Technical Submittal- Herbicide - 2.docx

TECHNICAL SUBMITTAL

I-1. Statement of the Project The Pennsylvania Department of Transportation requires herbicide application services within PennDOT District 10-0 which includes Armstrong, Butler, Clarion, Indiana and Jefferson Counties. The work shall consist of furnishing all specified materials, equipment, personnel, and safety equipment necessary to control and/or mitigate the effects of invasive plants or invasive pests of plants. The herbicide application services may include, but are not limited to plant growth regulators, non-selective, selective, woody plant bud inhibiter, basal stem and invasive weed control in turf, brush and around roadside structures.

The services provided must 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. These procedures include following OSHA, State and Federal safety requirements related to the application and regulation of pesticides.

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

All of the Selected Offeror’s work must also be performed in accordance with PennDOT’s National Pollutant Discharge Elimination System (NPDES) Permit PA0270792, as well as in accordance with any permit renewals or replacements that occur during the term of the contract. Copies of relevant permits must be made available upon request.

Unless authorized in writing by the District’s Roadside Specialist/Supervisor (DRS) or their designee, Certified Commercial Pesticide Applicators assigned to this service must not be replaced during the duration of the Contract as long as the Selected Offeror employs the Certified Pesticide Applicators in an applicator position.

State in succinct terms your understanding of the service required by this RFP.

Offeror Response

I-2. Qualifications A. Company Overview. This section should introduce the Offeror. List the number of employees, the primary business location(s), the primary markets served and how long the Offeror has been in business. Also, clearly identify the products, services and expertise the Offeror brings to this project.

B. Prior Experience. Include experience in herbicide application services. Experience shown should be work done by individuals who will be assigned to this project as well as that of your company. Studies or projects referred to must be identified and the name of the customer shown, including the name, address, and telephone number of the responsible official of the customer, company, or agency who may be contacted.

I-3. Personnel Describe in narrative form the number of executive and professional personnel who will be engaged in the work and indicate where these personnel will be physically located during the time they are engaged in the Project. Indicate the responsibilities each individual will have in this Project and how long each has been with your company. Offerors must provide an organization chart which reflects the relationship of the personnel indicated below within the organization’s overall structure. Offerors must also provide resumes for the roles below.

A. Contractor Project Manager:

1. The Contractor shall name one person as the Project Manager.

2. The Project Manager shall be the Department’s sole point of contact for all service-related activity including but not limited to, scheduling, programing, and other program related activities.

3. This person shall have the authority to make all service-related decisions and Contractor personnel shall not change these decisions.

4. The Project Manager shall be accessible by phone and e-mail. Phone numbers and e-mail addresses shall be provided to the DRS or their designee prior to the start of any work. All costs associated with the job duties of the project manager shall be incidental to the pay items.

B. Foreman:

1. The Foreman of the crew must be a certified applicator.

2. The Foreman must demonstrate the skill and ability to, without assistance, operate, calibrate, and perform field maintenance on all equipment associated with the application complement. Failure to demonstrate these abilities shall result in the removal of the Foreman from all application work on a spray unit until such time as the skills and abilities can be demonstrated to the DRS.

3. The Foreman for each crew must be supplied with a cellular phone. The telephone number must be given to the DRS upon issuance of the Notice to Proceed.

C. Certified Applicators:

1. The Contractor shall supply two professionally and physically able operators with each spray truck unless otherwise stated within each specific pay item. One of these operators shall be a certified applicator and be able to communicate clearly with the Department.

2. The certified applicator(s) must demonstrate the skill and ability to, without assistance, operate, calibrate, and perform field maintenance on all equipment associated with the application complement. Failure to demonstrate these abilities shall result in the removal of the certified applicator from all application work on a spray unit until such time as the skills and abilities can be demonstrated to the DRS. The removal of a certified applicator must not result in a disruption of service.

3. Be certified by the Pennsylvania Department of Agriculture to apply herbicides for Category 10 (Right-of-Way)

I-4. Subcontracting.

Although other opportunities exist such as traffic control and material acquisition etc., subcontracting of the actual herbicide application will not be permitted.

I-5. Licensing Offerors must provide copies of valid licensing and certifications for the following within the corresponding JAGGAER question and again prior to the start of each herbicide application season, April 15.

A. Organization

1. Pesticide Business License

2. PA Certified Pesticide Applicator Licensing Form

3. Contact list including the first and last name, cell phone numbers and clear identification of the Project Manager and all certified applicators

B. Individual Applicator Licenses

1. Applicator License Category 10: Right of Way & Weeds

C. These certifications are required for ALL applicators. All applications must be made by or under the control at the application site of a certified applicator.

I-6. Training.

Describe in succinct terms how your organization intends to meet the training requirements. It is the responsibility of the Selected Offeror to properly train all herbicide applicator personnel. Training is to be completed prior to the pre-season meeting (discussed in Section I-12 of the Technical Submittal) each year.

A. Applicators must demonstrate the ability to operate and perform field maintenance on all equipment associated with the spraying complement independently and without assistance. This may include passing a written or oral exam given during the pre-season meeting.

B. Failure to pass an exam and/or properly set up and calibrate equipment must result in the removal of an applicator from the Contractor Licensing and Certification Form. The applicator will not be permitted to perform any type of herbicide application work until they can demonstrate to the DRS or designee that minimum knowledge and performance standards have been met.

C. Required minimum herbicide application knowledge trainings and performance standards must include but are not limited to:

1. computer flow control programming & adjustment;

2. spray head-setup & nozzle adjustment for each program configuration including:

a. guiderail;

b. bed-mounted Norstar

3. calibration for each herbicide type including:

a. non-selective – designed to control growth of most plants;

b. selective - designed to control growth of specific types of plants; and

c. krenite – designed to control growth of brush wooded species.

d. Plant growth regulators (PGR)

4. tank filling and material mixing;

5. low volume basal, low volume foliar & granular applications;

6. safety and proper Personal Protective Equipment (PPE);

7. complement troubleshooting and maintenance; and

8. complement repair and field adjustment.

D. If an applicator needs to be replaced, PennDOT will not pay for training time.

I-7. General Service Requirements.

Describe in succinct terms how your organization and personnel intend to be compliant with the following requirements.

A. The Selected Offeror’s applicators will be responsible for varying rates of application based upon all site conditions such as spray material, vegetation to be controlled, weather, speed of equipment, wind velocity, traffic conditions, and other factors listed on product labels is determined.

B. Has the ability to read PennDOT supplied maps and understand the PennDOT State Route (SR) system.

C. The Selected Offeror will provide daily recordings on county maps, supplied by the DRS, of the routes completed and the scheduling of herbicide application within the county as coordinated with the DRS and county.

D. Familiarization with the areas to be treated within each county to maintain smooth and efficient operations.

E. Schedule meetings with the DRS prior to working in the county and the resolving of the sequence of herbicide applications, the routes to be treated, and the respective traffic controls and protection equipment and devices required in accordance with PennDOT Publication 213 PennDOT Bureau of Maintenance and Operations (BOMO) Temporary Traffic Control Guidelines.

F. Complete understanding of the procedure for reporting of work progress in the PennDOT Roadside Activity Report (Form M-609): This is a mobile electronic app for tracking work performed by the Contractor G. Maintain a current copy of Pesticide Hypersensitivity Registry and follow all guidelines related to contacting individuals listed in this publication.

H. Contact the DRS via email 8:00 AM each day to list the roads that are planned to be treated with a pesticide application during that day. This is intended as a daily check-in and status report by the crew Foreman.

I. Possess knowledge and ability to maintain and field adjust the equipment in order to sustain a continuous and productive operation.

J. Possess the professional and technical ability to distinguish between desirable and undesirable vegetation. If in doubt, Contractor Project Manager will be consulted.

K. Review weather prior to start of each workday and continuously monitor the weather conditions throughout the workday to ensure effectiveness of the application and adherence to the label.

L. A complete understanding of the herbicide products used in the District’s Herbicide application program.

M. Any changes to the equipment and/or personnel must be requested in writing to the DRS or designee and only granted with their approval. Provide changes of equipment and personnel equivalent to or better. For continuation of operations, the DRS or designee may verbally approve changes to equipment or personnel.

N. The Department reserves the right to have any Contractor personnel removed from the project at any time at its discretion.

O. Work Zone Traffic Control Requirements (WZTC):

1. Conduct Maintenance and Protection of Traffic in accordance with the most current versions of PennDOT Publication 212 and PennDOT Publication 213.

2. If working in Clarion or Jefferson County contact the Central Regional Traffic Management Center (CRTMC) at (814) 768-0725 daily to report locations of work when work is completed in that area contact the CRTMC. If working in Armstrong, Butler, and Indiana counties daily to report locations of work when work is completed in that area contact the WRTMC at (412) 429-6030.

3. PennDOT Publication 213 outlines the minimum requirements for maintenance and protection of traffic. The Contractor may be permitted to go above and beyond these requirements should they feel it necessary however the Department will only pay the Contractor for the minimum requirement to be satisfied.

4. Work Vehicles shall pull over when reasonable and safe to allow traffic queues to clear.

5. Shadow Vehicle will be required for any work on ramps per PennDOT Publication 213, “General Notes-General Items”.

6. Additional details on WZTC will be outlined in the specific pay items.

P. The Selected Offeror shall not perform any operations within active construction zones or beautification areas unless directed to do so by the DRS or designee.

I-8. General Equipment and Material Requirements.

Describe in succinct terms how your organization intends to be compliant with the following requirements.

A. Contractor shall furnish the personnel and equipment of the type, condition, and quantity necessary for the proper and productive execution of the contracted work.

B. Contractor shall provide all lubricants, fuel, fluids and antifreeze for equipment. Contractor shall ensure all equipment and operators are in conformance with applicable PA Motor Vehicle laws and federal regulations. Spray Trucks will be required to be of sufficient size to legally haul all required equipment and supplies.

C. All equipment shall be in sound mechanical condition, good working order, with a uniformly painted, neat, and clean appearance. At the request of the DRS all equipment shall be washed /cleaned within forty-eight (48) hours of email notice.

D. Overnight storage of equipment and materials will be the responsibility of the Contractor. The Department may allow overnight parking in designated areas on Commonwealth property but only with the permission of the DRS and such approval may be revoked at any time when it is in the Department’s best interest.

E. All vehicles shall display the Contractor’s business name, City, State, U.S. DOT numbers and Pesticide Business License Numbers as required by the Pesticide Control Act of 1973. All vehicles involved in herbicide operations must have the Pesticide Business License number displayed (in three (3) inch high letters and numbers) on both sides of the vehicle at a readily visible location.

F. Shadow Vehicles, and all advance warning devices associated with them, including but not limited to flashing lights and arrow panels, shall be supplied and be in accordance with the most current addition of PennDOT Publication 213.

G. All vehicles applying herbicides shall be equipped with, at the Contactor’s expense, a real-time GPS (Global Positioning System) Location Verifying Unit Receiver Signal System to record the location of the spay vehicles using GPS satellites. The spray vehicle computer and GPS Location Verifying Units shall be supplied, maintained, and installed by the Contractor, at their expense, for the duration of the Purchase Order. 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 rights to download any stored or recorded information within the vehicles spray monitoring or location monitoring units at any time during the term of the Purchase Order. 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 Department used web browsers and be compatible with Smartphone’s using the iPhone, Android, and Windows Operating Systems. GPS information must be formatted into a file format compatible with ’s existing software.

H. The GPS Units should be capable of accuracies of ten to fifteen meters uncorrected and five meters when differentially corrected. The mobile units must contain a data dictionary capable of collecting and delivering a summary of each day’s activities in the form of a printed report which will be correlated with the form M-609 and used as a basis of payment for work performed. This summary must be submitted to the District Roadside Specialist each day work is completed. The GPS unit printed reports submission must show the following information:

1. State Routes traveled

2. Locations along the traveled state routes

3. Direction of travel along the state routes

4. Location and time correlated

5. Contract name, date, and certified applicator’s name

I. All spray equipment shall be calibrated at a minimum of one time each week and at the beginning of a new spray program. All spray equipment shall also be calibrated upon starting work in a different county. Calibrations shall be documented on Form M-609.

J. Spray vehicles assigned to this service shall not perform other work outside of the specified areas unless released by the DRS and only after tanks and storage are emptied to the satisfaction of the DRS. The emptying of tanks and storage shall be done at the Contractor's cost. Upon return, all tanks shall be empty and cleaned. Any equipment that leaves the District shall be subject to re-inspection at the Contractor’s expense.

K. All spray trucks and shadow vehicles shall be equipped with truck-to-truck communication. A CB radio is preferred. If a different means of truck-to-truck communication is utilized other than CB radio, provide the DRS with a unit of the same to be used for communication with the crew when in the field and in proximity. This unit shall not need to be hard wired to a vehicle. If the unit is battery operated, provide all charging equipment.

L. Offerors shall provide a list of all spray trucks including but not limited to the vehicle identification number as assigned by the Contractor.

I-9. Work Zone Traffic Control (WZTC) Requirements.

Describe in succinct terms how you intend to be compliant with the following requirements.

A. The Selected Offeror must perform maintenance and protection of traffic in accordance with the current version of Publication 213. The Selected Offeror must provide all traffic control setups, shadow vehicles, trailer mounted flashing arrow panel, signage, warning lights, flags, flashing lights, and any other work zone traffic control equipment required by Publication 213 necessary to ensure the safety of the traveling public and minimize interference with the normal flow of traffic. The Selected Offeror must not close any lanes of travel without prior coordination with the DRS or designee.

B. Except for emergency work, no work will be permitted on limited access roadways, interstates, and expressways from 6:00 AM to 9:00 AM or from 3:00 PM to 6:00 PM without written consent of the DRS or designee.

C. All of the Selected Offeror’s vehicles and equipment must be in accordance with Title 67, Pennsylvania Code and the PennDOT’s Publication 212.

D. For all references to Publication 212 use the following link: http://www.dot.state.pa.us/public/PubsForms/Publications/PUB%20212.pdf E. The Selected Offeror’s work vehicles must pull over periodically to allow traffic queues to clear.

F. In accordance with Title 67, active work zone is defined as the area of a highway where construction, maintenance, or utility work activities are being conducted and traffic control devices are required.

1. An active work zone that is the part of a construction project will be identified by an Active Work Zone When Flashing Sign (W21-19); when work is underway, the aforementioned sign’s lights will be flashing.

2. An active work zone that is part of maintenance or utility work must be identified with the appropriate WZTC and PATA figures per Publication 213.

3. The Selected Offeror may be requested to perform operations within work zones by the DRS or designee. The Selected Offeror must be responsible for coordinating as required to confirm that the work zone is not active.

4. If the Selected Offeror is requested to perform operations within active work zones as part of a coordinated work effort with PennDOT’s maintenance unit, the Selected Offeror must be responsible for coordinating (as required) with PennDOT to ensure the safe and efficient completion of work.

I-10. Tasks for Herbicide Spraying.

Describe in narrative form your technical plan for accomplishing the work using the task descriptions set forth below as your reference point. Modifications of the task descriptions are permitted; however, reasons for changes should be fully explained. Indicate the number of person hours allocated to each task. Include a Program Evaluation and Review Technique (PERT) or similar type display, time related, showing each event. If more than one approach is apparent, comment on why you chose this approach.

A. Service Performance Standards:

1. Services are to be performed in accordance with PennDOT Publication 23 – Maintenance Manual, Chapter 13 and all work shall be consistent with standard operating procedures and applicable Federal, State, and Local Laws, rules and regulations for the protections of public health and the environment and includes following OSHA safety requirements and other agencies involved in the application and regulation of pesticides.

2. Work shall also be in accordance with PennDOT’s National Pollutant Discharge Elimination System Permit PA0270792 (NPDES Permit), (Attachment A), as well as any renewals or replacement of the permit.

3. Each spray crew shall have:

a. The Contractor’s adverse incident response plan

b. Appropriate spill kit.

4. The contactor is required to supply all materials. Contractor furnished materials will be paid as a bid item per each spray program

5. Contractor supplied material must be EPA registered; registered for use in Pennsylvania by the Pennsylvania Department of Agriculture and labeled for roadside/right-of-way use. Only herbicides listed on the current PennDOT NPDES Permit are to be used. Herbicides used for the first year must be included with the bid document and be from the current attached PennDOT NPDES Permit list. An updated list of approved herbicides will be provided to the Contractor before each application season

6. The Contractor shall supply the District Roadside Specialist product labels and Safety Data Sheets (SDS) for all materials that are planned to be used prior to the start of work.

7. Along highways scheduled for herbicide application, crews must exercise caution when encountering sections of roadside that are adjacent to residential and commercial properties. Do not apply herbicides to shade trees or ornamental trees or bushes and plants where the property owners are providing maintenance.

8. PennDOT reserves the right to sample all Contractor supplied herbicide mixtures at the tanks and nozzles to determine the accuracy of mixes.

B. 1000-gallon Spray Truck (Pay Item 1)

1. Spray Trucks shall be equipped with a 1000 gallon or larger total capacity with independently separate, dual tank capability. For the purpose of this work, independently separate shall mean that the tanks shall not share any walls and be standalone. The smaller tank will have a minimum capacity of 200 gallons and a maximum capacity of 300 gallons. The large tank shall be designated as Tank #1 and the smaller Tank shall be designated Tank #2. Tank(s) will be equipped with mechanical or hydraulic agitation and a bottom sump from which the pump influent line (the line that connects the tank to the suction side of the pump) shall connect.

a. Three units of this size will be required at the start of the spray season. It is possible the complement will be reduced to two units any time after July 31.

2. The auxiliary refill system for the tanks shall be constructed with metal pipe and be of the same size as the refill pump effluent housing as below and be permanently mounted on the truck. The fill system shall be constructed to have a visual air gap (minimum air gap of six (6) inches) between the end of the pipe and the tank opening. Backflow preventers will not be accepted. Each complement will be required to have any needed pipe fittings, adapters, reducers, etc. that may be needed to properly connect to water sources. Each refill system shall be equipped with adequate check valves. The suction line (pump influent) shall be a minimum of 20’ in length and the same size of the pump influent housing. The effluent hose shall be at a minimum 25 feet in length and the same size as the effluent housing. The pump shall be capable of refilling tanks(s) from roadside streams in 30 minutes or less. The fill time includes set-up and tear down of pump and hoses.

3. All valves used to shut off system flow at tanks, solenoid valves, and other areas of the system shall be quarter turn one way ball valves.

4. Valves used to divert system flow downstream of the solenoid valves may be two-valves or three-way valves.

5. All valves, hoses, and tanks shall be permanently labeled to indicate their operational function. Labels on hoses shall be marked with arrows indicating the direction of flow. Any equipment that is unlabeled or not in use as needed by these specifications shall be removed so as not to be confused with the operational spray system.

6. The pumping system shall be outfitted with a system capable of discharging the required quantity of spray mixture at the specified pressure.

7. The pump return line to the tank shall be of the same size as the pump effluent housing. A metal ball valve and liquid filled system pressure gauge shall be installed using metal pipe in the return line as close to the pump effluent housing as possible for regulating and reading pressure.

8. The spray unit is to be equipped with a sprayer control system capable of automatically maintaining the application rate and shall include a vehicle speed sensor which is either connected to the vehicle speedometer or has a radar type sensor. The computer shall be capable of operating at least 8 separate booms covering at least 34 feet and have two different application ratios.

9. The spray unit shall be equipped with a nozzle system for applying non-selective and/or selective herbicides as directed by the DRS. This system shall contain a check valve on each individual nozzle assembly immediately preceding that nozzle assembly. The system shall be capable of simultaneously spraying both the guiderail and the roadway shoulder.

10. All guiderail and shoulder nozzle assemblies shall be constructed so that they can be adjusted up and down along both the vertical and horizontal axis. Each nozzle assembly must be designed to overlap each adjacent nozzle.

11. The guiderail application system shall be constructed to provide coverage inside and behind guiderail post. Each nozzle assembly shall be capable of applying an eighteen-to-thirty-six-inch pattern. All guiderail nozzle assemblies shall be capable of extending out from the side of the truck a minimum of eighteen inches (18”).

12. The shoulder application system shall be constructed of solid metal pipe and pipe fittings permanently attached to the square tubing to utilize four (4) three-quarter inch (3/4”) nozzle body assemblies. Each nozzle assembly shall spray an eighteen to thirty-six-inch pattern behind the truck to completely cover the area between the left and right guiderail application nozzles.

13. Each truck shall have at least one spare set of adjustable bars for the outside guiderail nozzle assemblies to facilitate field repairs if needed during the workday. If the spare set is used, it shall be replaced within forty-eight (48) hours.

14. All trucks used for this application shall be equipped with a system capable of operating a minimum of eight (8) separate spray sections independently or simultaneously. Independent spray sections shall be as follows: 2ft, 2ft, 4 ft, 4ft, 4ft, 6ft, 6ft, 6ft totaling a streak-free pattern covering at least 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 heads shall be mounted on both sides of the truck per the manufacturer’s instructions. The Spray System shall be capable of a minimum of thirty (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) ninety (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 with an independent switch for each boom section.

15. The mounting point of the spray head shall be at a point half the length of the total truck bed. Hoses providing material to the spray head shall be no larger than one-half inch (1/2”) in diameter.

16. Each truck shall have at least one hose connection point that is independent of the computer flow control. Each truck shall have a minimum of two hundred (200) feet of PVC / Polyurethane blended core double nylon braid ½” electric reel mounted hose with a six hundred (600) pound pressure rating and include wands and handguns for special projects.

17. One backpack sprayer shall be available at all time as an integral part of complement operations, an additional backpack sprayer shall be supplied during low volume applications for each person on the spray crew. All backpacks shall be equipped with quick couple devices to be able to switch between three application devices. One each for low volume foliar, low volume Basal and the general use wand supplied with the backpack.

a. Low volume foliar Application: capable of instantaneously switching between a minimum of two different application patterns

b. Low volume Basal application: ultra-low volume wand 24” length with shutoff in unit tip.

18. Each Pesticide Complement shall always have the following equipment on the spray truck:

a. Two (2) translucent 5 gallon buckets with 0.25 gallon graduations.

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

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

d. All personal protective equipment as required by the pesticides being applied.

C. Shadow Vehicles with Attenuator – Freeways and Expressways (Pay Item 2)

1. The primary purpose of the shadow vehicle is to provide information to approaching drivers while protecting workers and work vehicles. Any vehicle can be used as a shadow vehicle if it is equipped with a flashing, oscillating, or revolving yellow light which is visible from any direction (360° visibility) and is not being used as a work vehicle. The yellow light must be activated within an active work zone.

2. The following conditions apply to shadow vehicles used on freeways and expressways:

a. Shadow vehicles 1 and 2, as identified in PATA 601, 602 and 603 shall be equipped with a Truck Mounted Attenuator (TMA) rated for the work zone.

b. Shadow vehicles equipped with a TMA as stated in Publication 213; General Notes page 2 of 2 – Truck Mounted Attenuators (TMA) shall be mandatory for placement on shadow vehicles utilized on freeways and expressways, including exit and entrance ramps. The TMA is optional on all other highways. When a TMA is used, the weight of the shadow vehicle must be greater than the minimum weight specified by the TMA manufacturer.

c. While doing work on the freeway and expressway entrance and exit ramps, one TMA shall be required. Since driving between interchanges at normal highway speeds is routine in this operation, the Department is specifying that a towable style attenuator that can travel at normal highway speeds be required. The Shadow Vehicle equipped with a towable attenuator shall meet the requirements for TMA as stated in Publication 213.

d. In most cases, two Shadow Vehicles will be required to meet the minimum requirements of Publication 213.

· The hourly rate will be based on one vehicle.

· When two vehicles are needed each vehicle will be invoiced at the hourly rate.

3. Personnel

a. One person will be required for each shadow vehicle.

b. Personnel shall possess a current driver license with all required endorsements as required by the current laws and be familiar with Publication 213 and operating this type of equipment.

4. Equipment Requirements

a. The shadow vehicle shall be loaded to a weight recommended by the manufacturer of the Truck Mounted Attenuator or Trailer Mounted Attenuator.

D. Shadow Vehicles – Conventional Highways (Pay Item 3)

1. Definition of a Shadow Vehicle – a vehicle positioned within the activity in advance of the work space and work vehicles. The primary purpose of the shadow vehicle is to provide information to approaching drivers while protecting workers and work vehicles. Any vehicle can be used as a shadow vehicle if it is equipped with a flashing, oscillating, or revolving yellow light which is visible from any direction (360° visibility) and is not being used as a work vehicle. The yellow light must be activated within an active work zone.

2. This vehicle shall be quipped as stated in “Work Zone Traffic Control Guidelines” Publication 213 PATA 300 series; Conventional Highways- Mobile Operations.

3. All shadow vehicles shall be equipped with flashing arrow panel in appropriate mode with required W series sign.

4. The hourly rate will be based on one vehicle. In the event, additional vehicles are needed, they will be invoiced at the individual hourly rate.

5. Personnel

a. One person will be required for each shadow vehicle.

b. Personnel shall possess a current driver license with all required endorsements as required by the current laws and be familiar with Publication 213 and operating this type of equipment

6. In addition to equipment listed (Pay Items 1, 2, & 3), contractor to supply all materials for pay item programs noted below. Items will be paid on a per acre basis. Products with in-kind active ingredients or combination products may be accepted with prior DRS approval. Any material not listed will be paid invoice price plus 10% on material contingency line item. PennDOT reserves the right to supply any and or all materials. Materials may not be stored at PennDOT locations without prior approval from respective PennDOT County Manager.

Material Items: Any substitute products must have the same PCID (Pennsylvania Commercial Item Description) numbers as their replacement.

E. Plant Growth Regulators Program (PGR) (Pay Item 4):

1. A map of roadways to be treated in each county will be provided to the Contractor by the District Roadside Specialist each season before work begins.

2. The unit of measure for this item is acres.

3. Spray Requirements for program listed below:

a. Plateau---------------------2 oz / acre

b. Escort XP-----------------0.2 oz / acre

c. Method 240 SL----------12 oz / acre

d. Non-ionic surfactant, drift control, and defoamer at label rates

F. Non-Selective Herbicide Application (Pay Item 5):

1. A map of roadways to be treated in each county will be provided to the Contractor by the District Roadside Specialist each season before work begins.

2. The unit of measure for this item is acres.

3. Spray Requirements for program listed below:

a. Esplanade 200 SC-----------------6 oz / acre

b. Method 240 SL--------------------16 oz / acre

c. Roundup Custom------------------1.5 qt / acre

d. Oust Extra--------------------------4 oz / acre

e. Non-ionic surfactant, drift control, and defoamer at label rates

G. Invasive Weed Control (Pay Item 6)

1. Locations will be as directed by the DRS.

2. The unit of measure for this item is acres.

3. Spray Requirements for program listed below:

a. RoundUp Custom---------------3 qt / acre

b. Arsenal with aquatic label ---------------16 oz / acre

c. Non-ionic surfactant, drift control, and defoamer at label rates

H. Selective Herbicide Application (Pay Item 7)

1. A map of roadways to be treated in each county will be provided to the Contractor by the District Roadside Specialist each season before work begins.

2. The unit of measure for this item is acres.

3. Spray Requirements for program listed below:

a. HighNoon----------------------20 oz / acre OR TerraVue 2.85 oz/ acre

b. Escort XP----------------------0.5 oz / acre

c. Freelexx------------------------3 qt / acre

d. Non-ionic surfactant, drift control, and defoamer at label rates.

I. Selective Brush, Tree Growth & Side Trimming Control (Pay Item 8)

1. A map of roadways to be treated in each county will be provided to the Contractor by the District Roadside Specialist each season before work begins.

2. The unit of measure for this item is acres.

3. Spray Requirements for program listed below:

a. Krenite S-------------------6 qt / acre

b. Cide Kick II---------------1 qt / 100 gallons of water

c. Drift control and defoamer at label rates

J. Basal and Dormant Stem (Pay Item 9)

1. The unit of measure for this item is acres.

2. Spray Requirements for program listed below:

a. Pathfinder II RTU-------------By the Gallon

K. Materials Contingency (Pay Item 10)

1. Contractors’ invoice plus 10%

I-11. Workdays and Workhours.

Describe in succinct terms how you intend to meet the scheduling requirements.

A. Work will be performed Monday through Friday. Work on Saturday and Sunday, as necessary, may be performed only with written consent of the DRS or designee.

1. The daily work schedule will be 6:00 AM to 4:30 PM daily, including a (non-billable) half-hour lunch break (10 billable hours daily for four (4) days). The DRS or designee may waive the lunch break or require an alternate work schedule, with a minimum of twenty-four (24) hours’ notice. The Selected Offeror is expected to work a minimum 10-hour day when working on this contract.

2. Each crew(s) foreperson must make a call-in (working/not working) to the DRS or designee by text message, telephone or email each day; this report is to be made by 6:30 AM. At the end of each working day, a call-out must be made to the DRS or designee by text message, telephone, or email each day by 3:30 PM. In all cases, if the DRS or designee is not available, the Selected Offeror must leave the DRS or designee a text message, voice message, or send an email to communicate work status and location.

3. Each daily call-in must include notification if Work Zone Traffic Control (WZTC) measures will be used during the day; failure to do so may result in non-payment for Work Zone Traffic Control (WZTC) for the day. If the WZTC requirement changes from what was reported in the daily call-in, the DRS or designee must be notified immediately.

4. When working on freeways and expressways, each of the Selected Offeror’s crew foreperson must also make call-in/call-out work reports to PennDOT Traffic Management Center; this report must be made no more than one (1) hour before the start of work, and no more than one (1) hour after the work has been completed.

5. During times of inclement weather or special events, the DRS or designee may postpone work until a more suitable time.

6. No work shall be permitted in areas of maintenance or other scheduled activities and on the following holidays:

a. New Year’s Day;

b. Martin Luther King, Jr. Day;

c. Presidents’ Day;

d. Memorial Day;

e. Juneteenth;

f. Independence Day;

g. Labor Day;

h. Columbus Day;

i. Veteran’s Day;

j. Thanksgiving and Day After; and

k. 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.

I-12 Meetings.

Describe in succinct terms how you intend to meet the requirements for the Kick-Off, Pre-Season and Calibration Verification Meeting, and any ad-hoc meetings. All costs associated with these meeting must be incidental to the project and no payments will be made for time spent traveling to the meeting while at the meeting or after the meeting until directed by the DRS or designee.

A. Kick-Off Meeting. The Selected Offeror, at its own expense, shall assemble their proposed equipment and personnel. The DRS will review the equipment and personnel in reference to the specification requirements. This demonstration shall take place at a time and place determined by the Department and be within 10 business days of the issuance of the Notice to Proceed.

1. A list of equipment modifications and additional personnel training, if needed, shall be developed by the DRS and supplied to the apparent low bidder within two working days of the initial demonstration.

2. All deficiencies discovered must be corrected within five working days of being furnished with the list of equipment modifications and additional personnel training.

3. The time, place and/or method of the follow-up demonstration to resolve deficiencies will be at the discretion of the DRS. If deficiency resolution is not to the satisfaction of the DRS, the PennDOT reserves the right to terminate the contract for cause in accordance with the Terms and Conditions.

B. Pre-Season and Calibration Verification Meeting.

1. All Certified Applicators working within District 10 will be required to attend a pre-season meeting with the DRS or designee at a location within the District’s boundaries. The Selected Offeror is expected to present each spray truck in working order at the time of the meeting.

2. The meeting will last approximately eight hours to ensure the District 10 herbicide program and service requirements are carefully reviewed; time will be extended as deemed necessary by the DRS.

3. A portion of the meeting will be used to establish an understanding of the PennDOT Roadway Management System (RMS), and the Mobile M-609 application

4. The calibration verification portion of meeting will include a review of each spray truck’s system setup, program calibration, and final inspection of all equipment.

5. Each Certified Applicator will be asked to present the spray truck for inspection/calibration and must demonstrate a complete knowledge of the operating systems (electrical, computer and mechanical) as required to provide the services described in this Technical Submittal.

6. The demonstration will also include Work Zone Traffic Control vehicles needed for compliance with traffic safety requirements as defined in the current version of Publication 213.

7. For subsequent pre-season equipment checks, the DRS may state specific corrections needed to equipment based on the equipment specifications. Corrections shall be made within five calendar days after written notification. Written notification will include e-mail, fax, or mailed delivery.

C. Ad-Hoc Meetings. Follow-up reviews or ad-hoc meetings shall be conducted at the discretion of the Department. The Selected Offeror shall be notified five days prior to a follow-up review or ad-hoc. When it is in the Department’s best interest, the equipment and personnel reviews may take place over video conferences using Microsoft Teams or another approved means of video conferencing.

I-13 Reporting A. Roadside Activity Reporting: The following requirements apply:

1. The Contractor shall become a PennDOT Business Partner, obtain credentials to use the application, and follow Accessing PennDOT iPad Applications for Business Partners (Attachment D). This document provides guidance on registering to become a Business Partner and using the application statewide.

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

3. The Contractor shall complete Form M-609 via the application upon completion of each day’s work

B. Property Damage:

1. The Contractor will be responsible for any off-target and property damage to Department, Commercial, or Private entities. All repairs for such damage will be made at the expense of the Contractor. The Contractor will be expected to contact all complainants within 48 hours of notification from the Department and rectify any property damage as soon as possible. The Contractor must notify the DRS of property damage resolution within ten working days of receipt of property damage complaint. Failure to do so may result in reduction or termination of work.

2. Complaint Resolution Summary Reporting

a. This must capture complaints generated from Department as well as directly from property owners. A complete report to include:

i. Date of complaint.

ii. Source of complaint.

iii. Location

iv. Short summary

v. Plan of resolution to the customer’s satisfaction.

vi. Date of resolution completion.

b. The Contractor will submit this report electronically to the DRS at the end of each month.

3. Confirmation of Services Reporting

a. A completed Confirmation of Service Form (OS-501) and all related M-609’s, shall be submitted by the Contractor to the DRS or designee, for review and verification, on a mutually agreed upon duration.

b. The PennDOT DRS or designee will notify the Contractor if corrections are needed.

c. Each Form OS-501 shall be itemized, include sufficient detail, and coordinate with the line items on the Purchase Order.

4. Reporting Forms Modifications:

a. The 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.

I-14 Emergency Preparedness.

To support continuity of operations during an emergency, including a pandemic, the Commonwealth needs a strategy for maintaining operations for an extended period of time. One part of this strategy is to ensure that essential contracts that provide critical business services to the Commonwealth have planned for such an emergency and put contingencies in place to provide needed goods and services.

A. Describe how you anticipate such a crisis will impact your operations.

1. Describe your emergency response continuity of operations plan. Please attach a copy of your plan, or at a minimum, summarize how your plan addresses the following aspects of pandemic preparedness:

a. Employee training (describe your organization’s training plan, and how frequently your plan will be shared with employees);

b. Identified essential business functions and key employees (within your organization) necessary to carry them out;

c. Contingency plans for:

i. How your organization will handle staffing issues when a portion of key employees are incapacitated due to illness; and.

ii. How employees in your organization will carry out the essential functions if contagion control measures prevent them from coming to the primary workplace.

d. How your organization will communicate with staff and suppliers when primary communications systems are overloaded or otherwise fail, including key contacts, chain of communications (including suppliers), etc. and;

e. How and when your emergency plan will be tested, and if the plan will be tested by a third-party.

A. Spill Plan & Spill Kit.

1. The spill plan must detail the steps that will be taken to contain all fluids and material that may accidentally be discharged by any of the equipment. In addition, the spill plan must provide direction to the Selected Offeror’s crew on the cleanup and disposal process of any/all leaked contaminants or material. If an environmental remediation company will be used, the name of the company and contact must be supplied on the spill plan.

2. The Selected Offeror must equip each of their crew with a spill kit. The Selected Offeror's spill kit(s) must be presented to the DRS or designee at the equipment inspection. The spill kit must be capable of containing any and all fluids and material that may accidentally be discharged by any of the equipment to prevent the discharge from entering any inlets or water ways. The Selected Offeror will check the spill kit monthly throughout the term of the contract to ensure it is complete and functional. The DRS has the right to inspect the spill kit at any time.

a. The Selected Offeror must have a spill response and adverse incident response plan developed in accordance the most current PennDOT NPDES permit to include:

i. background and applicable regulations;

ii. incident reporting chain of command;

iii. spill preparedness checklist;

iv. spill response/control methods; and

v. spill response procedures.

B. Strategic Environmental Management Program (SEMP).

PennDOT has implemented a Strategic Environmental Management Program (SEMP) which complies with the ISO 14001:2004 standard. As part of SEMP, the Commonwealth of Pennsylvania has established a Green Plan Policy that can be found at www.dot.state.pa.us . To access program requirements on the website the Selected Offeror must:

1. type in 'SEMP' in search field and select the magnifying glass; and

2. select ‘Pollution Prevention' and review site.

The Selected Offeror must 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.

I-15. Invoice and Billing Instructions.

A. A completed Confirmation of Services Form (Form OS-501, located in JAGGAER under Buyer Attachments), as well as the date ranges of the related GPS Daily Reports and M-609’s, must be submitted by the Selected Offeror to the DRS or designee, for review and verification on a bi-weekly basis. The DRS or designee will notify the Selected Offeror if corrections are needed. The Selected Offeror is responsible for daily documentation of services completed using the M-609 form mobile application for iPad. Failure to provide complete information on the M-609 form will result in delayed or non-payment of services provided for that day.

Untimely or incomplete submission of form OS-501 may delay the processing time of the invoice. Each Form OS-501, prepared by the Selected Offeror must be itemized, include sufficient detail, and coordinate with the line items on the purchase order.

Additional information regarding invoice submission may be found on the Pennsylvania Office of Comptroller Operations website.

B. Billable hours to the Department shall include:

1. Time spent applying herbicides as directed.

2. Filling tanks with water at Department facilities, from…