Ski Trail Grooming Services - VASA Pathway

The Michigan Department of Natural Resources issued Request for Proposal No. 250000000553 on November 27, 2024, seeking ski trail grooming services for the VASA Pathway located in the Pere Marquette State Forest. The contractor will be responsible for grooming three sets of cross-country ski loops (Headquarters, 10K, and 25K loops) totaling 16.7 miles, with grooming services anticipated up to three times per week during favorable conditions between December 1 and March 31 each year, with potential extension beyond March 31 if weather and conditions warrant approval. The contractor must submit pricing for three primary grooming service categories: pre-season grooming and light touch-up grooming using a snowmobile with pull-behind implement(s), 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 unit pricing for partial grooms on 3K, 5K, 10K, and 25K loop distances. Key qualifications include maintaining minimum equipment requirements consisting of a snow cat groomer or professional snow grooming equipment with a minimum 70 horsepower rating, a snowmobile capable of pulling grooming equipment, and pull-behind rollers or compaction implements, with all work to be completed within 24 hours of requested service and grooming reports submitted to the DNR Project Manager within 24 hours of each grooming event. The State will evaluate proposals on a pass/fail basis across multiple criteria including general requirements, service requirements, staffing, pricing, ordering procedures, invoicing and payment terms, and liquidated damages provisions, with award going to the responsive and responsible bidder receiving a passing score on all evaluation criteria with the lowest price. The proposal deadline is 3:00 p.m. Eastern on December 11, 2024, with the anticipated contract begin date of December 12, 2024; bidders must submit questions by December 4, 2024, with answers posted by December 6, 2024. The solicitation manager is Brooke Jones, reachable at (517) 388-6833 or Jonesb30@michigan.gov.

There are no specific set-aside designations restricting bidder eligibility; however, if subcontractors are utilized for more than 20 percent of deliverables, at least 20 percent of subcontracted work must be awarded to Michigan-based Geographically Disadvantaged Business Enterprises (GDBE). No incumbent vendor or current contractor is identified in the solicitation materials, and the contract is valued for a three-year initial term from December 12, 2024, through December 11, 2027, with provisions for up to three additional one-year renewal periods at the State's sole discretion, though no specific budget range is disclosed in the available documentation. The contractor must maintain commercial general liability insurance with minimum limits of $1,000,000 per occurrence, automobile liability insurance of $1,000,000 per accident, workers' compensation coverage according to applicable law, and employers' liability insurance of $500,000 per accident, with the State named as an additional insured on a primary and non-contributory basis. Pricing is firm for 365-day periods with adjustments based on documented changes in actual contractor costs subject to 30-day review and negotiation periods by both parties, and liquidated damages of $25.00 per day apply for late or improper completion of contract activities. The annual service level is estimated at 36 complete grooms per season, with payment made via electronic funds transfer within 45 days of receipt of compliant invoices.