Version 7, March 9, 2015

Statement of Work

For Mowing of Roosevelt Boulevard

TABLE OF CONTENTS

  1. General Information
  2. Purpose and Overview
  3. Equipment Inspection and Personnel
  1. Scope of Work
  2. Description
  3. Type, Location, and Quantity of Work
  4. Basis of Payment
  1. Standard Specifications for Mowing
  2. General Requirements
  3. Personnel Requirements
  4. Work Schedule
  5. Material Requirements
  6. Equipment and Equipment Inspections
  7. Work Zone Traffic Control Requirements (WZTC)
  8. Evaluation of Work
  9. Invoice and Billing Instructions
  10. Damages to Highway Appertenances
  11. Liquidated Damages
  12. PennDOT’s Strategic Environmental Management Program (SEMP) Requirements
  1. Attachments

Attachment A, Roadside Activity Report (M-609)

Attachment B, Confirmation of Service Report (OS-501)

Attachment C, List of Vehicles and Equipment

Attachment D, PATA Figure

Attachment E, County Location Maps

Attachment F, Tabulation of Quantities

Attachment G, Roosevelt Boulevard Mowing Diagram

1.General Information

  1. Purpose and Overview

The Pennsylvania Department Of Transportation, hereafter referred to as PennDOT, requires roadside mowing services within the guidelines described in Chapter 13.3 of PennDOT’s Maintenance Manual Publication 23 (Pub 23) and this Statement of Work for Miscellaneous Areas. Pub 23 is available on PennDOT’s website at at the “Forms, Publications & Maps” page. Work is to be performed in PennDOT District 6-0 (the District), Philadelphia County. 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 and include following OSHA safety requirements.

The mowing includes the mowing of traffic islands, landscaped areas, and other minor-mowing areas along Roosevelt Boulevard.

Roadside mowing is an essential maintenance activity which contributes to motorists’ safety, sign visibility, vegetation control and roadside appearance. Mowing must be routinely performed during the normal growing season in designated areas to prevent growth and development of noxious or invasive weeds and trees. The District’s project manager for this contract will be the District Roadside Specialist Supervisor (DRSS).

The contract initial validity period shall be for 1 year. Refer to the contract terms and conditions for renewal options.

  1. Equipment Inspection and Personnel

Bidders are required to prepareAttachment C, List of Vehicles and Equipment and submit this document with the electronic bid.

After the bid opening and prior to award, the apparent low bidder shall demonstrate to the DRSS that the equipment to be dedicated to the contract is in good working order and the personnel to be dedicated to these services are sufficiently trained in operating the Contractor’s equipment.The demonstration will include equipment and personnel for any compliance required for traffic safety as defined in the current version of PennDOT Publication (Pub) 213. Within 10 days of the bid opening, the DRSS will notify the apparent low bidder where and when the demonstration will occur.

If the apparent low bidder does not provide an acceptable demonstration, the DRSS may allow the apparent low bidder up to five (5) days for a second demonstration. If the apparent low bidder fails to pass the second demonstration, the apparent low bidderwill be deemed nonresponsive or not responsible and their bid will be rejected. The contract willthen be awarded to the next lowest responsible bidder submitting a responsive bid that successfully passes the equipment and personnel demonstration.

If changes to equipment and/or personnel are made after the award, the Contractor shall comply with the demonstration requirements as described above.

Subcontracting is not permitted under this contract.

2.Scope of Work

  1. Description

The mowing authorized by and within the scope of this contract consists of satisfactorily furnishing all specified materials, equipment, supplies, personnel, liability insurance, safety equipment and practices necessary for the mowing of roadsides or other areas as specified in Chapter 13.3 of the current PennDOT Maintenance Manual (Pub 23), or as otherwise directed by the DRSS.

  1. Type, Location, and Quantity of Work

The specific roadways, acreage, types of mowing and anticipated cycles are listed in Attachment F, Tabulation of Quantities. Good-faith efforts have been made to estimate the acreages shown on the Tabulation of Quantities. This estimate may not reflect the actual quantities and the Contractor is responsible to review the mowing areas and provide any questions prior to the pre-bid meeting. The Contractor shall mow the highways and other areas in accordance with thecounty map as provided in Attachment E, County Location Map.

The DRSS may add routes or areas to be mowed (termed “Mowing - As Directed ”) which are not listed on Attachment F, Tabulation of Quantities. PennDOT will authorize this As Directed work by updating the purchase order quantities and notifying the Contractor.

All inquiries relative to the technical aspects and locations of the mowing program shall be directed to the Purchaser. PennDOT reserves the right to modify without limitation the acreage in the Tabulation of Quantities as necessary for any reason, including available program budgets, annual cycle schedules, construction projectsor weather constraints.

  1. Basis of Payment

The payment for the “Mowing” contract item will be based upon cycles (the number of times mowing each area). Mobilization and trimming is incidental to this item. Mowing cycles may vary per area per growing season (see Attachment F, Tabulation of Quantities for the estimated number of cycles for each area). PennDOT reserves the right to increase or decrease the number of mowing cycles by updating the purchase order quantities and notifying the Contractor. Notification will include e-mail, fax or mailed delivery.

The “Mowing - As Directed”item includes work assigned by written notificationfrom the DRSS for a roadway or area not listed on the tabulation sheet.

Work Zone Traffic Control shall be considered incidental to the mowing bid item.

A decrease in payment would only occur as a result of the elimination of an entire mowing cycle.

Payment for trash removal and disposal shall be based upon crew hours(6 man crew) worked.

3.Standard Specifications for Mowing

  1. General Requirements

All mowing shall be performed in accordance with the current version of PennDOT Pub 23 – Maintenance Manual, Chapter 13, Section 13.3 (except in cases where it conflicts with direction contained within this contract , in which case the contract prevails).

Prior to starting the first mowing cycle, a pre-service meeting will be held to review the work areas. TheContractor Representative (as defined in Section 3.B of this Statement of Work) shall be in attendance.

If the Contractor observes a dead animal within the limits of mowing, the Contractor shall notify the DRSS for its removal prior to the start of mowing operations.

Mowing is not permitted inside roadway construction work zones without the permission of the DRSS.

Trash removal is to be performed prior to the start of mowing operations, but only as directed by the DRSS. Trash removal is defined as the removal of all trash and debris which may impede mowing operations, create a hazard to the motoring public, or cause a larger amount of debris than there was previously (e.g. tires, pillows, trash bags). The Contractor is responsible for the proper disposal of all trash obtained. Trash pick-up and disposal is included as a bid item in this contract. The unit for trash pick-up is “CrewHours” (not “Cycles”). The Contractor will supply a six person crew . The quantity shown on Attachment F, Tabulation of Quantities is an estimate only, and is based on asix-person crew. Perform trash pick-up throughout the year only if directed by the DRSS. Any unidentifiable or hazardous material encountered should be left in place and the Contractor should contact the DRSS.

Mow all designated areas, and as directed by the DRSS. The mowing areas are indicated on Attachment F, Tabulationof Quantites, and include:

  1. Traffic islands
  2. Landscaped areas
  3. Other minor-mowing areas

Do not mow the following areas:

  1. Areas closer than eighteen inches to individual trees, shrubs, delineator posts, and sign posts.
  2. Areas within plant beds.
  3. Areas behind guiderail except where noted in the description of areas to be mowed.
  4. Slope areas steeper than a 3:1 ratio (Horizontal to Vertical).

Remove any low-lying limbs that will interfere with mowing operations. This work will be incidental to the mowing line item.

Mow all areas to a uniform height of 4 inches.

Grass clippings are to be distributed evenly. Do not discharge clippings onto the roadway. Bulky piles of grass clipping debris will be the responsibility of the mowing Contractor to remove or disperse. This does include clippings that would be inadvertently discharged onto the shoulder or roadway.

Trimming around curblines, sign posts, guide rail, light poles, slop area benchlines and inaccessable areas is to be performed during each mowing cycle.

This work requires the use of smaller gasoline powered grass string (or blades as necessary) trimming devices.

One person of the crew designated as foreperson. Equipment required is as follows:

  • Four (4) gasoline powered string trimmers.
  • One (1) gasoline powered blower.
  1. Personnel Requirements

The Contractor shall assign one of it’s employees as the Contract Representative to be it’s sole contact person designated to interact and communicate with PennDOT on all contract-related activity (scheduling, programming, etc.). The Contract Representative shall have the authority to make all contract-related decisions. The Contractor shall notify the DRSSimmediately in writing of any change of status regarding this position.

The following information shall be supplied and updated by the Contractor to the DRSS prior to April of each mowing season:

1.Contact information including name, title, cell phone number, office phone number, and email address for the following people:

  • Contract Representative
  • Emergency Contact
  • Crew Members (with assigned work area and equipment)

The Contractor shall provide for their Contract Representative and each mowing complement a cellular telephone as a means of communication with the DRSS. The DRSS may require each crew to email or call the DRSS each workday morning to report work locations.

A permanently mounted truck-to-truck two-way communication system shall be provided in all vehicles utilized on this contract.

  1. WORK SCHEDULE

The Contract Representative shall submit a weekly work schedule for each crew to the DRSS on Monday one week in advance of each work week for review and approval by the DRSS.The DRSS will provide the necessary contact information to the Contractor at the pre-service meeting prior to the start of work.

The DRSS may increase the contact frequency at their discretion. Weather-based cancellations must be noted.

Mowing operations are permissible Monday through Friday. The DRSS may authorize work on Saturday and Sunday.No scheduled work shall occur on the following holidays (except with PennDOT’s written 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.

During times of inclement weather or special events, the DRSS may postpone work until a more suitable time. The mowing operation cannot impact traffic between the hours of 6:00 to 9:00 AM and 3:00 to 6:00 PM (with the exception of emergency work). If requested and/or it is deemed to be in the best interest of PennDOT, the DRSS may allow a revised work schedule or require a revised work schedule as follows:

1.Extend the workday to eight hours or more.

2.Limit the workday to eight hours or less.

3.Extend the work week to six days per week

Each mowing cycle must be completed within14 days of the Notice to Begin Cycle, which will be by written notification from the DRSS; (extensions may be granted due to weather conditions).

  1. Material Requirements

The Contractor shall furnish all equipment and supplies including lubricants, anti-freeze, fuels and other items needed for satisfactory performance of equipment.

  1. Equipment and Equipment Inspections

Furnish the type, condition, quantity and operators of equipment to fulfill the terms of the contractincluding specified cycle durations. Maintain the equipment in good condition, subject to acceptance, before and during use in connection with the project.

For mowing on divided highways and ramps, provide mowers which are capable of cutting on the left side of the tractor as well as the right side of the tractor.

Ensure that the vehicles used for mowing are in operable condition and are in accordance with the Pennsylvania Motor Vehicle Code. The company name, logo and contact information shall be visible on all vehicles used on the contract.

  1. Work Zone Traffic Control Requirements

The Contractor shall provide all traffic control setups, shadow vehicles, signage, warning lights, flags, and flashing lights necessary to ensure maximum safety to the public, and exercise all precautions to minimize interference with the normal flow of traffic.

The Contractor shall utilize Work Zone Traffic Control (WZTC) measures in accordance with the current version of Pub 213 (dated June 2013)and with the appropriate Pennsylvania Typical Application (PATA) traffic control drawings (see Attachment D for applicable PATA). In addition:

1.Do not close any lanes of travel without coordinating with the DRSS.

2.A shadow vehicle is required when the mowing operation encroaches in the travel lane (crosses the white edge-line).

This WZTC work shall be provided for each cycle. Should the length of operations become excessive or if interruptions of traffic become too frequent, cease all operations in the area until necessary remedial action has been taken as directed by the DRSS. Ensure all existing traffic lanes remain open during non-working hours.

One shadow vehicle equipped with a flashing or revolving yellow light shall be available for each tractor/mower (per Attachment D, PATA Figure).

If a tractor is not performing mowing, it’s utilization of and travel on the roadway (shoulder or travel lane) is not considered “encroachment”; a shadow vehicle/attenuator is not required as long as the non-working equipment is following the rules of the road.

Mobilization of equipment on or under a bridge or underpass is not considered “encroachment”.

Always mow in a direction matching traffic flow when mowing immediately adjacent to a roadway shoulder. Also mow in accordance with Attachment G, Roosevelt Boulevard Mowing Diagram.

  1. Evaluation of Work

PennDOT may provide an inspector to monitor the daily work of any crew.

Unannounced inspections of the mowing operations may be performed by the DRSS or designee at any time. This shall include the inspection of the equipment, personnel, and the safety of the mowing operation. The DRSShas the authority to stop the mowing operation at any time and for any deficiency of this contract. Deficiencies found shall be corrected before the mowing operation resumes or at the discretion of the DRSS.

Mowing not satisfactorily completed as per contract shall be re-mowed at no additional charge to PennDOT.

  1. Invoice and Billing Instructions

The Contractor must complete a Roadside Activity Report (Form M-609) at the completion of each day’s work. The schedule for submitting the M-609 will be established during the Pre-service meeting between PennDOT and the Contractor.

A completed Confirmation of Services Form (Form OS-501) and all related M-609’s shall be submitted on a monthly basis by the Contractor to the DRSS for review and verification. The DRSS will notify the Contractor if any corrections are needed. Each OS-501 shall be itemized with adequate detail and match the line items on the Purchase Order. Untimely or incomplete submissions of the OS501 and supporting documentation (including M-609) may delay processing of a “proper invoice” per the Payment section of the Terms and Conditions.

Invoices shall be submitted on a monthly basis by the Contractor. For further invoicing instructions see the Billing Requirements section of the Terms and Conditions.

PennDOT reserves the right throughout the life of the contract to change Forms M-609 and OS-501, and their instructions, content and requirements.

  1. Damages to Highway Appertenances

The Contractor shall exercise every precaution to ensure that the mowing operation does not result in any damage to highway apperntenances. Examples include (but are not limited to): guiderail, signs, delineators, structures, desirable plants, ornamental plantings or beds, roots, basal areas, branches of existing trees, etc.

Where damage occurs due to field operations, the Contractor must contact the DRSS immediately. The Contractor shall be held liable for the replacement or repair of the damaged items (e.g. - must repair the area and replace all items to equal or better condition) at no additional cost to PennDOT. Damages not repaired by the Contractor within 30 calendar days of notification, will be completed by PennDOT and the total cost will be invoiced to the Contractor.

  1. Liquidated Damages

Liquidated Damages will be assessed in accordance with the Terms and Conditions.

Additionally, liquidated damages will be assessed for any requested complement (equipment and/or personnel) that is not produced within five (5) days of written notice of the DRSS. Written notification will include e-mail, fax or mailed delivery.

  1. PennDOT’s Strategic Environmental Management Program (SEMP) Requirements

The Contractor must be aware of and comply with the District’s Strategic Environmental Management Program(SEMP). The DRSS will provide the District SEMP to the Contractor.

4.Attachments

Attachment A, Roadside Activity Report (M-609)


Attachment B, Confirmation of Services Report (OS-501)