Cleaning services for the Griffith E. Harris Golf Course

TOWN OF GREENWICH

Purchasing Department 101 Field Point Road Greenwich, CT 06830

203 622-7881

No.: 7973

Issue date: 10/15/2026

Deadline date: 11/05/2026

Deadline time: 11:00 AM

X Request for bid

_____ Request for proposal

Prebid conference: Non-Mandatory

Time and date: Friday 10/23/2026 1:00 PM

Location: Griffith E. Harris Golf Course

1300 King Street, Greenwich, CT 06831

RFB/RFP title: Cleaning services for the Griffith E. Harris Golf Course

Location: Greenwich, CT

_____ Prequalification

X Standards/specifications

X Insurance required

Please note:

1. Sealed bids/proposals are due at the Town of Greenwich Purchasing Department on date noted. NO bids/proposals will be accepted after the date and time specified above. Bidder is responsible for actual delivery of the bid/proposal sent by mail or commercial express service to the Purchasing

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Department before the deadline time. Bids/proposals received after the deadline time will not be considered. PLEASE CLEARLY INDICATE

BID/PROPOSAL NUMBER ON LOWER LEFT-HAND CORNER OF ENVELOPE.

2. Bids/proposals are not accepted by fax or e-mail.

3. Company name and address must conform on all documents including insurance documents. A post office box address is not acceptable.

4. Bid/Proposal number must appear on all bids and related correspondence.

5. The Town of Greenwich is exempt from Federal and State taxes.

6. The Town will consider an alternate bid only if bidders have been permitted to provide an alternate bid. An alternate bid must be clearly identified as such in order to be considered by the Town.

7. Stated prices are to be FOB destination inside delivery, unless otherwise specified herein.

8. Terms and conditions indicated on reverse.

Signature of Anthony Giardi, Procurement Specialist_______________________________________________

Anthony Giardi, Procurement Specialist

An Affirmative Action/Equal Opportunity Employer, M/F/H

Terms and conditions

Bidders shall familiarize themselves with all provisions of the specifications and shall not at any time after submitting bid, dispute any of the specifications or assert that there was any misunderstanding in regard to the furnishing and delivering of the items called for in the proposal.

The Town of Greenwich reserves the right to issue addenda as needed on bids/proposals.

The Town of Greenwich reserves the right to reject any and all bids not deemed to be in the best interest of the Town of Greenwich, or to accept that bid which appears to be in the best interest of the Town of Greenwich. The Town of Greenwich reserves the right to waive any informalities in or reject any or all bids, or any part of any bid.

References to a particular trade name or manufacturer's catalog or model number are made for descriptive purposes to guide the Bidder in interpreting the requirements of the Town of Greenwich. They should not be construed as, nor are they intended to exclude proposals on other types of materials, equipment and supplies. However, the Bidder, if awarded a contract will be required to furnish the particular item referred to in the specification or description unless a departure or substitution is clearly noted and described in the proposal.

Respondents shall provide one proposal and Bidders one bid price for each specified required line item with no more than one total lump sum bid, unless allowed to do otherwise by the solicitation. Respondents shall provide no more than one bid reply unless allowed by the solicitation. Bidders shall not include in their prices any Federal or State taxes from which the Town of Greenwich is exempt.

The successful Bidder/s shall indemnify the Town of Greenwich against all losses, claims, actions and judgments brought or recovered against the contractor or the Town of Greenwich. Any respondent that takes exception to the insurance requirements set forth by the Town of Greenwich Risk about:blank 2/37

Manager shall be deemed unresponsive.

No proposal shall be received from, or contract awarded to, any person, firm or corporation who is in default or in debt to the Town of Greenwich for non-performance of any contract, or who is a defaulter as surety or otherwise from any obligation to the Town of Greenwich.

Bids must be signed in ink by the vendor. No bids shall be made in pencil. Any bids showing any erasures or alterations must be initialed by the Bidder in ink. Failure to sign and give all information requested in the proposal may result in the bid being rejected.

Quantities as listed on the bid sheets are estimated for bidding purposes only. Award of contract shall be for the quantities actually ordered as needed during the contract period. However, the Town of Greenwich reserves the right to increase or decrease the quantities by 10%.

Unit prices quoted shall be net exclusive of all taxes, and must include all transportation, delivery and unloading costs; fully prepaid F.O.B. destination in place inside delivery. Debris, if any, removed.

The Town of Greenwich reserves the right to make awards on an item by item, total or lump sum basis. Where an award is made on an item by item basis, the unit price prevails. The Town reserves the right to make award in best interest of its own operation. All awards are contingent upon certification by the Town Comptroller that funds are available in appropriate accounts.

It is understood that prices shall hold firm and prevail for the actual quantities required or ordered as needed during the life of the contract whether more or less than estimated quantities. Unit prices shall not be subject to any increase during the life of the contract.

All deliveries are to be made within the time period specified in the bid proposal upon receipt of written purchase order or authorized verbal requests except as may be otherwise arranged by Supplier and Purchaser. Receipt of contract is not authority to ship. Emergency deliveries are to be made within twenty-four (24) hours from receipt of a telephone request from the Town of Greenwich. All deliveries are to be made on business weekdays between the hours of 9:00 A.M. and 4:00 P.M. except as may be otherwise arranged by the Supplier and Purchaser.

In the event deliveries are not made as specified to a Town delivery point, the Town of Greenwich shall reserve the right to purchase any such bid item on the open market and to charge any increase in price paid over the current contract price to the account of the vendor.

All bids will be awarded or rejected within sixty (60) days of bid opening date or for the stated period of validity, if different. Therefore, Bidder agrees that prices will remain firm for acceptance for that period.

Terms of payment to the Contractor shall be net/30 days after receipt of invoice and acceptance and approval of the services by the Town of Greenwich.

The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin. The contractor, however, will take affirmative action to insure that minority group members are employed and are not discriminated against during employment. Such actions shall include, but not be limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection of training, including apprenticeship.

The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex or national origin. The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract of understanding, a notice advising the labor union or worker's representative of the contractors' commitments under this specification and under rules, regulations and orders promulgated by the State.

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"Affirmative Action" means procedures which establish hiring and employment goals, timetables, and practices to be implemented, with good faith efforts, for minority group members.

"Minority Group Members" as identified in EEO-4 reports shall mean Black, Hispanic, Asian or Pacific Islanders, American Indian, and Alaskan Natives.

The contractor or subcontractor offers and agrees to assign to the public purchasing body all right, title and interest in and to all causes of action it may have under Section 4 of the Clayton Act, 15 U.S.C. Section 15, or under Chapter 624 of the General Statutes of Connecticut, arising out of the purchase of services, property or intangibles of any kind pursuant to a public purchase contract or subcontract. This assignment shall be made and become effective at the time the public purchasing body awards or accepts such contract, without further acknowledgment by the parties.

Background

The Town of Greenwich Purchasing Department, on behalf of Parks and Recreation Department, is soliciting bids for Cleaning Services for the Griffith E.

Harris Golf Course.

Non-mandatory pre-bid conference

A non-mandatory Pre-Bid Conference/site visit is scheduled for Friday, October 23rd, 2026 at 1:00 PM. It will be held at the Griffith E. Harris Golf Course, 1300 King Street, Greenwich, CT. During the site visit, Bidders will be allowed to view the areas outlined in the Specifications of this RFB.

Bidder’s reply

Bidders are to respond to this Request for Bid (RFB) by completing the attached Reply Sheets. Bidders shall indicate their pricing and all other required information on the Reply Sheets. The pricing on the Reply Sheets shall be complete and shall include the costs of all shipping, delivery, installation, labor, insurance, certificates, permits, and/or other prices pertaining to this procurement.

Packaging

Each bid must be sealed to provide confidentiality of the information prior to the submission date and time. Please note the RFB # on the outside of the package. The Town will not be responsible for premature opening of bids that are not properly labeled.

Contract term about:blank 4/37

The anticipated initial term of the Contract will be for one (1) year March 1, 2027 through February 28, 2028. In addition, there will be four (4) optional years that may be engaged through the mutual consent of both parties, on an annual basis.

Contract format

The Town of Greenwich has included as part of the RFB, Exhibit B, the Service Contract format which shall be used for this procurement.

Taxes

The Town of Greenwich is exempt from the payment of taxes imposed by the Federal Government and/or State of Connecticut, and such taxes shall not be included in the bid prices.

Payments

The Town of Greenwich shall make payment net thirty (30) days of receipt of invoice, submittal of documentation, and acceptance of the products and/or services.

Delivery of bids

Bids shall be delivered via USPS or commercial delivery service (UPS, FedEx etc.) to the Town of Greenwich Purchasing Department, First Floor, Town Hall, 101 Field Point Road, Greenwich, CT 06830 by:

11:00 AM on Thursday, November 05, 2026

The Purchasing Department is accepting hand-delivered bids. Bids received after the deadline date and time will not be accepted and will be returned unopened to the Bidder. The Reply Sheets must be completed and returned with the bid in a sealed envelope. Please clearly indicate RFB #7973 on the lower left-hand corner of the envelope.

Issuance of addenda

The Town of Greenwich reserves the right to amend this solicitation by addenda. Addenda will be posted to the Town’s website (www.greenwichct.gov/bids) up to 48 hours in advance of the deadline. It is the responsibility of the Bidder to check the Town’s website for addenda, the Town will not provide notification. If in the Town’s opinion revisions are of such a magnitude, the deadline for this solicitation may be extended in an addendum. In addition, addenda can change Specifications, Reply Sheets, and times/dates for Pre-Bid Conferences, as well as deadlines for questions and submissions.

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Price guarantee / duration of bid

Bids will remain in effect for a minimum of ninety (90) days from the deadline for submission of the bid.

Bid costs

The Bidder shall be responsible for all costs incurred in the development and submission of their bid. The Town assumes no contractual obligation as a result of the issuance of this RFB, the preparation or submission of a bid by a Bidder, or the evaluation of an accepted bid.

Reservation of rights

The Town of Greenwich reserves the right to reject any and all bids not deemed to be in the best interest of the Town, or to accept that bid which appears to be in the best interest of the Town. The Town reserves the right to waive any and all informalities, or to reject any or all bids or any part of any bid.

Cancellation of award/contract

If the Contractor fails to perform or observe any material term or condition of the bid/proposal or Contract and such failure continues for thirty (30) days after the Contractor's receipt of written notice, the Town of Greenwich may cancel the Award/Contract without liability for cancellation or termination charges.

Modification or withdrawal of bid prior to deadline

A Respondent wishing to withdraw a proposal prior to the deadline may do so by preparing a formal written request on company letterhead. The person who signs the letter shall be the same person who signs the Reply Sheets. The Town will verify that the signature on the letter matches the signature on the Reply Sheets.

The Town will also verify the request to withdraw the proposal by calling the Respondent at the telephone number supplied on the Reply Sheets.

After the Town is satisfied that a request to withdraw a proposal before the established deadline is valid, the proposal will be returned to the Respondent.

The Respondent may then withdraw completely from the bidding process or may modify the proposal and resubmit before the deadline.

Modification or withdrawal of bid after deadline about:blank 6/37

If bid security is required and a Respondent does not honor their proposal for the specified time, the bid check shall become the property of the Town; or, if a Bid Bond was furnished, the Bid Bond shall become payable to the Town.

After the proposal deadline has passed, the submitted proposals become the property of the Town and are valid offers to be honored by the Respondent for sixty (60) days or longer, as specified in the Request for Proposal.

Respondents who do not honor their proposals for the sixty (60) day (or as specified) period shall be declared irresponsible Respondents.

Permits

If applicable, the Contractor shall ascertain any permits required to perform the service as described in the Specifications and Scope of Work. All required permits shall be obtained and paid for by the Contractor. Various permits may be obtained at the Building Department, Town Hall, 101 Field Point Road, Greenwich, CT 06830.

Federal, state, and local laws

The Respondent shall acknowledge and agree that, should it be awarded the contract, it shall be solely responsible for strict compliance with all Federal, State, and Local statutes, laws, codes, rules, regulations, and ordinances, and for the procurement and maintenance of all necessary licenses and permits relating to this procurement.

Applicable law

The laws of the State of Connecticut shall govern this Contract and any and all litigation related to this Contract. In the event of litigation related to this Contract, the exclusive forum shall be the State of Connecticut, and the exclusive venue for such litigation shall be the Judicial District for Stamford/Norwalk at Stamford.

Insurance requirements

The awarded Contractor will be required to provide insurance coverage as specified on the Insurance Requirements Sheet, Exhibit A, of this RFB/RFP.

The Acord certificate of insurance form must be executed by your insurance agent/broker and returned to this office. The most current Acord form should be used for insurance documentation purposes. Company name and address must conform on all documents including insurance documentation. It is required that the agent/broker note the individual insurance companies providing coverage, rather than the insurance group, on the Acord form. The Contract number (provided to the awarded Contractor), project name and a brief description must be inserted in the “Description of Operations” field. It must be confirmed on the Acord Form that the Town of Greenwich are endorsed as an additional insured by having the appropriate box checked off and stating such in the “Description of Operations” field. Contractor’s insurance must be primary and non-contributory.

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The Contractor shall be responsible for maintaining the above insurance coverages in force to secure all of the Contractor's obligations under the Contract with an insurance company or companies with an AM Best Rating of A-:VII or better, licensed to write such insurance in Connecticut and acceptable to the Risk Manager, Town of Greenwich. For excess liability only, non-admitted insurers are acceptable, provided they are permitted to do business through Connecticut excess line brokers per listing on the current list of Licensed Insurance Companies, Approved Reinsurers, Surplus Lines Insurers and Risk Retention Groups issued by the State of Connecticut Insurance Department.

The Contractor shall submit with the bid/proposal the signed, original “Insurance Procedure” form, included in the reply sheets, which states that the Contractor agrees to provide the specified insurance coverage for this bid/proposal at no additional charge above any insurance charge declared in the bid/proposal.

Issuing authority

Mr. Anthony Guardi, Procurement Specialist, is responsible for the conduct of this procurement. Any inquiries or requests regarding this procurement shall be submitted in writing to Mr. Guardi at the address below by 11:00 AM Monday, October 26th, 2026:

Town of Greenwich Purchasing Department 101 Field Point Road

Anthony.Guardi@GreenwichCT.Gov

Confidentiality/disclosure

“Contractor” refers to all Bidders/Respondents submitting a bid/proposal.

The Town will afford due regard to the Contractor’s request for the protection of proprietary or confidential information received. However, all materials associated with the Bid/Proposal and the Contract are subject to the terms of the Connecticut Freedom of Information Act (“FOIA”) and all corresponding rules, regulations and interpretations. In making such a request, the Contractor may not state generally that the materials are proprietary or confidential in nature and therefore not subject to release to third parties. The specific sentences, paragraphs, pages or sections that the Contractor believes are exempt from disclosure under FOIA must be specifically identified as such. An explanation and rationale to justify each exemption consistent with FOIA must accompany the request. The rationale and explanation must be stated in terms of the prospective harm to the competitive position of the Contractor that would result if the identified material were to be released and the reasons why the materials are legally exempt from release pursuant to FOIA.

If the Contractor indicates that certain documentation is submitted in confidence, by specifically and clearly marking said documentation as CONFIDENTIAL, the Town will endeavor to keep said information confidential to the extent permitted by law. The Town, however, shall have no obligation to initiate, prosecute or defend any information that is sought pursuant to a FOIA request. The Contractor shall have the burden of establishing the availability of any FOIA exemption in any proceeding where it is an issue. In no event shall the Town, or any representative of the Town, be liable for

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Additionally, as per Section 1-210(b) of FOIA – Nothing in the Freedom of Information Act shall be construed to require the disclosure of:

(24) Responses to any request for proposals or bid solicitation issued by a public agency, responses by a public agency to any request for proposals or bid solicitation issued by a private entity or any record or file made by a public agency in connection with the contract award process, until such contract is executed or negotiations for the award of such contract have ended, whichever occurs earlier, provided the chief executive officer of such public agency certifies that the public interest in the disclosure of such responses, record or file is outweighed by the public interest in the confidentiality of such responses, record or file.

Specifications

The Contractor shall perform all of the cleaning services for the Griffith E. Harris Golf Course listed below. All labor and all cleaning supplies shall be provided by the Contractor. The Town shall supply all of the paper products, hand soap, trash liners, and feminine hygienic items. The Town reserves the right to add or delete cleaning locations and/or cleaning requirements during the term of the Service Agreement.

The Contractor’s cleaning personnel shall start cleaning each scheduled day coinciding with the starting time of Golf Course personnel at the Golf Center.

The actual schedule will be provided in the future; times will range from 6:00 AM to 7:30 AM depending on the time of the year. Contractor’s Manager shall inspect the work and converse with the Golf Course Management once every two months.

Golf Center (Administration side only)

Location: 1300 King St., Greenwich, CT 06831 Duration: Year round Frequency: 3 times per week (Mon/Wed/Fri) – early morning 2 single bathrooms (1 with shower): clean, mop, restock (bath supplies provided by the Town) Mop tiled floor in the building Vacuum rugs

Golf Center Public Bathrooms

Location: 1300 King St., Greenwich, CT 06831 Duration: While golf course is open (approx. April to mid-December) Frequency: 4 times per week (Mon/Wed/Fri/Sun) - early morning about:blank 9/37

Men and Ladies rooms Clean, mop and restock (supplies provided by the Town)

Restaurant/Clubhouse Bathrooms

Location: 1300 King St., Greenwich, CT 06831 Duration: approx. April to mid-January Frequency: 4 times a week (Mon/Wed/Fri/Sun) – early morning Men and Ladies rooms Clean, mop, restock (supplies provided by the Town) Vacuum carpets

Golf Course Maintenance Bldg. - Bathrooms/Office

Location: off Cliffdale Rd. on Golf Course Duration: While golf course is open (approx. April to mid-December) Frequency: bathrooms 4 times a week (Mon/Wed/Fri/Sun) Men and Ladies rooms Clean, mop, restock (supplies provided by the Town)

Note about transcribed forms: this format exists to remove accessibility barriers, but some recipients prefer the original printed format. If you'd like help moving your entries into the original form, please use the live assistance options in the sidebar or contact the author.

Town of Greenwich, CT

Request for bid #7973 — Deadline: 11/05/2026 at 11:00 AM

Cleaning services for the Griffith E. Harris Golf Course

Reply sheet (Page 1 of 6)

Pricing

The Bidder shall indicate below the pricing for each line item. Pricing will remain in effect for the entire first year of the Service Agreement. Overhead, profit, equipment, insurance, transportation, delivery costs, etc. shall be included in all of the following rates.

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Location Schedule Price per week Approx. # of weeks per year Total price per year

Golf Center 3 × per week / year round

× 52

Golf Center Public Bathrooms

4 × per week / April to December

× 36

Restaurant/Clubhouse Bathrooms

4 × per week / April to January

× 40

Golf Course Maintenance Bldg. Bathrooms

4 × per week / April to December

× 36

Total annual bid price

Bidder’s company name:

Authorized signature:

Town of Greenwich, CT

Request for bid #7973 — Deadline: 11/05/2026 at 11:00 AM

Cleaning services for the Griffith E. Harris Golf Course

Reply sheet (Page 2 of 6)

Pricing for option years

The Bidder shall indicate below if pricing may either increase or decrease in the optional years of the Service Agreement:

Pricing in the option years

Yes, pricing may increase or decrease in the option years.

No, pricing will not increase or decrease in the option years.

If pricing may increase or decrease in the option years, Bidder shall indicate below the maximum percentage of the potential increases or decreases for each optional year.

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Option year Maximum price increase (if any) Maximum price decrease (if any)

Exceptions

Bidder shall indicate below all exceptions (if any) being taken to the language of this Request for Bid, the Specifications, and/or to the language of the attached Service Contract. Insurance requirements have been established by the Town’s Director of Risk Management and will not be altered.

Bidder’s company name

Authorized signature

Town of Greenwich, CT

Request for bid #7973 — Deadline: 11/05/2026 at 11:00 AM

Cleaning services for the Griffith E. Harris Golf Course

Reply sheet (Page 3 of 6) about:blank 12/37

References

The Bidder shall list below the names and telephone numbers of five (5) customers/references for which they have provided products and services similar to the ones described in this RFB:

Reference Contact name Telephone #

Subcontractor

Bidder shall list below all subcontractors (if any) which will be used to work on this service:

Subcontractor name City, state Type of business

Bidder may list below the key features that distinguish the Bidder’s services from their competitors:

Bidder’s company name

Authorized signature

Town of Greenwich, CT

Request for bid #7973 — Deadline: 11/05/2026 at 11:00 AM about:blank 13/37

Cleaning services for the Griffith E. Harris Golf Course

Reply sheet (Page 4 of 6)

Statement of non-collusion

In submitting this bid/proposal, the undersigned declares that this is made without any connection with any persons making another bid/proposal on the same contract; that the bid/proposal is in all respects fair and without collusion, fraud, or mental reservation; and that no elected or appointed official of the Town, or any person or entity in the employ of the Town, is directly or indirectly interested in said bid/proposal or in the supplies or work to which it relates, or in any portion of the profits thereof, except as permitted under the Town of Greenwich Code of Ethics.

Code of ethics

In submitting this bid/proposal, the undersigned further declares and certifies that a) it has not, and will not induce or attempt to induce any Town of Greenwich employee or officer to violate the Town of Greenwich Code of Ethics in connection with its offer to provide goods or services under, or otherwise in the performance of, such contract, and b) if an elected or appointed official or any person in the employ of the Town has a direct or indirect interest in Vendor or any supplier or Subcontractor expected to be involved with the contract, such person or entity is in compliance with the safe harbor procedures established by the Town of Greenwich Board of Ethics or has received an advisory from the Town’s Board of Ethics with respect to such involvement. Bidders are hereby notified that the Town’s Code of Ethics’ definition of a Town Officer includes outside consultants to and agents of the Town in addition to elected and appointed officials and Town employees. The full Code of Ethics can be found on the Town website https://www.greenwichct.gov/682/Board-of-Ethics.

The undersigned further understands that the above declarations are material representations to the Town of Greenwich made as a condition to the acceptance of the bid/proposal. If found to be false, the Town of Greenwich retains the right to reject said bid/proposal and rescind any resulting contract and/or purchase order and notify the undersigned accordingly, thereby declaring as void said bid/proposal and contract or purchase order.

Relevant provisions of the Town’s Code of Ethics are:

2. Definitions. (1) Indirect interest, without limiting its generality, shall mean and include the interest of any subcontractor in any prime contract with the Town and the interest of any person or his immediate family in any corporation, firm, or partnership which has a direct or indirect interest in any transaction with the Town. (2) Substantial financial interest shall mean any financial interest, direct or indirect, which is more than nominal, and which is not common to the interest of other citizens of the Town. (3) Town officer shall mean and include any official, employee, agent, consultant, or member, elected or appointed, of any board, department, commission, committee, legislative body, or other agency of the Town. (4) Transaction shall mean and include the offer, sale, or furnishing of any real or personal property, material, supplies, or services by any person, 10/16/26, 10:53 PM Print - Cleaning Services for the Griffith E. Harris Golf Course about:blank 14/37 https://www.greenwichct.gov/682/Board-of-Ethics directly or indirectly, as Vendor, prime contractor, subcontractor, or otherwise, for the use and benefit of the Town for a valuable consideration, excepting the services of any person as a Town officer.

3. Gifts and favors. No Town officer or his immediate family shall accept any valuable gift, thing, favor, loan, or promise that might influence the performance or nonperformance of his official duties.

4. Improper influence. No Town officer having a substantial financial interest in any transaction with the Town or in any action to be taken by the Town shall use his office to exert his influence or to vote on such transaction or action.

By signing below, the undersigned acknowledges reviewing and understanding the Non-Collusion and Code of Ethics statements contained herein and confirms compliance with the contents:

Authorized signature Print name Bidder’s company name

Town of Greenwich, CT

Request for bid #7973 — Deadline: 11/05/2026 at 11:00 AM

Cleaning services for the Griffith E. Harris Golf Course

Reply sheet (Page 5 of 6) Bidder information

Bidder’s company name Address Telephone number

Fax number Email address Website

Authorized signature Print name Title

State of CT taxpayer ID number Federal taxpayer ID number Incorporated in the state of about:blank 15/37

Corporate seal

Yes No

Award/contract signature

The bidder shall indicate below the full name, title, email, and complete mailing address of the authorized person (i.e., officer of the company) who will sign the contract (if applicable) for this procurement:

Authorized person’s full name Title Email address

Complete mailing address

Town of Greenwich, CT

Request for bid #7973 — Deadline: 11/05/2026 at 11:00 AM

Cleaning services for the Griffith E. Harris Golf Course

Reply sheet (Page 6 of 6)

Insurance procedure form

The bidder shall return this completed form with the bid/proposal. Failure to do so may result in rejection of the bid/proposal.

The bidder shall forward the Insurance Requirement Sheet (Exhibit A) to the bidder’s insurance agent/broker (“Agent/Broker”) upon receipt of the RFB/P documents. The bidder and the Agent/Broker shall familiarize themselves with the required levels of insurance and the documentation process necessary for the successful development of a contract with the Town of Greenwich, CT for this project.

The bidder shall determine if existing insurance coverage is sufficient or if any costs for new or additional coverage are required for the specified work noted in this RFB/P. Any bids/proposals which contain exceptions to the insurance requirements may be considered nonresponsive and may be rejected.

Any exceptions to this form and/or signatures must be declared on the Reply Sheets to be considered.

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Statement of bidder and bidder’s agent/broker

The bidder and the Agent/Broker have read the insurance requirements for this project. The Agent/Broker is a duly licensed insurance agent under the laws of the State of State of licensure

. We confirm that we are willing and able to document the required levels of coverage as the Town of Greenwich, CT has specified. The Agent/Broker is an authorized representative of all companies which will be affording coverage for the contract to be awarded pursuant to this RFB/P. The bid/proposal pricing submitted reflects all insurance costs for this project.

The Agent/Broker confirms that the bidder’s General Liability policy meets or exceeds the coverage in Commercial General Liability ISO form CG 00 01 10 01 or CG 00 01 04 13, including contractual liability.

The bidder and Agent/Broker confirm that the Town of Greenwich shall be given thirty (30) days’ prior written notice of cancellation, lapse or restrictive amendment (except ten days’ notice of nonpayment) of the policies listed in the ACORD form.

If awarded this contract, the insurance documentation shall be submitted to the Town of Greenwich, CT within ten (10) days after the date of the award of the contract. The documentation will be in the form of an ACORD form for which the Agent/Broker will confirm that the policies have been issued to the insured in the amounts stated and for the periods indicated.

Bidder information and authorization

Bidder’s company name Authorized bidder’s signature Date mm/dd/yyyy

Insurance agent/broker information and authorization

Insurance agent/broker’s company name Authorized agent/broker’s signature Date mm/dd/yyyy

Note about this form: this form is shown as a record of what was originally submitted. The fields display the recorded entries and are not interactive.

RFB #7973

Exhibit A

Exhibit A — Insurance requirement sheet

Insurance Requirements: Before starting and until final completion and acceptance of the work called for in the Contract and expiration of the guarantee period provided for in the Contract, the Contractor and its subcontractors, if any, shall procure and maintain insurance of the types and amounts checked in paragraphs A through F below for all Contract operations.

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If any of the required insurance is on a claims made basis and does not include an extended reporting period of at least 36 months, contractor shall maintain either tail coverage or continuous claims made liability coverage, provided the effective date of the continuous claims made coverage is on or before the effective date of the contract with the Town, for a minimum of months following the later of (i) contractor’s completion and Town’s acceptance of all services required under the contract, or, (ii) Town or contractor termination of contract, or, (iii) the expiration of the claims made policy. The Town of Greenwich shall be given thirty (30) days prior written notice of cancellation, lapse or restrictive amendment (except ten days notice of nonpayment) of the policies listed in the Acord form.

A.

General Liability, with minimum coverages for combined bodily injury and property damage liability of $2,000,000 Aggregate and $1,000,000 per occurrence including:

1.

Commercial General Liability which meets or exceeds the coverage in Commercial General Liability ISO Form CG 00011001 or CG 00010413, including contractual liability.

2.

Town of Greenwich/Greenwich Public Schools/Greenwich Board of Education/Town of Greenwich d/b/a The Nathaniel Witherell as additional insured.

Contractor’s insurance must be primary and non-contributory – and stated as such in the Description of Operations section of the Acord form.

3. Owners and Contractors Protective Liability (separate policy in the name of the Town).

B.

Comprehensive Automobile Liability, with minimum coverages of $1,000,000 combined single limit for bodily injury and property damage, including, where applicable, coverage for any vehicle, all owned vehicles, scheduled vehicles, hired vehicles, non-owned vehicles and garage liability.

C. Excess Liability, with minimum coverage of $5,000,000 in umbrella form, or such other form about:blank 18/37 as approved by Town Department Head and Risk Management Director.

D.

Workers' Compensation and Employer's Liability, with minimum coverages as provided by Connecticut State Statutes.

E.

Professional Liability (for design and other professionals for Errors and Omissions), with minimum coverage of $1,000,000. If the policy is on a claims-made basis, coverage shall be continually renewed or extended for three (3) years after work is completed under the Contract.

F. Other:

G.

CERTIFICATE HOLDER: TOWN OF

GREENWICH/TOWN OF GREENWICH

PUBLIC SCHOOLS/GREENWICH BOARD OF

EDUCATION/TOWN OF GREENWICH D/B/A

THE NATHANIEL WITHERELL

ATTN: PURCHASING DEPT. (Also indicate on Acord Certificate of Insurance) 101 Field Point Road, Greenwich, CT 06830.

The Description of Operations on the Acord certificate of insurance must state the Project Name, the Contract Number and the following: “Town of Greenwich is additional insured, Contractor’s insurance is primary and non-contributory, General Liability coverage meets or exceeds the coverage in Commercial General Liability ISO Form CG 00 01 10 01, or CG 00 01 04 13, including contractual liability. Town of Greenwich will be given 30 days prior written notice of cancellation, lapse or restrictive amendment (except 10 days notice of non-payment) of the policies listed on the Acord form.”

The Acord certificate of insurance form must be executed by your insurance agent/broker. The most current Acord form should be used. Company name and address must conform on all documents including insurance documentation. List the individual insurance companies, rather than the insurance group, on the Acord form. Check the appropriate box to indicate Town of Greenwich/Greenwich Public Schools/Greenwich Board of Education/Town of Greenwich d/b/a The Nathaniel Witherell as endorsed as an additional insured. Contract development will begin upon receipt of complete, correct insurance documentation.

The Contractor shall be responsible for maintaining the above insurance coverages in force to secure all of the Contractor's obligations under the Contract with an insurance company or companies with an AM Best Rating of A-:VII or better, licensed to write such insurance in Connecticut and acceptable to the Risk Manager, Town of Greenwich. For excess liability only, non-admitted insurers are acceptable, provided they are permitted to do business through about:blank 19/37

Connecticut excess line brokers per listing on the current list of Licensed Insurance Companies, Approved Reinsurers, Surplus Lines Insurers and Risk Retention Groups issued by the State of Connecticut Insurance Department.

RFB #7973

Exhibit B

Exhibit B — Service contract

Service contract

THIS AGREEMENT, executed this day of __________, (herein referred to as the "Agreement") by and between the Town of Greenwich, Connecticut, (hereinafter referred to as “Town”), acting through ______________________________ herebyunto duly authorized, and

(hereinafter referred to as “Contractor”) acting through ________________________________________________ (insert name of individual) duly authorized. Town and Contractor are sometimes referred to herein individually as a "Party," and collectively as the "Parties."

WITNESSETH, that in consideration of the mutual covenants and agreements herein contained, and for other good and valuable consideration, the parties agree as follows:

1. Definitions

Wherever the words hereinafter defined, or pronouns used in their stead occur in the Agreement Documents, they shall have the following meaning:

"Contractor" shall mean the person or organization identified as such in this Agreement and shall include its authorized representative.

"Contracting Officer or Agency" shall mean that official of the Town which awards the contract, executes the Agreement and any Purchase Order(s) pursuant to this Contract, and is the Town's authorized representative.

“Work” shall mean the provision of equipment and labor to complete the Contract and Purchase Order(s).

The Town’s Request for Bid/Proposal No. ____ (insert name of Bid Request), annexed hereto as Exhibit ____; the Contractor’s Bid and Responses, including all addenda, attached hereto as Exhibit ____; and as accepted by the Town in its Award Letter, annexed hereto as Exhibit ____; the conditions and specifications contained in this Agreement, and all addenda and amendments to any of the foregoing, collectively constitute the Contract Documents, for a total number of ____ pages, hereinafter referred to as the "Contract."

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2. Description of work

RFB #7973

EXHIBIT B

See description of work as noted below. Any additional work is to be performed pursuant to Purchase Order(s) issued referencing the appropriate Service Contract number.

All work to be performed as per specifications in the Town's Request for Bid/Proposal No. _____ (insert name of Bid), attached hereto as Exhibit __, the Contractor's Bid and Responses, including all addenda, attached hereto as Exhibit__, as accepted by the Town in its Award Letter, annexed hereto as Exhibit __, and in accordance with the conditions and specifications as set forth in Service Contract #___, and all exhibits, addenda and amendments to this Contract.

3. Payment and period

Base Contract period is: through .

First option year is: through .

Second option year is: through .

Third option year is: through .

Fourth option year is: through .

The Contractor shall invoice the Town on a services rendered basis.

Such payments will be made by the Town net 30 days after receipt of invoice and acceptance and approval by the Town, for all services actually rendered.

The acceptance by the Contractor of any such payment shall be a release to the Town of all claims and all liability to the Contractor in connection with the Contract, arising during the period for which payment is made. No payment, however, shall operate to release the Contractor or its sureties or insurers from any obligation under the Contract to be entered into or any insurance policies issued in connection with said contract. Payment shall be made on the basis of unit price and/or hourly rate as noted in the Contractor’s Bid (attached hereto as Exhibit ___). The initial contract amount shall be the amount noted on the face sheet of this Agreement. Payment for additional work performed pursuant to Purchase Order(s) shall be in the amount stated on such Purchase Order(s).

4. Performance, maintenance and payment bond

The Contractor shall, simultaneously with the signing of this Agreement, furnish the Town with the executed Performance, Maintenance and Payment Bond of a surety company authorized to do business in the State of Connecticut, and acceptable to the Town, in the sum of the full amount of the Contract obligation in the form provided by the Town.

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The above is only required for contracts exceeding $100,000.00.

For contracts that require a Performance, Maintenance and Payment Bond, the Contractor shall maintain all of the specified required insurance coverage and continue to document the specified required insurance coverage for one (1) year after completion of the work of the contract (or other such time as the contract or other agreement requires).

RFB #7973

Exhibit B

5. Changes in the work and affect on bonds

It is distinctly agreed and understood that any changes made in the work, or the Drawings, or Specifications (whether such changes increase or decrease the amount thereof or the time required for its performance), or any changes in the manner or time of payments made by the Town to the Contractor, or any other modifications of the Contract, shall in no way annul, release, diminish or affect the liability of the surety on the Contract Bonds given by the Contractor, it being the intent hereof that notwithstanding such changes, the liability of the surety on said bonds continue and remain in full force and effect.

Any increase in the Contract amount shall automatically result in a corresponding increase in the Performance, Maintenance and Payment Bond amount.

Contractor will obtain, provide, and maintain said increased bond amount, as well as all of the specified required insurance coverage, and continue to document the specified required insurance coverage for one (1) year after completion of the work of the contract (or other such time as the contract or other agreement requires). Decreases in the Contract amount shall not, however, reduce the Bond amount.

6. Insurance

The Contractor shall take out and maintain during the life of this Agreement the types and amounts of insurance as are set forth in the attached Exhibit ____. At the time of the signing of this Agreement by the Contractor, the Contractor shall furnish the Town with a completed certificate of insurance on the Acord form that is referenced in the attached Exhibit ____, evidencing such coverage.

7. Contractor and independent contractor

Contractor shall at all times be deemed to be an independent contractor and shall be wholly responsible for the manner in which it performs the services required of it by the terms of the Contract. Nothing contained herein shall be construed as creating the relationship of employer and employee or principal and agent, between the Town, its agencies, employees, and agents, and Contractor, its employees, and agents. Contractor assumes exclusively responsibility for the acts of its employees and agents as they relate to the services to be provided during the course and scope of their employment.

Contractor, its agents, and employees shall not be entitled to any rights and privileges of Town employees and shall not be considered in any manner to be Town employees. Contractor, its employees, and its agents, shall not hold itself out in any manner as being anything but an independent contractor of the Town and may not use the Town name or the Town seal for any purpose and in any manner without the express permission of the Town.

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8. Standard of obligation and service

Any conflict between this Agreement and any Invitation To Bid, Request For Proposal, Bid or Response to Request For Proposal, including any accompanying addenda, shall be resolved in favor of this Agreement, with the exception that any provision in any Invitation To Bid, Request For Proposal, Bid or Response to Request For Proposal, or accompanying addenda, that is attached

RFB #7973

Exhibit B

Exhibit B — Service contract as an Exhibit to this Agreement, which Exhibit provides for a higher standard of obligation or service by Contractor, shall control as to the standard of obligation and service required of the Contractor and shall thereby supplement this Agreement.

9. Termination

The Town may at any time and for any reason terminate this Agreement by written notice specifying the termination date, which shall be not less than seven (7) days from the date such notice is given. Termination under this section shall not give rise to any claim against the Town for damages for compensation in addition to that provided hereunder.

10. Defective work

The inspection of the Work shall not relieve the Contractor of any of its obligations to perform and complete the Work as required by the Contract.

Defective work shall be corrected and unsuitable materials, equipment apparatus and other items shall be replaced by the Contractor, notwithstanding that such work, materials, equipment, apparatus, and other items may have been previously overlooked or accepted or estimated for payment.

11. Contract extension

If the Contractor has been delayed and as a result will be unable, in the opinion of the Town, to complete performance fully and satisfactorily within the time allowed herein, the Contractor, upon submission of evidence of the cause of the delay satisfactory to the Town, shall at the discretion of the Town, be granted an extension of time for performance equal to the period that the Contractor was actually and necessarily delayed.

12. Guarantee

The Contractor guarantees that the work and services to be performed under the Agreement and all workmanship, materials and equipment performed, furnished, used or installed in the construction of the same, shall be free from defects and flaws; and shall be performed and furnished in strict accordance about:blank 23/37 with the drawings, specifications, and other contract documents; and that the strength of all parts of all manufactured equipment shall be adequate and as specified; and that the performance test requirements of the contract shall be fulfilled. This guarantee shall be for a period of one year from and after the date of completion and acceptance of the work as stated in the final estimate. The Contractor shall repair, correct or replace as required, promptly and without charge, all work, equipment and materials, or parts thereof, which fail to meet the above guarantee or which in any way fail to comply with or fail to be in strict accordance with the terms and provisions and requirements of the Agreement during such one year period, and shall also repair, correct or replace all damage to the work resulting from such failure.

If the manufacturer’s warranty for equipment and materials installed is greater than the one-year period for the warranty specified above, the warranty will be passed through to the Town. Upon completion of the project by the Contractor and acceptance by the Town, all warranties will be passed through to the Town and all paperwork turned over to the Town.

RFB #7973

Exhibit B

13. Compliance with laws

The Contractor represents that it is authorized to do business in the State of Connecticut. The Contractor shall keep himself fully informed of all existing and future federal, state, and local laws, ordinances,…