47PB0023R0008 RFP Highgate Area Snow 2023 05 19.pdf

Revision 10-19-2022

Snow and Ice Removal Specification

SOLICITATION NUMBER:47PB0023R0008

SERVICE: Snow and Ice Removal and Related Services

LOCATION(S):

U.S. Federal Buildings and Border Stations (LPOEs):

Address

VT0057BH - Highgate Springs L.P.O.E. 482 Welcome Center Road High-gate Springs, VT 05460-9901

VT0551BS - 300 Alburg Springs Rd 300 Alburg Springs Rd Alburg Springs, VT 05440-4022

VT0018ZZ - St. Albans P.O. & C.H. P.O. & C.H. 50 South Main Street St. Albans, VT 05478-2111

VT0024ZZ - Burlington P.O.C.H. 11 Elmwood Avenue Burlington, VT 05401-4366

VT0035ZZ - 58 Pearl Street 58 Pearl Street Burlington, VT 05401-4430

VT0028ZZ - Winston Prouty F.O.B. 11 Lincoln Street Essex Junction, VT 05452-3685

PERIOD OF PERFORMANCE:

SOLICITATION ISSUE DATE: May 19, 2023

OFFER RECEIPT DATE/TIME: June 26, 2023

TABLE OF CONTENTS

A. Solicitation/Contract Form 4

A.1 Standard Forms: 4

B. Services, Ordering and Prices 4

B.1 Description of Services: 4

C. Description/Specifications/Statement of Work 5

C.1 Objectives and Scope 5

C.1.1 The Contractor Shall 5

C.1.2 Sustainable Cleaning 6

C.2.2 Proof of Compliance 6

C.2.4 Hazard Communication Plan 6

C.2.4.1 Safety Data Sheets 6

C.3 Standard Services 7

C.3.3 Snow and Ice Removal 7

C.4 Safety and Health 9

C.5 Communication 9

C.5.1 Communication Plan 9

C.5.2 Meeting Requirements 10

C.5.3 Joint Service Inspections 10

C.6 Quality Control Plan (QCP) 10

C.7 Staffing Plan 11

D. Packaging and Marking 12

D.1 PAYMENT OF POSTAGE AND FEES 12

D.2 MARKING 12

E. Inspection and Acceptance 12

E.1 INSPECTION & ACCEPTANCE: 12

F. Deliveries or Performance 12

G. Contract Administration Data 13

H. SPECIAL CONTRACT REQUIREMENTS 15

H.1 General Contract Requirements 15

H.1.1 Standards of Conduct 15

H.1.2 Supervisors 15

H.1.3 Training 15

H.1.3.1 Supervisor Training 15

H.1.3.2 Asbestos Awareness Training 15

H.1.4 Uniforms 15

H.1.5 Key Control 15

H.1.6 Qualifications of Personnel 15

H.1.7 Protection and Damage 15

H.1.8 Miscellaneous Requirements 16

H.2 Staffing Contingency Plan (SCP) 16

H.3 Occupant Emergency Plan (OEP) 16

H.4 Provided By The Government (Not Identified Elsewhere in the Specification) 16

H.5 Security Requirements and Personal Identity Verification Procedures (Non- Classified Contract) 17

H.5.1 Fitness Determinations 17

H.5.2 Compliance with Security Requirements 18

H.5.3 Identification Responsibility 18

H.6 Identification Credential 18

H.7 Escort Requirements 19

H.8 Removal From Contract Work 19

H9. Safeguarding and Dissemination of Controlled Unclassified Information 21

H. 10 Prohibited Telecommunications Equipment 22

H.11 Recording Presence 23

H.12 Government Forms 23

H.13 Other Contractors 23

H.14 Ordinances, Taxes, Permits and Licenses 23

H.15 Discrepancy in the Specifications 23

H.16 Federal Requirements 23

I. Contract Clauses 24

J. List of Attachments (List of documents, exhibits and other attachments) 36

EXHIBIT J1: Building Information Sheet 37

EXHIBIT J2 SNOW / ICE SERVICES PRICING 38

EXHIBIT J3: Contractor Submittals/Deliverables Chart 46

EXHIBIT J7: Definitions 47

EXHIBIT J8: Wage Determination Rate Table 49

K. Representations, Certifications, and Other Statements of Bidders/Offerors 50

L. Instructions, Conditions, and Notice to Bidders/Offeror 73

M. Evaluation Factors for Award 75

A. SOLICITATION/CONTRACT FORM

A.1 STANDARD FORMS:

Please see SF1449

B. SERVICES, ORDERING AND PRICES

B.1 DESCRIPTION OF SERVICES:

RECURRING SERVICES

0001 Snow Removal at Highgate Springs L.P.O.E

0002 Snow Removal at 300 Alburg Springs Rd

0003 Snow Removal at St. Albans P.O. & C.H.

0004 Snow Removal at Burlington P.O.C.H.

0005 Snow Removal at 58 Pearl

0006 Snow Removal at Winston Prouty F.O.B.

C. DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 Objectives and Scope This is a Performance Work Statement (PWS) for Snow and Ice Removal and Related Services defined under the scope of this contract for:

U.S. Federal Buildings and Border Stations (LPOEs):

Address Normal Building Operating Hours:

VT0057BH - Highgate Springs L.P.O.E. 482 Welcome Center Road High-gate Springs, VT 05460-9901

24 Hours a Day, 7 Days a Week

VT0551BS - 300 Alburg Springs Rd 303 Alburg Springs Rd Alburg Springs, VT 05440-4022

6:00 am – Midnight, 7 Days a Week

VT0018ZZ - St. Albans P.O. & C.H. P.O. & C.H. 50 South Main Street St. Albans, VT 05478-2111

6:00 AM – 5:00 PM

VT0024ZZ - Burlington P.O.C.H. 11 Elmwood Avenue Burlington, VT 05401-4366

6:00 AM – 5:00 PM

VT0035ZZ - 58 Pearl Street 58 Pearl Street Burlington, VT 05401-4430

7:00 AM – 5:00 PM

VT0028ZZ - Winston Prouty F.O.B. 11 Lincoln Street

7:00 AM – 5:00 PM

This PWS describes the minimum requirements of the U.S. General Services Administration (GSA) and acceptable outcomes to be performed by the Snow and Ice Removal Contractor (known from here on as Contractor). The contract consists of one major functional area: Standard Services. All, or part of, the successful offeror’s Proposal Package may be incorporated into the contract.

The Contractor shall closely monitor all aspects of the work, identify deficiencies, and implement corrective action, without reliance on Government oversight. Snow and Ice Removal and related services provided by the Contractor are arranged and contract administration is provided through one or more of the following entities: GSA’s Regional Office, Service Centers, Field Offices, or Local Offices. These entities represent the Facility Management organizations that have been adopted by GSA’s regional leadership.

GSA seeks to establish a partnering relationship with the Contractor to accomplish the program objectives in this contract. The objective of the partnering process is to provide an effective problem-finding/problem-solving management team composed of personnel from all parties responsible for maintaining the quality of our facilities, thus creating a single culture with one set of goals and objectives. Partnering requires that all parties recognize and address those opportunities and challenges that shall be confronted to help maintain the health of the Contractor/GSA relationship. The relationship is based on trust, dedication to common goals, and an understanding of each other's individual expectations and values. The outcome of this initiative is for GSA to leverage Contractor expertise to assist GSA in accomplishing these goals and objectives.

All references incorporated herein as Web sites (URLs) are accurate as of September 2020 and may be subject to change by their web publisher. Web pages are provided to the Contractor for additional clarity. A change to any Web site specified in this contract does not change or alter the contract requirements and objectives identified herein.

C.1.1 The Contractor Shall

⮚ Furnish all personnel, labor, equipment, materials, tools, supplies, supervision, management, training/certifications, and services, except as may be expressly set forth as Government furnished, except to the extent any of the supplies may be furnished directly by the Government under the contract, and otherwise accomplish all actions necessary to or incident to, perform and provide the work efforts described in the contract.

⮚ Maximize the use of goods, products and materials that are produced in the United States.

Telecom equipment must be in compliance with the John S. McCain National Defense Authorization Act (NDAA) for Fiscal Year 2019, specifically NDAA 889. NDAA 889 requirements are explained further in Section H.10.

⮚ Ensure that their employees are properly trained, licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by Federal, State, or local laws; codes, permits or ordinances.

⮚ Be responsible to make the management and operational decisions to meet the quality performance standards required under this contract.

⮚ Use innovation, technology and other means and methods to develop and perform the most efficient cleaning services for the building.

⮚ Implement an effective Quality Control Plan (QCP).

⮚ Implement an effective service call system that results in prompt, professional, and courteous resolution of tenant concerns.

⮚ Keep the CO or their designee informed of current status of the work being performed, provide work schedules and provide other pertinent information needed.

⮚ Reduce the environmental impacts of work performed under this contract by using environmentally sound practices, processes, and products.

C.1.2 Sustainable Cleaning Reserved

C.2.2 Proof of Compliance

Reserved.

C.2.4 Hazard Communication Plan Reserve.

C.2.4.1 Safety Data Sheets All new products used during the life of the contract must have Safety Data Sheets (SDS) provided to the CO or their designee prior to bringing and/or using these products on site. The Contractor shall use only commercially available products that meet Federal, State, and local codes.

The Contractor shall maintain the SDS in a location accessible to all employees and shall advise the CO or their designee of its location. The SDS shall be available for inspection by the CO or their designee upon request. The Contractor shall take every precaution to ensure that environmentally sustainable products are used. Information can be obtained from Federal, State, and local agencies concerning safe chemical cleaning materials. An inventory list of products to be used under this contract shall be provided to the CO or their designee. This list shall be updated as necessary, with a copy provided to the CO or their designee, throughout the term of the contract. The CO or their designee shall contact the Contractor immediately if any item is deemed inappropriate for use under this contract.

C.3 Standard Services

C.3.3 Snow and Ice Removal The Contractor shall furnish to the COR a list of telephone numbers where either he/she or his/her authorized representative may be contacted seven (7) days per week at any hour of the day or night to provide required services. The Contractor must keep this listing current and provide the COR with an updated listing on or before October 1, prior to the start of each snow season. The Contractor shall, within 15 days prior to Contract start, will notify the COR of the snow removal subcontractor that will perform any part of this work if work is to be subcontracted out. Snow removal activities will be reported on the monthly quality control report.

The Contractor shall perform snow and ice removal standard services for the snow and ice removal program. Snow and ice removal from all entrances, steps, landings, sidewalks, driveways, street*, drains, roadways, parking areas, emergency exits & path of egress, between License Plate Readers and Radiation portal Monitors, gates, etc, areas providing accessibility for people with disabilities, and approaches are included in the standard service price. This does include snow and ice removal requiring heavy equipment (ride-on equipment such as front-end loaders, backhoes, bobcats, snowplows, etc.) Snow removal equipment provided by the Government that is damaged by the Contractor due to neglect shall be repaired or replaced by the Contractor. The Contractor shall be responsible for all costs incurred.

*Street: For Alburg Springs the contractor is required to plow the city road from the LPOE driveway at the south of the building to the border and back. For Highgate Springs the contractor is responsible for plowing Interstate 89 North from the South U-turn at the south end of the LPOE property to the border and South Bound Interstate 89 so the same U-turn.

The Contractor shall clear snow and ice before the normal building operating hours to prevent slip hazards.

Furthermore, the Contractor shall clear snow and ice during normal building operating hours.

The contractor shall ensure they have adequate supply of chemicals and sand on site or readily available to cover unexpected snow and ice events.

For locations covered in this solicitation which are open 24/7, all surfaces shall be always kept clear of snow and ice.

All stations covered in this solicitation have building operational equipment that must be kept clear of snow, including but not limited to: Vehicle Radiation Portal Monitoring Equipment installed in vehicle lanes; Fire Hydrants; gates, Electrical Transformers; Emergency generators; Fuel Tanks. Contractor is responsible for plowing through and around this equipment, including any necessary hand shoveling/snow blowing.

Contractors should price snow plowing and removal costs accordingly.

Snow Plowing. Snow plowing shall commence when local accumulation reaches two (2) inches. Snow plowing shall be accomplished by the Contractor to maintain safe passage for access into buildings, parking areas, roadways, approaches, vehicular courts, ramps, etc. In the event of icy rain or snow, sanding shall commence to maintain a safe passage on all paved roadways, parking lots, driveways, ramps and walkways. Contractor is required to be onsite within 45 minutes of the prediction of (2) inches of accumulation. Since plowing during a storm is done around vehicles the snow plow contractor shall coordinate with Government tenant personal on cleanup of parking lot so all the GOV vehicles can be moved for the final clean-up after each storm.

The Contractor shall use caution when snow removal is in progress to prevent any damage to the buildings, grounds, vegetation, landscape areas, sidewalks, roads, fire hydrants, shrubs, signs, and other protrusions.

The Contractor shall be held liable for any damage incurred to Government property during the performance of work. All locally prescribed safety regulations, laws, and practices shall be carefully observed in performance of the work.

The Contractor shall be responsible for annual sweeping of all concrete and paved inspection lanes, parking areas and walkways; removal of sand from adjacent grounds; and reseeding and repair of damage to affected areas at the end of each winter season. This work must be completed prior to the Memorial Day weekend each year. Winter damage repairs shall be completed by June 18th for Highgate. All other locations by June 30th.

Snow Removal: Snow must be removed from the site when the accumulation exceeds that which can be pushed off of the roads, parking areas, ramps and walkways without blocking traffic, parking spaces and pedestrian thoroughfares; or impedes the visibility of vehicular operators, pedestrians or tenant agency operations. At Alburg Springs the one area stockpiling allowed is an area 5’x4’x6’. Snow shall be stockpiled only in 3 areas approved by the COR at Highgate Springs L.P.O.E. Once these areas are filled to capacity;

and is larger than 30’ wide and 20’ high it is the Contractor’s responsibility to haul the snow from the facility.

Stockpiling of snow is not allowed at the Burlington P.O.C.H, the Burlington SSA, the Winton Prouty F.O.B., and the St. Albans P.O. & C.H.

Snow must be pushed from the roads, parking areas, ramps and walkways without blocking traffic, parking spaces and pedestrian thoroughfares or impeding the visibility of vehicular operators, pedestrians or tenant agency operations. Snow shall be stockpiled only in those areas approved by the COR listed above at the Highgate Springs L.P.O.E. and the Alburgh Springs L.P.O.E. Once these areas are filled to capacity; it is the Contractor’s responsibility to haul the snow from the facility.

Snow Stockpile Area: Contractor shall ensure that the stock pile area does not block any of the vehicle lanes allowing access to and from the US. Any snow accumulated in the stockpile will be removed within 24/hours following the end of the snow event. Contractor will plow clean designated plowing areas prior to the removal of stockpile. For sites that stockpiling is not allowed removal of snow is to be removed with 24/hours following the end of the storm event. Snow removal from site is to be included as part of the base bid price, not billable as an extra service.

Snow event trigger: The snow removal contractor will begin mobilization of snow removal activities 45 minutes before accumulation reaches the 2" trigger. An email will be sent to GSA Points of Contact informing them plowing activities have begun. Contractor will repeat plowing activities of this site as necessary or at a minimum of two (2) hour intervals throughout the business day until the snow event has ended.

Roof/Canopy Snow & Ice Removal at Highgate Springs L.P.O.E. Removal of snow/ice build-up from roofs and canopies may be required during the snow season. Contractor shall have the proper equipment necessary to accomplish this service in the event such a situation is necessary. Removal of snow/ice from roofs or canopies will be ordered by the COR and the contractor will receive instructions relative to the need for this work to be performed. This service is to be as a fixed price cost CLN in the contract that will be ordered through a GSA task order as an extra service.

The Contractor shall submit a detailed snow and ice removal plan that meets the needs of the GSA as part of the initial proposal package. A finalized snow and ice removal plan is due 15 days prior to the start of the contract. An annual updated snow and ice removal plan is due on October 1 of each year. At a minimum, the snow and ice removal plan shall include the following items:

⮚ Coordination measures (to ensure appropriate levels of effort for the conditions of the building)

⮚ Equipment

⮚ Personnel

⮚ Snow removal event triggers

⮚ Treatment areas requiring de-icing

⮚ Approved materials and chemicals

⮚ Safety plan

⮚ Notification procedures

⮚ Pollution prevention procedures for chemical storage, application, and runoff

Chemicals and/or sand shall be used to reduce safety hazards due to ice and snow. All deicer chemicals used shall be certified as EPA ‘Safer Choice’ Products or USDA Certified Biobased. No sodium chloride or calcium chloride salt shall be used due to environmental risk. Less disruptive chemicals such as magnesium chloride, potassium acetate, and potassium chloride are viable alternatives except for the following locations St. Albans parking deck and Highgate springs sidewalks where calcium chloride is required to be used. Comparable substitutes shall be on the Clear Roads Qualified Products List (QPL), comply with Federal specifications and state and local codes, and be approved by the CO or their designee prior to the first inclement weather event. The Contractor shall ensure there is an adequate supply of chemicals and sand on site or readily available to cover unexpected snow and ice occurrences.

C.4 Safety and Health Work shall comply with the applicable requirements of 29 C.F.R. § 1910 and State and local safety and health requirements. Where there is a conflict between applicable regulations, the most stringent shall apply. The Contractor shall ensure subcontractors comply with the safety and health requirements included herein, and shall promptly report violations by such subcontractors, or as otherwise observed, to the CO or their designee, or security personnel.

C.5 Communication

C.5.1 Communication Plan

The Contractor shall prepare and provide to the CO or their designee a communication plan, detailing how the Contractor plans to provide ‘clear and effective’ communications with GSA using technology (two-way digital communication) to receive and respond to service calls, emergencies, status of projects, etc. The Contractor shall provide key operational personnel (managers or supervisors) with portable electronic means to communicate with GSA for service calls, emergencies, status updates of projects, etc.

Communication devices must be compatible with GSA devices. If not compatible, the Contractor shall provide to the Government a device or devices for their use. The plan shall be submitted as part of the proposal package for the Government’s review and approval. All telecommunication devices shall comply with Section 889 of NDAA FY 2019 requirements which are detailed in Section H.10.

C.5.2 Meeting Requirements The Contractor shall participate in GSA meetings as necessary in addition to 2 mandatory performance review meetings when requested by the CO or their designee. The meetings may be scheduled with the objective of communicating program specific information, performance, quality control, quality assurance, work that will impact the tenants, etc. Meetings will be held in person or via conference call at a mutually agreed time and location.

C.5.3 Joint Service Inspections The Contractor shall accommodate all requests by the Government to participate in the Contractor’s inspection of work performed by Contractor personnel. Scheduling for these joint inspections shall be coordinated through the CO or their designee. This inspection shall be used with other measures of performance in discussions on Contractor performance during the Quality Control Meetings.

C.6 Quality Control Plan (QCP) Evaluations of the Contractors work shall be based on the standards in this Section and conducted in accordance with the Government’s Quality Assurance Surveillance Plan (QASP). The Contractor shall develop and submit an initial QCP in the initial proposal package and a finalized QCP no later than fifteen

(15) calendar days prior to contract start.

The Contractor shall establish and implement a complete QCP to ensure the requirements of the contract are met. The QCP is a written document that specifies a system for determining whether or not cleaning service requirements are being met and identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. The QCP also identifies opportunities where the Contractor can make improvements on how services are provided.

The QCP is a living document and may be subject to change depending on the needs of the contract. The Contractor shall be obligated to adhere to the QCP. The QCP will be utilized by the Government in conjunction with the QASP to effectively assess the Contractor's performance to ensure that the services performed meet contract standards. If the contract is modified to the extent where a change in the QCP is necessary, the Contractor is required to provide an updated QCP and listing of current employees to the CO or their designee for review and acceptance.

The QCP shall at a minimum include the following:

➢ How the Contractor will control the quality and quantity of supplies and services.

➢ Define the roles and responsibilities of the Contractor’s operating personnel.

➢ How project management, inspections, plan implementation, process improvement changes, and correction of deficiencies in this contract will be accomplished.

➢ An inspection plan or checklist tailored to the specific building(s) being serviced under this contract.

The inspection plan or checklist shall detail how services at the work site shall be inspected to ensure that the outcome of the work meets all the quality standards set forth in the contract and shall include, but is not limited to:

○ Date of inspection performed

○ Location of inspection

○ Description of findings

○ Description of action(s) taken (if necessary)

○ Signature and date of completion

➢ A written training program to ensure that the Contractor’s employees are capable of successfully accomplishing all work task(s) under this contract.

➢ A Strike Contingency Plan for separation of employees and employee absences.

➢ How Contractor shall monitor deficiencies of work output in relation to the performance standards, methods of informing employees of deficiencies in their area(s) of responsibility, and a process to ensure that the deficiencies are corrected and do not recur.

➢ How Contractor shall measure and document performance against the scope of work.

➢ A Communication Plan for the Contractor to communicate with GSA to receive and respond to service calls and customer complaints

➢ Contractor incentives.

➢ How the Contractor will utilize the Government’s approved tenant survey results to improve the delivery of Snow and Ice Removal and related services.

The QCP shall be submitted by the Contractor to the CO or their designee for review and acceptance. The Contractor is not authorized to start work until the QCP is accepted and the proper security clearances obtained. Refer to Section H.5 of the solicitation, in regard to proper security clearance requirements.

C.7 Staffing Plan The Contractor’s staffing plan shall include a detailed description of how the Contractor intends to accomplish the requirements of the contract using in-house, corporate or subcontracted resources. The staffing plan shall include:

⮚ Positions, their titles, responsibilities and physical locations (including corporate resources).

⮚ Minimum qualifications for each key position identified.

⮚ Resumes and references for individuals who will serve in management and supervisory capacities.

⮚ General approach to accomplishing work given the geographic dispersion of facilities and proposed physical locations of employees.

⮚ Description of how the Contractor plans to recruit and retain personnel, particularly key personnel.

⮚ The subcontracted resources to be used, and the work subcontractors will accomplish.

⮚ Approach to staffing coverage due to employee absences and staffing changes.

The Contractor shall develop and submit an initial staffing plan in the initial proposal package for evaluation and a finalized staffing plan no later than fifteen (15) calendar days prior to contract start. The Contractor shall submit a separate staffing plan for each building under the scope of the contract. The Staffing Plan is a living document and may be subject to change depending on the needs of the contract. The Contractor is obligated to adhere to the approved staffing plan. The Contractor's staffing plan will be utilized by the Government in conjunction with the QASP to effectively assess the Contractor's performance to ensure that the services performed meet the contract standards. Any change in staffing must be approved by the CO or their designee. Once approved by the CO, the staffing plan becomes the minimum level of staffing that the Contractor is required to provide. If the contract is modified to the extent where a change in the Staffing Plan is necessary, the Contractor is required to submit a revised Staffing Plan for approval by the CO or their designee.

D. PACKAGING AND MARKING

D.1 PAYMENT OF POSTAGE AND FEES

All postage and fees related to submitting information, including forms, reports, etc., to the contracting officer or the contracting officer's representative shall be paid by the contractor.

D.2 MARKING

All information submitted to the contracting officer or the contracting officer's representative shall clearly indicate the contract number of the contract for which the information is being submitted.

E. INSPECTION AND ACCEPTANCE

E.1 INSPECTION & ACCEPTANCE:

Inspection and acceptance shall be conducted in accordance with FAR Clause 52.246- 4.

F. DELIVERIES OR PERFORMANCE

F.1 PLACE OF PERFORMANCE

The services to be provided under this contract shall be accomplished at the following location(s):

F.1.0 Location(s)

VT0057BH - Highgate Springs L.P.O.E. 482 Welcome Center Road High-gate Springs, VT 05460-9901

VT0551BS - 300 Alburg Springs Rd 300 Alburg Springs Rd

Alburg Springs, VT 05440-4022

VT0018ZZ - St. Albans P.O. & C.H. P.O. & C.H. 50 South Main Street St. Albans, VT 05478-2111

VT0024ZZ - Burlington P.O.C.H. 11 Elmwood Avenue Burlington, VT 05401-4366

VT0035ZZ - 58 Pearl Street 58 Pearl Street Burlington, VT 05401-4430

VT0028ZZ - Winston Prouty F.O.B. 11 Lincoln Street

F.2 TERM OF CONTRACT

The contract shall be a Base Period of 12 months with four (4) Option years. The Base period of performance shall be October 1st, 2023 through September 30th, 2024. Subsequent Options shall be exercised at the discretion of the Government IAW FAR Clause 52.217-9 – Option to Extend the Terms of the Contract.

Period of Performance:

Base Period: 10/01/2023 through 09/30/2024 Option 1: 10/01/2024 through 09/30/2025 Option 2: 10/01/2025 through 09/30/2026 Option 3: 10/01/2026 through 09/30/2027 Option 4: 10/01/2027 through 09/30/2028

F.3 EXTENSION OF SERVICES

The Government shall have the option of extending the services under this contract for an additional six (6) months IAW FAR Clause 52.217-8 -- Option to Extend Services when the continued performance of any services within the limits and at the rates specified in the contract are required.

G. CONTRACT ADMINISTRATION DATA

G.1 SUSPENSION OF WORK

In the event services are not provided or required by the Government because the building(s) is closed due to inclement weather, failure of the Congress to appropriate funds, etc., deductions will be computed as follows:

A. The deduction rate in dollars per day will be equal to the per month contract price for the building(s), divided by the number of days per month the building(s) is in normal operation.

B. The deduction rate in dollars per day multiplied by the number of days services were not provided or required.

In the event services are provided for portions of days, appropriate adjustments will be made by the contracting officer to assure the contractor is compensated for services provided.

G.2 OCCUPANT COMPLAINT PROGRAM

The Government will institute a customer complaint program as a means of assisting in documenting certain kinds of service problems. The occupant complaint program will be considered in evaluating the contractor's performance and in taking deductions.

G.3 INVOICE REQUIREMENTS FOR ROUTINE SERVICES

Invoices shall be submitted AFTER the submission and approval of all monthly reports. In order to expedite payment, offerors are advised that electronic invoicing is the preferred method for the submission of monthly invoices. The submission of electronic invoices for this contract, in lieu of paper copies, will be through the GSA web site, www.finance.gsa.gov.

G.4 INVOICE REQUIREMENTS FOR ADDITIONAL SERVICES

Each invoice for additional services shall be submitted to the GSA Property Manager, and shall reference the contract number, name of building where such services were provided, the dates and the number of hours. Also indicate the name of the GSA representative who authorized the additional hours of work, and the date the order was placed. Supporting documentation is required in order for the government to pay the invoice.

To assist the Government in making timely payments, the Contractor is requested to furnish the following additional information either on the invoice or on an attachment to the invoice:

1. Contract Number

2. Government Accounting Document Number (ADN)

3. Organization Code

The Government expects that most invoices for additional services will be paid through the GSA Credit Card. The contractor shall establish a P.O.S. terminal capable of accepting such card(s) to expedite payments for additional services.

G.5 INSURANCE

The Contractor must refer to the FAR clause 52.228-5 "Insurance Work on Government Installation (January 1997)” incorporated by reference herein. The coverage’s specified below, pursuant to Subpart 28.307-2 of the Federal Acquisition Regulation (FAR), are the minimum insurance required.

(a) Workers' Compensation and Employer's Liability. Contractors are required to comply with applicable Federal and State Workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit worker's compensation to be written by private carriers.

(b) General Liability. The contractor shall provide bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

(c) Automobile Liability. The contractor shall provide automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.

http://www.finance.gsa.gov/

H. SPECIAL CONTRACT REQUIREMENTS

H.1 General Contract Requirements

H.1.1 Standards of Conduct The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary. Smoking (including vaping, and e-cigarettes) is not allowed in the building per GSA’s ‘No Smoking Policy.’ Each employee is expected to adhere to standards of behavior that reflect favorably on their employer, and the Federal Government.

H.1.2 Supervisors A supervisor shall be available at all times when the contract work is in progress to receive notices, reports, or requests from the CO or their designee. The Contractor shall provide the CO or their designee with a list of telephone numbers where an authorized representative may be contacted at any hour to provide required services. The list of contact information shall be provided five (5) business days prior to the start of the contract.

H.1.3 Training

Reserve.

H.1.3.1 Supervisor Training Reserve.

H.1.3.2 Asbestos Awareness Training

RESERVED

H.1.4 Uniforms Reserved.

H.1.5 Key Control

RESERVED

H.1.6 Qualifications of Personnel Qualifications of Supervisory Employees Supervisory contract employees shall have a minimum of 3 years of experience with managing snow removal services at building(s) of similar size and complexity. At the discretion of the CO or their designee formal training may be substituted for experience.

Qualifications of Contractor Personnel

The Contractor shall provide appropriate training to their employees. The personnel employed by the Contractor shall be capable employees, who are trained in snow removal operations.

H.1.7 Protection and Damage The Contractor shall make reasonable efforts to assist the Government to prevent hazardous conditions and property damage. To the extent that relevant conditions or activities are noted but are not associated with the Contractor’s scope, the Contractor shall promptly report such conditions or activities to the CO or their designee, or to security personnel.

The Contractor shall protect the Government’s property, buildings, materials, equipment, supplies, records and data that are within the Contractor’s control against unauthorized access, loss or damage.

The Contractor shall establish a system for on-site workforce personnel to report potentially hazardous conditions, fires, and items in need of repair (e.g. inoperative lights, broken windows or doors, torn carpets, leaking sinks, urinals or commodes, dead trees or shrubs, etc.) in the building to the CO or their designee or other designated Government representatives, regardless of whether the condition is within the Contractor’s responsibility.

The Contractor and Contractor’s employees and subcontractors shall comply with the General Services Administration, ‘Rules and Regulations Governing Conduct on Federal Property’ (as posted in the building), and shall promptly report violations by employees, or as otherwise observed, to the CO or their designee, or security personnel.

H.1.8 Miscellaneous Requirements The Snow and Ice Removal Contractor shall, at a minimum:

➢ Ensure that lost and found articles by the Contractor’s employees are turned in to the CO or their designee.

➢ Ensure that the Contractor employees notify the security officer on duty when unauthorized or suspicious person(s) are seen on premises.

➢ Ensure that the Contractor’s employees notify CO or their designee of any observed hazardous material, or Universal Waste materials in the trash or recycling receptacles.

H.2 Staffing Contingency Plan (SCP) The Contractor shall prepare a Staffing Contingency Plan to be used in the event of a staffing shortage.

5 calendar days prior to the contract’s start date and updated annually. At a minimum, the SCP shall include the following information:

➢ Support Personnel: The SCP shall describe in detail how the Contractor shall staff the snow removal operations to provide the services defined in this specification in the event of a staff shortage. The Contractor shall keep HSPD-12 requirements and time frames in mind when preparing this plan.

H.3 Occupant Emergency Plan (OEP)

H.4 Provided By The Government (Not Identified Elsewhere in the Specification) Provided by the Government is:

➢ Electrical power at existing outlets for the Contractor to operate equipment which is necessary to perform their work.

H.4.1 Use of Government Information Technology

H.4.2 Safeguarding Sensitive Data and Information Technology Resources

NOTE: THE CONTRACTOR AND SUBCONTRACTORS MUST INCLUDE THIS SECTION IN ALL

SUBCONTRACTS.

H.5 Security Requirements and Personal Identity Verification Procedures (Non-Classified Contract)

This contract incorporates once or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. .

➢ FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (JAN

2011)

➢ GSAR 552.237-71 QUALIFICATION OF EMPLOYEES (MAY 1989)

H.5.1 Fitness Determinations

➢ All contractors requiring routine unescorted access to Federally-controlled facilities for more than 6 months (defined as long-term contractors) and/or information systems will be required to undergo a fitness determination before that contractor can work on a GSA contract. The long-term contractor must have an initial fit determination and have a Tier 1 or higher background investigation initiated in order to obtain a GSA Access Card. Long-term contractors cannot begin work on a GSA contract without at least an initial fit determination and cannot be escorted prior to obtaining an initial fit determination. After the initial fit determination and prior to the time that a GSA Access Card is issued, such long-term contractor will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

➢ Failure of a long-term contractor to receive a favorable fitness determination shall be cause for removal of the contractor from the work site and from other work in connection with the contract.

➢ Long-term Non-United States citizen contractors (resident in the United States or its territories for less than three consecutive years) will complete the Special Agreement Check (SAC) if they need routine physical access and cannot start work or be escorted on a contract prior to a favorable SAC determination. A long-term non-US citizen contractor must apply for a long-term investigation and must receive a favorable fitness determination before the expiration of the prior SAC or the contractor must be removed from the GSA contract. After receiving a favorable SAC determination, short-term contractor will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

➢ Contract employees working greater than 15 days but less than 6 months (short-term contractors) must go through a Special Agreement Check (SAC) if they need routine physical access and cannot start work or be escorted on a contract prior to a favorable SAC determination. After receiving a favorable SAC determination, short-term contractor will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

➢ The Government, at its sole discretion, may grant initial fitness determinations to long-term contractors. However, the granting of an initial fitness determination to long-term contractors shall not be considered as assurance that a final favorable fitness determination will follow.

➢ The Contracting Officer or their designated representative shall provide the Contractor with required forms for obtaining necessary fitness determination. The Contractor shall be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

➢ The Contractor shall be responsible for planning and scheduling its work in such a manner as to account for facility access issues. Difficulties encountered by the Contractor in gaining access to facilities by its employees and subcontractors shall not be an excuse to any Contractor performance under the contract.

H.5.2 Compliance with Security Requirements

➢ The Contractor shall comply with all GSA and tenant agency security requirements in the building(s) where work is being performed.

➢ When a physical access control system is used by a tenant agency at a site where work is performed, the tenant agency will be responsible for providing any required access credentials.

Credentials shall be displayed at all times or as otherwise required by the tenant agency.

H.5.3 Identification Responsibility

➢ Upon receipt of an initial fit determination and have a Tier 1 or higher background investigation initiated, long-term contractor can be issued GSA Access Card permitting regular access to the building(s) where work is being performed.

➢ Long-term contractors with a GSA Access Card shall be required to comply with all applicable access security screening procedures, for initial and subsequent recertification, applicable to Government or other personnel possessing similar Credentials.

➢ All long-term contractors possessing GSA Access Cards shall visibly display their Credentials at all times while in the building(s) where work is being performed.

➢ Long-term contractor shall be responsible for ensuring that all GSA Access Cards are returned to the Government within 24 hours when a particular long-term contractor or subcontractor will no longer be providing service under the contract at the building(s) covered by the Credential.

➢ Long-term contractor will notify the Government when GSA Access Cards are lost and/or stolen. In that event, the Contractor will be responsible for reimbursing the Government for its cost in issuing a replacement GSA Access Card.

H.6 Identification Credential Upon receipt of favorable suitability determination as indicated herein, each employee of the Contractor shall be issued an identification credential. At all times while working on the contract, Contract employees, including the sub-contractor employees, shall have in their possession the specific Government identification credential issued to them by the Government. The identification credential shall be displayed and be visible at all times while on Government property. The CO or their designee, Government law enforcement, or security personnel shall periodically verify that passes of Contractor employees match their personnel identification. The Contractor’s employees shall comply with security verification procedures at all times.

The Contractor shall see that every contract employee has a Government-issued identification credential before the employee enters on duty. As required by the Government, the Contractor shall make their employees available for photo identification badges, on a schedule to be worked out with the Contracting Officer or their designee. The Government will make the identification credentials badges after a favorable security determination has been received for the Contractor’s employees. All credential identification shall have an expiration date and all Contractor employees shall sign their badges at the time of photographs are taken.

The Contractor shall be responsible for ensuring that all identification credentials are returned to the Contracting Officer or their designee as their employees leave the contract (e.g., contract is completed, employees leave employment of the company, employees are dismissed or terminated). The Contractor shall notify the Contracting Officer or their designee when employee badges are lost.

The Contractor shall be responsible for paying the Government for replacement credentials at the current cost per badge.

H.7 Escort Requirements Only temporary contractors (work duration of 15 days or less) can be escorted. Contractors summoned for an emergency service call can be escorted as they are considered a temporary contractor. All short-term and long-term contractors will need to obtain an appropriate favorable fitness determination before being allowed to work on a GSA contract and cannot be escorted prior to obtaining the appropriate favorable fitness determination. ALL temporary contractors shall be escorted in non-public spaces by a Government employee or another responsible cleared contract employee that is approved by the Contracting Officer or their designee. Other Government agencies may have specific agency security requirements for their own spaces that may only allow escort by Government employees or those designated by their agency.

Government employees or approved long-term contractors that provide escorts for temporary contractors must always be in close proximity and eyesight of the temporary contractor. The contract escort must watch temporary contractors and remain with temporary contractors for the entire time they are in the building and/or Federally-controlled spaces. A temporary contractor cannot be left alone or out of eyesight at any time when they are in non-public space. A long-term contractor that’s approved to escort may not bring temporary contractors into Federally-controlled space that is not within close proximity or eyesight at all times. A long-term contractor that’s approved to escort may not have multiple temporary contractors in non-public space on different parts of one floor or on different floors at the same time. Any security violation of escort requirements by a long-term contractor that's approved to escort temporary contractor will result in immediate removal from the contract of all contract employees involved, i.e., escorts and temporary contractors. Also, in accordance with security requirements, violations of escort requirements by any contractors may be grounds for termination of the contract.

H.8 Removal From Contract Work Under the following conditions, the Contracting Officer or their designee may request the Contractor to immediately remove any employee(s) from the work site. When the Government determines an employee to be: incompetent, careless, insubordinate, unsuitable, or otherwise objectionable, or the Government deems an employee’s continued employment is contrary to the public interest, inconsistent with the best interests of security, or is identified as a potential threat to the health, safety, security, general well being, or operational mission of the facility and its population.

The Contracting Officer or their designee may also request the Contractor to immediately remove any employee(s) from the work site(s) when it is determined that individuals are being assigned to duty who have been disqualified for either an unfavorable background investigation or security reasons, or who are found to be unfit for performing duties during their tour(s) of duty.

The Contractor employees who are removed from contract work shall be required to leave the work site immediately.

The Contractor must comply with any removal request. For clarification, a determination to remove an employee will be made for, but is not limited to, incidents involving the most immediately identifiable types of misconduct or delinquency, as set forth below:

➢ Failure to receive a suitability determination, temporary clearance, or clearance from GSA or a tenant agency.

➢ Violation of Federal, State, or local laws

➢ Violation of the Rules and Regulations Governing Public Buildings and Grounds, 41 C.F.R. § 101-20.3. This includes the carrying or possession of explosives or items intended to be used to fabricate an explosive or incendiary device.

➢ Neglect of duty, including sleeping while on duty, unreasonable delays, failure to carry out assigned tasks, conducting personal affairs during official time, refusing to render assistance, or cooperate in upholding the integrity of the security program at the work site.

➢ Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records, or concealment of material facts by willful omissions from official documents or records.

➢ Disorderly conduct, uses of abusive or offensive language, quarreling, intimidation by words or actions, fighting, or participation in disruptive activities that interfere with the normal efficient operations of the Government.

➢ Theft, vandalism, immoral conduct, or any other criminal action.

➢ Selling, consuming, or being under the influence of intoxicants, drugs, or substances which produce similar effects while in or on Federally-controlled property.

➢ Improper use of Government identification.

➢ Unauthorized use of communication equipment on Government property.

➢ Violation of security procedures or regulations.

➢ Violation of Title 18, U.S.C., Section 930, which prohibits the knowing possession or the causing to be present firearms or other dangerous weapons in Federal facilities and Court facilities.

The Contracting Officer or their designee shall make all determinations regarding the removal of any employee(s) from the work site(s), except under certain conditions. The Contractor shall ensure that all cards and keys are returned to the government within 24 hours.