RFP.SWR Trunkline Sweeping 2024.docx

Michigan.gov/MiProcurement proposal instructions Department of Transportation State Trunkline Sweeping Southwest Region Request for Proposal No. 240000000652 Solicitation Manager Name: ReChelle I. Kendrick Direct Phone: 517-335-5905 Email: KendrickR1@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724 This is a Request for Proposal (RFP) for:

MDOT Southwest Region State Trunkline Sweeping Services for the following locations: Kalamazoo Transportation Service Center (TSC), Marshall Transportation Service Center (TSC) and Coloma Business Office (CBO). Additional as-needed services include emergency response and removal and disposal of large objects/debris (junking)

RFP Timeline

*A bidder’s proposal received at 3:00:01 p.m. Eastern is late and subject to disqualification.

This RFP is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the RFP Structure and Documentation table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal. Note that all documents and information submitted as part of a proposal will become public record immediately upon receipt by the State. Proposals received by the State may be posted on the State’s publicly available website after bidders are notified of the award recommendation.

RFP Structure and Documentation

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in bidder disqualification.

3. PRE-PROPOSAL MEETING. None.

4. MODIFICATIONS. The State may modify this RFP at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS. This is the only method by which the RFP may be modified.

5. QUESTIONS. Bidder questions about this RFP must be emailed to the Solicitation Manager no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

6. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include but are not limited to Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 6 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the solicitation Closing On/Closing Date fields (Summary view/Detail view), even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 284-0540 or (888) 734-9749. The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder. Note that all documents and information submitted in any manner as part of a proposal will become public record immediately upon receipt by the State. Proposals received may be posted by the State on the State’s publicly available website after bidders are notified of the award recommendation.

7. MANDATORY MINIMUM REQUIREMENTS. None.

8. EVALUATION PROCESS The State will evaluate each proposal on a PASS/FAIL basis based on the following criteria:

The State may utilize all bidder information to determine fair market value for goods or services sought. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/service-disabled veteran owned business(QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: Michigan.gov/SDVOB The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive. Failure to respond timely to requests for proposed changes to Contract Terms during ongoing negotiations may be cause for disqualification.

The State may but is not required to conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

9. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

10. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

11. RESERVATIONS. The State reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal if no other proposals are received.

e. Disqualify a proposal based on: (i) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS ; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to the RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by Contract Activity.

l. Evaluate the proposal outside the scope identified in the Evaluation Process section of this document if the State receives only one proposal.

12. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who receives a PASS for each criterion and has the lowest price.

The State will publish an Award Recommendation and Evaluation Synopsis, by posting a Notice of Intent to Award (NIA1) on www.michigan.gov/SIGMAVSS.

13. DEBRIEF MEETING AND BID PROTEST. The State will post an Award Recommendation and Evaluation Synopsis which will provide instructions on how to request a debrief meeting.

If you wish to initiate a protest of the award, you must submit your written protest to Carol Rademacher at RademacherC@michigan.gov no later than 3:00 p.m., three (3) business days after the Award Recommendation and Evaluation Synopsis is posted on SIGMA VSS. The State reserves the right to adjust this timing and will publish any change.

Additional information about the protest process is available at DTMB - Programs and Policies (michigan.gov) under the “Bidder Protests” link.

14. STATE ADMINISTRATIVE BOARD. Contracts equal to $250,000 or greater than require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

15. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 180 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment or contain all matters upon which agreement must be reached. The bidder understands that their proposal will become public record immediately upon receipt by the State. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

16. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. As a public record, all portions of the bidder’s proposal and resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, the State may exempt some information from disclosure as permitted by law. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow CT Form instructions, the proposal may be publicly disclosed in its entirety without redaction after an award recommendation.

Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or

i. Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

ii. Failure to complete and sign a CT Form may result in disqualification of the bidder. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow the CT Form instructions, the proposal, in its entirety, will be treated as a “Public Copy” and may be publicly disclosed by the State without redaction after bidders have been notified of an award recommendation.

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this RFP. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this RFP that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

confidential treatment form INSTRUCTIONS. Bidder must complete either Section 1 or Section 2 of this CT Form and sign where indicated. Do not complete both sections. This CT Form must be signed by the individual who signed the bidder’s proposal. A completed CT Form must be submitted with your proposal, regardless of whether your proposal contains confidential information.

Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow CT Form Instructions, the proposal, in its entirety, will be treated as a “Public Copy” and may be publicly disclosed by the State without redaction after bidders have been notified of an award recommendation. See the Confidential Treatment Form and The Freedom of Information Act (FOIA) sections of the Proposal Instructions for additional information.

Section 1. CONFIDENTIAL TREATMENT IS NOT REQUESTED This section must be completed, signed, and submitted with the proposal if the bidder does not request confidential treatment of any material contained in the proposal. If this section is completed, do not complete Section 2. CONFIDENTIAL TREATMENT IS REQUESTED.

By signing below, the bidder affirms that confidential treatment of material contained in their proposal is not requested.

RFP Number

RFP Title

Signature

Date

Printed Name, Title, Company

Section 2. CONFIDENTIAL TREATMENT IS REQUESTED This section must be completed, signed, and submitted with the proposal if bidder requests confidential treatment of any material contained in the proposal. Submission of a completed CT Form is required to request confidential treatment. If this section is completed, do not complete Section 1. CONFIDENTIAL TREATMENT IS NOT REQUESTED.

Provide the information in the table below. Bidder may add rows or additional pages using the same format shown in the table. Bidder must specifically identify the information to be protected as confidential and state the reasons why protection is necessary.

The CT Form will not be considered fully complete unless, for each confidentiality request, the bidder: (1) identifies the Proposal Page #, Section #, and Paragraph #, (2) identifies whether the material is a Trade Secret (TS), Proprietary Financial Information (FI), or Proprietary Information (PI), and (3) explains the specific legal grounds that support treatment of the material as TS, FI, or PI. Bidders must provide a complete justification as to how the material falls within the scope of an applicable FOIA exemption or relevant case law. Bidders must not simply cite to an applicable exemption or case name. Bidders must also provide the contact information for the person at their organization authorized to respond to inquiries by the State concerning the material.

Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy”.

(1) Proposal Page #, Section #, Paragraph # (2) Material is Trade Secret (TS), Proprietary Financial Information (FI), Proprietary Information (PI) (3) Applicable FOIA Exemption with Written Justification (4) Bidder Contact Information

By signing below, the bidder affirms that confidential treatment of material contained in their proposal is requested and has attached to this form a redacted “Public Copy” of the bidder’s proposal.

RFP Number

RFP Title

Signature

Date

Printed Name, Title, Company vendor questions worksheet Provide a detailed response to each question. “You” and “company” refers to the bidder.

1. Contact Information

Bidder’s sole contact person during the RFP process. Include name, title, address, email, and phone number.

Person authorized to receive and sign a resulting contract. Include name, title, address, email, phone number and vendor customer code in SIGMA VSS.

2. Company Background Information

Legal business name and address. Include business entity designation, e.g., sole proprietor, Inc., LLC, or LLP.

What state was the company formed in?

Phone number.

Website address.

Number of years in business.

Number of employees.

Legal business name and address of parent company, if any.

Has there been a recent change in organizational structure (e.g., management team) or control (e.g., merger or acquisition) of your company? If the answer is yes: (a) explain why the change occurred and (b) how this change has affected your company.

Discuss your company’s history. Has growth been organic, through mergers and acquisitions, or both?

Has bidder ever been debarred, suspended, or disqualified from bidding or contracting with any entity, including the State of Michigan? If yes, provide the date, the entity, and details about the situation.

Has your company been a party to litigation against the State of Michigan? If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction.

Within the last 5 years, has your company or any of its related business entities defaulted on a contract or had a contract terminated for cause? If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

State your gross annual sales for each of the last 5 years.

If receiving a contract under this RFP will increase your gross revenue by more than 25% from last year’s sales, explain how the company will scale-up to manage this increase.

Describe partnerships and strategic relationships you think will bring significant value to the State.

State the physical address of the place of business that would have primary responsibility for this account if bidder is awarded a contract under this RFP.

To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

(b) Proof of service-connected disability (DD214 if the disability was documented at discharge or Veterans Administration Rating Decision Letter or equivalent if the disability was documented after discharge); and

(c) Legal documents setting forth the ownership of the business entity.

In lieu of the documentation identified above, you may provide proof of certification by the National Veterans Business Development Council.

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

4. Participation in RFP Development or Evaluation

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

If you enter “YES,” you are not eligible for contract award. An awarded vendor may not partner or subcontract with anyone to provide goods and services required under a resulting contract if that subcontractor or partner assisted in the development of this solicitation.

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor

5. State of Michigan Experience and Prior Experience

Does your company have experience working with the State of Michigan? If so, please provide a list (including the contract number) of the contracts you hold or have held with the State for the last 10 years.

Describe at least 3 relevant experiences from the last 5 years supporting your ability to successfully manage a contract of similar size and scope for the work described in this RFP.

Experience 1

Company name.

Contact name.

Contact role at time of project.

Contact phone.

Contact email.

City.

State.

Zip.

1. Project name and description of the scope of the project.

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

Experience 2

Company name.

Contact role at time of project.

City.

1. Project name and description of the scope of the project.

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

Experience 3

Company name.

Contact role at time of project.

City.

1. Project name and description of the scope of the project.

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

6. Standard Contract Terms

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with the Evaluation Process section of the Proposal Instructions must be provided with Bidder’s proposal.

7. Michigan Economic Impact

Number of employees currently employed at locations within the State of Michigan.

Number of additional employees to be employed at locations within the State of Michigan if awarded this Contract (if any)

Minimum wage paid to employees employed at locations within the State of Michigan.

Average wage paid to employees employed at locations within the State of Michigan.

Percentage of employees employed at locations within the State of Michigan that are covered by employer-provided health insurance.

8. Labor, Antidiscrimination and Environmental Laws Compliance

Bidder must disclose any violations of state or federal labor, antidiscrimination and employment laws and regulations received within the past five years.

Bidder must disclose any violations of state or federal environmental laws and regulations received within the past five years.

9. Supplier Diversity

10. Other

11. Response to State Requests

Contractor must enter company name here.

Schedule A – statement of work contract activities Request for Proposal (RFP) No. 240000000652 Southwest Region State Trunkline Sweeping This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click one checkbox and complete the entries as identified.

BACKGROUND

The Michigan Department of Transportation (MDOT) is responsible for maintaining state trunklines to provide safe roadways for motorists. The objective is to maintain the roadsides and medians in a manner that provides a safe and aesthetically pleasing roadside for the motoring public.

SCOPE

The purpose of this contract is to maintain the state trunklines per MDOT specifications and standards as set forth in the Contract. This includes sweeping services to remove loose debris from roadsides and medians which may pose a driving hazard. This Contract is for five years with three, one-year renewal options for the following locations:

· Kalamazoo Transportation Service Center

· Marshall Transportation Service Center

· Coloma Business Office Subcontracting is not allowed on this contract. Quantities listed in Schedule B are estimates, actual work performed will be as-needed and as determined by the Program Manager or designee. The State is not obligated to purchase any listed quantity.

Services will include mechanical sweeping, manual pick up of debris, and proper disposal of debris. Additional as-need services include emergency response and removal and disposal of large objects/debris (junking) (the “Contract Activities”).

REQUIREMENTS

1. General Requirements The specifications contained in this Contract have been developed to establish the minimum level of curb/street sweeping services required and operated by the State.

A. The Contractor shall provide curb/street sweeping of the specified roads, bridges, ramps and paved traffic islands/gores in Southwest Region under the jurisdiction of the State in accordance with requirements of this Contract. Sweeping shall be defined as a clean sweep and removal of all debris regardless of the number of times swept to obtain a clean curb/street regardless of type of equipment necessary for total dirt and debris removal.

B. The Contractor must provide all personnel, equipment, tools, supplies/materials, training and any incidental services or items required to perform the Contract Activities at the frequencies and during the times as specified herein. The Contractor shall also furnish local supervision and all labor, equipment, transportation, disposal of sweeping debris in accordance with all Federal, State and local statues and incidentals necessary to satisfactorily perform the services at the frequencies and during the times as specified herein. Compliance will be based on the MDOT’s overall evaluation and interpretation in accordance with method of performance, and expected outcomes, as set forth in this Contract.

C. The Contractor shall provide services at the locations described in the LSS and may include emergency services as directed by the MDOT Program Manager.

D. The Contractor must notify the county or municipality before starting work in their area. The MDOT Program Manager will provide a list of Municipal and County Offices at the Contract Kickoff meeting.

E. Contract Activities require personnel to comply with High Visibility clothing requirements. All workers must wear high-visibility safety apparel as specified in the Michigan Manual of Uniform Traffic Control Devices [see MDOT - Transportation Standards and Special Details (state.mi.us)], Sections 6D.03 and 6E.02.

F. The Contractor is responsible for any citations, fines, or tickets received while performing Contract Activities.

2. Work Requirements Contractor must provide deliverables/services and staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth below.

A. Work Hours All Contract Activities, except emergency response, must be performed during nighttime hours only, unless otherwise directed by the Program Manager (contact the Program Manager for authorization of nighttime work in specific locations).

Contract Activities will not be performed on weekends unless prior approval is obtained from the Program Manager.

Contract Activities Work will not be permitted during holiday periods in accordance with the 2020 Michigan Department of Transportation Standard Specifications for Construction [see MDOT 2020 Standard Specifications for Construction [WEB]-linked (michigan.gov)] or during special events. The Program Manager shall suspend the work at any time if traffic is being unduly hampered or delayed by the work in progress B. Routine Curb/Trunkline Sweeping The Contractor shall perform complete curb sweeping cycle per year on the routes identified in the Location Specification Sheet (LSS) for routine sweeping. The routine complete curb sweeping will be performed between April 1st and August 31st of each year or as directed by the MDOT Program Manager. The actual schedule and timeline for completion will be finalized at the kickoff meeting for each location.

C. Emergency Request Emergency Response requests are typically in response to an incident which requires sweeping services, and which may involve removing debris contaminated with fuel.

The Contractor must be available 24 hours a day, 7 days a week, 365 days a year to respond to emergency calls for sweeping services requests, TMA requests, or Vac-All requests from the Program Manager.

Following a call from the MDOT, Program Manager the Contractor shall provide the necessary equipment for sweeping at the designated scene within one (1) hour of notice. This activity is typically done in response to an incident, which may involve removing debris contaminated with fuel, for sweeping.

Payment for emergency call outs shall be paid at an hourly rate. The billable time will begin when the Contractor arrives at the emergency scene with all personnel and equipment needed to perform the cleaning/sweeping. One (1) additional hour for travel to the job site and one (1) additional hour for travel from the site will be paid for each emergency call out. The Contractor shall include the cost of supervision and all labor, equipment, water, transportation, fees for disposal of sweepings in accordance with all local, State, and Federal statues, and incidentals necessary to satisfactorily perform this service.

D. Non-Sweeping Debris/Junking Any debris that cannot be removed by mechanical sweeping but can be picked up by one (1) person, shall be collected by hand or other means, before sweeping and disposed of in a Class II landfill. Non-sweeping debris/junking includes the paved and gravel shoulder areas. Debris that cannot be picked up by one (1) person shall be reported to the MDOT Program Manager. Examples of debris that cannot be removed by mechanical sweepers include, but are not limited to rocks, bricks, bottles, tree limbs, and sticks. Examples of debris that can be removed by mechanical sweepers include, but are not limited to dirt, paper, and leaf piles less than eight (8) inches in depth. All collected debris must be hauled away and not stored on or off state trunkline right of away or moved to the vegetated areas. The debris collected is to be hauled away the day it is collected.

E. Dust Control All sweeping shall be accomplished with using water for dust control. The Contractor shall contact the local municipality for water and hydrant use and comply with their requirements and all applicable regulations at no additional cost to the State.

F. Equipment Requirements The Contractor must have available, operate, and maintain suitable and adequate equipment necessary to perform Contract Activities in an approved safe, workmanlike manner without hindrance, delay, or damage to the roadside. Equipment failure WILL NOT constitute an acceptable reason for failure to provide services. Under no circumstances will MDOT be responsible for any damage to the Contractor's equipment due to obstacles encountered.

The Contractor shall be required to use a sweeper with dual steering control and hold at least five (5) cubic yards of debris. A 16,500-cfm vacuum fans with 12 inch vacuum tubes and 16 cubic yards debris boxes holding capacity. Vac-All trucks shall be available to be used for emergency or as needed work. The Contractor must have a minimum of one (1) sweeper with dual steering control and available for use on State Trunklines in the Southwest Region. All equipment shall be approved through an acceptable demonstration of the equipment's capabilities, suitability, and condition to MDOT. Demonstrations will be at no cost to MDOT.

G. GPS/GIS System Area of curb shall be located with a Quality ACTIVE/REAL-TIME/CELLULAR Automatic Vehicle Location (AVL) or Global Positioning System (GPS) requiring no direct vehicle operator input to function. The in-vehicle unit shall have an accuracy of 12 feet or less. Input data shall be collected and recorded from each sensor on a vehicle at a minimum of six times per minute or when there is an event change (e.g., on or off vacuum suction, water usage or sweeper rotation). Each data record will have vehicle speed, direction and latitude\longitude and sensor input encoded. Additionally, each in-vehicle GPS unit shall have the capability of time stamping each data record with the event year, date, time of day and vehicle identification.

Calculated Data

Sensors Data

The in-vehicle AVL system shall have Store and Forward functionality capable of storing 1GB (hardened memory not hard disk drive) of information while out of coverage and automatically forwarding the same when back in coverage. Under normal operations the AVL system shall transmit data every three minutes to the hosting vendor’s facility. The in-vehicle unit shall be configured to start collecting data when the ignition is in the on position; continue throughout the work activity and terminate ten minutes after the ignition is return to the off position.

H. Web Vendor Mapping Functionality The hosting vendor shall be able to dynamically track a minimum of twenty vehicles with near instantaneous displaying of information as it is received from the vehicle and storing data for two years. The hosting vendor shall have the capability of automatically displaying maps via the internet for each maintenance facilities area of responsibility.

The maintenance facility shall be the center of focus for each area of responsibility map. Mapping functionality shall have a minimum resolution 10 feet and zoom out capabilities of 50 plus miles. Additionally, the mapping functionality shall have information bubbles that can display data record. Each data record shall be represented by a tick mark that composed of one segment of a route. The system shall be able to temporarily display tick mark data by placing the cursor over a mark or by opening a permanent information window. The mapping system shall have the ability of displaying routes in different colors.

The host vendor system shall allow for the play back of events for a minimum of two years. Information provided to MDOT Program Manager will consist of summary and detail reports. Summary reports shall consist of all routes serviced on a specific day. Detail reports shall include a list of specific location services by all vehicles year-to-date, see reports below: for more information.

The host vendor system shall be capable of assigning GPS coordinates to street address in order to determine a location for summary reports. Additionally, the system shall be capable of assigning predetermine curb mile distances to the location address.

The host vendor system shall also have functionality for exporting data files to Microsoft Excel. Files shall contain all data items selected from the Standard and Optional Records Input Sections listed above. The start and end times for selecting export records should follow the play back format. The vendor shall provide full web access to MDOT Program Manager for monitoring and obtaining reports on as needed basis. Use one of the following GPS/GIS manufacturers: Vehicle Path, Eagle Eye Software, Inc. or other approved equal as determined by MDOT Program Manager.

CURB AND GUTTER

SWEEPING REPORT

I. Safety All equipment shall meet all federal, state, and local safety requirements. Equipment must be equipped with commercial type flashing amber lights plainly visible from all directions. Flashers must have a minimum of 32 candlepower output and flash 50 to 60 times per minute. A lighted arrow Type B or C as specified in the MDOT 2020 Standard Specifications for Construction must be mounted on or towed behind each vehicle. In the event of a crash involving Contractor’s equipment, the MDOT Program Manager must be notified immediately. Any and all costs associated with damaged equipment as the result of a crash is the sole responsibility of the Contractor and their insurer.

All of the safety guidelines must be followed using the current Work Zone Safety and Mobility Manual and the Michigan Manual of Uniform Traffic Control Devices (MMUTCD).

J. Disposal of Material The Contractor is responsible for disposal of all material using either the Solid Waste Phase or the Liquid Waste Phase listed below. At no time will waste material or storage containers be staged/stored on State properties or right of way.

Solid Waste Phase The solid waste generated shall be disposed of at a Licensed Municipal Solid Waste Landfill. Solid is defined as having no releasable liquids. The landfill may require testing before accepting the waste. The TSC Maintenance Coordinator (or MDOT Program Manager) shall be provided disposal documentation from the Licensed Municipal Solid Waste Landfill.

Liquid Waste Phase:

If water is used for dust control, the following disposal of the liquid phase shall be used:

This waste may be evaporated by use of drying beds, decanting stations or similar systems that contain the solids during evaporation. The remaining solids shall then be disposed of according to Solid Waste Phase above. If at any time the material is suspected of being hazardous, the TSC Maintenance Coordinator (or MDOT Program Manager shall be notified).

K. Detailed Progress Schedule Work must be performed in accordance with the progress schedule submitted with the Contractor’s Work Plan at the Kick Off Meeting and as described below.

The first failure to complete work as defined in the progress schedule without prior approval to adjust the schedule from the MDOT Program Manager may result in a Vendor Performance being issued to determine the corrective action by the Contractor. A second such failure may result in termination of this Contract. The progress schedule must address all work to be completed when multiple Contracts are awarded to the same Contractor, including work performed as a subcontractor for a local unit of government.

The progress schedule must address all services to be completed by the Contractor. (If the Contractor has multiple Contracts for curb/street sweeping on the State Trunk Line System, the progress schedule shall include any curb/street sweeping performed on the State Trunk Line System whether for the State or as a subcontractor for a local unit of government).

L. Maintaining Traffic Traffic shall be maintained in accordance with the MDOT - Standard Specifications for Construction (state.mi.us), MDOT Maintaining Traffic Typicals, the current edition of the Michigan Manual of Uniform Traffic Control Devices (MMUTCD). All operations shall be conducted in a manner that will not create a hazard, nor hinder, restrict, or impede trunkline traffic. The Contractor shall not operate equipment on the roadway or in a manner that requires unnecessary crossing of the roadway. Traffic control is to be adhered in accordance with MDOT’s current Standard Specifications for Construction, and with MDOT’s Traffic Standards, Maintaining Traffic Typicals, Special Details. The Contractor shall not park equipment within the right of way of any state trunkline in a manner not permitted by posted traffic control devices.