FIRE_APPARATUS_EMERGENCY_VEHICLE_MAINTENANCE_&_REPAIR_SERVICES.pdf

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Town of Waterford

REQUEST FOR PROPOSAL

RFP# 24-022

FIRE APPARATUS/EMERGENCY VEHICLE MAINTENANCE & REPAIR

SERVICES

RELEASE DATE: March 13, 2025

RESPONSE DEADLINE: April 10, 2025, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #RFP# 24-022 Title: FIRE APPARATUS/EMERGENCY VEHICLE MAINTENANCE & REPAIR SERVICES

Table Of Contents

1. SCOPE OF WORK

2. FORMAT OF PROPOSAL

3. QUESTIONS CONCERNING THIS RFP

4. SPECIAL TERMS AND CONDITIONS

5. ACCEPTANCE PERIOD

6. ADDENDA TO THE RFP

7. THE CANDIDATE

8. ASSIGNMENT AND AWARD OF CONTRACT

9. FEDERAL, STATE AND LOCAL LAWS

10. RIGHT TO ACCEPT / REJECT

11. INSURANCE REQUIREMENTS

12. VENDOR QUESTIONNAIRE

1. SCOPE OF WORK

1.1. Introduction

It is the intent of these specifications to obtain a qualified vendor that is able to provide fire apparatus and emergency vehicle repairs and maintenance services for the Town of Waterford Fire Department. The Town intends to award a bid to the most responsive and responsible bidder that can deliver services as described herein and that meets the demand of our fleet and these specifications. Additionally, the Town hereby approves the use of this bid document by other fire departments in Connecticut.

1.2. Contract Period and Pricing

The contract period for this bid shall be three (3) years, if mutually agreed upon by the Town and bidders, the contract may be extended for two one (1) year renewals. If a contract extension is awarded beyond three (3) years, increased costs shall be negotiated with the town.

1.3. General

• The successful bidders will be able to provide a complete service, which includes changing of fluids, filters, chassis lubrication, complete inspection and reporting.

• Work on Town of Waterford Fire Department apparatus may be performed in one of the fire stations and or in a heated facility operated by the successful bidders.

• Overnight secured storage shall be mandatory (NO EXCEPTION).

• The successful bidders shall be capable of picking up fire apparatus from each station, drive the apparatus to the location where repairs and or maintenance will be performed and delivering the apparatus back to the station of origin.

• Any representative from the successful bidders that is assigned to pick up and deliver a Town of

Waterford Fire Department apparatus shall possess a valid Operator’s License required State of CT

Department of Motor Vehicles (DMV) with such endorsements as required by CT General Statutes and or DMV Regulations.

• Regarding fluids, it is the responsibility of the successful bidders to appropriately dispose of any and all fluids that may be changed during maintenance.

• The successful bidders shall maintain a full-service facility with a CT DMV General Repair License

(License # to be supplied with Bid).

• Certificate of Insurance shall be provided and compliant with Town minimums.

• The repair facility shall be located within 20 miles from the Town of Waterford.

• The successful bidders shall provide 24-hour emergency service.

• All technicians shall be certified as “Emergency Vehicle Technicians”, proof is required.

• Apparatus inspectors shall meet the Code of Federal Regulations 396.25

1.4. Specifications

The Town of Town of Waterford Fire Department requires the successful bidders to provide the following services.

• Conduct annual CT DMV DOT apparatus inspections in accordance with CT General Statutes, “An Act

Concerning Municipal Fire Apparatus Safety & Testing.” A list must cite items covered in the DOT inspection.

• Annual chassis service; a list shall cite items covered in this service.

• Conduct annual Pump Testing in accordance with NFPA 1911; a copy of the testing form shall be provided with the bid package. Form shall meet NFPA and ISO standards.

• Conduct general maintenance and repairs on:

o fire apparatus, fire pumps and related systems and components o hydraulic systems and related components o aerial devices and related systems and components o electrical systems, HVAC systems, chassis and related systems and components o electrical systems and related components on fire apparatus o emergency warning light and siren systems on fire apparatus

• Coordinate with warranty or third-party service providers

• Provide OEM computerized engine diagnostic; the provider shall supply specific software capabilities.

• Must have the on-site ability and capacity to lift and service tri-axle vehicles up to 108,000 lbs.

• Conduct road testing of apparatus pre and post repairs

• All tools and equipment necessary to perform specific work shall be supplied by the successful bidders

• The successful bidders shall work in cooperation and collaboration with mechanics assigned to the

Town of Waterford Public Works Department If needed.

DEPARTMENT APPARATUS

The following apparatus is currently in-service within the Town of Waterford Fire Department.

Company 1

Engine W-11 2014 Emergency-One 1,500gpm Pumper

Ladder W-15 2016 Pierce 100’ Aerial Ladder/Quint 2000gpm

Utility W-16 2018 Ford F350 Utility

Company 2

Engine W- 21 2006 Ferrara Igniter Custom 1,500gpm Pumper

Brush W-23 2006 Ford F550 Brush Truck

Engine W-25 2016 Spartan Gladiator Tele Squirt 1,500gpm Pumper

Utility W-26 2006 Ford F350 Pick-up Truck

Company 3

Engine W-31 2014 KME Custom 1,500gpm Pumper

Engine W-32 1998 Spartan 1,500gpm Pumper

Utility W-34 2012 Ford F450 Utility

Utility W-36 2007 Ford F350 Pick-up Truck

Company 4

Engine W-41 2018 Spartan Metrostar 1,500gpm Pumper

Engine W-42 2007 Seagrave 1,500gpm Pumper

Brush W-43 2006 Ford F550 Brush Truck

Utility W-46 2020 Ford F350 Utility

Company 5

Engine W-51 2016 Emergency-One 1,500gpm Pumper

Brush W-53 2009 Ford F550 Super Duty

Ladder W-55 2004 Sutphen 75’ Tower Ladder/Aerial

Utility W-56 2011 Ford F350 Utility Truck

Rescue W-57 2010 Ferrara Igniter Custom Rescue Truck

2. FORMAT OF PROPOSAL

All responses to this RFP must conform to these instructions:

2.1. Delivery of Responses

A. Responses may be received up to but not later than Thursday, April 10, 2025 at 2:00 pm via the Town's e-Procurement Portal located at https://procurement.opengov.com/portal/waterfordct. The Town's e-

Procurement Portal Clock is the official clock for the determination of all deadline dates and times.

Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The Town of Waterford strongly recommends completing your response well ahead of the deadline.

2.2. Information to be Included

Information should be complete and concise; your submittal should describe:

• A description of their business including but not limited to location, number of years in the business of providing fire apparatus and emergency vehicle maintenance and repairs.

• Kind of company, i.e., corporation, partnership or sole proprietor. If corporation, please list the names and addresses of the three (3) top corporate officers.

• List number of certified EVT’s employed by the company

• List of office and administrative staff that support the business

• List of normal business hours

• Provide a minimum of three (3) references (fire departments) with whom your company has completed similar type work within the last two (2) years

• Provide a Certificate of Insurance with a minimum of $2,000,000 coverage

All submittals should be uploaded to VENDOR QUESTIONNAIRE under "Candidate's Proposal".

2.3. Fee Proposal

Submit and upload your fee proposal/fee schedule using the online upload under VENDOR QUESTIONNAIRE under "Candidate's Proposal".

Each bidder shall include in their submission the following:

• Regular hourly rate for all repairs and maintenance

• Emergency hourly labor rate, after hours and holidays https://procurement.opengov.com/portal/waterfordct https://procurement.opengov.com/portal/waterfordct/projects/149466/document?section=1353813 https://procurement.opengov.com/portal/waterfordct/projects/149466/document?section=1353813

• Any other fees the successful bidder may charge shall be detailed

2.4. Exemptions

The Town of Waterford is exempt from paying excise, transportation and sales taxes imposed by the Federal

Government and/or the State. Such taxes must not be included in prices. No exemption certificates are required and none will be issued.

2.5. Bonds

When applicable, each bid must be accompanied by a bid bond payable to the Town for five percent (5%) of the total amount of the bid. The bid bond of the successful bidder will be retained until the payment bond and performance bond have been executed and approved, after which it will be returned. A certified check may be used in lieu of a bid bond. The Town of Waterford will not be liable for the accrual of any interest on any certified check submitted.

When applicable, 100% Performance and Payment bonds are required of the successful bidder. This bond shall cover all aspects of the specification and shall be delivered to the Purchasing Agent prior to the issuance of a purchase order. This submission must be received within five days of contract award. Bonds must meet the following requirements: Corporation - must be signed by an official of the corporation above their official title and the corporate seal must be affixed over the signature; Firm or Partnership - must be signed by all the partners and indicate they are “doing business as”; Individual - must be signed by the owner and indicated as

“Owner”. The surety company executing the bond or countersigning must be licensed in Connecticut and an official of the surety company must sign the bond with the corporate seal affixed over their signature. Signatures of two witnesses for both the principal and the surety must appear on the bond. Power of attorney for the official signing the bond for the surety company must be submitted with the bond. The

Performance and Payment Bonds will be returned upon completion and acceptance of the job.

2.6. Prevailing Wage Rates

IF APPLICABLE the Bidder, when applicable, agrees to pay its labor force Prevailing Wage Rates and to comply with all Laws, Regulations and Ordinances regarding these wage rates and the recording of them set forth by the Connecticut Department of Labor. See Schedule in bid packet.

3. QUESTIONS CONCERNING THIS RFP

Questions concerning this Request for Proposal must be submitted through the Town’s e-Procurement Portal located at https://procurement.opengov.com/portal/waterfordct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City e-Procurement Portal. Bidders may also click

“Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Questions must be received no later than Thursday, April 3, 2025 at 3:30 pm. Responses/further information will be published in the form of an addendum and posted to the Town of Waterford’s e-Procurement Portal located at: https://procurement.opengov.com/portal/waterfordct no later than Friday, April 4, 2025 at 3:30

pm. Failure to comply with these conditions will result in the Candidate waiving the right to dispute the bid specifications and conditions.

4. SPECIAL TERMS AND CONDITIONS

General Conditions

RFP General Conditions are included and made a part of this RFQ.

Changes and Interpretations

It is the sole responsibility of each firm to notify the Buyer utilizing the question / answer during the pre-proposal conference and/or site visit and request modification or clarification of any ambiguity, conflict, discrepancy, omission or other error discovered in this competitive solicitation. Requests for clarification, modification, interpretation, or changes must be received prior to the Question and Answer (Q & A)

Deadline. Requests received after this date may not be addressed.

Changes and Alterations

Consultant may change or withdraw a Proposal at any time prior to Proposal submission deadline; however, no oral modifications will be allowed. Modifications shall not be allowed following the Proposal deadline.

Proposer’s Costs

The Town shall not be liable for any costs incurred by proposers in responding to this RFQ.

Pricing/Delivery

All pricing should be identified within the contractor’s bid. Failure to identify pricing and provide costs as requested in this RFP may deem your proposal non-responsive.

Contractor must quote a firm, fixed price for all services stated in the RFP. All costs including travel shall be included in your proposal. The Town shall not accept any additional costs including any travel associated with coming to the Town of Waterford.

Prices proposed shall be valid for at least Ninety (90) days from time of RFP opening unless otherwise extended and agreed upon by the Town and proposer.

Invoices/Payment

The Town will accept invoices when work has been completed. Each invoice shall fully detail the related costs and shall specify the status of the particular task or project as of the date of the invoice. Payment will be made within thirty (30) days after receipt of an invoice acceptable to the Town. If at any time during the contract, the Town shall not approve or accept the Contractor's work product, and agreement cannot be reached between the Town and the Contractor to resolve the problem to the Town’s satisfaction, the Town shall negotiate with the Contractor on a payment for the work completed and usable to the Town.

Mistakes

The consultant shall examine this RFP carefully. The submission of a Proposal shall be prima facie evidence that the consultant has full knowledge of the scope, nature, and quality of the work to be performed; the detailed requirements of the specifications; and the conditions under which the work is to be performed.

Ignorance of the requirements will not relieve the consultant from liability and obligations under the Contract.

Acceptance of Proposals / Minor Irregularities

The Town reserves the right to accept or reject any or all proposals, part of proposals, and to waive minor irregularities or variances to specifications contained in proposals, which do not make the proposal conditional in nature and minor irregularities in the solicitation process. A minor irregularity shall be a variation from the solicitation that does not affect the price of the contract or does not give a respondent an advantage or benefit not enjoyed by other respondents, does not adversely affect the interests of other firms or, does not affect the fundamental fairness of the solicitation process. The Town also reserves the right to reissue a

Proposal

The Town reserves the right to disqualify Consultant during any phase of the competitive solicitation process and terminate for cause any resulting contract upon evidence of collusion with intent to defraud or other illegal practices on the part of the Consultant.

5. ACCEPTANCE PERIOD

In submitting the proposal, the Candidate agrees that the proposal will remain valid for a period of ninety (90) days after the closing date for submission, and may be extended beyond that time by mutual agreement. Prices quoted must be firm, for acceptance by the Town of Waterford for a period of ninety (90) days.

6. ADDENDA TO THE RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be provided to all prospective firms who have received the RFP documents.

Candidates are required to register for an account via the Town e-Procurement Portal hosted by OpenGov.

Once the bidder has completed registration, they will receive addenda notifications to their email by clicking

“Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/waterfordct.

7. THE CANDIDATE

The Candidate shall be thoroughly familiar with the requirements of all specifications and the actual physical conditions of the various actual and proposed project sites. The submission of a proposal shall be construed as evidence that the Candidate has examined the actual job conditions, requirements, and specifications. Any claim for labor, equipment or materials required or difficulties encountered that could have been foreseen will not be recognized.

8. ASSIGNMENT AND AWARD OF CONTRACT

The Town reserves the right to award a contract to multiple vendor's whom will best serve the interest of the Town. The Town reserves the right, based upon its deliberations and in its opinion, to accept or reject any or all proposals. The Town also reserves the right to waive minor irregularities or variations of the submittal requirements and RFP process. Lead Time will also be taken into consideration for award.

Lead times will also be considered as a criterion for bid award.

No contract may be assigned or transferred without the consent of the Purchasing Authority.

9. FEDERAL, STATE AND LOCAL LAWS

All applicable Federal, State, and local laws, and rules and regulations of all authorities having jurisdiction over the locality of the project shall apply to the contract and are deemed to be included herein.

10. RIGHT TO ACCEPT / REJECT

AFTER REVIEW OF ALL FACTORS, TERMS AND CONDITIONS, INCLUDING PRICE, THE PURCHASING

AUTHORITY OF THE TOWN OF WATERFORD RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS, OR ANY

PART THEREOF, OR WAIVE DEFECTS IN SAME, OR ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST

INTEREST OF THE TOWN OF WATERFORD.

11. INSURANCE REQUIREMENTS

Within five days of contract award, the awarded vendor shall provide a Certificate of Insurance in accordance with the following requirements:

Contractor/Vendor will agree to maintain in force at all times during which work/services are to be performed, the following minimum limits of insurance coverage. Coverage will include the bidder and all of its agents, employees and sub-contractors and other providers of services and shall name the Town of Waterford, its employees and agents as an Additional Insured on a primary and non-contributory basis to the bidder’s

Commercial General Liability and Automobile Liability policies. The insurance company(ies) must be licensed with the State of Connecticut and have a Financial Strength Rating of “A-” or higher and a Financial Size Rating of VIII or higher from A.M. Best Company.

(Minimum Limits)

General Liability*

Each Occurrence

General Aggregate

Products/Completed Operations

Aggregate

$1,000,000

$2,000,000

$2,000,000

Auto Liability* Combined Single Limit

Each Accident

$1,000,000

Umbrella*

(Excess Liability)

Each Occurrence

Aggregate

$1,000,000

$1,000,000

Professional Errors and Omissions Liability

$1,000,000 minimum

Workers’ Compensation &

Employers’ Liability

Work Comp

EL Each Accident

EL Disease Each Employee

EL Disease Policy Limit

Statutory Limits

$1,000,000

The Town of Waterford must be named as “Additional Insured” on these policies. A Certificate of Insurance documenting the coverage listed above must be presented to The Town of Waterford prior to the commencing of any work/service. The Contractor/Vendor also agrees to provide replacement and/or renewal certificates at least 30 days prior to the expiration of each policy. If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years following the completion date of the work/service. If the claims-made policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for two (2) years from the completion date.

12. VENDOR QUESTIONNAIRE

1. NON-CONFLICT AFFIDAVIT OF RESPONDENTS*

Please download the below documents, complete, and upload.

• NON-CONFLICT_AFFIDAVIT_Wate...

*Response required

2. NON-COLLUSION BID STATEMENT*

By clicking confirm, the undersigned Candidate, having fully informed itself regarding the accuracy of the statements herein, certifies that:

(1) The Proposal has been arrived at by the bidder independently and has been submitted without collusion with, and without any agreement, understanding, or planned common course of action with, any other vendor or bidder of materials, supplies, equipment, or services described in the RFP, designed to limit independent bidding or completion, and

(2) The contents of the Proposal have not been communicated by the bidder or its employees or agents to any person not any employee or agent of the bidder or its surety on any bonds furnished with the Proposal and will not be communicated to any such person prior to the official opening of the Proposal.

The undersigned bidder further certifies that this statement is executed for the purposes of inducing the Town of Waterford to consider the Proposal and make an award in accordance therewith.

☐ Please confirm

*Response required

3. AFFIRMATIVE ACTION STATEMENT*

Please download the below documents, complete, and upload.

• AFFIRMATIVE_ACTION_STATEMEN...

*Response required

4. CANDIDATE'S PROPOSAL*

Upload Candidate's Proposal

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