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PASS Document Transcript

  • 1. SCOPE OF SERVICES HIGHWAY ASSET MANAGEMENT CONTRACT (REV. 08-15-05) CONTRACT ADMINISTRATION: Contract Number: ___________________ Financial Project Number (s): _______________________________________ PROJECT BACKGROUND AND CONSIDERATIONS: In an effort to provide the traveling public of the State of Florida a cost effective, high quality, transportation infrastructure, the Florida Department of Transportation (hereinafter "Department") has adopted innovative management, operation, and maintenance programs. The Department has an innovative highway asset management program whereby the Department will contract with a private entity for the management of all assets located within the right-of-way for an entire geographical area or portion of roadway. Due to the inherent difficulty of specifically defining the structure of the maintenance management program for which the contractual service is required, it is the intent of the Department to solicit for competitive sealed proposals. Once the contract is executed, the Department will monitor the contractor's maintenance management program and conduct evaluations based upon performance specifications established in the contract. The use of performance specifications, which effectively transfer day-to-day managerial and administrative responsibility to the contractor, with oversight by the Department, has been chosen because methodology specifications would require the Department to perform extensive contract administration including work identification, work assignment, inspection, and documentation. OBJECTIVES: The Contractor will manage and perform all routine maintenance activities associated with Roadway, Structures, Drainage, Roadside, Rest Areas, Wayside Parks, Vegetation and Aesthetics, Traffic Services, Structure Inspection and Incident Management. INSERT THE PROJECT DESCRIPTION AND LIMITS HERE _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____ The scope of this project includes management and performance of routine maintenance of all components of the transportation facility currently maintained by the Department within, or associated with, the state road right-of-ways, including off-system local bridge inspection and other State Agency bridge inspection. (a.) All interchanges, crossroads and ramps to the point at which the right-of-way terminates or as shown by the Department through supplemental description. (b.) All overpasses over the transportation facilities out to the right-of-way line. (c.) All waterway and intermittent waterway canals to the right-of-way line including compliance with any permit requirements. (d.) All stormwater management and mitigation areas associated with the highway corridor including compliance with any permit requirements. 1
  • 2. (e.) All Rest Areas, Wayside Parks, Recreational Areas and Weigh Stations including sewage treatment facilities and potable water treatment facilities. This does not include weigh station scales. (f.) All structure inspection and routine maintenance. Structures include bridges, overlane signs and high mast weathering steel light poles. Also included is the inspection only of local and other state agency owned bridges. GENERAL REQUIREMENTS: It is the intent of the Department for all work to be performed to current Standards and Specifications throughout the contract duration, as may be updated throughout the life of the contract. The Contractor will manage all assets within the project limits and will perform work that produces end results in accordance with Department Specifications (including all Supplemental Specifications and Special Provisions in the Specification Workbook), Design Standards, MUTCD, Standard Maintenance Special Provisions, Maintenance Activity Standards, Procedures, Handbooks, Guides, and Manuals in effect at the time of the performance of the specific work, and consistent with the Department's statewide maintenance practices. The Standard Specifications for Road and Bridge Construction, Workbook of Implemented Modifications to the Standard Specifications, and Mandatory Specification Revisions can be retrieved through the Internet at: http://www.dot.state.fl.us/specificationsoffice/ The Department will consider claims for additional compensation on an annual basis when compliance with a change to the Statewide Maintenance Programs, a change to any of these documents, or road(s) not included in the Department's Work Program are added to the state system that are currently off system, which causes a substantial documented economic impact on the Contractor exceeding five (5%) percent of the annual contract amount. The five percent (5%) is not cumulative year to year. The contractor will not receive any additional compensation for maintenance of projects currently scheduled in the Department's Work Program at the time of the proposal due date. The bid will be lump sum. The duration of the contract will be seven (7) years with a renewal option for one additional seven (7) year term. If the renewal option is exercised, the Department will, for inflation, add an additional fifteen percent (15%) of the total original lump sum amount to the seven year renewal period lump sum amount. The Contractor will be compensated according to the breakdown by month and year given in Attachment X. The Contractor will invoice the Department monthly. The Contractor will include with the monthly invoice a breakdown by maintenance area (Attachment V) of all work completed by appropriate Maintenance Management System (MMS) activity numbers with the units completed. The Contractor will provide a breakdown of charges by appropriate Financial Project Number and Federal Aid Number on the monthly invoice. Proper health and safety measures will be taken to insure safety for the traveling public, Department employees, Contractor employees, and Subcontractor employees. The Contractor and agents are required to pay all tolls. The Contractor is expected to maintain the road system uniformly and consistently throughout the contract period by meeting performance specifications. Continued poor performance of work or failure to perform in accordance with the Contractor’s proposal will cause the Contractor to be declared in default of the contract. The Department will pay all highway lighting electric bills including those for navigational lights on bridges. The Department will provide finished sign panels, up to square feet per fiscal year, to be used for routine sign maintenance and repair on the State Highway System, within the project limits. In the event of a Declared Emergency, the Department will make additional finished sign panels available to the Contractor to replace all damaged or missing finished sign panels. The Contractor shall obtain these sign panels from the State Sign Shop in Lake City, using the statewide process for requesting and receiving finished sign panels. The Contractor must provide a detailed drawing of each non-standard sign panel, and standard sign with unusual legends and/or symbols. These non-standard sign panels and standard signs with unusual legends and/or symbols shall be approved by the District Traffic Operations 2
  • 3. Engineer prior to placing the sign order. If additional sign panels are needed in excess of the quantity of finished sign panels provided by the Department, it is the Contractor’s responsibility to provide those sign panels with no additional compensation from the Department. All Departments provided signs used for damage repair must be included in the Contractor's damage claim for reimbursement. Any damage reimbursement received by the Contractor for finished sign panels provided by the Department shall be transferred to the Department on a monthly basis. The Contractor is required to maintain a record of all Department provided sign panels used for damage repair, within the damage claim files. The Contractor will update the Maintenance Roadway Characteristics Inventory (RCI) when changes occur to any roadway characteristic of the roads within the project limits. Updated coding sheets will be provided to the Department. The Contractor will also verify and update each RCI characteristic as directed by the Maintenance Roadway Characteristics Inventory Manual. The Contractor will monitor and report to the Department, quarterly, by district, all subcontractor utilization with DBE utilization broken out (Form Number 375-030-2E). The Contractor will maintain records and documents of payments to DBE’s for three (3) years following performance of the contract. The Contractor will maintain a customer service log, which shall detail complaints or requests, and the disposition of the items contained in the log. The customer service log will be made available to the Department for review upon request. The Contractor will contact the customer within one (1) working day and have resolution of the customer service request within two (2) weeks. The Contractor will develop and implement a Customer Service Resolution Plan. The Contractor will comply with District lane closure restrictions/requirements. In some locations this may require the work to be performed at night. The Contractor will be required to manage and coordinate existing Department contracts until expiration (See Attachment VIII). Active contracts will continue until the money or time expires on the contract, whichever comes first. The Asset Management Contractor will document any instances of poor performance by the Contractor of the existing Department contract. If the Department prematurely terminates the contract before the contract expiration given in attachment VIII, the Department will compensate the Asset Management Contractor for assuming the unanticipated workload remaining on the terminated contract. All claims and disputes by the Contractor will be resolved in accordance with the Department Standard Specifications and revisions thereto, Article 8-3, titled Prosecution of Work - Regional Disputes Review Board. The Contractor will comply with the following Department procedures. Copies of these procedures can be obtained through the Department. Topic Number 850-065-002 Maintenance Rating Program Topic Number 850-000-015 Roadway and Roadside Maintenance Topic Number 850-000-005 Maintenance Responsibilities on Construction Projects Topic Number 850-055-025 Single and Multi-Post Sign Inspection Topic Number 850-055-003 Reporting Attenuator Inventory and Inspection Topic Number 850-050-004 Highway Safety Memorial Markers Topic Number 850-005-001 Reporting Incidents and Management of Damage Repair Topic Number 850-010-030 Bridge and Other Structures Inspection and Reporting Procedures Manual Topic Number 850-010-035 Bridge Load Rating, Permitting and Posting Topic Number 850-010-031 Bridge Operations and Maintenance Manual Topic Number 850-010-010 Bridge Inventory Database Topic Number 850-010-011 Bridge Underwater Operations Manual Topic Number 850-055-035 Motorist Aid System Testing and Routine Maintenance Topic Number 850-050-003 Guardrail Inspection and Maintenance Topic Number 850-000-001 Transportation Data Collection, Storage and Reporting Topic Number 225-085-001 General Liability Claims Topic Number 625-010-021 Median Opening and Access Management Decision Process 3
  • 4. Topic Number 375-020-002 Contract Maintenance Inspection and Reporting The Contractor will comply with the following manuals, guides and handbooks. Maintenance Rating Program Handbook A Guide to Turf Management A Guide to Roadside Mowing Chemical Weed and Grass Control A Guide to Asphalt Pavement Repair Wildflowers in Florida Florida Highway Landscape Guide Utility Accommodations Manual Bridge Loading Rating, Permitting and Posting Manual Bridge Underwater Operations Manual Bridge Work Order Handbook Bridge and other Structures Inspection Reporting Procedures Manual Bridge Management System (available from FDOT State Maintenance Office) Bridge Maintenance and Repair Handbook (available from FDOT State Maintenance Office) Bridge Operations and Maintenance Manual Bridge Inventory Database User's Handbook Bridge Inspector's Field Guide Routine Maintenance Cost Handbook Maintenance Roadway Characteristics Inventory Manual Plans Preparation Manual Bridge Inspection Evaluation Maintenance Manual (Available from AASHTO) Florida Administrative Code Rule Chapter 14-48, Bridge Inspection Standards These publications are available through the: FDOT Manuals Florida Department of Transportation Maps and Publications Sales 605 Suwannee Street - MS 12 Tallahassee, FL 32399-0450 Phone (850) 414-4050 Fax (850) 414-4915 or http://www.dot.state.fl.us/MapsAndPublications/manuals/pub-list.htm ROUTINE MAINTENANCE : The Contractor will manage all assets within the project limits and perform routine maintenance activities as necessary. These maintenance activities will be performed at a frequency that ensures uniform and consistent compliance with the Maintenance Rating Program (MRP) criteria, the required maintenance rating level and any other requirements of the Department. The routine maintenance activity numbers, units of measure and descriptions can be found in the Routine Maintenance Cost Handbook. The Contractor shall perform all non-routine maintenance activities currently being performed by the Department (such as Service Patrol, Call Box Maintenance, Surveillance System Maintenance, routine facility maintenance of Wayside Parks, Toll Plazas and Rest Areas, and removal of dead animals, etc.). The installation and maintenance of logo signs are the responsibility of others. The Contractor will maintain all flashing signs and traffic signals that are not covered by a maintenance agreement with a city or county. The routine maintenance activities are included in Attachment I. The Contractor will manage the maintenance program including the performance of work needs determinations, location of resources, work assignments and management of resources. The Contractor 4
  • 5. will develop an annual work program with associated budget to insure the desired maintenance is performed. INCIDENT RESPONSE: The Contractor will respond and deploy resources within fifteen (15) minutes of initial notification, twenty four (24) hours per day, seven (7) days per week, including holidays, to any emergency occurring on the roadway corridors, including marine collisions to bridges and their fender systems. The Contractor will arrive on-site, prepared to take necessary action with necessary manpower and typical emergency response equipment, within a maximum time of sixty (60) minutes from initial notification of the incident. The Contractor will develop an "Incident Response Plan". Included in the "Incident Response Plan" should be details on public/agency notifications, incident management, how the safety of motorists will be insured, handling of hazardous waste, coordination with Law Enforcement and other appropriate agencies, traffic control, submission of "Incident" reports, the establishment and maintenance of detour routes when needed for closure of the interstate and primary roads, emergency repairs, removal of debris and evacuation response. The Contractor will be responsible for all aspects of traffic control related to an incident, including, but not limited to, the entire detour route off the corridor(s) covered by this contract onto other state roads or non-state roads. The Contractor will notify the Department within twenty four (24) hours of all roadway closures exceeding one (1) hour and re- openings, or major incidents upon occurrence. A summary of incident responses, by the Contractor, will be submitted to the Department with the monthly invoice. The Contractor will have incident response procedures in place to ensure proper response within the roadway corridors. The Contractor will comply with all Local, State, and Federal Laws and Department plans dealing with evacuation routes. The Contractor will have incident response procedures in place to insure proper coordination of the handling of hazardous waste encountered on the roadway corridor. The Contractor will comply with all Local, State, and Federal laws and regulations dealing with the handling and disposal of hazardous waste. When an event occurs causing damage to any of the Department’s facilities, the Department authorizes the Contractor to pursue claims against any responsible party for reimbursement of expenses incurred. Any advance preparation, repairs, replacement, etc., required as a result of natural disaster, catastrophic or emergency response event will be considered part of the contract responsibilities and the Contractor will not receive any additional compensation. The Department authorizes the Contractor to pursue claims of any emergency reimbursement in response to the disaster. The sequence of reimbursement for damages will be as follows: 1. Pursuit of claims against the individual or entity which caused damages, or their insurers 2. If eligible, compensation from FEMA or FHWA for qualifying reimbursements 3. Department provided insurance coverage* 4. Contractor coverage * The Department has insurance coverage on some facilities such as rest areas, weigh stations and bridges. To the extent the coverage is available; the Department may transfer the qualifying reimbursement amounts to the Contractor to offset the Contractor’s actual costs to restore the system. The Contractor’s responsibility to make damage repairs at its own expense, in each twelve (12)- month period beginning with the date of the original contract, shall be limited to fifty percent (50%) of the annual contract amount for that year. Such fifty percent (50%) of the annual contract amount cap shall be in addition to any amounts reasonably obtainable under items 1, 2 and 3 above, and any damage repairs caused by the Contractor’s negligence. The annual contract amount as used above means each twelve (12)-month period beginning with the date of the original contract and each annual anniversary date thereafter. In the event the Department chooses to take responsibility for system restoration, the amount of reimbursements obtained in items 1, 2, and 3 above will be retained by the Department. 5
  • 6. In the event of an act that is officially declared by the State of Florida as an “act of terrorism” the contractor will not be liable for damage beyond the extent of the amounts obtained in items 1, 2, and 3 above. MAINTENANCE RATING PROGRAM: The Contractor will achieve and maintain an annual Maintenance Rating Program (MRP) rating of eighty (80). The Contractor will use the criteria established in the Department's MRP to evaluate and establish the level of maintenance attained to ensure a uniform consistent level of Maintenance at all times. The requirements and criteria for the MRP are found in the Roadway and Roadside Maintenance procedure (Topic Number 850-000-015), the MRP procedure (Topic Number 850-065-002) and the MRP Handbook. All elements (roadway, roadside, traffic services, drainage and vegetation/aesthetics) shall have a rating of seventy five (75) or above and each characteristic shall meet the desired conditions a minimum of seventy (70) percent of the time. The Contractor will perform the MRP rating three (3) times per year. The Department will produce and provide to the Contractor locations to be rated each period. Upon receipt of the samples from the Department, the Contractor will be responsible for completing the survey of those samples and submitting all MRP coding sheets to the Department five (5) days before the last working day of the scheduled period. The MRP rating will be performed using the criteria in the MRP Handbook. The Contractor will certify the accuracy of each MRP rating to the Department. The Department will calculate the MRP score for the Contractor. The Department may perform MRP ratings as a quality control check of the Contractor. The Department may also evaluate any specific component independent of the routine MRP evaluations. If the MRP rating for any period is disputed, the Department may perform a separate MRP inspection. The locations rated by the Department, for quality control or MRP dispute resolution, may or may not coincide with the locations rated by the Contractor. If there is a difference between the Contractor's MRP rating and the Department's MRP rating, the Contractor's MRP rating will be adjusted. To obtain the adjusted rating, the Department will add to its calculated MRP rating a margin of error of two (2) points. The two (2) point margin of error can be applied at the overall MRP, Element or Characteristic level. The Contractor's rating will then be adjusted to this number. The MRP rating for the period shall be the adjusted number. PERMITS: The Contractor will be responsible for permitting activities within or associated with the Right of Way. The Contractor will meet all the requirements in Florida Administrative Code Rules, in particular, the following. F.A.C. Rule 14-20 Private Use of Right of Way F.A.C. Rule 14-28 Public Use of Rest Areas, Wayside Parks and Solicitation on State Highway Facilities F.A.C. Rule 14-40 Highway Beautification and Landscape Management F.A.C. Rule 14-43 Regulation of Signs, Canopies Over Streets and Sidewalks F.A.C. Rule 14-46 Railroads/Utilities Installation or Adjustments F.A.C. Rule 14-63 Building Moving Permits F.A.C. Rule 14-65 Temporary Closing and Special Use of State Roads F.A.C. Rule 14-86 Drainage Connections F.A.C. Rule 14-96 State Highway System Connection Permits, Administrative Process F.A.C. Rule 14-97 State Highway System Access Management Classification System and Standards The Contractor will handle coordination, processing, administration, and inspection of all permits on the roadways covered by this contract. The Contractor will enter all permit related data into the Permits Information Tracking System. The Contractor will collect all permit fees and turn them over 6
  • 7. to the Department's representative. All approvals and signatures required by the Florida Administrative Code Rules will remain with the Department. All permits will be processed expeditiously, meeting the requirements of Florida Statutes and Florida Administrative Code. "General Use "Permits will be processed in accordance with District requirements. The Contractor will process all permits to completion, which is either approval or denial; within sixty (60) days of receipt of a complete permit application. The Contractor will not be penalized if a delay in processing a permit is caused by the Department. The permitting of Outdoor Advertising Billboards is the responsibility of others. The Contractor will submit in their proposal a "Permit Processing Plan". Included in the plan shall be details on the permitting process, adherence to permitting requirements and processes to ensure customer satisfaction. STRUCTURE INSPECTION AND MAINTENANCE: The Contractor will perform Bridge, Overlane Sign, and Weathering Steel Light pole Inspection and Maintenance. The Contractor will inspect all publicly owned bridges, including off-system local bridges and other State Agency bridges no later than twenty four (24) months, to the day, of the prior inspection. Within sixty (60) calendar days after completion of each inspection, the Contractor shall furnish the Department the original signed and sealed report. Inspection reports will be created using the Department's Bridge Management System. Bridge Inspection Team Leaders, Bridge Inspection Supervisors, and the approving professional engineer are to be approved by the Department, in accordance with F.A.C. Rule 14-48. Any changes in such personnel shall be subject to review and approval by the Department. If by field observation, deficiencies are sufficiently critical to warrant immediate and substantial traffic restriction or closing of the bridge, the Department must be immediately notified verbally. Verbal notification must be confirmed with written notification within forty eight (48) hours. The Department may perform additional quality assurance by inspecting bridges that have been previously inspected by the Contractor, and by reviewing the inspection records for conformity with the Department's findings. All bridge records shall be made available to the Department for audit review at any time during the contract term. The Contractor's bridge inspectors are required to attend appropriate bridge inspection training provided by the Department. Overlane Sign Structures and Weathering Steel Light poles shall be inspected according to the Department's "Bridge and Other Structures Inspection and Reporting Procedures Manual". Routine bridge maintenance is defined as preventive maintenance and minor repairs. These tasks are divided into the applicable routine maintenance activities. The Contractor will perform routine bridge maintenance, overhead sign structure, and weathering steel light pole maintenance, including collision damage repair, on the state right-of-way, defined as follows: (a.) Preventive Maintenance: The preservation and upkeep of a structure, including all its appurtenances, in its original condition (or as subsequently improved) insofar as practical. Preventive maintenance includes any activity intended to maintain an existing condition or to prevent deterioration. Examples include: cleaning, lubrication, spot painting and application of protective systems. Ideally, preventive maintenance is anticipated (i.e. planned) routine maintenance and does not require a Bridge Work Order to accomplish the work. (b.) Minor Maintenance and Repair: The restoration of a structure, including all its appurtenances, to its original condition (or as subsequently improved) insofar as practical. Minor repairs include any activity intended to correct the effects of minor material deterioration by restoring the damaged member. Minor repairs are generally defined as repairs to bridge elements that are structurally sound (i.e., no loss of strength), but may have minor section loss, cracking, spalling or scour. These conditions will have "fair", "satisfactory" or "good" condition ratings. Minor repairs are un-anticipated routine maintenance, usually identified by bridge inspectors and require a Work Order to schedule and accomplish the work. Examples include localized material restoration of: deck expansion joints, deck surfaces, sidewalks, drainage systems, bridge railing systems, superstructure members and bearing devices, substructure members and waterway channels. 7
  • 8. Non-routine Maintenance is defined as periodic maintenance, major repairs and rehabilitation. The Contractor will not be required to perform non-routine bridge maintenance defined as follows: (a.) Periodic Maintenance and Major Repair: The restoration of a structure, including all its appurtenances, to its original condition (or as subsequently improved) insofar as practical. Major repairs include any activity intended to correct deteriorated members. Conditions requiring major repairs include loss of section, deterioration, spalling or scour that affect the strength of the member. Engineering analysis is often performed to determine the extent of the lost strength. These conditions will have "poor", "serious", or worse condition ratings for primary structural members. (b.) Rehabilitation: The improvement or betterment of a structure, including all its appurtenances, to a condition meeting or exceeding current design standards, insofar as practical. Examples of rehabilitation include: widening a bridge to meet lane/shoulder width requirements, replacement of substandard bridge rails, raising a bridge to meet clearance requirements, strengthening a bridge to increase load carrying capacity to accepted limits and upgrading the operational equipment of a movable span. REST AREAS: The Contractor will manage and perform maintenance of Rest Areas. The Contractor will maintain all rest areas and wayside parks on the corridors covered by this contract. Attachment IV details the rest areas to be covered under this contract. It is the Contractors responsibility to maintain and operate the rest areas in accordance with the requirements in the Standard Maintenance Scope of Services for rest area maintenance. The Contractor shall grant "Respect of Florida" first right of refusal on all rest area operations. The Contractor will maintain all components of the rest area facility including wastewater treatment facilities, buildings, grounds, potable water facilities, and emergency generators. The Contractor will provide Security Guard Services in accordance with the requirements in the Standard Maintenance Scope of Services for security guard services. The Contractor will perform routine inspections and record the results of routine inspections of the rest areas and wayside parks using the Quality Assessment Review/Rest Area Inspection form (Attachment II). The Contractor will provide copies of documentation of rest area inspections to the Department upon request. The Department may conduct monthly inspections of the rest areas using the same form. The Contractor is required to achieve and maintain a score of eighty five (85) or better on the Quality Assessment Review/Rest Area Inspection form. Information centers in the Rest Areas are the responsibilities of others. The Department will pay utility bills (water, electric, sewer) associated with each rest area. The Contractor will keep all rest area permits up-to-date, operate and maintain all facilities in accordance with those permits and will respond to all environmental issues involving the rest areas. Attachment III details the desired maintenance conditions for the rest areas. PERFORMANCE MEASURES: 1. Maintenance Rating Program: The Contractor will conduct MRP ratings every four months. Beginning with the first four (4)month period, the Department will hold retainage equal to one percent (1%) of the cumulative amount of four months payments for each point below an overall maintenance rating of eighty (80). The Department will hold additional retainage equal to one half of one percent (.5%) of the cumulative amount of four months payments for each point below seventy five (75) on any element rating. The Department will hold additional retainage equal to one quarter of one percent (.25%) of the cumulative amount of four months payments for each percentage point below seventy (70) on any characteristic rating. The Department will hold the retainage until the Contractor conducts the final four months Maintenance Rating and the annual maintenance rating is calculated. The percentages given ( one percent (1%) each point of MRP rating below eighty (80), one half of one percent (.5%) each point of 8
  • 9. elements below seventy five (75) and one quarter of one percent (.25%) each percentage point of characteristics below seventy (70), on the annual rating) will be applied to the entire annual contract amount. If the calculated amount is less than the retainage, the balance of the retainage will be paid to the Contractor. If the total reduction assessed exceeds the retainage amount, the balance will be deducted from the Contractor's payment. Adjusted MRP ratings will be calculated as defined in section titled Maintenance Rating Program above. 2. Permits: Each month the Department may check permits entered into the Permits Information Tracking System. There will be one tenth of one percent (0.10%) (.001) of the monthly lump sum deducted per day, per permit, for each day over sixty (60) days used to process any permit to resolution. This reduction is not cumulative but will be calculated only for the number of days exceeding the sixty (60) days processing time within the month being paid. The sixty (60) days will begin when the Contractor receives a complete permit application. Resolution of the permit is considered complete when the permit is officially submitted to the Department with documentation and recommendation sufficient for approval or denial. The total of the permit reduction will be deducted from the Contractors monthly lump sum payment. 3 Rest Areas: The Department will produce and provide to the Contractor a schedule of Rest Area inspections to be performed by the Contractor on a monthly basis. The Rest Area Inspection Schedule will identify the required inspection date and time for each Rest Area. The specified inspection will be performed by the contractor and reported to the Department on a monthly basis. If the Contractor is not present at the Rest Area at the scheduled time to perform the Rest Area inspection, The Department will assign a score of zero. The Department may inspect Rest Areas using the “Quality Assessment Review/Rest Area Inspection” checklist at any time. If the Department’s score is lower than eighty five (85), two points will be added to the Departments score, and that score shall be the official score. There will be a $1,000.00 per point, per Rest Area reduction, for any month for scores less than the required rating of eighty five (85). The total of the Rest Area reductions will be deducted from the Contractor’s monthly lump sum payment. In addition, the Contractor will be assessed reductions, as defined in the Standard Maintenance Scope of Services, for Security Guard Services. The Contractor will be assessed reductions, as defined in the Standard Maintenance Scope of Services, for Rest Area Maintenance Services. There will be a $1,000.00 per hour, per Rest Area, reduction for each Rest Area closure caused by Contractor negligence. 4. Motorist Aid Call Box System: The Department may perform an inspection of a minimum of ten motorist aid call box locations. If more than ten percent (10%) of the motorist aid call boxes checked are not functional and properly maintained there will be a $5,000.00 reduction per month, per cost center, deducted from the Contractor's monthly lump sum payment. 5. Structure Inspection: If the Contractor does not perform a structure inspection within the prescribed due date established in Pontis, to the day, of the prior inspection, there will be a reduction of $1,000.00 per day, per delinquent inspection date , assessed and deducted from the monthly lump sum payment. The completed, approved structure inspection reports are due within sixty (60) days after completion of the inspection. There will be a $1,000.00 per day, per delinquent report, reduction assessed for each day the reports are not received after the sixty (60) day period. The reduction will be deducted from the monthly lump sum payment. 9
  • 10. For every delinquent work order there will be a $1,000.00 per day, per work order, reduction assessed. The total amount will be deducted from the monthly lump sum amount. 6. Highway Lighting and Navigational Lighting: The Department may perform highway lighting or navigational lighting outage surveys. If the highway lighting (overhead, underdeck and sign) outage exceeds ten percent (10%), there will be a $5,000.00 reduction per cost center, per month, deducted from the Contractor's monthly lump sum payment. Navigational lighting outages that cannot be repaired within one (1) hour during the periods when navigational lights are to be in operation will require placement of temporary navigational lights. There will be a $100.00 per hour or portion thereof, per bridge, reduction of the Contractor's monthly lump sum payment for periods in excess of two (2) hours when navigational lights (either permanent or temporary lights) are nonfunctional, during times when navigational lights should be in operation, following notification. 7. Routine Movable Bridge Operation: Failure to operate the movable bridges in accordance within established bridge opening procedures and/or schedules will result in a $500 per occurrence reduction from the Contractor's monthly lump sum payment. 8. Attenuator Inspection: If the Contractor does not perform attenuator inspections by the last day of the month they are due, there will be a reduction of $1,000.00 per day, per delinquent inspection, assessed and deducted from the monthly lump sum payment. The completed Attenuator Inspection Reports and the Attenuator Inventory Update Form (#850-055-04) are due by the fifteenth (15th) day of the month following the inspections. There will be a $1,000.00 per day, per delinquent Attenuator Inspection Report or Attenuator Inventory Update Form, reduction assessed for reports or forms not received within the specified time period. The total amount will be deducted from the monthly lump sum payment. 9. Guardrail and Sign Inspection: If the Contractor does not perform guardrail and sign inspections within twenty four (24) months, to the day, of the prior inspection, there will be a reduction of $1,000.00 per day, per cost center, assessed and deducted from the monthly lump sum payment. The completed guardrail and sign inspection reports are due within fifteen (15) days after completion of the inspection. There will be a reduction of $1,000.00 per day, per cost center, assessed for reports not received within the specified time period. The total amount will be deducted from the monthly lump sum payment. 10. Customer Service Resolution: If the Contractor does not contact the customer within one day, there will be $500.00 per day assessed and deducted from the contractor’s monthly lump sum payment, for each day greater than one day that it took the contractor to contact the customer. If the customer request is not resolved to the Department’s satisfaction within two (2) weeks, $1,000.00 per day, per customer request, will be assessed and deducted from the contractors monthly lump sum payment for each day over two (2) weeks that it took for the contractor to resolve the customer complaint. 11. Incident Response: If the Contractor does not arrive on-site, prepared to take necessary action within sixty (60) minutes from initial notification of an incident, $1,000.00 per hour or portion thereof, per incident, will 10
  • 11. be deducted from the contractor's monthly lump sum payment for each hour past the allowed response time it took the contractor to be on site. ATTACHMENTS I. Routine Maintenance Activities II. Quality Assessment Review/Rest Area Inspection Form III. Desired Rest Area Maintenance Conditions IV. List of Rest Areas V. Maintenance Areas and County Numbers VI. List of District Asset Management Coordinators VII. Contents of CD Available Through the District Contracts Administration Office VIII. List of FDOT Contracts That Will Continue Into the Asset Management Contract IX. Summary of Requirements for Contractor's Proposal X. Payment Summary 11
  • 12. ATTACHMENT I ROUTINE MAINTENANCE ACTIVITIES 135 Environmental Work 197 Engineering Duties 411 Asphalt Repair (Manual) 412 Asphalt Repair (Mechanical) 414 Base Repair 421 Pressure Grouting 423 Concrete Pavement Joint Repair 424 Concrete Slope Pavement Joint Repair 425 Concrete Pavement Surface Repair 431 Motor Grader Operation 432 Repairing Non-Paved Shoulders, Front Slopes and Roadside Ditches (Manual) 433 Sodding 435 Seeding, Fertilizing and Mulching 436 Reworking Non-Paved Shoulders, Front Slopes and Roadside Ditches (Mechanical) 437 Miscellaneous Slope and Ditch Repair 451 Clean Drainage Structures 456 Repair or Replace Storm Drains, Side Drains, Cross Drains 457 Concrete Repair 459 Concrete Sidewalk Repair 461 Roadside Ditches - Clean and Reshape 464 Outfall Ditches - Clean and Repair 465 Mitigation Area Maintenance 471 Large Machine Mowing 482 Slope mowing 484 Intermediate Machine Mowing 485 Small Machine Mowing 487 Weed Control (Manual) 489 Wildflowers 490 Fertilizing 492 Tree Trimming and Removal 493 Landscape Area Maintenance 494 Chemical Weed and Grass Control 497 Chemical Weed and Grass Control Selective Weeding 498 Storm Water Management 519 Delineators 520 Signs (Ground Signs thirty (30) square Feet or Less) 521 Signs (Ground Signs Over thirty (30) Square Feet and All Overlane Signs) 522 Sign Cleaning 526 Guardrail Repair 527 Fence Repair 530 Routine Attenuator Inspection and Service 531 Attenuator Repair 532 Pavement Striping (Large Machine) 534 Pavement Symbols 12
  • 13. 537 Raised Pavement Marker Replacement 540 Graffiti Removal 541 Roadside Litter Removal 542 Road Sweeping (Manual) 543 Road Sweeping (Mechanical) 544 Rest Area Maintenance 545 Edging and Sweeping 656 Maintenance of Toll Buildings and Area 780 Driveway-Utility Permit Processing and Inspection 781 Weigh Station Building and Grounds Maintenance 779 Motorist Aide Call Box Maintenance 787 Highway Lighting Maintenance 805 Bridge Deck Joint Repair 806 Bridge Deck Maintenance and Repair 810 Bridge Rail Maintenance and Repair 825 Superstructure Maintenance and Repair 845 Substructure Maintenance and Repair 859 Channel Maintenance 861 Bridge Electrical Maintenance 865 Movable Bridge Mechanical Maintenance 869 Movable Bridge Structural Maintenance 888 Bridge Damage Repair 898 Tunnel Maintenance 901 Bridge Inspection 903 Underwater Bridge Inspection 905 Overhead Sign Structure Inspection 919 Other Bridge Inspection 921 Preliminary Bridge Engineering 929 Other Bridge Engineering 930 Supervision of Bridge Maintenance and Operations 931 Bridge Operation 932 Tunnel Operation 941 Supervision, Inspection and/or Engineering of Roadway Maintenance 942 Contract Maintenance Supervision, Engineering and Inspection 991 Emergency Maintenance 993 Betterment 994 Work Performed for other State Agencies 995 Maintenance Support Services 996 Miscellaneous Routine Maintenance 13
  • 14. ATTACHMENT II STATE OF FLORIDA - DEPARTMENT OF TRANSPORTATION QUALITY ASSESSMENT REVIEW/REST AREA INSPECTION Location _______________________________________ Date ___________________ Time _______ Contractor _________________________________ Security ___________ Inspector ______________ PASS FAIL PASS FAIL RESTROOMS: (Factor = 20) ROADWAY: (Factor = 10) 1. Counter Tops 1. Pavement Condition 2. Sinks 2. Highway Lighting 3. Toilets/Urinals 3. Signs/Delineators 4. Toilet Paper Dispensers 4. Striping/Symbols 5. Toilet Partitions 5. Shoulders 6. Floors 6. Litter/Sweeping 7. Walls 7. Drainage 8. Hand Dryers 9. Soap Dispenser TOTAL PASSED / # INSPECTED X 10 = 10. Baby Changing Table 11. Mirrors GROUNDS: (Factor = 20) 12. Lights, interior/exterior 1. Turf Condition 13. Odor 2. Vegetation/Landscaping 14. Family Restroom 3. Litter TOTAL PASSED / # INSPECTED X 20 = 4. Trash Receptacle 5. Lights BUILDINGS: (Factor = 20) 6. Sidewalks 1. Roofs 7. Edging and Trimming 2. Gutters 8. Recycle Receptacle 9. Tree Trimming 3. Walls 10. Picnic Slabs 4. Doors 11. Picnic Table 5. Foyer Areas 12. Picnic Shelters 6. Water Fountain 13. Fences 7. Utility Area TOTAL PASSED / # INSPECTED X 20= 8. Emergency Generator 9. Signs 10. Facility Available to Public CUSTOMER SERVICES: (FACTOR = 10) 11. Waste Water Treatment Facilities 1. Bulletin Boards 12. Well and Potable Water Treatment Facilities 2. Phones TOTAL PASSED / # INSPECTED X 20= 3. Comment Cards/Brochures 4. Newspaper/Vending ATTENDANT: (Factor = 10) 5. Vending Machine Area 1. Uniform TOTAL PASSED / # INSPECTED X 10= 2. Available 3. Supplies and Equipment properly stored SECURITY GUARD: (FACTOR = 10) TOTAL PASSED / # INSPECTED X 10 = 1. Uniform/Equipment 2. License 3. Available 4. Vehicle TOTAL PASSED / # INSPECTED X 10= FINAL SCORE = Summation of totals: ________________________ Comments: Use back of sheet 14
  • 15. ATTACHMENT III DESIRED REST AREA MAINTENANCE CONDITIONS The following characteristics meet the desired maintenance conditions when all items are: Restrooms 1. Counter Tops - Clean and Functional. 2. Sinks - Clean and functional. 3. Toilets/urinals - Clean and functional. 4. Toilet Paper Dispensers - Toilet paper available and dispenser functional. 5. Toilet Partitions - Clean and functional, door latch works. 6. Floors - Clean and paint/tile in good condition where applicable. 7. Walls - Clean and paint/tile in good condition where applicable. 8. Hand Dryers - Clean and functional. 9. Soap Dispensers - Clean and functional, soap not watered down. 10. Baby Changing Tables - Clean and functional, baby wipes available. 11. Mirrors - Clean and functional. 12. Lights, Interior/Exterior – Functional. 13. Odor - No noticeable smell. 14. Family Restrooms - Available to public, clean and functional. Buildings 1. Roof - Clear of debris and good condition (no evidence of leaks). 2. Gutters - Clean and functional. 3. Walls - Clean and paint in good condition where applicable. 4. Doors - Clean and functional. 5. Foyer Area - Clean and free access for patrons. 6. Water Fountain - Clean and functional. 7. Utility Area - Clean and functional. 8. Emergency Generator – Well maintained and functioning properly. 9. Signs - Clean and functional (no hand painted signs). 10. Facility Available to Public - Open at all times, except for actual cleaning by attendant. 11. Waste Water Treatment Facilities – Maintained and functioning properly. Compliant with all permits. 12. Well and Potable Water Treatment Facilities – Maintained and functioning properly. Compliant with all permits. Attendant 1. Uniform - Properly attired. 2. Available - On duty, available to the public. 3. Supplies and Equipment Stored - Adequate supplies on hand and all equipment/tools stored properly. Roadway 15
  • 16. 1. Pavement Condition - Free of potholes and depressions greater than one (1) square foot and deeper than two (2) inches. 2. Highway Lighting – Ninety percent (90%) of highway lights are functioning as intended. 3. Signs/Delineators – Ninety five percent (95%) of signs are clean, well maintained, and functioning as intended. Eighty percent (80%) of delineators are clean, well maintained, and functioning as intended. 4. Striping/Symbols – Ninety percent (90%) of striping functions as intended. Seventy percent (70%) of symbols function as intended. 5. Shoulders - No shoulder buildup greater than two (2) inches. No shoulder drop- off greater than three (3) inches. No ruts or washouts greater than six (6) inches in depth. 6. Litter/Sweeping - Area clear of litter. Sidewalk, curb and gutter and parking lot swept. 7. Drainage – Sixty percent (60%) of the cross-sectional area of each pipe is not obstructed and functions as intended, eighty five percent (85%) of inlet openings are not obstructed. Ninety percent (90%) of each drainage structure functions as intended. Curb and gutters, retention / detention ponds and siltation devises function as intended. Grounds 1. Turf Condition - Grass attractive and mowed, no bare ground areas larger than five (5) square feet. 2. Vegetation/Landscaping - Attractive, evidence of pruning, mulching and free of weeds. 3. Litter - Area free of litter. 4. Trash Receptacles - Clean and functional, equipped with plastic liner bags. 5. Lights – ninety percent (90%) of the lights are functional as intended. 6. Sidewalks - Clean and functional, no trip hazard greater than three quarter (3/4) inch deep 7. Edging and Trimming - There is no encroachment of vegetation or debris for more than six (6) inches onto the curb or sidewalk and no deviation of soil of more than four (4) inches above or two (2) inches below the top of the curb and sidewalk. 8. Recycle Receptacles - Clean and functional, placed in high visibility area. 9. Tree Trimming - Trees, tree limbs, or vegetation not lower than ten (10) feet over sidewalks; or lower than seven (7) feet in areas of pedestrian traffic; or fourteen (14) feet beyond face of curb or edge. 10. Picnic Slabs – Clean, well maintained and functional. 11. Picnic Tables - Clean, well maintained and functional. 12. Picnic Shelters - Clean, well maintained and functional. 13. Fences – The Fence is not less than two thirds (2/3) of the original height with no openings greater than two (2.0) square feet. Customer Services 1. Information Boards – Information current, board clean and functional. 2. Phones - Clean and functional. 3. Comment Cards/Brochures - Available to public, location sign at phone. 16
  • 17. 4. Newspaper Vending - Racks/machines properly placed on vending platforms. 5. Vending Machine Area – The food and beverage vending machine area is clean and in good repair. Security Guard 1. Uniform/Equipment – Properly attired with proper personal equipment. 2. License – Has current State of Florida Class “D” and Class “G” license. 3. Available – On duty, visible and available to the public. 4. Vehicle – Available on site and is not older than five (5) years from current calendar year. Well maintained and has proper “Rest Area Security” Signs on vehicle. 17
  • 18. ATTACHMENT IV LIST OF REST AREAS These rest areas are: (List the Rest Areas covered by this project in the following format.) SERVING REST AREA TRAFFIC INTERSTATE COUNTY MILE NUMBER DIRECTION NUMBER DISTRICT POST DESCRIPTION 18
  • 19. ATTACHMENT V MAINTENANCE AREAS AND COUNTY NUMBERS DISTRICT 1 MAINTENANCE UNIT COST CENTER COUNTY & NUMBER Bartow 190 16 - Polk 09 – Highlands Sebring 191 91 – Okeechobee 01 – Charlotte Fort Myers 192 12 – Lee 05 – Glades Labelle 193 07 – Hendry 13 – Manatee Sarasota 194 17 – Sarasota 04 – Desoto Arcadia 195 06 – Hardee Naples 197 03 – Collier DISTRICT 2 MAINTENANCE UNIT COST CENTER COUNTY & NUMBER 26 – Alachua Gainesville 291 28 – Bradford 27 – Baker 29 – Columbia Lake City 292 32 – Hamilton 37 – Suwannee 39 – Union 33 – Lafayette Perry 293 35 – Madison 38 – Taylor 71 – Clay Jacksonville 294 72 – Duval 74 – Nassau 30 – Dixie Chiefland 296 31 – Gilchrist 34 – Levy 76 – Putnam St. Augustine 297 78 – St. Johns 19
  • 20. DISTRICT 3 MAINTENANCE UNIT COST CENTER COUNTY & NUMBER 57 – Okaloosa Defuniak Springs 390 60 – Walton 46 – Bay Panama City 391 47 – Calhoun 51 – Gulf 49 – Franklin 50 – Gadsden 54 – Jefferson Midway 392 55 – Leon 56 – Liberty 59 – Wakulla 52 – Holmes Marianna 393 53 – Jackson 61 – Washington Milton 394 58 – Santa Rosa Pensacola 395 48 - Escambia DISTRICT 4 MAINTENANCE UNIT COST CENTER COUNTY & NUMBER 88 – Indian River Fort Pierce 490 89 – Martin 94 – St. Lucie Fort Lauderdale 491 86 – Broward West Palm Beach 496 93 – Palm Beach DISTRICT 5 MAINTENANCE UNIT COST CENTER COUNTY & NUMBER 70 – Brevard 75 – Orange Cocoa 590 79 – Volusia 92 – Osceola 11 - Lake 18 – Sumter Deland 591 75 – Orange 77 – Seminole 11 – Lake 18 – Sumter Leesburg 592 75 – Orange 77 - Seminole 75 – Orange Oviedo 593 77 - Seminole 75 – Orange Orlando 594 92 – Osceola Ocala 595 36 – Marion DISTRICT 6 MAINTENANCE UNIT COST CENTER COUNTY & NUMBER South Dade 690 87 – Dade 20
  • 21. North Dade 691 87 – Dade Marathon 692 90 – Monroe DISTRICT 7 MAINTENANCE UNIT COST CENTER COUNTY & NUMBER Tampa 796 10 – Hillsborough 08 – Hernando Brooksville 798 14 – Pasco 02 – Citrus Pinellas 799 15 - Pinellas 21
  • 22. ATTACHMENT VI LIST OF DISTRICT ASSET MANAGEMENT COORDINATORS DEPARTMENT CONTACTS ADDRESSES AND PHONE NUMBERS District/Area _____________________________ Project Coordinator _____________________________ Other Contacts ________________________________ 22
  • 23. ATTACHMENT VII CONTENTS OF CD AVAILABLE THROUGH THE DISTRICT CONTRACTS ADMINISTRATION OFFICE AT: Fill in the following information: District Contracts Administration Office: ________________________ Address: ___________________________________________________ Phone Number: _____________________________________________ E-Mail Address: _____________________________________________ Contact Person: _____________________________________________ Contents of CD include: Contract Reports MRP Reports Summary Spreadsheet for MRP 80 Workloads RCI Converted Inventory General Information of Bridges In-House Crews Unit Cost Reports Department Procedures Standard Maintenance Special Provisions This data is being provided to assist the Contractor in gathering information about the project. This information is not complete. It is the Contractor's responsibility to review and confirm this data for validity. The Contractor must insure all quantities and workloads pertaining to this scope of work. The Department Procedures and Standard Maintenance Special Provisions contained on the CD are current at the time of execution of the contract. It is the Contractor's responsibility to monitor and implement any changes to these documents for the duration of the contract. 23
  • 24. ATTACHMENT VIII FDOT CONTRACTS THAT WILL CONTINUE INTO THE ASSET MANAGEMENT CONTRACT List contracts that will continue into the Asset Management Contract using this format DISTRICT/ CONTRACT DESCRIPTION CONTRACT CONTRACTOR AREA NUMBER END DATE 24
  • 25. ATTACHMENT IX SUMMARY OF REQUIREMENTS FOR CONTRACTOR'S PROPOSAL The Contractor's proposal will include a plan for accomplishing the following tasks. An omission of any of the following required plans, unless that plan does not apply to this contract, from the Contractor's proposal will cause the Contractor's proposal to be considered non- responsive. Any change of the Project Manager by the Contractor during the term of the contract will be subject to review and approval of the Department. The Contractor's proposal will be organized in the same order as listed below. I. Plan for Compliance with Department Procedures, Florida Statutes and Florida Administrative Code Rules as referenced in this Scope of Services. (Management Plan) II. Plan for Compliance with Department Manuals, Guides and Handbooks. (Management Plan) III. Routine Maintenance Operations Plan. (Management Plan) IV. Incident Response Plan. (Technical Plan) V. Plan to Achieve and Maintain an MRP of 80. (Management Plan) VI. Permit Processing Plan. (Technical Plan) VII. Bridge Inspection and Maintenance Plan. (Technical Plan) VIII. Rest Area Maintenance Plan. (Technical Plan) IX. Customer Service Resolution Plan. (Management Plan) **Management Plan should include: Identification of Key Personnel 25
  • 26. ATTACHMENT X PAYMENT SCHEDULE The Contractor shall be paid monthly according to the schedule below. Monthly dollar amount will be the total Contract amount multiplied by the monthly factor listed below. Month Contract Year 1 Contract Years 2-6 Contract Year 7 1 0.017 0.012 0.012 2 0.017 0.012 0.012 3 0.011 0.012 0.012 4 0.011 0.012 0.012 5 0.011 0.012 0.012 6 0.011 0.012 0.012 7 0.011 0.012 0.012 8 0.011 0.012 0.012 9 0.011 0.012 0.012 10 0.011 0.012 0.012 11 0.011 0.012 0.012 12 0.010 0.011 0.010 Yearly Amount 0.143 0.143 0.142 26