Request for Proposals- Snow Plowing FY 2627.pdf

Town of Orange, Connecticut

REQUEST FOR PROPOSALS

2026-2027 SNOW PLOWING SERVICES

1.0 INTRODUCTION

1.1 The Town of Orange is seeking Contractors for the rental of trucks (including drivers) for its 2026-2027 winter snow removal program.

1.2 Contractors are required to comply with the instructions, conditions, requirements, and specifications contained in this Request for Proposals (RFP), and to provide information where requested. Contractors’ proposals must be made upon the forms contained herein.

2.0 KEY EVENT DATES

2.1 Request for Proposals (RFP) Advertised Wednesday, September 9, 2026

2.2 RFPs Due on or Before: 10:00 a.m., Thursday, October 1, 2026 Submit RFPs to:

Public Works Office 617 Orange Center Rd Orange, CT 06477

2.3 Vehicle Inspections To be scheduled with Orange Highway Dept.

2.4 RFP Award Decision Wednesday, October 14, 2026

Board of Selectmen Meeting

2.5 Questions All questions shall be submitted by email to the Director of Public Works at bbrinton@orange-ct.gov. All questions will be answered by email.

2.6 Contractors must provide contact information to the town by emailing afaustini@orange-ct.gov and bbrinton@orange-ct.gov, to ensure that they receive RFP addenda and other notifications.

3.0 PROPOSAL FORMS AND SUBMISSION INSTRUCTIONS

3.1 Copies of the RFP documents may be obtained from the Town of Orange Website and

State of Connecticut Contracting Portal.

3.2 Ditto marks are not considered writing; shall not be used; and can be reason for non-acceptance of a proposal.

3.3 All proposals must be submitted in a sealed envelope, clearly marked “Snow Plowing” and received in the Public Works Office by the time of the proposal deadline defined in section 2.2 above.

mailto:bbrinton@orange-ct.gov mailto:afaustini@orange-ct.gov mailto:afaustini@orange-ct.gov mailto:bbrinton@orange-ct.gov

In addition to the PROPOSAL FORM, the Contractor’s REFERENCES, DRIVER INFORMATION, and NON-COLLUSIVE AFFIDAVIT must also be enclosed in the sealed envelope. Proposals, corrections, and/or modifications received after Town officials open the first proposal will not be accepted.

Contractors are responsible for checking the RFP posting on the state contracting portal https://portal.ct.gov/DAS/CTSource/CTSource or on the Town of Orange website for RFP addenda and responses to questions, up to the time of the proposal opening.

3.4 The proposal form must be signed by an authorized agent of the submitting company.

3.5 All information submitted, must be in ink or typewritten. Mistakes may be crossed out and corrections inserted. Corrections must be initialed by the person signing the proposal form.

3.6 The inability to meet any proposal requirement or specification shall be clearly stated in writing and attached to the proposal form or written on the proposal form.

3.7 At the time of their proposal submission, Contractors shall be presumed to have read, and be thoroughly familiar with all specifications in this document. Failure of any Contractor to receive, or examine, any form, instruction, or document, shall not relieve any Contractor of obligations with respect to their proposal.

3.8 The requirements and specifications listed are to be interpreted as meaning those acceptable to the Town of Orange. Substitutions that are “an approved equal,” will be considered.

4.0 PAYMENT

4.1 The Town agrees that in consideration of the faithful performance by the Contractors of all requirements and specifications contained herein, to pay the awarded Contractors within thirty (30) calendar days from receipt of invoice for all approved work.

5.0 MISCELLANEOUS

5.1 Contractors may withdraw their proposal any time prior to the due date. No Contractor shall withdraw, cancel, or modify their proposal for a period of sixty (60) days after the due date.

5.2 The Town of Orange is exempt from Connecticut Sales and Use Taxes and Federal Excise

Taxes.

5.3 The Town of Orange reserves the right to accept any proposal, to reject any or all proposals, to waive any minor proposal informality or irregularity, to take into account the residency and business location of Contractors within the Town of Orange, to take into account the distance from the Contractor’s garage to the Orange Highway Garage, and to award the proposal(s) deemed by the Town of Orange to be in its best interest. Contractors who are delinquent in taxes or fees to the Town of Orange will not be considered responsible proposers.

5.4 The hourly price per vehicle listed on the proposal form shall apply through April 30, 2027.

5.5 All work performed by Contractors shall be reviewed by the Orange Highway Department.

Unsatisfactory performance, as determined by the authorized representative of the Town, may be grounds for termination of any contract resulting from these specifications. Such authorized representative’s decision shall be final, and the Contractor shall be paid for actual work done to the time of dismissal, less any additional costs incurred by the Town for correcting deficiencies.

5.6 The vehicles of Contractors shall be inspected at and by the Orange Highway Department, 308 Lambert Road, Orange, before any snow plowing is done. Discrepancies shall be corrected before any snow plowing is authorized. Failure to correct deficiencies shall result in default on the part of the contractor and shall be cause for dismissal. The Town of Orange shall have the right to exercise its right to select the next qualified Contractor and to assess the defaulting contractor for any additional costs incurred.

5.7 Contractors’ trucks must be equipped with auxiliary lights, chains if needed, snow tires with excellent tread, adjustable plow lights, flashing lights and a cellular phone, fully charged and continuously activated. Such cell phone numbers will be made known to the Highway Department “snow” dispatcher immediately upon reporting for work.

5.8 Contractors shall pay for their own repairs, fuel, insurance, and taxes.

5.9 Contractors must assign the same driver each time they are called out, except in the event of illness. Contractors shall have relief drivers available in the event of prolonged storm events. Contractors shall provide the Town with the name of the primary and relief drivers and their Connecticut Commercial Driver’s License Numbers (CDL), where applicable.

5.10 Contractors will each be assigned a designated route by the Town’s authorized

Representative. Their vehicles must be available from November 1, 2026 through April 30, 2027.

5.11 Proof shall be provided to the Highway Crew Chief that each driver is part of a DOT-approved, drug and alcohol testing program. Failure to do so shall be grounds for not accepting any such driver and cancellation of the contract.

5.12 Contractors shall furnish Large Trucks that have:

• metal dump body

• 11 foot preferred and 10 foot minimum length moldboard plow

• hopper type spreading unit with a minimum capacity of 5 1/2 cubic yards. TAIL

GATE SANDERS ARE NOT PERMITTED.

• Minimum 28,000 pounds Gross Vehicle Weight Rating (GVWR)

5.13 Contractors shall furnish Small (Mason Dump) Trucks that have:

• metal dump body

• 9 foot preferred and 8 foot minimum length moldboard plow

• hopper type spreading unit with a minimum capacity of 2 cubic yards. TAIL

GATE SANDERS ARE NOT PERMITTED.

• Minimum 16,000 pounds Gross Vehicle Weight Rating (GVWR)

5.14 The rental period shall commence at the time the truck and operator reports for work at the

Highway Department and will continue until the Highway Department requests that the service cease.

5.15 A minimum of four (4) hours’ time shall be guaranteed for each truck operator called out and reporting. For each Large Truck ready to provide service on November 1, 2024, the season minimum is guaranteed at $5,000 per truck, and for each Small Truck the season minimum is guaranteed at $4,000 per truck..

PLEASE NOTE: If, however, you are called out to plow for a storm or other adverse weather conditions and you decline the work, you will automatically forfeit the $5,000 or $4,000 guarantee.

5.16 Contractors shall keep their vehicles in operable condition during the term of this contract so that response to requests for service can be rapid. It is expected that contractors shall be able to begin plowing within one (1) hour of receipt of request for services. Operable condition shall be that as approved by the Highway Department after inspection (see section 5.6).

5.17 Contractors’ garages where the trucks are stored are required to be located within a

25-mile radius of the Orange Highway Garage.

5.18 Contractors’ trucks shall be rented, with operator, for the entire winter season (November

1, 2026 through April 30, 2027), as required during storms, and shall be assigned a definite route for plowing and sanding. This is a necessary public safety service, therefore a penalty shall be assessed against any Contractor for delays in reporting, after the one (1) hour time, up to the maximum number of hours such service is required during any storm during which the delay occurs. The penalty shall be $200.00 dollars per hour per truck commencing two (2) hours after each truck was called, up to the maximum time the vehicle(s) would have been needed.

5.19 Any time a vehicle is not operable after it starts work, the Contractor shall NOT be compensated by the Town if the cause of the inoperability is breakdown of Contractor’s equipment. Payment will NOT be made for time out for meals or sleep.

5.20 The contractor’s operator shall, for safety purposes, take a break approximately every six

(6) hours and such breaks shall be scheduled by the Town’s authorized representative.

5.21 Rental time shall continue during the changing of snowplow blade cutting edges, which shall be furnished by the Highway Department and installed with the help of the Contractors’ personnel.

5.22 Front springs of trucks shall be sufficiently strong to carry the additional weight of hoist and snowplow. Rear tires shall have clearance between from or springs to allow installation of single or dual chains. Each contractor’s truck shall be equipped with hydraulics for snowplow operations and adequate defrosting devices.

5.23 Contractors will be called out according to a list developed by the Town. After a contractor is called, he/she will then be put on the bottom of the list. The list will originally be set up with the nearest Contractor first and to the farthest Contractor last. It is also possible that all Contractors will be called at one time.

5.24 Contractor shall agree to maintain in force at all times during the contract the following minimum coverages and shall name the Town of Orange as an Additional Insured on a primary and non-contributory basis to all policies, except Workers Compensation. All policies should also include a Waiver of Subrogation.

Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best Rating of A- (Excellent) and minimum Financial Size Category of VIII. In addition, all Carriers are subject to approval by the Town of Orange.

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years from the completion date of this contract. If the 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 the policy in effect during the contract for two (2) years from the completion date.

(Minimum Limits) General Liability Each Occurrence

General Aggregate Products/Completed Operations Aggregate

$1,000,000 $2,000,000 $2,000,000

Auto Liability

Umbrella/Excess Liability

Combined Single Limit

Each Occurrence

$1,000,000

Professional Liability (if applicable)

Each Occurrence

Workers’ Compensation and WC Statutory Limits Employers’ Liability EL Each Accident $500,000 EL Disease Each Employee $500,000 EL Disease Policy Limit $500,000

Original, completed Certificates of Insurance must be presented to the Town of Orange prior to contract issuance. Should any of the above-described policies be cancelled, limits reduced or coverage altered, 30 days’ written notice must be given to the Town of Orange.

For purposes of insurance, all certificates and communications should be addressed to:

Director of Public Works/Town Engineer Town of Orange 617 Orange Center Road Orange CT 06477

5.25 All vehicles proposed for use must be registered in the State of Connecticut.

5.26 Contractors and drivers shall always observe and comply with all local, state, and federal, (including OSHA) laws, ordinances and regulations when providing the services.

5.27 To the fullest extent permitted by law, Contractor will defend, indemnify and hold the

Town of Orange and State of Connecticut and all of their employees and boards harmless from and against all claims, bodily injury and property damage, judgments and expenses, including attorney fees that arise from or are alleged to arise from the performance of this work.

5.28 It is understood by each Contractor in the performance of its obligation to provided snow plowing services that it is acting as an independent contractor and not as an agent or employee of the Town of Orange. The Contractor acknowledges it is an equal opportunity employer and will comply with all laws and regulations relating to employment.

5.29 No more than three (3) trucks shall be proposed by each Contractor. The Town reserves the right to reject any or all of the trucks offered by a contractor who does not comply with this requirement.

6.0 TERMINATION

Failure to comply with any of the requirements herein may be considered breach of contract and as such shall be subject to termination of the contract by the Town.

7.0 REFERENCES

A minimum of three (3) recent snow plowing references shall be provided on the attached form. Municipal references are preferred.

Town of Orange, Connecticut

PROPOSAL FORM

2026-2027 Snow Plowing Services

The following proposal is submitted to the Town of Orange, CT for snow plowing services:

_________ SMALL (MASON DUMP) TRUCKS (listed below) w/PLOW, SPREADER, & OPERATOR at $295.00/hour/truck.

(No. of Trucks) Truck Make and Model Year

1.________________________________________________________

2.________________________________________________________

3.________________________________________________________

_________ LARGE TRUCKS (listed below) w/PLOW, SPREADER, & OPERATOR at $375.00/hour/truck.

(No. of Trucks)

Truck Make and Model Year

1.________________________________________________________

2.________________________________________________________

3.________________________________________________________

The undersigned certifies that he/she has read and understood all the provisions of the Request for Proposals. Any exceptions to the RFP requirements are noted below and/or on an attached sheet of paper and made a part of this proposal. The undersigned also certifies that this proposal is being submitted without collusion with any individual or corporation and agrees, by virtue of submitting this proposal, that if accepted by the Town of Orange, that it forms a contractual obligation on the part of the Contractor.

SIGNATURE: _________________________________________________________________

FOR: ________________________________________________________________________

(Contractor Name)

ADDRESS: ___________________________________________________________________

TRUCK GARAGE ADDRESS: ____________________________________________________

BY: _________________________DATE: _________________ TEL No: _________________ (Title)

MOBILE TEL NO: ________________ EMAIL: ______________________________________

(CHECK ONE)

No Exceptions to the proposal specifications and requirements _____

Exceptions taken as noted below _____ or on attached sheet of paper _____

REFERENCES

(Please provide a minimum of 3 recent snow plowing references including client name, property or community location (municipal references are preferred), brief description of services provided, dates of service (for example Nov. 2025 to April 2026), contact person, email address, and telephone number).

1.

2.

3.

4.

DRIVERS

(Indicate Primary and Relief Drivers)

CT DRIVER’S

OPERATOR NAME LICENSE NO. CDL NO.

NON-COLLUSIVE AFFIDAVIT OF PRIME PROPOSER

State of ________________________________

County of ______________________________

________________________________________________ being first duly sworn, deposes that:

1. (He, She) is (Owner, Partner, Officer Representative or Agent) of __________________

______________________________________________, the Proposer has submitted the attached Proposal:

2. (He, She) is fully informed respecting the preparation and contents of the attached

Proposal and all pertinent circumstances respecting such Proposal;

3. Such Proposal is genuine and is not collusive or a sham Proposal;

4. Neither the said Proposer nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Proposer, firm or person to submit a collusive or sham Proposal in connection with the Contract for which the attached Proposal is submitted or to refrain from Proposing in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement, collusion, communication or conference with any other Proposer, firm or person to fix the price or prices in the attached Proposal or the Proposal price of any other Proposer, or to secure through any collusion, conspiracy, connivance or unlawful agreement, any advantage against the Town or any person interested in the proposed Contract;

5. The price, or prices, quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees or parties in interest, including this affiant; and

6. That no employee or person whose salary is payable in part by the Treasury of the Town in which the Project is located, is directly or indirectly interested in the Proposal or its supplies, materials, equipment, work or labor to which it relates, or in any profits thereof.

(Signed) ________________________________________

(Title) ________________________________________

Subscribed and sworn to before me this _____ day of __________________________________

(Signed) ________________________________________

(Title) ________________________________________

My Commission Expires: ________________________________________________________