Legals for November, 19 2025

NO. 2847 REQUEST FOR PROPOSAL Sidewalk Snow Removal Proposals Due: December 1, 2025, by 4:00 P.M. MST Contact: Michael Samdahl, Code Compliance Officer Phone: (406) 863-2410 Email: [email protected] OVERVIEW The City of Whitefish invites sealed proposals from qualified independent contractors to provide snow and ice removal services on sidewalks located in the public right-of-way that pose a public safety hazard. Authority for this action is granted under Whitefish Municipal Code § 7-2- 2(D), which permits the City to enforce snow removal in cases of voluntary non-compliance. The City may engage one or more independent contractors during the 2025-2026 snow season (DECEMBER 1, 2025 – APRIL 30, 2026) to perform removal on an instance-by-instance, as-needed basis as detailed in APPENDIX A. Contractors interested in providing these services are encouraged to submit a responsive proposal. PROPOSAL REQUIREMENTS Proposals must include the following: 1. Contact Information • Contact person, company name, phone number, and email address. 2. Equipment and Supplies • Detailed list of equipment and supplies to be used. • Brand and type of pet-safe, environmentally friendly ice melt proposed. 3. Pricing Structure • Standard minimum charge (½ hour minimum per location). • Standard hourly rate after the initial ½ hour (inclusive of labor, equipment, fuel, and materials). 4. Licensing and Insurance • Valid City of Whitefish Business License for snow removal/snow maintenance (or proof of application). • Current Certificate of Insurance meeting require- ments in Appendix A, §7. SUBMISSION INSTRUCTIONS Proposals will be accepted until 4:00 P.M. MST, Tuesday, December 1, 2025. Delivery Options: • In Person or Mail: City of Whitefish Attn: Michael Samdahl, Code Compliance Planning & Building Department 1005 Baker Avenue / PO Box 158 Whitefish, MT 59937 • Email (Preferred): msamdahl@ cityofwhitefish.gov Subject Line: “RFP – Sidewalk Snow Removal 2025-2026” Selected contractors will be required to execute a Standard Independent Contractor Agreement for the 2025-2026 season and provide final insurance certificates within 5 business days of notification. Questions regarding this RFP should be directed to the Planning & Building Department at (406) 863-2410 or via email. APPENDIX A – SCOPE OF SERVICES (Please read carefully before submitting your proposal) 1) SCOPE OF SERVICES a) Contractor shall furnish all labor, equipment, and materials necessary to clear snow and ice from designated public sidewalks in a safe, timely, and workmanlike manner. b) Ice melt must be pet-safe and environmentally friendly (e.g., magnesium chloride-based, CMA, or equivalent). Sodium chloride (rock salt) is not permitted. c) Work shall be performed Monday through Friday, 8:00 A.M. to 7:00 P.M., excluding City-observed holidays. d) The objective is to create a safe, walkable surface (minimum 36-inch clear path). e) Any objection by a property owner or occupant requires immediate cessation of work. Contractor must notify Planning & Building staff within 1 hour. 2) SELECTION & NOTIFICATION a) Contractors will be selected primarily based on unit cost (minimum charge + hourly rate). b) Up to five (5) contractors with the lowest responsive unit costs will be awarded contracts. c) Performance will be evaluated on: (1) Responsiveness – Work completed to City satisfaction. (2) Quality – Meets safety and clearance standards. (3) Efficiency – Completed within reasonable time and cost. (4) Professionalism – Courteous, skilled, and respectful interactions. 3) TIME OF COMPLETION a) Upon receipt of a Snow Removal Order (via email), contractor must commence work within 24 hours. b) Before and after photos (with date/time stamp) must be emailed to [email protected] to verify completion and support payment. c) Extensions may be granted for severe weather at the discretion of the Planning & Building Department. 4) COST ESTIMATE • Minimum Charge: ½ hour per location (if removal is performed). • Rates must include all labor, equipment, fuel, ice melt, and travel. 5) UNSATISFACTORY WORK • Contractor will be notified via email of deficiencies. • Corrections must be completed within 24 hours of notification. • Payment will be withheld until work is accepted. 6) PAYMENT a) Invoices must be submitted within 7 calendar days of completion per property. b) City will process payment per standard accounts payable schedule (Net 30) after staff verification. c) Invoice Requirements: (i) Company name, address, and contact info. (ii) Property address/description from Snow Removal Order. (iii) Itemized breakdown: hours, operators, equipment, rate, and total. 7) INSURANCE REQUIREMENTS Proof of insurance must be submitted before any work begins. Minimum coverage: Coverage Type Limit Bodily Injury (per person) $750,000 Bodily Injury per occurrence) $2,000,000 Property Damage Auto $100,000 Property Damage Other $ 100,000 per occurrence / $300,000 aggregate • Contractor is an independent contractor under Montana law. • Proof of Workers’ Compensation compliance (or exemption) required. 8) COMPLIANCE WITH LAWS Contractor shall comply with all federal, state, and local laws, including child labor, wage, and safety regulations. 9) TERM OF AGREEMENT DEC 1, 2025 – May 1, 2026 (Expires automatically; no renewal option unless re-issued). 10) NOTIFICATION OF ACCEPTANCE • Up to five (5) lowest-cost responsive proposals will be accepted. • Contractors notified by email and U.S. mail by December 1ST, 2025. • Selected contractors must return signed agreement and insurance within 5 business days. • Additional contractors may be added mid-season if performance or workload requires. The City of Whitefish reserves the right to reject any or all proposals, waive informalities, and select the contractor(s) deemed most advantageous to the City. November 19, 2025 MNAXLP