city of naperville 26-208 ROADWAY_SNOW_REMOVAL_SERVICES.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/naperville

City of Naperville, IL

26-208

ROADWAY SNOW REMOVAL SERVICES

RELEASE DATE: August 27, 2026

DEADLINE FOR QUESTIONS: September 17, 2026

RESPONSE DEADLINE: September 29, 2026, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/naperville

Request For Qualification #26-208

Title: ROADWAY SNOW REMOVAL SERVICES

Table Of Contents

1. Introduction

2. General Information

3. Tentative Schedule

4. Instructions for Submitting Responses

5. Scope of Work

6. Qualification Response

Attachments:

A - 26/27 Equipment Rates

B - Equipment List

C - Reference Form

D - Sample Insurance Requirements

E - Affidavit of Compliance

F - Work Terms and Conditions

1. Introduction

1.1. General Information

The City of Naperville is soliciting responses from experienced and qualified contractors to provide roadway snow removal services for the 2026/27 winter season. The City intends to select multiple contractors to perform these services on an as-needed basis because the City cannot perform all roadway snow plowing using in-house staff.

The Department of Public Works – Snow Command assigns contractors to areas that the contractors will maintain. As roadway plowing needs arise during the term of this contract, Snow Command will contact the contractors and let them know at what time they are required to begin plowing. If needed, contractors may be assigned additional areas. The contractor is required to provide Snow Command with updates as areas are completed.

1.2. Procurement Contact

Ryan La Russo, Procurement Officer

1.3. Term of the Award

The term of this contract will be for the 2026/27 winter season, from October 1, 2026, through April 30, 2027.

1.4. Questions

Proposers shall submit all inquiries regarding this solicitation via the City's eProcurement Portal, located at https://procurement.opengov.com/portal/naperville. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City's eProcurement Portal. Proposers may also click “Follow” on this solicitation to receive an email notification when answers are posted. It is the responsibility of the proposer to check the website for answers to inquiries.

1.5. Delivery Instructions

Proposals must be submitted electronically.

Proposals are due no later than 2:00 pm on Tuesday, September 29, 2026.

Proposers shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic proposal.

Any incomplete submittals may be rejected as non-responsive. Infrequent or first-time users of electronic submissions are encouraged to load their proposals 24 hours prior to the Closing Date and Time.

1.6. No Submission

If you choose not to respond, please select NO SUBMISSION on https://procurement.opengov.com/portal/naperville.

1.7. Disclaimer - Document Distribution

The City of Naperville Procurement Services and its e-Procurement

Portal https://procurement.opengov.com/portal/naperville are the only authorized sources of solicitation documents. Solicitation documents and forms obtained from any other source may be an incomplete set of documents. Reproduction of these documents without the express permission of the City of Naperville is prohibited.

1.8. Civic Access Portal for Vendors

The City of Naperville has developed a new portal for vendors to register and update existing information within

Civic Access. The City of Naperville will only accept vendor forms from vendors currently working with the

Procurement and/or Accounts Payable teams. It will allow you to:

• Register as a new vendor.

• Sign up for ACH payments.

• Update existing vendor information (e.g. new mailing address, new TIN/W9, new banking information).

How do I register?

1. To create an account, please visit the City of Naperville Civic Access portal.

2. Once you have created an account, submit your vendor information Accounts Payable – Vendor Form

Submission application. Vendors can find step-by-step instructions in the Knowledge Center. An accounts payable staff member will verify your submission and follow up if there are any questions on your submission.

Please send an email message to FSDAccountsPayable@naperville.il.us for assistance if needed.

2. General Information

The City of Naperville is soliciting proposals from qualified contractors to provide roadway snow removal services.

The goal of this procurement is to maintain a safe roadway system for the motoring public. The City will select qualified providers whose proposals are responsive to this RFQ and are in the best interest of the City. Any proposal submitted in response to this RFQ must provide the requested documentation outlined within the RFQ. The instructions contained herein must be followed in order for proposals to be considered responsive to this RFQ. The

City reserves the right to reject any or all proposals.

3. Tentative Schedule

Release RFQ Date / Advertised: August 27, 2026

Question Submission Deadline: September 17, 2026, 12:00pm

Question Response Deadline: September 22, 2026, 12:00pm

Qualification Submission Deadline: September 29, 2026, 2:00pm

Contractor Notification : October 2026

4. Instructions for Submitting Responses

Qualifications are due no later than 2:00 pm on Tuesday, September 29, 2026.

Contractors who demonstrate the prior experience and insurance requirements will be added to the City’s shortlist for roadway snow removal. Any contractor on the list may be called to perform snow removal activities during the 2026/27 winter season. In order to prepare for the 2026/27 winter season, the City requests contractors respond by the Tuesday, September 29, 2026 2:00 pm deadline; however, if the City does not receive enough responses to complete snow removal operations, the City will continue to accept qualifications until adequate needs are met. Winter Operations begin upon the first snow event.

5. Scope of Work

5.1. Needs Description

The Department of Public Works (DPW) is responsible for snow removal throughout the City, including City streets, municipal parking lots, the Rt. 59 Metra station parking lot and the areas surrounding the downtown

Naperville train station. There are approximately 540 centerline miles of pavement and over 1,200 cul-de-sacs within the City that require snow removal and ice control. The City owns and operates 26 large snow removal vehicles and 12 pick-up trucks with plows.

Plowing commences when a minimum of 2” of snowfall has accumulated on paved surfaces, and snow is still falling. Salting may begin sooner than 2” of snow for tandem and single axle trucks depending on roadway conditions. It is the City’s goal to clear all streets within 15 hours after the snowfall has ceased. It is important to note that heavy, wet snows may take longer to clear.

For winter weather events resulting in greater than 12 inches of snow accumulation during a 24-hour period, the contractor will receive a bonus of 20-percent to the hourly rate for large pieces of equipment.

Naperville’s streets are divided into four levels of priority:

Priority One: Arterials- main traffic routes and thoroughfares which carry high volumes of traffic

Priority Two: Main streets through subdivisions, roads that link arterials and streets with schools

Priority Three: Residential streets, side streets, and cul-de-sacs with steep inclines and/or sharp curves

Priority Four: Stub-ends, cul-de-sacs, eyelashes and alleys.

Since the 2004/05 winter season, the City has waived its procurement code to allow for DPW to use a shortlist of qualified contractors at approved equipment rates for the snow plowing contracts. Each year, the City advertises and accepts qualifications from contractors seeking to plow City roadways. Any contractor that meets the minimum qualifications is added to the City’s shortlist. The equipment hourly rates for the 2026/27 winter season are provided in Attachment A.

The City uses the services of several contractors because the City does not have sufficient resources to perform these services and no single contractor is large enough to provide the approximate 70 supplemental snow removal units required.

5.2. Minimum Qualifications and Expectations

The following minimum qualifications and expectations must be met by the respondent to be considered:

• Minimum of 3 years’ experience providing snow removal on public or private roadways (not including parking lots). If less than three years’ experience, previous experience with the City will be considered.

• All salt vehicles and other units shall have a 2-way radio with the City frequency or a cell phone.

• Ability to respond to a designated work area within 1.5 hours of being called out.

• Ability to provide necessary assigned equipment 24 hours a day, 7 days a week.

• Ability to provide competent drivers/operators that are capable of efficiently operating the equipment assigned, reading a map, and speaking English.

• Provide equipment that meets or exceeds the DPW equipment specifications.

• Utilize provided GPS technology supplied by City prior to each event. Payment for services contingent upon use and return of GPS technology to DPW.

• Meet or exceed all liability insurance requirements as required by the City of Naperville.

5.3. References

The Contractor shall be required to provide a minimum of three favorable current commercial customer references for projects similar in nature. The listed references shall be accounts serviced within the last three years and should include relevant experience. The Contractor shall include the names, addresses, contact person, phone numbers, email addresses, type of service provided, and current length of time servicing each referenced customer.

6. Qualification Response

1. Response Checklist* The following items should be included in the Respondent’s response to the RFQ

☐ Contractor's Equipment List

☐ Reference Form

☐ Affidavit of Compliance

☐ Certificate of Insurance with Endorsements (Additional Insured, primary non-contributory, and Worker’s

Compensation Waiver of Subrogation)

*Response required

2. Contractor's Equipment List* Please download the below documents, complete, and upload.

• Equipment_List.docx

*Response required

3. Reference Form* Please download the below documents, complete, and upload.

• 011-Reference_Form.docx

*Response required

4. Affidavit of Compliance* Please download the below documents, complete, and upload.

• Affidavit_of_Compliance.pdf

*Response required

5. Certificate of Insurance with Endorsements * Please upload your firm's Certificate of Insurance and Endorsement Letters (Additional Insured, Primary non-contributory, and Worker’s Compensation Waiver of Subrogation). Please see examples attached to the RFQ within the Attachments tab for reference.

*Response required

6. The undersigned proposer, having examined the specifications and other documents, hereby agrees to supply services as per the attached specifications and to perform other work stipulated in, required by and in accordance with the proposal documents attached.*

☐ Please confirm

*Response required

7. Additional Information