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Office of Contracts – Purchasing Contracts Prebid Questions5/8/18ITB: 018-19 (Road Salt)

Question: Do you have a list of municipalities? Or does the ODOT Winter Season bid only contain DOT locations?

5/8/18ITB: 047-19 (Bridge Deck Sealer)Question: ChemTec One - Quote 55 gallon drums or 5 gallon pails?

Answer: If a product is available in more than one size, a separate pricing page can be submitted for each size. Pleases identify this in the notes.

All other materials - Will they be purchased by the pallet?

Answer: Each District/County will submit requests for materials and quantities. This can vary by location. While it is likely that purchases will be in larger quantities, it is possible to request a single unit of an item, or less than a full pallet.

5/8/18ITB: 018-19

Question: Is the “Optional Bid Item: 110%-120%” dump pricing?

Answer: yes

5/7/18

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Office of Contracts – Purchasing Contracts Prebid QuestionsITB: 170-19 (Wheel Loaders)

Question: 1. For the Light, Medium, and Heavy duty Wheel Loader - The requirement for all three sizes/specs is a 2.5 yd3 Bucket. Is this correct?

Answer: 2.5 yd3 is the minimum size for all loader types and please provide options for larger bucket sizes made available.

2. What material(s) will be loaded into Buckets?

Answer: Mostly salt for ODOT’s snow and ice operations. Other operations of moving aggregate and similar items, as well.

5/7/18ITB: 018-19 (Road Salt)

Question: Are municipalities included?

The ODOT Summer Fill bid contract ends on 10/22/2018. The ODOT Winter Season bid has effective dates starting September 1, 2018 through April 30, 2019. We are concerned that some contracts may overlap. In the past, dates would start after the Summer Fill contracts ends.

Answer: With a limited number of Local Municipalities on the Summer Fill and with a handful of ODOT locations under construction this summer, ODOT considered an earlier start date to this contract to provide the vendor with a larger window to complete any potential orders that may be submitted early in the contract.

5/7/18Question: I do not see any Political Subdivisions listed on the 018Pricing.xls. Are there going to be any and if so where can I find the billing, delivery addresses, contact info and estimated tonnage for these.

Answer:

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Office of Contracts – Purchasing Contracts Prebid Questions

4/24/18ITB: 175-18

Question: 1. At site page for W.135 and Silver sq ft is not there;

2. At site page for w 105 and I-90 do no correspond with sq ft sheet.

4/24/18ITB: 840-18

1. Is there water line within on the property in order to water plants?

Answer: No water line is available on the property.

2.What is the sq footage for each property?

Answer: The square footage for the property is in the attached maps

3. How many yards of mulch are you requesting?

Answer: The amount of mulch required is also in the attached maps.

4/23/18ITB: 418-19

Question: On the pricing page where Vendor A is listed, what county is this column referencing? Is it Allen County for 7550 tons? Is filling out that section mandatory?

Answer:

4/19/18

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Office of Contracts – Purchasing Contracts Prebid QuestionsITB: 418-19

Question: On the revised pricing sheet, Local Municipality tab, who are the two Hancock county customers? It states street department, but no name of town. Also, the two lines have the same address but different tonnage.

In the revised pricing sheet, Local Municipality tab, Portage County Engineer is listed twice. What is the correct tonnage for participant - 2000 or 4000?

4/13/18ITB: 418-19

Question: 1. Why is ODOT requiring vendors to bid piler and conveyor on this solicitation? This contract is intended to fill our facilities to capacity. Not every facility can maximize capacity without the use of a piler or conveyor. What has changed from last year? Each of the last three ODOT summer fill contracts have required conveyed pricing.

2. What if a salt vendor cannot provide piler and conveyor?

3. What is the final date of delivery: Oct. 15 (as stated under "Intent" on page 6), or Oct. 22 (as stated under "Contract Duration" on page 6 and "Delivery Deadlines" on page 13)? The Final date of delivery is “OCTOBER 22, 2018”

4/10/18ITB: 418-19

Question: On the pricing page, D 1-2 it says pricing should be CONVEYED then there is a deduction for Piler (-$2.50) and dump (-$4.50). However for D 3-12 is doesn’t say CONVEYED, but there is still a deduction for Piler and dump.

On the ones that don’t have CONVEYED listed, does this mean it is not required and that the price input is then actually the dump price? And if this is the case, then it shouldn’t deduct for piler and dumb again. Can you confirm what the price is supposed to include for D 3-12 that is inputted into the excel sheet?

Answer:

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Office of Contracts – Purchasing Contracts Prebid Questions4/10/18ITB: 418-19

Question: Can ODOT provide a list of which destination WILL require conveyed and/or piled deliveries?

Answer: The following locations are expected to need some VENDOR conveyed and/or piled deliveries.

DISTRICT COUNTYVendor Conveyed or

Piled anticipated

3 Ashland YES

3 Crawford YES

3 Erie YES

3 Huron YES

3 Wayne YES

4 Ashtabula YES

4 Mahoning YES

4 Portage YES

4 Stark YES

4 Summit YES

4 Trumbull YES

7 Logan YES

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7 Mercer YES

7 Montgomery YES

9 Adams YES

9 Brown YES

11 Belmont YES

11 Carroll YES

11 Holmes YES

12 Cuyahoga YES

12 Geauga YES

12 Lake YES

While we do not anticipate conveying in the other counties, we are still requiring a conveyed price for each county.

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Question: Is Dist. 4 Conveyed pricing only?

Answer:

4/10/18ITB: 418-19

Question: Which districts can provide their own conveyers and do they also require control flow trucks?

Answer:

4/10/18ITB: 418-19

Question: Are State funded highway repair budgets expected to be higher, lower, or about the same as last summer?

Answer:

ITB: 418-19

Question: Can you please explain the difference of Stacker/Piler vs Conveyor and give definition of both?

ODOT considers a Conveyor to be a piece of equipment that will move salt along an inclined conveyor belt and properly place the salt into a salt storage facility.

ODOT considers a Stacker/Piler to be a piece of equipment that projects salt into a facility.

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Office of Contracts – Purchasing Contracts Prebid QuestionsBoth shall be accurate in the placement of salt to avoid damage to the facility.

4/10/18ITB: 418-19

Question: Can ODOT provide a list of bidders that last participated on your last conveyor RFP?

Answer:

3/22/18ITB: 106-18

Question: TS2 Type 1 16 position terminal facilities specify the following features. "7. Access to spare terminal for wiring of confirmation lights. 8. Terminate the ped load switch input wires to separate terminals" TS2 Type 1 load switch inputs are driven by the BIU. Outputs can be mapped to any load switch input. We would request additional detail with respect to the listed features.

Answer: In the past we have received cabinets that do not have the correct wiring to run pre-emption confirmation lights. These notes were added to ensure all future cabinets have this capability.

3/16/18ITB: 095-19 (Mitigation Credit Purchase)

Question:

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Office of Contracts – Purchasing Contracts Prebid Questions1. Following up on the question submitted 3/8/18 regarding the meaning of "guaranteed credit", why does the pricing spreadsheet not include the option to quantify the number of stream or wetland credits being "guaranteed?"

Answer: ODOT not yet selected the watersheds where credits will be purchased. Upon selections, the selections may be for specific project needs or for mitigation projections for future projects. If this response does not satisfy your question, please clarify the question.

2. Does the 2-year contract term mean that credits are "guaranteed" to be available for ODOT to purchase on an as-needed basis for 2 years?

Answer: yes

3/15/18ITB: 106-18

1. Is this an all or nothing bid? Am I able to bid on just the items that apply to our company or are you looking for one company to bid all items?

Answer: The pricing page explains how each group will be awarded. The groups that are Multiple Award will be awarded to all vendor. To be awarded a group by low bid, you would need to bid on all items within that group.

2.If I am able to bid our products, on page 47. number 11. BLANKET PURCHASE ORDERS, If awarded the contract, we do prefer a blanket order as our product is "made to order" and with the urgent nature of some orders and the privilege to serve ODOT, are you able to provide us with the annual usage last year? This number will help me provide you with the smallest margins available.( item number 8.14.5 & 8.14.6 )

Answer: Purchases would be coming from 12 Districts that make up the State. Each District has its own budget. So blanket orders are not possible. I do not have reports that show how many of each item was purchased by each District.

3. When submitting our bid, it states on page 36. number 3. "A a hard copy of this entire invitation to bid document" should be included. Are you referring to all 62 pages of the invitation 106-18? If so, is there a particular order in which the department prefers this to be in?

Answer: You need to return the entire bid document, hard copy of the pricing information and a cd with your pricing. The hard copy of the pricing and cd pricing should be identical.

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3/8/18ITB: 095-19 (Mitgration Credit Purchase)

Question: What is the definition of a guaranteed credit?

Answer: Guaranteed meaning credits are available for sale to ODOT in that watershed. We would be looking to make the purchases quickly (with the current pot of money) after the vendors are under contract.

1/26/18ITB: 027-18 (OEM Parts for Dynamic Message Sign Systems)

Question: We are currently completing the parts list bid and had a question about lines 78 and 79. Are you wanting 1 year extended warranty pricing for the displays quoted on the agreement or for all Ohio DOT displays?

Answer:

1/22/18ITB: 130-18

ITB: 130-18

Question: There are a number of items with ITB 130-18, which would like to clarify:

Section 6: Is it the intent of OH DOT to award and purchase from each group; meaning, purchase one TrafficJet unit and one HP printer? Or is the intent to purchase the lower cost printer? Because there are many differences in the print systems, from power consumption, to maintenance requirements, to the way the warranties are structures, and more, Avery Dennison does not believe it is possible to effectively evaluate the true cost of the printers solely based on information requested in this bid. It is ODOT’s intent to evaluate the contract once the bids come in and make determinations at that time, as any purchases would be restricted based on the current fiscal year budget.

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Office of Contracts – Purchasing Contracts Prebid QuestionsSection 8: This section should be titled “Avery Dennison TrafficJet Print System.” The trafficJet Print System is designed and sold by the Avery Dennison Corporation. The “Avery” Office and Consumer Labels brand is owned by CCL Industries, and it is not associated with the TrafficJet Print System; the term “Avery Plotter” could be misconstrued. We will take that into consideration on future contract updates to the system.

Section 8.1 (paragraph 4: Sign Warranty): When produced in accordance with Avery Dennison fabrication recommendations, signs produced on the TrafficJet Print System are warranted by Avery Dennison the same as the base sheeting used. Avery Dennison Engineering grade is warranted for 7 years, Type IV HIP is warranted for 10 years, while Type XI OmniCube is warranted for 12 years. Though signs may last for much longer than the warranty period, depending on climate and a number of other factors, Avery Dennison does not warrant any of of our sheeting, or signs produced on the TrafficJet Print System for more than 12 years. The specifications require 10 – 15 years and specify that it is sheeting dependent. Any warranty specific time period information can be included with your bid.

Section 8.1 (paragraph 11: Flexi Licenses): The TrafficJet Print System includes one license of the Flexi Sign & Print System, which may be installed on one computer for all the users of that computer. Installation on multiple computers requires multiple licences, which need to be purchased separately. If the intent is to install the software on five different computers for simulation usage by up to five different users, a line items for four additional licenses (four plus the one included with the printer) should be added to the bid. The specification for the system specifies 5 separate license. Bids should be adjusted to accommodate the extra licenses.

Section 9.1: paragraph 1: Spot Inks): The TrafficJet Print System offers process colors for custom colors, and spot inks, which are specifically designed for the fabrication of regulated traffic signs. The HP Latex 365, however, only provides process color printing capabilities; it may print MUTCD compliant signs using a combination of process colors, but it cannot do so using latex spot inks as required. The spot color requirements further conflict with paragraph 3, which require process color print heads. Section 9.1 does not apply to the Avery System, as that is in Section 9.0 3M Plotter.

Section 9.1 paragraph 2: Sign Warranty): Specific length of sheeting manufacturer’s sign warranty has not been specified (unlike section 8.1 paragraph 4.) Noted.

1/18/18ITB: 252-18

Question: The new answers posted on 1/10 is calling for OEM A/C in lieu of the specified 32,000 BTU system. Will you consider allowing either OEM or the Specified

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Office of Contracts – Purchasing Contracts Prebid Questionssystem? The OEM system is only 17,800 BTU's and the aftermarket system far outweighs the OEM system's performance during the hot summer months, especially when the vehicle is at or near full capacity.Answer: For this bid, only the OEM A/C will be accepted.

1/16/18ITB: 803-18

Question: I have questions about Section 2 Contract Duration. Are the services only to be performed for six months per year? Answer: Yes

Also same section states that contract duration is until December 31, 2019. In the December 2019 will services only be performed for 31 days before contract ends? Answer: In December 2019, services will be performed twice per week for a total of nine (9) occurrences.

1/12/18ITB: 803-18

ITB: 803-18

Question: With the hand drying towels - will you require 300' or 600' or 800'? Will you use a standard dispenser or custom name brand type? Answer: The District will be replacing the dispenser with a basic, mechanical type dispenser. The unit will accept 8” wide, 600‘ long roll towels.

Are the plastic waste receptacles 55 gallon or some other size? Answer: They are 55 gallon

What size entry floor mats are required for this site?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: 3’ x 5’ mats

Do you require a certain type of floor mat? Answer: No

1/11/18ITB: 803-18

Question: In an effort to provide the appropriate pricing for consumable items for staff and customers, is there a record of average use history available you can provide. Answer: Since this is a new facility, there is no actual historical data. Looking at other outpost facilities, their usage was about 6 cases per six month term. Your list of required hand drying towels indicated roll type towels are required. Upon visiting the district 3 facility, a multi-fold dispenser was installed. Will ODOT require the vendor install a roll type dispenser and if so, will you require a push lever or mechanical type dispenser?

Answer: The District will be replacing the dispenser with a basic, mechanical type dispenser. The unit will accept 8” wide, 600‘ long roll towels.

1/10/18ITB: 252-18

Question: Section 11G. Required Tow Hooks

The 2018 Ford Transit does not come standard with OEM rear tow hooks. This would require the manufacturer to add aftermarket tow hooks in which we are not aware of any currently available that are made specifically for the Ford Transit. The tow points on the 2018 Ford Transit are located on the front of the vehicle. Can the department please clarify if rear tow hooks are still to be added to these vehicles?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: Please disregard 11G. Rear tow hooks are not required.

1/10/18ITB: 252-18Question: Section 15K. Wiring: All fuses and relays must be placed in an easily accessible solid-state circuit box with a secure cover with a legend identifying each circuit by function, circuit number, wire color and location.

This portion of the specification sounds like a specification that would identify with a shuttle bus. Due to the interior front design of the Ford Transit we do not see a place to mount a separate circuit box. All wiring is traditionally wired inside the OEM bulkhead portion. We ask for an approved equal to wire the fuses and relays inside the OEM bulkhead.

Answer: We will allow the fuses and relays to be wired inside the OEM bulkhead as an approved equal.

Question: 1/9/18 ITB: 253-18

Section K. Access Ramp Item 2K states: “If the ramp remains upright while passengers are entering the vehicle, the ramp must swing from the B post on the passenger door.” Question: Is this for sure what you’re wanting. Most ramps are mounted and swing from the C pillar like a gate. Please clarify.

Answer: The ramp should be mounted from the C pillar and swing like a gate.

1/10/18ITB: 252-18

Question: Page 16 Section 7C Exhaust: Is Ford OEM acceptable?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: No, the exhaust must be directed out the driver’s side of the vehicle due to the lift being located in the rear of the vehicle.

Page 17 Section 28F Optional: Two different types of systems are being requested. One is a simple P.A. system. The other is an annunciator system. Please clarify.

Answer: Please disregard 28F.

Page 17 Section 29F Optional: A van has an all steel body where as a bus has fiberglass. Is this item necessary?

Answer: Please disregard 29F.

Page 18 Section 3G Glass: This window configuration is not available on the R2C from Ford. Can you please clarify OEM (Ford or up-fit manufacturer) and also the type of window that will be acceptable.

Answer: Please disregard 3G and use OEM Glass.

Page 18 Section 4G Windows: (Same as above)


Page 18 Section 5G Window Tint: (Same as above)


Page 18 Section 6G Window/Curbside safety view window: (Same as above)


Page 20 Section 2K Accessory Power: Please clarify what is acceptable, cigarette type, USB type, or whatever Ford OEM offers.

Answer: Please disregard 2K and use OEM Accessory Power.

Page 16 Section 9C Cooling System: Please accept Ford OEM heat and A/C.

Answer: Please disregard 9C and use OEM Heat and A/C.

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Office of Contracts – Purchasing Contracts Prebid QuestionsPage 17 Section 26F,27F,28F29F Optional: Will you require the optional information when evaluating this current bid?

Answer: Optional equipment prices are required but will not be used to determine bid award.

1/5/18ITB: 803-18 (Janitorial Services)

Question: Section 8: Vender shall furnish, without additional cost consumables for staff and customers. Are we to average these cost in the unit cost per service and will ODOT provide the history of average use of the requested consumables so that we can provide a competitive estimate?

Answer: YES

Section 9: Services to be provided. Scope of services are requested at various intervals, daily, weekly, semi annual and annual task; are these cost to be averaged into the unit cost per service day?

Answer: YES

1/2/18ITB: 252-18 (Accessible Vans)

Question: The bid is calling for Slide and Clicks from Q-Straint or Sure-lok and meet WC-18 compliance. AMF-Bruns of America out of Hudson, Ohio has a similar system to the Slide and Click called "Smart Fitting" and their Platinum Series Tie Downs meets all testing standards including WC-18. Please allow AMF Bruns Platinum Series with Smart Fitting be an approved equal. Below is a link to their brochure, The Platnium Series is listed on page 30 (page 26 in the PDF):

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http://www.amfbrunsamerica.com/pdf/AMF-Bruns-Product-Catalog-2016.pdf

Answer: A: The AMF-Bruns of America called Smart Fitting Platinum Series Tie Downs are an approved equal.


Question: 5K – OEM Single Battery – We recommend installing the lift to a dual battery system. The lift requires 48 Amps and is above their 30A threshold and any time an added equipment is above the 30A threshold Ford Recommends a Dual Battery System. In addition, Up-fitters connecting the lift power cable directly to the Single Battery may cause the charging system to malfunction or fail. See Ford’s Warnings in the link to their Special Vehicle Engineering Bulletin shown below. The Second Paragraph in the “Description Section” details where Ford recommends. The Last Paragraph on Page 2 in the section “Note: Single Battery Variants” gives the waring on the vehicle charging system.

https://www.fleet.ford.com/truckbbas/non-html/Q-226R2.pdf

Answer: A: We have not experienced any problems with this in the past, therefore we don’t recommend a modification to this specification.

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https://www.fleet.ford.com/truckbbas/non-html/Q-226R2.pdf

http://www.amfbrunsamerica.com/pdf/AMF-Bruns-Product-Catalog-2016.pdf


Question: 3L – Plywood Subfloor – We use a Composite wood floor that has a Lifetime Warranty. It has been approved and tested by Florida DOT’s TRIPS program. The Composite flooring is equivalent to Marine Grade and has a greater threshold than marine grade to resist burning, swelling and warping. Below are links on the floor material and how it measures up to plywood. It does come as “Tongue and Groove”. Please accept this as an approved equal.

Answer: A: Yes, we accept a marine grade composite as an approved equal.


Question: 1H – Passenger’s Side Running Board – The Passenger Running board is also calling for a 12” deep step, again to keep the vehicle out of Federal Regulations pertaining to vehicles over 80” in width. Can our 86” x 10” Expanded Steel step be deemed acceptable?

Answer: A: Due to feedback from our sub-recipients, a narrower step is not acceptable.


Question: 4G Windows – This bid spec is calling for Flip Open Glass. The bid is also calling for a Ford Transit 250 Cargo Van. On the 2018 Model Year the Windows all around with Flip Open Glass is not available on the 250 Cargo Van. Can the spec be revised for Fixed Glass. Flip Open Glass is only available on the Wagon Chassis, which would change the specs to OEM Interior and OEM A/C & Heat.

Answer: A: Please disregard specification 4G, as it is not available on the 2018 250 Cargo Van.


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Office of Contracts – Purchasing Contracts Prebid QuestionsQuestion: 1G – Driver’s Running Board. The bid is calling for a 36” x 12” running board for the driver’s door. We have a 28” x 10” Expanded metal step. The 28” cover’s the entire entry way of the driver’s door. (there is no way to attach an image in this submission but if you e-mail me I can send a picture showing our 28” step covers the entire door way). Our 10” step stays within the Mirrors of the vehicle and keeps the step exempt from having to add marker lights. Should any add on part extend past the mirrors AND increases the overall width to a measurement of 80” then Federal Regulations require marker lights. Our step depth is designed to keep the step within the mirrors. Can the dimensions of our step be accepted?

Answer: A: Yes, we will accept a driver’s side running board of 28” wide by 10” deep.


Question: 29F. Optional Radio Grounding Plane. – The Bid is requesting an Grounding Plane. This is typical of a Cut-Away Bus or a vehicle with a Fiberglass roof, however the Ford Transit 250 Cargo Van has an OEM metal roof. There is no need for a Grounding Plane. In addition, there are only two locations that Ford approves to install an Antenna on the Roof. Please review page 11 in the below Link. It will show the two locations that Ford Allows. https://www.fleet.ford.com/truckbbas/non-html/2018/Transit_2015_Ford_North_America_Date_of_Publication_09_2017.pdf

Answer: A: Please disregard 29F. It does not apply to the Ford Transit 250 Van.


Question: Does this bus procurement specification 252-18 ask for bicycle racks to be installed?

Answer: A: We will include an option for a one and two position bicycle racks in 14G & 15G under “Exterior Features”.

12/19/17

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https://www.fleet.ford.com/truckbbas/non-html/2018/Transit_2015_Ford_North_America_Date_of_Publication_09_2017.pdf

Office of Contracts – Purchasing Contracts Prebid QuestionsITB: 252-18 (Accessible Vans)

On the last bid the following items were allowed or addressed in addendums.

Q: Is there an estimated quantity of vehicles that will be ordered? An estimate will allow for more competitive pricing on the chassis and also on the conversion.

A: ODOT estimates 4 vehicles from our sub-recipients, however, we do not know how many will be ordered through other political subdivisions throughout the state.

• 9C - Cooling System: Front: Heavy duty factory installed with coolant recovery system Rear Heat / AC system must be single system minimum 32000BTU cool / 30000BTU heat, direct vented to headliner with 4 vents. OEM rear system is not acceptable. Q: Will ODOT consider an OEM rear heater and A/C as done on the previous contract? This will allow ODOT to be presented a unit with higher reliability at a significantly lower cost while still maintaining more than adequate passenger climate comfort. Also, it will be covered under the OEM warranty and be serviceable at over 100 locations in Ohio.

A: Per 1B, the spec calls for a Ford Transit 250 Medium Roof Van, not a Wagon. An OEM rear system is not available with the Van (See revised answer listed above).

• 18F - Child Restraint Snap Hooks (FVMSS 225), required on vehicles under 10,000 lbs. Q: Is it ODOT’s intent to have child restraint hooks on all rear seats or only 1 seat per van?

A: Tether anchors and LATCH lower anchors must be installed on the two permanently attached seats.

• 4G - Windows: OEM windows with flip out glass Q: We request that this specification be removed to allow competitive bidding across wagon and cargo van chassis. Cargo van chassis for the 2018 model year do not have the option for flip out windows in ODOT’s intended locations.

A: Per 1B, the spec calls for a Ford Transit 250 Medium Roof Van, not a Wagon. We will remove specification 4G.

• 6G - Window/curbside safety view window: Van- OEM flip out window provided on the street side of vehicle behind driver and curb side

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Office of Contracts – Purchasing Contracts Prebid QuestionsQ: We request that this specification be removed as the curbside safety view window is a spec traditional seen on cutaway chassis for bus conversions. Additionally, the flip out windows behind the driver are not available on 2018 model Ford Transit cargo vans.

A: Disregard specification 6G, since this is not available on the 2018 model Ford Transit mid-roof van.

• 4H - Stanchions: Conform to specifications outlined in ADA regulations, subpart B - Buses, Vans and Systems, 38.29 Interior circulation, handrails and stanchions, pages 45759 - 45760. Stanchions must extend from floor to ceiling. Q: We request that the specification for a floor to ceiling stanchion be removed to allow for stanchions like the ones on the previous contract. May a stanchion that turns 90 degrees to be mounted from floor to B-pillar be accepted?

A: Disregard specification 4H.

12/11/17236-18Question: In section 6.1: If our technician is required to sample for ODOT and has an overnight stay, is per diem and lodging billable?

Answer: All contractors and consultants are required to use the current Conus Rates as government employees traveling overnight and receiving a per diem.

In section 6.10, can you please confirm if TAT is business days or calendar days?

Answer: In this document 80% of the samples will meet the TAT of 30 calendar days and the other 20% will meet a TAT of 14 calendar days which I believe is pretty standard across the board.

If we have comments to the terms and conditions in 236-18 ITB, how do we present them to ODOT?

Answer: Our Standard Terms & Conditions were established by our Office of Chief Legal. If you have comments on the Terms and Conditions of 236-18 ITB then you need to put your concerns in writing directly to our office of contracts for review and response.

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Office of Contracts – Purchasing Contracts Prebid Questions11/8/17ITB: 532-18 (continuing Education for Ohio Drivers and Road Users)

Question: Hello:

I am not clear what is meant by these two elements:

2.01 The service is capable of using social media.

Answer: Whatever content we create, we would like to be shareable on social media. So if I watch the video on roundabouts, and get a score, I would get a “badge” that I could share on social media. The concept is similar to Fitbit Badges of achievement.

2.02 The service is capable of creating print media.

11/7/17ITB: 532-18 (Continuing Education for Ohio Drivers and Road Users)

Question: Hello...page 6 of the RFI application states "The mailed response should include four (4) paper copies (one signed original and 3 copies) and one electronic copy of the technical proposal"

Our question is the technical proposal a sample of the course or something else, as the terminology "technical proposal" is not defined.

Answer: Due to how our system posts documents. The RFI Questionnaire is labeled 532pricing. That is what companies are to complete and submit.


Question: I am looking to respond to an RFP that was sent to us, it mentions that we need to send 4 physical copies of the bit and include one electronic bid in the physical

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Office of Contracts – Purchasing Contracts Prebid Questionsshipment? Is this supposed to be included on some sort hard drive that can be uploaded into your system? Please let me know - thank you!

Answer: Yes, include a CD or a thumb-drive.

11/6/17ITB: 067-18 (Mowing Services for D-11)

Question: I'm not sure what you are asking for on the last page of the excel spreadsheet. I don't think it has anything to do with the lawn bid, but I thought I should check. Is there something in the bid I am missing?

Answer: The last page of the pricing spreadsheet is for reference purposes only. This is for the awarded vendor to use when they are asked to price a project of some kind for the site(s). They would use their bid labor rates and material markup for a project that would be detailed on that specific tab of the spreadsheet. There is nothing that needs to be entered in that tab of the spreadsheet for the bid.


Question: 1. Based on Page 9, Section 3 (Appropriation of Funds) within Standard Contract Terms and Conditions, is there currently an appropriation of funds for this effort?

Answer: No, this standard language.

2. If the answer to the question above is yes, can you let us know the specific amount of funding that is available?

Answer: Even if this was an actual procurement, we would not reveal the budget.

3. Is there a requirement to take this safety training as identified in the RFI?

Answer: No. The training is completely voluntary, so it needs to be appealing and fun so people want to take it, then share it with others.

4. Is there a certification that is provided to persons that take the safety training?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: Nothing formal. However, we would like to give the user a fun designation upon reviewing a short video and taking a short quiz to incentivize

the return to take new training and share it with others. 10/27/17

ITB: 532-18 (Continuing Education for Ohio Drivers and Road Users

Question: I have a question relative to the modules required for this project. Would the vendor be responsible for providing the actual course work for the modules or just the functionality/container to house the information and serve it to it's members?

Answer: We would work with the vendor to produce short, easy to view and understand videos (5 minutes or less) and quizzes on traffic safety.

The question relates to III. Scope -Application must include several learning modules covering traffic safety topics (i.e. distracted driving, roundabouts, pedestrian and bicycle safety). -Application must include short videos and/or animations, and interactive questions that educate then quiz road users on their knowledge.

We ask because we provide a very conprehensive suite of LMS tools but do not provide the actual study information.

10/23/17ITB: 532-18 (Continuing Education for Ohio Drivers and Road Users

Question: Could you please provide a word version of the RFI? Also, could you please estimate the number of citizens that you expect to train? An estimate or range would be great, thanks!

Answer: Ohio has approximately 7.9M drivers, but do not have a way of estimating how many would use such a service. No we will not provide a copy of the RFI in Word.

10/19/17ITB: 405-18

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Office of Contracts – Purchasing Contracts Prebid QuestionsQuestion: 1) Which agencies will be receiving funding?

A. Yes

2) What types of systems do they run? i.e. Fixed Route, route deviation or both

A. The rural transit systems operate a mixture of services. However, this ITB is specifically for the Fixed Route software.

3) How many vehicles per agency?

A. The total number of vehicles per transit agency range from 11 – 34. However, not all vehicles are used on the fixed routes.

4) Please provide the Attendance list from the Pre-Bid Meeting as well as the notes if available.

A. All Q&A’s are distributed by the Office of Contracts.

5) How will responses be evaluated regarding if a company will/can work with CTS or Ecolane? And, in what capacity will coordinate be required?

A. Although vendors may include information in their ITB response that indicates their software is compatible with CTS and Ecolane, vendors that pass the initial requirements will be requested to conduct a software demonstration. ODOT has access to CTS and Ecolane software and may utilize this to evaluate software compatibility. If drivers will need to collect data through electronic devices (i.e. tablets), the software used must be integrated such that transit systems will only need one set of tablets. They will be able to select the proper software based on the route. All the data will need to be combined with the CTS and Ecolane data to produce monthly/quarterly/annual reporting, et.c

6) is the intention to replace current Integrated Payments Systems, Video Systems, Headsigns, etc?

a. The intent of the Fixed Route ITB is to provide the rural transit systems with options to procure Fixed Route Software. However, we would like to provide options for additional technologies if funding is available.

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7) Please clarify: 8.10 - “The application must be integration-ready. The prime vendor may not charge any additional “licensing fees” for integration of passenger counters, farebox equipment, cameras, headsigns, or other equipment to be integrated.”

A. The prime vendor (i.e. fixed route software vendor) that is partnering with a vendor that provides electronic fareboxes may not charge additional licensing fees above the licensing fees associated with the fixed route software. In addition, if the fixed route vendor and electronic farebox vendor are partnering, these produces should be compatible and ready to integrate with each other upon installation.

8) Please clarify the purpose of the "public website for general public riders", is it meant to track vehicles for rider convenience?

A. The public website for general public riders is to provide information on the status of vehicles and other general information

10/17/17ITB: 405-18

Question: Based on the ODOT Status of Public Transit in Ohio doc, there are a total 130 vehicles for the 8 Agencies highlighted for this bid. Of those 8 agencies, only 3 list they have a fixed route system. Two questions:

1) Is the 130 vehicle count still accurate?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: There are 4 agencies that have true fixed routes. The other 4 agencies have deviated routes but are expanding and will be moving into fixed routes. The 4 systems with current fixed routes operate 28 vehicles on fixed routes and 53 on demand response. Keep in mind these vehicles can be moved from one service to the other at any time.

2) Of the 130 vehicles (or updated quantity), how many would be Fixed Route vehicles and how many will be Demand Response?

Answer: See Above.

10/17/17ITB: 532-18

Question: Thank you for the opportunity to submit to the RFI. For internal purposes can you please provide us the number of users that you are going to have access into the system?

Answer: The number of users will depend on how well we market the learning tool and make it interesting for users to share with others.

10/6/17ITB: 028-18

Question: Concerning 5D on the specifications. Is 5 ft ground clearance incorrect? There is no backhoe on the market with that clearance.Thank You

Answer Specifications are minimum requirements, meaning 5 ft. is minimum. The piece of equipment can exceed this measurement.

9/28/17ITB: 405-18 (Fixed Route CAD/AVL, Real Time Passenger Information)

Q. Is the federal grant money the only funding to be used on this project or will other funding be needed?

Answer: The intent of the TIGER VII project is to provide the rural transit systems with software that will improve communications, collect required data, and produce efficiencies. It is anticipated that the TIGER VII funds will provide sufficient funds to meet these needs.

Q. Do you know when a solicitation will be released for the second phase of this project that focuses on broadband expansion in rural areas?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: October 2, 2017 is the anticipated release date of the Broadband Expansion ITB.

Q. Will that be handled by a separate solicitation or will only pre-qualified vendors who reply to this solicitation be considered?

Answer: Responders to The Broadband Expansion ITB are not restricted.

9/26/17180-18 (Highway Lighting Materials)

- It is unclear whether anchor bolts are included or not. Due to the variety often required are we okay submitting our bid without anchor bolts? I think most times the District will supply the anchor bolts (they often come with the support), but it could go either way. Thus, I probably should have specified two bid items, one with anchor bolts and one without. For this FY18 contract, go ahead and assume that bolts are NOT INCLUDED by the supplier but are shipped to the supplier by the customer.

- The height is stated at both 6’ and 8’, this increases both our reinforcing and concrete. Can we submit a price for both or should we favor one over the other? Here I took a guess that the cost difference would not be real large between 2 x 6 and 2 x 8 compared to having the things delivered all over the state. For comparison purposes between vendors, the bid should reflect the larger 8’ item and therefore the higher cost. Go ahead and include both prices and next year I will expand the items as necessary. Since this was a first attempt (and a last minute addition) of precast foundations, I did not think my bid structuring would be perfect; the idea was to get the items out there for the Districts to try as they need them.

Also, as we discussed our numbers will be inflated due to the delivery cost as we have to assume the worst case scenario based on the bid form. We just wanted to make it clear that we will potentially be able to drastically improve prices per district depending on the final location and quantity. Yes, these term purchase contracts can be rather hard to write when they involve statewide delivery of bulky items. I did my best by breaking the state up into 6 parts. That seemed better than 88 items arranged by county, etc. So for now, the delivery charge may be unrealistic at times, but as long as the bids are consistent between vendors, then it will do. What we learn from this first contract we will correct next time. If it is too screwed up then you don’t have to bid and we will try again FY19.

9/25/17ITB: 500-18 (RWIS Weather & Pavement Condition Forecasting Services)

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Office of Contracts – Purchasing Contracts Prebid QuestionsQuestion: Section 4.8 Meteogram – there appears to be some missing language. The last sentence ends with “The second selection……..”

“The second selection option is to point to location on a map of the state to choose a meteogram.”


Question: Section 4: Pavement Condition Forecasting Requirements 4.12: In the forecast accuracy report, which temperatures are to be verified - pavement temperatures or atmospheric temperatures? Is there a desired format for the monthly forecast accuracy report?

The forecast accuracy report shall consider both pavement and atmospheric temperature forecasts. There is no specific desire for a format style as long as the bidder is open to an evolving format.


Question: Overall, how many ODOT staff members require access to the RWIS Weather & Pavement Condition Forecasting Service website hosted by the bidder?

The bidder should be able to accommodate at minimum 1,500 concurrent users. The actual number of accounts is expected to be around 425-450 but ODOT desires the ability for some accounts to be shared and allow for multiple users to access an account concurrently.

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Office of Contracts – Purchasing Contracts Prebid Questions9/25/17ITB: 500-18 (RWIS Weather & Pavement Condition Forecasting Services)

Question: Section 6.1:

How many ODOT users require access to the Aviation Operations Forecast Support system?

Currently, ODOT requires 15 users.


Question: Section 3.7, Regarding requirement of data and location display from mobile RWIS units: • When will mobile data first become available? • Over the life of the contract, how many different mobile RWIS vendor brands does ODOT expect to incorporate into the network? • Over the life of the contract, how many total mobile RWIS units are expected to be deployed?

Mobile data will become available at the start of the contract, though the mobile RWIS units are currently not typically used outside of Snow and Ice operations, though there is a strong possibility this could change. Currently, ODOT only utilizes one vendor for mobile RWIS equipment, but ODOT is aware of 3-5 vendors capable of supplying this equipment. At this time, it is hard to estimate how many mobile RWIS units will be deployed over the life of the contract. Two currently are and ODOT hopes to deploy three more for this upcoming Snow and Ice season, but ODOT is uncertain of how many will be deployed beyond that. It is possible as many as one per each of the 88 counties could be deployed over the life of the contract.

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Question: Section 7.2 Impact Graphics

Please further define the bidder's roles and responsibilities around "provide SUPPORT in creating high quality graphics..."

* Is the bidder to provide the impact graphic, or just contribute content to its creation?

* In the case of conflicting forecasts between the bidder and the NWS, how will the impact graphic be created?

Bidder shall be able to provide said graphics. Graphics shall be created such that it is of a quality standard suitable for public consumption. Graphics may be regularly posted to the public domain and occasionally shared via social media and over email to other public agencies.

In the case of conflicting forecasts between the NWS and the bidder, it is expected that communication between the two will occur to compare forecasting methodologies. If there is still some difference after that communication, the graphic shall represent the forecast of the bidder.

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Question: Please provide more information on ODOT's vision for the Pathfinder project: * Does ODOT have a written plan for Pathfinder implementation, and could that plan be made available to bidders? * Will ODOT, the bidder or another Pathfinder team member serve as the main project manager? * Have criteria been defined to trigger Pathfinder activation and how will communication between team members be facilitated? * What are the specific Pathfinder deliverables required by each member? * In case of differing forecasts by the NWS and the bidder, how will the discrepancy be resolved? * We would like to discuss ODOT's Pathfinder vision at the pre-proposal conference if tie permits in order to be able to bid the most appropriate services.

ODOT does not currently have a written plan for Pathfinder as it is still in its infancy with ODOT. ODOT sees Pathfinder, at its core, a program to facilitate conversation and collaboration regarding weather hazards, the certainty of the forecast surrounding those hazards and how a common message is communicated to the traveling public related to any expected or ongoing weather hazards. ODOT will serve as the primary Project Manager for Pathfinder. As the Pathfinder program is in its infancy, there are no defined triggers for Pathfinder activation. ODOT sees Pathfinder as an always-active program that will operate as a very low level at times of little or no expected hazards and scale up as any situation may warrant. ODOT may use NWS product thresholds to dictate expected levels of communication in various situations, but ODOT expects to develop the Pathfinder program and expected deliverables through collaboration with the recommended bidder, NWS and other included partners.

In the case of differing forecasts between the bidder and NWS, ODOT expects that there would be collaboration between the respective meteorologists to discuss methodologies, etc. but realizes differences may remain. ODOT is accustomed to this as it is already common for the current forecaster and NWS to differ in forecasts for various conditions.

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Question: The RFP states: "Vendor of record shall be responsible for disposal of all liquid and solid waste from performance of this contract." Does this imply there are NOT waste recepticles for disposal of ODOT trash at each facility?

Answer: There are waste receptacles at each site for ODOT trash. This specification is there to inform you that no other items may be brought onto the property for disposal from outside the facility. Any liquids that require specialized disposal must be appropriately disposed of off-site as part of the contract.

9/14/17ITB: 811-18 (Janitorial Services D-6)

Question: Since we have to provide restroom supplies, can you provide the staff population for each site?

Answer: Westerville 20 employees ;

Westerville Construction 5 employees;

5th Ave. 15 employees;

Hilliard 20 Employees;

Grove City 15 employees

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9/14/17ITB: 811-18

Question: I have been trying to schedule site visits with the POC listed in the RFP but no response. Can sites be accessed outside of contacting this person?

Answer: The contacts below are the transportation managers at the individual sites. You may be able to schedule with them for today or Monday, but it may be difficult to get them coordinated that quickly. Contact them and explain what you need to do and see what they can arrange.

Westerville TM

Jason Lucas

614.387.2523

5th Ave. TM

Marques Evans

614.387.2303

Hilliard TM

Mark Edwards

614.387.2333

Grove City TM

Charles Slone

614.387.2322

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9/8/17ITB: 237-18 (Trailer & Truck Mounted Attenuator & Repair Parts & Service)

Question: Question 1-This years contract does not have standard affirmation and disclosure form. Is this a mistake?

Answer: This has been deleted by the Department.

Question 2-In section 7.5.1 it says the system shall include a quick hitch for trucks with a tailgate of 97 inches. In section 7.5.4 option: tailgate hitch for crash attenuator. this is for trucks with tailgate heights to 97 inches. Is the tailgate mount and the quick hitch the same mount?

Answer:

9/7/17ITB: 090-18 (Portable Traffic Signals)

Question: Can the "unit" please be clarified. Does the price of the Unit mean 1 Portable Traffic Signal or does it mean 1 system which would be 2 Portable Traffic Signals as a set?

Answer: It means one unit.

9/7/17ITB: 088-18 (Training for Basic Gas & Diesel Engine Repair)

Question: In Topic 5, do students have access to the Emission test equipment or are you asking for just an overview on these topics?

Answer: Hands on training would be nice.

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9/7/17ITB: 111-18

Questions Q1: OBU Timing: Projected Start Date? We see the 12 month duration. The 12 month duration is the period the contract and it’s pricing is good for. Any items bought in the 12 month term will honor its pricing even if they are received after the term has expired.

Q2: OBU Project Type: Please confirm this is a prototype/demo project only at this time for the 28 vehicles listed and the DSRC software platform intent is to exist as a final commercial product available to ODOT.

Q3: OBU Software Variants: Is the Base DSRC application software variants up to the Application & Integration vendor as we see fit in the most cost effective way? We see 4 DSRC HW vendors at this time.

Q4: OBU Hardware: Excel file contains several OBU 3rd Party Vendors. Are these pre-approved vendors, or shall the base DSRC Software Platform be compatible with all OBU 3rd party Vendors listed? Yes

9/7/17ITB: 111-18

Question: Q1. There are several Lear Corp.'s products listed in Excel pricing pages. Some of them do not fully comply with the product specifications for this bid. Shall I "No quote" for such products or shall I provide prices and a note identifying the non-conformance (which requirements are not met)? Yes

Q2. We have new products that are not listed in the Excel pricing page. How do I add them to the list? There is an item “Equipment Other” that is meant for vendors to bid other products that are not listed. If you have more than one non-listed product you would like to bid, you can copy the equipment other cell down as many times as necessary.

8/24/17

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Question: In regards to, "Group A1, Item #FO-C1-2 - Fiber Drop Cable, 24 Strand Pre-terminated", terminated with what type of connectors? fiber type (if applicable)?

Answer: The drop cable shall be single mode and pre-terminated with LC/UPC Connectors. As stated in a previous pre-bid answer, the cable shall be 150 ft.

8/23/17ITB: 111-18

1. Regarding the RSU’s: a. How many are to be procured? Please fashion bid for quantity of 1b. Where are they to be deployed? Central Ohioc. Is the bid for RSU’s to include customized software (developed by 3rd parties) that can process, decode, forward, and/or initiate a customizable Traveler Information Message or a Roadside Alert? Or is the RSU required to support this functionality? No. RSU bids will include equipment only. The application development item will be used for customized software.2. Regarding the OBU’s: a. How many are to be procured? Please fashion bid to the quantity of vehicles listed in the contract specificationsb. Is the bid for OBU’s to include customized software (developed by 3rd parties) that can process, decode, forward, and/or initiate a customizable Traveler Information Message or a Roadside Alert? Or is the OBU required to support this functionality? No. OBU bids will include equipment only. The application development item will be used for customized software.

8/21/17ITB: 148-18 (Maintenance of Existing Traffic Signal Infrastructure

Question: Item #13b specifies that a Siemens M50 controller is to be supplied. The M50 (with SEPAC software) has been superseded by the Siemens M60 (with SEPAC software). The M50 is nearing end of life and may be subject to limited availability. We assume the M60 would be an acceptable alternate. Please confirm. Thank You

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Answer: The m60 would be an acceptable alternate, but the item will remain as an m50 since so many locals still have the m50s.

For our notes, the m50 is still in use by local municipalities, so until all of those dry up, it will remain the item. The upgrade should come at the same price.

8/17/17ITB: 531-18

Question: As a follow up to our original question dated 8/16/17: 1. Will ODOT provide, at a minimum, a list of functioning and non-functioning equipment. Yes, ODOT will make public our latest billing document to show the functionality of the system. 2. If ODOT is not willing to disclose the current state of the system, does that not create an unfair advantage to the current maintenance provider? They would have a significant advantage by knowing the work required and they could calculate their pricing accordingly. ODOT is willing to provide the information.

8/17/17ITB: 076-18

Question: Per 076 pricing file, In "Group 4 Fiber Optic Devices", sub Group 4A allows for equivalent approved models, can Group 4B also accept equivalent approved model on each item?

Answer:

8/17/17ITB: 531-18

Question: Will ODOT provide a current state of the system? How will existing faulty or non-functioning equipment and sensors be handled at the start of this contract?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: ODOT can provide a system status upon award of the contract. The awarded vendor will assume the system as-is. Considerations may be made within the constraints of the contract on a case by case basis.

8/17/17ITB: 076-18

Question: Can you please specify length for the Fiber Drop Cable, 24 Strand Pre -Terminated - Corning

Answer: The length of the preterminated cable should be 150 feet.

8/17/17ITB: 076-18

Question: Please advise on Multi Mode type for the hybrid descriptions at the bottom? OM1, OM2, OM3, or OM4?

FIBER OPTIC CABLE, HYBRID, 12 SINGLE MODE/12 MULTI MODE (minimum 1500 feet) * FOOT CORNING ALTOS 024XU4-XXXXXD20 FIBER OPTIC CABLE, HYBRID, 18 SINGLE MODE/30 MULTI MODE (minimum 1500 feet) * FOOT CORNING ALTOS 048XU4-XXXXXD20

Answer: Multimode fiber for items in Group 1A should be OM1.

8/10/17ITB: 531-18

Question: Section 2.1 (Scope of Work) and 4.1 (Basic Daily Maintenance) – Can ODOT clarify what is to be included within the cost of Basic Daily Maintenance? For example, is this pricing item limited to Preventive Maintenance and general roadside corrective maintenance/device replacement, only? Or is the replacement of in-road sensors also incidental to the “per site, per day rate” as well?Answer:

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Question: RFP Section 1.5: Basis of Award – This section references a “grand total of each technically qualified vendor’s cost proposal,” to be used for the basis of evaluation. Is there a Cost Proposal form, or Pricing Schedule, listing all of the pricing line items that offerors are to complete and submit with their proposal package, for uniformity in pricing evaluation?Answer:

ITB: 531-18

Question: RFP Section 2.5: Scope of Work & Specifications of Deliverables – Removal and Storage of ESS: Is Removal and Storage of ESS a paid activity, and if so, shall offerors include a price for this item in their Cost Proposals?Answer:

ITB: 531-18

Question: Technical Score Sheet, Phase I: Initial Qualifying Criteria – Item #2 references “at least five (5) years experience” in ITS, whereas both the qualifications table in Phase II and RFP Section 3.2 reference five (5) years experience in RWIS and ten (10) years in ITS. Please clarify the minimum number of years experience required for RWIS and ITS, each.Answer:

8/9/17

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Office of Contracts – Purchasing Contracts Prebid QuestionsITB: 029-18 (Basic Vehicle Electrical Training)

Question: Letting Date: 08/15/2017 We utilize specific hands-on equipment for this exclusive training. Will ODOT continue to move equipment between garages?

Answer: ODOT will move equipment from one ODOT location to another ODOT location.

8/4/17ITB: 531-18 (Road & Weather Information System (RWIS) Maintenance & Repair Service)

Question: Can you please clarify if the requirements of the Vendors qualifications and experience are for the company or can they be met with the personnel/employee’s qualifications and experience within the company?

Answer:

8/3/17ITB 023-18 (Single & Tandem Axle Cab & Chassis)

Can you tell me approximately how many trucks of all types ODOT runs? 1F. - Per today’s addendum; can the DEF tank extend a few inches behind the cab? The body will still have plenty of room. 1B. – are you looking for a push button shifter or a lever type shifter. Allison states to me the push button is way more reliable. Please clarify. Who is your preferred body vendor?

1600 single and tandem dump trucks As per specification line 40G, the DEF tank may not extend back of cab more than 101.6 mm (4 inches).

40G. If DEF tank is required, a 6 gallon tank and assembly must be located so that is does not extend past the back of cab by more than 101.6 mm (4 inches). At the request of ODOT, tank must be capable of being relocated behind the cab and above the frame rail. Work to be done by ODOT. Vendor supplies

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the extra hose and cabling to allow this.

As per addendum for line 1B, push button interface systems are not acceptable. 023-18 Addendum 2

Original Addendum

1B. Six speed automatic transmission Allison Model 3000 RDSP or approved equal with lever type gear selector.

Six speed automatic transmission Allison Model 3000 RDSP or approved equal, push button interface systems are not acceptable.

Beds are purchased through contract and installed by ODOT, beds are independent of this contract.

8/2/17ITB: 023-18 (Single & Tandem Axle Cab & Chassis)

Question: fuel water separators in spec are incompatible with the ISL Cummins engine. is a Racor 400 acceptable.

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: This is acceptable with the Department.


Question: Item 1F calls for "frame rails to be clear from back of cab to front of the drive tires". Is it acceptable for battery box to be located back of cab, but placed as not to interfere with any mounted equipment? This is the way current vehicles are built. Is it possible to speak directly with someone that wrote the specification to discuss?

Answer: Answered by Addendum 3

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8/1/17ITB: 076-18 (Fiber Optic Cable & Devices)

Question: Please provide the ODOT 804/904 Supplemental Specification for Group 1A - Corning and Group 1C AFL. Per the tabs, it states **SEE CONTRACT SPECIFICATIONS** as well as page 6, #9 on the ITB "all fiber cable and accessories provided shall be in accordance with the ODOT 804/904 Supplemental Specifications.

Answer: The specifications for all fiber optic cable are available at the following sites:

http://www.dot.state.oh.us/Divisions/ConstructionMgt/Specification%20Files/804_01202017_for_2016.pdf


Note the difference between the air-blown fiber spec and the general fiber specification between the different AFL bid items.

ITB: 076-18 (Fiber Optic Cable & Devices)

Question: Per 076 pricing sheet, Tab 3B - Fiber Optic Cable Accessories, can you please provide the FEET for FOAHD-20 and FOAHD-23? It currently lists XXXX and not a number for the length.

XFM000071-XXXX XFM000072-XXXX

Answer: The length for these pay items is undetermined for these pay items. I would advise all bidders to submit a cost per ft for a 100 ft long cable. They should also be aware that we may specify any length of cable for these two pay items. The cost per ft should be comparable for any length of cable.


Question: ODOT Ford Questions

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Model: F-650 Reg Cab

1A. Electronic Diesel in line 6 cylinder. Ford Power Stroke 6.7L V8, approved equal?

2A. Engine compression brake N/A, comes standard with Exhaust brake. Is this required for Light Duty spec?

6A. Fuel filter/water seperator with heater. Acceptable models are Racor model 325R, Racor model 21000, DAVCO model fuel pro 384 or (approved equal)

Spin on/cylinder head with drain. Not headed and no option for heated.

9A. Air filter flow restriction gauge. Dash Mounted.

Not available on dash.

4P. Allison 2200 RDSP - is Ford Torqshift 6 Speed Auto w/ PTO approved equivalent

21G. Heated Windshield - Front windshield containing an integrated heating element. Engine cowl shield will be supplied to eliminate snow build up. Heated windshield not available from Ford. Will ODOT except aftermarket installed?

31G. Fuel tanks will be aluminum tanks with stainless steel strapping, properly mounted to elimanate electrolysis between tank and any steel components. Tank is aluminum non polished. Features steel fuel tank straps with rubber housing between steel fuel strap and aluminum fuel tank to eliminate electrolysis.

36G. A 12 Volt power/ground pick up connections must be located in the dash capable of powering a CB Radio. 2 12v outlets come standard on cab. Acceptable?

39G. LED Cab marker lights

LED not available for cab lighting 41G. Overhead or back wall storage compartments in addition to driver's door storage compartment are required.

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What is their size requirement? Do they have one?

3H. Bendix air dryer model AD-9 with heater, or approved equal Bendix AD/IP with heater, is that approved equal?

7H. Front brakes: 419.1 mm (16.5 inch) by 152.4 mm (6 inch) with 610 mm (24 inch) brake chambers.

4 channel ABS Bendix. Meritor Q-Plus 15"x4" front brakes

12H. Aluminum or stainless steel air tanks properly mounted to eliminate electrolysis between the tank and any steel components. Air tanks mounted after cab must be mounted between the frame rails not to extend below the frame rails more than 76.2mm (3")

Standard air tanks are painted steel

3I. Circuit breakers may be used in lieu of fuses, mechanical reset. Ford has fuses, will they accept fuses?

15I. Emailed Ford to see if meets this requirement

2J. Front tires: 11r22.5 Goodyear Endurance RSA approved equivelant?

4J. Rear Tires 11r22.5 Goodyear G182 RSD approved equivelant?

9P. Front Bumer is painted not powder coated. Will ODOT accept painted or chrome bumper in lieu of powder coat?

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Question: Would you accept a 9L Cummins rated at 350hp with 1150 lb-ft of torque?

Answer:


Question: page 9 item 1F states frame should be clear from back of cab to drive tires, page 10 item 30G states 70 gal tank not to extend past rear of cab more than 24" please let us know which is more important.

Answer:

7/7/17ITB: 400-18 (Traveling Axle Trailer)

Question: Delivery requirements: Section 4 on page 4 states delivery within 60 calendar days of purchase order, but page 6 section 1D says delivery within 120 days of purchase order. (which is required?)

Section 19A page 6 says Keyhole tiedowns for center deck: I do not see any other tie-down requests on the trailer. Does the requirement want keyhole tie-downs on the outside flanges, or is the requirement for keyhole slots down the center 2 beams of the 4 beam deck, and then what for tie-downs on the outside beams?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: For delivery, 120 days would be required. We would like to have standard tie downs with center deck tie downs as well.

7/7/17ITB: 007-18

Question: Section 6: Insurance: Will ODOT be responsible for equipment lost, damaged or stolen as a direct result of improper use or negligence by ODOT employees?

Section 6: Insurance

The rental price(s) submitted by the vendor must include the price of insurance to coverfire, theft, vandalism and accidents/damage for each piece of equipment during the contract rental period. In the event any piece of equipment is lost or damaged due to theft, vandalism or accident during the contract rental period, the contractor shall be responsible for repair or replacement. ODOT shall not bear the cost of repair or replacement.

Section 7: Damage resulting from ODOT Neglect

If, in the opinion of the vendor, damage was done to a piece of equipment that was rented to ODOT, that vendor may submit a claim request to the Administrator of the Office of Equipment Management. In this claim, the vendor must submit the following: 1. Proof that the equipment or item was in working order prior to rental, 2. Proof of damage after the rental and 3. Quoted cost for repair. The Office of Equipment Management will make the final determination within (thirty) 30days, after receiving the claim, of whether the claim is justifiable and thus payable by the District.Normal repairs as described in section 8 or wear items, such as, but not limited to, lights, brooms, tires, wires, batteries, etc. will not be considered in this section. If in ODOT’s opinion, the quoted cost of repair is excessive, ODOT reserves the right to have the piece of equipment repaired at an ODOT location with ODOT staff or a service center of ODOT’s choice at ODOT’s expense.

ITB: 007-18

Question: Standard Terms: 12. Delivery Inspection and Acceptance If equipment is left at the request of ODOT at a non ODOT facility and is damaged or stolen prior to ODOT moving the equipment, what responsibility will ODOT accept in this situation.

Same response as listed above.

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6/16/17ITB: 018-18 (Road Salt)

Question: The salt spreadsheet for the municipalities lists the same address for Washington Twp. in both Adams and Sandusky County. Based on the address, it seems that it should be in Sandusky County. Please confirm and remove from Adams and adjust tonnage totals.

Answer:

6/16/17ITB: 018-18 (Road Salt)

Question:

Addendum number 2 added 150 tons in Portage county, please advise what the county total should now be. The two tabs - by county and municipality do not have matching totals.

Answer: The overall total is 665,621 tons. Todd will be send a revised breakdown later today.

6/13/17ITB: 516-18 (Bat Conservation)

Question:

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Office of Contracts – Purchasing Contracts Prebid Questions1. Per Section 25, ODOT may terminate the Contract for convenience (without penalty) upon 30 days’ notice. Additionally, after at least 12 months into the Contract term, either party may cancel the Contract for convenience (without penalty) upon 60 days’ notice. Does ODOT currently intend to include these termination rights in the final Mitigation Service Contract? If they must be included in the final Mitigation Service Contract, will the Proposer still receive the contracted payment amount and/or will the Proposer be able to retain any already-paid amounts if ODOT terminates for convenience? 2. Per Section 3, if the Ohio General Assembly fails to fund, then ODOT can be relieved of its contractual obligations. Have the funds already been appropriated such that this issue is moot? If so, can a future assembly undo such appropriation? If the funds have not yet been appropriated, when will appropriation occur? 3. Per Section 3, given that the Contract has a 3-year term and will extend beyond a biennium, the “Contract will expire at the end of [the] current biennium and the State may renew [the] Contract in the next biennium.” Does this mean that the final Mitigation Service Contract will contain a clause indicating that the contract automatically terminates after 2 years, which can only be overridden if the State decides to extend the contract? Or will the final Mitigation Service Contract continue for the contracted-3 years without interruption?

4. Is the intent for the credits to be first issued to Proposer, who will then transfer them to ODOT? Or will the credits be issued directly to ODOT (without going through Proposer at all)?

5. When will ODOT’s payment obligations become due?

6. Following the successful transfer of the credits to ODOT, what is the scope and length of Proposer’s obligations with respect to short-term monitoring?

7. With respect to long-term monitoring (i.e., after contract expiration), will Proposer have any continuing legal obligations to ODOT (assuming Proposer selects a third party to handle the long-term management of the sites)?

6/9/17ITB: 018-18 (Road Salt)

Question: 1. 5.2 Salt Purchases between 110% to 120% of the requested Quantities by Receiving Agency (Optional Bid Item) For salt purchases over 110%, bidders have the opportunity, as an optional bid item, to supply a price per ton to provide additional salt supplies. If a bidder supplies a price per ton for salt quantities from 110-120%, the bidder agrees to supply additional salt quantities to the

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Office of Contracts – Purchasing Contracts Prebid Questionsrequesting Receiving Agency in an amount up to 10% above the originally requested tonnage. For ODOT, the 10% amount will be based on the total tonnage request by County. For Political Subdivisions, the 10% amount will be based off of the total requested tonnage by the requesting Political Subdivision. Please Note: Prior to utilizing this optional bid item, Receiving Agency’s reserve the right to seek additional tonnage beyond the 110% maximum from all bidders originally submitted bid pricing for the particular county in which additional salt is needed. Does the awarded vendor have the option to accept or reject the additional salt request for 110-120% based on inventory levels at time of request?

If a bidder provides a price for the 110% to 120% optional bid item and are the awarded bidder for the county, they will be required to provide salt at the time of request.

2. 9.3 Agencies Not Covered Under This Agreement An awarded vendor may allow Political Subdivisions authorized to participate in ODOT contracts that are not included in this invitation to bid the ability to join this contract at any time throughout the duration of the agreement. If an agency is accepted by the vendor to join this agreement, only the bid prices established through this agreement shall apply. While the decision to accept additional agencies is solely up to the awarded vendor, the vendor must obtain ODOT’s approval prior to accepting any orders from an agency. Ohio Revised Code 5513.01 requires that agencies obtain the approval of the Department prior to being able to participate in its contracts. Specific requirements must be met before an agency can be approved to participate. This requirement serves to protect both the awarded vendor and the Department. Can you specify who the political subdivision should contact first if they want to join the state bid? ie. Do they reach out to the vendor first to see if they can join the bid OR do they reach out to the state first to get their approval and then the state contacts the vendor?

The Political Subdivision should contact the awarded vendor first to see if the awarded vendor will include them in the contract.

If the Political Subdivision contacts the ODOT first, ODOT will inform the Political Subdivision that it is up to the awarded vendor to accept any additional agencies that wish to join the contract after award of the contract. ODOT will provide them with the contact information of the awarded vendor.

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Office of Contracts – Purchasing Contracts Prebid QuestionsThe ODOT does not determine approval of Political Subdivisions for inclusion after the contract has been awarded. ODOT requires that a Political Subdivision complete the proper documentation, if accepted for inclusion by the awarded vendor, and may be granted approval to participate in the contract.

3. Is the bid awarded by dump price, by conveyed price, or by a combination?

Award is by dumped price. Per Section 5.3, “Award of this invitation to bid will be made to the lowest responsive and responsible bidder by County per Section 5.1A.”

4. Are bidders required to bid both dump and conveyed to be considered for award?

No. Although, ODOT is “requesting” a bid for both dumped and conveyed.

5. Are bidders required to bid both conveyed pricing options, before and after 3/16/18 & 3/17/18?

No. Although, ODOT is “requesting” a bid for conveyed for the two periods of time listed in Section 5.1B.

6. Similar to the examples provided for moisture and chlorides, please provide an example of how a gradation material deduction will be calculated.

Continued next page

EXAMPLE #1 EXAMPLE #2Quantity (Daily Tons) 227 Quantity (Daily Tons) 227

County Price $35.98 County Price $35.98

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Sieve Size Range Gradation Sieve Size Range Gradation 12.5 (1/2 in.) 100 100 12.5 (1/2 in.) 100 98 9.5 (3/8 in.) 95 100 98 9.5 (3/8 in.) 95 100 98 4.75 (No. 4) 20 90 70 4.75 (No. 4) 20 90 70 2.36 (No. 8) 10 60 62 2.36 (No. 8) 10 60 59 600 (No. 30) 0 15 10 600 (No. 30) 0 15 10 Minimum Deduction of $300 [(Price/Ton) x (Lot Size) x (10%)] Deduction $300.00 [($35.98/ton) x (227 tons) x (10%)] Deduction $816.75

7. Tonnage questions

a. Some entities are listed with blank resolution tonnages: Strongsville Board of Education, Village of Wintersville, Bennington Twp., Village of Mineral City. They do have tons listed in the other columns but the tonnage on the pricing tab does not include those tons. Which is correct? Those tonnages add an additional 2175 tons to the bid.

All Tonnage questions will be answered by addendum.

b. The Village of N. Randall has 2 tons listed. Is that correct? Minimum order per the bid is 22 tons. Please advise correct tonnage.

All Tonnage questions will be answered by addendum.c. District 6 tonnage on the pricing tab shows 4400 tons, but the political subdivision tonnage tab shows 5400 tons. Which is correct?

All Tonnage questions will be answered by addendum.

d. Adams County contains a political subdivision named Washington Township. Please review this location and advise. Based on the address, it looks like it should be in Sandusky County.

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Office of Contracts – Purchasing Contracts Prebid QuestionsAll Tonnage questions will be answered by addendum.


Question: For Item 6(c), are full disclosure compiled financial statements acceptable rather than reviewed or audited statements?Answer: Yes, for Item 6(c), full disclosure compiled financial statements are acceptable

6/7/17ITB: 018-18

Question: Thank you for sending bid opportunity 018-18 (Winter Salt Fill) to Cargill for our review and response. We have reviewed the bid opportunity documents and respectfully request that the Ohio Department of Transportation extend the time period one (1) week (June 29, 2017 2:00 p.m.) in order to prepare and submit bids. Your favorable consideration of this request is greatly appreciated, thank you.

Answer:

6/7/17ITB: 516-18 (Bat Conservation)Question: The RFP indicates the winning proposer will be required to perform partial or full delivery of…..environmental investigations, environmental documentation, …….. Further, the services that could be required include many ODOT-specific environmental studies developed under the PDP. Will full NEPA clearance of the project, utilizing ODOT-specific methodology and procedures, culminating in preparation of an Environmental Document on ODOT’s EnviroNet be required?Answer: YES

6/7/17ITB: 018-18 (Road Salt)Question: • What is the exact address for District 4 – ODOT Mahoning County - Old Rest Area?

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Office of Contracts – Purchasing Contracts Prebid QuestionsCURRENT ADDRESS INFORMATION IN CONTRACT 018-18

4 Mahoning Old Rest areaOn( S. R. 11) 5.18 miles South of (U. S. 224) or 1.63 miles North of (S. R. 46)

Mile Marker (S. R. 11) 3.61

UPDATED ADDRESS INFORMATION IN CONTRACT 018-18. (NO Physical Address exists at this time.)

4 MahoningOld Rest area(South Bound)

On( S. R. 11) 5.18 miles South of (U. S. 224) or 1.63 miles North of (S. R. 46)Mile Marker (S. R. 11) 3.61

LATITUDE: 40°57'5.34"N LONGITUDE: 80°43'15.81"W40.951633, -80.721619

(See Link below)

https://www.google.com/maps/place/40%C2%B057'05.9%22N+80%C2%B043'17.8%22W/@40.9516389,-80.7237998,821m/data=!3m2!1e3!4b1!4m5!3m4!1s0x0:0x0!8m2!3d40.951633!4d-80.721619

• District 1 - Hardin County tonnage for the political subdivision has 1010 listed but there is a difference of 700 less. • District 2 – Fulton County has 1800 more than what is listed in the total tonnage. • District 3 – Erie has 2300 more than what is listed in the total tonnage for OH Turnpike. • District 3 – Wayne has 500 more than what is listed for the political subdivision. o The total was 15,200 for all the political subdivision not 15,700. • District 4 – Ashtabula political subdivision has 25 more than what is listed.

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Office of Contracts – Purchasing Contracts Prebid Questionso The total was 7300 for all the political subdivision not 7275. • Will Morton Salt have to register for an OAKS ID if we already have one?

Answer: NO

6/1/17ITB: 521-17 (Disadvantaged Business Enterprise- Supportive Services Program)

Question: In accordance with the Partnering Requirements table on page 7 of the ITB, one of the required partners is the Business Development Entity/Entities. Can the table be revised to also allow multiple contractors [ie. Heavy Highway Prime Contractor(s)]?

Answer:


Question: How critical is it for the proposal to have a signed agreement or at least a verbal agreement to sell from the owners of property?

Answer: All proposals will be scored and reviewed based on the criteria outlined in the RFP. Proposers who provide greater certainty in the scored areas of the RFP will most likely secure higher scores for those elements.

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Office of Contracts – Purchasing Contracts Prebid QuestionsQuestion: We are considering a proposal to purchase and restore possible surplus public land in Pickaway county. The land appears to fit the RFP criteria however sale date and exact boundaries of property may be somewhat unclear at proposal submission time. How would ODOT interpret these issues when reviewing a proposal.

Answer: ODOT would interpret the value of the proposal against the scoring criteria established in the RFP. It is anticipated that Proposers will be submitting concepts (potential or real) that meet or exceed the criteria outlined in the RFP and could include real properties in a variety of states of assessment, acquisition, or other conditions.


Question: Does ODOT have a DBE or EDGE requirement for proposing Teams/Firms for this contract?

5/23/17ITB: 521-17

Question: Will the awarded company have the latitude to participate in defining the development of the metrics for each of the work areas for the program participants?

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Question: 1. Per Section 25, ODOT may terminate the Contract for convenience (without penalty) upon 30 days’ notice. Additionally, after at least 12 months into the Contract term, either party may cancel the Contract for convenience (without penalty) upon 60 days’ notice. a. Does ODOT currently intend to include these termination rights in the final Mitigation Service Contract? If they must be included in the final Mitigation Service Contract, will the Proposer still receive the contracted payment amount and/or will the Proposer be able to retain any already-paid amounts if ODOT terminates for convenience? 2. Per Section 3, if the Ohio General Assembly fails to fund, then ODOT can be relieved of its contractual obligations. a. Have the funds already been appropriated such that this issue is moot? If so, can a future assembly undo such appropriation? If the funds have not yet been appropriated, when will appropriation occur? 3. Per Section 3, given that the Contract has a 3-year term and will extend beyond a biennium, the “Contract will expire at the end of [the] current biennium and the State may renew [the] Contract in the next biennium.” a. Does this mean that the final Mitigation Service Contract will contain a clause indicating that the contract automatically terminates after 2 years, which can only be overridden if the State decides to extend the contract? Or will the final Mitigation Service Contract continue for the contracted-3 years without interruption?

4. Is the intent for the credits to be first issued to Proposer, who will then transfer them to ODOT? Or will the credits be issued directly to ODOT (without going through Proposer at all)?

5. When will ODOT’s payment obligations becoming due?

6. Following the successful transfer of the credits to ODOT, what is the scope and length of Proposer’s obligations with respect to short-term monitoring?

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Office of Contracts – Purchasing Contracts Prebid Questions7. Following the successful transfer of the credits to ODOT, what is the scope and length of Proposer’s obligations with respect to short-term monitoring?

8. With respect to long-term monitoring (i.e., after contract expiration), will Proposer have any continuing legal obligations to ODOT (assuming Proposer selects a third party to handle the long-term management of the sites)?

5/23/17ITB: 044-18

Question: Would also like to bid W900 Kenworth as I have gotten requests from districts to add it to bid

Answer: That model is approved contingent that they meet all the specifications. They may go ahead and bid that model as an alternate.

5/12/17502-18 (DBE Certification Services)Question: 1. How many DBE firms are currently certified within the Ohio UCP?

Over 1,000

2. How many DBE/SBE firms will require onsite reviews?

Unknown

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3. Approximately how many DBE firms are located in states other than Ohio and in which states are these firms located?

We are not requesting onsite reviews of those firms for which the home state is not Ohio.

4. Does the Manual of Procedures you are seeking relate only to DBE/SBE certification procedures?

No. We are looking for the Manual of Procedures to include all processes that occur in the Division of Opportunity, Diversity, and Inclusion.

5/12/17ITB: 502-18 (DBE Certification Services)

Question: The scope of work states consultant will review current DBE certifications. How many certified firms does ODOT anticipate will be reviewed by the consultant?

Unknown. It depends on the volume of applications. Currently, there are over 1,000 firms in the Ohio UCP directory.

The scope of work line item B requires the consultant to conduct onsite reviews in the state of Ohio or “otherwise.” Does ODOT expect the consultant to conduct an onsite visit to firms located outside of Ohio?

Potentially but this would be very limited and it would only be boarding states.

How many DBE applications does ODOT receive per month?

Approximately 15.

How many applications are pending certification (backlog) by ODOT?

Under 50 but most within the 90-120 certification process timeframe.

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How many individuals are assigned certification responsibility? 3. Is this a collateral duty? No.

Please confirm contract duration. Depends on funding, need, and performance of selected bidder.

Does ODOT anticipate making payment by credit card to consultant for performance payments? No. Payment will be processed through Ohio’s Office of Budget and Management.

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How should travel related reimbursements from onsite visits be included in pricing proposal? How to include the costs related to travel would be up to the bidder. ODOT cannot cover travel costs. Therefore, the bidder should include such in the pricing submitted with its proposal.

Please restate the last sentence in section “Proposal Response C. Cost Proposal” regarding pricing onsite visits.

When performing on site visits the firm fixed rate shall be the rate of pay.

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5/12/17ITB: 502-18 (DBE Certification Services)

1. What is the total number of DBE/SBE certified firms to be reviewed as part of this contract?

There is no definite number.

2. Does ODOT currently have a QAR and/or TPR process in place? If so, will prior QAR/TPR reports or findings be made available to the consultant upon contract award?

There is no current process place.

3. Will the scope of this contract require the review of any new applicants (not currently certified) to the DBE and/or SBE programs?

Possibly.

4. Will this contract include review of DBE and/or SBE firms certified by any of the other Ohio UCP certifying agencies in addition to ODOT?

Yes.

5. Please explain what types of reviews are included under the scope of "special review"?

Triennial reviews; new applications; other reviews as necessary.

6. Are there current processes and/or procedures in place for DBE/SBE certification or the Division as a whole?

There are some processes and procedures in place. However, we are requesting a comprehensive process and procedures manual for all areas of the division.

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7. Please provide clarification on the contract duration - on page 7 under C. Contract Duration it mentions renewing the contract up to one year (after the initial award ends June 30, 2017); however, on page 9 under A. for Agreement - Renewal, it states that the agreement could be renewed for "any duration that the Department determines reasonable up to the next biennium", which is two years (after the initial award ends June 30, 2017).

This is dependent upon funding, need, and performance of the selected bidder.

8. Under Proposal Submission on page 9 it states "Five (4) copies of the Proposal." Please confirm whether the state requires five (5) or four (4) copies.

1 original and 4 copies.

9. Please confirm what the requirement is for pricing on-site reviews because the statement given in the RFP does not make sense as written on page 9 under Cost Proposal: "Time spent performing on-site reviews shall utilize the Firm Fixed Price The Proposer shall also per Hour Rate?"

Vendors are to propose a fixed hourly rate as outline on the pricing form.

10. The RFP makes no mention of travel costs or out-of-pocket expenses related to execution of this contract. Should this information be included with the Cost Proposal or will it be addressed at the time an agreement is signed with the consultant awarded the contract?

ODOT cannot pay for travel costs. As such, the bidder should include such anticipated costs in its proposal.

5/11/17ITB: 516-18 (Western Management Unit)

Question: 1. What is the anticipated payment milestone schedule for the $5 million award?

Answer: The payment schedule will be developed during the contract writing. It is anticipated that the milestones for payment will be front loaded to allow for the repayment of the locating, real estate efforts, assessments, survey, etc and purchase of property followed by long term management.

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2. If we present parcels that have on-site wetland and stream systems that can be preserved and/or enhanced, to what extent will that be considered in the evaluation criteria?

Answer: Added benefits or “overall value to ODOT” are included in 25% of the proposal review. Item 4b provides some insight to the potential items that could be reviewed as added overall value.

5/8/17ITB: 196-18 (Aerospace Permit Application Review Services)

1. What has been the average number of 7460 forms that have been submitted annually for review within the state over the past several years?

Approximately 3,000 permits per year.

2. What approximate percentage of these 7460 forms ended with an Airspace Permit Denial hearing?

We have either completed or are in the process of completing a total of 4 hearings over the past 2 years.

3. If further litigation is required beyond the permit denial hearing, is the expert witness’s labor and expenses budgeted for this contract?

Yes

4. Could software beyond Airspace be utilized?

We require Airspace to be utilized. If the contractor chooses to use additional software other than Airspace it would be at their own cost.

5. Is the vendor responsible for ensuring/validating the accuracy of the data utilized by Airspace for completing each case submitted for review?

The vendor is required to maintain the most current version of Airspace throughout the term of the contract. Data errors should be brought to the attention of ODOT Aviation so they can be corrected.

5/5/17ITB: 522-17

Question:

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Office of Contracts – Purchasing Contracts Prebid QuestionsIs the minimum of 192 fibers ODOT deems as necessary for partnership within the RFI the minimum required for ODOT use or the minimum anticipated amount for the entire project including ODOT and 3rd party lessee’s anticipated needs. If an estimated total quantity of all parties does ODOT have an estimated count needed solely for their use?

Are there specific data centers that ODOT will need to connect to at the RESPONDENT’s expense? If so, please advise as to the anticipated locations as this may have a significant impact on planning and project dynamics.

Are there any specific fiber pathways currently run along the route? If so, are existing drawings/plans available of this infrastructure?

Are there any existing power documentation along the route? If so, are existing drawings/plans available of this infrastructure that will be provided with the RFP?

Will ODOT be providing the use/collocation rights for owned vertical real estate for the purpose of small cells to the RESPONDENT?

ITB: 522-17

Question: Just to be sure, the RFI questions are due by May 5th and the complete RFI submittal is due May 25?

Answer: Questions can be submitted up to 4 days before the submission deadline of May 25th, 2017.

5/2/17RFI: 522-17 (I-90 5G Smart Corridor)

Question: 1. Who is responsible for pulling power to the sites? 2. Who is responsible for pulling telco to the sites? 3. Who pays for power? 4. Who pays for telco?

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Office of Contracts – Purchasing Contracts Prebid Questions5. Please describe what access to the Right of Way provides to the successful respondent. 6. Is this project subject to the current ODOT Tower and Right of Way contracts with Wireless Edge? 7. Who is evaluating the responses to the RFI? 8. Will any non-ODOT third parties be evaluating the RFI? 9. What is the goal/purpose of this RFI for ODOT?

Answers:1. Who is responsible for pulling power to the sites? Ideally ODOT would like this to be a turnkey operation wherein such aspects would be managed by the respondent.2. Who is responsible for pulling telco to the sites? See above3. Who pays for power? This would be an ODOT project but we believe that there may be very real commercial opportunities within this project for private industry. We believe that there may be opportunities for a respondent to see this project as a capital investment and be able to make a profit or at least significantly offset infrastructure and overhead costs.4. Who pays for telco? See above generally.5. Please describe what access to the Right of Way provides to the successful respondent. Access to the RW will be consistent with and sufficient to effect the wireless connectivity services for vehicles and the public. Access will be consistent with ODOT policy.6. Is this project subject to the current ODOT Tower and Right of Way contracts with Wireless Edge? No.7. Who is evaluating the responses to the RFI? ODOT Central Office Staff8. Will any non-ODOT third parties be evaluating the RFI? No.9. What is the goal/purpose of this RFI for ODOT? The goal is to identify potential practicable solutions that can provide a 5G wireless service to provide connectivity to autonomous and connected vehicles. We believe that 5G will provide public-private partnership opportunities that other states cannot match, ITS needs for the department, future AV/CV needs.

5/2/17RFI: 522-17 (I-90 5G Smart Corridor)

Question: Will the Respondent be deploying a system that meets an agreed upon service level?

If not, will ODOT be directing the location and nature of the telecommunications facilities to be deployed?

Answer: Yes.

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Office of Contracts – Purchasing Contracts Prebid Questions4/28/17ITB: 530-18 (Origin Destination Data Service)

Question: Will there be any pre-bid conferences or meetings?

Answer: No.

4/24/17ITB: 522-17 (I-90 Smart Corridor Request for Information)

Question: Will a vendor be required to respond to the RFI in order to respond to a RFP if and when it comes out? Or in other words is this a down selection process for an eventual RFP?

Answer: No, a vendor would not be precluded from supplying a proposal on an RFP if they did not respond to the RFI. However, as the Department is in the process of evaluating this concept, if we receive no responses to the RFI, the likelihood of an RFP will decrease, and if one is released, it may not provide for all of the products or services that may make it attractive to potential proposers.

4/21/17ITB: 418-18

Question: Are piler/conveyors customer supplied?

Answer: ODOT intends to use only vendor supplied conveyors where conveying is needed.

4/19/17Question: ITB 115-17 Do we have to bid all of the districts that are requested?

Answer: No, Bidders may bid on one or multiple Districts.

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Office of Contracts – Purchasing Contracts Prebid QuestionsCan we bid particular counties only of neighboring districts?

Answer: Yes, Bidders may submit bids for any or all counties within each ODOT District.

4/13/17ITB: 190-17 (Roofing)

Question: If the bidder has previous pricing commitments with other government procurement contracts, such as Ohio State Term Schedule, can the bidder respond with pricing equivalent to that schedule for materials and modify pricing accordingly on an annual basis?

Answer: You can use the same pricing as you supplied in the STS contract for materials as long as you submit the comprehensive list required. They would still be separate contracts and would not be interconnected in any way. The pricing for 190-17 is firm for the contract term and there is no provision to modify the pricing annually.

4/12/17ITB: 190-17 (Roofing)

Question: 3. In the REQUIREMENTS/SPECIFICATIONS on page 9, Section 8 addressed Emergency Response. Please define what constitutes an emergency and thereby justifying a $100/hr. late response charge to the contractor.

Answer: Any roofing condition at a site that could endanger the occupants or subject the facility to damage shall be considered an “Emergency” by ODOT as directed by the District Facilities Program Administrator or their designated representative.

4/6/17ITB: 521-17

Question: On page 32 of the bid it states the outside of the bid package should contain the Bid#, Service, Deadline and Company name however at the bottom of page 13 and top of 14 it says the outside of the package should have just Submitted from and Submitted to. Which should be used?

Answer: Follow page 32.

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Office of Contracts – Purchasing Contracts Prebid Questions3/23/17ITB: 112-17 (Annual Generator Inspection)

Question: 1. GEN-D21-02, Central Office, The serial number 285860 is not correct for a 600 kW it is the serial number for a 30 kW Kohler. Please provide the correct serial number. Please see the attached photo of the nameplate tag, correct number is 285680.

2. Question: Do we need to include the costs of belts and engine tune up parts in the pricing for the annual PM or can it be quoted when the items need to be replaced?

Section 7.1: Annual Inspection, reads:

7.1: Annual Inspection

Any and all materials and supplies required for routine annual maintenance shall be included in the annual Inspection cost for each generator unit.

Check coolant levels.

Analyze coolant for proper antifreeze percentages and adjust accordingly.

Inspect cooling system hoses.

Tighten hose clamps as needed.

Replace fuel filters.

Clean air cleaner.

Service belts as required.

Check engine heater operation.

Drain exhaust line.

Check battery charger operation and charge rate.

Check battery electrolyte levels and specific gravity.

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Office of Contracts – Purchasing Contracts Prebid QuestionsCheck generator output voltage and adjust as necessary.

Emergency system operation with load transfer.

Emergency system operation without load transfer.

Frequency check / governor adjustment.

Check Transfer switch and accessory operation.

Check engine alternator charge rates.

Check engine and generator gauge and indicator operation.

Check generator set controller operation including shut-down functions and emergency stop.

Lube, oil and filter change.

Engine tune-up with parts.

3. Question: Can you provide the kW sizes for GEN-D01-02 and GEN-D01-03? Cannot price the PM without kW sizes.

GEN-D01-02 is 300 KW and GEN-D01-03 is 200 KW

4. Question: GEN-D01-05 is missing a number from the serial number, please provide the full serial number.

This is the complete serial number for the unit.

5. Question: GEN-D01-05 is missing a number from the serial number, please provide the full serial number.

I would assume you meant to change the unit number to GEN-D01-10 for this question. If so, the complete serial number is listed on the pricing spreadsheet.

6. Question: GEN-D04-01 and GEN-D04-04 do not have a kW size listed. Cannot provide pricing for these units without a kW size.

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Office of Contracts – Purchasing Contracts Prebid Questions7. Question: GEN-D05-01 does not have any unit info listed, please provide unit info to include a kW size so that pricing can be done.There is currently no unit at this facility. The building is being torn down and replaced at the present. Enter pricing as $0 for this site.8. Question: GEN-D06-03 does not have any unit info listed on the spreadsheet. Please provide unit info to include a kW size so that pricing for this unit can be included in the bid.

There is currently no unit at this facility. The building was torn down and is being reconstructed. Enter pricing as $0 for this site.

9. Question: Please provide the kW sizes for units GEN-D12-05 and GEN-D12-07 so that pricing for these units can be included in the bid.GEN-D12-05 is a 30 KW unit and GEN-D12-07 is a 15 KW unit.

3/22/17ITB: 112-17 (Annual Generator Inspection)

Question:

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Office of Contracts – Purchasing Contracts Prebid QuestionsCan you please confirm the infromation for D11-08 I believe this site has moved and may be a different genset there!?

Answer: Correct, the unit details are below. Sorry for the confusion.

Manufacturer Model Serial Phase/Voltage KWFuel

Source

Kohler 125REZGB 3/120-208 125 NG


Question: What is included in the scope of the tune up on the natural gas units?

Answer: If you are referring to the “Engine tune-up with parts” service listed in Section 7.1 Annual Inspection, the scope would be in accordance with the manufacturers recommended services.


Question: There are several Districts that do not have Manufacturer, Model, serial #, voltage, KW, or Fuel Source. Are the generators gone from those sites?

ANSWER: With the exception of the D8 ARTIMIS building, all of the other sites do not currently have generators because they are new facilities. They will be completed at some point this year and then be under a factory warranty period before they will require service. They were included to indicate the total quantity of generators that would need servicing at some point during the contract.

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Office of Contracts – Purchasing Contracts Prebid QuestionsThe ARTIMIS site was inadvertently missed. The specifics are:

Manufacturer Model SerialPhase & Voltage

KWFuel

Source

Kohler 500ROZD4 0702719 3-120/208 500 D

3/21/17ITB: 311-17 (Aerial Film Scanning Services)

Question: Can you verify that these are all 250 foot rolls or if there are also 500 foot rolls. We prefer charging based on the frames in case there are a large amount of blanks or shorter rolls in the batches for scanning. A 250 ft roll would have to be based on as many as 280 Frames where often there may only be 225 frames. If there was a short roll of 100 frames for example I would not feel right charging a full roll price.

Are all the rolls remaining B&W or is there color that you would want to have a set made with dust and scratch modes turned on with the Wehrli photogrammetric scanners? On archival color rolls we have often sent the client both the before and after file so they have an actual record of the film along with the image with as much of the Dust & Scratches removed as possible.

All of our film is on 250 foot rolls with between 225-325 images per roll, bids should be on a per roll basis. The film that remains to be scanned is approximately 98% black and white. There is no need to remove scratches from the images, we would prefer the scan be as close to the original image as possible.

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Office of Contracts – Purchasing Contracts Prebid Questions3/15/17100-18 (Aggregate)

Question: How do we bid the aggregate used with the Durapatching system used by ODOT. Is this something that is bid under the Invitation 100-18? If so, is there a place to write in this aggregate item?

For equipment such as the Durapatching System, we do not specifically call out a type of material, nor do we have a place on this contract that indicates materials for this specific type of equipment. It is possible that materials bid on this contract may be used in equipment such as the Durapatching System.

For this contract, several types of stones/slag/gravel are being requested. The materials must follow the requirements as indicated in Section 4 of the contract. Several references are made to ODOT’s C&MS book and supplemental specifications.

I am also curious/interested if there are any requirements and/or specification regarding the aggregate used with the Durapatching system.ODOT does not specify requirements for the Durapatching system. We recommend that you inquire from the manufacturer about any requirements and/or specifications.

3/9/17ITB: 521-17

Question:

How is it determined when each of the activities (e.g. SWOT Analysis) is complete?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: The selected Vendor (team of Prime Contractor, Prime Consultant, and Business Development) will evaluate each DBE and determine its strengths, weaknesses, opportunities, and threats (SWOT analysis).

What happens if the DBE fails to complete the required work for the activity?

Answer: If the DBE fails to complete the required work for the activity, the ODOT project manager will determine why the work has not been complete and communicate between the DBE and the selected Vendor (team of Prime Contractor, Prime Consultant, and Business Development) to resolve the issue. If issues persist where the DBE fails to complete the required work for the activity, the DBE will be released from the Capacity Building program.

2/3/17160-17 Mowing Services

Question: On the pricing excel sheet it is asking for a price for ‘Identified Project Labor”. Can you explain what you are asking for here?

We are asking for the vendor to include hourly rates for their different positions in their company. This is for work requested in accordance with Section 8: Outside Scope of Work. Bidders should enter their different positions and hourly rates, for example:

Laborer $1.00 per hour Landscape Designer $10.00 per hour Lead Worker $5.00 per hour Equipment Operator $5.00 per hour

The above are just examples of the different positions in the company that could be used for additional work. The idea is to have hourly rates and material markups so we can do other work we may require.

1/24/17ITB: 248-17

Question: We would like to point out that FMVSS214 applies solely for vehicles under 10,000gvwr. As these vehicles and floorplans cannot be accomplished on a chassis under 10,000gvwr we would request the State delete this portion from the spec. FMVSS214 may only apply to one of the vendor's vehicle, not to all other bidders.

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Answer:

1/17/17ITB: 248-17

Question: Page 19, Section 1E - We would like to request an approved equal to add Jensen as a brand for the AM/FM Radio/CD Player. This is our manufacturer's standard radio.

Answer:

Question: Page 21, Section 4G - We would like to request an approved equal to add the Freedman Shield Driver's seat and also the Ford OEM Driver's seat. Both seats meet all specifications as stated in 4G.

Answer:

Question: Page 29, Section 9L - We would like to request an approved equal for Gerflor fire-resistant flooring. Gerflor is an equivalent of the RCA Rubber and also carries the same 12 year warranty as RCA rubber flooring as well.Answer:Question: Page 33, Section 2Q - We would like to request an approved equal to use a plastic First Aid Kit container. This is our manufacturer's standard.Answer:

Question: The new Ford Transit cutaway model is available now and Altoona tested. This chassis could be put into it's own separate contract as a narrow body alternative to the E350 chassis with the large 6.8L V-10 engine. The chassis would offer your customers both cost and fuel savings and could be accomplished rather easily by adding just a few specification changes as listed below. We would request ODOT consider adding this chassis to the specification this year to allow customers to purchase through the contract. Listed below are the list of changes to the chassis that would be needed as the body specifications are the exact same as the Narrow Body specification that is currently being requested.

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Office of Contracts – Purchasing Contracts Prebid Questions1)Driver Seat. a.There is no aftermarket driver seat available for the Transit. The Ford OEM seat must be used as well as the Ford OEM cloth fabric. b.The seat includes a RH Armrest and Lumbar. 2)Batteries. a. Vehicle batteries are located under the driver's seat of the chassis. They must be left in the OEM position which is underneath the Driver’s Seat. b.Gas engine batteries are Dual 610 CCA – 70 AH rated. c.Diesel batteries are Dual AGM 760 CCA – 70 AH rated 3)Alternator. a.Gas is 230 Amp b.Diesel is 210 Amp 4)Tires. a.195/75/R16C 5)Rear Axle is 4.17 Ratio 6)Wheelbases are 138” or 156” 7)Front Suspension is Independent MacPherson strut with stabilizer bar. 8)Engines. a.Gas is 3.7L and is not flex fuel. HP is 275 @ 6000 RPM. Torque is 260 @ 4000 RPM b.Diesel is 3.2L. HP is 185 @ 3000 RPM. Torque is 350 @ 1500-2500 RPM. 9) OEM Block Heater is 400 Watts 10) Request deletion of Driver Board due to the low entry height and unibody construction. 11) There is no availability of a Telma Retarder. 12) GVWR - 10,360lbs Answer:

1/12/17ITB: 248-17

Question: Page # 18 10c Minimum Original OEM Gas Engine LTL 6.8L V10 Please Approve GM 6.0 Vortec V8 Gas Engine

Answer:

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1/6/17Re: Invitation No.: 248-17 Light Transit Vehicles

1. Cover Page [and elsewhere in the IFB]: Bid Due Date 1/20/17. Please postpone bid opening to two weeks after answers to bidder requests are posted so that bidders have a chance to review responses and then work with manufacturers and suppliers to provide best possible bids and pricing.

Answer: ODOT will consider postponing the bid opening after the optional pre-bid meeting on 1-13-17.

2. Page 3, Section 1.1 Quantity: Please advise, is the average 170 vehicles per year of a total for the previous 4 year period referenced in this section?

Answer: The 170 vehicles per year is only an estimate that dates back several years. In the past two (2) years,, ODOT participated in the purchase of approximately 240 vehicles for our subrecipients. That number will vary by biennium based on available grant funding and demand from our subrecipients.

3. Cover Page and Section 4.1: There is an apparent conflict for the due time. The cover page indicates that bids are due at 2:00 PM and Section 4.1 indicates 11:00 AM. We would request that bids be due as late as possible in the day to allow for overnight package delivery.

Answer: The bids are due on January 20, 2017, at 2:00 PM EST. Please disregard the 11:00 AM time in Section 4.1 on page 3.

4. Form 6: TVM: Page 7 - The last two paragraphs require bidders to submit both the FTA approval letter and the “federal fiscal year 2012 DBE goal statement. Please confirm that ODOT requires 2017, not 2102. Also, we would request that bidders be able to provide only the FTA approval letter and not the goal statement submitted to the FTA also. Please clarify that ODOT requires 2017 and approve that our goal statement need not be submitted with our bid and the FTA approval of our DBE program is sufficient.

Answer: The bidders only need to provide the FTA TVM approval letter and not the goal statement. Please disregard the “2012 DBE goal statement”.

5. Page 16, Sec. 30. Pricing: Where it reads; “Vendors must submit only one type and size of vehicle per form.” Please clarify, what this means exactly. It is our understanding that this provision applies only to the pricing pages. Or, does this section also apply to Forms 1 through 7 as well? The top of Form 1 reads; (Submit one set of forms (Forms 1 through 7) with each bid submitted). Simply said, can we submit one set of forms 1 -7, and check all the boxes in Forms 1-7

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Office of Contracts – Purchasing Contracts Prebid Questionsfor all vehicle types we are bidding; or do we need to submit a complete and separate set of forms 1-7 for every vehicle type we bid checking only one box? Please clarify.

Answer: The bidder only needs to provide one unique price sheet per type of vehicle they are bidding. Additionally, the bidder needs to provide only one set of Forms 1 through 7 but check all the vehicle types they are bidding on at the top of the sheet.

6. Page 16, Section 30. Pricing: Please clarify what is meant by the last sentence that reads: “All options shall have a valid price as an upgrade from the standard and a price if purchased separately from the vehicle chassis.” Is ODOT asking for two prices and if so, where and how are they to be recorded on the pricing sheet. We noticed in the Excel price workbook, for a few options [i.e. Seats, Lift & Lift Securement System] there is a cell on either side of the description. What is required on the left, Column A, a product model/description or a price if purchased separately from the chassis? We assume that Column C is for an upgrade or adding the option to the bus? Please clarify this section and what is required in Column A of the price sheets where input is required.

Answer: ODOT is simply asking for the price of the option if purchased separately and not part of the specified equipment to be included with the vehicle. The price should be shown in column C. Nothing should be included in Column A.

7. Page 17, Sections 3A, 4A and 5A. The three sections state “report number and date” Does ODOT require copies of these reports be submitted with the bid and if so can reports be submitted on CD instead of hard copy; or does ODOT just want bidders to record the report number and date of report on page 16 next to the applicable section? Please advise.

Answer: ODOT is only requiring the report number and date of the report. ODOT is not requiring a hard copy or CD copy with the report.

8. Page 17, 12A. May bidders submit a CD copy of the Altoona Bus Test Report or is a hard copy of the summary required? Please advise.

Answer: ODOT prefers that the bidder submit a CD copy of the Altoona Bus Test Summary Report.

9. Page 17, Sec. 2B: Maximum Exterior Width: LTN: Please approve 96” in lieu of 88”. Since this is a dual rear wheel chassis vehicle, little is gained by placing a narrow body on a wide chassis that has fender flares that stick out several inches beyond the exterior sidewalls of the vehicle. This has been a topic of discussion and several ODOT spec meetings. With larger wheelchairs and passengers today a wider body provides many advantages.

Answer: ODOT does not see value in increasing the maximum exterior width of the LTN to 96”. Bidders should bid on the LTV or LTL if they prefer to bid larger vehicles.

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10. Page 20, Section 16E. This section refers to an “Optional: Mirror mounting on front hood. (See item 27I). We could find no Item 27I in the specifications. Please delete.

Answer: Bidders should disregard the sentence in Section 16E that states: “Optional: Mirror mounting on front hood (See item 27I).”

11. Page 21, Section 11F. Please expand LTN and LTV to 4.56. 4.10 is no longer OEM standard.

Answer: Bidders should replace “4.10” to “4.56” in Section 11F. on page 21.

12. Page 21, Section 1G. Please approve an 8” wide running board in lieu of 12”. At 12”, the running board will protrude well beyond the bus body on our bus.

Answer: ODOT will consider the request to approve an 8” wide running board in lieu of 12” after a discussion at the Pre-bid meeting on 1-13-17.

13. Page 21, Section 2G. Please clarify if the Ford OEM flooring in the driver’s area meets this requirement, or if a removable black rubber mat is required.

Answer: ODOT will consider the request to delete the removable black rubber Driver’s Mat after a discussion at the Pre-bid meeting on 1-13-17.

14. Page 25, Section 18J: Please accept yellow Dura Diamond coating for this option in addition to powder coated. Dura Diamond is a recognized yellow coating for grabs and stanchions that will last the life of the vehicle and provides a more user friendly surface than powder coating.

Answer: ODOT will consider the request to accept yellow Dura Diamond coating as an option to powder coating after a discussion at the Pre-bid meeting on 1-13-17.

15. Page 27, 1L: Floor Construction: This specification is a design for a limited number of manufacturers. Our floor structure design is a stronger superior design than what is specified, meeting FMVSS 214 Side Impact and 221 Joint Strength; and has been approved by ODOT in all previous year bids and awarded contracts. It is also approved by the States of NY, MI, WI, MN and others. Below is a drawing and a 6 minute crash test video demonstrating the strength of our floor which can be viewed by clicking on this web link http://www.shepardbrosinc.com/crashtest.htm. We use 11 gauge Z channel steel with a minimum of 50,000 PSI yield strength and 60,000 PSI tensile strength, low alloy high strength in our floor structure. Customers in Ohio who have accepted this floor design and have vehicles in service also include Toledo Area Regional Transit Authority, Metro RTA in Akron and Richland County Transit. Please approve.

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http://www.shepardbrosinc.com/crashtest.htm


Answer: ODOT will consider the request to accept the alternate floor construction after ODOT analysis and discussion at the Pre-bid meeting on 1-13-17.

16. Page 30, Section 6M: Please clarify the following questions for this section. a. First Paragraph: “Please define “larger vehicles”, and “When this method is used”, in this section. Is longitudinal track as this paragraph specifies a good idea or required and if required is it on the two LTV and LTL vehicles? The way this paragraph reads, it seems that bidders could bid standard transverse L track which is less cost.; and we are not sure that is what ODOT requires Please clarify.

Answer: ODOT will reevaluate the language in the section and discuss the requirements at the Pre-bid meeting on 1-13-17.

b. Second Paragraph: Please define “smaller vehicles”. Is this the LTN and if so is transverse track really what ODOT wants? Please clarify.

Answer: ODOT will reevaluate the language in the section and discuss the requirements at the Pre-bid meeting on 1-13-17.

17. Page 30, Section 8M. Please accept our interior lift door lock which is similar to our emergency door lock that is specified earlier in the ODOT specifications [except that the lift door lock is not interlocked with the starting circuit]. Our interior is out of the weather and not subject to failure or corrosion. The lock does not require a key to operate it. The lock is mounted on the lift door and is activated by the operator using his hand. The lock will last the life of the vehicle.

Answer: ODOT will consider the request to interior lift door lock after ODOT analysis and discussion at the Pre-bid meeting on 1-13-17.

18. Page 31, Section 12M: Please allow for up to 100 lift cycles in lieu of 50.

Answer: ODOT will consider the request to allow for up to 100 lift cycles after discussion at the Pre-bid meeting on 1-13-17.

19. Page 53 of 74, Section 13. Unit Bid Prices, Subsection b. Credit Card Fees: We would request that this provision be deleted from the procurement and that ODOT affirm that credit cards will not be used for payment. The cost of credit card fees will increase the price of vehicles. We will accept checks or electronic funds transfers. Please approve.

Answer: This is standard ODOT bid language and does not apply to payment of vendors for this contract.

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20. Page 54 of 74, Section 14. Preference for Ohio/Border State of Products: It is our understanding that geographic preference except in special cases, is not permitted when FTA funds are used to purchase vehicles. Please advise if this section applies or not. If it does apply, we could not find the “Buy Ohio/Buy America Certification Statement form” referenced in this section. Please advise.

Answer: This is standard ODOT bid language using state funds and does not apply to this contract.

21. Page 61 of 74, Section 9. Placement of Orders/Methods of Payment: Please delete the payment card method of payment. There is a cost associated with payment cards than must be added to the cost of the vehicle. Or, please affirm that ODOT will not use payment cards to pay for vehicles. Please approve or clarify.


22. Page 65 of 74, Section 25. Contract Damages, Subsection B. Liquidated Damages: Please delete the liquidated damages requirement of 1% per day. At the rate of 1% per day the charge would be $400-$900 a day depending on final bus price which is excessive.


23. Page 69 of 74, Section 47. Damages for Services Performed Outside of the United States: There are a few references in this section to “United Departments”. It is our hunch that this reference should read, “United States”. Please clarify.

Answer: Please disregard the term “United Departments” in Section 47. It should read “United States.”

24. Page 69-71 of 74, Section 48. Non-Discrimination/Compliance with Applicable Laws: There are a number of references in this section to the Federal Highway Administration [FHWA]. While both administrations are in the US, Dept. of Transportation, and their regulations are similar, shouldn’t the Federal Transit Administration [FTA] apply in this case in lieu of the FHWA? Please advise.

Answer: The Federal Transit Administration is not specifically mentioned but is included as part of the U.S. Department of Transportation.

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Office of Contracts – Purchasing Contracts Prebid Questions248 Pricing, Excel Workbook: Please clarify the following:

25. Sentence reads: “Vendors must submit only one type and size of vehicle per form. If the LTN, LTV, and LTL vehicles are being bid upon 3 separate forms must be submitted.” We will certainly submit three separate pages, hard copies, but can we submit only one pricing CD for vehicles bid, or do 3 CDs need to be submitted?

Answer: The bidders may submit one pricing CD for all the vehicle bids.

Also, we assume that both the 22 and 25 foot vehicles can be submitted together even though they are different sizes. Please advise.

Answer: The 22 and 25 foot vehicles may be submitted together.

26. Sentence reads: “All options shall have a valid price as an upgrade from the standard and a price if purchased separately from the vehicle chassis.” Please clarify.

Answer: ODOT is simply asking for the price of the option if purchased separately and not part of the specified equipment to be included with the vehicle.

27. It is our understanding that an 800 pound lift [customer choice], seats, and wheelchair securements [customer choice] for the specified seating plans are to be included in the unit price of each vehicle. Please clarify.

Answer: Yes…the 800 lb. lift, seats, and wheelchair securements for the specified seating plans are to be included in the unit price of each vehicle.

28. What is to be recorded in Column A cells under the headings, “Seats”, “Lift” and “Securement System”? Please clarify.

Answer: Nothing is to be recorded in Column A.

29. Cell reads: “Price for upgrade from Standard Build (+/-)”. Please clarify. For instance the price to add a “Single Passenger Seat with Grab Rails” to a base bid seating pan is not the same amount as it is to delete a “Single Passenger Seat with Grab Rails”. It costs a little more to add a seat than it does to delete the same seat, or wheelchair securement.

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Answer: ODOT is simply asking for the price of the option if purchased separately and not part of the specified equipment to be included with the vehicle. We can discuss this further at the Pre-bid meeting on 1-13-17.

12/19/16ITB: 229-17 (Annual Inspection & Repair of Cranes and Hoists)

Question: Do you need travel and per diem included in the Total Annual Inspection Cost, or is that just the inspection labor? The annual inspection cost is the total fee charged to perform the annual inspection on that specific unit. It includes everything you need to get to the site and perform the work. Do any facilities have scissor lifts or boom lifts? No Do we need a boom lift, or will a scissor lift reach all hoists? I would think all of our lifts could be reached with a scissor lift, however, I have no way to confirm that. What hours can we inspect each day, and can we work over the weekend? Please reference Section 9 of the specs copied here for information:

Section 9: Labor

9.1: Standard Repair Service

All non-emergency work and deliveries shall be made between the hours of 7:00 AM and 4:00 PM, Monday through Friday, excluding state holidays, unless special permission is granted in advance by the District Facilities Maintenance Supervisor or their designated representative to temporarily waive this requirement.

ODOT will notify vendor by phone that standard service is required due to equipment failure. Vendor shall respond to a call for Standard Repair Service from the District Facilities Maintenance Supervisor or designated representative within twenty four (24) hours from the first telephone, e-mail or fax request. Scheduling of this labor shall be by mutual agreement of the District Facilities Maintenance Supervisor or designated representative and the awarded vendor.

12/15/16ITB: 229-17 (Annual Inspection & Repair of Cranes and Hoists)

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Office of Contracts – Purchasing Contracts Prebid QuestionsQuestion: 1. This ITB is titled "Annual Inspection and Repair of Cranes and Hoists". Are the cranes overhead cranes or truck mounted cranes or both?

Answer: This is for overhead cranes only.

2. Is this an all or nothing bid or can we provide a bid for the inspection portion only? Diversified Inspections does not perform repairs.

Answer: The intent of this contract is to award to vendors who can inspect and repair overhead cranes.

12/13/16

ITB: 142-17

Question: Section VIII. TECHNICAL SPECIFICATIONS - Additional Functions/Optional Solutions lists 3 'software levels' in the table: BASIC, MID, & ADVANCED. Are we to follow that structure or is that merely an example?Answer: This is an example format.

ITB: 142-17

Question: Business Requirements Specification 2.08 - The application shall be capable of controlling the frequency of GPS and Mobile Data pushes (starting at 10 seconds). Question: Is less than 10 seconds permitted?

Answer: This will be negotiated with the transit agency. The minimum standard must meet this requirement.

ITB: 142-17

Question: Business Requirements Specification 5.01 - The Vendor shall provide a minimum of 3 weeks onsite training. Question: Is this a per-site requirement?Answer: The three weeks was established by the transit agencies. They felt it was important to have 1 week with Admin, 1 week with Drivers, and 1 week with Dispatchers. It was also important to have someone there once the Drivers and Dispatchers go live and then have questions. Keep in mind this

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Office of Contracts – Purchasing Contracts Prebid Questionsprocess is to gather vendors that can meet the minimum specification. All details of a contract will be negotiated with the transit agency. This requirement is meant for each site

ITB: 142-17

Question: Business Requirements Specification 7.12 - The application may be capable of using Fixed Routes. Question: Using fixed routes to do what exactly?Answer: The application may be capable of gathering data required to report to ODOT on Fixed Route systems such as revenue vehicle miles, passengers, farebox, etc. The application should also be able to capture all other data related to operating Fixed Route transit service.

ITB: 142-17

Question: Business Requirements Specification 7.20 - The application shall be capable of locking manifest on tablet prior to completion of pre-trip vehicle inspection. Question: Is there a similar requirement for post-trip?Answer: At the time the post trip inspection is completed, an additional manifest is not loaded. At this time there is not a similar requirement.

ITB: 142-17

Question: Figure 2 – Ohio’s Rural Transit System Sub-recipients. Questions: What are the fleet sizes of each agency listed here?ITB: 142-17

Answer:

All information about the Ohio Rural Transit System’s is available on the ODOT Office of Transit website in the Status of Public Transit. The link can be found in this section of the ITB.

12/12/16

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Office of Contracts – Purchasing Contracts Prebid QuestionsITB: 031-17 (Fuelmaster Maintenance & Service Contract)

Question: Please explain the optional trip charge per single project. Not sure we understand clearly.

Answer: The optional trip charge per single project is for work completed in accordance with section 7.3 of the specs. For example:

If we contact you to come out to a site to relocate an FMU pedestal like what you did for us at Warrensville, you could bid and charge for a “trip charge”. This is like a service call to pay for your time to get to the project. Since we do not pay for mileage or travel time, this is a way for you to recoup costs for the time it takes to get your staff to our location. This charge would only be paid once per project.

12/9/16ITB 031-17 (Fuelmaster Maintenance & Service Contract)

Question: Section 3: We are permitted to NOT bid on certain districts due to geographic constraints at our discretion. Should we leave those blank, or provide pricing even if the travel charges may be prohibitive? Answer: You should leave those Districts blank.

Question: Section 5: I assume the discount noted in our bid proposal for catalog items pertains only to work that is not part of the Super Maintenance Agreement, otherwise catalog parts are provided by Syntech per the Super Maintenance Agreement. Is this correct?

Answer: Correct

12/9/16ITB: 031-17 (Fuelmaster Maintenance & Service Contract)

Question: 6.1.1: Are we to invoice Syntech for all work performed under the Super Maintenance Agreement?

Answer: As stated in 6.1.2:

One hundred percent (100%) of all fees associated with this service shall be borne by Syntech for the duration of this contract and any subsequent contract(s) through the expiration of the Super Maintenance Agreement purchased in accordance with contract ODOT RFP 509-12.

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Office of Contracts – Purchasing Contracts Prebid QuestionsQuestion 6.1.3: In the event that the ODOT mandatory contracted vendor and the Syntech authorized vendor disagree as to the source of an issue (FuelMaster vs. fueling equipment), how is this to be resolved?

Answer: We are all professionals and I believe we will all cooperatively manage any potential issues. If the diagnostic chart is followed and troubleshooting is completed with the help desk, the issue should be identified sufficiently.

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Question Section 9: We typically guarantee workmanship for 30 days, and material for a period in accordance with manufacturer's specifications. Is this acceptable?

Answer: On page 48 of Attachment B, in section 9.0 Warranty, Syntech is warranting labor and materials for a period of one year. Any maintenance or project work you perform on this contract is covered by the Syntech warranty provisions.

Question: Item 5: The link is unavailable. Will be notified if the bid specifications are amended?

Answer: Yes

12/9/16ITB: 142-17

Question: In regards to the above referenced Request for Proposals, RouteMatch Software respectfully requests clarifications/responses to the following questions:

1. Section 4.05 – could ODOT define what interface protocol is required with BlackCat and a list of data reports required to integrate with BlackCat. 2. Section 4.05 – are vendors to include any interface costs with the BlackCat system? 3. Section 4.06 – Third Party Reports – can you identify what third party reports are required and how these reports are to be provided? 4. Section 4.10 – are these requested reports new/custom reports or existing reports? 5. Section 5.02 – in the pricing sheet are vendors to include a single line item for the 3 weeks of onsite training in the Total Personal Services column? 6. Section 5.04 – new hire training via web portal, are vendors to include a single line item for these services? If so, are vendors to determine how much training is needed for the entire system or specific modules? 7. Page E-1 Business Requirements – could you please describe how vendors should respond to the Basic and Upgrade columns? (I.e. – Putting an “X” under Basic means the description is a standard ‘out-of-the-box’ feature of the product. Putting an “X” under Upgrade means the description requires additional costs, development, etc.?) 8. Page E-1 Business Requirements – should vendors respond to these requirement in a separate excel format or include it within the proposal material? 9. Section 4 Non-Functional Requirements. The Vendor shall ensure each scheduler/dispatcher workstation includes two monitors. Are vendors to included hardware costs for the workstations or will the transit agencies procure the workstation/monitor hardware? 10. Sections 1.39 & 4.11 – what preventative maintenance intervals are to be captured? Is this a requirement? 11. Section 2.10 – the application of SMS/IVR reminders is not a requirement but does ODOT want vendors to include pricing for this module? If so, where on the pricing sheet should the non-requirement options go?

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Office of Contracts – Purchasing Contracts Prebid Questions12. Section 7.12 – are vendors to include pricing for Fixed Route? 13. The pricing sheet indicated that hardware costs are to be included in a separate spreadsheet. Can vendors include other optional costs on this separate sheet? (I.e. – web portals, rider apps, etc.) 14. For consistent and comparable pricing evaluations for all vendors, is there a baseline quantity of vehicles or users when pricing the system? (i.e. – Vendor 1 might assume pricing for a 10 vehicle / 3 user agency and Vendor 2 might assume pricing for a 30 vehicle / 6 user agency. Therefore the Fixed Implementation Costs might be skewed). 15. Should vendors include their cellular data costs on the separate pricing sheet? 16. The submission format mentions 4 printed copies, does ODOT require any original documents?

12/9/16ITB: 142-17 (Scheduling and Dispatching Software Systems)

Question: Section VIII. TECHNICAL SPECIFICATIONS - Additional Functions/Optional Solutions lists 3 'software levels' in the table: BASIC, MID, & ADVANCED. Are we to follow that structure or is that merely an example?Answer:Question: Business Requirements Specification 1.09 - The application shall capture client Required Accommodations data. Question: Are these accommodations limited to vehicle type?Answer:Question: Business Requirements Specification 1.26 - The application shall capture trip summary data for Trip Turndowns. Question: When are Trip Turndowns permissible?Answer:

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Office of Contracts – Purchasing Contracts Prebid QuestionsQuestion: Business Requirements Specification 5.01 - The Vendor shall provide a minimum of 3 weeks onsite training. Question: Is this a per-site requirement?Answer:Question: Business Requirements Specification 7.12 - The application may be capable of using Fixed Routes. Question: Using fixed routes to do what exactly?Answer:Question: Business Requirements Specification 7.20 - The application shall be capable of locking manifest on tablet prior to completion of pre-trip vehicle inspection. Question: Is there a similar requirement for post-trip?Answer:

Question: Figure 2 – Ohio’s Rural Transit System Sub-recipients. Questions: What are the fleet sizes of each agency listed here?Answer:Question: This may have been answered at the pre-bid, but are we to submit one fixed price for any agency listed in Groups 1-4?Answer:

12/8/16ITB: 097-17 (Traffic Count Data Services)

Question: Paragraph 6.3 states "An item in this contract includes the use of a law enforcement Officer with Patrol Car."

Which item in the ITB requires the Law Enforcement Officer? There is no mention of Law Enforcement Officer anywhere else in the document so I am not sure why this would be needed to be included in the ITB/Price Sheet.

Answer: It’s intended be available for use in situations including, but not limited to, multi-lane, high traffic volume locations where the presence of a Law Enforcement Officer adds to the safety of the counting crews. It is to be used on an “as needed” basis and agreed upon with the ODOT contract manager.

12/7/16ITB: 142-17 (Scheduling & Dispatching Software Systems)

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Office of Contracts – Purchasing Contracts Prebid QuestionsQuestion: In regards to Section IV, Project Location, could you please clarify what is the status of the counties labeled white in regards to this ITB? Are these "white labeled" counties able to buy from the state contract? The legend does not provide any information regarding the counties labeled white.

Answer: The only entities permitted to participate in this ITB are listed in SECTION V. PROJECT PARTIES Subsection a. Ohio’s Rural Transit Systems-Sub Recipients (Figure 2 – Ohio’s Rural Transit Systems Sub-recipients). The map in SECTION IV. PROJECT LOCATION (Figure 2 – Ohio’s Rural Public Transit System Locations with Software and Broadband access) identifies the location of the Rural Public Transit Systems listed in Section V.

Entities not on the list in Section V, no matter what county they may be in, are not eligible to participate in this ITB. Therefore, the map was not intended to exclude the counties in white but was intended to identify the counties where eligible entities are located.

12/7/16

ITB: 097-17 (Traffic Count Data Services)

1. What traffic control is required when installing road tubes? Would Figure TA-4 apply? Basically, this figure is for a Mobile Operation with a work vehicle with a Shoulder Work Ahead sign.

Answer: Traffic control for a short-duration or mobile operation is applicable in most cases when installing road tubes. Yes, Figure TA-4 would apply. However, locations may vary and additional traffic control may apply in certain situations. Safety is of utmost importance and the contractor should be prepared to provide additional traffic as required.

2. Are there certain roads within the State that would require a permit, i.e. Ohio Turnpike or is there a blanket permit for the State?

Answer: There isn’t a blanket permit for the State. Permits vary based on the jurisdiction (State DOT, Municipality, City, etc.) being counted. The contractor is required to make contact with these jurisdictions and obtain the proper permits as required prior to conducting any work.

3. Is scheme F class counts required for all TM locations?

Answer: Scheme F is required for all “counter/road tube” classification configurations (Items A and B) unless otherwise stated by ODOT. Turning movement counts (Item C) should have the capability to identify Scheme F type vehicles, but typically ODOT reports Cars (1-3) and Trucks (4-13) for these types of studies. Non-intrusive spot counts (Item D) will be collected via video or radar device. Sites collected with video, as with a turning movement count, should have the capability to identify Scheme F type vehicles, but typically ODOT will report Cars (1-3) and Trucks (4-13) for these types of studies. Radar equipment should have the ability to set/adjust length bins based on vehicle length and have the ability to generate multiple groups of different length vehicles and report as such.

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4. Is the use of police paid for by the contractor or ODOT?

Answer: It is paid for by ODOT at the bid price listed in item E1 of the pricing sheet. 12/5/16

ITB: 097-17 (Traffic Count Data Services)

Question: On page 27 of the ITB, Item 13 UNIT BID PRICES, the document states that “The unit bid price(s) submitted shall govern the award of this invitation to bid”. Please provide clarification on how the low bid price is determined. Is the vendor selected for each count type in each region? (In other words, can multiple vendors be assigned to an individual count type in each region, or will one vendor be selected for each entire region?) If one vendor is selected in each region, what will constitute a low bid, since the quantity of each count type is unknown?

Answer: See page 6, Section 3, “Multiple Award.” Bidders meeting contract requirements will be added to a list of awarded count contractors by each region. Work will then be assigned based on factors such as, but not limited to, cost per item and contractor availability.

ITB: 097-17

Question: On page 6 of the ITB, Section 1, paragraph 3, the document states that “Bidders shall provide three (3) government agencies to act as references to the firm’s technical expertise and experience in managing traffic data collection services and equipment.” Major data collection programs from government agencies are fairly rare in Ohio. Will the State accept ODOT as a reference for this project? If ODOT is a reference, will other references be required? Can other prime consultants, using the vendor in a sub-consultant role for data collection, be used as a reference in lieu of other government agencies?

Answer: Responses to technical expertise and experience should be thorough. Reference should be made to any work previously conducted for agencies such as, but not limited to, State DOT’s, County Engineer’s, City Engineers’, Planning agencies, etc. Any work conducted as a sub-contractor should indicate the prime contractor and the work conducted.

12/2/16ITB: 021-17 (Cab & Chassis)

Regarding page 10, line 4h-

Question: How many blanks are you looking to replace on the unit? document.doc of 261

Office of Contracts – Purchasing Contracts Prebid QuestionsQuestion: What type of blanks(push or pull) and what specific vocation will this be hooking into so dealer knows how much power is being relayed through the component?

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Office of Contracts – Purchasing Contracts Prebid Questions11/8/16ITB: 191-17 (General Maintenance)

Question: Looking through the 2 documents that were sent to our company for this bid opportunity I do not see a line item for wages on projects that are over the $75,000 threshold for prevailing wage rates. Will this be supplied to us or will these type of projects be bid on a job specific basis?

Answer: There is no specific pricing page for projects over $75,000. The intent of the contract is to perform “General Maintenance” work. If for some reason, the project does go over the threshold, there will need to be additional costs associated with Prevailing Wages. The vendor should work with the district staff to determine what the additional costs will be and revise the proposal to reflect the added charge for the prevailing wage costs.

An example could be: If a specific trade standard loaded hourly rate is $50.00, and the additional cost for prevailing wages adds 25%, the vendor would need to identify on a revised proposal that the add on cost for prevailing wage is 25% of the standard labor rate ($12.50) plus the standard labor rate ($50.00) for a total of $62.50.

These types of projects should be addressed on an individual basis when they arise.

11/7/16ITB: 086-17 (Aerial Survey Equipment-Lidar Unit)

Question: For the camera, what is the preferred ground sample distance (GSD) at 1,000 m AGL?

Answer: 10cm at 1000m (not feet)


Question: Re.Requirements/Specifications Section 6 Can you please expand on the accuracy specifications implied by the requirement for "mapping grade" aerial photography?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: The vendor should provide highest grade equipment for traditional photogrammetry, survey, and mapping use.


1. With regard to the mounting, please provide the depth (thickness) of the fuselage. Answer: The diagram is attached.

2. With regard to the mounting, is the spacer required and retained for the proposed aerial lidar solution? That is, is the proposed aerial lidar system to be mounted on the spacer or on a plate instead? If the spacer is retained, please provide information on its rigidity, as insufficient rigidity can lead to vibration issues. Answer: The spacer is available but not required to be reused, we will not allow the equipment to protrude out of the aircraft. The equipment currently used has vibration damping built into it that attaches to the spacer.

3. Section 4, Delivery on page 2: Is the 15-day delivery period 15 calendar days or 15 working days? Answer: 15 working days would be appropriate.

4. Section 19 of Standard Contract Terms and Conditions, Insurance Policies: Who holds the insurance for the term of the transaction/lease? This is typically handled by the entity using the equipment and not the vendor.

Answer: We currently provide our own insurance, so assume this will be the same.

5. Please clarify whether a Bidder will be considered non-responsive if they propose modifications to the Standard Terms and Conditions but meet the requirements of a responsive bidder pursuant to section 15. of the Instructions, Terms and Conditions for Bidding. What is the process, if any, for obtaining approval from the Department for deviations to terms and conditions in accordance with section 23. of the Instructions, Terms and Conditions for Bidding?Answer: We do not accept changes to our Standard Terms and Conditions. If the vendor takes exception to the Terms and Conditions, the bid will be considered non-responsive.

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11/1/16ITB: 086-17 (Aerial Survey Equipment-Lidar Unit) Question: Please clarify how we should provide the lease value or monthly lease payments on the pricing spreadsheet. The sheet allows us only to enter an interest rate and a lidar price, with the total calculated as (price X (1+interest)). Can we provide a further breakdown in the sheet, and if so, is there a preferred approach?Answer: ODOT submitted an addendum with a new pricing page to address pricing issues.

10/25/16ITB: 124-17

Question: In what application will the PNS approved products be utilized in: Anti-icing, deicing, prewet?

Answer: Each District and County makes the determination of how this product will be used. With 12 Districts, and 88 counties, it could be used for any of the three.

Question: Will the inhibited liquid calcium chloride be blended with salt brine?

Answer: In the past, we have blended products from the PNS approved products list with salt brine.

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Office of Contracts – Purchasing Contracts Prebid Questions10/24/16

ITB: 086-17 (Aerial Survey Equipment-Lidar Unit)

1.Can ODOT provide details regarding the Caravan sensor portal dimensions (length, width and height), either detailed drawings or information?

Answer: See attached Schematic

2.The camera option will affect the pricing. Is ODOT willing to accept pricing options – for example, one option for the lidar stand-alone and another for the lidar/camera integrated option?

Answer: Please provide pricing options for lidar stand-alone and another price option for integrated with camera.

3. No mount was referenced for the lidar/camera integrated option. Would ODOT prefer quotes for a sled mount or a gyro-stabilized mount, or pricing for both options?

Answer: Please provide pricing for all mounting options.


Question: Re. Requirements/Specifications, Section 6: Item "High Accuracy ITRA IMU and dual frequency GNSS and Antenna (GLONASS capable)" What does the abbreviation "ITRA" stand for?

Answer: ITAR (International Traffic in Arms Regulations) instead of ITRA.

10/3/16ITB: 412-17 (Pipe)

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Office of Contracts – Purchasing Contracts Prebid QuestionsQuestion: Why is spiral not allowed if it meets the grade?

Answer: The District has had bad experiences in the past with the spiral pipe. It has had flat spots in it and that made it hard to line up and weld.

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9/30/16048-17 (Portable Changeable Message Signs

Question: How can I go about having a PCMS considered as an approved equal for one or more of the items listed on the pricing page for ITB 048-17?

Answer: As per Section 6.1 of ITB 048-17, “the unit bid shall be on the current ODOT approved products list and listed on the pricing page.” If the product is not listed on the pricing page (and not listed on the approved product list) it cannot be bid for ITB 048-17. If you would like the PCMS considered for possible future inclusion under a future ITB, the unit must first be submitted for consideration for the approved product list per Supplement 1061. (Requests for approved list consideration to be submitted to Emily Willis in Office of Roadway Engineering at [email protected].)

Question: When clicking on the hyperlink for the PCMS approved product list within ITB 048-17, the document does not open in some browsers (and does not fully copy/pasting to a new browser window). What is the web address for the current PCMS approved products list?

Answer:

http://www.dot.state.oh.us/Divisions/ConstructionMgt/Materials/Traffic%20Information/PORTABLE-CHANGEABLE.pdf

9/28/16ITB: 412-17 (pipe)

Question: Does the steel casing pipe need to be hydro tested?

Answer: No, the pipe does not need to be hydro tested.

ITB: 412-17

Question: Is spiral welded pipe acceptable or does it need to be straight seam?

Answer: The pipe should be straight seam.

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http://www.dot.state.oh.us/Divisions/ConstructionMgt/Materials/Traffic%20Information/PORTABLE-CHANGEABLE.pdf

mailto:[email protected]

http://www.dot.state.oh.us/Divisions/ConstructionMgt/Specification%20Files/1061_10172014_for_2016.PDF

Office of Contracts – Purchasing Contracts Prebid QuestionsITB: 180-17 (Highway Lighting Materials)

Question: The documentation states "The luminaire shall meet the requirements of ODOT’s Construction and Material Specifications." and "Only luminaries on the QPL will be accepted. Where can I find these ODOT requirements as well as the QPL data?

Answer: Some lighting items are QPL items. The web link to the QPL is below:

http://www.dot.state.oh.us/Divisions/ConstructionMgt/Materials/Pages/QPL.aspx

Other items, such as LED Luminaires, are Approved List items. The web link to the approved list is below.

http://www.dot.state.oh.us/Divisions/ConstructionMgt/Materials/Approved-List/Pages/default.aspx

“What is the difference between a QPL and an AL?” folks often ask.

The official answer is that a QPL item is a standalone, complete construction item that appears in the spec book, like wire and cable or conduits. An Approved List item is something that form a sub-part of a standalone construction item, such as a traffic signal conflict monitor, which is included as part of the traffic signal cabinet construction item but needs to be approved as a sub-component.

Somewhat unofficially, the Approved List is more flexible, so for instance I use the Approved List for LED luminaires instead of the QPL for LED luminaires because I need to list a lot more information about each LED luminaire model than the QPL system can accommodate. The Approved List system is much more flexible in the amount of extra information it can display about an item.

9/9/16ITB: 235-17 (EPA Testing & Sampling Services)

Question: Can we provide large documents such as SOPs, Quality Assurance Manual, PT Results, Audit Reports, Example Report, etc. electronically on the CD rather than printing Hard Copies of these documents as they can be many pages each.

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http://www.dot.state.oh.us/Divisions/ConstructionMgt/Materials/Approved-List/Pages/default.aspx

http://www.dot.state.oh.us/Divisions/ConstructionMgt/Materials/Pages/QPL.aspx


9/8/16ITB: 061-17 Statewide Security Gate Installation

Question: In Section 8: Labor, the RFP differentiates between Project Labor (section 8.4) and Project Management Labor (section 8.5). The pricing sheet, however only has a section to enter Project Labor (or non-supervisory). Where should the rates for Project Management Labor (ie supervisory) be entered?

Answer: Any labor associated with projects, be it laborers, equipment operators, technicians, supervisors, etc. should be individually listed on the Project Labor tab of the pricing spreadsheet. Sections 8.4 and 8.5 are meant to define each classification of labor for clarity.

8/16/16ITB: 019-17 (Sign Supports, Roll-Up Signs, Rigid Signs & Type III Barricades)

Question: 3M has introduced a new Diamond Grade material (Part # RS64)to replace RS24. Is the RS64 an approved replacement for Ohio DOT?

Answer: It is acceptable providing it meets or exceeds the bid specifications.

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8/4/16ITB 022-17 (Crane Operator Training, Testing & Recertification)Question: Section 3: ". . .combination of classroom and hands on training for the successful completion of the written and practical NCCCO Exams(PE)". If the intent is to provide operating seat time to prepare ops for the PEs, there is no way to know how much time would be required for each operator; previous operating experience will dictate if ops can pass the PEs. We can conduct individual operator evaluations, and recommend if an operator is ready for the NCCCO PEs or if he/she needs more "seat time". But this will take quite a bit of time (about 40 minutes per operator per crane type). Do you want hands-on operator training/evaluations as part of the training program prior to operators taking the NCCCO Practical Exams? Please advise. Thank you.

Answer: YES

ITB 022-17 (Crane Operator Training, Testing & Recertification)

Question: 1. 3.1.8 NCCCO does not "certify" instructors. All of our instructors, however, are NCCCO Certified Operators and Practical Examiners. NCCCO requires a proctor to accommodate the Practical Examiner. If an ODOT employee cannot serve in this capacity, this will add cost to the Practical Exams.

Answer: See Section 3.2.6, “Department Employees will not be available to the vendor in the delivery of any training or testing”

ITB: 022-17 (Crane Operator Training, Testing & Recertification)

Question: 4.2 NCCCO requires the load chart for the specific crane(s) that will be used for Practical Exams be submitted for a CAD drawing (of the PE layout) a minimum of 4 weeks prior to the scheduled date. 14 days is not enough time for NCCCO to provide the CAD drawing.

Answer: ODOT will provide crane specifications a minimum of 30 days prior to first day of training.

ITB: 022-17 (Crane Operator Training, Testing & Recertification)

Question: On the Pricing Form, what is the purpose of the "Mobilization" section? ITI would not be moving any cranes to ODOT's

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Office of Contracts – Purchasing Contracts Prebid Questionsfacilities for training and practical exams. If ODOT needed to move equipment to their training sites, ODOT would incur those fees. Am I missing something? Please advise. Thank you.

Answer: “Mobilization”. This section will be removed from the pricing page.

If the vendor is requested to mobilize equipment, the vendor shall invoice the department the actual cost.

8/1/16ITB: 022-17

Question: Regarding ODOT Invitation to Bid #022-17 (Crane Operator Training, Testing, and Re-Certification Services)

There are four accredited crane operator certification organizations NCCCO, CIC,NCCER and OECP. It seems unfair if not illegal for a state government to sole source a specific organization. It will also increase the cost of training and testing of crane operators. I respectfully ask the state of Ohio to open this up to all accredited organizations and other training organizations. Please reply to my requests.

Answer: Currently, all crane certified ODOT employees are NCCCO certified. At this time, ODOT will continue to use the NCCCO accreditation for training and certification.

7/27/16ITB: 022-17 (Crane Operator Training, Testing and Recertification)

Question: Section 1 "Course content must meet National Commission for the Certification of Crane Operators (NCCCO) requirements stated in Section 3." NCCCO does not review or approve vendor course content. To what are you referring?

Answer: Section 1, Paragraph 3, sentence 2. Replace sentence with the following.

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Office of Contracts – Purchasing Contracts Prebid QuestionsCourse content shall provide employees with the necessary knowledge to successfully complete the written and practical exams for the National Commission for the Certification of Crane Operators (NCCCO)

Section 3 "Bidders (and all bidder training personnel) must be NCCCO certified." Does this exclude instructors certified by CIC, NCCER or OEPC?

Answer: Currently, all crane certified ODOT employees are NCCCO certified. At this time, ODOT will continue to use the NCCCO accreditation for training and certification.

"The Vendor is responsible for processing all paperwork and payments to the International Assessment Institute (IAI) for all training participants." IAI no loner exists.

Answer: “IAI” or “NCCCO Testing Services” will be acceptable for processing all paperwork and payments for participants.

Crane Operator Certification Programs: Mobile Crane Operator - Which mobile crane operator certification - TSS, TLL, LBC, LBT or which combination?

Answer: TSS and LBT

Section 3.1(6) Does this include sample tests given in class?

Answer: Only the written and practical (final) exam to be scored for certification are required to be conducted by NCCCO.

Section 3.1(7) "Successful participants will receive certification, not to expire in less than one (1) year, if certification for the practical test has not been obtained." This in violation of 29CFR1926.1427(j)(2). Please clarify?

REPLACE SECTION 3.1.7 with the followingAnswer: Participants who pass the written exam will have up to one (1) year to complete the practical test with a passing score. Upon passing both the written and practical (final) exam, the participant will become NCCCO certified.

Section 3.1(8)

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Office of Contracts – Purchasing Contracts Prebid Questions"The awarded vendor must conduct all training utilizing NCCCO certified instructors." NCCCO does not certify instructors, therefor we ask for clarification.

Answer: ODOT employees are to receive NCCCO certification or re-certification. Therefore, vendor must be able to provide employees with the necessary knowledge to successfully complete the written and practical exams for the National Commission for the Certification of Crane Operators (NCCCO)

Section 3.2(5) "Successful participants will recieve certification, not to expire in less than one(1) year, if certification for the written test has not been obtained." This is in violation of 29CFR1926.1427(j)(2). Please clarify?

REPLACE SECTION 3.2.5 with the following

Answer: Participants who pass the practical exam will have up to one (1) year to complete the written test with a passing score. Upon passing both the written and practical (final) exam, the participant will become NCCCO certified.

Section 4.1 Are there specific districts where the vendor will be required to supply training and test locations? Also, how many participants will be at each location and what certifications will they be obtaining?

Answer: ODOT expects to utilize its own facilities. However, it is possible that due to unforeseen issues, ODOT may not have a site available, and request the vendor provide a site.

Each District will be responsible for determining who will require training. At this time, it is not known how many employees will need certification or re-certification. While the contract indicates between 1 and 20 employees per session, we anticipate the class sizes will be closer to 20 employees. It is also anticipated that both, certifications and re-certifications, will be requested. This information will be provided to the vendor each time a District requests training.

Section 4.2 CAD's must be obtained from NCCCO for each mobile crane type, it is done by make, model and serial number. Is it possible to get this information from ODOT thirty(30) days prior to testing?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: ODOT will provide crane specifications a minimum of 30 days prior to first day of training.

Section 6 Is there a list of candidates by location reflecting the numbers to be trained and the certifications to be obtained?

Answer: Not at this time. Each District will be responsible for determining who will require training. At this time, it is not known how many employees will need certification or re-certification. While the contract indicates between 1 and 20 employees per session, we anticipate the class sizes will be closer to 20 employees. It is also anticipated that both, certifications and re-certifications, will be requested. This information will be provided to the vendor each time a District requests training.

7/25/16ITB: 022-17 (Crane Operator Training, Testing & Recertification Services)

Question: On the Bid 022-17 Pricing document the last section is an area for each district headquarter cost. Without knowing how many persons require new certification and/or re-certification we don't know what cost to enter here. What is the purpose of this section? Is there more information forthcoming to assist us with determining these costs?

Answer: “Mobilization”. This section will be removed from the pricing page.

If the vendor is requested to mobilize equipment, the vendor shall invoice the department the actual cost.

8/1/16ITB: 802-17 (Snow Plows)

Question: We are not listed as an acceptable vendor for any of the items. What is the process we must follow to be an acceptable vendor or an approved equal?

Answer: The bid states only MBE vendors will be accepted for this ITB. The vendor will be required to submit their bid through an MBE vendor. The ODOT Engineers will determine if the product is an acceptable alternate.

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7/20/16ITB: 260-17 (Pest Management Services)

Question: Is the "barn" listed under address # 1602 W. Broad St the small waste patrician just outside the door from OCB at 1602 W. Broad in the parking lot area? Also are the garages behind the "Sign Shop" at 1606 W. Broad St needing to be included in the Sign Shop facility's pricing as well?

Answers: The garages behind the sign shop are to be included in the sign shop quote for services

7/14/16ITB: 076-17 (Fiber Optic Cable & Devices)

Question: Per Group 2 - Fiber Optic Cable Equipment and Training - Fiber Optic Training for 5 people, what certification training are they looking to acquire? TESSCO offers quite a number of training courses and was hoping to get a little more clarification.

Answer: Certification Training should offer training in the following areas:

Basic Fiber Optic Theoryo Advantages of Fiber Opticso Components in a linko Layers of a Simplex Cableo Singlemode vs. Multimodeo Multifiber Cable Configurationso Fiber Optic Connectors

Microscope Operation for endface inspection Power Meter & Light Source Theory and Workshop

o PM & LS Operationo Hands-on Instruction

OTDR Theory and Workshopo How and OTDR Workso Events and Trace Analysis

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Office of Contracts – Purchasing Contracts Prebid Questionso Reflections & ORLo OTDR Workshop using AFL M210

Fusion Splicing Theory & Workshopo Hands-On Instruction / Troubleshooting

ODOT Specification Workshopo MTP Cassetteso Splice Kitso Air-Blown Fiber & Microduct

One of the following sets of Certifications should be offered o BICSI Installer 2, Optical Fiber & Techniciano ETA FOI & FOT-OSPo FOA CFOT & CFOS

7/8/16ITB: 026-16 (Dump Bodies)

Question: Preference for Ohio/Border State Products - states a bidder must complete the enclosed Buy Ohio/Buy America Certification Statement form...Why was this not enclosed in bid???

Answer: The “Buy Ohio” form was omitted from the bid document by mistake. It was added by addendum 1.

6/21/16ITB: 018-17 (Road Salt)

Question: Can you please give and example of how "Buy Ohio" and "Buy America" will be applied to bid pricing in order to determine the bid awards?

Answer:

The information is included on the Buy Ohio/Buy America Certification Statement.

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Office of Contracts – Purchasing Contracts Prebid QuestionsFor bid evaluation and award purposes, bids will be adjusted by either 5% (for non-Ohio/non-Border State mine sources) or 6% (for mine sources outside of the United States) depending on the mine location of the salt being bid.

Please see the Buy Ohio/Buy America form for additional details and requirements.

6/21/16ITB: 018-17 (Road Salt)

Question: Village of New Boston for 225 tonnage request states it is in Adams County. Is that a typo? When I looked the address up it states they are in Scioto County.

Answer:

6/17/16ITB: 018-17 (Road Salt)

Question: In the section that has the ODOT delivery locations, it has District 4 -Summit Co Engineer - South Street Location, Summit Co. Engineer - Boston Mills Location, District 4 - Trumbull -Liberty Twp. Are these locations actually ODOT locations that will have a different bill to addresses or are they political subdivision locations with addition tonnage?

Answer: These are shared facilities where ODOT partners with a local entity to better serve both the highway and local road systems. They are considered ODOT locations for the purposes of this contract.

Some of the political subdivisions have secondary locations but no tonnage so are they sharing the tonnage? For example, District 4 - Summit (City Of Macedonia) did not have tonnage listed but the first location had 3500 tons.

Answer: In instances where 2 or more locations are noted but only one tonnage is noted the total tonnage requested is to be representative of the need for all locations combined. Therefore, in your example, the 3,500 tons can be ordered and split however the Political Subdivision wants between the two locations.

6/14/16

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Office of Contracts – Purchasing Contracts Prebid QuestionsITB: 053-16 (Bell Helicopter Maintenance)

Question 1: - Item #29 - 1750FH engine inspection. This is an HMI on the turbine which would require the turbine to be sent to an outside vendor for service. Should outside services be included in bid or just removal and re-installation. Typically we cannot bid outside service.

Answer: Please bid removal and re-installation.

6/14/16ITB: 092-16

Question: AS350B2 - The numbering on the price sheet is incorrect from item #40 - #45. Can we correct the sheet?

Answer: You may correct.

6/13/16ITB: 044-16 (Truck Tractor with Conventional Cab & Tandem Rear Axle)

Question: The International 5900 is slated to be replaced at some point by the HX series. Can this be approved as an acceptable model.

Answer: Submit it as an alternate on our pricing page. It will be your responsibility to show that this item does meet the specifications found in the Invitation to Bid (ITB).

6/10/16ITB: 252-16

Q: Is there an estimated quantity of vehicles that will be ordered? An estimate will allow for more competitive pricing on the chassis and also on the conversion. A: 40-50 vehicles. This is not a minimum or a maximum, however—it is just an estimate.

• 9C - Cooling System: Front: Heavy duty factory installed with coolant recovery system Rear Heat / AC system must be single system minimum 32000BTU cool / 30000BTU heat, direct vented to headliner with 4 vents. OEM rear system is not acceptable.

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Office of Contracts – Purchasing Contracts Prebid QuestionsQ: Will ODOT consider an OEM rear heater and A/C? This will allow ODOT to be presented a unit with higher reliability at a significantly lower cost while still maintaining more than adequate passenger climate comfort. Also, it will be covered under the OEM warranty and be serviceable at over 100 locations in Ohio.

Revised Answer on 6/10/16:

A: Yes, the Department will accept Ford Item Code 57G.

A: Per 1B, the spec calls for a Ford Transit 250 Medium Roof Van, not a Wagon. An OEM rear system is not available with the Van (See revised answer listed above).

• 18F - Child Restraint Snap Hooks (FVMSS 225), required on vehicles under 10,000 lbs. Q: Is it ODOT’s intent to have child restraint hooks on all rear seats or only 1 seat per van?

A: Tether anchors and LATCH lower anchors must be installed on the two permanently attached seats.

• 4G - Windows: OEM windows with flip out glass Q: We request that this specification be removed to allow competitive bidding across wagon and cargo van chassis. Cargo van chassis for the 2017 model year do not have the option for flip out windows in ODOT’s intended locations.

A: Replace 4G with: “Windows: OEM windows with fixed glass.” Add 14G: “Optional: Windows with flip-open glass, if available.”

• 6G - Window/curbside safety view window: Van- OEM flip out window provided on the street side of vehicle behind driver and curb side Q: We request that this specification be removed as the curbside safety view window is a spec traditional seen on cutaway chassis for bus conversions. Additionally, the flip out windows behind the driver are not available on 2017 model Ford Transit cargo vans.

A: Disregard 6G.

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• 4H - Stanchions: Conform to specifications outlined in ADA regulations, subpart B - Buses, Vans and Systems, 38.29 Interior circulation, handrails and stanchions, pages 45759 - 45760. Stanchions must extend from floor to ceiling.

Q: We request that the specification for a floor to ceiling stanchion be removed to allow competitive bidding across wagon and cargo chassis. The side curtain airbags in the wagon chassis will not allow for stanchion pole to be mounted to the ceiling. May a stanchion that turns 90 degrees to be mounted from floor to B-pillar be accepted?

A: Per 1B, the spec is for a Ford Transit 250 Medium Roof Van, not a Wagon.

Q: In regard to delivery, would ODOT consider changing delivery terms to number of days after receipt of chassis from Ford? The Ford Transit has been popular thus making availability limited at times.

A: No.


Question: Will the state consider any Peterbilt models for pre-approved alternative. specifically models 567, 367, 579, & 389.

Answer: List on the pricing pages as alternates. It will be the vendor’s responsibility to show how the alternates meet the bid specifications.

6/9/16ITB: 018-17 (Road Salt)

Question:

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Office of Contracts – Purchasing Contracts Prebid QuestionsWhen is the Pre-Bid Conference and what is the time? On page 15 (Line number 6) states the requirements but no date or time is specified.

Answer: There is not a Pre-Bid Conference scheduled for this Invitation To Bid (ITB).

6/8/16ITB: 252-16 (Accessible Van)

Addendum Number: 1

Please be advised the opening date will remain 6/16/16. Addendum Information: “Bids for 252-16 (Accessible Van) must be based on 2017 Ford Transit model year pricing versus 2016 Ford Transit model year pricing. Please disregard optional items 26F through 29F. These items will not be used when evaluating the bid. 6/8/16ITB: 092-16

Question: Regarding the referenced solicitation, is it possible to bid on the parts, components and module accessories portion ONLY?

Also, would you consider a bid from Peachtree City, GA if the vendor was willing to pay for the fuel cost over the preferred 250 miles radius distance?

Answer: The Department’s response is no.

6/8/16

ITB: 194-16 (General Aviation Aircraft OEM Parts & Service)

Question: Is it possible to have copies of the 172R, 182S and 182T Phase Cards made available to ensure complete work scope is accurately quoted for each Phase Inspection?

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Answer:

6/8/16ITB: 194-16 (General Aviation Aircraft OEM Parts & Service)

Question: In the ITB Section 4 states the bidders facility must be located within a 250 miles radius of ODOT. Would you consider a bid from Peachtree City, GA, if the organization was willing to pay the additional fuel cost over the preferred 250 mile radius?

Answer: The Department’s response is no.


Question: There is not a price line for the T880 Kenworth on the Bid sheet. Also I had a district call and ask if I would also bid the W900 Set forward axle truck along with T800 and T880. How am I able to price the 3 models?Answer: The Department will review the trucks against the bid specifications. List the truck as an alternate. You may need to make additional copies of the pricing page. Copy the alternates onto the pricing cd.


Question: Would the State accept the Volvo VNX series as an approved alternative?

Answer:

6/6/16

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Office of Contracts – Purchasing Contracts Prebid QuestionsITB: 044-16 (Truck Tractor with Conventional Cab & Tandem Rear Axle)

Question: Here are a few question that we would need answers to in order to get an accurate price.

1) Pump Size as it relates to flow in Gallons Per minute.

Answer:

2) Do they use a Single, or Dual Line system, or possibly a 3 Line system based on their application(s)?

Answer:

3) Do they use/prefer a Direct Mount or Shaft Driven mounting configuration?

Answer:

4) Hydraulic Tank size requirements as far as Gallons/Capacity and positioning /mounting of the Hydraulic Tank on the tractor chassis, and or is the Hydraulic Tank positioned on the trailer used for the particular application?

Answer:

4a) Does ODOT require the Hydraulic System to be filtered? (In-Line Filtration)

Answer:

5) What are ODOT's requirements for line/hose sizing and fitting size and fitting composition/material?

Answer:

6) What are ODOT's requirements for Hydraulic System Controls, and where are those controls to be positioned?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer:

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Question: This question is in regards to Bid #044-16 Item # 2F. There was no option for the proper ITB of 044-16. Can you provide a specific list of what you would look for in a wetline system. The price can change drastically depending on what you would like and the description is too vague to come up with a cost.

Answer: Please bid your base wet line system that will do the job in operating the low-boys. If you have additional systems, please list these in the option section and we can choose these if we desire.

6/1/16ITB: 828-16 (Extruded Sign Panels)

Question: Is MIL-DTL-5541, Type 1, Class 1A an acceptable alternate to ASTM B449?

Answer: It is considered an acceptable alternate to ASTM B449.

6/1/16ITB: 007-16 (Equipment Rental)

Question: What would be the preferred method of filling out section titled " Buy Ohio/ Buy American..." when we are providing a service as a company located in Pennsylvania, with an Ohio made piece of equipment. All while being a franchise of an Ohio based company. I would appreciate any direction deemed suitable for submittal. Thanks for your attention.

Answer: The Buy Ohio form is not required in a Multiple Award Contract. Please leave blank.

5/24/16ITB: 007-16 (Equipment Rental)

Question:

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Office of Contracts – Purchasing Contracts Prebid QuestionsWill Ohio DOT supply operators if we quote bare equipment rental?

Answer: Yes


Question: In regards to item 7Ia, We do not have a standard label decal sheet but would like to instead provide interchangeable covers including covers marked for strobe, Wing Strobe, Salt Light, Pump, Spreader left/right, wing light and blank covers. We want to know if this will suffice for the switch labeling to ensure proper lighting of both the switch and the descriptions.

Answer:


Question: For 5A can a 400 series Racor be added to the acceptable list. This filter is approved by Cummins for the ISB and ISL in International products.

Answer: This is acceptable.

Question: In regards to item 3H, We would like to get the Meritor Wabco 1800up to be an approved equal for the Bendix AD9 Dryer so we can offer it as an option for credit. This is our OEM's standard product.

Answer: This is acceptable.

Question: In regards to item 4J, We would like to have the Bridgestone M775 drive tires and/or the Bridgestone M779 drive tires considered as approved equals as this is our OEM standard products and we cannot produce the current options on the bid.

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: M775 is acceptable.

M779 is not acceptable. The Department is concerned that the M779 tread is not aggressive enough for snow and ice.

5/10/2016ITB: 418-17 (ROAD SALT)

1. In order to be consider for award is both Dump and Conveyed pricing required?

This is noted on the Excel pricing page. As the unit bid price determining award of this invitation to bid is weighted using bids for both dumped and stacked it is a requirement to bid on both within a County. It is noted in Section 10: Contract Award that the Department will need approx. 75% of quantities stacked/conveyed, which would imply 25% would be dumped.

2. In order to be considered for award is both District and County pricing required?

Submitting a District bid is not a requirement, however, if you do plan to submit a District bid you must submit bids for all counties within a District to be considered eligible to submit the District bid. This is also noted on the Excel pricing page as well as Section 10: Contract Award of the Invitation to Bid document.

3. What is awarding time frame for this bid?

We cannot guarantee an awarding timeframe.

4. Please define the delivery terms. In the REQUIREMENTS/SPECIFICATIONS section 7.6 of ITB 418, the delivery terms are defined as: Delivery Deadline - 50 % of salt must be delivered by 9/16/16 with the balance taken by 10/14/16. Yet, the Standard Terms and Conditions #47 018 refer to a 7 day delivery period.

The standard terms and conditions referencing the 7 day delivery period is pertinent to the 018 winter season contract only. As such, the other contract remedies noted will apply for this contract.

5/9/16ITB: 023-16 (Single & Tandem Axle Cab & Chassis Units)

Question: This question is about the changes made to 7Ia. Is the minimum labeling required for the switches still the descriptions or are symbols required?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer:

5/4/16ITB 064-16

Question 1: Will quantities be provide for the above referenced bid?

Answer: No quantities will be given due to unknown items to be performed. Some items may be used frequently and some may not be used at all. All work is dependent on the needs of the stations throughout the state.

Question 2: How will the low bid be determined?

Answer: The contract is a multiple award contract. All responsive and responsible bidders will be awarded and eligible to perform services upon request.

Question 3: Section 3.06: Pull Boxes references specifications 725.06 (Polymer Concrete Boxes) and 725.08 (Concrete Boxes). The bid sheet references 725.07(Plastic Boxes) and 725.08 (Concrete Boxes). Item 11 Pull Box, 725.07, 18 inch and Item 12 Pull Box, 725.07, 24 inch does not specify a unit.

Please confirm which specification will apply to the pull box bid item bid form.

Answer: The bid sheet is incorrect and items 3.06c and 3.06d should reference Pull box, 725.06. The unit should be $/each. The item references sections 725.06 Polymer Concrete Pull Box in the 2016 Specification book. An addendum will be issued correcting this.

Question 4: Section 3.41 Installation of Cabinet provided by ODOT is described in the specifications however, there is no pay item in the bid sheet for this.

Answer: Item: Installation, Cabinet provided by ODOT is not listed on the bid item sheet but will be added via addendum.

5/3/16

ITB: 023-16 (Single & Tandem Axle Cab & Chassis)

MAY BIDDERS SUBMIT A LIST OF OPTIONAL EQUIPMENT THAT IS NOT SPECIFICALLY LISTED IN THE CONTRACT? Yes.

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Office of Contracts – Purchasing Contracts Prebid Questions5A-LOCATION OF FUEL WATER SEPARATOR? No preference as long as it’s not hanging behind the cab, below the frame. 6Ac- SS OR PAINTED STEEL? Clarify. 8A - electronic or manual gauge? Either. 4C – multi-leaf or taper-leaf? Either. 20G - under hood or behind cab? Anything but the back of the cab. 22G - on roof, under cab, or under hood? No preference.26G - are Hadley brand mirrors acceptable? Yes, as long as it meets all requirements. 26G- bracketry material, SS, or painted? Manufacturer standard. 29G- tilt and telescoping wheel? Just tilt is required. Telescoping is allowable.3H- meritor system saver 1200? Approved. 4H- lanyards or petcocks on other tanks? Lanyards.12H- Can air tanks extend above top of rail? If so, by how much? Addendum. Nothing extends passed top of the frame. 7Ia/7Ib- can one plug be used instead of two? One. 1J- any particular outset? Manufacturer Standard. 3J- e-coating or powdercoat? what color? No preference on coating. Color will be white.1L- dot certification decal? Not required unless vendor needs them to delivered. Vendor can remove and take decal with them. 5A- heated or non-heated? Heated per spec. 10D- power divider lockout or differential lock? if differential lock, forward, rear, or both axles? one switch or two? See other doc. See Addendum #17F- af us usually measured from the centerline of the tandems to the end of the frame. are you sure you want “70” from the centerline of the rearmost axle to the end of the frame? See spec. 5F- is the dimension given a “clear” dimension? Yes. Please follow spec. 5I- is “mack” single plug body builder connector acceptable? Yes. See Addendum #1. 1L-does pre delivery include a fire extinguisher and safety kit to meet dot requirements? This should not be provided. 3N/4N- are manuals on a cd acceptable? is direct access to online parts lookup acceptable? Yes. We would prefer electronic.

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5/2/16

ITB: 023-16 (Single & Tanden Axle Cab & Chassis)

Question: Item 7M. - O.D.O.T uses B20 Biodiesel in its fleet.

Does the B20 Biodiesel O.D.O.T. uses in its fleet meet American Society for Testing Materials standards /certification?Answer: The Department no longer uses Biodiesel. This requirement has been removed via Addendum #1.

ITB: 023-16 (Single & Tandem Axle Cab & Chassis)

Question: Item 1G. What are the requirements/specifications for the “tinting” on all the safety glass in the cab.

Answer: Standard factory tinting is acceptable, but must adhere to Ohio law requirements. Safety glass must meet Federal safety standards

4/28/16

ITB: 825-17 (Janitorial Services)

Question1: What are the times account are to be clean?

Answer: Section 5 of the Specifications states the work hours are between 8:00 a.m. to 4:00 p.m.

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Office of Contracts – Purchasing Contracts Prebid QuestionsQuestion 2. What day of the week would the accounts be clean?

Answer: Section 2 of the Specifications states the Winter Period cleaning shall be one day per week between November 1st through March 31st. The day is to be determined.

The Summer period is one day every other week from April 1 to October 31. The day is to be determined.

Question 3: Are we require to make excel sheet for the bidding price or can we go on your web site to find one?

Answer: The pricing link on the front page of the bid document provides a pricing page to be used.

4/22/16

ITB: 434-16

Question1: Is there a Bid List for this project?

Answer: No

Question 2: Are there other items to bid other than the Portable Traffic Signals?

Answer: No

Question 3: Can you please provide the plans for this project? I looked on the ODOT CMRS, Builders, and Bid Prime websites and was only able to find the 3 attached documents

Answer: The documents related to this bidding opportunity are posted on the Department’s website:http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/UpITBs.aspx

Question 4Section 2 of Bid 434-16 Invitation -Bid Item #1 – ODOT District 5: Can you please clarify what a set of Portable Traffic Signals consists of?

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http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/UpITBs.aspx

Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: See Specifications via website above.

-Bid Item #2 – ODOT District 10 : Can you please clarify what a set of Solar Powered Portable Traffic Signals consists of?

Answer: See Specifications via website above.

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4/21/16

ITB: 014A-16 (Horizontal Curve Data Collection & Assessment)

Question: Q1. Section 3.4 of the RFP states that “the vendor will be required to a complete curve assessment and data collection on all ODOT maintained US, State, and Interstate Routes from beginning to end of each route.” Please confirm that the 15,389 centerline miles includes the all three of the route lengths. Please confirm that “from beginning to end of each route” is the beginning of ODOT maintenance to the end of ODOT maintenance on a route.

Answer: Yes, the mileage given is centerline miles for all US, State and Interstate routes along ODOT maintained routes. All US and State centerline mileage through incorporated cities is not included, while Interstate centerline mileage is from beginning to end of route.

Q2. Are the requirements of section 9 to be included in the ‘proof of concept’ portion of the contract as outlined in section 5.1, which now includes sections 3.1 and 3.2, or is it to be included with the price submittal.

Answer: The References required from Section 9 shall be submitted with the price submittal.

Q3. Are all the curves on the interstate routes to be measured independently of the interstate ramps?

Answer: Yes, Interstate mainline curves shall be treated independently from Interstate curves (and the same for freeway look alikes)

4/21/16

ITB 311-16 (Aerial Film Scanning Services)

Question: Will this contract take the place of the current scanning contract or be performed at the same time as a separate contract?

Answer: ITB 311-16 will be the renewal of contract 311-15 which is expiring 4/30/16.

4/20/16

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Office of Contracts – Purchasing Contracts Prebid QuestionsITB: 311-16 (Aerial Film Scanning Services)

Question: The RFP provided does not include the referenced standard affirmation and disclosure form. The provide link brings up just the executive order. Does this form need to be included with our proposal?

Answer: The affirmation and disclosure form is not required for this ITB.

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4/19/16

ITB: 311-16 (Aerial Film Scanning Services)

Question: 1. Are the film rolls predominately one size (e.g., 250’) or another (e.g., 500’) or is it a mix of sizes?

Answer: The film is in 250 ft. rolls.

2. Is the film on each roll typically different projects spliced together or a single project with minimal splices?

Answer: Both types.

3. Is the film spliced with clear tape?

Answer: Yes.

4. Is the film predominately color or predominately black & white or a mix?

Answer: Predominately Black and White.

5. If the film is a mix of color and black and white are they on separate rolls ?

Answer: Yes.

6. How many rolls of color and how many in black and white ?

Answer: We do not have exact numbers, our estimation is 10% of the rolls are color. Most of the color film was flown in the last 5 years of film collection. We have completed most of those rolls, however there may be a few rolls from the 1990’s that are in color.

4/18/16

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Office of Contracts – Purchasing Contracts Prebid QuestionsITB: 117-16 (General Building Maintenance for ODOT Districts 3, 4 & 12)

Question: If bidder does not fill out a work classification, for example electrical, would this preclude bidder from being awarded any work which contains any amount of electrical work?

Answer: No. However, if there is a project that involves electrical and another vendor (multiple award) submits pricing for electrical, it is likely the District will select the vendor that can manage the ENTIRE project.

Question 2: Under 5.1.2, ITB lists that "The plan shall include......Construction documents and specifications when required by the appropriate district Facilities Department or if required for permits" Is it correct that we will be required to provide Design and design documents, but that under the terms of this agreement, this will not be reimbursable?

Answer: If plans and permits are required, the permit fees will be reimbursed by the Department at cost to the vendor. If architectural plans are required, this will typically be a subcontracted service as most contractors do not have licensed architects or engineers in house. These fees would be passed to the owner as a subcontracted vendor at no mark up to the owner. See section 10 of the specs.

4/14/16

ITB: 117-16 (General Building Maintenance for ODOT Districts 3, 4, & 12)

Question: Are we only providing hourly rates for Standard Wage Rates? Are we not providing rates for Prevailing Wage Projects?Answer:

4/12/16

ITB: 014A-16 Horizontal Curve Data Collection & AssessmentQuestion:

1) Sec. 3.4 - Specification No. 6: Does the estimated number of curves (30,000) include the curves that are located on the 5,209 ramps?

Answer: No curves on the ramps were quantified.

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Office of Contracts – Purchasing Contracts Prebid Questions2) Sec. 3.4 - Specification No. 6: Does the number of centerline miles (15,389) include the mileage associated with the ramps? No If not, what is the additional mileage associated with the ramps?

Answer: Ramp mileages are not quantifiable and are incidental to the centerline mainline miles provided.

3) Sec. 3.4 - Specification No. 22, 22a, & 22a.1: “Percent of Gradient” - If the information requested is related to the vertical grade along the roadway, it is our understanding that the equipment to be utilized (as specified in the Invitation to Bid) to collect the information is not designed to provide this data element. Can these specifications be deleted from the ITB data collection elements list?

4) Sec. 3.4 - Specification No. 23, 23a, & 23a.1: “Grade Length” – It is our understanding that the equipment to be utilized (as specified in the Invitation to Bid) to collect the information was not designed to provide this data element. Can these specifications be deleted from the ITB data collection elements list?

5) Sec. 3.4 - Specification No. 24 & 24a: “Curve Type” – It is our understanding that the equipment to be utilized (as specified in the Invitation to Bid) to collect the information was not designed to provide this data element. Can these specifications be deleted from the ITB data collection elements list?

6) Sec. 3.4 - Specification No. 25 & 25a: “Horizontal Transition/Spiral Curve Presence” – It is our understanding that the equipment to be utilized (as specified in the Invitation to Bid) to collect the information was not designed to provide this data element. Can these specifications be deleted from the ITB data collection elements list? 7) Sec. 3.4 - Specification No. 27 & 27a: “Grade Classification of the Curve” – If the information requested is related to the vertical grade along the roadway, it is our understanding that the equipment to be utilized (as specified in the Invitation to Bid) to collect the information was not designed to provide this data element. Can these specifications be deleted from the ITB data collection elements list?

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8) Sec. 3.4 - Specification No. 41 and Sec. 3.5 Number 25: “Average Calculated Advisory Speed” – While this data can be provided, the information relative to the FHWA 2009 MUTCD mandate for establishing advisory speeds is based on the “Minimum Calculated Advisory Speed”. The Recommended Advisory Speed is then rounded down to the nearest 5 mph. So any use of the average calculated advisory speed would be inconsistent with the FHWA mandate. Can the Specification be revised to require that the “Minimum Calculated Advisory Speed” be reported instead of the “Average Calculated Advisory Speed”?

Answer: Changed by Addendum 1. It changed Specification Item 41A from “Average Calculated Advisory Speed” to “Minimum Calculated Advisory Speed”

9) Sec. 6.3: Please clarify the average of 150 miles per day requirement. This is important as the requirement is to drive roadways in both directions, twice. So if this is centerline miles that would translate to 600 driving miles per day. Can this requirement be changed to an average of 50 centerline miles per day (or 200 driving miles per day)?

Answer: The 150 centerline miles per day was changed in addendum 1 to 130 miles. This falls in line with the required 4 months of the data collection of the 15,389 centerline miles.

3/24/2016ITB: 522-16TITLE VI PROGRAM REVIEW AND ANALYSIS

Question: 1. What is the budget for the assignment? The Department is not releasing a budget for this project.

2. Is there a desired schedule for completion of the assignment? The Proposer is to establish the timeline for project events and tasks. The Department has not given a desired timeline of events.

3. When was the last time ODOT performed a four-factor analysis? Please explain your question further. Are you asking the last time the Department completed a Title VI program review?

4. Does ODOT’s Procurement Division have electronic payment tracking data by contractor, type, race, and gender relative to DBE monitoring requirements such as prompt payment? Yes.

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Office of Contracts – Purchasing Contracts Prebid Questions5. On page 8 under Part IV. Proposal Requirements, item C. Organizational Structure, it states: Identify each individual and the percent of time (percent should be based on an average over 12 months) that each person would be assigned to each major task in the Scope of Services.

Would the calculation be the same if the proposed timeline is less than 12 months (e.g. 2080 hours)?

Sample percent of time calculation: 750 major task hours/2080 average work year hours for 12 months = 36% Please take out the section in parenthesis. The Department is just looking for the percent of time each staff member will be dedicated to each major task.

6. RFP states the Cost proposal is submitted in a separately sealed envelope. Should the two Electronic copies that include the Cost Proposal also be in separately sealed envelopes?

The Electronic copies do not need to be in separately sealed envelopes.

3/24/2016ITB: 101L-17/801L-17LIQUID ASPHALT

Question:There are several products that are being bid that are no longer ODOT certifiable products. There is a section that asks for suppliers to only bid on products that are currently certified. This seems to be conflicting. How do we proceed when there are products that can’t be certified and what is the current list of certifiable products that exist on the list of bid products that are being asked for.

ANSWER:

Plants (not necessarily the bidder) where products will be coming from must be certified in accordance with the website below:

http://www.dot.state.oh.us/Divisions/ConstructionMgt/Materials/Asphalt%20Information/1032.pdf

However, this only applies to the specific products (e.g. PG64-22, MC-30, etc.) in columns A-H and M (CRS-2P) which must be produced by qualified suppliers (plants). Those columns are where we would like the supplier to be noted (by placing an X) by the bidder so we can verify the producer is pre-qualified.

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http://www.dot.state.oh.us/Divisions/ConstructionMgt/Materials/Asphalt%20Information/1032.pdf

Office of Contracts – Purchasing Contracts Prebid QuestionsThe Department does not maintain a pre-qual list for products included in columns I-L, N, or P, so we would not require bidders to indicate the specific supplier for these.

3/18/16Question 1:

Just need further clarification on the skid steer protection:

There are so many manufacturers of Skid Steers and Compact Track Loaders with so many different loader arm configurations, it is not possible in almost all situations to add the external layer of Lexan over the cab door. The only sure way to provide the necessary safety to the operator is to install an OEM Demo or Forestry door with the Lexan built in. The installation costs will be extreme for skid steers and compact track loaders if the awarded vendor has to provide an OEM door with Lexan. Many of the ODOT districts already have skid steers with DEMO doors or in the past they have purchased the demo door separately for their OEM machine. With ODOT assuring that the carrier will have the necessary protection or will be equipped with that protection, the installation costs could be under $ 1000.00 per attachment for skid steers and compact track loaders. However, if we have to provide that door as part of the installation costs, then the installation cost for skid steers and compact track loaders could exceed those for an excavator, more than $5000.00

Excavators are different in that the Lexan can be added over the windshield without interfering with the boom and arm operation. And we would provide the Lexan protection as part of the installation bid price.

As noted below we will assume that the excavator will be equipped with the hydraulic lines group, have the necessary pressures and programmable flow to run the attachment.

ODOT will pay for the change indoor or any necessary up fitting separately and to not include that cost as part of the bid or the contract.

3/9/16ITB: 010-16 (Bull Hog Wood Shredders)

Question 1:

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Office of Contracts – Purchasing Contracts Prebid Questions1. Skid Steer carrier. The assumption is that the carrier has the proper auxiliary hydraulic gallon per minute flow and pressure to run the attachment. Can we assume all of the ODOT carriers will be capable of running the shredder?

Answer: Please assume all ODOT equipment will be capable of running the shredder.

To protect the operator a Lexan door must be installed on the machine. That cost varies from Manufacturer, make, and model. See no mention of this protection.

Answer: Assume the worst case scenario and install the lexan shields as needed.

Question 2. Excavator carrier. Previous bids for the excavator class wood shredder have included large costs for installation labor to install the attachment on the carrier. The assumption has been in the past that it would be possible for ODOT to have a machine with no auxiliary hydraulic system installed on the carrier. The cost to add the necessary pumps, valves, controls, hard line tubes, hoses, actuators, etc. was included as a worst case cost for that installation. If it can be assumed that the carrier supplied by ODOT had the necessary auxiliary hydraulic gallon per minute flow and pressure to run the attachment those cost would be significantly less. Can we assume all of the ODOT carriers will be capable of running the shredder attachment?

Answer: Please assume all ODOT equipment will be capable of running the equipment.

Additionally the same operator protection is required with a Lexan windshield. How should that be addressed.

Answer: Assume the worst case scenario and install the lexan shields as needed.

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2/19/16

ITB: 009-16 (Leadership Training for Lead Technicians and Mid-Level Managers)

Question: Just a clarifying question on page 8 item 3 when you say all pages is this the entire 23 page or just the appropriate information pages that we completed. I apologize if this seems strange I just want to make sure we do not leave anything for granted. Answer:You must include all 26 pages of the ITB in your bid response.

ITB: 009-16

Question: When I print the attachment it begins on page 4.Assuming page one is ITB page two and three does not show up in the attachment.Is there a page two and three?

Answer: Page two would be a Table of Contents and Page three would be blank.

2/17/16ITB: 521-16 (Speed Data Services)

Question: We understand from Section 4.8 of the RFP that ODOT and KYTC will be distributing archived/historical data to all public agencies, including universities, in Ohio and Kentucky. 1) For cost effectiveness, should we assume that these agencies will ONLY be consuming the vendor’s data products from ODOT systems, services, reports and derivative products? Or, will ODOT be paying for these agencies to have complete access to the vendor products and services for developing and distributing their own systems and applications?

Answer: ODOT can fulfill most data requests by sending individual data files. These data files are most frequently downloaded by ODOT from RITIS. The only access that may be shared with other public agencies is through a RITIS account. This would apply to public agencies requesting access to data over a longer period of time. When ODOT allows other agencies to create a RITIS account (and therefore access historical data) the agency is required to sign a data use

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Office of Contracts – Purchasing Contracts Prebid Questionsagreement. This data use agreement should be agreed upon by ODOT and the Vendor. The agreement will establish how the agency is to use of the data and what limitations they must adhere to.

2) Please confirm access and use of vendor’s products by third party agencies and universities will be for the purposes of internal work they perform for ODOT and not for other unrelated research or commercial activities.

Answer: Confirmed. Exact details of the limitations would be spelled out in the data use agreement.

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2/17/16ITB: 429-16

Question: Reference drawing 26-62. Is it the intent for the fabricator to supply only embedded components (duct and grout hoses to daylight) of the transverse PT system or all materials except for the strand (ie. wedges, plates, grout hoses, valves, etc.). Is the cost for the detailed PT shop drawings with calculations and Ohio PE stamp the responsibility of the Fabricator or Contractor?

ODOT Response: The last note on Page 26/62 of plans indicates, "All anchorage components required for the contractor to install the post-tensioning in the field shall be included with delivery of the prestressed beams" meaning bidders must include all components for the PT system except for those specifically excluded by the note as "supplied by the contractor". The cost for the PT shop drawings are the responsibility of the Fabricator. The note calls for the drawings to be approved 15 days before casting, which will be before the general contract is awarded.

2/12/16ITB: 521-16

Question: Will ODOT be answering questions as they come in, or wait until all questions are submitted and reply after Feb 23rd?

Answer: We will be working to answer questions as they come in.

Question: Please clarify the organization of a Proposal. In Section 2: Proposal Organization Requirements of 2. PROPOSAL RESPONSE REQUIREMENTS, it states, “Both original and copies of complete Proposal responses should be compiled and bound in an organized manner separating each of the nine (9) major components of this RFP through the use of properly labeled tabs.” Does ODOT want the following 9 tabs? 1.Speed Data Service Requirements 2. Proposal Response Requirements 3. Proposal Evaluation and Contract Award 4. Terms and Conditions for Bidding

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Office of Contracts – Purchasing Contracts Prebid Questions5. Proposer Certification Form 6. Supplemental Terms and Conditions 7. Signature Page 8. Appendix A 9. Appendix B In the same section it lists the following as requirements of the response. a.Proposal cover letter b.Completed signature page c.A hard copy of all issues addenda d.A description of the Proposer’s organization, past experience e.A list of key individuals f.A detailed summary of how the proposer plans to meet or exceed all data requirements g.Completed Standard Affirmation and Disclosure Form h.Signed Proposer Certification Form

Please clarify how a. through h. fit into sections 1 through 9. It would seem that appendix A and B is the list of roads and the map. Is this what ODOT wants?

Answer: Please format so as to include all 9 major sections. You can include a. through h. above anywhere within the proposal or feel free to tab those items as well.

ITB: 521-16Question: The provision with the header “Liquidated Damages” in Section 6 of the RFP, Supplemental Terms and Conditions, indicates that if actual and direct damages are uncertain or difficult to determine, ODOT may recover “liquidated damages in the amount of 1% of the value of the order…for every day that the default is not cured by the PROPOSER.” The provision with the header “Termination. Sanctions. Damages” in Section 6 of the RFP, Supplemental Terms and Conditions, indicates that if actual and direct damages are uncertain or difficult to determine, ODOT may recover “a payment of liquidated damages in the amount of 10% of the value of the Contract.” These provisions seem to conflict. Could you please clarify how liquidated damages will be calculated?

Answer: The Termination, Sanctions, and Damages section is specific to when services are performed outside of the United States without approval or authorization.

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2/11/16ITB: 847-16 (Guardrail End Treatments, Repair Parts, Impact Attenuators and Sand Barrels)

Question: Why were the Energite Sand Barrels removed from contract?

Answer: Energite Products are covered on Contract 817-15.

2/9/16ITB: 009-16 (Leadership Training for Lead Technicians and Mid-Level Managers)

Question: In lieu of the ANSI and HRCI certifications, will any of the following certifications be acceptable: Zenger-Miller/Achieve Global (serving half of the Fortune 500 companies), American Management Association certification, Richard Chang Associates (serving international businesses and US Fortune 50 companies), Franklin-Covey, and Myers-Briggs (MBTI)? Which of these, if any, qualify for "similar" certification as specified in the invitation to bid?

Answer:

Question: What are some examples of "similar" certifications that are acceptable for trainers?

Answer:



ITB: 146-16 (New and Used Liquid Tankers)

Question 1: #4A - Do you mean “rollover” protection in accordance with DOT?

Answer: Yes.

Question 2: #11A- When you state rear do you truely mean from bumper to walkway? Do they want the manhole assembly at the rear of the vessel? When they state entrance ladder do they want the ladder secured at the manhole area for each tank to be secured while in transit then usable to enter tank at will?

Answer: We would like the manhole cover closer to the rear of the tanker. And we want a tank vent towards the middle of the tanker with the rollover protection for all openings. The ladder needs to welded and stationary if not close to the manhole and catwalk is required there must be handrails welded on for safety.

Question 3: Do you want cleanout nipples in the barrel between baffles and front head? If cleanouts wanted, do they want a walkway to the cleanouts?

Answer: As long as we have the manhole, the cleanouts at the front baffled sections are not a must.

Question 4: #7A Discharge valve: Can it be out the rear knuckle radius of the rear head versus directly out the bottom of the vessel? Note: Via knuckle radius is better drainage

Answer: We would prefer the discharge at the rear, bottom to keep all the tankers the same. We also use this port to fill from our brine systems to keep the foaming down.

Question 5: Do you want steel wheels or Aluminum? Disc Brakes or Shoe Brakes?

Answer: The Department does not have a preference on either. Please bid lowest cost options for both.

2/9/16ITB: 009-16 (Leadership Training for Lead Technicians & Mid-Level Managers.

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1. What is the average length of service for your lead technicians and mid-level managers? The biggest portion of our lead technicians and mid-level managers have a twenty-five to thirty year career with ODOT. They begin as Highway Technician 1s and work up through the ranks to become lead technicians and/or mid-level managers.

2. What is the educational requirement background lead technicians and mid-level managers?

Mid-level managers as per the following classification specification: http://das.ohio.gov/Portals/0/DASDivisions/HumanResources/ORGDEV/pdf/Org_Dev_Statespecs_6192.pdf

Lead technicians as per the following classification specification: http://das.ohio.gov/Portals/0/DASDivisions/HumanResources/ORGDEV/pdf/5377%20100415.pdf – limited to HT 4 and HT 5 only

Section 3: Training Topics 1. 15 topics are identified in this section, however there are no defined competencies or descriptions of objectives. Does the ODOT have standard definitions for skills to be developed under each of this topics, or are the objectives provided in the bid at the sole discretion of the vendor submitting that bid?

Standard definitions, as available, are listed here: http://portal.dot.state.oh.us/Divisions/QualityHR/Personnel/Shared%20Documents/WorkerCharacteristics.pdf. If not listed, then at the sole discretion of the vendor submitting the bid.

2. It is stated that they are desired topics, not mandated, and that it is not a limited list – the price sheet has tabs for 6 programs, are you asking vendor to submit for only 6 topics, or is the vendor allowed to bid on all topics listed and any additional topics that are recommended by that vendor? Bidders may submit more than 6 topics (courses). You can submit multiple Excel files (and printouts) to cover any additional courses beyond six.

3. If the vendor has a catalog of leadership programs from which the ODOT can select, does each course need to be listed and priced on the excel spreadsheet if the pricing is the same and each course description is listed in an attached addendum? Each course must be priced using the Department’s excel pricing sheet. You may submit the information on each course via a catalog (or other similar descriptive literature) in your submitted bid package.

4. What is the ODOT currently using to train their Lead Technicians and Mid-Level Managers on leadership and supervisory skills. There is no program currently in place, statewide, to train lead technicians or mid-level managers beyond the Management Development Program. The Management Development Program provides training as listed here:

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http://portal.dot.state.oh.us/Divisions/QualityHR/Personnel/Shared%20Documents/WorkerCharacteristics.pdf

http://portal.dot.state.oh.us/Divisions/QualityHR/Personnel/Shared%20Documents/WorkerCharacteristics.pdf

http://das.ohio.gov/Portals/0/DASDivisions/HumanResources/ORGDEV/pdf/5377%20100415.pdf

http://das.ohio.gov/Portals/0/DASDivisions/HumanResources/ORGDEV/pdf/Org_Dev_Statespecs_6192.pdf


Management Module

Leadership Principles Lean

Change Management

Labor Module

Supervising in a Union Environment

People Module

Communication Conflict Resolution

Further description of MDP: Using internal subject matter experts, the goal of the MDP is to provide ODOT's new managers with a foundation of information critical to be a successful manager. The target audience for MDP is new exempt employees who manage direct reports, but existing managers can enroll to refresh their knowledge in a particular subject. MDP is designed to be completed in one month.

5. Was a needs assessment conducted to identify the topics that are listed in section 3? The topics were drawn from the classification specifications of the positions. Links to the classification specifications are provided above in response to question 1, section 3.

6. Will the courses be offered open-enrollment (where each course is stand-alone) or as a series of courses (where courses build upon one another)? The bidders are asked to bid as a minimum open-enrollment. We would welcome a proposed series as well.

7. What is the maximum number of participants you envision for each course? 30

8. Is course participation optional or mandatory for lead technicians and mid-level managers? Currently optional.

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Office of Contracts – Purchasing Contracts Prebid Questions9. Is the vendor or ODOT responsible for the administration of the courses – ex. Registration/tracking? The Department will provide the vendor the list of registrants for the course.

10. Can you share which ODOT regional locations have training facility space for up to 25 people? Or which ones have NO training facility space? All ODOT district offices and our central office have training space for at least 25 people. A list of our districts and our center office is available at: http://www.dot.state.oh.us/districts/Pages/default.aspx

11. Is it the desire of the ODOT to have courses specific to each audience or will they be mixed groups for training? It could be both depending on the content of the course.

12. If awarded the contract how soon after award date would you like courses to begin? This contract is to be used by the Department as needed. The Department will give advance notice of its intent to schedule a course. This has been included in the contract.

13. How many simultaneous training courses would you likely offer at any given time/location? Will depend on the needs of the districts and divisions and the availability of the training provider to offer the requested courses at the given time/location.

14. Is there a minimum / maximum length of time for each course? No.

15. If multiple vendors are selected is it based on location or content? This is a multiple award contract meaning all awarded bidders will be eligible to perform training services. The Department will make decisions based on course content and/or location.

2/9/16ITB: 412-16 (Steel Casing Pipe for Districts 5 & 10)

Question:

1. Will the department have a piece of equipment to help unloading of the casing or not.

Answer: See Addendum #1

2. Is Sales Tax applicable on this PO or not?

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http://www.dot.state.oh.us/districts/Pages/default.aspx


Answer: The Department is tax exempt.

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3. This PO is equivalent to 6 Trucks loads and the 6th truck is a partial load. There is room for 200’ of 24” or 100’ of 36”; or 100’ of 48”; How do I mention this option or is it not even a option.

Answer: Your submitted bid pricing must account for all delivery costs within the unit bid price. You cannot submit options.

2/8/16ITB: 101G-17 (Asphalt Concrete, Bituminous Mixes, Equipment Rental)

Question: Is there supposed to be an attached executive order 2011-12k to sign

Answer: No, the executive order was not required for this ITB.

2/8/16ITB: 009-16 (Leadership Training for Lead Technicians & Mid-Level Managers.

Question: Would we have to do a proposal on both pricing structure 1 & 2 or just the one we are planning on using.

Answer: Just the one you plan on using.

2/4/16ITB: 412-16Steel Casing Pipe for ODOT Districts 5 and 10

Clarification:

The original pricing page posted on the website made an incorrect reference to 85 sections of pipe in the section directly under “Vendor Name”. A revised pricing page has been posted on the website correcting this incorrect reference. The Department will be purchasing 75 sections of pipe

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through this contract. The 75 sections is indicated correctly in all other areas of the bidding documents and is reflecting correctly in the award calculation on the Department’s Excel pricing page.

2/2/16ITB: 100-17 (Aggregate)

Question: Last year, in bid requirements, it was requested that all bids be in whole numbers, I do not see that in this year’s bid. I did see that there should be only two numbers after the decimal point. I’m assuming those numbers do not have to be 00. Thank you for your clarification on this.

Answer: Your bid will have whole numbers to the left of the decimal point. The numbers to the right of the decimal point can be anything from 00 to 99.

2/2/16ITB: 251-16 (Dedicated Mobility Access Vehicle)

Question: The bid form and specifications for #251-16 show the power ramp as an option. Our manufacturer builds their vehicle with an SE and DX model. Only the DX model is available with a power ramp. The power ramp is not available on the SE model. While it is possible to build a vehicle as listed in your base specifications for the SE model, our manufacturer stocks a majority of the DX model (which includes the power ramp). Therefore, we recommend making the power ramp as standard equipment and changing option 1L to be an option for a manual ramp.

Answer: The Department has reviewed your pre-question and will be keeping the bid requirements as is.

1/28/16ITB: 062-16 (Ready Mix Concrete)

Question: RE: FLOWABLE GROUT MIX. Item is specified with fly ash. Can that mix design be amended for a an approved mix design using ggbfs instead of fly ash

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1/27/16ITB: 253-16

Section K. Access Ramp

Item 2K states: “If the ramp remains upright while passengers are entering the vehicle, the ramp must swing from the B post on the passenger door.”

Question: Is this for sure what you’re wanting. Most ramps are mounted and swing from the C pillar like a gate. Please clarify.

Answer: See Addendum #1- The ramp must be mounted and hinged from the C post and swing outward from the vehicle. As shown in the Floor Plans in Appendix A, pages 26-27, the ramp will be stored upright along the sliding door in the vehicle and not behind the co-pilot seat.

1/6/16ITB: 106-16 (Controllers, Cabinets & Accessory Equipment)

Question 1: Sec 8.6.1, page 15 refers to 733.04.C.4 which does not exist. Should it be 733.03.C.04? Answer: YES

Question 2: Sec 8.8, Page 18 are all NEMA TS2 cabinets to include an aluminum shelf with integral storage compartment per 733.02.B.11? Answer: Yes

Question 3: Sec 8.8.4, page 19 Is the Size 7 cabinet to include detector rack, Type A detectors and MSA harness for TS2 controller similar to other TS2 cabinets?

Answer: Yes

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1/5/16ITB: 106-16 (Controllers, Cabinets & Accessory Equipment)

Question: -Item 11-19 on the pricing sheet is incorrect. We now have a different product. -Section 8.13 of the Invitation to Bid: The operating system requirements are incorrect. Also in 8.13, it states that cables and connectors necessary to perform SDLC testing will be included. We only include this cable when the proper monitor cable is ordered

Answer:The following changes were made to contract 106-16 in response to a pre bid question submitted by Ben Hartley of ATSI. The attached documents have been changed to reflect the following.

Pricing Changes:

Item 11-9 has been changed to Carrying Case, 4U with laptop space” from “Carrying case, 6U Space with pullout shelf”

Item 11-17 “Calibration of ATSI Conflict Monitor Tester model PCMT 8000” has been added

Spec Changes:

The sentence on pg.25 has been changed to “The PC operating system shall be Windows XP or newer.” from “The PC operating system shall be Windows 2000, NT, XP, Vista or Windows 7 and include a HTML browser.”

The following sentences have been deleted from page 25 of the Spec:

The vendor shall provide one USB to 9-pin serial port adaptor with each tester shipped.

All cables and interface connectors necessary to perform the testing shall be included.

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12/16/15ITB: 240-16 HVAC Maintenance Services

Question: ITB is for service hourly rates and travel charges only. Found no preventive maintenance scope or equipment per location, so PM would be performed under T&M request hourly rates?

Answer: In section 7.2 of the specs, any PM proposal provided to a district has labor rates based on the “Preventive Maintenance Labor Rate for Mechanic” labor rate requested in item 5 on the “Pricing” tab of the pricing spreadsheet.

7.2: Preventive Maintenance Agreements

Due to the wide variety of equipment types, manufacturers and individual site utilization at ODOT facilities, it is highly prohibitive to establish a comprehensive list each of the preventive maintenance activities involved with individual equipment for multiple, seasonal preventive maintenance visits.

Therefore, upon request from the District Facilities Maintenance Supervisor or designee, the awarded vendor(s) shall perform a site survey of equipment at the requested site(s) and create a customized preventive maintenance agreement proposal for each site requested. Agreements shall be customizable when determining the following:

Equipment or system to be serviced Frequency of service (by each piece of equipment or system and site) Scope of service (by each piece of equipment or system)

Upon acceptance of the proposal based on the preventive maintenance labor rates bid.

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12/4/15ITB: 040-16

Question: The price sheet only allows for one unit price per Location(s). We cannot provide one price per location(s) because the items on the location/equipment lists are not all the same size or type of cranes and some of the items are not cranes at all. Is it possible to revise the price sheet to reflect each type of equipment? Also, if the digger derricks require dielectric testing a line item should be added for that test as well.

For example, the price sheet should include the following:

Mobile Cranes (corner mount, articulating, truck mounted): $_______/unit Mobile Cranes (crawler, wheel mounted): $_______/unit Digger Derricks: $_______/unit Dielectric Testing (if applicable): $_______/unit Man/Scissor Lifts: $_______/unit Boom Lifts: $_______/unit Truck Mounted Platforms (Challenger): $_______/unit

Answer: We want to keep the pricing as it is shown in the bid. If we break it out as shown we could have multiple vendors per district, which mean, we are scheduling multiple trips out, more time spent during inspections, more time processing payment, etc. This would increase overall cost.

12/4/15ITB: 040-16

Question: Section 8 line item 13. 1. what are you referring to with a notarized certification?

Answer: We are asking for a statement on the company’s letterhead stating they will meet the requirements of Section 8. This document must be notarized.

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11/20/15ITB: 040-16 (Safety/Service Inspection for Crane Units)

Question: 1) Will ODOT supply an operator for each Mobile Crane?

Answer: ODOT can provide an operator during inspection time if needed.

2) Will the awarded contractor be required to bid on the repairs as a result of the inspection?

Answer: ODOT will source any needed repairs through Mancon. The vendor would not be required to bid on that.

11/17/15ITB: 811-16 Janitorial Services

In the bid package it states that we are to provide all cleaning products (i.e. stripper, wax, and all products needed to maintain facility) at no additional cost. Does that mean we are to provide these products at our cost or are those products to be provided at no cost?

Answer: The vendor must include the chemicals and finishes required to perform the total cleaning operation of the sites in their daily rates. The consumable items listed in Section 8 of the specs will be reimbursed on a monthly basis for actual costs as documented by the vendor in accordance with Section 8.

11/16/15ITB: 315-16 Liner Pipe

ITB: 315-16

Question: Will ODOT accept a Polyethylene Liner Pipe meeting the requirements of SS 937 Type B, but having a mechanical bell-spigot joint with a gasket as opposed to a welded joint. The Bell-Spigot joint meets ASTM F-894 and can be an easier installation for the ODOT maintenance crews, as no welding would be required.

Answer: SS937 specifically requires heat fusion and extrusion weld joints. Our spec needs to be followed and bell-spigot are not permitted.



ITB: 315-16 Liner Pipe

Question: In regards to 315-16 purchasing contract "Liner Pipe Materials Only" section 937. Is ODOT requiring the seller of items to cover cost of 937 Type A (solid wall) AND Type B (profile wall) pipe or shall the seller be able to choose which item to sell. 937 Type A & B have different price structures and price fluctuations.

Answer: 937 liner pipe does have two different material types, A and B. The Department issued a new pricing page adding column B.

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Office of Contracts – Purchasing Contracts Prebid Questions11/16/15

014-16 Horizontal Curve Assessment

Question: Vendor costs associated with this work are directly related to the number of curves that will require evaluation and not centerline miles. The centerline miles provided in Appendix A shows 11 out of 12 Districts have very similar centerline mileage totals. However, due the topography of the state, the number of curves per mile vary substantially between Districts in the North and Districts in the South.

Can ODOT provide assumptions for the number of curves per mile for each District or Region (N, CE, & SW) so that all Vendor bids are prepared on the same basis? This will allow for a direct apples to apples comparison of the Vendor bids.

Answer: Assumptions cannot be made for the number of curves per mile for each District or Region. This data is not available nor has ever been collected. This contract will provide an inventory for most Districts. Addendums have been written and information provided to give the Vendors current data that some Districts have of their curve/sign inventories the last time inventoried.

11/12/15ITB: 014-16 Horizontal Curve Assessment

Question:

1. Section 2 SPECIFICATIONS, 2.1 DATA COLLECTION: It states that “all recommended advisory speeds for curves shall be verified and driven at the recommended speed to assure the recommendation is accurate.” Can this stipulation be removed? Driving the roads again as stipulated would be a “subjective” test of the advisory speed after conducting a thorough “objective” test based on actual roadway geometrics, MUTCD guidelines and criteria.

Answer: In Section 2.1 of the Bid Document, the second to last paragraph, remove the sentence stating “All recommended advisory speeds for curves shall be verified and driven at the recommended speed to assure the recommendation is accurate” to be replaced with the following: “Each data collection vehicle/instrument setup shall be driven at a minimum of one curve per month at the analyzed recommended advisory speed to assure the recommendation is accurate.”

2. Section 2 SPECIFICATIONS, 2.3 CURVE WORK ORDER REPORT: Vendors will not have information on locations of all signage, utilities, and other physical constraints along the roadways. It is typically standard practice for sign installation crews to have flexibility when installing signs so that the new signs don’t conflict with other existing signs, utilities, constraints, etc. Can work orders be prepared with the assumption that the sign crews can install the signs within +/- 50 feet of the stated work order location along the roadway to avoid sight distance issues and other constraints (other signs, structures, utilities, trees, etc)?

Answer: No assumptions can be made, but as stated in contract Section 2.3, “Considerations should be made for known obstructions” so those that are blatant should be avoided. Additionally, also stated is “proposed sign installations should avoid existing signs that are not part of the curve warning sign assembly by a minimum of 250’.” Online resources/field notes should indicate if there are known obstructions. document.doc of 261


3. Section 2 SPECIFICATIONS, 2.4 HIGHWAY PERFORMANCE MONITORING SYSTEM (HPMS) DATA COLLECTION: Regarding Item 45, are vertical grades only to be identified for the sections of roadways within the area of the horizontal curves?

Answer: No. Vertical grades for Item 2.4 shall be collected for all roadway locations.

4. Section 3 GIS REQUIREMENTS: It states that “Required location measurement methodology shall include: Spatial Measurement, Progressive Linear Mileage Measurement, and QA/QC field verification and measurement.” Can the specific minimum requirements for QA/QC field verification and measurement be defined?

Answer: *******Waiting on Technical Services Group*******

5. Section 6 PURCHASING, 6.1 PURCHASE ORDER: It states that “Note that roadways with split jurisdictions, half roadway in City limits and the other not, shall be analyzed.” Can you provide more explanation of this occurrence and an example?

Answer: In some cases, one side of the roadway is noted as being in a Corporation, and the other is unincorporated. When this case presents itself, both directions should be analyzed. In ODOT’s Destape (referenced in Appendix A) as part of the Reference Point Description, it may say Leave Corp. with an L(eft) at a mile marker and a Leave Corp. with an R(ight) at another mile marker. An example of this can be found in District 3, Ashland County US-250-16.786-17.017 where there is a different Corporation line on different sides of the roadway. The Muni/Twp name gives further verification if that route section is inside a certain municipality as well.

6. Appendix A, OHIO DOT DISTRICT MAP and CENTERLINE MILEAGE: It states that the “Centerline Mileage listed does not include mileage within City limits” however in Section 6 PURCHASING, 6.1 PURCHASE ORDER it states that “roadway’s with split jurisdiction, half of the roadway in City limits and the other not, shall be analyzed.” Considering this statement, will the vendor be responsible for evaluating mileage in excess of that stated in the listing of Centerline Miles per District as included in Appendix A?

Answer: No, see answer to question 5. If any part of the roadway is unincorporated, the mileage was considered.

7. Appendix A, OHIO DOT DISTRICT MAP and CENTERLINE MILEAGE: Can ODOT provide a breakdown of the Interstate, US, State and Ramp mileage per district?

Answer: No separate info will be provided. A breakdown of each type of route can be done in a variety of ways using different information sets noted in Appendix A. One method would be to look at the Destape.

8. INSTRUCTIONS, TERMS AND CONDITIONS FOR BIDDING, #8 PRE-BID QUESTIONS/INQUIRIES: It states that “any questions or inquiries must be submitted no later than five (5) business days before the opening date.” Can you please clarify the last day that written questions can be submitted considering the Veterans Day holiday?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: The cutoff for last written questions submitted is November 12th at 2PM.

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9. GENERAL QUESTION: Can vendors submit a statement listing assumptions associated with the specifications (scope of work)?

Answer: No. Bid the contract as it is written. Pre-bid questions can be submitted to clarify any portion of the contract.

4. Section 3 GIS REQUIREMENTS: It states that “Required location measurement methodology shall include: Spatial Measurement, Progressive Linear Mileage Measurement, and QA/QC field verification and measurement.” Can the specific minimum requirements for QA/QC field verification and measurement be defined?

Answer: The vendor will be required to check that their accuracy is within a maximum of one meter of true location.

8. INSTRUCTIONS, TERMS AND CONDITIONS FOR BIDDING, #8 PRE-BID QUESTIONS/INQUIRIES: It states that “any questions or inquiries must be submitted no later than five (5) business days before the opening date.” Can you please clarify the last day that written questions can be submitted considering the Veterans Day holiday?

Answer: The cutoff for last written questions submitted is November 17th at 2PM (due to revised open date of 11/24).

RFP #518-16DBE Certification Services

10/2/2015

Technical Questions

1. Does the weekly progress report have to be hardcopy or can it be submitted electronically? Electronically would be preferred. 2. Do the written recommendations on certification have to be hardcopy or can they be submitted electronically? Electronically would be preferred. 3. Do the supporting documents of the certification conclusion have to be included in the recommendation report? Yes. They should be included as an

attachment to the recommendation report.4. Is a total cost estimate of the project also required in addition to the hourly rates? A total project estimate is not necessary, but can be included at your

option.

Procedural Question

1. With respect to Part X “General Contract Terms and Conditions”, are proposing firms permitted to note any exceptions to ODOT’s terms and conditions in the proposal response? Exceptions may be noted, however, it is at the sole discretion of the Department to choose to accept or reject any submitted exceptions. In the event you choose to submit an exception, you must include the exact verbiage you are proposing to replace the existing T&C language. Exceptions to any terms and conditions in whole will not be considered by the Department.

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ITB: 235-16EPA Testing & Sampling Services

9/15/2015Questions:

1. Please provide the list of incumbent vendors that have completed work on the previous contract. Pace Analytical Services and Electro-Analytical dba Ea Group

2. Please provide the annual spend for both the analytical services and sampling services for the previous contract. Average contract spend will range from $14,000-$35,000 per fiscal year.

3. When ODOT needs sampling to occur, can the vendor negotiate a date/time for it to occur? Is there flexibility for when vendor sampling can occur? Sampling must be initiated within five (5) calendar days, or as otherwise mutually agreed upon between a vendor and ODOT.

4. Approximately, how often will sampling services be required by ODOT on this contract. Unknown quantity. Sampling only occurs as needed.

5. Please confirm the contract TAT is in calendar days. Correct.

6. Can the vendor apply a surcharge for compiling an expanded analytical report when ODOT requests one? (Yes) Can this charge be specified on the pricing form? (Yes)

7. Can the vendor confine (combine?) the number of districts to provide sampling services; however, offer analytical services state wide because of its own extended courier services? This is especially relevant for when ODOT collects their own samples and Pace can pick them up and ship to the lab even if the district has not been specified to provide service. (Yes)

8. Please clarify the ability of the vendor to provide electronic transfer of data; specifically, system specifications and modem numbers? Are you needing to see if the vendor can produce the analytical results in an excel format? Do you need the ancillary information specified in Section 6.1.3 on a CD too? ODOT just needs to see that you can produce and electronic copy of the analytical report and QA/QC report if necessary that could be used for litigation purposes.

9. Sampling of contaminated media, will this be from piles of material, or collection from the surface at a site? (This could be soil, water, and/or sludge. These samples could be collected from any matrix) 6.8 Sampling services explains that the vendor may be called upon or their contracted personnel to conduct this sampling.

10. Is drilling or hand augering required for collection of sub surface soil samples? (This would typically be done by others but in a rare instance the vendor may be called upon to conduct such activities)

11. Will the vendor’s sampling staff be required to decide where to sample or will the sampling locations be already specified by ODOT? (Sampling locations would typically be identified by ODOT or their consultant/contractor)

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Office of Contracts – Purchasing Contracts Prebid Questions12. Please define a “New Well”. Is this a newly drilled/completed drinking water well? Will the vendor’s samplers be required to sample these wells using their own pumps, bailers? (This new well could be a monitoring well for waste purposes and/or a new drinking water well both of which would require different methods of development and sampling for the necessary analytical required to determine the presence of chemical/bacterial contaminants of concern. Yes, the vendor may be asked to conduct such activities or their contract personnel. This would be a rare instance but may be required within the contract life.

13. Please provide an example of other tests/methods the vendor may be asked to do? (Typical analytical requirements for samples collected are “BTEX/w MTBE, TPH GRO-DRO-ORO, PAHs for petroleum based materials; VOCs, SVOCs, 8 RCRA Metals for solvent based materials; asbestos, and herbicide/pesticide as needed.)

ITB: 235-16EPA Testing & Sampling Services

09/15/2015Question: 1. Please confirm that the pricing form is Attachment 1 of the ITB SOW specified on page 5, section 5.3, 1st paragraph. The pricing form should be attached.

2. Can the lab’s Quality Assurance Manual (this is our equivalent to the QAPP specified in the ITB) be submitted on a CD or is a hard copy required? Please submit on a CD.

3. Please clarify this sentence: page 6, section 5.3, paragraph 6, 1st sentence--TCLP (method 1311) is performed on a solid matrix; however, this sentence implies TCLP is performed on a water matrix. We would do totals on a water matrix. ODOT wants to make sure that the lab has the capability to conduct the TCLP testing

4. Page 6, section 5.3, paragraph 6: this paragraph is unclear as to what you are requiring. Do you want to see our deliverable/final report for an analyses we completed that includes TCLP VOC, TCLP RCRA metals, and ignitability? Yes you are correct

5. Can we provide a copy of a deliverable/final report for a drinking water sample, as an example of a “New Well”? That would be acceptable

ITB: 877-16Traffic Cones

8/31/15

Questions: 1. When will a decision on who is awarded the bid be made? Answer: The award is usually made within two (2) weeks of the bid opening.

2. When will ODOT start taking product? Answer: The Districts will place orders when/if they need Traffic Cones.

3. How many deliveries will be needed?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: This contract will be in effect from the date of award through July 31, 2016. The number of deliveries depends on the number of

cones each District needs to purchase.

4. When will all of the product be gone? Answer: Vendors will be required to fill an order every time they receive a purchase order through July 31, 2016.

5. Will ODOT be looking for direct shipment from my vendor to their location(s)?Answer: The bid is FOB. It is up to the vendor to determine the best means of shipping the cones within the delivery requirements.

ITB: 148-16Maintenance of Existing Traffic Signal Infrastructures

8/25/15

Question: Is ODOT providing the video cameras and the radar units? The note state that ODOT will be providing the cabling.Answer: Yes, ODOT will be providing all the radar and video detection equipment necessary for the install only radar and video detection items

ITB: 865-16Live Bottom Dump Bodies

8/24/15

Question: (PAGE 6)- 1A. Drag Chain/Conveyor Belt Style Dump Bodies: QUESTION 1: Are the units to be a flat floor or sloped side design?Answer: Either one is acceptable.

(PAGE 6)- 1A. Drag Chain/Conveyor Belt Style Dump Bodies: QUESTION 2: Does the drag chain require a rubber belt on the double bar conveyor unit?Answer: no.

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Office of Contracts – Purchasing Contracts Prebid Questions(PAGE 6)- 1A. Drag Chain/Conveyor Belt Style Dump Bodies: QUESTION 3: Do you intend to add a pre-wet system on the units? Answer: Yes, aftermarket.

(PAGE 6)- 1B. Drag Chain/Conveyor Belt Style Dump Bodies: QUESTION 4: What is the minimum required capacity for the following lengths 15 ft., 13 ft., and 9 ft.? Answer: We do not specify, we only ask that you build to manufacturer’s standard specification

(PAGE 7)- 2J. Dual Auger Option: QUESTION 5: Do you require a mechanical or hydraulic safety interlock when utilizing the auger systems? Answer: Manufacturer’s standard is acceptable.

(PAGE 7)- 3J. Front Discharge Body Option: QUESTION 6: Are the units to be a drag chain conveyor or auger? Answer: Manufacturer’s standard is acceptable.

(PAGE 7)- 4J. Bi-Directional Front Discharge Body Option: QUESTION 7: Do the cross auger tubes and flighting need to be 201 stainless steel? Answer: Trough is stainless, auger(s) need not be stainless

865-16Live Bottom Dump Bodies

8/21/15

Question:

1. Is it possible to get a drawing of Figure 3G-1. It is referenced in the bid packet but there is no Figure 3G-1 identified in the bid packet.

Answer: There is no drawing.Figure 3g-1 is the first tab of the pricing page. It is for weights and dimensions.

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148-16Maintenance of Existing Traffic Signal Infrastructure

8/13/15Q & A

1. On items 5,6,7, 13, are these install only? Please clarify if ODOT would furnish all materials for these items.

Answer: Items 5,6,7, and 13 are install only, ODOT will furnish all materials for these items.

2. Will prevailing wage requirements apply to these purchase orders?

Answer: Wage requirements added via Addendum #1

RFP 502-16NAICS Code Review and Certification Audit for ODOT DBE Program

8/12/15Q & A

Question: 1. The RFP states that DBE files may not leave the Department. What are the hours that the Consultant Team will have access to the DBE files? Will access be granted to the DBE files in the evening or on weekends?

Answer: ODOT can provide members of the consultant team with badges and access to the DBE files in the evenings and weekends.

2. Will the Department provide adequate space for the Consultant Team to provide the necessary services and file review at 1980 W. Broad Street?

Answer: Yes, ODOT will provide space.

3. Will the Consultant Team be permitted to remove a DBE file when performing an on-site review for the file?

Answer: Yes, if ODOT requests the consultant team to perform the on-site review.

4. The RFP states that there is a database with limited DBE information. Will the Consultant Team have access to the database outside of the Department? document.doc of 261

Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: Yes, ODOT will define what information the consultant team will need to access in the Civil Rights & Labor (CRL) system and can create a role

for the consultant team.

5. The RFP does not include a mechanism for DBE firms that are uncooperative. For example, if a certified DBE firm refuses or fails to return phone calls or submit the required information. Would the Department consider adding a clause to the RFP stating that if a DBE firm fails to respond, return phone calls, or submit the required information after a reasonable attempt by the Consultant Team, the DBE firm will be deemed unresponsive and a recommendation to the Department to decertify the DBE firm for failure to respond will be acceptable.

Answer: ODOT can decertify for failure to cooperate. Therefore, it is ODOT’s position the RFP does not need to be revised as this would be an acceptable recommendation on certification status from the consultant team.

6. What is the Department’s estimated payment schedule? Will the Consultant Team be paid at the end of the project in one lump sum, or will the Consultant Team be required to submit monthly invoices? Will the Consultant Team be paid net 30 after an invoice is submitted?

Answer: Monthly invoicing is standard for ODOT, and ODOT’s terms are net 30.

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7. The RFP states that liquidated damages may be applied to the Consultant Team. Could you please expand on this clause? When would the liquidated damages apply? What type of review will take place to determine the liquidated damages and will the Consultant Team have an opportunity to present the actions taken to complete all of the files prior to the December 31, 2015 deadline?

Answer: ODOT’s standard LD Clause is : LIQUIDATED DAMAGES: If actual and direct damages are uncertain or difficult to determine, the State may recover liquidated damages in the amount of 1% of the value of the order, deliverable or milestone that is the subject of the default for every day that the default is not cured by the Vendor. If Delay of the cure is caused by ODOT, the delivery date shall be extended accordingly to offset such delays. Approval to extend any scheduled delivery date shall be at the sole discretion of ODOT.

ODOT will incorporate its standard terms and conditions into the final Contract that will be signed by the consultant.

ODOT’s interpretation of the LD clause is it would apply 1% per day for the percent of the contract that is outstanding after December 31, 2015. So, if the consultant has only completed a review of 50% of the files by 12/31, ODOT would charge 1% per day based on half the contract value. Per this standard term, the consultant can request to extend the delivery date, which is at ODOT’s discretion. ODOT would not assess damages without first notifying the consultant and providing the consultant an opportunity to discuss why LDs should not be assessed.

8. Can the Department provide a better breakdown of the files to be reviewed by the December 31, 2015 deadline? How many of these files would be considered large, medium or small files based upon the amount of paperwork currently contained in each file?

Answer: ODOT does not currently have a better breakdown.

9. Would the Department consider adding a second phase to the RFP where the Consultant Team would provide the same review to the remaining 900+ DBE files to be completed by June 30, 2016?

Answer: ODOT is considering issuing a second bidding opportunity to address the remaining 900+ files.

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RFP 514-15 UAS Operations Management Applications

Q&ABusiness Requirements: 2.08: Can you expand on the email requirement here?

The communications could be e-mails, calls, meeting documentation, letters or fax logs in some repository that links documented in a data base that relates it to an operation for reporting.

2.11: What is the current NOTAM process?

Currently UASC staff calls depending on COA requirements. Information is stored in a PDF. Attached is an example.

6.02: Do you have an existing cellular infrastructure we are to tie the text system into?

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No. We anticipated use of existing commercial capabilities which could include email or text, depending on the available contact information. Notifications should be configurable by the administrators of the system to decide the appropriate user. As a result of this question we are modifying BR 6.02 to delete the specific use of text messaging. See Addendum 1.

If sending a text message via email, you must use a SMS to email gateway. Just substitute a 10-digit cell number for ‘number’ for each carrier below:

AT&T: [email protected] T-Mobile: [email protected] Verizon: [email protected] Sprint: [email protected] or [email protected] Virgin Mobile: [email protected] Tracfone: [email protected] Metro PCS: [email protected] Boost Mobile: [email protected] Cricket: [email protected] Nextel: [email protected] Alltel: [email protected] Ptel: [email protected] Suncom: [email protected] Qwest: [email protected] U.S. Cellular: [email protected]

6.06: What is the ATC Notice Process?

This requirement varies depending on the ATC facility. Examples:

fax 24 hours prior to operations

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6.02 The management tool must be capable of creating configurable, automated, notifications for time events. using text messaging.

















Office of Contracts – Purchasing Contracts Prebid Questions Phone call ½ hour before and after Radio communications for each flight Broadcast over VHF on CTAF Some require no communication other than a NOTAM

IT Technical Requirements:

1.3: Can the storage be cloud based or is it expected to be hosted on site?

Cloud-based/Hosted or an In-House Server solution is acceptable. If it is cloud-based, the vendor will need to arrange providing backup copies of all data to ODOT. If it is In-House, it will need to meet ODOT’s IT Specifications which was attached to the RFP.

1.4: Are both required? Can Google Maps be an alternative?

Additional info has been requested from the vendor. 1.5: Are you providing an LDAP server?

If an LDAP server is needed for a cloud-based solution, one will be provided. Further discussions would be required.

1.6 What are the security scan requirements (OWASP)

ODOT’s security assessment process checks for the following:

1. System/OS level weaknesses that could provide root or administrative level access. This includes: a. Default or weak passwordsb. Unnecessary or insecure remote access servicesc. Missing critical service packs or patches

2. Application level weakness that could provide elevated privileges within the application. Web app scanning is executed using anonymous and authenticated sessions. Testing processes focus on :

a. SQL, OS, and LDAP injection flawsb. Broken Authentication and Session Managementc. Cross-Site Scripting (XSS)d. Insecure Direct Object Referencese. Use of components with known vulnerabilities

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1.7: Will you provide a development Oracle license? Oracle does not offer them anymore. Would you entertain PostGres?

ODOT does not provide licenses to support development efforts by its contractors. Your proposal needs to identify your execution approach and associated costs. Is there an upper end price limit for the budget?

Although there appears to be no existing capability fully addressing the requirements of this solicitation, ODOT’s assessment of the requirements anticipated a best value approach would demonstrate significant leveraging of existing commercial capabilities, with some level of integration development to provide required capabilities. As a result, the budget established for this effort is below a typical fully development effort, but anticipates some level of development and integration above typical licensing costs of commercial applications providing some similar capabilities.

Requirements have been grouped and prioritized. The revised solicitation creates the ability to incrementally buy capability. If the proposed cost of work exceeds current budget, then ODOT will assess the business case for the application and incrementally buy capabilities as the business need justifies.

Is there an alternative to progress payments?

Progress payment is ODOT’s preferred payment methodology.

In the Business Requirements document, item 7.09 states that the management tool dashboard must display spatial data and includes flight paths as an item. What items about the flight path needs to be displayed beyond Lat/Long data? Should this include altitude data? Is this based on a scheduled flight path or an actual flight path? If it is a scheduled flight path, is it created in the management tool when the flight is scheduled or retrieved from another system? If it is an actual flight path, how will that data be added to the management tool?

The dashboard must display identification of COA flight area vs. flight path, Max AGL and Max MSL in a spatial context as described. As a result of your question we are modifying BR 7.09 to delete reference to flight path and changing to flight area. You will see this change issued via addendum.

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7.09 The management tool dashboard must display spatial data (such as active, proposed and historical operational areas, flight paths area, weather, temporary flight restrictions, sectional charts, shaded reliefs etc.) in a spatial context.


Dashboard display of the scheduled flight plan would provide a useful capability, beyond the required capability, for safety-based “release to fly” decisions, but the proposal would need to describe the proposer’s approach to capture and integrate that information.

Dashboard display of actual flight paths, would provide a useful capability, beyond the required capability, for post flight reporting and safety investigations, but the proposal would need to describe the proposer’s approach to capture and integrate that information.

(end of Q&A for 514-15)

ITB: 419-16Road Salt for Lucas County

7/20/15ODOT’s Answer in red

1) Page 5, Section 6: Delivery Requirements: awarded salt quantities will be delivered by either vessel, barge, or truck. Question: Please explain how the BUY OHIO will apply to each of these methods of delivery.

The method of delivery has no effect on the Buy Ohio provisions.

2) Page 5, Section 6: Delivery Requirements: salt quantities will be delivered by either vessel, barge, or truck. Question: In your bid document you are asking for 3 different methods of transportation, however on the pricing sheet there is only an area to provide one price. How can we notate a price for each method of transportation?

See Section 6: Delivery Requirements. The bid document states that salt may be delivered by either vessel, barge, or truck. This does not mean that pricing must be submitted for all methods. The words ‘either’ and ‘or’ indicate that. Bidders must submit pricing according to which method of delivery they intend on using.

3) When will the bidders be able to expect notification of award?

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Office of Contracts – Purchasing Contracts Prebid QuestionsThough not guaranteed, within approx. 1 week after the bid opening date.

4) Once awarded when will the awarded vendor expect to receive the order request for delivery?

See Section 5.2: Ordering Timeline

5) If salt is to be delivered by truck, what are the exact addresses of City of Toledo Dock Facilities requesting the 8000 tons of salt?

The City of Toledo has a building at 1030 Water St. The salt pile location is a couple hundred yards northeast of the building. Water Street is not a dedicated street at the salt pile. A latitude and longitude of the stockpile below has been provided.

LAT: 41°39’30” LONG: 83°31’14”

https://www.bing.com/maps/#Y3A9cXk4cHFtODE1cTloJmx2bD0xNyZzdHk9YiZxPTEwMzAlMjB3YXRlciUyMHN0cmVldCUyQyUyMHRvbGVkbyUyMG9oJTJDJTIwNDM2MDQ=

6) What are the addresses of the optional locations requesting salt up to 4500 tons?

It is the same delivery address as the 8,000 tons. It is just an optional bid item for an additional amount.

7) Should the vendor specify whether the salt will be delivered by vessel, barge, or truck on the pricing sheet? There is nowhere to indicate the delivery method on the pricing sheet.

The vendor is not required to specify the delivery method in their submittal. However, prior to delivery, they will to notify the ODOT of expected method of delivery so the facility can prepare to accept salt by this method.

8) On page 6, it states delivery is by hauling, the vendor will be required to properly place salt, which may require use of a conveyor or other stacking equipment. It will be the responsibility of the vendor to supply if needed but it is not listed on the pricing sheet. Where should vendor's place the additional pricing for conveyor or other stacking equipment?

Bidders should calculate their bid pricing assuming that all salt provided will need to be conveyed/stacked.

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https://www.bing.com/maps/#Y3A9cXk4cHFtODE1cTloJmx2bD0xNyZzdHk9YiZxPTEwMzAlMjB3YXRlciUyMHN0cmVldCUyQyUyMHRvbGVkbyUyMG9oJTJDJTIwNDM2MDQ

https://www.bing.com/maps/#Y3A9cXk4cHFtODE1cTloJmx2bD0xNyZzdHk9YiZxPTEwMzAlMjB3YXRlciUyMHN0cmVldCUyQyUyMHRvbGVkbyUyMG9oJTJDJTIwNDM2MDQ


RWIS Repair Parts

7/17/15

ODOT’s Answer in red

Question: Is it possible to only bid on Section 2 (“Purchase of Parts”) of the Requirements/Specifications?

Answer: Yes, the intent of the bid was to establish pricing for both installed and uninstalled parts.

ITB: 103-16

RWIS Maintenance & Service

7/17/15

ODOT’s Answer in red

Question:

1.) Does ODOT intend to provide all traffic control as necessary for all RWIS related repairs, calibrations and maintenance activities for the duration of the contract?

Answer: Yes, ODOT will provide all traffic control.

2.) Can ODOT provide additional details to the respective bidders in regard to the age, condition and current status of all solar and alternate power components as part of the Statewide RWIS system? Additional information such as solar panel size and age, battery size and age and charging system age would be helpful for prospective bidders.

Answer: ODOT can provide the current functioning status of the mentioned equipment but cannot provide complete information on the age and condition of the mentioned equipment. Our typical solar panel is 26.5 inches wide by 58 inches long by 2 inches thick with a Rated Maximum power of 130W. Our typical batteries are 10.25” by 6.60” by 8.15” and 12 Volt, 75.0 Amp. Hr.document.doc of 261


3.) Would ODOT allow an RWIS data feed to allow vendors to monitor the RWIS network and manage the maintenance tasks and schedule of the contract? If a data feed is not allowed, How would ODOT notify the service vendor of outages of individual RWIS sites and/or sensor statuses? Can ODOT provide a sample report that is intended to be used to help notify and manage site and sensor outages for RWIS service management?

Answer: ODOT would allow vendors to access the monitoring system which provides real time data from all RWIS sites. Additionally, a daily error report is generated that would be made available.

4.) Would ODOT consider a modification of the limitation of liability to the contract terms? An example such as: a. Notwithstanding the foregoing, Vendor is under no circumstance liable for any indirect, consequential, special, punitive or incidental damage including, but not limited to, loss of profits or loss of business arising out of or in connection with this Contract.

Answer: ODOT would not consider such changes.

5.) Liquidated Damages: Section 19B of the Standard Terms both mention late penalties and liquidated damages. Would ODOT consider a modification? An example such as:

a. Notwithstanding anything to the contrary in this Contract, the Department must notify Vendor within three (3) business days of its intent to enforce any Late Penalties or Liquidated Damages. Failure to do so will result in the Department forgoing its right to enforce any Late Penalties or Liquidated Damages on the affected delivery.

Answer: ODOT would not consider such changes.

6.) Are all utility costs (monthly service fees)for commercial power and communication to the RWIS sites covered by ODOT for the duration of the contract?

Answer: Yes, ODOT covers all utility costs for the normal operation of RWIS sites.

7.) How does ODOT intend to handle failed and/or obsolete equipment? Does ODOT intend to waive penalties associated with RWIS sites of which may have obsolete and/or equipment of which require upgrades? Or is it ODOT intent to upgrade these components during the contract period as identified mutually by the service provider and ODOT?

Answer: Replacement of failed equipment is considered normal maintenance by ODOT and shall take place as needed. Penalties will only be waived in situations described in the contract language.

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Office of Contracts – Purchasing Contracts Prebid QuestionsReplacement of obsolete equipment would be addressed on a case by case basis depending effect of the interaction of the obsolete part within the system. Obsolete parts will not be replaced provided they are functioning properly and interacting with the system properly.

ODOT Request for Proposal #511-16 – Online Synergy System RFP (See Addendum #2 issued on July 2, 2015 extending opening date of RFP)

Section 7.1 - Reporting Process -What are the extent of the report customizations?

Customization of reports will be around 40-60%. We will need the ability to change report formatting as needed – not ask the vendor for changes.

ODOT should be creating a data model similar to all our other systems. DataWarehouse is run against a Sybase IQ database. Live system data would need to be exported nightly to this warehouse.

Section 7.1.1 – 7.1.9 -Are these reports produced automatically or on request? Both, based upon departmental needs.-Are reports different for each user so that each user must be able to set up a schedule for reporting and determining which reports would be run?

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Office of Contracts – Purchasing Contracts Prebid Questions Some reports will be standard, and others might be customized for user specifics needs.Section 7.2 Do we have samples of each report? There are a very large number of reports that require pulling data from many of the system’s fields. The report requirements are outlined in RFP document. Section 8.1.4.2 -What level of integration with Bing Maps?

Awaiting more information from vendor before we can respond to this question.

Section 8.1.6.1 -Will we get a list of what the ODOT security scan checks for?

ODOT’s security assessment process checks for the following:

1. System/OS level weaknesses that could provide root or administrative level access. This includes:

a. Default or weak passwordsb. Unnecessary or insecure remote access servicesc. Missing critical service packs or patches

2. Application level weakness that could provide elevated privileges within the application. Web app scanning is executed using anonymous and authenticated sessions. Testing processes focus on :

a. SQL, OS, and LDAP injection flawsb. Broken Authentication and Session Managementc. Cross-Site Scripting (XSS)d. Insecure Direct Object Referencese. Use of components with known vulnerabilities

Section 8.1.7.3 -What level of integration with other databases? -Is database interface 2-way (e.g. import and export)?

The new system would need to pull data from Ellis – data is available in our ODOT DataWarehouse (Sybase IQ).

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The new system would need to push data to Appropriation Accounting; Appropriation Accounting sits on a mainframe and can only accept flat files (i.e. .txt, .csv, .xls, etc…) Section 8.2.3 -Do we get paid extra for changes to ODOT Office of Real Estate Manuals? No. ODOT will make changes to it manuals. Section 8.3.1 -Does the ODOT accounting package have a service that allows us to pull data or do we need to create an interface?

ODOT’s accounting package is currently on the mainframe and does not have a service available; the data is all available in our ODOT DataWarehouse (Sybase IQ);

Section 8.3.2 -Does Ellis have a service that allows us to pull data or do we need to create an interface?

Ellis does not have a service; An interface will need created to pull data from the ODOT DataWarehouse (Sybase IQ database)

Section 8.3.3 -What is CES? This is the Consultant Evaluation Survey (System), in Consultant Services.

ODOT Request for Proposal #510-16 – Statewide Natural Resource Mitigation Services (See Addendum #1 issued on July 2, 2015)

1. Item # 4b – Mitigation Location, Amount and Type – p.9 – ODOT states that “Individual tasks developed under the contract will provide project specific requirements for location, amount, and type.” At what stage in the regulatory process will these requirements be communicated? Will selected Proposers be expected/ able to have any input into proposed project mitigation during the Section 404/401 permitting process for the impacting ODOT project? Or will Requests for Work (RFWs) essentially consist of final Section 404/401 permit terms as they apply to mitigation and monitoring for the impacting project?

A: The work required by the proposer may occur at any stage in the regulatory process. If it is a new transportation project that needs waterway permits, then communication could be during the early stages of waterway permit development. Other tasks under this contract could involve work on existing mitigation

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Office of Contracts – Purchasing Contracts Prebid Questionssites which have already been permitted. There may also be tasks related to remedying non-compliance situations. ODOT would solicit input from the selected proposer on any proposed mitigation site(s). The specific individual task would dictate the level of involvement from the proposer. There could be situations where the RFW would essentially be meeting the terms/requirements of the final waterway permits (or other agency approval) that have already been negotiated by ODOT in advance.

2. Item # 6b – Financial Plan – p. 10. - ODOT requests that each Proposer “...demonstrate its ability to finance or obtain financing from credible sources to undertake and successfully complete the planning, implementation, operation and management of this agreement.” What are ODOT’s expectations with regard to this demonstration? Do Proposers need to show a line of credit or other financial instrument equivalent to the entire $2,000,000 of the contract for the full contract period of 5 years? Can ODOT please elaborate on the specific information they are looking for with regard to this demonstration?

A: Lines of credit, statements of cash flow, balance statements, etc. will be used to ensure vendor’s ability to fund projects. Lines of credit are not required, but may be needed if the vendor’s overall financial health is in question.

3. Item # 6c – Financial Statements – p. 10. – ODOT indicates that requested financial information “...will be used solely by ODOT for the purpose of evaluation and will be kept confidential to the extent allowed by Ohio law.” What level of protection does this entail? Will any portion of the information be available for public review? Who will evaluate the information? Will it remain with ODOT Contract Sales & Purchasing? Shared with ODOT/OES staff? Will it be reviewed or available to other ODOT Divisions or other state agencies? Can ODOT please elaborate on the level of protection financial information will be afforded for this RFP?

A: These will be reviewed by the Office of Contract Sales to determine the vendor’s financial health. These records are not shared with other ODOT staff and are not subject to Ohio Public Record Laws.

4. WORK TASK DEVELOPMENT AND INITIATION – p. 15 – If a selected Proposer does not believe they can provide the mitigation specified in a particular RFW for their stated unit cost, will they be able to propose a higher unit cost (with justification) or, if necessary, decline to respond to the RFW?

A: In rare circumstances proposing a higher unit cost with justification would be allowed. The proposer should be set up to deliver statewide natural resource mitigation services per the RFP.

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Office of Contracts – Purchasing Contracts Prebid Questions5. If post-construction monitoring for a project will extend beyond the 5 year contract term (for example, if an RFW is issued in Year 4 of the contract), will

ODOT be able to continue making annual milestone payments for monitoring beyond the 5 year contract term? Or will ODOT make one or more “up front” payments upon award of the RFW that are expected to cover any monitoring that may extend beyond the contract term? What happens if additional monitoring or maintenance is requested by a regulatory agency, for example, after a scheduled site visit? Will ODOT provide additional funds to cover the additional mandated monitoring or maintenance?

A: Should additional monitoring and/or adaptive management be required beyond what is included in the original RFW/contract, contract modification would occur to arrange for additional years of monitoring/adaptive management. ODOT would provide for these additional funds, provided that the reason for this is not because of failure of the proposer to conduct proper work on earlier phases of the mitigation project.

6. Under the Evaluation Criteria for the Project Manager, Item 2. inquires about experience with stream mitigation in northeast Ohio; is this requirement an indication that most of the potential projects will be for stream mitigation in northeast Ohio?

A: Addendum #1 will be issued on July 2nd.

7. On Page 7 a request for a one page summary of the listed sections is required; please clarify whether that is a one page summary for each section or a one page summary of all the sections.

A: All sections should be summarized on one page. We do not want a one page summary for each respective section.

8. Regarding Section 6. Financial Information; is the requested information required for each team member or subconsultant or just the prime contractor?

A: These are required only for the submitting proposer.

9. Please clarify if the 11 x 17 pages can be printed on both sides for a total of 20 11 x 17 printed pages?

A: No. Only 10 single sided pages (or 5 double sided) will be accepted.

10. Financial Information – Are three business references required for each subconsultant/organization within the proposal?

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Office of Contracts – Purchasing Contracts Prebid QuestionsA: No.

11. Is there a minimum amount of work that the prime consultant must provide?

A: No.

12. It appears that ODOT would like to see potential mitigation sites throughout the state presented in the proposal. Is this correct?

A: No.

13. Has ODOT identified any potential mitigation sites within the appropriate watersheds?

A: No.

14. Will the proposer be responsible for obtaining the project permits or just permits associated with the potential mitigation site?

A: The proposer could be responsible for obtaining the project permits if tasked accordingly for a particular project. In addition, the proposer could be responsible for permits associated with a particular mitigation site if not already covered by ODOT’s project specific waterway permits.

15. Is the proposer to have credits reserved at existing mitigation banks?

A: No.

16. Would it be considered a conflict of interest to include a mitigation bank as part of the organization?

A: No.

17. Does ODOT anticipate that the majority of the mitigation be located in northeast Ohio?

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Office of Contracts – Purchasing Contracts Prebid QuestionsA: Addendum #1 will be issued on July 2nd.

18. When ODOT needs mitigation other than bank or in-lieu fee credits, will the price structure and contract with ODOT be task based or product based? For example, if ODOT needs 10 acres of forested wetland mitigation, can the proposer simply provide a per-acre price or will per task, personnel hours, direct costs, overhead, etc. be required?

A: The proposer can provide a per unit price for the required natural resource mitigation type.

19. Can ODOT schedule a pre-proposal meeting for this RFP?

A: We will not be having a pre-proposal meeting for this RFP.

20. Is the prime required to have the ODOT Pre-Qualified Cost Accounting System?

A: No.

21. Are all sub-consultants on a team required to have the ODOT Pre-Qualified Cost Accounting System?

A: No.

22. Given the requirement to analyze comparisons to purchasing credits from a mitigation bank or an in-lieu-fee program, would ODOT consider an existing mitigation bank sponsor or an existing in-lieu-fee sponsor submitting as PRIME to be a conflict of interest?

A: No.

23. Are the following costs/services considered a part of the $2M contract?a. Property acquisition or easement acquisition (actual payment to the current land owner)? A: Yes. b. Physical construction of the mitigation project (referring to page 4, z and ee)?

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Office of Contracts – Purchasing Contracts Prebid Questions i. Would construction of the mitigation project be required to be publicly bid through the proposer? A: No. ii. Do the construction contractor(s) need to be listed in the proposal? A: No.

c. Long term management in perpetuity (specifically page 14, 3rd full paragraph)? A: Yes.d. Will there be force-majeure definitions and terms within the contract(s)?

A: Yes.

24. Does ODOT have an estimate of the stream and wetland mitigation needs for the duration of the two $2M contract amounts?

A: No

.

25. Pg. 15, Work Task Development and Initiation, first paragraph: “to provide the services provided herein.” Please verify that the term “services” corresponds with the definition provided on page 18 and does not include property acquisition, construction, long term management, etc.

A: The potential range of services required are those listed beginning on page 3 of the RFP. These do include property acquisition, construction, long term management, etc.

26. Pg. 15, Item 2.b.i: This item requests the cost per unit of mitigation. Is this referring to a unit at an established mitigation bank or in-lieu-fee program suitable/available for the type and quantity of mitigation desired?

A: We are requesting a per unit cost of mitigation produced by the proposer that meets the intent of the specific RFW. This may include banks/ILFs and/or permittee responsible mitigation produced for ODOT by the proposer.

27. Pg. 15, Item 2.b.ii.1: Second example – to provide a cost per linear foot of stream mitigation in the proposal. Does the proposer not receive fees for the analysis, feasibility, cost estimate, etc. to arrive at this cost per foot, as this statement implies?

A: Addendum #1 will be issued on July 2nd. This was not meant to construe that these services would not be reimbursable.

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Office of Contracts – Purchasing Contracts Prebid Questions28. Does ODOT intend for the selected Proposer to provide professional and construction services related to new and existing wetland mitigation projects as described in the “INTENT AND SCOPE OF WORK” or to provide full delivery Permittee Responsible and procurement of credits at existing Banks / ILF programs as described in the Project and Cost Approach sections of the “PROPOSAL CONTENT REQUIREMENTS,” or a blend of these types of projects?

A: A blend of these types of mitigation could be required.

29. Can ODOT provide an estimate of the percentage of the task order amount to be used for wetland or stream mitigation services compared to full mitigation delivery?

A: We anticipate a higher percentage of the contract to be used for natural resource mitigation services compared to full delivery mitigation, however, we cannot provide a percentage because the details of future mitigation needs are not known at this time.

30. Can ODOT provide an estimate of the cost range anticipated for individual full mitigation delivery requests?

A: In general, this contract will serve as the mechanism for small scale mitigation tasks. This contract will not serve as the mechanism to provide mitigation for larger projects with large scale mitigation needs. Those larger scale projects will be covered by separate project-specific RFPs issued from the Office of Contracts.

31. For full delivery requests, will the successful Proposer be expected to acquire and hold title to the property?

A: The proposer or a qualified delegate would be expected to acquire and hold title to any property. As indicated on page 14 of the RFP, ODOT would not obtain or retain any property interests. Long term ownership and management would need to be with an acceptable conservation organization or similar that meets the intent of the mitigation rule.

32. Can the successful Proposer offer property it already owns to satisfy a full-delivery request?

A: Yes.

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33. Some mitigation requested by ODOT may not be cost effective as full-delivery, and it may be less costly to purchase credits from a bank or an in lieu fee program. Will the successful Proposer have full mitigation delivery or purchase from a bank or in-lieu fee program as options to recommend to ODOT after reviewing a particular mitigation request?

A: Yes.

34. Please clarify the need for geophysical survey. Is it ODOT’s expectation to have a firm on the team that can conduct GPR services?

A: No.

35. Can you please elaborate on any specific projects and mitigation needs this contract will be used for? Size, quantity, etc.

A: No. This is unknown.

36. What percent of the projects are existing sites that the proposer will be responsible for. What is the status of those sites?

A: Unknown.

37. What percentages of the total contract value does ODOT anticipate being spent on land acquisition and construction?

A: Unknown.

38. How is the proposer expected to deliver long term management services and funding for the mitigation sites after the five year contract expires?

A: This would need to be accounted for in the proposer’s cost per unit mitigation.

39. Does ODOT expect a presentation of specific mitigation opportunities (e.g. pre-selected sites) with associated costs as part of the response?

A: No.

40. Can you please elaborate on how ODOT may decide to distribute mitigation tasks between the two selected consultant teams – by geographical area or some other factor?

A: This has not been decided. If it makes sense to distribute by geographical region or skill set, ODOT would consider that as appropriate.

41. Under the Evaluation Criteria of the RFP, Section 2.a.2., is it correct that the Project Manager must show experience with stream mitigation in NE Ohio?

A: See Addendum #1.

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42. Can ODOT provide clarification on Item t) in Services “Procurement of Bank or In-lieu Fee (ILF) credits on behalf of ODOT”?

A: If bank or ILF credits are provided as part of a mitigation request, those credits would be purchased on the behalf of ODOT and the proposer would be reimbursed for those credits purchased from an existing bank or ILF provider.

43. We are interested in assisting the Highway Department with the majority of technical aspects, including all of the biological and engineering assessments and designs. We cannot however buy, hold and manage lands. Would a proposal from us limited to all of the technical and permitting related issues, but excluding land acquisition, holding and banking?

A: You must be able to perform the entire scope of work to be considered for award of this proposal.

44. Are public entities encouraged to submit proposals?

A: Interested parties capable of delivering the services requested are encourage to submit proposals.

45. Have similar RFP-s occurred in the past and to whom were they awarded? A: No. If so, what items under services were most commonly requested?

46. Will joint ventures be considered as mentioned on page 5?

A: Yes.

47. If under the direct guidance of approved personal, will ODOT be willing to allow unnamed students or college interns assist in performing tasks under this scope?

A: Yes.

48. From the time the request for work is sent, what is a typical time-frame?

A: This will be task dependent.

49. For Scope of Service (page 5) it indicates that selected provider will provide the contract services for an amount not to “exceed $2,000,000.00.” Not knowing the scope of the mitigation being requested, it is impossible to determine if $2 million is appropriate or even possible. Is DOT needing to mitigate 5 acres of wetlands or 150? And wherein an expensive urbanized watershed or rural? Please clarify if this

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amount is just to retain the services of the provider annually or if ODOT expects that the acquisition of the land, design, construction, monitoring, and endowment all be covered for an unknown amount of mitigation projects by this amount.

A: ODOT is anticipating that the full delivery mitigation component will be the smaller percentage of work under this contract. ODOT will not provide a RFW to the selected proposer that would exceed the total value of the contract. The $2,000,000 is the maximum amount that can be spent on all services requested. Any transportation project with large-scale mitigation needs would most likely be provided for by a separate project-specific RFP from the Office of Contracts outside of this contract.

ITB: 830-15

6/23/15

ODOT’s Answer in Red

Question: In the past we have provided these spreaders in 201-2b stainless steel finish. Would a 2B finish as supplied on previous 030 contracts be acceptable?

Answer: Yes

201-2b is acceptable

ITB: 185-16 (Vault Pumping Services)

6/23/15

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Office of Contracts – Purchasing Contracts Prebid QuestionsODOT’s Answers in Red

Question: 9.3 "Quoted labor rates will be paid for the technician(s) time on the job... bidders may quote a standard flat rate trip charge on project work only."

What is considered project work and what is considered anything out of the normal scope of the contract?

Answer: Outside the scope of work and project work are really the same thing. Project work would be anything the districts asked you to provide them a price for. Example: If they needed some work performed on a device/vault that was not listed on the contract.

Question 2: If a standard flat-rate trip charge on project work is desired where does this need to be applied on the bid?

Answer: I neglected to enter a location where you can insert that pricing item. Contracts will be sending out an addendum and a new pricing schedule.

Question: If we write in the equipment rates, does that include the operator or would it be the equipment rate plus technician to come to a price on having a vacuum truck do extra work?

Answer: The equipment rate is for the equipment only. For a vacuum truck to do extra work, it would be the hourly rate for the truck, plus the technician hourly rate.

Question: If we quote Technician and Labor rate, what scope of work will that be limitted to on a pumping contract or will it just be pumping related services that are not specified on the pumping contract?

Answer: The work would be limited to work that you would be able to perform in a similar scope to the vault pumping work.

Question: Can we refuse work that is asked of us on the labor rates if it does not fit our company scope of work?

Answer: If the work does not fit your company services, you may refuse the work with no adverse effects.

Question: Can we just specify that our labor rates and equipment rates include time for trips since hauling sludge and waste is usually part of an outside project especially in cases where waste water plants are being reseaded?

Answer: The trip charge is an optional item. If you do not desire to add this as a separate line item, then so be it. That is your choice.

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ITB 018-16 (Road Salt)6/17/15

(ODOT’s answers in red)

Question 1: Can ODOT send copies of all the bidders’ pricing pages for the road salt ITB?

Answer: Yes, I will scan and send you a copy of all the pricing pages.

Question 2: The second was whether or not vendors were allowed to cap their award on this bid (i.e. bid all lines all tons, but cap our award at a predetermined level provided with our bid proposal ) ?

Answer: No, ODOT will not accept a bid cap. A vendor bidding on a county must be in a position to provide the requested tonnage (ODOT and Muni) for the entire county.

ITB: 007-156/17/15

(ODOT’s answers are in red)

Question: QUESTION 1: Requirements / Specifications Section 6 “Insurance”

Will the State modify this section to allow for inclusion of Vendor’s Rental Protection Plan to provide the requisite insurance for which the State would need to agree to pay the applicable deductibles, if any, as required under the plan?

Answer: The only charge ODOT will pay is the daily, weekly or monthly rental charge. Section 6 states the rental fee shall include the price of insurance.

QUESTION 2: Standard Terms and Conditions, Section 18 “Delivery / Title to the Merchandise” Will the State modify this section to reflect a rental transaction noting that title to goods rented hereunder shall remain at all times with Vendor?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: The Department’s Terms and Conditions are Boiler Plate for every contract. We are aware that a title for the merchandise will not be involved in a rental contract.

QUESTION 3: Standard Terms and Conditions, Section 21(D) “Breach of Contract” Will the State delete this section as Vendor cannot agree to pay incidental or consequential damages?

Answer: In order for a vendor to be considered in Breach of Contract on a rental contract, the vendor would need to provide a piece of equipment that does not meet bid specifications. “Breach of Contract” should not be an issue.

QUESTION 4: Standard Terms and Conditions, Section 28 “Indemnification”

Will the State revise this section to reflect that Vendor’s indemnification, defense and save harmless obligations shall be limited to claims to the extent caused by the negligence or willful misconduct of Vendor during performance of this Agreement?

Answer: Section 28 “Indemnification” will not be required on a rental contract.

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018-16 (Road Salt)6/15/15

(ODOT’s answers in red)

ITB: 018-16

Question: a. PG 4: Section 4: Contract Award i. Pg 4: Low Bid by County - “For salt purchases up to 110% of the requested quantities, award of this bid shall be made by FOB delivered lowest price per ton by county.” ii. Question: can you please explain how the Buy Ohio Preference would apply to awarding?

A 5% price increase will be applied to each vendor that has a mine located within the U.S., but not within Ohio or what is considered a border state (as listed on page 29 of the contract). If the adjusted price remains the lowest bid, the vendor would be considered the lowest bidder, and awarded the county or counties at the originally submitted price. Example below. A 6% increase is used for mines located outside of the U.S.

Vendor Bid Price Bid Award Basis Vendor Bid Price Bid Award Basis

A (Ohio Presence) $20.55 $20.55 A (Ohio Presence) $21.50 $21.50

B (No presence in Ohio) $20.02 $21.02 B (No presence in Ohio) $20.02 $21.02

Award to Vendor A at Bid Price of $20.55 Award to Vendor B at Bid Price of $20.02

Question:

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Office of Contracts – Purchasing Contracts Prebid Questionsb. PG 5: Salt Purchases 110-130% i. Please Clarify, “before utilizing this optional bid item, the Department reserves the right to seek additional tonnage beyond the 110% max from bidders originally submitted bid pricing for the particular county in which additional salt is needed. This provision only applies where the bid prices submitted are lesser than the amount submitted for the optional bid item to an awarded vendor. ii. Questions: 1. The bid prices submitted are lesser than the amount submitted for the optional award, what does that mean? See Charts below. In order to seek the lowest price available, ODOT shall ask the vendors who originally submitted up to 110% bid pricing for that particular county if their willing to provide 110%-130% salt at their 110% price . If those vendors are unwilling to provide salt at their originally submitted 110% bid price ODOT shall move on to the lowest optional 110%-130% bid price in that county to provide the 110%-130% salt.2. Where would the vendors enter pricing for the 110% to 130% pricing? Pricing page updated in Addendum #2 issued on 6/12.3. How will the vendor know if they are awarded the 110% - 130% option? See Chart B for award analysis4. How will the Buy Ohio Preference Apply to the 110%-130%? See Chart A for award analysis

CHART A

Vendor Bid Price (90%-110%) Bid Award Basis Bid Price (110%-130%) Bid Award Basis

A (Ohio Presence) $25.01 $25.01 $28.82 $28.82

B (No presence in Ohio) $27.74 $29.13 $30.57 $32.10

C (Ohio Presence) $23.07 $23.07 $31.75 $31.75

D (Ohio Presence) $28.79 $28.79 No Bid

E (No presence in Ohio) $24.13 $25.34 $29.19 $30.65

Award to Vendor C for 90%-110%

CHART B

For 110%-130% the ODOT would seek to purchase salt in the order listed.

Vendor Award Price

C (90%-110%) $23.07

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A (90%-110%) $25.01

E (90%-110%) $24.13

D (90%-110%) $28.79

A (110%-130%) $28.82

B (90%-110%) $27.74

E (110%-130%) $29.19

C (110%-130%) $31.75

B (110%-130%) $30.57

c. Pg 11: Poli Sub not covered under this agreement: i. “…. While the decision to accept additional Poli Subs is solely up to the awarded vendor, the vendor must obtain ODOT’s approval prior to accepting any orders from a Poli Sub. ii. Question: Please notate the process the vendor must follow for ODOT approval for add-ons.

Once the Political Subdivision has obtained approval from ODOT; the vendor shall provide ODOT with a letter stating they have agree to provide salt to the Political Subdivision. The letter shall include agreed upon tonnage, stockpile location & mine location.

Section: 9.3 - Political Subdivisions Not covered under this agreement Can you specifically state which Terms and Conditions DO NOT apply to Political Subdivision Add-ons? The section says only BID PRICES shall apply - what is NOT applicable?

All Terms and Conditions apply to Political Subdivision add-ons. The Bid Prices reference was included to eliminate the vendor and Political Subdivison negotiating a price different than the contract bid price.

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Office of Contracts – Purchasing Contracts Prebid QuestionsSection 7.5: Extension of delivery days/hours "...vendor has first provided sufficient notice" Please define what constitutes sufficient notice.

When an order is placed, ODOT is not aware of all orders in the queue, nor are we aware of the daily output from a stockpile. Therefore, ODOT cannot specifically state a set number of days which would apply to every order. However, if a vendor requests an extension six days after an order is submitted, the ODOT will likely not grant an extension of days, as only one more day exists prior to the delivery deadline. When a vendor realizes that current orders in the queue are in jeopardy of not meeting the deadline, we would expect that communication of this, as well as notice when or shortly after orders are placed.

7.9: Late Delivery Damages: "...ODOT shall have the ability to redirect existing orders or deliveries to where salt is in critical need" When it becomes necessary to re-direct orders for delivery can you please tell us what type of notification time line ODOT intends to give to the vendor when moving orders around?

When we determine a location is in critical need of salt, ODOT will immediately contact the vendor to discuss the affected location. Please note, that in most instances, if a location is in critical need, they will likely have one or more orders in the queue at this time. If these orders are delivered based on the timeline in the contract, we would not expect the need to redirect orders.

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116-15 (General Building Maintenance D-2)5/18/15

(ODOT’s answers in blue)

Question: 1. What has been the volume of work for this contract/year over the past 3 years?

a. This is a new ITB. This is the first year for this bid.

2. Who has performed this work for ODOT during the past 3 years?

a. This is the first year for this ITB.

ITB 418-16 Summer Salt ContractDate: 5/4/2015

(ODOT’s answers in blue)a. Pg 6: Material Placement: “An ODOT employee will instruct delivery drivers as to where salt is to be unloaded…. Or other reasonable ODOT location at no additional cost.” i. Question: Please describe what reasonable location means, how far?

When the hauler arrives at a location, they will be directed to place the salt in one of three locations. ODOT provided conveyor, ODOT storage facility, or “other reasonable ODOT location”, which would be considered a specified location at that facility. The intent here is if a significant queue is being formed, to allow for an alternative dump location on site.

Our intent is to order the proper amount of salt to stored, under roof, at each location. However, if a location is unable to accommodate the entire order, and prior to the delivery being made, ODOT would also consider “other reasonable ODOT location” to be one of the other locations within the County. These instances are very rare. For example. Outpost 1 orders 1500 tons, but can only accommodate 1300 tons. ODOT would work with the vendor to have this balance delivered to one of the other locations within the County.

b. Pg 6: Load Limits: “The Department reserves right to spot-check truck/trailer loads at point of delivery, for weight conformance to that shown on weight slip or invoice (including tare weight if deemed advisable).” i. Question: Describe spot-check. How does one spot-check for weight?

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Office of Contracts – Purchasing Contracts Prebid Questions“Spot-check” refers to randomly selecting a truck and/or trailer.

Spot-check for weight is described in Section 4.9, paragraph 1, sentence 2.

c. Pg 9: Split Award: “bidders are required to insert a bid price for both bid items within a county to be considered for award.” i. Question: If a vendor does not submit conveyed/stacked pricing, will they automatically get thrown out?

Per Section 7: Split Award, you are required to bid on both items to be considered for award. Keep in mind that the Department would not be requesting piled deliveries until the facilities are approx. 70% full and up.

d. Pg 10: ODOT Delivery Locations: “Several locations on pricing page where delivery will not be able to occur in accordance with the schedule/delivery requirements.” i. Question: How tight of a deadline do they have to order so we can ship in an appropriate amount of time? in other words, if the salt is due Nov 30th, are they able to order salt on Nov 29th expecting the full load delivered on the 30th?

ODOT would not expect a vendor to deliver salt by the deadline of November 30 th, for salt orders ordered on November 29th per your example. ODOT will work with each vendor on these specific locations and establish agreeable deadlines.

Since each location will have a different tonnage, distance from stockpile, operating hours, etc., it is not reasonable to give a set time for each of these orders.

Example #1: If a location only requires 500 tons, and the order is placed on November 1st, ODOT does not see any reason for extending the November 30th date.

Example #2: If a location requires 3,500 tons, and the order is placed on November 19th, ODOT would agree to extend the November 30th deadline. In this case, ODOT and the vendor would work out a mutually agreeable delivery deadline.

ii. If this is a location that is aware of their late delivery timeframe, will they let the vendor know when placing the order that they can only receive the delivery on x date.

See Section 9: ODOT Delivery Locations: We will let the vendor know when these locations are available to start receiving deliveries. Keep in mind the affected locations that cannot receive deliveries immediately are NOT subject to the July 13 th deadline. We will place orders for these locations when they are ready to receive salt. Additionally, once the award of this contract is made, ODOT intends to meet with each vendor about these locations.

iii. And are all orders, regardless of delivery date availabilities on the DOT side, have to be in by July 13th?

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Office of Contracts – Purchasing Contracts Prebid QuestionsPer Section 9: Delivery Locations, the July 13th deadline does NOT apply to the locations in which we’ve notified the vendor that a site will not be available until later in the contract.

e. Pg 10 POLITICAL SUBDIVISIONS: “…Political Subdivision has an independent contract with the awarded vendor…” i. Question: If the Political Subdivisions are to have an independent contract with the vendor, is there a time frame of when they will “award” to the vendor?

ODOT makes the award of the contract. Each Political Subdivision submits an agreement to ODOT to obligate themselves to the program.

f. Pg 27 (standard T&C’s) SALT CONTRACT ONLY 19) LATE DELIVERY CHARGE: “….Said late delivery charge shall be either 1% of the value of the Sub-Purchase Order or $50, whichever is greater, for each calendar day beyond the scheduled 7 calendar day delivery date.” i. Question: For the statement above, this is indicating that after an order salt has to be delivered within (7) calendar days, however on page 5, 4.6 Delivery Deadlines, there is a schedule attached for said delivery time frames. How will said liquidated damages be applied if there are two tables outlining specific timeframes of delivery?

Table 1 on page 5 is for 50% of orders to be completed

Table 2 on page 5 is for the remainder.

See Section 19: Contract Remedies in the Standard Terms and Conditions.

g. Pg 27 (standard T&C’s) MULTPLE AWARD CONTRACTS ONLY: “ODOT reserves the right to extend all term contracts one (1) month beyond the contraction expiration date w/o notice. ODOT further reserves the right to extend an additional month by means of a written, mutual agreement with the Vendor.” i. Question: Clarifying the above statement as in: ODOT will extend an additional month at their own discretion, but the 2nd month they will need mutual agreement.

ii. Question2: If ODOT extends, what notice and when will be given to the vendor?

ODOT has the right to extend term contracts by one month without the vendor’s approval. We can also extend an additional month by mutual agreement, if both parties agree. We do give the vendor written notice and we would do so as soon as possible. For the summer salt contract, it would be highly unlikely that the contract would be extended. The contract is for a definite amount of salt quantities to be delivered by the given deadlines. We see no reason an extension would occur.

h. Does “conveyed/stacked” mean salt will be piled. There are two different types of stacking devices - Pilers and Conveyors. Please clarify which device is meant by conveyed/stacked.

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Office of Contracts – Purchasing Contracts Prebid Questions“Conveyed/Stacked” refers to the method of placing salt in the salt storage facility by means of a conveyor or other type of equipment that can properly place the salt in the storage facility. Use of a Piler would be an accepted option, so long as it can properly place salt in the storage facility. Properly placing salt refers to evenly distributing salt to provide maximum capacity while also preventing contact/damage to the storage facility.

RFP 514-15 (Operations Management Application)Pre-Proposal Questions 4/13/2015

1 Q: Has the Department looked at House Resolution 658 FAA paragraph index?

A: Business requirements to communicate with FAA relative to FAA section 333 authorized flights may not be clear. The 333 requirements could be commercial activities as well as continuing public purpose COA activities.

2 Visualization of the UAS\UAV - is it our idea to look at flight operations?

We have another set of activities underway in the State to allow us to visualize flight operations and provide a safety blanket over those operations. We see this solicitation as focused around business operations, notifications, scheduling of flights with a hand off to actual flight operations.

3 Is there any intention to post the COA report from FAA and getting data from live operations center that you spoke about. Yes we will need it. It is our goal to use the data post flight AOC to COA system.However, we have not planned to linking data out of operations directly back to FAA. Fred is correct that we want to understand data if potential incident/accident. We will summarize data and report back to FAA.

4 Are you planning to collect data they are collecting at the other test sites?

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We do want to collect information actual data from flights in scope COA report as currently required by FAA. This is reflected in Business requirements.

5 1.14 to 1.16 configurable during install or on the fly or one time configurable. Yes on the fly/real time – this will allow us to change data trigger at notification.

6 Do you want a post flight COA report?

Yes, we want post flight reports

We want an understanding of the data – We don’t intend to link it anywhere, other than through the required COA reports which are artifacts of the data gathered.

7 On BRS item 2.04 integration or weather components with NOAA weather. Why does it need to be integrated in the system? Integrating a NOAA source should not be hard to do. If you are not at your desk weather tools can be more valuable. We would like to not have to jump in and out of applications.

8 Are we interested in other data sources or NOAH?

We are interested in NOAH like data. Such as ODOTS RWIS and METARS Weather reports as listed in the Business requirements.

9 Is there any intent to visualize, COA, and operations center.

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Correct not trying at this time to integrate COA application with Operations. The COA application will be a tool to ensure for safe operations.

10 On RFP section 1.10.3 – When will solution presentation be due?

This is after the opening of the proposals.

11 On RFP section 1.8 brief resume of personnel – Do resumes count against page count? No. Put in a tab at the end of the package and it will not count against page count.

12 Is there a reason we are not using the COA process and not reaching out to FAA?We are using the COA process. The current FAA system does not allow us to have oversight and safety provisions we want. We are looking for a way to accumulate the data and use it proactively to support our flying in the States.

13 Training for the users - any expectations for the number of people or sessions?We assumed a number of 10 to 15 people with train the trainer sessions as well.

14 Is ODOT going to provide a training location or do vendors have to?

Training location may be offered as part of the proposer’s response to the RFP and is flexible. The UASC is available to support training. We also have training capabilities at Central Office or other locations.

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15 On Section 2.4.3 milestones - the last line in the paragraph states ODOT anticipates project time span of approximately 6 months. Does this mean the project timeline is really 6 months + 4 months after for warranty. Yes. The vendor will have 6 months to complete the project. The 120 days is in support of the application after go live.

16 Aside from website is there anything business plans or goals. Any deadlines or major events that affect the timeline moving forward.No we have a number of COAs that have been approved for operations this spring and beyond. There is a large body of flying work to maintain COA safety framework another aspects such as scheduling flights under COAs. We need this application to help manage this workload now.

17 Are we considering using the FAR77 form?

We have asked for further clarification on this.

18 On annual support costs. Can we assume ODOT is covering database support costs.Yes as long as the Oracle instance matches what is in the ODOT IT Technical Requirements (This is attached to the RFP)

19 Would ODOT be opposed to a hosted or cloud system?

Vendor would have to meet with OIT (Ohio Office of Information Technology) to get a master cloud agreement signed, which includes the necessary data security requirements. ODOT does not control or influence this process. We cannot guarantee that a cloud environment would be approved.

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20 When does the inquiry period end?

April 14, 2015 – This is on the cover of the RFP

21 Item 1.9 of IT Requirements. Is there a Mobile Device Specifications document?Attachment has been added to FTP site (link included in proposal)

22 BRS. Item 4.01. Do we need to be able to upload flight history prior to first use of the management application? How would you like to enter this data, text fields or documents?The associated database should have a defined schema with rules built for data entry to facilitate efficient data querying and reporting and field types like “text fields” should be defined accordingly. The data entry should be available to the customer so they can do the data entry with the option to upload the data from a text file like a .csv.

23 BRS. Item 3.01 and 3.03. Do you want to be able to differentiate between planned and actual flight data?The ability to show variances is not a requirement of this solicitation. The display of variances to users of the system can be proposed, if the proposer believes there would be value in adding this feature.

24 BRS. Item 2.07. What types of communication is anticipated? Web notices, emails, voice communications?

Typically we have voice, fax and email. Examples of communications that need to be documented are:

a. NOTAMS – Date, Time, Issuer, NOTAMS Representative, NOTAMS identification number, comments

b. ATC – Voice: Date, Time, Caller, ATC rep, comments, phone

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number

c. ATC – Fax: Date, Time, Caller, ATC rep, comments, phone number

d. ATC, FAA - Email: Should be able to upload the .msg and auto populate addresses, dates, times, subject

e. COA operations may require communications of all of the above (voice, fax and email) and should be recorded the same.

25 BRS. Item 1.21. Will all documents be stored in PDF format? Are there other formats required for support? PDF is desired format. Other formats may be proposed, if proposer believes there would be value in adding this feature. Microsoft office documents should be an option as well.

26 With the Proof-of-Concept structure being able to terminate agreements at this point, is it likely that there may be multiple awards?It has happened where a vendor was unable to complete the Proof of Concept phase, but we would not call it “likely” that it would occur. If it did happen to occur, we would begin negotiations with the 2nd highest scoring Proposer.

Invitation to Bid #409-15Paint Striper for ODOT District 10

Date: 3/13/2015

1. Section 5E We use Graco 238-377 paint guns instead of the listed KC-700 and use Graco 238-338 bead guns in lieu of the KD-600 guns. They are functionally equal or better than the KC units. Will you allow? This will also pertain to Section 5J.

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A: The proposed Graco 238-377 paint guns and Graco 238-388 bead guns are acceptable

2. Also, for Section 5F we use the Skipline MST-02 Elctronic Skipline Controller instead of the Mark 40-D. It is functionally equal or better than the Mark 40-D. Will you allow?

A: The MST-02 skip line controller is acceptable.

Invitation to Bid #311-15Aerial Film Scanning Services

Date: 3/11/2015

1. What is the average number of images per roll? Around 280

2. Is there a requirement for color scanning? If so, how many of the 400 rolls will require color scanning? Color film must be scanned in color. Approximately 200 rolls are color.

3. Would jp2 compression of the tiff files be acceptable in order to fit more images on the 1TB HD’s? No, we require .tiff

4. Is it possible to award a minimum number of rolls to be processed? No. We cannot guarantee an amount of work. Everyone on the contract will be eligible to perform the services.

5. Can more than 10 rolls be sent for processing at a time to reduce the number of pick up and deliveries? No. The Department often receives records requests for these images, so we are not able have 10 rolls worth of images away from the Department at one time.

6. How long is the average film roll? 250? 500? 300 feet

7. How many projects are typically on a roll of film? This varies as all projects are different. However, there are approximately 280 photos per roll.

8. Do we need to provide a scanned image sample with our submittal, or will this be requested once an award is made? Not necessary

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Office of Contracts – Purchasing Contracts Prebid Questions9. Is the metadata for the entire roll of scanned film, or it is for each frame on the roll? Metadata is required for each image (frame).

10. Can your office provide a metadata sample? Flight, strip, negative, color/ Black white, file size Example: 12159 1-6 Color 300MB (Sample can be provided if needed)

Invitation to Bid #432-15King Air 350i

Date: 3/10/2015

1. Will the State consider a response that includes the brokerage of the trade-in aircraft to a pre-determined and identified buyer to occur simultaneously with the sale of the new aircraft?

A: Yes.

Request for Proposal #508-15Environmental Mitigation Services

Date: 3/10/2015

1. Does ODOT consider “Restoration” in the RFP to include mitigation techniques traditionally referred to as “enhancements.” Things like invasive species control, setbacks, cattle exclusion fencing, tree planting, debris removal, etc… If not, would ODOT consider such “Enhancements” if they done at a ratio of, say, 4x more than the minimum “restoration” requirement?

Proposers should utilize the definitions provided in the USEPA/USACE 2008 rule on compensatory mitigation.

2. Typically OEPA only allows “preservation” on the highest quality resources. Is ODOT assuming that “Preservation” will be credited for Class III PHWH and/or EWWH+CWH streams?

Preservation should be of at least the quality requested in the RFP and meet the USEPA/USACE 2008 rule on compensatory mitigation.

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Office of Contracts – Purchasing Contracts Prebid Questions3. Qualifying streams are determined to be Class 2 and 3 headwater, WWH, EWH, or CWH; Can the consultants use the PHWH method (HHEI) to assess the

stream quality for the headwater streams? Or should we assume that a HMFEI or other method would be necessary to insure that OEPA will agree to the mitigation site as eligible of the stream mitigation?

An HMFEI should be performed if the consultant believes that the HHEI score does not adequately reflect the quality of the stream.

Proposal Content Requirements – page 7 (ODOT’s Answers in Red)

1. Please confirm that 25 pages with two-sided printing is to be interpreted as 25 sheets of paper with two-sided printing which is equal to a maximum of 50 pages of printed text. Correct. 25 physical pages with two-sided printing is fine. Technically total of 50 pages.

2. Please confirm whether blank pages (with no text) occurring as result of the use of tabs to separate sections, as requested, count toward the required page limit above. They do not count.

3. Please confirm if the Title (Cover) page and a Table of Contents will count toward the 25 page limit. If so, similar to 2. above, do the blank pages (as a result of double-sided printing) count toward the 25 page limit? They do not count.

4. Please confirm if submitting a Cover Letter as part of the Proposal would count toward the 25 page limit. If so, similar to 2. And 3. above, do any blank pages (as a result of double-sided printing) count toward the 25 page limit? These do not count.

5. Please confirm that the use of Tabs, as requested, does not count toward the 25 page limit. They do not count. 6. Please confirm if it is permissible to include Resumes in a separate Tabbed Section (for Appendices) of the proposal so long as we reference their

location in the Proposed Approach Section (as resumes are requested as part of this section). This is fine. 7. Please confirm that the inclusion of resumes counts toward the 25 pages with two-sided printing limit. It will count towards the 25 page limit.

Financial Information – page 10

8. Please clarify if Financial Statements are required of subconsultants, in addition to the prime firm and/or joint venture partners. You are not required to submit Subconsultant financial statements.

General Liability Insurance Requirements – page 15

9. Please confirm whether a copy of the proposer’s Certificate of Insurance is required with the Proposal. If so, please state which section of the proposal you want us to include it in and whether or not the COI counts toward the 25 page limit. Proof of Insurance should be provided. The 9 tab categories provided were the required minimum. You can add more tabs if you wish and label it “Insurance” or something else.

Request for Proposal #508-15

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Environmental Mitigation ServicesDate: 3/6/2015

1. Does the mitigation linear footage need to be a contiguous? Can it have gaps?

Continuity is not required, however the ecological lift provided by a project with many gaps may be lower than a contiguous site.

2. For preservation linear footage in the event of a loss due to a large storm event/act of God, will the mitigation team be required to perform any repair work or restore the area(s) lost to its former condition(s)?

This would be the responsibility of the long term owner/manager of the preservation area. The easement or restrictive instrument language can address this issue and how it will be managed.

3. Is there a minimum ecological lift requirement?

This is up to the proposer to maximize lift and minimize cost.

Request for Proposal #508-15Environmental Mitigation Services

Date: 3/4/2015

Q: Can the project timeline be further accelerated?

A: Yes.

Q: Are you looking at traditional consultant invoicing and overhead methods?

A: It will be broken down by deliverable and invoiced accordingly. See Addendum #1 for revised Work and Payment Schedule.

Q: Has ODOT had any conversations with OEPA and Corp about this project approach?

A: Yes. ODOT has reached out to these agencies and discussed the project approach.

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Q: How does a consultant finance the operations and invoice ODOT?

A: Invoicing will occur through a standardized format agreed to by the selected proposer and ODOT. The invoicing will occur per the work and payment schedule added by Addendum #1.

Q: Is ODOT requiring a consultant to present a recorded real estate option in the proposal?

A: It is not a requirement. However, ODOT would view this as a valuable piece of information to know when scoring a proposal and would be considered added-value if the Consultant provides this information up front. Identification of potential properties in the proposal is not required but is recommended.

Q: Has ODOT identified any potential sites in the watershed that show promise for this mitigation project?

A: ODOT has not selected any sites for this project.

Q: How will ODOT handle oil and gas (i.e. mineral rights) issues in terms of a real estate perspective?

A: The less control the final instrument has over the property would be viewed as a negative in regards to the proposal quality.

Q: If there is extra conservation value to the property, would ODOT want to retain the rights to that?

A: Yes. That would be valued and reflected in the Proposer’s scoring. This is described in the RFP and further detailed per Addendum #1.

Q: Where are the permits at for this project?

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A: We will publish the permit application for viewing and send out by Addendum. As indicated in the RFP, the proposer will be responsible for all applicable permits and clearances for the mitigation project. The applications were submitted in January of 2015.

Q: How does the approx. 8,000 linear feet apply in terms of credits?

A: We are not asking for additional calculations of debit/credit or other ratios needed.

Q: Are preservation and restoration being treated the same way? Is there any more credit for restoration?

A: The RFP requires a minimum of 30% restoration and a maximum of 70% preservation. There will be greater value to the proposal for a larger amount of restoration proposed. 30% is the absolute minimum for restoration. Restoration above 30% would be considered a value-add.

Q: Is there an opportunity to get compensated for a greater amount of approx. 8,000 linear feet?

A: We would potentially entertain the idea depending on available funding sources. We ask the proposer outline the details in their proposal. Providing a greater length of stream for the same price would be a value added to the proposal.

Q: Are easements allowable or does it have to be a full parcel?

A: Yes. Easements are allowable.

Q: In regards to long-term property ownership: It says you cannot re-sell the property once the property has been developed/restored. What about easements?

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A: The easement would need to be permanent and continue with the property in perpetuity The property can be sold with ODOT approval. All easement rights would need to be retained and maintained by the agreed upon, qualified 3rd party.

Q: Would there be a restriction on width for easements?

A: Yes. Typically 200 feet for perennial streams (100 feet on each side) that aren’t headwaters, and 150 feet for headwater streams (75 feet on each side). There is some flexibility but this is ODOT’s norm. Extending beyond this minimum would be considered a value added to the proposal.

Q: Is the selected consultant going to be solely responsible for meeting requirements of 404 permits?

A: ODOT will provide assistance in working with resource agencies. The selected proposer will be working directly with ODOT to understand the performance criteria that will be established in the final permit. The proposals should include estimated performance criteria that the proposer believes they will achieve at their site. This will form the basis for the criteria that will be in the final permits.

Q: What if permitting is delayed? Does that translate to an extension?

A: Yes. We would grant an extension.

Q: How will the process for docking credits work?

A: You will be responsible for fixing issues that come up in this respect as part of adaptive management of the site. Persistent non-attainment of performance measures would be identified during the monitoring and the selected proposer would need to adaptively manage those issues. ODOT would not wait, and would anticipate a highly capable proposer to also not wait, until the end of the project to identify issues. Damage to restoration areas from typical storm events will be considered part of the process and repairs to this damage will be included in the adaptive management of the site performed by the selected proposer.

Q: Bonding requirements- 7 year is not feasible.

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A: Bonding requirements have been removed per Addendum #1.

Q: Engineering fees, when will they be paid? Are we paying contractor for engineering services before anything is actually built?

A: Yes. They should be invoiced as part of the project schedule (i.e. deliverables). See Addendum #1 for Payment Schedule.

Q: What is ODOT’s position on the sub providing bonding to the Prime?

A: Bonding has been removed per Addendum #1.

Q: Would ODOT consider using a direct payment process if the agency was an LPA (i.e. City of Canton)?

A: An LPA will be treated as any other organization would in terms of payment and invoicing.

Q: Is there a minimum amount of work that the prime consultant must provide?

A: No. However the Prime should add value by being involved. If the prime is there incurring overhead costs with little value added, that may reduce the proposal’s score.

Q: Cost Proposal: Do you just want a unit cost per linear foot?

A: Yes.

Q: Can the bond be reduced as work is performed?


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Q: Prevailing Wage coordinator? Are prevailing wage rates to be paid?

A: Federal prevailing wages are to be paid to any laborers working on the project. See Addendum #1.

Q: Multiple types of bonds allowed?


Q: Does the July 31, 2015 date for the final stream mitigation plan have any significance?

A: It is the desired date of completion of the final mitigation plan. The submittal of the final stream mitigation plan is necessary for the roadway project to obtain the necessary Clean Water Act permits.

Q: Was there a sign-in sheet or attendance listing for the pre-bid meeting? If so, can I get a copy?

A: Attendance at the pre-bid conference was optional. A sign-in sheet nor formal attendance listing was kept.

Q: Please confirm that ODOT would like the selected proposer to provide 7,977 linear feet of stream mitigation, not 7,977 stream mitigation units (credits) of mitigation. If on a linear foot basis, (and assuming a 1:1 ratio for restoration and a 10:1 ratio for preservation) this would imply that ODOT is seeking a minimum of approximately 2952 stream mitigation credits (30% restoration and 70% preservation) or a maximum of 7,977 stream mitigation credits (100% restoration). Is this correct?

A: ODOT would like the selected proposer to provide 7,977 linear feet of stream mitigation consisting of at least 30% (2393.1 lf) restoration and a maximum of 70% (5,583.9 lf) preservation.

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Q: Please provide the draft payment schedule so the provider can project cash flow through the project. This will impact cost of the proposer will need to carry cost for extended periods of time through the contract period.

A: See Addendum #1 for payment schedule.

Q: Page 5 of the RFP says the contract will be performed on an actual cost basis, however the provider is only supposed to provide a unit cost/linear foot for the mitigation work. In the pre-proposal meeting it was indicated that the selected proposer would be paid as milestones (deliverables) are completed and the percentages of those milestones will be negotiated between the proposer and ODOT in the contract negotiation phase. Will the winning bidder be required to present backup information (hours, reimbursables, etc.) for each invoice or will it be based solely on the negotiated percentage of the total contract as determined by the provider’s cost/linear foot? Please clarify.

A: Payment be based on the negotiated percentage of the total contract as determined by the provider’s cost/linear foot per deliverable (See Addendum #1 for payment schedule). Records indicating how the price was determined should be retained in case of an audit.

Q: Does ODOT have a template for the Conservation Easement document that has been previously vetted through the regulatory agencies or will the provider be responsible for developing that language and getting it approved by the agencies?

A: ODOT and the selected proposer will develop language appropriate for the site and ODOT will obtain concurrence on the language with the resource agencies.

We have provided an example easement document which can be accessed through the following link: ftp://ftp.dot.state.oh.us/pub/Contracts/Purchase/508-15/

Q: Will the provider be required to develop plans to a bid plan level for the proposed work, even if it is our intention to self-perform the construction?

A: ODOT will require information about the construction plans from the proposer in order to get the final mitigation plan approved by the resource agencies.

Q: Will the provider be required to publically bid the construction of the project?

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ftp://ftp.dot.state.oh.us/pub/Contracts/Purchase/508-15/


A: No, construction-related work items are ancillary and diminutive in relation to the scope of work for this project.

Q: As the protective easements on the site will not be recorded to ODOT will the provider be required to follow procedures for plat development?

A: The proposer will be required to follow applicable local, county, state, and federal requirements. ODOT policies related to real estate will follow what is negotiated and outlined in the final agreement between the selected proposer and ODOT. This agreement is to be approved by the ODOT Office of Chief Legal Counsel and it will detail the requirements for real estate aspects of the project

Q: Will the provider be limited to fair market value for the cost of the easement?

A: The proposer will be required to follow all local, state, and federal real estate regulations.

Q: If the provider provides the requested LF of restoration and preservation but the agencies do not accept it as sufficient for the mitigation who is responsible for the additional costs to provide more?

A: In the event that the proposed mitigation is found to be not sufficient by the resource agencies, the contract would be amended and the cost for additional linear feet needed would be covered by the Department.

Q: What will be the contractual terms for risk be? Rain storms, drought, fire, etc, etc. i.e. the level of risk to resolve problems beyond their control dictates cost and will affect pricing plan.

A: It is intended that all good faith efforts will be made by the proposer and ODOT to meet the conditions of the agreement. Normal natural disturbances (e.g. regular flooding, short durations of limited rain fall, etc.) to the mitigation area should be expected and incorporated into the cost estimate. Abnormal occurrences such as severe drought or large irregular rain events would be considered outside of normal conditions and ODOT would work with the proposer to find and fund potential solutions.

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Q: Please clarify what the RFP means by pricing plan. At the pre-bid meeting it was indicated that the proposal just needed to include a unit cost (in this case linear foot) cost for the work, however the term “pricing plan” implies something more detailed. Please clarify.

A: Proposed work and payment schedule has been provided per Addendum #1.

Q: Also, In the Invoicing and Financial Accounting section, it indicates invoices will be submitted by “quantity of mitigation units” or “hours/rates/overhead and materials” - which will be utilized? Additionally the scope of the project specifies work in LF not mitigation units.

A: Work and Payment Schedule has been added per Addendum #1. LF (Linear feet) is a type of mitigation unit.

Q: (ODOT’s Answers in Red) In the pre-bid meeting a question was asked regarding 404 permitting. Since this is restoration work, the project would be eligible for a Nationwide 27 permit from ACOE which is typically an easy permit to acquire. The response to the question indicated that the permitting for the mitigation project would be included with the permit for the impact project which could be a more tedious review. Please clarify who will be handling the permitting for this project and how the permitting will be handled. At this time it is assumed that the potential impacts associated with the restoration work will be incorporated into the 404/401 permit for the roadway project. However, in discussions with the USACE, the proposer may be required to submit a PCN for the NWP to complete the restoration work. We assume ODOT will be the applicant and not the selected provider. If the restoration project results in a fill in waters of the US and those impacts are permitted under the individual 404 application submitted for the roadway project, then yes ODOT will be the applicant. If the restoration project requires a permit, and those impacts are not incorporated into the 404 application for the project, then the proposer will be the applicant to the USACE. Also please clarify who would be responsible for securing other permits (sediment & erosion control, building/zoning permits (if applicable), FEMA, etc. As stated in the RFP, the proposer will be responsible for all of these items.

Q: Will the selected contractor be responsible for acquiring a Categorical Exclusion approval from FHWA for this work?

A: Yes, this is already stated in the RFP.

Q: (ODOT’s answers in red): If a provider recommends a site in the proposal that is not protected by a recorded real estate option there is always a chance that the landowner could back out of the deal during the contract negotiation stage, or even afterwards. How will this be handled by ODOT? The proposer will be responsible for providing the mitigation at the agreed to price in the RFP and solidified in the contract. If a property proposed is no longer an option, the proposer would be on the hook to provide a new property. Wouldn’t it be more reasonable to require a signed option at the proposal stage so ODOT is protected from potential costly delays?

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This risk will be held by the proposer. We believe that this would require an extension to the due date to give the providers sufficient time to locate sites and secure options. The project schedule has been extended per Addendum #1.

December 15, 2014ITB 106-15 (Controllers, Cabinets & Accessory Equipment for 2070, NEMA & ATC

Question: In section 8.13 it states that "The vendor shall provide one USB to 9-pin serial port adaptor with each tester shipped." The latest model of tester does not require this adapter since the connector on the tester has switched from a serial connector to a USB. Will we still be required to provide this unnecessary adapter?

Answer: The USB to serial adapter will not be required

Question: In section 8.13.1 it states that "The vendor shall furnish tester to CMU cables for various CMU types." The PCMT 8000 uses over half a dozen types of cables priced between $450.00 to $800.00 each. We need to know which cables you specifically want bid. There is a list of cables on the spec sheet that can be found on our website. http://www.atsi-tester.com/index.php/products/conflict-monitor-testing/pcmt-8000

Answer: Bid the tester without the cables

Comment:Item 11-12 on the price sheet requires a separate device called a Memory Token Reader if the user does not already have a reader. I suggest that a separate line item for the reader be added.

Answer: The Pricing Page will not be changed this year.

Question: Item 11-12 on the price sheet requires a separate device called a Memory Token Reader if the user does not already have a reader. I suggest that a separate line item for the reader be added.

Answer: Provide the cheaper of the two (2) that meets specification requirements

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http://www.atsi-tester.com/index.php/products/conflict-monitor-testing/pcmt-8000

Office of Contracts – Purchasing Contracts Prebid QuestionsITB 428-15 (Structural Steel)

Question: On Bridge No. FRA-270-1763 Ramp EN over South Fork Indian Run, if we are the successful bidder on this project, we would like to upsize the 7/16” web plates to ½” web plates. We would request this change because the ½” material is easier for us to weld to the flanges and because it is more readily available than 7/16” material and with the tight time frame for delivery, time is of the essence on this project. We would not expect ODOT to increase the pay weight for this change. In other words, this change would be at no additional cost to ODOT. Please advise if this substitution would be acceptable.

ANSWER: The Department will accept the larger ½”web plates as an approved alternative for the FRA-270-1763 structure.

October 22, 2014ITB 105-15 (Signal Hardware)

8.1.1.6 Cable Entrance Adapter

The cable entrance adapter shall mount on the end of the signal section. The entrance adaptershall provide for the entrance of at least 1" diameter cable into the signal and shall have acomposition bushing to fit tight on the cable to exclude dust and moisture and to prevent contactbetween the cable and the casting. A neoprene gasket placed under the clamp washer in the topsignal section shall effectively seal the entrance adapter on the signal to make a weatherproofconnection, and shall have a minimum thickness of 3/32 inch. The entrance adapter shall provide aselection of full-bushing "suspension points" to permit balancing the signal. It shall be possible torotate it to any position about the vertical axis of the signal and securely lock it in the desiredposition with simple tools. The entrance adapter shall have adequate strength to support a 4 way -3 unit head assembly. The adapter shall be of thread-locked tri-stud 5/16 inch design with a"clover leaf" opening in the retaining washer. All hardware used to join optical sections togethershall be made of stainless steel, including the “cloverleaf” washer. Clarification to specifications:The cable entrance adapter shall be cast aluminum with a ¾-inch tab that fits tightly into the hangerwith no play. It shall have a two-hole mounting tab to accept extension hangers as per publishedODOT Standard Construction Drawing TC-85.22. A short two-hole extender with steel insertbushing shall be provided to complete the hanger assembly, as shown in the StandardConstruction Drawing.

Answer: Bid the item with one extension point. I will modify the spec so there is no confusion in the future

October 17, 2014RFP 504-15 (Small & Disadvantaged Business Enterprise Disparity Study)

1. Section II, Scope of Services, of the RFP states that the consultant “shall utilize the methodologies outlined in the Model Disparity Study found in NCHRP Report 644, Guidelines for Conducting a Disparity and Availability Study for the Federal DBE Program,” Exhibit A to the RFP (emphasis added). We have

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Office of Contracts – Purchasing Contracts Prebid Questionsrefined this methodology since I co-authored the Report to reflect a deeper understanding of the quantitative and qualitative data and methods and more recent case law. Is strict adherence to our Report’s methodology mandatory, or will the agencies consider a proposal to be responsive that builds on the TRB approach by, for example, more closely examining firms that are “ready, willing and able” to perform transportation contracts, focusing on methods to increase small and disadvantaged firms’ capabilities to perform, etc.?

ANSWER: Strict adherence to the Report’s methodology is not mandatory and ODOT and the Commission will consider a proposal that builds on or broadens the TRB approach.

2. In the event that ODOT/Turnpike wishes to allow the proposers to “broaden” their methodology as recommended and discussed above (which is really in their best interest), may the proposers have an additional two to three weeks to adjust their proposals and price proposals to reflect their seminal change?

ANSWER: Yes. In order to allow the Proposers to adjust their proposals and price proposals as a result of this clarification, ODOT and the Commission are extending the proposal deadline an additional two weeks. This extension and an amendment to the preliminary timeline are set forth in Addenda #1, which can be found at the following link:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/RFP.aspx

October 15, 2014 - RFP 507-15

1) On the cover page, we need to include a Statement of Qualification. I was hoping you could define what this is, or provide some type of example. This is a new concept to me

ANSWER: The Statement of Qualifications is intended to be a short, precursory paragraph summarizing your organization’s capability to perform the scope of services outlined in the RFP.

2) According to the Exhibit 1 schedule, only 6 weeks are allocated to each Task. Is this just a sample schedule or a defined delivery schedule? Is there any relief from this schedule caused by bad weather for flying? This is some of the worst weather to fly in during the year.

ANSWER: Exhibit 1 is intended as a sample schedule to provide Proposers with a general timeframe to which the ODOT/ODRC wishes to adhere. A final delivery schedule will be negotiated with the Selected Proposer and incorporated within the final contract.

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http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/RFP.aspx

Office of Contracts – Purchasing Contracts Prebid Questions3) Do any foreign nationals work for ODRC? We would like to propose the use software in the ODRC operations center that has current foreign national

restrictions. We will need to start a waiver now if this is the case.

ANSWER: Assume that all participants involved in the Operation Assessment are US citizens. We are continuing to research this question and will provide an update, if this becomes necessary.

4) What level of automation is required/planned for achieving the mission? Is the ORDC planning on the UAVs to be used by a trained pilot in a manual mode, or the UAVs need to operate autonomously/semi-autonomously? Are the operations in Line-of-Sight or Beyond-Line-of-Sight?

ANSWER:The service provider will need to provide trained pilots to support operational assessment activities. ORDC personnel involved will have ground school training, but will not have private pilot licenses. Increasing the opportunities for ORDC personnel to support and operate the equipment, consistent with COA restrictions, will increase the value of the operational assessment to the agency. It is anticipated that an approach that allows the UAV components to operate semi-autonomously and within line-of-sight will increase the ultimate value of the Operational Assessment to ODRC.

5) What is the quality/resolution of vision/infra-red video data required or mission success? The resolution of video affects the choice of communication link.

ANSWER:The service provider is free to make the needed sensor tradeoffs to provide the required capabilities defined in the ODRC Business Case and maximize the value of the Operational Assessment to ODRC.

6) What is the range of operation for these vehicles?

ANSWER: The range will vary within the boundaries of the Warren/Lebanon Correctional Institute, but will always be within line-of-sight.

7) Is data security in transmission an issue or part of deliverables for this solicitation?

ANSWER: It is a deliverable which is expected to conform with the ODRC Data Management Plan.

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Office of Contracts – Purchasing Contracts Prebid Questions8) The solicitation provides the use of specifics UAVs. Could you tell us more about the use of auto-pilot/controllers to be used? Does the proposers have

freedom to use the auto-pilots of their choice?

ANSWER:Yes, the proposer has the freedom to use the auto-pilot of their choice as long as it is a certified auto pilot.

October 8, 2014180-15 Highway Lighting Materials

1. What bid item is specification 41 referencing?

Answer: Pricing item 38

2. The award information in specification 44 shows five (5) groups. The pricing page shows six (6) groups. Which is correct?

Answer: There are six (6) pricing groups. An addendum will be issued to correct this problem.

3. There are no specification in the bid document for bid item 41.

Answer: Bid item 41 is going to be deleted from the pricing page.

August 5, 2014877A-15 Traffic Cones

On the drawing it shows a 42 inch traffic cone with four stripes orange white orange white, however on the pricing sheet the 42 inch cones call for a 4 inch reflector stripe and a 6 inch reflector stripe. Which is the correct specification to price?

Answer: As shown on the drawing and as listed on the pricing sheet for 42” cones, the correct specification is 6” reflector stripes

July 18, 2014802-15 Snow Plows

1. On the pricing page the front plows are divided into three items: Item A. – 11’ Front Plow,B. – 12’ Front Plow and C. – 14’ Front Plow.

Each Item is broken down further into three models and section 2C.

We know what ODOT is asking for and there is ample space in the description cell to

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Office of Contracts – Purchasing Contracts Prebid Questionsfully explain the model being bid.

My question: does it matter which shape moldboard curves we assign to Models 1,

2 and 3 as long as the plow being bid is properly described in the description cell?

If it does matter, please advise which shape moldboard should be assigned to which model.

Answer: 1: no we don’t care and we will specify the curve at time of order.

2. On the pricing page the wings are divided into three items: Item D. – Front Mount Wing withwith hitch, Item E. – Mid Mounted Wing and Item F. – Rear Mount Wing.

Each Item is broken down further into three models.

We know what ODOT is asking for and there is ample space in the description cell to

fully explain the model being bid.

My question: does it matter which size (length) wing we assign to which model as long

as the wing being bid is properly described in the description cell?

If it does matter, please advise which length wing should be assigned to which model.

Answer: 2: It does not matter which length per model if properly specified.

July 15, 2014865-15 Live Bottom Dump Bodies

Can an MBE bid multiple beds?

Answer: Yes, we would be open to receiving bids for multiple beds as long as they meet the overall spec requirements. We would ask that a separate pricing page be submitted for each bed type, so we may differentiate between them.

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July 11, 2014501-15 Towing & Recovery Incentive Program (TRIP)

Section #4 Submission requirements

a. "The company must have been in the heavy duty towing and recovery business for a minimum of 10 years: What sort of specific documentation do you require to meet your request?

Answer: A written statement verifying the length of time your company has been in business is sufficient.

b. "The Company must meet all applicable state, county, and city registration requirements and maintain all required occupational and business licenses. All operators must maintain current Commercial Driver's licenses." : Will copies of our personnel's CDL licenses be sufficient ?

Answer: A written statement verifying that your company meets these requirements is sufficient. Copies of CDL licenses is not necessary.

c. The Company must comply with all requirements set forth by the ODOT Traffic Management Center Policy Number OSP-20017 on Towing Services.What sort of Documentation do you need us to provide for this requirement? Answer: A written statement verifying that your company meets this requirement is sufficient.

May 12, 2014

ITB 023-14 (Single & Tandem Axle Cab & Chassis Units)

1. Item #30G - Is a fuel tank mounted not to exceed 10.2cm (4") acceptable?

Answer:

2. Item #40G - Is a DEF tank assembly mounted not to extend back of cab by more than 10.2cm (4in) accepable?

Answer:

3. Item #12H - Are aluminum air tanks with steel strapping, properly mounted to eliminate electrolysis between the tanks and any steel components acceptable?

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Answer:

4. Item #30G - Is a fuel tank mounted not to extend back of cab by more than 10.2cm (4in) acceptable?

Answer:

5. Item #2J - Are Michelin XZU-S2 LR-L 20PR 10,000# capacity acceptable?

Answer:

6. Item #4J - Are Michelin XDS 12R22.5 & LR-H 16PR rear tires acceptable?

Answer:

7. Item #25G - Is grab handle only on left (driver) side of cab acceptable? This is the current set-up on your trucks.

Answer:

May 13, 2014

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Office of Contracts – Purchasing Contracts Prebid QuestionsRFP-506 (Freeway Service Patrol)

1. Will ODOT provide State of Ohio radios for the trucks?

Answer: Yes

2. If so, what is the soonest that we could take possession of them?

Answer: Within a week of operations beginning.

3. After the start of the program, will ODOT provide storage for consumable items?

Answer: No

4. After the start of the program, will ODOT provide facilities for personnel to report for duty, complete paperwork, etc.?

Answer: ODOT will provide parking for the FSP vehicles. No office space will be provided by ODOT.

5. From the Route Requirements section on Page 5 of the Draft Agreement, please provide clarification on the following points:

A. Up to how many vehicles will be required for special events? TwoB. Will notice that the vehicles will be needed be in writing? YesC. With back-up vehicles being needed in only 4 of the areas, how would we comply with extra vehicles at all locations? Special events have

always taken place after normal hours of operation.

6. From Page 23, Section 14.7 C. Providing a complete list of all of our clients would be a voluminous document. Could you provide clarification on the type of conflict that the section refers to?

Answer: The requirement is contained in the Draft Agreement, not the RFP. Those requirements will be discussed with the winning proposer after award.

7. Considering ODOT will now accept ½ ton vehicles in addition to ¾ ton vehicles, does ODOT have a preference or will both options be weighted equally for scoring purposes?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: FSP vehicles must have a minimum rating of 1/2-tons, and be capable of pushing a typical passenger car, van or SUV. Proposers may

request an Item Deviation to that requirement. Pursuant to Page 6 of the RFP, A Deviation is a suggested change that, in the proposer’s opinion, would enhance its ability to perform the work and/or would provide a benefit to ODOT. Anything above and beyond the minimum requirements may be given additional scoring considerations under Section 5(d) of the Evaluation Criteria.

8. On page 5, Section 4c Financial Statements; it is required for participating companies to provide two years of audited financial statements in order to assess the risk and financial capacity of the proposer. If a firm does not possess two years of audited financials, but can provide the State of Ohio a performance bond (thus guaranteeing the fulfillment of a particular contract) equal to the annual amount of the contract, would this be deemed an equal or greater substitute?

Answer: Yes, a performance bond equal to the annual amount of the contract would be deemed an equal or greater substitute.

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May 12, 2014

RFP-506 (Freeway Service Patrol)

1. Signature ID – Is ODOT providing signature ID cards, or will the selected vendor be responsible for providing badges? If the selected vendor is responsible, does ODOT have an available template?

Answer: ODOT will be providing ID badges for each FSP driver to access ODOT facilities.

2. In reference to Page 10 of the RFP, regarding logos, will we be able to use our own logo on FSP vehicles, response cards, and uniforms?

Answer: No

3. Will office space be available with equipment storage space in the location where the vehicles are stored?

Answer: No

4. What is the total duration of the contract? Should we show the pricing for just the 3 years and then separately show the cost of the additional two years?

Answer: Initially, November 1, 2014-June 30, 2017. Renewal periods may be negotiated after. As per page 1 of the RFP, the renewal periods are two years each, and the RFP does not limit the number of potential renewal periods.

5. Will the same hourly rate be extended for the two year period?

Answer: This will be negotiated during the renewal period.

6. The Smart Cellular Phone Requirement: Is it expected that FSP Operators will have a monthly data plan? Would a regular cell phone suffice instead of a smart cellular phone?

Answer: Monthly data plan, yes. Regular cell phone, no.

7. On page 11, under Vehicle and Equipment Requirements: Hydraulic jacks are listed as needing a 20 ton capacity. Is this a typo? Should it be a 2 ton capacity?

Answer: No this is not a typo. No this should not be a two (2) ton capacity.

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8. How many proposal copies should be submitted?

Answer: Three hard copies plus a PDF via USB or CD. This information was not listed in the RFP.

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May 7, 2014

Bid Number: 418-15

Questions:

1. On pages 4-5, Section 2 Awards: The examples refer to OHDOT tonnage. Does the award process also pertain to political subdivisions? If not, please explain how awards will be determined for the political subdivisions in the Cooperative Purchasing Program.

Answer: The award process set forth in ITB 018-14 applies to both ODOT and political subdivision tonnages specified in the ITB. Award of political subdivision tonnages will be based on the county or District of the stockpile location(s).

2. Please refer to section 2.1. If an entity wants salt stockpiled and the awarded vendor does not have a stockpile price in Section 4.2, will the award remain with the awarded dump vendor and the entity be required to get stockpiled pricing outside of the ODOT ITB # 418-15 contract?

Answer: The awarded price for the District/County will be based off of the dumped price as stated in Section 4.1a.

For the Districts listed under Section 4.1b, ODOT is requesting stockpiled pricing for Districts 6, 7, 10, 11 and 12.

3. If a vendor bids to supply the counties in a district from two different mines, a mine that meets Buy Ohio requirements and a mine that does not, could you please tell us whether Buy Ohio would have any impact on the award to individual counties or the entire district? If so, how?

Answer: For each County that does not meet the Buy Ohio requirement, the Buy Ohio factor will be added to the price for that County. The bid prices for each county within a district are then totaled to determine the district award. For example, if only two Counties out of eight Counties in a District do not meet the Buy Ohio requirement, only the non-Buy Ohio counties’ prices will be adjusted when calculating the District total for determination of a District award.

4. In section 2.1, Award Determination, to determine lowest overall cost, will the calculation include ODOT tonnage only, or the ODOT tonnage AND political sub tonnage together? In the Award Determination example on page 4, the tonnage listed states:

Lake = 10,000Geauga= 15,000Cuyahoga= 30,000District= 55,000

-Do the above referenced tons represent ODOT tons exclusively or ODOT and Political subdivisions tons?

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Answer: The award will be determined based on ODOT quantities.

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5. What do you anticipate the tons for the regular fill bid to be?

Answer: Tonnage has not been determined at this time.

6. Can you clarify- Section 8.5 delivery to other ODOT location at no additional cost.”? And would you accept email notification?

Answer: The vendor will be responsible for delivering to ODOT locations within the county. “Other ODOT locations” would refer to any ODOT facility within the County as listed in Section 9 of the specifications.

7. Is the delivery notification in section 8.3 only required for ODOT locations?

Answer: Delivery notification is to be provided to all awarded entities. Email notification will not be accepted at this time.

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5/6/2014418-15 Sodium Chloride (Summer Fill up) Road Salt

Question 1:

Can the Department provide specific locations at which it wants conveying available within the districts that are requesting it?

Answer: We will keep the pricing as is and make every location within the district have conveyed pricing available.

Question 2:

Are late penalties still applicable in this contract?

Answer: An awarded vendor has the entire contract period from when an order is placed to fulfill the balance of the order. The late deliveries would be salt that an entity has not received on an order passed that October 31, 2014 deadline (i.e. last day the contract is effective). The per-day penalties would begin totaling on November 1st and thereafter until the remainder of the order is fulfilled.

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Office of Contracts – Purchasing Contracts Prebid Questions4/14/14064-14 (Maintenance & Repair of Traffic Data Collection Sites)

Question One

Will a bid bond or performance and payment bond be required for this project?

Answer: No Bond is required.

Question Two

Is prequalification with the Ohio Department of Transportation required to bid this project?

Answer: The vendor does not need to be prequalified, but must have the required experience per question 3.

Question Three

If prequalification is required can this be obtained after bid opening and prior to award?

Answer: Prequalification is not a requirement for this bid. However, in Section 1.2, the vendor “must show evidence that they have, at minimum 5 years’ experience in installation of inductive loops, piezocables, aluminum light poles with foundations, and solar panels” and “in order to be considered responsive, the vendor must currently hold a valid certification from Kistler Instrument Corp for installing Kistler Quartz Piezo WIM sensors.”

Both of these requirements need to be met prior to the bid opening.

Question Four

Is the ground rod shown on drawing HL-20.11 incidental to the foundation or will it be paid under the grounding pay item?

Answer: The ground rod is included in the grounding pay item

Question Five

Kistler does not offer a combination of sensors that exactly meets the 11 foot requirement. Kistler sensors are provided in lengths determined in meters. Does ODOT prefer a 3.25 meter or 3.50 meter combination to meet the requirements of this bid item?

Answer: ODOT prefers a 3.25 meter Kistler

Question Six

In regards to the piezo cable lead-in cable lengths there is not a specific length described in the bid document. For bidding purposes what length lead-in cable is ODOT requiring for this bid?

Answer: Piezo lead in lengths vary by site and no specific length is given. Lengths will be determined at the site visit before work begins.

Question Seven

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Office of Contracts – Purchasing Contracts Prebid QuestionsIn regards to Section 3.15 in which ODOT will provide a solar panel to be installed by the contractor will ODOT also be providing the solar panel mounting hardware?

Answer: ODOT will provide the solar panel hardware.

3/12/14RFP: 519-14 SCAN Web Software Replacement

Question: Section 1, 4.6 page 15

Please provide a full description of the required storm management report.

RESPONSE: Storm Management Report – The software should be configurable to allow users to query RWIS databases for condition histories related to storm activity. Selected Reports should be graphical and textual. Graphical texts should be able to capture all required data from a single ESS location onto one.

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Office of Contracts – Purchasing Contracts Prebid QuestionsQuestion: Section 3, page 23

Will ODOT accept a solution that is hosted by the vendor and delivered via the Cloud, rather than being hosted at the State of Ohio Computer Center? Advantages to a vendor-hosted solution include no capital investment required by ODOT for servers or IT support.

RESPONSE: It is possible that we will accept a hosted solution but a number of legal and technical questions would need to be answered and worked out prior to accepting any terms.

3/7/14

RFP: 519-14 SCAN Web Software Replacement RFP

1. Section 4 - Task 7. Data Management, Page 26

Can ODOT provide an example of what the tables that describe the core dataset, which the replacement system should use or integrate, might look like?

RESPONSE: This is a print-out of the model reverse engineered using PowerDesigner. Please clarify what you mean by “core dataset”. (Update will be posted upon clarification)

2. Section 4 - Task 7. Data Management, Page 26

Do the historic RWIS observations on the current system need to be transferred and displayed on the replacement system?

RESPONSE: No transfer requirement. We will use Scan Web. Replacement software must be able to query database servers for histories and graphical reports.

3. Section 4 - Task 2. Discovery, Page 25

What is ODOT’s assessment of the completeness of currently available information about the existing network?

RESPONSE: DOT’s Department of Information Technology (DoIT), has complete records of the network infrastructure. The Operations business unit has complete records on each RWIS site.

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Office of Contracts – Purchasing Contracts Prebid Questions4. Section 4 - Task 1. Proof of Concept, Page 25

It appears from Task 2 (which mentions custom development) that not all stated requirements in the RFP will be evaluated during the Proof of Concept? Please confirm.

RESPONSE: The Proof of Concept is designed to test the vendor’s application against 5 RWIS sites which when combined, will represent all of the pavement and atmospheric sensors in the ODOT network. This includes the application’s ability to perform any and up to all requirements stated in the business requirements specification.

When is the Proof of Concept expected to commence after award?

RESPONSE: The Proof of Concept will begin one week after the PO is issued and run for 3 weeks.

5. Section 3 - System Preferences, Page 24

Does ODOT require Single Sign On (SSO) for their users in their AD?

RESPONSE: No

6. Section 3 - Technology Solution Requirements, Page 23

This section mentions that “servers will be located at the State of Ohio Computer Center”. Is ODOT open to solutions that host RWIS data management severs at the vendor’s Computer Center yet still integrates data from ODOT RPU’s and satisfy the Application, Web Interface and Reporting requirements?

RESPONSE: No

7. Section 2 - Training and Reference Materials, Page 23

What is a “user bulletin system”? Can an example of a bulletin be provided?

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Office of Contracts – Purchasing Contracts Prebid QuestionsRESPONSE: This would be similar to an FAQ section.

8. Section 1 – Hardware Integration Requirements, 3.3, Page 15 Some parameters, for example “time since last precipitation” are only available for non-NTCIP sites, according to the RFP. Please define the protocols in use at these sites.

RESPONSE: This query would be found in the database, not directly from the site.

9. Section 1 – Hardware Integration Requirements, 3.2, Page 15 Please confirm that “SSI ESP, SP and SCAN Detector” sites communicate using standard NTCIP, including traffic data. If not, please provide details on the protocols in use at these sites.

RESPONSE: There are no “SSI ESP, SP and Scan Detector” sites10. Section 1 – Application User Interface Requirements, 2.2, Page 14

What are the 8 key RWIS metrics?

RESPONSE: The 8 key RWIS metrics are:

1. Surface Status2. Surface Temperature3. Air Temperature4. Dew Point5. Precipitation6. Wind Speed7. Wind Direction8. Subsurface Temperature

11. Section 1 – Application Maintenance, Enhancements and Upgrades, 6.1, Page 16

Will the department be able to provide a list of the types of generic data devices currently in use, including details of what, if anything, are the results of outputs to these devices?

RESPONSE: This question needs to be clarified specifically, ‘generic data devices’ and ‘results of outputs’

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Office of Contracts – Purchasing Contracts Prebid Questions(Update will be posted when clarification is received from Proposer)

Will the department be able to provide a list of the types of traffic sensors currently in place? Are all traffic sensors using NTCIP?

RESPONSE: Yes, we are using the Vaisala Ground Hog traffic sensors. They are not NTCIP compliant. Data should be displayed if available.

3/5/14 RFP: 519-14 SCAN Web Software Replacement RFP

Page 9 of 43 Proposal Delivery

Will Ohio DOT consider an extension on the proposal due date of March 25th at 11:00 a.m.?

With final questions due on March 17th at 11:00 a.m. and expected response by March 20th, that only allows us two business days to complete our final proposal. I see this as being an issue for all responders.

RESPONSE: The Proposal due date shall remain March 25th at this time. If the need to extend arises we will make the determination when the time comes.

2/25/14

ITB: 004-14 Controllers, Cabinets, and Accessory Equipment

1. How many radar detectors/sensors are to be included with each radar detection system as defined for items 8-1, 8-2, and 8-3?

Answer: One detector.

2. In group 9 item 9-1 Magnometer IN-Pavement Sensor the specifications calls for 2.4 GHz unliscenced ISM band data transmission. Would a 900Mhz unliscenced In-Pavement Sensor that allows greater range and less interferance be considered if submitted on the proposal?

Answer: We will not accept a 900MHz sensor. The requirements will stay at 2.4GHz.

2/20/14

ITB: 420-14 6,000lb minimum capacity Forklift

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Office of Contracts – Purchasing Contracts Prebid Questions1. You are asking for pnuematic tires on the lift. Would you like true pnuematics or solid pnuematics? Solids will give you the air tire ride but do away

with the the issue of flat tires.

Answer: Solid pneumatics.

2/3/14

ITB: 830-14 Truck Mounted Spreaders

1. In the past we have provided these spreaders in a 304-2b finish stainless steel. This year you are calling out a 304 #4 finish on the contract. Is the 304-2b finish an acceptable material for these spreaders?

Answer: ODOT will accept 304-2B stainless steel finish

2. Would a 2B steel finish, as supplied on previous 030 contracts, be acceptable?

Answer: A 2B steel finish will be acceptable.

12/4/13

ITB: 044-14

1. In 1A the International Workstar 4600 is incorrect. The correct model should be International WorkStar 7600.

Answer: The International Workstar 7600 should be included in place of the International Workstar 4600.

2. In 2F can you clarify what size hydraulic pump is needed (in Gallons Per Minute @ 1,000 RPM), hose sizes from truck to trailer (2- 1” hoses, 1-1” + 1-1.25”, etc), do you need any type of control valve on tractor hydraulics to operate trailer; or provide a couple of sample trailer make, model & serial numbers so we can verify with needs with manufacturer?

Answer: The wet line system should operate at a minimum the equipment models listed in the table below.

Equipment No.

License Plate No. Year Make Model VIN No.

272-0232 832T2 2005 ENTYRE PS3500 1E92894965E111239

272-0255 818T2 2008 ETNYRE PRTN35TD 1E93022199E111080

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272-0267 858T2 2012 TRAILKIN TK80HST 1TKA04829DM088877

272-0274 848T2 2013 TRAILKIG TK50LP 1TKC03037ER082748

281-0048 821T12 1984 ROGERS TH35DS 20035

281-0093 812T1 2007 EGRBEAVR 35GSL-PT 112SFZ4517L072726

281-0103 809T7 2013 ENTRYE RTN55ETD3 1E9313052EE111053

3. In 7F it calls for “Driver Controlled Locking Differential in rear tandem axle”. I normally would use a locking differentials in both the front and rear axles of tandem in this application. Most axle manufacturers offer a locking differential in just the rear axle of tandem to meet non-specific bid spec or both front and rear axle of tandem for best traction in off-road conditions. Would you please clarify that you require “Driver Controlled Differentials in front and rear tandem axles” or if you mean just in the rear axle?

Answer: The driver operated locking rear differential should lock both the front and rear axle of the tandem.

11/22/2013

ITB: 400-14

Question: Are the 30’ bracket arms to be included with the 81.10 pole price for this bid, or will the brackets be part of the bid package that is bidding to contractors when the installation occurs?document.doc of 261


Answer: The 30’ bracket arms are not to be included with this contract.

11/20/2013

ITB: 044-14

QUESTION: I am going to bid the Western Star 4700. There are well over 10,000 options available for the WS. I am unclear on Section E. What information do you require for this section? What options do you need information. Also, I am looking for more information on the wet line system if it is part of the bid. What size, model etc. Lastly, are any additional warranties needed?

Answer: Please submit all options and pricing. We are looking for a standard wet line system to operate our lowboy. Lastly, all standard warranties apply with no additional warranty options needed.

10/29/13

ITB: 806-14

Question: 1. For Plasticade line items 12, 13, and C, please confirm that Econocade II drums and Tire Ring Rubber Ballast are okay to use instead of the Rhino Drums and Sand Fill Base. On the Excel bid spreadsheet, it only says "Sand Fill Base" for line item C.

Answer: Item #1: My recommendation is to bid the items as listed with no substitution. I don’t mind if the Tire Ring is added as a separate item, but not in lieu of the specified sand base. I’m not immediately sure of how many of these are purchased.

2. Please confirm whether or not price adjustments for raw material cost are allowable after 12 months of the 24 month contract period, or at any other time.

Answer: The bid does not have language allowing for price increases.

10/15/13

066-14

ITB: 066-14 Controllers, Cabinets & Accessory Equipment

Question 1: Spec 8.7.1 states: document.doc of 261

Office of Contracts – Purchasing Contracts Prebid QuestionsAll cabinets will be supplied with a plug-in type primary surge suppressor that can be removed and replaced without removal of any cabinet wiring. Are the EDCO SHA-1250 and SHA-1250-BASE-A acceptable?

Answer: Yes. See CMS 733.03 Section F

Question 2: Spec 8.7.1-1 states:

Provide LED Lamp, Is the Relume 796-5000 LED light acceptable?

Answer: I cannot find information on this product. A cut sheet should be submitted.

Question 3: Spec 8.7.2-3 request:

Pole mounted design with mounting hardware, cabinet reinforcing and attached bottom, Is there some documentation o drawings the agency can provide?

Answer: Standard Construction Drawing 83.10 and CMS 733.03 Section A1

Question 4: Spec 8.7.5-5; 8.7.3-5; 8.7.4-5 states:

A 16 channel detector rack with eight 2 channel Type A detectors as shown in TS-2, Table 6-1, Are the preemption cards slots required?

Answer: The preemption detectors are included on channels 14 and 15 in BIU 1. This should come standard according to the NEMA TS-2 Spec.

Question 5: Spec 8.7.5; 8.7.6; 8.7.7; 8.7.8 State:

Furnish a cabinet, prewired with all cables and connectors, with the following equipment and features, Is the additional equipment required? i.e. Detector Racks, Detector Panel, Power Panel, Maintenance Panel?

Answer: The detector racks weren’t included on these items because the intent was to use shelf mounted detector units with the TS-2 type 2 cabinets.

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http://www.dot.state.oh.us/Divisions/Engineering/Roadway/DesignStandards/traffic/SCD/Documents/TC_08310_011813Revision_120612.pdf


Question 6: Spec 8.7.7-3 States:

Pole mounted design with mounting hardware, cabinet reinforcing and attached bottom. Is there some documentation or drawings the agency can provide?

Answer: Standard Construction Drawing 83.10 and CMS 733.03 Section A1

Question 7: Spec.8.8.4 states:

Furnish a detector rack that can be installed in a TS-1 cabinet or TS-2, Type 2 cabinet without the use of serial communication or BIUs. TS2 detector racks use the serial communication, Is this only required for a TS-1 cabinet?

Answer: Yes, it is only for a TS-1 cabinet.

Question 8: Spec 8.9 States:

Furnish a generator panel conforming to the following drawing which can be found at the ODOT Office of Traffic Engineering website. Could we either have the Drawing or the link to get it?

Answer: PIS 203011

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http://www.dot.state.oh.us/Divisions/Engineering/Roadway/DesignStandards/traffic/PISs/Documents/0203011_042012Revision_042012.pdf

http://www.dot.state.oh.us/Divisions/Engineering/Roadway/DesignStandards/traffic/SCD/Documents/TC_08310_011813Revision_120612.pdf


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10/2/13

ITB: 502-14 Towing Recovery & Incentive Program (TRIP) in Cleveland Area

Question: Can trip approved vendors work together on a trip incident

Answer: TRIP approved vendors can work together on TRIP incidents. If cleared on time, the payment will only go to the vendor who was dispatched. The same applies to any disincentive payment.

If the TRIP vendors, working together, fail to clear the scene on time, BOTH vendors future participation in the program will be re-evaluated.

Question: Program Boundaries. If selected will we be responsible for covering all roadways within the TRIP programs boundaries?

Answer: The goal is to set up zones for which the TRIP company will be responsible to cover, based on yard and equipment locations. After companies have qualified, ODOT will work with the companies to configure the zones that will work best for the program.

Question: Failure to perform/liquidated damages. If the roadway is not cleared within 3 hours a liquidated damage of $2500.00 will be assesed. Does the 3 hour time limit start from the time our dispatch recieves the call or from the time the incident commander gives us the go a head to remove the causality?

ANSWER: The 3 hour limit starts from the moment the incident commanders gives the go ahead.

Question: Submission Requirements. What type of documented proof is required for us being in the heavy duty towing and recovery business for a minimum of ten years?

ANSWER: Acceptable proof includes:

Insurance documentation dating back at least 10 years Heavy duty wrecker (35 ton & up) titles dating back at least 10 years Invoices for heavy duty recoveries dating back at least 10 years

If there are other items that you feel prove that your company meets the experience requirement, let ODOT know and we will assess.

Question: Do you require a copy of all operators driver licenses, or is a list of operators and licenses numbers sufficent?

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Office of Contracts – Purchasing Contracts Prebid QuestionsANSWER: The list and license numbers are sufficient.

Question: Do you require a copy of titles and registrations for all equipment, or is a list sufficent?

ANSWER: A list is sufficient. Be aware that ODOT or an ODOT representative may visit the yards to verify that the equipment is there and in working condition.

9/23/13079-14 LED Signal Lamps

Group 2, Item 1 is described as a 12” LED countdown Type A2. The “A2” pedestrian signal is comprised of two (2) sections and therefore requires (2) separate LED modules when configured for countdown display. The top section module would be a combination Hand / Man ; the bottom section would be a countdown display. Is the bid item intended to include both modules or only the countdown display. If both are required would it be advisable to add another liner item and distinguish the two modules?

Answer: Countdown display only.

9/13/13104A-13 RWIS Repair Parts

1. Section 1.9 Warranties - States In the event a delivered item for use is found to be unsatisfactory, the vendor will replace the item at no additional cost to the Department. In such an event, the minimum twelve (12) month warranty period will restart on the date of acceptance by ODOT. All costs incurred in correcting unsatisfactory operation will be the responsibility of the vendor. ---- Please clarify if this is to be interpreted as the 12 month replacement warranty will start over for any part that may have defect during the first 12 months from original delivery date.

Answer: Yes. Unchanged From Previous Agreement

2. Section 2.5 Late Penalties – States If an expedited delivery is not completed within the fourteen (14) calendar days, the vendor will forfeit their expedited delivery fee. --- Attachment B does not contain a line item for expedited delivery fee.

Answer: ODOT will purchase and stockpile components in advance. Expedited delivery should not be an issue.

3. Section 3 0 Labor Only and Installed Parts - States bidder will submit lump sum pricing with includes labor, equipment, materials, travel, and technical expertise for each item offered for purchase on Attachment B. Pricing must include all costs associated with the installation, except mobilization. --- Is this to be interpreted that every part listed on Attachment B will be installed and/or replaced by bidder and each part should include expense of the

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Office of Contracts – Purchasing Contracts Prebid Questionsinstallation in the parts bid price? This is a bit unclear as it is assumed line 230, Labor Rate. Per hour would be utilized for any installation labor associated with parts on Attachment B. If separate lump sum pricing is to be provided please indicate in which manner as there is no line item contained in Attachment B for such pricing.

Answer: The column for Section 3 labor only, and installed part pricing was in advertently left off. An addendum will be issued correcting the pricing page.

4. Section 4.0 RWIS Maintenance and Repair Training – States Bidder will submit lump sum price to provide training specified in invitation. ---- Please indicate in which manner this lump sum pricing should be provided as there is no line item contained in Attachment B for training.

Answer: ODOT has no plans to purchase this service. If that position should change, purchasing will be made via labor rate.

9/10/13105A-14 Signal Hardware

Good afternoon, my question is in relevance to items No. 23, 24 and 25.

Item 24 states: Pedestrian Signal Heads, Led, TYPE a Countdown Display only it is inferred the agency only wants the Led module. Is this in fact the case? For items 23 and 25 does the agency only need the LED module displays as well and or do they want the vendors to include the PED Housing as well? Thank you for your time.

Answer: Items 23,24,25 should include the specified LED and housing in the bid price.

9/5/2013105A-14 Signal Hardware

Are items 10, 11 and 12 to include the wire entrance and span clamp or are the items to include only the top and bottom bracket spreaders? document.doc of 261


Answer: No wire entrances or spanwire clamps are to be included on these items. Please note that items 1-7 on the pricing page now say “Do not include mounting hardware or tether clamp assembly pricing”. Instead, put pricing for those items in Items 8-12 on the pricing page. This was the change we made for the re-bid.

8/27/2013013-14 Salt Brine Makers

Under Section 5 Automatic Salt Brine Maker:

Bullet: All plumbing must be stainless Steel or schedule #80 pvc piping with heavy duty valves: Do you mean the plumbing on the brine making equipment and from the brine maker to the storage tanks or just the brine maker?

Answer: It means all of the plumbing on the brine making equipment and from the brine maker to the storage tanks.

7/3/13018-14 Sodium Chloride (Road Salt)

1 On pages 4-5, Section 2 Awards: The examples refer to ODOT tonnage. Does the award process also pertain to political subdivisions? If not, please explain how awards will be determined for the political subdivisions in the Cooperative Purchasing program. Answer: The award process set forth in ITB 018-14 applies to both ODOT and political subdivision tonnages specified in the ITB. Award of political subdivision tonnages will be based on the county or District of the stockpile location(s). 2 On page 5, 2.2 it states, “All bid pricing will remain valid for the duration of the contract term. The bidders recognize that by submitting their bid, they would permit ODOT to purchase salt from them at the submitted bid price for the duration of the contract even if the bidder is not selected as the lowest responsive and responsible bidder. This provision only applies if ODOT cannot obtain salt from the awarded bidder per the contract terms and conditions and if the non-awarded bidder is willing to provide the requested salt.” - Is a non-awarded bidder subject to liquidated damages/penalties? Answer: A non-awarded bidder is not subject to liquidated damages or penalties per the last sentence of Section 2.2 which states ALL provisions of this contract are intact less late delivery penalty, Section 6 and Section 9.2. 3 OPTIONAL PRICING: Please explain “stockpiled” delivery. For example, is that to be conveyed or piled or both? - Also, where should the optional pricing be entered in the bid solicitation?

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: “Stockpiled” delivery means conveyed and piled. Optional pricing is located in the 4th column of the pricing page for Districts 7 & 10. 4 Please refer to Section 2.1. If an entity wants salt stockpiled and the awarded vendor does not have a stockpile price in Section 4.2, will the award remain with the awarded dump vendor and the entity be required to get stockpiled pricing outside of the ODOT ITB #018-14 contract? Answer: Yes 5 If a vendor bids to supply the counties in a district from two different mines, a mine that meets Buy Ohio requirements and a mine that does not, could you please tell us whether Buy Ohio would have any impact on the award to individual counties or the entire district? If so, how? Answer: 5% would be added to a county bid where the tonnage for that county would be supplied from a mine not meeting Buy Ohio requirements. 5% would be added to the district-wide bid for the portion of the tonnage being supplied by mines not meeting Buy Ohio requirements. i.e. if 50% of the tonnage for District 8 is coming from a Louisiana mine, 5% will be added to the District price for 50% of the tonnage.

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Office of Contracts – Purchasing Contracts Prebid Questions 6 In Section 2.1, Award Determination, to determine lowest overall cost, will the calculation include ODOT tonnage only, or the ODOT tonnage AND political sub tonnage together? In the Award Determination example on page 4, the tonnage listed states: Lake = 10,000 Geauga = 15,000 Cuyahoga = 30,000 District = 55,000 - Do the above referenced tons represent ODOT tons exclusively or ODOT and political subdivisions tons? Answer: The low bid calculation is determined using ODOT tonnage only.

7/3/13104-14 RWIS Repair Parts

Questions:1. In reference to the price list with the item description "non-invasive RWIS system"; what does this system consist of?

Answer: THIS IS A GENERIC REFERENCE TO RWIS ESS STATIONS UTILIZING INFRARED PAVEMENT TEMPERATURE, CONDITION, ICE DETECTION AND OR ROAD TRACTION OR ‘GRIP’ TECHNOLOGY IN ADDITION TO ATMOSPHERIC SENSING. ANY NON-INVASIVE RWIS DESIGN WHICH INCORPORATES THESE ATTRIBUTES AND MEETS THE SPECIFICATION REQUIREMENTS AS STATED IN THE ITB, WILL BE CONSIDERED.

2. In reference to the price list with the item description "Tipping Bucket Rain Gauge"; is this for a heated gauge and what is the accuracy needed?

Answer: WE DO NOT CURRENTLY USE TIPPING BUCKETS AND SO THIS SPECIFICATION IS BASED ON INDUSTRY STANDARDS, NOT EXPERIENCE. HOWEVER, THERE IS AN INTEREST IN MONITORING FUTURE SNOWFALL AMOUNTS. TIPPING BUCKETS, THEREFORE WOULD NEED TO BE HEATED AND A METHOD OF CONVERSION INCLUDED WHICH WE WOULD PREFER TO BE ACCURATE BASED ON THE AFOREMENTIONED STANDARDS. ALSO, THE POTENTIAL POWER DRAIN MIGHT PRECLUDE THE USE OF SUCH TECHNOLOGY ON OUR WIND/SOLAR SITES UNLESS A LOW POWER CONSUMPTION SOLUTION IS OFFERED. IF NOT, USE OF THE DEVICE WOULD BE LIMITED TO RWIS STATIONS UTILIZING CONVENTIONAL POWER.

3. Section 4.0 of the ITB references a lump sum per employee for training. Does this correspond to the "Labor Rate. Per Hour. Per Laborer." in attachment B in the price list or should there be a separate line item for the rate.

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: YOU ARE CORRECT. THE CORRESPONDING LUMP SUM ITEM LINE WAS INADVERTENTLY LEFT OFF OF ATTACHMENT B. AN ADDENDUM COULD BE DONE TO CORRECT THIS. PLEASE BE ADVISED THAT ODOT HAS NO EXCERCISED THIS OPTION AND HAS NO PLANS TO DO SO. IF THAT POSITION CHANGED, WE WOULD BE WILLING TO ACCEPT THE HOURLY LABOR RATE FOR TRAINING.

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6/27/2013ITB 381-14 Adaptive Traffic Control Systems

1. Of the 12 districts listed on page 4 of the PDF, are there any with over 100 traffic signals?

Approximately 1500 Statewide. D3, D4, D6, D7, D8 all have over 100.

I have a question on the pricing worksheet: 2. ATCS installation...Does this item include cost of license + configuration and installation etc? Or just the cost to license adaptive. Because per page 5 of the PDF, installtion is under “field Technical support” Please clarify so we can accurately price it.

The ATCS installation and configuration item is for someone to come out and install the items at the intersection and make a fully functional intersection. This does not include the license and or any hardware needed. This item was grouped for various numbers of intersections depending on how many are part of a system. For example a 4 signal adaptive system may take 1 day to setup and configure. 15 signals may take 3 days. This should account for all time, travel and expenses.

The Field Tech Support is in the event ODOT needs field assistance at any time. For example if ODOT installs and configures a system in house, but needs help to reconfigure or troubleshoot.

6/25/2013RFP 501-14 DBE Supportive Services RFP

1. Please, can you elaborate on how you define Program Manager for this RFP? The individual leading and directing the work for the Capacity Building Academy

a. How many awards will be made? One awardi. Multiple vendors and each vendor will have a portfolio of five to ten DBE firms? Noii. One contract award covering the whole state of Ohio, meaning all DBEs will be serviced through this vendor? Correct

2. It is not very clear if this proposal is asking for a state Program Manager or multiple Program Managers, and therefore, majority of the following questions are driving from the assumption that only one contract will be awarded:

a. Page 9 – Scope of Service says “The DBE/SSP is a statewide program where the services outlined are to be made available (in a manner approved and directed by ODOT)”; does this apply to one or many vendors/awards? One vendor will be awarded the contract but that one vendor may subcontract with other vendors.

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Office of Contracts – Purchasing Contracts Prebid Questionsb. One reference on the same page 9 says “The Vendor will administer all program services proficiently”, and; does this apply to one or

many vendors/awards? One vendor will be awarded the contract but that one vendor may subcontract with other vendors.

c. Another reference says “The Vendor will offer a DBE Capacity Building Program to five to ten DBE firms that perform work in the highway construction industry”; does this apply to one or many vendors/awards? One vendor will be awarded the contract but that one vendor may subcontract with other vendors.

d. Page 10, number 1, says “The plan shall include one matchmaking event………”; again is that matching event for 5 – 10 DBEs or the entire state, which again suggests a statewide single award/contract? One vendor will be awarded the contract but that one vendor may subcontract with other vendors.

e. Do you have an estimated annual total hours or dollars for this opportunity? No

f. Page 7 says “The facility review may also serve to verify whether the Proposer has financial capability adequate to meet the contract requirements.” What is adequate to ODOT? The awarded vendor must be able to accomplish all of the stated activities pending payments from ODOT.

g. On the same page 7, it says “Should the Department determine that the number of experienced personnel, including technical staff, is not adequate to ensure satisfactory contract performance, the Department has the right to reject the proposal.” What is the adequate number of personnel? The adequate number of personnel will be determined and evaluated with the proposal submitted.

h. Page 6 says “This should include consideration of how overhead will be calculated”; please, clarify, is this referring to effect of overhead after the award or our business as usual? Overhead incurred when conducting the business provided in the RFP.

i. Page 10 says “The ODOT also proposes to develop and distribute a DBE electronic newsletter and develop a “How to do Business with ODOT” website.” I don’t think the department is looking to do multiple e-newsletter/website from multiple vendors, which again may suggest one contract award for the whole state. One vendor will be awarded the contract but that one vendor may subcontract with other vendors.

j. On the same page 10, says “…..its external partners…”; this refers to the prime construction partners, right? All DBE firms that are eligible for supportive services.

6/24/2013RFP 501-14 DBE Supportive Services RFP

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Office of Contracts – Purchasing Contracts Prebid Questions1. Is there an incumbent for this work? If so, who is the incumbent and are they eligible to bid on this contract? There is no incumbent.

2. While many of the services outlined will be able to be handled by one consultant, we can see several examples where the Prime contractor may need to send more than one consultant because the situation requires a team approach with different expertise. In that case, will the Vendor be able to invoice for each consultant hour required? Yes, but only the Prime contractor will be able to submit invoices for payment.

3. We would anticipate using a variety of staff and consultants on a project such as this, and we normally charge different rates based on their specific role and expertise. Should we base the requested Price Structure on these different labor categories/rates, or are you looking for a blended company rate? How the company chooses to submit their pricing structure is up to that company. ODOT does not have set or preferred structure it is seeking.

4. Will travel expenses be reimbursed? If the company chooses to include travel expenses in their cost proposal, the rate should be specified in their submitted Proposal.

5. What is your budget? ODOT is seeking consultants to let us know how much their services would cost for this type of program.

6. Previously, DBE companies accepted into the Supportive Services program could choose from a menu of services but had a cap of how much they could “spend”. Is that still the case? If not, please describe the new program. This would not apply for this program. The awarded Consultant is to create a program that selected DBEs will be enrolled and go through. The dollar value of the contract encompasses all of the areas that the Consultant is to assist the DBE firm.

7. Page 10 of the RFP, under #4: Create Summary Action Plans, 2nd paragraph: “As part of the action plans, the Vendor will provide counseling, training workshops and programs, and one-on-one technical/managerial assistance…” Please explain the difference between counseling and one-on-one technical/managerial assistance.

Counseling is considered giving “advice” or providing them your expertise, tactics, etc. of certain business functions and technical/managerial assistance be more actual hands on assistance like setting up an accounting system/website.

6/21/2013ITB 381-14 Adaptive Traffic Control Systems

Will Items 1-4, 1-6, 1-7 & 1-8 be purchased as a quantity of 1 each per ATCS intersection? Or 1 each per ATCS system?

Answer: Per ATCS intersection.

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Office of Contracts – Purchasing Contracts Prebid Questions6/21/2013RFP 501-14 DBE Supportive Services RFP

1. Are you interested in having the previous companies who supplied Supportive Services to DBE companies team on this solicitation?

We are interested in having any and all companies possibly team on this solicitation and this includes companies that have previously supplied supportive services to DBE firms.

2. Would it be okay if a company was listed as a subcontractor in one bid and also submitted a proposal as a prime with other companies as subs?

Yes, it is acceptable for a company to be a subcontractor in one bid and also submit another proposal as a prime with other companies as subs. These would be considered different teams and would be evaluated separately.

6/19/2013

7/3/13018-14 Road Salt

1 On pages 4-5, Section 2 Awards: The examples refer to ODOT tonnage. Does the award process also pertain to political subdivisions? If not, please explain how awards will be determined for the political subdivisions in the Cooperative Purchasing program.

Answer: The award process set forth in ITB 018-14 applies to both ODOT and political subdivision tonnages specified in the ITB. Award of political subdivision tonnages will be based on the county or District of the stockpile location(s).

2 On page 5, 2.2 it states, “All bid pricing will remain valid for the duration of the contract term. The bidders recognize that by submitting their bid, they would permit ODOT to purchase salt from them at the submitted bid price for the duration of the contract even if the bidder is not selected as the lowest responsive and responsible bidder. This provision only applies if ODOT cannot obtain salt from the awarded bidder per the contract terms and conditions and if the non-awarded bidder is willing to provide the requested salt.”

- Is a non-awarded bidder subject to liquidated damages/penalties?

Answer: A non-awarded bidder is not subject to liquidated damages or penalties per the last sentence of Section 2.2 which states ALL provisions of this contract are intact less late delivery penalty, Section 6 and Section 9.2.

3 OPTIONAL PRICING: Please explain “stockpiled” delivery. For example, is that to be conveyed or piled or both? - Also, where should the optional pricing be entered in the bid solicitation?

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4 Please refer to Section 2.1. If an entity wants salt stockpiled and the awarded vendor does not have a stockpile price in Section 4.2, will the award remain with the awarded dump vendor and the entity be required to get stockpiled pricing outside of the ODOT ITB #018-14 contract?

Answer: Yes

5 If a vendor bids to supply the counties in a district from two different mines, a mine that meets Buy Ohio requirements and a mine that does not, could you please tell us whether Buy Ohio would have any impact on the award to individual counties or the entire district? If so, how?

Answer: 5% would be added to a county bid where the tonnage for that county would be supplied from a mine not meeting Buy Ohio requirements. 5% would be added to the district-wide bid for the portion of the tonnage being supplied by mines not meeting Buy Ohio requirements. i.e. if 50% of the tonnage for District 8 is coming from a Louisiana mine, 5% will be added to the District price for 50% of the tonnage.

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6 In Section 2.1, Award Determination, to determine lowest overall cost, will the calculation include ODOT tonnage only, or the ODOT tonnage AND political sub tonnage together? In the Award Determination example on page 4, the tonnage listed states: Lake = 10,000 Geauga = 15,000 Cuyahoga = 30,000 District = 55,000

- Do the above referenced tons represent ODOT tons exclusively or ODOT and political subdivisions tons?

Answer: The low bid calculation is determined using ODOT tonnage only.

7 Item 49 (“Vendor-Subsidiary Disclosure Form”) of the Standard Terms and Conditions for ITB #018-14 provides a URL address to obtain the referenced form; however, no form is available at the specified URL. We request a copy of the Vendor-Subsidiary Disclosure Form or a functioning URL to access and review the form.

Answer: The link is now functional.

8 When does ODOT intend to award the contract?

Answer: ODOT intends to award the contract as soon as possible after the bid opening on July 11 th.

9 We understand we are able to ask questions up until 3 days prior to the bid opening. However, when can we expect a complete response to our questions as your answers are important to the preparation of our bid? Also, when will the completed list of questions be posted on the Ohio Department of Transportation’s website? Thank you in advance for your prompt attention.

Answer: Prebid question and answers are now posted.

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ITB 018-14 Sodium Chloride

1. Is “moisture content” in the language below correct or should it be something else?

Section 7 Salt Specification - B. Gradation (712.03 Sodium Chloride)

If a sample has any material retained on the 12.5 mm (0.5 inch) sieve, the deduction will be the greater of the minimum deduction or calculated gradation deduction.

If a sample fails on any other sieve, the minimum deduction will be applied.

Calculated Deductions are determined by the price per ton, lot size, and “moisture content”. The cumulative tonnage of salt delivered for said day will be the lot size.

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Office of Contracts – Purchasing Contracts Prebid QuestionsABOVE SENTENCE SHOULD READ AS FOLLOWS: Calculated Deductions are determined by the price per ton, lot size, and gradation. The cumulative tonnage of salt delivered for said day will be the lot size.

2. The Ohio Turnpike Commission is listed as a participant under Cuyahoga County yet only one location specified is in Cuyahoga County how are the other six locations to be priced ?

See Addendum 2 link below.

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/018-14-add2.pdf

3. Section 9.9: ODOT Acceptance of Delivery Is this a new requirement ? If so why? If not do we do this with each load?THIS IS A NEW REQUIREMENT THAT WAS ADDED. IT HAS BEEN ADDED AS A SAFEGAURD PROCEDURE. IT IS REQUIRED FOR EACH LOAD.

5/15/2013RFP 512-13 Freeway Service Patrol Opening Date: June 4, 2013

1. Is it the state’s intent to have one award for all the areas?

Section 4d of proposal content states that the proposers may submit “individual hourly prices to provide FSP services in any of the six regions”. Proposers may also submit a pricing structure for the entire project.

2. Is the proposed contract for two years with an additional option period of two years? Or is it only a two year contract?

The proposed contract is for two years with an optional renewal term as per the Contract Duration section: “The contract may be renewed for periods of two years.”

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http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/018-14-add2.pdf

Office of Contracts – Purchasing Contracts Prebid Questions3. Does the state require new Freeway Service Patrol vehicles at the beginning of the contract term?

The proposer shall provide a FSP on all designated routes at the specified times. All vehicle requirements are specified in the Vehicle and Equipment Requirements section. As long as vehicles are operational and meet specs they are acceptable.

4. If the primary goal of the program is incident clearing for the roadways, what is the purpose of the drivers being ASE certified?

Incident management is a primary goal of the FSP. However, as described in the Procedures and Priorities section, “When and where conditions permit, minor repairs may be performed on the highway shoulders.”

5. Based on the timeline presented in the RFP, an executed agreement will be made on June 25 th and full operations is to be on July 1st, 2013. A six day transition period for a multi-million dollar contract seems to favor the incumbent. Can the state reconsider this timeline in order to provide a more competitive RFP process?

Yes, we will change the date from July 1st to August 1st, 2013. This will be reflected in Addendum 1.

February 12, 2013ITB: 101G-14 Asphalt Concrete & Other Bituminous Mixes Opening Date 2/26/13

Question: 1. Please clarify the PG binder grade on the 442 mixes specifically ref 3 thru 6. Surface mix would be 70-22 and intermediate would be 64-28.

Answer: That is correct per 442.04 of the ODOT Spec. book.

2. there is no provision on the pricing page to enter a winter price for asphalt.

Answer: That is true. “When Available” allows the vendor to provide material at contract price when said vendor plant is producing.

2A: There are plants open during the out of season dates that do not require a lump sum startup cost.

Answer: This option would be utilized for the emergencies only.

3. the out of season dates on ref 19 may be incorrect, they do not carry forward into the beginning of 2014.

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Office of Contracts – Purchasing Contracts Prebid QuestionsAnswer: Should read… Out of Season: One time lump sum cost to start up Hot Mix Plant.

4. the ref on the alternate hot mix and alternate cold mix pages do not correspond with the pricing page.

Answer: We are correcting.

Look for an addendum that addresses these issues.

February 4, 2013ITB: 112-13 Generator Inspection & Repair Services Opening Date 2/14/13

Question 2: I have one more question regarding invitation No. 112-13, section 7.1 on engine tune up with parts. Can we get some clarification on this. Which units would be getting this, and what is included, in your terms, a tune up. Spark plugs, on gas powered generators? Air filters? All of which are not included in our normal services. All of this can be done by us, just need more clarification to properly bid it. Thanks again, and have a great day. Kris

Section 7: Scope of Service states:

The contractor shall perform the inspection, non-load testing, full-load testing when selected and preventive maintenance service of the generators and associated systems at the ODOT locations on an annual scheduled basis as specified herein and in accordance with any and all manufacturer recommendations during the term of this contract.

The intent of the “Engine tune up with parts” in Section 7.1 is to ensure that when the unit requires an engine tune up according to the manufacturer’s recommendations, that it is completed at the recommended time, without the need to schedule an additional visit at an additional cost. An example would be if a unit manufacturer recommends replacement of components like spark plugs, distributor caps, air filters, hoses etc. at 500 hours of run time; then when the unit reaches 500 hours of run time, or the next annual service after that, the manufacturer recommended service would be completed as part of this contract.

February 1, 2013ITB: 112-13 Generator Inspection and Repair Services

Question 1: I was wondering if I could get some clarification on the (optional 3 Hour Load Bank Test) When would it be decided if, which units would be getting it? Would the decision be made before we left the shop, after the service has been done? It would be more cost effective if we could do it in one trip. It also makes a big difference in the way I would be quoting the bid. Any clarification you can provide would be appreciated.

A decision on which units would get a load bank test would be decided when they scheduled for the annual service. The intent of the “optional load bank test” is to allow us to not do load bank tests on smaller units that do not really need an annual load bank test. It also allows us to not load bank test a unit that we know we are going to replace(either with a new building, or a new unit in the short term). The optional load bank test just gives us flexibility to save some money on units we know do not necessarily need a load bank test completed annually.

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Office of Contracts – Purchasing Contracts Prebid QuestionsAugust 31, 2012ITB: 503-13 Ceratech Pavemend SL Rapid Repair Concrete Product Opening Date 09/06/12

Question 1: Will all 1000 bags need to be delivered at one time or will deliveries be broken down to 1 - 2 pallets at a time as this will effect freight?

ODOT RESPONSE: All 1,000 bags will not be delivered at one time. District 12 advises they will order 2 skids at a time.

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