Specifications include, but are not limited to: The intent and purpose of this solicitation is to establish one term contract for non-professional services with one qualified contractor to provide Snow Removal Service to the Department of Motor Vehicles (DMV), an agency of the Commonwealth of Virginia. Services are required at Dahlgren, Virginia. Station location: Rt. 301, 1.00 mile south of Maryland State Line. SNOW REMOVAL: 1. GENERAL REQUIREMENTS: a. The Contractor shall furnish all labor, equipment, supplies, material and supervision as necessary to remove snow and/or ice from parking lots and sidewalks. Contractor shall respond to DMV locations with sufficient resources to accomplish the work under contract prior to performing work at any other location. b. Contractor shall be responsible for the repair of curbing, parking bumpers, asphalt and paving if it is found that damage to such areas was caused by extreme negligence on the part of the Contractor while performing the snow and/or ice removal task. 2. GENERAL PROCEDURES: a. Snow removal shall be in accordance with industry standards as established by the Snow & Ice Management Association (www.sima.org) or similar organization. Contractor shall immediately proceed with snow removal without the approval of DMV when the accumulation of snow is three (3) inches depth and it is continuing to snow. b. If the accumulation is less than three (3) inches, or if it is no longer snowing and the forecast calls for warming conditions, the DMVs CUSTOMER SERVICE CENTERS manager or designee shall determine the necessity for snow removal and notify the Contractor. c. The Contract Administrator may during any given event notify the Contractor that snow removal or deicing services are not required. The Contract Administration will attempt to provide a minimum of four (4) hours notice when services are not required. No additional charges shall accrue. d. The Contractor should be on site within two (2) hours of the notifying call. The Contractor shall be responsible for the removal of snow and/or ice from the facilitys parking lot(s), sidewalks and entranceways. During a major snow event (6 or more), Contractor may be required continue service until the parking lot(s), sidewalks and entranceways are free of snow and ice (i.e. a single pass may not be acceptable). 3. EQUIPMENT, MATERIAL AND PERSONNEL REQUIREMENTS: a. The Contractor shall have available for snow and/or ice clearing services the necessary type of equipment required to perform snow/ice removal services in accordance with industry standards and, shall be fully capable of performing the required services in a worst case scenario of an expected snowfall of greater than six (6) inches at each location. b. The Contractor shall provide a list of equipment available for use at each facility. Availability of sufficient equipment will be a factor in determining award of multiple locations (if applicable). c. Ice Melt / Surface Icing 1) Upon the direction of the Contract Administrator, the Contractor shall spread sand or chemically treated sand when surface icing has occurred. Sand and snow melting materials shall be provided by the Contractor as needed. 2) Unless authorized by the facility manager, in advance, pretreatment of paved surfaces is not required. Chemical pretreatment shall be separately priced and not included with the push rate. 3) Only chemicals approved for use by the Environmental Protection Agency and the Virginia Department of Transportation shall be used. Gravel and/or gravel dust shall not be used. Ice melt shall be a blend of sodium, magnesium and calcium chloride (i.e. Roadrunner) or as approved by the facility manager. 4) Unless otherwise directed by the facility manager, ice melt shall be applied to sidewalks only. Ice melt application only shall be performed by grounds men. Removal of ice from parking lots is required through scraping. d. Contractor shall remove all sand and other de-icing residues from the parking lots and sidewalks, at the request of the Manager or designee and dispose of them in a proper and legal manner, at the hourly rate as indicated in the pricing schedule. e. Motor Carrier Service Centers. Contractor shall ensure that facilities located on the north/south or east/west sides are included with the service calls. Plowing shall not be performed on the scales proper unless directed by the Contract Administrator. Ice melt shall be applied to sidewalks and parking areas only. f. Grounds men shall be used to shovel snow from sidewalks, steps, and entranceways. 4. RECORD OF SERVICE: a. All work performed under this Contract shall be supported by daily job tickets prepared by the Contractor. Job tickets may be on the Contractor's format as approved by the Contract Officer. All work performed shall be verified by the facility manager or designee. The authenticating employee may use available security cameras to verify the times of arrival and departure. b. Each job ticket shall reflect the daily job site activity for each location including, but not limited to, time of arrival and departure, employee(s) name, work performed and material used. The job ticket shall be verified by the Contract Administrator or designee at the job site and a copy provided to the authenticating employee. c. Upon the approval of the facility manager, the Contractor may submit an invoice to the manager for approval provided it contains details of the work performed. The verified invoice shall then serve as the job ticket. d. The original authenticated job ticket(s) shall be submitted to Accounts Payable with the invoice as supporting documentation for each event where service is performed. Failure to provide an authenticated job ticket will delay the payment process.
