Snow - Ice Removal for Public Parking Lots, Sidewalks and Snow Plowing

REQUEST FOR PROPOSALS (RFP)
# 26-122: Snow-Ice Removal for Public Parking Lots, Sidewalks and Snow
Plowing
Issued August 19, 2026
Due September 18, 2026
The Village of Oak Park ("Village"), Illinois will receive proposals for Snow-Ice Removal for
Public Parking lots, Sidewalks and Snow Plowing (as more fully set forth herein) at the Oak
Park Village Hall, Monday through Friday, 8:30 a.m. to 3 p.m., at 201 South Blvd, Oak Park,
Illinois 60302. Proposals will be accepted until 3 p.m. central standard time, Monday,
September 18, 2026.
The Village reserves the right to divide the services described in this Request for Proposal
between two qualified vendors.
Proposals must be submitted electronically to Tom Fulton, Streets Superintendent at
tfulton@oak-park.us and the subject line should be "26-122 - Public Works Streets Division"
The Village reserves the right to accept or reject any and all proposals or to waive technicalities,
or to accept any item of any proposal. Information is available by emailing tfulton@oak-park.us.
Upon formal award to the successful contractor, a written agreement will be executed in
substantially the form attached hereto.
The Village reserves the right to accept or reject any and all proposals or to waive
technicalities, or to accept any item of any proposal.
A legal advertisement for proposals will be published in the Wednesday Journal on August 26,
2026.
Submission of Proposals

Proposals shall be submitted on the proposal form included herewith. The proposal shall be
submitted electronically to tfulton@oak-park.us and the subject line should be "26-122" -
Public Works Street Division" and shall bear the return address of the contractor, and shall be
addressed as follows:
TO: Tom Fulton
Streets Superintendent
Village of Oak Park
201 South Blvd
Oak Park, IL 60302
[THIS SPACE LEFT INTENTIONALLY BLANK]
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Section I. General Requirements
A. Introduction and Mandatory Terms
The Village requests the services of a qualified contractor for the purpose of plowing
and/or salting of snow and ice for Village owned or operated parking lots, sidewalks,
public ways and other Village-owned property located in the Village of Oak Park. There
are two proposals being requested, one for snow plowing and another for snow and
ice removal in Village parking lots and corresponding sidewalks. Contractors may
submit a proposal for all or individual sections of the RFP. Please fill out the
appropriate form(s) for all sections being submitted for consideration.
All additional questions must be submitted via email to tfulton@oak-park.us no later
than August 26, 2026 at 2 p.m.
Responses will be reviewed and evaluated, and all information regarding status will be
kept confidential until a decision is made and a recommendation provided to the
Village Board for approval.
B. Presentation of Request for Qualifications
The Village reserves the right to select a short list of service providers at its own
discretion to present their qualifications, respond to questions, and supply
supplemental information.
C. Service Provider Notification
Service providers will be notified in writing of further questions and/or decisions.
D. Award of Agreement
An agreement in substantially the form attached may be executed once one or more
contractors are found to be qualified, a selection of the most qualified is determined
by the evaluation committee, and the Village Board approves of the award.
The agreement with a selected contractor or contractors must be reviewed and
approved by the Village Attorney, may be approved and authorized by the Village of
Oak Park Board of Trustees, and executed by the Village Manager. Contractors are
advised that Village staff, other than the Village Manager, have no authority to sign
agreements or modify existing agreements on behalf of the Village and that any such
agreements are null and void.
E. Taxes Not Applicable
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The Village as a municipality pays neither federal excise tax nor Illinois retailer's
occupational tax.
F. Interpretation of the Request for Proposal Document
Any service provider in doubt as to the true meaning of any part of this document may
request an interpretation thereof from the Village or its representative. The person
requesting the interpretation shall be responsible for its prompt delivery. At the request
of the Service Provider or in the event that Village management deems the
interpretation to be substantive, the interpretation will be made by written addendum
duly issued by the Village.
In the event that a written addendum is issued, either as a result of a request for
interpretation or the result of a change in the requested RFP specifications initiated by
the Village, a copy of such addendum will be posted on the Village's Website and
DemandStar.com. The Village will not assume responsibility for receipt of such
addendum. In all cases it will be the service providers' responsibility to obtain all
addenda issued.
G. Competency of Service Provider
No submission will be accepted from, or agreement awarded to, any person, firm or
corporation that is in arrears or is in default upon any debt or agreement. The Service
Provider, if requested, must present evidence of ability and possession of necessary
facilities, and financial resources to comply with the terms of the scope of services.
H. Subletting of Contract
No contract awarded by the Village of Oak Park shall be assigned or any part
subcontracted without the written consent of the Village of Oak Park. In no case shall
such consent relieve the bidder selected from their obligations or change the terms of
the contract.
I. Village Ordinances
The Service Provider will strictly comply with all ordinances and codes of the Village of
Oak Park and laws of the State of Illinois.
J. Term of Agreement
The initial agreement shall be from January 1, 2027 to December 31, 2027. The
Village may renew the agreement for two (2) optional snow seasons (January 1, 2028
to December 31, 2028 and January 1, 2029 to December 31, 2029) under the same
terms and conditions as the initial agreement. Price escalation will be allowed for an
applicable renewal. The requested increase must be that of the general industry. In
this event, written notification stating the requested increase and supporting
document justification must be forwarded to the Village. The adjustment shall be based
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upon 100% of the percentage of change of the latest published Index (as defined below)
as compared to the Index for the previous year. The Index shall be the United States
Department of Labor, Bureau of Labor Statistics, Revised Consumer Price Index for all
Urban Wage Earners for Chicago, Illinois - Gary, Indiana - Kenosha, Wisconsin (all items,
1982-84 = 100). Notwithstanding anything contained herein to the contrary, the
adjustment shall not be greater than three percent (3%) of the previous year's cost for
services provided under this agreement in any year. If the Contractor fails to justify the
requested increase, the Village reserves the right to reject the request and cancel the
balance of the agreement and/or not renew the agreement.
If any price reductions are announced during the agreement period or any applicable
renewal, the Village shall receive benefit of such reduction. This request shall also be
in the form of a written notification and shall become effective thirty (30) days from
the date the notice was received by the Village.
K. Payments
The contractor will submit a monthly invoice to the Village detailing the addresses
completed, hours worked and the rate. All invoices will be paid within 30 days of
approval. Charges for late payments must be in accordance with the Local
Government Prompt Payment Act, 50 ILCS 505/1 et seq., requiring a maximum
interest penalty of 1% per month or portion thereof.
L. Termination for Non-appropriation of Funds
The Village reserves the right to terminate any multi-year agreement if the Village's
Board of Trustees fails to appropriate funds for this purpose in any subsequent fiscal
year. All funds for payments after December 31st of the current fiscal year are subject
to Village's appropriation for this purpose.
M. Service Provider Personnel Assigned to the Village of Oak Park Account(s)
The Village reserves the right to accept or reject any staff designated by the Service
Provider to manage the Village account(s). If no suitable replacement staff is provided,
the Village reserves the right to terminate the agreement.
N. Confidentiality
The Service Provider shall keep the Village's employee and all related data
confidential.
O. Insurance Requirements
The selected Service Provider must purchase and maintain for the length of the
agreement in the amounts set forth in the agreement attached hereto.
P. Hold Harmless and Indemnity
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Notwithstanding any limitations or restrictions applicable to any insurance or bonds
required hereunder, the Service Provider shall defend, indemnify and hold the Village
of Oak Park and its officers, officials, employees, volunteers and agents as set forth in
the agreement attached hereto.
Q. Tentative Schedule
Below is a tentative schedule for the request for proposal, evaluation of responses,
selection and approval of a preferred Operator or Operators ("Operator"):
Request for Bids posted Aug. 26, 2026
Questions due Sept 16, 2026
Bids due Sept. 18, 2026
Proposals reviewed Sept. 21-23, 2026
Service start date Jan. 1, 2027
R. References
Contractors shall furnish a minimum of four (4) references from accounts that they are
currently servicing (for not less than 2 snow seasons).
CONTRACTOR REFERENCES
Contractor Name: ___________________________
Name Address Phone #
1. __________________________________________________________________
2. __________________________________________________________________
3. __________________________________________________________________
4. __________________________________________________________________
State the number of years in this business ______________.
State the number of current personnel on staff trained in the operation of the equipment
required in the performance of this contract.
****
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Section II. SNOW PLOWING
DETAILED SPECIFICATIONS AND PROPOSAL FORM
BASE PROGRAM: The Village of Oak Park may request assistance for back-up plowing and
salting operations to clear snow and ice from residential streets and alleys when snowfall
is expected to be six inches (6") or more. Contractor pricing should include driver, truck,
plow and salt spreader (if available). If salting is required, Village salt will be used.
Notification
The contractor is required to notify the Village when they enter and leave town for this
work. The notification must include the number of employees and equipment in town and
the proposed plan for completion of the work. After the work is complete, the contractor
must submit a list of the addresses with the time the work was complete.
Cost and Payment
Contractors shall propose a cost per man per hour.
BACK-UP PLOWING AND/OR SALTING ASSISTANCE
(Per Hour Price to include driver and equipment)
EQUIPMENT DESCRIPTION HOURLY RATE HOURLY RATE
(Weekday) (Weekend)
Class 7, single axel dump with plow and salter $ ____________ $ ____________
Class 8, Tandem axle dump with plow and salter $ ____________ $ ____________
________________________________________ $ ____________ $ ____________
________________________________________ $ ____________ $ ____________
________________________________________ $ ____________ $ ____________
Company Name ________________________________________________________
Address _______________________________________________________________
______________________________________________________________
Contact Name __________________________________________________________
Phone ________________________________________________________________
Fax __________________________________________________________________
Email _________________________________________________________________
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Section III. PARKING LOTS DETAILED SPECIFICATIONS AND PROPOSAL FORM
The contractor shall plow and/or salt snow and ice in Village owned or operated parking lots
and sidewalks and other Village-owned property located in the Village of Oak Park. The
locations for plowing and salting are attached to the bid:
The contractor shall:
1. Furnish all labor, materials, and equipment to remove snow from parking lot areas and
sidewalks and to spread the appropriate deicing agents for all pedestrian areas in and
around the parking lot and sidewalks. By Village Ordinance, sidewalks shall be free of
snow and ice within twenty-four (24) hours of the end of the cessation of a snow or ice
storm.
The Village retains the right to award a "Single Contract" for all work OR separate this work
into two (2) sections, one section north of the CTA Green Line "North Section" and one section
south of the CTA Green Line "South Section". Contractors may submit a bid for the single
contract work or the individual North Section or South Section. The Village reserves the right
to modify by adding or combining the sections or to add or delete parking lots to the contract.
A list of locations is attached to this document.
The North Section is comprised of 22 locations.
The South Section is comprised of 65 locations.
Three Parking Garages with height clearances of
Holley Court 6'8" Avenue Garage 7'0 OPRF Garage 7'6"
The Village's entire parking system (which is the North & South Sections combined) is
comprised of 87 locations including 3 Garage roof decks (OPRF, HOLLY COURT, & AVENUE
GARAGES)
Requirements:
The proper timing and use of equipment are essential to maintain the continuous, expeditious
and safe operating of the parking lots and other locations. Consequently, it is imperative that
all equipment be in good operating condition at all times so as to insure maximum working
efficiency and prevent unnecessary delays in service. Time is of the essence in arriving at the
scene to begin snow removal efforts.
The contractor shall perform the work in the following manner:
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A. The contractor shall at all times maintain a force of qualified personnel sufficient to
perform the work required and described herein. The force of qualified personnel shall be
sufficient to respond to emergency calls, which may be received at any time. Manpower
must be activated and equipment operating at the site in a prompt, expeditious time frame
but no later than within one (3) hours after notification by the Village.
B. The contractor shall submit, in writing, the name, address and all telephone numbers of
the person in their organization to whom instructions shall be given by the Public Works
Streets division staff on an hour (or 24-hour callout) per day basis. The contractor must
submit two (2) phone numbers which will provide 24-hour accessibility. One designated
supervisor in the contractor's organization shall be available on the job site at all times
during snowplowing operations.
Village of Oak Park personnel will confer with the contractor via telephone when a snow
event is predicted and discuss response scenarios. Response scenarios include, but are
not limited to:
1. Pre-salting, sidewalks only
2. Pre-salting, sidewalks, garage decks and lots
3. Snow removal in lots, garage decks and sidewalks
4. Snow removal in lots, garage decks and sidewalks following by salting
5. Recall for additional snow removal in lots, garage decks, due to lack of cars in lot
(which were present during initial snow removal efforts)
6. Recall for single lot treatment, e.g. salting and snow removal in parking lots and
garage decks
Village of Oak Park personnel notify the contractor via telephone when a snow event has
been determined. The contractor may not respond to a snow event without Village
authorization.
C. For a snowfall in excess of two (2) inches, the contractor shall provide sufficient equipment
to remove snow and ice from all paved areas including adjacent sidewalks. Snow removal
is accomplished by plowing snow to the edge of the roadways in areas designated or to
the center of the parking lots. If there are vehicles in the parking lot when the contractor
arrives to remove the accumulated snow, the contractor shall remove all snow from
roadways, aisles and empty spaces. Equipment shall be provided to continue removal
operations through completion to the satisfaction of the Village. The contractor will also
be required to remove snow away from the parking pay stations, so patrons can access
the parking pay stations for payment. The Village reserves the right to modify its request
for salting, shoveling or plowing based upon ice conditions regardless of snowfall amounts.
D. The contractor shall be paid for the operation-described on a per hour rate basis.
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E. The contractor is responsible for providing private storage of all equipment and materials.
However, in the event of a prolonged snow storm (more than 24 hours straight) the
contractor may be allowed to park their equipment (only those items listed as minimum
equipment necessary for this contract) overnight at a parking lot designated and approved
by the Village.
F. The contractor will clear the pedestrian areas and sidewalks of snow in and around
assigned parking lots & garage decks within twenty-four (24) hours of the cessation of a
snow or ice storm.
G. The contractor shall take great care to avoid putting snow on and/or striking adjacent
landscaping (trees, shrubs, etc.) and to avoid blocking walkways, street crossings, and lot
entrances and exits. The contractor shall be held responsible for any and all damage to
existing landscaping, vehicles and structures.
H. After calling out and before starting any snow removal operation, the contractor and its
employees shall call into Snow Command Office at the Public Works Center or another
location determined by the Village, to receive instructions and to document the
contractor's starting time, equipment and work force. Additionally, the contractor shall
report to the same location at the end of the operation.
I. The Village reserves the rate to establish the equipment type used by the contractor for
services by location (e.g. which lots require One Ton Truck versus which lots require 4x4
small trucks with plow).
J. The contractor may be requested to remove snow from parking lots and haul it to a
location designated by the Village. This work is typically completed by utilizing a large
front-end loader or skid steer and loading a large dump truck or semi-tractor/trailer. The
Village will determine when it is necessary to complete a snow hauling operation.
K. The contractor should have a storage yard for snow storage to be used on an as needed
basis.
Payment:
All charges for snow removal will start when equipment begins operation at the assigned
parking lots and shall end when the operation at the site is completed. No separate charge
for transportation of equipment to or from the site will be allowed.
Standby fees may be charged when standby time is authorized in advance by Village
personnel for the purpose of improving snow removal efforts for snowstorms that are
predicted with unspecified start times.
It will be the responsibility of the contractor to notify Snow Command or his/her designee
when the snow removal operation is complete. A form to verify these items will be provided by
the Village (a sample of which is attached hereto) and will be signed by both the contractor
and the appropriate Village representative at the completion of each operation (or no later
than 48 hours after the event). No charge for inoperable equipment due to mechanical failure
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