Appendix_A_-_Special_Provisions.docx

SPECIAL PROVISIONS

0. GENERAL

0.1 PROJECT DESCRIPTION

The County Commissioners of Charles County are seeking bids from qualified contractors for construction services on Mill Hill Road in Waldorf, MD. This Invitation to Bid (ITB) encompasses three distinct scopes: Mill Hill Road Improvements, Mill Hill Water Line Extension, and Mill Hill Overlay & Pavement Markings.

Mill Hill Road Improvements

Mill Hill Road Improvements begin at Davis Road and extending south to Devonfield Ave. The primary purpose is to construct and upgrade approximately 2,350 LF of existing roadway to a two-lane roadway that meets the current County Road Ordinance specifications and safety improvements. Upgrades of existing roadway will include, but are not limited to, road widening/reconstruction, roadway excavation and disposal, full-depth pavement sections, pavement grinding, asphalt overlay, pavement markings and signage, storm drain piping/structures, stormwater management facilities, curb and gutter, sidewalk, relocated utility poles (if necessary), tree clearing and grubbing, restoration and stabilization of all disturbed areas, landscaping, and other incidentals necessary to perform the work as described in this ITB solicitation package and identified on the permitted and/or associated contract drawings. All work must be in accordance with the applicable County, State, and Federal Specifications, and the approvals that govern the work items. The work for Mill Hill Road Improvements is covered by the following drawings:

· B1 - Mill Hill Road Improvements PGM VCI 05-008

· B3 - Mill Hill Road Supplemental Drawings (these drawings coordinate the work between the road improvements and the water line extension)

Mill Hill Water Line Extension

Mill Hill Water Line Extension will interconnect neighborhoods and increase water system reliability. The water main extension runs along Mill Hill Road from Super Street to Devonfield Avenue and includes, but is not limited to, installation of approximately 1,282 LF of 12-inch diameter DIP, approximately 86 LF of 8-inch diameter DIP, and 6-inch diameter DIP for new and relocated/replaced fire hydrants. The scope also includes gate & hydrant shut-off valves, blowoff assemblies, tapping assemblies, bends, tees, plugs/caps, pipe restraints, thrust blocks, water house connections and associated corporation stops, curb stops (commercial), water meters, and other incidentals necessary to perform the work as described in this ITB solicitation package and identified on the permitted and/or associated contract drawings. All work must be in accordance with the applicable County, State, and Federal Specifications, and the approvals that govern the work items. The work for Mill Hill Water Lines Extension is covered by the following drawings:

· B2 - Mill Hill Road Water Main Extension PGM DSP-210037

· B3 - Mill Hill Road Supplemental Drawings (these drawings coordinate the work between the road improvements and the water line extension)

Mill Hill Overlay & Pavement Markings

Mill Hill Road Overlay & Pavement Markings covers placement of 1-1/4” of surface course hot mix asphalt superpave along approximately 1,600 LF of existing roadway along Mill Hill Road, approximately 160 LF of existing roadway along Jay Street, and approximately 100 LF of existing roadway along Frances Street. Upon completion of the surface course, the contractor shall apply pavement markings according to the Mill Hill Road Sidewalk-SRTS drawings. All work must be in accordance with the applicable County, State, and Federal Specifications, and the approvals that govern the work items. The work for Mill Hill Overlay and Pavement Markings is covered by the following drawings:

· B4 - Mill Hill Road Overlay Scope Drawings (partial set highlighting the road segments designated for the overlay installation)

· B5 - Mill Hill Road Sidewalk SRTS PGM VCI 16-0021 - (full set, including applicable specifications and details for overlay and pavement markings)

An Underdrain Report is also provided to all bidders to provide pertinent information.

0.2 PROJECT BACKGROUND

Due to concerns raised by surrounding neighborhoods relative to the narrowness of the roadway, safety concerns, and poor drainage conditions, this project was proposed to provide an upgraded roadway brought up to current County Road Ordinance standards. This project constructs two lanes of the ultimate four lane divided Arterial roadway.

The proposed water main extension from Super Street to Devonfield Ave will interconnect neighborhoods and increase water system reliability.

0.3 DRAWINGS AND SPECIFICATIONS

All work shall be performed in accordance with the project drawings, supplemental drawings/exhibits, Geotechnical report(s), and specifications provided by the County, contained herein. Furthermore, the work shall be in compliance with the Charles County Government Department of Planning and Growth Management Standards & Specifications for Construction, Charles County Detail Manual, Charles County Water and Sewer Ordinance, Road Ordinance, Grading and Sediment Control Ordinance, Storm Drainage Ordinance, Stormwater Management Ordinance, and all other local, state, and federal ordinances, codes, guidelines, and regulations applicable to the work being performed under this contract.

· Charles County Standards and Specifications for Construction https://www.charlescountymd.gov/government/planning-and-growth-management/planning-and-growth-management-publications/codes-ordinances-and-regulatory-documents

· Charles County Guides and Process Manuals https://www.charlescountymd.gov/government/planning-and-growth-management/planning-and-growth-management-publications/guides-and-process-manuals/-folder-161

· Maryland Department of Transportation State Highway Administration Standard Specifications for Construction and Materials (current version) https://www.roads.maryland.gov/ohd2/2020_Standard_Specifications.pdf or https://apps.roads.maryland.gov/BusinessWithSHA/bizStdsSpecs/desManualStdPub/publicationsonline/ohd/bookstd/index.asp

0.4 TIME OF COMPLETION

The date by which the work to be performed under this contract is to be completed shall constitute the contract completion date. The County and Contractor shall be given a total of five hundred forty (540) consecutive calendar days from the Notice-to-Proceed date, as established by the County and the Contractor, plus any contract time extensions approved by the County in which to complete all work to a point of substantial completion as deemed by the County. The project shall be considered substantially complete upon the completion of substantial completion inspection of the waterline (and all associated incidentals/appurtenances) AND pre-final inspection of the road, drainage, SWM, etc. performed by the Charles County Codes, Permits and Inspection Services (CPIS) Division.

0.5 QUALITY OF WORK

Work performed must be of an acceptable industry standard level in terms of cost, time, and workmanship. Failure to meet this standard, as determined by County representative, may be considered grounds for terminating the contract.

LIQUIDATED DAMAGES

Time is of the essence for the completion of this project. In accordance with the Part A-Instructions, Provisions, and Notices contained herein, the County shall, at its discretion, assess liquidated damages in the amount as determined by the County to be the actual cost incurred by the County as a result of the project being extended beyond the contract completion date as defined in Section 2.2, Term of Contract, contained herein above within Part A, Section 2.0 Award and Contract Formation and Section 1.4, Time of Completion, contained herein above with these Part B-Special Provisions. The amount of liquidated damages shall not exceed $500 per day.

WORKING HOURS PER DAY

The normal working hours per day on this contract shall be from 7:00 AM to 3:30 PM. Any weekend work shall be from 8:00 AM to 4:30 PM. Any adjustments to these times must be requested in writing to the County’s Project Manager a minimum of 48 hours in advance and authorized by the Contracting Officer.

WORK RESTRICTIONS

Part A-Instructions, Provisions, and Notices, Section 2.15-Holiday Schedule, contained herein above, provides a listing of all holidays observed by Charles County Government. However, Charles County Government does NOT restrict its Contractors and Consultants from work-related activities on every holiday listed in the aforementioned Section 2.15. Specific only to this ITB work is NOT permitted only on the following six (6) major holidays:

· NEW YEAR'S DAY

· MEMORIAL DAY

· INDEPENDENCE DAY

· LABOR DAY

· THANKSGIVING DAY

· CHRISTMAS DAY

In addition, work will not be permitted on Sundays.

0. SCOPE OF SERVICES

The Scope of Services for this project includes all direct and incidental work necessary to perform the work identified on the Bid Form. The Contractor shall not commence work under the Scope of Services prior to receiving a written notice from the County. The notice will only be in the form of an official Notice-to-Proceed (NTP) letter from the Charles County Department of Public Works. Any other form of authorization of the start of work on this project does not constitute approval by the County.

There will be no separate payment by the County for performing tasks within the Scope of Services. The costs associated with these items shall be considered incidental expenses and included in the base bid items.

1.1 PRE-CONSTRUCTION VIDEO

Upon receiving the NTP and prior to mobilizing to the site, the Contractor shall conduct a site video inspection of the project area(s), particularly noting the existing conditions of Mill Hill Road; adjacent property owners’ structures and buildings, driveways and entrances, and front yards; and general areas surrounding the project site. Prior to the start of any work on site, a copy of the pre-construction site video shall be provided to the County in a digital format acceptable by the County.

1.2 MOBILIZATION/DEMOBILIZATION

Contractor shall mobilize and begin work within fourteen (14) days of the date on the NTP letter. Mobilization shall include but is not limited to any required surveying and stakeout, equipment delivery, material delivery, and delivery of tools, and all requirements as specified in Section 01100 of the Charles County Government Department of Planning & Growth Management Standards & Specification for Construction.

A. Mobilization shall include preparatory operations that include the movement of equipment to the project site and the establishment of facilities necessary to begin work.

B. Mobilization will be paid to the Contractor by the County based on the breakdown for mobilization provided in the Schedule of Values submitted by the Contractor and approved by the County. Costs associated with mobilization shall not exceed 5% of the contract value. Payment will be full compensation for all material, labor, equipment, tools, and incidentals associated with mobilizing to the work site.

C. Payment of 50% of the Mobilization item will be made in the first monthly invoice and after the Contractor has substantially mobilized and established the necessary facilities. The remaining 50% will be paid equally over 5 payments. The first four (4) payments may be requested with the next 4 monthly invoices up to 50% of other work completed within the invoiced period. The 5th payment will be regarded as demobilization costs.

D. Demobilization shall constitute 10% of the mobilization costs provided in the approved Schedule of Values. Demobilization shall include all operations necessary for the removal of equipment, tools, materials, sediment control devices, restoration, facilities, etc. associated with the mobilization that are not part of the permanent construction and/or authorized by the County to remain on site. All areas shall be returned to its pre-disturbed or better condition.

Contractor shall note the limits of disturbance and minimal areas available on site for parking and storage of equipment and materials. Contractor shall take this into consideration when ordering and for delivery and storage of equipment and materials. The Contractor may obtain the rights, permission, or privileges to park or store materials at an off-site location, provided the County receives a copy of the verified authorization and the site has an active and approved erosion and sediment control plan (if required). The County is not liable for any delays in the project schedule due to frequency of deliveries and associated timeframes.

1.3 PROJECT SCHEDULE

Upon receiving the Notice to Intent to Award (NOA) letter from the County, the Contractor shall begin developing a project schedule to be submitted to the County for review and acceptance at or before the project Pre-Construction meeting. The schedule shall be prepared utilizing the Critical Path Method (CPM). The schedule shall break down each bid item task into manageable and measurable subtasks. The schedule shall be monitored through the duration of the contract and shall be updated prior to each progress meeting, with copies provided by the Contractor for each meeting attendee for review and discussion. The schedule shall be prepared in a manner that front loads concentrated work efforts that reserves time to deal with unforeseen difficulties, and still meet the allotted time for completion. Please refer to the holiday schedule in Part A, Section 2.15 and Part B, Section 1.8 when creating the project schedule. No work shall be originally/initially planned or scheduled on weekends and holidays without prior discussion and authorization by the Department of Public Works Capital Services Division.

The County reserves the right to hold, reject, and return invoices to the Contractor if updated project schedules are not received at each progress meeting and with each change order proposal reflecting the effects/impacts to the CPM schedule and contract completion date.

1.4 PERMITS

Permits for the work to be performed under this contract have been received by the County and are included in the Permit Package (Appendix F) which is part of this solicitation. The Contractor shall adhere to all conditions, requirements, and regulations required by permits from Soil Conservation District (SCD), Maryland Department of the Environment (MDE), Department of Natural Resources (DNR), United States Army Corp of Engineers (USACE), and the County’s Infrastructure Management (IM)/Codes Permits and Inspection Services (CPIS) Divisions. Any additional permits that are required will be obtained by the Contractor at his sole expense. The Contractor shall accept transfer of responsibility for all existing permits as appropriate. The Contractor will not be responsible for renewing the existing permits granted by SCD, MDE/USACE, and Charles County’s IM/CPIS Divisions throughout the duration of this project. The Contractor shall complete the Transfer of Authorization for applicable permits as required by the jurisdictional agency, such as thru the e-transfer on MDE’s website. A copy shall be submitted to Charles County for approval prior to starting any work.

In accordance with MDE’s 20-CP NPDES/NOI General Permit for Stormwater Discharges Associated with Construction Activity, the Contractor, as a party having day-to-day operational control over the construction activities at/on the project, will be required to apply and obtain their own Notice of Intent (NOI) permit. As part of this process, the Contractor will be required to have an anti-degradation review and revise and update the County’s existing (current) Stormwater Pollution Prevention Plan (SWPPP) to incorporate their own planned, additional measures, controls, and devices, coordinating with the County and consultant engineer as needed.

1.5 PROJECT SIGNAGE

2.5.1 Project Sign

The County will provide project information sign(s) upon issuance of the Notice-To-Proceed (NTP). The signs are made of metal and are approximately 5'x8' or 6'x10', or a combination of both. Wood posts, supports, and mounting hardware will not be provided by the County. The Contractor shall pick up the sign from the County’s office located at 10430 Audie Lane, La Plata, Maryland 20646.

Before work starts, the Contractor shall install the project information sign(s), adequately supported by a minimum of two 4" x 4" wood posts and supports to withstand normal wind loads. The County and the Contractor will coordinate suitable location(s) for the project sign(s). The project sign(s) shall be located to ensure suitable visibility, and to provide adequate sight distance for traffic when placed at or near intersections. Lights, flags, or other devices will not be permitted for attachment to the signs or posts.

The Contractor shall be responsible for the maintenance, repair, and upkeep of signs for duration of the project. Signs shall be cleaned as necessary to maintain readability during construction and immediately prior to its removal and return to the County office. The condition of signs when furnished to Contractor will be documented by the County and will be used as a reference to determine damage other than normal wear and tear. If any damage, beyond normal wear, occurs to the sign during shipment to and from the site, or during the course of construction, it shall be replaced by the County at the Contractor’s expense.

Upon completion of the project, the Contractor will remove and deliver the sign(s) to the County to the location from which they were retrieved. The Contractor is responsible and must coordinate delivery with the appropriate Capital Services’ representative.

5. Portable Variable Message Boards (PVMB’s) The Contractor shall provide two (2) Portable Variable Message Boards (PVMB) for this project. The Contractor shall provide project notification at the project limits on both Mill Hill Road (southbound Mill Hill Rd. near Homecoming Lane) and Davis Road (westbound Davis Rd. prior to the Mill Hill Rd. intersection) a minimum of 2-weeks prior to start of construction and for any change in traffic patterns or lane closures during the construction phase. If determined by the County Engineer, additional PVMB’s shall be provided at intermediate locations, such as subdivision side streets and intersections, at no additional cost to the County.

1.6 CONSTRUCTION SURVEY

The Contractor shall be responsible for conducting any and all required surveying services necessary to facilitate construction and complete the project objectives, including but not limited to recovering existing and/or establishing new survey control, performing construction stakeout, conducting field engineering/survey, preparation and completion of progress and final as-built drawings.

1.7 EQUIPMENT AND MATERIAL SUBMISSION

Equipment and material shall comply with the contract documents and the Charles County Government Department of Planning & Growth Management Standards & Specifications for Construction. The Contractor shall also provide a Certificate of Compliance for each material and equipment stating that the materials and/or equipment fully comply with the requirements of this contract.

Prior to ordering and/or delivery, the Contractor shall submit for review and approval to the County or its authorized representative, all sources from which the Contractor proposes to obtain equipment and materials. Furthermore, prior to installation or use, the Contractor shall submit for review and approval the product data for all equipment and materials to be used for the project to include but not be limited to the construction and compaction testing equipment, borrow/select fill material(s), mulch/sand/stone/aggregate, concrete, asphalt, admixtures, storm drain piping and associated structures, water line, valves, meters, hydrants, and all associated appurtenances, signage, pavement markings, plantings/landscaping, etc. as specified and included in the project drawings and specifications.

1.8 EROSION AND SEDIMENT CONTROL

The Contractor must install erosion and sediment (E&S) control measures as shown on the project drawings, or as otherwise required by the regulations. The Contractor shall maintain all E&S measures throughout the duration of the Contract. All E&S measures shall be in accordance with the latest version of the Maryland Standards and Specifications for Soil Erosion and Sediment Control and must adhere to any other federal, state, and local rules and regulations regarding erosion and sediment control. The Contractor shall provide and make access available to all regulatory agencies having jurisdiction over erosion and sediment control and assist as necessary in the inspection of all E&S measures installed on this project by the contractor.

1.9 GEOTECHNICAL TESTING

The Contractor shall obtain the services of a 3rd party geotechnical engineering firm to perform geotechnical and construction materials testing and inspection services as required. Testing requirements shall be in accordance with applicable sections of the Charles County Government’s Department of Planning & Growth Management’s Standard Specifications for Construction manual. Tests shall be performed, but not be limited to the following: borrow/select/structural fill material, trench and structure backfill, proof rolling, preparation/undercutting of subgrades, California Bearing Ratio (CBR) tests, reinforcing steel (if applicable), concrete, asphalt, installation of storm drain and waterline work, etc. The geotechnical field representative shall verify that all soil density/compaction testing for fill placement and soil bearing capacity at subgrade for storm drain piping and structures meet minimum specifications.

1.10 UTILITY LOCATIONS

Attention of the Contractor is directed to the possible presence of water, sewer, gas mains, electrical wires, conduit, communications cables (both overhead and underground), poles and house service connections within the street, right-of-way, and/or limits of the project site where the construction project is to be performed. The Contractor shall exercise special care and extreme caution to protect and avoid damage to utility company facilities as described in the preceding sentence. The Contractor shall take into consideration the adjustments and installations by public utilities in areas within the limits of this Contract. Existing utilities have generally been located and shown on the Plans as they are believed to exist; however, the County assumes no responsibility for accuracy of these locations. There is potential that new lines or cables have been installed since the completion of the plans. In the event of a water and sewer main break, the Contractor shall immediately notify the County’s Project Manager and the County’s Department of Public Works - Utilities Division.

Prior to the ordering of any storm drain or water/sewer main materials, the Contractor shall locate and test pit any underground utility/facility that appears to be in conflict, in order to determine if a conflict exists. Contractor shall pay special attention to potential conflicts with the existing water main/lines reflected on the construction drawings and any laterals and service connections that may exist. The Contractor shall also review the location of the existing and proposed (when possible) aerial utilities in order to determine if conflicts exist. In the event that conflicts may exist, the information shall immediately be forwarded to the County’s representative for review and resolution. Material ordered prior to obtaining test pit information will not be considered in any request from the Contractor for any equitable adjustments due to existing utility conflicts. As underground service connections are not typically shown on the plans, the Contractor must communicate with the utility companies to determine where the services exist; if there are conflicts, and how they can be resolved. This needs to be done as the first order of business before ordering materials. No compensation will be considered for rework due to failure to follow this procedure.

The Contractor shall locate all existing utilities and be responsible for their safety. Should any existing utilities be damaged or destroyed due to the operations of the Contractor, the damaged or destroyed components shall be immediately replaced or repaired as necessary to restore the utility to a satisfactory operating condition. These repairs or replacements shall be at no additional expense to the County or the owner of the utility.

There are existing utilities requiring relocation or adjustments within the project limits. Relocation of County-owned utilities (public water and sewer) shall be performed by the Contractor and will require contacting and coordinating with Charles County’s Department of Public Works’ Utilities Division. Other utilities, such as gas, electric, and communications, shall be relocated by the public utility company or its contractor. In this event, the Contractor shall contact and coordinate relocation efforts with the respective utility companies. In addition, the Contractor shall give sufficient notice to the specific utilities of the Contractor’s overall plan for construction. The utility companies will establish the lead-time necessary to meet the applicable utility work schedule and coordinate with the Contractor’s work operations based upon the Contractor’s overall plan.

If it is necessary to have utility facilities braced and/or supported at any time during the course of this project, it will be the Contractor’s responsibility to coordinate these activities with the utility owner.

Contractor should note that Charles County had previously authorized SMECO’s Work Request #0220754 to relocate nearly 2,300 feet of overhead conductor and utility poles, and this work has been completed.

1.11 PROJECT COORDINATION

The Contractor shall coordinate with all applicable County staff and utility companies having jurisdiction, stake, or vested interest that could or may be affected by this project. The Contractor must notify the affected parties prior to starting and at the completion of their work affecting the party’s vested interest. The Contractor shall maintain reasonable access to allow these parties to perform their duties as it relates to their respective jurisdiction, facilities, and property.

1.12 PROJECT MEETINGS

The Contractor is required to attend periodic meetings throughout the duration of the contract as explained in the subsections below.

Pre-Construction Meeting The Contractor shall attend a project pre-construction meeting at the County (or virtually) prior to starting any work. Following receipt of the Notice of Intent to Award, the Contractor shall coordinate with the County’s Capital Services Division for the date and time of this meeting and provide additional agenda items of discussion not already listed/described below. The County will provide the agenda and chair the meeting while the Contractor shall be responsible for keeping a record of the meeting and provide meeting notes to the County for review and acceptance within one week following the meeting. The Contractor must provide at least four (4) hard copies and/or an electronic copy of the initial project CPM schedule prior to or at this pre-construction meeting and be prepared to answer any questions pertaining to the prepared schedule. The agenda for the meeting will generally include the following topics:

1) Responsibilities of Consulting Engineer

2) Responsibilities of the Owner/County

3) Responsibilities of the Contractor

4) Responsibilities of the funding agency

5) Discussion of contractor’s schedule

6) Establishment of the date for Notice to Proceed

7) Review of subcontractors

8) Coordination between contractors

9) Coordination of utility work

10) Invoice format and processing pay requests

11) Prevailing wage reporting

12) Labor and equal employment requirements

13) Change order procedures

14) Permit conditions

15) Submittals.

16) Project inspection

17) Safety

18) Project sign

19) Other items Pre-Construction Site “Kick-Off” Meeting The Contractor shall coordinate with the County, all applicable regulatory agencies and utility companies to schedule a pre- construction site “kick-off” meeting prior to start of work, and periodically as needed throughout the course of the project. The purpose of the site meeting is to provide an opportunity to discuss the effects the construction will have on each agency or company’s area of jurisdiction.

Bi-Weekly Progress Meetings In an effort to keep the project on schedule, bi-weekly progress meetings will be conducted to review the progress of construction and discuss pertinent project issues. The Contractor shall be prepared to meet at the site or at County offices during construction on a bi-weekly (every other week) basis at an agreeable time and day during the work week.

The Contractor shall chair all Progress Meetings and provide an agenda for the meetings to the County and all other attendees at least 48 hours prior to the scheduled time of meeting. The Contractor shall keep record of each meeting and submit copies of the meeting notes to the County and all attendees for review and comment within one (1) week following the meeting. In addition to the agenda, the Contractor shall provide a verbal status update, and an updated CPM project schedule, and copies of the previous meeting’s notes.

Field Coordination Meetings The Contractor shall coordinate and attend, when necessary, any field coordination meetings required by the County, or any regulatory agency or utility company as required to discuss issues related to the performance of work identified in these Special Provisions, including but not limited to the U.S. Army Corps of Engineers (USACE), the Department of Natural Resources (DNR), the Maryland Department of the Environment (MDE), the Water Management Administration (WMA), Maryland Department of Transportation/State Highway Administration (MDOT/SHA), Charles County Codes, Permits, and Inspection Services (CPIS) Division, Washington Gas, SMECO, Verizon, Comcast, etc.

1.13 INVOICES

The Contractor shall submit monthly invoices on the County’s standard invoices form for payment of work performed. Fourteen (14) days prior to submitting the 1st monthly invoice, the Contractor shall submit a Schedule of Values to the County for review and approval. The Schedule of Values shall contain a cost breakdown of the construction items shown on the Bid Form and shall be consistent with the activities identified on the approved project schedule. Payment of invoices by the County shall be in accordance with the General Provisions within Part A-INSTRUCTIONS, PROVISIONS, AND NOTICES, contained herein above.

The County will pay the Contractor monthly for work satisfactorily performed during the preceding calendar month, less 5% of the amount invoiced for retainage. The retainage shall be held for the one (1) year warranty period, or longer should the warranty period be required to be extended. In lieu of retainage, the County will accept a Maintenance Bond, covering the full duration of the warranty period. Reduction of the retainage of less than 5% shall be at the sole discretion of the County, but not before the project has reached the substantial completion/pre-final stages and the required inspections performed. Retainage is typically held until receiving the signed Certificate of Final Completion Acceptance and Maintenance Bond.

Consistent with satisfactory performance of final payment requirements and County’s acceptance of the project, having either an acceptable Maintenance Bond established and in place or subsequent to the conclusion of the warranty period, the Contractor shall submit their final payment invoice to be processed as appropriate.

The County reserves the right to hold, reject and return invoices to the Contractor if updated CPM project schedules and progress/site meeting notes are not prepared, distributed, and approved in accordance with the requirements of Sections 2.3 Project Schedule and 2.12 Project Meetings, contained herein above.

1.14 AS-BUILT AND RECORD DRAWINGS

As the work progresses, the Contractor shall record all as-built information of the construction. The Contractor shall make available the as-built information to the County for inspection as the project progresses. At the completion of work and prior to substantial completion/pre-final inspections, the Contractor shall submit redline (progress) as-built drawings, as-built data forms, and as-built certification forms, as applicable, to the County for review and approval, providing all required as-built information and data in accordance with Charles County Government’s Department of Planning & Growth Management’s Plan Preparation Package. The Contractor shall allow two (2) weeks for review/approval by the County’s Codes, Permits & Inspection Services Division (CPIS). If comments are returned, the Contractor shall address all comments resulting from the review. The Contractor shall revise and resubmit as necessary until the as-built drawings are approved by the County. Upon approval of the progress as-built drawings and associated data and certification forms by the County, the Contractor will have the design engineer-of-record develop the final, record as-built drawings at no additional expense to the County. The finalized as-builts and associated data and certification forms are to be signed and sealed by a professional engineer licensed in the State of Maryland.

Once the County has received the record as-built drawings and all other necessary requirements are met, the Contractor may request substantial completion/pre-final inspection. Final inspection will not be held until the finalized as-builts, data forms, and certification are approved and signed by CPIS.

The Contractor is responsible for any and all required revisions to the record as-builts resulting from field changes/corrections to address outcomes or construction punch list items from the substantial completion/pre-final and final acceptance inspections, at no additional cost to the County.

1.15 CLOSEOUT PROCEDURES

Project closeout consists of the following:

Substantial Completion/Pre-Final Inspection and Certification Prior to scheduling the substantial completion/pre-final inspection(s), the Contractor must have received approval of the submitted redline (progress) As-Built drawings and associated as-built data forms, and as-built certification forms. The Contractor shall provide a completed, signed copy of the Guarantee Form to Capital Services for review and signature prior to attending the Substantial Completion/Pre-Final Inspection. The County will issue a Certification of Substantial Completion upon satisfactory completion of the substantial completion/pre-final inspection construction punch list items and approval of the progress As-Built drawings and associated documents.

1.15.1 Final Completion Inspection and Certification

Prior to scheduling the final completion inspection, the Contractor shall have completed all substantial completion/pre-final inspection construction punch list items and have had all required documents reviewed and approved by Capital Services and/or Codes, Permits & Inspection Services (CPIS) divisions, including the following:

1) finalized approved/signed as-built drawings, As-Built Data forms, and As-Built Certification forms (refer to County’s Plan Preparation Package),

2) all geotechnical inspection reports packaged with a cover certification letter signed and sealed by a Professional Geotechnical Engineer, acknowledging that all work performed was in accordance with the contract drawings and specifications,

3) landscape certification letter and delivery ticket(s) indicating all trees, shrubs, and landscape plantings were delivered and installed in accordance with the contract drawings and specifically the Planting Legend and Landscape Schedule shown on the Landscape Plan Sheets L1.1-L1.3 (Note that any tree/planting substitutions must be reviewed and approved by the Department of Planning & Growth Management prior to ordering and delivery on site.),

4) Notice of Construction Completion form (refer to County’s Plan Preparation Package),

5) SWM Inventory Update List (refer to County’s Plan Preparation Package),

6) Stormwater Management Facilities Construction Completion “As-Built” Certification (refer to County’s Plan Preparation Package),

7) Stormwater Conveyance System (Pipes/Culverts/Ditches) “As-Built” Certification (refer to County’s Plan Preparation Package),

8) Various revised/updated Asset Summary Reports (originals to be provided by Capital Services; refer to County’s Plan Preparation Package),

9) Contractor’s Affidavit of Payment of Debts and Claims (G706),

10) Contractor’s Affidavit of Release of Liens (G706A),

11) Consent of Surety Company to Final Payment (G707),

12) Release and Waiver of Lien (one form completed by the Contractor and each subcontractor/vendor participating in the project),

13) Release (one form completed by the Contractor and each subcontractor/vendor participating in the project),

14) Other The County will issue a Certificate of Final Completion Acceptance upon verification of completion of all substantial/pre-final and final inspection construction punch list items and approval and acceptance of all required close out documents, certifications, forms/reports, final approved/signed As-Built drawings, etc. as described and listed above.

1.15.2 Warranty Period and Warranty Inspection

The issue date of the Certificate of Final Completion Acceptance shall signify the start of the warranty period for the project. The duration of the warranty period shall be 1-year or 365 consecutive calendar days, unless otherwise extended/required by the contract drawings and/or specifications.

Within 60 days of the end of the warranty period, the Contractor shall coordinate with Capital Services to schedule a warranty inspection performed by Codes, Permits & Inspection Services (CPIS) and other applicable County divisions. The Contractor must complete any warranty punch list items (construction or repairs) prior to the end of the warranty period and release of final payment (release of retainage) or release of the Maintenance Bond.

1.15.3 Final Progress Payment

The County will make the final progress payment to the Contractor upon completion of the following items:

· Issuance of Certificate of Final Completion Acceptance,

· Receipt of finalized, approved as-builts and documents,

· Demobilization and cleanup, site restoration, and permanent stabilization,

· Receipt of Warranty/Maintenance Bond (if applicable) or end of Warranty period.

1.15.4 Release of Retainage

The County will release retainage upon having a Certificate of Final Completion Acceptance and submission and evidence of having a minimum 1-Year Maintenance Bond in place (or longer duration as required per the contract drawings/specifications). Proof of maintenance bond shall be via specific language in the performance bond, a letter from the bonding company stating that the performance covers the 1-Year warranty period, or an actual, separate Maintenance Bond. In the absence of a maintenance bond, the County will hold the retainage for the duration of the required warranty/bonding period. The County may allow for a partial release(s) of retainage at the Contractor’s request and approval by the County at the County’s discretion.

1.16 CLOSEOUT DOCUMENTS

Upon completion of all work related to this project, the Contractor shall complete and submit to the County all required documents, including those provided in Appendix E As-Built and Close-Out Requirements Package and listed/described in Special Provisions Section 2.15.2 above. If required, the Contractor shall make any modifications to the forms and information provided with the closeout documents at no additional cost to the County. Closeout documents are required prior to the release of retainage being held for the project.

1.17 PREVAILING WAGE REPORTING

The County utilizes the web-based prevailing wage reporting software LCPtracker. All contractors and subcontractors are required to submit certified payrolls and labor compliance documentation using this software. Use of the software will involve data entry of weekly payroll information that is acceptable to the County. The software has interface capability with many payroll and accounting software programs that may streamline data entry. Software licensing and training will be provided by the County.

0. SCOPE OF WORK

The Contractor shall not commence construction activities under the Scope of Work prior to receiving a written notice from the County. The notice will only be in the form of an official Notice-to-Proceed letter from the County’s Department of Public Works. Any other form of authorization of the start of work on this project does not constitute approval by the County.

The Scope of Work for this project includes, but is not limited to, the furnishing of all coordination, scheduling, supervision, labor, tools and equipment, facility investigations, materials and supplies, incidentals and appurtenances, mobilization/demobilization as required to effectively construct improvements within and along Mill Hill Road as shown in the contract documents and listed within the special provisions. Upon completion of work, the Contractor shall restore all disturbed areas to their original pre-construction conditions. The work performed under this Contract shall be in accordance with, and shall comply with all applicable codes, guidelines, ordinances, and regulations having jurisdiction over the work to be performed, including but not limited to requirements set forth by Charles County Government, the State of Maryland, and any other regulatory agency having jurisdiction to control, limit or otherwise regulate the performance of the work.

Mill Hill Road Improvements begin at Davis Road and extending south to Devonfield Ave. The primary purpose is to construct and upgrade approximately 2,350 LF of existing roadway to a two-lane roadway that meets the current County Road Ordinance specifications and safety improvements. Upgrades of existing roadway will include, but are not limited to, road widening/reconstruction, roadway excavation and disposal, full-depth pavement sections, pavement grinding, asphalt overlay, pavement markings and signage, storm drain piping/structures, stormwater management facilities, curb and gutter, sidewalk, relocated utility poles (if necessary), tree clearing and grubbing, restoration and stabilization of all disturbed areas, landscaping, and other incidentals necessary to perform the work as described in this ITB solicitation package and identified on the permitted and/or associated contract drawings. Contractor shall note that the specified 10 ft. grinding across Mill Hill Road at approximate Station 81+55 as shown on the drawings will no longer be required with the additional Mill Hill Road Overlay work and extension of the surface course hot mix asphalt limits north to approximate Station 65+90. All work must be in accordance with the applicable County, State, and Federal Specifications, and the approvals that govern the work items. This work is listed as Base Bid Item A1.

Mill Hill Water Line Extension will interconnect neighborhoods and increase water system reliability. The water main extension runs along Mill Hill Road from Super Street to Devonfield Avenue and includes, but is not limited to, installation of approximately 1,282 LF of 12-inch diameter DIP, approximately 86 LF of 8-inch diameter DIP, and 6-inch diameter DIP for new and relocated/replaced fire hydrants. The scope also includes gate & hydrant shut-off valves, blowoff assemblies, tapping assemblies, bends, tees, plugs/caps, pipe restraints, thrust blocks, water house connections and associated corporation stops, curb stops (commercial), water meters, and other incidentals necessary to perform the work as described in this ITB solicitation package and identified on the permitted and/or associated contract drawings. All work must be in accordance with the applicable County, State, and Federal Specifications, and the approvals that govern the work items. This work is listed as Base Bid Item A2.

Mill Hill Road Overlay & Pavement Markings succeeds the construction of a sidewalk under a separate County contract as shown on the drawings titled Mill Hill Road Sidewalk SRTS (PGM #VCI 16-0021) in Appendix 1. After the sidewalk work is completed, the Contractor shall install 1 ¼” hot mix asphalt final surface superpave 9.5mm, PG64S-22, Level 2, 1 Lift in the areas highlighted on the drawings titled Mill Hill Road Overlay Scope in Appendix 1 in accordance with the Mill Hill Sidewalk SRTS (PGM #VCI 16-0021) drawings under this contract. At the transverse pavement tie-in joints at/on Mill Hill Road (approximate Sta. 65+90 to Sta. 66+00), Davis Road (westbound lanes), Frances Street, and Jay Street, Contractor to grind/mill and overlay to a depth of 2-inches a minimum distance of 10 ft over the existing pavement at the tie-in to provide a smooth transition. For all new pavement joints/tie-ins, including the longitudinal joint along Mill Hill Road (approximate Sta. 65+10 to Sta. 65+90), Contractor to saw cut a straight, neat, vertical joint at the pavement tie-ins with tack coat applied on the vertical edge/joint and a heated bituminous joint sealer applied surficially along the tie-in joint once the surface asphalt placement is completed. Upon completion of the surface course, the contractor shall apply pavement markings according to the Mill Hill Road Sidewalk-SRTS drawings. Overlay, grinding/milling, pavement markings, and other incidentals must be performed in accordance with the applicable County, State, and Federal Specifications, and the approvals that govern the work items. The work is listed as Base Bid Item A-3.

All Construction Plans and Specifications located in Appendix 1 are hereby included in the Scope of Work. Prices provided by the bidder on their submitted Bid Form shall be based on the corresponding bid items as described herein.

2. ADDITIONAL SCOPE REQUIREMENTS AND CLARIFICATIONS

0. Sequence of Construction and Prioritization of Sediment Basin and Storm Drain Piping In order to coordinate and not delay the construction of the adjacent B5 - Mill Hill Road Sidewalk SRTS PGM VCI 16-0021 project, the Contractor for this B1 - Mill Hill Road Improvements PGM #VCI 05-0085 project shall prioritize the timing and first construct the sediment basin/submerged gravel wetlands and storm drainage system between Structure #240 and End Section #10 (including overflow pipe outfall). Contractor shall prioritize and follow the Sequence of Construction notes #6-#8 on Sheet No. C12.1 for completing installation of the storm drain system and the sediment basin/submerged gravel wetlands as quickly as possible to allow the adjacent B5 - Mill Hill Road Sidewalk SRTS PGM VCI 16-0021 project to move forward with their tie-in and extension of the storm drain system. Refer to Appendix B for the B1 - Mill Hill Road Improvements PGM VCI 05-0085 and B5 - Mill Hill Road Sidewalk SRTS PGM VCI 16-0021 permitted construction drawings. This work shall be included as part of Base Bid Item A-1.

0. Existing Fire Hydrant Relocation The B1 - Mill Hill Road Improvements plans (Sheet C5.2) specifies under Construction Note #6 the relocation of the existing fire hydrant at the southwest corner of the Mill Hill Road and Super Street intersection. Relative to this existing fire hydrant relocation, the design and details shown on the B3 - Mill Hill Road Supplemental Drawings shall supercede the design reflected within the B1 - Mill Hill Road Improvements PGM VCI 05-0085 plans. The Contractor shall install the new water line pipe, fittings, and (new) fire hydrant assembly per plan sheets SK-1 through SK-3. This work shall be included as part of Base Bid Item A-1.

0. Proposed Water Line Casing Pipes The Contractor shall install all required steel and HDPE casing pipes as specified in the B2 - Mill Hill Road Water Main Extension PGM DSP-210037 drawings and B3 - Mill Hill Road Supplemental Drawings. The Contractor shall coordinate and install the casing pipes at time of roadway construction prior to final grading and asphalt placement in accordance with the design and details reflected within B3 - Mill Hill Road Supplemental Drawings sheets SK-1 through SK-3. This work shall be included as part of Base Bid Item A-1.

0. Adjustment of Yard Inlet I-125 The Contractor must make the necessary field change(s) to adjust (realign/shorten) the location of the 14”x23” Elliptical RCP pipe and Type K Single (yard) Inlet structure #125 shown on the B1 - Mill Hill Road Improvements PGM VCI 05-0085 plans to provide a minimum five (5) foot horizontal/lateral separation between structure #125 and the adjacent utility pole while maintaining direct, positive drainage from the roadside swales/ditches. This work shall be included as part of Base Bid Item A-1.

0. Coordination and Clearing of Trees and Plantings Within Sight Distance Easements The Contractor shall coordinate with appropriate County representatives and the property owners to potentially remove trees and or plantings and other obstructions such as buildings/structures, walls, fences, landscaping etc. located within the road right-of-way and public sight distance easements to obtain/maintain a clear line of sight in accordance with the Department of Planning & Growth Management’s Road Ordinance Appendix A, Tables 2.02 and 2.06. Contractor shall refer to the public sight distance easement areas reflected on the B1 - Mill Hill Road Improvements PGM VCI 05-0085 plans, Sheets C1.1-C1.3. This work shall be included as part of Base Bid Item A-1.

0. Driveway Apron of Southerland, Lot 15 (Tax Map 7, Grid 14, Parcel 216) Regarding the Southerland Lot 15 (currently owned by Igbafen Modupe; formerly owned by Stewart L. Morris & T.M.