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RFP – Snow Removal Page 1 of 4 REQUEST FOR PROPOSALS CITY OF DOUGLAS, WYOMING CONTRACT SNOW REMOVAL SERVICES CONVERSE COUNTY JOINT JUSTICE CENTER A. INTRODUCTION AND SUMMARY The City of Douglas, Wyoming, is seeking proposals to provide contract professional Snow Removal Services at the Converse County Joint Justice Center 1201 Mesa Drive, Douglas, Wyoming. Interested and qualified individuals or firms are invited to submit a Proposal outlining required qualifications. Proposals for “City of Douglas Snow Removal Services” must be submitted to the City Clerk, PO Box 1030, 101 N. 4th Street, no later than 2:00 p.m. MST time, December 11th, 2019. Fax or e-mail submittals will not be accepted, nor will Proposals received after the deadline. A public notice has been published in the Douglas Budget newspaper on November 27 and December 4, 2019, as well as on the City of Douglas website at www.cityofdouglas.org. The City proposes to enter into an Agreement with a qualified individual or firm to manage all snow removal needs at the during winter months. The final award will depend upon cost and qualifications, including experience, references, and equipment. The services provided by the chosen individual or firm are professional services and the selection of a Contractor is made at the sole discretion of the City. The City reserves the right to refuse or reject any or all Proposals; to waive any and all formalities or technicalities; and to accept the firm who the City, in its sole discretion, determines to be most qualified and whose Proposal best serves the interests of the City. The City may determine to take no action and reserves the right to do so. The City of Douglas reserves the right to negotiate with one or more parties and is not obligated to enter into any contract with any respondent on any terms or conditions. B. DEFINITIONS For the purposes of this Proposal, the following definitions shall apply: 1. “Owner” means the owner of the Converse County Joint Justice Center. 2. “City” means the City of Douglas, Wyoming. 3. “Contractor” means the individual or firm selected by the City to complete the requested work. 4. “Operator” means any individual performing work for the Contractor. 5. “Proposal” means the submitted Request for Proposal as completed by the Contractor. C. SCOPE OF WORK 1. The Contractor shall furnish all labor and equipment for clearing snow away from all sidewalks, entrances, and driveways as detailed in the attached map, incorporated herein as Attachment during the months of November, December, January, February, March and April. Areas excluded from this Proposal are the parking lot and Mesa Drive as this work shall continue to be performed by the City of Douglas. 2. The Contractor shall only accept telephone calls from the following individuals, indicating the need for Contractor’s services: a. John Harbarger, Public Works Director b. Steve Martinez, Streets & Alleys Supervisor ---PAGE BREAK--- RFP – Snow Removal Page 2 of 4 D. SITE VISITATION 1. The Contractor shall be responsible for scheduling all site visitations. 2. Prior to beginning snow removal operations, the Contractor shall check the site and note with a representative of the City and the Owner and make a written account of any damaged equipment, railings, shrubbery, trees, fences, or any other area or structure on site in order to establish a written record of the condition of the site for possible subsequent obligations and liability claims due to snow removal damage. 3. The Contractor shall identify meandering sidewalks on site that are not well defined prior to the first snowfall to properly define locations and to protect Owner’s property. E. CONDITIONS REQUIRING SNOW REMOVAL 1. The Contractor shall be responsible for executing snow removal operations whenever two inches or more of new snow accumulation occurs; and 2. Whenever any additional two inches or more of snow accumulates since the last plowing effort on sidewalks and pathways; and 3. Shall ensure de-icing of all walks, ramps and pathways occurs as necessary; this is required whenever icy conditions exist. 4. Snow removal shall be required seven days per week, including holidays, and at various hours of the day depending on the snow event. F. EQUIPMENT AND PERSONNEL 1. The Contractor shall be responsible for arranging supplemental service and/or labor in case of mechanical breakdown or illness. The City’s may reject a Proposal if, in the City’s judgement, the Proposal does not satisfy the requirements of supplemental equipment and personnel. 2. The City reserves the right to reject any Proposal or terminate the Agreement if, in the City’s judgment, the equipment owned or leased by the Contractor is inadequate for satisfactory removal of snow by reason of condition, size, and/or amount. G. WORKMANSHIP 1. All Operators of snow removal equipment shall be experienced and shall exercise sound judgment at all times, including but not limited to placing snow in appropriate locations where it will not damage shrubbery or other public or personal property, or obstruct passageways, entrances, crosswalks, steps, handicap access, or other such area. 2. Operators shall not push snow from the Owner’s property onto City streets. 3. Open areas shall be plowed neatly and smoothly with a minimum of windrow drifts resulting from plowing passes. H. EXCEPTIONS TO CONDITIONS OF SNOW REMOVAL 1. The Contractor is not expected to haul snow piles resulting from extensive plowing during a heavy snowfall to another location. However, the Contractor shall make every effort in early season plowing to push snow back as far as practical in order to make room for subsequent snow. 2. Large snow pile removal will be the responsibility of the City. ---PAGE BREAK--- RFP – Snow Removal Page 3 of 4 I. RESPONSIBILITY FOR DAMAGES 1. Any damage to railings, shrubbery, sod, buildings, pavements, concrete, or any other surface or area that is caused by the Contractor or his or her Operators shall be rectified by the Contractor at the Contractor’s sole expense to the complete satisfaction of the City. 2. Failure to rectify any aforementioned damage may result in withholding of payment to the Contractor. J. COMMUNICATION BETWEEN OWNER AND CONTRACTOR 1. The Contractor shall be responsible for executing snow removal operations per Section E. of this proposal. 2. The City may require the Contractor to notify the Owner if the Contractor intends to commence snow removal operations between the hours of 10:00 p.m. and 6:00 a.m. 3. The Contractor shall be available by telephone, either personally or through an associate, during snowfall periods and immediately after any snowfall. A telephone answering service is acceptable only if calls are returned to the City in less than one hour between the hours of 8:00 a.m. to 5:00 p.m. 4. The City will make two attempts to reach the Contractor by telephone to notify the Contractor of City’s intent to perform portions of work not satisfactorily performed by the Contractor. If the Contractor cannot be reached and work is not performed, payment for services shall be adjusted. K. PROPOSAL’S CONTENT 1. Proposals will be rated on the overall cost basis of hourly services. The Proposal should be organized as follows. a. Title page: Include the name of Proposer’s primary contact, including mailing, street, and e-mail addresses; and cell phone, business phone, and fax numbers. b. Qualifications of Individual or Firm: Provide a summary of experience for similar contract work. c. Project References: Include contact name, address, phone number and e-mail address for at least three references for past similar work. d. Rate Schedule: Include a rate schedule for the individual or firm, as well as an hourly rate for the conditions specified in Section E. e. Equipment: Provide a complete list of all equipment that will be used to fulfill the requirements of this Proposal, including Make, Model, Year, description, and condition. The City reserves the right to inspect Contractor’s equipment prior to the award of the Proposal. f. General Information: Provide any additional information that the Proposer deems pertinent and useful for the review process. g. Formatting: All Proposals are to be printed on an 8.5” x 11” page format, labeled as follows: “Proposal – City of Douglas Snow Removal Services”. L. QUESTIONS 1. Written questions regarding this Proposal should be submitted to John Harbarger, Public Works Director, at [EMAIL REDACTED] no later than Friday, December 6th, 2019. Responses to questions will be emailed to everyone who submitted questions and/or who notified the City that they would like to receive responses to questions. ---PAGE BREAK--- RFP – Snow Removal Page 4 of 4 2. Verbal questions should also be submitted to John Harbarger at [PHONE REDACTED] with the understanding that verbal questions may be shared along with written questions. M. GENERAL INFORMATION FOR PROPOSERS 1. The successful individual or firm must enter into a Professional Services Agreement that specifies requirements for indemnification, insurance and other applicable policies. 2. Proposals cannot be withdrawn for thirty (30) days after the day that Proposals are due. 3. The Agreement will be for a period of one year, renewable upon agreement of each party. 4. Payments will be issued once per month per the City of Douglas Purchasing Policy upon receipt of an invoice and a proven expenditure basis. N. SELECTION PROCESS 1. The selection of a Proposal will be based on information provided in the Proposals. 2. A Selection Committee will review all submittals and rank the Proposals based on the Selection Criteria as follows: a. Rate schedule b. Qualifications and related experience c. References and d. Equipment 3. Up to three firms may be selected for further consideration. These firms may be asked to submit additional information and/or participate in a post-Proposal interview. 4. An Agreement will be negotiated with the selected individual or firm with anticipation to be presented to City Council for approval at the January 13, 2020 regular City Council meeting. ---PAGE BREAK--- \I / / / I / , I = I I I I I / / .11 /1 I I I I ' - / - m en c m - m m 0 x r= :c :c I I I I I I I I ' I I I I I / I / 1 1 I I I I I 1 1 I I I I I I I I I I/ I I 1, / /I I I I I I I I I I / / / I I I I / / I I I I I I I / / !1 I I ff I I ! I I I I 1:1 I I I I I /I I I I I I I 1/ / i!i I ro ~ ~ I $ I / / ; I / ~ I I I / I I / J / I ATTACHMENT