8963_Parking_Utility_Snow_Plow_Removal.pdf

CITY OF MADISON

REQUEST FOR BIDS

RFB #: 8963-0-2020-AH

Title: Snow Plowing and Removal Service

City Agency: Parking Utility

Due Date: September 14, 2020

2:00 PM CST

REQUEST FOR BIDS RFB # 8963-0-2020-AH

Page i

Table of Contents

1 NOTICE TO BIDDERS

1.1 Summary

1.2 Important Dates

1.3 Format

1.4 Labeling

1.5 Delivery of Bids

1.6 Appendix A: Standard Terms & Conditions

1.7 Appendix B: Sample Contract for Purchase of Services

1.8 Affirmative Action Notice

1.9 Multiple Bids

1.10 City of Madison Contact Information

1.11 Inquiries, Clarifications, and Exceptions

1.12 Addenda

1.13 Bid Distribution Networks

1.14 Local Vendor Preference

1.15 Oral Presentations/Site Visits/Meetings

1.16 Acceptance/Rejection of Bids

1.17 Withdrawal or Revision of Bids

1.18 Non-Material and Material Variances

1.19 Public Records

1.20 Usage Reports

1.21 Partial Award

1.22 Tax Exempt

1.23 Cooperative Purchasing

1.24 Bidders Responsibility

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 BACKGROUND

2.2 SNOW REMOVAL OPERATIONS

2.3 DUMP SITES

2.4 SPECIAL CARE

2.5 RESPONSIBILITY FOR DAMAGES

2.6 CLEANING/SECURING THE FACILITIES

2.7 HAULING/STORAGE

2.8 REQUIRED EQUIPMENT

2.9 HOURS

2.10 NOTICE TO PROCEED

2.11 RESPONSE TIME

2.12 ACCESS TO FACILITIES

2.13 SUPERVISION

2.14 PRIORITY

2.15 LIQUIDATED DAMAGES

2.16 INITIAL MEETING

2.17 ADDITTION/SUBTRACTION

2.18 RECORD-KEEPING AND PAYMENT

2.19 PERFORMANCE BOND

3. REQUIRED INFORMATION AND CONTENT OF BIDS

Form A: Signature Affidavit Form B: Receipt of Forms and Submittal Checklist Form C: Vendor Profile Form D: Cost Proposal Form E: References Form F: Performance Bond

Page ii

Appendix A: Standard Terms & Conditions Appendix B: Contract for Purchase of Services

1 NOTICE TO BIDDERS

1.1 Summary

The City of Madison Parking Utility (“City”) is soliciting Bids from qualified vendors for snow plowing and removal service at all parking garages that the City owns and operates. Vendors submitting Bids (“Bidders”) are required to read this Request for Bids (“RFB”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

Deliver Bids no later than the due time and date indicated below. The City will reject late Bids:

Issue Date: August 31, 2020 Questions Due Date: September 5, 2020 at , 12:00 Noon CST

Answers Posted Date: September 11, 2020 Due Date: September 14, 2020 , 2:00 PM CST

1.3 Format

The City will not consider illegible Bids.

Elaborate bids (i.e., expensive artwork) beyond that sufficient to present a complete and effective bids, are not necessary or desired.

The City is requesting bids in the following format: Electronic format only .

Complete and return Forms A through E to City of Madison Purchasing Services by September 30, 2020, 2:00

PM CST.

1.4 Labeling

All Bids must be clearly labeled:

Bidder’s Name and Address

RFB #: 8963-0-2020-AH

Title: Snow Plowing and Removal Service Due: September 14, 2020 , 2:00 PM CST

All email correspondence must include RFB # 8963-0-2020-AH in the subject line.

1.5 Delivery of Bids

Delivery of hard copies to: City of Madison Purchasing Services

City County Building, Room 407 210 Martin Luther King Jr. Blvd.

Madison, WI 53703

Delivery of electronic copy to: via email to bids@cityofmadison.com or on a commonly used media with the hard copies.

Bids must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

Note: When mailing your response via a third party delivery service, the outside of the packaging MUST be clearly marked with the RFB name and number. This ensures that the bid can be delivered to the correct purchasing agent without having to open the bid.

City Wide Notice: As of the publication date of this RFB document, the City of Madison is only accepting bids in electronic format to bids@cityofmadison.com. Bids submitted by any other means (hard paper copy) shall not be considered.

1.6 Appendix A: Standard Terms & Conditions

mailto:bids@cityofmadison.com

Bidders are responsible for reviewing this attachment prior to submission of their Bids. City of Madison Standard Terms and Conditions are the minimum requirements for the submission of Bids.

1.7 Appendix B: Sample Contract for Purchase of Services

Bidders are responsible for reviewing this attachment prior to submission of their Bids. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFB. The terms of this template contract shall become contractual obligations following award of the RFB. By submitting a Bid, Bidders affirm their willingness to enter into a contract containing these terms.

1.8 Affirmative Action Notice

If Contractor employs 15 or more employees and does aggregate annual business with the City of $50,000 or more for the calendar year in which the PO and/or Contract is in effect, Contractor shall file, within thirty (30) days from the PO/Contract effective date and BEFORE RELEASE OF PAYMENT, an Affirmative Action Plan designed to ensure that the Contractor provides equal employment opportunity to all and takes affirmative action in its utilization of applicants and employees who are women, minorities and/or persons with disabilities. A sample affirmative action plan, Request for Exemption forms, and instructions are available at:

www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms or by contacting a Contract Compliance Specialist at the City of Madison Affirmative Action Division at (608) 266-4910. Vendors must register for an account to complete the required forms online, here: https://elam.cityofmadison.com/citizenaccess

Contractor shall also allow maximum feasible opportunity to small business enterprises to compete for any subcontracts entered into pursuant to this PO/Contract.

Job postings: All contractors who employ 15 or more employees (regardless of the dollar amount of this contract or their annual aggregate business with the City) must notify the City of all external job openings at locations in Dane County, Wisconsin, and agree to interview candidates referred by the City or its designated organization.

Job posting information is available at: http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program. Instructions for contractors:

http://www.cityofmadison.com/civil-rights/documents/RaISE_Job_Posting_Instructions.pdf

The complete set of Affirmative Action requirements for this purchase can be found in paragraph 20 of Appendix A – Standard Terms and Conditions and, if applicable, in Section 13 of Appendix B – Sample Contract for Purchase of Services.

1.9 Multiple Bids

Multiple Bids from Bidders are permitted; however, each must fully conform to the requirements for submission.

Bidders must sequentially label (e.g., Bid #1, Bid #2) and separately package each Bid. Bidders may submit alternate pricing schemes without having to submit multiple Bids.

1.10 City of Madison Contact Information

The City of Madison Enter the City Agency is the procuring agency:

David Wills City of Madison Parking Utility

PH: (608) 261-9981

dwills@cityofmadison.com

The City of Madison Purchasing Services administers the procurement function:

Andy Hargianto Purchasing Services City-County Bldg, Room 407 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703-3346

PH: (608) 266-4523

FAX: (608) 266-5948

bids@cityofmadison.com http://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms https://elam.cityofmadison.com/citizenaccess/ http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/documents/RaISE_Job_Posting_Instructions.pdf

For questions regarding Affirmative Action Plans please contact:

Contract Compliance Department of Civil Rights City-County Bldg., Room 523 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703

PH: (608) 266-4910

dcr@cityofmadison.com

The City employs spam filtering that occasionally blocks legitimate emails, holding them in ‘quarantine” for four calendar days. The contacts listed in this RFB will acknowledge all emails received. Bidders not receiving acknowledgement within twenty-four hours shall follow-up via phone with specific information identifying the originating email address for message recovery.

1.11 Inquiries, Clarifications, and Exceptions

Bidders are to raise any questions they have about the RFB document without delay. Direct all questions, in writing, to the Purchasing Services administrator listed in Section 1.10.

Bidders finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB document shall immediately notify the Buyer and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post addenda – see 1.12 below. Bidders are strongly encouraged to check for addenda regularly.

Bids should be as responsive as possible to the provisions stated herein. A prospective vendor may take “exception” to bid terms, conditions, specifications and dates stated within the bid package. However, the City of Madison reserves the right to disqualify any and all bids submitted which include exceptions, if deemed not in the City’s best interests.

1.12 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post addenda to its Bids distribution websites – see 1.13 below. It is the Bidders responsibility to regularly monitor the websites for any such postings. Bidders must acknowledge the receipt of any addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

1.13 Bid Distribution Networks

The City of Madison posts all Request for Bids, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the Bidders responsibility to regularly monitor the bid distribution network for any such postings. Bidders’ failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City Bidders.

State of Wisconsin VendorNet System:

State of Wisconsin and local agencies bid network. Registration is free.

http://vendornet.state.wi.us/vendornet

DemandStar by Onvia: National bid network – Free subscription is available to access Bids from the City of Madison and other Wisconsin agencies, participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in

WAPP.

Bid Opportunities: www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm

Home Page: www.demandstar.com

To Register: www.onvia.com/WAPP mailto:dcr@cityofmadison.com http://vendornet.state.wi.us/vendornet http://www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm http://www.demandstar.com/ http://www.onvia.com/WAPP

1.14 Local Vendor Preference

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website: www.cityofmadison.com/business/localPurchasing.

1.15 Oral Presentations/Site Visits/Meetings

Bidders may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFB process. Such presentations, meetings or site visits will be at the Bidders expense.

1.16 Acceptance/Rejection of Bids

The City reserves the right to accept or reject any or all Bids submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the best interests of the City.

Further, the City makes no representations that a contract will be awarded to any Bidder responding to this request. The City expressly reserves the right to reject any and all Bids responding to this invitation without indicating any reasons for such rejection(s).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.17 Withdrawal or Revision of Bids

Bidders may, without prejudice, withdraw Bids submitted prior to the date and time specified for receipt of Bids by requesting such withdrawal before the due time and date of the submission of Bids. After the due date of submission of Bids, no Bids may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Bidders may modify their Bids at any time prior to opening of Bids.

1.18 Non-Material and Material Variances

The City reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.19 Public Records

Bidders are hereby notified that all information submitted in response to this RFB may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret”defined in State of Wisconsin Statutesmay be held confidential.

Bidders shall seal separately and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

http://www.cityofmadison.com/business/localPurchasing

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a bid in its entirety, price bid information, or the entire contents of any resulting contract. The City will not provide advance notice to Bidders prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of Bids from public viewuntil such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Bids will be available for review in accordance with such laws.

1.20 Usage Reports

Annually, the successful Bidders shall furnish to City Purchasing usage reports summarizing the ordering history for each department served during the previous contract year. The report, at a minimum, must include each and every item or service ordered during the period, its total quantities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

1.21 Partial Award

Unless otherwise noted, it will be assumed that Bidders will accept an order for all or part of the items/services priced.

1.22 Tax Exempt

The City of Madison as a municipality is exempt from payment of federal excise taxes (Registration Number 39- 73-0411-K) and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6005507. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be found on the City website. Our tax-exempt number is ES 42916.

1.23 Cooperative Purchasing

Bidders may choose to extend prices offered on bids to other municipalities. Under Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district; board of school directors; sewer district;

drainage district; vocational, technical and adult education district; or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts. This is known as “cooperative” or “piggyback” purchasing, a practice common amongst units of government. The City is not responsible for any contract resulting from a cooperative purchase using this RFB as a basis; they are made solely between the bidders and third party unit of government.

1.24 Bidders Responsibility

Bidders shall examine this RFB and shall exercise their judgment as to the nature and scope of the work required.

No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Bidders to fulfill the requirements of the resulting contract.

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 BACKGROUND

The City of Madison Parking Division (“City”) is seeking bids from qualified vendors (“Bidder” or, if selected “Contractor”) for snow removal during the snow seasons of 2020 – 2021, and 2021 – 2022, with three (3), one year optional renewals. The work will involve plowing and hauling snow from six parking garages and six parking lots.

The City will plow and pile snow on the roofs of some or all of the garages and the parking lots to facilitate our patrons utilizing the parking spaces if deemed necessary. In these cases the Contractor’s responsibility would be to remove the piles of snow from the roofs and/or lots.

2.2 SNOW REMOVAL OPERATIONS

The snow removal operation consists of the following:

Garages: Plow snow to snow chute, drop into dump truck and haul away.

Lots: Plow snow to pile, place in dump truck and haul away.

Garage and Lot Locations.

1. Capitol Square North Garage - 218 E. Mifflin St.

2. South Livingston Street Garage – 111 South Livingston St.

3. Overture Center Ramp - 318 W. Mifflin St.

4. State Street Campus (Frances) Ramp - 430 N. Frances St.

5. State Street Campus (Lake) Ramp - 415 N. Lake St.

6. State Street Capitol Ramp - 214 N. Carroll St.

7. Blair Lot – 410 S. Blair St.

8. Brayton Lot - 1 S. Butler St.

9. Buckeye Lot - 214 W. Gorham St.

10. Wilson Lot – 499 E. Wilson St.

11. Wingra Lot - 1701 Monroe St.

12. Evergreen – 1802 Monroe St.*

*Evergreen – 1802 Monroe St. This facility is not plowed. Snow that is piled near the two entrances need only to be hauled away.

2.3 DUMP SITES

The City will provide a snow dump site(s). The primary site is the old Bowman Field parking lot at 1775 Fish Hatchery Road, Madison, WI 53713. (To the rear of the baseball diamond) However, the Contractor shall also have a site(s) available for dumping snow in the event the City location(s) fill up or become unavailable. The City shall advise the contractor if dump site has been relocated during, or in future seasons.

2.4 SPECIAL CARE

The Contractor shall take care to protect the parking facilities and the sidewalk adjacent thereto from damage.

Special care shall be exercised to prevent damage to:

• Rubber expansion joints

• Metal railings

• Brick, block, or concrete walls

• Sidewalks, curb and gutter

• Wood bumpers

• Planter and plantings adjacent to ramps/lots

• Fences

• Wall mounted signs

All plow trucks and skid steer loaders operated within garage facilities shall be equipped with hard rubber plow blade lower edges. The intent of the hard rubber edges is to protect expansion joints and membrane surfaces from damage due to contact with metal plow blades. The contractor will not be allowed to utilize equipment within ramp facilities without this provision.

The Contractor shall provide traffic and pedestrian protection while dumping snow from the garages, cleaning up sidewalk areas and in all other cases where appropriate.

2.5 RESPONSIBILITY FOR DAMAGES

The Contractor shall be responsible for and reimburse the Parking Utility for repair for all damage to parking facilities caused by their operations. The foreperson shall report to the Parking Operations Supervisor all damages which occur from snow removal the day after each removal. They shall be available to meet with the Parking Operations Supervisor or their designee at the sight to view damages at a mutually agreeable date and time.

2.6 CLEANING/SECURING THE FACILITIES

The Contractor shall clean up all snow spilled on sidewalks, driveways, and other areas on or adjacent to Parking Utility facilities that result from his/her operations and haul said snow away.

The Contractor shall clean up and remove all snow in and around all snow chutes after each snow removal operation is completed.

The Contractor shall secure all snow chutes and light controls at the end of each snow removal operation.

2.7 HAULING/STORAGE

The Contractor shall provide a site to dump snow, should the City site fill up. The Contractor shall provide a per truckload price to dump snow at a location provided by the Contractor. The City shall not provide an alternative dumpsite if the primary site provided becomes full.

The Contractor shall be responsible for properly stacking snow piles and cleanup at the snow dump area(s). Snow shall be piled in a manner to maximize the use of the snow dump site. This will require the use of a large loader at the City dumpsite(s). The City shall instruct the contractor how and where the snow shall be dumped and piled at the snow dump site prior to the start of snow removal operations for the season.

2.8 REQUIRED EQUIPMENT

The Contractor shall be able to put into operation and maintain at all times (as a minimum) the following equipment:

Qty Type of Vehicle 10 16-yard dump trucks 4 Skid-steer loader 2 Large end loaders (6 yard bucket) 6 Small snow plows

(max 1-ton vehicle with 8' blade, must be able to enter the ramp at lowest clearance)

The Parking Operations Supervisor will be on site at times to monitor snow removal operations to verify the contractor can maintain this level of equipment as a minimum.

2.9 HOURS

Unless approved otherwise by the Parking Operations Supervisor, snow removal is limited to the following times:

Monday through Friday -Between 4:30 pm and 7 am Weekends -Anytime

Whenever possible, snow shall be removed at all facilities in one continuous operation.

2.10 NOTICE TO PROCEED

The Contractor shall not proceed with snow removal unless, and until directed to do so by the Parking Operations Supervisor or his/her designee. The Contractor will generally not be called to remove snowfalls of less than two inches.

2.11 RESPONSE TIME

The contractor will be given as much advance notice as possible when to begin snow removal operations, but no less than three hours advance notice of when to proceed.

2.12 ACCESS TO FACILITIES

Entrance to and exit from all parking ramps and the Brayton Lot is currently gate controlled. The Contractor will be issued access cards and keys as necessary for their use to enter and exit facilities during the process of removing snow. These access cards are not to be used at any other time. If unauthorized use is detected the Contractor will be billed for parking services and the unauthorized use can constitute a breach of this contract.

2.13 SUPERVISION

There shall be at least one person on the job whose responsibility is to coordinate all snow removal activities. This person shall be the designated contact person for the Parking Operations Supervisor or his/her designee. Some form of communication device, i.e. cellular phone, shall be provided by the contractor so that the designated contact person can be reached in the field in a reasonable time frame and manner. The phone number shall be provided to the Parking Operations Supervisor prior to proceeding with snow removal contract. The Contractor shall not request payment for supervision unless the supervisor is onsite. The snow removal supervisor is required to log their time at each location utilizing the same form as the equipment operators, see Appendix C. Failure to do so will result in rejection of pay requests.

2.14 PRIORITY

The bidder winning the award of this contract shall consider this snow removal their top priority.

2.15 LIQUIDATED DAMAGES

Liquidated damages in the amount of $10.00 per space per day for parking lots and $14.00 per space per day for parking ramps shall be assessed for all unusable parking spaces should the contractor fail to perform in accordance with the specifications.

2.16 INITIAL MEETING

Prior to the first snowfall, the Contractor shall meet with City representatives to discuss the snow removal process, schedule and to view each location.

2.17 ADDITTION/SUBTRACTION

The City reserves the right to add, or subtract from, the total number of Parking Facilities covered by this contract with one (1) week advance notice to the Contractor.

2.18 RECORD-KEEPING AND PAYMENT

The Contractor shall keep appropriate records and submit information on forms provided by the City. A copy of the required format is attached as Appendix C. Failure to use these forms will result in rejection of pay requests.

2.19 PERFORMANCE BOND

The Contractor shall provide a performance bond in the amount of $50,000.00. Please submit on Form F.

3. REQUIRED INFORMATION AND CONTENT OF BIDS

Form A – Signature Affidavit

Form B – Receipt Forms and Submittal Checklist

Form C – Contractor Profile Information

Form D – Cost Proposal.

Form E – References

Form F – Performance Bond

Rev. 07/28/2016-02. Form A - Signature Affidavit.doc

Form A: Signature Affidavit

RFP #: 8963-0-2020-AH Parking Utility Snow Plowing and Removal Service

This form must be returned with your response.

In signing Proposals, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise take any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit Proposals, that Proposals have been independently arrived at, without collusion with any other Proposers, competitor or potential competitor; that Proposals have not been knowingly disclosed prior to the opening of Proposals to any other Proposers or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting this Proposals, hereby agrees with all the terms, conditions, and specifications required by the City in this Request for Proposals, declares that the attached Proposals and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Proposers shall provide the information requested below. Include the legal name of the Proposers and signature of the person(s) legally authorized to bind the Proposers to a contract.

COMPANY NAME

SIGNATURE DATE

PRINT NAME OF PERSON SIGNING

Rev. 07/28/2016-03. Form B - Receipt.doc

Form B: Receipt of Forms and Submittal Checklist and Removal Service

This form must be returned with your response.

Proposers hereby acknowledge the receipt and/or submittal of the following forms:

Forms Initial to

Acknowledge

SUBMITTAL

Initial to Acknowledge

RECEIPT

Description of Services/Commodities N/A

Form A: Signature Affidavit

Form B: Receipt of Forms and Submittal Checklist

Form C: Vendor Profile

Form D: Cost Proposal

Form E: References

Form F: Performance Bond

Appendix A: Standard Terms & Conditions N/A

Appendix B: Contract for Purchase of Services N/A

Appendix C: Required Records N/A

Addendum # N/A

Addendum #

Addendum #

Addendum #

VENDOR NAME

Rev. 07/28/2016-04. Form C - Vendor Profile.doc

Form C: Vendor Profile and Removal Service

This form must be returned with your response.

COMPANY INFORMATION

COMPANY NAME (Make sure to use your complete, legal company name.)

FEIN (If FEIN is not applicable, SSN collected upon award) CONTACT NAME (Able to answer questions about proposal.) TITLE

TELEPHONE NUMBER FAX NUMBER

EMAIL

ADDRESS CITY STATE ZIP

AFFIRMATIVE ACTION CONTACT

If the selected contractor employs 15 or more employees and does aggregate annual business with the City of $50,000 or more, the contractor will be required to file an Affirmative Action Plan and comply with the City of Madison Affirmative Action Ordinance, Section 39.02(9)(e), within thirty (30) days contract signature. Vendors who believe they are exempt based on number of employees or annual aggregate business must file a request for exemption. Link to information and applicable forms:

https://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

ORDERS/BILLING CONTACT

Address where City purchase orders/contracts are to be mailed and person the department contacts concerning orders and billing.

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

LOCAL VENDOR STATUS

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website.

CHECK ONLY ONE:

Yes, we are a local vendor and have registered on the City of Madison website under the following category: www.cityofmadison.com/business/localPurchasing

No, we are not a local vendor or have not registered.

https://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers

Rev. 07/20/2015-05. Form D - Cost Proposal.doc

Form D: Fee Proposal

RFB #: 8963-0-2020-AH Parking Utility Snow Plowing and Removal Service

This form must be returned with your response.

Prepare the fee proposal as all inclusive, not-to-exceed, fixed fees:

• All Inclusive – Covers all direct and indirect necessary expenses including but not limited to;

travel, telephone, copying and other out-of-pocket expenses.

• Not To Exceed – The actual fees shall not exceed the amount specified in fee proposal.

• Fixed Fee – All prices, rates, fees and conditions outlined in the proposal shall remain fixed and valid for the entire length of the contract and any/all renewals.

Item Description 2020 - 2021

Price 2021 - 2022 Price

1. Large end loaders (6 yard bucket) w/Operator

$ /hr

2. Small snow plows w/Operator

3. 16 yard Tri-axle Truck w/Operator

4. Skid-Steer Loader w/Operator

5. Hourly Rate for Supervisor

6.

Cost to dump snow at a location provided by the Contractor

/truckload

/truckload

Please list any increases in price below:

2022 - 2023 _____________% or $_____________

2023 - 2024 _____________% or $_____________

2024 - 2025 _____________% or $_____________

Rev. 07/28/2016-06. Form E - References.doc

Form E: References

RFP#:8963-0-2020-AH Parking Utility Snow Plowing and Removal Service

This form must be returned with your response.

REFERENCE #1 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

CONTRACT PERIOD YEAR COMPLETED TOTAL COST

DESCRIPTION OF THE PERFORMED WORK

REFERENCE #2 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

REFERENCE #3 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

Rev. 07/20/2015-07. Form F - Performance Bond.doc

Form F: Performance Bond

RFB #: 8963-0-2020-AH Parking Utility Snow Plowing and Removal Service

This form must be returned with your response.

KNOW ALL MEN BY THESE PRESENTS, that we as principal, and

Company of as surety, are held and firmly bound unto the City of

Madison, Wisconsin, in the sum of ($ ) Dollars, lawful money of the

United States, for the payment of which sum to the City of Madison, we hereby bind ourselves and our respective executors and administrators firmly by these presents.

The condition of this Bond is such that if the above bounden shall on his/her part fully and faithfully perform all of the terms of the Contract entered into between him/herself and the City of Madison for the performance of:

Snow Removal for City Parking Facilities

CONTRACT NO. ( )

in Madison, Wisconsin, and shall pay all claims for labor performed and material furnished in the prosecution of said work, and save the City harmless from all claims for damages because of negligence in the prosecution of said work, and shall save harmless the said City from all claims for compensation (under Chapter 102, Wisconsin Statutes) of employees and employees of subcontractor, then this Bond is to be void, otherwise of full force, virtue and effect.

Signed and sealed this day of , 2015

Countersigned: Company Name (Principal)

Witness President Seal

Secretary

Approved as to form:

Surety ( Salary or Employee Commission) Seal

City Attorney By Attorney-in-Fact

This certifies that I have been duly licensed as an agent for the above company in Wisconsin under License No. for the year 20 , and appointed as attorney-in-fact with authority to execute this payment and performance bond which power of attorney has not been revoked.

Date Agent

STC 11.7.19.docx Page 1

CITY OF MADISON

(STC-Form: 12/18/2018)

1. General. Throughout this document, "City of Madison," "City" and "Purchasing" shall be synonymous and mean the City of Madison. The words "bid" and "proposal" are synonymous, as are the words "bidder," "proposer" and "contractor." The phrases "request for proposal," "invitation for bids," "request," "invitation," and "solicitation" shall also be synonymous.

As applied to the winning or selected bidder, the words "bid," "proposal," and "contract" are synonymous.

2. Entire Agreement, Order of Precedence. These standard terms and conditions shall apply to any Purchase Order issued as a result of this

Request for Bid/Proposal, except where expressly stated otherwise in the RFP or in a written instrument covering this purchase signed by an authorized representative of the City and the Contractor, in a form approved by the City Attorney (a “Separate Contract”). If such a separate contract is executed it shall constitute the entire agreement and no other terms and conditions, whether oral or written, shall be effective or binding unless expressly agreed to in writing by the City.

If a Separate Contract is not executed, these Standard Terms and Conditions, the City’s request for proposals, the version of the vendor’s bid that was accepted by the City, and the City’s Purchase Order (if any) shall constitute a contract and will be the entire agreement.

Order of Precedence: If there is a conflict between this Section A and any terms in the vendor’s accepted bid or proposal, this Section A shall control unless the parties expressly agree to another order of precedence, in writing. If there is a conflict between this Section A and a Separate Contract, the terms and conditions of the Separate Contract shall control.

I. TERMS FOR SUBMISSION OF BIDS: The following section applies to the bid/selection process only.

3. This invitation for bids does not commit the City to award a contract, pay any costs incurred in preparation of bids, or to procure or contract for services or equipment. The City may require the bidder to participate in negotiation and to submit such additional price or technical or other revisions to his or her bids as may result from negotiation. The bidder shall be responsible for all costs incurred as part of his or her participation in the pre-award process.

The City reserves the right to accept or reject any or all bids submitted, in whole or in part, and to waive any informalities or technicalities which at the City’s discretion are determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any offeror responding to this request. The City expressly reserves the right to reject any and all bids responding to this invitation without indicating any reasons for such rejections(s).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

4. Addenda. Changes affecting the specifications will be made by addenda. Changes may include, or result in, a postponement in the bid due date. Bidders are required to complete the Bidder Response Sheet, acknowledging receipt of all parts of the bid, including all addenda.

5. Price Proposal. All bidders are required to identify the proposed manufacturer and model, and to indicate the proposed delivery time on the attached Proposal Form. Failure to do so may cause the bid to be considered not responsive. If desired, the bidder may include product literature and specifications. The price quoted will remain firm throughout each contract period. Any price increase proposed shall be submitted sixty (60) calendar days prior to subsequent contract periods and shall be limited to fully documented cost increases to the bidder which are demonstrated to be industry-wide.

6. Price Inclusion. The price quoted in any bid shall include all items of labor, materials, tools, equipment, and other costs necessary to fully complete the furnishing and delivery of equipment or services pursuant to the specifications attached thereof. Any items omitted from the specifications which are clearly necessary for the completion of the project shall be considered a portion of the specifications although not directly specified or called for in these specifications.

7. Pricing and Discount.

a. Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea., etc.) as stated on the bid/proposal or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price. I f an apparent mistake exists in the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

b. In determination of award, discounts for early payment will only be considered when all other conditions are equal. Early payment is defined as payment within fifteen (15) days providing the discount terms are deemed favorable. All payment terms must allow the option of Net 30.

8. F.O.B. Destination Freight Prepaid. Bid prices must include all handling, transportation and insurance charges. Failure to bid FOB Destination Freight Prepaid may disqualify your bid.

9. Award.

a. The City will have sole discretion as to the methodology used in making the award. Where none is specified, the award will be made to the lowest responsible bidder in compliance with the specifications and requirements of this solicitation.

b. The right is reserved to make a separate award of each item, group of items or all items, and to make an award in whole or in part, whichever is deemed in the best interest of the City.

10. Responsiveness and Responsibility. Award will be made to the responsible and responsive bidder whose bid is most advantageous to the City with price and other factors considered. For the purposes of this project, responsiveness is defined as the bidder’s conformance to the requirements of the solicitation. Being not responsive includes the failure to furnish information requested.

Responsibility is defined as the bidder’s potential ability to perform successfully under the terms of the proposed contract. Briefly, a responsible bidder has adequate financial resources or the ability to obtain said resources; can comply with required delivery taking into

STC 11.7.19.docx Page 2 account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills.

The City reserves the right to refuse to accept any bid from any person, firm or corporation that is in arrears or is in default to the City, or has failed to perform faithfully any previous contract with the City. If requested, the bidder must present within five (5) working days evidence satisfactory to the City of performance ability and possession of necessary facilities, financial resources, adequate insurance, and any other resources required to determine the bidder’s ability to comply with the terms of this solicitation document.

11. Cancellation.

a. The City reserves the right to cancel any contract in whole or in part without penalty due to non-appropriation of funds.

b. In the event the Bidder shall default in any of the covenants, agreements, commitments, or conditions and any such default shall continue unremedied for a period of ten (10) days after written notice to the Bidder, the City may, at its option and in addition to all other rights and remedies which it may have, terminate the Agreement and all rights of the Bidder under the Agreement.

c. Failure to maintain the required certificates of insurance, permits, licenses and bonds will be cause for contract termination. If the Bidder fails to maintain and keep in force the insurance, if required, the City shall have the right to cancel and terminate the contract without notice.

II. CONDITIONS OF PURCHASE: The following section applies to purchases/contracts after the award. See Paragraphs 1 & 2 for applicability and order of precedence.

12. Specifications.

a. All bidders must be in compliance with all specifications and any drawings provided with this solicitation. Exceptions taken to these specifications must be noted on your bid.

b. When specific manufacturer and model numbers are used, they are to establish a design, type, construction, quality, functional capability and/or performance level desired. When alternates are bid/proposed, they must be identified by manufacturer, stock number, and the bidder/proposer is responsible for providing sufficient information to establish equivalency. The City shall be the sole judge of equivalency. Bidders are cautioned to avoid bidding alternates which do not meet specifications, which may result in rejection of their bid/proposal.

13. Regulatory Compliance.

a. Seller represents and warrants that the goods or services furnished hereunder, including all labels, packages, and container for said goods, comply with all applicable standards, rules and regulations in effect under the requirements of all Federal, State and local laws, rules and regulations as applicable, including the Occupational Safety and Health Act (OSHA), as amended, with respect to design, manufacture or use for their intended purpose of said goods or services. Seller shall furnish Material Safety Data Sheets (MSDS) whenever applicable.

b. If it is determined by the City that such standards are not met, the seller agrees to bear all costs required to meet the minimum standards as stated above for the equipment/products furnished under this contract.

14. Warranty. Unless otherwise specifically stated by the bidder, products shall be warranted against defects by the bidder for ninety (90) days from the date of receipt. If bidder or manufacturer offers warranty that exceeds 90 days, such warranty shall prevail.

15. Ownership of Printing Materials. All artwork, camera-ready copy, negative, dies, photos and similar materials used to produce a printing job shall become the property of the City. Any furnished materials shall remain the property of the City. Failure to meet this requirement will disqualify your bid.

16. Item Return Policy. Bidder will be required to accept return of products ordered in error for up to twenty-one (21) calendar days from date of receipt, with the City paying only the return shipping costs. Indicate in detail on the Bidder Response Sheet, your return policy.

17. Payment Terms and Invoicing. The City will pay properly submitted vendor invoices within thirty (30) days of receipt, providing good and/or services have been delivered, installed (if required), and accepted as specified.

a. Payment shall be considered timely if the payment is mailed, delivered, or transferred within thirty (30) days after receipt of a properly completed invoice, unless the vendor is notified in writing by the agency of a dispute before payment is due.

b. Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order, including reference to purchase order and submittal to the correct address for processing. Invoice payment processing address is shown on the upper middle section of the purchase order. Send invoices to Accounts Payable address on the purchase order. Do not send invoices to Purchasing or ship to address.

c. Bidders, proposers shall include discounts for early payment as a percent reduction of invoice. Invoice discounts shall be determined where applicable, from the date of acceptance of goods and/or the receipt of invoice, whichever is later. Discounts for early payment terms stated on the bid/proposal must be shown plainly on the invoice; discounts for early payment not shown on the invoice will be taken.

d. Invoices submitted not in accordance with these instructions will be removed from the payment process and returned within ten (10) days.

18. F.O.B. Destination Freight Prepaid. Unless otherwise agreed in writing, the vendor shall bear all handling, transportation and insurance charges. Title of goods shall pass upon acceptance of goods at the City’s dock.

19. Tax Exemption. The City of Madison is exempt from the payment of Federal Excise Tax and State Sales Tax. The City Tax Exempt number is ES 42916. Any other sales tax, use tax, imposts, revenues, excise, or other taxes which are now, or which may hereafter be imposed by Congress, the State of Wisconsin, or any other political subdivision thereof and applicable to the sale of material delivered as a result of the bidder’s bid and which, by terms of the tax law, may be passed directly to the City, will be paid by the City.

STC 11.7.19.docx Page 3

20. Affirmative Action.

A. The following language applies to all successful bidders employing fifteen (15) or more employees (MGO 39.02(9)(c):

The Contractor agrees that, within thirty (30) days after the effective date of this Contract, Contractor will provide to the City of Madison Department of Civil Rights (the “Department”), certain workforce utilization statistics, using a form provided by the City.

If the Contract is still in effect, or if the City enters into a new Agreement with the Contractor, within one year after the date on which the form was required to be provided, the Contractor will provide updated workforce information using a second form, also to be furnished by the City.

The second form will be submitted to the Department no later than one year after the date on which the first form was required to be provided.

The Contractor further agrees that, for at least twelve (12) months after the effective date of this Contract, it will notify the Department of each of its job openings at facilities in Dane County for which applicants not already employees of the Contractor are to be considered. The notice will include a job description, classification, qualifications, and application procedures and deadlines, shall be provided to the City by the opening date of advertisement and with sufficient time for the City to notify candidates and make a timely referral. The Contractor agrees to interview and consider candidates referred by the Department, or an organization designated by the Department, i f the candidate meets the minimum qualification standards established by the Contractor, and if the referral is timely. A referral is timely if it is received by the Contractor on or before the date stated in the notice.

The Department will determine if a contractor is exempt from the above requirements (Sec. 20.A.) at the time the Request for Exemption in 20.B.(2) is made.

B. Articles of Agreement, Request for Exemption, and Release of Payment:

The “ARTICLES OF AGREEMENT” beginning on the following page, apply to all contractors, unless determined to be exempt under the following table and procedures:

NUMBER OF EMPLOYEES LESS THAN $50,000

Aggregate Annual Business with the City*

$50,000 OR MORE

Aggregate Annual Business with the City*

14 or less Exempt** Exempt**

15 or more Exempt** Not Exempt

*As determined by the Finance Director **As determined by the Department of Civil Rights

(1) Exempt Status: In this section, “Exempt” means the Contractor is exempt from the Articles of Agreement in section 20.B.(5) of this Contract and from filing an Affirmative Action plan as required by Section IV of the Articles of Agreement. The Department of Civil Rights (“Department”) makes the final determination as to whether a contractor is exempt. If the Contractor is not exempt, sec. 20.B.(5) shall apply and Contractor shall select option A. or B. under Article IV therein and file an Affirmative Action Plan.

(2) Request for Exemption – Fewer Than 15 Employees: (MGO 39.02(9)(a)2.) Contractors who believe they are exempt based on number of employees shall submit a Request for Exemption on a form provided by the Department within thirty (30) days of the effective date of this Contract.

(3) Exemption – Annual Aggregate Business: (MGO 39.02(9)(a)c.): The Department will determine, at the time this Contract is presented for signature, if the Contractor is exempt because it will have less than $50,000 in annual aggregate business with the City for the calendar year in which the contract is in effect. CONTRACTORS WITH 15 OR MORE EMPLOYEES WILL LOSE THIS EXEMPTION AND BECOME SUBJECT TO SEC. 20.B.(5) UPON REACHING $50,000 OR MORE ANNUAL AGGREGATE BUSINESS

WITH THE CITY WITHIN THE CALENDAR YEAR, BEGINNING IN 2019.

(4) Release of Payment: (MGO 39.02(9)(e)1.b.) All non-exempt contractors must have an approved Affirmative Action plan meeting the requirements of Article IV below on file with the Department within thirty (30) days of the effective date of this Contract and prior to release of payment by the City.