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City of Lewiston Finance Department Norman Beauparlant, Director of Budget/Purchasing Bid No. 2014-060 Snow Plowing &/or Removal Equipment Rental October 8, 2014 Sir/Madam: Sealed bids for the enclosed specifications for Snow Plowing &/or Removal Equipment Rentals for the Public Works Department will be received in the office of the Director of Budget/Purchasing until Tuesday, October 28, 2014 at 2:00 p.m. at which time they will be publicly opened and read aloud on Please use a sealed envelope clearly marked with the bid name and number when submitting your bid. Only sealed bids will be accepted. Faxed bids will not be considered. All Contractors who plan to submit a proposal are strongly encouraged to attend a pre-bid meeting at the City of Lewiston City Hall, 27Pine Street (on the corner of Park and Pine Street), Lewiston, Maine on Wednesday, October 15th at 10:00 A.M. The meeting will be held in the third floor Conference Room. Attendance at this meeting by the Contractor or his/her qualified representative is not a mandatory prerequisite for the acceptance of a proposal. The Pre-Bid is being held to review the changes in scope of work and bid format with interested contractors. Sincerely, Norman J. Beauparlant Director of Budget/Purchasing NJB/syt ---PAGE BREAK--- CITY OF LEWISTON, MAINE DEPARTMENT OF PUBLIC WORKS SNOW PLOWING &/OR REMOVAL EQUIPMENT RENTALS BID 2014-060 BID DATE: TUESDAY, 10/28/14 GENERAL: Details on providing the Department of Public Works with heavy equipment with operator and trucks with operators for plowing, removing, and/or transportation of the snow. New this year is the need to provide snow blowing, manual shoveling and application of de-icing materials to the Lincoln St., Southern Gateway, Canal St., and Chestnut St. Parking garages. All snow removal equipment and trucks shall be in good condition and must meet all applicable Local, State and Federal rules and regulations. They shall also be subject to inspections by the City to determine their condition and compliance with the rules and regulations, as the City deems necessary. If the equipment required experiences an inordinate amount of down time, the City reserves the right to reject the use of that piece of equipment or truck. Rentals will be on an “as needed” basis and the Building Superintendent or his/her designee will determine areas assigned. Contractors will be expected at the job site within a reasonable amount of time after being notified. Rental time will begin at the job site. There will be no warm up time or hook up time fee allowed. All contractors awarded a contract to provide services under this contract will provide the names and phone numbers of a Point of Contact and a back-up Point of Contact who may be contacted 24 hours per day in the event equipment is required. All Contractors shall be available prior to, during, and after all snow storms to perform their appointed snow duties. The Contractor and their employees shall only begin working after receiving a call from The Building Superintendent or his/her appointed official. All Contractors and their employees shall arrive within 30-45 minutes after being called in. All lots, garages, sidewalks, walks ways, building entrances, and any other assigned areas shall be made accessible to the public and City Employees and free of ice and snow and sanded by 6:00AM following the previous storm. All Contractors and their employees shall be available for follow-up plowing and or removal of snow and prevention of ice build-up after all storms under the direction and discretion of the City and or its appointed official. All surfaces shall be treated appropriately for ice build-up using sand salt mix or calcium chloride, whichever is appropriate for the surface being treated. The City will provide de-icing materials for the parking garages entrances, walkway, sidewalks, and top level of the Chestnut Parking Garage, which will be available for pick up at the Public Works Dispatch Office located at 103 Adams Avenue, Lewiston. The sand/salt material for sanding the street and exterior parking lots will be available at the Public Works Operations Center located on 195 River Road, Lewiston. The trucks and equipment will generally be used for plowing, removal of snow, and application of de-icing material to the City’s parking lots, parking garages, entrances, sidewalks, walkway and steps. This work will be done at City facilities including, but not limited to, the Oak St. Parking Garage adjoining municipal parking lots, Bus Station’s sidewalk and parking spaces, Canal Parking Garage, Ash and Canal St. Parking Lot (snow removal only), Lincoln Street Parking Garage, Chestnut Street Parking Garage, Southern Gateway Parking Garage/Parking lot and Mill Street. The snow in the open parking lot shall be plowed to the location as specified by the Building Superintendent and/or his designee whose intent is to maximize the amount of parking. ---PAGE BREAK--- The snow removal Contractor shall provide hourly rates to manual shovel and apply de-icing agents for the garage pedestrian entrances, walkways, sidewalks and steps. These services will be required for the Lincoln Street, Chestnut Street, Southern Gateway, and Canal Street Parking Garages. The manual hourly rates shall include snow blowing equipment, shovels, fuel, and de-icing material spreader. The City will provide sand/salt boxes located in the general location of the parking garages main pedestrian entrance of all five parking garages. The Contractor shall notify the Building Superintendent when the sand/salt supplies are below acceptable levels. SPECIAL NOTE Only the Chestnut Street Parking Garage will have snow plowed and removed from the top decks, depending on the parking demands. All equipment to be used on the Parking Garages concrete decks with membrane surfaces must be equipped with rubber cutting edges, or comparable materials customary to the plowing of a parking garage. SPECIAL NOTE Contractors shall furnish labor, equipment, fuel and any other materials needed (includes cutting edges etc.), unless specified otherwise on the quotation form. CLAIMS: The City of Lewiston will not be held responsible for any damages or injuries arising out of any snow removal activity for the City. Any related claim will be referred to the Contractor. The contractor may wish to make personal restoration within a reasonable amount of time at the property owner’s satisfaction or process a claim with their insurance carrier. INSURANCE: The Contractor shall furnish proof of coverage with adequate insurance of the types and to the limits specified below, naming the City of Lewiston as additional insured. Certificate of such insurance shall be filed with the Director of Budget/Purchasing when contract is being signed. WORKERS’ COMPENSATION: Workers’ Compensation, coverage with Statutory Limits and Employers Liability for all employees with limits of $400,000 per incident; and in case any work is sublet, the Contractor shall require the sub-contractor similarly to provide coverage for the latter’s employees unless such employees are covered by the protection afforded the Contractor. AUTOMOTIVE LIABILITY INSURANCE: Automotive Liability insurance with minimum limits of liability for bodily injury in the amount of $1,000,000 for each occurrence and minimum limits of liability for property damage in the amount of $50,000/$100,000 aggregate. GENERAL LIABILITY INSURANCE: General Liability insurance with minimum limits of liability for bodily injury in the amount of $1,000,000 for each occurrence and minimum limits of liability for property damage in the amount of $50,000/$100,000 aggregate, or a combined single limit of $500,000 for each occurrence, including completed operations shall be required. ---PAGE BREAK--- SUBSTANCE ABUSE: The contractor shall be in compliance with the Federal regulations pertaining to the mandatory alcohol and substance abuse testing, and must supply proof of compliance to the City upon the City’s request. The City of Lewiston, Department of Public Works, reserves the right to suspend any operator who is suspected to be under the influence of alcohol and/or drugs during snow plowing and removal operations. BILLING: The Contractor shall submit a bill in triplicate for work performed at each assigned account within 2 weeks after a storm. Payment will be made along with all other City accounts payable which is processed twice a month. BIDS: To receive consideration, bids must be submitted on the following form. Please quote hourly rental prices for various types of equipment, including operator, for Snow Removal work during the 2014-2015 snow season. EVALUATION CRITERIA: Bid awards will be made to the low bidder providing that all requirements are satisfactorily met, including references. The snow plowing and removal contracts will be awarded to only one Contractor on a location by location basis. The Finance Committee reserves the right to accept or reject any and all proposals. SUB-CONTRACTING: The bidder shall not subcontract any part of the work or materials or assign any monies due it without first obtaining the written consent of the City of Lewiston. Neither party shall assign or transfer its interest in the Contract without the written consent of the other party. CITY’S RIGHT TO TERMINATE CONTRACT: If the Contractor should persistently or repeatedly refuse or should fail, except in cases for which extension of time is provided, to supply enough properly skilled workmen and dependable equipment, or persistently disregard laws, and ordinances, or otherwise be guilty of substantial violation of any portion of the Agreement, then the City of Lewiston, when sufficient cause exists to justify such action, may without prejudice to any other right or remedy, and after giving the Contractor seven days written notice, terminate the employment of the Contractor and take possession of the premises and all material, tools, and appliances thereon and finish the work by whatever method it may deem expedient. In such case the Contractor shall not be entitled to receive any further payment until the work is finished. If the unpaid balance of the agreement price shall exceed the expense of finishing the work, including compensation for additional managerial and administration services, such excess shall be paid to the Contractor. If such expenses shall exceed such unpaid balance, the Contractor shall pay the difference to the City. ---PAGE BREAK--- Mill Street Alley Site Specific Winter Plowing Instructions Additional Instructions; 1. Stockpiled snow Shall be removed after each snow event unless directed by City. 2. All areas plowed, shoveled or snow blown by Contractor shall be free of snow and ice and treated. = Area to be plowed, shoveled or snow blown by Contractor = Area to be plowed by Contractor = Snow Stockpile Area LEGEND = Area to be plowed, shoveled or snow blown by City ---PAGE BREAK--- Lincoln Street Parking Lot & Garage Site Specific Winter Plowing Instructions Additional Instructions; 1. All areas plowed, shoveled or snow blown by Contractor shall be free of snow and ice and treated. = Area to be plowed, shoveled or snow blown by Contractor = Area to be plowed by Contractor = Snow Stockpile Area LEGEND = Area to be plowed, shoveled or snow blown by City ---PAGE BREAK--- Chestnut Street Parking Garage Site Specific Winter Plowing Instructions Additional Instructions; 1. Stockpiled snow Shall be removed after each snow event unless directed by City. 2. All areas plowed, shoveled or snow blown by Contractor shall be free of snow and ice and treated. 3. Ramp to roof shall be plowed only as directed by City. 4. Chestnut Street Pedestrian Entrance will require additional shoveling and maintenance. = Area to be plowed, shoveled or snow blown by Contractor = Area to be plowed by Contractor = Snow Stockpile Area LEGEND = Area to be plowed, shoveled or snow blown by City ---PAGE BREAK--- Central Fire Station Rear Parking Lot Site Specific Winter Plowing Instructions Additional Instructions; 1. Stockpiled snow Shall be removed after each snow event unless directed by City. 2. All areas plowed, shoveled or snow blown by Contractor shall be free of snow and ice and treated. 3. Call Captain’s Office ahead to have cars moved. [PHONE REDACTED] = Area to be plowed, shoveled or snow blown by Contractor = Area to be plowed by Contractor = Snow Stockpile Area LEGEND = Area to be plowed, shoveled or snow blown by City ---PAGE BREAK--- Municipal Parking Lot & Garage Site Specific Winter Plowing Instructions Sheet 1 Additional Instructions; 1. Stockpiled snow Shall be removed after each snow event unless directed by City. 2. All areas plowed, shoveled or snow blown by Contractor shall be free of snow and ice and treated. = Area to be plowed, shoveled or snow blown by Contractor = Area to be plowed by Contractor = Snow Stockpile Area LEGEND = Area to be plowed, shoveled or snow blown by City ---PAGE BREAK--- Bus Station at the Municipal Parking Lot & Garage Site Specific Winter Plowing Instructions = Area to be plowed, shoveled or snow blown by City = Area to be plowed by Contractor = Snow Stockpile Area LEGEND Additional Instructions; 1. All areas plowed, shoveled or snow blown by Contractor shall be free of snow and ice and treated. 2. Bills made for A.V.C.O.G. c/o Marsha Bennett ---PAGE BREAK--- Canal St. Centre Ville Parking Garage Site Specific Winter Plowing Instructions Additional Instructions; 1. Stockpiled snow shall be removed after each snow event unless directed by City. 2. All areas plowed, shoveled or snow blown by Contractor shall be free of snow and ice and treated. = Area to be plowed, shoveled or snow blown by Contractor = Area to be plowed by Contractor = Snow Stockpile Area LEGEND = Area to be plowed by City. Snow removal shall be completed by the Contractor for Canal St. Parking Garage. ---PAGE BREAK--- Southern Gateway Parking Lot & Garage Site Specific Winter Plowing Instructions Additional Instructions; 1. Stockpiled snow Shall be removed after each snow event unless di- rected by City. 2. All areas plowed, shoveled or snow blown by Contractor shall be free of snow and ice and treated. = Area to be plowed, shoveled or snow blown by Contractor = Area to be plowed by Contractor = Snow Stockpile Area LEGEND = Area to be plowed, shoveled or snow blown by City ---PAGE BREAK--- CITY OF LEWISTON, MAINE DEPARTMENT OF PUBLIC WORKS SNOW PLOWING &/OR REMOVAL EQUIPMENT RENTALS PROPOSAL FORM BID 2014-060 BID DATE: TUESDAY, 10/28/14 Item 1: Oak Street Open Parking Lots, Bus Station Sidewalk & Street Side Parking Stalls A. Proposed Snow Plowing and Removal Equipment Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ B. Manual Snow Removal Hourly Rate Year, Make & Size Hourly Rental Rates/Person 1 $ C. Proposed Sand Spreader Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ D. Proposed Truck for Snow Removal Hourly Rental Rates 1 Double Axle Trucks (12-14 CY) $ Trucks Available # 2 Tri-Axle Trucks (18-20 CY) $ Trucks Available # 3 Tractor w/Dump Trailer $ Capacity CY Trucks Available # ---PAGE BREAK--- Item 2: Chestnut Street Parking Garage A. Snow Plowing and Removal Equipment with rubber cutting edges Year, Make & Size Hourly Rental Rates 1 $ B. Snow Plowing and Removal Equipment for the Chestnut Street Parking Garage Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ C. Manual Snow Removal Hourly Rate Year, Make & Size Hourly Rental Rates/Person 1 $ D. Proposed Sand Spreader Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ E. Proposed Truck for Snow Removal Hourly Rental Rates 1 Double Axle Trucks (12-14 CY) $ Trucks Available # 2 Tri-Axle Trucks (18-20 CY) $ Trucks Available # 3 Tractor w/Dump Trailer $ Capacity CY Trucks Available # ---PAGE BREAK--- Item 3: Canal Street Parking Garage and Snow Removal Only for the Ash & Canal Street Parking Lot A. Proposed Snow Plowing and Removal Equipment Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ B. Manual Snow Removal Hourly Rate Year, Make & Size Hourly Rental Rates/Person 1 $ C. Proposed Sand Spreader Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ D. Proposed Truck for Snow Removal Hourly Rental Rates 1 Double Axle Trucks (12-14 CY) $ Trucks Available # 2 Tri-Axle Trucks (18-20 CY) $ Trucks Available # 3 Tractor w/Dump Trailer $ Capacity CY Trucks Available # ---PAGE BREAK--- Item 4: Southern Gateway Parking Garage and the Open Parking Lot: A. Proposed Snow Plowing and Removal Equipment Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ B. Manual Snow Removal Hourly Rate Year, Make & Size Hourly Rental Rates/Person 1 $ C. Proposed Sand Spreader Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ D. Proposed Truck for Snow Removal Hourly Rental Rates 1 Double Axle Trucks (12-14 CY) $ Trucks Available # 2 Tri-Axle Trucks (18-20 CY) $ Trucks Available # 3 Tractor w/Dump Trailer $ Capacity CY Trucks Available # ---PAGE BREAK--- Item 5: Lincoln Street Parking Garage Parking Lot and Mill Street A. Proposed Snow Plowing and Removal Equipment Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ B. Manual Snow Removal Hourly Rate Year, Make & Size Hourly Rental Rates/Person 1 $ C. Proposed Sand Spreader Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ D. Proposed Truck for Snow Removal Hourly Rental Rates 1 Double Axle Trucks (12-14 CY) $ Trucks Available # 2 Tri-Axle Trucks (18-20 CY) $ Trucks Available # 3 Tractor w/Dump Trailer $ Capacity CY Trucks Available # ---PAGE BREAK--- Item 6: Central Fire Station Parking Lot A. Proposed Snow Plowing and Removal Equipment Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ B. Proposed Sand Spreader Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ C. Proposed Truck for Snow Removal Hourly Rental Rates 1 Double Axle Trucks (12-14 CY) $ Trucks Available # 2 Tri-Axle Trucks (18-20 CY) $ Trucks Available # 3 Tractor w/Dump Trailer $ Capacity CY Trucks Available # ---PAGE BREAK--- If the bidder takes any exceptions to any specifications, he/she is to list them in detail, otherwise, strict compliance will be mandatory. FIRM SIGNED BY NAME & TITLE (print or type) ADDRESS E-MAIL ADDRESS TELEPHONE # FAX # DATE TAX I.D. # ---PAGE BREAK--- CITY OF LEWISTON. MAINE CONTRACT FOR SNOW PLOWING & REMOVAL SERVICES BID NO. 2014-060 This Agreement, made and entered into the date noted below, in the year two thousand and fourteen, by and between the City of Lewiston, Maine, a municipal corporation existing under the laws of the State of Maine, hereinafter called “Owner”, by its City Administrator, party of the first part, and _______________Hereinafter called "Contractor", with legal address and principal place of business at of the second part: WITNESSETH: That this Agreement includes the following documents, hereinafter referred to as Contract Documents, which are attached hereto and incorporated by reference into this Agreement: 1. Notice to Contractors 2. Proposal 3. Standard Specifications 5. Certificate of Insurance 6. Addenda, if any 7. Federal Conditions, if any That the party of the second part will do all the work, furnish all the materials, tools and equipment, except as otherwise specified, and do everything necessary and proper for performing and faithfully completing the work required by the Contract Documents in strict conformity with the provisions of the Contract Documents within the time specified in the Supplemental Specifications. That the party of the first part will pay the party of the second part as full compensation for well and faithfully completing the whole work according to the Contract Documents as follows: The prices stated in this proposal shall not be subject to change at the time of delivery during the contract year(s) in which the proposal is dated. The party of the second part represents and warrants: That he/she is financially solvent; and is experienced in and competent to perform the work; and is able to furnish the plant, materials, supplies, labor, and equipment to be furnished by him/her; and: That he/she is familiar with all Federal, State, Municipal and Departmental laws, ordinances and regulations which may in any way affect the work or those employed therein; and: That such temporary and permanent work required by the Contract Documents to be done by him/her can be satisfactorily constructed and used for the purposes for which it is intended; and that such construction will not injure any person or damage any property other than that damage caused by the construction; and: That he/she has carefully examined the Contract Documents and the site of the work; and from his/her own investigation has satisfied himself/herself as to the nature and location of the work, the character, quality and quantity of surface and subsurface material likely to be encountered, the character of equipment and other facilities needed for the performance of the ---PAGE BREAK--- work, the general and local conditions; and all the other materials and conditions which may in any way affect the work or its performance. Item 1: Oak Street Open Parking Lots, Bus Station Sidewalk & Street Side Parking Stalls A. Proposed Snow Plowing and Removal Equipment Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ B. Manual Snow Removal Hourly Rate Year, Make & Size Hourly Rental Rates/Person 1 $ C. Proposed Sand Spreader Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ D. Proposed Truck for Snow Removal Hourly Rental Rates 1 Double Axle Trucks (12-14 CY) $ Trucks Available # 2 Tri-Axle Trucks (18-20 CY) $ Trucks Available # 3 Tractor w/Dump Trailer $ Capacity CY Trucks Available # ---PAGE BREAK--- Item 2: Chestnut Street Parking Garage A. Snow Plowing and Removal Equipment with rubber cutting edges Year, Make & Size Hourly Rental Rates 1 $ B. Snow Plowing and Removal Equipment for the Chestnut Street Parking Garage Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ C. Manual Snow Removal Hourly Rate Year, Make & Size Hourly Rental Rates/Person 1 $ D. Proposed Sand Spreader Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ E. Proposed Truck for Snow Removal Hourly Rental Rates 1 Double Axle Trucks (12-14 CY) $ Trucks Available # 2 Tri-Axle Trucks (18-20 CY) $ Trucks Available # 3 Tractor w/Dump Trailer $ Capacity CY Trucks Available # ---PAGE BREAK--- Item 3: Canal Street Parking Garage and Snow Removal Only for the Ash & Canal Street Parking Lot A. Proposed Snow Plowing and Removal Equipment Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ B. Manual Snow Removal Hourly Rate Year, Make & Size Hourly Rental Rates/Person 1 $ C. Proposed Sand Spreader Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ D. Proposed Truck for Snow Removal Hourly Rental Rates 1 Double Axle Trucks (12-14 CY) $ Trucks Available # 2 Tri-Axle Trucks (18-20 CY) $ Trucks Available # 3 Tractor w/Dump Trailer $ Capacity CY Trucks Available # ---PAGE BREAK--- Item 4: Southern Gateway Parking Garage and the Open Parking Lot: A. Proposed Snow Plowing and Removal Equipment Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ B. Manual Snow Removal Hourly Rate Year, Make & Size Hourly Rental Rates/Person 1 $ C. Proposed Sand Spreader Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ D. Proposed Truck for Snow Removal Hourly Rental Rates 1 Double Axle Trucks (12-14 CY) $ Trucks Available # 2 Tri-Axle Trucks (18-20 CY) $ Trucks Available # 3 Tractor w/Dump Trailer $ Capacity CY Trucks Available # ---PAGE BREAK--- Item 5: Lincoln Street Parking Garage Parking Lot and Mill Street A. Proposed Snow Plowing and Removal Equipment Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ B. Manual Snow Removal Hourly Rate Year, Make & Size Hourly Rental Rates/Person 1 $ C. Proposed Sand Spreader Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ D. Proposed Truck for Snow Removal Hourly Rental Rates 1 Double Axle Trucks (12-14 CY) $ Trucks Available # 2 Tri-Axle Trucks (18-20 CY) $ Trucks Available # 3 Tractor w/Dump Trailer $ Capacity CY Trucks Available # ---PAGE BREAK--- Item 6: Central Fire Station Parking Lot A. Proposed Snow Plowing and Removal Equipment Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ B. Proposed Sand Spreader Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ C. Proposed Truck for Snow Removal Hourly Rental Rates 1 Double Axle Trucks (12-14 CY) $ Trucks Available # 2 Tri-Axle Trucks (18-20 CY) $ Trucks Available # 3 Tractor w/Dump Trailer $ Capacity CY Trucks Available # ---PAGE BREAK--- IN WITNESS WHEREOF, the said City, by its City Administrator and the said Contractor by its duly authorized have hereunto set their hands and seals the day and year first above written. Signed in the presence of: City of Lewiston, Maine By: Witness Edward A. Barrett, City Administrator Witness ,Contractor