27-007 SNOW PLOWING & SANDING SERVICES

Location:	Rhode Island
Posted:	Sep 29, 2026
Due:	Nov 13, 2026
Agency:	City of Pawtucket
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Publication URL:	To access bid details, please log in.

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City of Pawtucket

Continuous Recruitment

CR 27-007

SNOW PLOWING & SANDING SERVICES

September 29, 2026

Section 1 - Qualifications of Prospective Vendors for Winter Storm

Plowing Operations

1. Unless applying as an Independent Contractor, the vendor shall be in compliance

with the applicable provisions of the State Worker's Compensation Insurance laws.

The owner agrees to accept all responsibility for liabilities incurred by the rented

equipment during the term of operations to which it is assigned. The owner further

agrees that the City of Pawtucket, the Director, his agents, and employees be held

harmless from any and all claims and actions whatsoever that arise from his/her

operations.

2. All equipment must be registered, inspected and insured. If equipment is a non-

registered piece of equipment, copies of a bill-of-sale, title or other proof of

ownership must be presented.

3. Hired equipment shall meet minimum safety standards. Safety lighting on all hired

equipment must conform to Department requirements. The Department reserves

the right to refuse the use of a piece of hired equipment if, in the opinion of a

supervisor, the equipment is not able to do the job required. To qualify for

approval, your vehicle must pass inspection with the equipment attached. You

must call the City’s Public Works Office to arrange for this inspection.

4. To ensure adequate response, all vehicles must be equipped with cellular phones.

This contact information must be listed on the bid form.

Section 2 – Requirements on Applications

The complete package of application containing all documents required in this section

should be submitted to:

Department of Public Works / City of Pawtucket

250 Armistice Blvd. Pawtucket, RI 02860

Attn. Eric Hammerschlag

1. The original signed Indemnification Agreement (Form A).

2. Information on vehicle/equipment that is available for hire by the City of Pawtucket

(Form B).

3. Signed Contractor Information form (Form C)

4. Signed Anti-Kickback Acknowledgment form (Form D)

5. If applying as an independent contractor, a copy of the DWC-11-IC – Notice of

Designation as an Independent Contractor form must be submitted. It is important

to understand that it is the Contractors responsibility to file this form with the

Department of Labor and Training (DLT). This form will not be considered valid

by the City of Pawtucket until such time as it can be verified with Rhode Island

DLT. If the Contractor is already designated as an Independent Contractor for the

City of Pawtucket, please provide a copy in your submission.

6. If not registered as an Independent Contractor for the City of Pawtucket with the

DLT, Workers' Compensation Insurance must be supplied as required by the

General Laws of Rhode Island. Employers’ liability must be at a minimum of

$500,000.

7. All applicants must submit a completed W-9 tax form with application.

8. For each and every vehicle that is listed on the bid form you MUST provide the

following:

a) Copies of Valid registrations for all listed vehicles

b) Copies of bill-of-sales, titles, or other proof of ownership for non-

registered equipment.

9. Vehicles listed must be insured. Insurance must meet the minimum amounts as

listed below. Bid packets may be submitted at any time but will not be processed

for approval until the packet is complete. Complete packets* must be submitted

by 3:00 PM Friday November 13, 2026 to be eligible for Early Sign Up Rates

noted in pricing Section 4 of packet.

*An Accord Insurance form does not need to be submitted by Friday November

13, 2026. However, all insurance must be in effect from December 1, 2026 thru

March 31, 2027, and the Accord Form must be provided by December 1, 2026 in

order to be eligible for this recruitment as well as the early sign up rates.

a) Comprehensive General Liability Insurance (The City of Pawtucket

shall be named as an additional insured on the vendor's

Comprehensive General Liability Policy and Automobile Liability

Policy)

Combined Single Limit not less than $1,000,000 each occurrence for

bodily Injury and property damage. AND includes $2,000,000

General Aggregate Limit* ((Example below), then b) the extra

Automobile Liability requirements will not need apply and the vendor

will be considered fully insured for this work.

***********************************************************************************

TAKEAWAY FOR VENDORS: If a Vendor meets the General Liability

Insurance Requirements below, they will still be required to carry

Automobile Liability Insurance, but only at the minimum required by

the State of Rhode Island, unless the Vendor decides on their own to

purchase more coverage.

(*EXAMPLE)

b) Automobile Liability Insurance

Combined Single Limit not less than $1,000,000 each occurrence for

bodily Injury and property damage including non-owned and/or hired

vehicle coverage.

Bodily Injury, per person, $500,000/ Bodily Injury, $1,000,000 per

accident/ Property Damage, $500,000 per accident including non-

owned and/or hired vehicle coverage on Accord Form (see

attached sample).

c) Insurance must be in effect from December 1, 2026 until March 31,

2027. Insurance renewals during this timeframe is the responsibility

of the policy holder, any laps or notice of cancelation will result in the

vendor being removed from the cities plow list for the remainder of

the season.

d) The City will be issuing a $1500 sign-on bonus to all vendors (name

that appears on the W-9). The first payment of $500 will be paid in

conjunction with the first storm (a separate invoice is required for

payment of 1st sign-on bonus) and the $1,000 balance will be paid

at the end of the season between April 1, 2027 and April 30, 2027 (a

separate invoice will also be needed for the final payment). Eligibility

for the $1,000 balance of the sign-on bonus requires submission of

a complete list of all trucks driven and all dates of attendance for all

storms.

e) It is the vendor’s responsibility to submit both their sign-on bonus

invoices at the times noted above. Invoices for sign-on bonuses

received after April 30, 2027 are not guaranteed payment. The

vendor accepts these terms with their signed submission paperwork

to Public Works to this RFP

Remarks:

1. The Department must be notified of any changes made involving vehicles or

accessories and/or change of address or telephone numbers.

2 If Contractors insurance policy expires during the winter storm season, he/she

must provide the City with proof of renewal.

3. The provided Requirements Checklist must be filled out in full and signed.

Section 3 - Reporting to Work/Payment Processing

When a vendor is called to start work, all drivers and equipment are to report to the

Department of Public Works facility at the time scheduled or within 1 hour of being called

for services. All drivers will be required to print and sign their name on a time sheet. Once

the vendor has been called in for a storm or event, all trucks will automatically receive a

minimum of four (4) hours of service regardless of the actual duration of the storm.

When the driver is notified to end work by a city representative, the driver must return to

the Department of Public Works office within 30 minutes to sign out on the time sheet.

Vendors may be required to display “Snow Plowing City of Pawtucket” signs on their

vehicles and may be required to install a City issued OBI II GPS unit on their truck(s)

during storm operations. Signs will be provided by Department of Public Works. These

signs shall be displayed only when equipment is on the clock as a vendor for the City of

Pawtucket.

To ensure adequate response, all vehicles must be equipped with cellular phones. The

contact information must be listed in Form C – Contractor Information.

Vendors are required to promptly provide a typed, itemized invoice to the City for each

storm during which they have worked. These typed invoices will be matched to the time

sheets. Invoices shall state the following:

• Contractor name

• Date of work

• Equipment used

• Hours worked

• Mailing address

The City will issue a storm summary invoice/report by the end of the next business day

post-storm via email to all vendors. The summary will include all hours worked and the

rate for each truck(s) that was active during the storm.

The purpose of this City-issued summary is to assist the vendor in creating an invoice

for their services. Vendors have a window of five (5) business days after receipt of

their City-issued summary to submit invoices by email to

snowinvoices@pawtucketri.gov’

In the event that the vendor doesn’t have an email address, the vendor will be required

to drop off the invoice at the address below.

City of Pawtucket - Department of Public Works

Plow Bill

250 Armistice Blvd.

Pawtucket, R.I. 02860

Invoices received after the five (5) business day window may be subject to a 20%

reduction to the total amount due.

******* All invoices require their own invoice number for tracking purposes

The City of Pawtucket reserves the right to pay via credit card.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

27-007 SNOW PLOWING & SANDING SERVICES

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