Snow & Ice Removal Services Region 3 - FLP

The City of Philadelphia is soliciting bids for snow and ice removal services at 11 library locations within Region 3 (Southwest & West) under a small order purchase, with bids due October 14, 2026. The contract is awarded as a whole or by line item, whichever serves the City's best interest, to the lowest responsive and responsible bidder; vendors must quote all items to be eligible for award.

The scope covers clearing sidewalks, steps, ramps, and accessible routes to meet Philadelphia Code 10-720 (36-inch-wide minimum paths within six hours of snowfall cessation); de-icing and pre-treatment applications; interim plowing for events of 2 inches or more; parking lot plowing at applicable sites; and emergency ice call-outs with two-hour response times. Sites are tiered A through D by service intensity. Pricing is structured on a firm unit-price basis across per-event clearance (by depth band: 2–6 inches and over 6 inches), de-icing and pre-treatment per site, parking lot plowing per push, and emergency labor at hourly rates. Estimated seasonal quantities for evaluation include four clearance events in the 2-to-6-inch range, two over-6-inch events, 15 de-icing applications per site, 4 pre-treatment applications per site, 5 parking lot pushes per Tier B/C site, and 40 emergency labor hours; the City guarantees no minimum quantity and payment is based only on services actually performed.

The contract term runs November 1, 2026, through April 30, 2027, with renewal options for up to three additional one-year periods at the City's sole option. The total contract amount shall not exceed $99,000, adjusted annually by the Consumer Price Index-Urban percentage increase from January 1, 2020. Price increases for renewal periods are capped at 4 percent and must be based on the CPI change for the Mid-Atlantic region or the requested increase, whichever is less.

Contractors must comply with prevailing wage requirements under Philadelphia Code 17-107, maintain Commercial General Liability ($500,000 minimum per occurrence), Automobile Liability, and Workers' Compensation insurance, obtain a valid Commercial Activity License, and achieve City tax compliance before award. Special conditions apply to the Blanche A. Nixon (Cobbs Creek) Library site, which requires chloride-free de-icing materials, and to historic Carnegie branch locations, which require non-damaging tools and masonry-safe materials. Pre-bid site visits are suggested but not mandatory. Quotes must be submitted electronically through PHLContracts and remain valid for 60 days.