Snow & Ice Removal Services Region 2 - FLP

The Free Library of Philadelphia is requesting quotes for snow and ice removal services for Region 2 (North & North Central), consisting of 14 active library sites, with quotes due October 14, 2026 and a one-year contract term from November 1, 2026 through April 30, 2027.

This is a small order purchase (SOP) to be awarded as a whole or by line item to the lowest responsive and responsible bidder. Vendors must quote all items to be eligible for award. The contract maximum is less than $99,000, adjusted annually by the percentage increase in the Consumer Price Index Urban (CPI-U) from January 1, 2020, rounded to the nearest $1,000. The City reserves renewal rights for up to three additional one-year periods at the same firm unit prices, subject to price-increase requests capped at 4% or actual CPI change (whichever is less) with 30 days' written notice before contract expiration.

Scope includes sidewalk clearance (minimum 36 inches wide within 6 hours of snowfall cessation), full-width entrance and accessible-route clearing before branch opening, de-icing applications after each clearing pass, parking lot plowing for Tier B and C sites, and emergency response to ice call-outs within 2 hours. Services are categorized into three tiers with increasing scope; Tier A sites require sidewalks, entrances, steps, and ramps; Tier B and C sites add parking lots. Historic Carnegie branches require rubber-edged tools and calcium or magnesium chloride de-icing materials rather than rock salt. Award pricing is calculated from firm unit prices applied to estimated seasonal quantities: four events of 2–6 inches, two events over 6 inches, 15 de-icing applications per site, four pre-treatment applications per site, five parking lot pushes per Tier B/C site, and 40 emergency labor hours for the season.

Prevailing wage requirements under Philadelphia Code Section 17-107 apply. Vendors must obtain Commercial General Liability (including slip-and-fall coverage), Automobile Liability, and Workers' Compensation insurance with the City named as additional insured; maintain a valid Commercial Activity License; and demonstrate current City tax compliance. Quotes must remain valid for 60 days from submission and be submitted electronically through PHLContracts with an executed Consent & Authorization Agreement on file. Submission of an LGBTQ Applicant Opportunity Data Form is optional. Pre-bid site visits are highly encouraged but not mandatory.