SNOW REMOVAL SERVICES 2025-2028

Project Overview Minnesota State is requesting proposals to furnish all labor and equipment for the efficient clearing of snow and application of salt on both the East and West Campus parking lots and connecting roadways. This includes all labor, materials, equipment, supplies, and services required to maintain safe driving conditions on parking lots and connecting roadways. The Contractor will be required to maintain an environment in compliance with all rules, regulations, and codes governing an occupied facility. The Contractor will be required to plow and remove all snow from parking lot entrances, lots and drives. Outside of a snow event, the contractor must arrive on campus within one (1) hour of receiving the service call. SCOPE OF WORK: 1. When snow exceeds one (1) inch, or accumulates during the night or early morning hours, initial snow removal efforts should be directed to primary areas to clear these areas by 7:00 am of the day. See Attached Exhibit “B” for primary areas highlighted in green on map. Primary areas to clear are subject to change based on owners’ needs/operations. The Contractor must provide a description of the methods and tools used to monitor and track weather conditions, including any specific services, technologies, or systems utilized. 2. Century College consists of two campuses (East and West). Snow must be removed from both campuses simultaneously. 3. The Contractor must have the operational capacity, staffing, and equipment necessary to complete full snow removal operations across all designated areas of both East and West Campuses within five (5) hours of the start of service for snow events measuring less than six (6) inches. For snow events of seven (7) inches or greater, the Contractor shall complete removal operations within a proportionally reasonable timeframe, based on the depth and intensity of the snowfall, as determined in coordination with Century College. 4. The Contractor shall be responsible for clearing daytime accumulations so that the sites are effectively available for evening activities, community events, etc. (also weekend and holiday activities as communicated and directed by the College). Snow piles must not obstruct visibility at entrances and/or exits of lots. Driveway entrances and exits are to be cleared to their full width with no piles blocking visibility to incoming or outgoing traffic. 5. During lulls in snowfall, and at the College's request, contractors must push back snow accumulations to prevent build-up that obstructs further plowing. Contractors must monitor and report the loss of parking and traffic space due to snow, with removal negotiated as needed. 6. Century College may opt to self-perform or provide additional support to Contractors to ensure that access to all lots is clear and free of snow. 7. Equipment storage and power is negotiable with the College. Contractor equipment can be stored at Century College; it will be stored on East Campus in Lot I. Limited electrical power is available. Salt storage must be stored in a covered, enclosed area or under impermeable covers (like a tarp, and on impervious pads to prevent runoff and leachate. Contractor will remove unused salt from storage area at the end of snow removal season. Fueling onsite, Contract must ensure good engineering practices are followed while fueling equipment to prevent spills/overfills. Ensure fueling spill kit or spill pads are near fueling area and the Contractor disposes of their own oil/fuel spill pads/rags. 8. Contractors must submit a log of services within two (2) business days following each snow event. Logs must include snowfall amount, equipment used, operator names/numbers, time spent plowing/salting, and amount of salt used. 9. The Contractor and Century College will conduct walk-throughs at the beginning and end of each season to document site conditions. The Contractor is responsible for damaged curbs, gutters, stormwater, turf, landscape, lighting, signs and any other damage done by the Contractor. The Contractor will be responsible for any/all repairs for damage to Century College property that include, but not limited to damage to trees, shrubs, fencing, concrete curbs, vehicles, buildings or any other unforeseen damage caused by the Contractor. The Contractor is required to use reflective markers to identify curbs, fire hydrants, and other potential obstacles to prevent damage during snow removal operations. 10. Sidewalks will be maintained by Century College personnel. 11. The Contractor will pile snow on-site as determined by Century College Grounds Supervisor and as listed on Exhibit “C” (On site storage and typical direction of snow plowing). If it is determined that snow cannot be piled safely on site, snow removal will conform to all local, state and federal laws regarding transportation and dumping. 12. The Contractor will be required to meet with Century College’s Grounds Supervisor to review the property to identify and determine priority areas. The Contractor will provide each of their plowing/salting operators with a copy of the instructions of the priorities. 13. The Contractor is responsible for applying salt to parking lots and roads after each snow event where needed, when icy conditions exist, and/or when requested by Century College. 14. Minimum qualifications are: 14.1. Three (3) years’ experience in the removal of snow from large commercial lots 14.2. A minimum of three (3) names and phone numbers of references must be provided. Snow Event Communication The Century College Grounds and Road Supervisor will be notified via text message or GPS option alert in the event of snow-related activity. Communication should follow these three steps: Initial Notification: Notify the Supervisor when there is potential for a snow event requiring plowing, salting and/or deicing. Include the tentative start time. Arrival Notification: Notify the Supervisor when the snow removal crew arrives on-site and is ready to begin work. Completion Notification: Notify the Supervisor once snow removal, salting, and/or deicing activities are fully completed. Equipment This section is provided for reference only and reflects equipment used by past contractors for snow removal operations. Contractors are responsible for identifying the specific equipment they will use to meet the requirements of this RFP. • 5 loaders (160 Hp to 190+ Hp) with 3-4.5-yard buckets with attached box plows (minimum of 14 feet) • 1 Single axel plow trucks, 12,000 lbs. with salt/sand attachment • 1 Loader with blade attachment • 2 Skid loaders with attachments • 1Tri axel truck holding 14-46 yards to move snow if needed. Pricing shall be in terms of “per hour”, per season pricing will not be accepted. Proposal Content Vendors must submit the following information: 1. Services and Participation: Clearly identify any services or support the contractor expects from Minnesota State or Century College, if any. If no participation is required, please state that explicitly. Include any associated cost allowances related to requested support. 2. Deicing Requirements: Century College requires the use of Clear Lane Deicer or an approved equivalent. Vendors must provide a description of the proposed product, its cost, and storage method. Salt must be stored in a covered, enclosed area or under impermeable covers and on impervious pads to prevent runoff or leachate. 3. Equipment Capabilities and Listing: Because this RFP covers snow plowing, ice removal, and Clear Lane applications, it is essential that the selected vendor possesses the equipment, staffing, facilities, and materials necessary to fulfill the contract requirements. Vendors must provide a complete list of all owned and leased equipment proposed for use, including type, size, age, current condition, and hourly pricing for each unit. (Refer to Equipment-Pricing Spreadsheet in the questions section under Group 5: – Exhibit “A”). 3.1.1. Vendors may also propose an optional annual retainage fee model, which allows for more competitive hourly rates in exchange for guaranteed service availability and priority response. If proposed, the retainage fee will be paid in equal monthly installments from November through March. 3.1.2. Vendors must also indicate which equipment will be stored on-site at Century College. If awarded the contract, the selected vendor may be permitted to store equipment on East Campus (Lot I) for the duration of the snow and ice removal season, typically November through April, pending approval by the College. 4. Labor: State whether services will be subcontracted and identify equipment owners. List all equipment stored on-site, equipment used but not stored on-site, and any supplemental equipment available. 5. Experience: Has the bidder had experience working with Minnesota State or Higher Education related to this RFP. Each vendor will be required to supply Century College with a list of contacts and references along with how long the vendor and each driver has been working with each contractor in regards to this RFP. 6. Scenario-Based Evaluation: Respond to the included scenario questions (below). Responses will be evaluated. 7. Response Time: Century College requires on-site arrival within one (1) hour of a call for deicing or additional services. 8. Brine option: Please describe your ability to apply brine prior to snow or ice storms, please be detailed in your response. Alternate #1: GPS Tracking of Snow Removal Equipment As an optional enhancement to the base proposal, Century College is requesting pricing and implementation details for GPS tracking of all snow removal equipment used on campus. Scope of Add Alternate #1 - Contractor shall equip all snow removal vehicles and equipment with active GPS tracking devices. The GPS system must: System Requirements: Real-time location tracking Web/mobile dashboard access for Century College Historical data logs (routes, times, durations) Operational during all snow removal Proposal Must Include: One-time setup costs Ongoing service fees (monthly/seasonal) Training and support services Evaluation: This alternate will be evaluated separately. Century College reserves the right to accept or reject it based on budget and operational needs. Vendor Requirements The vendor will be responsible for all snow removal and plowing services required by the college for the term of this contract. Project Overview/Vendor requirements is listed under Buyer Attachments (2025 Project Overview Review - Snow Removal - Working File). The Contractor will be required to maintain an environment in compliance with all rules, regulations, and codes governing an occupied facility. The Contractor will be required to plow and remove all snow from parking lot entrances, lots and drives. Outside of a snow event, the contractor must arrive on campus within one (1) hour of receiving the service call. Budget The budget for this contract is estimated to be $120,000.00 per year of the contract. Selection Process The selection process includes: Facilities and Public Safety. This group will evaluate the proposals and make the final decision. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: No Evaluation Factors Weight 1. Adhere to Terms & Conditions 10% 2. Cost 30% 3. Equipment 20% 4. Experience 15% 5. Scenario Answers 15% 6. Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 10% Total: 100 Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective October 1, 2025 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be three (3) years. If Minnesota State and Respondent are unable to negotiate and sign a contract by October 1, 2025, then Minnesota State reserves the right to seek an alternative Respondent(s). Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFx date and time deadlines. Failure to meet the deadlines shall be grounds for rejection. Pre-award Informational Meeting Minnesota State will hold a mandatory walk-thru pre-award informational meeting on 11:30 am, 8/26/2025, Century College: EAST Campus-Door E2-Conference Room E1421. It is required all potential or interested respondents attend this meeting. Minnesota State reserves the right to name a date which all responding Vendors will be invited to present demonstrations or participate in an interview.