Sources Sought V2.pdf

FA462025RA905

This sources sought notice is for informational and planning purposes only.

Fairchild AFB, WA is seeking information on companies that provide all personnel, tools, labor, equipment, supervision, and other items required to perform snow removal services of parking areas (estimated 334,031 square yards) and sidewalks (estimated 55,509 square yards) located at Fairchild AFB (FAFB). This requirement specifically excludes the airfield operations surfaces and military family housing.

This requirement most likely falls under NAICS 561790, Other Support Activities for Road Transportation, Snow Removal, Highway, with a size standard of $9.0M. The PSC is likely S218 Snow Removal/Salt Service.

This sources sought notice is for informational and planning purposes only. Pricing information is not being requested at this time. It does not constitute a solicitation and is not to be considered as a commitment by the government. All firms responding to this sources sought notice are advised that their response to this notice is not a request that will be considered for contract award. All interested parties shall be required to respond to the resultant solicitation separately from their response to this sources sought notice. A responsible potential source shall have registered with the System for Award Management (SAM). The government seeks to find any business that is capable of preforming this requirement.

Interested contractors shall provide their business category (small or large). The response should be one page providing the following information:

• Business Name and Address

• CAGE Code

• Size Classification

• Socioeconomic Classification Based on NAICS Size Standard

• Point of Contact

Include a one page attachment outlining the company's capabilities and evidence of your company’s experience providing the required vehicles to include:

• Contract Numbers

• Project Titles

• Dollar Amounts

• Points of Contact

FA462025RA905

Soruces Sought

Responses due no later than 23 December 2024 @ 2:00PM Local Time

FA462025RA905

1. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, tools, labor, equipment, supervision, and other items required to perform snow removal services of parking areas (estimated 334,031 square yards) and sidewalks (estimated 55,509 square yards) located at Fairchild AFB (FAFB). This requirement specifically excludes the airfield operations surfaces and military family housing.

See Appendix A for a complete listing of distances and areas categorized by priority level.

1.1. BASIC SERVICES. The contractor shall remove snow from all parking lots and sidewalks to within ¼” of hard pavement surface as identified in Appendix B. The contractor shall remove snow, including slush, drifts or piles as identified, from all surfaces in parking lots and sidewalks as shown on the map in Appendix C.

1.2. SNOW EVENT DEFINITION. A snow event for the purpose of this contract shall be defined as the total accumulation of snow from snowfall start to snowfall end. The criteria period starts when the first measurable snow accumulation (usually ¼-inch or more) occurs.

The Spokane National Weather Service located at 2601 N Rambo Road shall be the authority having jurisdiction on total snow event accumulation amounts. Official hourly readings can be found at: https://www.wrh.noaa.gov/mesowest/getobext.php?wfo=otx&sid=KSKA&num=72&raw=0.

In the event that hourly readings are not available due to onsite equipment failure or outages, the fallback readings would be found at:

https://www.wrh.noaa.gov/mesowest/getobext.php?wfo=otx&sid=KGEG&num=72&raw=0.

1.2.1 The fallback readings do not supersede readings from the primary website, unless no readings are available on the primary website for the entire snow event.

1.3. SERVICE NOTIFICATION. The government shall notify the contractor on each occurrence where the services outlined in this PWS are required. Priority 1 snow removal will be priced separately from Priority 2 snow removal and will be one price each per push. One notification by an authorized individual to the contractor equals a full response to the workload specified by the caller. Example: Contractor is notified that a Priority 1 response is required, and the contractor responds within the specified timeline outlined in para 1.4 and nothing more. A second notification by an authorized person is made, if the contractor’s services are required for Priority 2 areas and one call equals full removal of only that category. Example: Contractor is notified that a Full Push of Priority 1 and Priority 2 areas are required, and the contractor responds within the specified timeline outlined in para 1.4 and 1.5.

1.4. Snow removal in Priority 1. Areas shall be started within 1 hour of notification with complete removal within four (4) hours of the last ¼” of snowfall. This Priority must be maintained throughout the snow event. Snow shall not be plowed in a manner that obstructs streets, parked vehicles, fire hydrants, refuse dumpsters, obstacles (i.e. water valves), parking lot entrances, exits, or intersections. A minimum of 80% of the parking lot shall be cleared. In the event of an obstacle (i.e. excessive number of vehicles) the contractor shall notify the assigned Contracting Officer’s Representative (COR) and request further instructions. The contractor shall push snow to the outside edges of the parking lots whenever possible. The contractor is not required to haul the snow berms at the edges of the parking lots that result from plowing. Snow plowed adjacent to the flight line perimeter (fence or walls) shall not be stacked against the flight line (fence or wall). All identified sidewalks shall be entirely cleared of snow.

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1.5. Snow removal in Priority 2. Areas shall be started within 4 hours of notification with complete removal within seventy-two (72) hours. Snow shall not be plowed in a manner that obstructs streets, parked vehicles, fire hydrants, refuse dumpsters, obstacles (i.e. water valves), parking lot entrances, exits, or intersections. A minimum of 80% of the parking spaces shall be cleared to mitigate obstructions. In the event of an obstacle (i.e. excessive number of vehicles) the contractor shall notify the assigned COR and request further instructions. The contractor shall push snow to the outside edges of the parking lots whenever possible. The contractor is not required to haul the snow berms at the edges of the parking lots that result from plowing. Snow plowed adjacent to the flight line perimeter (fence or walls) shall not be stacked against the flight line (fence or wall). All identified sidewalks shall be entirely cleared of snow. One call to the contractor equals a single push of the workload.

1.6. RECURRENCE OF SNOWFALL. In the event of snowfall recurring after the first snowfall has stopped: The contractor shall continue clearing the Priorities they were notified to accomplish.

The government reserves the right to make a second notification to the contractor if forecasts are favorable for significant snow accumulation totaling over 6 inches. This can/may occur while the contractor is actively plowing from the initial notification. If this occurs, the contractor will continue plowing the full workload initially identified until completed and then start over with a new response for the second call. A new 72 hour period will also start upon snow end. If the government does not make a second call prior to 6 inches of accumulation as defined by the National Weather Service, the contractor will be credited for a double push and only plow one time and not be required to start over.

1.7. PARKING LOTS. Parking lots are to be sufficiently cleared to allow use of a minimum of 80 percent of open, vehicle free, parking spaces. The contractor shall contact the dormitory managers, at least one day in advance, to schedule a day(s) to clean the dormitory parking lots so that the dormitory manager can arrange to have the cars moved. Note: There are roadways identified that are considered part of the parking lot workload. The contractor shall ensure that snow berms are not piled to block the normal flow of traffic in these areas.

2.0. ADDITIONAL REQUIRED SERVICES.

2.1. SIDEWALKS. Sidewalks are to be sufficiently cleared to a snow depth of not more than 1/4 inch the full width of the sidewalk.

2.2. SNOW BERMS. Snow plowed adjacent to the flight line or perimeter fences shall be plowed away from CMU block walls or fences to prevent potential security risks.

3.0. ADDITIONAL INFORMATION

3.1. VEHICLE STAGING. The government will provide a location for vehicle staging. This location is open air and does not have basic utilities.

3.2. DAMAGE. The contractor shall be responsible for any damage to privately owned property and government owned property caused by contractor personnel or equipment during plowing operations. The contractor shall immediately notify the COR of any such damage. The contractor shall also be responsible for repairs to, or replacement of, any government property damaged by contractor personnel or equipment during the performance of this contract (i.e.

curbs, signs, fire hydrants, landscaping, vegetation including trees, etc.). When, in the opinion of the COR, weather prevents immediate repair the contractor shall submit their plan to repair damaged government property by April 15th each year and all repairs must be completed by July 15th of each year. The contractor shall repair broken curbs by saw cutting, removing, dowelling and replacing damaged section of curb and gutter. All repairs shall meet industry standards and items replaced shall be a like item to the damaged property.

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3.3. OBSTACLES. The contractor shall be responsible for logging and notifying the COR in the event that an obstacle (i.e. vehicle) restricts the accomplishment or completion of the requirements of this contract and provide a written report (email/fax is acceptable) to the COR of the incident on the next normal duty day for the base.

3.4. VEHICLE OPERATION. Contractor vehicle drivers shall be appropriately licensed by a state agency for the type of vehicle they are operating.

3.5. ADDITIONAL INFORMATION. The BX and Commissary parking lots have been split into Priority 1 and Priority 2 sections. The Priority 1 section will be the first 2 parking lanes closest to the double road perpendicular to Commissary Rd and Spaatz Rd, which is between the two parking lots, as shown on Appendix C.

4.0. SERVICE SUMMARY. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective PWS Para Performance Threshold

Remedy Method of Assessment

Priority 1 Removal Prevent accumulation. Ensure paved areas are safe for vehicle or pedestrian traffic.

1.1 1.4 1.8 2.1

Zero valid customer complaints per service month.

Re-performance within 2 hours of notification.

Customer complaint and random surveillance.

Priority 2 Removal Prevent accumulation. Ensure paved areas are safe for vehicle or pedestrian traffic.

1.1 1.5 1.6 1.7 1.8 2.1 2.2

No more than 2 valid customer complaints per service month.

Re-performance within 2 hours of notification.

Customer complaint and random surveillance.

4.1. QUALITY CONTROL. Contractor shall develop and maintain a quality control program (QCP) to ensure maintenance and repair services are performed in accordance with commonly accepted commercial practices and other applicable standards and codes. The contractor shall develop and implement procedures to eliminate reoccurrence of defective services. As a minimum, the contractor shall develop quality control procedures that address the areas identified in Paragraph 4, Service Summary. The QCP shall demonstrate how the contractor ensures quality performance during the contract period of performance. The contractor shall maintain the QCP throughout the period of performance of the contract. The CO will be provided updates to the QCP as they occur during the period of performance. The QCP will have the inspection forms and records which will be used for the service. The contractor shall provide designation letter with name and contact information to COR within three business days of notice to proceed

4.2. QUALITY ASSURANCE. The government will evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP).

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5.0. GENERAL INFORMATION.

5.1. GOVERNMENT FURNISHED PROPERTY AND SERVICES. The government does not anticipate providing any government furnished property (GFP). All reasonable quantities of utilities will be available to the contractor without charge. Any temporary lines and connections that may be required shall be installed, maintained and removed by the contractor at his expense and in a manner satisfactory to the COR.

5.2. HOURS OF OPERATION. The contractor shall be responsible for establishing and manning a 24-hour customer complaint hotline.

5.3. HOLIDAYS. The following are official Federal Holidays:

New Year’s Day - 1 January Labor Day - 1st Monday in September Martin Luther King Day - 3rd Monday in January Columbus Day - 2nd Monday in October Washington’s Birthday - 3rd Monday in February Veteran’s Day - 11 November Memorial Day - last Monday in May Thanksgiving Day - 4th Thur in November Juneteenth – 19 June Christmas Day - 25 December Independence Day - 4 July

5.4. SECURITY REQUIREMENTS. All contractor or contractor employees’ vehicles used for the performance of this contract shall comply with all local, state and federal regulations.

In addition, all vehicles described above must be registered through the Security Forces Squadron, Pass and Registration and will comply with FAFB directives. After award of contract, the contractor shall request base passes and identification badges for their employees and work vehicles through the COR, CO, and Security Forces.

5.5. CONTRACTOR PERSONNEL. Contractor personnel and employees that perform services on FAFB are limited to U.S. citizens or those resident aliens possessing a valid green card.

5.6. WEAPONS, FIREARMS, AND AMMUNITION. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned or privately-owned vehicle while on FAFB.

5.7. REPORTS. The contractor shall maintain a log of all customer complaints and the corresponding resolution on a computerized log or spreadsheet, which shall be available to the COR during normal business hours. The contractor shall provide a current copy of the log to the COR by the 3rd workday of the following month. In addition to customer complaints, the contractor shall submit to the COR a report detailing amount of snowfall and cubic yards of snow hauled for the month.

5.8. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT

COMMANDER. According to DFARS 252.237-7024, Notice of Continuation of Essential Contractor Services, unless otherwise directed by an authorized government representative, it is determined that Priority 1 snow/ice removal services are required under this PWS and are mission essential to be performed during a crisis.

5.9. PERSONNEL APPEARANCE. Contractor personnel shall present a neat appearance.

Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished by wearing distinctive clothing, bearing the company name or logo that is visible at all times. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

Vehicles shall also bear the company name or logo that is visible at all times.

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5.10. EQUIPMENT CONDITION/APPEARANCE. The contractor shall perform all cleaning, painting, repair, and other maintenance tasks off-base. Trucks and trailers used for plowing or hauling shall be free of odor, dirt, debris, and pests. Contractor vehicles and equipment shall not have any equipment leaks such as oil or hydraulic fluid. Should any contractor vehicles or equipment have any leaks, the contractor is responsible for cleanup.

5.11. NON-PERSONAL SERVICES AND/OR INHERENTLY GOVERNMENTAL

SERVICES. The government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the CO immediately. These services shall not be used to perform work of a policy/decision making or management nature, (e.g., inherently governmental functions). All decisions relative to programs supported by the contractor shall be the sole responsibility of the government.

6.0. ENVIRONMENTAL CONSIDERATIONS.

6.1. ENVIRONMENTALLY PREFERABLE PURCHASING. In order to comply with federally mandated environmental preference programs and Department of Defense (DOD) “Sustainable Procurement Program” (SPP) policy, FAFB requires the use of environmentally preferable products and services. These program elements include: recovered material products, energy and water efficient products, alternative fuels and fuel efficiency, bio-based products, products which are non-ozone depleting or are non-toxic or less toxic alternatives and environmentally preferable products. These program elements are described on the Fed Center website at https://www.fedcenter.gov/programs/buygreen/. The Green Procurement Compilation website (http://sftool.gov/greenprocurement) provides a comprehensive green purchasing resource and identifies all product types covered by mandatory federal environmental programs.

6.2. PRODUCTS AND MATERIALS. If it is determined that if a product does not meet government performance requirements, the contractor shall submit a proposed alternative that would meet the performance requirements with the lowest environmental impact for evaluation and acceptance. Products that fall under the Environmental Protection Agency (EPA) Comprehensive Procurement Guidelines (CPG) (https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program) shall meet the minimum recovered (recycled) content. Bio-based products shall meet the requirements of the biobased product listing from the United States Department of Agriculture (USDA) (http://www.biopreferred.gov/). The contractor shall purchase and use Energy Star or other energy-efficient items listed on the Department of Energy’s Federal Energy Management Program (FEMP) Product Energy Efficiency Recommendations product list. Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract. Before implementing any change that results from amendments to these listed publications that will result in a change to the contract price, the contractor shall submit to the Contracting Officer (CO) a price proposal within 30 calendar days following receipt of the change. An equitable adjustment (increase or decrease) shall be negotiated.

6.3. CONTRACTOR HAZARDOUS MATERIALS. In accordance with AFMAN 32- 7002 Environmental Compliance and Pollution Prevention includes all items covered under EPCRA tracking requirements, the OSHA HAZCOM standard, and all Class I and II Ozone Depleting Substances. The contractor shall be responsible for the proper storage, management, and disposal of any hazardous material brought on FAFB for contractor use.

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6.4. HAZARDOUS MATERIAL STORAGE. For any single hazardous material stored on-site in a quantity equal to or exceeding 55-gallons at any time, the contractor shall provide secondary containment for the entire quantity of that hazardous material. Hazardous material shall be stored within a locked secure area not accessible to the base populace after hours. All containers of hazardous material shall be clearly and properly labeled; closed when not in use;

and stored in an upright, secure position.

6.5. HAZARDOUS MATERIAL AUTHORIZATION. The contractor shall submit to the COR, prior to using hazardous materials (HAZMAT), a Contractor Hazardous Material Work Sheet and corresponding Safety Data Sheet (SDS) for each hazardous material to be brought onto the base during the performance of the contract. This work sheet and SDS shall be completed for each and every hazardous material to be used by the contractor. If during the course of the contract, items not previously identified are to be brought on the base, the contractor shall submit a Work Sheet and SDS for approval prior to bringing the HAZMAT onto the base.

6.6. HAZARDOUS MATERIAL USAGE. Within seven calendar days of the end of every month, the contractor shall submit to the COR, the quantities of each hazardous material actually used on the base during the month, utilizing and annotating the government-provided chemical authorization list. List can be obtained from 92 CES/CEIE via the COR. This information should be included in the monthly report described above.

6.7. HAZARDOUS MATERIAL REMOVAL. No hazardous material shall be left on-site at the end of a contract or after equipment has been removed off base from the staging area.

6.8. COSTS OR FINES. Any costs or fines levied against the installation due to the contractor’s failure to comply with applicable federal, state, or local laws shall be borne by the contractor. DRAFT

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