Public Safety Building Snow Removal and Ice Control Services RFP

PUBLIC
SAFETY
BUILDING
SNOW REMOVAL
AND ICE CONTROL
SERVICES RFP
Grosse Ile Township
Public Safety Building
24525 Meridian
Grosse Ile, MI 48138
Submissions due by: March 23, 2026 at 3:00 pm
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INTRODUCTION
The Township of Grosse Ile is requesting sealed proposals from qualified, insured contractors to provide snow
removal and ice control services for the Grosse Ile Public Safety Building, which houses both the Grosse Ile
Police Department and the Grosse Ile Fire Department.
This is an active public safety facility operating 24 hours per day, 7 days per week. All work must be performed
in a safe, timely, and professional manner to ensure uninterrupted police and fire operations at all times.
SCOPE OF SERVICES
A. Snow Removal and Ice Control Services (Winter Season)
The property includes:
Approximately 56,000 square feet of parking lot surface
Sidewalks and walkways leading to the building
Building entrances
Emergency access points
The vendor shall provide:
Plowing of the parking lot
Shoveling of sidewalks and walkways
Clearing of building entrances and emergency access points
Application of salt / de-icing materials to maintain safe walking and driving surfaces
24/7 on-call response for snow and ice events
Snow & Ice Performance Requirements
Snow removal must commence promptly upon accumulation of _____ inches. (Vendor to specify
trigger depth)
Contractor must monitor weather conditions and respond without waiting for the Township
notification.
The Grosse Ile Public Safety building shall be treated as a high-priority site. The Vendor shall ensure
that emergency vehicle access, bays, entrances, accessible routes and parking areas remain
passable and safe at all times during snow and ice events.
Required Pricing Detail - Snow and Ice Control
Vendors must clearly itemize and separate the following:
Cost per plowing event (56,000 sq. ft. parking lot)
Cost per shoveling event (sidewalks, entrances, emergency access points)
Cost per salt application
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Clarification if pricing changes for:
o Multiple plowing events in a 24-hour period
o Multiple salt applications in a 24-hour period
o Ice-only events without snowfall
Vendors must clearly state whether:
Pricing is per event or seasonal flat rate
Salt is included in the pricing
There are any fuel or material surcharges
Important Pricing Requirement
All snow removal and salt pricing must remain firm and fixed for the duration of the contracted winter season
and/or contract year. No mid-season material surcharges will be permitted.
SECURITY AND BACKGROUND REQUIREMENTS
Due to the sensitive nature of the facility:
Emergency vehicle access must never be blocked.
Work shall not disrupt public safety operations.
Failure to meet or maintain these standards may result in termination of contract.
INSURANCE AND LICENSING REQUIREMENTS
Vendors must:
Provide proof of insurance (including general liability and workers' compensation).
Maintain adequate snow and ice liability coverage
Be licensed to operate in the State of Michigan.
Provide proof of good standing, if applicable.
MIOSHA / OSHA COMPLIANCE
The vendor shall be familiar with and follow all applicable regulations of the Occupational Safety and Health
Administration (OSHA) and the Michigan Occupational Safety and Health Administration (MIOSHA) in the
execution of work and services.
The Township of Grosse Ile shall not be responsible for enforcement of OSHA or MIOSHA regulations.
Compliance is solely the responsibility of the vendor.
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PROPOSAL REQUIREMENTS
The proposal shall include, at a minimum:
1. Full legal business name
2. Legal business status
3. Tax Identification Number
4. Main business address and phone number
5. Primary contact person
6. Proof of insurance
7. Proof of Michigan licensure
8. Description of work to be performed
9. Detailed cost breakdown of:
o Per-event snow plowing
o Per-event shoveling
o Per-event salting
10. Clear explanation of pricing structure, including:
o What pricing is based on
o Duration pricing is guaranteed
o Any escalation provisions
11. Description of 24/7 snow response plan
12. References (if available)
13. Acknowledgment of monthly invoice payment process
PRICING AND PAYMENT
Vendors must clearly itemize all pricing.
Proposals must specify how long pricing will remain valid.
Snow and salt pricing must remain fixed for the season/year.
Vendors understand payment will be made through the processing of invoices submitted on a
monthly basis.
The Township will not be responsible for any costs incurred by vendors in the preparation or submission of
proposals.
SUBMISSION REQUIREMENTS
Three (3) copies of the proposal must be submitted.
Proposals must be received no later than 3:00 p.m. EST on March 23, 2026.
Proposals shall be addressed to:
Township Clerk
Township of Grosse Ile
9601 Groh Road
Grosse Ile, MI 48138
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Proposals must be sealed.
The outside envelope must be clearly marked:
"Grosse Ile Public Safety Building - Snow and Ice Services"
Bids will be held in the Clerk's Office at 9601 Groh Road, Grosse Ile, Michigan until the close of the current
budget or six (6) months, whichever is greater.
Late submissions will not be accepted.
QUESTIONS
All questions or requests for additional information must be submitted in writing via email to:
Wendy Robledo
Confidential Secretary
Grosse Ile Police Department
Email: wrobledo@grosseile.com
Responses will be furnished to the questioner within three (3) business days via return email transmission.
RESERVATION OF RIGHTS
The Township of Grosse Ile reserves the right to:
Award bids in the best interest of the Grosse Ile Police & Fire Departments.
Waive any bid irregularities in the best interest of the Grosse Ile Police & Fire Departments.
Reject any and all bids for any and all reasons.
Accept any proposal deemed most advantageous to the Township.
CONTRACT TERM
The contract resulting from this RFP, shall be for an initial term of one (1) year, commencing on the date of the
execution by the Township of Grosse Ile (Grosse Ile Police and Fire Departments).
At the sole discretion of the Township of Grosse Ile, the contract may be renewed for up to three (3)
additional one-year terms, subject to:
Continued operational needs
Availability of budgeted funds
Compliance with all security, insurance and licensing requirements
Satisfactory performance by the Vendor
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Renewal shall be exercised by written notice from the Township to the Vendor at least thirty (30) days prior to
the expiration of the then-current term.
Pricing for the initial one-year term shall remain firm as proposed. Any proposed price adjustments for renewal
terms must be clearly identified in the original proposal and shall not take effect unless approved in writing by
the Grosse Ile Police and Fire Chiefs prior to renewal.
Failure to maintain required background clearances, insurance, licensure, or compliance with applicable laws
and regulations may result in non-renewal or termination of the contract.
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