On-Call Snow and Ice Removal

Agency: Sedgwick County
State: Kansas
Type of Government: State & Local
NAICS Category:
  • 561730 - Landscaping Services
  • 561790 - Other Services to Buildings and Dwellings
Posted Date: Feb 10, 2019
Due Date: Feb 26, 2019
Solicitation No: 19-0005
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFB/RFP Due Date Description Document Pre-bid Conference
19-0005 2/26/2019 1:45:00 PM On-Call Snow and Ice Removal

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SEDGWICK COUNTY, KANSAS
FINANCE DEPARTMENT
Purchasing Section
525 N. Main, Suite 823 ~ Wichita, KS 67203
Phone: 316 660-7255 Fax: 316 383-7055
https://www.sedgwickcounty.org/finance/purchasing/reque
sts-for-bid-and-proposal/
February 8, 2019
REQUEST FOR BID
#19-0005
ON-CALL SNOW AND ICE REMOVAL
Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking bids for ON-CALL SNOW AND ICE
REMOVAL services. If your firm is interested in submitting a response, please do so in accordance with the instructions
contained within the attached Request for Bid. Responses are due no later than 1:45 p.m. CST, February 26, 2019.
All contact concerning this solicitation shall be made through the Purchasing Section. Bidders shall not contact
county employees, department heads, using agencies, evaluation committee members or elected officials with questions or
any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the Purchasing
Section in writing. Failure to comply with these guidelines may disqualify the Bidder’s response.
Sincerely,
Britt Rosencutter
Purchasing Agent
BR/ch
RFB #19-0005
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Sedgwick County….Working for You
Table of Contents
I.
Purpose
II. Submittals
III. Scope of Work
IV. Sedgwick County’s Responsibilities
V. Bid Terms
A. Questions and Contact Information
B. Minimum Firm Qualifications
C. Evaluation Criteria
D. Request for Bid Timeline
E. Contract Period and Payment Terms
F. Insurance Requirements
G. Indemnification
H. Confidential Matters and Data Ownership
I. Bid Conditions
VI. Required Response Content
VII. Response Form
RFB #19-0005
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Sedgwick County….Working for You
I. Purpose
Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population
estimated at more than 511,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the
second highest per capita wealth among Kansas’ counties. Organizationally, the County is a Commission/Manager entity,
employs nearly 2,800 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works,
criminal justice, recreation, entertainment, cultural, human/social, and education.
Sedgwick County is seeking bids for On Call Snow & Ice Removal Services, in accordance with the specifications
outlined, for Sedgwick County.
II. Submittals
Carefully review this Request for Bid. It provides specific technical information necessary to aid participating firms in
formulating a thorough response. Should you elect to participate, submit one (1) original AND one (1) electronic copy
(PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:
Britt Rosencutter
Sedgwick County Purchasing Section
525 N. Main, Suite 823
Wichita, KS 67203
SUBMITTALS are due NO LATER THAN 1:45 p.m. CST, TUESDAY, February 26, 2019. Responses must be sealed
and marked on the lower left-hand corner with the firm name and address, bid number, and bid due date. Late or
incomplete responses will not be accepted and will not receive consideration for final award.
Bid responses will be acknowledged and read into record at bid opening which will occur at 2:00 p.m. CST, on the due
date.
III. Scope of Work
Services acquired under this solicitation will include sidewalk and parking lot snow removal, and may include any/all
facilities owned by Sedgwick County (all facilities are located within Sedgwick County). The following are minimum
requirements for work under this contract. All costs associated with such requirements shall be included in rates quoted.
1. Vendor shall clear identified project area of all current accumulation of snow/ice. Areas may include but are not
limited to entrances, ADA ramps, crosswalks, sidewalks, driveways, and parking lots.
2. De-icing materials shall be applied to all pedestrian access/egress points, walking, crosswalks, steps, sidewalks and
ADA ramps during or immediately after snow removal. De-icing products must be environmentally friendly and
approved for safe use on concrete and asphalt surfaces. De-icing product shall not be sand, unless specifically
requested by County staff. De-icing materials are not required for parking areas.
3. Vendor shall place cleared snow/ice in a safe location, onsite, not blocking foot traffic, handicap or other parking
located directly in front of facility, or any location where damage to structure may occur.
4. Vendor shall provide appropriate staffing and equipment to meet or exceed industry standards based on project size
and depth of snow/ice. Vendor shall not use equipment that will cause damage to surface.
5. Vendor shall notify requesting department immediately upon completion and remain on site until project completion
satisfaction is met, or authority is provided by County staff to leave premises after hours.
6. Vendor shall be responsible for using equipment and labor necessary for removal according to industry standards and
best practices.
Snowfall accumulation in addition to safety of employees and constituents depending on the office will determine whether
or not services are requested. Historically, sidewalks and other pedestrian areas are cleared as soon as snow/ice
accumulates. The clearing of parking lots by large equipment is generally not required until snow accumulations exceed
6”; however, experience and industry standards, should guide the use of equipment/materials.
RFB #19-0005
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Sedgwick County….Working for You
The locations on attachments below (chart and map) are currently owned by Sedgwick County and should be considered
when developing a bid response. The documents or locations therein may change at any time based on the needs of
Sedgwick County.
IV. Sedgwick County’s Responsibilities
Provide information, as legally allowed, in possession of the county, which relates to the county’s requirements or
which is relevant to this project.
Designate a person to act as the County Contract Manager with respect to the work to be performed under this
contract.
County reserves the right to make inspections at various points of the project. Contractor agrees to openly
participate in said inspections and provide information to the county on the progress, expected completion date
and any unforeseen or unexpected complications in the project.
V. Bid Terms
A. Questions and Contact Information
Any questions regarding this document must be submitted in writing to Britt Rosencutter at
britt.rosencutter@sedgwick.gov by 5:00 p.m. CST Monday, February 11, 2019. Any questions of a substantive nature
will be answered in written form as an addendum and posted on the purchasing website at
https://www.sedgwickcounty.org/finance/purchasing/requests-for-bid-and-proposal/ under the Documents column
associated with this bid number by 5:00 p.m. CST Friday, February 15, 2019. Firms are responsible for checking the
website and acknowledging any addenda on their bid response form.
B. Minimum Firm Qualifications
This section lists the criteria to be considered in evaluating the ability of firms interested in providing the service(s)
and/or product(s) specified in this Request for Bid. Firms must meet or exceed these qualifications to be considered for
award. Bids submitted must reflect in detail their inclusion as well as the degree to which they can be provided. Any
exceptions to the requirements listed should be clearly detailed in proposer’s response.
Bidders shall:
1. Have proper certification(s) or license(s) for the services/product specified in this document.
2. Have at least three (3) years’ experience in providing this type of service.
3. Ensure that project work meets all local, state and federal laws, regulations and ordinances.
4. Have the capacity to acquire all required permits, bonds, escrows or insurances.
5. Provide appropriate project supervision and quality control procedures.
6. Provide three (3) references verifying exemplary service. These references MUST have received service(s)
similar to those proposed under this RFB. Provide the business name, address, contact name, phone number,
length of service and a brief description of service(s) provided
7. Have appropriate material, equipment and labor to perform job safely and efficiently. All costs associated with
meeting this requirement will be the sole responsibility of the vendor.
C. Evaluation Criteria
An award will be made to the lowest responsible and responsive bidder.
D. Request for Bid Timeline
The following dates are provided for information purposes and are subject to change without notice. Contact the
Purchasing Section at (316) 660-7255 to confirm any and all dates.
Distribution of Request for Bid to interested parties
February 8, 2019
Clarification, Information and Questions submitted in writing by 5:00 p.m. CST
February 11, 2019
Addendum Issued
February 15, 2019
Sealed Bid due before 1:45 p.m. CST
February 26, 2019
Evaluation Period
February 26 thru March 1
Board of Bids and Contracts Recommendation
March 7, 2019
Board of County Commission Award
March 13, 2019
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Sedgwick County….Working for You
E. Contract Period and Payment Terms
A contractual period will begin following Board of County Commissioners (BoCC) approval of the successful firm(s)
for three (3) years with two (2) one (1) year options to renew.
Either party may cancel its obligations herein upon thirty-day (30) prior written notice to the other party. It is
understood that funding may cease or be reduced at any time, and in the event that adequate funds are not available to
meet the obligations hereunder, either party reserves the right to terminate this agreement upon thirty (30) days prior
written notice to the other. Payment will be remitted following receipt of monthly detailed invoice.
Payment and Invoice Provisions
https://www.sedgwickcounty.org/media/39239/payment_and_invoice_provisions.pdf
F. Insurance Requirements
Liability insurance coverage indicated below must be considered as primary and not as excess insurance. If
required, Contractor’s professional liability/errors and omissions insurance shall (i) have a policy retroactive date
prior to the date any professional services are provided for this project, and (ii) be maintained for a minimum of 3
years past completion of the project. Contractor shall furnish a certificate evidencing such coverage, with County
listed as an additional insured including both ongoing and completed operations, except for professional liability,
workers’ compensation and employer’s liability. Certificate shall be provided prior to award of contract.
Certificate shall remain in force during the duration of the project/services and will not be canceled, reduced,
modified, limited, or restricted until thirty (30) days after County receives written notice of such change. All
insurance must be with an insurance company with a minimum BEST rating of A-VIII and licensed to do business
in the State of Kansas (must be acknowledged on the bid/proposal response form).
NOTE: If any insurance is subject to a deductible or self-insured retention, written disclosure must be included in
your proposal response and also be noted on the certificate of insurance.
It is the responsibility of Contractor to require that any and all approved subcontractors meet the minimum
insurance requirements.
Workers’ Compensation:
Applicable coverage per State Statutes
Employer’s Liability Insurance:
$500,000.00
Commercial General Liability Insurance (on form CG 00 01 04 13 or its equivalent):
Each Occurrence
$1,000,000.00
General Aggregate, per project
$2,000,000.00
Personal Injury
$1,000,000.00
Products and Completed Operations Aggregate
$2,000,000.00
Automobile Liability:
Combined single limit
$500,000.00
Umbrella Liability:
Following form for both the general liability and automobile
__X__ Required/ ____ Not Required
Each Claim
$1,000,000.00
Aggregate
$1,000,000.00
Professional Liability/ Errors & Omissions Insurance:
____ Required/ __X__ Not Required
Each Claim
$1,000,000.00
Aggregate
$1,000,000.00
Pollution Liability Insurance:
____ Required/ __X__ Not Required
Each Claim
$1,000,000.00
Aggregate
$1,000,000.00
RFB #19-0005
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Sedgwick County….Working for You

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