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STATEMENT OF WORK Grounds Maintenance for the PennDOT Delaware County Maintenance Facility

Version 6: June 8, 2015

GENERAL PROVISIONS

Governing Specifications

Estimated Quantities

Publication 408 Requirements

Equipment Inspection and Personnel Certification

Liquidated Damages

Special Requirements

Utilities

Invoice and Billing Instructions

Description of Work Location

Description of Bid Items

Item 1 – GROUNDS MAINTENANCE

Item 2 – SPRING AND FALL CLEAN UP

Item 3 – TURF TREATMENT

Item 4 – PRUNING

Item 5 – MULCHING

ATTACHMENTS

Attachment A, Site Location and Turf Area (1 Sheet)

Attachment B, Turf Treatment Application Rate (1 Sheet)

Attachment C, List of Vehicles and Equipment (1 Sheet)

Attachment D, Confirmation of Service Form (3 Sheets)

Attachment E, Form M-609 - Roadside Activity Report (1 Sheet)

Attachment F, Certified Pesticide Applicator Licensing Form

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GENERAL PROVISIONS

GOVERNING SPECIFICATIONS

The purpose of this Invitation for Bid (IFB) is to procure a Contractor to perform Grounds

Maintenance Services for the Pennsylvania Department of Transportation (“PennDOT” or “the

Department”) at the PennDOT Delaware County Maintenance Facility located at 426 South

Middletown Road, Bortondale, PA 19063.

The services provided shall be consistent with standard operating procedures and applicable

Federal, State, Local laws, rules, and regulations for the protection of public health and the

environment and include following OSHA safety requirements.

The District’s Project Manager for this contract will be the District Roadside Specialist

Supervisor (DRSS) or designee.

The contract initial validity period shall be for 1 year.

Refer to the contract Terms and Conditions for information on renewal options, extension

options, and subcontracting.

ESTIMATED QUANTITIES

All quantities are estimates. The estimated quantities are indicated on the Invitation for Bid.

Refer to the contract Terms and Conditions for information on Changes.

PUBLICATION 408 REQUIREMENTS

Performance of work under this service contract will be conducted within the guidelines

described in the most recent edition of PennDOT Publication 408, Section 800.

Publication 408 can be accessed through PennDOT’s Home Page

(http://www.dot.state.pa.us) by selecting Publications.

EQUIPMENT INSPECTION AND PERSONNEL CERTIFICATION

Bidders are required to complete the “Attachment C, List of Vehicles and Equipment” and

submit this document with their electronic bid.

After the quote opening and prior to award, the apparent low bidder shall demonstrate to the

DRSS that the equipment to be dedicated to the contract meets both the requirements as

described herein and the laws and regulations of The Commonwealth of Pennsylvania. In

addition, the demonstration shall verify that the personnel to be dedicated to these services are

sufficiently trained in operating the Contractor’s equipment. Within 10 days of the quote

opening, the DRSS will notify the apparent low bidder where and when the demonstration will

occur.

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If the apparent low bidder does not provide an acceptable demonstration, the DRSS may allow

the apparent low bidder up to five (5) days for a second demonstration. If the apparent low

bidder fails to pass the second demonstration, the apparent low bidder will be deemed

nonresponsive or not responsible and their bid will be rejected. The contract will then be

awarded to the next lowest responsible bidder submitting a responsive bid that successfully

passes the equipment and personnel demonstration.

After a successful equipment inspection, the Contractor may not change or replace equipment

without an inspection by, and the approval of, the DRSS.

The Contractor must notify the DRSS before making changes to personnel.

By the date of the equipment inspection all herbicide applicators must be licensed and

certified by the Commonwealth of Pennsylvania in the appropriate application category. At

time of equipment inspection the Contractor must also complete and submit Attachment F,

Certified Pesticide Applicator Licensing Form, to the DRSS and provide a copy of each

applicator license.

The company name, logo and contact information shall be visible on all vehicles used on the

contract.

SPECIAL REQUIREMENTS

The following requirements must be followed when performing work.

Any Department property which is damaged by the contractor due to the operation will be replaced or repaired at no additional cost to the Department.

Comply with the current Pennsylvania Department of Agriculture pesticide rules

and regulations regarding pesticide hypersensitivity.

Comply with the provisions of the current Pennsylvania Pesticide Control Act.

Provide each crew with the following:

1. Cellular phone with battery pack, accessible throughout the District 6-0 area. 2. Anemometer capable of measuring temperature. 3. Copy of all contract documents. 4. All applicable MSDS and labels. 5. Equipment used to contain and absorb minor spills of herbicide material. 6. One five pound fire extinguisher that is classified as ABC. 7. First Aid supplies 8. Container(s) capable of safely storing all transported material so they remain

both dry and secure.

UTILITIES

In accordance with the provisions of Act 287-1974, as amended by Act 187-1996, utilize PA

One Call to identify and contact all utilities having existing aerial or underground facilities

located within the limits of work to arrange for marking of the field locations of these

facilities prior to performing any excavation, drilling, mowing, and/or driving.

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INVOICE AND BILLING INSTRUCTIONS

The Contractor must complete a Roadside Activity Report (Attachment E, Form M-609) at the

completion of each day’s work. The schedule for submitting the M-609 will be established

during the Pre-service meeting between PennDOT and the Contractor.

A completed Confirmation of Services Form (Attachment D, Form OS-501) and all related M-

609’s shall be submitted on a monthly basis by the Contractor to the Project Manager for

review and verification. The Project Manager will notify the Contractor if any corrections are

needed. Each OS-501 shall be itemized with adequate detail, and match the line items on the

Purchase Order. Untimely or incomplete submissions of the OS-501 and supporting

documentation (including M-609) may delay processing of a “proper invoice” per the Payment

section of the Terms and Conditions.

Invoices shall be submitted on a monthly basis by the Contractor. For further invoicing

instructions see the Billing Requirements section of the Terms and Conditions.

PennDOT reserves the right throughout the life of the contract to change Forms M-609 and

OS-501, and their instructions, content and requirements.

DESCRIPTION OF WORK LOCATION

Perform maintenance of all grounds surrounding the PennDOT County Maintenance Office

in Delaware County as shown on the attached map Exhibit 1. Also refer to Attachment A for

turf area.

Description of Bid Items

Item 1 – GROUNDS MAINTENANCE

DESCRIPTION – This work is mowing of grass and maintenance of grounds once (1) per

week or as directed by the Project Manager, beginning on Notice to Proceed date and

continuing until October 31st. Adverse weather conditions may result in deletion of mowing

cycles.

EQUIPMENT – Provide one (1) 48” mower, two (2) string trimmers, two (2) 21” rotary

mowers, one gasoline powered edger and necessary hand tools such as rakes, pruning shears

and other equipment needed to perform the landscape operation. Provide all lubricants, fuel

and other items needed for the satisfactory performance of all equipment.

PERSONNEL – Supply one (1) working foreperson and two (2) laborers, minimum.

SERVICE - Prior to mowing, remove all trash from each area. Cut the grass down to a

height of three (3) inches or as directed by the DRSS. Neatly trim all areas around signs or

other structures found in grass areas with a string trimmer.

Edge along sidewalks, curbs and planting a minimum of once per month. Use a power edger.

Do not use a string trimmer.

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MEASUREMENT AND PAYMENT – Each

Item 2 – SPRING AND FALL CLEAN UP.

DESCRIPTION – This work is the gathering and removing all leaves and other debris from

the grounds during the early spring and late fall.

SERVICE – Remove and dispose of all trash, debris and leaves from all lawn areas, shrub

beds and from around the building (s). Do this work twice per year on the dates determined

by the Project Manager.

EQUIPMENT – Hand tools, rakes, blowers, etc.

MEASUREMENT AND PAYMENT – Each

Item 3 – TURF TREATMENT

DESCRIPTION – This work is the application of Department approved turf management

products at this location, in accordance with field conditions. The contractor will be required

to have the soil tested to determine the field conditions. Refer to and follow Attachment B for

application rate.

MATERIAL – Lime Fertilizer, Seeding and Soil Supplements, and Weed Control Products.

SERVICE – Apply turf weed control and lime fertilization products using certified pesticide

applicators in accordance with all commonwealth and federal rules and regulations.

Place seeding and soil supplements where needed.

Provide 90% control of all turf weeds throughout the growing season for the duration of this

contract.

Contractor must notify the Project Manager before starting this service.

MEASUREMENT AND PAYMENT – Each

Item 4 – PRUNING

DESCRIPTION – This work is for the pruning of all plant material, including trees, at the

site in accordance with ANSI A-300, 1995, utilizing a two–person crew.

PERSONNEL – Supply two (2) laborers, minimum.

MATERIAL – Pruning shears, chain saws and other equipment needed to rake and remove

the cut material.

SERVICE – Prune plant material; remove and dispose of the pruned material. Do this work

only as directed by the Project Manager.

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MEASUREMENT AND PAYMENT – Hour

Item 5- MULCHING

DESCRIPTION – This work is the mulching of the areas around all ornamental and shrub

beds and trees.

MATERIAL –

o Shredded Bark Mulch – Section 805.2 (a) 2C – Prior to furnishing and placing mulch,

provide certified laboratory analysis demonstrating the following:

a. Product contains at least 50% triple shredded hardwood bark.

b. Product does not contain any pathogenic agents that have the potential to

injure and/or kill plants.

o The Project Manager will provide the vendor with a list of approved Herbicides.

SERVICE – Contractor must notify the Project Manager before starting this service.

Mulch all shrub beds and tree pit, to a depth of three (3) inches.

Prior to mulching, treat each tree pit and shrub bed, to the limits of the existing mulch with

herbicides.

Keep these tree pits weed free throughout the duration of the contract.

MEASUREMENT AND PAYMENT – Square Yard (in place)

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Attachment A, Site Location and Turf Area

SLOPED AREAS (EMBANKMENTS) SHOWN ABOVE ENCLOSED IN RED

WILL NOT BE MOWED OR MAINTAINED BY THE CONTRACTOR.

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Attachment B, Turf Treatment Application Rate

1. Limestone may be applied at any time although fall application is considered

optimum.

a. If the lime recommendation exceeds 100 pounds per 1000 sq. ft. apply split

applications, not exceeding 100 pounds per 1000 sq. ft. per application, spring

and fall, until the total lime requirement is met.

b. If the lime recommendation exceeds 50 pounds per 1000 sq. ft. apply split

applications, not exceeding 50 pounds per 1000 sq. ft. per application, spring

and fall, until the total lime requirement is met.

c. the lime recommendation exceeds 25 pounds per 1000 sq. ft. apply split

applications, not exceeding 25 pounds per 1000 sq. ft. per application, spring

and fall, until the total lime requirement is met.

2. If a slow release nitrogen (urea form (UF), IDBU, sulfur coated urea (SCU)) is used,

best results will be obtained with two (2) split supplications applied in mid-spring and

early fall. If quick release nitrogen or natural organic nitrogen is used best results will

be obtained with (4) or more splits.

3. Nitrogen applications should be applied on an “as needed basis” at the discretion of

the Project Manager

4. Phosphate applications should not exceed two (2) pounds of phosphate per 1000 sq.

ft. per application.

5. Potash applications should not exceed one (1) pound of potash per 1000 sq. ft. per

application.

6. There is no reliable test for evaluation the amount of nitrogen (N) in soils that is

available to turf grasses over the growing season. The recommendation on the front

of the report is the amount of actual N that needs to be supplied annually to ensure

optimum grass growth.

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Attachment C, List of Vehicles and Equipment

(List Only the Vehicles and Equipment that will be used for this Contract, including

Work Zone Traffic Control Vehicles and Equipment)

License or

Identificati

on

Number

Purpose

Type of

Vehicle or

Equipment

Capacity/Siz

e

For PennDOT Use Only

Equipment

Provided At

Demonstrati

on

(Pass/Fail)

Comments

Vehicles and equipment utilized for maintenance contract work must meet the requirements as

described in the contract specifications and the laws and regulations of Pennsylvania. The

Contractor hereby verifies that all vehicles and equipment in the above table as submitted with

the bid is adequate and necessary for the contract maintenance work and all listed vehicles and

equipment will be available at the initial demonstration. All vehicles and equipment in the

above table shall be inspected and approved by PennDOT during the demonstration(s). Where

a contractor intends to rent vehicles and equipment, the identification number or license

number on the table above may be provided at the time of the initial demonstration; however,

all remaining information for the rented vehicles and equipment must be provided in the table

above with the bid. The Contractor agrees to maintain and, as applicable, update this list of all

vehicles and equipment after start of work for the duration of the contract.

Name of Company: ______________________________________ Date:__________

For PennDOT Use Only:

• Initial or Second Demonstration: ___________ Date of Demonstration: ____________________

• Location of Demonstration____________________________________________________________

• By: ______________________________________________________________________________

• Overall Demonstration (Pass/Fail): __________________________________

• Demonstration Notes:________________________________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

___________________________________________________________________

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Attachment D, Confirmation of Services Form (OS-501)

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Attachment E, Roadside Activity Report (M-609)

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Attachment F - Certified Pesticide Applicator Licensing Form

Name of Company:

Applicators Full Name (as it appears on License)

License Number Categories Expiration

Date