Time Log

III. SCOPE OF WORK/SPECIFICATIONS

The South Carolina Department of Transportation is soliciting for qualified contractors to supply on-call trucks and drivers to haul hot mix asphalt, rip rap, aggregates, sand, fill material, spoil material, and salt throughout Sumter County.

The locations for On-Call Hauling will be determined by the Engineer on an as needed basis and will presented by:

tonnage, route number, route name, beginning location and ending location. No claim shall be made by the Contractor for any loss of anticipated profits because of any such alteration or by reason of any variation between the quantities of work announced and the quantities of work as done

Deliveries will be made to various locations all throughout Sumter County

Contractor will be given 24 hour notice prior to each call out

Bid amount (rate/hour) shall include the truck, driver, fuel, insurance, permits, and any miscellaneous items needed to perform hauling of various construction materials.

Contractor shall supply the number of trucks requested at time they are requested and throughout the entire project unless otherwise directed by the Engineer or their designee.

Truck Requirements

Contractor will be required to supply number of trucks requested by the Resident Maintenance Engineer or their designee.

If Contractor cannot supply the number of trucks requested they shall inform the Engineer or their designee and they will contact another Contractor on the list. The Engineer reserves the right to use any number of trucks and contractors as they deem necessary to complete a project.

Each truck shall be capable of hauling 18 tons of material legally. Truck beds must be insulated and meet SCDOT specifications for hauling hot mix asphalt. The specification can be found in the Standard Specifications for Highway

Construction, 2007 (latest edition) at 401.3.7 and are reprinted below.

Each truck bed shall have a cover made of canvas or suitable material that provides an enclosure to completely cover and protect the material during transit. Mesh style tarps will not be accepted as suitable covers.

Truck beds used for hauling hot mix asphalt shall have clean smooth metal beds. The beds must be thinly coated with an asphalt release agent listed on the most recent edition of

SCDOT Qualified Product List 17. Petroleum-based products will not be accepted for use to prevent asphalt mixtures from adhering to the beds. In all cases, after spraying with solution, raise the truck bed so that excess material drains before asphalt mixture is placed in the bed.

Asphalt hauling trucks must be equipped with a minimum of a six (6) inch chute to extend truck bed to allow loading of asphalt paver without spillage of material.

Failure by contractor to provide trucks that meet these requirements will result in a NON-COMPLIANCE NOTICE and possible NON-REFUNDABLE deductions.

Payment/Time Logs

All time shall be kept per time log (APPENDIX A1.), which will be signed by designated SCDOT employee and truck driver each day. No Compensation will be made for travel time to and from Contractor’s location to the jobsite/plant and from jobsite back to Contractor’s location. Contractor will submit a copy of time logs with each invoice, failure to submit time logs will result in delayed payment and a possible NON-COMPLIANCE and NON REFUNDABLE DEDCUTION.

All trucking coordination shall be setup through the Engineer or their designee.

Sumter Maintenance will arrange for payment to landfill for any dumping fees associated with disposal of spoil material at a landfill designated by SCDOT representative. Contractor will be given a magnetic sign to place on driver’s side of truck when hauling to landfill to indicate that they are working for SCDOT and will not be charged dumping fees. Contractor will be issued these signs at the beginning of each day/project and will return them after last load of each day/project.

http://info.scdot.org/Construction_D/QualifiedProductList2/17%20QPL%20071515.pdf

Failure by contractor to adhere to the time log requirements will result in a NON-COMPLIANCE NOTICE and possibly a

NON REFUNDABLE DEDUCTION.

Completion Date

Initial contract period is for one (1) year.

Contractor’s liability insurance must be received by the Procurement Office before any work is to be performed.

A preconstruction meeting will be held prior to any work being performed.

Negligent Operations

Third Party Property Damage

Negligent operation that results in damage sustained by a third party’s property, requires receipt of a claim from the third party. Examples of damage to third party property due to negligent operation include but are not limited to damage to:

private real property, a mailbox(es), a driveway(s), a third party vehicle(s), a utility feature(s). The Contractor will indemnify and hold harmless SCDOT and all of its officers, agents, and employees from all suits or claims for property damage pursuant to Section 107.18 of the South Carolina Department of Transportation Standard Specifications for

Highway Construction, latest edition. The Engineer shall be responsible for receiving and processing third party property damage claims resulting from mowing and associated activities performed by the Contractor. If the Contractor is approached by a third party claimant, the Contractor shall direct the claimant to contact the local SCDOT office to file a claim.

The Engineer shall:

• Provide the claimant a SCDOT DAMAGE CLAIM FORM (Appendix 2. Damage Claim Form)

• Obtain a digital photograph of the damage

• Investigate the alleged incident

Within five business days upon receipt of the completed SCDOT DAMAGE CLAIM FORM, the Engineer shall provide to the SCDOT Claims Office AND a copy to the Contractor, the following:

• The completed SCDOT DAMAGE CLAIM FORM

• A photograph of the damage

• Two repair estimates or a paid invoice (as provided by the Claimant)

• SCDOT findings of the incident investigation

• Recommendation for claim denial or payment

The SCDOT Claims Office will process the claim. If the SCDOT Claims Office denies the claim, the Claims Office will notify the Claimant.

If the SCDOT Claims Office approves the claim for payment, the Claims Office will provide a check to the claimant and will provide to the Contractor:

• A copy of the check paid to the claimant

• A copy of the completed SCDOT DAMAGE CLAIM FORM

• A copy of the Engineer’s recommendation

• A letter advising the Contractor to reimburse SCDOT for the claim within thirty days

If the [thirty-day] grace period has elapsed and the Contractor has failed to reimburse SCDOT for the claim, the SCDOT

Claims Office shall inform the Director of Procurement and the Director of Maintenance. The Director of Procurement will proceed with Default procedures. Consequently, termination of the remaining term of the contract will occur and the

Contractor’s ability to bid on future work for SCDOT will be jeopardized.

Third Party Personal Injury

The Contractor will indemnify and hold harmless SCDOT and all of its officers, agents, and employees from all suits or claims for personal injury pursuant to Section 107.18 of the South Carolina Department of Transportation Standard

Specifications for Highway Construction, latest edition. In cases of third party personal injury claims resulting from http://www.scdot.org/doing/doingPDFs/2007_full_specbook.pdf http://www.scdot.org/doing/doingPDFs/2007_full_specbook.pdf activities performed by the Contractor, SCDOT shall provide to the claimant the Contractor’s name, address and phone number. The Contractor shall be responsible for receiving and processing such claims.

Damage to SCDOT Property

The Contractor shall conduct work with care and diligence to prevent damage to SCDOT property. Negligent operation by the Contractor that results in damage to SCDOT property shall result in a notification of non-compliance and a non-refundable deduction assessed per offense AND a charge of the actual cost incurred by SCDOT to repair the damage.

Examples of damage to SCDOT property due to negligent operation include but are not limited to:

• Leaning/bent/fallen signs

• Damage to an SCDOT structure

• Damage to non-target roadside vegetation

• Damage to guardrail/cable rail

• Damage to the road surface

The Contractor shall not attempt to repair any damage to SCDOT property.

The Engineer shall verbally notify the Contractor by the next business day of damage sustained by SCDOT property.

Within two business days following the incident, the Engineer shall notify the Contractor of the damage sustained and the assessed non-refundable deduction, in writing, using the NON-COMPLIANCE NOTICE (Appendix A3. Non-Compliance

Notice Form).

If SCDOT has to repair an item damaged back to SCDOT standards it is considered an offense. As a result, a non-compliance notice will be issued and a non-refundable deduction will be assessed.

NON-COMPLIANCE/NON-REFUNDABLE DEDUCTIONS/CONTRACT TERMINATION

NON COMPLIANCE: The Engineer determines that the Contractor has failed to comply with work required under the terms of the contract as written in the specifications. Noncompliance items are divided into two categories as follows:

CATEGORY A: Category A items of non-compliance may result in nonrefundable deductions against the contractor.

CATEGORY B: Category B items of non-compliance may result in non- refundable deductions against the Contractor AND the Contractor may be subject to contract termination.

Non-Refundable Deductions: Non-refundable deductions assessed will be deducted from the Contractor's invoice for payment.

The Engineer may suspend work if non-compliance occurs, regardless of category, until actions are corrected.

The Engineer will report non-compliances and non-refundable deductions assessed to the Contractor using the

NON-COMPLIANCE NOTICE (Appendix A3. Non-Compliance Notice Form), by email with in three business days of non-compliance identification.

The Contractor shall reply to the engineer's non-compliance email within three business days of receipt. The

Contractor must dispute any nonrefundable deductions in writing within three business days of receipt of notification of assessment.

The Engineer and Contractor reach an agreement. If no agreement can be attained, the Engineer shall submit the issue to his/her respective District Office who shall serve as the first point of contact in a contract controversy.

TABLE OF NON-COMPLIANCE ITEMS

CATEGORY ITEM SPECFICATION

NON-REFUNDABLE

DEDUCTION

A Number of Trucks Truck Requirements $500 Per Offense

A Failure to proceed Scope of Work $500 Per Offense

A Failure to complete Scope of Work $500 Per Offense

A Failure to submit time logs Payment/Time Log $500 Per Offense

B Failure to return signs Payment/Time Log $100 Per Offense

DELIVERY/PERFORMANCE LOCATION – PURCHASE ORDER (JAN 2006)

After award, all deliveries shall be made and all services provided to the location specified by the Using Governmental Unit in its purchase order. [03-3015-1]

DELIVERY DATE

Work shall begin within 24 hours of receiving a call from the Resident Maintenance Engineer or his designee.

Sample Bidding

Line Number Quantity Unit of Measure Unit Price Extended Price

0001 180.000 Hours

Product Catg.: 97535 - Equipment With Operator Rental or Lease

Item Description: 18 Ton Truck(s) with Driver(s)

Tendering Text: Please enter your per hour price for a truck and driver not to exceed $125/hour. Offerors are encouraged to offer their best pricing, lower than the maximum listed. Time does not begin from contractors location to SCDOT location.

ON-CALL TRUCKING CONTRACT

SUMTER MAINTNENACE

Date: _____________

Contractor: ____________________________

SCDOT Representative: _______________________

Project: ______________________________________

Truck

Start

Time

End

Time

Billable

Hours

Driver (Print

Name)

Driver

Signature

SCDOT

Print

Name

SCDOT

Signature t

Non-Compliance Notice Form

Non-Compliance Notice Form

DATE:

TO:

FROM:

CONTRACT #: PURCHASE ORDER #:

Attention:

The following item has been determined to be in non-compliance with the contract specifications. A non-refundable deduction will be assessed and deducted from your invoice as shown:

CATEGORY ITEM SPECIFICATION

NON-REFUNDABLE

DEDUCTION

Insert

Insert Insert Insert

The non-compliance item occurred as follows:

(INSERT DATE)

(INSERT ROUTE, DIRECTION, AND MILE POINT)

(INSERT DETAILS)

Per the contract specifications, you have two business days upon receipt of this notification to respond and to dispute, in writing, this deduction.

CC: SCDOT DIRECTOR OF PROCUREMENT

SCDOT DIRECTOR OF MAINTENANCE

SCDOT DISTRICT ENGINEERING ADMINISTRATOR