Request for Quotes - Scope of Work - Snow.pdf

Qualifications & Scope of Work

The following specifications apply to snow and ice removal services for various OPWDD community residences located in Dutchess County. The residences are homes of a developmentally disabled population including some individuals who are medically or physically disabled, as well as some who are confined to wheelchairs.

The residences are grouped as Clusters to be bid together as a group, with separate pricing listed for each residence. OPWDD is requesting service for Clusters 6 & 7. The addresses and telephone numbers for each site are included in “Exhibit A – Clusters of Sites and Information”.

Term of Contract: January 15, 2019 – June 30, 2019

Service Description

Automatic 3 Inch Service with On-Call Privileges: Clearing services shall commence automatically at the accumulation of 3 inches at the contracted site, however, the House Manager

(HM) has the right to call for additional service as deemed necessary for safety concerns. Service shall be furnished 7 days a week. Work shall be continuous until all plowing and clearing has been completed, in accordance with the needs of the particular site. Snow shall be moved to a storage area designated by the House Manager. All driveways and parking areas shall be accessible by 7:00 a.m., every day.

Snow Removal: Snow shall be cleared by plowing, shoveling, or blowing, as necessary. Snow is to be cleared from entire driveways, entire parking areas, fire exits, egress walkways, steps, generator access, dumpsters, mailboxes, fire hydrants, fuel delivery paths, and egress paths on decks. Walkways or paths must be wide enough to accommodate wheelchairs.

Municipal Sidewalk: At locations that abut a municipal sidewalk, all snow must be cleared from the length of the municipal sidewalk for which that site is responsible. No sidewalks shall be blocked by snow banks. Any fines, penalties, or assessments resulting from failure to clear municipal sidewalks as required by local law shall be charged to the Contractor.

Blocked Driveway: If vehicles block the driveway or parking areas, every effort must be made to have staff at the residence move vehicles in order to allow a complete clearing of parking areas and walkways. The Contractor is not responsible to shovel out vehicles.

Additional Requirements - Contractors must use sufficient size plows, and have commercial quality salt/sand/calcium chloride spreading equipment to remove snow and ice from the driveways and parking lots at the locations. Manually broadcast spreading with a shovel from the bed of a pick-up truck does not provide sufficient coverage to driveways and parking lots. Only qualified operators and proper equipment will be used along with special efforts to prevent abuse and damage to surfaces of paved roads, walks, curbs, barriers, landscape effects, and grass areas. The contractor shall be responsible for the repair of all damage to property, landscape, walkways, or any structures of the State or neighboring properties caused by the contractor’s employees or equipment. Contractor is to adhere to local/state noise control ordinances/laws.

Ice Removal: Deicer, as supplied by the Contractor, is to be spread on all areas where snow has been cleared. This may be performed as a stand-alone process, e.g., ice storm, sleet, melting snow that refreezes, as determined by the House Manager. Contractor shall supply all appropriate Material Safety Data Sheets (MSDS) to the Contract Manager and to each contracted site.

Site Identification: The Contractor may, for the duration of each snow season, place 3’ – 4’ tall reflector type markers at important locations.

Contractor must be available to provide services 24 hours a day, seven days a week, including holidays.

Damages / Other Requirements

Contractor Damages: An inspection of areas to look for damages done during snow removal will occur in May. The Contractor shall be responsible for, and will be notified by OPWDD of, all damage to buildings, curbing, walkways, fences, signs, trees, shrubbery, etc. as it is discovered until the end of the snow season. At the end of the snow season, the Contractor shall be solely and wholly financially liable for any reported damage and shall comply with the instruction of the Plant Superintendent in returning the property to its pre-season condition.

The Contractor shall not be responsible for damage from snow piled in the designated snow storage areas, nor for minor lawn damage.

The Contractor’s employees will adhere to all policies and regulations of OPWDD, including but not limited to smoking, parking, etc.

Site Inspections

It is the Bidders obligation to visit sites they wish to bid on. OPWDD will make no allowance or concession to the Bidder for any alleged misunderstanding or deception because of quality, character, location, or other conditions. It is the responsibility of the bidder to know the site(s) requirements based upon the service being requested. The telephone number for each site has been provided. It is the Bidders responsibility to set up an appointment with each House

Manager to determine the specific requirements of all aspects of the sites in relation to the service to be provided.

Insurance

The Contractor agrees that without expense to the State, insurance will be maintained during the period of the proposal and contract, insurance of the kinds and in the amounts indicated, with insurance companies authorized to do such business in the State of New York, covering all operations under this proposal and contract.

A. The Contractor shall furnish to OPWDD a Certificate or Certificates in a form satisfactory to the Agency, showing compliance with the requirements of this section. The State of New York

Office for People with Developmental Disability will be expressly named as additional insured on each policy in accordance with above. Certificates of insurance should be forwarded to the

OPWDD with the signed agreement and thereafter annually on the contract anniversary date.

Certificates shall state the policies shall not be changed or cancelled until 30 days written notice has been given to OPWDD. Required insurances are:

(1) A policy covering the obligations of the successful bidder in accordance with the Workers’

Compensation Law. The contract shall be void and of no effect unless the successful bidder procures such policy and maintains it during the period of the contract. The Workers

Compensation Board website can be found here: www.wcb.ny.gov/

(2) Policies covering bodily injury, liability and property damage of the types hereinafter specified, each with limits of liability not less than $1,000,000.00 for all damages arising out of bodily injury, including death at any time resulting there from, sustained by one person in any one accident, and subject to that limit for that person, and not less than $2,000,000.00 for all damages arising out of bodily injury, including death at any time resulting there from, sustained by two or more persons in any accident and not less than $2,000,000.00 for all damages arising out of injury or destruction of property.

a. Contractor's liability insurance issued to and covering the liability of the successful bidder with respect to all work performed by them under the proposal and the contract.

b. Protective liability insurance issued to and covering the liability of the people of the

State of New York with respect to all operations under this proposal and the contract, by the successful bidder, including omissions and supervisory acts of the State.

During the term of this contract, should the contractor be unable to perform the services specified, OPWDD may terminate this contract upon giving written notice deliverable by registered or certified mail, return receipt requested. If the contractor is not preforming services to the satisfaction of OPWDD, official notification of non-compliance will be sent and penalties of 10% reduction of contractor’s invoice may be imposed. Continued non-compliance will lead to termination of the contract.

Contractor will need to provide OPWDD with (3) three work references that will verify that the bidder has at least three (3) years of relevant experience to complete the work as listed in Qualifications and Scope of

Work.

Sub-contracting

No Subcontracting of services is allowed without written permission of OPWDD.

Evaluation Criteria: Method of Award

OPWDD will select the responsible and responsive bidder that will provide the lowest Total

Estimated Cost for each cluster. Total Estimated Cost will be calculated on the total of 30 snow removal events plus 30 ice removal (deicer application) events. Contractors may bid on one or both of the clusters. A bidder may win one or both clusters. All sites included in a cluster are to be serviced by the winning bidder. OPWDD reserves the right to reject any and all offers.

In the event of a tie bid, the award will be made by random selection.

Accounting

Job Tickets: Job Tickets are to be presented to the House Manager (HM) upon completion of service. It is advised that the Job Ticket be a three-part form. HM or designee will sign Job

Tickets if service is satisfactory. The following information is to be recorded on each Job Ticket:

1. The Name of the Site

2. The type of service completed

3. The date of service

4. The Signature of HM.

One copy of the Job Ticket is to remain at the site serviced. One copy of the signed Job Ticket is to accompany the invoice for services. The signed ticket acts as verification of services, a requirement for payment. One copy is for your files.

Prevailing Wages: Prevailing Wages apply to this contract. The PRC number for this contract is

PRC#2018900498. A copy of Contractors certified payroll is required to be submitted with invoices prior to payment for services rendered.

Invoices: Invoices must indicate Invoice number, PO# OPD01- , Contract number, cluster number, the name of the site, the date of service and the type of service rendered. An invoice may be submitted for a single site or multiple sites; as long as each site is itemized on the invoice. All invoices must have a signed Job Ticket attached. Invoices are to be submitted for payment within thirty (30) days of service to:

OPWDD Taconic DDSOO

Unit ID: 3660241

C/O NYS OGS BSC Accounts Payable

Building 5, Fifth Floor

1220 Washington Ave., Albany, NY 12226-1900

Submission of Proposals

Submission Requirements:

Quotes should be emailed to: eny.nyc.li.contracthub@opwdd.ny.gov and Laura.x.Pushkarsh@opwdd.ny.gov or mailed or hand delivered to the following address:

OPWDD

Eastern NY Contract Hub

C/O Laura Pushkarsh, CMS 1; RFQ TAC Snow

26 Center Circle, Building 58, Services Building

Wassaic, New York 12592-2637

Please submit all quotes by: 3:00pm on December 10, 2018

OPWDD is located in a rural area. The OPWDD mailroom is open from 10:00 am – 3:00 pm;

therefore, overnight delivery can take a minimum of two (2) business days to be received by

OPWDD. Contractors mailing their responses must allow sufficient mail delivery time to ensure receipt of their quotes by the quote submission deadline. Do not depend upon an expedited, “early AM,” or similar delivery service to timely deliver to OPWDD.

All quotes and accompanying documentation become the property of OPWDD and ordinarily will not be returned.

Indemnification

The Contractor and/or its Employees shall indemnify and hold harmless the State, its officers, its consultants and employees from claims, suits, actions, damages, lien, fine, judgments, decree and costs of every nature arising out of the provision of services pursuant to any agreement resulting from this Bid / Request for Quotes. OPWDD shall not be held responsible for any loss or damages to the Contractor’s equipment.

mailto:eny.nyc.li.contracthub@opwdd.ny.gov mailto:Laura.x.Pushkarsh@opwdd.ny.gov

Exhibit A – Clusters of Sites and Information

Cost Proposal Form

Instructions: Quotes are to be placed per cluster. All sites within a cluster must be serviced.

Place your price per event for each Snow Removal (column A) and Deicing Application

(column B) for each location within a cluster that you wish to bid. Total each column and place the total in Row F. Multiply each total in Row F by 30 (estimated number of events). Add the totals in Row H (A1 + B1). This is your Bid Amount for the labeled Cluster. You may bid on one or both clusters. Bidders may be awarded more than one cluster.

Cluster #6

Bidders must complete this Form in full including the calculations

(A)

Snow Removal

Price for one event

(B)

De-Icer Application

1 36 DEPOT HILL ROAD, AMENIA

2 19 QUARRY HILL ROAD, MILLERTON

3 6 MEADOW LANE, MILLERTON

4 123 RUDD POND ROAD, MILLERTON

F TOTAL OF EACH COLUMN $ $

G Estimated Number of Events 30 30

H

Price for Season (Row F x G=) (Multiply the Total of each Column in Row

“F” by the respective number of Events given in Row “G” and enter the amount here in the respective Column)

A1

B1

BID AMOUNT

Cluster #6

Total Estimated Cost:

(Add Total Amounts “A1 + B1” as given in Row “H”)

Total of (A1+B1) =

COMPANY NAME: _______________________________________________________

Cluster #7

Bidders must complete this Form in full including the calculations

(A)

Snow Removal

(B)

De-Icer Application

1 185 DUNCAN HILL ROAD, DOVER PLAINS

2 55 MAYFLOWER ROAD, DOVER PLAINS

3 20 MCCARTHY ROAD, DOVER PLAINS

4 3292 ROUTE 22, DOVER PLAINS

5 2078 ROUTE 22, WINGDALE

F TOTAL OF EACH COLUMN $ $

G Estimated Number of Events 30 30

H

Price for Season (Row F x G=) (Multiply the Total of each Column in Row

“F” by the respective number of Events given in Row “G” and enter the amount here in the respective Column)

A1

B1

BID AMOUNT

Cluster #7

Total Estimated Cost:

(Add Total Amounts “A1 + B1” as given in Row “H”)

Total of (A1+B1) =

COMPANY NAME: _______________________________________________________

Bidder Signature Print Name & Title

This bid is valid for ___________ days (Bids shall be valid for not less than 180 days)

Name of

Company:

Address:

Federal ID Number: Telephone:

Date: Fax: