Final_RFB_605_2400000440_1_SO_FORM.PDF

Document ID: RFB 605 2400000440 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Fine Turf & RoW Mowing, Trimming & Litter Removal: D-6

Date Issued:

02/19/2024 Record Date:

02/19/2024

Solicitation Closes Date:

03/05/2024 Time:

13:30

Solicitation No:

RFB 605 2400000440

Online Bidding Prohibited: No For Information Call:

LATASHA CHENAULT

502-782-5673

Bid Receiving Location:

Bid Receiving

See Terms & Conditions for Bid Submission Instructions

Other KY

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFB 605 2400000440 Page: 2

Line Items

Commodity Group: Default Commodity Group

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 Fine Turf Mowing and Trimming 462.00000 ACRE

Comm Code Comm Description Manufacturer Model # Manuf Part #

98836 Grounds Maintenance: Mowing, Edging, Plant (Not Tree) Trimmi

Extended Description Vendor shall provide services as specified in the Terms and Conditions

2 Right-of-Way Mowing with Trimming 90.00000 ACRE

3 Litter Removal 102.00000 ACRE

4 Maintain and Control Traffic 16.00000 EA

96884 Traffic Control Services (To Include Placement and Removal o

Document ID: RFB 605 2400000440 Page: 3

Shipping Information Various Shipping

See Extended Description

Various KY

Billing Information KYTC District 6 - Covington District Office

421 Buttermilk Pike

Covington KY 41017-0130

Document ID: RFB 605 2400000440 Page: 4

Submission Checklist

The following items will be required to be submitted with bid:

Item Lowest Price receives the highest score.

Bid responses shall be received by electronic submission in the eProcurement system.

https://vss.ky.gov

An electronic bid shall be authorized by the proper agent of the firm by the act of submitting it electronically through the eProcurement system.

Bid information be completed online. Response must contain all required information for the Solicitation. All bidders be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://vss.ky.gov

Allow 24 – 48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response. Registrations completed the day of bid closing must be completed by the Vendor in the VSS portal.

The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/time of the bid closing. Vendor Self Registration Guides are provided at https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

Online bid responses must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the vendor.

An offer may be modified or withdrawn by electronic or written notice if received prior to the bid closing date and time. An electronic offer may be modified by applying the appropriate electronic signature and following the procedure in the state’s eProcurement signature.

Document Description Page 5

2400000440 Fine Turf & RoW Mowing, Trimming & Litter Removal:

D-6 https://vss.ky.gov https://vss.ky.gov https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx mailto:Finance.CRCGroup@ky.gov

The vendor MUST include the following with the bid submission. If the items below are not submitted with the bid, the Commonwealth MUST deem the bid non-responsive and SHALL NOT be considered for award.

_____ BID INFORMATION – COMPLETED (See Section 5.00)

_____ CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF STATE

BY FOREIGN ENTITY (See Section 2.26)

_____ REQUIRED AFFIDAVIT(S) (See Attachments A, B, C, etc. as applicable)

_____ CERTIFICATE OF INSURANCE (See Section 1.03)

Document Description Page 6

2400000440 Fine Turf & RoW Mowing, Trimming & Litter Removal:

D-6 http://finance.ky.gov/services/policies

Master Agreement Contract for the Mowing of Roadside Fine Turf, Right-of-Way Mowing, Trimming, and Litter Removal on Highway Rights-of-Way areas for the Kentucky Transportation Cabinet Department of Highways in Boone, Kenton, And Campbell Counties in District Six-Covington.

The term "Department", as applied to this Master Agreement will be understood to be synonymous with the terms, "Commonwealth of Kentucky, Transportation Cabinet, or Department of Highways". The term "Vendor" will be understood to be synonymous with the term "Contractor".

All organizations and individuals bidding on this Department of Highways Right-of-Way Mowing project shall possess a Certificate of Eligibility as provided in regulations published by the Department according to KRS Section 176.140 and as stipulated in Section 102.01 of the Standard Specifications for Road and Bridge Construction, Current Edition. This certificate shall be for the work item I-29 (Right of Way Mowing) and I-37 (Traffic Control). Contrary to Section 102.02 of the manual, Division of Purchases will not consider a contractor’s capacity rating with regard to award of a Master Agreement.

The Certificates of Eligibility for I-29 Right of Way Mowing and I-37 Traffic Control shall be obtained prior to the bid closing.

. Vendors must remain on the prequalification list throughout the life of the contract. Prequalification will we verified prior to renewal.

To meet the prequalification for I-37 Traffic Control vendors shall provide the information below for to Construction Procurement.

Work Zone Traffic Control Supervisor Short Duration Mobile Work Zone Training (NEW)

Work Zone Traffic Control Technician Short Duration Mobile Work Zone Training (NEW)

All specified certification requirements shall be maintained through the duration of

Document Description Page 7

2400000440 Fine Turf & RoW Mowing, Trimming & Litter Removal:

the contract. The certifications shall be provided to the Division of Purchases upon renewal. . If the certified employee leaves the company, it is the vendor’s responsibility to provide a replacement certificate.

KYTC recognizes certification from the following certifying agencies:

American Traffic Safety Services Association – (Traffic Control Supervisor & Technician) http://www.atssa.com

Kentucky Laborers’ Joint Apprenticeship & Training Trust Fund – (Traffic Control Supervisor & Technician) http://www.kltf.org/

University of Kentucky, Kentucky Transportation Center (Work Zone Traffic Control Supervisor & Technician) http://www.kyt2.com/

International Municipal Signal Association (Work Zone Temporary Traffic Control Technician) http://www.IMSAsafety.org

For information on the prequalified process please contact the Prequalification Branch Manager in the Division of Construction Procurement at 502-564-3500.

The successful bidder shall be responsible for maintaining this coverage through the entire contract term:

1. Contractor’s General Liability Insurance with limits of liability of $1,000,000.00 per occurrence.

2. Kentucky worker's compensation insurance in accordance with the requirements of KRS 45A.480 and KRS Chapter 342.

The successful bidder shall furnish an ACORD Certificate within ten (10) days of

Document Description Page 8

2400000440 Fine Turf & RoW Mowing, Trimming & Litter Removal:

D-6 http://www.atssa.com http://www.kltf.org/ http://www.kyt2.com/ http://www.IMSAsafety.org notice of intent to award with:

A. The certificate holder listed as:

Kentucky Transportation Cabinet Division of Purchases 4th Floor East 200 Mero Street Frankfort, KY 40622

B. The Endorsement indicating the Commonwealth and its agents as an Additional Insured for the contract resulting from this solicitation.

C. The contract number in the Description of Operations box.

Failure to furnish said certificates or to indicate the contract number shall be grounds for cancellation of the contract.

The successful bidder shall provide an up-to-date copy of the certificate upon renewal of the policy. Failure to do so shall result in cancellation of the contract.

The insurance shall be endorsed to state that coverage shall not be suspended, voided, cancelled by either party, reduced in coverage limits, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the agencies.

The insurance coverage shall be in compliance with the laws of the Commonwealth of Kentucky and shall be placed with a licensed resident or non-resident agent who represents insurance companies authorized to do business in Kentucky. A list of authorized companies can be found at http://insurance.ky.gov/company. Failure to meet this requirement may result in the bid being deemed non-responsive.

The insurer shall have an AM Best rating of B+ or higher. Visit www.ambest.com for verification. Failure to meet this requirement may result in the bid being deemed non-responsive.

This notification will be followed up via email or fax with a written Delivery Order.

Begin work operations on the date as specified in the letter of notification and on the

Document Description Page 9

2400000440 Fine Turf & RoW Mowing, Trimming & Litter Removal:

D-6 http://insurance.ky.gov/company http://www.ambest.com accompanying Delivery Order. Working days will begin on the date as specified in the letter of notification for work to begin. Failure to begin work on the date as specified will result in the assessment of a penalty of $1,000.00 per calendar day for each calendar day that no work has been performed.

Transportation Delivery Orders may be placed by telephone, fax, or other method of communication by any authorized employee of the Transportation Cabinet.

Transportation Delivery Orders placed in a manner other than hard copy will be confirmed on hard copy.

The Contractor is in compliance with this requirement when litter removal crews and/or mowing equipment are performing work operations on the job site.

Carry out all work operations to the satisfaction of the Engineer and complete the work within the number of days as specified on the Work Location Sheet included with this Master Agreement. Failure to complete the work within the time as specified will also result in the assessment of a penalty of $1,000.00 per calendar day for each calendar day that the work is not completed

The Department will grant a delay for each day the Vendor (Contractor) cannot work due to rain or wet conditions that prevent operations. Work delay days will be approved in writing by the Department. Delay days will not be counted in the required completion time.

The Department will conduct a pre-work meeting with the Vendor (Contractor) prior to any work being performed. Vendor shall provide at least one representative to be in attendance. At this time, the Vendor will be made aware of the status of the work that is to be performed, required items of work and their level of performance, and an approximate time frame schedule for each cycle of work to be performed. The Department shall document the meeting, recording the date, time, location, all in attendance, and the work items and questions discussed. The Department will utilize Form TC 63.28 Daily Inspection Report or a Departmental approved substitute for documentation of work performance.

Comply with all applicable federal, state, and local laws, ordinances and regulations governing safety, provide all safeguards needed for employees and equipment, and secure any and all permits and licenses that may be required.

Conform all equipment to all prevailing Occupational Safety and Health Administration (OSHA) regulations. Require all operators and other employees to wear safety vests that always conform to OSHA regulations on the job site.

Document Description Page 10

Provide sufficient numbers of equipment, in an operable and well-maintained condition, to perform and complete the required work within the specified time frame. Failure to comply with this requirement may result in agreed liquidated damages and may also result in the cancellation of the contract.

Place the Company Name and Phone Number on each tractor and work zone support vehicle in a location on the unit that is visible to the public. Use lettering that is a minimum of three inches (3") in height. (See Drawings).

Park or store equipment that is idle or not in use, such as during break times, lunch time, or overnight, away from the outside shoulder of the roadway in an inconspicuous location behind the guardrail or outside the clear zone as directed by the Department. Do not park equipment in median areas, gore areas, or on the shoulders of the roadway.

Do not damage turf areas, slopes, trees, shrubs, signs, delineator posts, or other roadside features during mowing operations. Do not mow when turf and soil conditions are wet to the point that turf damage or ruts will occur. Work delay days are to be approved in writing by the Department.

Replace or repair damage to turf, slopes, trees, shrubs, signs, delineator posts, or other roadside feature in like kind at the direction of the Department and at no cost to the Department. In addition, a penalty of $500.00 per occurrence will be assessed the Contractor for each occurrence where the Contractor fails to repair or replace a damaged highway sign or delineator that was damaged as a result of the mowing operations.

Replace any mailbox that has been knocked down or damaged as a result of the mowing operations with a temporary mailbox that meets the minimum specifications of the United States Post Office by the end of the workday. Replace this temporary mailbox within seven (7) calendar days with a permanent mailbox in like kind to the approval of the Department and the mailbox owner. Failure to comply with the replacement of a damaged mailbox with either the temporary mailbox or the subsequent permanent mailbox will result in the assessment of a penalty of $250.00 for each occurrence.

Work will be performed under the supervision of the Chief District Engineer of the Department of Highways and the Department will direct the time and place for the operation of all items of work to be performed under this Master Agreement Contract

Document Description Page 11

Notify the Roadside Environment District Administrator or their representative of the day work will begin on the requested Transportation Delivery Order and of each subsequent day work will be performed so that the work can be inspected. Failure to provide this notification will result in non-payment of any work for that day.

The Department may inspect Vendor’s work performance as often as deemed necessary. Each inspection shall be documented as to vendor’s level of performance and compliance with contract specifications. Deficiencies shall be noted, and warnings or penalties may be issued at the Department’s discretion. Vendor shall be provided written documentation of such warnings and/or penalties via hard copy or electronically, and copies of documentation shall be maintained by the Department.

The Department shall provide Vendor documentation of such actions as soon as possible in order that corrective measures shall be implemented by the Vendor.

Work performance which does not conform to these terms and conditions or which is otherwise unsatisfactory will result in an immediate suspension of all work operations and the assessment of a penalty of $500.00 for each occurrence.

Operations will remain suspended until the situation has been corrected and approval has been given for work operations to resume.

The quantities of each item of work to be submitted for payment will be the actual quantity of work performed and completed by the Contractor as designated on the Transportation Delivery Order.

It is herein set forth that the quantities are estimates only and that the actual usage will be determined by the needs of the Kentucky Department of Highways.

Mow all medians, islands, lawn areas, and other areas as designated. Mow the vegetation to a uniform height of two - four inches. Mow all woody vegetation up to a maximum diameter of one inch. Do not mow areas that have been delineated to allow for the establishment of specialized plantings, such as wildflowers or ornamental grasses.

Use equipment suitable for mowing fine turf. The use or the attempted use of a batwing mower, a modified batwing mower, or a batwing-type mower in an area that has not been denoted for its use, or in an area that has not been approved by the Department, will result in an immediate suspension of all work operations, and will result in the assessment of a penalty of $250.00 for each occurrence on each cycle.

Operations will remain suspended until the situation has been corrected and approval has been given by the Department for work operations to resume.

Document Description Page 12

Mow all areas outside (beyond) the edge of the shoulder or the edge of the pavement along the roadway and along the ramps of interchanges, and that extend back to the designated staked mowing line or right-of-way fence. Include all interchange areas and normal width medians. Mow all bi-furcated medians, where the roadway separates beyond the normal median width, on all areas inside (beyond) the edge of the median shoulder or the edge of the median pavement along the roadway, and that extend back to the designated-staked mowing line.

Mow the following areas: a) Shoulders, normal width medians, and slopes that are 3:1 or flatter; b) Five feet up the back-slope on areas adjacent to the roadway on both the median (inside) and the outside cut slope areas beginning at the bottom of the roadway ditch and extending up the slope to a point five feet from the beginning;

c) Five feet up the back-slope of cut areas located away from roadway ditches; d) Five feet over fill slopes steeper than 3:1 located adjacent to the roadway shoulder;

e) Five feet over the top edge of cut slopes that can be traversed with mowing equipment without damaging the turf; f) Two feet over the edges of paved and rock-lined ditches. (See Drawings).

Mow the vegetation to a uniform height of four - eight inches. Mow all woody vegetation up to a maximum diameter of one inch. Do not mow areas that have been delineated by mowing stakes to allow for the natural regeneration of native vegetation and for the establishment of specialized plantings, such as wildflowers or ornamental grasses.

Use a batwing, modified batwing, or a batwing-type mower only as denoted on the work location sheet(s). Do not use a batwing, modified batwing, or batwing-type mower on areas where the unit will be a safety hazard to motorists or will cause damage to the roadside terrain.

The mowing of the vegetation in these areas may require the use of a side-mounted sickle, flail, or rotary unit that is mid-mounted on the right side of the tractor. Obtain approval from the Department prior to the use of a batwing, modified batwing, or a batwing-type mower unit in all situations.

The use or the attempted use of a batwing mower, a modified batwing mower, or a batwing-type mower in an area that has not been denoted for its use, or in an area that has not been approved by the Department, will result in an immediate suspension of all work operations, and will result in the assessment of a penalty of $250.00 for each occurrence on each cycle. Operations will remain suspended until the situation has been corrected and approval has been given by the Department for work operations to resume.

Document Description Page 13

Remove vegetative material (biomass) or other debris that was thrown onto the roadway pavement or the shoulder pavement as a result of mowing operations immediately. Failure to correct this safety hazard will result in an immediate suspension of all work operations and will result in the assessment of a penalty of $250.00 for each occurrence on each cycle. Operations will remain suspended until the safety hazard has been corrected and approval has been given by the Department for work operations to resume.

The Department will provide an entrance into and an exit from mowing areas that are landlocked by existing guardrail or other barriers.

Begin mowing operations on the project at the point designated by the Department and proceed in the same general direction in a continuous manner until the work is completed.

Trim the vegetation around roadside obstacles, such as sign posts, delineator posts, light poles, steel beam guardrail, guardrail posts, guardrail end treatments, headwalls, catch basins, bridge end abutments, mailboxes, newspaper boxes, landscape plantings, and natural woody vegetation. Trim around landscaped trees, shrubs, planting beds, and the perimeter of groundcover and wildflower areas. When trimming around guardrail entities, trim the area around the guardrail, the guardrail posts, and the guardrail end treatments beginning at the edge of the roadway pavement (edge-line of the driving lane) and extending to a point that is one foot beyond the base of the guardrail post. (See Drawings).

Trim the vegetation to a uniform height of two - four inches and conform the trimming height to the mowing height. Using a weed trimmer with a metal blade, trim all woody vegetation up to a maximum diameter of one inch.

Perform trimming operations in conjunction with each cycle of mowing and complete trimming operations in conjunction with the completion of each cycle of mowing.

Perform the “Trimming” item of work as incidental to the Fine Turf Mowing, and Right-of-Way Mowing items of work in this Master Agreement Contract.

Pickup and remove litter and debris from the designated areas. Pickup and remove litter and debris from right-of-way fences, roadway ditches, catch basins, areas behind guardrails, medians, and interchanges that is of such size that throwing and

Document Description Page 14 shredding of the litter and debris may occur as a result of mowing operations.

Pickup and remove refuse items of litter and debris such as paper, glass, wood, tires, metal, plastic containers, and styrofoam products.

Remove litter and debris that has been collected through the course of a day from the project at the end of each workday and dispose of it off of the rights-of-ways.

Remove litter and debris that has been thrown or shredded by mowing operations within twenty-four hours after the mowing operation has passed.

Failure to pick up and remove litter and debris in a proper and timely manner or failure to remove the collected litter and debris at the end of each work day will result in an immediate suspension of all work operations and will result in the assessment of a penalty of $250.00 for each occurrence on each cycle. Operations will remain suspended until the situation has been corrected and approval has been given by the Department for work operations to resume.

The quantities of each item of work to be submitted for payment will be the actual quantity of work performed and completed by the Contractor as designated on the Delivery Order.

It is herein set forth that the quantities are estimates only and that the actual usage will be determined by the needs of the Kentucky Department of Highways.

Pickup and remove litter and debris from the designated fine turf areas. Pickup and remove litter and debris from right-of-way fences, roadway ditches, catch basins, areas behind guardrails, medians, and interchanges that is of such size that throwing and shredding of the litter and debris may occur as a result of mowing operations.

Pickup and remove refuse items of litter and debris such as paper, glass, wood, tires, metal, plastic containers, and styrofoam products.

Remove litter and debris that has been collected through the course of a day from the project at the end of each workday and dispose of it off of the rights-of-ways.

Failure to pick up and remove litter and debris in a proper and timely manner or failure to remove the collected litter and debris at the end of each work day will result in an immediate suspension of all work operations and will result in the assessment of a penalty of $250.00 for each occurrence on each cycle. Operations will remain suspended until the situation has been corrected and approval has been given by the Department for work operations to resume.

The quantities of each item of work to be submitted for payment will be the actual

Document Description Page 15 quantity of work performed and completed by the Contractor as designated on the Delivery Order.

It is herein set forth that the quantities are estimates only and that the actual usage will be determined by the needs of the Kentucky Department of Highways.

Perform the work on each cycle of this Master Agreement Contract as noted on the included Work Location Sheet(s) and as directed by the Department. Perform the estimated number of cycles of work on each route or route segment of this Contract as noted on the included Work Location Sheet(s) or as directed by the Department.

Cycles of mowing may be reduced or increased as directed by the Department when climatic conditions exist that either limit or enhance the growth of vegetation.

Cycles of mowing may also be increased on certain routes or route segments to accommodate special events that may occur throughout the mowing season. Any partial cycles will be performed at the unit bid price for mowing.

Where a construction project is in progress, or where a construction project is awarded during the period of this Contract that interferes with work operations, the construction contract will have priority. No claim will be allowed for interruptions to the schedule or operations of this Contract.

When directed by the Department, perform work operations on this Contract on an area that had previously been skipped due to the construction contractor's operations. No additional compensation will be allowed for returning to accomplish this work.

A full or partial cycle or cycles on a specific segment or route may be deleted from this Contract by the Department due to the operations of the construction Contractor without invalidating the remainder of this Contract. No additional compensation will be made for anticipated profit on such elimination of a cycle.

Perform Right-of-Way Mowing Operations in accordance to these Terms and Conditions for traffic control. Maintain traffic and furnish all traffic control devices and all materials that conform to these Terms and Conditions and the Manual on Uniform Traffic Control Devices (MUTCD), the Standard Drawings or Sepia Drawings, Current Editions, and the Standard Specifications for Road and Bridge Construction, Current Edition.

Document Description Page 16

A link to the Manual on Uniform Traffic Control Devices can be found at:

http://mutcd.fhwa.dot.gov

A link to the Standard Drawings can be found at:

http://transportation.ky.gov/Highway-Design/Pages/2019-Standard-Drawings.aspx

A link to the Standard Specifications can be found at:

http://transportation.ky.gov/Construction/Pages/Kentucky-Standard-Specifications.aspx

Provide strobe lights for all tractors and work zone support vehicles that:

cover a 360 effective area;

utilize 360 optics;

have a minimum height of 4 inches;

produce a minimum of 60 single flashes or 120 double flashes per minute and 12 joules per main flash;

are amber in color;

penetrate bright sunlight, haze, fog, smog, and darkness.

Provide flags that are fluorescent red/orange in color, 24 inches by 24 inches in size, and that are made of a heavy-duty nylon reinforced coated vinyl material that has weighted edges (See Drawings).

Provide warning signs that conform to Section 112.02.04 of the Standard Specifications.

Furnish all traffic control devices in new or in like new condition at the beginning of the work and maintain the devices in like new condition until the completion of the work.

Always require employees while on the job site to wear safety vests that conform to OSHA regulations.

Equip all designated work zone vehicles (tractors, service trucks, and vehicles for supervisory personnel) with flashing lights, warning strobe lights, and fluorescent red/orange flags. Equip other equipment entering or leaving the designated work zone with warning strobe lights that are always visible in all directions.

All-Terrain Vehicles (ATV) or other off-road motorcycle type vehicles will not be allowed on the project.

Equip all rotary-type mower attachments with shields of metal or chain. Where a

Document Description Page 17

2400000440 Fine Turf & RoW Mowing, Trimming & Litter Removal:

D-6 http://mutcd.fhwa.dot.gov http://transportation.ky.gov/Highway-Design/Pages/2019-Standard-Drawings.aspx http://transportation.ky.gov/Construction/Pages/Kentucky-Standard-Specifications.aspx slope-mower (over/guardrail) unit is being utilized as an optional equipment unit for mowing, furnish an escort vehicle for traffic control.

Maintain the flow of traffic in all lanes at all times. The Department will not allow lane closures for the performance of right-of-way mowing on this contract project.

Perform mowing operations with the flow of traffic when operating on the pavement or the adjacent shoulder, or within twenty feet of the edge of the pavement (edge-line of the driving lane).

Do not perform mowing operations with a mowing unit attachment extending past the tractor into a traffic lane on onto a paved shoulder. When moving mowing equipment (tramming) from one location to another within the project limits, operate the equipment with the flow of traffic on the shoulder or in the median.

Where a slope-mower is selected as an optional mowing equipment unit, operate the slope-mower on the roadway pavement or on the pavement of the outside shoulder and provide an escort vehicle as traffic control for the slope-mower unit. Do not operate a slope-mower on the inside shoulder or in a traffic lane on a four-lane divided highway facility.

Perform all work only during daylight hours (one-half hour after dawn to one-half hour before dusk). Do not perform work when headlights would interfere with the normal flow of roadway traffic. Failure to comply with this requirement will result in an immediate suspension of all work operations and will result in the assessment of a penalty of $250.00 for each occurrence. Operations will remain suspended until approval has been given by the Department for work operations to continue.

Do not tram (move from one location to another) mowing equipment (tractors) on the pavement or on the shoulder surface from one contract project to a second contract project on a fully controlled access highway facility (i.e., interstate or parkway route). Any occurrence of this action is in violation of state statute, and if observed, will result in an immediate suspension of the tramming operation and will result in the assessment of a penalty of $500.00 for each occurrence. Operations will remain suspended until an alternative method of transporting the mowing equipment is secured and approval is given by the Department for the equipment to be moved by the alternative method.

Provide warning signs that are 48 inches by 48 inches in size, diamond shaped with black Series "C" letters 8 inches in height on an orange background with a black border. Place warning signs with the message "Begin Mowing Zone" four of each and with the message "End Mowing Zone" four of each to designate a mowing work zone

Document Description Page 18 on a multi-lane median divided highway facility.

Where the highway facility in not median divided place two each of "Begin Mowing Zone" signs and two each of "End Mowing Zone" signs to designate the mowing work zone.

Establish a designated work zone(s) for mowing that is a maximum of two miles in length. Place the warning signs 750 feet prior to the beginning of the work zone and 750 feet beyond the end of the work zone.

Establish additional two-mile work zones adjacent to the initial work zone to a maximum distance of eight (8) miles, provided work is being performed in each adjacent work zone. As an option, place a supplemental plate with the message NEXT [2, 4, 6, or 8] MILES below the initial warning sign, or with a message to correspond with the length of the work zone that has been established.

Place warning signs on a median divided highway facility in a dual manner, one on the outside shoulder and one in the median, or inside shoulder of the roadway at both the beginning and ending points of the designated work zone for both directions of travel.

Where the roadway is not a median divided highway facility, place warning signs on the right and left shoulders of the roadway at both the beginning and ending points of the designated work zone for both directions of travel.

Place warning signs on the entrance ramp of any interchange or roadway intersection that is located within a designated work zone and place the signs on the right shoulder of the ramp or side road 500 feet prior to the beginning of the merge area or intersection. Where the length of the entrance ramp is less than 500 feet, place the warning signs at the beginning of the ramp.

Mount warning signs on multi-leg stands in a secure and visible manner such that the signs will be a minimum of eighteen inches (18") above the shoulder or roadway pavement.

Where the paved shoulder area adjacent to a median barrier wall on a multi-lane median divided highway facility is not of sufficient width to place warning signs in a proper manner, place the warning signs atop the median barrier wall for both directions of travel. Achieve this placement by using a clamping device approved by the Department. Do not attach warning signs to other roadway appurtenances that exist on the project such as signposts, delineator posts, or guardrail end treatments.

Document Description Page 19

Use a full complement of warning signs at all times. Place the warning signs to designate a work zone on the job site at the beginning of each workday prior to the beginning of work operations. Move the warning signs and re-establish a work zone as work operations progress. Remove warning signs from the job site after work operations cease at the end of each workday.

Place warning signs that are 24 inches by 48 inches with black Series “C” letters eight inches in height on an orange background with a black border on vehicles designated as work zone support vehicles. Provide the designated message “Watch for Sudden Stop” on the signs.

Failure to place warning signs in a manner consistent with this Traffic Control Terms and Conditions will result in a suspension of work operations and will result in the assessment of a penalty of $250.00 for each occurrence on each cycle. Operations will remain suspended until signing consistent with the Traffic Control Terms and Conditions are achieved and approval is given by the Department for work operations to resume.

Always move Contractor Vehicles and Contractor Employee Vehicles with the flow of traffic. Enter and leave work areas in a manner that will not be hazardous to or interfere with the normal flow traffic. Do not park or stop vehicles except within designated work areas as approved by the Department. Prohibit vehicles from crossing the roadway. Limit all employee pedestrian movement on the roadway to the protected work zone areas. Park personal vehicles only in areas within the right-of-way as designated by the Department.

Coordinate the work with other projects that may be in progress within or in the near vicinity of this project. The traffic control of those projects may affect this project and the traffic control of this project may affect those projects. Coordinate the work on this project with the work of the other contractors. The Department will determine the relative priority to give to work phasing on the various projects when there is a conflict.

Designate a Traffic Control Coordinator in accordance to Section 112.03.12 of the Standards Specifications. Vendor shall provide at least one staff member per company who possess a valid certification in Traffic Control. The certification shall be provided prior to award of contract and upon renewal. If the certified employee leaves the company, it is the vendor’s responsibility to provide a replacement certificate. KYTC recognizes certification from the following certifying agencies:

American Traffic Safety Services Association - “Traffic Control Technician”

Document Description Page 20 http://www.atssa.com

Kentucky Laborers’ Joint Apprenticeship & Training Trust Fund – “Traffic Control Technician” http://www.kltf.org/

University of Kentucky, Kentucky Transportation Center “Work Zone Traffic Control Technician” http://www.kyt2.com/

International Municipal Signal Association “Work Zone Temporary Traffic Control Technician” http://www.IMSAsafety.org

The “Maintain and Control Traffic” item of work shall be a measured line item for payment included in this Master Agreement Contract.

District Location and Contact Person:

Department of Highways District Six- Covington 421 Buttermilk Pike Covington, KY 41017 Phone: (859) 824-4581

(859) 341-2700 Attention: John Hanson

Bidders are encouraged to inspect the project where work is to be performed and to satisfy themselves as to all general and local conditions that may affect the cost of performance of the contract, to the extent that such information is reasonably attainable. In no event shall a failure to inspect the project constitute grounds for a claim after award of a contract. Any Contractor (Vendor) that desires to review the work involved by scheduling a visit to the project should contact the Roadside Environment District Administrator at the District location identified above.

Pricing information shall not be made known or discussed in any form to agency representatives during the project visit. Failure to comply with this restriction shall be cause for the rejection of a bid. All questions are to be directed to the Transportation Buyer identified in the Solicitation.

Document Description Page 21

2400000440 Fine Turf & RoW Mowing, Trimming & Litter Removal:

D-6 http://www.atssa.com http://www.kltf.org/ http://www.kyt2.com/ http://www.IMSAsafety.org

The Kentucky Transportation Cabinet Division of Purchases issues this solicitation on behalf of the Division of Maintenance to award a master agreement contract for:

Mowing of Roadside Fine Turf, Right-of-Way Mowing, Trimming, and Litter Removal on Highway Rights-of-Way areas for the Kentucky Transportation Cabinet Department of Highways in Boone, Kenton, And Campbell Counties in District Six-Covington.

The Commonwealth’s acceptance of the offer indicated by the issuance of an Award by the KYTC Division of Purchases shall create a valid Master Agreement consisting of the following:

1. The written Master Agreement between the Parties;

2. Any Addenda to the Solicitation;

3. Any provisions of the Solicitation and all attachments thereto;

4. The Bidder’s response to the Solicitation, and

5. The Kentucky Revised Statutes KRS 45A.

In the event of an inconsistency between provisions of the solicitation, the inconsistency shall be resolved by giving precedence in the following order: (a) the Specifications; (b) other provisions of the Solicitation, whether incorporated by reference or otherwise; (c) Contract or Master Agreement Terms and Conditions; (d) FAP 110-10-00 – General Conditions and Instructions for Solicitations and Contracts.

The Master Agreement will be effective upon award and extend through February 28, 2025.

This Master Agreement may be extended at the completion of the initial contract period for _4_ additional one-year periods. This extension must have the written approval of the vendor and the KYTC Division of Purchases. The Commonwealth of Kentucky reserves the right to renegotiate any terms and/or conditions as may be necessary to meet requirements for the extended period. The vendor will be advised of any proposed revisions prior to the renewal periods. In the event proposed revisions cannot be agreed upon, either party shall have the right to withdraw

Document Description Page 22 without prejudice from either exercising the option or continuing the contract in an extended period.

This contract shall be for use by the following Divisions/Agencies of the Kentucky Transportation Cabinet:

No shipments or services are authorized until an official Delivery Order has been fully processed by an authorized agency.

Any and all quantities mentioned in this solicitation are purely estimates and are not to be implied nor inferred as being guarantees. The State is obligated to buy only that quantity needed by its agencies during the term of the contract. Requirements may exceed the quantities shown and the contractor will be required to furnish all requirements shown on Delivery Orders dated during the life of the contract.

The establishment of this Master Agreement is not intended to preclude the use of similar products when requested by the agency. The Commonwealth of Kentucky reserves the right to acquire large requirements through other competitive processes.

PRICE ADJUSTMENTS: Unless otherwise specified, the prices established by the Master Agreement shall be firm for the contract period subject to the following:

: A price increase will not be allowed during the first twelve (12) months of the contract. Only one price increase will be allowed during the contract period. The price increase must be based on industry wide price changes. The contract holder must request in writing a price increase at least thirty (30) days prior to the effective date and shall provide firm proof that the price increase(s) is justified. The KYTC Division of Purchases may request additional information or justification. If the price increase is denied, the contract holder may withdraw from the contract without prejudice upon written notice and approval by the KYTC Division of Purchases. Notice of withdrawal must be provided a minimum of forty-five (45) days prior to the effective date however the vendor must continue

Document Description Page 23 service at the contract prices until a new contract can be established (usually within sixty (60) days).

: The contract price shall be reduced to reflect any industry wide price decreases. The contract holder is required to furnish the KYTC Division of Purchases with notice of any price decreases as soon as such decreases are available.

: If the contract provides for an optional renewal period, a price adjustment may be granted at the time the contract is renewed, subject to price increase justification as required “A. Price Increases”. One (1) additional price increase may be granted during the extended contract period. This price increase will not be allowed during the first six (6) months of the extended contract period and will be subject to the conditions in “A” above.

The KYTC Division of Purchases reserves the right to add new and similar items, with the consent of the vendor, to the contract. If an addition is agreeable to both parties, the KYTC Division of Purchases will issue a Modification. Until such time as the vendor receives a Modification, the vendor shall not accept Delivery Orders from any agency referencing such items or services.

During the period of the contract, a modification shall not be permitted in any of its conditions and specifications, unless the contractor receives electronic or written approval from the KYTC Division of Purchases. If the contractor finds at any time that existing conditions make modification in requirements necessary, the contractor shall report the matter promptly to the KYTC Division of Purchases for consideration and decision. All contract modifications shall be subject to the provisions of 200 KAR 5:311.

The Kentucky General Assembly may allow for a reduction in contract worker hours in conjunction with a budget balancing measure for some professional and non-professional service contracts. If under such authority the agency is required by Executive Order or otherwise to reduce contract hours, the contract will be reduced by the amount specified in that document. The reduction of hours may be applicable to those contract workers that provide a service in state government buildings on a regularly scheduled basis, such as janitorial, security guard, mailing services, and

Document Description Page 24 food services. These services will be reduced in hours only in those circumstances where the buildings will be closed. A notification will be sent to the contract holder in advance of any scheduled reduction in contract hours.

Quotations of unit prices on this solicitation shall be F.O.B. Destination Freight Prepaid and Allowed to the receiving agency. The vendor shall be fully responsible for all shipments and freight charges involved to the ordering agency. The responsibility for filing freight claims lies with the vendor.

No services are authorized until an official Delivery Order has been fully processed by an authorized agency or payment has been made via Pro-Card.

Penalties assessed for delays in response or completion time will be calculated based on the date of the Delivery Order and the response/completion time stated in Section 2.14.

Payment shall be made against the actual quantities of work performed. The Delivery Order shall be modified to adjust quantities if needed.

Any work assigned prior to contract expiration will be considered cancelled if the work has not been initiated at the time of expiration. There will be no claim for damages allowed by reason of cancellation thereof.

If additional time is needed to complete assigned work, please send a request to the Division of Purchases two weeks prior to expiration date. Per Section 2.28, this extension shall not exceed ninety (90) days.

The Division of Purchases Buyer identified below shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular, express, or electronic mail) concerning this procurement shall be submitted to:

Latasha Chenault Division of Purchases Kentucky Transportation Cabinet Phone: 502-782-5673 E-mail: Latasha.Chenault@ky.gov

Document Description Page 25

2400000440 Fine Turf & RoW Mowing, Trimming & Litter Removal:

mailto:Latasha.Chenault@ky.gov

From the issue date of this solicitation until a Contractor(s) is selected and the selection is announced, Offerors are not permitted to communicate with any Commonwealth staff concerning this solicitation.

After the award of a contract, all programmatic communications are to be made to the Agency Contact Person identified in the contract document with a copy to the Division of Purchases Buyer.

After the Award of a contract, all communications of a contractual or legal nature are to be made to the KYTC Division of Purchases Buyer.

Response if required on the date listed on the delivery order for work to begin.

All supplies, equipment and services shall be subject to inspection or tests by the Commonwealth prior to acceptance. In the event supplies, equipment or services are defective in material or workmanship or otherwise not in conformity with specified requirements, the Commonwealth shall have the right to reject the items or services or require acceptable correction at the vendor’s expense.

Invoices, if required, shall be prepared and transmitted to the agency receiving the goods or services. One copy shall be marked "original" unless otherwise specified.

Each invoice shall contain at least the following information:

a. Contract and Delivery Order number;

b. Item numbers;

c. Description of supplies or services;

d. Sizes;

e. Quantities;

f. Service Dates;

g. Unit prices; and

h. Extended totals.

The vendor shall be paid, upon the submission of proper invoices to the receiving agency at the prices stipulated for the supplies delivered and accepted, or services rendered. Unless otherwise specified, payment will not be made for partial deliveries accepted. Payments will be made within thirty (30) working days after receipt of goods and vendor’s invoice in accordance with KRS 45.453 and KRS 45.454. A penalty payment of one percent (1%) per month shall be added to the amount due the vendor for each full or partial month that the payment exceeds 30 working days.

Document Description Page 26

The vendor(s) may be asked to furnish the KYTC Division of Purchases, a report showing volume which has been sold to the Commonwealth and its using agencies each six (6) months of the contract period. The report will include political subdivisions and university purchases. This report may be the vendor’s computer printout sheet or form. This shall apply to all items, which are to become a part of this contract. This report must reference usage by brief description, product number or other format designated by the KYTC Division of Purchases.

The Master Agreement shall represent the entire agreement between the parties.

Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon this contract. Unless, contractually provided, the Commonwealth shall not be required to enter into nor sign further agreements, leases, company orders or other documents to complete or initiate the terms of the contract. Any such documents so obtained will be non-binding on the State and be cause for breach of contract.

The contractor is permitted to make subcontract(s) with any other party for furnishing any of the work or services herein. The contractor shall be solely responsible for performance of the entire contract whether or not subcontractors are used.