Snow Plowing Services

The City of Sun Prairie, Wisconsin's Department of Public Works is soliciting proposals for Snow Plowing Services through RFP #24-PW11, seeking a qualified contractor to provide comprehensive winter maintenance services. The procurement covers snow removal operations for designated areas west of Thompson Road, north of Highway 19, and north of Highway 151 through city limits, including residential, commercial, and industrial zones. Contractors must respond within 2 hours of notification for snow events exceeding 2 inches, performing curb-to-curb clearing of public streets, cul-de-sacs, and specified parking lots, with specific focus on snow cleanup and hauling along Main Street. The contract requires a minimum of four heavy equipment pieces, including wheeled end loaders, motor graders, dump trucks with plows, supplemented by 2-3 four-wheel-drive pickup trucks with plows and skid steer equipment. Proposal evaluation will be conducted on a 100-point scale, with points allocated across qualifications (25 points), relevant experience (25 points), costs (25 points), sustainability (10 points), and certifications. The RFP was issued on March 15, 2024, with questions due by March 22, 2024, and proposals due by April 19, 2024, at 12:00 PM CST. The contract term runs from October 1, 2024, through April 30, 2027, with a potential two-year extension option.

The solicitation includes specific provisions for Disadvantaged Business Enterprises (DBE), Women-Owned Business Enterprises (WBE), and Disabled Veteran Business (DVB) certifications, with dedicated scoring points for these designations. Local vendors within the City of Sun Prairie limits receive additional scoring preference, and the RFP encourages participation from diverse business types. The contract anticipates a seasonal compensation structure of three prepaid monthly installments of $15,000 (totaling $45,000 per season), with additional hourly equipment rates for services exceeding the prepaid amount. Comprehensive insurance requirements include Worker's Compensation, Commercial General Liability ($1,000,000 per occurrence), Automobile Liability ($1,000,000), Umbrella Liability ($5,000,000), and Professional Liability ($1,000,000 per claim). The City reserves the right to terminate the contract with 30 days' notice and may inspect equipment, potentially requesting demonstrations before final award. An intent to award letter indicates Uphoff Company, Inc. as the preliminary highest-ranked proposer, though this is contingent upon City Council approval and successful contract negotiations.