Susquehanna County West Dirt Road Shaping

STATEMENT OF WORK FOR WEST SUSQUEHANNA COUNTY DIRT ROAD SHAPING, AND DUST PALLIATIVE
1. General Provisions
A. General Information
B. Estimated Quantities
C. Shaping and Dust Palliative Information
D. Mandatory Site Visit
E. Contractor Qualification Requirements
F. Equipment Demonstration and Calibration
G. Pre-Season Meeting
H. Contractor's Representative
I. Personnel Requirements
J. Work Status/Jobsite Reporting
K. General Equipment Requirements
L. Project Requirements
M. Work Zone Traffic Control Requirements (WZTC)
N. Invoice and Billing Instructions
O. Liquidated Damages
P. Shaping and Palliative Map
Q. Spill Response Plan
R. PennDOT's Strategic Environmental Manager Program (SEMP) Requirements
S. Scope of Work
2. End Result Specifications
A. Road Shaping
(a) General Information
(b) Material
(c) Payment
B. Dust Palliative
(a) General Information
(b) Material
(c) Payment
ATTACHMENTS
Attachment 1 - Contractor Information Form
Attachment 2 - List of Vehicles and Equipment
Attachment 3 - List of Dirt Roads
Attachment 4 - Accessing PennDOT iPad Applications for Business Partner
Attachment 5 - Confirmation of Service Form, OS-501
Attachment 6 - BOP 2201 Worker Protection & Investment Cert.
Attachment 7 - Domestic Workforce Certification Form
Attachment 8 - Trade Secret Policy
Attachment 9 - Green Plan Policy
Attachment 10- Summary of Bid Items

1. General Provisions
A. General Information
The Pennsylvania Department of Transportation, hereinafter referred to as PennDOT, requires dirt
road shaping, and dust palliative services, within the guidelines described in Chapter 6.3 of
PennDOT's Maintenance Manual (Publication 23) and this Statement of Work. PennDOT
Publication 23 is available on PennDOT's website http://www.dot.state.pa.us/ at the "Forms,
Publications, & Maps" page for a period of one (1) year. The services provided shall be consistent
with the standard operating procedures and applicable Federal, State, and local laws, rules, and
regulations for the protection of public health and the environment. This includes following OSHA
safety requirements, and any other agencies, involved in the application of dust palliative.
The contractor shall not shape dirt roads during a rain event.
The contractor shall not apply dust palliative in the following circumstances:
1. Directly to a water source.
2. During, or one day after a rain event.
PUBLIC BID OPENING: Public Bid Opening will be held virtually via Microsoft Teams on 272-281-3033 at
10:00AM (EST). Please contact Lori Cobb for meeting invitation.
Questions & Answers: All questions pertaining to Solicitation # XXXXXX must be made prior to XXXXX at
10:00AM (EST). All questions and answers will be posted to the Solicitation in eMarketplace for public
viewing.
The Commonwealth reserves the right, upon notice to the Contractor, to extend any single term of the
contract for up to three (3) months upon the same terms and conditions.
B. Estimated Quantities
All quantities are estimated, and PennDOT reserves the right to increase, or decrease, these
quantities based upon need. See Attachment 8, Summary of Bid Items: Dirt Road Shaping and
Dust Palliative and Attachment 9, List of Dirt Roads.
C. Shaping and Dust Palliative Information
Unless indicated otherwise within this Statement of Work, the contractor shall furnish all
equipment, personnel, and materials, for dirt road shaping and dust palliative. Maintain the
equipment in good condition for the duration of the contract.
The contractor should be capable of supplying a minimum forty hours of production work per
crew each week. The contractor shall be permitted to work extended workdays as long as it is in
the best interest of PennDOT, and permission is granted in writing by the Assistant Highway
Maintenance Manager (AHMM), or designee. In the event of programming needs, weather
conditions, or major equipment failure, that affects the timing of the dirt road shaping and dust
palliative, the contractor, at PennDOT's discretion, shall be required to work in excess of the
normal forty-hour work week. This shall require an extended workday, and up to a six-day work
week. This additional work shall be paid at the normal contract unit prices. Premium rates will
not be paid by PennDOT. When directed by the AHMM, spraying shaping and dust palliative shall

be scheduled, weather permitting, on any weekday Monday through Friday. No work is to be
performed on holidays.
D. MANDATORY SITE VISIT
Mandatory site visits must be performed between XXXXX and XXXXX.
Department ACMM must accompany vendor. Contact Lori Cobb at 272-281-
3033 to schedule a mandatory site visit.
E. Contractor Qualification Requirements
The Contractor shall provide proof of having been actively in the business in highway
construction/maintenance for the past two (2) years. The Contractor shall provide this
proof with the electronic bid.
The Contractor shall also submit with their bid, the name of a contractor representative,
the contractor representative's 24 houraday cell phone number with the electronic bid.
Subcontracting of this work will only be permitted in regard to the spraying of dust
palliative. The contractor is responsible for payment and the work of the
subcontractor. In performing its obligations under the Contract, the Contractor will act as an
independent contractor and not as an employee or agent of the Commonwealth. The Contractor
will be responsible for all services in this Contract whether or not the Contractor provides them
directly. Further, the Contractor is the sole point of contact regarding all contractual matters,
including payment of any and all charges resulting from the Contract.
F. Equipment Demonstration and Calibration
Equipment Demonstration -
Bidders are required to prepare Attachment 3, List of Vehicles and Equipment and
submit this document with the electronic bid.
After the bid opening and prior to award, the apparent low bidder shall demonstrate
to the County Equipment Manager (CEM) 2 that the equipment proposed for use in
meeting the requirements of the contract is of sufficient capacity and quantity, and
that all such equipment is in good working order. Additionally, the apparent low
bidder must demonstrate that the personnel employed for the purpose of providing
the services required by the contract are sufficiently trained to operate the
Contractor's proposed equipment fleet. The demonstration will also include
equipment and personnel needed for compliance with traffic safety requirements as
defined in the current version of PennDOT Publication (Pub) 213. Within 10 calendar
days of the bid opening, the CEM 2 will notify the apparent low bidder regarding the
time and location of the demonstration. This meeting is considered incidental to the
contract and no additional payment will be made. PennDOT will provide the
contractor written communication regarding the outcome of the equipment
demonstration.
If the apparent low bidder fails to demonstrate the acceptability of its equipment
and/or personnel, the apparent low bidder will be deemed nonresponsive and not
responsible and its bid will be rejected. The contract will then be awarded to the next

lowest responsive and responsible bidder that successfully demonstrates the
acceptability of its equipment and personnel. At the discretion of the CEM 2, the
apparent low bidder may be provided with up to five (5) additional calendar days after
an initial, unsuccessful demonstration of equipment and personnel acceptability to
prepare for and satisfactorily complete a second demonstration.
If changes to equipment and/or personnel are made after the award, the Contractor
must successfully demonstrate the acceptability of the equipment and/or personnel
as specified above.
At the time of demonstration, the Contractor must submit all vehicle insurance,
registration and any other required inspections of certifications for the equipment.
See "General Equipment Requirements" below for more information.
Contractor shall present required spare parts and tools for each piece of equipment.
See Attachment 3, List of Spare Parts and Tools Required for Each Spray Truck.
Equipment Calibration - After issuance of the Purchase Order, the Contractor will be
required to perform any necessary equipment calibration testing.
The initial calibration will take place within 10 working days of notification by
PennDOT; the time and location will be determined by the CEM 2.
The CEM 2 will record results of the calibration.
If the initial calibration is unacceptable, the Contractor will be sent notice requesting a
second calibration.
Upon receipt, the Contractor has five (5) business days to request a second calibration
date.
1. Upon a successful calibration, a PreSeason Meeting with the Contractor will be
scheduled (see PreSeason Meeting below)
2. If recalibration is unsuccessful, PennDOT will review available options, which
may include rejection of the apparent low bidder's bid and moving to the second
lowest responsible bidder submitting a responsive bid.
All spray equipment shall be calibrated at the beginning of the season and at
discretion of the CEM 2. All calibrations shall be done in the presence of the CEM 2.
During the calibration test(s) the applicators must demonstrate the ability to operate,
calibrate, and perform field maintenance on all equipment associated with the
spraying complement without assistance. An applicator's failure to properly set up
and calibrate their equipment during the demonstration will result in their removal
from all application work on a spray unit until they can demonstrate to the CEM 2
their ability has increased to an adequate level.

G. Pre-Season Meeting
Following a successful Equipment Demonstration and Calibration, the Contractor will be
required to attend a PreSeason meeting with the Assistant Highway Maintenance
Managers (AHMM)s at a site within Susquehanna County. This meeting will be
approximately one (1) hour in length. This meeting is considered incidental to the
contract and no additional payment will be made.
For subsequent years under contract, the PreSeason Meeting will take place during the
first week of March (weather permitting).
H. Contractor's Representative
The vendor shall designate one Contractor Representative as PennDOT's main person to
contact regarding all contract issues (See Attachment 1). The Contractor Representative
shall have 24hour, seven (7) day per week contact availability throughout the duration of
the contract. Should an issue such as insufficient work zone, or other safety related issues
arise, the PennDOT Representative will address it with a crew Foreperson. The Contractor
Representative shall have a cellular telephone. Should the Contractor have a need to
change the Contractor Representative during the validity period of the Purchase Order,
the Contractor is to immediately contact the AHMM during business hours with the new
Contractor Representative's name and telephone number.
I. Personnel Requirements
The Contractor shall supply all necessary licensed, and certified, operators to accomplish
the work explained within this Statement of Work.
PennDOT reserves the right to have any crew member removed from the project at any
time at its discretion.
In addition to the Contractor Representative, each complement working shall have a
designated working Foreperson. The Contractor shall provide the Foreperson a cellular
phone, and the number shall be given to the AHMM prior to the start of any work. The
Foreperson shall be responsible for the following items:
1. Scheduling of dirt road shaping, and dust palliative, within the County as
coordinated with the AHMM and County Management.
2. Familiarization with the roads to be shaped, and sprayed with dust palliative, within
Susquehanna County. It is imperative that each crew Foreperson be familiar with the
geographical area to maintain smooth and efficient operations.
3. Scheduling of meetings with the AHMM and County Management Representative
prior to working in Susquehanna County, resolving the sequence of roads to be
shaped, and sprayed, and the respective traffic controls and protection equipment
and devices required in accordance with Section 901 of PUB 408 and PUB 213.
4. Complete understanding of the procedure for reporting of work progress by the use
of Electronic Form M609, Roadside Activity Report. Electronic Form M609's will be

filled out completely. See Attachment 5, Accessing PennDOT iPad Applications for
Business Partners.
5. Contact the AHMM, or representative, by 12:00 PM Friday to list the roads that are
planned to be worked on for the upcoming week. Contact the AHMM by email, or
phone, before 7:15 AM each day to list the roads that are worked on during that day.
6. Possessing knowledge and ability sufficient to maintain and field adjust the
equipment in order to sustain a continuous and productive operation.
J. Work Status/Jobsite Reporting
Each crew complement foreperson may be asked to report work status (working/not
working) to the AHMM by telephone each day.
Unless otherwise directed by the AHMM, the start and end of the work shift to be
billed shall begin no earlier than sunrise and work shall end no later than sunset, and
only when sufficient daylight and/or weather conditions are available to safely
complete work activities.
Operations may be performed Monday through Friday. The AHMM, or County
Management Representative, may authorize work on Saturday and Sunday, as
necessary. No work shall be scheduled to occur on the following holidays unless
written permission to do so is provided by PennDOT:
1. New Year's Day
2. Dr. Martin Luther King Jr. Day
3. President's Day
4. Memorial Day
5. Juneteenth
6. Independence Day
7. Labor Day
8. Columbus Day
9. Veteran's Day
10. Thanksgiving Day
12. Day after Thanksgiving Day
13. Christmas Day
K. General Equipment Requirements
All equipment shall be in sound mechanical condition and in good working order, with a
uniformly painted, neat and clean appearance. All equipment is to be washed and cleaned
at the request of the AHMM.
Overnight storage of equipment will be the responsibility of the Contractor.
All vehicles shall display the Contractor's business name, City, State, U.S. DOT numbers.
No payment will be made for time spent on field repairs requiring more than one hour of
down time.

L. Project Requirements
Any PennDOT property, or private property, damaged by the Contractor due to the
operation(s) will be replaced and/or repaired at no additional cost to PennDOT.
M. Work Zone Traffic Control Requirements (WZTC)
Conduct Maintenance and Protection of Traffic in accordance with current version of
Publication 213. Provide all traffic control setups, truck mounted attenuators, shadow
vehicles, signage, warning lights, flags, and flashing lights necessary to assure maximum
safety to the public and minimize interference with the normal flow of traffic. Road
closures must be coordinated with the AHMM, or their designee, prior to 7:00 AM each
day.
The contractor shall exercise all precautions to minimize interference with the normal
flow of traffic.
N. Invoice and Billing Instructions
The Contractor shall complete a Roadside Activity Report (Electronic Form M609) at the
completion of each day's work. The schedule for submission of the M609 will be
established during the preservice meeting.
A completed Confirmation of Services Form (Form OS501) shall be submitted by the
Contractor to the AHMM, for review and verification, on a weekly basis. The AHMM will
notify the Contractor if corrections are needed. Each Form OS501 shall be itemized,
including sufficient detail, and coordinate with the line items on the Purchase Order.
Untimely or incomplete submissions of Form OS501 and required supporting
documentation (including M609s) may delay processing of a "proper invoice" as required
by the Payment section of the Terms and Conditions. See Attachment 5, Instructions for
Completing Confirmation of Service Form, OS501 and Attachment 6, Confirmation of
Service Form, OS501.
Invoices shall be submitted by the Contractor on a regular basis. For further instructions
regarding invoicing see the Billing Requirements section of the Terms and Conditions.
PennDOT reserves the right, throughout the life of the contract, to make changes to
Forms M609 and/or OS501, including their instructions, content, and all other
requirements.
O. Liquidated Damages
Liquidated Damages will be assessed in accordance with the Terms and Conditions.
Additionally, liquidated damages will be assessed for any requested complement
(equipment and/or personnel) that is not produced within five (5) days of written notice
by the AHMM. Written notification will include email, fax or mailed delivery.

Liquidated Damage for NonCompliance:
If for any reason the contractor fails to comply with the requirements of this contract, the
following items shall be applied:
Failure to comply with the deadline in this statement of work (All roads shaped and
sprayed by June 15th of the contract Fiscal Year. The contract will commence on July 1st
and conclude on June 30th of the following year, aligning with the Fiscal Year.) will result
in $500 dollars in liquidated damages being assessed per working day until all work is
complete.
Liquidated damages will be deducted from the next invoice received after notice of
violation.
All letters pertaining to noncompliance of the requirements of this contract shall be
entered into the Contractor NonCompliance files and could affect the award of a future
bid.
PennDOT reserves the right to sample any road shaping, or dust palliative, materials.
If, for any reason, the contractor fails to comply with the requirements of the contract,
Pub 408 shall prevail.
In the event that any materials furnished by the contractor are found to be defective,
unsuitable, or otherwise unacceptable, the materials shall be removed by the contractor
and replaced with acceptable materials at the cost and expense of the contractor.
Worker Protection and Investment:
Executive Order 2021-06, Worker Protection and Investment: Pursuant to Executive 2021-06,
Worker Protection and Investment (October 21,2021), the Commonwealth is responsible for
ensuring that every Pennsylvania worker has a safe and healthy work environment, and the
protections afforded them through labor laws. To that end, contractors and grantees of the
Commonwealth must certify that they are in compliance with all applicable Pennsylvania state
labor and workforce safety laws. Such certification shall be made through the Worker Protection
and Investment Certification Form (BOP-2201) and submitted with the bid, proposal, or quote.

P. Shaping and Palliative Map

Q. Spill Response Plan
A hard copy of the Contractor's Spill Response Plan shall be submitted to the AHMM.
The Spill Response Plan shall summarize the following procedures at a minimum:
1. Background and Applicable Regulations;
2. Incident Reporting Chain of Command;
3. Spill Preparedness Checklist;
4. Spill Response/Control Method; and
5. Spill Response Procedures
The Contractor is responsible for all cleanup activity and cost resulting from any
contamination caused by the accidental or intentional spilling, leakage, or dumping of
fuel, oil, or any other contaminant from Contractorsupplied equipment.
PennDOT will not pay for any materials spilled by the Contractor.
R. PennDOT's Strategic Environmental Manager 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 in PennDOT's PUB 712A (1115) Green
Plan Policy Statement (Attachment 7).
The Contractor is required to submit a Contractor Roster to the AHMM prior to starting
work.
S. Scope of Work
The contractor proposes to furnish and deliver all materials and to do and perform all work on
the following project as set forth below.
If designated as the successful bidder, the contractor will begin work on the date specified in
the notice to proceed, or as otherwise provided in the special requirements, and will
complete all work within the established time frames.
Description of Work:
Reshape approx. 20 miles of unpaved roads in the spring and then approx. 10 miles of
reshaping in the fall. This includes all actions such as scarifying, grading, shaping, and
compacting to restore cross section, or eliminate corrugations and potholes. The amount of
reshaping in the fall we be based on need and at the direction of the AHMM of the area.
It is important to maintain proper roadway cross-section and adequate ditch line for proper
drainage. The grader blade should be set to pull suitable material from the ditch line, toward
the center of the roadway.