Event_18317_S-1125_RFP.pdf

Rev. 07.01.2025

State of Minnesota Office of State Procurement

REQUEST FOR PROPOSAL

Snow Removal and Ice Control - BCA Mankato & MSEOC Blaine

Swift Event No. G0210-2000018317

Date Posted: July 1, 2026

• Responses must be received not later than 3:00pm Central Time, August 12, 2026

• Late responses will not be considered

• As of July 1, 2025, certain terms are unenforceable in state contracts. See Session Laws, 2025 Regular Session, Chapter 39, Article 2, Sec. 45.

Minnesota’s Commitment to Diversity and Inclusion The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities.

Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651.201.2402 or go to the Office of Equity in Procurement home page, at https://mn.gov/admin/business/vendor-info/oep/.

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

This Solicitation requires proposals to be submitted through the SWIFT Supplier Portal. Please note the security changes below that may impact responders from submitting a timely response.

https://www.revisor.mn.gov/laws/2025/0/Session+Law/Chapter/39/ https://mn.gov/admin/business/vendor-info/oep/

SWIFT SUPPLIER PORTAL SECURITY CHANGES

There are new security measures that the Minnesota Management and Budget implemented on October 16, 2022. It is a new multi-factor authentication (MFA) to enhance the security of the State of Minnesota Supplier Portal. MFA is an authentication method that requires bidders and suppliers provide two verification factors to log into the SWIFT Supplier Portal. The goal of MFA is to create a layered defense that makes it more difficult for unauthorized system access to occur.

For information about these changes, please refer to the SWIFT Supplier Portal Multi-Factor Authentication FAQ document.

If you have not done so already, please make sure to log into the SWIFT Supplier Portal as soon as possible to get this authentication set up early so there are no issues when submitting a response to an RFP.

You are strongly encouraged to set your MFA during business hours of 8:00 A.M. to 4:00 P.M., Central Time, Monday through Friday. You may experience delay setting your MFA after hours.

https://lnks.gd/l/eyJhbGciOiJIUzI1NiJ9.eyJidWxsZXRpbl9saW5rX2lkIjoxMDAsInVyaSI6ImJwMjpjbGljayIsImJ1bGxldGluX2lkIjoiMjAyMjEwMjAuNjU0MDU5NTEiLCJ1cmwiOiJodHRwczovL2d1ZXN0LnN1cHBsaWVyLnN5c3RlbXMuc3RhdGUubW4udXMvcHNjL2Ztc3N1cGFwL1NVUFBMSUVSL0VSUC9jL05VSV9GUkFNRVdPUksuUFRfTEFORElOR1BBR0UuR0JMPyYifQ.i-HI1goSFhyukO6-tDKJ950RA0248ccp4eK29Xzz01Y/s/349718272/br/146252762755-l http://mn.gov/mmb-stat/documents/swift/training/trainingguides/swift-sup-portal-mfa.pdf http://mn.gov/mmb-stat/documents/swift/training/trainingguides/swift-sup-portal-mfa.pdf

TABLE OF CONTENTS

Solicitation Content

SECTION 1 – INSTRUCTIONS TO RESPONDERS

SECTION 2 – SUMMARY OF SCOPE

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

SECTION 4 – PROPOSAL CONTENT

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

SECTION 6 – UNENFORCEABLE TERMS AND SOLICITATION TERMS

Solicitation Attachments

• Attachment A: Responder Declarations

• Attachment B: Exceptions to State's Terms and Conditions

• Attachment C: Cost Detail

• Attachment D: Responder Forms

• Attachment E : Additional Information

• Attachment F: Vendor Capabilities

Sample Contract

• Exhibit A: Contract Terms

• Exhibit B: Insurance Requirements

• Exhibit C: Specifications, Duties, and Scope of Work

• Exhibit D: Pricing o Exhibit D: Supplement 1 Sample Invoice and Quote

• Exhibit E: Facility Maps

• Exhibit F: Additional Information o Safety Data Sheets (SDS) o Smart Saly Certificates

SECTION 1 – INSTRUCTIONS TO RESPONDERS

Steps for Completing Your Response

Follow the steps below to complete your response to this Solicitation:

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Submit your response

Incomplete Submittals

A response must be submitted along with any required additional documents. Incomplete responses that materially deviate from the required format and content may be rejected.

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

Mandatory Virtual Pre-Proposal Meeting

Mandatory Site Visit

The contact person for questions is:

Kara Ramm, Buyer II Department of Administration kara.ramm@state.mn.us

Questions should be emailed to the contact by 3:00 P.M. Central Time August 1, 2026.

Other personnel are not authorized to answer questions regarding this Solicitation.

Other personnel are not authorized to answer questions regarding this Solicitation.

A Mandatory virtual pre-proposal meeting will take place on July 15, 2026 from 1:30-2:30 PM CST. Contact Kara Ramm at kara.ramm@state.mn.us prior to July 8, 2026 to register to attend the mandatory pre-proposal meeting and obtain information for how to access the virtual meeting. If responders do not attend this meeting it will result in a rejection of their response.

Mankato: BCA Mankato, 2350 Basset Drive, Mankato, MN 56001

• July 28, 2026 at 9:00 AM CST.

• The BCA Mankato site is currently under construction. The onsite meeting will take place on the street in front of the building to review the layout plans. Please note that the site will not be fully completed at the time of the visit.

• Contact Kara Ramm at kara.ramm@state.mn.us prior to July 22, 2026 to register to attend the mandatory site visit.

Blaine: MSEOC 3925 Pheasant Ridge Dr. NE, Blaine, MN 55449

• July 22, 2026 at 8:30 AM CST.

• Responders will need to check in at gate, and will meet in front of the building.

• Contact Kara Ramm at kara.ramm@state.mn.us prior to July 15, 2026 to register to attend the mandatory site visit.

STEP 2 – WRITE YOUR RESPONSE

The Response Content section is in this link to Section 4. Prepare a written response and supply all requested content. Responses should address the requested information and documents detailed in Section 4. DO NOT INCLUDE Non-Public/Trade Secret data (as defined in this link to Minn. Stat. § 13.37).

mailto:kara.ramm@state.mn.us mailto:kara.ramm@state.mn.us mailto:kara.ramm@state.mn.us mailto:kara.ramm@state.mn.us https://www.revisor.mn.gov/statutes/cite/13.37

Review, sign, and include the Responder Declarations with your response.

STEP 3 –SUBMIT YOUR RESPONSE

Where to Send Your Response

All responses to this solicitation (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (https://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above. Fax, e-mail, and printed responses will not be accepted or considered. All costs incurred in responding to this solicitation will be borne by the responder.

Late responses will not be considered. Responses received after End Date above will not be considered, even if errors or delays were caused by issues outside of responders’ control. If you need assistance please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1.

By submitting a response, your company is making a binding legal offer for the period of time set forth below in Section 10, Conditions of Offer.

https://mn.gov/supplier

Section 2-SUMMARY OF SCOPE

1. Procurement Overview and Goals.

The purpose of this solicitation is to receive responses and award a contract to Contractor(s) who shall provide Snow Removal and Ice Control Services for the Bureau of Criminal Apprehensions (BCA) Mankato and Minnesota State Emergency Operations Center (MSEOC) Blaine facilities on an as needed basis. All services provided by responders must meet those defined within Exhibit C: Specifications, Duties and Scope of Work and further illustrated under Exhibit E:

Facility Maps under the Sample Contract and Exhibits.

The following are the current timelines for starting services:

Mankato: BCA Mankato, 2350 Basset Drive, Mankato, MN 56001

Service start date: March 1, 2027

Blaine: MSEOC 3925 Pheasant Ridge Dr. NE, Blaine, MN 55449

Service start date: October 1, 2026

2. Sample Tasks and Deliverables.

Review Exhibit C: Specifications, Duties, and Scope of Work in the Sample Contract to see a detailed description of required deliverables.

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

Anticipated Contract Term.

The term of this contract is anticipated to be from October 1, 2026 to September 30, 2028 with the option to extend up to an additional three (3) years in increments determined by the State.

Estimated Amount.

The estimated total dollar value of the contract for one year is $100,000 to $125,000. However, this shall not be construed as either the minimum or maximum amount. It shall also be understood and accepted by the responder that any quantities shown in this solicitation are estimated quantities only and impose no obligation upon the State either minimum or maximum.

Question and Answer Instructions.

All questions should be submitted no later than the date and time listed in Section 1, Instructions to Responders. The State is not obligated to answer questions submitted after the question due date and time.

Only personnel listed above are authorized to discuss this solicitation with responders. Contact regarding this solicitation with any personnel not listed above could result in disqualification. This provision is not intended to prevent responders from seeking guidance from state procurement assistance programs regarding general procurement questions.

If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the solicitation, please immediately notify the contact person detailed above in writing of such error and request modification or clarification of the document.

Additional Tasks or Activities.

Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of what is requested in this solicitation if they will substantially improve the results of this procurement. Any costs associated with these additional tasks, activities, or goods should be clearly marked and separated from costs associated with the tasks, activities, or goods specifically requested under this solicitation. Because cost is a factor in the evaluation of responses to this solicitation, failure to separate costs for additional tasks, activities, or goods may result in those costs being included in a responder's cost proposal and result in a lower cost score for that proposal.

Dispute Resolution Procedures.

Any issue a responder has with the RFP document, which includes, but is not limited to, the terms, conditions, and specifications, must be submitted in writing to the contact person for this solicitation prior to the solicitation opening due date and time. Any issue a responder has with the Contract award must be submitted in writing to the contact person for this solicitation within five business days from the time the intent to award or the Contract award date is made public. This public notice may be made by any of the following methods: notification by letter or email, posted on the OSP website, https://mn.gov/admin/osp/, or electronic notification by our electronic procurement system, SWIFT. The State will respond to any protest received that follows the above procedure. For those protests that meet the above submission requirements, the appeal process is, in sequence: the contact person for this solicitation, the Office of State Procurement (OSP) Acquisitions Manager, and the OSP Director.

Site Visit (Mandatory for Proposed Sites).

Responders are required to complete a site visit for each location where pricing is being proposed. Site visits must be conducted at the Responder’s own expense. Prior to submitting a proposal, Responders must examine the site(s), review existing conditions, and ensure a full understanding of the work required. No additional compensation will be considered due to a Responder’s misunderstanding of the scope of work or failure to account for site-specific conditions.

To confirm completion of the required site visits, Responders must complete and submit Attachment E: Additional Information - Site Visit Checklist with their proposal. Failure to complete a site visit for any proposed site may result in disqualification for that specific location.

https://mn.gov/admin/osp/

SECTION 4 – PROPOSAL CONTENT

Complete and submit the following information:

FORMS. Responders should complete and submit the following forms with their response. The following forms can be found in the RFP Attachments document.

1. Attachment A: Responder Declarations. Responders should submit a signed copy of Attachment A: Responder Declarations with their response.

2. Attachment B: Exceptions to State’s Terms and Conditions. Responders should complete Attachment B: Exceptions to State’s Terms and Conditions and submit a signed copy with your response, even if they have no exceptions.

3. Attachment D: Workforce and Equal Pay Declaration Page. Responders should complete and submit the Workforce and Equal Pay Declaration form with their response. This form is required, even if your business is not located in the State of Minnesota.

4. Attachment E: Additional Information. Responders must answer all questions asked in Attachment E: Additional Information.

5. Attachment F: Vendor Capabilities. Responders must complete Attachment F: Vendor Capabilities in its entirety and submit with their response.

6. Exhibit D – Price Schedule: Responder should review Attachment C, “Cost Proposal,” attached to this solicitation, and complete and submit Exhibit D: Price Schedule. Failure to submit Exhibit D: Price Schedule may result in rejection of the response.

Submit all requested documentation, including, but not limited to, the following documents (note: Responder may use the list below as a checklist ( ☒ ) when submitting their response):

1. ☐ Attachment A: Responder Declarations

2. ☐ Attachment B: Exceptions to State's Standard Terms and Conditions

3. ☐ Attachment D: Workforce and Equal Pay Declaration Page

4. ☐ Attachment E: Additional Information

5. ☐ Attachment F: Vendor Capabilities

6. ☐ Exhibit D: Price Schedule

7. Sample Transaction Documents

a. ☐Sample Quote

b. ☐Sample Invoice

DO NOT INCLUDE Non-Public/Trade Secret data (as defined by Minn. Stat. § 13.37).

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

The State will conduct an evaluation of responses to this Solicitation. The evaluations will be conducted in three phases:

Phase 1 - Review responses for responsiveness and pass/fail requirements Phase 2 - Evaluate responses Phase 3 - Select finalist(s)

Phase 1 – Responsiveness and Pass/Fail Requirements The purpose of this phase is to determine if each response complies with mandatory requirements. The State will first review each proposal for responsiveness to determine if the Responder satisfies all mandatory requirements. The State will evaluate these requirements on a pass/fail basis.

Mandatory Requirements. The following will be considered on a pass/fail basis:

• Responses must be received by the due date and time specified in this RFP.

• Responses must meet the specifications listed in Exhibit C: Specifications, Duties, and Scope of Work.

• Responder must respond to all questions within Attachment E: Additional Information.

• Site Visits: A site visit must be completed for each location for which pricing is being proposed.

• Responders must download and use the Exhibit D: Price Schedule attached to this Solicitation. The Price

Schedule must be completed by the Responder and uploaded with the response. If pricing is not returned with your solicitation response, your response will be rejected. Failure to use the Price Schedule may be cause for rejection.

• Responders must submit a fully completed Attachment F: Vendor Capabilities.

Phase 2 - Evaluate Responses Only those responses found to have met Phase 1 criteria will be considered in Phase 2.

The factors and weighting on which responses will be evaluated are:

1. Acceptance of State’s Terms and Conditions 100 points

2. Vendor Capabilities 500 points

3. Smart Salting 100 points

4. Cost Detail 300 points

1000 points

5. Preference Points (if applicable) 120 points (in addition to 1,000 available)

Preference points are described under Solicitation Terms and will be applied to the total score after points have been awarded.

Phase 3 - Select Finalist(s) Only those responses that have been evaluated under Phase 2 shall be eligible for Phase 3.

The State will make its selection based on best value, as determined by this evaluation process. The State reserves the right to pursue negotiations on any exception taken to the State’s standard terms and conditions. In the event that negotiated terms cannot be reached, the State reserves the right to terminate negotiations and begin negotiating with the next highest scoring responder or take other actions as the State deems appropriate. If the State anticipates multiple awards, the State reserves the right to negotiate with more than one Responder.

It is anticipated that the evaluation and selection will be completed by September 2026.

SECTION 6 – UNENFORCEABLE TERMS AND SOLICITATION TERMS

Competition in Responding The State desires open and fair competition. Questions from responders regarding any of the requirements of the Solicitation must be submitted in writing to the Solicitation Administrator listed in the Solicitation before the due date and time. If changes are made the State will issue an addendum.

Any evidence of collusion among responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

Addenda to the Solicitation Changes to the Solicitation will be made by addendum with notification and posted in the same manner as the original Solicitation. Any addenda issued will become part of the Solicitation.

Joint Ventures The State allows joint ventures among groups of responders when responding to the solicitation. However, one responder must submit a response on behalf of all the others in the group. The responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

Withdrawing Response A responder may withdraw its response prior to the due date and time of the Solicitation. For solicitations in the SWIFT Supplier Portal, a responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a responder may withdraw its response by notifying the Solicitation Administrator in writing of the desire to withdraw.

After the due date and time of this Solicitation, a responder may withdraw a response only upon showing that an obvious error exists in the response. The showing and request for withdrawal must be made in writing to Solicitation Administrator within a reasonable time and prior to the State’s detrimental reliance on the response.

Rights Reserved The State reserves the right to:

• Reject any and all responses received;

• Waive or modify any informalities, irregularities, or inconsistencies in the responses received;

• Negotiate with the highest scoring Responder[s];

• Terminate negotiations and select the next response providing the best value for the State;

• Consider documented past performance resulting from a State contract may be considered in the evaluation process;

• Short list the highest scoring Responders;

• Require Responders to conduct presentations, demonstrations, or submit samples;

• Award by location or item, including category, by groups of items, or all items (therefore, the responder is encouraged to offer a response for all locations or items.)

• Interview key personnel or references;

• Request a best and final offer from one or more Responders;

• The State reserves the right to request additional information ; and

• The State reserves the right to use estimated usage or scenarios for the purpose of conducting pricing evaluations. The State reserves the right to modify scenarios, and to request or add additional scenarios for the evaluation.

Responses are Nonpublic during Evaluation Process All materials submitted in response to this Solicitation will become property of the State. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minn. Stat. § 13.591. The completion of the evaluation process is defined as the

State having completed negotiating a contract with the selected responder. The State will notify all responders in writing of the evaluation results.

Trade Secret Information

7.1 Responders must not submit as part of their response trade secret material, as defined by Minn. Stat. § 13.37.

7.2 In the event trade secret data are submitted, Responder must defend any action seeking release of data it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments awarded against the State in favor of the party requesting the data, and any and all costs connected with that defense.

7.3 The State does not consider cost or prices to be trade secret material, as defined by Minn. Stat. § 13.37.

7.4 A responder may present and discuss trade secret information during an interview or demonstration with the State, if applicable.

Conditions of Offer Unless otherwise approved in writing by the State, Responder’s cost proposal and all terms offered in its response that pertain to the completion of professional and technical services and general services will remain firm for 180 days, until they are accepted or rejected by the State, or they are changed by further negotiations with the State prior to contract execution.

Award Any award that may result from this solicitation will be based upon the total accumulated points as established in the solicitation. The State reserves the right to award this solicitation to a single Responder, or to multiple Responders, whichever is in the best interest of the State, providing each Responder is in compliance with all terms and conditions of the solicitation. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State.

Requirements Prior to Contract Execution Prior to contract execution, a responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a Certificate of Insurance.

Targeted Group, Economically Disadvantaged Business, Veteran-Owned and Individual Preference Unless a greater preference is applicable and allowed by law, in accordance with Minn. Stat. § 16C.16, businesses that are eligible and certified by the State as targeted group (TG) businesses, economically disadvantaged (ED) businesses, and veteran-owned (VO) businesses will receive points equal to 12% percent of the total points available as preference.

For TG/ED/VO certification and eligibility information visit the Office of Equity in Procurement website at https://mn.gov/admin/business/vendor-info/oep/ or call the Division’s Helpline at 651.201.2402.

Reciprocity State shall comply with Minn. Stat. § 16C.06, subd. 7, as that applies to a non-resident vendor. This paragraph does not apply for any project in which federal funds are expended.

Specifications Response will be held to strict compliance with the specifications. If a response deviates from the specifications, the deviation must be clearly noted and the State reserves the right to reject the response. All specifications are for new items unless otherwise noted in the solicitation. When brand name or manufacturer’s name or numbers are stated in the specifications, they are intended to establish a standard only and are not restrictive unless the solicitation states:

“No Substitute.” Responses may be considered on other alternate makes, models, or brands having comparable quality, style, and performance characteristics. Any alternates included in a response are subject to State approval.

https://mn.gov/admin/business/vendor-info/oep/

Prohibited Substances Contractor shall not provide any goods containing triclosan, coal tar, or polybrominated diphenyl ether to the State.

Amara’s Law (Minn. Stat. § 116.943) will take effect in Minnesota January 1, 2025, and applies all products sold or distributed under the contract; it prohibits the sale or distribution of some products with intentionally added PFAS within Minnesota.

Prompt Payment Discounts Offered If a responder offers a discount for a payment made in less than 30 days, this discount will not be considered in the evaluation of the response. A prompt payment discount will be calculated from the date of acceptance of an undisputed invoice or upon the date a disputed invoice is resolved.

https://www.revisor.mn.gov/statutes/cite/116.943#stat.116.943