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

The Town of Leesburg, Virginia, has issued a continuous Request for Proposal (RFP No. 100313-FY26-22) seeking sealed proposals to establish multiple term contracts for comprehensive snow and ice removal services. These services cover the clearing of snow and ice from Town rights-of-way, including streets, sidewalks, and trails, as well as Town-owned properties such as parking lots, the Town’s parking garage, and the police station. The solicitation allows proposals to be submitted at any time via email but explicitly excludes submissions through the eVA system. The contract emphasizes a rapid response requirement, mandating contractor deployment within two hours of event notification, and specifies equipment readiness with minimum performance characteristics such as plow widths and spreader capacities. Compliance with relevant safety standards—including OSHA, VOSH, FMCSA regulations, and the Virginia Work Area Protection Manual—is mandatory, reflecting a strong focus on safety and operational performance. The Town reserves the right to perform any portion of the work, underscoring a partnership approach with flexibility. Evaluation of proposals will be based on a weighted point system totaling 100 points, with the highest emphasis placed on price (30 points), firm experience and capacity (25 points each), and personnel experience (20 points). This balanced approach indicates the Town’s intent to select a contractor who demonstrates not only competitive pricing but also proven capability and experience in similar work. Submission requirements are clearly delineated, requiring a single electronic PDF containing standardized forms such as an offeror submission form, pricing form, firm questionnaire, and acknowledgments of addenda. Contract administration details call for electronic invoice submission via the Town’s portal, with funding contingent upon annual appropriations. Special contractual provisions include restrictions on personnel and equipment substitutions without prior approval, enforcement of a drug-free workplace policy, ethics compliance under Virginia law, and termination clauses allowing for convenience or cause. Inspections are conducted at a Town maintenance facility, while final acceptance occurs onsite at designated performance locations within the Town. Although the solicitation lacks defined contract value figures or option year clauses, it establishes a structured framework aimed at ensuring a competitive, compliant, and high-quality delivery of snow and ice removal services throughout the Town of Leesburg.