2026-09 SBA Specs - Snow Removal - ARFQ SBA2700000001.docx

SCHOOL BUILDING AUTHORITY OF WEST VIRGINIA

REQUEST FOR QUOTATION

SBA2700000001

SNOW REMOVAL SERVICES

SPECIFICATIONS

1. PURPOSE AND SCOPE: The School Building Authority of West Virginia (SBA) at 2300 Kanawha Boulevard East, Charleston, WV is soliciting bids to establish a contract for Snow Removal on the SBA property.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Services” means the Vendor will provide the services herein specified.

2.2 “Snow Removal” shall mean the scraping, salting of all sidewalks and parking lot areas as more fully described in Section 4.1.3 of these specifications.

2.3 “Pricing Page” means the pages, attached hereto as EXHIBIT A, upon which Vendor should list its proposed price for the Contract Services.

2.4 “Solicitation” means the official notice of an opportunity to supply the School Building Authority with services more fully described in these specifications.

2.5 “Vendor” means any entity submitting a bid in response to the Solicitation, the entity that has been selected as the lowest responsible bidder, or the entity that has been awarded the Contract as contest require

3. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1 Vendor must be registered with the West Virginia Purchasing Division and must have paid the $125 fee if applicable.

3.2 Vendor must be in good standing with the West Virginia Secretary of State's Office.

3.3 Vendor must not be debarred from doing business with the State of West Virginia or the Federal Government.

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1.1 SNOW REMOVAL – The Vendor will perform snow removal of the parking lots and all sidewalks to the building and around the building along streets at 2300 Kanawha Boulevard, East, Charleston, WV.

4.1.1.1 The Vendor shall perform snow removal services before business hours or prior to 8:00 a.m., when possible.

4.1.1.2 The Vendor shall use de-icing products that work down to -25F.

Losses incidental to the correct application of the product in its intended uses should not be expected to be harmful to the environment or pavement.

4.1.1.3 The Vendor shall supply all tools, tool accessories, personal safety equipment, and supplies necessary to execute the responsibilities of this contract.

4.1.1.4 The Vendor shall submit copies of required insurance after the Contract is awarded but prior to beginning any work. These Certificates should be compliant with the Insurance requirements listed in the attached Terms and Conditions.

4.1.1.5 All Invoicing shall be submitted monthly (in arrears) and must include the following information:

· Invoice Date

· Service Dates

· Name and Address of Vendor as Registered in VSS

· School Building Authority of West Virginia 2300 Kanawha Boulevard, East Charleston, WV 25311

4.1.2 Service for Salt/De-ice ONLY – The Vendor shall provide services specifically for salting and/or de-icing of sidewalks and parking lot areas. Line 1 on EXHIBIT A – Pricing Page

4.1.2.1 If the Vendor spreads salt and/or de-icing products prior to snow accumulation to facilitate removal, this shall be considered part of the initial service, and the Vendor shall not charge for this as a double service.

4.1.3 Service for Plowing and Salt and/or De-Ice (6 inches or less)

4.1.3.1 If service requires the use of shovels, plows, or other equipment to remove 6 inches of snow/ice in a single event the Vendor must provide an invoice for the line-item matching the pricing page.

Line 2 on EXHIBIT A – Pricing Page

4.1.4 Service for Plowing and Salt and/or De-Ice (Greater than 6 inches)

4.1.4.1 If service requires the use of shovels, plows, or other equipment to remove mor than 6 inches of snow/ice, in a single event.

Line 3 on EXHIBIT A – Pricing Page

4.1.4.2 If service for 4.1.3.1 is completed for less than 6 inches of snow but additional accumulation occurs with the same 24-hour period to surpass the 6 inches of snow, already treated the Vendor may charge the fee for the Greater than 6 inches quoted on the price sheet for the second service.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide the Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages.

5.2 Pricing Page: Vendor must complete the Pricing Page (EXHIBIT A) by completing every line of service listed with the cost per event . Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

The Vendor should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document. If necessary, the Vendor can request an electronic copy of the Pricing Pages for bid purposes by sending an email request to the following address: Tamela.A.Brewer@wv.gov

The Contract will be awarded to the Vendor with the overall lowest bid. Total of all three lines combined using the estimated quantities provided.

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

7. PAYMENT: Agency shall pay monthly for services rendered, as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

9. VENDOR DEFAULT

a. The following shall be considered a vendor default under this Contract.

i. Failure to perform Contract Services in accordance with the requirements contained herein.

ii. Failure to comply with other specifications and requirements contained herein.

iii. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

iv. Failure to remedy deficient performance upon request.

b. The following remedies shall be available to the Agency upon default.

i. Immediate cancellation of the Contract.

ii. Immediate cancellation of one or more release orders issued under this Contract.

iii. Any other remedies available in law or equity.

10. MISCELLANEOUS:

a. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Vendor Name: _________________________________________

Contract Manager: ____________________________________

Telephone Number: ____________________________________

Fax Number: _________________________________________

Email Address: _______________________________________