On-Call_Gutter_Cleaning_Services.pdf

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Town of Waterford

REQUEST FOR PROPOSAL

RFP# 24-039

ON-CALL GUTTER CLEANING SERVICES

RELEASE DATE: June 24, 2025

RESPONSE DEADLINE: July 22, 2025, 2:00 pm

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

Request For Proposal #RFP# 24-039 Title: On-Call Gutter Cleaning Services

Table Of Contents

1. SCOPE OF WORK

2. QUESTIONS CONCERNING THIS RFP

3. FEE PROPOSAL

4. ACCEPTANCE PERIOD

5. ADDENDA TO THE RFP

6. THE CANDIDATE

7. ASSIGNMENT OF CONTRACT

8. FEDERAL, STATE AND LOCAL LAWS

9. RIGHT TO ACCEPT / REJECT

10. INSURANCE REQUIREMENTS

11. VENDOR QUESTIONNAIRE

12. Attachments

Attachments:

A - Gutter Cleaning Services Bid Packet FY25

1. SCOPE OF WORK

1.1. Advertisement

The Town of Waterford is requesting sealed proposals through the Invitation to Bid process for On-Call Gutter

Cleaning Services. Complete bid packages for this RFP can be download through the Town’s e-Procurement

Portal located at: https://procurement.opengov.com/portal/waterfordct.

Sealed proposals will be received for On-Call Gutter Cleaning Services through the Town’s e-Procurement

Portal located at: https://procurement.opengov.com/portal/waterfordct/projects/177982 on or before the deadline date of Tuesday, July 22, 2025 at 2:00 pm, all bid openings will be held on Zoom, details can be found under Submission of Detailed Qualifications Deadline Location below:

Release Project Date: June 24, 2025

Request for Information Due: July 17, 2025, 4:00pm

Question Response Deadline: July 18, 2025, 4:00pm

Submission of Detailed Qualifications: July 22, 2025, 2:00pm

Topic: Bid Opening- RFP#24-039 On-Call Gutter Cleaning Services Time: Jul 22, 2025 02:00 PM Eastern Time (US and Canada) Join Zoom Meeting https://us04web.zoom.us/j/71410154745?

pwd=6JdZcfOAwiMSiBpVqrhy1ps2A5CUKf.1

Meeting ID: 714 1015 4745 Passcode: KyskB7

Bidders are required to register for an account via the Town’s 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.

Late bids will not be accepted and it is the responsibility of the bidders to ensure that bids (including acknowledged addenda (um)) are submitted through the Town’s e-Procurement Portal by the date and time listed above.

https://procurement.opengov.com/portal/waterfordct https://procurement.opengov.com/portal/waterfordct/projects/177982 https://us04web.zoom.us/j/71410154745?pwd=6JdZcfOAwiMSiBpVqrhy1ps2A5CUKf.1 https://us04web.zoom.us/j/71410154745?pwd=6JdZcfOAwiMSiBpVqrhy1ps2A5CUKf.1

The Town reserves the right to accept or reject any or all bids, to waive irregularities and/or informalities and to disregard all non-conforming, non-responsive, unbalanced or conditional bids. The Town of Waterford complies with all Equal Opportunity requirements. All qualified bidders will receive consideration without regard to race, creed, color, national origin, sex, marital status, religion, ancestry, mental or physical handicap or age.

Brandishea Davy

Purchasing Agent

Town of Waterford

1.2. Scope of Work for On-Call Gutter Cleaning Services

Summary

This document outlines the requirements and specifications for providing on-call gutter cleaning services to the Town of Waterford, CT. The selected contractor will be responsible for the timely and effective cleaning, maintenance, and inspection of gutters in various municipal buildings and facilities. The purpose of this solicitation is to ensure the Town’s gutters remain debris-free to prevent water damage and to maintain the integrity of the structures.

Bidders are encouraged to to schedule a site visit if needed to view the buildings and or gutters.

Detailed Specifications

I. Scope of Services

The general scope of services includes but is not necessarily limited to the provision of labor, material, equipment, supervision, transportation, and other related services needed to perform gutter cleaning services.

Contractors must provide a lump sum price for gutter cleaning and a per man hour cost for any repair work which may be necessary. The manhour cost should include any transportation or material required to perform any repair work.

It is recommended that the contractor visit the proposed site locations, specified herein, and become familiar with local conditions, which may affect the work to be performed, the equipment, materials, and labor required. No additional allowances shall be made due to the lack of knowledge of the conditions at any site.

The price shall include all labor, materials, equipment, tools, transportation and other facilities and services as required for the proper execution and completion of the work as specified herein. The Public

Works Department will provide water and electricity from the point of closest hookup. Water hoses or electrical cables will not be provided.

II. Gutter Cleaning and Repair Specifications

1) The contractor shall provide on-call gutter cleaning services as required by the Town of Waterford.

The services shall include but are not limited to:

Clean out all gutters of organic debris, trash, toys or any other obstruction -All roof tops, gutters and downspouts shall be cleaned of trash, leaves or anything that may obstruct free passage of water through each gutter or downspouts.

2) Clean out any clogged gutter downspouts - Remove all loose obstacles such as rocks, leaves, wood items or any foreign items from all gutters and downspouts. Many downspouts exit into underground systems. The work to clear underground systems is not part of this work. The Owner will be responsible to clean and clear any underground system.

3) Rake up and bag any debris blown onto the roof or ground below. The contractor shall be responsible for the removal of all trash and debris generated by the contractor from the work site.

4) All dirt and residue from this work shall be rinsed off all surfaces including but not limited to rain gutter, fascia, soffits, siding, windows & walkways.

5) Caulk/re-nail any observed faulty seams in gutters or loose nails - the contractor shall re-nail all loose or protruding nails on roofing and ridge vents. All nails that are re-nailed or replaced shall be coated with an asphalt sealant. Sealant shall be applied to each nail or re-nail to prevent leaks. This item is to be paid under the per hour manhour cost.

6) Work may be performed Monday through Friday during day. Evening hours must be approved by the

Department.

7) All materials and debris shall be removed from the premises at the end of each workday and disposed of in an appropriate manner. Upon completion, the contractor shall thoroughly clean up all work areas.

8) All services performed shall be subject to inspection during and after performance of service. The work shall either be approved or if the work is unsatisfactory the area shall be re-cleaned at the contractor's expense. The Department at its discretion shall have the right to reject unsatisfactory services and require correction prior to payment.

9) The Town will move portable equipment, vehicles and cone off parking areas if required in order for the contractor to perform the work.

III . Relevant Standards

All services shall be performed in accordance with the following standards:

11) OSHA standards for fall protection and safety practices.

12) State of Connecticut environmental regulations regarding waste disposal.

13) Local building codes applicable to maintenance and repairs of municipal properties.

IV. Equipment and Materials

The contractor shall use appropriate equipment and materials to perform the services safely and effectively, including but not limited to:

14) Ladders and scaffoldings that meet OSHA standards.

15) Specialized tools for gutter cleaning (e.g., gutter scoops, blowers, and vacuum systems).

16) Safety gear such as helmets, harnesses, and gloves.

V. Service Requirements

Contractor Qualifications

The contractor must possess the following qualifications:

17) Valid contractor’s license in the State of Connecticut.

18) Insurance coverage including liability insurance and workers’ compensation.

19) Experience in providing similar services

20) References from at least three (3) clients for similar projects.

VI. Response Time

The contractor shall guarantee a response time for on-call services within 24 hours of notification by the

Town. In emergency situations, the contractor must be able to respond within 4 hours.

VII. Reporting Requirements

Following each service visit, the contractor shall submit a detailed report to the Town, which includes:

21) Date and time of service.

22) Details of the services performed.

23) Photographic evidence of the gutters before and after the cleaning.

24) Recommendations for any necessary repairs or future maintenance.

Delivery Requirements

VIII. Scheduling of Services

The contractor shall coordinate with the Town's designated representative to schedule service visits.

IX. Payment Terms

Invoices shall be submitted following the completion of services. Payment will be processed within 30 days, contingent upon receipt of a complete invoice and service report.

X. Project Duration

The contract for on-call gutter cleaning services will be for 2 years.

XI. Additional Considerations

Contractors shall be mindful of working hours and noise regulations within the residential and commercial areas surrounding the Town’s properties. Services may need to be scheduled during off-peak hours to minimize disruptions.

Conclusion

The Town of Waterford, CT is seeking qualified vendors to provide on-call gutter cleaning services to ensure the proper maintenance and upkeep of municipal buildings. Interested contractors must meet the specified requirements and adhere to the outlined standards to be considered for this solicitation.

1.3. Pricing

The successful bidder will submit a lump sum cost per site and a per man hour cost to perform any of the tasks listed herein. If a site visit is required, no charge for the site visit will be added into the overall project cost.

1.4. Licenses, Permits & Taxes

The successful bidder shall obtain all required licenses, permits, or other requirements in order to fully perform the scope of work.

1.5. Waste and Trash Removal

Removal of the waste and trash from the site area is the sole responsibility of the successful bidder.

1.6. 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. 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 Town 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 Thursday, July 17, 2025 at 4:00 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. Failure to comply with these conditions will result in the Candidate waiving the right to dispute the bid specifications and conditions.

3. FEE PROPOSAL

POLICE STATION- 41 AVERY LANE, WATERFORD

Line Item Description Unit of Measure Unit Cost

1 Lump Sum Police Station LF

2 Cost per manhour Hourly

COMMUNITY CENTER-24 ROPE FERRY ROAD, WATERFORD CT

Line Item Description Unit of Measure Unit Cost

3 Lump Sum Community Center LF

4 Cost per manhour Hourly

EMERGENCY SERVICES BUILDING-204 BOSTON POST ROAD, WATERFORD CT

Line Item Description Unit of Measure Unit Cost

5 Lump Sum Emergency Services Building LF

6 Cost per manhour Hourly

4. 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.

5. 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.

6. 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.

7. ASSIGNMENT OF CONTRACT

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

8. 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.

9. 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.

10. 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.

11. VENDOR QUESTIONNAIRE

1. NON-CONFLICT AFFIDAVIT OF RESPONDENTS*

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• NON-CONFLICT_AFFIDAVIT_Wate...

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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

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3. AFFIRMATIVE ACTION STATEMENT*

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• AFFIRMATIVE_ACTION_STATEMEN...

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4. Proposal Conditions *

Vendor understands that the Owner reserves the right to reject any or all proposals and to waive any formalities in the proposals.

The Vendor agrees that this proposal shall be good and may not be withdrawn for a period of 90 calendar days after the scheduled closing time for receiving all proposals.

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5. Years in Business*

How many years under present business name?

*Response required

6. Bank Reference *

Provide a Banking Reference to include, but not limited to:

• Name of Bank

• Phone Number

*Response required

7. References *

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• Town_of_Waterford_Reference...

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8. Firm Information *

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• Firm_Information.pdf

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9. Acknowledgement of Principal*

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• ACKNOWLEDGMENT_OF_PRINCIPAL...

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