RFQ26006647 Solicitation Specifications.pdf

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RFQ26006647 SOLICITATION SPECIFICATIONS

TITLE: DEM BEACH CLEANING SERVICES

SECTION A. BACKGROUND

The Rhode Island Department of Environmental Management/ Division of Parks and Recreation (RIDEM) is soliciting proposals from qualified firms to provide Beach Cleaning Services for Various RI State Beach locations.

During the brief, intense summer season, these beaches draw upwards of a million visitors annually between Memorial Day and Labor Day, making them a primary destination for residents and tourists alike. This massive influx of summer patrons creates a substantial challenge, as the volume of people inevitably leads to significant amounts of litter and strain on the public facilities.

Therefore, rigorous, daily beach cleaning is critical not just for maintaining the beaches’ aesthetic appeal and visitor experience, but primarily for public health and ecological protection. Cleaning removes trash that can be ingested by marine life and prevents contamination from high bacteria levels that often spike from stormwater runoff and heavy use, ensuring the water remains safe for swimming and preserving the precious coastal ecosystems.

The vendor will provide at own expense and risk, all labor, materials, tools, equipment, transportation, hauling, dumping, and incidentals necessary to perform beach cleaning services.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

Vendor Responsibilities – General

1. A full list of beach locations and area measurements can be found in (Exhibit A).

2. The VENDOR will perform all beach cleaning services as scheduled and outlined in (Exhibit B).

3. The VENDOR will always conduct the work in a manner so as not to interfere with pedestrian or vehicle traffic.

4. Personal items found on the beach will be brought to the attention of the RIDEM.

5. The VENDOR will be responsible for assuring that beaches are always in a safe and clean condition and will report to the RIDEM, any conditions which might require RIDEM action.

Vendor Responsibilities – Manual Litter and Debris Removal (Pre-Raking)

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1. The VENDOR will be responsible for the removal of all litter and debris from all areas manually, including, but not limited to, the beach(s), boardwalks, bathhouse, gazebos, roadsides, guardrails, lifeguard chairs, and parking areas.

a. Hazardous Material: Manually inspect and remove all visibly hazardous materials, including broken glass, sharp objects, medical waste, and large wooden or metal debris.

b. Large Litter: Collect and dispose of all large items of litter, including bottles, cans, paper, food wrappers, and plastics. Special attention must be paid to areas around lifeguard chairs, boardwalks, concession stands, and beach access points.

i. Additionally, driftwood, logs, and / or other ocean debris to be removed and disposed by the VENDOR at its own expense.

2. The VENDOR will be responsible for the removal of seaweed including the wrack line (the area where items from the sea are deposited on the shore between high and low tides).

3. All trash, debris, and seaweed collected from the beach and surrounding areas must be removed from State property and properly disposed of by the VENDOR at its own expense.

Vendor Responsibilities – Machine Raking

1. The VENDOR is responsible for the removal of all litter and debris from the beach prior to machine raking. Litter and debris cannot be buried in the sand.

2. The VENDOR must use an approved, specialized beach cleaning machine capable of sifting or collecting small debris, including bottle caps, shells, and small plastics, up to a depth of at least four (4) inches.

3. The VENDOR is required to mechanically rake, level, and smooth the entire length and width of designated beach areas.

a. The VENDOR is required to ensure a uniform, aesthetically pleasing, and safe surface for patrons. This is achieved through a smooth, clean, and combed appearance, effectively eliminating imperfections such as tire ruts, footprints, holes, and trenches. Multiple passes may be necessary to meet this standard.

Vendor Responsibilities – Equipment

1. Beach cleaning machines shall be capable of picking up and removing small objects, and approximately 90% of all debris with a single pass of the machine.

2. The machines shall be capable of picking up all bottles and glass items without breakage and remove same with a single pass of the machine.

3. The machines shall be capable of returning approximately 98% of the sand back into place on the beach.

4. Each bidder must submit with proposal, a descriptive literature and/or complete specification covering the equipment to be used.

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a. This equipment must be approved by RIDEM prior to contract award.

5. The VENDOR will provide and maintain the vehicles and equipment necessary to perform the beach cleaning services. All such vehicles and equipment will be kept well maintained, free of damage and in safe operating condition throughout the term of this contract.

6. Specialized equipment is required and must be professionally designed and sized to complete work within the time specified for each location, outlined within the beach cleaning schedule (Exhibit B), throughout the term of contract.

7. The VENDOR shall be required to construct and maintain one (1) dedicated beach leveling grader for use at each individual location specified within this contract.

a. Each bidder must submit with proposal, a descriptive literature and/or complete specification covering the equipment to be used.

i. This equipment must be approved by RIDEM prior to contract award.

b. At a minimum, each beach leveling grade must be constructed of the following specifications:

i. Dimensions: Approximately eight feet (8’) in width by ten feet (10’) in length.

ii. Core Material: One continuous section of chain-link fence material of commercial grade.

iii. Framing/Weight: The chain-link fence shall be sandwiched and secured between two (2) pieces of eight-foot (8’) by eight-inch (8’) pressure treated lumber (or a similar dimension providing necessary weight and stability).

iv. Attachment: The unit shall be connected to the towing equipment via heavy-duty chain, cable, or tow strap adequate for the equipment’s pulling capacity and safely secured to the lumber frame.

c. The VENDOR is responsible for the ongoing maintenance and repair of the graders to ensure they remain in good working order and continuously meet the specifications set forth herein.

8. The storage of any equipment or vehicles, including but not limited to, trucks, trailers, draggers, on State property is strictly prohibited. There will be no exceptions.

Vendor Responsibilities – Personnel

1. The VENDOR will be responsible for hiring and maintaining properly trained and experienced personnel to conduct the beach cleaning services. The VENDOR will comply with all federal, state, and local laws related to minimum wage, social security, non-discrimination, unemployment compensation, and workers' compensation.

2. A background check on hired personnel is strongly recommended by RIDEM.

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3. The employees are required to be neat in appearance and appropriately attired with suitable means of identification.

4. The VENDOR will prohibit smoking by its employees while working on state property.

5. In accordance with Executive Order No. 91-14, employees of the VENDOR will not be under the influence of illegal drugs, narcotics, other controlled substances, or alcohol.

6. Employees hired by the VENDOR are representing not only the VENDOR, but also RIDEM and as such, the VENDOR will ensure that all employees refrain from offensive and inappropriate conduct or language.

7. The VENDOR will provide continuous training and evaluation of all employees assigned to the VENDOR’s business operations under the signed AGREEMENT to ensure consistent, efficient, and satisfactory performance.

8. The VENDOR will be strictly accountable for providing tangible proof that all services were delivered as specified.

a. The VENDOR must maintain a daily log, signed by the supervising personnel on-site, recording the precise time:

i. Time-In: The time crew and equipment arrived on-site.

ii. Time-Out: The time all work was fully completed, and the crew left the site.

b. Weekly submission of the daily log via email to the RIDEM Site

Representative is mandatory, with a strict deadline of every Saturday.

i. RIDEM reserves the right to withhold payment for services if the log is not submitted by the specified deadline.

Vendor Responsibilities – Customer Service and Communication

1. The VENDOR must provide a single, dedicated main point of contact, and one

(1) back-up point of contact who will serve as the primary point of contact for the duration of the contract.

a. Points of contact must be available by phone and email all hours of the day and night as this contract may operate during after hours.

2. The VENDOR must acknowledge all routine inquiries from RIDEM within four

(4) business hours and provide a substantive plan of action within one (1) business day.

3. The VENDOR will submit one (1) time-stamped photograph of the location area upon first arriving at the site to an RIDEM Site Representative via email.

This photo should clearly show the current condition of the area.

4. Immediately following the completion of the contracted services, the

VENDOR will submit one (1) final time-stamped photograph of the same area to an RIDEM Site Representative via email. This photo will serve as proof of service completion and final clean-up.

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5. Failure to submit the required arrival and departure photographs for a scheduled visit may result in a delay in processing the corresponding invoice until verification is completed.

6. Within thirty (30) days of contract award, VENDOR must provide the following:

a. Company points of contact information mentioned in Item #1 above.

b. Emergency / After Hours contact information.

c. Propose tentative time for reoccurring beach cleaning services for each location.

d. Submit any questions regarding site specifics and / or request site visits from RIDEM to clarify contractual obligations including:

i. Contracted areas

ii. Days of service

iii. Contact information

iv. Clarification on site specific details

v. Request keys for restricted areas

7. VENDOR to advise RIDEM of any change to schedule within eight (8) hours of expected service.

8. The Vendor shall be required, at all times during the term of this Agreement, to immediately advise RIDEM upon the discovery of any condition, incident, event, or issue that may, or is reasonably likely to, impede, delay, compromise, or otherwise negatively affect the Vendor's ability to provide the contracted services in accordance with the standards set forth herein.

Vendor Responsibilities – Damage to Premises

1. The VENDOR is responsible for acts of its employees and subcontractors while on the premises, including any damage to person or property.

2. The VENDOR will take all necessary measures to prevent injury and loss to persons and property located on state property.

3. The VENDOR is responsible for any damage incurred as a result of beach cleaning machines to any property of RIDEM and must repair or replace any such damage at its own expense.

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4. The VENDOR will promptly notify RIDEM and repair any damage to the extent caused by its employees or subcontractors, within two (2) hours of occurrence. If the VENDOR fails to make these repairs or the repairs are not to the satisfaction of RIDEM, RIDEM may repair the damage, and the VENDOR will reimburse RIDEM promptly for all reasonable expenses incurred in connection with the repair. At its option, RIDEM may offset against all amounts due to the VENDOR for all reasonable expenses incurred in connection with the repair.

Proposal Documentation

1. Vendors must submit a completed Attachment A – RFQ26006647 Cost

Proposal Sheet with their bid responses.

2. Requested Documentation

A. Staff Qualification

1. Please provide the following:

a. An organizational chart for the contract demonstrating experience in relevant or similar service-based industries.

b. Resumes of key technicians and management.

B. Vendor Qualifications

1. Please provide a detailed description of the following:

a. The VENDOR’s experience in relevant or similar service-based contracts. List a minimum of three (3) relevant client references, to include client names, addresses, contact names with emails and phone numbers, dates of service and type(s) of service(s) provided.

b. A list of specialized equipment dedicated to this contract, including backup equipment.

Tentative Selection and Descope Review

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1. Once a VENDOR has been tentatively selected, a descope meeting will be scheduled to finalize project expectations. The VENDOR shall provide the following items prior to the meeting:

A. Emergency Personnel Plan

1. A plan detailing how the VENDOR replaces a primary contact within twenty-four (24) hours, if they leave or fall ill, ensuring no disruption to the weekly schedule.

B. Work Plan

1. A detailed plan ensuring the successful, timely, and high-quality completion of the scope of work. Plan must include:

a. A sample route showing how locations are grouped into daily services.

b. A table showing exactly how many hours are allocated to each specific location per day. Please provide a staff ratio per location.

C. Approach / Methodology

1. A detailed description of the Vendor’s approach that is structured to minimize risk, maximize efficiency, and provide continuous, measurable progress towards RIDEM’s stated objectives.

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EXHBIT A – BEACH LOCATIONS AND APPROXIMATE SIZE

NOTE: The measurements contained herein are an approximation. The VENDOR will be responsible for the actual measurement of the beach area(s).

LOCATION ADDRESS BEACH

LENGTH

Charlestown Breachway State Beach Charlestown Beach Road, Charlestown, RI 02813

1,000’

East Matunuck State Beach 950 Succotash Road, South Kingstown, RI 02881

2,100’

Misquamicut State Beach 257 Atlantic Avenue, Westerly, RI 02891 2,640’

Roger Wheeler State Beach 100 Sand Hill Cove Road, Narraganset, RI 02882

1,650’

Salty Brine State Beach 254 Great Island Road, Narraganset, RI 02882 150’

Scarborough North & South State Beach

870 Ocean Road, Narraganset, RI 02882 4,625’

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EXHBIT B – BEACH CLEANING SCHEDULE

MACHINE RAKING & WASTE PICKUP (All Locations):

Seven (7) Days Per Week 5/22/2026 – 9/7/2026 11:00PM – 8:30 AM

Seven (7) Days Per Week 5/28/2027 – 9/6/2027 11:00PM – 8:30 AM

Seven (7) Days Per Week 5/26/2028 – 9/4/2028 11:00PM – 8:30 AM

Seven (7) Days Per Week 5/25/2029 – 9/3/2029 11:00PM – 8:30 AM

Seven (7) Days Per Week 5/23/2030 – 9/2/2030 11:00PM – 8:30 AM

WASTE PICKUP (All Locations):

Seven (7) Days Per Week 5/22/2026 – 9/7/2026 6:00 PM – 8:30 AM

Seven (7) Days Per Week 5/28/2027 – 9/6/2027 6:00 PM – 8:30 AM

Seven (7) Days Per Week 5/29/2028 – 9/4/2028 6:00 PM – 8:30 AM

Seven (7) Days Per Week 5/25/2029 – 9/3/2029 6:00 PM – 8:30 AM

Seven (7) Days Per Week 5/23/2030 – 9/2/2030 6:00 PM – 8:30 AM

NOTE: The beach cleaning schedule may be altered by the DIVISION due to weather, climatic conditions, or any other unavoidable situation that may prevent the VENDOR from performing the work. The VENDOR will only be paid for the days worked.