Statement of Work 01132020.pdf

ORG: 0300

Pennsylvania Department of Transportation Engineering District 3-0

Statement of Work Herbicide Spraying Program Services

GENERAL PROVISIONS

General Information Unit of Measure Renewals Estimated Quantities Contractor Qualification Requirements Project Manager Personnel Requirements Pesticide Spray Program Information Complements Equipment Inspection Pre-Season Work Meeting Spray Equipment General Important Application Notes Liability Safety Spill and Incident Response Plan PennDOT’ s National Pollutant Discharge Elimination System Permit (NPDES Permit NO: PA0270792) Requirements PennDOT’ S Strategic Environmental Management Program (SEMP) Requirements Non-Compliance Work Status / Job Site Reporting Material Special Billing Requirements Accessing PennDOT iPad Applications for Business Partners

CONTRACT ITEM SPECIFICATIONS PAY ITEMS

1. Large Spray Truck Complement

2. Small Spray Truck Complement

3. Boom Spray Truck Complement

4. Backpack Spray Complement

5. Additional Shadow Truck with Impact Attenuator and Operator (TMA with

Operator)

ATTACHMENTS

Attachment 1- Contractor Information Form Attachment 2- Certified Pesticide Applicator Licensing Form Attachment 3- List of Vehicles and Equipment

GENERAL INFORMATION

The Pennsylvania Department of Transportation, hereinafter referred to as PennDOT, requires roadside pesticide spraying services within the guidelines described in Chapter 13.4 of PennDOT’s Maintenance Manual (Publication 23,) and this Statement of Work. PennDOT Publication 23 is available on PennDOT’s website at http://www.dot.state.pa.us/ at the “Forms, Publications & Maps” page.

Work is to be performed within District 3-0 which includes Bradford, Columbia, Lycoming, Montour, Northumberland, Snyder, Sullivan, Tioga, and Union Counties.

Department Force Spray Crews make applications in Columbia, Lycoming, Montour and Sullivan counties. The focus of this contract will be in Bradford, Northumberland, Snyder, Tioga, Union Counties and selected roads in Lycoming County. Should Columbia, Montour, or Sullivan counties have a need for contracted applications, these contract complements may be used.

The services provided shall be consistent with standard operating procedures and applicable Federal, State, and Local laws, rules and regulations for the protection of public health and the environment. This includes following OSHA safety requirements and other agencies involved in the application and regulation of pesticides. Pesticides applied shall be herbicides.

This work shall consist of furnishing all the specified materials, equipment, personnel, liability insurance, safety equipment, a current Pennsylvania Hypersensitivity Registry to all crew complements, and industry accepted practices necessary for the professional applications of herbicides to roadsides or other areas.

All herbicide applications shall be performed in accordance with PennDOT Publication 23 – Maintenance Manual, Chapter 13, Section 13.4 (except in cases where it conflicts with direction contained within this contract, in which case, the contract prevails). The District’s Project Manager for this contract will be a District Roadside Specialist (DRS).

Spray programs shall be completed within the window of application dates as outlined in Publication 23 – Maintenance Manual, Chapter 13, Section 13.4 and which maybe more defined in the seasonal spray crews program workbooks. In addition to the spray program activities numbers 714-7711-03 through 714-7715-03 there would be sub-spray programs with a range of application dates that would need to be adhered to for completion. The contractor’s Project Manager shall monitor spray program progress and adjust work days should weather limit the number of application days within a program or subprogram.

http://www.dot.state.pa.us/

The herbicides shall be applied in a manner consistent with the use, directions on the label, and in compliance with the Federal Insecticide, Fungicide, and Rodenticide Act as amended (FIFRA), and the Pennsylvania Pesticide Act of 1973 as amended.

The Contractor shall exercise extreme care when applying herbicides adjacent to agricultural crops and other sensitive vegetation.

The contract initial validity period shall be for one (1) year.

Unit of Measure

The Unit of Measure for payment of spray complements and additional shadow trucks is on a per hourly basis.

Renewals

Under the service period of this Contract, there will be four (4) options to renew, upon mutual consent, each for an additional one (1) year period. Each such renewal will receive a two percent (2%) increase over the current unit prices. The Commonwealth reserves the right, upon notice to the Contractor, to extend the term of the Contract for up to three (3) months upon the same terms and conditions. This will be utilized to prevent a lapse in Contract coverage and only for the time necessary, up to three (3) months, to enter a new Contract.

ESTIMATED QUANTITIES

The number of hours worked are dependent on satisfactory work performance, program demands, and funding. All quantities of services, materials, and equipment are estimated and may be increased or decreased as required to complete the roadside spraying programs as described in this statement of work. The Department reserves the right to terminate this work if it is determined to be in the best interest to the Department.

CONTRACTOR QUALIFICATION REQUIREMENTS

The Contractor shall have been actively in the business of Commercial Pesticide Application for a minimum of two (2) years. The Contractor maybe required to provide proof prior to award.

The Contractor shall submit with their bid:

1. The name of a project manager.

2. The project manager’s 24-hour-a-day cell phone number

3. Provide a copy of their Commercial Pesticide Application Business License issued by the Commonwealth of Pennsylvania.

4. The Contractor must complete and return the attached Contractor Information Form and the Certified Pesticide Applicator Licensing Form (See Attachments 1 and 2) with the bid.

The Commercial Pesticide Application Business License must include Category E (Right-of-Way Pest Control), and Category F (Industrial, Institutional, Structural, and Health Related) and/or any other category necessary to perform services in accordance with this Statement of Work.

The Contractor’s Certified Commercial Pesticide Applicator(s) assigned to spray truck items shall have, adequate training, experience and be competent in making applications on the right-of-way and PennDOT properties. Certified applicators shall have current certifications for Category 10 (Right-of-Way), and at least one applicator with certification in Category 23 (Park / School Pest Control) when applicable, and/or any other category necessary to perform services in accordance with this Statement of Work.

Subcontracting of this work will not be permitted.

Project Manager

The contractor shall name one person as Project Manager. The Project Manager is a non-pay item.

The Project Manager:

1. Shall be the Contractor’s primary point of contact for the Department.

2. Shall be the primary individual managing the Contractor’s crews’ day-to-day operations and activities within District 3. The following activities shall apply to the role of Project Manager as it relates to District 3’s contracted herbicide application program. This shall include, but is not limited to:

a. Scheduling the herbicide crews.

b. Managing billing issues and discrepancies.

c. Tracking purchase orders’ items and hours.

d. Handling equipment issues.

e. Managing personnel issues.

f. Monitoring the progress of the herbicide programs to ensure completion dates are met.

g. Determining additional herbicide material needs and relating that information the District Roadside Specialist.

h. Assisting the District Roadside Specialist in answering property owner questions and concerns relating to herbicide application activities.

i. Field-viewing upcoming and/or completed projects with the District

Roadside Specialist.

j. Accurately relaying individual and general project needs, expectations, and information to the herbicide crews from the District Roadside

Specialist.

3. Shall be accessible by cell phone and email and respective contact information shall be provided to the District Roadside Specialist two weeks prior to the start of any work.

4. Shall not be any of the individuals from the spray crew complement personnel.

5. Shall be available for a maximum of 3 (three) in-person meetings with the

District Roadside Specialist per week. These meetings shall be at the

Department’s request and located within the geographical area of District 3.

6. Shall be required to transport the District Roadside Specialist to a maximum of 3 (three) field-site meetings and/or locations within the geographical area of

District 3 and at the District Roadside Specialist’s request.

7. Shall be required to transport herbicide materials from a Department storeroom located within the geographical area of District 3 to a Contractor’s herbicide crew’s District 3 field-site location as needed and at the District

Roadside Specialist’s request. This shall occur no more than 12 times per calendar year.

Should the individual assigned to the role of Project Manager change during the contract period, the Contractor shall notify the D3 Roadside Unit within 48 hours of such change.

PERSONNEL REQUIREMENTS

The Contractor shall supply operators and applicators for each complement as indicated in the complement specifications.

If the Certified Commercial Pesticide Applicator(s) assigned to this contract are to be replaced, the DRS shall be notified at least 5 business days in advance. PennDOT may require a meeting to meet new applicator(s), review qualifications and capabilities as required, prior to the applicator working in the District.

PennDOT reserves the right to have any crew member removed from the project at any time at its discretion.

In addition to the Project Manager, each complement working shall have designated a working Foreperson. The Foreperson shall have a cellular phone and the number provided to the DRS prior to the start of any work. The Foreperson of each complement shall be responsible for the following items:

1. Varying rates of application based upon all site conditions such as spray material, vegetation to be controlled, weather, speed of equipment, wind velocity, and traffic conditions.

2. Be proficient at adjusting spraying systems, nozzles and spray patterns for an efficient and effective application.

3. Daily recording on county spray program maps (supplied by the DRS) of the routes completed.

4. Familiarization with the areas to be treated within each County. It is imperative that each crew Foreperson be familiar with the geographical area to maintain smooth, efficient operations and PennDOT No Spray Permit areas.

5. Working knowledge, procedures, and requirements for documenting the pesticide application using Form M-609, Roadside Activity Report.

Form M-609s shall be filled out completely and submitted via the I-pad App portal preferably at the end of each work day, or prior to commencing the next day application, and no later than 24-hours after the application date.

6. Maintaining a current copy of Pesticide Hypersensitivity Registry and following all guidelines related to contacting individuals listed in this publication.

7. Review program route maps and spreadsheets listing No-Spray permit locations. Do not apply materials within the boundaries of a No-Spray permit.

8. Contacting the DRS by 8:00 AM each day to list the roads that are planned to be treated with a pesticide application during that day.

9. Possessing knowledge and ability sufficient to maintain and field adjust the equipment to sustain a continuous and productive operation.

10. Possessing the professional and technical ability to distinguish between desirable and undesirable vegetation.

11. If working on an interstate or limited access roadway, contact the Regional

Traffic Management Center (RTMC) at (570) 368-4216 to report locations of work. Contact the RTMC when work is completed in that given area.

PESTICIDE SPRAY PROGRAM INFORMATION

Unless indicated otherwise within this Statement of Work, the Contractor shall furnish all equipment, personnel, and materials for roadside pesticide spraying service work. Maintain the equipment in good condition for the duration of the Contract.

The pesticide spray programs for the District are outlined on County Maps and available for review in the office of the District Roadside Specialist.

All spray program maps and workbooks provided to the Contractor shall be returned to the DRS at the end of the application season.

Complements

A. The Department reserves the right for additional complement(s) which is equivalent, comparable, or capable as performing the same task and as approved by the DRS. Payment for additional complements will be billed to the department at the bid price. This additional complement(s) will be made available to the Department within ten (10) calendar days of a request or other mutually agreed upon date.

B. The following is the title of the equipment complements found in these specifications:

I. Large Spray Truck Complement II. Small Spray Truck Complement

III. Boom Spray Truck Complement IV. Backpack Spray Complement V. Additional Shadow Vehicle with Impact Attenuator and Operator (TMA with

Operator).

C. The hours the complements may be used in operation may be more than forty (40) hours per week. Thereby, if paying overtime to employees should be an issue, additional complements or crew work shifts may be needed. No overtime rates will be paid by PennDOT.

D. Do not permit the complement to work with one person absent.

EQUIPMENT INSPECTION

After the bid opening and prior to award, the apparent low bidder shall demonstrate to the DRS that the equipment proposed for use in meeting the requirements of the contract is of sufficient capacity and quantity, and that all such equipment is in good working order. Additionally, the apparent low bidder may be asked to demonstrate that the personnel employed for providing the services required by the contract are sufficiently trained to operate the Contractor’s proposed equipment fleet. The demonstration may also include Work Zone Traffic Control Vehicles needed for compliance with Traffic Safety Requirements as defined in the current version of PennDOT Publication (Pub) 213. Should the Contractor not own and therefore, would be renting or leasing Work Zone Traffic Control Vehicles as needed, such as Shadow Vehicle Truck Mounted Attenuator (TMA), the Contractor shall provide documentation that they have access to these additional pieces of equipment by a letter from the intended provider/ rental company by the date of the demonstration.

Within five (5) calendar days after the bid opening, the DRS will coordinate with the apparent low bidder regarding the time and location of the demonstration. Location will be at the discretion of the Department. Demonstration to occur within ten (10) calendar days after the bid opening.

PennDOT will provide the Contractor written communication regarding the outcome of the equipment demonstration. At the discretion of the DRS, the apparent low bidder may be provided with up to five (5) additional calendar days after an initial, unsuccessful demonstration of equipment and personnel acceptability to prepare for and satisfactorily complete a second demonstration. If the apparent low bidder fails to demonstrate the acceptability of its equipment and/or personnel as outlined in the specifications or attached equipment inspection report, the apparent low bidder will be deemed nonresponsive and not responsible, and its bid will be rejected. The contract will then be awarded to the next lowest responsive and responsible bidder that successfully demonstrates the acceptability of its equipment and personnel.

If changes to equipment and/or personnel are made after the award, the Contractor may be asked to successfully demonstrate the acceptability of the equipment and/or personnel as specified above.

Pre-Season Work Meeting

Project Manager and spray crew complements as requested by the DRS shall be required to attend a pre-season meeting, at the expense of the Contractor, with a DRS at a location within the District boundaries. This meeting will include but not be limited to; providing spray program details, spray truck pattern and calibration verification, and safety. This meeting may be approximately four (4) hours in length and most likely will occur in April of each year at a location, date, and time agreed upon by the Contractor and the Department.

The DRS and the Project Manager shall communicate as needed throughout the application season which may include but not limited to: adjust or modify the scheduled activities, meet with spray crews, field reviews of routes treated, progress reviews, and abutting property owner concerns.

The Project Manager shall provide each of their crew Foreperson a means to track daily purchase order line items available quantities. The Project Manager shall be responsible for not exceeding purchase order line item quantities. Should the available quantities in the purchase order line item be anticipated to not be sufficient to continue or complete the work, the Project Manager shall notify the DRS a minimum of two (2) business days in advance of impending shortages.

Spray Equipment General

All spray equipment shall be calibrated at a minimum of one time each week when in use and at the beginning of a new spray program. All spray equipment shall also be calibrated prior to starting work in a different county. Calibrations shall be documented on Form M-609 Roadside Activity Report.

For all tank mixing spray equipment, material shall be mixed in the tank water at the start of each day and reloaded as needed throughout the day. The volume of material mixed shall be limited to the anticipated amount that will be applied in that day. Spray tanks should be empty at the end of each day and not left with mixed material in them overnight. This approach is to minimize the degradation/ half-life of materials when mixed in water, Environmental/ Sound Environmental Maintenance Practices (SEMP), and minimize the risk from sabotage, vandalism, or theft of the Department materials. The status of the tank at the end of the application day shall be reported on the M-609 Roadside Activity Report as empty or the quantity of mixed material remaining if any.

When application vehicles are not in use or in the presence of a Contractor’s employee, the spray tank fill lid(s) shall be closed and locked. Should the tank have material in it, the spray tank shut off valve shall be closed and locked. If the application vehicle is equipped with injection tanks, these shall also be locked if they contain Department material and are unattended even if parked on department property. When a vehicle is not in the presence of an employee and has Department pesticide material on it, the ignition keys shall be removed and cab doors locked.

At the Contractor’s expense, all vehicle’s exterior shall have a clean appearance and maintained with a clean appearance throughout the application season. At the request of the Roadside Specialist, equipment shall be washed/cleaned within forty-eight (48) hours of email notification.

A current Pennsylvania Application Business License number shall be placed on the sides of each Spray Truck as required by the Pennsylvania Department of Agriculture.

All spray vehicles (Large, Small and Boom Spray trucks) delivering pesticides shall be equipped with, at the contactors expense, a real-time GPS (Global Positioning System) Location Verifying Unit Receiver Signal System to record the location of the spray vehicles using GPS satellites. The spray vehicle GPS Location Verifying Units will be supplied, maintained, and installed by the Contractor at their expense for the duration of the Contract. The GPS Location Verifying Units system shall be capable of real-time and historic tracking of all spray trucks at the same time collectively or individually.

The Department reserves the right to download any stored or recorded information within the vehicles spray monitoring or location monitoring units at any time during the duration of the Contract. The Contractor is responsible for providing the Department with a website access location to view the GPS location of any spray truck at any time, in real-time. The website shall be compatible with Internet Explorer 8 and newer versions, and be compatible with Smartphone’s using the iPhone, Android, and Windows.

The units shall contain a means of collecting and delivering a summary of each day’s activities in the form of a report and map which will be correlated with the form M-609 Roadside Activity Report and used as a basis of payment for work performed.

The GPS unit reports submitted shall include but not limited to the following information:

I. State Routes traveled.

II. Locations along the traveled state routes.

III. Direction of travel along the state routes.

IV. GPS location coordinates.

V. Location and time correlated.

VI. Speed of travel.

VII. Contractor name, date, and applicators name.

This information must be formatted into a file format compatible with The Department’s existing software. The Contractor will be required, at their expense, to provide all necessary software to provide the above-mentioned data. The GPS units will be supplied by the Contractor, and shall include the following:

VIII. Tracking Units IX. GPS antennas X. Power cords

XI. Download cables XII. Mapping software

Important Application Notes

Cable guiderail that is in median turf areas shall not be treated during the 714-7712 bare ground program, unless specifically requested by the District Roadside Specialist.

All “No Spray Permit Areas” shall not be treated unless specifically requested by the District Roadside Specialist and /or County Management.

Targets such as guiderail, sign posts, and delineators that are located along sections of roadways where it appears that the public (or property owner) is actively and routinely maintaining (primarily in residential areas) shall not be treated as part of the program whether or not they are signed as a “No Spray Area”.

Liability

The Contractor will be responsible for any off-target damages to Department, Commercial, and/or Private Property. The Contractor shall also be responsible for damage claims as provided for in Section 107.14 of the current PennDOT Specifications, Publication 408.

Safety

The Contractor shall provide on the equipment all necessary warning lights, flags, top-mounted rotating amber flashing lights, signs, and/or shadow vehicles. The Contractor shall exercise all precautions to minimize interference with the normal flow of traffic. All traffic control devices shall be in accordance with Publication 213 and any supplements. Conduct Maintenance and Protection of Traffic in accordance with the most current version of Publication 213 http://www.dot.state.pa.us/public/PubsForms/Publications/PUB%20213.pdf.

The Contractor shall comply with all State and Federal laws and to OSHA safety requirements.

Spill and Incident Response Plans

A. A hard copy of the Contractor’s Spill and Incident Response Plans shall be submitted to the DRS. In addition, each Pesticide Spray Vehicle working on this Contract must have a hard copy in the vehicle always. The Spill and Incident Response Plan shall summarize the following procedures at a minimum:

1. Background and Applicable Regulations;

2. Incident Reporting Chain of Command;

3. Spill Preparedness Checklist;

http://www.dot.state.pa.us/public/PubsForms/Publications/PUB%20213.pdf

4. Spill Response/Control Methods; and

5. Spill Response Procedures.

B. The Contractor is responsible for all cleanup activity and costs resulting from any contamination caused by the accidental or intentional spilling, leakage, or dumping of any pesticides, additives, fuels, oils, or any other contaminants from Contractor-supplied equipment.

C. The Contractor shall reimburse PennDOT for all PennDOT supplied pesticide application materials that are spilled accidentally or intentionally. PennDOT will not pay for any spilled Contractor supplied water or tank mixes.

D. The contractor shall not take spray trucks outside the boundaries of District 3 after the start of the spray season without confirming with the DRS that it is permissible. The contractor shall not take District 3 materials outside the boundaries of District 3.

PennDOT’s (NPDES Permit NO: PA0270792) Requirements

A. The Contractor is responsible in helping the Department with satisfying the National Pollutant Discharge Elimination System(NPDES) Permit # PA0270792 regulations through record keeping, and by documenting the Contractor’s herbicide work.

B. The NPDES PERMIT NO: PA0270792 (including Renewals or Replacement

Permits) Requirements are made a part of this contract. The permit may be ma found in this link:

https://www.penndot.gov/ProjectAndPrograms/RoadDesignEnvironment/Environmen t/Documents/PennDOT's%20NPDES%20Final%20Pesticides%20Permit%20(PA02707

92)%20Document.pdf

PENNDOT’S STRATEGIC ENVIRONMENTAL MANAGEMENT PROGRAM (SEMP)

REQUIREMENTS

PennDOT has implemented a Strategic Environmental Management Program (SEMP) which complies with the ISO 14001:2004 standard. As part of SEMP, PennDOT has established a Green Plan Policy that can be found at www.dot.state.pa.us in the Forms, Pubs & Maps section, Pub 754, “Working with Business Partners to Protect the Environment” and is also posted at PennDOT District and County Offices.

The Green Plan Policy is designed to protect the environment, conserve resources, and comply with environmental laws and regulations. The Contractor shall ensure that its personnel (including the personnel of any of its subcontractors) are aware of PennDOT’s commitment to protecting the environment, properly trained about the https://www.penndot.gov/ProjectAndPrograms/RoadDesignEnvironment/Environment/Documents/PennDOT's%20NPDES%20Final%20Pesticides%20Permit%20(PA0270792)%20Document.pdf https://www.penndot.gov/ProjectAndPrograms/RoadDesignEnvironment/Environment/Documents/PennDOT's%20NPDES%20Final%20Pesticides%20Permit%20(PA0270792)%20Document.pdf https://www.penndot.gov/ProjectAndPrograms/RoadDesignEnvironment/Environment/Documents/PennDOT's%20NPDES%20Final%20Pesticides%20Permit%20(PA0270792)%20Document.pdf environmental impacts of their work, and are competent (through appropriate work experience, job training or classroom education) to perform the work that they do.

Non-Compliance

If for any reason the Contractor fails to comply with the requirements of this contract, Section 108.09 of the current PennDOT Specifications, PUB 408, shall prevail.

In no case, will a complement operate when one crew member is missing. The Contractor shall not permit absenteeism to exist for more than two days in any work week unless a plan of action has been submitted via e-mail by the end of the second absenteeism day to make up for the lost work days.

WORK STATUS / JOB SITE REPORTING

Each crew complement Foreman shall have a cellular telephone and the telephone number shall be given to the Roadside Specialist before the first day of work.

Each crew complement foreperson shall report work status (working/not working) to the DRS by telephone each day; this report shall be made by telephone by 8:00 AM.

The call-in report shall include the complement’s location, planned routes, and the total number of hours worked the previous day. If a spray crew complement will not be working, or should end their work shift early, this too shall be reported.

Unless otherwise directed by the DRS, the start and end of the work shift to be billed shall begin no earlier than sunrise and work shall end no later than sunset, and only when sufficient daylight and/or weather conditions are available to safely complete work activities.

No scheduled work shall occur on the following holidays (except with PennDOT’s permission/direction):

1. New Year’s Day

2. Dr. Martin Luther King Jr. Day

3. President’s Day

4. Memorial Day

5. Independence Day

6. Labor Day

7. Columbus Day

8. Veteran’s Day

9. Thanksgiving Day

10. Day after Thanksgiving Day

11. Christmas Day

Monday is recognized as a holiday for all holidays occurring on a Sunday, and Friday is recognized for all holidays occurring on a Saturday.

Travel Time

No payment will be made for travel time to and from the site of the daily work.

Other travel time allowed to be billed is at the discretion of the DRS.

Material

Department Supplied:

Pesticide materials to be applied shall be supplied by PennDOT except when the Material Contingency Item of this contract is requested; see, Material Contingency.

These pesticide materials may be obtained by the awarded Contractor at the respective PennDOT County Maintenance Storeroom through the proper procedures.

Contractor Supplied:

All equipment materials including but not limited to; water, lubricants, anti-freeze, and fuel shall be furnished by the Contractor.

Water used for this pesticide application shall be from a source mutually agreed upon by the Contractor’s Project Manager and the District 3-0, Roadside Specialist. Any costs incurred to be paid by the Contractor. Water not suitable for being used as a carrier shall not be used. Such as:

a) PH level in water falls outside the preferred upper and lower boundaries for herbicide materials being used. Contractor may supply buffering agents or other additives at no additional cost to the department.

b) Turbid water. Cloudy or murky water shall not be used.

Material Contingency:

The material contingency item of this contract will be utilized for pesticides when necessary to complete required programs for materials that are not on PennDOT inventory or readily available by PennDOT. All material, including shipping costs, will be paid for at the invoice price plus 10% and documented on the M-609 Roadside Activity Report. The awarded Contractor will be responsible to deliver this material to the appropriate county or to the job site as directed by the District 3-0 Roadside Specialist.

Special Billing Requirements:

1. The Contractor is responsible for daily documentation of services completed using form M-609 Roadside Activity Report. Failure to provide detailed or accurate information on the M-609 form may result in delayed or non-payment of services.

2. The Contractor shall initiate payment by completing the Confirmation of Services form (OS-501): http://www.dot.state.pa.us/public/PubsForms/Forms/OS-501.pdf and submitting to the Roadside Specialist.

• Each Form OS-501 shall be itemized, include the sufficient detail, and coordinate with the line items on the Purchase Order. The District Roadside Specialist will notify the Contractor if corrections are needed or if the OS-501 is accurate.

Invoices

When the contracted work item is accepted by the Department, the Contractor may then invoice the Commonwealth at the “Bill To” address on the purchase order.

Untimely or incomplete submissions of Form OS-501 and required supporting documentation (including M-609s) may delay processing of a “proper invoice” as required by the Payment section of the Terms and Conditions.

NOTICE—IMPORTANT CHANGE IN CONTRACT ADMINISTRATION

While the Department reserves the right to request submission of the M-609 in other formats in the future as detailed below, the Department intends to replace paper Form M-609s with a mobile application (hereinafter the “application”), effective immediately for this procurement. Any reference throughout this document to the M- 609 shall mean the PennDOT Form M-609, which shall be completed by the Contractor via Department’s application unless directed otherwise by the DRS. To that end, the following requirements apply:

1. The Contractor shall become a PennDOT Business Partner, obtain credentials to utilize the application, and follow: Accessing PennDOT iPad Applications for Business Partners which provides guidance on registering to become a Business Partner and using the application.

2. The Contractor shall be responsible for the purchase, maintenance, and operation of all hardware including devices such as but not limited to compatible cellular telephones, or tablets necessary to utilize the application.

3. The Contractor shall submit all Form M-609s to Department via the application.

Once registered as a Business Partner, the Contractor shall have the ability to use the application statewide for roadside maintenance work and, as directed by Department and its authorized personnel, including without limitation the DRS, http://www.dot.state.pa.us/public/PubsForms/Forms/OS-501.pdf complete Form M-609 electronically, with the same binding legal effect as though certified in writing.

4. Department reserves the right, throughout the life of the contract, to make changes to Forms M-609 and/or OS-501, including their instructions, content, and all other requirements.

Accessing PennDOT iPad Applications for Business Partners

PennDOT Mobile applications (apps) are available to approved third parties to allow business partners to benefit from the efficiencies they provide. The distribution method for these apps is through the Apple Volume Purchase Program (VPP) store. To access these apps, third party business partners must first perform the following steps.

1. Ensure your iPad devices meet minimum hardware requirements PennDOT apps are designed to support iPad Air with a minimum of 16 GB of storage and newer running iOS 10.1 or newer. The apps have been tested with iPad Air, iPad Air 2, or iPad Pro as well, but for ideal experience, iPad Air 2 or newer is recommended. When procuring new iPad, Wi-Fi/cellular connection are both required to fully utilize our mobile applications. In addition, iPads must have a minimum of 4 GB of free disk space to allow for installing of apps and associated data.

2. Ensure your end users have access to CWOPA PennDOT Apps are configured using Commonwealth of Pennsylvania (CWOPA) credentials for authentication. The Department requires that each end user have their own unique CWOPA credential. Therefore, any end user who will need access to the M-609 app must have their own valid CWOPA credentials. To obtain CWOPA credentials, the Third-Party Business owner must contact their PennDOT District personnel and request to complete an OA HRSC-11 External Assignment form. Upon completion of that process, the Department District personnel will contact you. It is the Third-Party Business owner’s responsibility to distribute the corresponding CWOPA credential to each personnel who will access the PennDOT Mobile Apps. Furthermore, the Department requires that each end user create and update their own password. The Third-Party Business owner is responsible to provide directions to change the temporary password prior to accessing the app. Information on that process will be provided by the District personnel.

3. Enroll in the Apple VPP All custom Business to Business (B2B) apps will be made available to business partners through the Apple VPP store. This requires creating a Business Apple ID at deploy.apple.com. To register, you will need to provide a business phone number and email address, Dun & Bradstreet number, valid business address, and a tax registration number if applicable.

http://deploy.apple.com/

4. Notify PennDOT of your Apple ID and Requested Apps For security purposes, PennDOT iPad apps are provided only to “approved” business partners through the VPP store. This access is controlled by your Business Apple ID. Once you have registered, provide your business’s Apple ID with the request to gain access to the M-609 app by contacting the PennDOT IT Service Desk at 717-783-8330, or toll free 1-855-783-8330. Once your account has been approved and the apps made available, you will be contacted by the Department.

5. Download PennDOT Apps After receiving notification from the Department, the requested app will be downloadable through the Apple VPP store. A guide has been created to assist you in that process, Apple B2B Download Guide. You will need to indicate the quantity of the app you need and a corresponding number of unique, redeemable codes will be generated.

6. Distribute PennDOT Apps to your Users After downloading the redeemable codes, you need to use a distribution method.

You can either, (A) upload the redeemable codes into your own Mobile Device

Management (MDM) software to distribute them or, (B) distribute the redeemable codes to your end users directly, via email or some other method. Regardless of which method used, as mentioned before, the installation of the app will require the end user to have a valid personal Apple ID. For more details on enrolling in

Apple VPP or Downloading and Distributing apps from the VPP Store, please refer to the Apple VPP Business Guide.

CONTRACT ITEM SPECIFICATIONS

Pay Item 1. Large Spray Truck Complement:

Spray Trucks’ Cab and Chassis:

A minimum of two Large Spray Trucks will be required for this item. Each complement requires three people. Refer to Spray Trucks Personnel on page 19 for additional personnel details.

• Spray truck’s cab and chassis shall be of sufficient size to legally haul all necessary equipment, supplies and personnel to accomplish the several types of pesticide application work.

• The age of these units, truck cab and chassis, components, attached Publication 213 traffic control equipment, and all pesticide application http://vpp.itunes.apple.com/us/store https://spportal.dot.pa.gov/PMO/MobileConstructionInspection/Team%20Site/Apple%20B2B/Apple%20B2B%20VPP%20App%20Download%20Guide.docx https://www.apple.com/hk/business/docs/VPP_Business_Guide_USA_EN_Aug14.pdf equipment shall not interfere and hinder production. Should break-downs become an issue, the Department may require updated equipment.

• Two-way voice communication shall be in each of the Spray Trucks and in each of the Shadow Vehicles to provide for communication between vehicles.

Communication need only be possible between the vehicles of the same pesticide application operation at any one time.

Spray Trucks’ Pesticide Application Equipment:

The spray trucks must have the following criteria to meet the specifications of this contract:

• Each Spray Truck shall have a minimum tank capacity of 1,000 gallons. The tanks shall be equipped with a jet-type agitation system, a high volume - low-pressure pump, powered by an auxiliary engine of sufficient horsepower.

• Herbicide materials and adjuvants can either be a tank mixed system or an injection type mixing system capable of metering out a minimum of three separate herbicide materials in liquid or dry formulations. An injection type system will have the means to include any adjuvant, surfactants, and drift control agents as required. The herbicides and other materials that the department provides for its spray programs are supplied is in disposable containers 2.5 gallons or less. Should the district choose to use returnable refillable drums, the contractor shall make arrangement to be able to incorporate the use of the drums onto the spray trucks. The contractor shall provide material pumps to use for the returnable refillable drums for tank mix systems or to fill nurse jugs.

• An auxiliary refill pump with adequate check valves, air gaps and all necessary accessories, capable of refilling the spray tank from water sources in less than 45 minutes, shall be located on each of the Spray Trucks.

• Each of these Spray Trucks shall be able to apply herbicide material in a uniform spray pattern, while providing drift control of the material being applied. These Spray Trucks shall be able to apply from 30 to 60 gallons per acre of pesticide material at vehicle speeds of up to ten (10) miles per hour with a horizontal swath width and a vertical height as described in the following types of applications. These Spray Trucks shall be able to disperse liquids, emulsifiable concentrates, particulates, colloidal suspensions, and wettable powders.

• Each spray truck shall be equipped with a sprayer control system capable of;

automatically maintaining application rate, a vehicle speed sensor which is either connected to the vehicle speedometer or a radar type sensor, a minimum of eight separate boom widths; two different application ratios and a manual setting for spot spraying with a handgun.

• The spray unit shall have at least one hose connection point that is independent of the computer flow control system. This port is to be used for handgun spot treatment and from sitting with inside the truck cab in conjunction with the other application systems

• Each spray truck shall have at a minimum, an eyewash bottle or station, a spill kit, a written spill response plan, Safety Data Sheets (SDS) of PennDOT supplied materials, a two-gallon clean water tank, hand soap, an approved type ABC fire extinguisher and a shovel.

• One functioning cellular telephone for each foreman/applicator of each of the Spray Trucks. These items shall be portable between all the vehicles specified in this contract.

Each spray truck shall include but not limited to:

• Two (2) translucent 5-gallon buckets with graduations of 0.25-gallon increments marked on bucket.

• One (1) 128 fluid ounce liquid measure measuring pitcher with graduations of 2 ounces’ increments marked on the pitcher.

• One (1) 64 fluid ounce liquid measure measuring pitcher with graduations of 2 ounces’ increments marked on the pitcher.

• Funnel

• All personal protective equipment as required by the pesticide specimen label requirements for materials used.

• Spare nozzles of each type used.

• Selection of hose clamps, couplers or other incidental items to aid in field repairs.

• Adequate tools to include but not limited to; pliers, wrenches, adjustable wrenches and screw drivers to adjust or minor repairs.

The pesticide application equipment mounted on the Large Spray Trucks shall be able to apply pesticide materials manner to accomplish the herbicide programs:

NON-SELECTIVE HERBICIDE EQUIPMENT For 714-7712-01:

• This pesticide application equipment shall be able to apply non-selective herbicides to guide rail from both the left and right side of the Spray Trucks. The nozzles mounted under the deck of the Spray Trucks and from nozzles mounted on the top of the deck of the Spray Trucks. Nozzles maybe mounted near the front fenders or front corners of the cab. This pesticide application equipment shall be able to apply non-selective herbicides from these nozzles in front of, under, and behind guide rail.

The objective is to provide a spray pattern from the edge of the pavement, on the shoulder to 1 foot behind the guiderail post. Nozzles shall be arranged for spray materials to apply in front of, underneath and behind guiderail and not be hindered by the guiderail panel and guiderail posts.

• The application of the guide rail and road shoulder shall be able to be made with one pass of the Large Spray Trucks and shall be made leaving no gaps in an eleven (11) foot spray pattern. Nozzles under the Large Spray Truck Trucks with a swath width ranging from two (2) feet to eight

(8) feet in two (2) feet increments. A swath width of up to three (3) feet allowing for a one (1) foot swath width behind the front of guide rail posts and on the shoulder of the road.

• A Hudson JD-9 hand gun or approved equal capable of spraying non-selective herbicides twenty (20) feet from the cab of the Spray Trucks and independent of the spray heads shall be located within reach of the driver/applicator while that individual is sitting in the cab of each truck.

SELECTIVE 714-7713-01 AND PLANT GROWTH REGULATING

HERBICIDES 714-711-03:

• All trucks used for this application shall be equipped with a Boomless Nutating Spray Delivery System. This system shall be capable of operating eight (8) separate spray sections independently or simultaneously. Independent spray sections shall be as follows: 2ft, 2ft, 4ft, 4ft, 4ft, 6ft, 6ft, 6ft, totaling a streak free pattern of thirty-four (34) feet.

Sections one (1) through four (4) shall have an oscillating motion electrically driven by a 12-volt system. The spray system shall be equipped with manufacturer recommended solenoid valves, regulators and manual back-up valves to individually control each spray section width.

• The spray system head shall be capable of mounting on either side of the truck according to the manufacturer’s instructions. Moving the nutating spray head assembly from one side of the truck to the other and setting the pattern shall be accomplished in less than 15 minutes or two boomless nutating spray head assemblies shall be required with one mounted on each side of the truck.

• The Spray System shall be capable of raising and lowering a minimum of 30 degrees for embankment applications and swing in and out (when in the “in” position, spray head will be facing towards the back of the truck) 90 degrees. The operation of independent spray sections and movement of the Spray System shall be done from inside the cabin of the spray truck without disrupting the operation.

• Sprayer to be equipped with various size orifice nozzles for all application devices and include two spare nozzles and caps if necessary of each required size, nozzle plugs, one nut-driver or wrench sized for each nozzle used and an in-line filter of the Manufactures recommended mesh shall be installed.

• Hudson JD-9 hand gun or approved equal capable of spraying selective herbicides twenty (20) feet from the cab of the trucks and independent of the spray heads shall be located within reach of the driver/applicator while that individual is sitting in the cab of each of the Spray Trucks on either left or right side.

• An electric rewind hose reel with two hundred (200) feet of ½ inch hose made of vinyl reinforced nylon with a minimum of six hundred (600) pounds per square inch (PSI) pressure rating with quick coupler to attachment for hand-held spray guns. The hand-held spray gun or guns shall have the capability applying herbicide spray materials for several types of applications such as; long range capability, foliar application, spot spraying and ground application at stockpiles with both pre- and post-emergent herbicides.

KRENITE 714-7714-01:

This pesticide application equipment shall be able to apply Krenite herbicide material or other substitutes from the edge of the pavement of the roadway vertically a minimum of twenty (20) feet in a pattern suitable for chemically side trimming trees. Material should be applied so it remains on the target and within the Department’s right-of-way. The spray heads shall be attached to actuator arms that can be moved vertically and horizontally from within the cab of each of the Spray Trucks. All other controls regarding the spray heads shall also be operational from within the Spray Trucks.

Large Spray Trucks’ Traffic Control Devices:

The Large Spray Trucks shall contain all necessary traffic control devices as prescribed in the Publication 213 when operating on any type of highway.

Large Spray Trucks Personnel:

This item shall consist of three people for each Spray Truck Complement. One person the Foreman/Applicator, the second person the Large Spray Truck Driver and the third person a Shadow Vehicle Driver as specified below:

1. Applicator

• The applicator shall have a current commercial pesticide applicator’s license from the Pennsylvania Department of Agriculture certified in category 10 Right of Way.

• At least four years’ experience in the application of pesticides.

Documents pertaining to the experience may be required to be provided during the duration of this contract. This experience includes, but is not limited to:

• The ability to calibrate, maintain, and adjusts all the different types of equipment as specified in this contract to include but not limited to computer flow control programming, troubleshooting and spray head set-up/nozzle adjustments.

• The ability to read and decipher herbicide specimen labels, utilize math to compute mix ratios and quantities.

• The ability to understand all the regulations governing the application of pesticides within Pennsylvania.

• The ability to read and interpret the PennDOT state route system.

• Daily planning and sequencing of the routes to be treated for an efficient operation and to minimize non-production/ non-application travel.

• The ability to complete the necessary daily documentation of all work performed, such as, the M-609 Roadside Activity Report document.

• Daily recording on spray maps or other records provided by the department of routes completed.

• Maintaining a log of purchase order line item quantities available and used.

• The ability to use a cellular telephone and pager.

• The ability to obtain pesticide materials from the PennDOT, District 3 county storerooms and complete all necessary paperwork accurately.

• The ability to contact the appropriate individuals on the Pennsylvania Hypersensitivity Registry as it pertains to the programmed workload.

• Possess the professional and technical ability to distinguish between desirable and undesirable vegetation.

2. Large Spray Truck Driver

• The Large Spray Truck Driver shall have a valid motor vehicle driver’s license with all the necessary endorsements required by the current laws to operate the Large Spray Truck.

3. Shadow Vehicle Driver

• The Shadow Vehicle Driver shall have a valid motor vehicle driver’s license with all the necessary endorsements required by the current laws to operate the Shadow Vehicle.

Spray Truck Shadow Vehicle:

This Shadow Vehicle shall contain all necessary traffic control devices as prescribed in the Publication 213 and shall be used in the following manner and shall be equipped with the following items:

• One Shadow Vehicle for each Large Spray Truck will be provided as incidental to the operation. The shadow vehicle shall meet the PUB 213 requirements for any type of route on which it is being used.