Division Street Water Main Replacement

HARTFORD PUBLIC WORKS DEPARTMENT
Request for Bids
For
Division Street Water Main Replacement
Division Street, Wilder
Town of Hartford, Vermont
Issued September 25, 2026
Due 11:00 AM Monday October12, 2026

Hartford Department of Public Works
Hartford Water Division
Division Street Water Main Replacement
TABLE OF CONTENTS
SECTION 1 - BID INSTRUCTIONS
1.01 Communications Regarding this Project 3
1.02 RFP Schedule 3
1.03 Pre-Bid Meeting 3
1.04 Site Visit 3
1.05 Submitting a Bid 4
1.06 Required Bid Contents 4-5
1.07 Items that Disqualify a Vendor Immediately 5
1.08 Evaluation Criteria 5
1.09 Miscellaneous Items 6
SECTION 2 - SCOPE OF PROJECT
2.01 Project Description 6
2.02 Project Scope and Requirements 6-7
2.04 Pricing Structure 7
SECTION 3 - REQUIREMENTS AND CONDITIONS FOR ALL PROPOSERS
3.01 Tax Exemption 8
3.02 Proposer Affidavit 8
3.03 Proposer's Financial Obligation to the Town 8
3.04 Proposer's Incurred Costs 8
3.05 Standard Agreement Terms for Professional Services
Article 1 - Term 8
Article 2 - Services to be Performed by the Contractor 8
Article 3 - Compensation 8
Article 4 - Town's Responsibilities 8
Article 5 - Standard of Care 9
Article 6 - Indemnification 9
Article 7 - Insurance 9
Article 8 - Ownership of Documents and Intellectual Property 10
Article 9 - Termination 10
Article 10 - Standard Terms 10-12
2

Hartford Department of Public Works
Hartford Water Division
Division Street Water Main Replacement
SECTION 1 - BID INSTRUCTIONS
1.01 Communications Regarding This Project: Please direct all communications regarding the
RFP process to:
Hartford Town Manager's Office
Division Street Water Main Replacement
c/o Christopher Holzwarth, Assistant Director Planning and Permitting
173 Airport Road
White River Junction, VT 05001
Telephone: (802) 295-3622
E-Mail: cholzwarth@hartfordvt.gov
All communications and questions concerning this request must be submitted in writing referencing the
specific paragraph and page number. The deadline for questions is listed in Section 1.02 (RFP Schedule).
Written responses will be prepared by the Town and posted on the Town's web site by the date listed
in Section 1.02 (RFP Schedule). Changes to this RFP will be made only by formal written correspondence
issued by the Town.
See https://www.hartfordvt.gov/bids.aspx to obtain a copy of the bid documents under related
documents.
1.02 RFP Schedule: The following is the anticipated schedule for the RFP Process.
Issue RFP: September 25, 2026
Voluntary Pre-Bid Meeting: A pre-Bid meeting will not be held for this project
Voluntary Site Visit: Contractors may visit the site within the right of way
on their own. The water main route will be marked on
the ground for contractors to view on their own.
Last Day to Submit Questions: 5:00 PM local E.S.T. on Friday October 2, 2026.
Written Responses to Questions: 3:00 PM local E.S.T. on Monday October 5, 2026.
Due Date for BIDS: 11:00 AM E.S.T. on Monday October12, 2026.
Selection Selectboard Meeting on Tuesday October 13, 2026.
Contract Approval Upon approval of the Selectboard.
1.03 Pre-Bid Meeting: The Town will not conduct a voluntary pre-Bid meeting.
1.04 Site Visit: Contractors may conduct a site visit on their own within the right of way. Contractors
are encouraged to visit the site for the purpose of reviewing the project location and site conditions
before submitting a bid. Questions need to be in writing and submitted by the date listed in Section
1.02 (RFP Schedule). Written responses will be prepared by the Town and posted on the Town's web
site by the date listed in Section 1.02 (RFP Schedule). This is the only opportunity for the contractors to
propose questions and seek clarifications.
3

Hartford Department of Public Works
Hartford Water Division
Division Street Water Main Replacement
1.05 Submitting A Bid: Each contractor seeking consideration for performance of services related
to the project must submit a Bid. Proposers are to submit a minimum of one original copy signed by an
officer authorized to bind the company. All BIDS shall be sealed, properly addressed with the name of
the Contractor and sent to:
Hartford Town Manager's Office
Division Street Water Main Replacement
171 Bridge Street
White River Junction, VT 05001
Sealed BIDS must be received at the above address by the date/time indicated in Section 1.02 (RFP
Schedule). BIDS received after the scheduled date/time will be rejected. All supporting materials and
documentation must be included with the Bid. The responsibility of timely delivery lies solely with the
proposer. Faxed and e-mailed BIDS are not acceptable.
The Town reserves the right to reject any and all BIDS, to waive any irregularities in a Bid, or to accept
the Bid which in the judgment of proper officials is in the best interest of the Town. The Town reserves
the right to accept a part or parts of a Bid unless otherwise restricted in the RFP or issue subsequent
Requests for Bid. The Town reserves the right to approve or reject any sub-Contractors proposed for
work under this Bid or waive any minor irregularities.
The Town reserves the right to select the successful proposer based on BIDS received, without seeking
further information for clarification from proposers. Upon review of BIDS, the Town may designate the
most qualified BIDS as finalists for further review.
These finalists may be invited to make oral presentations and participate in a question and answer
session with the Town. The Town shall have the right to visit selected user sites, should this be deemed
necessary. All federal, state, and local laws regarding competitive bidding, anti-competitive practices,
and conflict of interest shall be applicable to this RFP.
The Town does not guarantee that any contract will be awarded as a result of this RFP. In the event that
a contract award is made but the contract is not executed, the Town does not guarantee that the
contract will be re-awarded.
1.06 Required Bid Contents: Any supplemental documentation shall be included with the original
and all of the copies. If not, the Bid may be considered as non-responsive. Contractors are required to
submit the following information in their Bid:
* Letter of Transmittal: The proposer shall provide a transmittal letter with authorizing signature for
the Bid. The letter must briefly summarize the vendor's ability and willingness to perform the services
required by the RFP. The letter of Transmittal must be on the form provided in Exhibit A.
* Company Profile and Background. Provide the following information on the forms within Exhibit A:
o Location - The street address of the proposer's company headquarters.
o Local Office of Proposer - Provide the location of the proposer's office nearest to Hartford, Vermont.
Include the local office, a contact name, address, telephone, and fax numbers.
4

Hartford Department of Public Works
Hartford Water Division
Division Street Water Main Replacement
o Company's Primary Business - State the proposer's primary business, the number of years in the
proposer's industry, and the number of employees assigned to these related activities.
o State the legal make-up of your company: sole proprietorship, partnership, corporation, etc.
o Please list any Lawsuits that you are currently engaged in. Please provide any and all suits either
with the Town of Hartford or any other Municipalities (include, but not limited to Federal, State,
Local or other Municipalities and Governmental agencies).
* Key Personnel Information. Provide the name, title, mailing address, telephone number and e-mail
address of the persons who will function as the Town's primary contact and back-up contact person.
Provide brief resumes/qualifications of personnel who will be primarily involved in this project.
Include any certifications earned, special training taken, and memberships in professional groups.
Complete Form found in Exhibit A.
* References: Provide a list of references on form provided as Exhibit B. The Town is particularly
interested in contacting your governmental clients in the state of Vermont.
* Fixed Unit Price Bid Forms. Complete the fixed unit price bid form (Exhibit C) as required per Section
2.04 (Pricing Structure).
* Statement of Exceptions to RFP requirements: Provide a detailed description of any exceptions taken
to the requirements of this RFP, including the Town Standard Terms and Conditions in Section 3.
Exceptions shall be referenced to the applicable RFP section/sub-section numbers. Any other
departures from the Town's RFP are to be identified and failure to do so shall make the Bid non-
responsive.
1.07 Disqualifications: Late BIDS, incomplete and non-responsive BIDS will automatically disqualify
a Bid.
1.08 Evaluation Criteria: The selection committee will evaluate each Bid submitted based on the
below criteria. After receipt and review of the written Bid, the Town may elect to have the Bid presented
in person, or clarifications submitted in writing.
Proposers shall not assume that any information shared with the Town prior to this RFP will be
considered in the Evaluation process of this RFP. Evaluation team may or may not have prior knowledge
of any discussions and processes. Evaluations will be completed on the information submitted in Bid
only.
Evaluation Criteria
Item Description Percentage
Possible
1 Cost 60%
2 Prior Experience and past record of performance 10%
3 Availability of workforce and equipment 10%
4 Commitment to project timelines 10%
5 References 10%
6 Local Vendor 5%
Total Points 105%
5

Hartford Department of Public Works
Hartford Water Division
Division Street Water Main Replacement
1.09 Miscellaneous Items: All Contractors submitting a Bid will be notified via email, upon final
determination by the Town of the firm selected to perform the requested work. All work and materials
used in all work shall be completed in accordance with all applicable Town, State and Federal
Ordinances, Rules, Regulations, and Specifications, and reasonable scheduling established by the Town.
SECTION 2 - SCOPE OF PROJECT
2.01 Project Description: The Town of Hartford is seeking sealed BIDS from contractors to install
approximately 500' of 2" water main with (8) 1" service connections and a temporary 2" blow-off
assembly along Division Street in Wilder with all pipe and fittings supplied by the town. 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.
The potential work is to be funded by the Town of Hartford. This is not a guaranteed scope of work;
financial conditions might arise that would cause the Town to reduce the amount of work to be done.
2.02 Project Scope and Requirements: Contracting firms must have a demonstrated ability to
perform the below scope of work and an understanding and ability to comply with all applicable rules,
regulations, specifications, permits, permit conditions, and documents associated with this project as
also listed below.
1. Scope of Project: The Town desires to have a 2" water main and associated service line
improvements as shown on the estimating plans (Exhibit A) installed. The items to be provided by
the town and installed by the contractor are described in the estimating plans as follows.
Item #1: Install a 2" brass corporation valve into an existing 6" ductile iron end cap with the
outlet side fitted with a pack-joint fitting and stiffener (or equivalent) to accept 2"
SDR 9 PE (CTS) 250 PSI water pipe.
Item #2: Install a total of approximately 500 LF of 2" SDR 9 PE (CTS) 250 PSI water main with
tracing wire.
Item #3: Assemble and install a total of eight (8) 2" x 1" x 2" brass tees with pack-joint
fittings and stiffeners (or equivalent) to accept 1" or 2" SDR 9 PE (CTS) 250 PSI
water pipe.
Item #4: Install a total of approximately 120 LF of 1" SDR PE (CTS) 250 PSI water service line
and tracing wire.
Item #5: Assemble and install eight (8) 1" curb stop valves and boxes and a 34" reducer, all
fittings to be pack-joint fittings with stiffeners (or equivalent) to accept SDR 9 PE
(CTS) 250 PSI water pipe.
Item #6: Assemble and install a 2" blowoff assembly fitted with a pack-joint fitting and
stiffener (or equivalent) to accept 2" SDR 9 PE (CTS) 250 PSI water pipe.
Scope of Project Notes
1. Except for water pipe, tracing wire and water fittings all materials for trenching and surface
restoration of surfaces including topsoil, seed, much, asphalt, concrete, curbing, fencing,
landscaping along with any disposal of waste materials, and all equipment and labor required
to complete the work incidental to Items 1-6.
6

Hartford Department of Public Works
Hartford Water Division
Division Street Water Main Replacement
Scope of Project Notes Continued
2. All miscellaneous expenses including but not limited to warranty coverage, incidental sewer
service repairs, traffic control, erosion control, disinfection, and pressure/leakage testing are to
be included within mobilization and demobilization.
2. Project Requirements: All construction shall comply with the following requirements.
Layout and Grading: The layout shall comply with the estimating plan, and the site grades
shall be restored to existing conditions.
Local Standards: Construction shall comply with all applicable sections of the Town of
the Hartford Water Technical Specifications and Standard Details
except as modified by the estimating plans.
State Standards: Except when exceeded by more stringent local specifications
construction must comply with the Vermont 2024 Water Supply Rule.
Traffic Control: The project must comply with Part Six of the Manual on Uniform Traffic
Control Devices when necessary.
Erosion Control: The project must comply with the Vermont Low Risk Site Handbook for
Erosion Prevention and Sediment Control.
Warranty: The Contractor shall in good faith warranty the workmanship of the
project for a period of year or twelve months from the time of
substantial completion.
Working Hours/Days: Work shall not be conducted on Sundays, or between the hours of 7:00
p.m. and 7:00 a.m., except in emergency situations. Notwithstanding
the foregoing, all construction equipment used during any such
exempt activity shall be fitted with the original or equivalent of
factory-installed muffling devices, with all construction equipment to
be maintained in good working order except as permitted.
2.04 Pricing Structure. Prices proposed will remain firm for acceptance within 30 calendar days
after the RFP closing date. The fee Bid and cost structure should be submitted to include the following:
1. Any bidding contractor shall provide a Unit Price Bid Form (Attachment C) for the Division Street
Water Main Improvements.
2. Except for pipe, tracing wire and fittings, the Unit Bid Price shall include all materials for trenching
and surface restoration of surfaces including topsoil, seed, much, asphalt, concrete, thrust blocks,
curbing, fencing, landscaping along with any disposal of waste materials, and all equipment and
labor required to complete the work incidental to Items 1-6.
3. The bid price for mobilization and demobilization shall include all miscellaneous expenses
including but not limited to warranty coverage, incidental sewer service repairs, traffic control,
erosion control, disinfection, and pressure/leakage testing.
7

Hartford Department of Public Works
Hartford Water Division
Division Street Water Main Replacement
SECTION 3 - REQUIREMENTS AND CONDITIONS FOR ALL PROPOSERS
3.01 Tax Exemption: All items purchased under this contract will be exempt from the State of
Vermont Sales Tax as provided for in 32 V.S.A. 9701(5); 9743(1)-(3). Blanket Certification of
Exemption Forms will be furnished to the Proposer by the Finance Division.
3.02 Proposer Affidavit: If the successful proposer should be a corporation not incorporated under
the laws of the State of Vermont, a certificate from the Secretary of State showing the rights of the
successful proposer to do business in the State of Vermont shall be furnished. Each proposer is required
to submit with their bid, an Affidavit stating that neither the proposer nor agents thereof, nor any other
party of the proposer has paid or agreed to pay directly or indirectly, any person, firm or corporation,
any money or valuable consideration for assistance in procuring or attempting to procure the contract
herein referred to, and further agreeing that no such money or reward will hereafter be paid.
3.03 Proposer's Financial Obligation to the Town: No bid may be accepted or contract awarded
to any person, firm or corporation that is in arrears or in default to the Town, or that is a defaulter of
surety or otherwise upon any obligation to the Town or has failed to perform faithfully any previous
contract with the Town.
3.04 Proposer's Incurred Costs: Each proposer shall be responsible for all costs incurred in
preparing a response to this RFP. All materials and documents submitted by the proposer in response
to this RFP shall become the property of the Town, and shall not be returned. Respondents selected for
further negotiations, as well as the proposer ultimately selected to enter into a contractual agreement
with the Town, shall be responsible for all costs incurred by it during negotiations.
3.05 STANDARD AGREEMENT TERMS FOR PROFESSIONAL SERVICES
(Standard terms subject to change by the Town subject to change prior to the award of the contract.)
Article 1 - Term: The Agreement shall commence upon execution by the Town and shall terminate
upon expenditure of all funds provided herein or on December 31, 2019, whichever date is earlier.
Article 2 - Services to be Performed by Contractor: Contractor shall provide all services
necessary to complete the Services that are described in an Attachment, Scope of Services, which is
incorporated herein by reference.
Article 3 - Compensation: Upon receipt, review, and acceptance of an invoice by the Department
of Public Works it will be forwarded to the Finance Department where the standard terms of payment
will follow the most current Town of Hartford Purchasing Policy and Procedure as approved by the
Selectboard.
Article 4 - Town's Responsibilities: The Town will furnish Contractor, at no cost or expense, all
reports, records, data that might be necessary or useful to complete the Services required under this
Agreement.
8

Hartford Department of Public Works
Hartford Water Division
Division Street Water Main Replacement
Article 5 - Standard of Care: Contractor shall exercise the same degree of care, skill, and diligence
in the performance of the Services as is ordinarily possessed and exercised by a professional under
similar circumstances. Contractor shall have no liability for defects in the Services attributable to
Contractor's reliance upon or use of data or other information furnished by the Town or third parties
retained by the Town. If, during the one year period following completion of the Services, it is shown
there is an error in the Services caused by Contractor's failure to meet such standards and Town has
notified Contractor in writing of any such error within that period, Contractor shall perform, at no
additional cost to Town, such Services within the original Project as may be necessary to remedy such
error.
Article 6 - Indemnification: Contractor shall indemnify and defend the Town and its elected
officials, officers, employees and agents from and against all claims, losses, damages, and expenses
(including reasonable attorneys' fees) of whatsoever kind and nature, to the extent that such claims,
losses, damages, or expenses are caused by or arise out of the performance or non-performance of this
Agreement and/or the acts, omissions, or conduct of Contractor and its agents, employees, contractors,
sub-contractors and representatives in undertaking and performing the Services.
This Article shall survive early termination or expiration of this Agreement.
Article 7 - Insurance: During the term of this Agreement, Contractor shall maintain, at its sole cost
and expense, no less than the following insurance issued by an insurance company authorized to
conduct business in the State of Vermont and having an "A" rating or better:
(1) General Liability Insurance, having a combined single limit of $2,000,000 for each occurrence and
$2,000,000 in the aggregate.
(2) Automobile Liability Insurance, having a combined single limit of $1,000,000 for each person and
$1,000,000 for each accident.
(3) Employers' Liability Insurance, having a limit of $500,000 for each occurrence.
(4) Professional Liability Insurance, having a limit of $1,000,000 annual aggregate.
(5) Contractor shall maintain errors and omissions insurance in the amount of $1,000,000.00.
(6) Contractor also shall maintain Workers' Compensation Insurance in such amounts as required by
law for all employees, and shall furnish to the Town evidence of same.
No warranty is made that the coverages and limits listed herein are adequate to cover and protect
the interests of the Contractor for the Contractor's operations. These are solely minimums that have
been developed and must be met to protect the interests of the Town.
Current certificates of insurance for all policies and concurrent policies required to be maintained by
Contractor pursuant to this Article shall be furnished to the Town. All such insurance policies, excluding
Professional Liability Insurance, shall name the Town, its elected officials, officers, agents, employees,
and volunteers as additional insureds, but only to the extent of the extent of the policy limits stated
herein. All policies of insurance required hereunder shall contain a provision requiring a minimum of
thirty (30) days advance written notice to the Town in the event of cancellation or diminution of
coverage.
9

Hartford Department of Public Works
Hartford Water Division
Division Street Water Main Replacement
Article 8 - Ownership of Documents and Intellectual Property: Documents and reports
prepared by Contractor as part of the Services shall become the sole and exclusive property of the Town
upon payment, except as otherwise provided in this Agreement. Contractor shall have the unrestricted
right to their use.
Contractor shall retain its rights in pre-existing and standard scripts, databases, computer software, and
other proprietary property. Intellectual property that is not specifically designed or created exclusively
for the Town in the performance of this Agreement shall also remain the intellectual property of
Contractor.
Article 9 - Termination: This Agreement may be terminated by the Town upon written notice in
the event of substantial failure by Contractor to perform in accordance with the terms of this
Agreement. Contractor shall have fifteen (15) calendar days from the date of the termination notice to
cure or to submit a plan for cure acceptable to the other party.
The Town may terminate or suspend performance of this Agreement for the Town's convenience upon
thirty (30) days prior written notice to Contractor. In the event of termination by the Town hereunder,
the Town will pay the Contractor for Services provided up to the date of termination.
Article 10 - Standard Terms
A. Delay in Performance
Neither the Town nor Contractor shall be considered in default of this Agreement for delays in
performance caused by circumstances beyond the reasonable control of the non-performing party. For
purposes of this Agreement, such circumstances include, but are not limited to, abnormal weather
conditions; floods; earthquakes; fire; epidemics; war, riots, and other civil disturbances; strikes,
lockouts, work slowdowns, and other labor disturbances; sabotage; judicial restraint; and inability to
procure permits, licenses, or authorizations from any local, state, or federal agency for any of the
supplies, materials, accesses, or services required to be provided by either the Town or Contractor
under this Agreement, provided the aforementioned circumstances are not due to the negligence or
fault of the asserting party or any of its agents, employees, contractors, sub-contractors and/or
representatives.
Should such circumstances occur, the non-performing party shall, within a reasonable time of being
prevented from performing, give written notice to the other party describing the circumstances
preventing continued performance and the efforts being made to resume performance and any effects
on the project's timeline.
B. Governing Law and Venue
This Agreement shall be governed by and construed in accordance with the laws of the State of
Vermont, without giving effect to the principles thereof relating to conflicts or choice of laws. Any
arbitration, litigation or other legal matter regarding this Agreement or performance by either party
must be brought in a court of competent jurisdiction in Windsor County, Vermont.
10