REQUEST FOR PROPOSALS RFP FOR SNOW REMOVAL AND SALT APPLICATION QUOTES FOR. West Liberty-Salem LSD 7208 US HWY 68 N. West Liberty, Ohio 43357

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1 REQUEST FOR PROPOSALS RFP FOR SNOW REMOVAL AND SALT APPLICATION QUOTES FOR West Liberty-Salem LSD 7208 US HWY 68 N West Liberty, Ohio DUE BY: August 30, 2016 Contact Person For Questions: Linda Harr, Maintenance/Transportation Supervisor Kraig Hissong, Superintendent 7208 US HWY 68 N West Liberty, Ohio (937)

2 The West Liberty-Salem Local School District, Board of Education (also referred to as District ), has a K-12 District campus, which requires proper snow removal/maintenance during winter months. This Request For Propo sals ( RFP ) concerns the snow removal/maintenance of the grounds of the following property: 7208 US HWY 68 N, West Liberty, OH, West Liberty-Salem Local School District is requesting quotes for the removal of snow and application of salt as requested for the school year. As such, the District expects all responders seeking to conduct business with the District to understand that our educational mission requires a high level of quality and performance from each service provider. Responders to this RFP should expect that the safety and needs of students come first. This will impact r e s p o n d e r s in at least the following ways: Whenever possible, services shall be provided when school is not in session and/or students are not present. Safety measures must be at the highest commercially feasible levels to ensure staff and student safety in the event someone is on the grounds during times other than when school is in session. A sense of urgency must exist on the part of the responder recognizing that school must be opened during times of snow and/or ice coverage. Opening school is a time sensitive matter, which will require the responder to give the District priority in scheduling snow and ice removal even over existing or long standing customers. Responders that cannot give the District first priority should not respond to this RFP. A background check (fingerprinting) will be required of all of responder s site workers. SECTION A: BASIC SERVICES - SCOPE OF WORK 1. Snow Removal Services To Be Furnished The District requires a priority scheduling by Responder for snow removal to assure that school is open if at all possible. Employees of the School District will be working at other sites to assure they are ready to receive students. When the weather is conducive to snow, Responder agrees to remain ready, willing and immediately available to begin snow removal within one half hour of telephone notice given by either the Transportation/Maintenance Supervisor or Superintendent. Responder shall use its best effort to remove snow in an efficient and prompt manner in accordance with the terms hereof so as not to delay operation of the District s facilities. -2-

3 Pricing for snow removal shall be set forth on the Quotation Sheet and must be performed after being contacted by the District. Extra attention should be given to bus parking and loading areas. In the event that plowing is not necessary on a particular day, it may be necessary, as determined by the District in its discretion, to salt the parking areas and bus drop off location in order to keep them free from ice. This will also be communicated from the District to the Responder by telephone. Special Note.Extra care must be taken by the salt truck driver to ensure no salt is applied to concrete sidewalks unless specifically requested by the District and a safe salt/agent is used. Salt shall be applied in an amount sufficient to keep drives free from ice, but in no event more than is necessary. A meeting shall be conducted by the District with the successful responder(s) to this RFP to discuss snow removal. This meeting will take place between October 6 and November 1, Each individual responsible for operating snow removal equipment shall attend the meeting for instruction on the District s needs and expectations. 3. Specifications The responder shall examine each site where snow plowing/removal is to occur to become familiarized with the conditions of the premises. Prices shall be for the season. The District reserves the right to terminate the contract at any time for any reason upon written notice to the responder, or without prior notice due to the responder s failure to comply with any terms of the contract. When obligated to give written notice, the District will notify the responder at least ten (10) days prior to termination. Responder shall submit a list of three (3) references complete with names, addresses, phone numbers and a contact person to allow the District to verify the responder s ability to perform and meet the terms of this document. 4. Equipment And Equipment Usage All work proposed by the responder must be accomplished using the responder's supplies and owned and/or rented equipment. All supplies and equipment must be inspected by the responder to assure safe operation prior to use on the District s property. Equipment must never be operated in the vicinity of students, staff or community members. Responder must provide the District with a list of all supplies and equipment used. SECTION B: INSURANCE REQUIREMENTS; OTHER OBLIGATIONS All responders to the RFP shall provide evidence of the following insurance, w h i c h must be included and copies attached with the responder s submission. General Liability Insurance with limits not less than $500, The successful responder will be required to add the West Liberty-Salem Local School District Board of Education to its insurance policy as an additional insured. Workman s Compensation Insurance State of Ohio -3-

4 Each responder represents that it is current in its payroll to employees and that it is subject to no tax liens for unpaid taxes or employer contributions to local, state or federal entities. All responders agree to defend, hold harmless and indemnify the Board, its members, its officers and its employees against any and all claims for money damages or legal liability, including attorney fees and court costs, in respect to bodily injury, death, and property damage arising from the negligence, willfulness or recklessness of responder and anyone acting on its behalf, including employees and agents, or from the alleged negligence, willfulness or recklessness of responder and anyone acting on its behalf, including employees and agents. All responders agree to abide by all applicable federal and state laws prohibiting discrimination in employment and operation on the basis of disability, race, creed, gender, national origin, religion and ancestry. SECTION C: INSTRUCTIONS TO RESPONDERS Responders desiring to provide a quote to the District in accordance with this RFP shall do so using the Quotation Sheet included herein. Work may be awarded to one Responder or more than one Responder, whichever is most advantageous to the District. The District reserves the right to accept or reject any or all quotes, to delay opening of submittals, to waive any informalities therein or to award the contract to Responder(s) other than the low responder, if the District determines that it is in its best interest to do so. Upon making its decision, the District shall have no further obligation to notify or have any further communication with the Responder(s). Responders understand and agree no agreement with the District is valid and binding unless and until it has been formally approved by the Board of Education in a public meeting. If any responder wishes to inspect the snow removal areas, contact Linda Harr or Kraig Hissong at Responses are due by August 30, 2016 at NOON. You may mail or otherwise deliver the completed, sealed Quotation Sheet to: West Liberty-Salem LSD ATTN: Linda Harr, Transportation/Maintenance Supervisor 7208 US HWY 68 N West Liberty, OH

5 West Liberty-Salem Local School District Quotation Sheet Snow Removal and Salt Application Responder s Information Responder s Name: Phone #: Address: Emergency Contact Information: Backup Person/Company: Address: Phone #: Snow Removal Equipment: (Trucks and Loaders as Applicable) Vehicle Description Size of Blade Hourly Rate ($) Salt Application Salt Description (Type) Application Method Hourly Rate ($) -5-

6 Per-Time Rate for Snow Removal Lot/Drive Amount ($) (2-4 ) Amount ($) (4-8 ) Main Drive and Front Parking Lot/Bus Unloading Student Parking Lot Bus Overnight Parking Lot Auxiliary Drive Rear Parking Lot Event parking Lot All District Drives and Lots Per-Time Rate for Salting Lot/Drive Amount ($) Main Drive and Front Parking Lot/Bus Unloading Student Parking Lot Bus Overnight Parking Lot Auxiliary Drive Rear Parking Lot Event parking Lot All District Drives and Lots I have read the RFP and understand all requirements. I have also attached copies of my Liability and Workers Compensation Insurance. Responder/Owner Name Date Signature -6-

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