Snow_Plowing_for_Streets.pdf

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Town of Berlin

SNOW PLOWING FOR STREETS

2027-10

RELEASE DATE: October 5, 2026

DEADLINE FOR QUESTIONS: October 12, 2026

RESPONSE DEADLINE: October 19, 2026, 4:00 pm

Please refer to the project timeline in this document for all important deadlines.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2027-10

Title: Snow Plowing for Streets

Table Of Contents

1. Introduction

2. Key Dates

3. Proposal Submission Instructions

4. Insurance Requirements & Indemnification

5. Scope of Services

6. Pricing Table

7. Proposal Submission

Introduction

1. Qualifications

Eligible Vendors will be those individuals, businesses and firms that meet the following qualifications:

A. Proposer must have demonstrated experience and expertise in Connecticut in the past (3) years successfully performing the types of services as those outlined in the introduction.

B. Proposer must have a proven track record successfully providing these types of services for similarly sized municipal governments, preferably in Connecticut.

C. Proposer must be familiar with, qualified, and properly licensed in the State of Connecticut to perform its obligation under this proposal in compliance with all applicable Federal and State of Connecticut laws and regulations, statutes and policies.

D. The Town will not award the proposal to any business that, or person who, is in arrears or in default to the Town with regard to any tax, debt, contract, security or any other obligation.

E. Documented/audited internal control environment

F. Proposer must have a business continuity plan

G. Proposer must be in compliance with all federal, state, and local laws and regulations

2. Agreement Period

The Town anticipates entering into a one-year contract which may be extended up to 2 additional seasons with the selected Contractor commencing on or about Fall 2026.

The Town will contractually reserve the right to cancel the contract at any time. The agreement period for any contract or purchase order resulting from this RFP shall ultimately be as negotiated to the mutual agreement of the parties.

3. Right to Amend or Terminate the RFP or Contract

The Town may, in its sole discretion, clarify, modify, amend or terminate this RFP if the Town determines it is in the Town’s best interest. The Town has the right to extend the RFP Open Date no later than four (4) business days prior to the scheduled RFP Open Date, via Amendment, if determined it is in the Town’s best interest. In the event that an insufficient number of qualified bids are received by the RFP Open Date, the Town may terminate and re-post the RFP if determined it is in the Town’s best interest. All such actions shall be affected by a posting in the Town’s e-Procurement portal https://procurement.opengov.com/portal/berlinct. Each proposer is responsible for checking the e-Procurement portal to determine if the Town has issued any addenda and, if so, to complete its proposal in accordance with the RFP as modified by the addenda.

If this RFP provides for a multi-year agreement, the Town also reserves the right to terminate the Contract at the end of the last fiscal year for which funds have been appropriated, and the Town shall have no obligation or liability to the successful proposer for any unfunded year or years.

4. Additional Conditions

All those submitting proposals must be willing to adhere to the following additional conditions and must positively state this in the proposal.

A. The proposer must certify that the personnel identified in its response to this RFP will be the persons actually assigned to the project. At its discretion, the Town may require the removal and replacement of any of the proposer's personnel who do not perform adequately, regardless of whether they were previously approved by the Town.

B. All subcontractors hired by the proposer awarded a contract or purchase order as a result of this RFP must have prior approval of the Town prior to and during the agreement period.

C. Any contract or purchase order resulting from this RFP process will represent the entire agreement between the proposer and the Town and will supersede all prior negotiations, representations or agreements, alleged or made, between the parties. The Town shall assume no liability for payment of services under the terms of the contract or purchase order until the successful proposer is notified that the contract or purchase order has been accepted and approved by the Town. Any contract resulting from this RFP may be amended only by means of a written instrument signed by the proposer and signed by the designated Town Representative.

Key Dates

Release Project Date: October 5, 2026

Question Submission Deadline: October 12, 2026, 4:30pm

Proposal Submission Deadline: October 19, 2026, 4:00pm

Proposal Submission Instructions

1. Proposal Requirements & Required Format

Proposals must set forth accurate and complete information for each of the items listed below. At the Town’s discretion, failure to do so could result in disqualification. Please ensure your proposal incorporates responses to the below questions, as well as any requested attachments.

1. Proposer Information: Please provide the following information:

A. Firm Name

B. Permanent main office address

C. Date firm organized.

D. Legal Form of ownership. If a corporation, indicate where incorporated.

E. How many years have you been engaged in services you provide under your present name?

2. Experience, Expertise and Capabilities

A. Summary of Relevant Experience. A listing of projects that the proposer has completed within the last three (3) years of a similar nature to those included in the Scope of Services in this RFP must be provided.

B. The following additional information shall be provided by each bidder:

o Please provide a sample billing in the format the Town would receive on a regular basis.

o General description of the organization structure of your institution including parent and/or subsidiary companies and the number of employees.

o Identify who will be the primary client relationship manager.

o Identify the location of the office(s) from which the services will be performed.

o Disclose any current (last 3 years) business, financial, personal, or other types of relationships which may pose a conflict of interest.

o Please list any contracts or purchase orders in the last three (3) years between the proposer and any agency of the Town.

3. Information Regarding: Failure to Complete Work, Default and Litigation.

Please respond to the following questions:

A. Have you ever failed to complete any work awarded to you? If so, where and why?

B. Have you ever been declared to be in default on a contract? If so, where and why?

C. Is there any pending litigation or arbitration which could affect your organization’s ability to perform this agreement? If so, please describe.

D. Has your firm ever had a contract terminated for cause within the past five years? If yes, provide details.

E. Has your firm been named in a lawsuit related to errors and omissions within the past five years? If yes, provide details.

F. During the past seven years, has your firm ever filed for protection under the Federal bankruptcy laws? If yes, provide details.

G. Are there any other factors or information that could affect your firm’s ability to provide the services being sought about which the Town should be aware?

4. Exceptions and Alternatives. Proposers wishing to take any exceptions to any requirement in the RFP shall state and explain such exceptions. The Town may accept proposals which take exception to any requirements in this RFP, or which offer any alternative to a requirement herein, as well as consider such exceptions and alternatives in evaluating responses. Any exception or alternative must be clearly delineated and cannot materially affect the substance of this Request for Proposals.

5. Cost Proposal. Proposers should utilize the electronic Pricing Table.

Your proposal should be submitted through electronic bid submission on the Town's e-Procurement Portal no later than 4:00 pm, Monday, October 19, 2026. The Town will not accept submissions by e-mail or fax. The

Town will NOT accept late proposals.

Proposals are considered valid, and may not be withdrawn, cancelled or modified, for sixty (60) days after the opening date, to give the Town sufficient time to review the proposals, investigate the proposers’ qualifications, secure any required municipal approvals, and execute a binding contract with the successful proposer.

2. Questions and Amendments

All inquiries shall be submitted regarding this RFP via the Town’s e-Procurement Portal, located at https://procurement.opengov.com/portal/berlinct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement Portal. Proposers 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.

Proposers are prohibited from contacting any other Town employee, officer or official concerning this

RFP. A proposer’s failure to comply with this requirement may result in disqualification.

No oral statement of the Town, including oral statements by the Town representatives listed above, shall be effective to waive, change or otherwise modify any of the provisions of this RFP, and no proposer shall rely on any alleged oral statement.

3. Additional Information

The Town reserves the right, either before or after the opening of proposals, to ask any proposer to clarify its proposal or to submit additional information that the Town in its sole discretion deems desirable.

4. Cost for Preparing Proposal

Each proposer’s costs incurred in developing its proposal are its sole responsibility, and the Town shall have no liability for such costs.

5. Ownership of Proposals

All proposals submitted become the Town’s property and will not be returned to proposers.

6. Freedom of Information Act

All information submitted in a proposal or in response to a request for additional information is subject to disclosure under the Connecticut Freedom of Information. Proposers are encouraged not to include in their proposals any information which is proprietary a trade secret or otherwise confidential. All materials associated with this procurement process are subject to the terms of state laws defining freedom of information and privacy, and all rules, regulations and interpretations resulting from those laws.

7. Tax Exemptions

The Town is exempt from the payment of federal excise taxes and Connecticut sales tax and use taxes. Such taxes must not be included in prices.

8. Award Criteria & Selection

All proposals will be publicly opened at the time identified in this RFP on the e-Procurement Portal site.

The Town reserves the right to correct, after proposer verification, any mistake in a proposal that is a clerical error, such as a price extension, decimal point error or FOB terms. If any error exists in an extension of prices, the unit price shall prevail.

The Town reserves the right to accept all or any part of a proposal, reject all proposals, and waive any informalities or non-material deficiencies in a proposal. The Town also reserves the right, if applicable, to award the purchase of individual items under this RFP to any combination of separate proposals or proposers.

The Town will accept the proposal that, all things considered, the Town determines is in its best interests.

Although price will be an important factor, it will not be the only basis for award. Due consideration may also be given to a proposer’s experience, references, service, ability to respond promptly to requests, past performance, and other criteria relevant to the Town’s interests, including compliance with the procedural requirements stated in this RFP.

Insurance Requirements & Indemnification

1. Insurance Requirements

The successful Contractor shall, at its sole cost and expense, procure and maintain for the duration of the Contract the insurance coverages and minimum limits specified below. All insurance shall be issued by insurance companies authorized to conduct business in the State of Connecticut and acceptable to the Town.

Prior to commencing any work, the Contractor shall provide the Town with a Certificate of Insurance evidencing all required coverage. No Contractor shall be permitted to perform snow plowing, sanding, salting, or related snow and ice control services until satisfactory evidence of insurance has been received and accepted by the Town.

1. Commercial General Liability

The Contractor shall maintain Commercial General Liability insurance covering bodily injury, personal injury, property damage, contractual liability, and products/completed operations with limits of not less than:

• $1,000,000 each occurrence

• $2,000,000 general aggregate

• $2,000,000 products/completed operations aggregate

Coverage shall apply to all operations performed by or on behalf of the Contractor under this Contract, including snow plowing, snow removal, sanding, salting, and other snow and ice control operations.

2. Commercial Automobile Liability

The Contractor shall maintain Commercial Automobile Liability insurance with a minimum limit of:

• $1,000,000 Combined Single Limit per accident for bodily injury and property damage.

Coverage shall apply to all owned, hired, and non-owned vehicles used in connection with the performance of this Contract and shall include vehicles and equipment while engaged in snow plowing, snow removal, sanding, salting, or related operations.

3. Workers' Compensation and Employers' Liability

The Contractor shall maintain Workers' Compensation insurance in accordance with the statutory requirements of the State of

Connecticut.

Employers' Liability insurance shall be maintained with limits of not less than:

• $500,000 each accident

• $500,000 disease, each employee

• $500,000 disease, policy limit

If the Contractor is legally exempt from Workers' Compensation insurance requirements, satisfactory documentation establishing such exemption shall be provided to the Town prior to commencing work.

4. Umbrella/Excess Liability

The Contractor shall maintain Umbrella or Excess Liability insurance with limits of not less than:

• $1,000,000 each occurrence

• $1,000,000 aggregate

Such coverage shall apply in excess of the Contractor's Commercial General Liability, Commercial Automobile Liability, and

Employers' Liability insurance.

5. Additional Named Insured

The Town of Berlin, Connecticut, including its elected and appointed officials, boards, commissions, committees, agencies, officers, employees, agents, and volunteers, shall be named as Additional Insureds under the Contractor's Commercial General

Liability and Commercial Automobile Liability policies with respect to liability arising out of work or operations performed by or on behalf of the Contractor under this Contract.

Additional Insured coverage shall be provided on a primary and non-contributory basis with respect to any insurance or self-insurance maintained by the Town.

6. Waiver of Subrogation

To the extent permitted by law, the Contractor's Commercial General Liability and Workers' Compensation policies shall provide a waiver of subrogation in favor of the Town of Berlin, its elected and appointed officials, boards, commissions, committees, agencies, officers, employees, agents, and volunteers.

7. Certificates and Evidence of Coverage

Certificates of Insurance shall be furnished to the Town prior to the commencement of work and upon renewal or replacement of any required policy.

The Town shall receive written notice thirty (30) days prior to any cancellation, nonrenewal, or material reduction in any insurance coverage required by this Contract.

The Contractor's obligation to maintain insurance shall not be construed to limit or relieve the Contractor from any liability or obligation assumed under the Contract.

8. Subcontractors

The Contractor shall require any approved subcontractor performing work under this Contract to maintain insurance coverage appropriate to the work being performed and meeting the requirements of this section, unless otherwise approved in writing by the Town.

The Contractor shall be responsible for ensuring compliance with these insurance requirements by all subcontractors.

9. Failure to Maintain Insurance

Failure to obtain or maintain the insurance required by this Contract shall constitute a material breach of the Contract. The

Town may suspend the Contractor from performing services and/or terminate the Contract until satisfactory evidence of required insurance coverage is provided.

The Town's review or acceptance of a Certificate of Insurance shall not relieve the Contractor of its obligation to maintain the insurance coverage and limits required by this Contract.

2. Indemnification

To the fullest extent permitted by law, the Contractor shall indemnify, defend, and hold harmless the Town of Berlin, Connecticut, and its elected and appointed officials, boards, commissions, committees, agencies, officers, employees, agents, and volunteers from and against any and all claims, demands, suits, actions, causes of action, damages, losses, liabilities, judgments, fines, penalties, costs, and expenses, including reasonable attorneys' fees, arising out of or resulting from the performance of work under this Contract, to the extent caused by the negligent acts or omissions, willful misconduct, or breach of contractual obligations of the Contractor, its employees, agents, subcontractors, or any person or entity for whom the Contractor is legally responsible.

Such indemnification shall include, but shall not be limited to, claims for:

A. Bodily injury, sickness, disease, or death;

B. Damage to or destruction of tangible property, including loss of use thereof;

C. Damage arising from the operation, maintenance, or use of vehicles, snowplows, sanders, loaders, or other equipment utilized in connection with the Contract;

D. Claims arising from the Contractor's snow plowing, snow removal, sanding, salting, deicing, or other snow and ice control operations; and

E. Any other loss or damage incurred by the Town.

The Contractor's obligations under this provision shall apply regardless of whether any such claim, damage, loss, or expense is caused in part by a party indemnified hereunder; provided, however, that the Contractor shall not be required to indemnify the Town for that portion of any loss, damage, liability, or expense caused by the negligence or willful misconduct of the

Town or its elected or appointed officials, officers, employees, agents, or volunteers.

The Contractor shall be responsible for the acts and omissions of its employees, agents, and subcontractors to the same extent that the Contractor is responsible for its own acts and omissions.

The Contractor's indemnification obligations shall not be limited by the amount or type of insurance coverage required under this Contract, by any limitation on the amount or type of damages, compensation, or benefits payable by or for the

Contractor under Workers' Compensation laws, or by the Town's review or acceptance of the Contractor's insurance coverage.

Scope of Services

1. Scope

CONTRACT AREA

The district routes are as established by the Highway Superintendent. Bidders may also elect to bid on supplying spare vehicles as routine or emergency assistance to the Highway Department, to be assigned as directed by the Highway Department.

CONTRACT PERIOD

Snow season (Fall 2026 through Spring 2027). Contract period may be extended up to 2 additional seasons upon mutual agreement between Town and Contractor.

ACCIDENTS AND DAMAGE

The Contractor shall report all accidents involving injury or major damage immediately after occurrence to the Highway

Superintendent or the person in charge of snow removal at the time.

Minor damage such as to mailboxes shall be reported at the earliest opportunity, not to exceed four (4) hours after occurrence. The Contractor shall be responsible for repairing all damage caused by a direct impact of the snow plow as soon as possible after each storm.

EQUIPMENT

Trucks shall be equipped so as to be capable of plowing under all storm conditions, shall be equipped with chains, and shall have a rating of at least 20,000 lb. GVW. Plows shall have a moldboard no smaller than 10 foot by 36 inches. Bidder shall have at least one vehicle and plow in reserve for backup purposes in case of accident or extreme storms. All maintenance, supplies, equipment and spares, fuel, lubrication, etc., and necessary service facilities shall be provided by the contractor. The

Contractor will not be paid for time when trucks are not working due to breakdowns, repairs, etc., excepting minor truck stoppage, not to exceed ½ hour per storm.

OPERATION

The Contractor shall be notified by the Highway Department when to commence and end plowing, and Contractor shall start plowing not later than one hour after notification. The Contractor shall notify the Highway Department at the times each truck begins and ends plowing. Whenever possible, the same truck and driver should be assigned to the same route for each storm. Detailed procedures for plowing routes and schedules will be outlined by the Highway Superintendent for the successful bidders. The bid price shall include truck, plow and driver. Any helpers provided will be at the Contractor’s own expense.

SPARE VEHICLES

Spare vehicles shall be provided under the same terms as for vehicles plowing districts with the exception that a two hour advance notice will be allowed. All qualified bidders for spare vehicles shall be considered, with preference for availability and size of equipment needed.

PAYMENT/IINVOICING

Payment will be made upon submittal to the Town of an itemized invoice approved by the Highway Superintendent. The invoice shall show the number of vehicles used and dates and times for each.

INFORMATION

Any questions regarding these Contract Provisions should be referred to the Town Purchasing Agent for clarification prior to the submittal of bids.

PERFORMANCE BOND

The successful contractor shall furnish a performance bond in the amount of $ 2,500.00 in favor of the Town of Berlin. The bond shall be executed by a financially strong surety company, acceptable to the office of the Town Manager and authorized to transact business in the State of Connecticut. The contractor shall also become licensed as a Town Contractor to work within the Town of Berlin's rights-of-way under the requirements as established by the Town of Berlin Public Works Department.

BACK-UP VEHICLE

The back-up vehicle or reserve vehicle, as mentioned under EQUIPMENT, shall be the same in size and weight as the primary vehicle.

The definition of Back-Up Vehicle is that vehicle which will be used to replace the contractor’s primary vehicle plowing a designated route. The definition of a Spare Vehicle is that vehicle which will be utilized by the Highway Department on an as needed basis in the Town.

MINIMUM PAYMENT

A minimum seasonal payment of $2,500.00 will be paid by the Town to each successful bidder. If one bidder is successful on more than one district, the minimum shall be $2,500.00 for the additional district. If the winter season is such that the Contractor has not performed, whereby his bid hourly rate accumulated total is below $2,500.00 for the entire season, a payment of the difference between the actual accumulated total and $2,500.00 will be made. This payment will be made at the close of the winter snow plowing season.

*A minimum of three hours will be paid for each call-in.

DELINQUENT TAXES

All delinquent taxes owed the Town of Berlin by the contractor must be paid in full prior to the award of this contract by the

Berlin Town Council.

Pricing Table

SNOW PLOWING FOR STREETS

For furnishing, in full compliance with the Contract Provisions, trucks with drivers for plowing snow in Town

Streets, the following is bid:

Line Item Description Quantity Unit of

Measure Rate per hour Total

1. Number of trucks estimated EA

2. Number of spare trucks for other plowing estimated

EA

ADDITIONAL HOURLY RATES

Please provide additional hourly rates for equipment and services that may be needed beyond the base plowing contract. Rates to include operator, fuel, maintenance, insurance, and overhead.

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

1. Loader 1 per hour

2. Loader w/pusher 1 per hour

3. Skidsteer 1 per hour

4. Skidsteer w/pusher 1 per hour

5. Tri-Axle for Hauling 1 per hour

Proposal Submission

1. Respondent Submittals (without Cost)*

Please Upload your COMPLETE proposal excluding pricing here, including any required information listed in the solicitation and the corresponding attachments as well as company information and background.

*Response required

2. Additional Costs/Rates (If Applicable)

3. Provide 3 References *

Each reference must include:

Business Name, Address, City, State, Phone Number, and an Individual Contact Name and Position

*Response required

4. Certificate of Insurance*

If awarded, vendor MUST provide an updated COI naming the Town as an additional insured at the time of contract signing as well as sending updated COI's while still on the job.

*Response required

5. W-9*

*Response required

6. Phone Number*

*Response required

7. Proposal Confirmation*

I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company. Pursuant to and in full compliance with the RFP, the undersigned certifies this proposal is submitted without collusion and all responses are true and accurate. If awarded this proposal, it is agreed that this forms a contractual obligation to provide services at fees specified in this Proposal, subject to and in accordance with all instructions, conditions, requirements contained in the documents, including addenda, which are made part of this proposal.

☐ Please confirm

*Response required