Parks Landscape Improvements Rebid

SPECIFICATIONS AND BID DOCUMENTS
PARKS LANDSCAPE IMPROVEMENTS REBID
RFP 2026-012
TOWN OF SOUTHBURY
DEPARTMENT OF PUBLIC WORKS
501 MAIN STREET SOUTH
SOUTHBURY, CT 06488
MAY 18, 2026
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TABLE OF CONTENTS
Title Sheet ........................................................................................................................................1
Table of Contents .............................................................................................................................2
Invitation to Bid ...............................................................................................................................3
Information for Bidders ...................................................................................................................4
General Provisions ...........................................................................................................................8
Code of Ethics/Conflict of Interest Ordinance...............................................................................19
Technical Specifications ................................................................................................................24
Bid Proposal ...................................................................................................................................26
Non-Collusion Agreement......................................................................................................28
Indemnification Certificate .....................................................................................................29
Code of Ethics/Conflict of Interest Agreement ......................................................................30
References ..............................................................................................................................31
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LEGAL NOTICE
INVITATION TO BID
PARKS LANDSCAPE IMPROVEMENTS
RFP 2026-012
The Town of Southbury, Connecticut is seeking sealed bids for furnishing all labor, tools, materials
and equipment required for parks landscape improvements. It is the intent of the Town to enter
into a contractual agreement with one qualified Contractor to provide services.
Bids will be received by the First Selectman's Office, Town Hall, 501 Main Street South,
Southbury, Connecticut 06488 until 10:00 AM local time, on May 26, 2026 at which time the bids
will be publicly opened and read in Room 208 of Town Hall.
Specifications and bidding documents may be obtained at the Office of the First Selectman at the
above address or electronically on the town's website at www.southbury-ct.org/bids.
All Proposals must be on the form furnished by the Town of Southbury and must be requested for
the above-named project.
No Bidder may withdraw their bid within one hundred twenty (120) days after the actual date of
the opening thereof.
Requests for Information (RFIs) concerning the project should be emailed to Matthew Tarnowski,
Public Works Project Administrator, at MTarnowski@southbury-ct.gov. RFIs should be received
by May 20. RFIs may not be directly responded to. If necessary, an addendum containing RFI
responses will be posted to the Town of Southbury's website at the link above by May 21.
The right is reserved to reject any or all bids in whole or in part, to award any item, group of items,
or total bid and to waive any informality or technical defects, if it is deemed to be in the best
interest of the Town of Southbury. The Town of Southbury is an affirmative action, equal
opportunity employer.
Timothy O'Neil
First Selectman, Town of Southbury
May 18, 2026
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INFORMATION FOR BIDDERS
1. PROPOSAL
Proposals are being sought for parks landscape improvements. All work shall be furnished in full
accordance with the specifications.
2. RECEIPT AND OPENING OF BIDS
Separate sealed bids shall be received in the Office of the First Selectman, 501 Main Street South,
Southbury, CT 06488, until the time and date stated in the INVITATION TO BID, and will
thereafter be opened and read aloud in Room 208 of Town Hall. Proposals may be withdrawn 120
days after opening if no award has been made, except upon the mutual consent of the Town and
the bidder. All bids shall be submitted in sealed, opaque envelopes clearly labeled with the name
of the bidder, his address, and the words "Bid Documents, RFP 2026-012 - Parks Landscape
Improvements" so as to guard against opening prior to the time set therefore. One printed copy
and one digital copy (via flash drive) of all bids shall be submitted.
Bids may be forwarded by mail. If mailed, the sealed opaque envelope containing the proposal,
marked as described above, shall be enclosed in another envelope properly addressed for mailing.
The Town may consider informal any bid not prepared and submitted in accordance with the
provisions hereof and may waive any informalities in or reject any and all bids. Any bid may be
withdrawn prior to the above scheduled time for the opening thereof.
3. PREPARATION OF PROPOSAL
Each bid must be submitted on the prescribed form and all blank spaces for bid prices must be
filled, handwritten in ink or type written, in both words and figures. Bid prices shall include all
labor, materials and equipment necessary to complete the work in accordance with the bid
documents.
4. WITHDRAWAL OF BIDS
Bids may be withdrawn personally or on written or telegraphic request dispatched by the bidder in
time for delivery in the normal course of business prior to the time fixed for opening, provided that
written confirmation of any telegraphic withdrawal over the signature of the bidder is placed in
the mail and postmarked prior to the time set for bid opening. Negligence on the part of the bidder
in preparing his bid confers no right of withdrawal or modification of his bid after such bid has
been opened.
5. FAMILIARITY WITH LAWS, SITE CONDITIONS AND DOCUMENTS
Each bidder is required to be familiar with and to comply with the terms and conditions of the
specifications and all other bid documents and with all federal, state and local laws, ordinances or
regulations which in any manner relate to the furnishing of the services in accordance with the bid.
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Each bidder shall thoroughly familiarize himself with all conditions of the bid documents and
specifications before preparing his proposal. The submission of a proposal shall be construed as
an assurance that such examination has been made and the failure of the bidder to familiarize
himself with conditions relating to the specifications shall not in any way relieve any bidder from
any obligation in respect to his bid.
Each Bidder shall visit the site of the proposed work and fully acquaint itself with the existing
conditions there relating to construction and labor and should fully inform itself as to the facilities
involved, the difficulties and restrictions attending the performance of the Contract. The Bidder
shall thoroughly examine and familiarize itself with the Drawings, Technical Specifications and
all other Contract Documents. The bidders shall also examine all records on file with the Town of
Southbury, "Call Before You Dig" and State Authorities regarding the Project, and the areas within
the Project limits, so as to be apprised of all subsurface conditions and other relevant information.
The Contractor, by the execution of the Contract, shall in no way be relieved of any obligation
under it due to the failure to receive or examine any form or legal instrument or to visit the site
and acquaint itself with the conditions there existing and the Town of Southbury will reject any
claim based on the facts regarding which it should have been on notice.
6. TAX EXEMPTION
The Town of Southbury is exempt from paying tax and, for that reason; the bid price shall not
include any tax on the items specified.
7. QUALIFICATIONS OF BIDDER
Bidders must be regular full time Contractors in the type of service specified. The Town may make
such investigations as it deems necessary to determine the ability of the bidder to perform the
work, and the bidder shall furnish to the Town all such information and data for this purpose as
the Town may request. The Town reserves the right to reject any bid should the evidence submitted
by, or investigation of, such bidder fail to satisfy the Town that such bidder is properly qualified
to carry out the obligations of the bid and to complete the project contemplated therein. Conditional
bids will not be accepted.
8. ERRORS, INTERPRETATIONS, AND ADDENDA
Should a bidder find any omissions, discrepancies or errors in the specifications or other bid
documents or should he be in doubt as to the meaning of the specifications or other bid documents,
he should immediately notify the Town who may correct, amend or clarify such documents by a
written interpretation or addendum. No oral interpretations shall be made to any bidder and no oral
statement of the Town shall be effective to modify any of the provisions of the bid documents.
9. METHOD OF AWARD - BEST VALUE FOR TOWN
The Town reserves the right to reject any or all bids and may waive any informalities. The bid will
be awarded to a responsible bidder submitting a bid complying with all conditions set forth in these
bid documents. The delivery or completion date and skill and experience of the bidder shall be
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factors considered in the awarding of the bid and may result in an award to a vendor other than the
bidder quoting the lowest price. In the event that there is a discrepancy between the price written
in words and in figures, the price written in words shall govern.
10. SUBCONTRACTORS
The bidder is specifically advised that any person, firm or other party to whom it is proposed to
award a subcontract under this bid must be acceptable to the Town and that approval of the
proposed subcontract award cannot be given by the Town unless and until the successful bidder
submits all information and evidence requested by the Town regarding the proposed subcontractor.
Although the bidder is not required to attach such information and evidence to his bid, the bidder
is hereby advised of this requirement so that appropriate action can be taken to prevent subsequent
delay in subcontract awards.
11. RIGHT OF THE TOWN TO TERMINATE PROJECT
In the event that any of the provisions of this bid are violated by the Contractor, or by any of his
subcontractors, the Town may serve written notice upon the vendor of its intention to terminate
the work, such notices to contain the reasons for such intention to terminate the work, and unless
within five (5) days after the serving of such notice upon the Contractor, such violation or delay
shall cease and satisfactory arrangement of correction be made, the project shall, upon expiration
of said five (5) days, cease and terminate. In the event of any such termination, the Town shall
immediately serve notice thereof upon the Contractor. In the event of such termination, the Town
may take over the work or any portion thereof, and prosecute the same, by contract or any other
method, for the account and at the expense of the Contractor, and the Contractor shall be liable to
the Town for any excess cost occasioned by the Town as a result of such termination.
12. PAYMENTS
Invoices shall be furnished to the Finance Director or his designee for verification and approval of
the amount due the Contractor. Final payment will not be made until final acceptance by the Town
of Southbury of all work. The Contractor agrees that he will indemnify and save the Town harmless
for all claims growing out of the lawful demands of subcontractors, laborers, suppliers and
assignee.
13. GUARANTEE
All equipment and materials including all parts and assemblies, if applicable, shall be guaranteed
against defects in material and workmanship for a period of at least one (1) year after acceptance.
Guarantee shall commence at the time of official acceptance by the Director of Public Works or
his designee. Where it is required for the Contractor to repair, replace, resurface, replant or to
modify, alter, add or remove hardware, parts, components, or related accessories for the purpose
of ensuring proper appearance, performance or operation, such work shall be done as required by
the Contractor until such time as acceptable performance has been established. Problems which
occur shall be corrected in an appropriate fashion under guarantee. The Contractor shall be
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responsible to attend to and remedy such items within a reasonable amount of time. Appropriate
logs and schedules shall be maintained to reflect these items and their redress.
14. PRELIMINARY SCHEDULE
RFP Release May 18, 2026
RFI Deadline May 20, 2026
Addendum Release (if necessary) May 21, 2026
RFP Submission Date May 26, 2026
15. INTERVIEW OF BIDDERS
The Town may choose to interview any or all bidders for the project after bids have been received
to determine their qualifications and experience.
16. COMPLIANCE WITH LAWS
The successful bidder shall comply with all applicable laws, regulations, ordinances, OSHA, codes
and orders of the United States, the State of Connecticut, and the Town related to its bid and the
performance of the work described in the contract.
17. PRE-BID CONFERENCE
A pre-bid conference was held for prospective bidders on May 6, 2026. Only attendees of the pre-
bid conference may submit bids.
18. SCHEDULING OF WORK
If notified of the acceptance of this proposal within the acceptance period, the bidder agrees to
promptly schedule the work and submit verification of having scheduled the work within five (5)
working days of such notice unless otherwise mutually agreed upon. The successful bidder shall
promptly commence the work and prosecute the work diligently for the duration of the project.
19. WAGE RATES
The wages paid on an hourly basis to any mechanic, laborer or workman employed on the work
herein contracted to be done and the amount of payment or contribution paid or payable on behalf
of such employee to any employee welfare fund as defined in subsection (i) of Section 31-53 of
the General Statutes shall be at a rate customary or prevailing for the same work in the same trade
or occupation in the town in which such public work project is being constructed. Any Contractor
who is not obligated by agreement to make payment or contribution on behalf of such employees
to any such employee welfare fund shall pay to each employee as part of his wages the amount of
payment or contribution for his classification on each pay day.
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GENERAL PROVISIONS
1. INDEMNIFICATION/INSURANCE
The Contractor agrees to indemnify the Town against and save the Town harmless from any and
all liability and loss from any claim, suit, or action based upon any alleged injury or death of any
person including any employee of the Contractor or subcontractor, and for damage to any property
that may occur or that may be alleged to have occurred in the course of the performance of the
work, or from failure to guard the same, whether such act or failure to act is by the Contractor of
any subcontractor or anyone directly or indirectly employed by any of them or by anyone for
whose acts any of them maybe liable, and the Contractor agrees at its own expense to pay all
charges for attorneys in connection with the defense against any such claim, and if any judgment
should be rendered against the Town in any such action, the Contractor will satisfy and discharge
the same without cost or expense to the Town.
Before commencing work, the Contractor shall obtain and deliver certificates of insurance to the
Director of Public Works and during the performance of the work, the Contractor shall maintain
insurance of the kinds and in at least the amounts specified hereunder in a form satisfactory to the
Town; such certificates shall contain a provision that the Town shall be given thirty (30) days
advance written notice by registered mail of, modification, change, termination, cancellation or
expiration of, coverage. Renewal certificates shall be provided at least 60 days prior to expiration
of the policy. With each Certificate of Insurance the contractor shall provide an endorsement
naming the Town of Southbury as an "Additional Insured". Such endorsement shall include the
following language "The Town of Southbury is an additional insured." The cost of such insurance
shall be the sole responsibility of the Contractor. The Contractor shall require each Subcontractor
employed on the Project to maintain the coverage listed below unless the Contractor's insurance
covers activities of the Subcontractor on the Project.
Worker's Compensation Coverage and Employer's Liability Coverage A at Statutory
Limits in accordance Connecticut Law and Coverage B at limits of $100,000/$500,000/$100,000.
Broad Form Commercial General Liability including premises and operations, products,
completed operations, contractual liability, independent contractors, and broad form property
damage coverage, written on a "per occurrence" basis with minimum combined coverage for
bodily injury, personal injury, and property damage liability of $2,000,000 general annual
aggregate, $1,000,000 per occurrence and $2,000,000 Products/Completed Operations Aggregate.
Comprehensive Automobile Liability, covering all vehicles used by Contractor in the course of
work, including owned, non-owned and hired with minimum coverage of $2,000,000 combined
single limit for bodily injury and property damage.
Excess Liability with minimum coverage of $ 2,000,000 in umbrella form.
If a policy written on a "Claims Made " basis is proposed for consideration as a substitute for the
required insurance it shall be considered only if the Certificate states that the coverage is "claims
made," the retroactive date is stated and is prior to or coincident with the date of the Contract,
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evidence is provided that the policy is prepaid for a minimum of two years from the completion
date of the contract or the Contractor provides an Extended Reporting Period endorsement or Prior
Acts Coverage. The Town shall be under no obligation to accept a "Claims Made" policy.
All Coverage is to be provided on a primary noncontributory basis.
All insurance shall be provided by a company authorized to do business in the State of Connecticut
and having an A.M. Best rating of no less than A-VIII.
The insurer shall agree to waive all rights of subrogation against the Town of Southbury, its
officers, officials, and employees for losses arising from work performed by the Contractor for the
Town.
No insurance required or furnished hereunder shall in any way relieve the Contractor of or diminish
any of his responsibilities, obligations and liabilities under the Contract.
2. INSPECTION
The Director of Public Works shall be the Contractor's direct contact and periodic conferences will
be held to review the status of work progress.
The Contractor shall employ only honest and responsible employees, skilled in the tasks assigned
to them. The Contractor shall be responsible for all conduct of his employees.
All work shall be completed in a thoroughly professional and workmanlike manner in strict
accordance with the Bid Documents.
The Town of Southbury reserves the right to establish the order of priority for completion of the
various portions of the work and to delete any portion of the work upon notification of the
Contractor.
The Director shall be the judge of the character, nature and fitness of all work and materials
furnished under the contract and the amount, quality and classification of the several kinds of work
for which payment is to be made and he shall decide as to the meaning, intent and performance of
the contract. The entire work shall be done under his supervision and to his satisfaction, and his
estimates and his decisions upon all questions relating to said work shall be a condition precedent
to the right of said Contractor to payments under the Contract.
Inspectors representing the Director may be authorized to inspect all work done and all materials
furnished including the manufacture of said materials. Should a dispute arise as to the work
performed or the materials supplied, the inspector may suspend the work or reject the material.
The question of suitability will be decided only by the Director. The inspector is not authorized to
revoke, alter, enlarge, relax or release any requirements of the specifications nor approve or accept
any portion of the work, or issue any instructions contrary to the plans and specifications. No
advice given by the inspector shall be binding on the Town or release the Contractor from his
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obligations. The inspector shall perform no other duties than to inspect the work or materials; he
shall not interfere with nor take part in the management of the work.
3. DISCREPANCIES, ERRORS AND OMISSIONS
The drawings and specifications are intended to be explanatory of each other, but should any
discrepancy appear or any misunderstanding arise as to the import of anything contained in either,
the interpretation and decision of the Director shall be final and binding on both parties to the
Contract. Each section shall be a complete job and work implied shall be done as if specified or
shown on the plans or required for a complete job under the respective work and shall be done by
the Contractor without extra charge. In the case of discrepancies between the drawings and the
written specifications in general, the drawings shall be considered to supersede the written
specifications.
4. SUBMITTALS
The Contractor shall submit plans, drawings, details or written statements of the methods of
construction for the various units of the work as required by the Director, all of which shall be
subject to the approval of the Director.
5. CHANGES AND EXTRA WORK
The Director shall have the power and without notice, or approval of Surety, to alter and change
the line, grade, plan, form, position, dimension or material of or for the work herein contemplated,
or any part thereof, in a manner not inconsistent with the general layout or project. This may be
done either before the signing of the Contract or after starting of the work, or the Director may
order in writing any extra work which may be deemed necessary in connection with the work. The
Director may increase or decrease the unit quantities in the Proposal. If such alteration diminishes
the quantity of work to be done, it shall not be a basis for a claim for payment for damages for
anticipated profits not received. An increase shall be paid for according to work actually done and
at the prices established for such or like work in the Contract or, in case no such price is established,
then at actual reasonable cost as determined by the Director and the Contractor, as Lump Sum or
Unit Prices as mutually agreed to before starting work or at actual cost plus as agreed to.
For work done under "Cost Plus", the compensation shall be as follows:
a. Monies actually paid for labor and foreman as required and as shown on the payroll plus
15% to cover insurance, taxes, social security, etc.
b. Actual cost for material used on job.
c. Power operated equipment as set forth in the equipment schedule applying to like jobs.
d. If equipment rental rates are agreed to, no percentage shall be added to these amounts.
Full payment shall be the sum of the above items which apply plus 15% for overhead and profit.
Any extra work by a subcontractor will be computed as above specified with 10% for overhead
and profit for the General Contractor.
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