Snow & Ice Removal Services Region 5 - FLP

The Free Library of Philadelphia ("FLP" or the "City") is soliciting proposals from qualified Sellers for snow and ice removal services for the Library locations within Region 5 Library Mid & Lower North Philadelphia, as identified in Appendix A. Clear, ice-free sidewalks, steps, ramps, and accessible routes are necessary for safe public access, including access for seniors, children, and wheelchair users.

This contract is procured through the City of Philadelphia Procurement Department via PHLContracts and administered by the FLP Division of Property Management in coordination with the Department of Public Property.

The Seller shall furnish all labor, supervision, equipment, vehicles, fuel, and de-icing materials necessary to perform the services listed below at all eleven (11) Region 5 Sites during authorized snow and ice events within the winter service period of November 1 through March 31. The contract term is one year.

Service Area (per Site)

• All public sidewalks abutting the property, including curb cuts and corner ramps at corner sites.
• All on-site pedestrian routes: entrance walks, steps, landings, stoops, ADA ramps, and accessible routes from the public way and from any FLP parking area to each public entrance.
• Book-drop access, emergency egress doors and their discharge paths, and fire hydrants and storm inlets abutting the Site (kept clear, never buried).
• Tier B and C Sites: FLP-owned parking lots and drive aisles (plowed per push under Appendix B, Item 3).

Snow & Ice Clearance

• Per Philadelphia Code § 10-720: a path at least 36 inches wide, cleared on all abutting sidewalks (12 inches only where the pavement is less than 3 feet wide), and thoroughly cleared of snow and ice within six (6) hours after snowfall has ceased.
• For events of 2 inches or more: crews shall mobilize during the storm and make interim passes to keep routes passable rather than waiting for the snowfall to end.

De-Icing & Salt Spreading

- De-icing material shall be applied at every Event, after each clearing pass, and during freeze-thaw cycles and refreeze conditions, including black-ice patrols on mornings following melt days.

Pre-Treatment (As Ordered)

- When ordered by the FLP in advance of a forecast Event, the Seller shall apply anti-icing treatment to entrances, steps, ramps, and priority walks at designated Sites, with completion no earlier than 24 hours before the forecast onset.

Emergency & As-Needed Services

- Ice call-outs (freezing rain, refreeze, drainage icing): response on-site within two (2) hours of FLP notice, around the clock during the season.

Submission

Quotes must be electronically submitted to PHLContracts by a seller with legal authority to bind the seller's Company. No quote will be considered without a *Consent and Authorization Agreement* on file.

Basis of Award

Region 5 shall be solicited as one (1) complete bid item consisting of all eleven (11) library locations identified in Appendix A. Award shall be made to one (1) responsive and responsible Seller based on the lowest total evaluated bid price. Partial bids or awards for individual locations will not be accepted.

Contract Term

The contract shall be for one (1) year, November 1, 2026 through October 31, 2027. At the City's sole discretion and subject to appropriation and the Small Order Purchase Terms and Conditions, the contract may be renewed for up to three (3) additional one-year periods.

Site Visits

PRE-BID SITE VISITS ARE STRONGLY RECOMMENDED.

Insurance

The Seller shall maintain the insurance required by the City's Small Order Purchase Terms and Conditions, including General Liability, Automobile Liability, and Workers' Compensation, and the required additional-insured endorsements.