Cost_Formula-reward_average_cost_for_RFP.docx

This is a cost formula document supplementing a Request for Proposal from the City of New Haven, Connecticut, for on-call remediation and security services. The RFP (project number 2025-CRFP-CNH-284) seeks to establish contracts with qualified vendors for 24/7 emergency response services including emergency board-up, temporary fencing, water and smoke damage mitigation, debris removal, structural drying, and mold remediation. A non-mandatory pre-proposal meeting is scheduled for November 10, 2025, with final proposal submissions due November 25, 2025, at 3:00 pm. The initial contract term is one year with a potential one-year renewal option. Vendors must demonstrate five years of municipal emergency response experience, proper licensing and insurance, staff certifications, and a comprehensive safety plan, with guaranteed 24/7/365 availability, 15-minute acknowledgment times, and two-hour on-site arrival capabilities.

The City will evaluate proposals using a four-category scoring system awarding 35 points for Mandatory Response & Operational Capability, 35 points for Vendor Qualifications and Experience, 20 points for Scope of Work Capacity, and 10 points for Documentation & Reporting. The cost-scoring methodology will proportionally reward lower-cost proposals using a formula where the lowest proposal cost divided by each individual proposal cost equals the percentage of available points awarded for cost. The procurement includes preferential consideration for small, certified, and disadvantaged vendors on projects between $25,000 and $150,000. Selected vendors will be assigned work on a rotational basis during emergency events and must submit comprehensive documentation including photographic evidence, detailed service logs, and itemized invoicing within 30 calendar days of work completion. The City reserves the right to audit contractor records and cancel agreements for non-compliance with federal, state, and local regulations.