RFI Questions.docx

RFI Q&A: Van Buren BPS Grounds Maintenance and Snow Removal

1. Who is the incumbent contractor and what is the dollar amount of the awarded contract?

a. BERNAICHE PROPERTY MAINTENANCE LLC - 70B03C24P00000248; $210,114.85

2. How do we take care of weeds/grass around base of fence and in drainage areas?

a. Please keep weed/grass free with environmentally friendly products to remove weeds/grass from these areas.

3. Snowblower-Only Restriction on Driveway:

The SOW outlines general snow removal requirements but does not specify that the driveway must be cleared exclusively by snowblower (no plowing) due to limited property width and proximity to a snowmobile trail.

a. I specifically tell vendors that we cannot tell them how to perform their work, but recommend they use a snowblower to clean the driveway as they cannot put snow on either side of our driveway due to adjacent property owners concerns of property damage. If the vendor wants to plow the driveway and not snow blow it, they can. I am helping the vendor to not have to deal with the property owners, because if the vendor causes the damage, I will direct the property owner to the vendor.

4. Zero Tolerance for Snowbanks Anywhere Onsite:

While snow placement and hauling offsite are addressed, the SOW does not prohibit the formation of snowbanks anywhere on the property. The current expectation for zero snowbanks significantly increases labor, time, and snow relocation needs.

a. We don’t have an expectation of zero snowbanks on the property; we have areas where snowbanks do not work for us. A pre-snow walk thru (in October) with the vendor will allow us to show them where banks are allowed and not allowed. We cannot have snow pushed on our eave drainage areas or up against camera/light poles and allowed to freeze due to maintenance issues. Again, we cannot tell them how to perform their job, we can only make recommendations of how we would like it done.

5. Full Shoveling Around All Gate Mechanisms and Reader Stations:

Though the SOW requires snow removal near access controls, it does not describe the complete hand shoveling around gate movement paths, lifting mechanisms, and card readers. These sensitive areas require careful, repeated handwork during and after each storm.

a. The hand shoveling around these areas is required after the storm is completed or only during a storm if it effects the operation of the mechanism/reader or it is freezing and will not be able to be cleaned after the storm. We don’t expect the vendor to keep these areas bare pavement cleaned during a storm all the time. They are busy keeping our other areas open. Once the storm is complete, we require these areas to be cleaned.

6. High-Volume Calcium and Salt Use Demands:

The SOW requires calcium on concrete and salt elsewhere but does not address the unusually high frequency and quantity expected per storm to maintain "bare pavement" at all times. This has a material impact on cost and operations.

a. We don’t always expect bare pavement during a storm. We do however require the area to be safe and free of injury causing obstacles. Our officers have bigger issues to worry about at the border than to worry if they are going to fall and hurt themselves while walking into the office. During the walkthrough, the vendors are told of our concerns.

7. 24/7 Pavement Standard Similar to Commercial Retail :

While the SOW requires snow removal before staff arrival, it does not mandate continuous, around-the-clock bare pavement service during and after snow events, regardless of time of day.

a. We don’t require bare pavement around the clock; we require our pavement to be clear of hazards and safe to walk on. The days after the storm, the sun comes out and melts the snow leaving water on the surface, over night this freezes and requires calcium or salting. I cannot help it if the vendor is in/from a different town than Van Buren and is a burden to come take care of it. We pay them to meet our requirements. We want our compound to be safe for all who work and visit, and our requirements met.

8. Dedicated Equipment Requirement:

There is no mention of requiring the contractor to dedicate large equipment (e.g., a $300k tractor) solely to this site for the season. If this is an implied requirement, please confirm, as it significantly affects overhead.

a. We don’t have a dedicated equipment requirement. I cannot tell the vendor how to perform their job. The vendor can use whatever equipment they want to use. When the job is not meeting our requirements, I can/will send emails/pictures to the CO to correct these issues.

9. Full Hand-Shovel Requirements for Expanded Areas (Tanks, Sheds, Platforms):

Handwork around holding tanks, fuel platforms, sheds, bollards, and other concrete-adjacent structures is mentioned only partially. The volume of hand labor required across these areas is extreme and should be clarified.

a. The areas requiring hand shoveling are described in the SOW. These areas need to be kept clean for maintenance purposes and to allow us to see possible leaks/spills of environmentally harmful products. We don’t expect continuous cleaning during a storm, only cleaned once storm has passed.

10. Contractor Liability for New Concrete Visibility and Cosmetic Scratches:

The SOW references general liability for damage, but not cosmetic-level scrutiny or monitoring of minor scrapes and chips on newly installed concrete.

a. This is correct. We expect our vendor to inform us of damage caused to CBP property at the time of occurrence, for example: if vendor drives their tractor on the sidewalk and pavement at the same time it can cause damage to the sidewalk edging and is not acceptable.

11. Planned Expansion to Include More Pavement and Lawn Areas/Proposed Changes with New Building:

There is no mention of the upcoming addition of new structures, lawn, and paved areas which would increase scope mid-contract. Please confirm whether this expansion is included or will be treated as a separate modification.

a. This area was addressed during the walkthrough. It will be included in this contract. The building will be completed before winter operations begin. The new building being built does have 3 overhead doors and 3 man-doors that will require shoveling during the winter and add about 1500sqft of pavement needing clearing. This will decrease the amount of lawn needing mowing by about 5000sqft, thus reducing the lawn maintenance requirement.