RFP Snow and Ice Removal Services 11.1.2025-6.30.2028.pdf

Portsmouth School Department

Request for Proposal

Snow and Ice Removal Services

PORTSMOUTH SCHOOL DEPARTMENT

PSD-25-28

Solicitation Date: May 12, 2025

Proposals Due: May 29, 2025, at 2:00 p.m.

29 Middle Road

Portsmouth, RI 02871

General Information

Intent:

The Portsmouth School Department (“the Department”) is seeking proposals from qualified firms to provide snow and ice removal services for all school grounds (see “Location Listing”). The selected firm should apply the industry’s best practices and techniques, utilize the latest technologies, and possess the highest standards for quality and performance. All proposals must comply with all the regulations, terms, conditions, and specifications set forth in this proposal document. The winning proposer will execute a contract with the Department.

Duration:

The Department is seeking snow and ice removal services for a three-year period starting November 1, 2025 and ending June 30, 2028. The Department, at its discretion, may negotiate up to two additional one-year annual increments of this contract with the successful bidder.

Pricing In accordance with Rhode Island General Laws, prevailing wage does not apply to the services outlined in this RFP. All bidders must comply with all federal and state labor laws. Local labor should be utilized to the greatest extent possible. Bidders shall set forth the proposed contract pricing on the provided “Pricing

Response Sheet”.

Rhode Island Sales Tax:

The Department is exempt from the payment of Rhode Island sales tax. All invoices should exclude any sales tax.

Awarding Rights:

This is a Request for Proposals process using an evaluated procurement method. Therefore, the award does not have to be made to the contractor submitting the lowest price proposal but rather to the most advantageous proposal to meet the needs of the Department. The Department reserves the right to reject any or all bids, in part or in total. The Department shall also have the right to waive any minor informality or irregularity in any bid received.

Site Visit:

All proposers that wish to do so, may set up a site visit with the Technical Point of Contact prior to bid submission.

Technical Point of Contact George Simmons, Facilities Director, is the Technical Point of Contact for this contract and can be reached at: SimmonsG@portsmouthschoolsri.org or (401) 575-1407.

Indemnification:

The Contractor will indemnify and hold harmless the Department, the Town of Portsmouth, and its agents and employees from and against all claims, damages, losses, and expenses including attorney’s fees arising out of or resulting from the negligent acts, errors, or omissions in the performance of the services mailto:SimmonsG@portsmouthschoolsri.org described in this RFP by the Contractor, its officials, employees, agents, and subcontractors.

Non-Collusion:

All proposers shall submit a Non-Collusion Affidavit with their proposals (see attached form). Failure to submit this form shall render the proposal as non-responsive and will result in the rejection of the bid. If the Department has reason to believe that collusion exists among proposers, the Department reserves the right to refuse to consider proposal from participants in such collusion.

Scope of Work

The Department requires priority scheduling for snow and ice removal to ensure that schools are able to open and to provide the highest level of safety for staff and students. The contractor shall furnish all labor, materials, services, tools, equipment, and incidentals required to complete snow and ice removal off all asphalt surfaces at the scheduled locations defined in this document. The assumed snow and ice removal season is defined as November 1st through April 15th. Should the Department require services outside the defined season, the contractor agrees to provide these services at the same pricing rate and with the same terms and conditions set forth in this document.

Specifications and Requirements

Snow and Ice Removal The Department expects the contractor to respond in an extremely expeditious fashion for snow fall of 2 inches or more overnight or for any accumulated amount during the school day that will interfere with the safety of staff and students. The Facilities Director or designee is authorized to issue orders for snow and ice removal services via telephone.

Snow and ice removal will include all driveways, parking lots, and sidewalks at all buildings listed in the

“Location Listing” (excepting those portions of sidewalks that are maintained by the Department’s custodial staff). In addition, snow plowing should provide vehicular access to garbage containers at all sites and the removal of snow drifts on access roads and the clearing of access to on site fire hydrants.

At the request of the Facilities Director, the Contractor agrees to be responsible for the removal of snow and ice from the site as necessary.

Snow and Ice Removal Equipment and Fleet Requirements Snow plowing and ice removal is to be done using standard acceptable industry practices. Proposers accept all responsibility to have proper equipment and manpower to service all locations specified in this proposal.

All equipment and vehicles must be properly maintained and meet safety requirements and regulations.

Responsibility of Contractor The Contractor is responsible for any property damage to Department property including but not limited to lawns, fencing, curbing, etc. In the event that damage does occur, the Contractor will notify the

Facilities Director in writing within 24 hours stating the full facts of the incident and extent of the damage. The Contractor agrees to repair or replace any damaged property within a reasonable amount of time but no later than the conclusion of the snow plowing season. Should the Contractor be unable to complete the repairs or replacement, the Contractor agrees to reimburse the Department for the repairs or replacements for the damaged property within 30 days of receipt of invoicing.

Time and Schedule Requirements The Contractor will provide a list of at least two 24-hour emergency phone numbers for snow and ice removal staff. The Contractor agrees to be available seven days a week.

All snow clearing equipment must be on site within one hour of the issuance of a snow clearing order by the Facilities Director of the Department.

For snow fall and ice accumulation during the school day, the Department requires that snow and ice removal services be provided in an extremely expeditious manner to ensure the utmost safety for staff and students.

The Contractor agrees to meet or exceed the snow and ice clearing time schedule set forth below for snow fall and ice accumulation overnight:

Location: Operational By:

Portsmouth High School 6:00 am

Portsmouth Middle School 6:00 am

Melville Elementary School 6:30 am

Hathaway Elementary School 6:30 am

Insurance Requirement

Award is contingent on compliance with the insurance requirement as specified below. The Portsmouth

School Department and Town of Portsmouth shall be named as additional insured.

Type of Coverage Requirement Limits

Workers’ Compensation Rhode Island Statutory Limits Rhode Island Statutory Limits

General Liability Each Occurrence

Annual Aggregate per Occurrence

$1,000,000

$2,000,000

Auto Liability written to cover “Any Auto”

Combined Single Limit Each Accident $1,000,000

Professional Liability Each Occurrence

Annual Aggregate per Occurrence

$1,000,000

$2,000,000

Umbrella (Excess

Liability)

Each Occurrence

Aggregate

$2,000,000

$2,000,000

Location Listing

Portsmouth High School

120 Education Lane, Portsmouth, RI 02871

Asphalt paving square footage: 100,000

Portsmouth Middle School

125 Jepson Lane, Portsmouth, RI 02871

Asphalt paving square footage: 80,000

Hathaway Elementary School

53 Tallman Avenue, Portsmouth, RI 02871

Asphalt paving square footage: 50,000

Melville Elementary School

1350 West Main Road, Portsmouth, RI 02871

Asphalt paving square footage: 20,000

Proposal Submission and Acceptance

Acceptance:

Proposals must include all forms provided in order to be considered complete and must address all specifications set forth in this proposal. A total of three (3) copies of the proposal must be submitted to the Department on or before May 29, 2025, by 2:00 p.m. Eastern Standard Time. Proposals should be submitted in a sealed envelope which should be clearly marked with the proposal name

(Snow and Ice Removal Services) and number (PSD-25-28) as well as the company name of the bidder. Incomplete proposals or proposals not adhering to the instructions herein may be rejected by the

Department. Proposals which are late or illegible will be rejected. Proposals must be signed, in the space provided, in ink, by an authorized officer or designee of the submitting company. Any unsigned proposal will be declared invalid. The Department does not discriminate on the basis of age, color, sex, sexual orientation, race, religion, national origin, or disability.

Submission:

All required forms are provided as appendices to this document.

Proposal Contents:

1. Company Profile & Key Personnel (Attachment A)

2. Equipment Listing (Attachment B)

3. Relevant Experience and References (Attachment C)

4. Non-Collusion Form (Attachment D)

5. Pricing Response Sheet (Attachment E)

All proposals must be received by 2:00 p.m. Eastern Standard Time on May 29, 2025, at the following address:

Attn: Christopher DiIuro

29 Middle Road

Portsmouth, RI 02871

Evaluation Criteria

Proposals will be scored based on the following criteria and weights:

Criteria

1. Company Profile (Maximum of 10 points)

2. Equipment Listing (Maximum of 10 points)

3. Relevant Experience and References (Maximum of 30 points)

4. Pricing (Maximum of 50 points)

Question Submissions

Any questions regarding this RFP must be submitted in writing and received no later than 3:30 p.m. on

May 19, 2025. To ensure fair competition, all proposers will receive the same information and materials.

All questions should be submitted to the Department’s Facilities Director George Simmons at

SimmonsG@portsmouthschoolsri.org. Answers to all submitted questions will be posted as addendum to this RFP by May 22, 2025, on the School Department website at https://www.portsmouthschoolsri.org/browse/225779 and Bidnetdirect.com.

https://www.portsmouthschoolsri.org/browse/225779 https://www.bidnetdirect.com/

Attachment A

Company Profile

Name of Business: ____________________________________________________________________

Physical Address of Business: ___________________________________________________________

Mailing Address (if different): ___________________________________________________________

Owner: ______________________________________________________________________________ First Name Last Name

Years in Business: _______________________

Key Personnel (please include 24 hour on call personnel)

1. __________________________________________________________________________________ Name Title Contact Number Yrs. Experience

2. __________________________________________________________________________________

3. __________________________________________________________________________________

Attachment B

Equipment Listing

Description Quantity

1. ______________________________________________________________ __________

2. ______________________________________________________________ __________

3. ______________________________________________________________ __________

4. ______________________________________________________________ __________

5. ______________________________________________________________ __________

6. ______________________________________________________________ __________

7. ______________________________________________________________ __________

8. ______________________________________________________________ __________

9. ______________________________________________________________ __________

10. _____________________________________________________________ __________

11. _____________________________________________________________ __________

12. _____________________________________________________________ __________

13. _____________________________________________________________ __________

Attachment C

Relevant Experience and References

(include one school department or municipality)

1. Company/Town Name: ______________________________________________________________

Years Serviced: _______________________________________________________________________

Square Footage Managed: _______________________________________________________________

Contact Information: ___________________________________________________________________

Name Phone Number Email

2. Company/Town Name: ______________________________________________________________

3. Company/Town Name: ______________________________________________________________

Attachment D

Non-Collusion Form

CERTIFICATE OF NON-COLLUSION

For

SNOW AND ICE REMOVAL SERVICES FOR THE

PORTSMOUTH SCHOOL DEPARTMENT

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

___________________________________________, duly authorized ________________________

Signature of individual submitting bid or proposal Date

Name of business

Address

City/Town State Zip Telephone

Attachment E

Pricing Response Sheet

Price Per Inch

0 – 3 inches $____________ per inch

3.1 – 6 inches $____________ per inch

6.1 – 9 inches $____________ per inch

9.1 – 12 inches $____________ per inch

12.1 – 18 inches $____________ per inch

18.1 inches and over $____________ per inch

Additional Man Power $____________ per hour

Offsite Snow Removal $____________ per truckload