ITB 8911 Sand for Winter Use.pdf

THE CITY OF WATERBURY

DEPARTMENT OF PUBLIC WORKS

SAND FOR WINTER OPERATIONS

INVITATION TO BID

#8911

Sealed Bids for SAND FOR WINTER OPERATIONS will be received by the City of Waterbury at the office of the Director of Purchasing, Room 103, City Hall Building, 235 Grand Street, Waterbury, CT 06702 until 11:30 A.M. on September 2, 2026 and at that time and place will be publicly opened and read aloud. No bids will be received after 11:30 a.m. on the day the bids are to be opened.

The items to be procured consist of: Sand for Winter Operations

Bids must be enclosed in an opaque sealed envelope and plainly marked with the name of the Project Title “Sand For Winter Operations” and shall contain the name and address of the Bidder on the envelope.

Complete instructions for filing Bids are included in the Instructions to Bidders.

After review of the factors set forth in the Instructions to Bidders, the City reserves the right to reject any and all Bids, to make an award, or to decline to make an award.

Contact the Office of the Director of Purchasing, at 203-574-6748 for further information.

END OF SECTION

TABLE OF CONTENTS

SECTION 00100 - INSTRUCTIONS TO BIDDERS

SECTION 00200 – ADDENDUM ACKNOWLEDGEMENT

SECTION 00300 – BID FORM

SECTION 00400 – TECHNICAL SPECIFICATIONS

SECTION 00100

INSTRUCTIONS TO BIDDERS

ARTICLE 1. QUALIFICATIONS OF BIDDERS

1.1 In evaluating Bids, the City of Waterbury (“the CITY”) will consider the qualifications of only those Bidders whose Bids, among other factors, are in compliance with the requirements set forth elsewhere in the Bid Documents.

1.2 The City reserves the right to reject any Bid based upon Bidder’s prior history with the City or with any other party that demonstrates, without limitation, failure to perform or unsatisfactory performance in accordance with the terms of one or more contracts or purchase orders or significant failure(s) to meet contractual obligations.

ARTICLE 2. COPIES OF BID DOCUMENTS

2.1 Complete sets of Bid Documents shall be used in preparing Bids; neither the CITY nor it’s representative assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bid Documents.

2.2 The CITY and its representative in making copies of Bid Documents available do so only for the purpose of obtaining Bids on the Work and do not confer a license or grant for any other use.

ARTICLE 3. EXAMINATION OF BID DOCUMENTS AND SITE

3.1 Before submitting a Bid, each Bidder must (a) examine the Bid Documents thoroughly,

(b) familiarize itself with all Federal, State and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the Work;

and (c) study and carefully correlate the Bidder's observations and findings with the requirements of the Bid Documents.

3.2 The submission of a Bid will constitute an incontrovertible representation by the Bidder that it has complied with every requirement of this Article 3 and that the Bid Documents are sufficient in scope and detail to indicate and convey all terms and conditions necessary for the Bidder's proposed performance of the Work.

ARTICLE 4. INTERPRETATIONS

4.1 All questions about the meaning or intent of the Bid Documents must be submitted to the

CITY’s ProcureWare website by 8/21/26, 2:00PM.

4.2 The CITY will issue written clarifications or interpretations by Addenda online at the

CITY’s ProcureWare website not later than 8/25/26, 2:00PM.

Only information issued by such City written Addenda will be binding. Oral and other clarifications or interpretations will not be binding and will be without legal effect.

4.3 Each Bidder shall be responsible for determining that it has received all Addenda issued and shall acknowledge receipt of all Addenda on the Addendum Acknowledgment Form and the Bidder shall list therein all written Addenda number(s) issued by the CITY.

ARTICLE 5. PRE-BID CONFERENCE NOT APPLICABLE

ARTICLE 6. BID FORM

6.1 Each Bid shall be submitted on the Bid Form included in Section 00300 of the Bid

Documents. The Bid Form shall be removed from the Bid Documents, filled in as required below, and submitted to the CITY. Bidders must fill in all blank spaces on the Bid Form for Bid prices, including without limitation unit prices, extended prices and total price or the Bid will not be considered and shall be void.

6.2 Bid Forms shall be completed in ink. The Bid price of each item on the form shall be stated in figures. If unit prices are required on the Bid Form, discrepancies between unit prices and their respective total amounts will be resolved in favor of the unit prices.

Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum.

6.3 All names shall be typed or printed below the signature.

6.4 The name and address to which communications regarding the Bid are to be directed shall be shown.

6.5 One (1) original, one (1) paper copy, as well as a copy of the original Bid in pdf format on a CD or flash drive. Each Bid shall be submitted in a sealed opaque envelope bearing on the outside the name of Bidder, its address, and the Project Title for which the Bid is submitted. (If forwarded by mail, Bid and sealed envelope marked as described above shall be enclosed in another envelope with the notation "BID ENCLOSED" on the face and addressed as indicated in the Invitation to Bid.)

ARTICLE 7. RECEIPT OF BIDS

7.1 Sealed Bids for the Work of this Project will be received at the time and place indicated in the Invitation to Bid.

7.2 The CITY, in its sole discretion, may refuse to consider any Bid not prepared and/or not submitted in accordance with the Bid Documents.

7.3 Bidders are cautioned that it is the responsibility of each individual Bidder to assure that its Bid is in the possession of the Director of Purchasing, or an alternate designated by him, prior to the stated time and at the place of the Bid Opening. The CITY is not responsible for Bids delayed by mail and/or delivery services of any nature.

ARTICLE 8. MODIFICATION AND WITHDRAWAL OF BIDS

8.1 Bids may be modified only by an appropriate document duly executed in the same manner that a Bid must be executed and delivered to the place where Bids are to be submitted prior to that time scheduled by the CITY for the opening of Bids.

8.2 A Bid may be withdrawn by the Bidder prior to the scheduled time (or authorized postponement thereof by the CITY) for the opening of Bids.

8.3 Any Bid received after the time and date specified as the time for the CITY's opening of Bids shall not be considered. Once bids are opened by the CITY, no Bidder may withdraw its Bid for a period of ninety (90) days, excluding Saturdays, Sundays and legal holidays, after the actual date of the CITY's opening of the Bids.

ARTICLE 9. LOWEST RESPONSIBLE BIDDER

9.1 A contract may be awarded to the Lowest Responsible Bidder. The term "Lowest

Responsible Bidder" as used herein shall mean the Bidder whose Total Bid Price is the lowest of those Bidders possessing, without limitation, the skill, ability, expertise, experience, qualifications and integrity necessary for the faithful performance of the Work, as determined by the CITY.

9.2 After review of these and other factors, including without limitation, responsiveness, qualifications and price, the CITY reserves the right to reject any and all Bids, to decline to make an award, to waive any and all informalities if it is in the CITY's best interest to do so. The CITY reserves the right to disregard all nonconforming, nonresponsive, conditional Bids, and Bids taking exception(s) to the Bid Documents.

9.3 A Bid which includes, for any Item(s), a Bid Price that is abnormally low or high may be rejected in its entirety.

9.4 The CITY reserves the right to reject the Bid of any Bidder that the CITY considers not to possess the qualities set forth in Article 1 herein.

ARTICLE 10. PURCHASE ORDER ISSUANCE/AWARD AND EXECUTION OF CONTRACT

10.1 If a purchase order(s) is to be issued, it will be issued within ninety (90) calendar days, excluding Saturdays, Sundays, and legal holidays, after the actual date of the opening of the Bids.

ARTICLE 11. ACCESS TO SITE

11.1 Representatives of the State and any local or federal agencies having an interest in the

Work shall have access to the Work wherever it is in preparation or progress and the Contractor shall provide proper facilities for such access and inspection.

ARTICLE 12. SALES TAX

12.1 The goods and services to be provided under any contract or purchase order awarded pursuant to this Invitation to Bid is exempt from the sales taxes of the State of Connecticut.

ARTICLE 13. INSURANCE (Not applicable to Deliveries by Third-Party Delivery Companies such as FedEx, UPS, USPS, DHL, etc.)

13.1. The Contractor shall not commence work under this Contract until all insurance required under this Section 13 has been obtained by the Contractor and such insurance has been approved by the City. The Contractor shall not allow any subcontractor to commence work on any subcontract until all insurance required of any such subcontractor has been so obtained and approved by the City. Insurance shall be provided by insurers, satisfactory to the City and authorized to do business in the State of Connecticut, an "A-" Best's Rating and at least a Class V3 or better financial size category as shown in the most current A.M. Best Company ratings.

13.2. At no additional cost to the City, the Contractor shall purchase and maintain the insurance coverages set forth below which shall protect the City from claims which may arise out of or result from the Contractor’s obligation under this Contract, whether such obligations are the Contractor’s or subcontractor or person or entity directly or indirectly employed by said Contractor or subcontractor, or by any person or entity for whose acts said Contractor or subcontractor may be liable.

13.3. Each insurance policy shall state that the insurance company shall agree to investigate and defend the insured against all claims for damages, even if groundless. If any insurance required herein is to be issued or renewed on a claims made form as opposed to an occurrence form, the retroactive date for coverage shall be no later than the commencement date of this Contract and shall provide that in the event of cancellation or non-renewal, the discovery period for insurance claims (“Tail Coverage”) shall be available for at least 60 months.

13.4. The following policies with stated limits shall be maintained, in full force and effect, at all times during which the services are to be performed by the Contractor:

13.4.1 General Liability Insurance: $1,000,000.00 per occurrence, $2,000,000.00 aggregate and $2,000,000.00 Products and completed operations aggregate Providing coverage to protect the City for all damages arising out of bodily injuries, sickness to or death of all persons in any one accident or occurrence and for all damages arising out of destruction of property in any one accident or occurrence.

13.4.2 Automobile Liability Insurance: $1,000,000.00 combined single limit

(CSL)

Providing coverage to protect the City with respect to claims for damage for bodily injury and or property damage arising out of ownership, maintenance, operation, use or loading and unloading of any auto including hired & non-owned autos.

13.4.3 Workers’ Compensation: Statutory Limits within the State of Connecticut: Employers’ Liability:

EL Each Accident $1,000,000.00 EL Disease Each Employee $1,000,000.00 EL Disease Policy Limit $1,000,000.00

Contractor shall comply with all State of Connecticut statutes as it relates to workers’ compensation.

13.4.4 Excess/Umbrella Liability: $1,000,000.00 each occurrence, $1,000,000.00 aggregate

13.5. Failure to Maintain Insurance: In the event the Contractor fails to maintain the minimum required coverage as set forth herein, the City may at its option purchase same, and offset the Contractor’s invoices for the cost of said insurance.

13.6. Cancellation: The City of Waterbury shall receive written notice of cancellation from the Contractor at least thirty (30) calendar days prior to the date of actual cancellation, regardless of the reason for such cancellation.

13.7. Certificates of Insurance: The Contractor’s General, Automobile, Builder’s Risk and Excess/Umbrella Liability Insurance policies shall be endorsed to add the City and its Board of Education as an additional insured and provide waiver of subrogation on all policies except Builder’s Risk and Pollution Liability. The insurance afforded the additional insured shall be primary and non-contributory insurance and the coverage and limits provided under the Contractor’s policies shall not be reduced or prorated by the existence of any other insurance applicable to any loss the additional insured may have suffered. Prior to the execution of this Contract by the City, the Contractor shall furnish to the City, subject to City approval, certificate(s) of insurance and Additional Insured Endorsement and Waiver of Subrogation Endorsement verifying the above coverages, including the naming of the City of Waterbury, as follows: “The City of Waterbury and its Board of Education are listed as additional insured on all lines of coverage on a primary and non-contributory basis on all policies except Workers Compensation and Professional Liability. All policies shall include a Waiver of Subrogation”. The City's Invitation to Bid Number must be shown on the certificate of insurance to assure correct filing. The Contractor must supply replacement/renewal certificates at least 30 days prior to the expiration of the policy(ies). Said certificates shall contain a provision that coverage afforded under the policies shall not be cancelled or reduced for any reasons unless notice of than thirty (30) calendar days has been mailed to the City's Using Agency and a copy to the City's Office of Corporation Counsel, 235 Grand Street, Waterbury, CT 06702.

13.8. No later than thirty (30) calendar days after receipt by the Contractor, the Contractor shall deliver to the City a copy of the Contractor's insurance policies and endorsements and riders.

ARTICLE 14. PURCHASE ORDER/CONTRACT TIME

14.1 BIDDER agrees and covenants that the purchase order time shall commence upon issuance and terminate on 6/30/2027 unless the purchase order provides otherwise.

ARTICLE 15. BID DOCUMENTS.

15.1 Bid Documents shall be any and all sections, terms, conditions, forms, drawings, data, etc., listed in the Table of Contents of the Bid Documents.

ARTICLE 16. Federal, State and Local Employment Requirements.

16.1 Contractors, if applicable, shall be obligated to fully comply with the attached Hiring of

Waterbury Residents on Certain Publicly-Funded Construction Projects, i.e. City of Waterbury Ordinances Chapter 34 (“Good Jobs Ordinance“), Federal Davis-Bacon Act, Federal American Recovery and Reinvestment Act of 2009, and the Housing and Urban Development Section 3 Clause, all as further specified in the attached City of Waterbury Contract form. Also attached hereto, is a full copy of the aforesaid City of Waterbury Ordinance, commonly referred to as the “Good Jobs Ordinance“.

16.2 NOT APPLICABLE

i. The contractor who is selected to perform this public works project, funded in whole or part by the State, must comply with CONN. GEN. STAT. §§ 4a-60, 4a-60a, 4a-60g, and 46a- 68b through 46a-68f, inclusive, as amended by Public Act 23-204 and Public Act 25-168.

An Affirmative Action Plan must be filed with and approved by the Commission on Human Rights and Opportunities prior to the commencement of construction.

ii. This contract is subject to state contract compliance requirements, including nondiscrimination statutes and spending allocation goals. There is $____N/A_________ in state-funding for this project. State law requires project-specific goals be set for this project based on the project’s needs and available Small Business Enterprises (“SBEs”) and Minority Business Enterprises (“MBEs”). The SBE goal for this project is N/A_____.

The MBE goal for this project is _N/A____. The selected contractor must demonstrate good faith effort to meet the spending allocation goals..

iii. For public works contracts, the contractor must file a written or electronic non-discrimination certification with the Commission on Human Rights and Opportunities. Forms can be found at https://portal.ct.gov/chro/contract-compliance/contract-compliance/contract-compliance-forms-and-reports https://portal.ct.gov/chro/contract-compliance/contract-compliance/contract-compliance-forms-and-reports https://portal.ct.gov/chro/contract-compliance/contract-compliance/contract-compliance-forms-and-reports

SECTION 00200

ADDENDUM ACKNOWLEDGEMENT FORM

NOTE: The Bidder is to complete, sign and date this form. The completed form shall be submitted with the BID FORM in accordance with ARTICLE 6 of the INSTRUCTIONS TO

BIDDERS.

The undersigned, as Bidder’s Authorized Representative, acknowledges receipt of the following Addenda and that the modifications to the Bid Documents noted therein have been considered and all costs related thereto are included in the Bid Prices:

Addendum # _______ Dated Issued ____________________

Addendum # _______ Dated Issued ____________________

Addendum # _______ Dated Issued ____________________

Business Name of Bidder: _______________________________________________

(Print or Type)

By Bidder’s Authorized Representative:

Signature: ___________________________________________________________

Name: ___________________________________________________________ (Print or Type) Title: ___________________________________________________________ (Print or Type) Email: ___________________________________________________________ (Print or Type) Date: ___________________________________________________________ (Print or Type)

SECTION 00300

BID ITEMS

ITEM # DESCRIPTION

COST

PER TON

1.0 Sand for Winter Operations

DELIVERED per ton $

2.0 Sand for Winter Operations PICKED UP by City Loaded by Vendor PICKED UP per ton

STATE SOURCE OF SUPPLY OF “SAND FOR WINTER OPERATIONS”:

STATE STREET ADDRESS OF SOURCE OF SUPPLY OF “SAND FOR WINTER

OPERATIONS”:

In the event of mathematically incorrect calculations of individual items or totals, the mathematically correct amount as determined by the City shall govern in determining the

TOTAL BID PRICE.

The undersigned also agrees that the quantities indicated are for Bid comparison purposes only and are not represented to be actual quantities for completion of the Work.

The undersigned hereby certifies under the penalties of perjury that this Bid is in all respects bona fide, fair and made without collusion or fraud with any other person. As used in this section, the work "person" shall mean any natural person, joint venture, partnership, corporation, or other business or legal entity.

Social Security Number Signature of Individual or or Federal Identification Number Corporate Name

Corporate Officer

(if applicable)

Notice of acceptance should be mailed, telegraphed or delivered to the (undersigned Bidder at the following address):

(Company Name)

By:

(Title)

(Business Address)

(City, State, Zip Code)

Date: Email:___________________________

Note: If the Bidder is a corporation, indicate State of incorporation under signature, and affix corporate seal; if a partnership, give full names and residential addresses, if different from business address.

The following documents are attached to and made a condition of the Bid:

a. Instructions to Bidders – Section 00100

b. Addendum Acknowledgement – Section 00200

c. Bid Form – Section 00300

d. Technical Specifications – Section 00400

SECTION 00400

TECHNICAL SPECIFICATIONS

The sand shall consist of clean, hard, durable, uncoated particles of quartz or other rock, free from lumps of clay, soft or flaky material, loam or other detrimental material. Sand shall be brown, or light beige in color only. No light to dark gray material will be accepted.

The sand shall contain not more than 5 percent of material finer than #200 sieve using American Association of State Highway and Transportation Officials Method T-11. In addition, this sand shall conform to the following gradation requirements:

Square Mesh Sieve % Passing By Weight ½” 100 3/8” 98-100 #4 70-100 #50 0-40 #100 0-15 Material finer than #200 <5

All material offered by the successful vendor shall meet the gradation requirements as set out above. In no case shall sand containing frozen lumps detrimental to the use of this material be delivered. Any delivery containing frozen lumps of sand will be rejected. Any material deemed unsuitable by the City’s representative shall be removed at the vendor’s expense. The opinion of the City’s representative in this matter shall be final.

Any changes in the grade of sand furnished during the life of the purchase order without notification to the Department of Public Works, or Bureau of Streets, for approval or if deliveries are not in accordance with the provisions of these specifications, the City reserves the right to cancel the balance of the order at any time. The City also reserves the right to weigh any delivery truck.

The successful vendor must be able to supply up to a minimum of 24,000 tons of material over the course of Fiscal Year 2027. Additionally, the successful vendor must be able to supply an initial delivery upwards of 6,000 tons which may, in the City’s sole discretion, be required within one week of initial request date.

In case of emergency (as determined solely by the City) delivery by the successful vendor of up to 800 tons per day for a period of up to 3 days and nights, including holidays and weekends, may, at the City’s sole discretion, be required. Deliveries may be made to several locations within the City of Waterbury Limits.

The City reserves the right to request 25 lbs. samples of sand from vendors. Initial testing may occur before the source of supply is approved and first delivery occurs. Testing may also occur at any point during the delivery season, and on any suspect load.

Source of supply must be specified on the bid form. If washed sand is supplied, it shall be stockpiled at least 24 hours before delivery.

Successful vendor must start delivery two (2) days after receipt a purchase order. Regular deliveries are to be made between the hours of 7:00 A.M. to 3:00 P.M., Monday – Friday, on a continual basis until the amount requested per purchase order is delivered.

Material shall be delivered to several locations within the City of Waterbury limits.

One location, being the transfer station at Mark Lane, the other(s) to be Department of Public Works, Bureau of Streets, 526 Huntingdon Ave. The amount of material to be delivered to each location shall be as directed by the City.

Each individual load delivered must be accompanied by: 1) a machine stamped weight slip from a certified scale and 2) by a numbered delivery ticket, which will indicate the total quantity delivered to the City. Each numbered delivery ticket must contain the signature of the City’s representative receiving the material. No payment will be made for material delivered without a signature of the City’s representative on a delivery ticket. Loads containing stones, rocks, debris or frozen chunks of sand will not be accepted.

The successful vendor shall be responsible for all delivery related costs. All costs associated with delivery or handling shall be included in the Bid Prices submitted on the Bid Form. No separate payment(s) will be made for delivery or handling costs and/or charges.