Snow Removal Services - November 2026 June 2030 Area II

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CITY OF VALDEZ
ALASKA
CONTRACT DOCUMENTS
Project: Snow Removal Services
Contract Number: 2546
Cost Code: 001-4400-44225
Date: November 2026 - June 2030
City of Valdez
Public Works Department
602 West Egan
P.O. Box 307
Valdez, Alaska 99686
Project Manager:
Bart Hinkle, Interim Director, Public Works Department

City of Valdez
Table of Contents
Project: Snow Removal Services
Contract Number: 2546
Invitation to Bid 3
Timeline 4
Instructions to Bidders 5
Scope of Work 9
Specifications 11
Bid Form 13
Supplementary Conditions 17
Agreement Contract 21
Attachment A - Snow Area Maps 24
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City of Valdez
Invitation to Bid
Date: September 22, 2026
Project: Snow Removal Services
Contract Number: 2546
The City of Valdez, Public Works Department, is requesting bids from qualified firms for snow
removal services within the City of Valdez.
Sealed bids will be received at the City of Valdez Shop, 602 West Egan, Valdez, Alaska 99686,
until October 6, 2026, at 4:00 pm local time. At which time they will be opened at the City
Shop (602 W. Egan) and the required bid documents (page 7 item #7 of the Contract Documents)
will be verified. If the bidder would like to submit the bid electronically, they must request a link
to the online drop box link five (5) business prior to the submission date. To request a drop box
link please email shops@valdezak.gov.
More specific information concerning the proposed services and proposal submittal guidelines
are contained in the Contract Documents, which may be obtained from the Public Works
Department. Additional information or questions should be addressed in writing to Nate Gilfillan
and Venessa Dawson through shops@valdezak.gov. All questions are due by October 5, 2026,
9:00 am local time.
Each respondent, prior to preparation of a bid, shall thoroughly acquaint themselves with the
proposed services. Submittal of a bid is verification that the Bidder is thoroughly acquainted
with the site and services required. The successful bidder must demonstrate the practical and
technical expertise necessary to accomplish the services.
The attorneys of the City of Valdez have determined that this is not a public works contract and,
therefore, the requirements for Performance and Payment Bonds and for payment of prevailing
wage do not apply. The City reserves the right to reject any and all bids and to waive any
informality therein.
Bidder's Experience
All bidders will describe in detail his experience, personnel, and equipment resources.
References from previous work are required.
Equipment Information
This bid price shall be submitted on the enclosed Bid Form and shall be based upon the
equipment information provided on pages 15 and 16 of these documents.
Bid Evaluation
The successful bid will not be selected solely on monetary criteria. Previous records of
performance of similar work and references will be used. Comparison of equipment size and
condition will also be used.
Bart Hinkle, Interim Director, Public Works Department
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City of Valdez
Estimated Timeline
Project: Snow Removal Services
Contract Number: 2546
September 22, 2026 Available to Public, advertising commences
October 06, 2026 Bids Due 4:00pm, Public opening at City Shop
October 07-10, 2026 Review Period
October 13, 2026 Notice of Intent to Award
October 20, 2026 City Council Action
October 21-23, 2026 Contract Signing
October 31, 2026 Notice to Proceed
November 01, 2026 Contract start date
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City of Valdez
Instructions to Bidders
Project: Snow Removal Services
Contract Number: 2546
CAUTION:
Your bid may be rejected if not properly executed. Check that the following items have been
accomplished to help assure a responsive bid:
1. Bid Form
a. The Bid Form has been executed and signed.
b. Addenda are acknowledged.
2. Alaska Business License
A copy of current Alaska Business License must be included with the bid, type 48-8490: Other
Support Activities for Road Transportation
3. City of Valdez Business Registration
A copy of current City of Valdez Business Registration must be included with the bid.
4. Written detail of personnel, experience, equipment, and references.
Your bid may be rejected if it contains an alteration or erasure, which is not initialed by the signed
of the bid.
GENERAL CONDITIONS:
1. GENERAL
Bidders are requested to study and follow these instructions as to the method and form for
submitting bids to avoid having their bid rejected.
Bidders will find all required forms and documents contained within this assembly. Please take
notice under Section 7, Required Documents for Bid, as to which forms and documents are
required for your bid to be accepted.
2. EXPLANATION TO BIDDERS
Any explanation desired by bidders regarding the meaning or interpretation of the drawings and
specifications must be requested in writing and with sufficient time allowed for a reply to reach
them before the submission of their bids. Oral explanations or instructions given before the award
of the contract will not be binding. Any interpretation made will be in the form of an addendum
to the specifications or drawings and will be furnished to all bidders, and its receipt by the bidder
shall be acknowledged.
3. CONDITIONS AT SITE OF WORK
Bidders must visit the site to ascertain pertinent local conditions such as the location, accessibility, and
general character of the site, labor conditions, the character and extent of existing work within or adjacent
thereto, and any other work performed thereon.
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4. ADDENDA REQUIREMENTS
The bid documents provide for acknowledgement individually of all addenda to the drawings
and/or specifications on the Bid Form. All addenda shall be acknowledged on the Bid Form prior
to reading or acceptance of bid. If the bidder receives no addenda's, the word "None" shall be
shown as specified. Every effort will be made to ensure that bidders receive all addenda when
issued. Addenda will be sent to the latest known address of the individual or company requesting
bid documents via mail, fax or email.
5. SUBMISSION OF BIDS
All bids, including any amendment or withdrawal, must be received at the address given in the
Invitation for Bids no later than the scheduled time of bid opening. Any bid, amendment, or
withdrawal that has not been actually received by the person opening bids prior to the time of the
scheduled bid opening will not be considered and will be returned unopened.
BIDS MUST BE IN A SEALED ENVELOPE MARKED AS FOLLOWS:
BIDS FOR CITY OF VALDEZ
PUBLIC WORKS DEPARTMENT
SNOW REMOVAL SERVICES
VALDEZ, ALASKA
6. PREPARATION OF BIDS
Bids shall be submitted on the forms furnished, or copies thereof, and must be manually signed in
ink. If erasures or other changes appear on the forms, the person signing the bid must initial each
erasure or change. The Bid Form will provide for the quotation of prices for all items. Bidders do
not have to quote on all areas. Alternative bids will not be considered unless called for. Unless
specifically called for, facsimile bids will not be considered. Modification by facsimile of bids
already submitted will be considered if received prior to the time fixed in the Invitation for Bids.
Facsimile modifications shall not reveal the total amount of the original or revised bid. Email Bid
Modifications to shops@valdezak.gov Subject: Bid Modification for Snow Removal Services.
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7. REQUIRED DOCUMENTS FOR BID
The following listed documents are to be completed and submitted at time of bidding. Deviation
from these requirements will be grounds for rejection of the bid.
a. Bid Form, with addenda acknowledged
b. Copy of current Alaska Business License 48-8490
c. Copy of current City of Valdez Business Registration
d. References
e. Bidder's qualification
8. REQUIRED DOCUMENTS FOR AWARD OF CONTRACT
The following documents must be executed prior to award of the contract and the beginning of the
work. Contractors are urged to expedite the completion of these requirements so that award and
notice to proceed with the work can be done in a timely manner. These documents must be
submitted within ten (10) working days after date of Notice of Intent to Award.
a. Certificate of Insurance (naming City of Valdez as an "additional insured").
b. If a corporation, corporate acknowledgement of authority to execute bid document.
c. Copy of all state and local permits required to perform the duties of snow removal.
9. BONDING REQUIREMENTS
This is not a contract that requires bonding. No bonds will be required.
10. BIDDER'S QUALIFICATIONS
All bidders will be required to submit a statement of facts in detail as to their previous experience
in performing similar or comparable work, and of their business and technical organization and
financial resources, and equipment available and to be used in performing the contemplated work.
These statements of facts must be submitted with the bid documents, or the bid will be disqualified.
11. WITHDRAWL OF BIDS
Bids may be withdrawn by written or facsimile request received from bidders prior to the time
fixed for opening. Negligence on the part of the bidder in preparing the bid confers no right for
the withdrawal of the bid after it has been opened.
12. BIDDERS INTERESTED IN MORE THAN ONE BID
Contractors bidding on multiple areas must be able to perform work in all areas simultaneously if
selected for multiple areas.
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13. REJECTION OF BIDS
The City reserves the right to reject any and all bids when such rejection is in the interest of City;
to reject the bid of a bidder who has previously failed to perform properly, or to complete on time;
and to reject the bid of a bidder who is not, in the opinion of the City, in a position to perform the
contract.
14. BID PROCEDURE
Excerpt from Valdez City Code
Section 2.80.065 Competitive Bidding
H. Except where prohibited by state or federal grant requirements, a local bidder, as defined
in Section 2.80.020, may be given consideration as low bidder where the offer is the lesser of ten
percent or fifty thousand dollars in excess of the lowest offer received from a bidder not qualified
as a local bidder. The city may split the award between two or more suppliers in any manner the
city deems to be in its best interest.
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Scope of Work
Project: Snow Removal Services
Contract Number: 2546
SCOPE OF WORK
Work shall include, but is not limited to, the furnishing of all personnel, supervision, equipment,
tools, and transportation necessary for the snow removal services in the areas described below.
Sanding is the responsibility of the contractor. Sand size shall be no larger than 3/8-. Post-
season lot clean-up is a requirement that will be considered an overhead cost. Lot clean-up
includes the removal of trash and other debris, along with leveling. Clean-up shall take place
multiple times as needed to maintain a clean appearance.
In all areas where buses operate, the bus routes are to be a priority.
AREA II - This area consists of the streets in Robe River Subdivision, including Fire
Station #3, City Water Well #7, and Valdez Cemetery Road access.
This area consists of narrow residential streets with numerous driveways. Snow
storage is limited to the street right-of-way and additional snow storage lots. Being a
crowded residential area, children are almost always present, creating an additional
cause for caution.
Terminology
Throughout this document, the term OWNER or CITY refers to The City of Valdez, BIDDER
refers to the bidder seeking the contract, and CONTRACTOR refers to the contract awardees.
Terms of Contract
Contract term shall span 4 snow-season years. The contract, if accepted, will commence November
01, 2026, and expire June 15, 2030.
Equipment and Materials
The CONTRACTOR shall furnish all supervision, personnel, transportation, tools, and equipment
necessary to complete this CONTRACT.
Contract Payments
The OWNER will pay the CONTRACTOR for the performance of this service, subject to
additions and deletions by Change Order as provided in the General Conditions, the CONTRACT
sum as set forth on the Bid Form. Payment will be conditioned upon satisfactory completion of
the Work by the CONTRACTOR, subject to the provisions of the General Conditions. Payments
will only be for work done; travel time will not be paid.
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Timely payment to the CONTRACTOR is contingent upon receipt of invoices by the Public Works
Director of the City of Valdez, P.O. Box 307, Valdez, Alaska 99686. Invoices shall be submitted
by the 10th of each month and sent to shops@valdezak.gov. Invoices should contain the
following information: Date, Weather Conditions and Snowfall Amount, Equipment, Beginning
Time & Hours. Please maintain these in the attached log and submit them with billing.
Payments may be withheld on account of:
1) If invoices are submitted later than 30 days after the end of the month in which the work was
performed
2) Defective work
3) Damage to City property caused by CONTRACTOR or CONTRACTOR'S employees or
subcontractors
4) Unsatisfactory prosecution of the Work
5) Failure to pay suppliers, subcontractors, or wages promptly, or
6) Failure to submit the weather conditions log
7) Any other material breach of this CONTRACT by the CONTRACTOR.
Changes in the Work
The OWNER, without invalidating the CONTRACT, may order changes in the Work consisting
of additions, deletions, or modifications, the CONTRACT Sum to be adjusted accordingly. A
written Change Order signed by the OWNER shall authorize all such changes in the Work. Any
adjustment to the CONTRACT Sum resulting from a change in the Work shall be determined by
mutual agreement between the OWNER and the CONTRACTOR. Where mutual agreement
cannot be reached, the value of the change will be determined by time and materials in accordance
with the General Conditions.
Cancellation of Contract
See CONTRACT DOCUMENT Item #4 Termination, page 21.
Contact Name & Number
The Contractor shall provide the City with the name and phone number of any contact persons.
These persons should be available on call if conditions warrant calling the contractor.
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