CITY OF MIDDLETOWN
PURCHASING OFFICE, ROOM 112
245 DEKOVEN DRIVE
MIDDLETOWN, CT 06457
(860) 638-4895
CONTRACT DOCUMENTS
BID #2023-023
PURCHASE OF TRAFFIC SIGN MATERIALS
PUBLIC WORKS DEPARTMENT
City of Middletown, Connecticut
BID OPENING: Wednesday, March 13, 2024 at 11:00 AM
DONNA L. FORMATO, CPPB, NIGP-CPP
SUPERVISOR OF PURCHASES
CARL R. ERLACHER
DIRECTOR OF FINANCE AND REVENUE SERVICES
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The contract documents for the contract entitled:
BID #2023-023 PURCHASE OF TRAFFIC SIGNS MATERIALS-PUBLIC WORKS DEPARTMENT
Invitation to Bid
Information for Bidders
Bid Attachments
Section 78-8 (m) Bid Preference for Local Vendors
Affidavit of Local Vendors
General Specifications
Bid Proposal Page
Non-Collusive Bid Statement
Insurance Requirements for Suppliers – Exhibit B
Bid Return Label
Hereinafter referred to as the Contract Documents
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9-11
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31-32
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CITY OF MIDDLETOWN
INVITATION TO BID
Sealed proposals, addressed to the Supervisor of Purchases, Room 112, Municipal Building, Middletown,
Connecticut, will be received until Wednesday, March 13, 2024 at 11:00 AM for the following:
BID #2023-023
PURCHASE OF TRAFFIC SIGN MATERIALS
PUBLIC WORKS DEPARTMENT
Bid documents may be obtained at the Purchasing Office, Room 112, Municipal Building, 245 DeKoven Drive,
Middletown, CT., Monday - Friday, between the hours of 8:30 a.m. and 4:30 p.m. for a fee of $.50 per page. It
is preferred that they are downloaded free of charge on the City of Middletown web site:
www.MiddletownCT.gov. All questions concerning this bid should be directed in writing to the Purchasing
Department via fax at 860-638-4895 or email at purchase@MiddletownCT.gov.
Bids will not be publicly opened in the Municipal Building, however, bids will be opened and read aloud via
Webex. Additional information and a link will be provided on our website www.middletownct.gov for those
interested in viewing the bid opening via Webex.
The City of Middletown reserves the right to waive any defect or any irregularity in any bid and reserves the
right to reject any or all bids or any part thereof. Bids, and amendments to bids received after the time set for
the bid opening will not be considered. All bids must be completely filled out when submitted. No bid may be
withdrawn for a period of ninety (90) days subsequent to the opening of bids without the City of Middletown's
written consent. Withdrawal of any bid must be submitted in writing to the City of Middletown.
All bids and proposals are subject to, and must comply with the equal opportunity and non-discriminatory
provisions set forth in the Affirmative Action Plan of the City of Middletown.
Dated: 02/16/2024
Middletown, Connecticut
Donna L. Formato, CPPB, NIGP-CPP
Supervisor of Purchases
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INFORMATION FOR BIDDERS
1. Date and Place for Opening Proposals - Pursuant
to the "Invitation to Bidders", sealed proposals for
performing the work will be received by the
Purchasing Department at the time and place set
forth therein with the award to be made as soon
as practicable thereafter. Bids received prior to the
date set for receipt will be securely kept sealed. All
bids received by the time set for receipt will be
opened by the Supervisor of Purchases and read
publicly at the exact time set for receipt
irrespective of any irregularities therein. Bidders
and or their representatives and any interested
public may be present.
2. Printed Form for Proposals - All proposals must
be made upon the blank proposal form as attached
hereto; should give unit prices both in words and
figures; must be signed and acknowledged by the
bidder where indicated on the proposal form;
submitted in a sealed envelope using the bid
return label.
3. Omissions and Discrepancies - Should a bidder
find discrepancies or omissions from the Contract
Documents or should he doubt their meaning, he
should immediately notify the Supervisor of
Purchases who may send written instructions to all
bidders. Bidder must type or use black pen at all
times.
4. Acceptance or Rejection of Proposals - The City
reserves the right to accept or reject any or all
proposals. Without limiting the generality of the
foregoing, any proposal which omits a bid on any
one or more items on the price sheet may be
rejected; any proposal containing changes or
modifications to the price sheet may be rejected;
any proposal in which unit prices are omitted or in
which unit prices are obviously unbalanced may be
rejected.
5. Acceptance of Proposals and the Effect - Within
thirty (30) calendar days after the opening of the
bids, the City will act upon them. The acceptance
of a proposal will be either a notice of award, in
writing, or an acceptance letter from the
Supervisor of Purchases, and no other act shall
constitute the acceptance of a proposal. The
acceptance of a proposal shall bind the successful
bidder to execute the contract within the time and
manner as set forth within these contract
documents making him responsible and liable for
failure to execute as prescribed.
6. Time for Executing Contract and Damages for
Failure to Execute - Any bidder whose proposal
shall be accepted shall be required to execute the
Notice of Award and contracts within ten (10)
days, including Saturdays and Sundays, of the date
of mailing of a notice, stating that the award has
been made to him or his firm. Failure or neglect to
do so shall constitute a breach of contract for
which the City may cancel the notice of award,
award the bid to someone else, or rebid the entire
project as well as sue for damages.
Damages for such a breach of contract will include
but not be limited to the loss of any awarding of
work to him and other items whose accurate
amount will be difficult or impossible to compute,
and all other damages recoverable at law and in
equity.
7. Determination of Lowest Responsible
Bidder/Award Except where the Owner exercises
the right herein to reject any or all proposals, the
contract will be awarded by the owner to the
"Lowest Responsible Bidder", as determined
under the factors to be considered under section
78-8, as amended, of the Middletown Code of
Ordinances.
It is the intent of the City to award the contract(s)
to lowest responsible bidder(s) submitting the
lowest total cost per category of items, as listed
below, complying with these specifications
providing that the vendor has submitted a bid on
each item within the category and there is
sufficient funding to award this contract(s).
However, the City of Middletown shall reserve the
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right to award on a unit price basis or make
multiple contract awards based upon the lowest
total cost per category as above listed, if it is
deemed to be in the City’s best interest.
Additionally, in determining whether a bidder
qualifies as the lowest responsible bidder, the City
shall also review other subjective factors, such as
the bidder’s skill, ability and integrity to perform
the work as specified, the bidders professional
references (if required), the bidders reputation,
information discovered during the interview
process (if applicable) and whether the City in its
sole discretion determines that awarding the bid
to the bidder will be in the best interests of the
City. The City shall award the contract to the
lowest responsible bidder using the guidelines set
forth herein, or shall reject all bids.
8. Partial Bids - Bidders are invited to submit a bid
on any one or combination of categories; however,
bidders shall be required to bid on each item
listed in each category. Partial bids by category
will not be accepted and the bid deemed
unresponsive.
9. Contract Term - The contract term shall
commence on or after April 1, 2024, and
terminate on March 31, 2026 for a contract term
of twenty-four (24) months.
10. Prices - In the event of discrepancy between
the prices quoted in the proposal in unit prices and
those in extension, the written unit price shall
control. The prices are to include furnishing the
items as specified, inclusive of transportation costs
as necessary to comply with the City's
requirements. Unit prices shall be fixed for the
duration of the contract.
writing, addressed and forwarded to the Supervisor
of Purchases, Municipal Building, 245 DeKoven
Drive, Middletown, Connecticut, 06457. Questions
may be sent via facsimile to (860) 638-1995 or
emailed at purchase@middletownct.gov
To receive consideration, such questions shall be
submitted in writing. Deadline for submission of
questions is 12:00 PM, Wednesday, March 6, 2024
(EST). If the question involves the equality or use of
products or methods, it must be accompanied by
drawings, specifications or other data in sufficient
detail to enable the Supervisor of Purchases to
determine the equality or suitability of the product
or method. In general, the Supervisor of Purchases
will neither approve nor disapprove particular
products prior to the opening of the bids; such
products will be considered when offered by the
bidder for incorporation into the work.
The Purchasing Supervisor will arrange as Addenda,
which shall become a part of the contract, all
questions received as above provided and the
decision regarding each. The Purchasing Supervisor
will post said addenda to the City website at
www.middletownct.gov. Non-receipt of said
Addenda shall not excuse compliance with said
addenda. It is the bidder’s responsibility to
determine whether any addenda have been issued
and if so whether he/she has received a copy of
each. Nothing in this section shall prohibit the
Purchasing Supervisor from posting Addenda to
extend the deadline for the receipt of bids at any
time and for any reason.
It is the responsibility of each bidder to visit our
website at www.middletownct.gov to view
additional information and/or acknowledge any
addenda’s issued prior to submitting a bid.
11. Interpretations and Addenda - No oral
interpretations shall be made to any bidder as to the
meaning of any of the Contract Documents or to be
effective to modify any of the provisions of the
Contract Documents.
Every request for an interpretation shall be made in
No alleged "verbal interpretation" shall be held
valid. Any addenda issued during the bidding period
shall supersede previous information.
12. Termination of Agreement - If Vendor fails to
fulfill its obligations under this Agreement, violates any
of the covenants, agreements, or stipulations of this
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