CITY OF MIDDLETOWN - PURCHASING OFFICE
MUNICIPAL BUILDING ROOM 112
245 DEKOVEN DRIVE
MIDDLETOWN, CT 06457
(860) 638-4895
CONTRACT DOCUMENTS
BID #2025-019
TURF CARE SERVICES - VARIOUS LOCATIONS
PUBLIC WORKS DEPARTMENT
Middletown, Connecticut
BID OPENING: Tuesday, March 24, 2026 at 11:00 A.M.
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 #2025-019- TURF CARE SERVICES - VARIOUS LOCATIONS
Invitation to Bidders
Information for Bidders
Bid Attachment:
Section 78-9(K) Bid Preference for Local Vendors
Affidavit of Local Vendors
Public Works Department
General Specifications
Scope of Work
Technical Specifications
General Conditions
Bid Proposal Pages
Non-Collusive Bid Statement
Insurance Requirements
Bid Return Label
Hereinafter referred to as the Contract Documents
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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 24, 2026 at 11:00 am for the following:
BID #2025-019
TURF CARE SERVICES - VARIOUS LOCATIONS
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withdrawn for a period of ninety (90) days subsequent to the opening of bids without the City of Middletown's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: 03/03/2026
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.
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.
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 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 prices both in words and figures;
must be signed and acknowledged by the bidder
where indicated on the proposal form; submitted
sealed in an 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, they
shall immediately notify the Supervisor of Purchases
who may send written instructions to all bidders.
Bidders 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 or
changes 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
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. Bid Pricing - Bid unit pricing shall be fixed for the
duration of the contract term specified herein.
7. 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.
8. 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 Responsive Bidder", as
determined under the factors to be considered
under section 78-9(f)(2), as amended, of the
Middletown Code of Ordinances.
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It is the intent of the City to award one (1) contract
in the aggregate, to the lowest responsible bidder,
complying with these specifications, submitting the
lowest total cost to provide the services, provided
sufficient funding is available to award the contract.
However, the City reserves the right to award based
on whatever is in the best interest of the City.
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.
9. 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 equipment, labor and
materials as specified to comply with the City's
requirements.
10. Term of Contract and Work Order Time frame -
The term of this contract shall be for a period
commencing on or after April 1, 2026 and
terminating March 31, 2027, for a contract term of
twelve (12) months.
11. Extension Option - The City of Middletown
reserves the right to renew the contract for up to
one additional contract period or one (1) year,
provided that existing contract pricing will be held
firm for the additional contract period, and if to do
so is mutually agreeable to the parties.
Authorization to renew this contract shall be subject
to the approval of the Supervisor of Purchases who
shall prepare a written amendment to this contract
authorizing this extension for the Mayor's signature.
No other act shall serve as authorization for renewal
12. 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, 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 17, 2026
(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
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
