Free Library of Philadelphia: Snow & Ice Removal Services

City of Philadelphia

FREE LIBRARY OF PHILADELPHIA

Snow & Ice Removal Services Region 5 Mid & Lower North Philadelphia

Issuing Department Free Library of Philadelphia

Contract Type Requirements

Contract Term One year: November 1, 2026 to October 31, 2027;

winter services November 1 to March 31

Prepared By Ty Dupass, Deputy of FLP Property Management

1. Purpose & Background

The Free Library of Philadelphia (“FLP” or the “City”) is soliciting proposals from qualified Sellers for snow and ice removal services for the Library locations within Region 5 Library Mid & Lower North Philadelphia, as identified in Appendix A. Clear, ice-free sidewalks, steps, ramps, and accessible routes are necessary for safe public access, including access for seniors, children, and wheelchair users. The Seller’s performance affects whether a branch can open safely and whether required sidewalks are cleared under Philadelphia Code § 10-720.

This contract is procured through the City of Philadelphia Procurement Department via PHLContracts and administered by the FLP Division of Property Management in coordination with the Department of Public Property, the City’s custodian of public real property (Phila. Code Title 16). Sites adjoining land under Philadelphia Parks & Recreation jurisdiction are serviced only to the FLP property limits described herein.

1.1 Definitions

• “Event” means any weather occurrence producing accumulating snow, sleet, freezing rain, or ice requiring clearance and/or de-icing.

• “Clearance” means the mechanical removal of snow and ice (shoveling, snow blowing, brushing, or sidewalk/lot plowing) from a specified surface.

• “De-icing application” means one complete application of approved de-icing material to all serviced surfaces at a Site.

• “Pre-treatment” means anti-icing application made in advance of a forecast Event when ordered by the FLP.

• “Push” means one complete plowing pass of a designated FLP parking lot and its drive aisles.

• “Site” means an individual library location listed in Appendix A; “Service Tier” means the snow-service intensity tier (A through C) assigned to each Site.

2. Scope of Services

The Seller shall furnish all labor, supervision, equipment, vehicles, fuel, and de-icing materials necessary to perform the services listed below at all eleven (11) Region 5 Sites during authorized snow and ice events within the winter service period of November 1 through March

31. The contract term is one year. The Seller shall monitor weather conditions and mobilize when FLP authorizes a regional Event under Section 3.1 and the applicable purchase order.

2.1 Service Area (per Site)

• All public sidewalks abutting the property, including curb cuts and corner ramps at corner sites.

• All on-site pedestrian routes: entrance walks, steps, landings, stoops, ADA ramps, and accessible routes from the public way and from any FLP parking area to each public entrance.

• Book-drop access, emergency egress doors and their discharge paths, and fire hydrants and storm inlets abutting the Site (kept clear, never buried).

• Tier B and C Sites: FLP-owned parking lots and drive aisles (plowed per push under Appendix B, Item 3).

2.2 Snow & Ice Clearance

• Per Philadelphia Code § 10-720: a path at least 36 inches wide, cleared on all abutting sidewalks (12 inches only where the pavement is less than 3 feet wide), and thoroughly cleared of snow and ice within six (6) hours after snowfall has ceased. Entrances, steps, ramps, and accessible routes shall be cleared to full width before the branch opens to the public on any operating day.

• For events of 2 inches or more: crews shall mobilize during the storm and make interim passes to keep routes passable rather than waiting for the snowfall to end.

• Equipment shall be sized for the surface: rubber-edged or poly blades for decorative pavers, porous pavement, and historic Carnegie steps and walks, no metal blades or chisels on stone, brick, or porous surfaces.

• Snow shall be stockpiled on-site in turf or bed areas that do not obstruct sightlines, hydrants, inlets, accessible routes, transit stops, or crosswalks. Snow or ice shall not be placed or piled in the street (§ 10-720(2)).

2.3 De-Icing & Salt Spreading

• De-icing material shall be applied (walk-behind or hand spreaders on walks; vehicle spreaders on lots) at every Event, after each clearing pass, and during freeze-thaw cycles and refreeze conditions, including black-ice patrols on mornings following melt days.

• Materials shall meet the following surface requirements. Rock salt (sodium chloride) is permitted on standard concrete and asphalt. Calcium chloride or magnesium chloride blends are required on steps, historic masonry, concrete less than 12 months old, and surfaces within 10 feet of planting beds. Materials shall be applied at the manufacturer’s recommended rates. The Seller shall repair damage to turf, plantings, or masonry caused by over-application.

• Material is included in the per-application price. The Seller shall maintain enough material to meet service requirements and shall replenish supplies as needed throughout the season. Bulk salt shall not be stored on FLP property except in approved containers at designated Sites.

2.4 Pre-Treatment (As Ordered)

• When ordered by the FLP in advance of a forecast Event, the Seller shall apply anti-icing treatment to entrances, steps, ramps, and priority walks at designated Sites, with completion no earlier than 24 hours before the forecast onset.

2.5 Emergency & As-Needed Services

• Ice call-outs (freezing rain, refreeze, drainage icing): response on-site within two (2) hours of FLP notice, around the clock during the season.

• Snow hauling/relocation when on-site storage is exhausted, roof-shed ice mitigation at grade, and other storm-related labor: at the hourly rates in Appendix B, Item 4, only on an FLP work order.

2.6 Exclusions

• No Tier D contingency Sites are presently identified in this Region. FLP shall verify final

Site status before issuing the bid.

• Public streets and travel lanes under the Streets Department and parkland under the jurisdiction of Philadelphia Parks & Recreation are excluded from the service area unless specifically identified otherwise. At boundary locations, the Seller shall service only the FLP property limits and service areas identified in Appendix A and Section 7.

• Roof snow removal and any work above grade.

3. Service Standards & Response Times

The Seller shall provide enough labor and equipment to meet the minimum standards below.

FLP will use the required Event records to verify performance and respond to service complaints or claims.

Requirement Standard

Sidewalk path (Code § 10- 720)

≥ 36 in. wide, thoroughly cleared of snow and ice, within 6 hours after snowfall ends; 12 in. only where pavement < 3 ft wide

Entrances, steps, ramps, accessible routes

Full-width clearance, complete before branch opening on operating days

In-storm service (≥ 2 in.

events)

Interim passes during the storm; routes remain passable throughout

De-icing After every clearing pass; refreeze/black-ice patrols on mornings following melt days

Ice call-out response On Site within 2 hours of FLP notice, 24/7 in season

Snow placement On-site turf/bed storage only; never in the street (§ 10-720(2)), never on hydrants, inlets, ramps, transit stops, crosswalks

Closed branches If any branch is temporarily closed during the season, the § 10- 720 sidewalk obligation continues and sidewalk service shall not be suspended

Requirement Standard

Documentation Per-Site event report (times of passes, conditions, materials & quantities, photos on request) to FLP within 24 hours

3.1 Communication

• The Seller shall provide a single seasonal point of contact reachable 24/7, confirm receipt of each FLP regional Event authorization and mobilization, and report completion to FLP.

Services shall not begin unless a City purchase order is issued and FLP requests performance in accordance with the SOP Terms and Conditions.

• Each FLP-authorized regional snow or ice Event requires service at all eleven (11) Region 5 Sites identified in Appendix A, in accordance with each Site’s applicable scope and service tier. The Seller shall not omit or select individual Sites. FLP may designate priority Sites to be served first, but the Seller shall provide sufficient simultaneous crews, equipment, and materials to meet Section 3 response times at all eleven Sites regardless of priority.

• During a Snow Emergency declared by the City (Streets Department / Managing Director’s Office), service obligations continue. Streets Department plowing of Snow Emergency Routes may result in snow being thrown onto sidewalk edges and corners at Sites on those routes; the Seller shall re-clear curb cuts, corner ramps, and crossings affected by municipal plowing as part of the Event and shall not push snow back into travel lanes (§ 10-720(2)).

4. Site Inventory & Service Tiers

Appendix A lists the eleven Free Library locations included in Region 5 Mid & Lower North Philadelphia . This solicitation is limited to the Sites identified in Appendix A for this Region. The Region 5 service map is issued separately for geographic reference. Appendix A controls if any discrepancy exists.

4.1 Service Tiers

Appendix A assigns each Site in Region 5 a Service Tier based on expected service intensity.

Tier A includes abutting sidewalks, entrances, steps, and ramps. Tier B includes the Tier A scope and an FLP parking lot. Tier C includes regional or large Sites with extensive walks or lots. Tier D identifies landlord or development-agreement responsibility and is contingency service only when authorized by FLP. Tier assignments are based on building type. Sidewalk frontages, lot sizes, and surface materials have not been field measured. Sellers must verify conditions during the mandatory pre-bid walkthrough described in Section 5.4 and price accordingly.

Service Tier Description Tier A Walks, entrances, steps, and ramps

Tier B Tier A scope plus FLP parking lot

Tier C Regional or large Sites with extensive walks or lots

Service Tier Description

Tier D Landlord or development agreement responsibility; FLP contingency service only as authorized

Total active Sites 11

5. Contract Term, Pricing & Proposal Requirements

5.1 Term

The contract shall be for one (1) year, November 1, 2026 through October 31, 2027, subject to the effective date and contract term established in PHLContracts. Snow and ice removal services shall be required during the winter service period of November 1, 2026 through March 31, 2027. At the City’s sole discretion and subject to appropriation and the Small Order Purchase Terms and Conditions, the contract may be renewed for up to three (3) additional one-year periods. Each applicable renewal winter service period shall be November 1 through March 31.

5.2 Basis of Award & Estimated Quantities

Region 5 shall be solicited as one (1) complete bid item consisting of all eleven (11) library locations identified in Appendix A. Award shall be made to one (1) responsive and responsible Seller based on the lowest total evaluated bid price. Partial bids or awards for individual locations will not be accepted. The awarded Seller shall be responsible for providing snow and ice removal services at all eleven (11) locations during each FLP-authorized regional snow or ice Event, in accordance with the service requirements, applicable service tiers, and response times established in this specification. Evaluation shall be based on the firm unit prices and estimated seasonal quantities identified in Appendix B. Estimated quantities are for evaluation purposes only. Services shall be ordered on an as-needed basis, and no minimum quantity of work is guaranteed. Payment shall be based on authorized services actually performed at the contracted unit prices.

5.3 Price Schedule Structure

Item 1 prices per-Event clearance by depth band per Site (2 to 6 inches; over 6 inches: the higher band covers all accumulations above 6 inches per Event). Item 2 prices de-icing and pre-treatment applications per Site. Item 3 prices parking-lot plowing per push at Tier B/C Sites.

Item 4 sets hourly rates for emergency and as-needed work. Prices include all labor, equipment, materials, mobilization, overhead, and profit, and are firm for the term and any renewals.

5.4 Mandatory Pre-Bid Site Walkthrough

PRE-BID SITE VISITS ARE STRONGLY RECOMMENDED. Sellers are responsible for understanding conditions at all eleven (11) Sites identified in Appendix A, including frontages, steps, ramps, materials, lot configurations, and snow-storage areas, and for submitting prices that cover the required scope. FLP will coordinate access as applicable.

5.5 Capacity & Equipment Proposal

Each proposal shall include a seasonal staffing and equipment plan showing the Seller’s ability to service all active Sites in Region 5 within the Section 3 timeframes; a list of owned or leased equipment; proposed de-icing materials by surface type; three references for multi-site commercial or municipal snow contracts of comparable size; and the 24-hour seasonal contact structure.

6. CONTRACT TYPE: REQUIREMENTS

Products or services will be ordered and delivered on an as-needed basis during the one-year contract term. A minimum quantity is not guaranteed.

The awarded Seller shall be responsible for snow and ice removal at all eleven (11) Region 5 Sites identified in Appendix A. Upon FLP authorization of a regional snow or ice Event, the Seller shall perform the required services at all eleven (11) Sites in accordance with Sections 2 and 3. The Seller shall maintain sufficient crews, equipment, and materials for region-wide coverage. A City purchase order must be issued and FLP must request performance before any work begins. Estimated quantities in Appendix B are for evaluation purposes only, and payment will be based on authorized services actually performed at the contract unit prices. The purchase method and applicable maximum contract amount shall be established in PHLContracts under the governing SOP Terms and Conditions.

6.1 Registration & Eligibility

• Sellers must be registered in PHLContracts and comply with the quotation submission, Consent and Authorization Agreement, and eligibility requirements of the City’s Small Order Purchase Terms and Conditions and the applicable solicitation.

• The City intends an all-or-none award for all eleven (11) Region 5 locations to one Seller, subject to Procurement approval. Seller responsibility includes demonstrated personnel capacity, equipment, relevant experience, and financial ability (Section 5.5).

6.2 Wage & Labor Standards

• Snow and ice work under this contract is building-service work subject to the City’s prevailing-wage requirements (Philadelphia Code § 17-107) and to applicable City labor standards administered by the Department of Labor, Office of Labor Standards. Certified payrolls shall be submitted upon request. Confirm the applicable classification schedule for snow laborers and equipment operators with Procurement before issuance.

• The Seller shall comply with the City’s Equal Benefits, Non-Discrimination (Chapter 17- 400), and all applicable EEO requirements.

6.3 Insurance, Tax & Regulatory

• The Seller shall maintain the insurance required by the City’s Small Order Purchase

Terms and Conditions, including General Liability, Automobile Liability, and Workers’ Compensation, and the required additional-insured endorsements. Any increased or supplemental coverage specific to snow and ice removal must be approved by the City’s Office of Risk Management and stated in the solicitation.

• Valid Commercial Activity License and current City tax compliance (clearance required before award).

6.4 Performance Management

• The FLP Division of Property Management will inspect Sites during and after Events for compliance with Section 3 standards.

• Failure to meet required service standards at any of the eleven (11) Sites constitutes a performance deficiency. The City may exercise remedies available under the Small Order

Purchase Terms and Conditions, including termination for default and procurement of substitute services, as applicable. Any additional liquidated damages or other performance remedies shall apply only if expressly approved and stated in the solicitation. Inability to open a branch due to the Seller’s nonperformance may constitute a material breach.

7. Special Site Conditions

7.1 Historic Carnegie Branches

The historic Carnegie branches identified in Appendix A contain stone steps, masonry walks, and ornamental details. The Seller shall use rubber-edged or poly tools and shall not use metal scrapers or chisels. The Seller shall use calcium chloride or magnesium chloride blends instead of rock salt on masonry surfaces. The Seller shall repair damage to historic materials at its expense.

7.2 Site Boundaries

The Seller shall service only the areas identified for each Region 5 Site in Appendix A and verified through the pre-bid site review or other FLP direction. The Seller shall not perform work on neighboring private property or public parkland unless FLP authorizes the work in writing.

Appendix A: Region 5 Site Inventory & Service Tiers

Region 5: Mid & Lower North Philadelphia includes the 11 Sites listed below. Tier assignments are preliminary. Sellers must verify frontages, surfaces, parking-lot configurations, district assignments, and historic-material conditions during the pre-bid site review. “Carn.” denotes Carnegie status, subject to confirmation. Service tiers and site responsibilities must be verified before issuance.

# Site Address (ZIP) Dist. Carn. Tier Notes

23 Logan 1333 Wagner Ave.

19141 Verify Verify B: Walks + lot Parking lot scope to verify

24 Wyoming 231 E. Wyoming Ave.

19120 Verify Verify A: Walks & entrances

Confirm service surfaces, property boundary & historic status

25 Nicetown-Tioga 3720 N. Broad St.

19140 Verify Verify A: Walks & entrances

Confirm service surfaces, property boundary & historic status

26 Widener 2808 W. Lehigh Ave.

19132 Verify Verify A: Walks & entrances

Confirm service surfaces, property boundary & historic status

27 Lillian Marrero (Lehigh Ave)

601 W. Lehigh Ave.

19133 Verify Verify A: Walks & entrances Confirm service surfaces, property boundary & historic status

28 McPherson Square 601 E. Indiana Ave.

19134 Verify Verify A: Walks & entrances Confirm service surfaces, property boundary & historic status

29 Kensington 104 W. Dauphin St.

19133 Verify Verify A: Walks & entrances Confirm service surfaces, property boundary & historic status

30 Richmond 2987 Almond St.

19134 Verify Verify A: Walks & entrances Confirm service surfaces, property boundary & historic status

# Site Address (ZIP) Dist. Carn. Tier Notes

31 Fishtown Community 1217 E. Montgomery Ave. 19125 Verify Verify A: Walks & entrances

Confirm service surfaces, property boundary & historic status

32 Ramonita G. de Rodriguez

600 W. Girard Ave.

19123 Verify Verify A: Walks & entrances

Confirm service surfaces, property boundary & historic status

33 Cecil B. Moore 2320 Cecil B. Moore Ave. 19121 Verify Verify A: Walks & entrances

Confirm service surfaces, property boundary & historic status

Appendix B: Region 5 Proposal Price Schedule

Enter firm unit prices for each Region 5 line. The evaluated total equals the unit prices multiplied by the estimated seasonal quantities below. Payment is based on authorized Events and applications actually performed. Site classifications in Appendix A require FLP confirmation before the solicitation is issued.

Estimated seasonal quantities (evaluation only: no minimum guaranteed) Qty

Clearance Events, 2 to 6 in. (Item 1, all active Region 5 Sites) 4 per season

Clearance Events, > 6 in. (Item 1, all active Region 5 Sites) 2 per season De-icing applications (Item 2a to 2c, per Site) 15 per season Pre-treatment applications (Item 2d, per Site) 4 per season Parking lot pushes (Item 3, per Tier B/C Site) 5 per season

Emergency labor (Item 4) 40 hours per season

Item 1: Per-Event Snow & Ice Clearance (firm price per Event, per Site)

# Site Tier Per Event 2 to 6 in. ($)

Per Event > 6

in. ($)

23 Logan B $ $ 24 Wyoming A $ $ 25 Nicetown-Tioga A $ $ 26 Widener A $ $ 27 Lillian Marrero (Lehigh Ave) A $ $ 28 McPherson Square A $ $ 29 Kensington A $ $ 30 Richmond A $ $ 31 Fishtown Community A $ $ 32 Ramonita G. de Rodriguez A $ $ 33 Cecil B. Moore A $ $ ITEM 1 SUBTOTAL: 11 active Sites $ $

Item 2: De-Icing & Pre-Treatment Applications No. Service Unit Unit price ($)

2a De-icing material application, material included, Tier A Site per application, per Site

2b De-icing material application, Tier B Site per application, per Site

2c De-icing material application, Tier C Site per application, per Site

2d Pre-treatment before a forecast Event, when ordered per application, per Site

Item 3: Parking Lot Plowing (Tier B/C Sites) No. Service Unit Unit price ($)

3a Parking lot and drive aisle plowing, Tier B Site per push, per Site $

3b Parking lot and drive aisle plowing, Tier C Site per push, per Site $

Item 4: Emergency & As-Needed Hourly Rates No. Service Unit Unit price ($)

4a Emergency or as-needed labor, laborer with hand equipment per labor hour $

4b Emergency or as-needed labor, operator with machine per hour $

4c Snow hauling or relocation, truck, loader, and operator per hour $

TOTAL EVALUATED PRICE FOR REGION 5 - ONE SEASON $ ____________________