RFP 26-035-DH

SNOW PLOWING SERVICES

1 | P a g e

County of Kane

PURCHASING DEPARTMENT

KANE COUNTY GOVERNMENT CENTER

Timothy Keovongsak 719 S. Batavia Avenue, Bldg. A.

Director of Purchasing Geneva, Illinois 60134 Telephone: (630) 208-3803 Fax: (630) 208-5107

REQUEST FOR PROPOSAL

DATE: JULY 8, 2026

RFP # 26-035-DH – SNOW PLOWING SERVICES

The County of Kane (“County”) is soliciting proposals to retain the services of a qualified and experienced Vendor for complete snow removal and salting services for various Kane County Government facilities. This is a one (1) year contract with a mutual option to extend for four (4) additional one (1) year renewal periods.

This is a monthly service for a “Zero Tolerance Accumulation” snow removal program with no matter how much snow falls. The initial Contract term Snow Season commencing from OCTOBER 15, 2026, THROUGH APRIL 15, 2027.

EVENT: LOCATION: DATE: TIME:

Deadline for Exceptions to Proposal Language and Specification Inquiries.

Must be submitted in writing to:

purchasing@kanecountyil.gov

7/17/26 10:00 AM

(CT)

Proposal Due

Proposals must be submitted electronically to https://www.bidnetdirect.com/illinois/ kanecounty

7/29/26 10:00 AM

(CT)

√ SUBMITTAL CHECKLIST

PROPOSAL RESPONSE FORM COMPLETED, WITH AUTHORIZED SIGNATURE

ELECTRONIC (PDF) COPY (MUST BE SUBMITTED ELECTRONICALLY AT

http://www.bidnetdirect.com/illinois/kanecounty

ADDENDA NUMBER ACKNOWLEDGED, IF APPLICABLE

PROPOSAL PRICING (INCLUDING UNIT PRICES, WHERE REQUIRED)

ALTERNATIVE VENDOR PRICING (IF APPLICABLE)

2 | P a g e

NARRATIVE & OPERATIONAL PLAN

STAFFING & EQUIPMENT NARRATIVE (INCLUDE APPENDIX A)

REFERENCES

BID BOND

COMPLETED CONTRACTOR AND FAMILIAL DISCLOSURE FORMS (SIGNED

AND NOTARIZED - MANDATORY UPON AWARD)

CERTIFICATE OF INSURANCE SAMPLE

PERFORMANCE BOND (UPON AWARD)

EXCEPTIONS TO THE COUNTY’S GENERAL TERMS, CONDITIONS OR

REQUIREMENTS

Submit one (1) electronic copy (PDF format) of any exceptions to the County’s terms, conditions, or requirements outlined in this RFP. Such exceptions may be considered in the evaluation and award processes. The County will be the sole determiner of the acceptability of any exception. Any exceptions submitted may render the submission as non-responsive to the requirements listed.

PLEASE NOTE: Proposals received after the submittal time will be rejected. There will be no formal public opening of proposals.

CONTACT PERSON: Danielle Hoffman, Buyer purchasing@kanecountyil.gov

ATTACHMENT: Attachment 1 - Location Maps, Photos & Parcels Square Footage

DISCLAIMER: TO THE EXTENT THAT YOU HAVE OBTAINED THESE DOCUMENTS FROM A SOURCE

OTHER THAN BID NET DIRECT, PLEASE BE ADVISED THAT THESE DOCUMENTS MAY NOT INCLUDE ALL UPDATES, INCLUDING, BUT NOT LIMITED TO, ADDENDUMS, CLARIFICATIONS, AND DUE DATE

EXTENSIONS. FOR ALL UPDATES TO DOCUMENTS, PLEASE VISIT

HTTPS://WWW.BIDNETDIRECT.COM/ILLINOIS/KANECOUNTY

PROPOSALS MUST BE SUBMITTED ELECTRONICALLY

AT

3 | P a g e

INSTRUCTIONS TO OFFERORS

COUNTY OF KANE

COMPETITIVE SELECTION PROCEDURE - PROPOSAL

TERMS AND CONDITIONS

A. REQUEST FOR PROPOSALS

A.01 Definition:

Request for Proposals (RFP) is a method of procurement permitting discussions with responsible offerors and revisions to proposals prior to award of a contract.

Award will be based on the criteria set forth herein.

A.02 Proposal Opening:

Sealed proposals will be received at the Kane County Purchasing Department until the date and time specified, at which time the names of offerors will be read aloud and recorded on an abstract. Contents of the sealed proposals will be opened and evaluated in private with proposal information kept confidential until an award is made. Late proposals shall be rejected and returned unopened to the sender.

Kane County does not prescribe the method by which proposals are to be delivered; therefore, it cannot be held responsible for any delay, regardless of the reason, in delivery of the proposals.

A.03 Proposal Preparation:

Proposals must be submitted in the format listed in submittal instructions and all information and certifications called for must be furnished. Proposals submitted in any other manner, or which fail to furnish all information or certificates required, may be summarily rejected. Proposals may be modified or withdrawn prior to the time specified for the opening of proposals. Proposals shall be filled out legibly in ink or typewritten with all erasures, strikeovers and corrections initialed in ink by the person signing the proposal. The proposal shall include the legal name of the Vendor, the complete mailing address, and be signed in ink by a person or persons legally authorized to bind the Vendor to a contract. Name of person signing should be typed or printed below the signature.

A.04 Proposal Envelopes:

Envelopes containing proposals must be sealed and addressed to the County of Kane, Purchasing Department. The name and address of the Vendor and Invitation Number must be shown in the upper left corner of the envelope.

A.05 Addenda:

A.05.1 Addenda are written instruments issued by the County prior to the date for receipt of proposals which modify or interpret the RFP by addition, deletion, clarifications, or corrections.

4 | P a g e

A.05.2 Prior to the receipt of proposals, addenda will be mailed or delivered to all who are known to have received a complete Request for Proposals.

A.05.3 After receipt of proposals, addenda shall be distributed only to offerors who submitted proposals, and those offerors shall be permitted to submit new proposals or to amend those submitted.

A.05.4 Each offeror shall ascertain prior to submitting a proposal that all addenda issued have been received and acknowledge on the proposal response form, by submission of a proposal, such act shall be taken to mean that such offeror has received all addenda, and that the offeror is familiar with the terms thereof and understands fully the contents of the addenda.

A.06 Evaluation of Proposals:

The proposals submitted by offerors shall be evaluated solely in accordance with the criteria set forth in the RFP. The Proposals shall be categorized as:

A.06.1 Acceptable;

A.06.2 Potentially Acceptable; that is, reasonably susceptible of being made acceptable; or A.06.3 Unacceptable.

A.07 Discussion of Proposals:

A.07.1 The Evaluation Panel may conduct discussions with any offeror who submits an acceptable or potentially acceptable proposal. Offerors shall be accorded fair and equal treatment with respect to any opportunity of discussion and revision of proposals. During the course of such discussions, the Evaluation Panel shall not disclose any information derived from one proposal to any other offeror.

A.07.2 During the initial discussion, the offeror shall be prepared to give an oral presentation covering the following topics:

(a) The specific services to be provided;

(b) Qualifications of the offeror, experience of personnel, etc;

(c) The working relationship to be established between the

County and the offeror, including, but not limited to, what each party should expect from the other.

(d) A review of the costs associated with this project.

A.08 Negotiations:

The County of Kane reserves the right to negotiate specifications, terms and conditions which may be necessary or appropriate to the accomplishment of the purpose of this RFP. The County may require the entire proposal be made an

5 | P a g e integral part of the resulting contract. This implies that all responses, supplemental information, and other submissions provided by the offeror during discussions or negotiations will be held by the County of Kane as contractually binding on the successful offeror.

A.09 Notice of Unacceptable Proposal:

When the Evaluation Panel determines an offeror’s proposal to be unacceptable, such offeror shall not be afforded an additional opportunity to supplement its proposal. The decision of the Evaluation Panel shall be final.

A.10 Confidentiality:

The County’s Director of Purchasing shall examine the proposals to determine the validity of any written requests for nondisclosure of trade secrets and other proprietary data identified. After award of the contract, all responses, documents, and materials submitted by the offeror pertaining to this RFP will be considered public information and will be made available for inspection, unless otherwise determined by the Director of Purchasing. All data, documentation and innovations developed as a result of these contractual services shall become the property of the County of Kane. Based upon the public nature of these RFP’s, an offeror must inform the County, in writing, of the exact materials in the offer which cannot be made a part of the public record in accordance with the Illinois Freedom of Information Act.

A.10.1 Confidential information submitted by the Vendor shall be labeled and shall be maintained in confidence to the extent permitted by the Illinois Open Meetings Act, and the Illinois Freedom of Information Act.

A.11 Proprietary Information:

Under the Illinois Freedom of Information Act, all records in the possession of Kane County are presumed to be open to inspection or copying, unless a specific exception applies. 5 ILCS 140/1.2 One exception is “[t]rade secrets and commercial or financial information obtained from a person or business where the trade secrets or commercial or financial information are furnished under a claim that they are proprietary, privileged or confidential, and that disclosure of the trade secrets or commercial or financial information would cause competitive harm to the person or business, and only insofar as the claim directly applies to the records requested.” 5 ILCS 140/7(1)(g). The County will assume that all information provided to us in a bid or proposal is open to inspection or copying by the public unless clearly marked with the appropriate exception that applies under the Freedom of Information Act. Additionally, if providing documents that you believe fall under an exception to the Freedom of Information Act, please submit both an un-redacted copy along with a redacted copy which has all portions redacted that you deem to fall under a Freedom of Information Act exception.

A.12 Interpretation or Correction of Documents:

6 | P a g e

Vendors shall promptly notify the County of any ambiguity, inconsistency or error they may discover upon examination of the specification documents.

Interpretations, corrections and changes will be made by addendum.

A.13 Variances:

State or list by reference any variations to specifications, terms and conditions.

B. TERMS AND CONDITIONS

B.01 Authority:

This Request for Proposals is issued pursuant to applicable provisions of the Kane County Purchasing Department.

B.02 Errors in Proposals:

Offerors are cautioned to verify their proposals prior to submission. Negligence on the part of the offeror in preparing the proposal confers no right for withdrawal or modification of the proposal.

B.03 Reserved Rights:

The County of Kane reserves the right at any time and for any reason to cancel this Request for Proposals, or to accept an alternate Proposal. The County reserves the right to award one or more contracts for their services specified herein. The County reserves the right to waive any immaterial defect in any proposal. Unless otherwise specified by the offeror, the County has one hundred twenty (120) days to accept. The county may seek clarification from any offeror at any time and failure to respond promptly is cause for rejection.

Kane County reserves the right to compare pricing submitted to any and all known national joint purchasing cooperatives in order to obtain the lowest pricing available in the current market place for this contract award. The list of joint purchasing cooperatives is not all inclusive and may include other joint purchasing cooperatives Kane County is not currently aware of at the present time. Kane County reserves the right to award a contract to the lowest responsive, responsible vendor for said product or service after reviewing all joint purchasing cooperative pricing available for Kane County to participate in their program.

State of Illinois Central Management Services (CMS) Omnia Partners (formerly US Communities & National IPA) Sourcewell

B.04 Incurred Costs:

The County of Kane will not be liable in any way for any costs incurred by respondents in replying to this RFP.

B.05 Award:

7 | P a g e

Proposals will be evaluated and negotiated by the Evaluation Panel. The Evaluation Panel shall have the authority and discretion to determine the qualifications, responsibility and capabilities of offerors, the reasonableness of price, and other factors (where applicable): (a) adherence to all conditions and requirements of the proposal specifications; (b) price; (c) qualifications of the Vendor, including past performance, financial responsibility, general reputation, experience, service capabilities, and facilities; (d) delivery or completion date; (e) product appearance, workmanship, finish, taste, feel, overall quality, and results of product testing; (f) maintenance costs and warranty provisions; and (g) repurchase or residual value.

B.05.1 Confidential information submitted shall be maintained in confidence to the extent permitted by the Illinois Open Meetings Act, and the Illinois Freedom of Information Act. The Evaluation Panel’s final recommendation and reports shall be forwarded to the appropriate committees of the Kane County Board for consideration and award of the contract.

B.06 Criteria for Selection:

All proposals will be evaluated based on the criteria as stated on the specification.

B.07 Pricing:

The price for the contract is to be held firm for the term of the contract.

B.08 Taxes:

The County of Kane is exempted from paying Illinois Retailers Occupation Tax and Federal Excise Tax.

B.09 Warranty:

Vendor expressly warrants that all goods and services (real property and all structures thereon) will conform to the drawings, materials, performance and any other specifications, samples or other description furnished by the County, and will be fit and sufficient for the purpose intended, merchantable, of good material and workmanship. Vendor agrees that these warranties shall run to Kane County, its successor, assigns, customers and users of the products or services and that these warranties shall survive acceptance of the goods or performance of the services.

B.10 Indemnity:

Vendor agrees to save, hold harmless, defend and indemnify the County of Kane and its Officers, Agents and Employees from any and all liability or loss incurred by the County of Kane resulting from Vendor’s noncompliance with any laws or regulations of any governmental authority having jurisdiction over Vendor’s

8 | P a g e performance of this contract and Vendor’s violation of any of the terms and conditions of this agreement, and from the Vendor’s negligence arising from, in any manner and in any way connected with, the terms and conditions of this Agreement and arising from the Vendor’s performance thereunder.

Vendor shall provide to the County of Kane proof of adequate insurance coverage to satisfy the indemnification provisions herein.

B.11 Equal Employment Opportunity:

The equal employment opportunity clause required by the Illinois Human Rights Act is hereby incorporated by reference in all contract made by the County of and in all bid specifications therefore furnished by the County to all Vendors, contractors and subcontractors.

The County of Kane, State of Illinois, represents that it and the employing agencies responsible to it, conform to the following:

We do not discriminate against any employee or applicant for employment because of race, creed, color, age, disability, religion, sex, national origin/ancestry, sexual orientation, marital status, veteran status, political affiliation, pregnancy, or any other legally protected status. We will take whatever action is necessary to ensure that applicants and employees are treated appropriately regarding all terms and conditions of employment. We will post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

We will, in all solicitations or advertisements for employees placed by or on behalf of the employing agencies, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, age, sex, marital status, military status, sexual orientation, pregnancy or unfavorable discharge from military service. (Ordinance No. Res. No. 82-90, 6- 10-80; Res. No. 81-79, 6-9-81; Res. No. 82-90, 6-8-82; Res. No. 05-303, 9-23-05).

State law references—Illinois Human Rights Act, 775ILCS 5/1-101 et seq.

B.12 Default:

If delivery of services is not completed by the time promised, the County reserves the right, without liability, in addition to its other rights and remedies, to terminate the contract by notice effective when received by the Contractor.

B.13 Payments:

B13.1 The payment terms for this contract will be made on a monthly basis by the County of Kane.

B13.2 The County of Kane requests all payments being made to vendors be done as direct deposits through an Automated Clearing House (ACH).

9 | P a g e

All vendors being awarded a contract shall complete an authorization agreement form prior to award. The ACH form and information on this program can be located on the County’s Web site under Vendor Information on the Finance Department page.

B.14 Eligibility:

By signing the proposal response form, the Vendor hereby certifies that they are not barred from bidding on this contract as a result of a violation of Article 33E, Public Contracts of the Illinois Criminal Code of 1961, as amended (Illinois Complied Statutes, 720 ILCS 5/33E-1).

Prohibition to Award Contracts to Parties Debarred or Suspended:

No contract may be awarded to parties listed on the federal governments Excluded Parties List System in the System for Award Management (SAM), on the State of Illinois’ list of sanctioned persons maintained by the Agency’s Office of Inspector General, or on the County’s own list of parties suspended or debarred from doing business with the County.

Debarment:

Debarment is the process of determining that a contractor is ineligible to received contract awards based upon a preponderance of evidence, usually a conviction.

Debarment is usually three (3) years in length. The name of the debarred contractor may be published as ineligible on the System for Award Management (SAM), which is a website administered by the U. S. General Services Administration, or on the list of sanctioned providers maintained by the State of Illinois Office of Inspector General.

Suspension:

Suspension is the process of determining that a contractor is ineligible to receive contract awards based upon adequate evidence, usually an indictment.

Suspension is a temporary measure having a 12-month limit. It is usually used pending completion of an investigation or legal proceedings. The name of the suspended contractor will be published as ineligible on the System for Award Management (SAM), which is a website administered by the U. S. General Services Administration, or on the list of sanctioned providers maintained by the State of Illinois Office of Inspector General.

B. 15 Communication during the Procurement Process:

In an effort to create a more competitive and unbiased procurement process, the

County desires to establish a single point of contact through the solicitation process. Therefore, from the issue date of any solicitation until the due date of the solicitation, all requests for clarification or additional information regarding the solicitation, or contact with County personnel concerning this solicitation or the evaluation process must only be through the Purchasing Department staff. Inquires

10 | P a g e will be collected by the Purchasing Department staff who will then submit the inquiries to the Department Head responsible for the procurement. Responses by the Department Head to the inquires will be submitted to the Purchasing Department staff who will then distribute the responses to all vendors responding to the solicitation. In this way it will be assured that all vendors participating in the process will be receiving the same information. No contact regarding this solicitation with other County employees, agents of the County or elected officials is permitted unless expressly authorized by the Purchasing Director. A violation of this provision is cause for the County to reject the Bidder’s proposal. If it is later discovered that a violation has occurred, the County may reject any proposal or terminate any contract awarded pursuant to this solicitation.

B. 16 CERTIFICATE OF INSURANCE REQUIRED BY KANE COUNTY

Contractor to furnish and deliver prior to commencement of work, a completed Certificate of Insurance satisfactory to the requirements of County of Kane containing:

B.16.1 The Contractor and all Subcontractors shall provide a Certificate of Insurance naming the Owner (Kane County) as certificate holder and as additional insured. The certificate shall contain a 30-day notification provision to the owner (Kane County) prior to cancellation or modification of the policy.

B.16.2 Commercial General Liability insurance including Products/Completed Operations, Owners and Contractor Protective Liability and Broad Form Contractual Liability. The exclusion pertaining to Explosion, Collapse and Underground Property Damage hazards eliminated. The limit of liability shall not be less than the following:

General Aggregate $2,000,000 Products and Completed Operations $2,000,000 Personal and Advertising Injury $1,000,000 Each Occurrence $1,000,000 Or - Combined Single Limit $1,000,000

B16.2.1 Products and Completed Operation coverage is to remain in force for a period of two years after the completion of project.

B16.3 Business Automotive Liability Insurance including owned, hired and non-owned automobiles, and/or trailer and other equipment required to be licensed, with limits of not less than the following:

Each Person for Bodily Injury $1,000,000 Each Occurrence for Bodily Injury $1,000,000

11 | P a g e

Each Occurrence for Property Damage $1,000,000 Or - Combined Single Limit $1,000,000

B16.4 Statutory Worker's Compensation insurance shall be in accordance with the provisions of the laws of the State of Illinois, including Occupational Disease Act provisions, for employees at the site of the project, and in case work is sublet, the Contractor shall require each Subcontractor similarly to provide this insurance. In case employees are engaged in work under this contract and are not protected under the Workers Compensation and Occupational Disease Act, the Contractor shall provide, and shall cause Subcontractor to provide, adequate and suitable insurance for the protection of employees not otherwise provided.

B16.5 Umbrella Liability:

Aggregate Limits $5,000,000

B16.6 Professional Liability policy to cover all claims arising out of the Consultant’s operations or premises, Sub-consultant’s operation or premises, anyone directly employed by the Consultant or Sub-consultant, and the Consultant’s obligation of indemnification under this Contract.

Limits:

Aggregate $1,000,000

Vendor to furnish a copy of the Endorsement showing Kane County, as an additional insured on the General Liability and auto policies.

The Contractor shall cease operations on the project if the insurance is cancelled or reduced below the required amount of coverage.

C. CONTRACTOR DISCLOSURE

C.01 Prior to award, every contractor or vendor who is seeking or who has obtained contracts or change orders to contracts or two (2) or more individual contracts with Kane County resulting in an amount greater than Fifteen Thousand Dollars ($15,000) shall disclose to the Kane County Purchasing Department, in writing all cumulative campaign contributions, (which includes multiple candidates) made within the previous twelve (12) months of awarding of the contract made by that contractor, union, or vendor to any current officer or countywide elected officer whose office the contract to be awarded will benefit.

Disclosure shall be updated annually during the term of a multi-year contract and prior to any change order or renewal requiring Board level approval. For purposes

12 | P a g e of this disclosure requirement, “contractor or vendor” shall include owners, officers, managers, insurance brokers, lobbyists, agents, consultants, bond counsel and underwriters counsel, subcontractors corporations, partnerships, associations, business trusts, estates, trustees, and/or beneficiaries under the control of the contracting person, and political action committees to which the contracting person has made contributions.

C.02 All contractors and vendors who have obtained or are seeking contracts with Kane County must disclose the following information which shall be certified and attached to the application or document. Penalties for knowingly violating disclosure requirements will potentially result in immediate cancellation of the contract, and possible disbarment from future County contracts:

C.02.1 Name, address, and percentage of ownership interest of each individual or entity having a legal or beneficial interest of more than five percent (5%) in the applicant. Any entity required by law to file a statement providing substantially the information required by this paragraph with any other government agency may file a duplicate of such statement;

C.02.2 Names and contact information of their lobbyists, agents and representatives and all individuals who are or will be having contact with County employees or officials in relation to the contract or bid.

This information disclosure must be updated when any changes to the information occurs.

C.02.3 Whenever any interest required to be disclosed in paragraph (a) above is held by an agent or agents, or a nominee or nominees, the principals for whom such agents or nominees hold such interest shall also be disclosed. The application of a spouse or any other party, if constructively controlled by another person, or legal entity as set forth above, shall state the name and address and percentage of beneficial interest of such person or entity possessing such constructive control and the relationship under which such control is being or may be exercised.

Whenever a stock or beneficial interest is held by a corporation or other legal entity, such shareholder or beneficiary shall also make disclosure as required by paragraph C.02.1 above.

C.02.4 A statement under oath that the applicant has withheld no disclosures as to economic neither interests in the undertaking nor reserved any information, data or plan as to the intended use or

13 | P a g e purpose for which it seeks County Board or other county agency action.

C.03 All disclosures and information shall be current as of the date upon which the application is presented and shall be maintained current until such time as Kane County shall take action on the application. Furthermore, this information shall be maintained in a database by the Purchasing Department, and made available for public viewing.

C.04 Notwithstanding any of the above provisions, the County Purchasing Department with respect to contracts awarded may require any such additional information from any applicant which is reasonably intended to achieve full disclosure relevant to the application for action by the County Board or any other County agency.

C.05 Any failure to comply with the provisions of this section shall render any ordinance, ordinance amendment, County Board approval or other County action in behalf of the applicant failing to comply voidable at the option of the County Board or other County agency involved upon the recommendation of the County Board Chairman or the majority of the County Board.

D. LAW GOVERNING:

D.01 This contract shall be governed by and construed according to the laws of the State of Illinois.

E. Illinois Non-Appropriation Clause:

A forfeit clause is provided pursuant to the Illinois Non-Appropriation Clause of funds for government entities that if funds or budgets are not approved, service may be cancelled. No early cancellation penalties will be assessed, but the customer must be given 30-day notice of intent to cancel.

F. Termination for Cause:

This Contract may be terminated by the County at any time upon thirty (30) days written notice, or by either party in the event of substantial failure to perform in accordance with the terms hereof by the other party through no fault of the terminating party. This Contract is also subject to termination by either party if either party is restrained by state or federal law of a court of competent jurisdiction from performing the provisions of this Agreement. Upon such termination, the liabilities of the parties to this Contract shall cease, but they shall not be relieved of the duty to perform their obligations up to the date

14 | P a g e of termination. Mailing of such notice, as and when above provided, shall be equivalent to personal notice and shall be deemed to have been given at the time of mailing.

If this Contract is terminated due to the County's substantial failure to perform, the Contractor shall be paid for labor and expenses incurred to date, subject to setoff for any damages, losses or claims against the County resulting from or relating to Contractor’s performance or failure to perform under this agreement.

In the event of termination by the County upon notice and without cause, upon completion of any phase of the Basic Services, fees due the Contractor for services rendered through such phase shall constitute total payment for services. In the event of such termination by the County during any phase of the Basic Services, the Contractor will be paid for services rendered during the phase on the basis of the proportion of work completed on the phase as of the date of termination to the total work required for that phase.

In the event of any such termination, the Contractor also will be reimbursed for the charges of independent professional associates and contractors employed by the

Contractor to render Basic Services, and paid for all unpaid Additional Services and Reimbursable Expenses not in dispute.

Reimbursable expenses mean the actual expenses incurred by the Contractor or the Contractor’s independent professional associates or contractors, directly or indirectly in connection with the Project.

G. Litigation

Vendors are required to disclose if they have been a party to any lawsuits or arbitration proceedings involving their services within the last five years. Provide status or outcome of any such proceedings disclosed.

H. Holidays

Kane County is closed for business on the following holidays: New Year’s Day; Martin Luther King, Jr. Day; Lincoln’s Birthday, Washington’s Birthday, Spring Holiday, Memorial Day, Juneteenth, Independence Day; Labor Day, Columbus Day; Veteran’s Day, Thanksgiving Day, Day following Thanksgiving Day, Christmas Day.

15 | P a g e

STATEMENT OF WORK

For

I. OVERVIEW

The County of Kane is seeking to retain the services from a qualified and experienced Vendor for complete snow removal and salting services for various Kane County Government facilities.

The initial term of this Contract shall be for one (1) year, commencing October 15, 2026, and ending April 15, 2027. By mutual agreement of both parties and subject to Kane County Board approval, the Contract may be renewed for up to four (4) additional one

(1) year terms. Each contract term shall cover the snow season from October 15 through April 15. If renewed, the option years shall be 2027–2028, 2028–2029, 2029– 2030, and 2030–2031

This is a monthly service for a “Zero Tolerance Accumulation” snow removal program with no matter how much snow falls.

II. STATEMENT OF WORK

The Vendor is responsible for plowing and deicing of all paved areas, entrances, and clearing/deicing of all walkways listed in the bid during a storm, to permit access and movement of public and staff for any snowfall amount (zero tolerance accumulation), or as directed by a Kane County Building Management representative. It is the Vendor’s responsibility to continuously return to the property to keep the entrances, drive aisles, and sidewalks free from ice and snow.

At no time, shall there be any hazardous/life safety conditions.

Event response time expectations:

• Immediately prior to any ice or snow event, Vendor staff and equipment must be staged on site.

• Emergency access routes must be immediately and continuously cleared throughout the event, including entryways, stairs and sidewalks.

• All parking lots, overhead door aprons, entryways, stairs and sidewalks must be cleared prior to 6:30 a.m.

• Vendor shall discuss any other consideration that would increase efficiency and effectiveness of the operation with Kane County Building Management.

Snow is to be piled in areas designated by Kane County Building Management staff in the attached maps. Removal of snow would be at the request of Kane County only. The piling of snow on sidewalk entrances or on cleared/unclear

16 | P a g e sidewalks or within eight (8) feet of a fire hydrant is not allowed. See attached maps.

Vendor shall be required to inspect each site with Kane County Building Management prior to October 15th, 2026. At these inspections, locations of snowplow/curb markers will be determined.

Response time for all on-call salting services per site(s) is not to exceed one hour from the original time of the call. On-call service for salting shall be made and approved by the County Building Management staff.

All fuel, tools, equipment, supplies, and any other items required to accomplish the work are to be provided by the Vendor. The County of Kane is not obligated to provide storage for Vendor’s equipment; however, Kane County may designate staging areas for Vendor’s equipment. Vendor is responsible for all damage to property. Refer to Special Provisions “Property Damage”.

PLEASE NOTE: ABSOLUTELY NO SNOW IS TO BE PILED IN HANDICAPPED/ADA

PARKING SPACES, SIDEWALKS, OR ENTRANCES. THIS ACTION WILL RESULT IN FINES BY

THE LOCAL MUNICIPALITIES WHO HAVE JURISDICTION OF THE AREA INVOLVED.

A. Kane County Government Campuses & Building Locations (see attached maps)

Please note: all sidewalks, entryways, overhead door aprons and stairs are to be cleared on each campus (even though maps only highlight parking lots and drive areas).

County Government Campuses & Building Locations

Government Center* (includes all buildings, only Building C and all roadways* is a 24-hour location on this campus) 719 Batavia Avenue Geneva Geneva Courthouse Campus including

• 3rd Street Courthouse

• Boiler House

• New Child Advocacy Center

• Public Def./Court Annex

• All municipal sidewalks along the street on all 4 sides of the campus 100 S. 3rd Street Geneva Judicial Center Campus* 37W655-777 Rt. 38 St. Charles Fabyan Campus includes:

• Recycling Center

• Cell Tower

• OEM garage 517 E. Fabyan Pkwy Batavia

17 | P a g e

• Waste Management Access Animal Control* 4060 Keslinger Rd. Geneva Branch Court (and Circuit Clerk Office) 530 S. Randall Rd St Charles Health Dept-Aurora 1240 N. Highland Aurora Health Dept-Elgin 2170 Point Boulevard Elgin Court Services- Aurora 1330 N. Highland Aurora

* Indicates HIGH PRIORITY 24-hour emergency access routes

B. Kane County Government Locations Special Instructions and Requirements:

It is of utmost importance these services meet the established completion time for each location. The Vendor must provide sufficient equipment and workers to compensate for the required services being provided.

1. Sites need to be cleared within one hour of any accumulation and continuously during any snowfall event for all 24-hour emergency route locations.

2. Work must be completed before the business hour of 6:30 a.m. of any day except weekends with the exception of the 24-hour emergency access route locations as listed in Section 2. B 3, the below table. Parking lots and roadways for other (non-24-hour) locations are not to be cleared over the weekend or County holidays unless clearing for opening the next business day.

3. These County facilities must have 24 hours a day, 7 days a week service:

Judicial Campus (All Buildings) 37W777 Rt. 38 St. Charles Animal Control 4060 Keslinger Road Geneva, IL Government Center Building C (*) 719 S. Batavia Avenue Geneva, IL

See attached maps for clearance directions.

4. Responses utilizing qualified Sub-contractors will be allowed.

Respondent/Vendor must identify a list of all Sub-contractors, their primary contact information and their specific responsibilities. Vendor must attach a letter of confirmation from each proposed Sub-contractor. The Vendor must use the terms of this contract with all sub-contractor contracts/agreements and must provide a copy of all Sub-contractor contracts/agreements to Kane County. All sub-contractors are required to provide the required proof of insurance. Vendor shall use less than 30% of the workforce involved in ice and snow removal as subcontracted employees. Vendor is entirely responsible for all sub-contractor activity/actions. Kane County has the authority to terminate property access to any sub-contractor of Vendor.

18 | P a g e

5. Vendor and sub-contractors shall be responsible for all parking lots, sidewalks, stairs, entryways, overhead door aprons and entrance driveway measurements and are required to complete a self scheduled on-site visit to all locations listed on this bid to provide accurate cost and estimate time to clear each area and salting requirement.

6. It is imperative that all equipment needed for the snow plowing, removal of snow and ice, and salting is located so as to respond according to the expectations set forth in section 2, “Statement of Work”. Equipment shall be available and ready upon each snow/ice event. Staging of equipment on Kane County properties may be allowed with prior approval. Vendor shall provide a listing of company-owned equipment (Appendix A – must be submitted with the vendor’s response).

III. INSTRUCTIONS & REQUIREMENTS

A. Performance and Expectation The Vendor must provide sufficient equipment and workers to complete the required services.

1. Snowplow blades are to be flush with the pavement, removing as much snow as possible. It may be necessary to pile snow upon heavy accumulation.

Please see maps for snow piling instructions. Snow piles shall not impair line of sight at any lot or road intersection, and shall not exceed 8’ without expressed Kane County direction and approval.

2. Salt or liquid treatment is to be applied prior to each ice/snowfall event or if necessary to prevent ice build-up on pavement, hard packed snow, or from ice storms that would cause unsafe driving surfaces.

3. For all weather events where temperatures are expected to drop below 15 degrees Fahrenheit, calcium chloride-based deicers or an alternative approved by Building Management will be used.

4. Vendors will be responsible for maintaining conditions that minimize residents and pedestrians’ exposure to situations that could result in slips, falls, and associated injuries on icy, snowy, or frozen surfaces.

5. The vendor’s equipment must be in good operating condition to ensure maximum efficiency and readiness for snow plowing, salt spreading, de-icing, and snow piled removal as per section 2 “Statement of Work”.

6. Pre-application is required for all emergency access routes prior to an ice or snow event. Emergency access routes must be continuously cleared throughout a snow event.

19 | P a g e

7. Vendors shall at all times maintain a workforce of qualified personnel and on-site supervisor to sufficiently perform the services required. Vendor Site Manager and back up Manager are required for all sites. Vendor will indicate names and contact phone numbers for all Site Managers.

B. All fuel, tools, equipment, supplies, and other items required to accomplish the work are to be provided by the Vendor and shall be included in the pricing.

C. All equipment will have the Vendor’s company name and business phone number to be identifiable by the public.

D. The Vendor is required to utilize industry standard sidewalk, entryway, and stair snow removal and ice salting equipment. Compact 4WD stand-on, driveable or ridable snow/ice removal equipment is required. NO hand tossing/throwing of salt is permitted. Hand-held, motorized or push style salt spreaders approved by Kane County are required.

E. The following notifications will be e-mailed to Building Management for each snowfall or de-icing event to BLD_maintenance@kanecountyil.gov :

1. Notification that work is starting and the expected schedule (including the campus location).

2. Notification that work is complete (including the campus location).

3. Building Management must be immediately notified by phone of any damage caused by the Vendor. Vendor must follow up with a written summary of the incident, including photographs of the damage, campus location and any other applicable reports. Refer to Special Provisions “Property Damage”.

F. If needed, the snowfall totals will be based on reports from the National Oceanic and Atmospheric Administration (NOAA). Vendor’s honesty in determining and confirmation of an actual snow accumulation is a requisite.

G. Additional snow removal or deicing services may be requested and pricing will be approved by Kane County Building Management staff prior to the vendor conducting any additional services. The County of Kane will not be responsible for paying for unauthorized services.

H. This scope of services represents our understanding of the services required. The County requests that vendors evaluate the project information and services requirements and recommend any modifications or additions to the scope of the services as necessary for efficiency and cost control.

IV. QUALIFICATIONS

20 | P a g e

A. The Vendor and all Sub-Contractors shall be dependable and have at least five years of experience, understand the commitment required to providing winter operations specifications efficiently and safely, the availability of equipment and staff to fully service this contract, and knowledge of all equipment required for snow removal operations and maintenance-related issues.

B. Vendor and all Sub-Contractors of Vendor must complete a certified sensible salting class prior to October 15, 2026, and provide certification of completion to Building Management.

C. The Vendor must maintain Materials Safety Data Sheets and provide copies to the County upon request.

D. Vendor staff will be required to provide the County with official identification in order to gain access to secured access locations prior to October 15, 2026 for clearance.

Should new or changed employees be assigned to secured access locations, Vendor will update the County with Vendor staff official identification.

V. PROPOSAL PRICING

Seasonal Snow Plowing and Removal Program - This is a “Zero Tolerance Accumulation Service”, This is a “Zero Tolerance” contract for our indicated 24 hour locations.

Absolutely no snow or ice is permitted to accumulate. Immediate response, continuous clearing, no accumulation allowed, ice control included on walkways (sidewalks), stairs driveways, parking lots, and entrances must remain bare pavement or as close to it as safely possible. ALL SALT

SHALL BE PROVIDED TO VENDOR BY KANE COUNTY.

A. Monthly Seasonal Pricing Component:

Proposer shall provide a fixed monthly seasonal rate covering all snowplowing and ice management services as set forth in this RFP and Statement of Work for cumulative seasonal snowfall up to thirty (30) inches.

The monthly seasonal pricing shall include all labor, equipment, mobilization, standard salting/deicing, supervision, and operational costs associated with servicing the properties during that cumulative snowfall threshold.

B. Per Push Pricing Beyond Seasonal Cap:

Once cumulative seasonal snowfall exceeds thirty (30) inches (the “Trigger Date”), compensation shall transition from the monthly seasonal fee to the applicable per-push pricing schedule. The transition shall become effective beginning with the first storm event

21 | P a g e following the storm event that causes cumulative seasonal snowfall to exceed the thirty

(30) inch threshold (the "Transition Date").

Range of Accumulation (Per inches) Per Push

.01-1.9” 2-3.9” 4-5.9” 6-7.9”

8” and over Snow Pile Removal Hourly Cost (As

Requested)

1. Regarding both components of the hybrid pricing model described above in sections A and B, Pricing shall include all labor, equipment, and salt required for the completion of clearing and plowing of snow in all locations as specified. The County will pay no additional cost, including administrative charges, fuel charges, or any other fees associated with providing the services unless specified directly on the Offer to Contract Form or authorized by the Kane County Building Management Department.

Snow Pile Removal: On an as-requested basis, this service includes equipment and operator at an hourly cost for snow pile removal. Snow piles shall not exceed 8’.

C. OPTIONAL: Alternative Pricing Proposals

Vendors may propose and submit alternative pricing models or cost rate structures they believe best meet the scope of services described herein, provided such pricing is all inclusive, clearly defined/itemized, and separate from the hybrid pricing model described by the County above. Such alternative pricing options must be clearly identified in vendor’s proposal response.

The County of Kane reserves the right to review and consider all pricing options; it is at the evaluation team and County staff’s sole discretion to determine what pricing option best fits the County’s needs and what is in the best interest of the County.

VI. SPECIAL PROVISIONS

1. PROPERTY DAMAGE:

Any damage caused or witnessed by the vendor must be reported to Kane County Building Management staff immediately. Some examples include, but are not limited to, damage to mailboxes, trash receptacles, vehicles, free-standing bus

22 | P a g e stop shelters, fire hydrants, lightpoles, road signs, bushes, fences, etc. The vendor is responsible for repairs solely at the vendor’s cost.

2. FAILURE TO BEGIN AND COMPLETE PROJECT ON TIME:

Time is an essential element of the contract. If the Vendor fails to respond in the designated time or complete the required services as specified, it is hereby agreed that the County shall have the right to deduct any incurred costs from any money or monies due or coming due to the Vendor.

3. SITE INSPECTION:

There is no scheduled pre-proposal conference scheduled for this project, however, vendors shall visit the sites on their own per the attached site-maps.

All questions should be submitted to the Purchasing Department in writing via e-mail: purchasing@kanecountyil.gov prior to the question deadline.

Therefore, it is understood that vendor, before submitting a response, has visited the site(s), and has inspected and examined in detail the nature, scope of service, location, character, and all of the local conditions affecting the services described herein. No allowance will be made for not being familiar with the scope of services, general provisions and contract requirements, plans, drawings, building, fixtures, and operation conditions affecting the work of this project.

4. EQUIPMENT LIST & LOCATION:

All equipment needed to service this contract must be located close to the job sites.

Equipment shall be available and ready upon each snow event. Staging equipment or supplies on Kane County properties or job sites may be allowed with prior approval. The vendor shall provide a listing of available company-owned equipment (Appendix A) which must be submitted along with the proposal response.

5. BID BOND:

Each separate bid shall be accompanied by a bid bond, certified check, or a cashier's check, drawn on a bank authorized to do business in Illinois, in a dollar amount of not less than five percent (5%) of the sum of the computed total amount of the bid.

6. PERFORMANCE BOND:

Kane County will require the awarded Vendor to furnish a single performance Bond for 20% of the estimated dollar value of the contract (TBA). The performance bond must be received prior to the execution of the final contract document.

7. ZERO TOLERANCE ACCUMULATION:

23 | P a g e

The Vendor is the expert and is expected to fully understand the scope of services to efficiently deliver and perform the required services (best practices).

There is no minimum amount of snowfall, that must be exceeded during the weather event before services are triggered. This contract is for continuous removal throughout weather events along with pretreatments before the storm.

The timing and public safety are the essence of this service contract.

8. BILLING AND SERVICE TICKET NUMBER:

A. The vendor shall provide service tickets for completed snow plowing, ice removal, and salting services. The service ticket must include the event date, the time work started, the NOAA snowfall total, the total of de-icing materials used, the total person-hours worked, and any damage caused. Service tickets shall be e-mailed within 48 hours of each occurrence to the attention of Kane BLDInvoices@kanecountyil.gov :

Phone: 630-444-1068 - E-mail: KaneBLDInvoices@KaneCountyIL.gov

B. All invoices must reference the service ticket number and be invoiced within five (5) days after snowfall cleared, or monthly, depending upon contracted service. All additionally requested work to be invoiced separately.

C. If the pricing transition occurs during a billing month, the monthly seasonal fee shall be prorated based on the number of calendar days preceding the Transition Date. For example, if the Trigger Date occurs on the 10th day of a 30-day billing month and the Transition Date is the 16th day of that month, the Contractor shall invoice 50% of the applicable monthly seasonal fee. All services performed on and after the Transition Date shall be billed in accordance with the applicable per-push pricing schedule.

VII. SELECTION & AWARD

1. CRITERIA FOR EVALUATION:

The primary…