1-Request for Proposals for Winter Weather Response.pdf

City of Milwaukie – 1 RFP for Winter Weather Response

REQUEST FOR PROPOSALS

FOR

WINTER WEATHER RESPONSE

Proposals Due: October 30, 2026, 2:00 p.m. PDT

SECTION 1: ANNOUNCEMENT

City of Milwaukie (City) is seeking proposals from qualified and experienced contractors for professional winter weather response services on an as-needed basis, including but not limited to road gravelling, plowing or roadway clearing, pedestrian pathway clearance, and de-icing. A complete description of services is provided under Section 3 of this solicitation.

City utilizes Euna Procurement Bonfire for its electronic procurement system (Procurement Portal). To access the solicitation documents, be added to the distribution list for this solicitation’s automatic notices, and to submit proposals electronically, please visit https://milwaukieoregon.bonfirehub.com/.

To assist with registration, submission of responses, or for technical support, access Bonfire’s online knowledge base or contact the Bonfire support team at support@gobonfire.com.

Proposals must be submitted electronically through the City’s Procurement Portal. Proposals will be received until 2:00 p.m. PDT on Friday, October 30, 2026. Proposals that are not received by the submission deadline will not be accepted, as the Procurement Portal will automatically block any submission at the exact time the solicitation closes. There will be no public opening of submissions.

SECTION 2: GENERAL INFORMATION

2.1 Questions/Clarifications of RFP Documents

Contractors interested in this solicitation will be required to log in to access the solicitation documents and submit a proposal.

Request for Proposals (RFP) documents may be obtained at no cost from the City’s Procurement Portal at https://milwaukieoregon.bonfirehub.com/. All questions and clarifications for this RFP must be addressed through the Procurement Portal by clicking on Messages and then the Public Q&A tab within the desired solicitation.

2.2 Schedule of Events

City anticipates the following general timeline for receiving and evaluating proposals. This schedule is subject to change if it is in the City’s best interest to do so.

• RFP issued October 19, 2026

• Deadline for changes/clarifications/questions October 26, 2026, 2:00 p.m. PDT

• Deadline to issue addenda October 28, 2026, 2:00 p.m. PDT

• Proposals due October 30, 2026, 2:00 p.m. PDT

• Evaluations of proposals complete November 6, 2026

• Notice of intent to award posted November 11. 2026 https://milwaukieoregon.bonfirehub.com/portal/?tab=openOpportunities https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-registration https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-registration mailto:support@gobonfire.com https://milwaukieoregon.bonfirehub.com/portal/?tab=openOpportunities

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2.3 Changes to Solicitation by Addenda

City reserves the right to make changes to the RFP by written addenda. Addenda will be sent to all prospective proposers invited to the solicitation, as well as be posted in the Procurement Portal. Proposer shall consult the Procurement Portal regularly until the submission deadline to ensure no addendum announcements have been missed. By submitting a proposal, the proposer agrees that it accepts all risks and waives all claims related to its failure to obtain addendum information.

All addenda will have the same binding effect as though contained in the main body of this RFP. Written or oral instructions or information concerning the scope of work given by any method other than directly through the Procurement Portal will not bind the City.

No addenda will be issued later than the date set in Subsection 2.2, except an addendum, if necessary, postponing the due date or cancelling the RFP. Receipt of each addendum must be acknowledged in writing on the Standard Proposal Form as part of the submission.

2.4 Cancellation; Rejection of Proposals

City reserves the right to cancel contract award at any time before execution of the contract by both parties if cancellation is deemed to be in the City’s best interest. In no event will the City have any liability for the cancellation of contract award.

City reserves the right to reject any or all proposals received as a result of this RFP that are not in compliance with all prescribed public procurement procedures and requirements and may reject for good cause any or all proposals upon findings that it is in the public interest to do so.

2.5 Requests for Clarification, Additional Research, and Revisions City reserves the right to obtain clarification of any point or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a proposer to respond to such a request for additional information or clarification may result in a finding that the proposer is non-responsive and consequent rejection of the proposal.

City may obtain information from any legal source for clarification of any proposal or for information of any proposer. City need not inform the proposer of any intent to perform additional research in this respect or of any information received.

City may perform, at its sole option, investigations of the responsible proposer. Information may include, but will not necessarily be limited to, current litigation and contracting references. All such documents, if requested by the City, become part of the public records and may be disclosed accordingly.

2.6 Modification or Withdrawal of Proposal

Proposals submitted early may be modified or withdrawn prior to the submission deadline by retrieving it through the Procurement Portal. Modified or withdrawn proposals may be resubmitted up to the submission deadline, provided that they are fully in conformance with the RFP requirements. Any proposal withdrawn and resubmitted will supersede the original proposal submitted.

A proposal may not be modified, withdrawn, or canceled by the proposer for 30 calendar days following the submission deadline.

2.7 Proposal Ownership

All proposals submitted become and remain the property of the City and are considered public information subject to public disclosure within the context of the federal Freedom of Information Act and Oregon Revised Statutes (ORS) 192.345 and 192.355.

Unless certain pages or specific information are specifically marked “proprietary” and qualify within the context of the regulations stated in the preceding paragraph, the City will make available to any person requesting information through the process for disclosure of public records, any and all information

City of Milwaukie – 3 submitted as a result of this RFP without obtaining permission from any proposer only after the contract has been executed. Proposer shall not mark the entire proposal document “confidential.”

2.8 Affirmative Action/Nondiscrimination

By submitting a proposal, proposer agrees to comply with the Fair Labor Standard Act, Civil Rights Act of 1964, Executive order 11246, Fair Employment Practices, Equal Employment Opportunity Act, Americans with Disabilities Act, and ORS. Additionally, proposer specifically certifies, under penalty of perjury, that the proposer has not discriminated against minority-owned, women-owned, veteran-owned businesses, or emerging small business enterprises in obtaining any required subcontracts.

SECTION 3: SCOPE OF WORK

3.1 Service Background

City requires assistance clearing surfaces during extreme winter weather events such as snow and ice storms in the interest of public safety.

3.2 Scope of Services

Proposer will provide professional winter weather response services on an as-needed basis, including but not limited to road gravelling, plowing or roadway clearing, pedestrian pathway clearance, and de-icing. During winter weather the City will provide written approval to Proposer to begin winter weather response services for each weather event. No services will be rendered on any property not owned by the City. City will provide Proposer an up-to-date map identifying location(s) for excess snow placement.

Services will include:

• Gravelling and plowing parking lots, driveways, intersections, or sidewalks located on City-owned properties.

• Plowing and roadway clearing will include the use of a variety of large and small motorized equipment such as tractors, skid steer loaders, trucks with snowplow attachments, snow throwers and blowers, or small walk-behind or compact utility loaders.

• Pathway clearance will include sidewalks, walking paths, pathways through parking lots, or crosswalks located on city-owned properties.

• De-icing products must be used strictly in accordance with the manufacturer's labeling.

Depending on timing of an individual snow or ice event, it may be necessary for Proposer’s response team(s) to be on-site prior to sunrise. Unless specified otherwise, Proposer will attempt to deploy response team(s) to City-owned properties prior to 8:00 a.m. PST.

Proposer will comply with the City 's noise ordinances outlined in Milwaukie Municipal Code Chapter

8.08 Noise Control and be sensitive to the potential noise associated with winter weather response services. Verbal and equipment noise are to be expected, however, Proposer will put forth effort into minimal noise disruptions.

After a snow and ice event, Proposer will be responsible for the collection, cleanup and discarding off-site of winter weather response materials at the City's request and approval.

Due to weather conditions, site locations, labor, materials, and equipment availability, it may not be possible to identify or promise specific hour(s) of service. Proposer will have crew(s) on-call 24/7 (with limited services available on holidays).

Each winter weather response service will be negotiated and agreed to in writing by both parties before services begin.

3.3 Service Term

The contract resulting from this RFP will commence on or about November 2, 2026. The duration of the contract will be for five (5) years. Rate increases will be negotiated only after the initial term.

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SECTION 4: INSTRUCTIONS TO PROPOSERS

4.1 Contracting Law

Proposer is presumed to be familiar with all federal, state, and local laws, ordinances, and regulations which affect those engaged or employed in the work, materials, or equipment used in the requested services or which may affect the conduct of the services performed. If a proposer discovers any provision in this RFP which is contrary to or inconsistent with any law, ordinance, or regulation, they shall immediately report it to the City in writing.

The awarded contractor, subcontractors, suppliers, and others engaged by the awarded contractor, shall also comply at all times with and observe all such laws, ordinances, and regulations.

4.2 Proposer Requirements

A proposer submitting a proposal must meet the following minimum requirements:

A. Must be a legal entity, currently registered to do business in the State of Oregon (per ORS 60.701);

B. Must be currently registered with the Oregon Construction Contractors Board (CCB) as required by ORS 701.021;

C. Proposer shall not be listed on BOLI’s list of persons/contractors having violated prevailing wage rate laws per ORS 701.227; and D. Must have been in business for at least five (5) years.

4.3 Proposal Requirements

Proposals must be type-written with a 10- or 11-point font. Proposal and any attachments must be submitted electronically through the Procurement Portal in the requested format. A person authorized to make such a commitment on behalf of the contracting firm must sign the required documents.

Phone, facsimile, mail delivery, email delivery, and in-person submissions will not be accepted.

A. Proposal.

The following items are a minimum content requirement of a proposal submitted in response to this RFP:

1. Qualifications. Describe your experience and knowledge in providing the requested services. Describe your capabilities and resources in relation to the requested services, including qualifications of key staff that will likely provide these services. Describe your experience and competence with governmental and municipal agencies. Include a description of your company’s organizational framework, special resources, and any other information to demonstrate that your company can effectively and efficiently provide the requested services. Identify the number of staff available to perform work under the awarded contract.

2. References. Provide references for three (3) current governmental or commercial clients.

Contact information should include the name of the public agency, name and title of contact person, phone number, and email address. The City of Milwaukie cannot be a reference.

City of Milwaukie – 5

B. Pricing Proposers are required to add their proposed pricing directly within the Procurement Portal as part of their submission. Proposers will complete the required pricing for each requested item.

Pricing will apply to the initial five-year contract term and shall include profit, fringe benefits, overhead, and administrative costs.

1. Preventative treatment

2. Deployment charge (per winter weather event)

3. Drive lane service (plowing, liquid deicer)

4. Sidewalk service (shoveling, granular deicer)

5. After snow and ice material cleanup

6. Liquid deicer (ex. MgCI)

7. Granular deicer (ex. Purple Heat)

8. Granular salt

9. Gravel (1/4" clean)

C. Standard Proposal Form Complete and sign the form to certify representation in the submitted proposal is accurate and true. This required form is uploaded separately in the Procurement Portal. This form also indicates whether or not the proposing entity is certified with the State of Oregon’s Certification Office for Business Inclusion and Diversity (for reference purposes only).

SECTION 5: PROPOSAL SELECTION

5.1 Ranking of Proposals

Each proposal will be judged on its completeness and the quality of its content. City will evaluate all responsive proposals submitted for this solicitation. Proposals will be ranked based on evaluation of responses with the first-ranked proposal being that proposer which is deemed to be the most appropriate and fully able to perform the services, and the second-ranked proposer being the next most appropriate, all in the sole judgment of the City.

5.2 Evaluation Criteria

In accordance with Subsection 4.3, the criteria will be used to determine the apparent successful proposer. Proposers responding to this RFP will be evaluated based on the following criteria:

A. Qualifications (20 points) B. References (15 points) C. Pricing (10 points)

5.3 City’s Rights Reserved

City reserves the right to:

A. Select one or more proposers for award;

B. Waive any or all irregularities or minor informalities in proposals submitted;

C. Award any or all parts of any proposal; and D. Request references and other data to determine responsiveness.

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5.4 Intent to Award

Upon completion of evaluations, the City will publish a notice of intent to award the contract to the proposer who best meets the overall needs of the City. The notice will be published on the Procurement Portal for all interested parties to view.

SECTION 6: CONTRACT AWARD

The selected proposer will be asked to sign a public works contract with the City. A City of Milwaukie (or Oregon Metro) business license and a federal tax identification number will be required. Also, the following levels of insurance will be included in the contract terms:

Commercial General Liability Insurance Each Occurrence $1,000,000 Personal & Advertising Injury 1,000,000 Products-Completed Operations Aggregate 2,000,000 General Aggregate 2,000,000 Damage to Rented Premises (each occurrence) 100,000 Medical Expense (any one person) 5,000

Commercial Automobile Insurance Each Accident 1,000,000

Workers’ Compensation Insurance Each Accident 500,000

City reserves the right to negotiate final contract terms as the City determines it to be in its best interest.

City will begin negotiations once the highest-ranked proposer is selected and a notice of intent to award is issued. If the City cannot come to terms with the highest-ranked proposer, the City will formally terminate negotiations and enter into negotiations with the next highest-ranked proposer. This process will continue until the City reaches a contract in which the City deems appropriate for the work or determines a new competitive solicitation is necessary.

Award of a contract is accomplished by executing a written contract that incorporates elements of the solicitation, proposal, clarifications, addenda, additions, and insurance. All such materials constitute the complete contract documents.