RFSB No. 227010 - Hired Trucks/Drivers

CITY OF AUGUSTA
Invitation to Bid
RFSB # 227010
HIRED TRUCKS/DRIVERS
RFSB Release Date:
September 24, 2026
RFSB Submission Deadline:
October 15, 2026
2:00 p.m.
Questions regarding submissions, process,
or proposals can be emailed to:
Mary Ann Brenchick
Deputy Director of Public Works
maryann.brenchick@augustamaine.gov

REQUEST FOR SEALED BIDS
For
227010
NOTICE IS HEREBY GIVEN that the City of Augusta ("City") is issuing this Request for
Sealed Bids ("RFSB") for
"Hired Trucks/Drivers"
Contractors are solely responsible for ensuring proposals are received by the City on or before the
submittal deadline. Proposals must be received no later than Thursday, October 15th, 2026 at 2
p.m. at the following address:
City of Augusta
Development Services Office
1st floor
16 Cony Street
Augusta, ME. 04330
An original copy must be signed by a representative authorized to bind the company. Proposals
submitted by facsimile or email are not acceptable and will not be considered. The original signed
proposal shall be submitted in sealed plain envelope/package with the name of the Contractor
and RFSB 227010 "Hired Trucks/Drivers" clearly marked on the outside of the
package/envelope.
The contract period for this RFSB will be for two years with the ability to extend the contract for a
third year based upon mutually agreed upon terms. It is the custom of the City of Augusta to pay its
bills within 30 days following receipt of bills for all items covered by the purchase order.
Failure to comply with the requirements set forth in this RFSB may result in disqualification. Proposals
and/or modifications received after the hour and date specified above will not be considered.
Submitted proposals may be withdrawn at any time prior to the submission time specified in
this RFSB, provided notification is received in writing before the submittal deadline. Proposals
cannot be changed or withdrawn after the submittal deadline. No handwritten notations or corrections
will be allowed. The responding Contractor is solely responsible for all costs related to the preparation
of the proposal.
The City reserves the right to reject all proposals and to waive any minor informalities or irregularities
contained in any proposal. Acceptance of any proposal submitted pursuant to this RFSB shall not
constitute any implied intent to enter into a contract.
The contract award, if any, will be made to the Contractor who, in the City's sole discretion, is best
able to perform the required services in a manner most beneficial to the City.
The RFSB is available on the City of Augusta website. (www.augustamaine.gov)

This RFSB includes the following documents and information:
1. Invitation to Bid - Request for Sealed Bid
2. Scope of Services
3. Project Schedule
4. RFSB Submission Instructions
5. Special Conditions
6. Specifications
7. Additional Information
8. Attachment 1 - Professional Services Agreement
9. Attachment 2 - Bid Form

Scope of Services
The City of Augusta is looking for a contractor to provide 2-4 trucks and drivers to supplement public works
operations, primarily winter snow removal operations hauling to the City's snow dump located under the Memorial
Bridge or at the City's Kling Pit located on West River Road. Bid shall be good until June 30, 2028 with a one-
year extension based upon mutually agreed-upon terms. The night snow hauling is estimated to be 30 nights
with an estimated per year total to be 240 hours.
Project Schedule
The City will not give verbal answers to clarifications regarding information in this RFSB, or verbal instructions
prior to the submission deadline. All clarifications shall be submitted in writing. A verbal statement regarding
same by any person shall be non-binding. The City is not liable for any increased costs resulting from the
Contractor accepting verbal directions.
Below is a desired schedule for initiation of this project; however, dates may be subject to change and may be
adjusted as necessary.
a. Questions Submitted By: Oct. 7, 2026 at 5:00 p.m.
b. Final Addenda Posted: Oct. 8, 2026 by end of day
c. Proposal Submittal Deadline (Bid Opening): Oct. 15, 2026 at 2:00 p.m.
d. Contract Award (No Later Than): Nov.13, 2026
Submission of Proposal
Proposals submitted by facsimile or email are not acceptable and will not be considered. The
original signed proposal shall be submitted in sealed package with the name of the Contractor, "Hired
Trucks/Drivers" and bid number clearly marked on the outside of the package. The provided bid
form (Attachment 2) shall be used to provide costs associated with the work being requested.
The Proposal shall be received by the City of Augusta by 2:00 p.m. on Thursday, October 15th,
2026 for a proposal to be considered. The Proposal should be addressed as follows:
City of Augusta
Development Services Office
1st floor
16 Cony Street
Augusta, Me 04330
All interested parties are encouraged to submit proposals to the RFSB, as the award is not based solely
on the lowest cost proposal submitted. Total cost will be taken into consideration, but the
Contractor's capabilities, competence, and capacity will be considered as well. The City reserves the
right to choose the best contractor overall according to the City's criteria. The City, and its
designated representatives, shall be the sole judge of its own best interest, the proposal, and
the resulting negotiated agreement. The City's decisions will be final.
The above factors, along with other factors that the City may deem appropriate, will be used to
identify the proposal that represents the best value, which will be the basis for the contract award.
The decision of whether to award a contract and selection of a Contractor will be in the sole
discretion of the City Council.

Special Conditions
Contract and Insurance Requirements
The selected Contractor shall be required to enter into a city-prepared Professional Services
Agreement approved by the City Manager. Contractors shall be prepared to accept the terms and
conditions of the City's Standard Professional Services Agreement including all Insurance
Requirements. The successful Contractor's bid and the terms and conditions stated in this RFSB will
be made part of the contract between the City of Augusta and the Contractor. This RFSB outlines
the specifications and requirements, but not necessarily all of the terms and conditions that will be
incorporated into the final agreement between the City of Augusta and the successful Contractor.
* General Liability. Contractor shall maintain commercial general liability insurance in an
amount not less than one million dollars ($1,000,000) per occurrence, two million dollars
($2,000,000) general aggregate, for bodily injury, personal injury, and property damage,
including without limitation, blanket contractual liability. Contractor's general liability
policies shall be primary and non-contributory to provide that City and its officers, officials,
employees, and agents shall be additional insureds under such policies.
* Workers' Compensation. Contractor shall maintain Workers' Compensation Insurance
(Statutory Limits) and Employer's Liability Insurance with limits of at least one million
dollars ($1,000,000). Contractor shall submit to City, along with the certificate of insurance,
a Waiver of Subrogation endorsement in favor of City, its officers, agents, employees, and
volunteers.
* Auto Liability. Contractor shall provide auto liability coverage for owned, non-owned, and
hired autos with a limit of no less than one million dollars ($1,000,000) per accident. If
Contractor owns no vehicles, this requirement may be met through a non-owned auto
endorsement to the CGL policy.
Reservations.
This RFSB does not commit the City to award a contract, to defray any costs incurred in the
preparation of a proposal pursuant to this RFSB, or to procure or contract for work. No payment of
any kind will be provided to the Contractor responding to this RFSB, or parties they represent, for
obtaining any of the information solicited.
Public Records.
All proposals submitted in response to this RFSB become the property of the City. Information in the
proposal, unless specified as trade-protected, may be subject to public review. Any information
contained in the proprietary proposal must be clearly designated. Marking the entire proposal as
proprietary will be neither accepted nor honored. Proprietary information submitted in response to
this RFSB will be handled in accordance with the Maine Freedom of Access Act.
Right to Cancel and Amend.
The City reserves the right to cancel, for any or no reason, in part or in its entirety, this RFSB,
including but not limited to: selection schedule, submittal date, and submittal requirements. If the
City cancels or revises the RFSB, all Contractors will be notified in writing.
Additional Information.
The City reserves the right to request additional information and/or clarification from any or all
Contractors.
Conflict of Interest.
Contractor covenants that the company, its officers, employees and/or agents presently have no

interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with the performance of the services requested herein by the City.
Contractor further covenants that, in the performance of any contract or agreement resulting from
this RFSB, no subcontractor or person having such an interest shall be employed. Contractor certifies
that to the best of Contractor's knowledge, no one who has or will have any financial interest under
any contract or agreement resulting from this RFSB is an officer or employee of the City.
Release of Public Information.
Contractors who respond to this RFSB who wish to release information to the public regarding
selection, contract award or data provided by the City must receive prior written approval from the
City before disclosing such information to the public.
Non-Assignment.
If a contract is awarded, the selected Contractor shall neither assign, nor delegate, in part or in
whole, any duties without the prior written consent of the City which shall not be unreasonably
withheld.
Collusion.
Each Contractor certifies that the company, its officers, employees and/or agents are not a party to
any collusive action, fraud, or any action that may be in violation of the Sherman Antitrust Act. The
Contractor certifies that the company, its officers, employees and/or agents have not offered or
received any kickbacks or inducements from any other bidding Contractor, supplier, manufacturer,
or subcontractor in connection with the proposal and that the company, its officers, employees
and/or agents have not conferred on any public employee having official responsibility for this
procurement transaction any payment, loan, subscription, advance, deposit of money, services, or
anything of more than nominal value. Any or all bids shall be rejected if there is any reason to
believe collusion exists among the bidding Contractors. More than one bid from an individual, firm,
partnership, corporation, or association under the same or different names may be rejected.
Reasonable grounds for believing that a bidding Contractor has interest in more than one proposal
for the work being proposed may result in rejection of all bids in which the bidding Contractor is
believed to have interest.
Equal Employment Opportunity Compliance.
The selected Contractor shall not discriminate against any employee or applicant for employment
because of race, creed, color, or national origin. The Contractor shall take affirmative action to
ensure that all employees and applicants for employment shall be treated with equality in all aspects
of employment processes including, but not limited to, hiring, transfer, promotion, training,
compensation and termination, regardless of their race, creed, color, sex, national origin, age, or
physical handicap.
Right to Audit
The selected Contractor shall maintain such financial records and other records as may be prescribed
by the City or by applicable federal and state laws, rules, and regulations. The selected Contractor
shall retain these records for a period of three years after final payment, or until they are audited by
the City, whichever event occurs first. These records shall be made available during the term of the
contract or service agreement and the subsequent three-year period for examination, transcription,
and audit by the City or its designees.

Specifications
Bid Proposal Contents
The City of Augusta Public Works is seeking to have trucks available on an "as-needed" basis to
supplement the Public Works crews, primarily winter snow removal operations hauling to the City's
snow dump located under the Memorial Bridge or at the City's Kling Pit located on the West River
Road.
Standard work hours for winter snow hauling hours are typically 11:00 p.m. to 7:00 a.m. Other hours
may be needed at times.
Successful bidder shall meet the following specifications:
1. Provide 2-4 standard wheeler (12-to-14-yard capacity) or tri-axle trucks.
2. Truck must have current, valid State of Maine Inspection Sticker and all other required
permits and licenses.
3. Truck must be in good working order and condition and equipped with all required lights
including a minimum of one amber strobe light with 360-degree visibility. Truck must have
standard sideboards in the summer and an extended height (min 20" total) snowboard on the
passenger side in the winter for snow haul operations.
4. Contractor is responsible for all truck maintenance, fuel, and fluids.
5. Driver must be dependable and have a current, valid CDL license. Contractors shall be
required to provide a copy of the driving record of the driver that will be operating the truck.
6. Driver shall have a neat appearance, be well-mannered, and report for work before the
scheduled shift. The Director of Public Works or designee reserves the right to request
another truck and driver if the driver or truck is deemed unable to perform the duties of the
job satisfactorily.
7. The driver shall be familiar with machines and tools related to road maintenance and snow
operations. This includes methods, practices, hazards, and safety precautions related to the
work with a strong emphasis on work zone safety.
8. With at least twelve (12) hour notice, the contractor shall report, at the requested time, to the
job site or supervisor where they are needed. The City shall make every effort possible to
provide as much lead time as possible, however, there will be times especially for the winter
snow haul season where notice may be short.
9. Contractor will provide telephone number and address for contacts and a name and
telephone number for a back-up contact person in the event the primary contact cannot be
reached.
10. Contractor shall submit daily record of the job performed to include but not limited to, the
date, starting/ending time, number of loads and type of material hauled to and/or from a job
site.

11. The City shall make every effort to provide notification at least two (2) hours before the
scheduled service time in the event of a cancellation. If the work shift is cancelled within
this two-hour timeframe, the contractor will receive two (2) hours of pay.
12. The Contractor shall procure and furnish evidence to the City of Augusta of insurances with
the minimum amounts listed in the Contract Agreement and Worker's Compensation
Insurance Coverage.
13. Work shall be scheduled and coordinated by the Director of Public Works or their designee.
14. Winter snow haul includes hauling snow from numerous locations throughout the city to the
designated snow dump site located under the Memorial Bridge. At times snow may be
hauled to another site in Augusta such as the alternate snow dump site Kling's Pit, on the
West River Road.
15. The city will use the bidder with the lowest hourly rate until the contractor cannot provide
the number of trucks requested at which point the city will then proceed to the next lowest
bidder for additional trucks.
16. For winter snow hauling, the average number of days for a contract-hired truck is 30 nights.
Winter snow hauling combined with working for the city on various construction projects is
estimated to be a total of 240 hours per year. Demand will vary based on the needs of the
city for each season.
Contract Period
The contract period will be from the signing of the contract until June 30th, 2028 at which time
the contract shall end. Pricing will be provided for two fiscal years, FY27 - Upon signing of the
contract until June 30, 2027, and FY28 - July 1, 2027 - June 30, 2028. This contract allows the
ability to extend this contract for a third fiscal year based on mutually agreed upon terms.
Compensation/Billing
The bid shall be made as an hourly rate for the fiscal year. The contractor shall bill the City of
Augusta, Audit Office, 16 Cony St, Augusta, Maine 04330, for services rendered. The City will
pay the invoice within 30 days following receipt of said invoice.
Additional Information
Requests for additional information should be directed to Mary Ann Brenchick, Deputy Director of Public
Works, at maryann.brenchick@augustamaine.gov. All Requests for Information must be received by
5:00 p.m. on October 7, 2026. Addenda to this request for sealed bid, in any, including written answers
to questions, will be posted on the City of Augusta website at http://www.augustamaine.gov. The City
reserves the right to answer or not answer any and all questions. Questions submitted will be written into
an addendum. Addenda and updates will be sent directly to firms that request to be placed on the
distribution list. All Firms planning to submit a proposal should check the web site regularly for addenda
and updates after the release date. No addenda will be issued after close of business on October 8, 2026.
Firms should print out, sign, and return addenda with the proposal. Failure to do so may result in
disqualification.

ATTACHMENT 1
Agreement
PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF AUGUSTA AND
[ ]
FOR
HIRED TRUCKS/DRIVERS
THIS AGREEMENT is made and entered into this day of 2026, by and
between the City of Augusta, a municipal Corporation (herein referred to as "City") and,
a [ ] (herein referred to as "Contractor").
RECITALS
i. WHEREAS, City proposes to have Contractor perform the services described herein;
ii. WHEREAS, Contractor represents that it has that degree of specialized expertise
contemplated and holds all necessary licenses to practice and perform
the services herein contemplated;
iii. WHEREAS, City has solicited and received a proposal from Contractor, has reviewed the
previous experience and evaluated the expertise of Contractor, and
desires to retain Contractor to render professional services under the
terms and conditions set forth in this Agreement;
iv. WHEREAS, City and Contractor desire to contract for specific services described below
and desire to set forth their rights, duties and liabilities in the services to
be performed; and
v. WHEREAS, no official or employee of City has a financial interest in the subject matter
of this Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions
contained herein, the parties hereby agree as follows:
1. Term. The term of this Agreement shall commence upon execution of this
Agreement and City's issuance to Contractor a notice to proceed for all or a portion of the
work and shall terminate upon City's acceptance and payment for all or such portion of
the work as was authorized by such notice, unless terminated earlier as set forth herein.
2. Scope of Services. Contractor shall provide the professional services described
in the City's Request for Proposal ("RFP") and Contractor's Response to City's RFP (the
"Proposal"). A copy of said RFP and Proposal is attached hereto as Exhibit A and
incorporated herein by this reference.

Notwithstanding services described above, the City may request and Contractor may agree to
perform other services. The scope of such services and compensation shall be agreed to in writing,
signed by both parties, and shall become a part of this Agreement.
2.1. All professional services shall be performed by Contractor or under
Contractor's supervision. All professional services to be provided by Contractor pursuant to
this Agreement shall be provided by personnel experienced in their respective fields and in
a manner consistent with the standards of care, diligence and skill ordinarily exercised by
professional Contractors in accordance with sound professional practices.
2.2 Contractor acknowledges that City may enter into agreements with other
Contractors for services similar to the services that are subject to this Agreement or may have
its own employees perform services similar to those services contemplated by this Agreement.
3. Time of Performance. The city expects the Contractor to develop and provide
for review by the city a work schedule timeline that is both realistic and achievable. The intent
of this project is to complete it in a timely manner but the City fully understands the constraints
that need to be overcome. Notwithstanding the foregoing, Contractor shall not be responsible
for delays due to causes that are both unforeseeable and beyond Contractor's reasonable
control. However, in the case of any such delay in the services to be provided for the Project,
each party hereby agrees to provide notice to the other party so that all delays can be
appropriately addressed.
4. Compensation. City shall pay Contractor for the services provided as noted in
the specifications. Contractor's compensation for all work performed in accordance with this
Agreement, including all reimbursable items and subcontractor fees, shall not exceed
[$ ] unless previously authorized in writing by the City and approved by
the City Manager.
4.1 Contractor shall submit monthly invoices to City describing the work performed
the preceding month. Contractor's bills shall include the name of the person who performed
the work, a brief description of the services performed and the specific Task in the Scope of
Services to which it relates, the date the services were performed, the number of hours
spent on all work billed on an hourly basis, if applicable, and a description of any
reimbursable expenditures. No billing rate changes shall be made during the term of this
Agreement without the prior written approval of City. City shall pay Contractor no later than
thirty (30) days after receipt of the monthly invoice by the City.
4.2 Contractor shall not receive any compensation for Additional Work without the
prior written authorization of City. As used herein, "Additional Work" means any work that
is determined by City to be necessary for the proper completion of the Project, but which is
not included within the Scope of Services and which the parties did not reasonably
anticipate would be necessary at the execution of this Agreement. Compensation for any
authorized Additional Work shall be billed in accordance with the Billing Rates as set forth
in Attachment 2 "Bid Form" and on the terms set forth in this Article.