838711snowPha.pdf

SCOPE OF WORK

FOR

SNOW REMOVAL SERVICES AT VARIOUS PAPMC SITES

I. PURPOSE

Philadelphia Asset and Property Management Corporation (PAPMC), affiliate of the Philadelphia Housing Authority (PHA), is inviting contractors with demonstrated experience to provide snow and ice removal services to various PAPMC locations throughout the City of Philadelphia, as defined in Exhibit I and Exhibit II.

The selected Contractor will be required to provide PAPMC with comprehensive professional snow and ice removal, and will provide all management, personnel, materials, equipment, and transportation necessary to provide services to the locations listed. Other locations, not listed below, may be added during the term of the contract. This contract can be awarded to one or multiple vendors.

II. STATEMENT OF WORK

A. Snow removal services shall include snow plowing, removal and disposal of snow (if necessary), removal of ice and ice build-up, applications of salt or calcium chloride as needed to maintain bare pavement as weather will permit, and ensuring proper and safe access to the buildings and parking areas specified in this RFP as directed by authorized personnel.

B. Prior to the first snowfall to avoid the possibility of damaging curbing, shrubs, manholes, fencing, guard rails, electrical junction boxes and any other areas that are susceptible to damage because they are easily concealed by snowfall shall be staked out by the awarded Contractor. The snow is to be pushed back in accordance with instructions to be supplied by PAPMC/PHA authorized personnel.

C. Snow removal or application of snow-melting compounds will only commence upon the written direction of a designated PAPMC representative as appointed in writing.

D. All services are to commence at a time specified via email by the designated representative and should continue as necessary to ensure that specified areas are cleared of all snow or ice and will remain cleared until a subsequent weather event occurs. The work performed should take into account the current conditions and conditions in the forecasted future. For example, the contractor would be expected to apply extra snow melting compound and position the piled snow near drains if melting and re-freezing were expected in the next few days.

E. Snow is to be cleared from all entrances, exits, walkways, and all parking areas, at each location.

Specific areas to be cleared will be outlined at each property during the site tours, as well as the pre-performance meetings.

F. To eliminate ice build-up at any of the locations, PAPMC is requiring that the awarded Contractor properly treat all surfaces with a proper ice melt substance, and if needed, scrape problem areas, after every ice and/or snow storm. Surfaces are to be treated whenever slippery, and/or icy conditions warrant, and whenever it is requested by PAPMC.

G. SALT IS NOT TO BE USED ON ANY CONCRETE SURFACES. An approved ice melt or other substitute must be used. This will eliminate any damage to the concrete surfaces and reduced the awarded Contractor’s liability for repairs.

H. The awarded Contractor is responsible for removing snow and/or ice from all indicated sidewalk areas, and shall maintain a bare pavement policy on these areas. Mechanical methods may be used to remove snow and/or ice from all sidewalk areas, including but not limited to power brooms, snow throwers, snow blowers, salt spreaders, etc.

I. Storage of any ice melt product is the responsibility of the awarded Contractor and shall not be stored on any PAPMC property unless approved by management in writing.

J. The awarded Contractor shall furnish all trucks, plows, front-end loaders, salt/ice melt spreaders, and any other equipment needed as specified herein suitable for snow plowing, snow removal, ice removal, and salting. The awarded Contractor shall furnish with each separate piece of equipment, capable licensed drivers in sufficient numbers so as to operate the equipment efficiently. They shall also furnish additional drivers to relieve the regular drivers when extended periods of work are required.

K. The equipment must be in proper mechanical conditions, and fully equipped as required, for efficient operation; must be properly registered and insured in accordance with the laws of the State of Pennsylvania; and be equipped with accessories as required to meet the existing traffic conditions.

L. The awarded Contractor must provide a list of all upper-level management contact persons, who can be contacted in the event that services are needed. These contacts must be available 24 hours per day, seven days per week, including holidays, in the event that snow removal services are needed in an emergency event.

M. The awarded Contractor shall employ only competent people to do the work, and whenever the Contracting Officer shall notify the Contractor that any working person, in their opinion, is incompetent, unfaithful, disorderly, or otherwise unsatisfactory, such person shall be replaced and shall not be employed again except with the consent of PAPMC.

N. PAPMC reserves the right to hire equipment other than the awarded Contractor if the Contractor’s equipment does not report ready for service within one (1) hour of the time ordered. When such equipment, other than the Contractor’s, is employed, any expense incurred above the Contract price shall be borne by the awarded Contractor and such additional expense shall be deducted from any money due the Contractor.

O. Successful completion of services will be reported via email to all designated personnel within one hour of completion of services. Upon inspection of the work completed, the designated representative, will determine if the work has been completed satisfactorily. If the designated representative determines that the work or any portion thereof is unsatisfactory, the Contractor will be required to cure the failure, at no additional cost to PAPMC, within two hours of written notification and instructions.

P. Unsatisfactory response to any or all of the listed services or requirements in this RFP can be a basis for immediate termination of the contract.

Q. Invoices are to be received within 30 days of each snow event. Bundled invoices will not be accepted.

Failure to comply may result in delayed payment or non-payment.

III. CODES AND STANDARDS

A. All work is to be performed in accordance with any and all City, County, and State laws and regulations.

B. The Contractor shall carry out the requirements of this contract with such care and methods as not to result in damage to public or private property. Should any public or private property be damaged or destroyed as a result of the Contractor’s responsibility, the Contractor, at his/her expense, shall repair or make restoration as is practical and acceptable to PAPMC and/or owners of destroyed or damaged property promptly and within a reasonable length of time (not to exceed ten (10) days from the date the damage is reported).

IV. SITE INFORMATION

Attached to this solicitation as Exhibit II, you will find a listing of all the sites, with the main address for each.

V. PRICING

Bidders are being asked to supply an all-inclusive, firm-fixed price, per site, based on clearing different amounts (per inch) of snow accumulation, (including returning for ice removal services between weather events) or “salting only”. This price should include all costs associated with the administration of this contract, to include, but not limited to, all labor, materials, supervision, equipment, transportation, etc. As part of the all-inclusive pricing please include size of crew, number of trucks needed and hours required to complete the task.

For the purpose of determining the applicable snow removal pricing tier, snowfall accumulation shall be based upon the official National Weather Service/NOAA reported storm-total snowfall for Philadelphia International Airport (KPHL), as published by the National Weather Service or NOAA.

VI. SITE ACCESS

A. The Contractor shall establish and maintain effective email and telephone communication system with the designated PAPMC/PHA representative.

B. PAPMC shall facilitate the Contractor’s Services by providing access cards to the specified premises.

VII. PROPOSAL EVALUATION CRITERIA

A. Information submitted shall include but not be limited to:

i. Profile and Qualifications. Submit a profile of the company identifying its principals, primary services provided, areas of specialty and capabilities of professional and support staff. Submit the resumes and qualifications of all members of the business and of any subcontractors that will perform work pursuant to this RFP. In addition, state your understanding of the services that PAPMC requires and give a detailed account of how you will provide the services.

ii. Licenses: Submit a copy of pertinent licenses authorizing the proposer to perform the work pursuant to this RFP (copies of licenses are to be submitted as a requirement of this RFP).

iii. Statement of the Problem and Work Plan. State in concise terms your understanding of the requirements presented in this RFP.

iv. References. Submit at least three (3) client references, including names, addresses and telephone numbers, dates, types and extent of work that was performed.

v. Equipment List: Proposers will provide a current inventory listing of all snow-removal vehicles and equipment owned by their company or owned by any sub-contractors that will perform work for the pursuant to this RFP.

vi. Additional Information.

Any other information that may be helpful to PAPMC in evaluating the proposer’s qualifications, including but not limited to any particular expertise and knowledge the proposer may have in reference to this RFP.

B. MINIMUM REQUIREMENTS

i. Proposers must meet all of the requirements set forth in this statement of work;

ii. Proposers, their partners, agents, staff members and subcontractors, et al, must be properly licensed in accordance with the laws of the Commonwealth of Pennsylvania;

iii. Proposers must have performed similar professional work as set forth in this RFP;

iv. Proposers shall indicate availability to perform the work to be assigned by PAPMC;

v. Proposer must have access to all necessary equipment and have the organizational capacity and technical competence necessary to do the work properly and expeditiously