20-010, SNOW PLOWING SERVICES (CONTINUOUS RECRUITMENT)

Agency: City of Pawtucket
State: Rhode Island
Type of Government: State & Local
NAICS Category:
  • 561730 - Landscaping Services
  • 561790 - Other Services to Buildings and Dwellings
Posted Date: Sep 27, 2019
Due Date:
Solicitation No: 20-010
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page

20-010, SNOW PLOWING SERVICES (CONTINUOUS RECRUITMENT)

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City of Pawtucket
Seeking Private Contractors for
Bid/CR # -01
SNOW PLOWING SERVICES
AND MATERIAL SPREADERS (SANDERS)
This is a continuous recruitment solicitation
Section 1 - Instructions to Prospective Vendors for Winter Storm
Plowing Operations and Conditions Covering
Compensation
1. When called in, hired equipment shall be required to sign in and out of the Public
Works facility located at 250 Armistice Blvd., Pawtucket, RI 02860.
Compensated time will begin only when the hired equipment is on City time
designated by the time sheet. No compensatory time is to be allowed for the
attachment of plowing equipment, travel, stand-by, breakdown or meals.
2. Hired equipment shall meet minimum safety standards. Safety lighting on all
hired equipment must conform to Department requirements. The Department
reserves the right to refuse the use of a piece of hired equipment if, in the opinion
of a supervisor, the equipment is not able to do the job required. To qualify for
approval, your vehicle must pass inspection with the equipment attached. You
must call the City’s Public Works Office to arrange for this inspection.
3. If applicable, the vendor shall be in compliance with the applicable provisions of
the State Worker's Compensation Insurance laws. The owner agrees to accept
all responsibility for liabilities incurred by the rented equipment during the term of
operations to which it is assigned. The owner further agrees that the City of
Pawtucket, the Director, his agents, and employees be held harmless from any
and all claims and actions whatsoever that arise from his/her operations.
4. To insure adequate response, all vehicles must be equipped with cellular
phones. This contact information must be listed on the bid form.
5. All equipment must be registered, inspected and insured. If equipment is a non-
registered piece of equipment, copies of a bill-of-sale, title or other proof of
ownership must be presented.
6. Vendors may be required to display “Snowplowing City of Pawtucket” signs on
their vehicles. Signs will be provided by Department of Public Works. These
signs shall be displayed only when equipment is on the clock as a vendor for the
City of Pawtucket.
7.
Vehicles must be registered, inspected and insured.
Section 2 - Please Submit the Following
1. Vendors must complete the bid form listing the equipment that is available for
hire by the City of Pawtucket along with vehicle information and rates charged.
Bid forms must be signed and you must provide us with the original, not a copy.
2. The original signed Indemnification Agreement (Form A of this package).
3. If applying as an independent contractor, a copy of the DWC-11-IC – Notice of
Designation as an Independent Contractor form must be submitted. It is
important to understand that it is the Contractors responsibility to file this form
with the Department of Labor and Training. This form will not be considered
valid by the City of Pawtucket until such time as it can be verified with Rhode
Island DLT. If the Contractor is already designated as an Independent
Contractor for the City of Pawtucket, please provide a copy in your submission.
If not applying as an independent contractor, proof of workers compensation
insurance must be provided.
4. All applicants must submit a completed W-9 tax form with application (attached).
5. For each and every vehicle that is listed on the bid form you MUST provide the
following:
a) Copies of Valid registrations for all listed vehicles
b) Copies of bill-of-sales, titles, or other proof of ownership for non-
registered equipment.
6. Vehicles listed must be insured. Insurance must meet the minimums listed below:
Proof of Insurance must be submitted by December 5, 2019
a) Comprehensive General Liability Insurance (The City of Pawtucket
shall be named as an additional insured on the vendor's
Comprehensive General Liability Policy and Automobile Liability
Policy)
Combined Single Limit not less than $1,000,000 each occurrence
for bodily Injury and property damage.
b) Automobile Liability Insurance
Combined Single Limit not less than $1,000,000 each occurrence
for bodily Injury and property damage including non-owned and/or
hired vehicle coverage.
OR
Bodily Injury, per person, $500,000/ Bodily Injury, $1,000,000 per
accident/ Property Damage, $500,000 per accident including non-
owned and/or hired vehicle coverage.
7. The Department must be notified of any changes made involving vehicles or
accessories and/or change of address or telephone numbers.
8. If not registered as an Independent Contractor for the City of Pawtucket with the
RI Department of Labor (DWC-11 form filed with the Dept. of Labor), Workers'
Compensation Insurance must be supplied as required by the General Laws of
Rhode Island. Employers’ liability must be at a minimum of $500,000.
9. Vendors must complete all the necessary forms and supply all the information
requested to be placed on the City’s snow plowing list.
10. Complete applications must include:
o Signed and completed Bid Form
o Signed Indemnification Agreement (Original)
o Workers Compensation Insurance or Independent Contractor designation
(DWC-11 IC)
o Completed IRS W-9 form
o Copies of valid motor vehicle Registration (Proof of ownership for non-
registered equipment)
o Proof of Comprehensive General Liability and Automobile Liability
Insurance (For each vehicle listed on Form C)
o Cost Proposal
Submit to:
City of Pawtucket Department of Public Works - ATTN: Joey Wilson
250 Armistice Blvd.
Pawtucket, RI 02860
Section 3 - Reporting to Work/Payment Processing
When a vendor is called to start work, he/she is to report to the Department of Public
Works facility at the specified time. The driver will be required to print and sign his/her
name on a time sheet.
When the driver is notified to end work, the driver must return to the Department of
Public Works office to sign out on the time sheet. Drivers will be given a copy of their
time sheet as proof of time worked.
Vendors are required to promptly provide a typed invoice to the City for each storm they
work. These typed invoices will be matched to the time sheets. Invoices shall state
name, date of work, equipment used, hours worked and mailing address. Vendors shall
submit invoices no later than 7 days after work.
Invoices shall be addressed to:
City of Pawtucket - Department of Public Works
Plow Bill
250 Armistice Blvd.
Pawtucket, R.I. 02860
The City of Pawtucket reserves the right to pay via credit card.
Section 4 - Instructions to Bidders
Bid Submission:
Vendors must complete Form B – Cost Proposal, listing the equipment that is available
for hire by the City using codes and rates found in Bid Packet 1 – Snow Removal Rates.
Sign and date Form C. You must provide us with the original Form C, not a copy.
Make sure that all items listed in Section 2, Item 10 are submitted with this proposal.
Please Note the Following:
If Contractors insurance policy expires during the winter storm season, he/she must
provide the City with proof of renewal.
Proof of worker's compensation insurance, if applicable, must be supplied. If bidder is
an Independent Contractor pursuant to RIGL §28-29-17.1, the State of Rhode Island
Department of Labor form DWC-11-IC must be submitted with this bid and it is the
responsibility of the bidder to register with the Department of Labor. If the bidder has
already been designated an independent contractor for the City, please submit proof.
The Department must be notified of any changes made involving vehicles or
accessories, change of address or telephone numbers.

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