Cost_Formula-reward_average_cost_for_RFP.docx

This is a cost formula reference document related to a Request for Proposal issued by New Haven Public Schools (NHPS) in Connecticut for on-call security systems maintenance, inspection, and repair services. The procurement seeks qualified vendors to provide maintenance and repair of security infrastructure including cameras, keypads, key cards, access control panels, electronic access doors, motion sensors, and both wired and wireless systems across multiple school facilities. Vendors must provide specific pricing for equipment line items and installation services for door systems, Milestone camera systems, and S2 systems, as well as hourly rates for technician services. A pre-submission questions deadline of April 7, 2026 at 11:00 AM is established, with proposals due electronically through the City's OpenGov eProcurement Portal by April 14, 2026 at 11:00 AM. The contract term is one year with two optional one-year renewal periods.

Pricing will be evaluated using the "Reward Low Cost" formula, which awards maximum points to the lowest-cost proposal and proportionally reduces points for higher-cost submissions based on the ratio of the lowest proposal cost to each individual proposal cost multiplied by the available points for the pricing category. The evaluation criteria allocate 20 percent of total points to pricing, with the remaining points distributed among technical understanding and approach (20 percent), quality and responsiveness of submission (20 percent), previous experience (15 percent), and ability to meet response times (25 percent). The procurement includes a 25 percent minority and women-owned business enterprise (MBE/WBE) participation goal and provides local preference of up to 15 percent for city-based businesses on contracts valued at $1,000,000 or less. Qualified vendors must demonstrate a minimum of five years' experience, maintain 24/7 availability with specified response times, possess Milestone and S2 software certifications, carry $1,000,000 general liability insurance and other required coverage, comply with a living wage requirement of $21.95 to $22.95 per hour effective July 1, 2026, and provide three professional references.