TOWN OF ROCKLAND BROWN COUNTY, WISCONSIN Request for Proposal SNOW & ICE REMOVAL Issued February 23, 2015 DEADLINE 12:30 PM Monday, March 16, 2015 CONTACT: DENNIS CASHMAN CHAIRMAN 1712 BOB-BEA-JAN ROAD DE PERE, WI 54115 dcashman@townofrockland.org (920) 366-7814 FAX (920) 366-5565 www.townofrockland.org
TOWN OF ROCKLNAD REQUEST FOR PROPOSAL SNOW & ICE REMOVAL February 2015 The Town of Rockland is issuing this Request for Proposal (RFP) for snow and ice removal services. The Town of Rockland is committed to an objective and open selection process. Every proposal shall receive an unbiased review. The Town Board has issued this Request for Proposals to ensure competitive pricing and services for the community. The Town contracted with Brown County Public Works Department for these services during the 2014-2015 winter season. Questions concerning the RFP should be directed to: Dennis Cashman, Chairman Town of Rockland 1712 Bob-Bea-Jan Road De Pere, WI 54115 (920) 366-7814 Fax (920) 366-5565 dcashman@townofrockland.org www.townofrockland.org
SECTION 1. BACKGROUND TABLE OF CONTENTS 1.1 Request for Proposal...1 1.2 The Community...1 1.3 Current Practices...1 SECTION 2. GENERAL INSTRUCTIONS 2.1 Format for Proposals...2 2.2 Checklist of Submittals...2 2.3 Directions for Submittal...2 2.4 Proposal as Part of Contract...3 2.5 Costs for Proposal Preparation...3 2.6 Ownership of Proposal Materials...3 2.7 Withdrawals; Declinations...3 2.8 Proposal Opening...3 2.9 Competency of Contractors...3 2.10 Rejection; Waivers...3 2.11 Investigation by Contractor...3 2.12 Award of Contract...4 SECTION 3. CONTRACT SPECIFICATIONS 3.1 Intent and Scope of Services...5 3.2 Compliance with Applicable Laws...5 3.3 Taxes, Licenses, Permits and Certificates...5 3.4 Independent Contractor; Employees and Conduct...5 3.5 Accident Prevention and Notification...6 3.6 Damages...6 3.7 Complaints...6 PROPOSAL AGREEMENT EXHIBIT A: TOWN OF ROCKLAND MAP EXHIBIT B: RATES & CHARGES FORM
SECTION 1 BACKGROUND 1.1 REQUEST FOR PROPOSAL The Town of Rockland is seeking proposals for high-quality snow and ice removal services. The Town would like to contract with one firm to provide these services collectively. This Request for Proposal (RFP) provides a set of specifications by which each contractor s proposal will be measured. 1.2 THE COMMUNITY The Town of Rockland is a low-density, low-growth community of just over 1700 people located between the City of De Pere and the Town of Wrightstown in Brown County. It is primarily agricultural in nature with approximately 600 residences and businesses. There are just under 42 miles of town roads that the Town is responsible for maintaining (please refer to the orange colored roadways on Exhibit A for more details). There are two roads that the Town of Rockland shares maintenance with: Morrison Road with the Town of Glenmore and Wrightstown Road with the Town of Wrightstown. There also are designated County Highways (County Highway ZZ, County Highway PP, County Highway W, County Highway OO and State Highway 57) which Brown County is responsible for maintaining (please refer to the black colored roadways on Exhibit A for more details). 1.3 CURRENT PRACTICES Currently, the Town is receiving snow and ice removal services from the Brown County Public Works Department. Due to budgetary constraints, Brown County is requiring the Town to commit to a minimum level of service and budget dollars in order to obtain its services for snow and ice removal in 2015-16.
2.1 FORMAT FOR PROPOSALS SECTION 2 GENERAL INSTRUCTIONS The proposal should follow the form of this RFP and address the desired scope of services. Failure to submit all of the required information may result in disqualification. All blanks on the Proposal form and schedules must be correctly filled in, using ink or typewritten. Any erasures or error corrections must be initialed in ink. All forms requiring signatures must be signed in ink in the proper spaces. If the contractor is unable to provide a quotation on a given commodity or service alternative, each relevant blank must be marked to indicate this. 2.2 CHECKLIST OF SUBMITTALS Signed proposal form List of Wisconsin municipalities or areas for which the contractor furnishes or has furnished snow and ice removal services for a period of at least one year within the last five years Names, titles and contact information for at least three (3) references familiar with the contractor s services Certificate of Insurance (required upon Contractor selection, before contract signing) 2.3 DIRECTIONS FOR SUBMITTAL Firms should submit four (4) sealed copies of the proposal to the Clerk s Office at the Rockland Town Hall, 1712 Bob-Bea-Jan Road, De Pere, Wisconsin, by 12:30 PM on Monday, March 16, 2015. Proposals shall be valid for ninety (90) days. Packages containing the proposal and any related material should be plainly marked on the outside as follows: SNOWPLOW SEALED PROPOSALS Packages shall be delivered via mail, courier, or in person to: Jann Charette, Clerk Rockland Town Hall 1712 Bob-Bea-Jan Road De Pere, WI 54115 Proposals arriving after the specified time will not be accepted, regardless of postmark. It is the contractor s responsibility for timely delivery.
2.4 PROPOSAL AS PART OF CONTRACT It is intended the specifications and terms in this proposal shall become part of a written and signed contract with the successful Contractor. 2.5 COSTS FOR PROPOSAL PREPARATION The Town of Rockland shall not be liable for any costs incurred by the firm and/or its assigns in responding to this RFP, or for any costs associated with discussions required for clarification of items related to this proposal, including any future interviews. 2.6 OWNERSHIP OF PROPOSAL MATERIALS All materials, including but not limited to paper and digital materials, that are prepared, acquired, created, or utilized to fulfill this Request for Proposal and its objectives shall become the property of the Town of Rockland where allowed by law. 2.7 WITHDRAWALS; DECLINATIONS A written request for the withdrawal of a proposal may be granted if the request is received by the Town Clerk prior to the specified time of opening. After the opening, the contractor cannot withdraw or cancel its proposal for a period of ninety (90) calendar days, and such proposal will be binding during that time. Recipients that decline to submit a proposal are requested to notify the Clerk in writing. 2.8 PROPOSAL OPENING All proposals shall be opened on Monday, March 16, 2015, at 7:30 p.m. at a regularly scheduled Town Board meeting at the Rockland Town Hall, 1712 Bob-Bea-Jan Road, De Pere, Wisconsin, and all prices shall be publicly read. 2.9 COMPETENCY OF CONTRACTORS The Town of Rockland reserves the right to independently determine the competence and financial and operational capacity of any contractor. All contractors shall cooperate with the Town to determine competency. 2.10 REJECTION; WAIVERS The Town of Rockland reserves the right severally or together to reject any and all submittals, waive any irregularities, reissue all or part of this Request for Proposal, and not award any contract, all at their discretion and without penalty. 2.11 INVESTIGATION BY CONTRACTOR It shall be the responsibility of the contractor to thoroughly read and understand the information, instructions, and specifications herein.
Contractors are responsible to completely inform themselves of all the conditions under which service is to be performed. This includes an examination of the service area, including but not limited to, roads, traffic patterns, population density, labor required, and all other factors which would affect the execution and completion of work covered by this proposal. 2.12 AWARD OF CONTRACT The Town of Rockland is committed to an objective and open selection process. Every proposal shall receive an unbiased review. The evaluation criteria include but are not limited to: Overall qualifications, experience, and competence of staff. Experience in communities with comparable characteristics. Pricing. Reference checks. Financial Competency. Insurance Coverage meeting minimum requirements. Ability to store salt in conformance with local, county, and state regulations. The Town will consider a number of factors when deciding upon a Contractor. While price will be a contributing factor, the Town will not compromise quality of work, variety of services performed, professionalism or ethical considerations when making its decision. The Town reserves the right to base its decision on any factors it deems pertinent, or assigning greater weight to those factors it so chooses.
3.1 INTENT AND SCOPE OF SERVICES SECTION 3 CONTRACT SPECIFICATIONS It is the intent of the Town of Rockland to obtain throughout the contract term timely and efficient snow and ice removal services. Any proposal that maintains or improves upon the prior program will be considered. The contractor shall be responsible for all performance items per the contract, and shall provide and furnish all labor, materials, necessary tools, expendable equipment and supplies, vehicles, and transportation services required to perform and complete the purposes of the proposal and contract. As part of the contract, the contractor also shall, have access to, or directly provide, a storage facility which can store a minimum of 200 tons of salt in compliance with local, county, and state regulations. Such facility will need to be available for the storage of Town of Rockland salt beginning July 1st of each year. Upon delivery, contractor will be required to transfer the Town s salt into contractor s facility and may charge the Town for such services. Salt supplies purchased by the Town and stored by contractor shall be kept separate from any other salt supplies the contractor purchases or stores for other customers. In all cases, contractor shall ensure that the Town of Rockland s salt be utilized for servicing the Town s roads only and shall be properly accounted for. Town of Rockland reserves the right to inspect contractor s salt storage facility and verify that this specification is being met. The contractor may, at its option, contract separately with businesses, multi-family units, institutions, municipal facilities, and agencies for snow and ice removal outside the scope of this contract, subject to local regulations, provided that such operations or the terms of the separate contracts shall not interfere with the contractor s performance in fulfillment of this contract. 3.2 COMPLIANCE WITH APPLICABLE LAWS The contractor shall comply with all applicable Federal, State, and local laws, ordinances, rules and regulations governing snow and ice removal during the term of this contract and ensure that its drivers are properly licensed and in good standing. During the term of this contract, the contractor shall comply in all respects with the Equal Employment Opportunity Act and the Americans with Disabilities Act. The Contractor shall have a written equal employment opportunity policy statement declaring that it does not discriminate on the basis of race, color, religion, sex, national origin, sexual orientation, disability, or age. Findings of non-compliance with applicable State or Federal equal employment opportunity laws and regulations may be sufficient reason for revocation or cancellation of this contract. 3.3 TAXES, LICENSES, PERMITS AND CERTIFICATES The contractor shall pay all sales, use, property, income and other taxes that are lawfully assessed against the Town of Rockland or the contractor in connection with the contractor s facilities and the work included in this contract.
Immediately upon the awarding of the contract, the contractor shall secure and pay for, at its own expense, all necessary permits, licenses, and certificates of authority required to complete the work, and shall comply with all requirements of such permits, licenses, and certificates of authority to operate in the Town of Rockland, including inspections. The contractor shall keep and maintain all such licenses, permits and certificates of authority in full force and effect throughout the term of the contract. 3.4 INDEPENDENT CONTRACTOR; EMPLOYEES AND CONDUCT The Contractor shall be deemed an independent Contractor, and all persons working under the direction of the Contractor shall be employees of the Contractor and not the Town of Rockland. The Contractor, and not the Town, shall be responsible for the payment of their wages, benefits, and all taxes with respect to their employment. The Contractor shall comply with all applicable laws, regulations, codes rules or ordinances with respect to the hiring, employment, compensation, health and safety of the employees and the environment. The Contractor agrees that Town shall not be liable for any loss of, or damage to the Town s materials or equipment used in the performance of these services. The Contractor shall undertake to perform all services rendered hereunder in a neat, orderly, and efficient manner; to use care and diligence in the performance of this contract; to provide neat, orderly, and courteous personnel; and to provide courteous and knowledgeable personnel in its customer service function. The Contractor should further conduct itself both in relations with the Town of Rockland and its residents in a personable and professional manner. The Contractor should also act in an ethical manner throughout the term of this contract. 3.5 ASSIGNMENT AND SUBCONTRACTING Contractor agrees not to assign this contract without prior approval, either oral or written, by the Town of Rockland. Contractor may employ subcontractors deemed necessary to complete the services under this contract, provided, however, that the provisions of the contract apply to all subcontractors including the insurance requirement. 3.6 ACCIDENT PREVENTION AND NOTIFICATION The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work of this contract. Caution shall be exercised at all times for the protection of persons and property. The safety provisions of all applicable laws, regulations and building codes shall be observed, including safeguards on machinery and equipment, the elimination of hazards and worker safety training. In the event of accidents of any kind which involve the general public and/or private or public property in the Town of Rockland, the Contractor shall immediately notify the Town. Upon request of the Town of Rockland, the Contractor shall provide an accounting of details and/or copies of written accident reports.
3.7 DAMAGES The Contractor shall take all necessary precautions for the protection of public or private property. The Contractor shall be responsible for damages on public or private property resulting from the operation of vehicles. All property which suffers damage caused by the Contractor shall be repaired or replaced as soon as possible to equivalent quality at the time of damage at no extra charge to the property owner or to the Town of Rockland. If the Contractor fails to do so within a reasonable period of time, the Town of Rockland, may, after expiration of forty-eight (48) hours and after giving the Contractor notice in writing, proceed to repair or replace such property as may be deemed necessary at the Contractor s expense. Such charges shall be deducted from the Contractor s monthly bill. 3.8 COMPLAINTS The Contractor shall promptly and courteously resolve all complaints found to be valid, within twenty-four (24) hours after a complaint or notification is received. The Contractor shall maintain a daily log of complaints received. Each month a copy shall be furnished to the Town of Rockland. The monthly complaint log shall be submitted to Chairman Dennis Cashman no later than 15 days after the close of the month. No submittal is required if no complaints are received. The Town Board Chairperson or his or her designee shall be charged with the responsibility to arbitrate all unresolved service disputes between the Contractor and Town residents, related to the performance of this contract. The Chairperson or his or her designee shall have the authority to render a decision that is final and binding on all parties concerned.
PROPOSAL Having examined this Request for Proposal, including the Background, General Instructions, Contract Specifications, Proposal, Agreement, and Exhibits; and having become familiar with the requirements herein, the undersigned hereby submits and makes part of the Agreement the following proposal. The undersigned, through its authorized representatives, hereby certifies that: The Contractor understands and accepts the terms and provisions of the Agreement as provided in this Request for Proposal, including without limitation those dealing with disposition of Proposal Security, if any. The Contractor has reviewed this proposal and has found it to be accurate in all material respects. The Contractor's representative is authorized to submit this proposal. The Contractor understands that the figures quoted in the proposal are to be used by the Town in determining the most advantageous proposal. The Contractor has familiarized itself with the nature and extent of the Proposal, work, site, locality, and all local conditions, laws and regulations that in any manner may affect cost or furnishing of the work. This Proposal is genuine and not made in the interest of or on behalf of any undisclosed person, firm, or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization, or corporation; the Contractor has not directly or indirectly induced or solicited any other Contractor to submit a false or sham Proposal; the Contractor has not solicited or induced any person, firm or corporation to refrain from bidding; and the Contractor has not sought collusion to obtain for itself any advantage over any other Contractor or over the Town of Rockland. Signed By: Name Printed: Title: Company: Date: Telephone: Address: