Addendum 1.docx
DOCX document 321 KB Posted
- Attached to
- Westwood Snow Removal Services
- Solicitation number
- RFP - WES - 240000000137
- Issued by
- Wayne County, Dearborn City, Michigan
About this file
This document is an Addendum to a Request for Proposals (RFP) issued by Westwood Community School District in Michigan for Snow Removal Services. The RFP covers snow removal services in the Westwood Community School District area in Wayne County and the City of Dearborn for a three-year base term with two one-year renewal options. The addendum addresses questions and revisions to the RFP, including allowing the awarded contractor to determine the appropriate salt to be used, clarifying the minimum experience requirement of three years in an educational environment, explaining the 2% administrative fee that must be paid to the Michigan Association of Counties (MAC), and revising the bid submission deadline and other schedule details.
Regarding pricing, the 2% administrative fee must be paid by the vendor to MAC, either through absorption into overhead or added to the quoted prices. The vendor is allowed to propose a solution for how they will handle the 2% fee payment. The contract will be awarded for the winter season starting in 2024-2025, replacing the prior 2023-2024 term.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP WEST-01-2023-2024-10 Snow Removal Services.pdf | ||
| Pre-Bid Sign-in 10-24-23.jpg | JPG image |
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Text version
Addendum #1
RFP WEST-01-2023-2024-10
Snow Removal Services
Questions, Answers, and Revisions
Q.1. Is Magnesium Chloride required for ice removal or is Rock Salt okay to use?
A.1. Salting is expected to be done on an as-needed basis and must be appropriately applied to ensure no accidents occur and minimal damage is done to the property. The awarded contractor’s expert knowledge shall determine the appropriate salt used in each weather condition.
Q.2. Our company never provided services in an educational environment, but we have 20 years of experience in snow and ice management. We provide services to Homeowner associations, condominiums, manufacturing facilities, trucking facilities, etc., so we have experience in high demand sites. Does this meet the minimum mandatory requirement?
A.2. Unfortunately, it does not meet the minimum mandatory requirement. Section 1.2.1 states, “Proposer must have a minimum of three (3) years successful experience in the contracted Snow Removal field in an educational environment, providing a range of Snow Removal Services equivalent or similar to the services being requested by Westwood as described herein.”
Q.3. Regarding “piggybacking,” does the piggyback apply only to pricing, or does it apply to the entire services agreement?
A.3. Section 1.4.1 Statewide Cooperative Contract explains the awarded vendor will be “…. approached to extend a term agreement and pricing to other public entities within the county, the region, and the state, in accordance with Michigan Compiled Laws 124.504.” Proposers should identify any limitations within their proposal.
Q.4. If a vendor is unable to remit the 2% fee to MAC, will that vendor be able to bid?
A.4. No.
Q.5. Can a vendor choose to not include a 2% fee?
A.5. The 2% administrative fee is required to be remitted, no exception. We have had vendors that have been part of the program that have chosen to absorb the 2% fee in their pricing because they receive the benefit of having to not put together other public bids, which in turn saves them time and cost. We have also had other vendors that have simply added 2% to their overhead. Either way, it is required.
Q.6. Can you explain exactly how the fee should be applied? Monthly, one time, annual?
A.6. The vendor will be contacted by MAC on a quarterly basis for all of its self-reported sales (all billings made to an entity whether it be for sales or service) and the 2% will be applied to all sales and services made to entities using the contract.
Q.7. Will the 2% administrative fee be paid by our company to MAC, or will Westwood Community School District be withholding 2% and pay MAC directly?
A.7. The 2% administrative fee will be paid by the vendor to MAC.
Q.8. Would you like our suggestion on how we pay other buying cooperatives?
A.8. Sure, please propose your solution in your response.
Revision 1. Revise and update pg. 2; RFP SCHEDULE, Master Agreement Award Date: from December, 2023 to TBD, 2023. Please note the following explanation: Snow Removal Services has been addressed for Winter 2023-2024 for Westwood Community School District. The bid will be for services starting Winter 2024-2025 and will still be for three (3) base years with two (2) one-year renewal options.
Revision 2. Attachment A – Pricing Schedule: Remove all Columns for “Winter Yr. 23-24” in each pricing table and replace with Columns “Winter Yr. 26-27” in each pricing table.
Revision 3. Revise and update Section 3.5 Bid Submission Deadline, replace with the following:
3.5 Bid Submission Deadline
See Cover Page for the Bid Submission Deadline (the "Due Date").
A. All bids shall be submitted Duplicate in a sealed envelope and shall include the following information on the face of the envelope: bidder's name, address, subject matter of proposal, date and hour of bid opening as stated in the RFP Timetable. Failure to do so may result in a premature opening of or failure to open such proposal. No oral, telephonic, telegraphic, e-mail or facsimile Bids will be considered.
B. Bidders are responsible for submitting proposals before the stated closing time to the proper location: Westwood Community School District, Attn: Business Office, 3335 S. Beech Daly, Dearborn Heights, MI 48125. Mark your envelope: SNOW REMOVAL SERVICES BID. Delays in the mail will not be considered. Any proposal received after the stated closing time will be unopened.
C. All timely submitted Bids received by the district will be opened in-person at the: Westwood Community School District, Central Office, 3335 S. Beech Daly, Dearborn Heights, MI 48125 at 3:10 P.M., November 13, 2023. The opening will be viewable to the public.
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