2-1. Specifications.pdf

Specifications

SNOW AND ICE REMOVAL SERVICES

BACKGROUND

Boulder County Housing Authority (BCHA) seeks qualified vendors to provide reliable, safe, and comprehensive snow and ice removal services at all BCHA-owned and operated sites. The Contractor will provide all management, supervision, tools, supplies, equipment, materials, and labor necessary to maintain safe and satisfactory site conditions throughout snow and ice events. Services will include snow shoveling, plowing, ice treatment, and appropriate snow storage and will be performed as necessary to address changing weather and site conditions. The Contractor will take all reasonable precautions to protect BCHA property, landscaping, buildings, sidewalks, parking areas, and other site features from damage associated with snow and ice removal operations. Services will be performed at all designated BCHA sites, including during evenings, weekends, and holidays, as needed to maintain safe and accessible conditions.

BCHA requires professional snow and ice removal services to support the safety, accessibility, and continued operation of its properties during winter weather conditions. Due to the nature and use of BCHA-owned and operated sites, snow and ice accumulation can create hazardous conditions for residents, visitors, employees, and service providers. Timely and effective removal and treatment of snow and ice is therefore essential. Prior to commencing services, the Contractor must attend an orientation meeting with BCHA to review site-specific requirements and expectations. The orientation will address procedures for snow shoveling, plowing, ice treatment, snow storage, property protection, and other operational considerations unique to each location. The Contractor will also provide BCHA with a list of all snow-removal equipment proposed for use at the sites, as well as the type of ice-melt product to be applied. This information will allow BCHA to confirm that the proposed equipment and materials are appropriate for the properties and compatible with site-specific requirements, including the protection of landscaping and other property. Services will be available and performed at all listed BCHA sites as required, including evenings, weekends, and holidays, to ensure that snow and ice conditions are promptly addressed and that BCHA properties remain safe, accessible, and operational throughout the winter season.

One of more contractors may be awarded for this RFP.

A. GENERAL CONTRACTOR REQUIREMENTS

1. Contractor must provide all management, tools, supplies, equipment, and labor necessary to ensure that snow/ice removal services are performed at BCHA-owned and operated sites in a manner that will maintain a satisfactory and safe environment.

2. Contractor must take all reasonable precautions required to protect landscape areas and property from equipment damage.

3. Prior to commencement of work, Contractor must attend an orientation meeting with BCHA to discuss site-specific requirements for snow shoveling, plowing, ice treatment, and snow storage.

4. Contractor must provide BCHA with a list of snow-removal equipment and the type of ice melt that will be used on site.

5. Services must be provided at all listed sites, including evenings, weekends, and holidays.

B. SNOW AND ICE REMOVAL SPECIFICATIONS

1. Snow removal will commence once a depth of 1 inch has fallen on sidewalks, steps, stairs, entrance ramps, and ADA-accessible areas.

2. 1”-11" equal one event. Over 12" or blizzard conditions will be considered two events. Anything over 20" would be three events.

3. Ice Patrol is not considered an event.

4. Snowfall depth at each site shall be determined using local meteorological data and an independent service selected by the Contractor.

5. Contractor must remove snow and ice from sidewalks, steps, stairs, entrance ramps, ADA-accessible parking spaces, and emergency exits. The full width of sidewalks shall be cleared of snow accumulation, piles, and drifts.

6. Contractor must remove snow, including drifts and piles, from remaining paved surfaces such as roads. Only main drive areas shall be plowed, except for ADA-accessible parking spaces and access areas, because most parking spaces will be occupied.

7. Contractor must maintain access to trash and recycling receptacles.

8. Snow will be pushed and stored only in snow-storage areas identified by BCHA at the beginning of the season. Snow will not be stored in drainage areas, driveways, sidewalks, alley entrances, trash enclosures, or other areas where access would be blocked. Snow must never cover or block fire hydrants, emergency exits, or fire lanes.

9. ADA-accessible parking areas and access routes will receive priority and must be cleared before other parking or driveway areas.

10. Contractor will spread sand and/or ice melt on common sidewalks, steps, stairs, ramps, and other areas as necessary to restrict ice formation. Special attention will be given to north-facing sidewalks and common disabled-access routes.

ADA-accessible parking spaces will be de-iced.

11. Salt/ice melt must be CDOT- and EPA-approved and environmentally friendly to minimize damage to concrete, landscaping, and wildlife.

12. At Willoughby Corner, Contractor will provide additional ice-melt attention north of the MF1 and MF2 buildings due to excessive ice conditions associated with drainage, shade, and low sun exposure.

13. When snowfall is heavy or accumulations become excessive, Contractor must be capable of removing excess snow from the site at BCHA's request. Snow must be piled so as not to unreasonably impede traffic flow or parking or create re-freeze concerns. Upon completion of snow plowing, Contractor will apply ice melt to sidewalk areas.

14. Upon BCHA request, Contractor will remove and dispose of excess snow from the premises.

15. Upon BCHA request, Contractor will immediately remove ice to provide secure footing or safe driving conditions through snow removal, sanding with washed sand, or application of an approved ice-melt product. Contractor must provide required materials and remove/dispose of excess sand.

16. Parking-lot and drive plowing must begin when accumulation exceeds 2 inches and is required to be performed within 24 hours of snowfall and every 6-12 hours thereafter during storms.

C. EQUIPMENT AND DOCUMENTATION

• Contractor must provide all management, labor, equipment, and supplies necessary to perform the services.

• Equipment identified includes plow truck; skid steer tractor with bucket; mini skid steer with bucket; gas-powered snow blower(s); shovels, hand tools, and spreaders.

• Contractor must maintain records of snow depth, including photographs; time on site; work completed; and materials used.

Reports must be provided to BCHA upon request.

D. FEE SCHEDULE AND INVOICING

1. Contractor shall provide snow-removal services at the sites listed in the fee schedule below.

2. BCHA has sole discretion to determine if the work was satisfactorily completed. There shall be no additional charge to BCHA when Contractor is required to return to a site to address items not completed in accordance with the task order/contract or due to service-quality issues.

3. Contractor must submit monthly invoices to BCHA by the last working day of the month following the month in which the work was completed.

4. Each invoice must include:

• Contractor's name and address, matching the submitted W-9 or W-9 remit address

• Payment remittance address

• Payee name and address

• Date of invoice

• Invoice number

• Brief description of services provided

• Dates of services

• Property Name as listed

• Cyclical must be listed for all contract work. (Any one-time services requested will have a specific WO# assigned)

• Itemization of services, parts, and labor, including quantities and unit prices

• Total amount due

5. Separate invoices must be provided for each site location listed in Section E below.

6. Completed invoices must be emailed to BCHApurchasing@bouldercounty.gov.

7. Failure to submit invoices timely and in accordance with the contract may cause a delay in payment.

9. BCHA will follow up within 15 days of receipt of an invoice if there are questions or unsupported costs.

10. Every reasonable attempt will be made to provide payment within 30 days of receipt of an acceptable invoice. BCHA will not pay late fees.

E. PROPERTY FEE SCHEDULE – 2026–2027

Property Name Address/Building Numbers Street City Zip Code

Josephine Commons I 455 N. Burlington Way Lafayette 80026 Josephine Commons II 825, 827, 831, 833 Dounce Lafayette 80026

Aspinwall 455 N. Burlington Way Lafayette 80026

W. Geneseo 501, 503, 505, 507, 509, 515, 517, 712, 715, 716, 718 W. Geneseo St. Lafayette 80026

E. Geneseo 506 E. Geneseo Lafayette 80026 Chester 608 E. Chester St Lafayette 80026 Cleveland 745, 749, 769 W. Cleveland Lafayette 80026

Dover 101, 103, 105, 107, 109, 111, 113, 115 N. Dover Dr Lafayette 80026

Avalon 900, 904, 908 Avalon Lafayette 80026

Villa West 300, 350, 450, 490, 492, 510, 520, 522, 525, 550, 556, 558 S. Carr Ave Lafayette 80026

Villa West II 520, 522, 550, 552 S Dover Ave Lafayette 80026

Milo 1070, 1071, 1126, 1140, 1150, 1156, 1260 Milo Cir Lafayette 80026

Cottonwood Ct. 1403, 1411, 1419, 1425, 1433 Emery St. Longmont 80501 Casa Esperanza 1520 S. Emery St. Longmont 80501 Spoke on Coffman 518 Coffman St. Longmont 80501 Spoke Garage 518 Coffman St. Longmont 80501 Cambridge 1816, 1822 Cambridge Dr. Longmont 80501 Bloomfield 722 5th Ave Lyons 80540

Catamaran Ct. 6653, 6655, 6657, 6663, 6665, 6667, 6683, 6685, 6687, 6693, 6695, 6697 Kalua Rd Boulder 80301

Wedgewood 2330 Wedgewood Ave Longmont 80501 Walter Self 335 Railroad Ave Lyons 80540

Rodeo 421, 431, 439, 449, 459, 469 Rodeo Ct. Nederland 80446 mailto:BCHApurchasing@bouldercounty.gov

Beaver Creek 140, 150, 160 E. 3rd St. Nederland 80446

Prime Haven 170 E. 2nd St. Nederland 80446

Tungsten Village 344 W. 3rd St. Nederland 80446

Mountain Gate 502, 504, 506, 508, 510, 512 2nd Ave Lyons 80540 Meadows 80, 84 21st St. Longmont 80501 Sumner 1321, 1327 Sumner St. Longmont 80501 Eagle Place 6782, 6786 79th St Niwot 80503 Finch 312 S. Finch Ave Lafayette 80026 Lilac Place 1301 Lincoln Ave Louisville 80027 Acme Place 504 LaFarge Louisville 80027

Hillside Sq 502, 506, 516 W. South Boulder Rd Louisville 80027

Kestrel Hecla 1110, 1115, 1150, 1190, 1235, 1240 W. Hecla Ave Louisville 80027 Kestrel South 1120, 1185 S. Kestrel Lane Louisville 80027 Kestrel North 1175, 1215, 1220, 1245 N. Kestrel Lane Louisville 80027 Kestrel Mixed 1830, 1835, 1890, 1906, 1996 Kaylix Ave Louisville 80027 Kestrel Sr 1130 S. Kestrel Lane Louisville 80027 Lydia Morgan 1450 Lincoln Ave Louisville 80027

Regal Ct 1736, 1753, 1764, 1781, 1815, 1832, 1850, 1867, 1888, 1899 Regal Ct Louisville 80027

Regal Place 1817 Regal Pl Louisville 80027 Regal Square 255 Regal St Louisville 80027 Sunnyside 401 East St Louisville 80027 Willoughby Corner 939, 944, 955, 978 Canterbury Dr Lafayette 80026 Willoughby Corner 928 Canterbury Dr. Lafayette 80026 Willoughby Corner 933 Canterbury Dr. Lafayette 80026