Snow Ice Removal Region 3 SW_West Specification.pdf

Free Library of Philadelphia: Snow & Ice Removal Services

City of Philadelphia

FREE LIBRARY OF PHILADELPHIA

Snow & Ice Removal Services Region 3 - Southwest & West

Issuing Department Free Library of Philadelphia

Contract Type Requirements - Region 3

Contract Term November 1, 2026, to April 30, 2027

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 3 - Southwest & West, 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.

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 each active Site throughout the contract term, November 1, 2026 through April 30, 2027. The Seller shall monitor weather conditions and mobilize for each Event under the activation protocol established by FLP.

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 included in this Region.

• 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, or the Cobbs Creek SMP

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

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 mobilization to the FLP at the start of each Event, and report completion to FLP.

• The FLP will designate priority Sites (e.g., regionals and high-traffic branches) to be serviced first in each Event; the Seller shall staff sufficient simultaneous crews to meet Section 3 timeframes at all 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 Free Library locations included in Region 3 - Southwest & West. This solicitation is limited to the Sites identified in Appendix A for this Region. The attached service-region map is provided for geographic reference, and the written Site schedule in Appendix A shall control if there is any discrepancy.

4.1 Service Tiers

Appendix A assigns each Site in Region 3 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

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 covers one (1) winter season (November 1, 2026 to April 30, 2027), with the City reserving the right, at the City’s sole discretion and subject to appropriation of funds, to renew for up to three (3) additional one-season periods at the same firm unit prices.

5.2 Basis of Award & Estimated Quantities

Award will be made for Region 3 to the lowest responsive and responsible bidder in accordance with Section 8-200 of the Philadelphia Home Rule Charter. Evaluation will use the extended prices in Appendix B and the estimated seasonal quantities stated there. Estimated quantities are for evaluation only. FLP will pay for authorized services actually performed at the firm bid unit prices and guarantees no minimum quantity of work.

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 Pre-Bid Site Visit

Pre-bid site visits are not mandatory but are highly suggested. Sellers are encouraged to visit the Sites listed in Appendix A for Region 3 to review frontage lengths, steps and ramps, surface materials, lot configurations, and available snow storage before submitting prices.

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 3 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

The following items are required in the operation of various City agencies as ordered. Exact quantities cannot now be determined but estimates thereof are listed herein.

Quantities listed may be increased or decreased to meet the requirements of the City during the period of this contract. A minimum is not guaranteed. Purchase orders issued as a result of this bid will be for materials or services to be delivered generally on an as-needed basis. Successful Seller(s) are cautioned not to deliver any materials or services without first being advised to do so by the ordering agency through a purchase order or other authorized document from the Procurement Department.

6.1 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.

6.2 Insurance, Tax & Regulatory

• Commercial General Liability (including completed operations and slip-and-fall coverage), Automobile Liability, and Workers’ Compensation insurance in amounts specified by the Office of Risk Management, naming the City as additional insured. Given the liability profile of snow work, the solicitation may set higher CGL limits than the City standard.

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

6.3 Performance Management

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

• Failure to clear a Site within required timeframes is a safety deficiency: the FLP may procure substitute service and deduct its cost, assess liquidated damages as specified in the solicitation, and treat repeated failures as grounds for default. A branch that cannot be opened due to the Seller's nonperformance constitutes a material breach.

7. Special Site Conditions (Where Applicable)

7.1 Blanche A. Nixon (Cobbs Creek) Library: Stormwater Management Practice This Site contains the FLP’s only PWD-regulated stormwater management practice (SMP), maintained under a recorded Operations & Maintenance Agreement. For snow operations: no chloride de-icing salts shall be applied to any surface draining to the SMP: use sand or acetate-based products only; snow shall not be stockpiled on the SMP; and no equipment shall drive over or compact the SMP. Damage to the SMP shall be remedied at the Seller’s expense in accordance with PWD requirements.

7.2 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.

See Appendix A on the following page for the Region 2 Library locations and assigned service tiers.

Appendix A: Region 3 Site Inventory & Service Tiers

Tier assignments are preliminary. Sellers must verify frontages, surfaces, and lot configurations during the mandatory pre-bid walkthrough. Tier D Sites are the responsibility of the landlord or development agreement unless FLP authorizes contingency service. “Carn.” identifies a historic Carnegie branch subject to the surface protections in Section 7.2.

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

2 Blanche A. Nixon (Cobbs Creek)

5800 Cobbs Creek Pkwy. 19143 3 Yes A: Walks & entrance

Masonry care (§7.2);

SMP: no chlorides (§7.1)

6 Charles L. Durham 3320 Haverford Ave.

19104 3 No A: Walks & entrance

10 Eastwick 2851 Island Ave.

19153 2 No

B: Walks, entrance + lot

17 Haddington 446 N. 65th St.

19151 4 Yes A: Walks & entrance Masonry care (§7.2)

18 Haverford 5543 Haverford Ave.

19139 3 No A: Walks & entrance

24 Kingsessing 1201 S. 51st St.

19143 3 Yes A: Walks & entrance Masonry care (§7.2)

29 Lucien E. Blackwell W Phila Regional

125 S. 52nd St.

19139 3 No

C:

Extensive / regional

34 Overbrook Park 7422 Haverford Ave.

19151 4 No

B: Walks, 35 Paschalville 6942 Woodland Ave.

19142 2 Yes A: Walks & entrance Masonry care (§7.2)

46 Walnut Street West 201 S. 40th St.

19104 3 Yes A: Walks & entrance Masonry care (§7.2)

51 Wynnefield 5325 Overbrook Ave. 19131 4 No

B: Walks, Appendix B: Region 3 Proposal Price Schedule

Enter firm unit prices for each line applicable to Region 3. The evaluated total equals the unit prices multiplied by the estimated seasonal quantities below. Payment is based on authorized Events and applications actually performed.

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

Clearance Events, 2 to 6 in. (Item 1, all active Region 3 Sites) 4 per season Clearance Events, > 6 in. (Item 1, all active Region 3 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. ($)

2 Blanche A. Nixon (Cobbs Creek) A $ $ 6 Charles L. Durham A $ $

10 Eastwick B $ $ 17 Haddington A $ $ 18 Haverford A $ $ 24 Kingsessing A $ $

29 Lucien E. Blackwell W Phila Regional C $ $

34 Overbrook Park B $ $ 35 Paschalville A $ $ 46 Walnut Street West A $ $ 51 Wynnefield B $ $

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

No. Service Unit Unit price ($)

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 3 - ONE SEASON $ ____________________