Request_for_Proposals-Snow___Ice_Management_Services.pdf

Hennepin County Facility Services Snow & Ice Management Services (RFP26)

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REQUEST FOR PROPOSAL

FOR

HENNEPIN COUNTY FACILITY SERVICES

SNOW & ICE MANAGEMENT SERVICES

ISSUE DATE: TUESDAY, JULY 21, 2026

PURCHASING AND CONTRACT SERVICES

EVENT ID NFB0000401

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TABLE OF CONTENTS

PROPOSAL REQUIREMENTS

Section 1 – General Terms for Best Value Procurement Section 2 – Proposal Requirements and Evaluation Process Section 3 – Submittals Section 4 - Miscellaneous

Attachment A- Cover Page, Checklist & Designation of Critical Team Members Form Attachment B- Cost Proposal Worksheet Attachment C- Company Experience and Capability Assessment Form Attachment D- Responsible Contractor Verification and Certification of Compliance

Exhibit 1 – Special Terms and Conditions Exhibit 2 – Technical Specifications Exhibit 3 – Facility Information & Site Plans Exhibit 4 - Deicer Facts & Application Rate Guide

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SECTION 1 – GENERAL TERMS

1.1 EXECUTIVE SUMMARY

Hennepin County (“the County” or “Owner”) expects to award a contract to the Proposer that offers the best value to the County based on the requirements of this solicitation. The Proposer selected for contract award will be deemed to be responsible and to have submitted a responsive Proposal.

1.2 DESCRIPTION

Scope of Services Contractor will provide Snow and Ice Management Services at various Hennepin County facilities (refer to Exhibit No.3-Facility Information & Site Plans). Subcontracting any portion of the Work is prohibited unless the Contractor receives prior written approval from the County.

Additional requirements and service expectations are outlined in Exhibit No.1-Special Terms & Conditions and Exhibit No.2-Technical Specifications.

Qualifications To be considered for a contract award, Proposers must meet the following qualifications:

References

• Provide at least four (4) references using Attachment C-Company Experience and Capability Assessment.

References must be for contracts that are similar in size, scope, and type to the services described in these RFP documents.

• All references must be for non‑residential facilities (commercial, institutional, and/or industrial).

• References must be from either:

Current active contracts, or;

Contracts in effect within the past year (12 months).

Proposers may list Hennepin County as a reference only if no other references meeting these requirements are available.

Experience Requirement, Business Registration, & Certifications

• Proposer must have provided Snow & Ice Management Services, as defined in Section 2 of Exhibit 2-Technical Specifications, for at least eight (8) years prior to the proposal due date. This experience may be demonstrated either by the company itself or through a Company Principal (owner, founder, or executive with significant decision‑making authority).

• Proposer must also be registered with the Minnesota Secretary of State under the same name submitted in the proposal for a minimum of eight (8) years.

• Proposer must have gone through the Minnesota Pollution Control Agency (“MPCA”) Smart Salting training and is required to have a current Level 2 Smart Salting certification – with an active certification each season. Information regarding this can be found here. Proposer must upload a copy of their Level 2 Certification with their proposal. See Section 5 (Environmental Impact Reduction) of Exhibit 2-Technical Specifications for further Smart Salting requirements.

Bidder / Contractor / Proposer shall:

• Have the tools, equipment, capability, capacity (including a sufficient number of trained / licensed employees, finances, and resources) to meet the demands of the specified services;

https://www.pca.state.mn.us/water/chloride-salts

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• Ensure that pricing is sufficient to pay all applicable federal and state withholdings, worker’s compensation insurance, and all other expenses related to the provision of services.

• Complete and submit Attachment D- Responsible Contractor Verification and Certification of Compliance, indicating that they have no workforce related issues.

1.4 SCHEDULE OF CRITICAL DATES

The following are the critical dates for this solicitation. Please be advised that these dates are subject to change as deemed necessary by the County.

Dates Critical Schedule Item July 21, 2026 Request for Proposals Released July 29, 2026 Pre-Proposal Meeting via Microsoft Teams (3:00PM) August 7, 2026 Last Day for Questions (submitted via email by 4:00PM) August 13, 2026 Issuance of Final Addendum (if needed) August 18, 2026 PROPOSALS DUE (2:00PM)

*Proposers must submit their proposal electronically via Supplier Portal September 2, 2026 Interviews via Microsoft Teams (Day 1)

*All critical team members identified by the proposer must be available on this day. Please note that rescheduling or alternative time slots will not be offered.

September 3, 2026 Interviews via Microsoft Teams (Day 2) *All critical team members identified by the proposer must be available on this day. Please note that rescheduling or alternative time slots will not be offered.

TBD Pre-Award via Microsoft Teams October 1, 2026 Contract Effective Date

1.5 PRE-PROPOSAL MEETING – ATTENDANCE HIGHLY RECOMMENDED

Pre-Proposal Meeting via Microsoft Teams

Wednesday, July 29, 2026, at 3:00PM

JOIN THE MEETING NOW

Attendance at the pre-proposal meeting is highly encouraged for all proposers. Issues or questions related to the pre-proposal meeting must be directed to joey.prusak@hennepin.us.

1.6 BASIS OF AWARD

The County intends to award a contract to the highest scoring responsible Proposer that submitted a responsive proposal for each applicable bid group.

To be considered responsive, a proposal must include a price for all items listed on Attachment B-Cost Proposal Worksheet for the applicable bid group. A Proposer may submit a cost proposal for one or more bid groups in Attachment B-Cost Proposal Worksheet. Each submission will be evaluated independently.

The County intends to award seven (7) contracts as facilities are divided into seven (7) bid groups, as outlined in Exhibit 4-Facility Information & Site Plans:

• Bid Group No.1 – Excelsior Library, Hopkins Library, Maple Plain Library, Minnetonka Library, Ridgedale Regional Center, St. Louis Park Library, Westonka Library

• Bid Group No.2 – Bloomington Recycle Center, Eden Prairie Library, Eden Prairie Service Center, Oxboro Library, Penn Lake Library, Southdale Service Center https://teams.microsoft.com/meet/253821808582485?p=8ElZvpmdjrL4Zko5tW https://supplier.hennepin.us/ https://teams.microsoft.com/meet/253821808582485?p=8ElZvpmdjrL4Zko5tW mailto:joey.prusak@hennepin.us

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• Bid Group No.3 – Adult Correctional Facility, Emergency Communications Facility, PSS Headquarters, Public Works Facility, Sheriff’s Communications Building, Sheriff’s Radio Tower – Edina, Sheriff’s Water Patrol

• Bid Group No.4 – 1800 Chicago, 1909 Columbus Avenue, NorthPoint Health & Wellness Center, Parkside Professional Center, South Minneapolis Human Services Center

• Bid Group No.5 – Energy Center, Forensic Sciences Building, Harrington Hall Parking Lot, Health Services Building, Juvenile Detention Center, Juvenile Justice Center

1.7 DEFINITIONS

The terms defined in Article 1 (Definitions) of the Hennepin County Standard Terms and Conditions are applicable to the Proposal Documents. The following additional terms have the meaning stated below:

1.7.1 “Addenda” are written or graphic instruments issued by the County or Architect on the County’s behalf prior to the execution of the Agreement that modify or interpret the Proposal Documents by additions, deletions, clarifications or corrections.

1.7.2 “Bid” and “Bidder” have the same meaning and are used interchangeably in the Contract

Documents with the terms “Proposal” and “Proposer,” respectively.

1.7.3 “Critical Team Members” are the persons the County designates in the Attachment A- Cover Page and Checklist & Critical Team List by functional position within the Proposer’s team. Such designated persons are required to participate in interviews.

1.7.5 “Proposal” is a complete and properly executed Proposal to do the Work for the sums stipulated therein, submitted in accordance with the Proposal Requirements.

1.7.6 “Proposal Documents” include the Request for Proposals and the Contract Documents. The Request for Proposals consists of the Proposal Requirements, including the Cost Proposal Worksheet (Attachment B).

1.7.7 “Proposer” is a person or entity that submits a Proposal in response to this Request for Proposals.

1.7.8 “Services” shall have the same meaning as “Work” defined below.

1.7.9 “Solicitation” means this specific Request for Proposals.

1.7.10 “Site Supervisor/Field Supervisor” is the person who shall physically oversee crews in the field. They must directly manage snow & ice service personnel, monitor site conditions, and provide real time response. Responsibilities include, but are not limited to: on site supervision during events, quality control of plowing, salting, and sidewalk clearing, reporting hazardous conditions and escalations, ensuring safety practices and storm response timing.

1.7.11 “Contract/Operations Manager” is the person that shall oversee day to day operations, manage routes and crews, ensure compliance with service levels, and is the primary contact during snow events. Responsibilities include, but are not limited to: coordinating all snow/ice operations, ensuring staffing, equipment readiness, and material availability, communicating with the county/city during weather events, documenting service reports and responding to issues.

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1.7.12 “Total Base Cost” is the sum listed on Attachment B-Cost Proposal Worksheet based on the rates the Proposer offers to perform the Work described in the Proposal Documents.

1.7.13 “Work” means the construction and services required by the Contract Documents, whether completed or partially completed, and includes all other labor, materials, equipment, and services provided or to be provided by the Contractor to fulfill the Contractor’s obligations.

1.7.14 “County Authorized Representative” or “CAR” shall be identified as the Facilities Operations

Manager (FOM) or Project Manager (PM), or an approved representative of their choosing (Sr.

Facilities Operations Manager (Sr. FOM), Building Operations Manager (BOM), etc.) who has authority to authorize or approve Work.

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SECTION 2 – PROPOSAL REQUIREMENTS & EVALUATION PROCESS

2.1 GENERAL INFORMATION

This Request for Proposals (“RFP”) constitutes an invitation to submit a Proposal to the County. It is not to be construed as an official request for bids and any Proposal submitted pursuant to this RFP is NOT A BID.

The County reserves the right to determine, in its sole and absolute discretion, whether any aspect of a Proposal satisfactorily meets the criteria established in this RFP; to seek clarification from any Proposer(s);

to reject any or all Proposals with or without cause; to cancel this RFP; to waive any irregularities or informalities in any Proposal; and to add, delete, or modify any requirement or statement in this RFP if it determines doing so is in the County’s best interest.

The County shall not be responsible for any costs incurred by Proposers in connection with this RFP.

Proposers shall bear all costs associated with Proposal preparation, submission and attendance at interviews, or any other activity associated with this RFP or otherwise. Submission of a Proposal as provided herein shall neither obligate the County to enter into an agreement with the Proposer nor vest the Proposer with a right to enter into an agreement with the County.

It is understood that any Proposal received and evaluated by the County can be used as a basis for direct negotiation of the cost and terms of a contract between the County and the entity submitting such Proposal.

The County also reserves the right to use any or all service ideas presented by Proposers. Selection or rejection of a Proposer does not affect this right.

Proposals submitted to the County are subject to the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13. Such information is public unless it falls within one of the exceptions in the Act, such as security information or trade secret information pursuant to Minnesota Statute Section 13.37. If a Proposer believes any nonpublic information will be supplied in response to this RFP, the Proposer must take reasonable steps to identify and provide reasonable justification to the County regarding which data, if any, falls within an applicable exception under the Minnesota Government Data Practices Act. However, the Proposer agrees as a condition of submitting a Proposal that the County will not be held liable or accountable for any loss or damage which may result from a breach of confidentiality or other disclosure as may be related to the submitted Proposal. The Proposer agrees, by submitting a Proposal, to indemnify the County from any liability resulting from any and all third-party claims and/or losses which may arise as a result of the disclosure of, or failure to disclose, information.

The County is not obligated to respond to any Proposal submitted nor is it legally bound in any manner whatsoever by the submission of a Proposal. It is the intent of the County to enter into a contract with the Proposer offering the best value and with which it can make the most satisfactory arrangements for its needs.

2.2 THE BEST VALUE SELECTION PROCESS

The County will select the Proposer that offers the County the best value to deliver the Work described in the Special Terms and Conditions hereof. The County’s best value selection process consists of two phases:

• In PHASE I, the County determines whether a Proposal is responsive to the RFP and whether the Proposer is a responsible firm. Section 2.3.A (Proposal Responsiveness) describes how the County determines Proposer responsiveness. Section 2.3.B (Proposer Responsibility) describe the County’s method for determining whether a Proposer is responsible. A Proposal must be responsive and the Proposer must be responsible for the Proposer to advance to Phase II.

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• In PHASE II, the County administers the Evaluation Process described in Sections 2.4.

2.3 PHASE I

A. PROPOSAL RESPONSIVENESS (Acceptance or Rejection) Only responsive Proposals will be evaluated and considered for award. The County will determine whether each Proposal received prior to the submission deadline is responsive to the RFP. In making this determination, the County will review each Proposal for completeness, including all required signatures and other required data. If the County determines a Proposal is responsive, it will be accepted and will be subject to further review. If a Proposal is determined to be non-responsive, it will be rejected.

B. PROPOSER RESPONSIBILITY (Acceptance or Rejection) A Proposer found to be not responsible will not advance to Phase II of this best value selection process and will be rejected. In determining whether a Proposer is responsible, the County may consider, but is not limited to, the following factors:

1. The quality of the Proposer’s performance for similar Work or contracts;

2. The timeliness of the Proposer's performance for similar Work or contracts;

3. The Proposer’s compliance with contract requirements for similar Work or contracts;

4. The Proposer’s ability to prepare appropriate work/project schedules and other submittals;

5. The Proposer’s technical capabilities;

6. The individual qualifications of the Proposer’s key personnel; or

7. The Proposer’s financial ability to perform the contract.

"Performance on previous projects" does not include the exercise or assertion of a person's legal rights.

A Proposer must complete and submit Attachment D- Responsible Contractor Verification and Certification of Compliance.

C. ORGANIZATIONAL CONFLICTS OF INTEREST

The County will not evaluate a Proposal or consider for a contract award a Proposer that performed work or provided services to a consultant or contractor that provided consulting services to the County when the work or services provided by such Proposer concerned the development of bid packages or cost estimating for the Work described herein and for which this Request for Proposals is issued. The County reserves the right to waive a conflict of interest or accept a Proposer’s mitigation plan for eliminating a conflict of interest or reducing the negative effects of a conflict of interest.

2.4 PHASE II

A. EVALUATION STEPS FOR PHASE II

• First Step - Cost is scored.

• Second Step - Non-cost factors are scored based on a review of the written proposal and an interview.

• Third Step – A pre-award meeting is held during which the highest-scored Proposer(s) (based on the combined score from the First and Second Steps) presents their plan for executing the Work. The Proposer’s plan must be accepted by the County. Prior to the pre-award meeting, the County will provide details of any deliverables required at the meeting in accordance with this RFP.

Step 1 - EVALUATION OF COST

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Short‑Listing of Proposers (Maximum of Five) The County will assign a score to each Proposer’s Total Base Cost. Based solely on these cost scores, the County will establish a short list of no more than five (5) Proposers for each applicable bid group to advance to Step 2 of the evaluation process.

The County reserves the right, at its sole discretion, to shortlist fewer than five (5) Proposers for each applicable bid group if it determines that doing so is in the best interest of the County.

Step 2 - EVALUATION OF NON-COST FACTORS

The following non-cost factors will be evaluated:

1. Technical Capabilities (175 available points)

Evaluation of the Proposer’s demonstrated experience and qualifications performing comparable snow and ice management services. This includes past performance on similar commercial or public‑sector contracts, the technical expertise of the proposed team, the adequacy and condition of equipment, and the Proposer’s overall ability to meet quality, performance, and response‑time expectations.

2. Operational Approach & Service Delivery Plan (175 available points) Evaluation of how the Proposer plans to deliver the required services, including weather-response strategies, route planning, supervision, site condition monitoring, communication practices, and reporting. This category also evaluates the Proposer’s operational readiness and capacity, such as staffing levels, equipment availability, backup resources, and the ability to service multiple sites concurrently and scale up as conditions change.

3. Risk Management (75 available points)

Evaluation of the Proposer’s understanding of the key risks associated with snow and ice management (e.g., equipment breakdowns, staffing shortages, extreme weather, refreeze, site-specific hazards) and the practicality of their proposed mitigation strategies. This category also reviews the Proposer’s history successfully applying similar risk-management methods on other contracts.

4. Environmental Management & Sustainability (75 available points)

Evaluation of the Proposer’s approach to minimizing environmental impacts related to snow and ice operations. Areas of evaluation may include salt-use reduction practices, responsible handling and storage of materials, use of brine or alternative treatments, compliance with local environmental requirements, and reporting or monitoring practices that support sustainable operations.

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Step 3 – PRE-AWARD MEETING The County will provide the invited Proposer with instructions for the meeting.

B. EVALUATION CRITERIA & WEIGHTS

Score Based on 1,000 Available Points

Criteria Weight

STEP I

EVALUATION OF COST

Total Base Cost 500 points

STEP II

EVALUATION OF NON-COST FACTORS

Technical Capabilities 175 points Operational Approach & Service Delivery Plan 175 points Risk Management 75 points Environmental Management & Sustainability 75 points

Total 1000 points

2.5 SCORING EXAMPLE

Proposers will be evaluated in accordance with the evaluation process, criteria, and weights described herein.

The County will use a simple linear relationship model to score and rank Proposers based on the evaluation of cost, submittals and interviews. This model assigns the most points to the Proposer with the highest score in each criterion, and fewer points to the other Proposers (based on their relative distance from the highest score). The chart below illustrates this scoring method.

Submittal Score & Proposal Cost Points Breakdown

No. Criteria Weight Proposer A Proposer B Proposer C Proposer A Proposer B Proposer C

EVALUATION OF COST

1 Total Base Cost 500 $10,000 $15,000 $12,500 500 333 400

EVALUATION OF NON-COST FACTORS

2 Technical Capabilities 175 7 7 7 175 175 175

3 Operational Approach & Service Delivery Plan 175 3 5 7 75 125 175

4 Risk Management 75 7 7 3 75 75 32

Environmental Management & Sustainability

75 5 7 5 54 75 54

Total Scores . 879 783 836

In the “Score” column, Proposer A receives “500” points for cost because it has the lowest cost. Proposer B receives “333” points for cost ($10,000/$15,000 x 500 points). Proposer C receives “400” points for cost because ($10,000/$12,500 x500 points). The same computational method is applied to each Non-cost Factor.

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2.6 INTERVIEWS

A. DESIGNATION OF CRITICAL TEAM MEMBERS

The following functional positions are designated as Critical Team Members, regardless of an individual’s job title. See Section 1.7 Definitions of this RFP for details of the job functions performed by team members in these roles. Critical Team Members must be employees of the Proposer, not independent contractors or subcontractors:

• The Contract/Operations Manager (Primary Point of Contact) This person shall oversee day-to-day operations, manage routes and crews, ensure compliance with service levels, and is the primary contact during snow events.

Responsibilities include, but are not limited to:

• Coordinating all snow/ice operations

• Ensuring staffing, equipment readiness, and material availability

• Communicating with the County/City during weather events

• Documenting service reports and responding to issues

• The Site Supervisor/Field Supervisor This person shall physically oversee crews in the field. They must directly manage snow & ice service personnel, monitor site conditions, and provide real-time response.

Responsibilities include, but are not limited to:

• On-site supervision during events

• Quality control of plowing, salting, and sidewalk clearing

• Reporting hazardous conditions and escalations

• Ensuring safety practices and storm-response timing

B. INTERVIEW PROTOCOLS

The named persons listed as Critical Team Members in the Proposer’s Proposal Cover Page, Checklist,& Designation of Critical Team Members Form (Attachment A) must participate in the County scheduled interview(s). No substitutes or proxies will be permitted. The County may also request interviews with additional personnel associated with a Proposer as it deems necessary. The County may request interviews with individuals separately. If the County elects to interview a person separately from other members of the Proposer’s team, no other person from the Proposer’s team or company will be allowed to attend, observe or participate in such interview.

The County may request additional information from a Proposer prior to interviews. A Critical Team Member who fails to attend the scheduled interview may jeopardize the competitiveness of the Proposer with whom they are associated.

Interviews will consist of questions that address the Non-cost Factors identified in Section 2.4 above.

Proposers should be prepared to explain and answer questions about their submittals and plan for delivering the Work. Evaluators will not have cost information identified with a specific Proposer and will be evaluating only non-cost factors in each Proposal. Interviewees should not disclose their submitted cost information to evaluators during an interview.

All information presented by Proposers during an interview may be used by the County and incorporated into the Contract Documents.

2.7 COUNTY RIGHT TO WAIVE INTERVIEWS

The County reserves the right, in its sole and absolute discretion, to modify or waive any portion of the evaluation process described in this RFP, including but not limited to the interview requirement for any

12 | P a g e number of bid groups. The County may elect to complete the evaluation and scoring of Proposals based solely on the written submittals and any requested clarifications, without conducting interviews with Proposers or their designated Critical Team Members. No Proposer shall have any claim or cause of action based on the County’s decision to waive interviews or alter the evaluation process.

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SECTION 3 – SUBMITTALS

3.1 SUBMITTAL FORMAT

The Proposal must be received by the date and time specified in Section 1.4 of this RFP. The Proposal must be submitted electronically in Supplier Portal at https://supplier.hennepin.us/

After the Proposal due date specified in Section 1.4 of this RFP, a Proposal cannot be submitted through Supplier Portal. Proposals submitted by any method other than through Supplier Portal will not be accepted.

It is the Proposer’s responsibility to ensure that they are properly registered in Supplier Portal and that they allow adequate time to address any technical issues that may impact timely submission of their Proposal.

The County provides resources to assist Proposers with navigating the Supplier Portal system. Proposers are encouraged to review the Instructions to Bidders uploaded in the documents for this solicitation in Supplier Portal.

3.2 SUBMITTAL INDEX

Editable versions of the templates listed below are provided as attachments. Proposers must NOT re-create, re-format, or modify the templates (including altering font size, font type, font color; or adding colors, pictures, diagrams, etc.).

Proposers must include the following forms/attachments with their Proposal. The event in Supplier Portal will indicate where to upload each document.

• Attachment A – Cover Page, Checklist & Designation of Critical Team Members Form

• Attachment B – Cost Proposal Worksheet

• Attachment C – Company Experience and Capability Assessment Form

• Attachment D - Responsible Contractor Verification and Certification of Compliance https://supplier.hennepin.us/ https://supplier.hennepin.us/

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SECTION 4 – MISCELLANEOUS

4.1 QUESTIONS AND INQUIRIES

Inquiries regarding the Request for Proposals (RFP) and its attachments must be submitted via email to the contacts listed below:

SEND TO:

Joey Prusak joey.prusak@hennepin.us

COPY TO:

Eric Ampadu Hennepin County Purchasing and Contract Services eric.ampadu@hennepin.us

The deadline for submitting questions is identified in Section 1.4 - Schedule of Critical Dates. The County will review all questions received before the deadline. If necessary, the County will issue an addendum containing responses to questions deemed appropriate for public clarification. This addendum will be accessible to all participants via Supplier Portal, ensuring equal access to information for all Proposers.

Supplier Portal Technical Support For assistance or technical support related to the Supplier Portal, please refer to the contact information provided below. The individuals listed above are not able to assist with Supplier Portal registration or other technical issues.

Phone Number: 612-543-5412 Email Address: supplierportal@hennepin.us

Business Hours: Monday through Friday | 8:00 AM to 4:30PM (Central Time) Online Help Guides & Videos

4.2 ADDENDA

The County may issue addenda prior to the date for submission of Proposals. Proposers must acknowledge on the Cover Page, Checklist & Designation of Critical Team Members Form (Attachment A) that they reviewed all issued addenda. No additional addenda will be posted for this RFP after the date of Issuance of Final Addendum noted in Section 1.4 - Schedule of Critical Dates. The dates are subject to revision as outlined in Section 4.4.

4.3 PROPOSER’S AUTHORITY

The Proposal must state the legal name of the Proposer and identify its legal form of organization. The Proposer must provide evidence of legal authority to perform within the jurisdiction of the Work. Each Proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract. A Proposal by a corporation must further identify the state of incorporation.

mailto:joey.prusak@hennepin.us mailto:eric.ampadu@hennepin.us mailto:supplierportal@hennepin.us https://www.hennepincounty.gov/services/business-support/contracting-county/supplier-portal-help#training-materials

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4.4 EXTENSION OF TIME

Hennepin County reserves the right to extend by addendum the Proposal due date or any other dates in Section 1.4 – Schedule of Critical Dates.

4.5 RIGHT TO WITHDRAW RFP

The County reserves the right to add, amend, withdraw and/or cancel, in part or entirely, this RFP for any reason and at any time with no liability to any prospective Proposer for any costs or expenses incurred in connection with the RFP or otherwise.

4.6 ATTACHMENTS AND EXHIBITS

• Attachment A – Cover Page, Checklist & Designation of Critical Team Members Form

• Attachment B – Cost Proposal Worksheet

• Attachment C – Company Experience and Capability Assessment Form

• Attachment D – Responsible Contractor Verification and Certification of Compliance

• Exhibit 1 – Special Terms and Conditions

• Exhibit 2 – Technical Specifications

• Exhibit 3 – Facility Information & Site Plans

• Exhibit 4 - Deicer Facts & Application Rate Guide

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ATTACHMENT A

Cover Page, Checklist & Designation of Critical Team Members Form

RFP Name: Hennepin County Facility Services - Snow & Ice Management Services Proposer Name:

PROPOSAL CHECKLIST

The following documents are required for this Proposal:

• ATTACHMENT A – Cover Page, Checklist & Designation of Critical Team Members Form ☐

• ATTACHMENT B – Cost Proposal Worksheet ☐

• ATTACHMENT C – Company Experience and Capability Assessment Form ☐

• ATTACHMENT D – Responsible Contractor Verification and Certification of Compliance ☐

*Use the ☐ checkbox to track all required documents that must be submitted with your proposal. Once each item is complete, check the corresponding box.

CRITICAL TEAM MEMBERS

Review Section 2.6-Interviews before completing this part of the form. Proposers are only required to provide the name and email of the critical team members for the bid groups they are proposing on. If they are not proposing on a specific bid group, that section may be left blank.

Bid Group Name Email

Proposer’s Contract/Operations Manager

Proposer’s Site Supervisor / Field Supervisor

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ADDENDA ACKNOWLEDGEMENT

Proposer acknowledges receipt of the following addenda, and has incorporated the requirements of such addenda into its Proposal (List all addenda dates issued for this RFP and initial):

No.

Date/Initials

AUTHORIZED SIGNATURE

By signing below, the Proposer acknowledges that they have carefully examined all RFP Documents and understand all instructions, requirements, specifications, terms and conditions; and that all statements, information, costs, and schedules submitted in response to the RFP are current, complete, true and accurate.

Legal Name of Company State of Incorporation/Organization

Address

Printed Name of Company Representative* Signature of Company Representative

E-mail Date Phone

Federal Tax Id

* Must be an officer of the company with authorization to bind it to the provisions of the RFP/Contract

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ATTACHMENT B

Cost Proposal Worksheet

The Cost Proposal Worksheet is included in the Supplier Portal documents as Attachment B. The Cost Proposal Worksheet and its rates become a part of the Contract Documents upon award.

Please identify the bid groups in which you are submitting a proposal response for:

• Bid Group No.1 - Excelsior Library, Hopkins Library, Maple Plain Library, Minnetonka Library, Ridgedale Regional Center, St. Louis Park Library, Westonka Library ☐

• Bid Group No.2 - Bloomington Recycle Center, Eden Prairie Library, Eden Prairie Service Center, Oxboro Library, Penn Lake Library, Southdale Service Center ☐

• Bid Group No.3 - Adult Correctional Facility, Emergency Communications Facility, PSS Headquarters, Public Works Facility, Sheriff’s Communications Building, Sheriff’s Radio Tower – Edina, Sheriff’s Water Patrol ☐

• Bid Group No.4 - 1800 Chicago, 1909 Columbus Avenue, NorthPoint Health & Wellness Center, Parkside Professional Center, South Minneapolis Human Services Center ☐

• Bid Group No.5 - Energy Center, Forensic Sciences Building, Harrington Hall Parking Lot, Health Services Building, Juvenile Detention Center, Juvenile Justice Center ☐

*Use the ☐ checkbox to indicate which bid groups you are submitting a proposal response for.

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ATTACHMENT C

Company Experience and Capability Assessment

Company Information

Company Name Contact Name Phone Email

Required Licenses Please provide current license information for any specialty trade category, if applicable:

Type of Trade License Number

Safety Plan Does your company have a company safety plan? If yes, Proposer must provide a copy if requested.

☐ Yes

☐ No

Additional Questions Question Answer How many years has your company been actively executing work?

What is your company’s primary trade(s)?

What training, certification(s) or license(s) does your company hold?

Have you ever failed to complete work under a contract? If yes, provide a brief description of the work and the circumstance(s).

Has your company ever had a contract terminated with or without cause?

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Commercial Work Experience & References Review Section 1.2 – Description before completing this part of the form. Requirements for references are explained in that Section under the heading “Qualifications.”

REFERENCE NO.1 (Required) Project / Work Title (enter below)

Project / Work Description (enter below)

Total Value of Contract:

Date Started: Date Completed:

Owner Contact Information (enter below)

Name:

Phone: Email:

REFERENCE NO.2 (Required)

Owner Contact Information (enter below)

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REFERENCE NO.3 (Required)

Owner Contact Information (enter below)

REFERENCE NO.4 (Required)

Owner Contact Information (enter below)

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Employee Information & Certifications Please identify your company’s administrative staff (non-field employees) & field employees (non-administrative staff) by function and number:

Example Only:

Functional Position / Title Administrative Staff Field Employee Number of Employees A/R X 1 Plow Operator X 1

Proposer’s Employee Information:

Functional Position / Title Administrative Staff Field Employee Number of Employees

Proposer’s Employee Certifications:

Please identify your company’s current certifications and the total number of employees with said certification:

Certification Type Total Number Certified MPCA Smart Salting – Level 2 Certification MPCA Smart Salting – Level 1 Certification

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Technical Capability Assessment

Indicate whether your company has experience in these specific areas, and if so, how many years:

Item Yes or No Total Years

GENERAL ADMINISTRATIVE & COMPLIANCE

Preparing proposals, quotes, or bids for public‑sector snow & ice contracts Yes ☐ No ☐

Obtaining Certificates of Insurance Yes ☐ No ☐

Submitting invoices with detailed event logs, time & materials documentation, and GPS data (if applicable) Yes ☐ No ☐

Managing on‑site or dedicated personnel assigned to specific routes or facilities Yes ☐ No ☐ Ensuring continuous staffing availability and real‑time dispatch capability during weather events Yes ☐ No ☐

PLANNING, WEATHER READINESS & DOCUMENTATION

Interpreting service specifications, site maps, and snow response plans Yes ☐ No ☐

Preparing route maps, equipment deployment plans, and storm‑response workflows Yes ☐ No ☐

Developing seasonal readiness plans (materials procurement, equipment prep, staffing) Yes ☐ No ☐

Creating event‑specific work plans, including pretreatment strategies and priorities Yes ☐ No ☐

Estimating seasonal and per‑event costs for snow operations Yes ☐ No ☐ Documenting existing site conditions and maintaining service logs, photos, and post‑event reports Yes ☐ No ☐

TECHNICAL & REGULATORY KNOWLEDGE

Understanding local ordinances, County requirements, and environmental regulations related to deicing chemicals Yes ☐ No ☐

Managing and applying liquids, brines, and granular deicers in compliance with environmental best practices Yes ☐ No ☐

Understanding site drainage, snow storage requirements, and runoff impacts Yes ☐ No ☐ Identifying slip‑hazard conditions and implementing corrective actions Yes ☐ No ☐ Familiarity with industry standards Yes ☐ No ☐ Sourcing and maintaining appropriate deicing materials, equipment, and spare components Yes ☐ No ☐

SNOW & ICE FIELD CAPABILITIES

Plowing parking lots, roadways, and drive lanes Yes ☐ No ☐ Clearing sidewalks, steps, building entrances, and pedestrian paths Yes ☐ No ☐ Applying granular salt, treated salt, brine, and other deicing materials Yes ☐ No ☐ Hauling and relocating accumulated snow from constrained sites Yes ☐ No ☐ Operating and maintaining snow‑specific equipment (plow trucks, loaders, skid steers, sidewalk machines, spreaders) Yes ☐ No ☐

Managing fleet equipment maintenance and in‑event repair capability Yes ☐ No ☐ Responding to emergency or unscheduled call‑outs Yes ☐ No ☐ Performing site inspections, monitoring, and condition verification throughout a storm Yes ☐ No ☐

SAFETY & ENVIRONMENTAL COMPLIANCE

Developing site‑specific safety plans, including slip‑and‑fall mitigation strategies Yes ☐ No ☐ Training staff in hazard recognition, equipment safety, and winter operations best practices Yes ☐ No ☐

Working in occupied public facilities while ensuring pedestrian and vehicle safety Yes ☐ No ☐ Coordinating traffic and pedestrian control during active snow removal Yes ☐ No ☐ Ability to provide Safety Data Sheets (SDS) for all deicing products Yes ☐ No ☐ Implementing spill‑prevention and environmental protection procedures (e.g., MPCA Smart Salting, brine storage, salt pile containment) Yes ☐ No ☐

COORDINATION & FIELD OPERATIONS

Managing route sequencing, dispatching, and communications during events Yes ☐ No ☐ Utilizing GPS, telematics, or reporting systems to verify service Yes ☐ No ☐ Verifying service quality, timing, and compliance with service‑level requirements Yes ☐ No ☐ Providing rapid response to urgent safety conditions (black ice, drifting, refreeze, etc.) Yes ☐ No ☐

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Proposer’s Equipment List Please identify your company’s current equipment inventory:

Equipment Type Quantity

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ATTACHMENT D

Responsible Contractor Verification and Certification of Compliance

The Responsible Contractor Verification and Certification of Compliance is included as Attachment D.

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EXHIBIT 1

Special Terms and Conditions

The Special Terms and Conditions is included as Exhibit 1. The Special Terms and Conditions is part of the Contract Documents upon award.

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EXHIBIT 2

Technical Specifications

The Technical Specifications is included as Exhibit 2. The Technical Specifications is part of the Contract Documents upon award.

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EXHIBIT 3

Hennepin County Facility Information & Site Plans

Hennepin County Facility Information & Site Plans are included as Exhibit 3. The Facility Information & Site Plans is part of the Contract Documents upon award.

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EXHIBIT 4

Deicer Facts & Application Rate Guide

Deicer Facts & Application Rate Guide is included as Exhibit 4. The Deicer Facts & Application Rate Guide is part of the Contract Documents upon award.