Mobile Ice Cream Concession Services

TOWN OF CHESHIRE, CONNECTICUT
REQUEST
FOR PROPOSALS

LEGAL NOTICE
TOWN OF CHESHIRE, CONNECTICUT
REQUEST FOR PROPOSALS
Mobile Ice Cream Concession Services
September 28, 2026
The Town of Cheshire will receive sealed proposals for Mobile Ice Cream Concession Services
until 2:00pm on October 19, 2026.
The documents comprising the Request for Proposals may be obtained from John Gawlak Director
Parks & Recreation 559 South Main Street, Cheshire, CT 06410 during the hours of 8:30 AM -
4:00 PM Monday through Friday" AND/ OR "or on the Town's website, www.cheshirect.org,
under "Bids and Requests for Proposals."
The Town of Cheshire reserves the rights to amend or terminate this Request for Proposals, accept
all or any part of a proposal, reject all proposals, waive any informalities or non-material deficiencies
in a proposal, and award the proposal to the proposer that, in the Town's judgment, will be in the
Town's best interests.

TOWN OF CHESHIRE, CONNECTICUT
REQUEST FOR PROPOSALS FOR
Mobile Ice Cream Concession Services
Proposal Number: 2627-02
Proposal Opening Date: October 19, 2026
Proposal Opening Time: 2:00pm
Proposal Opening Place: Cheshire Town Hall, Room 210
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The Town of Cheshire is seeking proposals from qualified and responsible vendors to supply
Mobile Ice Cream Concession Services at the Town Parks and other recreational facilities.
One (1) original and three (3) copies of sealed proposals must be received in the Cheshire Town
Hall, Town Manager's Office, Room 221 South Main Street, Cheshire, CT 06410 by the date and
time noted above. The Town of Cheshire (the "Town") will not accept submissions by e-mail or
fax. The Town will reject proposals received after the date and time noted above.
The documents comprising this Request for Proposals may be obtained from John Gawlak Director
Parks & Recreation, 559 South Main Street, Cheshire, CT 06410 during the hours of 8:30 AM -
4:00 PM Monday through Friday." AND/ OR "or on the Town's website, www.cheshirect.org,
under "Bids and Requests for Proposals." Each proposer is responsible for checking the Town's
website to determine if the Town has issued any addenda and, if so, to complete its proposal
in accordance with the RFP as modified by the addenda.
Proposals must be held firm and cannot be withdrawn for sixty (60) calendar days after the opening
date.
The Town reserves the rights to amend or terminate this Request for Proposals, accept all or any
part of a proposal, reject all proposals, waive any informalities or non-material deficiencies in a
proposal, and award the proposal to the proposer that, in the Town's judgment, will be in the Town's
best interests.
This Request for Proposals ("RFP") includes:
- Standard Instructions to Proposers
- Specifications
- Insurance Requirements
- Proposal Form
- Proposer's Legal Status Disclosure
- Proposer's Certification Concerning Equal Employment Opportunities and Affirmative
Action Policy
- Proposer's Non-Collusion Affidavit
- Proposer's Statement of References
- Addenda, if any
- The Contract in the form attached
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TOWN OF CHESHIRE, CONNECTICUT
STANDARD INSTRUCTIONS TO PROPOSERS
1. INTRODUCTION
The Town of Cheshire (the "Town") is soliciting proposals for Mobile Ice Cream Concession
Services
This RFP is not a contract offer, and no contract will exist unless and until a written contract is
signed by the Town and the successful proposer.
Interested parties should submit a proposal in accordance with the requirements and directions
contained in this RFP. Proposers are prohibited from contacting any Town employee, officer
or official concerning this RFP, except as set forth in Section 6, below. A proposer's failure to
comply with this requirement may result in disqualification.
If there are any conflicts between the provisions of these Standard Instructions to Proposers and any
other documents comprising this RFP, these Standard Instructions to Proposers shall prevail.
2. RIGHT TO AMEND OR TERMINATE THE RFP OR CONTRACT
The Town may, before or after proposal opening and in its sole discretion, clarify, modify, amend
or terminate this RFP if the Town determines it is in its best interest. Any such action shall be
affected by a posting on the Town's website, www.cheshirect.org, under "Proposals & RFP's."
Each proposer is responsible for checking the Town's website to determine if the Town has
issued any addenda and, if so, to complete its proposal in accordance with the RFP as modified
by the addenda.
If this RFP provides for a multi-year agreement, the Town also reserves the right to terminate the
Contract at the end of the last fiscal year for which funds have been appropriated, and the Town
shall have no obligation or liability to the successful proposer for any unfunded year or years.
3. KEY DATES
Pre-Proposal Conference or Site Visit THIS ITEM IS NOT APPLICABLE TO THIS RFP
Proposal Opening: October 19, 2026
Preliminary Notice of Award: October 19, 2026
Contract Execution: October 26, 2026
The Preliminary Notice of Award and Contract Execution dates are anticipated, not certain, dates.
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4. OBTAINING THE RFP
All documents that are a part of this RFP may be obtained from John Gawlak Director Parks &
Recreation, 559 South Main Street, Cheshire, CT 06410 during the hours of 8:30 AM - 4:00 PM
Monday through Friday OR on the Town's website, www.cheshirect.org, under "Proposals &
RFP's."
5. PROPOSAL SUBMISSION INSTRUCTIONS
Proposals must be received in the Cheshire Town Hall, Town Manager's Office, Room 221, 84
South Main Street, Cheshire, CT 06410 prior to the date and time the proposals are scheduled to be
opened. Postmarks prior to the opening date and time do NOT satisfy this condition. The Town
will not accept submissions by e-mail or fax. Proposers are solely responsible for ensuring timely
delivery. The Town will NOT accept late proposals.
One (1) original and three (3) copies of all proposal documents must be submitted in sealed, opaque
envelopes clearly labeled with the proposer's name, the proposer's address, the words
"PROPOSAL DOCUMENTS," and the Proposal Title, Proposal Number and Proposal
Opening Date. The Town may decline to accept proposals submitted in unmarked envelopes that
the Town opens in its normal course of business. The Town may, but shall not be required to, return
such proposal documents and inform the proposer that the proposal documents may be resubmitted
in a sealed envelope properly marked as described above.
Proposal prices must be submitted on the Proposal Form included in this RFP. All blank spaces for
proposal prices must be completed in ink or be typewritten; proposal prices must be stated in both
words and figures. The person signing the Proposal Form must initial any errors, alterations or
corrections on that form. Ditto marks or words such as "SAME" shall not be used in the Proposal
Form.
Proposals may be withdrawn personally or in writing provided that the Town receives the
withdrawal prior to the time and date the proposals are scheduled to be opened. Proposals are
considered valid, and may not be withdrawn, cancelled or modified, for sixty (60) days after the
opening date, to give the Town sufficient time to review the proposals, investigate the proposers'
qualifications, secure any required municipal approvals, and execute a binding contract with the
successful proposer.
An authorized person representing the legal entity of the proposer must sign the Proposal Form and
all other forms included in this RFP.
6. QUESTIONS AND AMENDMENTS
Questions concerning the process and procedures applicable to this RFP are to be submitted in
writing (including by e-mail or fax) and directed only to:
Name: Andrew Martelli
Department: Town Manager's Office
E-mail: townmanager@cheshirect.gov
Fax: 203-271-6639
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Questions concerning this RFP's Specifications are to be submitted in writing (including by e-mail
or fax) and directed only to:
Name: John Gawlak, Director Parks & Recreation
Department: Parks & Recreation
E-mail: jgawlak@ cheshirect.org
Fax: 203-272-5858
Proposers are prohibited from contacting any other Town employee, officer or official
concerning this RFP. A proposer's failure to comply with this requirement may result in
disqualification.
The appropriate Town representative listed above must receive any questions from proposers no
later than seven (7) business days before the proposal's opening date. That representative will
confirm receipt of a proposer's questions by e-mail. The Town will answer all written questions by
issuing one or more addenda, which shall be a part of this RFP and the resulting Contract, containing
all questions received as provided for above and decisions regarding same.
At least four (4) calendar days prior to proposal opening, the Town will post any addenda on the
Town's website, www.cheshirect.org, under "Proposals & RFP's." Each proposer is responsible
for checking the website to determine if the Town has issued any addenda and, if so, to
complete its proposal in accordance with the RFP as modified by the addenda.
No oral statement of the Town, including oral statements by the Town representatives listed above,
shall be effective to waive, change or otherwise modify any of the provisions of this RFP, and no
proposer shall rely on any alleged oral statement.
7. ADDITIONAL INFORMATION
The Town reserves the right, either before or after the opening of proposals, to ask any proposer to
clarify its proposal or to submit additional information that the Town, in its sole discretion, deems
desirable.
8. COSTS FOR PREPARING PROPOSAL
Each proposer's costs incurred in developing the proposal are its sole responsibility, and the Town
shall have no liability for such costs.
9. OWNERSHIP OF PROPOSALS
All proposals submitted become the Town's property and will not be returned to proposers.
10. FREEDOM OF INFORMATION ACT
All information submitted in a proposal or in response to a request for additional information is
subject to disclosure under the Connecticut Freedom of Information Act as amended and judicially
interpreted. A proposer's responses may contain financial, trade secret or other data that it claims
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should not be public (the "Confidential Information"). A proposer must identify specifically the
pages and portions of its proposal or additional information that contain the claimed Confidential
Information by visibly marking all such pages and portions. Provided that the proposer cooperates
with the Town as described in this section, the Town shall, to the extent permitted by law, protect
from unauthorized disclosure such Confidential Information.
If the Town receives a request for a proposer's Confidential Information, it will promptly notify the
proposer in writing of such request and provide the proposer with a copy of any written disclosure
request. The proposer may provide written consent to the disclosure or may object to the disclosure
by notifying the Town in writing to withhold disclosure of the information, identifying in the notice
the basis for its objection, including the statutory exemption(s) from disclosure. The proposer shall
be responsible for defending any complaint brought in connection with the nondisclosure, including
but not limited to appearing before the Freedom of Information Commission, and providing
witnesses and documents as appropriate.
11. REQUIRED DISCLOSURES
In its Proposal Form each proposer must disclose, if applicable:
Its inability or unwillingness to meet any requirement of this RFP, including but not only
any of the Contract Terms contained in Section 26, below;
If it is listed on the State of Connecticut's Debarment List;
If it is ineligible, pursuant to Conn. Gen. Stat. 31-57b, to be awarded the Contract because
of occupational safety and health law violations;
All resolved and pending arbitrations and litigation matters in which the proposer or any of
its principals (regardless of place of employment) have been involved within the last
ten (10) years;
All criminal proceedings in which the proposer or any of its principals (regardless of place
of employment) has ever been the subject; and
Each instance in which it or any of its principals (regardless of place of employment) has
ever been found to have violated any state or local ethics law, regulation, ordinance,
code, policy or standard, or to have committed any other offense arising out of the
submission of proposals or bids or the performance of work on public works projects
or contracts.
A proposer's acceptability based on these disclosures lies solely in the Town's discretion.
12. REFERENCES
Each proposer must complete and submit the Proposer's Statement of References form included in
this RFP.
13. LEGAL STATUS
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If a proposer is a corporation, limited liability company, or other business entity that is required to
register with the Connecticut Secretary of the State's Office, it must have a current registration on
file with that office. The Town may, in its sole discretion, request acceptable evidence of any
proposer's legal status.
14. PROPOSAL SECURITY
THIS ITEM IS NOT APPLICABLE TO THIS RFP
15. PRESUMPTION OF PROPOSER'S FULL KNOWLEDGE
Each proposer is responsible for having read and understood each document in this RFP and any
addenda issued by the Town. A proposer's failure to have reviewed all information that is part of
or applicable to this RFP, including but not only any addenda posted on the Town's website, shall
in no way relieve it from any aspect of its proposal or the obligations related thereto.
Each proposer is deemed to be familiar with and is required to comply with all federal, state and
local laws, regulations, ordinances, codes and orders that in any manner relate to this RFP or the
performance of the work described herein.
By submitting a proposal, each proposer represents that it has thoroughly examined and become
familiar with the scope of work outlined in this RFP, and it is capable of providing the work and/or
services to achieve the Town's objectives. If applicable, each proposer shall visit the site, examine
the areas and thoroughly familiarize itself with all conditions of the property before preparing its
proposal.
16. SUBSTITUTION FOR NAME BRANDS
THIS ITEM IS NOT APPLICABLE TO THIS RFP
17. TAX EXEMPTIONS
The Town is exempt from the payment of federal excise taxes and Connecticut sales and use taxes.
Federal Tax Exempt #066-001971. Exemption from State sales tax per Conn. Gen. Stat. Chapter
219, 12-412(1). No exemption certificates are required, and none will be issued.
18. INSURANCE
The successful proposer shall, at its own expense and cost, obtain and keep in force at least the
insurance listed in the Insurance Requirements that are a part of this RFP. The Town reserves the
right to request from the successful proposer a complete, certified copy of any required insurance
policy.
19. PERFORMANCE SECURITY THIS ITEM IS NOT APPLICABLE TO THIS RFP
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20. DELIVERY ARRANGEMENTS
THIS ITEM IS NOT APPLICABLE TO THIS RFP
The successful proposer shall deliver the items that are the subject of the RFP, at its sole cost and
expense, to the location(s) listed in the Specifications.
21. AWARD CRITERIA; SELECTION; CONTRACT EXECUTION
The Town reserves the right to correct, after proposer verification, any mistake in a proposal that is
a clerical error, such as a price extension, decimal point error or FOB terms. If an error exists in an
extension of prices, the unit price shall prevail. In the event of a discrepancy between the price
quoted in words and in figures, the words shall control.
The Town reserves the rights to accept all or any part of a proposal, reject all proposals, and waive
any informalities or non-material deficiencies in a proposal. The Town also reserves the right, if
applicable, to award the purchase of individual items under this RFP to any combination of separate
proposals or proposers.
The Town will accept the proposal that, all things considered, the Town determines is in its best
interests. Although price will be an important factor in most RFPs, it will not be the only basis for
award. Due consideration may also be given to a proposer's experience, references, service, ability
to respond promptly to requests, past performance, and other criteria relevant to the Town's
interests, including compliance with the procedural requirements stated in this RFP.
The Town will not award the proposal to any business that or person who is in arrears or in default
to the Town with regard to any tax, debt, contract, security or any other obligation.
If the lowest proposer meets all specifications, is responsive, and, if applicable, qualified, but the
proposal is not acceptable to the Town Manager or, if applicable, the Public Building Commission
or the Board of Education, the matter must be referred to the Town Council for its decision on
whether to reject all proposals, to accept a higher proposal, or to take such other action as may be
in the Town's best interests.
The Town will select the proposal that it deems to be in the Town's best interest and issue a
Preliminary Notice of Award to the successful proposer. The award may be subject to further
discussions with the proposer. The making of a preliminary award to a proposer does not
provide the proposer with any rights and does not impose upon the Town any obligations. The
Town is free to withdraw a preliminary award at any time and for any reason. A proposer
has rights, and the Town has obligations, only if and when a Contract is executed by the Town
and the proposer.
If the proposer does not execute the Contract within ten (10) business days of the date of the
Preliminary Notice of Award, unless extended by the Town, the Town may call any proposal
security provided by the proposer and may enter into discussions with another proposer.
The Preliminary Notice of Award and Contract Execution dates in Section 3's Key Dates are
anticipated, not certain, dates.
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22. AFFIRMATIVE ACTION, AND EQUAL OPPORTUNITY
Each proposer must submit a completed Proposer's Certification Concerning Equal Employment
Opportunities and Affirmative Action Policy form included with this RFP. Proposers with fewer
than ten (10) employees should indicate that fact on the form and return the form with their
proposals.
23. NONRESIDENT REAL PROPERTY CONTRACTORS
24. COMPLIANCE WITH IMMIGRATION LAWS
By submitting a proposal, each proposer confirms that it has complied, and during the term of the
Contract will comply, with the Immigration Reform and Control Act ("IRCA") and that each person
it provides under the Contract will at all times be authorized for employment in the United States of
America. Each proposer confirms that it has a properly completed Employment Eligibility
Verification, Form I-9, for each person who will be assigned under the Contract and that it will
require each subcontractor, if any, to confirm that it has a properly completed Form I-9 for each
person who will be assigned under the Contract.
The successful proposer shall defend, indemnify, and hold harmless the Town, its employees,
officers, officials, agents, volunteers and independent contractors, including any of the foregoing
sued as individuals (collectively, the "Town Indemnified Parties"), against any and all proceedings,
suits, actions, claims, damages, injuries, awards, judgments, losses or expenses, including fines,
penalties, punitive damages, attorney's fees and costs, brought or assessed against, or incurred by,
the Town Indemnified Parties related to or arising from the obligations under IRCA imposed upon
the successful proposer or its subcontractor. The successful proposer shall also be required to pay
any and all attorney's fees and costs incurred by the Town Indemnified Parties in enforcing any of
the successful proposer's obligations under this provision, whether or not a lawsuit or other
proceeding is commenced, which obligations shall survive the termination or expiration of the
Contract.
25. NON-COLLUSION AFFIDAVIT
Each proposer shall submit a completed Proposer's Non-Collusion Affidavit that is part of this RFP.
26. CONTRACT TERMS
The following provisions will be mandatory terms of the Town's Contract with the successful
proposer. If a proposer is unwilling or unable to meet any of these Contract Terms, the proposer
must disclose that inability or unwillingness in its Proposal Form (see Section 11 of these Standard
Instructions to Proposers):
a. DEFENSE, HOLD HARMLESS AND INDEMNIFICATION
The successful proposer agrees, to the fullest extent permitted by law, to defend, indemnify, and
hold harmless the Town, its employees, officers, officials, agents, volunteers and independent
contractors, including any of the foregoing sued as individuals (collectively, the "Town Indemnified
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