S218--Loch Raven VAMC Snow Removal Contract October 2023-October 2024 Seeking Qualified Interested Contractors Please respond to Contracting Officer email below

Loch Raven Snow Removal Scope of Work Loch Raven VAMC General: The Loch Raven VA Medical Center requests seasonal snow removal throughout the campus at 3900 Loch Raven Blvd. Baltimore, Md. Snow and Ice removal is the job and process of removing snow/ice, prior to, during and after inclement weather events involving any and all forms of snow/ice to make, operations, movement and travel easier and safer, alleviating hazardous conditions on and around the Veterans Administration Medical Center. About the site: The Loch Raven VA Community Living & Rehabilitation Center Provides rehabilitation and recreation therapy for our recovering veterans. The main building also provides hospice, nursing home care and care for patients with Alzheimer s. The surrounding campus provides services including mental health care, audiology, care for Veterans who are blind or have low vision, and more. Period of Performance: The period of performance for this contract to begin on October 1, 2023, and terminate on September 30, 2024, provided services and materials. Contractor personnel shall be available on a twenty-four (24) hours a day, seven (7) days a week basis during the period of date of award through period of performance. Scope of Work: This requirement is for snow removal and ice removal prior to or during snow events at the VA Maryland Health Care System, Loch Raven VA Community Living & Rehabilitation Center and Campus located at 3900 Loch Raven Blvd, Baltimore MD. The campus includes approximately 23 acres with 7 buildings. Contractor will furnish labor, supervision, services, materials, and equipment necessary to perform the services for the Client as are set forth. Snow removal trigger depth shall be 2 for any event. De-icing will be determined by the Contracting Officer Representative (COR) or authorized government representative in cases of pretreatment or removal of ice for safe pedestrian travel. Major equipment such as front loader, plow, tractor, can be used on campus but many areas will require hand shoveling/de-icing. Snow Event A snow event is an agreed-upon amount of snow that qualifies for the removal of snow by the Federal Government. Any accumulation of more than 2 of snow is considered a snow event. Contractor will begin snow and ice removal operations and continue as needed. Contractor shall provide its own employees, equipment, and supplies necessary to complete the services described hereunder which include clearing all drive lanes, fire lanes, parking areas, sidewalks adjacent to buildings and public sidewalks. COR or authorized representative will be notified of snow removal schedule, changes, or updates. With large groups exceeding 5 staff members contractor shall have a foreman present. Contractor may deescalate manpower as required but must meet minimum level criteria of the contract. Vehicle Area Snow Removal Contractor will perform snow shoveling and/or plowing services on the property typically including driveways, parking lots, loading dock areas and driveway aprons with approved vehicles. All contract vehicles, government vehicles or personnel vehicles on federal property that are damaged by contractor will be the sole responsibility of the contractor. Contractor shall walk the job sight before snowfall to locate, curbs, sidewalks, uneven elevations, drops/divots, or any abnormalities that may result in damage of federal or personal property while using snow removal vehicles. Any damage to property of any kind will be reported to the COR immediately. Pedestrian Area Snow Removal The contractor will perform snow shoveling and/or plowing services only on front walkways, steps, disability ramps and front/rear entrances. Snow removal will be relegated to federal grounds only. Perimeter sidewalks owned by the city will not be covered in this scope. Contractor shall mobilize when storm activity is imminent. Contractor shall contact the COR during normal business when mobilizing. Contractor shall be onsite before snow accumulation reaches approximately 2-inches. contacted by approved site manager or snow accumulation is imminent in these service areas described above. Contractor will begin snow and ice removal operations and continue as needed. COR will be notified of snow removal schedule, changes, or updates via electronic email. De-icing Services The contractors shall engage in Pre-salting/De-icing as directed by the COR or contract authorized representative. Contractor may use calcium chloride, Ice melt magnesium, Ice melting salt or approved equal through the COR. The contractor shall remove ice from all paved areas, including but not limited to: sidewalks, steps, stairs, landings, parking lots, doorways, driveways, facility entrances and entrance ramps for facilities specified in sections Designated areas . The contractor shall perform ice removal services prior to, at the onset, during, following and throughout any inclement weather event involving ice. The contractor will apply de-icing materials to service areas in conjunction with impending storms, ice overs or extreme precipitation resulting in freezing conditions from outside temperatures. If multiple storms occur in succession, contractor will apply different color de-icing materials for each storm to notate compliance. Color change frequency to be determined by COR and duration of events. Color change may not be required but ultimate determination will be made by the COR. COR will be notified of deicing schedule, changes, or updates via electronic email only. Initial communication can be done by phone to the COR but must be followed up with electronic mail verification by the next business day. Violation of these protocols may result in an investigation and delay/deduct from invoicing. Mobilization The contractor shall be available to perform snow and/or ice removal services 24 hours a day, 7 days a week for all emergency and routine services. The contractor shall arrive before medical center business hours, weekend, and holidays to provide service. Authorized Mobilization: Contractor may be contacted by COR or approved POC to de-ice prior to impending storms. De-icing will be applied to all roadways, parking areas, steps, entrances, sidewalks, ramps, and pedestrian travel areas. Contractor to ensure enough time to effectively de-ice campus before normal business hours to minimize slip and fall risk of patients, visitors, and staff. Authorized Afterhours Reasonable Mobilization: The Contractor shall monitor the National Weather Service forecasts and shall be prepared to take appropriate action in response to the forecast and requests from the COR. The contractor shall as be requested by the COR, pre-treat all sidewalks, stairways, and parking lots with the appropriate chemicals and sufficient ice-melt, salt that may be affected by the inclement weather prior to the start of snowfall, sleet, or ice events. The Contractor shall continuously treat such surfaces on an as-needed basis in order to ensure safe passage for all pedestrians and vehicles. Contractor shall mobilize when snow accumulation is imminent or prior precipitation requires the need for de-icing due to lowering temperatures. The government recognizes that some events take place outside of normal business hours. Contractor will mobilize then follow with electronic email to COR if events occur outside of normal business hours. Contractor will begin snow and ice removal described within the contract and continue as needed with consistent contact to the COR that shall not exceed 24 hours or the next business day. Unauthorized Mobilization: Pretreatment or snow removal event without notification to the COR, CO, or authorized representative prior to billing. Electronic emails or written documented invoice out of normal business hours must include hours worked, material used, staff on property and must be submitted to the COR or CO by the next business day. Violation of these protocols may result in an investigation and delay/deduct from invoicing. Reporting for Duty: Contractor snow removal staff or foreman shall report for duty to Loch Raven Medical Center, Facilities and Engineering Department building located at 3900 Loch Raven boulevard, building #4, Room 133 prior to performing any work during business hours unless otherwise directed by the COR. The contractors shall review the required tasks and scheduling with the Facilities and Engineering supervisors prior to snow removal to assure critical areas are addressed promptly. During off hours, without COR or approved representative insight, contractor is to proceed with addressing critical areas first and non-critical areas last. Critical Areas are described in this order and to be completed in their entirety first or possibly concurrently in descending order if enough staff is available: Essential roads and entrances x2 Loch raven Blvd Entrance x2 The Alameda Entrance Building #1 Building #5 Building #7 Non-critical areas in this order: Building #4 Building #2 Non-essential walkways and roads License(s) and Certification(s) The contractor will provide Veterans Health Administrative (VHA) with a letter certifying that all drivers/operators designated or later assigned to perform work under this VHA been properly trained to perform the assigned duties. This letter of certification shall include the name, driver s license number, the number of hours of training, and verification of a valid commercial driver s license (if required) for each driver, operator or employee that performs any work under this contract. Snow Removal Task (Snow Piles) It is accepted that heavier snowstorms may not allow for immediate snow removal from campus. If snow accumulation is excessive, the VA may require snow to be hauled off site. This will be coordinated with COR and is considered part of the Base contract. If recorded snowfall totals eight inches or more and the site requires a depth of eight (8) inches or more of snow to be removed the contractor shall charge an additional 50% of the full site removal cost established with the ongoing contract rate for every four (4) inch increment over the eight (8) inches. This only applies if the COR has not requested the site to be cleared prior to the accumulation of 8 inches. Before snow is removed from these sites, the contractor must notify the COR for approval. Snow piles accumulated on the property for standard events may be gathered in designated areas specified by the COR. These locations may change reflective of the level of accumulation. Snow piles may not: Block main entrances Block fire access routes Block fire hydrants Block building entrances in any way Blocking shipping lanes or loading dock entrances Block fire hydrants Take up excessive parking spot areas Block in other vehicles Block Dumpsters No snow shall be dumped directly on trees, shrubbery, ground cover, flowerbed areas or piled on dumpsters. Violation of these protocols may result in an investigation and delay/deduct from invoicing. Specific Designated Areas Areas to be described will be addressed by contractors but may be revised during period of performance. Revisions will be determined by the COR and CO to include but may not be limited to (Ongoing/completed construction, Nondescript pedestrian traveled areas, Fire lanes) Campus areas to have snow cleared and de-iced as follows: Perimeter sidewalks throughout campus that interconnect buildings. Interior sidewalks on federal grounds that tie into private and state property to the property line. Handicap sidewalk ramps located throughout the campus Building #1 areas to have snow cleared and de-iced as follows: Main front entrance sidewalks and paved areas Main rear entrance sidewalks (Loading dock) Main loading dock Emergency fire road rear Main visitors parking lot Main staff parking lot Staff parking lot steps All surrounding walkways and sidewalks Building #1 Expansion areas to have snow cleared and de-iced as follows: Expansion front entrance sidewalks and paved areas Perimeter sidewalks Honor garden steps Honor garden walkways to hospice Entrance to campus cleared Building #2 areas to have snow cleared and de-iced as follows: Main front entrance sidewalks and paved areas Main rear entrance sidewalks (Loading dock) Perimeter Steps Handicap access area extending front of the building to rear Perimeter sidewalks Main staff parking lot All surrounding walkways and sidewalks Building #4 areas to have snow cleared and de-iced as follows: Main front entrance sidewalks and paved areas Main rear entrance sidewalks (Loading dock) Main loading dock Perimeter Steps Perimeter sidewalks All surrounding walkways and sidewalks Building #5 areas to have snow cleared and de-iced as follows: Main front entrance sidewalks and paved areas Main rear entrance sidewalks and paved areas Main visitors parking lot (Front building) Main staff parking lot rear building Valet sidewalk and entrance area Valet parking lot (Front building) Perimeter sidewalks Entrance to campus cleared Building #7 areas to have snow cleared and de-iced as follows: Main front entrance sidewalks and paved areas Main visitors parking lot (Front building) Valet parking lot (Front building) Perimeter sidewalks Entrance to campus cleared South end perimeter stairwell cleared All surrounding walkways and sidewalks Exclusions Construction areas Inside of fencing or barriers Active designated construction zones Lift areas Areas with heavy machinery or active construction Full parking lots with vehicles where plow activity would compromise safety Public or private areas adjacent to federal property Roof treatment Post Event After each significant snow event, COR will host a meeting with the Contractor to discuss any issues that have arisen from the event. This meeting may be electronic or in person. Property line is shown below Points of Contact Contractor shall provide names and home phone numbers of all personnel to be contacted by the Federal Government when contractor's services are required. An emergency POC is required as a single point of contact. Foreman s will be considered secondary POC for job delineation. Phone numbers to be provided and updated before the start of each winter season via electronic email. VA will provide the Contractor, the names and phone numbers of designated snow coordination personnel for larger events. The Key Personnel shall maintain cell phones (with email capacity) and wireless messaging devices to always allow contact by COR or designated staff. The contractor shall provide to the Government, English speaking staff, comfortable with technology, and proficient in communicating via email to act as Key Personnel, before, during and after any winter weather event. Walkthroughs/Areas of Responsibility Prior to the commencement of snow removal operations for the season, representatives of Client and Contractor shall inspect the site and both parties document existing conditions, changes to site or any other items of note. Contractor will not be responsible for any damage to driveways, expansion joints, walkways, and other paved surfaces resulting from treatments with calcium chloride (or equivalent) or salt/sand materials. Contractor is not responsible for cosmetic scrapes on driveways, parking surfaces, or sidewalks, or damage to concrete or paved surfaces at or near expansion joints. Contractor will not be responsible for damage from expanding ice or natural environmental damage. Client acknowledges that concrete will crack under the ordinary stress of freezing and thawing, and cracked concrete will not be the responsibility of Contractor during driveway, parking surface, or sidewalk snow removal or de-icing treatments. Contractor will not be responsible for damage to objects (e.g., planters, statues, etc.) left in snowplow areas. The contractor will be responsible for negligent damage to property such as but not limited to; damaged signs, personal property, building or structural damage as a result of snow removal equipment collision or overall negligence that causes property damage. Violation of these protocols may result in an investigation and delay/deduct from invoicing or other legal ramifications. Seasonal Invoicing Contractor to submit invoicing within monthly intervals during seasonal snow removal. Invoicing is to be line itemed during the billing process and as detailed as possible. Items that are not included in afore mentioned services agreement are not to be invoiced. Items not to be billed equipment damage, storage fees, fuel fees, rental costs, unverified hours, travel cost, additional fees, taxes, etc. Invoices will be rejected and be required to be resubmitted if errors are detected. Contractor to establish per/hr. rate or annual cost in estimate for: Major equipment uses (Dump truck, front end loader, utility tractor) Major equipment plow use (Plow, Pickup truck) Labor individual shoveling Major equipment salting/spreading Labor staff individual salting Foreman labor rate Fuel (Yearly cost) Vehicle maintenance cost (Yearly) Registration and Insurance Safety gear and weather protection gear (Annually) Mobilization of the contractor is paramount to the contract. Contractor must be able to deploy 70% of the major equipment listed and immediately supply/sustain coverage. Acts of god may limit snow removal but the contractor must be able to maintain persistent and consistent removal in a large event. Contractor staffing levels must be able to meet criteria listed in de-icing, vehicle area and pedestrian area snow removal. Failure to meet criteria during the season may result in termination of contract. Staffing minimum level for the Loch raven campus, depending on size of event and coordination with COR, must include x5 laborers and x1 foreman. Foreman will be responsible for on-sight communication with COR and oversight during normal business hours. Staffing levels must be maintained during snow events and de-icing events. It will be deemed unacceptable to not meet contract standards with minimal staffing levels. Violation of these protocols may result in an investigation and delay/deduct from invoicing. Reporting Requirements: Upon completion of work (daily), the Contractor shall document services electronically or written in a legible format and provide to the COR. If services are performed after normal businesses hours, the Contractor shall report to the VA site manager or designee. Contractor to provide the service report to the COR on the next business day (with the signature of the VA site representative if available) to substantiate hours performed. Electronic email is acceptable after normal business hours. Ordering Activities and Officers: The Contractor and/or its staff shall not accept any instructions issued by any other person(s) other than the Contracting Officer, the Contracting Officer Representative (COR), or his/her delegated representative acting within the limits of his/her authority. Direction shall not be followed by non-authorized federal employees. All communication shall go through the CO and COR. Safety and Security Precautions: During snow removal All snow removal contractor employees are to wear reflective vests on the exterior of their clothing. Vests will be always worn in vehicles and when outside. Vests will not be provided by the federal government. The Contractor shall comply with all applicable Federal, State, and local legal requirements regarding workers health and safety. The requirements include but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926. Contractor is solely responsible for determining the legal requirements that apply to activities and shall ensure safe and healthful working conditions for its employees. Contractor shall provide his/her employees with the necessary safety equipment required for performance of the contract. The contractor shall take precautions regarding fire and safety policies/procedures within VAMC and their associated Clinics. Contractor shall assume the responsibility to guard against causing of fires and/or explosions and to protect Government Property. No flammable liquids shall be stored in non-designated areas or used in the medical center without communication and written approval from the Contracting Officer Representative (COR). The Contractor and/or its staff shall immediately notify the COR of any existing or potentially unsafe conditions, i.e., frayed electrical cord, dripping, or seeping of fluids. The Contractor shall receive from the COR a permit for all cutting, welding, soldering, or Hot Work of any kind. All permits shall be prominently displayed during all activities. All necessary precautions shall be taken by the contractor to prevent accidental operation of any existing outdoor smoke detectors or sprinkler heads. HAZARDOUS MATERIAL REPORTING: The Contractor shall maintain hazardous material inventories and material safety data sheets (MSDS) for all hazardous materials (as defined in CFR 1910.120, 40 CFR s 355, 370, & 372) to be stored and used on this Medical Center. Hazardous materials must be inventoried when received and at the project s completion. The amounts used shall be maintained for the project duration. Hazardous Materials Inventories, Material Safety Data Sheets and material quantities used shall be submitted to the Contracting Officer for approval and copies furnished to the Contracting Officers Technical Representative. In the event of a spill, Contractor shall immediately notify the Contracting Officer s Technical Representative as well as the Contracting Officer. The Contractor shall be solely responsible for the expense of any cleanup and / or damage resulting of such spill, and the cleanup shall be in accordance with the applicable provisions of 40 CFR Part 761. Smoking Policy: Smoking is not permitted within the VAMC facilities. Smoking is prohibited on the campus ground or military base. Contractors found smoking in/on campus, in their vehicles will be removed from campus and contractors supervision notified. Violation of these protocols may result in an investigation and delay/deduct from invoicing. Changes. Only those services specified herein are authorized. Services that are not included in the contract shall NOT be provided unless authorized via a modification issued by the Contracting Officer. Badges and Parking: Contractor personnel are required to wear identification (I. D.) badges issued by the VA Security Office during the entire time they are on the grounds or one of its clinics. It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas. Follow all state, local and federal parking guidelines. Parking information is available from the VAMC Security Office. The Government shall not validate or reimburse for parking violations under any circumstance. Contractors will find the nearest location to the campus and where parking is available. Contractors may not park in non-designated areas. Contractors may temporarily park vehicles closer to buildings for drop off purposes that do not exceed 30 minutes per day. At the Loch Raven Campus, contractors will park along the designated contractors parking area. National Holidays: Listed below are the eleven national holidays: New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 Also included would be any day specifically declared by the President of the United States of America as a National holiday.