EC Snow Specs.pdf

DEPARTMENT OF GENERAL SERVICES

ELLICOTT CITY DISTRICT COURT/MULTI-SERVICE CENTER

Snow Removal Service

DETAILED SPECIFICATIONS

1. SCOPE OF WORK:

The contractor shall furnish all snow removal equipment, operators, insurance, gas, oil and maintenance for equipment and all sand, salt and all other incidentals necessary to clear and remove snow and ice from all parking areas and roadways located on the grounds of the Ellicott City District Court/Multi-Service Center, 3451 Courthouse Drive, Ellicott City, Maryland 21043, which is managed under the authority of the Department of General Services, Facilities Operations, an agency of the State of Maryland.

2. TERM OF CONTRACT:

The term of this contract shall be for a period of three (3) years, starting November 15, 2026 through April 30, 2029.

3. SITE VISIT:

A time and date has been established for a site visit on the Solicitation (Invitation to

Bid) of this contract. All bidders are encouraged to attend so they may have any questions answered pertaining to this contract, or contract documents.

4. QUALIFICATIONS OF BIDDERS:

The contractor shall have had three (3) years of successful experience providing snow removal service of the type specified in these specifications. Experience of the contractor officials may be used in evaluating the contractor’s experience. The names and addresses of other concerns or similar institutions for which prior comparable services were rendered by the contractor must be presented with the bid.

5. EQUIPMENT REQUIRED BY CONTRACTOR:

5.1 One (1) four-wheel drive vehicle with mounted snow plow and salt spreader.

This vehicle must be large enough to push or plow from the parking area and roadways.

5.2 One (1) front-end loader for the disposal of snow as directed by State Personnel.

5.3 One (1) dump truck must be equipped with salt spreader if 4 wheel drive (5.1, above) not on site.

Based on conditions, the Maintenance Supervisor/Designee will specify to the contractor the equipment to be supplied.

6. EQUIPMENT PROHIBITED:

Any track vehicle or any other vehicle not mounted on rubber tires is prohibited.

7. CONTRACTOR’S RESPONSIBILITIES:

7.1 The contractor using equipment listed in Section 5, above must start snow removal operations at the center within two (2) hours after having been notified by the Maintenance Supervisor/Designee.

7.2 The contractor shall be responsible to completely clear the parking area and roadways of snow and ice by plowing, salting, and sanding, and must ensure that all storm/lot drains stay clear of snow and ice.

7.3 The contractor shall furnish immediately afterward of this contract, the name, and phone number of two persons employed within the company who occupy a supervisory position and who will be made available to confer with the Maintenance Supervisor/Designee, on a twenty-four hour, seven day a week basis.

7.4 When hauling snow from the parking area is deemed necessary, it shall be the responsibility of the contractor to locate a dumping site and secure permission to use this site.

7.5 Should the contractor desire to push snow on the access roads leading to the Multi-Service Center parking lot, they shall be responsible for gaining the approval of the appropriate local jurisdiction.

8. STATE’S RESPONSIBILITIES:

8.1 The State is responsible for clearing snow and ice from all sidewalks and areas other than that identified as vehicle roadways or parking areas. The contractor shall cooperate with the State by allowing the State to shovel or push snow or ice from sidewalks into the parking areas or roadways to be removed by the contractor.

8.2 The State shall identify all parking area islands and boundaries with stakes on the inner edge of curbs wherever possible. The contractor shall be observant of such markings and take extreme care not to damage curbs or roadway surfaces in the performance of service under these specifications.

9. DAMAGE TO STATE PROPERTY:

9.1 The contractor, and/or representatives shall be held directly responsible to repair, replace, or restore to its original condition, to the satisfaction of the State, curbs, roadway surfaces, wheel stops, shrubbery, trees, buildings or any other State owned property which is damaged by the actions of the contractor, and/or representatives who provide service under this contract.

9.2 The contractor, and/or representatives shall be held directly responsible for any damage to privately owned property and shall hold the State harmless for such damages.

10. HOURLY RATE FOR EQUIPMENT:

Each bidder shall prepare their bid by quoting an hourly rate for the cost for equipment, operators, gas, oil, insurance, and incidentals necessary, to accomplish this snow removal task, regardless of snow accumulation.

11. HOURS ALLOWED FOR PAYMENT:

11.1 The contractor shall receive payment only for those hours and the specific use of equipment in actual operation. At any time the equipment has stopped operation, regardless of the reason, their compensation under this contract shall cease and shall not begin until their equipment resumes operation.

11.2 Records of the actual operation of the contractor’s equipment shall be kept by the site security force, or Maintenance Supervisor/Designee. The contractor must report to the on-site security force, or Maintenance Supervisor/Designee who shall record the time work begins and ends. The recordings, as well as any equipment stoppages, shall form the basis for the contractor’s compensation. If the contractor’s hours cannot be verified by the above method, the contractor will only be paid for those hours which can be verified.

12. UNSATISFACTORY SERVICES:

12.1 Where in the opinion of the State, unsatisfactory service has been provided, the contractor shall return to the site to remove snow or ice at the request of the State.

12.2 Where the contractor has been duly notified by the Maintenance Supervisor/Designee the service is deemed unsatisfactory, he shall have one (1) hour to return to the site to correct the deficiencies after having received such notification.

13. FAILURE TO RESPOND:

13.1 Should the contractor fail to respond to the request of the State as provided for in these specifications, the State has the option, directly or by contract, rid the site of any snow or ice from the parking area or roadway, and shall hold the contractor responsible for all costs incurred as a result of the contractor’s failure to respond.

13.2 Where the contractor has failed to respond and provide service specified in these specifications, they may be held in default of the contract, at the discretion of the State.

14. PAYMENT TO CONTRACTOR:

14.1 The contractor shall invoice for payment to the Maintenance Supervisor/Designee no later than thirty (30) days after having rendered a service for this center.

14.2 The contractor’s invoice must have their federal tax identification number on the face of the invoice.

14.3 The invoice shall be for the hourly bid rate multiplied by the number of verified hours for the specific equipment and specified chemicals used as described in Section 11 - Hours Allowed for Payment of the detailed specifications.

14.4 Invoices which represent incorrect hourly rates or unverified hours will be returned for correction without the State incurring any interest charges for late payment.

14.5 To avoid mailing problems please properly address all invoices to the following:

MAIL TO:

Department of General Services Ellicott City District Court/Multi-Service Center 3451 Courthouse Drive Ellicott City, Md. 21043

BILL TO:

Department of General Services Fiscal Services Division 301 W. Preston Street-Accounts Payable- Rm 1309 Baltimore, Maryland 21201

15. PREPARATION OF BID:

15.1 Contractor shall prepare their bid by quoting a single hourly rate for each piece of equipment specified on the Bid Form. This quote will include all contractor charges including labor and material.

15.2 Alt#1 – The contractor shall provide a cost per 100 pound bagged chemicals.

15.3 Alt #2 – The contractor shall provide a cost per ton for chemicals.

15.4 Alt #3 – The contractor shall provide an hourly rate per employee for additional manpower/snow blower to assist DGS employees. Snow blower will be supplied by the contractor.

15.5 Alternates #1, #2 and #3 will be on an as needed basis at the discretion of the Maintenance Supervisor/Designee

16. BASE BID:

The Base Bid for this contract shall be a flat hourly rate for each piece of the required equipment for the three (3) year term of this contract which reflects all services as described in these detailed specifications. (Items #1, #2, #3 and #4)

17. BASIS OF AWARD:

The contract will be awarded to the responsive and responsible bidder who submits the lowest base bid for a total of the combined hourly rate for each piece of equipment.

(Items #1, #2, #3 and #4)

Bids must be based on one (1) unit of cost regardless of overtime (around the clock) or any non-normal work hours (nights, weekends, etc.). If requested, the agency reserves the right to select the use of either bulk or bagged chemicals.

Base Bid Hourly Rate per Vehicle:

Item#1 – Four Wheel Drive with Snowplow and Salt Spreader

(Words) (Numbers)

Item #2 – Dump Truck

(Words) (Numbers)

Item #3 – Front End Loader

(Words) (Numbers)

Item #4 Snow Blower/ Shoveling (for Entrances, sidewalks, steps) if funding is available/ as requested

(Words) (Numbers)

Total (Items #1, # 2, #3 and #4)

(Words) (Numbers)

Alternate #1 – Cost per 100 Pound Bagged Chemicals

(Words) (Numbers)

Alternate #2 – Cost per Ton for Chemicals

(Words) (Numbers)

Alternate #3 – Hourly Rate per Employee for Additional Manpower/Snow Blower

(Words) (Numbers)