Bid 27-02_Snow Plowing.pdf

Holyoke Community College Snow Plowing

RFP #27-02

Office of Administration and Finance

Holyoke Community College

303 Homestead Ave

Holyoke, MA 01040

HOLYOKE COMMUNITY COLLEGE

Snow Plowing

RFP # 27-02

ISSUE DATE: Wednesday, July 22, 2026

PROPOSALS MUST BE RECEIVED BY:

Wednesday, August 19, 2026

By 11:00 a.m. EST

At the desk of Brian Jackson

DELIVER PROPOSALS TO:

Holyoke Community College

Business Office

Attn: Brian Jackson

303 Homestead Ave

Envelope should be CLEARLY MARKED, “Bid on Requisition No. 27-02 enclosed.”

Table of Contents

Table of Contents

Timeline

Contact Information

Inquiries and Questions

General Information

Submission of Bid

Preparation Costs

Confidentiality

Evaluation Criteria

About HCC

Environmental Purchasing Policy

Massachusetts Small Business Purchasing Program (SBPP)

WORK TO BE PERFORMED

Proximity to Campus

Schedule

Sanding and Salting

Equipment

Notification to Plow

Inspection Prior To and Following Services

Insurance

Wage Rates

Cancellation of Contract

Bid Pricing Sheet

Request for Proposal - CHECKLIST OF FORMS

Holyoke Community College (HCC), an agency of the Commonwealth of Massachusetts, seeks proposals for snow plowing according to the specifications below.

Timeline

RFP Issue Date: Wednesday, July 22, 2026

Submit questions specific to the RFP by: Wednesday, August 5, 2026 by 4:00 pm EST

Response to questions will be posted and/ or emailed to respondents by: Wednesday, August 12, 2026 by End of Business.

Proposals due by: Wednesday, August 19, 2026, 11 am EST at the desk Brian

Jackson, Business Office, Holyoke Community College

Dates may be revised due to unforeseen circumstances. Every effort will be made to inform respondents of changes to the timeline.

Contact Information

This Request for Response (RFR) has also been distributed electronically using COMMBUYS, the official procurement record system for the Commonwealth of Massachusetts (www.commbuys.com). The project title is

Holyoke Community College Snow Plowing and the project number is 27-02. Any correspondence to HCC should include project number, as well as the title.

Information submitted in response to this RFQ is subject to the Massachusetts Public Records Law, M.G.L., Chapter 66, Section 10, and to Chapter 4, Section 7, Subsection 26. Any statements in submitted information that are inconsistent with these statutes shall be disregarded. The Commonwealth makes no guarantee that any services will be purchased from any contract resulting from this RFQ.

Inquiries and Questions

Questions about this proposal should be submitted by email to:

Brian Jackson

303 Homestead Avenue

Holyoke MA 01040

Email: bjackson@hcc.edu

Questions specific to the RFP should be submitted by Wednesday, August 5, 2026 to bjackson@hcc.edu.

http://www.commbuys.com/ mailto:bjackson@hcc.edu mailto:bjackson@hcc.edu

General Information

This RFP contains instructions governing the response to be submitted and the material to be included, a description of the services to be provided, and other requirements which must be met by interested parties to be eligible for consideration. All proposals submitted in response to this RFP are subject to all terms and conditions contained in this RFP.

Interested parties must submit a complete and responsive proposal to this RFP by the deadline and received no later than 11 am EST at the desk of Brian Jackson, Holyoke Community College, Business Office, 303

Homestead Avenue, Holyoke, MA 01040, in order to be considered. Incomplete proposals and proposals not prepared in accordance with this RFP will be rejected.

HCC is not responsible for delays occasioned by the U.S. Postal Service, or any other means of delivery employed by the Respondent. Similarly, the HCC is not responsible for, and will not open, any proposal responses that are received later than the deadline date, time and location as put forth in this RFP. Late proposals will be retained in the RFP file, unopened.

Submission of Bid

Proposals must be submitted in hard copy format, along with all required forms (see page 12 of this document), completed and notarized as indicated.

Delivery Methods: Delivery may be in person, by U.S. Mail, or overnight courier, to:

Brian Jackson

303 Homestead Avenue

Holyoke MA 01040

CLEARLY MARKED, “Bid on Requisition No. 27-02 enclosed.”

Deadline: Proposals must be received by Brian Jackson on or before Wednesday, August 19, 2026 at 11:00

EST. No late proposals will be considered.

Preparation Costs

All preparation and presentation costs incurred by vendors in responding to this proposal request are the sole responsibility of the vendor. All documentation submitted to HCC as part of a response to this proposal becomes the property of HCC.

Confidentiality

The college reserves the right to review the content of vendor responses with internal or external persons for the purposes of vendor selection.

Evaluation Criteria

All responsive proposals will be evaluated by the RFP Review Committee. Evaluation will be based on the vendor’s ability to meet Holyoke Community College’s requirements.

The college reserves the right to select the vendor it deems most appropriate for the project. The college reserves the right to waive stated requirements, negotiate further with vendors, discontinue the evaluation process, award based on the merits of a proposal and final demonstration, or choose not to award to any respondent.

About HCC

Established in 1946, Holyoke Community College, located in Holyoke, MA, serves a diverse community with rapidly evolving needs. More than 12,500 students annually enroll in credit, noncredit, and workforce development courses. The college provides a university-caliber education and exceptional preparation for success, including a comprehensive academic and personal support system. A vibrant, accessible, and welcoming campus community enables HCC students to thrive.

Environmental Purchasing Policy

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued

October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with

801 CMB 21.00. In line with this directive, all contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are considered to be products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products.

Massachusetts Small Business Purchasing Program (SBPP)

This is a small procurement targeted to small businesses participating in the Commonwealth's Small Business

Purchasing Program (SBPP). The Department intends to evaluate bid responses from and to award a contract to a SBPP-participating business(es) who submit a bid that meets or exceeds the solicitation criteria only.

Subcontracting in these types of procurements is limited to no more than 20% of the value of the contract, unless it is with another SBPP registered participant. If determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive bid, the Department will evaluate and award bid responses received from non-SBPP businesses. To determine eligibility and to participate in the SBPP, please review the requirements and general program information at www.mass.gov/sbpp.

Policy on Affirmative Action, Equal Opportunity & Diversity

Holyoke Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College’s Affirmative Action and/or Title IX Coordinator, the

Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the

United States Department of Education’s Office for Civil Rights. The entire policy can be found on the College’s website at Affirmative Action Policy https://www.hcc.edu/Documents/About/Diversity/PAAAugust2021UpdatedPolicy.pdf https://www.hcc.edu/Documents/About/Diversity/PAAAugust2021UpdatedPolicy.pdf

WORK TO BE PERFORMED

This contract is a three-year contract, with an optional one-year renewal. Complete snow plowing of the following areas on the Holyoke Community College Campus. Plowing must be completed before 7:00 a.m.

Failure to complete the plowing by this time will subject the contractor to a late penalty of $500 per hour, with all time rounded to the next highest whole hour, providing reasonable notification to plow was made and/or accumulation was reached such that sufficient time existed to plow the campus with the required equipment and operators.

1. Parking lots as follows: “A,” “B,” “C,” “D,” “E,” “F,” “G,” “H,” Upper “J,” Lower “J,” MINI “J,” “K,”

“L,” “M,” “N,” “O,” “P,” “Q,” “R,” “S,” “T,” and the Day Care (The Kids’ Place) facility (about 75 parking spaces). In addition, the parking lot at the Center for Health Education located at 404 Jarvis

Avenue, Holyoke, MA.

a. In Parking Lot “F,” the sidewalk on the West side of the lot is to be plowed by the CONTRACTOR and no portion of the sidewalk is to be used to pile snow. Also, the walkway at the South end of the “F” lot will not be used to pile snow as this walkway will be plowed by THE COLLEGE.

2. Perimeter loop road from Main Entrance, Homestead Avenue, throughout the College, including George

Frost Drive/sidewalk, and the access road to the Day Care facility/sidewalk (The Kids’ Place).

3. Access road from Homestead Avenue past “Q” lot to perimeter loop road.

4. Access road and lot in front of the “F” building.

5. Access road and lot behind “E” building.

6. All fire lanes, service roads, and receiving areas.

7. Access road to Lower “J” lot.

8. Access road and lot south end of “G” building. Plowing must be done up to the curb.

9. Sidewalk from A lot to south patio stairway and from O lot to north patio stairway, including sidewalk by tennis court area.

10. Access road leading from M lot to Lot R. Walkway on the South end of Lot R to the bottom of the steps on the northeast corner of the Marieb Building.

11. Sidewalk from the Main Campus Road to the Day Care facility.

No snow is to be plowed on the Center Island on Day Care roadway. No snow is to be deposited on

Circular Island in front of Frost Building.

No snow is to be deposited on Center Island of Homestead Avenue entrance or the Rock Garden Area

South E Building. Every effort must be made to avoid plowing snow on the bank in front of the

E Building. Cost of removal to be included in bid price – no additional fee will be paid. All corners of all parking lots are to be cleared so as to LOSE NO PARKING SPACES DUE TO SNOW/ICE.

All drains must be left clear of snow and ice to allow for drainage. Failure to accomplish this may result in a call back at no cost to the college.

No snow is to be deposited in areas that would obscure or block the reading of any signage on campus..

Staffing

There must be one individual (preferably the lead) on site for each storm who has the ability to communicate with the grounds staff.

Subcontracting

At no time during the life of this contract may any part or all of the work to be performed be subcontracted without prior written approval from the college.

Proximity to Campus

Bidders primary business location must be within a 25 mile radius of the campus.

Schedule

Successful bidder must provide to the college’s Director of Facilities a written plan as to how they intend to perform their snowplowing duties. Plan shall include number and types of plows, number of personnel, prioritization of roads and parking lots, estimated times for completion of work, etc.

Sanding and Salting

Said service to be performed only upon request of Director of Facilities or designee. Sanding and salting will not be required or automatically authorized for payment. No sand or salt will be stored on the premises unless authorized by Director of Facilities.

Equipment

Bidders shall provide proof of ownership and registration of equipment and arrange for inspection of same by college personnel. Minimum equipment required to effectively plow or remove snow from the college campus should include the following: (No equipment will be left on the college campus unless authorized by the Director of Facilities, and if authorized, the college assumes no liability or responsibilities for any damages or losses associated to the equipment.)

1. (3) Front end loaders, 2 Loaders with 12ft box plows, (1) Loader with an angle plow.

2. Sand spreader with five (5) yards capacity,

3. Grader, or equivalent, when required during heavy snow fall.

Notification to Plow

When snow is anticipated to exceed depths of three inches or more, plow at own discretion without prior call from College. Grant priority for plowing to College. If snow fall is unpredictable, consultation with the

Director of Facilities or designee must take place. Contractor must be available 24 hours a day during winter season and possess radio or pager or cellular phone for immediate contact. The contractor shall report to the

Campus Police their arrival and departure times and measure snow fall with the Campus Police prior to departure. Campus Police will log the mutually agreed upon depth of snow.

Inspection Prior To and Following Services

Successful bidder must review and inspect all areas to be plowed with College personnel prior to winter season. Contractor shall flag all corners and islands to be plowed prior to onset of winter weather and submit in writing to the Director of Facilities any lawn/landscape/curbing/pavement/etc. damage prior to the plowing season. Contractor is responsible for any plowing damage to any of the aforementioned.

Contractor will review campus roads and parking lots on completion of plowing with College personnel to ascertain that work has been satisfactorily completed and is in accordance with the contract.

Insurance

The contractor must provide, at its own expense, Workmen’s Compensation Insurance, Public Liability

Insurance, Automobile Bodily Insurance, Property Damage Insurance, and Insurance against loss by Fire, Theft, or Explosion caused by the negligence of any of its employees in the following amounts at a minimum:

Minimum Coverage Necessary

Bodily Injury: $500,000 each person, $1,000,000 each accident

Property Damage: $500,000 each occurrence, $1,000,000 aggregate

A Certificate of Insurance must be submitted with the bid.

Wage Rates

(Not required – see attached letter dated October 15, 1999).

Cancellation of Contract

In the event the contractor defaults on any of its undertakings herein, it is expressly understood and agreed that the College may at its option cancel and terminate this contract by giving ten (10) days written notice by registered mail to the contractor.

Bid Pricing Sheet

The right is reserved to waive any informalities in or to reject any or all bids. It is the responsibility of all bidders to examine the site and work contents to be performed prior to submitting bid.

The contractor may be requested to supply the College with a sand/salt mix for treatment of paved surfaces by College staff. Mix must comply with the following ratio: 75% sand, 25% salt. Both must comply with any and all regulations related to composition of all material.

Indicate cost per yard (mixed and delivered) $______________________________

Contractor bid price for plowing the following depths of snow. Depth of snow will be determined on site by the College and the Contractor.

Prices are for all three years of this contact, plus the optional one-year renewal.

3” to 5.9” $ per storm

6” to 9.9” $ per storm

10” to 12.9” $ per storm

13” to 18.9” $ per storm

19” and over $ per storm

For sand and salting all areas: (mix must comply with contract specifications.) $_________________ per sanding.

For sanding and salting roadways only: $_________________ per sanding.

Contractor bid price for plowing the following depths of snow. Depth of snow will be determined on site by the College and the Contractor.

For payment within ten working days of receipt of invoice by the Director of Facilities or his designated representative, please indicate prompt payment discount _________%. The successful contractor must execute a

Contract for Services with the college and file necessary forms required to all for payment on the Financial

Records System (FRS or MMARS) upon submittal and approval of standard invoice.

Signature: ___________________________________________________ Date: _______________________

Name: ________________________________________ Title: _____________________________________

Company: ________________________________________________________________________________

HOLYOKE COMMUNITY COLLEGE

303 Homestead Avenue

Request for Proposal - CHECKLIST OF FORMS

REQUIRED FORMS (to be completed and submitted with bid response)

Additional Environmentally Preferable Products/Practices

Business Reference Form

Commonwealth of Massachusetts Contractor Authorized Signatory Listing (notarized)

Commonwealth of Massachusetts Prompt Pay Discount Form (if applicable)

Commonwealth Terms and Conditions

Consultant Contractor Mandatory Submission Form (if applicable)

Holyoke Community College Standard Conditions and Terms for Bidding

Massachusetts Substitute W-9 Form – Request for Taxpayer Identification Number and Certification (DUNS number)

Noncollusive Affidavit (notarized)

Supplier Diversity Program Plan Form

INFORMATIONAL FORMS (must read and no action required at time of bid response)

Authorization for Electronic Funds Payment (EFT) (if applicable)

Operational Services Division – RFR-Required Specifications

Operational Services Division – RFR Required Specifications for Information Technology

Operational Services Division – RFR-Other Specifications (form used for Access to Security-Sensitive Information)

FORMS REQUIRED, IF CONTRACT IS AWARDED

Commonwealth of Massachusetts – Standard Contract Form

Commonwealth of Massachusetts Standard Contract Amendment Form (used if necessary)

Commonwealth of Massachusetts Change in Contractor Identity Form (used if necessary)

Executive Order 504 Contractor Certification Form

Submitted by: _____________________________________________________________

Company Name (please print)

Signature Date Submitted

HCC Campus Map