IFB156200 Emg Road Clearing & Debris Removal

Agency: State Government of Virginia
State: Virginia
Level of Government: State & Local
Category:
  • 99 - Miscellaneous
  • F - Natural Resources and Conservation Services
  • S - Utilities and Training Services
Opps ID: NBD14089925961532648
Posted Date: Jul 30, 2020
Due Date: Aug 12, 2020
Solicitation No: IFB 4022-2
Source: Members Only
IFB 4022-2
  • IFB156200 Emg Road Clearing & Debris Removal
  • Status: Open
  • Time Left:12 days, 15 hours
  • Closing: 8/12/20 1:00 PM
  • Issued: 7/16/20 4:48 PM
  • Last Amended: 7/30/20
  • Buyer:Robert Dowdle
  • robert.dowdle@VDOT.Virginia.gov
  • 434-856-8320

  • Issued By:Virginia Department of Transportation
  • Type:Invitation for Bids (IFB)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: Lynchburg District
  • PreBid Conference: 7/29/20 1:00 PM Pre-Bid Conference
  • Open Responses: 8/12/20
  • Description:Emergency Road Clearing & Debris Removal Services Lynchburg District
  • Amendment/Cancellation Information:Addendum 1

Attachments
Attachment Size Description Posted On Type
IFB156200 Attachments.pdf (2.17 MB) Attachments 07/16/20 Solicitation
IFB156200 Specifications.pdf (634.21 KB) Specifications 07/16/20 Solicitation
IFB156200 Addendum 1.pdf (248.95 KB) Addendum 1 07/30/20 Solicitation

Attachment Preview

Administrative Services/Procurement
Lynchburg District
Roadway Clearing & Debris Removal
IFB #156200
TABLE OF CONTENTS
I. Purpose
II. Questions Regarding This Invitation For Bid
IV. Definitions
V. Specifications/Contract Requirements
VI. Pre-Bid Conference
VII. Method for Payment
VIII. Invoicing
IX. Bidders Instructions When Submitting Paper Bids
X. General Terms and Conditions
XI. Special Terms and Conditions
Attachments:
A. Small Business Subcontracting Plan
B. SWAM Compliance Report
C. VA State Corporation Commission Form
D. Normal and Emergency Contacts
E. Subcontractor Approval Request
F. References
G. Report Sheets
H. Safety Inspection Form
Page
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-
4343.1 or against a bidder because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity,
political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based
organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be
in writing and explain why an exception should be made in that invitation to bid.
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Administrative Services/Procurement
Lynchburg District
Roadway Clearing & Debris Removal
IFB #156200
I.
PURPOSE:
The Virginia Department of Transportation herein referred to as “VDOT” is soliciting bids from interested firms to perform
“as needed”, unplanned/on-call roadway clearing and vegetative debris removal services during and/or after any event, weather
related or not, that results in vegetation being displaced onto or hanging over the travel-way or VDOT Right of Way. VDOT
in its sole discretion will determine when these services are needed. All services shall be in accordance with the specifications
herein. Services shall be performed within the right-of-way on routes within the Lynchburg District. Award(s) will be made of
a total lot basis for each Residency within the Lynchburg District. A single award will be made on a per lot total basis for each
Residency separately to the lowest responsive and responsible bidder.
Lots are identified as follows:
LOT 1- Appomattox Residency: Amherst CO., Appomattox CO., Campbell CO., Nelson CO.
LOT 2- Dillwyn Residency: Buckingham CO., Charlotte CO., Cumberland CO., Prince Edward CO.
LOT 3- Halifax Residency: Halifax CO., Pittsylvania CO.
PERIOD OF CONTRACT: From award through one year with four (4) optional one year Renewal periods
NOTE: The resulting contract will be a requirements contract. These events are unknown and unplanned no guarantee is made
as to the actual usage of this contract, if any. The quantities within the pricing schedule are estimated. VDOT reserves the right
to order more or less hours and / or multiple crews as described in this IFB as dictated by conditions. Displaced Vegetation
clearing and or debris removal services shall be performed in order to make the roadway passable and remove debris generated
by any event, weather related or not. Roadway shoulders may include up to 4 sides on divided highways. VDOT reserves the
right to perform these services in house (VDOT FORCES), utilize the contractor(s) or use any combination of VDOT staff and
Contractor staff to perform these services.
II.
QUESTIONS REGARDING THIS INVITATION FOR BID:
Any questions regarding this invitation for bid shall be addressed to Mr. Robert Dowdle at
Robert.Dowdle@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result of
any questions or other matters raised. Provide questions by 5:00 PM no later than 5 days prior to IFB close.
III. GENERAL:
For the purpose of clarification, each firm submitting a Bid is referred to as a “Bidder” and the Bidder awarded the contract to
supply the services is referred to as a “Contractor”. Virginia Department of Transportation is referred to as “Department” or
as “VDOT”, and “Representative” refers to the VDOT Contract Administrator who will be administering the contract. This
Invitation for Bids states the instructions for submitting bids, the procedure and criteria by which a contract may be awarded,
and the contractual terms which will exclusively govern the contract between VDOT and the Contractor.
IV. DEFINITIONS:
1. Brush – Any woody vegetation less than 2” inches at ground level.
2. Small Tree All woody vegetation from two (2) inches at ground level to six (6) inches DBH.
3. Tree – All woody vegetation greater than 6” DBH.
4. Diameter at Breast Height (DBH)Diameter measured at 4.5 feet above ground level on woody vegetation.
5. Displaced VegetationVegetation that is, but not limited to: Uprooted, broken from parent stem, dislocated from its
natural place.
6. Debris Vegetation displaced during any event, weather related or not, that is located in any place other than what
was its natural location. Once removed Debris is the responsibility of the contractor.
7. Passable RoadwayRoadway pavements clear of fallen tree and vegetative debris- NO DEBRIS LEFT WITHIN
THREE (3) FEET OF PAVEMENT.
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Administrative Services/Procurement
Lynchburg District
Roadway Clearing & Debris Removal
IFB #156200
8. Emergency work Immediate response required upon request.
9. Planned Work specifically identified in this IFB.- NOT A COMPONENT OF THIS CONTRACT
10. Contract Administrator (CA) or designee- VDOT individual(s) that will serve as point of contact and will be
responsible for Purchase Orders and service coordination. Multiple CAs may be utilized.
11. Contract Monitor VDOT individual(s) assigned to monitor contract performance.
12. Satisfactorily Completed- All work has been completed by the Contractor in accordance with the specifications herein.
This includes inspection by VDOT, rework (if required by the Contractor) and validation by VDOT.
13. Rework- Work done to bring previously non compliant work into compliance.
14. Event(s)- for the purposes of this solicitation defined as any meteorological, geological or hydrological extra-ordinary
phenomenon. To include but not limited to: thunder storms, tornados, earthquakes, flooding, hurricanes or hurricane
remnants, severe weather, windstorms, Derecho, straight-line winds, ice storms.
V. SCOPE OF WORK:
The intent of these services is to make roads passable and have debris removed from the Right of Way during and at any
point after any event where VDOT determines at its sole discretion there is a need for such services. Services may be
performed at any time during or after such events as determined by VDOT for damages created by individual events. (See
Method of Ordering Work for more specific information) When conditions are deemed unsafe by VDOT, the contractor(s)
may be restricted from services until such time as conditions are safe enough to allow services to resume. The Contractor
shall provide all supervision, labor, equipment, fuel, highway work zone signs and stands and any other incidentals necessary
to meet the requirements of the performance specifications stated within. Brush, small tree, tree and debris clearing services
shall consist of but not limited to the removal of: felled trees, wood debris and displaced tree branches; hanging tree
branches, fallen, uprooted and displaced brush removal. No chipped debris shall be left on the Right of Way. Proper and
authorized chip disposal and location of disposal sites shall be the responsibility of the contractor.
A. Performance Specifications
1. All work shall be performed in accordance with the current versions of the ANSI A300 Pruning Standard, ANSI
Z133.1 Safety Standard, Best Management Practices - Tree Pruning (companion publication to the ANSI A300
Pruning Standard) and 16VAC25-73 and the 16VAC25-75.
2. Vertical clearance shall be achieved through removal of all broken, hanging or otherwise defective tree parts, or
other vegetation that could endanger the right of way.
3. Horizontal clearance shall be achieved through the removal of all displaced vegetation along the horizontal plane
from right of way edge to right of way edge. Right of way widths will be given when roads are assigned during
service periods.
4. All work shall be performed within VDOT maintained roadway. No work shall be performed on the adjacent
private property without obtaining the property owner’s written permission prior to the work being done. The
VDOT Representative shall be notified. Documentation of such permission shall consist of a VDOT Right of
Entry Form signed by the adjacent private property owner(s). In those instances where the property owner (s) will
not authorize access to the private property, pruning must not extend beyond VDOT’S right-of-way. It is
understood that there may be instances where proper cuts may not be possible in order to remain on VDOT
property.
5. All work shall be Satisfactorily Completed per the terms and conditions of the IFB and resulting contract and that
has been verified and accepted by the VDOT Contract Administrator or designee. Failure to comply with any
timeline may be cause for default action and contract termination in accordance with Section X. General Terms
and Conditions, P. Default. VDOT shall notify the contractor in writing (email or fax) of routes requiring
‘rework’. Rework shall be the responsibility and expense of the contractor.
6. All services shall be completed in accordance with the most current edition of the “VA. Work Area Protection
Manual” (VAWAPM)
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Administrative Services/Procurement
Lynchburg District
Roadway Clearing & Debris Removal
IFB #156200
7. Equipment
a. The Contractor shall provide all necessary equipment and tools of the trade to perform roadway clearing
services to include but not limited to: trucks, bucket trucks, brush chippers, chain saws, pole saws, hand
tools, etc.
b. All equipment may be inspected by VDOT prior to award. VDOT reserves the right to perform equipment
inspections after award or at any time during the term(s) of the contract. Inspections may be made by any
VDOT personnel.
c. The Contractor shall furnish the necessary means for transporting all required equipment, personnel,
materials and traffic control to all identified locations.
d. All over the road equipment shall be equipped with the following: a wind-resistant truck bed cover (if
necessary) and one high intensity amber strobe light.
e. When ordered, in accordance with this solicitation Method of Ordering work, the Contractor shall be
required to provide all necessary equipment, and operators if required, (per the VA Work Area Protection
Manual {VWAPM}) to include a Truck-Mounted Attenuator (TMA), Advanced Warning Message
(Arrow) Board.
8. Road Clearing Services: Road clearing services shall be performed with the intent to clear the travel way of displaced
vegetation. During Road Clearing services cut vegetation may be left along the right of way at a minimum distance of
three feet from the edge of pavement. At no time will cut vegetation or debris be allowed to remain in the travel way
or within three feet from edge of pavement during road clearing operations.
9. Debris Removal Services: Debris removal services shall be performed with the intent to clear the right of way of cut
and/or displaced vegetation. During debris removal services previously cut or displaced vegetation along the Right of
way will be removed and properly disposed of. Services may be ordered to perform debris removal caused by an event
for debris left by the contractor or VDOT forces clearing the road from an event. No chips or cut debris shall be left
on the right of way without written permission from the Contract Administrator(s) or designee. Debris ordered
removed by Purchase Order is the responsibility of the Contractor and shall be properly disposed of in accordance
with all applicable laws and regulations.
B. Line Items and Crew Configurations and Hourly Equipment
Crews shall be ordered from the configurations described below. Each ‘Crew Configuration’ shall be a separate line item.
VDOT at its sole discretion shall evaluate the situation and make needs determination of the level of services required. VDOT
reserves the right to order multiple crews if the situation dictates. The Contractor shall have sufficient work force/resources
to provide the requested number of crew configurations per the time frame listed in Method of Ordering Work. No payment
will be allowed for equipment downtime, repairs, or maintaining equipment. The refueling of equipment while relocating
from one job site to another during that work day is payable under this IFB/Contract. Crew Line items will be required to
include the equipment listed in each line and ‘tools of the trade’ to perform services. When additional equipment with
operators, such as but not limited to, Truck mounted Attenuators, Skid Steer Loaders or dump truck with grapple are required
they will be ordered as a separate line item on a purchase order and paid per the hourly bid price quoted.
CREW CONFIGURATIONS
1. Two Person Crew Road Clearing/ Opening--- shall consist of a two (2) person crew and will be required to have
a four wheel drive vehicle and all necessary Personal Protective Equipment (PPE), power and/or hand saws, tools,
signs and sign stands and any other items that are needed for the successful completion of the road clearing services.
This line will be paid for hourly by actual hours worked. For roadway clearing operations the Contractor shall
be expected to work seven (7) days a week, twenty-four hours a day, until the situation has been resolved and
is released by the Contract Administrator(s). The line item pricing shall not change for work performed on
a weekend, at night or any hours worked beyond a 40- hour week.
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Administrative Services/Procurement
Lynchburg District
Roadway Clearing & Debris Removal
IFB #156200
2. Two Person Crew Debris removal--- shall consist of two (2) person crew and will be required to have a four wheel
drive vehicle and all necessary Personal Protective Equipment (PPE), power and/or hand saws, tools, signs and sign
stands and any other items that are needed other items needed for the successful completion of the debris clearing
services. This line will be paid for hourly by actual hours worked. Debris removal services will only be required
during daylight hours. The line item pricing shall not change for work performed on a weekend or any hours
worked beyond a 40- hour week.
3. Four Person Crew Road Clearing/ Opening --- Shall consist of a four (4) person crew, a four wheel drive vehicle,
chip truck with chip bin and a chipper (capable of chipping up to 12” diameter limbs) and all necessary Personal
Protective Equipment (PPE), power and/or hand saws, tools, signs and sign stands and any other items that are
needed other items needed for the successful completion of the road clearing services. This line will be paid for
hourly by actual hours worked. For roadway clearing operations the Contractor shall be expected to work
seven (7) days a week, twenty-four hours a day, until the situation has been resolved and is released by the
Contract Administrator(s). The line item pricing shall not change for work performed on a weekend, at night
or any hours worked beyond a 40- hour week.
4. Four Person Crew Debris removal --- Shall consist of a four (4) person crew, a four wheel drive vehicle, chip
truck with chip bin and a chipper (capable of chipping up to 12” diameter limbs) and all necessary Personal
Protective Equipment (PPE), power and/or hand saws, tools, signs and sign stands and any other items that are
needed for the successful completion of the debris removal services. This line will be paid for hourly by actual hours
worked. Debris removal services will only be required during daylight hours. The line item pricing shall not
change for work performed on a weekend or any hours worked beyond a 40- hour week.
5. Six Person Crew Road Clearing/ Debris removal --- shall be a six (6) person crew and will be required to have
the following :
50 ft in height (minimum) Bucket Truck with dump /chip body
Brush Chipper capable of chipping up to 12” diameter limbs,
Chip-box Dump Truck capable of holding 12 cubic yards minimum.
Operable saws and tree pruning tools to furnish a six (6) person crew.
All necessary tools and incidentals determined by the contractor to perform services and leave a clear roadway
when completed.
All signs, sign stands and other traffic control items per the VWAPM. Additional equipment when required by
the VWAPM.
This line will be paid for hourly by actual hours worked. For roadway clearing operations the
Contractor shall be expected to work seven (7) days a week, twenty-four hours a day, until the situation has
been resolved and is released by the Contract Administrator(s). The line item pricing shall not change for work
performed on a weekend, at night or any hours worked beyond a 40- hour week.
Hourly Equipment
Hourly equipment add on shall be ordered when needed. The hourly equipment may be ordered with a crew
configuration or independently. The arrow board line item shall not require an operator. All other hourly
equipment shall be ordered with the equipment and an operator for the operation of the ordered equipment
with or without a crew configuration.
The contractor may be required to supply more than one of each of the items listed below simultaneously depending
on each situation. VDOT cannot predict what the actual needs may be until the event is evaluated.
1. Truck with Truck Mounted Attenuator (TMA)--- A truck with a truck mounted attenuator with operator. Truck
and attenuator as defined by the most recent edition of the “VA Work Area Protection Manual”. TMA may be
ordered with or without any crew configuration within the specification. The contractor will be paid the bid
rates for the TMA in all operations where the TMA is utilized. Paid for hourly by actual hours used.
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