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Departments & Services > Purchasing > Terms & Conditions

Terms and Conditions

Bid Proposals

Bid proposals are to be submitted in a sealed envelope and clearly marked with the bid number as referenced in the bid document.  All prices and notations must be printed in ink or typewritten. No erasures are permitted. Bid proposals are to be in the office of the Purchasing Authority, First Floor, Independence Hall, 725 Old Post Road, Fairfield, Connecticut, prior to date and time specified, at which time they will be publicly opened.   

Presentation Requirements

The Town of Fairfield is dedicated to waste reduction and the practice of using and promoting the use of recycled and environmentally preferable products.  Bidders are encouraged to submit bids that are printed double-sided (except for the signed proposal page) on recycled paper, and to use paper dividers to organize your bids for review.  All bid pages should be secured with a binder clip, staple or elastic band, and may not be submitted in plastic binders or covers, nor may it contain any plastic inserts or pages.

Right to Accept/Reject

After review of all factors, terms, and conditions, including price, the Purchasing Department of Fairfield reserves the right to reject any and all bids, or any part thereof, or waive defects in same, or accept any proposal deemed to be in the best interest of the Town of Fairfield.

Questions

Questions concerning conditions and specifications should be directed to the Purchasing Department and submitted in writing.  Inquires must reference date of bid opening, requisition or bid number, and must be received no later than seven (7) calendar days prior to date of bid opening.  Failure to comply with these conditions will result in the bidder waiving the right to dispute the bid specifications and conditions.

Disqualification Clause

Any contact about this bid between a Bidder and any other Town official and/or department manager and/or Town of Fairfield employee, other than as set forth above, may be grounds for disqualification of that Bidder.  No questions or clarifications shall be answered by phone, in person or in any other manner than specified above. 

Prices

Prices quoted must be firm, for acceptance by the Town of Fairfield, for a period of sixty (60) days.  Prices shall include all applicable duties.  Bidders shall be required to deliver awarded items at prices quoted in their original bid.

F.O.B. Destination

Prices quoted shall be NET-DELIVERED TO DESTINATION.  Bids quoting other than F.O.B. Destination may be rejected. 

Permits

The contractor will be responsible for securing all necessary permits, state and local, as required by the Town of Fairfield. The Town will waive its application and permit fees for Town of Fairfield projects.

Payment Procedures

No voucher, claim or charge against the Town shall be paid without the approval of the Fiscal Officer for correctness and legality.  Appropriate checks shall be drawn by the Fiscal Officer for approved claims or charges and they shall be valid without countersignature unless the Board of Selectmen otherwise prescribed.

Payment Period

The Town of Fairfield shall put forth its best effort to make payment within thirty days (30) after delivery of the item acceptance of the work, or receipt of a properly completed invoice, whichever is later.  Payment period shall be net thirty days (30) unless otherwise specified.

The Contractor

The Contractor for the work described shall be thoroughly familiar with the requirements of all specifications.  The submission of a proposal shall be construed as evidence that the Contractor has examined the actual job conditions, requirements, and specifications.  Any claim for labor, equipment or materials required, or difficulties encountered, which could have been foreseen had such an examination been carefully made, will not be recognized.

Assignment of Contract 

No contract may be assigned or transferred without the consent of the Purchasing Authority.

Award of Bids

Contracts and purchases will be made or entered into with the lowest responsible bidder meeting specifications, except as otherwise specified in the invitation.  If more than one item is specified in the invitation, the Town of Fairfield reserves the right to determine the low bidder on an individual basis or on the basis of all items included in the Invitation for Bids, unless otherwise expressed by the Town.

Guarantee

Equipment, materials and/or work executed shall be guaranteed for a minimum period of one (1) year against defective material and workmanship.  The cost of all labor, materials, shipping charges and other expenses in conjunction with the replacement of defective equipment, and/or unsatisfactory work, shall be borne by the Contractor.

Catalogue Reference

Unless expressly stated otherwise, any and all reference to commercial types, sales, trade names and catalogues are intended to be descriptive only and not restrictive; the intent is to indicate the kind and quality of the articles that will be acceptable.  Bids on other equivalent makes, or with reference to other catalogue items will be considered.  The bidder is to clearly state exactly what will be furnished.  Where possible and feasible, submit an illustration, descriptive material, and/or product sample.

OSHA

The bidder will certify all equipment complies with all regulations and conditions stipulated under the Williams-Steiger Occupational Safety and Health Act of 1971, as amended.   The successful bidder will further certify that all items furnished under this project will conform and comply with Federal and State of Connecticut OSHA standards.  The successful bidder will agree to indemnify and hold harmless the Town of Fairfield for any and all damages that may be assessed against the Town. 

Life Cycle Costing

Where applicable, Life Cycle Costing will be used as a criterion for awarding bids.  This is a method of calculating total cost of ownership of an item, which may include operation and maintenance expenses, transportation, salvage value, and/or disposal costs. 

Insurance Coverage

The successful bidder will be required to furnish a Certificate of Insurance naming the Town of Fairfield as the additional insured.  The insurance is to be suitable Contractor’s Liability and Worker’s Compensation, thereby making the Town of Fairfield harmless from all eventualities that may occur relative to this Bid and the resulting purchase order or contract. 

Federal, State and Local Laws

All applicable Federal, State and local laws, rules and regulations of all authorities having jurisdiction over the locality of the project shall apply to the contract and are deemed to be included herein.

Conflict of Interest

No officer or employee or member of any elective or appointive board, commission or committee of the town, whether temporary or permanent, shall have or acquire any financial interest gained from a successful bid, direct or indirect, aggregating more than one hundred dollars ($100.00), in any project, matter, contract or business within his/her jurisdiction or the jurisdiction of the board, commission, or committee of which he/she is a member.  Nor shall the officer/employee/member have any financial interest, direct or indirect, aggregating more than one hundred dollars ($100.00) in any contract or proposed contract for materials or services to be furnished or used in connection with any project, matter or thing which comes under his/her jurisdiction or the jurisdiction of the board, commission, committee of which he/she is a member.

Scope of Work/Site Inspections

The bidder declares that the scope of the work has been thoroughly reviewed and any questions resolved (see above for name and number of individual to contact for questions).

If applicable, the bidder further declares that the site has been inspected as called for in the specification (q.v.).

Exception to Specifications

No protest regarding the validity or appropriateness of the specifications or of the Invitation for Bids will be considered, unless the protest is filed in writing with the Purchasing Authority, prior to the closing date for the bids. All bid proposals rendered shall be considered meeting the attached specifications unless exceptions are noted on a separate page dated and signed by the bidder.

Unless Otherwise Noted

It will be assumed that all terms and conditions and specifications will be complied with and will be considered as part of the Bid Proposal.

Tax Exempt

Federal Tax Exemption 06-75-0063-K

Exempt from State Sales Tax under State General Statues Chapter 219 Section 12-412 Subsection A.  No exemption certificates are required and none will be issued.