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City of Lewiston Finance Department Norman Beauparlant, Director of Budget/Purchasing 2012-048 Snow Plowing &/or Removal Equipment Rental August 14, 2012 Sir/Madam: Sealed bids will be received in the office of the Director of Budget/Purchasing on Thursday, August 30, 2012 until 2:00 p.m. at which time they will be publicly opened and read aloud on the enclosed specifications for Snow Plowing &/or Removal Equipment Rentals for the Public Works Department. The Finance Committee reserves the right to accept or reject any and all proposals. Please use the enclosed envelope or a clearly marked envelope with the bid name and number when submitting your bid. Only sealed bids will be accepted. Faxed bids will not be considered. 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 2012-048 BID DATE: THURSDAY, 08/30/12 GENERAL: Details on providing the Department of Public Works with heavy equipment with operator and trucks with operators for plowing, removing and/or hauling snow. All equipment and trucks shall be in good condition and must meet al 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 or trucks suffer 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 Director of Public Works 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 or at clock punch-in time, whatever the case may be. 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. The trucks and equipment will generally be used for plowing of parking lots and parking garages, entrances, walks & steps; the removal of snow from same, sanding at same and pushing snow at the snow dump. This work will be done at City facilities including but not limited to the Bates Mill #5 Parking Lot, Police Station, OakSt/Bates St Parking Garage, Centreville Parking Garage, Lincoln Street Parking Garage, Chestnut Street Parking Garage, Southern Gateway Parking Garage, City Building, City parking lots and Multi-Purpose Center (MPC). Contractors interested in plowing snow for the schools are still strongly encouraged to bid on this contract, but the work for the schools will likely be awarded as a separate contract. All equipment to be used on the Parking Garages treated surfaces must be equipped with rubber cutting edges, or comparable materials customary to the plowing of a parking garage. Treatment of concrete surfaces at garages, walks and steps with calcium. SPECIAL NOTE Only the Chestnut Street Parking Garage will have snow plowed and removed from the top decks. SPECIAL NOTE The City will not be awarding/assigning plow routes this winter season therefore, graders and front end loaders with plow and wing have been eliminated from the equipment list. ---PAGE BREAK--- 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 by October 15, 2012. 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 $400,000 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 $500,000 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. 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 within 2 weeks after a storm. Payment will be made along with all other City accounts payable 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 2012- 2013 snow season. ---PAGE BREAK--- CITY OF LEWISTON, MAINE DEPARTMENT OF PUBLIC WORKS SNOW PLOWING &/OR REMOVAL EQUIPMENT RENTALS PROPOSAL FORM BID 2012-048 BID DATE: THURSDAY, 08/30/12 1 Pick-up Trucks w/front end switch plows: Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ 1 Pick-up Trucks w/front end switch plows with rubber cutting edges: Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ 2. Front-end Loader w/plow or plow box: Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ ---PAGE BREAK--- 3 Dump Trucks: 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 # 4 Bulldozers (minimum Operating Weight of 35,000 lbs.) Year, Make & Size Hourly Rental Rates 1 $ 2 $ 5 Front-end Loaders Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ 6 Sand Spreader Year, Make & Size Hourly Rental Rates 1 $ 2 $ 3 $ ---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 ---PAGE BREAK--- CITY OF LEWISTON. MAINE CONTRACT FOR SNOW PLOWING & REMOVAL SERVICES BID NO. 2012-048 This Agreement, made and entered into this day of in the year two thousand and twelve, be 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 ---PAGE BREAK--- 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 work, the general and local conditions; and all the other materials and conditions which may in any way affect the work or its performance. 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 City or its appointed official. All Contractors and their employees shall arrive within 30-45 minutes after being called in. All lots, garages, walks 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 6:30 am 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, which ever is appropriate for the surface being treated. IN WITNESS WHEREOF, the said City, by its City Administrator and the said 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