Claremont Visitors Center & Fiske Free Library Winter Snow Shoveling Service

Request for Proposal

Claremont Visitors Center & Fiske Free Library Winter Snow Shoveling Service

City of Claremont, New Hampshire

Contract Administrator:

Planning & Development Department

George Smith, Project Manager

City of Claremont

14 North Street

Claremont, NH 03743

(603) 542-7008

gsmith@claremontnh.com

October 12th, 2026

General Information:

The City of Claremont, NH (hereafter referred to as the “CITY”) invites qualified businesses to submit proposals for Claremont Visitors Center and Fiske Free Library Winter Snow Shoveling Service (hereafter referred to as the “CONTRACTOR”). Details of the project will be covered in the scope of work section of this document.

Instructions:

Proposals must be submitted in a sealed envelope no later than 12:00 PM EST on Friday, October 30th, 2026, c/o City Manager’s Office, City Hall, 58 Opera House Square, Claremont, NH 03743. Envelope must be clearly marked “Claremont Visitors Center and Fiske Free Library 2026-2027 Winter Snow Shoveling Service.” Proposals will be opened publicly at that time. Unsealed, late, emailed, or faxed proposals will not be accepted.

CONTRACTORS submitting proposals are responsible for being totally familiar with the City of Claremont and the project requested. The contact person for this project is:

George Smith

City of Claremont

14 North Street

Claremont, NH 03743

(603) 542-7008

gsmith@claremontnh.com

Proposal specifications are available on the City’s web site,

https://www.claremontnh.com/procurement

Guidelines:

All Proposals become the property of the CITY and will therefore be considered a public document which will be open to public viewing, after the bid opening. This Proposal, if accepted, will become a legally binding addendum to the eventual contractual agreement with the CITY. This request for Proposal in no way commits the CITY to make an award or reimburse any CONTACTOR for any expense incurred in responding to this request.

The successful CONTRACTOR will be required to provide proof of General Liability, Motor Vehicle, Workers’ Compensation, and Excess Liability (an “umbrella” policy) insurance, identifying the CITY as an additional insured, and must be submitted to the CITY upon signing of a contract for services. The policy must be issued by a carrier that is duly licensed to do business in the State of New Hampshire. Any subcontractors will be subject to the same insurance requirements (which will be detailed as a part of the SCOPE OF WORK).

The City reserves the right:

• To accept or reject any or all bids in whole or in part and to accept other than the lowest price proposal.
• To waive any technical defect, qualification, omission, informality, or irregularity in any proposal received.
• To amend, modify, or withdraw this Request for Proposal.
• To require supplemental statements or information from a CONTRACTOR.
• To extend the deadline for responses to this Request for Proposal.
• To waive or correct any irregularities in proposals received.

The CITY may award a contract based upon the proposals received without discussion of such proposals with the proposers. Each proposal should therefore be submitted with the most favorable terms the proposer can make to the CITY.

The CITY desires to award a base one-year contract with two option years, for a total of three years.

The awarded contract budget will not exceed $7,000 per winter. If budget threshold is met, services must be stopped until the following winter.

The Request for Proposal documents and Notice of Award shall be the agreement between the CITY and successful proposer with respect to the matters dealt with herein, and such shall supersede all other oral and written proposals, representations, understandings, and agreements previously made or existing with respect to any such matter.

Scope of Work:

The City of Claremont is seeking the services of a qualified professional lawn care/ landscape/ snow removal business to provide the following winter maintenance at the Visitor’s Center and the Fiske Free Library.

Winter

• Shoveling main walkways, sidewalks, and secondary egresses (side doors) to the Visitor Center and the Fiske Free Library during winter months during hours of operation
• Salting or sanding as needed on the walkways and/or stairways
• Shoveling and Salting of the two Stairways leading from the Visitor’s Center parking lot, one down to the lower lot, and the other down to the pedestrian bridge

Note:

• Please see attached maps for clarification of required shoveling area.
• Hourly rates shall include all material labor and equipment necessary to complete the work as described.
• Rock Salt for winter maintenance activities shall be available free of charge.
• Snow removal operations shall be completed prior to 8:00 A.M. when practical.
• During normal business hours, snow removal should commence once an estimated 3 inches of snow has accumulated.

Contract Term and Budget:

The City intends to award a contract for an initial term of one (1) year, with the option to renew for up to two (2) additional one-year terms, for a maximum total term of three (3) years.

The total compensation under this contract shall not exceed $7,000 per winter season. In the event the maximum seasonal budget is exhausted, the Contractor shall immediately suspend services upon notice from the City, and no further services shall be performed until the commencement of the following winter season, unless otherwise authorized in writing by the City.

Timeline:

Events Timetable
RFP Published	Tuesday October 13 th , 2026
Question Submittal Deadline	Wednesday October 21 st , 2026
Addenda Issued If Any	Friday October 23 rd , 2026
Final Proposal Due Date	Friday October 30 th , 2026
Proposal Opening Date	Monday November 2 nd , 2026
Anticipated Award Date	Thursday November 5 th , 2026
Anticipated Annual Contract Effective Dates	November 16 th – March 31 st

Insurance:

Comprehensive General Liability, including Completed Operations Coverage - $1,000,000 per occurrence/$2,000,000 Aggregate – CITY must be named as an additional insured.

Motor Vehicle Liability - $1,000,000 combined single limit – CITY must be named as an additional insured. Coverage must include all owned, non-owned and hired vehicles.

Worker’s Compensation to all workers providing services under this Agreement; Employer’s Liability with limits in an amount no less than statutory limits.

Proposals will be accepted that deviate from the Scope of Work, but all such submissions must specifically state exceptions to the Scope of Work on their own page labeled “Exceptions.”

Revisions:

Any questions or inquiries must be submitted, with attached bid sheets, in writing and received by Wednesday, October 21 ^st , 2026, no later than (7) calendar days prior to the proposal due date. Answers to all questions or information given to a CONTRACTOR in response to a formal request of a substantive nature will be posted on the CITY’S Procurement Opportunities page on the City of Claremont, NH website ( https://www.claremontnh.com/procurement ) no later than five (5) days prior to the due date.

Only such amendments, when issued by the CITY, will be considered as being binding on the CITY. Verbal explanations or instructions given by a CITY employee to a CONTRACTOR regarding this solicitation shall not be binding on the CITY and shall be considered informal unless confirmed in writing by the CITY. CONTRACTORS should note that all clarifications and exceptions, including those relating to the terms and conditions of the contract, are to be resolved prior to the submission of a proposal.

Submission:

1. Fee Schedule
2. Certificate of Insurance
3. Two (2) References

Deadlines:

Proposals can be delivered or mailed in and must be received by the CITY no later than 10:00 AM – EST on Friday, October 30 ^th , 2026, at which time they will be read publicly. Proposals received after this deadline will not be eligible for consideration.

Proposals should be delivered to:

Claremont City Manager

RE: Claremont Visitors Center and Fiske Free Library Winter Snow Shoveling Service

58 Opera House Square

Claremont, NH 03743

(603) 542-7002

Submission Deadline: October 30, 2026

Documents

• Visitors Center and Fiske Free Library RFP

Contact Information

Planning and Development
George Smith | gsmith@claremontnh.com

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