CITY OF MIDDLETOWN

PURCHASING OFFICE ROOM 112

MUNICIPAL BUILDING

245 DEKOVEN DRIVE

MIDDLETOWN, CT 06457

(860) 638-4895

CONTRACT DOCUMENTS

BID #2026-022

MAINTENANCE OF TRAFFIC AND PEDESTRIAN SIGNALS

POLICE DEPARTMENT

Middletown, Connecticut

BID OPENING: Tuesday, October 6, 2026 at 11:00 am

DONNA L. FORMATO, CPPB, NIGP-CPP

SUPERVISOR OF PURCHASES

CARL R. ERLACHER

DIRECTOR OF FINANCE AND REVENUE SERVICES

The contract documents for the contract entitled:

BID #2026-022 SERVICE CONTRACT FOR MAINTENANCE OF TRAFFIC AND PEDESTRIAN SIGNALS--POLICE

DEPARTMENT

Page

Invitation to Bid 3

Information for Bidders 4-7

Bid Attachments

Section 78-9 (K) Bid Preference for Local Vendors 8-13 Affidavit of Local Vendor 14

General Specifications 15

Technical Specifications 15-20

Traffic Light and Pedestrian Signal Inventory 21-22

Check List 23

Bid Proposal Page 24-28

Bidders Reference Sheet, Employee and Supplier List 29-31

Non-Collusive Bid Statement 32

Worker’s Compensation Conformance Form 33

Insurance Requirements 34

Return Bid Label 35

Hereinafter referred to as the Contract Documents

INVITATION TO BID

Sealed proposals, addressed to the Supervisor of Purchases, City of Middletown, Room 112, Municipal Building, 245 DeKoven Drive, Middletown, CT, 06457 will be received until Tuesday, October 6, 2026 at 11:00 am for the following:

SERVICE CONTRACT FOR MAINTENANCE OF

TRAFFIC AND PEDESTRIAN SIGNALS

Plans and Specifications will not be available for pick up, they will be available and can only be obtained from our website at www.middletownct.gov.

Bids will be publicly opened via WebEx and a meeting invite will be posted to our website for anyone who wishes to join.

All bid submittals shall be received on the designated forms provided in a sealed envelope using the return label provided and marked as designated in the Information for Bidders. It is the responsibility of the bidder to plan accordingly that bids are received by the set date and time. Bids received “late” or faxed will not be considered.

The City of Middletown reserves the right to waive any defect or any irregularity in any bid and reserves the right to reject any or all bids or any part thereof. Bids, and amendments to bids received after the time set for the bid opening will not be considered. All bids must be completely filled out when submitted. No bid may be withdrawn for a period of ninety (90) days subsequent to the opening of bids without the City of Middletown's written consent. Withdrawal of any bid must be submitted in writing to the City of Middletown.

All bids and proposals are subject to, and must comply with the equal opportunity and non-discriminatory provisions set forth in the Affirmative Action Plan of the City of Middletown.

Dated: 09/02/2026 Middletown, Connecticut

Donna L. Formato, CPPB, NIGP-CPP Supervisor of Purchases http://www.middletownct.gov/

INFORMATION FOR BIDDERS

1. Date and Place for Opening Proposals - Pursuant to the "Invitation to Bidders", sealed proposals for performing the work will be received by the Purchasing Department at the time and place set forth therein with the award to be made as soon as practicable.

All bids received by the time set for receipt will be opened by the Supervisor of Purchases and read publicly at the exact time set for receipt irrespective of any irregularities therein. Bidders and or their representative and any interested public may be present.

2. Printed Form for Proposals - All proposals must be made upon the blank proposal form as attached hereto; should give price both in words and figures;

must be signed and acknowledged by the bidder where indicated on the proposal form; submitted sealed in an envelope using the Bid Return Label provided.

3. Omissions and Discrepancies - Should a bidder find discrepancies or omissions from the Contract Documents or should he doubt their meaning, he should immediately notify the Supervisor of Purchases who may send written instructions to all bidders. Bidder must type or use black pen at all times.

4. Acceptance or Rejection of Proposals - The City reserves the right to accept or reject any or all proposals. Without limiting the generality of the foregoing, any proposal which omits a bid on any one or more items on the price sheet may be rejected; any proposal containing modifications or changes to the price sheet may be rejected; any proposal in which unit prices are omitted or in which unit prices are obviously unbalanced may be rejected.

5. Acceptance of Proposals and the Effect - Within thirty (30) calendar days after the opening of the bids, the City will act upon them. The acceptance of a proposal will be either a notice of award, in writing, or an acceptance letter from the Supervisor of Purchases, and no other act shall constitute the acceptance of a proposal.

The acceptance of a proposal shall bind the successful bidder to execute the contract within the time and manner as set forth within these contract documents making him responsible and liable for failure to execute as prescribed.

6. Time for Executing Contract and Damages for Failure to Execute - Any bidder whose proposal shall be accepted will be required to execute the contract within ten (10) days, including Saturdays and Sundays, of the date of mailing of a notice, stating that the award has been made to him or his firm.

Failure or neglect to do so shall constitute a breach of contract for which the City may cancel the notice of award, award the bid to someone else, or rebid the entire project as well as sue for damages.

Damages for such a breach of contract will include but not be limited to the loss of any awarding of work to him and other items whose accurate amount will be difficult or impossible to compute, and all other damages recoverable at law and in equity.

7. Determination of Lowest Responsible Bidder/Award - Except where the Owner exercises the right herein to reject any or all proposals, the contract will be awarded by the owner to the "Lowest Responsible Bidder", as determined under the factors to be considered under section 78-9 (f)(2), as amended, of the Middletown Code of Ordinances.

It is the intent of the City to award the contract on a per category basis to the lowest responsible bidder(s) submitting the lowest total cost per category, providing that sufficient funds are available to award the contract(s). The City of Middletown shall reserve the right to make multiple awards based upon the lowest unit price per item / per category and/or based on what is in the best interest of the City.

Additionally, in determining whether a bidder qualifies as the lowest responsible bidder, the City shall also review other subjective factors, such as the bidder’s skill, ability and integrity to perform the work as specified, the bidders professional references (if required), the bidders reputation, information discovered during the interview process (if applicable) and whether the City in its sole discretion determines that awarding the bid to the bidder will be in the best interests of the City. The City shall award the contract to the lowest responsible bidder using the guidelines set forth herein, or shall reject all bids.

8. Contract Term - The contract term shall be for a period of three (3) years to commence on or after November 1, 2026 and terminate October 31, 2029.

Authorization to renew the contract for each successive contract period shall be based upon an evaluation of the bidder's performance for the prior period as determined by the Police Chief or his/her designee.

9. Prices - In the event of discrepancy between the prices quoted in the proposal in words and those in figures, the words shall control. The prices are to include the furnishing all labor, equipment, materials, mileage to and from repair sites and incidentals necessary to comply with the City's requirements.

10. Interpretations and Addenda - No oral interpretations shall be made to any bidder as to the meaning of any of the Contract Documents or to be effective to modify any of the provisions of the Contract Documents.

Every request for an interpretation shall be made in writing, addressed and forwarded to the Supervisor of Purchases, Municipal Building, 245 DeKoven Drive, Middletown, Connecticut, 06457. Questions may be sent via facsimile to (860) 638-1995 or emailed at purchase@middletownct.gov

To receive consideration, such questions shall be submitted in writing. Deadline for submission of questions is 12:00 PM, Thursday, September 24, 2026 (EST). If the question involves the equality or use of products or methods, it must be accompanied by drawings, specifications or other data in sufficient detail to enable the Supervisor of Purchases to determine the equality or suitability of the product or method. In general, the Supervisor of Purchases will neither approve nor disapprove particular products prior to the opening of the bids;

such products will be considered when offered by the bidder for incorporation into the work.

The Purchasing Supervisor will arrange as Addenda, which shall become a part of the contract, all questions received as above provided and the decision regarding each. The Purchasing Supervisor will post said addenda to the City website at www.middletownct.gov. Non-receipt of said Addenda shall not excuse compliance with said addenda. It is the bidder’s responsibility to determine whether any addenda have been issued and if so whether he/she has received a copy of each. Nothing in this section shall prohibit the Purchasing Supervisor from posting Addenda to extend the deadline for the receipt of bids at any time and for any reason.

Addenda’s will not be mailed. It is the responsibility of each bidder to visit our website at www.middletownct.gov to view additional information and/or acknowledge any addenda’s issued prior to submitting a bid.

No alleged "verbal interpretation" shall be held valid. Any addenda issued during the bidding period shall supersede previous information.

11. Termination of Agreement - If Vendor fails to fulfill its obligations under this Agreement, violates any of the covenants, agreements, or stipulations of this Agreement, or if the City deems that the Vendor’s conduct could have a negative effect on the reputation of the City, the City shall have the right, in its sole discretion, to terminate this Agreement immediately. The City also shall have the right, in its sole discretion, to terminate this contract without cause by giving thirty (30) days written notice to Vendor of such termination mailto:purchase@middletownct.gov specifying the date of such termination. Upon termination of the Agreement, the City shall have no obligation to pay Vendor for services not performed or goods not received.

12. Insurance - The selected bidder shall be required to provide a Certificate of Insurance as specified in the attachment "Insurance Requirements". The bidder shall be required to provide evidence of such insurance coverage to the Supervisor of Purchases within ten (10) days from receipt of the Notice of Award. Evidence of such insurance coverage and City approval shall be required prior to the execution of the contract document.

13. Time for Performance - A. Traffic and pedestrian signal service shall be provided in accordance with the response time specified in the Technical Specifications section of the bid documents.

B. Failure to provide such required traffic and pedestrian signal services within this response period shall constitute default and breach of contract and the Owner may then authorize procurement of such equipment/material from the most expeditious alternate source available to them.

C. All excess expenses charged for alternate procurement of defaulted service under this contract shall be deducted from monies due the successful bidder on this contract. If no monies are due, then the bidder shall pay to the Owner the difference between the contract price and what the Owner must pay to obtain the item from said alternate source.

14. Indemnification - The successful bidder agrees to defend, indemnify and hold harmless the Owner, its officers, agents, servants and employees against any and all liability, judgments, cost, expenses and other loss, including attorney's fees, and against all claims or actions including but not limited to those based upon or arising out of damage or injury (including death) to persons or property caused by or sustained in connection with any act or omission of the Successful Bidder, its officers, agents, servants and employees in the performance or lack of performance of the services under this contract.

15. Payment Terms - Prepayment discounts for early payment are preferred. All others shall be net 30 days unless specified otherwise. The bidder shall submit an itemized invoice to the Police Chief and or his/her designee monthly. The Police Chief shall then review and approve the invoice for payment and forward same to the Finance Department for payment. Payment shall then be made to the bidder no sooner than ten (10) consecutive calendar days from the date the invoice is received by the Finance Department as approved by the Department Director.

16. Quantities - The locations specified represent those municipal traffic and pedestrian signal locations to be serviced pursuant to this contract.

They are included to provide the bidder with an estimate of the City's annual requirements pursuant to this contract and to provide a uniform basis for the comparison of bids. These quantities however, are not guaranteed.

The City of Middletown shall reserve the right to increase or decrease the locations to be serviced pursuant to this contract or may delete locations at the time the contract is awarded or at any time thereafter without prejudice toward the bid unit prices if to do so is in the City's best interest.

17. Excise and Sales Tax - Purchases made by the City of Middletown are exempt from the payment of Federal Excise and Connecticut Sales taxes. Such taxes must not be included in the bid prices.

Exemption certificates will be provided at the bidder's request.

18. Condition Necessary to Complete Contract to Satisfaction of the City of Middletown - The City shall designate the time, place and amounts of work to be done so as to meet all stipulations as set forth in the Contract Documents. Any contractual agreement made herein between the bidder and the City shall not restrict the City from utilizing other sources of materials and services. If the City chooses to utilize other sources of materials and/or services, this shall not act to negate or void the contract; nor shall employment of such materials or services be used as a basis for the successful bidder to abandon his responsibilities or to claim damages as set forth within the Contract Documents.

19. Definition - Annual Service Contract - The annual maintenance service contract for the traffic and pedestrian signals shall be defined to include but shall not be limited to include furnishing all equipment, replacement parts, labor, and mileage to and from the service location requiring repair, and any other incidentals necessary to maintain the equipment in good working order throughout the contract term specified.

20. Invoicing - The annual maintenance service contract and system start-up shall be billed monthly.

The contractor shall be authorized to provide service upon receipt of a pre-approved purchase order to be generated by the Police Department on an annual basis.

21. Corrections to Bids - Corrections, erasures or changes to the bid must be noted over the signature of the bidder.

22. Firm Pricing - The City of Middletown requires that bidders hold bid pricing firm for the minimum period of twelve (12) months in accordance with the contract term specified here-in.

23. Conditional / Qualified Bids - A conditional or qualified bid will not be accepted.

24. Corrections to Bids - Corrections, erasures or other changes in the bid proposal must be explained or noted over the signature of the bidder.

25. Facsimile Bids - Facsimile bids will not be accepted by the City under any circumstances.

26. Bid Tabulation - A bid tabulation will be furnished to any bidder upon receipt of a self-addressed stamped envelope which may be submitted with the bid or under separate cover.

27. Subcontract - The Bidder awarded this contract shall not subcontract this contract in whole or part without prior written authorization from the City of Middletown.

28. Bidders Qualifications- The City of Middletown may make such investigations as deemed necessary to determine the ability of the bidder to perform under this contract. The bidder shall furnish the City with such information and data as may be required for that purpose. The City shall reserve the right to reject any proposal of any bidder that fails to satisfactorily convince the City that he is properly qualified by experience and facilities to fulfill their obligations and to complete the terms of the contract. The Bidder shall submit with his/her bid a completed notarized statement of their qualifications on the form included within these specifications.

29. Assignment of Antitrust Claims - The contractor or subcontractor offers and agrees to assign to the City of Middletown all right, title and interest in and to all causes of action it may have under Section 4 of the Clayton Act, 15 U.S.C. § 15, as amended, or under Chapter 624 of the General Statutes of Connecticut, as amended, arising out of the purchase of services, property, commodities or intangibles of any kind pursuant to a purchase contract or subcontract made by the City of Middletown. This assignment shall be made and become effective at the time the City of Middletown awards or accepts such contract, without further acknowledgment by the parties. (5-14-93)

30. Americans with Disabilities Act - The contractor / service provider, in performing this agreement, will at all times, comply with the provisions of Title II, the nondiscrimination and access requirements, of the Americans with Disabilities Act.

31. Definition of Terms - For the purpose of this contract whenever the word bidder occurs it shall refer to the contractor and wherever the word contractor appears it shall refer to the bidder.

PURCHASING DEPARTMENT

BID ATTACHMENT

CHAPTER 78

SECTION 78-9(K) BID PREFERENCE FOR LOCAL

VENDORS.

(1) Definitions. As used in this section, the following terms shall have the meanings indicated:

CITY-BASED BUSINESS — A business with a principal place of business located within the City of Middletown. A business shall not be considered a City-based business unless evidence satisfactory to the Director of Finance or Supervisor of Purchasing, when designated, has been submitted with each bid submitted by said business to establish that said business has a bona fide principal place of business in Middletown. Such evidence may include evidence of ownership of or a long-term lease of the real estate from which the principal place of business is operated or payment of property taxes on the Personal Property of the business to be used in performance of the bid.

PROJECT — All bids and all quotes solicited for purchases exempted from bidding pursuant to §78-9, as amended, except requests for proposal and PTS Contracts pursuant to § 78-10, as amended.

(2) On any project, the Lowest Responsible Bidder shall be determined in the following order:

a. City-based bidders.

1. On projects the cost of which is equal to or less than $1,000,000 total Contract price or less, any City-based bidder which has submitted a bid not more than ten (10%) percent higher than the low bid, provided such City-based bidder agrees to accept the award of the bid at the amount of the low bid. If more than one City-based bidder has submitted bids not more than ten (10%) percent higher than the low bid and has agreed to accept the award of the bid at the amount of the low bid, the Lowest Responsible Bidder shall be that one of such City-based bidders which submitted the lowest bid.

2. On projects the cost of which is over

$1,000,000 but equal to or less than $5,000,000 total Contract price, any City-based bidder which has submitted a bid not more than five (5%) percent higher than the low bid, provided such City-based bidder agrees to accept the award of the bid at the amount of the low bid. If more than one City-based bidder has submitted bids not more than five (5%) percent higher than the low bid and has agreed to accept the award of the bid at the amount of the low bid, the Lowest Responsible Bidder shall be that one of such City-based bidders which submitted the lowest bid.

3. On projects the cost of which is $5,000,000 or more total Contract price, any City- based bidder which has submitted a bid not more than three (3%) percent higher than the low bid, provided such City-based bidder agrees to accept the award of the bid at the amount of the low bid. If more than one City-based bidder has submitted bids not more than three (3%) percent higher than the low bid and has agreed to accept the award of the bid at the amount of the low bid, the Lowest Responsible Bidder shall be that one of such City-based bidders which submitted the lowest bid (9/16/25).

b. The low bidder. (2/8/78, 12/2/02)

CHAPTER 26, CONTRACTS

ARTICLE I--EQUAL OPPORTUNITY IN

EMPLOYMENT.

26-1 Contract Provisions Required

Every contract made by or on behalf of the City of Middletown for the construction, lease, alteration or repair of any public building or public work, or for the purchase, manufacture, sale or distribution of materials, equipment or supplies shall contain provisions providing for equal opportunity in employment.

26-2 Enforcement Officer

The Director of Equal Opportunity and Diversity Management, who is the City's Affirmative Action Officer, shall have the authority to enforce this ordinance.

26-3 Provisions to be Included

A. Every contract for the construction, alteration or repair of any public building or public work shall contain the following provisions approved by the Office of Equal Opportunity and Diversity Management Director:

The contractor agrees and warrants that in the performance of this contract he or she will not discriminate or permit discrimination against any person or group of persons on the grounds of age, alienage, ancestry, color, disability (past and present intellectual, mental, learning, and physical disabilities, including, but not limited to, blindness, deafness, mobility impairments, and use of a guide dog or guide dog in training), gender identity or expression, genetic information, marital status, national origin, race, religious creed, sex (including pregnancy, childbirth and related conditions, accommodations for pregnancy, breastfeeding, and sexual harassment in accordance with §46a-

60(a), (b)(7), (d) (1), 46a-80(b), or 46a-81c of the Connecticut General Statutes, sexual orientation, status as a veteran, status as a victim of domestic violence, criminal conviction, erased criminal history, and retaliation for protected activity (including filing with CHRO). This provision is limited to the extent there is a bona fide occupational qualification or a superseding federal or state law. In addition, the Connecticut Fair Employment Practices Act, Connecticut General Statutes §46a-51 et seq., (CFEPA) as amended in 2022, not only prohibits discrimination based on actual physical disability, but also applies to discrimination based on perceived physical disability. The contractor also agrees to provide the Affirmative Action Officer of the City of Middletown with such information that may be requested concerning the employment practices and procedures of the contractor as related to the provisions of this section.

B. The aforesaid provision shall include, but not be limited to, the following: advertising, recruitment, layoff, termination, rates of pay or other forms of compensation, conditions or privileges of employment selection for apprenticeship, selection or retention of subcontractors, or in the procurement of materials, equipment or services.

26-4 Notices to be posted on project site.

The contractor shall hereinafter post on the project site, in conspicuous places available for employees and applicants for employment, notices setting forth its non-discrimination requirements.

26-5 Subcontractors and Suppliers

In all pre-contractual contracts between contractor and any subcontractor or supplier either for work to be performed under a subcontract of for the procurement of materials, equipment or services, each subcontractor or supplier shall be notified in writing by the contractor of the contractor's obligations under this contract relative to non-discrimination and each subcontractor or supplier, by his contracting agent, shall agree to and be bound by the terms of this Contract.

26-6 Effect on other laws

Nothing contained herein is intended to relieve any contractor from compliance with all applicable federal, state and municipal legislation or provision concerning equal employment opportunity, affirmative action, non-discrimination and related subjects during the term of its contract on this project.

(4/7/80; 3/8/93, 11/1/02, 2/3/03, 6/3/13, 2/4/16, 6/29/20, 1/10/25, 8/4/25, 12/3/25)

ARTICLE II TRADES WORKERS AND LABORERS.

26-7 Provisions to be incorporated All contracts entered into between the City of Middletown and contractors which utilize trades workers and laborers by the contractor shall in the performance of the Contract incorporate the following provisions:

A. The Contractor shall hire residents of the City of Middletown to perform all necessary labor.

B. In the event the contractor is restricted by labor contracts, or the required specific skills are not available in the City of Middletown, the contractor may hire trades workers and laborers who reside outside the City, provided that prior to commencement or performance the contractor submits its reasons for such action in writing along with supporting documents to the City.

Such documents may consist of, but are not limited to labor contracts, lists of names / addresses of trades workers, laborers or labor representatives contacted by the City of Middletown and lists of required skilled labor positions for which personnel were not available in the City of Middletown. The contractor shall submit such relevant documents and other relevant information as may be requested by the City to determine compliance with this ordinance. If the Common Council, after review and report by City Staff and the Contract compliance Committee, determines that the contractor has failed to comply with this ordinance it may require corrective action to be taken by the contractor to effect compliance or may terminate the contract. If the corrective action is not done by the contractor, the Council may terminate the contract. If the Council terminates the contract, such termination shall be without any liability of the City to the contractor, its subcontractors or any party.

C. Prior to commencement of performance, and at any time after commencement of performance of the contract by the contractor, the Purchasing Agent may require submission of relevant documents and other relevant information related to the employment of tradesmen and laborers in performance of any specific contract with the City.

The contractor shall respond promptly to all inquires and requests for information and documents made by the City.

D. Prior to commencement of performance of the contract, the contractor shall forward to the department overseeing the contract a written statement which indicates the name of each worker scheduled to perform work for the contractor on each contract, the worker's City of residence and occupational title. The same shall be provided for all subcontractors working on the contract. The department shall forward copies of such statements to the Purchasing Agent upon receipt. The contractor shall provide written amendments to these statements in order to provide advance notice to the City of the scheduled employment of other workers the contractor chooses to perform work on the contract. The amendments shall be on file with the City before such other workers report to work. The department overseeing the project and the Office of the Purchasing Agent shall keep separate files of each construction project.

E. The contractor shall forward to the department overseeing the contract bi-weekly payroll records which cover the proceeding bi-weekly contract period, which shall be on forms approved in advance by the City. Copies of these reports shall be forwarded by the City department overseeing the project to the Purchasing Agent, upon receipt.

F. A copy of this ordinance shall be included and be part of the bid and contract documents. Reference to the page number of this ordinance shall be made in the index or table of contents of the bid and contract documents.

G. All trades workers and laborers hired to perform work under contracts that meet the total cost of construction amounts set out in Connecticut General Statutes § 31-53, as amended, shall be paid at the prevailing rates for the same work in the same trade in the City and shall receive the fringe benefits normally offered at that time for the particular trade. "Prevailing rates" as used herein shall mean the latest rates published by the Connecticut Labor Department unless otherwise required to qualify for a federal grant pertaining to the contract.

26-8 Definitions As used in this article the following terms shall have the meaning indicated "contractor" shall include the general or prime contractor and all subcontractors performing work under the contractor. The prime or general contractor shall be responsible for the compliance of the subcontractors.

"Tradesmen" and "Laborers" shall mean the employees employed by the contractor in positions for which prevailing rates are published by the Connecticut Labor Department. Local tradesmen and laborers shall not include workers temporarily residing in the City during the term of a contract.

26-9 Inspection and Enforcement A. The department overseeing the contract shall conduct bi-weekly on-site inspections in order to verify the accuracy of written reports and statements and to insure that the intent of this ordinance is met.

B. The Director of the City department overseeing the project shall notify the Purchasing Agent in writing as to the correctness of written records furnished by the contractors.

C. The Purchasing Agent shall inform the Contract Compliance Committee whether or not each contractor has forwarded the required written records to the City, hired local laborers and tradesmen to perform the necessary work, and paid the prevailing wages and provide the prevailing fringe benefits to employees.

26-10 Contract Compliance Committee A. There shall be a committee known as the

Contract Compliance Committee. The Committee shall consist of three electors of the City who shall be appointed by the Mayor with the Consent of the Common Council.

Two of the committee members shall be Common Council members not of the same political party who shall serve during their term of office, one of whom shall be designated chairman by the Mayor. The third committee member shall be a member of an organized trade labor group who shall serve a two-year term commencing on the date of appointment.

B. If the committee determines that a contractor is not in compliance, it shall make a report of its findings to the Mayor and Common Council with its recommendations as to whether corrective action should be required of the contractor or whether the contractor should be terminated.

C. The Purchasing Agent shall provide staff assistance to the committee.

(3/1/82, 11/1/02, 2/3/2003, 9/4/2007)

ARTICLE III ADEQUATE DELIVERY OF SERVICE

26-11 Provisions to be incorporated

All service contracts entered into for the benefit of the citizens of Middletown between the City of Middletown and contractors shall incorporate the following provisions:

A. A description of the services provided under the contract.

B. The name, address, and proof of agreement between a second agency which could step in at a moment’s notice should the contracting agency not be able to fulfill its designated service.

C. The contracted agency will be held responsible both financially and administratively with respect to the provision of backup services in the event the agency could not fulfill its contract obligations for Middletown citizens in accordance with the contract with the City.

D. A twenty-day advance notification period is required of each agency to inform the City of an expected interruption of services per its contracts. (11/1/02)

ARTICLE IV APPRENTICES

26-12 Provisions to be incorporated.

All contracts entered into between the City of Middletown and contractors, which utilize apprenticeable trades, or occupations by the contractor in the performance of the contract, shall incorporate the following provisions:

The contractor shall be affiliated with a state certified apprenticeship program for each apprenticeable trade or occupation represented in its workforce that is not otherwise governed by applicable state statutes and regulations.

26-13 Exception In the event the contractor is restricted by labor contracts, the contractor may not have to comply with the provisions of subsection (a). provided that prior to commencement of performance the contractor submits its reasons for such action in writing along with supporting documents to the City. Such documents may consist of, but are not limited to labor contracts.

26-14 Enforcement The contractor shall submit such relevant documents and other relevant information as may be requested by the City to determine compliance with this ordinance. If the Common Council, after review and report by City staff and the Contract Compliance Committee, determines that the contractor has failed to comply with this ordinance, it may require corrective action to be taken by the contractor to effect compliance or may terminate the contract. If the corrective action required is not done by the contractor, the Council may terminate the contract. If the Council terminates the contract, such termination shall be without any liability of the City of Middletown to the contractor, its subcontractors or any other party.

(12/7/98, 11/1/02)

ARTICLE V FAIR CLASSIFICATION OF TRADESMEN

AND LABORERS

26-15 Compliance with state and federal laws required. All contractors entering into contracts with the City of Middletown for the construction, alteration or repair of any public building or public work shall comply with all applicable state and federal laws governing fair treatment of employees, including but not limited to unemployment compensation and workers’ compensation. All contractors entering into contracts with the City of Middletown for the construction, alteration or repair of any public building or public work shall comply with all applicable state and federal laws governing fair treatment of independent contractors, including but not limited to payment of the relevant prevailing wage rates.

26-16 Determination of status as employee.

For purposes of this chapter, any person who meets 9 or more of the following criteria shall be considered an employee:

A. The person is required to comply with company instructions about when, where, and how work is done;

B. The person has been trained by the company.

C. The person is integrated into the company’s general business operations.

D. The person must render services personally.

E. The person uses assistants provided by the company.

F. The person has a continuing relationship with the company.

G. The person is required to work a set number of hours.

H. The person must devote substantially full time work to the company.

I. The person works at the company’s premises or job site.

J. The person must perform work in a preset sequence.

K. The person must submit regular progress reports.

L. The person is paid by the hour, week, or month;

payroll deductions include federal and/or state income taxes, FICA insurance.

M. The person is reimbursed for all business and travel expenses.

N. The person uses company tools and materials.

O. The person has no significant investment in the facilities that are used.

P. The person has no risk of loss.

Q. The person works for only one company.

R. The person does not offer services to the public.

S. The person can be discharged by the company.

T. The person can terminate the relationship without incurring liability.

26-17 Enforcement

Enforcement of this provision shall be monitored by the Building Committee or the Director of the City Department or Agency for which the construction is being done. If the construction, alteration or repair is being overseen by a building committee, the building committee shall monitor compliance with this section. Nothing in this subsection shall be construed to prevent the Public Works Department, the Contract Compliance Committee, the Purchasing Department or the Common Council from conducting independent investigations and/or initiating enforcement through appropriate channels.

26-18 Applicability

This Section shall only be applicable to contracts signed on or after the date of its passage.

26-19 Notice of Status

Any contractor utilizing the services of tradesmen or laborers who are not classified as employees under this chapter shall provide written notice to said tradesmen or laborers of their status. Said notice shall include a provision advising the tradesman or laborer that he or she is not eligible for workers’ compensation, health insurance, or unemployment compensation from the contractor.

(9/7/99, 11/1/2002)

BID ATTACHMENT

AFFIDAVIT OF LOCAL VENDOR

(City of Middletown Based Businesses Only)

I, being duly sworn, make affidavit and Vendor Name say that I own and operate which is Business Name and Address he bona fide principal place of business for .

Business Name

Evidence of ownership and principal place of business is may include: (Check the one which applies.)

1. Copy of canceled check for payment of personal property taxes on the business to be utilized in performance of the Bid.

2. Copy of long term lease of the real estate from which the principal place of business is operated.

Vendor Name

STATE OF CONNECTICUT:

ss. Middletown, CT

COUNTY OF MIDDLESEX:

Personally appeared, , Vendor name of the foregoing instrument and acknowledged the truth of the foregoing, before me.

Notary Public: ______________________

My Commission Expires: _____________

BID 2026-022

SERVICE CONTRACT FOR MAINTENANCE OF TRAFFIC AND PEDESTRIAN SIGNALS

GENERAL SPECIFICATIONS

The City of Middletown will accept bids from licensed qualified Electrical Contractors to provide a three-year maintenance service agreement for all City owned traffic and pedestrian signals as shown on the attachment entitled "Traffic and Pedestrian Signal Inventory".

It is the intent of the City to contract with the selected contractor/bidder to provide traffic and pedestrian signal maintenance with fixed unit pricing for a contract term of three (3) years to commence on or after November 1, 2026 and terminate October 31, 2029.

TECHNICAL SPECIFICATIONS

SCOPE OF WORK

The contractor shall furnish all tools, labor, equipment, materials, mileage costs to and from each service site, and incidentals necessary to inspect and maintain various traffic control signals as shown on the attachment.

1. Maintenance Inspection:

All traffic signals listed herein shall be inspected once per each ninety (90) day period or quarterly, for the following type of inspections:

(2) Semi- Annual Full Function Inspections of every traffic signal and (2) Semi- Annual Visual Inspections of every intersection. Inspection types will alternate quarterly and reports must be furnished to the City at the completion of each inspection.

The following is a basic scope of services but is not indicative of every aspect of the inspections and all the services to be performed under this contract. Services that are considered customary of this scope of work will be included and performed even though not specifically detailed below:

1. Observe controller and related components to assure proper operation.

2. Replace all excessively worn components as required. For the purpose of this contract worn components shall be defined to include all parts required to maintain the signals in good working order with the exception of major components to include terminal boards and controllers.

Complete relamping of all units will be performed on an as needed basis.

3. Retiming clocks in all controllers in case of power outage.

4. Loop Detector inspection, installation and repair with DOT approved company.

5. The adjustment of “NO TURN ON RED” signs so that they are turned and facing the correct intersections.

2. Inspection Report:

Following each maintenance inspection, a written inspection and maintenance report is to be prepared for documentation. The written inspection/maintenance report should be forwarded within 10 days after the end of each fiscal quarter to the Middletown Police Department Traffic Division, with a carbon copy filed with the Purchasing Office at the following address:

Middletown Police Dept. Purchasing Office, Room 112 Traffic Division 245 DeKoven Drive 222 Main Street Middletown, CT 06457 Middletown CT, 06457

3. Parts Inventory:

The successful bidder/contractor shall maintain an inventory of replacement parts to be utilized to service the equipment pursuant to this contract. This inventory shall be maintained in sufficient quantities to replace those parts required for routine maintenance as well those required to replace worn components identified on inspection.

It shall be the bidder's responsibility to maintain an adequate inventory of all replacement parts at all times to minimize any down time that may occur during maintenance and repair operations. The bidder shall at all times endeavor to maintain units fully operational so as to eliminate any downtime from non-functional units.

All replacement parts, whether those used for routine maintenance or for the replacement of excessively worn components, shall be included in the bid unit price for maintenance per month. Does not include major components (any part over $250.00 in cost)

4. Service Log:

The contractor shall maintain a service log specifying all work performed on each and every controller, signal head, and pedestrian signal. This service log must include an itemized listing of replacement parts utilized, time and date serviced, and number of service hours performed. This service log shall be available for inspection upon the City's request. The contractor’s written service log is to be the property of the City and is to be submitted to the traffic division at the end of each quarter. Payment will not be issued if service log and inspection reports are not submitted to the City of Middletown.

5. Bulb Replacement:

The contractor shall supply all bulbs required for traffic and pedestrian signals and shall replace immediately when burned out. The cost of which shall be included in the bid price.

6. Equipment Required:

The contractor shall own or lease in good working order an aerial lift truck to service, maintain, and/or replace components for all traffic and pedestrian signals. The contractor must provide proof of proper registration and insurance of his aerial lift truck with the bid.

7. Response Time:

The contractor shall respond to routine service calls within twenty-four (24) hours from notification. Response time for emergency service calls shall be made within forty-five (45) minutes from notification.

The contractor shall, at all times, provide a contact phone # or pager# or answering service number available for routine or emergency calls , and a fax machine and email services. The city of Middletown prefers to communicate through the use of email for service calls; preference will be given to vendors who have all of the above means of communications

CBYD- In addition to routine calls, the contractor will be required to mark out wires if possible, etc whenever a C.B.Y.D. requires this service within 48 hours of notification. These calls will be faxed in or email to the contractor and a completion report must be provided to the city to ensure that the service was completed. The City will compensate the vendor with one hour service on an as needed basis.

8. Relamping Pedestrian Heads:

The contractor shall relamp signal and pedestrian heads upon notification. This work shall be completed within twenty-four (24) hours from notification. The cost of which shall be included in the bid price.

9. Cost Reduction:

The contractor must be willing to work with City Police personnel and existing equipment at all times to minimize costs for certain major repair operations whenever possible and to take advantage of any state or cooperative purchasing agreements for the purchase of replacement / new parts.

10. Traffic and Safety:

A. The Middletown Police Department will provide a traffic officer at no charge, to the contractor, if and when required, for the purpose of directing and maintaining traffic safety and flow when the contractor is working in those traffic areas which may be impeded or obstructed by the contractor's operation.

B. The contractor shall provide, in accordance with the "Manual on Uniform Traffic Devices" as published by the Federal Highway Administration such barricades, signs, warnings, police officer and/or flag person, and shall conduct his work in such a manner so that hazards to vehicular and pedestrian traffic are at a minimum.

If, in the opinion of the Chief of Police or his/her designee, additional precautions or measures should be taken in the interest of public safety, the contractor shall so comply.

C. If the contractor finds it necessary to close a portion of the road to vehicular traffic, the approval of the Public Works Director and Chief of Police or his/her designee shall be obtained. The contractor shall notify the Fire Department and any other concerned agencies of such road closing. Access shall be provided at all times to fire hydrants and precautions shall be taken to prevent freezing of any exposed or partially uncovered water lines.

D. The contractor shall conduct his operation in such a manner so as to minimize any interruption to the normal vehicular and pedestrian flows.

11. Payments:

Adjusted payments will be made to the contractor for any additions or deletions to the locations as listed on the Traffic and Pedestrian Signal Inventory with all adjustments subject to the approval of the Chief of the Middletown Police Department. Adjustments shall be made based upon the unit price per signal indicated on the Bid Proposal Page. The contractor shall be required to provide a unit price per signal to maintain each signal per quarter. Payment shall be made at the end of each quarter after service log is provided to the Police Department. Early payment discounts are encouraged.

12. Condition of Equipment:

The City of Middletown Police Department will assure the contractor that all identified systems are in proper working order prior to the initiation of the contract. Any necessary repairs to affect a mutually satisfactorily working condition performed by the contractor outside of the scope of this contract shall be made and compensated for upon approval of the Chief of the Middletown Police Department or his/her designee with compensation to be made at the hourly rate specified in these bid documents.

13. Acts of Nature:

Any required repairs, as a result of acts of an unusual nature, will be considered as additional to the normal routine and compensated for as an additional expense. Compensation for these repairs shall be made on an hourly rate basis at the rates shown of the proposal form.

14. Bidder Qualifications:

All prospective bidders must possess the minimum of two (2) years past experience in the maintenance of traffic light systems. The bidder shall submit with his/her bid a completed notarized statement of their qualifications on the form furnished for that purpose incorporated in these specifications. Vendors must provide a detailed listing of all employees who will be working on these systems and copies of their electrical licenses must be included in the bid response packet.

***All bidders must possess the documented ability to operate and maintain all City owned controllers operating on the appropriate system. Please list references, including contact name and phone #, and experience history. If in the event the qualified low bidder does not currently meet the above criteria, the City of Middletown will allow 3 months from date of award to obtain the necessary certification to comply with the requested terms and conditions. Should the awarded vendor fail to meet this requirement within the allowed 3 months, they will be disqualified and the contract will then be awarded to the next lowest bidder that already holds all required certifications.

15. Materials and Workmanship -

A. All workmanship, equipment, materials, and articles to be provided under this contract shall be new and of current production and shall be the best grade or quality of the respective kinds for the use intended. The owner shall decide whether such workmanship, equipment, material, and articles to be incorporated in the work are new and the best grade of the respective kinds for the intended purpose.

B. The contractor shall furnish the City of Middletown for approval the manufacturer's detailed specifications for all equipment and materials to be furnished under this contract, upon request.

C. Materials specified by reference to the number or symbol of a specified standard, such as an A.S.T.M.

Standard, a Federal Specification, or other similar standard, shall comply with the requirements of the latest revision thereof. The standard referred to shall have full force and effect as though printed herein.

D. Prior to the start of the work, the contractor shall notify the owner, in writing, of his anticipated sources of all materials proposed to be incorporated into the work.