ADOT ReSOURCE P3 RFP 02 22 13

ARIZONA DEPARTMENT OF TRANSPORTATION ENGINEERING CONSULTANTS SECTION AND OFFICE OF P3 INITIATIVES
REQUEST FOR PROPOSALS

for Project P3-13-01 SAFETY REST AREA OPERATIONS AND MAINTENANCE
REVENUE SUPPORTED OPERATIONS USING ROBUST CONCESSIONAIRE EFFICIENCIES (ReSOURCE)
February 2013
Arizona Department of Transportation

Table of Contents INTRODUCTION ...................................................................................................................................... 1 PART I: 1.0 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 2.0 2.1 2.2 2.3 2.4 2.5 2.6 3.0 4.0 4.1 4.2 4.3 4.4 4.5 5.0 5.1 5.2 6.0 6.1 6.2 INSTRUCTIONS TO PROPOSERS....................................................................................... 1 BACKGROUND ......................................................................................................................... 1 PROJECT GOALS..................................................................................................................... 2 THE PROPOSAL ....................................................................................................................... 2 ADOT REPRESENTATIVE........................................................................................................ 3 RULES OF CONTACT............................................................................................................... 3 IMPROPER CONDUCT ............................................................................................................. 5 PROPOSERS QUESTIONS REGARDING THE RFP .............................................................. 5 ANTICIPATED PROCUREMENT SCHEDULE.......................................................................... 6 INELIGIBLE FIRMS ................................................................................................................... 7 PROPOSAL INFORMATION......................................................................................................... 7 AMENDMENTS ......................................................................................................................... 7 RESPONSIVE PROPOSAL ....................................................................................................... 7 PROPRIETARY INFORMATION ............................................................................................... 8 ADOTS CURRENT CARETAKER CONTRACTS ..................................................................... 8 PROPERTY OF ADOT .............................................................................................................. 9 PROPOSAL PROCEDURES ................................................................................................... 10 EXECUTIVE SUMMARY............................................................................................................. 12 TECHNICAL PROPOSAL ........................................................................................................... 12 INSTRUCTIONS ...................................................................................................................... 12 VOLUME 1 LEGAL AND FINANCIAL INFORMATION......................................................... 14 VOLUME 2 SPECIFIC EXPERIENCE OF PROPOSER....................................................... 17 VOLUME 3 MANAGEMENT APPROACH INFORMATION.................................................. 19 VOLUME 4 TECHNICAL SOLUTIONS INFORMATION....................................................... 21 PRICE PROPOSAL ..................................................................................................................... 21 PROPOSAL BOND.................................................................................................................. 21 PRICE FORM .......................................................................................................................... 21 PROPOSAL REVIEW PROCESS ............................................................................................... 22 EVALUATION PROCESS........................................................................................................ 23 STEP ONE: INITIAL RESPONSIVENESS EVALUATION...................................................... 24 GENERAL DESCRIPTION AND BACKGROUND......................................................................... 1
ReSOURCE
Safety Rest Area Operations and Maintenance

6.3 6.4 6.5 7.0 7.1 7.2 7.3 7.4 7.5 7.6 7.7 8.0 9.0 9.1 10.0 11.0 1.0 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10 1.11 1.12 2.0 2.1 2.2 STEP TWO: TECHNICAL PROPOSAL EVALUATION (50 points) ......................................... 26 STEP THREE: PRICE FORM EVALUATION (50 points) ........................................................ 27 STEP FOUR: CALCULATING TOTAL SCORE AND SELECTION ......................................... 28 CONTRACT AWARD AND EXECUTION.................................................................................... 28 LEGAL AUTHORITY................................................................................................................ 28 PROPOSAL BOND.................................................................................................................. 28 NOTICE OF INTENT TO AWARD ........................................................................................... 29 CONTRACT FINALIZATION.................................................................................................... 30 PROPOSAL INCLUSION INTO CONCESSION CONTRACT ................................................. 31 EXECUTION OF CONTRACT ................................................................................................. 31 EQUAL EMPLOYMENT OPPORTUNITY................................................................................ 32 PROTESTS ................................................................................................................................. 32 RIGHTS AND DISCLAIMERS ..................................................................................................... 33 ADOTS RIGHTS ..................................................................................................................... 33 LIST OF FORMS ..................................................................................................................... 35 DEFINITIONS .......................................................................................................................... 36 CONTRACT DOCUMENTS ........................................................................................................ 40 ORDER OF PRECEDENCE .................................................................................................... 40 PERFORMANCE SECURITY .................................................................................................. 41 SCOPE OF WORK .................................................................................................................. 41 PERSONNEL........................................................................................................................... 41 LICENSES ............................................................................................................................... 42 CONTROL OF WORK ............................................................................................................. 42 SUBCONTRACTS ................................................................................................................... 42 CORRECTION OF ERRORS................................................................................................... 43 PERFORMANCE IN ACCORDANCE WITH INTENT OF CONTRACT................................... 43 MODIFICATIONS (CHANGE ORDERS).............................................................................. 43 REFERENCE DOCUMENTS ............................................................................................... 43 DEFINED TERMS ................................................................................................................ 44 NOTICE TO PROCEED........................................................................................................... 44 TERM OF CONTRACT; EXTENSION ..................................................................................... 44
PART II: DRAFT CONCESSION CONTRACT...................................................................................... 39
SCHEDULE ................................................................................................................................. 44
ReSOURCE
ii

2.3 3.0 3.1 3.2 3.3 3.4 3.5 3.6 4.0 4.1 4.2 4.3 5.0 5.1 5.2 5.3 6.0 6.1 6.2 6.3 6.4 7.0 7.1 7.2 7.3 7.4 7.5 7.6 7.7 7.8 7.9 7.10 7.11 TIME OF ESSENCE ................................................................................................................ 44 COMPENSATION PROVISIONS ................................................................................................ 45 COMPENSATION .................................................................................................................... 45 PAYMENTS ............................................................................................................................. 45 PERFORMANCE-BASED PAYMENT ADJUSTMENTS.......................................................... 46 FINAL PAYMENT .................................................................................................................... 48 WITHHOLDING ....................................................................................................................... 48 APPROPRIATION OF FUNDS; TERMINATION AND DEFAULT ........................................... 48 RECORDS................................................................................................................................... 48 MAINTENANCE AND ACCESS TO RECORDS...................................................................... 48 COST AND PRICING DATA .................................................................................................... 49 PUBLIC RECORDS LAW ........................................................................................................ 49 INDEMNITY AND LIABILITY LIMITATIONS ............................................................................... 50 GENERAL INDEMNITY ........................................................................................................... 50 CLAIMS FOR INFRINGEMENT............................................................................................... 51 LIABILITY LIMITATIONS ......................................................................................................... 51 NOTICES AND DELEGATION OF AUTHORITY ........................................................................ 52 NOTICES ................................................................................................................................. 52 DELIVERY ............................................................................................................................... 52 PROJECT CORRESPONDENCE ........................................................................................... 52 DELEGATION OF AUTHORITY .............................................................................................. 53 MISCELLANEOUS PROVISIONS............................................................................................... 53 INDEPENDENT CONTRACTOR ............................................................................................. 53 RESPONSIBILITY FOR EMPLOYEES AND SUBCONTRACTORS ....................................... 53 USE OF DEPARTMENT PERSONNEL................................................................................... 54 INSURANCE............................................................................................................................ 54 RESPONSIBILITY FOR ACCURACY OF DATA; WARRANTIES ........................................... 58 FEDERAL REQUIREMENTS .................................................................................................. 58 OWNERSHIP AND USE OF PROPERTY ............................................................................... 59 ASSIGNMENT ......................................................................................................................... 61 SUCCESSORS AND ASSIGNS .............................................................................................. 61 DISPUTES ........................................................................................................................... 61 REPRESENTATIONS AND WARRANTIES ........................................................................ 63
ReSOURCE
iii

7.12 7.13 7.14 7.15 7.16 7.17 7.18 7.19 7.20 7.21 7.22 8.0 8.1 8.2 8.3 8.4 8.5 8.6 8.7 1.0 2.0 1.0 2.0 3.0 4.0 5.0 5.1 5.2 5.3 5.4 5.5 NO BROKER........................................................................................................................ 64 PAYMENT OF TAXES ......................................................................................................... 64 INTEREST............................................................................................................................ 65 AUTHORITY TO EXECUTE................................................................................................. 65 SEVERABILITY.................................................................................................................... 65 GOVERNING LAW............................................................................................................... 65 ENTIRE AGREEMENT ........................................................................................................ 66 FORCE MAJEURE............................................................................................................... 66 THIRD PARTY ANTITRUST VIOLATIONS.......................................................................... 67 CONCESSIONAIRE'S REPRESENTATIONS AND WARRANTIES .................................... 67 VENDING CONTRACTS...................................................................................................... 67 TERMINATION FOR CONVENIENCE .................................................................................... 68 TERMINATION FOR DEFAULT .............................................................................................. 68 LIABILITY FOR BREACHES AND DEFAULTS ....................................................................... 70 SURRENDER .......................................................................................................................... 70 RE-PROCUREMENT OF SERVICES ..................................................................................... 70 TERMINATION DEEMED TO CONSTITUTE A TERMINATION FOR CONVENIENCE......... 70 CONTINUATION OF PERFORMANCE THROUGH TERMINATION...................................... 71 ABBREVIATIONS........................................................................................................................ 73 DEFINITIONS.............................................................................................................................. 73 ADVERTISEMENT AND SPONSORSHIP PROGRAM............................................................... 77 GENERAL REQUIREMENTS ..................................................................................................... 77 SPECIFIC ADVERTISING AND SPONSORSHIP REQUIREMENTS......................................... 77 OPERATIONS AND MAINTENANCE PROGRAM...................................................................... 79 GENERAL INFORMATION ......................................................................................................... 80 SUBMITTALS .......................................................................................................................... 80 PERSONNEL........................................................................................................................... 81 EMPLOYMENT POLICIES ...................................................................................................... 82 SUPERVISION REQUIREMENTS .......................................................................................... 83 EMPLOYEE TRAINING ........................................................................................................... 84
TERMINATION............................................................................................................................ 68
APPENDIX A: CONTRACT ABBREVIATIONS/DEFINITIONS ............................................................. 73
APPENDIX B: DRAFT SCOPE OF WORK ........................................................................................... 77
ReSOURCE
iv

5.6 6.0 6.1 6.2 6.3 7.0 7.1 7.2 7.3 7.4 7.5 8.0 9.0 9.1 9.2 9.3 10.0 10.1 10.2 10.3 10.4 10.5 11.0 11.1 11.2 11.3 11.4 11.5 11.6 12.0 12.1 12.2 12.3 VEHICLES AND EQUIPMENT ................................................................................................ 85 SERVICES TO THE PUBLIC ...................................................................................................... 85 PRIVATE USE OF FACILITIES ............................................................................................... 85 PROVISION OF INFORMATION TO MOTORISTS................................................................. 85 MISCELLANEOUS REQUIREMENTS .................................................................................... 86 OPERATIONS ............................................................................................................................. 86 LIMITATIONS OF OPERATIONS ............................................................................................ 86 MAINTENANCE OF TRAFFIC................................................................................................. 87 SAFETY AND INCIDENT REPORTING .................................................................................. 88 LAW ENFORCEMENT NOTIFICATION .................................................................................. 88 PARKED VEHICLE SURVEILLANCE ..................................................................................... 89 REST AREA RESIDENCE .......................................................................................................... 89 ADOT RESPONSIBILITIES......................................................................................................... 90 UTILITIES ................................................................................................................................ 90 INSPECTIONS......................................................................................................................... 90 SIGNS...................................................................................................................................... 90 QUALITY ASSURANCE .......................................................................................................... 90 INSPECTIONS ..................................................................................................................... 90 ADOT OVERSIGHT ............................................................................................................. 91 CONSTRUCTION PROJECTS ............................................................................................ 91 DAMAGE.............................................................................................................................. 92 REPORTS ............................................................................................................................ 92 GENERAL CUSTODIAL SERVICES PERFORMANCE CRITERIA ........................................ 93 DETAILED WORK SCHEDULE ........................................................................................... 93 INTERIOR FACILITY MINIMUM REQUIREMENTS ............................................................ 93 EXTERIOR AREA(S) REQUIREMENTS ............................................................................. 94 VENDING AREA REQUIREMENTS .................................................................................... 97 MATERIAL REQUIREMENTS ............................................................................................. 97 LIGHT MAINTENANCE TASKS AND REQUIREMENTS .................................................... 97 GROUNDS MAINTENANCE REQUIREMENTS.................................................................... 100 GENERAL .......................................................................................................................... 100 MONTHLY MAINTENANCE CHECKLIST/REPORT.......................................................... 101 SNOW AND ICE REMOVAL .............................................................................................. 101
ReSOURCE

13.0 13.1 13.2 13.3 13.4 13.5 13.6 13.7 13.8 13.9 14.0 14.1 14.2 15.0 16.0 17.0 17.1 17.2 LANDSCAPING ..................................................................................................................... 101 TREE TRIMMING............................................................................................................... 102 SHRUB TRIMMING............................................................................................................ 102 GENERAL TRIMMING ....................................................................................................... 102 PLANT REMOVAL/REPLACEMENT ................................................................................. 103 WIRE NET DEVICES ......................................................................................................... 103 MOWING............................................................................................................................ 103 MOWING NATIVE GRASSES ........................................................................................... 104 LINE TRIMMING ................................................................................................................ 104 IRRIGATION SYSTEM....................................................................................................... 104 WATER AND WASTEWATER SYSTEMS............................................................................. 106 WATER AND WASTEWATER QUALITY CONTROL ........................................................ 106 REPORTING REQUIREMENTS ........................................................................................ 110 EROSION .............................................................................................................................. 110 LITTER/DEBRIS/REFUSE REMOVAL .................................................................................. 111 PESTICIDES AND HERBICIDES .......................................................................................... 111 NON-GRANITE AREAS ..................................................................................................... 112 GRANITE AREAS .............................................................................................................. 113
SCOPE OF WORK EXHIBITS ............................................................................................................. 114 APPENDIX C: COMPLIANCE DOCUMENTS / LINKS ....................................................................... 127 APPENDIX D: KEY PERSONNEL/AUTHORIZED REPRESENTATIVE............................................. 128 APPENDIX E: PROPOSAL (VOLUMES 1 THROUGH 4) ................................................................... 129 PART III: REFERENCE DOCUMENTS .............................................................................................. 130
ReSOURCE
vi
INTRODUCTION
The Arizona Department of Transportations (ADOTs) Revenue Supported Operations Using Robust Concessionaire Efficiencies (ReSOURCE) project aims to reduce operating costs and enhance revenue streams through maintenance contracts, corporate sponsorships, and advertising opportunities on state-owned transportation assets. Through this Request for Proposals (RFP) ADOT is seeking competitive proposals for a contract to operate and maintain state-owned safety rest areas as well as to develop and administer an advertising and sponsorship program at these safety rest areas. The project will take advantage of advertising and other revenue generating opportunities that currently exist under federal and state law. The documents issued as part of this RFP consist of the following: Part I: Instructions to Proposers (ITP) Part II: Draft Concession Contract Appendix A: Contract Abbreviations/Definitions Appendix B: Draft Scope of Work Appendix C: Compliance Documents/Links Appendix D: Key Personnel/Authorized Representative Appendix E: Proposal (Volumes 1 through 4) Part III: Reference Documents Any amendments to this RFP issued by ADOT pursuant to Part I: Instructions to Proposers, Section 2.1.
PART I:
1.0 1.1
INSTRUCTIONS TO PROPOSERS
GENERAL DESCRIPTION AND BACKGROUND BACKGROUND
The ReSOURCE Project has two major components. The first component relates to responsibilities regarding the operation and maintenance of ADOTs safety rest areas. The second component relates to revenue generation through advertising and/or sponsorship programs involving ADOTs safety rest areas. See Appendix B: Scope of Work for more detail.
ReSOURCE
Arizona Department of Transportation Currently, ADOT operates and maintains 25 safety rest areas in Arizona: Bouse Wash (2) Ehrenburg (2) Meteor Crater (2) San Simon (2) Texas Canyon (2) Burnt Well (2) Haviland (2) Painted Cliffs (1) Sentinel (2) Wickenburg (1) Canoa Ranch (2) McGuireville (2) Sacaton (2) Sunset Point (1)
The Projects operations and maintenance component requires landscaping and custodial services, and all maintenance and property management services for all safety rest areas. The revenue generation component of the Project will include the specific programs set forth in Appendix B: Scope of Work. 1.2 PROJECT GOALS
ADOTs goals for the ReSOURCE Project are: A. reduce annual operation and maintenance costs for maintaining safety rest areas around the state; B. partner with a Concessionaire that uses innovation to generate revenues in the safety rest areas, including potential advertising, sponsorships, or other services that are allowed by the U.S. Department of Transportation (USDOT); C. provide travelers on Arizonas highways with a pleasant, clean, and safe area for respite and rest; D. maintain or exceed past and current positive public survey approval ratings obtained by ADOT for safety rest areas; and E. for the Concessionaire to work with ADOT on capital improvement plans to identify and plan potential capital improvements to ADOTs safety rest area facilities in an efficient and cost effective manner. Furthermore, ADOT hereby notifies all Proposers that it will not discriminate in the award of this Concession Contract based on race, color, national origin, religion, sex, or handicap. 1.3 THE PROPOSAL
The RFP documents listed in the introduction above set forth the requirements for a Proposal submitted in response to this RFP.
ReSOURCE
Arizona Department of Transportation 1.3.1 Inclusion In Contract
The final Concession Contract will include certain material items from the selected Proposal, including information deemed by ADOT to be a specific commitment by the Proposer and any other items provided in the successful Proposal and approved or required by ADOT for inclusion in the Concession Contract. 1.3.2 Reference Documents
The Reference Documents provided by ADOT as part of the RFP will not form part of the Concession Contract. ADOT makes no representation, warranty, or guarantee as to the Reference Documents accuracy, completeness, or pertinence, and shall not be responsible for such or for any interpretations thereof or conclusions drawn therefrom. The Reference Documents are made available to the Proposers in order to provide the Proposer with Project-related information in ADOTs possession, whether or not such information may be accurate, complete, pertinent, or of any value. Each Proposer shall use or elect to not use such information at its own risk and is solely responsible for its own independent due diligence in connection with the preparation and submission of its Proposal. Reference Documents and the information contained therein provided by ADOT do not abrogate each Proposers responsibility for further verifications and inquiries as are necessary to properly address preparation of the Proposal or performance of the Work. 1.4 ADOT REPRESENTATIVE
The ADOT Representative is identified below. The Proposers shall use the following contact information for the ADOT Representative throughout the procurement process: Sanja Katic-Jauhar Assistant Manager Engineering Consultants Section 205 S. 17th Avenue, Room 293E, Mail Drop 616E Phoenix, AZ 85007 Email: skatic-jauhar@azdot.gov stellez@azdot.gov 1.5 RULES OF CONTACT and Cc: ldelamore-crum@azdot.gov and
Throughout the procurement, the Proposers shall adhere to the following rules of contact. These rules are designed to promote a fair, unbiased, and legally defensible procurement process. For the purpose of these rules, contact means face-to-face,
ReSOURCE
Arizona Department of Transportation telephone, mail, e-mail, or other written communications. The specific rules of contact are as follows: A. Unless otherwise noted in the RFP or authorized by the ADOT Representative, all communications between ADOT and the Proposers shall be through the ADOT Representative. After the Proposal Due Date, all contact must come from a Proposers official Proposer Representative. All contact with the ADOT Representative shall be in writing (e.g., by mail or e-mail). B. After the Proposal Due Date, each Proposer shall ensure that the contact information for its Proposer Representative is accurate and updated. The Proposers may update or revise this contact information by notifying the ADOT Representative in writing. C. ADOT will disseminate written communications regarding the Project by letter signed by the ADOT Representative using ADOT letterhead. Alternatively, the ADOT Representative may communicate by e-mail originating from ADOTs server. D. After the Proposal Due Date, no Proposer, nor any of its team members, shall have any contact with another Proposer or member of another Proposer's team regarding this procurement. This prohibition does not apply to: 1. proposer contact with a person or entity (e.g., a subcontractor) that is on both its team and another Proposers team, provided that that person or entity shall not act as a conduit of information between the Proposers; and 2. public discussion regarding the RFP at ADOT-sponsored meetings. E. Continuing until the earliest of the execution and delivery of the Concession Contract, ADOTs rejection of all Proposals, or the cancellation of this procurement, neither a Proposer nor its agents may have ex-parte contact regarding the Project with: 1. any person who will evaluate Proposals; or 2. any member of the Arizona State Transportation Board, director, officer, executive, administrator, elected or appointed official, staff, advisors, contractors, consultants, or other agent regarding any aspect of the procurement. However, the foregoing restrictions shall not preclude or restrict contact regarding matters unrelated to the Project, participation in public meetings or participation in any ADOT workshop related to the Project. F. Unless otherwise confirmed in writing by the ADOT Representative, ADOT will not
ReSOURCE
Arizona Department of Transportation be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication processes specified in this solicitation. Any violation of the rules of contact restrictions set forth above, in ADOTs sole judgment, may be grounds for ADOT to reject a Proposal. 1.6 IMPROPER CONDUCT
If a Proposer, or anyone representing a Proposer, offers or gives any advantage, gratuity, bonus, discount, bribe, or loan of any sort to ADOT, including ADOTs agents, consultants, or anyone representing ADOT at any time during this procurement process prior to or after award, ADOT shall: (i) immediately disqualify the Proposer; and (ii) the Proposer shall forfeit its Proposal Bond (see Section 5.1). In addition, ADOT may exercise such other rights and remedies as are available at law or in equity, including the right to sue the Proposer for damages. 1.7 PROPOSERS QUESTIONS REGARDING THE RFP
Each Proposer shall be responsible for reviewing the RFP and any amendments issued by ADOT prior to the Proposal Due Date, and for submitting written questions to the ADOT Representative requesting clarification or interpretation of any perceived discrepancy, deficiency, ambiguity, error, or omission contained therein, or of any provision, which the Proposer fails to understand. Failure of a Proposer to so examine and inform itself shall be at its sole risk, and no relief for error or omission in the RFP will be provided by ADOT. Questions must be sequentially numbered and specifically reference the relevant document, section, and page number, unless the question is of general application (in which case the question shall so note General). Proposers are responsible for ensuring that any written communications clearly indicate on the first page or in the subject line, as applicable, that the material relates to the ReSOURCE Project. Questions must include the requestors name, address, telephone number, and e-mail address, and the Proposer he/she represents. ADOT will make every attempt to respond in writing to questions submitted by Proposers prior to deadline for answering Proposer questions in Section 1.8. ADOT intends to send its responses to questions to all Proposers, but reserves the right not to consider any question. Proposers may identify questions as containing confidential or proprietary information and request an individual response. However, ADOT may, at its sole discretion, choose to: A. respond individually to questions that it deems to contain confidential or proprietary
ReSOURCE
Arizona Department of Transportation information; B. disagree with a Proposers characterization of the confidentiality of any information the Proposer provides (Under such circumstances, ADOT will inform the Proposers and may allow the Proposers to withdraw questions, rephrase questions, or have questions answered non-confidentially or, if ADOT determines that it is appropriate to provide a general response, ADOT will modify the question to remove information that ADOT determines is confidential.); C. rephrase or consolidate questions and responses as it deems appropriate, including to remove information that would indicate which Proposer asked the question; D. hold questions and release responses in groups; and E. provide the Proposers with a form to use to submit questions. Furthermore, ADOTs responses to questions shall not be considered part of the RFP, including the draft Concession Contract. Instead, the Proposers shall rely on the RFP, including any revisions to the RFP that ADOT implements through a formal amendment to the RFP. ADOT will not consider any questions addressed to any person other than the ADOT Representative. No telephone or oral questions will be considered. The Proposers questions and ADOTs responses will be entered into a cumulative matrix that ADOT will make available online to all Proposers. 1.8 ANTICIPATED PROCUREMENT SCHEDULE
The following procurement schedule is anticipated. Table 1-1 Anticipated Procurement Schedule
RFP Release Date Last Day for Proposers to Submit Questions Last Day to Issue Final Amendments and/or Answers to Proposer Questions Proposal Due Date Identification of Preferred Proposer Negotiations and Pre-Award Activities Notice of Intent to Award February 22, 2013 April 5, 2013 April 12, 2013 April 25, 2013 May 23, 2013 May 23 June 24, 2013 June 24, 2013
ReSOURCE
Arizona Department of Transportation The completed Proposals shall be received by ADOT at the address specified in Section 2.6.1, no later than 2 p.m. Arizona Time on the Proposal Due Date above. 1.9 INELIGIBLE FIRMS
Any firm that is rendered ineligible because of any state or federal action against the firm is ineligible to participate on any Proposers team. Each Proposer shall include in its Proposal a full disclosure of all potential organizational conflicts of interest. The ADOT consultants below (including any affiliate thereof) are ineligible to participate on any Proposers team, without limitation. Nossaman LLP Jacobs Engineering, Inc. 2.0 2.1 PFM, Inc. CDM Smith, Inc. HDR Engineering, Inc.
PROPOSAL INFORMATION AMENDMENTS
ADOT reserves the right to issue written amendments to this RFP at any time during the period of this procurement. All amendments shall be in writing and posted on the ECS website http://www.azdot.gov/highways/ecs/pendadv.asp and any such amendment will be bound into and included as part of the RFP. The Proposal shall include written acknowledgement of receipt of all amendments. 2.2 RESPONSIVE PROPOSAL
Each Proposer shall submit a Proposal that provides all of the information required by this RFP and all amendments thereto, meets or exceeds all minimum requirements, and is in the official format specified herein. Any failure to provide all the information, meet minimum requirements, or be in the specified format may, at ADOTs sole discretion, result in ADOT rejecting the Proposal as nonresponsive or giving the Proposal a lower rating. Proposers shall sign each copy of the Proposal submitted to ADOT. Misplaced, late, faxed, or e-mailed Proposals will be considered nonresponsive with no exception. ADOT will (without opening, consideration, or evaluation) reject any Proposal that it does not receive by the Proposal Due Date and time. 2.2.1 Required Forms
Each Proposer shall complete and include in its Proposal all of the forms specified in this RFP. All blank spaces in the Proposal forms must be filled out as directed, and no change shall be made to the phraseology of the Proposal forms or any item therein.
ReSOURCE
Arizona Department of Transportation 2.2.2 Errors
In addition to the Proposers obligation under Section 1.7 to review and ask questions about the RFP, if at any time during this procurement, a Proposer identifies any discrepancy, deficiency, ambiguity, error, or omission in the RFP, or in any of the documents it receives or submits to ADOT, such Proposer shall have an affirmative duty to: (i) notify ADOT of the discrepancy, deficiency, ambiguity, error or omission, and, if appropriate; (ii) recommend a correction in writing. 2.2.3 Examination of RFP Package and Safety Rest Areas
Each Proposer shall examine carefully the complete RFP package and the individual safety rest area locations, including the Reference Documents, before submitting a Proposal. Each Proposer is also responsible for undertaking all due diligence necessary for such Proposer to prepare and submit its Proposal. The submission of a Proposal is prima facie evidence that a Proposer has conducted the due diligence it determines is necessary, made such individual safety rest area location examinations, and is satisfied as to the conditions to be encountered in performing the Work, and as to the requirements of the Concession Contract. 2.3 PROPRIETARY INFORMATION
All Proposals will be considered confidential to the extent allowed by Arizona Revised Statutes (A.R.S.) section 28-7707. Material identified as confidential commercial, financial, or proprietary information or trade secrets must be labeled as such pursuant to A.R.S. section 28-7707 and will not be subject to public release and review except as required by A.R.S. section 28-7707. In order to maximize competition under this chapter, absent an administrative or judicial order requiring otherwise, no part of a proposal other than the Executive Summary shall be subject to release or disclosure by ADOT until full execution of the Concession Contract and the conclusion of any protest or other challenge to the award. After the full execution of the Concession Contract, and the conclusion of any protest or other challenge to the award, A.R.S. Title 39 applies to any release of any part of the Proposal. 2.4 ADOTS CURRENT CARETAKER CONTRACTS
ADOT currently maintains 14 caretaker contracts with individual contractors to perform caretaker duties on the safety rest areas in Arizona. The scope of work for the caretaker contracts is presented for information purposes only in the Reference Documents.
ReSOURCE
Arizona Department of Transportation The specific safety rest areas covered by the current caretaker contracts are identified in Table 2.1 below. It is anticipated that the safety rest areas covered by the current contracts will become the Concessionaires responsibility under the Concession Contract upon the Transfer Date identified in Table 2.1. Proposers are required to incorporate consideration of the identified Transfer Dates when completing the Price Form. See Section 5.2 for Price Form instructions. The Concessionaire may negotiate transfer dates should they wish to take over any rest area(s) after the expiration date. Table 2-1 Safety Rest Area Location Transfer Dates
# of Rest Areas 2 2 2 1 2 2 2 1 2 2 2 2 2 1 Total 25 Expiration Date 06/30/2013 09/14/2013 09/29/2013 09/29/2013 10/18/2013 10/30/2013 11/06/2013 11/06/2013 11/13/2013 01/17/2014 03/30/2014 04/13/2014 04/13/2014 04/29/2014
Rest Area Location Texas Canyon Ehrenberg Haviland Painted Cliffs Sentinel Sacaton McGuireville Wickenberg Bouse Wash Meteor Crater Canoa Ranch Burnt Wells San Simon Sunset Point
Transfer Date 07/01/2013 09/15/2013 09/30/2013 09/30/2013 10/19/2013 10/31/2013 11/07/2013 11/07/2013 11/14/2013 01/18/2014 03/31/2014 04/14/2014 04/14/2014 04/30/2014
2.5
PROPERTY OF ADOT
With the exception of Proposals that are withdrawn prior to the Proposal Due Date, all documents and information submitted by Proposers in response to this RFP shall become the property of ADOT and will not be returned to Proposers. The concepts and ideas contained in each Proposal shall also become ADOTs property, which ADOT may use as it determines, at its sole risk and discretion.
ReSOURCE Safety Rest Area Operations and Maintenance 9
Arizona Department of Transportation By submitting a Proposal in response to the RFP, each Proposer acknowledges that ADOT owns the ideas and information contained in the Proposal and reserves the right to use any such ideas or information in connection with any contract awarded for the Project, or in connection with any subsequent procurement. 2.5.1 Proposal Stipend
ADOT will offer a stipend in the amount of ONE THOUSAND FIVE HUNDRED and No/100 United States Dollars ($1,500.00) for each unsuccessful Proposer that has submitted a Proposal that ADOT determines in its sole discretion, is responsive to all elements of the RFP and has achieved a rating of Pass on all Pass/Fail evaluation factors (See Sections 6.2.1 through 6.2.3). No Proposer will be required by ADOT to accept a stipend. For a Proposer to decline to accept a stipend the Proposer shall mark the box in the Proposal Letter indicating that the Proposer is unconditionally and irrevocably waiving its right to a stipend payment. Absent such a waiver, each Proposer who submits a Proposal is thereby indicating its acceptance of a stipend from ADOT and the granting of a right for ADOT to use any and all ideas provided in such Proposal. In doing so, the Proposer has unconditionally, irrevocably, and knowingly waived its rights that apply to the protection of any such information as proprietary. In the event that this procurement is cancelled after the Proposal Due Date, ADOT will pay the stipend to all unsuccessful Proposers that submitted a Proposal without the waiver described above and that otherwise meets the conditions to receive a stipend set forth in this section. 2.6 2.6.1 PROPOSAL PROCEDURES Submission of Proposals
The Proposal shall be submitted in accordance with Part I: ITP. One (1) original, and ten (10) hard copies, along with one (1) CD with electronic version in PDF format of the Proposal are required. The Proposal shall contain the following documents: Executive Summary Technical Proposal Price Form Proposal Bond The original and each copy of the Proposal shall be securely bound and contained in a single volume. The original and copies shall be submitted in one or more sealed packages; the outer wrapping of which shall clearly indicate the following information:
ReSOURCE
10
Arizona Department of Transportation ReSOURCE Project Project No. P3-13-01 Submitted by (Proposers Name) Proposers Address Package [X] of [X] (e.g., Package 1 of 2) The Proposal shall be delivered to: Contracts & Specifications Section 1651 W. Jackson Street Phoenix, AZ 85007 When sent by United States Mail or private carrier (e.g., Federal Express, United Postal Service, etc.), the sealed containers shall be sent to ADOT at the address above and in care of the ADOT Representative specified in Section 1.4. Where certified copies are required, each Proposer shall stamp the document or cover with the words Certified True Copy, and have the stamp oversigned by the Proposers designated point of contact. The submission of the Price Form indicates a Proposer's agreement and permission to reveal the information contained therein after an award of a contract under this RFP. Aside from ADOTs payment of a stipend as described in Section 2.5.1, the cost of assessing and investigating the Project, participating in this procurement, and preparing and submitting the Proposal, and any costs incurred at any time before or during this procurement, including costs incurred for any interviews, shall be borne solely by the Proposer. Submittal of an offer or execution of a contract shall attest that the Concessionaire is not currently suspended or debarred. 2.6.2 Withdrawal of a Proposal
A Proposer may withdraw its Proposal submitted prior to the Proposal Due Date only by a written and signed request on the Proposers letterhead that is received by ADOT prior to the Proposal Due Date. In that circumstance, ADOT will either destroy all of the Proposal materials or make them available for pick-up by the Proposer Representative. Following the withdrawal of its Proposal, the Proposer may submit a new Proposal, provided that it is received prior to the Proposal Due Date.
ReSOURCE
11
Arizona Department of Transportation 2.6.3 Proposal Validity Period
Proposer agrees that its Proposal will remain valid for 180 days following the Proposal Due Date. In the event a Proposer withdraws or attempts to modify all or any part of its Proposal within 180 days following the Proposal Due Date without written consent of ADOT, the Proposer shall forfeit its Proposal Bond. 3.0 EXECUTIVE SUMMARY
The Proposer shall submit an Executive Summary separate from the rest of the Proposal documents. The Executive Summary must be in English in a standard font, a minimum of 10 points in height, single-spaced, on 8- inch x 11-inch white paper. It must be no more than two (2) single-sided pages inclusive of text, selected photographs, and/or sketches. The Executive Summary shall cover the major elements of the Proposal, provided that it should not include the information contained in the Price Form submitted by the Proposer, or confidential or proprietary information or trade secrets that the Proposer intends to be exempt from disclosure The Executive Summary, or any portion of it, shall be subject to release and disclosure to the public at any time. Such release and disclosure may include, but is not limited to, ADOT posting the Executive Summary, or any portion of it, on ADOTs public-private partnership (P3) website. The Executive Summary receives no points in the overall evaluation. Although it will not be scored by the Evaluation Committee, the Executive Summary should contain sufficient information to familiarize reviewers with the Proposers Project approach and its ability to satisfy the requirements of the Concession Contract. 4.0 4.1 TECHNICAL PROPOSAL INSTRUCTIONS
The Technical Proposal shall be prepared in accordance with Table 4-1 (Outline for Submittal of Technical Proposal), with the cover of the Technical Proposal documents entitled as follows: ReSOURCE Project Project No. P3-13-01__ Volume _____ (Enter volume/section title from Table 4-1).
ReSOURCE
12
Arizona Department of Transportation Table 4-1 Outline for Submittal of Technical Proposal
Volume/Section No. VOLUME 1 Volume/Section Title and Required Information LEGAL AND FINANCIAL INFORMATION Authorization Documents Non-Collusion Affidavit/Affirmation Organizational Documents Proposers Financial Information Letter of Commitment of Surety Safety Questionnaire VOLUME 2 VOLUME 3 SPECIFIC EXPERIENCE OF PROPOSER MANAGEMENT APPROACH INFORMATION Organization and Communication Structure Quality Assurance/Quality Control Plan Public Outreach Plan Proposed Method of Performance VOLUME 4 TECHNICAL SOLUTIONS INFORMATION Reference 4.2 4.2.1 4.2.2 4.2.3 4.2.4 4.2.5 4.2.6 4.3 4.4 4.4.1 4.4.2 4.4.3 4.4.4 4.5
The Technical Proposals text shall be in English in a standard font, a minimum of 10 points in height, and single-spaced. Pages shall be 8- inch x 11-inch white paper, with simple lettered/numbered dividers for each section/subsection. Single-sided pages shall be used. Number each page in each volume consecutively (1-1, 1-2; 2-1, 2-2; etc.). Center page numbers at the bottom of each page. Proposers should present information clearly and concisely. Documentation that is difficult to read may be rejected, result in a lower score or lead to an ADOT determination of nonresponsiveness. There is no page limit for Volume 1 of the Technical Proposal. Volumes 2 through 4 of the Technical Proposal are limited to a combined total of 30 pages, exclusive of tabs, cover pages, rsums, and org charts. Rsums shall only be provided for Key Personnel.
ReSOURCE
13
Arizona Department of Transportation 4.2 4.2.1 VOLUME 1 LEGAL AND FINANCIAL INFORMATION Authorization Documents
A legally authorized representative of the Proposer shall execute the Proposal. The Proposer shall provide appropriate evidence that the Proposal has been properly executed and that the Proposers authorized representative has the authority to submit the Proposal and, if selected, enter into the Concession Contract. With respect to authorization of execution and delivery of the Proposal and validity thereof and the authority to work with ADOT to negotiate, finalize, and execute the Concession Contract, the Proposer shall provide the following, as applicable: A. Corporation. If the Proposer is a corporation, it shall provide evidence in the form of a resolution of its governing body certified by an appropriate officer of the corporation. B. Partnership. If the Proposer is a partnership, such evidence shall be in the form of a partnership resolution and a general partner resolution (as to each general partner) providing such authorization, in each case, certified by an appropriate officer of the general partner. C. Limited Liability Company. If the Proposer is a limited liability company, such evidence shall be in the form of a limited liability company resolution and a managing member(s) resolution providing such authorization, certified by an appropriate officer of the managing member(s). If there is no managing member, each member shall provide the foregoing information. D. Joint Venture. If the Proposer is a joint venture, such evidence shall be in the form of a resolution from each joint venture member, certified by an appropriate officer of such joint venture member. If the Proposer is a joint venture or a partnership, the Proposal must be executed by all joint venture members or all general partners, as applicable. If the Proposer is a partnership or any other form of a joint venture, or an association that is not a legal entity, a letter signed by each member indicating that each member accepts joint and several liability for any and all of the duties and obligations of the Proposer assumed under the Proposal and under any Concession Contract arising therefrom, should its Proposal be accepted by ADOT. Provide a history of litigation for Proposer and outcomes. History should encompass any litigation for the past five years greater than $100,000
ReSOURCE
14
Arizona Department of Transportation 4.2.2 Non-Collusion Affidavit/Affirmation
Submit the Non-Collusion Affidavit / Affirmation (Form NC), as provided in Section 10.0, certifying that the Proposal is not the result of, and has not been influenced by, collusion. The affidavit / affirmation shall be signed by each member, partner, or joint venturer of the Proposer, as appropriate. 4.2.3 Organizational Documents
Provide a description of the Proposers legal structure and submit corresponding organizational documents as described below: A. Corporation. If the Proposer (or any member, partner or joint venturer of the Proposer) is a corporation or includes a corporation as a joint venturer, partner or member, provide the articles of incorporation and bylaws for the Proposer and each corporation certified by an appropriate individual. B. Partnership. If the Proposer (or any member, partner or joint venturer of the Proposer) is a partnership or includes a partnership as a joint venturer, partner or member, then: (i) list the full names and addresses of all partners and the equity ownership interest of each entity; and (ii) provide the incorporation, formation and organizational documentation for the Proposer and each general partner (i.e., partnership agreement and certificate of partnership for a partnership, articles of incorporation and bylaws for a corporation, operating agreement for a limited liability company, and joint venture agreement for a joint venture) certified by an appropriate individual. C. Joint Venture. If the Proposer (or any member, partner or joint venturer of the Proposer) is a joint venture or includes a joint venture as a joint venturer, partner or member, attach full names and addresses of all joint venturers and the equity ownership interest of each entity, provide the incorporation, formation and organizational documentation for the Proposer and each joint venturer (partnership agreement and certificate of partnership for a partnership, articles of incorporation and bylaws for a corporation, operating agreement for a limited liability company and joint venture agreement for a joint venture) certified by an appropriate individual. D. Limited Liability Company. If the Proposer (or any member, partner or joint venturer of the Proposer) is a limited liability company or includes a limited liability company as a joint venturer, partner or member, attach full names and addresses of all members and the equity ownership interest of each entity, provide the incorporation, formation and organizational documentation for the Proposer and each member (partnership agreement and certificate of partnership for a partnership, articles of incorporation and bylaws for a corporation, operating
ReSOURCE
15
Arizona Department of Transportation agreement for a limited liability company and joint venture) certified by an appropriate individual. Attach evidence to the Proposal and to each letter that the person signing has authority to do so. If the Proposer is a partnership, limited liability company, or joint venture, the Proposers organizational documents must include express provisions satisfactory to ADOT, at its sole discretion, stating the following: (i) in the event of a dispute between or among joint venture members, partners, or members, as applicable, no joint venture member, partner, or member, as applicable, shall be entitled to stop, hinder, or delay the performance of the Work; and (ii) the Proposer shall continue in the event of bankruptcy or withdrawal of any joint venturer, partner or member. If the Proposers legal structure is not yet formed, or if a modification to the organizational documents is contemplated prior to award, so state and (i) provide a brief description of the proposed legal structure(s); (ii) provide all applicable draft documents; and (iii) indicate that the final organizational documents will be provided prior to award. 4.2.4 Proposers Financial Information
The Proposal shall contain the Proposers financial statements for the three most recent fiscal years. In addition, the Proposal shall contain any interim unaudited financial statements for the period since the most recent completed fiscal year. Financial statement (whether audited or interim) must include: A. an opinion letter (for audited financials); B. a balance sheet; C. an income statement; D. a statement of changes in cash flow; and E. notes to the financial statements. Financial statements must meet the following requirements: A. U.S. GAAP Financial statements must be prepared in accordance with U.S. Generally Accepted Accounting Principles (GAAP). If financial statements are prepared in accordance with principles other than U.S. GAAP, a letter from the certified public accountant of the applicable entity should be provided discussing the areas of the financial statements that would be affected by a conversion to U.S. GAAP. B. U.S. Dollars Financial statements must be provided in U.S. dollars. If financial statements are not available in U.S. dollars, the Proposer must include summaries
ReSOURCE
16
Arizona Department of Transportation of the Income Statements and Balance Sheets for the applicable time periods converted to U.S. Dollars by a certified public accountant and the basis for rates should be disclosed. C. Audited Fiscal year-end financial statements must be audited by an independent party qualified to render audit opinions (e.g., Certified Public Accountant). If audited financial statements are not available, the Proposal shall include unaudited financial statements for such entity, certified as true, correct, and accurate by the chief financial officer or treasurer of the entity. D. English Financial statement information must be prepared in English. If audited financial statements are prepared in a language other English, translations of all financial statement information must be accompanied with the original financial statement information. 4.2.5 Letter of Commitment of Surety
Proposer shall submit letter(s) of commitment from surety(ies) to provide the Payment Bond and Performance Bond required in Section 7.3.1. The letter must specifically state that the surety has read the RFP and evaluated the Proposers backlog and workin-progress in making its commitment. If multiple surety letters are provided, the Proposal shall identify which surety will be the lead surety. The commitment letter shall indicate that the surety has reviewed the Proposers capabilities and backlog and may include no conditions, qualifications, or reservations for underwriting or otherwise, other than a statement that the commitment is subject to award and execution of the Concession Contract and issuance of a notice to proceed; provided, however, that the surety may reserve in its letter the right to reasonably approve any material adverse changes made to the Contract Documents after the date of the letter, but excluding any changes or information reflected in the Proposal, such as Proposer commitments. 4.2.6 Safety Questionnaire
Submit the Safety Questionnaire (Form SQ), as provided in Section 10.0 regarding the Proposers safety record. The Proposer shall submit a separate Safety Questionnaire for each member, partner, or joint venturer of the Proposer, as appropriate. 4.3 VOLUME 2 SPECIFIC EXPERIENCE OF PROPOSER
Proposers must provide information on their specific experience with operating and maintaining safety rest areas for transportation agencies or other governmental bodies Describe no more than five (5) and no less than three (3) clients/contracts, in order of most relevant to least relevant, which demonstrate the Proposers capabilities to perform the Work. The projects must have been completed within the last 10 years.
ReSOURCE
17
Arizona Department of Transportation Describe how the Proposer ensured project achievement and met performance measures. Proposers must describe their experience with management of advertising services in public places, including a description of their understanding of the requirements and limitations associated with advertising within and near safety rest areas. Provide information on the Proposers experience developing and managing an advertising and/or sponsorship program. Provide specific experience of a demonstrated ability to manage an advertising contract (e.g., account management experience), inclusive of clients on a national, regional, and local level. Describe no more than five (5) and no less than three (3) clients/contracts, in order of most relevant to least relevant, that demonstrate the Proposers capabilities to perform the Work. Describe how the Proposer ensured project achievement and met performance measures. The Proposer shall submit information that documents successful and reliable experience in past projects, especially projects related to facility and property management, operation, maintenance, and repair services. This should include additional information for each subcontractor the Proposer is proposing to meet the specified requirements in this RFP. The Proposer shall identify the Project Manager responsible for this engagement and other Key Personnel who will be involved in this project. The Proposer should provide the following information related to previous and current contracts that are considered identical or similar to the requirements of this RFP: A. name, address, and telephone number of contracting agency and a contact person who may be contacted for verification of all data submitted; B. dates of the Concession Contract; and C. a brief written description of specific prior services performed and requirements thereof. The qualifications (expertise) of the personnel proposed by the Proposer to perform the requirements of the RFP will be considered in the evaluation. Therefore, the Proposer should submit detailed information related to the expertise and qualifications of the Key Personnel proposed. The Proposer should provide a rsum, including references, detailing educational qualifications and previous work assignments as they may relate to this RFP for key personnel to be assigned to these services. Key Personnel shall be employed by the Proposer at the time of the Proposal submission. If subsequent staff is not yet hired, the Proposer should provide: A. detailed descriptions of the required employment qualifications; and
ReSOURCE
18
Arizona Department of Transportation B. detailed job descriptions of the positions to be filled, including the type of individuals proposed to be hired. 4.4 4.4.1 VOLUME 3 MANAGEMENT APPROACH INFORMATION Organization and Communication Structure
This section of the Technical Proposal shall include the following components: A. a narrative of the approach to organization and communication within the Proposer organization and all Project-related operations throughout Arizona; B. a discussion of the anticipated approach to communication with ADOT and the Arizona Department of Public Safety; C. an organization chart showing the project principal, Key Personnel, and other project staff including quality and safety staff; D. rsums for the Key Personnel; 1. The Proposers Project Manager must have at least five (5) years of experience with operations and maintenance of safety rest areas for a transportation agency or other governmental body, with that experience documented in the Project Managers rsum; 2. The Proposers Operations and Maintenance Manager must have at least five (5) years of experience with operations and maintenance of safety rest areas for a transportation agency or other governmental body, with that experience documented in the Operations and Maintenance Managers rsum; and 3. The Proposers Advertising and Sponsorship Manager must demonstrate experience with advertising and sponsorship of safety rest areas for a transportation agency or other governmental body, with that experience documented in the Advertising and Sponsorship Managers rsum. E. description of those categories of Work that the Proposer anticipates will be performed by the Proposers own forces and those categories that will be performed by subcontractors (Proposers obligation to identify specific subcontractors in its Proposal shall be limited to identifying all subcontractors known as of the Proposal Due Date); F. plans and procedures for management of subcontractors; G. city and state where assigned staff will be located; and
ReSOURCE
19
Arizona Department of Transportation H. addresses of office locations for those staff. 4.4.2 Quality Assurance/Quality Control Plan
Prepare and submit a proposed Quality Assurance and Quality Control Plan (Quality Plan) to be used by the Proposer. Topics to be covered shall include review procedures, reporting procedures, and coordination with ADOT staff. The Quality Plan shall include at least the following: A. how the quality management staff will be functionally independent so that such individuals will have the authority to effect changes in the event of failure to perform in accordance with the Contract Documents; B. proposed quality management documentation procedures; C. approach to integration with ADOT oversight procedures; D. approach to ensuring conformance with federal requirements; E. approach to interfacing with third parties and other stakeholders; F. proposed audit regime; and G. approach to curing noncompliances and ensuring that repeat mistakes are avoided. 4.4.3 Public Outreach Plan
Prepare and submit a Public Outreach Plan to be used by the Proposer. The Public Outreach Plan shall include the following: A. approach to responding to public inquiries and maintaining a record of inquiries and responses; B. approach to development of informational materials for supporting ADOTs Communications Office; C. approach to establishing and enforcing a policy as it relates to advertising and sponsorship activities and services within the safety rest areas; and D. general description of incident management approach and communication with ADOT relating to incident management. 4.4.4 Proposed Method of Performance
Any Proposer shall provide a detailed description of the proposed organizational and management approach to meeting the requirements identified in Appendix B: Draft Scope of Work of the Draft Concession Contract. The approach shall clearly describe the specific methods of performance, including mobilization and distribution of
ReSOURCE
20
Arizona Department of Transportation resources, assignment of tasks, performance metrics, and interface with ADOT. The proposed method of performance shall reflect a keen understanding of the requirements of the Work and a plausible and effective approach to performance of the Work. 4.5 VOLUME 4 TECHNICAL SOLUTIONS INFORMATION
In the Proposal, indicate and describe features offered by the Proposer that will: A. improve the long-term performance of maintenance elements; B. provide a clean and pleasant safety rest area experience for travelers; C. minimize interruptions in service; D. maximize revenue generation, including a detailed description of the Proposers approach to using advertising, sponsorship opportunities and/or other methods to generate revenues in the safety rest areas; E. Advertising display infrastructure expectations (size, format funding, servicing, ownership, etc.) shall be included as part of the proposal; and F. provide information on any special services or approaches that the Proposer will use on this Project, including any specific approaches, methods, or materials that will be used to provide long-term solutions through new and/or changing technologies. 5.0 PRICE PROPOSAL
The Proposal shall include a price proposal that consists of: A. Proposal Bond; and B. Price Form. Proposers shall submit these documents using the forms and formats specified in this ITP, Section 10.0. Alterations to these forms will be permitted only where specifically allowed. 5.1 PROPOSAL BOND
Submit the Proposal Bond concurrently with the Price Form in a separate, sealed envelope that is clearly marked as Proposal Bond with the Project name, Concession Contract number, and the Proposers name. 5.2 PRICE FORM
Provide a Price Form. Failure to provide the requested information on the Price Form and in the format specified may result in ADOT declaring the Proposal nonresponsive.
ReSOURCE
21
Arizona Department of Transportation Proposer shall assume July 1, 2013 as notice to proceed date to the Concession Contract. Complete and submit the Price Form in a separate, sealed envelope labeled Price Form in compliance with the following instructions: A. state all pricing information in current U.S. dollars; B. provide a monthly price payable by ADOT for the operation and maintenance of each safety rest area on the Price Form; C. provide an escalation factor in the form of a percentage increase in the monthly operations and maintenance price for each safety rest area (the escalation will be applied on July 1 of every year after the NTP for the Work); D. for each safety rest area, provide the guaranteed minimum annual revenue for each safety rest area that will accrue to ADOT for each year of the Work; and E. provide the percentage of gross revenue above the guaranteed minimum annual revenue that will be shared with ADOT for each year of the Work. 6.0 PROPOSAL REVIEW PROCESS
It is solely the Proposers responsibility to submit information related to the evaluation criteria set forth in this ITP. ADOT will not accept such information if it is not included with the Proposal. Failure of the Proposer to submit such information will adversely affect ADOTs evaluation of the Proposal. ADOTs goal is to create a fair and uniform basis to evaluate each Proposal in compliance with all applicable legal requirements governing this procurement. In addition to the evaluation committee, ADOT may use one or more subcommittees to assist the evaluation committee in connection with the evaluation of Proposals. The following are processes and considerations ADOT will use to evaluate Proposals: Clarifications: During the Proposal evaluation process, there may be instances where meaningful evaluation cannot take place or proceed, or where an erroneous evaluation might occur, without seeking clarification. In such cases, ADOT, at its sole discretion, may submit a request for clarifications in writing to the Proposer, stating the information needed and a date and time by which the information must be received. The requests may be intended to accomplish one or more of the following: A. clarify any portion of a Proposal or correct any errors, misstatements, or omissions that might prevent a Proposal from satisfying the ITP requirements; B. clarify any ambiguous portion of a Proposal that may inhibit ADOTs ability to evaluate or rate the Proposal; and
ReSOURCE
22
Arizona Department of Transportation C. request that a Proposer explain any unspecified assumptions built into its Proposal. The Proposer shall provide the requested information in writing by the date and time indicated in the request. All Proposer responses to such requests will become part of the Proposers Proposal, provided that ADOT will not accept any responses that provide new information that does not clarify the Proposers Proposal (e.g., information that modifies the Proposal). If clarifications are not received in a timely manner, ADOT will evaluate the Proposal based on the content in the Proposal without any clarification. In such an event, the Proposers ratings may be adversely affected and/or the Proposal may be declared nonresponsive. ADOT may also choose to hold one or more meetings (clarification meeting[s]) to discuss such clarification requests. If ADOT chooses to hold such clarification meetings, ADOT will notify Proposers in writing of the date, time, and location; rules; requirements; and protocols for such meetings along with the names or positions of the Proposers Key Personnel that are requested to attend and methods for designating written or oral information as to trade secrets under the Arizona Public Records Law. Information from the Clarification Meetings may become part of the Evaluation Committees recommendation to the ADOT Directors Office. Pursuant to A.R.S. section 28-7707, the information received during such clarification meetings will be part of the procurement process and, except as described in Section 2.3, will not be subject to release or disclosure by ADOT. 6.1 EVALUATION PROCESS
The evaluation committee will evaluate each Proposal using the following four-step process: Step One: The evaluation committee will evaluate the Proposal to determine initial responsiveness to the RFP requirements on a pass/fail basis considering the pass/fail factors described in Sections 6.2.1 through 6.2.3. If any Proposal receives a fail rating on any pass/fail factor, then the entire Proposal shall be eliminated from further consideration. Step Two: The evaluation committee will conduct a substantive evaluation and scoring of the Technical Proposal from each Proposal that is not eliminated from consideration in Step One. The Evaluation Committee will conduct this evaluation using the qualitative approach described in Section 6.3 below. Step Three: The evaluation committee will conduct both a quantitative and a qualitative evaluation of the Price Form from each Proposal that is not eliminated from
ReSOURCE
23
Arizona Department of Transportation consideration in Step One. The evaluation committee will conduct this evaluation using the approach described in Section 6.4 below. Step Four: Upon completion the preceding steps, the evaluation committee will combine the numerical scores resulting from Steps Two and Three and select a preferred Proposer. 6.2 STEP ONE: INITIAL RESPONSIVENESS EVALUATION
The evaluation committee will conduct an initial pass/fail responsiveness evaluation of each Proposal using the pass/fail factors described below. Each Proposal must receive a pass on all such pass/fail factors to receive further consideration. Failure to submit information in the manner, format, or detail specified may, at ADOTs sole discretion, result in the Proposal receiving a fail rating. If the evaluation committee requires additional information to clarify any minor or clerical issue that may be necessary for the Evaluation Committee to determine a Proposals overall pass/fail status, then ADOT may request such information through the clarifications process set forth above in Section 6.0. 6.2.1 Legal Pass/Fail
The legal pass/fail factors are: A. The Proposers organizational documents (i) demonstrate that the Proposer has the legal capacity to undertake the Work and (ii) the statements required in Section 4.2.3 in the event the Proposer is a joint venture, partnership or limited liability company. B. The Proposer has submitted a properly executed Proposal Letter, using the form provided in Section 10.0. C. Any entity that will have joint and several liabilities with the Proposer, and any entity that will provide the Proposers Payment Bond or Performance Bond, is consistent with requirements set forth in Section 4.2.5. D. The information, certifications, signed statements, forms, and documents required pursuant to this ITP do not, at ADOTs sole discretion, identify any material adverse information. E. The Proposer has all the required licenses to carry out the Project, or has a commitment to obtain license(s) prior to Concession Contract execution, including an Arizona business license. F. The Proposal complies with the legal requirements set forth in Section 4.2. G. The Proposal includes a letter from a licensed surety meeting the financial requirements stated in Section 4.2, and approved by the Arizona Director of
Arizona Department of Transportation Insurance, signed by an authorized representative as evidenced by a current certified power of attorney, committing to provide the Payment Bond and Performance Bond, each in the amount(s) and forms specified, if selected. H. The Proposer has submitted a Proposal Bond in the amount required in Section 7.2 and in the form of Proposal Bond provided with the RFP. I. The Price Form includes all of the required detailed cost information. J. The Safety Questionnaire(s) (Form SQ) submitted by the Proposer does not indicate any material adverse information about the Proposer team and its ability to safety perform the Work, as determined by ADOT in its reasonable discretion. 6.2.2 Financial Pass/Fail
The Proposer's financial condition and capabilities indicate, at ADOTs sole discretion, that the Proposer has the financial capacity to perform the Work. Factors that will be considered in evaluating a Proposers financial capacity include the following: A. Proposers capital structure; B. Proposers ability to service existing debt; and C. Proposers other commitments and contingencies. If ADOT determines that the Proposer is undercapitalized, ADOT may, at its sole discretion, offer the Proposer the opportunity to satisfy this financial pass/fail subfactor through one or more guarantors acceptable to ADOT. 6.2.3 Technical Pass/Fail
The technical pass / fail factors are: A. The Proposer has demonstrated experience with at least three (3) clients / contracts operating and maintaining safety rest areas for transportation agencies or other governmental bodies, which projects must have been completed with the last 10 years; B. The Proposer has demonstrated experience with at least three (3) clients / contracts managing advertising services in public places; and C. The experience of Key Personnel must meet or exceed the minimum requirements set forth in Section 4.4.1 (D).
ReSOURCE
25
Arizona Department of Transportation 6.3 STEP TWO: TECHNICAL PROPOSAL EVALUATION (50 points)
The Evaluation Committee will evaluate and score the Technical Proposal using the following evaluation criteria: 6.3.1 Innovative Solutions (5 points)
The Evaluation Committee will evaluate each Technical Proposal with respect to proposed innovative solutions based on the following subfactors: A. innovative solutions to deliver enhanced customer service; B. innovative solutions to the routine operations and maintenance of safety rest areas; and C. innovative solutions to revenue generation. Subfactors A through C above are listed in descending order of importance. 6.3.2 Experience, Expertise, and Reliability (15 points)
The Evaluation Committee will evaluate each Technical Proposal for experience of the Proposer, the experience of the Project Manager, Operations and Maintenance Manager, and the Sponsorship and Advertising Manager in the performance of operations and maintenance on safety rest areas, will be reviewed. ADOT reserves the right to consider outside information and facts whether gained from the Proposers proposals clarifications, references, or other sources, in the evaluation process. The evaluation will be based on the following subfactors: A. level of the Proposers demonstrated experience with operations and maintenance of safety rest areas for transportation agencies or other governmental bodies; B. level of the Proposers demonstrated experience with sponsorship and advertisement of safety rest areas for transportation agencies or other governmental bodies; C. level of the Project Managers demonstrated experience with operations and maintenance of safety rest areas for transportation agencies or other governmental bodies; D. stability of the firm, based on the Proposers corporate history, growth, resources, form of ownership, litigation history, and financial statements; and E. relevance, quantity, and response of references. There will be no negative scoring implications in the event that references are unable to provide substantive response due to limitations of their employer. Subfactors A through E above are listed in order of relative importance.
Arizona Department of Transportation 6.3.3 Management Approach (20 points)
The Evaluation Committee will evaluate each Technical Proposal with respect to the proposed management approach based on each of the following subfactors: A. Organization and Communications Structure; B. Management Approach; C. Quality Plan; D. Public Outreach Plan; and E. Proposed Method of Performance. Subfactors A through D above are listed in order of relative importance. Evaluation will consider the value to ADOT of the approaches committed to in these plans / submittals, including the anticipated efficacy of these approaches, the anticipated level of service to the traveling public, and the minimization of risk to ADOT. 6.3.4 Technical Approach (10 points)
The Evaluation Committee will evaluate each Technical Proposal with respect to technical approach issues based on the extent to which the technical approach does each of the following (each a subfactor): A. improves the long-term performance of maintenance elements; B. provides a clean and pleasant safety rest area experience for travelers; C. minimizes interruptions in service; and D. identifies specific approaches, methods, or materials that will be used to provide long-term solutions through new and/or changing technologies. Subfactors A through E above listed are of equal importance. Evaluation will consider value of approach to ADOT, anticipated efficacy of approach, anticipated level of service to the traveling public, and minimization of risk to ADOT. 6.4 STEP THREE: PRICE FORM EVALUATION (50 points)
The Price Form will be submitted in a separate sealed envelope labeled Price Form and the name of Proposer. This envelope will not be opened until after the completion of Step 2: Technical Proposal Evaluation. Subject to the contract finalization process set out in Section 7.4, the information shown on the Price Form shall be the basis for determination of the Contract Price if the Proposer is awarded the Concession Contract. For all safety rest areas during the potential ten (10) year contract term, the monthly operations and maintenance price (monthly price in the Price Form), escalated
ReSOURCE
27
Arizona Department of Transportation annually, in conjunction with the Guaranteed Minimum Annual Revenue to ADOT reflected in the Price Form of each Proposal, will be evaluated for the net financial value to ADOT. The Evaluation Committee will evaluate each Price Form based on each of the following subfactors: A. the financial value represented as the net value to ADOT of all costs and revenues reflected in the Proposers Price Form; and B. the degree to which the Proposers approach to meeting its financial commitment (e.g. payment of costs associated with the Work and providing ADOT with the guaranteed minimum annual revenue set in the Price Form) is clearly articulated in the Technical Proposal and perceived to be achievable. C. the potential for additional ADOT revenue associated with Percent of Gross Revenue above Guaranteed Minimum Annual Revenue to ADOT information as provided in the Price Form. Subfactors A through C above are listed in order of relative importance. 6.5 STEP FOUR: CALCULATING TOTAL SCORE AND SELECTION
The Evaluation Committee shall combine the resulting scores from Steps Two and Three to arrive at a total score. The Proposal with the highest score (the Preferred Proposer) will be ranked number one, the second highest score will be ranked number two, and so forth for each responsive Proposal. 7.0 7.1 CONTRACT AWARD AND EXECUTION LEGAL AUTHORITY
Each Proposer shall be licensed as required by applicable federal and state laws, rules, and regulations. Evidence of licensing required by state law shall be required to be provided by the selected Proposer prior to execution of the Concession Contract, which shall include re-submittal of any licensing information provided in the Proposal to verify the current status of these licenses. Such licensing includes the ability to obtain a current Arizona business license prior to starting the Work. 7.2 7.2.1 PROPOSAL BOND Bonding Requirements
Each Proposer must provide a Proposal Bond with its Proposal in the form provided in Section 10.0 in an amount equal to TWENTY THOUSAND and No/100 United States
ReSOURCE
28
Arizona Department of Transportation Dollars ($20,000). The Proposal Bond shall be issued by a surety meeting the financial requirements stated herein and approved by the Arizona Director of Insurance. 7.2.2 Return of Proposal Bond
Proposal Bonds, except those of the two highest-ranked Proposers, will be returned following ADOTs announcement of Proposal rankings. The retained Proposal Bond of the Proposer who is not awarded the Concession Contract will be returned within 10 business days following the execution of the Concession Contract. The retained Proposal Bond of the selected Proposer will be returned after the Concession Contract has been fully executed, all conditions to award have been satisfied, and the selected Proposer has delivered any payment and performance bonds required in the Concession Contract. 7.3 NOTICE OF INTENT TO AWARD
Unless all Proposals are rejected or this procurement is cancelled, ADOT will issue a Notice of Intent to Award the Concession Contract to all Proposers, notifying them that ADOT intends to enter into a contract with the Preferred Proposer. As a condition precedent to final award of the Concession Contract, the selected Preferred Proposer shall deliver each of the following to ADOT within 15 business days after Notice of Intent to Award: A. certificate or certificates of insurance for each policy or policies with respect to the insurance requirement described in Part II: Draft Concession Contract; B. full details of who will sign the Concession Contract and evidence as to the authority, power, and capacity of said individual(s) to bind the Proposer to the Concession Contract; C. if not previously submitted, a copy of the selected Proposers final organizational documents (If the selected Proposer is a Limited Liability Company, partnership, or joint venture, then a copy of each members or partners organizational documents shall be submitted as well. The form of the fully executed final organizational documents may not differ materially from any draft organizational documents included in the Proposal.); D. for each Proposer, its general partners, its joint venture members, and each identified subcontractor: (i) a Certificate of Authority to transact business in Arizona, along with a Certificate of Good Standing from the state of its organization; or (ii) a Certificate of Good Standing from the Arizona Secretary of State, in each case dated no earlier than 30 days prior to the Proposal Due Date and in form and substance acceptable to ADOT (If such documents are not available due to the form of organization of the entity, the Proposer shall provide
Arizona Department of Transportation appropriate documents evidencing its ability to transact business in the State of Arizona.); E. identification of the Authorized Representative in writing; F. the name and address of the Proposers agent for service of legal process for this Project (The Proposer shall not substitute this authorized agent without prior written notice to ADOT.); G. the Proposers Federal Internal Revenue Service Employer Identification Number; and H. required bonds and guaranty (see Sections 7.3.1 and 10.0). Failure to comply with the above may result in cancellation of the Notice of Intent to Award and forfeiture of the Proposal Bond. ADOT shall be under no obligation to award the Concession Contract to the Proposer submitting the Proposal with the lowest Contract Price, or to any other Proposer, or to award the Concession Contract at all. 7.3.1 Surety Requirements and Bond Forms
The Payment and Performance Bond shall be issued by a Surety approved by the Arizona Director of Insurance and have a rating of A-, VIII or better according to A.M. Best Company. The bonds must be in the form as provided by Section 10.0 (Payment Bond form and Performance Bond form). Each bond shall be in a sum equal to the amount specified in the form. The surety must meet the financial requirements stated herein and be approved by ADOTs Risk Management Office. 7.4 CONTRACT FINALIZATION
Upon ADOTs issuance of the Notice of Intent to Award described in Section 7.3, the Preferred Proposer will cooperate with ADOT to finalize the Concession Contract. By submitting a Proposal, the Preferred Proposer commits to enter into the form of Concession Contract included in Part II of the RFP, without material variation or negotiation, except as described in this Section 7.4. This process will include filling in blanks and, as described in Section 7.5, revising draft Concession Contract to include information from the Preferred Proposers Proposal. In ADOTs sole discretion, this process may include negotiations with the Preferred Proposer to incorporate ideas from the unsuccessful Proposers Proposals. However, any decision to commence or continue such negotiations is at ADOTs sole discretion.
ReSOURCE
30
Arizona Department of Transportation If a Concession Contract satisfactory to ADOT and the Preferred Proposer cannot be finalized, ADOT will formally end discussions with that Proposer and take action. Such action may include, without limitation: (i) rejection of all Proposals; (ii) issuance of a request for Best and Final Offers to the Proposers; or (iii) proceeding to the next-highest ranked Proposer to attempt to negotiate the Concession Contract with that Proposer. If option (iii) is selected, the Proposer that submitted the next-highest ranked Proposal will be considered the Preferred Proposer, and the process described in this section will be repeated until a contract is finalized or another option is selected. In the event ADOT elects to terminate discussions with a Proposer, such Proposer will be deemed to have failed to act in good faith during the Concession Contract finalization process and shall forfeit its Proposal Bond if either of the following circumstances occur: (i) the Proposer fails to attend and actively participate in reasonably scheduled Concession Contract finalization meetings with ADOT or (ii) the Proposer insists upon terms or conditions that are inconsistent with the Draft Concession Contract Provisions as set forth in Part II: Draft Concession Contract. 7.5 PROPOSAL INCLUSION INTO CONCESSION CONTRACT
The information submitted in Volumes 1 through 4 will be used to evaluate the Technical Proposals, and will be incorporated into the Concession Contract as Appendix E: Proposal. The selected Proposers pricing information will be incorporated into the Concession Contract in Part II: Section 3.1, prior to execution. The final Concession Contract will include certain material items from the selected Proposal, including information that is deemed by ADOT to be a specific commitment by the Proposer that was evaluated as material to the best value selection and any other items provided in the successful Proposal and approved or required by ADOT for inclusion in the Concession Contract. Part II of the RFP contains a draft Concession Contract, which includes the provisions that will most likely be required in any final Concession Contract. 7.6 EXECUTION OF CONTRACT
Once ADOT determines, at its sole discretion, that the contract finalization process described in Section 7.4 is complete, ADOT will send a notice along with two (2) execution copies of the Concession Contract to the Preferred Proposer. Unless otherwise extended in writing by ADOT, the Preferred Proposer has 10 business days from receipt of the execution copies to execute the two (2) originals of the Concession Contract and return the executed originals to ADOT. Within 10 business days of ADOTs receipt of the executed original copies from the Preferred Proposer, ADOT will
ReSOURCE
31
Arizona Department of Transportation execute the Concession Contract, retain one (1) copy, and deliver the other copy to the Preferred Proposer. Final award shall be deemed to have occurred upon ADOTs delivery of the fully executed copy of the Concession Contract to the Preferred Proposer. Notwithstanding the above, ADOT shall not be obligated to execute the Concession Contract unless and until it has received all of the documents and information required of the Preferred Proposer under Section 7.3, in a form acceptable to ADOT in its sole discretion. The Concession Contract will not be effective until it has been fully executed by both the Preferred Proposer and ADOT and all conditions to award have been satisfied by the Preferred Proposer or waived in writing by ADOT. 7.7 EQUAL EMPLOYMENT OPPORTUNITY
ADOT hereby notifies all Proposers that it will not discriminate in the award of this Contract on the basis of race, color, national origin, religion, sex, or handicap. 8.0 PROTESTS
This section sets forth the exclusive protest remedies available with respect to this procurement, including this RFP and the award, if any, of the Project. Each Proposer, by submitting its Proposal, expressly recognizes the limitations on its rights to protest contained herein: A. expressly waives all other rights and remedies; and B. agrees that the decision on any protest, as provided herein, shall be final and conclusive. These provisions are included in this RFP expressly in consideration for this waiver and agreement by the Proposers. The submittal of a Proposal shall be deemed as the Proposers irrevocable and unconditional agreement with the protest rights and limitations set forth in this Section 8.0. Proposer shall submit any protests regarding this RFP by hand to the Office of the Director of ADOT no later than seven (7) business days after ADOT sends out the Notice of Intent to Award. The Directors office is located at: Arizona Department of Transportation Directors Office 206 S. 17th Avenue, MD Rm. 135 Phoenix, AZ 85007
ReSOURCE
32
Arizona Department of Transportation Only Proposers can file protests. Failure to submit a protest in a timely manner shall constitute an informed waiver of the right to protest. The Proposer is responsible for obtaining proof of delivery. The protest shall be in writing, addressed to the ADOT Director, and shall include the following information: A. name, address, and telephone number of the protester; B. signature of the Proposer Representative; C. ADOT Project number; D. a detailed statement of the legal and factual grounds of the protest, including copies of the relevant documents; and E. the form of relief requested. Proposer must deliver a copy of his or her protest to the P3 Director and the ECS Manager. Gail Lewis 206 S. 17th Avenue, MD 139A Phoenix, AZ 85007 Michael Denbleyker 205 S. 17th Avenue, MD 617E Phoenix, AZ 85007
ADOT shall give written notice of the protest to the other Proposers. No hearing will be held on the protest. The ADOT Director or his/her designee shall make a determination of the merit of the protest based on the written submissions and any additional information the ADOT Director or his/her designee requests from the Proposers and ADOT staff / consultants related to the protest. The protester must submit any additional information requested by the ADOT Director or his/her designee within seven (7) business days of receiving the written request for the information. If any protester fails to comply expeditiously with any request for additional information by the ADOT Director or his/her designee, the protest may be denied. The ADOT Director shall expeditiously issue a decision related to all written protests. The decision of the ADOT Director shall be final. 9.0 9.1 RIGHTS AND DISCLAIMERS ADOTS RIGHTS
In connection with this procurement, ADOT reserves all rights (which rights shall be exercisable by ADOT at its sole discretion) available to it under applicable law, including without limitation, the right to:
ReSOURCE
33
Arizona Department of Transportation A. investigate the qualifications of any Proposer under consideration; B. require confirmation of information furnished by a Proposer; C. require additional evidence of qualifications to perform the work described in this solicitation; D. require a Proposer to provide clarifications and/or additional information concerning its Proposal; E. reject any or all Proposals or other submittals received under this RFP at any time; F. issue a new RFP; G. cancel, modify, suspend, extend, or withdraw this RFP in whole or in part, including modification of any and all dates set or projected in this RFP; H. issue amendments to this RFP; I. modify this procurement process (with appropriate notice to Proposers); J. request Best and Final Offers (from Proposers at any time after receipt of Proposals and prior to final award and execution of the Contract; K. accept or deny a Proposers request to add or delete the team members and/or Key Personnel identified in its Proposal until execution of the Concession Contract; L. disqualify any Proposer who changes its Proposal without ADOTs written approval, including, but not limited to, changes to the team members and/or Key Personnel identified in its Proposal; M. appoint an Evaluation Committee and subcommittees to review Proposals and seek the assistance of outside experts in Proposal evaluation; N. revise and modify, at any time before the Proposal Due Date, the factors ADOT will consider in evaluating Proposals, and otherwise revise or expand its evaluation methodology (If such revisions or modifications are made, ADOT shall circulate to the Proposers an amendment to the RFP setting forth the changes to the evaluation criteria or methodology. ADOT may extend the Proposal Due Date if ADOT deems such changes to be material and substantive.); O. hold meetings with Proposers responding to this RFP to clarify understanding of the Proposals submitted. (If such meetings are held, all Proposers shall be afforded an opportunity to participate in a meeting.); P. seek or obtain data from any source that has the potential to improve the understanding and evaluation of the Proposals; Q. waive Minor Irregularities in Proposals; R. cancel the Concession Contract if it is signed by the Preferred Proposer but not yet
ReSOURCE
34
Arizona Department of Transportation executed by ADOT; S. unless extended by the Proposer in writing, hold a Proposal under consideration for a maximum of 180 business days after the specified Proposal Due Date until the final Award is made; and T. refuse to consider a Proposal, once submitted, or reject a Proposal if such refusal or rejection is based on, but not limited to, the following: 1. failure on the part of a participant to pay, satisfactorily settle, or provide security for the payment of claims for labor, equipment, material, supplies, or services legally due on previous or ongoing contracts; 2. default on the part of the Proposer, or any member of the Proposer team, under a previous contract; 3. unsatisfactory performance of work by the Proposer, or any member of the Proposer team, under a previous contract; 4. issuance of a notice of debarment or suspension under ADOT or federal regulations to the Proposer or any member of the Proposer team; 5. submittal by the Proposer of more than one Proposal for the Project under the Proposers own name or under a different name; 6. Submittal by the Proposer of a conditional Proposal; 7. evidence of collusion between a prospective Proposer, including and Key Personnel, and other Proposer(s) in the preparation of a Proposal for this Project or in preparation of a proposal or bid for any ADOT construction project; and 8. uncompleted work or default by the Proposer, or any member of the Proposer team, on a contract in another jurisdiction, which ADOT determines, at its sole discretion, might reasonably be expected to hinder or prevent the prompt performance and completion of the Project if awarded. This solicitation does not commit ADOT to enter into a Concession Contract, nor does it obligate ADOT to pay for any costs incurred in preparation and submittal of Proposal(s) or in anticipation of a Concession Contract. By submitting a Proposal, a Proposer disclaims any right to be paid for such costs. 10.0 Form Design ator LIST OF FORMS
Form Title Proposal Letter
ReSOURCE
35
Arizona Department of Transportation http://www.azdot.gov/highways/ECS/PDF/P3_Forms/P3_13_01_Proposal_Lett er_Form.pdf Proposal Bond http://www.azdot.gov/highways/ECS/PDF/P3_Forms/P3_13_01_Proposal_Bon d_Form.pdf Payment Bond Form http://www.azdot.gov/highways/ECS/PDF/P3_Forms/P3_13_01_Payment_Bon d_Form.pdf Performance Bond Form http://www.azdot.gov/highways/ECS/PDF/P3_Forms/P3_13_01_Performance_ Bond_Form.pdf Non-Collusion Affidavit http://www.azdot.gov/highways/ECS/PDF/P3_Forms/P3_13_01_Non_Collusio n_Affidavit_Form.pdf Price Form http://www.azdot.gov/highways/ECS/PDF/P3_Forms/ADOT_ReSOURCE_RFP _Price_Form_02_22_13.xlsx Safety Questionnaire http://www.azdot.gov/highways/ECS/PDF/P3_Forms/ReSOURCE_P3_Safety_ Questionnaire.pdf DEFINITIONS
NC PF SQ 11.0
ADOT Representative Shall have the meaning as set forth in Section 1.4. Authorized Representative That individual identified by the Concessionaire as outlined in Section 6.4. Best and Final Offer (a.k.a. BAFO) A request for the Proposers to submit changes to their Proposals, which request would identify any revisions to the RFP and specify any terms and conditions applicable to the BAFO, including identifying a time and date for delivery. In the event that ADOT requests BAFOs, the term Proposal, as used in the RFP, shall mean the original Proposal, as modified by the BAFO. Concessionaire The private partner that is signatory to the ReSOURCE Concession Contract. Concession Contract The ReSOURCE Concession Contract, as presented in draft form in Part II: Draft Concession Contract of the RFP. Contract Documents Executed contract, including the Scope of Work, compliance documents, specific provisions from the Proposal incorporated into the Contract and any other appendices to the Concession Contract as may be revised by the Parties in accordance with the terms of the Concession Contract.
ReSOURCE
36
Arizona Department of Transportation Contract Price The net ADOT anticipated costs, consisting of cumulative escalated operations and maintenance prices for all safety rest areas for the initial 60 month term of the Concession Contract minus guaranteed minimum annual revenue to ADOT for all safety rest areas for the initial 60 month term of the Concession Contract, which price may be adjusted through the Contract Finalization process described in Part I: ITP, Section 7.4. Detailed Work Schedule The submittal that will serve as the standard operating procedures for use by the crew and others involved in performing the required services and by ADOT in administration of the Contract as further defined in Appendix B, Section 11.1. Evaluation Committee The group of people that will review Proposer submissions and make a recommendation to the ADOT Director on the Preferred Proposer. Key Personnel Means the Project Manager, the Operations and Maintenance Manager and the Advertising and Sponsorship Manager as identified in Appendix D. Minor Irregularities - Minor irregularities are defined as those that will not have an adverse effect on ADOTs interest and will not give a Proposer an advantage or benefit not enjoyed by other Proposers. Notice of Intent to Award The notice given by ADOT to the Preferred Proposer under Part I: Section 7.3. Operations and Maintenance Manager The individual identified by this title in the Proposal, who will mange the Concessionaire operations and maintenance activities. Periodic Payment Monthly Payment for ongoing satisfactory Work as defined in Part II: Section 3.2. Person Any individual, corporation, company, voluntary association, partnership, trust, unincorporated organization, or any federal, state, local, or foreign government and any political subdivision or any governmental, quasi-governmental, judicial, public, or statutory instrumentality, administrative agency, authority, body or entity, including ADOT. Preferred Proposer The Proposer whose Proposal is determined to be responsive and to have passed all pass/fail criteria in Section 6.2 and which, considering financial considerations, approach, and technical qualifications, presents the best value to ADOT. Project As set forth in this RFP, generally encompasses safety rest area operations, maintenance, advertising, and sponsorship for 25 safety rest areas in Arizona as further described in Part I: Section 1.0, and Appendix B: Draft Scope of Work.
ReSOURCE
37
Arizona Department of Transportation Project Manager The individual identified by this title in the Proposal, who will be responsible for the Work and will oversee the Operations and Maintenance Manager and Sponsorship and Advertising Manager. Proposal The documents submitted by a Proposer in response to this RFP. Proposal Bond The Proposal security that a Proposer shall submit to ADOT with its Proposal as described in Section 5.1. Proposal Due Date - The due date of the proposal no later than 2 p.m. Arizona Time on the date specified in Part I: Section 1.8.1. Proposer The private sector firm(s) that submits a Proposal in response to this RFP. Proposer Representative The individual by this title and identified in the Proposal, who is authorized to receive documents, notices, and Addenda and to act on behalf of the Proposer relating to this procurement. Reference Documents The documents and information included in Part III and described in Part I: Section 1.3.2. ReSOURCE Revenue Supported Operations Using Robust Concessionaire Efficiencies (ReSOURCE) A contract through competitive proposal to operate and maintain stateowned safety rest areas as well as to develop and administer an advertising and sponsorship program at these safety rest areas. Sponsorship and Advertising Manager The individual identified by this title in the Proposal, who will manage the Concessionaires sponsorship and advertising activities. Surety(ies) The individual or entity committing to provide any of the bonds identified in the RFP. Work All duties and services to be furnished and provided by the Concessionaire as required by the Contract Documents. In certain cases, the term is also used to mean the products of the Work.
ReSOURCE
38
Arizona Department of Transportation APPENDIX B: DRAFT SCOPE OF WORK 1.0 ADVERTISEMENT AND SPONSORSHIP PROGRAM
ADOT desires to have a robust advertisement and sponsorship program that will maximize potential revenues to ADOT, in accordance with all federal and state laws, in order to offset the costs of maintaining and operating the safety rest areas throughout the State. Concessionaire shall plan, implement, and deliver a comprehensive, high quality advertising and sponsorship program with a significant marketing presence that complies with the requirements of this Concession Contract. This program shall include but is not limited to marketing, sales, development of fee schedules, collection of revenue, and any other marketing-related activities set forth in Appendix E. 2.0 GENERAL REQUIREMENTS
Concessionaire must, at all times, represent the best interest of and provide the most competitive compensation to ADOT for the advertising rights licensed pursuant to any contract resulting from or otherwise related to this Concession Contract. Unless specifically provided otherwise in writing by ADOT, Concessionaire shall obtain approval from ADOT for all promotional content, announcements, advertisements, signage, display infrastructure, and related marketing materials prior to use. Concessionaire will program based on specific reference advertising revenue 15. be compensated for its services in developing and managing the a revenue sharing arrangement set forth in Appendix E [Insert during contract finalization process.]. ADOTs share of gross shall be remitted to ADOT twice a year on June 15 and December
The program shall not be administered in any way that imposes a fee upon visitors of the rest area in order to use any feature of the program. 3.0 SPECIFIC ADVERTISING AND SPONSORSHIP REQUIREMENTS
Available space for advertising will include interior and exterior building signage and other advertising areas within the safety rest area to be recommended by Concessionaire. All exterior advertising must be shielded so that it is not visible from the main traveled way of the highway. Display infrastructure expectations (size, format funding, servicing, ownership, etc.) shall be consistent with Appendix E. ADOT strongly encourages innovative mediums and program ideas as potential program opportunities. ADOT is open to all arrangements regarding display infrastructure including but not limited to video screens, kiosks, electronic banners, and the use of wireless connectivity. Concessionaire shall be
ReSOURCE APPENDIX B: Draft Scope of Work 77
Arizona Department of Transportation responsible for supplying all display infrastructure including any necessary electrical and data requirements. Concessionaire shall ensure all applicable permits are obtained. Concessionaire is responsible for all damages/repairs caused by affixing display infrastructure to an ADOT fixed asset. All program advertising must be approved by ADOT prior to installation. ADOT recognizes that the development and marketing of various multi-media rights is both dynamic and evolving and that opportunities may become available during the contract term that are not now being implemented. ADOT expects that the Concessionaire may seek other multi-media rights of ADOT for the purposes of developing those properties or activities, as mutually agreed upon between ADOT and Concessionaire. ADOT is committed to monitoring and maintaining goodwill with the traveling public. All use of the licensed rights will be in the best interest of ADOT and the State of Arizona at the sole discretion of ADOT. Concessionaire shall not allow any advertisements that would in any way have a negative impact upon, or would dishonor ADOT. Advertisements shall state that the advertisement is a paid commercial advertisement and that the state does not endorse the product or service promoted by the advertisement or make any representation about the accuracy of the advertisement or the quality or performance of the product or service promoted by the advertisement. Federal and State laws and rules regulate the use of rest area advertising. Concessionaire shall ensure that all signage is installed in accordance with state and federal regulations including but not limited to those identified in Section 7.6 of the Concession Contract. All aspects of the advertising and sponsorship portions of the program must adhere to all current federal and state code restrictions, regulations, and guidelines as well as FHWA guidance on these subjects. It is the responsibility of the Concessionaire to be aware of restrictions and any reference to these restrictions in the Contract Documents is not intended to serve as an inclusive list. Concessionaire shall place sponsorship signs in accordance with the Federal Manual on Uniform Traffic Control Devices and all other state and federal regulations. Concessionaire shall obtain a permit before placing any signage on Service Plaza approach ramps or on the main line highway. The design of sponsorship signs must be approved by the ADOT Representative and must be consistent across all Arizona safety rest areas. Concessionaire must screen potential advertisers and sponsors for compliance with federal and state nondiscrimination laws regulations and policies. Advertising shall not denigrate groups based on gender, religion, race, ethnic, or political affiliations or include
ReSOURCE
APPENDIX B: Draft Scope of Work
78
Arizona Department of Transportation the name of any group that has historically advocated for the denigration of groups based on gender, religion, race, ethnic or political affiliations. Advertising shall not contain obscene, pornographic, indecent, or explicit messages or contain an offensive level of sexual overtone, innuendo, or double entendre. Concessionaire shall not advertise or acknowledge products or services with sexual overtones such as massage parlors, escort services, or establishments for show or sale of X-rated, adult-only, or pornographic movies or products or services for establishments primarily featuring nude or semi-nude materials. Concessionaire shall not advertise or acknowledge contraceptive products or services, or services related to abortion, euthanasia or counseling with regard to those issues or contain expressions of opinion for or against any of the aforementioned materials. No advertising shall promote the use of alcohol, tobacco, or firearms. No advertising shall concern a political candidate or ballot measure scheduled for consideration by the electorate. Except as otherwise prohibited by the terms of the Contract Documents, the Concessionaire may leverage any advertising and marketing activities visible by the public within or upon any interior or exterior space of a safety rest area from which revenue may be generated. Such activities shall exclude the following: A. any state agencys proprietary media, publications, products, and/or promotional material distributed or displayed at ADOT safety rest areas unless specifically authorized by ADOT; and B. ADOT proprietary media, publications, products and/or promotional materials unless specifically authorized by ADOT including, but not limited to, publications, marketing promotions, electronic media using ADOTs websites and related content (including any web advertising). 4.0 OPERATIONS AND MAINTENANCE PROGRAM
One of the goals of this Concession Contract is to relieve ADOT of certain duties traditionally self-performed in maintaining and operating the safety rest areas. The Scope of Work is provided as minimum criteria that will be required for operations and maintenance as a part of the Contract. The intent of the Operations and Maintenance Program is that the Concessionaire will provide all maintenance work that is necessary to maintain the facilities in good working order. Repairs that materially enhance the facilities or extend the life cycle of the facilities are the responsibility of the Concessionaire up to a maximum yearly cumulative expenditure limit of $250,000 for all safety rest areas.
ReSOURCE
79
Arizona Department of Transportation Maintenance work that is necessary to maintain the facilities in good working order are the responsibility of the Concessionaire, and will not be considered in the aforementioned maximum yearly cumulative expenditure limit. An estimate for any repairs that Concessionaire wishes to be considered in the maximum yearly cumulative expenditure limit will be submitted to ADOT for approval prior to commencing repairs. 5.0 5.1 5.1.1 GENERAL INFORMATION SUBMITTALS Detailed Work Schedule
Prior to starting work on any individual safety rest area, submit two (2) copies of the Detailed Work Schedule. The Detailed Work Schedule shall serve as a guide to verify the execution and completion of all tasks each week. The Concessionaire may request to make a change in its Detailed Work Schedule, which ADOT may approve or reject in its reasonable discretion. Any requests for change shall be in writing. This schedule will serve as the standard operating procedure for use by the crew and others involved in performing Contract-required services and by ADOT in administration of the Contract. ADOT will randomly monitor the Concessionaires performance to verify the quality of work and completion of work. The Detailed Work Schedule shall: A. Set out in detail an incremental plan and methods for performing the work: 1. Use checklists, diagrams, standards, phone numbers, and specific work schedules. 2. Include a proposed training program for supervisors and custodians for review and approval. 3. List required inspections or on-site observations by ADOT in the work plan. B. Establish daily, weekly, monthly, or interim completion dates for the work: 1. The schedule will serve as a guide to the Concessionaires work progress and performance. C. Develop an incremental plan detailing the execution of the following: 1. The established starting and ending point that shall be repeated each cycle showing work performance in a continuous and expeditious manner. 2. The equipment that will be used for performing the required work. List the type, size, and quantities. 3. The number of crewmembers, in addition to the supervisor, who shall be working on-site each week during the mowing season, and the number of
ReSOURCE
80
Arizona Department of Transportation crew members, in addition to the supervisor, who shall be working on site each week when the turf is dormant. D. The Concessionaire shall adhere to the approved Detailed Work Schedule and shall complete all work during the calendar week in which it is scheduled unless circumstances occur that are beyond the control of the Concessionaire. If the Concessionaire falls behind schedule at any time, additional workers shall be assigned at no additional cost to ADOT until the work is back on schedule. ADOT reserves the right to make adjustments in the schedule at any time to avoid conflict with highway construction or maintenance operations. 5.1.2 Work Crew Rosters
Prior to beginning work on any individual rest area, submit a crew roster. Indicate each on-site lead custodian on the crew roster. List the active cell phone numbers of each lead custodian and the local supervisor. 5.1.3 Communication Devices
Supply your local supervisor and on-site lead custodian with a f unctional cellu lar phone, on his/her pers on, for c orrespondence with ADOT, during the term of the contract. The cell phone and service shall have messaging or call waiting capability. Response time to ADOT shall be less than 30 minutes at any time 24 hours a day and seven days a week. 5.2 5.2.1 PERSONNEL Supervisor
Assign a competent and experienced local supervisor who will be 24 hours per day for immediate contact. 5.2.2 Crew
The staff will be the sole responsibility of the Concessionaire. Assign staff at sufficient levels to perform the work successfully, in accordance with the Contract including: A. Assign employees who are competent, experienced, qualified, and skilled to complete the assigned tasks safely. B. Ensure all personnel will have lawful status to work in the United States. personnel will have the Concessionaires business card on their person. C. All personnel shall have a valid drivers license. All
ReSOURCE
81
Arizona Department of Transportation D. At a minimum, staff each facility with a custodian at all times between the hours of 7 a.m. and 11 p.m. E. Understand that additional staff may be needed during holidays, special events, and during emergency operations. 5.2.3 Emergency Operations
Twenty-four hour staffing at each safety rest area will be needed during any declared state of emergency. Such emergency will be declared by the Governor. A. The Executive Order will define the period of the declared emergency. B. The purpose is to ensure the safety and well-being of the traveling public during the state of emergency. 5.2.4 Uniform
All employees are to wear an approved uniform. In addition to the uniform, ensure that personnel have the necessary safety gear required by local, state, or federal regulations. A. Each employee shall maintain a standard of grooming and personal hygiene, which reflects a clean and neat appearance. When a button shirt is provided it shall be buttoned. B. The uniform shall be a clean and complete outfit, showing no signs of discoloration or wear. C. Concessionaire will provide a standardized uniform that is easily identifiable by ADOT and the public. 5.3 5.3.1 EMPLOYMENT POLICIES Prohibited Concessionaire/Employee Behavior
Employees are expected to use good judgment, common sense, and always conduct themselves in a courteous and professional manner. Below are examples of prohibited behavior. They are not intended to be all-inclusive: A. have possession of firearms, alcohol, or drugs on the premises; B. smoke in any area designated as No Smoking; C. accept payment of gratuities from the public for any services rendered; D. vend or sell any goods, products, or services; E. make non-work related telephone calls except in a medical emergency or for police assistance;
ReSOURCE
82
Arizona Department of Transportation F. have any television or radio on the premises, except in the rest area residence (see Section 5.0); G. perform any mechanical work on any vehicle or recommend any specific service station, garage, or other commercial enterprise; H. entertain visitors, spouses, or other family members during work hours; I. remove from the premises any equipment, materials, or supplies provided by ADOT; J. allow any overnight stay at any facility(ies); K. use profanity; L. fight, harass, or argue with other employees or visitors; M. sleep on duty; and N. fail to perform duties. 5.3.2 ADOT Request to Replace Employee
Any person employed by the Concessionaire who does not perform in a proper and skillful manner or displays any conduct, which would present a negative impact on ADOT or the safety rest area, will, at the request of ADOT, be removed from further work on the contract by the Concessionaire. Such employee shall not return to work on this Contract without ADOT's prior written approval. If the person is not immediately removed, or if suitable and sufficient personnel for the proper performance of the work are not provided, ADOT will consider this in violation of the Contract. Consider no employee for assignment to this Contract who has been convicted of homicide, battery, kidnapping, rape, child molesting, child exploitation, child solicitation, burglary, or robbery. Notify ADOT of any employee being considered for assignment who has a criminal record, regardless of the reason or offense. Prior to assigning any employee to this Contract, the Concessionaire shall screen the employee for the prohibited prior conduct described in this section. ADOT reserves the right for final decision to accept or reject any individual being considered for assignment by Concessionaire. 5.4 5.4.1 SUPERVISION REQUIREMENTS Local Supervisor
Designate a local supervisor. The local supervisor shall: A. be available 24 hours per day; B. never take more than 30 minutes to respond to a call from ADOT;
ReSOURCE
83
Arizona Department of Transportation C. provide ADOT a schedule detailing his or her work hours and locations for the month by the 1st of each month; and D. have the authority to take immediate action to correct conditions determined by ADOT to be unsafe, unsanitary, or otherwise not in accordance with the terms of the contract For issues that cannot be resolved with the on-site lead custodian, the local supervisor shall report for on-site meetings within one (1) hour notification by ADOT. ADOT reserves the right to meet with the local supervisor at any time, without notice. 5.4.2 On-Site Lead Custodian
Have a competent English speaking lead custodian on-site during each and every shift, thoroughly experienced in the type of work being performed at the safety rest areas as the Concessionaire's agent. A. The on-site lead custodian shall act as the Concessionaire's authorized agent in on-site communications with ADOT. B. The on-site lead custodian for each facility shall have a working cellular phone on his/her person when on duty hours. 5.5 EMPLOYEE TRAINING
Training all employees, both initially and ongoing, is deemed critical to the effective operation of this Contract. On-site training of each custodian and caretaker is required and shall be conducted by the local supervisor. A. Train all employees on first aid and compliance with OSHA regulations pertaining to blood-borne pathogens, specifically as that standard relates to equipment, cleanup procedures, and disposal. B. Educate all employees on the hazards of toxic waste, including methamphetamine waste. Employees should be able to recognize what types of waste call for HazMat inspection and/or removal. During the local supervisors training period, a meeting shall be held between the new local supervisor, on-site lead custodian(s), and a representative from ADOT. A. The meeting provides an opportunity for the Concessionaire and ADOT to come to a clear understanding of the contract requirements, and address any unique aspects of the particular facility(s). B. Work will be performed in such a way to prevent damage to buildings, structures, site fixtures, and parked or moving vehicles.
ReSOURCE
84
Arizona Department of Transportation 5.6 VEHICLES AND EQUIPMENT
The Concessionaire shall provide and maintain equipment sufficient in number, and in safe operating condition and capacity to efficiently perform the work and render the services required by this contract. Vehicles shall be equipped with a minimum of one (1) amber rotating beacon or strobe light. The Concessionaires vehicles and mobile equipment shall be clearly marked with company name and/or logo and an identification number. All equipment utilized in the execution of this contract shall comply with all applicable federal, state, and local laws, statutes, ordinances, rules and regulations, and the acts, codes, orders, and decrees of any administrative bodies, councils, or tribunals. All equipment must be maintained in good repair, appearance, and sanitary condition at all times. 6.0 6.1 SERVICES TO THE PUBLIC PRIVATE USE OF FACILITIES
The Concessionaire is advised that permits may be issued solely by ADOT for use of the facility by private organizations for such activities as providing free coffee to travelers during a specific period. Inquiries about such permits should be directed to ADOT. The Concessionaire shall: A. monitor the activities of permitted organizations and report any noncompliance of the terms of the permits to ADOT; B. not restrict or disrupt the permitted activities of the organizations; and C. prohibit citizen vending on facility property. 6.2 PROVISION OF INFORMATION TO MOTORISTS
Ensure that all custodians can provide the following information to motorists in need of aid or direction. In all cases, custodians will be courteous and professional and shall: A. furnish directions to nearest hospital or emergency medical facility; B. furnish instructions for obtaining ambulance service; and C. provide reasonable highway travel directions.
ReSOURCE
85
Arizona Department of Transportation 6.3 MISCELLANEOUS REQUIREMENTS
Ensure that "Comment/Suggestion" Cards for the publics comments/suggestions are made available visibly and in sufficient supply at the "Suggestion Box" area. The cards will be both furnished and picked up by ADOT. Concessionaire shall provide safe storage for found articles and deliver unclaimed articles weekly to ADOT. All incidents of lost/found shall be recorded on the Daily Work Report. Where flagpoles are installed, the Concessionaire shall raise and lower the U.S. and State of Arizona flags at the rest areas in accordance with traditional standards. Where flagpoles are not lit at night, the flag must be retired at sundown each day and raised again at dawn. In the event an individual is violating the governing rules and regulations posted at the rest area, the Concessionaires on-site employees shall tactifully notify the individual of the applicable rules and regulations and ask them to cease the prohibited activity. The Concessionaire shall forward all verbal and written inquiries from the public to ADOT. 7.0 7.1 OPERATIONS LIMITATIONS OF OPERATIONS
Safety rest area facility(s) shall remain open 24 hours a day. Schedule all work to ensure the least inconvenience and the utmost in safety to the traveling public, and the Concessionaire and ADOTs work forces. A. Perform all scheduled maintenance operations during daylight hours. B. In locations having multiple restroom facilities for each gender, one (1) restroom for each gender may be closed for heavy/major cleaning each shift. Closures shall not exceed two (2) hours. C. Perform limited work on weekends, holidays, or during non-daylight hours. D. Ensure all regularly scheduled work takes place during daylight hours during the workweek. E. Move equipment or materials on or across a traveled way without interfering with traffic unduly. F. Suspend operations if weather conditions are such that maintenance operations cannot be carried out in an effective manner. If such suspension occurs, notify ADOT immediately and reschedule that day's uncompleted tasks for another day
Arizona Department of Transportation during that same week. G. ADOT reserves the right to restrict operations when, in ADOTs opinion, the continuance of the work in question could seriously hinder facility operations or jeopardize safety. H. In emergencies that require immediate temporary closure of rest area that contain closure signs, ADOT shall request the Concessionaire flip the rest area signs to the CLOSED position. The rest area closure signs are located at the rest area entrance ramp and approximately one mile prior to the ramp. Approval from ADOT shall be obtained prior to closure of the rest area. ADOT shall supply traffic cones, which comply with the Manual on Uniform Traffic Control Devices (MUTCD) requirements. The Concessionaire shall only use traffic control devices supplied by ADOT. I. ADOT retains the right to close or add any rest area at its sole discretion. Adjustments to the Concession Contract will be negotiated in that event. 7.2 MAINTENANCE OF TRAFFIC
A. Traffic control plans must be approved by ADOT in its reasonable discretion prior to placing traffic control devices. At a minimum, the Traffic Control Plan shall abide by the MUTCD, current edition, for traffic control guidance. B. If the Concessionaire's trucks and other vehicles are within 30 feet of mainline traffic, they shall travel in the direction of normal visitor traffic unless separated from the through traffic by positive construction barriers approved by ADOT. C. Parking trucks, vehicles, and other large equipment on grassed areas, under the drip line of existing trees, or in handicapped parking spaces, are prohibited. D. There shall be no reduction in the total number of available traffic lanes in the safety rest areas. E. The Concessionaire shall furnish and place such temporary signs or notices, or temporarily close any portion of the rest area during maintenance operations, that the Concessionaire may deem necessary to adequately warn or protect the public from possible hazardous conditions. F. Traffic control for pedestrian traffic shall be placed as approved by ADOT. Special precautions should be used when power equipment is operated near pedestrians. G. Temporary signs shall be of commercial quality and not hand printed. Concessionaire is responsible for maintaining an adequate supply of signs in good condition to meet the routine needs encountered during rest area maintenance.
ReSOURCE
87
Arizona Department of Transportation 7.3 SAFETY AND INCIDENT REPORTING
Safety is the responsibility of the Concessionaire. The Concessionaire shall: A. provide a Concessionaires Safety Plan for ADOT review and approval; B. operate all equipment safely, as per manufacturer recommendations, and in accordance with all applicable codes, laws, ordinances, and regulations; C. perform work in such a way to prevent damage to turf, trees, shrubs, groundcover, structures, site fixtures, and parked or moving vehicles; D. be responsible for ensuring that all equipment operators are qualified to operate mechanized equipment in a safe manner; E. be responsible for all employees wearing proper safety attire and personal protective equipment; F. be responsible for contacting and locating all utilities prior to digging (Any damage to utilities caused by the Concessionaire shall be corrected immediately by the Concessionaire, bringing the utility back to at least its condition prior to the damage, at no expense to ADOT.); G. require employees to wear an approved ANSI Class II Safety Vest at all times when working on ramps and in the parking lots and for all nighttime work; H. ensure at least one employee on duty at each safety rest area shall carry a cell phone or pager for emergency contact by ADOT; I. comply with applicable laws and regulations governing safety, health, and sanitation; J. report any accidents that occur within the boundaries of a safety rest area verbally to ADOT within one (1) hour of the incident, followed by a written incident report stating persons involved, phone numbers, and a brief description of the accident shall be provided to ADOT within 24 hours of the incident; and K. report all incidents, such as vandalism, disturbances, and unlawful sales activities, to the proper law enforcement authorities as soon as possible. ADOT shall receive notification of any incident or condition relative to public health and safety immediately and incidents of a lesser nature during the next normal workday. 7.4 LAW ENFORCEMENT NOTIFICATION
Immediately notify the nearest law enforcement agency of crimes, such as acts of vandalism, and/or violations of ADOT regulations against solicitations, citizen vending, etc. If available, this notice shall include the license number of the individual committing the crime or violation.
ReSOURCE
88
Arizona Department of Transportation 7.5 PARKED VEHICLE SURVEILLANCE
A. Parked vehicles are to be given a periodic check to determine whether passengers may be in need of help. B. Any vehicles parked for more than four (4) hours, parked with the engine running or in a location not used for parking, should be checked more thoroughly and reported to the nearest law enforcement agency. C. Do not attempt to detain persons appearing to be intoxicated or intent on malicious vandalism or abuse of the area. Record the license number, if available, and call the nearest law enforcement agency immediately. 8.0 REST AREA RESIDENCE
ADOT provides residences located at the safety rest areas. The Concessionaires employee(s) who will function as the resident caretaker(s) shall occupy this residence. ADOT will not allow modifications or additions to the residence area without prior approval. To obtain approval, a written request with specific details and estimated cost must be submitted to ADOT. Any modifications or additions, if approved, shall be done at Concessionaires expense. Any modification or addition becomes a part of the residence and will not be removed unless approved by ADOT. A. Occupancy in the residence is limited to Concessionaires employee(s) assigned to be resident caretaker(s), and said employee's immediate family members. Occupancy of the residence is limited to one family. B. The resident caretaker is expected to be considerate of the motoring public and shall refrain from unreasonable noise levels regarding TV, radio, stereo, parties, etc. C. Trailers or motor homes requiring electricity, water, and sewer shall not be occupied on premises without written the permission of ADOT. Only AZ-licensed vehicles with appropriate emissions compliance will be allowed on the residence grounds. Absolutely no unlicensed or inoperable vehicles will be allowed on the residence grounds. D. The Concessionaire, employees, and guests are prohibited from smoking inside the residence or facilities, including a garage or other enclosed areas. E. Confine pets to fenced yard area. The Concessionaire and ADOT must approve all pets kept at the rest area residence. The Concessionaire shall advise ADOT, who shall have authority to grant final approval of request. Dogs exceeding 25 pounds in weight are not allowed inside the residence. The maximum number of dogs, cats, or combination of the two shall not exceed two (2).
ReSOURCE
89
Arizona Department of Transportation F. No vicious or dangerous animals are allowed. ADOT reserves the right in its reasonable discretion to determine whether an animal is vicious or dangerous. G. The Concessionaire shall be ultimately responsible for the residence. If ADOT deems the Concessionaires employee must be replaced for noncompliance with this Scope of Work or for any other reason, at its sole discretion, it shall be the Concessionaires responsibility to remove said employee from the residence. If the Concessionaire fails to remove said employee, ADOT reserves the right to remove employee from the premises by appropriate action at Concessionaires expense. ADOT retains the right to inspect the residence at any reasonable time to assure that proper maintenance and care is being provided. At the termination of this contract, the residence shall be returned to ADOT in as good a condition as when received, ordinary wear accepted. Any inordinate amount of wear and tear shall be Concessionaire's responsibility to amend at its sole cost. 9.0 9.1 ADOT RESPONSIBILITIES UTILITIES
ADOT shall pay for electrical service, water, and sewer. ADOT is responsible for potable water equipment and treatment inside pump houses, UV disinfection systems, and septic tanks. All potable water distribution lines beyond the pump houses, along with sewer drain lines, shall be the responsibility of the Concessionaire. 9.2 INSPECTIONS
ADOT will conduct frequent, unscheduled inspections and maintain a log noting conditions and compliance with contract provisions and quality of workmanship. ADOT will provide a copy of the compliance form to the on-site lead custodian and will forward a copy to the Concessionaire's office. 9.3 SIGNS
ADOT will provide and install signs stating that the safety rest areas are under custodial service contract and shall show the Concessionaire's firm name. 10.0 10.1 QUALITY ASSURANCE INSPECTIONS
The Concessionaire shall: A. Conduct weekly on-site inspections of the facility. Inspections will be documented
Arizona Department of Transportation using an ADOT-approved weekly inspection form. 1. Leave a copy of all weekly inspection reports at the facility in a designated area upon completion of inspection and send a copy to ADOT. 2. Attach a certified copy of the weekly inspection form to the monthly invoice for payment to ADOT. 3. ADOT reserves the right to make unannounced inspections. Letters of complaint, if received, will be directed to the Concessionaire for compliance and correction as required. B. Keep a daily log of all custodial operations performed by the Concessionaires personnel and make it available for review by ADOT upon request. 1. Design the daily log and have it approved by ADOT. 2. The daily log shall also contain notations of time and date of any notifications to ADOT or the nearest law enforcement agency of any unusual activity or occurrence in the rest areas (accident, vandalism, etc.). 3. Make the daily log available for audit for one (1) year beyond the Contract's final expiration. C. Be responsible for any and all damage to the facility property resulting from the Concessionaire's activities in the performance of this Contract. 10.2 ADOT OVERSIGHT
ADOT shall have the right, during any phase of the work operation to reject any and all work and materials that do not meet the requirements or expectations of the Contract, o r the Concessionaire's Detailed Work Schedule. A. Rejected work and/or materials shall be immediately removed or corrected within 24 hours of notification or as directed by ADOT. B. ADOT will review completed areas for quality and acceptance. Areas shall be maintained in a manner that is safe, free of all litter and debris, ensures plant health, and provides a neat appearance. C. Areas determined to be unsatisfactory by ADOT shall be redone. ADOTs judgments when evaluating completed work, in accordance with the provisions of this contract, shall be final. 10.3 CONSTRUCTION PROJECTS
If a road/parking or facility rehabilitation or improvement project is under construction or will be under construction where the Concessionaire has scheduled maintenance
Arizona Department of Transportation activities, the portion of the maintenance activities the Concessionaire cannot perform will be deleted from the Concessionaires schedule at the direction of ADOT. The maintenance activities deleted from the maintenance schedule shall be added back to the schedule, at no cost to ADOT, following completion of said project. 10.4 DAMAGE
In the event that any damage occurs during and is caused by the Concessionaires operations, the Concessionaire shall be required to repair or replace the damaged item with a like or better item at the Concessionaire's expense within eight (8) hours of the occurrence. Repairs associated with any damage that is caused by Concessionaires operations will not be considered for inclusion in the maximum yearly cumulative expenditure limit referenced in Scope of Work Section 4.0 above. 10.5 REPORTS
The Concessionaire shall prepare all reports as required. ADOT and Concessionaire will jointly develop all required reports. A Daily Work Report shall be delivered to ADOT on a regular basis as agreed upon by the Concessionaire and ADOT. Considerations of the items to include in the Daily Work Report include: A. Names of employees, work schedules, time and details of unusual activity such as accidents, unusual incidents, vandalism, lost and found articles, and traffic counter readings (where applicable). All available information regarding accidents, incidents, and unusual occurrences, that take place in the rest area should be recorded. B. This information may include name and address, physical description, age, license plate number of vehicle, description of victims, suspect(s), and witnesses(s). C. Additional information may include circumstances, time, location, and other facts regarding the incident. D. Record in detail any first aid rendered to the public. Include the name and address of witnesses to the accident, illness, or treatment and the person treated, description of the injury treated, and a description of the treatment provided. E. Record each time a fire extinguisher is used and the circumstances surrounding the discharge of the fire extinguisher. F. Note each inspection by the supervisor.
ReSOURCE
92
Arizona Department of Transportation 11.0 GENERAL CUSTODIAL SERVICES PERFORMANCE CRITERIA
Concessionaire shall provide all labor, materials, tools, equipment, and incidentals necessary to perform interior and exterior custodial services and maintenance and to ensure t h a t the facilities are maintained in a safe, attractive, clean, sanitary and operable manner at all times. Responsibilities include: A. maintenance, operations, quality, and condition of all roadside facilities, buildings and their associated components and the work items included in this Contract for the duration of the Contract; B. work areas are considered the safety rest areas within ADOTs rights of way along the Highway System as listed specifically in the Scope of Work herein; C. provide a process to ensure minimum staffing and fulfillment of shift hours by personnel, either by use of a time clock or other methods; and D. ADOT reserves the right to require the Concessionaire to perform contract requirements during non-scheduled hours to restore the facilities to an acceptable standard of cleanliness or order, at no additional cost to ADOT. 11.1 DETAILED WORK SCHEDULE
The Concessionaires Detailed Work Schedule shall include an Inspection and Cleaning Schedule, establishing minimum standards for both interior and exterior areas. 11.2 INTERIOR FACILITY MINIMUM REQUIREMENTS
Routine custodial responsibilities include but are not limited to the following: A. operation and maintenance of the safety rest area, service buildings, restrooms, staff offices, supply storage areas, and exterior areas; B. utilize work partitions to keep half of each restroom open at all times during custodial workat other times, all restrooms will be open; C. complete a full cleaning of the restrooms at the beginning and at another time during each shift; D. frequently sweep to remove litter; E. clean toilets thoroughly and frequently so that they present a clean, sanitary appearance and are virtually odorless, and during periods of heavy use, check toilets often and ensure that they are clean.;
ReSOURCE
93
Arizona Department of Transportation F. clean all grouted tile to the original color of the tile and grout a minimum of once a day; G. clean all floors a minimum of once a day; and H. public telephones must be cleaned twice per day; any operational problems are to be reported to the telephone company. All surfaces shall be cleaned according to the schedule and spot-cleaned as required to ensure a clean sanitary appearance at all times. The Concessionaires responsibilities include but are not limited to the following: A. perform all cleaning using an ADOT-approved nontoxic disinfectant and surface cleanser appropriate to the surface that provides a pleasant scent; B. discard and replace mops, brushes, brooms, cloth towels, etc. when they are dirty, worn, or unsanitary and at the discretion of ADOT; C. steam-clean all rest rooms four (4) times a year (once a quarter) and when necessary at the discretion of ADOT; and D. keep toilets and urinals free of hard water deposits. 11.3 EXTERIOR AREA(S) REQUIREMENTS
Concessionaire must comply with all applicable ADOT Maintenance and Facilities Best Management Practices (BMP) Manual included in Appendix C: Compliance Documents / Links. These include: A. inspect and perform repairs such as leaks in roof, damage to doors, windows, and gutters and down spouts, etc.; B. all grounds, including all grassed and landscaped areas, shall be kept litter free and shall be transferred to litter cans; C. maintain all buildings, structures, tables, benches, etc., free of spider webs and insects; D. clean light fixtures attached to structures, as necessary, but no less than weekly, to prevent accumulations of dead insects, etc., inside the lens or cover. Lenses shall be washed inside and out; E. maintain all floors, walkways, patio areas, picnic areas, waste/trash holding or transfer areas and parking areas in a clean and neat manner; F. sweep paved walks and parking areas to maintain a clean surface. Washing and scrubbing may be required, as directed by ADOT; G. conduct a daily inspection of the paved walks and parking areas for grease,
Arizona Department of Transportation chewing gum, and any other material, and remove as needed; H. check parking areas daily for grease, etc., and remove as needed; I. sweep trash and transfer into litter cans. Do not sweep trash onto grass or under shrubbery; J. clean minor spills from vehicles using oil dry or other suitable material, as needed; K. perform gutter and sidewalk sweeping and trash pick-up daily to avoid a littered appearance. Pick up litter a minimum of twice daily, once in the morning and once in the afternoon, or more often if needed; L. clean all picnic areas, including cleaning of grills and removal of all litter and debris, daily or more often if needed; 1. picnic facilities include, but are not limited to, tables, table slabs, walks, barbecue grills, litter containers, and water spigots. Maintain Picnic shelters to comply with the contract objective; 2. remove graffiti by washing, cleaning compounds, paint, or other acceptable means approved by ADOT. Graffiti shall be removed during the shift in which it is discovered; 3. clean the tops of tables and benches and the ground under and surrounding the picnic areas frequently to maintain a clean and sanitary appearance. Wash daily, or more frequently if required, with a nontoxic disinfectant cleanser appropriate to the surface being cleaned to maintain a clean, sanitary and grease-free surface; and 4. always use the same bucket for washing tabletops (DO NOT USE THIS BUCKET FOR ANY OTHER PURPOSE); and M. miscellaneous requirements: 1. repair inoperable area lights in facility; 2. scrub drinking fountain bowls at least once per shift with a nontoxic disinfectant cleanser; 3. keep drains open and all shut-off valves operable; 4. turn off fountains, which are not freeze-proof, when the temperature will fall below 38 degrees (Fahrenheit) to prevent freezing, and turn them back on when temperatures rise above 38 degrees; 5. clean building gutters weekly to ensure that they drain properly; 6. perform touch-up painting around push plates and kick plates on doors, as required;
ReSOURCE
95
Arizona Department of Transportation 7. keep facilities and litter cans free of hornets, bees, flies, etc. The Concessionaire shall provide and install all replacement light bulbs attached to the buildings or ramadas each shift, including exterior lights on the tower portion of the rest room buildings and the information/vending kiosks and the high-level parking area lights; 8. the Concessionaire shall be responsible for routine maintenance of HVAC for the residence and rest area facilities; 9. the Concessionaire is responsible for the repair and maintenance of items furnished within the safety rest area. The Concessionaire, at no cost to ADOT, shall replace any item provided by ADOT that is subsequently damaged by the Concessionaire with an item of equal or better quality; 10. maintain all trash containers odor-free and less than three-quarter full at all times. Trash receptacles shall be emptied, cleaned and the liner replaced each service time. Soap and paper goods dispensers shall be replenished as necessary. At least one-half roll of toilet paper should be in evidence on each spindle at all times. Odor suppressant blocks and mats shall be replenished as needed in urinals; 11. empty all trash containers when contents emit a foul odor, no matter how full. At a minimum, empty all cans at least twice daily once in the morning and once in the afternoon, and more frequently when needed; 12. do not allow a trash container to overflow. Always use plastic liners in all trash containers. Liner size should be proportionate to trash container size;. 13. scrub the inside of each container with a disinfectant weekly or more frequently if necessary to maintain odor-free containers. Wipe off the outside of trash containers as required removing dust and dirt; 14. scrub when required to remove heavy soil that will not wipe off; 15. contact ADOT when new trash containers are needed; 16. empty all trash container contents into dumpsters provided by ADOT. Keep dumpster areas litter free; and 17. parking lots, including the area immediately adjacent to the curb shall be power cleaned once a month utilizing a riding power broom with a pickup type sweeper and gutter brooms. Clean is defined as the absence of foreign material and debris on the pavement. The period of time between sweepings of the parking lot shall not be more than four (4) weeks, unless approved by ADOT.
ReSOURCE
96
Arizona Department of Transportation 11.4 VENDING AREA REQUIREMENTS
The Vending Concessionaire(s) shall be responsible for refunds, machine malfunction, maintenance, servicing and stocking of their machines. The Concessionaires full-time employees are prohibited from entering into a personal agreement with any Vending Concessionaire to provide the services listed as Vending Concessionaire responsibilities above. Keep vending areas in a clean and neat manner. Periodic checks shall be made in that structure to spot clean machines, pick-up litter, and mop spills in order to maintain an acceptable level of service. 11.5 MATERIAL REQUIREMENTS
Provide all materials and equipment required to perform this Contract unless otherwise specified within the Contract. Use cleaning products specifically manufactured for the surface to be cleaned. The products must be safe to use in and around the presence of visitors to the facility without emitting fumes, vapors, or toxins that could be harmful to humans. Keep adequate supplies at the facility to meet the Concessionaires obligations under the Contract Documents. Do not use steel wool, sandpaper, or other highly abrasive materials in cleaning the floors, walls, mirrors, toilet partitions, doors, toilets, urinals, washbasins, soap dispensers, hand dryers, and napkin disposals. Provide enough materials to supply the needs of the rest areas, which are open 24 hours a day. 11.6 LIGHT MAINTENANCE TASKS AND REQUIREMENTS
A. repair or furnish and replace routine items; B. perform the following repairs within eight (8) hours of direction by ADOT. Have and provide the appropriate tools for repair or replacement of, but not limited to, the following items: 1. replace light bulbs, and light fixture covers, which are burned out, damaged or missing; 2. replace damaged soap dispensers; 3. replace all damaged or missing hardware for toilet partitions and stall doors; 4. replace all missing or damaged electrical switch plates and receptacle
ReSOURCE
97
Arizona Department of Transportation covers; 5. perform all minor plumbing repairs, such as replacement of defective/worn out seals, flush valves, sensors, etc.; 6. perform all minor tile repairs; 7. perform all minor drain repairs; 8. provide labor to replace inoperable odor control devices; and 9. replace air conditioning and heating filters on a monthly schedule. C. report all other repairs including electrical, plumbing, water, sewage and construction failures, and/or problems immediately to ADOT; D. in any area where maintenance is being performed or is needed, appropriate signs approved by ADOT will be placed, such as slippery walks, ice on walks, slippery floors, closed for cleaning, etc.; 1. provide all required signs; 2. no HANDWRITTEN signs will be permitted; and 3. store these signs in a designated area and keep them in a safe and clean manner. E. construction or rehabilitation work may be required to be done by others during the life of this Contract. Cooperate with other Concessionaires or state forces in the execution of those activities. CUSTODIAL SERVICES FOR SAFETY REST AREA FACILITIES Table 11-1 Daily Inspection and Cleaning Schedule
Daily/ Ongoing as Needed X X X X X X X X X X X Spot Clean Weekly Monthly Hourly Every 3 Months Every 6 Months
Item Description Buildings - Interior Full cleaning @ 7:00 AM & 3:00 PM Sweep floors Scrub fixtures Dust walls and ceiling for cobwebs Empty and clean trash receptacles Empty and clean napkin disposals Refill and clean dispensers Clean partitions
ReSOURCE
98
Arizona Department of Transportation Table 11-1 Daily Inspection and Cleaning Schedule
Daily/ Ongoing as Needed X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X Spot Clean Weekly Monthly Hourly X X X X Every 3 Months Every 6 Months
Item Description Clean toilet bowls inside & outside Clean toilet seats Clean urinals inside & outside Clean lavatories and counters Clean hardware Clean mirrors Mop/scrub floor Refill deodorant containers Spray deodorant Remove graffiti Sweep as needed to maintain litter free Clean entrance glass and doors Clean inside windows Inspect & replace burned out light bulbs Clean and service sand urns Scrub walls and floors with a brush Clean all exposed pipes, hinges, latches, fittings Clean all exhaust fans and escutcheons Scrub concrete floors in all storage areas Touch up paint as requested Clean Custodian office Steam clean carpets & treat brick pavers Clean brochure racks Spray for hornets, bees, flies, etc. Steam clean rest rooms Replace heating/air conditioning filters Buildings Exterior Report structure repairs Clean exterior windows and doors Clean walkways and patio areas
ReSOURCE
99
Arizona Department of Transportation Table 11-1 Daily Inspection and Cleaning Schedule
Daily/ Ongoing as Needed X X X X X X X X X X X X X X Spot Clean Weekly Monthly Hourly X Every 3 Months Every 6 Months
Item Description Clean picnic areas Clean parking areas Keep parking areas and grounds litter free Clean outside storage building, if applicable Spot clean vending areas either interior or exterior Clean drinking fountain bowls Replace burned out bulbs in walkways and porch areas Empty and clean all trash receptacles Clean building gutters Raising and lowering of flags
12.0 12.1
GROUNDS MAINTENANCE REQUIREMENTS GENERAL
Work under this Contract includes furnishing all labor, materials, tools, equipment, means of transportation, and incidentals necessary to perform landscape maintenance services, including: A. landscape ground maintenance such as: Mowing; line trimming; litter and debris removal; tree and shrub maintenance such as pruning and selective removal; weed and exotic pest plant removal; insect/disease control; if used, herbicide application (pre and post emergence) must be performed using ADOT approved materials and procedures; watering; bedding plants and small trees and shrubs; pressure cleaning; irrigation maintenance and repair; swale and inadequate drainage inspection, maintenance and minor repair; and site clean-up; B. regular observation and maintenance of all landscape areas for minor erosion, inadequate drainage, sight and sign visibility problems, and unsatisfactory plantings that need removal; C. hand-raking grounds around restrooms and sidewalks as necessary, to maintain a neat, manicured look, for a distance of 10 feet from the edge of the sidewalk, and a
ReSOURCE
100
Arizona Department of Transportation 10-foot radius around ramadas and picnic table pads. Particular attention should be given to prevent accumulation of cigarette butts; D. maintenance of soil along sidewalks within one-half (1/2) inch of sidewalk surfaces and ramada floor levels so that drop-offs do not develop; E. removal of all silt and debris from concrete and grassed drainage ways, and from drainage structures. Vegetation in concrete swales and in catch basins shall be removed; and F. perform pavement repairs within the limits of the safety rest area grounds. 12.2 MONTHLY MAINTENANCE CHECKLIST/REPORT
Submit a completed maintenance checklist report on the maintenance tasks performed during each month. This report shall be: A. due on the last day of the month and submitted to ADOT within the first five (5) calendar days of the following month. Indicate the tasks that were accomplished during the month as specified in the Contract Documents and the Concessionaire's Detailed Work Schedule; and B. address any observations, concerns, or conditions that require the attention of ADOT in the report. 12.3 SNOW AND ICE REMOVAL
A. In the event of snow or freezing conditions, snow removal and treatment of slick surfaces on walkways, building alcoves, ramadas, and information/vending kiosks shall be the responsibility of the Concessionaire. The main walkways from the parking areas to the restrooms and information/vending kiosks shall be cleared of snow and ice first. Abrasive material shall be applied as necessary to prevent slip and fall hazards. The walkways to the ramadas shall be barricaded and signed CLOSED. ADOT shall supply sufficient quantities of barricades and signs to accomplish storm closures. B. Immediately after the storm has passed, remaining walkways and ramadas shall be cleared and abrasive materials applied as necessary to prevent slip and fall hazards. The Concessionaire shall furnish abrasive material. Chemicals shall not be used in place of abrasives unless approved by ADOT. 13.0 LANDSCAPING
A. The Concessionaire shall be responsible for maintenance of all landscape, trees, and shrubs. All berms and basins for new plants only shall be kept in a good state of repair, cleaned out to a depth of six (6) inches, and kept free of grass and
ReSOURCE
101
Arizona Department of Transportation weeds. Every six (6) months, the diameter of berms and basins shall be enlarged, if necessary, to keep the diameter of the berm equal with the drip line of plant foliage. B. ADOT shall be notified of any mortality of trees or shrubs, or any failures in the irrigation system. C. Landscape trees and shrubs shall be watered in accordance with the schedule established by the Concessionaire and approved by ADOT. The Concessionaire shall notify ADOT of the death of any trees or shrubs. 13.1 TREE TRIMMING
A. Trees shall be trimmed to a minimum of 24 inches above the ground level to facilitate visual inspection of the irrigation system and as necessary to remove dead, diseased, or injured wood; control or direct growth; remove crossed limbs; eliminate growth encroaching on roadway; and raise the canopy. B. All sprouts, limbs and suckers shall be pruned from the trunks of trees so that the lower 1/3 (minimum of 24 inches) of the tree or the lower five (5) feet of the tree, whichever is less, shall be free of such growth. This routine pruning shall be performed twice yearly, once at the end of May and once in September, unless otherwise directed by ADOT. C. In the event of wind damage or or excessive growth, the Concessionaire shall contact ADOT. Limbs, etc., to be pruned shall be flush with the trunk. D. Pruning of trees and shrubs, which intrude upon sidewalks or parking areas, shall be accomplished immediately. Tree branches of mature trees, which overhang the sidewalks or the roadway, shall be trimmed to a height of 12 feet to ensure safety and eliminate sight problems. 13.2 SHRUB TRIMMING
Shrubs shall be trimmed once a month from May to September to facilitate visual inspection of the irrigation system; remove dead, diseased, or injured wood; control or direct growth; remove crossed limbs; eliminate growth encroaching on roadway; and raise the canopy in accordance with instructions from ADOT. 13.3 GENERAL TRIMMING
A. Growth which is restricting drivers view of signs and safety devices or which is creating other sight distance problems for drivers shall be pruned immediately. All cuttings shall be removed from the area and legally disposed of by the end of the work shift.
ReSOURCE
102
Arizona Department of Transportation B. Schedule all heavy trimming to take each species blooming season into consideration. C. Trim in such a manner as not to change the natural habit or shape of a plant. 13.4 PLANT REMOVAL/REPLACEMENT
A. Concessionaire shall remove and dispose of plants, shrubs, and trees which are severely distressed or which die as a result of storm damage, age, pests, or disease. Plants removed shall be inspected by ADOT before removal from the job site. B. Replacement plants, shrubs, and trees will be supplied by the Concessionaire as approved by ADOT. Labor and equipment to install the plants, shrubs, and trees shall be the Concessionaires responsibility. Planting methods will be in accordance with good horticultural practices and subject to approval by ADOT. C. It shall be the Concessionaires responsibility to perform all horticultural techniques necessary to promote and maintain healthy growth of trees and plants. This shall include staking, tying, removing or loosening ties, and removing stakes, as needed. Special devices used to tie up plants to retaining walls shall be maintained. 13.5 WIRE NET DEVICES
Wire net devices shall be added, maintained, and adjusted around plants and trees to protect plant material from pests or animals when necessary. 13.6 MOWING
The Concessionaire shall provide all labor, equipment, and materials necessary for performing mowing services. A. Perform work in such a manner as to leave the existing turf grass or roadside obstacles undamaged. B. Mowing areas shall be left uniform in appearance after the mowers have passed. C. Any areas that are not mowed due to insufficient overlap of the mowers or depression of the vegetation by the mowing equipment will not be accepted and shall be mowed again. D. The Concessionaire shall ensure that prior to commencing mowing operations that the area to be mowed shall be cleaned and free of all debris (paper, stones, bottles, etc.). E. Vegetation shall be mowed to a minimum height of two (2) inches and a maximum
ReSOURCE
103
Arizona Department of Transportation height of three (3) inches above ground. F. Adjoining pavement shall be left free of cuttings and debris. Sweeping shall be the responsibility of the Concessionaire if excessive cuttings and/or debris is left on the pavement. G. Mowing equipment shall be operated at the optimum speed that produces clean cutting results. 13.7 MOWING NATIVE GRASSES
A. Weeds and grasses shall be mowed within a 15 foot swath on each side of entrance and exit ramps, beginning and ending at the gore points. B. The entire area from the fence, which separates the rest area from the freeway to the parking lot, shall be mowed. C. Mowing and manual weed control shall be performed within the rest area grounds as directed by ADOT to maintain a neat appearance. Native grass shall be cut to height of three (3) inches. D. Concessionaire shall keep areas around water supply and wastewater areas mowed and free from weeds at all times. 13.8 LINE TRIMMING
A. Perform line trimming in a manner that cuts grass blades approximately the same height as the mowing standard of two (2) to three (3) inches. B. Line trim vegetation to the limits maintained by ADOT and around existing objects located within the facility grounds. This includes all areas inaccessible by mechanical mowers. C. Trim vegetation around landscaped areas without damaging plant materials. D. Do not damage the base of trees, shrubs, or other site features. Replace all affected vegetation with like type and size material. E. Mow using hand held string or blade type trimmers when an area is too wet and otherwise inaccessible for conventional type mowing equipment, such as mowing behind guardrails, ditches, etc., or if access by such equipment would cause damage to the turf. 13.9 IRRIGATION SYSTEM
Labor, materials, and the operation of the irrigation system is the responsibility of the Concessionaire when an irrigation system exists at the facility grounds. A. Set the controller and monitor the water cycles. All regular watering shall occur in
Arizona Department of Transportation the morning hours and no later than 8 a.m. B. Check the controller settings and manually test each zone a minimum of twice a month to see that the system is operating efficiently. C. The Concessionaire shall be responsible for surveillance of the irrigation system each workday to assure that all component features are operating. These component features include, but are not limited to, chemical devices, controllers, valves, pressure regulators, filters, water lines, emitters, sensing devices and the entire electrical system. D. Any malfunctions shall be repaired within 24 hours. Repairs to the irrigation system shall be the Concessionaires responsibility. E. The Concessionaire shall be responsible to see that all trees and plants receive the proper amount of water to maintain health and vigor. This will involve adjusting the irrigation systems for appropriate seasonal frequencies. F. In addition to routine workday surveillance, the Concessionaire will be responsible for a monthly inspection of the irrigation system to be completed by the third week of each month and necessary repairs completed by the end of the month. G. Results of the inspection shall be recorded on a Monthly Irrigation Inspection Checklist and submitted within one (1) week after the inspection is complete. H. The Concessionaire shall be responsible to see that water is used efficiently and not wasted. When plants are not replaced, the Concessionaire will be responsible for capping off irrigation emitters. I. It shall be the Concessionaires responsibility to water by hand, or by other ADOT approved means when irrigation systems are temporarily out of order unless failure is due to loss of primary electrical supply, or primary water supply. In case of said interruptions, ADOT shall be notified immediately. J. Line cleaning stubs shall be flushed and pressure checked monthly or more often as directed by ADOT. K. ADOT will be responsible for furnishing replacement units, parts, and kits that are considered to be major irrigation components, such as, filters, electronic remote control valves, pressure regulators, and irrigation controllers. L. The Concessionaire shall be responsible for furnishing labor, equipment, pipe, repair parts and kits, and supplies to make repairs, replacements, and adjustments to the irrigation systems. All replacement parts and installation procedures shall be same as original unless otherwise approved by ADOT.
ReSOURCE
105
Arizona Department of Transportation 14.0 WATER AND WASTEWATER SYSTEMS
All rest areas have drinking water disinfections systems. Disinfection will be accomplished by either UV Disinfection of by a Liquid Chlorine Pumping System. See SOW Exhibit A for key water/wastewater terms. A. The Concessionaire is the first line of defense in observing and reporting basic indicators of water and/or wastewater malfunctions. Water & Wastewater Facilities Operations contractor shall provide Water & Wastewater Facilities training. Caretakers must receive site-specific training within their first month residing at the rest area. To schedule training, please contact the ADOT Water & Wastewater Operations Section at (602) 712-8273 or (602) 786-3269. B. The Concessionaire shall perform daily inspections of the water system and related equipment as identified in SOW Exhibit B. C. ADOT will be responsible for all repairs to the water/wastewater systems including servicing and repairs of the well, pump and electrical controls, septic tanks, leach fields and repairs to the sewer lines and water pipelines, otherwise noted. D. ADOT will be responsible for supplying liquid chlorine, all related chlorine supplies, equipment, and repair of equipment. E. ADOT will be responsible for all UV disinfection equipment and related maintenance. F. ADOT will be responsible for the repair and replacement of aerator pump motors for Sewage System/Leach, Evaporation Ponds (if applicable). 14.1 WATER AND WASTEWATER QUALITY CONTROL
Daily Inspections - The Water Meter Reading must be recorded on a daily basis since this information is reported to the states water regulating agencies. A. Ensure the well site is maintained in a neat and orderly manner. Nothing but water related items or equipment are to be stored in or around the well site. B. Keep the Pump House and the area surrounding the Water Storage Tank clear of nondrinking water-related supplies, weeds, insects, rodents, trash, and debris. C. Record water meter reading and chlorine test results on the Water System Activity Report (SOW Exhibit C) D. Check display for the operating condition of the UV disinfection systems that are connected into the water piping for the drinking fountains located in the main rest utility rooms. E. Inspect water storage tank levels each morning and evening. The tank should not
ReSOURCE
106
Arizona Department of Transportation go below half full and should refill to full overnight. Do not allow tank level to go below 4-foot level. F. Inspect the Pump House pressure tank to ensure water level in sight glass is at approximately halfway. G. Inspect water pressure pumps to ensure they run smoothly and turn ON/OFF at proper pressure settings. Check for leaks. H. Be alert for any air or water leaks. Check pressure gauges to ensure they are within proper pressure ranges. PSI gauge reading should be comparable to prior gauge readings unless changed by the Water Operator. Call ADOT Water/Wastewater Operations if a leak is found. I. Call ADOT Water/Wastewater Operations at if a leak is found. J. Check Liquid Chlorine Solution Feeder Tank to ensure that the tank is at least onehalf () full. If not, refill the feeder tank to the top with proper liquid chlorine solution, prepared by the Water Operator. K. Water Operator is required to provide the proper Liquid Chlorine Solution and ensure it is available to refill the Liquid Chlorine Solution Feeder Tank. L. Water Operator conducts monthly site visits to determine how much chlorine solution should be stored on-site ready for use in the Liquid Chlorine Solution Feeder Tank. M. Check Drinking Water Reverse Osmosis Units (See SOW Exhibit F) Wastewater Systems - Every rest area has a wastewater treatment system. The primary treatment systems are septic tanks. Septic tanks are designed to retain the solids in the waste stream. Treatment of the solids takes place by utilizing naturally occurring bacteria in the waste stream. The liquid portion of the waste stream continues to a waste stream disposal system. Our goal is to remove the sludge by pumping the septic tank on a frequency that will not create a backup or overflow condition in the wastewater piping system. ADOTs safety rest areas use three alternative systems to dispose of the liquid portion. The common alternative systems are Leach Fields, Evaporation Ponds, or Evapotranspiration Beds. Concessionaire shall provide information for wastewater systems in the Wastewater Septic System Inspection Report (SOW Exhibit D). Always wear gloves prior to handling any wastewater related equipment or items and wash hands with soap and water after this activity. A. Leach Fields
ReSOURCE
107
Arizona Department of Transportation 1. Observe leach fields daily for surface water resulting from over saturation. 2. Report if there is water on the leach field surface or water leaking from the leach field surface area. Be prepared to provide estimated amount of the surface area covered by water or the volume of water leaking from the surface area. 3. Cut and remove weeds, weeds should be no higher than 1-foot. 4. Report broken or missing piping. 5. Report any foul odors coming from leach field area. 6. Inspect leach field areas and manholes for any overflow conditions. If any overflow is detected, close down affected rest rooms and report condition immediately. B. Evaporation Ponds 1. Keep area around ponds clear of brush, cut and remove weeds, weeds should be no higher than 1-foot. 2. Report major changes in liquid level, water, color, odor, or wet or leaking areas around the Evaporation Ponds. 3. Use a long handled rake to gather trash on floating on top of ponds and on the side of berms; allow to dry, then bag trash and place in dumpsters. 4. If pond has a motor-driven evaporator; inspect for proper operation. 5. Check pond evaporator operation for proper spray pattern, unusual noises, and ensure that the evaporator securing wires (guide wires) are well anchored holding the evaporator in position. 6. Inspect evaporation ponds area and manholes for any overflow. If any overflow is detected, close down the affected rest rooms and report immediately. C. Evapotranspiration (ET) Beds 1. Daily observe ET beds for surface water resulting from over saturation. 2. Report excessive weeds in Wastewater Septic System Inspection Report (SOW Exhibit D). Weeds around the ET Beds should be no higher than 1foot. Cut down and remove weeds as necessary. 3. Report broken or missing piping. 4. Report any wet or leaking areas around the ET Beds. 5. Report any foul odors coming form ET Bed.
ReSOURCE
108
Arizona Department of Transportation 6. Inspect ET beds and manholes for any overflow. If any overflow is detected, close down affected rest rooms and report condition immediately. D. Septic Tanks 1. Ensure septic tanks are properly protected from vehicle traffic. Cones or other devices should keep vehicles from driving over any Septic Tank. 2. Inspect to ensure that manhole covers are in place. 3. Report any foul odors or unusual smells coming from septic tanks. 4. Weeds around the septic tanks should be no higher than 1-foot. Cut down and remove weeds as necessary. 5. Ensure septic tank and related manholes do not overflow. 6. Inspect septic tank areas and manholes for any overflow. If overflow detected, close down affected rest rooms and report condition immediately. WATER SYSTEM INSPECTION - Concessionaire duties will include water and wastewater equipment inspections and reading equipment settings, measurements, and record information on data forms. Concessionaire must receive site-specific training as described in 14.0. Concessionaire is responsible for filling out the Water System Activity Report (SOW Exhibit C). Refer to SOW Exhibit E, Water Treatment Equipment Inspection & Readings Following any shutdown and restart of the water pressure system, pressure lines must be flushed with fresh water from the pump house and all restroom flush valves must be checked. If any flush valve cycles too long or does not shut off, it needs to be disassembled and cleared of sediment. A. Well Site 1. Nothing but water related items or equipment can be stored in or around the Well Site. 2. Keep Pump House clean, only water related items or equipment is allowed to be stored in or around the Pump House area. 3. Inspect Pump House Pressure Tank condition to ensure water level in sight glass is approximately at halfway. 4. Inspect Water Pressure Pumps to ensure they run smoothly and turn on/shut off at proper pressure settings, check for leaks. 5. Flushing the Water Pressure Pipelines should be done after any extended time period (more than 48 hours) or when the Water Distribution System has been shut-down for pipeline leaks or plumbing repairs
ReSOURCE
109
Arizona Department of Transportation 6. Check Pressure Gauges to ensure they are within proper pressure ranges. PSI gauges readings should be comparable to prior gauge readings unless changed by the Water Operator. 7. Record water meter reading as identified in the Water System Activity Report (SOW Exhibit C). 8. Record Chlorine Test Results (if liquid chlorine is used as a means of disinfection) on the Water System Activity Report (SOW Exhibit C). Upon discovery of any air or water leaks, or any other malfunction or unusual occurrences relating to the water system operation, or changes in water quality, immediately notify by telephone and report condition to the ADOT Regional Facilities Maintenance Office. B. Water Storage Tank 1. Inspect Water Storage Tank levels each morning and evening. The tank should not go below one-half () full and should be refilled to full overnight. If the tank is low, or below normal level, and does not refill to normal operating levels, report to ADOT. 2. Keep Water Storage Tank are clear of nondrinking water-related supplies, weeds, insects, rodents, trash, debris. 3. Cut and remove any weeds growing immediately around or next to the water storage tank. 4. Report minor leaks no more than 30 minutes upon discovery to the ADOT Regional Facilities Maintenance Office. 14.2 REPORTING REQUIREMENTS
Report within four (4) hours of discovery any unusual occurrences regarding the operation of the water or wastewater system operation to the ADOT Regional Facilities Maintenance Office. Major water line leaks or breaks, sewer leaks, overflows, or failure of operating equipment must be reported immediately to the ADOT Regional Facilities Maintenance Office. 15.0 EROSION
Erosion in the landscape area due to storm damage, traffic accidents, and vandalism shall be the Concessionaires responsibility to make the repairs. These problems shall be reported to ADOT on the day they are observed and noted on the Daily Work Report.
ReSOURCE
110
Arizona Department of Transportation Erosion problems caused by routine operation of the irrigation system, or by the Concessionaires employees and equipment, shall be the Concessionaires responsibility to repair as directed by ADOT and subject to ADOT approval. 16.0 LITTER/DEBRIS/REFUSE REMOVAL
Pick up, remove, and dispose of litter and other undesirable or objectionable appearing debris within the entire safety rest area grounds to the edge of pavement of the adjacent state route. The Concessionaire is responsible for the removal, hauling, and disposal of all trash and debris from the rest areas. A. The Concessionaire shall provide a sufficient number of dumpsters for the disposal of trash. B. The Concessionaire shall provide sanitary storage for trash bags and objects between trips to the landfill or commercial pickup. Such storage must be contained and out of sight of the public. C. Trash bags placed in storage containers must be tightly secured in order to reduce the risk of creating unsanitary conditions. Storage containers must have lids that fit tightly and be kept closed except when placing items in the container. D. Trash must be removed from the rest area at any time unsanitary conditions or offensive odor exist, or at any time the volume of trash prohibits complete closing of the container access point. Under no circumstances will the trash be removed from the rest area less than two (2) times per week. Trash/refuse must be disposed of in a legal manner. E. All costs involved in the disposal of trash shall be the Concessionaires responsibility. The Concessionaire shall provide the landfill receipts where the Concessionaire disposed all litter and debris, showing location, weight, and date. 17.0 PESTICIDES AND HERBICIDES
The Concessionaire shall furnish all chemicals, herbicides, rodenticides, insecticides, equipment, and labor to provide pest control services. Pests may include, but are not limited to weeds, ants, rodents, insects, gophers, removal of bees, and other pests, which burrow, crawl, fly, nest, or otherwise reside within the safety rest area. A. The Concessionaire shall submit a list of products and copies of the Material Safety Data Sheets (MSDS) to ADOT. Material Safety Data Sheet (MSDS) and current labels for each product used on this Contract shall be maintained on site for ready reference. B. The Concessionaire shall note on the Daily Work Report, all pest intrusions, describing the location, the pest to be controlled, and the proposed method of
Arizona Department of Transportation control. C. Whenever pesticides or herbicides are applied, the Concessionaire shall report the activity of either application on the Daily Work Report and shall complete a Pesticide Spray Log for the application of pesticides. D. All pesticides shall be in the original manufacturers marked containers and tankmixed on site. The Concessionaire shall apply all pesticides in strict compliance with the manufacturers instructions as they appear on the label and as approved by ADOT. E. The Concessionaire shall provide storage of chemicals at off-site locations, delivering to the work site only sufficient equipment and materials to complete the task. F. Materials, techniques, and processes shall fully comply with all applicable Federal, State, and local laws, regulations, tribunals, standards and ordinances pertaining to health, safety, and environmental protection. G. The Concessionaire shall take all normal precautions common to the trade and institute proper procedures for the control of weeds, insects, pests, or disease and shall be responsible for all damages resulting from improper procedures or the failure to take normal precautions. H. Post-emergent herbicides will have an approved dye added to facilitate inspection after application. I. The Concessionaire shall be responsible for any adverse affects or death of plant materials, including runoff and drift onto adjacent properties, caused by the application of chemicals. J. Plants killed or severely damaged by pesticides shall be replaced at no cost to ADOT with the nearest size nursery stock available to the size of the dead or severely damaged plant. 17.1 NON-GRANITE AREAS
A. The Concessionaire shall maintain the area around plants free of weeds and grass. This obligation applies to a 10-foot radius, or the area to the outer edge of the canopy, whichever is greater. B. A three (3) foot radius shall be maintained free of weeds and grass around the base of the signs, delineators, utility poles, guardrails, fence lines, and other highway fixtures. C. All perennial/noxious weeds within non-granite areas will be treated with an approved systemic herbicide before reaching three (3) inches in height. All weeds
ReSOURCE
112
Arizona Department of Transportation and grasses in expansion joints of paved slopes and sidewalks shall also be treated with an approved herbicide before reaching three (3) inches in height. D. If weeds develop beyond three (3) inches in height prior to treatment, the Concessionaire shall be responsible for manual removal of the weeds, restoration of the disturbed area to its original condition. 17.2 GRANITE AREAS
A. All granite areas are to be maintained free of weeds and grass. If weeds or grass develop beyond three (3) inches in height, they shall be manually removed and residue will be collected and removed from the job site by the end of each work shift. Disposal shall be in a legal manner. B. All disturbed granite and earth shall be restored to original condition when manual weeding is completed. C. Though ADOT does not require a routine pre-emergent treatment program as part of the scheduled work, it is highly recommended.
ReSOURCE
113
Arizona Department of Transportation SCOPE OF WORK EXHIBITS EXHIBIT A KEY TERMS AND DEFINITIONS Air Compressor The Air Compressor (aka as Air Pump) is located in Pump House on or near the water Pressure Tank and provides air space inside the Pressure Tank (hydro pneumatic tank). Electrical Outlet for Liquid Chlorine Pumping System The 110 watt electrical power outlet into which the Chlorine Pumping equipment is plugged into. This outlet is usually labeled Chlorine Pump. The circuitry is connected to the Well Site Pump control equipment and the Chlorine Pump should only operate when the Well Site Pump is operating. If the Chlorine Pump is plugged into any other electrical outlet, the Chlorine Pump will operate continuously and deliver too much chlorine into the drinking water. Evapotranspiration (ET) Bed- Combines the natural treatment actions of a leach field and an evaporation pond. The ET bed has a water retaining liner to hold the liquid waste stream. The pond area (the contained bed area) is filled with a blend of sand and soil to allow water to move through the soil from the bottom of the bed to the surface. Once the liquid steam reaches the bed surface, the grass and plant on the surface assist in the evaporation of the liquid along with the natural soil surface evaporation process. Evaporation Pond- The pond are (the impoundment) is lined with a water stopping barrier material that contains or holds the liquid portion of the wastewater stream from a septic tank. The pond is shallow with a large surface area. The effect of evaporation occurs due to the sunlight intensity, temperature, humidity, and natural evaporative action from the wind blowing across the pond surface. Some evaporation ponds have motorized evaporative mixers to spray the water into the air thus enhancing the evaporative action. Dependent upon seasonal weather changes and the amount of evaporation occurring, the color of the water in a pond will change appearance from a pale green to darker shades of green to shades of red or brown depending on the amount of evaporation occurring. Flush Valves Automatic water control valves used in the toilet flushing mechanism. Leach Field Trenches filled with sand and fine gravel to allow the wastewater from the septic tank to filter into the ground. The liquid portion of the septic tank wastewater stream is piped to a disposal system. In the surrounding soil are naturally occurring bacteria that treat the water wastewater stream. Liquid Chlorine Pumping System The equipment used to store and pump the Liquid Chlorine Solution into the water system. The Liquid Chlorine Pumping System includes the Chlorine Solution Storage Tank and the Chemical Feed Pump. The Chlorine Pump is used to deliver a specific amount of Liquid Chlorine Solution over a specific time. The
Arizona Department of Transportation pump only operates when the well site pump is operating or upon an electrical signal from an electric time clock. Chlorine Test Kits A rapid indicator method used for measuring the amount of chlorine in water. The amount of Chlorine measured in the water when measuring chlorine using a Chlorine Test Kit is the Chlorine Test Result. Chlorine measurement results are reported in milligrams per liter (mg/L). Please record Chlorine Test Result on the Water System Activity Report (SOW Exhibit C). Always read and follow manufacturers procedures supplied in the Chlorine Test Kit. Liquid Chlorine Solution A mixture of Liquid Chlorine Bleach and water to produce a solution of 6% (percent) Liquid Chlorine Bleach, very similar to ordinary household liquid laundry bleach. This chlorine mixture is used as a disinfectant in drinking water, very similar to ordinary household liquid laundry bleach. It will disinfect or kill potentially harmful microorganisms in the water. Note: Liquid chlorine is generally purchased at a concentration of 12% and diluted to a 6% solution by the Water Operator. All 6% Liquid Chlorine Bleach Solutions will be marked with a tag identifying the continents as 6% Chlorine. Only 6% Liquid Chlorine Bleach Solution shall be used to refill the Liquid Chlorine Storage Feeder Tank. Liquid Chlorine Solution Feeder Tank A covered storage tank holding the 6% Liquid Chlorine. The storage tank has tubing connected to the Liquid Chlorine Pumping System. The Liquid Chlorine Solution Feeder Tank should be maintained at a minimum of a onehalf () full tank level. When Feeder Tank falls below, refill Feeder Tank with 6% percent liquid chlorine. The Feeder Tank should be filled when the liquid level reaches the halfway point. Potable Water System A water system that provides water suitable for consumption by people. A Potable Water system comprised of a Well Site, Water Storage Tank, Water Pressure Pumps, Pump Controls, Water Pressure Gauges, a Chlorine delivery system, Water Pressure Pipelines delivering drinkable water to the user, our customer. Pressure Gauges Pressure Gauges measuring water or air pressure usually located on or near water Pressure Tank, gauge measure water or air pressure, usually in units of pounds per square inch (psi). Pressure Tank Large metal tank (hydro pneumatic tank) located in Pump House, used as the control the Water Pressure Pumps and the Air Compressor. Tank contains pressure gauges and a sight tube for indicating the water level in the hydro pneumatic tank. Normal operating water level seen in the sight tube should be about the half tank mark Pump House Building in which Water Pressure Pumps, Electrical Pump Controls and Liquid Chlorine Pumping System are located.
ReSOURCE
115
Arizona Department of Transportation Reverse Osmosis A water filter method that removes many types of large molecules and ions from water by applying pressure to the water and forcing the water through a selective filter membrane. The filter membrane only allows the HO (water) molecules to pass through, leaving the large molecules to wash out in the waste flow. The filtered water is delivered to the drinking fountains. Septic Tank System is a highly efficient, self-contained, underground wastewater treatment system. A septic system consists of two (2) main parts, a septic tank and a liquid waste stream disposal system. The septic tank is a watertight tank with an inlet and outlet pipe. Wastewater flows to the septic tank through a series of pies and manholes. The septic tank treats the wastewater naturally by holding it in the tank long enough for solids and liquids to separate. The heavy solids settle at the bottom of the tank forming a layer of sludge. The sludge is decomposed by naturally occurring bacteria in the wastewater and remains in the tank until pumped out by a septic sludge-pumping contractor. The liquid portion of the wastewater stream is piped to a disposal system, a leach field, or an evaporation bed. When a septic tank is full of sludge, the sludge will be forced out of the septic tank and into the liquid stream disposal system. The liquid waste stream disposal system becomes plugged, thus causing a sewer backup or overflow in the wastewater piping system. UV Disinfection Unit Ultraviolet (UV) disinfection uses an intense UV light source, similar to the light that comes from the sun. In order for the UV system to be an effective disinfection system, the bulb that makes the light must be working. The UV Disinfection unit is enclosed in a protective sleeve. It is mounted so that water can pass through a flow chamber, and UV rays are admitted and absorbed into the water stream. When ultraviolet energy is absorbed by the reproductive mechanisms of bacteria and viruses, the genetic material (DNA/RNA) is arranged and they can no longer reproduce. They are therefore considered dead (disinfection) and the risk of disease have been eliminated. Ultraviolet disinfection is the most reliable and safest water purification treatment system in the world today. If the rest area disinfection system is UV disinfection, Concessionaire shall follow the instructions on SOW Exhibit F, Caretakers Guide for the SPV 200 Platinum UV Disinfection Unit. CAUTION: UV light is very bright; never look directly at a UV bulb, looking directly at a UV bulb will cause harm to eyesight. Water Distribution System Water Pressure Pipelines and plumbing that deliver drinking water. Water Meter Reading Measuring and recording device that measures the amount of water pumped from the Well Site into the Water Storage Tank. Water Meter usually indicates water flow at a specific time plus records the amount of water passing through the meter over a given time and registers the amount measured on the meter register. Water Operator A person certified by the Arizona Department of Environmental Quality (ADEQ) to operate the ADOT Potable Water System.
Arizona Department of Transportation Water Pressure Pumps Pumps located in Pump House, (booster pumps) pulls water from the Water Storage Tank and pumps (pushes) water through the Pressure Tank into the Water Distribution System. The pumps provide the water pressure in the water distribution pipelines supplying water. Water Pressure Pipelines Water Pressure Pipelines move water from the Water Pressure Pumps through the Pressure Tank through the Water Distribution System to the drinking fountains, restrooms, and hose bibs. Water Pressure Pipelines Flush A process of washing out or cleansing the water sitting in the Water Distribution System piping. Water Storage Tank Large water tank (reservoir) that holds water that has been pumped from the well. Water level in reservoir controls the operation of the groundwater well pump at the Well Site. Well Site Immediate area around the groundwater well.
ReSOURCE
117
Arizona Department of Transportation EXHIBIT B Rest Area Water Systems Inspection Checklist / Rest Area Caretaker Duties
NOTE: If there appears to be problems with the water or wastewater systems, call Water/Wastewater Operations at (602) 712-8273 or (602) 786-3269.
9 Ensure well site is maintained in a neat and orderly manner. Cut and remove excess weeds. 9 Nothing but water related items or equipment is to be stored in or around the Well Site. 9 Keep Pump House area, surrounding Water Storage Tank clear of nondrinking water-related supplies, weeds, insects, rodents, trash, and debris. 9 Record water meter reading and Chlorine Test Results on SOW Exhibit C, Water System Activity Report. 9 Inspect the water storage tank levels each morning and evening. The tank should not go below one-half () full and should be refilled to full every night. If the tank is low or below normal, follow Reporting requirements procedures. Remove any weeds immediately around or next to the water storage tank wall. 9 If any alarms, beacons, or strobes are noticed, notify Water/Wastewater Operations at 602.712.8273 or 602.309.3492. 9 Inspect Pump House pressure tank condition to ensure water level in sight glass is approximately at halfway. 9 Inspect Water Pressure Pumps to ensure they run smoothly and turn on/shut off at proper pressure settings, check for leaks. 9 Check Pressure Gauges to ensure they are within proper pressure ranges. Psi gauge readings should be comparable to prior gauge readings unless changed by the Water Operator. 9 Be alert for any air or water leaks. Follow Reporting Requirement Procedures if a leak is found. 9 Inspect Liquid Chlorine Pumping System equipment to ensure pumping equipment is operating properly. 9 Check the Liquid Chlorine Solution Feeder Tank to ensure that the tank is at least one-half () full. If not, refill the feeder tank to the top with proper Liquid Chlorine Solution, prepared by the Water Operator. 9 Concessionaire shall notify Water Operator requesting additional Liquid Chlorine Solution containers be delivered 45 days before delivery is required. Water Operator is required to provide the proper Liquid Chlorine Solution and ensure the Liquid Chlorine Solution is available to refill the Liquid Chlorine Solution Feeder Tank. Perform a chlorine test each morning on the drinking water and record test results on SOW Exhibit C, Water System Activity Report. Chlorine Test Result should be between 0.5 and 1.0 mg/L. If it is zero or more than 4.0, follow Reporting Procedure requirements. Check your inventory of chlorine test supplies. Notify the ADOT Water Operator 45 days before requiring additional Chlorine Test Kit supplies. Upon discovery of any malfunction or unusual occurrences regarding Daily Inspection, follow Reporting Procedure; contact the ADOT Regional Facilities Maintenance District Office.
ReSOURCE
118
Arizona Department of Transportation SOW EXHIBIT C - SAMPLE WATER SYSTEM ACTIVITY REPORT
REST AREA NAME:
NORTH BOUND SOUTH BOUND EAST BOUND WEST BOUND
MONTH:
YEAR: CARETAKER NAME _______________ INSPECTION COMMENTS
DATE
WATER METER READING
CHLORINE TEST RESULTS
/////////// 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 /////////// //////////
Beginning Water Meter Reading ( ending reading for previous month)
Gallons water used this month Average gallons/day
Subtract last reading from beginning meter reading = Gallons water used this month Gallons used this month divide by number of days = Average gallons/day Record Chlorine Residual readings and Water Meter readings Daily and at the end of the month, Forward a copy of this report every month to the address/fax listed below and retain a copy on-site Arizona Department of Transportation Water/Wastewater Operations Manager 1655 W. Jackson St, MD 125F Phoenix, AZ 85007 Fax: (602) 712-3182 Phone: (602) 712-8273
ReSOURCE
119
Arizona Department of Transportation SOW EXHIBIT D - SAMPLE WASTEWATER SEPTIC SYSTEM INSPECTION SHEET Wastewater Septic System Inspection
REST AREA NAME:
NORTH BOUND
DATE
SOUTH BOUND EAST BOUND WEST BOUND

Leach Fields Water on surface saturation Leaking? (Yes or No)
MONTH:
YEAR: CARETAKER NAME _______________

Evaporation Ponds Side banks leaking Excessive weeds? Ponds overflow? (Yes or No) Evaporation Beds Leaking? Overflowing? Excessive weeds? (Yes or No)
Septic Tanks & Sewer Pipelines Overflow? (Yes or No)
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
Wastewater Septic System Inspections shall be recorded daily on the Wastewater Septic System Inspection Form. At the end of each month, forward a copy of this report to address/fax listed below and retain a copy on-site.
Arizona Department Of Transportation Water/Wastewater Operations Manager 1655 W. Jackson St. MD 125F Phoenix, AZ 85007 Fax: (602) 712-3182 Phone: (602) 712-8273
ReSOURCE
120
Arizona Department of Transportation SOW EXHIBIT E SAMPLE WATER TREATMENT EQUIPMENT INSPECTION & READINGS REPORT
REST AREA NAME: _____________________ MONTH: ___ YEAR: ______ NORTH BOUND _ SOUTH BOUND _ EAST BOUND _ WEST BOUND_ CARTER NAME ________________ Meter Hours Conductivity Reading
121
Pre-Filter
Feed Pressure
Pump Pressure
Product
Treated
in 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
out
hours
psi.
psi.
rpm
rpm
F.
gpm
gpm
meter #
Caretaker Comments:
_____________________________________________________________________________ _____________________________________________________________________________
Inspect water treatment equipment and record readings Daily and at the end of the month, Forward a copy of this report to the address/fax listed below and retain a copy on-site. Arizona Department Of Transportation Water/Wastewater Operations Manager 1655 W. Jackson St. MD 125F Phoenix, AZ 85007 Fax: (602) 712-3182 Phone: (602) 712-8273
ReSOURCE
Salt lbs
lbs
Temp. Deg. F.
Reject
Reject
Date
P 1
P 2
Arizona Department of Transportation SOW EXHIBIT F SAMPLE UV DISINFECTION UNIT and REVERSE OSMOSIS GUIDE AND INSPECTION SHEET GUIDE for the SPV 200 PLATINUM UV DISINFECTION UNITS Once plugged in, the SPV 200 Platinum UV Disinfection Unit does a Self-Diagnostic Test. Once the Self-Diagnostic Test is completed, the system will operate in Automatic Mode.
hhpp
Display shows R-Can or VIQUA System Normal
GREEN Display flashing between Green and Yellow Water too warm, flush fountain until cool water runs out Flashing Red Needs maintenance Call Water/ Wastewater Operations at 602-712-8273 or 602-309-3492 Solid Red Shut down system. Call Water/ Wastewater Operations. PLACE OUT of ORDER signs on water fountains.
GREEN
YELLOW
RED
RED
The UV disinfection units are connected into the water piping for the drinking fountains located in the main rest utility rooms. Rest Areas where UV disinfection are used, there are UV disinfection units located at caretaker residences. The UV units are located under the kitchen sink.
ReSOURCE
122
SAMPLE Ultraviolet (UV) Disinfection Unit Inspection Guide

UV CONTROLLER with Green DISPLAY BUTTON
POWER OUTLET
Green Display = NORMAL OPERATIONS
Yellow Display = High Temperature Alarm Flush Water Fountain
This UV Disinfection Unit guideline is designed to be simple and provide the Concessionaire with the information needed to ensure proper operation of the unit, please contact Sam Barnes at 602.712.8273 if you have questions or recommendations for improvement to this guideline
ReSOURCE
123
Arizona Department of Transportation SAMPLE Water System UV Disinfection Daily Checklist

REST AREA NAME: MONTH: YEAR: __________ NORTH BOUND _ SOUTH BOUND _ EAST BOUND _ WEST BOUND_ CARETAKER NAME____________________/ PHONE NUMBER_________________ Date 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Fax to 602.712.3182 or mail a copy of this report to the address list below and retain a copy on-site: Arizona Department of Transportation Water/Wastewater Operations Manager -MD 125F 1655 W. Jackson St. Phoenix, AZ 85007 Phone: (602) 712-8273 Caretaker Initials UV Display Button Color Inspection Comments
ReSOURCE
124
REVERSE OSMOSIS CHECKLIST AND GUIDANCE For the under sink (KP-4 RO (Reverse Osmosis) Unit): Check water clarity and appearance of water at drinking fountains or at fountains. Check for leaks from tubing or cartridges. Green light indicates that Reverse Osmosis system is functioning properly. Red light indicates that Reverse Osmosis system requires maintenance. Check water clarity and appearance of water at drinking fountains. Check operating pressures, Maximum 100 psi and Minimum 40 psi. Check for leaks from tubing, cartridges, gauges, RO booster or RO reservoirs. Check for unusual noises or vibrations coming from RO equipment. Motor and pump (if equipped) for heat and vibrations. Record abnormalities in Daily Log.
For the rest area (KP-5 RO (Reverse Osmosis) Unit)
If the Reverse Osmosis System does not appear to be operating correctly, contact ADOT Water/Wastewater Operations.
ReSOURCE
125
Arizona Department of Transportation SOW EXHIBIT G SAMPLE LIQUID CHLORINE SYSTEM CHECKLIST AND GUIDE (For Rest Areas Using Liquid Chlorine Disinfection)
Liquid Chlorine Systems are located in the pump house. 1. Check the inventory of chlorine test supplies including Liquid Chlorine Solution containers and notify the Water Operator 45 business days before requiring additional chlorine test kits, including additional Liquid Solution containers. 2. Perform a chlorine test each morning on the drinking water and record test results on Water System Activity Report (SOW Exhibit C). 3. The Chlorine Test Result should be between target ranges of 0.5 to 1.0mg/l. Chlorine residual outside of the target ranges are acceptable so long as they are not 0 mg/l on the low end or above 4.0 mg/l on the high end of the range. If the chlorine test results is a zero (0) or lower than normal, the test result indicates there is no chlorine in the drinking water. Immediately report to ADOT if Chlorine Test Result is zero (0) or more that 4.0 mg/l. 4. Check Liquid Chlorine Solution Feeder Tank to ensure that the tank is at least halffull. If not, refill the feeder tank to the top with proper Liquid Chlorine Solution, prepared by the Water Operator. 5. Inspect Liquid Chlorine Pumping System equipment to ensure pumping equipment is operating properly and the liquid chlorine is being pumped in to the water pipeline. 6. If the Liquid Chlorine Pumping System is pumping chlorine into the water pipe, perform Chlorine Test Result again in 1-hour to confirm test result. If the Liquid Chlorine Pumping System is not working properly or cannot get a normal reading: Do not hesitate to notify ADOT Regional Facilities Maintenance Office by phone to report observed condition. Be prepared to provide details on your observations when inspecting Chlorine Pumping System.
ReSOURCE
126
Arizona Department of Transportation APPENDIX C: COMPLIANCE DOCUMENTS / LINKS ADOT Asbestos Management Policy Maintenance and Facilities Best Management Practice (BMP) Manual Rest Area Maintenance Checklist
ReSOURCE
APPENDIX C: Compliance Documents / Links
127
Arizona Department of Transportation APPENDIX D: KEY PERSONNEL/AUTHORIZED REPRESENTATIVE Key Personnel Project Manager Operations and Maintenance Manager Advertising and Sponsorship Manager Name [to be inserted from Proposal] [to be inserted from Proposal] [to be inserted from Proposal] Liquidated Damages $10,000
$0
$0
Authorized Representative(s)
Name
Liquidated Damages $0
ReSOURCE
APPENDIX D: Key Personnel / Authorized Representative
128
Arizona Department of Transportation APPENDIX E: PROPOSAL (VOLUMES 1 THROUGH 4)
ReSOURCE
APPENDIX E: Proposal (Volumes 1 through 4)
129
Arizona Department of Transportation PART III: REFERENCE DOCUMENTS The following reference documents are available for review: 1. Accomplishments 2. Arizona Map Rest Areas Open Closed 12-16-2010 3. LOS Evaluation FY 08 to FY 10 4. LOS Inventory 5. Phoenix Expenditures 6. PPP Rest Area Class Counts Jan Feb 2011 7. Rest Area Rehabilitation Plan 2014- 2018 Project Listing 8. Units of Work 9. Current AADT 10. ADOT Maintenance Data Collection Guide FY11 11. T11-17-00002 Haviland Rest Area Solicitation A Package 12. ADOT Asbestos Management Policy
To successfully access this information, you will need to use Windows Explorer and copy and paste the link ftp://ftp.azdot.gov/ into the browser. Enter the User Name: ECS and User Password: Ecs_01 (both of which are case sensitive). To view the ftp site in Windows Explorer, at the FTP root at ftp.azdot.gov screen, click Page and then click Open FTP Site in Windows Explorer. At the ftp site, click the fromadot folder. At the next screen, find and click on the P3-1301 folder to review the reference materials.
ReSOURCE
130

ADOT ReSOURCE P3 RFP 02 22 13

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

ADOT ReSOURCE P3 RFP 02 22 13

Uploaded by

Copyright:

Available Formats

ARIZONA DEPARTMENT OF TRANSPORTATION ENGINEERING CONSULTANTS SECTION AND OFFICE OF P3 INITIATIVES

REQUEST FOR PROPOSALS

REVENUE SUPPORTED OPERATIONS USING ROBUST CONCESSIONAIRE EFFICIENCIES (ReSOURCE)

Arizona Department of Transportation

Safety Rest Area Operations and Maintenance

Arizona Department of Transportation

PART II: DRAFT CONCESSION CONTRACT...................................................................................... 39

Safety Rest Area Operations and Maintenance

Arizona Department of Transportation

Safety Rest Area Operations and Maintenance

Arizona Department of Transportation

APPENDIX A: CONTRACT ABBREVIATIONS/DEFINITIONS ............................................................. 73

APPENDIX B: DRAFT SCOPE OF WORK ........................................................................................... 77

Safety Rest Area Operations and Maintenance

Arizona Department of Transportation

Safety Rest Area Operations and Maintenance

Arizona Department of Transportation

Safety Rest Area Operations and Maintenance

Arizona Department of Transportation

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Arizona Department of Transportation 1.3.1 Inclusion In Contract

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

PROPOSAL INFORMATION AMENDMENTS

Safety Rest Area Operations and Maintenance

Arizona Department of Transportation 2.2.2 Errors

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Arizona Department of Transportation 2.6.3 Proposal Validity Period

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Arizona Department of Transportation 4.2.2 Non-Collusion Affidavit/Affirmation

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Arizona Department of Transportation 6.3.3 Management Approach (20 points)

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Form Title Proposal Letter

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

Safety Rest Area Operations and Maintenance

APPENDIX B: Draft Scope of Work

APPENDIX B: Draft Scope of Work

APPENDIX B: Draft Scope of Work