842932snowCecil.pdf

SOLE SOURCE

SNOW

CECIL COUNTY SNOW / ICE REMOVAL SERVICES - 2026/2027

SEASON

Cecil County

200 Chesapeake Blvd

Elkton, MD 21921

RELEASE DATE: September 11, 2026

DEADLINE FOR QUESTIONS: undefined

RESPONSE DEADLINE: November 20, 2026, 12:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Sole Source #SNOW Title: CECIL COUNTY SNOW / ICE REMOVAL SERVICES - 2026/2027 Season https://secure.procurenow.com/portal/cecil https://secure.procurenow.com/portal/%7bproject.government.code%7d

Cecil County

SOLE SOURCE

CECIL COUNTY SNOW / ICE REMOVAL SERVICES - 2026/2027 Season

I. REQUIREMENTS AND PROCEDURES

II. Vendor Submittal

Attachments:

A - County Equipment ID List

D - Insurance Requirements

1. REQUIREMENTS AND PROCEDURES

1.1. Policy

Cecil County Maryland's Department of Public Works, Roads Division is responsible for winter maintenance operations on the County road system. The Roads Division will endeavor to maintain the

County's road system in as safe and traversable condition as much as possible while conducting operations as economically as possible.

1.2. Procedures

The following emergency procedures will be followed for the two main categories, Brine Pretreatment and Snow and Ice Removal Operations:

Brine Pretreatment:

The Chief/Assistant Chief of the Roads Division will be responsible for monitoring approaching storms and forecasted conditions. Should conditions develop that favor pretreating roads with brine the

Chief/Assistant Chief will direct the Roads Division Area Supervisors to begin brine pretreatment with

County forces or combination of County forces and selected contractors. Contractors will be notified by the Area Supervisors.

Prior to winter operations commencing selected contractors may be engaged to transport water from the Town of Cecilton, Maryland water tower to the Southern Roads Maintenance Yard located in

Cecilton, Maryland in support of brine making operations. After brine operations have commenced on

County roads and when brine storage volumes need to be replenished, selected contractors may be engaged to transport water to the Cecilton Yard or brine from the Cecilton Yard to the Roads Division maintenance yards located in Elkton, MD and Colora, MD (also known as the Central Yard and Northern

Yard respectively).

Snow and Ice Removal Operations:

The Chief/Assistant Chief of the Roads Division will be responsible for monitoring approaching storms and forecasted conditions in conjunction with Area Road Supervisors, other sources as needed, and with input from the Director of Public Works. The Roads Division endeavors, where possible, to provide advanced notice to Roads Staff and the selected Contractors to report to the maintenance yards prior to when the snow and ice begins to accumulate on the roads. The selected Contractors will be assigned their respective pre-assigned area and snow route(s). The selected Contractors will be called into service based on the severity of the storm event and budget restraints.

Acceptance of Contract Equipment:

The Roads Division will review the Contractor's submitted equipment and determine what, if any, equipment will be accepted for Snow Removal Services. Submission to the County does not guarantee acceptance to perform services from the County. When the County enters into a contract agreement with the selected Contractor, the selected equipment shall be specified in the contract. The selected

Contractor can not arbitrarily add equipment without submitting and receiving approval from the Roads

Division, and receiving an amendment to the contract. The County reserves the right to select a

Contractor who's equipment best suites its needs and uses.

1.3. Communications

Upon receiving notification from the Roads Division, the selected Contractor must respond and be at their designated maintenance yard within sixty (60) minutes. The selected Contractors are required to be equipped with a mobile phone. The County will issue magnetic placards and mobile GPS units for each approved contractor snow removal truck(s) and/or equipment. The mobile GPS unit requires a 12 volt electric port within the cab of the vehicle. The selected Contractor shall be responsible for the proper care and operation of all County issued equipment.

The selected Contractor is required to keep in contact with the assigned Roads Division Supervisor at least every two hours and provide notification when the assigned route(s) are completed. The initial effort will be to get all roads and snow plow routes open at minimum for emergency vehicles and then full width plowing as directed by the Supervisor. The selected Contractor can assume that additional routes may be assigned after completion of their initial dedicated routes.

After issuing the order for the snow removal operations to begin, The Chief/Assistant Chief of the Roads

Division will oversee the operations from the Roads Division Administrative Office located in Elkton, MD

(Central Yard) for the duration of the snow event.

1.4. Completion of Work

The Area Road Supervisors will drive and review conditions in their respective areas and snow routes and report to the Chief/Assistant Chief of the Roads Division when the roads are in a safe condition. The

Chief/Assistant Chief of the Roads Division, after consultation with Director of Public Works will then issue the order for snow and ice removal operations to cease.

1.5. Issuing Snow Equipment

The Contract Agreement paperwork is required to be signed and returned by both authorized agents of the Contractor and the County, and a Purchase Order issued before any County owned equipment will be issued to the selected Contractor. Once the selected Contractor has been notified of an assigned snow route(s) the selected Contractor who requires County snow removal equipment will coordinate with the Roads Division for the pickup.

The pickup location for equipment will be at one of the three maintenance yards as assigned:

County Roads - Central Maintenance Yard

758 E. Old Philadelphia Rd.

Elkton, MD 21921

(410) 996-6270

County Roads - Northern Maintenance Yard

191 Harrisville Road

Colora, MD 21917

(410) 656-5134

County Roads - Southern Maintenance Yard

146 South Bohemia Avenue

Cecilton, MD 21913

(410) 275-1093

The Roads Division will assist the selected Contractor with loading the equipment. The selected

Contractor is solely responsible to ensure the equipment is properly mounted and secured for transport before leaving the Roads Maintenance Yard.

Should County equipment malfunction the selected Contractor shall notify the Roads Supervisor and then take the equipment to the County's selected vendor for repairs to be inspected for proper operation at the following location:

Cecil County Central Garage

758 E. Old Philadelphia Road

Elkton, MD 21921

(410) 996-6282

The contractor is responsible for ensuring that his assigned County equipment is repaired by the pre-approved County Garage Maintenance Contractor. If the selected Contractor is found to be negligent for damage to the equipment, they will be held responsible for the repair costs. Plow cutting edges will be supplied to selected Contractors using County plows on an as-needed basis. It will be the selected

Contractor’s responsibility to ensure that cutting edges are in proper condition and schedule replacement with the assigned Road Supervisor. The selected Contractor should perform repair work needed to County equipment through the Roads Division only. The Chief/Assistant Chief of the Roads

Division must first verbally approve repairs on County equipment done by a private firm and then provide written confirmation via email.

1.6. Contractor's Procedures

When called into service the selected Contractors shall report to their designated yard and each driver shall sign-in. The County will issue magnetic placards and mobile GPS units for each approved selected

Contractors snow removal truck(s) and/or equipment. The mobile GPS unit requires a 12 volt electric port within the cab of the vehicle. The magnetic placards and mobile GPS units shall be returned when the selected Contractor signs out at the end of each snow removal operation. At any time, the selected contractors’ issued GPS unit is determined to be non-functional and no contact can be made with the selected Contractor, the selected Contractor will not be paid by the County. Once contact has been established and the GPS unit is functional the selected Contractor shall return, at the County determination, to paid status.

An individual to ride along is highly recommended during the storm event.

All selected Contractor units called into service will be given one (1) hour mobilization time and all selected Contractor units with a salt spreader will be given an additional one (1) hour of demobilization time at the same rate as paid for snow and ice removal.

All trucks shall have the ability to be equipped with chains. The selected Contractors will be responsible for recovering any marred or disabled equipment. All selected Contractors will have a pre-check of their snow removal equipment when they sign-in for each snow removal operation. Each selected Contractor driver is responsible before leaving the maintenance yard to ensure the truck is not overloaded with salt.

The selected Contractor is responsible for notifying the Roads Supervisor when his equipment is not being used for snow removal due to mechanical or personnel issues. The selected Contractor will be given one (1) hour down time for which he/she will be paid at the established hourly rate for his/her equipment. No payment will be made in excess of one (1) hour for damaged or non-functioning equipment. The selected Contractor shall notify the assigned Roads Supervisor when it has been determined the truck and/or equipment cannot return to snow removal operations.

Once the selected Contractor has been called by the County for snow and ice removal the selected

Contractor at no time shall perform any private work while being paid by the County. Selected

Contractors who are issued County snow removal equipment shall not use County equipment to perform any private work at any time, during snow and ice removal and non-working time. County issued snow equipment shall be used only during County snow and ice removal operations. County issued plows and spreaders shall not be attached to the selected Contractor’s trucks or equipment while they are performing private work.

Selected Contractors shall make every effort to clean County equipment after each snow removal operation. Failure to follow the requirements shall result in the termination of the selected Contractor’s contract and loss of incentive pay.

Any damage to mailboxes, fences, etc., caused by the Contractor will be repaired by the Contractor and no cost to the County. The selected Contractor must report all damage to the County Roads

Division as soon as possible. Invoices for snow removal will be held pending proof that all claims for damages caused by the selected Contractor have been resolved.

1.7. Snow Rates

Approved rates for 2026 - 2027

TRUCKS AND ATTACHMENTS

Configuration Pickup Truck

Hourly Rate

2 Axle 1-Ton Dump Truck

Hourly Rate

2 Axle 5 to 10-Ton Dump

Truck Hourly Rate

3 Axle Dump Truck

Hourly Rate

Contractor Plow &

Contractor Spreader

$135 $155 $175 $195

Contractor Plow $120 $140 $155 $170

Contractor Spreader $120 $140 $155 $170

Contractor Plow &

County Spreader

$125 $130 $140 $175

County Spreader $100 $115 N/A N/A

EQUIPMENT

Item Hourly Rate

Backhoe $180

Loader 2 CY $230

Loader 3-4 CY $305

Brine Spray Truck

1,500 Gallon

Minimum

$250

PERSONNEL

Item Hourly Rate

Ride Along $22

1.8. Incentives

A. Incentives will only be paid to the selected Contractors that satisfy the requirements of this contract and have been issued a purchase order. In addition, the

Company/Corporation/Contractor must be In-Good-Standing with the State of Maryland

Department of Assessment and Taxation, and In-Good-Standing with Cecil County as required by the confirmation of Affidavit of Compliance in Section 3. If the selected Contractor is not in good standing after a purchase order has been issued, a portion of or full payment may not be issued for funds owed to the County.

B. When the decision has been made to shutdown snow removal operations temporarily for the

County crews to rest or due to extreme weather conditions, the selected Contractors actively working shall be paid through the shutdown period at their equipment hourly rate for actual equipment used and ride along personnel during each event, provided the contractor is required and capable to return to snow removal operations. If the contractor is required and capable to return to the snow removal operation, the payment incentive criteria through the shutdown period will be as follows:

1. Contractor must work a minimum of six (6) hours prior to shut down period.

2. Contractor shall be paid for a shutdown period for up to four (4) hours. If the shutdown period is in excess of four (4) hours, the contractor receives no payment incentive for the shutdown period. Payment will only be issued for actual equipment used and ride along personnel during each event.

3. The contractor shall be given an additional one (1) hour allotted for drive time. The one (1) hour is in addition to the shutdown period. Payment will only be issued for actual equipment used and ride along personnel during each event.

4. If contractor has been shut down four (4) hours or less, the contractor must return to snow removal operations for a minimum of three (3) hours after the shutdown period or until their services are no longer required to be eligible for the pay through shut down period.

C. Contractors that attend the Snow Removal Contractor’s Meeting shall receive $300. The Roads

Division will initiate the process to issue payment on or about December 1, and or in conjunction with "D" and "E" below should snow removal operations commence earlier.

Contractors that wait unitl the end of the submission period will be required to have a purchase order issued by December 31, 2026 to be eligible for the Snow Contractor's Meeting incentive, if attended.

D. Contractors with spreaders must schedule with the assigned Area Roads Supervisor to have their spreader rate calibrated within 21 calendar days of issuance of the Purchase Order by the

Roads Division. Contractors that successfully complete the calibration by the deadline date shall receive $400 for each calibrated spreader. The Roads Division will initiate the process to issue payment on or about December 1 and or in conjunction with "E" below should removal operations commence earlier.

E. After successfully completing, to the satisfaction of the Roads Division, the first snow removal operation, Contractors shall receive the appropriate equipment rate for five (5) hours for each piece of approved and accepted equipment, whether it was used or not. Examples of successful completion shall be, but not limited to, reporting to the Roads Division within sixty (60) minutes of notification, the equipment has been operational for more than 75% of the duration of snow and ice removal storms, the contractor has not taken excessive breaks or work stoppages outside of the Roads Division directed shutdown period. All decisions are final and at the discretion of the Chief of the Roads Division or their designee. Should the Contractor not be called in at all for the entire snow season due to lack of weather events, or the Contractors resources were not needed by the Roads Division, Contractors shall receive the appropriate rate for five (5) hours for each piece of approved and accepted equipment. This incentive will be paid at the same time as Item F below.

F. After successfully completing, to the satisfaction of the Roads Division, the NO VALUE Snow

Removal Contract, Contractors shall receive the appropriate rate for five (5) hours for each approved and accepted equipment. Examples of successful completion shall be, but not limited to, reporting to the Roads Division for each storm when directed, unless there are extenuating circumstances for why the Contractor could not respond to a particular storm and the County was immediately notified. All decisions are final and at the discretion of the Chief of the Roads

Division or their designee.

1.9. Insurance of the Contractor Primary

The Contractor’s minimum required coverage to satisfy the County's requirement as related to this

Agreement shall be considered primary, and all other insurance shall be considered as excess, over and above the Contractor’s coverage.

1.10. Additional Provisions for Insurance

A. The Contractor shall forward to the Cecil County, Maryland, Department of Public Works, Roads

Division, a certificate(s) of insurance indicating the insurance and any special provisions required under the foregoing provisions. Such certificate(s) shall be in a form satisfactory to the COUNTY and shall list the various coverages and limits. Insurance companies providing the coverage must be acceptable to the County, rated by A.M. Best and carry at least an "A" Rating VIII. In addition to the aforementioned provisions, such insurance policies shall not be changed or canceled, and they will be automatically renewed upon expiration and continued in full force and effect until completion and acceptance of all work covered by the AGREEMENT, unless the County’s Roads

Division is given thirty (30) days written notice before any change or cancellation is made effective. If requested, the Contractor shall directly furnish the Roads Division with a certified copy of each insurance policy upon request.

B. The initial and subsequent certificates of insurance shall include a description of the contract work and the assigned contract number. Prior to beginning any project work, the insurance requirements as outlined by the Roads Division must be approved in writing.

C. All insurance shall be procured from insurance or indemnity companies acceptable to the

County and licensed and authorized to conduct business in the State of Maryland. The County’s approval or failure to disapprove insurance furnished by the Contractor shall not release the

CONTRACTOR of full responsibility for liability for damage and accidents.

D. If at any time the above required insurance policies should be canceled, terminated or modified so that the insurance is not in full-force and effect as required herein, the County reserves the right to terminate this AGREEMENT.

E. The Contractor shall require each subcontractor at all tiers to provide evidence of insurance coverage specified herein and such evidence of coverage shall be provided to the County, Roads

Division prior to commencement of work. Such coverage shall remain in full force and effect during the performance of activities under this AGREEMENT.

F. Any contract of insurance or indemnification naming the County, or any of the departments, agencies, administrators, or authorities as an additional insured shall be endorsed to provide that the insurer will not contend in the event of any occurrence, accident, or claim that the

County, et al, are not liable in tort by virtue of being governmental instrumentalities or public or quasi-public bodies.

G. In the event the required certificates of insurance as specified herein are not furnished within ten (10) business days prior to the execution of the AGREEMENT, The Contractor shall not be permitted to perform the duties outlined in the CONTRACT until all required insurance certificates have been received.

1.11. Loss Control and Safety

The Contractor shall retain control over its employees, agents, servants, and subcontractors, as well as control over its invitees, and its activities in which such activities shall be undertaken and to that end, the Contractor shall not be deemed to be an agent of the County. Precaution shall be exercised at all times by the Contractor for the protection of all persons, including employees, and property. The

Contractor shall make special effort to detect hazards and shall take prompt action where loss control/safety measures should reasonably be expected.

1.12. Severability

Each provision of this Contract stands alone, and any provision of the Contract found to be prohibited by law shall be ineffective to the extent of such provision without invalidating the remainder of the

Contract.

1.13. Damage to County Property

The Contractor is solely responsible for reimbursing any costs or expenses identified by County to

County as a result of any loss or damage associated with Contractor’s operations to County’s property.

1.14. Subletting of Contract

The Contractor shall not sublet, sell or assign all or any portion of the Contract, or the work provided therein, without written consent of the County.

1.15. Invoices & Payments

A Purchase Order will be sent to the selected contractor upon award of the contract.

The Cecil County Roads Division will utilize the Contractor sign-in sheet for each storm event and prepare an invoice for the equipment used to determine payment. The selected Contractor point of contact will be emailed PDF's of the sign-in sheets for each piece of equipment used showing the total amount of payment for review within two to three business days from end of snow plow activities.

All payments will be remitted within thirty (30) days (net 30) upon receipt of an approved invoice. No early payments will be made to any Contractors and checks are not permitted to be picked up at any location.

A ten percent (10%) retainage will be withheld from the Contractors’ snow invoice for every storm event for any Contractor using County equipment. The retainage is for Damage Control and will be held until

Cecil County Equipment is returned in proper working order. Once County equipment is returned and approved acceptable, the contractor shall be issued a check for retainage.

2. Vendor Submittal

2.1. Affidavit of Compliance*

I certify that I am President/Member/Sole Proprietor/Authorized Agent (check appropriate box below) of this Company/Corporation/Contractor, and this Company/Corporation/Contractor is legally qualified and authorized to do business in the State of Maryland and registered with the Maryland Department of

Assessment and Taxation.

This Company/Corporation/Contractor complies with all applicable laws, regulations and requirements of the United States, State of Maryland, and Cecil County.

By acknowledgement and under the penalties of perjury and upon personal knowledge that the contents of the forgoing Affidavit are true.

☐ President

☐ Member

☐ Sole Proprietor

☐ Authorized Agent

*Response required

2.2. Certificate of Good Standing with State of Maryland*

All vendors shall ensure they are qualified and registered to do business within the State of Maryland.

Businesses established outside the State of Maryland may be required to be qualified as a Foreign

Business to be eligible to provide service within the State of Maryland. Questions concerning qualification and registration may be referred to (410)-767-1170

*Response required

2.3. Certification of Good Standing with Cecil County*

Taxes to be deducted from claims paid - Code of Cecil County § 45-2 [1961 Code, § 138; 1970 Code, Sec.

9-14]

The Director of Finance of Cecil County shall not pay any claim against said County without first deducting from the amount thereof all and every sum or sums due or owing to said County for taxes or otherwise by the holder of said claim, and no assignment of such claim to avoid such deduction shall be valid.

☐ Please confirm

*Response required

2.4. Indemnity/Hold Harmless Agreement*

To the fullest extent permitted by law, the undersigned Organization agrees to indemnify and hold Cecil

County, Maryland, its elected and appointed officials, employees, and volunteers, and others working on behalf of Cecil County, Maryland, harmless from and against all loss, cost, expense, damage, liability or claims, whether groundless or not, arising out of the bodily injury, sickness or disease (including death resulting at any time therefrom) which may be sustained or claimed by any person or persons, or the damage or destruction of any property, including the loss of use thereof, based on any act or omission, negligent or otherwise, of the Organization, or anyone acting on its behalf in connection with or incident to Snow Removal Season, except that the Organization shall not be responsible to Cecil County, Maryland on indemnity for damages caused by or resulting from Cecil County, Maryland's sole negligence; and the Organization shall, at its own cost and expense, defend any such claims and any suit, action, or proceeding which may be recovered in any suit, action, or proceeding, and any and all expense including, but not limited to, costs, attorney's fees and settlement expenses, which may be incurred therein.

☐ Please confirm

*Response required

2.5. Agreement of Jurisdiction*

Governing Law; Consent to Jurisdiction. This procurement shall be governed by the laws of the State of

Maryland, and the parties submit to the jurisdiction of the courts of the State of Maryland. This agreement may not be modified except in writing executed by the parties.

☐ Please confirm

*Response required

2.6. Snow Removal Agreement*

Please download the below document, complete, and upload.

• Snow_Removal_Services_-_Cec...

*Response required

2.7. Certificate of Insurance (COI)*

Certificate of Insurance with Cecil County Maryland named as the Certificate Holder with the appropriate insurance requirements.

All Certificate of Insurances should be addressed as follows:

Cecil County Maryland

200 Chesapeake Blvd.

Elkton, MD 21921

COI should state for snow/ice services 2026-2027

*Response required

2.8. Workers' Compensation Commission*

Please download the below document, complete, and upload.

(Sole Proprietor's Status As a Covered Employee Form)

• sole_proprietor_form_(1).pdf

*Response required https://government-project.s3.us-west-2.amazonaws.com/256554/2ec0d709-ea55-4404-8213-7bbc8bc22311_Snow_Removal_Services_-_Cecil_County_Agreement.pdf https://government-project.s3.us-west-2.amazonaws.com/98623/de651756-189b-4daf-8873-5094dfc67b4b_sole_proprietor_form_%281%29.pdf

2.9. W-9*

Please download the below document, complete, and upload.

• Snow_Contract_-_W-9_FORM_BL...

*Response required

2.10. Question & Answer/Addendum Verification*

This is to certify this project reflects changes created by the addenda and acknowledgement of the Q&A section.

*Response required

2.11. Contractor requests issuance of County-owned equipment.* If yes, Contractor shall be required to sign "County Equipment ID List" for acceptance of equipment when issued by the Roads Division.

A sample of the "County Equipment ID List" that is required to be filled out and returned to the

Procurement Office before a purchase order is issued is available for review under Attachments.

☐ YES

☐ NO

*Response required

2.12. Contractor Owned Equipment List

Any Contractor that will be utilizing their own equipment, must respond to all Section 12 questions below.

(Enter all information for your equipment. Place N/A if not applicable)

2.12.1. Contractor owned Pick-Up Truck(s)

Please list for each vehicle the following information:

MAKE, MODEL, YEAR, and TAG NUMBER

2.12.2. Contractor owned 2-Axle 1-Ton Dump Truck(s)

Please list for each vehicle the following information:

MAKE, MODEL, YEAR, and TAG NUMBER

2.12.3. Contractor Owned 2 Axle 5 to 10 Ton Dump Truck(s)

Please list for each vehicle the following information:

MAKE, MODEL, YEAR, and TAG NUMBER

2.12.4. Contractor Owned 3 Axle Dump Truck(s)

Please list for each vehicle the following information:

MAKE, MODEL, YEAR, and TAG NUMBER

2.12.5. Contractor Owned Backhoe(s)

https://government-project.s3.us-west-2.amazonaws.com/98623/48843ee1-8281-4462-bfc0-06e7c301c6d4_Snow_Contract_-_W-9_FORM_BLANK.pdf

Please list for each vehicle the following information:

MAKE, MODEL, YEAR, HORSEPOWER, and BUCKET SIZE

2.12.6. Contractor Owned Loader(s)

Please list for each vehicle the following information:

MAKE, MODEL, YEAR, HORSEPOWER, and BUCKET SIZE

2.12.7. Contractor Owned Grader(s)

Please list for each vehicle the following information:

MAKE, MODEL, YEAR, and HORSEPOWER

2.12.8. Contractor Owned Plow(s)

Please list for each vehicle the following information:

MAKE, MODEL, YEAR, and HORSEPOWER

2.12.9. Contractor Owned Spreader(s)

Please list for each vehicle the following information:

MAKE, MODEL, YEAR, and HORSEPOWER