On-Call Snow Removal Services

Agency: El Dorado County
State: California
Type of Government: State & Local
NAICS Category:
  • 561730 - Landscaping Services
  • 561790 - Other Services to Buildings and Dwellings
Posted Date: Sep 19, 2019
Due Date: Sep 27, 2019
Solicitation No: 20-968-008
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Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Dates Number/Description Forms & Addenda etc

Due Date: 9/13/2019
New Date: 9/27/2019
Issued: 8/15/2019

Contact: Kady Leitner
E-Mail

20-968-008
On-Call Snow Removal Services





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COUNTY OF EL DORADO
Procurement & Contracts
ATTN: Purchasing Agent
2850 Fairlane Ct, Bldg C
Placerville, CA 95667
REQUEST FOR PROPOSALS #20-968-008
DUE: Friday September 13, 2019
Sealed Proposals must be clearly marked on
the outside of the package with:
“RFP #20-968-008: MAILROOM DO NOT OPEN”
ON-CALL SNOW REMOVAL SERVICES
The County of El Dorado Office of Procurement and Contracts, on behalf of its Chief Administrative
Office, Facilities Division (also referred to as “County”), is requesting proposals for providing on-call
snow removal services (parking lots and driveways excluded) for various County operated facilities in
South Lake Tahoe. The County makes no guarantee as to the total number of hours the awarded
Proposer will be utilized for these services. The County of El Dorado is an equal opportunity
employer (EOE). Minorities, females, and handicapped are encouraged to participate.
This request for proposal (RFP) defines the scope of services and outlines the requirements that must
be met by Proposers interested in providing such services. Proposers shall carefully examine the
entire RFP and any addenda thereto, and all related materials and data referenced in the RFP or
otherwise available, and shall become fully aware of the nature and the conditions to be encountered in
performing the service. Proposers are advised to read all sections of this RFP prior to
submitting a proposal.
TABLE OF CONTENTS
I. Objectives
II. Scope of Services
III. Proposal Minimum Requirements
IV. Proposers’ Questions
V. Proposal Submittal
VI. Selection Criteria
VII. Selection Process
VIII. Rejection of Proposals
IX. Valid Offer
X. County’s Rights
XI. Contract Award
XII. Prevailing Wage Requirements
XIII. Conflict of Interest
XIV. Public Records Act
XV. Business License Requirement
XVI. Public Agency
ATTACHMENTS:
Attachment A
Attachment B
Potential On-Call Service Locations
Sample Agreement
COUNTY OF EL DORADO
Procurement and Contracts
Page 2 of 8
REQUEST FOR PROPOSAL: 20-968-008
I. OBJECTIVES
The County of El Dorado Chief Administrative Office, Facilities Division (County) is inviting
qualified firms to submit proposals for providing on-call snow removal services at various
County operated facilities located in the South Lake Tahoe Basin. Work of this nature will
require hand shoveling or push behind snow blower work. Parking lots and driveways are
excluded from this RFP.
Location Descriptions:
See Attachment “A” marked “Potential On-Call Service Locations” for locations in the South
Lake Tahoe Basin that may need to be serviced. The County reserves the right to modify this
list of locations at any time.
II. SCOPE OF SERVICES
Proposer agrees to furnish personnel, equipment, supplies, and services necessary to provide
the County with on-call snow removal services for various County walkways, vehicles, roof
eves (if heavy snow conditions exist), and other miscellaneous areas including application of
snow melt and removal of hazardous icicles. Excluded are parking lots and driveways.
III. PROPOSAL MINIMUM REQUIREMENTS
Submit one (1) original and three (3) copies of all materials and proposals, for review by
a County appointed Selection Committee. Concise, responsive proposals shall be bound
and formatted on 8 ½” x 11” pages (portrait orientation). All proposals must include the
following:
1. A letter of transmittal (not to exceed two [2] pages) identifying name, address, and
telephone number of the principal person representing the firm, signed by a person
authorized to execute a contract with the County. In addition, identify the Proposer’s
primary services, length of time in business, any licenses or certificates held related to
the work proposed, and equipment.
2. A description (not to exceed ten [10] pages) of Proposer’s:
a. General:
i. History of repeat business with clients.
ii. Referrals and recommendations from previous clients.
iii. Response time and availability as it matches specific areas.
b. Fee Schedule:
i. Include Fee Schedule
COUNTY OF EL DORADO
Procurement and Contracts
Page 3 of 8
REQUEST FOR PROPOSAL: 20-968-008
IV. PROPOSERS' QUESTIONS
Questions regarding this RFP must be submitted in writing by email or U.S. mail to the
Procurement and Contracts Office and must be received no later than 5:00 p.m. on August
29, 2019. All emails must have “RFP #20-968-008 – QUESTION” as their subject, and all
envelopes or containers must be clearly marked “RFP #20-968-008 – QUESTION” for
convenience purposes. Emails, envelopes, or containers not clearly labeled may be
overlooked and not responded to. Questions will not be accepted by telephone, facsimile (fax),
or orally. The County reserves the right to decline a response to any question if, in the
County’s assessment, the information cannot be obtained and shared with all potential
organizations in a timely manner. A summary of the questions submitted, including responses
deemed relevant and appropriate by the County, will be posted on our website on or about
September 3, 2019.
All inquiries submitted by email shall be submitted to: kady.leitner@edcgov.us
Or by U.S. Mail to:
County of El Dorado
Procurement and Contracts
2850 Fairlane Court, Bldg C
Placerville, California 95667
RFP #20-968-008
Proposers are cautioned that they are not to rely upon any oral statements that they may
have obtained. Proposers shall direct all inquiries to the County Purchasing Agent and
shall not contact the requesting department directly regarding any matter related to this
Request for Proposal.
V. PROPOSAL SUBMITTAL
Proposers must submit one (1) original and three (3) copies of their proposal, along with any
addenda, for review by a County appointed Selection Committee in a sealed envelope or
container, clearly marked “RFP #20-968-008 – DO NOT OPEN”, no later than 3:00 p.m. on
September 13, 2019, to:
County of El Dorado
Procurement and Contracts
2850 Fairlane Court, Bldg C
Placerville, CA 95667
A Proposer may withdraw its final proposal at any time prior to the opening deadline date and
time by submitting a written request for its withdrawal to the County Purchasing Agent, signed
by an authorized agent of the firm. Proposers may thereafter submit a new or modified
proposal prior to the opening deadline date and time. Modifications offered in any manner,
oral or written, will not be considered.
COUNTY OF EL DORADO
Procurement and Contracts
Page 4 of 8
REQUEST FOR PROPOSAL: 20-968-008
Proposers submitting less than the required number of copies of their proposal will be rejected
and considered “non-responsive”. Proposals received beyond the deadline will not be
considered, and will be returned unopened.
It is the responsibility of the Proposer to assure that the proposal is received in the
Procurement and Contracts Division prior to the proposal opening deadline date and time.
Proposals received beyond the proposal opening deadline will not be accepted and will be
returned unopened. The time stamp clock located in the office of the Procurement and
Contracts Division will serve as the official time clock.
For questions regarding the Request for Proposal process, contact Kady Leitner, Senior
Department Analyst, at 530.621.5150, or by email at kady.leitner@edcgov.us.
VI. SELECTION CRITERIA
Proposals will be evaluated based on the thoroughness, clarity, and quality of the material
presented, with emphasis on:
1. General
a. History of repeat business with clients.
b. Referrals and recommendations from previous clients.
c. Response time and availability
2. Costs
a. Costs submitted by Proposer which are inclusive of both staff and
equipment/materials costs, and any stand-by fees.
The selection criteria provided is to assist prospective Proposers and is not meant to limit other
considerations that may be identified during the course of the selection process.
VII. SELECTION PROCESS
County staff will open proposals following the submittal deadline. The only information that will
be made available to the public at that time will be the names of the Proposers submitting
proposals. The contents of all proposals, or any other medium which discloses any aspect of the
proposal, shall be held in strictest confidence until the County releases a Notice of Award.
A Selection Committee will be appointed by the County to evaluate the proposals. The
Selection Committee may interview respondent firms during the selection process if it is
determined to be necessary.
When evaluation of the proposals and presentations has been completed, a Proposer will be
selected and negotiations will be initiated. If for any reason a contract cannot be negotiated,
the County reserves the right to select the next ranked prospective Proposer.
COUNTY OF EL DORADO
Procurement and Contracts
Page 5 of 8
REQUEST FOR PROPOSAL: 20-968-008
The successful Proposer will receive written notification of the award, along with instructions for
finalizing the agreement documents.
Failure to comply with any of the requirements contained herein may result in
disqualification. It is the responsibility of all Proposers to read ALL sections of this
RFP prior to submitting a response.
VIII. REJECTION OF PROPOSALS
Prospective Proposers interested in being considered must submit a proposal in compliance
with this notice. Failure to meet the minimum requirements of the RFP shall be cause for
rejection of the proposal. The County reserves the right to reject any or all proposals.
The County may reject a proposal if it is conditional, incomplete, contains irregularities, or
reflects inordinately high cost rates. The County may waive immaterial deviation in a proposal.
Waiver of an immaterial deviation shall in no way modify the RFP documents or excuse the
Proposer from full compliance with the contract requirements if the prospective Proposer is
awarded the contract.
IX. VALID OFFER
Proposals shall remain valid for one hundred twenty (120) days from the due date. The
County reserves the right to negotiate with the successful Proposer any additional terms or
conditions not contained in their proposal which are in the best interest of the County or to
otherwise revise the scope of this RFP.
This RFP does not constitute a contract nor an offer of employment. The cost of preparation of
proposals shall be the obligation of the Proposer. All proposals, whether accepted or rejected,
shall become the property of the County and will not be returned. Unnecessarily elaborate
responses, enclosures, and specialized binding are not desired, and may be construed as an
indication of Proposer’s lack of cost consciousness.
X. COUNTY’S RIGHTS
The County reserves the right to:
1. Request clarification of any submitted information.
2. Waive any irregularity or immaterial deviation in any proposal.
3. Not enter into any agreement.
4. Not select any Proposer.
5. Cancel this process at any time.
6. Amend this process at any time.

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