836333snowWash.pdf

WASHINGTON COUNTY OFFICE OF PROCUREMENT

DIVISION OF BUDGET & FINANCE

WWW.WASHCO-MD.NET

100 West Washington Street, Suite 3200 | Hagerstown, MD 21740-4748 | P: 240.313.2330 | F: 240.313.2331 | Hearing Impaired: 7-1-1

REQUEST FOR EXPRESSIONS OF INTEREST

REOI-26-002

July 29, 2026

SNOW REMOVAL SERVICES

FOR THE

WASHINGTON COUNTY HIGHWAY

DEPARTMENT

Request for Expression of Interest Snow Removal Services

REOI-26-002

INTRODUCTION, PURPOSE & BACKGROUND

I. INTRODUCTION

Snow removal services provide vital support to the Washington County Highway Department.

Washington County is seeking Snow Removal vendors interested in providing services for the upcoming 2026-2027 Winter season. This Request for Expression of Interest (REOI) seeks interested parties to provide snow plowing, removal, and salting services to Washington County.

This is a non-exclusive, on-call, on an as-needed contract, in accordance with the County’s instructions as assigned. Snow removal services are determined by season and by weather conditions. The county guarantees no minimum or maximum number of contracted hours.

II. PURPOSE

This Request for Expression of Interest (REOI) seeks interested parties whose place of business is located within a 30-mile radius of the predefined sections within Washington County to provide snow plowing, removal, and salting services to Washington County. (Central, Southern, Eastern and Western) This is a non-exclusive, on-call, on an as-needed contract, in accordance with the County’s instructions as assigned. Snow removal services are determined by season and by weather conditions. The County guarantees no minimum or maximum number of contracted hours.

(See the attached map for each location)

III. DEADLINE

To express interest in providing these services for the upcoming winter season, please respond via the online bidding site, no later than the date/time listed.

IV. CONTRACTORS’ PROVISION OF SNOW REMOVAL SERVICES:

a. Contractor agrees to provide snow plowing, removal, and salting services to the County on an as-needed basis in accordance with the County’s instructions as assigned.

b. The County’s extent of needed snow removal services will be determined by season, the duration of which will be determined by weather conditions.

c. The County makes no guarantee as to the minimum or maximum number of hours to be contracted with Contractor for snow removal services.

V. TERM:

The term of this Contract is from November 1, 2026, to April 30, 2027 (the “Term”), with the sole option by the County to renew said Agreement for up to four (4) consecutive one (1) year periods.

VI. MANDATORY MEETING:

Contractor agrees to attend a mandatory winter maintenance meeting. The Director of the County’s Highway Department will set the date, time, and place of the winter maintenance meeting and will give the Contractor timely notice of the meeting.

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VII. PAY AND PAY RATES:

a. Flat Rate Retainer – The County will pay Contractor a flat rate retainer fee of $500.00 per required vehicle per Term after passing equipment inspection and attending the mandatory winter maintenance meeting.

b. Hourly Rates – The County will pay Contractor the following hourly rates for use of the identified equipment:

i. $160.00 per hour – single axle dump truck with owner-supplied snowplow and salt spreader.

ii. $130.00 per hour – small plow truck with min. plow blade.

iii. $145.00 per hour – skid loader and Bobcat.

c. Compensation for Actual Operating Time Only – All quoted rates are for actual operating time. Contractors will not be compensated for time spent traveling to and from assigned snow removal routes or designated reporting locations.

d. Invoicing – Within ten (10) working days after the completion of work for a specific call-out, Contractor will have hours verified by an authorized supervisor for the County’s Highway Department and will submit an invoice. The contractor is responsible for submitting and verifying hours worked and authorizing the invoice.

e. Taxpayer Identification Number – Contractor must ensure that all invoices submitted for payment include a taxpayer identification number (social security number or federal employer identification number). Failure to comply with this requirement may result in delay of payment.

VIII. EQUIPMENT:

a. Equipment Information Sheet – Contractor must complete and submit the Washington

County Highway Department Equipment Information Sheet via the online bidding site. All units of equipment that Contractor intends to make available in service to the County under this Contract must be listed on the Equipment Information Sheet, which is attached to and made a substantive part of this Contract. Failure to list all units of equipment that Contractor intends to make available in service to the County may result in Contractor’s direct liability for damage and other types of claims if Contractor places a unit of equipment in service but has failed to include that unit of equipment on the Equipment Information Sheet.

b. Equipment Availability – All equipment that Contractor lists on the Equipment Information

Sheet must be available for placement in service to the County seven (7) days per week, twenty-four (24) hours per day. If a unit of equipment becomes unavailable, Contractor agrees to give the County immediate notice of such unavailability, together with any unit of equipment intended to be used as a substitute unit. Contractor is responsible for providing the County with an updated Equipment Information Sheet in the event that the

REOI-26-002

c. list of available equipment changes during the Term of this Contract, whether for substitution or other reasons.

d. Equipment Operation – The County reserves the right to place any unit of equipment on standby or actual operating status and to discontinue use of any unit of equipment at any time as field conditions require. The County has the sole and absolute discretion to decide whether any unit of equipment is performing satisfactorily in accordance with the County’s needs. The County is not responsible for changing or modifying bumpers on any units of equipment.

e. Equipment Lighting Systems – Contractor will furnish and maintain all vehicle exterior lighting systems required by the operations and services contemplated under this Contract and required by Maryland motor vehicle law. Vehicle headlight beams must comply with all Maryland motor vehicle laws concerning visibility to and from a vehicle with plow attached.

f. Motor Carrier Safety Regulations – Contractor must abide by all federal, State, and local motor carrier safety regulations.

IX. INSURANCE:

a. Requirements for Privately Owned Vehicles – Contractor will maintain insurance coverage on privately owned vehicles weighing up to three-quarter (3/4) ton as follows:

i. Bodily Injury – Minimum $250,000 each person; and

ii. Property Damage – Minimum $100,000; or

iii. In lieu of i. and ii. above, $500,000 each accident for combined single limit.

b. Requirements for All Other Vehicles – Contractor will maintain insurance on all other vehicles in accordance with Washington County’s Policy, “Insurance Requirements for Independent Contractors,” the contents of which are incorporated in this Contract by reference. A copy of this Policy will be provided to Contractor upon request.

c. Certificate of Insurance – Contractor must provide a certificate of insurance to the County prior to the execution of this Contract. The certificate of insurance must identify “Board of County Commissioners of Washington County, Maryland,” as an additional insured on Contractor’s policy. Contractor’s failure to provide the County with a certificate of insurance that meets all insurance requirements of this Contract will not be permitted to provide services to the County under this Contract.

X. DUTY REPORTING REQUIREMENTS:

a. Day Call-Outs – For callouts that occur during the day, Contractor will be allowed three

(3) hours after notification by the County to report to the shop or other designated work site, ready to work.

REOI-26-002

b. Night Call-Outs – For callouts that occur during the night, Contractor will be allowed two

(2) hours after notification by the County to report to the shop or other designated work site, ready to work.

XI. INDEMNIFICATION:

Contractor is responsible for all damage to persons and property caused by Contractor or Contractor’s agents, employees, or subcontractors, in connection with the services rendered under this Contract. Contractor will indemnify and save harmless the County, its officials, agents, and employees, from and against all claims, suits, judgments, expenses, actions, damages, and costs of every name and description arising out of or resulting from the Contractor’s performance of services under this Contract.

XII. CONTRACT CHANGES:

a. Work – The County may, at any time by written change order provided to Contractor, make any change in the work within the general scope of this Contract. As a result of any written change order issued by the County, equitable adjustments, if needed, will be made to this Contract, and reduced to a writing signed by the parties.

b. Other – Changes to this Contract regarding provisions that are not work-related must be mutually agreed to by the County and Contractor and must be reduced to a signed writing to be effective and legally binding.

XIII. TERMINATION:

The County may, at any time, terminate this Contract, in whole or in part, by giving ten days’ written notice to the Contractor, without the necessity of showing cause for termination. Electronic communication shall satisfy the written notice requirement described in this section. Upon termination, the County will be responsible for paying Contractor only those amounts due and owing for services already performed according to the terms of this Contract. Contractor will not be reimbursed for any amounts not earned as of the date of termination.

XIV. FAILURE TO PERFORM:

If Contractor fails to properly and timely fulfill the obligations under this Contract, or if Contractor otherwise violates any term or provision of this Contract, the County may terminate this Contract by written notice to the Contractor. The notice will specify the failure to perform relied on as the basis for termination. The County will pay Contractor amounts due for satisfactory work performed prior to the date of termination, less amounts of damages caused by Contractor’s breach.

If damages are more than amounts due to Contractor, Contractor will be liable to the County for the difference. Contractor agrees that the County can take all necessary action to collect the excess of damages overcompensation due to Contractor.

XV. GOVERNING LAW: JURISDICTION AND VENUE:

This Contract is governed by and interpreted under the laws of the State of Maryland, without regard to conflict of laws principles. The legal venue of this Contract is Washington County, Maryland. Any disputes arising from this Contract shall be settled by a court in Washington County, Maryland.

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XVI. REGISTRATION WITH MARYLAND DEPARTMENT OF ASSESSMENTS AND

TAXATION:

Prior to contracting, private corporations must either be incorporated in the State of Maryland or registered with the Maryland Department of Assessments and Taxation as a foreign corporation and must be in good standing. Proof of such standing is required prior to the start of the contracting process and good standing shall be maintained for the duration of the contract. The website for the State Department of Assessments and Taxation is:

http://dat.maryland.gov/Pages/sdatforms.aspx#BNE, email address is sdat.charterhelp@maryland.gov, and phone numbers are: (410) 767-1340 or (888) 246-5941.

XVII. FORCE MAJEURE:

The Contractor shall not be deemed in default of this Agreement to the extent that performance of its obligations or attempts to cure any breach thereof are delayed or prevented because of any act of God, government, fire, natural disaster, accident, terrorism, network or telecommunication system failure, sabotage, pandemic, epidemic, or any other cause beyond the control of such party (“Force Majeure”), provided that the Contractor provide written notice of such Force Majeure within 24 hours of becoming aware of such Force Majeure. Failure to provide notice under this section shall result in a waiver by the Contractor of the right to claim Force Majeure and the Contractor's failure shall be resolved pursuant to the terms of section XII of this Contract.

XVIII. MUTUAL NEGOTIATION:

Both parties agree that they have each enjoyed the benefit of mutual negotiation and, therefore, that this Contract shall not be construed to the detriment of either party

a. Equipment Operators – Contractor certifies that all operators of equipment listed on the

Equipment Information Sheet have valid driver's licenses and are in compliance with all requirements associated with the operation of the equipment to be used in service to the County under the terms of this Contract.

a. Requirements associated with the operation of the equipment to be used in service to the

County under the terms of this Contract.

XIX. NOTICE:

a. A party may give any notice required under this Contract by mail to the recipient party’s address first stated in this Contract unless otherwise noted. The parties are responsible for giving timely notice of address changes.

b. The County does not guarantee any formal solicitation will be generated based on this REOI.

c. All submissions received in response to this REOI may be considered public information pursuant to the Maryland Public Information Act and may be potentially subject to disclosure pursuant to General Provisions Code Ann. Section 4-101, et seq.

http://dat.maryland.gov/Pages/sdatforms.aspx#BNE mailto:sdat.charterhelp@maryland.gov

REOI-26-002

XX. EVALUATION CRITERIA

a. Expressions of Interest are evaluated based on how well the vendor's submission meets the predefined criteria set in the solicitation.

b. This solicitation will result in a Multiple-Award Contract. All bidders submitting a compliant proposal that satisfies the mandatory requirements will be awarded a contract.

c. A qualified bidders list will be created for each separate location.

d. Vendors place of business must be located within a 30-mile radius of the requested location(s).

e. Each weather event will initiate the utilization of the call list, starting from the top to the bottom with each new event.

XXI. IMPORTANT NOTES

a. This Expression of Interest is not a tender or request for proposal.

b. Submission of an Expression of Interest does not guarantee inclusion.

c. Washington County reserves the right to accept or reject any submission.

XXII. Interpretations, Discrepancies, Omissions: Should any Candidate find discrepancies in, or omissions from the documents or be in doubt of their meaning, he/she should at once request, in writing, an interpretation from:

Questions shall be submitted ONLY electronically through the online bidding system at https://washco-md.ionwave.net.

All necessary interpretations will be issued to all Candidates in the form of addenda to the specifications, and such addenda shall become part of the contract documents. Exceptions as taken in no way obligates the County to change the specifications. Failure of any Candidate to receive any such addendum or interpretation shall not relieve such Candidate from any obligation under his/her bid as submitted. The County shall assume no responsibility for oral instructions or suggestions.

ORAL ANSWERS WILL NOT BE BINDING ON THE COUNTY. Requests received after 4:00 P.M. on the date included in the Supplemental Terms and Conditions may not be considered.

XXIII. Reservations: The County, or its authorized agent, retains the right to reject any submittal and may waive any informality or deficiency found in a submission whenever it serves the best interests of the County. Additionally, the County reserves the right to decline the submittal from any vendor who has previously failed to perform properly or complete contracts of a similar nature on time. If an investigation reveals that a vendor is not in a position to successfully perform the contract, their submittal may also be rejected. Ultimately, the County reserves the right to award contracts or place orders in a manner that, in our judgment, aligns with what is best for the County.

https://washco-md.ionwave.net/

Insurance Requirement for Independent Contractors

REOI-26-002

POLICY TITLE: Insurance Requirements for Independent Contractors

ADOPTION DATE: August 29, 1989

EFFECTIVE DATE: September 1, 1989

FILING INSTRUCTIONS:

I. PURPOSE

To protect Washington County, Maryland against liability, loss or expense due to damaged property, injury to or death of any person or persons and for care and loss of services arising in any way, out of, or in connection with or resulting from the work or service performed on behalf of Washington County, Maryland.

II. ACTION

The following should be inserted in all Independent Contractor Contracts:

"The Contractor shall procure and maintain at his sole expense and until final acceptance of the work by the County, insurance as hereinafter enumerated in policies written by insurance companies admitted in the State of Maryland, have A.M. Best rating of A- or better or its equivalent, and acceptable to the County."

1. Workers’ Compensation: The Contractor agrees to comply with Workers’ Compensation laws of the State of Maryland and to maintain a Workers’ Compensation and Employers Liability Policy.

Minimum Limits Required:

Workers’ Compensation - Statutory Employers Liability - $100,000 (Each Accident)

$500,000 (Disease - Policy Limit) $100,000 (Disease - Each Employee)

2. Comprehensive General Liability Insurance: The Contractor shall provide

Comprehensive General Liability including Products and Completed Operations.

$1,000,000 combined single limit for Bodily Injury and Property Damage.

Such insurance shall protect the County, its agents, elected and appointed officials, commission members and employees, and name the Board of County Commissioners of Washington County, Maryland on the policy as additional insured against liability, loss or expense due to damaged property (including loss of use), injury to or death of any person or persons and for care and loss of services arising in any way, out of, or in connection with or resulting from the work of service performed on behalf of Washington County, Maryland.

Insurance Requirement for Independent Contractors

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2. Comprehensive General Liability Insurance (continued)

The Contractor is ultimately responsible that Subcontractors, if subcontracting is authorized, procure and maintain at their sole expense and until final acceptance of the work by the County, insurance as hereinafter enumerated in policies written by insurance companies admitted in the State of Maryland, have A.M. Best rating of A- or better or its equivalent, and acceptable to the County.

3. Business Automobile Liability: The Contractor shall provide Business Auto Liability including coverage for all leased, owned, non-owned and hired vehicles.

$1,000,000 combined single limit for Bodily Injury or Property Damage.

Certificate(s) of Insurance: The Contractor shall provide certificates of insurance requiring a 30-day notice of cancellation to the Washington County Office of Procurement, Board of County Commissioners of Washington County, Maryland prior to the start of the applicable project.

Approval of the insurance by the County shall not in any way relieve or decrease the liability of the Contractor. It is expressly understood that the County does not in any way represent that the specified limits of liability or coverage or policy forms are sufficient or adequate to protect the interest or liabilities of the Contractor.

All responsibility for payment of any sums resulting from any deductible provisions, corridor, or self-insured retention conditions of the policy or policies shall remain with the Contractor.

General Indemnity: The Contractor shall indemnify, defend and save harmless the Board of County Commissioners of Washington County, Maryland, its appointed or elected officials, commission members, employees and agents for any and all suits, legal actions, administrative proceedings, claims, demands, damages, liabilities, interest, attorneys fees, costs and expenses of whatsoever kind of nature, whether arising before or after final acceptance and in any manner directly or indirectly caused, occasioned or contributed to in whole or in part by reason of any act, error or omission, fault or negligence whether active or passive by the Contractor, or any one acting under its direction, control or on its behalf in connection with or incident to its performance of the Contract.

Revision Date: August 27, 1991 Effective Date: August 27, 1991 Revision Date: March 4, 1997 Effective Date: March 4, 1997

Governmental Debarment and Suspension

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Background and Applicability:

In conjunction with the Office of Management and Budget and other affected Federal agencies, DOT published an update to 49 CFR Part 29 on November 26, 2003. This government-wide regulation implements Executive Order 12549, Debarment and Suspension, Executive Order 12689, Debarment and Suspension, and 31 U.S.C.

6101 note (Section 2455, Public Law 103-355,108 Stat. 3327).

The provisions of Part 29 apply to all grantee contracts and subcontracts at any level expected to equal or exceed $25,000 as well as any contract or subcontract (at any level) for Federally required auditing services, 49 CFR 29.220(b). This represents a change from prior practice in that the dollar threshold for application of these rules has been lowered from $100,000 to $25,000. These are contracts and subcontracts referred to in the regulation as “covered transactions.”

Grantees, Contractors, and Subcontractors (at any level) that enter into covered transactions are required to verify that the entity (as well as its principals and affiliates) they propose to contract or subcontract with is not excluded or disqualified. They do this by (a) Checking the Excluded Parties List System, (b) Collecting a certification from that person, or (c) Adding a clause or condition to the contract or subcontract. This represents a change from prior practice in that certification is still acceptable but is no longer required, 49 CFR 29.300.

Grantees, Contractors, and Subcontractors who enter into covered transactions also must require the entities they contract with to comply with 49 CFR 29, Subpart C and include this requirement in their own subsequent covered transactions (i.e., the requirement flows down to subcontracts at all levels).

This contract is a covered transaction for purposes of 49 CFR Part 29. As such, the Contractor is required to verify that none of the Contractor, its principals, as defined at 49 CFR 29.995, or affiliates, as defined at 49 CFR 29.905, are excluded or disqualified as defined at 49 CFR 29.940 and 29.945.

The Contractor is required to comply with 49 CFR 29, Subpart C and must include the requirement to comply with 49 CFR 29, Subpart C in any lower tier covered transaction it enters into.

By signing and submitting its bid or proposal, the Bidder or proposer certifies as follows: The certification in this clause is a material representation of fact relied upon by the County. If it is later determined that the Bidder or proposer knowingly rendered an erroneous certification, in addition to remedies available to the County, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.

The Bidder agrees to comply with the requirements of 49 CFR 29, Subpart C while this offer is valid and throughout the period of any contract that may arise from this offer.

The Bidder or proposer further agrees to include a provision requiring such compliance in its lower-tier covered transactions.

Company Name ________________________________________________________________________

Signature of Contractor’s Authorized Official _________________________________________________

Printed Name of Contractor’s Authorized Official ______________________________________________

Printed Title of Contractor’s Authorized Official _______________________________________________ Date ______________________