INVITATION FOR BIDS (IFB)
Issue Date: June 21, 2019
Title: IFB 123:19-007 Snow and Ice Removal Services
Commodity Code: 96872
Bidder shall complete and submit this cover page
COMMONWEALTH OF VIRGINIA
Department of Military Affairs
Attn: Layne Warren, VAFM (PRN160)
Building 316, Fort Pickett
Blackstone, VA 23824
Location Where Work Will Be Performed: Various Facilities Located Statewide – See Attachment 2
Period of Contract: For a period of one (1) year, October 1, 2019 through September 30, 2020, with renewable option for four (4) successive one
(1) year periods.
Sealed Bids Will Be Received Until: Thursday, August 8, 2019, at 2:00 p.m. (No bids will be accepted after 2:00 p.m.) For Furnishing The
Goods/Services Described Herein and then opened in the public the following working day, Thursday, August 8, 2019 at 2:30 p.m. at Fort Pickett
in Building 316 located on the corner of 10th Street and Rives Street. Bids shall be date/time stamped upon receipt by the Agency.
All Inquiries for Information should be directed to: Layne Warren, Procurement Officer II at (434)298-6379; faxed to (434) 298-6372 or emailed to
firstname.lastname@example.org using ATTACHMENT 5 – PREBID QUESTION FORM.
Questions are due by 10:00 am on July 23, 2019.
IF BIDS ARE MAILED, SEND DIRECTLY TO THE ADDRESS OF THE ISSUING AGENCY SHOWN ABOVE TO THE ATTENTION OF
LAYNE WARREN, VAFM (PRN160), IF HAND DELIVERED, DELIVER TO: FORT PICKETT, BUILDING 316 ON 10TH STREET. ENTER
MAIN ENTRANCE AND ASK SERCURITY GUARD TO CALL LAYNE WARREN @ EXTENSION 6379. YOU MUST ALLOW
ADEQUATE TIME FOR DELIVERY, AS PRIVATE COURIERS CANNOT GUARANTEE ‘NEXT DAY’ DELIVERY TO BUILDING
316 AS FORT PICKETT IS CLOSED ON MONDAYS AND EXPRESS MAIL IS NOT GUARANTEED. DELIVERIES ARE RECEIVED
ONLY ONCE PER DAY AT APPROXIMATELY THE 15TH HOUR.
In compliance with this Invitation For Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers and agrees to furnish all
goods and services required by this IFB at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information
provided below and in any schedule attached hereto is true, correct, and complete.
* Virginia Contractor License No. __________________
Class: __________ Specialty Codes: _______________
* DSBSD-certified Small Business No. ________________
Name And Address Of Firm:
(Signature In Ink)
__________________________Zip Code: ___________
eVA Vendor ID or DUNS #:______________________
Fax Number: (___) ____________________________ Title: _________________________________________
E-mail Address: _______________________________ Telephone Number: (___) _________________________
AASF MANDATORY SITE VISIT ONLY: A mandatory site visit will be scheduled for Wednesday, 18, July 2019 at 10:00 a.m. at 700 Portugee
Road, Sandston, Virginia 23150. Attendance will be a prerequisite for submitting a bid for this location ONLY. Bids will only be accepted from
those bidders who are represented. NO ONE WILL BE ADMITTED After 10:00a.m.
PREBID CONFERENCE: An optional pre-bid conference will be held on July 11th at 10:00 a.m.
If special ADA accommodations are needed, please contact Layne Warren at 434-298-6379 by July 6, 2019.
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 or offeror 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 or request for proposal.
IFB 123 :19-007 SNOW AND ICE REMOVAL SERVICES 1
To be awarded this contract, Term Contractor shall be a registered eVA vendor by the due date/time of receipt of bids. Details on eVA
registration may be found at http://www.eva.virginia.gov/ "http://www.eva.virginia.gov/" "http://www.eva.virginia.gov/", certification with the
Department of Small Business and Supplier Diversity,
Bid submittals shall be inclusive of all pages of this solicitation and forms shall be completed/signed in ink. Bid results will not be
disclosed over the telephone. Bidders wishing to obtain results should go to eVA VBO,
Addendums: Any changes resulting from the Department of Military Affairs’ requirements will be issued in an
addendum and will be posted on the eVA website, (http://www.eVA.virginia.gov "http://www.eva.virginia.gov/").
It is the sole responsibility of the bidder to check these web pages for all changes to the IFB prior to submission. Failure to do
so may cause your bid to be determined non-responsive. The Agency will not mail or fax these documents.
The Department of Military Affairs does not discriminate against faith-based organizations in accordance with the Code of
Virginia, 11-35.1 or against a bidder or because of race, religion, color, sex, national origin, age, disability, or any other basis
prohibited by state law relating to discrimination in employment.
IFB 123 :19-007 SNOW AND ICE REMOVAL SERVICES 2
TABLE OF CONTENTS IFB# 123-19-007 Snow and Ice Removal Services
SCOPE OF WORK
III. OPTIONAL & MANDATORY PRE-BID CONFERENCE
IV. GENERAL PROCEDURES
PROJECT PERFORMANCE & PERSONNEL
VI. CONTRACT ADMINISTRATION
VII. PRICING SCHEDULE
VIII. BID EVALUATION
IX. SITE REGULATIONS
XI. GENERAL TERMS AND CONDITIONS
XII. SPECIAL TERMS AND CONDITIONS
17 - 22
XIII. METHOD OF PAYMENT
XIV. VENDOR DATA SHEET
XV. STATE CORPORATION COMMISSION FORM
24 - 69
1 – AASF Special Requirements
2 - List of Facilities
3 - Department of Military Affairs Environmental Statement (EMS)
4 - Invoicing Requirements
5- Pre-bid Question Form
6- Facility Maps
IFB 123 :19-007 SNOW AND ICE REMOVAL SERVICES 3
PURPOSE: The intent and purpose of this Invitation for Bids (IFB) is to establish a contract with multiple qualified
contractor (s) who can provide snow and ice removal services on an “as needed” basis at various National Guard facilities
throughout the state of Virginia for a period of one (1) year with the option to renew for four (4) additional one-year periods
for the Department of Military Affairs, an agency of the Commonwealth of Virginia, hereinafter referred to as DMA or The
Current Facility names and locations are listed in Attachment 2 of this solicitation; contract includes but is not limited to
these locations. DMA reserves the right, at any time during the term of this contract, to add or delete additional facilities
and to use Vendors(s) from any Region of the contract for any facility.
SCOPE OF WORK:
The Term Contractor shall furnish, on an “on-call” basis, all labor, supervision, equipment, materials, and tools necessary to
remove snow and/or ice from parking lots, sidewalks, and entranceways. The “on call” service shall require the Contractor(s)
to respond “on-site” within 4 hours after confirmation by a Regional Manager or another designated representative of the
Department of Military Affairs with the exception of the Capital Region and AASF (Army Aviation Support Facility),
Contractor(s) shall be required to respond “on-site” within 3 hours after confirmation at these two Regions. Response may be
required any day of the week, including weekends and holidays. The Contractor shall provide the Facility Manager with a
list of emergency numbers for weekend, holiday, or night emergency operations to ensure the time provisions are met. This
list shall contain company contact names and phone numbers of supervisory personnel. Each notification for on-call services
will be treated as a separate occurrence.
Due to the uncertainty of the timing of snowfall and ice formation, calls to activate operations may be required at any time,
day or night, holidays included. Contractor’s equipment and personnel for use under this contract shall be available on a 24-
hour/7days per week basis.
The Term Contractor shall furnish experienced equipment operators with good operating records who are safety conscious
and who shall exercise reasonable care in the performance of this service. All operators shall possess the required class
driver’s license issued by the Virginia Department of Motor Vehicles.
The Term Contractor shall be responsible for carrying out projects for any and all dollar amounts. The potential dollar value
of work that may be ordered under this contract is unknown and unpredictable since such volume will depend upon
requirements which develop during the contract period.
The Term Contractor shall be held responsible for the repair of curbing, parking bumpers, asphalt and paving if it is found
that damage to such areas was caused by the Contractor or the Contractors Representative while performing the snow and/or
ice removal task.
All work shall comply with this solicitation and8/* The Virginia Occupational Safety and Health Administration (OSHA)
standards. Examples such as the contractor and their representative will have the Proper Protective Equipment on at all times
while on DMA (Department of Military Affairs) property, to include cold weather clothing. The use of ground guides will be
used if visibility is at a level that would be determined as white out conditions. Any chemicals used for de-icing shall require
the Contractor to have in their possession the MSDS Sheet for said chemicals.
SPECIAL REQUIREMENTS: The Army Aviation Support Facility (AASF) has special requirements please see
ATTACHMENT 1. A MANDATORY SITE VISIT will be held on Wednesday, July 18, 2019 at 10:00 a.m. located at 700
Portugee Road, Sandston, Virginia 23150. The mandatory site visit is for THIS LOCATION ONLY. Contractor must have
a valid photo ID, vehicle registration, and insurance card to enter AASF.
Note: The Term Contractor shall be available on a seven (7) day/week, twenty-four (24) hour basis for such requested work.
The Term Contractor shall be familiar with all Federal, State and Local laws, ordinances, rules and regulations that in any
manner may affect the work.
III. PRE-BID CONFERENCE: An optional pre-bid conference will be held Thursday, July 11, 2019 at 10:00 a.m. at Fort
Pickett, Building 316 located on the corner of 10th Street and Rives Street, Blackstone, VA 23824. The Bidder is
strongly encouraged to visit the site (s) prior to submitting a response. It is the responsibility of the bidder to verify the
site lay out for accurate bid. Failure to do so will not justify price increases. Questions, if any, should be directed to the
Contract Officer named on the face of this document.
IFB 123 :19-007 SNOW AND ICE REMOVAL SERVICES 4
MANDATORY SITE VISIT: There is a MANDATORY SITE VISIT Required for AASF only on Wednesday, July
18 at 10:00 a.m. located at 700 Portugee Road, Sandston, Virginia 23150. Contractor must have valid photo ID, vehicle
registration, and insurance card to enter AASF.
*Please bring a copy of the solicitation with you to the conference.
IV. GENERAL PROCEDURES:
In the event the local weather forecast predicts snowfall or ice formation, the point of contact for the facilities listed for the
Department of Military Affairs, or designee, shall give notice to the Contractor(s) to proceed with an application of anti-icing
solution on the surface of parking lots, sidewalks, and entranceways. It will be left to the Contractor’s discretion as to what
type of chemical(s) should be used based on the Contractor’s assessment of the formation of ice and/or snow. The use of
Urea or Carbamide is not acceptable and shall not be used. All snow shall be pushed to designated areas within the
parking lots. Snow shall be transferred to a designated area, on-site, as designated by the Facility Manager.
During a snow/ice event, the Contractor shall continue service until designated area in this scope of work is free of snow and
ice down to a ¼” if possible. A single pass may not be acceptable. Entire parking lots shall be cleared. Clearing just a path
In addition to use of snow/ice removal equipment and chemicals, manual shoveling may be required if requested by a
designated representative of the Department of Military Affairs or the Facility Manager.
Contractor may not store any equipment on site, without prior approval from the Facility Manager. All equipment used under
this contract shall be operated and maintained in a safe and mechanically reliable condition.
De-icing/Anti-icing materials, snow melting products and sand shall be provided by the Contractor(s) as necessary. Only
chemicals which have been approved for use by the Environmental Protection Agency and Virginia Department of
Transportation are acceptable. Sand or chemical use other than CMA (Calcium Magnesium Acetate) is prohibited on any
brick, paved areas and concrete surfaces (parking lots, etc.) Sand may be used on parking lots. The use of Urea or Carbamide
is unacceptable and shall not be used on any surface.
CAUTION: Ensure potassium acetate is used as recommended by the manufacturer. There are documented cases of
potassium acetate adverse effects on underground electrical circuits where the insulation is in less than good condition.
Contractor must call designated representative when ice formation is evident or snowfall indicates the use of
When the Term Contractor is required to provide materials for a project, these items shall be charged and itemized at the
Term Contractor’s actual paid invoice costs. DMA reserves the right to request copies of all invoices for materials used for
any project in order to substantiate costs of any project. All completed work will be inspected and approved by the Contract
Administrator or other authorized DMA representative prior to payment of invoice.
In the event of unforeseen circumstances that may change the provided scope of work. The Term Contractor shall notify the
Procurement Officer immediately for approval prior to proceeding.
Clarification of General Procedures:
1. Each notification for on-call services will be treated as a separate occurrence. For example: If you are called out to service a
location then called again a few hours later that would be treated as a separate occurrence.
2. Travel time is NOT an allowable charge and will NOT be compensated.
3. The original authenticated invoice (s), a copy of the Purchase Order, and Contractor’s materials and rate per category by location
on invoice (s) shall be submitted to the Department of Military Affairs. Attn: VAFM-OM, Stephanie White, Building 316, Fort
Pickett, Blackstone, VA 23824 or to the invoice email box email@example.com Please do not
send invoices to both only one or the other this will eliminate duplicate invoices. Travel time shall not be included and will not
IFB 123 :19-007 SNOW AND ICE REMOVAL SERVICES 5