Appendix 14 Snow and Ice Removal GB.pdf

Appendix 14

SNOW AND ICE REMOVAL

GSFC - Greenbelt

STATEMENT OF WORK

1. SNOW AND ICE REMOVAL:

Introduction: The Contractor shall remove snow and ice from the designated areas of the GSFC Campuses. Snow and ice removal includes all necessary services for a complete control and removal program for ice and snow accumulations from designated roads, bridges, parkway acceleration and deceleration ramps, parking lots, parking lot entrances and exits, and designated buildings, trailer entrances, sidewalks, stoops, steps, nitrogen tank areas, fuel tank areas, bus shelters, loading docks, handicap and service ramps. The Contractor shall provide complete removal of ice and snow accumulations down to clear, clean, dry pavement and surfaces.

Requirement: The Contractor shall provide all supervision, labor, equipment, supplies, and maintenance necessary to perform snow and ice removal. Refer to the attached snow plowing priority plans for roads and parking lots and for snow plowing priority plans for sidewalks. Work shall be completed in accordance with the performance sequences identified within the plan.

The Contractor shall clear all designated pavements to full widths to prevent melting runoff from re-freezing, clear all designated parking lot areas from edge to edge with corner spaces cleared and functional, clear sidewalk easements including all handicap ramps and curb cuts and clear storm drains and fire hydrants of snow and ice and remain accessible, in accordance with the priority of the road.

1.1.1. IDENTIFICATION OF PERSONNEL AND CONDITION OF EQUIPMENT,

COMMUNICATIONS, AND SUPERVISION

Requirement: The Contractor shall have the personnel, equipment, communication capability, and supervision to complete snow and ice removal.

The Contractor shall meet the following:

a. Personnel: Employees who are part of the normal complement will use their regular employee badges. The Contractor shall submit a complete listing of proposed employees needed for snow and ice removal that are not part of the everyday, on-site workforce. The Contractor shall identify citizenship and provide the list to the Task Order Monitor (TM) for review. Should any problems arise with the employees listed, the Contractor shall resolve the issue prior to bringing employees to the Center. GSFC issued badges shall be worn and fully visible at all times by all contract personnel.

b. Equipment: The Contractor’s vehicles shall be equipped with flashing warning beacons and audible and visual backup warning devices. All snow removal equipment shall arrive on site (GSFC), with a full fuel tank verified, prior to beginning work. The Contractor shall at all times assure that all equipment is operated in a safe and professional manner.

c. Communications: The Contractor shall provide the TM with reliable means of contacting authorized Contractor representative(s) 24 hours a day, 7 days a week.

All Contractor vehicles shall have direct two-way radio communications with the Contractor’s on-site representative.

d. Supervision: The Contractor shall designate a supervisor of snow removal operations who shall be present at all times on the job while work is in progress.

The Contractor’s supervisor shall be on the job to manage this effort from the Start Work Task Order to the completion, inspection and release of Contractor personnel and equipment by the TM. The Contractor’s supervisor shall maintain contact, at all times with the TM via cell phone.

1.2. RESPONSE TIMES/COMPLETION TIMES

Introduction: Snow/ice removal operations shall focus on providing the best conditions for the Center’s normal operating schedule of Monday-Friday, 6:00AM to 5:30PM and maintain 24-hour operation areas as identified in attached maps.

Requirement: The Contractor shall meet the following:

a. Response. Depending upon weather conditions at GSFC, both actual and projected, the Contractor shall respond when contacted by the TM. There will be no minimum ice or snow accumulation required before services are ordered.

b. Snow Plan – Notice to Proceed (NTP). When possible, the TM will provide the Contractor’s representatives with as much advance notice as possible for the “NTP”.

The Contractor’s complete mobilized work force shall be at GSFC within three hours of the official notification “NTP”. The Contractor shall provide complete and thorough treatment of areas by plowing, shoveling, and transporting snow/ice in conjunction with salt and chemical treatment using approved ice/melt and abrasive materials.

c. Completion Times. The Contractor shall complete the task scope of work within the designated number of hours from the end of the snow and ice precipitation to clearing of snow and ice from surfaces:

Snow Completion - Times Allowed

0 inch to 3 inch event – 6 Hours

3 inch to 5 inch event – 8 Hours

5 inch to 6 inch event – 10 Hours

6 inch to 9 inch event – 12 Hours

9 inch to 12 inch event – 14 Hours

12 inch to 15 inch event – 16 Hours

15 inch to 18 inch event – 18 Hours

18 inch to 21 inch event – 20 Hours

21 inch to 24 inch event – 22 Hours

Over 24 inches event – 24 Hours plus 1 hour for every inch over 24.

Ice removal completion times

0 inch to ½ inch event – 6 Hours

½ inch to 1 inch event – 8 Hours

1 inch to 1-½ inch event – 16 Hours

1-½ inch to 2 inch event – 24 Hours

2 inch to 2.5 inch event – 34 hours

2.5 inch to 3 inch event – 44 hours

3 inch to 3.5 inch event – 54 hours

3.5 inch to 4 inch event – 64 hours

4 inch to 4.5 inch event – 74 hours

4.5 inch to 5 inch event – 84 hours

At the discretion of the TM, an extension may be granted if the completion time does not interfere with core hours. This extension will not carry over into the following day’s core hours, 6:00AM to 5:30PM unless authorized.

If two separate events occur one after the other, then the Contractor shall be allowed the accumulated cleanup times to complete precipitation removal.

Service shall be performed on any day or night during the contract period including Government observed holidays. Services shall be performed as required on a 24-hour a day basis.

1.3. SNOW AND ICE REMOVAL OPERATIONS

Requirement: Ice and snow removal operations shall continually progress until the storm has passed and all contract work areas remain clear and safe as required in Section 3.3 of the FOMS III

SOW.

a. Contract Areas. The Contractor shall provide ongoing snow and ice removal from the start of a snow event to completion. The Contractor shall rework areas during the control and cleanup period due to snowing, drifting, or icing over in order to provide the required results. Extremely large accumulations of snow or ice due to the plowing processes shall be loaded and removed to the designated areas on either the East or West Campus as a supplemental service based on a NTP from the TM. Small accumulations of snow after an event if found to be affecting parking spaces shall be moved to a grassy area and shall not interfere with entrance to buildings or interfere with parking or traffic view.

b. Report. The Contractor shall report to the TM when its forces are on site and ready to start work. The TM shall note the actual time of snow/ice control and removal operations. Depending upon each individual storm intensity, time of day that the storm occurs, and the day of the week, the Contractor shall have areas cleared, deicing compounds and/or abrasives applied, and the Center open for business by 6:00AM weekdays.

c. Depth of Event. Officially recorded accumulations from both Ronald Reagan

National Airport and Baltimore Washington International Airport shall be averaged and used to determine depth of the event.

d. Backlash. During each adverse weather event, the TM will receive continuous weather updates for the Washington Metropolitan Area and continually monitor local GSFC conditions. Based upon these forecasts, should a storm retreat (backlash) over the GSFC area before the final inspection and acceptance, the backlash shall not be considered a new event, it is a continuation of the original storm. If an event stops or stalls, but restarts within 1hour, it will be considered as a continuation of the original event. If a significant amount of time occurs (1+ hrs) after the event stops and it starts snowing again it will be considered as two events. The TM will make this determination.

e. Snow and Ice. Should a storm start out as snow then change over to freezing rain, sleet or any combination thereof, and the accumulation does not interfere with or change the difficulty to continue with the original event, the event shall be considered as one event and billed as such. The TM will make this determination. If the event change over warrants a major change to the original removal process such as the change over from snow to freezing rain resulting in an accumulation of 1/4+ inch of ice, then this would constitute a major change to the snow removal process and billed as two events.

f. Equipment. The Contractor shall provide all necessary transportation vehicles, hand shovels, brooms, buckets for hauling deicing compounds and sand abrasives.

The Contractor shall have the means to tow vehicles.

g. De-icers. The Contractor shall not spread or apply any deicers or abrasives without the approval of the TM. The Contractor shall be conservative in the spreading of deicing materials so as to prevent excessive residue after event.

Contractor shall not use road salt on any concrete surface unless directed.

Contractor shall remove road salt from concrete walkways so as to prevent spalling of concrete surfaces. Excessive de-icing materials found after an event shall be cleaned away from entrances by the Contractor. Once notified by the TM the Contractor shall have one business day to clean.

h. Parked Vehicles. Snow shall not be intentionally piled up or around parked private or Government vehicles. The Contractor shall notify the TM when vehicles are abandoned or are in obstructive locations. The TM will notify appropriate officials to try to locate the owner of the vehicles. The Contractor shall carefully plow around all parked vehicles.

i. Parking Spaces. To successfully complete a job, every parking space shall be cleared and made fully accessible for use on all parking lots and roads. Only an unusually heavy snow accumulation or several consecutive snowstorms in which it becomes difficult to push snow off the pavement areas will justify the loss of any parking spaces. The TM shall inspect any lost parking space for justifications before final acceptance is granted.

j. Interference. Work shall be executed in such a manner as to interfere as little as possible with normal functions of GSFC as a whole, including the operations of utility services, fire protection services, construction activities, any existing equipment, work being done by others, as well as, to provide unobstructed access to GSFC areas required to remain operational.

k. Sand Buckets. After each snow event, the Contractor shall ensure sand buckets and scoops remain at the entrances of the buildings and replenish/replace them as required.

1.4. Notification

Upon notification, the Contractor shall perform the required services continuously throughout the event, keeping all contract areas clear of accumulated ice and snow to maintain safe access in all areas.

Refreeze Coverage

Introduction: After all snow is removed from roads, parking lots and sidewalks, as required, the Center is typically exposed to refreezing events. During the day snow and ice melt, but then refreeze at night. This will happen with no additional precipitation.

Requirement: During refreeze coverage, the Contractor shall inspect the entire Center and shall re-salt or re-sand any area that has re-iced prior to 6:00 AM every day. During the day, the Contractor shall respond to trouble calls to provide additional services of salting and sanding.

The Contractor shall maintain an active hot spot freeze/re-freeze Center map of trouble areas that consistently have refreeze issues during the melting of ice and snow. Sometimes these areas will be frozen when temperatures are above 32 degrees Fahrenheit. The Contractor shall inspect the Center, and specifically these trouble areas, and shall re-salt or re-sand any area that has re-iced prior to 6:00 AM every day.

1.5. INSPECTION AND ACCEPTANCE

Introduction: Upon Contractor notification to the TM that an area has been completed, the TM will perform a total visual inspection and approve/disapprove the work. All areas must be approved for the event to be closed.

Requirement: Unacceptable areas shall be identified and immediately provided to the Contractor in the form of a punch-list. All unacceptable areas shall be reworked to meet the SOW requirements.

All contract areas shall be in an acceptable condition before any Contractor personnel and equipment are released. The Contractor’s work force, equipment, or supervisor shall not leave GSFC until acceptance by TM is given, or permission is granted by the TM to operate at a reduced effort.

1.6 SPECIAL AREAS OF CONSIDERATION

Introduction: Areas, roads, sidewalks, parking lots, building and trailer entrances at GSFC have been prioritized for snow and ice removal depending on building function and mission. The areas of priority have been color-coded and are shown in attached maps.

Requirement: The Contractor shall remove snow and ice from areas of priority as follows:

PRIMARY / GREEN AREAS: The Primary roads and parking lot surfaces represent 80% of the total square footage on center. The Primary sidewalk surfaces represent 40% of the total square footage on center. For areas identified as Primary the contractor shall remove snow from all designated areas to include roads, bridges, ramps, snow emergency routes, parking lots, steps, sidewalks, entrances and exits. These areas shall be cleared in accordance with the durations set forth in section 1.2. Additionally, they shall be cleared intermittently when snow accumulations reach a maximum 3 inches, which may require multiple snow/ice removal passes throughout the event.

Doors shall be cleared and able to be opened at all times.

SECONDARY / ORANGE ROADS and PARKING LOT AREAS: For parking lot areas identified as Secondary the contractor shall remove snow and be completely cleared to pavement surface within the specified completion time as stated in Section 1.2.

SECONDARY / ORANGE SIDEWALK AREAS: For sidewalk areas identified as Secondary the contractor shall remove snow and ice completely cleared to pavement surface within the contractually required time as allowed for a Priority 5 Work order. Clearing of these secondary sidewalk areas shall begin after the event ends. Should back to back events occur the time to clear to pavement will be based on the latest event.

TERTIARY / RED AREAS: For Parking Lot areas identified as Tertiary the contractor shall block these with barriers and signs prior to the snow event. They will remain closed until the snow/ice in those areas naturally melts away. The contractor shall remove the barriers and signs from these areas once the pavement is clear of snow and ice.

HANDICAP SPACES: There are approximately 136 designated employee and visitor handicap parking spaces located in approximately 33 different surface parking lots across the campus. The Contractor shall ensure the entire parking space and adjacent pedestrian access island, sidewalk, sidewalk curb cuts, steps and ramps are fully cleared to bare, dry pavement. Ramp and step handrails shall be clean and free of ice or snow. Remove snow that may separate handicap ramp from the main adjacent sidewalk. The Contractor shall provide particular attention to all handicap areas to ensure they are free of ice and snow for safe access for handicap individuals from their vehicles to the adjacent sidewalks. As conditions warrant, the Contractor shall apply sand in conjunction with de-icing compounds.

1.7 MATERIALS

Introduction: The Government will provide storage for the supplies of salt, sand, and de-icing materials to be used. Supplies of salt and sand will be available for use at contract start. The Contractor shall replace all materials used in either the salt dome or sand dome.

Requirements: The Contractor shall meet the following:

a. Large spills or excessive use (as determined by TM) of ice melters and/or sand or salt that may pose a cleanliness, safety, or environmental hazard shall be immediately cleaned up by the Contractor.

b. Sand shall be washed concrete sand.

c. Salt shall be rock salt (sodium chloride).

d. De-icing Compound shall be an approved flake potassium chloride compound.

When not properly applied according to manufacturers’ recommendations and weather conditions, and there are excess materials, the Contractor shall be required to clean the pavement areas after the storm has ended. Contractor shall calibrate spreader equipment in accordance with the spreader/controller system manufacturer's requirements and recommendations before winter operations begin, after maintenance is performed and if excessive material is left on the road after an application.

The Contractor shall provide a report no later than 7 days after each snow/ice event documenting the quantity of salt, brine and de-icing compound used during the event. The Contractor shall define the quantity in terms of the volume of bulk product (number of front-end loader buckets used) and number of bags (define weight of each bag) used.

Supplemental Services

Introduction: The Government may order supplemental services from the Contractor as follows:

Load and haul snow/ice mounds resulting from plowing operations - After severe or multiple storms plowed snow and ice accumulates into large mounds restricting parking, turning radii, and lines of sight for vehicles and pedestrians creating unsafe conditions. The TM will contact the Contractor and issue a “Start Work Task Order” to load, haul, and dump accumulated snow/ice mounds at predetermined locations on the Main (West) Campus.

Apply Brine prior to event – When conditions warrant, the application of Brine on the roads, parking lots and sidewalks prior to the start of an event may be advantageous for reducing the accumulation of snow or ice during the event. The TM will contact the Contractor and issue a NTP to apply Brine to the Primary/Red Areas and Secondary/Orange Roads/Parking Lots only, as defined in the attached roads and parking lot maps. Brine application shall be priced as a stand-alone task and in conjunction with snow/ice removal.

Requirement:

Load and haul snow/ice mounds resulting from plowing operations - When issued a Start Work Task Order, the Contractor shall load, haul, and dump snow/ice mounds located on the East Campus, West Campus or outlying areas at the specified location on the West Campus. The Contractor shall be responsible for assuring the areas cleared of mounds of snow/ice are in the same condition described previously.

Apply Brine prior to event - When conditions warrant, the Contractor shall provide all equipment, material and labor to load, haul, and apply Brine to all Primary/Red Areas and Secondary/Orange Roads/Parking Lots as defined in the attached roads/parking lot map.

Should the TM issue a start Work Task Order for supplemental services, all provisions of this contract will be enforced. The Contractor shall invoice separately for any supplemental services provided.

1.8 GOVERNMENT SUPPLIED MATERIALS AND SPACE

Introduction: The Government will provide gasoline, diesel, materials and storage areas for the Contractor.

Gasoline and diesel fuel (for trucks, snow blowers, skid loaders, snow tractors, snow brooms and miscellaneous equipment) will be provided by the Government. Government supplied fuels and materials are intended for use ONLY during snow/ice removal operations at GSFC. The Contractor shall start a snow or ice event with all Contractor-owned vehicles and equipment filled-up or topped off when they enter the Center. At the end of a call order, the Contractor-owned vehicles and equipment may be filled to the same levels.

B.28 parking lot is a staging area for West campus snow equipment. The equipment shall be removed when snow season is over. Brine storage tanks shall be located in a designated area near the SE corner of B.25. Contractor shall be responsible for cleanup of any fluid or brine spills that occur in these areas.

1.9 PROTECTION OF GOVERNMENT AND PRIVATE PROPERTY

Introduction: All Government property in and around the contract areas including but not limited to trees, shrubs, lawns, light and signposts, catch basins and manhole covers, railings, etc. shall be carefully worked around to avoid unnecessary damages. The Government will accept normal wear and tear. The Contractor shall repair or replace any property damaged while meeting the requirements of the SOW.

Requirement: The Contractor shall be solely responsible for any damages to private or Government property (i.e., automobiles, etc.) resulting from snow/ice removal operations. The Contractor shall be required to immediately notify the TM when such an incident occurs. The Contractor shall take immediate necessary action to resolve the issue if damage occurs to Government or private property.

1.10 USE OF GOVERNMENT FACILITIES

Introduction: The Government will provide parking, restroom, and lunchroom facilities during snow removal periods.

Requirement: Contractor employees engaged in snow removal shall park only in the Building 8 West parking lot. The Contractor shall be responsible for supplying, distributing, and managing all Contractor vehicles, supplies, tools, materials, and equipment necessary to perform the required tasks including all necessary towing of disabled Contractor vehicles, repairs, and maintenance.

The Contractor’s personnel shall be allowed full use of Building 4 lunchroom facilities and restrooms. The Contractor shall keep these areas in a clean and tidy manner during and after use.

1.11 SPECIFIC CONDITIONS

Introduction: The Government further describes details regarding snow/ice removal.

Requirement: The Contractor shall meet the following:

a. Pavement Conditions. The Contractor shall provide a clean, clear, and non-slippery pavement surface free of snow and ice accumulations.

b. Entrance. At no time shall any building entrance become inaccessible due to heavy or drifting snow or ice accumulations that would impede the admittance or exit of emergency equipment and personnel. All entrances, stoops, sidewalks and walkways shall be cleared the full width down to a clean dry surface area.

c. Paved Areas. All specified road and parking areas shall be fully cleared from edge to edge with all parking spaces available for use when completed.

d. Loading Docks. Service loading docks and steps down to the road surface shall be cleared of all ice and snow. Step landings shall be cleared out away from the platform.

e. Nitrogen Storage Tanks. Nitrogen storage tank areas shall have all ice and snow accumulations removed from entrance gates to allow for uninterrupted deliveries. Ice and snow removal inside the fenced areas is not required; however, gates shall be able to swing open fully and away.

f. PRIMARY / RED AREAS. All PRIMARY / RED AREAS shall be open and passable to employees, security, and emergency vehicles regardless of storm duration or intensity.

During prolonged storms or storms of unusual intensity all other areas shall continue to be plowed as conditions allow but shall be considered to be of secondary importance. The TM shall instruct the Contractor of the Government’s intentions and desires as the storm and call order period progress.

g. GSFC Status. The TM will advise the Contractor of the GSFC status as to closure, delayed opening, or early departure as described in the GSFC snow announcement for Greenbelt. In order for the TM to recommend a status to GSFC management, the Contractor shall provide information to the TM such as time needed to complete snow/ice removal operations, traffic hindrance etc. The information will be used to determine the GSFC status. Status is determined by approximately 4:00 AM on workdays.

1.12 STAND-BY STATUS

Introduction: The Government may elect to place the Contractor on stand-by status, depending on national, regional, and local weather forecasts that a storm is approaching the local area.

Requirement: Upon notification from the TM placing the Contractor in a “Stand-by” status, the Contractor shall report to GSFC as described in Section 1.2, Response Times/Completion Times, completely staffed and all snow/ice removal equipment on-site. Should the storm not materialize as predicted, the Contractor shall be compensated for mobilization and demobilization as stated in the Contract Pricing Schedule. If the forecasted storm arrives in the local area and the TM issues a “Start Work Task Order,” the Contractor will be reimbursed for the particular event in accordance with the Contract Pricing Schedule based on the depth of snow and ice and the stand-by fee for the particular event will not apply.

1.13 DELIVERABLES

Contractor shall provide a Post Event Report for all events within 7 workdays of the end of each event. The report shall include the following items:

a.) The quantity of salt, brine and de-icing compound used during the event. The Contractor shall define the quantity in terms of the volume of bulk product (number of front-end loader buckets used) and number of bags (define weight of each bag) used.

b.) The number of subcontractor personnel admitted on center by job title: supervisor, grounds men, pushers, plow operators, etc.