3-Addendum 1.pdf

Purchasing Department

READING AREA COMMUNITY COLLEGE

RFP FY-26-27-04

SNOW AND ICE MANAGEMENT

ADDENDUM NO. 1

September 11, 2026

This Addendum No. 1 is issued to correct, clarify, and modify certain requirements of RFP FY-26- 27-04 – Snow and Ice Management. This Addendum shall become part of the Contract Documents. Bidders shall acknowledge receipt of this Addendum through the PennBid platform.

Where any provision of this Addendum conflicts with the original RFP, this Addendum shall govern.

1. PRE-BID MEETING DATE CORRECTION

The Project Timeline contained in the RFP incorrectly identifies the pre-bid meeting as occurring on September 9, 2021.

The correct date and time of the pre-bid meeting were:

Friday, September 11, 2026, at 10:00 AM

All references within the RFP shall be interpreted accordingly.

2. CORRECTION – PRE-BID MEETING ATTENDANCE

The College hereby corrects Section 3, “Mandatory Pre-Bid Meeting,” of the RFP.

The pre-bid meeting and site walkthrough conducted on September 11, 2026, at 10:00 AM were NOT mandatory.

Attendance at the pre-bid meeting is not a condition or requirement for submitting a Bid.

Contractors that did not attend the pre-bid meeting remain fully eligible and are encouraged to submit a Bid in response to this solicitation, provided they satisfy all other requirements of the RFP and applicable Addenda.

Any language in the RFP stating or implying that attendance at the pre-bid meeting was mandatory, or that failure to attend would make a Bidder ineligible to submit a Bid, is hereby deleted and superseded by this Addendum.

All Bidders, regardless of whether they attended the pre-bid meeting, are responsible for reviewing the RFP, all issued Addenda, site information, and other documents provided through PennBid when preparing their Bids.

3. PRE-BID SITE WALKTHROUGH

During the September 11, 2026 pre-bid meeting and site walkthrough, prospective Bidders were provided the opportunity to review campus roadways, parking areas, pedestrian walkways, building entrances, and other areas requiring snow and ice management services.

The walkthrough was intended to provide prospective Bidders with a general understanding of the campus and the scope of services.

Bidders are responsible for familiarizing themselves with existing site conditions and incorporating all labor, equipment, materials, mobilization, and other costs necessary to perform the required services into their submitted pricing.

4. TIME AND MATERIAL CONTRACT

The College clarifies that this solicitation is for a Time and Material (T&M) contract.

The successful Contractor shall be compensated based upon the actual labor, equipment, and materials authorized and utilized in the performance of snow and ice management services, using the rates submitted as part of the Contractor’s Bid.

Submitted labor rates, equipment rates, material costs, and other unit pricing shall establish the rates to be utilized throughout the applicable Contract period, subject to any approved Contract extensions or adjustments authorized by the College.

The College does not guarantee any minimum quantity of work, number of snow or ice events, labor hours, equipment hours, or quantity of materials to be utilized during any Contract Year.

5. CONTRACT TERM AND OPTIONAL EXTENSIONS

The intended initial Contract term is three (3) years.

Following completion of the initial three-year term, the College shall have the sole option to extend the Contract for up to two (2) additional one-year periods.

The maximum potential Contract term is therefore five (5) years.

Exercise of either optional one-year extension shall be at the sole discretion of Reading Area Community College and may be based upon factors including, but not limited to:

• Contractor performance;

• Quality and responsiveness of services;

• Compliance with Contract requirements;

• Availability and response times;

• Pricing and overall cost to the College; and

• The College’s determination that continuation of the Contract is in its best interest.

The Contractor shall have no automatic right to either optional extension.

This section supersedes any conflicting language in the original RFP concerning the initial Contract term or renewal periods.

6. DEICING MATERIALS – CALCIUM CHLORIDE AND ROAD RUNNER DEICER

The College has revised and further clarified the areas in which specific deicing materials are to be utilized.

Additional areas have been identified for the required use of Calcium Chloride rather than Road Runner Deicer.

7. POST-AWARD CAMPUS WALKTHROUGH

Following award of the Contract and prior to the commencement of services, the successful Bidder shall participate in a thorough campus walkthrough with designated College representatives.

The purpose of the post-award walkthrough will be to establish a clear understanding of the Contractor’s responsibilities and the College’s operational priorities.

The walkthrough will include, but is not limited to:

• Identification of College property boundaries and the Contractor’s areas of responsibility;

• Identification of approved locations for the storage of deicing materials and other supplies;

• Review of approved equipment access, staging, and operational areas;

• Identification of priority roadways and parking areas;

• Identification of priority sidewalks and pedestrian routes;

• Identification of priority building entrances and critical access areas;

• Review of areas designated for Calcium Chloride;

• Review of areas designated for Road Runner Deicer;

• Review of the College’s snow and ice management priorities;

• Review of communication and notification procedures; and

• Review of expectations for response times and service during snow and ice events.

The post-award walkthrough does not relieve the successful Bidder of its responsibility to comply with the RFP, Addenda, submitted Bid, Contract Documents, or other requirements established by the College.

8. QUESTIONS AND CLARIFICATIONS

All questions regarding the RFP, this Addendum, or the information discussed during the pre-bid meeting shall be submitted through the PennBid platform.

The deadline for submission of questions and requests for clarification remains:

Friday, September 18, 2026, at 12:00 PM

Only written information, responses, clarifications, and Addenda issued through PennBid shall modify or supplement the Contract Documents.

9. BID SUBMISSION DEADLINE

The Bid submission deadline remains unchanged:

Friday, September 25, 2026, at 12:00 PM

Bids must be submitted electronically through the PennBid platform in accordance with the requirements of the RFP.

10. BONDS AND PREVAILING WAGE

For clarification, this solicitation does not require a Bid Bond, Performance Bond, or Payment Bond.

Pennsylvania Prevailing Wage requirements do not apply to this solicitation.

11. GENERAL

Except as specifically corrected, modified, or clarified by this Addendum, all other requirements, specifications, terms, conditions, and provisions of RFP FY-26-27-04 – Snow and Ice Management remain unchanged and in full force and effect.

Where any provision of this Addendum conflicts with the original RFP or previously issued information, this Addendum shall govern.

Bidders are responsible for acknowledging receipt of this Addendum through PennBid and incorporating all revisions and clarifications contained herein into their Bid.

END OF ADDENDUM NO. 1