Project Information

Bid Title

Snow Removal Services Bid 2025-2026

Issuing Agency

Mount Vernon City School District

Location

New York

Published Date

Dec 4, 2025

Closing Date

Dec 15, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Snow Removal Services Bid 2025-2026

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INSTRUCTIONS TO BIDDERS

1. Bidders are invited to bid on the work described in the Bid Documents. The bid must be

on the Bid Proposal Form included in these Bid Documents and must be made in

accordance with these instructions. Bidders must be thoroughly familiar with the work to

be performed.

2. Carefully inspect all general and special provisions in the bid documents.

3. Complete all forms. Be sure to sign in ink in all required places.

4. One (1) original and two (2) copies of the Bid proposal must be submitted.

5. All materials submitted to the District pursuant to this bid shall become the property of

the District and will not be returned to the bidder. The bidder is responsible for making

its own copies of any or all parts of this document for its file.

6. Bid proposals must be presented in a sealed envelope addressed to:

Hillary Thompson, Purchasing Agent

Mount Vernon City School District

165 North Columbus Avenue

Mount Vernon, New York 10553

Bid #2025/26-04R: Snow Removal Services

Bids will be received until 10:30 a.m., prevailing time on December 15, 2025 at the Purchasing

Office, 165 North Columbus Avenue, Mount Vernon, New York 10553 by the Purchasing Agent

or a designated representative. The bid opening will occur immediately thereafter in the Board

Room. There will be no discussion of the proposals at the time of the bid opening. Bids shall be

submitted in a sealed envelope. The Bid number shall be clearly written on the front of the

envelope. Bidder's bid security shall be placed in a separate sealed envelope inside the bid

envelope.

7. Mail Bids to:

Mount Vernon City School District

Purchasing Department

165 North Columbus Avenue

Mount Vernon, New York 10553

Bid Opening Location:

Mount Vernon City School District

Board Room

165 North Columbus Avenue

Mount Vernon, New York 10553

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8. All questions, requests for clarification or information about the bid specifications or any

question related to the bid must be submitted in writing no later than five (5) business days

prior to the scheduled bid opening—i.e., by no later than 1:00 p.m. on December 9, 2025.

All questions or requests for clarification or information should be submitted to:

Hillary Thompson, Purchasing Agent

Mount Vernon City School District

165 North Columbus Avenue

Mount Vernon, New York 10553

9. Written questions may be submitted via email to hthompson@mtvernoncsd.org or by fax

to (914) 665-3395. It is the vendor's responsibility to verify that the question(s) submitted

have been received by the question deadline.

10. Bidders shall be responsible for visiting the School District’s grounds to fully familiarize

themselves with the snow removal, sanding/salting work required under this contract.

11. No interpretation of the meaning of the specification or other Contract document will be

made to any bidder orally. Notice of any and all interpretations and any supplemental

instructions will be sent to all bidders of record by the District or its designee in the form

of addenda to the specifications. All addenda so issued will be sent by certified mail, return

receipt requested, or by fax with receipt acknowledged and shall become a part of the

Contract documents. Failure of any bidder to receive any such addendum or interpretation

shall not relieve any bidder from any obligations under his/her submitted bid.

12. No proposal will be considered unless it is received and in hand on the specified date and

at the specified time and address at which proposals are to be opened. Any bidder

submitting proposals by mail or private delivery service must assume the risk of any delay

in the mail or handling of bids by employees of the U.S. Postal Service, private delivery

service or the District. All proposals received after the designated date and time will be

refused and returned unopened.

13. The submission of a bid will be construed to mean that the bidder is fully informed as to

the extent and character of the work, supplies, materials, or equipment required and a

representation that the bidder can furnish the work, supplies, materials, or equipment

satisfactorily in complete compliance with the specifications.

14. Any seeming inconsistency between provisions of the bid specifications or contract, or

upon any point requiring explanation, must be inquired about by the bidder in writing, as

least forty-eight (48) hours prior to the time and date set forth for the opening of the

proposals. Any bidder shall be precluded from asserting any inconsistency after said time.

15. Bids shall remain open for a period of forty-five (45) days following the date of the bid

opening. Bidders agree that the prices submitted will remain firm for an additional forty-

five (45) days thereafter, unless the District receives written notice to the contrary.

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16. The Board of Education reserves the right to reject any and all bids and to waive any

informalities in any bid. The District reserves the right to make an award on an item by

item, group of items, or total award basis whichever is in the best interest of the District.

17. As required by the specifications, bidders must use the attached bid proposal form

indicating the cost of providing labor and materials necessary to perform the work needed

pursuant to this contract for the event. Proposals submitted on any form other than the bid

form are not acceptable and will be rejected. Illegible or vague bids will be rejected. All

signatures must be written. Facsimile, printed, or typewritten signatures are not

acceptable.

18. All bidders shall insert their bid price in the appropriate place on the bid proposal sheet

next to any items they wish to bid on. The price inserted must be net and must include all

labor, delivery and freight charges.

19. Where so indicated by the makeup of the Bid Form, sums shall be expressed in both words

and figures and in case of discrepancy between the two, the written amount will govern.

If the Bidder is not submitting a bid for all of the services requested in this bid as reflected

on the Bid Form and these Bid Documents, the Bidder shall so indicate the same on the bid

proposal form by writing "No Bid" for the service, work or item that is not being bid.

Failure to complete the Bid Form in its entirety may result in the bid being deemed not

responsive.

20. If two (2) or more bidders submit identical bids as to price, the decision of the Board to

award a Contract to one (1) such bidder shall be final. No proposal shall be considered nor

will any contract be awarded to any bidder in arrears to the District upon any debt or

contract or who is a defaulter as surety or otherwise upon any obligation to the District, or

who is deemed irresponsible or unreliable by the District.

21. A bidder shall not make any stipulations on the Bid Form or qualify its bid in any way.

No bid will be considered which purports to qualify, limit, amend or omit any requirement

of the Bidding Documents. No alteration, erasure or addition is to be made to the

typewritten matter. Any deviations from the conditions and specifications will constitute

sufficient grounds for rejection of the bid. No oral, telegraphic or telephonic proposals or

modifications will be considered. The School District shall have the right to reject bids that

contain conditions, omissions, exceptions or modifications.

22. A bid shall include the legal name of bidder and a statement whether the bidder is a sole

proprietor, a partnership, a corporation or any other legal entity, and shall be signed by

the person or persons legally authorized to bind the bidder to a contract. All required

signatures shall be handwritten in ink with the full name of the person executing same.

Initials, stamps, photocopies or other copies or company names may not be used in lieu of

any required signature. A bid by a corporation shall also give the state of incorporation

and have the corporate seal affixed on the signature pages of each Form of Proposal. A bid

by an agent shall have a current Power of Attorney attached certifying the agent's authority

to bind the bidder.

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23. Sales to school districts are not affected by any fair trade agreements. (General Business

Law).

24. No charge will be allowed for Federal, State or municipal sales and excise taxes since the

District is EXEMPT from such taxes. The price bid shall be net and shall not include the

amount of any tax. The successful bidder shall be fully responsible for any and all

applicable taxes for the work and/or services performed under the contract.

25. BID SECURITY: All bids shall be accompanied by a bid security in the form of a Certified

Check, Cashier's Check or Bid Bond in the amount of 10% of the total bid amount. The bid

security shall be made payable to Mount Vernon City School District and its return shall

be conditioned upon the successful bidder entering into a contract with the District within

ten (10) calendar days following written Notice of Award. Any bid which is not

accompanied by a bid security shall be considered non-responsive and ineligible for

award. In the event the successful bidder fails or refuses to enter into contract with the

District within the time stated, the bid security submitted with the bid will be forfeited as

liquidated damages because of such failure or default. The bid security will be returned

after the opening of bids to all except the three lowest bidders and the remaining

guarantees shall be returned to these bidders after the contract with the successful bidder

has been fully executed.

26. PROPRIETARY INFORMATION: All information included in any bid proposal becomes

public information including any and all information that is proprietary in nature. The

District shall be held harmless from any claims arising from the release of proprietary

information.

27. BROCHURES: Bids shall include adequate brochures, latest printed specifications and

advertising literature, describing the products offered in such fashion as to permit ready

comparison with our specifications on any item-by-item basis where applicable. Web site

information may be included for specific products or services being offered.

28. Any and all agreements required to perform this contract must be submitted as part of

bidder's proposal. Any agreements are subject to modification by District counsel and

approval by the Board of Education. No agreements will be executed if their terms

contradict the terms and conditions of this bid.

29. Where articles or items of equipment, supplies or materials are designated as

manufactured by a specific manufacturer, or where catalog numbers are used, it is

understood that the article, as specified, represents an accepted standard. It is not the

intention of the District to limit competition thereby. If the item bid on is not the product

specified, but a substitute, or "equal," the item shall be clearly described in the space

provided, as the brand, packing, etc. with the catalog number of the vendor bidding.

Additionally, bidder shall submit, with the bid, a picture and the manufacturer's

specifications. Otherwise, the bid will be construed as submitted on the identical item as

specified.

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30. SUBSTITUTIONS OR EQUIVALENTS: If bidders make substitutions of any kind, type,

brand, or manufacturer of material other than those named in the Specifications, the bidder

shall identify the material or equipment the substitution is being made for; the kind, type,

brand, or manufacturer of material or equipment of the substitution; written

documentation evidencing that the substituted material or equipment meets or exceeds the

specifications for materials and/or equipment set forth in the bid specifications. Such

documentation shall include, but not be limited to, a full explanation of the proposed

substitution, together with a submittal of all supporting data including technical

information, catalog cuts, warranties, test results, installation instructions, operating

procedures, significant qualities of proposed substitution and other like information

necessary for a complete evaluation of the substitution. Additionally, the bidder shall

provide a demonstration of any substitutions for the District's evaluation. All such material

shall be provided to the District at the bidder's sole expense. The bidder's written

explanation shall also include a list of reasons the substitution is advantageous and

necessary, including the benefits to the District in the event the substitution is accepted.

Additionally, the bidder shall submit to the District information describing in specific

detail how the proposed substituted product differs from the quality and performance

required by the base specifications, and such other information as may be required by the

District. Bidders shall provide information, including a list of changes or modifications

needed to other items of the contract that will be necessary to accommodate proposed

substitution. By making such request or proposal for a substitution in conformance with

procedures established herein, the bidder represents that a representative of it has

personally investigated the proposed substitute product and has determined that it is equal

to or superior in all respects to that specified; represents that the warranty for the

substitution will be the same, or greater than, that applicable to the specified product. It is

the bidder's responsibility to familiarize themselves with the actual work and the locations

where such work is to be performed prior to bidding. Submission of a bid shall constitute

acknowledgement that the bidder has satisfied this requirement. Failure to do so will not

relieve the bidder from any requirements and/or obligations incurred as a result of his/her

bid.

31. PREVAILING WAGE: New York State law requires the payment of prevailing wages for

the work to be performed hereunder. The successful contractor must comply with all New

York State Labor Laws, including but not limited to, prevailing wage rate requirements.

The prevailing wage rate schedule for the work described and required herein is attached

hereto. PRC#2024901062 has been assigned to this contract. The bidders shall be

responsible for paying wages and benefits in accordance with the prevailing wage rate

applicable for the work described in these bid documents for the time period associated

with the contract term in accordance with the prevailing wage rate schedules issued by the

New York State Department of Labor for said time period.

32. As per Article 8 and 9 of the New York State Labor Laws, wages paid for the performance

of this contract shall not be less than those listed as minimum by the New York State

Commissioner of Labor for the occupants listed. As per Article 8, Section 220, New York

State Labor Law, every bidder and sub-bidder shall submit to the Department of

Jurisdiction (Mount Vernon City School District), within thirty (30) days after issuance of

its first payroll, and every thirty (30) days thereafter, a transcript of the original payroll

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Commodity Codes

• NAICS 561730Landscaping Services
• NAICS 561790Other Services to Buildings and Dwellings

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