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1 REQUEST FOR PROPOSALS CITY OF DOUGLAS, WYOMING CONTRACT SNOW REMOVAL SERVICES CONVERSE COUNTY JOINT JUSTICE CENTER The City of Douglas, Wyoming is seeking proposals to provide contract professional Snow Removal Services for the City of Douglas. Interested and qualified individuals or firms are invited to submit a Proposal outlining their qualifications. Proposals for “City of Douglas Snow Removal Services” will be accepted until 2:00 p.m. local time on October 14th, 2020. Fax or e- mail submittals will not be accepted. Proposals received after the deadline will be returned unopened. Bids will not be read aloud as this is not a single cost bid proposal but a Request for Proposals. If you have questions contact John Harbarger at [PHONE REDACTED]. Copies of the “Standards of Workmanship Required” document shall be available at Public Works. Proposals are to be delivered to Douglas City Hall, Attn: City Clerk, 101 N. 4th Street, P.O. Box 1030, Douglas, Wyoming 82633. The City of Douglas reserves the right to reject any and all Proposals. The City reserves the right to waive any irregularities or technicalities in the submittals as it deems appropriate to best serve the public interest. It is anticipated the City will review the Proposals and enter into an Agreement with the selected firm by October 26th, 2020. SCOPE OF WORK The contractor shall furnish all labor and equipment for clearing snow from areas as specified on the attached sheets during the months of November, December, January, February, March and April. The Contractor shall only accept telephone calls from the following individuals, indicating the need for Contractor’s services: VISITING SITES The Contractor shall be responsible for scheduling site visitations Prior to beginning snow removal operations, a successful bidder shall check each site and note with the person in charge of the site any damaged equipment, railings, shrubbery, trees, fences, etc., to establish record for possible obligations and liability claims due to snow removal damage. A successful bidder shall identify meandering sidewalks on the sites that are not well defined, prior to the first snowfall to properly define locations and to protect Owner’s property. CONDITIONS REQUIRING SNOW REMOVAL The Contractor shall be responsible for executing snow removal operations as the following conditions develop: 1. Whenever two inches or more of snow accumulation occurs or since the last plowing effort on sidewalks and pathways. De-icing of walks, ramps or pathways are required whenever icy conditions exist. Snow removal shall be required 7 days per week including holidays. ---PAGE BREAK--- 2 EQUIPMENT A successful bidder may be required to prove available possession, by ownership title or lease agreement, the equipment the Owner deems necessary for proper removal of snow, before being awarded a contract. The Contractor shall be responsible for arranging supplemental service or labor in case of mechanical breakdown or illness. It shall be the Owner’s prerogative to reject a bid, if in the Owner’s opinion, the bidder does not satisfy the requirements of supplemental equipment and personnel. The Owner reserves the right to reject any bid, or terminate the contract, if in the Owner’s judgment, the equipment owned or leased by bidder is inadequate for satisfactory removal of snow by reason of condition, size, or amount. WORKMANSHIP Operators handling of snow removal equipment shall be experienced and exercise sound judgment in placing snow where it will not damage shrubbery or obstruct passageways, entrances, crosswalks, steps, etc. Operators shall not push snow from County property into City streets. Open areas such as parking lots shall be plowed neatly and smooth with a minimum of windrow drifts resulting from plowing passes. NOTE: The Contractor is not expected to truck snow away from extensive plowing during a heavy snowfall. The Contractor shall make every effort in early season plowing, to push snow back as far as practical, to make room for subsequent snow. Large pile removal will be the responsibility of the owner. RESPONSIBILITY FOR DAMAGES Any damage to railings, shrubbery, sod, buildings, pavements, etc. caused by the Contractor or their operators shall be corrected by the Contractor to the complete satisfaction of the Owner, prior to final contract payment. COMMUNICATION BETWEEN OWNER AND CONTRACTOR It shall be the prerogative of the owner to request the Contractor to notify the Owner when the Contractor intends to commence snow removal operations between 10:00 p.m. and 6:00 a.m. The Contractor shall be available by telephone, either personally or through an associate, during snowfall periods and immediately after a snowfall. A telephone answering service is acceptable only if calls are returned in less than a one hour period during the hours of 8:00 a.m. to 5:00 p.m. The Owner will make two attempts to reach the Contractor, by telephone, to notify the Contractor of Owner’s intent to perform portions of Work not satisfactorily performed by the contractor. If the Contractor cannot be reached, payment for services may be adjusted. ---PAGE BREAK--- 3 PROPOSAL’S CONTENT - The Proposal should be organized as follows: Title page: include the name of Proposer’s primary contact with mailing and e-mail addresses, telephone and fax numbers. Qualifications of Proposer: provide a summary of experience with similar contract work. Project References: include contact name, address, phone number and e-mail address for at least three references for past similar work. Indicate specifically how Proposer shall meet ALL requirements found in the “Standards of Workmanship Required”. Hourly Rate Schedule: include an hourly rate schedule for the individual/firm, including individual rates for Misc. services and charges. General Information: provide any additional information you feel would be useful during the review process. All Proposals are to be printed on an 8.5 x 11 page format, labeled as follows: “Proposal – City of Douglas Snow Removal Services”. It is not the intent of this RFP that a single cost for one year of services be determined or proposed, and proposals will be rated on the overall cost basis of services, rather than on a “bid” for yearly service costs. GENERAL INFORMATION FOR PROPOSERS The successful individual/firm must enter into a Professional Services Agreement that specifies requirements for indemnification, insurance and other applicable policies. Proposals cannot be withdrawn for 30 days after the day that Proposals are due. This contract will be for a period of one year, renewable upon agreement of each party. Payments will be once per month and will be made on a proven expenditure basis. Payments on each Pay Application will be made following the City of Douglas Purchasing Policy. SELECTION PROCESS The selection will be based on information provided in the Proposals. A Selection Committee will review all submittals and rank the Proposals based on the Selection Criteria. Up to three firms may be selected for further consideration. These firms may be asked to submit additional information or participate in a post-Proposal interview. A contract will be negotiated with the selected individuals/firm. Publish: September 30th and October 7th ---PAGE BREAK--- 4 ATTACHMENT A SNOW REMOVAL BID FORM City Of Douglas requests quotation for snow removal per the specifications above. NOTE: Two prices shall be submitted: 1. General walkway plowing (clearing of snow with light equipment, i.e. – hand shovels, snow blowers, de-icing etc.) For all designated walk ways, ramps and pathway. Walkway clearing and de-icing. Every 2 inch accumulation. Per Occurrence base rate if required ATTACHMENT B EQUIPMENT LISTING (Please list below equipment that will be used to fulfill the requirements of this bid. Owner reserves the right to inspect Contractor’s equipment prior to the award of a contract.) YEAR MAKE MODEL DESCRIPTION 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Additional information regarding equipment: ---PAGE BREAK--- 5 REFERENCES: All bids must include three references. Local references are preferred. References should include company name, contact name, address, phone, fax and email address and contact information for the specific person who is knowledgeable about the Vendor’s record and performance. References may be contacted for consultation and/or site visits at our discretion. CITY, STATE, CITY, STATE, CITY, STATE,