CoOp_Cooling_Tower_installation.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/newhavenct

City of New Haven, CT

REQUEST FOR PROPOSAL

2025-RFP-204

COOP COOLING TOWER INSTALLATION

RELEASE DATE: June 16, 2025

RESPONSE DEADLINE: July 15, 2025, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2025-RFP-204

Title: CoOp Cooling Tower installation

Table Of Contents

1. Project Summary

1.1. Summary

1.2. Timeline

1.3. Procurement Contact

2. Instructions to Respondents

2.1. Internet Access

2.2. Solicitation Downloads

2.3. Inquiries for Clarification

2.4. Addendum to Bid Documents

2.5. Contract Term

2.6. Insurance Requirements

2.7. Certification and Licenses

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

2.9. Wages and Salaries

2.10. Local Preference Ordinance

2.11. MBE/WBE Sub-Contractor Utilization

2.12. Equal Employment Opportunity

2.13. Construction Related Permits

2.14. Alternate Responses

2.15. Pricing Sheet

2.16. Solicitation Process and Submission

2.17. Solicitation Protest

2.18. Award of Contract

2.19. Execution of Contract

2.20. Notice to Proceed

2.21. No Purchase Order – No Payment Policy

2.22. Electronic Invoice Policy

2.23. Payment Policy

3. Project Details

3.1. Proposal Specifications

3.2. Evaluation Criteria

3.3. Calculation Sheet

3.4. Response Submittals

3.5. Attachments

Attachments:

A - Cooperative Arts - Delta TM-115412 Selection

B - CoolingToweratCo-OpSchool_BuildingSchedule

C - CEO - BOA_APPROVED BUDGET_FINES PENALTIES CHART FY-24-25

D - EEOC_Vendors_Notice of Fees

1. Project Summary

1.1. Summary

Contract Name: CoOp Cooling Tower installation

Solicitation #: 2025-RFP-204

Department: NHPS-Facilities

This project for the NHBOE involves the removal and replacement of the existing cooling tower at the CO-OP

School in New Haven. The NHBOE will be pre-purchasing the new cooling tower, and contractor’s scope will include the demolition of the existing tower, structural modifications, rigging, and installation of all associated piping, electrical, insulation, and controls. Due to the size of the equipment and logistics, the project will require a large crane, temporary street shutdowns, and police detail coordination.

1.2. Timeline

Solicitation/Advertise Date: June 16, 2025

Pre-Proposal Meeting (Non-Mandatory): June 25, 2025, 1:00pm

CoOp school

Question & Clarification Deadline: July 3, 2025, 5:00pm

Solicitation Due Date: July 15, 2025, 11:00am

1.3. Procurement Contact

Michael Trnik

Procurement Coordinator

54 Meadow Street, 4th Fllor

New Haven, CT 06519

2. Instructions to Respondents

2.1. Internet Access

A. The City cannot guarantee that equipment involved in Solicitation Submission and/or solicitation technology will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received at the designated location complete and on time. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. Downloading solicitations of any type does not obligate the City to send you future notifications of solicitations or addendum updates.

C. It is the Respondent's responsibility to review your status on our website and update your contact information accordingly.

D. The City does not recommend waiting till the last day to start and/or submit your response.

2.2. Solicitation Downloads

A. Every part of this document may be downloaded from the website at no cost to you. If you require a third party to print the specifications and/or drawings, that cost will be borne by you.

B. Drawing File Format: PDF

C. Click on the "Downloads" to download the drawings.

D. If you don't have Adobe Acrobat and you wish to view the files in PDF format, Download the application here: https://get.adobe.com/reader/

E. Drawings - The following three local firms are examples of companies that can reproduce drawings and/or any portion of the documents. These suggestions are not to be considered endorsements in any way. Any other firm with the AutoCAD, DWG, DXF, DWF & CSF Viewers will also be able to reproduce the drawing files.

2.3. Inquiries for Clarification

A. The City will not respond to a Respondent's request(s) for oral interpretation and/or clarification of the

Solicitation Specifications for any reason.

B. The City will respond to a Respondent’s written request(s) for interpretation and/or clarification of the

Solicitation Specifications.

1. Any written Inquiry for Clarification must be received seven (7) or more business days prior to the

Closing Date. Any request received by the City after this deadline will not be given consideration.

2. Every request for such an interpretation shall be made in writing via City’s e-Procurement Portal's

Question & Answer feature.

https://procurement.opengov.com/portal/newhavenct/projects/159527 https://get.adobe.com/reader/ https://procurement.opengov.com/portal/newhavenct/projects/159527

3. Please do not send questions or requests for clarification in a PDF format.

4. Every interpretation made to a Respondent will be in the form of an Addendum or Question &

Answer to the Solicitation Documents.

2.4. Addendum to Bid Documents

A. All Addenda to the Solicitation Documents shall become part of the Solicitation. Respondents are required to check the Website for Addendum. Each Respondent shall be bound by such Addenda whether or not received/viewed by the Respondent.

B. Questions are submitted through your account and the selected solicitation Web Address:

https://procurement.opengov.com/portal/newhavenct/projects/159527, through the “Question &

Answer” section to submit your question(s).

C. We will endeavor to post Addendums regarding Inquires for Clarification, not less than five (5) calendar days prior to the Bid Closing Date and Time.

D. Addendums regarding extension of time will be posted on the City website, any time prior to the

Solicitation Closing Date and Time.

2.5. Contract Term

The term of the contract because of this solicitation shall be one year unless stated elsewhere in the

Specifications. If there are any options to renew, all renewals will be at the sole discretion of the City and pursuant to the same terms and conditions.

2.6. Insurance Requirements

Proof of insurance is not required to be submitted with your response unless specifically requested, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance

Requirements" section of this document.

The City requires all contractual work to be insured as identified in the following sections.

The term “Contractor” and/or “subcontractor” as used in this section, shall mean, and include Contractors and subcontractors of every tier.

Each Solicitation, Agreement and/or Award will include a specific Risk Template which will detail all the insurance requirements for the project.

Any policies maintained by the contractor and its owned and/or rented equipment and materials shall contain a provision requiring insurance companies to waive their rights of subrogation against the City of New Haven

(Owner) and all other Indemnities named in the contract.

City of New Haven requires all contractors and vendors whose work or services may bring them into direct contact with youth under the age of 21 years to carry a minimum of $1 million in Abuse and Molestation insurance coverage.

Direct contact refers to situations where vendors directly interact with, supervise, or provide services to youth under the age of 21.

Examples of vendors subject to this requirement include:

Therapists Medical professionals Before and after-school program providers

Vendors excluded from this requirement include:

On-call facility-related repair services and construction services (e.g., plumbers, electricians, general contractors, roofers) who do not have direct contact with youth.

This requirement applies to all vendors working on projects within:

City of New Haven facilities New Haven Public Schools (NHPS) facilities

Certificates of Insurance

The successful bidder shall provide certificates with a minimum AM Best’s rating of “A-“VIII of insurance, showing coverage by an insurance carrier authorized by the State of Connecticut to write insurance in the State.

The certificates shall show the City as an additional name insured. Said certificate should contain the following endorsements.

PLEASE NOTE THAT ALL CERTIFICATES OF INSURANCE MUST INCLUDE:

A. The City of New Haven shall be named as an additional insured with subrogation.

B. Endorsement shall include the work description, Contract/Project name and location.

C. Insurance agent contact information, name, email and phone number

D. An endorsement that the insurance company will give at least thirty (30) days written notice to the City prior to any modification or cancellation of any such insurance coverage.

POLICY REVIEW AND APPROVAL

At the discretion of the City, the Contractor may be asked to submit to the City copies of insurance policies for review and approval. The City may, in writing, notify the Contractor of any disapproval of any such policies, and satisfactory policies shall be provided in place of those disapproved.

The Respondent shall submit an insurance certificate in addition to a copy of each policy if requested. The

Contractor shall require its subcontractors to obtain policies of similar insurance before each commences work.

All such insurance shall be carried with financially responsible insurance companies, licensed in the State and approved by the City and shall be kept in force until the Contractor’s work is accepted by the City, which expire before the Contractor’s work is accepted by the City shall be renewed and submitted to the City for its approval.

A. Insurance will be required for the entire term of the contract. The insurance agent contact information(name , email, phone number) must be on the COI. COI are to be emailed to your project contact(see award notice) and NHpurchasingCOI@newhavenct.gov.

B. Renewal Certificates of insurance should email to support@certificail.com

Contractor/Vendor shall agree to always maintain in force during the contract the following minimum coverage and shall name the City of New Haven as an Additional Insured (1) on a primary and non-contributory basis to all policies except Workers Compensation and Professional Liability. All policies, except Professional Liability, should also include a Waiver of Subrogation.

2.6.1. General Liability

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $1,000,000 Y Y

Combined

Aggregate

$2,000,000 Y Y

Products/Completed Operations

Aggregate

$2,000,000 Y Y

2.6.2. Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Workers'

Compensation

Statutory Limits

EL EACH $500,000 --- Y

EL DISEASE $500,000 --- Y

EL POLICY $500,000 --- Y

mailto:NHpurchasingCOI@newhavenct.gov mailto:support@certificail.com

2.6.3. Auto Liability (includes all owned, hired & non-owned autos)

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Combined Single

Limit Each accident including endorsements

$1,000,000 Y Y

2.6.4. Excess/Umbrella Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence --$1,000,000 Y Y

Combined Aggregate --$1,000,000 Y Y

2.6.5. Professional Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

--$1,000,000 -- --

2.6.6. BUILDER’S RISK / INSTALLATION FLOATERS (when applicable) When this contract or agreement includes the construction of and/or the addition to a permanent structure or building; including the installation of machinery and/or equipment, the following insurance coverage must be afforded:

Coverage Form: Completed Value, All Risk in an amount equal to 100% of the value upon completion or value of equipment to be installed.

2.6.7. Additional Information

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

2.6.8. Notes

• Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.

• If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be included.

• City of New Haven is the Certificate holder and the additional insured.

City of New Haven 200 Orange Street Rm 301 New Haven, CT 06510

2.7. Certification and Licenses

If the service(s) that you are providing is a service for which a certification, license or other form of qualification is required, please provide documentation with your statement of qualifications.

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

A. The Unit Prices for each of the Solicitation items include its pro rata share of overhead so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price represents the total Bid. Special attention is called to this section because in the event it is necessary to revise the quantities, increase or decrease thereof may be made without limit and adjustment and compensation shall be made on the basis of the Unit Prices for such items.

B. Unit Prices should not include federal excise or state sales taxes. State Sales Tax is exempt under

Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes when goods are consigned to the City. Tax Exemption certificates will be furnished by the Supervisory

Auditor - Accounts Payable upon satisfactory proof of delivery to the City.

C. It is understood an agreed that the Unit Prices shall control the Contract award.

D. The quantities noted in this Solicitation are approximate (estimated only for use in comparing Bids); and that the sums obtained by multiplying the Unit Prices by the estimated quantities, and also the Total of these sums, are inserted for the purpose of checking this Solicitation and for the convenience of the

Respondent. The Unit Prices paid are for the actual ordered quantities only.

E. Shipments should be consigned to the City in care of the Contractor.

F. Unbalanced high or low Bid Unit Prices will be reviewed and may be grounds for rejection.

G. Pricing and Supply of Good and Services submitted by vendor as a result of this solicitation must be maintain for at least twelve (12) months from the date of bid submission, unless an increase in length is noted in the specification section of this solicitation.

2.9. Wages and Salaries

Prevailing Wage State Rates would be applicable for this solicitation. See attachments.

A. Salary rates and the classification of employees shall be as specified in the Solicitation Documents.

B. The rate of pay set forth in the Solicitation Documents is the minimum that shall be paid during the life of the Contract. Bidders must inform themselves about local labor conditions (e.g. the length of work day and the work week, overtime compensation, health and welfare contributions, labor supply and prospective changes and adjustments of rates).

Wages. Salary rates and the classification of employees shall be as specified in the Solicitation Documents and Contract Documents. The rates of pay set forth in the Solicitation Documents are the minimum that shall be paid during the life of the Contract. Bidders must inform themselves about local labor conditions

(e.g. the length of workday and the work week, overtime compensation, health and welfare contributions, labor supply and prospective changes and adjustments of rates).

2.10. Local Preference Ordinance

A. For this section, "City Based Business" shall mean a business with a principal place of business located within the City of New Haven. A "City Based Business” shall maintain such status throughout the term of any Contract with the City. Failure to maintain such status shall be grounds for the City to terminate said Contract.

B. To be considered a City Based Business you must submit satisfactory proof to the Purchasing Agent of your current City of New Haven address. Some examples of proof include are, but not limited to:

1. Proof of payment of City of New Haven Real Estate tax bill(s)

2. A current, long term lease in the City of New Haven

3. Proof of payment of City of New Haven personal Property tax bill(s)

C. The Local Preference ordinance can be found in Section 2-483 of the City of New Haven’s Code. Please review for further details.

2.11. MBE/WBE Sub-Contractor Utilization

A. Good Faith Efforts - Bidders must objectively demonstrate to the City positive efforts to meet the City's

25% goal for the use of minority and women-owned small businesses (“Targeted Enterprises”) in the project.

B. The Sub-Contractor Utilization ordinance can be found in Section 12 ¼ of the City of New Haven’s

Code. Please review for further details.

2.12. Equal Employment Opportunity

A. A pre-award conference concerning equal employment opportunity compliance by the Awardee will be scheduled the week prior to the City’s authorizing the award. The contractor will receive forms and other documentation that must be completed and returned to the City prior to the date of the pre-award conference. The Contractor's Affirmative Action/Equal Opportunity compliance report will represent the major focus of discussion at the pre-award conference. The contractor is responsible for satisfying the affirmative action/equal opportunity provisions as set forth in or referred to in these Solicitation

Documents.

B. Any proposed subcontract under this Contract must submit a certification regarding Equal Employment

Opportunity, similar to that submitted by the Respondent. Approval of the subcontractor award cannot be given by the owner unless and until the proposed subcontractor has submitted the certification and/or other evidence that it has fully complied with any reporting requirements to which it is or was subject.

C. Although the Respondent is not required to attach such certification by proposed subcontractors to its

Response, the Respondent is herein advised of this requirement so that appropriate action can be taken to prevent subsequent delay in subcontract awards.

D. The Equal Employment Opportunity ordinance can be found in Section 12 ½ of the City of New

Haven’s Code. Please review for further details

2.13. Construction Related Permits

The contractor is responsible for all fees associated with Permits.

2.14. Alternate Responses

No alternate responses will be considered unless alternate responses are specifically requested by the City.

2.15. Pricing Sheet

A. Please provide your pricing matrix via Response Submittals. The City of New Haven must be readily able to discern your pricing Qualifications at a quick glance.

B. A brand name, model number or other designation that identifies the product of a manufacturer may be indicated. Other brands will be considered, provided they meet the quality standards of the brands listed within. Product literature, i.e. (M.S.D.S.) must accompany any substituted product with your submission.

2.16. Solicitation Process and Submission

2.16.1. Solicitation Process

A. Early Submittal of Digital Responses - Responses received prior to the advertised hour of closing are kept sealed on the City's e-Procurement Portal.

B. Solicitation Closing - At the time fixed for the submission deadline of responses, the City will open the

Digital Response received by the submission deadline utilizing the City's e-Procurement Portal. Pricing information will be available publicly and can be accessed at:

https://procurement.opengov.com/portal/newhavenct/projects/159527 in the "Results" tab. Respondents and other interested parties can visit the City's e-Procurement Portal for the list of respondents and their respective pricing information. To receive notifications regarding the pricing results, interested parties must click on "Follow" on the Public Solicitation Portal.

C. Late Submittals – with the advent of complete digital bidding, no submission will be accepted after the closing date and time.

D. Withdrawal of Responses - Responses may be withdrawn by you prior to the submission deadline of responses by you retracting your digital response submission.

E. Response Rejections - The City reserves the right to reject any and all responses which do not meet the requirements. Some reasons for rejection include, but are not limited to: altered or qualified contractual terms, non-conforming Response, incomplete or erroneous paperwork, and/or not habitually performing with the Respondent's own forces.

F. Solicitation Rejection Notification - Should the City reject a response for any reason, the Submitter shall be notified. In case of such rejection, the City will return the Bid Bonds to the Respondent(s). No other part of a Respondent's Submission will be returned.

2.16.2. Solicitation Submission

A. Electronic/digital Submissions - Follow instruction on the portal for bid submission – all required forms are indicated as such.

B. Each solicitation response must be submitted in the prescribed format. All blank spaces must be filled in as noted. Responses must give the prices in numerical figures. No changes shall be made to the City’s documents for any reason.

C. The Respondent shall sign their Response in the blank space provided for this purpose. If the solicitation response is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated and the Response Submission must be acknowledged by a corporate officer as applicable. Any partner of corporate stockholder owning 25% or more of the business shall also be disclosed.

D. The City may consider any Submission not prepared and submitted in accordance with the provisions hereof, and may, at its option, waive any informalities.

E. No Respondent may withdraw a submission within one hundred twenty (120) days after the actual date of the opening thereof.

2.17. Solicitation Protest

A. Any Solicitation protest must be submitted in writing. Respondents may file a written protest of the

Solicitation results with the City's Purchasing Agent, within 48 hours of the posting of the Solicitation results on the City Website.

B. A protest must be submitted via email, purchasing@newhavenct.gov, or Fax, 203-946-8206.

C. The City will acknowledge receipt of written protest. If the Purchasing Agent or representative has not acknowledged receipt of the protest by the close of business on the following day, please contact the

Bureau of Purchases at 203-946-8201 or by Fax at 203-946-8206.

2.18. Award of Contract

A. No contract shall be awarded to any contractor, if the entity, or any owner, officer or director thereof is delinquent in any tax or other financial obligation to the city, including, without limitation, a current or ongoing contract dispute concerning performance under an agreement with the municipal government if, in the opinion of the Corporation Counsel, the current or ongoing contract dispute is related to the requirements of the solicitation.The fact that any other entity of which the owner or principal of any contractor is an officer or director is delinquent in the payment of any tax or other financial obligation to the city, shall be a negative factor in the selection or award of such contractor until such obligation is settled.

B. The City will endeavor to award a contract for this Solicitation within one hundred and twenty (120) days after the date of the Solicitation opening. All Respondents acknowledge their Response submittal will be valid for the duration of the one hundred and twenty (120) days timeframe.

C. The City reserves the right to separately Solicitation or secure pricing from additional contractors that may relate to the goods and/or services in the instant Solicitation, whether or not such goods and/or services are additional to the quantities stated in the instant Solicitation.

D. The City of New Haven reserves the right to award one or more contracts as a result of this solicitation.

E. The City will not award to any contractor who is ineligible under any of applicable regulations issued by the Secretary of Labor and United States Department of Labor.

F. The City will not award to any contractor who is not qualified under applicable State and local laws and regulations.

G. Without limiting the generalities of the foregoing, a contractor will be deemed ineligible if they are not current with any taxes or other outstanding obligations to the City of New Haven.

mailto:purchasing@newhavenct.gov

H. Should a Contract be awarded, it will be awarded by the City to the lowest responsible qualified

Respondent based on the lowest Base Bid.

I. Availability of funds – The awarding of all contracts is contingent upon the availability of appropriate funds. If funding is not available at the time of award and/or execution of the contract the City reserves the right to cancel the Solicitation.

J. All Bid Bonds will be returned to all Respondents upon the execution of the contract documents to the awarded Respondent.

K. Certificate of Insurance must be email to project manager (see award notice) and to

NHpurchasingCOI@newhavenct.gov

2.19. Execution of Contract

A. In executing the Agreement, the Awardee will be required to reaffirm and restate all representations made in its Response Submission.

B. After the notice of award and within ten (10) days after the prescribed forms are presented for signature, the Awardee shall execute and deliver to the City the Agreement in the form included in the Contract

Documents, in such number of copies as the City shall require.

C. The failure of the Awardee to execute such Agreement, pay any taxes due, to supply the required bonds or submit the Certificate of Insurance, all within ten (10) days after the prescribed forms are presented for signature, or within such extended period as the City grants based upon reasons determined sufficient by the City, shall constitute a default and the City reserves the right to any remedies available at law or in equity including pursuit of Bid Bond. The City may either award the Contract to the next lowest responsible Respondent or re-advertise the Solicitation.

D. Performance Labor and Material Bonds - (see Project Summary for applicability)Having satisfied all conditions of award as set forth elsewhere in these documents, the successful Respondent shall, within the period specified in paragraph "A" above, furnish a bond in a penal sum not less than the amount of the Contract as awarded, as security for the faithful performance of the Contract, and a labor and material bond for payment of all persons, firms or corporations to whom the Contractor may become legally indebted for labor, materials, tools, equipment, or services of any nature including utility and transportation services, employed or used by him in performing the work. Such bonds shall be in the same form as those included in the Solicitation Documents and shall bear the same date, or a date after that of the Agreement. These bonds shall be signed and issued by a guaranty or surety company satisfactory to the City, authorized and qualified to do business in the State of Connecticut, and listed in the latest issue of the U.S. Treasury Circular 570, and the penal sum of any such bond shall be within the maximum specified for such company in said Circular 570. The current power of attorney for the person who signs for any surety company shall be attached to such bonds.

E. Commencement of Work – The City will not be responsible for payment of any work performed or materials supplied by the successful respondent before the Contractor receives a fully executed mailto:NHpurchasingCOI@newhavenct.gov agreement unless an emergency situation has been declared by a City employee duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency

2.20. Notice to Proceed

Once a contract is formally signed and in effect, the specific City department that initiated the need for the contracted work will then issue a Notice to Proceed (NTP). This official written communication formally authorizes the contractor to commence the contracted services or project. The NTP typically specifies the start date of the work and may also include important details such as:

• Project name and contract number: For clear identification.

• Contact information: For relevant City and contractor personnel.

• Project schedule and milestones: Outlining key deadlines and deliverables.

• Specific instructions or clarifications: Regarding the execution of the work.

• Conditions for commencement: Any prerequisites that must be met before work can begin.

2.21. No Purchase Order – No Payment Policy

Policies and Procedures

The City of New Haven has implemented a 'No Purchase Order, No Payment Policy’ effective July 1, 2019 to reduce cost overruns, unauthorized work, while automating the steps for payment of invoices. This means that without an official Purchase Order number and/or enough unencumbered funds available, payment of supplier invoices will be rejected or significantly delayed until the change order or adjustments can be processed and approved.

This policy aims to ensure that:

A. All spend shall be supported by an authorized PO prior to requesting the provision of goods/services.

B. Efficient processes are implemented so that goods are delivered when required.

C. The recipient of the goods shall receipt in Munis as soon as the goods are delivered/services performed

(i.e. not upon receipt of the invoice);

D. Cost control is effective and therefore:

E. all expenditure incurred by the City of New Haven is valid and appropriately authorized; and

F. minimizing transactional costs associated with payment for goods and services.

2.22. Electronic Invoice Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/general-information/policies-and-procedures https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy

2.23. Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy

3. Project Details

3.1. Proposal Specifications

3.1.1. CoOp Cooling Tower - logistics

The installing vendor will need to coordinate with the purchasing vendor regarding delivery of equipment.

Responsibility of the installing vendor will include - receipt of equipment, temporary storage of the equipment

(if needed), and delivery to the site on the date of crane/rigging to the roof.

3.1.2. Scope of Work

Scope of Work

1. Demolition & Removal

• Disconnect and remove the existing cooling tower, including all associated piping, electrical connections, insulation, and controls.

• Properly drain and dispose of fluids in accordance with environmental regulations.

• Cut, cap, and secure piping as necessary before new installation.

• Remove and dispose of existing structural supports if not suitable for reuse.

• Dispose of all debris in accordance with local regulations.

2. Structural Modifications

• Evaluate existing structural steel supports and modify or reinforce as required to accommodate the new cooling tower.

• Fabricate and install new structural supports where necessary.

• Ensure all structural work meets applicable building codes and engineering specifications.

3. Rigging & Crane Work

• Coordinate the use of a large crane for the removal and placement of the cooling tower.

• Obtain necessary permits and arrange for street closures.

• Coordinate with local authorities for police detail to ensure public safety.

• Execute the lift following all safety protocols and procedures.

4. Installation of New Cooling Tower

• Receive and inspect the pre-purchased cooling tower upon delivery.

• Set and secure the cooling tower onto the structural supports.

• Align and level the unit to manufacturer specifications.

5. Piping Installation

• Install new condenser water supply and return piping, including all necessary valves, strainers, and accessories.

• Ensure proper alignment, supports, and expansion compensation where required.

• Pressure test piping for leaks before insulation.

6. Electrical & Controls

• Install new power wiring from the electrical panel to the cooling tower, including conduit, disconnects, and terminations.

• Install new control wiring and integrate with the existing Building Automation System (BAS).

• Test all electrical components, including motors, VFDs (if applicable), and safeties.

7. Insulation

• Install new insulation on all condenser water piping.

• Use weatherproof jacketing for exterior piping.

• Ensure all insulation is installed per industry standards to prevent condensation and energy loss.

8. Testing & Commissioning

• Start up and test the cooling tower to verify proper operation.

• Check flow rates, motor performance, and controls integration.

• Provide operational training to the facility team.

• Submit as-built drawings and all necessary closeout documentation.

Exclusions

• Procurement of the new cooling tower (to be provided by NHBOE).

• Upgrades to the existing BAS beyond cooling tower integration.

• Any unforeseen structural repairs beyond the defined scope.

• Asbestos or hazardous material abatement.

Project Schedule

• Coordination of street closures and crane lift will be scheduled in advance.

• The installation timeline will be finalized based on equipment delivery and site readiness.

3.1.3. Equipment Information

Existing Unit (demo): Evapco, Model LPT-829, Serial 7-323389

Replacement Unit (install): Delta, Model TM-115412

3.2. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. 1.1 Competence and Understanding

Vendor shall demonstrate competence, understanding of work to be performed and qualifications of their organization.

A. Excellent level of demonstrated competence and understanding (15 points)

B. Good level of demonstrated competence and understanding (10 points)

C. Fair level of demonstrated competence and understanding (5 points)

Scoring Method:

5-15 Points

Weight (Points):

15 (15% of Total)

Points Based 15 (15% of Total)

2. 1.2 Corporate Experience

Corporate experience, capacity and financial resources of the organization, including work on similar projects in scope/size.

A. Excellent level of corporate experience, capacity and financial resources (20 points)

B. Good level of corporate experience, capacity and financial resources (10 points)

C. Fair level of corporate experience, capacity and financial resources (5 points)

Scoring Method:

5-20 Points

Weight (Points):

20 (20% of Total)

Points Based 20 (20% of Total)

3. 1.3 Ability to Provide Experienced and

Acceptable Staffing Levels

Demonstrate ability to provide experienced and acceptable staffing levels as well as support services, which should be described in detail

(such as technical and other support).

A. Excellent ability to provide experienced and acceptable staffing levels (20 points)

B. Good ability to provide experienced and acceptable staffing levels (10 points)

C. Fair ability to provide experienced and acceptable staffing levels (5 points)

Scoring Method:

5-20 Points

20 (20% of Total)

Points Based 20 (20% of Total)

4. 1.4 Cost

Cost will be reviewed in terms of evaluating which proposal is financially sound to the district.

A. Excellent in terms of being financially sound

(20 points)

B. Good in terms of being financially sound (10 points)

C. Fair in terms of being financially sound (5 points)

Scoring Method:

5-20 Points

20 (20% of Total)

Points Based 20 (20% of Total)

5. 1.5 Quality Assurance and Quality Control

Proposals will be reviewed on submitting firms' level of quality assurance and quality control

A. Excellent level of quality assurance and quality control (5 points)

B. Good level of quality assurance and quality control (3 points)

C. Fair level of quality assurance and quality control (1 point)

Scoring Method:

1-5 Points

Weight (Points):

5 (5% of Total)

Points Based 5 (5% of Total)

6. 1.6 Adherence in Providing Information

Submitted proposal will be reviewed for adherence in providing information required by this Request for Proposal

A. Excellent adherence (5 points)

B. Good adherence (3 points)

C. Fair adherence (1 point)

Scoring Method:

1-5 Points

Weight (Points):

5 (5% of Total)

Points Based 5 (5% of Total)

7. 1.7 Insurance

Proposal submissions will be reviewed for proof of vendor's ability to maintain insurance that meets or exceeds the requirements set by the City of New Haven Bureau of Purchasing as listed in Section 2.2 of this RFP. (5 points)

A. Excellent proof (5 points)

B. Good proof (3 points)

C. Fair proof (1 point)

Scoring Method:

1-5 Points

5 (5% of Total)

Points Based 5 (5% of Total)

8. 1.8 Account Management

Firm's proof that they will provide an experienced, successful account manager and job foreman who will be onsite for the project.

A. Excellent proof (10 points)

B. Good proof (5 points)

C. Fair proof (1 point)

Scoring Method:

1-10 Points

10 (10% of Total)

Points Based 10 (10% of Total)

3.3. Calculation Sheet

A. The City reserves the right to award separate items to separate bidders. Bidders may indicate exceptions to this.

B. All Quantities are estimated. Award of contract will depend upon availability of funds.

C. Prices shall not include sales tax, excise taxes, or any other taxes for which the City is not liable. The

City will execute any necessary exemption certificates.

D. Total Price is calculated by multiplying the (unit price * estimated quantity), the calculated amount will be the amount of your bid.

E. You must enter a currency value in the Unit Pricing column, unless you are not bidding on a commodity item, please enter "0". For construction bidding a currency value of "0" is not valid in the unit pricing column.

F. Do not alter or amend this calculation sheet in any way, (including but not limited to footnotes, asterisks, or any other commentary). Complete the form as it is presented, if alter your bid will be rejected. If you need to make a change you must contact the Bureau of Purchases prior to submittal and we will evaluate the need and if warranted will issue an addendum.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Permits 1 Lump Sum

2 Crane, Rigging, Storage, Delivery 1 Lump Sum

3 Labor 1 Hourly

Line Item Description Quantity Unit of

Measure Unit Cost Total

4 Materials 1 Lump Sum

TOTAL

3.4. Response Submittals

1. Technical Proposal (without cost)* *Response required

2. City Forms Signature Sheet* You are required to complete the following DocuSign form. Please download the below document, complete and have notarized. An online notarization option will be provided for you when responding.

Click here to go to the form

*Response required

3. DISCLOSURE & CERTIFICATION AFFIDAVIT*

Your are required to complete the following DocuSign form. Please download the below document, complete and have notarized. An online notarization option will be provided for you when responding.

Click here to go to the form

*Response required

4. Current Workforce Certificate* Please download the below documents, complete, and upload.

• Current_Workforce_Certifica...

*Response required

5. PPP - Priority Payment Program Application* Please download the below documents, complete, and upload.

• Priority_Payment_Program.pdf

*Response required

6. Would you be submitting the Bid Bond via Surety 2000?* Note: Labor, Material and Performance Bond valued a 100% of the contract amount will be required of awarded vendor.

☐ Yes

☐ No https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=f5c2312b-a468-49f8-8e4b-21b845ae0a04&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2 https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=fc2842d4-2626-4a80-865b-41e2d926ce22&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2 https://government-project.s3.us-west-2.amazonaws.com/84780/54909ddb-005f-4f67-84aa-87b301443feb_Current_Workforce_Certificate.xlsx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4LE7X7UDA%2F20250616%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250616T180705Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEHoaCXVzLXdlc3QtMiJHMEUCIHoJSllFTdjLamOi%2BBIX5qURrM2UI3kxLYk8CqrAZkr4AiEA7UKFKDvVlUcrqIYtzF%2FMiCbYb9JLYOQyyqvmrZ1z4d8qgwUIYxACGgw4OTIzNjQ2ODc2NzIiDMCvFaKl35ovbTtx9CrgBLQK8TVUFaJYQLzDSGj7AcyuZu6FJ4oZr8Bjn3ZlN%2BALEAAJe5i4AB%2FwUF7x2KRBN%2FUY8GcgrNvjQtnjtZ%2B9RQbV7JXQaV8rgJcxAqJ8SOkFQigHTlk6FVYrCkHF2gXMhYYvCqyBacX9WjKo4VNbNdXaledjHcFUcGllg9EZL62V3IKm1%2FjMtzMaCCJT2xvKqU3x9xB844zn16NvX2He33YuMBD74cRS2WfqwLBn8tduRlaYAdVZDRAxpENhJYr1fIAQheH47jPgnot7pfgHuxBfLwW7MLzX7kZS7hwOjTbNyNS%2FsjpF1hwcn34Nbtbq%2FfTM24lU0KQSLvcTrl067oLO8M5FQg9Udl3vZyqhlUJQBe3HmZ1Rtne2Q9q6RBzmWnMRIwpsgvjUipIyFlXmvbaKveEtw0xeDvY7WVxE%2FFf5jEs5v98qXf%2Bhkn24%2F5H%2BVVNvUxxxWxE1fDbXQIb3vEqVJSEAarHLB4l7h558%2Bteg5c5vvfmDLrEzwmE0hpRs2UQ6pJ%2FmpEBeOIvsVbFBaz2no3KTO9Wld9nbWdXyHoVGflia4eN43n0mhatIuz32W9DGELXfAYOGh95lqxhBJb%2F4zky6LQeBvOqc6zi2pdyJ%2BYx10TGLaZtQwOYuLYSLO6%2BbJF8%2F2CwJgBOGmWZDmN%2BLB%2FUEpPLAqV3BR6QDqit1PuRP7kmGJEk7ZLjG5gT%2FhCWF4HjPnbxb67sBmhUEH0YbiYq%2B4p4F06Jp%2BUgbd5kgsm6raS71%2F7wzdQ0lY31qhcTbTYxOc8j5W4fbH8I3%2FUE4qOU0O4B5hbH%2Frv1WFwVFMJG4wcIGOpsBriTxprqMqEpP2NxQNGaac0U2hQCP5AYE18%2FgRXxTZ1UXpz9kuvaUpQiM7cGWrLqj07G5InW%2FcRpIfjWKW5HDe1YgUIXZQ7L%2FsawM9siBB5UppUuJ%2FXl35cN4PDXTA%2Frx1c7KcDOyEZewgjiWaHWpPC2Vaz4sH1dzeADV70KTmPD4gB%2FU6SiWaI9rw02RJ9fDjvuy0SdrOG1pI3s%3D&X-Amz-Signature=08ac24aa9614f2b19f1d63a06553d6548ff8bd080591d5501fe9673d2c5ef79d&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Current_Workforce_Certificate.xlsx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/84780/9ae17ae0-47ba-465b-aceb-3c8235db81c6_Priority_Payment_Program.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4LE7X7UDA%2F20250616%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250616T180705Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEHoaCXVzLXdlc3QtMiJHMEUCIHoJSllFTdjLamOi%2BBIX5qURrM2UI3kxLYk8CqrAZkr4AiEA7UKFKDvVlUcrqIYtzF%2FMiCbYb9JLYOQyyqvmrZ1z4d8qgwUIYxACGgw4OTIzNjQ2ODc2NzIiDMCvFaKl35ovbTtx9CrgBLQK8TVUFaJYQLzDSGj7AcyuZu6FJ4oZr8Bjn3ZlN%2BALEAAJe5i4AB%2FwUF7x2KRBN%2FUY8GcgrNvjQtnjtZ%2B9RQbV7JXQaV8rgJcxAqJ8SOkFQigHTlk6FVYrCkHF2gXMhYYvCqyBacX9WjKo4VNbNdXaledjHcFUcGllg9EZL62V3IKm1%2FjMtzMaCCJT2xvKqU3x9xB844zn16NvX2He33YuMBD74cRS2WfqwLBn8tduRlaYAdVZDRAxpENhJYr1fIAQheH47jPgnot7pfgHuxBfLwW7MLzX7kZS7hwOjTbNyNS%2FsjpF1hwcn34Nbtbq%2FfTM24lU0KQSLvcTrl067oLO8M5FQg9Udl3vZyqhlUJQBe3HmZ1Rtne2Q9q6RBzmWnMRIwpsgvjUipIyFlXmvbaKveEtw0xeDvY7WVxE%2FFf5jEs5v98qXf%2Bhkn24%2F5H%2BVVNvUxxxWxE1fDbXQIb3vEqVJSEAarHLB4l7h558%2Bteg5c5vvfmDLrEzwmE0hpRs2UQ6pJ%2FmpEBeOIvsVbFBaz2no3KTO9Wld9nbWdXyHoVGflia4eN43n0mhatIuz32W9DGELXfAYOGh95lqxhBJb%2F4zky6LQeBvOqc6zi2pdyJ%2BYx10TGLaZtQwOYuLYSLO6%2BbJF8%2F2CwJgBOGmWZDmN%2BLB%2FUEpPLAqV3BR6QDqit1PuRP7kmGJEk7ZLjG5gT%2FhCWF4HjPnbxb67sBmhUEH0YbiYq%2B4p4F06Jp%2BUgbd5kgsm6raS71%2F7wzdQ0lY31qhcTbTYxOc8j5W4fbH8I3%2FUE4qOU0O4B5hbH%2Frv1WFwVFMJG4wcIGOpsBriTxprqMqEpP2NxQNGaac0U2hQCP5AYE18%2FgRXxTZ1UXpz9kuvaUpQiM7cGWrLqj07G5InW%2FcRpIfjWKW5HDe1YgUIXZQ7L%2FsawM9siBB5UppUuJ%2FXl35cN4PDXTA%2Frx1c7KcDOyEZewgjiWaHWpPC2Vaz4sH1dzeADV70KTmPD4gB%2FU6SiWaI9rw02RJ9fDjvuy0SdrOG1pI3s%3D&X-Amz-Signature=e7e376e8560aff16dfb6ae2633f92cf7f907b869d985e308812e5c4445f33ca1&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Priority_Payment_Program.pdf%22&x-id=GetObject

*Response required

When equals "Yes"

6.1. Surety 2000 Bid Bond*

Please enter your Bid Bond information from Surety2000 below.

*Response required

When equals "No"

6.2. Bid Bond*

Please download the below documents, complete, and upload. Do not use any other format other than what has being provided in this package.

• 7-Bonds_Packet2025.pdf

*Response required

7. Statement of Qualifications for City Statement of Qualifications:

Each solicitation response shall include a Statement of Qualifications in the format provided in this

Solicitation upon stationary of the responding entity.

All questions must be answered, and the data given must be clear and comprehensive. The respondent may submit any additional information he/she desires.

7.1. Permanent Main Office Address*

*Response required

7.2. When Organized*

*Response required

7.3. Legal form of ownership. If a corporation, where incorporated.*

*Response required

7.4. How many years have you been engaged in services, under your present name?*

*Response required

7.5. Have you ever failed to complete any work awarded to you? If so, where and why?*

*Response required

7.6. Have you ever defaulted on a contract? If so, where, and why?*

*Response required

7.7. Describe any pending litigation or other factors, which could affect your organization's ability to perform this agreement.* https://government-project.s3.us-west-2.amazonaws.com/159527/850d66d2-b906-4c8e-929c-bf0fe4653c52_7-Bonds_Packet2025.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4LE7X7UDA%2F20250616%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250616T180705Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEHoaCXVzLXdlc3QtMiJHMEUCIHoJSllFTdjLamOi%2BBIX5qURrM2UI3kxLYk8CqrAZkr4AiEA7UKFKDvVlUcrqIYtzF%2FMiCbYb9JLYOQyyqvmrZ1z4d8qgwUIYxACGgw4OTIzNjQ2ODc2NzIiDMCvFaKl35ovbTtx9CrgBLQK8TVUFaJYQLzDSGj7AcyuZu6FJ4oZr8Bjn3ZlN%2BALEAAJe5i4AB%2FwUF7x2KRBN%2FUY8GcgrNvjQtnjtZ%2B9RQbV7JXQaV8rgJcxAqJ8SOkFQigHTlk6FVYrCkHF2gXMhYYvCqyBacX9WjKo4VNbNdXaledjHcFUcGllg9EZL62V3IKm1%2FjMtzMaCCJT2xvKqU3x9xB844zn16NvX2He33YuMBD74cRS2WfqwLBn8tduRlaYAdVZDRAxpENhJYr1fIAQheH47jPgnot7pfgHuxBfLwW7MLzX7kZS7hwOjTbNyNS%2FsjpF1hwcn34Nbtbq%2FfTM24lU0KQSLvcTrl067oLO8M5FQg9Udl3vZyqhlUJQBe3HmZ1Rtne2Q9q6RBzmWnMRIwpsgvjUipIyFlXmvbaKveEtw0xeDvY7WVxE%2FFf5jEs5v98qXf%2Bhkn24%2F5H%2BVVNvUxxxWxE1fDbXQIb3vEqVJSEAarHLB4l7h558%2Bteg5c5vvfmDLrEzwmE0hpRs2UQ6pJ%2FmpEBeOIvsVbFBaz2no3KTO9Wld9nbWdXyHoVGflia4eN43n0mhatIuz32W9DGELXfAYOGh95lqxhBJb%2F4zky6LQeBvOqc6zi2pdyJ%2BYx10TGLaZtQwOYuLYSLO6%2BbJF8%2F2CwJgBOGmWZDmN%2BLB%2FUEpPLAqV3BR6QDqit1PuRP7kmGJEk7ZLjG5gT%2FhCWF4HjPnbxb67sBmhUEH0YbiYq%2B4p4F06Jp%2BUgbd5kgsm6raS71%2F7wzdQ0lY31qhcTbTYxOc8j5W4fbH8I3%2FUE4qOU0O4B5hbH%2Frv1WFwVFMJG4wcIGOpsBriTxprqMqEpP2NxQNGaac0U2hQCP5AYE18%2FgRXxTZ1UXpz9kuvaUpQiM7cGWrLqj07G5InW%2FcRpIfjWKW5HDe1YgUIXZQ7L%2FsawM9siBB5UppUuJ%2FXl35cN4PDXTA%2Frx1c7KcDOyEZewgjiWaHWpPC2Vaz4sH1dzeADV70KTmPD4gB%2FU6SiWaI9rw02RJ9fDjvuy0SdrOG1pI3s%3D&X-Amz-Signature=f8072d4ce56c80eba6ba4528cc0efc06953e2750d3628566359467035be33dbc&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%227-Bonds_Packet2025.pdf%22&x-id=GetObject

7.8. Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the City of New Haven.*

*Response required

7.9. Name, title, address, and telephone number of the individual to whom all inquiries about this

Proposal should be addressed.*

*Response required

7.10. Will you, upon request, fill out a detailed financial statement and furnish any other information or sign a release that may be required by the City of New Haven?*

☐ Yes

☐ No

*Response required

7.11. Tax Identification number(s)*

*Response required

7.12. Are you able to receive Credit Card Payments for your services rendered?*

☐ Yes

☐ No

*Response required

7.13. Attached to this solicitation are contract exhibits for your review. Please be advised that the City of

New Haven maintains a standardized set of contractual terms and conditions that are not subject to negotiation. If your proposal is selected for award, you will be required to adhere strictly to the terms and conditions outlined in this document.*

By submitting a response to this solicitation, you acknowledge and accept this requirement as a condition of award."

☐ Please confirm