SOP for BLS CLF Snow Removal FY27.docx

Small Order Purchase for Philadelphia Water Department, Bureau of Laboratory Services (BLS) Central Lab Facility 1500 E. Hunting Park Ave.

Philadelphia, PA 19124 Contract Administrator: Brian Foley; 215-847-7035

General Information This is a bid-as-whole requirements contract for snow and ice removal at the PWD Central Lab Facility, to all paved areas and sidewalks on the interior of the Facility property, and the exterior sidewalks bordering the entire block as shown in the photo below – Hunting Park Ave., O Street, E. Lycoming St., Castor Ave.

Exact quantities of snow and ice removal cannot now be determined.

A minimum is not guaranteed. Purchase orders issued as a result of this bid will be for the service to be delivered on an as-needed basis. The successful seller is to deliver the service with a valid purchase order.

Site Inspection Seller shall examine the site located at 1500 East Hunting Park Ave., where work is to be done and acquaint themselves with conditions affecting the work area for which they will be held responsible.

There will be a mandatory Site-Visit on Wednesday, November 4th, 2027 at 10:30 a.m. If you have previously performed ground-related work at this site, you do not need to attend the visit, but call Brian Foley (215-847-7035) to confirm your attendance is not required. If you plan to attend the site visit, please contact Brian Foley (215-847-7035) in advance so that he can inform you of specific meeting instructions. Failure to attend the site visit may disqualify seller from award of their bid submission. Potential sellers may contact the Contract Administrator if they have questions about the site visit.

Seller Qualifications

Sellers must be able to show that during the course of their regular operations they use the equipment specified and that they have available facilities for immediate equipment maintenance and repair.

Sellers must be able to demonstrate that they have successfully completed emergency snow removal operations of similar size and scope as those they propose to offer under this Bid Solicitation.

Description of Work to be Performed The responsibilities of the Seller relative to this service include, but are not limited to:

Providing all snow and ice removal treatment throughout all affected areas of the facility and as specified herein, during the contract period.

Providing all management and quality control supervision of the snow removal contract: by conducting operation tours; tracking and controlling service calls; creating plan of attack and problem solving for special situations/projects; monitoring application of snow/ice melting treatments; inspecting and controlling staff, equipment; controlling safety programs; and responding to initiatives recommended by the City’s contract coordinator.

Proactively recommending changes to the Snow Removal Plan, during the contract year, based on experience gained and lessons learned.

Seller’s work shall include on-site administration, direction, and coordination as part of the basic services and therefore no additional costs are billable.

The Seller shall provide all labor, material, and equipment necessary to provide the below described snow removal, sand treatment, and ice/frozen precipitation removal, complete and entire.

Calcium chloride (to be used on sidewalks, entrance / exits, etc.) and rock salt (only to be used on parking lot areas) shall be used as the melting agent for snow on ice covered surfaces. Under no circumstances shall products be used for the purpose of melting ice and snow in lieu of removing it.

The frequency of the seller’s service shall be equal to the frequency required to maintain hazard free conditions at all times with free and easy access prior to, and both during the storm and after the storm.

Seller Must ensure that the following services are carried out:

· Maintaining a weather watch service. Arranging to have equipment and personnel on call for snow removal. Maintaining a facility surveillance for the purpose of determining sidewalk, driveway, and parking lot conditions.

· Removal of snow and/or ice shall begin as soon as the grounds are coated with precipitation.

· Maintaining all Facility sidewalks, driveways, loading docks, plaza areas, steps and doorways, clear of snow and free from ice and/or frozen precipitation.

· Maintaining all such space hazard free at all times, including holidays, weekends, days and evenings, whether the buildings are in normal occupied operation, or in unoccupied operation. (This facility is occupied daily.)

The successful seller(s) will be notified by the Contact Manager or designee about commencing with snow or ice removal. Snow removal is to begin within one (1) hour of notification. All locations within this Bid Solicitation are to be completed within five (5) hours of mobilization.

Supervision of Personnel The City reserves the right to deny access to any employee of the successful seller when advance notice is not received.

The successful seller(s) shall supervise all service personnel so that at all times they present a neat appearance, and their movements are within the parameters of their work.

The City may assign a representative to accompany the service personnel.

Seller’s Personnel Requirements All personnel shall be physically able to do their assigned work and shall be free from any communicable disease.

All personnel shall be capable employees, thoroughly trained and qualified in the work assigned to them. Throughout the life of the contract, all of the seller’s personnel providing on-site services must meet all requirements for training, certification and licensing.

All personnel must observe all regulations in effect at the City agency. While on City property, employees shall be subject to the control of the City, but under no circumstances shall such persons be deemed to be employees of the City. The seller and his/her employees shall not represent themselves as employees of the City.

The City’s Contract Administrator may request the seller to transfer from the work crew, employees who are found to be incompetent, prone to excessive tardiness, absenteeism, or theft.

The seller's employees shall be subject to such security clearances as the City deems required.

The seller shall require that all of his/her employees wear suitable outfits during the time that they are on City property, identifying the employee as being in the employ of the seller. The seller shall determine and provide additional personal protection equipment required for the safe performance of work.

The seller shall prohibit his/her employees from disturbing City operations as best as possible.

Property Damages Seller shall be responsible for repairs and full restoration of damage to any property or facilities caused by the fault or negligence of seller or his/her operators.

Any damage discovered by the vendor during the course of the contract to the fences, posts, fence fabric, gates or locks must be reported immediately to the Contract Administrator. Damage caused to the fencing, fabric, posts, barbed wire, etc. during the clearing operations are the sole responsibility of the vendor and must be repaired without cost to the City. Holes or breaches in the fencing caused by clearing operations must be at least temporarily repaired before the end of the workday on which they occurred.

Notification of Service The need for such service from the awarded seller(s) will be based on the evaluation of each snowstorm by the Water Department.

The work shall be continuous as required and as directed by a designated representative of the Water Department.

Sellers must be able to provide simultaneously all items awarded including maintenance and repair of snow removal equipment. In the event of any disruptions in service due to equipment malfunction the seller shall notify the City’s designated representative of the delay and estimated timeframe until replacement equipment. In no case shall the replacement of equipment exceed Four (4) hours.

Sellers must have cell phone capabilities for consistent communication with the Water Department.

Compensation The Prices submitted in PHLContracts Items Tab shall be inclusive of All snow removal Equipment and Manpower costs including taxes, insurance, tires, chains, fringe benefits, supervision, repair, maintenance, fuel, transportation, and all incidental costs for emergency snow clearance.

The Prices submitted in PHLContracts Items Tab shall be inclusive of All snow removal Equipment and Manpower and shall be the same for all hours the equipment is in use under this contract regardless of weekend, shift, or holidays.

The successful seller(s) shall not be compensated for any additional wages paid to any of their personnel, including but not limited to, administrative, supervisory, and maintenance personnel.

Safety The seller shall in the performance of his work follow all standard safety practices of the trades. He shall at all times comply with requirements of the Occupational Safety and Health Act of 1970 (OSHA).

Protection of the Public and Property Take all necessary precautions to prevent injury to the public, building occupants, or damage to the property of others.

Storing, positioning, or use of equipment in a manner likely to present a hazard to the public or building occupants by its accidental shifting, ignition, or other hazardous qualities is prohibited.

No corridor, aisle, stairway, door, or exit shall be obstructed or used in such a manner as to encroach upon routes of ingress or egress utilized by the public or building occupants, or to present unsafe or unhealthy conditions to the public or building occupants.

Pricing Seller to submit pricing in the table below for removal and treatment of snow and ice based on snow amounts per event.

Snow Amount Inches per event

Cost ($) – All inclusive

MAP FOR THE CENTRAL LABORATORY FACILITY

The map for the facility is for reference only. Sellers are strongly encouraged to acquaint themselves with conditions affecting the work area for which they will be held responsible resulting from the completed Site Inspection.

Contractor must have sufficient equipment to ensure that all work is done efficiently and expeditiously.

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