EVENT_4094_-_SPECIFICATIONS.pdf

BID SPECIFICATIONS

MINNEAPOLIS CONVENTION CENTER (MCC)

SNOW PLOWING & REMOVAL

EVENT #4094

OVERVIEW/PURPOSE

The City of Minneapolis is issuing this Call for Bids for prospective suppliers to provide all materials, labor, equipment, and incidentals necessary for Snow Plowing and Removal Services for the MCC (1301 Second Avenue South, Minneapolis, MN 55403) all in accordance with the provided specifications, event line items and all documents requested herein.

Contract Term

The successful Contractor will be awarded a seven (7) month contract from October 1st, 2026 through April 30th, 2027. This contract may be renewed at the expiration of the initial term at the request of the City. The City reserves the right to extend this contract for up to two (2) additional periods of up to 12-months, if agreeable to both parties.

Non-Exclusive

Any contract(s) resulting from this Request for Bid will not be an exclusive contract and the City reserves the right to hire other contractors, to perform similar work, and seek bids from other vendors.

Rights of the City

The City reserves the right to reject all or any part of any bid, waive informalities, and award the contract to the lowest responsive and responsible contractors to best serve the interest of the City. Informality shall mean a minor defect or variation of a bid from the exact requirements of the Request for Bid which does not affect the price, quality, quantity, or delivery schedule for the goods, services or construction being procured.

Pricing

The pricing for this event will be based on the following:

1. All areas at the MCC assigned to the contractor require that the snow be removed and disposed of legally offsite. The cost per cubic yard of snow removed shall include all costs related (plowing, loading, hauling and disposal) This does include the hourly rate of all workers performing snow removal as well as all equipment needed to remove the snow. $ /cubic yard.

2. The cost per ton to furnish and spread a minimum 9-part sand/1-part salt mixture shall include the operator and the equipment to perform the service. $ __/ton.

Price Escalation

Prices shall be firm for the initial contract period. After the initial contract period, an escalation may be allowed for any extensions based upon demonstrable industry-wide, regional and/or operational increases in the contractor’s costs. For documented evidence to be considered, it must be submitted to the City of Minneapolis Procurement Office sixty (60) days prior to the end of the current contract year. The exact amount of escalation, if any, will be governed by the validity of the documentary evidence submitted. No price increase will be effective until approved by the City of Minneapolis Procurement Office. Except for extraordinary circumstances, the amount of any increase shall not exceed the Consumer Price Index (CPI) or five (5) percent, whichever is higher.

MCC Key Contacts

• Randy Rasmussen, Facilities Supervisor, Construction Projects & Maintenance (612) 335-

• Lane Carlson, Facilities Operations Manager (612) 335-6335

• Security Desk (612) 335-6313

REQUIREMENTS

Minimum Qualifications

Bidders must demonstrate that they have the resources and capability to provide the materials and services as described herein. All bidders must submit the documentation indicated below with their bid. Failure to provide any of the required documentation shall be cause for bid to be deemed non-responsible and rejected.

Equipment & Contact List

Bidders must fill in all fields shaded in blue on the Equipment and Contact List to be deemed as responsive. The Equipment and Contact List must be filled out in the Excel format and an Excel copy attached with the bid response.

Minimum Equipment Requirements:

• Three (3) Skid loaders with buckets. At least one (1) skid loader with the ability to drop snow through a 78-inch opening.

• One (1) front-end loader and trucks to haul away snow.

• One (1) pickup truck with a 7 ½ - 8-foot plow blade.

• One (1) sand/salt spreader.

• The awarded Contractor will use poly edges on all equipment used at the MCC.

• Bidders must document that they have the equipment and personnel necessary to complete each call for snow removal within four (4) hours of starting work on site.

Contractor shall have in its possession all tools and equipment of the trade necessary to remove and plow snow per industry standard as well as any tools, and safety equipment that may be required by OSHA, or any other regulating government agencies. Any specialty equipment needed to perform a task that is not covered by the above statement shall be presented to the City for approval and acceptance prior to work commencement. The City will consider reimbursement of approved specialty equipment.

Bidder Contact Requirements:

• 24-Hour, 7-Day per week service telephone number.

• Service Manager’s pager and/or cell phone number.

• Service Manager’s home telephone number.

Description of Work

An aerial map of the MCC area is attached in the Events Comments and Attachments section.

The areas shaded in yellow are the areas that are required to be plowed with the snow removed.

MCC Marshalling Yard and Parking Ramp Snow Plowing

• Whenever accumulating snowfall reaches 2 inches or greater in Downtown Minneapolis:

o Work to be completed between the hours of 10:00 p.m. and 6:00 a.m. CT.

o Contact MCC to authorize other hours or additional work below 2 inches of accumulation.

-or-

• Whenever the awarded Contractor is called by the MCC:

o The awarded Contractor must be on site removing snow, no later than 90 minutes (1.5 hours) from time of notification.

The following areas must be plowed, sanded, salted and all snow removed away from the site on the same day that plowing was done:

• Exterior Loading docks and Marshalling Yard (Area behind the MCC).

o Ramp going down to underground loading dock (Dock A) o Main parking/marshalling areas behind Halls B, C, D, and E including dock wells.

o Lot on East side of fire station # 6 (Chiller Lot) o Note: All other areas adjacent to Fire Station #6 including the lot on the west side of the station are not included in this bid.

• MCC Visitors Lot / Wesley Church parking lot (Located east of 1st Ave).

o Entrance & Exit o Parking space

• MCC Parking Ramp (Located off 3rd Avenue east of MCC).

o Plow and clear all affected areas including 3rd avenue entrance and any exposed driving surfaces.

o Remove snow inside the CLC parking ramp (levels above ground) that blows into our covered areas during snow events.

• 12th Street loading area and parking area (Located between 2nd Avenue and 3rd Avenue).

o Plow the 12th Street load-in/parking area and haul away the snow from this area.

• Curb lane snow removal (MCC side around the facility).

o This work will be done on an as needed basis.

Service & Maintenance Records

The awarded Contractor must:

• Maintain complete and detailed service and maintenance records.

• Such records must be submitted at the end of each calendar month.

• Provide work orders that are legible and contain sufficient information about the work performed.

• On request, Contractor shall provide documentation that all hauled snow is disposed of properly.

Licenses, Certifications, and Registrations

The Contractor shall meet the license, certification, registration, and any other requirements of the Federal, State, and local regulations with jurisdiction in such matters as necessary to perform the contractual services requested in this solicitation. Copies of such licenses, certifications, registrations, and any other requirements shall be made available upon request by the City throughout the period of the agreement.

SUBCONTRACTING

Contractor may not subcontract any portion of the work covered under the Specifications contained within this contract without the prior approval of the City. Contractor shall not use subcontractors, day laborers, etc., without written permission of the City Project Manager. The use of subcontractors and day laborers is discouraged and generally not permitted unless there is a demonstrable and compelling reason.

Workmanship

All work under this Contract shall be performed in a skillful and workmanlike manner. The Contractor and its employees shall always be professional and courteous. The City reserves the right to require immediate removal of any Contractor employee from City service it deems unfit for service for any reason, not contrary to law. This right is non-negotiable, and the Contractor agrees to this condition by accepting this Agreement. Only first-class work shall be performed, and all materials furnished in carrying out this Contract shall be of character and quality required by the specifications. Where no standard is specified for such work or materials, they shall be the best of their respective kinds. Any unsatisfactory work done, or materials furnished at whatever time they may be discovered shall be immediately removed and satisfactorily replaced by the Contractor when notified to do so by the Project Manager.

If any person employed by the Contractor shall appear to the City Project Manager to be incompetent or to act in a disorderly or improper manner, such person shall be removed immediately at the request of the City Project Manager and shall not again be re-employed (on subject project) except by written consent of the City Project Manager. All Contractor employees working at City job sites shall be in a Company uniform that clearly identifies the name of the Company and name of employee. The uniforms shall be clean and neat in appearance. Contractor employees are required to wear a Company supplied photo identification badge. Badges must be clearly visible when worn.

The City reserves the right to require immediate removal of any employee from City service it deems unfit for service for any reason.

INVOICE & PAYMENT

All work requested under this Contract shall be placed on a City issued Purchase Order.

Contractor shall make all reasonable efforts to submit invoices and documentation in an electronic format, such as PDF or other format compatible with City software capabilities, in lieu of paper invoices and documentation, when so requested by City.

Upon delivery and acceptance of the service, the Contractor shall submit an invoice detailing the date and time job performed, location of the job, nature of the work, number of hours each individual has worked, and any materials used on the job. Contractor must maintain a separate account for all work performed under this maintenance and service contract separate from any other accounts they may have with the City of Minneapolis.

Invoices shall be submitted to:

City of Minneapolis

505 Fourth Ave S, Room 310

Minneapolis, MN 55415

Email: submitinvoices@minneapolismn.gov

Upon receipt of invoice and final inspection and acceptance of the service, the City will render payment within thirty (30) days unless any items thereon are questioned, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim. The Contractor shall provide complete cooperation during any such investigation.

The City will not pre-pay for service. All bills shall state the location and dates of service being billed. All fees, taxes, charges, surcharges, and revenue payments are to be itemized.

No payment will be made for material stored off-site except in situations where payments may be considered by the City for materials which are stored in a secured area, to be verified by the City and where the Contractor maintains adequate insurance coverage protecting specific materials from loss.

Proof of insurance shall be supplied prior to payment for any materials stored off-site.

mailto:submitinvoices@minneapolismn.gov