CONTRACT CLEANING AND CUSTODIAL JANITORIAL SERVICES-BPD.pdf

Legal Notice

TOWN OF BRANFORD

REQUEST FOR BIDS

Branford Police Department

Contract Cleaning and Custodial/Janitorial Services

The Town of Branford Police Department is requesting bids for contract cleaning and custodial/janitorial services. Specifications and scope of services may be obtained from the Finance Department, Branford Town Hall, 1019 Main Street, Branford, CT, on the

Town’s website at www.branford-ct.gov, or on the State of CT DAS website.

Bids are to be submitted in a sealed envelope marked “Contract Cleaning and

Custodial/Janitorial Services” to the Finance Department, Attention, Purchasing Clerk, 1019 Main Street, Branford, CT 06405 by 1:30 p.m. on Wednesday, March 18, 2026.

No bids will be accepted after that date and time. Bids will be publicly opened immediately following the submission deadline in the conference room located on the basement floor of Town Hall.

The Board of Selectmen or the majority reserves the right to select or reject any and/or all bids containing alternate proposals, to waive any informality in proposals and to reject any and/or all bids or accept such bid as shall, in their judgment, be in the best interest of the Town of Branford.

Tyechia Pettway

Purchasing Clerk http://www.branford-ct.gov/

REQUEST FOR PROPOSAL

#030926

Bid Specifications for Contract Cleaning and Custodial/Janitorial

Services Regarding the Branford Police Department

NOTICE

Information provided in these specifications is confidential and is to be used only for the purpose of preparing a proposal. It is further expected that each bidder will read these specifications with care, for failure to meet all or a combination of specified conditions may invalidate the proposal.

The Town of Branford reserves the right to reject any or all bids or any portion thereof and to accept the bid deemed to be in the best interest of the Town of Branford and Branford

Police Department.

Bidders are requested to submit quotations based on these specifications. Alternate quotations will receive consideration providing such alternatives are clearly explained.

The information contained herein is believed to be accurate and is based upon the latest available information but is not to be considered in any way as a warranty.

INTENT

The Town of Branford will receive bids and issue a contract for custodial/janitorial services, to be provided by one contractor, at the Branford Police Department

Headquarters located at 33 Laurel Street, Branford, Connecticut 06405.

PRE-BID CONFERENCE

Attendance at a pre-bid conference on March 13, 2026, is required. Prior to submission of the bid, the contractor shall consult with the Chief of Police or his designee and become thoroughly familiar with all conditions under which the work will be completed.

ARTICLE 1 – PROVISIONS REQUIRED BY LAW DEEMED INSERTED

Every provision of law and clauses required by law to be inserted in this contract shall be deemed to be inserted herein and the contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted or is not correctly inserted then the contract shall forthwith the amended to include such insertion.

ARTICLE 2 – AWARD OF CONTRACT AND REJECTION OF BIDS

1.) The contract will be awarded to the responsible bidder(s) submitting the lowest cost for proposal(s) which comply with the conditions of the requirements of Bid Specifications for Contract Cleaning and Custodial/Janitorial Services for the Branford Police Department, provided the bid(s) is/are reasonable and it is to the interest of the Town of Branford and Branford Police Department to accept it/them. The bidder(s) to whom the award(s) is/are made will be notified at the earliest practicable date. The Town of Branford, however, reserves the right to reject all bids and to waive any informality in bids received whenever such rejection or waiver is in the interest of the Town of Branford.

2.) The Town of Branford also reserves the right to reject the bid of any bidder who has previously failed to perform properly, or to complete on time, contracts of a similar nature; who is not in a position to perform the contract; or who has habitually and without just cause neglected the payment of bills or otherwise disregarded his obligations to subcontractors, material, or employees. In determining the lowest responsible bidder the following elements, in addition to these above-mentioned, will be considered:

a. Whether the bidder maintains a permanent place of business.

b. Whether the bidder has adequate plant equipment available to do the work properly and expeditiously.

c. Whether the bidder has suitable financial resources to meet the obligations incident to the work.

d. Whether the bidder has appropriate technical experience.

3.) The ability of a bidder to obtain performance and payment bonds shall not be regarded as the sole test of such bidder’s competency or responsibility.

4.) The Town of Branford reserves the right to reject all bids or to award a contract upon the basis that best serves the interest of the Town of Branford and Branford Police Department and is within the limits of the funds available.

5.) The successful bidder will not in any manner subcontract in part or whole this contract.

6.) Bids will not be accepted in any form other than provided for by the Bid Form.

7.) Bids shall be valid for one-hundred and twenty (120) days.

ARTICLE 3 – CORRECTIONS

Erasures or other changes in the bids will automatically be rejected by the Town of Branford.

ARTICLE 4 – WITHDRAWAL OF BIDS

Bids may be withdrawn on written or telegraphic requests dispatched by the bidder in time for delivery in the normal course of business prior to the time fixed for receipt of bids, provided that written confirmation of any telegraphic withdrawal over the signature of the bidder is placed in the mail and postmarked prior to the time set for bid receipt. Negligence on the part of the bidder in preparing bid confers no right or withdrawal of modification of his bid after such bid has been opened.

ARTICLE 5 – ALTERNATE BIDS

Alternate bid proposals will not be accepted or recognized by the Branford Police Department.

ARTICLE 6 – INFORMATION TO BE SUBMITED BY BIDDERS

It is required that each bidder shall submit with their Proposal Bid, data or information as requested in these documents. The Town of Branford will consider as informal any Proposal Bid which does not contain the required data or information. Each bidder is required to submit typewritten descriptions of the procedures, methods, applications, including drying times pertinent to floor care, materials, and equipment.

ARTICLE 7 – FAMILIARIZATION OF FACILITY, DRAWINGS, AND SUCH OTHER REQUIREMENTS

Each bidder must inform themself fully of the conditions relating to the labor under which the work will be performed; failure to do so will not relieve the successful bidder of his obligation to furnish all materials and all labor necessary to carry out the provisions of the contract documents and to complete the contemplated work for the consideration set forth in this bid. The bidder must satisfy themself by their own investigation and research regarding all conditions affecting the work to be done and labor and materials needed, and make their bid in sole reliance thereon, and shall not at any time after the submission of a bid assert that there was any misunderstanding in regard to the nature of amount of work to be done. Bidders shall also familiarize themselves with all aspects of the terms and conditions of the Bid Proposal and contract. The failure or omission of any bidder to receive or examine any form, instrument or document or to visit the site and acquaint themself with conditions there existing shall not relieve any bidder from any obligation with respect to his bid.

ARTICLE 8 – PRE-BID CONFERENCE

Before submitting a bid, each contractor shall attend the pre-bid conference and inform themselves fully as to all conditions under which the work is to be carried out on, or that will in any way affect the work under this contract. A signed bid shall be deemed certification of such.

ARTICLE 9 – INTERPRETATIONS

No oral interpretation will be made to any bidder as to the meaning of the terms and conditions, in part or whole. Every request for such an interpretation shall be made in writing to the Chief of Police, 33

Laurel Street, Branford, Connecticut 06405.

Any inquiry received five (5) or more days prior to the date fixed for opening of bids will be given consideration. Every interpretation made to a bidder will be in the form of an addendum to the terms and conditions that are located on the Town of Branford website. It shall be the responsibility of the bidder to make inquiry as to addenda issued. Any such addenda shall become part of the contract, and all bidders shall be bound by such addenda, whether or not received by the bidders.

ARTICLE 10 – TIME FOR RECEIVING BIDS

1.) Bids received prior to the time set for receipt will be securely kept unopened. The Town of Branford will decide when the specified time for opening bids has arrived, and no bid received thereafter will be considered. No responsibility will attach to the Town of Branford for premature opening of a bid not properly addressed and identified. Unless specifically authorized, telegraphic bids will not be considered.

2.) Bidders are cautioned to allow ample time for transmittal of bids by mail or otherwise. Bidders shall secure correct information relative to this probable time of arrival and distribution of mail at the place where bids are to be opened; so far as practicable, make do allowance for possible delays.

ARTICLE 11 – MATERIAL AND EQUIPMENT

Within ten (10) days after the award of the bid, the contractor shall submit for approval a complete list of material, equipment, and accessories they propose to use, unless otherwise specified, giving the names and addresses of manufacturers and the trade name and/or catalog number.

ARTICLE 12 – ESTIMATES OF COST

The successful bidder will be required to cooperate with the Town of Branford and Branford Police

Department in a detailed breakdown of his bid price in order to show the division of costs between several parts of the work and in the manner and form required by the Town of Branford.

ARTICLE 13 – PRICES

In the event of discrepancy between the prices quoted in the bid in words and those quoted in figures, the words shall control. The prices shall include the furnishing of all material, plant equipment, tools, and all other facilities, and the performance of all labor and services necessary or proper for the completion of the work in full conformity with the provisions of the contract documents.

ARTICLE 14 – STATEMENT OF BIDDER’S QUALIFICATIONS

A statement may be requested of the successful bidder(s) financial resources, his experience and his organization and equipment available for the work contemplated. The Town of Branford shall have the right to take such steps as it deems necessary to determine the ability of the bidder to perform the work and the bidder shall furnish all such information and data for this purpose as the Town of Branford or

Branford Police Department may request. The right is reserved to reject any bid where an investigation of the available evidence or information does not satisfy the Town of Branford that the bidder is qualified to carry out properly the terms and conditions of the contract.

ARTICLE 15 – EXECUTION OF CONTRACT

1.) After the award of the contract and within five (5) days after the prescribed forms are presented for signature, the successful bidder shall execute and deliver to the Town of Branford, a contract in the form included in the specifications in such number of separate identical parts as the Town of

Branford may require. Separate contract forms, in lieu of those found in these specifications, shall be used for this purpose.

2.) The failure of any successful bidder to execute such contract within five (5) days after the prescribed forms are presented for signature, or within such extended period as the owner may grant based upon reasons determined adequate by the Town of Branford, shall constitute a default, and at the Town of Branford's sole discretion, the Town of Branford may either award the contract to the next reasonable bidder or re-invite desired or selected bidders.

ARTICLE 16 – ANTI-DISCRIMINATION

The contractor agrees and warrants that in the performance of this contract he will not discriminate or permit discrimination against any person or group of persons on the grounds of sex, race, color, religion, national origin, or handicapping condition, or in any manner prohibited by the laws of the United States or of the State of Connecticut.

ARTICLE 17 – USE OF BID FORMS

Attention is directed to the fact that these bid specifications include a complete set of bidding and contract forms. These forms are for the convenience of bidders and are not to be detached from the bid specifications or filled out or executed.

ARTICLE 18 – BID FORM

1.) All bids must be prepared in conformity with and shall be based upon and submitted subject to all requirements of the bid specifications together with all addenda thereto.

2.) Documents shall be enclosed in an inner envelope addressed to:

Contract Cleaning and Custodial/Janitorial Services Bid Documents

Attention: Finance Department

3.) Bids must be received by: 1:30 PM on March 18, 2026. No bids will be accepted after that date and time. Bids will be publicly opened immediately following the submission deadline in the conference room located on the basement floor of Town Hall.

a. Bids are to be submitted in a sealed envelope and brought to the:

Finance Department

Town of Branford

1019 Main Street, Branford, Connecticut 06405

ATTN: Contract Cleaning and Custodial/Janitorial Services Bid Documents

b. If the document is to be mailed, it must be received by 1:30 PM on March 18, 2026 and shall be mailed to the:

Finance Department

Town of Branford

1019 Main Street, Branford, Connecticut 06405

ATTN: Contract Cleaning and Custodial/Janitorial Services Bid Documents

c. Both envelopes should be sealed and clearly labeled Contract Cleaning and

Custodial/Janitorial Services Bid Documents to protect against opening prior to the time set to open bids. The bidder shall be responsible for placement of the project on the outside of both such bid envelopes.

4.) Any bid on which there is an alteration or departure from the bid form attached hereto will be considered informal and rejected.

ARTICLE 19 – REFERENCES

All bidders must furnish references for a minimum of three (3) customers for whom contracted cleaning/custodial/janitorial service is currently being performed daily. Each listed customer's area must be of similar size, scope, and comparable dollar value to that of the subject bid.

The Town of Branford and Branford Police Department are particularly interested in work related to public municipal buildings, public service buildings, police departments, and other buildings similar in size and scope.

ARTICLE 20 – PROVISIONS REQUIRED BY LAW DEEMED INSERTED (CONT’D.)

Each and every provision of law and clauses required by law to be inserted in this contract shall be deemed to be inserted herein and the contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted or is not correctly inserted then the contract shall forthwith be amended to include such insertion.

ARTICLE 21 – DEFINITIONS

Whenever used in any of the contract documents, the following meaning shall be given to the terms herein defined:

Contract The contract documents listed in the agreement executed by the Town of Branford and the contractor.

Owner / Contractor The owner is the Town of Branford and Branford

Police Department. The intention of the documents is to include all materials, equipment, and transportation necessary for the proper completion of the work.

Whenever in the bid specifications or contract documents use the word directed, required, permitted, ordered, instructed, designated, considered necessary or words like import are used, it shall be understood that the directions, requirements, permission, order, instructions, designation, or decision of the Town of Branford and Branford Police Department is intended;

where as shown, as indicated as detailed or words of similar import are used, it shall be understood that reference to the document.

Owner / Contractor (Continued) Programs and these schedules accompanying specifications is made unless otherwise stated; and similarly, the words approved, acceptable to, or satisfactory to the Town of Branford and Branford Police Department. As used herein, provided shall be understood to mean furnished and installed completely in place.

Cleaning Materials Specifications Refers to a description of materials and/or supplies by brand name and/or their equivalent.

Program Defines the minimum acceptable level of frequency specific cleaning requirements schedules may be performed.

Cleaning Requirements Defines that which must be performed as specified within the designated categories, herein referred to as schedules.

Schedule Referring to the duties, responsibilities, items and areas and type of work to be performed.

ARTICLE 22 – LENGTH OF CONTRACT

This contract will be for the period of APRIL 1, 2026 through JUNE 30, 2026, in accordance with the programs and schedules defined herein. The Town of Branford reserves the right to extend the contract in additional one (1) year terms without requesting new Bids, upon the recommendation of the Branford

Police Department and approval of the Board of Selectmen. The prices for the extension must be given with this Bid.

ARTICLE 23 – RIGHT OF THE BRANFORD POLICE DEPARTMENT TO TERMINATE CONTRACT

If the contractor should be adjudged as bankrupt, or if he should make a general assignment for the benefit of his creditors, or if a receiver should be appointed on account of his insolvency, or if he should persistently or repeatedly refuse or fail to supply enough properly skilled workmen or proper material, or if he should fail to make prompt payment to his employees, or persistently disregard instructions of the Town of Branford and Branford Police Department, or fails to prosecute the work or any separate part thereof with such diligence as will insure its completion, within the time specified or any extension thereof, or fails to complete said work within such time, or fail to observe or perform the provisions of the contract documents, or otherwise be guilty of a custodial violation of any provision of the contract documents then the Town of Branford may, by at least five (5) days prior written notice to the contractor, without prejudice to any other rights or remedies of the Town of Branford in the premises, terminate the contractor's right to proceed with the work. In such event the Town of Branford may take over the work and prosecute the same to completion by contract or otherwise, and the contractor and his sureties shall be liable to the Town of Branford for such excess cost occasioned to the Town of Branford thereby; and in any such case the Town of Branford may take possession of and utilize in completing the work such material, appliances, and plant as may be on the site of the work and necessary therefore. The forgoing provisions are in addition to, and not in limitation of the rights of the Town of Branford under any other provisions of the contract documents.

ARTICLE 24 – TIME FOR COMPLETION

The work shall commence at the time stated in the notice to the contractor to proceed and shall be fully completed as follows: completed in entirety as stated in the bid. Notice to proceed may be given to the bidder on any date after the bidder has executed the contract with all insurances herein requested.

ARTICLE 25 – COOPERATION

It shall be the responsibility of the contractor to coordinate the work of this contract and to cooperate and work in harmony with all other contractors to whom the Town of Branford may award contracts for work at the site of this project, to the best interests of the Town of Branford and Branford Police

Department and so that all the work at the project site shall be executed properly and complete in a matter satisfactory to the Town of Branford and Branford Police Department.

ARTICLE 26 – RELATIONSHIP OF THE BRANFORD POLICE DEPARTMENT

1.) The Chief of Police shall represent the Town of Branford and Branford Police Department in all matters relating to this contract. He shall determine that the contractor performs all work in accordance with the Terms and Conditions; shall interpret the contract documents, extra work orders in connection with the work. They shall see that all materials to be used meet the requirements of the contract and that the workmanship is of high quality. They shall have the right to reject the use of any equipment or other facilities or the removal from the job site of any equipment or other facilities needed on the job. They shall have no supervision of or responsibility to anyone for work done in a negligent or willful manner that results in injury to property or to people. Upon request, he will confirm in writing any oral order, direction, requirements, or determination.

2.) Branford Police Department Supervisors shall be authorized to inspect all work done and material furnished. Such inspection may extend to all or any part of the work and to the preparation or manufacture of the material to be used, but only for the purpose of determining that such work or material conforms to the terms and conditions and approval of such work or material proposed to be done and used and/or actually performed and used shall carry with it no responsibility for damages to person or property arising out of the use of said materials or the performance of such.

The presence or absence of a supervisor shall not relieve the contractor of any requirements of the contract. In case of any dispute arising between the contractor and the supervisor as to material furnished or the manner of performing the work, the supervisor shall have the authority to reject material or suspend the work until the question at issue can be referred to and decided by the Chief of Police. The supervisor shall not be authorized to revoke, alter, enlarge, relax or release any requirements of these specifications or to approve or accept any portion of the work, or to issue instructions contrary to the terms and conditions. The supervisor shall in no case act as foreman or perform other duties for the contractor or interfere with the management of the work by the latter. Any advice which the supervisor may give the contractor shall in no way be construed as binding the Chief of Police in any way nor releasing the contractor from the fulfillment of the terms of the contract.

ARTICLE 27—CONTROL OF THE CHIEF OPERATING OFFICER NOT LIMITED

The enumeration in this contract of instances in which the opinion, judgment, discretion or determination of the Chief of Police shall control or in which work shall be performed to their satisfaction or subject to their approval or inspection shall not imply that only matters similar to those enumerated shall be so governed and performed, but without exception all the work shall be so performed. They shall have authority to stop the work whenever such stoppage may be necessary in his reasonable opinion to insure the proper execution of the Contract.

ARTICLE 28 – DELAYS AND EXTENSIONS OF TIME

1.) If the contractor shall be delayed in the completion of the work by reason of unforeseeable causes beyond his control and without his fault or negligence, including but not restricted to acts of God or of the public enemy, acts or neglect of the Branford Police Department, fires, floods, blizzards, epidemics, quarantine, restrictions, strikes, riots, civil commotions, freight embargoes of his work shall be extended by such time as shall be fixed by the Branford Police Department.

2.) The contractor shall, within five (5) days from the beginning of any such delay, notify the Chief of Police in writing of the causes of delay.

3.) No such extension of time shall be deemed a waiver of the right of the Branford Police Department to terminate the contract for abandonment or delay by the contractor as herein provided or relieve the contractor from full responsibility for the performance of his obligations hereunder.

ARTICLE 29 – CLAIMS FOR EXTRA COST

If the contractor claims that instructions beyond the contract documents involve extra cost or an extension of time, they shall give the Chief of Police written notice thereof within ten (10) days after the receipt of such instructions and in any event before proceeding to execute the work. The procedure shall then be the same as provided for in ARTICLE 40 – CHANGES IN THE WORK. No such claim shall be valid unless so made.

ARTICLE 30 – INSPECTION

1.) All material and workmanship shall be subject to inspection and examination by the Chief of Police at any and all times for the sole purpose of determining that such materials and workmanship meet the terms and conditions of the contract. The Chief of Police shall have the right to reject defective material and workmanship or require its correction. Rejected workmanship shall be satisfactorily corrected. Rejected material shall be promptly segregated and removed from the premises and satisfactorily replaced with proper material without charge to the Town of Branford.

If the contractor fails to proceed at once with the correction of rejected defective material or workmanship, the Branford Police Department may by contract or otherwise have the defects remedied or rejected material removed from the site and charge the cost of the same against any money which may be due the contractor, without prejudice to any other rights or remedies of the

Branford Police Department in the premises.

ARTICLE 31 – ACCESS TO RECORDS AND WORK

The Branford Police Department and authorized representatives and agents shall, always, have access to and be permitted to observe and review all work, material, payrolls, records of personnel, conditions of employment, invoices of material and other relevant data and records.

ARTICLE 32 – GENERAL WARRANTY

Neither the final certificate of payment nor any provision in the contract documents, nor partial or entire use or occupancy of the premises by the Branford Police Department shall constitute an acceptance of work not done in accordance with the contract documents or relieve the contractor or his sureties of liability in respect to any express warranties or responsibility for faulty material or workmanship. All work and materials are warranted to be in full and complete accordance with the contract and all plans, drawings, addenda, specification, and requirements as pertaining thereto and that all work and materials are free from all defects and imperfections and fully suitable for the use and purposes for which each and every part is intended. The contractor or his sureties shall remedy all defects in the work and pay for all damage to other work resulting from which shall appear within a period of one (1) year from the date of final acceptance unless a longer period is specified. The Town of Branford shall give notice of observed defects with reasonable promptness. Final acceptance by the Branford Police Department shall he effected upon the satisfactory completion by the contractor of the daily contract requirements including work to be accomplished as listed during the final inspection of the work by the Chief of Police.

ARTICLE 33 – DEDUCTION FOR UNCORRECTED WORK

If the Chief of Police deems it inexpedient to require the contractor to correct work injured or not done in accordance with the contract documents, an equitable deduction from the contract price shall be made by agreement between the contractor and the Town of Branford subject to settlement in case of dispute, as hereinafter provided.

ARTICLE 34 – MATERIAL, WORKMANSHIP AND WORKERS

Unless otherwise specifically provided for in the specifications, all workmanship, equipment, material and articles incorporated in the work covered by this contract are to be of the best grade of their respective kinds for the purpose. Where equipment, material or articles are referred to in the specifications, or when called for by the Town of Branford, the contractor shall furnish the required information for approval of all the material or articles which he contemplates incorporating in the work.

1.) Within ten (10) days after the award of the bid, the contractor shall submit for approval a complete list of material, equipment, and accessories proposed to be used, unless otherwise specified, giving the names and addresses of manufacturers and the trade name and/or catalog number. Descriptive matters pertaining to any material submitted shall be furnished when requested. The Branford Police Department reserves the right for the contractor to honor similar requests at random throughout life of contract.

2.) The Chief of Police may require the contractor to dismiss from the workplace such employees or employees as they deem incompetent, careless, insubordinate, or otherwise objectionable.

3.) Contractors will ensure that only their workers are in Branford Police Department buildings during cleaning.

ARTICLE 35 – OTHER CONTRACTS

The Branford Police Department has and may award other contracts for additional work or use by its own employees and this contractor shall fully cooperate with such other contractors and carefully fit his own work to that provided under other contracts as may be directed by the Chief of Police. The contractor shall not commit or permit any act which will interfere with the performance of work by any such other contractors or employees.

ARTICLE 36 – MUTUAL RESPONSIBILITIES OF CONTRACTORS

If, through acts on the part of the contractor, any other contractor or subcontractor shall suffer loss or damage on the work, the contractor agrees to settle with such other contractor or subcontractor by agreement or arbitration if such other contractor or subcontractor will settle. If such other contractor or subcontractor shall assert any claim against the Town of Branford on account of any damage alleged to have been so sustained, the Town of Branford shall notify the contractor, who shall defend at no expense to the Town of Branford any suit based upon such claim, and if any judgment or claim against the Town of

Branford shall be allowed the contractor shall pay or satisfy such judgment or claim and pay all costs and expenses in connection therewith.

ARTICLE 37 – CONTRACTOR

1.) Only one contractor is recognized as a party to this contract. Where the term "contractor" is used, reference is made to the contractor mentioned in the agreement.

2.) It is understood that, except as otherwise specifically stated in the contract documents, the contractor shall provide and pay for all material, labor, tools, equipment, transportation, superintendence, all other services, facilities and costs of every nature whatsoever, necessary to execute and complete the entire work to be done under the contract documents and deliver it complete in every respect.

ARTICLE 38 – SUPERINTENDENCE BY CONTRACTOR

The contractor shall give his personal superintendence to the work and have a competent superintendent/foreman satisfactory to the Town of Branford on the work at all times during progress with authority to act for them. The contractor shall also provide adequate staff for the proper coordination and expediting of his work. The foreman shall not be changed except with the consent of the

Town of Branford. The contractor shall be solely responsible for the performance of the work in a manner that will not result in injuries to the property or person of others.

ARTICLE 39 – COMMUNICATIONS

1.) All notices, demands, requests, instructions, approvals, and claims must be in writing.

2.) Written status reports will be required of the contractor monthly.

3.) Any notice to or demand upon the contractor shall be sufficiently given if delivered at the office of the contractor specified in the bid or at such other office as the contractor may from time to time designate to the Chief of Police, in writing, or deposited in the United States Postal Service in a sealed, postage-paid envelope, or if delivered with charges prepaid, to any telegraph company for transmission, in each case addressed to such office.

4.) All papers required to be delivered to the Branford Police Department shall, unless otherwise specified in writing to the contractor, to be delivered to:

Chief of Police

Branford Police Department

33 Laurel Street

Branford, CT 06405

ARTICLE 40 – CHANGES IN WORK

1.) The Branford Police Department may make changes to the contractor’s work, including alterations, additions, or omissions, without invalidating the contract or releasing the sureties of the bonds. All such work shall be performed under the conditions of the original contract.

2.) Except for minor modifications in the work not involving extra cost or additional time and not inconsistent with the purpose of the project and except in an emergency endangering life or property, no extra work or change shall be made except in pursuance of a written order from the

Town of Branford authorizing the extra work or change, and no claim for an addition to the contract amount shall be valid unless so ordered.

3.) The Chief of Police shall have the authority to change brands specified when no extra cost is involved.

ARTICLE 41 – SPECIFICATIONS

1.) Except for the contractor's executed set, all programs and schedules are the property of the Town of Branford. The Town of Branford will furnish the contractor without charge two sets of the specifications. Additional sets will be furnished upon request at a cost determined by the Town of

Branford. Such documents are not to be used on other work and all sets regardless of condition shall be returned to the Town of Branford upon request at the completion of the work or termination of the contract.

2.) Where equipment or material requiring approval is made up of component parts also requiring approval, the submission must be forwarded as a whole.

ARTICLE 42 – REMOVAL OF DEBRIS, CLEANING, AND SUCH OTHER WORK

The contractor shall remove and properly dispose of the resulting dirt and debris as directed during the progress of the work. Upon completion of the work, the contractor shall remove all equipment and unused material provided for the work and put the building and premises in a neat and clean condition and do all cleaning and washing required by the specifications.

ARTICLE 43 – CARE OF WORK

1.) The contractor shall be responsible for all damage to people or property that occurred because of his fault or negligence in connection with the prosecution of the work and shall be responsible for the proper care and protection of all material delivered and work performed.

2.) In an emergency affecting the safety of life or property, including adjoining property, the contractor is authorized to act at his discretion to prevent such threatened loss or injury, and he shall act without special instructions or authorization from the Branford Police Department. Any compensation claimed by the contractor on account of such emergency work shall be determined by the Town of Branford.

3.) The contractor shall take adequate precautions to protect existing sidewalks, curbs, pavements, utilities, adjoining property, and such incidentals and to avoid damage thereto. The contractor shall completely replace or repair all damage or loss or theft caused by his/her operations at no additional expense to the Town of Branford.

ARTICLE 44 – USE OF PREMISES

1.) The contractor shall confine his apparatus, storage of material and custodial operations to the limits indicated by ordinances or permits or as may be directed by the Chief of Police and shall not unreasonably encumber the premises with his material.

2.) The contractor shall enforce any instructions of the Chief of Police regarding signs, advertising, fires, danger signals, barricades, and smoking.

ARTICLE 45 – SUBCONTRACTORS

The contractor shall not award any work to any subcontractor. The contractor shall be fully responsible to the Town of Branford for the acts and omissions of people directly employed by him and shall hold the

Branford Police Department harmless from all claims arising out of such acts and omissions.

1.) Hold Harmless Requirements

a. The contractor shall, at all times, indemnify and save harmless the Town of Branford, the

Branford Police Department, its officers, agents, and servants on account of any and all claims, damages, losses, litigation expense, counsel fees and compensation arising out of injuries (including death) sustained by or alleged to have been sustained by the public, any or all persons affected by the contractor’s work, or by the contractor, any subcontractor, material, personnel or anyone directly or indirectly employed by them or any one of them while engaged in the performance of this contract. The Town of Branford and Branford

Police Department shall be named as an additional insured on said policy of public liability insurance to cover all claims against the Town of Branford arising out of said contract.

ARTICLE 46 – WAGE RATES

There shall be paid each laborer or crafts person of the contractor engaged in work on the project under this contract, not less than the minimum hourly wage rates by the contractor determined by the State of

Connecticut, as prevailing in the industry for various classifications of work to be performed.

ARTICLE 47 – ANTI-DISCRIMINATION ACT

The contractor agrees and warrants that in the performance of this contract he will not discriminate or permit discrimination against any person or group of persons on the grounds of sex, race, color, religion, or national origin or in any manner prohibited by the laws of the United States or of the State of

Connecticut.

ARTICLE 48 – PERSONNEL SECURITY BACKGROUND CHECKS

A police verification of each contractor's employee working on town property as to the absence of any record reflecting morality, felony, drug, or other types of arrests that would be detrimental to the town and its population. The minimum acceptable police check shall be from the employee's community in which he resides, provided the law does not prohibit same.

ARTICLE 49 – COMPLIANCE WITH FEDERAL AND CONNECTICUT LABOR AND EMPLOYMENT

LAWS

The contractor agrees to comply with all United States Federal and State of Connecticut labor and employment laws concerning the hiring, compensation and immigrant or visa status of its employees that will be used at Branford Police Department facilities for cleaning. In connection with the foregoing obligation to comply, the contractor acknowledges and agrees that it is wholly responsible for completing and maintaining records of Form I-9 (Employment Eligibility Verification form) in accordance with all applicable requirements for each of its employees used in connection with its cleaning of Branford Police

Department facilities.

ARTICLE 50 – INSURANCE REQUIREMENTS

The contractor shall agree to maintain in force at all times during which services are to be performed the following coverages and shall name the Branford Police Department as an additional insured on a primary and non-contributory basis to the contractor’s Commercial General Liability and Automobile

Liability policies. These requirements shall be clearly stated in the remarks section on the contractor’s Certificate of Insurance. Insurance shall be written with carriers approved in the State of

Connecticut and with a minimum Best’s Rating of “A VIII-“. In addition, all carriers are subject to approval by the Branford Police Department.

General Liability Each Occurrence $1,000,000 General Aggregate $2,000,000 Products/Completed Operations

Aggregate $2,000,000

Excess/Umbrella Liability Each Occurrence $1,000,000 Aggregate $1,000,000

Professional Liability Each Occurrence $1,000,000

Aggregate $1,000,000

Cyber Liability Each Occurrence $1,000,000

Aggregate $1,000,000

Worker’s Compensation and Employer’s Liability

Worker’s Compensation Statutory Limits

EL Each Occurrence $500,000

EL Disease Each Employee $500,000

EL Disease Policy Limit $500,000

Commercial Liability General Aggregate $2,000,000

Automobile Liability $1,000,000

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting periods for claims for the policy in effect during the contract for two (2) years from the completion date.

1.) Cyber Liability is required if the contractor is on Town of Branford networks or houses Town of Branford information on their network.

2.) Worker’s Compensation is required if employees conduct work on the premises of Town of

Branford property.

The Town of Branford shall be certificate holders and an additional insured on the Commercial General

Liability Policy, and if applicable the Automobile Liability Policy. The firm selected will be required, for the length of the engagement, to furnish the Town of Branford with a current certificate of insurance and a copy of the endorsement or policy wording, adding the Town of Branford as additional insured, as evidence that it has complied with the obligations under this section of the agreement. In addition, the selected firm shall require its subcontractors, if any, to meet the same insurance requirements and to furnish the Town of Branford with similar evidence of compliance with this obligation.

A thirty (30) day “Notice of Cancellation” or change in limits is required to be furnished to the Town of

Branford. The Contractor is responsible for the payment of all insurance premiums. Original, completed

Certificates of Insurance must be presented to the Town of Branford prior to purchase order/contract issuance. Bidder/Contractor/Vendor agrees to provide replacement/renewal certificates at least thirty

(30) days prior to the expiration date of the policies. Should any policy be cancelled for nonpayment of premium, ten (10) days written notice must be provided to the Town of Branford. Should any of the policies be cancelled for other reasons, limits reduced or coverage altered, thirty (30) days’ written notice must be given to the Town of Branford.

In the event the form of any policy or certificate or the amount of insurance of the companies writing same are not satisfactory to the Town of Branford, the contractor shall secure other policies or certificates in form and amount and with companies satisfactory to the Town of Branford. The contractor shall not cause policies to be canceled or permit them to lapse, and all insurance policies shall include a clause to the effect that the policy shall not be subject to cancellation or a reduction in the required limits of liability or amounts of insurance until notice has been sent by registered mail to the Branford Police

Department stating when, not less than ten (10) days thereafter, such cancellation or reduction shall be effective. All certificates of insurance shall contain true transcripts from the policy, authenticated by the proper officer of the insurer evidencing those insured, the extent of the insurance, the location and operations to which the insurance applies the expiration date and the above-mentioned notice of cancellation clause. All policies and certificates by accepted successful bidder/contractor shall be delivered to the Town of Branford immediately before preparation of the contract. All policies and certificates shall be filed with the Town of Branford. All the insurances specified in this contract shall be provided by the contractor at no additional expense to the Town of Branford.

ARTICLE 51 – ASSIGNMENT

Neither this contract nor any part thereof shall be assigned by the contractor to any person, firm, or corporation.

ARTICLE 52 – WORK PERFORMED AFTER REGULAR WORKING HOURS

Any work necessary to be performed after regular working hours, on Saturdays, Sundays, or legal holidays shall be performed without additional expense to the Branford Police Department.

ARTICLE 53 – RIGHT OF PARTIES TO TERMINATE CONTRACT

This agreement may be terminated by either party sixty (60) days after delivery of notification by certified mail.

ARTICLE 54 – SPECIFICATIONS FOR CLEANING MATERIALS

Proposal submitters are required to identify the cleaning materials that their firm will use.

ARTICLE 55 – EMAIL ADDRESSES AND PHONE NUMBERS FOR COMMUNICATION

The contractor is required to supply email addresses and phone numbers for communication with the

Town of Branford. The Town of Branford will submit a list of email addresses and phone numbers to be used by contractors in working on schedules, problems, and their resolution. The contractor must have their email address read on a regular basis throughout the regular workday.

ARTICLE 56 – CLEANING LOGBOOK

The manager of the facility in conjunction with their custodian will make a Cleaning Logbook available for the facility. This Cleaning Logbook will be kept in the contractors designated storage area in the

Branford Police Department. The contractor will use this logbook to note problems that need to be corrected. In conjunction with ARTICLE 54 – SPECIFICATIONS FOR CLEANING MATERIALS, the logbook may be referenced in email messages from the Branford Police Department and/or the contractor concerning the same issues.

ARTICLE 57 – OSHA LOGBOOK

The contractor is required to keep an OSHA Logbook detailing the Material Safety Data (MSD) Sheets

(now updated to Safety Data Sheet) for all chemicals and substances used by the contractor to clean the facility. This OSHA Logbook is to be kept in the designated storage area for the contractor in the Branford

Police Department.

ARTICLE 58 – MOVING FURNITURE

The contractor is required to move furniture and replace it in its original positions during major cleaning or floor refinishing. No Town of Branford or Branford Police Department employees are to be involved in assisting the contractors.

ARTICLE 59 – PROHIBITION OF CHILDREN OR OTHER NON-CONTRACTOR EMPLOYEES

ALLOWED IN FACILITIES

The contractors are to ensure that only contractor employees are permitted in the Branford Police

Department.

ARTICLE 60 – ESCALATION PROCESS

In conjunction with ARTICLE 54 – SPECIFICATIONS FOR CLEANING MATERIALS and ARTICLE 55 –

EMAIL ADDRESSES AND PHONE NUMBERS FOR COMMUNICATION, the Branford Police Department expects that the contractor will do everything possible to resolve issues noted either in the Cleaning

Logbook or via email communication. If the same issue is noted three times and has not been resolved, the following escalation process will be implemented:

1.) The contracted custodian will telephone the contractor’s representative and request their involvement in resolving the situation.

2.) Should the situation continue another day, the Chief of Police or their appointed designee of the facility will telephone the contractor’s representative and request a meeting to resolve the situation.

3.) Should the situation continue another day, the Chief of Police will contact the contractor and request a meeting to resolve the situation.

4.) Should the situation continue another day, ARTICLE 23 – RIGHT OF THE BRANFORD POLICE

DEPARTMENT TO TERMINATE CONTRACT, will be invoked and the contract terminated.

ARTICLE 61 – TERMS

1.) Contract Price

a. Prices must remain firm during the contract period. Price reductions may be made at any time. Price increases shall not be granted unless specifically allowed in this contract and described in a document signed by both parties.

2.) Contract Amendments

a. Any changes to the agreement will be made in the form of a written amendment signed by both parties.

3.) No Joint Venture

a. Nothing contained in this contract shall be construed as creating a joint venture, partnership, or employment relationship among the parties hereto, nor shall any party have the right, power, or authority to create any obligation or duty, express or implied, , on behalf of any other party.

4.) Indemnification

a. The contractor hereby agrees to indemnify and hold the Town of Branford and Branford

Police Department, its agents, employees, public officials and representatives harmless from any and all claims, causes of action, demands for damages, or liabilities of any kind, including the reasonable costs to defend such action regardless of whether such action is successful or not, brought by any person or entity whatsoever, arising from any act, error, or omission of the contractor and or its employees during or resulting from contractor’s activities (including those of its subcontractors) under this contract.

5.) Notice of Litigation

a. The contractor agrees to notify the Town of Branford and the Branford Police Department if the contractor is, or has a reasonable cause to expect to be, subject to litigation which might adversely affect the contractor’s ability to perform the agreed services or affect the contractor’s financial capacity.

BID PROPOSAL FORM

Contract Cleaning and Custodial/Janitorial Services (Branford Police Department)

The Branford Police Department is seeking bids for cleaning/janitorial/custodial services at the Branford Police

Department Headquarters located at 33 Laurel Street, Branford, Connecticut 06405 for the remaining fiscal year beginning April 1 , 2026, and ending June 30, 2026. The Town of Branford reserves the right to extend the contract in additional one (1) year terms without requesting new Bids, upon the recommendation of the Branford Police

Department and approval of the Board of Selectmen. The prices for the extension must be given with this Bid.

Bidders are also responsible for attending the pre-bid conference on March 13, 2026, and site examination with the

Chief of Police or their designee.

COMPANY NAME:…