The award of the contract, if it be awarded, will be made to the lowest responsible Bidder in accordance with Section 103-04 of the Standard Specifications for Roads and Structures 2018. The lowest responsible will be notified that his bid has been accepted and that he has been awarded the contract. NCDOT reserves the right to reject all bids. This contract is for Weigh Station Weigh in Motion (WIM) Scale Maintenance for Surry County. This is intended to be a contract for normal annual maintenance. The duration of this contract shall be 12 months from date of award notification. The state reserves the right to extend this contract for two (2) additional 12-month periods at its sole discretion. Increases in labor rates, (normal & overtime) may be requested by vendor at time of contract extension not to exceed the CPI index for inflation for the previous year. All work and materials shall be in accordance with the provisions of the General Guidelines of this contract, the Project Special Provisions, the North Carolina Department of Transportation Standard Specifications for Roads and Structures, the North Carolina Department of Transportation Roadway Standards Drawings, and the current edition of the Manual of Uniform Traffic Control Devices (MUTCD). Should a catastrophic failure occur, NCDOT reserves the right to seek repair or replacement of the scale and components from other sources. The date of availability for this project is to begin upon award of a contract on or after September 1, 2022, The Contractor may begin work prior to this date upon approval of the Weigh Station Manager. If such approval is given, and the Contractor begins work prior to the date of availability, the Department of Transportation will assume no responsibility for any delays caused prior to the date of availability by any reason whatsoever, and such delays, if any, will not constitute a valid reason for extending the completion date. There will be no contract, and no purchase order for scale maintenance until all required prerequisite conditions and certifications have been satisfied. Failure on the part of the Contractor to furnish certifications, or to satisfy preliminary requirements necessary to issue the purchase order will not constitute grounds for extension of the contract time. If the Contractor has fulfilled all preliminary requirements for the issuance of a purchase order, and the purchase order authorization is not available by the date of availability, the Contractor shall be granted an extension equal to the number of calendar days the purchase order authorization is delayed after the date of availability. At all times during the life of this contract, the Contractor shall provide one permanent employee who shall have the authority and capability for overall responsibility of the project and who shall be personally available at the work site within 24 hours notice. At all times that work is being performed, the Contractor shall have present at the scale site, one competent individual who is authorized to act in a supervisory capacity over all work on the scales. The individual who has been so authorized shall be experienced in the type of work being performed and shall be fully capable of managing, directing, and coordinating the work; of reading and thoroughly understanding the contract; and receiving and carrying out directions from the Weigh Station Manager or his authorized representatives. He shall be an employee of the Contractor unless otherwise approved by the Weigh Station Manager. The Contractor may, at his option, designate one employee to meet the requirements of both positions. However, whenever the designated employee is absent from the work site, an authorized individual qualified to act in a supervisory capacity on the project shall be present. The contractor shall furnish a 24-hour emergency contact number for emergency repairs. Maintain the WIM scales at Surry County Weigh Station. The contractor must be a factory authorized repair center for International Road Dynamics (IRD) scales and have in stock the appropriate parts to maintain this scale. Certification from the manufacturer of IRD scales as an authorized repair and service center shall accompany bid response. The bidder shall indicate and itemize their labor rates (regular & overtime) along with transportation charges for the needed labor and equipment to accomplish the lubrication of the WIM scale in the ramp. All invoices must indicate parts cost, list price less percent discount, freight, etc. All work shall be warranted against defects in workmanship for a period of no less than 60 days. All new components installed shall be warranted for a period of no less than the factory warranty period for parts and/or labor, or six (6) months, whichever is greater. A copy of the factory warranty shall accompany all new parts installed. In the event of a new part failure, the part will be replaced at no cost to NCDOT unless the failure is deemed to be caused by an act of God. The Department of Transportation expects prompt service that will keep scales operational in an acceptable amount of time. Under normal working conditions, service is expected to be provided within 8 hours from time of notification. It will be at the departments' sole discretion to choose a Contractor that it deems capable to meet the response time with service within a geographic region. The weigh station manager will be responsible for closing station(s) at a mutually agreed to date to allow for work to be performed in a safe manner.
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