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Request for Proposal for Emergency Snow and Ice Removal in the Town of Westport, CT

Request for proposal

For

Emergency snow and ice removal

In the town of Westport, CT

BID NUMBER 27-186T

Department of Public Works

Town of Westport Board of Selectmen

Larry Roberts Director of Public Works

Kevin Christie First Selectman

Joe Izzo Superintendent of Highways

Request for proposal

Bid no. 27-186T

Proposals for emergency snow and ice removal will be received by the Town of Westport until 11:00 A.M. Eastern Time, Thursday, October 29, 2026 per the attached request for proposal. No proposals will be received after said hour.

The Town of Westport invites you to submit your available equipment listing in accordance with the established rates shown on the Proposal Form. Equipment must be available on immediate notice by the Town of Westport.

If required, clarification of the Specifications and General Conditions may be obtained by contacting Joe Izzo, Superintendent of Highways, at

(203) 341-5085.

All proposals are to be addressed to the:

Town of Westport Finance Department Attention: Berit Watson Town Hall Room 313

110 Myrtle Avenue Westport, CT 06880

In a sealed envelope which is clearly marked:

Bid #27-186T request for proposal, emergency snow and ice removal 11:00 A.M. Eastern Time, Thursday, October 29, 2026.

We hope to receive a proposal from your company on that date.

Sincerely, Gary Conrad Finance Director

Information for bidders

Bid number: 27-186T

Emergency snow and ice removal

1. Receipt of proposals

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Proposals shall be received at the Finance Department, Attention: Berit Watson, Town Hall Room 313, 110 Myrtle Avenue, Westport, Connecticut 06880, until the time and date shown in the Request for Proposal.

2. Preparation of proposals

“Proposal Forms” shall be furnished by the Town of Westport with all specifications, and the bidder is required to use the form to submit the proposal. All blank spaces must be filled in as noted on the form. No changes shall be made in the forms.

The bidder shall sign the Proposal Form in the blank spaces provided for this purpose. If the proposal is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated together with the names and addresses of the partners or officers. If the proposal is made by a partnership, it must be acknowledged by one of the partners; if made by a corporation, by one of the officers.

3. Method of award

A Purchase Order (Award) will be issued as promptly as possible after the proposal due date.

4. Exemption from tax

Purchases made by the Town of Westport are exempt from payment of Federal Taxes and Connecticut Sales and Use Taxes. Such tax must not be included in the bid price of all items or materials furnished to the town.

5. Change of work

The Town of Westport reserves the right to change the amount or type of work to be performed, as circumstances require. Payment shall be made accordingly.

6. Obligation of the bidder

At the time of the opening of bids, each bidder will be presumed to have bid to the specifications, and to have read and to be thoroughly familiar with the specifications and the general conditions and no allowance will be made for failure to have done so.

7. Acceptance waiver

The Town of Westport reserves the right to waive any defects and informality in the bidding or in any bid, to reject any or all bids for any reason whatsoever, and to accept that bid deemed to be in the best interest of the Town of Westport. The town shall not be required to accept the lowest cost proposal.

8. Qualifications of the bidder

The town may conduct such investigations as it deems necessary to determine the ability of the bidder to perform the work and the bidder shall furnish to the town all such information and data for this purpose as the town may request. The town reserves the right to reject any proposal if the evidence submitted by, or investigation of, such bidder fails to satisfy the town that such bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein or has previously failed to properly perform or complete on time, any contract.

9. Insurance

The “General Conditions” require that the contractor, during the performance of the work, maintain in force policies of Workers Compensation Insurance and Public Liability and Property Damage Insurance covering the operations of the contractor and the use of any motor vehicles employed by the contractor. Certificates providing evidence of the fact that the contractor has procured the required insurance must be filed with the Director of Public Works at the time of the execution of the contract. Bidders should examine the “General Conditions” for details of the insurance requirements.

10. Drug testing

All individuals or companies participating in the EMERGENCY SNOW AND ICE REMOVAL program for the Town of Westport must demonstrate that they participate in an approved State of Connecticut Department of Transportation drug testing program.

11. Acceptance and award of contract

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Acceptance of the bid shall be by notice in writing, signed by the Director of Public Works, or designee, and mailed to the address designated on the “Proposal Form.”

General conditions

1. Scope of work

The work to be performed under the contract consists of furnishing all: equipment, labor, fuel (except any materials or equipment, if any, specified herein to be furnished by the Town) and performing all work as required in a purchase order issued by the town. The term of the contract shall be from the date of award through June 30, 2027 (Fiscal Year 2027).

2. Commencement of work

The contractor must be available and must commence the work on immediate notice by the Town of Westport.

3. Payment

Payments to the contractor shall be made after completion of the required work and acceptance by the Director of Public Works or their designee.

Payment will be made within thirty (30) days after receipt by the Town’s Finance Department of an approved invoice for the amount due.

4. Insurance

The Contractor shall purchase insurance for the life of the contract from a company or companies with an A.M. Best Rating of A-(VII) or better.

Such insurance will protect the town from claims set forth below which may arise out of, or result from, the Contractor’s obligations under the Contract, whether such obligations are the Contractor’s or a subcontractor’s or any person or entity directly or indirectly employed by said Contractor or by anyone for whose acts, said Contractor, may be liable. In the event of any conflict between the insurance requirements of these General Conditions and those of the Indemnity and Hold Harmless Agreement, the more stringent requirement shall apply.

A. Workers Compensation:

Contractors shall provide Workers Compensation and employer’s liability insurance that comply with the regulations of the State of Connecticut with limits no less than $500,000 for each accident by bodily injury; $500,000 for each accident by disease, and a policy limit of $500,000.

B. Commercial General Liability Insurance:

Contractor shall provide commercial general liability insurance policy that includes products, operations and completed operations.

Additional content from previous item (B):

Limits should be at least: bodily injury and property damage with an occurrence limit of $1,000,000; personal and advertising injury limit of $1,000,000 per occurrence; general aggregate limit of $2,000,000 (other than products and completed operations); products and completed operations aggregate limit of $2,000,000.

In addition:

The policy shall name the Town of Westport as an additional insured party.

Such coverage will be provided on an occurrence basis and will be primary and shall not contribute in any way to any insurance or self-insured retention carried by the town.

Such coverage shall contain a broad form contractual liability endorsement or wording within the policy form.

Deductible and self-insured retentions shall be declared and are subject to the approval of the town.

C. Commercial Automobile Insurance:

Contractor shall provide commercial automobile insurance for any owned autos (symbol “1” or equivalent) in the amount of $1,000,000 for each accident covering bodily injury and property damage on a combined single limit basis. Such coverage shall also include hired and non-owned automobile coverage.

D. Umbrella Liability Insurance:

Contractor shall provide an umbrella liability policy in excess (without restriction or limitation) of those limits described in items A through C.

Such policy shall contain limits of liability in the amount of $3,000,000 each occurrence and $3,000,000 in the aggregate.

As to the insurance required, the insurer(s) and/or their authorized agents shall provide the town with certificates of insurance prior to the commencement of work, describing the coverage and providing that the insurer shall give the town written notice at least sixty (60) days in

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E. Additional Requirement:

Contractors must require that all sub-contractors, agents, and assigns procure and maintain insurance protection comparable to that required of the contractor. Neither the contractor nor its subcontractor(s) shall commence work under the contract until all required insurance has been procured and approved by the Director of Public Works or their designee.

5. Damages

The contractor shall review his/her assigned service areas and document any apparent damages to curbing, signs, light poles, etc. The contractor will be responsible for damage to curbing, signs, light poles, etc. resulting from the contractor’s operation.

The contractor shall pay for and make good all losses or damages arising out of any cause connected with the contract. Contractor will also assume full responsibility for its and its employees’ own equipment as well as for that equipment of its subcontractors and their employees.

6. Assignment of equipment

Equipment will be assigned by the Department of Public Works. The contractor shall not assign or sublet all or any part of the work to be performed without prior written permission from the Director of Public Works or his designee.

7. Deficiency in work

Should the contractor fail to perform properly the necessary work or refuse to follow the instructions of the Director of Public Works or their designee, the town may terminate his or her right to perform the work, upon written notice, and may take such steps to complete the work as are necessary.

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8. Indemnity and hold harmless agreement for services performed for the Town of Westport

This Indemnity and Hold Harmless Agreement (“Agreement”) is made as of this day day of month , 20Last two digits of year , by

[Print name exactly as shown on insurance certificate] (hereafter, the “Indemnitor”) with an address at

, for the benefit of the Town of Westport, a municipality in the State of Connecticut (the “Town”).

WHEREAS, the Indemnitor has been, and from time to time after the date of this Agreement may be, authorized or engaged to provide or perform any type of services (“Services”) to or for the Town of Westport; and

WHEREAS the Indemnitor is required to indemnify and hold harmless the Town and provide insurance protecting the Town, as a condition to the Town’s authorizing or engaging the Indemnitor to provide or perform the Services to or for the Town.

NOW THEREFORE, in consideration of the Town’s authorizing or engaging the Indemnitor to provide or perform Services to or for the Town, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged by the Indemnitor, the Indemnitor agrees as follows:

1. This Agreement applies to all Services provided to or performed for the Town by the Indemnitor after the date of this Agreement. The Indemnitor understands and agrees that the Town’s authorizing or engaging the Indemnitor to provide or perform Services to or for the Town may be revoked by the Town immediately upon the breach by the Indemnitor of any term of this Agreement. This Agreement shall survive any such revocation, and the Indemnitor shall remain bound by the terms of this Agreement with respect to all Services hereafter provided or performed to or for the Town, unless otherwise agreed in writing by the Town.

2. The Indemnitor shall indemnify, defend and hold harmless the Town and its agents, employees, elected and appointed officials, boards, commissions, committees, volunteers and representatives, to the fullest extent permitted by law, from and against any and all losses, claims, allegations, actions, awards, costs and expenses (including but not limited to, court costs and attorney's fees), judgments, subrogations and damages of every kind and character which may

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Additional content from previous item (2): arise out of or result from, in whole or in part, the Indemnitor’s Services or from the negligent or willful acts or omissions of the Indemnitor or any of its employees or agents, subcontractors, third parties invited or authorized by the Indemnitor to participate in the Services, and/or anyone else for whose acts the Indemnitor may be liable, in connection with the Services.

3. Compliance with applicable laws

The Indemnitor shall provide Services in accordance with all applicable laws, rules, regulations, and ordinances of all governmental authorities.

4. Responsibility for personal injury and property damage

The Indemnitor shall protect against and be solely responsible and liable for all personal injuries and property damage resulting from the Services.

5. Minimum insurance coverages

The Indemnitor shall obtain the minimum insurance coverages described below and maintain such coverages for the life of this Agreement, from a company or companies with an A.M. Best rating of A- or better. All insurance shall be carried with insurers authorized to do business in the State of Connecticut. Such insurance shall protect and indemnify the Town from claims that may arise out of or result from, or may be alleged to arise out of or result from, Indemnitor’s obligations under this Agreement and/or from the obligations of any subcontractor and/or any other person or entity directly or indirectly employed by said Indemnitor and/or by anyone for whose acts said Indemnitor may be liable. Indemnitor must require that all sub-contractors, agents and assigns procure and maintain sufficient insurance protection. Indemnitor shall not commence work under this Agreement until all insurance required of Indemnitor has been procured and approved by the Town.

Indemnitor shall provide the Town with certificates of insurance naming the Town of Westport as additional insured on a primary and non-contributory basis for each policy required by this Agreement. Indemnitor shall provide updated certificates of insurance at least 30 days before any renewal of any such coverage. The certificates require notice of cancellation to the Town according to policy provisions.

A. Workers Compensation

Indemnitor shall provide statutory workers compensation insurance required by law with employer’s liability limits for at least the amounts of liability for bodily injury by accident of $500,000 each accident and bodily injury by disease of $500,000 including a waiver of subrogation in favor of the Town.

B. Commercial General Liability Insurance

Indemnitor shall provide commercial general liability insurance including products and completed operations. Limits shall be at least: Bodily injury & property damage coverage with an occurrence limit of $1,000,000; Personal & advertising injury limit of $1,000,000 per occurrence;

General aggregate limit of $2,000,000 (other than products and completed operations); Products and completed operations aggregate limit of $2,000,000. Coverage will continue for three years after the completion of the work.

Abuse and Molestation Insurance: If children will be under the care, custody or control of the Indemnitor or any employee, volunteer, or other agent of the Indemnitor or any subcontractor of the Indemnitor, this coverage shall include Abuse and Molestation liability insurance with a limit of $1,000,000 per occurrence and $2,000,000 in the aggregate.

The policy shall name the Town as an additional insured and include either ISO Form CG 2026 (04/13) "Additional Insured – Designated Person or Organization" or ISO Form CG 2010 (04/13) and CG 2037 (04/13), or equivalent endorsement(s) acceptable to the Town Attorney’s Office.

Such coverage will be provided on an occurrence basis and shall be primary and shall not contribute in any way to any insurance or self-insured retention carried by the Town.

The policy shall contain a waiver of subrogation in favor of the Town.

Such coverage shall contain a broad form contractual liability endorsement or wording within the policy form to comply with the hold harmless and indemnity provision(s) of all agreements between the Town and Indemnitor.

Deductible and self-insured retentions shall be declared and are subject to the approval of the Town.

C. Commercial Automobile Insurance

Indemnitor shall provide commercial automobile insurance for any owned, non-owned or hired autos, in the amount of $1,000,000 each accident covering bodily injury and property damage on a combined single limit basis. The policy shall be primary and non-contributory and shall name

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D. Umbrella or Excess Liability Insurance

Indemnitor shall provide an umbrella or excess liability policy in excess (without restriction or limitation) of those limits and coverages described in subsections (A) through (C) above. Such policy shall contain limits of liability in the amount of $3,000,000 each occurrence and $3,000,000 in the aggregate. The Town reserves the right to require higher limits of umbrella or excess liability coverage depending on the scope of the work. If abuse and molestation coverage is required in subsection (B) above, then the umbrella or excess liability policy shall include abuse and molestation coverage.

E. Contractors Pollution Liability:

If this Agreement includes work involving a pollution danger, including without limitation spraying and/or chemical treatment, Indemnitor shall provide pollution liability insurance, including products and completed operations and contractual liability coverage of not less than $1,000,000 each occurrence and $1,000,000 in the aggregate for this project. The policy shall be primary and non-contributory and shall name the Town as an additional insured and waive subrogation in favor of the Town.

6. Assignment, governing law, and enforceability

This Agreement and the Town’s authorization or engagement of the Indemnitor to provide or perform Services to or for the Town shall not be assigned by the Indemnitor without the prior written consent of the Town. This Agreement and the Town’s policies and procedures supersede any conflicting or additional terms of all purchase orders, terms and conditions, and other agreements provided by the Indemnitor with respect to the Services. No terms of any purchase orders, terms and conditions, or other agreements shall operate as a waiver by the Town or disclaimer by the Indemnitor of any of Indemnitor’s warranties, responsibilities, or liabilities, or operate as a waiver by the Town or disclaimer by the Indemnitor of any provision of this Agreement. The Town is a designated beneficiary of this Agreement and may enforce it against the Indemnitor. This Agreement shall be governed and interpreted in accordance with the laws of the State of Connecticut. No provision of this Agreement shall be deemed waived by the Town unless the waiver is in writing and signed by the Town’s First Selectman. Any provision of this Agreement that is deemed unenforceable by a court of competent jurisdiction shall be deemed amended and construed to have a valid meaning that is the most protective to the Town, and if no such validating construction is possible shall be severed from this Agreement, and the enforceability of the remaining provisions shall not be impaired thereby. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original and all of which, when taken together, shall be deemed to constitute one and the same Agreement. The delivery of copies of this Agreement and of signature pages by facsimile transmission, Portable Document Format (PDF), electronic mail, or by other electronic means shall constitute effective execution and delivery of the Agreement and may be used in lieu of the original Agreement for all purposes. This Agreement shall be binding on the Indemnitor and its heirs, executors, administrators, successors and assigns and shall inure to the benefit of the Town of Westport and its agents, employees, elected and appointed officials, boards, commissions, committees, volunteers, representatives and assigns. The Indemnitor is an independent contractor. No employment relationship, express or implied, exists between the Town of Westport and Indemnitor.

7. Insurance broker letter and execution

In addition to providing copies of certificates of insurance, the Respondent shall submit a letter from its insurance broker confirming (i) that the Respondent is eligible to obtain all of the types and limits of insurance specified in this Request for Proposal Bid #27-186T, including all of the endorsements thereto, should a contract be made by the Town of Westport, and (ii) that the insurance will be obtained from a qualified insurance company authorized to do business in Connecticut. It is important that your insurance broker understands your insurance obligations under this bid before they issue your certificate of insurance.

In witness whereof, the Indemnitor has executed this Agreement as of the date first above written.

Indemnitor execution

Indemnitor’s name, exactly as shown on Certificate of Insurance

Signed by Print name

Print title

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Notarial acknowledgment

State of Connecticut ) ) ss: Westport, Connecticut County of Fairfield )

Acknowledgment date mm/dd/yyyy

Personally appeared Name of person appearing

, signer(s) and sealer of the foregoing instrument, and acknowledged before me the same to be his/her/their free act and deed, and acknowledged before me that he or she is authorized to execute this agreement on behalf of the Indemnitor and to bind the Indemnitor to its terms and that he or she holds the title with the Indemnitor that is written below his or her name above.

Notary public signature Print name Print address

My commission expires mm/dd/yyyy

Town of Westport, Connecticut Bid number 27-186T

Proposal form

The undersigned declares that he or she has carefully examined the General Conditions and Specifications and hereby proposes to furnish all equipment and labor and perform all work necessary to complete the assignment in strict accordance with the requirements of these Bid Documents.

Company name: Address:

Office phone: Primary contact cell phone:

Authorized signature: Title: Date:

mm/dd/yyyy

The following information provides costs to be included in quoted rate: (1) equipment to be used (trucks or loaders) with unit cost per hour for use of each; (2) cost of operator, (3) fuel, and (4) maintenance supplies.

Requirement:

Number needed Description

Rate paid per hour

Route truck: 35,000 lb. GVW +/− with 10′–11′ plow and material spreader; for assignment to the Highway crew throughout the duration of any storm event. $200.00

Bidder provide number available for the following:

Number available Description Rate paid per hour

1/2 to 3/4 ton truck with 8′–8.5′ plow $140.00

1 ton truck with 8′–8.5′ plow $155.00

1 ton truck with 8′–8.5′ plow and sander $180.00

Number available Description Rate paid per hour Truck (35,000 lb. GVW minimum) with 10′–11′ plow and sander

$200.00

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Number available Description Rate paid per hour Tri-axle dump truck, 15–17 cy $130.00

Loader, 2–3 cy $165.00

Loader, 4–5 cy $175.00

Loader with 11′ snow box $200.00

Loader with 10′–12′ plow $175.00 Laborer with shovel/blower As assigned for sidewalk clearing.

$ Hourly rate for laborer with shovel or blower

CDL-licensed and experienced plow driver

$ Hourly rate for CDL-licensed experienced plow driver

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