Beltline Campus Snow Removal RFP 2025 Amendment 8-27-25.pdf

Kent Intermediate School District REQUEST FOR PROPOSAL - 2025 Kent ISD Beltline Campus Snow Removal

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Kent Intermediate School District (Kent ISD) is seeking bids for snow removal per the Snow Removal Specifications for a two-year contract period with three (3) one-year renewal options. Kent ISD will award the whole scope to one contractor. Bids shall reflect fifteen (15) individual snow removal services (pushes) as the base bid and per individual service pricing, should the 15 pushes be surpassed in any one season. Specifications are to be considered as minimums, and the general conditions, as listed, must be adhered to.

Questions regarding the specifics of the bid should be directed through SigmaVSS and all responses with be communicated through the same means. All questions and answers will be distributed to all bidders who have or at any point ask questions about the bid.

Bids are due by 1:00 pm on Thursday, September 4, 2025 delivered in a sealed envelope/package with the wording “2025 Kent ISD Beltline Campus Snow Removal” clearly marked on the outside of the envelope/package addressed to:

Kent ISD Attn: Justin Stonehouse 1655 E Beltline NE Grand Rapids, MI 49525

Bids can be hand delivered to the Kent ISD Maintenance Building; 1655 East Beltline NE Grand Rapids, MI 49505, located in parking lot #4 across from the greenhouse and wind turbine. The Maintenance Building front door is labeled E-1. Kent ISD will not consider or accept a bid received after the date and time specified for bid submission. Bids will be opened publicly immediately following the close of receiving bids.

It is the intention to award the bid once the Kent ISD Board approves the recommendation of award at the September 15, 2025 Board Meeting.

In compliance with MCL 380.1267, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner and any employee of the bidder and any member of the board, or the superintendent of the school district. All bids shall also be accompanied by a sworn and notarized statement disclosing whether the bidder is an Iran Linked Business in compliance with PA 517 of 2012. The Board has stated that Kent ISD shall not accept a bid that does not include these sworn and notarized disclosure statements.

Kent ISD reserves the right to allow only Michigan Based Businesses to bid on this advertisement. Under 1984 PA 431, MCL 18.1268, our board has elected to enforce the PA as defined.

Kent ISD will be a place where all persons feel welcomed, have a right to be treated equitably and without prejudice, and have a responsibility to treat others the same way. Kent ISD is an equal opportunity institution. Kent ISD does not discriminate on the basis of race, creed, color, national origin, age, sex or physical/mental disability or veteran status in its educational programming, enrollment, employment or contracting.

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GENERAL CONDITIONS

A. It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements within.

B. For the purpose of assuring the School District of the quality of workmanship, materials, equipment, and service, the School Board will retain the right to qualify or disqualify bidders on the basis of available information covering their service and the suitability of the equipment/material bid for the project.

C. All alternate equipment/material as specified herein, or suggested by bidder, will be made by a reputable experienced manufacturer and shall conform to the specifications in order to promote efficiency in its use, reduce maintenance cost, and to assure durability for which it is intended.

D. In some cases, where manufacturer names and model numbers are indicated, alternates are not acceptable to create a base bid. However, in most cases alternates are acceptable, but subject to review by the owner. It will be incumbent upon the bidder, when bidding an alternate, to provide proper and adequate documentation that the alternates are equal to the manufacturer names and model numbers listed in the base bid. Vendors are encouraged to provide more than one base bid as well as alternate bids that they feel meet the needs of the Kent ISD.

E. Kent ISD reserves the right to accept or reject any or all bids; and to make awards as it considers its best interest, whether low bid or not, this excludes omitting the required affidavits.

F. All proposals submitted shall remain firm for a period of ninety (90) days after date of receiving bids.

G. The delivery of the product shall be coordinated with the Project coordinator and delivery terms are fairly flexible. Bids must include all delivery charges, and unboxing costs; disposal of all waste must also be coordinated with owner prior to delivery, bulk-packing materials may or may not be able to be disposed by the owner, or owner’s receptacles.

H. In the case where installation is specific; installation must be complete, and all installation costs must be included.

I. The successful bidder shall, within a reasonable time after receipt of written notice, make good any defects in material or workmanship that may develop, especially during the warranty period.

J. Kent ISD shall not be responsible for any cost or expensed incurred by the bidder during the preparation of the bid.

K. The owner is a federally constituted government body and as such is not subject to Michigan State or Federal excise taxes.

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SCOPE

The Contractor shall furnish all labor and equipment for snowplow services as specified on the attached sheets. A contract period will start July 1st and end June 30th.

CONDITIONS REQUIRING SNOW REMOVAL

The Contractor is responsible for snow removal from all lots (as applicable to each site) by 5:30 a.m. on school days whenever 1 inch of snow or more has accumulated at the sites. All entrance drives and roads on our main campus should be plowed 7 days a week, once 1 inch or more of snow has accumulated, regardless of holidays or school closures. The Rapid bus system uses the Kent ISD main campus roads as a route, and it is imperative that these roads stay clear. Weekend plowing of lots, unless otherwise directed, should be at a reduced frequency and can allow for a greater accumulation of snow as long as all areas are cleared by the next scheduled school day. Any adjustment to Saturday, Sunday and holiday schedules will be at the direction of the Owner. Any adjustment to the schedule based on school closures will be at the direction of the Owner.

The contractor is to call the Owner’s representative and notify them when they plan to commence plowing.

Slush and melting snow shall be plowed off during thawing periods to prevent hazardous ice conditions.

The contractor is to call the Owner’s representative and notify of plowing.

GENERAL REQUIREMENTS

Visiting Sites:

Before submitting a bid all Contractors shall familiarize themselves with the site and understand the expectations of the Owner in terms of priorities, areas to push snow, etc. No allowance shall be made on the Contractors behalf because of an error or misunderstanding. Contact Brad Kemerly, (616) 325- 0339, to inspect the site.

Before removal operations begin, the Contractor shall check each site and note damaged equipment, railings, shrubbery, trees, fences, etc. to avoid future claims.

A successful bidder shall stake out the site prior to the first snowfall to define the areas being serviced and to minimize damages to the property and/or equipment.

Equipment:

All bidders must prove possession of, or access to, the adequate equipment before being awarded a contract. Include with your bid a complete inventory and description of the equipment available and which equipment will be left on site. The Owner reserves the right to determine the best location to store equipment on site.

The Owner reserves the right to reject any bid if, in the Owner’s judgment, the equipment owned or leased is inadequate.

The Contractor shall be responsible for arranging supplemental service in case of mechanical

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Contractors are responsible for maintaining their equipment throughout the extent of this contract.

Any damaged or broken equipment shall be repaired in a timely fashion so as to not negatively impact service and/or cause damage to the Owner’s property.

Workmanship:

Operators shall be experienced and exercise sound judgment in placing snow where it will not damage shrubbery or obstruct passageways, entranceways, crosswalks, steps etc. Consultation with the Owner on appropriate placement of snow piles will be required before the start of the contract.

Snow banks shall be allowed to accumulate when there are inadequate outline areas.

All open areas shall be plowed neatly and smoothly with a minimum of windrow drifts resulting from plowing passes.

NOTE: The Contractor is not expected to truck snow away from sites when large piles develop from or during heavy snowfall; however, the Contractor should make every effort to push snow back as far as practical to make room for subsequent snow.

Licenses:

The bidder may be required to present any licenses or permits required before being awarded a contract.

RESPONSIBILITY FOR DAMAGES

Any damages to light posts, trees, shrubbery, sod, buildings, pavements, etc. caused by the Contractor or his/her operators shall be repaired by the Contractor before final payment is made.

COMMUNICATION WITH CONTRACTOR

The Contractor shall make him/herself available during snowfall periods and immediately after a snowfall.

The Owner will make two (2) attempts to reach the Contractor by telephone over a 2-hour interval to notify his/her (Owner’s) intent to perform portions of work not satisfactorily performed by the Contractor.

The Contractor is to call the Owner’s representative and notify them when they plan to commence plowing. Notification of all visits to the site must be sent to the owner’s rep, even if the visit does not call for plowing at that time.

CHANGES

There are to be no verbal modifications made to these specifications. Any changes must be made in writing in advance of receipt of the bids by the Owner.

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INSURANCE

Please see attached sheet.

CANCELLATION OF CONTRACT

If penalty charges against the Contractor accumulate during a period for which a payment is scheduled and exceeds 25% of that scheduled payment, the Owner may cancel the contract. If the Contractor fails to fulfill the terms of the snow removal contract the Owner may cancel the contract.

METHOD OF PAYMENT

Net 30. Invoices shall be submitted monthly and must include the dates and locations (as referenced in Snow Removal Specifications) that the snow push/salting occurred. Lots must be completely plowed on each visit unless otherwise directed or permitted by the Owner. Partial plowing may result in payment being withheld.

REQUIRED SUBMITTALS

Bids will be due by 1:00 pm on Thursday, September 4, 2025.

Bid proposals shall include the following documentation:

• Pricing Sheet

• Iran Economic Sanctions Affidavit

• Familial Affidavit

• Equipment Inventory Sheet

• References

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SNOW REMOVAL SPECIFICATIONS

Kent ISD Beltline Campus *All buildings/addresses in this section are on the same campus. Please reference included site maps.

ROADS & ENTRANCE DRIVES – All Campus A. Clear all four entrance drives (2) E. Beltline, (1) Leffingwell and (1) Knapp B. Clear circle drive around Kent Career Tech Center

KENT CAREER/TECH CENTER EAST - 1655 East Beltline NE, Grand Rapids, MI 49525 A. Clear service drive and all areas on the south side including entrance ways, loading dock ramp, entrance to the Maintenance Building.

B. Clear service drive and south parking lot 4.

C. Clear service drives and parking lot 5.

D. Clear parking area North of lot 5 / south of Auto Mechanics.

E. Clear service drives and parking lot 6 (auto compound).

F. Clear service drives and parking lot 1.

NOTE: Kent ISD shall be responsible for snow removal services at lot 2. See included site maps.

NOTE: Kent ISD shall be responsible for snow removal services at lot 3. See included site maps.

EDUCATIONAL SERVICE CENTER - 2930 Knapp St NE, Grand Rapids, MI 49525 A. Clear South lot 9 and service drives.

B. Clear North lot 11 and service drives.

C. Clear West lot 11 and service drives.

D. Clear loading dock ramp.

E. Clear service drive to loading dock.

F. Clear snow from garage door at back of building.

KENT CAREER/TECH CENTER WEST - 1800 Leffingwell NE, Grand Rapids, MI 49525 A. Clear Bus drop off lane.

B. Clear North lot 8 and car compound.

C. Clear East lot 7 and service drives.

D. Clear South lot 7b and service drives.

KENT EDUCATION CENTER - 1606 Leffingwell NE, Grand Rapids, MI 49525 A. Clear bus drop-off lane.

B. Clear South lot 7a and service drives.

KENT CONFERENCE CENTER - 1633 East Beltline NE, Grand Rapids, MI 49525

NOTE: No contracted services at this address. Kent ISD shall be responsible for snow removal services at lot 3a. See included site maps.

* Kent ISD is responsible for clearing and salting the pole barn roadway

* Kent ISD is responsible for clearing sidewalks and building entrances at all locations

* Kent ISD responsible for salting all lots, roadways, sidewalks, and building entrances at all locations

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PRICING SHEET

Kent ISD will award the whole scope to one contractor. As such, bids must include pricing for all five (5) locations shown below. Pricing shall reflect fifteen (15) individual snow removal services (pushes) as the base bid and per individual service pricing, should the 15 pushes be surpassed in any one season. Please provide pricing as outlined below including all line items shown in the Snow Removal Specifications above (page 6).

Kent ISD Beltline Campus *All buildings/addresses in this section are on the same campus *Please reference included site maps

1. ROADS & ENTRANCE DRIVES – All Campus

A. Refer to Snow Removal Specifications for what is included for All Campus section.

B. Cost for 15 pushes (base bid) $ C. Cost per push (each additional over 15) $

2. KENT CAREER/TECH CENTER EAST - 1655 East Beltline NE, Grand Rapids, MI 49525

A. Refer to Snow Removal Specifications for what is included for 1655 E. Beltline.

3. EDUCATIONAL SERVICE CENTER - 2930 Knapp St NE, Grand Rapids, MI 49525

A. Refer to Snow Removal Specifications for what is included for 2930 Knapp.

4. KENT CAREER/TECH CENTER WEST - 1800 Leffingwell NE, Grand Rapids, MI 49525

A. Refer to Snow Removal Specifications for what is included for 1800 Leffingwell.

5. KENT EDUCATION CENTER - 1606 Leffingwell NE, Grand Rapids, MI 49525

A. Refer to Snow Removal Specifications for what is included for 1606 Leffingwell.

TOTAL COST – All 5 Locations Listed Above

A. Cost for 15 pushes (base bid) – Total Line B for all 5 locations $ B. Cost per push (each additional over 15) – Total Line C for all 5 locations $

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Insurance Requirement

The following types of insurance, limits of liability, and policy extensions are required of the successful bidder:

Workers’ Compensation and Employer’s Liability Insurance Coverage A – Statutory Coverage B - $300,000 Per Accident

Broad Form Comprehensive General Liability Insurance (including – Premises Medical, Elevators, Contractor’s Protective Liability, Blanket Contractual, Products & Completed Operations –including Broad Form Extensions)

Each Occurrence Combined single limit for bodily injury and property damage liability. $1,000,000 General Aggregate $2,000,000 Products & Completed Operation Aggregate $2,000,000 Personal Injury & Advertising Injury $1,000,000 Fire Legal Liability $ 50,000

Sub-contractors Operations, Products – Completed Operations and Contractual Liabilities, plus such excess coverage as may be appropriate for the limits listed:

Comprehensive Business Automobile Liability Insurance (owned, hired, and non-owned automobiles)

Bodily/Injury $500,000 each Person $500,000 each Occurrence Property Damage $500,000 each Occurrence

Furnish owner with Contingent Liability Insurance Policy with coverage and liability limits the same as for Broad Form Comprehensive General Liability Insurance specified above. *

Furnish owner with contingent Property Damage Insurance Policy with coverage and liability limits the same as for Property Damage specified above. Kent ISD should be names as being an additional insured on the policy. *

The contractor shall not commence work under the Contract until he has obtained all insurance stated in these specifications and the owner has reviewed all insurance and Certificates of Insurance evidencing compliance with the insurance requirements with dates enforced during time of the contract.

Insurance affords is primary as respects to Kent Intermediate School District’s interest; and, any other insurance maintained by the ISD is to be excess of that required of the vendor, contractor, service provider and will not contribute with that insurance required.

*Only required with construction contracts.

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AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of _______________________ (the “Bidder”), pursuant to the compliance certification requirement provided in the Kent Intermediate School District request for proposal for 2025 Kent ISD Beltline Campus Snow Removal, hereby certifies, represents and warrants that the Bidder (including its officers, directors and employees) is not an “Iran Linked Business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Bidder is awarded a Contract as a result of the aforementioned Invitation To Bid, the Bidder will not become an “Iran Linked Business” at any time during the course of performing under the Contract.

The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the Contract or proposed Contract for which the false certification was made, whichever is greater, the cost of the Intermediate School District’s investigation, and reasonable attorney fees, in addition to the fine.

Moreover, any person who submitted a false certification shall be ineligible to bid on an Invitation To Bid for three (3) years from the date it is determined that the person has submitted the false certification.

Contractor:

By: _________________________________

Title: _________________________________

Date:________________________________

STATE OF MICHIGAN )

)ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 2025, by

, Notary Public

_____________________County, Michigan

My Commission Expires:________________

Acting in the County of:________________

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FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

Important: This disclosure statement must be included with your bid - required by state law (P.A. 232 of 2004)

As required by Public Act 232 of 2004, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the School

Board or the Superintendent of Kent ISD.

The undersigned, the owner or authorized officer of ___________________________________________________

(the Bidder), pursuant to the familial disclosure requirement provided in the attached invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any member of the School Board or the Superintendent of Kent ISD. If such a relationship exists, please explain:

BIDDER:_____________________________

By:_________________________________

Title:_______________________________

STATE OF MICHIGAN )

)ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 2025, by

, Notary Public

_____________________County, Michigan

My Commission Expires:________________

Acting in the County of:________________

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REFERENCES

Please provide reference information for projects of similar size/scope.

Bidder’s Name ______________________________ Project up for Bid ______________________________

Company: ______________ _______________

Contact Person: _______________________________

Phone: _______________________________

Description of work provided:-

Company: ______________________________

Phone: _______________________________

Description of work provided:-

Company: _ _____________________________

Phone: _______________________________

Description of work provided:-

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EQUIPMENT INVENTORY SHEET

Type of Equipment/ Description Qty Owned/ Leased

Location of Equipment -

Offsite or Onsite

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CodyNosko Text Box 1655 E. Beltline Ave. NE

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Snow Plowing Site Map

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Snow Bank Locations Site Map