CONNOR S. MARTIN

MAYOR

TOWN OF EAST HARTFORD

(860) 291-7271

740 Main Street

PURCHASING OFFICE East Hartford, Connecticut 06108 FAX (860) 282-4857

TOWN OF EAST HARTFORD, CT

INVITATION TO BID

BID #27-06

RE: R.F.P. – Live Fire Dynamics Training Program

Proposals will be received at the Office of the Purchasing Agent, Town Hall, 740 Main Street, East Hartford, Connecticut, 06108 until 11 A.M. ON WEDNESDAY, OCTOBER 21, 2026 at which time they will be publicly opened and recorded.

Information and Specifications are available at the above office or on the Town of East Hartford bid’s website at http://www.easthartfordct.gov/bids

The right is reserved to reject any or all bids when such action is deemed to be in the best interest of the Town of East Hartford, Connecticut

Michelle A. Enman Purchasing Agent

(860) 291-7271

East Hartford Fire Department

Request for Proposals

Live Fire Dynamics Training Program

1. Purpose

The Town of East Hartford, acting through the East Hartford Fire Department (EHFD), invites sealed proposals from qualified vendors to provide a comprehensive, NFPA-compliant live fire dynamics training program for department personnel. The objective of this procurement is to deliver modern, research-based fire behavior training under controlled live fire conditions to improve firefighter safety, operational performance, and long-term departmental training capacity.

This procurement supports department-wide compliance with nationally recognized standards and aligns with federally supported fire service training initiatives.

2. Background

Contemporary fire dynamics research conducted by the National Institute of Standards and

Technology (NIST) and Underwriters Laboratories (UL) has reshaped fireground strategy and safety practices. EHFD seeks to provide structured training that integrates this research with live fire application, ensuring firefighters develop practical skills consistent with current fire science and operational standards.

The training program is intended to establish both immediate operational competency, a sustainable instructor cadre, and on site resources to support ongoing departmental and regional training needs.

3. Scope of Services

The selected vendor shall provide a turnkey live fire training program including classroom instruction, live fire evolutions, instructor development, safety oversight, and equipment necessary to conduct training in compliance with NFPA standards.

3.1 Classroom Instruction

The vendor shall deliver classroom instruction covering:

• Modern fire behavior and dynamics

• Tactical implications of NIST and UL research

• Ventilation effects

• Fire growth and development

• Fireground decision-making

Each EHFD firefighter is expected to complete a half day classroom training session.

3.2 Live Fire Evolutions

EHFD firefighters rotate through live fire scenarios in a purpose-built fire behavior laboratory demonstrating:

• Fire growth progression

• Ventilation-limited fire behavior

• Rapid fire expansion with oxygen introduction

• Horizontal and vertical ventilation impacts

• Rollover recognition

• Flashover awareness

All evolutions shall comply with NFPA 1403 and applicable OSHA safety requirements.

Each participant shall complete a half day Live Burn training session.

3.3 Train-the-Trainer Program

The vendor shall provide instructor development training enabling EHFD personnel to safely conduct future training evolutions. Instruction shall include:

• Overview of Classroom Instruction

• Live fire safety management

• Scenario control

• Instructional delivery methods

• Standards compliance

3.4 Additional Operational Training Integration

The training environment shall support instruction consistent with NFPA 1400 to include NFPA

1403, NFPA 1407, and NFPA 1408

This includes practical exercises involving, but not limited to:

• Search and rescue

• Vent-Enter-Search (VES)

• Thermal imaging camera use

4. Program Delivery Requirements

• Eight (8) training sessions over approximately eight (8) training days

• Class size of 12–14 participants per session

• Certified instructors with documented experience

• Comprehensive safety plan and incident management structure

• Vendor-provided compliant equipment and fire laboratory

• Transfer of fire laboratory/equipmeny to East Hartford Fire upon completion of program

EHFD reserves the option to include mutual aid partners in available training seats.

5. Compliance Requirements

The vendor must demonstrate compliance with:

• NFPA 1400

• OSHA safety standards

• State and municipal safety requirements

Documentation of certifications and safety procedures is required.

6. Project Timeline

The program shall be completed within one hundred twenty (120) calendar days of contract execution. Scheduling must allow for operational continuity and weather contingencies.

7. Vendor Qualifications

Vendors shall demonstrate:

• Proven experience delivering NFPA-compliant live fire training

• Expertise in fire dynamics instruction

• Certified instructional staff

• Strong safety record

• Municipal training experience

References from comparable agencies are required.

8. Pricing Proposal

Proposals shall include complete cost covering:

• Tuition and instruction

• Equipment and laboratory

• Travel/logistics

• Safety staffing

Total program value will be evaluated based on overall cost-effectiveness and compliance.

9. Proposal Submission Requirements

Submissions shall include:

• Executive summary

• Curriculum outline

• Safety plan

• Compliance documentation

• Instructor credentials

• Pricing

• Implementation schedule

• References

10. Evaluation and Award

Award will be based on best value to the Town, considering qualifications, compliance, safety, instructional quality, and cost.

EHFD reserves the right to reject proposals, request clarification, or negotiate terms.

Vendor Evaluation Scoring Rubric

Live Fire Training RFP — Evaluation Matrix

Category Description Max

Points

Standards Compliance Demonstrated adherence to NFPA 1403, 1407, 1408 and OSHA requirements

Vendor

Experience

Municipal training history and references

Municipal training history and references 20

Training Methodology Quality, realism, integration of NIST/UL research, instructional structure

Instructor Qualifications Certifications, live fire experience, safety leadership

Safety Program Documented safety protocols, incident management, risk mitigation

Cost Effectiveness Value relative to scope and compliance 10

Program Implementation Plan Scheduling feasibility, logistics, equipment readiness

Total 100

Scoring Guidance

• 90–100: Exceptional — exceeds requirements

• 75–89: Fully compliant — strong proposal

• 60–74: Acceptable — minor deficiencies

• Below 60: Does not meet requirements

TOWN OF EAST HARTFORD, CONNECTICUT

STANDARD INSTRUCTIONS FOR BIDDERS

1. Sealed bid proposals will be received by the purchasing agent until the date and time indicated on the Invitation to Bid. Bids received later than the date and time specified will not be considered and will be returned unopened.

2. Bids are to be returned with the bid number prominently indicated on any other mailing envelope. The name and address of the bidder should appear in the upper left hand corner of the envelope. Bids will not be accepted via fax or e-mail.

3. All proposals will be opened and read publicly and are subject to public inspection.

Bidders may be present or represented at all openings. Bid results are mailed to all responding bidders.

4. Municipalities are exempt from any sale, excise or federal taxes. Bid prices must be exclusive of taxes and will be so construed.

5. The Town of East Hartford reserves the right to reject any or all bids or any part of all bids and to waive any informality when such action is in the best interest of the Town.

The Town also reserves the right to extend by mutual consent an awarded bid when such action is in its best interest.

6. Bidders should familiarize themselves with all of the terms and conditions set forth in the bid specifications. Failure by the bidder to familiarize himself with these terms and conditions does not excuse the bidder from fulfillment of the bid specifications.

7. All entities doing business with the Town certify, upon acceptance of a bid and by virtue of their signature on that bid, that they have read, understood and will comply with the section of the Town’s updated plan of affirmative action and equal opportunity relating to contractual and purchasing procedures – Section VIII Dated 01/88. The bidder agrees to cooperate fully should the Town choose to audit this compliance.

8. In case of an error in the extension or addition of prices, the unit price will govern. The Town will not be subject to any price increases after a bid award, unless it was part of the original bid terms.

9. The Town reserves the right to increase or decrease quantities listed in order to stay within the allocated funding at time of bid opening.

10. The Purchasing Department has the obligation to accept the lowest responsible bid which is in the Town’s best interest. Factor s include, but are not limited to: price, compliance to specifications, quality offered, freight costs, delivery time, past performance, standardization of current equipment, financial resources, technical qualifications, equipment and experience.

11. Bidders may not include any conditions/exceptions in their bid price. Comments to the effect “see literature” will not be acceptable.

12. Bidders shall state in writing, and attach to the bid, any conditions/exceptions that are part of the bid price. Comments to the effect “see literature” will not be acceptable.

13. Alternate proposals will not be considered unless specifically called for in the bid.

14. Any manufacturers’ names, trade names, brand names or catalog numbers used in the specifications are there for the purpose of establishing and describing general performance and quality levels. Such references are not intended to be restrictive and bids are invited on these and approved equal brands or products of any manufacturer.

15. The Town’s competitive bidding process is not a means for competitors to obtain private/proprietary information that is not otherwise normally available. Such information relates to a bidder’s financial records and responsibility, test data, manufacturing drawings, formulas and processes. To promote competition and protect valid interests this type of information/data will remain confidential.

16. All bidder questions shall be directed to the Purchasing Agent. Procedural and clarification questions will be answered appropriately. Questions that require an answer that will in effect change/alter the intent of the specifications will only be answered in writing to all bidders by a bid addendum.

17. Awarded bidders are responsible for obtaining all necessary permits as required by OSHA, Federal, State and/or Town regulations. Town permits will be issued at no cost.

18. Prices shall include packing, transportation and delivery charges F.O.B. to East Hartford/delivered unless specifically noted otherwise.

19. Bidder declares that the proposal is not made in connection with any other bidder submitting a proposal for the same bid and is in all respects fair and without collusion or fraud.

20. Cash discounts may be offered by bidder for prompt payment of bills, but such cash discount will not be taken into consideration in determining the awarded low bidder except in the case of tie bids and then only provided such discount is based on payment of invoice not less than fourteen (14) days after satisfactory delivery and/or receipt of invoice, whichever is later.

21. The Town will not award a bid to any bidder who owes a delinquent tax to the Town.

Bidders certify by virtue of their signature on the bid sheet that neither the bidder nor any business or corporation which the Bidder owns an interest is delinquent in tax obligations to the Town. The Purchasing Department will verify that no delinquent taxes are owed before any bid is awarded.

22. All bidders shall include a corporate resolution with your submittal. Sample formats for Corporations and Professional Corporations, Limited Liability Company and Partnerships (including Limited Partnership and Limited Liability Partnership) are attached in this packet

23. The bidding entity is required to provide evidence from the Connecticut Secretary of State that they are in good standing and qualified to conduct business in the State of Connecticut.

Edited 29 June 2026

TOWN OF EAST HARTFORD, CONNECTICUT

INDEMNIFICATION AND INSURANCE REQUIREMENTS FOR

CONSTRUCTION, PROFESSIONAL OR LABOR SERVICE BIDS

NOTE: CERTIFICATE OF INSURANCE WILL ONLY BE REQUIRED OF THE AWARDED BIDDER

A. INDEMNIFICATION

THE AWARDED BIDDER WILL BE REQUIRED TO AGREE TO THE FOLLOWING

INDEMNIFICATION LANGUAGE

To the fullest extent permitted by law, THE AWARDED BIDDER agrees on behalf of itself and its successors and assigns, covenants and agrees at its sole cost and expense, to protect, defend, indemnify, release and hold the Town of East Hartford, its agents, servants, officials, employees, volunteers and members of its boards and commissions (Collectively the “Town of East Hartford”), harmless from and against any and all Losses (defined below) imposed upon or incurred by or asserted against the Town of East Hartford by reason of bodily injury, personal injury, death, or property damage of whatsoever kind or nature, to any individuals or parties (including, but not limited to the Town of East Hartford, the Awarded Bidder, or any other third party) arising out of or resulting from, or alleged to arise out of or arise from Awarded Bidder’s performance of its work under the contract, but only to the extent such Losses are attributable to the negligent or intentional act, error or omission of the Awarded Bidder or any person or organization employed or engaged by Awarded Bidder to perform all or any part of the contract.

The term “Losses” includes any losses, damages, costs, fees, expenses, claims, suits, judgments, awards, liabilities (including, but not limited to, strict liabilities), obligations, debts, fines, penalties, charges, amounts paid in settlement, foreseeable and unforeseeable consequential damages, litigation costs, attorneys’ fees, expert’s fees, and investigation costs, of whatever kind or nature, and whether or not incurred in connection with any judicial or administrative proceedings, actions, claims, suits, judgments or awards.

Upon written request by the Town of East Hartford, the Awarded Bidder shall defend and provide legal representation to the Town of East Hartford with respect to any of the matters referenced above. Notwithstanding the foregoing, the Town of East Hartford may, in its sole and absolute discretion, engage its own attorneys and other professionals to defend or assist it with respect to such matters and, at the option of the Town of East Hartford, its attorneys shall control the resolution of such matters. Upon demand, the Awarded Bidder shall pay or, in the sole and absolute discretion of the Town of East Hartford, reimburse, the Town of East Hartford for the payment of reasonable fees and disbursements of attorneys and other professionals in connection with this contract.

THE TOWN OF EAST HARTFORD WILL NOT AGREE TO INDEMNIFY THE AWARDED BIDDER;

SUBCONTRACTOR(S); OR INDEPENDENT CONTRACTOR

B. INSURANCE

1. GENERAL REQUIREMENTS

The AWARDED BIDDER shall be responsible for maintaining insurance coverage in force for the life of this contract of the kinds and adequate amounts to secure all the AWARDED BIDDERS’ obligations under this contract with an insurance company(ies) with an AM Best Rating of A-VII or better licensed to write such insurance in the State of Connecticut and acceptable to the Town of East Hartford.

Additional Insured: The Town of East Hartford, its officials, employees, volunteers, boards and commissions must be included as an Additional Insured on the AWARDED BIDDER’S Insurance Policies (except Workers’ Compensation and Professional Errors & Omissions) on a primary and non-contributory basis. Evidence of this must be provided upon inception of this contract and upon renewal of insurance by the AWARDED BIDDER to the Town of East Hartford in the form of language on a Certificate of Insurance as well as a policy endorsement.

Subrogation: The AWARDED BIDDER, and their insurers, shall waive all rights of subrogation against the Town of East Hartford, and its officers, agents, servants and employees, for losses arising from work performed by the AWARDED BIDDER on this contract. Such subrogation shall be indicated in the form of language on a Certificate of Insurance as well as a policy endorsement.

The AWARDED BIDDER shall provide the Town of East Hartford with a Certificate(s) of Insurance signed by an authorized representative of the insurance company(ies) prior to the performance of this contract describing the coverage and providing that the insurer shall give the Town of East Hartford written notice at least thirty (30) days in advance of any termination, expiration, or any and all changes in coverage. Such insurance or renewals or replacements thereof shall remain in force during the AWARDED BIDDER’S responsibility under this contract. Failure to provide or maintain any of the insurance coverage required herein shall constitute a breach of the Contract.

2. SPECIFIC REQUIREMENTS:

a) Commercial General Liability Insurance

The AWARDED BIDDER shall carry Commercial General Liability Insurance (broad form coverage) insuring against claims for bodily injury, property damage, personal injury and advertising injury that shall be no less comprehensive and no more restrictive than the coverage provided by Insurance Services Office (ISO) form for Commercial General (CG 0001 04/2013). By its terms or appropriate endorsements such insurance shall include the following coverage, to wit: Bodily Injury, Property Damage, Damage to Rented Premises (not less than the replacement value of the portion of the premises occupied), Personal & Advertising Injury, Blanket Contractual, Independent Contractor’s, Premises Operations, Products and Completed Operations (for a minimum of two (2) years following Final Completion of the Project). Any deviations from the standard unendorsed form will be noted on the Certificate of Insurance.

Type of Coverage: Occurrence Basis

Minimum Amount of Coverage: $1,000,000 per occurrence

$2,000,000 aggregate

Policy Period: Annual Policy

b) Workers’ Compensation and Employer’s Liability Insurance

The AWARDED BIDDER shall provide Statutory Workers’ Compensation Insurance as required by the State of Connecticut, including Employer’s Liability.

Amount of Coverage: Coverage A: Statutory

Coverage B (Employer Liability):

$500,000 Each Accident $500,000 Disease, Policy Limit $500,000 Disease, Each Employee

c) Commercial Automobile Liability Insurance

The AWARDED BIDDER shall carry Commercial Automobile Liability Insurance insuring against claims for bodily injury and property damage and covering the ownership, maintenance or use of any auto or all owned/leased and non-owned and hired vehicles used in the performance of the Work, both on and off the Project Site, including loading and unloading. The coverage should be provided by Insurance Services Office form for Commercial Auto Coverage (CA CA0001 10/2013) or equivalent. “Auto” (symbol 1 or equivalent) is required. Any deviations from the standard unendorsed form will be noted on the Certificate of Insurance.

Type of Coverage: Occurrence Basis

Minimum Amount of Coverage: $1,000,000 combined single limit

Policy Period: Annual Policy

d) Umbrella Liability Insurance

The AWARDED BIDDER shall carry an umbrella liability insurance policy of $5,000,000.

3. PROFESSIONAL SERVICE CONTRACTOR REQUIREMENTS

(e.g., Architects, Engineers, et al.)

The AWARDED BIDDER shall carry Errors & Omissions coverage in the minimum amount $1,000,000 per claim/$1,000,000 annual aggregate for all professional services contracts. If the insurance coverage is written on a Claims-Made basis, an extended reporting period of at least 3 years after substantial completion of the project is required. Increased coverage limits may be required based on the scope, price and duration of the work to be performed. The Town of East Hartford will inform the AWARDED BIDDER as to the required limits for this insurance as soon as practicable, and has sole discretion of the limits to be required.

4. SUBCONTRACTOR REQUIREMENTS:

The AWARDED BIDDER shall require all subcontractors and independent contractors to carry the coverages set forth in Section B –INSURANCE.

The AWARDED BIDDER shall require that The Town of East Hartford, its officials, employees, volunteers, boards and commissions be included as an Additional Insured on all subcontractors and independent contractors’ insurance (except Workers’ Compensation and Professional Errors & Omissions) before permitted to begin work.

All subcontractors and independent contractors and their insurers shall waive all rights of subrogation against the Town of East Hartford, and its officers, agents, servants and employees for losses arising from work performed by each on this contract.

The AWARDED BIDDER will provide the Town with appropriate Certificates of Insurance before the subcontractors and independent contractors are permitted to begin work.

THE TOWN RESERVES THE RIGHT TO AMEND THE AMOUNTS OF

COVERAGE REQUIRED AND TYPE OF COVERAGE PROVIDED BASED ON

THE FINAL AGREED UPON SCOPE OF SERVICES

Updated 31 July 2025

NEW RESOLUTION FOR CORPORATIONS/PROFESSIONAL CORPORATIONS

(TO BE TYPED ON CORPORATION LETTERHEAD)

I (name of Corporation’s Secretary), Secretary of (legal name of Corporation) a Corporation duly organized and operating under the laws of (State) and qualified and authorized to do business in the State of Connecticut, DO HEREBY CERTIFY that the following is a true, correct and accurate copy of a Resolution duly adopted at a meeting of the Board of Directors of such Corporation, duly convened and held on (Date of Meeting), at which meeting a duly constituted quorum of the Board of Directors was present and voted in favor of such Resolution.

RESOLVED: That the following Officers of this Corporation, or any one of them individually:

(Name and title of Officer or Officers) are empowered to execute and deliver, in the name of and on behalf of this Corporation, contracts, bids and other documents to the Town of East Hartford, State of Connecticut, and are further authorized to affix the Corporate Seal to such documents and to bind the Corporation to such contracts, bids and other documents.

I further CERTIFY that such Resolution has not been modified, rescinded or revoked since the date on which it was enacted, and it is at present in full force and effect.

IN WITNESS WHEREFORE, the undersigned has affixed his/her signature and the Corporate Seal of the Corporation, this (date) day of (month) 20__

(Corporate Seal)

(Typed name of Corporation’s Secretary)

SIGNATURE OF SECRETARY

PRIOR RESOLUTION FOR CORPORATIONS/PROFESSIONAL CORPORATIONS

(TO BE TYPED ON CORPORATION LETTERHEAD)

I (name of Corporation’s Secretary), Secretary of (legal name of Corporation) a Corporation duly organized and operating under the laws of (State) and qualified and authorized to do business in the State of Connecticut, DO HEREBY CERTIFY that the following is a true, correct and accurate copy of a Resolution duly adopted at a meeting of the Board of Directors of such Corporation, duly convened and held on (Date of Meeting), at which meeting a duly constituted quorum of the Board of Directors was present and voted in favor of such Resolution.

RESOLVED: That the following Officers of this Corporation, or any one of them individually:

(Name and title of Officer or Officers) are empowered to (recite resolution authorizing submission of bid or execution of contract).

I further CERTIFY that such Resolution has not been modified, rescinded or revoked since the date on which it was enacted, and it is at present in full force and effect.

IN WITNESS WHEREFORE, the undersigned has affixed his/her signature and the Corporate Seal of the Corporation, this (date) day of (month) 20__

(Corporate Seal)

(Typed name of Corporation’s Secretary)

SIGNATURE OF SECRETARY

RESOLUTION FOR LIMITED LIABILITY COMPANIES

(TO BE TYPED ON COMPANY LETTERHEAD)

The undersigned, comprising all Members of (legal name of LLC), a Limited Liability Company duly organized and operating under the laws of (State) and qualified and authorized to do business in the State of Connecticut, DO HEREBY CERTIFY that the following is a true, correct and accurate copy of a Resolution duly adopted at a meeting of the Members, duly convened and held on (Date of Meeting), at which meeting a duly constituted quorum of the voting Members was present and voted in favor of such Resolution. We further CERTIFY that such Resolution has not been modified, rescinded or revoked since the date on which it was enacted, and it is at present in full force and effect:

RESOLVED: That the following Members of this Limited Liability Company, or any one of them:

(Name and title of Members) are empowered to execute and deliver, in the name of and on behalf of this Limited Liability Company, contracts, bids and other documents to the Town of East Hartford, State of Connecticut, and are further authorized to bind the Limited Liability Company to such contracts, bids and other documents.

IN WITNESS WHEREFORE, the undersigned have executed this resolution, this (date) day of (month) 20__

(Typed Member Name)

RESOLUTION FOR LIMITED LIABILITY COMPANIES BY MANAGING PARTNER

I (name of Managing Member), Managing Member of (legal name of LLC), a Limited Liability Company duly organized and operating under the laws of (State) and qualified and authorized to do business in the State of Connecticut, DO HEREBY CERTIFY that the following is a true, correct and accurate copy of a Resolution duly adopted at a meeting of the Members, duly convened and held on (Date of Meeting), at which meeting a duly constituted quorum of the voting Members was present and voted in favor of such Resolution. I further CERTIFY that such Resolution has not been modified, rescinded or revoked since the date on which it was enacted, and it is at present in full force and effect:

RESOLVED: That the following Members of this Limited Liability Company, or any one of them:

(Name and title of Members) are empowered to execute and deliver, in the name of and on behalf of this Limited Liability Company, contracts, bids and other documents to the Town of East Hartford, State of Connecticut, and are further authorized to bind the Limited Liability Company to such contracts, bids and other documents.

IN WITNESS WHEREFORE, the undersigned has affixed his/her signature, this (date) day of

(Typed name of Managing Partner)

SIGNATURE OF MANAGING PARTNER

RESOLUTION FOR PARTNERSHIPS

The undersigned, comprising all (partners/general partners) of (legal name of partnership), a (partnership/Limited Partnership/Limited Liability Partnership) duly organized and operating under the laws of (State) and qualified and authorized to do business in the State of Connecticut, DO HEREBY CERTIFY that the following is a true, correct and accurate copy of a Resolution duly adopted at a meeting of the voting (partners/general partners), duly convened and held on (Date of Meeting), at which meeting a duly constituted quorum of the voting partners was present and voted in favor of such Resolution. We further CERTIFY that such Resolution has not been modified, rescinded or revoked since the date on which it was enacted, and it is at present in full force and effect:

RESOLVED: That the following (partners/general partners) of this Limited Liability Company, or any one of them:

(Name and title of partners/general partners) are empowered to execute and deliver, in the name of and on behalf of this (partnership/Limited Partnership/Limited Liability Partnership), contracts, bids and other documents to the Town of East Hartford, State of Connecticut, and are further authorized to bind the (partnership/Limited Partnership/Limited Liability Partnership) to such contracts, bids and other documents.

IN WITNESS WHEREFORE, the undersigned have executed this resolution, this (date) day of

(Typed partner/general partner Name)