Invitation to Bid Community Field Little League Dugouts & Benches Litchfield, Connecticut

Department of Public Works
Invitation to Bid
Community Field Little League Dugouts & Benches
Litchfield, Connecticut
The Town of Litchfield is accepting bids for the installation of four Little League Field
Dugouts at Community Field. All bids must be submitted on forms and in accordance with
specifications supplied by the Town of Litchfield, Public Works Department. Bids will be
received at the Public Works Department, 101 Russell Street, Litchfield, CT, 06759 until
October 26,2026 at 2:00 p.m., and will be opened and read publicly at that time in said
office. The bid and associated documents can be downloaded from the Town of Litchfield
web site: www.townoflitchfieldct.gov
Instructions to Bidders
1. Intent
The intent of these specifications is to obtain a General Contractor to order and install four
prefabricated dugouts with benches, fencing, footings and slabs at the Community Field
Little League Fields. The contractor shall have adequate licenses, equipment, and materials
for this project.
All Bidders shall observe the following instructions and specifications:
2. General Provisions
Final Questions: October 15, 2026 at 3:30 p.m.
Bid Opening: October 26, 2026 at 2:00 p.m. at the Public Works Dept.
Bid Return Envelope: Bidders shall submit bids in an envelope clearly marked, with the
bid title and opening date to prevent a sealed bid from being opened prior to the opening
date. Any bid not so marked and opened by the Town shall be rejected. The following
forms must be submitted:
A. Bid Schedule
B. Hold Harmless Agreement and Supplemental Agreement
C. Non-Collusion
D. Non-Discrimination
E. References
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3. Proposal Questions
Any questions pertaining to the scope of the work or content or procedure for submitting
proposals should be directed to Brett Seamans, Supervisor of Public Works by e-mail to be
received no later than October 15, 2026 at 3:30. Any questions received after that date will
not be answered. It is the contractor's responsibility to ensure their questions were
received. Contact information is as follows:
Brett Seamans, Department of Public Works
bseamans@townoflitchfieldct.gov
4. Basis of Award
It is intended this Contract shall be awarded to the Bidder that best meets the needs of the
Town of Litchfield with respect to qualifications, contractor's submitted start date and cost.
5. Notice of Award
The Town shall give notice of Acceptance of a bid to the successful bidder by Email to the
Bidder's Email address stated in the bid. Individuals are invited to attend the Bid Opening,
with official bid results pending notification of the successful bidder.
6. Award of Contract
The Town reserves the right to reject any and all bids for any reason the Town deems
advisable, and to award contract or contracts to any Contractors bidding on the work,
regardless of the amount of bid.
7. Bid Security
A bid bond or certified check is not required for this bid.
8. Performance; Labor and Material Bond
A Performance Bond or Certified Check is required for this bid.
9. Scope of Work Change
The Town reserves the right to change the scope of the project after the bid is awarded,
without penalty to the Town. All changes in scope will be issued in writing by the Director
of Public Works or his designee.
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10. Substitution of Named Brands
Should brand names appear in this bid, before bidding on any item considered equal to or
better than a named item, the Bidder must get written approval from the Supervisor of
Public Works.
11. Price, Discounts, and Payment
Prices bid shall not include any taxes, Local, State, or Federal, as the Town is not liable. In
addition to the price bid, each Bidder may quote binding discounts, which will be
considered when making the award.
12. Delays
Contract time delays for completion of work shall be authorized in writing by the Director
of Public Works.
13. Liquidated Damages
The amount of two hundred dollars ($200) is agreed upon as liquidated damages and shall
be paid for every day the Contractor exceeds the allowable contract time for completion,
Twenty (20) business days. This sum shall be paid by the Contractor to the Town or
withheld from final payment to the Contractor. The contract time period must start with
the Notice to Proceed or Purchase Order from the Town of Litchfield.
14. Assignment of Contract
Contractor shall not sublet, sell, transfer, assign, or dispose of contract or any portion
thereon or of right, title, or interest therein of obligations thereunder, without written
consent of the Town.
15. Acceptance of Subcontractor
Submission of name of Subcontractor in proposal shall be deemed to constitute an
acceptance by Contractor, if awarded contract of bid, of such Subcontractor. Any alteration
therein, after award of contract, shall be subject to the approval of the Town.
16. Basis of Payment
Payment for this work shall be at the lump sum bid for work completed and accepted,
except as noted herein and shall include all equipment, materials, labor, and tools incidental
to the completion of this work.
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17. Payments for Extra Work
Written notice of claims for extra work shall be given by Contractor within ten (10) days
after receipt of written instruction from the Town as approved by the Director of Public
Works or his designee, to proceed with extra work and also before any work is commenced,
except in emergency endangering life or property. No claim shall be valid unless so made.
In all cases, Contractor's itemized sheet showing all labor and material must be submitted
to the Director of Public Works. Town order for extra work shall specify any extension of
contract time and one of the following methods of payment:
A. Unit Prices or combination of unit prices.
B. A lump sum based on Contractor's estimate accepted by owner and approved by the
Director of Public Works.
C. Actual costs plus ten percent (10%) for overhead and profit.
18. Payment Requests, Retainage and Guarantee Period
Contractor must submit a payment request for payment once each month for work done
and materials delivered and installed on the site. East request for payment must be
computed from work completed, less ten percent (10%) to be retained until expiration of
the guarantee period, which is one (1) year from written acceptance of work.
19. Insurance (Due after award of bid)
The contractor will file with the Town of Litchfield, the following evidence of insurance.
Certificates must be on file with the Town before acceptance of Bid or work commences.
Workers Compensation
Coverage A: Statutory
Coverage B: Employers Liability:
Bodily injury by accident $ 100,000 per person
Bodily injury by disease $ 100,000 per person
Bodily injury $ 500,000 aggregate
Comprehensive Commercial Liability
Bodily injury; General Limit $ 1,000,000 aggregate
Products/Completed Operations $ 1,000,000 aggregate
Personal and Advertising Injury $ 1,000,000 aggregate
Each Occurrence $ 1,000,000 aggregate
Fire Damage Limit $ 100,000 aggregate
Medical Expenses $ 100,000 per person
Coverages:
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Premises/Independent Contractors
Contractual/Completed Operations/Products
Contractual/Liability will be Broad Form
XCU (explosion/collapse/underground utilities)
Comprehensive Broad Form Liability endorsement or Equivalent
Broad Form property Damage Liability
Automobile Liability
Bodily Injury $1,000,000 per person
Aggregate $1,000,000 per person
Property Damage $1,000,000 per person
Coverages:
All owned/non owned/hired/borrowed
Contractual liability to be included
Contractors must name the Town of Litchfield as an additional named insured on all
certificates. All policies will provide thirty (30) days' notice of cancellation as well as ten
(10) days' notice of material change in the policies to the First Selectman's Office of the
Town of Litchfield.
20. Permits
The contractor is responsible for obtaining all local, state and federal permits required for
completion of the project. Copies of all permits will be submitted to the Director of Public
Works prior to commencing work. In instances where the governing body waives a permit
a copy of the communication in lieu of the permit.
21. Hold Harmless Agreement
The Contractor agrees to hold harmless the Town of Litchfield and its respective officers,
agents, and employees from any loss, costs, damages, expenses, judgements, and liability
whatsoever kind or nature howsoever the same may be caused resulting directly or
indirectly by any act of omission of the Contractor, any Subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable
resulting in bodily injury including sickness and death, personal injury, or damage to
property directly or indirectly, including the loss of use resulting therefrom as permitted by
law. The Contractor will be required to sign the enclosed Hold Harmless Agreement
prepared by the Town.
22. Supplemental Agreement
The Contractor named below is an independent contractor and neither the Contractor nor
its employees nor the Contractor's Subcontractor(s) under any circumstances, will be
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considered servants or agents of the Town of Litchfield and the Town will be at no time
legally responsible for any negligence or other wrong doing by the Contractor, its servants
or agents or the Contractor's Subcontractor(s). The Town will not withhold from contract
payments to the Contractor any Federal or State unemployment taxes, Federal or State
Income Taxes, Social Security Tax, or any other amount for benefits to the Contractor. The
lump sum or unit charges for service provided does not represent gross wages and further
the Town will not provide the Contractor any insurance coverage or other benefits,
including Worker's Compensation, normally provided by the Town to its employees. The
Contractor will be required to sign the enclosed Supplemental Agreement prepared by the
Town.
23. Length of Contract
The Town of Litchfield is requesting that work to be completed no later than April 1, 2027.
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Specifications
Dugouts (Quantity 4)
- 8'D x 20'L x 8'H
- All-steel construction (A500 square structural steel tubing)
- 26-gauge galvanized metal roof panel & steel support columns are powder coated
- Beacon Athletics or Equal
Benches (Quantity 4)
- 15'L x 36"H x 37"D (Seats 10)
- 10"W anodized aluminum non-skid seat planks & back rests, 19"W non-skid
shelf
- (3) 2" sq. heavy-duty rust resistant steel legs
- Beacon Athletics or Equal
Fencing (Quantity 4)
- 20 linear feet of 7'6"H vinyl coated chain link fence behind each dugout
Concrete Slabs & Footings & Base Preparation
- As specified in concrete notes on Master Drawing set
See Master Drawings and cutsheets for additional specification information.
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Bid Schedule
Playground Improvements
Town of Litchfield
Lump sum: $________________________________
Written: ____________________________________________________________
Note: Prevailing wage rates apply if bid is over $100,000.
The undersigned is familiar with the conditions surrounding this call for bids, is aware that
the Town reserves the right to reject any and all bids, and is submitting this bid without
collusion with any other person, individual, or corporation.
Bidder
By
(Signature) (Title)
Date
(Name - Typed)
Address
Phone
Email
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HOLD HARMLESS AGREEMENT
The Contractor named below agrees that it will indemnify and hold harmless the Town of
Litchfield and its respective officers, agents and employees from any loss, costs,
damages, expenses, judgments and liability whatsoever kind or nature howsoever the
same may be caused resulting directly or indirectly by any negligent act or omission of
the contractor, any subcontractor, anyone directly or indirectly employed by any of them
or anyone for whose acts any of them may be liable resulting in bodily injury including
sickness and death, personal injury or damage to property directly or indirectly, including
the loss of use resulting therefrom as permitted by law, unless and to the extent caused by
the Town of Litchfield's negligence or its willful acts.
SUPPLEMENTAL AGREEMENT
The Contractor named below is an independent contractor and neither the Contractor nor
its employees nor the Contractor's subcontractors under any circumstances, will be
considered servants or agents of the Town of Litchfield and the Town will be at no time
legally responsible for any negligence or other wrong doing by the Contractor, its
servants or agents or the Contractor's subcontractors. The Town will not withhold from
the contract payments to the Contractor for any federal or state unemployment taxes,
federal or state income taxes, Social Security tax, or any other amounts for benefits to the
Contractor. The lump sum or unit charges for the services provided does not represent
gross wages and further the Town will not provide the Contractor any insurance coverage
or other benefits, including Workers' Compensation, normally provided by the Town for
its employees.
STATE OF CONNECTICUT )
) ss:
COUNTY OF )
Signed:
Print Name:
Title:
Company:
Address:
Subscribed and sworn to before me on
this day of , 20__.
Notary Public
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TOWN OF LITCHFIELD
NONDISCRIMINATION CERTIFICATION
Representation by Individual
Written representation that complies with the nondiscrimination agreements and warranties under the
Connecticut General Statutes ss/ss 4a-60(a)(1) and 4a-60a(a)(1) as amended.
Instructions:
For use by an individual who is not an entity (corporation, limited liability company, or partnership) when
entering into any contract type with the Town of Litchfield, regardless of contract value. Submit to the
awarding agency prior to contract execution.
Representation of an Individual:
I, _____________________________, of _____________________________________,
Signatory Business Address
Represent that I will comply with the nondiscrimination agreements and warranties of Connecticut General
Statutes ss/ss 4a-60(a)(1) and 4a-60 (a) (1) as amended.
_______________________________ ________________________
Signatory Date
____________________________________
Printed Name
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