1261912-event.pdf

16 October 2024

SMSU Snow Removal Services - 2024 - 2027 Southwest Minnesota State University is requesting proposals for snow removal services at the Marshall MN campus.

16 October 2024

Open 9/19/2024 1:00 PM CDT Type Request for Proposal Close 10/8/2024 10:00 AM CDT Number SRC-SMSU-2025-000316-RFP Currency US Dollar

Sealed Until 10/8/2024 10:00 AM CDT

Payment Terms Net 30

16 October 2024

Contacts Brian Gelster brian.gelster@smsu.edu

Phone +1 507-537-6215

16 October 2024

Commodity Codes Commodity Code Description 72000000 Building and Facility Construction and Maintenance Services 86140000 Educational facilities

16 October 202416 October 202416 October 202416 October 202416 October 202416 October 202416 October 202416 October 202416 October 2024 mailto:brian.gelster@smsu.edu

Project Overview

Minnesota State is requesting proposals to remove snow in the parking lots at Southwest Minnesota State University (SMSU). SMSU desires to hire one or more companies. Please see the campus map in the attachments for lot locations along with snow-pile locations for each lot. We request that the entrances to each lot be cleaned as well.

Scope of Services

• The contractor will be responsible for all snow removal and plowing services for SMSU during the term of the agreement (October 15th through May 15th).

• Snow removal will occur for accumulations of one (1) inch or more, measured by the National Weather Service Station at Lyon County Airport in Marshall.

• The contractor may be requested by SMSU to perform additional services under individual work authorizations.

Contractor Responsibilities

• Respond to the College promptly when given a snow removal request.

• Provide competent supervision and well-maintained equipment.

• Repair any damage to college property caused by snow removal activities.

• Maintain all required insurance and licenses.

• Comply with all applicable federal, state, and local laws and regulations.

All areas must be plowed by 8:00 a.m. if the snow event is over. Lots will be plowed when about 1 inch or more snow has fallen (coordinated with the Grounds Supervisor).

o Daytime call-outs may be required for heavy snowfalls, with same-day service required.

The lots / drives will be divided into 2 groups with one or more contractor cleaning each group. This will help expedite removal times as well as provide insurance in the case of a contractor having a breakdown or emergency. The two groups will be as follows:

Group 1: Group 2:

B-Lot A-Lot

R-Lot SC-Drive

SM-Drive DC-Lot

ST-Drive C-Lot

RA-Drive E-Lot

RA-Lot

PE-Lot

SS-Lot

Group 1 is roughly the North side of campus, while group 2 is roughly the South side of campus (see campus map in buyers attachment).

Description

Snow Pile Management:

o Snow pile locations will be agreed upon by the College and the contractor before each season.

o Removal or relocation of snow piles may require written approval from the College.

DAMAGE. It will be the prime responsibility of the Vendor to protect the State property at all times, and to only use such materials and treatments as will provide safe conditions, enhance the appearance of the site and preserve any surfaces against deterioration.

Any damage to State property by the Vendor, such as harm to trees, shrubs, lights, curbs, water hydrants, street signs or any other part of the State property, shall be repaired or replaced by the Vendor to the satisfaction of the Physical Plant Director (or designee). Unless otherwise agreed to, all repairs must be completed immediately after the plowing season, no later than May 31, of the current snow plowing season. For any repairs not performed prior to May 31, of the current snow plowing season, the Physical Plant Director (or designee) reserves the right to purchase the repair elsewhere and charge the full amount to the Vendor. The Vendor will make prompt payment of these charges.

EMERGENCY LIGHTING COMPLIANCE. Vehicles used for snow removal must have the proper lights and warning signals according to OSHA and MnDOT regulations.

Additional Information

• The contractor may not store equipment, salt/sand, or fuel on-site without college approval.

• The College is not responsible for fuel purchases or increases.

• Subcontractors require College approval.

University's Responsibilities

• Designate snow removal priorities and communicate them to the contractor.

• Approve locations for snow piles.

• Pay the contractor according to the agreed-upon pricing schedule.

• Inform the contractor of any pre-existing damage to college property.

Selection Process

The selection process includes Facilities Director and other appointed College personnel This group will evaluate the proposals and make the final decision.

Evaluation Factors

The following factors and their identified weight will be used to evaluate the responses:

Topic Factor Weight Topic Factor Weight

Adherence to Minnesota State Terms and Conditions.

A statement of the objectives, goals, and tasks to show or demonstrate its view and understanding of the nature of the contract 5%

Work Plan.

A description of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing.

5%

Cost/Value. Identify the level of the participation of Minnesota State in the contract, as well as 70%

Topic Factor Weight Topic Factor Weight any other services to be provided by Minnesota State, and details of cost allowances for this participation.

Qualifications of Respondent and its personnel.

An outline of the Responder’s background and experience with examples of similar work complete by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the proposal that personal contact information is being provided.

20%

Total: 100

Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified.

Contract term Minnesota State desires to enter into a contract with the successful Respondent(s) effective October 15, 2024 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be 3 years. If Minnesota State and Respondent are unable to negotiate and sign a contract by November 1, 2024, then Minnesota State reserves the right to seek an alternative Respondent(s).

Required to View Event

Prerequisites Required to Enter Bid

16 October 2024

1. Review the background of Minnesota State

2. Review the Notice and Authority

3.

This RFx includes and incorporates Minnesota State Terms and Conditions. Responders should be aware of the terms and conditions in preparing responses to this event. Much of the language reflected in any resulting contract with Minnesota State is required by statute. If you take exception to any of the language in the terms and conditions, you must indicate those exceptions in your response to the RFx; certain exceptions may result in your proposal being disqualified from further review and evaluation. Only those exceptions indicated in your response to the RFx will be available for discussion or negotiation.

4. Review the Organizational Conflict of Interest policy

5. Review the Definitions to the RFx

6. Review and accept the Authorized Response Certification Statement.

7. Review and agree to the Duration of Offer agreement

8. Review the Terms of Payment

9. Required Documentation: Affidavit of Non-Collusion. Please download the attached document, complete, sign, notarize, and upload completed form with response.

10. Affirmative Action Requirements: Please review and download declaration page, complete, sign, and upload completed from with response.

11. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming Supplier Diversity must complete this form. Others can skip.

12. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming TG/ED/VO preference must complete this form. Others can skip.

13. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming Veteran-Owned preference must complete this form. Others can skip.

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Buyer Attachments

1. 2024-25SnowRemoval.pdf

2. 2024 Expense Reimbursement

3. Sample P/T Contract

16 October 202416 October 202416 October 202416 October 202416 October 202416 October 2024 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjYxOTEyLTE2ODc4MTYwMDMyMDI0LTI1U25vd1JlbW92YWwucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://www.minnstate.edu/system/templates/docs/CommissionersPlan.pdf https://www.minnstate.edu/system/templates/docs/4_PTServices-Template.docx

Questions Required Questions

Group 1: Adherence to Minnesota State Terms and Conditions 5 pts Instructions:

1.1

Minnesota State presumes a responder agrees to the terms and conditions as listed in the prerequisites of this solicitation unless a responder takes specific exceptions. The responders must explicitly list all exceptions to the terms and conditions. If no exceptions exist, type in "None" in the space provided. If exceptions exist, please include the Clause, Page Number, Suggested Change to the Clause and Explanation.

1.2

Conflicts of Interest. Responders must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that is contemplated in this RFx. The responder must explicitly list all the name of the entity, the relationship and the conflict. If no conflict exist, type in "None" in the space provided.

Group 2: work plan 5 pts Instructions:

2.1 Provide an equipment list that is relevant to your company's ability to fulfill the requirements of this RFP

2.2 Please indicate which preferred group your company would prefer to be responsible for. CHECK preference. if

2.3 Identify Company standards of communication as it relates to contract performance and issue management. Issue management is an identified event that, if not addressed, may affect schedule, service, delivery quality or budget.

2.4 How does your company handle equipment breakdown to ensure timely snow removal?

Group 3: Cost

Instructions: If you do not have a piece of equipment listed in the cost category please list 0.00 as the cost per hour.

3.1 Is there a cost per hour that was not listed? describe and list the cost here. If none please type "N/A"

3.2 After the first year, do you have an expected rate increase or decrease for the second or third year base on the cost of fuel, etc.? Describe your expectations and considerations as apart of this bid.

Group 4: Company Profile and qualifications 20 pts Instructions:

4.1 Please provide the history of your organization or company

4.2 Please include references from your three largest companies/educational institutions for which your proposed solution have been implemented. At least one should be similar in scope to Minnesota State and include multi-campus environments. Download the attached spreadsheet, fill out, save, and uploaded the finalized document.

4.3 Does your company, partner or sub-contractor qualify as a diverse supplier as defined by Minnesota State in the Prerequisites section?

4.4 Does your company qualify for preference points as defined by Minnesota State in the Prerequisites section

4.5 How long has your company been providing snow removal services in years as described as part of this RFP?

4.6 Is snow removal service a full-time or part-time business for your company?

Group 5: Targeted Group Businesses Instructions:

5.1 Does your company, partner or sub-contractor quality as a diverse supplier as defined by Minnesota State?

5.2 Does your company qualify for preference points as defined by Minnesota State in the Prerequisites section

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Product Line Items Product Line Items

There are no Items added to this event.

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Service Line Items Service Line Items

1. Group 1 - Northside of campus # Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Service Delivery

S1 Cost per Hour for Loader with 16 Foot pusher 1 HR - Hour 10/15/2024 to 5/15/2025

Provide the total push price for curb to curb snow removal for 1+ accumulation for the time on site. This rate should include any entrance opening and roadway openings.

S2 Cost per Hour for Loader with 18 foot Reversible Plow 1 HR - Hour 10/15/2024 to 5/15/2025

S3 Cost per Hour for Loader with 20 foot Reversible Plow 1 HR - Hour 10/15/2024 to 5/15/2025

S4 Cost per Hour for Loader with 22 foot Reversible Plow 1 HR - Hour 10/15/2024 to 5/15/2025

S5 Cost per hour Pick up with plow 1 HR - Hour 10/15/2024 to 5/15/2025

S6 Cost per hour Side dump semi trailer 1 HR - Hour 10/15/2024 to 5/15/2025

2. Group 2 - Southside of Campus # Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Service Delivery

S1 Cost per Hour for Loader with 16 Foot pushe 1 HR - Hour 10/15/2024 to 5/15/2025

S2 Cost per Hour for Loader with 18 foot Reversible Plow 1 HR - Hour 10/15/2024 to 5/15/2025

S3 Cost per Hour for Loader with 20 foot Reversible Plow 1 HR - Hour 10/15/2024 to 5/15/2025

S4 Cost per Hour for Loader with 22 foot Reversible Plow 1 HR - Hour 10/15/2024 to 5/15/2025

S5 Cost per hour Pick up with plow 1 HR - Hour 10/15/2024 to 5/15/2025

S6 Cost per hour Side dump semi trailer 1 HR - Hour 10/15/2024 to 5/15/2025

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