TOWN OF WEST SPRINGFIELD

INVITATION FOR BIDS

CONTRACT AGREEMENT

FOR

IFB # 27-0017

FY27 ON-CALL SNOW HAULING

INVITATION FOR BID

IFB # 27-0017

ADVERTISEMENT NOTICE 3

IFB REQUIREMENT SUMMARY 4

GENERAL INFORMATION AND BID SUBMISSION REQUIREMENTS 5

SCOPE OF SERVICE 9

ADDITIONAL CONTRACT TERMS AND CONDITIONS 13

BID FORM 14

BID SHEET 15

CERTIFICATE AS TO CORPORATE BIDDER 22

CERTIFICATE OF NON-COLLUSION 23

TAX COMPLIANCE CERTIFICATION 24

DEBARMENT DISCLOSURE FORM 25

BID SIGNATURE PAGE (Individual) 26 BID SIGNATURE PAGE (Partnership) 27 BID SIGNATURE PAGE (Corporation) 28

BID SIGNATURE PAGE (LLC) 29

APPENDICES

APPENDIX A: SAMPLE FORMS

APPENDIX B: CONTRACT & GENERAL CONDITIONS

Town of West Springfield

Jaime Flores 26 Central Street, Suite 32 Procurement Administrator West Springfield, MA 01089

(413) 495-1732 | jflores@tows.org

ADVERTISEMENT NOTICE

IFB # 27-0017

INVITATION FOR BID

The Town of West Springfield, through its Department of Public Works, is seeking bids from qualified vendors for FY27 On-Call Snow Hauling. All bids for this project are subject to the provisions of M.G.L.

Chapter 30B.

All Bids shall be sealed and addressed to: Jaime Flores, Procurement Administrator, 26 Central Street, Suite 32, West Springfield, MA 01089. The bid shall be enclosed in a sealed envelope, endorsed with the name and business address of the Bidder and marked “FY27 On-Call Snow Hauling”. Sealed proposals will be received in the Legal Department, located on the 3rd Floor of Town Hall, until 10:00 AM on

November 30, 2026. There is also a special mailbox set up in the lobby, located to the left of the doors to the first floor of the Town Hall, labeled “bids'' for bidders who wish to drop off their bids outside of business hours.

All documents, specifications and forms may be obtained from:

https://www.townofwestspringfield.org/government/departments/finance/procurement-bids

Any questions concerning this IFB must be sent to Jaime Flores, Procurement Administrator at jflores@tows.org before 4:00 PM on November 18, 2026.

The contracts will be awarded only to responsive and responsible bidders whose bid meets all of the requirements in the specifications, with any variations specifically listed. The contracts shall be awarded by the Chief Procurement Officer, which reserves the right to waive any informalities, to accept or reject, in part or in whole, any and all proposals or to take whatever action may be deemed to be in the best interest of the Town of West Springfield.

https://www.townofwestspringfield.org/government/departments/finance/procurement-bids mailto:jflores@tows.org

IFB REQUIREMENT SUMMARY

Bid Title FY27 On-Call Snow Hauling

Bid Number 27-0017

Release Date November 2, 2026

Questions Due November 18, 2026 by 4:00 PM

Bids Due November 30, 2026 at 10:00 AM

Services Start Date As Needed upon contract execution

REQUIRED SUBMITTALS

Completed and signed Bid Form

Details on each piece of equipment. Please complete every line item for each piece of equipment

Certificate of Non-Collusion

Tax Compliance Certificate

Reference Form

Completed and signed W-9.

https://www.irs.gov/pub/irs-pdf/fw9.pdf link to printable W-9

Legible copy of your current driver’s license

Legible copy of each vehicle’s current registration for each bid sheet submitted

Current and valid certificate of insurance

Applicable Signature Page

Acknowledgement of Receipt of Addendums (if applicable) https://www.irs.gov/pub/irs-pdf/fw9.pdf

I. GENERAL INFORMATION AND BID SUBMISSION REQUIREMENTS

A. Questions from Prospective Proposers

Questions concerning this Invitation for Bid must be submitted in writing to: Town of

West Springfield Attn: Jaime Flores, 26 Central St, Suite 32, West Springfield, MA 01089 or jflores@tows.org before 4:00 PM on November 18, 2026. Questions may be delivered, mailed or emailed. Written responses will be emailed to all proposers on record as having registered for the IFB.

B. Addenda

If any changes are made to this IFB, an addendum will be issued. Addenda will be emailed to all proposers on record as having registered for the IFB.

C. Time and Date Bids Must be Delivered

Sealed bids will be received in the Law Department until 10:00 AM, local time, on

November 30, 2026. NO BIDS WILL BE ACCEPTED AFTER THE TIME AND DATE SPECIFIED.

The bid shall be enclosed in a sealed envelope, endorsed with the name and business address of the Bidder and marked “FY27 On-Call Snow Hauling”. All bids shall be sealed and addressed to: Jaime Flores, Procurement Administrator, Town of West Springfield, 26 Central Street, Suite 32, West Springfield, MA 01089.

SPECIAL INSTRUCTIONS FOR BID PACKAGE DELIVERIES: If the proposal is to be dropped off in person, it may be left in the bid box in the lobby of Town Hall or delivered to the

Legal Department on the third floor. Please leave yourself ample time before the deadline time to deliver your proposal

All electronic bid submittals (preferred) can be submitted through Bidnet Direct at https://www.bidnetdirect.com/massachusetts/townofwestspringfield

Do not submit an electronic and hard copy proposal.

D. Late Bids

The Town assumes no responsibility for late submissions due to mail, courier, or delivery problems. LATE BIDS WILL NOT BE CONSIDERED.

E. Maximum Time for Proposal Acceptance

The contract will be awarded within thirty (30) days after the proposal opening. The time for award may be extended for up to thirty (30) additional days by mutual agreement between the Town and the responsive and responsible proposer offering the most advantageous proposal as determined by the chief procurement officer.

mailto:jflores@tows.org https://www.bidnetdirect.com/massachusetts/townofwestspringfield

F. Modifying or Withdrawing Bids

A bidder may correct, modify, or withdraw a bid by written notice received by the Town prior to the time and date set for the bid opening. Bid modifications must be submitted in a sealed envelope clearly labeled "Modification No. __." Each modification must be numbered in sequence, and must reference the original IFB. After the bid opening, a bidder may not change any provision of the bid in a manner prejudicial to the interests of the Town or fair competition. Minor informalities will be waived or the bidder will be allowed to correct them. If a mistake and the intended bid are clearly evident on the face of the bid document, the mistake will be corrected to reflect the intended correct bid, and the bidder will be notified in writing; the bidder may not withdraw the bid. A bidder may withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended correct bid is not similarly evident.

G. Right to Cancel or Reject Bids

The Town may cancel this IFB, or reject in whole or in part any and all bids, if the Town determines that cancellation or rejection serves the best interest of the Town.

H. Bid Prices

All bid prices submitted in response to this IFB must remain firm for sixty (60) days following the bid opening.

I. Unexpected Closures

If, at the time of the scheduled proposal opening, the Municipal Office Building is closed to the public, due inclement weather or another unforeseeable event, the bid opening will be extended until 10:00 AM on the next business day. Bids will be accepted until that date and time.

J. Number of Copies of the Proposal Required

The bidder shall submit one (1) original bid.

K. Bid Envelope

The sealed bid envelope should be marked: "IFB #27-0017: FY27 ON-CALL SNOW

HAULING" and endorsed with the name and business address of the bidder.

1. A bid by an individual shall show his name and official address.

2. A bid by a partnership must be executed in the partnership name and signed by a partner accompanied by evidence of authority to sign. His title must appear under this signature and the official address of the partnership shall be shown.

3. A bid by a corporation must be executed in the corporate name by an officer of the corporation and must be accompanied by a certified copy of a resolution of the board of directors authorizing the person signing the Quote to do so on behalf of the corporation. The corporate seal shall be affixed and attested to by the secretary. The state of incorporation and the official corporate address shall be shown.

4. A bid by a Limited Liability Company (LLC) must be executed in the full legal name of the LLC by a member or manager authorized to sign on behalf of the

LLC. The signer's title or capacity shall appear under the signature, and evidence of the signer's authority to execute the bid on behalf of the LLC shall be provided upon request. The state in which the LLC is organized and its official business address shall be shown.

L. Bids Must Be Signed By Authorized Individuals

All bids must contain the bid signature page. Faxed proposals will not be considered. A proposal must be signed as follows:

1. If the bidder is an individual, by him/her personally;

2. If the bidder is a partnership, by the name of the partnership, followed by the signature of each general partner; or

3. If the bidder is a corporation, by the authorized officer, whose signature must be attested to by the Clerk/Secretary of the corporation and the corporate seal affixed.

M. Required Forms

The bid must include the following:

1. Completed and Signed Bid Form

2. Certificate of Non-Collusion

3. Tax Compliance Certification

4. Debarment Disclosure Form

5. Applicable Signature Page

6. Details on each piece of equipment. Please complete every line item for each piece of equipment

7. References

8. Completed and signed W-9

9. Certificate of Liability Insurance

10.Copy of Vehicle Registration for each vehicle or piece of equipment

11.Copy of Driver’s License for each operator

12.Acknowledgement of Receipt of Addendums (if applicable)

N. References

List all contracts held the last 5 years that are similar in size and scope to this project that can be contacted regarding your work . The following information shall be included for each customer listed

1. Customer

2. Contact Name

3. Address

4. Phone Number

5. Email

6. Contract Dates & Amount

7. Brief description of services provided.

O. Contract Execution

When the Town gives a Notice of Award to the Successful Bidder, It shall be accompanied by the required number of unsigned counterparts of the Agreement with the other Contract Documents which are identified in the Agreement as attached thereto. Within 10 days thereafter, the Successful Bidder shall sign and deliver the required number of counterparts of the Agreement and attached documents to the

Town. Within ten days thereafter, the Town shall deliver one fully signed counterpart to the Successful Bidder with a complete set of the Drawings with appropriate identification

P. Public Records Notice

All documents and materials submitted in response to this Request for Proposals (RFP) are subject to the Massachusetts Public Records Law, M.G.L. Chapter 66, Section 10, and

Chapter 4, Section 7, Subsection 26 once the bid has been opened. In accordance with these laws, the Town cannot guarantee the confidentiality of any information submitted by a bidder. By submitting any materials in response to this RFP, the bidder acknowledges and agrees that all such materials are public records and may be disclosed upon request. Any attempt by a bidder to designate submitted materials as confidential, proprietary, or otherwise protected from disclosure will be void and disregarded.

Bidders submit materials at their own risk and should not include any information they consider confidential or exempt from public disclosure.

II. SCOPE OF SERVICE

These general specifications and insurance requirements are to be a part of all Bids for snow hauling for the Town of West Springfield through June 30, 2027.

The requirements listed under the general specifications shall prevail except as provided by any provisions listed with the proposal for a particular type of equipment. In case of conflict between the general specifications and provisions in the proposal relating to a particular type of equipment, the provisions listed with the particular type of equipment will govern.

A. LAWS

The Contractor shall at all times observe and comply with all State Laws and Town ordinances, and shall indemnify the Town of West Springfield against any claim or liability arising from or based on violation of any law, ordinance or regulation whether by himself or his employees.

B. OPERATOR

Must be familiar with Town streets and must have proper driver’s and hoisting (if applicable) license.

All operators of hired equipment utilized this winter shall be required to carry a cell phone at all times while the equipment is engaged by the DPW. These numbers shall be given to the DPW personnel at the time of inspection and it shall be the responsibility of the hired equipment vendor to notify the DPW of any changes.

C. AVAILABILITY OF EQUIPMENT:

1. The types of equipment that may be required are listed on the bid form.

2. Equipment must be available as required and ordered.

3. The Town of West Springfield reserves the right to cancel any contract where, in its opinion, the Contractor is not satisfactorily providing the service required under this contract.

4. Equipment must be available after one (1) hour notice as required and ordered including nights, weekends and holidays. The equipment must be available for any type of work that it is designed to perform.

5. In the event the equipment required is not available within one (1) hour from the time it is requested, then the Town reserves the right to hire any equipment necessary to insure the safety and well being of the general public.

6. The Town reserves the right to select the equipment most suitable to perform the service required. When more than one piece of equipment suitable to perform the service is available, the equipment, for which the hourly rented rate bid is lowest, shall be given first consideration. Any equipment hired will be retained until the service is no longer needed. Equipment will be assigned to various divisions within the Department of Public Works and will not be transferred from one division to another unless such transfer is deemed necessary by the Department to insure the safety and well being of the general public. Also, equipment will be assigned to a specific section of the Town under the control of a division and will not be reassigned during the course of a particular storm unless reassignment is deemed necessary to insure the safety and well being of the general public. Assignment to a particular section will be made when the equipment reports to work at the beginning of each snowstorm.

D. INSURANCE REQUIREMENTS

The equipment owner shall procure and maintain insurance as specified below and in such form as shall protect them and the Town of West Springfield from all claims and liability for damages for bodily injury, including accidental death and for property damage which may arise under this agreement, whether such operations be by himself or by anyone directly or indirectly employed by the equipment owner while working under the terms of this agreement.

The following type of insurance shall be provided:

THE AMOUNT OF SUCH INSURANCE SHALL BE FOR EACH POLICY, NOT LESS THAN:

1. Public Liability Insurance: $100,000 and $300,000 coverage under the Personal

Injury feature of the owner’s Motor Vehicle Policy.

2. Property Damage Insurance including coverage for structural injury to any building or structure except those on which work under this agreement is being done: $25,000 coverage under Property Damage feature of the owner’s Motor

Vehicle Policy.

3. Insurance protection must include completed operations coverage and The

Town of West Springfield must be listed as the certificate holder on the face of the policy and listed as additional insured.

4. Owner’s Protective Insurance secured by the equipment owner on behalf of the

Town of West Springfield which will directly protect the Town of West Springfield from liability for bodily injuries, including accidental death, in the amounts required in (1) and for property damage in the amounts required in (2).

All policies shall be so written that the Town of West Springfield will be notified of cancellation or restrictive amendment at least fifteen (15) days prior to the effective date of such cancellation or amendment. Certificates in triplicate from the insurance carrier stating the limits of liability and expiration date shall be filed with the

Department of Public Works before operations are begun. Such certificates shall not merely name the types of policy provided, but shall specifically refer to this price agreement, and the above paragraphs in accordance with which insurance is being furnished, and state that such insurance is as required by such paragraphs of this price agreement.

E. PAYMENT

Payment to be on an hourly basis for actual working time of equipment. Rental period will start when the equipment operator reports to the foreman or supervisor at the job site or Town Yard as requested, and will continue while the equipment is actually working and until discontinuance is ordered by the foreman or supervisor. No time will be paid for equipment inoperative due to breakdown.

Rental rate shall be complete, including operator, fuel, tools, equipment, labor, materials, repair parts and maintenance. Transportation of the equipment shall be the responsibility of the contractor, and no separate payment for transportation shall be allowed.

The Department utilizes an invoicing system, which requires your driver’s signature. It will reflect the start and stop time of each contracted vehicle. This weekly time sheet must be completed and signed on a daily basis. Since this “invoice” generates the payment, it is important that we obtain the required signature. Payments will be made within 30 days after this completed and signed timesheet is submitted to the Town by the contractor for the actual working time of the equipment.

Substitution or conversion of equipment from one type to the other must be at the

Owner’s expense and approved by the Town.

Contractors are not guaranteed that any actual work will be performed during the

2026-2027 snow season, and will only be paid if services are actually provided. Work to be on an intermittent basis as required and ordered. The hourly rental rates for haul trucks quoted shall include overtime and emergency work. Equipment reporting to work will be paid a minimum of two (2) hours working time, the time will be computed to the nearest one-half (1/2) hour. No time will be paid for equipment while it is inoperative due to a breakdown. A vendor will be off the clock as soon as the equipment becomes inoperable.

Snow hauling operators shall be required to show a one-half (1/2) hour break after 7½ hours worked. The maximum chargeable time is not to exceed 22 ½ hours per calendar day.

F. EQUIPMENT

Equipment shall be of recent model and shall be in first-class condition. Please provide a photocopy of the registration and certificate of insurance for each piece of equipment.

Should the vehicle registration change at any time during the term of this agreement, a legible photocopy of the new registration and certificate of insurance must be submitted to the West Springfield DPW Office within ten (10) calendar days.

The owner must furnish, upon request, the manufacturer’s printed specifications indicating the capacity ratings of the equipment to be rented by the Town.

Hired equipment must be registered in Massachusetts, without exception, and insured with at least the minimum coverage defined under Section 4 (Insurance Requirements) of this document. The Town does not allow the use of equipment registered with Repair plates, Dealer plates, or Farm plates.

All hired equipment while working on the streets involved in snow hauling operations shall have a minimum of one (1) amber flashing light mounted on a cab roof or the highest practical point of the machinery. Amber flashers must be visible to both oncoming and overtaking traffic and shall have a minimum of 32 candlepower and a flashing frequency of 50 to 60 times per minute. Vehicles which have a tare weight of

10,000 pounds or greater shall have two (2) additional flashing red lights mounted on either side of their rear assemblage no less than six (6) feet above the roadway and shall have a minimum of 25 candle power.

G. PROPERTY AND MAILBOX DAMAGE

Any property damage or mailbox damage claims presented to the Town that are determined to be caused by the plow driver will be submitted to the driver to repair.

H. POLICY REGARDING HIRING AND LAYING OFF OF EQUIPMENT:

In order to ensure a proper and uniform method of scheduling snow hauling equipment, the following policy has been established by the Department of Public Works.

All trucks will be assigned to an area of Townfor snow hauling. Assignment will be based on need and prior years’ assignment. Vehicles that have not worked for the Town in the past will be assigned according to need.

The Town will establish a list for all hired equipment for the purpose of scheduling the equipment. The equipment will be listed by category with the lowest bidder in each category first and the highest bidder in each category last. Equipment with the same bid price in each category will be listed by the Director of Public Works. Each division maintains the prerogative of hiring the equipment which it feels best suits its needs for each snowstorm; however, the low bidder in the category desired will be called first.

All equipment will be assigned to a section when it reports to the Town. Equipment will not be reassigned to another section during the course of a storm unless such action is deemed necessary for the safety and well being of the general public. Equipment will be reassigned from one route to another within a section depending upon need and hourly rate. The hourly rate for equipment in each category will determine which pieces are laid off first.

III. ADDITIONAL CONTRACT TERMS AND CONDITIONS

A. All equipment that is unfamiliar to the Department must be inspected by the Operations

Superintendent of his designee at the Town Yard, 430 Westfield Street.

B. Hauled snow shall be transported to a location specified by the DPW Director or his designee.

C. You are responsible to inform a supervisor of any property and/or mailbox damage incurred during snow removal efforts. It is essential that any mishap be reported to facilitate insurance claims.

D. All vendors must comply with Equal Opportunity Requirements under Executive Order

No. 11246 which is part of the specifications.

Contractors must ensure all CDL drivers comply with FMCSA drug and alcohol regulations

(49 CFR Parts 40 and 382) and DOT testing programs. This includes full compliance with

Drug and Alcohol Clearinghouse requirements and all mandated testing types:

pre-employment, random, post-accident, and reasonable suspicion.

E. The Town reserves the right to cancel the contract upon written notice.

F. Bids which are incomplete, not properly endorsed, or signed, or otherwise contrary to these instructions will be rejected as informal by the Procurement Administrator.

G. Conditional bids will NOT be accepted.

H. As the Town of West Springfield is exempt from the payment of Federal Excise Taxes, and

Massachusetts Sales Tax, prices quoted herein are not to include these taxes.

I. The supplier will be bound by all applicable statutory provisions of law of the Federal

Government, the Commonwealth of Massachusetts, and the Town of West Springfield

J. The vendor shall not assign, sell, subcontract or otherwise transfer any interest in this contract without the prior written consent of the Town.

K. The selected consultant will be required to execute the standard Town of West

Springfield contract (attached as Appendix B).

BID FORM

IFB #27-0017 - FY27 ON-CALL SNOW HAULING

Bidder Name:

Bidder Address:

Pursuant to and in compliance with IFB #27-0017, including the instructions to bidders and other documents relating thereto, the undersigned proposes to furnish and deliver to the following equipment which shall in all respects meet the attached specifications, as required during the terms mentioned above for the following prices:

Equipment Category

Vehicle Code

Vehicle Base Model Description

Min. Bucket Width @ cut edge feet

Enter Number of Each type of equipment to be available under the contract **

Loader Blower

Skid Steer w/Hi Flow 36”high x 72”wide min. size snow blower that can load a tri-axle dump truck in five minutes or less

Loader Walk Skid Steer with snow blower maximum width = 4’

Loader 2 CY AWD Loader less than 2.00 CY bucket, box blade, or plow

Loader 3.99 CY AWD Loader 2.00 – 3.99 CY bucket, box blade, or plow

Loader 5.99 CY AWD Loader 4.00 – 5.99 CY bucket, box blade, or plow

Loader 6.00 CY AWD Loader 6.00 CY and greater bucket, box blade, or plow

10.5

Dump Six Wheel Six Wheel Dump Truck for Hauling Snow. Dump body 4 yards or greater.

N/A

Dump Ten Wheel Ten Wheel Dump Truck for Hauling Snow

N/A

Dump Tri-axle Tri-Axle Dump Truck for Hauling Snow

N/A

Print Name and Title:

Authorized Signature:

Date:

Phone Number:

Email Address:

(** Please fill out the following sheet for each vehicle or piece of equipment)

BID SHEET

IFB #27-0017 - FY27 ON-CALL SNOW HAULING

Date:

Phone Number:

Vehicle No. 1

Equipment Category:

Town Vehicle Code:

Vendors Vehicle GVW:

Vendors Vehicle Year/Make/Model:

Vendors Vehicle VIN No.

Vendors Vehicle License Plate No.

Bucket/Plow Width (ft)

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $

Rate/hour: Saturday $

Rate/hour: Sunday $

Vehicle No. 2

Equipment Category & Vehicle Code:

Vendors Vehicle GVW:

Vendors Vehicle Year/Make/Model:

Vendors Vehicle VIN No.

Vendors Vehicle License Plate No.

Bucket/Plow Width (ft)

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $

Vehicle No. 3

Vendors Vehicle GVW:

Vendors Vehicle Year/Make/Model:

Vendors Vehicle VIN No.

Vendors Vehicle License Plate No.

Bucket/Plow Width (ft)

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $

Vehicle No. 4

Vendors Vehicle GVW:

Vendors Vehicle Year/Make/Model:

Vendors Vehicle VIN No.

Vendors Vehicle License Plate No.

Bucket/Plow Width (ft)

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $

Vehicle No. 5

Vendors Vehicle GVW:

Vendors Vehicle Year/Make/Model:

Vendors Vehicle VIN No.

Vendors Vehicle License Plate No.

Bucket/Plow Width (ft)

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $

Vehicle No. 6

Vendors Vehicle GVW:

Vendors Vehicle Year/Make/Model:

Vendors Vehicle VIN No.

Vendors Vehicle License Plate No.

Bucket/Plow Width (ft)

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $

Vehicle No. 7

Vendors Vehicle GVW:

Vendors Vehicle Year/Make/Model:

Vendors Vehicle VIN No.

Vendors Vehicle License Plate No.

Bucket/Plow Width (ft)

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $

Vehicle No. 8

Vendors Vehicle GVW:

Vendors Vehicle Year/Make/Model:

Vendors Vehicle VIN No.

Vendors Vehicle License Plate No.

Bucket/Plow Width (ft)

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $

Vehicle No. 9

Vendors Vehicle GVW:

Vendors Vehicle Year/Make/Model:

Vendors Vehicle VIN No.

Vendors Vehicle License Plate No.

Bucket/Plow Width (ft)

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $

Vehicle No. 10

Vendors Vehicle GVW:

Vendors Vehicle Year/Make/Model:

Vendors Vehicle VIN No.

Vendors Vehicle License Plate No.

Bucket/Plow Width (ft)

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $

Vehicle No. 11

Vendors Vehicle GVW:

Vendors Vehicle Year/Make/Model:

Vendors Vehicle VIN No.

Vendors Vehicle License Plate No.

Bucket/Plow Width (ft)

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $

Vehicle No. 12

Vendors Vehicle GVW:

Vendors Vehicle Year/Make/Model:

Vendors Vehicle VIN No.

Vendors Vehicle License Plate No.

Bucket/Plow Width (ft)

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $

Vehicle No. 13

Vendors Vehicle GVW:

Vendors Vehicle Year/Make/Model:

Vendors Vehicle VIN No.

Vendors Vehicle License Plate No.

Bucket/Plow Width (ft)

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $

Attach Additional Sheets if Needed

CERTIFICATE AS TO CORPORATE BIDDER

I, ___________________ certify that I am the ______________________ of the corporation named as bidder within this bid form; that _____________________, who signed said bid form on behalf of the bidder was then __________________ of said corporation; that I know his signature; that his signature thereto is genuine and that such bid form was duly signed, sealed and executed for and in behalf of said corporation by authority of its governing body.

(Corporate Seal)

Dated: ____________________ ______________________________ Secretary - Clerk

CERTIFICATE OF NON-COLLUSION

FY27 ON-CALL SNOW HAULING (IFB #27-0017)

The undersigned certifies under penalties of perjury that this proposal or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Print Name:

Title:

Date:

TAX COMPLIANCE CERTIFICATION

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

DEBARMENT DISCLOSURE FORM

Pursuant to M.G.L. c. 29, § 29F, the Contractor certifies under penalties of perjury, that to the best of

Contractor’s knowledge and belief that neither it nor any of its subcontractors are currently debarred or suspended by the U.S. government, the Commonwealth of Massachusetts, or any of its subdivisions.

Furthermore, if, during the duration of this contract, the Contractor becomes suspended or debarred, the Contractor shall notify the Town in writing within five (5) days of such occurrence.

BID SIGNATURE PAGE (Individual)

Bidder Legal Name:

City, State, Zip:

Telephone Number:

Email Address:

Name of Individual Authorized to Sign:

Title of Individual Authorized to Sign:

Signature Date

BID SIGNATURE PAGE (Partnership)

(must be signed by ALL general partners)

Partnership Name:

City, State, Zip:

Telephone Number:

Names of All Partners:

Partner Signature Date

BID SIGNATURE PAGE (Corporation)

Name of Corporation:

Street Address:

City, State, Zip:

Telephone Number:

Email Address:

Name of Duly Authorized Corporate Officer:

Title of Duly Authorized Corporate Officer:

Signature of Duly Authorized Corporate Officer Date

Signature of Clerk Date

Affix Corporate Seal Please furnish the following additional information:

State of Incorporation:

President Name:

Treasurer Name:

Secretary Name:

If you are a foreign (out of state) corporation, are you registered with the Secretary of the Commonwealth in accordance with the provisions of M.G.L. Chapter 156D § 15.03?

_______ Yes _______ No

BID SIGNATURE PAGE (LLC)

A bid submitted by a limited liability company (LLC) must be executed by an individual authorized to sign and bind the LLC. Evidence of the signer's authority to execute and submit the bid on behalf of the LLC must accompany the bid.

Name of LLC:

Street Address:

City, State, Zip:

Telephone Number:

Email Address:

Name of Authorized Signer:

Title/Capacity:

Authorized Signer:

Name of Authorized Signer:

Title/Capacity:

Signature of Authorized Signer:

If you are a foreign (out of state) LLC, are you registered with the Secretary of the Commonwealth in accordance with the provisions of M.G.L. Chapter 156D § 15.03?

_______ Yes _______ No

APPENDIX A: SAMPLE FORMS

SAMPLE BID SHEET

Bidder Name: XYZ Snow Hauling, Inc

Vehicle No. 1

Equipment Category: Dump

Town Vehicle Code: Ten Wheel

Vendors Vehicle GVW: 70000

Vendors Vehicle Make/Model: International WorkStar 7600

Vendors Vehicle Year: 2014

Vendors Vehicle VIN No. 2WERT5GH6BH456789

Vendors Vehicle License Plate No. SNOW9

Bucket/Plow Width (ft) N/A

Rate/hour: Mon-Fri 7:00 AM to 3:30 PM $ 100.00

Rate/hour: Mon-Fri 3:30 PM to 7:00 AM $ 125.00

Rate/hour: Saturday $ 125.00

Rate/hour: Sunday $ 125.00

SAMPLE CERTIFICATE OF INSURANCE

SAMPLE DRIVER’S LICENSE & VEHICLE REGISTRATION FORM

W-9 TEMPLATE

APPENDIX B: CONTRACT & GENERAL CONDITIONS

CONTRACT & GENERAL CONDITIONS

FOR GOODS & SERVICES

Contract Number:

Town Department:

Contractor Name:

Contractor Address:

Contractor City, State, Zip:

Contractor Contact Person:

Contact Phone Number:

Contact Email:

Bid Number (if applicable):

Contract Start Date:

Contract End Date:

Extension Options:

Purchase Order Number:

Goods/Services Being Purchased:

This Contract is made as of the date written above by and between the TOWN OF WEST SPRINGFIELD, a Massachusetts municipal corporation with a principal office at 26 Central Street, West Springfield, Massachusetts 01089 (hereinafter the “Town”) and the Contractor listed above (hereinafter the “Contractor”). In consideration of the mutual covenants contained herein, the parties agree as follows:

1. PURCHASE DETAILS.

A. Description of Purchase. This is a Contract for procurement of the goods or services described in the quote/scope of work attached as Exhibit A, and includes any delivery, installation, setup or other requirements detailed therein.

B. Contract Price. The total price to be paid to the Contractor by the Town is:

C. Payment Terms. The Contractor shall, in the absence of a payment schedule, periodically submit to the Town invoices, itemizing goods, services, labor and expenses for which compensation is due and requesting payment for goods received or services rendered by the Contractor during the period covered by the invoice. The amounts due under such invoice shall be payable within thirty (30) days after the Town’s receipt of such invoice. Invoices shall not be issued in advance and the Contractor may only invoice for services actually rendered or goods and materials actually delivered, in an amount not to exceed the amount shown on the face of this Contract.

D. Contract Term & Extensions. This Contract shall be substantially complete by the Contractor on or before the date specified above unless extended pursuant to a provision for extension contained in the Contract Documents at the sole discretion of the Town, and not subject to assent by the Contractor, and subject to the availability and appropriation of funds. The time stated in the Contract Documents is of the essence of the Contract. By executing this Contract, the Contractor confirms that the contract time is a reasonable period of time for delivery of the goods.

2. ACCEPTANCE OF GOODS. All goods shall be received subject to the Town’s right of inspection and rejection. If the Town finds goods and services furnished to be incomplete or not in compliance with the Town’s specifications, the Town, at its sole discretion, may either reject the goods or services, require Contractor to correct any defects without charge, or negotiate with Contractor to reduce the price, whichever the Town deems appropriate under the circumstances.

3. CONTRACT DOCUMENTS. “Contract” and “Contract Documents” shall include, in the following hierarchy of document precedence, as applicable: this Contract & General Conditions; instructions to bidders; general specifications; other specifications included in the Town’s invitation for bids or request for proposals; addenda issued during the bidding period; and contractor’s proposal, which documents are incorporated herein by reference. In the event of conflicting provisions, the provisions most favorable to the Town shall govern.

4. SUBJECT TO APPROPRIATION. Notwithstanding anything in the Contract Documents to the contrary, any and all payments that the Town is required to make under this Contract shall be subject to appropriation or other availability of funds as certified by the Chief Financial Officer.

5. CONTRACTOR’S BREACH AND THE TOWN’S REMEDIES. Failure of the Contractor to comply with any of the terms or conditions of this Contract shall be deemed a material breach of this Contract, and the Town shall have all the rights and remedies provided in the Contract and Contract Documents, including, but not limited to, the right to cancel, terminate, or suspend the Contract in whole or in part, the right to maintain any and all actions at law or in equity, or other proceedings with respect to a breach of this Contract, including damages and specific performance, and the right to select among the remedies available to it by all of the above.

6. CLAIMS BY CONTRACTOR AND LIABILITY OF THE TOWN. All claims by the Contractor against the Town shall, unless otherwise provided by law, be initiated by a written claim submitted to the Town no later than seven (7) calendar days after the event or the first appearance of the circumstances causing the claim. The claim shall set forth in detail all known facts and circumstances supporting the claim. The Contractor shall continue its performance under this Contract regardless of the submission or existence of any claims. The liability of the Town under this Contract is limited to the compensation provided herein for goods actually delivered to the extent that such compensation is permitted by law. The Town’s liability shall in no event include liability for incidental, special or consequential damages or lost profits or for damages of loss from causes beyond the Town’s reasonable control. To the full extent permitted by law, no official, employee, agent or representative of the Town of West Springfield shall be individually or personally liable on any obligation of the Town under this Contract. Acceptance by the Contractor of payment from the Town for final services under this Contract shall be deemed to release forever the Town from all claims and liabilities, except those which the Contractor notifies the Town in writing within six (6) months after such payment.

7. TERMINATION. The Town may terminate this Contract for cause if the Contractor has breached any material term or condition and has not corrected the breach within a reasonable period of time after written notice from the Town identifying the breach. This Contract may be terminated at any time for the convenience of the Town by delivering or mailing to the Contractor a written notice of termination setting forth the date, not less than seven (7) days after the date of such delivery or mailing, when such termination shall be effective. In the event of such termination for convenience, the Contractor shall be compensated for goods delivered to the effective date of said termination in accordance with the rates of compensation specified in this Contract. The Parties agree that if the Town erroneously, improperly or unjustifiably terminates for cause, such termination shall be deemed a termination for convenience, which shall be effective thirty

(30) days after such notice of termination for cause is provided.

8. STATUTORY COMPLIANCE. The Contractor agrees to comply with all applicable local, state and federal laws, regulations and orders relating to the completion of this Contract. This Contract shall be governed by and construed in accordance with the law of the Commonwealth of Massachusetts.

A. Conflict of Interest. Both the Town and the Contractor stipulate to the applicability of the State Conflict of Interest Law (Massachusetts General Laws (“M.G.L.”) Chapter 268A), and this Contract expressly prohibits any activity which shall constitute a violation of that law. The Contractor shall be deemed to have investigated the law’s applicability to the performance of this Contract, and, by executing the Contract, the Contractor certifies to the Town that neither it nor its agents, employees, or Subcontractors, are in violation of Massachusetts General Laws Chapter 268A.

B. Certification of Tax Compliance. Pursuant to M.G.L. c. 62C, § 49A, the Contractor certifies under penalties of perjury, that to the best of Contractor’s knowledge and belief, Contractor has complied with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting of child support.

C. Certification of Non-Debarment or Suspension. Pursuant to M.G.L. c. 29, § 29F, the Contractor certifies under penalties of perjury, that to the best of Contractor’s knowledge and belief that neither it nor any of its subcontractors are currently debarred or suspended by the U.S. government, the Commonwealth of Massachusetts, or any of its subdivisions. Furthermore, if, during the duration of this contract, the Contractor becomes suspended or debarred, the Contractor shall notify the Town in writing within five (5) days of such occurrence.

D. Amendments & Change Orders. If applicable, any amendments and/or change orders made to this Contract must be made in writing and signed by both Parties and may not increase the price of the contract by more than twenty-five percent (25%) of the original maximum Contract price, pursuant to M.G.L. c. 30B, § 13.

9. ASSIGNMENT. Assignment of this Contract is prohibited without the prior written approval of the Mayor.

10.INDEMNIFICATION. The Contractor shall defend, indemnify and hold harmless the Town and its officers, agents, and all employees from and against claims arising directly or indirectly from this Contract. Contractor shall be solely responsible for all local taxes or contributions imposed or required under the Social Security, Workers’ Compensation, and income tax laws. Further, the Contractor shall defend, indemnify and hold harmless the Town with respect to any damages, expenses, or claims arising from or in connection with any of the work performed or to be performed under this Contract. This shall not be construed as a limitation of the Contractor’s liability under the Contract or as otherwise provided by law.

11.INSURANCE. Contractor shall maintain adequate insurance in any and all forms to protect both Contractor and the Town against all liabilities, losses, damages, claims, settlements, expenses, and legal fees arising out of or resulting from performance of this Contract. The Contractor shall be responsible to the Town or any third party for any property damage or bodily injury caused by it, any of its subcontractors, employees or agents in the performance of, or as a result of, the work under this Contract. The Contractor shall where applicable take out and maintain during the term of this Contract such Worker’s Compensation insurance as may be reasonably necessary to protect the Contractor from claims under Massachusetts General Laws Chapter 152.

If the Contractor is providing services, the Contractor and any subcontractors used hereby certify that they are insured for workers’ compensation, property damage, and personal and product liability. The Contractor and any subcontractor it uses shall purchase, furnish copies of, and maintain in full force and effect insurance policies in the amounts here indicated.

General Liability Bodily Injury Liability: $1,000,000 per occurrence Property Damage Liability $ 500,000 per occurrence (or combined single limit) $1,000,000 per occurrence

Automobile Liability Bodily Injury Liability: $1,000,000 per occurrence Property Damage Liability $ 500,000 per occurrence (or combined single limit) $1,000,000 per occurrence

Professional Liability Insurance Minimum Coverage $1,000,000 per occurrence

Workers’ Compensation Insurance Coverage for all employees in accordance with Massachusetts General Laws.

Prior to commencement of any work under this Contract, the Contractor shall provide the Town with Certificates of Insurance which include the Town as an additional named insured and which include a thirty day notice of cancellation to the Town.

12.INDEPENDENT CONTRACTOR. The Contractor acknowledges and agrees that it is acting as an independent contractor for all work and services rendered pursuant to this Contract and shall not be considered an employee or agent of the Town for any purpose.

13.NOTICES. Any notice permitted or required under the provisions of this Contract to be given or served by either of the parties hereto upon the other party hereto shall be in writing and signed in the name or on the behalf of the party giving or serving the same.

Notice shall be deemed to have been received at the time of actual service or three (3) business days after the date of a certified or registered mailing properly addressed.

Notice to the Contractor shall be deemed sufficient if sent to the address on the face of this Contract. Notice to the Town shall be deemed sufficient if sent to the Town of West Springfield, Attn: Town Attorney, 26 Central Street, Suite 32, West Springfield, MA 01089.

14.MISCELLANEOUS PROVISIONS

A. Forum and Choice of Law. This Contract shall be governed, interpreted and construed under the laws of the Commonwealth of Massachusetts without regard to conflict of law principles. The Parties agree that any dispute or litigation arising in whole or in part hereunder shall, at the option of the Town, be litigated in any state or federal court of competent subject matter jurisdiction sitting in Hampden County, Massachusetts.

B. Entire Agreement. This Contract represents the entire agreement between the Contractor and the Town, and supersedes any prior agreements whether oral or written. This Contract may be amended only by a written instrument executed by both the Contractor and the Town.

C. Severability. If any provision of this Contract shall be found invalid for any reason, such invalidity shall be construed as narrowly as possible and the balance of the contract shall be deemed to be amended to the minimum extent necessary to provide to the parties substantially the benefits set forth in this Contract.

D. Counterparts and Electronic Signatures. This Contract may be executed in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. This Contract may also be executed by facsimile, email, or other electronic means, and so executed shall have the full force and legal effect as an original.

[Signatures on Following Page]

IN WITNESS WHEREOF, the parties have caused this Contract to be executed and sealed by their agents hereunto duly authorized as of the dates written below.

THE CONTRACTOR THE TOWN OF WEST SPRINGFIELD

By: By: William C. Reichelt Its: Its: Mayor/Chief Procurement Officer

Date Date

Certified as to Appropriation

Chief Financial Officer/Town Accountant

Department Head

CERTIFICATE AS TO CORPORATE BIDDER

CERTIFICATE OF NON-COLLUSION

APPENDIX A: SAMPLE FORMS

APPENDIX B: CONTRACT & GENERAL CONDITIONS