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418 East 2nd Street · PO Box 158 · Whitefish, MT 59937 (406) 863-2410 · Fax : (406) 863-2409 www.cityofwhitefish.org REQUEST FOR PROPOSALS Sidewalk Snow Removal Proposals Due: November 3rd 4:00 P.M. Contact: Michael Samdahl Phone Number: (406) 863-2410 Email Address: msamdahl@cityofwhitefish OVERVIEW The City of Whitefish invites proposals to provide services to the City for the clearing of snow and ice on sidewalks located in the public right-of-way that poses a safety hazard. City of Whitefish Municipal Code Section 7-2-2D authorizes the City to take action to enforce snow removal in cases of voluntary non-compliance. The City may engage one or more individuals/businesses (independent contractors) throughout the 2023-2024 snow season (October 1 – April 30) to remove snow and ice from the public right-of-way. Independent Contractors interested in removing snow and ice from sidewalks on an instance-by-instance, as needed basis as described in attached APPENDIX A, are encouraged to submit a proposal to provide services. The proposal must include the following information • Contact person and contact information including phone number and email address • A list of equipment and supplies that may be used in completing requested work, including the brand of ice melt recommended to be used • A standard minimum ½ hour charge • A standard hourly charge after the first ½ hour. • A valid City Business License. Independent Contractors engaged by the City of Whitefish must have a current City Business License for snow removal and/or snow maintenance and proof of insurance per APPENDIX A. Proposals will be accepted until 4 PM, Friday, November 3rd 4:00 P.M. Proposals should be delivered to The Planning and Building Department in City Hall, emailed to [EMAIL REDACTED], or mailed to: City of Whitefish Attn: Michael Samdahl, Code Compliance PO Box 158 Whitefish, MT 59937 Independent Contractors selected to provide services will be asked to sign a contract for the 2023-2024 snow season. Independent Contractors will be provided with a “snow removal order” that specifies the location and address where snow removal needs to occur. See APPENDIX A ---PAGE BREAK--- Request for Proposals Sidewalk Snow Removal Page I 2 of 4 for details. Questions concerning this invitation may be directed to Planning and Building by calling (406) 863-2410 Appendix A SCOPE OF SERVICES (please read carefully before submitting your proposal) 1) SCOPE OF SERVICES: a) Independent contractor, with a valid City of Whitefish business license, that is issued a “snow removal order” shall furnish all labor, equipment and materials necessary to complete the work in a safe and timely manner. b) Ice melt material applied by contractor shall be pet safe and environmentally friendly. c) Snow and ice removal shall take place between 8 a.m. and 7 p.m., Monday through Friday only, exclusive of holidays. d) The intent is to remove snow and ice from sidewalks in the public right of way, as requested, to provide a safe walking surface. e) Any objection to the snow removal work, by a property owner or occupant, shall result in immediate cessation of work at the location. Independent contractor shall immediately notify the Planning and Building Department staff of such objection. 2) SELECTION/NOTIFICATION: a) Independent contractors selected to perform sidewalk snow and ice removal services will be contacted via email. b) Selection of an independent contractor will initially be based upon Unit Cost. Performance will be assessed according to the following standards: Responsiveness: Has the Work been done to the satisfaction of the City. Quality of Work: Has the work been done to the satisfaction of the City. Efficiency: Was the work completed within a reasonable amount of time at a reasonable cost. Character of Workers: The independent contractor is expected to perform the work in a skilled and professional manner as well as exhibit a temperate and courteous demeanor in personal contacts with citizens or agents of the City. 3) TIME OF COMPLETION: a) Upon receipt of the “snow removal order” by email, the independent contractor will begin snow removal within 24 hours. A before and after photo of the work site, including date and timestamp, will be required via email to facilitate payment. b) Extensions of time may be requested in cases of inclement weather. The Planning and Building Department may grant extensions to complete the work. 4) COST ESTIMATE Independent contractor must provide a standard minimum charge and a standard hourly rate beyond the minimum charge. The standard charge should include labor, equipment, and supplies necessary to complete the work order. 5) UNSATISFACTORY WORK: ---PAGE BREAK--- Request for Proposals Sidewalk Snow Removal Page I 3 of 4 The independent contractor will be emailed regarding unsatisfactory work. Work found to be incomplete or unacceptable must be corrected within twenty four (24) hours from the date of the email notification describing the unacceptable work. Payment shall be withheld until the Planning and Building Department has accepted the work performed. 6) PAYMENT: a) The Planning and Building Department must receive invoices within seven days of completing the snow and ice removal on each individual property. The City of Whitefish shall, upon receipt of an invoice within the contract and after confirming that the completion of work is acceptable, provide payment in accordance with the standard City of Whitefish accounts payable process at the hourly rate quoted by independent contractor in their Contract. No payment will be made until Planning and Building staff accepts the work performed. b) Minimum Payment: The independent contractor will be paid a minimum of ½ hour per location, only if sidewalk snow and ice removal is performed. A maximum of $15.00 will be paid to the independent contractor if the site is in compliance upon arrival. Before and after photos of each location is required to facilitate payment. Note that non-compliant property owners are also billed by the city for the snow removal contract service rendered. c) Invoice: The invoice must contain the following information: Company Name and Address. (ii) Invoices must include the property address or description as specified on the “snow removal order.” (iii) An itemized cost breakdown showing equipment used, hours, number of operators and the approved standard rate, for each property. 7) INSURANCE REQUIREMENTS: a) Proof of insurance must be submitted to the City of Whitefish before the independent contractor may do any work under this agreement. Liability Insurance Requirements: Minimum liability insurance requirements for independent contractor shall be as follows: Bodily Injury portion shall include coverage for injury, sickness, or disease, and death, arising directly or indirectly out of, or in connection with the performance of work under this agreement, and shall provide for a limit of not less than $750,000 for all damages arising out of bodily injury, sickness or disease to or death of one person and a total limit of $1,500,000 for damages arising out of bodily injury, sickness, or disease and death of two or more persons in any one occurrence. Property Damage portion will provide for a limit of not less than that listed below for all damages arising out of injury to or destruction of property of others arising directly or indirectly out of or in connection with the performance of work under this agreement and in any one occurrence including explosion, collapse, and underground exposure. Automobile $100,000 (ii) Other than automobile $100,000 each occurrence, $300,000 aggregate. b) Contractor is an independent contractor pursuant to Montana State law. Independent contractor shall provide proof of compliance with Montana Division of Worker’s ---PAGE BREAK--- Request for Proposals Sidewalk Snow Removal Page I 4 of 4 Compensation regulations concerning accident or occupational disease incurred by the independent contractor’s employees during the course of their employment. Proof of compliance shall be submitted to the City of Whitefish before independent contractor may do any work under this agreement. 8) COMPLIANCE WITH LAWS: Independent contractor agrees to comply with all applicable Federal, State, and local laws, including, but not limited to child labor laws. 9) TERM OF AGREEMENT: This agreement shall be in force and effect from the date first entered above and shall expire on May 1, 2024. 12) NOTIFICATIONS OF ACCEPTANCE: Five proposals with the lowest unit cost will be accepted and independent contractors notified by mail of the acceptance of their proposal by the City of Whitefish. Selected independent contractors will be required to sign a Contract Agreement to provide services and to submit their Certificate of Insurance within 5 days of the selection deadline. If the performance of any of the selected independent contractors is not satisfactory or if the workload dictates, additional proposals will be accepted.