0055-N.pdf

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STATE OF WYOMING

DEPARTMENT OF ADMINISTRATION & INFORMATION

PURCHASING SECTION

September 9, 2026 INVITATION FOR BID Buyer: Brenda Crozier

The Department of Administration and Information, Purchasing Section, will receive bids through the Public Purchase

On-Line Bidding System on this form, until 2:00:00 p.m. on October 1, 2026, Area: South Bighorn Mtn.

(Meadowlark Lake, Munkres Pass, Battle Park) Wyoming. TRANSPORTATION CHARGES PREPAID. All in accordance with bidding conditions, specifications and/or special provisions attached.

(For: State Parks & Cultural Resources) Bid Number: 0055-N

SNOWMOBILE TRAIL GROOMING AND MAINTENANCE SERVICES

WYOMING DIVISION OF STATE PARKS, HISTORIC SITES AND TRAILS

1. DESCRIPTION OF SNOWMOBILE TRAIL GROOMING SERVICES NEEDED

In order to provide high quality snowmobile trail systems, the State of Wyoming, Department of State Parks and

Cultural Resources, Division of State Parks, Historic Sites and Trails - Snowmobile Program (SPHST) is seeking qualified contractors who would be capable of providing snowmobile trail grooming and maintenance services.

These services shall meet the Area Specific Specifications and Requirements for Snowmobile Trail Grooming outlined in Attachment A, as well as the General Snowmobile Trail Maintenance Requirements and Special

Provisions for All Areas in Section 2 of this document. The areas within the State of Wyoming where these services are needed include: Area: South Big Horn’s. PLEASE NOTE CONTRACTOR IS REQUIRED TO PROVIDE

ALL EQUIPMENT TO BID THIS AREA

Contractor Responsibilities

• Provide all required snowmobile trail grooming equipment including grooming tractors and drags, as outlined for each area in Attachment A. All grooming equipment must meet SPHST minimum specifications and be capable of providing dependable, high quality snowmobile trail grooming under varying conditions in the assigned area.

• Provide snowmobile trail grooming and maintenance services on designated snowmobile trails which results in a properly compacted snow trail free of holes, divots, berm or ridges; this will include general clearing of down fall timber preventing trails from being groomed or safely traveled by trail users.

• Provide a Back-Up Plan for snowmobile trail grooming services in case of primary equipment failure or primary operator absence. The State is to be notified immediately when equipment failure or operator absence occurs and, if after 24 hours the situation has not been resolved, the State may pursue whatever means necessary to get the trails groomed while charging any and all costs to the area’s contract funds.

• Provide Certificate of Good Standing in respect to any applicable employee unemployment insurance and workers’ compensation and proof of any required liability insurance.

• Work closely with SPHST staff to coordinate weekly grooming schedules so that available trail grooming funds are maximized to the greatest extent possible for the greatest public benefit.

• Submit grooming work logs to the State weekly; these work logs shall provide the basis for State payment for

Contractor’s grooming services.

• Provide all operating costs for the trail grooming services including equipment acquisition, depreciation, maintenance, and repair; fuel; labor; insurance; etc. Contractor operating costs will be reimbursable and paid to

Contractor by the State at a bid rate of ‘per mile groomed’, ‘per hour dozed’.

• Provide information regarding snow and trail conditions to SPHST on a weekly basis to aid in program decision making and public information and education.

• Allow electronic tracking devices to be installed on all grooming tractors, if requested by the Stat e

• Ensure that grooming operations occur at less than 10mph. Any grooming that occurs over this speed will be subject to reimbursement denial.

• Provide grooming operation laborers paid on a ‘per hours worked’ rate.

State Responsibilities

• Provide payment to the Contractor, paid at a bid rate of ‘per mile groomed’, ‘per hour dozed’, to cover the

Contractor’s operating costs including equipment acquisition, depreciation, maintenance, and repair; fuel; labor;

insurance; etc.

• Provide and install electronic tracking devices in contractor-provided grooming tractors, as available and needed.

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• Provide trail signing, staking and sign maintenance, trail crews will be available to assist in major trail clearing.

• Provide trail crew personnel for major trail clearing needs.

• Provide oversight and coordination of weekly grooming schedules so that available trail grooming funds are maximized to the greatest extent possible for the greatest public benefit.

2. GENERAL SNOWMOBILE TRAIL MAINTENANCE REQUIREMENTS AND SPECIAL

PROVISIONS FOR ALL AREAS

A. Grooming Frequency and Priorities. The grooming frequency and priorities for each trail segment in the area will be directed by the Field Operations Manager or their designee on a weekly basis in accordance with the provided schedule.

B. Grooming Schedule Coordination and Approval . The Contractor shall be furnished with a Daily/Weekly

Grooming Schedule at the beginning of the season. The Grooming Schedule will be reviewed each week by telephone with the Field Operations Manager or their designee (every Monday or Tuesday) during the active grooming season. Upon weekly input from the Contractor, the Field Operations Manager or their designee shall determine any deviations from the provided grooming schedule for the area. If a designated trail segment is scheduled to be groomed and the Contractor later deems it to be unnecessary, the Contractor MUST contact the

Field Operations Manager or their designee and receive approval for the route change. If approval for deviation has not been granted and the Contractor does not groom the designated trail segments, the amount per running mile of all trails which were ‘failed to be groomed’ will be deducted from any payment due. No payment will be made if the Contractor grooms trail mileage above and beyond what has been scheduled/approved for that date without prior approval from the Field Operations Manager or their designee.

C. Grooming Time. All grooming shall occur at night, although weather, use, available night-time hours to complete extremely long grooming runs, and early season set-up/dozing may influence grooming conditions that require operation during daytime. Daytime grooming shall occur only with prior approval and/or knowledge of the Field Operations Manager or their designee. Grooming is likely to occur any day of the week. Grooming times will be directed by the Field Operations Manager or their designee on a weekly basis in accordance with the provided schedule.

D. Temperature Range. Trail grooming should generally be done above -25 degrees or below +35 degrees, unless prior approval is received from the Field Operations Manager or their designee.

E. Finished Trail Width. The trail shall be groomed to a finished width of 9 to 15 feet, dependent upon width of grooming drag and space available due to terrain, with no berm or ridges in the middle of the trail.

F. Submission of Work Logs. The Contractor shall complete a Trail Work Log at the end of each work day on forms provided by the State. For reporting purposes, a Contractor’s work week shall end at midnight each

SUNDAY (Grooming work week = Monday to Sunday). The Weekly Work Log for the previous seven-day period should be emailed to the Field Operations Manager every Monday. ANY WORK LOGS EMAILED

MORE THAN 7 DAYS AFTER THEIR DUE DATE WILL BE SUBJECT TO HAVING PAYMENT DENIED.

G. Major Equipment Failure. In the case of major equipment failure, it is the responsibility of the Contractor to immediately contact the Field Operations Manager or their designee to ensure the Department can work with the

Contractor to get the grooming equipment back in service or to pursue whatever other avenues may be required to get the trails groomed.

H. Abide by Operating Plan/Agreement with Appropriate Land Managers. The Contractor shall review and abide by all terms and conditions of the current Snowmobile Administration Operating Plan in effect for this area between SPHST and the appropriate land manager(s).

I. Prior Approval Required for Alternate Trail Routing . Any alternate snowmobile trail routing, or establishment of additional snowmobile trail routes, must be done with the prior approval of the Field Operations

Manager AND the appropriate land manager. It is the responsibility of the Field Operations Manager to receive the approval from the land managing agency. The approval will then be given in writing from the Field

Operations Manager to the Contractor, along with a map depicting the appropriate trail routes.

J. Grooming Contractor’s Meeting. The Contractor shall be required to attend a one-day Grooming Contractor’s

Meeting each fall in Lander, WY at their sole expense. Failure on the part of the Contractor or their representative to fully participate in this meeting shall result in a $1000.00 penalty being deducted from their first grooming payment.

K. Removal of Equipment. The Contractor shall not store trail grooming tractors, drags or other equipment or supplies at public parking lots or staging areas during the trail grooming season without the written permission of the appropriate land manager. Off-season storage at these sites shall not be allowed. Equipment may not be

- 3 -staged at any approved public site earlier than 15 days prior to the scheduled start of the grooming season. All equipment must be removed from these sites no later than 15 days after the completion of the grooming season.

Failure upon the part of the Contractor to abide by this section may result in a penalty of up to $100 per day being assessed, with the penalty being deducted from any current or future grooming payments due.

The State of Wyoming, Department of State Parks and Cultural Resources reserves the right to accept or reject any or all bids.

Questions shall be submitted through Public Purchase by 10:00 am, on September 24, 2026.

Questions submitted after the deadline may not be considered.

The contract may be terminated by either party without cause with a thirty (30) day written notice, deli vered by certified mail.

The contract will be on a ‘per groomed mile worked’ basis. Bids for trail dozing on a ‘per hour worked’ basis may also be submitted. However, the contract will be evaluated only on the ‘per mile worked’ basis, which will be the primary payment method for any contract issued pursuant to this bid. Secondary payment rates for hourly trail dozing, trail signing or trail maintenance will be included in the contract solely at the discretion of SPHST, based upon the price submitted for this work in the bid.

The contract will be for a one-year period, with an option to extend for up to four (4) additional one-year periods, by agreement of both parties in writing and subject to the required approvals. There is no right or expectation of extension and any extension will be determined solely at the discretion of the Department.

All information submitted by the proposer will be held in confidence and, if requested by the proposer in writing, will be released back to the applicant upon evaluation of the portfolio.

THIS CONTRACT SHALL BEGIN ONLY AFTER AN EXECUTED CONTRACT HAS BEEN PUT IN

PLACE BY THE STATE OF WYOMING, DEPARTMENT OF STATE PARKS AND CULTURAL

RESOURCES, DIVISION OF STATE PARKS, HISTORIC SITES AND TRAILS.

(FILL IN THIS FORM COMPLETELY) Date: _______________________________________, 2026

In compliance with the above, and subject to all the conditions hereof, the undersigned offers and agrees to furnish all items upon which prices are quoted, at the price set opposite each item; if this bid is accepted within __________ days from the date of opening.

The undersigned also agrees to make delivery, or render the service, within _________ days after receipt of the order.

The undersigned certifies that no Federal, State, County or Municipal tax is included in the above quoted prices and that none will be added.

(Company Name and Address)

(Company E-Mail Address) (Fax Number) (Telephone Number)

(Company Representative - typed or printed) (Signature of Company Representative)

Sign bid and upload onto the Public Purchase site

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VENDOR VERIFICATION

I certify under penalty of perjury, that I am a responsible official (as identified above) for the business entity described above as the bidder, that I have personally examined and am familiar with the information submitted in this disclosure and all attachments, and that the information is true, accurate and complete. I may be charged signifi cant penalties for submitting false information, including criminal sanctions, which can lead to fines and/or imprisonment.

Signature Date

Name Title

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

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ATTACHMENT A

DESCRIPTION OF SNOWMOBILE TRAIL GROOMING AREAS WITH AREA-SPECIFIC

SPECIFICATIONS AND REQUIREMENTS FOR SNOWMOBILE TRAIL GROOMING SERVICES

Area: South Big Horns– CONTRACTOR REQUIRED TO PROVIDE ALL EQUIPMENT

1. General Location of Area Encompassed. The general location of the snowmobile trails within this area include: Battle Park, Bald Ridge, Tensleep Lakes, Baby Wagon, Canyon Creek, Web Creek, and Munkres Pass areas.

2. Miles of Groomed Snowmobile Trail. There are a total of approximately 85 miles of groomed snowmobile trails within the area.

3. Elevation. Trail grooming equipment must be capable of operating at site elevations up to 10,000 feet on this particular trail system.

4. REQUIRED Grooming Experience. A minimum of Two (2) years of grooming experience is required to bid on this area.

5. REQUIRED Grooming Base of Operations. Primary base of operations will be near or at Meadowlark Lake.

6. REQUIRED Trail Grooming Tractor Specifications – Minimum of one (1) self-propelled over-the-snow tracked vehicle constructed specifically for snow grooming is required for this area. Preference will be given to bidder who provides a Second tractor in their back up plan. The vehicles must be capable of be ing operated under varying conditions ranging from snow trail to cross-country travel in deep snow-covered mountainous terrain. The vehicles must meet the following general requirements and be accepted by the State Trails Program

Manager.

A. Maximum Hours. Maximum hours of use on Tractor #1 shall not exceed 2000 hours and shall not be older than a 2017 model year. Tractor #2 (if one is provided) will not have a maximum limit; in case of a tie preference will be given to the newer/ lower hour tractors and experience provided.

B. Vehicle Width. The total overall width of the vehicles shall be a minimum of 8’-0” and not exceed 12’-6”

C. Track Width. For two-tracked vehicles, each track must be at least 32 inches in width. For four-tracked vehicles, each track shall be at least 26 inches in width, a TERRA Mountain Track or steel wide track is preferred.

D. Travel/Climbing Abilities. The vehicles must have sufficient track and power to pull a nine feet wide approved grooming drag with all attachments, under full load on a sustained basis, up any and all grades on this particular trail system at site elevations up to 10,000 feet.

E. Engine. The vehicles must be diesel powered to meet the performance requirements for this area. Engine displacements shall develop a minimum of 170 HP at maximum RPM.

F. Front Blade. The vehicles shall be equipped with a front-mounted, hydraulically-operated blade with a minimum of 12-way functions and minimum width of 8 feet and a maximum width of 12’-6”.

G. Hydraulic System. The vehicles shall be equipped with a power hydraulic system capable of operating the front mounted blade simultaneously with a minimum of three (3) rear hydraulic circuits for operation of the trail grooming drag.

H. Lights/Safety Equipment. The vehicles must be equipped with a minimum of two (2) electric sealed-beam front headlights, a minimum of one (1) electric sealed-beam rear back-up light and one (1) roof-mounted flashing amber beacon. All lights must be maintained in good operating condition at all times and must be operated at ALL times the vehicles are in use.

I. Hour Meter/Speedometer. The vehicles must be equipped with an hour meter which is in good working condition. If a speedometer is available for this particular make/model of tractor, it must be so equipped and in good working order. The hour meter reading and speedometer reading (if so equipped) must be entered on the Daily Grooming Work Log or the Log will be considered invalid.

7. REQUIRED Trail Grooming Drag Specifications – Drags to be provided by Contractor. A minimum of one (1) pull-behind, snowmobile trail grooming drags are required to accomplish snowmobile trail grooming for this area. Drags must be a multi-blade drag. The grooming drags must meet the following general requirements and be accepted by the Trails Program Manager.

A. Acceptable Models. The following manufactured grooming drags will normally be considered for

- 6 -acceptance, if they meet all other requirements, are not older than a 2010 model year, and are in good working condition: Multi-Blade Drags: Mogul Master Deep Snow/Aggressive Cut. Other models must be approved in writing by the State Trails Program Manager. The use of any unapproved grooming drag by the Contractor shall result in the full amount per running mile being deducted from any payment due.

B. Drag Width. The total overall width of the grooming drags shall be a minimum of 8 feet (packer pan width)

C. Drag Length. The total length of the grooming drags shall be at least 16 feet, including the tongue.

D. Drag Weight. The minimum weight of the grooming drags shall be 2,800 pounds.

E. Condition. The trail grooming drags must be in good working condition. It shall be capable of leaving a smooth trail surface at all times with no irregularities caused by a damaged, bent, dented or broken rear packer-pan. The drags should not duck-walk or leave chatter marks on the finished trail surface. The drags should be of sturdy construction to withstand hard or crusted snow, rocks, logs, trees and heavy wet snow, yet light enough to have floatation in deep powder snow. No modifications of factory-manufactured grooming drags shall be allowed without the written approval of the Trails Program Manager.

F. Components. The trail grooming drags must have the following components:

Hitch: A pintle type hitch with a hydraulically activated tongue is preferred. A 5th-wheel hitch may be acceptable upon approval of the Trails Program Manager.

Cutting Blades: The grooming drags must provide full-width cutting action. The cutting depth must be hydraulically operated to provide a full range (up and down) of cutting ability and clearance in deep snow. The cutting blades must be angled to process the snow from side to side and must be curved to roll snow forward. Drags with a minimum of six (6) and no more than (11) cutting blades are required.

Rear Packer-Pan: The grooming drags must provide full-width compaction. The smooth-bottom pan must be equipped with 5 adjustable skags spaced evenly across the pan to assist with side hill control.

The packer pan must be rounded up in the front to facilitate good grooming and on the rear to enable backing-up. The packer pan must provide an evenly finished trail surface, clear of holes or divots.

Wheel Kits: Wheel kits are required for the multi-blade drags.

Safety Equipment: All grooming drags shall be equipped with slow-moving-vehicle signs mounted 4-

1/2 feet above ground level at the left-rear corner or center-rear of the drag. Tail lights and a flashing amber beacon mounted on the rear of the drag are encouraged but not required.

G. Tillers. Are not approved for grooming in this area.

8. Tentative Grooming Season. December 1, 2026 to March 31, 2027 = 17 weeks; dependent upon adequate snow conditions and adequate funding.

9. Tentative Weekly Grooming Need. 4 to 5 nights per week, average 200 to 250 miles per week of grooming dependent upon snow conditions and use.

10. Tentative Grooming Funds Available for the 2026-2027 Season: $90,000 - $130,000 (grooming). Final budget will be set by October 31, 2026.

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BID FORM

TO PROVIDE SNOWMOBILE TRAIL GROOMING SERVICES FOR THE STATE OF WYOMING

Bidder Name ________________________________________________ Phone ___________________________

Fax ________________________________________ E-Mail ___________________________________________

Mailing Address _______________________________________________________________________________

City _________________________________ State ________________________________ Zip _______________

Employer Identification #__________________________________________________________

Snowmobile Trail Area Being Bid ________________________________________________________________

Provide complete answers regarding the following Qualifying Criteria. Failure to provide ALL information which is requested shall result in disqualification of the Bid.

QUALIFYING CRITERIA:

NOTE: BIDDERS MUST MEET 100% OF THE MINIMUM AREA-SPECIFIC SPECIFICATIONS AND

REQUIREMENTS OUTLINED IN ATTACHMENT A - #4, #5, #6 AND #7. NO EXCEPTIONS WILL BE

GRANTED; ALL BIDS FAILING TO MEET THIS THRESHOLD WILL BE DISQUALIFIED.

A. Can provide Trail Grooming Tractors which meet or exceed minimum specifications as outlined in

Attachment A, #6. Describe the Tractors you would use to provide the required grooming services.

IMPORTANT: Bidder must attach either a letter certifying that they currently own the equipment listed in their bid or they must attach a copy of a Purchase Agreement which shows they have completed a deal to acquire this equipment by October 1, 2026 contingent upon a successful award of this bid. Failure to provide proof of ownership or a purchase agreement shall result in disqualification of the bid. Attach additional sheets if necessary.

TRACTOR #1:

Make___________________ Model_____________ Year______ Hours_____________ Miles_____________

Tractor Width__________ Track Width_________ Engine Type_____________________________________

Engine Size_________ Front Blade Width_________ Front Blade Type_______________________________

Rear Hydraulic Capability_____________ Required Safety Lights & Equip.____________________________

Overall Condition_______________________________

Additional Comments:

TRACTOR #2 (If provided):

Make___________________ Model_____________ Year______ Hours_____________ Miles_____________

Tractor Width__________ Track Width_________ Engine Type_____________________________________

Engine Size_________ Front Blade Width_________ Front Blade Type_______________________________

Rear Hydraulic Capability_____________ Required Safety Lights & Equip.____________________________

Overall Condition_______________________________

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B. Can provide Trail Grooming Drags which meet or exceed minimum specifications as outlined in

Attachment A, #7. Describe the Drags you would use to perform the required grooming services.

IMPORTANT: Bidder must attach either a letter certifying that they currently own the equipment listed in their bid or they must attach a copy of a Purchase Agreement which shows they have completed a deal to acquire this equipment by October 1, 2026 contingent upon a successful award of this bid. Failure to provide proof of ownership or a purchase agreement shall result in disqualification of the bid. Attach additional sheets if necessary.

DRAG #1:

Make____________________ Model____________________________ Year__________ Hours___________

Overall Width_____________ Pan Width___________ Pan Length__________ Overall Length____________

Drag Weight___________________ Wheel Kit_________________ Hitch Type________________________

Cutting Blade(s) Description__________________________________________________________________

Cutting Blade Travel Capability_______________________________________________________________

Packer-Pan Description______________________________________________________________________

Safety Equipment & Lights___________________________________________________________________

Overall Condition__________________________________________________________________________

C. Ability to provide a sound and reliable snowmobile trail grooming Operations Plan and has a demonstrated knowledge of proper snowmobile trail grooming practices and procedures. Answer the following:

A single contact person is required to coordinate contacts with SPHST and to provide information to SPHST in a timely manner.

Name of Single Contact Person: ______________________________________________________________

Do you Plan to be a Sole Operator or Will You Have Employees? ____________________________________

Number of Staff_______ Names of Staff (other than Principal/Owner): _______________________________

Proposed Base(s) of Operations (NOTE: must comply with the REQUIRED locations as stipulated in

Attachment A #5): _________________________________________________________________________

Grooming Services May Be Required Any Night of the Week (Monday thru Sunday). Are There Any

Problems Associated with This Requirement or Any Nights You Would NOT Be Available to Groom? If So, Please Explain: ____________________________________________________________________________

Grooming Is Required to Occur at NIGHT on a Regular Basis. Are There Any Problems with This or Any

Reasons Why You Would Not Be Available To Work Nights? If So, Please Explain: ____________________

What Plan Will You Follow for Weekly Equipment Maintenance and Service: __________________________

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Describe Your/Your Staff’s Ability and Experience with Snow Grooming Equipment Maintenance and Repair:

Number of Years of Snowmobile Trail Grooming Experience of the Principal/Owner (NOTE: a minimum of 2 years prior experience is REQUIRED as stipulated in Attachment A #4) ____________________

Location(s) of Experience: ___________________________________________________________________

Summary of Staff’s Past Experience and Knowledge of Snow Grooming: _____________________________

References: _______________________________________________________________________________

Describe Your Plan to Ensure That Required Work Logs and Reports Will Be Submitted Weekly to SPHS on a

Timely Basis: _____________________________________________________________________________

D. Ability to provide a timely Back-Up Plan in the case of primary equipment failure or primary operator absence. Answer the following:

Describe Your Plan for Back-Up Equipment: ____________________________________________________

Describe Your Plan for Back-Up Operator(s): ____________________________________________________

Proposed Maximum Time Frame to Have Back-Ups in Place: _______________________________________

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SELECTION CRITERIA:

A. BID PRICE PER MILE FOR SNOWMOBILE TRAIL GROOMING.

NOTE: The lowest bid price per mile will be the sole indicator (after a Bidder has qualified by meeting ALL

Area Specific Minimum Specifications and Requirements) to determine award of this service contract. In the event of equal price bids, the lowest number of hours on Tractor #1 and other qualifying equipment and experience judgments at the sole discretion of the department will be used to break any price per mile ties.

Price per Mile Grooming $____________________________________________________

(Written in Words and Number)

Price per Hour for Trail Dozing $______________________________________________________

(Written in Words and Number)

NOTE: The Price per Hour for Trail Dozing will be a Secondary Payment Methods for this contract, if accepted by SPHST at their sole discretion, and will not be used to award this service contract.

I hereby certify that the above information provided by me for the Qualifying Criteria is accurate and truthful.

Signature of Bidder: ________________________________________________________________________

Date: _____________________________________