SPECS ARQM DEP25-22-AML Northern Jetting and Vacuum Truck Services Region 2.pdf

REQUEST FOR QUOTATION

Jetter and Vacuum Truck Services in Northern WV – Region 2

SPECIFICATIONS

1. PURPOSE & SCOPE: The West Virginia Department of Environmental Protection is soliciting bids on behalf of WVDEP Office of Abandoned Mine Lands and Reclamation

(AML) to establish an open-end contract for jetter and vacuum truck services to provide all equipment, labor, materials, and other necessary services of previously reclaimed Northern

Region – Fairmont AML projects.

2. ABBREVIATIONS & DEFINITIONS: The terms listed below shall have the meanings assigned to them. Additional definitions can be found in Section 2 of the Agency Terms & Conditions for Construction & Reclamation Contracts.

2.1 “Agency” or “WVDEP” are used herein to refer to the West Virginia Department of Environmental Protection, Office of Abandoned Mine Lands & Reclamation.

2.2 “AMLNET” is used to refer to the Department’s web-based database utilized, in part, for writing and storing maintenance documents including, but not limited to, Work Directives, Daily Inspection Reports, Field Verification Forms, Invoices, and Supporting Documentation. AMLNET is also utilized to store project Photos, Right of Entry documents, As-Built drawings, and Purchase Order tracking reports.

2.3 “Contract” is used to refer to the agreement or purchase order requested by the owner and accepted by the Contractor together with all the provisions of this request for proposal and all parts of said agreement of purchase order.

2.4 “Holidays” means the holidays observed by the State of West Virginia, which include the following:

*New Year’s Day *Martin Luther King Day *President’s Day *Memorial Day *Juneteenth *West Virginia Day *Independence Day *Labor Day *Columbus Day *Veterans Day *Thanksgiving *Day after Thanksgiving *Christmas Day

2.5 “Northern Counties or Northern Region (2)” means Grant, Hampshire, Hardy, Mineral, Monongalia, Pendleton, Preston, Randolph, and Tucker counties in West Virginia.

2.6 “Services” is used to mean and include all labor, supervision, materials, machinery, equipment, tools, supplies, and facilities called for in the work directives issued within the contract.

2.7 “Work Directive” is a written order, signed by the WVDEP-AML Representative, providing authorization to the Contractor to proceed with the performance of the contract without further instructions or negotiations. This order shall not create new items or make revisions to item prices.

2.8 “WVDEP-AML Representative”, is used to mean the Contract Administrator, Engineer, Regional Engineer, Construction Engineer, Maintenance Supervisor, or Inspector of the Office of Abandoned Mine Lands and Reclamation or Division of Land Restoration, Department of Environmental Protection and shall be the State’s authorized representative.

2.9 “WVDOT” and “WVDOH” means the West Virginia Department of Transportation; is the state agency responsible for transportation in West Virginia.

2.10 “WVOASIS” is an enterprise resource planning (ERP) system used by the State to process all financial transactions, including procurement.

3. MANDATORY REQUIREMENTS: Contractor, or Contractor’s staff, if staff requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1 Contractor must have the ability to supply all specified equipment, labor, facilities, personnel, supplies and materials for the scope of work on multiple individual projects either concurrently or consecutively if requested by WVDEP-AML.

3.2 All equipment identifiable by trade name is interchangeable with an equivalent approved by WVDEP-AML.

3.3 The quantities are applied for bidding purposes only, actual quantities shall be based on work performed and may be changed depending on the necessity for maintenance work.

3.4 All materials must have approval from a WVDEP-AML Representative.

3.5 Material Bid Items shall be priced as delivered to the site, with installation paid under labor and equipment hours, unless specifically noted to the contrary.

3.6 All equipment and attachments used must be in good operable condition and readily available. All equipment and attachments must be maintained and operated with all federal and state safety laws and regulations. An operator shall be considered incidental to all equipment and attachments. The basis of payment for all equipment and attachments shall be actual hours used on project, unless otherwise specified, and verified by on-site Inspector. Equipment hourly rates for each item shall include the costs of the operator for that piece of equipment and all of the incidental costs for the operation of each piece of equipment (fuel, maintenance items, etc.) are to be included in the hourly rate bid.

4. MANDATORY CONTRACT SERVICES AND DELIVERABLES

4.1. Contract Items must meet or exceed the mandatory requirements as shown below. Basis of Payment and Method of Measurement is included in this section.

4.1.1. Mobilization & Demobilization - This item is intended for Mobilization and Demobilization for each work directive. The mobilization and demobilization shall be all inclusive for all required equipment, tools and supplies for each work directive. The mobilization shall be paid per mile from the contractor’s shop to the work directive site and demobilization shall be paid from the work directive site to the contractor’s shop. Mileage shall be calculated utilizing “Google Maps” or a similar source. Bid price shall include all labor, equipment, supplies, and fuel costs necessary to mobilize and demobilize the equipment.

4.1.2 Compact Excavator – Compact Hydraulic Excavator shall have an operating weight between 3,500 lbs. and 12,000 lbs. Excavator shall be equipped with rubber tracks, push blade, and standard digging bucket with hydraulic thumb.

4.1.3 Excavator Attachments – Specialty attachments to be operated in conjunction with the excavator specified by the work directive shall include a rotary cutter and shall be appropriately sized for the equipment.

4.1.4 4X4 Utility Task Vehicle (UTV) – UTV shall be a minimum of 700cc. UTV shall be equipped with a standard two-inch (2”) receiver hitch, mounted all-purpose spreader (liquid/dry; minimum fifteen (15) gallons to be utilized in the spreading of lime, fertilizer, seed, or combination of liquid/dry materials), and dump bed.

4.1.5 Sewer Cleaning Jetter Truck – Sewer cleaning jetter truck (“flush truck”) with qualified operator to be paid on an hourly basis.

4.1.5.1 Flush truck shall be capable of delivering 55 GPM at 2,000 PSI with a burst pressure of 5,000 PSI, 1-in. I.D. hose (min. of 750 ft.), and shall have a minimum tank capacity of 1,000 gallons.

4.1.5.2 Flush truck shall have a minimum of three (3) different heads on truck ready for different flushing needs. 1: Standard cleaning head with forward and rear 30° jet nozzles. 2: Rotating cleaning head with forward and rear rotating jet nozzles. 3: Vibration cleaning head safe for PVC.

4.1.5.3 Flush truck shall be equipped with a 50’ hose with handgun capable of 25 GPM at 600 PSI for spot cleaning. The handgun shall have a minimum 12-

in. extension and interchangeable nozzle tips (e.g., 0°, 15°, 25° and 40°).

4.1.5.4 Flush truck shall be equipped with safety strobes visible on all sides while flushing in traffic areas, clearance lights and reflectors shall be required in accordance with D.O.T. requirements.

4.1.5.5 Flush truck shall be equipped with a 2-in. water/trash pump (minimum 200cc; minimum 10,000 GPH) and associated hoses to fill the truck’s water tank. The hourly rate for the flush truck begins only once it is full of water and is on-site ready to start work. After work has started, any additional mileage or travel time and use of the water pump to refill the water tank shall be considered incidental to the flush truck’s hourly rate.

4.1.6 Vacuum Truck – Vacuum truck with qualified operator to be paid on an hourly basis.

4.1.6.1 Debris storage tank capacity shall have a minimum useable liquid capacity of three (3) cubic yards.

4.1.6.2 Vacuum pump must be capable of removing iron debris from various depth manholes, sumps, drop inlets and catch basins (up to 20 feet of vertical lift).

4.1.6.3 Vacuum Truck shall be equipped with safety strobes visible on all sides while vacuuming in high traffic areas, clearance lights and reflectors shall be required in accordance with D.O.T. requirements.

4.1.6.4 Vacuum shall operate separately from the flushing system for the simultaneous removal of debris from manholes.

4.1.6.5 Automatic vacuum breaker system shall be provided to prevent the debris tank from overflowing.

4.1.7 One (1) Ton 4x4 Truck – Truck shall be equipped with a service crane which shall have a minimum 2,000 lbs. capacity to lift and/or remove oversized grates and various other types of heavy lids and objects, truck mounted generator/air compressor with air hose (minimum 9-HP), and truck mounted vise.

4.1.8 Pelletized Limestone – Pelletized limestone is to be paid per pound.

4.1.8.1 Pelletized lime shall be applied at a minimum rate of (600 lbs./acre) six-hundred pounds per acre or as prescribed by WVDEP- AML Representative.

4.1.8.2 The lime to be utilized will be a pre-packaged bag.

4.1.9 Fertilizer – Fertilizer is to be paid per pound.

4.1.9.1 Fertilizer shall be applied at a minimum rate of (1,000 lbs. /acre) one thousand pounds per acre or as prescribed by WVDEP-AML Representative.

4.1.9.2 The commercial fertilizer to be used shall consist of 10-20-20 grade of uniform composition and furnished in standard containers.

These containers, in accordance with applicable state and federal laws, must be clearly marked with the weight, name of plant nutrients, and guaranteed nutrient percentages.

4.1.10 Permanent Seed Mixture – Permanent seed mixture to be paid per acre.

4.1.10.1 The variety of grass and legume seed furnished for the project shall bear a tag, in accordance with applicable state and federal laws, with the following information listed: lot number, seed producer’s name, percent purity, percent germination, date of germination testing, and weed seed content (should be <0.25% by weight).

4.1.10.2 All leguminous seed shall be inoculated with the specified strain of rhizobia, which shall be a pure culture of bacteria selected for maximum vitality. No rhizobia shall be used which has passed the expiration date on each package. The inoculant shall be applied at five times the recommended rate.

Variety of Seed

Spring

(3/15 - 5/15)

Fall

(8/15 - 10/15)

Lbs/Acre

Orchardgrass (Dactylis glomerata) 30 30

Birdsfoot Trefoil 1 (Lotus corniculatus) 15 15

Red Clover (Trifolium pratense) 10 10

Annual Ryegrass 2 (Lolium multiflorum) 25 25

Spring Oats 35 0

Winter Wheat 0 90

1 Herbaceous legumes must be treated with the appropriate bacterium before seeding. On areas which are steeply sloping (steeper than 1.7:1) or slide prone, substitute Crownvetch (Coronilla varia) at 20 lbs/acre for Birdsfoot Trefoil.

2 Use Annual Ryegrass only in mixtures seeded after August 1 and before May 1.

* Use only certified “blue tag” seed. Seed-rate suggested for pure live seed (PLS) in lbs/acre.

For shaded areas add the following quantity of seed to the standard mix:

Add 3 lbs/acre of White Clover Add 10 lbs/acre of Perennial Rye Add 10 lbs/acre of Bluegrass Add 50 lbs/acre of Cover Grain (Wheat or Rye)

4.1.11 Lawn Seed Mixture – Lawn seed mixture to be paid per square foot.

4.1.11.1 The variety of grass and legume seed furnished for the project shall bear a tag, in accordance with applicable state and federal laws, with the following information listed: lot number, seed producer’s name, percent purity, percent germination, date of germination testing, and weed seed content (should be <0.25% by weight).

4.1.11.2 All leguminous seed shall be inoculated with the specified strain of rhizobia, which shall be a pure culture of bacteria selected for maximum vitality. No rhizobia shall be used which has passed the expiration date on each package. The inoculant shall be applied at five times the recommended rate.

Variety of Seed

Rate

(Lbs/1,000SF

Minimum Specifications

% Purity % Total

Germination

Red Fescue (Festuca rubra) 0.45 98 85

Kentucky Bluegrass (Poa pratensis) 0.9 85 75

Merion Bluegrass 0.7 90 75

Annual Ryegrass* (Lolium multiflorum) 0.2 95 85

* Use Annual Ryegrass only in mixtures seeded after August 1 and prior to May

For shaded areas add the following quantity of seed to the standard mix:

Add 4 lbs/1,000SF of Red Fescue.

4.1.12 Straw Mulch – Straw mulch is to be paid per fifty pound (50 lb) bale.

4.1.12.1 Mulch shall be applied at a rate of two (2) tons/acre or as prescribed by the WVDEP-AML Representative.

4.1.12.2 Fifty-pound (50 lb.) straw mulch bales shall include baled wheat or oats straw. Straw mulch shall be dry and reasonably free of weed, seeds, sticks, or other foreign material. Straw is required in all yard areas.

4.1.13 Animal Guard – Animal guards to be paid per each. Animal guards shall be comprised of stainless steel 3/8-in rods and nuts and installed in pipe outlets to prevent animals from entering the pipe. Three evenly spaced stainless steel rods shall be installed (diameter/4).

4.1.14 2-in Water Pump – Water/trash pump shall be a minimum 200cc and operate at a minimum of 10,000 gallons per hour (GPH), and shall include suction and discharge hose. Shall be paid on an hourly basis for actual hours used on the work directive and shall include all of the incidental costs for operation (fuel, maintenance items, etc.).

4.1.15 Weed Eater – Weed eater shall include heavy-duty string and metal blade cutting heads. Shall be paid on an hourly basis for actual hours used on the work directive and shall include all of the incidental costs for operation (fuel, maintenance items, etc.).

4.1.16 Chain Saw – Saw shall be Gas-powered and shall have a minimum sixteen-inch

(16”) bar. Shall be paid on an hourly basis for actual hours used on the work directive and shall include all of the incidental costs for operation (fuel, maintenance items, etc.).

4.1.17 Laborer - Laborer shall be paid on an hourly basis.

4.1.18 Initial Site Visit - Initial Site Visit to be paid on an hourly basis. On occasion, at the request of the WVDEP-AML Representative, a representative of the Vendor will be required to make an on-site visit with the WVDEP-AML Representative to assist in site assessment for planning purposes. Vendor will provide own transportation to and from his or her shop included in the hourly rate.

4.1.19 Soda Ash Briquettes – shall be paid per 50-lb bag.

4.1.20 Markup for Unspecified Parts - The Contractor shall provide a bid for parts markup (a charge that is allowed per these specifications). Parts Markup shall not exceed 20%. The Contractor must obtain advanced approval from the Agency prior to purchasing any part more than $250.00. The Contractor should provide the markup in terms of a decimal multiplier, as per the following example:

Example Markup Bid = 15%

Place a decimal point in front of the percentage digits to add to 1.

The example multiplier of 15% would be 1.15. Contractors should then multiply the multiplier (1.15) by the Estimated Cost for parts of $1,500 to calculate the Total for Parts which would equal $1,725.

Contractor should enter $1,725.00 as total parts as the bid in Oasis.

The $1,500.00 is only an estimate used for evaluating bids. No guaranteed quantity of requested parts is assumed, provided, or implied.

Multiplier Examples:

1.00: Contractor sells parts to the Agency at Contractor’s cost.

1.15: Contractor sells parts to the Agency at its cost plus a 15% markup.

1.20: Contractor sells parts to the Agency at its cost plus a 20% markup.

Original parts cost must be submitted with the invoice for verification of appropriate markup. Any equipment or parts delivery charges from the manufacturer to the vendor shall be included with the invoice.

The Agency shall pay no more than the actual delivery charges.

4.1.21 Shipping Charges for Unspecified Parts - Shipping charges for unspecified parts is a non-bid item and shall be reimbursed at the actual cost. Shipping charges shall only be reimbursed provided the contractor submits the original shipping receipt with the invoice.

4.1.22 Specialty Equipment Rental- Specialty Equipment Rental charges for unspecified equipment is a non-bid item and shall be reimbursed at the actual cost-. The Contractor must obtain advanced approval from the Agency prior to renting any equipment. If the specialty equipment can be used for multiple Work Directives during the same rental period, reimbursement for the rental fee will be divided among the Work Directive invoices. The Laborer line item will be used to pay for the operation of the specialty equipment unless otherwise already included (example: Laborer to be paid to operate an electric drain cleaner, but an operator is included with an excavator to operate a specially rented excavator attachment).

If fuel or other consumable supplies are required to operate the specialty equipment, a total of 2% of the rental cost shall be added to the reimbursement rate.

4.1.23 Specialty Equipment Rental Delivery - Delivery charges for specialty equipment rental is a non-bid item and shall be reimbursed at the actual cost.

Delivery charges shall only be reimbursed provided the contractor submits the original delivery receipt with the invoice.

5. ORDERING OF WORK

5.1. Work shall be ordered by the WVDEP-AML Representative by issuance of a Work Directive either via email from the WVDEP-AML Representative or through the Department’s AMLNET. The Work Directive shall include the name and location of the project site, a description of work to be completed, the cost estimate of the quantity of work to be done, Notice to Proceed, and the time frame in which the work shall be completed.

5.2. The Contractor shall, within three (3) business days, acknowledge receipt by signing, dating and forwarding back to the WVDEP-AML Representative. The cost estimate shall be in accordance with the unit prices provided in the response to this proposal.

5.3. No work shall be performed until a Notice to Proceed has been issued by the WVDEP.

5.4. Project costs shall not exceed the amount of the work directive. Any changes pertaining to the work directive shall require written justification and approval from the WVDEP-

AML Representative.

6. REPORTS

6.1 The Vendor shall provide written work reports on any/all projects at the request of the Agency. Work reports will provide information necessary to evaluate the overall project and may include, (but not be limited to): type of equipment on site, equipment hourly use readings, man hours utilized, names of personnel on site, details of specific work performed at the site, specific problems encountered at the site, start and end times and date(s) of service. Report form will be provided by the WVDEP-AML Representative or approved for use by the WVDEP-AML prior to use and submittal.

Work reports will be constructed to illustrate day-to-day activity on the project and provide all required criteria.

7. INVOICING & PAYMENT

7.1 At the completion of the work, an invoice will be generated from AMLNET and sent to the Contractor via email to sign. The Contractor shall return the signed invoice to AML via email within 30 days of receipt of the invoice. Invoices must be submitted for each work directive individually and must contain the Project Name, Work Directive Number, Contract Number and the dates of service (beginning and ending date work was performed). The Contractor shall provide Supporting Documentation including documentation for materials used (e.g., receipts, stone tickets, pipe, tipping fees).

8. PROJECT AND FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency's facilities. In the event that access cards and/or keys are required:

8.1. Contractor must identify principal service personnel which will be issued access cards and/or keys to perform service.

8.2. Contractor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

8.3. Contractor shall notify the Agency immediately of any lost, stolen, or missing card or key.

8.4. Anyone performing under this Contract will be subject to Agency's security protocol and procedures.

8.5. Agency shall be responsible for obtaining all rights-of-entry for each project, if required.

8.6. The Contractor must ensure that the project does not impede traffic on public roadways.

9. CONTRACTOR DEFAULT

9.1. The following shall be considered a contractor default under this Contract.

9.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

9.1.2. Failure to comply with other specifications and requirements contained herein.

9.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

9.1.4. Failure to remedy deficient performance upon request.

9.1.5. Becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency, or allows any final judgment to stand against it unsatisfied for a period of ten days.

9.1.6. Makes an assignment of the contract for the benefit of creditors.

9.1.7. For any other cause whatsoever, fails to carry out the contract terms in an acceptable manner.

9.2. The following remedies shall be available to the Agency upon default.

9.2.1. Cancellation of the Contract.

9.2.2. Cancellation of one or more release orders issued under this Contract

9.2.3. Any other remedies available in law or equity.

10. CONTRACT MANAGER

10.1. During its performance of this Contract, Contractor must designate and maintain a primary Contract Manager responsible for overseeing Contractor's responsibilities under this Contract. The Contract Manager must be available during normal business hours to address any customer service or other issues related to this Contract. Contractor should list its Contract Manager and his or her contact information below.

Contract Manager: __________________________

Telephone Number: _________________________

Fax Number: _______________________________

Email Address: _____________________________