TOWN OF MANCHESTER-BY-THE-SEA, MASSACHUSETTS INVITATION FOR BIDS CATCH BASIN CLEANING SERVICES March 29, 2018 Town Hall 10 Central Street Manchester-By-The-Sea, MA 01944 (P) 978-526-1242 (F) 978-526-2007 www.manchester.ma.us Page 1 of 8
Page 2 of 8 Table of Contents 1. Introduction.. 3 2. Submission Deadline and Instructions.. 3 3. Questions, Addendum or Proposal Modifications 4 4. Estimated Quantities.. 5 5. Scope of Services.. 5 6. Prevailing Wage Rates.. 6 7. Insurance. 6 8. Evaluation of Bids.. 6-7 9. Terms of Contract... 7 10. Withdrawal of Bids/Proposals.. 7 11. Bid/Proposal Ownership and Costs... 7 12. Bid Results. 7 13. Scope of Work.. 8 Appendix A - Price Proposal & Bid Proposal Signature.. 8 Appendix B Documents (separate pdf)..11 pages Appendix C Prevailing Wage (separate pdf)..1 page
Page 3 of 8 1. Introduction The Town of Manchester by the Sea is soliciting bids from qualified contractors to perform CATCH BASIN CLEANING SERVICES. Qualified companies are requested to submit sealed bids to the Department of Public Works at Town Hall, 10 Central Street, Manchester-by-the-Sea, MA, in accordance with the instructions contained within this invitation for bid. Notice of this bid is published in the Central Register, COMMBUYS, and a local newspaper of general circulation. A paper copy will available for viewing in the DPW office (Rm. 6) at Town Hall and also posted on the Town s website www.manchester.ma.us/629/bids-quotes-and-proposals under Bids, Quotes and Proposals. 2. Submission Deadline and Instructions Qualified companies are required to submit: The entire bid package including copies of all required documents, listed below, with the bidder s company name on each page in the box indicated at the bottom of each page, and the company name and address written on the sealed envelope that contains it. Ensure the following are enclosed in the above: 1. The Pricing Proposal Sheet (Appendix A) 2. This signed Bid Proposal. 3. Appendix B (the following documents): a) Completed Corporate Authority (corporations only). b) Completed Certificate of Non-Collusion. c) Completed Certificate of Tax Compliance. d) Completed Certification of Labor Harmony and OSHA Training Requirements. e) Completed Certification of Debarment. f) Completed Certification of Prevailing Wages. g) W 9 h) References 4. Appendix C Prevailing Wage sheet. 5. List of all equipment owned that will be used on this work 6. Copies of licenses required to perform this work The Town, through the Town Administrator, is the awarding authority and reserves the right to reject any and all proposals or parts of proposals; to waive any defects, information, and minor irregularities; to accept exceptions to these specifications; and to award contracts or to cancel this Invitation for Bids if it is in the Town s best interest to do so. Proposals must be signed as follows: a) if the bidder is an individual, by her/him personally; b) if the bidder is a partnership, by the name of the partnership, followed by the signature of each general partner; and c) if the bidder is a corporation, by the authorized officer, whose signature must be attested to by the Clerk/Secretary of the corporation and the corporate seal affixed.
Page 4 of 8 All sealed proposals must be received and registered by 10:00 a.m. on Thursday, April 19, 2018 and will be opened at that time in Rm. 5, using the clock contained within. All outer envelopes must be labeled CATCH BASIN CLEANING SERVICES and mailed or hand delivered to the following address: Chuck Dam, Public Works Director Town Hall 10 Central Street / Room 6 Manchester-by-the-Sea, MA 01944 No proposals will be accepted after the time and date noted. Late delivery of materials due to any type of delivery system shall be cause for rejection. If on the date and time of the submittal deadline the Town Hall is closed due to an uncontrolled event such as fire, snow, ice, wind or building evacuation, the submittal deadline and opening will be postponed until 2:00 p.m. on the next normal business day. 3. Questions, Addendum or Proposal Modification Questions concerning this bid must be submitted in writing to: Kay Mol, Assistant to the Director of the Department of Public Works at Town Hall, 10 Central Street, Manchester-by-the-Sea, MA 01944, or they may be emailed to Kay Mol at molk@manchester.ma.us All questions/inquiries must be received by 10.00 a.m. on Monday, April 16, 2018 to be considered. Questions/inquiries may be delivered, mailed or emailed. Written responses will be posted on the Town s website: www.manchester.ma.us/629/bids- Quotes-and-Proposals by Tuesday, April 17, 2018 at 12:00 noon. If any changes are made to this bid, an addendum will be posted on the Town s website in Bids, Quotes and Proposals. It is the sole responsibility of the bidder to ascertain the existence of any addenda and/or modifications issued by the Town. As this bid has been published on the Town s website http://www.manchester.ma.us/629/bids-quotes-and-proposals all bidders are responsible for checking the website for any addenda and /or modifications that are subsequently made to this bid. The Town accepts no liability for and will provide no accommodations to bidders who fail to check for amendments and/or modifications to this bid and subsequently submit inadequate or incorrect responses. Bidders may not alter (manually or electronically) the bid language or any bid component files. Modifications to the body of the bid, Scope of Work, terms and conditions, or which change the intent of this bid are prohibited and may disqualify a response. All proposals submitted in response to this bid shall remain firm for sixty (60) days following the submittal deadline. It is anticipated that the contract will be awarded within thirty (30) days after the submittal deadline. Bidders are not to communicate directly with any employee of the Town of Manchester, except as specified in this bid, and no other individual employee or representative is authorized to provide any information or respond to any question or inquiry concerning this bid. Bidders may contact Kay Mol (the contact person) for this bid in the event this bid is incomplete or the bidder is having trouble obtaining any part of the bid electronically through the Town s website http://www.manchester.ma.us/629/bids-quotes-and-proposals including, and without limitation, the form and attachments.
Page 5 of 8 Bidder with disabilities or hardships that seek reasonable accommodations, which may include the receipt of bid information and/or addenda and/or modifications in an alternative format, must communicate such requests in writing to the contact person, and reasonable accommodation will be made by agreement with the contact person on behalf of the Town. 4. Estimated Quantities The quantities listed in Appendix A are simply estimates for bid purposes only. The Town will not be obligated to commit to any specific quantity during the period of the contract. 5. Scope of Services Labor & Equipment a) The Contractor shall provide and maintain in full operation at all times during the performance of the contract; a sufficient crew of workers, tools, materials and equipment to perform the work specified. b) If the equipment is non-operational due to mechanical breakdown, for more than one (1) hour, it must come off the clock. If the equipment is not repaired by the following work day, substitute fully operational equipment must be provided. c) The Contractor shall provide a sufficient number of qualified employees to promptly complete all catch basin cleaning throughout the town. The Contractor shall employ, for all parts of the work, only competent and trustworthy workers, including reliable supervisors. All employees must meet Federal, State and local requirements for employment. All employees shall be trained and knowledgeable in the services and specifics of this contract and shall have appropriate safety training and licensure. Should the Town at any time give notice in writing to the Contractor or his representative that the work or behavior on the job of any employee is insolent, disorderly, careless, unobservant, dishonest, not in compliance with proper orders, or in any way detriment to the satisfactory progress of the work, such employees shall forthwith be given written notice by the Contractor and can be removed from this contract at the discretion of the Town. d) All equipment shall be equipped with all required caution/safety lighting systems in compliance with all applicable Town, State and Federal requirements. e) Each vehicle shall be kept in mechanically safe condition at all times and, to insure compliance herewith, the Town reserves the right to inspect the contractor s vehicles at any time to ascertain said mechanically safe condition. f) The contractor shall not assign, sublet or subcontract the contract or any part thereof to any person, firm, or entity, unless such proposed assignment or subcontract is first proposed by the Town, analyzed by and to the satisfaction of the Town, with regard to the capability of a proposed assignee to responsibly and reliably undertake the duties and obligations of this contract and is approved by resolution of the Town Administrator. Consent may be withheld for any reason deemed justifiable by the Town Administrator with regard to assignment. g) Each catch basin must be completely cleaned to the satisfaction of the Operations Foreman or his designee. h) Any damages caused by the Contractor during ANY part of the operation will be repaired in a timely manner (with 24 hours). If the Contractor has knowledge of any other damage in their work area not caused by them, the Town should be notified within 24 hours. i) Any complaints made by the public to the Contractor or an employee of the Contractor shall be handled in a courteous and timely manner. The designated Town representative shall be notified within twenty-four (24) hours of all complaints. All employees of the Contractor will be courteous and professional to all of the public at all times.
Page 6 of 8 Scheduling: All catch basin cleaning shall be coordinated with Shawn Johnson, the Operations Foreman for the Department of Public Works or his designee. At a minimum, the Contractor must adhere to a forty-eight (48) hour turnaround from initial request to actual commencement, and confirm with the Highway Foreman twenty-four (24) hours prior to actual commencement. Work shall not commence without the approval of the Operations Foreman. The Operations Foreman s approval to proceed must be the result of one on one contact, in person or on the telephone. Catch Basin Cleaning shall not start before 7:00a.m. or continue after 3:30 p.m., Monday through Saturday unless otherwise scheduled with the Town s Operations Foreman. Catch Basin Cleaning will not be scheduled on Sundays or Holidays, unless authorized by the Town. 6. Prevailing Wage Rates The successful bidder will at all times comply with the prevailing wage rates as determined by the Department of Labor Standards under the provisions of Massachusetts General Laws as shall be in force and as amended. The prevailing wage rates are included in this bid package and the Certification of Prevailing Wages must be signed and included in the bid. 7. Insurance The bidder s Public Liability and Property Damage Insurance shall provide adequate protection against Public Liability, Property Damage, and Vehicular Liability. The successful bidder will be required to provide proof of insurance to the Town showing the following limits: General Liability of at least $1,000,000 Bodily Injury and Property Damage Liability, Combined Single Limit with a $2,000,000 Annual Aggregate Limit. Also, split limits of $1,000,000 Bodily Injury/ $1,000,000 Products & Completed Operations with a $2,000,000 aggregate. The Town should be named as an "Additional Insured". 8. Evaluation of Bids Bids will first be examined for their responsiveness to what is requested in this bid invitation. Responsibility of the bidder will then be ascertained. Finally, the aggregate price for the products offered by each responsive and responsible bidder will be calculated for the initial (3) three-year period of the contract. The Town is required to award the contract to the lowest responsive and responsible bidder. Responsiveness Bidders must completely fill out and submit the bid form and all other required forms as specified. All services that are the subject of the bid must meet the minimum standards and fully satisfy the Scope of Services and the Scope of Work set forth in the description, including the standards by which the procurement officer will determine acceptability as to quality, workmanship, results of inspections and tests, and suitability for a particular purpose.
Page 7 of 8 Responsibility Bidders must demonstrate that they meet the following measures of responsibility. The Town will not award a contract to any bidder who cannot furnish satisfactory evidence of his ability and experience in this type of work and that he has sufficient plant and capital to enable him to prosecute and complete the work as outlined in the Scope of Services and Scope of Work. The Town may make such investigations as it deems necessary to determine the above and a bidder shall furnish any information requested in this regard. All costs not listed on the bid price sheet will not be considered part of the contract and therefore will not be paid. The Town will not be charged fuel surcharges or administrative fees as part of any contract entered into as a result of this bid. Additionally the Town will not be charged late fees unless payment is not made within sixty (60) days of the receipt of invoice. The Town is a tax exempt entity so no sales tax will be assessed to any purchases made under this proposed contract. 9. Terms of Contract The Town is seeking to award a three (3) year contract with three (3) x one (1) year renewals with the agreement of both parties. At its discretion, the Town may award up to three (3) contracts under this Invitation for Bids. 10. Withdrawal of Bids/Proposals A bidder will be permitted to withdraw their bid unopened after it has been deposited if such request is received in writing prior to the time specified for opening the bid. 11. Bid/Proposal Ownership and Costs Upon submission, bids become the property of the Town of Manchester by the Sea. The cost of preparing and submitting a bid is the sole responsibility of the bidder and shall not be chargeable in any manner to the Town. The Town will not reimburse any bidder for any costs associated with the preparation and submission of a bid. 12. Bid Results After the bids are publicly opened and read aloud at the aforementioned location and time, the bid results will be made available to the public on our website under Bids, Quotes and Proposals once proposals have been tabulated and packages evaluated for completeness.
Page 8 of 8 13. Scope of Work: APPENDIX A - PRICE PROPOSAL The Contract will be awarded to the responsible, responsive bidder offering the lowest aggregate price for the three-year (3) period of the proposed contract. Unit prices are to remain firm for the length of the Contract. UNIT PRICE 2018 2019 2020 3 Year TOTAL (based on Bidder s hourly company rate; prev. wages plus overheads) per basin per basin per basin The Unit Price is based on the Bidder s company hourly running costs (include employees prevailing wage rate plus Company overheads, broken down to a per basin amount). Bid Proposal Signature: Addenda are acknowledged: Signature Business Name Business Address Business Phone Fax Email Address Name of Person & Title Authorized to sign Price Proposal Signature of Above Person Date