Weather Related Emergency Services

The City of Lynchburg, Virginia Procurement Division is requesting bids for Weather Related Emergency Services under IFB #2027-016, with bids due October 7, 2026 at 3:00 p.m., to establish hourly rate agreements with local contractors for on-call snow, ice, debris removal, and disaster recovery operations throughout Lynchburg city limits. The City reserves the right to award multiple contracts to qualified bidders and makes no guarantee of work under the as-needed structure.

Contractors must submit hourly rates for standby (one-half the working rate), mobilization (two hours of working rate per equipment piece per event), and working operations on the provided Bid Pricing Sheet. Rates must include operator labor, equipment use, travel, fuel, tire chains, supplies, insurance, repairs, maintenance, and materials. Standby and mobilization rates are fixed; actual payment is limited to services performed under necessary conditions.

Contractors must demonstrate at least two years of experience providing similar services and warrant 24/7 availability of manpower and equipment. All operators must hold valid Commercial Driver's Licenses where required, maintain operational cell phones, wear high-visibility safety apparel, and comply with Virginia OSHA requirements and Federal Highway Administration traffic control standards. Contractors must carry broad form commercial general liability insurance of $1 million with City as additional insured.

The initial contract term is one year beginning January 1, 2027, with options to renew for up to four additional one-year terms by mutual agreement. Payment is issued within 30 days of approved invoices. Contractors must submit Field Weather Emergency Journals and Vendor Applications for Payment by the first calendar day of the following month, and the City has seven calendar days for review and approval.

An optional pre-bid conference is scheduled for September 17, 2026 at 10:00 a.m. Questions are due September 30, 2026 at 3:00 p.m.