Snow Removal RFP

COMMUNITY UNIT SCHOOL DISTRICT #308
4175 Route 71
Oswego, IL 60543
Phone # 630-636-3171
SPECIFICATIONS FOR SNOW REMOVAL
The Board of Education, Community Unit School District 308, will be accepting sealed bids for
SNOW REMOVAL for the 2026 - 2027, 2027-2028 school year, with the option to renew annually
for up to one (1) additional year, at the sole discretion of the District.
All Bids must be submitted by 12:00 p.m. on August 13, 2026 August 31st, 2026. Note: Faxed
bids will not be accepted.
Please mark your bid envelope "Snow Removal Bid" and send to:
Mr. Ondre Schoensee
Director of Operations
71 Stonehill Road
Oswego, IL 60543
630-636-3171
PROPOSALS
Before submitting your proposal, EXAMINE carefully all specifications pertaining to the work and
VISIT sites with permission of the School District. Submission of proposal will be considered
evidence that the contractor is familiar with local facilities, the requirements of the documents and of
pertinent State or local codes, State Labor and Material Regulations, and has made due allowance in
his/her bid for all contingencies.
QUESTIONS
Questions regarding this bid can be directed to Steve Weaver at 630-768-7883.
SUB CONTRACTORS
Subcontracting must be pre-approved by District 308.
SALES TAX
This project is exempt from Illinois Occupational Retail Sales Taxes.
SCHOOL DISTRICT RIGHTS
The Board of Education reserves the right to reject any or all bids, or to waive any irregularities in the
bidding and to make the award in accordance with the best interests of Community Unit School
District 308. In addition to this, Community Unit School District 308 reserves the right to
immediately cancel the snow removal contract at any time due to repeated or negligent poor
performance, failing to meet the needs of the District and/or for fraudulent billing.
SCOPE
The contractor shall furnish all labor, materials, services, tools, equipment and incidentals required to
complete snow removal of all asphalt and concrete surfaces in scheduled areas as defined. After the
bid is awarded, additional meetings will take place to review specific details including where snow is
to be piled and other details as needed.
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SNOW REMOVAL & SALT APPLICATION
Snow plowing includes driveways, parking lots, and playgrounds - all asphalt surfaces.
Snow plowing and salt application is to occur when notified by a designee of the Operations
Department.
The cost for snow removal PER PUSH is defined as completely plowing the entire property of
all snow and one application of salt to these plowed surfaces.
o The contractor is expected to minimize the number of pushes used and to perform the
snow removal as efficiently as possible.
It is the responsibility of the contractor to contact a designee of the Operations Department
after each snow removal occurrence with the total number of pushes. This is critical in order
to reconcile services to assure invoices are paid in a timely and efficient manner.
SNOW REMOVAL EQUIPMENT & FLEET REQUIREMENTS
This bid is for snow removal for the locations listed in the bid proposal form. Snow removal
is to be done using standard acceptable industry practices. Bidder accepts all responsibility to
have proper equipment and manpower to address all accounts awarded in this bid.
All vehicles must be properly equipped with safety notification equipment (amber lights, etc.)
All vehicles must be clearly marked to properly identify the represented snow removal
company.
On site equipment storage and parking may be allowed in designated locations only, pending
approval by District designee, and must be removed promptly at the end of the season.
No fleet or equipment repairs are to take place on District property.
TIME & SCHEDULE REQUIREMENTS FOR SCHOOLS
The District requires that BOTH High School locations under the agreement be cleared of snow by
5:00 a.m. daily, including weekends, due to student and staff arrival for pre-school activities. If
snow continues to fall past 5:00 a.m., it is the responsibility of the contractor to contact the District
designee for direction. Also, the District designee will contact the contractor to communicate the
needs for additional snow removal anytime during the day.
The afternoon/evening start times for snow removal will vary by building depending on the weather
conditions, as well as planned after-school activities. (The deadline of 5:30 a.m. for completion is
consistent with all school buildings.)
On Call: The District requires a response time of no more than 1 hour for arriving at a site to plow
in case of emergency needs or unforeseen school activities. This would be on an "on-call" basis.
Daytime Snow Removal: In the event where snow falls throughout the day, the contractor must be
available to do driveway or lot cleanup if called to do so. If this is needed, the District would contact
the contractor.
TIME & SCHEDULE REQUIREMENTS FOR TRANSPORTATION
The District requires all Transportation asphalt and concrete surfaces covered under this agreement to
be cleared by 5:00 a.m. daily, including weekends. A second push is required between 7:00 a.m.
and 8:30 a.m. to clear parking spots and paths not serviceable during the initial push (Monday
through Friday). The contractor must be available to provide coverage during the week (Monday
through Sunday) in the event of continuous snow fall during the day/night. This effort will be
coordinated with the Transportation designee.
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The District requires a response time of no more than one (1) hour for arriving on site to plow in
case of emergency needs.
DISTANCE FOR CONTRACTOR
To qualify for this bid the contractor must be located no more than 20 miles away from the Oswego
City Limits. This is to ensure adequate response time.
SNOW REMOVAL SEASON
The snow removal season for this bid is from November 1, 2026 through April 15, 2028. One
additional year may be extended upon agreement of both parties.
SNOW PILES AT SCHOOLS
The District designee will meet with the winning bidder(s) to discuss the placement of the piles of
snow during removal. This is to ensure that no sidewalks, parking, walking paths, doorways, etc.
are obstructed. This will also ensure a minimum number of parking spots are lost to snow storage.
No parking spots can be lost at either high school and cannot be used for snow piles.
MEASUREMENTS
The contractor shall verify IN-PERSON all areas to be plowed on site. Each school is unique in its
needs for snow removal. The contractor is responsible to examine the building sites and ensure the
company has full capability to perform the needed job at all locations bid. Please know that Google
Earth is not always accurate. Do not rely solely on Google Earth for your measurements.
AWARDING BIDS
The bid will be awarded to the lowest responsible bidder(s) for snow removal provided they meet the
required specifications and needs of the District. Bids will be awarded based on the per push bid
amount including salt application on all asphalt surfaces and concrete (when applicable), and
overall pricing, past performance and district review. By submitting a bid, the contractor agrees
to be responsible for awarded buildings.
QUALITY ASSURANCE
The contractor agrees that all requirements set forth by the District are communicated to workers
assigned to each account to assure consistency between drivers.
SNOW RELOCATION ON SCHOOL PREMISES
In the event that an extreme amount of snowfall occurs, it may be necessary for relocation of snow
piles. If needed, snow will be relocated from parking lot or playgrounds to designated open field
areas on the same property. The Bid Proposal Form has a specific section to include the hourly rate
for the contractors required equipment and labor to complete this task if requested. This ability is a
requirement to qualify as a bidder for snow removal.
SNOW RELOCATION REQUIREMENTS FOR TRANSPORTATION - 55 STONEHILL RD.
All removed snow will be initially placed along school bus parking pad fences and the west end of
the bus parking pad (Plank Road side). In the event that an extreme amount of snow occurs, it may
be necessary to relocate snow piles. Additional snow storage will be along and in the water reservoir
west of the fueling station. The Transportation designee will meet with the winning bidder to discuss
placement of snow during removal. This minimizes the number of lost parking spaces and will allow
all Transportation property to be clearly visible at all times.
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SAFETY
Contractor is expected to use extreme caution when operating snow removal equipment on school
and Transportation properties, being aware of the possible presence of children (particularly on
playgrounds), District employees, service trucks and buses. Excessive speeding on the property is
not acceptable and will not be tolerated. While the majority of snow removal will be done outside of
school hours, in some events the schedules may overlap if snow removal is necessary during daytime
hours. Any concerns should be communicated to the District and/or Transportation designee.
PROPERTY DAMAGE DURING SNOW SEASON
All property damage must be reported immediately to District designee. It is the responsibility of the
contractor to make all repairs. The District reserves the final right to determine the time requirement
for the completion of these repairs. Repairs must be performed by contractors approved by the
District that comply with insurance and prevailing wage requirements.
SPRING CLEANUP AFTER SEASON
Contractors will be responsible for final cleanup / site restoration after the snow season has ended.
This includes and is not limited to the restoration of any damaged grass areas, replacement of
damaged parking curbs, fencing, signs, posts, or other damage resulting from the snow removal for
the season and removal of all equipment stored on District 308 property. All equipment is to be
removed and restorations completed no later than April 30th, and to the District's satisfaction.
RESTORATION
All lawn areas disturbed by snow removal shall be re-graded to form a smooth transition from the
existing lawn to the new sidewalk at a maximum slope of 6:1 and shall be treated by the application
of black dirt and seed blanket. This item will be considered incidental to the bid and no added
compensation shall be allowed.
Provide pulverized topsoil, seed blanket and care of grass during establishment period for a
complete surface restoration or lawns, parkways and other areas disturbed as a result of the
construction.
Provide watering, replanting and continue as necessary until a close healthy stand of specified
grasses is established.
Replace lawns not showing a close uniform stand of healthy specified grasses for up to 1
(one) year after acceptance of substantial completion of job by School District and maintain
until acceptance.
Scarify the compacted sub-grade to a depth of 3 inches to receive the topsoil.
Provide a mixture of black dirt having at least 90 percent passing a No. 10 sieve, free of large
roots, brush, sticks, weeds, stones larger than 14 inch in diameter, and any other debris.
Spread at least 4 inches of prepared topsoil in areas of new grading raked smooth and level.
Grade flush with walks, curbs, and paving.
This item will be considered incidental to the bid and no added compensation shall be
allowed.
PAYMENT/INVOICES
Invoices must list the date, location and number of pushes, sidewalk clearing and salt only events
separately to allow reconciliation of service history information for approval. Please submit invoices
by the 20th of the month to ensure payment at the next month's Board of Education Meeting, which
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is generally the second Monday of the month.
TERMS OF THE AGREEMENT
The initial term of this agreement shall be for two years with the option to renew for one additional
one-year term. Every attempt will be made to award the bid on an overall responsive, low cost basis
between contractor(s) and District personnel. No price escalation throughout the course of this
agreement without prior consent by the District.
INSURANCE
The successful bidders must supply Community Unit School District 308 with a Certificate of
Insurance that outlines all of their coverage and names Community Unit School District 308 as an
additional insured. A minimum of $1 million coverage is required for insurance coverage.
Insurance certificates MUST be submitted with this bid.
PREVAILING WAGE / CERTIFIED PAYROLL REQUIREMENTS / INVOICES
The contractor is required to comply with all provisions of the acts of the General Assembly of the
State of Illinois related to Wage Rates, Discrimination and Preference to Illinois workmen. Contractor
must pay prevailing wage to all employees during the course of this project. Prevailing wage shall be
as scheduled by county for which the work is contracted.
Please note it is the full responsibility of the contractor to understand and comply with the prevailing
wage labor grade pay scales and requirements.
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COMMUNITY UNIT SCHOOL DISTRICT 308
SNOW REMOVAL BID PROPOSAL FORM
August 13, 2026 - 12:00 p.m. August 31, 2026 12:00pm
Cost includes all equipment, labor and materials to provide the snow removal and salt
application per bid specifications.
1. It is required to itemize the cost as follows. Please complete this sheet in full.
2. Quotes are based on a per push rate including salt application.
3. Undersigned agrees that quoted prices represent the total cost for snow removal and
salting and that nothing additional will be added for delivery, taxes, fuel surcharges, etc.
Brokaw Early Learning Center
1000 Fifth Street, Oswego, IL
Total cost of snow removal & salting per push $ ___________ per push
Total cost for one salt application only $ ___________
Total cost for sidewalk snow removal & salting (if necessary) $ ___________ per event
Churchill Elementary School
520 Secretariat Lane, Oswego, IL
Total cost of snow removal & salting per push $ ___________ per push
Total cost for one salt application only $ ___________
Total cost for sidewalk snow removal & salting (if necessary) $ ___________ per event
Grande Park Elementary School
26933 Grande Park Blvd., Plainfield, IL
Total cost of snow removal & salting per push $ ___________ per push
Total cost for one salt application only $ ___________
Total cost for sidewalk snow removal & salting (if necessary) $ ___________ per event
Homestead Elementary School
2830 Hillsboro Blvd., Aurora, IL
Total cost of snow removal & salting per push $ ___________ per push
Total cost for one salt application only $ ___________
Total cost for sidewalk snow removal & salting (if necessary) $ ___________ per event
The Wheatlands Elementary School
2290 Barrington Dr. West, Aurora, IL
Total cost of snow removal & salting per push $ ___________ per push
Total cost for one salt application only $ ___________
Total cost for sidewalk snow removal & salting (if necessary) $ ___________ per event
Wolf's Crossing Elementary School
3015 Heggs Road, Aurora, IL
Total cost of snow removal & salting per push $ ___________ per push
Total cost for one salt application only $ ___________
Total cost for sidewalk snow removal & salting (if necessary) $ ___________ per event
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Bednarcik Jr. High School
3025 Heggs Road, Aurora, IL
Total cost of snow removal & salting per push $ ___________ per push
Total cost for one salt application only $ ___________
Total cost for sidewalk snow removal & salting (if necessary) $ ___________ per event
Murphy Jr. High School
26923 Grande Park Blvd., Plainfield, IL
Total cost of snow removal & salting per push $ ___________ per push
Total cost for one salt application only $ ___________
Total cost for sidewalk snow removal & salting (if necessary) $ ___________ per event
Plank Jr. High School
510 Secretariat Lane, Oswego, IL
Total cost of snow removal & salting per push $ ___________ per push
Total cost for one salt application only $ ___________
Total cost for sidewalk snow removal & salting (if necessary) $ ___________ per event
Oswego East High School
1525 Harvey Road, Oswego, IL
Total cost of snow removal & salting per push $ ___________ per push
Total cost for one salt application only $ ___________
Total cost for sidewalk snow removal & salting (if necessary) $ ___________ per event
Oswego High School
4250 Rt 71, Oswego, IL
Total cost of snow removal & salting per push $ ___________ per push
Total cost for one salt application only $ ___________
Total cost for sidewalk snow removal & salting (if necessary) $ ___________ per event
Transportation Department
55 Stonehill Road, Oswego, IL
Total cost of snow removal & salting per push $ ___________ per push
Total cost for salt application only $ ___________
Total cost for sidewalk snow removal & salting (if necessary) $ ___________ per event
Provide Hourly Costs for the Following
Bobcat $ ___________ per hour
Front End Loader $ ___________ per hour
Dump Truck (for snow transportation) $ ___________ per hour
Pick-Up Truck $ ___________ per hour
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Required Request for Qualifications
Must be completed for bid to be accepted
1. Number of years the company has been in business: _________
2. Total approximate dollars for materials, labor and services your company did last year for snow
removal: $ ______________________________
3. Total number of employees: _________
Must provide copy of valid driver's license of all employees who will be operating equipment on
District 308 properties.
4. List contact information (name and number) for all customers that your company has done snow
removal for in the last 12 months:
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
5. Attach a list of vehicles and equipment that your company owns and will have available for
snow removal required per this bid for the School District 308 locations.
6. Does your company offer services to relocate snow piles or haul them away? __________
7. Where is your company located with regard to distance from Oswego?
_____________________________________________________________________________
COMPANY NAME:
_____________________________________________________________________________
ADDRESS: __________________________________________________________________
PHONE NUMBER: FAX NUMBER: ____________________
___________________________________________ DATE: ____________________________
Please PRINT name
____________________________________
AUTHORIZED SIGNATURE
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