Snow Plow and Removal Services

8900 US Highway 14 Crystal Lake, IL 60012
(815) 455-3700 | www.mchenry.edu
MCHENRY COUNTY COLLEGE
REQUEST FOR PROPOSAL
Snow Plowing & Removal Services
You are invited to submit a proposal for SNOW PLOWING & REMOVAL SERVICES.
Please include delivery charges in your price if applicable. The College is exempt from all sales
tax. Proposals are due by August 20, 2026, AT 10:00 AM.
McHenry County College reserves the right to award all items to one vendor or to multiple
vendors depending on what is considered to be in the best interest of the College.
Bids must be in accordance with the instructions contained herein. All submittals are to contain
a total of one (1) original, and one (1) FOIA copy in a sealed opaque envelope. EMAILS OR
FAXES ARE NOT ACCEPTABLE.
Vendors must submit their bid on the attached pricing sheet by U.S. Mail or dropping
off completed sealed bid in the Business Office, Room A246. After the College has
advertised for proposals, no pre-proposal vendor shall contact any College officer(s) or
employee(s) involved in the solicitation process, except for interpretation of proposal
specifications, clarification of proposal submission requirements or any information pertaining
to pre-proposal conferences. Such bidder or sub-bidder making such request shall be made in
writing at least seven (7) days prior to the date for receipt of proposals. No vendor shall visit or
contact any College officers or employees until after the proposals are awarded, except in
those instances when site inspection is a prerequisite for the submission of a proposal. Any
such visitation, solicitation, or sales call by any representative of a prospective vendor in
violation of this provision may cause the disqualification of such bidder's response. The sole
point of contact is:
Sole point of contact: Sandy Schwendeman
Assistant Vice President of Facilities Management
sschwendeman@mchenry.edu
Mail, Drop Off proposal to: Maricella Garza
Coordinator of Purchasing
mgarza@mchenry.edu
McHenry County College
Building A, Room 246
8900 US Highway 14
Crystal Lake, IL 60012
Mark Outside of Envelope: Snow Plowing & Removal Services RFP#08202026
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MCHENRY COUNTY COLLEGE
REQUEST FOR PROPOSAL RFP#08202026
Snow Plowing & Removal Services
INTRODUCTION
Introduction: McHenry County College (hereinafter "MCC") is inviting responsible Vendors
(hereinafter "Bidder" or "Contractor") to submit proposals for Snow Plowing & Removal Service.
A more complete description of the supplies and/or services sought is provided in the "Bid
Specifications". If you are interested and able to meet these requirements, we would
appreciate and welcome a bid. This RFP will set forth any evaluation criteria to be used in
determining product or service acceptability. It may require the submission of bid samples,
descriptive literature, technical data, references, licenses, or other information or material.
Unsolicited bid samples or descriptive literature however, are submitted at the vendor's risk,
may not be examined or tested, will not be deemed to vary any of the provisions of the RFP,
and may not be utilized by the vendor to contest a decision or understanding with MCC.
The bid document and all attachments are available for download from the MCC website,
www.mchenry.edu/bid. Contractors who download the bid document waive their right to have
clarifications and/or addenda sent to them. Such Contractors are responsible for checking the
website for clarifications and/or addenda. Failure to obtain clarifications and/or addenda from
the website shall not relieve such Contractor from being bound by additional terms and
conditions in the clarification and/or addenda, if any, or from considering additional information
contained therein in preparing their proposals. Note that there may be multiple clarifications
and/or addenda. Any harm to a Contractor resulting from such failure shall not be valid grounds
for protest against award(s) made under this bid. Bids will not be accepted in electronic form.
Background: McHenry County College (MCC) is a community college offering pre-
baccalaureate programs for students planning to transfer to a four-year university, occupational
education leading directly to employment, adult education and literacy programs, work force
and workplace development services, and support services to help students succeed. McHenry
County College serves one of the fastest growing counties in Illinois. MCC is located forty-five
miles northwest of downtown Chicago, the college is committed to providing high quality, need-
based educational and training opportunities to adult residents of Community College District
528. Nearly 250,000 residents live within the MCC district boundaries. The campus is located
at 8900 U.S. Highway 14, Crystal Lake, IL 60012. Also part of this college is the University
Center, approximately nine miles northwest of MCC in the town of Woodstock, Illinois.
Contact Information: The contact, identified below, is the sole point of contact regarding the
RFP from the date of issuance until selection of the successful vendor.
Sandy Schwendeman
Assistant Vice President of Facilities Management
McHenry County College
8900 US Highway 14
Crystal Lake, IL 60012
Email: sschwendeman@mchenry.edu
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MCHENRY COUNTY COLLEGE
REQUEST FOR PROPOSAL RFP#08202026
Snow Plowing & Removal Services
Contract Terms: The agreement is for a three (3) year contract period beginning on October
1, 2026, through June 30, 2027. Subsequent contract years will begin on July 1 and end on
June 30th of the following year, continuing through June 30, 2029, with a possibility to extend
the contract for an additional two (2) years. Potentially extending the contract through June 30,
2031. The successful Contractor agrees to execute a formal written contract with McHenry
County College subject to any modifications as may be required by MCC. Bids shall identify
the individuals having authority to contractually bind the Contractor. It shall also name the
person to be contacted both during the period of evaluation of bids and execution. This
information is to include the name, title, address, telephone, fax number, and email address of
this individual.
Bidder Qualifications: The following minimum qualifications must be met by each bidder:
The Bidder shall have had a minimum of five (5) years previous experience, possess
manpower, equipment, financial resources, and an organization as herein specified to perform
the type, magnitude, and quality of work specified.
Must provide all information required of the Minority Enterprise Program.
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MCHENRY COUNTY COLLEGE
REQUEST FOR PROPOSAL RFP#08202026
Snow Plowing & Removal Services
GENERAL INFORMATION
1. Key Event Dates: The following dates are set forth for informational and planning
purposes; however, MCC reserves the right to change the dates.
MCC Issues RFP listed at
July 28, 2026
www.mchenry.edu/bid
August 5, 2026, 10:00 AM CST Building
Mandatory Pre-Bid Meeting
A, Room 217
Last day for vendor questions via email
August 12, 2026
sschwendeman@mchenry.edu
Response to vendor questions will be listed
August 14, 2026
by addendum at www.mchenry.edu/bid
Bid End Date August 20, 2026, 10:00 AM CST
August 20, 2026, 10:00 AM CST
Bid Opening Date
Building A, Room 217
Reviewed by MCC Evaluation Team by August 20-26, 2026
Recommendation to Board of Trustees August 27, 2026
Notification of Award by August 31, 2026
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MCHENRY COUNTY COLLEGE
REQUEST FOR PROPOSAL RFP#08202026
Snow Plowing & Removal Services
BID SUBMISSION
Examination of Solicitation Documents and Explanation to Bidders: Bidders are
responsible for examining the solicitation documents and any addenda issued to become
informed as to all conditions that might in any way affect the cost or performance of any work.
Failure to do so will be at the sole risk of the bidder. Should the bidder find discrepancies in or
omissions from the solicitation documents, or should their intent or meaning appear unclear or
ambiguous, or should any other question arise relative to the solicitation documents, the bidder
shall promptly notify the Coordinator of Purchasing via email. The bidder making such request
will be solely responsible for its timely receipt by the Coordinator of Purchasing. Replies to such
notices may be made in the form of an addendum to the solicitation.
Submission: The submission of a response shall be prima facie evidence that the vendor has
full knowledge of the scope and nature of the project requirements. Only electronic bids will be
accepted.
Interpretation or Representations: MCC assumes no responsibility for any interpretation or
representations made by any of its officers or agents unless interpretations or representations
are incorporated into a formal written addendum to the solicitation.
RFP Questions and Clarifications: Questions and requests for clarification are only accepted
via e-mail. Official answers to questions will be provided via addendum.
Addendum: The only method by which any requirement of this solicitation may be modified is
by written addendum. MCC is not responsible if a vendor does not receive the proposal revision
in time to include the information with the proposal submission. Any addendum will be posted
to MCC's website at www.mchenry.edu/bid. The addendum shall be acknowledged by
signature and included in your bid submission.
Bid Preparation Costs: The costs for developing and delivering responses to this RFP are
entirely the responsibility of the bidder. The College is not liable for any expense incurred by
the bidder in the preparation and presentation of their bid or any other costs incurred by the
bidder prior to execution of a Purchase Order or Contract.
Cancellation of RFP: If the Coordinator of Purchasing determines that it is in MCC's best
interest, he/she reserves the right to do any of the following
* Cancel this RFP
* Modify this RFP in writing as needed
* Reject any or all proposals received in bid to this RFP.
Accuracy/ Withdrawal of Proposals Prior to Bid Opening: Bids may be withdrawn in writing
any time prior to the opening hour. However, no proposal may be withdrawn for a period of
sixty (60) days subsequent to the opening of the Bid without the prior written approval of the
Coordinator of Purchasing of McHenry County College.
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MCHENRY COUNTY COLLEGE
REQUEST FOR PROPOSAL RFP#08202026
Snow Plowing & Removal Services
Taxes: MCC is exempt from all federal excise, state and local taxes unless otherwise stated in
this document. In the event taxes are imposed on the services purchased, MCC will not be
responsible for payment of the taxes. The vendor shall absorb the taxes entirely. Upon request,
MCC's Tax Exemption Certificate will be furnished.
Evaluation: In evaluating the bids submitted, MCC will apply the "Best Value" standard in
selecting the vendor to be awarded a contract for this project. Purchase price is not the only
criteria that will be used in the evaluation process. Any award resulting from this bid will be
made to that vendor whose offer conforms to the bid and it is determined to be the most
advantageous, or "best value" to MCC, in the sole judgment of MCC. The selection process
will include, but not be limited to, the following considerations:
* The quality and range of products and services the firm proposes to provide.
* The ability to provide products and services in an expedient and efficient manner.
* The firm's overall experience, reputation, expertise, stability, and financial responsibility.
* The experience and qualifications of the staff that will be assigned to service MCC's
account.
* The provider's ability to assist MCC in meeting the overall goals of bid.
* The bidder's past relationship with MCC, if any.
* Any other relevant factor that a business entity would consider in selecting a vendor.
Award of Contract: MCC reserves the right to reject any or all prices or bids submitted, waive
irregularities, and to accept that bid which is considered to be in the best interest of the College.
Any such decision shall be considered final and not subject to recourse. Unless we are advised
to the contrary, it is understood that the bid has been submitted in strict accordance with
specifications. Any exceptions and explanations regarding the items listed should be delivered
with the bid. Submit complete specifications for any substitute offered.
The successful bidder will be notified within three business days by e-mail or telephone, of their
award of contract following the Board of Trustees meeting. The vendor may not assign, sell, or
otherwise transfer its interest in the contract award or any part thereof without written
permission from MCC. This bid will be awarded in its entirety to one vendor. We reserve the
right to make moderate quantity alterations to conform to budget limitations.
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MCHENRY COUNTY COLLEGE
REQUEST FOR PROPOSAL RFP#08202026
Snow Plowing & Removal Services
INSTRUCTION TO BIDDERS
Read the following instructions carefully before submitting any bid: Failure to follow these
instructions and the rules may result in the rejection of your bid. MCC reserves the right to
reject any and all bids, to waive minor or immaterial irregularities, informalities or technicalities,
to advertise for new bids, or to request confirmation or clarification from any bidder regarding
a bid.
Bid Format and Content: In order for MCC to evaluate bids fairly and completely, bidders
must follow the format set forth herein and must provide all of the information requested. All
items identified in the following list must be addressed as concisely as possible in order for a
bid to be considered complete. Failure to conform to the stated requirements may necessitate
rejection of the bid.
Cover Letter. The cover letter must confirm that the bidder understands all the terms and
conditions contained in this RFP and will comply with all the provisions of this RFP. Further,
should the contract be awarded to your company, you would be prepared to begin services
upon contract approval from MCC. The cover letter must include the full contact information of
the person(s) MCC shall contact regarding the bid. A bidder representative authorized to make
contractual obligations must sign the cover letter. The letter must also state whether or not
subcontractors will be used.
Experience & Operational Plan: Bidders must describe their capabilities to provide the
services requested in this RFP by providing the following:
* A description of Bidder's experience in Snow Plowing and Removal Services.
* Staffing and operational plan for this contract, including use of any subcontractors and
description of equipment to be used.
Pricing: Bidder shall submit on the bid pricing submission form, prices for each item listed.
Packaging of Response: Vendors must submit their bid on the attached bid specification
sheet(s) and send by U.S. Mail or dropping off completed sealed bid in the Business Office,
McHenry County College, Building A, Room 246; 8900 US Highway 14, Crystal Lake, IL 60012,
on or before the due date of August 18, 2026, at 10:00 a.m. Please see the first page of this
RFP for specific details. McHenry County College assumes no responsibility for lost mail.
Please allow ample time for mailing bids.
Late Bids: Regardless of cause, late bids will not be accepted and will automatically be
disqualified from further consideration. It shall be the bidder's sole risk to ensure delivery at the
designated office by the designated time. Late bids will not be opened and may be returned to
the bidder at the expense of the bidder or destroyed if requested.
Bidder's Signature: The bid submission form must be signed in ink by an individual authorized
to legally bind the business submitting the bid. The bidder's signature on a bid in response to
this RFP guarantees that the offer has been established without collusion and without effort to
preclude MCC from obtaining the best possible supply or service.
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MCHENRY COUNTY COLLEGE
REQUEST FOR PROPOSAL RFP#08202026
Snow Plowing & Removal Services
Bid Opening: MCC will open all bids that are submitted in a proper and timely manner, and
will record the names and other information specified by law and rule. All bids become the
property of MCC and will not be returned except in the case of a late submission.
Responders' Costs: The cost of developing a bid for this RFP belongs solely to the bidder
and may not be charged to MCC.
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MCHENRY COUNTY COLLEGE
REQUEST FOR PROPOSAL RFP#08202026
Snow Plowing & Removal Services
GENERAL TERMS AND CONDITIONS
Applicability: These general terms and conditions will be observed in preparing the proposal
to be submitted.
Purchase: Following the notice of award, the purchase will be implemented through purchase
orders or appropriate contract documents executed by the Coordinator of Purchasing.
Right to Cancel: MCC may cancel contracts resulting from this RFP at any time for a breach
of any contractual obligation by providing the contractor with thirty-calendar day's written notice
of such cancellation. Should MCC exercise its right to cancel, such cancellation shall become
effective on the date as specified in the notice to cancel.
Proprietary Information: Bidder should be aware that the contents of all submitted bids are
subject to public review and will be subject to the Illinois Freedom of Information Act. All
information submitted with your bid will be considered public information unless bidder
identifies all proprietary information in the proposal by clearly marking on the top of each page
so considered, "Proprietary Information." The Illinois Attorney General shall make a final
determination of what constitutes proprietary information or trade secrets. While MCC will
endeavor to maintain all submitted information deemed proprietary within MCC, MCC will not
be liable for the release of such information.
Negotiation: MCC reserves the right to negotiate all elements, which comprise the bidder's
proposal to ensure the best possible consideration, be afforded to all concerned. MCC further
reserves the right to waive any and all minor irregularities in the proposal, waive any defect,
and/or reject any and all proposals, and to seek new proposals when such an action would be
deemed in the best interest of MCC.
Retention of Documentation: All bid materials and supporting documentation that is
submitted in response to this proposal becomes the permanent property of MCC.
Insurance Requirements: If fabrication, construction, installation, service or other work is
specified to be conducted on MCC's premises, supplier shall maintain in force during the period
of such work the following coverage's: (a) worker's compensation, as required by the laws of
the State of Illinois; (b) commercial general liability for bodily injury and/or property damage in
an amount of not less than $1,000,000 single limit, per occurrence; (c) automobile liability for
bodily injury and/or property damage in an amount of not less than $1,000,000 single limit, per
occurrence. The successful bidder shall provide a certificate of insurance, naming McHenry
County College as additional insured.
Performance and Payment Bond: For every project greater than Fifty Thousand Dollars
($50,000), Contractor shall procure a performance and payment bond for the full amount of the
contract price. Prior to commencement of any work on the Project, the Contractor shall submit
insurance and bonds. Any provisions contained within the bonds creating a condition precedent
for Owner, or abrogating Owner's rights or remedies otherwise available in contract or law, are
void.
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MCHENRY COUNTY COLLEGE
REQUEST FOR PROPOSAL RFP#08202026
Snow Plowing & Removal Services
Terms of Payment: MCC operates under Net 30 payment terms for work completed and
products delivered, with payment due within 30 days of the invoice date. All invoices are subject
to monthly approval prior to payment. MCC will not agree to assess or pay late fees unless
payment remains outstanding for more than 60 days after the invoice date. This policy is based
on applicable state statutes governing state-funded entities.
Smoke and Tobacco Free Campus: To promote a safe, clean and healthy learning
environment, and in compliance with the Illinois Smoke-Free Campus Act (110 ILCS 64/1),
McHenry County College prohibits the use of tobacco products inside College facilities, College
vehicles and on all College property This includes the burning of any type of cigar, cigarette,
pipe, electronic cigarette or any other smoking equipment The use of smokeless/chewing
tobacco is also prohibited Refusal to comply with this policy will be met with increasingly severe
penalties
Indemnification: The Contractor shall protect, indemnify and hold MCC harmless against any
liability claims and costs for injury to or death of any person or persons and for loss or damage
to any property occurring in connection with or in any incident to or arising out of occupancy,
use, service, operations or performance of work in connection with the contract, resulting in
whole or in part from the negligent acts or omissions of the Contractor.
Substitutes to Specifications: Consideration will be given to alternatives if they are a
standard manufactured item as evidenced by literature and specifications enclosed with this
bid document. A demonstration may be requested. Submit complete specifications for any
substitute offered.
Compliance with Law: Contractor will comply with all valid federal, state and local laws and
all ordinances and regulations applicable to the manufacture, sale delivery and labeling of the
goods ordered and in the performance of any work pursuant hereto. Contractor also certifies
that the merchandise supplied meets both Illinois Life Safety Code and OSHA regulations.
Disclosure: Contractors shall note any and all relationships that might be a conflict of interest
and include such information with the bid.
Performance Evaluation Disclaimer: While this agreement is awarded as an initial three (3)
year contract, with the option to renew for up to two (2) additional one-year terms, the
successful bidder's performance will be formally evaluated after the first year of service. This
evaluation will assess the contractor's overall performance, quality of services,
responsiveness, compliance with contract requirements, and ability to meet the needs of the
organization. Satisfactory performance during this evaluation period is expected to support
continuation of the contract; however, this evaluation does not alter the terms of the contract
or create a guarantee of renewal beyond the initial contract period. Any renewal options will
remain at the sole discretion of the organization and are subject to satisfactory performance,
continued need, and available funding.
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