SNOW_AND_ICE_CONTROL_SERVICES_(Addendum_#1_Revision).pdf

INVITATION TO BID

24/25-15

SNOW AND ICE CONTROL SERVICES

Town of Manchester

Lincoln Center

Manchester, CT 06040

RELEASE DATE: October 4, 2024

DEADLINE FOR QUESTIONS: October 10, 2024

RESPONSE DEADLINE: October 24, 2024, 11:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/townofmanchester https://secure.procurenow.com/portal/%7bproject.government.code%7d

Town of Manchester

INVITATION TO BID

24/25-15

SNOW AND ICE CONTROL SERVICES

I. Introduction II. Instructions to Bidders

III. Insurance and Indemnification Requirements IV. Standard Instructions for Supplies, Materials & Equipment V. Project Details

VI. Living Wage Ordinance VII. Vendor Submissions

VIII. Pricing Table

Attachments:

B - REFERENCES

C - EQUIPMENT INFORMATION FORM

T - Manchester Living Wage Certification

Invitation To Bid #24/25-15 Title: SNOW AND ICE CONTROL SERVICES

1. Introduction

1.1. Summary

The Town of Manchester is soliciting bids for the Public Works Department for Snow Plowing

Contractors in the snow and ice control program.

The specifications and proposal cover the request for Plowing and De-icing services for the Town of

Manchester during the 2024/2025 and 2025/2026 winter seasons with an option to renew for the

2026/2027 season. The established hourly rates, as noted on the pricing proposal, shall prevail and shall be paid to the Contractor when the services are provided.

1.2. Contact Information

Cora Narracci

Purchasing Agent

494 Main Street

Purchasing Division

Manchester, CT 06040

Email: cnarracci@manchesterct.gov

Phone: (860) 647-3033

Department:

Public Works

Department Head:

Tim Bockus

Director

1.3. Timeline

Release Project Date October 4, 2024

Question Submission Deadline October 10, 2024, 4:30pm mailto:cnarracci@manchesterct.gov tel:(860)647-3033

Bid Opening Date and Time October 24, 2024, 11:00am

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2. Instructions to Bidders

2.1. INSTRUCTIONS TO BIDDERS

In accordance with the provisions of the Town Charter, sealed proposals will be received not later than the date and time set forth above, for furnishing the commodities and/or services listed herein.

Proposals must be executed in accordance with and subject to instructions and specifications contained herein.

The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order

11246. By submitting the Proposal for this bid, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.

2.2. ELECTRONIC BIDDING INFORMATION

Important Instructions for Electronic Submittal

Specifications and bid forms must be obtained online at Town of Manchester Procurement Portal

(opengov.com). The exclusive means by which all prospective bidders may obtain bid packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.

Bids may be received up to the deadline date and time listed in the solicitation documents, via the

Town’s e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The

Town of Manchester strongly recommends completing your response well ahead of the deadline.

Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal

(opengov.com).

Submitting Questions and Receiving Responses

Bidders shall submit all inquiries regarding this bid via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement

Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

When applicable, state bids will be considered for this service.

The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester

Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.

An Equal Opportunity/Affirmative Action Employer

2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.

2.4. GENERAL RULES

1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing

Authority may insert special instructions in any special contracts which are subject to competitive bidding.

2. The proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this bid. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the Manchester Charter, Code of Ordinances, and

Purchasing Guidelines. By bidding on the proposed purchase or service, the bidder agrees to such terms, provisions, and conditions.

3. The Town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting bid documents.

4.This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

5. Bid prices may not be withdrawn by bidder for 90 days after bid opening.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of bids received later than the time and date set for bid opening will not be considered.

7. All bids shall be opened via a virtual meeting link posted and read aloud. All bids shall be tabulated and copies of said tabulation shall be posted on the website

8. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

9. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.

10. The Bidder, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.

11. Bidders shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to bid prices when paid within the stated number of days in the proposal.

12. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the

OpenGov portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any bidder or prospective bidder against the Town.

12A. The Town reserves the right to reject any and all bids, to waive technical defects and to make such awards including accepting a bid, although not the low bid, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any bid if the bidder, any officer of the bidder, or any other company owned in whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes or fees owed to the Town. The Town reserves the right to require a disclosure statement from the bidder listing the name(s) of all officers of the company.

12B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.

13. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any bid if the bidder fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the bid is conditional in nature.

14. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Invitation to Bid, Specifications, Plans, Bid including Proposal form and these Rules and

Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.

15. All Invitations to Bid shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.

16. Bids shall be made available on the Town of Manchester Purchasing Web Site via the Bidding site.

17. Alternate bids shall not be accepted unless otherwise specified in the bid documents.

18. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any bid or bids submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

19. In the event that any bidder wishes to protest the potential award of a bid, the bidder must make it’s protest in writing identify the protesting party and the bid number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester Purchasing

Office, within FIVE (5) business days after the award decision.

20. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing

Department and the Town Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.

21. In the event that any protesting bidder wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the

Purchasing Authority pursuant to paragraph 1 herein.

22. Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

23. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

24. All Awards shall be made by the Purchasing Authority.

2.5. Bid Opening Information

Bid responses will be received by 11:00 am on Thursday, October 24, 2024

Bid openings will be held virtually through Zoom.

ZOOM meeting instructions are as identified in the Introduction Section above.

The virtual bid opening will be exactly the same as a regular bid opening – Purchasing staff will open the bids and read the results out loud. Results are not final until reviewed, tabulations compiled and then posted/distributed to participants. In addition, the requesting department will recommend an award after a complete review of the submissions.

3. Insurance and Indemnification Requirements

3.1. GENERAL CONDITIONS:

Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first, the contractor will provide, pay for, and maintain in full force and effect the insurance outlined here for coverage’s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/ independent insured’s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.

A.

Certificates of Insurance: The contractor will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage’s required here are in effect and specifying that the liability coverage’s are written on an occurrence (or claims-made where applicable) form and that the coverage’s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the Purchasing Division. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor’s obligation to maintain such insurance. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.

B.

Insurer Qualification: All insurance will be provided through companies authorized to do business in the

State of Connecticut and considered acceptable by the owner. Insurance Companies shall maintain a minimum A.M. Best rating of A-/VIII.

C.

Additional Insured: The policy or policies providing insurance as required, with the exception of professional liability and workers’ compensation, will defend and include the owner, directors, officers, representatives, agents and employees, and where applicable owner’s architects or engineers, as additional insureds on a primary and noncontributory basis for work performed under or incidental to this contract.

D.

Retroactive Date and Extended Reporting Period: Coverage, whether written on a claims made or occurrence basis, shall be maintained without interruption from the date of commencement of the

Work until date of final payment and then extended for an additional three (3) years from date of final payment.

If any insurance required here is to be issued or renewed on a Claims Made form as opposed to an

Occurrence form, the retroactive Date for coverage will be no later than the commencement date of the project. The Claims Made form will have an Extended Reporting Period of three years from the date of project completion. All Claims made policies cancelled or non-renewed and not replaced by a subsequent claims made policy will have an Extended Reporting period of three years from the date of cancellation or non-renewal.

E.

Subcontractors’ Insurance: The contractor will require each subcontractor hired by and/or employed by contractor to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor will furnish copies of certificates of insurance evidencing coverage for each subcontractor.

F.

Waiver of Subrogation: The contractor/subcontractor will purchase required insurance policies that shall be endorsed with a waiver of subrogation and all rights of recovery in favor of the Town, its officers, officials, agents and employees. The contractor will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.

G.

Indemnification/Defense/Hold Harmless: To the extent provided by law, the contractor shall indemnify, defend, and hold harmless the owner, officers, officials, agents and employees, and if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney’s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/ insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder.

3.2. INSURANCE LIMITS AND COVERAGE:

A.

To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions, and coverages of Insurance Services Office (ISO) policies, forms, and endorsements.

B.

If the contractor has self-insured retention’s or deductibles under any of the following minimum required coverage’s, the contractor must identify on the certificate of insurance the nature and amount of such self-insured retention’s or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductibles will be the contractor/ independent insured’s sole responsibility.

C.

Workers’ Compensation Insurance: With respect to all operations the Contractor performs and all those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry

Workers’ Compensation insurance as required by the laws of the State of Connecticut.

Employer’s Liability insurance shall be provided in amounts not less than:

• $500,000 per accident for bodily injury by accident,

• $500,000 policy limit by disease; and

• $500,000 per employee for bodily injury by disease.

D.

Commercial General Liability Insurance: With respect to the operations the Contractor performs and also those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Commercial General Liability insurance, including Contractual Liability, Products and Completed Operations, Broad Form Property Damage and Independent Contractors in an amount not less than $1,000,000 combined single limit, per occurrence, and $2,000,000 aggregate. Owner shall be included as additional insured. Per project aggregate to apply.

Notes:

•If underground work is to be undertaken, each policy shall have coverage for and exclusions removed for “Explosion, Collapse and Underground” (“XCU”) hazards.

•Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor or insured from the Fire Marshall.

E.

Automobile Liability Insurance: The Contractor shall obtain automobile liability insurance with a minimum limit of $1,000,0000 combined single accident, covering the operation of all motor vehicles, including those hired or borrowed, that are used in connection with the Project for all damages arising out of bodily injury to or death of all persons and/or injury to or destruction of property. This policy shall not be subject to an annual aggregate limitation.

F. Umbrella/Excess Coverage: contractor shall purchase and maintain umbrella/excess liability insurance with a limit of not less than $1,000,000 per occurrence/aggregate, covering all lines of insurance required by this contract. This coverage is required to sit above the underlying General Liability, Automobile Liability and Employer Liability part of the Workers Compensation policies. Depending on the scope and size of risk of the work to be performed, higher limits of coverage may be required.

G.

Owner’s and Contractor’s Protective Liability Insurance for and in the Name of the Town and/or State:

With respect to the Contractor’s operations and also those of its subcontractors, the Contractor shall carry, for and on behalf of the Town and/or State for each accident or occurrence resulting in damages from bodily injury to or death of persons and/or injury to or destruction of property, with a minimum of

$1,000,000 per occurrence.

Other Insurance Coverage That May Be Required:

• Professional Liability: Not less than $1,000,000 per claim and aggregate to be maintained for the duration of the agreement and three years following its termination. This insurance requirement applies when a contractor has a professional designation or license and/or is providing professional services.

The minimum limit for architects and engineers is $1,000,000 per claim and in the aggregate and may be increased depending upon the nature of the services to be provided to Owner.

• Cyber Risk Insurance: Not less than $1,000,000 per cyber incident to be maintained for the duration of the agreement and three years following its termination. This insurance requirement applies when a third party will be using, storing, or accessing private, confidential or protected information.

• Environmental Liability: Not less than $1,000,000 per claim and in the aggregate. This insurance requirement applies when a contractor will be performing environmental clean-up work

(decontamination/remediation), will be working with hazardous substance or waste, or may have similar such exposures while performing work under the proposed agreement. Higher limits of environmental liability coverage may be required depending upon the scope of work.

** Exceptions to the above requirements are subject to the sole discretion of the Town of Manchester

Version 4.2.2024

4. Standard Instructions for Supplies, Materials & Equipment

These instructions are standard for all proposals issued by the Town of Manchester, Connecticut, for the purchase of all supplies, materials, and equipment. The Town of Manchester may delete, supersede, or modify any of these standard instructions for a proposal by indicating such change in the section headed

“Special Instructions to Bidders.”

1. Unless otherwise stated, deliveries must consist of new merchandise.

2. Prices quoted shall be net delivered prices to the Town.

3. The Town may withhold acceptance of, or reject any merchandise which found, upon examination, not to meet the specifications’ requirements. When rejected, it shall be removed by the Contractor

(vendor) within ten (10) days after notification of rejection.

4. When the schedule indicates that an item to be purchased is to be specified, or equal, the bidder may offer an article which is certified to be equal in quality, performance, and in other essential characteristics to the bid standard. Bidder must furnish any information, such as specifications, test results, etc., which will help in determining whether an item is equal or superior to the Town’s bid standard. If a bidder fails to name a substitute, the specified item must be furnished.

5. Bidders agree to comply with all of the latest Federal and State safety standards and regulations and certify that all items furnished in this bid will conform to and comply with said standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for all damages assessed against the Town as a result of the bidder’s failure to comply with said Standards and/or Regulations.

6. The Town reserves the right to make an award by item, total or by group, as may be in the best interest of the Town. If a Bidder desires to bid on an “all or nothing” basis, he shall so indicate on the bid schedule and the Town reserves the right to make an award as may be in the best interest of the Town.

7. The Bidder shall pay all royalties and license fees. He shall defend all suits or claims for infringement of any patent rights and shall save the Town of Manchester harmless from loss on account thereof except that the Town of Manchester shall be responsible for all such loss when a particular manufacturer, product, or process is specified by the Town of Manchester.

5. Project Details

5.1. SNOW AND ICE CONTROL SERVICES

The Department of Public Works anticipates engaging the services of trucks for snow plowing in several different weight categories. Therefore, separate contracts will be awarded in the various weight classifications. First consideration will be given to the bidder who has successfully provided snow and ice removal services to the Town in the past, second will be given to bidders in close proximity to

Manchester.

In the event that the Town receives more responses from Contractors than routes available to plow, the

Town will base their award to Contractors upon past experience plowing for the Town, consistency in providing trucks and drivers over multiple seasons, safe plowing records, years of service to the Town and other factors such as deemed appropriate by the Town.

All rates shall be hourly rates and shall include the operator, hydraulic oil, lubricants, fuel, plow, plow frame, pump, and accessories needed to provide complete service. The Town of Manchester has established an hourly rate for each classification.

The Town shall pay a guaranteed minimum, as outlined in the price schedule, at the end of each winter season per truck deployed by the contractor if the amount of the guaranteed minimum is not met by actual hours worked. The contractor shall meet all terms and conditions of the contract to the satisfaction of the town to be eligible for the guaranteed minimum. The Town will notify the contractor at the start of each winter season how many trucks will be required for the season depending on the

Town’s needs. Only those trucks identified by the Town as being needed will be eligible for the guaranteed minimum.

Failure to respond to any storm request for service will result in forfeiture of the guaranteed minimum payment but the contractor will still remain eligible for the remainder of the season.

All equipment shall be in good operating condition and shall comply with all laws and regulations of the

Federal Government and State of Connecticut.

The snow and ice season, for the purpose of this contract, shall commence on bid award and expire on

April 30th of each contract year. All contractors are expected to have their equipment ready and available at the beginning of each season.

The contractor shall immediately notify the Town following the breakdown or unavailability of any truck or piece of equipment. If a contractor breaks down during plowing operations, the designated Town supervisor shall document the time the breakdown occurred.

NO PAYMENT WILL BE MADE TO THE CONTRACTOR FOR DOWN TIME. This includes material spreader break downs and any other component required for performing the work. Trucks reported to the Town with a breakdown shall be immediately repaired or replaced with an equivalent truck that was pre-inspected and approved by the town. The contractor may offer the Town replacement trucks for inspection throughout the term of the contract. There shall be no additional winter season guaranteed minimum payment made for replacement trucks. The contractor will forfeit the winter season guaranteed minimum payment for a truck if the truck goes out of service and is not replaced with an equivalent truck.

The Town of Manchester Department of Public Works will not serve as a maintenance facility or wash facility for the contractors. All contractors must have installed cutting edges on the plows prior to their signing in before each storm event. The Town does not supply replacement cutting edges.

It is also required that all contractors report to sign in with a full tank of fuel, full reservoir of hydraulic fluid, full reservoir of windshield washer fluid, etc. If the storm will be of long duration, contractors are expected to provide additional supplies of fuel, fluids, oils etc. The Town will not supply these.

It is the contractor’s responsibility to check, and if needed, replace all bulbs and windshield wiper blades. It is recommended that new wiper blades be installed prior to the start of any average to major storm. The Town will not supply replacement bulbs or wiper blades unless in an extreme emergency and only at the Town’s sole discretion. Cost for said parts and labor will be deducted from contractor’s fee.

All hired equipment used for snow and ice control, after reporting to work, shall be used for a minimum of four (4) hours during any one storm. When the work period exceeds four (4) hours, the equipment shall be paid for the actual number of hours worked, the time to be computed to the nearest half hour.

If a contractor’s truck breaks down within the first four (4) hours after reporting for the storm, the contractor will forfeit their four (4) hour guaranteed per-storm minimum for that snow event and shall only be paid for actual time worked. All streets shall be cleaned to their full paved width and all intersections shall be cleaned and pushed back each and every storm. All work must be documented on forms supplied by Public Works to indicate completion of plowing and treatment work.

When reporting to work, the hired equipment operator shall immediately proceed to the Department of

Public Works office at 321 Olcott Street and shall sign in with his name and the time of day. Contractors may not leave their assigned routes for any reason unless cleared by the Director of Public Works or his designee. Any contractor who plows private driveways, parking lots, etc. during their signed in time with the Public Works will be immediately discharged from their contract.

It is the policy of the Town of Manchester that if a contractor is called for services and they respond and report to the Public Works Office within one hour from the time of notification, payment will commence from the time of call. If the contractor reports to the Public Works office, supervisor or dispatch clerk, beyond the hour grace period, payment will be made from the time reporting, as recorded by the DPW supervisor or dispatch clerk. There will be no grace period if you are called, in advance, to report to duty at a specific hour. (Example: If we call you at 12:00 p.m. to be here for 3:00 p.m., then you are expected to be here by 3:00 p.m., at which time the clock will begin.) When the hired equipment operator has totally completed the plow route, as determined by the Town’s incident commander, he shall again report to the DPW office and find out whether there is any additional work. If there is none, the contractor will be released by the incident commander and shall sign out with name and time of day to end the assignment.

The Town of Manchester will also call snow plow contractors in the event of a major snow storm anywhere from four hours to twenty four hours in advance of the storm. This call is meant to alert the snow plow contractors to prepare for the storm and also enable the Town to check the availability of all contractors. This is not a Report to Duty call and therefore no contractor will be paid from the time of these types of Notice of Event calls.

All contractors are required to report to the Public Works garage within one hour from the time of call.

REPEATED FAILURE OF THE CONTRACTOR TO REPORT TO THE PUBLIC WORKS GARAGE WITHIN ONE

HOUR AFTER THE REPORT TO DUTY CALL WILL RESULT IN SAID CONTRACTOR BEING IMMEDIATELY

DROPPED FROM THE CONTRACTOR LIST.

Contract drivers/operators shall have experience plowing municipal roadways. The Town reserves the right to disqualify any driver assigned by a contractor due to poor performance as determined by the

Town in its sole discretion.

All drivers/contractors must adhere to all CDL requirements, including the drug/alcohol random testing regulation. As a contractor providing services involving driving commercial vehicles, the Town of

Manchester is obligated by law/regulation to ensure that you are in compliance with drug and alcohol testing requirements under 49 CFR Par 382. If you or your company’s services include operating commercial motor vehicles with a gross vehicles weight of more than 26,000 pounds (inclusive of a towed unit with a gross vehicles weight of more than 10,000 pounds) or are used in the transportation of hazardous materials in a quantity requiring placarding or are designed to carry more than fifteen (15) passengers, including the driver, you must be in compliance.

Contractors shall provide a copy of their compliance assurance program upon request. See section #2 below for additional requirements

Successful bidders shall furnish within ten (10) days after notification, Certificates of Insurance, in accordance with the limits enclosed. Insurance certificates MUST be on file in the Purchasing Division, Town of Manchester, 494 Main Street, Manchester, Connecticut 06040 before the start of the work.

The Director of Public Works or his/her designee is the incident commander for the purposes of all storm responses undertaken by the Department of Public Works. Contract drivers and operators shall take and follow all direction from the incident commander with respect to the assignments associated with this contract.

Drivers/operators must properly fill out assigned plow route sheets with accurate completion times and all other required information.

All contracted units will be supplied with a GPS monitoring system. GPS units shall be used and remain operable at all time. Failure to use the GPS system will result in termination of contract with the Town.

All vehicles must have two operable 12 volt D.C. accessory plugs to accept a charger for a portable radio and a GPS monitoring system.

All route sheets, GPS units, and portable radios must be returned to the Department of Public Works at the end of the snow/ ice event.

All contractors who are required to have material spreaders shall have their trucks’ material spreader calibrated prior to beginning services, or as necessary at no expense to the Town. Material spreaders must be capable of being set to specific application rates and the width in which the material spreader spreads material must be adjustable.

All spreaders are to be emptied of unused product at the designated location prior to the completion of the event.

The hourly rate stipulated includes the cost of cellular telephones. Cellular telephones are required for all operators of snow removal equipment.

All drivers shall have and wear required reflective safety clothing whenever they are out of a vehicle.

While conducting business on behalf of the Town; the following applies to all contractors:

• All drivers must abide by all Federal, State and local motor vehicle regulations, laws and ordinances.

Copies of current licenses and/or medical certificates shall be provided upon request

• Drivers must not operate a vehicle at any time when his/her ability to do so is impaired and/or influenced by alcohol, legal or illegal drugs, or prescribed or over-the-counter medication.

• CT General Statute Sec. 14-296aa. The use of hand-held mobile telephones and mobile electronic devices. Texting, talking on a cell phone (unless hands-free) is prohibited while driving or using motorized equipment

Any fines issued to the contractor as a result of motor vehicle violations, shall be paid by the contractor.

The Town reserves the right to remove a contractor from the contract list for motor vehicle violations committed while working for the Town

5.2. DRUG AND ALCOHOL TESTING PROGRAM

IF YOU DO NOT PRESENTLY HAVE A DRUG AND ALCOHOL TESTING PROGRAM IN PLACE NOW:

If you do not have a drug and alcohol testing program in place, you should contact our Drug and Alcohol

Testing Program Manager, Foley Laboratory Services, Inc. at (800) 253-5506. Answers to your questions will be provided regarding your requirements.

IF YOU CURRENTLY HAVE A DRUG AND ALCOHOL TESTING PROGRAM IN PLACE:

If you currently have a drug and alcohol testing program in place, you should complete the enclosed questionnaire within five days after being notified by the Town of Manchester that you will be contracting with the Town as a result of the bid, and mail it to:

Attention: Compliance Verification

Foley Laboratory Services

124 Hebron Avenue

Glastonbury, CT 06033

By Federal regulation, this verification process must be completed every six months if the contractor is employed by the Town of Manchester for a period that exceeds six months.

The Town of Manchester is not permitted to use contractors unless they are in compliance with laws and regulations regarding drug and alcohol testing.

5.3. VEHICLE INFORMATION AND REFERENCES

Prior to award, the following vehicle information must be submitted for review by the Town:

• Copy of each vehicle valid registration

• Certified Tare Weight slip signed by the operator of a State certified weight scale

• Picture (photograph) or visual inspection by DPW personnel, of the equipment that is being proposed

• References of previous snow and ice control work (if not previously contracted with the Town of

Manchester)

Equipment Information Form attached must be completed and submitted for each vehicle or piece of equipment being proposed.

5.4. VEHICLE LIGHTING REQUIREMENTS

SAFE LIGHTING on all hired equipment must conform to the following requirements:

Each vehicle must have two (2) red alternate flashing lights to the rear. Each light must be 25 candle power and the lens diameter must be six inches. The lights must be mounted such that they are easily seen from the rear and operated separate from the 4 way flashers. A rotating yellow beacon light or yellow strobe light must be mounted on the top most part of the truck so as it may be seen from both the front and the rear.

The Town of Manchester reserves the right to inspect all vehicles for readiness, equipment requirements, weight, and to ensure that all permitted accessories are as represented. The Town will schedule such an inspection for bidders following receipt of bid submissions.

Bidders must make their vehicles available for inspection on the scheduled date and time.

5.5. VEHICLE INSPECTION REQUIREMENTS

Prior to the award of any contract, all vehicles and plows are to be inspected by the Town of

Manchester. If a truck does not meet the Town’s inspection requirements, the Town reserves the right to reject the proposed bid. Arrangements for vehicle and plow inspections will be done through the

Public Works office. Note, the inspection by the Manchester Public Works Department is NOT the annual FHWA Safety Inspection. Successful bidders shall supply copies and documentation of their

FHWA safety inspection prior to the bid award.

All acceptable contractors who are required to have material spreaders are required to have their truck’s material spreader calibrated, prior to beginning services or as necessary at no expense to the

Town. The application rate of material spreaders must be capable of being set to specific application rates and the width in which the material spreader distributes material must be adjustable. Preference may be given to contractors whose material spreaders are equipped with automated electronic spreader controls that monitor road speed and adjust application rates accordingly.

5.6. VEHICLES FOR HAULING AND REMOVING SNOW

The Town of Manchester conducts Hauling and Snow Removal operations when the situation warrants

it. Snow Removal is a separate function than snow plowing and will occur only when needed and directed by the Director of Public Works. Guaranteed seasonal minimum payments DO NOT apply for vehicles used for this purpose.

The Town of Manchester has separate rates for equipment rental of dump trucks to perform this task.

However, the snowplowing contractors will be given the opportunity to participate in snow removal, if their services are needed.

These rates include a qualified licensed operator. The Town of Manchester does not guarantee that every truck will be utilized for snow removal services. Each situation will be reviewed separately.

5.7. OTHER EQUIPMENT

Bidders may list other equipment they have available which may be of assistance to the Town during snow removal operations.

Guaranteed seasonal minimum payments DO NOT apply for vehicles used for this purpose.

5.8. IMPORTANT NOTES FOR PRICING TABLE AND EQUIPMENT FORM

Note 1 – PRP stands for Power Reversible Plow

Note 2 – AWD stands for All Wheel Drive and/or 4 Wheel Drive

Note 3 – Backhoes fall under the Loader Category

IMPORTANT INSTRUCTIONS

A. All Vehicles within Codes 10,000 – 70,000 MUST have a weight slip and listed Gross Vehicle

Weight.

B. All Loaders within Codes 100,000 – 130,000 MUST list Cubic Yard bucket size with proper backup information with owner’s manual.

C. All plows MUST be listed in accordance to length and whether plow is fixed or PRP.

D. Proposals maybe rejected if Items #1 - #3 are omitted from proposals.

5.9. CONTRACT TERM

2024/2025 Winter Season

2025/2026 Winter Season

5.10. CONTRACT EXTENSION

The contract contains an option to extend for the 2026/2027 winter season at the established hourly rates, as noted on the pricing table.

The extension of the contract shall be at the same terms and conditions and upon mutual agreement between the Town and the Contractor, made approximately four (4) months prior to the date the contract is due to expire.

6. Living Wage Ordinance

6.1. Living Wage Ordinance

This contract is subject to provisions of the Town of Manchester Living Wage Ordinance. A summary description of the ordinance and the certification form is attached. Bidders are asked to indicate on the attached Certification Form if your firm would be considered a covered employer. The Certification Form shall be returned to the Town with the proposal.

6.2. Summary Description for Vendors Regarding Manchester’s Living Wage Ordinance

Effective February 1, 2010, the Town of Manchester adopted a living wage ordinance. This Summary

Description is designed to provide any vendor bidding on a Town of Manchester contract with the key provisions of that ordinance. It does not contain the full ordinance.

LIVING WAGE REQUIREMENT:

The ordinance requires that companies awarded service contracts by the Town of Manchester exceeding $25,000 in any one fiscal year pay their Eligible Employees a living wage. Companies considered Covered Employers subject to this requirement are defined below. The Town of Manchester has determined that the contract resulting from this bid or Request for Proposals will be subject to the ordinance if the total contract value is $25,000 or more in any one fiscal year.

The living wage is currently calculated to be $17.25 per hour for employees that are provided comprehensive health care benefits, or $25.46 per hour for employees that are not provided comprehensive health care benefits.

The living wage and health benefit requirements are adjusted annually each July, effective July 1, 2010.

Companies will be required to pay the applicable living wage rate in effect during the term of their contracts.

COVERED EMPLOYERS AND EXEMPTIONS:

The ordinance requires that Covered Employers pay the living wage rate. Certain employers are excluded from paying the living wage rate. They are as follows:

Non-profit organizations as defined by the ordinance, and

Entities that employ less than 25 eligible employees.

ELIGIBLE EMPLOYEES:

Eligible employees are all permanent, full time employees of the company (defined as a normal work week of at least 30 hours), working in the State of Connecticut, not just those working on the Town contract. The following are not considered eligible employees for the purposes of the living wage requirement:

Employees with a normal work week of less than 30 hours.

Seasonal or temporary employees.

Employees under the age of 18.

Employees hired as part of a school-to-work program.

Students who serves in a work-study program or as an intern.

Trainees participating for not more than six months in a training program.

Employees enrolled in a governmentally funded vocational rehabilitation program.

Volunteers working without pay.

Employees exempted under Section 14(c) of the Fair Labor Standards Act due to disabilities.

Any person whose wage rate is subject to a federal or State of Connecticut statute or regulation mandating a prevailing wage rate.

EMPLOYER OBLIGATIONS:

Covered Employers are required to do the following pursuant to the ordinance.

Certify with the submission of their bid or proposal a) that they will pay the required living wage to eligible employees if awarded a contract, or b) that they are exempt from requirements of the ordinance, Upon award, covered employers shall provide the Town a sworn affidavit affirming that all eligible employees of the covered employer working in the State of Connecticut are receiving the living wage and health benefits required by this ordinance.

This sworn affidavit shall be provided thereafter on an annual basis within 30 days of a request being made by the Town if the duration of the contract exceeds one (1) year.

Notify their employees of their rights under the Living Wage Ordinance by posting a copy of the ordinance and other materials prepared by the Town of Manchester in locations where employees will see them.

Make best efforts to attempt to hire residents of the Town of Manchester for all new positions which result from a service contract subject to the ordinance.

PROHIBITED PRACTICES:

Covered Employers cannot decrease non-wage benefits (such as insurance, vacation, or pension) as a means of complying with the living wage requirements.

Covered Employers cannot retaliate or discriminate against any employee for making a complaint against the covered employer regarding compliance with living wage requirements.

ENFORCEMENT:

The Town may enforce the provisions of this ordinance by the imposition of fines, suspension of contract or declaring the Covered Employer ineligible for future contracts.

WAIVERS:

The ordinance provides for the waiver of certain requirements in the ordinance. However, no waivers will be considered until the bidding process has been completed and a contract has been awarded.

Requests for waivers must be made by the Covered Employer, in writing, to the Town Manager. The

Town Manager shall submit the waiver request to the Board of Directors, which shall have the sole discretion as to whether it is granted.

The above is intended to be a summary of the requirements of the living wage ordinance as they affect covered employers and is provided for informational purposes only. Employers should read the entire

Living Wage Ordinance. It can be found online at www.townofmanchester.gov on the left side of the page. Click on Document Center, scroll to Purchasing and click on Living Wage Ordinance.

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