Emergency Sidewalk Snow and Ice Removal

DEPARTMENT OF TRANSPORTATION
ITB No: DOT2619
State of Delaware
DEPARTMENT OF TRANSPORTATION
INVITATION TO BID
EMERGENCY SIDEWALK SNOW & ICE REMOVAL
Contract Number:
DOT2619-EMER_SS&IR
- Deadline to Respond -
TUESDAY, OCTOBER 06, 2026
PRIOR TO 2:00 P.M. Local Time
State of Delaware
DEPARTMENT OF TRANSPORTATION
Administration Building
Contract Administration
800 Bay Road, Dover, DE 19901
QUESTIONS are to be submitted via e-mail to DOT-ask@delaware.gov
Responses to Questions will be posted to this project at Bids - Delaware Bids and Contracts, and Bonfire Portal.
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DEPARTMENT OF TRANSPORTATION
ITB No: DOT2619
ATTENTION ALL BIDDERS:
The enclosed packet contains an "Invitation To Bid" for;
EMERGENCY SIDEWALK SNOW & ICE REMOVAL
The invitation consists of the following:
SECTION A - GENERAL PROVISIONS
SECTION B - TECHNICAL SPECIFICATIONS
SECTION C - AWARD AND EXECUTION
SECTION D - GENERAL AUTHORITY
SECTION E - DEFINITIONS
SECTION F - BID REQUIREMENTS
SECTION G - BID SUBMITTAL
ATTACHMENTS
A. Attachment A - Contract;
B. Attachment B - Certification;
C. Attachment C - Vendor Equipment List Form;
D. Attachment D - Daily Work Log
All above documents are made part of this solicitation and are contained within this file, or available for download
at the following site:
Bonfire Procurement Portal
Please review and follow the information and instructions contained in all section of this Invitation to Bid.
Should you have questions, please email; DOT-ask@delaware.gov.
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DEPARTMENT OF TRANSPORTATION
ITB No: DOT2619
SECTION A - GENERAL PROVISIONS return
DESCRIPTION:
This Invitation to Bid (ITB) is issued to cover requirements for the Department of Transportation ("DEPARTMENT") for
the rental of equipment and operators for Emergency Sidewalk Snow & Ice Removal as well as other emergencies, as
designated in the proposal and as ordered by the Division of Maintenance and Operations ("M&O") District Engineer or
their authorized representative. It is intended this contract will be awarded to multiple vendors.
1. KEY DATES/MILESTONES
The following dates and milestones apply to this Invitation to Bid (ITB) and subsequent contract award. Vendors are
advised that these dates and milestones are not absolute and may change due to Addendums to this ITB or unplanned
events during the bid proposal and award process.
Activity Due Date
Written Questions Due No Later Than: Ten (10) business days prior to Bid Due Date
Written Answers Last Posted No Later Than: Five (5) business days prior to Bid Due Date
Bid Due Date: Shown on Page 1 (May be Superseded by Addendums)
Public Bid Opening 2:00 P.M. Local Time on Bid Due Date
The DEPARTMENT may extend the time and place for opening of bids from that described on not less than 2 business
days' notice, by posting such notice on this project's Webpage at http://bids.delaware.gov/, and
https://deldot.bonfirehub.com/portal/.
2. PUBLIC BID OPENING
Bidders or their authorized representatives are invited, but not required, to be present at the bid opening held at the
Delaware Department of Transportation's Administration Building, 800 Bay Road, Dover, DE.
Attendance is not required. The DEPARTMENT offers a call-in number to hear the Bid Opening telephonically.
The telephone number to call is (302) 504-8986.
When prompted, enter Meeting number (access code): 651 529 280#
It is anticipated the telephone access information will remain the same for all Bid Openings.
The public bid opening ensures the citizens of Delaware that contracts are being bid fairly on a competitive basis and
comply with Delaware procurement laws. The bids will be publicly opened on the date and at the time specified above
unless changed via posted Addendum and shall be awarded within thirty (30) days thereafter, unless extended by mutual
agreement. The main purpose of the bid opening is to reveal the names of the bidders, not to serve as a forum for
determining the apparent low bidders. The disclosure of additional information, including prices, shall be at the
DEPARTMENT's discretion until such time that the responsiveness of each bid has been determined. After receiving
a fully executed contract(s), the successful vendor(s) and pricing will be posted at http://contracts.delaware.gov/.
3. INQUIRIES & QUESTIONS > DOT-ask@delaware.gov
We welcome your interest in working with us, and we will be pleased to answer any questions you may have in
formulating your response to this ITB.
Questions must be submitted before the date identified above in order to receive a response. All inquiries must be
submitted via E-mail to: DOT-ask@delaware.gov.
The DEPARTMENT's response to questions will be posted according to the procurement schedule to the State of
Delaware Bid Solicitation Directory Website: http://www.bids.delaware.gov/, and Bonfire Procurement Portal.
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DEPARTMENT OF TRANSPORTATION
ITB No: DOT2619
Direct contact with State of Delaware employees other than the DEPARTMENT's Contract Administration staff
regarding this ITB is expressly prohibited without prior consent.
Vendors directly contacting State of Delaware employees risk elimination of their proposal from further consideration.
Exceptions exist only for organizations currently doing business in the State who require other contact in the normal
course of doing that business.
4. DESIGNATED CONTACT > DOT-ask@delaware.gov > (302) 760-2031
All requests, questions, or other communications about this RFP shall be made via E-Mail to the Delaware Department
of Transportation. Address all communications to the email address listed above; communications made to other State
of Delaware personnel may disqualify the vendor. Attempting to ask questions by phone or in person will not be
recognized as valid and Vendors should rely only on written statements issued by the ITB designated contact. All contact
with State of Delaware employees, contractors or agents of the State of Delaware concerning this ITB shall be conducted
in strict accordance with the manner, forum and conditions set forth in this ITB. Other issues call (302) 760-2031.
5. CONTRACT PERIOD AND EXTENSIONS
Each awarded vendor's contract and prices shall be valid for an initial Term of five (5) years from contract execution.
6. PRICE ADJUSTMENT
The CONTRACTOR or DEPARTMENT may request an increase in unit prices. Approval of any price adjustment
offered by the CONTRACTOR, will be at the discretion of the Director of M&O. If a changed pricing request cannot
be reached, the DEPARTMENT retains the right to not utilize the particular unit of service, or to cancel the agreement
in whole.
7. ADDENDA TO THE INVITATION TO BID
If it becomes necessary to revise any part of this ITB, revisions will be posted at http://bids.delaware.gov/. By submitting
an offer to the State, vendors have acknowledged receipt, understanding and commitment to comply with all materials,
revisions, and addenda related to the Invitation to Bid.
8. SHIPPING TERMS
F.O.B. DESTINATION; Freight Pre-paid and Allowed: Vendor owns all goods in transit and is liable for delivery
to the point of destination. Vendor is responsible for filing any claims with the delivering carrier for breakage or other
loss and for any damage resulting from transportation. The vendor shall include the cost of freight in the unit price bid.
9. STATE OF DELAWARE BUSINESS LICENSE
Prior to receiving an award the successful vendor shall either furnish proof of State of Delaware Business Licensure or
initiate the process of application where required. An application may be requested in writing to: Division of Revenue,
Carvel State Building, P.O. Box 8750, 820 N. French Street, Wilmington, DE 19899-8750 or by telephone to one of the
following numbers: (302) 577-8201 - Public Service, (302) 577-8205 - Licensing Department.
Information regarding the award of this contract will be given to the Division of Revenue. Failure to comply with the
State of Delaware licensing requirements may subject your organization to applicable fines and/or interest penalties.
10. EXAMINATION OF SPECIFICATIONS AND PROVISIONS
The bidder shall examine carefully this proposal, forms, attachments, and appendices of this ITB. The bidder shall
investigate and satisfy itself as to the conditions to be encountered, specifications, quality and quantities of the material
to be furnished, and the full requirements of this ITB.
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DEPARTMENT OF TRANSPORTATION
ITB No: DOT2619
The submission of a proposal shall be conclusive evidence that the bidder has made examination of all requirements of
this ITB. Bidders are required to fully acquaint themselves as to State procurement laws, regulations and this Invitation
to Bid prior to submitting a bid.
The DEPARTMENT requires the use of various electronic applications for various documentation processes. These
processes will be identified, and the Contractor's required use will be detailed during the Preconstruction Meeting. No
additional payments will be made to the contractor to use or interface with the applications required to be used by the
DEPARTMENT.
11. QUANTITIES
The attention of bidders is called to the fact that, unless stated otherwise, the quantities given in the proposal are best
estimates and are given as a basis for the comparison of bids. Quantities ordered may be increased or decreased by any
eligible agency as deemed necessary during the period of the contract. Bidders shall recognize there are no guaranteed
minimum contract quantities or values associated with this solicitation.
12. MANDATORY INSURANCE REQUIREMENTS
As a part of the contract requirements, the awarded firm must obtain at its own cost and expense and keep in force and
effect during the term of this contract, including all extensions, the minimum coverage limits specified below with a
surety satisfactory to the State. Awarded firms must carry the following coverage and provide a certificate of insurance
after award:
a. Worker's Compensation and Employer's Liability Insurance in accordance with applicable law.
b. Commercial General Liability - $1,000,000 per occurrence/$3,000,000 per aggregate.
c. Automotive Liability Insurance covering all automotive units used in the work (including all units leased from
and/or provided by the State to Vendor pursuant to this Agreement as well as all units used by Vendor, regardless
of the identity of the registered owner, used by Vendor for completing the Work required by this Agreement to
include but not limited to transporting Delaware clients or staff), providing coverage on a primary non-
contributory basis with limits of not less than:
1. $1,000,000 combined single limit each accident, for bodily injury;
2. $250,000 for property damage to others;
3. $25,000 per person per accident Uninsured/Underinsured Motorists coverage;
4. $25,000 per person, $300,000 per accident PIP benefits if carrying any of our clients or employees; and
5. Comprehensive coverage for all vehicles leased from the State of Delaware Fleet Services which shall cover
the replacement cost of the vehicle in the event of collision, damage, or other loss.
Should any of the above-described policies be cancelled before expiration date thereof, notice must be delivered in
accordance with the policy provisions.
Before any work is done pursuant to this Agreement, the Certificate of Insurance and/or copies of the insurance policies,
referencing the contract number stated herein, shall be filed with the State. The certificate holder is as follows:
Delaware Department of Transportation, P.O. Box 778, Dover, DE 19903 - Contract No: DOT2619
In no event shall the State or DEPARTMENT be named as an additional insured on any policy required under this
agreement.
Nothing contained herein shall restrict or limit the Vendor's right to procure insurance coverage in amounts higher than
those required by this Agreement. To the extent that the Vendor procures insurance coverage in amounts higher than
the amounts required by this Agreement, all said additionally procured coverages will be applicable to any loss or claim
and shall replace the insurance obligations contained herein.
To the extent that Vendor has complied with the terms of this Agreement and has procured insurance coverage for all
vehicles Leased and/or operated by Vendor as part of this Agreement, the State of Delaware's self-insured insurance
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DEPARTMENT OF TRANSPORTATION
ITB No: DOT2619
program shall not provide any coverage whether coverage is sought as primary, co-primary, excess or umbrella insurer
or coverage for any loss of any nature.
13. ORDERING PROCEDURE
Successful vendors may receive orders by written purchase order, telephone, text message, email, fax or computer
systems. The vendor must accept full payment by procurement (credit) card and/or conventional check and/or other
electronic means at the State's option, without imposing any additional fees, costs or conditions.
14. PERSONNEL, EQUIPMENT AND SERVICES
a. The Vendor represents that it has, or will secure at its own expense, all personnel required to perform the services
required under this contract.
b. All of the equipment and services required hereunder shall be provided by or performed by the Vendor or under
its direct supervision, and all personnel engaged in the work shall be fully qualified and shall be authorized under
State and local law to perform such services.
15. AUTHORIZED PERSONNEL
The following Personnel are authorized to activate services under this contract:
Equipment Management DEPARTMENT Headquarters:
Lawrence J. Hardy, Highway Equipment Manager
M&O Districts and areas under District jurisdiction
North District:
Area north of and including I-95 and I-495, except area west of Rt.7, south of Rt. 2.
Chapman Road Administration Offices & Shop
39 East Regal Blvd., Newark, DE 19713
Billing contact: Lindsey Hallett (302) 894-6305, Lindsay.Hallett@delaware.gov
Area 11 - Kiamensi Yard, 815 Stanton Rd. Wilmington, DE 19804
Area 12 - Talley Yard, 1300 Talley Road Yard, Wilmington, DE 19803
Area 14 - Expressways, 39 East Regal Blvd, Newark, DE 19713
North District Authorized Personnel:
Mike Hauske, North District Engineer
John Garcia, Maintenance Engineer
Canal District:
Area south of I-95 and I-495, including west of Rt. 7, south of Rt. 2 to Kent County.
Bear Administration Offices & Shop (Area 10 & 23)
250 Bear-Christiana Rd, Bear, DE 19701
Billing contact: Debbie Cox, (302) 326-4414, Debbie.Cox@delaware.gov
Area 9 - Middletown Yard, 5369 Summit Bridge Rd., Middletown, DE 19709
Area 22 - St. Georges Yard 749 Middletown/Odessa Rd., Middletown, DE 19709
Area 26 - Boyds Corner Yard 4971 DuPont Parkway Smyrna DE 19977
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DEPARTMENT OF TRANSPORTATION
ITB No: DOT2619
Canal District Authorized Personnel:
Brian Schilling, Canal District Engineer
Tom Little, Maintenance Engineer
Central District:
All of Kent County.
Dover Administration Offices & Shop
930 Public Safety Blvd., Dover, DE 19901
Billing contact: Arlene Hobbs, (302) 760-2425, Arlene.Hobbs@delaware.gov
Area 6 - Harrington Yard, 129 Jackson Ditch Rd, Harrington, DE 19952
Area 7 & 21 - Magnolia Yard, 1235 Briarbush Rd., Magnolia, DE 19962
Area 8 - Cheswold Yard, 4275 Seven Hickories Road, Cheswold, DE 19936
Central District Authorized Personnel:
Matt Lichtenstein, Assistant Director Transportation Engineering
Tim Stynchula, Maintenance Engineer
Arlene Hobbs, Support Services Administrator
----------
South District:
All of Sussex County
Georgetown Administration Office & Shop
23697 DuPont Highway, Georgetown, DE 19947
Billing contact: Danna Sammons (302) 853-1321 Danna.Sammons@delaware.gov
Area 1 - Laurel Yard, 10930 Salt Barn Rd. (Rd 451) Laurel, DE 19956
Area 2 - Bridgeville Yard, 8583 E Newton Road, Bridgeville, DE 19933
Area 3 - Ellendale Yard, 20368 Milton - Ellendale Hwy (Rt. 16), Ellendale, DE 19941
Area 4 & 20 - Gravel Hill Yard, 24450 Lewes Georgetown Hwy, Georgetown, DE 19947
Area 5 - Dagsboro Yard, Dagsboro Road (Rd 334), Dagsboro, DE 19939
South District Authorized Personnel:
Danna Sammons, Support Services Administrator, South District
Alastair Probert, Assistant Director Transportation Engineering
Jason McCluskey, Maintenance Engineer
16. SUBCONTRACTS
No Subcontractors will be allowed under this contract.
17. ITB ORDER OF PRECEDENCE
In the event there is any discrepancy between the provisions of the ITB documents, the following order of precedence of
the Sections govern so that the former prevails over the latter: G-Bid Submittal; A-General Provisions; C-Award and
Execution; F-Bid Requirements; D-General Authority; Appendixes (if any); then B-Technical Specifications.
18. SIGNAGE LANGUAGE:
In order to maintain effective communication with the traveling public, only place signs, banners, flags, or other
displays within the projects limits that meet the requirements of the latest version of the Delaware Manual on Uniform
Traffic Control Devices ("MUTCD"). Any signs or other materials which deviate from the MUTCD, must be
preapproved by the Engineer. The only signage and materials which may be displayed upon vehicles and equipment
within the Project area are signs denoting the name of the Contractor and any subcontractors and other signs and/or
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DEPARTMENT OF TRANSPORTATION
ITB No: DOT2619
materials required and approved pursuant to the MUTCD and the Engineer. Contractor shall immediately remove any
signs or materials within the Project that does not meet these requirements immediately upon notification by the
Engineer. Failure to remove signs or other materials following notification from the Engineer will result in Liquidated
Damages being assessed in the manner and amount specified in the Standard Specifications section 108.9.A.
19. APPENDIXES:
If included with this ITB, Appendices are made a part of this solicitation and are available for download at the following
site: Bonfire Procurement Portal.
- remainder of page is blank -
Page 8 of 33

DEPARTMENT OF TRANSPORTATION
ITB No: DOT2619
SECTION B - TECHNICAL SPECIFICATIONS return
1. SILENCE OF SPECIFICATIONS
The apparent silence of the specifications as to any detail, or the apparent omission from it of detailed description
concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and only material
and workmanship of the first quality are to be used. Proof of specification compliance is the responsibility of the vendor.
1. OR EQUAL (PRODUCTS BY NAME)
Specifications of products by name are intended to be descriptive of quality or workmanship, finish and performance.
Desirable characteristics are not intended to be restrictive. Substitutions of products for those named will be considered
provided the vendor certifies that the function, characteristics, performance and endurance qualities of the material
offered is equal or superior to that specified.
2. TECHNICAL SPECIFICATIONS:
STATE OF DELAWARE CONSTRUCTION ITEMS UNITS OF MEASURE
Suggested
English English Multiply Metric Metric
CEC Metric
Code Description By Code Description
Code
ACRE Acre 0.4047 ha Hectare HECTARE
BAG Bag N/A Bag Bag BAG
C.F. Cubic Foot 0.02832 m3 Cubic Meter M3
C.Y. Cubic Yard 0.7646 m3 Cubic Meter M3
EA-DY Each Day N/A EA-DY Each Day EA-DY
EA-MO Each Month N/A EA-MO Each Month EA-MO
EA/NT Each Night N/A EA-NT Each Night EA/NT
EACH Each N/A EA Each EACH
GAL Gallon 3.785 L Liter L
HOUR Hour N/A h Hour HOUR
INCH Inch 25.4 mm Millimeter MM
L.F. Linear Foot 0.3048 m Linear Meter L.M.
L.S. Lump Sum N/A L.S. Lump Sum L.S.
LA-MI Lane Mile 1.609 LA-km Lane-Kilometer LA-KM
LB Pound 0.4536 kg Kilogram KG
Thousand Feet of
MFBM 2.3597 m3 Cubic Meter M3
Board Measure
Thousand
MGAL 3.785 kL Kiloliter KL
Gallons
MILE Mile 1.609 km Kilometer KM
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DEPARTMENT OF TRANSPORTATION
ITB No: DOT2619
S.F. Square Foot 0.0929 m2 Square Meter M2
S.Y. Square Yard 0.8361 m2 Square Meter M2
m2-25 Square Meter-25
SY-IN Square Yard-Inch 0.8495 M2-25 MM
mm Millimeter
Metric Ton
TON Ton .9072 t TON
(1000kg)
N.A.* Kip 4.448 kN Kilonewton N.A.*
Thousand Pounds N.A.*
N.A.* 6.895 MPa Megapascal
per Square Inch
SIDEWALK CLEARING:
The following information pertains to sidewalk and shared use path snow and ice removal throughout the State
of Delaware. As used throughout this ITB, the term "sidewalk" shall mean and include any concrete or paved
walking surface for use by pedestrians, including but not limited to shared use paths, cross-walks, curb ramps or
other facilities identified by the DEPARTMENT for which the DEPARTMENT issues a work order to clear of
ice and snow or otherwise provide services covered by this ITB. The following must be adhered to:
CONTRACTORS RESPONSIBILITIES:
1. Provide snow and ice removal for designated sidewalks or paths throughout the State of Delaware after
the accumulation of a minimum of three (3) inches of snow and ice as reported on the DEPARTMENT
website for Official Snowfall Accumulations or as directed by the DEPARTMENT
representative.(https://deos.udel.edu/applications/snow-conditions/#/)
2. Completion of a location is defined as bare pavement for the width of the sidewalk or identified
pedestrian use area with snow appropriately placed within the right of way.
3. The contractor shall be licensed and insured to perform this type of work in Delaware.
4. The DEPARTMENT will notify selected bidders before each snow event of its intent to potentially utilize
the contract.
5. The contractor shall mobilize to the assigned location(s) as quickly as possible. Notice To Proceed time
is the time when an Authorized Person directs the Contractor to start Work at a specific Location by a
specific report time. Mobilization Bonus will be paid for each crew at each location based on the pay
table below:
a. Mobilization Bonus Pay Table
Hours from NTP to Arriving on Site & Working
Crew Size Per Location <12 <18 <24
3 or more pieces of
equipment and 5 or more $ 3,000.00 $ 2,000.00 $ 1,000.00
personnel
2 pieces of equipment
$ 2,000.00 $ 1,500.00 $ 750.00
and 3 personnel
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