RFP # 1167 Project Manual

TOWN OF BLOOMFIELD, CONNECTICUT

REQUEST FOR PROPOSALS

FOR

MUNICIPAL SOLID WASTE, RECYCLING, & BULKY

WASTE COLLECTION & DISPOSAL SERVICES

Town RFP #1167

Issued: March 12, 2026

Table of Contents

1. Invitation to Submit ........................................................................ Pages INV-1 to INV-2

2. RFP Instructions and Information Document .......................... Pages RFPI-1 to RFPI-13

3. Supplemental Contract Provisions ............................................. Pages SCP-1 to SCP-5

4. Scope of Services ............................................................................ Pages SS-1 to SS-9

5. Proposal Submittal Package:

A. Respondent Qualifications Statement ................................... Pages RQ-1 to RQ-8

B. Proposal Form ............................................................................. Pages PF-1 to PF-6

i. “RFP 1167 Form of Proposal.xlsx” (Separate Excel File) ............. 2 pages

ii. “Exhibit B Bloomfield BOE Dumpster Schedule.xlsx” (Separate Excel File)

iii. “Exhibit C Bloomfield Town Dumpster Schedule.xlsx” (Separate Excel File)

C. OSHA Certificate of Compliance with CGS Section 31-57b ................... 1 Page

D. Non-Collusion Affidavit .............................................. Pages NCA-1 to NCA-3

6. Exhibits

A. Exhibit A – Bloomfield Condominiums and Private Communities

Collected under the municipal contract..................................................... 1 Page

B. Exhibit B – Bloomfield Board of Education Dumpsters “Exhibit B Bloomfield BOE

Dumpster Schedule.xlsx” (Separate Excel File) ....................................... 1 Page

C. Exhibit C – Bloomfield Town Dumpsters “Exhibit C Bloomfield Town Dumpster

Shedule.xlsx” (Separate Excel File) .......................................................... 1 Page

D. Exhibit D – Trash and Recycling Route Map ............................................... 1 Page

E. Exhibit E – Residential Recycling Collection Schedule Calendar and Week A & B Street List ................................................................. 10 Pages

Table of Contents (cont.)

F. Exhibit F – 2025 Residential Bulk Collection Schedule ........................... 1 Page

G. Exhibit G – Curbside Cart Specifications ................................................. 3 Page

H. Exhibit H – Bloomfield 2026 Holiday List ............................................... 1 Page

800 BLOOMFIELD AVE., BLOOMFIELD CT 06002 860.769.3500 BLOOMFIELDCT.GOV

Page INV-1 of 2

INVITATION TO SUBMIT

Town of Bloomfield, Connecticut Municipal Solid Waste, Recycling & Bulky Waste Collection & Disposal Services

Town RFP #1167

The Town of Bloomfield is pleased to invite qualified Solid Waste & Recycling Hauler and Collector

Contractors to bid on the Town of Bloomfield “Municipal Solid Waste, Recycling & Bulky Waste

Collection & Disposal Services”. The Town of Bloomfield is accepting proposals for providing

Residential Municipal Solid Waste & Recycling Collection & Disposal Services as further defined in this Request for Proposals (RFP). These services shall include management, collection, transportation and proper disposal of all acceptable MSW Refuse, Recycling and Bulky Waste from each eligible residential premises, as defined by the Town. In addition, pricing is being requested for dumpster service at town buildings (9 Locations) and Board of Education properties (7 locations). This RFP also requires the purchase, administration, and distribution of new 95-gallon residential MSW and Recycle automated curbside carts, including maintenance of the carts for the life of the contract of which the cost shall be included in other items bid as part of the RFP. The

Contractor shall be responsible for providing and assuming all costs for labor, equipment purchases, operations, and repairs. Services hereunder shall be in compliance with all Federal, State and local laws.

Sealed Bids for the Municipal Solid Waste, Recycling & Bulky Waste Collection & Disposal Services will be received by the Town of Bloomfield Town Hall, in the office of the Purchasing Manager, 800 Bloomfield Avenue, 2nd Floor, Bloomfield, CT 06002 until 3:00 p.m. on Thursday, April 9, 2026. At this time, Bids will be opened and publicly read aloud. Emailed bids, faxed bids, or bids received after the stated time will not be considered for any reason.

The Project Manual, including Bid Instructions and Information, Bid Form, Bidder Qualifications Statement, Supplemental Contract Provisions, Scope of Services, Exhibits and addenda are available on the Town’s website, https://www.BloomfieldCT.gov/Bids.aspx as well as from the State of Connecticut Department of Administrative Services website, https://portal.CT.gov/DAS/CTSource/CTSource?language=en_US .

The Town reserves the right to reject any or all Bids, or to accept any Bid, should the Town deem it to be in the best interest of the Town.

Bid Security in the amount of 5 percent (5%) of the year-one Bid must accompany each bid, in accordance with the Bid Instructions and Information. The successful bidder will be required to furnish Performance and Labor and Materials Payment bonds, each in amount equal to 100 percent (100%) of the year-one contract price.

No Bidder may withdraw their Bid within 60 days after the actual date of the opening thereof.

The Town of Bloomfield is an Affirmative Action/Equal Opportunity Employer. MBE’s, WBE’s, and SBE’s https://www.bloomfieldct.gov/Bids.aspx https://portal.ct.gov/das/ctsource/ctsource?language=en_US

Page INV-2 of 2 are encouraged to apply.

Any questions regarding the proposed work should be addressed, in writing, to Joseph Muraca, at JMuraca@BloomfieldCT.gov. Questions will not be entertained past 3:00 p.m. on Wednesday, March 25, 2026, and responses will be posted via addendum on the Town and State DAS websites by 3:00 p.m. on Monday, March 30, 2026.

mailto:Jmuraca@bloomfieldct.gov

RFP Instructions, RFP No. 1167

Page RFPI-1 of 13

RFP INSTRUCTIONS AND INFORMATION

Town of Bloomfield, Connecticut Municipal Solid Waste, Recycling & Bulky Waste Collection & Disposal Services

Town RFP #1167

ARTICLE 1 - GENERAL

1.01 Owner: The Owner of the subject Project is the Town of Bloomfield, (a.k.a. the “Town”), acting through the Town Manager, as CEO and Purchasing Agent, and any officials or agents of the Town as may be duly authorized or designated by the Town Manager, the Contract for the subject Project, the Charter of the Town, or any applicable Ordinance or Regulation of the Town, and to the extent of their applicable authority.

1.02 Right to Accept or Reject: The Town of Bloomfield reserves the right to accept or reject any or all proposals, in whole or in part, and to invite proposals, as best serves the interests of the Town, to waive any irregularities and/or errors in the proposals; and the Town reserves the right to, where anticipated funding is not available at anticipated levels or as otherwise may be in the public interest, indefinitely delay, rebid, or cancel the Project.

1.03 Subject Project: These “RFP Instructions and Information” and all associated RFP Documents are for the Town Project entitled “Municipal Solid Waste, Recycling & Bulky Waste Collection & Disposal Services” (a.k.a. the “Project”). A brief description and location of the Project can be found in the “Invitation for Proposals”; the Project is described, located and specified in more detail in the remainder of the RFP Documents.

1.04 Issuing Office: The RFP Documents for the subject Project are issued by the Office of the Purchasing Manager, (a.k.a. the “Issuing Office”), Town of Bloomfield, 800 Bloomfield Avenue, 2nd Floor, Bloomfield, CT 06002, which office shall also administer the RFP process, on behalf of the Purchasing Agent and the Town agency responsible for the project. The primary contact is Joseph A. Muraca, Jr., Purchasing Manager, (email) JMuraca@BloomfieldCT.gov.

1.05 Administering Office: Except for the RFP process, the subject Project shall be administered by the Bloomfield Public Works Department, acting through the Director of Public Works, (a.k.a. the “Administrative Officer”), or his authorized designee. The primary contact is Daniel Carter, Director of Public Works, (phone) 860-769-3575, (email) DCarter@BloomfieldCT.gov.

1.06 Bid Due Date and Time: In order to be considered, qualifying sealed bids must be submitted to, and received by the Purchasing Manager (Issuing Office), at the address stated above, no later than 3:00 p.m. on Thursday, April 9, 2026. Emailed, faxed, or proposals received after the stated time will not be considered for any reason.

1.07 Project Funding: This project is 100% Town of Bloomfield funded.

1.08 Tax Delinquent: The Town will not award any work to any respondent who owes a delinquent tax to the Town. Respondents certify by virtue of their signature on the response sheet that neither the respondent nor any business or corporation which the respondent owns an interest is delinquent in tax obligations to the Town. The Purchasing Department will verify that no delinquent taxes are owed before any award is made.

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1.09 Terms Used: The terms used within the RFP Documents shall be interpreted as set forth in Section 1 of the General Conditions.

ARTICLE 2 - BID DOCUMENTS

2.01 The complete set of the RFP Documents are enumerated in the list below, provided that any Addenda issued by the Town prior to the Proposal Opening shall become part of the RFP Documents upon issuance. Said list provides the name of the subject document, or grouping of documents, and, in parentheses following the name, the location within the RFP Document set where the subject document may be found. It can be presumed that the title (as listed below) of any particular document that was created by or on behalf of the Town specifically for the subject project will be prefaced with or followed by the words “Municipal Solid Waste, Recycling, & Bulky Waste Collection and Disposal Services” on the actual document.

1. Invitation to Submit

2. RFP Instructions and Information

3. Supplemental Contract Provisions

4. Scope of Services

5. Proposal Submittal Package

a) Respondent Qualifications Statement

b) Completed Form of Proposals

c) Completed Exhibits B & C

d) OSHA Certificate of Compliance with CGS Section 31-57b

e) Non-Collusion Affidavit

6. Contract Exhibits A-H

2.02 The RFP Documents are only issued in electronic format and can be found on the Town of Bloomfield website, https://www.BloomfieldCT.gov/Bids.aspx as well as the CT Department of Administrative Services website, https://portal.CT.gov/DAS/CTSource/CTSource?language=en_US, (Search on “Bloomfield”.)

Prospective Respondents are strongly encouraged to register with the State of Connecticut Department of Administrative Services in order to assist in their assurance of receiving any Addenda issued concerning the Project in a timely manner during the process. All addenda will be posted on the Town and State DAS websites;

no addenda will be mailed. The Town is not responsible for ensuring that Prospective Respondents receive any Addenda issued.

2.03 The Town may make all or any portion of the RFP Documents available on-line at any other location or via any other means as may be deemed advantageous by the Town.

2.04 Each Respondent submitting a Proposal is solely responsible for preparing such proposal based on, and in accordance with, the complete set of RFP Documents, on its understanding of the Project and on its own appropriate knowledge, experience and expertise in performing similar work and producing similar product as of that contemplated by the RFP Documents, and as may be necessary for successful completion of the same.

https://www.bloomfieldct.gov/Bids.aspx https://portal.ct.gov/das/ctsource/ctsource?language=en_US

Page RFPI-3 of 13

2.05 The Town, in issuing and making the RFP Documents available on the above terms, does so only for the purpose of obtaining Proposals for the Project Work and does not confer or grant license of any manner for any other use.

ARTICLE 3 - EQUAL EMPLOYMENT OPPORTUNITY

3.01 Prospective Respondents are hereby notified that the Town is committed to the principles of equal employment opportunity for minority group persons and women in all contracts, including the RFP process, for the purchase of labor and materials, supplies or services, including bank depository and professional services.

3.02 In keeping with the above stated policy, the Respondents’ attention is directed to the appropriate provisions of the Supplemental Contract Provisions for further information regarding the obligations, responsibilities, and requirements of the Respondent with respect to equal employment opportunity with respect to this Project.

ARTICLE 4 - PREPARATION OF THE BID PROPOSAL

4.01 The Proposal (a.k.a. the “Bid”) shall be completed in full, including all required accompanying information, on the forms provided in the Proposal Submittal Document and including any additional sheets as may be requested or appropriate. All written information shall be in typewritten form or printed in ink. All blanks shall be completed; all questions shall be answered, and all requested information shall be provided.

Alterations or corrections on the final submitted Proposal shall be crossed out with a single horizontal or diagonal line, in ink, and initialed in ink by the signer of the Proposal. The Proposal shall be signed in ink.

4.02 Respondent Qualifications: To demonstrate qualifications to perform the Work, a fully completed Respondent Qualification Statement, on the provided form, must be submitted with the Proposal. The Owner reserves the right to require such additional information from the Respondent and to make such relevant investigations as it deems necessary. Each Proposal must contain evidence of the submitting Respondent’s qualification to do business in Connecticut. In order to be considered qualified for the subject Project, Respondents must evidence having successfully completed projects similar in size and scope to this Project.

Information concerning the relevant qualifications and experience of all proposed subcontractors shall also be submitted in the Proposal. All determinations as to the adequacy of a Respondent’s qualifications shall be decided by the Purchasing Agent, utilizing whatever resources as may be deemed fit thereby.

4.03 The Proposal shall contain an acknowledgment of receipt of all issued Addenda; the numbers of which shall be filled in as appropriate in the Proposal Submittal Package. It is the sole responsibility of each Respondent to determine if they are in receipt of all issued addenda. The most assured way to accomplish this is to contact the Issuing Office or the Administering Office within one week of the Proposal Due Date.

4.04 Unit Proposal: Where the Project bid is presented as an Itemized Unit Proposal (a.k.a. “Unit Bid”,) a Unit Proposal Price shall be provided, in standard US numerals, in the appropriate space for each Proposal Item on the Bid Form. If handwritten in ink, take care that the numerals are clear, legible, and distinct. Total Unit Prices and a Total Proposal Price shall also be appropriately calculated and provided on the Response Form. In the event of discrepancies in the proposal price values provided, any discrepancy shall be resolved by applying the following precedence, highest to lowest: 1) Unit Proposal Price, 2) calculated Total Unit Price, and 3) calculated Total Proposal Price – as appropriate.

Page RFPI-4 of 13

4.05 Lump Sum Proposal: Where the Project Proposal is presented for submittal in one or more aggregate groupings of work elements that comprise a finished product as a significant part, or the whole, of the Project (a.k.a. “Lump Sum Proposal”,) then such finished product(s) shall be priced for submission on a lump sum basis for providing all of the work, (i.e. materials, labor, equipment, incidentals, etc.) necessary to successfully complete the subject finished project. Lump sum proposal prices shall be supplied written separately in words and in numerals. As applicable, a Total Proposal Price shall be calculated and appropriately provided in numerals. The order of precedence for resolving discrepancies for lump sum bids shall be: 1) the lump sum proposal price written in words, 2) the lump sum proposal price written in numerals, and 3) the calculated Total Proposal Price.

4.06 Every Unit Proposal Price or Lump Sum Proposal Price, as the case may be, supplied in the Proposal shall include all plant, labor, material, supplies, equipment, overhead, and other facilities necessary for, and incidental to, the fulfillment of the subject item/facility/task complete, fully functional, and properly finished in strict conformance with and as may be required by the Drawings, Specifications, and all other applicable provisions of the RFP Documents, and for the use (or uses) and appearance intended by the Town.

4.07 Signature of Respondent: At the top of the signature page, the Respondent shall identify the legal business name under which the subject proposal is being submitted and the type of business structure, (as is on file with the Secretary of State,) along with the State of registration and primary business address. The signature shall be executed by a person duly authorized to do so on behalf of the submitting entity. If the submitting entity is other than a sole proprietorship or the proposal is not being signed by all partners/members of the submitting entity, then written evidence of such authorization shall be provided with the proposal. The signature shall be written in the appropriate signature block for the type of entity (e.g. corporation, partnership, individual, etc.), that the signer represents. If more than one person is signing the Bid, then a copy of the signature page, appropriately signed, shall be submitted for each signer. In the event that the signer is more than one organizational level below the submitting entity, then the signer shall execute the Proposal in the appropriate block for the direct entity represented thereby, and an additional sheet shall be included with the proposal that describes the organizational structure that links the signor to the Respondent. The name and title of each signor shall be typewritten or printed under the associated signature. If the Bidding entity is a corporation, the corporate seal shall be affixed to the bid, and properly attested, in the vicinity of the executing signature. E-mail addresses should also be provided for all.

4.08 The itemization of the Proposal and the selection of the Proposal Items are at the Town’s discretion and for the Town’s convenience in evaluating and comparing the submitted responses and administering the Contract.

4.09 Any quantities stated within the RFP Documents are approximate, estimated solely for use in establishing the scope of the project and comparing proposals. Unit Proposal Prices submitted by the successful Respondent are to be paid for the actual quantities of the items of work successfully completed in accordance with the Contract Documents. Should the dimensions of any part of the work or the quantities of materials used or work performed be different than those estimated in the Response Form, or presented elsewhere in the RFP Documents, only the actual quantities completed shall be measured for payment.

4.10 A Respondent, or party to a proposal entity, may only be associated with one submitted Proposal, regardless of the name under which that association occurs. Reasonable ground for belief that a party is a principal in more than one proposal shall cause the rejection of all Proposals in which such party is interested.

In the event there is reasonable ground for belief that collusion between Respondents exists, the Proposals for all associated Respondents shall be rejected and all parties to such collusion will not be considered in future proposals for the same work; and the same may be subject to other penalties from the Town as are allowed.

ARTICLE 5 - BID INTEGRITY

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5.01 A prospective Respondent, subcontractor, supplier, or any other such entity who may have interest in any Proposal, shall not directly or indirectly solicit, induce, or attempt to solicit or induce 1) any individual or entity to alter a price, or any other matter, associated with a Proposal in such a manner as to make a Proposal less competitive, 2) any entity to submit a false or sham Proposal, or to contribute to a Response in such a manner as to render the Proposal, in whole or in part, false or a sham, 3) any entity to refrain from preparing or submitting a Proposal, or from participating in, or considering to participate in, a Proposal, or a subsequent Contract, as a subcontractor, supplier, or other such role, or 2) any other form or manner of collusion, to any degree, so as to, or attempt to, obtain an improper advantage over any other entity, including the Town, with respect to the RFP, or to in any way reduce the competitiveness of the subject Public RFP process.

5.02 A prospective Respondent, subcontractor, supplier, or any other such entity who may have interest in any RFP, shall promptly report to the Town any attempt by any other party to involve it in collusion of any sort or to any degree with respect to this Public RFP.

5.03 A prospective Respondent will specifically notice the requirements of this Article 5 to any and all prospective subcontractors, suppliers, and any other such entity that it is likely to, or does, use, engage, or take input from for the preparation of its Proposal, or in the execution of any Contract Work as may result therefrom;

and shall, at an appropriate time, inquire of, and demand a response from, the same regarding compliance with these requirements prior to, as applicable, submitting its Proposal or committing to engage any such party in Project Work; and shall not utilize any of the same that are in noncompliance with this Article.

ARTICLE 6 - PROPOSAL SUBMITTAL

6.01 In order to be considered, qualifying sealed proposals must be submitted to, and received by the Purchasing Office, at the address stated above, no later than the date and time set forth in Paragraph 1.06 above.

The original Proposal shall be enclosed in an opaque sealed envelope plainly marked with the Project title, Bid Number, the name, address, and email address of Respondent, and the date and time of the Bid opening, and shall consist of the completed unbound copy of the Bid Form, the Bid security, and the Bidder Qualification Statement with supporting data. Four (4) hard copies of the bid and one (1) electronic copy of the bid on a thumb drive must also be included with the proposal submission. If a Proposal is sent by mail or other delivery system, the sealed envelope containing the Proposal shall be enclosed in a separate envelope plainly marked on the outside with the notation “RFP 1167 ENCLOSED.” A mailed Proposal shall be addressed to the Purchasing Manager. Faxed or emailed Proposals will not be accepted. Proposals received after the stated date and time will not be considered under any conditions.

ARTICLE 7 - MODIFICATION OR WITHDRAWAL OF PROPOSAL

7.01 A Proposal may be modified or withdrawn by an appropriate document duly executed in the manner required for a Proposal and delivered to the place where Proposals are to be submitted prior to the Response Due Date and Time set forth in Paragraph 1.06 above.

7.02 If within 24 hours after Proposals are opened, any Respondent files a duly signed written notice with Town and promptly thereafter demonstrates to the reasonable satisfaction of the Purchasing Agent that there was a material and substantial mistake in the preparation of its Proposal, that Respondent may withdraw its Proposal, and the security bond, if any, will be returned. Thereafter, if the Work is rebid, that Respondent will be disqualified from further proposal on the Work

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ARTICLE 8 - OPENING OF PROPOSALS

8.01 Proposals will be opened at the time and place indicated in the RFP and read aloud publicly.

8.02 Respondents are hereby notified that only computed totals are likely to be so read aloud at the RFP Opening, and that such reading aloud of any amounts included in any submitted Proposal does not in any way alter or supersede any means of evaluating the Proposals stated elsewhere in these RFP Documents.

8.03 A tabulation of proposals will be prepared summarizing the submitted Proposals and will be posted on the Town’s website after the contract has been finalized.

8.04 The Town reserves the right to postpone or cancel the Proposal Opening via Addendum as may be in its interest and at any time prior to the Proposal Opening. In the case of postponement, the Proposal Opening may be rescheduled in the same Addendum, or the postponement may be indefinite, again as may be in the interest of the Town.

8.05 Opened Proposals shall remain subject to acceptance for a period not to exceed 90 calendar days, unless such period is extended with respect to its RFP in writing by any particular Respondent at the request of the Town.

ARTICLE 9 - REJECTION OF PROPOSALS AND WAIVER OF IRREGULARITIES

9.01 The Town may determine a Proposal to be nonresponsive or a Respondent to be nonresponsible, as the case may be, and reject such Proposal if, in the opinion of the Purchasing Agent:

1. The submitted Proposal does not strictly conform to law or the requirements of the RFP Documents.

2. The Respondent fails to adequately provide any information requested in the RFP Documents or otherwise by the Town as part of the Proposal process or has made significant misrepresentations of fact therein.

3. The Respondent is determined through appropriate means to be incompetent, not responsible, or otherwise unqualified for or incapable of performing the work as specified or otherwise meeting the obligations set forth by the RFP Documents.

4. The Respondent does not have a satisfactory record of compliance with federal, state, or local laws and regulations, including those pertaining to the environment, discrimination, labor, employment, safety, health, or the prompt payment of subcontractors and suppliers.

5. The Respondent does not have a satisfactory record of performance or cooperation on one or more of its previous projects with any owner and the Respondent fails to explain such record, or changes made to address such record, adequately so as to offer a satisfactory level of comfort to the Purchasing Agent regarding its ability to satisfactorily meet the contractual obligations of the Project.

6. The submitted Proposal is conditional or qualified; or it is determined by the Purchasing Agent to be unbalanced to a degree as to be extreme, undeniable, or detrimental to the Town’s interests.

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7. A party to the Proposal is reasonably believed by the Purchasing Agent to be involved in collusion with respect to this Project or to be a principal in more than one Proposal.

8. Any other applicable criteria or reason as may be set forth in the RFP Documents or by law is met in the determination of the Purchasing Agent.

9.02 The Town reserves the right to waive any irregularities in any Proposal or as otherwise associated with the response process that, in the opinion of the Purchasing Agent, are not detrimental to the Town’s obligation to serve the public and as may be in the Town’s interest.

9.03 The exception to the preceding paragraph is an irregularity involving price that 1) cannot be objectively resolved to a high degree of certainty, as determined by the Purchasing Agent, by applying the provisions regarding rounding or precedence set forth in Paragraphs 4.04 above or 2) will likely affect the RFP result order with respect to the three apparent lowest bidders. If either case is true, regardless of the status of the other case, then no waiver is possible, and the subject Proposal shall be rejected as nonresponsive.

ARTICLE 10 - PRE-RESPONSE CONFERENCE

10.01 No Pre-Response Conference will be held for this project.

ARTICLE 11 - ADDENDA AND INTERPRETATIONS

11.01 RFP Addenda may be issued to clarify, correct, or change the RFP Documents as deemed advisable by the Town. To be official, RFP Addenda must be issued by the Issuing Office and shall be in writing. Such official Addenda represent the sole means to clarify, correct, or change the RFP Documents; all other responses or information are deemed unofficial and without legal effect.

11.02 Official RFP Addenda become part of the RFP Documents upon issuance; and the provisions therein shall supersede and have precedence over any conflicting provisions of the original RFP Documents or any previously issued Addenda, unless stated otherwise therein.

11.03 All questions or requests regarding the meaning or intent of the RFP Documents, or the RFP process, are to be submitted in writing, via US Mail, email, or direct delivery, to the Issuing Office. The same shall be addressed to the contact person identified in Paragraph 1.04 above using the information provided therein.

11.04 All such questions or requests must be submitted no later than 3:00 pm on Wednesday, March 25, 2026 to be guaranteed a response, if one is deemed appropriate and necessary by the Town. Questions and requests submitted subsequent to said date and time will be evaluated by the Town as to their significance to the Town’s interests with respect to the RFP, and the RFP may be postponed in accordance with Paragraph

8.04 in the event the Town determines that a response is in its interest.

11.05 Official responses, as deemed appropriate or necessary by the Town, will be issued via RFP Addenda posted on the Town and State DAS websites, (in keeping with the provisions of Paragraph 11.01 above) on Friday, March 30, 2026. Where the Town determines that any particular properly submitted question or inquiry is already adequately addressed in the RFP Documents or otherwise that addressing any such question or inquiry will not further the purposes of the RFP or the Town’s interests in the RFP, then the Town may elect to not address the same in an Addendum.

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ARTICLE 12 - EXAMINATION OF THE SITE, PROPOSAL DOCUMENTS, AND OTHER DATA

12.01 Prior to completion of its Proposal and the subsequent submittal thereof to the Town, each Respondent is responsible to:

1. Examine and carefully study the RFP Documents, any Addenda thereto, and any related information identified in the RFP Documents, and thereby become familiar with, and satisfy itself as to, the nature and particulars of the Project Work, the prosecution thereof, the final product(s)/service(s) contemplated by the RFP Documents, and the obligations and responsibilities of the Contractor with respect thereto.

2. Visit the Town, and perform the observations, investigations, as it deems fit and may be reasonable, to thereby become familiar with, and satisfy itself as to, the general, local, and particular site conditions that may affect the cost, progress, or performance of the Work, or which may relate to any aspect of the means, methods, techniques, sequences, procedures, or safety of prosecuting the Work; additional visits beyond the Pre-Proposal Conference, if any, may be warranted or desirable. Please note that site conditions may only be assessed from the sidewalk or curb and there is no allowance for inspections of private property. Bidders may not trespass on private property at any time.

3. Become aware of the general nature of work or involvement at the Project Site, or otherwise, of the Town, representatives of the Town, any Utility providers, or any other such entity that may affect the cost, progress, or performance of the Work, and of the relationships and means necessary to successfully coordinate and effectuate matters so as to minimize the negative impacts of such work or involvement on the same.

4. Be or become familiar with, understand, and satisfy itself as to, all federal, state, and local laws and regulations that may apply to or affect the cost, progress, or performance of the Project Work.

5. Determine that the RFP Documents are generally sufficient to indicate and convey understanding of all terms, conditions, and requirements for the performance of the Work and completion of the Project as contemplated by the RFP Documents.

6. Appropriately apply the knowledge, expertise, experience, and other factors that render it qualified to respond to and perform the subject Project Work to the responsibilities set forth in Paragraphs 12.01.01 through 12.01.05 above, inclusive, and to the formulation and application of assumptions, judgments, and determinations necessary and otherwise used in the preparation of its RFP Proposal.

7. Promptly give the Town written notice of any and all errors, conflicts, ambiguities, or discrepancies that the Respondent discovers in the RFP Documents.

ARTICLE 13 - SUBSTITUTE AND “OR EQUAL” ITEMS

13.01 The Contract, if awarded, will be on the basis of services, materials and equipment specified or described in the RFP Documents without consideration of possible substitute or “or equal” items, except as may be provided for in Supplemental Contract Provisions.

13.02 Articles 13.07 and 13.08 of the General Conditions set forth the provisions covering substitute or “or equal” items under the Contract.

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13.03 Substitute or “or equal” items will not be considered until after determination of the Apparent Low Respondent. Where the subject specification specifically designates that an “or equal” substitute will be considered, then the Town shall consider a complying “or equal” item proposed by the submission of the Apparent Low Respondent prior to Contract execution if so requested by the Apparent Low Respondent. In all other cases, the consideration of any other proposed substitute item prior to Contract execution is solely at the discretion and pleasure of the Town as it may deem in its interest. Neither the timing nor the disposition of any such consideration process shall in any way alter any of the responsibilities or obligations of the Apparent Low Respondent with respect to execution of the Contract. (An “or equal” or other substitute item may always be proposed by the Contractor subsequent to execution of the Contract.)

13.04 Prices shall not be included in the Proposal of any Respondent, either directly or as part of a related Proposal Item or the Total Proposal Price, for any substitute item, unless such item is designated as a Proposal Alternate Item.

13.05 Notwithstanding any other related provision within the RFP Documents, the Town reserves the right to negotiate with the Apparent Low Respondent either, or both, before or after Execution of the Contract Agreement regarding any proposed substitute item, whether or not such substitute item was included in the Proposal of the Apparent Low Respondent, as may be in the Town’s interest, and appropriately respecting any rights of any other Respondents to the contrary that may exist with respect to any proposed substitute items as may have been included in their Proposals.

ARTICLE 14 - PROPOSAL ALTERNATES

14.01 The Town may, for any reason and as deemed in its interest, include within the Proposal Form, and as may be shown, specified, or otherwise supported in the RFP Documents, solicit Proposal prices for Alternate Items that may be proposed to be substituted for, enhance or extend, or be in addition to any Base Proposal Item, (or other Alternate Proposal Item), or group or aggregate thereof, or to any other identifiable portion of the proposed Project Work. The Proposal Form shall identify what other Proposal Item(s), if any, any Alternate Proposal Item(s) are intended to replace, enhance, or extend, as deemed by the Town to be applicable, reasonable, and necessary for proper understanding and administration.

14.02 Providing Proposal prices on any such Proposal Alternate Items as may be included in the Proposal Form is optional for any Respondent; and a Respondent may provide prices, or not, for any number or any configuration of Proposal Alternate Items as may be included on the Proposal Form. A Respondent may not, however, provide a Proposal price for only a portion less than the whole of any Proposal Alternate Item.

14.03 Likewise, the Town may elect to incorporate any number, including none, or configuration of such Proposal Alternate Items into the Project Work, and the Contract therefor, as it deems fit, except as limited by Paragraph 15.04 below; and the same may be so incorporated at any juncture following the determination of the Lowest Responsible Respondent.

14.04 Proposal prices for Proposal Alternate Items will not be considered in the determination of the Lowest Responsible Respondent (i.e. only Proposal Prices for the Base Proposal portion of the Proposal Form will be so considered.) As alluded to above, Proposal Alternate Items, if any, will be incorporated into the Project following the determination of the Lowest Responsible Respondent.

14.05 Manipulation Proposal Alternate Items will not be used to circumvent the integrity of the RFP process; and, in no case will a Proposal Alternate Item, or any configuration thereof, be incorporated into the Project Work that would have resulted in the determination of a different Respondent as Lowest Responsible

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Respondent, using the same criteria and reasoning as for the original determination, if the Proposal Prices had been evaluated using the subject proposed configuration of Proposal Alternate Items and the Proposal Prices submitted therefor by the various Respondents. Note that the submittal of a Proposal Price by any Respondent that is, in the opinion of the Purchasing Agent, obviously unreasonably low for the work associated therewith, or [obviously] the submittal of no Proposal Price at all, for a particular Proposal Alternate Item shall result in that Proposal Price from that particular Respondent not being considered in any such determination. Note also that the Purchasing Agent may, in addition to any other information or criteria deemed fit thereby, use the Proposal Prices, if any, submitted by the other Respondents for the subject particular Proposal Alternate Item, or submitted for similar items in the Proposal, as criteria in any such determination of an obviously unreasonably low Proposasl Price.

14.06 The Town reserves the right to negotiate with the Lowest Responsible Respondent at any time in an effort to reduce the Contract Price from the submitted Proposal Price for any or all Proposal Alternate Items for inclusion in the Project; and such negotiations or the results of the same, provided the results are compliant with the provisions of Paragraph 15.05, shall not be considered to be in violation of the provisions of said Paragraph 15.05.

14.07 The Town reserves the right to award none, any or all of the Proposal Alternates as it deems in its best interests.

ARTICLE 15 - PROPOSAL SECURITY

15.01 Each Proposal must be accompanied by a Proposal security made payable to the Town of Bloomfield in an amount not less than 5% of the Total Amount Proposal price for year-one set forth on the Proposal Form of the subject Respondent’s Submitted Proposal. The Proposal security must be in the form of a certified check, a cashier’s check, a bank money order, or a “Bid Bond” completed on AIA Document A310 and issued by a surety meeting the requirements set forth in Paragraph 20.01 of the General Conditions.

15.02 The Proposal security of the Successful Respondent will be retained until such Respondent has executed the Contract Documents, furnished the required Contract security and met the other conditions of the Notice of Award, whereupon the Proposal security will be returned. If the Successful Respondent fails to execute and deliver the Contract Documents and furnish the required contract security within 15 days after the Notice of Award, The Town may annul the Notice of Award and the Proposal security of that Respondent will be forfeited.

The Proposal security of other Respondents whom the Town believes to have a reasonable chance of receiving the award may be retained by the Town until the earlier of seven days after the Effective Date of the Agreement or 61 days after the Bid opening, whereupon Proposal security furnished by such Respondents will be returned.

15.03 The Proposal security of other Respondents whom Owner believes do not have a reasonable chance of receiving the award will be returned within ten days after the Proposal opening.

ARTICLE 16 - OPENED PROPOSALS TO REMAIN

16.01 The Town is required by State records retention regulations to retain all Proposal related records for 6 years following the Proposal Opening, at which time, pending approval from the State, such records may be destroyed by the Town.

16.02 In keeping with this requirement, all opened Proposals shall remain on file with the Town for a minimum of 6 years.

ARTICLE 17 - EVALUATION OF PROPOSALS AND AWARD OF CONTRACT

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17.01 Apparent Low Respondent, Lowest Responsible Respondent, & Successful Respondent: The Apparent Low Respondent is the Respondent having submitted the currently eligible Proposal that, to the degree that the Proposals have been evaluated at the subject time, appears to have the lowest Total Proposal Price [as calculated by the Town] and to best meet the other criteria set forth in the RFP Documents and otherwise in the applicable Town Laws and Regulations. The identity of the Apparent Low Respondent is subject to change in the time between the Proposal Opening and the Execution of the Contract Agreement as the Proposal evaluation proceeds, Proposals may be rejected or withdrawn, calculation errors may be discovered and corrected, or for any other valid reason as may be allowed by the RFP Documents or otherwise by Law. At such time as the Town satisfies itself that the proposal evaluation has proceeded to a point where the current Apparent Low Respondent is the Respondent that best meets the criteria for award, and notwithstanding the final step set forth in Paragraph 18.02 – 8 below, then, the Apparent Low Bidder shall become and may also be referred to as the “Lowest Responsible Respondent”, (a.k.a. the “Successful Respondent”). Upon Execution of the Contract Agreement, the Lowest Responsible Respondent shall become the Contractor. References to the Contractor as applied before Contract execution shall mean the Lowest Responsible Respondent; and references to the Apparent Low Respondent, the Lowest Responsible Respondent, or the Successful Respondent as applied at or subsequent to Contract execution shall mean the Contractor.

17.02 If awarded, the Contract will be awarded by the Town to the Respondent that is determined by the Town to be the Lowest Responsible Bidder. The following shall be considerations of the Town, based on the information included in the subject Respondent’s Proposal or as otherwise available to the Town, in determining the Lowest Responsible Respondent:

1. The Proposal pricing submitted and the ability, as determined by the Purchasing Agent based on the information included in the subject RFP Proposal and as is otherwise in accordance with the RFP Documents, for the subject Respondent, abiding by its Response Proposal and any subsequent representations made to the Town, to successfully prosecute and complete the Project Work as in accordance with the RFP Documents and to the particular appearance(s) and for the particular use(s) as contemplated by the RFP Documents.

2. The character, integrity, reputation, judgment, experience, and efficiency of the subject Respondent.

3. The record of performance of the subject Respondent on previous contracts or services for the Town and in other jurisdictions or for other owners/clients, with emphasis given to previous contracts or services of a similar nature or scope and to previous contracts and services for the Town of Bloomfield.

4. The record of compliance and cooperation of the subject Respondent with respect to Federal, State, and Local Laws and Regulations.

5. The sufficiency of the subject Respondent’s financial resources with respect to the proposed Work.

6. The level of compliance of the subject Proposal with the requirements prescribed by the RFP Documents.

7. Determination of the Proposal that best represents the interests of the Town and the Project if it is selected for Award.

8. And, as a final step, the ability of the Town to successfully enter into a Contract with the subject Respondent.

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17.03 Right to Negotiate: The Town reserves the right to negotiate with the Lowest Responsible Respondent prior to Execution of the Contract Agreement, and at any time thereafter, regarding any relevant matter, including adding or removing Work from the Project, as may be in its interest and to the extent allowed by Law, in order to successfully enter into a Contract with the subject Respondent and/or to further the interests of the Town.

17.04 Right to Alter Quantities of Work: The Town reserves the right to increase or decrease the quantities of any Proposal Item, or to delete Proposal Items entirely, or to add new items of Work as may be consistent with the scope and intent of the Project as contemplated by the RFP Documents and notwithstanding any relation to Proposal Alternate Items, as may be determined by the Town to be in its interest. Adjustments in Project prices/compensation as a result thereof will be calculated, administered, negotiated, or otherwise handled in accordance with appropriate provisions of the RFP/Proposal/Contract Documents.

17.05 RFP Proposal Integrity to be Maintained: Notwithstanding Paragraph 18.04 above, manipulation of the quantities of Work, the addition or removal of Work, or any result of any negotiation between the Town and the Contractor shall not alter the Contract Price to a point where the subject Respondent would no longer be considered the Lowest Responsible Respondent by applying the criteria and reasoning used in the initial determination thereof, or to a point where such determination is not feasible, and the same shall not be counter to or undermine the spirit and intent of the RFP process in any other way. Excepting herefrom cases where the quantities of work are being adjusted to account for the differences between the quantities of work estimated in the RFP, which quantities are known and stated to be approximate, and the actual quantities performed or completed in prosecuting the Project Work as presented, specified, scoped, and otherwise contemplated in the RFP Documents. Also excepting herefrom the results of valid Change Orders to the Contract, executed subsequent to Contract execution, provided any such Change Order shall not be issued clearly as an attempt to circumvent the RFP integrity. In such cases, questions of determination of Lowest Responsible Respondent are not valid as such adjustments are generally random and unpredictable, or the result of unintentional oversights, and are inherent in, and integral to the integrity of, the process.

17.06 Notice of Award: Upon determination of the Lowest Responsible Respondent and of its desire to award the Contract at that time, the Town shall issue to the Lowest Responsible Respondent a written Notice of Award. The Notice of Award shall inform the Successful Respondent, in one or more actual transmittals,

(a) that it has been selected as such, that the Town intends, if all other requirements are met, to award the Contract to it, (b) of notification of any discussions or negotiations, or certain submittals or other actions by the Successful Respondent, if any, that may be required of the Successful Respondent or that the Town may desire prior to a final version of the Contract Agreement being prepared, (c) that, upon being so prepared, and subject to legal review for the Town, the Town will, in a timely manner, forward an appropriate number of unsigned counterparts of the Agreement to the Successful Respondent for execution, (d) of the timeframe that the Successful Respondent is required to execute said Agreement counterparts and return them to the Town,

(e) of notification of certain submittals or other actions that may be required of the Successful Respondent prior to the Town executing the Agreement or prior to the commencement of Contract Work, or particular portions thereof, and any required timeframes associated therewith, (f) of a tentative anticipated timeframe, which may be relative, for the Town to proceed with its part in the moving the Project towards commencement of the Contract Work, and (g) any other instructions the Town may deem appropriate.

17.07 Execution of Contract Agreement: Within 15 days after receipt of the unsigned counterparts of the Agreement, the Successful Respondent shall appropriately execute and deliver to the Town all of the counterparts of the Agreement, accompanied by its required, and properly executed, bonds, insurance certificates, hold harmless/indemnification agreement, and any other certificates, documents, or other information as may be required by the Notice of Award or the RFP Documents. Within 15 days after its receipt of the same, the Town shall execute the subject counterparts and deliver one original, fully executed counterpart to the Successful Respondent, now the Contractor.

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17.08 Upon Execution of the Contract Agreement, the Form of Contract Agreement included in the RFP Documents for reference, if any, shall become null and void; its purpose being superseded by the executed Contract Agreement.

17.09 At some point subsequent to Contract Execution, the Town shall issue to the Contractor a Notice to Proceed in accordance with the Contract Documents. The Contractor is not authorized to commence any Project Work, or any other activities related to the Project for which compensation may subsequently be expected, prior to the date specified for the commencement of the Time of Completion in the Notice to Proceed.

ARTICLE 18 - INSTRUCTIONS TO LOWEST…