DCAM-27-NC-RFP-0005_Comprehensive_Snow_Ice_OpenGov.pdf

DCAM-26-NC-RFP-0003 | Comprehensive Snow and Ice Management Services

SECTION B

CONTRACT TYPE, SUPPLIES OR SERVICES AND PRICE/COST

B.1 The District of Columbia Government (the “District”), acting by and through its

Department of General Services (the “Department” or “DGS”), Division of Contracts and Procurement seeks multiple qualified Contractors to provide professional, Comprehensive Snow and Ice Management Services (the “Services”) as described herein. All Services, which include snow plowing, snow blowing, mechanical removal, ice melt application, anti-icing and deicing, sidewalk clearing, emergency response, and post storm cleanup.

B.1.1 All services hereafter shall be provided in accordance with the scope of work or (“SOW”) in Section [C] of this RFP, the Department’s Standard Contract Provisions (“SCP”) for Supplies and Services Contracts, January 2016 J.1, and other associated Contract Exhibits and Solicitation Attachments listed in [J] of this RFP and the proposed Contract.

B.1.2 The Department intends to award multiple contracts (the “Contracts”) identified as

Aggregate Award Groups (i) A – First Responder FEMS and MPD Sites; (ii) B – Wards 1&2; (iii) C – Wards 3&4; (iv) D – Wards 5&6; (v) E – Wads 7&8 and F – Maryland Jurisdiction. However, the Department reserves the right to award multiple Contracts to a single Contractor if it is determined to be in the Department’s best interest and most advantageous to the District.

A. For the avoidance of confusion and to provide clarification, it is the Department’s intent to make individual contract awards for each Aggregate Award Group, and a offeror (“Offeror”) is eligible to receive a single award of an individual Aggregate Award Group.

B. Interested Offerors are permitted to submit proposals to perform services for one

(1), or all Aggregate Award Groups.

C. Offerors shall submit price proposals to include pricing for all Contract Line Items (“CLIN(s)”) including such CLIN’s identified for the base period (“Base Year”) and all one-year option periods (“Option Year” or “Option Periods”) under each Aggregate Award Group, of which they submit a proposal.

D. Offerors failure to complete the price schedule(s) for all CLIN’s (as prescribed herein), covering all option periods, under an Aggregate Award Group of which they submit a bid, shall be sufficient to render a bid non-responsive and subject to exclusion from further evaluation in consideration of award.

B.2 TYPE OF CONTRACT

Pursuant to the District of Columbia Procurement Practices Reform Act of 2010 (PPRA), Section 403, Competitive Sealed Proposals, and in accordance with Title 27 DCMR Chapter 24 (§2402) governing Competitive Sealed Proposals, the Department intends to award multiple Indefinite Delivery, Indefinite Quantity (ID/IQ) Term Contracts resulting from this Request for Proposals.

DCAM-27-NC-RFP-0005 | Comprehensive Snow and Ice Management Services

B.2.1 Delivery or performance shall be made only as authorized in accordance with the Ordering Clause Section [G.10]. The Contractor shall furnish to the Department, when and if ordered, the supplies o7r services specified in the Schedule up to and including the maximum non-guaranteed aggregate value of $10,000,000.00. The Department will order at least the minimum value of $50.00 annually.

B.2.2 If the Department urgently requires delivery before the earliest date specified under this contract, and if the Contractor shall not accept an order providing for the accelerated performance, the Department may acquire the urgently required services from another source.

B.2.3 Task Order SBE Subcontracting Plan

SBE Subcontracting Plan may apply to all projects, and its requirement will be determined on a per Task Order basis.

B.3 AGGREGATE GROUP OR INDIVIDUAL ITEM – RESERVED [Intentionally Omitted]

Award(s) if made, will be issued to multiple Offerors for services at locations identified within individual “Aggregate Award Groups” herein. Offerors may submit proposals for one, all, or any combination of groups. Offerors must provide complete pricing for all Contract Line-Item Numbers (“CLIN”) within each specific Group.

EXHIBIT GROUP LABEL GROUP DESCRIPTION

J.7A Group A 1st Responders FEMS/MPD J.7B Group B Ward 1 J.7C Group C Ward 2 J.7D Group D Ward 3 J.7E Group E Ward 4 J.7F Group F Ward 5A J.7G Group G Ward 5B J.7H Group H Ward 6 J.7I Group I Ward 7 J.7J Group J Ward 8 J.7K Group K Maryland Jurisdiction

B.3.1 Proposals that omit pricing for any CLIN within a group will be deemed non-responsive and excluded from evaluation. Contractors shall perform the required services for all properties listed under each of the following Aggregate Award Groups.

B.3.2 The awarded Contractors shall perform the required services for all properties listed under each of the following Aggregate Award Groups.

B.3.3 Groups, as defined in J.7 A – K.

B.4 PRICING STRUCTURE AND COMPENSATION

All Snow & Ice Management Services contemplated herein will be performed under Task Orders and shall be compensated exclusively through Firm-Fixed Unit Rates established in the Contractor’s completed J.7 (A-K) – Price/Cost Schedule. These unit rates shall apply to all Task Orders issued during the Base Year and any exercised Option Years.

Task Orders issued under this IDIQ Contract will be funded, authorized, and priced solely based on the fixed prices associated with the applicable service category, accumulation level, and property/site identifier as listed in J.7 (A-K). The Contractor’s unit rates shall constitute the Contractor’s sole and exclusive basis for compensation for all snow and ice management activities performed pursuant to any Task Order.

1. Service-Rate Compensation Model

Service rates submitted by Offerors shall reflect fully-burdened pricing for each of the following service categories at each listed Targeted Property:

(a) Snow Melt Application Only

(b) Snow & Ice Removal – Accumulation ≤ 6 inches

(c) Snow & Ice Removal – Accumulation >6 inches to 12 inches

(d) Snow & Ice Removal – Accumulation >12 inches to 24 inches

1.1 Each service rate shall be a per-deployment, per-property fixed price and shall apply once for each twelve (12)-hour operational deployment period activated by the Department, in accordance with the SOW definition of “Deployment Period.”

2. Task Order Pricing & Ordering

All Task Orders will specify:

(a) The specific properties activated for service (as designated by Building ID, Facility Group, or Ward).

(b) The required service category (Melt Only, ≤6", 6–12", or 12–24").

(c) The accumulation level applicable to the Deployment Period, which determines the fixed unit rate used.

2.1 Payment for each Task Order will be calculated as:

2.2 (Number of Activated Properties × Applicable Accumulation-Based Unit

Rate). No hourly, time-and-materials, cost-plus, or pass-through charges are authorized. Only the fixed rates listed in J.7 (A-K) shall apply.

3. Fully-Loaded Pricing Requirements

All pricing submitted in J.7 (A-K) must fully include every cost necessary to deliver the services required by the SOW, including but not limited to:

(a) Direct Costs

Labor, crews, on-site operators, equipment operators, emergency response labor, mobilization staffing, snow melt materials, sand, salt, consumables, fuel, and site-specific operational resources.

(b) Equipment, Tools, Vehicles & Technology Plow trucks, skid steers, snow blowers, spreaders, brine equipment, tractors, transport vehicles, staging equipment, and all GPS/IT hardware required for real-time reporting into SMART DGS Salesforce. (All line-item values in J.7 (A- K) demonstrates property-level pricing logic.)

(c) Operational & Logistical Costs Scheduling, route deployment, dispatching, 24/7 snow season availability, standby obligations, push-back maintenance between events, travel, fuel, storage, warehousing, and environmental compliance related to salt/melt materials.

(d) Indirect Costs Home-office overhead, administrative support, insurance, licensing, bonding, project management, quality control, safety oversight, and all SCA and D.C.

Living Wage compliance obligations.

(e) Subcontractor Costs If applicable, subcontractors’ costs must be included in the firm-fixed rates. No markups are permitted under Title 27 DCMR §2420.4.

(f) Workforce-Related Requirements Holiday pay, wage escalations, overtime, benefits, PPE, training, continuing education, certifications, background checks, onboarding, reporting compliance, and replacement staffing.

(g) Profit Profits must be embedded within each fixed unit rate.

3.1 Prohibition on Additional Charges

No additional charges—labor surcharges, overtime premiums, equipment surcharges, mobilization fees, emergency fees, travel costs, administrative fees, or weather-contingent add-ons—shall be permitted under any circumstance. Only a Contract Modification issued by the Contracting Officer may authorize deviations from the fixed pricing schedule.

3.2 No Separate Reimbursements Except as Authorized

Unlike maintenance-based contracts, no parts-and-materials allowance CLIN or reimbursement pool applies to Snow & Ice Removal Services. All materials (snow melt, salt, sand, ice-melt for dog parks, etc.) are fully included in the unit rates submitted by the Offeror.

B.4.1 Price-Cost Schedule/CLIN Cost Summary

Offerors are required to submit their pricing proposals exclusively within the OpenGov pricing tables. The pricing schedules are not included within this RFP.

B.4.1.1 Final pricing, as applicable to the Contract, will be established post-award through negotiation and will be incorporated into the executed Contract. The negotiated pricing will be based on the Aggregate Award Group, ensuring alignment with the awarded scope of work and deliverables.

B.4.1.2 Offerors are reminded to ensure that all pricing inputs are accurate, complete, and submitted via the OpenGov platform by the specified deadline. Failure to comply with these requirements may result in disqualification from the evaluation process.

B.4.2 Minimum Order. The Department guarantees the minimum order for each awardee in an amount of fifty dollars ($50.00) for the base year and each of the option periods. The Department is not obligated to order any supplies or services beyond the stated minimum.

B.4.2.1 Maximum Order. For any Task Order, the maximum order limitation shall be no greater than the maximum contract ceiling amount.

B.4.2.2 Maximum Contract Ceiling. The maximum contract ceiling for each Contract period is outlined below:

APPLICABLE CONTRACT PERIOD MINIMUM ORDERING

VALUE

AGGREGATE, NON-GUARANTEED MAXIMUM

ORDERING CEIING

BASE PERIOD $50.00 $10,000,000

OY1 $50.00 $10,000,000

OY2 $50.00 $10,000,000

OY3 $50.00 $10,000,000

OY4 $50.00 $10,000,000

B.5 ACKNOWLEDGEMENT OF REVIEW OF CONTRACT DOCUMENTS.

Before submitting its bid in response to this RFP, the Offeror acknowledges that it reviewed all specifications for accuracy and completeness and is required to bring all such inconsistencies, deficiencies and or questions to the attention of the Department so that the Department can address any inconsistencies, deficiencies and questions by addenda to this solicitation. The Contractor acknowledges that any inconsistencies and or questions it identifies shall not be the basis for a change to the Contract’s terms and conditions.

B.5.1 Execution of the Contract by the Contractor is a representation that the Contractor has thoroughly examined all contract documents, including all details, estimated staff scheduling plans, and has satisfied itself before executing the Contract as to all matters that can affect the work and its cost, including: (1) the prevailing wage; (2) financial capacity; (3) availability of personnel to appropriately staff services; (4) familiarized itself with the risks and mitigation costs associated with providing the required services; and (5) in general, to have itself obtained all necessary information as to risk contingencies, and other circumstances which may influence or affect performance of the work. The Contractor waives all claims against the Department arising from or relating to such contingencies and conditions that are reasonably inferable from the contract documents.

B.6 DESIGNATION OF SOLICITATION FOR THE CERTIFIED SMALL BUSINESS

ENTERPRISE (SBE) SET-ASIDE MARKET

This RFP is designated only for Certified Small Business Enterprise (“SBE”) Offerors under the provisions of the “Small and Certified Business Enterprise Development and Assistance Act of 2014”, D.C. Official Code § 2-218.01 et seq., as amended.

B.6.1 Offerors must be certified by the Department of Small and Local Business Development

(“DSLBD”):

(a) as a SBE at the time of the Proposal Submission Deadline Section [L.4] to be eligible to participate in this solicitation and,

(b) and registered with the Department of Small and Local Business Development

(DSLBD) under NIGP Code 96872 – Snow and Ice Removal Services

B.6.1.1 Offerors who are not certified by the Department of Small and Local Business Development (DSLBD) as a Small Business Enterprise (SBE) and/or who are not registered with DSLBD under NIGP Code 96872 – Snow and Ice Removal Services at the time of the Proposal Submission Deadline shall be deemed non‑responsive, and their proposals will not be considered for award.

B.6.2 Joint Venture Exclusion. Pursuant to DC Code §§2-218.02 (1D) – (1E) and 2-218.39a, a joint venture is not a CBE; therefore, certified joint ventures are excluded from responding to this RFP. Offerors looking for specific information should contact the Department of Small and Local Business Development (“DSLBD”) directly at (202) 727- 3900.

B.7 SUBCONTRACTING REQUIREMENTS

B.7.1 An Offeror responding to this RFP that is required to subcontract shall be required to submit with its proposal, any subcontracting plan required by law. Proposals responding to this RFP shall be deemed nonresponsive and shall be rejected if the Offeror fails to submit a subcontracting plan that is required by law. For contracts in excess of $250,000, at least 35% of the dollar value of the contract shall be subcontracted in accordance with Section [H.9].

SECTION C

SPECIFICATIONS/WORK STATEMENT

C.1 EXECUTIVE SUMMARY

In general, the Contractor shall provide all management, tools, supplies, equipment, storage, vehicles and labor necessary to perform the required snow & ice removal and snow and ice melt services for the specified District of Columbia public facilities (“Services”) on a twenty-four (24) hours a day, seven (7) days a week basis. The intent of the awarded contract is to combat adverse weather conditions in a comprehensive, proactive, and orderly manner that results in a high level of quality and safety for the District of Columbia public. The months of service include, but are not limited to, December through May (“Snow Season”).

C.2 APPLICABLE DOCUMENTS

The Contractor shall comply with the most recent versions and any future revisions to all applicable federal and District laws, Court Orders, regulations, and policies whether listed herein or not to fulfill the required services. The following documents apply to this procurement and are hereby incorporated by reference:

Item

Document Type Title

Version/ Date

1 U.S. Law Environmental Protection Agency (EPA)

42 USC sections 6901-6976 Concerning Hazardous Substances and Waste

Most Recent

2 Federal Regulation Environmental Protection Agency (EPA)

Clean Air Act of 1990 Most

Recent

3 Federal Regulation EPA Level IV (universal) certification Most

Recent

4 Federal Regulation U.S. Department of Labor

Occupational Safety and Health Administration 29 CFR, Part 1910, Subparts A-P

Most Recent

5 Federal Regulation Title 40 Protection of Environment

CFR, Parts 260, 261, 264, 265, 268, 270, and 273 Most

Recent

6 Federal Regulation

41 CFR, Part 101-120 Public Contracts and Property Management

Subtitle C – Federal Property Management Regulations System Management of Buildings and Grounds

Most Recent

7 Federal Regulation National Emission Standards for Hazardous Air Pollutants Most

Recent

8 Executive Order Executive Order 13101

Greening the Government Through Waste Prevention, Recycling, and Federal Acquisition

Most Recent

Item

Document Type Title Version/

Date

International Code

Council International Building Code (IBC)

10 D.C. Official Code District of Columbia Construction Codes Most

Recent

11 D.C. Official Code D.C. Official Code, sections 10-1001-1005

Parks, Public Buildings, Grounds and Space Most

Recent

12 D.C. Law The Clean and Affordable Energy Act of 2008 Most

Recent

13 DC Website Department of Licensing and Consumer Protection (DLCP)

DC Department of Buildings (DOB) Most

Recent

14 DC Water Washington Suburban Sanitary Commission Most

Recent

15 DC Website Department of General Services Most

Recent

16 DC Policy OCP Directive 7000.00 dated January 1, 2015, “Environmentally Preferable Purchasing” Most

Recent

Accredited Specs and Standards

Public Buildings Maintenance Guides and Time Standards Most

Recent

Accredited Specs and Standards

American National Standard Institute (ANSI) Z245.1 Most

Recent

Accredited Specs and Standards Building Official Code Administration (BOCA)

Most Recent

Accredited Specs and Standards Green Seal

Most Recent

21 D.C. Official Code D.C. Code, Title 10

Parks, Public Buildings and Grounds Most

Recent

22 Federal Law U. S. Department of Justice American with Disabilities Act

C.2.1 The Contractor shall obtain any such licenses and permits that may be required from the

Department of Licensing and Consumer Protection (“DLCP”) and the D.C. Code and regulations which are stipulated by DLCP. The Contractor shall provide the services prescribed hereunder in accordance with all applicable industry standards such as ASNI, U.S. Department of Labor, Occupational Safety Health Administration (“OSHA”), federal, state and local municipalities ordinances and statutes, and all applicable equipment manufacturer’s recommendations, including BOCA, applicable D.C. Code and regulations to achieve the following:

C.3 DEFINITIONS & ACRONYMS

C.3.1 Definitions: These terms, when used in this RFP, have the following meanings:

C.3.1.2 Acceptance means an authorized representative of the Department has inspected and agreed that the work meets all requirements of this Contract, including documentation requirements.

C.3.1.3 Accumulation Level shall mean any of the following three (3) levels of snow or ice accumulation, or mixture thereof, resulting from a Storm (as determined by DGS based upon weather reporting, in Washington, DC, from the National Weather Services): (i) an accumulation level that is 6 inches or less; (ii) an accumulation level that is above 6 inches but less than 12 inches; and (iii) an accumulation level that is above 12 inches and less than 24 inches.

C.3.1.4 Approval means the Department, and/or the District, has reviewed submittal, deliverables, or administrative documents (e.g., insurance certificates, etc.), and has determined the documents conform to contract requirement. Department and/or District approval shall not relieve the Contractor(s) of responsibility for complying with Federal, District, and local laws, and regulations.

C.3.1.5 Additional Property Sites are new properties for which the Department assumed responsibility or otherwise acquired; property that was previously assigned to another Contractor; or a property that a Contractor was not awarded.

C.3.1.6 Aggregate Award Group A collection of multiple contract awards grouped together based on specific criteria, such as geographic location or service requirements, within a larger procurement framework. This grouping allows for the consolidation of contracts to achieve economies of scale, streamline administration, and ensure consistent service levels across the grouped entities. Each group is typically priced at firm fixed monthly rates, with provisions for adding or modifying locations within the group during the contract term.

C.3.1.7 Applicable Laws means all applicable federal and local laws, statutes, codes, ordinances, rules and regulations (whether existing now or subsequently passed, enacted, adopted or amended, at any time, during the term of an award made hereunder).

C.3.1.8 Assignment Notice A document provided by the Department notifying the Contractor of a new Property Site being assigned under their Aggregate Award Group (the “Property Site”).

C.3.1.9 Contract Specialist (“CS”) The Contract Specialist acts as a specialist and an

Administrative Assistant to CO in the proposal process.

C.3.1.10 Contract Term shall mean, in the case of any particular Contractor, the term of that particular Contractor’s Awarded Contract commencing upon the award date, continuing through those option periods (if any) so exercised by DGS, and lasting until its early termination or expiration thereof.

C.3.1.11 Contracting Officer (“CO”) Contracting Officer is the authorized individual appointed by a District Government Agency with the responsibility and authority to enter into, administer, and terminate contracts on behalf of the government. The Contracting Officer plays a pivotal role in the procurement process, ensuring compliance with applicable laws and regulations, conducting negotiations with potential contractors, and making decisions related to contract awards, modifications, and disputes. The Contracting Officer acts as a steward of public funds, safeguarding the government's interests while fostering fair competition and adherence to procurement policies.

C.3.1.12 Contracting Officer’s Technical Representative (“COTR”) COTR is responsible for the general administration of the Contract and advising as to the Contractor(s) compliance or noncompliance with all aspects of the Contract. The COTR has the responsibility of ensuring the work conforms to the requirements of the Contract Section [G.9].

C.3.1.13 Contractor(s) means the individual, firm, company, corporation, partnership, or combination thereof, contracting with the Department to the contract work. The Contractor(s) is one of the parties to this Contract.

C.3.1.14 Contractor’s Obligations shall mean all of the obligations imposed on the Contractor by this Contract.

C.3.1.15 Correction shall mean the elimination by a Contractor of any deficiency, error and or omission to the services and results provided under this Contract.

C.3.1.16 Deficiency means a lack of quality and/or sub-standard of work. For purpose of this solicitation, a deficiency is an item, or condition that is considered sub-standard, or below minimum expectations with regard to code, work product and safety.

C.3.1.17 Direct Cost is a cost that may be calculated and identified directly with a product, function, or activity and that usually involves expenditures for raw materials and direct labor.

C.3.1.18 District means all authorized District of Columbia (“DC” or “District”) Government agencies and their representative having authority over the District Owned/Operated Property.

C.3.1.19 District Operated Property means all property occupied, leased, or acquired by the

District under the terms of the contract, including District-furnished property.

C.3.1.20 District Owned Property means all property owned or acquired by the District under the terms of the contract, including District-furnished property.

C.3.1.21 District Quality Assurance means the various functions, including inspections, by the

District to determine whether a Contractor has fulfilled the Contract obligations pertaining to cleaning quality and quantity. District Quality Assurance is different from and is not a substitute for Contractor Quality Control.

C.3.1.22 Divisions refers to those “Divisions,” as defined by the Constructions Specifications

Institute (“CSI”) and are numbered therein and refer to the subject matter or trade. These expert formats are the national standard for construction specifications. Division can also mean a sub-department within a District Agency.

C.3.1.23 Environmentally Preferable Products (EPP) means all environmentally preferable products and services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose.

C.3.1.24 Extended Cost In accounting, an extended cost is the unit cost multiplied by the number of those items that were purchased. For example, four apples purchased at a unit cost of $1 have an extended cost of $4 (=$1 × 4 apples).

C.3.1.25 Exterior means all entrances, landing, steps, sidewalks, parking areas, facades, moats, and lawns located adjacent to the building and extending to the established property line.

C.3.1.26 Hardscape The man-made features used in landscape architecture, e.g. paths or walls, as contrasted with vegetation.

C.3.1.27 Holidays are holiday days observed by the District of Columbia Government.

The District recognizes the following holidays:

HOLIDAY DATE

New Years Day January 1st Inauguration Day (every four years conceding with US Presidential inaugurations) January 20th Dr. Martin Luther King Jr.’s Birthday 3rd Monday in January Washington’s Birthday 3rd Monday in February DC Emancipation Day April 16th Memorial Day Last Monday in May Juneteenth National Independence Day June 19th Independence Day July 4th Labor Day 1st Monday in September Indigenous People’s Day 2nd Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

i. Should a holiday fall on a weekend, the day designated by the Federal Government shall be recognized as the holiday.

ii. For Purposes of this contract, should the facilities providing special and unique services require business operations during any holiday, it shall be treated as a regular business day at no extra cost to the Department.

C.3.1.28 Indirect Cost is a cost that is associated with a product or service, but not directly attributable to just one product or service.

C.3.1.29 Inspections is a systematic practice of monitoring, at regularly scheduled interval inspections of the infrastructure conditions, unit placement, usage, signage/markings in support of DCMR mandates, etc.

C.3.1.30 Key Personnel The roles designated as Key Personnel are essential to the successful execution of the contract's deliverables, ensuring continuity, quality, efficiency, and compliance. These individuals must meet or exceed the minimum qualifications and experience requirements specified in the solicitation, and their availability and commitment must be maintained throughout the contract term. Before reassigning or substituting any Key Personnel, the Contractor shall notify the CO at least thirty (30) calendar days in advance, submit justification for the change—including the qualifications of the proposed substitute—to allow evaluation of the potential impact on the contract, and obtain written approval from the CO prior to proceeding with the substitution or reassignment. No changes to Key Personnel shall occur without prior written consent from the CO, ensuring adherence to contract requirements.

C.3.1.31 Liquidated Damages is a form of a monetary adjustment set by the Department to discourage service performance failures under this Contract. The rate of liquidated damages is based on the CO's assessment of all applicable factors related to scope. The stipulated Liquidated Damages are a reasonable estimate of the damage which would probably be caused by a breach or reasonably proportionate to the damages actually caused by the breach and not as a penalty.

C.3.1.32 Normal Working Hours is the time period of 6:00am – 8:00pm.

C.3.1.33 Offerors refer to any individuals, business entities or any combinations thereof, submitting a bid in response to an RFP.

C.3.1.34 Option Exercise Notice shall mean, in the case of any particular Contractor, the preliminary notice given to that particular Contractor by the CO stating the Department’s intent to exercising its option to extend the Awarded Contract for an option year.

C.3.1.35 OSHA – Occupational Safety and Health Administration (“OSHA”) is the Federal Government agency responsible for providing the rules and regulations on safety and health requirements in the workplace.

C.3.1.36 Pass shall refer to each fully performed round of a particular Service done by Contractor at a Targeted Property or Targeted Roadway. For example, a “Pass” shall have occurred once a Contractor has (i) fully performed one round of snow melt applications, or (ii) fully performed one round of either Snow/Ice Removal Services or Option Street Plowing Services, all of which at a Targeted Property or Targeted Roadway.

C.3.1.37 Prevailing Wage is defined as the hourly wage, usual benefits, and overtime allegedly paid to workers, laborers, and mechanics within a particular area as determined by the Service Contract Action Wage Determination, Davis Bacon, and/or the District of Columbia Living Wage Act; whichever of the applicable is higher. Prevailing wages are established by regulatory agencies for each trade and occupation employed in the performance of public work, as well as by State Departments of Labor or their equivalents.

C.3.1.39 Property Group When this term is used in the context of any one particular Contractor, it shall specifically mean only the Property Group (or, if applicable, the Property Groups) awarded or subsequently assigned by DGS during the Contract Term to that particular Contractor.

C.3.1.40 Property Sites. Both this term and the term “sites” are used interchangeably throughout this Contract. When this term is used in the context of any one particular Contractor, it shall specifically mean only those Initial Property Sites initially awarded (and, if applicable, all Additional Property Sites subsequently assigned by DGS during the Contract Term) to that particular Contractor.

C.3.1.41 Quality Assurance (“QA”) means any actions taken in order to ensure services meet

Contract requirements.

C.3.1.42 Quality Assurance Evaluation are the methodologies implemented to assess the adequacy of Contractor performance.

C.3.1.43 Quality Control (“QC”) refers to Contractor developed and implemented safeguards that ensure quality service are provided to satisfy the requirements of the Contract.

C.3.1.44 Quality Control Plan is a document that describes the actions (measurements, inspections, quality checks or monitoring of process parameters) required at each phase of a process to assure the process outputs will conform to pre-determined requirements.

C.3.1.45 Real-time. The actual time during which a process or event occurs. Relating to a system in which input data is processed, so that it is available virtually immediately for feedback.

C.3.1.46 Response Time means the time-period in which the Contractor, after initial notification by the Department, is required to be physically on the premises at the work site, with appropriate tools, equipment, and materials, ready to perform the required Work.

C.3.1.47 Salesforce a cloud-based Customer Relationship Management (“CRM”) software system.

Salesforce serves as the Department’s work order management system (“WOMS”), enabling DGS to track work order Service Level Agreements (“SLAs”) and oversee city-wide facilities work orGder request, and monitor contractor’s costs and performance.

Contractors are required to update the system in a timely manner and understand DGS will use the data as a contractor work performance indicator in annual and quarterly reviews.

C.3.1.48 Services shall mean any of the services contemplated herein for a Contractor to perform, including without limitation, Snow/Ice Melt Services, Snow/Ice Removal Services and Optional Street Plowing Services.

C.3.1.49 Service Level Agreements refer to formal standards between a service provider and a client that outline the expected level of service, performance metrics, and quality standards to be delivered. SLAs define the specific services to be provided, the responsibilities of each party, the measurable performance targets, and the consequences for failing to meet those targets. These standards serve as a framework for ensuring clear communication, accountability, and consistent service delivery, ultimately promoting a mutually beneficial relationship between the service provider and the client.

C.3.1.50 Specifications means the section of a document that contains written requirements outlining the materials, equipment, standards, and workmanship necessary for successful execution.

C.3.1.51 Standard Working Hours DGS is a 24hr operation and the Department's Standard

Working Hours are the time period of: 6:00 a.m. – 8:00 p.m. EST. For the purpose of this Contract, services shall be provided between the hours of 7 a.m. and 8:00 p.m. in accordance with the District Noise Ordnance.

C.3.1.52 Storm means any one snow or ice storm, or series of such storms occurring within a seventy-two (72) hour period as determined by DGS based upon weather reporting, in Washington, DC, from the National Weather Services;

C.3.1.53 Strike Contingency Plan is an established strike prevention plan that outlines or references positive elements intended to prevent work stoppages. The plan will also establish a specific guidance to supervisors and management officials regarding responsibilities with a work stoppage is threatened or occurs.

C.3.2 Acronyms

The following are acronyms used for the purpose of this solicitation:

C.3.2.1 CO Contracting Officer

C.3.2.2 COTR Contracting Officer’s Technical Representative

C.3.2.3 DCMR District of Columbia Municipal Regulations

C.3.2.4 DCPS District of Columbia Public Schools

C.3.2.5 DGS Department of General Services

C.3.2.6 DPR Department of Parks and Recreation

C.3.2.7 DSLBD DC Department of Small and Local Business Development

C.3.2.8 EPA Environmental Protection Agency

C.3.2.9 M&V Measurement & Verification

C.3.2.10 OSHA Occupational Safety and Health Administration (“OSHA”) is the Federal

Government agency responsible for providing the rules and regulations on safety and health requirements in the workplace

C.3.2.11 PPE Personal Protective Equipment

C.3.2.12 QCP Quality Control Program

C.3.2.13 SLA Service Level Agreement

C.4 BACKGROUND

DGS serves as the lead agency responsible for the management, operation, and maintenance of District government real property assets. DGS is committed to ensuring that all District-owned, leased, and managed facilities are maintained to high standards of safety, functionality, and appearance, both inside and out. The Department oversees more than eight hundred fifty (850) properties, including municipal buildings, schools, parks and recreation centers, warehouses, residential facilities, and vacant assets. As a service‑providing agency, DGS requires responsive, professional, and timely support across all facility operations. Consistent with the Department’s mission and values, the Contractor shall perform its responsibilities in a manner that supports positive customer service, rapid issue resolution, and dependable service delivery for all DGS tenants, partners, and stakeholders.

C.4.1 Services Level Agreement and Standards

The purpose of this contract is to establish the Contractor’s obligations to provide comprehensive, continuous, and proactive snow and ice management services for designated District of Columbia properties. The Contractor shall furnish all management, labor, equipment, vehicles, tools, supplies, and materials required to perform Snow Melt Services, Snow/Ice Removal Services, and, as directed, Optional Street Plowing Services for all assigned Targeted Properties and Targeted Roadways.

C.4.1.1 The specifications herein are a statement of the minimum level of Services and standards of performance that the Contractor shall abide by under the Contract, and all subsequently awarded Task Orders. They are not intended to represent maximum performance levels or limitation of the effort the Contractor shall expend to accomplish said work. The task and expectations related to the collection function are all inclusive.

C.4.2 Minimum Service Standards The specifications in this section represent the minimum levels of service and performance standards required under the Contract and all subsequently awarded Task Orders. These standards are not maximums and do not limit the Contractor’s duty to take all actions necessary to fully accomplish the work.

C.4.3 Safe and Continuous Operational Conditions

The Contractor shall maintain all pedestrian, vehicular, and operational areas in a safe, passable, and hazard-free condition throughout the Snow Season. Services shall be performed on a 24/7 basis as weather conditions require or as directed by DGS.

C.4.4 Mobilization and Deployment

The Contractor shall promptly mobilize upon notification of impending weather, comply with all deployment schedules and Notice-to-Proceed directives issued by DGS, and perform all required passes during each operational period.

C.4.4.1 The Department will issue an Official Deployment Notice including but not limited to the following:

1. Service Start and Durriation

2. Weather Condition Summary

3. Service Priority overview

4. List of locations authorized by the deployment through a SalesForce Report Link.

5. Any Deployment specific instructions

C.4.4.2 When and if practical the Department may provide notice with as much advance notice as practical but not less than 2-hours.

C.4.4.3 The Department retains full discretion to modify the Official Deployment Notice during an event as necessary. Deployment Modification Notices may be issued for, but are not limited to, changes in weather conditions, priority and property changes or Departmental needs.

C.4.5 Operations Planning The Contractor shall participate in a Department‑led, annual comprehensive pre‑season planning and readiness process. This process shall include, but is not limited to, joint site‑familiarization activities, operational dry runs, and logistics coordination to ensure the Contractor is fully prepared to execute services during actual inclement weather events. The first Department‑led pre‑season planning and readiness activities shall occur within the first thirty (30) days of the initial Contract award and annually thereafter.

C.4.5.1 As part of this process, the Contractor shall:

1. Conduct pre-season dry runs of snow and ice operations at all assigned locations to ensure Contractor personnel are familiar with site layouts, access points, surface types, hazards, and any operational constraints.

2. Identify and validate appropriate staging areas for equipment, materials, and personnel, ensuring readiness for rapid deployment in accordance with the Official Deployment Notice.

3. Assess and document potential impediments to deployment, including traffic patterns, gate access, security requirements, site-specific clearance challenges, and coordination needs with onsite building management or security teams.

4. Demonstrate that all equipment, materials, and operational plans—including routing, sequencing, and communication procedures—are in place to ensure full operational readiness during a Storm.

5. Participate in Department-led coordination meetings, as scheduled, to review deployment expectations, resource capacity, operational routes, and any site-specific issues identified during dry runs.

C.4.5.2 The Contractor shall be fully responsible for all labor, equipment, materials, and associated costs necessary to complete pre-season preparation and dry-run activities. No additional compensation shall be provided.

C.4.5.3 The Contractor shall develop and maintain a comprehensive and scalable Operations Plan that provides adequate staffing, equipment, routing, and management to fulfill all service requirements across multiple, concurrent Task Orders. The plan must accommodate different schedules, frequencies, and locations as authorized by the Department.

C.4.6 Compliance, Reporting, and Safety Requirements

The Contractor shall comply with all reporting requirements, environmental and safety regulations, equipment standards, communication protocols, and insurance obligations specified in this Scope of Work. The overall intent is to ensure consistent, reliable, and professionally executed snow and ice management services that protect public access and support uninterrupted government operations.

C.4.7 Contractor Resource Obligations The Contractor shall furnish all indirect costs and resources necessary for continuous, effective, and compliant snow and ice management operations, including but not limited to:

1. Mobilization capacity is sufficient to begin operations within two hours of notification of impending storms and to perform required passes throughout each 12-hour deployment period.

2. Project management, supervision, dispatch/command functions, and administrative support needed to coordinate services and communicate with the Contracting Officer’s Technical Representative (“COTR”).

3. Quality control and safety oversight consistent with OSHA, environmental regulations, and DGS safety protocols.

4. Scheduling, routing, dispatch operations, route adjustments, standby readiness, emergency callbacks, and integration of priority areas and Targeted Roadways.

5. Storage, staging, warehousing, and inventory management for all snow melt materials, equipment, and machinery, including environmental compliance.

6. Daily maintenance and snow-pile management, including pushing back piles, clearing excess sand or melt material, and maintaining safe conditions until directed to stand down by the COTR.

7. Insurance, bonding, licensing, and compliance with all Applicable Laws and District regulatory requirements.

8. Information technology systems for real-time reporting through SMART DGS

Salesforce, GPS tracking, time-stamped photos, and all required hardware/software.

9. Communications equipment and connectivity to maintain uninterrupted 24/7 availability of key personnel and staff during the Snow Season.

10. Training and certification in snow and ice removal, equipment operation, environmental compliance, safety standards, and reporting procedures.

11. All incidental expenses necessary to meet the Scope of Work, including costs associated with additional Targeted Properties, Newly Acquired Properties, Under-Serviced Properties, and Optional Street Plowing Services.

C.4.8 Scope of Responsibility at Properties

The Contractor’s responsibilities extend to all pedestrian, vehicular, and exterior travel surfaces at each assigned Targeted Property, including sidewalks, paths, stairways, ramps, parking lots, curb cuts, hydrant access, dog parks, interior pathways, and perimeter sidewalks adjacent to District facilities.

C.4.9 Unauthorized Services Unauthorized services—those performed without an official Notice to Proceed or outside an approved deployment schedule—shall not be compensated.

C.5 REQUIREMENTS & STANDARDS OF SERVICES

C.5.1 Targeted Properties

Contractor will be required to provide the Services at those “Targeted Properties” identified on J.7 (A-K). Contractor is responsible for all Services at an entire Targeted Property including but not limited to, sidewalks, paths, ramps, parking lots, curb-cuts, access to hydrants, permitter sidewalks adjacent to the targeted property building stopping only at private ownership. Contractor is strongly advised not to rely solely on the square footage information provided, as the Department cannot guarantee its accuracy. To assist in identifying all areas of a property, the Department will include visual mapping diagrams as part of the targeted property deployment. The Department has categorized each of the Targeted Properties into the following groups (each a “Property Group”):

1. FEMS/MPD

2. Ward 1

3. Ward 2

4. Ward 3

5. Ward 4

6. Ward 5A

7. Ward 5B

8. Ward 6

9. Ward 7

10. Ward 8

11. Jurisdiction X (Maryland)

C.5.1.1 DGS reserves the right, at any time, to either add and or remove properties (and streets and roadways) from the list of Targeted Properties awarded to a Contractor.

C.5.2 Targeted Roadways

If instructed by DGS, a Contractor will be required to perform the Services on any one or more Targeted Roadways in the event that other snow removal crews hired by the Department have failed to clear such streets or roadways within a timeframe acceptable to DGS.

C.5.3 Mobilization The Department expects the Contractor to take a proactive approach to pending inclement weather. Upon either:

1. notification by the Contractor to the Department of an impending Storm and subsequent issuance of an authorization to proceed by the Department, or

2. notification from the Department to the Contractor of an impending Storm, the Contractor shall mobilize manpower, equipment, and materials and have plows operating on-site within two (2) hours of receipt of the Official Deployment Notice or any Deployment Modification Notice, unless otherwise directed by the DGS COTR or designee. Mobilization shall be carried out as described in Section [C.4.4].

C.5.3.1 The Department expects that the Contractor shall take a proactive approach to pending inclement weather. Either upon notification by the Contractor to the Department of an impending Storm and issuance of authorization to proceed by the Department, or notification from the Department to the Contractor of an impending Storm, the Contractor shall have a two (2) hour (minimum) notification to mobilize manpower, equipment and materials and begin snow melt services, unless otherwise instructed by the DGS COTR, or designee. Mobilization shall be carried out as described in Section [C.4.4].

C.5.4 Snow Melt Services

1. At the direction of the DGS COTR, or designee, and prior to the start of a Storm, the Contractor shall mobilize and take all necessary actions to provide Snow Melt Services on all concrete pedestrian and vehicular travel areas, including, without limitation:

2. sidewalks, stairways, ramps, interior pathways, and parking lots using materials suitable for such surfaces;

3. all asphalt surfaces using materials suitable for asphalt; and

4. all dog-park areas using materials that are safe and suitable for pets.

C.5.4.1 The Contractor shall perform one or more Passes of Snow Melt Services to these pedestrian, animal, and vehicular areas as directed by DGS during a particular Storm.

C.5.4.1.1 The Contractor is solely and fully responsible for securing, storing, and maintaining all required supplies, materials, and equipment necessary to perform these services, without exception. No routine storage, staging, or stockpiling support will be provided by the Department.

C.5.4.1.2 During extreme weather events the Department may coordinate with the Contract to consolidate staging at Department determined locations to ensure centralized mobilization.

C.5.4.2 Ice‑melt products are preferred to be environmentally responsible, non‑harmful to pets (where appropriate), and equipped with a dye indicator to assist in application monitoring.

C.5.4.3 For the avoidance of doubt and notwithstanding anything to the contrary, Contractors are responsible for all Services at an entire Targeted Property including but not limited to, sidewalks, paths, parking lots, curb-cuts, access to hydrants, permitter sidewalks adjacent to the targeted property building stopping only at private ownership. At the time of such an event, the Department will provide the Contractor with:

1. A list of specific sites where services are required, and

2. A formal deployment schedule identifying the targeted properties for that event.

C.5.4.4 In the event the Contractor is unable to maintain the required stock of ice‑melt materials to meet the contract performance SLA under this contract, the Department may (if advantageous to the Department) supplement the Contractor’s supply using District‑procured materials. The Contractor shall replenish any supplemental materials provided by the Department with a one‑to‑one replacement within thirty

(30) days of supplementation. If the Contractor fails to restore the District’s supplemental stock within the required timeframe, the Contractor’s invoice shall be reduced at a rate of two hundred percent (200%) of the Department’s current supply contract cost for the equivalent one‑to‑one replacement.

C.5.5 Snow and Ice Removal

C.5.5.1 General

The Contractor shall maintain the Targeted Properties (to which it is awarded) free from all hazardous conditions that may develop from ice or snow including, without limitation, all entrances, steps, moats, landings, sidewalks, ramps, vehicular courts, parking areas and other approaches (“Snow/Ice Removal Services”). All areas involving vehicle, animal, or pedestrian travel, including without limitation, sidewalks, stairways, ramps, and parking lots shall be clear of all snow and ice at least one (1) hour prior to the beginning of business hours and, as needed, throughout the duration of the Storm. The Contractor will be expected to perform one or more Passes of Snow/Ice Removal Services to such Targeted Properties, as directed by DGS during a particular Storm.

C.5.6 Snow and Ice Removal Deployment Process

For the avoidance of doubt, and notwithstanding anything to the contrary, the Department will engage the Contractor for snow and ice removal services only upon issuance of an official deployment plan during an inclement weather event. At the time of such an event, the Department will provide the Contractor with:

1. A list of specific sites where services are required, and

2. A formal deployment schedule identifying the targeted properties for that event.

C.5.6.1 The Department is not obligated to request services at all locations within the awarded property group. Only those properties explicitly identified in the deployment schedule are authorized for service. The Contractor shall not proceed with any snow or ice removal services until a Notice to Proceed (“NTP”) is issued by the DGS COTR, or designee, for the specific weather event (see Section [H.13.7]). To clarify:

1. Not all awarded properties within a group will be included in every deployment.

2. The Contractor must strictly adhere to the deployment schedule and perform services only at the designated locations.

3. Unauthorized services—those performed outside the approved deployment schedule or without an…