SPS Snow Removal RFP 25.26 26.27 27.28.pdf

Saugatuck Public Schools Request for Proposal 09/08/2025

Snow Removal Services

Scope of Services

Saugatuck Public Schools (the “District”) is soliciting bids for Snow Removal Services as outlined in this Request for Proposal (RFP).

If an award is made, this RFP will act as the binding contract between the District and the successful bidder(s). The award period is for three fiscal years (2025-2026, 2026-2027 and 2027-2028).

All questions should be directed to Kim Sharda, at (269) 857-1444 or ksharda@saugatuckps.com

Mandatory Pre-Bid Meeting

A mandatory pre-bid meeting will be held at 2:00 pm on Monday, September 22, 2025, at the Central Administrative Offices, 401 Elizabeth Street, Saugatuck, MI 49453. The pre-bid meeting will consist of a review of this bid packet and allow bidders to ask any questions. (Bidders are welcome to visit any of the buildings on their own schedule, but must check in at each front office upon arrival.)

Bid Requirements & Submission

Bidders must use the forms included in this packet (Bid Form, Equipment List, Customer References, and Bidder Information & Signature page). Completed/signed bids must be received by 3:00 pm on Monday, September 29, 2025, in a sealed envelope labeled “SNOW REMOVAL – SEALED BID” and HAND DELIVERED:

Saugatuck Public Schools 401 Elizabeth Street Saugatuck, MI 49453

Bids will also be opened publicly at this same time and location. All prices quoted must be firm for 30 days.

The District is not required to accept low bid, and also reserves the right to accept or reject any and all bids and/or to waive any bid irregularities at the District’s sole discretion based on the best interest of the District. This includes the right to award separate

PLEASE BE ADVISED THAT THIS EMAIL ADDRESS DOES NOT RECEIVE

MAIL. IF YOU MUST MAIL YOUR BID, IT MUST BE RECEIVED BY Friday, September 26, 2025 @ PO Box 818, Douglas, MI 49406

WE HIGHLY RECOMMEND HAND DELIVERY.

contracts for building(s) by area, if deemed in the best interest of the District. Therefore, bidders should clearly note which buildings you are willing to (or not to) service.

General Conditions

1. Snow plowing/removal shall occur on school days (Monday through Friday) when there is snowfall in excess of 1.5 inches of heavy snow, or 2 inches of light snow. Vendor is to operate before school openings in the mornings (deadlines listed on the Bid Form). Vendor is also responsible to monitor conditions of the snow removal areas for snow drifts, ice, etc., and respond accordingly.

2. There will be no Saturday snow removal without prior approval of the District. The District understands that certain weather conditions may create the need for additional work on Sundays and/or Monday mornings. Any additional time will be paid as an extra push or by hourly rate (to be determined with the Vendor upon bid award).

3. District reserves the right to cancel service on school closure days, such as holidays, snow days, power outages, etc.

4. Vendor may be called in for additional snow removal services (clearing of partial lots, etc.) on an hourly rate basis.

5. Rock salt shall be applied if any snow or ice residue remains after snow removal. The Bid Form lists approximate quantities to be applied.

6. Piling of snow will be permitted only in areas specified by the District. The District is responsible for the removal of piled snow in such areas, if necessary. These services may be provided by the Vendor in cases of emergency as mutually agreed upon, but exclusive from this RFP.

7. The District is responsible for clearing all sidewalks at Saugatuck Middle & High School 401 Elizabeth Street, Saugatuck.

The Vendor may be requested to provide sidewalk shoveling services for occasional weekend events at certain buildings while on site for parking lot snow removal.

8. District is responsible to mark all wells. Vendor is responsible for all other markings.

9. In the event the Vendor cannot meet the deadlines on the Bid Form, the District may contract out or perform clearing duties in-house and collect from the Vendor the costs incurred. In the event that District employees perform the work, the Vendor will pay all District labor costs for snow removal specified on the Bid Form, plus the current IRS mileage rate per mile driven in association with this labor. Furthermore, any operator leaving an area in an unsatisfactory condition will be required to return and complete the job with no additional compensation.

10. Vendor shall be responsible for all repairs or damages to District property caused by his/her equipment, personnel or materials used.

11. Vendor will be issued gate keys, where applicable, and shall be responsible for their safekeeping and return upon termination of services. Gates are to be locked prior to Vendor leaving the property.

12. Vendor must maintain workers’ compensation insurance, property and liability insurance (minimum $1,000,000 per occurrence), and auto insurance (minimum $1,000,000 per occurrence) through an A-VII rated carrier or better. Also, upon bid award, a certificate of insurance must be provided naming Saugatuck Public Schools as an additional insured with respect to liability coverage for work being performed on District property.

13. The bid packet includes maps identifying locations of all items mentioned in this bid (areas to be cleared, areas available to pile snow, sidewalks to be cleared, etc.).

14. Bidders guarantee their availability for evening and weekend snow removal on a two-hour notice.

15. A work ticket must be left onsite or via “same day email” for every service. Work tickets or same day emails shall include service date, approximate service time, and a list of the services performed by building.

16. Vendor must invoice at least monthly and break out invoicing by building (multiple buildings may be included on one invoice).

Invoices must be submitted within 10 days after month end via paper or electronically to:

Central Administration Building Saugatuck Public Schools PO Box 818 Douglas, MI 49406 ksharda@saugatuckps.com

17. The District reserves the right to terminate this Agreement by so notifying Vendor in writing and without any further obligation, whatsoever, if Vendor fails to comply fully with each and every term and condition hereof.

18. The District reserves the right to request additional information deemed necessary to evaluate any proposal.

Equipment List

Please provide a list of all equipment that will be available to service our account (owned or contracted). Include year, make, model, engine, blade size and any additional relevant information.

Year Make Model Engine Blade Size Owned or

Contracted Additional Information

Bid Form - Page 1 of 1

Building/Address

Snow Removal Deadline

Cost Per

Push

Rock Salt Cost Per

Time

Douglas Elementary 261 Randolph Street, Douglas 7:00 am $_________

Early Childhood Center 201 Randolph Street, Douglas

7:30 am $_________

Saugatuck Middle & High School 401 Elizabeth Street, Saugatuck 5:30 am $_________

5:30 am staff parking area;

between 7:00-

8:00am bus area $_________

Transportation Lot 315 W Fremont Street, Douglas

Customer References

Please provide 3-5 current and/or past customers for which you have provided snow removal services.

Name Company Phone Contract Size/Description Year(s) Serviced

Bidder Information & Signature

Vendor:

Contact Person:

Address: City/State/Zip:

Work Phone: Cell Phone:

Email:

Authorized Signature: Date: