Snow & Ice Management - VUA L&N Building

The Commonwealth of Kentucky Finance and Administration Cabinet, Office of Building and Mechanical Services, is requesting bids for snow and ice management services at the L&N Building vehicle use areas in Louisville, Jefferson County, with bids due October 26, 2026 at 1:30 p.m. Eastern Time (deadline extended from October 19). Reciprocal preference applies to Kentucky resident bidders under KRS 45A.490-494.

The scope covers snow and ice removal for designated parking areas and vehicular surfaces, requiring bare pavement or adequate traction maintenance during regular state business hours (7:00 a.m. to 5:00 p.m., Monday through Friday) and weekend service (6:00 a.m. to 6:00 p.m., Saturday and Sunday). Vendors must supply all materials, equipment, labor, and supervision. The bid sheet requires pricing for four line items: a truck with salt spreader and operator, a truck with snow plow (minimum 7-foot blade) and operator, a skid steer loader (minimum 45 horsepower with 4-foot bucket) and operator, and road salt (sodium chloride, free-flowing, meeting specified chemical and physical requirements). Vendors need not own all equipment but must be able to readily provide each item when requested. Equipment must include four-wheel drive, three-quarter ton or larger trucks in excellent mechanical condition with amber flashing lights and two-way radios or cellular phones. Vendors must maintain office personnel and equipment operators available during snow events, submit storm logs within 24 hours of completion, and respond to call-back issues within 45 minutes of notification.

The contract period is one year from award, expiring August 31, 2027, with optional renewal for four additional one-year periods subject to written approval. Evaluation uses best value ranking: 95 points for lowest price, 5 points for years of experience in snow and ice removal. Vendors must hold Commercial General Liability Insurance ($1,000,000 per occurrence / $2,000,000 aggregate) and Automobile Liability Insurance ($1,000,000 per occurrence combined single limit). Price increases are prohibited for the first 12 months; thereafter, increases require 30 days' notice and must be justified by industry-wide price changes. Pricing must remain valid for 60 calendar days after the bid due date. Bids must be submitted electronically through the Kentucky eProcurement system; vendors must register 24–48 hours before submission. The Commonwealth reserves the right to recover costs for inadequate performance at $40.00 per hour per person plus materials and 25 percent administration fee, or actual costs of bringing in an additional vendor plus 25 percent.