RFQC #: 48400-410-0000033094
Vegetation Removal Services
Revised 1/8/16
Georgia Department of Transportation
Request for Qualified Maintenance Contractors
RFQC #: 48400-410-0000033094
Vegetation Removal Services
(Enterprise)
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RFQC #: 48400-410-0000033094
Vegetation Removal Services
Revised 1/8/16
VEGETATION REMOVAL SERVICES
I.
GENERAL PROJECT INFORMATION
A. Purpose of Procurement
The Georgia Department of Transportation (hereafter referred to as “the Department” or “GDOT”) is
soliciting statements of qualifications from Prospective Contractors interested in providing Vegetation
Removal Services. This Request for Qualified Maintenance Contractors (RFQC) is intended to identify
one or more responsive and responsible Qualified Maintenance Contractors who meet or exceed the
requirements contained herein. GDOT will enter a Master Services Agreement (MSA) with each
Qualified Maintenance Contractor identified through this RFQC process and thereafter each Qualified
Maintenance Contractor will be eligible to participate in future Request for Quote (RFQs)/Invitation to
Bid (ITBs) for providing Vegetation Removal Services for one (1) or more of the seven (7) GDOT
Districts.
B. Overview
This RFQC is being conducted by the Georgia Department of Transportation under its authority to
procure services ancillary to the construction and maintenance of a public road, as defined in O.C.G.A
32-1-3, as provided for in O.C.G.A 32-2-64 and 32-2-69.
The Department is seeking one or more qualified suppliers to provide removal of Vegetation and
Overhanging Limbs (hereafter referred to as Vegetation Management) within the limits of the right of
way and easement areas of the interstates and state routes according to the project details and the
requirements found within this document.
The Scope of Work will include furnishing all labor, material, tools, equipment, and incidentals
necessary to perform Vegetation Management within the limits of the right of way and easement
areas of the interstate, limited access routes, four (4) lane divided highways, and four (4) lane and
two (2) lane routes, in a safe, effective, and timely manner. The Department has Seven (7) Districts
with approximately 17,911 miles of right of way to maintain.
The Qualified Maintenance Contractors identified through this RFQC process will be eligible to bid on
Vegetation Removal Services by District, not on a statewide basis, in response to future RFQ/ITB
posted on the Georgia Procurement Registry. Prospective Contractors should indicate the District(s)
in which they are interested in providing the described services in the Statement of Qualifications
(SOQ) submitted in response to this RFQC.
Subsequent to identifying Qualified Maintenance Contractors, RFQs/ITBs will be issued allowing
contractors to bid per District.
C. RFQC Schedule of Events
The following Schedule of Events set out herein represents GDOT’s best estimate of the schedule that
will be followed. However, delays to the procurement process may occur which may necessitate
adjustments to the proposed schedule. If a component of this schedule, such as the Closing Date, is
delayed, the rest of the schedule may be shifted as appropriate. Any changes to the dates, up to the
closing date of the RFQC, will be publicly posted prior to the closing date via the Georgia Procurement
Registry (GPR). After the closing date, GDOT reserves the right to adjust the remainder of the
proposed dates on an as needed basis with or without notice. All times are indicated by Eastern Time.
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RFQC #: 48400-410-0000033094
Vegetation Removal Services
Revised 1/8/16
Description
Date
a. Release of this RFQC
As Published on the Georgia
Procurement Registry (GPR)
b. Deadline for submission of written
questions
c. Response to written questions
d. Closing Date for submission of
Statements of Qualifications (SOQ)
e. Evaluation Completed
Time
Tuesday, December 29, 2015
2:00PM
Monday, January 11, 2016
4:00PM
As Published on the GPR
Approximately three weeks from
receipt of SOQ
f. Publish evaluation results
Approximately one week after
(list of Qualified Maintenance Contractors) completion of evaluations
D. Official Issuing Officer (Buyer)
Mary Taylor
Mtaylor@dot.ga.gov
E. Definition of Terms
(1) General Terms:
ANSI – American National Standards Institute current edition. http://ansi.org/
Approval/Acceptance – Inspected and approved by the Engineer for compliance with the
requirements of the Specifications included in this Contract.
Closing Date - Deadline for submission of Statements of Qualifications (“SOQ ”) from Prospective
Contractors in response to this RFQC, as published on the GPR.
Engineer – The Chief Engineer of the Department, defined in Standard Specification 101.13 as the
Engineering Executive appointed by the State Transportation Board, or other authority as may be
provided by law, and acting for the Department within the authority and scope of duties assigned, or
Chief Engineer’s designee.
Enterprise – Solicitation and subsequent contract that can
district/department/office of the Georgia Department of Transportation
be
utilized
by
any
GPR – Georgia Procurement Registry
Invitation to Bid (ITB) – GDOT will publish the project specific details of each particular project that
is available for bid on the Georgia Procurement Registry in an Invitation to Bid (ITB). The ITB is
referred to as an RFQ (Request for Quote) on the GPR. Contractors who have been qualified
under this RFQC process will be eligible to submit bids pursuant to the instructions and deadlines
contained in the ITB / RFQ.
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RFQC #: 48400-410-0000033094
Vegetation Removal Services
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Limited Access Highway – A highway or arterial road for high-speed traffic which has many
characteristics of a controlled access highway (interstate), including limited or no access to adjacent
property.
Master Services Agreement (MSA) – Contract between GDOT and the Qualified Maintenance
Contractor resulting from this RFQC, containing the Terms and Conditions that will govern any work
that may be awarded to the Qualified Maintenance Contractor as a result of future ITBs issued by
GDOT.
MUTCD - Manual of
http://mutcd.fhwa.dot.gov/
Uniform
Traffic
Control
Devices
(MUTCD),
current
edition
Open Continuous Procurement (OCP) – An Open Continuous Procurement is a process whereby
GDOT may reissue a particular RFQC periodically, e.g. every 6 months, to continue identifying
Qualified Maintenance Contractors. Contractors identified as Qualified Maintenance Contractors
pursuant to a particular RFQC will be qualified for a period of five (5) years date subject to the
limitations contained in this RFQC without resubmitting SOQs in response to subsequent RFQCs.
Prospective Contractors – Companies desiring to do business with GDOT.
Qualified Maintenance Contractor – Contractor deemed to meet or exceed the requirements
contained in this RFQC, according to the process contained herein, that will hereinafter enter into
an MSA with GDOT and be eligible to participate in future ITBs to provide services in one (1) or
more of the seven (7) GDOT Districts
Request for Quote (RFQ) – see Invitation to Bid (ITB)
Right-of-Way (R/W): The entire portion of a highway within the boundaries of access-control
fences or access-control lines where no fence exists.
Standard Specifications (Specifications): State of Georgia Standard Specifications for
Construction of Transportation Systems, 2013 Edition or latest edition, the Project Special
Provisions, the Georgia Department of Transportation, Supplemental Specifications, Standard
Drawings and Construction Details. http://www.dot.ga.gov/PS/Business/Source.
Statement of Qualifications (SOQ): Prospective Contractors shall submit their Statements of
Qualifications (SOQ) in response to this RFQC, according to the instructions contained herein. The
SOQ includes the document entitled “Statement of Qualification” and all supporting documentation
attached thereto.
Travel Way - The actual road lanes in which vehicles travel not including paved shoulders.
(2) Specific Terms:
Debris – Material associated with the vegetation removal operations including trees, shrubs,
bushes, stems, branches, brush, bark, leaves, stump grindings, mulch and saw dust piles, etc. and
litter consisting of paper, boxes, bottles, cans, tires, recaps, rubber pieces, mattresses, appliances,
lumber, metal pieces, hubcaps, vehicle parts, dead animals, memorials, and other items not
considered normal to the right of way, etc. It is not intended for small objects such as cigarette
butts, chewing gum wrappers and similar sized items to be removed under this work.
Georgia Roadside Management – iPhone app, available through the iPhone App Store
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RFQC #: 48400-410-0000033094
Vegetation Removal Services
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Pruning – Cutting of tree limbs or branches.
Random Clearing - this work consists of cutting vegetation and removal from the Right of Way and
proper disposal of all debris within the clearing limits as specified.
Removal – Removing of all debris from the GDOT right of way associated with tree cutting and/or
pruning operations.
Side Trimming - this work consists of pruning and/or trimming of the tree branches that are
encroaching or are a threat to encroach from the sides of the R/W onto the travel ways.
Tree Cutting – Cutting tree(s) with equipment designed and built for constant heavy use in tough
conditions, including roadside conditions.
Vegetation Removal- consists of random clearing, side trimming, herbicide applications and debris
removal operations.
F. Qualification Period
Contractors identified as Qualified Maintenance Contractors pursuant to this RFQC will be qualified for
a period of five (5) years subject to the following limitations:
(1) GDOT may require the Qualified Maintenance Contractor to submit additional information/materials
annually or more frequently to ensure the Contractor continues to meet the qualification
requirements. The Qualified Maintenance Contractor shall notify GDOT in writing as soon as
possible within thirty (30) calendar days upon taking any action to change its corporate structure,
including voluntary or involuntary bankruptcy proceedings, company mergers, company
acquisitions, changes in corporate names, changes in corporate officers, changes in corporate
governing structure, and similar relevant information.
(2) Although Qualified Maintenance Contractors are not required to be prequalified construction
contractors or registered construction subcontractors, if the Georgia Department of Transportation
Board of Review takes any action to suspend or revoke a contractor’s prequalification certificate or
a subcontractor’s registration in accordance with State Transportation Board Rule 672-5-1 et seq.,
that contractor shall be automatically removed from the list of Qualified Maintenance Contractors
resulting from this RFQC and thus will not be eligible to bid on future ITBs. No contractor whose
certification or registration is suspended or revoked will be eligible to continue performing services
under its existing MSA or any previously issued ITB(s) during the suspension period or after the
revocation. Any contractor removed from the list of Qualified Maintenance Contractors resulting
from this RFQC because its construction prequalification certification or registration is suspended
may submit an SOQ in response to any newly issued RFQCs after its suspension period ends.
(3) No Qualified Maintenance Contractor that is subsequently suspended or debarred by any State or
Federal entity will be eligible to continue performing services under its existing MSA or any
previously issued ITB(s) during the suspension period or after the revocation and will not be eligible
to submit bids on future ITBs during the suspension/debarment period.
(4) If a Qualified Maintenance Contractor uses any state funds for the preparation, distribution or use of
any kit, pamphlet, booklet, publication, radio, television, Internet, or video presentation designed to
support or defeat legislation pending before the General Assembly or any committee thereof, or the
approval or veto of legislation by the Governor or for any other related purposes, that contractor
shall be automatically removed from the list of Qualified Maintenance Contractors resulting from this
RFQC and thus will not be eligible to bid on future ITBs.
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Vegetation Removal Services
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II.
RANGE OF SERVICES
Contractors are responsible for any traffic control, licenses, and permits required satisfying
the duties required. The decision of the Chief Engineer or Chief Engineer’s designee,
(“Engineer”), will control in all questions regarding location, design, and similar questions.
GDOT has Seven (7) Districts with approximately 17,911 miles of right of way to maintain.
A District Map is provided in the RFQC. It is anticipated that the RFQ/ITB for Vegetation
Removal Services will be issued per District after GDOT has identified Qualified
Maintenance Contractors pursuant to this RFQC and entered a Master Services
Agreement (MSA) with each Qualified Maintenance Contractor.
The Range of Services is described below and the specific Scope of Services will be
included in each RFQ/ITB. All work by a contractor must be performed in accordance with
any Standard Specifications identified in the RFQ/ITB and the established customs,
practices, and procedures of the Department. It may be necessary for a Qualified
Maintenance Contractor to have multiple crews working simultaneously in order to meet
work requirements. Qualified Maintenance Contractors will be given the opportunity to
qualify to bid on Vegetation Removal Services for one or more districts.
A. GENERAL SCOPE OF WORK - Work under the resulting MSA and future ITBs will
consist of, but not be limited to, the following: furnishing all labor, materials, tools,
equipment, means of transportation, and incidentals necessary to perform Vegetation
Removal Services that will consist of one or more of the following operations: Random
Clearing, Herbicide Applications, Side Trimming and/or Debris Removal, in accordance
with the project specific scope of work as will be set forth in future ITBs.
(1) Random Clearing: This work consists of clearing, removing and disposing of all
vegetation and debris in areas within the R/W as specified, except such objects as are
designated by the Engineer to remain or to be removed in accordance with the Plans or
other sections of the Specifications. Vegetation and debris includes: trees, shrubs, vines,
logs, limbs, mulch piles and all other debris associated with random clearing.
a. Random clearing may be done by any method provided that the ground disturbance
is minimal and no damage is done to property, structures, trees, or shrubbery to be
retained, in or outside the R/W boundaries.
b. Remove all trees, brush, stumps and roots projecting through or appearing on the
surface of the ground by cutting or grinding flush with the surrounding ground
surface. No grubbing operations are allowed.
c. The Engineer will designate any trees, shrubs, plants, and other objects within the
clearing limits specified that are to remain and be preserved.
d. Preserve all concrete ditches and flumes, drainage structures and headwalls, sound
barriers, utility lines and poles, fences, signs, R/W markers and other permanent R/W
structures.
e. The Engineer may specify that additional damaged, diseased, or deformed trees
outside of the clearing limits be removed.
f. Logging operations for marketable timber is permissible when performing random
clearing only in such a manner as not to interfere with the safety of the traveling
public or personnel involved with the work.
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Vegetation Removal Services
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g. Trees outside the limits of clearing shall have all tree branches that extend within the
limits of clearing area removed back to the branch bark ridge at the tree trunk to the
top of the tree.
h. Invasive plant species that are within the clearing limits shall be removed from the
R/W that does not allow propagation or re-growth of the plant(s). Do not grind or chip
invasive plant species. The following is a list of invasive plant species:
Invasive Plant Species in Georgia
Scientific Name
Common Name
Tree-of-Heaven
Ailanthus altissima
Mimosa
Albizia julibrissin
Alligator Weed
Alternanthera
philoxeroides
Carduss nutans
Musk Thistle
Water Hyacinth
Eichhornia crassipes
Thorny Olive
Elaegnus pungens
Autumn-Olive
Elaeagnus umbellata
English Ivy
Hedera helix
Hydrilla
Hydrilla verticillata
Cogongrass
Imperata cylindrica
Shrubby Lespedeza
Lespedeza bicolor
Sericea Lespedeza
Lespedeza cuneata
Japanese Privet
Ligustrum japonicum
Chinese Privet
Ligustrum sinense
Japanese Honeysuckle
Lonicera japonica
Amur Honeysuckle
Lonicera maackii
Japanese Climbing Fern
Lygodium japonicum
Chinaberry
Melia azedarach
Microstegium vimineum Nepalese Browntop
Chinese Silvergrass
Miscanthus sinensis
Marsh Dayflower
Murdannia keisak
Sacred Bamboo
Nandina domestica
Paspalum verillei
Vaseygrass
Princess Tree
Paulownia tomentosa
Golden Bamboo
Phyllostachys aurea
Kudzu
Pueraria Montana var.
lobata
Multiflora Rose
Rosa multiflora
Bigpod Sesbania
Sesbania herbacea
Red Sesbania
Sesbania punicea
Sorghum halepense
Johnsongrass
Japanese Spiraea
Spiraea japonica
Chinese Tallow Tree
Triadica sebifera
Big Periwinkle
Vinca major
Common Periwinkle
Vinca minor
Wisteria
Wisteria sinensis
(2) Herbicide Applications: Upon completion of final cut at ground level on all non-invasive
hardwood species, apply a cut stump treatment herbicide approved for use by the
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Vegetation Removal Services
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Engineer to prevent re-growth. Apply herbicides at labeled rates and treatment
recommendations immediately after final cut is performed. Apply herbicide using a blue
dye additive. No additional compensation will be paid for this treatment. Apply herbicide
treatments to invasive plant species as follows:
a. Woody Types: Upon completion of final cut at ground level on all invasive woody
species, apply a cut stump treatment herbicide with blue dye additive approved for
use by the Engineer to prevent re-growth. Apply herbicides at labeled rates and
treatment recommendations immediately after final cut is performed.
b. Vines: Spray invasive vines during the growing season with a herbicide that is
labeled to control the specific vine approved for use by the Engineer. Apply herbicide
at labeled rates and treatment recommendations. Spray foliage that is within 4 feet of
the ground. No foliar spray shall be above 4 foot high. Cut vines that extend above 4
feet and treat as woody plants.
c. Spray invasive grasses and weeds during the growing season with a herbicide that is
labeled to control the specific grass or weed approved for use by the Engineer. Apply
herbicide at labeled rates and treatment recommendations.
(3) Side Trimming: This work consists of pruning and/or trimming of the tree branches that
are encroaching or are a threat to encroach from the sides of the R/W onto the travel
ways. The work may range from the systematic pruning of every tree along the R/W to
the selective pruning of individual trees which encroach.
a. All tree branches encroaching on the travel ways will be removed to the vertical line
of the specified R/W limits or as directed by the Engineer.
b. Side trimming will be performed from the lowest branches to the highest branches
along the vertical line of the R/W trees or at the Engineer’s discretion.
c. Trees that are leaning over the vertical line that are greater than 8 inches in diameter
at breast height (DBH) must be cut at ground level. Dead, diseased or dying trees
within the R/W limits must be cut at ground level.
d. All side trimming will be performed by equipment designed to make a clean branch
cut.
e. Special care should be taken when side trimming is performed adjacent to utility
lines, poles and other structures as specified in Section 4.01.A.vi.
(4) Debris Removal: Debris associated with random clearing and/or side trimming is to be
removed from the R/W during and by the end of the specified project.
a. Any debris that reaches the travel ways, sidewalks, waterways, water bodies,
driveways, concrete ditches and flumes shall be removed immediately.
b. Restore original grades for any area that is disturbed by random clearing/side
trimming. Equipment or tire rutting that occurs will need to be repaired by the
Contractor.
c. On random clearing operations mulch, grinded and chipped debris may be spread
over the cleared areas. Mulch material chips shall not exceed 3 inches in length or 1
inch in diameter and be spread at a thickness not to exceed 3 inches.
d. When performing side trimming operations in rural areas branches and other debris
may be chipped and disposed of on non-mowable slopes or into the tree line within
the R/W. Chipped debris spread on the R/W must not exceed 3 inches in height. In
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urban areas, environmentally sensitive locations and where rural R/W is limited all
debris shall be removed from the R/W.
e. Remove all litter, including larger pieces, from the right of way at the end of each
working day and dispose of at locations provided by the Contractor. Storage or
stockpiling of litter on the right of way is prohibited. Disposal shall be in accordance
with applicable laws and regulations. Locations for disposal and costs associated for
use of such locations will be the responsibility of the Contractor.
f. Removed debris shall be disposed at locations provided by the Contractor. No burning
of debris is allowed on the R/W. Disposal shall be in accordance with local and state
laws, and any cost incurred for disposal shall be the responsibility of the Contractor.
(5) Miscellaneous Provisions:
a. Perform all work as described in this Specification in a proficient and timely manner.
Any random vegetation removal operations begun by the Contractor shall be
completed prior to doing any other work.
b. If vegetation removal operations cause damage to roadside obstacles, vegetation to
remain or ground disturbance on private property; repair or replace the damaged
item with a like item at the Contractor’s expense. Contractor is responsible for any
damage and subsequent repair and or replacement off the R/W including
underground utilities. If vegetation removal operations damage has to be repaired or
replaced utilizing GDOT equipment or personnel, the cost of the repair or
replacement shall be calculated and deducted from the Contractor’s payment.
c. ISA certified Arborist: Qualified contractors will be performing random clearing,
cutting trees and pruning limbs in and around overhead utility lines, on historical R/W
trees such as Live Oaks as well as performing such work in and around city limits,
county and state parks, schools, National Forests, historical neighborhoods and
buildings, waterways and other environmentally sensitive areas of the state. Special
care and training via the Arborist Certification is required to assure that tree and limb
debris do not cause power outages or injuries to contractor personnel, GDOT staff
and the general public as well as assuring historical tree species are properly pruned
without damaging the tree health and aesthetic appearance. The ISA Certified
Arborist can be either the Contractor, the Contractor’s staff member, or upon
qualifying as a Contractor to perform Vegetation Removal Services, the ISA Certified
Arborist can be outsourced in conditions set forth in future Invitation to Bid (ITB) to
satisfy this requirement. A copy of the contractor’s, the Contractor’s staff member, or
the subcontractor’s current and valid ISA Certified Arborist credential will be required
with future ITB/RFQs.
(6) EQUIPMENT: Random clearing/side trimming equipment shall include but may not be
limited to the following: Jarraff or equivalent all terrain tree trimmers, heavy duty land
clearing mulchers, tub/horizontal grinders, feller bunchers, skidders, aerial lift
equipment/truck, chipper and chain saws and other miscellaneous vegetation
removal/logging equipment, Equipment should be used as intended in a safe and proper
manner. Overnight parking of vehicles or equipment on the R/W is prohibited unless
approved by the Engineer.
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(7) TRAFFIC CONTROL: Maintain traffic during the performance of the work and provide,
install, and maintain all traffic control devices in accordance with the approved Traffic
Control Plans, Standard Specifications, and the current edition of the Manual of Uniform
Traffic Control Devices (MUTCD), if provided in the ITB.
a. Utilize complete and proper traffic controls and traffic control devices during all
operations. All traffic control and traffic control devices required for any operation
must be functional and in place prior to the commencement of that operation. Signs
for temporary operations must be removed during periods of inactivity. Leave the
project in a manner that will be safe to the traveling public and which will not impede
motorists.
b. Failure to comply with any of the requirements for safety and traffic control may
result in suspension of the work as provided for in the resulting Master Services
Agreement (MSA).
d. Overnight parking of vehicles or equipment is prohibited on GDOT R/W
B. QUALITY ACCEPTANCE
a. Any work performed by a Qualified Maintenance Contractor pursuant to a future
ITB must be approved and accepted by the Engineer prior to any payment. At no
time will payment be made for any work not yet performed.
b. Quality acceptance will be addressed in more detail in the MSA and/or ITB.
III. GENERAL INSTRUCTIONS TO PROSPECTIVE CONTRACTORS
A. General Information
Prospective Contractors shall submit their Statements of Qualifications (SOQs) in
response to this RFQC within the deadlines provided and according to the procedures
contained herein.
B. Communications
(1) GDOT Communications
All general communication of relevant information regarding this solicitation will be
made via the Georgia Procurement Registry (GPR) under RFQC 48400-4100000033094. All Prospective Contractors are responsible for checking the GPR on a
regular basis for updates, clarifications, and announcements. GDOT reserves the
right to communicate via electronic-mail with the primary contact listed in the
Statements of Qualifications (SOQ). Other specific communications will be made as
indicated in the remainder of this RFQC.
(2) Restrictions on Communicating with Staff
From the advertisement date of this RFQC until Qualified Maintenance Contractors
are identified and
announced, Prospective Contractors are not allowed to
communicate for any reason with any staff of GDOT, including the Commissioner,
GDOT Board Members and Legislators, except through the Issuing Officer named
herein or as defined in this RFQC or as provided by existing work agreement(s).
Prohibited communication includes all contact or interaction, including but not limited
to telephonic communications, emails, faxes, letters, or personal meetings, such as
lunch, entertainment, or otherwise. For violation of this provision, GDOT reserves the
right to reject the SOQ of the offending Prospective Contractor.
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C. Submitting Questions
All questions concerning this RFQC must be submitted in writing via email to the Issuing
Officer identified in Section I. 4. “Issuing Officer” of this RFQC. No questions other than
written will be accepted. No response other than written will be binding upon GDOT. All
Prospective Contractors must submit questions by the deadline identified in the Schedule
of Events for submitting questions. Prospective Contractors are cautioned that GDOT
may or may not elect to entertain late questions or questions submitted by any other
method than as directed by this section. All questions about this RFQC must be
submitted via e-mail in the following format:
Subject of e-mail: 48400-410-0000033094 – Vegetation Removal Services
In e-mail, provide:
Company’s Name
Question #1 Question, Citation of relevant section of the RFQC
Question #2 Question, Citation of relevant section of the RFQC
D. Help Desk Support
For technical questions related to the use of Georgia Procurement Registry (GPR)
including assistance with registration, finding files/documents and/or opening
files/documents, Prospective Contractors have access to phone support through the
DOAS Customer Service Help Desk at 404-657-6000, Monday through Friday 8:00 AM to
5:00 PM EST excluding State Holidays or any other day state offices are closed such as
furlough days or closings in response to inclement weather. Prospective Contractors can
also email questions to: ProcurementHelp@doas.ga.gov.
E. Acceptance
By submitting an SOQ, each Prospective Contractor acknowledges its acceptance of the
RFQC Range of Services, including the general scope of work and equipment and
personnel requirements.
F. Right to Request Additional Information – Contractor Responsibility
Prior to finalizing the list of Qualified Maintenance Contractors, the Department must be
assured that the selected contractor(s) has all of the resources to successfully perform
under any future contract. This includes, but is not limited to, adequate number of
personnel with required skills, availability of appropriate equipment in sufficient quantity to
meet the on-going needs of the Department, financial resources sufficient to complete
performance under the contract, and experience in similar endeavors. If, during the
evaluation process, the Department is unable to assure itself of the Prospective
Contractor’s qualifications and resources, the Department has the option of requesting
from the Prospective Contractor any information deemed necessary to determine the
Prospective Contractor’s responsibility. If such information is required, the Prospective
Contractor will be so notified in writing and will be permitted approximately three (3)
business days to submit the information requested.
G. Failing to Comply with Submission Instructions
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SOQs received after the identified due date and time or submitted by any other means
than those expressly permitted by the RFQC will not be considered. SOQs must be
completed in all respects, as required in each section of this RFQC.
H. Rejection of SOQ - Department’s Right to Waive Immaterial Deviation
The Department reserves the right to reject any or all SOQs, to waive any irregularity or
informality in a Prospective Contractor’s SOQ, and to accept or reject any item or
combination of items, when to do so would be to the advantage of the Department. It is
also within the right of the Department to reject SOQs that do not contain all elements and
information requested in this RFQC. An SOQ will be rejected if the SOQ contains any
defect or irregularity and such defect or irregularity constitutes a material deviation from
the RFQC requirements, which determination will be made by the Department on a caseby-case basis.
I.
Department’s Right to Amend and/or Cancel the RFQC
The Department reserves the right to amend this RFQC prior to the closing date and time.
Any amendments will be made in writing and publicly posted as one or more addenda to
the Georgia Procurement Registry.
EACH PROSPECTIVE CONTRACTOR IS
INDIVIDUALLY RESPONSIBLE FOR REVIEWING ADDENDA AND ANY OTHER
POSTED DOCUMENTS AND MAKING ANY NECESSARY OR APPROPRIATE
CHANGES AND/OR ADDITIONS TO THE PROSPECTIVE CONTRACTOR’S
RESPONSE. ALL CONTRACTORS ARE ENCOURAGED TO FREQUENTLY CHECK
THE GPR FOR ADDITIONAL INFORMATION. Finally, the Department reserves the right
to cancel this RFQC at any time.
J. Cost for Preparing Responses
Each Prospective Contractor’s SOQ should be prepared simply and economically,
avoiding the use of elaborate promotional materials beyond those sufficient to provide a
complete presentation. The cost for developing the response and participating in the
procurement process (including the protest process) is the sole responsibility of the
contractor. The Department will not provide reimbursement for such costs.
K. Americans With Disabilities Act (ADA) Guidelines
The Department adheres to the guidelines set forth in the Americans with Disabilities Act.
Prospective Contractors should contact the Issuing Officer at least one day in advance if
they require special arrangements when attending the Bidders/Offerors’ Conference (if
any). The Georgia Relay Center at 1-800-255-0056 (TDD Only) or 1-800-255-0135
(Voice) will relay messages, in strict confidence, for the speech and hearing impaired.
L. Open Records/Public Access to Procurement Records
Solicitation opportunities will be publicly advertised as required by law and the provisions
of the Georgia Open Records Act, O.C.G.A. 50-18-70 et seq. The Department delays the
release of certain procurement records in the event the public disclosure of those records
prior to the Department’s public announcements of the results of a solicitation would
undermine the public purpose of obtaining the best value for the State such as cost
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Vegetation Removal Services
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estimates, proposals/bids, evaluation criteria, evaluations, negotiation documents, offers
and counter-offers, and certain records revealing preparation for the procurement. The
Department requires bids and proposals to be available for public inspection, upon
request, within one business day of the Department’s posting of the results of this RFQC.
If audited financial statements are requested, the audited financial statements are not
otherwise publicly available but required to be submitted in the bid, offer, or proposal shall
not be subject to public disclosure. The Department is allowed to assess a reasonable
charge to defray the cost of reproducing documents. A state employee should be present
during the time of onsite inspection of documents. PLEASE NOTE: Even though
information (financial or other information) submitted by a Prospective Contractor may be
marked as "confidential", "proprietary", etc., the Department will make its own
determination regarding what information may or may not be withheld from disclosure.
M. SOQ Costs and Confidentiality
All SOQs, upon receipt, become the property of the Department. Labeling information
provided in SOQs as “proprietary” or “confidential”, or any other designation of restricted
use will not protect the information from public view.
IV. SOQ INSTRUCTIONS FOR PROSPECTIVE CONTRACTORS
A. RFQC
The release of this RFQC is formally communicated through the posting of this RFQC on
the Georgia Procurement Registry, which is accessible online as follows:
http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp
B. RFQC Review
The RFQC consists of the following:
(1) This document, entitled “Request for Qualified Maintenance Contractors,” and
(2) Any and all documents provided by the Department as attachments to the RFQC
or links contained within the RFQC.
Please carefully review all information contained in the RFQC, including all attachments
and documents available through links. Any difficulty accessing the RFQC, or opening
attachments or links should be reported immediately to the Procurement Help Desk as
referenced in Section III.D.
C. SOQ
The SOQ consists of the following:
(1) The document entitled “Statement of Qualification,” and
(2) All supporting documentation attached thereto.
D. Preparing SOQ
When preparing its SOQ, the Prospective Contractor must adhere to the following
instructions:
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(1) Submission of SOQ Document
a. Provide answers to the RFQC Qualifications and supporting documentation in
sufficient detail for evaluation while using judgment with regards to the length
of response. Each hard copy and electronic copy shall be identical and
include a transmittal letter. Submittals must be typed on standard (8 1/2” x
11”) paper with 1” margin for top, bottom, left side and right side of paper. The
pages of the qualifications submittals must be numbered. A table of contents,
with responding tabs, must be included to identify each section. Responses
are limited to a maximum of fifty (50) pages of print using an 11-point Arial
font. Any business licenses, reference letters, certifications, tax compliance
form, Contractor Data Sheet, Security and Immigration Compliance forms,
Evidence of Insurability documents, exhibits, or affidavits may be included in
an appendix and will not count toward the page limit.
b. Standard three-ring binders must be used for the original hard copy and for all
copies. Each copy must be in an individual three-ring binder. A maximum two
(2”) wide binder may be used. Colored displays and promotional materials are
not desired. Emphasis must be on completeness, relevance, and clarity of
content.
c. Proofread each response ensuring it is accurate and readily understandable.
d. Complete responses must be submitted in the following manner:
(2) Submission of Hard Copies:
a. One (1) original hard copy of Statement of Qualification and all supporting
documentation marked “Original” with original signatures in “blue ink”
b. Two (2) copies of Statement of Qualification and all supporting documentation
(3) Submission of an Electronic Copy:
One (1) thumb-drive copy of Statement of Qualifications and all supporting
documentation must be uploaded as one PDF file.
Use caution in creating electronic files to be included on the thumb-drive. If the
Department is unable to open the electronic file due to a virus or because the file
has become corrupted, the Prospective Contractor’s SOQ may be considered
incomplete and disqualified from further consideration.
Use commonly accepted software programs to create electronic files. The
Department has the capability of viewing documents submitted in the following
format: Microsoft Word, Microsoft Excel, portable document format file (PDF), and
plain text files with the file extension noted in parentheses (.txt). Unless the RFQC
specifically requests the use of another type of software or file format than those
listed above, please contact the Issuing Officer prior to utilizing another type of
software and/or file format. In the event the Department is unable to open an
electronic file because the Department does not have ready access to the
software utilized by the contractor, the contractor’s response may be considered
incomplete and disqualified from further consideration.
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In the event of a discrepancy/conflict between a hard copy and the electronic
version, the original hard copy will govern.
(4) Submission of Complete Response in Sealed Box
Package all hard and electronic copies of the Statement of Qualifications and all
supporting documentation in a sealed opaque envelope or box. The sealed box
must be clearly marked with the following information:
Prospective Contractor’s Official Company Name
STATEMENT OF QUALIFICATIONS
RFQC #: 48400-410-0000033094
Point of Contact for Company and Phone Number
(5) Delivery
The package must be physically received by the Department, Office of
Procurement prior to the date and time of the deadline indicated in the Schedule
of Events / Georgia Procurement Registry and received or delivered to the Issuing
Officer at the exact address below:
Mary Taylor
Office of Operational Purchasing
Georgia Department of Transportation
One Georgia Center
600 West Peachtree Street, NW, 19th Floor
Atlanta, Georgia 30308
All SOQs received after the due date and time will not be accepted and evaluated.
Any statement of qualifications and supporting documentation submitted via facsimile
or e-mail will be rejected. The Department reserves the right to reject any and all
SOQs.
E. Reviewing the SOQ Prior to Submission
Each Prospective Contractor is responsible for ensuring all questions have been
answered appropriately and that all necessary documents have been included in the
SOQ.
V.
RFQC QUALIFICATION FACTORS
This section contains the detailed mandatory and technical requirements and related
services for the RFQC. All of the specifications, requirements, and/or service levels
identified in this RFQC are minimum performance criteria and/or qualification factors that the
Department will use to identify Qualified Maintenance Contractors.
Substitutions and Alternates
No substitutions or alternates will be accepted for this RFQC. Any Prospective Contractor
submitting substitutions or alternates to the qualification factors will be considered nonresponsive and will not be considered.
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To expedite the review of SOQs, it is essential that Prospective Contractors follow the format
and instructions outlined below and label your answers as the questions are labeled.
MINIMUM MANDATORY REQUIREMENTS
The following criteria will be evaluated on a PASS/FAIL basis. The Prospective Contractor
must answer all questions listed on the RFQC Mandatory Question Worksheet and provide
all supporting documentation requested:
A.
Submission of documents in accordance with Section IX.B.
B.
Prospective Contractor has a Georgia Department of Agriculture Pesticide
Applicators License(s) with a Category 27-Right of Way Endorsement
C.
Prospective Contractor has a current and valid Georgia Department of Agriculture
Pesticide Contractors License
D.
Prospective Contractor shows evidence of its ability
Insurance for coverage at the following amount:
Workers Compensation (WC):
Bodily injury by Accident – each employee
Bodily injury by Disease – each employee
Bodily Injury by Disease – policy limit
to provide Certificate of Liability
$ 100,000
$ 100,000
$ 500,000
Commercial General Liability (CGL):
Each Occurrence Limit
Personal & Advertising Injury Limit
General Aggregate Limit
Products/Completed Ops. Aggregate Limit
$ 1,000,000
$ 1,000,000
$ 3,000,000
$ 1,000,000
Automobile Liability Combined Single Limit:
$ 1,000,000
*Environmental Impairment Liability (with 1 year extended reporting period)
Each Occurrence
Aggregate
$ 1,000,000
$ 2,000,000
This can be satisfied by a statement from the Prospective Contractor’s
insurance agent.
E.
Prospective Contractor has a minimum of three (3) years of Vegetation Removal
Services experience.
F.
Prospective Contractor must demonstrate a minimum of three (3) years of
individuals’ experience in Vegetation Removal Services, with submission of
resumes of key staff members.
G.
Prospective Contractor discloses a Conflict of Interest by submission of the
completed Conflict of Interest Disclosure Form.
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Technical Requirements
A Pass/Fail evaluation will be utilized for the SOQ descriptive responses to the following
Technical Requirements:
A.
Company Experience
A1.
Basic Information: Provide Basic Prospective Contractor Information to
include the following qualifications and description of experience for
owner(s) and key management staff (individuals who have decision making
authority) and other staff member holding certifications essential to
Vegetation Removal Services. Prospective Contractors must attach
resumes for key staff members.
A2.
B.
Related Experience: Qualified Maintenance Contractors must have a
minimum of at least 3 years of experience in providing Vegetation Removal
Services for other clients of similar size, function, and complexity.
i.
Provide at least three (3) current or previous Vegetation Removal
Services contracts/projects (in the last 3 years) in order of most
relevant to least relevant, which demonstrate the Prospective
Contractor’s capabilities to perform scope at hand.
ii.
Provide each client or account name, location and dates which
services were performed. Indicate whether the Prospective
Contractor’s was a prime or sub-consultant/contractor.
iii.
Provide the names and current contact information of persons that
actually inspected and/or supervised the Vegetation Removal
Services of the Prospective Contractor’s work.
iv. Provide a description of services provided including the size and
scope of each project.
Environmental/Safety Compliance and Training:
B1.
Qualified Maintenance Contractors must have experience training
employees in the safe use of chain saws, chippers, aerial lifts and climbing
equipment and any other personnel or equipment training performing this
work. Qualified Maintenance Contractors must have experience in
performing traffic control procedures while working along roadways. OSHA
Safety Standards and Federal or State Right to Know laws are required to
be utilized for both the safety of the public and contractors personnel
during work activities. This also includes monitoring of employees and
work for safety practices. Qualified Maintenance Contractors must have
experience using and handling pesticides including identification and use
of Personal Protective Equipment (PPE), Label and Safety Data Sheet
(SDS) protocol, application techniques, material transporting procedures
including placard placement, spill management and first aid procedures.
i.
Provide a detailed description of the Prospective Contractor’s safety
policies, procedures, training requirements and OSHA Safety
Standards and/or Labels for each of the following:
1.
Chain saws
2.
Chippers
3.
Aerial Lifts and All Terrain Tree Trimmers
4.
Personal Protective Equipment (PPE)
5.
Traffic Control (MUTCD Minimums)
6.
First Aid Procedures
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ii.
Describe how the Prospective Contractor trains and monitors the use
of pesticides including Federal and State “Right to Know” training and
or compliance, application techniques, label and SDS protocols,
transporting, spill management and first aid procedures.
C.
Equipment and Personnel
C1.
Equipment and Personnel: Qualified Maintenance Contractors must have
the personnel and equipment to complete Vegetation Removal Services.
i.
Provide a list of all Prospective Contractor owned or leased
Vegetation Removal Services equipment intended for use. A current
lease agreement, with equipment list, contingent upon RFQ/ITB
award will satisfy this requirement.
ii.
List the Districts for which you want to be pre-qualified to bid. If you
are considering bidding on multiple RFQ/ITBs, describe how you
would accomplish Vegetation Removal Services in multiple locations
throughout the State of Georgia using existing equipment and
personnel or utilizing sub-contractors to perform or complete work.
iii.
Provide current number of personnel available to perform Vegetation
Removal Services.
iv. Provide current workloads.
D.
Customer Service Experience:
D1.
Customer Service:
Qualified Maintenance Contractors must have
experience providing customer service including set protocols for providing
claims processes and procedures with a customer, client, public base. This
should include a defined process which results in a fair, equitable, and
timely resolution to claims.
i.
Describe the Prospective Contractor’s claims policies, procedures,
ii.
Describe the Prospective Contractor’s customer service protocol and
handling inquiries about the application of pesticides and safety
procedures while using chain saws, chippers and other damages or
injuries caused by maintenance activities.
VI. COST/PRICING
The purpose of this RFQC is to identify Qualified Maintenance Contractors eligible to
participate in future ITBs. Therefore, NO PRICING is requested and NO PRICING is to be
submitted with Prospective Contractor’s SOQ to this RFQC solicitation.
VII. QUALIFICATIONS EVALUATION
Evaluation of Responses to Minimum Mandatory Requirements
Based on the SOQ submitted in response to this RFQC, the Department will evaluate all
submittals and determine all Prospective Contractors that are deemed responsive and
responsible based upon the pass/fail of minimum mandatory requirement.
Evaluation of Responses to Technical Requirements
For all Prospective Contractors who are deemed responsive and responsible based upon
passing all minimum mandatory requirements, the Selection Committee will evaluate the
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responses to Technical Requirements of their SOQs on a pass/fail basis as identified in
Section V.
Category
Qualification Factors
Qualification Factors
Criteria
1. Minimum Mandatory Requirements
2. Technical Requirements
Points
Pass/Fail
Pass/Fail
VIII. PUBLIC ANNOUNCEMENT – LIST OF QUALIFIED MAINTENANCE CONTRACTORS
The preliminary results of the evaluation will be announced through the public posting of a
List of Qualified Maintenance Contractors to the Georgia Procurement Registry. This list will
identify the contractors determined to be qualified. Unsuccessful contractors will receive an
email containing the reasons why they were not deemed to be qualified. The List of Qualified
Maintenance Contractors is subject to revision based on the completion of the protest
process. NO CONTRACTOR SHOULD ASSUME PERSONAL NOTICE OF THE
PUBLISHED LIST OF QUALIFIED MAINTENANCE CONTRACTORS WILL BE PROVIDED
BY THE DEPARTMENT. INSTEAD, ALL CONTRACTORS SHOULD FREQUENTLY
CHECK THE GEORGIA PROCUREMENT REGISTRY FOR NOTICE OF THIS LIST.
IX.
GDOT TERMS AND CONDITIONS
A. Statement of Agreement
With the submission of an SOQ, the Prospective Contractor agrees that it has carefully
examined the RFQC, and agrees that it is the Prospective Contractor’s responsibility to
request clarification on any issues in any section of the RFQC with which the Prospective
Contractor disagrees or needs clarification. The Prospective Contractor also
understands that failure to mention these items during the question period or in the SOQ
indicates that the Prospective Contractor is in full agreement with the terms, conditions,
and requirements herein. With submission of a SOQ, the Prospective Contractor hereby
certifies: (a) that its SOQ is genuine and is not made in the interest or on behalf of any
undisclosed person, contractor, or corporation; (b) that Prospective Contractor has not
directly or indirectly included or solicited any other Prospective Contractor to put in a
false or insincere SOQ; (c) that Prospective Contractor has not solicited or induced any
person, contractor, or corporation to refrain from sending a SOQ.
Note: A “joint-venture” composed of two or more Prospective Contractors shall not meet
the requirements to be a Qualified Maintenance Contractor.
B. Mandatory Documents Required from Prospective Contractor
In addition to the Prospective Contractor’s Statement of Qualifications, t he following
documents must be provided in the appendix with the submittal of the response:
1. GDOT’s Georgia Security and Immigration Compliance Act Affidavit (GSICAA)
(Attachment A)
2. Contractor’s General Information Worksheet (Attachment B)
3. Contractor Data Sheet (Attachment C)
4. Non-Collusion Form (Attachment D)
5. Tax Compliance Form (Attachment E)
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6. Conflict of Interest Disclosure Form (Attachment F)
7. Reference Form (Attachment G)
8. Mandatory Questions (Attachment H)
9. Business License
10. Evidence of Insurability
11. Georgia Department of Agriculture Pesticide Applicators License(s) with a Category
27-Right of Way Endorsement for persons performing work
C. Award Conditions
This RFQC is not a solicitation of bids or a guarantee of work to any Contractor, even if
the Contractor is deemed a Qualified Maintenance Contractor based on its SOQ. This
RFQC and any SOQ submitted in response to it is not binding upon the Department and
does not obligate the Department to procure or contract for any services from any
Qualified Maintenance Contractor. The Department reserves the right to maintain this
RFQC solicitation as an Open Continuous Procurement (OCP) after the initial Qualified
Maintenance Contractors are identified.
If a Contractor is deemed a Qualified Maintenance Contractor based on the evaluation of
its SOQ, the Department and the Contractor will execute a Master Services Agreement, a
written contract containing terms and conditions that will govern all future work awarded
to the Qualified Maintenance Contractor via the ITB process.
Subsequent to identifying and entering Master Services Agreements with Qualified
Maintenance Contractors, GDOT anticipates issuing Invitations To Bid (ITBs) by District
to seek bids, including pricing information, from those Qualified Maintenance
Contractors interesting in performing Vegetation Removal Services. The Department
will select one or more contractors to perform the services based upon the ITB
responses. Each ITB will include detailed information about the services generally
described in this RFQC, as well as payment and performance bond requirements
applicable at the ITB stage. Each bid submitted in response to an ITB must be
accompanied by a bid bond or proposal guaranty, in accordance with O.C.G.A. 13-1020(a) and O.C.G.A. 32-2-68(a); each ITB will include detailed information about the
amount and form of the bid bond or proposal guarantee required.
X.
LIST OF RFQC ATTACHMENTS
The following documents make up this RFQC. Any difficulty locating or accessing the
following documents should be immediately reported to the Procurement Help Desk.
A.
B.
C.
D.
E.
F.
G.
H.
I.
GDOT’s Georgia Security and Immigration Compliance Act Affidavit (GSICAA)
Contractor’s General Information Worksheet
Contractor Data Sheet
Non-Collusion Form
Tax Compliance Form
Conflict of Interest Disclosure Form
Reference Form
Mandatory Questions
District Map
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