Town of Killingly

WPCF

Uniform Rental, Shop Rag Service, and Carpet Rental

31 Wauregan Road

Killingly Ct 06239

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Information for Bidders

Bid Proposal

Contract

General Requirements/Specifications

Brian Palaia

Town Manager

June, 2026

Engineering/WPCF/RFP/Uniform Shop Towels Carpet Rental & Cleaning 2026

LEGAL NOTICE FOR

Town of

KILLINGLY CONNECTICUT

172 Main Street

Killingly Connecticut 06239

Notice to Contractors:

Sealed bids for suppling labor, equipment and services required for the following project will be received by the Town of Killingly, Connecticut at the Office of the Town Engineer, Killingly Town Hall, 172 Main Street Killingly, CT. 06239, until 10:00 AM, Monday July 27, 2026, after which time they will be publicly opened and read in the Town Meeting Room of the Killingly Town Hall located at 172 Main Street Killingly Connecticut 06239.

The Town of Killingly hereby notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this advertisement, any disadvantaged business enterprises will be afforded full opportunity to submit bids in response to this invitation, and that they will not be discriminated against on the grounds of race, color, national origin or sex in consideration for an award.

Specifications for the above project may be examined in the Killingly Engineering Office located at 172 Main Street or the Towns website www.killingly.gov/departments/finance/pages/bids_and_rfps.php or the CTSource website https://portal.ct.gov/DAS/CTSource/ctsource. Only one unaltered proposal will be submitted to the Town.

All bidders are required to inform themselves fully of the conditions relating to supplying the equipment specified.

The Town of Killingly reserves the right to reject any or all bids, to waive informalities and technical defects, and to award a contract, if at all, to the lowest responsible and qualified bidder as determined by the Town of Killingly, in its sole discretion to be in the Town’s best interests.

Request for Proposal (RFP)

Town of Killingly, Connecticut 172 Main Street, Killingly, CT 06239

Project: Uniform Rental, Shop Rag Service, and Carpet Rental Bid Opening Date/Time: Monday, July 27, 2026, at 10:00 AM Location: Killingly Town Hall, Town Meeting Room, 172 Main Street, Killingly, CT 06239

1. Introduction

The Town of Killingly, Connecticut (“Town”) invites sealed proposals from qualified suppliers to provide Uniform Rental, Shop Rag Service, and Carpet Rental, located at Killingly Water Pollution Control Facility (“KWPCF”). The goal of this contract is to ensure consistent, clean, and professional uniforms for Town personnel, along with reliable towel and carpet services.

2. Preparation and Submission of Proposals

The Proposal must be made upon the forms contained herein. The blank spaces in the Proposals must be filled in correctly where indicated. The Bidder must state, both in words and in numerals, written or printed in ink, the prices for which he proposes to do each Item of the work contemplated. In case of discrepancy between the words and the numerals, the words shall govern.

Ditto marks are not considered writing or printing and shall not be used. The Bidder shall sign their Proposal correctly. If an individual makes the Proposal, their name and post office address must be shown. If made by a firm, partnership, or corporation, the Proposal must be signed by an official of the firm, partnership, or corporation authorized to sign contracts, and must show the post office address of the firm, partnership, or corporation.

Sealed proposals will be received by 10:00 AM on Monday July 27, 2026, at the Office of the Town Engineer, Killingly Town Hall, 172 Main Street, Killingly, CT 06239.

Proposals received after this time will not be accepted.

Proposals will be publicly opened and read aloud immediately following the deadline in the Town Meeting Room.

Each proposal must be submitted in a sealed envelope clearly marked:

“Uniform Rental, Shop Rag Service, and Carpet Rental” [Name of Bidder]

If sent by mail, the sealed proposal must be enclosed in a separate mailing envelope addressed to:

Town Engineer, Town of Killingly, 172 Main Street, Killingly, CT 06239.

3. Familiarity of the Work

Each Bidder shall fully inform themself prior to bidding as to existing conditions and limitations under which the work is to be performed and shall include in their bid a sum to cover the total cost of items necessary to perform the work as set forth in the Contract Documents.

No allowance will be made to a Bidder because of lack of such examination or knowledge. The submission of a bid will be considered as conclusive evidence that the Bidder has conducted such an examination.

There is no expressed or implied agreement that the character of the material(s) has been correctly indicated, and the Bidder is cautioned to consider that condition affecting the work may differ from those indicated.

The Town assumes no responsibility whatsoever with respect to ascertaining for the Contractor such facts concerning physical characteristics at the site of the project.

The Contractor agrees that he shall make no claim for and has no right to additional payment or extension of time for completion of the work, or any other concessions, because of any interpretations or misunderstanding on his part of this Contract, or because of any failure on their part to fully acquaint himself with all conditions relating to the work.

4. Qualification of Bidders

A Bidder shall be a Contractor who is experienced in projects of this type. The Proposal shall contain adequate proof of the qualifications of the Bidder to perform, in a satisfactory manner and within the time specified, all the work covered by the Specifications. This proof shall be fully recorded on the pages titled “References”, which shall become part of the Proposal.

5. Disqualification of Bidders

More than one proposal from an individual, firm, partnership, corporation, or an association under the same or different names will not be considered. Reasonable grounds for believing that any Bidder is interested in more than one proposal for the work contemplated will cause the rejection of all proposals in which such Bidder is interested. Any or all proposals in which such Bidder is interested will be rejected if there is reason for believing that collusion exists among the Bidders;

and all participants in such collusion will not be considered in future proposals for the same work.

Proposals in which the prices are obviously unbalanced may be rejected No Contract will be awarded except to competent Bidders capable of performing the class or work contemplated.

6. Site Walk (Optional)

A facility walk-through may be scheduled upon request. Contact Joseph Couture, Assistant Plant Superintendent, at wpcf@killinglyct.gov or (860) 779-5392 to arrange.

7. Contract Term

The initial term is 12 months, beginning July 1, 2026.

The contract may be renewed for up to two (2) additional one-year terms, unless either party provides written notice of termination at least sixty (60) days prior to expiration.

Contractors must clearly stipulate any proposed annual price adjustments in their proposals.

All bidders are required to inform themselves fully of the conditions relating to supplying the equipment specified.

8. Withdrawal of Proposals

If a Bidder wishes to withdraw their Proposal, they may do so before the time fixed for the opening of bids by communicating their purpose to the Town Engineer. Upon such notice, the Proposal will be handed to them unopened.

9. Execution of Contract

The party to whom the Contract is awarded, or their authorized representative, will be required to execute the attached Purchase Order Form with the Attached Terms & Conditions without alteration, modification, exception or condition, within ten (10) days from the date of the award. If the party entering into this contract is a corporation, a Corporate Resolution duly executed by the president and Secretary of the Corporation authorizing the Corporation to enter into this Contract shall be provided. In case of failure or neglect to do so, the Town may, at its discretion, determine that the Bidder has abandoned the Contract and thereupon the Proposal and acceptance shall be null and void, and bid security accompanying the Proposal shall be forfeited as liquidated damages to the Town. If the party entering into this contract is a partnership, a partnership resolution duly executed by a majority of the general partners authorizing the partnership to enter into this contract shall be provided.

10. Bonds

Bonding is not required for this project.

11. Care and Protection of Property

The Contractor shall take particular care to avoid damages to all private and public property. They shall make good any damages to the satisfaction of the Inspector. There shall be no additional compensation for the repair or restoration of private or public property.

12. Sales Tax

Certain materials and suppliers incorporated in the work of this project are exempt from Connecticut Sales Tax. The Bidder shall familiarize themself with current regulations of the State Tax Department. The tax on materials or supplies exempted by such regulations shall not be included as part of the bid. The Town will furnish the successful Bidder a sales tax exemption number.

13. Compliance with Federal and State Regulations

The Contractor shall be responsible for full compliance with any Federal and/or State laws, regulations and standards.

14. Liquidated Damages

If the Contractor fails to perform the required services in accordance with the terms of this contract and the Town incurs additional costs as a direct result, the Contractor shall be liable for liquidated damages equal to the documented additional costs incurred by the Town.

Such costs may include, but are not limited to:

Procurement of emergency calibration services from another vendor at a higher price;

Additional labor or overtime required by Town personnel to address service delays or non-performance; and Any other reasonable expenses directly attributable to the Contractor’s failure to perform in a timely or satisfactory manner.

No liquidated damages will be assessed unless the Town demonstrates and documents that such additional costs were incurred. The Town reserves the right to deduct any liquidated damages from payments due to the Contractor or pursue recovery through other lawful means.

15. Equal Opportunity

The Town hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, any disadvantaged business enterprises will be afforded full opportunity to submit bids in response to this invitation, and that they will not be discriminated against on the grounds of race, color, national origin or sex in consideration for an awarded contract.

16. Availability of Documents

Specifications, bid forms, and contract documents may be obtained from:

Town of Killingly website: www.killinglyct.gov/departments/finance/bids_and_rfps.php CTSource website: https://portal.ct.gov/DAS/CTSource/ctsource Office of the Town Engineer, Killingly Town Hall, 172 Main Street, Killingly, CT 06239

17. Addenda and Interpretations

No interpretations of the meaning of the Specifications, or other pre-bid documents will be made to any Bidder orally.

Every request for such interpretation shall be in writing, addressed to the Town Engineer, 172 Main St. Killingly, Connecticut 06239. To be given consideration, such requests must be received at least ten (10) days prior to the date fixed for the opening of bids. Any and all such interpretations and any supplemental instructions will be in the form of written addenda to the specifications, which, if issued, will be posted on the Town Website and the CTSource website not later than four (4) days prior to the date fixed for the opening of bids. Failure of any Bidder to receive any such addendum or interpretations shall not relieve such Bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

18. Right to Reject

The Town reserves the right to reject any or all proposals if they show any omission, alteration of form, additions not called for, conditional proposals, waive informalities, and award a contract, if at all, to the lowest responsible and qualified bidder deemed to be in the best interests of the Town.

19. Contact Information

For questions or site access:

Joseph Couture; Assistant Plant Superintendent Email: wpcf@killinglyct.gov Phone: (860) 779-5392

Attachments (Included in Full RFP Package)

Appendix A - Scope of Work Page 8 Appendix B – Information for Bidders Page 13 Appendix C – Proposal & Bid Forms Page 14 Appendix D – Non-Collusion Affidavit Page 16 Appendix E – References Page 18 Appendix F – General Requirements & Specifications Page 20 Appendix G – Purchase Order Terms and Conditions Page 22 Appendix H - Acknowledgement of Addenda Page 31

Appendices – Technical Sections

Appendix A – Scope of Work

Uniform Rental, Shop Rag Service, and Carpet Rental

A.1 Purpose

Provide and ensure consistent, clean, and professional uniforms for Town personnel, along with reliable towel and carpet services.

A.2 Scope of Services

The Supplier shall furnish all labor, materials, equipment, transportation, and incidentals necessary to perform uniform, shop rag, and carpet services as outlined below. All services shall be performed in a timely, consistent, and professional manner to ensure uninterrupted operations at Town facilities.

A.2.1 Uniform Rental and Cleaning Services

Provide new or like-new rental uniforms for Town staff, including (12) pants and (2) jackets, as designated by the Town.

Ensure uniforms are properly fitted, labeled, and assigned to individual employees.

Labels to be WPCF and another with the Employee first name on the Jackets.

Provide weekly pickup and delivery of soiled uniforms and replacement with clean garments.

Maintain a sufficient inventory of replacement garments for size changes, wear, or damage.

Utilize industrial-grade laundering processes that ensure cleanliness, safety, and durability while meeting applicable health and safety standards.

Replace or exchange uniforms as needed due to size changes, excessive wear, damage, or loss of appearance at no additional charge to the Town.

Provide temporary or visitor uniforms upon request.

A.2.2 Shop Rag / Towel Service

Provide absorbent shop rags or towels suitable for maintenance, equipment cleaning, and spill response.

Deliver clean rags weekly and remove soiled materials for laundering.

Ensure rags are free of residual oil, solvents, or contaminants upon return.

Maintain sufficient inventory to accommodate seasonal or operational demand changes.

A.2.3 Carpet / Mat Rental and Cleaning Service

Provide entrance and shop area mats for designated facility entrances, high-traffic areas, and work zones.

Deliver and replace mats on a weekly or bi-weekly basis, depending on site needs.

Ensure all mats are non-slip, industrial-grade, and maintained in clean, presentable condition.

Remove and replace worn or damaged mats promptly at no cost to the Town.

A.2.4 Delivery and Pickup Requirements

Provide consistent scheduled delivery and pickup service on designated days agreed upon with the Town.

All pickups and deliveries shall be conducted in a safe and organized manner, minimizing disruption to facility operations.

The Contractor shall maintain detailed service logs or manifests indicating items delivered, removed, and replaced each visit.

A.2.5 Quality Assurance and Reporting

The Contractor shall designate a primary service representative responsible for communication, scheduling, and issue resolution.

Maintain records of all garments, rags, and mats assigned, replaced, or repaired.

Respond to all service-related inquiries within one (1) business day.

The Town reserves the right to inspect and request replacement of any item deemed unsatisfactory.

A.2.6 Term of Contract This agreement shall begin on July 1, 2026, and continue through June 30, 2027, with up to two (2) additional one-year extensions upon mutual agreement. Any proposed price adjustments must be clearly stated in the bid.

A.2.7 Payment Terms

• Payment per satisfactorily completed service and accepted documentation.

• Invoices due within 30 days; reference instrument IDs and PO.

Specifications

A.1.S Facility Access

KWPCF business hours: 7:00 a.m. – 3:30 p.m. Service window: 7:00 a.m. – 2:00 p.m. Access outside these hours requires prior authorization from the KWPCF for urgent needs only.

A.2.S Contractor Qualifications

Contractors must demonstrate at least five (5) years of experience in uniform rental or textile services for municipal, industrial, or commercial clients. They must have adequate laundering and delivery facilities within a reasonable service radius and provide at least three (3) comparable references.

A.3.S Service Quality Requirements

The Contractor shall maintain a consistent and high level of service quality throughout the contract term. The following performance standards shall apply:

1. Timeliness and Reliability o All pickups and deliveries shall occur on the agreed-upon schedule without missed service.

2. Uniform Appearance and Condition o All uniforms shall be clean, pressed, and free of stains, rips, or excessive wear.

o Worn or damaged uniforms must be replaced promptly at no additional charge.

o Embroidery and patches (Town logo, employee name) must remain legible and securely attached, if applicable.

3. Shop Rags and Carpets o Shop rags shall be clean, free of oil, solvents, or visible contamination.

o Entryway carpets and mats must be replaced on schedule and in a clean, dry, and serviceable condition, free of fraying or curling edges.

4. Customer Support and Responsiveness o The Contractor shall designate a single point of contact for scheduling, service issues, and billing.

o All service complaints shall receive a response within one (1) business day and be resolved within three (3) business days.

5. Performance Evaluation o The Town reserves the right to conduct periodic inspections or audits of Contractor performance.

o Repeated service deficiencies may be grounds for corrective action, contract review, or termination for cause as defined in this RFP.

A.4.S Delivery and Acceptance Procedures

1. Scheduling and Coordination The Contractor shall coordinate all deliveries and pickups with designated Town personnel at each facility.

A mutually agreeable schedule shall be established prior to commencement of service and maintained throughout the term of the contract.

Any changes to the schedule must be approved by the Town in writing at least 48 hours in advance.

2. Check-In Requirements

Upon arrival, delivery personnel must check in with Town staff or the on-duty supervisor before performing any service.

All deliveries and pickups must occur during the KWPCF service window from 7:00 a.m. to 2:00 p.m. (Monday through Friday), unless otherwise authorized.

Delivery drivers shall comply with all site safety procedures and maintain professional conduct while on Town property.

3. Verification and Documentation Each delivery and pickup shall be accompanied by a detailed service ticket or manifest listing quantities, item types, and any replacements or repairs performed.

Town staff will verify deliveries and pickups at the time of service and acknowledge receipt by signature on the delivery ticket.

A copy of each ticket must be left with Town staff and a duplicate retained by the

Contractor for recordkeeping.

4. Inspection and Acceptance

All uniforms, shop rags, and carpets delivered shall be subject to inspection by Town staff for cleanliness, condition, and accuracy.

Items failing to meet contract specifications (e.g., stained, torn, incorrect size, or incomplete sets) shall be immediately replaced at no additional cost.

Acceptance of delivery shall occur only after inspection and verification by the Town’s authorized representative.

5. Non-Conformance and Rejection The Town reserves the right to reject any delivery or service that does not meet the contract requirements.

Rejected items must be removed from the premises and replaced within 24 hours at the Contractor’s expense.

Repeated instances of non-conformance may be grounds for corrective action or contract termination.

6. Recordkeeping and Reporting

Service reports must accurately reflect items picked up, delivered, and replaced.

Any deviations or substitutions must be documented and approved by the Town prior to implementation.

Failure to maintain proper documentation may result in delayed payment or deduction.

A.5.S Termination for Cause

Town may terminate for repeated failure to meet response times, documentation quality, accreditation, insurance, or safety/regulatory compliance. Upon termination, Town may procure replacement services and recover excess costs.

Upon termination for cause:

The Town may procure replacement services from another contractor.

The terminated Contractor shall be liable to the Town for any excess costs incurred in securing such replacement services.

Liquidated damages, if applicable, shall still apply in addition to other remedies.

Appendix B – Information for Bidders

B.1 Proposal Submission

1. Proposals must be submitted in sealed envelopes clearly marked:

“Uniform Rental, Shop Rag Service, and Carpet Rental” [Name of Bidder]

2. Sealed proposals must be received by the Office of the Town Engineer, Town of

Killingly, 172 Main Street, Killingly, CT 06239 no later than 10:00 AM, Monday, July 27, 2026.

3. Late proposals will not be considered.

B.2 Work Locations

Killingly Water Pollution Control Facility Laboratory, 31 Wauregan Road, Killingly CT

B.3 Proposal Contents

Each submission must include:

Completed Bid Form (Appendix B) Bid Bond or Certified Check in the amount of 10% of the bid Non-Collusion Affidavit (Appendix C) References (Appendix D) Accreditation certificate & scope, sample calibration certificate(s), list of standards

(summary), safety program summary

B.4 Award of Contract

The contract will be awarded to the lowest responsible and qualified candidate, provided it is in the Town’s best interest.

The Town reserves the right to reject any or all bids or waive informalities.

Appendix C – Proposal & Bid Forms

C.1 Bid Schedule

Bidders shall provide lump sum pricing for the following services. Prices shall include all labor, materials, equipment, pickup, delivery, laundering, replacement, administrative costs, and all associated costs unless otherwise noted.

Bidder Information and Lump Sum Pricing Tables for Year 1, Year 2, and Year 3 shall be completed and submitted by the bidder as part of this proposal package.

C.2 Signature & Acknowledgment

Bids must be signed by an authorized officer of the company and include acknowledgment of receipt of all addenda.

Proposal & Bid Form

Town of Killingly – Water Pollution Control Facility

Bidder Information Company Name ___________________________________________ Address ___________________________________________ Contact Person ___________________________________________ Phone ___________________________________________ Email ___________________________________________

Schedule of Prices

Service Description Lump Sum Price Year 1

Lump Sum Price (Words) Year 1

Annual Uniform Rental & Cleaning Service

Shop Rag Pickup, Cleaning, & Exchange Service

Carpet & Mat Rental, Cleaning & Replacement

Ancillary Charges (as approved by Town)

Total Lump Sum Bid

Yearly Price Increases Year 2 increase in % - ______________ Year 3 increase in % - ______________

Bidder Certifications

1. The undersigned agrees to furnish all labor, materials, equipment, and services required in accordance with the bid documents.

2. The undersigned has examined the specifications, site, and conditions of work, and submits this proposal fully informed.

3. The bid is valid for sixty (60) days from the date of opening.

It is understood that the written total of bid items in words will control, by any contract which may be awarded arising from this bid. It is further understood that the unit price will control payment to the bidder. (Ie. The bidder will be paid for the work performed). The Town reserves the right to disseminate and calculate the bids in whatever manner they see fit that will be in the best interest of the Town.

Signature of Bidder: _____________________________

Appendix D – Non-Collusion Affidavit

Each bidder shall submit a signed affidavit stating:

1. The proposal is genuine and not made in the interest of any other bidder.

2. The bidder has not colluded with any other bidder to fix prices or restrict competition.

A sample affidavit form will be provided for bidder completion.

NON-COLLUSION AFFIDAVIT

This Affidavit must be completed, notarized and attached to your Bid Proposal. Failure to do so will result in the rejection of your Bid. A separate Affidavit must be submitted by each principal of a joint venture.

Project Name. _________________________________________________________________________

Federal Aid Project No. _________________________________________________________________

City/Town. ___________________________________________________________________________

Description of Project: ____________________________________________________________

I, , acting in behalf of (Name of Party Signing Affidavit)

Of which I am (Person, Firm, Association, Corporation or Organization) the , submitting a bid for the above project, certify and affirm in (Title of Person) accordance with Section 112© of Title 23, U.S. Code Highways that

(Person, Firm, Association, Corporation or Organization) has neither directly or indirectly entered into any agreements, participated in any collusion or otherwise taken any action in restraint of free competitive bidding in connection with such bid. False statements made herein may be subject of criminal prosecution.

Name of Corporation or Firm

Signature and Title of Official Making the Affidavit

Subscribed and sworn to before me, this day of ____________________________, 2026.

Notary Public/Commissioner of the Superior Court

My Commission Expires

Appendix E – References

Each bidder must provide:

1. A minimum of three (3) references for municipal/utility clients for whom similar rental and cleaning services are provided.

2. References must include:

o Organization name o Contact person o Address, phone number, and email o Contract terms and description of services performed

References

Uniform Rental, Shop Rag Service, and Carpet Rental

The Bidder is required to fill out the following form to enable the Owner to make inquiries and judge as to the Bidder's experience, skill, available financial resources, credit, and business standing.

1. Number of years the bidder has been in business of said services:

2. List of three Facilities of similar nature that the Bidder has performed said services, include name, address, and telephone number of a reference for each municipality:

3. Has the Bidder ever failed to complete work awarded; if so, state where and why:

4. Does the Bidder plan to sublet any part of this work; if so, give details:

5. If applicable list equipment Bidder owns that is available for this contract:

6. List equipment Bidder plans to rent or purchase for this contract:

7. List name, address and telephone number for the following:

Surety:

Bank:

Bidder Signature

Name:

Title:

Appendix F – General Requirements & Specifications

F.1 Scope of Services

The Contractor shall furnish all labor, materials, equipment, and incidentals necessary to provide professional, reliable, and continuous uniform rental, shop rag, and carpet services for designated Town facilities. Services shall include weekly pickup, cleaning, delivery, replacement, and maintenance of all items specified in this contract.

F.2 – Service Frequency

1. Uniforms:

o Weekly pickup and delivery.

o Each employee shall receive a sufficient number of uniforms to maintain service rotation (minimum 12 Pants per employee and 2 Jackets).

o Replacements for damaged or worn garments shall be made at no additional cost.

2. Shop Rags:

o Weekly pickup and exchange of all soiled rags.

o Supply of clean, durable cotton towels suitable for industrial and maintenance use.

3. Carpets/Mats:

o Weekly or bi-weekly pickup, cleaning, and return of floor mats and entryway carpets.

o Mats must remain free of frays, tears, and curled edges to ensure safety.

F.3 – Uniforms and Identification

Uniforms shall be of durable, high-quality fabric suitable for industrial use.

Jackets (2) shall be clearly marked with the employee’s name and the “Town of Killingly” logo with Pants (12) with the employee’s name on interior of pant.

All new employees must be fitted within ten (10) business days of written notification from the Town.

Uniform color and design shall be approved by the Town prior to implementation.

F.4 – Materials and Standards

Shop rags shall be 100% cotton, hemmed, and free of oil, grease, or solvents upon delivery.

Carpets shall be industrial-grade nylon or equivalent, with non-slip rubber backing.

All items must meet or exceed applicable ANSI, OSHA, and industry standards.

The Contractor shall maintain an adequate stock of replacement items to ensure no interruption of service.

F.5 – Safety and Compliance

The Contractor shall ensure that all services are performed in compliance with OSHA, EPA, CT-DEEP, and all applicable federal, state, and local safety regulations.

Delivery personnel must wear appropriate safety gear and follow site-specific procedures while on Town property.

The Contractor shall immediately report any incidents, spills, or unsafe conditions to Town staff.

F.6 – Service Reports

Each service visit shall be documented on a delivery ticket indicating the number of items picked up, delivered, or replaced.

Tickets must be signed by the Town’s designated representative at each location.

A monthly summary report shall be submitted to the Town detailing total items serviced, replacements made, and any service issues encountered.

F.7 – Performance Standards

The Town reserves the right to evaluate Contractor performance based on the following criteria:

Timeliness and reliability of deliveries.

Cleanliness and condition of uniforms, rags, and carpets.

Accuracy and completeness of service documentation.

Responsiveness to Town inquiries and issues.

Compliance with contract specifications and safety standards.

Failure to meet minimum service expectations may result in written notice, corrective action, or termination for cause.

F.8 – Warranty

The Contractor shall warrant all items and services for the duration of the contract.

Any defects in materials, workmanship, or laundering shall be corrected promptly and at no additional cost to the Town

F.9 Contract Term

Initial term: 12 months beginning July 1, 2026.

Renewal: Up to two (2) additional one-year extensions, unless either party provides 60 days’ written notice.

Bidders must specify any proposed annual price adjustments in their submission.

F.10 Insurance & Bonding

• As per Section 10.

Appendix G – Purchase Order Terms and Conditions

TOWN OF KILLINGLY

PURCHASE ORDER TERMS AND CONDITIONS

1. Agreement. No changes, conditions or agreements other than those stipulated herein are to govern this purchase order (“Order”) unless expressly made in writing and mutually agreed to.

Acceptance of this Order constitutes acceptance of all conditions stated herein.

2. Prices. This Order shall not be filled at prices or fees higher than those shown on the Order without the written authority of the Purchaser. If this Order is not priced, it shall not be filled at prices higher than those last quoted or charged the Purchaser, unless prices shall have been authorized in writing by the Purchaser. The Purchaser shall be protected against declining prices on the undelivered portion of this Order. Seller may elect to meet price reductions, but if Seller should refuse to do so, the Purchaser shall have the right to cancel any or all of the balance due on this Order without cost or penalty.

3. Invoices. No invoice shall be delivered by the Seller to any employee of the Town of Killingly. All invoices, in duplicate, shall be mailed to: Town of Killingly, WPCF, 31 Wauregan Rd, Killingly, CT 06239, unless instructed to do otherwise in writing.

4. Delivery. Time is of the essence in the Seller’s fulfillment of the Order. Delays in shipment shall be reported immediately by the Seller to the Purchaser. The Seller shall, however, be granted an extension of time to perform the Order in the event of unusual delays in the production of equipment and/or materials or unusual delays in shipping not the fault of the Seller. Prices are considered “FOB Jobsite” with transportation charges prepaid on all Orders; charges for freight, express, cartage or packing will not be allowed or paid by the Purchaser unless expressly stated on the Order. The Risk of Loss shall remain with the Seller and delivery shall not be deemed to be complete until the goods and/or and services have been actually received and accepted by the Purchaser.

5. Inspection & Acceptance. All goods and services are subject to inspection and approval by the Purchaser. If rejected, goods will be returned at Seller’s expense. The Purchaser reserves the right to refuse any goods and to cancel all or any part of the goods not conforming to applicable specifications, drawings, samples, or descriptions. Acceptance of any part of the Order shall not bind the Purchaser to accept future shipments, nor deprive it of the right to return goods already accepted.

6. Quantity. The quantity of goods delivered must be that specified in the Order. All changes in quantity must be approved in writing by an authorized agent of the Purchaser. The Purchaser reserves the right to return excess shipments at the Seller’s expense.

7. Defects. By accepting this Order, the Seller acknowledges that the goods covered by this Order are satisfactory for the purposes intended by the Purchaser, if previously disclosed to Seller, and that any defect in such goods may occasion special damages to the Purchaser.

8. Conforming Goods. Acceptance of all or any part of the goods shall not be deemed to be a waiver of the Purchaser’s right to either cancel or to return all or any portion of the goods because of failure to conform to the Order, or by reason of defects, latent or patent, or other breach of warranty, or to make any claim for damages including special damages occasioned to the Purchaser. Such rights shall be in addition to any other remedies provided by law.

9. Payment Discounts. It shall be understood that the cash discount period will date from the Purchaser’s RECEIPT of the invoice and not from the DATE of the invoice.

10. Worker’s Compensation and Insurance. If this Order includes any work on any premises other than those of the Seller, the Seller, in accepting the Order agrees:

a. Not to transfer this Order nor any part thereof to any person, firm or corporation without the prior consent of the Purchaser, but to give personal attention and superintendence to the work, and that the Purchaser shall be at liberty to place other contractors at work on the premises during the continuance of the work under this Order, for the execution of such other work as may be necessary and that are not included in this Order.

b. To maintain such insurance as will protect the Seller and Purchaser from claims under Workmen’s Compensation or Employer’s Liability Acts and commercial general liability insurance for any other claims for personal injury or property damage which may arise by reason of the performance of any work under this Order; to deliver to the Purchaser; a certificate or other evidence of such reasonable insurance coverage limits reasonably satisfactory to Purchaser, and further to protect, indemnify and save the Purchaser harmless from any and all liabilities arising from injuries to mechanics, laborers or any other persons whatsoever employed in the construction of said work or otherwise employed on or coming upon or near said premises from and against damage to property adjacent thereto, and from and against any and all liabilities for damage or injury to any persons or property whatsoever in any manner resulting from or caused by the performance of this Order, or any work relating thereto or any portion of said work.

c. Minimum types and limits of insurance shall be as follows:

1. Commercial General Liability insurance on an "occurrence" basis for bodily injury and property damage that may arise out of or result from the goods or services identified in this Order.

• $1,000,000 each occurrence

• $1,000,000 personal and advertising injury

• $2,000,000 general aggregate

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

(b) Coverage for ongoing operations, independent contractors, and any persons or entities performing services on behalf of the Seller.

(c) Products and completed operations coverage, which coverage shall be maintained in effect for a period equivalent to the applicable statute of repose.

(d) An endorsement stating that "limits apply per sale."

(e) Contractual liability coverage.

(f) Contain a severability or separation of insureds clause.

(g) An additional insured endorsement (on ISO form CG 20 10 or CG 20 26 and form CG 20 37, or equivalent acceptable to the Purchaser) naming the Additional Insureds (defined below) as additional insureds.

(h) The Purchaser shall be named as an additional insured (“Additional Insureds”) on the Seller’s policies of insurance. The insurance maintained by the Seller shall be primary with respect to the interest of the Purchaser, and any other insurance or self-insurance maintained by the Purchaser, or the other Additional Insureds is in excess and shall not contribute to Seller's insurance in all instances regardless of any like insurance that the Purchaser or the other Additional Insureds may have.

(i) Waiver of Subrogation endorsement in favor of the Purchaser, the other Additional Insureds, and their respective insurers. The Purchaser, the other Additional Insureds, and their respective insurers retain all rights of subrogation.

2. Commercial Automobile Liability coverage to include owned, hired and non-owned automobile liability insurance covering all use of all automobiles, trucks and other motor vehicles utilized by the Seller or its subcontractors and suppliers, including each of the following:

(a) A combined single limit for bodily injury and property damage of $1,000,000 per accident.

(b) Coverage for upset, overturn and collision coverage related to pollution events (applying to the vehicle, trailer or other attachments to vehicle and extend to cargo/waste carried and to subcontractors or others providing services to the Seller).

(c) Waiver of Subrogation endorsement in favor of the Purchaser, the other Additional Insureds, and their respective insurers. The Purchaser, the other Additional Insureds, and their respective insurers retain all rights of subrogation.

3. Seller’s Pollution Liability coverage with policy limits of not less than $1,000,000 per claim and $2,000,000 in the aggregate (with coverage for asbestos related claims).

4. Follow-form umbrella (excess) liability insurance with a limit of $5,000,000 each occurrence in excess of the general liability, employer's liability and business automobile liability coverages required of Seller under this Section. Such insurance shall contain a provision that it will not be more restrictive than the primary insurance. Aggregate limits of liability shall apply separately with respect to the Order. Waiver of Subrogation endorsement in favor of the Purchaser, the other Additional Insureds, and their respective insurers. The Purchaser, the other Additional Insureds, and their respective insurers retain all rights of subrogation.

5. Workers' Compensation insurance, including employer's liability, for all persons whom the Seller employs (or uses as subcontract labor if the subcontractor is uninsured) in carrying out any services related to this Order. Such insurance shall be in strict compliance with the requirements of the most current and applicable workers' compensation insurance laws in effect from time to time in the state(s) where the Order is delivered or services are performed, and shall include the following:

(a) Coverage A (Workers' Compensation) - Statutory

(b) Coverage B (Employer's Liability)

At a minimum, the following limits, and coverages:

• $1,000,000 for each accident, for bodily injury by accident

• $1,000.000 for each employee, for bodily injury by disease

• $1,000,000 for each disease policy limit

(c) Waiver of Subrogation endorsement in favor of the Purchaser, the other Additional Insureds, and their respective insurers. The Purchaser, the other Additional Insureds, and their respective insurers retain all rights of subrogation.

(d) Contain endorsements that provide: Voluntary Compensation

6. Professional Liability Insurance. If the Seller is required to furnish professional services as part of this Order, the Seller shall procure Professional Liability insurance covering performance of the professional services, with policy limits of not less than five million ($5,000,000) per claim and five million ($5,000,000) in the aggregate.

Additional Insureds.

To the fullest extent permitted by law, the Seller shall cause the primary and excess or umbrella polices for Commercial General Liability, Automobile Liability and Seller’s Pollution Liability to include the Purchaser, and its directors, trustees, officials, officers, committee members, agents, employees, consultants and representatives (collectively, the “Additional Insureds”) as additional insureds for claims caused in whole or in part by the Seller’s negligent acts or omissions or defects in the goods provided by Seller. The additional insured coverage shall be primary and non-contributory to any of the Additional Insureds’ insurance policies and shall apply to both ongoing and completed operations. The Seller shall provide the Purchaser with an additional insured endorsement evidencing the Seller’s compliance with its obligations to name additional insureds pursuant to this Section which endorsement shall be ISO Endorsement satisfactory to the Purchaser

The insurance provisions set forth herein shall survive the delivery and acceptance of the goods and services set forth in this Order, termination of this Order, or full or partial performance of this Order, to the maximum extent allowed by law.

11. Patent Infringement. To the fullest extent allowed by law, the Seller agrees to defend, indemnify and hold harmless the Purchaser from and against all costs, damage, loss or expense, including reasonable attorneys’ fees, which the Purchaser may incur or undergo in the event of any suit, claim, or proceedings being brought against the Purchaser for the infringement of any letters patent of the United States of America by reason of the sale and/or use of any devise, design or apparatus furnished by the Seller under this Order; including any actual or claimed trademark, patent or copyright infringement.

12. Regulatory Compliance. In filling this Order, Seller represents and covenants that all goods and materials used to fill this Order are produced in compliance with all applicable existing federal and state laws, including but not limited to those regarding labor, wages, hours, and materials.

13. OSHA Requirements. Seller agrees to comply with the provisions of the Occupational Safety and Health Act of 1970 and the standards and regulations issued thereunder and warrants that all goods furnished under this Order will conform to and comply with said standards and regulations. Seller further agrees to indemnify and hold harmless the Purchaser for all damages suffered by the Purchaser as a result of Seller’s failure of the goods furnished under this Order to so comply. Seller agrees to furnish Material Safety Data Sheet as applicable for hazardous or potentially hazardous products.

14. Non-Discrimination. The Seller agrees and warrants that in the fulfillment of this Order it will not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, religion, national origin, sex or physical disability including, but not limited to blindness, unless it is shown by Seller that such disability prevents performance of that which must be done to successfully fulfill the terms of this Order or in any manner which is prohibited by the laws of the United States or the State of Connecticut and further agrees to provide the Connecticut Human Rights and Opportunities Commission with such information requested by the Commission concerning the employment practices and procedures of the Seller.

15. Warranty. Seller expressly warrants that the goods covered by this Order are of merchantable quality and satisfactory and safe for consumer use.

a. Warranty of Merchantability – goods provided by the Seller under this Order shall be merchantable. All goods provided shall be of good quality, within the description given by the Purchaser, shall be fit for their ordinary purpose, shall be adequately contained and packaged within the description given by the Purchaser, shall conform to the agreed upon specifications, and shall conform to the affirmations of fact made by the Seller or on the container or label.

b. Warranty of fitness for a particular purpose – When Seller has reason to know or knows any particular purpose, for which the goods are required, and the Purchaser is relying on the Seller’s skill or judgment to select or furnish suitable goods, there is a warranty that the goods are fit for such purpose.

c. Warranty of Title – Seller shall, in providing goods to the Purchaser, convey good title in those goods, whose transfer is right and lawful. All goods provided by the Seller shall be delivered free from any security interest, lien, or encumbrance unless otherwise agreed to by the Purchaser.

Goods provided by the vendor shall be delivered free of any rightful claim of any person by patent, copyright, infringement, or the like.

16. Indemnification. To the maximum extent allowed by law, Seller shall defend, indemnify and hold harmless the Purchaser, its officers, agents and employees from and against any and all damages, claims, liabilities, demands, suits, judgments, penalties and costs (including reasonable attorneys’ fees and expenses) and all liability imposed by law, for or on account of damage to property or death of or injury to any person or persons (including property and employees of the Purchaser) arising or resulting from any negligent act or omission of, willful misconduct, breach of contract or breach of warranty by, or the fault of the Seller or anyone for whom the Seller is responsible in the performance of the Order/contract or the work, goods, or services provided by the Seller, its employees, agents or subcontractors pursuant to this Order/contract. This indemnification will survive the delivery and acceptance of the goods and services set forth in this Order, termination of this Order, or full or partial performance of this Order, to the maximum extent allowed by law.

17. Taxes. The Town of Killingly is exempt from sales tax. Seller shall not include sales taxes on invoices.

18. Gratuities. By accepting this Order, the Seller represents and warrants that no arrangement has been made with the Purchaser or any person or agency to solicit or secure this Order upon an agreement or understanding for a gratuity, commission, percentage, brokerage or contingent fee, in any form, to any person excepting bona fide employees of the Seller.

19. Governing Law. This Agreement shall be construed in accordance with and governed by the laws of the State of Connecticut, without regard to its conflicts of law principles.

20. Termination for Convenience. Purchaser may, by written notice to Seller, terminate the Order, or any part thereof, for any or no reason, for Purchaser’s convenience. Upon notice of termination, Seller shall immediately stop all work and cause its suppliers and/or subcontractors to stop all work in connection with the Order. If Purchaser terminates for convenience, Purchaser shall pay Seller for goods and services accepted as of the date of termination, and subject to Purchaser’s approval, which approval shall not be unreasonably withheld, for Seller’s actual and reasonable out of pocket costs incurred directly as a result of such termination. Incidental costs or other damages or costs of any kind or nature shall not be compensable by Purchaser and are irrevocably abandoned and waived by Seller. Purchaser shall have no responsibility for Seller’s work performed after Seller’s receipt of notice of termination.

21. Termination for Cause. Purchaser may, by written notice to Seller, terminate the Order, or any part thereof, if Seller breaches any of the terms and conditions of the Order, becomes insolvent or files for bankruptcy protection. By way of example; (a) failure by Seller to make timely, complete, and conforming delivery of goods and services, or (b) breach of the representations or warranties set forth in this Order, shall entitle Purchaser to terminate the Order for cause. If Purchaser terminates for cause, Purchaser shall have no payment obligations to Seller. Should a court of competent jurisdiction subsequently determine that Purchaser’s termination for cause was wrongful or unjustified, then such termination shall be automatically considered a termination for convenience under Section 21, and Seller shall have rights under that provision, but no other rights or claims for damages of any kind or nature, which claims are irrevocably abandoned and waived by Seller.

22. Damages. Without limiting Purchaser’s rights and remedies at law or in equity, Purchaser reserves the right to charge Seller for any loss, expense (including reasonable attorneys’ fees) or damage sustained as a result of Seller’s failure to deliver conforming goods or services or other breach of the Order, including without limitation, expenses incurred in connection with Purchaser’s purchase of substitute goods,…