Snow Removal Services

Town of Warren
REQUEST FOR PROPOSALS
BID # DPW 27-001
Snow Removal Services

Contents:
1.0 Bid/Solicitation Information
2.0 Instructions and Notifications to Bidders
3.0 Overview
4.0 Scope of Work
5.0 Acknowledgement of Risk and Hold Harmless Agreement
6.0 Proposal Content and Organization
7.0 Evaluation Criteria
8.0 Miscellaneous
9.0 Bid Form
Appendix A Anti-Kickback Acknowledgement
Appendix B Town of Warren Purchasing Rules and Regulations and
Terms and Conditions of Purchase
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1.0 - Bid/Solicitation Information
Schedule
Pre-Bid/Proposal Conference: Yes No
Requests for Further Information Deadline: October 19, 2026
Requests for information or clarification may be made electronically to the attention of:
E-mail: mhunt@townofwarren-ri.gov
Please reference the RFP number on all correspondence. Answers to questions received,
if any, will be posted on the internet as an addendum to this bid solicitation.
RFP Submission Deadline: October 26, 2026
Late submittals will not be considered.
Proposals must be mailed or hand delivered in a sealed envelope marked with the
RFP/Bid # and Project Name to:
Warren Town Hall - Clerk's Office 1st Floor
514 Main Street
Warren, RI 02885
Miscellaneous
The bid process and resulting contract are subject to the Rules and Regulations and
General Terms and Conditions of Purchase [Appendix B]. Submission of a bid in
response to this solicitation is acknowledgement and acceptance of these Rules and
Regulations and General Terms and Conditions of Purchase.
The Town of Warren reserves the right to award, accept or reject any or all bids, and to
act in its best interest including, but not limited to, directly negotiating with any Vendor
who submits a proposal in response to this RFP and to award a contract based upon the
results of those negotiations alone. Proposals found to be technically or substantially non-
responsive at any point in the evaluation process will be rejected and not considered
further. The Town of Warren, at its sole option, elects to require further presentation(s) by
Vendors who are clearly in consideration for award.
2.0 - Instructions and Notifications to Vendors
* It is the Vendor's responsibility to examine all specifications and conditions
thoroughly and comply fully with specifications and all attached terms and
conditions. Vendors must comply with all Federal, State, and Town laws,
ordinances and regulations. Failure to make a complete submission as described
herein may result in a rejection of the proposal.
* All costs associated with developing or submitting a proposal in response to this
Request, or to provide oral or written clarification of its content shall be borne by
the bidder. The Town of Warren assumes no responsibility for these costs.
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* A submittal may be withdrawn by written request to the Clerk's Office by the
proposer prior to the stated RFP deadline.
* Prior to the proposal deadline established for this RFP, changes may be made to
a proposal already received by the Town if that Vendor makes a request to the
Town Manager, in writing, to do so. No changes to the proposal shall be made
after the RFP deadline.
* Proposals are irrevocable for a period of not less than ninety (90) days following
the opening date, and may not be withdrawn, except with the express written
permission of the Town Manager. Should any Vendor object to this condition, the
Vendor must provide objection through a question and/or complaint to the Town
Manager prior to the proposal deadline.
* The Vendor has full responsibility to ensure that the proposal arrives at the Town
Clerks Office prior to the deadline set out herein. The Town assumes no
responsibility for delays caused by the U.S. Postal Service or any other delivery
service. Postmarking by the due date will not substitute for actual receipt of
response by the due date. Proposals arriving after the deadline may be returned,
unopened, to the vendor, or may simply be declared non-responsive and not
subject to evaluation, at the sole discretion of the Town Manager. For the
purposes of this requirement, the official time and date shall be that of the
time clock in the Warren Town Clerk's Office.
* It is intended that an awarded proposal pursuant to this request will be made to a
primary Vendor, who will assume responsibility for all aspects of the work. Joint
venture and cooperative proposals are permitted, provided that all Vendors are
indicated in the submitted proposal.
* Vendors are advised that all materials submitted to the Town of Warren for
consideration in response to this Request for Proposals shall be considered to be
public records as defined in Title 38 Chapter 2 of the Rhode Island General Laws,
without exception, and may be released for inspection immediately upon request
once awards have been made.
* Vendors are responsible for errors and omissions in their proposals. No such error
or omission shall diminish the Vendor's obligations to the Town.
* The Town reserves the right to reject any or all proposals, or portions thereof, at
any time, with no penalty. The Town also has the right to waive immaterial defects
and minor irregularities in any submitted proposal at its sole discretion. All material
submitted in response to this RFP shall become the property of the Town of Warren
upon delivery to the Town Manager.
* Public opening of proposals starts at 11:00am EST the final day of bid. The Town
asks that interested parties refrain from requesting proposal information
concerning other respondents until an intention to award is determined, as a
measure to best protect the solicitation process, particularly in the event of
cancellation or re-solicitation. Proposal materials become public information only
after contracted proposals are awarded.
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3.0 - Overview
The Town of Warren is issuing this Request for Proposals for Snow Removal to solicit
responses from qualified contractors ('Respondents') to provide labor, tools, equipment
and vehicles for the removal of snow. Respondents will be competing against each
other for selection to provide the services set forth herein ('Services'). The submissions
of all Respondents shall be compared and evaluated pursuant to the criteria set forth in
this RFP, and a single Respondent may be selected.
4.0 - Scope of Work
Vendor will provide on-call assistance as necessary to provide supplemental snow
removal services in tandem with the Department of Public Works. The selected
contractor shall provide snow-clearing, plowing and shoveling services on an as-needed
basis within the boundaries of the 'compact part of town,' as defined in Section 1-12 of
the Town of Warren Code of Ordinances.
Precedence will be given to areas where snow inhibits passage of emergency vehicles
and safe passage to schools and municipal offices, ahead of subsequent widening of
roads and clearing of additional sidewalks.
Terms and Conditions:
It should be noted that there will not be a guaranteed contract but only a Pricing
Agreement between contractor and the Town of Warren. The Town makes no
assurances, intended or implied, that the winning bidder will receive any given number
of service requests during the contract period. The Town of Warren also reserves the
right to cancel the agreement at any time, with or without cause, without penalty or
obligation.
The Town of Warren is issuing this request beginning in the Fall of 2026 and throughout
the winter seasons of 2026/2027 and 2027/2028.
The successful bidder will have adequate manpower to satisfy Warren's routine and
emergency requirements.
Company shall provide all labor and material necessary to complete work.
Company shall provide proof of liability and workers' compensation insurance.
Sidewalk clearing may be manual or machine-assisted.
Compensation:
Company shall provide invoices detailing all work performed.
All bid prices will be considered firm and shall be inclusive of any additional charges.
Service pricing calculated on a per person / per hour basis.
Equipment priced at an hourly rate.
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5.0 - Acknowledgement of Risk & Hold Harmless Agreement
In addition to the indemnity provisions in the Town of Warren's Terms and Conditions of
Purchase and to the fullest extent permitted by law, the selected Vendor, its officers,
agents, servants, employees, parents, subsidiaries, partners, officers, directors,
attorneys, insurers, and/or affiliates (Releasors) agree to release, waive, discharge and
covenant not to sue the Town of Warren, its officers, agents, servants or employees
(Releasees) from any and all liability, claims, cross-claims, rights in law or in equity,
agreements, promises demands, actions and causes of action whatsoever arising out of
or related to any loss, damage, expenses (including without limitation, all legal fees,
expenses, interest and penalties) or injury (including death), of any type, kind or nature
whatsoever, whether based in contract, tort, warranty, or other legal, statutory, or
equitable theory of recovery, which relate to or arise out of the Releasors use of or
presence in and/or on Town of Warren property. The Releasors agree to defend,
indemnify and hold harmless the Releasees from (a) any and all claims, loss, liability,
damages or costs by any person, firm, corporation or other entity claiming by, through or
under Releasors in any capacity whatsoever, including all subrogation claims and/or
claims for reimbursement, including any court costs and attorney's fees, that may incur
due to Releasors use of or presence in and on Town of Warren property; and (b) any and
all legal actions, including third-party actions, cross-actions, and/or claims for contribution
and/or indemnity with respect to any claims by any other persons, entities, parties, which
relate to or arise out of Releasors use of or presence in and on Town of Warren property.
The Releasors acknowledge the risks that may be involved and hazards connected with
use of or presence in and on Town of Warren property but elect to provide services under
any contract with the Town of Warren with full knowledge of such risks. Releasors also
acknowledge that any loss, damage, and/or injury sustained by Releasors is not covered
by Releasees insurance. Releasors agree to become fully aware of any safety risks
involved with the performance of services under any contract with the Town of Warren
and any safety precautions that need to be followed and agree to take all such
precautions.
The duty to indemnify and/or hold harmless the Town of Warren shall not be limited by
the insurance required under the Town of Warren Terms and Conditions of Purchase.
6.0 - Proposal Content and Organization
Please use the following as a guideline to format your proposal:
Length and Font Size:
Please use fonts no smaller than 10 point.
Title Page:
Your name, address, web site address, telephone number, e-mail address and primary
contact person.
Cover Letter:
Signed by the person(s) authorized to sign on behalf of the company, if applicable.
Proposal:
Qualifications:
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7.0 - Evaluation Criteria
The following criteria will form the basis upon which the Town of Warren will evaluate
proposals.
The mandatory criteria must be met and include:
Applicable Staffing and Equipment
Qualifications
Proof of Insurance
References
8.0 - Miscellaneous
Vendors shall at all times comply with all federal, state, and local laws, ordinances and
regulations and shall defend, indemnify and save harmless the Town of Warren against
any claims arising from the violation of any such laws, ordinances and regulations,
including but not limited to challenges as to the legality of any and all Vendor installations.
The Town is exempt from the payment of the Rhode Island State Sales Tax under the
1956 General Laws of the State of Rhode Island, 44-18-30, Paragraph 1, as amended.
Further, the Town is also exempt from the payment of any excise or federal transportation
taxes. The fee schedule submitted must be exclusive of same and will be so construed.
The Town of Warren reserves the right to renegotiate the terms of this contract with the
Vendor for subsequent years provided the Vendor agrees to the contract terms for the
renewal period.
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9.0 - Bid Form
BID # DPW 27-001 - Snow Removal Services
Date:
Submitted By:
(Include Name, Address and Telephone No.)
General Information:
Is your firm a sole proprietorship doing business under a different name?
Yes No
If yes, please indicate sole proprietorship, a name, and the name you are doing business
under.
Is your firm incorporated? Yes No
Will any of the work spelled out in this bid be outsourced? Yes No
If so, please explain below:
Have you or your firm been subject to suspension, debarment or criminal conviction by
the Town of Warren, the State of Rhode Island, or any other jurisdiction?
Yes No
Have the Town of Warren and/or the State of Rhode Island ever terminated contracts with
your firm for cause?
Yes No
Has your firm ever withdrawn from a contract with the Town of Warren and/or the State
of Rhode Island during its performance?
Yes No
Have you or your firm been involved in litigation against the Town of Warren and/or the
State of Rhode Island.
Yes No
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If you answered yes to any of the foregoing, please explain the circumstances below. If
you or your firm has been involved in litigation against the Town of Warren and/or the
State of Rhode Island, please include the case caption, case number and status. (If
more space is needed, please attach separate sheet and submit with the bid.)
Is your company bonded? Yes No
Please describe the nature and extent of all insurance coverage:
Addenda
The noted modifications to the Bidding Documents have been considered and all costs
are included in the Bid Sum.
Addendum #1, Dated:
Addendum #2, Dated:
Addendum #3, Dated:
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References
Please list up to four (4) companies with whom you have contracted to provide similar
services. Preferably, references should be municipalities which are of approximate size
as the Town of Warren, and a website address should be included if available.
Reference #1
Company Name:
Contact Person: Telephone #:
Contract Dates: To
Website Address:
Reference # 2
Company Name:
Contact Person: Telephone #:
Contract Dates: To
Website Address:
Reference # 3
Company Name:
Contact Person: Telephone #:
Contract Dates: To
Website Address:
Reference # 4
Company Name:
Contact Person: Telephone #:
Contract Dates: To
Website Address:
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