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Request for Proposal for Snowplowing and Removal

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Request for Proposal for Snowplowing and Removal REQUEST FOR PROPOSAL FOR SNOWPLOWING AND REMOVAL SERVICES AT BUFFALO NIAGARA INTERNATIONAL AIRPORT NFTA RFP 4334 The following items are to be included with the proposal and made part of any agreement entered into pursuant to this RFP. PLEASE SUBMIT 6 COPIES OF PROPOSAL Cover Letter Description of products/services Firm, Management and Staff Qualifications Experience and References Itemized Cost Proposal Non-Collusive Proposal Certificate Disclosure of Prior Non-Responsibility Determinations Bidder’s/Proposer’s Affirmation and Certification Company and Contact Information Form Contractor Certification Form ST-220-TD (if over $100,000) Equipment List Proof of Equipment ownership or lease arrangement Evidence of snow removal experience for past 3 years PROPONENTS MUST REGISTER AND DOWNLOAD THIS RFP FROM THE NFTA WEB SITE, WWW.NFTA.COM, IN ORDER TO BE NOTIFIED OF SUBSEQUENT AMENDMENTS. ONLY REGISTERED SUPPLIERS WILL RECEIVE NOTIFICATION OF NEW RFP’S AS THEY BECOME AVAILABLE. THE RFP NUMBER MUST BE REFERENCED ON ALL SUBMITTALS AND CORRESPONDENCE. NIAGARA FRONTIER TRANSPORTATION AUTHORITY REQUEST FOR PROPOSAL NO. 4334 Proposals will be received by the undersigned until 11:00 am, on AUGUST 16, 2013: SNOWPLOWING AND REMOVAL SERVICES AT BUFFALO NIAGARA INTERNATIONAL AIRPORT in accordance with the attached proposal documents. The Authority reserves the right to reject any or all proposals, or to waive any informality in the proposal. Proposals shall be submitted in a sealed envelope showing Proponent’s name and addressed to: NIAGARA FRONTIER TRANSPORTATION AUTHORITY Department of Procurement - Fifth Floor Attention: Cindy Judd 181 Ellicott Street Buffalo, New York 14203 716-855-7206 phone, 716-855-6676 fax email [email protected] www.nfta.com MARK ON LOWER LEFT HAND CORNER OF ENVELOPE: RFP: 4334 DUE DATE: AUGUST 16, 2013 AT 11:00 AM LOCAL TIME FOR: SNOWPLOWING AND REMOVAL SERVICES AT BUFFALO NIAGARA INTERNATIONAL AIRPORT NAME OF PROPONENT: PROPOSALS MUST BE RECEIVED AT 181 ELLICOTT STREET, 5TH FLOOR, PROCUREMENT DEPARTMENT, BEFORE THE TIME DESIGNATED FOR OPENING IN ORDER TO BE CONSIDERED. All correspondence, communications and/or contact with the NFTA in regard to any aspect of this proposal shall be with the Procurement Official designated above or her designated representative. Prospective proponents, or their representatives, shall not make contact with or communicate with any representatives of the NFTA, including employees and consultants, other than the designated Procurement Official, in regard to any aspect of this proposal. Andrea Herald Procurement Manager 1 RFP 4334 SNOWPLOWING AND REMOVAL SERVICES AT BUFFALO NIAGARA INTERNATIONAL AIRPORT PROJECT DESCRIPTION AND TECHNICAL REQUIREMENTS Niagara Frontier Transportation Authority requests proposals for snow removal services for Buffalo Niagara International Airport (BNIA). The initial contract duration shall be for the winter season 2013/2014. The winter season starts November 1 and ends March 31 of each year. At the sole discretion of the NFTA, the contract may be renewed annually for the winter seasons 2014/2015 and 2015/2016. Note: A Pre-proposal conference will be held on August 7, 2013 at 8:30 am. Contact Cindy Judd via e-mail for directions if you plan to attend. AREA DESIGNATIONS: See attached map. AREA A (Airside Operations) Terminal ramps Air cargo ramps AREA B (Landside Operations I) Terminal roadways Top level of the parking structure Limousine Lot West Lot (west end of terminal) Long Term Parking Lot Long Term Parking Lot overflow Taxi lanes/Taxi operations Bus lanes Entrance and exit roadways of above Hand shoveling around cars and bus shelters as directed Sidewalk along Genesee St. between Holtz Road and Cayuga Road Sidewalks in and around parking lots Sidewalk along Holtz Road from Genesee Street to the FAA Tower Service Road Application of salt in above areas as directed Additional areas as the NFTA may designate AREA C (Landside Operations II) Economy Parking Lot 2 Sidewalk along Holtz Road from Genesee Street to the FAA Tower Service Road Maryvale Drive Parking Lot (240 Cayuga Road) Air Operations Center Parking lot (251 Cayuga Road) Hand shoveling around cars and bus shelters as directed NFTA sidewalks in Cheektowaga as depicted on map Entrance and exit roadways of above Application of salt in above areas as directed Additional areas as the NFTA may designate SCOPE: The work includes: Snow plowing, snow stacking, snow consolidation and removal from areas as directed; applying salt and/or deicing chemicals to areas as directed. All work will be assigned by the Airfield Superintendent or his representative. Staging area for contractor equipment will be designated by the Airfield Superintendent or his representative. COST PROPOSAL: A. Proponents may submit proposals for one, or two, or all three of the designated areas. B. Cost proposals per area are required as follows: Price per hour for each piece of equipment which includes the equipment rate, labor rate, fuel, overhead, etc. The proposed price must apply 24 hours per day, seven days per week. The rate for salt spreader trucks, shall exclude the cost of salt, which will provided by the NFTA. An hourly labor rate is requested for work without motorized equipment where appropriate. C. Proponents may propose a minimum seasonal guarantee (MSG) fee for each area per winter season whereby the contractor will be paid the greater of the MSG or actual total services rendered during the season. All actual amounts owed for services will be offset against the MSG. If the amounts owed for total seasonal actual services rendered are less than the MSG at March 31, the shortage will be paid no later than April 30. Alternatively, the contractor may provide a proposed monthly payment schedule to identify partial advance payments of the MSG which will subsequently be used as a reduction to payments for actual services eventually rendered. D. The contractor is not guaranteed a minimum amount for snow plowing and/or snow removal for each snow removal event. The contractor will only be paid for time on site under the flat fixed price per hour for equipment and operator as proposed. 3 E. Retainage in the amount of 5% will be withheld from each billing through the winter season to cover any expenses related to remediation of winter damage caused by the contractor’s snow removal equipment, such as: Damage to curbs Damage to signage Damage to landscaping Damage to underground sprinkler system Damage to traffic and revenue control equipment ITEMS TO BE SUBMITTED WITH PROPOSAL: A. Supply a complete list of plows, trucks and other equipment that will be used on BNIA premises, including any stand-by equipment. Hourly rates for each piece of equipment must be listed. B. Supply proof of ownership and/or lease arrangements and/or Sub-Contractor plans at time of proposal for each piece of listed equipment. C. Supply evidence of snowplowing and removal experience for the past 3 years for operations similar in size of the scope of this RFP for each area proposed. References must include contact names and phone numbers. CONTRACTOR REQUIREMENTS FOR ALL AREAS: A. Contractor shall be able to provide service 24 hours a day seven days a week. B. Contractor shall be able to mobilize within two hours and be fully mobilized within three hours. Failure to do so may result in termination of the contract. C. All equipment to be used on BNIA property shall be inspected by a representative of the Airfield Superintendent and deemed acceptable before the proposal is awarded. D. Equipment to be utilized for application of salt shall be equipped with a drop spreader or shield that prevents the spread of salt beyond the width of the equipment. E. When on site, contractor shall have a supervisor equipped with means to communicate with the Airfield Superintendent (or his designee) and with the contractor’s employees. F. All fuel, maintenance, labor, insurance and other costs pertaining directly or indirectly to snow plowing and removal shall be the sole burden and responsibility of the contractor. G. Contractor will be required to check in or out at the BNIA field office to fill out forms showing the equipment being used before starting any plowing and before leaving the BNIA property after plowing. All charges to the NFTA shall be billed on an hourly rate according to the rates proposed by the contractor. 4 H. Contractor shall have adequate supply of fuel in a mobile truck or trailer fueler at BNIA for continuous operation. I. The successful proponent will be advised by NFTA personnel of the time at which they will be required on site to perform services. Contractor shall supply contact names and numbers at time of award. J. The Contractor shall give the Airfield Superintendent or his designee names and phone numbers for the contact person at time of award. CONTRACTOR REQUIREMENTS FOR AREA A: A. Contractor shall have a supervisor equipped with a ground control radio for contact with Buffalo FAA Tower. B. The contractor’s personnel will be required to be fingerprinted, attend a security and driver training class given by the BNIA Police, and be properly badged by October 15 of each year. The contractor is to assume the cost of $50 per badge for fingerprinting, or replacement of lost badges. The NFTA will retain $500.00 for each unreturned badge from final payment identified in the above “Cost Proposal Section” – paragraph E. CONTRACTOR REQUIREMENTS FOR AREAS B & C: A. Equipment to be utilized on the top level of the parking structure (within Area B) for all snow plowing shall be equipped with a thick, high durometer rubber blade mounted so that the metal edges of the blade do not come in contact with the concrete and shall be limited to 4,000 pounds per axle. B. Contractor working in Area B shall remove snow by truck from top level of parking structure after plowing.
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