8-Request for Goods Senior Center Vehicles 2026-09-ITB-017 - Instructions to Bidders.pdf

Town Of Ellington 55 Main Street

Ellington, CT 06029

Instructions To Bidders

Key Dates:

Advertisement of Invitation to Bid Pre-Bid Meeting Portal Public Opening of Bids Contract Award on or before

1. Special Notice To Bidders:

A. The Bid Documents comprise the following:

1. Legal Notice/Invitation to Bid

2. Instruction to Bidders

3. Specifications

4. Bid Form - Electronic

5. Non-collusion Affidavit

6. Proposer’s Legal Status Disclosure

7. Draft Contract

8. Insurance Requirements

2. Bid Form:

A. All bidders to The Town of Ellington are required to submit their proposals electronically through the Town’s Procurement Portal located at https://ellington-ct.bonfirehub.com. Late submittals will be rejected. The Town’s Procurement Portal clock is the official clock for determining all deadline dates and times. All submittals through the Procurement Portal should be labeled with the Bid number and title. Any changes must be explained or noted in the “request for additional information” space on Town Procurement Portal.

B. Specifications and bid forms must be obtained via at the Town’s Procurement

Portal. The required documents which shall include: Bid Form, Bidder’s Qualification Statement, evidence of insurance per the attached Insurance Requirements, Non-Collusion Affidavit, Non-discrimination Certification and Specifications with all requested information and any additional information or proposed substitutions the bidder wishes to provide.

1. A Qualification Statement should be generated by the bidder to demonstrate its background, training, qualifications and experience.

2. If a bidder is a Corporation, Limited Liability Company, or other business entity that is required to register with the Connecticut Secretary of State’s Office, it must have a current registration with that office. The Town may, in its discretion, request acceptable evidence of any bidder’s legal status.

Any such bidder shall also complete and submit the attached Bidder’s Legal Status Disclosure.

C. The Town of Ellington may consider as informal any proposal which contains any alteration or a departure from the Proposal Form and required information noted on the Town’s Procurement Portal.

3. Time for Receiving Bids:

A. Bids will be received via the Town of Ellington Procurement Portal until 2:00 PM, prevailing time, on October 1, 2026, at which time the bids will be opened and available to view on the Procurement Portal.

B. The Town’s Procurement Portal is the exclusive means by which all bidders may submit bids. Telegraphic, mailed, faxed or in-person delivered bids will not be considered and if so received, will be returned, unopened.

4. Withdrawal of Bids Before and After Date of Bid Opening:

A. Any bid may be withdrawn via the Town of Ellington Procurement Portal prior to the time fixed for the opening of bids.

B. No bid may be withdrawn for a period of ninety (90) days after opening of the same without approval and written consent of the Town of Ellington.

5. Interpretations Of Contract Documents:

A. Proposers shall submit all inquiries or requests for interpretation as to the meaning of the Specifications and Contract Documents (as defined in the Town of Ellington Contract) via the Town’s Procurement Portal. All answers to inquiries will be posted to the Procurement Portal in the forum or an Addendum. All such Addenda shall become a part of the Contract Documents. It is the responsibility of the proposers to check the Portal for answers to the inquiries. Failure of any proposer to receive any such Addendum shall not relieve such proposer from any obligation under his or her proposal, as submitted. No inquiry received within five (5) days of the date fixed for opening of proposals will be given consideration.

B. Except as specifically provided in Paragraph 5A, bidders are prohibited from contacting any Town employee, officer, or official concerning this Request for Bids. Failure to comply with this requirement may result in disqualification.

6. Examination of Specifications, Pre-Bid Meeting, Warranty, Etc.:

A. Each bidder shall thoroughly examine and be familiar with the Specifications and Contract Documents. The failure or omission of any bidder to examine any form, instrument, addendum or other document shall in no way relieve said bidder from any obligations with respect to their bid. No bidder shall rely upon any oral representation of any person, town official, or employee concerning this Invitation to Bid, nor will such reliance excuse performance in accordance with the contract nor be the basis for any claimed extra costs. Bidders shall raise any such issues by written request under Paragraph 5 hereof. The bidder shall become familiar with all Federal, State and Local laws and regulations that may affect the cost, progress or performance of the work. The submission of a bid shall be taken as prima facie evidence of compliance with this section.

B. Warranty. The bidder shall provide the manufacturer’s vehicle warranty, the accessibility conversion warranty and the applicable ramp or lift warranty.

7. Award of Contract:

A. The Town of Ellington reserves the right to amend or terminate this Invitation to Bid, to reject any or all bids, and/or to waive any informalities, omissions, excess verbiage or technical defects in the bids and to negotiate contract terms with the successful bidder.

B. The contract will be awarded to the lowest responsible and eligible general bidder complying with the conditions of the Contract Documents, providing that their bid is reasonable and that it is in the best interests of the Town of Ellington to accept it. Although price will be an important factor, it will not be the only basis for award of the contract. Due consideration may also be given to a bidder’s experience, references, service, ability to respond promptly to requests, past performance and other criteria relevant to the Town’s interest, including compliance with the procedural requirements stated in this Invitation to Bid. The award of the contract, if same is to be awarded, will be made within fifteen (15) days after opening of bids.

C. The Town will not award the contract to any business that, or individual who, is in arrears or in default to the Town with regard to any tax, debt, contract, security or any other obligation.

D. The successful bidder will be required to execute a contract in form substantially as attached with the Town of Ellington within fourteen (14) days following the Notice of Award.

The Notice of Award does not provide the bidder with any rights and does not impose on the

Town any obligations. The Town is free to withdraw its award at any time and for any reason prior to the signing of the contract.

8. Sales Tax and Cost of Permits:

Sales tax does not have to be included in bids or material charges. Bidders must obtain the appropriate tax exempt number from the Finance Office.

9. Additional Requirements of the Contract:

Bidders should take note that at the time of signing the contract all of the following additional documents are required by the contract:

A. Certificate of Insurance with coverage specified in attachment to these instructions.

B. Corporate Resolution or similar, authorizing execution of contract (Sample will be furnished to successful bidder).

C. Opinion of successful bidder’s counsel opining as to bidder’s legal standing under law and authority of officers or members of bidder. (Sample will be furnished to successful bidder).

10. FREEDOM OF INFORMATION ACT:

All Information submitted in a proposal or in response to a request for additional information is subject to disclosure under the Connecticut Freedom of Information Act as amended and judicially interpreted. A proposer’s responses may contain financial, trade secret or other data that is claims should not be public (the “Confidential Information”). A proposer must identify specifically the pages and portions of its proposal or additional information that contain the claimed Confidential Information by visibly marking all such pages and portions.

Provided that the proposer cooperates with the Town as described in this section, the Town shall, to the extent permitted by law, protect from unauthorized disclosure such Confidential Information.

If the Town receives a request for a proposer’s Confidential Information, it will promptly notify the proposer in writing of such request and provide the proposer with a copy of any written disclosure request. The proposer may provide written consent to the disclosure or any object to the disclosure by notifying the Town in writing to withhold disclosure of the information, identifying in the notice the basis for its objection, including the statutory exemption(s) from disclosure. The proposer shall be responsible for defending any complaint brought in connection with the nondisclosure, including but not limited to appearing before the Freedom of Information Commission and providing witnesses and documents as appropriate.