Contract Administration Plan
Short Line Highway Pavement Marking Services
48400-410-0000023084
Georgia Department of Transportation (GDOT)
Contract Administration Plan
Short Line Highway Pavement Marking Services
(Enterprise Contract)
48400-410-0000023084
April 14, 2015
General InformationMaster Contract Number / 48400-410-0000023048
Contract Name / Short Line Highway Pavement Marking Services – Statewide
Contract Description / Placement of Highway Pavement Markings to include Traffic Paint, Thermoplastic materials, Symbols and Letters, and Raised Pavement Markers.
Contract Type / This is a Services Contract; Qualified Contractor(s) shall receive an Invitation To Bid (ITB). The contract, a purchase order (PO), will be issued to the lowest, response for the services requested.
Contract Commencement Date / January 6, 2015
Contract Expiration Date / January 5, 2016
Renewal Cycle / Annual Service Contract / Initial Contract Term
GO Contract Administrator / Christopher Alger / 404-631-1570
State Maintenance Administrative Engineer / Norman Cressman / 404-631-1388
1st Contractor Information
Company Name / Roy Jorgensen & Associates, Inc.
Contract Number / 48400-410-0000023048-0001
Company Contact / Dave Starling – Contract Administrator
Contact Information / Phone: (912) 261-1020; Cell: (912) 433-51525
email:
Physical Location / 215 Old River Road, Bloomington, GA 31302 (SE Office)
Remit To Address / 3735 Buckeystown Pike, Buckeystown, MD 21717-0070
2nd Contractor Information
Company Name / Parker Traffic Markings, Inc.
Contract Number / 48400-410-0000023048-0002
Company Contact / James Parker - President
Contact Information / Phone: (706) 219-974 Fax: (888) 667.0131
email:
Physical Location / 265 Putnam Road, Cleveland, GA 30528
Remit To Address / Remittance address is the same as the mailing address
3rd Contractor Information
Company Name / Parker Traffic Markings, Inc.
Contract Number / 48400-410-0000023048-0002
Company Contact / James Parker - President
Contact Information / Phone: (706) 219-974 Fax: (888) 667.0131
email:
Physical Location / 265 Putnam Road, Cleveland, GA 30528
Remit To Address / Remittance address is the same as the mailing address
4th Contractor Information
Company Name / Parker Traffic Markings, Inc.
Contract Number / 48400-410-0000023048-0002
Company Contact / James Parker - President
Contact Information / Phone: (706) 219-974 Fax: (888) 667.0131
email:
Physical Location / 265 Putnam Road, Cleveland, GA 30528
Remit To Address / Remittance address is the same as the mailing address
5th Contractor Information
Company Name / Parker Traffic Markings, Inc.
Contract Number / 48400-410-0000023048-0002
Company Contact / James Parker - President
Contact Information / Phone: (706) 219-974 Fax: (888) 667.0131
email:
Physical Location / 265 Putnam Road, Cleveland, GA 30528
Remit To Address / Remittance address is the same as the mailing address
Purchasing Detail
NIGP Code / Description / Special Terms & Conditions
55072 / Legends, Plastic Prefabricated Reflective (Including Pavement Marking Tape)
91276 / Striping Streets, Parking Facilities, Lane Divisions, etc. (Paint)
96861 / Pavement Marking Services (including Removal of Markings)
Contract Detail
Orders / Invitation to Bid (ITB) with Submission of Work Plan and Cost Proposal Worksheet. Notice to Proceed by issue of Purchase Order
Payment Terms / Net 30
Freight / N/A
Purchasing Card / N/A
Additional Detail
Additional Contract Use Opportunity (Piggyback) To / Not Applicable
Contract Renewal / May be renewed up to four (4) additional one (1) year renewals
Purpose
A Request for Qualified Contractors (RFQC) is a process of prequalification used to identify multiple qualified sources to provide materials, goods, equipment or services needed by the Department.
This RFQC has formulated into an Open Agency Contract award that covers the Short Line Highway Pavement Markings Applications throughout the State of Georgia. This contract has no minimum or maximum required level of service. There are two (2) qualified Contractors that have been deemed qualified, allowing them to be eligible to compete for an opportunity to provide service under this RFQC. Contractors are kept on the registry for an estimated five (5) years.
Contract Description
Short Line Pavement Markings Application Services consists of furnishing all labor, material, tools, equipment, and incidentals necessary to perform required pavement markings applications within the limits of the right of way and easement areas of the interstate and state routes in a safe, effective, and timely manner, as detailed in these Specifications. Short Line Pavement Marking Applications will be paid by the shoulder mile.
All pavement marking applications will be performed according to the Open Agency Contract.
GDOT’s Procedure
Please read the following procedures in order to make an informed decision and take the necessary steps when utilizing this RFQC contract for Short Line Pavement Markings Application.
NO FEDERAL-AID HIGHWAY PROGRAM MONEY IS TO BE USED ON THIS CONTRACT.
District Offices
Step 1: Review contract documents and the list of Qualified Contractors.
Step 2: Any District Contract Manager, that wants to use the contract, will prepare:
a. “Scope of Work (SOW)” (reference Attachment A) that describes the Department’s requirements;
b. Cost Proposal Worksheet (reference Attachment C)
These documents, along with instructions in the email, will make up the Invitation to Bib. The District Contract Manager will scan and email the Invitation to Bid (ITB)”documents to all of the qualified Contractors for their response.
Step 3 Schedule site visits with the Qualified Contractors, as deemed necessary, at least three (3) business days before the Qualified Contractors’ deadline to submit their Work Plan and Cost Proposal Worksheet as a response to the ITB.
Step 4: District Office will receive the contractor’s Work Plan and Cost Proposal Worksheet submitted in response to the ITB. District Office will perform the initial evaluation to ensure the work plan supports the Scope of Work submitted and the completed/signed Cost Proposal Worksheet is received as well as make determination of the lowest cost bid.
Step 5: Scan and send electronically the ITBs received (including Work Plans and Cost Proposal Worksheets) to the State Maintenance Administrative Engineer, for review and to validate approval.
Step 6: Only after receipt of validation/approval from State Maintenance Engineer, or his designee, to award the ITB to the lowest cost contractor, the District Contract Manager will submit a TGM Requisition with the approved Work Plan and Cost Proposal Worksheet attached to the requisition. The requisition must have reference in the Requester’s Justification the Contract Number for the qualified contractor. Then the requisition is routed through the normal approval process to have a Purchase Order (PO) generated. The Acquisition Team in the General Office Purchasing Office will approve the requisition and process the Purchase Order if the requisition amount is above the District’s delegated authority. If the amount is within the District’s delegated authority, then the requisition is approved and the District Maintenance Procurement Officer will issue the Purchase Order. Each ITB issued will be a “JOB”. Each Job will have its own Purchase Order. No work is to be done by the Contractor without having a valid purchase order issued in advance of his beginning to work. The District Contract Manager shall provide an accurate description of the type of application required on the PO line items.
State Maintenance Engineer
Step 1: Receive from the District Offices the Work Plans and Cost Proposal Worksheets submitted by the Qualified Contractors’ as a response to the ITB. The State Maintenance Administrative Engineer will either ratify the choice or consult with the General Office Procurement’s Contracts Manager.
Step 2: Once approval is given the State Maintenance Administrative Engineer may, from time-to-time, enter a Team Georgia Marketplace (TGM) requisition to have the Purchase Order created. Generally, the process will reside with the District Contract Manager to enter a Team Georgia Marketplace (TGM) requisition to have the Purchase Order created.
The State Maintenance Administrative Engineer will keep electronic copies of bid tabs and award decisions.
Contractor’s Procedure
Step 1: Participate in scheduled site visits with the District Office, if deemed necessary, to assist with completing documents received with the Invitation to Bid.
Step 2: Qualified contractors will receive an Invitation to Bid (ITB) which will include the project’s Scope of Work and the Cost Proposal Worksheet from the appropriate District Contract Manager.
Step 3: By the deadline specified in the ITB, the qualified contractors will submit to the District Office their Work Plan (reference Attachment B) and completed/signed Cost Proposal Worksheet (reference Attachment C), electronically.
Step 4: If contractor is awarded the ITB, the contractor MUST receive a Purchase Order to initiate working on the project. This serves as a “Notice to Proceed.”
District Contract Manager File Documentation Instructions
Documentation of contract processes, performance and other administrative forms is critical to the success of the contract. Organization of these tasks is critical to the maintenance and integrity of the contract. The process found below is the order in which it is recommended all documentation should be maintained.
1. A folder has been created on PC Common; Maintenance PROCUREMENTS. This is the main folder. Within this folder is Req for Qualified Contractors. Contained in this sub folder is a folder named Short Line Highway Pavement Marking Services. After opening this sub folder, you will see a folder for each district, click on the appropriate folder for your District and note additional folders; Parker Traffic Markings and Roy Jorgensen & Associates. Place all documents to the appropriate folder and sub set folders as shown below.
2. Create 2 sub folders within the titled folder. One for each awarded supplier. Rename each folder with the suppliers' name. Group and Scan all documents by supplier. Example:
Parker Traffic Markings, Inc. / Roy Jorgensen & Associates, Inc.Scope of Work / Scope of Work
Work Plan & Cost Proposal / Work Plan & Cost Proposal
3. Create 2 sub folders within the supplier folder and rename: one folder to "Contract Administration" one folder as "Returned Responses".
4. Contract Administration folder: All documentation related to the supplier performance is to be maintained in the two subfolders:
a. Performance Review: Scan and save Field Inspection Reports to this folder
b. Performance Issues: Scan and save any emails, letters of Default, Cure Letters and/or Show Cause letters.
5. Returned Response folder: Create within the "Returned Responses, 2 sub folders; One folder renamed to "Award" and one folder as "Invoices".
a. When the supplier returns the completed Work Plan and Cost Proposal Worksheet, save the Contractors documents to the "Returned Responses".
b. When the ITB is awarded, save Work Plan and Cost Proposal to the sub folder, "Award".
c. Invoices approved for payment for each job must be scanned and saved to the "Invoices" folder for future reference. Process the original invoices for payment.
7. Example of Complete Contract Folder:
RFQC Short Line Highway Pavement Marking Services
04/14/2015 Page 2
Georgia Department of Transportation
Contract Administration Plan
48400-410-0000023084
Roles Responsibilities of GDOT District Maintenance Office
GDOT will be responsible for the following:
A. District will prepare a Scope of Work listing including: route, lanes, district, county, and all information to clearly identify all required sites. The Scope of Work, Cost Proposal Worksheet and instructions in the email will make up the Invitation to Bid. This should be sent to the Contractors prior to the request for a site visit.
B. Request for a mandatory Site Visit: The District Contract Manager will notify the Contractor when need arises for the work to be performed.
i. Notification may be made electronically (e-mail) to the Contractor. The Notification will be a request by the Department for a site visit. Site visit will be mandatory. Site visits are to allow the Contractor to discuss the work site(s).
ii. The available quantities for the Work are not per location – The sum for the minimum amount of available Work may include multiple locations.
C. Ensure that required Traffic Control measures are taken to keep the traveling public, the Contractor and employees of GDOT safe.
D. Ensure that the Contractor adheres to the contract requirements by inspecting during and after pavement marking operations. Inspections should be during operations and after operations to assess quality and proper completion.
E. Record inspections by taking photos of Contractors with date/time stamp application. The photos will be used to document issues with application performance, these photos must also show contractor in operation. Complete the GDOT Inspection/Compliance Form (Attachment D) after inspecting the work in progress and completed work.
F. GDOT will need to be flexible in timing operations in adverse which prevent the Contractor from beginning and/or completing any job. The Contractor must notify the Engineer, in writing via e-mail, stating the reason for their inability to start or complete the job. The Department and the Contractor must find an acceptable alternative time frame to complete the requirements missed. All changes to pavement marking job must be documented and the paperwork must be included in the file.
G. GDOT shall contact the Contractor at least three (3) business days, if possible, prior to scheduled pavement marking applications if there is a change or cancellation of operations.
H. Communicate in writing when there is an issue or problem with Contractor’s work performance. This is the letter of default. The District Contract Manager will initiate communication with the Contractor in order to minimize issues and to work with the Contractor to work out minor issues. Clearly define the issue and attach documentation of Contractor neglect. Set up a meeting and discuss the issues with a view to working out a satisfactory solution. Send copies of all correspondence related to performance issues to the Contractor to the Contract Administrator for inclusion in the master contract file.
I. The GO Contract Administrator and the Agency Procurement Office (APO) will determine the need to schedule a meeting with the Contractor for discussions of performance or issue a “Cure Notice” to the Contractor to correct issues the District cannot work out directly with the Contractor.
In order to issue the “Cure Notice”, the Department must have three (3) written notices of documentation with supporting inspections reports that show non-performance. Documentation must include efforts and/or steps that were taken to resolve the issue.
J. Review invoices with respect to work accomplished to include locations, type of marking and cost/per application. Take note of any deficiencies in service and determine if they have been addressed.
K. Invoices that are not adequate or incorrect: The District Contracts Manager should clearly define the issue and notify the Contractor in writing via e-mail and request a receipt of GDOT’s e- mail of concerns. Allow the Contractor a maximum of ten (10) business days to correct the issue.