SGL 037 Crooked Creek Road_Special Provisions .docx

GENERAL SPECIFICATIONS

PENNSYLVANIA GAME COMMISSION

NC REGION

ROAD IMPROVEMENT CONTRACT

I. SCOPE OF WORK:

A. The Pennsylvania Game Commission, Forestry Division, requires the services of an Operator to improve 11,570 feet of existing road on SGL 037 in Middlebury and Charleston Townships of Tioga County. Services shall include, but are not limited to, the furnishing of all materials, labor, equipment, tools, superintendence, miscellaneous items, and performing all work necessary to complete the project to the satisfaction of the Commission.

B. Questions regarding any technical aspects of this bid should be directed to Forester Chris Wood, at telephone number (814) 404-2209. Questions specific to the bidding process should be directed to the PGC Purchasing and Procurement Division at telephone number (717) 787-6594.

II. CONTRACT TASKS: GAME LAND ROADS TO IMPROVE

A. Project Location(s): 41.82518, -77.19222 B. Road To Improve:

1. All road segments shall be graded with a dozer with a 6-way blade or a road grader at the conclusion of use. Ditches and other drainage structures must be opened and re-established where needed. The road must also be crowned to drain all water into the ditches and culverts. Tail ditches will be cleaned where existing and installed where needed.

2. The operator must use a bulldozer to shape and grade the roadway as the required new stone is applied. All areas where stone is applied must be compacted with a minimum 10 ton vibrating roller.

3. Summary of Road Improvements:

a). 11,570 feet of existing road and berm to grade, crown, and ditch.

b). 2,600 tons of #3A Modified stone will be applied, graded, and rolled.

c). 110 tons of clean #3 stone will be applied, graded, and rolled.

d.) Clean, reposition, and construct cut-stone or block headwalls and endwalls for 5 existing culvert pipes.

e). Grade and improve 5 existing broad-based dips with clean #3 stone.

4. Detailed Road Improvements by Segment:

Segment “A-B” shall require the following:

a). 4,770 feet of existing road and berm to grade, crown, and ditch.

b). Clean, reposition, and construct cut-stone or block headwalls and endwalls for 5 existing culvert pipes.

c.) Apply 1,600 tons of 3A Modified stone @ 12 feet wide and 6 inches deep.

d.) Grade and improve drainage of 1 existing broad-based dip. Apply 22 tons of clean #3 stone.

e.) Fell and clear designated trees from road corridor.

Segment “B-C” shall require the following:

a). 1,530 feet of existing road and berm to grade, crown, and ditch.

Segment “C-D” shall require the following:

a). 1,530 feet of existing road and berm to grade, crown, and ditch.

b). Apply 180 tons of 3A Modified stone @ 12 feet wide and 6 inches deep.

c). Grade and improve drainage of 1 existing broad-based dip. Apply 22 tons of clean #3 stone.

Segment “D-E” shall require the following:

a). 500 feet of existing road and berm to grade, crown, and ditch.

Segment “E-F” shall require the following:

a). 2,630 feet of existing road and berm to grade, crown, and ditch.

b). Apply 620 tons of 3A Modified stone @ 12 feet wide and 6 inches deep.

c). Grade and improve drainage of 2 existing broad-based dips. Apply 22 tons of clean #3 stone in each dip.

Segment “F-G” shall require the following:

a). 550 feet of existing road and berm to grade, crown, and ditch.

Segment “G-H” shall require the following:

a). 840 feet of existing road and berm to grade, crown, and ditch.

b.) Apply 200 tons of 3A Modified stone @ 12 feet wide and 6 inches deep.

c.) Grade and improve drainage of 1 existing broad-based dip. Apply 22 tons of clean #3 stone.

General Specifications

1. All ditches shall be a minimum of 1 foot deep with a slope of 1:3

2. Any repaired culverts must be placed with a slope of 2 to 4% whereas the lower end must be at least 2 inches lower than the upper end. Culvert ends must extend 12 inches beyond the road base on both ends.

3. All culverts must have adequate catch basins and tail ditches installed and cut-stone or block headwalls and endwalls built.

4. Each culvert shall be covered with a minimum of 12 inches of subbase. Subbase must be compacted around the sides of the culvert.

5. All roadways used on state gamelands shall be graded with a dozer with a 6-way blade or a road grader at the conclusion of use. Ditches and other drainage structures must be opened and re-established where needed. The road must also be crowned to drain all water into the ditches and culverts.

6. Lower berms shall be broken with turnouts at least every 50 feet to allow runoff to escape from the road surface. It is preferable to eliminate the ditch on the downhill side by removing the lower berm wherever possible.

C. Seeding of Ditches, Turnarounds and Earth Disturbances:

1. All disturbed banks, turnouts, and ditches are to be and seeded according to the following:

a). 50 lbs. per acre wheat b). PGC Regional Forester is to be notified prior to the application of seed.

III. SITE INSPECTION AND ASSISTANCE:

Bidders should visit the site to ascertain the pertinent conditions such as topography, drainage patterns and other working conditions. Contact Chris Wood, Field Forester, PGC – North Central Region at 570-404-2209 (cell) to get directions and site information. The project area will be accessible to potential operators. Permission is not required to visit the site. Directions to the site are included in the attached supplemental pages. No site visits on April 24 or May 1 before 12 noon due to the opening days of Spring Gobbler seasons

IV. COMMISSION PERSONNEL: PGC personnel will supervise and direct the operation in the following capacities:

A. Program Supervisor: The Chief of the Forestry Division in the Bureau of Wildlife Habitat Management is responsible for the overall operation of the program and represents the Commission in settling minor contractual matters.

B. Field Contract Coordinators: These persons are Regional Foresters, Land Managers or their designee who serve as the Commission's field liaison with the Operator and are responsible for reviewing and approving/disapproving the operations plan and conducting quality control checks on the equipment and performance during the operations. This person is responsible for coordinating the activities of all people working on the contract within a region and communicating with the Operator's project supervisor concerning any operational problems or changes in plans. He/she also provides daily reports of the operation to the program supervisor

C. Forester Contact Information:

Please feel free to call with any questions or concerns.

V. CONTRACT REQUIREMENTS:

A. Erosion and Sedimentation Plan:

1. Operator must comply with an erosion and sedimentation control plan for the area.

2. PGC gates must always be kept closed after passing through in either direction and shall be locked when the contractor is not present on the site. Repeated failure to close gates will be penalized.

3. Operator will supply all employees working on the site with a map and copy of the project provisions.

B. Operations and Non-Work Days:

0. No operations will be permitted on the opening day and all Saturdays during spring turkey season, including the youth spring gobbler hunt.

0. Operator must provide 1 lock for use on the game lands gate. The key or combination must also be provided to PGC Regional Forester.

0. The contractor, employees, and sub-contractors may not hunt to, from, or at the job site when the work location is beyond a gated road that is closed to public traffic. The contractor may travel to and from the work location on no-work days to check on the condition of equipment.

0. Operator is to use gated game land access roads for purposes only within the scope of this contract.

0. Violation of contract provisions by the operator may subject the operator or its employees or contractors to fine based on Title 58 regulations.

C. PA One-Call:

1. PA One Call must be contacted prior to the start of operations.

D. US / State / Local Roads:

1. Contractor will be responsible for all permits and bonds on both state and local roads.

E. PA Right to Know Provisions:

1. The Pennsylvania Right-to-Know Law, 65 P.S. §§ 67.101-3104, applies to this contract.

2. Unless the Contractor provides the Commonwealth, in writing, with the name and contact information of another person, the agency shall notify the Contractor using the Contractor information provided by the Contractor in SRM [or “the legal contact information provided in this contract’] if the agency needs the Contractor’s assistance in any matter arising out of the Right to Know Law (“RTKL”). The Contractor shall notify the agency in writing of any change in the name or the contact information within a reasonable time prior to the change.

3. Upon notification from the Commonwealth that the Commonwealth requires the Contractor’s assistance in responding to a RTKL request for records in the Contractor’s possession, the Contractor shall provide the Commonwealth, within fourteen (14) calendar days after receipt of such notification, access to, and copies of, any document or information in the Contractor’s possession which arises out of the contract that the Commonwealth requests (“Requested Information”) and provided such other assistance as the Commonwealth may request in order to comply with the RTKL. If the Contractor fails to provide the Requested Information within fourteen (14) calendar days after receipt of such request, the Contractor shall indemnify and hold the Commonwealth harmless for any damages, penalties, detriment or harm that the Commonwealth may incur as a result of the Contractor’s failure, including any statutory damages assessed against the Commonwealth.

4. The Commonwealth’s determination as to whether the Requested Information is a public record is dispositive of the question as between the parties. Contractor agrees not to challenge the Commonwealth’s decision to deem the Requested Information a Public Record. If the Contractor considers the Requested Information to include a request for a Trade Secret or Confidential Proprietary Information, as those terms are defined by the RTKL, the Contractor will immediately notify the Commonwealth, and will provide a written statement signed by a representative of the Contractor explaining why the requested material is exempt from public disclosure under the RTKL within seven (7) calendar days of receiving the request. If, upon review of the Contractor’s written statement, the Commonwealth still decides to provide the Requested Information, Contractor will not challenge or in any way hold the Commonwealth liable for such a decision.

5. The Commonwealth will reimburse the Contractor for any costs associated with complying with this provision only to the extent allowed under the fee schedule established by the Office of Open Records or as otherwise provided by the RTKL if the fee schedule is inapplicable.

6. Contractor agrees to abide by any decision to release a record to the public made by the Office of Open Records, or by the Pennsylvania Courts. The Contractor agrees to waive all rights or remedies that may be available to it as a result of the Commonwealth’s disclosure of Requested Information pursuant to the RTKL. Contractor’s duties relating to the RTKL are continuing duties that survive the expiration of this contract and shall continue as long as the Contractor has Requested Information in it possession.

VI. INSURANCE REQUIREMENTS:

A. The contractor will provide Workmen’s Compensation insurance sufficient to cover all the employees of contractor working to fulfill this contract.

B. Comprehensive General Liability Insurance, including bodily injury and property damage insurance, to protect the Commonwealth and the contractor from claims arising out of the performance of the contract. The amount of bodily injury insurance shall not be less than $300,000.00 for injury to or death of persons per occurrence. The amount of Property Damage Insurance shall not be less than $300,000.00 per occurrence.

C. Such policies shall name the Commonwealth as an additional insured. Prior to the commencement of work under this contract, the contractor must provide the Commonwealth with current Certificates of Insurance. These Certificates shall contain a provision that coverages afforded under the policy shall not be canceled or changed until at least thirty (30) days prior written notice has been given to the Commonwealth.

D. The Commonwealth shall be under no obligation to obtain such certificates from the Operator(s). Failure by the Commonwealth to obtain the certificates shall not be deemed a waiver of the Operator’s obligation to obtain and furnish certificates. The Commonwealth shall have the right to inspect the original insurance policies.

VIII. HOLD HARMLESS:

The contractor shall be responsible for and agrees to indemnify and hold harmless the Commonwealth from and against damages to property or injuries (including death) to any persons and other losses, damages, expenses, claims, demands, suits, and actions by any party against the Commonwealth in connection with the work performed by the contractor.

IX. BIDDING

A. Receiving and Opening Bids:

1. The bid shall be awarded on a Dollars Per Foot basis. Bids must be submitted via the PA Supplier Portal, to be found at www.pasupplierportal.state.pa.us Faxed bids and mailed bids will NOT be accepted.

2. Bids will be publicly opened on May 3, 2021 at 2:00 PM., at the Pennsylvania Game Commission, 2001 Elmerton Ave., Harrisburg, PA 17110-9797.

3. The total bid price per foot of roadway treated as specified in this contract shall include all labor, equipment, tools, insurance, materials disposal and all items necessary for the completion of the project. Prices bid shall be in dollar and cents only.

B. Bid Results:

1. Bidders can obtain results at www.emarketplace.state.pa.us/bidtabs.aspx

2. The posted results will contain the information of the apparent bidders, and all bids are under review until final award of the purchase order.

3. Quantities herein are only estimates and may increase or decrease dependent upon the needs of the Commission. Operator shall be paid at the unit price bid for actual services performed.

4. The Commission reserves the right to reject any or all bids and award contracts as it determines to be in the best interest of the Commission.

X. PERFORMANCE SECURITY:

A. As further guarantee of faithful performance of the conditions set forth in this contract, the Contractor hereby agrees to furnish the Commission with Certified Check, Savings Account, Irrevocable Letter of Credit, or other security acceptable to the Pennsylvania Game Commission, in the sum of $5,000.00.

B. ANY SECURITY POSTED MUST HAVE AN EXPIRATION DATE A MINIMUM OF ONE YEAR BEYOND THE EXPIRATION DATE OF THE CONTRACT.

C. Performance Security is due no later than 30 days after written notice of the bid award. Time is of the essence with regard to the provision of Performance Security. At the option of the PGC, failure to provide an acceptable Surety within 30 days will result in cancellation of the contract and the PGC may declare the bidder ineligible on future projects.

D. It is further agreed that any performance bond guarantees the complete and faithful performance of this contract and full compliance with the conditions set forth herein, particularly as to construction repairs, restorations or other conditions to be performed and the Principal and Surety shall in no way be released or either of them, their executors, administrators, successors or assigns from their liability hereunder, notice to the Surety or Sureties of any such repair involving construction restoration and conditions to be performed, and extension or forbearance hereof being hereby waived.

E. Failure to comply with any of the conditions of the contract herein mentioned shall result in cancellation of the agreement and forfeiture of the performance bond to cover damages sustained by the Commission. The Commission may declare the Contractor ineligible to bid on future contracts.

XI. OPERATOR REFERENCES:

After the bid opening and prior to awarding of the contract, the Commission has the right to request 3 references (names, addresses, and telephone numbers) of similar work performed by the Operator within the previous two (2) years as proof of qualifications to perform the work involved in this contract.

XII. CONTRACT TERM:

The Contract shall commence upon execution and receipt of the purchase order and continue until June 30, 2021.

XIII. PAYMENT TERMS:

Payment shall be on a reimbursement basis for actual completion of all contract requirements. Contract will be considered complete when all grading, drainage, stoning, and seeding and conservation measures have been done to the satisfaction of the Forestry Division employee according to the specifications in this contract. Invoice must state the total feet of roadway properly treated and / or constructed as listed in this contract.

XIV. INVOICES:

A. Original invoices must be sent to:

Commonwealth of PA – PO Invoices P.O.Box 69180 Harrisburg, PA 17106

B. A copy of all invoices must be sent to:

Gary J. Glick Pennsylvania Game Commission PO Box 5038 Jersey Shore, PA 17740

C. All invoices must have the Purchase Order Number, as well as the Operator’s SAP Vendor Number on the invoice. The name and address listed on the purchase order must also be on each invoice. Failure to provide this information may result in a delay of payment.

Please Note: Vendors are reminded to NOT include employer identification numbers, Social Security Numbers, bank account information, or other personally identifiable information on their invoices. That information is uniquely tied to your SAP Vendor Number and, for security purposes, should not be explicitly stated on an invoice.

XV. PURCHASE ORDER(S) TERMINATION

The Commonwealth may terminate the Purchase Order(s) for its convenience if the Commonwealth determines termination to be in its best interest. Operator shall be paid for work completed.

Attachments:

Attachment A: Project Maps