FURNISH_PLAYGROUND_SAFETY_SURFACE_AND_MULCH.pdf

INVITATION TO BID

22/23-53

FURNISH PLAYGROUND SAFETY SURFACE AND MULCH

Town of Manchester

Lincoln Center

Manchester, CT 06040

RELEASE DATE: February 16, 2023

DEADLINE FOR QUESTIONS: February 23, 2023

RESPONSE DEADLINE: March 2, 2023, 11:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/townofmanchester https://secure.procurenow.com/portal/%7bproject.government.code%7d

Town of Manchester

INVITATION TO BID

22/23-53

FURNISH PLAYGROUND SAFETY SURFACE AND MULCH

I. Introduction II. Instructions to Bidders

III. Standard Instructions-Supplies, Materials & Eqpt IV. Project Details V. Vendor Submissions

VI. Pricing Table

Invitation To Bid #22/23-53 Title: FURNISH PLAYGROUND SAFETY SURFACE AND MULCH

1. INTRODUCTION

1.1. Summary

Furnish and deliver Safety Surface Material and Wood Mulch products. Seasonal deliveries will be made between April 1, 2023 and December 31, 2023.

1.2. Contact Information

Cora Narracci

Purchasing Agent

494 Main Street

Purchasing Department

Manchester, CT 06040

Email: cnarracci@manchesterct.gov

Phone: (860) 647-3033

Department:

Public Works

Department Head:

Tim Bockus

Director

1.3. Timeline

Release Project Date February 16, 2023

Question Submission Deadline February 23, 2023, 4:30pm mailto:cnarracci@manchesterct.gov tel:(860)647-3033

Submission Deadline March 2, 2023, 11:00am

Join Zoom Meeting https://us06web.zoom.us/j/82350455534?pwd=bXJ

Yelk4OFBRNjByejYzZlhYWm1kZz09

Meeting ID: 823 5045 5534

Passcode: asEJ9s

One tap mobile

+16465588656,,82350455534#,,,,*112452# US

(New York)

+16469313860,,82350455534#,,,,*112452# US

Dial by your location

+1 646 558 8656 US (New York)

+1 646 931 3860 US

+1 301 715 8592 US (Washington DC)

+1 305 224 1968 US

+1 309 205 3325 US

+1 312 626 6799 US (Chicago)

+1 507 473 4847 US

+1 564 217 2000 US

+1 669 444 9171 US

+1 689 278 1000 US

+1 719 359 4580 US

+1 720 707 2699 US (Denver)

+1 253 205 0468 US

+1 253 215 8782 US (Tacoma)

+1 346 248 7799 US (Houston)

+1 360 209 5623 US

+1 386 347 5053 US

Meeting ID: 823 5045 5534

Passcode: 112452

Find your local number:

https://us06web.zoom.us/u/kbAjJqVmvg https://us06web.zoom.us/j/82350455534?pwd=bXJYelk4OFBRNjByejYzZlhYWm1kZz09 https://us06web.zoom.us/j/82350455534?pwd=bXJYelk4OFBRNjByejYzZlhYWm1kZz09 https://us06web.zoom.us/u/kbAjJqVmvg

2. INSTRUCTIONS TO BIDDERS

2.1. INSTRUCTIONS TO BIDDERS

In accordance with the provisions of the Town Charter, sealed proposals will be received not later than the date and time set forth above, for furnishing the commodities and/or services listed herein.

Proposals must be executed in accordance with and subject to instructions and specifications contained herein.

The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order

11246. By submitting the Proposal for this bid, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.

2.2. ELECTRONIC BIDDING INFORMATION

Important Instructions for Electronic Submittal

Specifications and bid forms must be obtained online at Town of Manchester Procurement Portal

(opengov.com). The exclusive means by which all prospective bidders may obtain bid packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.

Bids may be received up to the deadline date and time listed in the solicitation documents, via the

Town’s e-Procurement Portal. The Town 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 Manchester strongly recommends completing your response well ahead of the deadline.

Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your 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 Town of Manchester Procurement Portal

(opengov.com).

Submitting Questions and Receiving Responses

Bidders shall submit all inquiries regarding this bid via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s 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.

When applicable, state bids will be considered for this service.

The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester

Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.

An Equal Opportunity/Affirmative Action Employer

2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.

2.4. GENERAL RULES

1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing

Authority may insert special instructions in any special contracts which are subject to competitive bidding.

2. The proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this bid. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the Manchester Charter, Code of Ordinances, and

Purchasing Guidelines. By bidding on the proposed purchase or service, the bidder agrees to such terms, provisions, and conditions.

3. The Town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting bid documents.

4.This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

5. Bid prices may not be withdrawn by bidder for 90 days after bid opening.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of bids received later than the time and date set for bid opening will not be considered.

7. All bids shall be opened via a virtual meeting link posted and read aloud. All bids shall be tabulated and copies of said tabulation shall be posted on the website

8. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

9. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.

10. The Bidder, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.

11. Bidders shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to bid prices when paid within the stated number of days in the proposal.

12. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the

OpenGov portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any bidder or prospective bidder against the Town.

12A. The Town reserves the right to reject any and all bids, to waive technical defects and to make such awards including accepting a bid, although not the low bid, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any bid if the bidder, any officer of the bidder, or any other company owned in whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes or fees owed to the Town. The Town reserves the right to require a disclosure statement from the bidder listing the name(s) of all officers of the company.

12B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.

13. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any bid if the bidder fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the bid is conditional in nature.

14. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Invitation to Bid, Specifications, Plans, Bid including Proposal form and these Rules and

Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.

15. All Invitations to Bid shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.

16. Bids shall be made available on the Town of Manchester Purchasing Web Site via the Bidding site.

17. Alternate bids shall not be accepted unless otherwise specified in the bid documents.

18. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any bid or bids submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

19. In the event that any bidder wishes to protest the potential award of a bid, the bidder must make it’s protest in writing identify the protesting party and the bid number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester Purchasing

Office, within FIVE (5) business days after the award decision.

20. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing

Department and the General Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.

21. In the event that any protesting bidder wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the

Purchasing Authority pursuant to paragraph 1 herein.

22. Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

23. All Awards shall be made by the Purchasing Authority.

2.5. Bid Opening Information

Bid responses will be received by 11:00 am on Thursday, March 2, 2023

Bid openings will be held virtually through Zoom.

ZOOM meeting instructions are as identified in the Introduction Section above.

The virtual bid opening will be exactly the same as a regular bid opening – Purchasing staff will open the bids and read the results out loud. Results are not final until reviewed, tabulations compiled and then posted/distributed to participants. In addition, the requesting department will recommend an award after a complete review of the submissions.

3. STANDARD INSTRUCTIONS-SUPPLIES, MATERIALS & EQPT

These instructions are standard for all proposals issued by the Town of Manchester, Connecticut, for the purchase of all supplies, materials, and equipment. The Town of Manchester may delete, supersede, or modify any of these standard instructions for a proposal by indicating such change in the section headed

“Special Instructions to Bidders.”

1. Unless otherwise stated, deliveries must consist of new merchandise.

2. Prices quoted shall be net delivered prices to the Town.

3. The Town may withhold acceptance of, or reject any merchandise which found, upon examination, not to meet the specifications’ requirements. When rejected, it shall be removed by the Contractor

(vendor) within ten (10) days after notification of rejection.

4. When the schedule indicates that an item to be purchased is to be specified, or equal, the bidder may offer an article which is certified to be equal in quality, performance, and in other essential characteristics to the bid standard. Bidder must furnish any information, such as specifications, test results, etc., which will help in determining whether an item is equal or superior to the Town’s bid standard. If a bidder fails to name a substitute, the specified item must be furnished.

5. Bidders agree to comply with all of the latest Federal and State safety standards and regulations and certify that all items furnished in this bid will conform to and comply with said standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for all damages assessed against the Town as a result of the bidder’s failure to comply with said Standards and/or Regulations.

6. The Town reserves the right to make an award by item or total as may be in the best interest of the

Town. If a Bidder desires to bid on an “all or nothing” basis, he shall so indicate on the bid schedule and the Town reserves the right to make an award as may be in the best interest of the Town.

7. The Bidder shall pay all royalties and license fees. He shall defend all suits or claims for infringement of any patent rights and shall save the Town of Manchester harmless from loss on account thereof except that the Town of Manchester shall be responsible for all such loss when a particular manufacturer, product, or process is specified by the Town of Manchester.

4. PROJECT DETAILS

4.1. PLAYGROUND SAFETY SURFACE AND MULCH PRODUCTS

Playground Safety Surface Material

The Playground Safety Surface Material is to consist of North American Hardwoods. The material must not include waste wood, recycled wood, wood containing paint or other treatment, wood from pallets, twigs, bark leaf debris or other organic material. The material shall be a randomly sized mix of wood fibers approximately ten times longer than wide. The safety surface must meet or exceed Consumer

Product Safety Commission (CPSC) guidelines and American Society for Testing (ASTM) standards for playground safety surfacing.

The total estimated annual quantity for Playground Safety Surface Material is 80 Cubic Yards

4.2. MULCH

The mulch shall be cocoa brown in color, double ground and made from non-treated wood waste, recycled trees and/or recycled tree stumps.

The total estimated annual quantity for Mulch is 300 Cubic Yards

4.3. INSPECTION AND DELIVERY

The Town reserves the right to inspect the products before an award is made.

The material must be delivered within seven (7) working days of the date of order. The material will be delivered to various sites throughout Manchester. Sites will be specified at the time the order is placed.

Bid prices shall be net delivered to the Town. The Town will not pay additional freight charges or surcharges, including for energy or fuel.

4.4. CONTRACT TERM

The term of the contract will be from May 1, 2023 up to and including April 30, 2024. The Town has the right to terminate with a thirty (30) day written notice.

All bid prices must remain in effect for the contract period.

4.5. CONTRACT EXTENSION

The contract shall include an option whereby it may be extended on a yearly basis beyond its original term for a period of three (3) additional years. The extension of the contract shall be by mutual agreement of both the contractor and the Town and shall commence four (4) months prior to the date the contract is due to expire. If agreed by both parties, said adjustment shall be made on the following basis:

1. The price adjustment shall be equal to the percentage increase or decrease in the Bureau of Labor

Statistics Consumer Price Index, (Base 82-84-100) all Urban Consumers, before season adjustment.

Adjustments will be made yearly to bid prices beginning at the anniversary date of the contract.

Fractions of one percent (1%) will be carried to one place after the decimal only.

2. A review of the Consumer Price Index all Urban Consumers, not seasonably adjusted, will be made for the latest twelve-month period available, four (4) months prior to the anniversary date. The price adjustment, either up or down, will be effective on the anniversary date through the ensuing twelve months if the contract is extended beyond its original term. For example, the adjustment for a contract year beginning January 1, 2023, will be calculated based upon the Consumer Price Index information available on September 1, 2022. Adjustments for years following the first-year extension will be made in the same manner based upon the adjusted bid price of the previous year. The contractor hereby agrees to accept payment adjusted in this manner as full compensation for services rendered.

5. VENDOR SUBMISSIONS

5.1. Bid Requirements*

Did you read through the entire solicitation and confirm that you met all of the bid requirements therein?

☐ Yes

☐ No

*Response required

5.2. Addenda *

This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

☐ Please confirm

*Response required

5.3. Document Uploads

Please upload any required information in this section.

5.4. Vendor Information *

Please provide your Company Name

Your Company Address

Your Company's FEIN number

Main Contact Name and Title

Telephone Number

Email Address

*Response required

6. PRICING TABLE

PLAYGROUND SAFETY SURFACING

PLEASE BID A DELIVERED PRICE

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

1 5-9 Cubic Yards, Delivered

1 CY

2 10-19 Cubic Yards, Delivered

1 CY

3 20-39 Cubic Yards, Delivered

1 CY

4 40-74 Cubic Yards, Delivered

1 CY

5 75-100 Cubic Yards, Delivered

1 CY

6 Over 100 Cubic Yards, Delivered

1 CY

TOTAL

MULCH

PLEASE BID A DELIVERED PRICE

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

7 5-9 Cubic Yards, Delivered

1 CY

8 10-19 Cubic Yards, Delivered

1 CY

9 20-39 Cubic Yards, Delivered

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

10 40-74 Cubic Yards, Delivered

1 CY

11 75-100 Cubic Yards, Delivered

1 CY

12 Over 100 Cubic Yards, Delivered

TOTAL