1404822-event.pdf

10 July 2026

Snow Removal Ridgewater Willmar Campus Three year contract for snow removal for Ridgewater College Willmar Campus.

10 July 2026

Open 7/10/2026 12:00 AM CDT Type Request for Proposal Close 7/22/2026 12:00 PM CDT Number SRC-RWC-2026-000607-RFP Currency US Dollar

Sealed Until 7/22/2026 12:00 PM CDT

Payment Terms Net 30

10 July 2026

Contacts Kip Oveson Kip.Oveson@ridgewater.edu

10 July 2026

Commodity Codes Commodity Code Description 72100000 Building and facility maintenance and repair services

10 July 202610 July 202610 July 202610 July 202610 July 202610 July 202610 July 202610 July 202610 July 2026 mailto:Kip.Oveson@ridgewater.edu

Project Overview Ridgewater Community and Technical College Willmar is requesting proposals for snow removal services.

Vendor Requirements

The vendor will be responsible for all snow removal and plowing services required by the college for the term of this agreement.

Snow Removal:

• Snow accumulation of 2.0" or more constitute removal no later than 7:00 a.m. on that day at all locations; exceptions to this to be allowed when classes are starting late or canceled and the timing of the snowfall event.

• Vendor shall coordinate with Ridgewater Community and Technical College Physical Plant Director in regards to holidays or other situations where the above bullet may or may not apply. (refer to school calendar) Holidays, Semester Break, Spring Break represents days that students and/or faculty are not required to attend, therefore may not require full parking lot usage. Snowplowing during these days should be on an "on call" basis only. During break times, it is possible that staff may be working and special events taking place that require clean parking lots.

• All parking areas, drives, , entrances, and receiving areas will be cleared of snow by 7:00 a.m. at the Main campus. Equipment used is up to the discretion of the vendor, but the work must be completed by 7:00 a.m.

• Vendor shall provide a list of available equipment and a thorough description of each piece of equipment including, but not limited to horsepower and yards. Response per equipment piece shall be "per hour".

• Vendor shall provide with proposal, when time clock begins. In other words, specify if your pricing includes driving time to/from the College from your place of business.

• Vendor shall be responsible for any/all damage to Ridgewater Community and Technical College's property that include, but not limited to damage to trees, shrubs, fencing, concrete curbs, vehicles, buildings or any other unforeseen damages caused by the vendor. Replacement(s) and/or repair(s) shall meet the College's representative(s) satisfaction. Vendor shall inspect the parking lots with the Physical Plant Director prior to the first snowfall to assess previous damages that may be present. Each spring, inspection shall take place again. Any/all repairs required shall be completed within 15 days of assessed damage, weather permitting.

• Vendor agrees to perform ALL operations in accordance with all applicable federal, state and local laws, ordinances, and regulations.

• Vendor shall provide certification for liability and worker's compensation insurance for duration of contract.

• Vendor may request an on-site inspection prior to submitting by contacting the Physical Plant Director Kip Oveson at 320-222-6930

• Pre-award Informational Meeting

Minnesota State will hold an informational meeting on July 22, 2026 which all responding Vendors are encouraged to attend to view the facilities and ask questions about the RFP. The Ridgewater College - Willmar campus meeting will be held at 11 a.m.

Description

Selection Process An evaluation team of representatives from the facilities department will review and score the proposals.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 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 10

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.

Cost/Value. Identify the level of the participation of Minnesota State in the contract, as well as any other services to be provided by Minnesota State, and details of cost allowances for this participation. 35

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.

Completeness, thoroughness and detail of the response

Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 10

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 Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective September 30, 2026 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be three (3) years with potential of additional 1 year contract extensions up to a contract total of five (5) years. If Minnesota State and Respondent are unable to negotiate and sign a contract by September 30, 2026, then Minnesota State reserves the right to seek an alternative Respondent(s).

Inquiries and Submission Instructions

Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFx date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.

Required to View Event

Prerequisites Required to Enter Bid

10 July 2026

1. Review the background of Minnesota State

2. Review the Notice and Authority

3.

This sourcing event includes and incorporates the Minnesota State Solicitation Terms and Conditions, which apply to this solicitation. Responders should carefully review these terms and conditions when preparing their responses.

Any contract resulting from this solicitation will be based on the sample contract provided in the Buyer's Attachment section. Much of the language reflected in the sample contract is required by Minnesota statute. If a responder takes exception to any provision of the sample contract, those exceptions must be clearly identified in the response. Only exceptions that are expressly stated in the response will be considered for discussion or negotiation. Exceptions not identified in the response will be deemed waived. Certain exceptions may result in a proposal being disqualified from further review and evaluation.

4. Review the Definitions to the RFx

5. Review the Organizational Conflict of Interest policy

6. Review the RFx Contact Information

7. Review and accept the Authorized Response Certification Statement.

8. Review and agree to the Duration of Offer agreement

9. Review the Terms of Payment

10. Review the Minnesota Secretary of State Requirement.

11.

Required Documentation: Affidavit of Non-Collusion. Download the attached document, complete, sign, notarize, and upload completed form with response. Failure to upload a completed, signed, and notarized Affidavit of Non-Collusion prior to the close date of the solicitation will result in any proposal being disqualified from being evaluated for the solicitation.

12. Affirmative Action Requirements: Review and download declaration page, complete, sign, and upload completed from with response.

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Buyer Attachments

1. Contractor's Reimbursable Expenses Information

2. Sample Maintenance/Service Master Contract

3. Willmar Campus Map

10 July 202610 July 202610 July 202610 July 202610 July 202610 July 2026 https://www.minnstate.edu/vendors/contractor_reimburseable.html https://www.minnstate.edu/system/templates/docs/9_servicemaintmaster-nonconst.docx https://ridgewater.edu/wp-content/uploads/2025/08/Ridgewater-College-Willmar-Campus-Map-2025.pdf

Questions Required Questions

Group 1: Adherence to Terms and Conditions Instructions:

1.1 Minnesota State presumes the Responder agrees to all terms and conditions as listed in the sample contract in buyer's attachments unless explicitly requests specific exceptions.

After review of the sample contract, do you have any exceptions to the Minnesota State Terms and Conditions?

1.2

List each exception by identifying the applicable clause, page number, proposed change to the clause, and an explanation for the requested change. Only exceptions that are expressly stated in the response will be considered for discussion or negotiation.

Exceptions not identified in the response will be deemed waived.

Certain exceptions may result in a proposal being disqualified from further review and evaluation.

1.3

Responders must disclose any relationships that create, or appear to create, a conflict of interest with the work contemplated by this solicitation. Identify all such conflicts by listing the name of the entity, the nature of the relationship, and a description of the actual or perceived conflict. Failure to disclose a conflict of interest may result in disqualification of the response. Do you have any existing or potential conflicts of interest?

Group 2: Company Profile Instructions:

2.1 Please provide three (3) names and phone numbers of references of current snow removal accounts of comparable size. In addition, please provide the names and phone numbers of large snow removal accounts serviced in the last eight (8) years.

2.2 Please provide the history of your organization or company

2.3 Please describe additional services your company offers that is not part of this RFP as previously described?

2.4 Please describe any value added services that your company is offering the system.

2.5 Describe the company, culture and values.

2.6 How many years has your organization been in the business related to this solicitation?

Group 3: Supplier Diversity

Instructions:

In accordance with Minnesota State Board Policy 5.14, Minnesota State is committed to enhance and optimize business and contracting opportunities that promotes economic growth and prosperity of the student bodies and the communities we serve. Minnesota State created the Supplier Diversity program to foster partnerships with historically under-utilized businesses and ensure that diverse vendors are given equal opportunities to provide goods and services system-wide.

3.1 Does your company, partner or sub-contractor qualify as a diverse supplier as defined by Minnesota State? (See attached form)

3.2 Does your company qualify for preference points as a small TG/ED/VO as defined with the Office of Equity Procurement (https://mn.gov/admin/business/vendor-info/oep/sbcp/)

Group 4: Work Plan Instructions:

4.1 Describe your company's quality assurance program, its requirements and how they are measured.

4.2 Please provide a list of available equipment and a thorough description of each piece of equipment including, but not limited to horsepower and yards. Response per equipment piece shall be "per hour".

4.3 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.

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

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?

4.7 Please describe when the time clock begins. In other words, specify if your pricing includes driving time to/from the College from your place of business.

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Group 5: Cost Instructions:

5.1 Complete and attach the snow removal bid form

5.2 Is there a cost per hour that was not listed? Please describe here. If none, please type N/A

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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.

# Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Service Delivery

S1 Fiscal Year 2027 Total Bid Amount 1 LS - Lump Sum

Provide the total fixed pricing for service from November 30th through April 30th

S2 Fiscal Year 2028 Total Bid Amount 1 LS - Lump Sum

Provide the total fixed pricing for service from November 30th - April 30th

S3 Fiscal Year 2029 Total Bid Amount 1 LS - Lump Sum

Provide the total fixed pricing for service from November 30th to April 30th

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