RFQ On Demand Snow Removal NE Parks.docx

REQUEST FOR QUOTE

The Ohio Department of Natural Resources is requesting bids for: Parks and Watercraft On Demand Snow Management Services Snow Removal Services: The Ohio Department of Natural Resources (ODNR) Division of Parks and Watercraft is seeking Snow Management services for selected facilities. Snow Management Services will be unique to each facility’s site details and staffing needs. ODNR is seeking contractors to assist Parks and Watercraft staff in clearing sites during large storms. Services will only occur when requested by approved ODNR staff. ODNR is seeking Snow Management Services from November 1st to April 1st each year the contract is in force.

Ordering Division and address: Division of Parks and Watercraft, 2045 Morse Rd. Bldg. A-1, Columbus, OH 43229 Specifications: Each location will have site-specific service requirements. The overall program specifications are below:

Snow Removal Services Snow Removal Services will be conducted on an as needed basis when notified by the park staff.

Snow Removal Services include clearing designated parking lots areas, roadways and access areas Snow must be piled into designated areas approved by ODNR staff, additional areas must be pre-approved by site staff Any additional Services such as Snow Hauling or Stacking must have prior approval from ODNR and are not included in this contract De-Icing Services De-Icing Services shall be conducted when freezing conditions and precipitation is present to prevent ice accumulation if requested by the park staff.

De-Icing Services may occur either with Snow Removal Services or a standalone service if weather conditions necessitate service De-Icing Services are not to exceed 2 applications per business day unless approved by ODNR Staff De-Icing Products must be approved by ODNR staff prior to season and must be appropriate for surface materials Any De-Icing product remaining on site after the service season must be removed as part of the agreement.

Response Time When notified of the need for Snow Management Services, a response time of 4 hours or less is required.

Any out of scope or additional services must be scheduled in coordination with ODNR staff Service Verification Contractors must provide verification of services provided to ODNR with an invoice Verification may be in the form of GPS Application data, site photos with timestamps, or ODNR staff sign off. IVR data is not approved as a verification of service.

De-Icing Services must be weather supported Failure to provide verification of services may result in non-payment Site Details:

1. Punderson State Park

a. Site Information

i. Address: 11755 Kinsman Rd, Newbury, OH 44065

ii. Hours of Operation: 6a-11p Daily

iii. Area of Responsibility: Paved Roadways only

iv. Additional Concerns: Lodge Operations and Park Staff Conduct Operations Year Round

b. Services Required

i. Snow Removal for Paved Roads Only

ii. Snow Stacking upon separate approval from ODNR

c. Contract

i. ODNR Staff Request Only

ii. 4 Hour Response time

iii. Assist ODNR and Lodge staff in roadway clearing during large events

iv. Billed Per Service with Verification

2. Geneva State Park

a. Site Information

i. Address: 4499 Padanarum Rd., Geneva, OH 44041

ii. Hours of Operation: 6a-11p Daily

iii. Area of Responsibility: Paved Roads

iv. Additional Concerns

b. Services Required

i. Snow Removal for Paved Roads Only

ii. Snow Stacking upon separate approval from ODNR

c. Contract

i. ODNR Staff Request Only

ii. 4 Hour Response time

iii. Assist ODNR staff in roadway clearing during large events

iv. Billed Per Service with Verification

3. Mosquito Lake State Park

a. Site Information

i. Address: 1439 State Route 305, Cortland, OH 44410

ii. Hours of Operation: 6a-11p Daily

iii. Area of Responsibility: Paved Roads

iv. Additional Concerns

b. Services Required

i. Snow Removal for Paved Roads Only

ii. Snow Stacking upon separate approval from ODNR

c. Contract

i. ODNR Staff Request Only

ii. 4 Hour Response time

iii. Assist ODNR staff in roadway clearing during large events

iv. Billed Per Service with Verification

4. West Branch State Park

a. Site Information

i. Address: 5570 Esworthy Rd., Ravenna, OH 44266

ii. Hours of Operation: 6a-11p Daily

iii. Area of Responsibility: Paved Roads

iv. Additional Concerns

b. Services Required

i. Snow Removal for Paved Roads Only

ii. Snow Stacking upon separate approval from ODNR

c. Contract

i. ODNR Staff Request Only

ii. 4 Hour Response time

iii. Assist ODNR staff in roadway clearing during large events

iv. Billed Per Service with Verification

5. Nelson-Kennedy Ledges State Park

a. Site Information

i. Address: State Route 282, Nelson Township, OH 44231

ii. Hours of Operation: 6a-11p Daily

iii. Area of Responsibility: Paved Roads

iv. Additional Concerns

b. Services Required

i. Snow Removal for Paved Roads Only

ii. Snow Stacking upon separate approval from ODNR

c. Contract

i. ODNR Staff Request Only

ii. 4 Hour Response time

iii. Assist ODNR staff in roadway clearing during large events

iv. Billed Per Service with Verification

6. Lake Milton State Park

a. Site Information

i. Address: 16801 Mahoning Ave., Lake Milton, OH 44429

ii. Hours of Operation: 6a-11p Daily

iii. Area of Responsibility: Paved Roads

iv. Additional Concerns

b. Services Required

i. Snow Removal for Paved Roads Only

ii. Snow Stacking upon separate approval from ODNR

c. Contract

i. ODNR Staff Request Only

ii. Hour Response time

iii. Assist ODNR staff in roadway clearing during large events

iv. Billed Per Service with Verification

7. Contract Term: Once awarded, the term of the Contract will be from the effective date stated in the Contract through April 30, 2027. The term of any further renewals will be by mutual agreement between the Contractor and the State. The cumulative time of all mutual renewals may not exceed 36 months, and each renewal is subject to and contingent upon the discretionary decision of the Ohio General Assembly to appropriate funds for this Contract in each new biennium. The State may renew all or part of this Contract subject to the satisfactory performance of the Contractor and the needs of the Agency.

Delivery: Ohio Department of Natural Resources, Division of Parks and Watercraft, 2045 Morse Rd. Bldg. A1, Columbus, OH 43229 F.O.B. DESTINATION/PRE-PAID/ALLOWED. The Contractor must provide Deliverables under this Contract F.O.B. Destination/Pre-Paid/Allowed. The place of destination will be specified by the Ordering Agency on the agency’s purchase order or other ordering document. Cost of the freight must be borne and paid by the Contractor unless otherwise stated.

All risk of loss, regardless of the cause, will remain with the Contractor until title to the Deliverable passes to the State. Unless otherwise provided in this Contract, the State will determine whether the Contractor provided each Deliverable required in this Contract and has fully met all work requirements of this Contract. Title to any Deliverables will pass to the State on Acceptance of the Deliverable.

Evaluation: The contract will be awarded to the lowest responsive and responsible bidder as determined by the State. All Proposals must be submitted through Ohio Buys. Proposals received outside of Ohio Buys will not be considered.

Contract Award: The contract will be awarded to the lowest responsive and responsible bidder by line item.

Site Visit & Point of Contact:

Prior to submitting a bid response, offerors are encouraged to visit the park locations.

Once a contract is awarded, failure of the bidder to have requested a site visit to become familiar with the facility and requirements of the bid will be insufficient reason to support any request to be released from the contract.

Bill to information:

All invoices must be submitted DIRECTLY to Financial Shared Services (FSS).

There are two options available to submit invoices to FSS:

OBM Shared Services Attn: Accounts Payable PO Box 182880 Columbus, Ohio 43218-2880

To ensure the payment process is not delayed, invoices should be complete, accurate, and contain the following information:

All fields mentioned above are required to count as a correct invoice; failure to provide this information will result in a returned invoice and delayed payment.

Economic Price Adjustment

The Contract prices(s) will remain firm for the initial term of the Contract. Thereafter, the Contractor may submit a request to increase its price(s) to be effective 30 calendar days after acceptance by the State. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers; on purchase orders that are already being processed; or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, e.g., increases in the cost of raw materials, labor, freight, workers’ compensation and/or unemployment insurance. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation includes, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify the State immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject section VI I. - Standard Terms and Conditions. Suspension/Termination and the Contract Remedies sections.

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