IFB_11-2026_Snow_Removal_FINAL.pdf

INVITATION FOR BIDS

Town of Front Royal Purchasing Department

Date: October 30, 2026

Title: IFB #11-2026 Snow Removal and Ice Control Services

Firm Fixed Hourly Pricing for Snow Removal and Ice Control

Work Sites: Town of Front Royal

Solicitation Closing Date and Time: 2:00 PM on November 17, 2026

Public Bid Opening Date and Time: 2:30 PM on November 17, 2026

The Town of Front Royal seeks qualified Contractors to furnish equipment and employee operators for as-needed snow removal and ice control on Town-maintained roadways. Services may be requested throughout each annual Contract term. Awards will be made by individual line item as provided in this IFB.

Contract Period: One year beginning upon full execution by both parties, with four optional one-year renewals. Automatic renewals are not permitted.

Prepared for: Town of Front Royal Department of Public Works

P.O. Box 1560

Front Royal, VA 22630

(540) 635-7819

Submit sealed paper bids to: Town of Front Royal Purchasing Department, 102 E. Main Street, Front

Royal, VA 22630. Electronic bids may be submitted through the eVA response function. Ordinary email and facsimile bids are not accepted.

Questions: Michelle Campbell, Purchasing Manager mcampbell@frontroyalva.com

Only written addenda issued by Purchasing may revise this IFB. Monitor https://eva.virginia.gov/ for addenda and award information.

The Town of Front Royal does not discriminate against faith-based organizations in accordance with Virginia Code § 2.2-4343.1, or against a Bidder or Offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, or any other basis prohibited by applicable law.

Issued by Michelle Campbell, Purchasing Manager mailto:mcampbell@frontroyalva.com https://eva.virginia.gov/

TABLE OF CONTENTS

1 PURPOSE AND SCOPE

2 CONTRACT PERIOD

3 INSTRUCTIONS TO BIDDERS

4 RESERVED

5 SPECIFICATIONS AND OPERATING REQUIREMENTS

6 INVOICING AND COMPENSATION

7 GENERAL TERMS AND CONDITIONS

OFFICIAL TOWN BID FORM AND HOURLY PRICING SCHEDULE

ATTACHMENT A VENDOR QUALIFICATIONS AND EQUIPMENT INVENTORY

ATTACHMENT B REFERENCES

ATTACHMENT C BUSINESS LICENSE INFORMATION

ATTACHMENT D STATE CORPORATION COMMISSION INFORMATION

ATTACHMENT E SIGN IN AND SIGN OUT RECORD

1 PURPOSE AND SCOPE

The Town seeks qualified Contractors to furnish equipment and their own employees for as-needed snow removal and ice control services. This is a nonprofessional services procurement; the scope does not include road construction, excavation, grading, or structural repair.

A firm submitting a bid is a “Bidder.” A successful Bidder awarded a Contract is the “Contractor.”

“Town” means the Town of Front Royal, Virginia. “Representative” means the Town Contract

Administrator or authorized designee. The Contractor acts as an independent contractor and is not an employee or agent of the Town.

Priority primary roads shall be identified as Remount Rd. to Town Limit sign, Criser Rd. from River

Dr. to Remount Rd., Commerce Ave., South St., John Marshall to Town Limit, Royal Ave., 6th St, Kendrick Lane, Happy Creek Rd. to Dismal Hollow Turn around, W. 14th St, N. Shenandoah Ave., Strasburg Rd. from AS Rhodes to Town Limit sign. Secondary roads would fall under zones 1-6 on the Snow Removal Map, Attachment F. This will be a supplement to, and in cooperation with, the

Town’s snow and ice control operations crews. Snow removal and ice control services shall be available throughout the Contract term and shall not be limited to a designated winter season.

The six bid lines are 1, 2.1, 2.2, 3, 4, and 5. Bidders may bid on one or more lines and shall identify the units and operators they can supply simultaneously. The same unit may not support awards under more than one line.

2 CONTRACT PERIOD

The initial Contract term shall begin on the date of full execution by both parties and continue for one year. The Town may renew the Contract for four additional one-year periods by written agreement.

Services may be requested at any time during the Contract term when snow or ice conditions warrant.

Automatic renewals are not permitted. Each initial or renewal term is a “Contract Year.” Readiness and compensation are governed by Sections 5 and 6.

3 INSTRUCTIONS TO BIDDERS

3.1 Bidders Responsibility:

Bidders shall examine the scope of services, terms and conditions and locations of this Invitation for

Bid and shall exercise their own judgment as to the nature and total amount of work required for acceptable performance. The Town cannot accept any plea of ignorance of conditions that exist or that may hereinafter exist, or of conditions or difficulties encountered in the work as a result of failure to make the necessary examination and investigation as an excuse for any failure or omission on the part of the Bidder to fulfill in every detail the requirements of this Invitation for Bid, or is acceptable as a basis for any claims whatsoever for extra compensation.

3.2 Competition Intended:

It is the Town’s intent that this Invitation for Bid (IFB) permits competition. It shall be the Bidder's responsibility to advise the Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this IFB to a single source. The Purchasing Agent must receive such notification not later than five (5) business days prior to the date set for acceptance of bids.

3.3 Conditions for Bidding:

A. Bid Forms: For consideration for selection, Bidder must submit a complete response to this solicitation. A complete response will consist of the return of the following documents:

Submit the completed and signed Official Town Bid Form and pricing schedule, Attachment A, Attachment B, Attachment C, Attachment D, and acknowledgment of all addenda. Attachment E is an operating record and is not required with the bid. Provide any equipment availability letters or purchase documentation required by Attachment A.

Paper bids shall be signed by an authorized representative and delivered to the issuing office before the deadline. For electronic bids, upload the completed signed forms through the eVA response function before the deadline.

B. Envelope identification: Label sealed paper bids with “IFB 11-2026 Snow Removal and Ice

Control Services,” the bid deadline, and the Bidder’s name and return address. Bidders are responsible for timely delivery to the issuing office. Electronic submissions shall identify this solicitation in eVA.

C. Late Bids: Bids received after the published time and date of acceptance shall be date and time stamped, marked “late” and retained unopened in the procurement file. In addition, the Town will not accept hand-delivered bids that are presented after the published time and date of acceptance. The

Town does not accept liability for late or non-receipt of bids.

D. Modification/Withdrawal of Bids:

A Bidder may modify or withdraw its bid by written request received by Purchasing before the bid deadline. After opening and before award, a withdrawal request shall be submitted in writing with full supporting documentation; a claimed error must be supported by original worksheets or equivalent evidence. Post-opening withdrawal is subject to the Town’s applicable nonconstruction procedures and law. A request does not authorize revision of the bid price.

The Town shall document its decision and notify the Bidder in writing. Statutory notice and appeal requirements apply where applicable.

No withdrawal may result in award on another bid of the withdrawing Bidder or a Bidder in which the withdrawing Bidder has an ownership interest exceeding five percent.

3.4 Award Criteria

A. The Town may reject any or all bids and waive informalities as permitted by law. Reasons for rejection shall be documented. Awards shall be made by individual line items to the lowest responsive and responsible Bidder. If that Bidder cannot supply the full quantity required, the Town may award the remaining quantity to the next-lowest responsive and responsible Bidder, continuing in ascending order of hourly bid price until the required quantity is obtained. A Bidder may receive an award for fewer units than offered. Each Contract award shall identify the specific equipment, quantities, and line items accepted.

All equipment quantities shown on the Bid Form are estimates for planning and bid evaluation and do not guarantee an award of the estimated quantity or any minimum operating hours. Prices and awards are evaluated separately within each line item. The written award shall identify the actual units and quantities accepted; annual mobilization/demobilization payments apply only to those awarded units.

For each snow or ice event, the Town shall determine the types and quantities of awarded equipment to activate. Within each required line item, awarded units shall be requested in ascending order of hourly bid price. The Town may activate multiple awarded Contractors simultaneously to obtain the required quantity. Awards under this IFB do not establish a separate pool of backup equipment. If an awarded Contractor cannot perform, replacement services shall be obtained under the Default provision and applicable procurement procedures; an unsuccessful Bidder does not become a backup

Contractor merely by submitting a bid.

The Town shall direct routes, equipment assignments, and work locations. No minimum number of operating hours is guaranteed. Annual mobilization/demobilization payments apply only to specifically awarded units that satisfy Section 6.4. The canceled-event standby minimum in Section

6.3 remains applicable.

B. Any reciprocal preference shall be applied only as authorized by Virginia Code § 2.2-4324 and other applicable law.

C. Bidders shall complete all required forms and provide an hourly rate and available unit quantity for every line bid. Enter “No Bid” on other lines. An authorized representative shall sign the Bid

Form. The Town will evaluate responsiveness in accordance with the material requirements of this

IFB and applicable law.

D. Low bids shall be determined by the firm-fixed hourly unit rate within each individual line item.

Rates include the equipment, operator, fuel, supervision except a separately authorized dedicated supervisor under Section 6, maintenance, insurance, overhead, and all incidentals required for performance. Town-supplied treatment materials are excluded. Standby and annual payments are separately governed by Section 6; no other charges are authorized.

E. Unless canceled or rejected, a responsive bid from the lowest responsible Bidder shall be accepted as submitted, except that negotiation to bring an otherwise qualifying low bid within available funds may occur only under the Contract’s Negotiation with Lowest Bidder provision and Virginia Code §

2.2-4318.

3.5 Renewal and price adjustments

The Contract may be renewed for four additional one-year periods by written agreement of both parties. The Contractor shall submit a written request for renewal to the Town’s Purchasing

Department at least ninety (90) days before the current term expires, including any requested price adjustment and supporting documentation. The Town may also initiate renewal or consider a later request received before expiration. Renewal is subject to satisfactory performance, available funds, and the Town’s approval. No renewal or price adjustment is effective until a written renewal agreement is executed by both parties before the current term expires. Automatic renewals are not permitted.

For each renewal, the adjustment to hourly bid rates shall not exceed the percentage increase or decrease in the All Items CPI-U, U.S. City Average, not seasonally adjusted, over the latest available twelve-month period at the time the renewal is prepared. Hourly rates remain firm during each term.

Town-established annual mobilization/demobilization amounts and the $65 dedicated-supervisor rate remain unchanged unless expressly amended in writing.

3.6 License Requirement:

A. A Town Business, Professional and Occupational License is required only where applicable under

Town law. A license is not required to submit a bid; an applicable license must be obtained before award. Complete Attachment C so the Town can determine applicability.

B. The signature on this solicitation certifies that the Contractor is properly licensed for providing the goods/services specified or will have the proper license prior to the awarding of the contract.

C. The Contractor shall maintain business licenses, registrations, vehicle credentials, and operator licenses required by law for the services performed. A Class A, B, or C construction contractor license is not a blanket qualification for this snow removal services scope.

3.7 Ethics in Public Contracting:

A. The provisions contained in Sections 2.2-4367 of the Virginia Public Procurement Act as set forth in the Code of Virginia (1950), as amended, are applicable to all contracts solicited or entered into with the Town of Front Royal.

B. By submitting their bids, all Bidders certify that their bids are made without collusion or fraud and they have not offered or received any kickbacks or inducements from any other Bidder, supplier, or manufacturer in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

3.8 Debarment Status:

By submitting a Bid and/or acceptance of a Town Purchase Order or Contract, all firms certify that they are not currently debarred from doing business with or in the Commonwealth of Virginia, nor are they an agent of any person or entity that is currently debarred from doing business with or in the

Commonwealth of Virginia.

3.9 Addenda:

The Town will issue all addenda via the Commonwealth of Virginia e-procurement webpage (eVA).

All such addenda shall be signed and dated by the contractor and returned with their bid. All such addenda shall become a part of the solicitation documents in the bid and shall become a Contract

Document. The Town accepts no liability for late bids or non-receipt of addenda.

3.10 Qualifications:

The Bidders shall provide the names, addresses, email addresses, and telephone numbers of at least three (3) other firms or government agencies for whom a similar type of work has been performed in the past three (3) years.

The Town will consider, in determining the qualifications of a bidder, his record in performance of any contracts for the services into which he/she may have entered with the Town or with other public bodies or corporations; and, the Town expressly reserves the right to reject the bid of such bidder, if such record discloses that said bidder, in the opinion of the Town, has not properly performed such contracts or has habitually and without just cause neglected the payment of bills, or has otherwise disregarded his obligations to suppliers or employees.

The Town will make an investigation to the ability of the bidder to perform the work. The Town of

Front Royal reserves the right to reject any bid, if the evidence submitted by, or investigation of bidder, fails to satisfy the Town that such bidder is properly qualified by experience and financial status to carry out the obligations of the contract and to complete the work contemplated therein. The

Town will not accept conditional bids.

3.11 Projected Requirements/Estimated Quantities:

Equipment quantities shown on the Bid Form are estimates for planning and bid evaluation. The

Town may award fewer or more units within a line item as its actual needs and available funds require, using the ascending hourly-price method in Section 3.4. Each written award shall identify the actual units and quantities placed under Contract. Neither an estimated quantity nor an equipment award guarantees operating hours; compensation remains subject to Section 6.

3.12 Prices and Price Adjustment

A. Hourly bid rates shall be firm for the initial term and include all costs specified in Section 3.4(D).

Renewal adjustments are governed exclusively by Section 3.5.

B. Any request for an adjustment shall identify the cause, proposed effective date, requested amount, and supporting CPI documentation. No surcharge or mid-term increase is permitted without an authorized written amendment.

3.13 Vendor Capabilities

Upon request, a Bidder shall demonstrate sufficient equipment, qualified employees, insurance, financial resources, and operating capacity to perform the services. Any nonresponsibility determination shall follow Virginia Code § 2.2-4359 and Section 7.

3.14 Cancellation of Orders

A call-out or work assignment may be canceled or reduced by the Town as operational needs change.

Payment for work performed and eligible canceled-event standby shall be governed by Section 6.

Cancellation of a call-out does not itself terminate the Contract.

3.15 Additions/Deletions

The Town reserves the right to add similar items/services or delete items/services specified in the subsequent contract as requirements change during the period of the Contract. The Town of Front

Royal and the Contractor will mutually agree to prices for items/services to be added to the contract.

Contract amendments will be issued for all additions or deletions.

4 RESERVED

5 SPECIFICATIONS AND OPERATING REQUIREMENTS

The Contractor shall provide the snow removal equipment listed with experienced, licensed operators, fuel, tools, parts, supplies, and all incidentals as necessary for safe and efficient snow removal operation and ice control services. The work will consist of, but not be limited to, snow removal and ice control from Town maintained roadways. Work shall be performed on an as-needed basis on both primary, secondary and subdivision routes throughout the Town of Front Royal. The Town will begin plowing at 1 inch accumulation. The Town shall begin coordination with the contractor in inclement weather.

5.1 CREWS

The Contractor shall provide the snow removal equipment listed with experienced, licensed operators, fuel, tools, parts, supplies, and all incidentals as necessary for safe and efficient snow removal and ice control operations as described herein. To ensure the overall safety of all personnel and the Town property involved in snow removal and ice control operations of Town maintained roadways, the

Contractor is required to provide employees that can communicate in the English language. The employees are required to demonstrate that they can understand directions and task requests in

English for safe and effective operations.

Bidders shall offer Snow Removal Equipment and Operators in the number that they can supply for each line item. Bidders providing a bid on more than one (1) Line Item shall have enough pieces of

Snow Removal Equipment and Operators for each Line-Item bid. No Bidder shall be awarded multiple Line Items using a single piece of Equipment. Failure to indicate the number of pieces of equipment offered for each line item of the required equipment type will result in the bid being determined as non-responsive.

No subcontractors are allowed.

The Contractor is responsible for the conduct of all personnel while on the work site. All personnel involved with the work being performed shall obey all the rules and regulations of the Town.

Inappropriate behaviors displayed by the Contractor's employees, including, but not limited to, addressing stopped motorists for personal gain, whistling or leering at, abusive or racial language will result in dismissal.

5.2 EQUIPMENT

All of Contractor’s equipment shall meet the requirements listed below. The type of equipment required for each lot is outlined on each bid line.

4WD/Single-Axle vehicles shall be equipped with a snowplow of a minimum of 7 ½ feet in length and a chemical spreader with a minimum of 2.5 cubic yard or equivalent material capacity.

Single, Tandem and Multi-Axle Vehicles:

Single, tandem, or multi-axle trucks: Line 2.1 requires a minimum ten-foot plow and does not require a spreader. Line 2.2 requires a minimum ten-foot plow, approximately 30 inches high and 1,800 pounds in weight, and a chemical spreader with a minimum eight-cubic-yard or equivalent material capacity.

Backhoe: Each Backhoe shall be 4X4 and equipped with a minimum 1.0 cubic yard bucket. Backhoes are used for removing piles of snow from intersections and placing snow into dumpsters.

Rubber Tire Loaders: Each Rubber Tire Loader shall be equipped with a minimum 3.0 cubic yard bucket.

Skid Steer Loaders: Each Skid Steer Loader to be equipped with a minimum .25 cubic yard bucket.

Supervisor Vehicles: Each supervisor’s vehicle shall be a pickup or SUV and equipped with at least one rotating amber light or high intensity amber strobe light visible 360 degrees and means of communicating with their operators. Four-wheel drive is required.

5.3 EQUIPMENT REQUIREMENTS

Bidders shall possess or have available the vehicles and equipment necessary to perform throughout the Contract term if awarded. The equipment offered by the Bidder shall be of equal size, or larger, as specified in the Pricing Schedule and within the specifications of this IFB, suitable for the intended purpose and provide the same or approved equal specifications and capabilities. For each piece of equipment offered, the Bidder shall provide an experienced, licensed, and qualified operator. The

Town in its sole discretion shall determine whether the equipment offered by the Bidder is considered equal to that named herein.

The Town shall not provide snow removal or ice control equipment. Contractor’s equipment storage can be accommodated short-term if needed either at the Town Yard or Town Farm.

All Bidders shall submit Attachment A listing the year, make, model, identification number, capacity, ownership or rental/lease status, and description of every offered unit. Owned, rented, leased, or proposed purchased equipment is permitted if available to meet the Contract’s readiness and performance requirements. Rental or lease of equipment without an operator is not subcontracting;

all operators shall be the Contractor’s own employees.

Bidders shall state the number of units they can make available for each line item, including units above the estimated quantity if offered. The Town is not obligated to award every unit offered.

Bidders offering more than one line shall identify sufficient distinct equipment and employee operators to meet all offered quantities simultaneously. Failure to state the offered quantity for a line may render that line nonresponsive.

When equipped with a chemical spreader, the truck shall have the taillights visible and not blocked by the spreader chute. The Contractor shall be responsible for ensuring the spreader is working properly, that all warning signs are kept cleaned so that they can be read easily, and that all warning lights are always operational.

The Contractor shall calibrate the flow on all chemical spreaders to operate as directed by the Town, so the proper amount of abrasive is applied to the road surface. The Town reserves the right to test calibration and require the Contractor to adjust as needed during each snow event and throughout the

Contract term. The spreader gate chute shall be equipped to be raised or lowered by handle when off-loading material. Spreader valve control boxes shall function independently to increase or decrease the speed for the drag chain and spinner.

The Contractor shall ensure each spreader is equipped with a prismatic lens sheeting sign, mounted and clearly visible, on the rear of the spreader which reads KEEP BACK 100 FEET.

The Contractor shall be responsible for providing cutting edges/blades for their plows. The Contractor may be required to replace plow blades at the direction of the Town.

Each snowplow shall be capable of being turned remotely so that snow may be windrowed or plowed to the left or to the right of the truck.

All Contractor-owned trucks and equipment, including four-wheel drive vehicles, shall be equipped with auxiliary headlights so they are visible and may operate safely when equipped with a plow.

Auxiliary lights must be visible when the plow is in the “up” position.

If the Contractor changes or reconfigures any piece of snow removal equipment, those changes shall be in accordance with the equipment manufacturer’s recommendation and with Town approval.

All Equipment shall be in good mechanical condition.

Per the Current Virginia Work Area Protection Manual each vehicle involved in a mobile operation shall be equipped with at least one rotating amber light or high intensity amber strobe light visible

360 degrees. Vehicle hazard warning lights shall not be used instead of rotating lights or strobe lights, but as a supplement. The amber warning lights shall meet the Requirements referenced in the current

Virginia Work Area Protection Manual. This applies to all motorized equipment as well.

All Contractor vehicles used under this contract shall have a current state vehicle inspection and registration from the State where the vehicle is registered and must be properly insured in accordance with that State's requirements. Contractor's equipment and operators shall follow all applicable DMV, State and Federal regulations regarding the conditions, safety and operations of the requested vehicles.

The name of the Contractor’s company shall be displayed on both sides of all work vehicles while on

Town right of way.

The Contractor shall be responsible for always securing all equipment and materials on their vehicles.

Only equipment listed in Attachment A and accepted by the Town may be used. Substitution is governed by Section 5.3. Subcontracted operators or operated-equipment services are prohibited.

The Contractor shall provide tire chains when needed for all Contractor’s equipment including loaders.

In the event a Contractor’s vehicle gets stuck, the Contractor shall immediately notify the Town

Superintendent or designee. The Contractor shall be solely responsible for rescuing their equipment should it become stuck. No payment will be authorized until the vehicle is back in operation. Payment will only be made for vehicles in service.

In the event a Contractor’s equipment breaks down, the Contractor shall immediately notify the Town

Superintendent or Town Operations Supervisor. The Contractor shall be solely responsible for repairing their equipment should it break down. No payment will be authorized for that piece of equipment until it is back in operation. Payment will only be made for vehicles in service.

The Contractor shall have all awarded equipment fully operational and ready to respond before initial activation. Thereafter, readiness shall be maintained throughout each Contract Year, including events outside the usual winter months.

5.4 SUBSTITUTION OF EQUIPMENT

1. The Town will only consider substitution of equipment offered on ATTACHMENT A after

Contract award.

2. Equipment changes, or substitutions will only be considered for equipment that is considered comparable to the original equipment offered (example: replacing a broken down or traded Tandem truck with an operable or different Tandem truck).

3. The Contractor shall obtain Town approval for any proposed substituted equipment prior to placing that equipment in operation.

4. The Contractor shall submit a revised Attachment A identifying the proposed substitute equipment to the Town’s Contract Administrator for review and written approval before placing the equipment into service.

5.5 OPERATOR REQUIREMENTS

1. Operators shall possess the knowledge, skills, and abilities to perform all aspects of the operation of the equipment and to follow the practices and methods of snow removal used by the Town.

2. Operators shall be at least eighteen (18) years of age and capable of working days and nights. No minors under the age of 18 will be allowed on the Town work site(s), to include in the Contractor’s vehicle when and where snow removal services are being performed under this contract.

3. The Contractor shall provide experienced, properly licensed operators and sufficient relief operators to maintain continuous operations when directed by the Town, subject to the operator work-hour limits in this Contract. Failure to maintain required operations may result in recovery of mobilization payments for the affected equipment under Section 6.4 and other remedies under the

Default provision of Section 7.

4. The Contractor shall provide properly licensed operators. When required for the equipment being operated, the operator of the equipment shall possess a valid Commercial Driver’s License (CDL) with the proper endorsements and shall have this license and their medical card on their person during operations of the vehicle. Failure to comply constitutes unsatisfactory performance and may result in a complaint to be filed and the Contractor may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with the Default provision of

Section 7. The Town reserves the right to check driver’s licenses and medical cards at any time during snow and ice removal operations and the validity of the license with Virginia’s Department of Motor

Vehicles at any time during the contract period.

5. The Contractor shall ensure that operators are instructed not to exceed the Town recommended speed during snow removal operations. Operators shall not create excessive slush spray from plows across lanes. High speeds do not allow proper salt application, creates a safety issue for traveling public, and may damage Town assets. Speed may be tracked and monitored to ensure safe and efficient snow removal operations.

6. Contractor shall ensure their operators are instructed to use caution when plowing around Town assets (guardrails, curbs, walls, shoulders, etc.). Damage caused to Town assets shall be repaired by the Contractor, at the Contractor’s sole expense.

7. To ensure the overall safety of all personnel and the traveling public, operators must be able to understand and communicate effectively in English. Operators must have a good working knowledge of the Town of Front Royal’s road system. Operators must be capable of understanding instructions in English for safe and effective operations.

8. Operators shall have a working knowledge and be capable of adjusting the gates on the spreader to the correct calibration, start and stop the engine on the spreader, and turn the snowplow. The operator will be capable of operating all features on the truck including the spreader and snowplow.

9. The operator shall be responsible for reporting any problems or breakdowns to the Contractor's supervisor immediately.

10. The Contractor shall be responsible for establishing schedules so that any individual operator is not permitted to work more than 12 consecutive hours (to include stand-by hours) without having at least an 8-hour break. If the duration of the snow event requires it, the Contractor shall ensure that properly trained and licensed relief operators are available to sustain around-the-clock operations.

11. The Contractor shall ensure that all operators and equipment comply with all OSHA and VOSH

Standards, MUTCD and Town safety rules as they apply to snow removal operations and not create any hazardous conditions. Necessary safety supplies and equipment shall include, but are not limited to, hard hats and safety vests. Safety attire shall be in accordance with the current Virginia Work Area

Protection Manual. Failure to comply constitutes unsatisfactory performance and may result in a complaint to be filed and the Contractor may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with the Default provision of

Section 7.

12. All operators and supervisors shall possess a cellular phone when performing work under this contract. The cellular contact number for the operator and supervisor of each vehicle shall be provided to the Town Shift Supervisor at each check-in for a snow event.

13. The Town will provide radios with AVL/GPS capability for communication with the operations center and Town drivers and may use tracking data to verify operations. Each operator shall sign for a radio at the start of the shift and return it at the end of the shift. The Town will assess a $1,220 fee for any unreturned radio. The Town’s designee shall provide written confirmation of each return, and the Contractor shall retain the receipt.

5.6 SUPERVISOR REQUIREMENTS

1. For up to six active units in a shift, the Contractor shall designate an operator as its supervisor and

Town point of contact. When more than six units are active, provide a dedicated supervisor with a pickup or SUV, mobile phone, and means of communicating with operators for each group of up to six units. Dedicated supervisors are subject to Section 6 compensation; operator-supervisors receive no additional supervisor payment.

2. Supervisors shall be responsible for completing the Sign-In Sheet with the Town Shift Supervisor when reporting for a snow event. The Sign-In Sheet will document the equipment and supervisors reporting, the standby and push time for each piece of equipment and the end time for each snow event. At the conclusion of the snow event the Supervisor shall review the Sign-In Sheet with the

Town Shift Supervisor for accuracy. The Supervisor and the Town Shift Supervisor will sign the

Sign-In Sheet to verify the times worked. This Sign-In Sheet along with the AVL logs will be used to verify Contractor’s invoices.

3. Supervisors shall ensure their snow removal operation is efficient and effective. The Contractor’s supervisor shall report to Town’s shift supervisors and relay directions and information to the operators. Constant and accurate communication is paramount to ensure snow removal operations provide safe travel for the traveling public.

4. Supervisors shall be responsible for reporting any piece of equipment that is out of service to the

Town Shift Supervisor as soon as the equipment becomes inoperable.

5. Supervisors shall ensure each operator has the necessary equipment, knows the assigned routes, and performs the work according to the Contract requirements and Town operating instructions.

6. Supervisors shall patrol and inspect the Contractor’s assigned routes and shall report on the road conditions to the Town Shift Supervisor. The Contractor’s supervisor shall be capable of recommending when the roadway should be treated and/or plowed.

7. Supervisors must be able to effectively communicate with Town personnel and the Contractor’s operators in English. Supervisors shall be capable of articulating and demonstrating the contract requirements and snow removal operation instructions in English.

8. Supervisor shall log time worked for each piece of equipment, on the Town Sign In/Sign Out sheet.

This shall include the supervisor with vehicle.

9. The Contractor's supervisor cannot serve as the mechanic to keep the Contractor's equipment operational. The supervisor cannot be an operator or driver for the Contractor's equipment or in any other capacity other than supervisor, if more than six (6) pieces of equipment are being utilized.

5.7 MOBILIZATION LEVELS

The Town shall determine the mobilization levels for each snow event. The mobilization level is based on weather forecasting and will determine the equipment needed for each snow event. The

Contractor shall be prepared to provide equipment required per mobilization level. Due to the unpredictable nature of snow and ice weather events, the Contractor shall be prepared to supplement or withdraw equipment as dictated by changing mobilization levels, and the direction of the Town shift supervisor. The Mobilization levels are determined at the sole discretion of the Town and can be changed at any time for any reason.

5.8 MATERIALS/CHEMICAL SUPPLIES

1. The Town will furnish all sodium chloride (road salt), liquid chlorides, brine, and abrasives, which shall be obtained at the Town shop where materials are stored. Contractors shall provide their own salt spreaders.

2. The Town will load all materials into Contractor’s equipment utilizing a loader.

3. The Town will monitor materials quantities for reasonable use.

4. Materials that remain on the Contractor’s equipment at the end of a snow event shall be accounted for and returned to the Town shop by the contractor’s personnel.

5.9 GENERAL CONTRACT REQUIREMENTS

1. The Contractor shall not commit awarded equipment or employee operators to other work that prevents compliance with this Contract’s reporting, quantity, and continuous-operation requirements.

Other commitments shall be disclosed in Attachment A. Equipment and operators assigned to an active Town event shall not be diverted without Town authorization.

2. The contractor is expected to provide the same level of snow removal operations that the Town provides with its own forces. These expectations include but are not limited to:

a. Plowing, and chemical application shall produce bare pavement in all lanes, gore areas, and intersections.

b. Shoulder areas shall be clear and passable.

c. Tandem plowing operations shall be used to remove snow from curb to curb, including multi lanes in a single direction.

d. The above conditions must be sustained until equipment is released by the Town.

3. The Contractor shall provide a mechanic, at no additional cost to the Town, who will be available or on call during snow removal operations to keep Contractor’s equipment in proper working condition with minimal downtime, in case of break downs.

4. The Contractor is responsible for providing fuel for their contract vehicles. Vehicles shall report at call-in with a full tank of fuel to begin snow clearing operations.

5. The Bidder shall complete and submit Attachment A Normal and Emergency Contacts to provide a list of their primary and emergency contact information related to this contract. This list shall include, but is not limited to, company contact names, telephone numbers, and email addresses for

Town usage anytime to include routine business hours, weekends, nights, and holidays. Changes or updates to Attachment A shall be submitted to the Town Contract Administrator as changes occur during the Contract term to ensure that the Town has a means to contact the Contractor before and during snow events.

6. At the conclusion of the snow event, the Contractor shall demonstrate that all assigned areas are cleared, and work was performed as instructed and specified within the contract. Any deficiencies shall be promptly corrected by the Contractor at the Contractor’s sole expense prior to final acceptance of the work.

7. The Town has a standard of zero tolerance for all acts or threats of violence in the workplace or work location. The Town will not tolerate any behavior by any employee, contractor, former employee, customer or any other person, which poses a threat to the safety and security of any Town employee while performing work. Any threat or act of violence will be taken seriously, handled expeditiously, and dealt with appropriately, which may include disciplinary action, termination, arrest, and prosecution. Unauthorized possession or use of firearms, or other dangerous weapons is prohibited.

5.10 ADDITIONAL USERS/EQUIPMENT ASSIGNMENTS

The Town may redirect activated equipment and personnel among Town work areas as operating needs change. The Town’s Contract Administrator, Shift Supervisor, or designee shall coordinate assignments. Additional units shall be activated in accordance with Section 3.4; reassignment of units already on duty does not require a new price-order call-out.

5.11 METHOD OF ORDERING WORK/RESPONSE REQUIREMENTS

1. The Town’s Contract Administrator, Shift Supervisor or designee will contact the Contractor’s listed number at the beginning of the snow event as notification to report to the assigned area with their equipment. The Contractor is responsible for ensuring that current contact numbers are provided to the Town and kept up to date.

2. The Town will give the Contractor as much advance notice as possible, however the Contractor shall be able to report to the Town shop within 2 hours of notification. The Town will establish and advise the Contractor of the reporting time during the call-in notification.

3. The Contractor’s equipment and operators shall report to the Town shop at the time established for reporting during the call-in notification. In the event the Contractor is unable to report at the established time for reporting, the Town reserves the right to consider and grant additional time on a case-by-case basis. Additional reporting time will be granted at the sole discretion of the Town.

4. Upon reporting to the Town shop, the Contractor’s personnel will sign-in utilizing a Town supplied

Sign-In Sheet to document the operators, equipment and supervisors reporting.

5. If the Contractor fails to provide the equipment and operators requested by the Town at the reporting time established under this section, the Town may obtain replacement services and exercise its remedies under the Default provision of Section 7. Mobilization payments for the affected equipment shall be subject to recovery under Section 6.4.

6. At the conclusion of the event, operators and supervisors shall report to the Town shop, unload unused treatment materials as directed, return Town radios, and complete the Sign-In/Sign-Out Sheet.

The Town representative and Contractor supervisor shall verify and sign the operating and standby times. The Town shall provide a copy to the Contractor.

7. The Town’s Sign In/Out Sheet will be the official Town record to track the number of hours worked for each piece of equipment on the contract. The Sign-In Sheet will be used in conjunction with the

AVL log to verify Contractor’s submitted invoices for hours worked and compensation due.

5.12 REQUIRED EQUIPMENT AND ASSIGNMENT LOCATIONS

Bidders shall offer the Snow Removal Equipment and Operators they have available for each line item that they are interested in. Bidders providing a bid on more than one (1) Line Item shall have a sufficient number of pieces of Snow Removal Equipment and Operators for each Line-Item bid. No

Bidder shall be awarded multiple Line Items using a single piece of Equipment.

The Bid Form shows estimated equipment quantities. Bidders shall state how many units they can supply for each line offered. Bidders are not required to bid all line items. Actual equipment quantities placed under Contract shall be stated in the written award.

Multiple awards and equipment activation shall follow Section 3.4. The Town will award only units needed to fulfill its actual requirements; the Bid Form quantities are estimates and no separate backup pool is established. Only awarded units are eligible for annual mobilization/demobilization payments.

Supervisor vehicles and staffing shall comply with Section 5.5. Dedicated supervisor vehicles shall be four-wheel-drive pickups or SUVs with an amber warning light visible 360 degrees and communications with operators.

6 INVOICING AND COMPENSATION

6.1 Invoices and payment timing

The Contractor shall submit invoices monthly for services satisfactorily performed during that month.

Itemize each storm separately and include the IFB/contract number, storm event number assigned by the Town, purchase order number, equipment ID and line item, operating hours, standby hours, applicable rates, and extended amounts. Attach signed Town timesheets and identify any authorized dedicated-supervisor hours separately.

Submit invoices to: invoices@frontroyalva.com or

Town of Front Royal

Accounts Payable

P.O. Box 1560

Front Royal, VA 22630

All invoices shall show the applicable purchase order number. Annual mobilization/demobilization payments shall be invoiced separately under Section 6.4.

The Town shall pay for satisfactorily completed services within 45 days after receipt of a proper invoice or receipt of the services, whichever is later. Within 20 days after receipt of an invoice or services, the Town shall notify the Contractor of any defect or impropriety that would prevent timely payment. Undisputed amounts shall be paid when due. Finance charges assessed for late payment shall not exceed one percent per month, consistent with Virginia Code § 2.2-4352. For mailed payments, the postmark date is the payment date under § 2.2-4353.

Disputed charges shall be identified promptly in writing with the reasons for the dispute. Payment shall be based on contract rates and verified hours; the Town may dispute unauthorized work, unsupported time, duplicate charges, or other noncompliant charges. Contractual claims shall follow the Contractual Disputes provision of Section 7 and Virginia Code § 2.2-4363. A dispute does not suspend payment of amounts not in dispute.

6.2 Active operations

The Town shall pay the hourly bid rate per awarded unit for authorized active snow removal or ice control operations. Active operations include plowing, spreading, and snow loading/removal performed by backhoes, loaders, or skid steers as directed. Rates include the equipment, licensed operators and relief operators, fuel, tools, parts, maintenance, insurance, and incidentals. The Town provides treatment materials under Section 5.7. No payment is due for equipment breakdown, recovery, or other out-of-service time.

6.3 Standby

a. The Town will pay the Contractor 50% of the hourly bid rate per hour for standby.

b. Standby is authorized waiting or staging after the requested unit and operator sign in, including loading or unloading Town treatment materials and waiting for deployment. It is paid at 50% of the hourly bid rate. Active plowing, spreading, and snow-loading/removal work performed by backhoes, loaders, or skid steers is paid at the active rate under Section 6.2, not the standby rate.

c. The Contractor will be paid a minimum of two (2) hours at the standby rate for each piece of equipment responding upon the Town’s request in the event the storm fails to materialize, or the snow event is cancelled.

mailto:invoices@frontroyalva.com

Standby begins only after the requested equipment and operator report and sign in. No duplicate active and standby payment is permitted for the same unit and time. Travel to and from the reporting location is not separately billable. Active snow-loading/removal work by backhoes, loaders, and skid steers is paid at the active rate under Section 6.2.

6.4 Annual mobilization and demobilization

The following Town-established amounts apply per specifically awarded unit for each Contract Year.

They are separate from hourly operating and standby charges and are not bidder-entered prices.

Payment is limited to awarded units satisfying the requirements below; no payments are due for unawarded or backup equipment. The amounts remain fixed through renewals unless expressly amended in writing.

Bid line Equipment

Annual amount per awarded unit

1 4WD single-axle truck with plow and 2.5-cubic-yard spreader $1,250

2.1 Single/tandem/tri-axle truck with ten-foot plow $1,500

2.2 Single/tandem/tri-axle truck with plow and eight-cubic-yard spreader $1,750

3 Backhoe with minimum one-cubic-yard bucket $400

4 Rubber tire loader with minimum three-cubic-yard bucket $400

5 Skid steer with minimum 0.25-cubic-yard bucket $250

The annual payment offsets rigging, equipment preparation, and completion of the annual readiness commitment. It is payable in two installments of 50% each, subject to the following requirements.

Mobilization

The first installment is 50% of the listed annual amount. The Contractor may invoice upon full

Contract execution and completion of all initial readiness requirements below. For a renewal term, invoice upon the start of the renewal term and completion of the renewal readiness requirements.

Payment is due under Section 6.1; signing alone does not waive readiness requirements.

a. Submit current insurance certificates and required endorsements before award and before any policy expires or renewal coverage changes. Maintain coverage throughout the Contract term.

b. Each awarded unit shall meet the equipment specifications and be fully operational and ready to respond. The Contractor shall maintain the capability to furnish the specified attachments and meet the reporting time throughout the term.

c. Provide current normal and emergency contact information and the required communications capability before initial activation and each renewal; update contact information whenever it changes.

d. Provide current registrations and required vehicle inspection records for awarded units before award and each renewal and keep them current throughout performance.

Demobilization

The second installment is the remaining 50% of the listed annual amount. It may be invoiced after the end of the applicable Contract Year, upon verification of the following requirements. Payment is due under Section 6.1. Payment at the end of a Contract Year does not release the Contractor from a renewal term that has been executed.

a. The awarded equipment, employee operators, and required supervisors met the Contract’s readiness, reporting, and operating requirements throughout that Contract Year, including requested events outside the usual winter months.

b. Services performed during the Contract Year were satisfactory and any identified deficiencies were corrected.

c. Submit an itemized invoice identifying the Contract Year, awarded equipment IDs, annual amounts, and first installments previously paid. The Contractor remains eligible for the annual installments when readiness requirements were met even if the Town requested no operating hours.

Recovery of Mobilization Payments

If the Contractor fails to provide an awarded unit with a qualified operator at the required reporting time, or fails to maintain required…