885_Dec_9_24_solicitation_doc.pdf

Solicitation Number: 885

Salem School District Student Transportation Services

Invitation to Bid (ITB)

Salem Board of Education

November 10, 2023 - December 05, 2023

Page:2

General Header Information

No. 885 Title: Salem School District Student Transportation Services Start Date: November 10, 2023 at 8:00:00 AM EST End Date: December 05, 2023 at 11:00:00 AM EST Vendor Q&A Start Date: November 10, 2023 at 8:15:00 AM EST Vendor Q&A End Date: November 25, 2023 at 12:00:00 PM EST Estimated Total Value:

Who can respond to this bid? : All Vendors Description: The Salem School District is currently accepting bids to contract with a vendor who will provide student transportation to and from school.

Salem School District services approximately 500 students. Students in grades kindergarten through grade 8 attend school at 200 Hartford Road, Salem, CT. Salem residents attend high school at East Lyme High School, 30 Chesterfield Road, East Lyme, CT.

Delivery Terms: Free On Board Destination Payment Terms: Vendor Specified Contact Information: Salem Board of Education

Kim Gadaree 200 Hartford Road Salem CT, 06420 United States Tel: 860-892-1223 Fax: 860-859-2130 kgadaree@salem.cen.ct.gov

Contact Details: If you have any questions, please contact:

Kim Gadaree 200 Hartford Road Salem CT, 06420 United States Tel: 860-892-1223 Fax: 860-859-2130 kgadaree@salem.cen.ct.gov

Selected Categories:

Page:3

Header Custom Fields:

ELECTRONIC SIGNATURE

Instructions Instructions IMPORTANT: The following electronic signature requires supplier agreement in order to respond to a solicitation. The individual submitting this electronic signature must be authorized to sign contracts on behalf of the company and must be listed as such in the company's corporate resolution/vendor authorization documents. Please keep in mind that the person listed as "authorized" must be the same person submitting their electronic signature when completing their company's submittal.

ELECTRONIC SIGNATURE OF PERSON AUTHORIZED TO SIGN SOLICITATIONS ON

BEHALF OF THE COMPANY:

I am duly authorized to sign documents on behalf of this company.

By selecting “I Agree” in the drop down box below, I confirm and understand that an electronic signature is taking place and I intend to be bound by and authenticate this electronic record, and attest to the statements contained within. I hereby certify that all information supplied is true to the best of my knowledge and belief, subject to the penalties of false statement.

I agree,I disagree

The respondent hereby certifies under penalty of false statement that all the information supplied is complete and true.

I agree,I disagree

SUPPLIER REQUIREMENTS

Supplier Solicitation Response End Date Suppliers are reminded that all solicitation responses must be made in accordance with the end date and time listed in the solicitation. Please allow sufficient time to upload your solicitation response as responses not fully uploaded by the end date and time will not be considered. Upon submission, you will receive a confirmation message that will display that the response was submitted.

Requirements Tab Suppliers are reminded to click on the “Requirements” tab to access notifications and specific solicitation requirements that affect Supplier responses. Please refer to the CTsource system

“Help” functionality or training documents on the State Contracting Portal titled "How to Respond to

Solicitations" for additional guidance.

https://portal.ct.gov/DAS/CTSource/CTSource https://portal.ct.gov/DAS/CTSource/CTSource

Page:4

Supplier Award Requirements Suppliers are reminded that prior to contract award, a supplier will be required to update specific information in the Supplier's CTsource account. Please refer to the "Additional Required Attributes and Attachment" section of the CTsource "Supplier Registration Portal User Guide" for additional guidance.

https://portal.ct.gov/-/media/DAS/CTSource/Documents/CTsource-Supplier-Registration-Portal-User-Guide-Final.pdf

Page:5

Solicitation Requirements:

Requirements

Each proposer must include the following to be considered.

•Furnish satisfactory evidence that it has appropriate experience in school bus transportation, by submitting with the proposal, information on at least three (3) current Connecticut school districts served by the contractor, with whom the bidder has held contracts for at least the past five (5) years;

•Include audited financial statements for the most recent two (2) fiscal years. Financial information can be submitted in a separately sealed envelope and will be maintained as proprietary. Proposers will be notified beforehand if they are being seriously considered for the award and that the financial information will be examined. Those proposers who are not being considered will have their sealed envelopes returned unopened.

•Furnish satisfactory evidence that it has not, in the past five (5) years in New England, a) had a contract terminated for “Material Breach,” or b) been declared in default by a School Board or Administration;

•Attend the mandatory pre-bid meeting, to be held at the Salem School District, 200 Hartford Road, Salem, CT at 1:00 p.m. on Wednesday, November 15, 2023.

•Provide all of the documentation listed on the Check List, Bid Form A with the proposal.

Transportation RFP

RFP Document

Page:6

SALEM BOARD OF EDUCATION

INVITATION TO BID

Student Transportation Services

GENERAL

1.Proposals will be opened at the Salem School District Office, 200 Hartford Road, Salem, CT at 11:00 a.m. on Tuesday December 5, 2023.

1.All proposals are to be sealed and plainly marked “Proposal for Student Transportation – Salem Board of Education.” Facsimile bid responses shall not be accepted.

1.There will be a mandatory pre-bid meeting at the Salem School District Office, 200 Hartford Road, Salem, CT at 1:00 p.m. on Wednesday November 15, 2023 to review the bid and answer any specific questions.

1.This contract shall be in effect for three (3) years (7/1/2024 to 6/30/2027).

1.In order to qualify for the award, each proposer must:

•Furnish satisfactory evidence that it has appropriate experience in school bus transportation, by submitting with the proposal, information on at least three (3) current Connecticut school districts served by the contractor, with whom the bidder has held contracts for at least the past five (5) years;

•Include audited financial statements for the most recent two (2) fiscal years. Financial information can be submitted in a separately sealed envelope and will be maintained as proprietary. Proposers will be notified beforehand if they are being seriously considered for the award and that the financial information will be examined. Those proposers who are not being considered will have their sealed envelopes returned unopened.

•Furnish satisfactory evidence that it has not, in the past five (5) years in New England, a) had a contract terminated for “Material Breach,” or b) been declared in default by a School Board or Administration;

•Attend the mandatory pre-bid meeting, to be held at the Salem School District, 200 Hartford Road, Salem, CT at 1:00 p.m. on Wednesday, November 15, 2023.

Page:7

•Provide all of the documentation listed on the Check List, Bid Form A with the proposal.

1.No proposer may withdraw his submission prior to the execution and delivery of the contract unless no award has been made at the expiration of the ninety (90) calendar days after the opening of proposals.

1.A ten thousand dollar ($10,000) Bid Bond, Certified Check or Cashier’s Check must be submitted with the proposal.

1.Any proposal, which is not in accordance to the prescribed form, is incomplete, is not properly signed, or is otherwise contrary to instructions, may be rejected by the Board.

1.Specifications appearing in the document will be in force for each year of the stated duration of the contract unless otherwise noted.

1.All questions as to the interpretation of the specifications shall be directed in writing or by email to the Business Manager at kgadaree@salem.cen.ct.gov no later than ten (10) business days prior to the scheduled proposal opening. Such questions and the response of the Business Manager will be mailed to all potential respondents who have attended the pre-proposal conference. NO

QUESTIONS WILL BE TAKEN VIA PHONE.

1.The Contractor shall not be held responsible for any losses resulting if the fulfillment of the terms of the Contract shall be delayed or prevented by wars, acts of public enemies, fires, floods, acts of God, or any other acts not within the control of the Contractor, except for strikes or labor unrest, and which by exercise of reasonable diligence it is unable to prevent.

1.Proposals must be signed by an officer or duly authorized designee of the Corporation or Company.

1.A contractor filing a proposal thereby certifies that no officer, agent, or employee of the Board has any pecuniary interest in the bid; that the proposal is made in good faith and without fraud, collusion or connection of any kind with any bidder for the same work; and the bidder is competing solely on his or her behalf without connection with, or obligation to any undisclosed person(s) or firm(s).

mailto:kgadaree@salem.cen.ct.gov

Page:8

1.Proposals will be publicly opened and read aloud at the Salem School District Office, 200 Hartford Road, Salem, CT at 11:00 a.m. on Tuesday December 5, 2023.

1.The Board reserves the right to accept or reject any and all proposals or any item(s) thereof for any reason whatsoever. The contract may be awarded to the proposer who, in the sole opinion of the Board, has the demonstrated experience and will best serve the needs of the Salem School District regarding school transportation. The proposer to whom an award is made must enter into a written contract.

1.The Salem Board of Education does not discriminate on the basis of sex, race, religion, national origin, color, handicapped condition, age, sexual orientation, or marital status.

TERM OF THE CONTRACT

The Salem Board of Education and the Contractor agree that the Contractor shall be the agent to furnish school transportation services for Salem students and other authorized persons designated by the Salem BOE. The agreement period shall be for (3) three years, beginning July 1, 2024 through June 30, 2027. The Board reserves the right to utilize its own or leased vehicles, or engage another contractor for any field, athletic trip, or for out-of-district transportation needs for regular or special education which occur during the course of this contract.

The contract price each year shall be equal to the amount charged for seven (7) Type I buses and the amount charged for one (1) Type II bus, based on the costs set forth in the Bid Response form:

Section I. The contract price includes one spare Type I bus plus all the equipment identified in this contract. Vehicles in addition to the above shall be charged to the Board according to the per/bus day rates in Section I. Additional services shall be provided by the Contractor, and paid for by the

Board, in accordance with Section II and III.

Page:9

The Board shall pay the Contractor as follows: For all service on routes as specified herein, the

Contractor is to receive ten (10) equal payments for each year during which this contract is in effect. The first payment will be made by September 15 and the last by June 15 of each school year. Summer school will be billed separately. Payment shall only be due for services provided in accordance with the terms of the Contract between the Board and the Contractor.

EQUIPMENT/ SERVICES:

1.The Contractor, at its own expense, will provide, maintain, and operate a sufficient number of school buses to carry out the terms of the Contract without overloading any bus, without requiring any pupil to arrive at Salem School earlier than five (5) minutes before it begins its session and without requiring any pupil to wait more than fifteen (15) minutes at the school after the close of school. Students attending East Lyme High School should not be required to arrive earlier than thirty (30) minutes before it begins its session and without requiring any pupil to wait more than fifteen (15) minutes at the school after the close of school.

2. All school buses shall be individually numbered and be marked with letters at least (5) inches high, which read SALEM and telephone number for contact.

3. The Contractor shall provide:

A. Seven (7) Type I school buses with maximum seating capacity of seventy-one (71) passengers, and one (1) spare school bus with maximum seating capacity of seventy-one (71) passengers. Buses also should have the following equipment GPS, video cameras, Child Check

Mate, crossing control arms located on the front bumper.

B. One (1) Type II bus, which meets all Federal and State requirements for school buses.

C. Athletic, Band and Activity Field trip transportation by Type I buses, at the Board’s election, to specified locations. These are to be invoiced separately at rates set forth in Section II. Athletic

Trips: Availability of at least one (1) Type I bus per day.

Page:10

All buses shall have automatic transmissions. Type I buses will operate on diesel fuel and Type II buses will operate on gasoline. During the life of the Contract, upon obtaining the approval of the

Superintendent, the Contractor may substitute newer or equivalent buses. The Board reserves the right to add or delete buses at the rate specified in Section I. During the Contract, all Type I buses shall be new or not older than eight (8) years at the beginning of each school year. Spare vehicles and Type II buses may be no older than eight (8) years at the beginning of each school year.

4. The Contractor shall provide an operable two-way radio system capable of communicating from the furthest student drop off/pickup point to the main bus terminal and the school office.

5. The Board, at the Board’s expense, shall furnish fuel for the buses. The Contractor will be required to keep accurate mileage logs for all its services rendered under this contract and provide these mileage logs on a monthly basis to the Board designee. Board purchased fuel must not be used for any services outside of this contract.

6. The Contractor will be required to utilize the town owned parking area at 270 Hartford Road in

Salem for bus parking space.

7. The Contractor shall provide a supervisor responsible for general day-to-day supervision and management of the transportation of Salem pupils. The supervisor may not be a regularly scheduled driver, and must be available, at or near the Contractor’s base station during operational hours of each school day of this Contract, and one-half hour before and after such times. The supervisor shall otherwise be available throughout the school year, upon reasonable notice and during normal business hours, to meet with the Superintendent or his designated agent.

8. No buses or drivers which have been disapproved by the Board shall be used in the work and the Contractor shall replace such buses or parts or drivers which, in the opinion of the Board, are unsuitable or not in conformity with the contract or specifications. The Contractor shall promptly replace any bus or parts or drivers rejected or condemned within two (2) weeks’ notice from the

Superintendent.

Page:11

9. The Contractor and Board agree to meet as necessary to discuss changes to Board or

Contractor policies that affect the services being provided under this Contract. The Superintendent shall have the authority to determine all matters of policy regarding student transportation and safety subject to applicable laws. In the event that the Contractor or Board believes a policy change may have a material impact on the cost of providing services under this Contract, the Contractor or the Board must promptly notify the other party of its concern. The parties agree to negotiate appropriate adjustments to the Contract Price, in order to consider any actual financial impact upon the Contractor or the Board in the event of the implementation of any new or revised policy.

TRANSPORTATION SCHEDULES

1. The Contractor shall transport to and from school all pupils of the Town of Salem, who shall now or hereafter during the term of the Contract be in attendance at any school designated by the Town of Salem, including East Lyme High School, and who are authorized by the Board to be transported. This may include transportation supplied throughout the term of the contract to all approved pupils attending any other approved educational institutions that has Salem BOE approved students attending for each day of the school year of that school.

1. Routes will be developed and maintained by the Contractor. Routes and bus stops must be approved by the Superintendent annually. A computerized routing system, must be used to ensure proper preparation of and changes to bus routes. Routes to be covered, bus stops, and students to be transported on each route, for each school year are to be maintained.

1. All scheduled bus routes for students in grades K through 8, which are intended for the transportation of pupils to and from school on a daily basis, will not exceed one (1) hour.

4. Contracts shall apply to all days when school shall be held between the first day of school for the 2024-2025 year and June 30 of each ensuing year of the contract. The minimum number of school days in any one-year shall be 180. Any additional days for which service might be required shall be paid for at the daily rate as specified by contract.

Page:12

5. All buses (Type I and II) shall be available for use at the discretion of the Superintendent of Schools between the hours of 6:00 a.m. to 9:00 a.m. and 2:00 pm to 5:00 pm each school day for transportation of school children (1) to and from school, (2) from school to school or between such hours as the Board and Contractor shall agree.

6. The Salem Board of Education does not grant to the Contractor the exclusive right to transport small groups of pupils to special classes that the Board may decide to send to other towns and/or vocational schools. The Board reserves the right to negotiate this kind of transportation with private individuals or to employ any other means which the Board, in its judgment, feels is in the best interest of the Salem BOE. The Contractor will be given first preference for work.

7. Salem School students shall arrive at school no earlier than five (5) minutes prior to the opening of school. East Lyme High School students shall arrive no earlier than thirty (30) minutes prior to the opening of school and no later than five (5) minutes before the opening of school in the morning. No child shall remain at East Lyme High School or Salem School waiting for transportation home more than fifteen (15) minutes after school has been dismissed.

The school’s hours are:

East Lyme High School 7:30 until 2:10

Salem School 8:30 until 3:20

8. The Board reserves the right to change starting and dismissal times of any school at any time during the life of the Contract. The Superintendent will establish schedules and routes.

9. The Contractor agrees that, in case of an emergency closing during the Board day, as determined by the Superintendent, or designee, all buses will be at the School to pick up students no later than sixty (60) minutes after notification of the stated emergency.

Page:13

10. The Salem BOE through its executive agent, the Superintendent of Schools, reserves the right to cancel scheduled school days because of weather, epidemic or other emergencies and to change the school calendar as necessary during the school year. In addition, the Superintendent may call for delayed openings and/or early dismissals whenever deemed necessary during the school year. Every effort will be made to notify the Contractor of these schedule changes as early as possible. There will be no additional charge in the event that bus schedules or routes are temporarily changed due to emergency conditions.

11. The Board reserves the right to add or delete buses at the rates specified in Section I annually by notifying the contractor no later than May 1st for the ensuing school year. The Board reserves the right to increase the number of pupils transported on each route as allowed by law, without additional cost.

PERSONNEL REGULATIONS

1. The Contractor shall forthwith report all accidents, failure or breakdown of equipment, or any unusual incidents to the Superintendent of the Salem Public Schools or his/her designee. An oral report should be submitted immediately to the Superintendent followed by a written report within 24 hours.

2. The Contractor agrees that each driver shall maintain good order and discipline on the buses as specified under the policies of the Salem Board of Education. Drivers will report unsatisfactory behavior of students to school principals on the appropriate forms.

3. The Salem Board of Education reserves the right to require the removal of any bus driver from Salem School routes who it feels does not meet the standards for bus drivers or who in its judgment is not suited by personality, temperament or other grounds to operate a vehicle which is transporting school children. Request for dismissal of a driver shall be provided to the Contractor in writing after discussion with the contractor.

1.If requested by the Board, the Contractor agrees to submit a list to the Superintendent indicating the following data for drivers: name, address, telephone number, date of birth, license number, and date of issuance.

Page:14

1.All drivers shall drive their, or a similar bus, through their routes to become familiar with their driving routes and stops before the beginning of each school year.

1.Current Salem drivers shall be allowed continued employment if they successfully complete pre-employment drug screening and criminal background checks.

BONDING AND INSURANCE

1. The Contractor agrees to furnish a Performance Bond from an insurance company licensed in Connecticut, in the amount of 100% of the annual contract amount. This is required for the life of this contract. Cost for the performance bond shall be listed separately in the bid response. In the event said bond is not furnished, then said failure shall be deemed as a breach of contract.

2. The Contractor shall maintain in force a policy of insurance covering all owned, non-owned and hired vehicles. The Town of Salem, and the Salem Board of Education and its individual members shall be designated as “additional named insured” on all policies. Coverage shall include liability for bodily injury and property damage resulting from the ownership, maintenance or use of any such vehicle by the Contractor, its agents or employees. The minimum policy limits shall be

($10,000,000) TEN MILLION DOLLARS Combined Single limit each occurrence for bodily injury and property. The Contractor shall secure a “Certificate of Insurance”, and file this certificate with the Superintendent of Schools in Salem by July 1st of each year.

3. Worker’s Compensation Insurance, purchased by the Contractor, shall comply with the law and any revisions during the life of this contract.

4. All respondents shall submit evidence of insurance for the first year of the contract as part of the proposal.

1. Each respondent’s accident record with in the State of Connecticut, for the previous three (3) years must be prepared by the respondent’s insurance carrier and submitted with the proposal.

6. A ten thousand dollar ($10,000) Bid Bond, Certified Check or Cashier's Check must be submitted with the proposal.

Page:15

SAFETY TRAINING

1. During each school year, in accordance with state statutes, students shall be instructed in safe riding practices, and participate in emergency evacuation drills.

2. The Contractor shall have a written drug/alcohol policy, which complies with State and Federal law. A copy of this policy or any revisions that occur during the term of this Agreement shall be submitted to the Board.

Prohibited Practices:

1. Drivers shall not wear headphones during the course of driving a route.

2. Smoking is prohibited while transporting students and on school grounds.

3. Personal cellular phones are prohibited, but Contractor owned cellular phones may be used to enhance safety on regular routes and/or communication for field trips.

4. Deviating from the approved/assigned routes.

5. Backing up buses on school property is prohibited.

6. Drivers shall not be less than 21 years of age or students in the school district.

7. Except for the Contractor’s name and telephone number, no vehicle shall carry commercial or political advertising.

MISCELLANEOUS PROVISIONS

Page:16

1. No part of the contract may be assigned, sublet or transferred without the approval of the

Board and written approval of the Superintendent of Schools.

2. The Contractor shall recognize the authority of the Business Manager of the Salem Public

Schools or his/her designee in requesting compliance with the specifications of this contract and shall also accept from him/her all reasonable requests, or complaints regarding poor service in a cooperative manner with immediate action to comply or to correct the faulty situation.

3. The contract will not cover any increase in costs specifically due to any local, state or federal regulations enacted after the contract date. Such costs shall be the subject of negotiations between the Board and the Contractor.

4. A Board employee or representative, at the request of the School District, may ride any bus at its discretion for purposes of monitoring student behavior, transportation services, etc.

ADDITIONAL PROVISIONS

Page:17

1. The Contractor shall protect, indemnify and hold the Town of Salem and the Salem Board of Education, their agents and employees harmless from any and all claims, demands, suits or threatened litigation resulting from the alleged acts or activities or failure to act by the Contractor, its agents or employees or arising from the maintenance, ownership or operation of any of the vehicles used in the performance of this contract. This indemnification shall include, but shall not be limited to, the costs of legal representation of the Board, its agents and employees and individual Board members, relating to any claim brought against them in connection with the alleged conduct of the Contractor or any of its agents or employees.

2. The Contractor shall not be held or deemed in any way to be the agent or employee of the

Board. It is the intention of the parties that the Contractor shall and is to be considered to be an independent contractor who is solely responsible for the employment of its drivers.

3. It is recognized that during inclement weather adherence to time schedules may be difficult. It is understood by the Contractor that the student transportation service provided by this contract constitutes an essential public service; subject only to the requirement that safety of children and others must be of paramount importance, time is of the essence in the performance of this contract.

4. The Salem Board of Education reserves the right to cancel said agreement by written notice with thirty (30) days notification. Should the contractor be found in breach of this agreement, written notification will be provided. The contractor will have twenty-one (21) days to cure the breach. After such time elapses and the contractor remains out of compliance with the agreement then written notice shall be provided by registered mail.

Page:18

CHECK LIST – BID FORM A

____________ Certified Check or Bid Bond

____________ Performance Bond Documentation

____________ Insurance Certificate

____________ References

____________ Audited financial Statements

____________ Fleet List

____________ Documentation of computerized routing system

____________ Documentation of computerized maintenance system

____________ Safety and Training Program

____________ Drug Testing, Policies and Procedures

____________ Background Checks & Fingerprint policies and Procedures

____________ Accident Record

Page:19

Proposal Submittal Form

SECTION I: CONTRACT PRICE

A. TYPE I BUSES (7)

Per bus Number of

Per day x Days x 7 Buses =Total

2024-2025 ______ 180 _______

2025-2026 ______ 180 _______

2026-2027 ______ 180 _______

B. TYPE II (1)

Per bus Number of

Per day x Days x 1 Bus = Total

Page:20

2024-2025 ______ 180 _______

2025-2026 ______ 180 _______

2026-2027 ______ 180 _______

SECTION II: ATHLETIC and FIELD TRIPS

2024-25 2025-26 2026-27

Billing for Activity Trips to Unlisted Destinations:

(Hourly Rate x # hours) + (# miles x mileage charge) = Invoiced amount for field trip

Activity trip hourly rate ______ ______ ______

Activity trip mileage charge ______ ______ ______

Activity trip min. charge (in-town) ______ ______ ______

Activity trip min. charge (out of town) ______ ______ ______

SECTION III: OTHER MISC. RATES

2024-25 2025-26 2026-27

Mid-Day Rate – Type I ______ ______ ______

Mid-Day Rate – Type II ______ ______

SECTION IV:

PERFORMANCE BOND

Cost to provide a 100% bond for 2024-2025 year $___________________

Page:21

Proposal Submittal Form – continued

INFORMATION TO BE FILLED OUT BY ALL BIDDERS

1. How long have you been in the Board bus business? ____________ years

1. How many buses currently owned will be used in this contract? _________

If you do not own buses at the present time, do you intend to purchase them?

1.State your plan for maintaining the buses to be used for this contract.

Name of Bidder _____________________________________________________________

Signature of Officer ____________________________________________________________

Printed Name & Title of Officer _________________________________________________

Page:22

Address: _____________________________________________________________________

Telephone: ___________________________________________________________________

Fax: _____________________________________________________________________

Email: _____________________________________________________________________

Date: ______________________________________________________________________

Salem School District

Enrollment Projections

2024-2025

Salem School: Kindergarten 52

Grade 1 32

Grade 2 28

Grade 3 44

Grade 4 38

Grade 5 53

Grade 6 39

Grade 7 39

Grade 8 40

East Lyme High School:

Page:23

Grade 9 48

Grade 10 34

Grade 11 37

Grade 12 33

Page:24

Salem School District

School Hours

2024-2025

Salem School (K-8) 8:30 a.m. - 3:20 p.m.

East Lyme High School (9-12) 7:30 a.m. - 2:10 p.m.

Salem School

200 Hartford Road

Salem, CT 06420

Grades K-8

East Lyme High School

30 Chesterfield Road

East Lyme, CT 06333

Grades 9-12

SOLICITATION OVERVIEW

Background

Page:25

The State of Connecticut Department of Administrative Services (“DAS”) is issuing this Solicitation pursuant to its authority under CGS 4a-2, 4a-52 and 4d-2.

FREE FORM TEXT

This contract replaces the following contract award(s) in part or in total _________________.

SOLICITATION OBJECTIVES

Description of Objectives

FREE FORM TEXT

SOLICITATION INSTRUCTIONS

Questions and Communication

1. Questions for the purpose of clarifying this Solicitation must be received no later than _________ (date and time ET) and must be directed to ___________ , via email at.

2. Answers to questions received by the due date and time will be posted as an Addendum on __________.

3. During the period from your organization’s receipt of this Solicitation, and until a contract is awarded, your organization shall not contact any employee of the State of Connecticut concerning this procurement except in writing directed to _____________ , via email ______________.

SOLICITATION PROVISIONS

Brand Name Specifications or References The use of the name of a manufacturer or of any particular make, model or brand in describing an item does not restrict respondents to that manufacturer or specific article unless limited by the term "no substitute".

However, the article being offered must be of such character and quality so that it will serve the purpose for which it is to be used equally as well as that specified, and the respondent shall warrant to the State that it is fit for that purpose. Solicitation responses on comparable items must clearly state the exact article being offered including any and all applicable options and the respondent shall furnish such other information concerning the article being offered as will be helpful in evaluating its acceptability for the purpose intended.

If the respondent does not indicate that the article offered is other than as specified, it will be understood that the respondent is offering the article exactly as specified. Respondents must submit complete documentation on the specifications and quality levels of the products. Solicitation responses submitted that do not contain this documentation are subject to rejection.

Quantities and/or Usage Quantities and/or Usages Any quantities set forth in this Solicitation are estimated quantities and/or usages only and in no way represent a commitment and/or intent to purchase any particular amount. Actual quantities may vary and will be identified on individual purchase orders issued by the requesting entity

Security and/or Property Entrance Policies and Procedures

Page:26

Contractor shall adhere to established security and/or property entrance policies and procedures for each requesting Client Agency. It is the responsibility of each Contractor to understand and adhere to those policies and procedures prior to any attempt to enter any Client Agency premises for the purpose of carrying out the scope of work described in this Contract.

Required References Contractor shall provide references from separate organizations as required in the Questionnaire tab.

ITB Solicitation Standard Terms and Conditions

Page:27

The following Standard Terms and Conditions govern the Invitation to Bid (ITB) solicitation issued by the Department of Administrative Services (DAS). Incorporated by reference into these Standard

Terms and Conditions are applicable provisions of the Connecticut General Statutes, including but not limited to, those in Title 4a, Chapter 58 or Title 4d, Chapter 61 and applicable provisions of the

Regulations of Connecticut State Agencies, including but not limited to, those that begin with and follow Section 4a-52-1 or 4d-3-1.

Respondents shall comply with the statutes and regulations as they exist on the date of their ITB response and as they may be modified from time to time during the term of the Contract, as it may be amended.

Pursuant to Connecticut General Statute 4a-60b, DAS, at its sole discretion, may elect to solicit ITB response pricing through a Reverse Auction.

Submission of ITB Responses:

1. All solicitation documents must be submitted on-line through CTsource and will be accepted as your official ITB response submission by DAS. If DAS receives additional submissions of your ITB responses in any other method, DAS will reject those submittals.

2. Solicitation of responses must be submitted on-line using the forms specified by DAS and must be submitted no later than the due date and time specified in the solicitation. Paper Bids, telephone, email or facsimile responses will not be accepted in response to a solicitation.

Respondents are cautioned that there may be additional documents, attachments or requirements posted on CTsource at any time. All documents must be reviewed and required information provided. Failure to do so may result in rejection of the ITB response.

3. ITB solicitations received after the due date and time specified in each ITB solicitation will not be accepted for consideration.

4. A respondent will not be allowed to post or resubmit a bid response after the due date and time specified in the ITB solicitation. Incomplete bid forms may result in the rejection of the bid response. Amendments to bid responses received by DAS after the due date and time specified for opening of solicitations will not be considered. With the exception of pricing submission through

Reverse Auction participation, ITB responses may be electronic or handwritten and then uploaded in CTsource. All bid response shall be signed by a person duly authorized to sign bids on behalf of the respondent. Unsigned ITB responses may be rejected.

5. Conditional bid responses are subject to rejection in whole or in part. A "conditional bid response" is defined as one limiting or modifying any of the terms and conditions and/or specifications of the ITB solicitation.

6. Alternate bid responses will not be considered unless the ITB specifically requests alternate bid responses. An alternate bid response is one which is submitted in addition to and is not dependent upon the respondent’s primary response to the ITB solicitation.

Page:28

7. In the event of a discrepancy between the unit price and the extension, the unit price shall govern. Prices should be extended in decimal form, not fractions, to be net, and shall include transportation and delivery charges fully prepaid by the Contractor to the destination specified in the ITB solicitation, and subject only to cash discount.

8. Pursuant to Section 12-412 of the Connecticut General Statutes, the State of Connecticut is 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.

9. All bid responses will be opened publicly on the date specified in the ITB solicitation and, upon award, are subject to public inspection.

10. The successful respondent shall be bound by the terms and conditions of the form contract attached to the ITB solicitation. The respondent fully acknowledges and agrees with all of the terms and conditions contained in this Standard Terms and Conditions agreement, the accompanying ITB solicitation, the Contract and any other exhibits or attachments to this ITB solicitation and Contract.

Further, if the respondent is awarded a contract for the deliverables called for in the ITB solicitation, the respondent’s signature on any documents related to this ITB solicitation, shall mean that the respondent shall be bound by and perform fully in accordance with all of the terms and conditions set forth in the ITB solicitation, these Standard Terms and Conditions, and the Contract as if the respondent had actually executed this Standard Terms and Conditions form and the Contract itself.

Guaranty or Surety:

11. Bid and or performance bonds may be required. Bonds must meet the following requirements:

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”. 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.

Samples:

12. The quality of accepted bid samples does not supersede the specifications for quality in the ITB solicitation unless the sample is superior in quality. All deliveries shall have at least the same quality as the accepted bid sample.

Page:29

Samples are furnished free of charge. Respondents must indicate if their return is desired, which

DAS shall do or cause to be provided that they are returned at respondent’s sole cost and expense, FOB respondent’s destination, and that they have not been made useless by testing. If they are made useless by testing, the State may dispose of the samples as it deems to be appropriate.

Samples may be held for comparison with deliveries.

Award:

13. Award of a contract will be made to the lowest responsible qualified respondent and shall be based on quality of the deliverables to be supplied, their conformance with specifications, delivery terms, price, administrative costs, past performance, and financial responsibility.

DAS may reject any respondent in default of any prior contract or guilty of misrepresentation or any respondent with a member of its firm in default or guilty of misrepresentation.

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

Respondents have 10 days after notice of award of the Contract to refuse acceptance. After 10 days the Contract will be binding on the Contractor. If the Contractor rejects the award within the 10 day period, DAS will award the Contract to the next lowest responsible qualified respondent.

Contract:

14. Section 4a-81 of the Connecticut General Statutes requires that this ITB solicitation of which these Standard Terms and Conditions are a part include a notice of the consulting agreement representation requirements described in Section 4a-81 of the Connecticut General Statutes.

Accordingly, contractors are notified as follows:

14. (a) No state agency or quasi-public agency shall execute a contract for the purchase of goods or services, which contract has a total value to the State of fifty thousand dollars or more in any calendar or fiscal year, unless the contract includes representations described in subsection (b) of

4a-81 of the Connecticut General Statutes as follows:

14. (b) 1. Each contract shall include a representation whether any consulting agreement has been entered into in connection with any such contract. Such representation shall be required if any duties of the consultant included communications concerning business of a state or quasi-public agency, whether or not direct contact with a state agency, State or public official or State employee was expected or made.

"Consulting agreement" means any written or oral agreement to retain the services, for a fee, of a consultant for the purposes of (A) providing counsel to a contractor, vendor, consultant or other entity seeking to conduct, or conducting, business with the State, (B) contracting, whether in writing or orally, any executive, judicial, or administrative office of the State, including any department, institution, bureau, board, commission, authority, official or employee for the purpose of solicitation, dispute resolution, introduction or requests for information or (C) any other similar activity related to such contracts.

Page:30

“Consulting agreement” does not include any agreements entered into with a consultant who is registered under the provisions of Chapter 10 of the Connecticut General Statutes concerning the

State’s Codes of Ethics, as of the date such contract is executed.

14. (b) 2. Such representation shall be sworn as true to the best knowledge and belief of the person signing the contract and shall be subject to the penalties of false statement.

14. (b) 3. Such representation shall include the following information for each consulting agreement listed: the name of the consultant, the consultant's firm, the basic terms of the consulting agreement, a brief description of the services provided, and an indication as to whether the consultant is a former state employee or public official. If the consultant is a former State employee or public official, such representation shall indicate his or her former agency and the date such employment terminated.

14. (c) If a contactor refuses to agree to the representations required under subsections (a) and (b) of Section 4a-81 of the Connecticut General Statutes, then the state agency shall not award the contract to such contractor and shall award the contract to the next highest ranked contractor or seek new ITB responses.

15. Section 4-252 (the “Statute”) of the Connecticut General Statutes requires that the ITB solicitation, of which these Standard Terms and Conditions are a part, include a notice of the contractor representation requirements described in the Statute. Accordingly, pursuant to the

Statute, contractors are notified as follows:

15. (a) The terms “gift,” “quasi-public agency,” “state agency,” “large state contract,” “principals and key personnel” and “participated substantially” as used in this section shall have the meanings set forth in Section 4-250 of the Connecticut General Statutes.

15. (b) No state agency or quasi-public agency shall execute a large state contract unless such contract contains the representation described in Section 4-252(c) of the Connecticut General

Statutes as follows:

15. (c) Any principal or key personnel of the person, firm or corporation submitting a bid or proposal for a large State contract shall represent:

Page:31

15. (d) That no gifts were made by (A) such person, firm, corporation, (B) any principals and key personnel of the person, firm or corporation, who participates substantially in preparing bids, proposals or negotiated State contracts, or (C) any agent of such person, firm, corporation or principals and key personnel, who participate substantially in preparing bids, proposals or negotiating state contracts, to (i) any public official or State employee of the state agency or quasi-public agency soliciting bids or proposals for state contracts, who participates substantially in the preparation of bid solicitations or requests for proposals for State contracts or the negotiation or award of State contracts, or (ii) any public official or State employee of any other state agency, who has supervisory or appointing authority over such state agency or quasi-public agency; That no such principals and key personnel of the person, firm or corporation, or agent of such person, firm or corporation or principals and key personnel, knows of any action by the person, firm or corporation to circumvent such prohibition on gifts by providing for any other principals and key personnel, official, employee or agent of the person, firm or corporation to provide a gift to any such public official or state employee; and (iii) that the person, firm or corporation is submitting bids or proposals without fraud or collusion with any person.

15. (e) Any respondent that does not agree to the representations required under Section 4-252 of the Connecticut General Statutes shall be rejected and the state agency or quasi-public agency shall award the contract to the next lowest responsible qualified bidder or seek new bids.

16. Section 4-252a of the Connecticut General Statutes requires that the ITB solicitation, of which these Standard Terms and Conditions are a part, include a notice of the contractor representation requirements described therein. Accordingly, pursuant to the Section 4-252a of the Connecticut

General Statutes, contractors are notified as follows:

16. (a): The terms “quasi-public agency,” and “state agency,” have the same meanings as provided in Section 1-79 of the Connecticut General Statutes, “large state contract,” as used in this section shall have the meanings set forth in Section 4-250 of the Connecticut General Statutes.

16. (b): No state agency or quasi-public agency shall execute a large state contract unless such contract contains a certification as follows:

Contractor has not made a direct investment of twenty million dollars or more in the energy sector of Iran on or after October 1, 2013, as described in Section 202 of the Comprehensive Iran

Sanctions, Accountability and Divestment Act of 2010, and has not increased or renewed such investment on or after said date.

17. The existence of the Contract shall be determined in accordance with the requirements set forth above. However, the award of the Contract is not an order to ship. Contractors may not begin to perform under the awarded Contract until the Contractor and the State have executed the Contract and thereafter the Contractor receives a written purchase order from an appropriate State entity.

Page:32

18. Section 9-612 of the Connecticut General Statutes requires that the ITB solicitation, of which these Standard Terms and Conditions are a part, include a notice of the contractor representation and certification requirements described therein. Accordingly, pursuant to the Section 9-612 the

Connecticut General Statutes, contractors are notified as follows:

a. The State Elections Enforcement Commission’s notice advising prospective state contractors of state campaign contribution and solicitation prohibitions is located at the Internet link https://portal.ct.gov/OPM/Fin-PSA/Forms/Ethics-Forms.

b. No state agency or quasi-public agency shall execute a state contract unless such contract contains a representation that the chief executive officer or authorized signatory of the contract has received the State Elections Enforcement Commission's notice advising prospective state contractors of state campaign contribution and solicitation prohibitions.

c. No state agency or quasi-public agency shall execute a state contract unless such contract contains a certification that:

i. Any principal of the state contractor or prospective state contractor submitting a bid or proposal for a state contract shall certify that neither the contractor or prospective state contractor, nor any of its principals, have made any contributions to, or solicited any contributions on behalf of, any party committee, exploratory committee, candidate for state-wide office or for the General Assembly, or political committee authorized to make contributions to or expenditures to or for the benefit of such candidates, in the previous four years, that were determined by the State Elections Enforcement

Commission to be in violation of subparagraph (A) or (B) of subdivision (2) of subsection (f) of section 9-612 of the Connecticut General Statutes, without mitigating circumstances having been found to exist concerning such violation. Each such certification shall be sworn as true to the best knowledge and belief of the person signing the certification, subject to the penalties of false statement.