BID 382 - Large Fire Apparatus Maintenance MC.pdf

TOWN OF FARMINGTON, CT

INVITATION TO BID

BID # 382

LARGE FIRE APPARATUS MAINTENANCE

The Town of Farmington is seeking bids from qualified vendors to service and maintain all large fire apparatus in the Fire Department. The Town of Farmington requires the vendor to conduct inspections and perform services in accordance with nationally recognized fire apparatus inspection programs. The contract period shall be from July 1, 2026, through June 30, 2027, with the option to renew for the period July 1, 2027, through June 30, 2028.

Sealed bids will be accepted by the Town of Farmington at the Town Finance Office, Farmington

Town Hall, 20 Monteith Drive, 3rd Floor, Farmington, Connecticut 06032, until 11:00 a.m. on

April 20, 2026, at which time and place, bids will be publicly opened and read aloud. Bid documents may be obtained at the Town Finance Office, Farmington Town Hall, 20 Monteith Dr., 3rd Floor, Farmington, CT., Monday through Friday excluding holidays, between the hours of 8:30 am and 4:30 pm.

The Town reserves the right to reject any or all bids, in whole or in part, to award any item, group of items or the total bid, and to waive any or all informalities or technical defects, if it is deemed by the Town to be in its best interest to do so.

The successful bidder is required to comply with the provisions of the Civil Rights Act of 1964, the Equal Employment Opportunity Act of 1972, Executive Orders 3, 17, 11246, 11375, 11478 and, if applicable, the Connecticut Fair Employment Practice Law.

Bids will not be accepted by facsimile or e-mail.

BID # 382 – LARGE FIRE APPARATUS MAINTENANCE

Farmington, Connecticut

TOWN OF FARMINGTON

INSTRUCTIONS FOR BIDDERS

INTENT:

The intent of these specifications is to obtain a qualified vendor or vendors to provide maintenance and repair services for all large fire apparatus for the contract period from July 1, 2026, through June 30, 2027, with the option to renew for the period July 1, 2027, through June

30, 2028. Please see the technical specifications for more detail.

All Bidders shall observe the following instructions and specifications:

I. GENERAL PROVISIONS

1. Place of Bid Submission

Finance Department, Farmington Town Hall, 20 Monteith Drive, 3rd Floor, Farmington, Connecticut, 06032.

2. Time of Bid Opening

11:00 a.m. on April 20, 2026. Bids may be withdrawn 60 days after bid opening, if the Town has not made an award.

3. Site Inspection

Prospective bidders may view the vehicles by contacting Paul Melanson, Director of Public

Safety; email: melansonp@farmington-ct.org.

4. Bid Return Envelope

All bid submissions must be made in a sealed envelope. Please clearly mark your envelope with the bid number, title, and opening date to prevent a sealed bid from being opened prior to the opening date. Any bid not so marked and opened by the Town prior to date specified shall be rejected. Facsimile or e-mail bids will not be accepted. The following forms shall be submitted with the bid:

A. Bid Cost Proposal Form (4 pages – including Vehicle List)

B. Non-Collusive Bidding Certification

C. Local Vendor Preference (only if Farmington Business)

D. Affirmative Action Statement

E. CT Automotive Repair License

F. Reference List

Farmington, Connecticut

5. Basis of Award

This contract shall be awarded to the lowest qualified Bidder(s). Qualifications shall include the ability of the vendor(s) to complete the work within the stated time frame. Bidders must provide the names and contact information of at least three (3) references for which they have undertaken similar work in the last three (3) years. These references will be used as part of the bid evaluation process.

6. Bid Security

Not required for this bid.

7. Notice of Award

The Town will give notice of award of bid to the successful bidder by mail to bidder's address stated in Bid.

8. Award of Contract

The Town reserves the right to reject any or all Bids, or any part of any bid, for any reason the

Town deems advisable, and to award Contract or Contracts to any of Bidders bidding, regardless of amount of Bid. It is intended that Contract or Contracts will be awarded to the lowest responsible and eligible Bidder (or Bidders) possessing the skill and ability to provide the services requested, provided the times stated by Bidder(s) in schedule of prices in proposals for delivering and completing work is deemed advantageous to the Town's interest.

9. Performance/Labor & Material Bonds

Not required for this bid.

10. Scope of Work Change

The Town reserves the right to change the scope of the work for any reason, before or after the bid is awarded without penalty to the Town.

11. Substitution for Named Brands

Brand name items may appear in this bid. If Bidder proposes an item other than the named brand item, then Bidder must include with their bid submittal, literature or specifications that demonstrate that their proposed product is equal to or better than the named items.

12. Prices, Discounts, Taxes, Payment

Prices bid shall not include any Federal, State or local taxes, as the Town is not liable. In addition to the prices bid, each bidder may quote binding discounts, which will be considered in making the award. Prices in bid shall remain in effect for a two-year period.

13. Time of Completion

Bidder is to complete all work in a timely manner with minimal disruption to the operations of the Farmington Fire Department.

14. Delays

Only the Town shall authorize delays for completion of work. All delays authorized by the Town shall be in writing. Delays due to the vendor’s inability to complete the work for reasons other than weather shall not be considered as authorized.

Farmington, Connecticut

15. Prevailing Wage Scale

This work is NOT subject to State of Connecticut prevailing wage laws and the Davis Bacon

Act.

16. Liquidated Damages

Not applicable.

17. Assignment of Contract

Bidder(s) shall not sublet, sell, transfer, assign or otherwise dispose of contract or any portion thereon or of his right, title, or interest therein, of his obligations there under, without the written consent of the Town.

18. Acceptance of Subcontractor

Submission of name of subcontractor in Bid shall be deemed to constitute an acceptance by

Bidder, if awarded Contract, of such subcontractor. Any alteration therein, after award of

Contract, shall be subject to the approval of the Town.

19. Basis of Payment

Payment for services performed under this bid will be made on a monthly basis for services performed in the prior month. Payment will be made within thirty days of receipt and approval by the Town of a valid invoice submitted by the vendor.

20. Payments for Extra Work

21. Payment Requests, Retainage and Guarantee Period

22. Insurance

The Bidder shall procure and maintain at its own expense the following insurances: (See

Appendix I for a more detailed explanation of the Town’s Insurance and Indemnification requirements).

Workers’ Compensation-Statutory Limits

Employer’s Liability $100,000/$500,000/$100,000

Commercial General Liability

Bodily and Personal Liability & Property Damage

$1,000,000 per occurrence

$2,000,000 Annual Aggregate

$1,000,000 Property Damage

Products and Completed Operation Hazard must be included

Comprehensive Auto Liability

Including Coverage of Owned, Non-Owned & Rented Vehicles

$1,000,000 per occurrence

Farmington, Connecticut

Garage Keepers Liability

$750,000 Property Damage

$1,000,000 Garage Liability

It is the responsibility of the Bidder and his insuring agent to provide the Town with current certificates throughout the contract period, keeping the required limits in full force and effect.

The Town of Farmington reserves the right to modify or change the requirements at any time if it is in the best interest of the Town to do so.

All insurance shall be evidenced by a certificate of insurance showing the Bidder’s insurance is in full force and the carrier shall notify the Town that the policies shall not be canceled without providing advance notice to the Bidder and the Town. The Town shall be named as an additional insured for general liability coverage.

23. Local Bidder Preference/Local Bidder Affidavit Form

See Appendix II for Local Bidder Preference Ordinance and Appendix III for Local Bidder

Affidavit Form.

24. Equal Opportunity -Affirmative Action

The successful bidder is required to comply with all provisions of the Civil Rights Act of 1964, the Equal Employment Opportunity Act of 1972, Executive Orders 3, 17, 11246, 11375, 11478 and if applicable, The Connecticut Fair Employment Practice law. See Appendix IV.

25. Questions Relating to Specifications

Any request from prospective bidders for interpretation of meaning of bid specifications or other contract documents shall be made in writing to Director of Finance, Town of Farmington, Town

Hall, 20 Monteith Drive, 3rd Floor, Farmington Connecticut. Requests must be received at least seven (7) days prior to date fixed for opening of Bids to be given consideration. Interpretations will be made in the form of written Addenda to Contract Documents, which Addenda shall become a part of Contract. Not later than five (5) days prior to date fixed for opening of Bids, Addenda will be e-mailed to all persons who obtained Contract Documents. Failure of any bidder to receive any such Addenda shall not relieve bidder from any obligation under his Bid as submitted.

26. Site Examination

At date and time fixed for opening of Bids, it will be presumed that each Bidder has made an examination of the vehicles and the services to be provided under this Contract, has satisfied himself as to actual conditions, requirements, and quantities of work and has read and become thoroughly familiar with Bid Documents including Specifications and Addenda.

27. Inspection of Work

Each part of detail of work shall be subject at all times to inspection by the Town, and Bidder will be held strictly to true intent of specifications in regard to quality of materials, workmanship, and diligent execution of contract. Material and services furnished under these specifications is subject to such inspection. The Town shall be allowed access to all parts of work and shall be furnished such information and assistance by Bidder as is required to make a complete and detailed inspection.

Farmington, Connecticut

28. Safety

All work performed and equipment used shall comply with all pertinent OSHA, Federal, State, and Local Regulations.

29. Contract Funds

Money for this contract is provided through the Town’s annual operating budget. Should funds prove insufficient, the Town will implement alternate funding sources or reductions in service scope.

30. Bid Forms/Submission of Bids

The Town exclusively advertises and disseminates all solicitations. The receipt of solicitations through any other source may result in receipt of incomplete specifications and/or addenda which could ultimately render a bid non-compliant. The Town accepts no responsibility for the receipt and/or notification of solicitations through any other source.

31. Severability

If any terms or provisions of this bid shall be found to be illegal or unenforceable, then such term or provision shall be deemed stricken and the remaining portions of this bid shall remain in full force and effect.

32. Contract Termination

The Town reserves the right to terminate this contract at any time due to poor performance by the Contractor. Contractor will be provided thirty (30) days’ notice of unsatisfactory performance. If improvement in performance does not take place after thirty (30) days, Town will terminate contract with no penalty to Town.

Farmington, Connecticut

TOWN OF FARMINGTON

TECHNICAL SPECIFICATIONS

INTENT

It is the intention of the Town of Farmington to obtain bids from qualified vendors to provide maintenance and repair services for all Large Fire Apparatus in the Fire department for the contract period from July 1, 2026, through June 30, 2027, with the option to renew for the period

July 1, 2027, through June 30, 2028.

GENERAL CONDITIONS

1) Vendor shall own and operate a recognized fire apparatus inspection/repair facility.

References shall be included with bid proposal on the enclosed sheet. Vendor must also be certified or engage the services of a contractor that is certified to inspect fire pump and fire pump transmissions. Vendor’s maintenance facility must be within a 35-mile radius of the Town of Farmington.

2) Vendor shall perform work on Town of Farmington vehicles at the Fire Station or shall make arrangements to transport the vehicle to and from their own service station.

3) Each apparatus shall have a major and a minor service performed as well as an annual pump testing.

4) The Town of Farmington requires the vendor to provide inspections in accordance with nationally recognized fire apparatus inspection programs. Basic maintenance will include the minimum of, but not be limited to lubrication services, changes of engine oil, oil filters, fuel filters, air filters, external transmission filters, fuel/water separators, water filters, air compressor filters and replacement of transmission fluid and filters on appropriate apparatus. It shall also include checking and adjusting belts, adjusting brakes, fluid levels checked and filled and batteries/radiators to be hydrometer tested. It is expected that each bidder will have reviewed each vehicle prior to submitting a bid.

Large Fire Apparatus

First Service/Major Service: This will consist of a lubrication service and safety and preventative inspection to be done on all fire apparatus in the Fire Department once a year at the beginning of the fiscal year (July). Lubrication service and safety inspection will include at the minimum, but not be limited to lubrication services, change engine oil, oil filters, fuel filters, air filters and external transmission filters/fuel and water separators, water filters and air compressor filters. It would also include checking and adjusting belts, adjusting brakes, fluid levels checked and filled and batteries/radiators to be hydrometer tested. Engines 2, 3, 4, 5, 6, 8, and 9, Ladder 1 and Rescue 15 would require fluid service and filters on transmissions. Inspection and maintenance of all apparatus in accordance with nationally recognized fire apparatus inspection/maintenance programs such as NFPA 1911, NFPA 1915 regulations and Federal DOT inspection. The Bidder agrees to provide a detailed list of all work completed on every vehicle at the time the vehicle is returned to the Town of Farmington for every service.

Farmington, Connecticut

Second Service/Minor Service: This will include but not be limited to a lubrication service

(greasing service), checking and adjusting belts, adjust brakes, check all fluid levels and filled, batteries/radiators to be hydrometer tested. Rockwell disc brakes will be greased using Rockwell recommended procedures and adjusted to Rockwell specifications. Inspection will consist of minor inspection and above service.

This inspection/maintenance will be done once a year, six (6) months after the major service is performed if needed in the opinion of the Town based on vehicle use. Inspection and maintenance of all apparatus in accordance with nationally recognized fire apparatus inspection/maintenance program such as NFPA 1911, NFPA 1915 regulations and Federal DOT inspection. The Bidder agrees to provide a detailed list of all work completed on every vehicle at the time the vehicle is returned to the Town of Farmington for every service.

Pump Testing: Please include the price per vehicle, for those vehicles that have pumps, to perform an NFPA 1911 & NFPA 1901 compliant Pump Test and provide detailed documentation to the Town of Farmington of such tests.

5) The Town of Farmington has included a check off list of items required to be inspected and maintained at a minimum. It will be required that each proposal include all items on the list for any vehicle on which you bid. Vendor will supply a written form checklist upon each inspection of each vehicle at the time the vehicle is returned to the town.

Vendor is to keep a separate file on each vehicle at their facility and a copy to the applicable Fire Station. Invoices are to be sent to the Town of Farmington Fire

Department, 20 Monteith Drive, 3rd Floor, Farmington, CT 06032-1053 with a written description indicating the specific vehicle inspected and serviced. If any defects are found during the inspection and service, the defects shall be immediately documented, relayed to designated fire personnel and submitted in writing to the fire department along with a recommendation and estimate of the cost of necessary repairs.

6) All personnel performing inspections must be certified. Certification documentation to be included with bid.

The Town of Farmington reserves the right to accept or reject any or all bids and to waive all informalities. The Town has the right to cancel the contract with Vendor if it is found that the work is not being performed correctly or not according to the proposal specifications. Quote is to be based on a two-year contract, renewable after the first year contingent on good service and moneys being allocated in the second year.

Technical questions should be directed to Chief Paul Melanson, Director of Public Safety;

email: melansonp@farmington-ct.org.

Farmington, Connecticut

TOWN OF FARMINGTON

BID COST PROPOSAL FORM

(Page 1 of 4)

BID OPENING DATE: April 20, 2026

TIME: 11:00 a.m.

PLACE: 20 Monteith Drive, 3rd Floor

Farmington, CT

The Town of Farmington is seeking bids from qualified vendors to service and maintain all fire apparatus. The contract period shall be from July 1, 2026, through June 30, 2027, with the option to renew for the period July 1, 2027, through June 30, 2028. Renewal of the contract for the second year will be contingent upon the Town of Farmington’s satisfaction with the services provided and sufficient funding being included in the budget.

Service Item – Large Fire Apparatus Price

First Service/Major Service $___________

Second Service/Minor Service $___________

Pump Testing $___________

Road Service (in town) $___________

Road Service (out of town) $___________

Towing Rate (to your facility for repair) $___________

Body Repair/Work $___________

Labor Rate for services other than those listed above (per hour) $___________

% markup over dealer cost on parts $___________

(Invoices to be made available upon request)

Transportation of Vehicle (to and from facility – non towing) $___________.

Farmington, Connecticut

TOWN OF FARMINGTON

FIRE APPARATUS MAINTENANCE

(Page 2 of 4)

SPECIFICATION

These are the apparatus to be serviced and their locations. Services for all large fire apparatus at the East Farmington, Tunxis Hose and Southwest Fire Stations shall be completed in July (major) and January (minor) of each year. Service on all large fire apparatus at the Farmington and Oakland Gardens stations shall be completed in August (major) and February (minor) of each year.

Please indicate below (by placing a check mark in the appropriate column) which of the vehicles listed are not included in your cost proposal.

Tunxis Hose Fire Station, 11 School Street

Vehicle Make Year Major Service

Minor Service

Pump Testing

Apparatus

NOT

included in bid

Rescue 15 Emergency One

2001 N/A

Engine 2 Pierce 2020

Engine 5 Pierce 2005

Southwest Fire Station, 2 Westwoods Drive

Vehicle Make Year Major Service

Minor Service

Pump Testing

Apparatus

NOT

included in bid

Engine 3 Pierce 2018

Farmington, Connecticut

TOWN OF FARMINGTON

Large FIRE APPARATUS MAINTENANCE

(Page 3 of 4)

Farmington Fire Station, 76 Main Street

Service

Minor Service

Pump Testing

Apparatus

NOT

included in bid

Ladder 1 Pierce 2021

Engine 4 Pierce 2017

Engine 6 Pierce 2017

East Farmington Fire Station, 94 South Road

Service

Minor Service

Pump Testing

Apparatus

NOT

included

Engine 9 Pierce 2005

Oakland Gardens Fire Station, 112 Farmington Ave

Service

Minor Service

Pump Testing

Apparatus

NOT

included

Engine 8 Pierce 1997

Farmington, Connecticut

TOWN OF FARMINGTON

FIRE UTILITY VEHICLE MAINTENANCE

(Page 4 of 4)

The following items must be included with bid submission:

Bid Cost Proposal Form (4 pages – including Vehicle List) YES_____ NO_____

Non-Collusive Bidding Certification YES_____ NO_____

Local Vendor Preference (only if Farmington Business) YES_____ NO_____

Affirmative Action Statement YES_____ NO_____

CT Automotive Repair License YES_____ NO_____

Reference List YES_____ NO_____

Company Authorized Signature

Address Typed/Printed Signature

City, State, Zip Code Telephone Number

Date E-Mail

The Town of Farmington reserves the right to accept or reject any or all bid proposals and to waive informalities or technical defects if it is deemed by the Town to be in its best interest to do so.

Bids submitted by email or facsimile will not be accepted.

Farmington, Connecticut

NON-COLLUSION AFFIDAVIT OF BIDDER

State of _____________________________, County of _________________________, being first duly sworn, disposes and says that:

1. He is the owner, officer, representative or agent of: _______________________________________, the BIDDER that has submitted the attached BID;

2. The attached BID is genuine; it is not a collusive or sham BID;

3. He is fully informed respecting the preparation and contents of, and knowledgeable of all pertinent circumstances respecting the attached BID;

4. Neither BIDDER nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, included this affidavit, has in any way clouded, conspired, connived, or agreed, directly or indirectly, with any other BIDDER, firm or person to submit a collusive or sham BID in connection with the CONTRACT for which the attached BID has been submitted or to refrain from

BIDDING in connection with any contract, or has in any manner, directly or indirectly, sought by agreement, collusion, communication or conference with any other BIDDER, firm or person to fix the price or prices in the attached BID or of any other BIDDER, or to fix any overhead, profit or cost element of the BID prices or the BID price of any other BIDDER, or to secure through collusion, conspiracy, connivance or unlawful agreement any advantage against the Town of Farmington

(OWNER) or any other person interested in the proposed CONTRACT.

5. The price(s) quoted in the attached BID are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the BIDDER or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit; and

6. That no elected or appointed official or other officer or employee of the Town of Farmington, whose salary or compensation is payable in whole or in part by the Town of Farmington is directly or indirectly interested in this BID, or in the supplies, materials, equipment, work or labor to which it relates, or in any of the profits thereof.

(Signed) _________________________________

(Name of BIDDER)

Title

Subscribed and sworn to before me this

_____________ day of ___________________, 20___.

Title

My Commission expires _________________________.

APPENDIX I

TOWN OF FARMINGTON, CT

INSURANCE REQUIREMENTS

The successful bidder shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damages to property which may arise from, or be in connection with the performance of the work hereunder by the individual or the firm, his agents, representatives or employees.

The cost of such insurance shall be included in the bid.

For the purpose of this clause, the term “successful bidder” shall also include the individual’s or firm’s respective officers, agents, officials, employees, interns, volunteers, boards and commissions.

A. Minimum Scope and Limits of Insurance

1. Broad Form Comprehensive General Liability

$1,000,000 combined single limit per occurrence for bodily injury, personal injury, property damage, and products/completed operations.

2. Automobile Liability

$1,000,000 combined single limit per occurrence for bodily injury and property damage

3. Umbrella Liability

$1,000,000 per occurrence, following form.

4. Workers’ Compensation and Employer’s Liability

Limits as required by Connecticut State Law

5. Professional Liability (if used on a claims-made basis, insurance coverage shall be maintained for the duration of the contract and for two (2) years following contract completion.)

$1,000,000 per occurrence

$1,000,000 aggregate

APPENDIX I (Cont.)

6. Personal Property Coverage

Adequate insurance to cover the value of personal property belonging to the vendor while located on Town property, while in use or in storage, for the duration of the contract.

B. Aggregate Limits

Any aggregate limits must be declared to and be approved by the Town. At the option of the Town, the insurer shall increase or eliminate the aggregate limit and notify the Town of any erosion of aggregate limits.

C. Deductibles and Self-Insured Retentions

Any deductibles or self-insured retentions must be declared to and be approved by the Town. At the option of the Town, the insurer shall reduce or eliminate such deductibles or self-insured retentions as regards the Town and the vendor shall procure a bond, which guarantees payment of the losses and related investigations claims administration and defense expenses. At no time will the Town be responsible for the payment of deductibles or self-insured retentions.

D. Notice of Cancellation or Non-renewal

Each insurance policy required by this Exhibit shall be endorsed to state that coverage shall not be suspended, voided, canceled, or reduced, either in coverage or in limits, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the Town.

E. Other Insurance Provisions

The policies are to contain, or be endorsed to contain, the following provisions:

1. Liability (General and Automobile) Coverages:

a. “The Town of Farmington and its respective officers, agents, officials, employees, volunteers, boards and commissions” are to be named as additional insureds with regards to liability arising out of activities performed by or on behalf of the vendor; products and completed operations of the vendor; premises owned, leased or used by the vendor. The coverage shall contain no special limitations on the scope of protection afforded to the Town.

b. The vendor’s insurance coverage shall be the primary insurance as regards the Town. Any insurance maintained by the Town shall be in excess of the vendor’s insurance and shall not contribute with it.

APPENDIX I (Cont.)

c. Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the Town.

d. Coverage shall state that the vendor’s insurance shall apply separately to each insured against whom a claim is made or a suit is brought, except with respect to the limits of the insurer’s liability.

2. Workers’ Compensation and Employer’s Liability Coverage

a. The insurer shall agree to waive all rights of subrogation against the Town for losses arising from the work performed by the vendor for the Town.

b. If State statute does not require the vendor to obtain Workers’ Compensation insurance, then the vendor shall furnish the Town with adequate proof of the self-employment status. The vendor agrees to waive all rights of claims against the Town for losses arising from the work performed by the vendor. In the event that during the contract this self-employment status should change, the vendor shall immediately furnish proper notice to the Town and a certificate of insurance indicating that Workers’ Compensation insurance and Employer’s Liability coverage has been obtained by the vendor as required by this Exhibit.

F. Acceptability of Insurers

1. Insurance is to be placed with insurers which have a Best’s rating of at least A.

2. Insurance companies must either be licensed to do business in the State of Connecticut or be deemed to be acceptable by the Town’s Director of Finance.

G. Verification of Coverage

The vendor shall furnish the Town with certificates of insurance effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the Director of Finance before work commences. Renewal of expiring certificates shall be filed thirty (30) days prior to expiration. The Town reserves the right to require complete, certified copies of all required policies, at any time.

All insurance documents required by this Exhibit shall be mailed to the Director of Finance.

APPENDIX II

LOCAL VENDOR PREFERENCE

I. 55-5 Local Vendor Preference.

A. For all BIDS and quotes submitted for purchases not excluded by existing 55-8 exceeding two thousand five hundred dollars ($2,500), but less than five hundred thousand dollars ($500,000) any qualified and registered local vendor which has submitted a BID or quote not more than five (5) percent higher than the lowest qualified BID or quote will be awarded the CONTRACT or purchase order, subject to existing 55-6, so long as such local vendor agrees to provide the supplies, materials, equipment, commodities and/or services which are the subject of such CONTRACT or purchase order at the same price as the lowest qualified BID or quote received. In the event more than one local vendor submits a BID or quote not more than five (5) percent higher than the lowest qualified BID or quote, the award shall be to that local vendor originally submitting the lowest qualified BID or quote.

B. For purposes of this section, a qualified and registered local vendor is defined as one who maintains a principal place of business located within the TOWN limits of Farmington by occupying real property in which to conduct such business or by paying ad valorem taxes on business property to the Town of Farmington. Evidence of the maintenance of such principal place of business may include the ownership or long-term lease of real estate from which the principal place of business is operated or the payment of property taxes on the personal property of the business to be used in the performance of the BID.

C. The Town Manager shall have prepared a Local Vendor Registration form and shall have it made available to all local businesses. When such form has been properly completed and filed by a local vendor with, and approved by, the Town Purchasing Coordinator, such local vendor shall be a qualified and registered local vendor in the TOWN for the purposes of this section.

D. This section shall not apply in any situation where the preference created by this section would violate federal or state law or any existing contracts.

II. 55-6 Power of Town Manager.

A. The Town Manager is empowered to award the CONTRACT to the lowest BIDDER or quoter, subject to the local vendor preference provision in 55-5 to reject all BIDS or to negotiate further with such BIDDER or BIDDERS as he shall deem appropriate and award the CONTRACT on the basis of lowest price obtainable, provided that he shall never negotiate further with a BIDDER whose original BID price was higher than that of another BIDDER or

BIDDERS without also negotiating further with all such BIDDERS whose original BID prices were lower; and provided, further, that unless the Town Manager has obtained the specific approval of the Town Council or unless he has entered into further negotiations as set forth above, he shall not award the CONTRACT to anyone other than the lowest responsible BIDDER. If the Town Manager negotiates with BIDDERS or quoters as provided above, any qualified and registered local vendor submitting an original BID or quote not more than five (5) percent higher than the lowest qualified BID or quote, shall be awarded the CONTRACT or purchase order if such local vendor is willing to meet the lowest negotiated price.

III. 55-8 Nonapplicability to Professional Services.

A. The provisions of this chapter shall not apply to the purchase of surety bonds and insurance or to contracts for professional services with attorneys, physicians, architects, appraisers or other professionals where the services contracted for are primarily advisory or consultant, nor shall said provisions apply to purchases made through the

State of Connecticut for materials and commodities conforming to specifications of the State of Connecticut. The provisions of this chapter shall also not apply to regional or cooperative purchasing by the TOWN.

APPENDIX III

LOCAL VENDOR REGISTRATION APPLICATION

AFFIDAVIT OF LOCAL VENDOR

FARMINGTON CODE #55-5 LOCAL VENDOR PREFERENCE

I, (Vendor name) being duly sworn, make affidavit and say that I own and operate

(business name), which is the bona fide principal place of business for ___________________ (business name).

Description of product or services provided by your business:

Evidence of ownership and principal place of business is attached to this affidavit and will include:

(Check the one which applies)

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

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

Vendor name: __________________________________ Telephone: ______________

Address: _______________________________________ Fax: _______________________

City, State, Zip: _________________________________ E-mail: _____________________

State of Connecticut: Farmington, CT.

County of Hartford

Personally appeared, (vendor name) owner of

__________________________ (business name), signer and sealer of the foregoing instrument and acknowledged the truth of the foregoing, before me on the _____ day of ___________ in the year _____.

Vendor Signature Notary Public

___________________________________ My Commission Expires:________________

Date

Seal:

Vendor is to mail or present in person to:

Mr. Joseph Swetcky

Director of Finance

Town of Farmington

20 Monteith Drive, 3rd Floor

Farmington, Connecticut 06032-1053

Facsimiles will not be accepted

APPENDIX IV

AFFIRMATIVE ACTION STATEMENT

We hereby certify and warrant that we do not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, religion, national origin, sex, or physical disability including, but not limited to blindness, unless it is shown that such disability prevents performance of that which must be done to successfully fulfill their job duties or in any manner which is prohibited by the laws of the United States or the State of Connecticut; and further agree to provide the Farmington

Human Relations Commission with such information requested by the Commission concerning our employment practices and procedures. We subscribe to the principles of Affirmative Action.

(Signature)

(Title)

(Date)

REFERENCE LIST

List references and phone numbers of clients relating to fire apparatus or other municipal vehicle maintenance that you have performed in the last three (3) years: