VCCS-MULTI-25-68797_Snow and Ice Removal Services_RFP_Final.pdf

Sealed Request for Proposals

Issue Date: July 1, 2024

RFP Number: VCCS-MULTI-25-68797

Title: Snow and Ice Removal Services

Commodity Code: 96872 – Snow and Ice Removal Services 19246 – Ice and Snow Removal Chemicals 08555- Bags, Sand 77545- Road Maintenance Salt (See Class 192 for Ice Removal Chemicals)

Issuing Agency: Commonwealth of Virginia Virginia Community College System Shared Services Center Procurement Intake 147 Daleville Centre Drive Daleville, Virginia 24083

Contract Term: One (1) year with six (6) one-year renewal options or as negotiated.

Proposals will be Received Until July 30, 2024, at 2:30 PM local time.

All proposals must be received in eVA’s Virginia Business Opportunities by the date and time stated immediately above. Any proposals received after the time and date will not be considered.

In lieu of a Pre-Proposal Conference, questions will only be accepted by email to Tiffany Ollie through July 12, 2024.

Any inquiries regarding this solicitation should be directed via email only to Tiffany Ollie, Strategic Sourcing Supervisor Email: tollie@ssc.vccs.edu

Site Visits: Offerors who wish to see the area of the College, contact the Strategic Sourcing Supervisor to schedule a site visit with the College. No questions shall be asked during the site visit. Direct all questions to the Strategic Sourcing Supervisor.

All inquiries must be made in writing and must be submitted electronically as indicated in the RFP. No oral inquiries will be accepted. From the date of issuance of this RFP, until the selection of a Contractor(s) is announced, all questions concerning any part of this RFP shall be directed ONLY to Tiffany Ollie (tollie@ssc.vccs.edu). It is not permissible for an Offeror, or any entity working on behalf of an Offeror, to solicit information from any individual or government source (Federal or State) other than from the official point of contact listed above. Any unauthorized solicitations for information are grounds for disqualification of Offeror’s proposal.

In compliance with this Request for Proposal (RFP) and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods and services in accordance with the attached submitted proposal or as mutually agreed upon by subsequent negotiation.

Name of Firm: Date:

Address of Firm:

By:

Signature eVA Vendor ID Number: Name:

DSBSD Certification Number: Title:

mailto:swells@ssc.vccs.edu

Request for Proposals # VCCS-MULTI-25-68797

Snow and Ice Removal Services - Virginia Community College System

Phone: Email:

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, §

2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph

1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

I. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals from qualified offerors to establish multiple contracts through competitive negotiation for the purchase of all labor, materials, supervision, equipment, services, incidentals, and related items necessary to provide snow/ice removal and/or spreading salt, sand, or ice melt at any requesting Community College. Virginia Community College System – Shared Services Center reserves the right to award to multiple offerors.

This solicitation is being conducted on behalf of the Virginia Community College System (VCCS), to include all 23 community colleges, the System Office and the Shared Services Center (SSC). Any community college or division of the VCCS may, but not obligated to utilize any resulting contracts for snow and ice removal services from the awarded contractors who serve their area (zone), as result of this solicitation. There is no guarantee that any awarded contractor(s) shall receive a request for snow and ice removal services under any awarded contracts from a VCCS entity. A list of the VCCS colleges is available on-line at www.vccs.edu.

Immediate need Colleges for these services are listed below:

• Virginia Western Community College located at, 3094 Colonial Ave SW, Roanoke, VA 24015

• Southwest Virginia Community College located at, 635 Community College Rd, Cedar Bluff, VA 24609

• Tidewater Community College – Virginia Beach Campus located at, 1700 College Crescent, Virginia

Beach, VA 23453

• Tidewater Community College- Norfolk Campus located at, 300 Granby Street, Norfolk, VA 23510

• Tidewater Community College- Chesapeake Campus located at,1428 Cedar Road, Chesapeake, VA

23322

• Tidewater Community College- Portsmouth Campus located at, 120 Campus Drive, Portsmouth, VA

23701

• Tidewater Community College- Suffolk Campus located at, 7000 College Drive, Suffolk, VA 23435

• Tidewater Community College- ODU Tri-Cities Center located at, 1070 University Blvd, Portsmouth, VA 23703

• Danville Community College located at, 1008 S Main St, Danville, VA 24541

• Northern Virginia Community College Annandale Campus, located at, 8333 Little River Turnpike, Annandale, VA 22003

• Northern Virginia Community College- Alexandria Campus located at, 5000 Dawes Avenue, Alexandria, Virginia 22311

• Northern Virginia Community College- Loudoun Campus located at, 21200 Campus Drive, Sterling

Virginia 20164

• Northern Virginia Community College- Manassas Campus located at 10950 Campus Drive, MH 313, Manassas, Virginia 20109.

• Northern Virginia Community College- Medical Education Campus located at, 6699 Springfield

Center Drive, Springfield, Virginia 22150

• Northern Virginia Community College- Woodbridge Campus located at, 2645 College Drive, Woodbridge, Virginia 22191

• Germanna Community College- Locust Grove Campus located at, 2130 Germanna Hwy, Locust Grove, VA 22508

• Germanna Community College- Daniel Technology Center located at, 18121 Technology Dr, Culpeper, VA 22701

II. BACKGROUND

Virginia’s community colleges serve an estimated 200,000 people across the state. The opportunities we provide include some of the most cutting-edge and highly demanded training and education available. We http://www.vccs.edu/ give everyone the opportunity to learn and develop the right skills, so lives and communities are strengthened. Virginia's Community Colleges were created in 1966 to address Virginia's unmet needs in higher education and workforce training. The newest Strategic Plan, Complete 2021, contains a single goal:

to triple the credentials students earn in academic and workforce areas.

III. STATEMENT OF NEEDS

The Virginia Community College System (VCCS) seeks to procure snow and ice removal services for all of the

Virginia Community College System. The work to be completed includes but is not limited to providing all labor, supervision, materials, supplies, equipment, transportation, and incidental items of any kind as may be required to perform these services as described below and any terms and conditions and attachments referred to in this RFP. Each offeror should carefully read and review all such documents.

A. GENERAL REQUIREMENTS

1. The successful offeror(s) shall furnish all labor, material, supplies, equipment, transportation, and incidental items of any kind as may be required to perform the removal of snow/ice and/or spreading salt, sand, or ice melt at the requisitioning college.

2. Snow/ice removal shall be in accordance with industry standards. The requisitioning college’s facilities include, but are not limited to roadways, parking lots, driveways, parking garages, sidewalks, stairs, loading docks, building entrances, and plaza areas.

3. The successful offeror(s) shall have at a minimum a Virginia Contractor License, Class B.

4. The successful offeror(s) must have a minimum of five (5) years’ experience in providing the services being sought in this RFP.

5. The successful offeror(s) shall perform its operations with sufficient frequency so that at all times, the successful offeror’s work complies with all requirements and specifications of any resultant contract, consistently providing a safe means of vehicular and pedestrian passage at the work site.

Proposals should at a minimum address the following:

• Provide evidence that your company has a minimum of a Virginia Contractor License, Class B.

• Provide evidence that your company has a minimum of five (5) years’ experience in providing the services being sought in this RFP.

B. WORK PLAN

1. No later than October 15th of each year, the requisitioning college’s representative or his/her designee shall furnish the successful offeror with copies of the snow plan for their campuses. These plans specify in detail, all of the areas to be serviced by both the successful offeror’s personnel and college staff. Within five (5) business days after the transmittal of the snow plan, the successful offeror shall schedule a coordination meeting with the requisitioning college’s representative or his/her designee in order to clarify any outstanding issues regarding the requirements of any resultant contract for the upcoming winter season. Within ten (10) business days after the meeting, the successful offeror shall submit to the requisitioning college a completed detailed snow plan of operation, by campus.

The plan of operation shall identify and restate all performance and work requirements described herein, including frequencies, and include the following overall information:

a. The name, email address, and telephone number(s), including a cell phone of a contact person that has total responsibility of addressing and providing solutions to any deficiencies that may occur during the term of any resultant contract.

b. The name, email address and cell phone number of the on-site successful offeror’s supervisor and names of all employees assigned to work under any resultant contract.

c. A list of all subcontractors that may be utilized in the performance of any resultant contract.

Proposals should at a minimum address the following:

• Describe in detail how your company intends to meet the requirement above.

C. RESPONSE PROCEDURES

1. The requisitioning college will contact the successful offeror via phone numbers and/or email address listed in the Snow Plan before the beginning of the snow event as notification for the call-in. The successful offeror shall confirm (via phone and/or email) within three (3) hours of notification or a negotiated time with the college. Failure to confirm may cause the College to contact another contractor.

At the time the call-in notification is made, the requisitioning college’s representative or his/her designee will inform the successful offeror of the intended level of response, based on weather forecast. The level of response shall generally be based on one of two expected winter storm events, one with an expected accumulation of two (2) to six (6) inches, the other an expected accumulation of more than six (6) inches.

Level of response shall not be limited to the two events listed above and may include other scenarios such as snow events which is defined as a snow event shall be an accumulation of snow of up to twelve

(12) inches of snow. Every twelve (12) inches of snow is a snow event. In the event the snow accumulation is more than twelve (12) inches of snow, but less than twenty-four (24) inches the College shall be charged for two (2) events, and so forth, and or other scenarios.

2. Other colleges may desire work to be completed for snow removal that is less than six (6) inches of snow.

Those arrangements shall be negotiated with the college using the price schedule. The response time for work will be negotiated with the College.

3. The successful offeror shall have the ability to mobilize on site and standby per the request of the requisitioning college. The requisitioning college will establish and advise the successful offeror of the time for mobilization during this call-in notification. The successful offeror’s equipment/vehicles shall report to the requisitioning college at the time established for mobilization at initial call-in notification.

In the event inclement weather or unforeseen traffic patterns impedes the successful offeror’s ability to report at the established time for mobilization, the requisitioning college representative or his/her designee may consider and grant additional time on a case-by-case basis.

4. The successful offeror shall contact the requisitioning college’s representative thirty (30) minutes prior to arriving on campus, or a negotiated time with the college.

5. The successful offeror’s supervisor shall check-in and out with the requisitioning college representative or his/her designee upon arrival/departure at the requisitioning college’s campus where work is to be performed. The college representative or his/her designee will provide the successful offeror with the required snow removal work assignments at that time.

6. Upon completion of the assigned snow removal services/operations, the on-site supervisor shall provide a clear and legible service report for service performed as a result of request for service. Prior to departure, the college representative or his/her designee shall be provided a service report that includes all work accomplished. The service report shall include:

a. Date and time of arrival/departure of successful offeror’s employees and supervisor.

b. Number and name of employees on site (campus).

c. Type and number of equipment used.

d. Any additional information the college representative or his/her designee may require.

A copy of the service report shall be provided to the college representative of his/her designee. Failure to comply may require the successful offeror to adjust any invoice(s) requesting payment for services rendered without proper documentation or signature.

Proposals should at a minimum address the following:

• Provide the address from where your company intends to deploy personnel and equipment from in order to provide snow and ice removal services.

• Describe in detail your company’s method for mobilization on-site.

• Provide a copy or sample of a service report.

D. SNOW REMOVAL OPERATIONS

1. In the event that the college representative or his/her designee transmits a request for service to the successful offeror and plowing or other snow removal operations are not required at that time, the successful offeror shall, based on authorization from the requisitioning college’s representative or his/her designee, provide standby vehicle mobilization. Standby period is defined as: any time the equipment is participating in the snow and/or ice removal operations but is not actually in the push and/or spreading mode such as loading and unloading materials, waiting, or staged on the road and any other assignment other than actual plowing and/or spreading operations. The standby per vehicle/equipment rate is in effect when the equipment is mobilized at the requisitioning college’s site and prior to actual snow removal operation. The successful offeror shall be paid a minimum of two

(2) hours at the standby rate for each piece of equipment responding upon the requisitioning college’s in the event the storm fails to materialize and/or an emergency response is called.

Nothing in any resulting contract shall require the college representative or his/her designee to authorize standby vehicle mobilization as a result of a request for service.

2. The college representative or his/her designee reserves the right to determine the number of vehicles and/or equipment to be mobilized for each snow event.

3. At the college discretion, depending on the snowstorm event, may request pre-treatment.

4. The successful offeror shall remove snow from all designated pavements including roads, parking lots and other areas as requested (i.e., sidewalks, patios, etc.). Pavers must be cleared with brushes or other non-blow-based equipment. All snow/ice shall be pushed to the far end of the lots. Snow/ice cannot be pushed into the bio retention planning areas (ditches where trees and shrubs are). All snow shall be removed completely and cleared in a manner that should not create a flow of water from melting run-off that might freeze, creating icy conditions or interfere with visibility of pedestrian or vehicular traffic. All snow shall be removed and cleared in a manner that does not block drop inlets, curb inlets, drains, fire hydrants or dumpster access. Snow shall be dispersed in a manner that shall not block egress through driveways, parking lots, sidewalks, crosswalks, and steps. Extreme care shall be taken to avoid covering or damaging plants and shrubs with snow. In addition, extreme care shall be taken not to damage curbs.

5. In the event of excessive accumulations, the successful offeror may be requested to remove snow from campus location where snow cannot be adequately dispersed to either off campus or a disclosed campus snow pile.

6. All work shall be completed satisfactorily and consistent with customary industry practices, for the rates and amount specified.

7. The successful offeror shall provide sufficient equipment and laborers necessary to complete the requested work and plowing shall continue nonstop until requested work is completed regardless of the time of day or night or the day of the week.

8. All fire hydrants must be kept free from snow and easily accessible in case of an emergency.

Proposals should at a minimum address the following:

• Describe in detail your company’s process for providing pre-treatment services prior to a snow event.

• Describe in detail how your company will ensure that snow dispersed will not block egress through driveways, parking lots, sidewalks, crosswalks, and steps.

• Describe in detail your company’s process for removing snow from campus locations and dispersing off site.

• Describe in detail how your company intends to ensure that all work is completed in an efficient manner consistent with customary industry practices.

E. SUCCESSFUL OFFEROR’S EQUIPMENT

1. The successful offeror’s equipment, including trucks, plows, skid-steer loaders, wheel loaders, backhoe loaders, trailers, snow blowers, tractors, spreaders, and other equipment required for the completion of the snow removal tasks in any resultant contract shall be of such a type as to accurately and effectively perform the task intended or specified, and cause no hazards or dangers to the properties, tenants, students, staff or other persons on college grounds. The successful offeror shall maintain equipment in good condition so as not to leak fuel or other lubricants or produce excessive noise or noxious fumes beyond normal functioning levels as prescribed by the manufacturer. The successful offeror shall not spill fuel.

2. All equipment utilized by the successful offeror for snow removal operations must be properly maintained and in full operation condition at the time of approval on the requisitioning college’s campus. If the successful offeror experiences an equipment malfunction, including but not limited to breakdowns, vehicles towed or moved, or other problem, this information must be immediately relayed to the college representative or his/her designee. In the event the problem or malfunction cannot be repaired or resolved within one (1) hour after notification, the successful offeror shall replace the malfunctioning equipment with similar, operating equipment within one (1) hour. No additional payment shall be made for equipment replacements or substitutions made due to malfunctions of the successful offeror’s equipment.

3. The successful offeror’s trucks and trailers or other equipment parked in roadways must be clearly marked with safety cones or other warning devices to ensure that the public is aware of their presence during snow removal operations. Further, the successful offeror shall take any and all actions or precautions required to protect the public from injury and the requisitioning college or privately owned property on the requisitioning college’s property from any damage.

4. The successful offeror shall provide salt and/or sand upon the request of the college to treat and prevent ice.

5. Salt, sand and/or ice melt shall be applied at a rate recommended by the manufacturer and in a manner to avoid excessive accumulation.

6. Ice melt shall be supplied by the colleges, if needed. However some colleges may choose to provide their own ice melt.

7. All the successful offeror’s trucks shall be three-quarter (3/4) to three (3) ton capacity, four (4) wheel drive capability, single axle, equipped with compatible snowplows and with spreaders.

8. All trucks assigned to any campus as a result of a service request shall have plow and spreader controls mounted inside the vehicle’s cab to allow for one-man operation of truck, plow, and spreader.

9. All trucks shall be equipped with a hydraulic push beam and snowplow of the maximum size allowable for the type and size of the truck.

10. Plows shall be able to be mechanically raised, lowered, and capable of articulating (Note: containment plows are not expected to be capable of angling). Plows shall have adjustable castor assemblies and equipped with wear shoes. Plows shall be fully adjustable for different cutting widths. Plows shall be equipped with steel and/or rubber blade cutting edges/moldboards.

11. All trucks shall be equipped with a salt/sand/ice melt spreader operable from the driver’s compartment.

All trucks reporting to any campus as a result of a service request shall have the spreaders fully loaded and ready for spreading salt/sand mix or ice melt as directed. Should the salt/sand mix or ice melt not be fully spread during snow removal operations, it shall be the sole responsibility of the successful offeror to properly dispose of the mix off-site.

12. All other trucks shall be no less than three (3) ton payload dump trucks not greater than five (5) ton payload dump trucks equipped with hydraulically actuated plows. The successful offeror shall provide dump trucks as required and requested by the requisitioning college.

13. Snow blowers shall be mechanically raised or lowered and have discharge chutes capable of being rotated.

14. Equipment must be removed from the site within twenty-four (24) hours of the snow removal service unless otherwise approved by the requisitioning college’s representative or his/her designee.

15. All equipment shall be equipped with sufficient lights to provide a high degree of illumination for the operator. Further, all equipment shall be equipped with highly visible emergency lighting, including but not limited to beacon rays or comparable. Lighting must meet the requirements of the State of Virginia regardless of the state registered in. In addition, we encourage the use of back-up alarms.

16. The requisitioning college shall retain the right to suspend the operation of any equipment that is not efficient and/or in a safe operating condition. If suspended the successful offeror shall replace the equipment within one (1) hour.

17. The successful offeror shall ensure that all employees operating equipment used in snow removal operations have been properly trained in its use, including safety processes or procedures of any kind.

18. All skid-steer loaders shall have rubber tires or rubber tracks with good tread adequate traction and ease of use. Skid-steer loaders must be at least as wide as the wheelbase, have a minimum width of 66:

and have smooth innovative. Skid-steer loaders may utilize containment plows attached to the standard bucket. This will be considered optional equipment and no additional cost to the requisitioning college.

Skid-steer loaders shall be equipped with sufficient lights to provide a high degree of illumination for the operator. Skid-steer loaders shall be equipped with flashing amber lights, or emergency strobe lights for increased safety awareness and visibility.

19. Virginia Community College System, Shared Services Center, and the requisitioning college will not be responsible for any damages to the successful offeror’s vehicles, equipment, tools, or rented or leased equipment as a result of work being performed under any resultant contract.

20. At the colleges discretion, the college may elect to obtain snow removal at an hourly rate according to the accumulation, listed in Section E of the Pricing schedule verses per equipment.

21. All requirements of this RFP remain the same if a college choose to use the rates listed in Section E of the Pricing Schedule.

Proposals should at a minimum address the following:

• List the equipment and tools, including the quantity of each, which your company intends to use during the performance of any resultant contract.

• List the materials your company intends to use during the performance of any resultant contract such as salt and sand.

• Describe how your company tracks inventory and replenishes stock to assure availability.

F. HOURS/TIMES OF WORK

1. The hours paid under any resultant contract for time and material work shall be only for productive hours at the job site. The successful offeror shall be allowed to charge from the time the successful offeror’s on-site supervisor reports and signs in with the requisitioning college’s representative or his/her designee. Work shall be performed at any time as required by the requisitioning college, overtime shall not be allowed. The successful offeror shall be allowed to charge hourly rates as identified in the

Pricing Schedule.

2. Time spent for transportation of workers, equipment, and materials to the job site shall not be charged directly. The successful offeror shall factor all contingencies into the hourly rates charged for each personnel category.

3. Plow equipment with operator shall be charged a rate per unit, per hour.

4. Plow equipment with spreader and operator – for application of salt, salt/sand mixture, and deicing chemicals with a material spreader – shall be charged a rate per unit, per hour.

5. Supervision of successful offeror’s equipment and personnel, during plowing/spreading operations and standby periods, shall be charged a rate per hour, per supervisor with vehicle. No payment shall be made for a supervisor’s vehicle.

6. Rates shall not be broken down in less than quarter-hour increments. Hourly plow rates shall only be paid for time plow equipment is on site and in operation. Travel time is not included. No payment shall be made for equipment sitting idle without an operator.

7. The time period for hourly rates shall begin when the shovelers, equipment and operator have arrived at the designated requisitioning college site and are placed into service.

8. No additional compensation shall be made to the successful offeror regardless of the day or hours that are worked outside of the successful offeror’s normal operating schedule.

G. SUCCESSFUL OFFEROR’S RESPONSIBLITIES

1. Due to uncertainty of timing of snowfall and ice formation, the successful offeror shall ensure the availability and sufficient quantity of personnel and equipment for performing the required snow removal services at any time (day or night, holidays included. No Exceptions).

2. The successful offeror shall be responsible to ensure that personnel adhere to all applicable safety regulations including but not limited to:

a. Hazard Communication Program (OSHA 29CFR 1910-1200).

b. Personnel Protective Equipment Program (OSHA 29CFR 1910 132-140)

3. The successful offeror shall ensure that personnel protective equipment is provided to all employees while performing work under any resultant contract and is responsible for ensuring that it is used in the appropriate manner. Further, the successful offeror shall ensure that a first aid kit will be on the work site at all times and available for their personnel. The successful offeror shall be responsible for maintaining all first aid kit supplies.

4. The successful offeror shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work.

5. The successful offeror shall be responsible to ensure that all drivers/operators have the necessary equipment and materials at all times and are thoroughly familiar with their assigned sites in order to conduct their work with maximum safety and efficiency while protecting against property damage. The successful offeror shall then train and instruct its personnel to avoid striking manholes, junction boxes, and other such covers, curbs, gutters, etc. or from straying off pavement into lawns, plant beds, etc.

6. Successful offeror shall provide sufficient operators for each piece of equipment to ensure 24-hour snow removal operations. The successful offeror shall be responsible for establishing schedules so that drivers/operators are not permitted to work more than fourteen (14) consecutive hours (to include standby hours) without having at least a six (6) hour break.

7. The successful offeror shall communicate with the requisitioning college’s representative or his/her designee regarding the completion of snow removal/ice control in each area of the requisitioning college’s campus.

8. The successful offeror shall provide the requisitioning college representative a current/updated primary phone contact number prior to the winter season.

9. The successful offeror shall be completely responsible for all actions of his/her personnel and the operation of equipment related to the performance of activities or assignments under any resultant contract.

Proposals should at a minimum address the following:

• List the number of employees that your company has available to perform the services being sought in this RFP.

• Describe in detail how your company intends to ensure the availability and sufficient quantity of personnel and equipment.

• Describe in detail how your company intends to ensure that personnel adhere to all applicable safety regulations.

• List any safety programs that your company offers its employees.

• Describe in detail how your company intends to ensure that drivers/operators have the necessary equipment and materials at all times and are thoroughly familiar with the requisitioning college site.

• Describe in detail how your company intends to train its’ personnel to avoid striking manholes, junction boxes, and other such covers, curbs, gutters, etc. or from straying off pavement into lawns, plant beds, etc.

H. SUCCESSFUL OFFEROR’S PERSONNEL

1. The described work shall be performed by the successful offeror’s personnel who are qualified and experienced in this type of work under the full-time supervision of the successful offeror.

2. All personnel employed by the successful offeror to perform services under any resultant contract shall be thoroughly trained in the techniques and methods of snow removal and deicing techniques prior to assignment to work under any resultant contract.

3. The successful offeror’s personnel shall behave in a professional manner at all times while on the requisitioning college’s property. The successful offeror’s personnel shall dress in a neat manner. Use of abusive language, harassing employees, students, or visitors, etc. is prohibited and shall be considered grounds for dismissal and cancellation of any resultant contract.

4. The successful offeror shall be responsible for the conduct of all personnel while on the job site.

5. Successful offeror’s personnel working during night shift shall wear reflective vests.

6. Use of interior facilities is strictly prohibited, except as arranged in advance with the requisitioning college’s representative. Time spent off campus for use of restroom breaks shall not be paid.

7. Smoking inside of buildings is prohibited. Smoking shall only occur at the designated locations assigned by the requisitioning college.

8. Successful offeror’s personnel assigned to shoveling operations shall be equipped with fiber or plastic-edge snow shovels and spreading equipment to apply the chemicals to shoveled areas.

9. The requisitioning college shall retain the right to suspend any employee if deemed incompetent or unproductive. If suspended the successful offeror shall replace the employee within eight (8) hours.

10. The successful offeror shall furnish a competent operational supervisor to direct and oversee successful offeror’s personnel and snow removal operations at all times. The successful offeror’s supervisor shall be fluent in English. The names and qualifications of any proposed supervisor shall be included as part of the response to the RFP. In the event a supervisor other than those provided is to be substituted, the name(s) and qualification(s) of such supervisors are to be provided to the requisitioning college’s representative or his/her designee no less than five (5) business days before the supervisor is to be on the requisitioning college’s ground.

11. The successful offeror’s proposed operational supervisor(s) shall have the authority to make daily decisions for the successful offeror in its absence.

12. The operational supervisor(s) shall have at least two (2) years of commercial snow removal experience.

13. The successful offeror shall provide one (1) supervisor for each of the requisitioning college’s campuses with a pick-up truck or SUV vehicle, cell phone and means of communicating with the drivers/operators during each snow removal operation.

14. The successful offeror’s supervisor shall be responsible for reporting any piece of equipment that is out of service, as soon as he/she is aware of the problem, to the requisitioning college’s representative or his/her designee.

15. The successful offeror’s supervisor cannot serve as the mechanic to keep the successful offeror’s equipment operational.

Proposals should at a minimum address the following:

• Describe in detail how your company intends to oversee its personnel assigned to perform the services being sought in this RFP.

• List the training your company’s personnel is provided for techniques and methods of removing snow and deicing techniques.

• Describe in detail your company’s process for replacing an employee who has been deemed incompetent or unproductive by the college representative.

• Provide the names and resumes for the personnel your company intends to assign as an operational supervisor.

• Describe in detail how your company intends on dealing with behavioral issues and customer complaints.

I. INVOICING

1. Itemized invoices shall be provided by the successful offeror to include:

a. Itemized by location, work that was performed, equipment that was used at each location and purchase order number (if applicable).

b. A description of the services provided for which the successful offeror is seeking payment.

c. Number of person-hours, equipment hours and/or materials provided, and rate charged.

d. The date and time the work occurred.

J. QUALITY OF WORK AND FINAL INSPECTION

1. The successful offeror shall exercise care to ensure that storm drainage inlets, manhole rings, water service valve boxes and other related items normally found in streets and roadways are not damaged by plowing operations. Damage caused by the successful offeror’s equipment shall be repaired at the successful offeror’s sole cost.

2. At the conclusion of the work, the successful offeror shall demonstrate to the requisitioning college representative or his/her designee that the work complies with any resultant contract specifications and requirements. Any deficiencies shall be promptly and permanently corrected by the successful offeror at the successful offeror’s sole expense prior to final acceptance of the work.

K. COLLEGE REPRESENTATIVE OR HIS/HER DESIGNEE

1. The college representative will be the Grounds Manager or equivalent at the college requesting services.

Only the college representative or his/her designee for each campus is authorized to provide direction or information or receive reports or communications regarding activities or action on the requisitioning college’s campus undertaken by the successful offeror.

2. Other personnel at the requisitioning college may be designated by the college representative to assist in the administration of any resultant contract. The successful offeror will be supplied with the name and title of the college personnel having authority to act for the requisitioning college in matters pertaining to any resultant contract or otherwise to interface with the successful offeror’s agent and personnel.

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

A. GENERAL PROPOSAL PREPARATION

RFP Response: In order to be considered, offerors must submit a complete response to this RFP (electronic).

No other distribution of the proposal shall be made by the offeror.

1. Response:

a. One (1) original signed proposal including the RFP, coversheet, and signed acknowledgement of any addenda (if applicable) -Email is not acceptable.

b. One (1) redacted copy (only if offeror has invoked the protections trade of §2.2-4342F of the Code of Virginia). Redacted copy must be identical to the original paper copy with the exception of removal/overwritten redacted information – (marked “REDACTED”). Email is not acceptable.

2. Proposal Preparation:

a. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act;

however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information in the original signed proposal and paper copies. Additionally, the offeror must submit a redacted copy of the proposal if invoking said protect. The classification of an entire proposal document or prequalification application, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being given reasonable time, the offeror refuses to withdraw an entire classification designation, the proposal will be rejected.

b. Proposals shall be signed by an authorized representative of the offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

c. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

d. The entire proposal response shall be limited to 100 typed pages (excluding the complete RFP, without attachments) signed and filled out as required. No font shall be smaller than 11 Point.

Proposal shall be submitted as one attachment in eVA.

e. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. Please cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page.

The proposal should contain a table of contents which cross-references the RFP requirements.

Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted in an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

f. As used in this RFP, the terms “must,” “shall,” “should” and “may” identify the criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful but are not necessary. Depending on the overall response to the RFP, some individual “must” and “shall” items may not be fully satisfied, but it is the intent to satisfy most, if not all, “must” and “shall” requirements.

The inability of an Offeror to satisfy a “must” or “shall” requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

g. Oral Presentation / Demonstrations: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation or provide a demonstration of their proposed solution to the agency. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

B. SPECIFIC PROPOSAL INSTRUCTIONS

Proposals should be as thorough and detailed as possible so that the VCCS may rigorously evaluate your capabilities to provide the required services. Offerors are required to submit the following items as a complete proposal:

1. RFP cover sheet and all addenda acknowledgments, if any, signed and filled out as required.

2. Offeror (Vendor) Data Sheet, included as Attachment to this RFP, and other attachments as noted, and other specific items or data requested in the RFP.

3. A written narrative statement to include:

a. Experience in providing the services described herein.

b. Answers to all questions.

c. Firm’s background, company history, locations, including the principals and their background. Detail the ownership and other relevant information regarding the firm.

d. Names, qualifications, and experience of personnel to be assigned to the project.

4. Specific methodology and plans for providing the proposed services including:

a. What, when, how, and by whom the services will be performed or accomplished.

b. Projected timeline for delivery of services relative to award date of contract.

5. Proposed Pricing Schedule: Complete Attachment 5 – Pricing Schedule, for all goods and services as outlined in this RFP. Refer to Attachment 22, VCCS Zone Map, if the offeror wishes to submit a separate pricing schedule based on approved zones for VCCS institutions. Complete a separate pricing schedule for each zone. If only one completed pricing schedule is provided, that pricing shall apply to all zones in the Commonwealth.

Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may arise.

V. EVALUATION AND AWARD CRITERIA

A. EVALUATION CRITERIA: Proposals will be evaluated by the VCCS using the following criteria:

Evaluation Criteria % of Total Experience and qualifications of company and personnel 30 Offeror’s ability, capacity, and skill to fully and satisfactorily provide the services and/or items required in this RFP.

Proposed equipment that will be used for providing the services required in this

RFP.

Proposed Pricing 10 Ability to Service Multiple Zones 5 DSBSD Certified Small Business 20

TOTAL 100

Points will be awarded in the Ability to Work in Multiple Zones category based on the following scale:

Number of Zones Work Performed In Points Received

1 0 2 2 3 3 4 4

5 or more 5

B. AWARD OF CONTRACT:

Award to Multiple Offerors: Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so, stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The Commonwealth reserves the right to make multiple awards as a result of this solicitation. The Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

***Note: POINTS FOR PROPOSED PRICING WILL BE EVALUATED FOR EACH ZONE SEPARATELY. IT IS

THE INTENT OF VCCS TO AWARD MULTIPLE OFFERORS IN EACH ZONE. EACH ZONE WILL BE

AWARDED SEPARATELY***

VI. GENERAL TERMS AND CONDITIONS

A. VENDORS MANUAL: This solicitation is subject to the provisions. of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual.

(Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at www.eva.virginia.gov under “I Sell to Virginia.”

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2- 4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state, and local laws, rules, and regulations.

C. ANTI-DISCRIMINATION: By submitting their proposals, offerors certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law http://www.eva.virginia.gov/ relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements, and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services…