IFB 27-01 - Snow Removal Services.pdf

INVITATION FOR BID

IFB 27-01

SNOW REMOVAL AND ICE CONTROL SERVICES

Town of Herndon

777 Lynn Street

Herndon, VA 20170

RELEASE DATE: September 1, 2026

PRE-BID CONFERENCE (Non-Mandatory): September 15, 2026, 11:00 am

DEADLINE FOR QUESTIONS: September 16, 2026, 10:00 am

RESPONSE DEADLINE: October 6, 2026, 12:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/herndon-va

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Town of Herndon

INVITATION FOR BID

Snow Removal and Ice Control Services

1. ADVERTISEMENT FOR BID

2. INTRODUCTION

3. INSTRUCTIONS TO BIDDERS

4. SCOPE OF WORK

5. SPECIAL TERMS AND CONDITIONS

6. GENERAL CONDITIONS

7. VENDOR QUESTIONNAIRE

8. BID FORM

Attachments:

A - ATTACHMENT G

Invitation For Bid #IFB 27-01 Title: Snow Removal and Ice Control Services

1. ADVERTISEMENT FOR BID

Department of Public Works - Operations Town of Herndon

ADVERTISEMENT FOR BID

Snow Removal and Ice Control Services Contract No. IFB 27-01

Sealed bids are hereby solicited for Snow Removal and Ice Control Services located in Herndon, Virginia.

The Town of Herndon (herein referred to as “Town”) is soliciting bids from qualified firms with experienced, licensed operators to provide all labor, equipment, and materials necessary to perform snow and ice removal services on Town maintained primary, secondary, and subdivision roads throughout the Town of Herndon. This will be in cooperation with the Towns snow and ice control operations crews. Snow Removal Season is defined as November 1st of each year through April 30th of the following year.

This is a multi-year contract commencing upon the execution of the contract for one year with four (4) twelve-month renewal options.

Bids are to be submitted through the procurement portal at https://procurement.opengov.com/portal/herndon-va, no later than 12:00 pm prevailing local time, Tuesday, October 6, 2026. Bids received after that time, will not be accepted. Bids will be opened publicly and read aloud at 12:05 p.m. on October 6, 2026, in the Herndon Police Department Community Room located at 397 Herndon Pkwy #300, Herndon, Virginia 20170.

Bidding Documents may be obtained commencing on Tuesday, September 1, 2026, through the procurement portal.

All questions concerning the project shall be submitted through the procurement portal at https://procurement.opengov.com/portal/herndon-va. The procurement portal is the only point where information will be disseminated. All questions must be submitted through the procurement portal no later than 10:00 a.m. on Wednesday, September 16, 2026.

The Town will post addendums on its Procurement Portal at https://procurement.opengov.com/portal/herndon-va and the Commonwealth of Virginia Department of General Services’ central electronic procurement website (eVA) https://eva.virginia.gov by 3:00 p.m. on Friday, September 18, 2026. The Town will post the results of this bid opening and award information on its Procurement Portal at https://procurement.opengov.com/portal/herndon-va prior to the official bid award.

All times listed in this IFB are Eastern Standard Time.

TOWN OF HERNDON - ELECTRONICALLY BID SUBMISSION INSTRUCTIONS

Bids shall be submitted electronically via the Town of Herndon's eProcurement Portal (OpenGov). Sign up for FREE to become a registered vendor with the Town of Herndon and receive notifications of upcoming opportunities! To register your business as a vendor to the Town of Herndon, look for the green button https://procurement.opengov.com/portal/herndon-va https://procurement.opengov.com/portal/herndon-va https://eva.virginia.gov/ that says “Subscribe”. NOTE: if you subscribe to the Town of Herndon as a vendor and you DO NOT designate a purchasing category, you will be notified about EVERY open bid opportunity.

To log in or to register your company (for free) so that you receive notifications of the Town's solicitations, go to the Town's eProcurement Portal on the registration form, enter the required information. Please remember to add your category codes for the type of work/services that you perform. Select all that apply or are similar in nature. Solicitations also are advertised on the Commonwealth of Virginia's eVA Procurement Portal, where they may be downloaded and viewed in their entirety. Do not attempt to submit a bid via eVA as we use eVA for advertising only.

The Town of Herndon reserves the right to reject any and all bids, to waive informalities and irregularities in bidding, and to accept bids which are considered to be in the best interest of the town.

TOWN OF HERNDON

Purchasing Division

2. INTRODUCTION

2.1. Summary

The Town of Herndon (herein referred to as “Town”) is soliciting bids from qualified firms with experienced, licensed operators to provide all labor, equipment, and materials necessary to perform snow and ice removal services on Town maintained primary, secondary, and subdivision roads throughout the Town of Herndon. This will be in cooperation with the Towns snow and ice control operations crews. Snow Removal Season is defined as November 1st of each year through April 30th of the following year.

2.2. Background

The Town of Herndon is the third largest town in the Commonwealth of Virginia and home to more than 24,500 residents. Amidst a 21st century Northern Virginia landscape of high-rise buildings, industrial complexes and transportation hubs, Herndon maintains a small-town charm that is evident in its downtown, its neighborhoods and its commercial areas. Whether you are visiting for pleasure or business, you will enjoy the small-town charm of this pre-Civil War town and the many attractions we offer. Packed with outstanding recreational activities, the award-winning Herndon Community Center offers many programs and events. Enjoy the town's 11 parks or take a hike on the W&OD Trail that runs through the heart of downtown Herndon. Or spend a day on the links at the Herndon Centennial Golf Course, named one of Golf Digest's "Places to Play."

2.3. Contact Information

Andrea Lourenco Department:

Purchasing Agent Public Works - Operations

777 Lynn Street, Herndon, VA 20170 Department Head:

Email: andrea.lourenco@herndon-va.gov Tammy Chastain

Phone: (703) 435-6800 Ext: 2048 Deputy Director of Public Works http://www.herndon-va.gov/Content/Parks_rec/community_center/default.aspx http://www.herndon-va.gov/Content/Golf/default.aspx

3. INSTRUCTIONS TO BIDDERS

3.1. Contract Period

The initial term of this contract is for one year commencing upon the date that the contract is fully executed. The contract has four (4) one-year optional renewals. Automatic renewals are not permitted.

3.2. 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 all 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.

3.3. 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 ten (10) business days prior to the date set for acceptance of bids.

3.4. Submission of Bids and Bids Opening

A. Bids will be received no later than 12:00 p.m., Tuesday, October 1, 2026, and will be opened and read at the times and places set forth in the Advertisement for Bid. Bidders, or their representatives, and other interested persons may be present at the opening of proposals.

B. The Town will not accept 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.

C. The Bidder will complete their electronic submission via OpenGov by answering the questions listed in Section 7 – Vendor Questionnaire.

D. The Bidder can bid on 01 item or several items.

E. In Section 7 - Vendor Questionnaire - the Bidder must upload the following documents, each with a wet ink in signature, to ensure the authenticity of the submission:

1. Bid Form

2. Attachment A - Vendor Qualification/Equipment Inventory Certification

3. Contractor Certification Form

4. Attachment B - References

F. Modification/Withdrawal of Bids:

1. A bidder for a Town contract, other than a contract for construction or maintenance of public highways, may withdraw his bid from consideration if the price bid was substantially lower than the other bids due solely to a mistake therein, provided the bid was submitted in good faith and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in compilation of a bid, which unintentional arithmetic error or unintentional omission is clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid requested for withdrawal.

2. The bidder shall give notice in writing of his claim of right to modify or withdraw his bid within two (2) business days after the conclusion of the bid opening procedure.

3. A Bidder may not withdraw any bid under this paragraph when the result would award a contract on another bid of the same bidder or of another bidder in which the ownership of the withdrawing bidder is more than five percent (5%).

3.5. Award Criteria

A. The Town reserves the right to accept or reject all or any part of bids, waive minor technicalities/informalities and award the contract to the lowest responsive and responsible bidder to best serve the interest of the Town. Further, the Town reserves the right to award multiple contracts for all of the specified item(s) or service(s) to more than a single responsive and responsible bidder. Multiple contracts may also be awarded to the lowest responsive and responsible bidder for each required good, service or equipment. The unit price for each individual item on the Official Town Bid Form will be used to ascertain if multiple contract awards are in the best interest of the Town.

B. A low bid will be determined by using the firm fixed UNIT price bid submitted for each item, as shown on the Official Town Bid Form, that completely satisfies the specifications, terms and conditions of this invitation for bid. This firm fixed unit price offered shall be all inclusive, no additional costs will be allowed.

C. In the event the Town makes multiple awards, The Town shall use the primary award winner, low bidder, first. Additional resources will be used in low to high bid order. Where the primary source cannot meet the response time requirements or additional resources are required, the next low bidder will be employed and so on.

D. Whenever the lowest responsive and responsible bidder is a resident of a state other than Virginia and such state under its laws allows a resident contractor of that state a percentage preference, the Town will allow a like preference to the lowest responsive and responsible bidder who is a resident of Virginia and is the next lowest bidder. The Town will not consider a bid preference if the lowest bidder is a resident contractor of a state with an absolute preference.

E. Unless canceled or rejected, a responsive bid from the lowest responsible bidders shall be accepted as submitted, except that if the firm fixed price bids from the lowest responsive responsible bidders exceeds available funds, the Procurement Officer or designee may negotiate with the apparent low bidders to obtain a contract price within available funds.

3.6. Contract Term

The initial contract will have four one-year renewals associated with it for a maximum of five (5) consecutive years under the terms and conditions of the original contract. The Contract Administrator will recommend to the Purchasing Agent, in writing, any intentions to extend the contract approximately 90 days prior to the expiration date. If the Town elects to exercise the option to extend the contract for an additional one-year period, the contract price for the additional one year shall not exceed the contract price of the original contract by more than the percentage annual increase/decrease of the labor category of the CPI-All Urban Consumers (Current Series) section (CUURS35ASAS) of the Producer Price Index of the United States Bureau of Labor Statistics for the last twelve months for that statistics are available.

The Town will not authorize any price increases for 365 calendar days after the effective date of the initial contract. The Town will permit price escalation only at the end of this period and each 365 days thereafter and only where verified to the satisfaction of the purchasing office. However, “across the board” price decreases are subject to implementation at any time and the Contractor shall immediately convey them to the Town. The Contractor shall give not less than 30 days advance notice of any price increase to the purchasing office. Any approved price changes become effective only at the beginning of the calendar month following the end of the full 30-day notification period. Subsequent contract renewals, if applicable, are subject to the same criteria with the previous year contract forming the basis for the percentage annual increase/decrease.

3.7. License Requirement

A. The Town requires that all firms doing business in the Town have a license in accordance with the

Town's "Business, Professional and Occupational Licensing” (BPOL) Tax Ordinance. A BPOL license is not required to submit a bid for this effort but will be required prior to award of the contract. Wholesale and retail merchants without a business location in the Town are exempt from this requirement. Direct all questions concerning the BPOL tax to the Finance Department, Revenue Office, telephone number (703) 435-6813.

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. All Contractors doing business in the Town are required to possess a valid Virginia Contractor’s License as applicable.

3.8. 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 Herndon.

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, manufacturer or subcontractor 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.

3.9. 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.

3.10. 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.

A. 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 subcontractors, suppliers or employees.

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

C. The Town reserves the right to inspect bidder's facility, prior to award, to satisfy questions regarding the bidder's capabilities.

3.11. Projected Requirements/Estimated Quantities

The quantities specified in this solicitation are estimated only and are given for the information of bidders and for the purpose of bid evaluation. They do not indicate the actual quantities that will be ordered since the actual volume will depend upon requirements that develop during the contract period.

3.12. Prices and Price Adjustment

All prices/discounts shall be FOB destination and shall include all charges that may be imposed in fulfilling the terms of this contract. Prices/discounts shall remain firm for the duration of the contract.

The request for a change in the unit price shall include as a minimum, (1) the cause for the adjustment.

(2) proposed effective date; and, (3) the amount of the change requested with documentation to support the requested adjustment (appropriate bureau of Labor Statistics, Consumer Price Index (CPI), change in manufacturer’s price, etc.)

3.13. Vendor Capabilities/Inspections

Upon request, any bidder may be required to give evidence that the bidder maintains a permanent place of business and has the following to support this: Adequate on-site inventory to deliver the items properly and expeditiously has adequate insurance for both itself and any subcontractors; has adequate financial status to meet obligations incidental to the work and has appropriate technical expertise. The bidder’s failure to demonstrate the capabilities and resources listed above shall result in a determination of non-responsibility and shall be cause of rejection of the bid.

3.14. Cancellation of Orders

Purchases made under this contract are for readily available items specified herein. Time is of the essence in furnishing the items ordered. The Town reserves the right to cancel the order and/or refuse delivery if the items ordered are not furnished within the period of time specified in this 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 Herndon 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. SCOPE OF WORK

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.

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 Herndon.

4.1. CREWS

A. 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 are able to communicate in the English language. The employees are required to demonstrate that they are capable of understanding directions and task requests in English for safe and effective operations.

B. 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 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. 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.

C. No subcontractors are allowed.

D. 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.

E. Licensed operators are limited to 12 hours per 24 hour period without Town authorization.

F. 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.

1. Single, Tandem or Tri-axle Dump Truck Only: Single/Tandem/Multi-axle vehicles provided by the Contractor, capable of receiving a Town-owned snow plow (minimum 10 feet in length, 30 inches in height, 1,800 pounds in weight) and an 8 cubic yard or larger chemical spreader.

2. 2-Ton to 5-Ton Trucks & Snow Equipment: Minimum 2-ton pick-up truck, four-wheel-drive, equipped with a minimum 8-foot contractor plow and a 2.5 cubic yard spreader

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

4. Backhoes: Each Backhoe shall be equipped with a minimum 1.0 cubic yard bucket

5. Skid Loaders: Skid Steer Loader to be equipped with a minimum 0.25 cubic yard bucket.

6. ATV or UTV with Plow: All-terrain or Utility Task Vehicle with minimum 4ft-wide plow blade for clearing snow from asphalt trails, sidewalks or other areas as assigned, inclusive of operator. If available, provide broom or snow blower attachments with pricing under “Miscellaneous Equipment” below

7. Walk-Behind Snow Blowers: Each snow blower shall be a gas powered, two or three stage, 24 inches or greater walk-behind snow blower

8. Supervisor Vehicles: Each supervisor’s vehicle should be a four-wheel-drive pickup truck or SUV and be equipped with appropriate rotating amber lights and means of communicating with their operators.

9. Other Equipment: This category is for equipment a Contractor may own or lease that could be used for effective and efficient snow and ice removal, but does not fall under the specific line item categories 1 through 10 on the Bid Form. If a Contractor would like to offer a piece of equipment and associated operator or driver, please include in the bid form a detailed description of the vehicle or equipment, associated snow equipment attachments, quantity available, and unit rate per hour for each vehicle or equipment inclusive of driver or operator, fuel, and other items incidental to the work. The Town is under no obligation to accept or award equipment listed under this category.

G. All vehicles and equipment to meet VDOT standards for signage and lighting.

H. All vehicles to have valid safety inspection, license plate, and registration.

4.2. EQUIPMENT REQUIREMENTS

A. Bidders shall possess or have available, at the time of bid closing, and throughout the term of the contract, the vehicles and equipment necessary to perform the work under the terms of this contract. The equipment offered by the Bidder shall be of equal size, or larger, as specified on 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.

B. Should the bidder choose to use town supplied plows where applicable the bidder will be responsible for installation and removal of this equipment. Plows will be stored at all times at the town shop. Contractor is to install plow frames no later than November 1 or within 30 days of the signing of this contract should that date not be practicable. Plow frames may stay installed on the contractor’s vehicle until the end of the contract. A $2,000 fee will be charged per plow frame should the plow frames not be returned within 30 days of written notification by the Town.

C. All bidders shall include a completed Attachment A, Vendor Qualification/Equipment Inventory Certification Form, with their bid (Section 7 Questionnaire- Question 5). Each piece of equipment to be utilized under this contract, the year, make, model, identification number, capacity and complete description must be listed on ATTACHMENT A, this includes any proposed subcontracted, leased or rented equipment.

D. Bidders shall offer the number of their available equipment for each line item up to the number of pieces that the Town states is needed. Bidders may offer equipment for more than one Line Item provided that the Bidder can simultaneously provide all of the required equipment and operators for each Line Item bid. 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.

E. When equipped with a chemical spreader, the truck shall have the tail lights 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 operational at all times.

F. 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 make adjustments as needed during each snow event and throughout the snow removal season.

G. 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.

H. 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.

I. Each snow plow 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.

J. 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.

K. 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. Any changes may be subject to re-inspection at the discretion of the Town.

L. All Equipment shall be in good mechanical condition.

M. 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 2011 Virginia Work Protection Manual, or current edition. This applies to all motorized equipment as well.

N. 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 be in compliance with all applicable DMV, State and Federal regulations regarding the conditions, safety and operations of the requested vehicles.

O. The name of the Contractor’s company shall be displayed on both sides of all work vehicles while on Town right of way.

P. The Contractor shall be responsible for properly securing all equipment and materials on their vehicles at all times.

Q. No subcontracted equipment shall be used for snow removal operations that has not previously been evaluated and included on ATTACHMENT A, Vendor Qualification/ Equipment Inventory Certification Form, under #10.

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

S. In the event a Contractor’s vehicle gets stuck, the Contractor shall immediately notify the Town Operations Supervisor 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 operating status. Payment will only be made for vehicles in service.

T. In the event a Contractor’s equipment breaks down, the Contractor shall immediately notify the 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 operating status. Payment will only be made for vehicles in service.

U. The Contractor shall have all equipment fully operational, equipment evaluations completed, and ready to mobilize no later than October 31st of each renewal period.

4.3. EQUIPMENT EVALUATIONS

A. Prior to the Notice of Award, each piece of offered equipment listed on ATTACHMENT A will be reviewed and evaluated by Town personnel. The equipment evaluation is one component of the bid evaluation criteria and its purpose is to ensure that the Bidder’s offered equipment is available at the time of bid closing and meets equipment requirements and specifications as stated herein.

There shall be no payment due to contractors for equipment evaluations.

B. Equipment evaluations will be conducted in accordance with the specifications outlined in this IFB, the Contractor’s equipment as presented and listed on ATTACHMENT A, Vendor Qualification/Equipment Inventory Certification Form, and basic safety criteria listed on the Equipment Evaluation Checklist. The Sample Vehicle Checklist is included as an example of the evaluation criteria to be included on the Equipment Evaluation Checklist. The Town reserves the right to reject any piece of equipment that does not meet the requirements, specifications or evaluations as stated herein.

1. The date, time, and location of the pre-award equipment evaluation will be determined by the Town. The Contractor shall present the offered equipment fully rigged with operational snow removal equipment on the scheduled date(s) of the inspection.

2. Substitution of equipment offered on ATTACHMENT A will NOT be considered by the Town prior to equipment evaluation and/or the issuance of the Notice of Contract Award.

3. The Town’s evaluation of Contractor’s equipment does not absolve the Contractor of its responsibilities to be in full compliance with all applicable Federal Motor Carrier Safety Administration Regulations, Virginia State Inspection and Licensing requirements, laws and standards.

C. Rescheduling Equipment Evaluation:

1. If a scheduling conflict arises after the evaluation is scheduled, the Town reserves the right to allow rescheduling of the initial date not to exceed three (3) business days from the original scheduled date.

D. Second Equipment Evaluation:

1. The Town may consider a Bidder’s request for a second evaluation of any piece of equipment offered on ATTACHMENT A that requires only minor corrective action in order to pass the evaluation. Minor corrective action includes, but is not limited to replacement of bulbs, lamps, windshield wipers, plow blades, tires, and/or signage only. The Town reserves the right to reject a second evaluation request.

2. Upon approval by the Town, the Bidder shall present all equipment that was approved for a second evaluation within two (2) business days from the date of the original evaluation. The Bidder will have only one opportunity for a second evaluation, no additional equipment evaluations will be considered.

E. Subsequent Renewal Evaluation: The date, time, and location of equipment evaluation for renewals will be determined by the Town. The Contractor shall present the approved equipment fully rigged and operational on the scheduled date(s) of the evaluation for renewal. If a scheduling conflict arises after renewal evaluation is scheduled, the Town reserves the right to allow a rescheduling of renewal.

4.4. SUBSTITUTION OF EQUIPMENT

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

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

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

D. All proposed substituted equipment will be subject to evaluation by the Town prior to approval.

E. The Contractor shall submit a revised ATTACHMENT A, Vendor Qualification/Equipment Inventory Certification Form to the Town’s Contract Administrator after equipment evaluation and substitution has been approved by the Town Contract Administrator or designee.

4.5. OPERATOR REQUIREMENTS

A. 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.

B. 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.

C. The Contractor shall provide experienced, licensed operators, to include relief operators to ensure a continuous 24-hour operation as directed by the Town. Failure to provide a continuous 24-hour operation may result in liquidated damages in the amount equal to the Contractor’s mobilization rate, Section 5.5.B.3, Operators must be properly licensed and adhere to all applicable Federal and State Motor Vehicle laws and regulations.

D. The Contractor shall provide properly licensed operators. When required by 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 Clause 84. Default of the General Terms and Conditions. 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.

E. 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 for proper salt application, creates a safety issue for traveling public, and may damage Town assets. Speed may be tracked by AVL units and be monitored by the Town to ensure safe and efficient snow removal operations.

F. 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.

G. 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 Herndon’s road system. Operators must be capable of understanding instructions in English for safe and effective operations.

H. 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 snow plow. The operator shall be capable of operating all features on the truck including the spreader and snowplow.

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

J. 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.

K. 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 is not limited to, hard hats and safety vests. Safety attire shall be in accordance with the current Virginia Work Area Protection Manual. (Reference: Section 21. Safety and Health Standards of the Special Terms and Conditions). 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 Clause 62. Default of the General Terms and Conditions.

L. 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.

M. All Contractor operators will be provided with a Town radio for communication with the operations center and other Town drivers. These radios will be equipped with AVL which may be used for tracking purposes. It is the Contractors responsibility to turn the radio in at the end of each shift or a fee of $1,220 will be assessed. A sign in/out sheet will be filled out and signed by each of the contractor’s supervisors and operators prior to shift start. When the radio is turned back in the Town’s designee will sign a release form noting the radio was returned. Keep this form for your records.

4.6. SUPERVISOR REQUIREMENTS

A. The Contractor shall provide one (1) supervisor, per shift, with a pickup truck or SUV vehicle, mobile phone and means of communicating with the operators for every six (6) or multiple of six

(6) pieces of equipment per lot during each snow removal operation. If six (6) pieces of equipment or less are used, Contractor shall designate one of the operators as supervisor and they shall be considered the Town point of contact during snow removal operations.

B. 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 stand by 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.

C. 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.

D. 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.

E. Supervisors shall ensure each operator has the necessary equipment, know their assigned routes, and perform the work according to Town best practices. The best practices and route review will be presented at the snow removal training sessions conducted by the Town.

F. Supervisors shall patrol and inspect the Contractor’s assigned routes and shall report 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.

G. 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.

H. 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.

I. 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.

4.7. TRAINING REQUIREMENTS

A. The Contractor's supervisors and drivers shall attend an annual training session presented by the

Town at a time and location mutually agreeable between the Town and the Contractor. The Town reserves the right to determine training needs.

B. All training shall be completed by the scheduled dates determined by the Town for the initial contract period and by November 1st of each subsequent renewal term.

C. Drivers and Supervisors that attend the training shall be the Contractor’s staff that is expected to show up for all call-ins for snow removal required during the contract term.

4.8. 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.

4.9. MATERIALS/CHEMICALSUPPLIES

A. 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.

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

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

D. 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. SPECIAL TERMS AND CONDITIONS

Special Terms and Conditions

5.1. CONTRACT REQUIREMENTS

A. The Contractor shall not perform, or offer to perform, any snow removal operations to any private individuals, firms, or corporations utilizing equipment that has been evaluated and approved for use under this contract. This includes listing the same equipment for use in snow removal operations in other areas of the Town or for Homeowner Associations or other businesses.

B. 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:

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

2. Shoulder areas shall be clear and passable.

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

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

5. Read and follow the Town of Herndon Snow Removal and Ice Control Plan – guide for operators.

C. 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 down-time, in case of break downs. If the Town mechanics are utilized during a storm event, Contractor will be charged for all labor hours and any materials used. Labor is $125.00 per hour plus list price of all parts.

D. 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.

E. The Bidder shall 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 shall be submitted to the Town Contract Administrator as changes occur during the winter season to ensure that the Town has a means to contact the Contractor before and during snow events.

F. 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.

G. 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.

5.2. ADDITIONAL USERS/EQUIPMENT ASSIGNMENTS

The need to divert equipment and personnel to another area will be at the sole discretion of the Town.

Once the Contractor has satisfactorily completed work in their primary assignment area, the Contractor may be offered the option of assisting in other Town areas prior to the release of their equipment. If the Contractor agrees, Contractor’s reassignment to other areas in the Town will be coordinated by the Town’s Contract Administrator, shift supervisor or designee. The Town reserves the right to add additional equipment and manpower as deemed necessary.

5.3. METHOD OF ORDERING WORK/RESPONSE REQUIREMENTS

A. 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 insuring that current contact numbers are provided to the Town and kept up to date.

B. 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.

C. 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.

D. 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.

E. If the Contractor fails to commence work at the mutually agreed upon time or fails to provide a continuous operation once work has commenced, liquidated damages will be assessed in the amount of this contracts entire mobilization fee and a complaint will be filed against the Contractor which may lead to default in accordance with…