Project Information

Bid Title

Request for Formal Quotations for Snow Removal

Issuing Agency

City of Middletown

Location

Connecticut

Published Date

Nov 7, 2025

Closing Date

Nov 24, 2025

Government Level

State & Local

Status

Closed

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Title:	Request for Formal Quotations for Snow Removal
Category:	Term Bids/One Time Purchases
Status:	Open

Description: Please see link below for quotation form and specifications. Any questions should be submitted via email to the Purchasing Department at For security reasons, you must enable JavaScript to view this E-mail address. Quotes received after 11/24/2025 will not be accepted Publication Date/Time: 11/7/2025 12:00 AM Closing Date/Time: 11/24/2025 11:59 PM Related Documents: Quotation Form and Specifications for Snow Removal

Attachment Preview

City of Middletown

Purchasing Department

245 Dekoven Drive, Room 112

Middletown, CT 06457

Request for Formal Quotation

Summary Form

Purchases $10,000 – Less than

$35,000

The City of Middletown, __PUBLIC WORKS DEPARTMENT_ is requesting quotations for

the following item(s). This quote must be received back by _11/24/2025_to be considered.

All questions concerning this quote should be directed in writing to the Purchasing

Department_ via email at_purchase@middletownct.gov.

All quotes should be returned to the Purchasing Department by the date listed above.

PLEASE FILL IN ALL BLANKS AND SIGN THIS FORM IN THE DESIGNATED AREA

Vendor Name:

Address:

Contact Person:

Telephone Number:

Signature:

PLEASE SEE ATTACHED FOR SPECIFICATIONS

AND PRICE SHEET

*If awarded, the city’s terms and conditions as set forth herein shall apply and control for this transaction. In addition, the

awarded vendor shall be required to provide a certificate of insurance prior to the execution of the contract document.

The contract term shall commence on or after December 1, 2025 and terminate November 30, 2026 for a

contract term of twelve (12) months.

____________________________________________________________________________________________________

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

THE CITY IS NOT RESPONSIBLE FOR ITEMS NOT RETURNED ON TIME.

TERMS AND CONDITIONS UNDER WHICH THIS ORDER IS ISSUED

1. These terms and conditions constitute the entire agreement between the City and the Vendor in

connection with this order, and supersede all prior representations, understandings, and agreements

between the City and the Vendor. These terms and conditions may not be modified, altered, amended

or changed except upon express written consent of both the City and Vendor.

2. The City shall report to the Vendor any delivery delays as soon as reasonably possible and further

reserves the right to cancel this order if delivery is not made within a reasonable timeframe.

3. Charges for freight, express, cartage, or packing will not be allowed or paid by the City unless

expressly stated on the order.

4. All goods and services are subject to the City’s inspection, approval and/or acceptance. If rejected,

they shall be returned to the Vendor at the Vendor’s expense.

5. The Vendor agrees that it will not transfer or assign this order or any part thereof to any person,

firm or corporation without the consent of the City, but that this agreement shall inure to the

benefit of the Vendor’s heirs, personal representatives, executors, administrators, successors, and

assigns.

6. If the Vendor fails to fulfill its obligations under this order, the City shall have the right, in its sole

discretion, to terminate this order immediately. The City shall also have the right to terminate this

order without cause by giving thirty days written notice to the Vendor. Upon termination, the City

shall have no obligation to pay Vendor for goods/services not provided. Upon breach, the City may

withhold any payments to Vendor to offset any damages until such time as exact damages may be

determined.

7. Insurance Requirements: Upon request of the City, Vendor agrees to deliver to the City a Certificate

of Liability Insurance (COI), or other evidence of insurance as deemed appropriate by the City’s Risk

Manager. The Vendor further agrees to name the City of Middletown, the Middletown Board of

Education, and/or The Russell Library Company as additional insured on all policies, with the

exception of Workers’ Compensation and Professional Liability, as deemed appropriate by the City’s

Risk Manager.

8. Indemnification: Vendor shall defend, indemnify, and save harmless, the City, its officers, agents,

servants, and employees from and against any and all claims, liabilities, losses, damages, actual

attorney fees, and settlement expenses arising from bodily injury or death of any persons and

damage or loss of any property resulting or arising out of or in connection with the performance of

any work or services relating to this contract based upon any act, omission, or negligence of Vendor

or any of Vendor’s employees, agents, servants, subcontractors, or any other person or persons,

including but not limited to the City, its agents, officers, servants, or employees. This

indemnification agreement shall not be limited by reason of insurance coverage of any type. This

provision is not intended to waive the defense of governmental immunity that may be asserted by

the City in an action against it.

9. Any disagreement between the City and the Vendor in connection with this order will be governed

and interpreted by the laws of the State of Connecticut, without regard to its conflict of law

provisions. In the event of a disagreement, the City and the Vendor agree to submit to the Courts of

the State of Connecticut.

10. The acceptance by the Vendor of any final payment due under this order shall constitute a full and

complete release of the City from any and all claims, demands, causes of action, which the Vendor

or any successors have or may have against the City under this order.

11. The Vendor acknowledges that it will comply with all relevant City, State, and Federal laws,

ordinances, and regulations in fulfilling this Order.

GENERAL SPECIFICATIONS

It is the intent of the City of Middletown to obtain quotes for the rental of trucks complete with operator, plow,

tire chains and optional sanding equipment to augment City personnel for snow plowing and sanding operations

required during the winter season. The contractor furnishing the service shall have complete responsibility for

the equipment and labor utilized pursuant to this contract and shall furnish all fuel, maintenance, repair and

insurance for all equipment furnished to the City. Under the contract the contractor will receive an assignment

by the City’s Operations Supervisor and will be called out by their designee. Trucks must be fully equipped and

available on December 1, 2025 through November 30, 2026. Compensation will be made to the contractor on

an hourly rate basis which will not exceed the maximum rate allowed by the City and shall include equipment,

operator, fuels, maintenance and insurance.

The City reserves the right to reject any quote whenever it is deemed to be in its best interest. The City shall

compensate contractors at the hourly rates established for only the length of time the equipment is furnished.

Preference shall be given to contractors who are able to provide substitute equipment in the event of

breakdown and to those contractors offering a lower hourly rate than the maximum specified.

Awarded contractors shall furnish within 10 days after notification, Certificates of Insurance, in accordance

with the limits set forth by the Risk Managers Office. Insurance certificates MUST be on file in the Risk

Managers Office, City of Middletown, Connecticut before the start of the work.

SPECIFICATIONS

POLICIES: The following policies will govern during the equipment rental period:

 All equipment shall be in good operating condition and shall comply with all laws and regulations of the

State of Connecticut and City of Middletown.

 Drivers where applicable must have CDL licenses and following all laws and regulations of the State of

Connecticut and Federal Government.

 Awarded contractor is required to submit a letter identifying drivers and the certification that each driver

is registered in an alcohol and drug testing program as per the DOT DRUG AND ALCOHOL TESTING

POLICY. Said letter must be submitted with the bid and is to be issued by a Certified Laboratory in the

Alcohol and Drug Testing Program.

 The City may make such investigation of the contractor's equipment and facilities as it deems necessary

to determine the bidder's ability to perform pursuant to this contract.

 Repairs to equipment are to be made at the expense of the equipment owners. Any time lost due to

equipment breakdowns will not be paid for by the City.

1

 Equipment shall be delivered to the Highway Garage or other specified location within one (1) hour after

notification by the Operations Supervisor. Equipment shall be fully equipped and operational upon

delivery. Bidders are advised that this requirement will be strictly enforced. Failure to respond within

this period shall be cause for cancellation.

 Travel time to or from the designated service area(s) shall not be paid. A minimum of four (4) hours will

be paid to a contractor when reporting for assignment when contacted by an authorized representative

of the City in response to calls under this contract.

 Rented equipment shall be under the supervision of the City in regard to operation procedures.

 The City will not provide or sell fuel to the contractor's for the operation of their equipment pursuant to

this contract.

 The City does not guarantee a minimum payment per vehicle for each winter season or during any

particular storm. The hourly rate paid to the contractor shall be applicable at all times, (i.e. 24 hours per

day, 7 days/week)

HOURS USED:

The number of hours that vehicles shall be required over the term of this contract shall vary with the number

of winter storms that occur over each season. Trucks however shall be available whenever they are called out

by the City and shall be available: weekdays, weekends, nights, and holidays and will be called out when

conditions warrant at the discretion of the City. Hourly rental prices shall be determined in accordance with

the carrying capacity of any individual truck.

AWARD:

Responsible, responsive, qualified contractors will be placed on the contract award provided that the equipment

proposed meets the requirements of this request and pass the City’s inspection. Contractors are advised

however, that those submitting hourly rates below the specified maximum allowable rates will be given

preference in route assignments and call outs. Additionally, the services of all approved contractors may not

be required during all winter storms.

Conditions of contractor’s equipment, completeness of contractor’s shop facilities, and past performance and

work record will be factors considered in the selection for award and route assignments.

INSPECTION OF TRUCKS

Each truck proposed for use by the contractor must be inspected at City Yard by the Fleet Manager or his

designee on or before December 1, 2025. It shall be the responsibility of the selected contractors to notify the

Fleet Manager or his designee to schedule vehicle(s) inspection(s). Inspections will be scheduled between the

hours of 7:30 A.M. to 3:30 P.M., Monday Through Friday. Trucks will be inspected to determine if all specified

equipment is installed and operational. The City shall reserve the right to request a second inspection should

the truck not be fully outfitted with specified equipment at the time of inspection. Failure to obtain approval

at this inspection shall disqualify the truck for rental. This inspection is not a substitute for any inspection

required by the Connecticut Motor Vehicle Department. Contractors shall be responsible to maintain the

equipment in safe operating condition at all times and shall have the equipment inspected as required by the

2

State of Connecticut Department of Motor Vehicles.

EQUIPMENT:

The following equipment shall be required pursuant to this contract:

1. 32,000 GVW truck with moldboard minimum length 10 feet moldboard minimum height 30" with

safety lights. No portal to portal charges.

2. 32,000 GVW four wheel drive truck with moldboard minimum length 10 feet moldboard

minimum height 30" with safety lights. No portal to portal charges.

3. One ton pick-up four wheel drive truck with moldboard minimum length 8 feet moldboard

minimum height 30" with safety lights. No portal to portal charges.

4. 3/4 ton pick-up four wheel drive truck with moldboard minimum length 8 feet moldboard

minimum height 30" with safety lights. No portal to portal charges.

5. Minimum 32,000 GVW truck with plow and sand spreader moldboard minimum length 10 feet

moldboard minimum height 30" with safety lights. No portal to portal charges.

6. Minimum 62,000 GVW truck for hauling snow. No portal to portal charges.

7. **Snow thrower must be able to throw snow directly into tri-axle without modifying or raising

the body (i.e. in the tri-axles’ normal down position). Snow throwers will be on-line for a

minimum of four (4) hours. In addition, The City of Middletown is also requesting pricing for a

six (6) and nine (9) hour on –line period based on need. No portal to portal charges.

8. **Tri-axle for hauling snow must use tri-axle for post storm snow hauling. Tri-axle hauling trucks

will be on-line for a minimum of four (4) hours. In addition, the City of Middletown is also

requesting pricing for a six (6) and nine (9) hour on-line period based on need. No portal to portal

charges.

Contractors shall furnish the equipment with operator and shall equip same with hoist, snowplow and all other

equipment satisfactory to the City of Middletown and the Department of Transportation Bureau of Engineering

and Highway Operations requirements and in conformity with the Connecticut General Statutes. Trucks must

also be equipped with auxiliary lights, adjusted headlights and flashing amber lights. Equipment shall be in

compliance with all applicable Federal, State and Municipal regulations in force throughout the contract period.

When contractors are hired without a material spreader the unit shall report to the Highway garage where

ballast will be furnished. Snow plowing equipment shall be given service preference subject to the approval of

the Fleet Manager whenever possible. Plow blades shall be the minimum of 10 feet long on 6-wheel truck(s)

and the minimum of 12 feet long for 10-wheel truck(s).

The contractors’ trucks must be equipped with adequate defrosting services to insure safe and continuous

operation of the truck throughout the rental period regardless of the conditions that may exist.

All vehicles will be required to have warning or flashing lights to be seen from any angle according to the

3

Commodity Codes

• NAICS 561730Landscaping Services
• NAICS 561790Other Services to Buildings and Dwellings

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.