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RFP No. 520-16

Ohio Department of Transportation Request for Proposal #520-16

Statewide Facilities Operations Water and Wastewater Operations and Maintenance

Proposal Issue Date: November 25, 2015 Proposal Inquiry Period Ends: December 8, 2015 at 2:00 PM Proposal Due Date: December 17, 2015 at 2:00 PM

RFP No. 520-16

1. PROPOSAL OVERVIEW 1.1. Proposal Purpose

The Ohio Department of Transportation is soliciting proposals from highly qualified and sufficiently capable vendors to maintain satisfactory regulatory compliance, provide management, operation, maintenance and repair services to water and wastewater systems at required facilities in ODOT Districts 1, 3, 4, 6, 7, and 10 in accordance with the requirements of the Ohio Environmental Protection Agency (hereinafter OEPA), the specifications below, and ODOT’s standard terms and conditions contained herein. Vendor shall furnish all labor, equipment, materials, and incidental items necessary to perform the required services. The purpose of this solicitation is to obtain specific proposals from potential vendors to include how they believe their capabilities and services best match the needs of the Department. The intent of this Request for Proposal is to select the most qualified and highest scoring Proposer(s) to provide these services while promoting the greatest extent of competition that is practicable.

1.2. Project Locations The services described in this document shall take place at the following locations:

District Facility ID Facility Name Address City Zip County

1 010022202141 District 1 HQ Garage 1705 N McCullough St

Lima 45801 Allen

1 010022118141 District 1 HQ Old Traffic Garage

2000 N West Street Lima 45801 Allen

1 010028131273 Rest Area 1-31 2264 US 30 Eastbound

Cairo 45820 Allen

1 010028232273 Rest Area 1-32 2267 US 30 Westbound

Cairo 45820 Allen

1 010204201142 Defiance Full Service Facility

2340 Baltimore St Defiance 43512 Defiance

1 010328125273 Rest Area 1-25 12203 I-75 Northbound

Findlay 45840 Hancock

1 010328226273 Rest Area 1-26 12200 I-75 Southbound

Findlay 45840 Hancock

1 010814201142 Van Wert Full Service Facility

10238 Van Wert-Decatur Road

Van Wert 45891 Van Wert





1 010886201143 Carey Outpost 4020 County Road 97

Carey 43316 Wyandot

1 010888129273 Rest Area 1-29 5000 US 23 Northbound

Carey 43316 Wyandot

1 010888230273 Rest Area 1-30 7625 US 23 Southbound

Carey 43316 Wyandot


Nevada 44849 Wyandot


Nevada 44849 Wyandot

3 030394401142 Huron Full Service Facility

760 Dublin Road Norwalk 44857 Huron

3 030528240273 Rest Area 3-40 I-71 Southbound Medina

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3 030708133273 Rest Area 3-33 US Route 30 Eastbound

Richland

3 030708234273 Rest Area 3-34 US Route 30 Westbound

Richland

3 030858335273 Rest Area 3-35 I-71 Northbound Wayne

3 030858436273 Rest Area 3-36 I-71 Southbound Congress Township

Wayne

4 040046401143 Dorset Outpost 2325 State Route 193 North

Dorset 44032 Ashtabula

4 040046501143 Rome Outpost 5451 State Route 45 Rome 44085 Ashtabula

4 040048242273 Rest Area 4-42 State Route 11 Southbound

Colebrook Township

Ashtabula

4 040678135273 Rest Area 4-35 I-76 Eastbound Edinburgh Portage 4 040678236273 Rest Area 4-36 I-76 Westbound Edinburgh Portage 4 040786201143 Brookfield Outpost 1590 Brookfield Rd. Hubbard 44425 Trumbull 6 060248109273 Rest Area 6-09 I-71 Northbound Fayette 6 060248210273 Rest Area 6-10 I-71 Southbound Fayette 6 060498121273 Rest Area 6-21 I-70 Eastbound Madison 6 060498222273 Rest Area 6-22 I-70 Westbound Madison

6 060658123273 Rest Area 6-23 State Route 23 Southbound

Pickaway

6 060808103273 Rest Area 6-03 US 33 Southbound Union 6 060808204273 Rest Area 6-04 US 33 Northbound Union 7 070066812273 Rest Area 7-25 I-75 Northbound Wapakoneta Auglaize 7 070066822273 Rest Area 7-26 I-75 Southbound Wapakoneta Auglaize


St. Marys Auglaize


St. Marys Auglaize


Athens


Troy Township Athens

10 100056301143 Hollister Outpost 8411 State Route 78 Glouster 45732 Athens


Gallia


Gallia

10 100274201142 Gallia Full Service Facility

2397 Jackson Pike Bidwell 45614 Gallia


Hocking

10 100374201142 Hocking Full Service Facility

13176 State Route 664

Logan 43138 Hocking


Pomeroy 45769 Meigs


Pomeroy 45769 Meigs

10 100536101143 Tuppers Plains Outpost

42875 State Route 7 Tuppers Plains 45783 Meigs

10 100566101143 Duffy Outpost 38986 State Route 7 Sardis 43946 Monroe

10 100584201142 Morgan Full Service Facility

4205 Monastery Rd McConnelsville 43756 Morgan

10 100616301143 Belle Valley Outpost Township Road 108 Belle Valley 43717 Noble

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10 100842301141 District 10 HQ Garage

1401 Colgate Dr. Marietta 45750 Washington

10 100846501143 Macksburg Outpost 20255 State Route 821

Dexter City 45727 Washington

10 100846206143 Bartlett Outpost 2504 State Route 550

Cutler 45724 Washington

1.3 Pre-Proposal Site Visits Bidders are strongly encouraged to visit the sites covered by this RFP to certify knowledge of the systems to be maintained prior to submitting their proposal.

Please contact the appropriate District Facility Manager below to schedule no later than Tuesday December 8, 2015 if you plan to visit the sites.

District Address Contact Telephone

1 1885 N. McCullough, Lima, Ohio 45801 Tony Lotz 419-999-6791

3 906 Clark Ave., Ashland, OH 44805 Dick Feldkamp 419-207-7122

4 2088 S. Arlington Rd., Akron, Ohio 44805-1989 Tom Wathen 330-786-2257

6 400 East William St., Delaware, Ohio 43015 Karl Newman 740-833-8238

7 1001 St. Mary's Ave, Sidney, Ohio 45365 Chad Haning 937-497-6730

10 338 Muskingum Drive, Marietta, Ohio 45750 Rich Oster 740-568-3924

2. PROPOSAL GUIDELINES 2.1. Proposal Inquiries

Proposers must submit any questions/inquiries regarding this proposal via the ODOT Office of Contract Sales. Proposers may not contact any other ODOT office or district with questions. Questions/inquiries must be submitted electronically via the following website:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ.aspx ODOT will post replies to Proposer-submitted questions typically within 2 business days. Replies will be emailed to all known Proposers and will also available for viewing at the following URL: http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/Purchase.aspx Select ‘Answers to Pre-Bid Questions’ after following the link above. Proposal Inquiries will not be accepted after December 8, 2015 at 2:00 PM.

2.2. Proposal Content Proposals, in addition to complying with the Proposal Delivery Requirements (2.3) and Terms and Conditions for Bidding (Section 5), must include at a minimum:

An original signed, Proposal cover letter should be included with the Proposal submittal. The cover letter should state the purpose of the submittal and be an original signature by a

RFP No. 520-16

representative of the offering organization authorized to bind the Proposer, including the representative’s title, address, and telephone number.

Completed Signature Page (Section 6) with an original signature by a representative of the offering organization authorized to bind the Proposer.

A hard copy of all issued addenda. A description of the Proposer’s organization, including a summary of previous experience which

qualifies the Proposer to successfully deliver the services described in this document. Include specific details of related experience, such as dates of work or assignment, names and addresses of other customers, or other details that appropriately support the Proposer’s ability and experience to deliver the proposed services.

A list of the key individuals from the Proposer’s organization who will be involved in delivering the Proposer’s services. For each individual, include his/her role, responsibilities, contact information and a brief résumé of experience.

A copy of the required certificate(s) of insurance meeting all of the coverage limits, declarations and endorsements.

The Mandatory Requirements should be addressed in the Proposer’s written proposal in sufficient detail to determine that the mandatory requirements will be met. The table below lists this RFP’s mandatory requirements:

Table of Mandatory Proposal Requirements for Acceptance

Mandatory Requirements for Selection Reject Accept

The maintenance service program sought meets the unique requirements of ODOT Statewide Facilities Operations. The proposal shall provide ODOT Statewide Facilities Operations with satisfactory regulatory compliance and effective day-to-day operation of water and wastewater systems, to help them continuously provide satisfactory water and wastewater system operation to employees and guests of the serviced facilities.

Mandatory Offeror Experience

The highly qualified and sufficiently capable Proposer(s) must have a demonstrated track record of their ability to maintain satisfactory regulatory compliance, provide management, operation, maintenance and repair services to water and wastewater systems

2.3 Proposal Delivery Requirements Sealed proposal packages will be received until December 17, 2015 at 2:00 pm eastern time at the following location:

Ohio Department of Transportation Office of Contract Sales, Purchasing Services, 1st floor

1980 West Broad Street, Mail Stop 4110 Columbus, OH 43223

Office Hours: 7:00-4:30 P.M.

RFP No. 520-16

Sealed Proposals should be packaged in such a manner that the outer wrapping clearly indicates the following information:

Request for Proposal #520-16 Submittal Deadline: 12/17/2015 Statewide Facilities Operations

Water and Wastewater Operations and Maintenance (Insert Your Company Name)

You must include the following in your sealed Proposal package:

a. One (1) Original Proposal and Pricing sheet(s) with all forms containing original signatures (Mustbe marked as an original on the cover page)

b. Two (2) Copies of your Proposal and Pricing sheet(s) (Each must be marked as a copy on thecover page)

c. One (1) Electronic Copy of Entire Proposal with Pricing spreadsheet (Shall be included onCD/DVD or flash drive)

No proposals will be accepted after the time specified. No facsimile transmissions will be accepted. ODOT reserves the right to reject any and all proposals.

Timely receipt of proposals will be determined by the date and time the proposal is received at the address specified. Receipt of proposals in any other ODOT office (including the mailroom) will NOT be considered timely. Hand delivery to the Purchasing Services office is encouraged to assure timely receipt. Proposals received after the deadline will be returned unopened to the vendor.

All materials submitted in accordance with this solicitation become the property of the State of Ohio and shall not be returned. All materials submitted in accordance with this solicitation shall remain confidential until a contract is executed with the highest scoring Proposer(s) at which time all submitted information becomes a part of the public record (excludes clearly marked trade secrets and financial statements).

2.4 Proposal Evaluation Proposal Evaluation begins when proposals are delivered and the Office of Contract Sales has verified compliance with the Proposal Delivery Requirements, Proposal Content, Attachments, and all other applicable and required sections. The Office of Contract Sales provides the Review Panel with all responsive Proposals. The Review Panel consists of ODOT employees from the Division of Facilities and Equipment Management, Office of Statewide Facilities Operations and the Office of Contracts.

2.5 Response Evaluation and Scoring The following criteria and their identified weights will be used by ODOT to evaluate and score the responses:

2.5.1 Experience and Qualifications of the Firm and their Key Personnel (50%)

Proposed Firm operational history, experience/quality of Project Manager, primary and backup proposed operators for each site with years of experience servicing like systems and brief resume for each operator.

RFP No. 520-16

2.5.2 References (10%) List three (3) references for similar systems currently operated by your company to maintain satisfactory regulatory compliance, provide management, operation, maintenance and repair services to water and wastewater systems. Provide each site address, class of systems, permit number(s), contact name and telephone numbers.

2.5.3 Cost Proposal (20%) Cost proposal (Attachments 1&2) is reasonable and consistent with the work to be performed by the Vendor. Additional points may be awarded to Vendors proposing innovative ideas that may be utilized to lower the overall cost of services to be performed.

2.5.4 Overall Value to ODOT (20%) Proposal provides additional value to ODOT above and beyond the minimum requirements and specifications outlined in this request for proposal.

2.6 Award of Contract It is ODOT’s intention to award this Water and Wastewater Operations and Maintenance RFP to the highest scoring Proposer for each ODOT District for an initial period starting on or around January 1, 2016, through December 31, 2018, which may be renewed for up to two (2) one (1) year periods. Any Contract entered into by the parties shall consist of this Request for Proposal, the signed Proposal submitted by the Proposer, and a set of supplemental terms and conditions to be executed upon notification of award of this RFP. All other communication between the parties, whether oral or written, with reference to the subject matter of this Contract is void and superseded.

ODOT reserves the right to cancel this request for proposal at any time without further notice. In the event that establishing contractual terms with the top scoring Proposer is unsuccessful, ODOT reserves the right to begin negotiations with the next highest scoring Proposer until a successful agreement can be reached.

3. SPECIFICATIONS AND REQUIREMENTS

Section 1: Intent

The intent of these specifications and requirements is to state and define the terms and conditions under which the highly qualified and sufficiently capable Contractor(s) shall:

Maintain satisfactory regulatory compliance for the water and wastewater systems identified, and

Provide management, operation, maintenance and repair services for the water and wastewater systems identified, and

State and define the terms and conditions under which the Ohio Department of Transportation (ODOT) shall compensate the Contractor for such services rendered.

It is the intent of this Contract to ensure that all requirements, procedures, tests, inspections, service practices, component repairs, equipment renewals, system adjustments, filing procedures and recording documentation as referenced, mandated or otherwise implied herein are all inclusive, and to guarantee the Owner that the absence of a particular item of work, service or procedure shall not alleviate the Contractor of the sole responsibility to provide such labor, expertise, materials,

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equipment, services or other procedures applicable to the Agreement and practical requirements unless same is specifically excluded, prorated or deleted herein. Minimum standards and requirements for services to be rendered shall be performed in accordance with the specifications and relative time periods. Where there is no specific requirement for a preventive maintenance procedure, the original equipment manufacturer (O.E.M.) standard shall be employed unless there is no relative documentation available. The absence of both a contract requirement herein and the O.E.M. design standard shall cause the contractor to engage the services of a qualified engineer to formulate the relative standards and incorporate same as an addendum to this agreement with the Professionals' Seal and Stamp.

Section 2: General Requirements

The water and wastewater systems identified shall be maintained as hereinafter described, in accordance with the following detailed terms. Trained and certified operators of the Contractor(s) shall use all reasonable care to keep the systems in proper adjustment and in safe operating condition, in accordance with all standards and regulations. The terms and requirements of this contract are specified in the singular with the understanding that all provisions shall be applicable to all systems indicated unless otherwise specified. With the exception of only those items specifically identified as being performed by others and services outside the scope of work, the Contract Specifications are intended to include all engineering, material, labor, testing, and inspections needed to achieve the work specified by the Contract. In as much as it is understood that any incidental work necessary to execute the Agreement is also covered by the Contract Specifications, the Contractor is cautioned to become familiar with the existing equipment and job site conditions. Additional charges for material or labor shall not be permitted subsequent to execution of the Contractual Agreement for work, services or procedures covered herein.

It shall be understood that, from time to time:

Equipment may be updated or removed at the discretion of the Department or by regulatory requirement

Sites may be opened or closed during the life of the contract Sites may be connected to domestic water sources or connected to sanitary sewer

systems during the life of the contract The potential changes in service and revised pricing, where applicable, shall be mutually agreed upon by the District Facilities Maintenance Supervisor or their designated representative, the awarded vendor and the facilities contract coordinator and shall be included in or removed from the contract.

2.1: Contractor’s Limitations It is mutually agreed that the Contractor shall not be under any obligation to make any repairs or replacements caused by malicious damage or fire (other than caused by Contractor or its Subcontractors), including electrical fire (other than electrical fire caused by failure of components covered by this Contract or caused by Contractor's work hereunder). 2.2: Outside Scope of Work

RFP No. 520-16

Any work outside the scope of service of these specifications found to be necessary for the safety, operation and/or regulatory compliance of the systems and associated components of this contract shall be brought to the attention of the District Facilities Maintenance Supervisor or their designated representative immediately. If Owner requests that Contractor perform such work, Contractor shall notify Owner that such work is outside the scope of this Contract, and Contractor shall not perform the work without written authorization from Owner. Any such authorized work shall be performed at a fee not to exceed rates provided in Attachment 1, as periodically adjusted by the terms of this Contract. The vendor shall submit a proposal explicitly detailing the work required and listing the labor, material and other charges or items necessary to perform the work in accordance with these specifications. The approved proposal shall then constitute a quote for the performance of the work. An approved quote for work shall be paid by approved methods and timeframes after receipt of a properly formatted invoice. Written approval must be given by ODOT prior to repairs being made. Non-contract work performed without the approval of ODOT will be at the vendors’ expense.

Section 3: Scope of Service 3.1: Water Operations 3.1.1: Operator Licensing Minimum Requirements The awarded vendor shall provide and designate a lead operator who is responsible for operating the water system for each awarded facility in each awarded ODOT District. The lead operator shall hold a minimum Class I Water Supply license issued by the Ohio Environmental Protection Agency. The awarded vendor shall also provide and designate two (2) backup operators with the minimum class license necessary, to be responsible for operations in the absence of the lead operator for each awarded facility in each awarded ODOT District. The contractor and all designated operators must be familiar with the conditions and requirements of the OEPA and each PWS’s requirements. 3.1.2: Operational Plan It shall be the responsibility of the awarded vendor to formulate an Operational Plan that meets all regulatory requirements and the Operator of Record requirements for the OEPA. The awarded vendor shall submit a plan for each of the awarded facilities and an overall plan for each awarded ODOT District. The plan should be complete, detailing how the awarded vendor will provide adequate staffing including staffing to cover vacations, holidays, weekends, and required Operator of Record visits. All required Operational Plans shall be submitted and reviewed with the District Facilities Maintenance Supervisor or designated representative within fifteen (15) days of award of the contract. 3.1.3: Minimum Service Requirements The awarded vendor shall make daily checks (365 days per year) of all Public Water Systems that have chlorine treatment for disinfection. The awarded vendor shall be responsible to check all other Public Water Systems that do not have chlorine disinfection per the OEPA requirements. The awarded vendor and their assigned operators shall be familiar with the conditions and

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requirements, written or implied, of the OEPA and each Public Water Supply’s classification requirements so as to maintain compliance with all regulations. The operator shall be responsible for determining and maintaining the proper operating parameters required at each water treatment facility to maintain high quality drinking water and meet the requirements of the Public Water Supply state regulations. During each site visit the facility conditions and performance will be monitored and recorded in an onsite log and on a daily operational sheet. The operator is responsible for evaluating the data and process and making adjustments and repairs as needed to maintain water quality. Routine operation of the water supply systems shall include, but is not limited to:

Checking for proper operation of well pumps and service pumps Checking the integrity of the well heads Checking the integrity of the access points of the reservoirs Maintaining an adequate supply of treatment chemicals Checking and maintaining a residual chlorine level of no less than 0.2 mg/L and no more

than 4 mg/L of free chlorine daily Checking for air or water leaks in the system Checking hydro pneumatic tanks for proper air charge and adequate system pressure Verifying proper operation of filter systems Overall visual inspection of the system and associated components

The contractor shall be responsible for effectively posting any public notification requirements and taking appropriate actions to protect the public. Contractor shall be responsible for correcting any noncompliant operation. Contractor shall inform the appropriate District Facilities Maintenance Supervisor or designated representative as soon as possible of any actions taken in this regard. 3.1.4: Sampling and Testing Requirements It is the responsibility of the bidding contractor to obtain and confirm the current sampling and testing requirements of each PWS prior to submission of their bid. The awarded vendor shall be responsible for sampling and analyzing water samples in accordance with the OEPA guideline Minimum Required Chemical Analysis of Water for Community and Major Non-Community Water. The awarded vendor shall be responsible for reporting sampling and testing results to the OEPA and the ODOT District. The awarded vendor shall be responsible for maintaining compliance with the current OEPA sampling and testing requirements for each PWS monitoring schedule. 3.1.5: OEPA Reporting Requirements The awarded vendor shall be responsible for completing and submitting all required OEPA Reports in a timely manner and within the OEPA requirements. The awarded vendor may submit the forms electronically or in paper form. Awarded vendor shall be responsible for reporting noncompliance conditions and for completing any additional reports required as the result of an additional testing requirement or positive test samples. 3.2: Wastewater Operations 3.2.1: Operator Licensing Minimum Requirements The awarded vendor shall provide and designate a lead operator who is responsible for operating the wastewater system for each awarded facility in each awarded ODOT District. The lead

RFP No. 520-16

operator shall hold a minimum Class I Wastewater Treatment license issued by the Ohio Environmental Protection Agency. The awarded vendor shall also provide and designate two (2) backup operators with the minimum class license necessary, to be responsible for operations in the absence of the lead operator for each awarded facility in each awarded ODOT District. The contractor and all designated operators must be familiar with the conditions and requirements of the OEPA and the NPDES permit requirements for each wastewater treatment facility.

3.2.2: Operational Plan It shall be the responsibility of the awarded vendor to formulate an Operational Plan that meets all regulatory requirements and the Operator of Record requirements for the OEPA. The awarded vendor shall submit a plan for each of the awarded facilities and an overall plan for each awarded ODOT District. The plan should be complete, detailing how the awarded vendor will provide adequate staffing including staffing to cover vacations, weekends, and required Operator of Record visits. All required Operational Plans shall be submitted and reviewed with the District Facilities Maintenance Supervisor or designated representative within fifteen (15) days of award of the contract. 3.2.3: Minimum Service Requirements The awarded vendor shall make regular checks a minimum of five (5) days per week at all permitted Wastewater Treatment Facilities. The awarded vendor shall not be required to make regular checks on the observed holidays listed below. If an observed holiday listed below falls on a weekday, the awarded vendor shall provide regular checks on one (1) weekend day to ensure regular checks are performed a minimum of five (5) days per week. The awarded vendor and their assigned operators shall be familiar with the conditions and requirements, written or implied, of the OEPA and each NPDES permitted facility requirements so as to maintain compliance with all regulations. Observed Holidays:

New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day

The operator will be responsible for determining and maintaining the proper operating parameters required at each wastewater treatment facility to maintain a high quality effluent and meet the requirements of the NPDES permits. During each site visit the facility performance and conditions shall be monitored and recorded in an onsite log and on a daily operations sheet. The operator is responsible for evaluating the data and process and making adjustments and repairs as needed to maintain effluent quality. The operator shall be responsible at each visit for performing tasks required for proper operation of the treatment process. At a minimum the operator will be responsible for performing the following:

RFP No. 520-16

Removing and properly disposing of rags on screens and floating on surface of clarifiers Cleaning weirs and weir troughs Checking aeration tank air flow for even distribution, clean and or repair as necessary to

correct air flow Verify proper operation of Return Activated Sludge pump Scraping sides and slopes of clarifiers Cleaning clarifiers Wasting sludge from clarifiers Decanting sludge tanks Cleaning sand filters and properly disposing of the waste Refilling chlorine supply Cleaning UV bulbs (once per week from May 1 through October 31) Overall visual inspection of the system and associated components

The contractor shall be responsible for effectively posting any public notification requirements and taking appropriate actions to protect the public. Contractor shall be responsible for correcting any noncompliant operation. Contractor shall inform the appropriate District Facilities Maintenance Supervisor or designated representative as soon as possible of any actions taken in this regard. 3.2.4: Sampling and Testing Requirements It is the responsibility of the bidding contractor to obtain and confirm the current requirements of each NPDES permit for discharge limits and sampling frequencies prior to submission of their bid. The awarded vendor shall be responsible for collecting and having samples analyzed, and reporting results to OEPA and the ODOT District for each wastewater treatment facility. The awarded vendor shall be responsible for maintaining compliance with all current OEPA NPDES permit requirements for each wastewater treatment facility. In addition to the monitoring required by permit, at a minimum the operator will be responsible for monitoring and submitting to ODOT the following which are recommended by the Compliance Assistance Division of OEPA for small activated sludge plants:

Aeration DO of each tank 3 times per week pH of Aeration Tanks 3 times per week MLSS (Mixed Liquor) of Aeration Tank once per week RASSS (Return Activated Mix Liquor) once per week Percent Solids/Spin Test on aeration tanks once per week Percent Solids/Spin Test on RAS once per week 30 minute settling test of aeration tanks once per week Field analyze clarifier ammonia once per week Clarifier sludge depth once per week Replacing UV bulbs every 2 years(material and labor cost included in contract cost)

3.2.5: OEPA Reporting Requirements The awarded vendor shall be responsible for completing and submitting all required OEPA Reports in a timely manner and within the OEPA requirements. The awarded vendor may submit the forms electronically or in paper form. Awarded vendor shall be responsible for reporting noncompliance conditions and for completing any additional reports required as the result of an additional testing requirement or positive test samples.

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3.2.6: Pumping and Maintenance Services for Vaults and Trash Traps Awarded vendor shall be responsible for coordination and scheduling of pumping services with the current ODOT contracted vault pumping vendor and be present whenever any tanks associated with the wastewater treatment facility are pumped to ensure satisfactory performance and field verification of quantities pumped. Charges for pumping services by the current ODOT contracted vault pumping vendor shall be directly billed to the appropriate ODOT District in accordance with the current ODOT vault pumping contract. The awarded vendor shall be responsible for removal and proper disposal of trash accumulated in the trash traps as needed. The awarded vendor shall be responsible for the removal and proper disposal of sludge as needed. The Department’s policy requires disposal of sludge at a wastewater treatment plant and specifically prohibits land application of the sludge. 3.2.7: Vegetation Management The awarded vendor shall be responsible for removal, management and proper disposal of all volunteer vegetation within the fenced area of the wastewater treatment facility. Pre and post-emergent herbicides may be used at the contractor's option. If herbicide application is chosen as the method of management, the awarded vendor shall perform these services only with an Ohio Department of Agriculture licensed applicator with the proper certification. All documentation required for application along with a copy of the applicators license shall be provided to ODOT when applicable. The cost of all weed control work shall be included in the contract price for the specific site. Plant material, other than weeds, killed by application of herbicides shall be replaced at the contractor’s expense.

3.3: Septic Tank Systems

The awarded vendor shall be responsible for performing tasks required for proper operation of the treatment process. At a minimum the operator will be responsible for performing the following once per month:

Inspection of the condition and integrity of the system Verification of the operation of the pumps and mechanical components

Awarded vendor shall be responsible for coordination and scheduling of pumping services with the current ODOT contracted vault pumping vendor and be present whenever any tanks associated with the septic system are pumped to ensure satisfactory performance and field verification of quantities pumped. The contractor will be responsible for determining the length of time elapsed from the last pumping to determine if the tanks will require pumping. Every effort shall be made to coordinate pumping of septic tanks on a minimum of a three (3) year schedule. The Department’s policy requires disposal of septage at a wastewater treatment plant and specifically prohibits land application of the septage. Charges for pumping services by the current ODOT contracted vault pumping vendor shall be directly billed to the appropriate ODOT District in accordance with the current ODOT vault pumping contract. The awarded vendor shall submit a written report following each monthly inspection to the appropriate District Facilities Maintenance Supervisor or designated representative.

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3.4: Pump Stations/Lift Stations

The awarded vendor shall be responsible for performing tasks required for proper operation of pump/lift stations. At a minimum the operator will be responsible for performing the following once per month:

Inspection of the condition of the station Verification of proper operation of the pumps and floats Cleaning of the station

The awarded vendor shall submit a written report following the monthly inspection of each site to the appropriate District Facilities Maintenance Supervisor or designated representative.

Awarded vendor shall be responsible for coordination and scheduling of pumping services with the current ODOT contracted vault pumping vendor and be present whenever any tanks associated with the pump/lift stations are pumped to ensure satisfactory performance and field verification of quantities pumped. The contractor will be responsible for determining the length of time elapsed from the last pumping to determine if the tanks will require pumping. The Department’s policy requires disposal of septage at a wastewater treatment plant and specifically prohibits land application of the septage. Charges for pumping services by the current ODOT contracted vault pumping vendor shall be directly billed to the appropriate ODOT District in accordance with the current ODOT vault pumping contract.

3.5: Equipment and Consumables

The awarded vendor shall be responsible for supplying all equipment and consumables required for the proper daily operation and maintenance of the facilities and necessary for the performance of this contract. The cost of the equipment and consumables shall be included in the contractor’s operating price submitted. Equipment and consumables include but are not limited to:

Hand tools such as wrenches, pliers, screwdrivers, etc. Dissolved oxygen meter pH meter Settleometer Reagents Flow charts and pens Sampling equipment Cleaning equipment Lubricants Belts Filters

3.6: Chemicals The awarded vendor shall be responsible for providing all chemicals for the proper operation of the water and wastewater treatment systems required to maintain compliance with all OEPA requirements. The cost of the chemicals including delivery shall be included in the contractor’s operating price. Chemicals may include, but are not limited to:

Hypochlorite solution Chlorination tablets

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Dechlorination tablets Alkalinity and pH adjustment chemicals Cleaning chemicals Bioaugmentation

3.7: System Component and Equipment Preventive Maintenance and Repairs 3.7.1: Preventive Maintenance The awarded vendor shall perform preventive maintenance activities in a manner that preserves the life of the equipment, keeps equipment clean and serviceable, and ensures the proper operation of the facility water and wastewater systems. Preventive maintenance includes, but is not limited to the following activities:

Troubleshooting and adjusting equipment Cleaning and re-oiling blower air filters Replacement of filters and belts Cleaning air diffusers Lubricating pumps, motors, blowers, and other wear points Checking for proper operation of pumps and float switches

3.7.1.1: District 1 Specific Maintenance Due to specific site conditions at the District 1 Hancock County I-75 Rest Areas, the maintenance tasks below shall be completed at the frequencies listed in addition to normal preventive maintenance conducted at other sites. Costs for this work shall be included in the monthly individual site service fee for these locations.

Water line cleaning from eductor to clear well as needed, minimum quarterly Rebuild water filter heads at Hancock county locations 1-25 and 1-26 twice annually to keep

them operating properly. o Three filter heads at each location o Install new pistons and seals in each head

3.7.2: Repairs In the event of a system failure or mechanical breakdown, the awarded vendor shall evaluate the situation, determine repairs and/or replacements required and immediately contact the appropriate District Facilities Maintenance Supervisor or designated representative. The awarded vendor shall also determine the urgency of the matter and convey that information to the appropriate District Facilities Maintenance Supervisor or designated representative. In situations where the public health, safety or the environment are endangered the awarded vendor shall take immediate action to correct the situation and prevent further harm. The awarded vendor shall be responsible for performing all repairs to the facilities. For each repair, a detailed written cost estimate in accordance with the requirements of these specifications shall be submitted to the appropriate District Facilities Maintenance Supervisor or designated representative.

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3.7.2.1: Repair Parts

In the event of a system failure or mechanical breakdown, the awarded vendor shall be responsible for obtaining the parts required to make the needed repairs when their own forces perform the repairs. When repairs are subcontracted in accordance with Section 11: Subcontracting, of these specifications, the invoice submitted to ODOT for the repairs shall itemize any parts not supplied by the subcontractor and include all documentation as required below. All replacement parts shall be specifically designed for the use. The Vendor shall utilize all replacement parts from manufacturers whose parts are equal to or better than the original equipment manufacturer (OEM) components of the system. All parts must be installed according to manufacturer’s specifications. All parts and component replacements shall be made with new parts or components like in kind to the original and in no case less than equal in quality. The use of reconditioned parts or components shall be on a temporary basis until the new replacement is received and be pre-approved by the District Facilities Maintenance Supervisor or designated representative. The Department acknowledges that vendors utilize thousands of parts that may vary between suppliers and manufacturers depending on the individual repair needs for each repair event. Therefore, all parts vendors provide shall be considered on contract. The Department will pay the awarded vendor the actual cost for all parts utilized in the performance of this contract plus the vendor specified markup not to exceed 15%. ODOT has determined that the vendors actual cost for a part includes the following:

The vendor’s acquisition cost from the manufacturer or supplier The shipping cost charged by the manufacturer or supplier to get the part to the vendor’s

location The shipping cost incurred by the vendor to direct ship the part to the ODOT location

For all parts costing more than one hundred ($100) dollars, the vendor shall include with its invoice, the vendors’ original invoice and the Department will pay for the part including the costs noted above, where applicable, plus the vendor specified markup not to exceed 15%. For parts costing less than one hundred ($100) dollars that have been taken from vendor stock, the vendor shall not be required to include the vendor’s original invoice for the part. The Department will pay for the part at the quoted cost, plus the vendor specified markup not to exceed 15%.

3.7.2.2: Stocked Inventory of Parts

The vendor must maintain a sufficient parts inventory in stock including parts of the latest technology to meet the normal and emergency requirements of this contract. 3.7.3: Removal of Equipment from Service If any system component must be removed from service during normal work hours, the awarded vendor’s technician must coordinate the removal from service with the District Facilities Maintenance Supervisor or designated representative. The technician shall post signage on the

RFP No. 520-16

unit and isolate the power supply to the equipment with their own lockout/tagout device in accordance with OSHA standard 1910.147.

3.8: Maintenance Program (CMMS)

The awarded vendor shall utilize a Computerized Maintenance Management System (CMMS) to generate preventive maintenance work orders and track reactive maintenance tasks for system components and equipment. Any piece of equipment that is relevant to the operation of the plant must be entered into the CMMS. The awarded vendor shall provide CMMS access to the appropriate District Facilities Maintenance Supervisor or designated representative for approval within fifteen (15) days of award of the contract. At a minimum, each mechanical piece of equipment must be scheduled for some type of preventive maintenance at least once a month even if it is only a visual inspection that would include observing the equipment during operation for leaks, excessive vibration, overheating, and unusual noise. The following is a partial list of equipment that shall be included in the CMMS:

Motors Blowers Gearboxes Well pumps Electrical control panels UV Systems Flow meters Chart Recorders Chlorine Analyzers Auto Dialers/Alarm Systems Metering pumps Sand filter systems Backflow preventers Water storage tanks Hydromatic tanks

The original manufacturer’s manuals must be referenced when determining the preventive maintenance tasks for the equipment. Work orders shall be issued monthly or according to manufacturer recommendations, whichever is more frequent, for the following types of work:

Calibration of instrumentation Filter changes Sludge trap cleaning Valve exercising Septic tank inspections Well casing inspections Chlorine tank inspections Chlorine tablet dispenser inspections Hydromantic tank inspections Water storage tank inspections

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Automated valve maintenance Annual backflow preventer inspections Testing of alarm systems

3.8.1: CMMS Reporting and Documentation All work performed shall be documented in the CMMS. Monthly reports that list the routine, preventive and reactive maintenance tasks must be submitted to the appropriate District Facilities Maintenance Supervisor or designated representative at the end of each month. A Failure Analysis Report must be developed and delivered to the appropriate District Facilities Maintenance Supervisor or designated representative within seven days following the failure of any critical piece of equipment. The report should list the steps that were taken to determine the most likely cause of the failure, who participated in the investigation, a list of similar equipment that could be prone to the same type of failure, and what steps are being taken to prevent similar types of equipment failures in the future. A critical piece of equipment is one that fits either of the following criteria:

The failure of the equipment could negatively affect the quality of the water or wastewater

being processed. The failure of the equipment could cause a rest area to be closed.

3.9: Vendor Coordination of Services ODOT requires a single contact point for scheduling, contract administration and billing to eliminate confusion for questions to responsible parties after award. All bidders shall specify on the pricing documents, Vendor Contacts tab, a list including name, position/function, email address, phone number and alternate contact number for each office that will service facilities covered by this contract. Vendor staffing may require that the contact(s) for scheduling, contract administration and billing be three different people. The awarded vendor(s) shall update this contact list whenever changes are made during the term of this contract.

Section 4: Repair Labor 4.1: Labor Rates Quoted labor rates will be paid for technician(s) time on the job. Hourly service rates will begin when the vendor’s technician signs in at the facility. Travel time will not be charged as hourly rates. No overtime charges will be approved without prior approval of the District Facilities Maintenance Supervisor or designated representative. Labor types with descriptions listed below shall dictate the category in which each type of service is grouped and priced along with their respective requirements.

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4.1.1: Standard Repair Service

Standard Repair Service shall be considered any repair service(s) that are performed between the hours of 7:00 AM and 4:00 PM, Monday through Friday, excluding state holidays.

4.1.1.1: Standard Repair Service Response Time Vendor shall respond to a call for Standard Repair Service from the District Facilities Maintenance Supervisor or designated representative within four (4) hours from the first telephone, e-mail or fax request. Scheduling of this labor shall be by mutual agreement of the District Facilities Maintenance Supervisor or designated representative and the awarded vendor designated representative.

4.1.2: Emergency Repair Service

Emergency Repair Service shall be considered any unscheduled work that is provided by the vendor during normal working hours or after normal working hours upon notification by the District Facilities Maintenance Supervisor or designated representative. Any situation that results in non-operational water and/or wastewater systems for a site(s) that could endanger the occupants or subject the facility to damage shall be considered an “Emergency” by ODOT as directed by the District Facilities Maintenance Supervisor or designee. Emergency Repair Service performed between the hours of 7:00 AM and 4:00 PM, Monday through Friday, excluding state holidays shall be paid at the Standard Repair Service rate listed in the pricing documents. After Hours Emergency Repair Service performed between the hours of 4:00 PM and 7:00 AM Monday through Friday and twenty four (24) hours per day on Saturdays, Sundays and state holidays shall be paid at the After Hours Overtime/Emergency labor rate(s) listed in the pricing documents. No overtime charges will be approved for payment without prior approval of the District Facilities Maintenance Supervisor or designated representative. The hourly charges, as quoted by the contractor, shall include all labor costs related to providing emergency repair service.

4.1.2.1: Emergency Service Response Time Emergency Repair Service shall consist of having the awarded vendor’s technician/operator arrive at the applicable ODOT Facility within two (2) hours after notification by the District Facilities Maintenance Supervisor or designated representative that emergency service is needed from the first telephone, e-mail or fax request. The contactor must be capable of responding at any time of the day or night upon notification by telephone that a situation exists or emergency has occurred. The contractor must have adequate personnel available to provide emergency services twenty-four (24) hours per day, three hundred sixty-five (365) days per year.

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4.2: Sign In and Sign Out

Vendor personnel must sign in upon arrival at the Facility and must sign out upon departing. It shall be the responsibility of the Vendor to coordinate with the District Facilities Maintenance Supervisor or designated representative on a procedure for the Vendor’s maintenance personnel to follow when entering or leaving the District facilities.

Section 5: Sole Responsibility The water and wastewater services shall be performed only by operators directly employed and supervised by the Contractor, who are licensed, experienced and skilled in the operation and maintenance of water and wastewater systems similar to those to be maintained under this Contract and shall not be assigned or transferred to any agent or subcontractor without the express consent of the Owner.

Section 6: Safety The Contractor is required to provide its employees with all legally required safety training prior to allowing the employees to work at the contracted site(s). Contractor shall provide a copy of applicable safety training records to the Owner upon request. The Contractor shall continuously maintain adequate protection of all of the contractor’s work from damage and shall protect the Owner’s property from injury or loss arising out of this Contract. The Contractor shall make good any such damages, injury or loss, except such as may be directly caused by agents or employees of the Owner. The Contractor shall provide all barricades required to protect open hoistways or shafts as required by various regulations and shall otherwise be responsible to comply with all applicable safety regulations.

Section 7: Environmental Contractor will properly dispose of, at the contractor’s expense, all waste material generated in servicing the equipment covered by this Contract. Waste materials consist of lubricants, cleaning material, paints, absorbents and any other material brought on site by the Contractor that is not part of the fixed equipment. All waste materials shall be disposed of in accordance with Ohio law. Contractor shall indemnify Owner from and against any and all claims, losses and liabilities arising out of Contractor's breach of this provision. In accordance with OSHA 29 CFR 1910.1200 Hazard Communication Standard a chemical inventory listing all applicable material(s) stored or expected to be used at the maintenance site, manufacturers name, and copies of Material Safety Data Sheets/Safety Data Sheets (MSDS/SDS) used in performing work outlined in these specifications shall be maintained by the vendor and available when work is being performed. When new materials are brought to the maintenance site Material Safety Data Sheets (MSDS) must be provided to the Owner prior to arrival of such material. In case of an emergency both the inventory and MSDS/SDS must be readily accessible. All chemical product containers must be properly labeled. Material storage facilities (cabinets, waste containers, etc. used to store parts, cleaning materials and lubricants) provided by the Contractor, including flammable storage facilities, shall comply with all federal, state and local laws, regulations and codes.

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Section 8: Subcontracting The awarded bidder(s) will perform work amounting to not less than fifty (50) percent of the Contract price with its own organization, unless otherwise approved by the Department. The phrase “its own organization” includes only workers employed and paid directly, inclusive of employees who are employed by a lease agreement acceptable to the Department, and equipment owned or rented with or without operators by the vendor. The phrase does not include employees or equipment of a subcontractor, assignee, or agent of the vendor. The vendor’s percentage of the total Contract Price includes the cost of materials and manufactured products purchased by the vendor, but not the cost of materials and manufactured products purchased by subcontractors. Vendor shall not subcontract any of the work covered by the contract unless specifically authorized to do so by ODOT. All subcontracting will be supplied to ODOT at cost with no vendor markup. The vendor will be required to submit copies of invoices from subcontractor(s) as proof of costs. Contractor will be fully responsible for making all subcontractor payments and ensuring that subcontractors follow all laws, rules, safety procedures and ODOT expectations as though they were the Contractor.

Section 9: Permits Any permits required by the authority having jurisdiction shall be obtained by the vendor, and will be reimbursed by the Department at cost.

Section 10: Billing The Owner agrees to pay the Contractor fees on a monthly basis for the term of the Agreement, as specified on the bid form. Monthly invoices shall indicate the base monthly portions of the Contract amount due under the Agreement for services. Two (2) copies of each invoice are to be sent to the Ohio Department of Transportation, at the appropriate District address below:

District Address Contact Telephone

1 1885 N. McCullough, Lima, Ohio 45801 Tony Lotz 419-999-6791

3 906 Clark Ave., Ashland, OH 44805 Dick Feldkamp 419-207-7122

4 2088 S. Arlington Rd., Akron, Ohio 44805-1989 Tom Wathen 330-786-2257

6 400 East William St., Delaware, Ohio 43015 Karl Newman 740-833-8238

7 1001 St. Mary's Ave, Sidney, Ohio 45365 Chad Haning 937-497-6730

10 338 Muskingum Drive, Marietta, Ohio 45750 Rich Oster 740-568-3924

Vendors must provide on each invoice the purchase order number for the work performed, a description of the work performed, date(s) work performed and site(s) serviced with monthly fee. For any repair work invoice involving purchasing of a part, Vendors must provide documentation in accordance with Section 3.7 of these specifications. Extraordinary work and/or other work, as approved in writing by the Owner, shall be invoiced separately upon completion and acceptance of the work or other services performed. Completion and acceptance of the work shall include submission by the Contractor of an approved permit and evidence of proper closure if a permit is required by jurisdictional authorities for the work

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performed. All work, necessitated by this Paragraph, will be performed at a fee not to exceed the rates provided in Attachment 1, as periodically adjusted by the terms of this contract.

Section 11: Price Adjustment 11.1: Either the Contractor or the Owner shall be entitled to review the Contractor's labor and material costs for the purpose of adjusting the maintenance fee sixty (60) days prior to the commencement of the third year under the term of this Contract (or sixty (60) days prior to the commencement of each renewal year thereafter). Proposed changes submitted less than thirty (30) days prior to said date will not be considered until the next year. 11.2: Upon submission of substantial proof, satisfactory to the Owner or the Contractor, as the case may be, that the Contractor's actual labor and/or material costs for performance of the contracted service have changed, the monthly price for service coverage shall be adjusted accordingly. Annual adjustments shall be effective the first day of the new Contract year and shall remain unchanged for the next twelve (12) months.

Section 12: Right to Audit The Ohio Department of Transportation reserves the right to audit all invoices submitted by a Vendor. In addition, when discrepancies arise, the vendor will be required to pay the difference of the amount quoted in the contract and the amount charged on the invoice, plus twenty percent (20%) of the amount invoiced or fifty dollars ($50.00), whichever is less.

Section 13: Insurance The bidder shall furnish with their bid, proof of insurance consisting of certificates of insurance for the following insurance and minimum amounts of coverage:

Comprehensive General Liability Insurance The minimum limits of liability for this insurance shall be as follows: $5,000,000 Damage to Property for each occurrence $5,000,000 Damage to Rented Premises for each occurrence $5,000,000 for each injury or death arising out of one occurrence $5,000,000 Excess Umbrella coverage for each occurrence The Comprehensive General Liability Insurance shall name ODOT, employees and agents as additional insureds. The insurance policy shall be endorsed to include broad form property damage, contractual liability, completed operations and independent contractors’ coverage.

Comprehensive Automobile Liability Insurance The minimum limits of liability for this insurance shall be as follows: $1,000,000 Combined Single Limit of Liability for Bodily Injury or Property Damage The Comprehensive Automobile Liability policy shall cover owned, non-owned and hired vehicles.

Workers Compensation and Employer’s Liability Insurance in form as required by Ohio law

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All insurance policies required under this section shall include an endorsement requiring the insurance company to give thirty (30) days prior written notice to ODOT before any change of cancellation becomes effective. All insurance policies shall be through insurance companies licensed to conduct business in the State of Ohio. If awarded a contract, the Vendor shall add the State of Ohio, Department of Transportation as an additionally insured party on all

insurance policies and certificates detailing policy coverages.

4. ATTACHMENTS ATTACHMENT 1

COST PROPOSAL- PART ONE

SCHEDULE OF INITIAL BASE HOURLY RATES FOR CONTRACTOR’S PERSONNEL

Table 1-1

Hourly Rates District 1 District 3 District 4 District 6 District 7 District 10

Standard Repair Service Labor Rate for Operator

After Hours Overtime/Emergency Labor Rate for Operator

Standard Repair Service Labor Rate for Lead Operator

After Hours Overtime/Emergency Labor Rate for Lead Operator

Standard Repair Service Labor Rate for Project Manager

After Hours Overtime/Emergency Labor Rate for Project Manager

Standard Repair Service Labor Rate for Project Engineer

After Hours Overtime/Emergency Labor Rate for Project Engineer

Standard Repair Service Labor Rate for Maintenance Technician

After Hours Overtime/Emergency Labor Rate for Maintenance Technician

* Type of work, hours and days of the week that the standard repair service labor rate applies: Monday – Friday 7:00 AM to 4:00 PM ** Type of work, hours and days of the week that the overtime/emergency labor rate applies:

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Monday – Friday 4:00 PM to 7:00 AM and all day Saturday and Sunday

CONTRACTOR SPECIFIED MARKUP ON PARTS AND SUPPLIES

Table 1-2

Contractor Specified markup on Parts and Supplies (Not to exceed 15% maximum)

ATTACHMENT 2

COST PROPOSAL- PART TWO

See Attached excel pricing spreadsheet (link below) for placing bids in the Monthly Site Price field for sites interested in servicing.

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/520pricing.xls

Vendors may submit bids on a single district or multiple districts.

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5. Terms and Conditions for Bidding

A. All expenses incurred by Responding Proposer in responding to this RFP shall be borne by the Responding Proposer. In no event shall ODOT be responsible for any such expenses.

B. Addenda may be issued in response to changes in the RFP and at the sole discretion of the Department. All issued addenda must be submitted in the Responding Proposer’s completed proposal package. Failure to properly acknowledge all issued addenda will result in the proposal being deemed non- responsive and ineligible for award.

C. In order to protect the integrity of the RFP process, proposals shall not be prepared, completed or altered on ODOT premises. Any proposal which is prepared, completed or altered on ODOT premises may be disqualified.

D. Responses to this RFP will not be opened publicly. Responding Proposers will be notified of advancement through the RFP process as described in this RFP.

E. Responses may not be amended after they are received by ODOT.

F. ODOT is exempt from federal excise taxes and all state and local taxes. Responding Proposer shall not charge or withhold any taxes on commodities, goods, or services provided to ODOT.

G. The Director of ODOT reserves the right to reject any and all proposals submitted. Additionally, the Director may cancel and/or re-issue this RFP at any time.

H. Any of the following reasons may be considered sufficient for rejection of a proposal:

1. Responding Proposer or any subsidiary or related company submits more than one proposal for the same RFP under the same or different name.

2. Responding Proposer colludes in any manner in responding to this RFP.

ODOT will not award a contract for goods or services to a Responding Proposer who has been suspended or debarred from doing business with the State of Ohio or who appears on the Federal List of Excluded Parties Listing System.

I. ODOT will not enter into a contract with any Responding Proposer who has provided material assistance to any organization on the United States, Department of State’s terrorist exclusion list.

J. ODOT will not enter into a contract with any Responding Proposer who is subject to a finding for recovery under Ohio Revised Code Section 9.24. The successful Responding Proposer will be required to affirm that it is not subject to a finding for recovery prior to executing a contract pursuant to this RFP.

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K. Responding Proposer may be disqualified from consideration if, as applicable to it, any party listed in Division (I) or (J) of Section 3517.13 of the Revised Code or spouse of such party has made, as an individual, within the two previous calendar years, one or more contributions totaling in excess of $1,000.00 to the Governor or to his campaign committees.

L. Responding Proposer shall comply with all applicable state and federal laws regarding drug-free workplace. The Responding Proposer shall make a good faith effort to ensure that its employees, while working on state property, will not purchase, transfer, use or possess illegal drugs or alcohol or abuse prescription drugs in any way.

M. Responding Proposer shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, disability, sexual orientation, gender identity, genetic information or age. Responding Proposer will ensure that applicants are hired and that employees are treated during employment without regard to their race, religion, color, sex, national origin, disability, sexual orientation, gender identity, genetic information or age. Such action shall include, but not be limited to, the following: Employment, Upgrading, Demotion, or Transfer; Recruitment or Recruitment Advertising; Layoff or Termination; Rates of Pay or other forms of Compensation; and Selection for Training including Apprenticeship.

N. Responding Proposer shall post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. Responding Proposer will, in all solicitations or advertisements for employees placed by or on behalf of Responding Proposer, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex, national origin, disability, sexual orientation, gender identity, genetic information or age. Responding Proposer shall incorporate the foregoing requirements of this paragraph in all of its contracts for any of the work prescribed herein (other than subcontracts for standard commercial supplies or raw materials) and will require all of its subcontractors for any part of such work to incorporate such requirements in all subcontracts for such work.

O. Responding Proposer agrees to fully comply with Title VI of the Civil Rights Act of 1964, 42 USC Sec. 2000. Responding Proposer shall not discriminate on the basis of race, color, or national origin in its programs or activities. The Director of Transportation may monitor the Responding Proposer’s compliance with Title VI.

P. Responding Proposer shall comply with the requirements of Ohio Ethics law as provided by Section 102.03 and 102.04 of the Ohio Revised Code.

Q. Responding Proposer shall comply with Executive Order 2011-12K issued by Ohio Governor John R. Kasich and shall abide by those requirements.

R. Responding Proposer shall maintain all records and files generated as a result of this RFP. All records are to be considered the property of ODOT and shall be made available to ODOT staff on or off of Responding Proposer’s premises for review and audit. Upon completion of the contract, the Responding Proposer shall deliver all records and files to ODOT in a format to be determined by ODOT (allowing for electronic vs. paper) or otherwise shall dispose of them as directed by ODOT.

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S. Responding Proposer shall permit ODOT or its designee access to all original books, records, invoices, and accounting procedures and practices of the Responding Proposer relevant to this RFP. The Responding Proposer’s financial records shall be kept in accordance with Generally Accepted Accounting Principles (GAAP). The Responding Proposer shall retain all records for three years after the termination of a contract with ODOT.

T. Responding Proposer shall, when requested, provide the name and version of all financial software, program software, and inventory software to be used by the Responding Proposer for this RFP. The Responding Proposer must also demonstrate sound IT security and data retention policies, and comprehensive data recovery and back up plans to prevent unauthorized access or destruction of data.

U. No person, broker or selling agency shall be employed, retained or given anything of monetary value to solicit or secure this contract, except bona fide employees of ODOT. For breach or violation of this provision, ODOT shall have the right to reject the proposal or annul any resulting contract.

V. Responding Proposer shall clearly mark any information submitted through this RFP process in which the Responding Proposer considers either proprietary or a trade secret. A trade secret is defined in Section 1333.61(D) of the Ohio Revised Code. ODOT shall not be held responsible or liable in any way for a Responding Proposer’s failure to follow all instructions regarding trade secrets and proprietary information contained herein. Responding Proposers cannot mark their entire proposal as a trade secret.

W. The Responding Proposer will not assign any of its rights nor delegate any of its duties and responsibilities under any resulting Contract without prior written consent of the State. Any assignment or delegation not consented to will be deemed void by the State.

X. The Responding Proposer understands that by submitting a proposal in response to this solicitation it is submitting an offer to perform the services outlined herein. If awarded a contract as a result of this solicitation, the Responding Proposer’s submitted offer (i.e. proposal) shall become incorporated fully into any resulting agreement. This offer to perform cannot be rescinded by the Responding Proposer once the Department has opened proposals. The Responding Proposer is responsible for notifying ODOT Purchasing Services of its intent to cancel its offer to perform services on or prior to 2:00 p.m. on the date proposals are due. If a request to cancel its offer to perform is submitted by the Responding Proposer in accordance with the requirements set forth above, the submitted proposal package will be mailed back to the Responding Proposer unopened.

Y. Any person submitting a response to this Request for Proposal in a representative capacity hereby warrants that he/she has been duly authorized by his/her principal to submit this offer to perform services on such principal’s behalf.

RFP No. 520-16

6. SIGNATURE PAGE

Request for Proposal #520-16 Statewide Facilities Operations Water and Wastewater Operations and

Maintenance This Signature Page must be completed and accompanied with a Bidder’s offer (i.e. sealed proposal package) to serve as acknowledgement to the Department that the Bidder understands and will comply with all terms, conditions, and requirements in submitting a bid for the above-referenced Request for Proposal.

Furthermore, the execution and submission of this Signature Page shall serve as acknowledgment that the Bidder will enter into a Contract with the State of Ohio, Department of Transportation if selected for award of the above-referenced Request for Proposal and understands, upon Contract award, it shall be bound by all Contract terms and conditions referenced in this RFP. Proposals not containing an original, signed Signature Page will be considered non-responsive and ineligible for award of this Request for Proposal. NO EXCEPTIONS.

The person signing and executing this Signature Page below acknowledges that he/she is signing on behalf of their Company in a representative capacity and hereby warrants that he/she has been duly authorized by his/her Company to submit this formal offer and is authorized to execute Contracts on such Company’s behalf.

Date: _________________________________________________________________ By: __________________________________________________________________ Authorized signature by Officer of the Company _______________________________________________________________________ Type or print name shown above _______________________________________________________________________ Title of Officer Signing _______________________________________________________________________ Name of Company (Responding Proposer) ______________________________________________________ Federal Tax ID PLEASE NOTE: Submitted Proposals are not subject to public review and inspection until after a contract has been awarded. Public Record Requests to obtain submitted proposals may be sent electronically to: [email protected]

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