Common use of Department Responsibilities Clause in Contracts

Department Responsibilities. The Department will provide all potential Contractors (bidders) with a project CD containing a variety of data and information about the roadways, structures, and facilities within the limits of this contract. Although the information on the CD is not complete, it will be useful in determining the extent of expected maintenance activities. The Department will place the following items on the project CD: (a) Historical Contract Reports (b) Historical MRP Reports (c) Summary Spreadsheet for MRP Workloads (d) RCI Converted Inventory (e) Structure Information (f) In-House-Crew Unit Cost Reports Upon request, the Department will provide finished sign panels to the Contractor for sign maintenance and repair on the State Highway System within the project limits. The Department will verify that the Contractor has made a deduction from the Contractor’s monthly invoice for the cost of each sign panel obtained from the Lake City Sign Shop. Annually, the Department will provide additional compensation to the Contractor via Supplemental Agreement or Unilateral Payment if the Contractor experiences a combined substantial economic impact during the previous year due to compliance with any of the following four (4) possible occurrences. (a) A change to statewide maintenance programs or practices. (b) A change to any of the policies, procedures, standards, manuals, handbooks, guides, specs, or any other State, Local, or Federal documents used to monitor the performance of this contract. (c) Increased maintenance due to the construction of roadways, structures, and facilities that were not included in the Department’s Work Program at the time of the Contractor’s proposal due date or renewal date. (d) Increased maintenance due to the transfer of ownership to the Department of non- state roadways, structures, and facilities within the contract limits. A substantial economic impact is defined as documented financial burden on the Contractor exceeding five percent (5%) of the annual contract amount. If additional compensation is warranted, the Department will compensate only for the value of economic impact beyond the five percent (5%) threshold. The five percent (5%) is not cumulative year to year; it is reset each anniversary of contract start date. The Contractor will not receive any additional compensation for maintenance of projects scheduled in the Department’s Work Program at the time of the proposal due date or renewal dates. Similarly, the Department will reduce payment to the Contractor if the Contractor experiences a combined substantial economic savings during the previous year due to occurrence of any of the following four (4) possibilities: (a) A change to statewide maintenance programs or practices. (b) A change to any of the policies, procedures, standards, manuals, handbooks, guides, specs, or any other State, Local, or Federal documents used to monitor the performance of this contract. (c) Reduced maintenance due to the elimination or planned destruction of roadways, structures, and facilities. (d) Reduced maintenance due to the transfer of ownership of Department-owned roadways, structures, and facilities to other non-Department entities. A substantial economic savings is defined as a cost savings exceeding five percent (5%) of the annual contract amount. If cost savings are identified, payment to the Contractor will be reduced only for savings greater than the five percent (5%) threshold. The five percent (5%) is not cumulative year to year; it is reset each anniversary of contract start date.

Department Responsibilities. The Department will provide all potential Contractors (bidders) with a project CD electronic files containing a variety of data and information about the roadways, structures, and facilities within the limits of District Landscape Sites identified in this contract. Although the information on the CD is provided may not be complete, it will be useful in determining the extent of expected maintenance activities. The Department will place provide the following items on project reference documents: District Landscape Sites Location Map As-built Plans District Vegetation Management Plan if applicable Tree Inventory if applicable Snap Shot of the project CD: (a) Historical Contract Reports (b) Historical MRP Reports (c) Summary Spreadsheet anticipated 5 year Work Program at the time of the original Technical Proposal advertisement date for MRP Workloads (d) RCI Converted Inventory (e) Structure Information (f) In-House-Crew Unit Cost Reports Upon request, the Department will provide finished sign panels to the Contractor for sign maintenance and repair on the State Highway System projects within the project limitslimits of this contract. The Department will verify that the Contractor has made a deduction from the Contractor’s monthly invoice for the cost of each sign panel obtained from the Lake City Sign Shop. Annually, the Department will provide additional compensation to the Contractor via Supplemental Agreement or Unilateral Payment if the Contractor experiences a combined substantial economic impact during the previous contract year due to compliance with resulting from any combination of the following four (4) possible occurrences. (a) A change to statewide maintenance programs or practices. (b) occurrences impacting existing District Landscape Sites: A change to any of the policies, procedures, standards, manuals, handbooks, guides, specs, or any other State, Local, or Federal documents used to monitor the performance of Contract Documents referenced in this contract. (c) . statewide maintenance programs or practices. Increased maintenance due to the construction of roadways, structures, facilities, and facilities landscaping within sites identified in the contract documents that were not included in the Department’s Work Program Snap Shot or other information provided by the Department at the time of the Contractor’s proposal due date or renewal date. (d) advertisement for this Contract. Increased maintenance due to new and innovative industry practices pertaining to maintenance techniques as approved and adopted by the transfer of ownership to the Department of non- state roadways, structures, and facilities within the contract limitsDepartment. A substantial economic impact is defined as documented financial burden on the Contractor exceeding five three percent (53%) of the annual contract amount. If additional compensation is warranted, the Department will compensate only for the value of economic impact beyond the five three percent (53%) threshold. The five three percent (53%) is not cumulative year to year; it year and is reset each anniversary of contract start date. The Contractor will not receive any additional compensation for maintenance of projects scheduled in the Department’s Work Program at the time of the proposal due date or renewal dates. Similarly, the Department will reduce payment to the Contractor if the Contractor experiences a combined substantial economic savings during the previous year due to occurrence of any of the following four (4) possibilities: (a) A change to statewide maintenance programs or practices. (b) possibilities impacting existing District Landscape Sites: A change to any of the policies, procedures, standards, manuals, handbooks, guides, specs, or any other State, Local, or Federal documents used to monitor the performance of Contract Documents referenced in this contract. (c) Contract. Reduced maintenance due to the elimination or planned destruction of roadways, structures, and facilities. (d) Reduced maintenance due to the transfer of ownership of Department-owned roadways, structures, and facilities to landscaping not captured in the Work Program Snap Shot or other non-information provided by the Department entities. at the time of advertisement for this Contract A substantial economic savings is defined as a cost savings exceeding five three percent (53%) of the annual contract amount. If cost savings are identified, payment to the Contractor will be reduced only for savings greater than the five three percent (53%) threshold. The five three percent (53%) is not cumulative year to year; it year and is reset each anniversary of contract start date. District Landscape Sites may be added to or deleted from the Contract by Supplemental Agreement. Compensation to the Contractor for any additional Sites or credit due to the Department for deleted Sites not part of the original contract bid will be negotiated with the Contractor and is not subject to the substantial economic impact clauses above. Sites to be deleted or removed, as identified in the information provided to the Contractor prior to bid submittal, should be considered in the Contract bid.