Statement of Work - Montour.pdf

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Temporary Traffic Control/Flagging Services For Montour County Statement of Work

GENERAL PROVISIONS

I. GOVERNING SPECIFICATIONS

A. Purpose of this IFB: The purpose of this Invitation for Bid (IFB) is to procure a Contractor to perform Flagging Services in Engineering District 3-3, Montour County for the Pennsylvania Department of Transportation (PennDOT).

1. The work is to be performed at various sites throughout Engineering District 3-3, Montour County.

2. The Department will give a minimum of 24 hour notice (verbal) of the location, time, and type of service requested. The Contractor must provide a minimum of two contacts (primary and back up) with telephone numbers and email addresses for scheduling work.

3. The PennDOT Project Manager for this contract will be the County Maintenance Manager (CMM) or Designee.

B. Scope of Work:

1. The intent of this Contract is to provide personnel to assist in the maintenance and protection of traffic for activities conducted by the Department and including, but not limited to, mill and fill crew. The Department will not guarantee a minimum amount of work; the quantities on this proposal are estimated values for bidding purposes only.

2. Perform traffic protection for the duration of the activity. A normal workday may be longer than eight hours. WHEN THE ACTIVITY IS CONTINUOUS, the Department will provide an individual for relief for breaks and/or lunch. Payment will be continuous with staggered breaks (15 minutes maximum) and staggered half hour lunch periods.

3. The County Manager or his assigned representative will initiate a call by telephone stating the Item or Items of Work required, time, and location of work and assembly area. Services must be provided within 24 hours.

4. The Contractor must have sufficient personnel and equipment to provide traffic protection for a minimum of two separate work areas at the same time.

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5. The Department reserves the right to inspect the Contractor’s operation for the purpose of determining compliance with these specifications and maintaining records, including the time records for service charged.

C. Contractor Qualification: The Supplier will be required to provide the necessary personnel, in accordance with the most current Pennsylvania Department of Transportation Specifications, Publication (Pub.) 408; and Work Zone Traffic Control Guidelines, Pub. 213; Official Traffic Control Devices, Pub. 212; Handbook of Approved Signs, Pub. 236; National Manual on Uniform Traffic Devices (MUTCD); and Pub. 234 Flaggers’ Handbook, as directed to control traffic through work zones and to provide safety for the work forces. All Flaggers must be trained and certified as required in Publication 408 Section 901.3 y.

Pursuant to Executive Order 2021-06, Worker Protection and Investment (October 21, 2021), the Commonwealth is responsible for ensuring that every Pennsylvania worker has a safe and healthy work environment and the protections afforded them through labor laws. To that end, contractors and grantees of the Commonwealth must certify that they are in compliance with all applicable Pennsylvania state labor and workforce safety laws. Such certification shall be made through the Worker Protection and Investment Certification Form (BOP-2201) and submitted with the bid, proposal or quote.

D. Service Requirements: Temporary traffic control is an essential part of all maintenance activities and contributes to employee and public motorists’ safety. Temporary traffic control must be performed in a safe and efficient manner in accordance with all Department rules and regulations.

This work is the furnishing of all material, equipment, personnel, liability insurance, safety equipment and best operational practices necessary for the efficient flagging of traffic during active maintenance projects. The work zone will be established by a PennDOT Highway Foreman in accordance with Publication 213.

The services provided shall be consistent with standard operating procedures and applicable Federal, State, Local laws, rules, and regulations for the protection of public health and the environment, including following OSHA safety requirements.

Flagging may be performed on a variety of roadways including two-lane, two-way roadways and multi-lane, divided roadways.

Do not leave assigned work location for any reason without communicating with the Highway Foreman.

https://www.dot.state.pa.us/public/PubsForms/Publications/Pub_408/408_2020/408_2020.pdf https://www.dot.state.pa.us/public/PubsForms/Publications/Pub_408/408_2020/408_2020.pdf https://www.dot.state.pa.us/public/PubsForms/Publications/PUB%20213.pdf https://www.dot.state.pa.us/public/PubsForms/Publications/PUB%20213.pdf https://www.dot.state.pa.us/public/pubsforms/Publications/PUB%20236.pdf https://www.dot.state.pa.us/public/pubsforms/Publications/PUB%20236.pdf https://mutcd.fhwa.dot.gov/pdfs/2009r1r2/pdf_index.htm https://www.dot.state.pa.us/public/PubsForms/Publications/PUB%20234.pdf https://www.dot.state.pa.us/public/PubsForms/Publications/Pub_408/408_2020/408_2020_6/408_2020_6.pdf https://www.dot.state.pa.us/public/PubsForms/Publications/PUB%20213.pdf

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The Department may require two (2) separate crews to perform work on the same day occasionally. PennDOT will provide the Contractor with a minimum notice of five (5) business days if a second crew is required.

E. Contract Representative and Contractor Information: The Contractor must submit with its quote, the name of a Contractor Representative, and the Contractor Representative’s 24 hour-a day cell phone number and email address. The Contractor representative serves as the Contractor’s project manager. The Contractor must download, complete in its entirety, and return as part of their response the provided Contractor Information Form. The assigned Contractor Representative must be proficient in the English language.

The Contractor's Contract Representative shall have the authority to make all contract-related decisions. The Contractor shall notify the Department immediately, in writing, of any change involving the individual serving in this position.

F. Term of Purchase Order: The term of this Project shall commence upon issuance of a

Contract or Purchase Order to the selected Contractor and shall expire June 28, 2024 unless it is terminated earlier pursuant to the terms of the Contract or Purchase Order.

G. Option to Extend: 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.

PennDOT reserves the right to extend any contract and associated purchase orders by up to three (3) months, under the same terms and condition, by providing the Contractor with written notice prior to the expiration of the contract and associated purchaser orders.

H. Estimated Quantities: All quantities are estimated, and the Department reserves the right to increase or decrease these quantities based upon need.

I. Confirmation of Services Reporting & Invoicing:

a. A completed Confirmation of Services Form (OS-501) shall be submitted by the

Contractor to the PennDOT Project Manager or designee, for review and verification on a monthly basis. The OS-501 shall be itemized, include sufficient detail, and coordinate with the line items on the Purchase Order. The PennDOT Project Manager or Designee will notify the Contractor if corrections are needed.

b. PennDOT reserves the right, throughout the life of the contract, to make changes to the OS-501, including their instructions, content, and all other requirements.

c. Untimely or incomplete submissions of Form OS-501 may delay processing of a

“proper invoice.

http://www.dot.state.pa.us/public/PubsForms/Forms/OS-501.pdf http://www.dot.state.pa.us/public/PubsForms/Forms/OS-501.pdf

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J. Equipment And Personnel Requirements: The Contractor must furnish the following equipment for each working crew:

• Per crew:

o One (1) truck capable of transporting the crew with a roof mounted amber emergency rotating or flashing light.

o Three (3) Stop/Slow Paddles (W21-10), with a minimum 18” stop sign on one face and diamond shaped slow sign on the opposite face, with a minimum 72” shaft.

o Three (3) Red Flags, minimum size of 24” x 24” on a minimum 36” shaft.

o Incidental equipment, supplies, and tools as required for the work.

o One (1) two-way radio will be provided by the contractor to the Department representative on each specific job for communication between contractor and PennDOT. Two-way radio shall have a minimum range of 2 miles.

• Per crew member:

o One (1) two-way radio for communicating between crew members. Two-way radio shall have a minimum range of 2 miles.

o One (1) ANSI Class 3 safety vest, ANSI Class E chaps, and hard hat. All items shall be in good, clean condition.

All workers, including Flaggers, shall wear a hard hat, ANSI Class 3 multicolor vest and Class E chaps (yellow-green or red-orange). ANSI Class 3 raincoat and Class E rain bib overalls may be worn instead of the vest and chaps, but only during inclement weather.

Any updates in the above referenced Traffic Control requirements shall be implemented by the Contractor within a mutually agreed time frame.

K. Character Of Workers: Contractor shall employ at all times sufficient labor for performing the work. Contractor shall provide only competent and efficient employees for the work that is described in this specification.

In accordance with Publication 408 901.3y, contractor shall Provide flaggers that successfully completed a flagger-training course within the last 3 years that complies with the Department’s flagger training. Assure that flaggers carry a valid wallet-sized training card containing the name of the flagger, training source, date of successful completion of training, and signature; or provide a roster of trained flaggers to the Representative before the start of flagging operations that contains the names of flaggers, training source, and date of successful completion of training.

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Whenever, in the Project Manager's opinion, any Contractor employee is unfit to perform the task, does the work contrary to instructions, or exhibits improper conduct, the Contractor shall remove the person from the worksite and not employ the person again for work on this project without written permission of the Project Manager or designee.

L. Equipment/Personnel Changes: If changes to equipment and/or personnel are made after the award, the Contractor will notify the Project Manager and may be asked to successfully demonstrate the acceptability of the equipment and/or personnel as specified above.

II. WORK REQUIREMENTS

A. Work Schedule: Work may be performed Monday through Friday. The Contractor will be given twenty four (24) hour’s notice of scheduled work. The PennDOT Project Manager or designee may authorize work on Saturday and Sunday, as necessary, and will give three (3) day’s notice. There shall be no increase in unit price for services performed on Saturday and Sunday, or holidays.

PennDOT will provide the Contractor with a minimum notice of five (5) business days if a second crew is required.

The daily work schedule may be variable but generally will start between 6:00 AM to 8:00 AM and end between 2:00 PM and 5:00 PM. When work is continuous the Department shall provide relief for staggered breaks (15 minute maximum) and lunch (30-minutes). When work is not continuous, break and lunch shall be taken at times predetermined by PennDOT.

During times of inclement weather or special events, the Project Manager or Designee may postpone work. If work is postponed or ended early by the Project Manager or Designee due to inclement weather, equipment breakdowns, or other causes, contractor shall be paid a minimum of eight (8) hours. Shall any Contracted Flaggers leave the work site prior to being released by the Project Manager or Designee, Contractor will only be paid for actual hours worked.

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B. Holiday: No work shall be scheduled to occur on the following holiday unless written permission to do so is provided by the PennDOT Project Manager or designee.

1. New Year’s Day

2. Dr. Martin Luther King, Jr. Day

3. President’s Day

4. Memorial Day

5. Junteenth

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veteran’s Day

10. Thanksgiving Day

11. Day after Thanksgiving Day

12. Christmas Day

For all holidays occurring on a Sunday, the following Monday will be recognized as the day when no work is to be scheduled. For all holidays occurring on a Saturday, the Friday before will be recognized as the day when no work is to be scheduled.

III. INSURANCE

Provide evidence of such coverage per the OS-52 Insurance Requirements documentation.

IV. STRATEGIC ENVIRONMENTAL MANAGEMENT PROGRAM (SEMP)

PennDOT has implemented a Strategic Environmental Management Program (SEMP) which established a compliance-based Environmental Management System (EMS) designed to ensure PennDOT is able to achieve and maintain regulatory compliance with local, State and Federal environmental.

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 are aware of the Commonwealth of Pennsylvania’s commitment to protecting the environment, are properly trained about the environmental impacts of their work and are competent (through appropriate work experience, job training or classroom education) to perform the work that they do.

V. METHOD OF PAYMENT

The Department will pay the Contract unit price per hour for each item of work as follows:

1. Transmit, for each service call, an invoice detailing the items of work, unit cost, hours per item, charge per item (not per man-hour), and total charge. Indicate the location of work, dates and times worked, and the name of the official authorizing the work.

https://www.penndot.pa.gov/ProjectAndPrograms/RoadDesignEnvironment/Environment/PollutionPrevention/Documents/PUB%20712A-Green%20Plan%20Policy%208.5x11.pdf

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2. There is no provision for advanced payment.

3. Only that time actually spent at the authorized site in performing service.

4. Travel time will be paid if the Project Manager or his assigned representative requests transfer to another site on the same day to perform similar work. No compensation will be paid for travel time to the initial site or from the last site requested. Travel time will be paid by adding one (1) hour to the pay item for that day.

5. On the days when services are requested and provided, the Department will pay a minimum of eight (8) hours.

6. Normal working hours will be between 6:00 A.M. and 5:00 P.M. Monday through Friday, although workdays may vary depending on the operation. All work will be done during daylight hours.

7. Payment is made per hour of service per item; therefore, no overtime is considered because the Department is paying for a service not individual wage.

VI. LIQUIDATED DAMAGES

Work Crew Readiness: All work crews must have a full complement, with required training and equipment as detailed above. Contractor may not start work without a full crew complement without prior permission from Project Manager or Designee. Absenteeism or other deviations from this contract, which prevents Contractor crews from performing work, will be considered a Contractor performance issue and may result in the assessment of liquidated damages, performance issue entry in the Commonwealth's Contractor Responsibility Program System, and/or Purchase Order Cancellation.

See Standard Contract Terms and Conditions.

VII. PAY ITEMS

DESCRIPTION:

This work is the furnishing of all material, equipment, personnel, liability insurance, safety equipment and best operational practices necessary for the efficient flagging of traffic during active maintenance projects.

PERSONNEL:

A minimum complement shall consist of a Two (2) Person Crew. Up to two (2) additional crew members may be requested by the Project Manager or Designee; a minimum of twenty-four (24) hours will be provided for these requests. All personnel must be proficient in the English language in order to effectively communicate with PennDOT personnel.

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Ensure all personnel operating equipment are licensed and insured in accordance with applicable PA Motor Vehicle Codes and the Terms and Conditions of this contract.

The Two (2) Person Crew shall include:

One lead worker that is familiar with the areas and conditions in which the work crew will be operating. Lead worker must possess the knowledge and skills needed to maintain and field-adjust all flaggers and equipment to maintain continuous and productive operations.

Do not report for work without a minimum complement of two (2) crew members.

PAY ITEM, UNIT OF MEASURE: Hour (Person-hours) Item 1. 2 Flaggers for Traffic Control: One Hour = 2 Flaggers Item 2. 3 Flaggers for Traffic Control: One hour = 3 Flaggers Item 3. 4 Flaggers for Traffic Control: One hour = 4 Flaggers