RFP-RH-25-034 Snow Removal.pdf

City of Rochester Hills

Request for Proposals

Snow Removal Services

RFP-RH-25-034

Dated: May 9, 2025

The City of Rochester Hills is accepting proposals from qualified and experienced contractors to perform Snow Removal Services for the City of Rochester Hills for the 2025-2026 Winter Season, including plowing and salting for parking lots, drive areas, sidewalks and steps; the City reserves the right to exercise renewals for two (2) additional one year Winter Season options, 2026-2027 Winter

Season and the 2027-2028 Winter Season.

It is important that you read all the information to ensure you submit your proposal response to the

City in the correct manner. Please ensure all documents are signed. If you are interested in providing a proposal, please read the document in its entirety and submit the requested information and proper forms and upload to the MITN website. Electronic submission ONLY will be accepted. Hardcopy, emailed, faxed and late submittals will not be accepted.

Sealed proposals for the Snow Removal Services will be received by the City of Rochester Hills

Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, MI 48309 via electronic submission ONLY through the MITN (www.mitn.info) website until exactly 3:00 P.M. Local Time, Friday, May 30, 2025. The City will subsequently at 3:30 P.M. read the names and addresses received publicly via a Zoom Teleconference.

Questions are to be directed to Amber Beauchamp, Procurement Analyst. All questions are to be submitted in writing and emailed to beauchampa@rochesterhills.org. All questions regarding the proposal must be in writing prior to Thursday, May 22, 2025 by 11:30 a.m., at which time a response will be prepared and posted as an addendum to the quotation on the MITN website, if such information would be of significance to uninformed vendors. Questions received after the date and time above will not be considered. Vendors are specifically directed to not contact other City staff; unauthorized contact of any Agencies’ employees may result in rejection of submittal.

Proposal Opening Via Zoom Teleconference.

Proposers wanting to view the opening are invited to do so utilizing the following meeting information listed below. We are requesting that you not attend in person to limit capacity within the City building during this time and it is possible that City buildings may not be open to the public at the time of the opening.

When: May 30, 2025 03:30 PM Eastern Time (US and Canada)

Topic: RFP-RH-25-034 Snow Removal

Please click the link below to join the webinar: https://us02web.zoom.us/j/84334345588

Webinar ID: 843 3434 5588

The City of Rochester Hills officially distributes proposal documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN). Copies of proposal documents obtained from any other source are not considered official copies. Only those vendors who obtain http://www.mitn.info/ mailto:beauchampa@rochesterhills.org proposal documents from either the Purchasing Division or the MITN System are guaranteed access to receive addendum information, if such information is issued. The first step to do business with the

City is to become a registered vendor by visiting www.mitn.info to link to the MITN website. Final proposal results will be posted on the MITN website after award.

As this Request for Proposals is being made available by electronic means, the proposer accepts full responsibility to ensure that no changes are made to the Request for Proposals documents. In the event of conflict between a version of the Request for Proposals submitted by proposer and the version maintained by the City of Rochester Hills Purchasing Division, the version maintained by the City of

Rochester Hills Purchasing Division shall govern.

Please note if you are submitting proposal through the MITN website, the City of Rochester Hills is capable of accepting documents in .docx, .pdf, .jpg, .tif or rtf formats. Due to security risks associated with some file formats, the following file types are not able to be opened by the City: DOC, DOCM, DOT, XLS, XLSM, XLSB, XLT, PPT, PPTM, RTF. All of these formats can contain malicious code.

The City is also not able to open ZIP files at this time. Alternatively, you could convert these files to

PDF.

The City’s acceptance of a proposal/bid and approval of the award of a contract shall not constitute a formed contract, and the acceptance of a proposal/bid and award of a contract shall be contingent and conditioned upon the parties’ entry into and execution of a written agreement acceptable to the City.

THE CITY OF ROCHESTER HILLS RESERVES THE RIGHT TO REJECT ANY AND ALL

PROPOSALS.

All information requested herein must be submitted with the proposal prior to the due date; failure to do so may result in rejection of the proposal as non-responsive and/or incomplete. The City reserves the right to postpone the due date for its own convenience. Proposals are considered received when in the possession of the Purchasing Division at the due date and time.

The submission of a proposal hereunder shall be considered evidence that the proposer is satisfied with respect to the conditions to be encountered, and the character, quantity and quality of the work to be performed.

City may enter into a contract with one or more qualified firms in order to provide the necessary services and meet City demands. The City will determine when and to what extent the Contractor’s services will be used. No specific quantity of hours or jobs is guaranteed (only on an as needed basis).

Proposers are advised that the RFP is considered to be under evaluation from the opening date until contract award. The Purchasing Division and City staff are restricted from giving any information relative to the “progress” of the evaluation during this time, except as described in this RFP and as required to administer the evaluation process. Contact with review committee members, Mayor or City

Council members can result in disqualification. An award will be posted on the MITN website.

As this Request for Proposals is being made available by electronic means, the proposer accepts full responsibility to ensure that no changes are made to the Request for Proposals documents. In the event of conflict between a version of the Request for Proposals submitted by proposer, the version maintained by the City of Rochester Hills Purchasing Division shall govern.

Overview.

The City of Rochester Hills on behalf of itself is accepting proposals from qualified and experienced contractors to perform Snow Removal Services for the 2025-2026 Winter Season, including plowing and salting for parking lots, drive areas, sidewalks and steps; the City reserves the right to exercise renewals for two (2) additional one-year Winter Season options, 2026-2027 Winter Season and the 2027-2028

Winter Season.

The Contractor shall be responsible for all area measurements of the parking lots and walkways in order to determine the cost for snow/ice removal and the amount of required salt.

Definitions.

1. Owner or City shall refer to the City of Rochester Hills.

2. Agency or Agencies shall refer to the City of Rochester Hills.

3. Service Company, Vendor, Contractor, Proposer or Bidder shall refer to the company providing a bid, quote or proposal for the work outlined in the specifications.

Scope of Work.

It is important for the City of Rochester Hills to provide a safe environment for those accessing their buildings; therefore, it is important that the Contractor monitor weather conditions and respond accordingly to properly maintain the parking lots and pedestrian ways for the City of Rochester Hills locations (City Hall, the 52/3 District Court, Oakland County Sheriff’s Office (OCSO), and the five fire stations) location.

The Agencies seek the services of a snow removal contractor, or contractors, for the 2025-2026 Winter

Season, including plowing and salting for parking lots, drive areas, sidewalks and steps; the Agencies reserve the right to exercise renewals for two (2) additional one-year Winter Season options, 2026-2027

Winter Season and the 2027-2028 Winter Season.

Snow removal shall be accomplished during the specified times and/or when accumulated snow or ice has reached minimum depths, per the specifications.

The Contractor shall provide all skilled labor, materials and equipment to provide a safe environment for those accessing these buildings by properly removing the snow and/or ice from the parking lots and pedestrian ways at the following locations.

City of Rochester Hills Sites:

The awarded shall be required to attend a preliminary walk-through with the Agencies’ authorized representatives prior to the start of the Winter Season.

Location #1: Rochester Hills City Hall, 1000 Rochester Hills Drive, Rochester Hills

Location #2: 52/3 District Courthouse, 700 Barclay Circle, Rochester Hills

Location #3: Oakland County Sheriff’s Office, 750 Barclay Circle, Rochester Hills

Location #4: Fire Station # 1, 1111 Horizon Court, Rochester Hills

Location #5: Fire Station # 2, 1251 E. Auburn Road, Rochester Hills

Location #6: Fire Station # 3, 1111 Horizon Court, Rochester Hills

Location #7: Fire Station # 4, 2723 Walton Boulevard, Rochester Hills

Location #8: Fire Station # 5, 251 E. Tienken, Rochester Hills

Location #9: Emmons Parking Lot, Auburn Road

Location #10: Harrison & Eastern Parking Lot, Auburn Road

General Conditions.

1. No proposal shall be accepted from, or contract awarded to any person, firm or corporation that is in arrears or is in default to the City of Rochester Hills, or Agencies upon any debt or contract, or that is in default as surety or otherwise, or failed to perform faithfully any previous contract with the Agencies.

2. No proposal will be allowed to be withdrawn after it has been deposited with the City of Rochester

Hills, except as provided by law.

3. All costs incurred in the preparation and presentation of this proposal in any way whatsoever shall be wholly absorbed by the prospective firm. All supporting documentation shall become the property of the City of Rochester Hills, unless requested otherwise at the time of submission.

Michigan FOIA requires the disclosure, upon request, of all public records that are not exempt from disclosure under Section 13 of the Act, which are subject to disclosure under the Act;

therefore, confidentiality of information submitted in response to this Request for Proposals is not assured.

4. Any deviation from the scope of work must be noted in the proposal.

5. Awarded Contractor who is performing work of any kind on any property owned or managed by the Agencies may be required to wear a provided ID Badge that identifies them as a guest contractor for the Agencies and report to Agencies’ main location prior to any work to receive the

ID badges for those employees working on the Agencies’ property. Badges should be visible at all times while on Agencies property and returned to the Agency after final service for the project/season.

6. Awarded contractor will also be required to attend an on-boarding meeting with the

Agencies at the beginning of the contract to review the goals, procedures and policies of the contract. Awarded vendor will also be required to visit each site with Authorized

Representatives of each Agency to review the protocol at each site in advance of the snow season so all parties understand the scope of services.

7. Awarded Contractors working at the OCSO location will be subject to background checks in accordance with the OCSO policies and procedures.

8. The City of Rochester Hills reserve the right to terminate the contract without penalty upon thirty

(30) days written notice due to poor performance or for reasons deemed to be in its best interest.

A designated representative of the City of Rochester Hills will be solely responsible for determining acceptable performance levels. The City of Rochester Hills reserves the right to re-award the contract to the second most qualified proposal, re-solicit the contract or do whatever is deemed to be in its best interest.

9. The Agencies have the option, at any time, during the term of the contract, to add buildings, or to delete buildings and/or services. When adding, Contractor to provide a quote to be evaluated by the Agency.

10. Due to workload, the Agencies may enter into a contract with one or more qualified firms in order to provide the necessary services and meet demands. The Agencies reserve the right to split or abstract any or all proposals and award multiple contracts for the same proposal, based on price, availability and service when it best serves the Agencies.

11. Contracts for work under this proposal will obligate the firm or firms to not discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment on a matter directly or indirectly related to employment, because of race, color, religion, national origin, age, sex, height, weight or marital status pursuant to the Elliot

Larsen Civil Rights Act, 1976, P.A. 453. The Contractor and the City shall also comply with the provisions of the Michigan Handicappers Civil Rights Act, 1976, P.A. 220 and the Federal

Rehabilitation Act of 1973, P.A. 93 112, 87 Stat. 394, which require that no employee or client or otherwise qualified firm participation in, be denied the benefits of or be subjected to discrimination under any program or activity receiving Federal Assistance. No person shall, on the grounds of race, creed, color, sex, age, national origin, height, weight, handicap or marital status be excluded from participation in, be denied the proceeds of or be subject to discrimination in the performance of this contract. The Contractor shall comply with all applicable regulations promulgated pursuant to the Civil Rights Act of 1964, as amended.

12. The City of Rochester Hills is exempt from all sales, excise and transportation taxes.

13. All Contractors and subcontractors performing services for the Agencies are required and will comply with all Occupational Safety and Health Administration (OSHA), State and City Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all

Contractors and subcontractors will be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.

14. All Contractors and subcontractors shall perform all work in accordance with applicable local, State and Federal laws, rules, regulations, zoning and building codes, as well as M.I.O.S.H.A.

guidelines in effect at the time of this project. The Contractor shall provide for the protection of the public, City employees, and the Contractor’s own workers from work related hazards.

Contractor shall also provide notification to the City Representative and personnel directly affected by the work of any potentially dangerous situations. In the event of an emergency affecting the safety of persons or property, the Contractor shall act immediately to prevent threatened loss or damage. The Contractor shall immediately stop any activity or operation affecting safety until the situation(s) is corrected.

15. The City reserves the right to postpone the due date for its own convenience.

16. No faxed proposals will be accepted. No late proposals will be accepted. All information requested herein shall be submitted with the proposal; failure to do so may result in rejection of the proposal as non-responsive and/or incomplete.

17. All proposals shall be recorded with the names of the proposers at the date and time specified. All proposals shall be in accordance with the Purchasing Ordinances of the City of Rochester Hills and the requirements of this notice to be deemed “responsive.”

18. The City of Rochester Hills reserves the right to negotiate separately with any proposer after the due date of this Request for Proposal when such action is considered in its best interest. Subsequent negotiations may be conducted, but such negotiations will not constitute acceptance, rejection or a counter-offer on the part of the Agencies.

19. It shall be the proposer’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addenda shall become a part of the contract and all proposers shall be bound by such changes or addenda. Addendums will be posted on the MITN system.

20. The Agencies reserve the right to waive any informalities, or immaterial omissions or defects not involving price, time or changes in the work and to reject any or all proposals, if to do so is deemed in the best interest of the Agencies. In no event will an award be made until all necessary investigations are made as to the responsibility and qualifications of the proposer to whom it is proposed to make such award. Any contract awarded to a person or company who is discovered to have been in default or disqualified at the time of the awarding of the contract shall be voidable at the discretion of the Mayor of the City of Rochester Hills.

21. The proposer shall be required to perform and complete the proposed work in a thorough and workmanlike manner and to furnish all necessary labor, tools, equipment, material and supplies, except as may otherwise be specified as “furnished by the Agencies.”

22. The proposer shall not subcontract any or all portions of the work unless the Agencies grant prior written approval. Any subcontractor, as approved, shall be bound by the terms and conditions of this contract.

23. All work shall meet with the approval of Agencies’ authorized representative, or his designee, as confirming to the provisions and requirements of this contract.

24. All snow removal services shall be conducted in a manner that will not create a hazard, nor hinder, restrict or impede traffic. The safety of the Contractor’s employees and the public is of prime concern to the Agencies and the Contractor must take all necessary steps to assure proper safety during the performance of the contract.

25. The proposer shall not operate equipment on the roadway or in a manner that requires unnecessary crossing of the roadway. Equipment not in use may not be temporarily parked in the traveled portion of the roadway or on non-motorized pathways.

26. The work shall be suspended if traffic is being unduly hampered or delayed by the work.

27. The proposer shall coordinate his/her work with other contractors performing work within the common or adjoining areas so as to avoid conflicts in maintaining traffic operations or hindering the orderly progress of the other contract work.

28. All items in this proposal must be completed with a response. The response must follow the format outlined in this proposal. Supplemental information may be attached. Proposers not responding to any of the specifications or questions may be classified as unresponsive.

29. Proposers should note that a RFP is considered to be under evaluation from the due date until contract award. The contracting officer is restricted from giving any information relative to the

“progress” of the evaluation during this time, except as described in other areas of this RFP and as required to administer the evaluation process. Proposers will be notified by mail when an award is made and a notice posted on the MITN website.

30. No contract shall automatically be renewed at the end of any contract term.

31. Additional costs for fuel surcharges are prohibited.

32. The Agencies’ acceptance of a proposal and approval of the award of a contract shall not constitute a formed contract, and the acceptance of a proposal and award of a contract shall be contingent and conditioned upon the parties’ entry into and execution of a written agreement acceptable to the City.

33. Proposer shall be required to execute a contract on the basis of the proposal within ten (10) days after execution of the contract.

34. The Contractor shall furnish all supervision, labor, insurance, equipment and supplies necessary to perform snow removal services.

35. The Agencies will not be liable for damage to property due to the Contractor’s negligence. The

Contractor shall take all necessary measures to prevent damage to other areas of the building, such as: grounds, fencing, lighting and utilities adjacent to work. Should damage occur as a result of the Contractor’s work, the Contractor is responsible for the repair and/or replacement of the damaged area; otherwise, the Agencies shall repair and/or replace the damaged area and charge the Contractor or deduct the amount from Contractor’s payment.

36. All licenses required by the State of Michigan and/or the Agencies, which are necessary to perform this Contract, must be obtained prior to the award of contract.

37. The Agencies reserve the right to reject any and all proposals and to waive any defect or irregularity in the proposals. The Agencies reserve the right to accept and separate items in the proposal and to accept the proposal that, in the opinion of the Agency, is to the best advantage and interest of the public we serve.

38. The proposal will be awarded to that responsible, responsive vendor whose proposal, conforming to this solicitation, will be most advantageous to the Agencies with qualifications, experience, comparable projects, work plan and price considered in the evaluation process and award of a contract.

39. Contractor to provide Michigan Safety Data Sheets (MSDS) for each chemical applied under these specifications.

General Specifications.

1. Contractor shall be required to submit a completed “Storm Log” supplied by the Agencies (see page 32) within twenty-four (24) hours of performing snow removal services; failure to submit may result in withholding or non-payment.

2. When less than the minimum snowfall of one inch (1”) or icy conditions exist, the Contractor shall salt all parking lots and sidewalks at the Agencies’ buildings.

3. During continued snow on Monday through Friday, between the hours of 7:00 a.m. and 5:00 p.m., Contractor shall shovel, clean and/or salt all sidewalks and steps at the City Hall, Oakland County

Sheriff’s Office, 52/3 District Court.

4. Failure of the Contractor to start and complete their work within the time frames stated shall constitute cause for termination of services. Upon written or verbal communication, the Contractor shall immediately correct any deficiencies in their work and take all necessary steps to prevent a similar occurrence while working under the contract.

5. Snow shall be plowed in such a manner as not to block the ingress/egress routes of the parking lots, the site, emergency access routes, reduce the number of required parking spaces, reduce the size of the parking spaces, prevent access to the trash dumpsters or fire hydrants, allow accumulation of plowed snow around light poles or in such a manner that the snow is left between parking spaces.

Proper removal and storage of the snow is the responsibility of the Contractor and the Contractor shall correct any snow removal and storage problems at his/her expense.

I. Specifications for City of Rochester Hills Sites

A. Specifications for City Hall.

1. City Hall Plow and Salt – Visitor Lot (North) and Employee Lot (South), circle drive in front of the building, parking spaces located in the circle drive island in front of the building, sidewalk along the perimeter of the circle drive island and sidewalk along the perimeter of the

City Hall.

Note: City Hall is subject to meetings during evening hours.

2. The Contractor shall be responsible for all area measurements of the parking lots to determine the cost for snow/ice removal and the amount of required salt.

3. The Contractor shall provide a cost as outlined on the specification sheet. A per push price shall be based on a minimum snow depth of at least one inch (1”).

4. The Contractor shall provide a cost for the amount of salt needed to adequately melt the snow or ice in the parking lots based on the area of the parking lots. A per ton cost is not acceptable.

5. Snow removals or salting shall be completed prior to 7:00 a.m., Local Time, Monday through Friday at City Hall. The start of snow removal at City Hall shall not begin after this time without approval by the City’s Authorized Representative.

6. When less than the minimum snowfall of one inch (1”) or icy conditions exist, the Contractor shall salt all parking lots and sidewalks at the City buildings.

7. Snow removals or salting at the other locations shall commence after completion of City Hall and prior to the beginning of any scheduled events at the other locations.

8. The City will provide a schedule of events for City Hall to inform the Contractor of the starting time of these events. The Contractor shall use this schedule to complete the snow removal and/or salting of the parking lots one-half (1/2) hour prior to the start of the event.

B. Specifications for 52/3 District Court.

1. Plow and Salt – All parking lots, drive areas, sidewalks and steps to all property lines.

2. Plow and Salt all parking lots, drives, and sidewalks by 7:30 a.m.

3. The steps in front of the District Court are heated.

a. Steps are to be cleared at all temperatures

b. When temperature is below 25⁰, steps are to be also be salted

4. Snow shall be directed away from the building.

5. Never push or pile snow removed from the heated steps near the Court pillars.

6. Snow shall not be piled up on concrete walkways and the Court steps.

7. Snow on walkways (sidewalks) shall be cleared by hand or snow blower. Sidewalks include the area along Barclay circle from each property line boundary. The property line boundaries are marked in green on the map attached. No vehicles, such as pickup trucks, tractors or bobcats are permitted on the walkways. Note: an ATV – four-wheeled vehicle with plow blade (without teeth) is permissible ONLY with prior approval granted by the City for sidewalk areas ONLY.

All snow pushed by an ATV must be pushed to the parking lot and plowed away—no snow can be piled and remain on sidewalk areas.

Extreme care and caution must be exercised in these areas in order to avoid pedestrians and damage to existing structures, benches and sidewalk lights, etc.

8. Contractor will be responsible for disposal of snow removal from the site when the snow staging area cannot accommodate additional snow. In the event of a major storm the Contractor will be responsible to load and transport excess snow from the facility when advised by the City’s

Authorized Representative.

9. During continued snow on Monday-Friday, between the hours of 7:00 a.m. and 5:00 p.m., Contractor shall shovel and clean all sidewalks and steps at the Court entrance every two

(2) hours. In the event of heavy snow (5” to 12”), a minimum of two (2) people with snow blowers or shoveling is required; a minimum of four (4) people is recommended.

10. When less than the minimum snowfall of one inch (1”) or icy conditions exist, the Contractor shall salt all parking lots and pedestrian ways at the City buildings.

11. Caution shall be taken near benches, fences, walkway lights and wall areas.

C. Specifications for Oakland County Sheriff’s Office.

1. The Contractor shall be responsible for all area measurements of the parking lots to determine the cost for snow/ice removal and the amount of required salt.

2. Because the Oakland County Sheriff’s Office is a secure facility, Vendors are REQUIRED to report in and provide identification at the Oakland County Sheriff’s Office, 750 Barclay Circle, Rochester Hills, Michigan before approaching the gate. Snow should be pushed as much as possible into detailed areas entitled “place snow here.”

3. Plow and Salt – All parking lots drive areas, sidewalks and steps from the front door to the areas identified within the property lines must be plowed and salted. The property line boundaries are marked in green on the map attached. During continued snow on Monday-Friday, between the hours of 7:00 a.m. and 5:00 p.m., Contractor shall shovel, clean and salt all sidewalks and steps at the OCSO entrance every two (2) hours. In the event of heavy snow (5” to 12”), a minimum of two (2) people shoveling is required; a minimum of four (4) people is recommended.

4. When less than minimum snowfall of one inch (1”) or icy conditions exist, the Contractor shall salt all parking lots and pedestrian ways.

5. The OCSO operates twenty-four (24) hours per day/seven (7) days per week. Weekend snow removal and/or salting of this parking lot shall be performed by the Contractor to ensure a safe environment for those people accessing the building. When continued snowfall occurs over the weekend, the snow removal shall be done in such a manner that provides the greatest cost effectiveness for the City while ensuring a safe environment for the occupants of the building.

6. The Contractor shall notify the Oakland County Sheriff’s Office (OCSO) when plowing their lot so vehicles can be moved in order to facilitate snow removal. Snow to be placed in area noted on attached paperwork “place snow here.”

7. The Contractor shall provide a cost as outlined on the specification sheet. A per push price shall be based on a minimum snow depth of at least one inch (1”), which includes snow removal and salting.

8. The Contractor shall provide a cost for the amount of salt needed to adequately melt the snow and/or ice for the areas to be salted. Cost shall be based on salting the parking lots and pedestrian ways. A per ton cost is NOT acceptable.

9. Snow shall not be stored in reserved parking spaces (handicap, Judges or other spaces clearly marked reserved) or in front of the dumpster’s gates. Snow can be stored in the designated parking space areas along the rear fence and the dumpster enclosure. DO NOT pile snow in such a manner that will damage the fence. Excess snow must be removed from the lot via a dump truck and piled on the west side of the fence (west side of the site). Refer to aerial provided in

Attachment A at the end of the RFP.

Matrix for Courthouse and Oakland County Sheriff’s Office:

Parking Lots

Sidewalks

Steps

Conditions

NOTE: The steps in front of the District Court are heated; are to be cleared at all temperatures and when the temperature is below 25⁰, salted.

Less than 1” anytime salt salt salt snow and/or ice

1” from 5:00 p.m. to 7:00 a.m.

plow/salt plow/salt plow/salt snow

1” from 7:00 a.m. to 5:00 p.m.

salt plow/salt plow/salt snow

Greater than 1” plow/salt plow/salt plow/salt snow from 5:00 p.m. to 7:00 a.m.

Greater than 1” from 7:00 a.m. to 5:00 p.m.

salt plow/salt plow/salt snow

D. Specifications for Fire Stations # 1 - # 5.

1. The Contractor shall be responsible for all area measurements of the parking lots to determine the cost for snow/ice removal and the amount of required salt.

2. All sidewalks, parking lot, drive areas, and driveways in front of bay doors must be plowed and salted.

3. When less than minimum snowfall of one inch (1”) or icy conditions exist, the Contractor shall salt all parking lots and pedestrian ways.

4. The Fire Stations operates twenty-four (24) hours per day/seven (7) days per week. Weekend snow environment for those people accessing the building. When continued snowfall occurs over the weekend, the snow removal shall be done in such a manner that provides the greatest cost effectiveness for the City while ensuring a safe environment for the occupants of the building.

5. The Contractor shall provide a cost as outlined on the specification sheet. A per push price shall be based on a minimum snow depth of at least 1”, which includes snow removal and salting.

6. The Contractor shall provide a cost for the amount of salt needed to adequately melt the snow and/or ice for the areas to be salted. Cost shall be based on salting the parking lots and pedestrian ways. A per ton cost is NOT acceptable.

7. Snow shall not be stored in reserved parking spaces or in front of the dumpster’s gates. Snow can be stored in the designated parking space areas along the rear fence and the dumpster enclosure.

DO NOT pile snow in such a manner that will damage the fence. Excess snow must be removed from the lot via a dump truck and piled on the west side of the fence (west side of the site). Snow must not block any bay doors.

8. Caution shall be taken near benches, fences, walkway lights and wall areas.

E. Specifications for City Owned Parking Lots at Emmons & Harrison/Eastern

1. The Contractor shall be responsible for all area measurements of the parking lots to determine the cost for snow/ice removal and the amount of required salt.

2. Entire parking lot, all drive areas, driveways must be plowed and salted.

3. When less than the minimum snowfall of one inch (1”) or icy conditions exist, the Contractor shall salt all parking lots.

4. The Parking lots are open twenty-four (24) hours per day/seven (7) days per week. Weekend snow environment. When continued snowfall occurs over the weekend, the snow removal shall be done in such a manner that provides the greatest cost effectiveness for the City while ensuring a safe environment for those utilizing the parking lots.

5. The Contractor shall provide a cost as outlined on the specification sheet. A per push price shall be based on a minimum snow depth of at least 1 inch, which includes snow removal and salting.

6. The Contractor shall provide a cost for the amount of salt needed to adequately melt the snow and/or ice for the areas to be salted. Cost shall be based on salting the parking lots. A per ton cost is NOT acceptable.

7. Snow can be stores in the designated parking space areas along the rear fence and the dumpster enclosure. DO NOT pile snow on islands. Snow can only be stored in parking spots as designated on the maps in Attachment B. Excess snow must be removed from the lot via a dump truck to the

City’s Spencer Park only when requested by the City Authorized Representative.

Invoices and Payment Terms.

Contractors are required to submit a Storm Log to the City’s Designated Representative indicating date, time, location & service provided within twenty-four (24) -hours of snow removal services. A Storm

Log will be provided to the awarded contractor(s), which indicates day, date, storm event description, location, operator(s), equipment used, time arrived on site, time leaving site, hours on site, material used

(unit and quantity). Failure to submit a Storm Log may result in Contractor being denied payment for invoiced services. A copy of the Storm Log has been provided (page 35) for the Contractor’s reference.

Invoices are to be generated monthly by location and are to include date of work and the type of service provided, i.e., plowing and salting, only salting, etc. for each location. Invoices shall be validated utilizing the Storm Log.

Payment methods:

• Check – minimally 60-days from receipt of invoice

• ACH – 45-days from receipt of invoice

• Credit Card – 20-days from receipt of invoice.

Invoices for services shall include the following:

• Individual site location

• Date of service

• Description of services performed must be identified

Invoices shall be submitted to the appropriate agency.

Payments will be processed as noted above upon the receipt and acceptance of merchandise or services rendered and properly completed invoice. Partial payments are not authorized on individual written purchase orders issued for this procurement. Advanced payments will not be authorized.

Invoices for City of Rochester Hills site locations must be directed to:

Accounts Payable / Email: accountspayable@rochesterhills.org

1000 Rochester Hills Drive

Rochester Hills, MI 48309

Invoices for Rochester Avon Recreation Authority site location will be provided after their award.

Payment will be made after the services have been:

• Received or completed in full

• Inspected and found to comply with all specifications and be free of damage or defect

• Properly invoiced.

• Checks will only be made payable to the company name as shown on the purchase order; the invoice must reflect this same company name as the “pay to.”

Fiscal Non-Appropriation Clause.

This request for proposals does not commit the Agencies to award a contract, to pay any costs incurred in the preparation of the proposal to this request, or to procure or contract for services. All proposals submitted in response to the RFP shall become the property of the City of Rochester Hills.

In the event sufficient budgeted funds are not available for a new fiscal period, the Agency shall notify the vendor of such occurrence and the contract shall terminate on the last day of the current fiscal period without penalty or expense to the Agency.

Bankruptcy or Insolvency.

In the event bankruptcy proceedings are commenced by or against the awarded Vendor or under any provisions of the United States Bankruptcy Act or for the appointment of a receiver or trustee or a general assignment for the benefit of creditors of either party, the Agency shall be entitled to terminate without further cost or liability. The Agency may cancel the Agreement/Contract or affirm the Contract and hold the Vendor responsible for damages.

Examination of Site of Work.

Before submitting a proposal, each proposer shall read the specifications and all other proposal documents, if any, and shall visit the site of the work. Each proposer shall fully inform himself/herself prior to proposing as to existing conditions and limitations under which the work is to be performed, and shall include in his/her proposal sums to cover the cost of items necessary to perform the work as set forth in the proposed documents. No allowance will be made to a proposer because of lack of such examination or knowledge. The submission of a proposal will be considered as conclusive evidence that the proposer has made such examination.

Ineligibility of Iran Linked Businesses.

Under 2012 PA517, an Iran linked business as defined therein, is not eligible to contract with the City and shall not submit a proposal.

mailto:accountspayable@rochesterhills.org

Additional Work.

In the event additional work is required, Contractor shall present to the Agencies’ Authorized

Representative, a Change Order outlining the scope of additional work and related costs prior to commencement of the work. No additional work shall be performed without prior approval of a Change

Order by the Mayor of the City of Rochester Hills.

Prior Award.

Information related to the prior award can be located at www.mitn.info and refer to RFP-RH-22-038 with a closing date of June 29, 2022 and is not identical in all respects.

No Exclusive Contract/Additional Services.

Contractor agrees and understands that the contract shall not be construed as an exclusive agreement and further agrees that the City may, at any time, secure similar or identical services at its sole option.

Selection Process.

This document is a Request for Proposals (RFP); it differs from a Request for Bid/Quotation in that the

Agencies are seeking a solution as described herein, not a bid meeting firm specifications for the lowest price. As such, with an RFP, the lowest price proposed will not guarantee an award recommendation.

Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of the services and price may not be the determinative factor in the issuance of a contract or award. The Agencies will review all proposals received and will utilize its best judgment in awarding a contract/purchase order to a qualified proposer. The Agencies reserve the right to select, and subsequently recommend for award, the proposed services which best meets its required needs, quality levels and budget constraints.

The Agencies reserve the right to interview any number of qualifying firms as part of the evaluation process. The decision of which firm(s) to contact, if any, will be based on the evaluation criteria set forth herein, as determined in the evaluation process. Meetings with shortlisted proposers will provide additional information and criteria upon which the Agencies will base its selection decision.

The Agencies are not required to accept the lowest proposal in all or in part. The proposal award will not be based solely upon cost, but will be evaluated based upon criteria formulated around the most important features of the services, of which qualifications, experience, comparable projects, methodology, turnaround time or capacity, may be overriding factors. The proposal evaluation criteria should be viewed as standards, which measure how well a vendor’s approach meets the desired requirements and needs of the Agencies.

Proposals will be evaluated and ranked. The Agencies reserve the right to reject any and all proposals, to make an award based directly on the proposals or to negotiate further with one or more firms. The proposer selected for the award will be chosen on the basis of the apparent greatest benefit to the

Agencies, including, but not limited to:

1. Experience/Qualifications

Proposing on this contract shall be limited to individuals, partnerships and corporations actively engaged in the field of snow removal. Proposers shall demonstrate competence, experience and financial capability to carry out the terms of the contract. The Agencies will require proof of these qualifications. Proposer shall provide a resume in their proposal demonstrating the Proposer’s ability to satisfy the requirements as set forth in these specifications signed by the person having authority to make the proposal for the firm. The

Proposer shall include in his/her resume any and all information pertinent to aiding the

Agencies in determining the abilities of the Proposer.

2. Capacity

Proposers should clearly identify all available resources within the company and those that will be subcontracted to others. Provide an Equipment List and number of full-time and part-time employees.

3. Methodology

Provide the company’s method of approach or work plan summary to meet the Agencies’ needs for the scope of work specified.

4. References

Provide a list of comparable projects that have been successfully completed.

5. Cost

Cost proposals per Proposal Form.

Each Agency will make their award based upon the evaluation of proposals received from this solicitation.

Insurance Requirements.

The vendor shall not commence work until he has obtained and delivered to the City of Rochester Hills the certificate of insurance required under this paragraph. All insurance carriers must be acceptable to the City and licensed and admitted to do business in the State of Michigan. Certificate of Insurance and required endorsements shall be sent electronically to the City of Rochester Hills to the attention of the purchasing division at the following email address: purchasing@rochesterhills.org.

A new certificate of insurance shall be provided to the City each year at the time of policy renewal.

Failure of the Vendor to maintain the required insurance shall be grounds for contract cancellation.

1. Commercial General Liability Insurance: The Vendor shall procure and maintain during the life of the blanket purchase order/contract, Commercial General Liability Insurance on an “Occurrence

Basis” with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations;

(C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent;

(E) Deletion of all Explosion, Collapse and Underground (XCU) Exclusions, if applicable.

2. Motor Vehicle Liability: The Contractor shall procure and maintain during the life of this contract

Motor Vehicle Liability Insurance, including Michigan No-Fault Coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property mailto:purchasingdept@rochesterhills.org

Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

3. Umbrella Liability Insurance: The Vendor shall procure and maintain during the life of this contract Umbrella Liability Insurance with limits of liability of not less than $1,000,000 per occurrence.

4. Workers’ Compensation Insurance: The contractor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including employers’ liability coverage, in accordance with all applicable statutes of the State of Michigan.

5. Additional Insured: Commercial General Liability and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating: “It is understood and agreed that the following shall be Additional Insureds: the City of Rochester Hills, all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and board members, including employees and volunteers thereof. This coverage shall be primary to the

Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage be primary, contributing or excess.”

6. Cancellation Notice: Workers’ Compensation Insurance, Commercial General Liability Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Should any of the above-described policies be canceled before the expiration date thereof, the issuing company will mail thirty (30) days written notice to the certificate holder named to the left.”

7. Proof of Insurance Coverage: The Contractor shall provide the City of Rochester Hills, at the time that the contracts are returned by him/her for execution, a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional insured and cancellation notice would be acceptable.

Copies or certified copies of all policies mentioned above shall be furnished, if so requested.

If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates and endorsements to the City of Rochester Hills at least ten (10) days prior to the expiration date.

The awarded vendor must also submit a separate insurance certificate for Rochester Avon Recreation

Authority meeting the same requirements listed above.

Hold Harmless.

Notwithstanding any provision to the contrary contained herein, The Vendor shall, to the extent permitted by law protect, indemnify and hold Agencies, their Board of Directors, officers, employees and agents, and consultants, harmless from any and all liabilities, damages, claims, demands, liens, encumbrances, judgments, awards, losses, costs, expenses, and suits, actions or proceedings, including expenses, costs, and attorney’s fees, in the defense, settlement or satisfaction thereof for any injury, death, loss or damage to persons or property of any kind whatsoever arising out of or resulting from the negligent acts, errors, or omissions of the Vendor, including its officers, employees, servants, agents, subcontractors and suppliers. At the sole discretion of an affected Agency, the Vendor shall undertake at its own expense the defense of any such suit, action, or proceeding. The Vendor shall promptly notify an affected Agency of the notice or assertion of any such suit, action, or proceeding. An affected Agency will endeavor to furnish all reasonable assistance necessary for defending any such suit, action, or proceeding, and shall be repaid all reasonable costs incurred in doing so.

An affected Agency maintains the right to select and pay for its own counsel. Indemnity and hold harmless requirements contained within this Section are in addition to any other such provisions contained within the Contract.

Force Majeure.

Neither party to this contract shall be held responsible for delay or default caused by fire, riot, plague, epidemic, pandemic, outbreaks of infectious disease or any other public health crisis, including quarantine or other employee restrictions, acts of God and/or war, national emergency making performance temporarily impossible or illegal, strikes and labor disputes, or the combined actions of workers in no way chargeable to the Contractor’s control, fires, floods, freight embargoes or adverse weather conditions of unusual severity and excessive duration for the time of year, which is beyond that party’s reasonable control. The City of Rochester Hills may terminate this contract after determining such a delay or default will reasonably prevent successful performance of the contract.

COVID-19 Management Adherence.

As a result of the COVID-19 pandemic, in the event of the issuance of any order by federal, state or local health authorities, which requires the suspension of any, or all activities for any time period, all Vendors are hereby on notice that in the event that certain types of events or projects, including but not limited to the Project set forth in this Request for Proposals, are at any time determined by the City or other governmental authorities, to be required to be suspended, for the safety, health and welfare of the public, or to be in accordance with any applicable order, this event/project may be delayed, terminated, or cancelled, as set forth under the FORCE MAJEURE CLAUSE of this Agreement. The City shall not be responsible for additional costs, or any costs related to the delay, termination, or cancellation of the project.

Instructions for Proposers.

The following pages include a Vendor Proposal Form and Vendor Questionnaire to be completed.

Each item must be completed with a response. Proposers not responding to any of the specifications or questions may be classified as unresponsive. Proposer must initial any corrections.

VENDOR COST PROPOSAL FORM

Provide a cost on a Per Push basis for the following locations (salt price on a per ton basis is NOT acceptable).