RFP -- Snow Clearing Services, Wabasca (2026--2027)

Description: Request for Proposals: Supply of Equipment and Labor for Residential Snow Clearing -- Wabasca The Municipal District of Opportunity No. 17 (MD17) invites proposals from qualified contractors to clear residential driveway approaches and registered senior/disabled driveways in six service areas of Wabasca for the 2026--2027 winter season, with an option to extend for 2027--2028. Item: RFP number | RFP-[0001]-SNOW-2026 Issuing body: Municipal District of Opportunity No. 17, Wabasca-Desmarais, Alberta Issue date: November 6, 2026 Deadline for questions: November 13, 2026 Closing date and time: November 23, 2026 at 2:00:00 PM Local Time Contract term: Date of award to ++_Spring_++, with one optional additional season Contact: Kimball Newberry, Director of Public Works -- kimball.newberry@mdopportunity.ab.ca· 780-891-3815 Posting: MD17 Tender Website All communication about this RFP must go through the contact named above, in writing. Proponents who contact other MD17 staff or Council members about this RFP may be disqualified. 1. Introduction and Purpose MD17 is seeking one contractor, using its own equipment and labour, to clear snow from about 689 residential driveway approaches and 50 registered senior/disabled driveways in Wabasca after each qualifying snow event. MD17 Public Works will continue to plow and grade the municipal roads in the service areas. The contractor's role is to remove the windrows that road clearing leaves across driveway approaches, and to fully clear the driveways of senior/disabled registered in MD17's senior/disabled snow clearing program. This RFP covers Wabasca only. Calling Lake, Red Earth Creek and Sandy Lake are not included. 2. Schedule and Submission Instructions Proposals close at 2:00 PM Mountain Time on November 23, 2026; late submissions will not be opened. RFP issued on MD17 Website: November 6, 2026 Deadline for written questions: November 13, 2026 Final addendum issued (if any): November 13, 2026 Closing: November 23, 2026 at 2:00 PM Local Time Evaluation complete (target): November 24, 2026 Contract award and start (target): November 27, 2026 Dates after closing are targets and may change. Questions Submit questions in writing to Kimball Newberry before the question deadline at kimball.newberry@mdopportunity.ab.ca MD17 will answer questions by addendum posted on MD17 Tender Website. The source of a question will not be identified. Only answers issued by addendum are binding. Verbal answers are not. Submitting a proposal Submit one PDF proposal by email to tenders@mdopportunity.ab.ca with the subject line "RFP-[0001]-SNOW-2026 -- [Proponent Name]" or Sealed quotations marked "RFP-[0001]-SNOW-2026 (Proponents Name) to be received at the MD of Opportunity No. 17, Wabasca Office, #2077 Mistassiniy Road North, Wabasca, Alberta The time stamp on MD17's email server is the official receipt time. Proponents are responsible for delivery; MD17 is not responsible for emails that are delayed, blocked or too large to receive. Proponents must acknowledge all addenda in their proposal. A proponent may withdraw or replace its proposal by written notice before closing. Proposals remain open for acceptance for 60 days after closing. 3. Scope of Work The contractor will clear approaches in six service areas and senior/disabled driveways in five of them, as summarized below and detailed in Schedule A. Area 1 (North end -- Lakeview Dr to Francis Dr): 155 approaches, 15 seniors' driveways Area 2 (Inset A -- Neewatin Dr to Auger Rd): 101 approaches, 22 seniors' driveways Area 3 (Mistassiny Rd N corridor -- Grasshead St, Waskway Dr, Beaver St): 127 approaches, 4 seniors' driveways Area 4 (Mamawintowin Dr and the "berry" lanes): 152 approaches, 7 seniors' driveways Area 5 (Muskwa Dr to Pumper St): 133 approaches, 2 seniors' driveways Area 6 (Cardinal Cres): 21 approaches, 0 seniors' driveways Total: 689 approaches, 50 seniors' driveways Counts are estimates for pricing. Actual quantities may change during the term, and payment will be based on work actually done. 3.1 Work included 1. Approach clearing. Remove the windrow left by MD17 road plowing or grading across each residential driveway approach, to the full width of the approach. 2. Senior/Disabled driveway clearing. Clear the full driveway of each registered senior/disabled residence from the approach to the house or garage. 3. Placement of snow. Place snow on the owner's property. Do not push snow onto the travelled road, sidewalks, neighboring properties, or onto fire hydrants, mailboxes or utility boxes. 4. Hydrant Clearing. Clean a path to the hydrant and around the hydrant for access. 5. Hydrants and hazards. Keep hydrants and their access clear of contractor-placed snow. Report any hazards, damaged property or blocked drainage to Public Works the same day. 3.2 Call-out and response times 1. Work starts only when Public Works notifies the contractor of a clearing event by phone or text. Public Works decides when an event is called, normally after road clearing in an area is complete. 2. The contractor must begin work within 4 hours of notification and complete all approaches in the called areas within reasonable time. 3. Senior/disabled driveways must be completed within 24 hours of notification. 4. Unless Public Works approves otherwise, work is done between 7:00 AM and 10:00 PM. 5. Public Works may call out one or more areas at a time, and may set the order in which areas are cleared. 3.3 Senior/Disabled program list MD17 will give the successful contractor the list of registered senior/disabled addresses at contract start and will issue updates during the season. The list is confidential and may be used only for this contract. 3.4 Records and reporting For each event, the contractor must keep a log showing the date, area, start and finish times, operators and equipment used, and the addresses cleared. The log must be submitted with each invoice. Public Works may inspect work at any time. 3.5 Damage The contractor is responsible for damage it causes to private property, landscaping, curbs, culverts, signs or municipal infrastructure. Damage must be reported to Public Works within 24 hours and repaired at the contractor's cost, or MD17 may repair it and deduct the cost from payments owing. 4. Contractor Requirements The contractor supplies all equipment, fuel, labour, supervision and communication needed to meet the response times in Section 3.2, at no extra cost to MD17. 4.1 Equipment Equipment suited to residential approaches and driveways, such as skid steers, compact loaders, tractors with blowers, or plow trucks. Enough units, or backup units, to keep working if a machine breaks down. Breakdowns do not extend response times. All equipment in safe working order, registered and insured as required, and fitted with amber warning lights. MD17 does not provide equipment, fuel, storage or yard space. 4.2 Labour Operators must be competent on the equipment they run and hold any licence required to operate it on public roads. The contractor must name a supervisor reachable by phone 24 hours a day during the season. 4.3 Insurance and WCB Before the contract starts, the successful proponent must provide: Commercial general liability insurance of at least $2,000,000 per occurrence, naming MD17 as an additional insured. Automobile liability insurance of at least $2,000,000 for all licensed vehicles used. A WCB Alberta clearance letter showing good standing, renewed during the term as requested. Proof of a valid business registration and any MD17 business licence required. 4.4 Safety The contractor is the prime contractor for its work sites under the Alberta Occupational Health and Safety Act. The contractor must have a written safety program covering hazard assessment, working near traffic, cold-weather work and equipment operation. A Certificate of Recognition (COR) or SECOR is an asset but not mandatory. Workers must wear high-visibility clothing when working at all times. 5. Term, Renewal, Pricing and Payment The contract runs from award till end of snow season and MD17 may extend it for the 2027--2028 season if performance is satisfactory. 5.1 Option to extend MD17 may exercise the option by written notice to the contractor by end of snow season. Extension requires the contractor's written agreement. Unit rates for the extension year stay the same unless both parties agree to an increase. Any increase may not exceed the change in the Alberta Consumer Price Index (Statistics Canada) over the 12 months ending August 2027. 5.2 Pricing Proponents must price using Schedule B, in Canadian dollars, including GST. Area rate total per clearing event, and include all equipment, fuel, labour, travel, mobilization and overhead. Hourly rates for each piece of equipment (with operator) apply only to extra work that Public Works requests in writing outside the unit-rate scope. MD17 does not guarantee a minimum number of events, areas or quantities. 5.3 Invoicing and payment The contractor will invoice monthly, or after each clearing event, attaching the event logs required in Section 3.4. MD17 will pay approved invoices within 30 days of receipt. MD17 will not pay for approaches or driveways not cleared, or work not meeting this scope, and may withhold payment for disputed items until resolved. 6. Proposal Requirements and Evaluation Proposals will be scored out of 100 points, with price worth 40 and the remaining 60 based on capacity, experience and service approach. 6.1 What to include Cover letter signed by an authorized signatory, with the proponent's legal name, address, contact person and acknowledgement of all addenda. Experience. Snow clearing or similar work completed in the last five years, including any municipal or residential contracts or work. References. Three references for similar work, with contact names and phone numbers. Equipment list. Each unit to be used, with type, year, size or attachment, and whether owned or leased. Identify backup units. Staffing. Named supervisor, number of operators, and how crews will be scheduled to meet the 24-hour completion time across all six areas. Service plan. How the proponent will receive call-outs, sequence areas, handle seniors' driveways, keep logs and respond to complaints or damage. Safety. A summary of the safety program, and COR/SECOR certificate if held. Insurance and WCB. Current certificate of insurance (or a letter from the insurer confirming coverage can be provided at award) and WCB clearance letter. Schedule B pricing form, fully completed. 6.2 Evaluation criteria Price (Schedule B evaluated total): 40 points Equipment and capacity to meet response times: 25 points Relevant experience and references: 20 points Service plan, communication and reporting: 15 points Total: 100 6.3 How price is scored The lowest evaluated total receives 40 points. Other proposals receive points in proportion: (lowest total ÷ proponent's total) × 40. The evaluated total is calculated in Schedule B on an assumed number of events, used for comparison only. 6.4 Evaluation process Proposals are first checked for completeness. MD17 may reject a proposal missing required items or may ask for clarification, at its discretion. An evaluation committee will score each proposal against the criteria above. MD17 may contact references, inspect proposed equipment, or interview the top-ranked proponents before award. 7. General Terms and Conditions This RFP is not a tender call and does not create a contract; a contract exists only once MD17 and the successful proponent sign a written agreement. No obligation. MD17 is not obligated to accept the lowest-priced or any proposal, and may cancel or reissue this RFP at any time without liability. Right to negotiate. MD17 may negotiate final terms with the top-ranked proponent. If agreement is not reached within a reasonable time, MD17 may negotiate with the next-ranked proponent. Costs. Proponents bear all costs of preparing and submitting a proposal. Trade agreements. This procurement is conducted in keeping with the Canadian Free Trade Agreement and the New West Partnership Trade Agreement, where they apply. Access to information. Proposals are subject to Alberta's Access to Information Act. Proponents should mark any information they consider confidential commercial information. Privacy. The contractor must protect any personal information it receives, including the seniors' program list, in keeping with Alberta's Protection of Privacy Act, and return or destroy it at the end of the contract. Conflict of interest. Proponents must disclose any actual or perceived conflict of interest with MD17 staff, Council or evaluators. Independent contractor. The contractor is an independent contractor and is responsible for its own workers, taxes, WCB premiums and statutory deductions. Indemnity. The contractor will indemnify and hold harmless MD17, its Council, officers and employees from claims arising from the contractor's work, except to the extent caused by MD17's negligence. Subcontracting. The contractor may not subcontract or assign any part of the work without MD17's written approval. Performance. If the contractor misses the response times in Section 3.2, MD17 may, after notice, arrange for others to complete the work and deduct the cost from payments owing. Termination. MD17 may terminate the contract for cause on written notice if the contractor fails to remedy a breach within 5 days, or for convenience on 30 days' written notice, paying for work completed to that date. Governing law. The laws of Alberta apply. Schedule A -- Service Areas and Estimated Quantities (Full schedule listing areas, streets and approach counts as provided in the RFP; total approaches 689, senior/disabled driveways total 50.) Schedule B -- Pricing Form Complete all rates; the evaluated total assumes 10 clearing events per season for comparison only. Part 1 -- Unit rates (evaluated): lines for Approaches Area 1--6 and Seniors' driveways (50) with estimated quantities as above. Part 2 -- Hourly rates for extra work (not evaluated): equipment (with operator) entries and Labourer (hand shovelling). All rates are in Canadian dollars, exclude GST, and are firm for the 2026--2027 season. Proponent name: ______________________ Authorized signature: ______________________ Date: ____________ Schedule C -- Service Area Map The MD17 Wabasca road map, with service areas 1 to 6 outlined, is attached to this RFP as a separate PDF.