General Information and Proposal Requirements
Name of Proposer:
Address:
Telephone:
If the business entity is a corporation or partnership, please attach evidence of good standing in the form of a current certificate issued by the New York State Department of State and provide the name of a responsible officer of the entity.
Attach a copy of any applicable licenses and NYS EIN number documentation.
Provide the closest business address of the business/entity to the Glenville Hill Fire District No. 8 firehouse - 1086 Church Road - Glenville, NY 12302:
Provide a brief business history with particular reference to how long the business has operated:
List up to five reference clients, include telephone number and contact person:
Number of employees:
Number of field crews:
Attach proof of the following insurance certificates: Proof of Liability insurance for no less than $500,000** Proof of Workers Compensation Insurance information. Proof of Automobile Insurance for any vehicles to be used for this Contract. NOTE: **Glenville Hill Fire District No. 8 shall be listed as Additional Insured - Certificate Holder.
Business contact person:
Telephone number:
NOTE: Preference will be given to otherwise substantively equal proposals to any business entity located within the geographic boundaries of the Glenville Hill Fire District No.8.
Effective date of the proposed contract will be December 9, 2026 through April 30, 2027.
Please quote for the 2026-2027 season for the requested services (see "Specifications for Snow/ Ice & Drift Removal Maintenance Services" below) - additional items to be provided by proposer should be quoted with a detailed description and pricing below:
Item #1 Bid for 2026-27 seasonal plowing/drift removal: $___________
Item #2 Bid for salting (at District Requested): $___________
Item #3 Bid for accumulated snowbank/pile push-back service
(if required/requested) $___________
Other Items (list here): __________________________________ $___________
*** ** * ** ***
The term of any agreement with the most qualified proposer will be one (1) year with annual renewal provisions for up to two years on mutually acceptable terms. Completed proposals should (1) be sealed in an envelope; (2) clearly marked on the outside "Snow Plow/Ice Removal Maintenance Proposal"; and (3) submitted to Glenville Hill Fire District No. 8 - 1086 Church Road - Glenville, NY 12302 to arrive not later than 5:00 pm on Wednesday, December 9, 2026. Faxed or e-mailed responses will not be accepted. Proposals received after the deadline date and time will not be accepted under any circumstance - No exceptions will be made.
Specifications for Snow/Ice & Drift Removal Maintenance Services
Scope of Services Required
All work will be completed in accordance with attached exhibit. It is recommended that proposers participate in a site-visit of the District #8 property with the Building and Grounds Commissioner prior to submitting a proposal. For questions regarding this proposal or to schedule a site visit, please contact Fire Commissioner Dirk Francois at (518) 527-7296.
Miscellaneous
Right to Cancel: Fire District No. 8 reserves the right to cancel any awarded contract at any time it deems necessary to preserve the safety and well-being of our members, guests and property for non-performance.
Monitoring Conditions: Successful bidder shall be responsible for the monitoring snowfall accumulation at Glenville Hill Fire District No. 8 building/grounds located at 1086 Church Rd - Glenville, NY. This is a FIRE/EMS FACILITY and REQUIRES PRIORITY SERVICE.
Contact Information: Successful bidder shall provide 24-hour contact information at time of award.
Damage: Any and all damage to the building, grounds, landscaping and signage in performance of this snow removal contract shall be the sole responsibility of the contractor for repair/replacement of same or equivalent quality prior to completing the outlined work.
Boundaries/Staking: Properly marking the areas for snow plowing is the responsibility of the successful bidder and requires placing reflective stakes a minimum of 8 to 15 feet apart along straight edges and 5 to 8 feet apart around curves or hazards.
Invoicing: All invoices shall be mailed to Glenville Hill Fire District No. 8 - Attn: Treasurer - 1086 Church Road - Glenville, NY 12302-6922 and shall indicate the date(s) of plowing/salting with the corresponding "Item #" as bid on page 2 of this RFP. NOTE: All invoices are reviewed and payments are made by the District Treasurer on a monthly basis - the second Wednesday of each month.
Snow/Ice/Drift Removal Maintenance and Schedule (PRIORITY LOCATION)
1. Proposer assumes the requirement of snow/drift plowing and ice removal will have PRIORITY and promptly completed upon 3" or more of falling snow, and/or when ice is present at the firehouse location. The removal is required to provide complete and safe access to the District fire station(s) apparatus bays, all entry doors and adjacent parking areas.
2. All paved areas including walkways to bay and entry doors shall be kept free of snow/ice/ drifting accumulation. A 3-foot pathway from the West parking area to the generator room entry door (rear of building #1) must also be maintained and cleared of accumulating snow.
3. All walkways, entryways, etc. if needed, may require hand shoveling to eliminate plow windrow and accumulation along building access points.
4. Use of any ice-melt products shall not be applied on all concrete surfaces.
5. Proposers should assume the following schedule/services: i. Provide PRIORITY snow/ice & drifting removal as needed after 3" snowfall at station location. ii. Provide services for the seasonal period of December 9, 2026 - April 30, 2027. iii. Provide 24x7 on-call snow/ice & drift removal as required. iv. Provide accumulated snowbank/pile push-back service as required/requested to maintain area accessibility. v. The proposer may separately propose other tasks at their discretion.
Selection Process
5. All qualified proposals will be opened on Wednesday, December 9, 2026 at 7:00 pm.
6. Qualified proposers will be ranked based on the required criteria and the overall cost.
7. All proposers will be notified of the District's decision within 24 hours of selection.
8. The District may reject all proposals in its sole discretion.
9. If an agreement with the number one ranked proposer is unsuccessful, the District will attempt to negotiate with the second and then third ranked proposer.
10. If all negotiations fail, the District reserves the right to re-advertise for proposals.
NOTE: See aerial view (page 4) for detail of approximate area to be serviced/maintained.
Thank you for your interest.
