Snow Removal RFP 2025-31.pdf

NORTH KINGSTOWN SCHOOL DEPARTMENT

ASSISTANT SUPERINTENDENT'S OFFICE

100 ROMANO VINEYARD WAY

NORTH KINGSTOWN, RI, 02852

401-268-6425

Bid # 2025-31 Bid Name: Snow Removal/Sanding Services Close Date: November 10, 2025 Close Time: 12:00 PM

The North Kingstown School Department (NKSD) is seeking qualified bids for Snow

Removal/Sanding Services. Qualified bidders will include firm quotations based on the specifications noted below. Requests for proposals and instructions to bidders may be obtained at the North Kingstown School Department, ASSISTANT SUPERINTENDENT'S OFFICE, 100 ROMANO VINEYARD WAY, North Kingstown, RI, 02852.

All proposals must be received by NKSD at 100 ROMANO VINEYARD WAY, North Kingstown, RI, 02852, or through BidNet Direct, no later than 12:00 PM on November 10, 2025. Physical proposals are to be submitted in a sealed event envelope, plainly marked with the name of the company submitting the proposal, and the phrase identifying the bid item: Snow

Removal/Sanding Services.

Proposals will be publicly opened and read at 12:00 PM on November 10, 2025 at ASSISTANT

SUPERINTENDENT'S OFFICE, 100 ROMANO VINEYARD WAY, North Kingstown, RI, 02852.

BID ITEM 1

SPECIFICATIONS:

To contract for snow removal services of the parking lots, driveways, loading docks and fire lanes.

North Kingstown School Department responsibilities will include servicing the sidewalks, and paved recreation/playground areas at the following locations:

North Kingstown High School – 150 Fairway Drive C/D Data Building – 120 Fairway Drive Maintenance Facility -110 Fairway Drive Davisville Middle School – 200 School Street

1. The scope of work includes both plowing when needed and as called for, to all areas, including but not limited to, parking lots and driveways. Proposed costs to reflect the quantity of tasks, and snow amounts removed.

2. Snow shall not be piled onto landscaped islands, or atop of shrubbery or toward building entrances.

Storm drains shall be kept clear. Snow shall not be piled at locations that may impair drivers’ vision at intersections. Snow shall be hauled to approve on-site disposal locations, at the direction of the North Kingstown School Department.

3. Contractor will ensure that North Kingstown School’s employees and customer’s vehicles shall not be blocked-in or obstructed during snow removal operations.

4. The contractor will provide all the necessary materials, equipment, and labor to perform the total job at each and all of the sites he bids on, to include the removal of snow at coordinators discretion.

5. A list of equipment available to be submitted along with legal documents, such as, registration, insurance, etc. to accompany bids.

6. Proof of insurance of all equipment utilized, to be submitted with a bid package.

7. Vendor employees must successfully complete both Federal and RI State BCI checks.

8. Three (3) years experience required with similar size accounts. Proof and recommendations are required.

9. Contractors working on RI Prevailing Wage projects must adjust employees’ hourly rates every July 1 in accordance with updated Davis Bacon rates. Information can be obtained at the following websites:

http://www.dlt.ri.gov/pw.

10. The contractor would be responsible for visiting the schools they will be bidding on in order to verify areas, dimensions etc., to be serviced. A school department representative will be available to the contractor upon reasonable notification and at a mutually agreeable time in order to visit school sites with the contractor.

11. a) Each contractor will be responsible for surveying each work site, with a school department representative, any prior physical conditions for which the contractor cannot be held liable for damages incurred as a result of their work efforts at the school building site.

b) Contractor should be available during All storms.

12. Insurance: Each contractor shall agree to indemnify and hold harmless the North Kingstown School Department from and against all loss or damages arising from the use of snow removal/sanding Equipment, including all claims for personal injury or damage to property sustained by third persons or by the contractor or their agents, servants or those claiming under them and for this purpose the Contractor agrees to provide and to maintain proper and comprehensive liability insurance.

Proof of insurance shall be submitted at time of bid.

13. The contractor shall be responsible for the maintenance and repair of all equipment used to perform the services bid upon. The contractor shall supply the fuel for the equipment.

14. The attached bidder’s blank is the official form on which all bids must be submitted.

15. Snow removal bids shall be based upon the total inches of snow that has fallen in a twenty-four (24) hour period, based upon the National Weather Service Reports

*Partial removals and sanding will be negotiated upon the needs of the School Department, for dustings, ice, etc.

16. Each contractor shall submit along with his bid one or more phone numbers, in order of call priority, at which he/she may be contacted. The phone numbers submitted must be current and operational twenty-four hours per day.

17. Notification: The School Department representative authorized by the Superintendent shall monitor snowfall reports and shall place each contractor on alert and shall authorize the start of snow removal operations. The contractor will notify his own personnel and shall ready his own equipment. In general, http://www.dlt.ri.gov/pw the objective is to prepare all schools so that they will open by 6:00 AM and on time.

18. The School Department shall be considered priority. No other commitments or obligations shall interfere with the opening of schools.

19. Monitoring of Work Results: Authorized representatives of the School Department shall monitor the results of the snow removal and sanding efforts. A Snow Control Record will be completed for each school. Only acceptable work will be paid. Unacceptable work must be corrected prior to the opening of school in order to be paid for that snowfall.

20. Assigned Sites: A contractor may be awarded the contract to remove snow at specific school sites.

Should a contractor fail to perform the services required, the School Department reserves the option to release them of their obligation to complete the contract.

21. Payment: Each contractor will bill the School Department on an invoice consistent with standard practice and listing the amount of snowfall within a period of (72) hours. Each school service will be itemized. The charges for plowing shall be listed separately for each school and not lumped together.

22. The contractor shall take pains to keep all areas of ingress or egress, including exit doors, exit gates, etc. from accumulated snow piles. Blocking areas of ingress or egress shall be considered to be an unacceptable job and must be corrected immediately. All crosswalks associated with the perimeter of school to be free and clean of snow/ice.

23. Acceptance or Rejection of Bids: The School Department

Reserves the right to reject any or all bids or any part thereof, or to select a bidder whose bid was not the lowest, as they deem to be in the best interest of the School Department. Any bid, which is not according to prescribed form, not properly signed, or otherwise contrary to instructions, may be rejected by the School Department.

All bidders will be investigated as to organization, ability to perform and experience. In order to more easily evaluate the capabilities of the bidder in respect to the above, bidders must furnish the following information in this bid:

1. How long in this type of business?

2. Name similar contracts you have been and are presently engaged in.

BID REQUIREMENT SUBMITTALS:

● COPIES OF PROJECT TEAM LICENSES, TO INCLUDE ALL SUBCONTRACTORS

● COPY INSURANCE, BID BOND, PERFORMANCE BOND

● NOTARIZED RIDLT: RI PREVAILING WAGE NOTIFICATION LETTER.

● SIGNED NORTH KINGSTOWN ADMINISTRATION NOTIFICATION LETTER.

● CONTRACTOR ASBESTOS AWARENESS ACKNOWLEDGEMENT, WORK ORDER PERMIT

● COMPLETED BID FORM

AFTER THE AWARD

● ALL CONTRACTOR EMPLOYEES MUST SUCCESSFULLY COMPLETE RI STATE BCI CHECK

● RHODE ISLAND CERTIFIED WEEKLY PAYROLL, TO INCLUDE ALL SUBCONTRACTORS

Year 1

North Kingstown High School – 150 Fairway Drive CD Data Building – 120 Fairway Drive Maintenance Facility -110 Fairway Drive

$ for 0” up to 2”

$ for 2” up to 4”

$ for 4” up to 6”

$ for 6” up to 8”

$ for 8” up to 10”

$ for each sanding/salting at the school (driveways, parking lot)

Davisville Middle School – 200 School Street

$ for 0” up to 2”

$ for 2” up to 4”

$ for 4” up to 6”

$ for 6” up to 8”

$ for 8” up to 10”

$ for each sanding/salting at the school (driveways, parking lots)

*Partial removals will be negotiated upon the needs of the School Department, for dustings, ice, etc.

Year 2

North Kingstown High School – 150 Fairway Drive CD Data Building – 120 Fairway Drive Maintenance Facility -110 Fairway Drive

$___________________for 0” up to 2”

$___________________for 2” up to 4”

$___________________for 4” up to 6”

$___________________for 6” up to 8”

$___________________for 8” up to 10”

$___________________for each sanding/salting at the school (driveways, parking lots)

Davisville Middle School – 200 School Street

$ for 0” up to 2”

$ for 2” up to 4”

$ for 4” up to 6”

$ for 6” up to 8”

$ for 8” up to 10”

$ for each sanding/salting at the school (driveways, parking lots)

Year 3

North Kingstown High School – 150 Fairway Drive CD Data Building – 120 Fairway Drive Maintenance Facility -110 Fairway Drive

$ for 0” up to 2”

$ for 2” up to 4”

$ for 4” up to 6”

$ for 6” up to 8”

$ for 8” up to 10”

$ for each sanding/salting at the school (driveways, parking lots)

Davisville Middle School – 200 School Street

$ for 0” up to 2”

$ for 2” up to 4”

$ for 4” up to 6”

$ for 6” up to 8”

$ for 8” up to 10”

$ for each sanding/salting at the school (driveways, parking lots)

TERMS:

COMPANY NAME:

ADDRESS:

SIGNATURE:

NAME & TITLE:

TELEPHONE: DATE:

FAX NO.: EMAIL:

Please provide Bid Responses in the table below:

Service / Item Pricing Option 1 Pricing Option 2 Notes

INSTRUCTION TO BIDDERS

The North Kingstown School Department reserves the right to reject any or all proposals and to accept any proposal, in whole or in part, which it considers to serve the best interest of the

North Kingstown School Department.

Any and all proposals shall be rejected if there is a reason to believe that collusion exists among the bidders.

Bid quotations submitted shall remain firm for a period of ninety (90) days after the time set for the opening of the bids.

Any proposal may be withdrawn, on a written request dispatched by the bidder in time for delivery in the normal course of business, prior to the hour fixed for the opening of proposals.

During a period of ninety (90) days following the opening of proposals, no proposal may be withdrawn.

REQUIRED TERMS AND CONDITIONS FOR BIDDERS

NORTH KINGSTOWN PROPOSAL FOR Snow Removal/Sanding Services

100 ROMANO VINEYARD WAY, SUITE 120, NORTH KINGSTOWN, RI, 02852

All physical proposals must be submitted in sealed envelopes, plainly marked in the lower left-hand corner, with the date and time of opening, the title of work, service, material, or equipment to which they related endorsed thereon. The envelope will be addressed to:

ASSISTANT SUPERINTENDENT'S OFFICE, 100 ROMANO VINEYARD WAY, North Kingstown, RI, 02852, and will be received by said Office at the proposal opening to be held on November 10, 2025 at 12:00 PM and at that time publicly opened in the Office of ASSISTANT

SUPERINTENDENT'S OFFICE.

PROPOSALS MUST BE RECEIVED IN THE ASSISTANT SUPERINTENDENT'S OFFICE OFFICE NO

LATER THAN 12:00 PM ON THE DAY OF PROPOSAL OPENING. PROPOSALS RECEIVED AFTER

12:00 PM WILL NOT BE CONSIDERED. PROPOSALS MUST BE SUBMITTED IN DUPLICATE.

IF MAILING YOUR PROPOSAL IN ENVELOPES PROVIDED BY UPS, FEDERAL EXPRESS, ETC., YOUR

SEALED AND PROPERLY MARKED PROPOSAL MUST BE CONTAINED THE MAILER.

Proposals must be prepared in conformity with, and shall be based upon and submitted to all requirements of the specifications together with the addenda thereto. Failure to comply with these requisites may result in the proposal being misdirected, opened in error prior to official opening, and possible rejection of the proposal.

All prices indicated in the proposal shall be non-erasable. Any changes must be marked with initials by the official submitting and signing the proposal. Prices should be written in words and figures. In the event of a discrepancy, the written price shall prevail. Proposals determined to be made in collusion with any other bidder shall be disqualified from consideration for award.

Proposals may be withdrawn only on written request received prior to the opening thereof.

Negligence on the part of the bidder in preparing the proposal confers no rights for withdrawal of the proposal after it has been opened.

No charge will be allowed for Federal, State, or Municipal sales and excise taxes, for which the

North Kingstown School Department is exempt. The price bid shall be net and shall not include the amount of such tax. Exemption certificates, if needed, will be furnished. Prevailing wages must be paid when services are involved.

Please check this box if pricing offered may be offered to the following local school districts:

East Greenwich, Exeter/West Greenwich, South Kingstown, and Jamestown. This allows the school districts in the region to utilize NKSD bids for similar suppliers and services if feasible to do so, and in no way obligates the vendor or the aforementioned communities.

It is the intent of the North Kingstown School Department to make an award in accordance with the specifications, and based on the lowest responsive and responsible proposal. Factors other than price will be used in determining the lowest responsible and responsive proposal including what is in the best interest of the North Kingstown School Department as deemed by the North Kingstown School Committee. The successful bidder will be notified at the earliest possible date by the School Department requesting the proposal solicitation.

QUALIFICATIONS: The North Kingstown School Department may make such investigations as deemed necessary to determine the ability of the vendor to fulfill the obligations of the request for proposal.

REJECTION OF PROPOSALS: The North Kingstown School Department reserves the right to reject the proposal of any bidder who has previously failed to perform properly or complete-on-time contracts of a similar nature, or who is not in a position to perform the contract, or who has habitually and without just cause, neglected the payment of bills or disregarded its obligations to sub-contractors, material, or employees.

The North Kingstown School Department further reserves the right to make an award on an item-by-item basis, or aggregately, or to reject any and all proposals if it is deemed in the best interest of the North Kingstown School Department.

The North Kingstown School Department, at its discretion, can waive any technicality, irregularity, or informality in proposals whenever such rejection or waiver is in the best interest of the North Kingstown School Department.

Bidders submitting proposals must be prepared to show without a reasonable doubt that they have a suitable financial status to meet all obligations incident to the proposal, have adequate equipment to properly and expeditiously perform the contract and that they have appropriate technical experience, and maintain a permanent, regular place of business. It is the responsibility of each bidder to familiarize themselves with the conditions listed herein and all additional requirements and specifications.

Bidders are hereby notified that the North Kingstown School Department reserves the right to reject any proposal submitted for failure to comply with any provisions listed.

Arrangements for viewing opened proposals may be made by called the North Kingstown

School Department no sooner than two (2) days after the proposal opening.

LAWS AND REGULATIONS: All applicable Federal and State laws, municipal ordinances and the rules and regulations of authorities having jurisdiction over the proposed work shall apply to contract throughout, and will be deemed included in the contract the same as though herein written out in full.

AGENTS: Proposals signed by an Agent must be accompanied by evidence of authority.

TELEGRAPHS / FAX: Telegraph or Fax proposals will NOT be considered.

SAMPLES: Samples of items, when required, must be submitted with the time specified and at no expense to the North Kingstown School Department. If not destroyed by testing, they will be returned at bidder’s request and expense, unless otherwise specified in the proposal.

MAILING OF PROPOSAL DOCUMENTS: Proposal specifications/plans will only be mailed if the vendor supplies their carrier’s account number. The North Kingstown School Department cannot mail proposal documents at the expense of the North Kingstown School Department.

Time Line:

Close Date: November 10, 2025 Close Time: 12:00 PM School Committee Business Meeting: November 15, 2025 Contact: Robert Messanotte, Assistant Superintendent robert_mezzanotte@nksd.net