Terms and Conditions
Bidders shall familiarize themselves with all provisions of the specifications and shall not at any time after
submitting bid, dispute any of the specifications or assert that there was any misunderstanding in regard to the
furnishing and delivering of the items called for in the proposal.
The Town of Greenwich reserves the right to issue addenda as needed on bids/proposals.
The Town of Greenwich reserves the right to reject any and all bids not deemed to be in the best interest of the
Town of Greenwich, or to accept that bid which appears to be in the best interest of the Town of Greenwich. The
Town of Greenwich reserves the right to waive any informalities in or reject any or all bids, or any part of any
References to a particular trade name or manufacturer's catalog or model number are made for descriptive
purposes to guide the Bidder in interpreting the requirements of the Town of Greenwich. They should not be
construed as, nor are they intended to exclude proposals on other types of materials, equipment and supplies.
However, the Bidder, if awarded a contract will be required to furnish the particular item referred to in the
specification or description unless a departure or substitution is clearly noted and described in the proposal.
Respondents shall provide one proposal and Bidders one bid price for each specified required line item with no
more than one total lump sum bid, unless allowed to do otherwise by the solicitation. Respondents shall provide
no more than one bid reply unless allowed by the solicitation. Bidders shall not include in their prices any
Federal or State taxes from which the Town of Greenwich is exempt.
The successful Bidder/s shall indemnify the Town of Greenwich against all losses, claims, actions and judgments
brought or recovered against the contractor or the Town of Greenwich. Any respondent that takes exception to the
insurance requirements set forth by the Town of Greenwich Risk Manager shall be deemed unresponsive.
No proposal shall be received from, or contract awarded to, any person, firm or corporation who is in default or
in debt to the Town of Greenwich for non-performance of any contract, or who is a defaulter as surety or
otherwise from any obligation to the Town of Greenwich.
Bids must be signed in ink by the vendor. No bids shall be made in pencil. Any bids showing any erasures or
alterations must be initialed by the Bidder in ink. Failure to sign and give all information requested in the
proposal may result in the bid being rejected.
Quantities as listed on the bid sheets are estimated for bidding purposes only. Award of contract shall be for
the quantities actually ordered as needed during the contract period. However, the Town of Greenwich reserves
the right to increase or decrease the quantities by 10%.
Unit prices quoted shall be net exclusive of all taxes, and must include all transportation, delivery and
unloading costs; fully prepaid F.O.B. destination in place inside delivery. Debris, if any, removed.
The Town of Greenwich reserves the right to make awards on an item by item, total or lump sum basis. Where an
award is made on an item by item basis, the unit price prevails. The Town reserves the right to make award in
best interest of its own operation. All awards are contingent upon certification by the Town Comptroller that
funds are available in appropriate accounts.
It is understood that prices shall hold firm and prevail for the actual quantities required or ordered as needed
during the life of the contract whether more or less than estimated quantities. Unit prices shall not be
subject to any increase during the life of the contract.
All deliveries are to be made within the time period specified in the bid proposal upon receipt of written
purchase order or authorized verbal requests except as may be otherwise arranged by Supplier and Purchaser.
Receipt of contract is not authority to ship. Emergency deliveries are to be made within twenty-four (24) hours
from receipt of a telephone request from the Town of Greenwich. All deliveries are to be made on business
weekdays between the hours of 9:00 A.M. and 4:00 P.M. except as may be otherwise arranged by the Supplier and
In the event deliveries are not made as specified to a Town delivery point, the Town of Greenwich shall reserve
the right to purchase any such bid item on the open market and to charge any increase in price paid over the
current contract price to the account of the vendor.
All bids will be awarded or rejected within sixty (60) days of bid opening date or for the stated period of
validity, if different. Therefore, Bidder agrees that prices will remain firm for acceptance for that period.
Terms of payment to the Contractor shall be net/30 days after receipt of invoice and acceptance and approval of
the services by the Town of Greenwich.
The contractor will not discriminate against any employee or applicant for employment because of race, religion,
color, sex or national origin. The contractor, however, will take affirmative action to insure that minority
group members are employed and are not discriminated against during employment. Such actions shall include, but
not be limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of compensation; and selection of training,
The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the
contractor, state that all qualified applicants will receive consideration for employment without regard to
race, religion, color, sex or national origin. The contractor will send to each labor union or representative
of workers with which he has a collective bargaining agreement or other contract of understanding, a notice
advising the labor union or worker's representative of the contractors' commitments under this specification and
under rules, regulations and orders promulgated by the State.
"Affirmative Action" means procedures which establish hiring and employment goals, timetables, and practices to
be implemented, with good faith efforts, for minority group members.
"Minority Group Members" as identified in EEO-4 reports shall mean Black, Hispanic, Asian or Pacific Islanders,
American Indian, and Alaskan Natives.
The contractor or subcontractor offers and agrees to assign to the public purchasing body all right, title and
interest in and to all causes of action it may have under Section 4 of the Clayton Act, 15 U.S.C. Section 15, or
under Chapter 624 of the General Statutes of Connecticut, arising out of the purchase of services, property or
intangibles of any kind pursuant to a public purchase contract or subcontract. This assignment shall be made
and become effective at the time the public purchasing body awards or accepts such contract, without further
acknowledgment by the parties.
TOWN OF GREENWICH, CT
REQUEST FOR BID #7573 DEADLINE: 7/16/2020 AT 2:00 PM
ELEVATOR MAINTENANCE AND SERVICE
The Town of Greenwich Purchasing Department, on behalf of the Building Construction
Maintenance Division of the Department of Public Works, is soliciting bids for Elevator
Maintenance and Service for Town Government and Board of Education locations throughout
The intention of this Request For Bid is to establish a Service Agreement with a qualified
Contractor who will, upon request, provide the Town with the services, labor, and supplies
described in the Specifications of this Request For Bid. There is no guarantee as to the amount of
services, labor, or supplies that the Town may purchase during the term of the Service Agreement.
Each single project performed under this contract shall not exceed $25,000.
The Service Agreement will have an initial term of one (1) year. In addition, there will be four (4)
optional years that may be engaged through the mutual consent of both parties on an annual basis.
At the request of the Town, the Contractor shall provide quotations for required services, based on
the unit prices provided on the Reply Sheets.
Bidders are to respond to this Request For Bid by completing the attached Reply Sheets. Bidders
shall indicate their pricing and all other required information on the Reply Sheets. The pricing on
the Reply Sheets shall be complete and shall include the costs of all shipping, delivery, insurance,
certificates, permits, and/or other prices pertaining to this service.
The pricing on the Reply Sheets shall represent the prices and rates that shall be in effect for the
entire first year of the Service Agreement. Bidders shall also indicate if there may be increases or
decreases in pricing for the optional years of the Service Agreement. If price changes are possible,
Bidders shall indicate the maximum percentage of the potential increases or decreases on the Reply
DELIVERY OF BIDS
Bids shall be delivered via USPS or commercial delivery service (UPS, FedEx etc.) to the Town
of Greenwich Purchasing Department, First Floor, Town Hall, 101 Field Point Road, Greenwich,
CT 06830 by:
2:00 PM, on Thursday, July 16th, 2020.
By appointment only, the Purchasing Department will be accepting hand delivered bids. Call
(203) 622-7881 to schedule an appointment. Bids received after that date and time will not be
considered and will be returned unopened to the vendor. The Reply Sheets must be completed and
returned with the bid in a sealed envelope. Please clearly indicate RFB #7573 on the lower left-
hand corner of the envelope.
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Each bid must be sealed to provide confidentiality of the information prior to the submission date
and time. Please note the RFB # on the outside of the package. The Town will not be responsible for
premature opening of bids that are not properly labeled.
ISSUANCE OF ADDENDA
The Town of Greenwich reserves the right to amend this solicitation by addenda. Addenda will
be posted to the Town’s website (www.greenwichct.gov/bids) up to 48 hours in advance of the
bid’s due date and time. It is the Bidder’s responsibility to check the Town’s website for
addenda. If in the Town’s opinion revisions are of such a magnitude, the deadline for this
solicitation may be extended in an addendum. In addition, addenda can change Specifications,
Reply Sheets, and times and dates for pre-bid meetings as well as due dates/deadlines for questions
and bids. No notification of addenda issuance will be made other than on the Town’s website.
PRICE GUARANTEE / DURATION OF BID
Bids will remain in effect for a minimum of sixty (60) days from the deadline for submission of the
The Bidder shall be responsible for all costs incurred in the development and submission of their
bid. The Town assumes no contractual obligation as a result of the issuance of this RFB, the
preparation or submission of a bid by a Bidder, or the evaluation of an accepted bid. The Town shall
not be contractually bound until the Town and the successful Bidder have executed a written contract
for the performance of the work.
The Town of Greenwich is exempt from the payment of taxes imposed by the federal government
and/or State of Connecticut, and such taxes shall not be included in the bid prices.
The Town of Greenwich shall make payment net thirty (30) days of receipt of invoice, submittal
of documentation, and acceptance of the products and or services.
RESERVATION OF RIGHTS
The Town of Greenwich reserves the right to reject any and all bids not deemed to be in the best
interest of the Town, or to accept that bid which appears to be in the best interest of the Town. The
Town reserves the right to waive any and all formalities, or to reject any or all bids or any part of
any bid. The Town reserves the right to award this contract as a lump sum or on a line-by-line basis.
The Town reserves the right to award more than one Contractor.
The Town of Greenwich has included as part of this Request For Bid, Exhibit C, the Service
Agreement Contract format to be used for this procurement. In order to be considered by the
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Town, any exceptions to the language included in the Town’s Service Agreement Contract format
must be declared in the Exceptions area of the Reply Sheets.
CANCELLATION OF AWARD/CONTRACT
If the Contractor fails to perform or observe any material term or condition of the bid or Service
Agreement and such failure continues for thirty (30) days after the Contractor’s receipt of written
notice, the Town of Greenwich may cancel the Service Agreement without liability for
MODIFICATION OR WITHDRAWAL OF BID PRIOR TO DEADLINE
A Bidder wishing to withdraw a bid prior to the deadline may do so by preparing a formal written
request on company letterhead. The person who signs the letter must be the same person who
signs the Reply Sheets. The Town will verify that the signature on the letter matches the signature
on the Reply Sheets.
The Town will also verify the request to withdraw the bid by calling the Bidder at the telephone
number supplied on the Reply Sheets.
After the Town is satisfied that a request to withdraw a bid before the established deadline is valid,
the bid will be returned to the Bidder. The Bidder may then withdraw completely from the bidding
process, or may modify the bid and resubmit before the deadline.
MODIFICATION OR WITHDRAWAL OF BID AFTER DEADLINE
If bid security is required and a Bidder does not honor his/her bid for the specified time, the bid
check shall become the property of the Town; or, if a Bid Bond was furnished, the Bid Bond shall
become payable to the Town.
After the bid deadline has passed, the submitted bids become the property of the Town and are
valid offers to be honored by the Bidder for sixty (60) days or longer, as specified in the Request
Bidders who do not honor their bids for the sixty (60) day (or as specified) period, shall be declared
If applicable, the Contractor shall ascertain any permits required to perform the service as
described in the Specifications. All required permits shall be obtained and paid for by the
Contractor. Various permits may be obtained at the Building Department, Town Hall, 101 Field
Point Road, Greenwich, CT 06830.
STATE, LOCAL AND FEDERAL LAWS
The Bidder shall acknowledge and agree that, should it be awarded the Contract, it shall be
solely responsible for strict compliance with all federal, state and local statutes, laws, codes,
rules, regulations and ordinances, and for the procurement and maintenance of all necessary
licenses and permits relating to the performance of services.
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