CITY OF MIDDLETOWN-
PURCHASING OFFICE ROOM 112
MUNICIPAL BUILDING
245 DEKOVEN DRIVE
MIDDLETOWN, CT 06457
860-638-4895
CONTRACT DOCUMENTS
BID #2024-003
RENTAL OF VARIOUS EQUIPMENT
WITHOUT OPERATORS
PUBLIC WORKS DEPARTMENT
WATER AND SEWER DEPARTMENT
Middletown, Connecticut
BIDS DUE: Tuesday, March 19, 2024 at 11:00 am
DONNA L. FORMATO, CPPB, NIGP-CPP
SUPERVISOR OF PURCHASES
CARL R. ERLACHER
DIRECTOR OF FINANCE AND REVENUE SERVICES
The contract documents for the contract entitled:
BID #2024-003 RENTAL OF VARIOUS EQUIPMENT WITHOUT OPERATORS - VARIOUS DEPARTMENTS
Page
Invitation to Bid
3
Information for Bidders
4-8
Bid Attachment:
Section 78-8 (m) Bid Preference for Local Vendors
9-14
Affidavit of Local Vendors
15
General Conditions
16-17
General and Detailed Specifications
18
Bid Proposal Pages
19-32
Non-Collusive Bid Statement
33
C.G.S. Section 31-286a, as amended, Conformance Form
34
Insurance Requirements – Exhibit B
35-36
Bid Return Label
37
Hereinafter referred to as the Contract Documents
CITY OF MIDDLETOWN
INVITATION TO BID
Sealed proposals, addressed to the Supervisor of Purchases, City of Middletown, Room 112, Municipal
Building, Middletown, Connecticut, will be received until Tuesday, March 19, 2024 at 11:00 am for
the following:
BID #2024-003
RENTAL OF VARIOUS EQUIPMENT
WITHOUT OPERATORS
PUBLIC WORKS DEPARTMENT
WATER AND SEWER DEPARTMENT
Plans and Specifications will not be available for pick up, they will be available and can only be obtained
from our website at www.middletownct.gov.
Bids will be publicly opened via WebEx and a meeting invite will be posted to our website for anyone
who wishes to join.
All bid submittals shall be received on the designated forms provided in a sealed envelope using the
return label provided and marked as designated in the Information for Bidders. It is the responsibility of
the bidder to plan accordingly that bids are received by the set date and time. Bids received “late” or
faxed will not be considered.
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No bid may be withdrawn for a period of ninety (90) days subsequent to the opening of bids without the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: 02/22/2024
Middletown, Connecticut
Donna L. Formato, CPPB, NIGP-CPP
Supervisor of Purchases
3
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 Supervisor of Purchases at the
time and place set forth therein with the award
to be made as soon as practicable.
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.
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 representative 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 price 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 provided.
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 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
6. Time for Executing Contract and Damages for
Failure to Execute - Any bidder whose proposal
shall be accepted will be required to execute the
contract 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 per item to the lowest responsible
bidder(s) submitting the lowest unit cost per item
to furnish the equipment complying with these
specifications providing sufficient funds are
available to award the contract. However, the
City shall reserve the right to make awards based
upon whatever is in the best interest of the City.
Additionally, in determining whether a bidder
qualifies as the lowest responsible bidder, the
4
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 – The bid is based on various
equipment types. Partial bids will be accepted
from bidders however, the bidder must submit a
bid for daily and weekly rates of each item to be
considered.
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, Tuesday, March 12, 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.
9. Contract Term - The contract term shall
commence on or after April 1, 2024 and
terminate 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 words and
those in figures, the words shall control. The
prices are to include the furnishing of all labor,
equipment, fuel, oil, delivery, transportation of
the unit to the job site and incidentals necessary
to comply with the City's requirements. Rental
equipment shall be delivered with a full tank of
fuel and will be refueled by the City upon its
return. The unit prices for equipment rental shall
be fixed for the duration of the contract.
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 writing, addressed and forwarded to the
Supervisor of Purchases, Municipal Building, 245
DeKoven Drive, Middletown, Connecticut,
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.
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
5
