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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 Public Works department with snow removal in an emergency basis as needed to the City of Douglas. Proposals will be accepted until 2:00pm MST, December 20, 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: Contract Snow Removal Page 2 of 5 Section One Introduction and Summary The City of Douglas is soliciting proposals for a contractor that can assist Public Works in snow removal on an as-needed basis. Written proposals with an hourly rate per 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, December 20, 2023. It is anticipated that work associated with this RFP may begin anytime following contract approval after December 21, 2023. 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 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. ---PAGE BREAK--- RFP: Contract Snow Removal Page 3 of 5 Section Three Project Background Due to recent winter weather events, the City has found it prudent to solicit additional, backup snow removal providers to assist the City on an as-needed basis. Section Four Scope of Services The purpose of the proposal is to develop a list of qualified and well- equipped contractors that will be available to assist the City, upon request, with snow removal during and after a snow event. Snow events, along with the City’s request for assistance, may occur 24 hours per day, 7 days per week. Upon request from the Public Works Director or designee, contractor(s) will be directed to the location and the manner in which snow will be cleared and disposed. 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. 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 ---PAGE BREAK--- RFP: Contract Snow Removal Page 4 of 5 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 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. ---PAGE BREAK--- RFP: Contract Snow Removal Page 5 of 5 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 December 13, 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, EMERGENCY SNOW REMOVAL” by December 20, 2023. Evaluation of proposals will be completed by members of the Committee. Proposals will be evaluated and ranked based on the following criteria: Equipment & Ability to perform work 50% Proposed Fee 50% 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