Road & Pathway Operator

Request for Proposals

Wildernest Roads & Pathway Operations

In Responsible Charge of

 Maintenance & Plowing Services


10/1/19, 9:30 a.m.

Request for Information & Clarifications

Click the link below to view the posted BMMD clarification and answers to questions received:


INSTRUCTIONS TO BIDDERS

Buffalo Mountain Metropolitan District (the “BMMD”) is seeking proposals for general operations, maintenance, plowing, and systems management services related to the Summit County road system in Wildernest, storm drainage services and pathway maintenance.  In addition, other services include infrastructure improvement planning, construction inspection, and maintenance of the BMMD’s technical files.

Background    

The BMMD was formed under Title 32 of the Colorado Revised Statues to provide specific services for the residents and businesses located within the BMMD.  BMMD services nearly 2,500 residential units, condominium units, and several commercial properties. The roads are owned by Summit County Government, however BMMD provides maintenance and plowing services through an Intergovernmental Agreement with Summit County.

The BMMD is governed by a five member elected Board of Directors.  Day to day oversight of the BMMD’s functions is provided by the BMMD’s Manager, Shellie Duplan as well as an administrative staff of one person and a water/sewer field support staff of one person.  The BMMD field support staff will be available to work with the Company on all field operations & maintenance service requirements.

Other BMMD services that are not part of this RFP include water, sewer, parks and recreation, protective covenants and architectural guidelines services. 

Go to the bottom of this page to view a list of downloads for more information related to the District’s service responsibilities and agreement.

Scope of Services

The scope of services is set forth in detail as outlined in Exhibit C of the Agreement for Operations and Maintenance Services – Roadways (Agreement).   The Company must provide on-call availability (24 hours a day, 365 days a year) for road system and pathway emergencies (i.e., blown down trees blocking roads or pathway, bus stops need sanding, excessive snow), and take appropriate action as needed to control the circumstances. In cases of other road system and pathway emergencies, it is not contemplated that the Company will conduct the actual emergency repair, but rather manages the situation at hand for a prompt resolution to protect BMMD facilities and customers.

For winter season services (October through April), Company shall have the capability of placing sufficient snowplows/blowers/loaders/grader on BMMD roads and the pedestrian pathway for snow removal purposes.  All materials and third party fees needed in the provision of services are paid for by the BMMD.

The Company shall keep the BMMD informed through monthly reports and shall submit performance reports making recommendations with respect to improvements that need to be made to insure cost-effective, efficient and necessary services as to all matters concerning the road/path system. A Company representative will attend monthly District Board meetings to report on such services.

Term

The initial term shall be three and one half (3 ½) years starting on 7/1/2020 through 12/31/2023. After the initial term, unless terminated, the Agreement shall be renewed for two (2) successive one year periods.

Minimum Required Staffing

Minimum three (3) person crew for weekdays. For winter services, at least two (2) crew members must be on-call for weekends and holidays, around the clock, for snow plowing or sanding maintenance, with a third person as scheduled backup.

BMMD will provide a full time District employee to help with maintenance & plowing for staffing rotation (30 hours per week in winter and 20 hours per week in summer). Please note that the District only provides one ¾ ton pick-up with plow will be utilized by the BMMD employee.

Minimum Required Equipment To Have On Hand

  • 1 - Grader
  • 1 - Loader w/sweeper attachment & fork lift attachment
  • 1 – Back Hoe
  • 3 – One ton plow trucks w/minimum 9’ blades. Two must have 2 yard sander boxes on trucks. One truck must be able to haul the District 16,000 lb portable diesel generator in cases of emergency
  • 1 – Large plow truck w/minimum 12’ blade and 6 yard sander box
  • 1 – Dump truck
  • 1 – Skid Steer with 8’ snow blower attachment (or a small loader) for path maintenance

The above requirements may be substituted with other qualified equipment with a detailed explanation.

Maintenance Facility & Equipment Yard

The Company may utilize BMMD’s outdoor maintenance equipment yard to store the Companies required equipment as well as an indoor heated 2 bay equipment repair facility, one bathroom, and a small office space which is part of the overall Agreement. The facility is fully fenced with automatic gate access. This facility is part of the District water intake plant and the small office space will be shared with the District water/sewer operator.

Insurance

The Company will be required to maintain workmen’s comp, commercial general and automobile liability insurance policies pursuant to the Agreement.

Compensation

All services shall be compensated through an agreed upon annual fee and paid out bi-weekly. Minimum accepted bids start at $400,000 annually. Additional services may be compensated on a time and material basis at the direction of the Board of Directors and the BMMD Manager (see Agreement).

Pre-Bid Meeting

All interested parties are encouraged to attend the BMMD pre-bid meeting on September 24, 2019, 9:00 a.m., at the District office, 106 Adams Avenue in Silverthorne.  The current road operator will provide important insight on job operations and maintenance duties including a tour of the facilities.

Request for Information

Questions are to be submitted to District Manager Shellie Duplan at shellie@bmmd.org. Deadline for questions will be October 1, 2019 at 5:00 p.m. Answers will be posted on this RFP website page.

Proposal Submission Requirements

Proposals and qualifications should be submitted to the BMMD and must include:

  1. Qualification & experience statement
  2. Proposed rate for 3 ½ years of service (BMMD will pro-rate & pay on a bi-monthly basis)
  3. List of Equipment Inventory Owned by Company
  4. Company labor & equipment rates outside the scope of Agreement (see Exhibit B)
  5. Company history (i.e., how long in business, how long in County)
  6. Provide a number of how many other term service contracts the Company is obligated to service
  7. List of the Company principals, and any supervisor assigned to this proposed contract
  8. Back-up plan for equipment break-down (i.e., mechanic on staff, rent needed equipment, etc).
  9. Three references

Proposal Deadline

Sealed bids will be received from bidders no later than October 8, 2019 at 4:00 p.m. and delivered to or mailed to the following address:

Buffalo Mountain Metropolitan

Attn: Shellie Duplan

Physical Address:  106 Adams Avenue, Silverthorne, CO 80498  OR

Mailing Address:  PO Box 2430, Silverthorne, CO 80498

Bidders have no right to hear or review competing bids or the documentation or analysis thereof. BMMD reserves the right to reject any bidder as not qualified, reject any and all bids, or accept responsive and responsible bids as the best interests of the District may be served.

Following the review of the proposals and qualifications, the BMMD may conduct interviews with those firms which, in its sole opinion, are most qualified to provide the services outlined in this RFP.

Award & Training

Each Bidder will be notified after October 15, 2019 of the BMMD award decision. Company will be required to conduct system training with the current road operator for a minimum of forty (40) hours over winter of 2019-2020.  Additional training hours will be available as necessary.

Timeline Summary

9/24/19, 9:00 am         Pre-Bid Meeting

10/1/19, 5:00 pm         Questions Deadline

10/8/19, 4:00 pm         Bid Submission Deadline

Winter/Spring              Training

7/1/20-12/31/23           Contract Term Begins

Document Downloads

Road Map - Road Map.pdf

Agreement for Operations and Maintenance Services for Roadway & Pathway - Agreement For Road-Path Maintenance.pdf

Exhibit C - Road & Pathway Service Responsibilities - Service Responsibilities.pdf

 

The BMMD looks forward to receiving and reviewing your proposal.  If you have any questions, please feel free to contact the BMMD Manager Shellie Duplan at (970) 513-1300.  Additional BMMD information can be found on this website.