S218--Snow and Ice Service Removal Agreement

This Sources Sought Notice is for the Central Virginia VA Health Care System to determine sources for Snow and Ice Removal Service Agreement to take place at the Central Virginia VA Health Care System Richmond, VA Medical Center located at 1201 Broad Rock Boulevard, Richmond, VA 23249 for a base plus 1 option year.

ADDITIONAL INFORMATION:

This is a SOURCES SOUGHT announcement only. The purpose of this notice is to conduct market research and obtain information from qualified businesses. This is not a request for bids, quotes, or proposals. All responsible sources must submit a capability statement addressing their capabilities, capacity, and location which shall be considered by the agency.

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This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government.

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Interested parties submitting a response to this inquiry must include the following information:

Capability statement

Name and address of company

NAICS Code

SAM.gov UEI number

Business size (large, small, VOSB, or SDVOSB)

Identify applicable socioeconomic categories and any pertinent information which demonstrates the firm s ability to meet the above requirement

GENERAL REQUIREMENT

3.1. Service requests from the Contracting Officer Representative (COR) or delegated Point of Contact (POC) can occur at any time, 24 hours a day/7 day a week including holidays. The contractor is required to respond accordingly when inclement weather is imminent.

3.2. Two-hour response time is required. This means the contractor will have two hours after receiving notification from the COR to be on station and commence snow removal. Calls to the contractor will be made as needed by the COR, Chief Environmental Management Service (EMS), Deputy Chief, EMS and/or Assistant s Chief, EMS.

3.3. Action shall be continuous until COR or delegated POC determines treatment is no longer necessary.

3.4. The contractor shall furnish the COR with a list of telephone numbers where the contractor or his authorized representative may be contacted seven days a week, 24 hours a day, for the required services.

3.5. Staging Equipment. If weather permits and COR has provided sufficient advanced notification, the Contractor may prepare their snow removal equipment by staging at least 2 hours in advance of snowfall. Contractor may stage snow removal equipment on Delivery Drive at the contractor s own risk. This will allow time for the contractor to set up equipment and assess the areas the snow needs to be removed from.

3.6. The contractor shall dispose of all trash and debris related to snow removal.

4.0. SPECIFIC REQUIREMENTS

4.1. The contractor shall remove snow from parking lots and roadways on Central Virginia VA Health Care System Richmond, VAMC property. The contractor will provide a list of snow removal equipment to be used. The equipment used by the Contractor shall not damage the surfaces of sidewalks, entryway steps, parking lots and roadways on the Central Virginia VA Health Care System Richmond, VAMC property. The vendor will be responsible for any damage as a result of the equipment that they use. The contractor will also be responsible for repairs or reimbursement to the Central Virginia VA Health Care System Richmond, VAMC for any damaged due to equipment strikes e.g., broken curbs/storm drain inlets/sidewalks/parking stops, and other obvious equipment caused damage.

4.1.1. When snow is imminent, the COR may request the contractor to be onsite within two hours from initial contact, or at a previously agreed upon time.

4.2. Snow Removal. The contractor shall ensure a pathway of 3 feet wide is free of snow accumulation, piles, or drifts by maintaining clear access to sidewalk entrance ramps. The contractor shall remove snow, including drifts or piles, from all remaining paved surfaces such as roads and parking lots, as shown on the map. Central Virginia VA Health Care System Richmond, VAMC will be maintaining sidewalks, docking ramps, landings, and entrances into the physical buildings.

4.2.1. Removal process will consist of clearing roadways and parking spaces to ensure safe usage of all sidewalk exits from all lots to maintain safe pedestrian through ways.

4.3. Priority One Areas. Priority 1 Areas are critical areas where, if uncleared, it can be dangerous for slips, falls, and other accidents. These areas must always have snow removed in a snow event, and snow in Priority 1 areas shall be removed when accumulation exceeds one (1) inch or after snowfall stops. Snow removal for Priority 1 areas must be accomplished within:

0-3 inches of accumulation: (5 8 hours max.)

Above 3 inches of accumulation: (8 14 hours max.)

4.4. Priority Two Areas. In these locations, the contractor shall remove snow Priority 1 Areas have been completed. Snow removal for Priority 2 areas must be accomplished within of initial snowfall and repeat as necessary:

0-3 inches of accumulation: (8 12 hours max.)

Above 3 inches of accumulation: (12 24 hours max.)

4.5. Snow Disposal. When snowfall is heavy or accumulations become excessive, the contractor must place excess snow in disposal points pre-designated by the COR. Contractor may be required to remove snow from Central Virginia VA Health Care System Richmond, VAMC grounds due to space limitations and/or safety considerations.

4.5.1. Contractor must also be available for residual snow removal from Central Virginia VA Health Care System Richmond, VAMC grounds to ensure safe environments are maintained for patients and employees.

5.0. STANDBY/REPEAT SNOW REMOVAL

5.1. Standby/Repeat Snow Removal Services will be authorized upon written approval of the COR, for any one of the following:

1) Snowfall accumulation persists after initial services or

2) Snowfall accumulation is forecasted to continue within 2 hours of the initial service

5.1.1. The contractor shall remain on station for continued service.

5.1.2. The COR determines the contractor start time for repeat service via written approval.

5.1.3. Services shall end when the COR releases the contractor and both parties sign documentation stating the hours worked and agree upon the NOAA s Depth of Accumulation in the zip code area of 23249.

5.1.4. All Standby/Repeat services shall be billed against the associated CLIN per event.

5.1.4 An event is defined as:

(1) 12 14 hours of snow removal operations or sooner if work is complete. This definition is based on accumulation.

5.1.5 The COR shall monitor the funding and notify the CO within 24 hours of service if additional funds are required for the snow event.

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All responses shall be submitted no later than Monday, 09/18/2026, by 09:00 AM EST.

Responses shall be emailed to: Tiara.White@va.gov. When replying, please include Sources Sought Notice 36C24626Q1078 to ensure the email is reviewed in a timely manner.