2-Request for Bids - Parking Lot Sweeping - Copy.docx

Fargo Public Schools (FPS) Request for Bids Parking Lot Sweeping Due: May 7, 2026 at 10:00 a.m.

Introduction:

The Fargo Public School District is seeking bids for annual Parking Lot Sweeping Services for all District buildings for a 1-year period beginning July 2026, with the option to renew up to two (2) 1-year periods.

Site maps have been included with this request. Please note the red shaded areas indicate pavement to be swept.

Companies responding to this request must submit their bid in accordance with the enclosed specifications and should reference the Bonfire Submission Instructions attached separately for instructions on the District’s electronic submission process.

All submissions must be submitted through the online Bonfire Portal at:

https://fargok12.bonfirehub.com/portal/?tab=openOpportunities Bidders should contact the Euna Support team at Support.Bonfire@eunasolutions.com for technical questions. Bidders can also visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us.

Any communication related to submissions, including the posting of Addenda, will be available on https://fargok12.bonfirehub.com Any questions can also be asked through the available communication tools. Bidders must be registered and logged in to ask questions.

RFB Timeline:

Project Overview:

All proposals should be based on the following:

· Provide commercial sweeping services for all District parking lots and driveways for a 3-year period (Spring 2027, Spring, 2028, Spring 2029).

· All sweeping operations must occur on non-school time of day (overnight hours). The sweeping events should occur as soon as the snow has melted, and the pavement has begun to dry. A target completion date of June 1 is expected; however, this can remain flexible due to weather conditions.

· The District’s parking lots, driving lanes and connected adjacent playground pavement in their entirety, totaling approximately 65.5 acres of mixed concrete and asphalt pavement, will be swept one time each year in the spring following the melting of snow from the parking lots.

Application Requirements:

The Bidder must supply a list of at least four commercial references.

The Bidder must utilize commercial sweeping equipment.

The successful Bidder is responsible for the removal and disposal of the debris collected by its sweeping equipment. Debris may not be stockpiled on District property.

The Bidder must provide a list of equipment it owns and uses during the sweeping process using the fillable form provided.

Award or Rejection:

It is the intention of Fargo Public Schools (District) to have a fair and open bid process.

Bidders shall prepare their submission in compliance with the instructions in this package. Failure to do so will constitute a No Bid.

The District reserves the right to reject any or all bids. Bid will be awarded to the lowest responsible bid meeting all specifications. Awards will not necessarily be based on price alone. Suitability to purpose, design, quality, past service, date of delivery, or other factors deemed to be in the best interest of the District may also be considered. The District shall be the sole judge of these factors. In all instances, the decision rendered by the District shall be final and not subject to contest by others.

The District reserves the right to award any Bidder which meets or exceeds the minimum acceptable level of quality as outlined in the specifications. Products that do not meet or exceed the specifications as outlined in the bid documents will not be considered. If the District chooses to consider a product of lesser quality than what has been specified, all Bidders will have the opportunity to rebid that specific product.

Item Specifications: Specifications for requested item is provided.

Evaluation Criteria: The Business Office will be responsible for leading the evaluation process and maintaining bid evaluation records. The Board of Education of the City of Fargo will give ultimate approval. The contract will be awarded to one responsible Bidder who can meet the terms and conditions, who can supply the specified item in the listed quantity and proposes the bid resulting in the lowest financial cost to the District. The Bidder’s Total Price listed on the proposal shall be the final delivered price. By submitting a bid, a Bidder is signifying agreement to the outlined terms and conditions.

Sales Tax: Prices should NOT include Sales Tax. Do NOT include Federal Excise Tax as the District is exempt.

Delivery Charges: All delivery charges, if applicable, must be included in the bid price.

Award of Bid: Upon Board approval, the successful Bidder will execute a contract for services and corresponding Purchase Order.

Terms A. District reserves the right to accept other than the lowest cost proposal, and to negotiate the specified dollar amount or any portion of that amount. District reserves the right to negotiate contract changes following the award.

B. District reserves the right to cancel this request for bids in writing or postpone the date and time for submitting proposals at any time prior to the proposal due date.

C. No Bidder shall have a right to make a claim against District in the event District accepts a proposal or does not accept any proposals.

D. Legal Compliance: Work performed shall comply with all state, federal, and local laws, including but not limited to those related to building, environmental, statutory, legal process, Occupational Safety and Health Act and the Fair Labor Standards Act.

E. The successful Bidder shall maintain general liability insurance in the amount of at least $1,000,000 per occurrence and workers’ compensation coverage as required by law. Proof of insurance shall be provided prior to contract execution.

F. Acceptance of proposals: District reserves the right to reject all proposals and to waive informalities, if, at its discretion, the interests of District will be best served thereby.

G. Validity of proposals: Proposals must be valid for at least 90 days.

H. Bidder responsibilities: Bidder is responsible for conducting necessary research and becoming familiar with conditions under which the work is to be performed.

1. District will not be responsible for any costs incurred by Bidder in preparing proposals.

2. Bidders are held legally responsible for their proposals.

3. Bidders are not to collaborate, for the purpose of restricting competition, with other applicants or competitors in developing proposals.

I. Addenda to Request for Bids: Any changes, additions, or clarifications will be posted and communicated through the Bonfire system.

1. Such addenda will be posted online and will be part of the proposal package, having the same binding effect as provisions of the original proposal.

2. All addenda, amendments and interpretations of this solicitation shall be in writing. District shall not be legally bound by any amendment or interpretation that is not posted online.

3. All contact that a Bidder may have had before or after receipt of this request for bids with any individuals, employees or representatives of the District, and any information that may have been read in news media or seen or heard in any communication regarding this proposal should be disregarded in preparing proposal responses.

Other Provisions:

A. The Bidder may not assign, transfer, or sublet this contract, unless expressly authorized in writing by the District.

B. If the Bidder neglects or refuses to provide services in accordance with the bid or is unable to comply with the terms of this bid, the District reserves the right to cancel the contract with no further obligation to either party.

C. It is the Bidders responsibility to obtain and verify all information required to Bid, prior to submission of your bid. To claim lack of knowledge or understanding is an unacceptable defense for failure to comply with the bid requirements.

D. Preference will be given to Bidders with a local presence.

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