Snow Removal Services

• Deadline: September 16, 2024 at 2:00 p.m.

Collins-Maxwell Community School District is soliciting proposals for snow removal for the Collins and Maxwell sites. Attached are requirements to be met by the proposals, criteria to be used (although not all inclusive) for Evaluation of the proposals, and general information relating to Collins-Maxwell to be taken into consideration when preparing the proposals.

Submission Instructions

Proposals, containing two (2) copies of the proposal, in an envelope clearly marked “Snow Removal Proposal” will be accepted before 2:00 P.M. on Monday, September 16, 2024, at the Collins-Maxwell Administration Office, 400 Metcalf Street, Maxwell, Iowa. If mailed, the proposals should be clearly marked “Snow Removal Proposal” and mailed sufficiently in advance so as to be received prior to 2:00 p.m. on Monday, September 16, 2024. Please address your submission to:

Collins-Maxwell Community School District
400 Metcalf St.
Maxwell, Iowa 50161-2021

Once proposals are received they will be the property of Collins-Maxwell Community School District and shall be public records subject to disclosure under state and federal law.

The administration will recommend their selection to the Collins-Maxwell School Board and will select the proposal at the next School Board meeting following the turn in deadline of Monday, September 16, 2024.

Contact

For further information regarding the bidding process, please contact Traci Nessa, S.B.O., at 515-387-1115 or trnessa@collins-maxwell.k12.ia.us. For further information regarding the specific requirements, please contact Cody Smith at 515-231-3439 or codysmth@collins-maxwell.k12.ia.us or Melissa Cory at 515-387-7778 or mecory@collins-maxwell.k12.ia.us.

I.  Specific Requirements

• Proposals received in accordance with the Request for Proposal requirements will be the only ones given consideration.
• The proposal length shall cover a three (3) year period beginning October 2024 with the possibility of an extension up to three (3) years, however, either party may terminate the contract at any time with a (thirty) 30 day written notice.
• Collins-Maxwell will not accept any liability or cost that may arise out of either the preparation of a proposal or the acceptance or rejection of a proposal.
• A snow map will be provided to the selected vendor which will highlight the areas snow needs to be removed.

II.  Snow Removal Requirements

1. The following areas will need to be cleared:
   • Collins (416 4th Ave., Collins, IA 50055)
     • Bus p0ickup/drop off on street, street parking, parking lots (Main and North gravel lot), paved playground and basketball court in back.
     • Push all snow in North gravel lot to the East end of the lot
     • Gravel lane up to the dumpster on North side of the building
     • Sidewalks North, East, and West sides of school
   • Collins (Railway St., Collins, IA 50055)
     • Located West of Fire Station (324 Railway St.)
     • Gravel lot (push to the South)
     • Blow/shovel out between Buses
   • Maxwell (400 Metcalf St., Maxwell, IA 50161)
     • Northwest parking lot (Pile in North center lots and remove as needed at School’s discretion), parallel parking on Metcalf along with back dragging out from dumpsters, Circle Drive/parking lot on Southwest side of building, street parking around Southwest parking lot and along the west and north of Gym on Maxwell Street.
     • Sidewalks along Metcalf St., Maxwell St., 3rd St., Circle Drive (bus drop off)
        
2. Snow piles will be pushed back or relocated to maintain access, visibility, and safety. Lot sanding and sidewalk de-icing will be performed as needed to maintain access and safety.
    
3. The selected vendor will need to provide their own ice melt and sand for applications on sidewalks and parking lots.
    
4. Following the winter season, the selected vendor will return to each school location to clean out rock from the grass, repair curbs, and sidewalks.
    
5. All services are subject to request of authorized Collins-Maxwell Staff.
    
6. Possess applicable certificates of insurance coverage for the following:
   • General Liability Insurance: The vendor shall procure and maintain General Liability Insurance.
   • Auto Liability Insurance: The vendor shall procure and maintain Auto Liability Insurance.

III. Proposal Requirements

1. A letter of transmittal briefly outlining the proposer’s understanding of the work and general information regarding the company and individuals to be involved is permitted, but not required, if it is limited to not more than two pages. If a transmittal letter is presented, it should clearly set forth the local address of the office and the company to be performing the work, telephone number, and the name of the contact person.
2. Table of Contents
   •  Identify by category and page number the presentation of the following information.
3. Profile of Company
   • Brief background of the company
     • State whether the submitting vendor is a local or national company and a brief description of the size of the company
     • State the length of the time the company has been in existence
   • Information about the staff
     • Name, address, and phone number of the office. Name and phone number for individual(s) who would have primary responsibility for the services for automated notifications.
     • Any other pertinent information
   • Itemized list of vehicles and equipment being used at locations for security purposes
4. Qualifications
   • Past projects will be reviewed to determine if the respondent has successfully completed projects similar in nature and scope. Provide narrative examples that are similar in nature to the what is described in in the RFP including contact information for references.
   • Describe recent snow removal experience with K-12 public school districts, area education agencies, community colleges, and other similar entities. Provide contact information for references if applicable.
5. Scope of Services
   • Briefly explain your understanding of the scope of services to be provided.
6. Cost of Services
   • Provide pricing for the following services during the Winter season up to forty-two (42) Inches of Snowfall:
     • Snow Removal - Overnight snows will need to be cleared by 6:30 AM in Maxwell and Collins by 7:00 a.m.
       1. Parking Lots
       2. Sidewalks
     • Collins Site has Church Service Every Sunday. Must be cleared by 7:00 a.m.
     • Eight (8) Lots Sandings
     • Eight (8) Sidewalk De-Icing Applications
   •  Provide Two (2) Bid Options
     • Bid Option 1: Lot Plowing will take place when snowfall amounts reach a minimum of One (1) Inches. All sidewalks will be cleared when snow reaches a minimum of One (1) inch of Snowfall.
     • Bid Option 2 (Zero Tolerance): Lot Plowing will take place at a minimum of a trace of snowfall. Sidewalks will need to be cleared at a minimum of a trace of snowfall.
   • Rates for additional plowing services requested beyond the bid options
     • Outside of Seasonal plowing
     • Use of larger equipment (e.g. loader and dump truck) to move excessive snow piles
   • Cost of each additional sanding application for all school sites.
   • Collins-Maxwell will pay monthly following School Board meetings as long as bills are turned in by the 5th day of the month.
7. Assurances
   • Written statement that all proposal requirements have been reviewed and that they can or will be met.
   • Statement to be signed by the individual who will have primary responsibility for the snow removal services.