ITB036700 Contract V1.pdfITB036700 Contract V1.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: GRAVEL ROAD AND PARKING LOT SERVICES

CONTRACT No.: ITB036700

CONTRACT ID:CTR036700

EFFECTIVE DATES: UNDEFINED to 9/30/2027

SUPPLIER:UNDEFINED

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC0000040077 The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 48-months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to DEPARTMENT OF NATURAL RESOURCES, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1 - SPECIFICATIONS AND REQUIREMENTS

1.1. BACKGROUND: The Department of Administrative Services (DAS), on behalf of the Department of Natural Resources (the Agency), is soliciting bids for gravel road maintenance on Agency properties throughout Ohio. Services include road grading and top-dressing with limestone. The Agency will consider written requests for extensions only for delays caused by unfavorable ground or weather conditions.

1.1.1. The Contractor’s pricing must be all-inclusive and must include all equipment, qualified labor (including any required licenses and certifications), logistics, and personnel transportation necessary for the successful completion of all required services listed herein.

1.1.2. Materials must be invoiced separately by applying the materials mark-up percentage specified in the Contract.

1.1.3. The Contractor must complete all work to meet or exceed applicable State and Federal regulations regarding rare species and species designated as threatened or endangered. Specifically, there shall be no felling of trees between April 1 and September 30 to avoid an adverse impact on federally endangered bats. The Contractor must coordinate with the Agency concerning special considerations and applicable timelines.

1.2. GOVERNANCE & LICENSURE:

1.2.1. Contractors must hold and maintain appropriate registration of equipment (e.g., road vehicles) and appropriate licenses and certifications to operate equipment (e.g., Driver’s license, Commercial Driver’s License).

1.2.2. All vehicles, machinery, or other equipment must receive proper maintenance and inspections as required by manufacturer specifications and applicable law.

1.2.3. Upon the Agency’s request, the Contractor must provide copies of any relevant licenses, registrations, or certifications.

1.3. SCOPE: This project is to properly grade gravel-surfaced roadways and top-dress, when necessary, at various state wildlife areas.

1.3.1. The Contractor may use the Agency’s Lands and Facilities interactive map to observe wildlife areas.

The Contractor is expected to navigate through the areas using GPS or road maps. The Agency will assist by providing maps, GIS shapefiles, or marking Project areas.

1.3.2. The roads to be maintained will change annually and require the Contractor to coordinate with the

Agency in subsequent years via an annual meeting conducted in February and scheduled at the Agency’s convenience. The annual meeting will be used to discuss progress from previous years, address any issues, and discuss a timeframe for scheduling services for the next year.

By March 1 of each year, the Agency will deliver maps to the Contractor and identify the roads to be maintained the following fiscal year. The Contractor must use Avenza Maps, or another mobile app capable of viewing georeferenced maps in the field using a GPS-enabled mobile service. The Agency has final authority over the measurement of linear feet, square feet, mapping, and the resolution of calculation discrepancies.

1.3.3. Before any work is performed each year, and no later than April 1, the Contractor must provide the Agency with a written work plan. The work plan must include:

1.3.3.1. The proposed methods and materials that are to be used for each road.

1.3.3.2. Pre-work “before” pictures of all roads to be maintained.

1.3.3.3. A proposed work schedule, including start date, daily schedule, estimated date of completion, and a quote based on the not-to-exceed contracted rates. Changes

1.3.4. Following review and acceptance of the work plan and estimate, the Agency will open a purchase order (PO) by July 1 or upon approval of the State budget, whichever is later. The Agency expects to have multiple roads being maintained across the state simultaneously. Contractors bidding on multiple work areas must be able to accomplish work simultaneously in different areas of the state.

1.4. SPECIFICATIONS:

1.4.1. Gravel Road Maintenance: The following will be required where indicated by the Agency:

1.4.1.1. Roads must be graded with heavy equipment to restore the profile of the road to a smooth surface free of potholes and re-establish a crown, where applicable, to allow proper drainage into adjacent ditches.

1.4.1.2. Top-dress, using a tailgate method, with #57 limestone to a 3/4-inch thickness, using ODOT

703 Aggregate for Limestone, Size #57. The Contractor must provide a weight slip or scale ticket to verify the required top-dressing thickness, based on a conversion of 2,400 pounds of slip weight to one-cubic yard. The Contractor must place one-ton per 675 square feet of road to be top-dressed.

1.4.1.3. Applying a 2-inch layer of #57 limestone, including fines, uniformly over the graded surface after shaping, then compacting to achieve a dense, stable top course. to a two-inch thickness of limestone “chips and dust.” To support ADA accessibility requirements, all material in the compacted layer must be less than 1/4-inch. The Contractor must provide a weight slip or scale ticket to verify the required top-dressing thickness, based on a conversion of 2,630 pounds of slip-weight to one-cubic yard. The Contractor must place one-ton per 135 square feet of road to be top-dressed.

1.4.2. Work must be conducted Monday through Friday, excluding State holidays and under favorable ground conditions.

1.4.2.1. The Contractor must coordinate with the Agency to avoid scheduling work during unacceptable times or ground conditions.

1.4.2.2. The Contractor must identify acceptable ground conditions in advance, in consultation with the Agency, and schedule work as necessary to maximize work during these times.

1.4.2.3. No work is permitted during deer-gun or deer-muzzle-loader seasons, as designated by the State each year. Other potential blackout dates will be made available to the Contractor upon request.

1.4.2.4. The Agency will identify specific roadways to be maintained within the awarded location(s).

1.4.2.5. The Contractor is responsible for grading the identified roadways within the appropriate timeframe.

1.4.2.6. The Contractor must alert the Agency if unable to grade the identified roadways within the dates specified in the work plan. The Contractor must obtain written confirmation from the Agency that the roadway cannot be graded for acceptable reasons (including, but not limited to, unfavorable weather or ground conditions). Other acceptable reasons are at the discretion of the Agency.

1.4.2.7. The Contractor is required to contact the Agency, by phone or email, at least two business days prior to initially entering the property for work.

1.4.3. Other Maintenance and Repairs include minor and miscellaneous works on gravel roads that are not covered under routine grading, scheduled re-graveling/resurfacing, drainage projects, or major rehabilitation/reconstruction. Such work may be performed only at the Agency’s direction and may be invoiced using the contracted time and materials rates.

1.4.3.1. Spot repair of potholes, ruts, soft spots, and washboarding.

1.4.3.2. Local filling of depression and minor shoulder repairs.

1.4.3.3. Repair or replacement of small, damaged areas of gravel surfacing.

1.4.3.4. Minor correction of localized erosion or scouring.

1.4.3.5. Cleaning or repair of small roadside features (e.g., berms, driveways, field entrances, turnouts).

1.4.3.6. Other similar incidental maintenance tasks not otherwise defined in this Scope of Work, as approved by the Agency.

1.4.4. The Contractor must recognize that weather conditions may at times be unsuitable for work and must implement and maintain appropriate safety precautions throughout the duration of the Project.

1.4.5. Subject to the Contractor’s compliance with this Scope of Work, the Contractor is solely responsible for and has control over all maintenance means, methods, manners, techniques, sequences, and procedures. The Contractor is responsible for all job and safety training, precautions, and programs in connection with the Project, and for coordinating all portions of the Project.

1.4.6. The Contractor may submit invoices upon completion of the work, or as otherwise mutually agreed in writing.

1.4.7. The Contractor must attend a kick off meeting prior to the first day of service at a date and time to be determined. The kick-off meeting will be used to review the detailed expectations of the Contractor. Such a meeting may be in- or via teleconference or virtual meeting platform, at the Agency’s discretion. Additionally, the Agency may elect to hold mandatory annual kick-off meetings, which the Contractor will be required to attend, to discuss ongoing expectations, changes to tasks, areas of focus, and upcoming needs for the fiscal year and to plan with the Contractor.

1.4.8. If additional work is needed, which is not specified in the Scope of Work, the Agency may order that work from the Contractor by utilizing the miscellaneous services time and materials rates. The utilization of time and materials rates for miscellaneous services specified in the Contract is at the sole discretion of the Agency and may include, but is not limited to, culvert repair or installation, ditch maintenance, and repairs to the base layer or subsoil. Miscellaneous services performed without the written consent of the Agency will be at the expense of the Contractor and will not be reimbursed by the Agency.

2 - STANDARD TERMS AND CONDITIONS

The State of Ohio Standard Terms and Conditions (revised 05/22/26) govern this Contract and are incorporated as if fully rewritten herein.

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.2 - DELIVERY

Services will be performed as set forth in the Contract. The location of performance will be noted on the purchase order issued by the participating agency.

3.3 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first 12-months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective 30 calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease.

For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease.

Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

4 - PREVAILING WAGE

The Ohio Department of Commerce, Division of Labor and Worker Safety, Wage and Hour Bureau has identified that work in this solicitation and to be performed under contract may be subject to the requirements of Ohio Revised Code Sections 4115.03 to 4115.16, Prevailing Wage. Upon award of a Contract by DAS, the successful Contractor, and all of the sub-contractors, guarantees that the prevailing wage for the area, to include any adjustments thereto, as published by the Ohio Department of Commerce, Division of Labor and Worker Safety, Wage and Hour Bureau will apply to any workman assigned by the Contractor or all of the sub-contractors to this project. The participating state agency will serve as prevailing wage coordinator and will be responsible for proper application of labor rates as required by the Ohio Department of Commerce. Responsibilities of the Prevailing Wage Coordinator include, but are not limited to; setting up and maintaining payroll reports, monitoring when payments of wages are made, receiving the Contractor’s complete payroll records of each employee, establish procedures to monitor compliance, notify Contractor of any adjustment to the prevailing wage scales and report delinquencies on the part of the Contractor. The successful supplier and all of the sub-contractors shall strictly comply with the wage provisions of the contract.

https://dam.assets.ohio.gov/image/upload/v1779393430/procure.ohio.gov/TCond/Standard_T_C_5-22-26.pdf

5 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

6 - SPECIAL INSTRUCTIONS TO BIDDERS

7 - PRE-BID CONFERENCE

7.1 - The State will hold a virtual pre-bid conference on July 07, 2026, at 1:00 pm Columbus, Ohio local time. The purpose of this conference is to discuss the ITB and the Work with prospective bidders and to allow them to ask questions arising from their initial review of this ITB. The State will not be responsible to any Bidder for its failure to obtain information discussed during the pre-bid conference due to its failure to attend and/or arriving after the pre-bid conference has convened.

The conference will be held as a Microsoft Teams meeting with the following contact information:

Link

Attendance at the pre-bid conference is not a prerequisite to submitting a bid.

7.2 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the state will:

In addition, the state will: multiply the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items by work units. Bidders may bid on one or more work units.

Failure to bid all items by work unit may result in the bidder being deemed not responsive.

7.3 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder(s) by low lot total by work unit.

Bidders may bid on one or more work units. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items by work unit. Failure to bid all items by work unit may result in the bidder being deemed not responsive.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf https://teams.microsoft.com/meet/286140226967349?p=r8ErVBn7rNEernJgcv

EXHIBIT ONE

DEFINITIONS

Geographic Information System (GIS) – A Geographic Information System is a system designed to capture, store, manipulate, analyze, manage, and present spatial or geographic data. GIS applications are tools that allow users to create interactive queries, analyze spatial information, edit data in maps, and present the results of all these operations.

Road Grading Service– Grading, with heavy equipment, to restore the profile of the road to a smooth surface free of potholes and re-establish a crown, where applicable, to allow runoff into adjacent road ditches.

Crowning– Creating a peak in the center of the road with a three-percent-five-percent slope from the centerline of the road to the road’s edge. This allows water to run from the surface of the road into the adjacent road ditch.

Crowns may not be needed if the road has sufficient slope for the entire width to promote drainage towards the ditch as directed by the Agency.

Materials Mark-up – Mark-up of the cost of materials from the Contractor’s supplier, including delivery.

Miscellaneous Labor - Hourly labor to complete work that is outside the contract scope that is needed to complete contracted work.

EXHIBIT TWO

WORK UNIT MAP