RFP: Seasonal Snow and Potential Ice Removal Services

RFP NO.: 26SNOW
Request for Proposal
Carteret County Government
Seasonal Snow and Potential Ice Removal Services
Issued: October 5, 2026
Submission Deadline: October 30, 2026 by 10:00 AM, EST.

RFP NO.: 26SNOW
CARTERET COUNTY GOVERNMENT
Phone: 252-648-7877
REQUEST FOR PROPOSAL
Date: 10/05/2026
To: Qualified Contractors
Project Name: Seasonal Snow and Potential Ice Removal Services
Carteret County Government (the "County") is soliciting proposals from qualified and properly equipped
contractors to provide seasonal snow removal, snow plowing, snow/ice treatment, de-icing, and related emergency
response services at designated County facilities and sites throughout Carteret County. The County intends to
establish a year-to-year service contract that allows the County to award one or more geographic territories to one
or more contractors. The County may award all, some, or none of the territories and is not required to award every
territory to the same contractor.
This RFP is intentionally structured to permit multiple awards. Contractors may submit pricing for any number of
territories for which they can provide reliable response. The County may make separate awards by territory based
upon responsiveness, responsibility, qualifications, capacity, pricing, geographic coverage, demonstrated ability to
respond, and the County's operational needs.
Scope of Services:
The Contractor shall furnish all labor, supervision, management, vehicles, trucks, plows, loaders, skid steers,
sidewalk equipment, spreaders, de-icing equipment, tools, materials, fuel, transportation, communications, and
other resources necessary to provide complete snow and potential ice removal services at the awarded sites.
* Monitor weather conditions and maintain sufficient staffing and equipment to respond to forecasted and actual
winter weather events.
* Provide snow plowing, pushing, loading, hauling, shoveling, snow blowing, and removal from designated
parking lots, drives, entrances, sidewalks, steps, ramps, emergency access areas, and other County-identified
areas.
* Apply ice-melt/de-icing material to parking areas, sidewalks, steps, ramps, entrances, loading areas, emergency
access routes, and other designated areas when directed or when reasonably necessary to address hazardous
conditions.
* Provide emergency response when requested by the County, including after-hours, weekends, holidays, and
overnight events.
* Maintain access to emergency/life-safety facilities at all times. The County may identify specific sites or areas
as priority/life-safety locations and may issue more stringent response requirements for those locations.
* The Contractor shall not permit snow accumulation at County-designated priority/life-safety locations to
exceed six (6) inches before removal unless otherwise directed by the County.
* Reopen and maintain safe pedestrian access, including ADA-accessible routes, ramps, stairs, and primary
entrances, as directed by the County.

RFP NO.: 26SNOW
* Remove or relocate accumulated snow when directed by the County where piles interfere with sight distance,
drainage, emergency access, parking, pedestrian travel, or facility operations.
* Prevent snow from being pushed or piled against buildings, doors, loading areas, fire hydrants, utility
equipment, mechanical equipment, drainage structures, or other structures unless specifically directed.
* Use reasonable care around curbs, islands, bollards, signs, light poles, utility structures, landscaping, fences,
gates, pavement markings, drainage structures, and other site features.
* Provide traffic control or spotters when reasonably necessary for safe operation of equipment in confined areas
or around pedestrians and vehicles.
* Provide event documentation, including site, date/time of arrival, date/time work began and ended, services
performed, equipment used, materials applied, and photographs when requested.
* Immediately report any damage, hazardous condition, inaccessible area, equipment failure, or other condition
that may affect the Contractor's ability to perform the work.
Pre-event Inspections:
Contractors are highly encouraged to inspect all proposed service locations before the first snowfall or ice event and
to become familiar with site conditions, pavement layouts, grades, curbs, islands, hard structures, gates, bollards,
utility structures, drainage features, parking configurations, sidewalks, steps, ramps, and other potential
obstructions. Failure to inspect a site shall not relieve the Contractor of responsibility for damage caused by its
operations.
Priority / Life-safety Locations:
The following facilities are treated as priority/life-safety locations for purposes of this RFP because of emergency,
public safety, detention, healthcare, or critical governmental operations:
* Courthouse/Jail Complex - 302 Courthouse Square, Beaufort
* Department of Social Services - 210 Craven Street, Beaufort
* New Admin Building - 210 Turner Street, Beaufort
* Health Department - 3820 Bridges Street, Morehead City
* Broad and Gales Creek EMS Station - 3010 NC 24, Newport
* Mill Creek EMS Station - 2370 Mill Creek Road, Newport
* South River EMS Station - 1329 South River Road, Beaufort
The County may designate additional locations or individual areas as priority/life-safety locations during an event.
At these locations, snow accumulation shall not exceed six (6) inches before removal unless otherwise directed by
the County.
Weather Event Response:
* The Contractor shall maintain a reliable point of contact available during winter weather events.
* Upon County notification, the Contractor shall acknowledge the request and provide an estimated mobilization
time.
* Contractors shall be prepared to mobilize before, during, or after precipitation depending on County direction
and weather conditions.
* The County may require additional de-icing applications after plowing or when refreezing is anticipated.
* The Contractor shall coordinate sequencing with the County when multiple awarded Contractors are working in
the same general area.

RFP NO.: 26SNOW
* The County may direct work at any time, including nights, weekends, holidays, and during facility closures.
Ice Melt / De-icing Materials:
The Contractor shall furnish and apply an appropriate ice-melt/de-icing material suitable for the pavement and
weather conditions.
* Bid pricing shall include a unit price for ice-melt/de-icing material per bag, including delivery, handling, and
application labor as specified on the Bid Sheet.
* The County may request material-only pricing or may elect to furnish material; such work shall be priced only
if specifically requested.
* Material application shall be documented by location and estimated quantity used.
Equipment and Labor:
Contractors shall identify hourly rates for labor and equipment on the Bid Sheet. Equipment rates shall include all
normal operating costs, fuel, maintenance, mobilization within the awarded territory, and the operator if the Bid
Sheet identifies the equipment as an operator-included rate. Where a separate labor rate is provided, the County
may request equipment without an operator or additional labor as needed.
* Snow plow truck / pickup with plow
* Dump truck or truck capable of hauling snow
* Skid steer with bucket/plow
* Front-end loader
* Sidewalk snow blower / compact snow-removal equipment
* De-icing / salt spreader truck or trailer
* Hand laborer
* Equipment operator
* Other equipment proposed by Contractor
Response Time:
Contractors shall state their anticipated response/mobilization time on the Bid Sheet. The County may establish a
more specific response requirement in the executed contract or event-specific work authorization based on forecast
severity and facility priority.
* Contractor shall acknowledge a County request as soon as practicable.
* Priority/life-safety sites shall receive service before or concurrently with lower-priority sites as directed by the
County.
* Contractors shall notify the County immediately if weather, equipment failure, staffing, road conditions, or
another circumstance will prevent timely response.

RFP NO.: 26SNOW
Additional Provisions:
* Any damage caused by the Contractor, its employees, subcontractors, or equipment shall be the Contractor's
responsibility to repair or replace, at the County's discretion. This includes, but is not limited to, curbs,
sidewalks, pavement, landscaping, signs, bollards, gates, fencing, drainage structures, utility structures, doors,
vehicles, buildings, and other County or third-party property.
* The Contractor shall promptly notify the County of any damage. Any damages caused by the Contractor shall
be repaired or replaced at the Contractor's expense, subject to the County's discretion.
* The Contractor shall obtain all required permits, if any; provide all required notices to the County Point of
Contact, including copies of permits; and comply with all applicable federal, state, and local laws, ordinances,
codes, rules, regulations, and safety requirements bearing on the conduct of the work. Permits shall be posted
onsite when required.
* No time extension or additional compensation will be granted for time or costs lost due to the Contractor's
violation of any applicable law, ordinance, code, permit requirement, rule, or regulation.
Contractor Qualifications:
* Demonstrated experience providing commercial, municipal, institutional, or similar snow/ice removal services.
* Adequate staffing and equipment to service all sites proposed in the Contractor's bid territory or territories.
* Ability to provide emergency/after-hours response.
* Valid business registration and any licenses or registrations required for the work.
* At least three references for comparable work, preferably including governmental, healthcare, institutional, or
commercial clients.
* Ability to provide certificates of insurance meeting County requirements before contract execution.
* Ability to comply with all County procurement and contracting requirements.
Pricing Requirements:
All pricing shall be submitted using the attached Bid Sheet. Contractors shall clearly identify the territories for
which they are submitting pricing. The County may compare pricing by territory and may award different territories
to different Contractors.
* Labor - hourly rate.
* Equipment - hourly rates, identifying whether operator is included.
* Ice-melt/de-icing material - price per bag, including delivery, handling, and application labor.
* Ice-melt/de-icing application labor - hourly rate when the County elects to purchase material separately.
* Snow removal/plowing - hourly equipment rates and applicable labor.
* Mobilization/event minimums - clearly state any proposed minimum charge. No minimum shall apply unless
expressly accepted by the County.
* Any proposed markups, surcharges, after-hours premiums, holiday premiums, fuel surcharges, or other charges
must be disclosed on the Bid Sheet. Undisclosed charges will not be accepted.
Invoicing and Documentation:
* Invoices shall identify the territory, site, date of service, arrival/departure times, personnel, equipment, material
quantities, applicable rates, and total amount.
* The County may reject invoices that do not contain sufficient documentation to verify the work performed.
* The Contractor shall not invoice for standby time unless specifically authorized in writing by the County.

RFP NO.: 26SNOW
Evaluation Criteria:
Proposals may be evaluated based on factors including, but not necessarily limited to:
* Responsiveness to the RFP requirements.
* Contractor qualifications and relevant experience.
* Availability, staffing, equipment, and demonstrated capacity.
* Response/mobilization capability.
* Geographic coverage and ability to service the proposed territory during a widespread weather event.
* Overall cost.
* References and past performance.
Award of Contract
For bidding and award purposes, the County has divided the service area into geographic territories. The County
may award individual territories separately. A Contractor may bid one, several, or all territories. Contractors should
only bid territories they can adequately staff and service during the same weather event. Carteret County
Government reserves the right to reject any or all proposals for any reason.
Term of Contract
The initial term of this contract will begin upon execution of the agreement and continue through June 30, 2027.
The option to renew this contract may be offered for five (5) one (1) year renewals at the discretion of Carteret
County Government.
Pricing shall remain firm during each contract year unless a written amendment is executed by the County. Any
proposed renewal-year pricing adjustments must be submitted in writing within the timeframe requested by the
County and are subject to County approval.
The County does not guarantee any minimum number of snow/ice events, hours, quantities, locations, or
expenditures.
Carteret County POC
All inquiries concerning the Scope of Services, Proposal Submission Requirements, and Site Visits should be
directed to:
Mr. Ray Farnum
Project Coordinator
306 Church Street, Morehead City, NC 28557
Email: Ray.farnum@carteretcountync.gov
Telephone: 252-241-6913
Proposals shall be emailed, mailed, and/or hand delivered to the address of the POC shown above, and if
mailed the sealed envelope shall clearly state the name of this RFP. It is the sole responsibility of the
Contractor to ensure that their proposal arrives by the designated submission date assigned.
Issued Date: October 5, 2026
Due Date: Proposals to the attention of Mr. Ray Farnum are due no later than October 30, 2026 by 10:00 AM,
EST.

RFP NO.: 26SNOW
Site Schedule
Priority Site Address Territory
302 Courthouse Square,
Priority / Life Safety Courthouse/Jail Complex 1 - Beaufort
Beaufort, NC 28516
Department of Social 210 Craven Street,
Priority / Life Safety 1 - Beaufort
Services (DSS) Beaufort, NC 28516
New Admin Building 210 Turner Street,
Priority / Life Safety 1 - Beaufort
(NAB) Beaufort, NC 28516
1329 South River Road,
Priority / Life Safety South River EMS 1 - Beaufort
Beaufort, NC 28516
306 Church Street,
Priority / Life Safety General Services Morehead City, NC 2 - Morehead City
28557
3820 Bridges Street,
Priority / Life Safety Health Department Morehead City, NC 2 - Morehead City
28557
3820 Galantis Drive,
Priority / Life Safety Senior Center Morehead City, NC 2 - Morehead City
28557
5231 Business Drive, 3 - Newport / Central
Priority / Life Safety CCATS
Newport, NC 28570 County
Broad and Gales Creek 3010 NC 24, Newport, 3 - Newport / Central
Priority / Life Safety
EMS NC 28570 County
2370 Mill Creek Road, 3 - Newport / Central
Priority / Life Safety Mill Creek EMS
Newport, NC 28570 County
210 Howard Blvd., 3 - Newport / Central
Standard Newport Library
Beaufort, NC County
701 Cedar Point BLD,
Standard Western Office 4 - Western County
Cedar Point, NC 28584
230 Taylor Notion Rd,
Standard Western Carteret Library 4 - Western County
Cape Carteret, NC
320 Salter Path Rd, Pine
Standard Bogue Banks Library 4 - Western County
Knoll Shores, NC
Cedar Island Convenience 3401 Cedar Island Rd., 5 - Convenience Sites -
Standard
Site Cedar Island, NC 28520 Eastern / Down East
125 Winston Dr., 5 - Convenience Sites -
Standard Atlantic Convenience Site
Atlantic, NC 28511 Eastern / Down East
585 Hwy 70, Davis, NC 5 - Convenience Sites -
Standard Davis Convenience Site
28524 Eastern / Down East
485 Harkers Island Rd., 5 - Convenience Sites -
Standard Otway Convenience Site
Otway, NC 28516 Eastern / Down East
Hwy 101 Convenience 2664 HWY 101, 5 - Convenience Sites -
Standard
Site Beaufort, NC 28516 Eastern / Down East
708 HWY 70, Beaufort,
Standard Down East Library 5 -Eastern / Down East
NC
Mill Creek Convenience 2185 Mill Creek Road, 6 - Convenience Sites -
Standard
Site Newport, NC 28570 Central / Western
150 Vashti Drive,
6 - Convenience Sites -
Standard Vashti Convenience Site Morehead City, NC
Central / Western
28557
Tom Mann Convenience 510 Tom Mann Road, 6 - Convenience Sites -
Standard
Site Newport, NC 28570 Central / Western

RFP NO.: 26SNOW
Hibbs Road Convenience 800 Hibbs Road, 6 - Convenience Sites -
Standard
Site Newport, NC 28570 Central / Western
200 Pringle Road, 6 - Convenience Sites -
Standard Hwy 24 Convenience Site
Newport, NC 28570 Central / Western
1250 West Fire Tower
6 - Convenience Sites -
Standard Hwy 58 Convenience Site Road, Swansboro, NC
Central / Western
28520
NOTE: The County reserves the right to modify territory assignments, add/remove sites, or assign a particular site to
another awarded Contractor when operationally necessary. Any such changes will be communicated by the County.
G E N E R A L C O N D I T I O N S
GENERAL
a) By submitting a proposal, the Service Provider (hereinafter referred to as the "Contractor" or "Vendor") acknowledges
that it has carefully reviewed the contract documents, drawings and specifications, has visited and inspected the
project site, and has satisfied itself as to the nature and extent of the Work and Services to be performed, as well as all
conditions that may affect the performance and completion of the Contract. The Contractor further acknowledges that
the Contract is being issued by Carteret County Government (hereinafter referred to as the "County" or "Owner").
MATERIALS, EQUIPMENT AND EMPLOYEES
a) The Vendor shall, unless otherwise specified, supply and pay for all labor, transportation, materials, tools, apparatus,
lights, power, fuel, sanitary facilities and incidentals necessary for the completion of his work, and shall install, maintain
and remove all equipment of the construction, other utensils or things, and be responsible for the safe, proper and
lawful construction, maintenance and use of same, and shall construct in the best and most workmanlike manner, a
complete job and everything incidental thereto, as shown on the plans, stated in the specifications, or reasonably
implied there from, all in accordance with the contract documents.
b) All materials shall be new and of quality specified, except where reclaimed material is authorized herein and approved
for use. Workmanship shall at all times be of a grade accepted as the best practice of the particular Service involved,
and as stipulated in written standards of recognized organizations or institutes of the respective trades except as
exceeded or qualified by the specifications.
c) No changes shall be made in the Work except upon written approval and change order by Director, Carteret County
General Services. The Contractor shall submit detailed documentation supporting all proposed changes, including cost
breakdowns, labor, materials, equipment, overhead, profit, and schedule impacts. Failure to obtain an executed
Change Order prior to performing additional Work constitutes a waiver of any claim for additional compensation or
additional Contract time.
d) Products are generally specified by ASTM or other reference standard and/or by manufacturer's name and model
number or trade name. When specified only by reference standard, the Contractor may select any product meeting
this standard, by any manufacturer. When several products or manufacturers are specified as being equally
acceptable, the Contractor has the option of using any product and manufacturer combination listed.
e) However, the Contractor shall be aware that the cited examples are used only to denote the quality standard of product
desired and that they do not restrict bidders to a specific brand, make, manufacturer or specific name; that they are
used only to set forth and convey to bidders the general style, type, character and quality of product desired; and that
equivalent products will be acceptable. Substitution of materials, items or equipment of equal or equivalent design
shall be submitted to the architect or engineer for approval or disapproval; such approval or disapproval shall be made
by the architect or engineer prior to the opening of bids.
f) If at any time during the Service and completion of the work covered by these contract documents, the conduct of any
worker of the various crafts be adjudged a nuisance to the Owner or if any worker be considered detrimental to the
work, the Contractor shall order such parties removed immediately from the site.

RFP NO.: 26SNOW
g) The Contractor shall designate a foreman/superintendent who shall direct the work.
CODES, PERMITS AND INSPECTIONS
a) The Contractor shall obtain the required permits, if required, give all notices, and comply with all federal, state, and
local laws, ordinances, codes, ADA requirements, rules and regulations bearing on the conduct of the work under this
contract. If the Contractor observes that the drawings or specifications are at variance therewith, they shall promptly
notify the Owner in writing. If the Contractor performs any work knowing it to be contrary to such laws, ordinances,
codes, rules and regulations, and without such notice to the Owner, he shall bear all cost arising from non-compliance
with requirements.
b) All work under this contract shall comply with all local, state, and federal laws, ordinances, codes, rules and regulations
bearing on the conduct of work. All work shall conform to the current North Carolina Building Code and other state and
national codes as are applicable.
c) The Contractor shall accompany a County designated representative(s) on inspections of the work as scheduled by
Carteret County Government. Carteret County Government reserves the right to make determination as to whether
service is being performed satisfactorily.
d) All Contractors shall comply with all applicable laws regulating the practice of general contracting as contained in
Chapter 87 of the General Statutes of North Carolina. For contracts that are $40,000.00 or more, except for certain
specialty work as determined by the licensing board, Contractors are required to become licensed by the NC licensing
board.
SAFETY REQUIREMENTS
a) The Contractor shall be solely responsible for the entire site and the construction and service of the same and provide
all the necessary protections as required by laws or ordinances governing such conditions and as required by the
Owner. They shall be responsible for any damage to the Owner's property or that of others on the job, by himself, his
personnel or his subcontractors, and shall make good such damages. They shall be responsible for and pay for any
claims against the Owner arising from such damages.
b) The Contractor shall adhere to the rules, regulations and interpretations of the North Carolina Department of Labor
relating to Occupational Safety and Health Standards for the Construction Industry (Title 29, Code of Federal
Regulations, Part 1926 published in Volume 39, Number 122, Part 11, June 24, 1974 Federal Register), and revisions
thereto as adopted by General Statutes of North Carolina 95-126 through 155.
c) The Contractor shall provide all necessary safety measures for the protection of all persons on the work, including the
requirements of the AGC Accident Prevention Manual in Construction as amended, and shall fully comply with all state
laws or regulations and North Carolina Building Code requirements to prevent accident or injury to persons on or about
the location of the work. They shall clearly mark or post signs warning of hazards existing, and shall barricade
excavations and similar hazards. They shall protect against damage or injury resulting from falling materials and he
shall maintain all protective devices and signs throughout the progress of the work.
COUNTY BADGES AND KEYS
The County may issue the Contractor means of entry by a contractor badge or physical key. In the event a contractor badge is
lost, stolen, or otherwise unaccounted for, the Contractor shall be liable for a replacement fee in the amount of two hundred and
fifty dollars ($250.00), which may, at the County's sole discretion, be deducted from any payment due to the Contractor. In the
event a physical key is lost, stolen, or otherwise unaccounted for, the County shall retain the sole authority to select and engage
a certified locksmith to rekey or replace all affected locks and keys. The full cost of such services, including labor and materials,
shall be the sole responsibility of the Contractor and may be invoiced to the Contractor and/or deducted from any amount
otherwise due under this Contract. The Contractor shall notify the County's Point of Contact (POC) immediately upon discovery
of any lost, stolen, or misplaced badge or key. Failure to provide timely notification may result in additional liability for any
damages, cost, or security risk incurred by the County as a result of the delay.

RFP NO.: 26SNOW
ENVIRONMENTAL PROTECTION
a) The Contractor shall comply with all environmental laws and regulations.
b) The Contractor shall immediately clean any fuel, oil, chemical, or hazardous material spill at its sole expense and shall
indemnify the County from all resulting damages.
RECORD RETENTION
The Contractor shall retain all project records, payroll records, invoices, delivery tickets, subcontract agreements,
correspondence, and supporting documentation for not less than five (5) years following the final payment, or longer if litigation,
audit, or claims are pending. They shall also cooperate with the County in responding to lawful public records request.
TAXES
a) Carteret County is not exempt from North Carolina State Sales and Use Taxes on labor, material and equipment to be
incorporated in the Work. Said taxes shall be included in invoices submitted by Contractor. Contractor in submitting his
invoices shall break out all sales taxes as a separate item and County where purchase was made.
INSURANCE
(a) To the fullest extent permitted by laws and regulations, Contractor shall indemnify and hold harmless the County and
its officials, agents, and employees from and against all claims, damages, losses, and expenses, direct, indirect, or
consequential (including but not limited to fees and charges of engineers or architects, attorneys, and other
professionals and costs related to court action or arbitration) arising out of or resulting from Contractor's performance
of this Contract or the actions of the Contractor or its officials, employees, or Contractors under this Contract or under
contracts entered into by the Contractor in connection with this Contract. This indemnification shall survive the
termination of this Contract.
(b) In addition, Contractor shall comply with the North Carolina Workers' Compensation Act and shall provide for the
payment of workers' compensation to its employees in the manner and to the extent required by such Act.
Additionally, Contractor shall maintain, at its expense, the following minimum insurance coverage:
$1,000,000 per occurrence /$2,000,000 aggregate-Bodily Injury Liability, and
$100,000 --- Property Damage Liability or 1,000,000 per occurrence /$2,000,000 aggregate-Combined
Single Limit Bodily Injury and Property Damage.
(c) The Contractor upon execution of this Contract shall furnish to the County a Certificate of Insurance reflecting the
minimum limits stated above. The Certificate shall provide for thirty-(30) days advance written notice in the event of a
decrease, termination or cancellation of coverage. Providing and maintaining adequate insurance coverage is a
material obligation of the Contractor. All such insurance shall meet all laws of the State of North Carolina. Such
insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are
authorized by the Commissioner of Insurance to do business in North Carolina. The Contractor shall at all times
comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance
policies, except as they may conflict with existing North Carolina laws or this Contract. The limits of coverage under
each insurance policy maintained by the Contractor shall not be interpreted as limiting the CONTRACTOR's liability
and obligations under the Contract.
INVOICE FOR PAYMENT
a) Payment will be made in one lump sum within thirty (30) consecutive days after acceptance of the work, unless
otherwise agreed upon, and the submission both of notarized Contractor's affidavit and copies of invoices, which are to
include the contract, account and job order numbers.
b) Each invoice shall note the amount of Sales Tax paid by the Contractor, contain release of lien from subcontractors
and vendors for prior invoices paid, and contain a notarized Contractor's affidavit.
c) The Contractor's affidavit shall state, "This is to certify that all costs of materials, equipment, labor, and all else entering
into the accomplishment of this contract, including payrolls, have been paid in full."