ConductingBusiness

with the

Pennsylvania Departmentof Transportation

www.penndot.gov PUB 4 (11-16)

CONTENTS

Mission Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 About the Pennsylvania Department of Transportation . . 3 Doing Business with PennDOT . . . . . . . . . . . . . . . . . . . 4Vendor Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Disadvantaged Business Enterprise Program . . . . . . . . 6

Small Business Enterprise (SBE) Element . . . . . . . . . . . 9

Small Business Procurement Initiative . . . . . . . . . . . . . 11

Diverse Business Program . . . . . . . . . . . . . . . . . . . . . . 13Engineering and Related Consulting Services . . . . . . . 15Highway and Bridge Contracting . . . . . . . . . . . . . . . . . 17Supply Purchases . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Service Purchases . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Information Technology . . . . . . . . . . . . . . . . . . . . . . . . 30Pennsylvania Contracts E-Library . . . . . . . . . . . . . . . . 31Rented Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Research Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Right-of-Way Contracts . . . . . . . . . . . . . . . . . . . . . . . . 35Directory of PennDOT Offices . . . . . . . . . . . . . . . . . . . 37Field Office Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Field Office Map Key . . . . . . . . . . . . . . . . . . . . . . . . . . 39

The information contained in this Publication may be subject to change . This Publication is available on-line at: www .penndot .gov .

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Mission Statement To provide a sustainable transportation system and qualityservices that are embraced by our communities and addvalue to our customers .

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About the Pennsylvania Department of Transportation

PennDOT was created in 1970 when the former Department of Highways was merged with Transportation related functions from the Departments of Revenue, Commerce, Community Affairs and Military Affairs. With an annual budget of more than $8 billion in state and federal funds, PennDOT oversees programs and policies affecting highways, urban and rural public transportation, airports, railroads, ports and waterways .

Nearly three-quarters of PennDOT’s annual budget is invested in Pennsylvania’s approximately 120,000 miles of state and local highways and 31,000 state and local bridges . PennDOT is directly responsible for nearly 40,000 miles of highway and roughly 25,400 bridges, a system first established in 1911.

Roughly 10,000 of PennDOT’s complement of over 10,000 employees are engaged in the maintenance, restoration and expansion of the state highway system . They work in central headquarters in Harrisburg and 11 engineering districts, with facilities in all 67 counties .

PennDOT administers the state’s more than 11 .9 million vehicle registrations and 8 .9 million driver’s licenses and oversees safety and emission inspection programs .

The agency also operates 14 Welcome Centers along the interstate highways near the state’s borders . Pennsylvania’s centers greet over 3 million visitors a year .

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Doing Business with PennDOTThis booklet has been compiled to provide general

information that wil l assist you in your pursuit of contracting and purchasing opportunities with PennDOT . We view our suppliers as our partners – working together to deliver the materials and services that help Pennsylvania operate efficiently and effectively for the more than 12 million Commonwealth residents .

A wealth of information exists regarding PennDOT and is available for your viewing at www .penndot .gov .

General questions may be directed to the Bureau of Office Services, 400 North Street, 5th Floor, Harrisburg, PA 17120-0041, telephone 717-787-4050 .

We hope you find this booklet useful in starting or expanding your bus iness wi th PennDOT . The Commonwealth’s business community is an important transportation partner . We look forward to doing business with you .

Vendor Registration All vendors/contractors desiring to do business with the Commonwealth must register and obtain an SAP Vendor Number .

If your company has never been a supplier with the Commonwealth, you are encouraged to register your business at the PA Supplier Portal . This allows you to search and respond to Commonwealth bidding opportunities and to manage your important account information . To register with the Commonwealth and obtain a vendor number, visit the PA Supplier Portal website at:

www.pasupplierportal.state.pa.us

Click on the appropriate detailed navigation function on the left-hand side of the screen .

You may also visit the Department of General Services, Supplier Service Center website at:

http://www .dgs .pa .gov/Businesses/Materials%20and%20Services%20Procurement/Supplier%20Service%20Center/Pages/default .aspx#

If you need assistance, call the Department of General Services, Customer Support Center (Help Desk) (877) 435-7363, Option #1 .

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Disadvantaged BusinessEnterprise Program

PennDOT is firmly committed to ensuring that Disadvantaged Business Enterprises (DBEs) certified by the Pennsylvania Unified Certification Program (PAUCP) have the opportunity to participate in contract and subcontracts financed with Federal funds . Prospective DBEs may go directly to www.paucp.com to download the DBE certification application.

The following terms apply to Title 49, Part 26 of the Code of Federal Regulations (CFR),

1 . Disadvantaged Business Enterprise (DBE): - A for-profit small business that is at least 51% owned by one or more individuals who are both socially and economically disadvantaged, or in the case of a corporation, in which at least 51% of the stock is owned by one or more such individuals; and whose management and daily business operations are controlled by one or more of the socially and economically disadvantaged individuals who own it .

2 . Small Business Concern: A small business that does not exceed the cap on average annual gross receipts specified in §26.65(b) pursuant to Section 3 of the Small Business Act and Small Business Administration (SBA) regulations (13 CFR, Part 121) .

3 . Socially economically disadvantaged individual: Any individual who is a citizen (or lawfully admitted permanent resident) of the United States and who is:

a . In the following groups, members of which are rebuttably presumed to be socially and economically disadvantaged: Black Americans, Hispanic Americans, Native Americans, Asian-Pacific Americans, Subcontinent Asian Americans, Women, or any additional groups whose members are designated as socially and economically

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disadvantaged by the SBA, at such time as the SBA designation becomes effective.

b . Determined to be socially and economically disadvantaged on a case-by-case basis .

Please note that certification as a DBE by the PA UCP is separate and distinct from other certification programs. The only source that should be used for verification of current eligibility of a DBE Firm is the PA UCP website at www.paucp.com. Physical certification letters and/or expiration dates should not be requested from DBE Firms. DBE certification does not expire.

DBE Program Objectives

The Department’s DBE program seeks to achieve the following DBE regulatory objectives:

1 . To ensure nondiscrimination in the award and administration of DOT-assisted contracts in the Department's highway, transit, and airport financial assistance programs;

2. To create a level playing field on which DBEs can compete fairly for DOT-assisted contracts;

3 . To ensure that the Department's DBE program is narrowly-tailored in accordance with applicable law;

4. To ensure that only firms that fully meet the eligibility standards of 49 CFR Part 26 are permitted to participate as DBEs;

5 . To help remove barriers to the participation of DBEs in DOT-assisted contracts;

6 . To promote the use of DBEs in all types of federally-assisted contracts and procurement activities conducted by recipients .

7. To assist the development of firms that can compete successfully in the marketplace outside the DBE program;

8. To provide appropriate flexibility to recipients of Federal financial assistance in establishing and opportunities for DBE .

Additional Information 1 . PennDOT’s Bureau of Equal Opportunity (BEO):

– responsible for administering and monitoring the DBE program, in coordination with other Department personnel . For more information about PennDOT’s DBE Program please contact BEO at:

PennDOT, Bureau of Equal OpportunityCommonwealth Keystone Building400 North Street, 5th FloorHarrisburg, PA 17120-0041

penndotucpinfo@pa .gov (717) 787-5891 (phone)(800) 468-4201 (toll free)(717) 772-4026 (fax)

2 . PennDOT’s DBE Supportive Services Center (The Center): PennDOT a contract to provide supportive services to DBE firms. PennDOT DBE Supportive Services Center provides services that will enable DBEs to acquire the proficiency, expertise, and experience necessary to compete on an equal basis with non-DBEs for Federally assisted PennDOT contracts and subcontracts . The Center also assists contractors and consultants in identifying and soliciting DBE firms for participation on federally assisted transportation projects . www .pennsylvaniadbe .com

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Small Business Enterprise (SBE) Element

PennDOT is firmly committed to ensuring that Small Business Enterprises (SBEs) have the opportunity to participate in contract and subcontracts financed with federal funds.

The following terms apply to the SBE Element:

1 . Small Business Enterprise (SBE):

A for-profit business, owned by a U.S. citizen or lawfully admitted permanent resident of the U .S .; does not exceed the SBA size standards for the work they perform; and a firm whose average annual gross receipts for the previous fiscal years does not exceed $22.41 million. PennDOT will certify firms using the same business size, ownership and control criteria used to certify DBEs .

2 . SBE Program Objective:

The department’s Small Business Enterprise (SBE) Element seeks to achieve the following objectives:

a . To facilitate participation by small business concerns on federally-funded projects;

b. To ensure that only firms that fully meet the SBE eligibility standards are permitted to participate as SBEs .

c . To help remove barriers to the participation of SBEs in federally funded contracts;

3 . Bureau of Equal Opportunity (BEO):

Responsible for administering and monitoring the SBE program, in coordination with other Department personnel . For more information about PennDOT’s SBE Program please contact BEO at:

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PennDOT, Bureau of Equal Opportunity Commonwealth Keystone Building 400 North Street, 5th Floor Harrisburg, PA 17120-0041 717-787-5891 (telephone) 800-468-4201 (toll free) 717-772-4026 (fax)

4 . SBE Supportive Services Center:

The Department has established a SBE Supportive Services Center to assist all small businesses in the acquisition of skills and identification of resources that will contribute to their growth and eventual self-sufficiency. PennnDOT has contracted with Cheyney University of Pennsylvania to provide those services . Through a combination of training and education, small businesses will be provided with the tools necessary to compete on an equal basis for federally-funded transportation contracts and subcontracts . The Center will also actively seek out potential small businesses and encourage them to become certified as SBEs.

SBE Supportive Services CenterCheyney University of Pennsylvania, 1837 University Circle, PO Box 200Cheyney, PA 19319-0200www .pennsbess .com 610-399-2178 (telephone)

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Small Business Procurement Initiative The Commonwealth, through the Small Business Contracting Program, maintains a strong commitment to providing opportunities for small businesses to compete for prime contracting opportunities with the goal of promoting the economic growth and success of small businesses .

The Department of General Services (DGS) is authorized by the Commonwealth Procurement Code to oversee the management and development of small business participation . DGS's Bureau of Diversity, Inclusion & Small Business Opportunities (BDISBO) verifies self-certified Small Businesses that with to participate as Minority, Womam, Veteran, Service Disable Veteran, LGBT, and Disability-Owned Business Enterprises through the Small Diverse Businesses program . Eligible Small Business must hold certifications as diverse businesses with one of the Department's approved third-party certification entities .

DGS Provides additional information at the following link: http://www .dgs .pa .gov/Businesses/Minority,%20Women%20and%20Veteran%20Businesses/Small-Diverse-Business-Procurement/Pages/default .aspx . We encourage you to review all the program information presented on this page as well as the links to additional information on the DGS program as well as other small business assistance programs offered through other state agencies.

Eligibility Requirements

Businesses interested in participating as a small business in the Small Business Contracting Program, must first register to do business with the Commonwealth and self-certify as a “small business .” To self-certify and participate in the Small Business Procurement Initiative, a business must meet each of the following requirements:

• The business must be a for-profit, United States business .

• The business must be independently owned. 11

• The business may not be dominant in its field of operation .

• The business may not employ more than 100 full-time equivalent employees .

• The business, by type, may not exceed the following three-year average gross sales:

Businesses will be required to upload the first page of the company's three most recent federal tax returns which are required to verify annual gross sales . You may redact your federal tax identification number, if desired. Acceptable file formats for tax upload include Portable Document Format (PDF) and Joint Photographic Group (JPG) . If a business has not existed for three years, the average gross sales are computed for the period of the business' existence . For newly formed businesses, the determination is based upon projected gross sales . In order for a business to operate in more than one of the five general business classifications, its combined operations cannot exceed the lowest three-year average gross sales for the business types selected .

For more information, you may visit the Small Business Procurement Initiative website at: http://www .dgs .pa .gov/Businesses/Minority,%20Women%20and%20Veteran%20Businesses/Small-Diverse-Business-Verification/Pages/default.aspx#

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• Information Technology Goods & Services

• Procurement Goods• Procurement Services• Construction Goods &

Services

• Building Design Services

$7 Million $20 Million $25 Million

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Diverse Business ProgramPennDOT is firmly committed to ensuring that Diverse Businesses (DBs) have the opportunity to participate in transportation projects financed with state funds under Title 74 or Title 75 of the Pennsylvania Consolidated Statutes . The following terms apply to Act 89 of 2013:

1 . Diverse Business (DB): A disadvantaged business, minority or women owned business or service disabled veteran owned or veteran owned small business that has been certified by a third party certifying organization and is both an ECMS Business partner and, if required, pre-qualified.

2 . Third party certifying organization: The following certifying organizations are approved for inclusion in the DiverseBusiness Program:

a. The Pennsylvania Unified Certification Programb . The National Minority Supplier Development Councilc . The Women’s Business Development Enterprise

National Councild . The Small Business Administratione. The Department of Veteran Affairs

3 . Diverse Business Program Objective:

The Department’s Diverse Business (DB) seeks to achieve the following objectives:

a . The Department, with the assistance of the Diverse Business Supportive Services Center must conduct the necessary and appropriate outreach for purposes of identifying diverse businesses in general construction or professional services;

b. To ensure that only firms that fully meet the eligibility standards of Act 89 are permitted to participate as DBs;

c . To help remove barriers to the participation of DBs in state funded transportation

projects .

4 . Bureau of Equal Opportunity (BEO):

Responsible for administering and monitoring the DB program, in coordination with other Department personnel . For more information about PennDOT’s DB Program please contact BEO at:

PennDOT, Bureau of Equal OpportunityCommonwealth Keystone Building400 North Street, 5th FloorHarrisburg, PA 17120-0041717-787-5891 (telephone)800-468-4201 (toll free)717-772-4026 (fax)

5 . DB Supportive Services Center:

Consistent with Section 303 of Title 74 of the Pennsylvania Consolidated Statutes, the Department is required to develop a Diverse Business Supportive Services Center (DBSSC) . PennDOT has contracted with Cheyney University of Pennsylvania to provide those services . This DBSSC is intended to assist in maximizing the participation of DBs in one-hundred percent (100%) state funded transportation related construction and professional services contracts . This will be accomplished by conducting the necessary and appropriate outreach for purposes of identifying and assisting DBs to achieve certification and to execute the requisite documents to serve as a DB on subject projects .

DB Supportive Services CenterCheyney University of Pennsylvania,1837 University Circle, PO Box 200Cheyney, PA 19319-0200www .padbssc .com610-399-2166 (telephone)

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Engineering and RelatedConsultant Services

PennDOT frequently uses consultants for engineering and related services leading to the construction and/or rehabilitation of transportation infrastructure under the Highway Administration Deputate. Most of the consultants represent engineering firms, but PennDOT also uses non-engineering firms for specialized work and services .

PennDOT’s eleven (11) Engineering Districts, the Bureau of Project Delivery and the Bureau of Maintenance and Operations determine the consultant services required in their area of responsibility .

The Engineering and Construction Management System (ECMS) is used to do business with consultants . Consultants can connect to the ECMS website at http://www .dot14 .state .pa .us/ECMS, register under “Register as a Business Partner,” and present qualifications under “Consultant Services,” and submit a Statement of Interest .

Advertisements for current projects and a list of future planned projects can also be accessed under “Solicitation” on this site . A separate Statement of Interest in accordance with the advertised requirements must be submitted for each project reference number for which the consultant wishes to be considered . Statements of Interest are encouraged from the following types of firms: small, minority-owned, and those who have not previously performed work for PennDOT .

Consultants for engineering and highway construction-related services are selected based upon qualifications. Price is not considered in the ranking process . PennDOT uses the following two (2) selection procedures based on the type of work and services required:

Standard Selection Procedure

This is a three (3) step process consisting of the request for statements of interest, short listing a minimum of three (3) firms to prepare technical proposals, and final ranking.

Using the factors identified in the advertisement, a shortlist of at least three (3) of the best qualified firms is selected by PennDOT based on the recommendation of the originating organization. These firms receive the scope of work electronically . The shortlisted consultants then submit technical proposals to PennDOT . The technical proposal explains what the work is, how the consultant will perform it, and identifies any innovative ideas. The shortlisted firms may also be asked to make oral presentations on major projects . PennDOT ranks the shortlisted firms based on an evaluation of each technical proposal . A price proposal is requested from the highest ranked firm. If the selected consultant’s proposals are not acceptable in all respects, negotiations will be held after which a contract is prepared, executed, and the consultant is notified to proceed. The work is then performed by the consultant in accordance with the contract terms .

Modified Selection Procedure

This is a two (2) step process consisting of the request for Statements of Interest and the final ranking of a minimum of three (3) firms based on the evaluation of the Statement of Interest . Technical and price proposals are requested from the highest ranked firm. If the selected consultant’s proposals are not acceptable in all respects, negotiations will be held after which a contract is prepared, executed, and the consultant is notified to proceed. The work is then performed by the consultant in accordance with the contract terms .

The Statement of Interest must include a firm, or a team of firms, capable of providing all of the required advertised work and services . All team members must be registered as a Business Partner and have their Annual Qualifications Package on file with PennDOT.

The ECMS Public Site has help buttons to assist you through the various functions . If you have additional questions, please contact the ECMS Help Desk at (717)783-7711 .

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Highway and Bridge Contracting

Requirements

Highway and bridge contracting are important PennDOT functions . In order to perform work on a PennDOT highway and/or bridge bid project, a potential contractor or sub-contractor must be prequalified under a set of PennDOT regulations contained in Title 67, Chapter 457. To become prequalified, a Prequalification Application (Form CS-4300), which is available online on the Engineering and Construction Management System (ECMS) website https://www .dot14 .state .pa .us/ECMS/ must be completed . The application consists of three parts: Part (1) Contractor’s Financial Statement, Part (2) Organization and Experience Statement, and Part (3) Affirmative Action Statement . The Contractor’s Financial Statement (Part 1) is not required if application is being made as a subcontractor .

Part (1), the Contractor’s Financial Statement, must be completed by either a certified public accountant, or a public accountant, registered in accordance with the CPA Law of 26 May 1947, PL 318, as amended by Act No . 286 of 1976 . PennDOT uses the financial statement and a specific formula to set a maximum financial capacity for dollar amount of work that the potential contractor can perform at one time. Prequalified contractors must renew their prequalification every two years based on their Alpha prefix as follows: (A thru K every even year) (L thru Z every odd year) .

The prime contractor on any project must perform at least 50% of the proposed work . Subcontractors may perform any work for which they are prequalified. Refer to Publication 408 or the ECMS website for examples of work classification categories . PennDOT Publication 408 (standard special provisions, and related construction publications) may be obtained on the ECMS website by selecting “References,” “Publications,” then “Highway Related .”

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Prospective contractors can access the prequalification application online at the ECMS website, or contact:

Prequalification OfficeBureau of Project DeliveryPennDOT400 North Street, 7th Floor NorthHarrisburg, PA 17120-0094(717) 787-7032

In order to bid on PennDOT highway and bridge projects, all potential contractors and subcontractors must also become Registered Business Partners . This application is also available for download from the ECMS website .

Bid Information

Each quarter, PennDOT publishes a six-month schedule of planned lettings and publishes this schedule on the ECMS website . PennDOT’s DBE Supportive Services Center also has access to this quarterly schedule to assure equality of business opportunities among disadvantaged businesses . (Please refer to the section “Disadvantaged Business Enterprises” in this booklet for more information .)

Highway bid packages consist of PennDOT Publication 408, bid documents, special provisions, and plans . PennDOT may change items and specifications by issuing an addendum to the bid .

Prospective bidders may access plans and specifications for any specific project from the ECMS website. Interested individuals may also contact a printing partner listed in ECMS to purchase printed plans. Potential bidders are notified of the time and place of the pre-bid conference, at which time other information about the work and the bidding process can be requested . Additionally, questions from bidders may be submitted by accessing the bid package screen and selecting the “new” button in the “Questions and Responses” area .

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Bids are accepted from prime contractors who are currently prequalified and are Registered Business Partners. In order to submit a bid, contractors must download the Expedite software from ECMS; download the project specific Electronic Bid System (EBS) bid file and any project specific addendum files. The completed Expedite file must be electronically submitted through ECMS . Bidders acknowledge their understanding of the addendum in the Expedite bid file submitted through ECMS . Late bids are never accepted . Contractors’ bids must be received by PennDOT before the time and date of the opening stated in the bid package. Every bidder specifically waives any right to withdraw their bid after the designated bid opening time, except as provided in PennDOT Publication 408, Section 102 .10 .

Refer to PennDOT Publication 408, Section 102, for complete information regarding bid requirements and conditions . PennDOT Publication 408 may be obtained on the ECMS website by selecting “References,” “Publications,” then “Highway Related .”

If you have any questions regarding these processes, please contact the ECMS Help Desk at (717) 783-7711 .

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Supply PurchasesProcurement Information

Generally, supply purchases over $100,000 are made by the Department of General Services . Please contact them at gs-procure@pa .gov .

• Maintenance Materials. Aggregates, Bituminous Materials, Precast Concrete Structures, Concrete, Anti-Skid Material, Calcium and Sodium Chloride, Culvert and Underdrain Pipe, Guide Fence, Bridge Flooring, Inlets, Lumber, Joint Sealers, etc .

• Traffic Engineering Materials. Traffic Sign Materials, Pavement Legends, Traffic Paints and Beads, Foul Weather Gear, Survey Stakes, Channel Bar Posts, Safety Equipment and Supplies, Fire Extinguishers, Miscellaneous Paints, etc .

• Automotive and Aircraft Supplies. Gasoline, Aviation Fuel, Diesel Fuel, Tires, Batteries, Motor Oils, Cutting Edges, Blast Abrasives, Sweeper Brooms, Propane Gas, Power Equipment, etc .

• Office Equipment and Supplies. Office Furniture, Engineering Equipment, Laboratory Equipment, Mailroom Equipment, Audio/Video, Cameras, Catering, Multi-Function Devises, etc .

• Facility and Landscape Supplies. Herbicides, Natural Gas, Security, Pest Control, etc .

• Building Maintenance Supplies. Janitorial, Plumbing, Lamps and Ballasts, Deodorizers, Floor Equipment and Supplies, Paper Towels and Tissues, etc .

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Generally, Information Technology supply purchases over $100,000 are made by the Office of Administration, Information Technology . Please contact them at 717 .787 .5440 for more information on the following listed supplies:

• Information/Technology Supplies. Customer Service Systems, Telephone Systems, Wireless Communications, Computer Hardware and Peripherals, Computer Software, Radio Equipment, Wireless Communication Services, etc .

All supplies purchased for use within the Commonwealth of Pennsylvania must comply with The Commonwealth’s Act 159, “The Worker and Community Right to Know Act” (See 35 P .S . §§ 7301-7320), including its related regulations found in Title 34 of the Pennsylvania Code, Labor and Industry, at Chapter 301 (34 Pa .Code § 301); and, the federal Hazard Communication regulations (promulgated under the Occupation, Safety and Health Act ) set forth in 29 CFR § 1910.1200 (all of which require labeling, notification, and completion of Material Safety Data Sheets for hazardous substances and mixtures) .

All Departments, Boards and Commissions send require-ments to the Department of General Services for bidding non-contract supply purchases over $100,000 . The Department of General Services sends bid solicitations electronically to bidders on their bid list; the bid proposal indicates security requirements . The Department of General Services opens bids, awards to lowest responsive and responsible bidder and issues purchase order . The Department of Transportation, upon inspection and acceptance of material, completes receipt and the Comptroller processes invoices for payment .

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Contract Supply Purchases Supplies purchased on a recurring basis are covered by statewide contracts . Contract periods can range from several months to several years depending on the type of supply . Bidding opportunities are solicited by the Department of General Services approximately 2 to 3 months prior to the beginning of the contract period . Vendors interested in bidding opportunities or viewing current statewide contracts should visit PA eMarketplace at:

www .emarketplace .state .pa .us

Select the appropriate link on the left side of the page . Questions regarding specific solicitations should be directed to the contact person listed on the advertisement page of that solicitation .

Note on Roadway Material: All materials used in the roadway (aggregates, bituminous material, concrete, guide fence, steel pipe, traffic paint, signs, culverts, etc.) must be purchased from producers of construction materials listed as an approved source in the appropriate Bulletin, prior to the opening of bids . (Obtaining approval of roadway materials is explained in “Laboratory Approval of Roadway Materials” in this book .)

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Non-Contract Supply Purchases PennDOT purchases non-contract supplies up to $100,000 through its local offices:

Engineering District Offices (See Publication 22 for addresses and contact information .)

County Maintenance Offices (See Publication 22 for addresses and contact information .)

PennDOT Central Office Bureaus (see website at www .dot .state .pa .us)

Purchases up to $10,000 require no bids and payment often may be made with a Purchasing Card . Purchases from $10,000 .01 - $100,000 require formal written bids .

Purchase requests exceeding $100,000 can be initiated by any organizational unit (engineering district, county, central office bureau) but must be approved and processed through the Department of General Services for competitive bidding and awarding . Note on roadway material: All supplies used in the roadway (aggregates, bituminous material, concrete, guide fence, steel pipe, traffic paint, signs, culverts, etc.) must be purchased from producers of construction materials approved by the Bureau of Project Delivery, 81 Lab Lane, Harrisburg, PA 17110-2543, (717) 783-9673 prior to the opening of bids . (Obtaining approval of roadway materials explained in “Laboratory Approval of Roadway Materials” in this book .)

Approval of Construction Materials and Producers

Producers and materials approved for use on Department construction projects can be found in the following Bulletins:

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• Bulletin15,ApprovedConstructionMaterials (Publication35) Listing of prequalified construction materials that meet the requirements of Publication 408, Specifications • Bulletin14,AggregateProducers(Publication34)

Listing of aggregate sources that meet the requirements of Publication 408, Section 703

• Bulletin41,ProducersofBituminousMixtures (Publication41)

Listing of Bituminous plants that meet the requirements of Publication 408, Section 401 .3(c) and/or Section 409 .3(c) and Publication 27, Bulletin 27 Chapters 1 or 1A

• Bulletin42,ProducersofReadyMixConcrete (Publication42) Listing of Ready Mix Concrete plants that meet the requirements of Publication 408, Section 704

The Bulletins may be accessed by Publication number on the Department’s home webpage (www .dot .state .pa .us) by clicking on the “Forms, Publications & Maps” link:

Construction materials (Bulletin 15) are approved for use through a product evaluation process . Aggregates (Bulletin 14), bituminous mixtures (Bulletin 41), and ready mix concrete (Bulletin 42) are approved for use through a source approval process .

ProductEvaluationProcessforBulletin15Listing

The Product Evaluation process is designed to provide a comprehensive review and approval of new construction products or systems for listing in Bulletin 15 .

The Product Evaluation Application (Form CS-4170) is the means to submit products for consideration for approval and listing in Bulletin 15 . The Product Evaluation Application requires company information, product description and technical information, and Quality Control plan information . Only

Manufacturers, Fabricators, Coaters, Pre-casters, and other specific entities listed on Form CS-4170 may submit a Product Evaluation Application to be considered for listing in Bulletin 15 . Suppliers, distributors, or companies that outsource the manufacturing of their products and private label products that are manufactured by other companies are not eligible for approval and listing in Bulletin 15 .

All new products proposed for listing in Bulletin 15 are evaluated by PennDOT on a product specific basis. Products submitted for evaluation fall into one of two categories: Product Evaluation Qualification (PEQ) or Product Evaluation (PE).

• A PEQ is a product that meets current PennDOT Publication 408 Specifications, Standard Drawings, or Standard Special Provisions . If a product is categorized as a PEQ, the application will be processed and PennDOT will proceed with the product evaluation – a review of its design, performance, and test data versus the specification.

• A PE is a product that does NOT meet (in part or in whole) current PennDOT Specifications, Standard Drawings, or Standard Special Provisions . PE products require a more extensive review process . If a product is categorized as a PE, a needs assessment will be performed by a product review panel . If it is determined that a product may serve the needs of PennDOT, the product will be further evaluated . Evaluations include a review of test data, other agency approvals, and, frequently, field trials to obtain sufficient confidence with the product to advance its implementation, since a PennDOT specification may need to be developed or modified.

The Product Evaluation Application (Form CS-4170) may be accessed on the Department’s home webpage (www .dot .state .pa .us) by clicking on the “Forms, Publications

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& Maps” link . Additional information may also be accessed by clicking Pub 35 (Bulletin 15) on the same link and reading the Bulletin 15 Preface. Eligible firms who need assistance completing the application or have questions concerning the product evaluation process may contact the New Products Coordinator at (717) 787-7150 .

SourceApprovalProcessforBulletins14,41,and42. The Source Approval Process is designed to provide a comprehensive review and approval of producers of aggregates, bituminous mixtures, and ready mix concrete for listing in Bulletins 14, 41, and 42, respectively .

The acceptance procedure for aggregate, cement concrete and bituminous concrete materials is initiated at the PennDOT Engineering District level . Prospective producers of aggregates, bituminous mixtures, and ready mix concrete must request an investigation from the appropriate District Materials Manager/District Materials Engineer . The investigation may consist of an inspection of the producer’s facility, a review of the producer’s quality control plan, and testing of qualification samples from the producer .

Service Purchases PennDOT solicits many services which involve Contractors furnishing labor, time, and/or effort to accomplish a requirement as set forth by PennDOT in a specific scope of work . Service purchases can be initiated by any organizational unit (Engineering District, County or Bureau) within PennDOT . Becoming familiar with PennDOT’s various procurement methods will enable Contractors to expand their knowledge of contracting opportunities that are available at PennDOT .

Some common purchasing methods that PennDOT uses to obtain services include:

• IFB (Invitation for Bid): IFBs are issued by PennDOT Purchasers located in Districts, Counties or Bureaus to procure goods or services when they can be adequately described and be awarded by low bid . At the present time, all IFBs estimated to exceed $10,000 are advertised on the Department of General Services’ website at http://www.emarketplace.state.pa.us .

Click “Solicitations,” then in the Agency field, choose “Transportation” in the Solicitation Type field, choose “IFB” then click “Search .”

• ITQ (Invitation to Qualify): ITQ is a solicitation that is used to pre-qualify Contractors for specific services. Contractors must submit qualifications to demonstrate their ability to do work. Qualified Contractors are then awarded a contract, which signifies that they can receive Requests for Quotes (RFQs) for the specified services. The awarding of this type of contract does not guarantee that the Contractor will obtain work . When services are needed, PennDOT Purchasers send RFQs to qualified Contractors .

27

PennDOT ITQs as of the publishing of this manual include:

➢ ITQ #357I01, “Appraisal Services”: Contracts are issued to Contractors who can provide PennDOT with appraisal services for the following purposes:

• Acquisition of property for transportation purposes • Sale of property no longer needed for transportation

purposes; and • Lease of property not needed for the free movement

of traffic.

The contracts created under this ITQ will be used to maintain a prequalified list of Appraisers for the Department to use . For additional information or to obtain a copy of the ITQ application, please go to http://www.emarketplace.state.pa.us/Search.aspx.

➢ ITQ #3515T01, “Road-Killed Deer Removal and Disposal.” Contracts are issued to Contractors interested in providing deer removal and disposal services . All Contractors who meet the requirements for qualification are placed on a qualified contractors list in each of the Counties where they indicate an interest in performing the work . For additional information or to obtain a copy of the ITQ application, please go to http://www .emarketplace .state .pa .us/Search .aspx .

➢ ITQ #3514T02, “Traffic Engineering Data Count Services”: Contracts are issued to Contractors who are interested in providing traffic count services. All Contractors who meet the requirements for prequalification are placed on a qualified Contractor's list in each of the PennDOT Engineering District's where they indicate an interest in performing the work. For additional information or to obtain a copy of the ITQ application, please go to http://www.emarketplace.state.pa.us/Search.aspx.

28

As PennDOT ITQs are added (due to previous ITQ expiration or new creation) they are assigned new numbers . If you need information or assistance with any PennDOT ITQ, please contact the Bureau of Office Services at 717-787-4050.

To search for all PennDOT ITQs, go to: http://www.emarketplace.state.pa.us .

Click on “Solicitations,” then in the Agency field, choose “Transportation.”, in the Solicitation Type field, choose “ITQ” then click “Search .”

• RFA (Request for Applications): RFAs are an open enrollment solicitation that is used to qualify Contractors for specific services at no cost to PennDOT. Contractors must submit a complete response in order to demonstrate their ability to do the work. Qualified Contractors who submit a complete application that meets the requirements are awarded a contract . RFAs issued by PennDOT are available on the Department of General Services’ website at http://www.emarketplace.state.pa.us .

Click “Solicitations.” In the Agency field, choose “Transportation”, in the Solicitation Type field, choose “RFA” then click “Search .”

• RFP (Request for Proposals): RFPs are issued by PennDOT’s Bureau of Office Services to obtain a solution to a particular problem . RFPs contain a detailed work statement . PennDOT evaluates the submitted proposals in accordance with the Department of General Services Procurement Handbook . All RFPs issued by PennDOT are advertised on the Department of General Services’ website at http://www.emarketplace.state.pa.us.

Click “Solicitations.” In the Agency field, choose “Transportation”, in the Solicitation Type field, choose “RFP” then click “Search .”

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Information Technology The Office of Information Systems and Technology Office (ISTO) is responsible for the approval of all purchases for information technology equipment, services, and maintenance . All IT procurements must comply with PennDOT standards and OA/OIT, where applicable . Waivers must be obtained for non-compliance. Questions should be referred to the offices below:

Mainframe ProductsBureau of Infrastructure and Operations (BIO)(717) 787-3435 Mainframe Hardware Mainframe Software Maintenance of the above items

Client/Server Hardware and SoftwareBureau of Infrastructure and Operations (BIO) (717) 787-3435 Wireless Devices Personal Computers Monitors Printers Software Servers Network Equipment Security Systems & Services Telecommunications Equipment/Services Maintenance of the above items

Programming and/or Systems Analysis ServicesBureau of Business Solutions and Services (BBSS)(717) 787-3435 Maintenance of Existing Systems Development or Installation of New Systems/COTSBureau of IT Project Development & Delivery (ITPDD) 717-787-7288Business Analysis Services

30

31

PA Contracts E-Library The Commonwealth maintains a contract database available to the general public . Contracts executed after July 1, 2008 for $5,000 or more (a) involving any property, real, personal or mixed of any kind or description or (b) for personal services that are not protected by a privilege, are submitted to the Treasury Department within 10 days of execution . These contracts, and summaries of each contract, are submitted from all executive, legislative and judicial agencies . The database can be accessed at http://www.patreasury.org/ .

32

Rented Equipment Equipment such as front-end loaders, trucks with snow plows, bulldozers, wreckers, trailer trucks and pipe culvert cleaners, is rented from private sources at various times throughout the year to augment PennDOT’s highway maintenance equipment . Prospective equipment contractors must be pre-qualified with the Department of General Services (DGS) and will be contacted as to PennDOT’s needs and to secure prices .

A copy of the Invitation to Qualify (ITQ) for Rented Equipment can be obtained by going to the DGS warehouse at: http://www .dgs .pa .gov, click on EMARKETPLACE on the right of the page; click on the box that contains ITQ, click on Current Contracts on the left of the page and then click on the ITQ’s for rental equipment .

Once a contractor has been pre-qualified to rent equipment to PennDOT, Request for Quotes (RFQ’s) will be released by individual Maintenance Districts or Counties . Questions regarding an RFQ should be directed to the contact person named on the RFQ solicitation .

For your convenience, a District Office Directory and map are provided in the back of this publication . Further information regarding this ITQ can be obtained from the Department of Transportation, Bureau of Office Services at 717-346-9900.

Research Program Each fiscal year, states are required to expend not less than 25% of their State Planning and Research (SP&R) apportionment on research, development and technology transfer activities as they relate to highway, public transportation and intermodal transportation systems . These funds are to be used to establish a cooperative, continuous, and comprehensive framework for making transportation investment decisions and to carryout transportation research activities throughout the State . PennDOT’s Research Program is developed, administered and managed by the Research Program Management (RPM) Section of the Bureau of Planning and Research’s Research Division . The Research Program strives to support the strategic agenda of PennDOT by initiating and managing project activities that attempt to solve real-world transportation issues .

The mission of PennDOT’s Research Program is to identity, develop and conduct strategically-focused research, education and technology projects that are intended to solve a particular problem or provide useful information . This mission is achieved through academic partnerships, cooperative arrangements and private sector contractors with emphasis on applied research, performance monitoring, implementation and technology transfer . In addition to the contract partnership research activities, PennDOT participates and contributes resources devoted to addressing national research problems, as well as, those specific to Pennsylvania . These national research activities include, the Transportation Research Board, National Cooperative Highway Research Program and the Transportation Pooled Fund Program .

Through investments in research projects addressing construction, design, maintenance, operations & safety, planning & policy and technology transfer, PennDOT’s Research Program serves internal and external customers

33

and stakeholders: PennDOT's 5 deputates, 24 bureaus and administrative offices, 11 districts and 67 county maintenance units, PA's citizens, municipalities, and other governmental agencies .

Additional information on the PennDOT Research Program can be found on the PennnDOT website at www .penndot .gov. On this page, click “Projects & Programs”, then “Research And Testing” and then “Research and Innovation” to access the Research website . The mailing address for the Research Division is: Research Division, Commonwealth Keystone Building, 400 North Street, 6th Floor East, Harrisburg, PA 17120 and the telephone number is (717) 787-5796 .

34

Right-of-Way Contracts Bids for Right-of-Way contracts are solicited by the eleven Engineering District Offices for work in their operational areas. The functional areas of Right-of-Way are appraisal, acquisition/relocation, and administration/property management . Most contracts for services require that contractors be pre-qualified. Most contracts are advertised in the Pennsylvania Bulletin, through the ECMS system on the internet, or in local newspapers or other trade publications in the area of the project. Specifications and bid forms are available from the right-of-way units of the Engineering Districts involved .

Prequalified contractors are typically solicited by the District Offices when their services are needed; Appraisal Services via ITQ Contract "#357I01" . Acquisition/Relocation services can be procured using the consultant engineering selection process as provided in Section 905 of the Commonwealth Procurement Code . As such, the Department operates a Right-of-Way Acquisition program in support of the maintenance and continuing upgrade to the transportation infrastructure of the Commonwealth . All Right-of-Way Acquisition Services must be completed by a firm pre-qualified by the Department to perform work in accordance with PUB 93, Policy and Procedures for the Administration of Consultant Agreements . In order for consultants to be eligible for assignments under the consultant engineering selection process, they must be registered as a Business Partner in ECMS and submit a Qualification Package to be pre-approved by the Department . Demolition Services are procured via contract procedures as outlined below .

If needed, fee appraisers are used to value property being acquired by PennDOT . Fee appraisers interested in appraising for PennDOT should contact the District Chief Appraiser in the Engineering District(s) in which they are interested in working .

The consultant engineering selection process will be the method used to procure Right-of-Way Acquisition/Relocation services. Acquisition consulting firms interested in providing

35

services for PennDOT should contact the District Right-of-Way Administrator in the Engineering District(s) in which they are interested in working .

Right-of-Way contracts are also let for demolition, sale, and removal of structures or other improvements on the properties being acquired . Property management activities are conducted in accordance with Title 67 Pa . Code Chapter 495, Leasing of Real Property, and 23 CFR 710. Specific procedures regarding demolition contracts must comply with PennDOT’s policies and procedures and Title 67 Pa. Code Chapter 457, Prequalification of Bidders .

For information on Right-of-Way contracts, interested persons should contact the Right-of-Way Unit in one of PennDOT’s eleven Engineering Districts or the Utilities and Right-of-Way Section Chief, Bureau of Design, PO Box 3362, Harrisburg, PA 17105-3362, or call 717-787-8298 .

36

37

Directory of PennDOT Offices

A Field Office Map has been attached as a quick reference to assist you in determining location and telephone numbers of PennDOT’s Districts . Refer to Publication 22 for a complete listing of mailing addresses, maps, and telephone numbers for Engineering Districts, County Maintenance Offices, and other PennDOT locations .

Publication 22 is available electronically under the "Forms, Publications, & Maps" link at: www.penndot.gov.

or

by contacting the PennDOT Sales Store, PO Box 2028 Harrisburg, PA 17105-2028, Telephone: (717) 787-6746 .

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(610

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1

NOTES