This is a service / maintenance or supply contract in Manchester, Connecticut. Contact the soliciting agency for additional information.

The Town of Manchester is seeking bids for a contractor to provide and deliver a blended, engineered baseball diamond infield clay material mixture as described in the bid specifications. Bidder must have ten (10) years experience in business selling engineered baseball diamond infield clay material mixture. Question Submission Deadline:May 17, 2024, 4:00pm 1.1. Summary The Town of Manchester is seeking bids for a contractor to provide and deliver a blended, engineered baseball diamond infield clay material mixture as described in the bid specifications. Bidder must have ten (10) years experience in business selling engineered baseball diamond infield clay material mixture. 1.2. Contact Information Cora Narracci Purchasing Agent 494 Main Street Purchasing Department Manchester, CT 06040 Email: cnarracci@manchesterct.gov Phone: (860) 647-3033 Department: Public Works Department Head: Tim Bockus Director 2. Instructions to Bidders 2.1. INSTRUCTIONS TO BIDDERS In accordance with the provisions of the Town Charter, sealed proposals will be received not later than the date and time set forth above, for furnishing the commodities and/or services listed herein. Proposals must be executed in accordance with and subject to instructions and specifications contained herein. The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order 11246. By submitting the Proposal for this bid, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully. 2.2. ELECTRONIC BIDDING INFORMATION Important Instructions for Electronic Submittal Specifications and bid forms must be obtained online at Town of Manchester Procurement Portal (opengov.com). The exclusive means by which all prospective bidders may obtain bid packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester's OpenGov portal. Bids may be received up to the deadline date and time listed in the solicitation documents, via the Town's e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The Town of Manchester strongly recommends completing your response well ahead of the deadline. Addenda Notification and Acknowledgement Addenda Notification: Bidders are required to register for an account via the Town's e-Procurement Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking "Follow" on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal (opengov.com). Submitting Questions and Receiving Responses Bidders shall submit all inquiries regarding this bid via the Town's e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town's e-Procurement Portal. Bidders may also click "Follow" on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries. When applicable, state bids will be considered for this service. The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions. An Equal Opportunity/Affirmative Action Employer. 2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester. 2.4. GENERAL RULES 1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing Authority may insert special instructions in any special contracts which are subject to competitive bidding. 2. The proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this bid. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase or service, the bidder agrees to such terms, provisions, and conditions. 3. The Town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting bid documents. 4.This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents. 5. Bid prices may not be withdrawn by bidder for 90 days after bid opening. 6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of bids received later than the time and date set for bid opening will not be considered. 7. All bids shall be opened via a virtual meeting link posted and read aloud. All bids shall be tabulated and copies of said tabulation shall be posted on the website 8. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut. 9. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished. 10. The Bidder, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices. 11. Bidders shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to bid prices when paid within the stated number of days in the proposal. 12. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the OpenGov portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any bidder or prospective bidder against the Town. 12A. The Town reserves the right to reject any and all bids, to waive technical defects and to make such awards including accepting a bid, although not the low bid, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any bid if the bidder, any officer of the bidder, or any other company owned in whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes or fees owed to the Town. The Town reserves the right to require a disclosure statement from the bidder listing the name(s) of all officers of the company. 12B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor. 13. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any bid if the bidder fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the bid is conditional in nature. 14. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Invitation to Bid, Specifications, Plans, Bid including Proposal form and these Rules and Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor. 15. All Invitations to Bid shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut. 16. Bids shall be made available on the Town of Manchester Purchasing Web Site via the Bidding site. 17. Alternate bids shall not be accepted unless otherwise specified in the bid documents. 18. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any bid or bids submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages. 19. In the event that any bidder wishes to protest the potential award of a bid, the bidder must make it's protest in writing identify the protesting party and the bid number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester Purchasing Office, within FIVE (5) business days after the award decision. 20. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing Department and the Town Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder. 21. In the event that any protesting bidder wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the Purchasing Authority pursuant to paragraph 1 herein. 22. Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail. 23. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract. 24. All Awards shall be made by the Purchasing Authority. 3. Standard Instructions for Supplies, Materials & Equipment These instructions are standard for all proposals issued by the Town of Manchester, Connecticut, for the purchase of all supplies, materials, and equipment. The Town of Manchester may delete, supersede, or modify any of these standard instructions for a proposal by indicating such change in the section headed "Special Instructions to Bidders." 1. Unless otherwise stated, deliveries must consist of new merchandise. 2. Prices quoted shall be net delivered prices to the Town. 3. The Town may withhold acceptance of, or reject any merchandise which found, upon examination, not to meet the specifications' requirements. When rejected, it shall be removed by the Contractor (vendor) within ten (10) days after notification of rejection. 4. When the schedule indicates that an item to be purchased is to be specified, or equal, the bidder may offer an article which is certified to be equal in quality, performance, and in other essential characteristics to the bid standard. Bidder must furnish any information, such as specifications, test results, etc., which will help in determining whether an item is equal or superior to the Town's bid standard. If a bidder fails to name a substitute, the specified item must be furnished. 5. Bidders agree to comply with all of the latest Federal and State safety standards and regulations and certify that all items furnished in this bid will conform to and comply with said standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for all damages assessed against the Town as a result of the bidder's failure to comply with said Standards and/or Regulations. 6. The Town reserves the right to make an award by item, total or by group, as may be in the best interest of the Town. If a Bidder desires to bid on an "all or nothing" basis, he shall so indicate on the bid schedule and the Town reserves the right to make an award as may be in the best interest of the Town. 7. The Bidder shall pay all royalties and license fees. He shall defend all suits or claims for infringement of any patent rights and shall save the Town of Manchester harmless from loss on account thereof except that the Town of Manchester shall be responsible for all such loss when a particular manufacturer, product, or process is specified by the Town of Manchester. 4. Project Details 4.1. MATERIAL Material is fully characteristic of the following identifiable traits: 1. Provides firm traction. 2. Provides good drainage with minimal accumulation of surface water. 3. Provides adequate moisture retention for insurance of pliable surface texture. 4. Provides adequate compaction while retaining ability to be worked up easily during maintenance procedures. 5. Reddish, Orange color for aesthetic quality. 6. No separation of materials. 7. All natural materials: uniform silica sand predominantly .25-1.0mm and reddish/orange clay- no artificial colorants. 4.2. Ballfield Infield Clay Mixture #1 The mix is screened thru a 4.0 mm opening harp screen. Sand Sieve Analysis Screen Size Percent Passing 1/4 " (6.3 mm) 100% #10 (2.00mm) 85-100% #18 (1.00mm) 65-90% #35 (.50mm) 35-65% #60 (.25mm) 5-25% #140 (.105mm) 0-5% Mechanical Analysis Sand - 70-80% Silt - 0-10% (.002mm - .05mm) Clay - 17-25% With 0% greater than 1/4 " Maximum of 35% greater than 1.0mm Minimum of 50% between .25mm and 1.0mm Maximum of 25% smaller than .25mm DENSITY: 70-80 lbs. per cubic foot or 1,890-2,160 lbs. (averaging approx. 2,000) per cubic yard, plus add 40% for compaction. 4.3. Ballfield Infield Clay Mixture #2 The mix is screened thru a 3.0 mm opening harp screen. Sand Sieve Analysis Screen Size Percent Passing 1/4 " (6.3 mm) 100% #10 (2.00mm) 9 5-100% #18 (1.00mm) 80-95% #35 (.50mm) 50-70% #60 (.25mm) 10-30% #140 (.105mm) 0-5% With 0% greater than 1/4 " Maximum of 20% greater than 1.0mm Minimum of 60% between .25mm and 1.0mm Maximum of 30% smaller than .25mm DENSITY: 70-80 lbs. per cubic foot or 1,890-2,160 lbs. (averaging approx. 2,000) per cubic yard, plus add 40% for compaction. These mixes are to be made from uniform orange sand and red clay to enhance binding and reduce wind and water erosion. 4.4. DELIVERY The material must be delivered within seven (7) business days after receipt of order. The material will be delivered to one site in Manchester. The delivery site will be specified at the time the order is placed. 4.5. BID PRICES The Town is requesting pricing for two mixes based upon a minimum quantity ordered as indicated on the pricing proposal. Bid prices shall be net delivered to the Town. The Town will not pay additional freight charges or surcharges, including for energy or fuel. 4.6. AWARD Award shall be made to the lowest responsible bidder with demonstrated experience to provide the materials specified. The Town reserves the right to inspect the clay material mixture prior to award. The Town also reserves the right to reject any material that is not suitable for the purpose intended. 4.7. CONTRACT TERM The term of the contract shall be from July 1, 2024 up to and including June 30, 2025. Prices must be held firm during the original contract term. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract. 4.8. CONTRACT EXTENSION The contract contains an option to extend on an annual basis beyond its original term for 4 additional one year periods. The extension of the contract shall be at the same terms and conditions and upon mutual agreement between the Town and the Contractor, made approximately four (4) months prior to the date the contract is due to expire. 4.9. CONTRACT PRICE ADJUSTMENT Price adjustment shall be made on the following basis: 1. The price adjustment shall be equal to the percentage increase or decrease in the U.S. Bureau of Labor Statistics Consumer Price Index, (Base 1982-84=100) all Urban Consumers, not seasonally adjusted. 2. Adjustments will be made annually, beginning on the anniversary date of the contract. Fractions of one percent (1%) will be carried to one place after the decimal only. 3. A review of the Consumer Price Index will be made for the latest twelve month period available four months prior to the anniversary date. The price adjustment, either up or down, will be effective on the anniversary date through the ensuing twelve months, if the contract is extended beyond its original term. 4. For example, the adjustment for a contract year beginning September 1st will be calculated based upon the Consumer Price Index information published on May 1st. 5. Adjustments for years following the first year extension will be made in the same manner based upon the adjusted bid price of the previous year. The contractor hereby agrees to accept payment adjusted in this manner as full compensation for services rendered.