2A27-010 HVAC services.pdf

Invitation to Bid 2A27-010

The City of Bristol is accepting bids on the following:

Annual Requirements for On-Call HVAC Maintenance Services

All bids must be submitted on forms and in accordance with specifications supplied by

The City of Bristol

Purchasing Department

111 North Main Street

Bristol, Connecticut 06010

Bids will be received until 1:30pm, August 17, 2026 and opened and read at that time.

Nancy Haynes

Purchasing Agent

Tel: (860) 584-6195

Email: purchasing@bristolct.gov

Date Issued: July 31, 2026

HVAC Services

INSTRUCTIONS TO BIDDERS

CITY OF BRISTOL, CONNECTICUT 06010

Annual Requirements for HVAC Maintenance Services

The following instructions and specifications shall be observed by all Bidders:

1. Bid Due Date and Time

Bids will be received by the City of Bristol Purchasing Department no later than August 17, 2026 at 1:30pm.

Proposals will be accepted via digital submission at:

https://www.bidnetdirect.com/connecticut/cityofbristol

Responses received after the required due date, and time will not be considered for award.

2. Intent

The intent of these specifications is to obtain a Contractor for ad-hoc heating, ventilation and air conditioning (“HVAC”) service at municipally owned and operated buildings to be performed on an as needed basis as requested by the City or its Board of Education for the period through September 30, 2027.

Please note that work involving an estimated budget cost of greater than $10,000.00 will be addressed as a separate project, and such work is not considered to be within the scope of this contract. This contract shall be for the period from date of award through September 30, 2027; with option to renew for two additional one-year period, with mutual consent.

The City reserves the right to make award to more than one but not more than four HVAC contractors, to ensure adequate coverage of serious and prompt response time to City needs.

3. Scope of Work

The work to be performed by the Contractor consists of furnishing all labor, supervision, tools, supplies, and equipment necessary to provide HVAC services and repairs. All maintenance adjustments and repairs shall be in compliance with the latest ASME, NFPA, NEC, UL, NEMA, ASHRAE, and ANSI codes and supplements.

Please note that the intent of this contract is for ad-hoc HVAC services; the City reserves the right to competitively bid projects determined to be larger than the scope of the services requested herein.

Time involved in either traveling to project sites or in obtaining supplies/equipment cannot be included in

“billable time” for any work performed.

Bidders shall have provided service (and may be required to provide adequate verification of acceptability of service) on the following equipment manufacturers: Trane, H.B. Smith, Bell & Gossett, Powerflame, Baltimore Air, Johnson, Weil McLain, Carrier, and Liebert.

Any lubricants used shall comply with the equipment manufacturer's specifications for the particular facility.

4. Service Requirements

Normal Service shall consist of a team of one or more service technicians that will respond to a call within

4 hours of call. This response will be during normal working hours Monday thru Friday, 8:00 am, to

5:00pm. If call occurs after 5:00 pm, the contractor is expected to report no later than 12:00 noon, the following working day; and the crew will be expected to remain at the site until the difficulty is remedied. If no immediate damage to equipment, systems or building will occur, the crew may return the following day to complete work required, only with approval of the Maintenance Supervisor (“M.S.”). Any problems found during any service visit must be brought to the immediate attention of the M.S., and corrected if so directed by the M.S. as part of this contract.

Premium Service shall occur during hours other than normal service hours, and shall provide services to any system or components in which repairs are necessary in order to eliminate possible (1) damage to the building systems/structure and equipment, and (2) injury to occupants in the building. The Contractor will be expected to respond within 2 (two) hours after the call, inclusive of holidays, weekends or nights (7 days per week) and shall make adjustments or repairs necessary to restore the equipment to safe and reliable service. All premium service will be ordered by the M.S. only.

5. Records

The Contractor shall maintain complete maintenance records of all work performed. All maintenance activities shall be posted in a suitable maintenance log located in each City building, identifying each piece of equipment serviced, the dates of service, the initials of the Service Technician, and a description of the services performed.

The Contractor shall consolidate all maintenance records into a building-specific report and submit this report to the Maintenance Supervisor with each invoice following normal service.

All invoices must clearly identify the address of the building where the work was performed and must include all required supporting documentation.

Any materials exceeding $250 in cost shall be thoroughly documented, and such documentation shall accompany the invoice. Invoices submitted without the required documentation or without the correct service address may, at the City’s discretion, be reduced by the cost of such materials or returned for correction.

6. Personnel Requirements

5.A. Lead HVAC Inspector:

License Requirement: Depending on work to be performed, can hold one or a combination of any of the following licenses: S-1; S-3; S-7.

Duties: Performs inspections of Heating and Air Conditioning Systems; writes reports and recommends service. May repair, replace, maintain, or alter systems to ensure proper working condition.

5.B. HVAC Inspector Journeyman:

License Requirement: Depending on work to be performed, can hold one or a combination of any of the following licenses: S-2; S-4; S-8.

Duties: Performs inspections of Heating and Air Conditioning Systems; writes reports and recommends service. May repair, replace, maintain, or alter systems to ensure proper working condition. Works in employ of Lead HVAC Inspector.

All work under the Contract shall be performed by skilled competent licensed journeymen employed by the Contractor under direct supervision. Any firm submitting a bid must additionally be properly licensed.

Helpers and/or apprentices may be used, provided they are under the direct supervision of such journeyman; the use of helpers and/or apprentices is subject to determination of need jointly by the contractor and the City of Bristol. It is the assumption of the City that only one journeyman is required for most services. Sufficient personnel shall be assigned to complete all work in a timely manner.

5.C. Background checks

Personnel assigned to this contract who will be working in the Bristol Police Department building will need to be authorized to work in the secure environment. Individuals will either need to be fingerprinted or have CCJIS certification. Costs will be borne by contractor.

7. Standard Wage

Contractors must comply with all provisions of Substitute Senate Bill No. 1056, Public Act No. 99-142, An

Act Setting Standard Wage Rates for Certain Service Workers. Information regarding this Public Act and when it applies can be obtained from Department of Labor’s web site:

https://www.cga.ct.gov/ps99/Act/pa/1999PA-00142-R00SB-01056-PA.htm.

Questions concerning the provisions and implementation of this act should be referred to Director, Connecticut Department of Labor, Wage and Workplace Standards Division:

200 Folly Brook Blvd.

Wethersfield, CT 06109-1114

Public Contract Compliance (Prevailing Wage): (860) 263-6790

All labor rates shall include overhead and profit. Any submittals which do not include overhead and profit in the base hourly labor rate will not be accepted.

Any payment for travel time or mileage, to and from the jobsite, will not be paid by the City. Payment for travel time to and from the jobsite is strictly the contractor’s responsibility.

8. Proper Conduct

The contractor shall adhere to proper conduct at all times. Proper conduct is meant to include, but shall not be limited to the following:

8.A.1 There shall be no weapons, drugs or alcohol on the premises.

8.A.2 No smoking on the premises unless there is a smoking designated area and the smoking is conducted in such area designated as smoking area.

8.A.3 No exterior doors are left opened or unlocked.

8.A.4 The contractor shall be polite and courteous at all times.

9. Cleaning Up

The Contractor shall clean up the premises as maintenance progresses, removing waste material, rubbish, and spillages caused by his operations, at least at the end of each day providing services or more frequently if warranted to keep premises clean and safe.

10. Permits

All permits and licenses necessary for prosecution of work shall be secured by Contractor; copies of appropriate licenses and/or registrations must be submitted with your bid.

11. Work Site Safety

All work must be performed in a safe manner. All work done and equipment used shall comply with all pertinent O.S.H.A., Federal, State, and Local regulations. No ladders, tools or equipment shall be left unattended. The contractor shall be solely responsible, and at its sole expense immediately repair, replace or otherwise remedy any damage made to the existing grounds or buildings, systems, and/or equipment caused by the contractor or his employees in the performance of their work and shall return same to its original condition at no additional cost to the City. If any shutdown of services is required, the contractor must contact the Maintenance Supervisor prior to shut down.

Not later than thirty (30) days after the date a contract is awarded, the awarded contractor shall furnish proof to the Labor Commissioner that all employees performing manual labor on or in such public project, pursuant to such contract, have completed a course of at least ten (10) hours in duration in construction safety and health approved by the Federal Occupational Safety and Health Administration, or in the case of telecommunications employees, have completed at least ten (10) hours of training in accordance with 29

CFR 1910.268.

12. Warranty Period

Contractors shall warranty all work performed under this contract award for a period of one (1) year from service. If during that one (1) year period of warranty, any part installed under the contract fails or does not function properly due to any fault in material or workmanship, the contractor shall, under notice from the Maintenance Supervisor, promptly proceed to repair or replace the faulty item without incurring additional expense to the City.

If the contractor fails to repair or replace the faulty item within a reasonable time after notice, the City may hire another contractor to repair or replace the faulty item and charge the cost to the contractor.

13. Site Examination

At date fixed for opening of Bids, it will be presumed that each bidder has made an examination of location and site of work to be done under Contract and has satisfied himself as to actual conditions and requirements. Contact the Building Maintenance Supervisor at 584-6289 for an appointment.

Any work that is estimated to include more than 2 hours requires that a written quotation be provided to and approved by the Department Head. Any work that is estimated to include more than 6 hours or requires a second technician requires that a written quotation be provided to and approved by the

Department Head and the Purchasing Agent.

14. Bid Security

No bond requirements are relevant to this contract. Failure of a contractor to perform will constitute authority for the City to pursue services on the open market.

15. Insurance

The successful bidder shall provide an Acord certificate of insurance naming the City of Bristol as an additional insured in the minimum amounts as specified herein. Said insurance shall be provided at the sole expense of the bidder with an insurance company which is licensed to do business in the State of

Connecticut.

General liability - $1,000,000 (combined single limit); bodily injury/property damage coverage per occurrence and $2,000,000 aggregate coverage.

Auto liability - $1,000,000 (combined single limit). Property damage and bodily injury coverage.

Worker's compensation as required by Connecticut Law.

The City reserves the right to modify and/or change the insurance requirements. All individual modifications to the insurance limits require prior approval of the Comptroller's Office of the City of Bristol.

Certificates of coverage on motorized equipment, cars and trucks, including non-ownership and hired vehicles shall also be filed.

16. Indemnification

The contractor agrees to indemnify, defend, and save harmless, the City of Bristol, as well as its officers, agents and employees from any and all claims and losses accruing or resulting from the performance of this contract, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by the contractor in the performance of this contract.

17. Price, Discounts, Payment, and Delivery

Prices bid shall not include any taxes, Local, State or Federal, as the City is not liable. Standard payment terms are Net 30 Days from date of properly executed invoice, subject of verification of completion of services. Material used on a project that exceeds $250.00 in cost must be thoroughly documented, and documentation submitted with any billing.

18. No Bid

Failure to return a bid will result in the removal of your firm's name from the Bid List. "No Bids" and responsive bids will result in your firm's retention on the bid list.

19. Equal Opportunity - Affirmative Action

The successful contractor shall comply in all aspects with the Equal Employment Opportunity Act. Each contractor with 15 or more employees shall be required to have an Affirmative Action Plan which declares that the contractor does not discriminate on the basis of race, color, religion, gender, national origin or age and which specifies goals and target dates to assure the implementation of equal employment. Each contractor with fewer than 15 employees shall be required to have a written equal opportunity policy statement declaring that it does not discriminate on the basis of race, color, religion, gender, national origin or age. Findings of non-compliance with applicable State and Federal equal opportunity laws and regulations could be sufficient reason for revocation or cancellation of this contract.

20. Award

To adequately ensure timely response to emergency work described within these specifications, the City intends to make award of this contract to firms(s) that are either within the borders of Bristol, or not more than twenty (20) miles driving distance from any border of Bristol.

The City of Bristol may, at its discretion, make separate award for building automation services, if determined to be in the best interests of the City.

The Purchasing Agent reserves the right to reject any or all bids, or the bids for any one or more commodities or contractual services included in any or all bids, to waive any informality in bids and unless otherwise specified to buy any part or the whole from one or more bidders when it is to the City's best interest to do so.

Determination of the best interests of the City shall include consideration of active or pending civil litigation between the City and any firm (or its subcontractor or supplier) submitting a bid to the City.

Additionally, the City shall take into consideration tax debt obligations that are in arrears for more than one year. The City further reserves the right to garnish amounts due, for the purpose of resolving said tax obligations.

The City may require bidders to complete a Qualifications Statement for the purposes of determining the bidder’s suitability for the work requested herein. A sample of the requested package is included for reference. The completion of the package is not required with the submission of a bid; however, a bidder must be able to provide a completed Qualifications package within two (2) working days of request. Failure to provide said package within two working days will automatically disqualify the bidder.

The individual submitting this bid hereby declares that no person or persons other than members of his own organization are interested in this Proposal or in the contract proposed to be taken; that it is made without any connection with any other person or persons making a proposal for the same work and is in all respects fair and without collusion or fraud; that no person acting for or employed by the City of Bristol is directly or indirectly interested therein, or in the supplies or works to which it relates or will receive any part of the profit or any commission there from in any manner which is unethical or contrary to the best interests of the City of Bristol.

Bidders are required to submit with their bid a statement that their bid has been made, submitted and executed in good faith and without collusion or fraud with any other person, including but not limited to, any official or employee of the City of Bristol responsible for awarding or administering this bid or contract.

In the event that a local business submits a bid to the City that is within 4% of the lowest qualified bidder and is considered to be in compliance with the requirements set forth in the bid, the local business shall be allowed the opportunity to accept the award of the contract the amount of the lower bid.

Please note that any contract executed by the City of Bristol is subject to the appropriation of funds on an annual basis.

21. Subcontracting

Use of subcontractors is prohibited under this contract, unless specifically approved in writing by the City

Purchasing Department.

22. Violence in the Workplace

The City of Bristol, Connecticut, as a political subdivision of the State of Connecticut, adopts and enforces the State’s zero-tolerance policy for workplace violence. In accordance with Executive Order No. 16, issued by former Governor John G. Rowland on August 4, 1999, all contractors, subcontractors, and vendors performing work for or providing services to the City shall comply with the requirements of this policy as a condition of engagement.

BID FORM

CITY OF BRISTOL, CONNECTICUT 06010

Annual Requirements for On-Call HVAC Repair and Maintenance Services

Bids due no later than 1:30pm, August 17, 2026.

In accordance with the City Specifications, the undersigned agrees to provide services per the rates below.

A. Provide HVAC Maintenance/Service at the rates listed below:

BASE PREMIUM

Lead HVAC Inspector $_____________ $___________

HVAC Journeymen $_____________ $___________

Pipe Fitter $_____________ $___________

Building Automation $_____________ $___________

B. Costs for material will be the contractor’s cost plus %

C. Call response time for routine calls .

D. 24 Hour Emergency Phone # .

The undersigned is familiar with the conditions surrounding this call for bids, is aware that the City reserves the right to reject any and all bids, and is submitting this bid without collusion with any other person, individual or corporate.

Witness Signature

Company Name Printed Name

Address Title

Town State Zip Code Date

Federal ID # Telephone Number

2A27-010

Annual Requirements for On-Call HVAC Repair & Maintenance Services

Contractor Qualifications

City of Bristol

Qualifications Application

The City of Bristol is accepting Qualification Applications for the following contract:

2A27-010 Annual Requirements for HVAC Maintenance Services

Completed applications will be accepted until 1:30 pm on August 17, 2026. Applications received after the date and time specified will be returned unopened to the applicant.

Qualifications shall be submitted on forms provided by and in the manner specified by the City of Bristol Purchasing

Department, as described below.

Application shall include the following information:

1. AIA Document A305 Contractor’s Qualification Statement (form not provided by the City)

Please Note: with reference to Section 5.1.1 of A305, the application shall include an audited Financial

Statement, including but not limited to, Audited Balance Sheet, Audited Statements of Income and Retained

Earnings, Audited Statements of Cash Flow, and the Statement of Auditor’s Opinion.

Such financial information shall be provided in a separate enveloped clearly marked “Confidential”, if such information is to remain as confidential material.

AIA Document A305 shall be obtained by your firm at a location of your choice, at no cost to the City. Financial statements that are reviewed by a licensed CPA firm may be considered in lieu of audited financial statements, at the sole discretion of the City of Bristol.

Please pay specific attention to the Supplementary Contractor’s Qualifications included as part of the AIA

Document A305.

2. Attachment A

Contracts Best Portraying Your Qualifications for this Application’s Contract.

3. Attachment B

Current Contracts, and where noted, Projects You Anticipate Being Awarded

4. Attachment C

All Past Projects Relevant to this Application’s Contract, for the Past Three Years

5. Attachment D

Bonding Capacity

Please take special note that the information provided by you relevant to your bonding status requires that your bonding agent authenticate the information.

6. Experience Modification Rating, as provided by your insurance provider.

Copies each of Attachment, A through C, are included for your use. At least three projects shall be included for both

Attachments A and C; additional copies of the attachments may be made by your office for any additional projects relevant to your firm’s application. Please note that all current and all relevant past projects must be included in your application (regardless of the quantity), for your application to be considered complete.

Please note that leaving any spaces blank in the Application, or failure to completely or fully answer any questions, may result in the City’s refusal to qualify your firm.

The City of Bristol reserves the right to reject any or all applications, and to waive any informality or technical defect, if it is deemed to be in the best interest of the City.

Contractor Qualifications

City of Bristol

Qualifications Application Attachment A

Projects Best Portraying Your Qualifications

For This Application’s Project

1. Project Name: ________________________________________

2. Project Location: ________________________________________

3. Project Owner: ________________________________________

4. Project Architect: ________________________________________

5. Project Engineer: ________________________________________

6. Percentage of work performed by your own forces: _______________

7. Contract Date of Notice to Proceed: ____________________

8. Contract Date of Substantial Completion: ____________________

9. Contract Original Cost: $________________

10. Contract Final Cost: $________________

If the final contract cost exceeds the original contract cost by more than 3%, provide a brief explanation.

11. Were you required to furnish a Labor and Material Payment Bond for this project?

Yes __ No ___

12. Were you required to furnish a Performance Bond for this project?

Information provided shall include contact names and telephone numbers.

Contractor Qualifications

City of Bristol

Qualifications Application Attachment B

Current Projects and Where Noted

Projects You Anticipate Being Awarded

1. Project Name: _________________________________________

2. Project Location: _________________________________________

3. Project Owner: _________________________________________

4. Project Architect: _________________________________________

5. Project Engineer: _________________________________________

6. Percentage of work performed by your own forces: ________________

7. Contract Date of Notice to Proceed: _____________________

8. Expected Date of Substantial Completion: _____________________

9. Contract Original Cost: $____________________

10. Contract Current Cost: $____________________

If the final contract cost exceeds the original contract cost by more than 3%, provide a brief explanation.

Contractor Qualifications

City of Bristol

Qualifications Application Attachment C

All Past Projects Relevant to This Application’s Contract

For the Past Three Years

1. Project Name: ______________________________________________

2. Project Location: ______________________________________________

3. Project Owner: ______________________________________________

4. Project Architect: ______________________________________________

5. Project Engineer: ______________________________________________

6. Percentage of work performed by your own forces: ______________________

If less than 100%, indicate dollar value performed: $_____________________

7. Contract Date of Notice to Proceed: ______________________

8. Contract Date of Substantial Completion: ______________________

9. Contract Original Cost: $_____________________

10. Contract Final Cost: $_____________________

If the final contract cost exceeded the original contract cost by more than 3%, provide a brief explanation.

Contractor Qualifications

City of Bristol

Qualifications Application Attachment D

Bonding Capacity

1. Provide the most current rating the A.M. Best Company has assigned your bonding company. _____________________

2. Total bonding capacity of your company, as of the first working day of this month

(state in dollars, not as a range): $____________________

a. Total bonding committed, as of the first working day of this month.

b. Maximum bonding permitted by your bonding company, for a single project.

c. Provide a listing of your anticipated completion of current bonded work, to indicate when additional capacity will be available (such listing may be made via separate attachment).

3. Does your bonding company hold a certificate of authority as an acceptable Surety acceptable to the U.S. Department of Treasury?

Yes _______ No _______

4. Provide the maximum single amount bond limitation established by the U.S.

Department of Treasury for your bonding Company.

Provide a letter from your bonding company confirming items 1 through 4.

5. Has any surety which issued a performance bond on your behalf ever completed the work in its own name or financed such completion on your behalf?

Yes _______ No _______

Contractor Qualifications

City of Bristol

Qualifications Application

Supplementary Contractor’s Qualification Statement

1. Within the past five years has your firm, or any part of your firm; any owner, or partial owner of your firm; or any person in any way associated with or employed by your firm, ever been barred, suspended, disqualified or otherwise precluded from bidding or offering a proposal on contracts by any municipality, any agency of the State of Connecticut, other states, or the Federal Government?

Yes_______ No_______

If so, include an explanation of any such previous action via a separate attachment, as well as copies of any notice of reinstatement.

2. State whether, within the last five years, you have been defaulted, terminated, or have had any liquidated damages or other contractual penalties for failure to timely or properly perform a contract assessed against you.

Yes_______ No_______

If so, indicate the current status of any litigation involving those transactions, via a separate attachment.

3. Within the past five years, has your firm been declared to be a non-responsible bidder or proposer on any public works project?

Yes_______ No_______

If so, identify the project and date of the findings via a separate attachment.

4. Provide documentation from the Secretary of State’s office that your firm is currently in good standing as a corporation, if applicable.

5. Are all persons representing your firm and who would perform working under this contract authorized to work in the secure environment, and willing to be fingerprinted and/or have CCJIS certification?

Yes_______ No_______

6. Provide your State of Connecticut license, registration or certificate number (copies shall be attached):

License Number(s) ______________________________________

Non-Collusion Statement

PUR-006

February 2024

City of Bristol, Connecticut Non-Collusion Certification

The undersigned certifies under penalty of false statement that this proposal or contract has been made, submitted and executed in good faith and without collusion or fraud with any other person, and without any agreement designed to limit independent bidding or competition. 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.

I further certify that I have not provided or directed to be provided gifts, meals, or gratuities, as defined in Sec. 2-129(b) of the Bristol Code of Ordinances to any official or employee of the City of Bristol responsible for awarding or administering this bid or contract.

Please complete and sign

Legal Name of Bidder: _____________________________________

Business Address: _____________________________________

Name of Authorized Agent _______________ Title: _________________

Phone: _______________ Email: _________________

Signature: __________________________ Date: _________________

PUR-007 STANDARD BID

TERMS AND CONDITIONS

Rev. May 2026

City of Bristol Connecticut Telephone Number:

(860) 584-6195

111 North Main Street

Bristol, CT 06010

Standard Bid and Contract Terms and Conditions https://www.bidnetdirect.com

/connecticut/cityofbristol

All Invitations For Bids issued by the City of Bristol (“City”) will bind Bidders to the terms and conditions listed below, unless specified otherwise in any individual Invitation For Bids.

The contractor agrees to comply with the statutes and regulations as they exist on the date of this contract and as they may be adopted or amended from time to time during the term of this contract and any amendments thereto.

Section I. Submission of Bids

1. Bids must be submitted on forms supplied by the City Purchasing Department. Telephone or facsimile bids will not be accepted in response to an Invitation For Bids.

2. Bidders shall bear any and all costs associated with response to this invitation to bid, including the costs for any presentation and/or demonstrations (if applicable).

3. The time and date bids are to be opened is given in each bid issued. Bids received after the specified time and date of bid opening given in each bid proposal shall not be considered. Each Invitation For Bids will designate acceptable methodology for delivery of a bid proposal, which may permit submission of a bid via digital format

(e.g. email); the delivery format identified in the Invitation For Bids shall govern. If mailed or physically delivered bid responses are required, bid envelopes shall clearly indicate the bid number as well as the date and time of the opening of the bid. The name and address of the Bidder shall appear in the upper left hand corner of the envelope.

4. If it becomes necessary to revise any part of this request or if additional data is necessary to enable interpretation of provisions of this document, revisions or addenda will be provided to all prospective firms who receive this document; such revisions or addenda will additionally be posted on the following website:

https://www.bidnetdirect.com/connecticut/cityofbristol

5. This document may include an acknowledgement page; this page is to be returned to the Purchasing

Department as soon as practical, to ensure proper notification of changes to the published documents. The City of Bristol does not assume responsibility for any vendor that does not receive revisions or addenda, where the vendor has not acknowledged receipt of any portion thereof.

6. Incomplete bid forms may result in the rejection of the bid. Amendments to bids received by the City after the time specified for opening of bids, shall not be considered. Bids shall be computer prepared, typewritten or handwritten in ink. All bids shall be signed by a person duly authorized to sign bids on behalf of the bidder.

Unsigned bids shall be rejected. Errors, alterations or corrections on both the original and copy of the proposal schedule to be returned must be initialed by the person signing the bid proposal or their authorized designee. In the event an authorized designee initials the correction, there must be written authorization from the person signing the bid proposal to the person initialing the erasure, alterations, or correction. Failure to do so shall result in rejection of bid for those items erased, altered or corrected and not initialed.

7. Conditional bids are subject to rejection in whole or in part. A conditional bid is defined as one which limits, modifies, expands or supplements any of the terms and conditions and/or specifications of the invitation for bids.

8. Alternate bids will not be considered, unless specifically authorized in the invitation to bid. An alternate bid is defined as one which is submitted in addition to the bidder’s primary response to the invitation for bids.

9. Prices should be extended in decimal, not fraction, to be net, and shall include transportation and delivery charges fully prepaid by the Contractor to the destination specified in the bid (FOB Destination).

Form PUR-007

Standard Bid Terms and Conditions

Rev. May 2026

10. Pursuant to Chapter 219 Section 12-412 of the Connecticut General Statutes, municipalities are exempt from the payment of excise, transportation and sales taxes imposed by the Federal Government and/or the State.

Such taxes must not be included in bid prices.

11. By its submission the Bidder represents that the bid is not made in connection with any other Bidder submitting a bid for the same commodity or commodities and is in all respects fair and without collusion or fraud.

12. All bids will be opened and read publicly and upon award are subject to public inspection, subject to the provisions of Section 1-210 of the Connecticut General Statutes (Freedom of Information). Copies of information resulting from any bid opening are generally not available until a contract has been formally awarded.

Section II. Guaranty or Surety

13. The City requires that any awarded contractor providing materials, equipment or services to the City, must provide to the City a certificate of insurance (Acord or other approved format) naming the City of Bristol as additional insured on a primary, non-contributing basis, for the following:

General Liability insurance (including Completed Operations coverage) from all contractors doing business with the City, in the amounts of $1,000,000 (combined single limit) Bodily Injury-Property Damage Coverage per occurrence, and $2,000,000 aggregate coverage;

Where the use of a vehicle is used in the performance of this contract, Automobile Liability insurance in the amount of $1,000,000, with Property Damage and Bodily Injury coverage;

14. Additionally, for any contract for which labor is performed within the State of Connecticut, evidence of workers compensation as defined in the Connecticut General Statutes must be provided.

15. Said insurance shall be provided at the sole expense of the contractor with an insurance company which is licensed to do business in the State of Connecticut. Any subcontractor to a contracted firm shall be likewise covered, and shall furnish certificates of coverage acceptable to the City before starting work.

16. In the event that bid and/or performance bonds are specifically required within the specifications, said bonds must meet the following requirements:

Signing Authority:

Corporation - must be signed by an official of the corporation above their official title and the corporate seal must be affixed over the signature;

Firm or Partnership - must be signed by all the partners and indicate they are “doing business as”;

Individual - must be signed by the owner and indicated as “Owner”.

Surety Requirements

The surety company executing the bond or countersigning must be licensed in Connecticut, and the bond must be signed by an official of the surety company with the corporate seal affixed over their signature.

Signatures of two witnesses for both the principal and the surety must appear on the bond. Power of attorney for the official signing the bond for the surety company must be submitted with the bond.

Section III. Samples

17. Accepted bid samples do not supersede specifications for quality unless sample is superior in quality. All deliveries shall have at least the same quality as the accepted bid sample. Samples are furnished free of charge.

Samples may be held for comparison with deliveries.

Section IV. Award Considerations

18. It is the intent of the City of Bristol to make award to the lowest responsive and responsible qualified bidder

(reference C.G.S 4a-59. The quality of the articles to be supplied, their conformity with the specifications, their suitability to the requirements of the City, and delivery terms will be taken into consideration in making award.

19. In the event of a discrepancy between the unit price and the extension, the unit price shall govern.

20. Cash discounts may be offered by bidder for prompt payment of invoices. Such discount will not be taken into consideration in determining the low bidder, but will be taken into consideration in awarding tie bids.

21. Any contract resulting from this solicitation shall be governed by the laws of the State of Connecticut.

22. Award will be based on quality of the articles or services to be supplied, their conformance with specifications, delivery terms, price, administrative costs, past performance, and financial responsibility. The Purchasing

Department may correct inaccurate awards resulting from clerical or administrative errors.

23. Review of proposals may include assessment of proposer's financial capacity, and status of current and/or past taxes or liens due.

24. The City of Bristol reserves the right to accept or reject any and all bid responses, in whole or in part, to waive technical defects, irregularities and omissions if, in its judgement, the best interests of the City will be served.

Determination of the best interests of the City shall include consideration of active or pending civil litigation between the City and any firm (or its subcontractor or supplier) submitting a bid to the City.

25. The Purchasing Department may reject any bidder in default of any prior contract or guilty of misrepresentation or any bidder with a member of its firm in default or guilty of misrepresentation.

26. In the event that a local business submits a bid to the City that is within 4% of the lowest qualified bidder and is considered to be in compliance with the requirements set forth in the bid, the local business shall be allowed the opportunity to accept the award of the contract at the amount of the lower bid. Such practice shall apply to all City bids for all City departments, with the following exceptions:

1. Contracts exceeding $1,000,000.00.

2. Professional services, awarded on subjective and objective criteria in addition to cost.

3. Contracts using state, federal or other funds that have governing regulations disallowing such practice.

4. Contracts awarded on behalf of the Bristol Water Department as a separate enterprise fund.

Section V. Contract Considerations

27. Award of a contract is not an order to ship; materials may only be shipped upon receipt of a purchase order as issued by the Purchasing Agent.

28. Please note that any contract executed by the City of Bristol or the Board of Education is subject to the appropriation of funds on an annual basis.

29. The Contractor shall not assign or otherwise dispose of their contract or their right, title or interest, or their power to execute such contract to any other person, firm or corporation without the prior written consent of the

Purchasing Department.

30. Bidders have ten days after notice of award to refuse acceptance of the award; after ten days, the award will be considered binding on the Contractor. If the Contractor refuses to accept the award within the ten day period, the award will be made to the next lowest responsible qualified bidder.

31. Failure of a Contractor to deliver commodities or perform services as specified will constitute authority to purchase said commodities or services on the open market. Contractor agrees to promptly reimburse the City for excess cost of these purchases. The purchases will be deducted from the contracted quantities.

32. The Contractor, in contracting for goods, services, materials, labor and the like with the City of Bristol and its respective officers, agents and servants, does hereby agree to indemnify, defend and save harmless from and against any and all claims, damages, losses, litigation expenses, counsel fees and compensation arising out of any injuries (including death) sustained by, or alleged to have been sustained by, the servants, employees or agents of the City of Bristol and its respective officers, agents and servants, or of the bidder or of any participant or spectator, and from injuries including death) sustained by, or alleged to have been sustained by, the public or any persons on or near the site or on any other person or damage to property, real or personal, including property of the City of Bristol and their respective officers, agents, and servants, caused in whole or in part by the acts or omission of the Bidder or any participant or spectator or anyone directly or indirectly employed or working for the bidder while engaged in the activity in the City of Bristol.

The City, as a sovereign government, cannot indemnify businesses or individuals.

33. Notwithstanding any provision or language in this contract to the contrary, the purchasing agent may terminate this contract whenever he/she determines in his/her sole discretion that such termination is in the best interests of the City. Any such termination shall be effected by delivery to the Contractor of a written notice of termination.

The notice of termination shall be sent by registered mail to the Contractor address furnished to the City for purposes of correspondence or by hand delivery. Upon receipt of such notice, the Contractor shall both immediately discontinue all services affected (unless the notice directs otherwise) and deliver to the City all data, drawings, specifications, reports, estimates, summaries, and such other information and materials as may have been accumulated by the Contractor in performing his duties under this contract, whether completed or in progress. All such documents, information, and materials shall become the property of the City. In the event of such termination, the Contractor shall be entitled to reasonable compensation as determined by the Office of

Corporation Counsel for the City of Bristol, however, no compensation for lost profits shall be allowed.

34. The individual signing this submittal hereby declares that no person or persons other than members of his/her own organization are interested in this Project or in the contract proposed to be taken; that it is made without any connection with any other person or persons making a proposal for the same work and is in all respects fair and without collusion or fraud; that no person acting for or employed by the City of Bristol is directly or indirectly interested therein, or in the supplies or works to which it relates or will receive any part of the profit or any commission therefrom in any manner which is unethical or contrary to the best interests of the City of Bristol.

35. The Contractor shall not be liable for losses or delays in the fulfillment of the terms of the contract due to wars, acts of public enemies, strikes, fires, floods, acts of God or any other acts not within the control of or reasonably prevented by the Contractor. The Contractor will give written notice of the cause and probable duration of any such delay.

36. Contractors may not reference sales to the City for advertising and promotional purposes without the prior specific approval of the Purchasing Department.

Section VI. Delivery

37. All products and equipment delivered must be new, and shall include any and all manufacturer warranties, unless otherwise stated in the bid specifications.

38. Delivery will be onto the specified City loading docks (or other similar receiving locations) by the Contractor unless otherwise stated in the bid specifications.

39. All prices shall include transportation and delivery charges fully prepaid by the Contractor to the destination specified in the bid (FOB Destination).

Section VII. Payment Terms

40. Payment terms are net 30 days after receipt of goods or properly executed invoice, whichever is later, unless otherwise specified. A contractor may quote payment discount terms which may be considered in making the award. The discount period will be computed from the date delivery is accepted at destination, or from date correct invoice is received by the consignee, whichever is later.

41. Charges against a Contractor shall be deducted from current obligations. In the event that monies are due to the

City, money paid to the City by the Contractor shall be made payable to the Treasurer, City of Bristol.

Section VIII. Rights

42. Any and all data collected by the contractor relative to either the performance of services or delivery of materials shall remain the sole property of the City of Bristol. Such data includes historic usage of materials and services as collected by the contractor, as it relates to Bristol purchasing activity. The City has sole and exclusive right and title to all printed material produced for the City, whether acceptable or unacceptable, and the contractor shall not copyright any printed matter produced under the contract.

43. The Contractor assigns to the City all rights title and interests in and to all causes of action it may have under

Section 4 of the Clayton Act, 15 USC 15, or under Chapter 624 of the general statutes. This assignment occurs when the Contractor is awarded the contract.

44. Contractor agrees that it is in compliance with all applicable federal, state and local laws and regulations, including but not limited to Connecticut General Statutes Sections 4a-60 and 4a-60a, as well as the provisions of Title VI of the Civil Rights Act of 1964 and all amendments thereto. The Contractor also agrees that it will hold the City harmless and indemnify the City from any action which may arise out of any act by contractor concerning lack of compliance with these laws and regulations. All purchases will be in compliance with Section 22a-194 to Section

22a-194g of the Connecticut General Statutes related to product packaging.

45. This contract is subject to provisions of Executive Order No. Three of Governor Thomas J. Meskill promulgated June

16, 1971, the provisions of Executive Order No. Seventeen of Governor Thomas J. Meskill promulgated February 15, 1973 and section 16 of Public Act 91-58 nondiscrimination regarding gender orientation, and the provisions of

Executive Order No. Sixteen of Governor John G. Rowland promulgated August 4, 1999 regarding Violence in the

Workplace Prevention Policy.

46. The awarded firm will take affirmative action to ensure that all applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, gender, or national origin.