Snow Removal Services

General Information Document Type: Request for Information (RFI) Notice RFI Number: NWWN00001800024 Response Due Date: 2:00 p.m. Central Daylight Time (CDT), 15 November 2017 NAICS Code: 561730 - Seasonal property maintenance services (i.e., snow plowing in winter, landscaping during other seasons) IMPORTANT NOTE: For companies interested in this Federal Business Opportunity (FBO) RFI notice, please ensure responses provide the requested information outlined below. The purpose of this notice is to obtain information and identify potential sources as part of National Oceanic and Atmospheric Administration (NOAA), Eastern Region Acquisition Division's (ERAD) market research for a tentative future requirement for snow and ice removal services and to determine if there are vendors that may meet the Government's need as further defined in the attached "DRAFT" Performance Work Statement (PWS). Based on market research the Government reserves the right depending on responses received and any acquisition strategy to post any future solicitation documents electronically through https://www.fbo.gov/ Interested vendors are encouraged to register with https://www.fbo.gov/ to receive a notice of availability if and when a solicitation for this requirement is issued. Contracting Office Address and Point of Contact Department of Commerce (DOC) National Oceanic and Atmospheric Administration (NOAA) Acquisition and Grants Office (AGO) Eastern Region Acquisition Division (ERAD) National Weather Service Attn: Miranda Meyer and/or Tyrone Lewis 601 E. 12th Street, Room 1734 Kansas City, MO 64106 Submit all responses to the aforementioned notice to the Contract Specialist at miranda.meyer@noaa.gov by November 15, 2017 at 2:00 p.m. (CDT). All contractors doing business with the acquisition office must be registered with the System for Award Management (SAM). An award cannot be made unless the vendor is registered and active in SAM. For additional information, and to register in SAM, please access the following website: https://www.sam.gov/portal/SAM/#1. In order to register with SAM and to be eligible to receive an award from this acquisition office, all offerors must first have a Dun & Bradstreet (D&B) DUNS number. A DUNS (Data Universal Numbering System) number may be acquired free of charge at the following website: http://fedgov.dnb.com/webform Description of Requirement (1) The U.S. Department of Commerce, National Oceanic and Atmospheric Administration (NOAA) contemplates award of a contract for Snow and Ice Removal Services at the National Weather Service Forecast Office located in Gray, Maine (ME). The North American Industry Classification System (NAICS) Code for this acquisition is 561730. The small business size standard is $7.5 million. The contracting office is contemplating a base year plus four one-year options contract beginning on 1-1-2018. The contractor shall furnish all supervision, labor, materials, supplies and equipment to provide effective and efficient snow, ice, and freezing rain removal services at the National Weather Service Forecast Office (1 Weather Lane Gray, ME). (2) The National Weather Service Office is a 24 hour operation and must have a clear and safe travel path/walkway area during inclement weather conditions for the safety of its employees. Approximated Area Square Footage: The length of the paved access road is approximately fifteen hundred (1500) feet. The approximate area of the parking lot is 6,600 square feet. The approximate area of the apron around the Weather Balloon inflation building is 3,500 square feet. The length of the walkways is approximately 400 feet. (3) The contractor shall: furnish equipment, materials and the personnel which are consistent with the best industry standards for effective and efficient snow removal services; at a minimum, furnish snow plows, blades, blowers, dump truck, shovels, ice picks, snow removal equipment with a blade of 12 feet or greater for snow plowing and availability of a tandem axle dump truck for snow removal. (4) The contractor shall provide complete snow and ice removal services for the NOAA office listed above in accordance with this PWS. It shall be the contractor's responsibility to monitor weather forecasts and conditions and self-initiate removal services. Snow and ice removal services shall be considered "automatic, meaning the contractor shall begin services in accordance with the guidelines in the PWS and contract. A few events may be minor or on the threshold, and the contractor may call the office and see if services are required. There may be days where blowing and drifting of snow require services despite no falling snow occurring. (5) The Contractor shall "automatically" commence plowing and snow removal operations when there is accumulation of two (2) inches of snow and continuously throughout storm (every additional two inches), or any amount of ice. During an event, the contractor shall ensure that the necessary equipment and manpower are at the site and continue with the performance of the snow removal. The goal of the plowing/removal is to show bare pavement with no more than 2" of accumulated snow/sleet/ice at any time on the parking area, roadways, driveways, handicap spaces, and around the Radar site and Weather Balloon inflation building. In addition, plowing and/or removal of snow as needed to provide access to exterior generator building, fuel storage tank, trash enclosure, telephone equipment hut, and exterior equipment pad. The Contractor shall ensure there is a clear path from the weather balloon facility overhead doors to the post used to prepare the weather balloon equipment with a 4 foot clearance around the post and no snow banking. If needed, the Contractor shall shovel areas that the snowplow cannot remove. (6) An application of salt/sand/chemical shall be applied to the cleared areas to reduce hazardous conditions. The contractor shall use due diligence when spreading salt/sand to prevent excessive disbursements on pavement. The contractor shall be responsible for cleanup of any excessive disbursement of salt/sand. When icy conditions exist (sleet/freezing rain, freezing drizzle, black ice), the contractor shall "automatically" apply salt/sand to the parking and driving areas in sufficient amounts to ensure safe walking and driving areas and to reduce safety hazards due to freezing rain and sleet. (7) Snow should be pushed or mechanically blown beyond paved areas of the parking lot and road to prevent eventual encroaching of paved areas from multiple snow events. In the event this is not possible contractor shall make arrangements for disposal and/or removal of snow off site to an approved snow landfill if room is not available at the current location and/or ponding of melting snow occurs on paved areas. (8) During a major snow event, Contractor shall remove snow continuously for every 2 additional inches during a storm seven days per week, between the hours of 0500 to 2300. Special attention should be paid to the following times: 7 a.m., 3p.m. and 10p.m. This is typically when shift changes occur and the road from Rt. 231 into the parking lot and sidewalks must be clear for employee safety. Special salting/sanding attention is needed at the base of Weather Lane where it meets route 231. This area is at the base of a hill and poses a danger of vehicles sliding onto route 231 if they can't stop due to poor road conditions. Note: For events that require post storm clean up, including snow/ice buildup in/or along parking lot & roadway that create hazardous conditions, the contractor shall provide final plowing/removal/sand & salting services within 36 hours of the end of the event. Examples include: snow encroaching into parking lot, narrowing of roads, obstruction of vision, slippery conditions etc.). (9) A Snowfall event is defined as: The total accumulation of snow as indicated by the National Weather Service for the area of Gray, Maine from the beginning to the end of a snowfall period and reported by the National Weather Service at: http://www.weather.gov/gyx/. This site shall be used to determine the snowfall in inches. Note that event snowfall may span more than one calendar day. For example it may snow from 8 p.m. to 5 a.m. thereby falling on two calendar days. (10) Contractor shall perform all services diligently and in a good, professional and first class manner, using good quality materials, equipment and workmanship and sufficient trained personnel (including supervisors when appropriate) to complete the services in a safe and timely manner which does not unduly interfere with the operation of the Property, the businesses therein and their suppliers. Contractor shall obtain and maintain, at its expense and at all times during the term of the contract, all necessary licenses, permits, training or other authorizations which may be necessary to perform the services. The intent of this requirement is to remove all snow and ice from driveways, parking areas, sidewalks and handicapped accessibility areas. The contractor shall perform snow removal more than once during a snowfall period if needed to keep up with the accumulation of snowfall, however, the basis for payment will be the total snowfall in inches per storm and not the amount of effort expended by the contractor. The contractor shall decide how to use his/her resources to meet the specified outcome. (11) The contractor shall meet with the Contracting Officer's Representative (COR) or designee identified in the contract award, to establish the priorities for starting snow and ice removal services at the start of each season. Regular meetings may also be necessary during the snow season to review the contractor's performance or make necessary adjustments in the priorities for snow and ice removal services. The priority of snow removal can and may be dictated by the COR or designee. IMPORTANT NOTE: Although a "DRAFT" PWS and supporting attachments are being provided, this notice does not constitute a solicitation. The "DRAFT" PWS and supporting attachments describes only the currently contemplated possible scope services and may vary from the work scope in a final PWS and supporting attachments included in any potential future RFQ. The Government may use the responses to this notice for market research, information, and planning purposes only. Responses to this RFI are not quotes on which NOAA can issue any Schedule order(s) or Contract based only on responses to this RFI. All information received in response to this RFI marked "Proprietary" will be protected and handled accordingly. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. Responses to the RFI will not be returned. Responders are solely responsible for all expenses associated with responding to this RFI. NOAA will not pay for information received in response to this RFI. There is no commitment by the Government to issue an RFQ, make award or awards, or to be responsible for any monies expended by industry responses to this RFI. Requested Information Electronic files shall be submitted in Portable Document Format (PDF), compatible with Adobe Reader. Information may be submitted on letterhead stationery, or as otherwise specified in the notice. As a minimum, requested information must show- (1) The RFI number; (2) The time specified in the notice for receipt of information; (3) If/When the aforementioned solicitation for snow and ice removal services is released, would your company be interested in providing a proposal? (4) Company name, address, telephone number, CAGE Code and DUNS number of the vendor; (5) Company point of contact name, email address, and telephone number; (6) Socioeconomic category (ie. small business, veteran-owned small business, service-disabled veteran-owned small business, Historically Underutilized Business Zone (HUBZone) small business, small disadvantaged business, and women-owned small business concern). If you are a large business please state that you are; (7) GSA Schedule Contract Number if applicable; (8) Please indicate your company capabilities and if you are currently providing or have provided in the past three years (3) like-services similar in scope and complexity for any other Government or public sector agency. If, so, please provide a listing of those contracts/projects with respective agencies, points of contacts, and estimated contract cost; contract type (i.e. fixed-price, costs reimbursed). (9) A technical description ("No more than 10 Pages") of the services being offered by your company in sufficient detail to evaluate compliance with the requirements in the "DRAFT" SOW, including product literature, color photographs, and specifications; (10) Provide any other information not specifically mentioned in this RFI that your company feels would be beneficial to the Government; (11) Provide the Government with the names and address of any proposed subcontractor, and what portion of the work they would perform. The Government reserves the right to approve or disapprove any subcontractor; (12) Has your company previously performed these services within 50 miles of the Gray, ME WFO, (1 Weather Lane, Gray ME, 04039-1208)? (13) What is your current/anticipated fleet size and capability? (14) Based upon the attached "DRAFT" PWS, are there any aspects that are unclear and/or do not allow a clear understanding of the Government's requirements? (15) Based upon the attached "DRAFT" PWS attached, are there commercial industry practices that appear to differ greatly than what is being requested by the Government under the anticipated, forthcoming solicitation/tender? (16) Based upon the proposed NAICS code of 561730, would you recommend another NAICS code and why? (17) Are services typically priced by the hour and equipment? Do rates vary for amount of snow, response time, or speed of removal? If rates vary by another metric please include that metric. NOAA anticipates awarding one of the following contract types: Option 1 - firm fixed-price, allowing for a fixed monthly price for services no matter the number of snow removal events in a given month; Option 2 - firm fixed-rate, allowing for payment based solely upon each snow removal event. The fixed-rates would be agreed upon prior to contract award and be priced in tiers as follows: fixed rates would be allowed for snow removal events from 2" up to 4", from 4" up to 8", from 8" up to 12", from 12" up to 18", and for events 18" and above; Option 3 - fixed-priced hybrid (a nominal fixed monthly rate for contractor preparedness to respond to an event in accordance with the requirements of the contract plus a firm fixed-rate per snow removal event, from 2" up to 4", from 4" up to 8", from 8" up to 12", from 12" up to 18", and for events 18" and above. Interested parties are encouraged to recommend preferred pricing structures for the government to consider so that the resulting contract provides adequate incentive for the subsequent awardee to prioritize the government facility during events requiring services. Submission of information. Submit requested information electronically via email to Miranda Meyer at miranda.meyer@noaa.gov on or before November 15, 2017 at 2:00 p.m. CDT. Late submissions: (1) Vendors are responsible for submitting information so as to reach the Government office designated in the notice by the time specified in the notice. (2) Any information received at the Government office designated in the notice after the exact time specified for receipt of information is late and will not be considered unless the Contracting Officer determines that accepting the late information would not unduly delay timely completion of market research information evaluation(s). (3) If an emergency or unanticipated event interrupts normal Government processes so that information cannot be received at the Government office designated for receipt of information by the exact time specified in the notice, and urgent Government requirements preclude amendment of the RFI or other notice of an extension of the closing date, the time specified for receipt of information will be deemed to be extended to the same time of day specified in the notice on the first work day on which normal Government processes resume.