Attachment D.pdf

Attachment D – Potential Services

1. GENERAL:

1.1 Potential Services: Potential services is work to be performed beyond the base services specified in the contract.

1.2 Contract Period Estimate: A lump sum of $8,000,000 should be included in item 17 of cost proposal form for potential services. SCDOT will only pay for potential service work performed in accordance with the terms of the contract and does not guarantee that the full amount in scoping item 17 will be paid to the Contractor.

2. TYPES OF WORK:

2.1. Inspection Findings: Inspection reports may be used to assign both short and long term maintenance and repair activities.

2.2. Repairs & Maintenance: Repairs and maintenance identified by SCDOT personnel or the Contractor and not the direct result of failure to perform base services.

2.3. Emergency & Expedited Work

2.3.1. Severe Weather Preparation, Response & Recovery: Severe weather preparation and reporting.

Repairs due to damages caused by severe weather events

2.3.2. Repairs due to unforeseen circumstances and not the direct result of failure to perform base services, such as bridge collisions.

2.4. Other: Repair and maintenance to structures outside of the Contract bridge inventory may be requested by

SCDOT.

3. AUTHORIZATION OF POTENTIAL SERVICE WORK: Potential service items are categorized as Minor Work, Major Work or Expedited/Emergency. Each category has varying work authorization requirements. See section 4 of Attachment D for additional information on estimating, cost proposal and payment of potential services.

3.1. Minor work is defined as work under $10,000.

3.1.1. Minor work can be authorized by the State Bridge Design Engineer (SBDE) or designee. Written approval of minor work must be obtained from SBDE and retained in the potential service item file.

3.1.2. A detailed cost proposal must be submitted for approval prior to commencing minor work.

3.2. Major work is defined as any work over $10,000, excluding Emergency Work defined in section 3.3 of Attachment D.

3.2.1. Major work must be authorized by the Potential Service Review Committee (PSRC). Written approval of major work must be obtained from a designated PSRC representative and retained in the potential service item file.

3.2.1.1. PSRC members include the SCDOT Assistant Director for Bridge Management, State Bridge Design Engineer, State Bridge Program Manager and District Bridge Engineer. The PSRC will meet monthly to review proposals unless a written request to expedite approval from the Contractor is made. Two PSRC members will be required for approval of the potential service;

one member shall be the SCDOT Assistant Director for Bridge Management or designee.

3.2.1.2. A detailed cost proposal including a minimum of three competing bids must be submitted for approval prior to commencing work. All responsive bids and a subcontractor award recommendation must be included with the cost proposal. Additional information may be required if recommendation to award is not low bidder. In some work types or circumstances, it is acknowledged that it may not be feasible to acquire multiple estimates. When unable to obtain three bids it shall be documented in the cost proposal that it was not feasible to acquire multiple estimates and the proposed price is fair and reasonable. Cost proposals must remain valid 60 days from date received by SCDOT unless a written request to expedite approval is made to the PSRC.

3.3. Expedited & Emergency Work can be minor or major and may be associated with a state or federal emergency declaration. Only work identified by SCDOT as Emergency or Expedited is applicable to this category.

3.3.1. Emergency & Expedited Work can be authorized by the State Bridge Design Engineer (SBDE) or designee. Written approval of Expedited & Emergency work must be obtained from SBDE within 48 hours and retained in the potential service item file.

3.3.2. A detailed written cost proposal should follow as soon as practical to allow proper documentation of the work authorization.

4. ESTIMATING & PAYMENT

4.1. Cost proposals for work are based on the best information at the time of estimating and field conditions may change the final costs. SCDOT shall be notified as soon as possible if the potential service item cost will exceed the approved cost proposal amount. A justification and request for approval shall be submitted to the Department for approval prior to work being completed.

4.2. Potential Service work using Contractor forces will be paid as time and materials.

4.3. Contractor shall be responsible for maintaining an accurate and updated tracker for all proposed and approved potential services. At minimum, this shall include proposal cost estimates, actual costs, invoice amounts and statuses, details and status of the work, dates, and budget tracking, both current fiscal year and overall contract.