Primary University Snow & Ice Management Services for the 2026-2027 Winter Season

Project Description: Overview
This Invitation for Bids (IFB) provides interested suppliers with sufficient information to prepare and submit bids for consideration by West Chester University of Pennsylvania (hereinafter “State System”, “University”, or “WCU”) to provide primary snow and ice removal services for designated University properties and supplemental snow removal support at other University locations during the 2026-2027 winter season with four (4) optional one (1) year renewals for maximum of 5 years. The State System is requesting firm fixed pricing for year one (1). Any increase in pricing for the optional years two (2) through five (5) renewals shall be subject to Escalation of Annual Costs per (Section 1.12).
I.2 Issuing Office
This IFB is being issued for the State System by the Issuing Office listed below. The Issuing Office is the sole point of contact for this IFB. Please refer all inquiries to:
Kate McCoy Bill Smith
Purchasing Agent Assistant Purchasing Manager
West Chester University of PA West Chester University of PA
610-436-1013 610-436-2604
kmccoy2@wcupa.edu wsmith2@wcupa.edu
All questions and clarifications shall be submitted to the issuing office via the “Ask a Question” feature in PennBid only. From the Publication Date of this IFB until a determination is made regarding the selection of a bid, all contacts concerning this IFB must be made through the Issuing Office and only information supplied by the Issuing Office via the PennBid Portal, including responses to questions regarding the IFB, should be used in preparing bids. Any and all other contacts or information received regarding the subject prior to the release of this IFB should be disregarded in preparing responses. Any violation of this condition is cause for the State System to reject a bid. If it is later discovered that any violations have occurred, the State System may reject the bid.
Tentative Key Dates
Publication Date 09/02/2026
Deadline for Questions 09/08/2026; 11:00 AM EPT
Amendment Issue Date On or before 09/11/2026
Submission Date/Time 09/16/2026; 11:00 AM EPT
Award TBD
Rejection of Bids
The State System reserves the right to reject any and all responses received from bidders as a result of this IFB, and to cancel this solicitation at any time prior to the execution of any contract. Bids will be rejected if they are not prepared in accordance with the IFB instructions listed herein. All tie bids will be broken by the Director of Strategic Sourcing or a designee.
I.4 Response Date
To be considered, bids must be received by the Issuing Office on or before the Submission Date/Time listed above. Late submissions will not be accepted.
I.5 Bid Submission/Basis for Award
Bids must consist of a complete response to the requirements outlined herein and shall be submitted via PennBid at https://pennbid.bonfirehub.com no later than the required Submission Date. No other distribution of bids will be made by the bidder.
A. The bid must remain valid for at least 90 days.
B. All prices quoted must be tax exempt.
C. All prices quoted must be FOB Destination/Freight Prepaid.
D. Bids will be evaluated for compliance with the specified requirements. Award will be made to the responsive, responsible bidder whose bid provides the lowest total cost to the State System.
E. Payment Terms of WCU are Net 30 days after receipt and inspection of material and/or services.
F. Bidder will be required to sign a Commonwealth of Pennsylvania Standard Contract (PASSHE-SC-1.2). The State System reserves the right to amend its Standard Contract Terms and Conditions and will post any amendments at the State System’s website.
G. All pricing data must be submitted electronically via the Pricing Section Bid Table in PennBid. Failure to meet this requirement may result in automatic disqualification of the bid.
I.6 Addenda to the IFB
If it becomes necessary to revise any part of this IFB, addenda will be posted at PennBid. The information contained on this website is current and accurate. It is the bidder’s responsibility to check this site periodically to obtain any changes to the solicitation. Bidders must acknowledge all addenda in their bid. Bidders who fail to submit a current bid may be deemed non-responsive.
I.7 Term of Contract
The term of this contract is one (1) year. This Contract may be renewed for an optional additional four (4) years in any combination designated by the University. Any renewal would be by mutual written consent of both parties prior to Expiration Date of the initial term. The potential contract period, including any optional renewals, may not exceed a period of five (5) years.
I.8 Escalation of Annual Costs
Escalation of annual costs for subsequent years of this contract is not automatic and
shall not exceed inflation guidelines as established by the nationally accepted
Consumer Price Index- Urban (CPI) for each year for this particular commodity or
service. Contractor must provide a printed copy of the Consumer Price Index-Urban
(CPI) site page indicating the increase as documentation to justify escalation. The
escalation request must be in writing and submitted within 60 days of the executed
anniversary date of this contract. The University has the right to accept or reject any
price increases within 30 days of receiving written notice. Should escalation figures
prove to be above CPI levels, the contractor must provide sufficient justification for
the increase and said increase must be acceptable to the University. Newly
negotiated labor agreements, federally recognized fuel inflation adjustments,
statutory increases, and applicable federal and state wage laws are acceptable
increases, which may exceed CPI levels.
I.9 Incurring Costs
The State System is not liable for and will not reimburse any costs or expenses incurred by bidders in the preparation or submission of their bids or for attendance at any conferences or meetings related to this IFB.
I.10 Contractor Responsibility Program
Bidders must certify that they are not currently under suspension or debarment by the Commonwealth of Pennsylvania, any other state, or the federal government to the best of their knowledge. Additionally, bidders must certify that they are not tax delinquent with either the Pennsylvania Department of Revenue or the Pennsylvania Department of Labor and Industry to the best of their knowledge. Bidders must acknowledge that if they are currently under suspension or debarment, or if they owe delinquent taxes, their bid may not be accepted or considered.
I.11 Disclosure of Bid Contents and Open Records
All responses to procurement opportunities and resulting contracts are subject to Pennsylvania’s Right-to-Know Law, 65 P.S. §67.101 et seq. (Act 3 of 2008). The Right-to-Know Law permits requestors to inspect and/or copy any record prepared, received, or retained in connection with a transaction, business, or activity of a public office or agency that is not subject to the enumerated exemptions under the law. Should the bidder’s response become the subject of a Pennsylvania Right-to-Know Law request, the Issuing Office will notify the bidder to identify or confirm all trade secrets or confidential and proprietary information that is included in the bidder’s proposal. The State System will then determine whether the claimed trade secret or confidential and proprietary information is subject to disclosure under applicable law and grant or deny the request accordingly. Should the request be denied and the requestor appeal that denial, the State System will notify the bidder of the appeal and the bidder’s opportunity to request to participate in the appeal as a party of interest. The State System will not represent the interests of the bidder in any appeal, nor will the State System compensate or reimburse any expenses of the bidder in connection with a request of information under the Right-to-Know Law.
I.12 SAP Business Network (Ariba)
The State System transacts with suppliers through the SAP Ariba Business Network (SBN) to electronically exchange purchase orders, order confirmations, advanced shipping notices, invoices, and payment status for all purchases – direct goods, indirect goods, and services. The State System encourages suppliers to submit electronic invoices to the State System through the SBN. Unless otherwise provided in this RFP, or by the State System in writing, the offeror agrees to conduct business transactions with the State System using the SBN. Offerors are required to understand how to use the SBN and are responsible for any additional costs that the offeror chooses to incur. There is no cost to transact using a SBN Standard Account. Additional fees may be incurred using a SBN Enterprise Account.