Special Invoice and Billing Instructions

Group 6-14-TR1

Exhibit

“B”

SPECIFICATIONS

SPECIAL PROVISION

Special Invoice and Billing Instructions

Liquidated Damages

Special Requirements

Special Equipment Requirement for Hourly Line Items

Traffic Control Requirements

Equipment Inspection Requirements

Strategic Environmental Management Program (SEMP) Requirements

Item 1 – FY 13Trash and Debris Removal and Disposal

Item 2 – FY 14Trash and Debris Removal and Disposal

Item 3 – FY 13Landscape Crew

Item 4 – FY 14Landscape Crew

ATTACHMENTS

Location Map (1 Sheet)

Maintenance and Protection of Traffic Sign Sketch (1 Sheet)

SPECIAL PROVISION

SPECIAL INVOICE AND BILLING INSTRUCTIONS

Upon the completion of each assigned cycle or work item, the Vendor will submit to the District 6-0 Roadside Unit a Billing Summary Report with along with a Confirmation of Service Form (Form OS-501) and properly completed Form M-609 documentation. Upon the review and verification of all work indicated on the summary, a Roadside Unit representative will notify the vendor of any corrections needed for the approval of the summary. After all corrections have been approved, the vendor will fax a revised Billable Summary Report to the District 6-0 Roadside Unit and will send the official invoice only, not including M-609 documentation, directly to the Comptroller’s Office (the address is indicated on the front face of the Purchase Order).

The Vendor must follow the Purchase Order on the official Invoice, especially in regards to the items indicated by Fiscal Year (i.e. Item 1 FY XX, Item 2 FY XX ….).

The Confirmation of Service Form (OS-501) and Roadside Activity Report Form (M-609) will be provided to the successful bidder.

LIQUIDATED DAMAGES

Liquidated damages may be assessed in the amount of $250.00 as specified in the IFB Terms and Conditions in the section titled “Liquidated Damages”. Liquidated damages may be assessed for contractor performance issues.

SPECIAL REQUIREMENTS

The following requirements must be followed when performing work.

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

If the Contractor comes into contact with a dead animal (deer, etc.), notify the District Roadside Unit for its removal.

Provide an adequate amount of equipment to properly meet the demands of the contract.

Do not perform any operation within active construction zones or beautification areas, unless directed. Contact the District Roadside Specialist at 610-205-6987 so these zones or areas can be properly delineated prior to the start of work.

SPECIAL EQUIPMENT REQUIREMENTS FOR HOURLY LINE ITEMS

At least onevehiclesused on the contract on an hourly line item basis (Line 1,2 &3) shallbeequippedwith,atthecontactorsexpense,acomputertomonitor the work locations andareal-timeGPS{GlobalPositioningSystem)LocationVerifyingUnitReceiverSignalSystem torecordthelocationoftheworkvehiclesusingGPSsatellites.ThevehiclecomputerandGPSLocationVerifyingUnitswillbesupplied,maintainedandinstalledby thecontractorattheirexpensefortheduration oftheContract.TheGPSLocation VerifyingUnitssystemshallbecapableofreal-timeandhistorictracking oftrucks used on the contractatthesametimecollectivelyorindividually.TheDepartmentreservestherightstodownloadanystoredorrecordedinformationwithinthevehicleslocationmonitoringunitsatanytimeduringthedurationoftheContract. TheContractorisresponsibleforprovidingTheDepartmentwithawebsiteaccesslocation and password toviewtheGPSlocation,ofanyworktruck,atanytime,inreal-time. If the GPS location equipment is non-operational while working on the contract during normal work hours, this will be cause for non-payment during these work hours. The website shall becompatiblewithInternetExplorer8andnewerversionsandalsobecompatiblewithSmartphone'susingtheiphone,Android,WindowsandBlackberryOperatingSystems.

Thisinformationmustbeformattedintoafile formatcompatiblewith the Department'sexistingsoftware.Thecontractorwillberequiredattheirexpenseto provideallnecessarysoftwaretoprovidetheabove-mentioneddata. Thematerialwillbesuppliedbythecontractorandshallincludethefollowing:

TrackingUnits
GPSantennas
Powercords

4.Download cables

Mappingsoftware

Thecomputercontrolsystemshallbecapableofproducingareportofdailyworking locations and operations having an update time capability of every 15 minutes.ThisreportshallbeattachedtoM-609documentationorsentelectronicallythroughemailtotheDRSatday'send.At minimum,the reportshallincludethefollowing:

Thedate
Truckidentification(numberoroperatorname)

TRAFFIC CONTROL REQUIREMENTS

Conduct maintenance and protection of traffic in accordance with Publication 213 dated April 2010 or the most recent edition. Should the length of operations become excessive or if interruptions of traffic become too frequent, cease all operations in the area until necessary remedial action has been taken as directed by the Engineer. For all operations on Interstates and Expressways, perform no work impacting traffic between the hours of 6 a.m. and 9 a.m. and 3 p.m. and 6 p.m. If for any reason lanes need to be closed or if there is a major encroachment, the traffic control shall be in accordance with the appropriate Figures from Publication 213 and may require a flag person.

If work is to be done on a freeway or expressway, provide a shadow vehicle with an NCHRP 350 T.M.A (truck mounted attenuator).

If work is done on freeways or expressways, including interstate highways, and other highways with three or more lanes where the legal speed limit is 40 mph or higher, the shadow vehicle must be in accordance with Publication 213.

All maintenance and protection of traffic will be incidental to the cost of the contract.

Furnish trained flaggers to control traffic adjacent to and within the construction areas according to Pub 408 sec. 901.3(y).

EQUIPMENT INSPECTION REQUIRMENTS

Subject to the award of this work the Successful Bidder will be required to prepare and have inspected the equipment that will be used to perform the work. The contractor, when notified by PENNDOT, has within five (5) business days to make arrangements with the Roadside Supervisor to perform an equipment inspection.

PENNDOT’ S STRATEGIC ENVIRONMENTAL MANAGEMENT PROGRAM (SEMP) REQUIREMENTS

Before the start of any work, the contractor must comply with PENNDOT’ S STRATEGIC ENVIRONMENTAL MANAGEMENT PROGRAM (SEMP) REQUIREMENTS

The requirements of this program can be found on the PENNDOT’s website at

Go to PENNDOT Organizations/ click on Engineering Districts and County Maintenance Office/click on “6”/click on Roadwork/ click on Maintenance/ click on SEMP.

The contractor is required to submit SEMP Certification and Contractor Roster to the Department prior to starting work.

ITEM 1 –FY 13TRASH AND DEBRIS REMOVAL AND DISPOSAL

ITEM 2–FY 14TRASH AND DEBRIS REMOVAL AND DISPOSAL

Description – This work is the removal and disposal of all litter and debris four inches and larger in size from all areas within the Department’s right of way. This work will take place as directed by the District Roadside Specialist Supervisor or designee on an as needed basis. Removal will encompass all shoulders, medians, ramps, interchanges and bowl areas along the Departments right of way. All trash and debris collected must be placed in trash bags, where possible, and disposed of at no extra cost to the Department.

Personnel – One (1) Six (6) person crew

One person of the crew designated as foreperson

Equipment –

Provide six (6) spring loaded Reacher/Grabbers a minimum of 32 inches long and constructed of an Aluminum shaft capable of removing litter; or an acceptable alternative as approved by the Roadside Specialist Supervisor or designee.
Transportation for all personnel, equipment and material to the work site.
One trash truck with 6 cubic yard capacity, a roof mounted amber emergency rotating or flashing light, a “SLOW MOVING VEHICLE: sign mounted on the rear, and the contractor’s name and phone number displayed on the vehicle. Tarp the truck and place trash in bags so the trash will not blow out while transporting.
Provide trash bags and gloves.
ANSI Class II Safety vests, hard hats and leather boots must be worn.
Provide a cellular phone to the designated foreperson and provide the Department Roadside Unit with the phone number.
Ensure all personnel and equipment used for this item has license, insurance, and registrations in accordance with applicable PA Motor Vehicle Codes.
See SPECIAL EQUIPMENT REQUIREMENTS FOR HOURLY LINE ITEMSspecial provision.

CONSTRUCTION – Remove and dispose of all litter and debris four (4) inches and larger in size from all areas within the Departments right of way, as directed by the District Roadside Specialist Supervisor or designee. Highway mileposts, interchanges or other physical landmarks may be used to designate starting and stopping points. The Roadside Unit will notify the contractor with litter and debris pickup locations.

Conduct Maintenance and Protection of Traffic operations in accordance with Publication 213. The cost of Maintenance and Protection of Traffic is considered incidental to the cost of this item.

Objects that require the efforts of more than the entire crew to lift onto the truck, can be left in place where discovered. Notify the Engineer within 24 hours of encountering such objects. Do not disturb any steel drums or other types of sealed containers which might contain solid, liquid, or gaseous chemical wastes, hospital wastes or infectious wastes. Notify the County Maintenance Manager or the District Roadside representative if any such material is discovered.

PENNDOT has other crews that clean the paved shoulders, however, if a large object is in the path of the crew’s trash truck on the shoulder, pick the object up and dispose of it as if it was removed from the area beyond the edge of shoulder.

MEASUREMENT AND PAYMENT – Hour (rate is for individual crew consisting of personnel and equipment specified).

No payment will be made for hours not worked due to inclement weather, breakdowns, repairs, lunch, travel to and from the work zone in the morning and upon completion of the day, or other causes. Submit estimate for payment once a month on the entitled Confirmation of Service Form (Form OS-501) including Form M-609: Roadside Activity Report documentation. Improperly completed or missing information from Form M-609 could result in a delay in processing of estimates for payment.

ITEM 3–FY 13LANDSCAPE CREW

ITEM 4 –FY 14 LANDSCAPE CREW

DESCRIPTION – This work is the trimming of Department right of way, as directed, which is not maintained on a regular basis throughout Philadelphia County. This work may require the use of smaller grass trimming devices to trim the grass near sign poles, guide rails, posts, light poles, slope areas, etc.

Trimming will be performed on an as needed basis and as directed by the Roadside Specialist Supervisor or designee.

Personnel – One (1) Four (4) person crew

One person of the crew designated as foreperson

Equipment –

a.Four (4) gasoline powered string trimmers.

b.Two (2) gasoline powered telescopic power pole pruners that have a chain saw type cutter head.

c.One (1) gasoline powered blower.

d.Transportation for all personnel, equipment and material to the work site.

e.ANSI Class II Safety vests, hard hats and leather boots must be worn.

f.Provide a cellular phone to the designated foreperson and provide the Department Roadside Unit with the phone number.

g.Ensure all personnel and equipment used for this item has license, insurance, and registrations in accordance with applicable PA Motor Vehicle Codes.

h.See SPECIAL EQUIPMENT REQUIREMENTS FOR HOURLY LINE ITEMS special provision.

MATERIAL – Provide all lubricants, fuels, and other items needed for satisfactory performance of equipment listed above under the Equipment heading. Equipment must be capable of trimming around trees, shrubs, planting beds, sign posts, guide rails, concrete structures, and other obstructions without damaging them. Ensure the head lights, tail lights, and four way flashers are installed to meet the state motor vehicle code requirements for light trucks.

CONSTRUCTION – Trim all islands, medians, shoulders; interchange areas, curbed traffic divider islands, sloped areas and all other areas within the right of way as directed.

Remove and dispose of all the litter and debris from the areas to be trimmed if it impedes trimming or creates a hazard to the motoring public or adjacent properties. Remove and dispose of any litter or debris that becomes uncovered due to the cutting of heavy brush. Be responsible for damage incurred to equipment as a result of trimming.

Do not damage the roots, basal areas or branches of any existing trees within this project. Do not damage any ornamental plantings or beds. Be responsible for any damage associated with trimming operation. Where damage occurs, due to this operation, repair or replace items as directed at no cost to the department.

Do not work on Saturday, Sunday and official State or Federal holidays without prior authorization from the District Roadside Specialist Supervisor only. No work is to start before sunrise or continue after sunset.

Do not trim the following areas:

areas closer than eighteen inches to individual trees and shrubs
areas within plant beds

Ensure that all existing traffic lanes remain open during non-working hours. Conduct Maintenance and Protection of Traffic operations in accordance with Publication 213. The cost of Maintenance and Protection of Traffic is considered incidental to the cost of this work.

MEASUREMENT AND PAYMENT – Hour (rate is for individual crew consisting of personnel and equipment specified).