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City of Buckhannon, Advertisement for Bids: Vehicle Third-Party Towing and Storage Services

BUCKHANNON, WV: REQUEST FOR PROPOSAL – Vehicle Third-Party Towing and Storage Services
Contract Period: __________, 2025 – April 30, 2026

INTRODUCTION

  1. The City of Buckhannon (the City) is issuing this Request for Proposal (RFP) to solicit proposals from qualified contractors to serve as the City’s authorized third-party towing and storage provider for designated Special Events during the one-year period beginning May 1, 2025, and ending April 30, 2026.
  2. During specific public events (e.g., parades), the City closes certain downtown streets and must arrange for the removal of unauthorized vehicles from those areas. Selected vehicles must be safely towed and stored until claimed by their owners, who will be responsible for all fees associated with the towing and storage.
  3. The City intends to authorize one provider for these services and seeks the most efficient and cost-effective solution, as determined by the evaluation criteria outlined in this RFP.
  4. The City makes no guarantee as to the number of tows that may be required during the contract period. Requests for services from individuals or entities other than the City fall outside the scope of this proposal.

SCOPE OF SERVICES

  • Provide on-call towing and impoundment services during designated public events.
  • Provide secure storage for all towed vehicles until released to owners.
  • Be available during a one-hour window beginning at the time designated streets are closed and leading up to the start of the event (e.g., parade).
  • Be prepared to stage towing equipment near the event location in advance to ensure quick response and street clearance.

QUALIFICATIONS

  • Contractor must be approved by the Public Service Commission of West Virginia to provide third-party (non-consent) towing services.
  • Contractor must have the necessary equipment, personnel, and storage capacity to perform the required services promptly and safely.

EVENTS COVERED

  • West Virginia Strawberry Festival parades and related events
  • Buckhannon-Upshur High School Homecoming Parade
  • Veterans Day Parade
  • Christmas Parade
  • Other events as designated by the City

COMPENSATION

  • Towed vehicle owners shall be responsible for all towing and storage fees.
  • Contractors may propose a minimum event fee to be paid by the City in the event that no vehicles are towed or that total collected fees do not meet the contractor’s minimum threshold.
  • Any requested minimum event fee must be clearly stated in the proposal and will be considered as part of the City’s evaluation of overall cost-effectiveness.

PROPOSAL TERMS

  • Proposals must remain valid for at least sixty (60) days from the date of submission.
  • The City reserves the right to accept or reject any and all proposals at its sole discretion.
  • The selected contractor must execute a formal Service Agreement similar in form and substance to the sample agreement included in this RFP.
  • Upon satisfactory performance, the contractor may be offered the first option to renew the agreement in future years.

SUBMISSION INSTRUCTIONS

Proposals must be postmarked or hand-delivered no later than 4:30 p.m. on Monday, August 25. 2025.

Deliver to:
City of Buckhannon
70 East Main Street
Buckhannon, WV 26201

Envelope must be clearly marked:
“ATTN: Special Event Towing Services”

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©2025.

City Hall • 70 East Main Street, Buckhannon, WV 26201 • 304-472-1651