Snow and Ice Removal Services for 2018?19 Season

Agency: State Government of Vermont
State: Vermont
Type of Government: State & Local
Caegory:
  • S - Utilities and Training Services
Posted Date: Sep 14, 2018
Due Date: Oct 12, 2018
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Snow and Ice Removal Services for 2018?19 Season Request Date: 9/14/2018 8:32:21 AM
Open Date:
Closing Date: 10/12/2018 1:00 PM
Intent To Bid Deadline:
Est. Dollar Value: $0.00
RFQ Number: EMR-19-01

City of Winooski

27 West Allen Street
Winooski , VT 05404

Bid Type:
Job Contract

Locations:
Chittenden
Keywords:
Snow Removal/Plowing

Bid Description:
The City of Winooski is soliciting Bids for a contract to clear snow and ice from the Winooski High School and J.F.K. Elementary School parking lots from Fall 2018 through Spring 2019. Duties are to be carried out in the event of two inches or more of snow. The contract will be for the winter weather season beginning on October 20, 2018 and shall expire no later than May 15, 2019 unless otherwise negotiated. A full description of the scope of work, Bid submission process, and evaluation criteria, and conditions are provided herein.
Special Instructions:
Contact Information:
Joseph Shaw
Phone: (802) 316-1303
Fax: (802) 655-6414
Email: jjshaw@winooskivt.org
For additional information: www.winooskivt.org/rfp
Bid Attachments:
20180914_snow_removal_services_rfb.pdf
Site Visit: Date:

Attachment Preview

City of Winooski
Department of Public Works
27 West Allen Street
Winooski, VT 05404
(802) 655-6410
Snow and Ice Removal Services for 2018 2019 Season
Request for Bids
Reference Number: EMR-19-01
Issued: Friday, September 14, 2018
Revised: N/A
Deadline for Submissions: 1:00 p.m., Friday, October 12, 2018
Page 1 of 19
TABLE OF CONTENTS
1.0 Introduction .............................................................................................................................................. 3
2.0 Scope of Work .......................................................................................................................................... 3
2.1 Site Location and Limits ...................................................................................................................... 3
2.2 Facility Hours of Operation and Holidays ........................................................................................... 3
2.3 Contractor Responsibilities .................................................................................................................. 4
2.4 Before First Snow ................................................................................................................................ 4
2.5 Snow Event Trigger and Schedule....................................................................................................... 5
2.6 Deicing, Sand Spreading and Pretreating ............................................................................................ 5
2.7 Contract Duration ................................................................................................................................ 6
2.8 Payment ............................................................................................................................................... 6
3.0 Bid Submission Instructions ..................................................................................................................... 6
3.1 Prior to Submitting Bid........................................................................................................................ 6
3.2 Bid Content .......................................................................................................................................... 6
3.3 Inquiries and Addenda ......................................................................................................................... 7
3.4 Delivery of Bid .................................................................................................................................... 7
4.0 Evaluation and Selection Process ............................................................................................................. 8
4.1 Bid Opening......................................................................................................................................... 8
4.2 Bid Evaluation ..................................................................................................................................... 8
4.3 Bid Selection........................................................................................................................................ 8
5.0 General Conditions ................................................................................................................................... 8
5.1 No City Obligation .............................................................................................................................. 9
5.2 No Contract.......................................................................................................................................... 9
5.3 Bidders’ Expenses ............................................................................................................................... 9
5.4 Conflict of Interest ............................................................................................................................... 9
5.5 Solicitation of Commission Members.................................................................................................. 9
5.6 Confidentiality ..................................................................................................................................... 9
5.7 Compliance with Applicable Laws .................................................................................................... 10
5.8 Indemnification .................................................................................................................................. 10
5.9 Insurance Requirements..................................................................................................................... 10
5.10 Formal Contract and City Exceptions .............................................................................................. 10
5.11 Sub-Contract Assignments .............................................................................................................. 10
5.12 Audits............................................................................................................................................... 11
5.13 Independent Contractor.................................................................................................................... 11
5.14 Damages .......................................................................................................................................... 11
5.15 Invoicing .......................................................................................................................................... 11
5.16 Employee Competence .................................................................................................................... 11
5.17 Failure to Perform Duties in Time ................................................................................................... 12
5.18 Notifications and Public Information............................................................................................... 12
Attachment A Bidder Information ............................................................................................................. 13
Attachment B Bid Form............................................................................................................................. 14
Attachment C Indemnification, Defend & Hold Harmless Agreement ..................................................... 15
Attachment D Non-Collusion Affidavit .................................................................................................... 16
Attachment E Insurance Requirements...................................................................................................... 17
Appendix A Site Location Plan ................................................................................................................. 19
Page 2 of 19
1.0 INTRODUCTION
The City of Winooski is soliciting Bids for a contract to clear snow and ice from the Winooski
High School and J.F.K. Elementary School parking lots from Fall 2018 through Spring 2019.
Duties are to be carried out in the event of two inches or more of snow. The contract will be for
the winter weather season beginning on October 20, 2018 and shall expire no later than May 15,
2019 unless otherwise negotiated. A full description of the scope of work, Bid submission process,
and evaluation criteria, and conditions are provided herein.
The deadline for submitting Bids is Friday, October 12, 2018 at 1:00 p.m. Bidders are
responsible for checking the City’s website (www.winooskivt.org/rfp) for additional information
and addenda. Bids received after the deadline will not be considered.
Questions may be directed to the City Representatives for this project:
Joe Shaw, Deputy Director of Public Works; (802) 316-1303 / jjshaw@winooskivt.org
Ryan Lambert, City Engineer; (802) 734-0022 / rlambert@winooskivt.org
2.0 SCOPE OF WORK
The City of Winooski proposes to enter into an agreement with a Contractor to provide
comprehensive snow and ice clearing services according to the following scope of work.
2.1 Site Location and Limits
Snow clearing services are requested for parking lots and associated areas at the Winooski High
School / J.F.K. Elementary, at 80 and 70 Normand Street, Winooski, Vermont 05404. In addition
to parking lots, this site includes clearing Normand Street, and the access road north and east of
the school building. Note that the small parking lot south of the elementary school is accessible
via George Street.
Refer to Appendix A for a site location plan that delineates approximate limits of snow and ice
clearing responsibilities. The Contractor shall completely clear snow and ice from within the
delineated areas, including back-dragging snow and ice away from areas adjacent to building
egresses and walkways. Clearing of sidewalks, driveways, roadways and walkways outside the
indicated areas is excluded from this scope of work (City staff will clear these surfaces).
Bidders are encouraged to make on-site visits to understand the size and scope of the areas to be
served. The Bidder must be familiar with the site and any natural features which will affect the
work. Ignorance on the part of the Bidder will in no way relieve it from responsibility.
2.2 Facility Hours of Operation and Holidays
Hours of operation for the School Facilities are 7:00 a.m. to 7:00 p.m. seven days a week.
The Facility hours of operation include all holidays except Christmas Day (Tuesday, December
25, 2018) and New Year’s Day (Tuesday, January 1, 2019); snow removal will not be required on
these two days.
Page 3 of 19
2.3 Contractor Responsibilities
Snow removal services shall include snow plowing, removal of snow, removal of ice and ice build-
up, sanding and deicing as needed to maintain bare pavement as weather will permit, and ensuring
proper and safe access to the parking lots and associated areas during normal hours of operation.
The Contractor shall supply all materials, equipment, labor, and transportation necessary to
provide snow and ice removal services and associated work (e.g. pretreatment, deicing and sand
spreading) at sites described in Section 2.1. Vehicles and equipment shall have rubber tires or
rubber tracks; vehicles or equipment mounted on steel tracks shall not be permitted to perform this
work.
All equipment supplied and used by the Contractor shall be:
In proper mechanical condition;
Fully equipped as required for efficient operation;
Properly registered and insured in accordance with Vermont State laws; and
Equipped with accessories as required to meet the existing traffic conditions.
The Contractor shall furnish capable licensed drivers in sufficient numbers to operate the
equipment efficiently. The Contractor shall furnish additional drivers to relieve the regular drivers
when extended periods of work require such relief.
The Contractor shall move all snow cleared from parking lots and associated areas to designated
stockpiling areas. Appendix A delineates the approximate locations of designated snow stockpiling
areas. The Contractor will not be permitted to move snow to areas other than the stockpiles
indicated herein; back-dragging or other methods may be needed to move snow away from
sidewalks and building egresses and walkways. Hauling snow from stockpiled areas is excluded
from this scope of work (Public Works will be responsible for clearing stockpiled snow).
The Contractor’s primary point of contact during the contract duration will be the Director of
Public Works or a designee appointed by the Director. The Contractor shall be reachable by phone
twenty-four (24) hours a day, seven (7) days a week during the term of this contract, and shall be
readily available and responsive in advance of and during winter weather events that meet the
snow event trigger described in Section 2.5.
The Contractor shall conduct this work to interfere as little as possible with City business. The
Contractor shall, at his own expense, wherever necessary or required, furnish safety devices and
take such other precautions as may be necessary to protect life and property.
2.4 Before First Snow
The Contractor shall identify areas or fixtures (e.g. curbing, shrubs, manholes, pedestals) that may
be susceptible to damage if concealed by snowfall. Prior to the first snowfall, the contractor shall
clearly mark out susceptible areas to avoid the possibility of damaging property during plowing
and clearing of snow and ice.
Page 4 of 19
2.5 Snow Event Trigger and Schedule
The Contractor is responsible for continuously monitoring weather and site conditions, and for
performing the work as needed, during the full contract duration; nights, weekends and holidays
are NOT excluded except as noted herein.
The Contractor shall begin snow and ice clearing within one (1) hour after either:
A. The accumulation of snow or ice that is greater than two (2) inches; or
B. Being notified by the City of unsafe conditions caused by winter precipitation (e.g. wintery
mix, sleet, freezing rain) that accumulates less than two (2) inches.
If a daytime winter storm occurs, i.e., a storm that occurs during the hours of operation indicated
in Section 2.2, the Contractor must perform snow and ice removal services promptly after
accumulation reaches two (2) inches and removal shall continue after each additional two (2)
inches of accumulation.
If an evening winter storm occurs, i.e. a storm that occurs outside the hours of operation indicated
in Section 2.2, snow and ice removal services must be completely performed by the Contractor
approximately one (1) hour before the Facility opens.
If winter weather causes the Facility to close during normal hours of operation, the Contractor
responsible for these areas shall perform snow and ice clearing services in the same manner
required for an evening winter storm, regardless of the time of day that the storm occurs. The
Contractor shall maintain regular communication with the Director of Public Works or appointed
designee before and during all winter storm events to determine whether the schools become
closed during normal hours of operation and when the schools will reopen.
The Contractor’s timeliness and delivery of quality products shall be monitored by the Public
Works Director or appointed designee. If at any time the Contractor is performing less than
satisfactory work, the Contractor, upon notification by the Director of Public Works or appointed
designee, shall do whatever is necessary to perform the work properly at no additional cost to the
City. Failure to give such notification shall not relieve the contractor of his obligation to perform
the work at the time and in the manner specified. Failure to perform the work in the time specified
may result in termination of contract and forfeiture of Contractor’s wages.
2.6 Deicing, Sand Spreading and Pretreating
Deicing and sand spreading shall be performed at the discretion of the Contractor, as needed to
maintain bare pavement and limit icy conditions as weather will permit. The Contractor shall have
sifting and spreading equipment necessary to avoid spreading large clumps.
Application of sand and deicing materials shall generally be limited to once per twenty-four (24)
hour period; in the event of sustained snowfall or winter weather, the Contractor may increase the
frequency of applying sand and deicing materials to once every eight (8) hours. The Contractor
shall be required to monitor conditions regardless of these restrictions, and must contact the
Director of Public Works or appointed designee to request permission to perform additional
deicing services if they feel conditions warrant it.
Page 5 of 19

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