TOWN OF PLAINFIELD | REQUEST FOR PROPOSALS

FY 2027 Snow Removal | 1

TOWN OF PLAINFIELD

Snow Removal Services

FISCAL YEAR 2027

REQUEST FOR PROPOSALS

ITEM DETAIL

Issued by Town of Plainfield, 8 Community Avenue, Plainfield, CT 06374

Finance contact Lisa A. Madden, Director of Finance | 860-230-3005 | lmadden@plainfieldct.org

Specification contact Ron Berube | 860-213-2339

RFP number FIN-261001

Issue date October 1, 2026

Bid due and public opening Thursday, October 29, 2026 at 4:00 p.m.

Lobby of Plainfield Town Hall, 8 Community Avenue

Contract period Award through June 30, 2027; 2026-2027 winter season

SEALED BID DO NOT OPEN BEFORE OCTOBER 29, 2026 AT 4:00 P.M.

FY 2027 Snow Removal Services

FY 2027 Snow Removal | 2

Invitation to Bid The Town of Plainfield is soliciting sealed proposals from qualified, insured contractors to supplement the Town’s snow removal fleet for the 2026-2027 winter season. Services include snow plowing at the facilities and streets listed in this RFP. Bidders shall submit one total season price for the complete scope. The Town will provide sand and salt; the contractor shall provide the personnel and equipment needed to perform the work.

Sealed bids must be received by the Finance Director at 8 Community Avenue, Plainfield, CT 06374, no later than October 29, 2026 at 4:00 p.m. Late bids will not be considered. Bids will be opened and read publicly at that time in the Town Hall lobby. Bid packages and addenda will be available at www.plainfieldct.org or from the Finance Department.

The Town reserves the right to reject any or all bids and make the award determined to be in the Town’s best interest.

The Town of Plainfield is an equal opportunity employer.

Submission Requirements Submit one original, fully completed and signed Bid Proposal Form in a sealed envelope clearly marked “FY

2027 SNOW REMOVAL BID - DO NOT OPEN.”

Include the company’s legal name, representative, address, telephone number, email address, authorized signature, and total season bid price.

Provide the quantity and description of all equipment to be used, including backup equipment, and disclose any other commitments affecting availability.

Identify all exceptions, exclusions, surcharges, and conditions. The season price shall include all labor, equipment, fuel, maintenance, and other costs except sand and salt supplied by the Town. Unstated charges will not be accepted.

Bids may not be withdrawn for sixty days after the bid opening. The season price shall remain firm throughout the contract period.

Direct questions to the Finance Director. Any change to the RFP will be issued by written addendum;

acknowledge all addenda on the Bid Proposal Form.

Provide a concise summary of comparable snow removal experience, identifying the assigned supervisor and key personnel and describing their qualifications.

Provide at least three client references for comparable municipal or commercial snow removal services. Include organization, contact name and title, telephone, email, service dates, contract value, and scope. Complete the References Form.

Provide a service plan describing storm mobilization, proposed response times, personnel and equipment assignments, backup resources, communication with the Town, and other contracts affecting availability.

FY 2027 Snow Removal | 3

Scope of Services Provide snow plowing services for the following facilities and streets to supplement Town operations. Bidders shall familiarize themselves with all locations and site conditions before submitting a proposal. Work shall be coordinated with authorized Town personnel. The Town will provide sand and salt for use under the contract.

FACILITY LOCATION OR AREA

Aldrich Library Moosup, CT

Moosup Little League Parking lot and track

Police Department 210 Norwich Road

Atwood Fire Station Wauregan, CT

Central Village Fire Station Central Village, CT

Moosup Fire Station Moosup, CT

Plainfield Fire Station Plainfield, CT

Evaluation and Award A Town evaluation committee will first determine responsiveness and responsibility, then score proposals using the weighted criteria below. Award will be based on overall value and ability to perform the complete scope. The Town may check references, verify equipment and staffing, request clarification, and interview respondents. The Town is not required to award to the lowest-priced bidder.

CRITERION POINTS EVALUATION

Total season price 50 Lowest responsive total season price receives 40 points. Other scores equal the lowest responsive price divided by the bidder’s price, multiplied by 50.

References and past performance 20 Verified feedback on quality, reliability, timeliness, responsiveness, safety, and fulfillment of comparable snow removal contracts.

Relevant experience and qualifications 10 Comparable municipal or commercial snow removal experience and the qualifications of assigned supervisors and operators.

Equipment and staffing capacity 10 Suitability and availability of equipment and personnel, backup resources, maintenance, and ability to cover all listed locations during storms.

Service approach and availability 10 Work plan, mobilization and response commitments, storm coverage, Town coordination, communications, and management of competing commitments.

TOTAL 100

Non-price criteria will be rated from 0 to 5 and converted to weighted points: rating divided by 5, multiplied by the criterion’s maximum points. Ratings are 0 for absent or unacceptable, 1 for poor, 2 for fair, 3 for satisfactory, 4 for strong, and 5 for excellent. Evaluators shall document material strengths, weaknesses, and reference findings.

Interviews, if used, will clarify proposals; any score adjustments shall be documented and applied consistently.

FY 2027 Snow Removal | 4

Insurance and Equipment The successful bidder shall file a certificate of insurance showing coverage with the Finance Director on behalf of the Town before beginning work. The contractor shall maintain insurance required for its operations throughout the contract term. Bidders shall disclose the equipment to be used and shall furnish suitable equipment and qualified personnel to complete the work.

FY 2027 Snow Removal | 5

Standard Conditions The contractor is an independent contractor and is responsible for its personnel, vehicles, equipment, safety, taxes, and insurance. The contractor shall comply with applicable federal, Connecticut, and Town laws and regulations.

The Town is exempt from applicable sales and federal excise taxes. Bid prices shall exclude such taxes. Award is subject to available appropriations.

The Town will not award to a bidder that owes delinquent taxes to the Town of Plainfield.

The bid shall be prepared independently and without collusion. The bidder shall disclose any actual or potential conflict of interest.

The total awarded season price will be paid in four equal installments, each representing 25 percent of the season price, in November 2026, December 2026, January 2027, and February 2027. Submit an invoice for each installment identifying FIN-261001 and the authorized Town purchase order. The payment schedule does not shorten the contractor’s obligation to provide services throughout the contract period.

The First Selectman reserves the right to cancel the bidding process before the established opening date and time and to reject any or all bids, or any part of any bid, when determined to be in the Town’s best interest. The Town may waive nonmaterial informalities or request clarification.

The successful bidder shall submit a contract that does not supersede or change the terms of this invitation to bid. The bidder agrees to the RFP terms by signing and returning the Bid Proposal Form.

The Town may terminate the contract for failure to perform the agreed services or other material breach after notice appropriate to the circumstances.

FY 2027 Snow Removal | 6

Bid Proposal Form Snow Removal Services Fiscal Year 2027

PRICE ITEM BID

Total season price for all listed facilities and streets $____________________________

Other fees or surcharges None / Describe: __________________________

Payment schedule: Four equal installments of 25 percent each in November 2026, December 2026, January 2027, and February 2027.

Equipment List

QUANTITY DESCRIPTION OF EQUIPMENT

Backup equipment and availability: __________________________________________________

Exceptions or exclusions: __________________________________________________________

Bidder Certification The undersigned certifies that this bid is genuine and not collusive; the signer is authorized to bind the bidder; the bidder has reviewed the locations, specifications, terms, and addenda; and all exceptions and additional charges are disclosed. I agree to the terms of this RFP. Any proposed contract shall not supersede or change these terms.

Company: _________________________________________________________________

Representative: _________________________________________________________________

Address: _________________________________________________________________

Telephone: _________________________________________________________________

Email: _________________________________________________________________

Authorized signature: _________________________________________________________________

Printed name and title: _________________________________________________________________

Date: _________________________________________________________________

Addenda acknowledged: No. ______ dated __________ No. ______ dated __________

FY 2027 Snow Removal | 7

References Form Provide at least three references for comparable snow removal services. Attach additional sheets if needed.

Reference 1 Organization: _________________________________________________________

Contact name and title: _________________________________________________________

Telephone and email: _________________________________________________________

Service dates and contract value: _________________________________________________________

Scope of services: _________________________________________________________

Reference 2 Organization: _________________________________________________________

Contact name and title: _________________________________________________________

Telephone and email: _________________________________________________________

Service dates and contract value: _________________________________________________________

Scope of services: _________________________________________________________

Reference 3 Organization: _________________________________________________________

Contact name and title: _________________________________________________________

Telephone and email: _________________________________________________________

Service dates and contract value: _________________________________________________________

Scope of services: _________________________________________________________

FY 2027 Snow Removal | 8

Town Evaluation Worksheet For Town use only

Bidder: ______________________________________________________________________

Evaluators shall use the submitted proposal, verified references, clarifications, and interviews if held. Record non-price ratings and weighted scores and explain material score differences.

CRITERION MAX SCORE COMMENTS

Total season price 40

References and past performance 20

Relevant experience and qualifications 15

Equipment and staffing capacity 15

Service approach and availability 10

TOTAL 100

Responsiveness and Responsibility Review Completed and signed proposal: _________________________________________________

Equipment and availability verified: ______________________________________________

Insurance verified before service begins: __________________________________________

Exceptions reviewed: __________________________________________________________

Delinquent Town taxes checked: __________________________________________________

Total season price: $___________________ Each installment at 25 percent: $________________

Recommended bidder and total score: __________________________________________________

Basis for award recommendation and overall value:

Evaluator: _______________________________________ Date: __________________________