THIS IS NOT A BID. OPPORTUNITY FOR SNOW PLOW CONTRACTS

CAROLINE COUNTY DEPARTMENT OF PUBLIC WORKS
The County Commissioners of Caroline County are inviting interested vendors to submit information regarding
their capabilities to provide snow-plowing services for the 2026-2027 winter season. This opportunity is
intended to identify vendors who may be available to assist the County with snow and ice removal operations
as needed throughout the winter months.
This announcement is not a bid solicitation or formal request for proposals. Rather, it is an opportunity
for vendors to provide information about their services, equipment, and experience, for consideration by the
County.
Electronic copies of this contract are available by email request to npearce@carolinemd.org or by accessing
the County website at the following link: https://www.carolinemd.org/bids.aspx.
Questions regarding this opportunity should be directed to David Edwards, Roads Superintendent by email at
dedwards@carolinemd.org.
Vendor submissions must be received by the Caroline County Department of Public Works, located at 520
Wilmuth Street, Denton, Maryland 21629, Attention: David Edwards, no later than 11:00 a.m. on November
13, 2026.
The County Commissioners of Caroline County reserve the right to reject any or all submissions and to accept
or decline any vendor submission at their discretion. Submission of vendor information does not guarantee
the award of a contract or the provision of services to Caroline County.
David Edwards Robin Eaton
Roads Superintendent Director
Caroline County Public Works Caroline County Public Works
dedwards@carolinemd.org reaton@carolinemd.org

Caroline County
Department of Public Works
2026 / 2027 Winter Snow Removal Contract
THIS 2026/2027 Winter Snow Removal Contract made this ______ day of ____________________,
2026 ("Contract") by and between THE COUNTY COMMISSIONERS OF CAROLINE COUNTY,
MARYLAND, a body politic and corporate and a political subdivision of the State of Maryland (herein
"the County") and __________________ (herein "Contractor").
I. Scope of Work
1. The contractor shall provide all labor, equipment, and expertise to perform snow and ice
removal operations on roadways designated by Caroline County Public Works. Please note
that Contractor equipment may be required to operate 24 hours a day during winter emergency
operations, at the discretion of the Public Works Director or designee. If this becomes
necessary, the Contractor will be responsible for providing relief operators. All applicable
Federal Motor Carrier Safety Administration (FMCSA) regulations, including hours of service,
shall apply to all Contractor equipment and operators.
2. Independent Contractor. Contractor is and shall at all times remain an independent
contractor and is not an employee, agent, servant, partner, or joint venturer of Caroline
County. Contractor shall have sole responsibility for the hiring, supervision, compensation,
discipline, scheduling, and direction of its employees and operators, subject to the County's
authority to designate the roads, routes, locations, priorities, materials, and operational
objectives for the Services. Contractor shall be solely responsible for all payroll taxes,
unemployment insurance, workers' compensation coverage, benefits, and other obligations
applicable to its personnel. Neither Contractor nor any of its employees, agents, or operators
shall be entitled to any compensation or benefits provided by the County to County
employees.
3. The Contractor shall provide available equipment with operators, equipped at the Contractor's
expense, per the specifications found in this Contract. The Contract equipment shall be
available for work under the direction of Caroline County Public Works for snow and ice
removal operations from November 16, 2026, thru April 30, 2027, on an as needed basis,
seven days a week, twenty-four hours a day. On rare occasion, Caroline County Public Works
may need to utilize the services of Contractors outside of this date range. With most winter
storms, the Contractor will be given advance notice as to when the County will need their
services and usually the County will need the Contractors services for winter events where the
accumulation reaches 3 inches or more. In the rare occurrence of a Pop-Up Storm or
emergency, the Contactor shall be able to report to the assigned area by Caroline County
within 4 hours of notification.

4. Contractor Equipment that has met all requirements in this contract for snow and ice removal
operations will be paid for, a pre-season retainer, hourly rates during operations and a post
season retainer upon successful completion of the winter season.
5. The Contractor shall provide operators that possess a valid driver's license for the equipment
they will be operating, valid DOT medical certificate (if applicable), and follow all requirements
associated with the operation of the equipment to be used for snow and ice removal
operations.
6. The Contractor's equipment and operators shall be available 7 days a week and 24 hours a
day. The Contractor shall assign operators capable of communicating in English. The County
reserves the right to place any piece of hired equipment on actual operating time, and to
discontinue the use of a piece of hired equipment at any time as field conditions require or if a
hired piece of equipment is not working satisfactorily. The Director or designee will be the sole
judge as to whether a piece of equipment is performing satisfactorily and meeting the County's
operational needs. Nothing in this Contract guarantees Contractor any minimum number of
call-outs, operating hours, assignments, routes, or compensation other than an earned
retainer expressly provided herein. The County may utilize County personnel, other
contractors, or other resources at any time and in its sole discretion.
7. The Contractor shall establish communications with the County for the duration of this
contract. The Contractor shall provide a home/office/cell phone number where the County can
contact or leave a message for the Contractor 7 days a week, 24 hours a day.
8. The Contractor shall furnish and maintain all safety equipment required by the County,
including but not limited to working lights, load covers, back-up alarms, heaters, wipers and
defrosters. The Contractor shall furnish and maintain all exterior lighting systems including
rotating or strobe lighting that provides 360-degree visibility. Vehicle headlight beam is
required to meet Maryland Motor Vehicle Laws concerning visibility both to and from the
vehicle with all attachments. The Contractor's equipment and operator shall be required to
meet all DOT regulations (if applicable), and motor vehicle laws.
9. The Contractor shall provide all service, repairs, fuel, and replacements parts (plow blades,
bolts, wiper blades, etc.) needed to keep its equipment operational for the entire winter event
and until released by the Director or designee. The County will not compensate for any
downtime on trucks and equipment that extends beyond one hour. The Contractor shall report
to the County when its equipment is down for repairs or in an accident and once the repairs
have been completed, and when the equipment is operational again. If the Contractor's
equipment is found to be inoperable during a winter event and has not been reported as such
to the County, the Contractor may receive a "Notice of Unsatisfactory Performance" and may
have 50% deducted from its post-season retainer. Should a second failure to report inoperable
equipment during any winter event occur within the term of the Contract, the Contractor will
receive no post-season retainer, and the Contract may be terminated.

10. The Contractor personnel and equipment must be checked in and out by County Staff. The
Contractor's report location will be assigned during the Contractor's assigned report time.
Contractors shall adhere to all applicable County rules and regulations when entering or
exiting the Public Works Facility during winter operations. Prior to the start of the Contractors
shift, the Contractor may be asked to demonstrate that trucks/equipment are in good
operational order. The Contractor shall report to their assigned location with any/all
attachments mounted that would be needed for winter operations. The Contractor shall have a
full tank of fuel on all equipment when it reports to the County. The Contractors operators shall
provide the assigned County representative with their cell phone number for communication
purposes. The Contractors operators shall coordinate the re-fueling of equipment on or close
to the assigned snow route to minimize disruptions to field operations. When not in operation,
all trucks loaded with materials must be covered with a load tarp to prevent freezing of
materials. At the end of operations, the operator shall check out with their assigned County
representative. Compensable time begins when the equipment and operator have reported to
the County designated location, have been checked in by authorized County personnel, and
are directed to commence operations. Compensable time ends when the equipment is
released from service by authorized County personnel. Travel to and from the reporting
location, fueling, repairs, maintenance, meals, operator changes, and other downtime are not
compensable unless expressly authorized by the Director.
a. Vehicle Location Monitoring. As a condition of using a vehicle to perform services
under this Contract, the Contractor shall comply with the County's vehicle location
monitoring requirements. For each approved vehicle, the County may elect either to
provide a County owned device for the Contractor to carry or to approve a vehicle
location system maintained by the Contractor.
b. If the County provides a device, the Contractor shall ensure that the vehicle has a
suitable power source, permit the County or its designee to install or connect the
device, keep the device powered and operational while the vehicle is performing
services for the County, and protect and return the device as directed. The Contractor
shall not remove, alter, disable, or interfere with the device.
c. If the County approves a Contractor maintained system, the Contractor shall maintain
it in working order and provide the County, at no additional cost, access to vehicle
location information while the vehicle is performing services for the County. The system
must allow the County to view the vehicle's location during operations and review or
export the related location records afterward in a format reasonably usable by the
County.
d. The Contractor shall promptly report any failure of a device or system and cooperate
with the County on an alternative method to verify the vehicle's work. A vehicle may not
perform services unless its required monitoring method is operating or the County has
approved an alternative. The Contractor shall notify vehicle owners and operators of the
monitoring required during County operations and obtain any consent needed for
installation or access to the data. In the event that a location monitoring device is not
functioning and the contractor cannot be reached, the contractor will not be paid for
the vehicle with the non-functioning device.

11. Contractor equipment may not be stored on County property unless approved by the Director
or designee. Any Contractor equipment that is approved for storage on County property must
be locked and all keys removed from the Contractor equipment when not in use. Caroline
County shall not be held liable for any damages to the approved Contractor equipment, or any
damages caused by or otherwise associated with the storage or misuse of the approved
equipment.
12. Upon approval of the Director or designee, the Contractor may add additional or replacement
equipment to the current contract during the winter season. The Contractor shall notify the
Director or designee of the need to include additional or replacement equipment and to assure
that any additional or replacement equipment has met all requirements outlined in the
Contract prior to its use for snow removal operations for the County. The Contractor shall
utilize the additional or replacement equipment only after the Director or designee has
approved the additional or replacement equipment to be added. The Contractor shall not
modify or alter any equipment configuration of the retained equipment for the duration of the
Contract period.
13. The County may terminate this Contract based on the Contractor's unsatisfactory
performance. The determination of whether the contracted equipment and its operators
performance is satisfactory will be at the sole and absolute discretion of the County. By way of
example, and not limitation, the County may terminate immediately for failure to respond to a
call-out, unsafe operation, failure to maintain required insurance or licensing, use of an
unauthorized operator or equipment, material breach, or conduct that the Director reasonably
determines, in his or her sole discretion, presents a threat to public safety or County
operations. The County may also terminate this Contract for convenience upon seven days'
written notice.
14. The Contractor shall, within five (5) business days from the completion of a call out, have its
work hours verified and submit an invoice. Pre-season retainer invoices must be submitted by
November 16, 2026. Post-season retainer invoices must be submitted by May 10, 2027. Any
delinquent invoices will result in the Contractor receiving a "Notice of Unsatisfactory
Performance".
15. The Contractor shall not subcontract, delegate, or assign any portion of the work or obligations
under this Contract to a third party.
II. Compensation to the Contractor for Snow and Ice Removal Operations
Compensation to the Contractor will consist of a pre-season retainer fee paid at the start of
the winter season, a pre-set hourly rate paid for each piece of equipment while it is performing
operations for the County, and a post-season retainer fee. There will be no compensation
allotted for cleanup time to the Contractor. Compensation will only be made when the
Contractor meets the requirements detailed in this Contract.

Pre-Season Retainer - Upon successful completion of the pre-season Inspection, as
determined by the Director or designee, the Contractor will receive a pre-season retainer fee.
The Contractor's equipment shall be inspected by the County to ensure it is suitable for Winter
Operators. The Contractor shall coordinate this inspection with the County by November 15,
2026. If the Contractor fails to meet this deadline by close of business on November 15, 2026,
the County may terminate the Contract for default. To complete this inspection, the Contractor
can bring the equipment to the Public Works Yard, or the Contractor can coordinate with
Public Works staff to have equipment inspected at the Contractor's site. After the pre-season
requirements have been successfully completed by the Contractor, the pre-season retainer
will be paid.
Post-Season Retainer - Upon successful completion of this Contract, as determined by the
Director or designee, the Contractor will receive a post-season retainer fee. The post-season
retainer fee will be paid provided that:
* All outstanding invoices, including the post-season retainer invoice, from the Contractor
have been received by the County by May 10, 2027. All items for payment require a detailed
invoice from the Contractor.
* The Contractor reported ready to work, for every call out, in a timely manner, in the
equipment requested and defined by this Contract.
* The Contractor did not receive a notice of unsatisfactory performance from the County.
Fuel Surcharge Allotment
Caroline County's pay rates assume local fuel at $4.50 per gallon. When the average fuel in our
service area rises more than $0.50 above this baseline at the time of services, a fuel surcharge
can be applied to the Contractors invoice of 5% of the total value of the invoice AND for every
$0.50 cents diesel fuel cost increase over the $5.00 per gallon baseline the Contractor can add
an additional 1% increase to the fuel surcharge of the total value of the invoice.
Diesel prices will be determined by the U.S Energy Information Administration (EIA) and be
based on the EAST COAST (PADD1) price for the week the work was completed. This
information can be found at https://www.eia.gov/petroleum/gasdiesel/. Invoices must note
the date(s) of work to receive this surcharge.
Pay Rates for Snow and Ice Removal Services
In addition to the retainer fees and fuel surcharge allotment, an hourly rate will be paid for
each piece of equipment while performing operations under the direction of the County. The
hourly operating rates listed below include the equipment, an operator, an operator cell phone,
and Contractor provided fuel, oil, maintenance of equipment, blades and all other incidentals
necessary to perform snow and ice removal services for the County. Hourly rates only apply to
County approved equipment. The rates are as follows:
Loaders with bucket or plow:
Pre-Season Retainer - $500.00

Post-Season Retainer - $750.00
Medium size with 2 cubic yard bucket or plow - $185.00 per hour.
Large size with 3 to 4 cubic yard bucket or plow - $200.00 per hour.
Four-wheel drive pickup truck with plow (minimum 34 ton)
Pre-season retainer - $250.00
Hourly Rate -$115.00
Post-season retainer - $500.00
Four-wheel drive pickup truck with plow and slide in spreader (minimum 34 ton)
Pre-season retainer - $350.00
Hourly Rate - $120.00
Post-season retainer - $500.00
Equipment Specifications for snow and ice removal equipment
Note: All contractors supplied equipment must meet the following minimum specifications.
The Director or designee will be the sole judge as to whether the equipment meets the
County's requirements.
Snowplow - For dump trucks, loaders, tractors and graders, Contractor must have an installed
and functional heavy duty angle snowplow for roadway use. The plow shall be 10-foot in length
and a minimum of 40 inches in height and fully operational unless otherwise specified.
Examples of this plow type include, but are not limited to, manufacturers such as Goodroads,
Valk, or Monroe.
For small dump trucks and pickup trucks, Contractor must have an installed and functional
angle reversible snowplow for roadway use. The plow shall be 8-foot in length and a minimum
of 30 inches in height and fully operational unless otherwise specified.
Salt Spreader - Shall consist of an installed and functional full width tailgate spreader or an
equivalently sized V-Box type spreader for use in pickups, small dump trucks, single axle dump
trucks, tandem axle dump trucks, and tri-axle dump trucks. These units shall be hydraulically
or electronically driven in proportion to the distribution of material given the capacity of the
truck. All tailgate style spreader trucks shall have one or more appropriately sized shields
permanently attached to each side of the tailgate or spreader box to prevent material from
spilling out the sides.
III. Insurance Requirements: (registered/tagged equipment)

The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any
minimum requirements established by law if higher, for the duration of the Contract, including
option periods, if exercised:
The following type(s) of insurance and minimum amount(s) of coverage are required:
A. Commercial General Liability - of $1,000,000 combined single limit per occurrence for
bodily injury, property damage, and personal and advertising injury, and $2,000,000 annual
aggregate. The minimum limits required herein may be satisfied through any combination
of primary and umbrella/excess liability policies.
B. Worker's Compensation - The Contractor shall maintain such insurance as necessary or
as required under Workers' Compensation Acts, the Longshore and Harbor Workers'
Compensation Act, and the Federal Employers' Liability Act, to not be less than one million
dollars ($1,000,000) per occurrence (unless a state's law requires a greater amount of
coverage). Coverage must be valid in all states where work is performed.
C. Automobile or Commercial Truck Insurance - The Contractor shall maintain Automobile or
Commercial Truck Insurance (including owned, leased, hired, and non-owned vehicles)
with a combined single limit of not less than $1,000,000 per accident for bodily injury and
property damage with Liability, Collision, and PIP limits.
The County shall be listed as an additional insured on the faces of the certificates
associated with the coverages listed above, including umbrella policies, excluding
Workers' Compensation Insurance.
All insurance policies shall be endorsed to include a clause requiring the insurance carrier
to provide the Procurement Officer, by certified mail, not less than 30 days' advance notice
of any non-renewal, cancellation, or expiration. The Contractor shall notify the
Procurement Officer in writing, if policies are cancelled or not renewed within five (5) days
of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of
replacement insurance coverage to the Procurement Officer at least 15 days prior to the
expiration of the insurance policy then in effect.
Any insurance furnished as a condition of the Contract shall be issued by a company
authorized to do business in the State.
The Contractor must provide current certificate(s) of insurance with the prescribed
coverages, limits and requirements set forth in this section within five (5) Business Days
from notice of recommended award. During the period of performance for multi-year
contracts, the Contractor shall provide certificates of insurance annually, or as otherwise
directed by the Contract Monitor. The contractor shall submit a Certificate of Insurance to
the Director with each contract submittal package. All insurance policies and vehicle
registrations must be maintained at a minimum throughout the contract period with
Caroline County Maryland.
D. Indemnification. To the fullest extent permitted by law, Contractor shall defend,
indemnify, and hold harmless the County Commissioners of Caroline County, Maryland,
Caroline County, and their respective elected and appointed officials, officers, employees,
agents, and representatives from and against any and all claims, demands, actions, suits,
liabilities, losses, damages, judgments, fines, penalties, costs, and expenses, including
reasonable attorneys' fees and costs of investigation, litigation, enforcement, and appeal,

arising out of or relating to the performance or nonperformance of this Contract by
Contractor or its employees, operators, agents, or representatives, including claims for
bodily injury, death, or damage to real or personal property, except to the extent caused by
the sole negligence of the County. Contractor's obligations under this Section shall survive
expiration or termination of this Contract. This indemnification provision shall apply to all
costs, expenses and reasonable attorneys' fees incurred to enforce this indemnification
provision, as well as any appeals related thereto, and all collection efforts by the County
resulting from an indemnification award.
E. Governmental Immunity. Nothing contained in this Contract shall be construed as a
waiver of any governmental, sovereign, statutory, or other immunity, defense, limitation of
liability, or protection available to Caroline County, the County Commissioners of Caroline
County, or their officers, employees, or agents under Maryland law. No provision of this
Contract shall be construed to create any liability or obligation of the County beyond that
imposed by applicable law.
IV. Term
The term of this contract will run from November 16, 2026, to April 30, 2027.
V. General Provisions
A. Compliance with Laws. Contractor shall comply with all applicable federal, State, and
local laws, statutes, ordinances, rules, and regulations in performing this Contract,
including all applicable motor vehicle, commercial vehicle, licensing, safety, hours-of-
service, and workers' compensation requirements. Contractor shall be solely
responsible for ensuring that each operator assigned to perform Services is properly
licensed, qualified, and legally permitted to operate the equipment assigned to that
operator.
B. Non-Assignment by Contractor. Contractor shall not assign, transfer, delegate, or
subcontract this Contract or any right, duty, or obligation hereunder without the prior
written consent of the County. Any approved subcontractor shall be subject to all
requirements of this Contract applicable to Contractor, including insurance, licensing,
equipment, safety, and operator requirements. Approval of any subcontractor shall not
relieve Contractor of any obligation or liability under this Contract, and Contractor shall
remain fully responsible for the acts and omissions of its subcontractors and their
employees and agents.
C. Nonappropriation. Notwithstanding anything to the contrary contained in this
Contract, all payment and performance obligations of the County are subject to the
appropriation and continued availability of sufficient funds for such purposes. Nothing in
this Contract shall constitute or be construed as creating a debt, pledge, or obligation of the
County beyond funds lawfully appropriated and available for the applicable fiscal year. If
sufficient funds are not appropriated or otherwise made available, the County may terminate
this Contract by written notice to Contractor without penalty or further liability. The County

shall remain responsible only for amounts properly due for conforming Services performed
and accepted before the effective date of termination.
D. Governmental Immunity. Nothing contained in this Contract shall be construed as a waiver
of any governmental, sovereign, statutory, or other immunity, defense, limitation of liability, or
protection available to Caroline County, the County Commissioners of Caroline County,
Maryland, or their respective elected or appointed officials, officers, employees, or agents.
Nothing contained in this Contract shall be construed to waive, modify, or enlarge any rights,
defenses, limitations, or protections available to the County under the Maryland Local
Government Tort Claims Act or other applicable law.
E. Governing Law and Venue. This Contract shall be governed by, construed, and enforced in
accordance with the laws of the State of Maryland, without regard to its conflict-of-laws
principles. Any action or proceeding arising out of or relating to this Contract shall be brought
exclusively in a State court of competent jurisdiction located in Caroline County, Maryland,
or, if federal jurisdiction exists, in the United States District Court for the District of Maryland.
Contractor consents to personal jurisdiction and venue in such courts.
F. Entire Agreement; Amendments. This Contract, including all attachments and documents
expressly incorporated herein, constitutes the entire agreement between the parties
concerning its subject matter and supersedes all prior or contemporaneous agreements,
representations, negotiations, or understandings, whether oral or written, concerning the
same subject matter. No amendment, modification, waiver, or change to this Contract shall
be valid or binding unless in writing and executed by authorized representatives of both
parties.
G. No Waiver. The failure of the County to insist upon strict performance of any term or
condition of this Contract, or to exercise any right or remedy available hereunder, shall not
constitute a waiver of that term, condition, right, or remedy. A waiver of any breach shall not
constitute a waiver of any subsequent breach or of the provision itself.
H. Severability. If any provision of this Contract or its application to any person or circumstance
is determined to be invalid, illegal, or unenforceable, the provision shall be enforced to the
maximum extent permitted by law, and the invalidity, illegality, or unenforceability shall not
affect the remaining provisions of this Contract.
I. Notices. Any notice required under this Contract shall be in writing and shall be deemed given
when personally delivered, sent by nationally recognized overnight delivery service, or
deposited in the United States mail, certified mail, return receipt requested, postage prepaid,
addressed as follows:
If to the County:
County Commissioners of Caroline County, Maryland
Attn: Robin Eaton, Director of Public Works
520 Wilmuth St.
Denton, MD 21629
With a copy to:
County Attorney
Caroline County, Maryland
109 Market Street
Denton, Maryland 21629