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Request for Proposals Regarding Emergency Snow removal in Douglas, Wyoming The intent of this Request for Proposals (RFP) is to create a transparent process for interested parties to assist the City of Douglas Public Works department with snow removal on an as-needed, emergency basis. Proposals will be accepted until 2:00pm MST, November 1, 2023, and will be evaluated immediately following. Please send your response to: Mary Nicol Deputy, City Clerk City of Douglas P.O. Box 1030 101 North 4th Street Douglas, WY 82633 ---PAGE BREAK--- RFP: Emergency Snow Removal Page 2 of 6 Section One Introduction and Summary The City of Douglas is soliciting proposals for assistance to Public Works in snow removal during a declared emergency by the Public Works Director for the community of Douglas. It is anticipated that work associated with this RFP will begin, following contract approval on November 13, 2023. Written proposals with an hourly rate for each piece of equipment used and employee, must be received by Mary Nicol Deputy, City Clerk, City of Douglas, P.O. Box 1030, 101 North 4th Street, Douglas, WY 82633, no later than 2:00pm MST, November 1, 2023. It is expected that work should begin within 30 days of selecting an applicant. Section Two City of Douglas Recognized as the Jackalope Capital of the world, the City of Douglas, population 6,400±, is a growing Wyoming community located in east central Wyoming in Converse County along the Interstate 25 corridor approximately 50 miles East of Casper, WY. Our legacy is rooted in the Oregon Trail pioneers, railroads, and the wild western frontier. That pioneering spirit essential to survival in the old west still exists today. Douglas has been called one of the best 100 Small Towns in America and was recently selected as the best small town in the western United States to practice medicine. Douglas has a diverse economy and high quality of life grounded in traditional family values. With breathtaking views, Douglas sits at 5,000 feet at the foot of the beautiful Laramie Mountain range, and beside the Nort Platt River and is only a short distance from the Medicine Bow National Forest and Glendo Reservoir. This beautiful location offers many outdoor recreational opportunities such as hunting, fishing, boating, and hiking. In addition to being the official home of the Jackalope and a Tree City USA, Douglas is also the home of the Wyoming State Fairgrounds and Pioneer Museum, Wyoming Law Enforcement Academy, Douglas ---PAGE BREAK--- RFP: Emergency Snow Removal Page 3 of 6 Railroad Interpretive Center, Douglas Community Golf Course and the Douglas Motorsports Park. Douglas has a strong economic base primarily influenced by the availability of rail access, nearby coal resources and related mining operations, as well as exploration and production activities associated with oil, gas, and uranium reserves in Converse County Section Three Project Background In the past there have been winter storms that have put additional stress on the removal of snow from historical storms. With these storms the department has had difficulty removing snow in a timely manner. Section Four Scope of Services The purpose of the proposal is to partner with a qualified and well- equipped contractor that can help with snow removal during and after an unexpected historical storm that the Public Works Director has deemed an emergency. The contractor will agree to be available upon request, 24 hours a day 7 days a week. Upon helping Public Works with snow removal, Public Works will direct them to the area needed and where to dispose of any snow that needs to be hauled off. Section Five Proposal Submittal Requirements Proposals must include the following information: 1. Introductory Requirements a. Transmittal Letter Proposals must have a transmittal letter signed by an authorized representative of the applicant’s company confirming the applicant’s availability to accomplish this project and a commitment to complete the project in a timely manner. b. Project Understanding A statement describing the applicant’s understanding of the project and any special skills the applicant will bring to the project. ---PAGE BREAK--- RFP: Emergency Snow Removal Page 4 of 6 2. General Information a. Provide the following company information: i. Firm name ii. Business address iii. Primary contact name, email, and telephone number iv. Year established. v. Type of ownership b. Experience i. Provide information on the applicant’s background and experience on similar projects. ii. Provide background of key members in the team and their specific experience in previous projects that would relate to this project. iii. Describe any specific skills the applicant team would bring to this project. c. Proof of Insurance i. Provide proof of the following: 1. Comprehensive General Liability Insurance Applicant shall have comprehensive general liability insurance coverage during the entire term of the contract, against claims arising out of bodily injury, death, damage to or destruction of the property of others, including loss of use thereof in an amount not less than one million dollars ($1,000,000) each occurrence and two million dollars ($2,000,000) in general aggregate. 2. Workers’ Compensation or Employers Liability Insurance The applicant shall provide proof of workers’ compensation coverage, for all employees working on this project. Applicant’s coverage shall be under the Wyoming Workers Safety and Compensation program if statutorily required or such other workers’ compensation insurance as appropriate. Applicant’s insurance shall include Stop Gap coverage in the amount not less than five hundred thousand dollars ($500,000) per employee for each accident and disease. The applicant shall also supply proof of worker’s compensation and employer’s liability insurance on any sub-applicant. 3. Professional Liability or Errors and Omissions Liability Insurance Applicant shall provide proof of professional liability insurance or errors and omissions liability insurance to protect Committee from any and all claims arising from Applicant’s alleged or real professional errors, omissions or mistakes in the performance of professional duties by Applicant or his sub-applicants in an amount no less than five hundred thousand dollars ($500,000). 4. Business Automobile Liability ---PAGE BREAK--- RFP: Emergency Snow Removal Page 5 of 6 Applicant shall maintain, during the entire term of the Contract, automobile liability insurance in an amount not less than five hundred thousand dollars ($500,000) per occurrence. d. Potential or Perceived Conflicts of Interest i. Any potential or perceived conflicts of interest must be disclosed. 3. Project Costs Expenses are to be broken down into line items showing the cost by hourly rate and number of each piece of equipment used and employees. The proposal is to be signed by an official authorized to bind the offer and is to contain a statement to the effect that the proposal is a firm offer for a ninety (90) day period from opening. The proposal is also to provide the following information: name, title, address, email address, and telephone number of the individual(s) with authority to contractually bind the company and also who may be contacted during the period of proposal evaluation for the purpose of clarifying submittal information. Section Six Selection Procedures, Schedule, and Budget Written questions regarding this RFP should be submitted to [EMAIL REDACTED] no later than October 19, 2023. Responses to questions will be emailed to everyone who submitted questions or who notified the City Council they would like to receive responses. All communication during the solicitation process will be directed to John Harbarger. No other contact will be made regarding this RFP with any City staff, City Council, Agents, Consultants, etc. during the RFP process. Failure to comply with this requirement will result in the offending applicant being removed from consideration. All responses to this RFP must be received in a sealed envelope clearly marked “RESPONSE TO PROPOSAL, EVALUATION OF EMERGENCY SNOW REMOVAL” by November 1, 2023. Evaluation of proposals will be completed by members of the Committee. Proposals will be evaluated based on the following criteria: Availability as needed and response time 30% Experience with similar projects 50% Proposed Fee 20% All proposals are to be submitted to: Mary Nicol Deputy City Clerk City of Douglas P.O. Box 1030 101 North 4th Street Douglas, WY 82633 ---PAGE BREAK--- RFP: Emergency Snow Removal Page 6 of 6