Snow & Ice Maintenance RFQ

SNOW & ICE MAINTENANCE REQUEST FOR QUALIFICATIONS DUE:
EOD - 11/9/2026
Drop Off, Mail or Email: Landbank's Main Office
221 East Fourth Street, Suite 200
Cincinnati, Ohio 45202
drobinson@cincinnatiport.org
Mission Statement
The mission of the Hamilton County Land Reutilization Corporation (HCLRC or Landbank) is to return
vacant properties to productive use through the tools statutorily provided to the HCLRC and by
leveraging the resources of HCLRC's executive arm, The Port. In cooperation with our governmental
and non-governmental partners and through our relationships with private developers, the HCLRC
focuses on creating diverse commercial and residential opportunities through catalytic investment in
neighborhoods. These investments improve community quality of life, support blight and nuisance
abatement, encourage neighborhood stabilization and revitalization, increase property values, and
return unproductive properties to contributing, tax-paying status.
The Landbank is seeking qualified contractors to provide snow and ice management services for
Landbank-owned commercial, industrial, and residential properties. Services may include snow
plowing, sidewalk clearing, ice control, salting, de-icing, and related winter maintenance activities
necessary to maintain safe and accessible properties throughout the winter season.
The Landbank anticipates awarding contracts to one or more contractors. Work may be assigned
based on service category, geographic area, contractor capacity, response capabilities, specialized
equipment, demonstrated experience, or any other factor that the Landbank determines best serves
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the needs of its properties and tenants. The Landbank may elect to award separate contracts for
residential properties and commercial/industrial properties.
Contracts shall be for a one-year term, with the option to extend for additional one-year periods
upon mutual agreement of both parties. A contract award does not guarantee any specific volume of
work.
The Landbank expects all contractors to understand and support its mission, Policies and Procedures,
and Purchasing Policy. Many Landbank-owned properties serve critical redevelopment, tenant
occupancy, and neighborhood stabilization functions. Contractors will be expected to provide
reliable snow and ice management services that protect public safety, maintain business operations,
preserve tenant access, and support the Landbank's ongoing efforts to return properties to
productive use.
Companies located within the Cincinnati region with demonstrated experience and capacity in snow
and ice management services are invited to respond to this Request for Qualifications. The Landbank
encourages participation from small, emerging, and disadvantaged businesses. Following the
submission deadline, the Landbank will review all proposals and establish a pool of qualified
contractors. The Landbank reserves the right to reject any or all submissions, rescind and republish
this request, or make no award if it determines that doing so is in its best interest.
BID LISTS
Properties are broken up into 5 groups. Two commercial/industrial lists, two residential lists, and one
list of priority sidewalks. Each site and List as a whole should be quoted with your best price, and
each List will be awarded to a single contractor. You may bid on as many or as few of the Lists as
you choose.
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PROPOSAL REQUIREMENTS
Please provide the following in the proposal:
1. Completed Bid Cover Sheet [Attached to this Request]
2. Completed Bid Sheets
3. A Contractor Pre-Qualification Form [Attached to this Request], including documentation of
most recent W-9, required insurance, and worker's compensation coverage (if not already on
file).
Scope of Work: Snow & Ice Removal
Weather Monitoring
- Contractors shall continuously monitor weather forecasts and storm conditions throughout
the contract period.
- Services shall be initiated proactively without requiring individual work orders from the
Landbank.
Snow Event Triggers
- Unless otherwise directed, snow removal operations shall begin when the forecast
shows snow accumulation anticipated to reach approximately one (1) inch.
- In the event of forecast and pre-treating has been completed but snowfall doesn't follow. We
understand that pre-treatment decisions must often be made based on forecasted weather
conditions. Therefore, the Port Authority will compensate contractors for up to three (3) pre-
treatment events where snowfall does not ultimately occur. Beyond the third occurrence,
additional pre-treatment applications that are not followed by a snowfall event will not be
compensated. Contractors should exercise due diligence when reviewing forecasts and
planning operations to minimize unnecessary applications.
- The Landbank may adjust service triggers depending on forecasted weather conditions, site
requirements, tenant needs, and safety considerations.
- In addition, the Contractor shall provide ice control services regardless of snowfall
accumulation whenever weather conditions create or are forecasted to create
hazardous walking or driving conditions, including but not limited to:
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o Freezing rain or freezing drizzle;
o Sleet events;
o Snowfall accumulations of less than one (1) inch that result in slippery surfaces;
o Melting and refreezing conditions;
o Black ice formation; or
o Any condition resulting in ice accumulation on paved surfaces, sidewalks, entrances,
stairs, ramps, or parking areas.
Ice Control
- Contractors shall monitor all assigned properties for hazardous ice conditions and apply de-
icing materials as necessary to maintain safe access.
- Approved materials may include:
o Rock salt
o Treated salt
o Liquid brine
o Commercial ice melt products
Contractor shall identify all materials used in its proposal.
Property Protection
- Contractors are responsible for exercising care around:
* Curbs, Sidewalks, Landscaping, Fencing, Light poles, Utility structures, Vehicles, Buildings,
& Signage
Any damage caused by contractor operations shall be reported immediately to the Landbank.
Property Types For Removal
Commercial/Industrial Snow Removal Services
- Contractors shall maintain safe and operational access to all assigned commercial and
industrial properties.
- Required service areas may include:
o Parking lots, Access drives, Fire lanes, Sidewalks, Building entrances, Loading docks,
o Shipping and receiving areas, Service roads, & Employee entrances
Parking Lot Operations
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- Parking lots shall be plowed in a manner that maintains continuous site access and safe
vehicular movement.
- Priority shall generally be:
o Building access points
o Main vehicular entrances
o Primary traffic lanes
o Employee parking areas
o Visitor parking areas
o Secondary access routes
- Snow shall be pushed to designated storage areas approved by the Landbank.
- Snow piles shall not obstruct:
o Parking spaces, Drainage structures, Building entrances, Fire lanes, Visibility at
intersections, & Loading operations
Warehouse and Truck Bay Access
- Certain facilities include active warehouse operations with tenant occupancy.
- Contractors shall prioritize:
o Truck courts, Loading docks, Trailer access areas, Shipping and receiving bays, &
Employee access points
- Snow accumulation shall not interfere with truck movement, loading operations, or tenant
access.
- Contractors may be required to return to sites during active snowfall events to
maintain operational access.
Sidewalk and Entrance Clearing
- All sidewalks, pedestrian pathways, stairs, ramps, and building entrances shall be cleared of
snow and treated for ice as required.
- Special attention shall be given to ADA-accessible routes.
Residential Snow Removal Services
- Some residential properties require priority services and will be noted as such.
Contractors awarded a contract for residential snow removal services shall make every effort
to service priority residential properties as early as possible following snow events so
residents can safely access employment, schools, healthcare, and other daily activities.
- Preference will be given to contractors demonstrating sufficient staffing, equipment, and
operational capacity to prioritize Landbank residential properties during all snow events.
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Driveway Clearing
- Contractor shall clear:
o Full driveway width, Parking pads, Garage approaches, & Drive aisles
o Snow shall be placed in locations that minimize re-entry obstruction and resident
inconvenience.
Walkway Clearing
- Contractor shall clear:
o Front sidewalks, Primary walkways, Front entrance paths, Steps, & Porch approaches
o Where applicable, sidewalks adjacent to public streets shall also be cleared.
Residential Ice Control
- Contractor shall apply de-icing material as necessary to maintain safe conditions on:
o Walkways, Stairs, Entry points, & Sidewalks
Priority Sidewalks
The Landbank owns properties along major roads with high levels of pedestrian use.
Sidewalk Clearing
Contractor shall:
o Clear walkways in the public right of way
Apply de-icing material as necessary to maintain safe conditionsScheduling and Response
Requirements
1. Seasonal Service Period
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o Snow and ice management services shall generally be provided between November
15 and March 31, unless otherwise directed by the Landbank.
o Contractors shall actively monitor weather conditions throughout the winter season
and be prepared to mobilize services as needed.
o The Landbank reserves the right to request service outside of the standard season
due to unusual weather conditions.
o Photo Documentation:
o Contractors shall provide photo documentation of completed services.
o Photos shall include:
1. Commercial Properties
Parking lot overview, Building entrance, Sidewalks, Loading docks and truck
bays (where applicable)
2. Residential Properties
Driveway, Front entrance, Walkway, Public sidewalk (if applicable)
o Photos shall be uploaded within twenty-four (24) hours of service completion.
Training on program used to upload photos will be provided.
2. Snow Event Response Requirements
o Contractors shall initiate snow removal operations when snowfall Forecast anticipates
reaching the trigger depth of 1 inch, unless otherwise directed by the Landbank.
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o Contractors shall maintain service during prolonged or continuous snowfall events
when necessary to keep priority properties accessible.
o Commercial and industrial properties may require multiple visits during a single
weather event.
o Contractors shall identify expected mobilization times and response procedures
within their proposal.
3. Property Prioritization
Contractors shall maintain access to operational commercial and industrial facilities throughout
snow events whenever practicable. Additional visits may be required during prolonged snowfall
events to ensure tenant operations are not disrupted.
Contractors shall:
o Prioritize Landbank residential properties within their snow removal operations plan.
o Provide sufficient staffing, equipment, and route capacity to ensure timely service
during both routine and significant snow events.
- Site Additions/Removals
o Properties may be added or removed throughout the contract term.
o New sites must be inspected within 24 hours of assignment and incorporated into
the contractor's service route.
o Pricing for newly assigned properties shall be based upon the rates established
in the awarded contract and property characteristics.
Reporting & Communication
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Contractor shall immediately report:
- Unsafe conditions, Property damage, Vehicle accidents, Equipment failures affecting service,
Access issues, Tenant complaints, & Hazardous ice conditions
Communication Standards
- Contractor must maintain ongoing communication with designated Landbank staff and
respond to inquiries within 24 hours.
Agreement Requirements
- Signing of the Landbank Master Service Agreement is required prior to work.
Disqualification for Performance
Contractors may be excluded from future work, subject to termination, and/or liable for costs if any
of the following occur:
Contractors may be terminated or removed from future consideration for:
* Failure to mobilize after trigger depth is reached
* Failure to clear designated priority facilities
* Failure to maintain truck bay access
* Failure to provide timely residential service
* Failure to apply de-icing materials when needed
* Failure to communicate delays
* Failure to provide photos
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* Property damage caused by negligence
* Unauthorized subcontracting
* Failure to meet Landbank scheduling requirements
Prohibitions / Exclusions from Work
The Landbank reserves the right, in its sole discretion, to amend, suspend, terminate, or reissue a
contract at any time for any reason, including but not limited to non-performance or for any activity
by the contractor which is inconsistent with the Landbank's mission, goals, Policies & Procedures, or
Purchasing Policy.
CONTRACTOR PRE-QUALIFICATION FORM
Please complete if you have not submitted this form in the last 3 months.
NOTE TO CONTRACTORS:
The Hamilton County Land Reutilization Corporation (HCLRC) emphasizes the importance of
craftsmanship and quality materials in the performance of work. This emphasis requires a certain
level of skill and experience on the part of the contactor. Consequently, the HCLRC has established a
pre-qualification procedure for contractors. Contracts for work are awarded only to pre-qualified
contractors.
INSTRUCTIONS:
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