Mobile Patcher with Operator SOW.pdf

Page | 1

Mobile Patcher with Operator and Material Statement of Work

1. Scope/Overview

The purpose of this Invitation for Bid (IFB) is to procure a Mobile Patcher With Operator and Material in Engineering District 3-2, Lycoming County, for the Pennsylvania Department of Transportation (PennDOT).

Equipment Specifications:

• Unit to be a minimum of 27,000 GVW and have a minimum 5 cubic yard hoper.

• Unit must be equipped with all required safety and operational equipment, work lights, reverse direction alarm and revolving or strobe warning light. Contractor will provide all equipment for the operation of this unit, including revolving light.

• Unit must be able to move while patching.

• Contractor shall be responsible to ensure all equipment and operators are in compliance with applicable Federal and Pennsylvania motor vehicle laws.

• Contractor must supply all asphalt oil and washed aggregate. These materials must meet Pennsylvania Department of Transportation Specifications, Publication (Pub.) 408, and must be obtained from a source approved by PennDOT. Aggregate material must meet Bulletin 14 Pub 34 specifications. Oil material must meet Bulletin 15 specifications.

• Contractor shall be paid for all hours the machine is actively engaged during normal working hours.

• Contractor shall not be paid for hours in which machine is not capable of performing work.

• Contractor will be required to perform all normal maintenance activities and repairs during the Departments non-working hours.

• Equipment will be inspected by the County Equipment Manager for adherence to the specifications prior to the use of equipment.

2. Worker Protection

Pursuant to Executive Order 2021-06: Worker Protection and Investment, signed into law on October 21, 2021, the Commonwealth is responsible for ensuring that every Pennsylvania worker has a safe and healthy work environment and the protections afforded them through labor laws. To that end, contractors and grantees of the Commonwealth must certify that they are in compliance with all applicable Pennsylvania state labor and workforce safety laws. Such certification shall be made through the Worker Protection and Investment Certification Form (BOP-2201) and submitted with the bid, proposal, or quote.

3. Term of Purchase Order The term of this Project shall commence upon issuance of a Contract or Purchase Order to the selected Contractor and shall expire one year after the Effective Date unless it is terminated earlier pursuant to the terms of the Contract or Purchase Order. Under the service period of this Contract, there will be four (4) options to renew, upon mutual consent, each for an additional one (1) year period. Each such renewal will receive a two percent (2%) increase over the current unit prices. The Commonwealth reserves the right, upon notice to the Contractor, to extend the term of the Contract for up to three (3) months upon the same terms and conditions. This will be utilized to prevent a lapse in Contract coverage and only for the time necessary, up to three (3) months, to enter a new Contract.

https://www.oa.pa.gov/Policies/eo/Documents/2021-06.pdf https://www.dgs.pa.gov/Documents/ITQ%20Documents/Helpful%20Information/BOP-2201%20EO%202021-06%20Worker%20Protection%20Form%20BOP.pdf

Page | 2

4. Estimated Quantities All quantities are estimated, and the Department reserves the right to increase or decrease these quantities based upon need.

5. Confirmation of Services Reporting and Invoicing

a. A completed Confirmation of Services Form (OS-501) shall be submitted by the Contractor to the

PennDOT Project Manager or designee, for review and verification on a monthly basis. The OS-501 shall be itemized, include sufficient detail, and coordinate with the line items on the Purchase Order. The PennDOT Project Manager or Designee will notify the Contractor if corrections are needed.

b. PennDOT reserves the right, throughout the life of the contract, to make changes to the OS-501, including their instructions, content, and all other requirements.

c. Untimely or incomplete submissions of Form OS-501 may delay processing of a “proper invoice.

d. Anticipated usage is strictly an estimate, and this estimate is for internal Department use only.

There is no assurance that the Department’s actual use of the equipment will approximate this estimate.

e. Contractor will be required to submit itemized invoice(s) for payment.

f. Invoices can be sent to 69180@pa.gov through the Commonwealth e-invoicing program.

Information can be found on the on the link at the PA Office of Budget website:

https://www.budget.pa.gov/Services/ForVendors/Documents/e-invoicing-terms.pdf.

6. Work Requirements

a. Holiday: No work shall be scheduled to occur on the following holiday unless written permission to do so is provided by the PennDOT Project Manager or designee.

1. New Year’s Day

2. Dr. Martin Luther King, Jr. Day

3. President’s Day

4. Memorial Day

5. Junteenth

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veteran’s Day

10. Thanksgiving Day

11. Day after Thanksgiving Day

12. Christmas Day

For all holidays occurring on a Sunday, the following Monday will be recognized as the day when no work is to be scheduled. For all holidays occurring on a Saturday, the Friday before will be recognized as the day when no work is to be scheduled.

http://www.dot.state.pa.us/public/PubsForms/Forms/OS-501.pdf http://www.dot.state.pa.us/public/PubsForms/Forms/OS-501.pdf mailto:69180@pa.gov https://www.budget.pa.gov/Services/ForVendors/Documents/e-invoicing-terms.pdf

Page | 3

7. Insurance Provide evidence of such coverage per the OS-52 Insurance Requirements documentation.

8. Rejection of Bids The Issuing Office reserves the right to reject any and all Bids, to waive technical defects or any informality in Bids, and to accept or reject any part of any Bid if the best interests of the Commonwealth are thereby served.

9. Tie Bids All tie bids will be broken by the Issuing Office.

10. Award

This bid will be awarded to the lowest responsive and responsible bidder. This bid solicitation has been reserved for Small Business Contracting. Only those Bidders certified as DGS Small Businesses through the Small Business Contracting Program may submit a bid for these services.

Unless all Bids are rejected, and except as otherwise provided by law, award will be made through the issuance of a contract/purchase order in accordance with the method of award.

As a condition for receipt of award of a contract/purchase order, the Bidder must be registered in the Commonwealth of Pennsylvania's Vendor Master file. In order to register, bidders must visit the Pa Supplier Portal at https://www.pasupplierportal.state.pa.us/ or call the Customer Support Center at 877- 435-7363 or 717- 346-2676.

11. Travel Time Travel time will be paid at the contract hourly rate for all reasonable travel time incurred within the geographical limits of District 3-0 from the contractor’s official headquarters to PennDOT jobsite for one round trip (between the contractor’s headquarters and jobsite) per call out or from previous contractor’s work site to PennDOT work site, whichever is closer.

Travel time will be paid for all reasonable time incurred while the vendor transports the equipment from one designated work site to another within the county.

The Department will have the option of paying travel time to the next day’s work site from the previous work site or the vendor’s official headquarters; whichever is less if the move is made after the working day is over.

12. Call-Out Period

Call-out period for this machine for Lycoming County is April 1, 2024 through October 31, 2024. (Estimated 160 Hours of total use needed) and April 1 through October 31 of each renewal year.

13. Hazardous Material Spill

Any spill requiring clean-up as a result of a vendor’s mishap during a work assignment shall be the responsibility of the vendor for clean-up. The vendor shall be equipped with the proper spill control materials and proper method of disposal off-site. A spill prior to the vendor’s arrival will not be the responsibility of the vendor.

https://www.pasupplierportal.state.pa.us/

Page | 4

Pollution Control – Equipment Cleaning and Waste Cleanup The cleaning of equipment shall be performed in an environmentally safe manner, away from waterways and drainage courses. The potential of soil and ground water pollution must be minimized.

If petroleum based cleaners are used the residue must be collected and disposed of in accordance with current environmental regulation. If other organic cleaners are used, it may preclude the need for collection and disposal of the residue.

Wearing Apparel (Items bid that include operator) In the interest of employee safety, the Department recommends all equipment operators be required to wear ANSI Class II safety apparel (florescent green safety vest, shirt, or coat);

an OSHA approved hard hat, and work shoes. In addition, personal clothing such as shorts, and sleeveless shirts may not be appropriate for work conditions. Therefore, we recommend a full- length trouser and attire appropriate to the job being performed.

In the advent of equipment breakdown, if the vendor cannot repair the machine within 1 week, a replacement machine equal to or better than the specifications will be brought in within the 1 week period of the actual breakdown.

14. Bidder Instructions

• Bids are due by 3:30 PM Eastern Standard Time (EST) on Tuesday, October 17, 2023

• Bids shall be inclusive of all charges. NO additional charges will be permitted

15. Questions/Answers

• Vendor questions are due by 3:30 PM EST on Tuesday, October 10, 2023

• Questions and answers will be posted, via an Addendum, by 3:30 PM EST on Thursday, October 12, 2023

Questions regarding this IFB should be submitted via email to:

Cheryl Graham, Purchasing Agent PA Department of Transportation Engineering District 3-0 570.368.4211 chegraham@pa.gov mailto:chegraham@pa.gov