RFP 137-2025 Weed and Snow Removal (2).pdf

Release Date: September 10, 2025

CITY OF WRAY, COLORADO

REQUESTS FOR PROPOSALS (RFP) No. 137-2025 FOR WEED AND SNOW REMOVAL

SERVICES

I. INTRODUCTION

II. BACKGROUND

III. BIDDER’S ACKNOWLEDGEMENT

IV. BIDDERS REPRESENTATION

V. BIDDER’S CERTIFICATION

VI. SCOPE OF WORK

VII. SUBMISSION REQUIREMENTS

VIII. REQUESTS FOR CLARIFICATION

IX. SELECTION PROCESS

X. TERMS AND CONDITIONS

XI. EXHIBITS

CITY OF WRAY RFP NO. 137-2025

I. INTRODUCTION

The City of Wray is accepting Rate Schedules for 2025-2026 Weed and Snow Removal

Services until 2:00 p.m. on Friday, September 26, 2025, at which time they will be privately opened. Proposals submitted will be evaluated by the City of Wray to select a contractor to provide 2025-2026 Weed and Snow Removal Services. Submitted proposals should include all the following requirements listed within this Request for Proposal (RFP).

The City of Wray has partnered with BidNet as part of the Rocky Mountain E-Purchasing

System to post bid opportunities. As a vendor, you can register with the Rocky Mountain E-

Purchasing System and see all available bids and opportunities. By selecting automatic bid notification, your company will receive emails when the City of Wray releases a bid opportunity that matches your company's interests.

Proposals submitted in response to the Request for Proposals (RFP) document prepared by the City of Wray dated September 10, 2025, shall be submitted electronically at www.bidnetdirect.com//cityofwray no later than 2:00 p.m. on Friday, September 26, 2025 to be considered in the selection of the services solicited herein.

The undersigned Bidder proposes and agrees, if this Bid is accepted, to enter into an

Agreement with Owner to perform all Work as specified or indicated in the Bidding

Documents for the prices and within the times indicated in this Bid and in accordance with the other terms and conditions of the Bidding Documents.

II. BACKGROUND

The City of Wray, and more specifically, the Wray Police Department, occasionally requires weed and snow removal services that are deemed urgent and beyond the capability of “in-house” resources. This request is NOT for removal of weeds or snow from public streets.

The City of Wray intends to enter into an agreement with one or more qualified contractors to perform work on a “as needed” basis for the removal of weeds, snow, or both in accordance with Chapter 8.08 and Chapter 12.08 of the Wray Municipal Code, and to establish in advance the rate of compensation for such services.

Bidders are encouraged to submit proposals that align with their demonstrated expertise and capabilities. The Owner reserves the right to award no contract, to award one contract encompassing the full scope of work, or to award multiple contracts that distribute portions of the scope of work among selected bidders.

The City of Wray reserves the right to establish and maintain a roster of qualified Contractors for the removal of weeds, snow, or both. In determining which contractor will be contacted first to perform work, the City may consider factors such as responsiveness and past performance and will contact Contractors in order of suitability and availability until the service is secured. The City further reserves the right to remove any Contractor from the https://linkprotect.cudasvc.com/url?a=http%3a%2f%2fwww.bidnetdirect.com%2f%2fcityofwray&c=E,1,0aLnrdx9rJ7rPBcb4LDM1zOUeUeY3TZfnX_FhkJILIox5v8vtD8k9xX6CRfk_vc81OQLM4EJg8jiTI7vIIDoFch7CNB4kNCiiJ1TzdG7M55Pv6fGnNBU0HIPTXQ,&typo=1 https://linkprotect.cudasvc.com/url?a=http%3a%2f%2fwww.bidnetdirect.com%2f%2fcityofwray&c=E,1,0aLnrdx9rJ7rPBcb4LDM1zOUeUeY3TZfnX_FhkJILIox5v8vtD8k9xX6CRfk_vc81OQLM4EJg8jiTI7vIIDoFch7CNB4kNCiiJ1TzdG7M55Pv6fGnNBU0HIPTXQ,&typo=1 http://www.bidnetdirect.com/cityofwray roster for failure to comply with the terms of this solicitation, or for failing to deliver services that meet industry standards within the timeframes and requirements established by the City.

By seeking Rates from Contractors, the city does not represent that it will utilize the

Contractor's services or guarantee that the Contractor’s services will be used any number of times over the course of the year. Furthermore, no minimum amount of work is implied or guaranteed under this Solicitation.

III. BIDDER’S ACKNOWLEDGEMENTS

Bidder accepts all of the terms and conditions of the Instructions to Bidders, including without limitation those dealing with the disposition of Bid security. This Bid will remain subject to acceptance for 60 days after the Bid opening, or for such longer period of time that

Bidder may agree to in writing upon request of Owner.

IV. BIDDER’S REPRESENTATIONS

A. Bidder has examined and carefully studied the Bidding Documents, and any data and reference items identified in the Bidding Documents, and hereby acknowledges receipt of the following exhibits:

Exhibit A: Bid Submittal

B. Bidders must complete and submit “EXHIBIT A: BID SUBMITTAL FORM” provided as a part of this document for submission of rate schedules.

C. Bidder has visited the Site (s), conducted a thorough, alert visual examination of the Site, and become familiar with and satisfied itself as to the general, local, and Site conditions that may affect cost, progress, and performance of the Work.

D. Bidder is familiar with and is satisfied as to all Laws and Regulations that may affect cost, progress, and performance of the Work.

E. Bidder has considered the information known to Bidder itself; information commonly known to contractors doing business in the locality of the Site (s); information and observations obtained from visits to the Site (s); the Bidding Documents; and any Site‐related reports and drawings identified in the Bidding Documents, with respect to the effect of such information, observations, and documents on (1) the cost, progress, and performance of the Work; (2) the means, methods, techniques, sequences, and procedures of construction to be employed by

Bidder; and (3) Bidder’s safety precautions and programs.

F. Bidder agrees, based on the information and observations referred to in the preceding paragraph, that no further examinations, investigations, explorations, tests, studies, or data are necessary for the determination of this Bid for performance of the Work at the price bid and within the times required, and in accordance with the other terms and conditions of the

Bidding Documents.

G. Bidder is aware of the general nature of work to be performed by Owner and others at the

Site that relates to the Work as indicated in the Bidding Documents.

H. Bidder has given Owner written notice of all conflicts, errors, ambiguities, or discrepancies that Bidder has discovered in the Bidding Documents, and confirms that the written resolution thereof by Owner is acceptable to Bidder.

I. The Bidding Documents are generally sufficient to indicate and convey understanding of all terms and conditions for the performance and furnishing of the Work.

J. The submission of this Bid constitutes an incontrovertible representation by Bidder that

Bidder has complied with every requirement of this Article, and that without exception the

Bid and all prices in the Bid are premised upon performing and furnishing the Work required by the Bidding Documents.

V. BIDDER’S CERTIFICATION

Bidder certifies that:

A. This Bid is genuine and not made in the interest of or on behalf of any undisclosed individual or entity and is not submitted in conformity with any collusive agreement or rules of any group, association, organization, or corporation;

B. Bidder has not directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid;

C. Bidder has not solicited or induced any individual or entity to refrain from bidding; and

D. Bidder has not engaged in corrupt, fraudulent, collusive, or coercive practices in competing for the Contract. For the purposes of this Paragraph 4.01.D:

1. “corrupt practice” means the offering, giving, receiving, or soliciting of anything of value likely to influence the action of a public official in the bidding process;

2. “fraudulent practice” means an intentional misrepresentation of facts made (a) to influence the bidding process to the detriment of Owner, (b) to establish bid prices at artificial non‐competitive levels, or (c) to deprive Owner of the benefits of free and open competition;

3. “collusive practice” means a scheme or arrangement between two or more Bidders, with or without the knowledge of Owner, a purpose of which is to establish bid prices at artificial, non‐competitive levels; and

4. “coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the bidding process or affect the execution of the Contract.

VI. SCOPE OF WORK

A. The City of Wray is seeking on-call contractor(s) for the removal of weeds or snow. When work is required to be performed, the City will select a Contractor according to criteria identified in the Terms and Conditions. Once the Contractor is selected, the City will notify the Contractor and issue a Work Order identifying the work to be completed within the City’s right-of-way and/or on public or private property.

B. Scope: The Contractor shall mow, trim weeds (weed eating), trim trees, remove refuse on private property and/or remove snow and ice along public sidewalks that is not in compliance with Wray Municipal Code.

C. Period of Performance: The Period of Performance under this Solicitation shall commence upon the effective date of the Work Order. All work requested must be completed within:

a. Seven (7) calendar days for weed, refuse, and tree; and

b. Twenty-four (24) hours for snow removal.

D. No work shall be performed before 6:00 A.M. or after 10:00 P.M. any day, unless otherwise approved by the City Manager or Project Designee.

E. At the completion of each workday, the Contractor shall clean up all materials and leave the work site in a condition approved by the City Manager or Project Designee.

VII. SUBMISSION REQUIRMENTS

A. Bidder must compete and submit the itemized bid submittal form (Exhibit A) of RPF.

B. Bidder must provide a certificate of liability and worker’s compensation, with the City of

Wray as additionally insured.

C. For proposals that exceed $50,000 the following requirements are applicable:

1. Performance Bond will be in an amount not less the one hundred percent (100%) of the

Contract Price but, in any event, shall provide for the completion of the project in accordance with the Contract Documents, with additional cost to the Owner.

2. Payment Bond will be in an amount not less than one hundred percent (100%) of the

Contract Price but, in any event, shall provide for the payment of all project costs in accordance with the Contract Documents, without additional cost to the Owner.

3. Maintenance Bond will be so conditioned as to provide for the correction or replacement of any portion of the Work that proves defective in materials or workmanship for a period of one year following final acceptance of the project and shall cover not only the material but also the costs of removal, correction, re-construction and any other costs incurred in the repair of defective portion of the Work

VIII. REQUESTS FOR CLARIFICATION

A. Requests for Information (RFI) regarding this RFP shall be submitted electronically at www.bidnetdirect.com//cityofwray. RFIs shall be submitted a minimum of seven (7) days prior to the date of submittal.

Direct contact with City elected officials or City staff (with the exception of the City Manager) during the selection process, except when and in the manner expressly authorized by the

Request for Proposal documents, is strictly prohibited and may render the submittal as non-compliant. Violation of this requirement is grounds for disqualification from the process.

http://www.bidnetdirect.com/cityofwray

IX. SELECTION PROCESS

A. Preliminary Project Schedule

September 10, 2025 RFP Release Date

September 10, 2025 First Publication of RFP Notice

September 19, 2025 Request for Clarification Due by 5:00 p.m. (local time)

September 26, 2025 Proposals Due to the City of Wray by 2:00 p.m. (local time)

October 14, 2025 Bids Reviewed/Awarded by the Wray City Council

X. TERMS AND CONDITIONS

1. Proposers are expected to examine exhibits, specifications, schedule of delivery, and all instructions. Failure to do so will be at the bidder’s risk.

2. Each bidder shall furnish the information required in the Request for Proposals.

3. The Contract/Purchase Order will be awarded to the responsible bidder whose submittal, conforming to the Request for Proposals, will be most advantageous to the City of Wray, price and other factors considered.

4. Any interpretation, correction or change of the RFP documents will be made by

Addendum. Interpretations, corrections and changes of the RFP documents made in any other manner will not be binding, and proposer shall not rely upon such interpretations, corrections and changes. The City’s Representative will not be responsible for oral clarification.

5. All submittals must be received at the address and by the date and time specified herein.

6. Any submittal received after the identified date and time will be returned unopened.

7. Proposals submitted in response to this advertisement are done so at the Bidder’s own risk and Bidder shall take full responsibility for all associated costs.

8. Following the selection process, the proposal for the selected Proposer shall be made available for public review, except for any items that the Proposer has requested, in writing, to remain confidential under applicable law.

9. The City of Wray reserves the right to reject any or all proposals, to waive any informalities or irregularities therein, and to negotiate other terms in the proposals.

10. The City herein expressly reserves the following rights:

a. To negotiate separately with any source whatsoever in any manner necessary to serve the best interests of the City. The City does not intend to award a contract solely on the basis of any response made to this request for proposals or in any way to pay for information solicited or obtained. The information obtained will be used in determining what seems to best serve the interest of the City.

b. To consider the competency and responsibility of proposers and of their proposed sub consultants in awarding any contract.

c. To make the award based on the City’s best judgment as to which proposal best meets the City’s expectations of a project of the highest quality and innovation.

d. To negotiate the terms and conditions of the contract, including but not limited to the statement of work and contract price, in order to meet the City’s project expectations.

e. To make such changes or correction in plans, specifications or quantities of the RFP as City may deem necessary or desirable during the RFP process. It is Proposer’s responsibility to monitor the RFP throughout the RFP and subsequent processes.

f. The right to withdraw the entire project or any Project Element(s) from award consideration if it is in the best interest of the City to do so.

g. The City of Wray reserves the right to reject any or all proposals, to waive any informalities or irregularities therein, and to negotiate other terms in the proposals.

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EXHIBIT A: BID SUBMITTAL FORM

Bidder Name:____________________________________________________________________

Address: ________________________________________________________________________

Daytime Phone: __________________________________________________________________

Email: __________________________________________________________________________

Individual Authorized to enter into a contract with City of Wray:

Project Supervisor:________________________________________________________________

The Contract/Purchase Order will be awarded to the responsible bidder whose submittal, conforming to the Request for Proposals, will be most advantageous to the City of Wray, price and other factors considered.

The City of Wray reserves the right to reject any or all proposals, to waive any informalities or irregularities therein, and to negotiate other terms in the proposals.

Additional information to be submitted with Bid if not stated elsewhere.

a. A cover letter.

b. A narrative statement detailing the firm's understanding of the requirements of the project and the capability to provide professional services for the project

c. A general description of the firm, including company organizational structure, size of company, recent experience in comparable municipal projects, and experience with projects funded by state and federal grants.

d. Identification of those key individuals who will be involved in the proposed project(s), setting forth their qualifications, backgrounds, experience, and specific responsibilities.

e. A representative list of previous clients and representative project comparable to the proposed project. Include contact person, municipality, project(s), and phone numbers.

f. Demonstrated capability to meet schedules/deadlines without delays, cost escalations, overruns, or contractor claims.

Provide rate schedule below for all work associated with providing services as described in project scope:

Service Description 2025/2026

Unit/Hourly Costs

Mowing/ Weed Removal

Snow Removal

Other – Please Indicate:

The undersigned, having become familiar with the local conditions affecting the cost of the work, hereby proposes to furnish all the labor, materials, necessary tools, and equipment and all transportation service necessary to perform and complete all the work required in connection with this Solicitation. Furthermore, the undersigned certifies that its Rates as set forth in its Rate Schedule will remain in effect through December 31, 2026.

By submission of this Rate Schedule, the undersigned certifies, and in the case of a joint Rate

Schedule, each party thereto certifies as to his own organization, that the following Rates have been arrived at independently, without consultation, communication, or agreement as to any matter relating to this Solicitation with any other Contractor or any competitor.

Bidder acknowledges that bidders' rates include an amount considered by Bidder to be adequate to cover Contractor’s overhead and profit for each separately identified item.

Bidder: [Indicate correct name of bidding entity]

By: [Signature] [Printed Name]