Ski Trail Grooming Services - VASA Pathway-Grand Traverse Co

The Michigan Department of Natural Resources, Parks and Recreation Division, is soliciting proposals for ski trail grooming services at the VASA Pathway located in the Pere Marquette State Forest in Grand Traverse County. The procurement seeks a contractor to provide comprehensive grooming services for three cross-country ski loops (Headquarters, 10-kilometer, and 25-kilometer) totaling 16.7 miles of trails accessible from two parking areas off Supply Road and Bartlett Road. The contractor must furnish all necessary personnel, equipment, materials, supervision, and services to groom the trails during the winter season from December 1 through March 31 annually, with potential extension beyond March 31 subject to DNR Project Manager approval based on weather and trail conditions. Grooming services are anticipated up to three times weekly under favorable conditions, with an estimated 36 complete grooms per season, and may not occur when snow temperatures exceed 33 degrees Fahrenheit. Minimum equipment requirements include a snow cat groomer or professional snow grooming equipment with at least 70 horsepower, a grooming attachment 7 to 12 feet wide with hydraulic tiller and classic track-setting capability, a snowmobile with pull-behind capability, and pull-behind rollers or compaction equipment. The contractor must maintain comprehensive documentation including grooming reports submitted within 24 hours of each service detailing sections groomed, equipment used, time spent, and trail conditions. Evaluation criteria are weighted 50 points on proposal instructions, contractor experience and qualifications, and 50 points on service capabilities and the statement of work, with proposals scoring 80 or more points eligible for pricing evaluation. The proposal deadline is October 10, 2018, at 3:00 p.m. Eastern Time, with written questions due by October 3, 2018, at 3:00 p.m. Eastern Time and answers posted by October 5, 2018. The anticipated contract begin date is December 1, 2018.

No set-aside designations or restrictions on contractor types are specified in the available procurement documents, and no incumbent vendor or current contractor information is provided. The contract initial base period is three consecutive years with two optional renewal years. Pricing is required for three service categories: pre-season grooming or light touch-up grooming, complete groom service using a Snow Cat Groomer or equivalent machine, and complete groom service using a snowmobile with pull-behind grooming equipment, with separate pricing for partial grooms broken down by the three specific loops. Contractors may elect one of two payment options: offering a quick payment discount if paid within a specified number of days from invoice receipt, or declining any discount with standard Net 45 Days payment terms. The average seasonal funding is approximately $12,000 annually, with the maximum number of grooms determined by bid pricing and available agency funding confirmed in a written purchase order prior to service commencement. Liquidated damages of $25 per day apply for late or improper completion. The contract is governed by Michigan law and requires the contractor to maintain Commercial General Liability Insurance with minimal limits of $1,000,000 per occurrence and $2,000,000 general aggregate, as well as Workers' Compensation Insurance in accordance with applicable laws.