City Of Oshkosh Request for Quotations

All Contractors must be prequalified before submitting a quotation. Contractors must complete and submit the attached prequalification forms to the City of Oshkosh Community Development Director no later than 4 p.m. on Monday, November 9, 2026.

To be prequalified, a Contractor must demonstrate the ability to provide all labor, materials, and equipment necessary to perform the required work. The City will evaluate Contractor qualifications based on relevant experience, available equipment, and the Contractor’s demonstrated ability to interact professionally and appropriately with the public.

The City reserves the right to verify qualifications by checking references and contacting property owners or other clients for whom the Contractor has previously performed work, including references not identified by the Contractor. To the extent permitted by law, the City may also conduct other background checks necessary to assess the Contractor’s ability to interact professionally with property owners, tenants, and members of the public.

The City may inspect the Contractor’s equipment at any time, including during the prequalification process, quotation evaluation, or contract term. All equipment must be in good operating condition and equipped with appropriate safety features for work within the public right-of-way. All motorized equipment, except walk-behind equipment, must be equipped with amber flashing light(s) visible from 360 degrees.

Only shovels or lightweight equipment that will not crack, damage, or otherwise harm sidewalks, ADA ramps/crosswalks, railroad crossings, or other property may be used for snow and ice removal. Equipment must not enter or disturb private property. For example, a light-duty skid steer loader or small tractor with a bucket sized to match the width of the sidewalk may be acceptable.

Removal of snow and ice resulting from unusual site conditions may require the use of a front-end loader and dump truck.

As part of the prequalification process, the Contractor must identify the snow and ice removal equipment it owns or can confirm is available for use in performing the work. At a minimum, the City expects the Contractor to have access to the following equipment through ownership or lease:

1. Tractor or skid steer loader with appropriate snow-removal attachments;
2. Shovels and snowblower(s);
3. Front-end loader;
4. Dump truck;
5. Digital camera(s) capable of producing date-stamped photographs; and
6. Computer or tablet with internet access.

In addition, the Contractor must maintain a valid email address; be able to access the City of Oshkosh website; and be able to receive, enter, and submit information through the City's online software system.

• Contractors must provide at least three (3) references for current or past projects of similar scope and complexity to the work described in these Specifications.
• Contractors are responsible for reviewing and considering all information, requirements, and conditions included in this Request for Quotations.
• Contractors must meet all City of Oshkosh insurance requirements and comply with the City’s standard terms and conditions, as attached.
• The Contractor must furnish all labor, materials, equipment, supervision, and other resources necessary to complete the work.

Following contract award, the Contractor must provide the names and telephone numbers of designated primary and backup contact person(s). All quotations must include the Contractor's unit prices for performing the following tasks:

1. Remove all snow and/or ice at a single location/lot with 0 to 100 feet of sidewalk (including rock salt/sand application, if necessary).

This includes the removal of all snow and ice at a single location or single lot. Snow and ice cannot be placed in the street. Contractor shall not pile snow higher than thirty inches (30”) above the sidewalk in the intersection and for thirty feet (30’) from the intersection. This price should be calculated with the understanding this base point location or lot may contain anywhere from zero feet (0’) to one hundred feet (100’) of sidewalk. This price should also be calculated with the understanding rock salt and/or sand may need to be applied at any time. The City will pay for one (1) trip to the location or lot. Additional trips to the location or lot because of salting, sanding, or further cleaning will not be reimbursed by the City. The snow and ice from both the initial storm event and from street plowing operations must be removed. Before and after condition photos are required.

2. Additional footage beyond 100 feet at same location/lot (including rock salt/sand application if necessary).

This includes the removal of all snow and ice at a single location or single lot that extends beyond the base point of one hundred feet (100’). Snow and ice cannot be placed in the street. Contractor shall not pile snow higher than thirty inches (30”) above the sidewalk in the intersection and for thirty feet (30’) from the intersection. This price should be calculated for each additional foot of sidewalk. This price should also be calculated with the understanding rock salt and/or sand may need to be applied to each additional foot at any time. The City will pay for one (1) trip to the location or lot. Additional trips to the location or lot because of salting, sanding, or further cleaning will not be reimbursed by the City. The snow and ice from both the initial storm event and from street plowing operations must be removed. Before and after condition photos are required.

3. Apply rock salt/sand only to 0 to 100 feet of sidewalk at a single location/lot.

For those instances when snow and/or ice can be removed to the City’s satisfaction without shovels or mechanical means, the price shall include the application of rock salt and/or sand only at a single location or single lot. This price should be calculated with the understanding this base point location or lot may contain anywhere from zero feet (0’) to one hundred feet (100’) of sidewalk. The City will pay for one (1) trip to the location or lot. Additional trips to the location or lot for further salting, sanding, or cleaning will not be reimbursed by the City. Before and after condition photos are required.

4. Apply rock salt/sand only to additional footage beyond 100 feet at same location/lot.

For those instances when snow and/or ice can be removed to the City’s satisfaction without shovels or mechanical means, the price shall include application of rock salt and/or sand only at a single location or single lot. This price should be calculated for each additional foot of sidewalk beyond the base point distance of one hundred feet (100’). The City will pay for one (1) trip to the location or lot. Additional trips to the location or lot for further salting, sanding, or cleaning will not be reimbursed by the City. Before and after condition photos are required.

5. Remove all snow and/or ice from all pavement in the handicap ramp/crosswalk quadrant (including rock salt/sand application if necessary).

This includes the removal of all snow and ice from all the hard surfaces in handicap ramps and adjacent pavements, which are typically in the crosswalk quadrant of street intersections. Snow and ice cannot be placed in the street or be piled to create a vision obstruction at the corner. Contractor shall not pile snow higher than thirty inches (30”) above the sidewalk in the intersection and for thirty feet (30’) from the intersection. This price should also be calculated with the understanding rock salt and/or sand may need to be applied at any time. This price should be calculated for each sidewalk quadrant (corner) of a street intersection, regardless of how many ramps or access points are at a quadrant. This task requires clearing sidewalk and ramp areas leading from the sidewalk to the street. The required result is clear sidewalk access to and from the street. This task will usually require the Contractor to remove snow from the street to achieve the required result. Therefore, the Contractor is responsible for snow and ice removal up to four feet (4’) into the street beyond the face of curb. Multiple ramps in one (1) corner will only be allowed for one (1) charge. The snow and ice from both the initial storm event and from street plowing operations must be removed. Before and after condition photos are required. i. This Item only occurs where the ramp/crosswalk is leading to a crossing of a public right of way/street. Item does not apply to driveways/private entrances crossing the area where the sidewalk/pedestrian walkway exists.

The Contractor shall designate a rate for removal and disposal of snow and ice where unusual conditions have occurred, i.e. large piles of snow stockpiled by property owners that intrudes onto public sidewalks or ice build-up from sump pumps. Snow and ice are to be disposed of at Contractor’s own dump site. This price shall be a flat rate to mobilize/demobilize equipment to the site, an hourly equipment/labor rate to load and haul snow, and/or an hourly equipment/labor rate to remove ice from sump pump discharge. Contractors will not be paid for driving time to or from the site. Hourly loading rate will be paid for time loading snow. Hourly removal rate will be paid for time removing ice. In the event multiple loads must be hauled, Contractor shall provide an hourly rate for hauling snow. Only actual time for loading and hauling snow and ice removal will be paid. Idle time waiting will not be paid. Final load disposal shall be part of mobilization/demobilization. Contractor will also be paid for Proposal Items 1, 2, and/or 5, if snow pile was over sidewalk and/or handicap ramp and work performed complies with Proposal Items 1, 2, and/or 5. Contractor shall not pile snow higher than thirty inches (30”) above the sidewalk in the intersection and for a distance of thirty feet (30’) from the intersection. Before and after condition photos are required. This Proposal Item shall only be used at the discretion of the City.

6. Remove and dispose of snow and/or ice from locations where unusual conditions have occurred.

The low bidder will be determined by calculating the cost based on the five-year average quantities of the Bid Items listed in the Proposal utilizing the bid rates provided by each bidder.

Snow and ice removal work assigned by the City shall be given priority. The City will provide the Contractor with snow and ice removal work lists through the City’s online software system.

• For work lists sent by 11:00 a.m., the Contractor must begin work within four (4) hours of receiving the list. For example, work on a list received by 11 a.m. must begin no later than 3 p.m. that same day.
• For work lists sent at or after 11:01 a.m., the Contractor may begin work immediately if sufficient daylight remains to complete the required documentation. In all cases, work must begin no later than 8 a.m. the following day.

The Contractor must complete all work assigned on each list within the required timeframe:

• For lists sent by 11 a.m., all work must be completed within twenty-four (24) hours after the City sends the list.
• For lists sent at or after 11:01 a.m., all work must be completed by 10 p.m. the following day.

Time is of the essence. All time requirements will be strictly enforced.

The Contractor must remain prepared to begin snow and ice removal work immediately and must maintain all equipment in good working condition throughout the contract term. The City will generally limit the number of properties assigned for completion on any day to fifty (50). The Contractor may request additional properties if the City has documented locations requiring snow and ice removal.

Snow and ice removal activities may be performed only between 7 a.m. and 10 p.m. The Contractor must be available to perform work on weekends as necessary to meet the City's deadlines. The Contractor will not be required to perform snow and ice removal work for the City on December 24, December 25, or January 1. This is the only exception to the required completion timeframes.

The Contractor must enter all required information for each work list into the City's online software system within five (5) business days after receiving the list. If new snowfall or ice accumulation occurs before the Contractor completes work at an assigned location or lot, the Contractor must notify the City within twenty-four (24) hours after the new snowfall begins. The Contractor must identify the locations or lots that require reinspection by the City and, if appropriate, placement on a new work list.

The Contractor will receive, by email, a list of sidewalks and other areas that must be cleared of snow and/or ice to bare pavement.

Sidewalks and ADA ramps/crosswalks must be cleared of all snow and ice across the full width of the walking surface. Where a sidewalk abuts a street curb:

• If the sidewalk is wider than five (5) feet, the Contractor must clear a minimum width of five (5) feet.
• If the sidewalk is five (5) feet wide or less, the Contractor must clear a minimum width of four (4) feet or the full width of the sidewalk, as applicable.

If snow and ice cannot be removed to bare pavement, the Contractor must apply rock salt and/or sand as necessary to provide a safe surface for pedestrian travel. The Contractor must return within twenty-four (24) hours after applying salt or sand to again attempt to remove the remaining snow and ice.

If the snow or ice cannot be removed during the second visit, the Contractor must return at least once every twenty-four (24) hours until the snow and ice have been removed. These subsequent visits are included in the original service trip and may not be billed to the City as additional trips.

Likewise, any additional snow or ice accumulation at a location where removal work is still underway is considered part of the original service trip and may not be billed as an additional trip.

The Contractor must take date-stamped photographs immediately before and immediately after completing work at each location, including all return visits.

Each return trip must be documented with before and after condition photos with correct date and time reference. Failure to provide photo documentation of return trips shall result in non-payment for work.

A doorhanger, supplied by the City, must be placed on the front door of every property cleared by the Contractor.

The Contractor must complete all locations on a work list before beginning work on a subsequent work list. However, required return visits to previously serviced locations will not prevent the Contractor from proceeding to the next work list.

If the Contractor is unsure whether snow and ice removal should be performed at a property included on a work list, the Contractor must notify the City by telephone at 920-236- 5055 within four (4) hours of the initial site visit. The City will review the location and provide direction. The City may instruct the Contractor to complete the work as part of the original work list or may remove the location from the list.

The Contractor must document the initial site visit with appropriate before and after photographic documentation, as applicable. The Contractor must take all necessary precautions to protect pedestrians, the public right-of-way, adjacent properties, and the public from damage or injury. The Contractor is responsible for any damage caused by its operations, including damage to sidewalks, trees, structures, lawn areas, and other property. The use of salt and other chemicals on or near railroad crossings must be minimized. Salt and chemicals may reduce the durability and performance of railroad timbers and ballast.

The Contractor will not be paid for sidewalks cleared that are not on the list provided by the City. The Contractor must complete an entire work list before commencing to a new work list. Within five (5) business days of receipt of a work list, the following information must be entered into the City software program for each property:

1. Date and exact time of snow and/or ice removal;
2. Date and exact time rock salt/sand was applied;
3. Approximate length of walk cleared at each location;
4. Before and after condition photos (in digital format) of work performed at each location are required. Photos shall clearly identify the location of the property with landmark features in the background (multiple photos may be required). Camera must place correct date stamp on photos. Before and after, photos must be taken immediately before and immediately after the work is performed;
5. Date, time, location, and photos of any return trips;
6. Any comments (for example: return trip required, already cleared, homeowner came out to shovel, etc.).

To process proper payment, required information on each property shoveled must be submitted to the Community Development Department. All photographs taken must clearly show the before and after condition of the sidewalk and be taken with adequate light. The cost of the internet access and photos is included as part of the pertinent Bid Items. The Contractor will not be paid for work that is not properly documented or incomplete as per conditions of the Contract. Also, the Contractor will not be paid for work completed after the 24-hour time limitation has expired, excluding return trips.

The City will verify work completed and send Contractor an itemized list of work performed and costs. Contractor shall review list and, when quantities are agreed upon, submit an invoice for the cost shown with the list attached as documentation. Contractor shall submit invoices with corrections within two (2) weeks of receiving itemized list from City.

As a Contractor for a governmental entity, certain records created that relate to work performed for the City may be subject to Wisconsin Open Records Statutes. The successful Contractor agrees to fully cooperate with all requests related to open records requests.

The Contractor will be required to enter into an agreement with the City. All requirements found in this Request for Quotations will become legally binding terms. The City will also include in the Agreement other provisions it deems to be necessary. A copy of the agreement form to be used is enclosed. While some minor details may be negotiated, Contractors should expect to sign an agreement in materially the same form as the Agreement provided.

The length of this Agreement will be for one (1) winter season, which will start on the date the Contract is approved by the City’s Common Council and will end on May 31, 2027. In the event the City wishes to terminate this Contract before the end of the contract period, a 10-day notice shall be given to the Contractor. In the event the Contractor wishes to terminate this Agreement before the end of the contract period, a 45-day notice shall be given to the City.