On-Call Heavy Snow Clearing and Removal Services

Location:	Rhode Island
Posted:	Aug 28, 2026
Due:	Sep 8, 2026
Agency:	City of Providence
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Publication URL:	To access bid details, please log in.

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BOARD OF CONTRACT AND SUPPLY

CITY OF PROVIDENCE, RHODE ISLAND

INVITATION FOR BIDS

Item Description: ON-CALL HEAVY SNOW CLEARING AND REMOVAL SERVICES – ONE-YEAR CONTRACT WITH TWO

ONE-YEAR OPTIONS FOR RENEWAL

Procurement/MinuteTraq #: 54140

Date to be opened: 8/24/2026

Issuing Department: Public Works

QUESTIONS

• Please submit your questions using the following link:

https://forms.monday.com/forms/6a5b53750cb30365623dfb89b3118b13?r=use1

Questions will be answered first through this system, and an official addendum will be issued

subsequently.

Pre-submission Conference

There is no pre-bid conference scheduled for this item.

Deadline for questions submissions: August 14, 2026, by 4:00 PM (EST).

INVITATION FOR BIDS (IFB)

ON-CALL HEAVY SNOW CLEARING & REMOVAL SERVICES

MULTIPLE AWARD ON-CALL CONTRACT

1. PURPOSE AND INTENT

The City of Providence (“City”), acting through the Department of Public Works (“DPW”), invites sealed bids from qualified

contractors to provide on-call heavy snow clearing, snow hauling, snowbank removal, roadway widening, and related winter

emergency services.

The City intends to establish one or more On-Call contracts to ensure sufficient equipment, personnel, and operational

capacity are available during winter weather events.

Because the frequency, severity, duration, and location of winter weather events cannot be predicted, services will be ordered

only when needed through individual Task Orders issued by DPW.

Award of a Contract qualifies a Contractor to receive Task Orders but does not guarantee any minimum quantity of work,

minimum contract value, or exclusive right to perform services.

The successful Contractor(s) shall furnish all labor, supervision, operators, equipment, fuel, maintenance, transportation,

communications, materials, and incidental services necessary to perform the work described in this Invitation for Bids.

The City encourages competition from experienced contractors capable of providing reliable emergency response throughout

the contract term.

2. DEFINITIONS

For purposes of this solicitation, the following definitions shall apply:

Activation Notice means the City's notification directing a Contractor to prepare for or respond to a potential Task Order.

Committed Equipment means equipment identified in the Contractor's bid and reserved for deployment under this Contract.

Response Time means the elapsed time between the City's Activation Notice and the Contractor's required action as specified

in Section 7.

Standby Status means the period during which the Contractor has been directed by the City to maintain designated personnel

and equipment in a state of immediate readiness pending deployment.

Task Order means the written authorization issued by DPW directing the Contractor to perform specific services under this

Contract.

Winter Weather Event means any snowfall, ice storm, freezing rain, blizzard, or other weather conditions requiring

emergency snow removal or related public works services.

Unless otherwise defined herein, words shall be interpreted according to their ordinary meaning and applicable Rhode Island

law.

3. CONTRACT TYPE

The City intends to establish one or more On-Call contracts for on-call heavy snow clearing, snow hauling, and related winter

emergency services.

Services shall be authorized only through Task Orders issued by DPW on an as-needed basis throughout the contract term.

The City reserves the right to issue Task Orders to one or more Contractors simultaneously whenever necessary to meet

operational requirements.

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Nothing in this solicitation shall be construed as granting any Contractor an exclusive right to perform services or guaranteeing

any minimum amount of work.

4. TERM

The initial contract term shall commence on November 1, 2026, and continue through April 30, 2027.

The City may renew the contract for up to two (2) additional one-year terms, subject to satisfactory contractor performance,

the availability of funding, mutual agreement of the parties, and all required approvals.

Prior to the beginning of each winter season, each Contractor shall successfully complete the City's annual readiness

verification, including confirmation of equipment availability, emergency contacts, insurance, and other operational

information required by DPW.

The City may extend the Contract for a limited period, if necessary, to complete authorized work or ensure continuity of

emergency winter operations, provided such extension complies with applicable law.

5. SCOPE OF SERVICES

5.1. General

The Contractor shall furnish all labor, supervision, operators, equipment, fuel, maintenance, transportation, communications,

materials, and incidental services necessary to perform heavy snow clearing, snow hauling, snowbank removal, roadway

widening, and related winter emergency services.

Work shall be performed only upon issuance of a Task Order by DPW and in accordance with the instructions of the City's

authorized representative.

The City shall determine work priorities, reporting locations, operational periods, haul routes, disposal sites, and the sequence

of work.

5.2. Services

Services may include, but are not limited to:

• Heavy snow clearing;

• Snowbank removal;

• Snow hauling and disposal;

• Roadway widening;

• Clearing intersections, cul-de-sacs, bridges, municipal facilities, parking lots, sidewalks, and other City-owned property;

• Opening access to emergency facilities, schools, transit routes, utility infrastructure, and other critical public assets;

• Operation of specialized snow removal equipment; and

• Other winter emergency services reasonably related to restoring safe public access.

5.3. Emergency Operations

The Contractor shall be capable of providing services twenty-four (24) hours per day, seven (7) days per week, including

weekends and holidays.

Operations may occur simultaneously throughout multiple locations within the City.

The Contractor shall continue work until released by the City's authorized representative.

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5.4. Operational Requirements

The Contractor shall:

• Maintain continuous communication with the City's designated representative;

• Follow all operational instructions issued by DPW;

• Conduct operations in accordance with applicable federal, state, and local laws;

• Exercise reasonable care to avoid damage to public and private property;

• Immediately report accidents, injuries, equipment failures, hazardous conditions, fuel spills, or property damage;

• Transport snow only to locations designated by the City; and

• Correct, at its expense, any damage caused by its negligent operations.

The City reserves the right to inspect all work and require correction of deficiencies at no additional cost.

6. REQUIRED EQUIPMENT

6.1. General

The Contractor shall provide and maintain all equipment necessary to perform the services required under this Contract. All

equipment shall be safe, mechanically sound, properly licensed, and suitable for heavy municipal snow removal operations.

All equipment shall be operated by qualified personnel and comply with applicable federal, state, and local laws.

6.2. Equipment Inventory

Each Bidder shall submit an Equipment Inventory & Commitment Form (Appendix C) identifying the equipment proposed

for this Contract.

At a minimum, the inventory shall identify:

• Equipment type;

• Manufacturer and model;

• Year;

• Capacity;

• Ownership status (owned, leased, or subcontracted);

• Storage location; and

• Whether the equipment is committed to this Contract.

The City may verify equipment ownership, condition, and availability before award or at any time during the Contract.

6.3. Equipment Standards

The Contractor shall provide equipment appropriate for the services requested under each Task Order, including, as applicable:

• Front-end loaders;

• Dump trucks;

• Motor graders;

• Snowplow trucks;

• Excavators;

• Skid steer loaders; and

• Other specialized equipment approved by the City.

Equivalent equipment providing equal or greater capability may be accepted.

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6.4. Equipment Availability

Equipment identified as committed under this Contract shall remain available throughout the winter season unless temporarily

removed from service because of mechanical failure, accident, or other circumstances beyond the Contractor's reasonable

control.

The Contractor shall promptly notify the City of any equipment that becomes unavailable and shall provide equivalent

replacement equipment as soon as practicable.

6.5. Equipment Inspection

The City reserves the right to inspect any equipment proposed or assigned under this Contract before award or during the

contract term.

Equipment found to be unsafe or unsuitable shall not be used until the deficiency has been corrected.

7. RESPONSE TIME REQUIREMENTS (MANDATORY)

7.1. General

The Contractor shall maintain sufficient personnel, equipment, and communications to respond to winter weather events

twenty-four (24) hours per day, seven (7) days per week.

Response times begin when the City issues an Activation Notice.

7.2. Response Standards

Requirement

Acknowledge Activation Notice

Confirm personnel and equipment availability

Begin mobilization

Report to designated location

Maximum Time

15 minutes

30 minutes

1 hour

2 hours

The City may establish different response requirements for a specific Task Order when operational conditions require.

7.3. Delays

If the Contractor cannot satisfy the required response times, it shall immediately notify the City's designated representative and

provide:

• Reason for the delay;

• Estimated arrival time; and

• Replacement equipment, if applicable.

Repeated failure to meet response requirements may affect future Task Order assignments.

7.4. Extraordinary Circumstances

The City recognizes that severe weather conditions, highway closures, and other circumstances beyond the Contractor's

reasonable control may affect response times.

The Contractor shall make every reasonable effort to respond and shall maintain communication with the City until the

assignment is complete or cancelled.

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

On-Call Heavy Snow Clearing and Removal Services – One-Year Contract with Two One-Year Options for Renewal

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