Bozeman Truck Parking Area Maintenance Specifications.docx

BOZEMAN HILL TRUCK PARKING AREA MAINTENANCE

SCOPE OF WORK

1.1. DESCRIPTION OF WORK

The Montana Department of Transportation (Department) is seeking bids from caretaker management firms or individuals for the maintenance of the Bozeman Hill Truck Parking Area located in Park County on I-90 milepost 326.5.

The work shall include, but not limited to, furnishing labor, equipment, supplies not provided by the Department, tools and materials required to effectively maintain and operate the truck parking area including the vault toilets, grounds, parking lots and all other facilities within the truck parking area proper.

The scope of the work does not include the maintenance, repair, or removal of snow from the parking lots including entrances and exits to the parking lots of the truck parking area.

In addition to the routine work outlined in this document, the resulting purchase order requires a Contractor or Contractor's representative capable and authorized to confer on a daily basis with the Department's representative concerning situations and problems that arise and to be on call for emergencies.

Prior to commencement of work, the Department will arrange a meeting with the Contractor to discuss the resulting purchase order terms and work performance requirements. At this time, an inspection of the truck parking area will be conducted jointly to document conditions that exist. The Department is responsible for corrections of any identified substandard items listed as a result of the inspection.

All mechanical, electrical, plumbing, etc. work must be within codes and performed by appropriate licensed tradesperson.

1.2. WORK LOCATIONS AND SCHEDULES

The Truck Parking Area is located at Livingston, MT. on I-90 milepost 326.5.

The following schedules will apply:

Daily Schedule

The Contractor shall provide appropriate personnel to service and clean the vault toilets a minimum of once a day, seven days per week.

This cleaning for each site shall be between 8:00 am and 12:00 pm.

The cleaning requirements are based on minimum service levels required to keep the site refreshed throughout the day. The Contractor shall provide additional cleanup and care during periods of high use and, if necessary, through temporary closures, holidays and weekends.

In addition to routine janitorial services the Contractor will be responsible for, but not limited to, the following typical maintenance duties:

Doors – Repair and/or Replace

Fixtures – Repair and/or Maintain

1. Toilet seats.

Painting – touch up to maintain appearance of:

1. Vault toilet walls.

2. Doors.

1.3. INVENTORY OF TRUCK PARKING AREA

1.4. GENERAL REQUIREMENTS

Under the terms of the resulting purchase order, the Contractor and employees are prohibited from operating or advertising any commercial enterprise or activity on any premises that are the subject of the proposed purchase order.

The Contractor shall provide all labor, equipment, tools, materials and supplies (except as specified below) necessary to provide minor maintenance services associated with the facilities and parking area, to effectively maintain and operate the truck parking area.

The Department agrees to furnish only the following:

The Contractor shall provide the appropriate personnel to maintain the truck parking area facilities in a safe, sanitary, clean and attractive manner in accordance with the terms and conditions of the resulting purchase order.

The Contractor agrees to have a phone during the duration of the resulting purchase order and shall provide the Department with the name(s) and telephone number(s) of all on-call personnel.

Contractor personnel may assist the Department's appointed representative in making random on-site facility inspections and in coordinating other operational requirements. All site inspection deficiencies and recommended corrective actions will be shared with the Contractor.

The Contractor shall promptly notify appropriate authorities of emergencies that occur in the truck parking area. In the event of illness or injury to visitors or others while in the truck parking area, the Contractor's personnel shall call for professional help as requested or deemed appropriate.

The Contractor shall immediately report to the Department any suspected hazardous material spills. The Contractor shall barricade the area. The Contractor shall not attempt cleanup and will keep people away until qualified authorities decide on proper action.

The Contractor shall report all incidents such as vandalism, excessive occupancy, camping, etc., to the Department daily. The Department shall receive notification of any incidents relative to public health or safety immediately and incidents of a lesser nature during the next normal workday.

The Contractor and their employees shall not accept tips or other gratuities for any service performed in the truck parking area.

The Contractor or its’ employees cannot have pets; or children requiring the supervision of the Contractor or its’ employee, on site while performing work on the rest area.

In the event questions concerning areas of responsibility and duties arise, the Department shall have final authority.

1.5. WORK DETAIL - CLEANING/SERVICING REQUIREMENTS

Vault Toilets

Floors, doors and vault toilets shall be scrubbed thoroughly, with additional cleaning as necessary.

After being washed, shall be wiped dry with a clean rag and floors shall be dried by either forced air or dry mopping.

Paper goods dispensers shall be replenished as necessary. At least one-half roll of toilet paper should be in evidence in each stall.

Walls shall be scrubbed weekly with soap and water, or appropriate cleaner, and wiped dry to maintain a clean, smear-free appearance. Daily spot cleaning is to be done as needed.

The entire inside of the vault toilets shall be deep cleaned at least twice a month or more often if required to maintain in original condition. The Department will provide the necessary equipment and chemicals to accomplish the deep cleaning.

The Department shall provide paper goods, garbage bags, and cleaning supplies. Safety Data Sheets (SDS) must be present for all appropriate products.

The Contractor shall immediately remove any graffiti or markings of any kind on any surface inside the vault toilets.

Plaza Areas (outside the vault toilets)

Walkways and doors shall be thoroughly cleaned each day, with additional cleaning as necessary. Smooth walls and overhead surfaces shall be scrubbed monthly with soap and water and wiped dry to maintain a clean, smear-free appearance. Rough surfaces shall be brushed and/or swept clean as necessary and shall be pressure washed a minimum of once every three months on 90-day intervals except during winter weather conditions.

Grounds and Parking Lots

All trash, paper, other litter and pet waste shall be removed from the grounds, (core area around vault toilets), ramps and parking areas once per shift, or more often if necessary. All types of litter shall be removed from the surrounding areas daily. All garbage containers shall be emptied, cleaned and lids washed if dirty, and fitted with new bags as often as necessary to avoid overflow.

The Contractor should use his judgment to determine whether an almost empty garbage bag actually needs to be replaced. The Contractor shall notify the Department when garbage containers need replaced due to damage, normal wear and tear, etc.

The Contractor will be responsible for collecting and transporting all litter, debris and garbage to a site designated by the Department.

Garbage bags placed in garbage storage containers must be tightly secured in order to reduce the risk of creating unsanitary conditions.

Parking areas, sidewalks and walkways shall be inspected and debris removed at least once per workday or as needed.

The Contractor shall be responsible for removing snow and ice from the pedestrian walkways to provide bare walkways for safe access. The pedestrian walkway applies only to the walkways in front of the vault toilets from the parking lot to the vault toilets themselves. Pick-up trucks or heavy tractors with snowplows or blades are not allowed on the pedestrian walkways in the truck parking area.

The Department will be responsible for snow removal from the parking lots area.

The Contractor shall immediately remove any graffiti or markings of any kind on any surface in the truck parking area. If the graffiti problem persists, or is of a violent or obscene nature, the problem shall be reported to the Department immediately.

Sewage System

The Contractor is responsible for informing the Department when vault toilets need to be pumped. The Department is responsible for the pumping of the vault toilets.

Miscellaneous

The Contractor shall provide safe storage for found articles and shall deliver unclaimed articles weekly to the Department. All incidents of lost/found shall be recorded in the daily checklist and log. (See Exhibit II.)

1.6. WORK DETAIL - MAINTENANCE REQUIREMENTS

The Contractor shall:

Maintain in good working condition all fixtures in the vault toilets including toilet seats, toilet paper dispensers, doors, hinges, latches and supports.

1.7. WORK DETAIL - REPAIR AND REPLACEMENT REQUIREMENTS

The Contractor shall:

Be responsible for replacing unserviceable or broken fixtures including toilet seats, doors, toilet paper dispensers and other related fixtures with Department provided fixtures. The Department will make the final determination if a fixture needs replaced.

The Department will:

Be responsible for providing replacement fixtures for the vault toilets and truck parking area proper, including, but not limited to: toilets, toilet seats, doors, toilet paper dispensers, and garbage containers.

Reserve the right to make any repairs, remove or add fixtures, facilities, landscaping or any other improvements or maintenance activity it deems necessary.

1.8. SAFETY REQUIREMENTS

The Department will furnish signs and barricades for emergency closure of the truck parking area. The Contractor shall furnish pedestrian signs deemed necessary to adequately warn or protect the public from possible hazardous conditions. Special precautions must be used when power equipment is operated.

The public shall be permitted use of vault toilets during cleaning if they so request.

The Contractor shall comply with applicable laws and regulations governing safety, health and sanitation.

The Department will provide a first aid kit. The Contractor shall keep the first aid supplies stocked at all times. The resident caretaker may attend a first aid course (conducted by the Department) if he or she so desire.

The Contractor and/or employees are not security personnel. All security or safety issues are to be reported to appropriate law enforcement entity and the Department immediately.

The Department will maintain security cameras if equipped.

1.9. CONTRACTOR'S EMPLOYEES

Each employee shall wear a visible easily read identification badge that contains the Contractor's and the employee's names. Because work performed on the rest area reflects directly on the Department, especially in the eyes of the traveling public, Contractor’s employees must dress in a professional and appropriate manner (i.e., clothing that appears clean, no shabby or ragged clothing, no halter/tank tops, no very short cutoffs, etc.)

Employees are prohibited from having firearms in their possession while on site. They also may not be in possession of any non-prescription or illegal drugs, or prescription drugs that are not currently prescribed to them. They may not be under the influence of any alcohol or drugs, prescription or otherwise, while on-site or performing work under the purchase order.

Employees shall treat the public in a friendly, courteous manner.

Contractor employees should be well informed on local road conditions, detours, and tourist attractions.

The Department reserves the right to require the Contractor to remove employees performing any duties associated with the resulting purchase order who endanger persons or property. Who are in violation of any of these requirements, or whose continued employment does not serve the best interest of the Department.

1.10. RECORDS

The Contractor shall keep a daily checklist and log which will be kept on site and available to the Department at any time. The checklist and log shall contain time and details of unusual activity (accidents, vandalism, etc.), lost and found articles, traffic counter reading, etc. A sample Daily Checklist and Log is attached as Exhibit II. The checklist and log shall be kept in the storage or mechanical room and be available for inspection by Department personnel.

Copies of the Daily Logs will be mailed or delivered to the Department no less than twice a month to the location listed below:

PO Box 3028 Bozeman, MT 59772-3028

1.11. DEPARTMENT'S RESPONSIBILITIES

Grounds, Parking Lot and Roadway

The Department will be responsible for all repairs to pavement, walks and curbs. If the Department determines that any damage is the result of a negligent act by the Contractor, the cost of repairs shall be the responsibility of the Contractor.

Signs and Symbols

The Department will provide all necessary permanent signs and pavement markings.

No additional signs shall be installed or erected by the Contractor except those required on a temporary basis to designate vault toilet cleaning. The Contractor shall do emergency closure of the truck parking area by use of the signs, barricades, and deployment plan provided by the Department. The Department must approve closures. The Contractor shall remove closure signs and barricades when the emergency is over and the truck parking area is to be reopened. The Department shall be notified immediately of any emergency.

Complaints

All letters of complaint directed to the Contractor from the public shall be forwarded to the Department for reply. Copies of any complaints received, or responses issued by the Department will be provided to the Contractor.

Acts of Nature

The Department will be responsible for all damage and other problems caused by acts of nature.

Inspection

The Department will perform inspection(s) to ascertain the Contractor's compliance with requirements. The Contractor's designated supervisor may accompany the Department representative when inspections are made, but no advance notice of inspection time will be given. Refer to Exhibit III for the Department checklist and scoring criteria for each item.

The Department will allow adjustment only for the following reasons:

· Acts beyond the control of the Contractor

· Inspections performed during a large influx of visitors, such as a bus tour

· The Contractor demonstrates that broken or malfunctioning items noted were repaired within 5 working days of the inspection

1.12. TRUCK PARKING AREA CLOSURE

In the event that the truck parking area or one of the truck parking areas specified in this IFB is to be closed for a period of more than two weeks for any reason (such as fire, vandalism, sewage or highway construction, truck parking area renovation, reduction of funding, etc.) it is agreed by the parties that, upon written notification by registered mail from the DEPARTMENT to the CONTRACTOR, payments provided for in the resulting purchase order, will be discontinued starting two weeks after the date of postmark.

If the notification of closure falls between monthly payment periods the amount due will be prorated based upon the monthly rate and the number of days worked prior to the date payment will be discontinued.

When the truck parking area becomes operational, payment will commence from the first day the services are rendered. If services are provided for less than one full month, payment will be for the number of days worked based on the monthly rate.

If this IFB is for maintenance services on a dual truck parking area and only one facility is taken out of service, payments will be reduced by 1/3, based upon the monthly rate

The DEPARTMENT may terminate the resulting purchase order for any of the closure causes listed above.

1.13. PURCHASE ORDER EXTENSION

The resulting purchase order may, upon mutual agreement, be extended in one (1) year increments for a period not to exceed a total of seven (7) years, [six (6) additional years]. This extension is contingent upon legislative appropriations and in no case may the resulting purchase order run longer than seven (7) years. Extension of the resulting purchase order will be possible only by way of duplication of the terms, conditions and prices of the original existing purchase order.

Any intention to extend the purchase order must be initiated in writing prior to the termination date of the existing purchase order or termination date of a purchase order, which has been previously extended.

The purchase order term will be upon award through October 31, 2027.

Renewal term is November 1st of each year through October 31st of the next year.

1.14. PAYMENT REOUIREMENTS

The making and acceptance of payment for work, or material replacement, performed by the Contractor shall constitute a waiver of all claims by the Contractor, other than those arising from faulty work and of all or any claims by the Contractor previously made and unsettled.

Payments shall be made as provided:

· Upon satisfactory completion of services specified herein, the Contractor shall be paid monthly as soon as possible after receipt of invoices.

· Upon satisfactory completion of repairs, the Contractor will be paid the invoice price for materials not purchased by the Department. Each submitted invoice shall be itemized to show each item of the materials used. If outside expertise is required to make the repairs, the Department will pay the invoice. The Department must approve all repairs and materials in advance.

· Payments otherwise due may be withheld for substandard or defective work not remedied. The Department will provide written explanation to the Contractor of why payment is withheld.

1.15. CLAIMS FOR ADJUSTMENT AND DISPUTES

If the Contractor believes that additional compensation is due them for work or material not clearly covered in the resulting purchase order, or not ordered as extra work, as defined herein, they shall prosecute their claim in the following manner.

Prior to doing the work on which they believe additional compensation is due them, the Contractor shall notify the Division Maintenance Chief in writing of their intent to file a claim. If such notification is not given, and the Division Maintenance Chief is not afforded the opportunity by the Contractor for keeping strict account of actual costs, as required, then the Contractor shall thereby waive their right to any claim for such additional compensation.

At a minimum, the detailed letter shall include a narration of events, citing of entitlement, and a showing of the amount of compensation and/or adjustment of time believed due. Full documentation for all elements in the letter shall be included. The claim will be considered and a determination made by the Division Maintenance Chief who will notify the Contractor of the decision in writing.

The Division Maintenance Chief's decision will be final and conclusive unless, within 30 days from receipt of the Division Maintenance Chief's letter, the Contractor appeals in writing to the Purchasing Services Section Supervisor in Helena. All pertinent information, references, arguments and data to support the claim shall be included.

The Purchasing Services Section Supervisor, along with the Maintenance Division Administrator, will review the claim and notify the Contractor by certified mail of the decision. This decision will be final and conclusive upon the State and the Contractor, unless subsequently changed by a court of competent jurisdiction. The Contractor shall exhaust their administrative remedies in the manner provided herein prior to the further pursuing their claim as prescribed by law.

In connection with any appeal proceeding under this subsection, the Contractor will be afforded an opportunity to be heard and offer evidence in support of their claim at any level of review. Pending final decision of a dispute hereunder the Contractor shall proceed diligently with performance of the resulting purchase order and in accordance with the Division Maintenance Chief's decision.

1.16. COMPLIANCE

If the Department registers a formal and written complaint with the Contractor in respect to undesirable or unsanitary conditions in this truck parking area, the Contractor will have 24 hours in which to respond in person to the complaint, at the Bozeman Maintenance Division office to remedy the problems. Failure to respond in the prescribed time to the complaint or to remedy the problem may result in termination of the resulting purchase order as provided in Section 2.17 TERMINATION.

If the Department is not satisfied with the results and remediation of the complaint, the Department may require periodic and joint inspections of the truck parking area with the Contractor to discuss and point out Contractor violations. Failure of the Contractor to attend these inspections may result in termination of the resulting purchase order.

1.17. TERMINATION

The resulting Purchase Order may be terminated for failure to provide the services or accomplish work enumerated herein. Upon receiving written notice from the DEPARTMENT, the CONTRACTOR has 24 hours to cure the failure; the CONTRACTOR'S failure to cure the failure within the time allowed will be grounds for the immediate termination of the resulting Purchase Order.

The resulting purchase order may be terminated by the DEPARTMENT without cause; the DEPARTMENT seeking to terminate the resulting purchase order must give written notice of intention to do so to the CONTRACTOR at least thirty (30) days prior to effective day of termination, unless immediate termination is necessary.

If the Contractor fails to provide services required by the resulting purchase order or such services within the time specified herein or any extension thereof, the Department may, by written notice of default to the Contractor, cancel the whole or any part of the resulting purchase order upon written notice.

The Department may, upon finding that the Contractor is not in compliance with any law or regulation, or applicable licensure and certification requirement, cancel the resulting purchase order upon written notice to the Contractor.

The above remedies are in addition to any other remedies provided by law or the terms on the resulting purchase order.

Due to requirements of Federal labor laws, individuals who are presently a Montana State employee will not be considered for potential award of the resulting purchase order. A successful bidder who, during the post-bid period or during the term of the resulting purchase order, becomes a Montana State employee, must immediately notify in writing the DEPARTMENT'S Purchasing Services Section. CONTRACTOR agrees that, if it becomes a Montana State employee during those periods, or if it hires anyone to perform more than 50% of the work under the resulting purchase order who is a Montana State employee, the resulting purchase order is subject to immediate termination.

Should the Contractor neglect to prosecute the work properly, or fail to perform any provision of the resulting purchase order, the Department, after seven days' written notice to the Contractor, may, without prejudice to any other remedy they may have, make good the deficiencies and may deduct the cost thereof from the payment then or thereafter due to the Contractor or, at its option, may terminate the resulting purchase order and take possession of all materials, tools, fixtures, and finish the work by such means as the Department sees fit, and if the unpaid balance of the resulting purchase order price exceeds the expense of finishing the work, such excess shall be paid to the Contractor, but if such expense exceeds such unpaid balance, the Contractor or their surety shall pay the difference to the Department.

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REVISED: 12/08/08