Snow Plowing Services

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
REQUEST FOR QUOTATION
RFQ Description: Snow Plowing Services
RFQ Number: 27-13
May 28, 2026
The Town of Westerly/Westerly Public Schools, Westerly, RI, acting through its Purchasing Agent,
is hereby soliciting sealed bids for the above referenced RFQ and you are hereby invited to submit
an rates for the Scope of Work described in this Request for Quotation, in strict accordance with
the Bid Documents.
TERMS AND CONDITIONS
Bids shall be based on the Terms and Conditions as referenced in this Request for Quotation.
BID DUE DATE/SUBMITTING INSTRUCTIONS
BIDS ARE DUE and MUST BE SUBMITTED on the attached BID FORM, Attachments B, NO
LATER THAN 2:00 p.m., June 18, 2026. A Bid submitted on other than the attached BID
BREAKDOWN FORM may be rejected. Envelopes containing bids must be sealed and
addressed to the undersigned, at the Purchasing Department, Town of Westerly, 45 Broad Street,
Westerly, RI 02891 and must be clearly marked with the Name and Address of Bidder, Bid Due
Date and Time, and RFQ Number and Title. Bidders must include one original plus a Public copy
on a flash drive as defined in the Instruction to Bidders.
BIDDER'S QUESTIONS
Questions regarding this solicitation must be emailed and received by the Purchasing Dept.
at ecardillo@westerlyri.gov no later than 12:00 p.m. June 10, 2026, in a Microsoft Word
attachment with the corresponding solicitation number. Questions, if any, and responses
will be posted on the www.westerlyri.gov website as an addendum to this solicitation.
SPECIAL INSTRUCTIONS TO BIDDERS
1. Bidder shall base the Proposal on providing all materials and equipment, FOB jobsite.
2. Bid Price which exceed $50,000 must include a 5% Bid Bond and cost of Payment and
Performance Bonds. The successful Bidder will be required to post a 100% Payment and
Performance Bond.
3. Bidders shall note that their bid is based on Prevailing Wage (RIGL Sec 37-13-1 et seq.).
The successful bidder and its subcontractors must pay their workers at the applicable
prevailing wage rates (adjusted every July 1) for the various trades on a weekly basis and
submit certified weekly payroll as described in the Instructions to Bidders. Prevailing wage
rate schedules are available at the Rhode Island Department of Labor and Training website
at www.dlt.ri.gov.
4. Bidder's prices shall include all Permits/Fees.
5. Quotes must be firm for a minimum of 120 days from date of submission.
6. Bid Completeness - Pricing submitted on this project must be an all-inclusive price. The
intent of an all-inclusive Price is such that no Adds or Change Orders will be necessary.
7. If the Bidder submits a supporting/additional document with their bid, that document must
include page numbers.
8. This project is Tax exempt for Rhode Island Sales Tax and Federal Excise Taxes.
9. The Successful Bidder MUST be able to have a response time that will allow an assigned
project to be completed when requested by the Town/School.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
10. 37-12-10. Retainers relating to contracts for public works, sewer, or water main
construction. (a) Upon substantial completion of the work required by a contract
aggregating in amount less than five hundred thousand dollars ($500,000) for the
construction, reconstruction, alteration, remodeling, repair, or improvement of sewers and
water mains, or any public works project defined in 37-13-1, the awarding authority may
deduct from its payment a retention to secure satisfactory performance of the contractual
work not exceeding five percent (5%) of the contract price. (b) There shall also be
deducted and retained from the contract price an additional sum sufficient to pay the
estimated cost of municipal police traffic control on any public works project. Municipalities
shall directly pay the officers working traffic details and shall bill and be reimbursed by the
withholding authority for which the contract is being performed every thirty (30) days until
the project is complete. (c) Notwithstanding the foregoing, with respect to projects located
within the town of Warren, the withholding authority shall hold an amount from the contract
price that shall be reasonably sufficient to pay the estimated cost of municipal police traffic
control. The withholding authority shall pay to the town of Warren within seventy-two (72)
hours of written demand the actual costs of police traffic control associated with said
project on an ongoing basis.
RFQ BID DOCUMENTS
Attachment A - Scope of Work, Page 3-5
Attachment B - Bid Form Pages 6-9
Attachment C - Instruction to Bidders Pages 10-15
APPENDIX A - Bidder Certification Pages 16-20
Agreement-Westerly Standard Agreement Pages 21-29
BIDDER CERTIFICATION FORM: Bidders must include, complete, and submit a
Bidder Certification Form with each bid proposal.
This solicitation is available at www.westerlyri.gov. The Town of Westerly/Westerly Public
Schools reserves the right to reject any/all bids, waive any informalities in the bids received
and to accept and award the bid to the lowest qualified bid deemed most favorable to the
interest of the Town/School. The Town/School does not discriminate based on age, color,
gender, national origin, race, religion, sexual orientation, or disability in accordance with
applicable laws and regulations.
Regards,
Eileen Cardillo
Purchasing Agent
Town of Westerly/ Westerly Public Schools
45 Broad Street, Westerly, RI 02891
Tel. (401) 348-2599
ecardillo@westerlyri.gov
www.WesterlyRI.gov
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "A" SCOPE OF WORK
RFQ 27-13
Snow Plowing Services
The Westerly School Department is requesting proposals from vendors to provide labor, tools,
equipment and vehicles for the removal of snow for a minimum of one school in the district to a
maximum of all seven buildings. The term of this agreement is three (3) years from July 1, 2026, to
June 30, 2029, with optional extensions of two (2) twelve (12) month terms at the School's
discretion.
Scope of Services
This Contractor will be responsible for the completion of the following work scope
items:
Areas to be plowed (maps of areas included as a pdf with the bid document):
Ward Hall - Quad, Parents drop off loop, Teacher's parking lot, and student parking
lots
Babcock Hall - Vose Street parking lot, bus loop, loading dock access
Westerly Middle School - Everything including Sandy Hill Road, make cut into gravel
parking lot by soccer field (in case of fire)
Dunns Corner Elementary School - Everything including Plateau Road, bus drop off
area, parents drop off loop, parking lot-playground
Springbrook Elementary School - Parking lot, parents drop off, bus loop, and
driveway to parking lot from main road
State Street Elementary School - Bus loop, parents drop off loop, and parking lot
Bus Garage - Front lot only
SCHOOL EMPLOYEES WILL PLOW BUS GARAGE REAR PARKING LOT
CUSTODIAL STAFF RESPONSIBILITY
Clear All sidewalks and stairs adjacent to school
* The Successful Bidder will have adequate manpower to satisfy Westerly's routine and
emergency requirements.
* It should be noted that there will not be a guaranteed contract but only a Pricing
Agreement between contractor and Westerly. Westerly makes no assurances,
intended or implied, that the winning bidder will receive any given number of service
requests during the contract period of the contract. Westerly also reserves the right to
cancel the agreement at any time, with or without cause, without penalty or obligation.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
* Repetitive failure to initiate service with the allotted response time will be
grounds for cancellation of the contract.
* All bid prices will be considered firm. All bid prices shall be all inclusive of
any additional charges.
* All orders must be clearly identified with purchase order number,
department name and person's attention. No work orders shall be filled
without a Purchase Order.
* Invoice must not exceed purchase order amount. Invoice must be
submitted within 30 days of the service being performed.
* Staffing of Job The Successful Bidder will provide the appropriate number
of staff for each job and will not artificially load the job with
helper/apprentices etc.
* Material/Equipment The Successful Bidder agrees to provide written back-
up documentation of acquisition costs upon request by the Town of
Westerly/Westerly Public Schools, for items over $2,500.00 and will solicit
competitive quotes for the parts/materials/equipment over
$5,000.00.
Specifications
* Company shall provide all labor and material necessary to
complete work.
* Company shall provide proof of liability and worker's
compensation insurance.
* Company shall provide all information regarding proposed
material to be used.
* Company shall provide all written copies of work performed at
each location.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
* Contractor will inspect Property for pre-existing damage and submit a
report detailing all pre-existing damage
* Contractor is required to install curb indicators before the first snowfall.
Contractor will not submit any charge for curb indicators.
* Contractor is required to make arrangements satisfactory to repair any
damage to Property and to remove all curb indicators before final
payment and/or contract termination/expiration.
During the snow storm
* At no time, during working hours 6:00am to 10:30pm, will parking lots
and bus loops go unattended if there is more than 2" of snow on the
ground. We need this area clear for students and staff to get home
safely.
After the snow storm
* District cleanup is to start immediately after the storm is over
* Priority order: High School, Babcock Hall, Middle School, State St
School, Springbrook School, Dunn's Corner School.
* All parking spots need to be clear and available within 48 hours
* Contractor's responsibility to return to the property to keep the
entrances, drive aisles, bus loops and parking lots free from ice and
snow.
* When surfaces are slippery and/or temperatures are at or below
freezing, the contractor is responsible for applying sand over entrances,
drive aisles, bus loops and parking lots
* As requested by the Facilities Dep, contractor may be asked to provide
additional sanding of the parking lots. This would be in addition to the
normal storm accumulations specifications and should be considered to
cover the same areas but only when requested.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "B"
Bid Form
"THIS FORM MUST BE COMPLETED AND SUBMITTED WITH BID"
RFQ NUMBER: 27-13
RFQ NAME: Snow Plowing Services
The Bidder stated below agrees to provide all labor, materials, equipment, supervision and all
activities required to provide a complete scope of work as defined in the above referenced Request for
Quotation, for the following costs:
Pricing for three (3) year term: July 1, 2026 to June 30, 2029
Re-Plowing as
Snow Plow Areas
0-3 Inches 3-6 Inches 6-9 Inches 9-12 Inches 12+ Inches Sand/Salt needed
Ward Hall
Babcock Hall
Westerly Middle
School
Dunns Corner
Elementary
Springbrook
Elementary
State Street School
Bus Garage
Additional Price per
Areas/Equipment hour
Bus Garage back lot
Sidewalks
Front End Loader
Dump Truck
NOTE: All snowstorms need to be verified with the information provided by the National Weather Bureau regarding actual
accumulation and should be noted on each invoice.
The price includes all stipulations and requirements of Addendum No. , which have been received
and accepted by the undersigned.

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
Pricing for first optional extension one (1) twelve (12) month extension July 1, 2029 to June 30, 2030
Re-Plowing as
Snow Plow Areas
0-3 Inches 3-6 Inches 6-9 Inches 9-12 Inches 12+ Inches Sand/Salt needed
Ward Hall
Babcock Hall
Westerly Middle
School
Dunns Corner
Elementary
Springbrook
Elementary
State Street School
Bus Garage
Additional Price per
Areas/Equipment hour
Bus Garage back lot
Sidewalks
Front End Loader
Dump Truck
NOTE: All snowstorms need to be verified with the information provided by the National Weather Bureau regarding actual
accumulation and should be noted on each invoice.

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
Pricing for second optional extension one (1) twelve (12) month extension July 1, 2030 to June 30, 2031
Re-Plowing as
Snow Plow Areas
0-3 Inches 3-6 Inches 6-9 Inches 9-12 Inches 12+ Inches Sand/Salt needed
Ward Hall
Babcock Hall
Westerly Middle
School
Dunns Corner
Elementary
Springbrook
Elementary
State Street School
Bus Garage
Additional Price per
Areas/Equipment hour
Bus Garage back lot
Sidewalks
Front End Loader
Dump Truck
NOTE: All snowstorms need to be verified with the information provided by the National Weather Bureau regarding actual
accumulation and should be noted on each invoice.
The Successful Bidder agrees to submit ALL Quotes to Westerly and provide written documentation of
material/equipment costs.
What is the Company's Experience Modification Rating from your Insurance provider? EMR.. If over
1.0, please explain why:
Please include a copy of your
Certificate of Insurance.

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
EXCLUSIONS:
This Request for Quotation, together with all documents, specifications, drawings and documents/attachments/Addendums, are
included and constitute the entire proposal from the bidder. There are no terms, conditions, or provisions, either oral or written,
between the parties hereto, other than those contained herein. The Request for Quotation supersedes all written representation,
inducements, or understandings of any kind or nature between the parties hereto, relating to the project involved herein. Payment
Terms are net 30 days, for this scope of work.
The submitted unit pricing for this scope of work shall remain firm for the duration of any contract
awarded to the Successful Bidder.
Start ___________ Days ARO
Company Representative
Print Name:
Authorized Signature:
Email Address City State Zip
Telephone Number
Date:
Company Name:

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "C"
INSTRUCTIONS TO BIDDERS
PURCHASING DEPARTMENT
1. Submission of Bids
a. Envelopes containing bids must be sealed and addressed as indicated on the Invitation to Bid
and must be marked with the name and address of bidder, date and bid due time, and name of bid,
along with RFQ number.
b. The Purchasing Agent will decide when and if the specified time has arrived to open bids, and
no bid received thereafter will be considered. The Purchasing Agent reserves the right to waive any
informality in the bidding process.
c. Any bidder may withdraw his/her bid by written request at any time prior to the advertised time
for opening. Telephonic bids, amendments, or withdrawals will not be accepted.
d. Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of
the bid after it has been opened.
e. Proposals received prior to the time of opening will be securely kept unopened. No responsibility
will attach to an officer or person for the premature opening of a proposal not properly addressed
and identified.
f. Any deviation from the Specifications must be noted in writing and attached as part of the bid
proposal. The Bidder shall indicate the item or part with the deviation and indicate how the bid will
deviate from Specifications.
2. Prices
Bidders shall state the proposed price in the manner as designated in the Bid Proposal Form. If
there is a discrepancy between the unit prices and the extended totals, the unit prices shall govern.
In the event, there is a discrepancy between the price written in words and written in figures, the
prices written in words shall govern.
3. Terms
Cash discounts offered will be considered in determining awards. The discount period shall be
computed from the date of delivery or from the correct invoice as received by Town Treasurer,
whichever date is later. The date of delivery shall be construed to mean the date on which bid item
is determined to meet the specifications and is therefore acceptable. Discounts for a period less
than thirty (30) days may not be considered. Payment terms are net 30.
4. Qualification of Bidders
The Town/School's may make such investigations as it deems necessary to determine the ability
of the bidder to perform the work. The bidder shall furnish the town with all such information and
data for the purpose as may be requested.
5. Addenda and Interpretations
No interpretation on the meaning of the Plans, Specifications or any other Contract Document will
be made to any bidder orally. Every request for such interpretations must be in writing.
All questions pertaining to the specifications or proposal procedure should be first directed to the
Purchasing Agent. Where information from the Purchasing Agent differs from information from any
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