27-17-DPS IFB Manual - Snow Hauling.pdf

CITY OF SALEM

Invitation for Bids 27-17-DPS

Snow Hauling September 7, 2026

BIDS DUE:

11:00 AM, November 2, 2026

Late Bids Will Be Rejected

DELIVER COMPLETED SUBMISSIONS TO:

City of Salem Purchasing Department Attn: Anthony Delaney

93 Washington Street, Salem, MA 01970

(978) 619-5695

CONTRACT NO. 26-17-DPS

SNOW HAULING

FY 2027 Snowplow Packet Checklist

Please Submit the Following:

� Cover Sheet

� Required Certifications

� Certificate of Insurance

� W-9

� Equipment Form

City of Salem, MA

Purchasing Department

Snow Hauling

COVER SHEET

Contact Name:

Company Name:

Street Address:

City, State, Zip:

Authorized Signature:

Printed Name:

Date:

Email:

Please read the attached instructions carefully and include all necessary information.

The City reserves the right to reject any and all bids if it is deemed to be in the best interest of the City.

Please submit your completed bid package to:

Procurement Office, Attn: Anthony P. Delaney 93 Washington Street, 2nd Floor Salem, MA 01970

LEGAL NOTICE

2026-2027 Snow Hauling

Interested contractors may now obtain instructions, specifications, and other necessary forms at www.salem.com/bids or at the office of the Chief Procurement Officer, 93 Washington Street 2nd Floor, Salem, MA. Awards will be made by the Chief Procurement Officer, subject to Mayoral approval. The City of Salem reserves the right to waive informalities in the quoting procedure, or reject any or all bids, if deemed in the City’s best interest. The Vendor must obtain and provide to the Purchasing Office a Certificate of Insurance with all of the limits and requirements incorporated into the Certificate as required by this application.

Office Hours:

Mon., Tues., Wed., 8:00 AM – 4:00 PM Thurs. 8:00 AM – 7:00 PM Fri. 8:00 AM- 12:00 PM

Anthony P. Delaney Chief Procurement Officer http://www.salem.com/bids

REQUIRED CERTIFICATIONS

1. NON-COLLUSION:

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals. 

2. TAX COMPLIANCE:

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

3. CORPORATE BIDDER (if applicable):

I, _______________________________ certify that I am the _____________________ of the corporation named as Bidder in the Bid included herein, that _________________, who signed said Bid on behalf of the Bidder was then ________________________ of said corporation, that I know his signature, that his signature thereon is genuine and that said Bid was duly signed, sealed and executed for and in behalf of said corporation by authority of its governing body.

(Corporate Seal) (Secretary-Clerk)

(Signature of authorized individual submitting proposal)

(Printed Name)

(Name of Bidder (if different than name))

(Federal Tax Identification or Social Security Number)

(Date)

SPECIFICATIONS FOR SNOW HAULING

1. General

a. Contractors shall furnish the driver/operator and vehicle for snow hauling operations

(10-wheel dump truck or triaxle).

b. Contractor shall commence and terminate operation only upon the order of the Director of Public Services (‘Director’) or his designee.

c. If contractor has not yet had a piece of equipment inspected, Contractor is NOT to use or charge hours worked for said vehicle. Until the inspection is completed, vehicles and equipment are ineligible to be used in operations.

2. Billing and Rates

a. Contractor’s billing must agree with the starting and finishing times recorded by the

Salem Department of Public Services.

b. Time shall be computed to the nearest quarter hour.

c. Drivers shall be allowed one (1) fifteen-minute break during each four-hour work period.

d. The first break may be taken after the third hour.

e. Drivers must notify the Supervisor of the break.

f. Compensatory time is not allowed for standby, breakdown, or meals.

g. No additional allowance will be made for the transportation or mobilization of equipment. Example: Transportation of shovelers or snowblowers will not be counted as an additional line item to be billed.

h. All quoted rates shall remain in effect during the period of November 2, 2026, through May 1, 2027.

i. The city will not increase rates during the season for fuel adjustments.

j. No premium rates will be accepted for nights, weekends, and holidays. GPS units must be connected during the storm. GPS units will be checked against invoicing for accuracy. It will be the responsibility of the contractor to fix any discrepancies.

In a case where the invoice is different from GPS data, the GPS data will be deemed the accurate reflection of what should be invoiced.

k. Invoices shall be submitted within forty-eight (48) hours of the hauling operation to:

Brooke Coleman – BColeman@Salem.com Brian Pszenny – BPszenny@Salem.com

Or can be delivered to 5 Jefferson Avenue, Salem, MA 01970 within 48 hours of a hauling operation.

The city of Salem will not guarantee payment for invoices submitted 48 hours after a storm.

3. Indemnity and Insurance

a. The Contractor shall indemnify and save harmless the City of Salem, the City’s agent and employees, from and against all losses and all claims, and demands, payments, suits, actions, recoveries and judgments of every nature and description mailto:BColeman@Salem.com mailto:BPszenny@Salem.com brought or recovered against them by reason of any act or omission of said Contractor, his agents, or employees, in the execution of the work or in guarding the same.

b. See attached contract for all information relative to insurance requirements.

4. Work

a. The contractor must be available any hour of the day, seven days per week, including holidays.

b. If the Director determines that the Contractor is not performing as required, the City shall have the right to terminate the contracted service immediately upon verbal notice followed by written notice from the Director.

c. Contractors will be assigned a city cellphone, or GPS unit to facilitate communications/tracking between the D.P.S. and the Contractor. This unit will be in the truck and running at all times the contractor is on the clock providing the service for the city of Salem, no exceptions.

d. Each Contractor will be assigned a city issued cell phone. This cell phone and cell phone number shall be used as the primary piece of equipment that will be used to communicate with City officials during any given storm event throughout the length of the Contract. Each phone will be equipped with GPS Tracking Software which must remain on throughout the duration of any given storm event. Failure to adhere to this requirement will result in termination of your Contract and no payment will be issued for your time during this storm event.

e. It is the Contractors responsibility to ensure that the GPS is properly installed. All phones, GPS units, and phone chargers shall be returned to the City of Salem no later than May 1, 2027, or by the order of the Public Service Department.

Payments may be withheld from final invoice up to $300.00 in the event phone, GPS, and phone charger are not returned in good standing condition.

f. The director can change the scope of the work to be performed by the contractors during this contract. If the City changes its expectations from the contractor, it will notify them first and that will become the new expectations to be met by the contractor.

g. GPS Tracking Hardware must remain on and functioning throughout the duration of any given storm event. Failure to adhere to this requirement will result in termination of your Contract and no payment will be issued for your time during this storm event.

h. All contractors must agree to the following:

i. All equipment must be in good working condition

ii. Include a reliable emergency telephone number in their contract where 24-hour contact can be made. All vehicles must report within one hour of notification.

iii. Drivers must notify the Highway Superintendent or Foreman when leaving and returning to their vehicles for meals or relief.

iv. Report all damages to private property immediately to the Highway

Superintendent or Foreman.

v. Extend proper courtesy to all citizens and refer them to the Highway Office when demand is unreasonable.

i. Causes for Cancelation of Contract

i. Use of unauthorized drugs and/or alcohol during performance of job.

ii. Use of prescription drugs that may impair the judgment of the driver.

iii. Exhibition of questionable behavior during performance of job.

iv. Not possessing a valid driver’s license.

v. Demonstrated unacceptable performance of work assignment.

vi. Unreliability due to timeliness of response to work assignment after being notified by Highway Department.

vii. Equipment not in good working order.

viii. Extended coffee breaks and/or lunches.

ix. Rude or discourteous behavior to City staff or residents.

5. Equipment

a. All equipment must be inspected by Friday, November 13th, 2026, by the Office of

Central Motors located at the Public Services Garage, 5 Jefferson Avenue, Salem, Massachusetts. Additional equipment may be added later in the season pending Director’s approval, but first must be inspected by Central Motors before equipment is authorized to perform services. In order to schedule a time for inspection, Contractor shall contact Brian Pszenny at BPszenny@Salem.com or

(978) 744-3302, for a date and time for their equipment to be inspected. GPS units will be supplied and installed (by DPS employees) in vehicles according to vehicle equipment form at this time. GPS units supplied will plug into cigarette lighter in the vehicle/equipment. If the equipment is not equipped to receive GPS unit, Contractor will be provided a Non-Plug in unit to keep with the equipment. This unit must be on and running during all working hours in order to qualify the equipment / services to be invoiced. Hours worked must be agreed upon by DPS Staff (Start time / End time as assigned by Director or Designee) and verified by GPS data.

All GPS units MUST be returned to DPS no later than May 1st, 2027

NO WORK will be assigned until a vehicle is thoroughly inspected.

At this time a GPS unit will be tested for the units provided and tested to make sure the units function properly. NO EXCEPTIONS.

b. All equipment must be identified on the quote sheet.

c. Equipment in poor condition, or otherwise judged to be inadequate, will be disallowed and must be replaced by the Contractor.

d. In the event of a breakdown, the Contractor shall immediately notify the D.P.S.

dispatcher, or in the case of a school route, the school’s director.

e. Vehicles that break down for more than thirty minutes per storm will be removed from the clock for all time not working.

f. Payloaders for snow removal shall be equipped with a minimum 3 cubic yard bucket.

g. Vehicles for hauling shall be a minimum of a 10 wheel dump truck.

h. Safe Lighting – All equipment must be equipped with adequate warning and flashing lights to ensure the vehicle, and the operator of safe lighting protection as outlined by the Registry of Motor Vehicles for the operation of on-road construction equipment.

Failure to comply with one or more of the agreed line items, may result in immediate cancelation of contract and forfeiture of any bonuses.

mailto:BPszenny@Salem.com

6. Rule for Award

a. The City will award multiple contracts as a result of this IFB to responsible and eligible bidders.

b. When hauling operations are needed, awarded vendors will be contacted in order from lowest to highest bid.

ATTACHMENT A: BID FORM

2026-2027 Season

Equipment Rate/Hour in words Rate/Hour in figures 10-wheel dump truck

/hr.

Triaxle

/hr.

SIGNATURE OF AUTHORIZED REPRESENTATIVE

NAME (PRINTED)

DATE

2026-2027 SEASON

Equipment Form

# Vehicle Year Make Model GVW Vehicle I.D.

Plate # Rate

Salter (Y/N)

Plow Condition

Plow/Sander Capacity (cu.

yds.)

GPS Unit

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Contact Name: For office use only:

Company/Organization:

Street Address: Inspection Complete:

City, State, Zip Code: ________ Telephone: Date Cellphone:

x__________________________ Authorized Signature Dan Capriotti

ATTACHMENT B: SAMPLE CONTRACT

Snow Plowing Services

Contract No. 26-18-DPS

1. THIS AGREEMENT made and concluded this _____ day of ___________ in the year Two Thousand Twenty-Two by and between _________________; hereinafter referred to as the (Contractor) and the City of Salem, 93 Washington Street, Salem, MA 01970, a municipal corporation established under the laws of the Commonwealth of Massachusetts, acting by and through its Mayor, Dominick Pangallo; its Chief Procurement Officer, Anthony P. Delaney and its Director of Public Services, Raymond Jodoin thereto duly authorized, hereinafter referred to as the (City).

2. WITNESSETH, that the said Contractor has agreed and by these presents does agree, for the consideration hereinafter contained in Attachment A, which is incorporated by reference and made part of the Agreement, to provide snow plowing services pursuant to the specifications contained in solicitation 26-18-DPS.

In case of any alteration of this contract, so much thereof as is not necessarily affected by the change, shall remain in force upon all parties hereto; and no payment for Snow Plowing Services furnished under such alteration shall be made until the completion of the whole contract, and the adjustment and payment of the bill when rendered for same shall release and discharge the said City from any and all claims or liability on account of any Snow Plowing Services furnished under this contract, or any alteration thereof.

3. Performance Period: November 2, 2026 – May 1, 2027

4. The Vendor shall not assign or transfer this contract, or any part thereof without the prior written consent of the Chief Procurement Officer of said City.

5. And the said Vendor further agrees to indemnify and save harmless the said City of Salem, its officers and agents from all claims and actions of every name and description brought against the said City, or its officers and agents, for or on account of any injury or damage received or sustained by any person, structure or property, by or from the said Vendor, servants or agents, or by, or on account of, any act or omission of the said Vendor, or servants or agents, in the performance of this contract; and the Vendor hereby agrees that so much of the money due to under, and by virtue of, this agreement, as shall be considered necessary by said Purchasing Agent, may be retained by the City until all such suits or claims for damages as aforesaid, shall have been settled, and evidence furnished to the satisfaction of said Chief Procurement Officer, provided, however, that notice of such claims, in writing and signed by the claimants, shall be previously filed in the offices of the City Clerk of said City.

6. It is furthermore agreed by the Vendor that the performance of this contract shall be strictly in accordance with the specifications contained in solicitation 24-16-DPS, now on file at the Office of the City Purchasing Agent of Salem, Massachusetts, which Snow Removal Services is hereby made a part of this contract by reference.

7. IN CONSIDERATION WHEREOF, the City agrees to pay to the Vendor in accordance with the rate schedule described in Attachment A. Payments for services to be made within Thirty

(30) days from receipt of a reasonably detailed invoice.

8. INSURANCE COVERAGE:

General - The Vendor shall before commencing performance of the Contract be responsible for providing and maintaining insurance coverage in force for the life of the Contract of the kind and in adequate amounts to secure all of the obligations under the Contract and with insurance companies licensed to write insurance in the Commonwealth of Massachusetts. All such insurance carried shall not be less than the kinds and amounts designated herein, and the Vendor agrees that the stipulation herein of the kinds and limits of coverage shall in no way limit the liability of the Vendor to any such kinds and amounts of insurance coverage. All policies issued shall indemnify and save harmless the City of Salem, its agents and employees from any and all claims for damages to persons or property as may arise out of the performance of this Contract.

Comprehensive Automotive and Property Damage Insurance - The Vendor shall carry

Automobile Insurance covering all owned vehicles, hired vehicles or non-owned vehicles under the control of the Vendor while performing work under the Contract in the amount of not less than One Hundred Thousand Dollars ($100,000.00) for all damages arising out of bodily injuries to or death of one person and subject to that limit for each person, a total of not less than Three Hundred Dollars ($300,000.00) for all damages arising out of bodily injuries to or death of two or more persons in any one accident; and Property Damage coverage in the amount of not less than Three Hundred Thousand Dollars ($300,000.00) for all damages to or destruction of property.

The Vendor must carry Workman’s Compensation Insurance in the amounts prescribed under Massachusetts State Law and meet all other City and State Laws and Regulations.

No cancellation(s) of such insurance, whether by the insurer or by the insured party shall be valid unless written notice thereof is given by the parties proposing cancellation to the other party and to the City of Salem at least fifteen (15) days prior to the intended effective date thereof, which date shall be expressed in said notice, which shall be sent by registered mail, return receipt requested. These provisions shall apply to the legal representative(s), trustee in bankruptcy, receiver, assignee, trustee, and successor(s) in interest of the Vendor.

All insurance coverage shall be at the sole expense of the Vendor and shall be placed with such company as may be acceptable to the City of Salem and shall constitute a material part of the contract documents.

Failure to provide written proof to City and continue to force such insurance as previously mentioned shall be considered a material breach of the contract and may constitute sufficient grounds for immediate termination of the same.

The General & Auto Liability policies must be endorsed with the City of Salem added as additional insured and noted for Plowing for a Municipality.

9. This Agreement may be terminated upon Thirty (30) days prior written notice for failure of Vendor to provide adequate service as determined by the Purchasing Agent.

10. This Agreement will be governed by and construed in accordance with the laws of the Commonwealth of Massachusetts. This Agreement is subject to the provisions of Massachusetts’s law, and to all lawful implementing regulations, as amended from time to time.

11. IN WITNESS WHEREOF the said; (___________); Vendor hath caused these presents and an instrument of like tenor to be executed in its name and behalf by a properly authorized officer of said company.

An instrument of like tenor to be executed by the City in its name and behalf by its Mayor; its Chief Procurement Officer and its Director of Public Services.

All duly authorized as previously mentioned, and their corporate seal to be hereto affixed.

THE CITY: THE CONTRACTOR:

Dominick Pangallo, Authorized Signature Mayor

Print Name Anthony P. Delaney, Chief Procurement Officer

Approved as to form: Print Title

James Wellock, Esq., Company City Solicitor

Approved as Contract Manager:

Status (Corporate/Non-Corporate)

Raymond Jodoin, Director, Department of Public Services Tax Identification Number

James LeBlanc, Date Acting Finance Director