SHA 2026-2027 Snow Removal IFP FULL SEASON - Draft.docx

SOUTHINGTON HOUSING AUTHORITY

Invitation for Bids (IFB) Snow Removal & Ice Management Services 2026–2027 Season

1. Purpose and Bid Information The Southington Housing Authority (SHA) invites sealed bids from qualified contractors to provide snow removal and ice management services at the following properties:

· Joseph A. Zdunczyk Terrace, 500 Pleasant Street, Southington, CT 06489

· DiCaprio Forgione Terrace, 408 Main Street, Southington, CT 06489

· Pulaski Terrace, 6 Carter Lane, Plantsville, CT 06479

Bidders may submit bids for individual complexes or all complexes. Bidders may submit bids for individual complexes or all complexes. Award will be made to the lowest responsive and responsible bidder for each complex.

· Bid Submission Deadline: Monday October 26th, 2026, at 11:00 AM

· Submission Location: Southington Housing Authority, 43 Academy Street, Suite #104, Southington, CT 06489

· Bid Opening: Immediately following submission deadline; public reading of bids.

Authorized Contact:

Kevin Meier, Executive Director Southington Housing Authority 43 Academy Street, Suite #104, Southington, CT 06489 Office: (860) 628-5200 | Email: Southingtonha@gmail.com

Questions must be submitted no later than five (5) business days before the bid deadline to Southingtonha@gmail.com. Official responses and addenda will be posted at www.southingtonha.com. Bidders are responsible for checking the website for addenda and acknowledging all addenda in their bids.

SHA reserves the right to reject any or all bids and to waive non-material informalities or irregularities, to the extent permitted by applicable law. Any award will be made in accordance with the stated award criteria and applicable law.

2. Contract Term, Price, and Payment The contract term is November 1, 2026, through March 31, 2027.

Bidders must submit one fixed, all-inclusive seasonal price for each property bid. The price must include all labor, supervision, equipment, fuel, materials, plowing, snow blowing, shoveling, salting, de-icing, and refreeze management required by this IFB, regardless of storm frequency, duration, or total snowfall during the contract term.

SHA will pay the seasonal price in five (5) equal monthly installments, invoiced at the end of November, December, January, February, and March.

3. Scope of Work and Operating Standards Trigger: Begin plowing when snow accumulation reaches two (2) inches on the property, or sooner when directed by SHA management.

Vehicle areas: Clear parking lots, driveways, and access roads to bare pavement to the extent reasonably achievable without damaging the property.

Walkways and entrances: Clear sidewalks, outdoor stairs, landings, building entrances, dumpster access paths, and accessible ramps. Use walk-behind equipment, brushes, or shovels where needed to protect surfaces.

Ice control: Apply de-icing materials suitable for the surface to walkways, parking areas, and driveways as needed or when directed by SHA to address ice, sleet, or refreezing.

Response: Be on site within two (2) hours after snow accumulation reaches the two-inch trigger, or within one (1) hour after direct contact from SHA, whichever requires the earlier response.

Pre-season inspection: Before November 1, 2026, SHA and the contractor shall conduct a joint walkthrough of each awarded property and document existing conditions, including visible damage to pavement, curbs, turf, trees, light poles, catch basins, and structures. The contractor must promptly identify any additional pre-existing damage in writing. The walkthrough does not waive either party’s rights regarding conditions that could not reasonably be observed.

Contractor-provided resources: The contractor shall provide all labor, equipment, fuel, and materials. Vehicles and equipment must have legally required safety lighting and comply with applicable safety laws and regulations.

Property damage: The contractor shall promptly notify SHA in writing of any damage caused by its operations and, at its own expense, repair or restore the damage to SHA’s reasonable satisfaction no later than April 30, 2027, unless SHA approves another deadline in writing.

4. Records, Default, and Emergency Coverage The contractor shall maintain a separate operational log for each property and each weather event, recording the date, start and end times, services performed, and materials applied. Submit the logs with each monthly invoice.

If the contractor fails to respond within the required time, abandons a property, or fails to perform the required work, SHA may arrange substitute or emergency services to protect people and property. To the extent permitted by law, the contractor shall be responsible for SHA’s reasonable, documented additional costs caused by the contractor’s breach. SHA may offset undisputed amounts legally due against payments otherwise owed, after written notice to the contractor. This provision does not limit any other remedy available to SHA under the contract or law.

SHA may terminate the contract for convenience upon thirty (30) days’ written notice. SHA may terminate for material breach or unsatisfactory performance by written notice identifying the deficiency and allowing a reasonable opportunity to cure when practicable. SHA may require immediate corrective action or terminate immediately when a serious safety risk, abandonment, or other urgent circumstance makes delay unreasonable. Any termination and cure process is subject to applicable law and the executed contract.

5. Indemnification, Contractor Status, Subcontractors, and Insurance A. Indemnification To the fullest extent permitted by law, the contractor shall indemnify and hold harmless SHA and its commissioners, officers, employees, and agents from third-party claims, damages, losses, liabilities, and reasonable legal expenses, but only to the extent arising from the negligent acts or omissions, willful misconduct, or breach of contract by the contractor or anyone for whom the contractor is legally responsible. The contractor shall not be required to indemnify a party for that party’s own negligence or willful misconduct to the extent prohibited by law. Any duty to defend shall apply only to the extent permitted by applicable law and shall be addressed in the executed contract.

B. Independent Contractor and Governing Law The contractor is an independent contractor and is not an employee or agent of SHA. The contract shall be governed by Connecticut law.

C. Subcontractors Bidders must identify all proposed subcontractors in their bids. The contractor remains responsible for the work of its subcontractors and for ensuring that they comply with applicable contract, safety, and insurance requirements.

D. Insurance Before beginning work, the awarded contractor shall provide certificates of insurance and required endorsements showing at least the following coverage:

Workers’ compensation: statutory coverage as required by Connecticut law, and employer’s liability coverage as required by the insurer and applicable law.

Commercial general liability: $2,000,000 per occurrence and $4,000,000 general aggregate.

Automobile liability: $2,000,000 combined single limit.

The contractor shall maintain the required coverage throughout the contract term. SHA shall be named as an additional insured on the commercial general liability policy for liability arising out of the contractor’s operations, on a primary and noncontributory basis where available by endorsement. SHA shall be the certificate holder. The contractor shall provide renewal certificates and promptly notify SHA of cancellation, nonrenewal, or material reduction in coverage. Any required advance notice from an insurer applies only if provided by the policy or endorsement; the contractor remains responsible for maintaining required coverage.

6. Bid Preparation and Required Forms Each bidder is responsible for its own bid-preparation costs. Bids must include the completed Bid Form (Attachment A), Non-Collusion Affidavit (Attachment B), and Bidder’s Acknowledgment and Signature Page (Attachment C). Bids must be signed by an authorized representative. Failure to provide required information or forms may result in rejection as nonresponsive, subject to applicable law.

7. Required Forms The forms on the following pages must be completed and included with each bid submission:

1. Attachment A – Bid Form

2. Attachment B – Non-Collusion Affidavit

3. Attachment C – Bidder’s Acknowledgment & Proposal Signature Page

ATTACHMENT A

BID FORM

ATTACHMENT B

Non-Collusion Affidavit

STATE OF ___________________________

: ss

COUNTY OF __________________________

I, __________________________________, being duly sworn, depose and state as follows:

1. I am the __________________________________ (partner, officer, or authorized representative) of __________________________________ (the “Firm”), which has submitted the attached proposal to the Southington Housing Authority.

2. The proposal is genuine and not collusive or a sham.

3. Neither I nor any member, officer, agent, or employee of the Firm has, directly or indirectly:

· Colluded, conspired, connived, or agreed with any other person or firm to submit a sham proposal, to refrain from submitting a proposal, or to otherwise limit competition;

· Sought, by collusion, agreement, communication, or conference with any person, to fix the price of this proposal or any other proposal;

· Attempted to secure, by collusion or other unlawful means, any advantage over the Southington Housing Authority or any person interested in the proposed contract.

4. All statements contained in the Firm’s proposal are true and correct.

FIRM NAME: ________________________________

BY: __________________________________

(Signature of Authorized Representative)

PRINT NAME: ________________________________

TITLE: ______________________________________

ATTACHMENT C

Bidder’s Acknowledgment & Proposal Signature Page

The undersigned bidder acknowledges that they have:

1. Carefully examined all instructions, specifications, terms, and conditions contained in this IFB;

2. Received, read, and considered all issued addenda (if any);

3. Completed and included all required forms, including the Non-Collusion Affidavit; and

4. Submitted a complete proposal to perform the work specified for the Southington Housing Authority.

The undersigned further agrees that, if awarded the contract, the firm will enter into a written agreement with the Southington Housing Authority and perform the work in strict accordance with the IFB and contract documents.

FIRM NAME: __________________________________

AUTHORIZED REPRESENTATIVE: __________________________________

(Signature)

PRINT NAME: __________________________________

TITLE: ______________________________________

ADDRESS: __________________________________

CITY / STATE / ZIP: ___________________________

PHONE: __________________________________

EMAIL: __________________________________

DATE: __________________________________

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