Driving Surface Aggregate Statement of Work .pdf

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Commonwealth of Pennsylvania

Department of Transportation

Statement of Work

1. Overview: PennDOT District 3, Union County, is in need of 9700 tons of Driving

Surface Aggregate (DSA), SAP Material Number 274912, to resurface an unpaved section of State Route 1010, Segment 20 Offset 0975 to Segment 90 Offset 0000 in

Union County. The project will be completed under the Dirt and Gravel Roads

Program. The DSA is specified by the Union County Conservation District in project design as required in Pub 447, Approved Products for Lower Volume Local Roads.

The DSA material must meet specifications as required in Pub 447, MS-045-0004. The

DSA material will be delivered by the awarded vendor directly to Department paver on SR1010. Estimated delivery is mid-September 2016.

2. Issuing Office: Commonwealth of Pennsylvania, Maintenance District 3-8, Union

County. Please refer all inquiries to:

Steven Gray, Purchasing Agent

45 Industrial Park Road

Selinsgrove, PA 17870

Telephone No. (570) 372-9107

Fax No. (570)372-9110 stgray@pa.gov

3. Scope of Work: See Overview

4. Extension of Purchase Order: This material is expected to be delivered to job site mid-September 2016. In the event that the Commonwealth needs to defer delivery, the agency has the authorization to extend the Purchase Order associated with this

IFB (Invitation for Bid) to a period no longer than one year from date of IFB.

5. Addenda to the IFB: If it becomes necessary to revise any part of this IFB, addenda will be executed and posted to the Department website, www.emarketplace.state.pa.us.

6. Specifications: Qualified Suppliers will be required to furnish the DSA material in accordance with Pub 447:

https://www.dot.state.pa.us/public/PubsForms/Publications/Pub%20447.pdf. See attached applicable section MS-0450-0004. Must be approved and listed in Pub 34, Bulletin 14 Approved Aggregate Producers (latest version), to produce and supply aggregates for PennDOT, the PennDOT Publication 408 latest edition according to but not limited to the following: Section 210 Equipment: Spreaders, Section

320.3(a)3, Paver preferred Compaction Equipment, Section 108.05(c) 3.a, 3.b, 3.e, http://www.emarketplace.state.pa.us/ https://www.dot.state.pa.us/public/PubsForms/Publications/Pub%20447.pdf

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4.B. as well as the Pennsylvania Test Method (PTM) No. 106 and AASHTO T-99, ASTM

D698 or PTM No. 106.

7. Quotes: Suppliers must submit quotes by the date and time and via the method specified in the IFB (Invitation for Bid) to be considered for award. All quoted process will remain firm, for at minimum, the time period identified in the IFB and must be prepared and submitted in accordance with the specifications of the IFB, if any.

Quoted prices must be inclusive, of all transportation, delivery, handling charges, fees, overhead, profit, etc. IFB must be signed by an authorized signatory (see attached description of who is authorized to sign.)

8. Alternates: Alternate material will not be accepted.

9. Selected Supplier Responsibilities: Material must pass on-site receiving inspections to ensure compliance with minimum specification requirements including, but not limited to, no contamination by foreign material and no clumping of material. If material is rejected in an inspection, the supplier shall receive no reimbursement.

The supplier will be responsible for removing the rejected material at no additional cost to the Commonwealth. Material must meet inspection requirements as per Pub

447 (See attached applicable section MS-0450-0004).

10. FOB Destination: FOB Destination award is the total price per ton that the

Commonwealth will pay for aggregate & anti-skid material to be delivered to a

Commonwealth location (i.e. job site, stockpile, etc.). It shall be understood that for

IFBs requesting materials for FOB Destination, all quoted prices shall include transportation costs for delivery.

For FOB Destination, if a supplier cannot or does not commence delivery at the established delivery time, the Commonwealth can terminate the award and issue the award to the next most economically feasible supplier available who responded to the applicable IFB. If award is made to another supplier, immediate availability is a factor in the selection process, and the delinquent supplier is responsible for any excess cost to the Commonwealth. Continued failures may result in cancellation of the Purchase Order.

11. Approved Source: The PennDOT Laboratory Testing Section, Materials and Testing

Lab, 81 Lab Lane, Harrisburg, PA must approve all materials and sources used in conjunction with this contract. Qualified Suppliers, including both producers and agents, shall provide only Bulletin 14 approved materials from a Bulletin 14 approved source. Suppliers who provide materials from a source that has been suspended or lost Bulletin 14 approval status, or provide specific materials that have been suspended or lost Bulletin 14 approval status will be required to stop delivery on any open orders and will not receive additional requests for quotes until reinstated by

PennDOT.

12. Delivery Ticket: The supplier shall furnish, with each shipment, an original and one copy of a certified delivery ticket. In cases where computerization requires the

P a g e | 3 supplier to retain the original copy, two copies of the delivery ticket are acceptable;

however, stamp or indicated one of the copies: “ORIGINAL DUE TO

COMPUTERIZED OR AUTOMATIC MACHINE ACCOUNTING.” A CS-4171 Form is to be included with each delivery as referenced in PennDOT Publication 408.

13. Weighing of Aggregate Materials: On all bulk shipments originating outside the

Commonwealth of Pennsylvania, a signed certified weight slip from the supplier must accompany each truck. Shipments originating within the Commonwealth must be weighed by a licensed Public Weigh Master and accompanied by a Weigh Master’s certificate. The scale used must be approved by the Department of Agriculture, Bureau of Standard Weights and Measures, or tested and approved by a Scale

Repair Service with testing capabilities with appropriate weights and procedures as contained in Scale Code NBS Handbook 44. Weights used to conduct tests must be certified to be within Class F tolerances. The Weigh Master’s Certificate must be in conformance with Pennsylvania Code Title 70. In addition, a digital printer must be used if the source has that capability in its scale. The Commonwealth reserves the right to have truck deliveries check weighed at independent weighing stations. All costs for check weighing will be the responsibility of the Supplier. If it is determined that a vehicle owned or leased by the supplier operated on public highways carrying weight in excess of the registered gross or axle weight limits established in

Chapter 49 of the Motor Vehicle Code, the Commonwealth is not liable for payments for that amount of material equal to the excess over the registered gross and/or axle weight limits. The supplier may elect to deliver the excess material to the Commonwealth without charge or to retain the material in the vehicle.

14. Weighing of Aggregate Materials Criteria:

a. The Supplier shall be completely responsible for the preparation of accurate weight slips, certifications attesting to the accuracy of the weight recorded, and assuring conformance with Section 107.23(b) of Pub 408 (latest version), including the payment of liquidated damages as specified therein.

b. The Supplier shall designate a licensed weight person(s) to act as its agent.

c. The Supplier shall have scales calibrated annually by an independent agency acceptable to the Commonwealth. A Commonwealth Inspector may monitor weighing, and mobile weigh and scale inspection teams may provide random checking.

d. The Supplier shall weigh empty trucks, used to haul material measured by weight, daily unless otherwise directed. When the temperature is below 32F, the

Commonwealth may require the supplier to weigh empty trucks upon every return trip and adjust the tare weight accordingly.

e. When the invoice weight exceeds the net weight determined by a department mobile weigh team by more than 3%, the deviation will be considered excessive. The

Supplier shall take immediate corrective action upon notification of an excessive deviation. Within 30 days of notification, provide the using agency (District Executive, in the case of PennDOT) with a written description of corrective actions and safeguards, and the time at which they were implemented.

15. Supplemental Source: If a supplier is having difficulty furnishing materials against a

Commonwealth Purchase Order from the selected contract source(s), the supplier may request permission from the using agency (District Executive or their designee, in

P a g e | 4 the case of PennDOT) to supplement shipments from another approved aggregate

& anti-skid source in order to honor a Purchase Order. It does not matter if it is a competitor’s source. The condition is that regardless of change of source, the using agency will pay the lowest delivered cost per ton; i.e. if the supplemental source is closer than the original source, mileage is charged from the supplemental source but the mileage rate is the lower of the original source and supplemental source.

If a supplier wishes to implement this clause, they must provide material from a source approved prior to the bid opening.