Snow Removal Specifications NY TRACON facility - 2024 ver2(3)_Part1.pdf

Technical Specifications for Snow Removal Services Contract – New York TRACON

1. Scope. Provide all labor, equipment, tools and materials to clear snow from all roadways, parking lots or areas, sidewalks, walkways, lot crosswalks, stairways, emergency exits, ramps, and other areas utilized by employees at the New York TRACON facility, and the application of sand and snow/ice melting compound to those surfaces. Contract also includes use of heavy equipment when required.

All services under this contract are to be supplied on an on-call basis ONLY.

The Authorized Government Representative (AGR) will place a telephone call to the contractor when his services are required. If the contractor does not receive a telephone call then services are not required. The Contractor is not guaranteed ANY amount of service calls during a season. THERE ARE NO GUARANTEED AMOUNTS IN

THIS CONTRACT.

1.1 Location.

a. The New York TRACON is located at 1515 Stewart Avenue, Westbury, NY 11590, and is open twenty-four (24) hours a day, seven (7) days a week, 365 days a year. The facility is a high security area. The contractor must perform snow removal services at this site when called and as directed by the Authorized Government Representative (AGR).

2. Response Times and Times of Performance. The contractor must provide snow removal services within two (2) hours of notification on a 7 days a week, 24 hours a day basis, with the exception of providing services within one (1) hour of notification on a 7 days a week, 24 hours a day basis, for the main and rear entrance sidewalks at the NY TRACON as shown on Drawings #4 and #4A.

The contractor must provide a telephone number to the Contracting Officer’s Representative (COR) for purposes of notification. When the contractor’s services are required, he will be notified by telephone by a Government Representative authorized to request his services. The contractor will be provided with the names of these Authorized Government Representatives (AGR’s). The AGR will tell the contractor what services will be required (e.g, plowing, sidewalk clearing, sanding, etc.) during the initial service call and again upon arrival of the contractor at the NY TRACON site.

If the contractor employs a telephone answering service, he must contact the above officials as soon as weather conditions warrant that the contractor services begin.

Contractor must be able to provide and sustain the required amount of personnel for coverage 24/7 including all weekends and holidays. Contractor must have the ability to increase the amount of personnel during a snow/ice event, if so requested.

3. Security Requirements. A list of all contractor’s employees must be provided to the COTR upon award of the contract. The NY TRACON security guards will be in possession of this list. Employees must be on this list in order to be granted access to the site. In addition, upon arrival to the site all snow plow and other motor vehicle equipment drivers must present to the guard a valid driver’s license with photo. Non-drivers can either present a valid driver’s license with photo or other proper Government issued Photo ID. Persons unable to provide the valid and correct ID will not be granted access.

EACH of the contractor’s employees must register at the Guard Building upon arrival and receive a Visitor’s Badge. Each employee must also log out upon departure and return their Visitor’s Badge. The guard will log the time of arrival and the time of departure of each contractor employee and each piece of the contractor’s equipment.

4. Sequence and Scope of Services. One of the contractor’s employees responding to a service call must be designated by the contractor as the supervisor for that particular service call (this can be a different person for every service call). That person must identify themselves as the service call supervisor upon arrival at the NY TRACON Guard Building.

After the contractor’s arrival, the Authorized Government Representative (AGR) on duty will tell the service call supervisor which services are required, in priority order. This includes but is not limited to whether or not snow removal must be performed on the NY TRACON facility sidewalks, the sidewalk along Stewart Avenue in front of the NY TRACON facility, etc.

4.1. NY TRACON facility. Snow removal services required by the AGR for the NY TRACON facility might include:

a. Clearing snow from all roadways, parking lots or paved areas utilized by employees at the New York TRACON facility.

b. Clearing snow from all sidewalks, walkways, lot crosswalks, stairways, emergency exits, ramps, and other areas utilized by employees at the New York TRACON facility. Clearing snow from the NY TRACON facility sidewalks, walkways, lot crosswalks, stairways, emergency exits, ramps, etc. might not be required during an individual service call because facility employees might be utilized for such clearing. The contractor must not clear snow from these areas unless specifically requested by the AGR.

c. Application of sand (mixed with snow/ice melting compound as required in Paragraph 10.1) and/or application of straight snow/ice melting compound for the above areas.

5. Termination of Work. The Authorized Government Representative (AGR) might terminate work at a time when he has determined that work has been completed.

6. Inspection of Work at NY TRACON site. Upon completion of work and prior to leaving the site, the service call supervisor must report to the guard building and inform the guard that the work is complete. The guard will immediately call the Authorized Government Representative (AGR) who will then arrange to have the work inspected and will respond back to the contractor with the results of the inspection within 10 minutes of the notification from the guard.

The contractor must wait until the inspection is complete or 10 minutes have passed before leaving the site. The contractor is responsible for correcting any deficient work noted during the inspection.

If the contractor leaves the site prior to receiving the results of the inspection and prior to 10 minutes elapsing, a return to the site to correct deficiencies must be at the contractor’s expense and will not be reimbursed by the FAA. If the inspection results are not received within 10 minutes after notifying the guard, the contractor can leave the site and if called back, can bill the FAA for another service call at the call-back price noted in the cost schedule.

7. Submittals. All materials and equipment must be submitted to the Contracting Officer’s Representative (COR) for approval prior to use in order to check conformance with these specifications. Offerors are required to submit manufacturers' detailed application specifications, instructions, catalog cut sheets, and product information sheets showing that the product proposed complies with this specification and all referenced specifications and standards. The contractor must provide material safety data sheets (MSDS) for all applicable materials. Submittals for the materials and equipment listed under all paragraphs must be submitted within 10 calendar days after award of the contract and must include:

7.1. A complete material list showing all items proposed to be furnished and utilized. The list must include manufacturer's name, and material and equipment identification such as style, type, or catalog number, to permit ready and complete identification.

7.2. Sufficient data to demonstrate that all such material and equipment meet or exceed the specified requirements. A manufacturer's statement indicating complete compliance with the applicable Federal Specification or Military Specification will be acceptable proof of such compliance.

7.3. Specifications, installation instructions, and general recommendations from the material and equipment manufacturers showing applications and procedures under which it is proposed that the material and equipment must be installed and used.

The COR will review all submittals and will approve or disapprove them in writing.

Approval will not be construed as a complete check, but will indicate only that the general method of use and detailing is satisfactory. Approval will not relieve the contractor of the responsibility for any error or omission which might exist. Use of any materials not expressly approved will be at the risk of the contractor.

8. Other Documentation. The contractor must submit the following documentation for approval or disapproval by the FAA:

8.1. Contractor’s Health and Safety Program. The contractor must submit his or her company’s OSHA compliant Health and Safety Program that covers the contractor’s employees. The program must address those health and safety issues that the contractor’s employees would be subject to while performing the work under this contract, (e.g. Confined Space Entry, Respiratory Protection, Hazardous Communication, etc.)

9. Equipment. The following list indicates minimum acceptable requirements for equipment used under this contract. Equipment to be used must be submitted for approval along with sufficient data to demonstrate that they meet or exceed the specified requirements. ALL VEHICLES MUST HAVE REQUIRED WARNING LIGHTS

AND AUDIBLE DEVICES WHICH MUST BE IN FULL WORKING

CONDITION AT ALL TIMES.

When notified by the Authorized Government Representative (AGR) for a service call, the contractor must send the appropriate type and number of units from the approved equipment list below in order to complete the job in a timely manner.

9.1 Small Plow Trucks. Four-wheel drive, minimum 3/4 ton capacity, equipped with hydraulically operated snowplow blade.

9.2 Large Plow Trucks. Dump or rack body, minimum 2-1/2 ton capacity equipped with hydraulically operated snowplow blade not less than 7-1/2 feet wide.

9.3 Sanding Equipment. Equivalent to vehicle specified in Paragraph 9.1 above, with at least a 2-yard sander capacity. Sander must have in-truck cab controls and be self-powered through a PTO, a separate engine, etc. For a tow-behind unit gear-driven from the unit wheels the wheel/tire size must be 16” or greater.

A rotary type hand spreader must be used on sidewalks.

9.4 Snow Blower. The contractor must provide at least one self-propelled snow blower for the removal of snow from the sidewalks. It must meet the following minimums:

Type: - Two Stage Engine: - 9 HP internal combustion.

Width Of Cut: - 28 inches Snow Intake Opening: - 18 inch diameter Snow Discharge - Capable of discharging to the left or right as selected by operator.

9.5 Sweeper. Sweeper must be a minimum of 4 feet in width, self-propelled and equipped with a vacuum system for debris pickup.

9.6 Additional Heavy Equipment. The contractor can be required to provide heavy equipment for removal of snow from the roads and parking areas if the severity of the storm warrants it. Additional units include a front-end bucket loader, 1 yard minimum capacity; and a dump truck, minimum 5 yard capacity.

9.7 Miscellaneous Tools. The contractor must provide hand tools such as shovels, ice scrapers, and picks.

Only plastic snow shovels must be used to clear snow from the paving stone walkway leading to the front entrance and leading from the front emergency exit of the NY TRACON facility. Plastic snow shovels are required in order to prevent damage to paving stone walkways. Metal snow shovels must not be used on any paving stone walkways at the facility.

The Contracting Officer will require an inspection of the contractor’s equipment to determine if they meet the specifications of this contract. The contractor must make all equipment available for inspection by the COR. Equipment includes any provided by sub-contractors.

10. Sand and Snow/Ice Melting Compound. The contractor is required to provide straight snow/ice melting compound material as well as sand treated with the snow/ice melting compound material under the “Sanding Methods” provisions of this contract (Paragraph 12).

10.1 Sand. Material used must be of a type normally used on public roads in the Long Island Region except as prohibited elsewhere in this specification and can contain no stone or pebbles larger than 3/16”.

The sand must be treated with 50-100 pounds of the snow/ice melting compound listed below per cubic yard in order to keep it from becoming frozen and unworkable, to help anchor the sand into the ice surface, to make the sand easier to load from the stockpile and to make it spread more evenly from the mechanical spreaders.

10.2 Snow/Ice Melting Compound. Material used must be a dry Magnesium Chloride product such as MAG Ice Melting Pellets or Flakes manufactured by Dead Sea Works Ltd, or approved equal.

Sodium chloride is not an acceptable component of the compound. The compound must be significantly less deleterious to concrete surfaces than sodium chloride.

10.3 Certification of Materials. Prior to start of work, the contractor must specify the composition of sand and the snow/ice melting compound to be used under this contract and the source of supply for the material. The COR will periodically remove samples of the material from the contractor’s equipment for analysis.

11. Snow Removal Methods. Snow must be removed simultaneously from all roadways and parking areas and from all sidewalks and walkways. The contractor must assure himself that snow plowed from the road is not thrown upon cleared sidewalks. This contract does not require removal of snow from the premises. Care must be taken not to damage trees, shrubbery, turf, sprinkler heads, planters, etc. It is the contractor’s responsibility to repair/replace all Government property damaged or destroyed by himself, his employees, or his equipment. Repairs and replacements must meet with the approval of the COR.

The Authorized Government Representative (AGR) will also give the contractor any special instructions during initial call-up, arrival at the site, or any time while the contractor is on-site, regarding specific snow removal operations. These special instructions could include, but are not limited to: the order of progression of the work, whether or not cars will be moved by their owners to allow the contractor to clear more of the parking lot, etc.

See the attached site drawings for exact areas to be cleared.

• Drawing #1: NY TRACON facility. Roadways and parking lot areas required to be cleared by the contractor. Specific area/areas are designated for snow storage. Parking lot drainage inlets and curb inlets are noted on the drawing and must be kept clear of snow buildup. Snow storage is not allowed in these areas.

• Drawing #1A: NY TRACON facility: North Parking Lot Expansion. Parking lot and sidewalk areas required to be cleared by the contractor. Parking lot drainage inlets and curb inlets are noted on the drawing and must be kept clear of snow buildup.

• Drawing #2: NY TRACON facility. Drawing showing Main Entrance Sanding area (See Paragraph 12.1)

• Drawing #3: NY TRACON facility. Dark shaded areas indicate all sidewalks, walkways, lot crosswalks, stairways, emergency exits, ramps, etc., to be cleared if “sidewalk clearing” is required by the Authorized Government Representative (AGR).

• Drawing #3A: NY TRACON facility: Sidewalk areas around the new ETG building at the main entrance of the facility. Dark shaded areas indicate all sidewalks, walkways, lot crosswalks, stairways, emergency exits, ramps, etc., to be cleared if “sidewalk clearing” is required by the Authorized Government Representative (AGR).

• Drawing 3B: NY TRACON facility: New metal ramps, steps, platforms and concrete pads around the new Classroom/Conference Room/Restroom Trailers to the West of the main facility building. All must be cleared if “sidewalk clearing” is required by the Authorized Government Representative (AGR).

• Drawing #4: NY TRACON facility. Crosshatched sidewalk areas indicate entrance sidewalks. Compare this drawing with Drawing #3. If sidewalk clearing is required by the Authorized Government Representative (AGR), these areas must be cleared first. Also, see Paragraph 2 above regarding response time for entrance sidewalks.

• Drawing #4A: NY TRACON facility. Sidewalk areas around the new ETG building at the main entrance of the facility. Crosshatched sidewalk areas indicate entrance sidewalks. Compare this drawing with Drawing #3A. If sidewalk clearing is required by the Authorized Government Representative (AGR), these areas must be cleared first. Also, see Paragraph 2 above regarding response time for entrance sidewalks.

• Drawing #5: NY TRACON facility. Dark shaded area indicates front sidewalk along Stewart Avenue at the NY TRACON facility required to be cleared only if determined by the Authorized Government Representative

(AGR).

• Drawing #7 NY TRACON facility. Highlighted area indicates the road to the new storage building that runs behind the EG building from the back parking lot behind the NY TRACON building.

The contractor must plow around all vehicles in the lot where there is ample room to do so.

The contractor must NOT move or assist in the moving of any private vehicles.

12. Sanding Methods. Application of sand (mixed with snow/ice melting compound as required) and/or application of straight snow/ice melting compound must be spread by means of a mechanical spreader for asphalt paved areas/roadways and by means of a hand spreader for walkways. Application by shoveling the material off of a truck or wheelbarrow will not be permitted.

The Authorized Government Representative (AGR) will specify whether the contractor is to spread sand mixture or just straight snow/ice melting compound and in which areas (as indicated in Paragraphs 12.1, 12.2 and 12.3 below) it is to be spread. If the AGR does not specify which material is to be used, the contractor must make that determination. The contractor must make this determination based on the type and severity of the snowstorm and must not base his decision on the cost of the service.

Whichever material is used, the contractor must use an amount of the material sufficient for the area(s) and the severity of the snowstorm. The contractor must apply additional sand mixture and/or snow/ice melting compound if the AGR determines additional material is necessary.

The contractor might be called to perform any of the sanding operations listed below independent of any other sanding or snow removal operations at the site.

12.1. Main Entrance Sanding. When called by the AGR to perform Main Entrance Sanding, the contractor must apply the mixture chosen to only the entrance and exit roadways and the pavement around the Guard Building connecting those roadways. See Drawing #2.

12.2. Facility Sanding. When called by the AGR to perform Facility Sanding, the contractor must apply the mixture chosen to all asphalt paved areas of the NY TRACON facility (including the main entrance and exit roadways and the pavement around the Guard Building connecting those roadways).

12.3. Walkway Sanding. When called by the AGR to perform Walkway Sanding, the contractor must apply the mixture chosen only to those walkway areas that the AGR indicates. The AGR will indicate exactly which walkway areas require sanding upon arrival of the contractor at the main entrance gate.

13. Special Services. Depending upon conditions at the facility, the following special services might be required of the contractor:

13.1 Heavy Equipment. In event of severe snow accumulation, the AGR will request use of heavy equipment in addition to plows. This contract does not require the removal of the snow from the premises. Only after very serious snowstorms will it be required to provide follow-on work to remove snow from the snow storage areas to the recharge basin or other areas on the premises. The Contracting Officer’s Representative must authorize such work. The contractor must provide a cost estimate for this additional service and the cost must be approved by the Contracting Officer before the work begins.

13.2 End of Season Parking Lot and Roadway Sand Vacuuming/Sweeping.

When authorized at the end of the snow season, the contractor must vacuum/ sweep away and remove from the premises any and all sand, salt, and debris from all roadways and parking areas. The bulk of this work must be performed using a motorized sweeper truck. Backpack or wheeled blowers cannot be used – the facility is open 24/7/365 and blowing sand will present a hazard to employees that would be heading to/from their vehicles. This work must be authorized in advance by the Contracting Officer’s Representative and is planned on a spring clean-up basis only.

When ordered by the FAA, sweeping services must be performed on at least three

(3) separate consecutive calendar days during off-hours according to Drawing #6 and the schedule below. At least three (3) days are necessary because the parking lot must be closed/blocked off in sections due to the 24/7 operation of the facility.

Closing/blocking off sections of the parking lot will be performed by FAA personnel prior to the contractor’s arrival. The contractor must not move or assist in moving any private vehicles.

Sweeping schedule:

Day 1: AREA #1 - Northern end of main parking lot including new north parking lot expansion. Vehicles will be directed to park in Area #2 so that Area #1 can be clear. Work must be performed between 12:30 AM and

5:00 AM.

Day 2: AREA #2 - Southern end of main parking lot. Vehicles will be directed to park in Area #1 so that Area #2 can be clear. Work must be performed between 12:30 AM and 5:00 AM.

Day 3: AREA #3: Entrance/Exit Roadways, Visitor Parking Lot, Road to rear of facility, Loading Dock Road, Engine/Generator Building road and Engine/Generator Building paved area. Work must be performed on the same days as Day 1 or Day 2 above, or on another day, after 5:00 PM and before 11:00 PM.

As long as it can be performed without presenting a hazard to parked vehicles, on any given night the contractor can re-sweep areas or sweep additional areas if, for instance, on a previous night a portion of the scheduled area was unavailable to sweep (due to parked vehicles, etc.).

14. Storage. Due to security regulations, the Contractor must NOT store his equipment on FAA property.

15. Use of Other Sources. The Government reserves the right to use other sources of labor and equipment for snow removal services.

16. Damage. The contractor will be responsible for damage to curbs, curb stops, sidewalks, vehicles, etc., caused by the plowing operation. The contractor must immediately notify the FAA when damage is caused.