RFQ Q004182 Snow Clearing

Q004182
"SNOW CLEARING"
1.0 GENERAL CONDITIONS:
1.1 Intent: It is the intent of this "Request" to secure the services of
contractors to provide assistance to the Public Works Department for snow
removal for the 2026-2027 Winter season.
1.2 Contract Administrator for the City: Richard Drazenovich, Director of
Public Works, or his designee.
1.3 Public Works will maintain a list of approved contractors who will be
contacted on an "as needed" basis; no work is guaranteed. Proposals will only be
accepted from contractors who have equipment suitable for snow and/or ice
removal and are committed to respond on an immediate basis.
1.4 Retainer: A standby fee of $1,500 will be paid to each approved
contractor signing-up for the program beginning November 2026 and ending March
2027. Approval will be given by the City in writing. This retainer assures the City of
the Contractor's commitment to the City to begin work within twelve (12) hours
after being notified to begin snow clearing. Invoices shall be submitted for
services rendered after each winter storm. An invoice for the standby fee shall be
for the entire season.
2.0. CONTRACTOR RESPONSIBILITIES/SCOPE OF SERVICE:
2.1 Personnel:
A. The Contractor shall mobilize assigned personnel and
equipment to the designated site within twelve (12) hours of notification.
B. The contractor shall provide one or more qualified equipment operators

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for
12-hour shifts, for the duration of snow removal operation. Shift changes will
be at the Public Works Office at 7:00 AM and 7:00 PM.
C. Personnel will not commence or cease operations without proper
notification of Public Works Supervisor.
D. Contractor will ensure his operating personnel are thoroughly
familiar with assigned areas. A contractor may be assigned a specific area
and agrees to provide supervision and shall be responsible for proper
operations of that area in accordance with VDOT standards.
E. Personnel will not depart assigned areas until complete or
reassigned by Public Works Supervisor.
F. In the event contractor equipment suffers a breakdown and
snow removal operation ceases for any reason, Public Works Dispatcher, 434-
799-5245, must be notified.
G. City personnel reserve the right to refuse contracted employees
to work if, in accordance with the City's Drug and Alcohol Plan, contracted
employee appears impaired.
2.2 Equipment:
A. Equipment may consist of:
1. Motor Graders
2. Loaders
B. Equipment shall arrive and be maintained in such manner as
to provide maximum availability for service.
C. All equipment mounted with snow chains must be properly installed
upon arrival and ready to commence plowing.
D. All equipment must be properly lighted for safe nighttime operation
and have all required warning lights and devices for operation on public streets and
highways.
2.3 Support:
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Contractor shall provide the following as a part of his bid:
A. Fuel - All equipment shall arrive fully fueled. City will not provide
fuel during storm to contractors free of charge.
B. Cutting Edges or Blades - All trucks, motor graders and tractors,
mounted with blades shall arrive with new blades properly mounted and ready to
commence plowing. All subsequent 12' blades will be replaced by the Public
Works Garage. Any larger or smaller blades will be supplied by the contractor and
installed by the City.
C. Chains - Must be new; used chains will be inspected before start of
operations. If chains are unacceptable to work two (2) 12-hour shifts before repairs
are needed, contractor shall replace chains immediately. Chains will then be
rebuilt by City Garage personnel.
2.4 Implementation:
A. Contractor shall provide names and telephone numbers of two
employees who will be authorized to dispatch personnel and equipment upon
notification to commence snow removal operations.
B. Contractor shall ensure snow plowing or cleaning is complete and
acceptable to Public Works Supervisor and according to VDOT standards. All
streets shall have snow removed to curb line or, in close proximity, as allowed by
parked vehicles. Snow will not be plowed onto sidewalks and efforts shall be made
to reduce blockage of driveways. All dead-ends and cul-de-sacs shall be cleared.
3.0 CITY RESPONSIBILITIES:
3.1 The Department of Public Works shall notify contractor to commence
snow removal operations and assign streets to be cleared according to
established priority lists.
3.2 Coordinate activities of contractor and Public Works personnel
engaged in snow removal operations.
3.3 Ensure contractor is not reassigned to other than assigned areas until
that area is completed.
3.4 If contractor provides plowing capability, but does not have
chemical/abrasives spreading, Public Works shall coordinate spreading as
required.
3.5 Provide all chemicals/abrasives.
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3.6 If the contractor elects to have the City provide "minor" repair support,
the cost of such services shall be deducted from his payment. Minor repairs shall
consist of maintenance that shall be no more than 30 minutes in length.
3.7 Contractor shall not have use of City facilities for repairs of their own
equipment.
4 SUPPLEMENTAL GENERAL CONDITIONS:
4.1 Independent Contractor:
It is expressly agreed and understood that the Contractor is in all respects an
independent Contractor as to work and is in no respect any agent, servant, or
employee of the City. The contract specifies the work to be done by the
Contractor, but the method to be employed to accomplish the work shall be
the responsibility of the Contractor.
4.2 Subcontracts:
A. No proposed subcontractor shall be disapproved by the City except for cause.
B. The Contractor shall be as fully responsible to the City for the acts and omissions
of his subcontractors, and of persons either directly or indirectly employed by
them as he is for the acts and omissions of persons directly employed by them.
C. The Contractor shall cause appropriate provisions to be inserted in all
subcontracts relative to the work to require compliance by each subcontractor
with the applicable provisions of the Contract for the improvements embraced in
this Contract.
D. Nothing contained in the Contract shall create any contractual relation between
any subcontractor and the City.
E. Payments to subcontractors
1. The contractor shall take one of the two following actions within seven days
after receipt of amounts paid to the contractor by the City of Danville for
work performed by the subcontractor
a. Pay the subcontractor for the proportionate share of the total payment
received from the agency attributable to the work performed by the
subcontractor under that contract; or
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b. Notify the agency and subcontractor, in writing, of his intention to
withhold all or a part of the subcontractor's payment with the reason for
nonpayment.
2. Individual Contractors shall provide their social security numbers and
proprietorships, partnerships, and corporations to provide their federal
employer identification numbers.
3. The contractor shall pay interest to the subcontractor on all amounts owed
by the contractor that remain unpaid after seven days following receipt by
the contractor of payment from the City of Danville for work performed by
the subcontractor, except for amounts withheld as allowed in subdivision 1.
4. Unless otherwise provided under the terms of this contract, interest shall
accrue at the rate of one percent per month."
The contractor shall include in each of its subcontracts a provision requiring
each subcontractor to include or otherwise be subject to the same payment
and interest requirements with respect to each lower-tier subcontractor.
A contractor's obligation to pay an interest charge to a subcontractor
pursuant to the payment clause in this section shall not be construed to be
an obligation of the City of Danville. A contract modification shall not be
made for the purpose of providing reimbursement for the interest charge.
A cost reimbursement claim shall not include any amount for
reimbursement for the interest charge.
4.3 Novation:
The Contractor shall not assign or transfer, whether by an Assignment or Novation,
any of its rights, duties, benefits, obligations, liabilities or responsibilities under this
Contract without the written consent of the City; provided, however, that
assignments to banks, trust companies or other financial institutions for the
purpose of securing bond may be made without the consent of the City.
Assignment or Novation of this Contract shall not be valid unless the Assignment
or Novation expressly provides that the assignment of any of the Contractor's rights
or benefits under the Contract is subject to a prior lien for labor performed, services
rendered and materials, tools and equipment supplied for the performance of the
work under this Contract in favor of all persons, firms or corporations rendering
such labor or services or supplying such materials, tools and equipment.
4.4 Observance of Laws
The Contractor at all times shall observe and comply with all Federal, State and
City laws, bylaws, ordinances and regulations in any manner affecting the
conduct of the work or applying to employees on the project, as well as all orders
or decrees which have been promulgated or enacted, by any legal bodies or
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tribunals having authority or jurisdiction over the work materials, employees or
contract. The contractor does not and shall not during the performance of the
contract for goods and services in the Commonwealth; knowingly employs an
unauthorized alien as defined in the federal Immigration Reform and Control Act
of 1986. Contractor shall prohibit the use of forced or indentured child labor in
the performance of the contract and requiring that the contractor include such
prohibition in every subcontract or purchase order that exceeds $10,000, so that
the prohibition will be binding upon each subcontractor or vendor.
4.5 Safety
All practices, materials and equipment shall comply with the Federal
Occupational Safety and health Act, as well as any pertinent Federal, State
and/or local Safety or Environmental Codes.
4.6 Drug Free Workplace
During the performance of this contract, the contractor agrees to:
A. Provide a drug-free workplace for the contractor's employees.
B. Post in conspicuous places, available to employees and applicants for
employment, a statement notifying employees that the unlawful manufacture,
sale, distribution, dispensation, possession, or use of a controlled substance or
marijuana is prohibited in the contractor's workplace and specifying the actions
that will be taken against employees for violations of such prohibition.
C. State in all solicitations or advertisements for employees placed by or on behalf
of the contractor that the contractor maintains a drug-free workplace.
D. Include the provisions of the foregoing clauses in every subcontract or purchase
order of or over $10,000, so that the provisions will be binding upon each
subcontractor or vendor.
"Drug-free workplace" means a site for the performance of work done in connection
with a specific contract awarded to a contractor in accordance with Chapter 43, the
employees of whom are prohibited from engaging in the unlawful manufacture, sale,
distribution, dispensation, possession or use of any controlled substance or
marijuana during the performance of the contract.
State law reference(s) - Authority, Code of Virginia 2.2-4312.
4.7 Insurance
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The Contractor shall not commence work under this contract until they have obtained all the
insurance required hereunder and such insurance has been approved by the City; nor shall
the Contractor allow any Subcontractor to commence work on his subcontract until all similar
insurance has been so obtained and approved. Approval of the insurance by the City shall
not relieve or decrease the liability of the Contractor hereunder.
A. Worker's Compensation including Occupational Disease and Employer's Liability
Insurance: The Contractor shall take out and maintain during the life of this
Contract Workers' Compensation and Employer's Liability Insurance for all of their
employees to be engaged in work on the project under this contract in an amount
no less than the minimum allowed by the State Corporation Commission, and in
case of such work is sublet, the Contractor shall require the Subcontractor similarly
to provide Workers' Compensation and Employer's Liability Insurance for all of the
latter's employees to be engaged in such work.
B. Comprehensive General Liability Insurance: The Contractor shall maintain during
the life of this Contract comprehensive general liability insurance as shall protect
him, the City of Danville and its offices, agents and employees, and any
Subcontractors performing work covered by this Contract from claims for damage
for personal injury, including death, as well as from claims for property damage,
which may arise from operations under this Contract, whether such operations by
himself or by any Subcontractor, or by anyone directly or indirectly employed by
either of them. The amount of such insurance shall not be less than a combination
single limit of $1,000,000.00 per occurrence on bodily injury and property damage
and $1,000,000.00 aggregate on completed operations. The comprehensive
general liability insurance shall provide the following coverage:
C. Automobile liability insurance minimum combined single limits of $1,000,000.00
for any one person and subject to the same limit for each person, $1,000,000 on
account of any one accident. This insurance shall include bodily injury and
property damage for the following vehicles:
Owned Vehicles
Non-owned Vehicles
Hired Vehicles
D. Umbrella Policy. At the option of the Contractor, primary limits may be less than
required, with an umbrella policy providing the additional limits needed. This form
of insurance will be acceptable provided that the primary and umbrella policies
both provide the insurance coverage's herein required. However, any such
umbrella policy must have minimum coverage limits of $3,000,000.00.
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E. To the fullest extent permitted by law, a Waiver of Subrogation Clause shall be
added to the General Liability, Automobile, Excess or Umbrella and Workers
Compensation policies in favor of the City of Danville and shall apply to it Owners
officers, agents and employees, with respect to all Projects during the policy
term.
F. Prior to commencement of Work on any individual Project, the Contractor shall
submit a Certificate of Insurance in favor of the City of Danville and an Additional
Insured Endorsement (in a form acceptable to the City) as required hereunder.
The Contractor's Insurance policies shall provide for thirty (30) days' notice to
City for cancellation or any change in coverage and be evidenced by the
Certificate of Insurance. Copies of insurance policies shall promptly be made
available to the City upon request.
G. The City of Danville, along with their respective officers, agents and employees,
shall be named as additional insureds.
H. Certificate holder should read as follows:
The City of Danville
427 Patton Street
Danville, VA 24541
4.8 Indemnification
A. The Contractor shall indemnify, keep and save harmless the City, its agents,
officials and employees, against all injuries, deaths, loss, damages, claims, patent
claims, suits, liabilities, judgments, costs and expenses, which may in anywise
accrue against the City, its agents, officials and employees in consequence of the
granting of this contract or which may in anyway result therefrom, whether or not
it shall be alleged or determine that the act was caused through negligence or
omission of the Contractor or his employees, or of the subcontractor or their
employees, if any, and the Contractor shall, at their own expense, appear, defend
and pay all charges of attorneys and other expenses arising therefrom or incurred
in connection therewith, and, if any judgment shall be rendered against the City in
any such action, the Contractor shall, at his own expense, satisfy and discharge
the same. The Contractor expressly understands and agrees that any
performance bond or insurance protection required by this contract, or otherwise
provided by the Contractor, shall in no way limit the responsibility to indemnify,
keep and save harmless and defend the City, its agents, officials, and employees
as herein provided. The Contractor shall have charge and control of the entire
work until its completion and acceptance by the City.
B. The Contractor shall assume all risks and responsibilities for casualties of every
description in connection with the work, except that he shall not be held liable or
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