DPW: Bid - Frames & Grates

CITY OF MANCHESTER
Department of Public Works
475 Valley Street, Manchester NH 03103
(603) 624-6444
INVITATION TO BID
Sealed bids will be received at the Department of Public Works, 475 Valley Street, Manchester,
New Hampshire, before or at 2:00 PM prevailing time on March 31, 2026 for the following
items:
FRAMES & GRATES
FY26-500-48
Bid Invitations and specifications will be available online at: http://www.manchesternh.gov/bids
Questions regarding this request should be directed to, Purchasing Agent via email at
Purchasing@manchesternh.gov.
The Public Works Director reserves the right to waive any irregularities, reject any or all bids,
and to accept the bid that appears to be in the best interest of the City. Failure to submit all
information called for may be sufficient for disqualification.
Timothy J. Clougherty
Public Works Director

GENERAL:
1. Bids will be received by the City of Manchester, New Hampshire at the place and until
the time specified in the Invitation to Bid. Bids will not be publicly opened. NO BIDS
WILL BE ACCEPTED AFTER TIME AND DATE SPECIFIED.
2. The following meanings are attached to the defined works when used in this document:
a. The word "City" means City of Manchester, New Hampshire.
b. The word "Bidder" means the person, firm, or corporation submitting a
bid on these specifications or any part thereof.
c. The word "Contractor" means the person, firm, or corporation with whom
the Contract is being made by carrying out the provisions of this Sealed
Bid Invitation and the Contract.
d. The words "firm price" shall mean a guarantee against price increase
during the life of the Contract.
3. Strict compliance with the requirements of the Invitation to Bid, terms and conditions,
and the instructions printed is necessary. All blank spaces must be filled in. Any
changes and/or corrections shall be marked in red and initialed by the person making
such corrections. Signatures of the responsible owner/representative of the firm must be
in ink. No reproductions/duplications/copies will be accepted.
4. Each bid must give the full business address of Bidder and be signed by him with his
usual signature. Bids by partnerships must furnish the full names of all partners and must
be signed with the partnership name by one of the members of the partnership or by an
authorized representative, followed by the signature and title of the person signing. Bids
by corporations must be signed with the legal name of the corporation, followed by the
state of incorporation and by the signature and title of president, secretary, or other
person authorized to bind it in the matter. The name of each person signing shall also be
typed or printed below the signature. A bid by a person who affixes to his signature the
word "president", "secretary", "agent", or other title without disclosing his principal may
be held to be the bid of the individual signing. When requested by the City, satisfactory
evidence of the authority of the officer signing on behalf of the corporation shall be
furnished.
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5. Bids must be securely sealed in a suitable envelope (facsimile and emailed submissions
will not be accepted), addressed and marked on the outside as follows:
FY26-500-48 FRAMES & GRATES
The entire solicitation document is to be returned when submitting a proposal, unless
otherwise directed by the solicitation document. Failure to return all pages may result in
a determination that the submittal is non-responsive.
PLEASE NOTE: THE CITY OF MANCHESTER IS NOT RESPONSIBLE FOR
BIDS NOT PROPERLY MARKED.
6. It will be the responsibility of the Bidder to see that their bid is received by the Purchasing
Division as specified.
7. Each bid is received with the understanding that the acceptance in writing via email by
the City of the Bidder to furnish any or all of the products/services described therein or as
otherwise negotiated, shall constitute a contract between the Bidder (Contractor) and the
City, which shall bind the Bidder (Contractor) on his part to furnish and deliver the
articles offered at the prices agreed upon and in accordance with the terms and conditions
of said accepted bid; and the City on its part to order from such Bidder (Contractor),
except for causes beyond reasonable control; and pay for, at the agreed prices, all
products/services specified and delivered.
8. A contract agreement that is customarily employed by the City will be used when/if the
contract is extended in subsequent years (periods). The extension will incorporate the
original Invitation to Bid and terms and conditions of the Sealed Bid Invitation.
9. Bids may be withdrawn upon written or electronic request received from Bidders prior to
the time affixed for opening. Negligence on the part of the Bidder in preparing the bid
confers no right for the withdrawal of the bid after it has been opened.
10. The solicitation document maintained by the Purchasing Division, in the appropriate file
folder, shall be considered the official copy. In the case of any inconsistency between bid
documents submitted to the City, but not clearly listed on the exception page of the
document or as an exception by the Bidder, the language of the official copy shall
prevail. Furthermore, any exception or changes to the specifications made by the Bidder
may be cause to disqualify your bid.
11. No oral interpretations will be made to any Bidder as to the meaning of the specifications
or terms and conditions of this Sealed Bid Invitation. Every request for such
interpretation or request for a change in the specifications or terms and conditions shall
be made in writing, addressed and forwarded to:
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Email: Purchasing@manchesternh.gov
Subject: Frames
five (5) or more working days before the date fixed for the opening of bids. Every
interpretation made to a Bidder will be in the form of an addendum to the Sealed Bid
Invitation which, if issued, will then be posted on the website:
www.manchesternh.gov/bids. All such addenda shall become a part of the complete
Sealed Bid Invitation. It is the Bidder's responsibility to check the website prior to the
submittal deadline to ensure that the Bidder has a complete, up-to-date bid package.
12. Bids that are incomplete, not properly endorsed or signed, or otherwise contrary to these
instructions may be rejected as informal by the City. The Bid must be filled out completely
and accurately. Please explain in detail any exceptions or deviations taken on this bid.
Separate pages may be used if necessary.
13. Bids must be submitted on the Bid Schedule hereinafter provided. Prices shall be clearly
and fully stated in units of quantities specified. No additional charges shall be passed to
the City, including any applicable taxes, delivery or surcharges that have not already been
disclosed on the bid schedule. In case of discrepancy in computing the amount of the bid,
the unit prices quoted will govern.
14. Quotations should include all charges for delivery, packing, crating, containers, etc.
Unless otherwise stated by the Bidder, prices quoted will be considered as being
based on delivery to the destination designated, including any and all freight and
packing charges.
15. As the City is exempt from the payment of federal excise taxes, all prices quoted herein
are not to include these taxes.
16. Prices stated shall remain firm for the duration of the contract.
17. It is understood and agreed that in the event of failure/default on the part of the Contractor
to indicate date of delivery and/or completion, delivery and/or completion will be made
within five (5) business days from date of receipt of order. Should the successful
Contractor fail to make delivery or complete the contract within time specified, the City
reserves the right to procure the equipment/product from other sources, and hold the
Contractor liable for any excess cost.
18. The City reserves the right to postpone the delivery date to allow for any change in
operating conditions or for any other cause not now foreseen. In the event the City elects
to exercise this right, all prices quoted pursuant to this Sealed Bid Invitation will remain
firm, and the City shall incur no additional obligation to the Contractor on account of any
delay of delivery date ordered by the City.
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19. It is agreed that deliveries and/or completion are subject to strikes, lockouts, accidents,
and acts of God.
20. The time of proposed delivery must be stated in definite terms. If time of delivery for
different products/services varies, the Bidder shall so state.
21. The City reserves the right to divert delivery from one location to another, and to allow
for any change in operation conditions or for any other cause not now foreseen and to
proportion deliveries according to available storage facilities.
22. Samples, when requested, must be furnished free of expense. Upon request, if not
destroyed, sample will be returned at the bidders risk and expense.
23. Any equipment/product delivered must be standard new and unused, latest model, except
as otherwise specifically stated in the proposal. Where any part or the normal accessories
of equipment/product is not described, it shall be understood that all equipment/product
and accessories that are usually provided in the manufacturer's stock model shall be
furnished.
24. Unless otherwise stated by the Bidder, the proposal will be considered as being in strict
accordance with the specifications outlined in this Sealed Bid Invitation. References to a
particular trade name, manufacturer's catalogue, or model number, are made for
descriptive purposes to guide the Bidder in interpreting the requirements of the City.
They should not be construed as excluding proposals on other types of materials,
equipment and supplies. However, the Bidder, if awarded a Contract, will be required to
furnish the particular item referred to in the specifications or descriptions unless a
departure or substitution is clearly noted and described in the proposal.
25. The apparent silence of these specifications and any supplemental specifications as to any
detail or the omission from the specifications of a detailed description concerning any
point shall be regarded as meaning that only the best commercial practices are to prevail
and correct type, size and design are to be used. All interpretations of these
specifications shall be made on the basis of this statement.
26. The products/services on which bids are submitted must be of such character, quality
and/or performance equivalence that it will serve as that specified. In submitted bids on
products/services other than as specified, proposer shall furnish complete data and
identification with respect to the alternate products/services they propose to furnish.
Consideration will be given to bidders submitted on alternate products/services to the
extent that such action is deemed to serve the best interests of the City. If the bidder does
not indicate that the products/services he proposes to furnish is other than specified, it
will be construed to mean that the bidder will furnish the exact products/services
described.
27. The City reserves the right to waive any informality in bids, to reject any and all bids
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wholly or in part, and to make awards in a manner deemed in the best interest of the City.
28. Awards will be made in the best interest of the City. In determining what would be in the
best interest of the City, the following shall be considered:
a. The ability, capacity, and skill of the Bidder to perform the Contract or
provide the service required;
b. Whether the Bidder can perform the Contract or provide the service
promptly or within the time specified, without delay or interference;
c. The character, integrity, reputation, judgment, experience, and efficiency
of the Bidder;
d. The quality of performance of previous contracts or services;
e. The previous and existing compliance by the Bidder with laws and
ordinances relating to the Contract or service;
f. The sufficiency of the financial resources and ability of the Bidder to
perform the Contract or provide the service;
g. The quality, availability, and adaptability of supplies or contractual
services to the particular use required;
h. The ability of the Bidder to provide future maintenance and services for
the use of the subject of the Contract;
i. to the "lowest responsible bidder" quoting the lowest net price in
accordance with specifications;
j. The number or scope of conditions attached to this bid.
29. The City reserves the right to make awards on this proposal by item or to accept all or
part of the proposal or prices quoted. In addition, the City reserves the right to award
materials on the basis of the lowest total cost of the bid item to the City, including the
City's cost of transportation to and from the source.
In cases where two or more Bidders have the same net bid, the City may give preference
to firms located within the City.
Award of materials to be picked up by the City will be made based on the lowest total of
the net price per ton of the bid plus a transportation allowance of $2.20 per mile,
multiplied by the round trip distance of the shortest route from the pit to the Public Works
Department Yard at 475 Lincoln Street, Manchester, New Hampshire i.e.:
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Net Price per Ton + (2.20 per mile x Round Trip Mileage = Total Cost to the City.)
30. Upon making an award, or giving notice of intent to award, the City will place
appropriate notice on the Purchasing website: www.manchesternh.gov/bids.
31. The Bidder must certify that no official or employee of the City or State of New
Hampshire, has a pecuniary interest in the proposal or in the Contract that the Bidder
offers to execute or in the expected profits to arise there from, and that this bid is made in
good faith without fraud, collusion or in connection with any other person submitting a
proposal.
32. The Bidder, if awarded an order or contract, agrees to protect, defend and hold the City
harmless against any demand for the use of any patented material, process, article or
device that may enter into the manufacture, construction or form a part of the work
covered by either order or contract.
33. The Bidder, if awarded an order or contract, agrees to defend, indemnify, and hold
harmless the City from all damages to life and property arising out of the performance of
this Contract due to the Bidder's negligence, that of his employees, subcontractors, etc.,
or due to the negligence of the City, its employees, representatives, agents, etc.
34. The Revised Statutes Annotated of the State of New Hampshire, the Charter of the
City, and all City Ordinances insofar as they apply to the laws of competitive bidding,
contracts and purchases are made a part hereof.
35. The Bidder to whom a contract is awarded guarantees to the City that all items furnished
under this contract shall be free of defects in design, materials and workmanship for a
period of one (1) year after final inspection and acceptance. The Contractor shall replace
promptly any defective equipment, materials and/or workmanship required without
additional cost to the City.
36. The Bidder to whom a contract is awarded guarantees to the City that all warrants of
merchantability and fitness for a particular purpose as provided for in New Hampshire
382A-2-314 and 2-314 shall remain in force and will not be disclaimed.
37. The Bidder, if awarded an order or contract, agrees to provide to the City proof of Federal
Identification Number (IRS Code Section 6723). Acceptable forms of documentation are
a copy of a federal tax depository ticket, copy of IRS label showing name and Federal ID
Number, IRS letter of taxpayer Identification Number assigned, other correspondence
from the IRS with both individual/business name and Federal Identification or
stationery/bills with Federal ID Number (and firm name and address) PREPRINTED on
it. Any impertinent information may be blackened out before sending to the City. Copies
of tax returns must show taxpayer section and signature.
38. Any vendor who receives an order or orders resulting from this invitation agrees to
submit a Material Safety Data Sheet (MSDS) for each toxic or hazardous substance or
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mixture containing such substance pursuant to RSA 277-A when deliveries are made.
The vendor agrees to deliver all containers properly labeled pursuant to RSA 277-A.
Failure to submit an MSDS and/or label on each container will place the vendor in
noncompliance with the purchase order. Failure to submit MSDS and/or labels on each
container may result in civil or criminal penalties, including bid debarment and action to
prevent the vendors furnishing substances or mixtures. Vendors are cautioned to obtain
and read the law referenced above.
39. Payment Terms:
a. Delivery and Acceptance: Upon delivery and acceptance of the product by the
department to which it is assigned, the Contractor shall secure the signature of an
authorized representative on an original delivery slip and shall provide two (2)
copies of an invoice or bill of sale.
b. Payments: Payments shall be made within 15-45 days of delivery and acceptance
of contracted item(s)/services or upon receipt of a verified claim for payment,
whichever is later. The claim for payment consists of the original delivery slip
and two (2) copies of the invoice/bill of sale executed as provided for in the
paragraph above.
c. Payment can also be made by City departments via credit card or EFT payments.
If either method is chosen by Contractor/Department, no additional charges will
be assessed to the City.
40. Availability of Funds: A contract shall be deemed executory only to the extent of
appropriations available to each department for the purchase of such articles or services.
The City's extended obligations on those contracts that envision extended funding through
successive fiscal periods shall be contingent upon actual appropriations for the following
years.
41. The Public Works Director may terminate the contract for breach by the Contractor of
any of the provisions of the contract by giving the Contractor ten (10) days notice by
registered mail.
42. Assignment of Contract: A contract shall not be assignable by the contractor in whole or
in part without the written consent of the Public Works Director or designee.
FAILURE TO COMPLY WITH THESE REQUIREMENTS COULD RESULT IN THE
CANCELLATION OF AN ORDER OR CONTRACT
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SPECIFICATIONS
The City of Manchester, New Hampshire is hereby requesting firm pricing for various Frames &
Grates.
Products that are part of this bid will be used in projects that are funded by the Federal
Community Development Block Grant money, as such, Bidders/Contractors must adhere to the
US Department of Housing and Urban Development Supplementary General Conditions as
provided in Attachment "A".
PURPOSE:
The purpose of this bid invitation is to establish a contract for grates and frames to be ordered by the
City of Manchester, New Hampshire as needed, during the term of the contract, in accordance with
the requirements of this bid invitation and any resulting contract.
CONTRACT TERM:
This operative period of this contract will be from award notification until April 1, 2027. The
contract may be extended for additional periods of time thereafter under the same terms,
conditions and pricing structure upon the mutual agreement between the successful bidder and
the City.
The City reserves the right to terminate the contract at any time.
BID PRICES:
The prices bid by the successful bidder shall be made in U.S. dollars and remain firm for the entire
term of the contract and any extension thereof and shall include delivery, fuel and all other charges.
Bid prices should be government and/or educationally discounted prices.
Bid prices for grates and frames shall be separate. It is customary for the City to order
these items separate from one another.
ABILITY TO PROVIDE:
Successful bidder must be capable of providing the City with their entire requirements of grates and
frames without any delay or substitution.
ORDERING PROCEDURE:
The City shall place their orders by telephone, fax or e-mail directly to vendor.
DELIVERY TIME:
The successful bidder shall be required to accomplish delivery of commonly stocked items
within 48 hours of order being placed. All other items under the contract within seven (7)
working days from the receipt of order. The delivery policy must be signed and submitted
with your bid package.
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MINIMUM ORDERS:
Indicate here any minimum order that you are requesting. The City reserves the right to reject
and/or negotiate this point should the City, in its sole judgment, deems the minimum to be not in the
best interest of the City of Manchester, New Hampshire.
Requested minimum order (if any) $ per delivery.
RETURNS:
A restocking fee (if any) of % will be charged for the return of commonly stocked
item returned within 90 days of purchase.
WARRANTY REQUIREMENTS:
Successful bidder shall be required to warranty all of the equipment and installation awarded for
a period of not less than the manufacturer's standard period of time from the date the equipment
is inspected and accepted by the City. The warranty shall cover 100% of all parts, labor, travel
and expenses.
INVOICING:
Invoicing shall be done on the basis of each order completed. Invoices shall clearly indicate the
quantity, description, packaging, date of delivery, contract price.
SAMPLE:
The successful bidder may be required to submit a sample of each or any of the respective grate,
frame and adjusting ring products listed in the offer section. If submitted samples are accepted, the
City will pay for the samples and retain them as quality control standards.
SPECIFICATIONS & STANDARDS:
Products shall conform to the requirements set forth in the: Standard Specifications for Road, Drain
and Sewer Construction of the City of Manchester Department of Public Works.
Standard specifications are available at no cost at the following website:
http://www.manchesternh.gov/website/Departments/Purchasing/FormsandDocuments/tabid/307/Default.aspx
Specifications may also be obtained at the Department of Public Works for twenty-five ($25.00)
dollars cash or check, non-reimbursable. The check shall be made payable to: Department of Public
Works, City of Manchester NH.
In addition to specifications below, products shall conform, but are not limited to the following
section in the: Standard Specifications for Road, Drain and Sewer Construction of the City of
Manchester Department of Public Works.
Section 604: Catch Basins, Drop Inlets and Drain Manholes
1. All castings furnished must be of minimum class 30 - 30,000 lb. iron.
2. All grates, frames, manhole covers, etc. are to be manufactured in the United States of America.
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