RFP No 100313-FY26-22 Snow and Ice Removal Services (Continuous)

The Town of Leesburg, Virginia, is conducting a continuous solicitation to establish multiple term contracts for snow and ice removal services. The scope of work includes providing all necessary labor and equipment to clear public streets, rights-of-way, sidewalks, trails, and Town properties, such as parking lots, the parking garage, and the police station. The Town provides sand, salt, and brine at no cost to the contractor. The initial contract term is one year, with the option for four additional one-year renewals. Proposals are accepted on an ongoing basis via email and are evaluated periodically throughout the year. Contractors are required to provide specific equipment, including single, tandem, or multi-axle vehicles and backhoes, with a mandatory supervisor vehicle for every four pieces of equipment. Pricing is based on hourly unit rates, specifically 750.00 dollars per hour for trucks and 400.00 dollars per hour for backhoes and heavy equipment, while supervisor vehicles are billed at 65.00 dollars per hour. Evaluation of proposals is weighted based on price (30 points), firm experience (25 points), capacity to perform (25 points), and personnel experience (20 points). Pre-award equipment evaluations are required to ensure all machinery meets safety and operational specifications. Operational requirements include strict adherence to OSHA, VOSH, and MUTCD safety standards, with personnel required to wear hard hats and safety vests. To ensure continuity, operators are limited to 14 consecutive hours of work followed by a minimum 6-hour break. The Town utilizes a third-party validation service for payments, and invoices are verified using AVL logs and official Town sign-in sheets. Contractors are held liable for any property damage resulting from negligent work and must respond to such claims within 72 hours. Failure to return AVL or communication equipment by March 31st results in liquidated damages of 35.00 dollars per day per device.