SPECIAL PROVISIONS

1. GENERAL

The County Commissioners of Charles County are requesting sealed quotes from qualified Contractors to provide litter and debris removal services along County‑maintained roadways. A secondary purpose of this solicitation is to provide rolling flagging services in support of County Litter Control Crews performing litter and debris removal operations.

2. PROJECT BACKGROUND

All work shall be performed in accordance with County specifications and all applicable local, state, and federal laws, ordinances, regulations, and standards, including but not limited to OSHA, MOSH, and Maryland Department of Transportation / State Highway Administration requirements.

The successful bidder, shall comply with the following:

Operational Safety and Health Administration (OSHA) Law and Regulations (http://www.osha.gov/law-regs.html) Maryland Occupational Safety and Health (MOSH) Specific Requirements (http://www.dllr.state.md.us/labor/mosh/moshspecific.shtml) State Highway Administration (SHA) Department of Transportation (https://www.roads.maryland.gov/pages/home.aspx)

3. OPEN MARKET PROCUREMENT

Charles County Government reserves the right to obtain service from Contractors or suppliers other than the Contractor if the estimated cost of the service or parts, materials, and equipment appears unreasonable or on any emergency basis. Using other Contractors shall not void the conditions of this Contract, nor shall it hold the Contractor liable for any additional costs assumed by Charles County Government by procuring on the open market.

4. QUALITY OF WORK

All work shall meet acceptable industry standards for cost, timeliness, and workmanship as determined by the County. Failure to meet these standards may constitute grounds for contract termination.

The Contractor shall maintain all designated areas in a continual broom‑clean condition. Organic areas shall remain free of litter and unwanted debris. Effective communication and accurate reporting are required throughout the Contract term.

5. SCOPE OF WORK

The Contractor shall not begin work without written authorization from the County in the form of an official Notice to Proceed (NTP).

All costs associated with services described herein shall be included in quoted unit prices and shall be considered incidental unless otherwise specified.

5.1. Quote Item A-1- Litter & Debris Removal Roadside

The Contractor shall provide weekly litter and debris collection, removal, transportation, and lawful disposal of collected material from County maintained right-of-ways. Services include furnishing all labor, equipment, tools, and incidentals necessary to complete the work.

Payment – Quote Item A-1 of the Quotation From establishes the unit price for which payment will be made based upon the number of miles authorized by the County and placed by the Contractor in accordance with Contract documents.

5.2. Quote Item A-2 – Bulk Item Removal - Roadside

The Contractor shall collect and dispose of bulk litter items exceeding vehicle capacity on an as-needed basis. Bulk removal shall only be performed following County approval.

Payment – Bid Item A-2 of the Quotation From establishes the unit price per hour for which payment will be made by the County to the Contractor for providing bulk litter items and debris removal services County right-of-ways.

5.3. Quote Item B-1-Rolling Flagging Services

The Contractor shall provide rolling flagging services on designated roadways to support County litter collection operations. All traffic control measures shall comply with MUTCD and MDOT SHA requirements.

Rolling flagging operations will be utilized so Litter Control Crews may conduct their work in the most efficient manner. Rolling flagging consistently resets operations to stay with and advance along the road with the Litter Control Crews.

The Contractor shall provide all flagging operational and safety resources for roadways listed in Sections 9.2.2 and 11.2.1.4.

Traffic shall be maintained at all times throughout the entire length of projects under this contract, including public, private, and commercial entrances, street intersections, etc.

Payment – Quote Item B-1 of the Quotation Form establishes the unit price for which payment will be made based upon the number of miles authorized by the County and placed by the Contractor in accordance with the Contract documents.

5.4. Quote Item B-2-Flagging Services- As-needed basis

The Contractor shall provide rolling or stationary flagging services on a task order basis for roadways not identified as designated roadways.

Payment – Quote Item B-2 of the Quotation Form establishes the unit price for which payment will be made based upon the number of hours/days authorized by the County and placed by the Contractor in accordance with the Contract documents.

6. SERVICE REQUIREMENTS

6.1. Litter and Debris Removal Roadside

6.1.1. Collection areas include rights of way, medians, ramps, connectors, gutters, and designated public areas.

6.1.2. Cleaning shall extend 25 feet from the pavement edge or to the first obstruction.

6.1.3. All work shall be in accordance with applicable local, state, and federal standards, specifications, and approvals/permits that govern the work.

6.1.4. A billable mile shall be calculated by multiplying the centerline mile with the number of shoulders. To Compensate for the cleaning of roadways divided by a median, the centerline mile will be multiplied by four (4). Centerline miles represent the total length of a given road from its starting point to its end point. The number and size of the lanes on that road are ignored when calculating its centerline milage.

6.1.5. The County will require that the Contractor perform litter and debris removal services as scheduled.

6.1.6. If a highway is divided into two roadways by leaving an intervening space or by a physical barrier or clearly indicated dividing section constructed to impede vehicular traffic, the operator shall drive a vehicle only on the right-hand roadway and shall not drive a vehicle over, across or within the dividing space, barrier or section; and all cleaning services shall be conducted in the same direction of traffic flow.

6.1.7. The Contractor must respond to the County within three (3) hours of initial contact (email, voice mail, or text message) and arrive at the work site within forty-eight (48) hours of the initial contact, unless otherwise directed by the County.

6.1.8. The County will require the work to be performed during daylight hours and fair-weather conditions. Work schedule will be set by the County. In the event that the Contractor requests to deviate from set cleaning schedule, approval must be granted by the County in advance of the work. Otherwise, the Contractor will not be compensated for any expenses incurred for work performed outside of the approved schedule.

6.1.9. It shall be the responsibility of the Contractor to provide all services, equipment, labor, etc. necessary to address the County’s request.

6.1.10. The Contractor shall maintain any/all appropriate licensure, bonding, and insurance to perform all work described as well as provide all labor, equipment, tools, machinery, water, proper transportation of collected refuse and any/all materials necessary for proper execution and completion of all work.

6.2. Bulk Item Removal – Roadside

6.2.1. Any bulk item exceeding the dimensions of a Contractor vehicle must be immediately reported to the County. The report must be submitted via email with an accurate description of the item(s), location, and pictures. The County shall decide to dispatch a County crew to collect or request a quote for bulk-roadside billable hours from the Contractor to have the item(s) removed. Only after receiving County approval can the Contractor proceed with completing the work provided in the quote.

6.2.2. Five (5) or more tires dumped in a single location are considered a bulk item and are to be reported to the County as bulk-roadside.

6.3. Rolling Flagging Operations for Litter Control Collection

6.3.1. Flagging areas include the designated roads and roads on an as needed basis within Charles County.

6.3.2. All work shall be in accordance with applicable local, state, and federal standards, specifications, and approvals/permits that govern the work.

6.3.3. The County will require that the Contractor perform flagging services at an estimated minimum of once per month for an approximate total of five designated roads. The Contractor will also provide flagging services on an as needed basis for roads not classified as designated.

6.3.4. The Contractor must respond to the County within three (3) hours of initial contact (email, voice mail, or text message) when receiving a request to provide services.

6.3.5. The County will require the work to be performed during daylight hours and fair-weather conditions. Work schedule will be set by the County. In the event that the Contractor requests to deviate from set flagging schedule, approval must be granted by the County in advance of the work.

6.3.6. It shall be the responsibility of the Contractor to provide all services, equipment, labor, etc. necessary to address the County’s request.

6.3.7. The Contractor shall maintain any/all appropriate licensure, bonding, and insurance to perform all work described as well as provide all labor, equipment, tools, machinery, water, and any/all materials necessary for proper execution and completion of all work.

6.4. Disposal

6.4.1. Disposal of collected refuse and recycling will be in accordance with all local, state, and federal laws.

6.4.2. The Charles County Landfill is the designated disposal facility for the service of this contract.

6.4.3. Collected recyclable items must be separated and deposited in the correct location based on Landfill policies and procedures.

6.4.4. The Contractor must separate tires from general debris and refuse. All tires (on/off) the rim must be placed in the designated location at the Charles County Landfill.

6.4.5. Five (5) or more tires dumped in a single location are considered a bulk item and are to be reported to the County as bulk-roadside.

6.4.6. The contractor’s reporting should include details on the quantity and type of refuse collected, disposed and/or recycled.

7. DEFINITIONS

Connectors: highway or freeway roads that connect to another highway or freeway.

Right-of-Way: the legal right, established by usage or grant, to pass along a specific route through grounds or property belonging to another.

Rolling Flagging: a moving traffic control operation advancing with work activity.

8. REPORTING

8.1. Litter and Debris Removal Roadside

8.1.1. The Contractor shall submit a morning report identifying the scheduled roadways to be serviced that day.

8.1.2. The Contractor supervisor shall notify in writing or e-mail the County twenty- four (24) hours in advance of the daily work schedule route changes.

8.1.3. As litter is removed, the Contractor’s Site Supervisor shall inspect the area serviced to ensure all litter has been removed as defined per Section 6.1.

8.1.4. At the end of every workday, the Contractor’s Site Supervisor shall report all work completed. County has the option to conduct a final inspection within one (1) business day.

8.1.5. The Contractor’s Site Supervisor shall be accessible by cellular phone during work operations.

8.1.6. The Contractor must regularly use photos to document and communicate locations or situations.

8.2. Rolling Flagging

8.2.1. The Contractor shall furnish all labor and equipment for flagging services.

8.2.2. The contractor shall submit a final disposition quarterly on number of miles and roads completed.

8.2.3. Quarterly reports shall also summarize the number of personnel and hours completed per flagging utilization.

9. SCHEDULING

9.1. Litter and Debris Removal Roadside

9.1.1. The Contractor will complete litter and debris removal on specified roads and transport collected refuse to the designated disposal facility.

9.1.2. The County will require that the Contractor perform litter and debris removal services at an estimated minimum of two hundred and seventy-five (275) miles per month for an approximate total of three thousand three hundred (3,300) billable miles per year. These totals may be impacted by weather conditions which prohibit the Contractor from performing or completing services.

9.1.3. The County will require the work to be performed during daylight hours and fair-weather conditions. Work schedule will be set by the County. In the event that the Contractor requests to deviate from set cleaning schedule, approval must be granted by the County in advance of the work. Otherwise, the Contractor will not be compensated for any expenses incurred for work performed outside of the approved schedule.

9.1.4. Weather Conditions

9.1.4.1. The County reserves the right to be the sole judge if the weather is too inclement for litter removal.

9.1.4.2. When adverse weather interrupts the schedule, the Contractor shall adjust the work schedule so as to return to the delayed scheduled cleaning on the next workday.

9.1.4.3. The County reserves the right to direct schedule changes, made necessary due to inclement weather.

9.1.4.4. In the event of rain, the Contractor shall obtain approval from the County representative for the day’s litter removal.

9.1.4.5. Walking of roadways will be suspended when windshield wipers are required.

9.2. Rolling Flagging

9.2.1. The Contractor will complete flagging operations as follows:

· Turkey Hill Road — 12 times annually (4.16 miles)

· Billingsley Road (Middletown Rd to Livingston Rd) — 12 times annually (11.88 miles)

· Mitchell Road — 4 times annually (5.92 miles)

· Bumpy Oak Road — 4 times annually (9.18 miles)

· Middletown Road (south of roundabout to Marshall Corner Rd) — 4 times annually (2.16 miles)

9.2.2. Flagging operations will be scheduled thirty (30) days in advance. The schedule will be reevaluated as the date approaches to accommodate for weather and staffing.

9.2.3. Missed flagging operations due to inclement weather, will be rescheduled within 5 days.

10. OPERATIONS PLAN

10.1. Litter and Debris Removal Roadside

10.1.1. Contractors shall submit an Operations Plan with the quotation package. including: At a minimum, the Operations Plan shall include:

· Description of all equipment to be utilized for this contract including vehicle manufacturer and capacity specific for litter and debris removal.

· Detailed plan for litter and debris removal roadside.

· Detailed contact information of key personnel.

· Any significant changes or updates to the Operations Plan must be submitted to the County for approval at least thirty (30) days prior to the changes being implemented.

10.2. Rolling Flagging Operations for Litter Control Collection

10.2.1. Contractors shall submit an Operations Plan with the quotation package. including: At a minimum, the Operations Plan shall include:

· Description of all equipment to be utilized for this contract including vehicle manufacturer and capacity specific for litter and debris removal.

· Detailed plan for rolling flagging operations.

· Detailed contact information of key personnel.

· Any significant changes or updates to the Operations Plan must be submitted to the County for approval at least thirty (30) days prior to the changes being implemented.

11. CONTRACTOR’S PERFORMANCE

11.1. Litter and Debris Removal

11.1.1. Services shall include but not be limited to the following:

11.1.1.1. Contractor shall remove all debris and litter during each scheduled cleanup. The Contractor is responsible to clean 25 feet from the pavement’s edge. On roadways where a tree line, fence, or structure is within 25 feet of the pavement’s edge, the Contractor is responsible to remove litter to the obstruction. All assigned sections of roadways must be cleaned in full on the same day the work begins. When inclement weather suspends work, the Contractor must return on the first available day and resume cleaning the assigned roadway section. The Contractor shall make as many passes as necessary to accomplish the requirements as defined in Section 6.1.

11.1.1.2. The Contractor must separate tires from general debris and refuse. All tires (on/off) the rim must be placed in the designated location at the Charles County Landfill. Five (5) or more tires dumped in a single location are considered a bulk item and are to be reported to the County as bulk-roadside.

11.1.1.3. The County may perform a final inspection within one (1) business day of notification of job completion

11.1.1.4. Inspection reports of unsatisfactory performance will include description of the deficiency, location, to be deducted from the day's performance or reschedule for service.

11.2. Rolling Flagging Operations for Litter Control Collection

11.2.1. Services shall include but not be limited to the following:

11.2.1.1. Contractor shall provide all labor, tools, equipment, resources and incidentals to provide scheduled flagging services on designated roads.

11.2.1.2. All work shall be in accordance with applicable local, state, and federal standards, specifications, and approvals/permits that govern the work.

11.2.1.3. A billable mile shall be calculated by multiplying the centerline mile with the number of shoulders. To Compensate for roadways divided by a median, the centerline mile will be multiplied by four (4). Centerline miles represent the total length of a given road from its starting point to its end point. The number and size of the lanes on that road are ignored when calculating its centerline mileage.

11.2.1.4. The County will require that the Contractor perform flagging services as described in the below table. Total billable miles will be approximately two hundred and sixty-two (262) billable miles per year.

11.2.1.5. The County will require the work to be performed during daylight hours and fair-weather conditions. Work schedule will be set by the County. In the event that the Contractor requests to deviate from set schedule, approval must be granted by the County in advance of the work. Otherwise, the Contractor will not be compensated for any expenses incurred for work performed outside of the approved schedule.

11.2.1.6. It shall be the responsibility of the Contractor to provide all services, equipment, labor, etc. necessary to address the County’s request.

11.2.1.7. The Contractor shall maintain any/all appropriate licensure, bonding, and insurance to perform all work described as well as provide all labor, equipment, tools, machinery, and water.

11.3. Handling Deficiencies

11.3.1. Deficiencies must be corrected within 24 hours of receipt of a deficiency notice.

11.3.2. Failure of the Contractor to do so will result in a deduction of not less than one (1) line mile. Failure to correct the deficiency with forty-eight (48) hours of the notice shall be considered failure to perform.

11.3.3. Each area unsatisfactorily cleaned will be considered a separate deficiency unless located with the same continuous mile section on the same street.

11.4. DAMAGES AND PENALTIES FOR NON-PERFORMANCE

11.4.1. Upon the County providing documentation of a missed contract specification to the service provider, there shall be a 24 hour “grace period” in which the contractor may correct the missed provision to the satisfaction of the County.

11.4.2. Documentation may consist of photographs.

11.4.3. The County reserves the right to assess a $200 penalty per each and every instance where work has not been completed to contract specification and the satisfaction of the County.

11.4.4. Penalty fees shall be deducted from monthly invoices.

12. EQUIPMENT

12.1. Global Positioning System for Litter & Debris Removal

12.1.1. The County will utilize data collected from the installed global positioning system (GPS) devices to monitor the Contractor’s performance of the Contract. The County will monitor the collection vehicle’s speed, location, hours of operation, utilization of proper disposal facilities, and other terms and agreements of this Contract.

12.1.2. All vehicles utilized in the service of this contract must have a GPS device installed.

12.1.3. The GPS device will be issued and paid for by the County.

12.1.4. Repairs and replacements to GPS equipment must be made within 24 hours of notice by the County.

12.2. All equipment must be equipped in accordance with State laws and shall be equipped with amber lens flasher visible for one (1) mile in a 360-degree pattern and six-inch diameter hazard lights visible from the rear that operate independently of the brake lights. Safety lights at a minimum must include four (4), six (6) inch strobe lights, two (2) visible at the front and at the rear of the vehicle, and one (1) two (2) foot strobe light atop of the vehicle cab. These flashing lights will be activated while crew is working. A taper of three cones will be placed approximately fifty (50) feet behind the vehicle to close of the shoulder. Vehicle is to be pulled completely off the road and passengers will get out on the side opposite traffic.

12.3. All work shall be in accordance with the latest issue of the “MANUAL ON UNIFORM TRAFFIC CONTROL DEVICES” and “MARYLAND DEPARTMENT OF TRANSPORTATION TRAFFIC CONTROL TYPICALS”. In most instances Standard No. MD-104.02-10 shall be required.

12.4. Traffic shall be maintained at all times throughout the entire length of flagging projects under this Contract, including public, private, and commercial entrances, street intersections, etc.

12.5. Traffic cones used on this job shall be a minimum of thirty-six inches (36”) in height with the predominate color being orange in accordance with Section 6C-3 of the “MANUAL ON UNIFORM TRAFFIC CONTROL DEVICE”. No improvisations shall be accepted. Barrels used for lane delineation or barricades during flagging operations shall meet MDOT SHA specifications.

12.6. The Contractor shall provide and maintain all necessary erected barricades, lit, if necessary, traffic cones, and warning and direction signs in the number required and locations designed by the Project Manager. The signs shall conform in every respect to the requirements of the Manual on Uniform Traffic Control Devices for Streets and Highways.”

12.7. All personnel must wear high visibility apparel, with at least a class 2 ANSI/ISEA 107/2004 rating. This apparel must be the outermost garment worn.

12.8. Certified flaggers must be present to provide traffic flow safety during flagging operations projects.

13. PERSONNEL

13.1. All Contractor employees shall comply with all applicable Safety Standards as outlined in 29 CFR 1910 and 1926 which includes the wearing of OSHA approved equipment. Including but not limited to eye protection, high-visibility ANSI approved safety vests, steel-toed footwear and full-length pants at all times while working within the right-of-way.

13.2. The Contractor’s Site Supervisor(s) shall be certified in First Aid and Cardio-Pulmonary Resuscitation, OSHA Regulations, (Standards 29 CFR), First Aid and Medical Attention, Code of Federal Regulations, 29CFR1926.23 and 1926.50 (c).

13.3. Each work crew must include an on-site supervisor, and all the necessary equipment and materials to perform scheduled work and this must include an on-site mobile device with digital camera capable of data transfer (email with ability to attach photos).

13.4. A minimum of four (4) employees (including supervisor) are required for each area. Work crew staffing may be increased based on seasonal demand and/or effectiveness and efficiency of operations to complete all work during a typical workday.

13.5. All work crew members must be at least eighteen (18) years of age and are required to always wear a high-visibility safety vest with company logo in the performance of work. The work crews must conduct their operations in such a way that their safety and the safety and convenience of the public are a priority.

13.6. All flaggers shall be required to pass an approved MDOT SHA flagger course and shall always have their approved flagger card on their person while flagging. MDOT SHA provides a “Train the Trainer” program for responsible parties.

13.7. Flaggers shall be governed by and familiar with the latest editions of the MUTCD Part VI. Section 6E and Maryland’s Standards and Specification for Construction and Materials, Section 104.15.

13.8. The Contractor shall submit a list of employed certified flaggers (minimum of three [3]) and a copy of current certifications with their bid submission.

13.9. Contractor's employees shall be required to wear a clean uniform bearing Contractor's name. Employees who normally and regularly come into direct contact with the public shall bear some means of individual identification, such as a nametag or identification card.

13.10. Employees driving the Contractor's vehicles shall at all times possess and carry a valid Driver’s License.

13.11. Contractor's employees, officers and subcontractors shall not identify themselves as being employees of Charles County Government.

13.12. Contractor employees shall conduct themselves in such a manner as to avoid embarrassment to Charles County and shall be courteous to the public. If required, the County retains the right to require a particular operator be removed from working on this contract.

14. SUBCONTRACTOR PERFORMANCE

14.1. The County reserves the right to accept or reject the use of any Subcontractor. The Contractor shall not employ any Subcontractor to whom the County may have a reasonable objection. Contracts between the Contractor and the Subcontractor shall:

14.1.1. Require each Subcontractor, to the extent of the Work to be performed by the Subcontractor, to be bound to the Contractor by the terms of the Contract Documents, and to assume toward the Contractor all the obligations and responsibilities which the Contractor, by these Documents, assumes toward the County, and

14.1.2. Allow to the Subcontractor the benefit of all rights, remedies and redress afforded to the Contractor by these Contract Documents.

14.1.3. Acceptable Subcontractors shall have successfully completed at least three (3) well service projects of similar magnitude and complexity. Contractor shall provide, upon request, a copy of all contracts executed between the Contractor and his Subcontractors/Suppliers.

15. PROJECT COORDINATION

The Contractor shall coordinate with all applicable County staff and utility companies having jurisdiction, stake, or vested interest that could or may be affected by this project. The Contractor must notify the affected parties prior to starting and at the completion of their work affecting the party's vested interest. The Contractor shall maintain reasonable access to allow these parties to perform their duties as it relates to their respective jurisdiction, facilities, and property.

16. INVOICES

16.1. The Contractor shall submit invoices on a load basis on the County's standard invoice form for payment of work performed using the Time and Material method. Payment of invoices by the County shall be in accordance with the Section 7.0 - General Provisions. Invoices shall include a summary including the dates of work being invoiced, the contracted unit cost per item, and the total amount requested under the invoice. In addition, each invoice shall include all supporting documentation for invoiced items.

16.2. In the event the completion of any work under this Contract is interrupted, halted, or discontinued by the order of the County or other government agency having authority over which the County has no control, it is the intention of these specifications that the County's liability shall be limited only to the actual value of the work already performed and materials already purchased, with no allowance permitted for loss of profit that would have ultimately accrued to the Contractor had the work or Contract been completed.

17. RESPONSIBILITIES OF CHARLES COUNTY ENVIRONMENTAL RESOURCES DIVISION

Charles County Government, Department of Public Works, Environmental Resources Division shall:

17.1.1. Clearly communicate issues or concerns with services.

17.1.2. Schedule flagging services 30 days in advance. Clearly communicate need for rescheduling due to staffing or weather.

17.1.3. Provide Litter Control Crews to walk and remove all litter/debris from the County right-of-way during contracting flagging operations.