Snow and Ice Removal PWC Commuter Lots IFB156202

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 561730 - Landscaping Services
  • 561790 - Other Services to Buildings and Dwellings
Posted Date: Jul 29, 2020
Due Date: Aug 10, 2020
Solicitation No: IFB 4026-5
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
IFB 4026-5
  • Snow and Ice Removal PWC Commuter Lots IFB156202
  • Status: Open
  • Time Left:11 days, 13 hours
  • Closing: 8/10/20 11:00 AM
  • Issued: 7/17/20 11:00 AM
  • Last Amended: 7/29/20
  • Buyer:Jason Bailey
  • jason.bailey@vdot.virginia.gov
  • 703-259-2493

  • Issued By:Virginia Department of Transportation
  • Type:Invitation for Bids (IFB)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: Various Commuter Lots throughout Prince William County.
  • PreBid Conference: 7/29/20 10:00 AM Pre-Bid Conference
  • Open Responses: 8/10/20
  • Description:To provide labor, equipment, and supervision for Snow/Ice removal services on an ?on-call?, ?as needed? basis for various Commuter Parking Lots, located within Prince William County.

Attachments
Attachment Size Description Posted On Type
156202IFB.pdf (1.54 MB) IFB #156202 Snow & Ice Removal PWC Commuter Lots 07/17/20 Solicitation
156202PREBID.pdf (360.94 KB) Pre-bid Attendance sheet 07/29/20 Solicitation
156202ADD1.pdf (497.82 KB) Addendum 1 07/29/20 Solicitation

Attachment Preview

Administrative Services/Procurement
Northern Virginia District
Snow and Ice Removal Services PWC Commuter Lots
IFB #156202
VIRGINIA DEPARTMENT OF TRANSPORTATION
INVITATION FOR BIDS (IFB)
Issue Date: July 17, 2020
IFB# 156202
Title: Snow/Ice Removal Services PWC Commuter Lots
Commodity Code(s): 96872
Location of Work: Northern Virginia District
Period of Contract: 1 Year From date for award. (renewable)
Issuing Agency:
Commonwealth of Virginia
Virginia Department of Transportation (VDOT)
NOVA District Procurement Section
4975 Alliance Drive
Fairfax, VA 22030
Attention: Jason Bailey
Important Dates:
Pre-Bid Conference: An optional pre-bid video teleconference will be held on July 29, 2020 at 10:00AM. Via Google Hangout Meet
Refer to Section V. Pre-Bid Conference for more details.
Please utilize the following conference information to access the pre-bid conference on July 29, 2020 at 10:00AM.
meet.google.com/ nqk-gikj-evn Google Hangouts access information Phone Number: (US)+1-617-675-4444 PIN: 410 253 534 0836#
Electronic Bids will be RECEIVED until 11:00 AM on August 10, 2020 for Furnishing the Services Described Herein.
Electronic Bids will be OPENED in Public at 11:30 AM on August 10, 2020 via Goolge Hangout Meet.
Please utilize the following conference information to access the Bid Opening on August 10, 2020 at 11:30AM.
meet.google.com/mir-ptnu-kqu Google Hangouts access information Phone Number: (US)+1-617-675-4444 PIN: 190 165 784 8081#
Questions? All inquiries for information must be submitted via email to: Jason Bailey at Jason.Bailey@vdot.virginia.gov. Questions
should be received by close of business no later than 5 days prior to bid closing date.
**NEW** Electronic Bid Submission: VDOT is only accepting electronic bid submissions directly through the eVA portal. Visit the
following website for complete, step-by-step instructions:
https://dgs.virginia.gov/globalassets/business-units/dps/documents/vbo/online-bidding-instructions-ifb.pdf
NOTE TO BIDDERS Please review common mistakes and reminders prior to submitting bid
1. Unbalanced Bids: Make certain bids are not unbalanced. Verify that prices are not obviously above or below a reasonable estimated cost.
2. Bid Documents: Ensure all bid documents are completed and uploaded with the bid submission. Bid documents include, but may not be limited to:
a) Attachment A Small Business Subcontracting Plan
b) Attachment B SWaM Compliance Report
c) Attachment C Vendor Qualification/Equipment Inventory Certification
d) Attachment D State Corporation Commission Form
e) Attachment E Normal and Emergency Contacts
f) Attachment F Subcontractor Approval Request
g) Attachment G References.
3. OTHER INSTRUCTIONS TO BIDDERS: Be sure to read and follow any other instructions in the solicitation.
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder because of race, religion,
color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination
in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing
and explain why an exception should be made in that invitation to bid.
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Administrative Services/Procurement
Northern Virginia District
Snow and Ice Removal Services PWC Commuter Lots
IFB #
TABLE OF CONTENTS
I. Purpose
II. Questions Regarding This Invitation For Bid
III. Definitions
IV. Specifications/Contract Requirements
V. Pre-Bid Conference
VI. Method for Payment
VII. Invoicing
VIII. Bidders Instructions When Submitting Paper Bids
IX. General Terms and Conditions
X. Special Terms and Conditions
Attachments:
A. Small Business Subcontracting Plan
B. SWAM Compliance Report
C. Vendor Qualification/Equipment Inventory Certification
D. VA State Corporation Commission Form
E. Normal and Emergency Contacts
F. Subcontractor Approval Request
G. References
Page
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3-10
10-11
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12-18
18-23
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Administrative Services/Procurement
Northern Virginia District
Snow and Ice Removal Services PWC Commuter Lots
IFB #
I.
PURPOSE:
Department The Virginia of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide
labor, equipment, and supervision for Snow/Ice removal services on an “on-call”, “as needed” basis for various Commuter
Parking Lots, located within Prince William County.
Bidders shall provide bid pricing for all Bid Item lines within each LOT to be deemed responsive. See WORK LOCATIONS
for Bid Item lines for each BID LOTs.
PERIOD OF CONTRACT: Initial Period: From date of award through June 30, 2021 (renewable).
WORK LOCATIONS:
These twelve (12) Commuter Parking LOTs are divided into four (4) BID LOTs. Designated lots for this contract are as
follows:
BID LOT-1
Bidder shall provide pricing for all bid
item Line # 1-3 to be deemed responsive
for LOT-1
Portsmouth
Off Rt. 1529 Portsmouth Rd
Cushing Road
Off Rt. 781 Cushing Rd
Dumfries Road
Off Rt. 234 Dumfries Rd
Montclair
Off Rt. 234 Dumfries Rd
BID LOT-2
Bidder shall provide pricing for all bid item
Line # 4-6 to be deemed responsive for
LOT-2
Dale City
Off Rt. 2491 Gemini Way
Hillendale
Off Rt. 1954 Hillendale Dr
Lindendale
Off Rt. 784 Dale Blvd
BID LOT-3
Bidder shall provide pricing for all bid
item Line # 7-9 to be deemed responsive
for LOT-3
Lake Ridge
Off Rt. 640 Minnieville Rd
Occoquan
Off Rt. 641 Old Bridge Rd
Rt. 95/123
Off Rt. 1070 Annapolis Way
BID LOT-4
Bidder shall provide pricing for all bid item
Line # 10-12 to be deemed responsive for
LOT-4
Telegraph Road
Off Rt. 1781 Telegraph Rd
Horner Road
Off Prince William Parkway or Rt. 1781
Telegraph Rd
INSPECTION OF JOB SITE: Bidder's signature on this solicitation constitutes certification that he/she has inspected each
commuter lot and is aware of the conditions under which the work must be accomplished. Claims, as a result of failure to
inspect the work site(s), will not be considered by the Commonwealth.
II.
QUESTIONS REGARDING THIS INVITATION FOR BID:
Any questions regarding this invitation for bid shall be addressed to Jason Bailey at Jason.Bailey@vdot.virginia.gov.
The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised.
All questions must be submitted 5 days prior to the bid closing date.
III. GENERAL:
For the purpose of clarification, each firm receiving this Invitation for Bid is referred to as a “Bidder” and the Bidder awarded
the contract to supply the services is referred to as a “Contractor”. Virginia Department of Transportation is referred to as
“Department” or as “VDOT”, and “Representative” refers to the VDOT Contract Administrator who will be administering the
contract. This Invitation For Bids (IFB) states the instructions for submitting bids, the procedure and criteria by which a contract
may be awarded, and the contractual terms which will exclusively govern the contract between VDOT and the Contractor.
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Administrative Services/Procurement
Northern Virginia District
Snow and Ice Removal Services PWC Commuter Lots
IFB #
IV. SPECIFICATIONS / CONTRACT REQUIREMENTS:
A. CONTRACTOR EQUIPMENT REQUIREMENTS:
The Contractor shall furnish the equipment listed below to complete the work within the specified timeframe at all awarded
LOTs. The Contractor shall submit a list of all offered equipment to be used in performing the work with the bid submission
on VENDOR QUALIFICATION / EQUIPMENT INVENTORY CERTIFICATION FORM Attachment ‘C’. The bid
will be considered as non-responsive if the bidder does not offer the minimum required equipment listed to successfully
accomplish the work.
Minimum required Equipment for each BID LOT:
BID LOT-1
Three (3) – 4x4 min. 350 with 8’ plow & min. 2 cy spreader
Three (3) rubber tire skid steer with bucket, plow and snow box
Two (2) Backhoes with 1 cy bucket and snow box
Two (2) Supervisor with 4x4 pickup truck or SUV.
BID LOT-2
Three (3) – 4x4 min. 350 with 8’ plow & min. 2 cy spreader
Three (3) rubber tire skid steer with bucket, plow and snow box
Two (2) Backhoes with 1 cy bucket and snow box
Two (2) Supervisors with 4x4 pickup truck or SUV
BID LOT-3
Three (3) – 4x4 min. 350 with 8’ plow & min. 2 cy spreader
Three (3) rubber tire skid steer with bucket, plow and snow box
Two (2) Backhoes with 1 cy bucket and snow box
Two (2) Supervisor with 4x4 pickup truck or SUV.
BID LOT-4
Five (5) – 4x4 min. 350 with 8’ plow & min. 2 cy spreader
Three (3) rubber tire skid steer with bucket, plow and snow box
Two (2) Backhoes with 1 cy bucket and snow box
Two (2) Supervisors with 4x4 pickup truck or SUV.
1. Per the Current Virginia Work Area Protection Manual each vehicle involved in a mobile operation shall be
equipped with at least one rotating amber light or high intensity amber strobe light visible 360 degrees.
Vehicle hazard warning lights shall not be used instead of rotating lights or strobe lights, but as a supplement.
2. All Contractor vehicles, shall be equipped with auxiliary headlights so they may operate safely when equipped
with a plow. When equipped with a chemical spreader, the truck shall have the tail lights visible and not blocked
by the spreader chute. Spreaders shall be equipped with grates on the top. Auxiliary lights must be visible when
the plow is in the “up” position. The Contractor shall also be responsible for ensuring the spreader is working
properly, that all warning signs are kept cleaned so that they can be read easily, and that all warning lights are
operational at all times. The Contractor shall ensure each spreader is equipped with a sign, mounted and clearly
visible, on the rear of the spreader which reads KEEP BACK 100 FEET.
3. The name of the Contractor’s company shall be displayed on both sides of all work vehicles while on VDOT right
of ways.
4. Each vehicle shall be marked with a vehicle number on both sides of all work vehicles. The vehicle number shall
be affixed on or near the front doors.
5. The Contractor shall be responsible for providing the control and removal of frozen precipitation including
sleet, frozen rain, and snow from all parking areas and asphalt and other paved surfaces at each of the commuter
lots during winter storm events. This shall include all plowing required to adequately provide for the passage of
vehicles at each facility.
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Administrative Services/Procurement
Northern Virginia District
Snow and Ice Removal Services PWC Commuter Lots
IFB #
6. Snow/Ice removal shall be provided on an as-needed basis during winter storm events. Due to the uncertainty
associated with the timing and severity of winter storm events, the Contractor shall be prepared to begin
operations at any time, including holidays, weekend & nights. The Contractor’s equipment and personnel shall
be on call on a 24-hour basis during the service period.
7. VDOT will provide abrasives which shall be for snow removal operations.
8. The equipment must be capable of clearing the commuter lots in all types of storms, from ice events and
up to two (2) feet of snow accumulation no later than 5 AM for slug lines and bus lines or as directed by
VDOT.
9. The Contractor shall be responsible for supplying sufficient operators and equipment necessary to provide
adequate snow and ice removal/control including plow trucks and spreaders to work simultaneously in each lot.
All equipment shall be in good working condition, in adequate number and of adequate size, and possess
lighting to provide sufficient illumination during nighttime snow removal operations.
10. The Contractor may elect to provide more than the minimum pieces of equipment as they deem necessary for
efficient snow removal operations to meet the requirements at the same hourly bid rate.
11. After the precipitation has stopped, the Contractor shall promptly begin recovery operations to clear and de-ice
any remaining frozen precipitation from the designated areas within each facility. This shall include those
areas, which have melted and been re-frozen. Snow removal and/or ice control shall continue until the site is
clear of all frozen material that would present a hazard to vehicles or pedestrians, or interfere with the normal
operation of the facility.
12. If required, VDOT reserves the right to supplement the contractor’s equipment with additional equipment and
manpower as deemed necessary and in the best interest of the Department.
B. MOBILIZATION LEVELS:
VDOT shall determine the mobilization levels for each snow event. The mobilization level is based on weather
forecasting and will determine the equipment needed for each snow event. The Contractor shall be prepared to provide
the equipment required per mobilization level. Due to the unpredictable nature of snow and ice weather events,
the Contractor shall be prepared to supplement or withdraw equipment as dictated by changing mobilization levels,
and the direction of the VDOT shift supervisor. The Mobilization levels are determined at the sole discretion of VDOT
and can be changed at any time for any reason.
C. PRE-AWARD EQUIPMENT INVENTORY EVALUATION:
1. Prior to Notice of Intent to Award, each piece of offered equipment listed on Attachment C will be reviewed and
evaluated by VDOT personnel. The equipment inventory evaluation is one component of the bid criteria and its
purpose is to ensure that the Bidder’s offered equipment is available in the quantities and types required at the time of
bid closing.
2. Equipment evaluations will be conducted in accordance with the specifications outlined in this IFB, the Contractor’s
equipment as presented and listed on Attachment C, Vendor Qualification/Equipment Inventory Certification
Form, VDOT reserves the right to reject any piece of equipment that does not meet the requirements or specifications
as stated herein.
a. The date, time, and location of the pre-award equipment evaluation will be determined by VDOT. The
Contractor shall present the offered equipment on the scheduled date of the evaluation.
b. Substitution of equipment offered on Attachment C will NOT be considered by VDOT, prior to equipment
evaluation and/or the issuance of the Notice of Contract Award.
c. VDOT’s evaluation of Contractors equipment does not absolve the Contractor of its responsibilities to be in
full compliance with all applicable Federal Motor Carrier Safety Administration Regulations, Virginia State
Inspection and Licensing requirements, laws and standards.
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