DOT2620-INCID_MGMT_itb.pdf

- Deadline to Respond -

TUESDAY, NOVEMBER 3, 2026

PRIOR TO 2:00 P.M. Local Time

State of Delaware

DEPARTMENT OF TRANSPORTATION

INVITATION TO BID

SNOW & INCIDENT SERVICES & EQUIPMENT

Contract Number:

DOT2620-INCID_MGMT

State of Delaware

Administration Building Contract Administration

800 Bay Road, Dover, DE 19901

QUESTIONS are to be submitted via e-mail to DOT-ask@delaware.gov

Responses to Questions will be posted to this project at Bids - Delaware Bids and Contracts, and Bonfire Portal.

mailto:www.DOT-ask@delaware.gov https://mmp.delaware.gov/Bids/ https://deldot.bonfirehub.com/portal/

ITB No: DOT2620

ATTENTION ALL BIDDERS:

The enclosed packet contains an "Invitation To Bid" for;

SNOW & INCIDENT SERVICES & EQUIPMENT

The invitation consists of the following:

SECTION A – GENERAL PROVISIONS

SECTION B – SPECIAL PROVISIONS

SECTION C – AWARD AND EXECUTION

SECTION D – GENERAL AUTHORITY

SECTION E – DEFINITIONS

SECTION F – BID REQUIREMENTS

SECTION G – BID SUBMITTAL

ATTACHMENTS

A. Attachment A - Contract;

B. Attachment B – Certification;

C. Attachment C - Notice of Unsatisfactory Performance;

D. Attachment D – Vendor Equipment List Form;

E. Attachment E – Daily Work Log

All above documents are made part of this solicitation and are contained within this file, or available for download at the following site:

Bonfire Procurement Portal

Please review and follow the information and instructions contained in all section of this Invitation to Bid.

Should you have questions, please email; DOT-ask@delaware.gov.

mailto:DOT-ask@delaware.gov

DESCRIPTION:

This Invitation to Bid (ITB) is issued to cover requirements for the Department of Transportation the Department of Transportation (“DEPARTMENT”) for the rental of equipment and operators for Emergency Snow Removal and Ice Removal as well as other incidents or emergencies for which the DEPARTMENT requires assistance, including but not limited to States of Emergency declared at a National, regional, state or local level, as designated in the proposal and as ordered by the Division of Maintenance and Operations (“M&O”) District Engineer or their authorized representative. It is intended this contract will be awarded to multiple vendors.

1. KEY DATES/MILESTONES

The following dates and milestones apply to this Invitation To Bid (ITB) and subsequent contract award. Vendors are advised that these dates and milestones are not absolute and may change due to Addendums to this ITB or unplanned events during the bid proposal and award process.

Activity Due Date Written Questions Due No Later Than: Ten (10) business days prior to Bid Due Date Written Answers Last Posted No Later Than: Five (5) business days prior to Bid Due Date Bid Due Date: Shown on Page 1 (May be Superseded by Addendums) Public Bid Opening 2:00 P.M. Local Time on Bid Due Date

The Department may extend the time and place for opening of bids from that described on not less than 2 business days’ notice, by posting such notice on this project’s Webpage at http://bids.delaware.gov/, and https://deldot.bonfirehub.com/portal/.

2. PUBLIC BID OPENING

Bidders or their authorized representatives are invited, but not required, to be present at the bid opening held at the Delaware Department of Transportation’s Administration Building, 800 Bay Road, Dover, DE.

NEW

Attendance is not required. DelDOT offers a call-in number to hear the Bid Opening telephonically.

The telephone number to call is (302) 504-8986.

When prompted, enter Meeting number (access code): 651 529 280# It is anticipated the telephone access information will remain the same for all Bid Openings.

The public bid opening ensures the citizens of Delaware that contracts are being bid fairly on a competitive basis and comply with Delaware procurement laws. The bids will be publicly opened on the date and at the time specified above unless changed via posted Addendum and shall be awarded within thirty (30) days thereafter, unless extended by mutual agreement. The main purpose of the bid opening is to reveal the names of the bidders, not to serve as a forum for determining the apparent low bidders. The disclosure of additional information, including prices, shall be at the Department’s discretion until such time that the responsiveness of each bid has been determined. After receipt of a fully executed contract(s), the successful vendor(s) and pricing will be posted at http://contracts.delaware.gov/.

3. INQUIRIES & QUESTIONS > DOT-ask@delaware.gov

We welcome your interest in working with us, and we will be pleased to answer any questions you may have in formulating your response to this ITB.

Questions must be submitted before the date identified above in order to receive a response. All inquiries must be submitted via E-mail to: DOT-ask@delaware.gov.

SECTION A – GENERAL PROVISIONS

http://bids.delaware.gov/ https://deldot.bonfirehub.com/portal/ http://contracts.delaware.gov/ mailto:DOT-ask@Delaware.gov

The Department’s response to questions will be posted according to the procurement schedule to the State of Delaware Bid Solicitation Directory Website: http://www.bids.delaware.gov/, and Bonfire Procurement Portal.

Direct contact with State of Delaware employees other than DelDOT’s Contract Administration staff regarding this ITB is expressly prohibited without prior consent. Vendors directly contacting State of Delaware employees risk elimination of their proposal from further consideration. Exceptions exist only for organizations currently doing business in the State who require other contact in the normal course of doing that business.

4. DESIGNATED CONTACT > DOT-ask@delaware.gov > (302) 760-2031

All requests, questions, or other communications about this RFP shall be made via E-Mail to the Delaware Department of Transportation. Address all communications to the email address listed above; communications made to other State of Delaware personnel may disqualify the vendor. Attempting to ask questions by phone or in person will not be recognized as valid and Vendors should rely only on written statements issued by the ITB designated contact. All contact with State of Delaware employees, contractors or agents of the State of Delaware concerning this ITB shall be conducted in strict accordance with the manner, forum and conditions set forth in this ITB. Other issues call (302) 760-2031.

5. CONTRACT PERIOD AND EXTENSIONS

Each awarded vendor’s contract and prices shall be valid for an initial Term of five (5) years from contract execution.

6. PRICE ADJUSTMENT

The bidder or DEPARTMENT may request an increase in unit prices. Approval of any price adjustment offered by the bidder will be at the discretion of the Director of M&O. If a changed pricing request cannot be reached, the DEPARTMENT retains the right to not utilize the particular unit of service, or to cancel the agreement in whole.

7. FUEL ADJUSTMENT COST

As this RFP considers possible incidents and emergency responses at different times of the year, if fuel costs increase more than 20 cents per gallon over the highest per gallon cost of for the same quarter for the previous year, the per hour rate will be adjusted as follows:

The hourly rate of equipment used will be adjusted based on an average fuel consumption rate of 5 gallons per hour for the actual total increase in fuel cost per gallon. This increase will only apply to usage supported by fuel invoice receipts for that period.

8. ADDENDA TO THE INVITATION TO BID

If it becomes necessary to revise any part of this ITB, revisions will be posted at http://bids.delaware.gov/. By submitting an offer to the State, vendors have acknowledged receipt, understanding and commitment to comply with all materials, revisions, and addenda related to the Invitation to Bid.

9. SHIPPING TERMS

F.O.B. DESTINATION; Freight Pre-paid and Allowed: Vendor owns all goods in transit and is liable for delivery to the point of destination. Vendor is responsible for filing any claims with the delivering carrier for breakage or other loss and for any damage resulting from transportation. The vendor shall include the cost of freight in the unit price bid.

10. STATE OF DELAWARE BUSINESS LICENSE

Prior to receiving an award the successful vendor shall either furnish proof of State of Delaware Business Licensure or initiate the process of application where required. An application may be requested in writing to: Division of Revenue, Carvel State Building, P.O. Box 8750, 820 N. French Street, Wilmington, DE 19899-8750 or by telephone to one of the following numbers: (302) 577-8201 - Public Service, (302) 577-8205 - Licensing Department.

Information regarding the award of this contract will be given to the Division of Revenue. Failure to comply with the State of Delaware licensing requirements may subject your organization to applicable fines and/or interest penalties.

http://www.bids.delaware.gov/ https://deldot.bonfirehub.com/portal/ http://bids.delaware.gov/

11. EXAMINATION OF SPECIFICATIONS AND PROVISIONS

The bidder shall examine carefully this proposal, forms, attachments, and appendices of this ITB. The bidder shall investigate and satisfy itself as to the conditions to be encountered, specifications, quality and quantities of the material to be furnished, and the full requirements of this ITB.

The submission of a proposal shall be conclusive evidence that the bidder has made examination of all requirements of this ITB. Bidders are required to fully acquaint themselves as to State procurement laws, regulations and this ITB prior to submitting a bid.

The DEPARTMENT requires the use of various electronic applications for various documentation processes.

These processes will be identified, and the Contractor's required use will be detailed during the Preconstruction Meeting.

No additional payments will be made to the contractor to use or interface with the applications required to be used by the DEPARTMENT.

12. QUANTITIES

The attention of bidders is called to the fact that, unless stated otherwise, the quantities given in the proposal are best estimates and are given as a basis for the comparison of bids. Quantities ordered may be increased or decreased by any eligible agency as deemed necessary during the period of the contract. Bidders shall recognize there are no guaranteed minimum contract quantities or values associated with this solicitation.

13. MANDATORY INSURANCE REQUIREMENTS

As a part of the contract requirements, the awarded firm must obtain at its own cost and expense and keep in force and effect during the term of this contract, including all extensions, the minimum coverage limits specified below with a surety satisfactory to the State. Awarded firms must carry the following coverage and provide a certificate of insurance after award:

a. Worker’s Compensation and Employer’s Liability Insurance in accordance with applicable law.

b. Commercial General Liability - $1,000,000 per occurrence/$3,000,000 per aggregate.

c. Automotive Liability Insurance covering all automotive units used in the work (including all units leased from and/or provided by the State to Vendor pursuant to this Agreement as well as all units used by Vendor, regardless of the identity of the registered owner, used by Vendor for completing the Work required by this Agreement to include but not limited to transporting Delaware clients or staff), providing coverage on a primary non-contributory basis with limits of not less than:

1. $1,000,000 combined single limit each accident, for bodily injury;

2. $250,000 for property damage to others;

3. $25,000 per person per accident Uninsured/Underinsured Motorists coverage;

4. $25,000 per person, $300,000 per accident PIP benefits if carrying any of our clients or employees; and

5. Comprehensive coverage for all vehicles leased from the State of Delaware Fleet Services which shall cover the replacement cost of the vehicle in the event of collision, damage, or other loss.

Should any of the above described policies be cancelled before expiration date thereof, notice must be delivered in accordance with the policy provisions.

Before any work is done pursuant to this Agreement, the Certificate of Insurance and/or copies of the insurance policies, referencing the contract number stated herein, shall be filed with the State. The certificate holder is as follows:

Delaware Department of Transportation, P.O. Box 800, Dover, DE 19903 – Contract No: DOT2620

In no event shall the State or Department be named as an additional insured on any policy required under this agreement.

Nothing contained herein shall restrict or limit the Vendor’s right to procure insurance coverage in amounts higher than those required by this Agreement.

To the extent that the Vendor procures insurance coverage in amounts higher than the amounts required by this Agreement, all said additionally procured coverages will be applicable to any loss or claim and shall replace the insurance obligations contained herein.

To the extent that Vendor has complied with the terms of this Agreement and has procured insurance coverage for all vehicles Leased and/or operated by Vendor as part of this Agreement, the State of Delaware’s self-insured insurance program shall not provide any coverage whether coverage is sought as primary, co-primary, excess or umbrella insurer or coverage for any loss of any nature.

14. ORDERING PROCEDURE

Successful vendors are required to have either a local telephone number within the (302) area code, a toll free (800) number, or agree to accept collect calls. Orders may be accomplished by written purchase order, telephone, email, fax or computer on-line systems. The vendor must accept full payment by procurement (credit) card and/or conventional check and/or other electronic means at the State’s option, without imposing any additional fees, costs or conditions.

15. PERSONNEL, EQUIPMENT AND SERVICES

a. The Vendor represents that it has, or will secure at its own expense, all personnel required to perform the services required under this contract.

b. All of the equipment and services required hereunder shall be provided by or performed by the Vendor or under its direct supervision, and all personnel, including subcontractors, engaged in the work shall be fully qualified and shall be authorized under State and local law to perform such services.

16. AUTHORIZED PERSONNEL

The following Personnel are authorized to activate services under this ITB and any to be entered contract:

Equipment Management DEPARTMENT Headquarters:

Lawrence J. Hardy, Highway Equipment Manager

M&O Districts and areas under District jurisdiction

North District:

Area north of and including I-95 and I-495, except area west of Rt.7, south of Rt. 2. Chapman Road Administration Offices & Shop 39 East Regal Blvd., Newark, DE 19713 Billing contact: Lindsey Hallett (302) 894-6305 Area 11 - Kiamensi Yard, 815 Stanton Rd. Wilmington, DE 19804 Area 12 - Talley Yard, 1300 Talley Road Yard, Wilmington, DE 19803 Area 14 – Expressways, 39 East Regal Blvd, Newark, DE 19713

Authorized Personnel:

Mike Hauske, North District Engineer John Garcia, Maintenance Engineer

Canal District:

Area south of I-95 and I-495, including west of Rt. 7, south of Rt. 2 to Kent County. Bear Administration Offices & Shop (Area 10 & 23) 250 Bear-Christiana Rd, Bear, DE 19701 Billing contact: Debbie Cox, (302) 326-4414 Area 9 - Middletown Yard, 5369 Summit Bridge Rd., Middletown, DE 19709 Area 22 – 444 Lorewood Grove Road, Middletown, DE 19709 Area 26 – 658 Boyds Corner Road, Middletown, DE 19709

Brian Schilling, Canal District Engineer Tom Little, Maintenance Engineer

Central District:

All of Kent County.

Dover Administration Offices & Shop 930 Public Safety Blvd., Dover, DE 19901 Billing contact:

Arlene Hobbs (302) 760-2425 Area 6 - Harrington Yard, 129 Jackson Ditch Rd, Harrington, DE 19952 Area 7 & 21 - Magnolia Yard, 1235 Briarbush Rd., Magnolia, DE 19962 Area 8 – Cheswold Yard, 4275 Seven Hickories Rd., Cheswold, DE 19936

Matt Lichtenstein, Assistant Director of Transportation Engineering Tim Stynchula Maintenance Engineer

South District:

All of Sussex County Georgetown Administration Office & Shop 23697 DuPont Highway, Georgetown, DE 19947 Billing contact: Danna Sammons,(302)-853-1321 Area 1 - Laurel Yard, 10930 Salt Barn Rd. (Rd 451) Laurel, DE 19956 Area 2 – Bridgeville Yard, 8583 E. Newton Rd., Bridgeville, DE 19933 Area 3 - Ellendale Yard, 20368 Milton - Ellendale Hwy, Ellendale DE 19941 Area 4 & 20 Gravel Hill Yard, 24450 Lewes Georgetown Hwy, Georgetown, DE 19947 Area 5 - Dagsboro Yard, Dagsboro Road (Rd 334) Dagsboro, DE 19939

Alastair Probert, Assistant Director of Transportation Engineering Jason McCluskey, Maintenance Engineer

The DEPARTMENT will provide all awarded bidders with a list of Authorized Personnel annually during the contract term to reflect any changes in who is authorized to activate services under this ITB and any awarded contract.

17. ITB ORDER OF PRECEDENCE

In the event there is any discrepancy between the provisions of the ITB documents, the following order of precedence of the Sections govern so that the former prevails over the latter: G-Bid Submittal; A-General Provisions; C-Award and Execution; F-Bid Requirements; D-General Authority; Appendixes (if any); then B-Special Provisions.

18. SUBCONTRACTS

No Subcontractors will be allowed under this contract.

19. MINIMUM WAGE RATES:

Work performed under this solicitation may fall under the State of Delaware Minimum Wage Rates or the Delaware Prevailing Wage rates.

20. APPENDIXES:

If included with this ITB, Appendices are made a part of this solicitation and are available for download at the following site: http://bids.delaware.gov/.

21. SIGNAGE LANGUAGE: NEW

In order to maintain effective communication with the traveling public, only place signs, banners, flags, or other displays within the projects limits that meet the requirements of the latest version of the Delaware Manual on Uniform Traffic Control Devices. Any signs or other materials which deviate from the MUTCD, must be preapproved by the Engineer. The only signage and materials which may be displayed upon vehicles and equipment within the Project area are signs denoting the name of the Contractor and any subcontractors and other signs and/or materials required and approved pursuant to the MUTCD and the Engineer. Contractor shall immediately remove any signs or materials https://industrialaffairs.delaware.gov/wage-hour http://bids.delaware.gov/ within the Project that does not meet these requirements immediately upon notification by the Engineer. Failure to remove signs or other materials following notification from the Engineer will result in Liquidated Damages being assessed in the manner and amount specified in the Standard Specifications section 108.9.A.

22. BIDDERS MUST BE REGISTERED with DelDOT in order to submit a bid. Registrations are now completed online through SimpliGov. When completing your registration, be sure to select Non-Professional Services: Materials and Non-Licensed Services as your business type. To complete registration or for more information, click here.

23. APPENDIXES

If included with this ITB, Appendices are made a part of this solicitation and are available for download at the following site: Bonfire Procurement Portal.

- remainder of page is blank – https://deldot.gov/Business/bids/index.shtml?dc=const_contractor_reg

1. SILENCE OF SPECIFICATIONS

The apparent silence of the specifications as to any detail, or the apparent omission from it of detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and only material and workmanship of the first quality are to be used. Proof of specification compliance is the responsibility of the vendor.

2. OR EQUAL (PRODUCTS BY NAME)

Specifications of products by name are intended to be descriptive of quality or workmanship, finish and performance.

Desirable characteristics are not intended to be restrictive. Substitutions of products for those named will be considered provided the vendor certifies that the function, characteristics, performance and endurance qualities of the material offered is equal or superior to that specified.

3. SPECIFICATIONS:

STATE OF DELAWARE CONSTRUCTION ITEMS UNITS OF MEASURE

English Code

English Description

Multiply By Metric Code

Metric Description

Suggested CEC Metric

Code ACRE Acre 0.4047 ha Hectare HECTARE BAG Bag N/A Bag Bag BAG C.F. Cubic Foot 0.02832 m³ Cubic Meter M3 C.Y. Cubic Yard 0.7646 m³ Cubic Meter M3

EA-DY Each Day N/A EA-DY Each Day EA-DY EA-MO Each Month N/A EA-MO Each Month EA-MO EA/NT Each Night N/A EA-NT Each Night EA/NT EACH Each N/A EA Each EACH GAL Gallon 3.785 L Liter L

HOUR Hour N/A h Hour HOUR INCH Inch 25.4 mm Millimeter MM L.F. Linear Foot 0.3048 m Linear Meter L.M.

L.S. Lump Sum N/A L.S. Lump Sum L.S.

LA-MI Lane Mile 1.609 LA-km Lane-Kilometer LA-KM LB Pound 0.4536 kg Kilogram KG

MFBM Thousand Feet of Board Measure 2.3597 m³ Cubic Meter M3

MGAL Thousand Gallons 3.785 kL Kiloliter KL

MILE Mile 1.609 km Kilometer KM S.F. Square Foot 0.0929 m² Square Meter M2 S.Y. Square Yard 0.8361 m² Square Meter M2

SECTION B – SPECIAL PROVISIONS

SY-IN Square Yard-Inch 0.8495 m²-25 mm

Square Meter-25 Millimeter M2-25 MM

TON Ton .9072 t Metric Ton (1000kg) TON

N.A.* Kip 4.448 kN Kilonewton N.A.*

N.A.* Thousand Pounds per Square Inch 6.895 MPa Megapascal N.A.*

EMERGENCY RESPONSE DUE TO INCIDENTS OR EMERGENCIES:

The following information pertains to all roads, regardless of classification, which are identified by the DEPARTMENT for snow and ice removal or treatment throughout the State of Delaware as well as the provision of support of DEPARTYMENT operations in responding to incidents or emergencies. As used throughout this ITB, the term “road” shall mean and include any concrete or paved surface for use by motor vehicles, including but not limited to subdivision streets, municipal streets over which the DEPARTMENT has jurisdiction in whole or in part, road shoulders, roadway cross overs, parking lots, or any road or highway under the jurisdiction of the DEPARTMENT pursuant to 17 Del. C. §131, et seq. It also includes any other facilities or locations identified by the DEPARTMENT for which the DEPARTMENT issues a work order to plow or otherwise treat and remove snow and ice or otherwise provide equipment or services covered by this ITB. The following must be adhered to by all awarded bidders:

CONTRACTORS RESPONSIBILITIES:

1. All awarded bidders shall provide operators that possess a valid driver’s license for the motor vehicle or operator certification for the equipment they will be operating, a valid U.S. Department of Transportation (“U.S. DOT”) medical certificate (if applicable), and follow all requirements associated with the operation of the equipment to be used.

2. All awarded bidder equipment and attachments included on the Vendor Equipment List, must be operated, and insured by the awarded bidder.

3. All awarded bidders shall furnish and maintain all safety equipment required by the DEPARTMENT, including but not limited to: working lights, horns, load covers, back-up alarms, heaters, wipers, and defrosters. The awarded bidder shall furnish and maintain all exterior lighting systems including overhead emergency rotating or strobe lighting on all equipment associated with this ITB and any to be executed Contract. The emergency lighting may be amber or green in color, but if incorporated, the number of green lights must not exceed the number of amber lights. All emergency lighting, regardless of color, must provide 360˚ visibility from within 50 feet of the vehicle.

Vehicle headlight beam is required to meet all Delaware Motor Vehicle Laws, as set forth in Title 21 of the Delaware Code, concerning visibility both to and from the vehicle with all attachments. The awarded bidders’ equipment and operator shall be required to meet all U.S. DOT, FMCSA and other regulations (if applicable), and state of Delaware Motor Vehicle Laws.

4. Any awarded bidders equipment and operator(s) shall be available seven (7) days a week, twenty-four (24) hours a day. The awarded bidder shall only use operators capable of communicating in English and thoroughly understanding the requirements for providing service as set forth in this ITB and any to be executed contract. The DEPARTMENT reserves the right to deactivate any piece of hired equipment on actual operating time, and to discontinue the use of a piece of hired equipment at any time as field conditions require or if a piece of hired equipment is not performing satisfactorily.

The M&O District Engineer or designee will be the sole judge as to whether a piece of hired equipment is performing satisfactorily and meeting the DEPARTMENT’s operational needs.

5. All awarded bidder operators shall have a working cellular phone and all equipment must have a full tank of fuel when it reports to the DEPARTMENT assigned report location. The operator shall provide their cellular phone number to the DEPARTMENT’s representative at time of reporting if not done in advance. Failure to demonstrate that the equipment has a full tank of fuel, and that the operator has a working cellular phone will make the equipment unusable by the DEPARTMENT if and until all deficiencies are corrected to the DEPARTMENT’s satisfaction.

Operators shall coordinate the re-fueling of equipment on or close to the assigned service route to minimize disruptions during field operations. At the end of operations, all awarded bidder operators and equipment must be logged out at its assigned Maintenance Area yard or other designated area by the DEPARTMENT representative.

6. All awarded bidders shall establish communications with DelDOT for the duration of this Contract. The Contractor shall provide an email, home/office/cellular phone number or answering service where DelDOT can contact or leave a message for the Contractor seven (7) days a week, twenty-four (24) hours a day.

7. Provide snow and ice plowing, treatment and removal for designated roads throughout the State of Delaware a as directed by the DEPARTMENT.

8. Awarded bidder equipment may not be stored on DEPARTMENT property unless previously approved by the

M&O District Engineer or designee in advance. There will be no retroactive or after the fact approvals of equipment being stored on DEPARTMENT property. Any awarded bidder equipment that is approved for storage on DEPARTMENT property must be locked and all keys removed from the awarded bidder equipment when not in use. The DEPARTMENT shall not be held liable for any damages to the approved awarded bidder equipment, or any damages caused by or otherwise associated with the storage or misuse of the approved awarded bidder equipment.

9. For plowing operations, completion of a location is defined as bare pavement for the width of the road with snow and ice appropriately placed within the right of way. For debris removal operations, completion of a location is defined as all debris removed from the traveled roadway and from the right of way such that there are no hazards posed to the traveling public which using that roadway. The DEPARTMENT will make the final determination as to when a roadway is cleared of debris, snow or ice.

10. The awarded bidder shall be licensed and insured to perform this type of work in Delaware.

11. The DEPARTMENT will notify selected bidders before each snow or other incident or emergency event, to the extent feasible, of its intent to potentially utilize the contract.

12. The awarded bidder shall mobilize to the assigned location(s) as quickly as possible. Notice To Proceed time is the report time that an Authorized Person directs the Contractor to start Work at a specific Location.

13. All labor, tools, equipment maintenance, and fuel, shall be the responsibility of the awarded bidder.

14. The awarded bidder shall coordinate with the DEPARTMENT to determine the type of equipment used for plowing and treatment of snow and ice from roads based on the below listing of equipment and pricing. The awarded bidder shall also coordinate with the DEPARTMENT to determine the type of equipment to be used for other incident response or emergency operations, including but not limited to debris removal based on the listing of equipment and pricing below. The DEPARTMENT will consider additional equipment and pricing for debris removal or other incident or emergency response operations on an as needed basis. Any equipment not listed may be submitted for review prior to the equipment being utilized.

After the fact approvals of equipment will not occur. The DEPARTMENT anticipates that an awarded bidder may need to contract with third party vendors for certain equipment that the DEPARTMENT identifies as desired for responding to an incident or emergency.

The awarded bidder will be responsible for renting any additional equipment identified by the DEPARTMENT, procuring insurance on same in the amounts required by this ITB and any awarded contract and providing a qualified operator, at rates agreed upon in writing in advance of the rental.

15. The contractor shall follow all general trade practices and procedures and perform all work in accordance with all applicable OSHA guidelines and within all local, state, and federal codes and laws.

16. All personnel working in the state right-of-way shall wear high-visibility safety apparel that is labeled as meeting the Performance Class 3 requirements of ANSI 107-2004 or higher per the Delaware Manual on Uniform Traffic Control Devices (MUTCD). Class 3 high-visibility safety vests have sleeves.

17. The contractor shall exercise caution when performing work around pedestrians, vehicles, structures, poles, utilities, etc.

18. All snow and ice that is removed shall be placed adjacent to the road so as not to harm any structure or plant life near the road, when possible given conditions then existing. When directed by the DEPARTMENT snow and ice shall be hauled away to another location as directed by the DEPARTMENT.

19. Once a roadway is plowed or treated the contractor shall re-apply de-icing material at the direction of the

Department. The de-icing material shall only be those materials supplied by the DEPARTMENT as discussed below in the sections headed “SALT”.

20. The contractor shall immediately notify the DEPARTMENT if any of the following occurs:

a. Unable to begin work at the appointed time.

b. Inability to call in sufficient personnel.

c. Equipment breaks down while working.

d. When an operator takes an extended break (any period of time longer than 30 minutes in a four (4) hour period).

e. If any property or vehicles are damaged while performing work. This requirement applies not just to contractor equipment but also to any facilities owned by the State and any private property.

f. Cannot plow or clear the designated sidewalk for any reason.

g. When each assigned location has been cleared.

CONTRACTOR DAMAGE RESPONSIBILITY:

It will be the sole responsibility of the awarded bidder to repair and/or replace in kind any property damage created while performing snow and ice removal and treatment under this contract as well as any other incident or emergency response or services authorized under this ITB. The DEPARTMENT representative will verify the work locations of the contractor to assure that the contractor identified created the property damage reported. Upon occurrence of damage the DEPARTMENT representative shall be immediately notified and the contractor shall document the incident in their daily work log. In addition, if damage is not recognized or observed during the snow and ice removal operation or other incident or emergency response, the awarded bidder shall still be responsible for the damage after the fact, such as after the snow melts, or when it is discovered at a later date.

DAILY WORK RECORD AND BASIS OF PAYMENT:

1. All awarded bidders shall maintain a daily record for each assigned location where personnel and equipment are used. The report shall include:

a. Names of personnel and equipment used.

b. Beginning and ending of the road location and mileage cleared or treated.

c. If supporting debris removal or other incident or emergency operations, volume/tonnage of materials transported, type of materials transported (household debris/waste, trees/brush. Etc.) and dump location(s) for each debris type.

d. Notations and descriptions of property damage

e. Notations and descriptions of any unusual conditions confronted by the contractor.

f. Hours worked performing snow and ice removal or supporting other incident or emergency operations shall be mutually agreed upon by the awarded bidder and DEPARTMENT representative.

g. Supervisors and their associated equipment are incidental to the operation and shall not be invoiced.

h. Equipment not being used directly in the snow and ice removal operation or incident or emergency response operation shall not be invoiced; for example, pick-up trucks driven to the work location by equipment operators and then idle for the majority of the operation shall not be invoiced.

i. The hourly rate for each person and piece of equipment shall be the same regardless of the time of day or night. No overtime shall apply.

j. Equipment and Personnel will only be paid for the time actively removing snow & ice or assisting in incident or emergency response.

k. When an awarded bidder is contacted and asked to report at a pre-determined time beyond three hours of the call, the awarded bidders time will start at that pre-determined time, provided the truck arrives at or before that time in working order ready to perform operations. For example, if the awarded bidder is contacted at 4:00 pm and asked to report at 10:00 pm, the awarded bidders time will start at 10:00 pm provided the truck arrives by 10:00 pm in working order and ready to perform operations. The awarded bidder will not be compensated for early arrival. Reporting late may be considered a "failure to respond."

l. When an awarded bidder is contacted and asked to report immediately for snow and ice removal operations or in support of other incident or emergency operations, the awarded bidders truck and operator shall report to the M&O Maintenance Area yard or other designated area in working order and ready to perform incident or emergency operations within three hours of notification by the DEPARTMENT except when the awarded bidder receives notification at night (6:00 pm to 6:00 am), when the response time is reduced to two hours. The awarded bidders time will start when the truck arrives at the reporting site in working order and ready to perform operations. Reporting late may be considered a "failure to respond."

m. When an awarded bidder is contacted and asked to report immediately for snow and ice removal operations or other incident or emergency operations, the awarded bidders pay will begin at the time of notification if and only if the truck arrives in working order within an hour of said notification. For example, the awarded bidder is contacted at 6:00 pm, asked to report immediately, and the awarded bidders equipment or truck arrives at the reporting site by 7:00 pm. The awarded bidders starting time for payment will be 6:00 pm. If the awarded bidders equipment arrives beyond an hour of said notification, his/her time will begin when the awarded bidder equipment arrives.

2. The awarded bidder shall submit a detailed invoice to the designated DEPARTMENT representative within seven

(7) calendar days after each event where services and equipment are provided. If the event duration is over seven

(7) calendar days the contractor shall submit weekly invoices. Invoices shall contain the following information at a minimum:

a. It is the responsibility of the awarded bidder to submit and verify hours worked and sign the submittal sheet. Invoices shall be emailed from the email address provided on the Vendor Equipment List (Attachment 2). Pre-season retainer invoices must be submitted by December 16, 2026. All final invoices for hours of work and post-season retainers must be submitted within seven (7) working days from the completion of work to the M&O District Engineer or designee. Any delinquent invoices will result in the awarded bidder receiving a “Notice of Unsatisfactory Performance”.

b. The awarded bidder shall provide invoices which include the invoice date, the complete company name, business address, company email address, Contractor's Federal ID Number (preferred) or Social Security Number, BPO Number, Event Number, Item Number and Description of Equipment Type/Configuration, equipment rate, total hours billed per piece of equipment, down time (if applicable), invoiced amount per piece of equipment, and total amount invoiced, in addition to the date(s) and times per the invoice template. All supporting documentation requested or provided by the M&O District Engineer or designee at the end of each winter event must be submitted with each invoice for payment. Failure to comply with this item may result in delay of payment.

c. Hourly Rates will be paid in accordance with the Hourly Rates for Snow and Ice Removal Services section of this ITB, as confirmed in the contract executed with each awarded bidder. Each piece of awarded bidder equipment shall be assigned, by the M&O District Engineer or designee, to a specified route or routes that best suits the facility’s immediate operational needs. Route assignment(s) may vary from event to event, or at any time during a winter event.

3. The DEPARTMENT may withhold payment in whole or in part to an awarded bidder under the following circumstances:

a. The DEPARTMENT may issue a Notice of Unsatisfactory Performance (“NUP”) for a single piece of equipment, multiple pieces of equipment or for all awarded bidder owned equipment. The first NUP is grounds for loss of 50% the post retainer fee per piece of affected equipment. The awarded bidder is further notified to correct the noted deficiency prior to the next callout.

i. Unsatisfactory Performance includes but is not limited to:

1. An accepted piece of equipment not being available for a storm when requested.

2. A previously accepted piece of equipment is unable to perform at the same level as when originally accepted.

3. An accepted piece of equipment leaves a storm/incident/emergency without approval from the Department.

b. A second NUP, for any infraction, will cause a nonpayment of the post-season retainer and will be grounds for termination of the awarded Contract.

c. Upon notification of termination, the awarded bidder shall immediately cease working for the DEPARTMENT and all payments, including the post-season retainer(s) and any outstanding minimum payment guarantee(s) will be stopped on the date of termination. In addition, the awarded bidder shall return all DEPARTMENT owned equipment to the designated M&O District Facility. Failure to return any DEPARTMENT owned equipment within 30 days of said notification will result in the awarded bidder being invoiced for the total replacement cost of any DEPARTMENT owned equipment. The awarded bidder shall also be barred from being awarded any additional DEPARTMENT contracts until the full amount of the invoice is paid in full, as permitted by Title 29, Chapter 69.

PAYMENT/COMPENSATION STANDARDS:

1. Compensation to the Contractor for Tri-Axle Dump Truck, Tandem Axle Dump Truck, Single Axle Dump Truck and 4x4 pick up:

a. The DEPARTMENT will pay a pre-season retainer fee per piece of equipment paid at the start of the winter season, based upon the formula/schedules set forth below to encourage participation and availability of equipment that Vendors may not otherwise maintain in their fleet;

b. The DEPARTMENT will pay a guaranteed minimum payment for the season for each piece of equipment;

c. The DEPARTMENT will pay the pre-determined minimum hourly rate for each piece of equipment with operator, as set forth herein;

d. The DEPARTMENT will pay a post-season retainer fee to encourage vendors to retain equipment to ensure its availability for following years covered by this ITB and any extension agreement.

2. The following payments are what is contemplated by this ITB for each identified equipment type:

A. Tri-Axle Dump Truck (per each identified/contracted piece) $500 Pre-season retain. fee

$8,000 minimum payment Spreader and Plow $6,000 minimum payment Plow only $275 Hourly rate with operator $500 Post season retain fee

B. Tandem Axle Dump Truck (per each identified/contracted piece) $500 Pre-season retain. fee $7,000 minimum payment Spreader and Plow $5,000 minimum payment Plow only $250 Hourly rate with operator $500 Post season retain fee

C. Single Axle Dump Truck (per each identified/contracted piece) $500 Pre-season retain. fee $6,000 minimum payment Spreader and Plow $4,000 minimum payment Plow only $225 Hourly rate with operator $500 Post season retain fee

D. 4x4 Pick up with Plow, this contemplates ½ ton, ¾ ton and 1-ton trucks without dump bodies(per each identified/contracted piece)

$350 Pre-season retainer fee $3,000 minimum payment Spreader and Plow $2,0000 minimum payment Plow only $125 Hourly rate with operator $350 Post season retain fee

E. Compensation for Other Equipment: (per each identified/contracted piece)

1. Loader minimum 2 Cubic Yard bucket $250 Hourly rate with operator

2. Grader minimum 28,001 GVW rating $250 Hourly rate with operator

3. Grapple Saw Truck 2 Ton minimum capacity

$250 Hourly rate with operator

4. Bucket Truck (75’ minimum) and Chipper (15” minimum) $300 Hourly rate with operator

5. Chipper Truck (15” minimum) $125 Hourly rate with operator

6. Tree Handler (36” saw)

$650 Hourly rate with operator

7. Gradall pricing for equipment with operator shall be negotiated and agreed upon in advance of any utilization.

8. Roll Off Dumpsters: pricing will be negotiated in advance of any usage, to include the per ton disposal cost.

9. Other specialized equipment identified by the DEPARTMENT not specifically identified. Pricing for equipment, including any rental, insurance, and operator will be negotiated in advance of any utilization.

3. The DEPARTMENT shall pay the retainer fees after the following requirements are met:

a. Each piece of the Contractor’s equipment including plow must meet the specifications of this Contract and pass a DelDOT inspection by the close of business on November 15, 2026 by the M&O District Engineer and the Equipment Superintendent. Once the Contract is reviewed and Contractor is selected, the Contractor will be contacted by the M&O District Equipment Superintendent to schedule an inspection for each piece of equipment under Contract.

b. If a piece of Contractor equipment does not pass a DelDOT inspection on or before November 15, 2026 but does pass by the close of business on November 30, 2026, the Contractor shall receive 50% of the pre-season retainer.

If a piece of Contractor equipment does not pass a DelDOT inspection or meet the terms above by the close of business on November 30, 2026, the Contractor shall not receive the pre-season retainer and DelDOT may terminate the Contract for default. Pre-season retainer invoices shall not be processed until all the required documents for Contract activation have been provided to DelDOT.

1. Equipment Specifications for Snow Plows

a. Snowplow – awarded bidder must have an installed and functional angle reversible snowplow for highway use for the Tri-Axle, Tandem Axle and Single Axle dump trucks. The plow shall be 11-foot in length and a minimum of 40 inches in height throughout its entire length, unless otherwise specified by the District Engineer or designee prior to the winter season. The plow must be capable of installation on a 33,000-pound G.V.W. truck (minimum) and be fully operational, unless otherwise specified. Examples of this plow type include, but are not limited to, manufacturers such as Henderson, Henke, Goodroads, Valk, or Monroe.

b. 4x4 Pick Up with Snow plow – Minimum ¾ Ton, 4x4 pick up with plow. Example of this type of plow, but not limited to, Western Prodigy, or Salty Dog.

2. Equipment Specifications for salt spreaders

a. Manual Spreader Control System – awarded bidder must have, at minimum to qualify for compensation, a manually controlled hydraulic spreader controller operated by valves to independently control auger speed and spinner output flow in proportionate ratios to allow for various application rates.

3. Minimum Payment Guarantees for Snow and Ice Removal Operations

The following minimum payment guarantees, separate from any pre or post-season retainer, will be in effect for this all Contracts awarded as a result of this ITB:

a. DelDOT shall provide a $8,000 minimum payment guarantee, for each Tri-Axle dump truck with an owner supplied plow and spreader provided under this Contract, to offset the Contractor's winter expenditures if the total call-out payments are less than $8,000.

This guarantee will not be paid in addition to, but in lieu of hire requirements not totaling $8,000 for the winter season.

Example: Tri-Axle with owner provided plow and spreader Minimum Guarantee $8,000 8 hrs. total worked @ $275.00 per hr. $2,200 Remaining Guaranteed Amount Total $5,800

b. DelDOT shall provide a $6,000 minimum payment guarantee, for each Tri-Axle dump truck with an owner supplied plow provided under this Contract, to offset the Contractor's winter expenditures if the total call out payments are less than $6,000. This guarantee will not be paid in addition to, but in lieu of hire requirements not totaling $6,000 for the winter season.

Example: Tri axle with owner provided plow Minimum Guarantee $6,000 8 hrs. total worked @ $275.00 per hr. $2,200 Remaining Guaranteed Amount Total $3,800

c. DelDOT shall provide a $7,000 minimum payment guarantee, for each Tandem Axle dump truck with an owner supplied plow and spreader provided under this Contract, to offset the Contractor's winter expenditures if the total call out payments are less than $7,000. This guarantee will not be paid in addition to, but in lieu of hire requirements not totaling $7,000 for the winter season.

Example: Tandem axle with owner provided plow and spreader Minimum Guarantee $7,000 8 hrs. total worked @ $250.00 per hr. $2,000 Remaining Guaranteed Amount Total $5,000

d. DelDOT shall provide a $5,000 minimum payment guarantee, for each Tandem Axle dump truck with an owner supplied plow provided under this Contract, to offset the Contractor's winter expenditures if the total call out payments are less than $5,000. This guarantee will not be paid in addition to but in lieu of hire requirements not totaling $5,000 for the winter season.

Example: Tandem axle with owner provided plow Minimum Guarantee $5,000 8 hrs. total worked @ $250.00 per hr. $2,000 Remaining Guaranteed Amount Total $3,000

e. DelDOT shall provide a $6,000 minimum payment guarantee, for each Single Axle dump truck with an owner supplied plow and spreader provided under this Contract, to offset the Contractor's winter expenditures if the total call out payments are less than $6,000. This guarantee will not be paid in addition to, but in lieu of hire requirements not totaling $6,000 for the winter season.

Example: Single axle with owner provided plow and spreader Minimum Guarantee $6,000 8 hrs. total worked @ $225.00 per hr. $1,800 Remaining Guaranteed Amount Total $4,200

f. DelDOT shall provide a $4,000 minimum payment guarantee, for each Single Axle dump truck with an owner supplied plow provided under this Contract, to offset the Contractor's winter expenditures if the total call out payments are less than $4,000. This guarantee will not be paid in addition to, but in lieu of hire requirements not totaling $4,000 for the winter season.

Example: Single axle with owner provided plow Minimum Guarantee $4,000 8 hrs. total worked @ $225.00 per hr. $1,800 Remaining Guaranteed Amount Total $2,200

g. DelDOT shall provide a $3,000 minimum payment guarantee, for each 4x4 pickup truck with an owner supplied plow and spreader provided under this Contract, to offset the Contractor's winter expenditures if the total call out payments are less than $3,000.

This guarantee will not be paid in addition to, but in lieu of hire requirements not totaling $3,000 for the winter season.

Example: 4x4 pickup truck with owner provided plow and spreader Minimum Guarantee $3,000 8 hrs. total worked @ $125.00 per hr. $1,000 Remaining Guaranteed Amount Total $2,000

h. DelDOT shall provide a $2,000 minimum payment guarantee, for each 4x4 pickup truck with an owner supplied plow provided under this Contract, to offset the Contractor's winter expenditures if the total call out payments are less than $2,000. This guarantee will not be paid in addition to, but in lieu of hire requirements not totaling $2,000 for the winter season.

Example: 4x4 pickup truck with owner provided plow and spreader Minimum Guarantee $2,000 8 hrs. total worked @ $125.00 per hr. $1,000 Remaining Guaranteed Amount Total $1,000

4. Automatic Vehicle Location (AVL) on Contractor Trucks

The DEPARTMENT will provide an Automatic Vehicle Location (AVL) device that shall be installed on awarded bidder supplied and accepted Tri-Axle, Tandem Axle and Single Axle dump trucks and 4x4 trucks. Installation will be performed by the Department in the presence of the Contractor. The Department will provide the Contractor with the report time and location with as much notice as possible.

Failure to authorize and assist with the installation of the AVL unit will result in immediate termination of any award under this ITB.

5. Post Season Retainer for Snow and Ice Removal Operations

A. Upon successful completion of this Contract, as determined by the M&O District Engineer or designee, the awarded bidder will receive a post-season retainer fee of $500 for each single axle, tandem axle and tri-axle dump truck, and $350 for each 4x4 pickup truck under Contract with DelDOT. The retainer fees will be paid in their entirety at the end of the winter season provided that:

a. All outstanding invoices, including the post-season retainer invoice(s), from the Contractor have been received by DelDOT no later than May 14, 2027.