Georgia Town School District

REQUEST FOR PROPOSAL

Download Instructions & Bid Form

9/4/2024

Overview

This Request for Proposal (RFP) is an invitation to prepare and submit a fixed-priced proposal to service and maintain the outside property for snow and ice services at the Georgia Elementary and Middle School located at 4416 Ethan Allen Hwy, St. Albans, VT 05478.

The School District reserves the right to reject any and all bids, to waive any formality or informality in bidding, and to select a bidder who is not the low bidder, as it deems in the best interest of the school district.

Sealed proposals marked “GEMS Plowing Bid” should be sent to Randall Morton, Franklin West Supervisory Union, 4497 Highbridge Road, Fairfax, VT 05454 no later than 1:00 P.M. on Tuesday, October 7, 2024.

QUESTIONS?

Please contact

Randall Morton,
FWSU Business Manager

(802) 370-3113
ext. 41001

Instructions to Bidders

  1. All bidders must contact the Facilities Director, Tod Granger (tgranger@fwsu.org), to schedule a site visit.

  2. All services will be provided during non-school working hours unless weather demands otherwise. The school is in operation from the hours of 7:00 AM – 3:00PM Monday through Friday.

  3. Bids shall be submitted in a sealed envelope on the official bid form, said sealed envelope to be clearly marked on the outside "GEMS Plowing Bid".

  4. Please price the bid for a 3 year contract. School years are 2024-25, 2025-26, 2026-27.

  5. All bids shall be opened at 1:00 P.M. on Tuesday, October 7, 2024 at Franklin West Supervisory Union, located at 4497 Highbridge Road, Fairfax, VT 05454.

  6. Bid anticipated to be awarded: October 8, 2024.


Payments

All payments to be made shall be within forty-five (45) days after receipt of properly documented and priced invoice. Erroneous invoices will be returned for re-issuance prior to payment. A proper invoice shall include the following:

  1. Detail of supplies used, quantity of labor involved, and specific details of work completed.

  2. Stated monthly cost per bid quotation.


Insurance

Bidders must submit a Certificate of Insurance that includes the following:

  1. Commercial General Liability (CGL) Insurance:

    1. Limit Each Occurrence for Bodily Injury or Property Damage: $1,000,000 Combined Single Limit

    2. Limit Each Occurrence for Personal Injury/Advertising Injury: $1,000,000 Combined Single Limit

    3. Products – Completed Operations Aggregate Limit: $2,000,000 Combined Single Limit

    4. General Aggregate Limit: $2,000,000 Combined Single Limit

  2. Franklin West Supervisory Union shall be an additional insured with the above stated coverage.

  3. Auto Liability Insurance

    1. Bodily Injury or Property Damage: $1,000,000 Combined Single Limit

    2. Pollution – Broadened Coverage for Covered Autos (CA9948 or MM9955)

  4. Workers Compensation, including Employers Liability:

    1. Bodily Injury by Accident: $500,000 Each Accident

    2. Bodily Injury by Disease: $500,000 Each Employee

    3. Bodily Injury by Disease: $500,000 Policy Limit


Scope of Work

All roadways, driveways, and parking areas shall be cleaned and to be hazard free to all school personnel, and students by 7:00 am each day. Plowing will be considered to be complete once all areas have been scraped and snow accumulation completely removed from the areas specified.

  • Any accumulating snow between .5” and 1.5” may require plowing and or salting. The contractor shall contact the District’s Facilities Director (or designee) on whether to plow or not.

  • Any snow accumulation of 1.5” or more automatically necessitates plowing and salting of all areas.

  • The contractor has the responsibility to monitor weather conditions prior to each storm.

  • Responsibility for plowing includes doing so as required on weekdays, weekends, and holidays with no exception unless otherwise authorized by the Facilities Director.

  • The Facilities Director is to be notified at 5:30 am when problems arise which may result in the failure to complete all work by 7:00 am.

  • Snow that falls after 7:00 am may require being removed at the end of the school day to allow for evening activities. The contractor will consult with the Facilities Director if there is any question.

  • The School will be responsible for the clearing and salting of all sidewalks and entrances.

  • The removal of any snowbanks, if needed will be done on site. If the need arises the contractor will consult with the Facilities Director prior to doing so.

  • Snow Plowing equipment is to be appropriately sized for the job.

  • Any and all damage done to known or marked school property, fences, sign posts, lamp posts, playground equipment, flagpole, etc., is to be reported to the school district the same day it happens and is to be repaired by the contractor as soon as possible.

  • All prospective bidders should thoroughly inspect the site prior to submitting a bid. Once selected, the successful bidder will meet with the Facilities Director to discuss the specifics of each area.