ERate_Consulting_-_NHPS.pdf

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City of New Haven, CT

REQUEST FOR PROPOSAL

2024-RFP-076

ERATE CONSULTING - NHPS

RELEASE DATE: August 11, 2024

RESPONSE DEADLINE: September 3, 2024, 11:00 am

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

Request For Proposal #2024-RFP-076

Title: ERate Consulting - NHPS

Table Of Contents

1. Project Summary

1.1. Summary

2. Instructions to Respondents

2.1. Insurance Requirements

2.2. Timeline

3. Project Details

3.1. Procurement Contact

3.2. Proposal Specifications

3.3. Evaluation Criteria

3.4. Internet Access

3.5. Response Submittals

3.6. Solicitation Downloads

3.7. Inquiries for Clarification

3.8. Addendum to Bid Documents

3.9. Contract Term

3.10. Certification and Licenses

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

3.12. Local Preference Ordinance

3.13. Equal Employment Opportunity

3.14. Construction Related Permits

3.15. Alternate Responses

3.16. Pricing Sheet

3.17. Solicitation Process and Submission

3.18. Solicitation Protest

3.19. Award of Contract

3.20. Execution of Contract

3.21. Notice to Proceed

3.22. No Purchase Order – No Payment Policy

3.23. Electronic Invoice Policy

3.24. Payment Policy

3.25. Attachments

Attachments:

A - 9a-Exhibit _RFP Standard Form of Agreement - City of New Haven

B - 9b Exhibit_ _RFP Standard Terms Part II - City of New Haven

1. Project Summary

1.1. Summary

Contract Name: ERate Consulting - NHPS

Solicitation #: 2024-RFP-076

Department: NHPS- Procurement

New Haven Public Schools (NHPS) is seeking a firm to help coordinate and manage the ERATE program

2. Instructions to Respondents

2.1. Insurance Requirements

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.

Certificates of Insurance

The successful bidder shall provide certificates 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. 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 Contractor shall submit an insurance certificate in addition to a copy of each policy. 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. COI are to be emailed to your project contact(see award notice) and NHpurchasingCOI@newhavenct.gov.

B. Renewal Certificates of insurance should email to your project contact.

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, mailto:NHpurchasingCOI@newhavenct.gov should also include a Waiver of Subrogation. (1). Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best’s rating of “A-“VIII.

2.1.1. General Liability with Abuse & Molestation

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

Abuse &

Molestation

$1,000,000 Y Y

2.1.2. 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

2.1.3. 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

2.1.4. Professional Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

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

2.1.5. 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.

2.1.6. 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

2.2. Timeline

Solicitation/Advertise Date: August 11, 2024

Question & Clarification Deadline: August 27, 2024, 5:00pm

Solicitation Due Date: September 3, 2024, 11:00am

3. Project Details

3.1. Procurement Contact

Shawn Garris

Procurement Analyst

200 Orange Street

New Haven, CT 06510

3.2. Proposal Specifications

3.2.1. Proposal Requirements

The general requirements for all respondents are as follows:

1. Assist with preparation of district technology plan. Assist with pushing plan through CT state Education department for state approval and coordinating submission of plan through SLD as needed.

2. Support the NHPS in all phases of the ERATE application and monitoring process.

3. Review district compliance with SLD requirements including CIPA (Children's Internet Protection Act).

4. Assist in development of district Request for Proposals (RFP) for services eligible for ERATE discount and timing of postings of RFPs to New Haven City Web site to meet ERATE compliance.

5. Prepare and submit district’s Form 470-Description of Services Requested.

6. Coordinate and participate, from the ERATE compliance perspective, in the evaluation of bids from service providers. Provide NHPS IT Manager/designated NHPS officials with compliance information for use in the decision-making process.

7. Assist with discount percentage determination including alternative discount mechanisms. This includes assistance with coordinating the ERATE free and reduced lunch survey and discount percentage process. Examples of work include: verifying survey form format is valid, verifying that collection/counting process meets SLD guidelines, and combining ERATE survey data with other valid data types to produce final percentage eligible report by school site.

8. Prepare and submit district’s Form 471-Services Ordered. And provide a timetable of events that reflects key dates when information is needed, forms completed and submitted from first form to SLD through receipt of SLD approvals.

9. Ensure Forms 470 and 471 are properly submitted within filing window and certified.

10. Review Receipt Acknowledgement Letter for accuracy and submit corrections to SLD as needed.

11. Communicate with SLD Program Integrity Assurance personnel as needed to ensure reviewers receive an accurate and timely response.

12. Review Funding Commitment Decision Letter (FCDL) for accuracy. Prepare and submit appeal letters as needed.

13. Prepare and submit Forms 486, 472 and 500 as necessary for collection of ERATE discounts on behalf of the district.

14. Prepare and submit appeal letters, Service Provider Identification Number (SPIN) change requests, service substitutions, change of invoicing mode, contact change letters, and other requests as needed to maximize district’s ERATE discounts.

15. Represent district through all phases of an on-site audit or Bearing Point site visit.

16. Help track billing and payments for all ERATE vendors that have won RFPs and are doing ERATE project related work for the NHPS. If the selected vendor is not an incumbent they must insure that the transition process from the existing ERATE consultancy firm is seamless with no ERATE service issues. Identify ways new vendor would review current filings already submitted and comment on any ways they should be changed and why.

17. Successfully keep records on all aspects of the NHPS ERATE program.

18. Completely understand and correctly apply, when working with or on behalf of NHPS, CT state/municipality procurement policies. This includes both New Haven procurement policy and the CT state procurement policies generally applied to its municipalities.

- The proper application of Tariff designation as defined by CT and the Federal government for service requests is a requirement.

S. As needed participate in monthly meetings to discuss the status of the NHPS ERATE program with: COO, IT

Manager, or/and other NHPS officials and consultants.

T. As needed participate as decision committee members, to validate ERATE Compliance, for ERATE RFPs.

U. Provide guidance to and cooperate with NHPS officials or their designees in regards to all aspects of the

ERATE program. The selected firm will in fact be the ERATE expert for the NHPS.

V. All respondents must provide a staff roster with credentials and a list of current customer references.

W. As needed provide guidance to the School Construction Office in regards to ERATE eligibility for technology designs used at schools under construction.

X. The selected vendor must indicate any percentage of cost increases that could result if they are renewed at the end of the term. Please note: The City of New Haven has the option of extending or renewing these agreements for a period not to exceed two (2) additional twelve (12) month periods at a price not to exceed the published 2025 and 2026 U. S. Bureau of Labor Statistics Consumer Price Index (CPI), Northeast Region. For example, if a renewal is requested in May of 2025 for the following fiscal year of 2025-2026, if there is a requested increase by a vendor, it cannot exceed the published 12-month CPI rate from April of 2024 to May of

20-25.

3.2.2. Project Overview

This project will address the need of the New Haven Public School (NHPS) system to select a consultancy firm to help coordinate and manage the ERATE program for the district. The term of the contract will be for 1 year

(Start date of project – June 30, 2025) with two one (1) year renewal option. Interested firms must respond to the requirements of this RFP and provide a price quote for one (1) year of services and two (2) separate one (1) year renewals

3.2.3. EVALUATION CRITERIA AND RATING SCALE

Each Review member will review independently their assigned Responses using the scoring process listed in each phase of the evaluation criteria.

3.2.4. Method of Award

Method of award will be determined based of highest score based evaluation criteria.

3.3. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. 1. Price:

Overall total cost of submitted solution. Overall cost is determined as a total for the entire life of the contract.

Scoring Process:

a. 25 Points = Lowest overall cost

b. 1-24 Points = Middle range for cost

C. 0 Points = Highest overall cost

0-100 Points 25 (25% of Total)

2. 2. Quality of Service

Based on both Customer References and any

NHPS experience.

Scoring Process: Committee will be looking for overall: Success in increasing the level of

ERATE funding for districts, success in winning denial of funding challenges, success in completing submissions on a timely basis, success in adding new areas for E-rate funding not previously recognized, longevity of current client relationships, success with resolving bearing point visits or/and audit situations, and overall quality of customer service.

A. 15 – 20 Points = Exceptional

B. 5 – 14 Points = Acceptable

C. 0 – 4 Points = Unacceptable

0-100 Points 20 (20% of Total)

3. 3. Personnel Qualifications

ERATE related and professional qualifications of Vendor staff that will be involved with this project.

Scoring Process: RFP responses will receive points as follows –

A. 15 Points = Staff of 7 or more, 1 or more Certified Public Accountants, 1 or more Attorneys on staff. Staff members have an average of 7 or more years experience working with the ERATE program.

B. 10 – 14 Points = Staff of 5 or more, 1 or more Certified Public Accountants or Attorneys. Staff members have an average of 5 or more years experience working with the ERATE program.

C. 5 – 9 Points = Staff of 4. Staff members have an average of 4 or more years experience working with the ERATE program.

D. 0 – 4 Points = Staff of at least

3. Staff has an average of 4 or more years experience working with the

ERATE program.

0-100 Points 20 (20% of Total)

4. 4. Prior Experience

Amount of total experience in years that the vendor has in providing

ERATE Consultancy Services for school districts.

Scoring Process: RFP responses will receive points as follows – o 15 Points = 7 or more years experience with districts that have

10,000 or more students.

o 10 – 14 Points = 5 or more years experience with districts that have

7,000 or more students.

o 5 – 9 Points = 3 or more years experience with districts that have 4000 or more students.

o 0 – 4 Points = 1 or more years of experience with districts that have 4000 or more students.

0-100 Points 15 (15% of Total)

5. 5. Proximity

Physical location of vendor offices and distance from New Haven Board of Education Offices at 54 Meadow Street.

Scoring Process: RFP responses will receive points as follows -o 10 Points = Less then 24 miles, full points for vendors located in New

Haven o 1 – 9 Points = 25 or more miles o 0 Points = 50 or more miles

0-10 Points 10 (10% of Total)

6. 6. Responsiveness to RFP

How well the vendor responded to and in their response met the requirements of the RFP and the scope of the project outlined in the

RFP.

Scoring Process: RFP responses will receive points as follows –

• 7 – 10 Points = Fully

Responsive

• 4 – 6 Points =

Responsive

• 1 – 3 Points = Less

Responsive

0-10 Points 10 (10% of Total)

3.4. 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.

3.5. Response Submittals

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

2. Cost Proposal* *Response required

3. 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 if needed.

Click here to go to the form https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=f5c2312b-a468-49f8-8e4b-21b845ae0a04&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2

*Response required

4. DISCLOSURE & CERTIFICATION AFFIDAVIT*

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 if needed.

Click here to go to the form

*Response required

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

• Current_Workforce_Certifica...

*Response required

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

• Priority_Payment_Program.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 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=ASIA47RIURE4MVTMR55K%2F20240811%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240811T190000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEIP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIHyWWKUJBVj8jtZ5b2bupOYbhZrhIl%2BWlGaUVSVFm%2BQmAiAt4IhRUmPHAkw07EFwjV3H3v4k9ai48ksBOqEHwqUC2yqDBQh8EAIaDDg5MjM2NDY4NzY3MiIMZLgYR4GPL1ZEyUu9KuAEFNn568q%2FgnPaSufGe%2BZ2CsPjhxRkqJ%2BwE1O5Cgj7OEPPVX%2BPLyMWTLQVf8ZSpMerKpr8dBKZlxkD%2Fn3TULuJHI6y2kLFxaKCG9BxBejr%2Fp2IRznw3%2BTLP3wYFsQAil6hWVKwCIEZOPXNNGm8%2F7WPMy3Qq1MXBKJYnEgS1O6BGvYNyfe7cj9OtAu0DSMMkB%2FBM9Bi%2Fc9zEqRDy1zzOPk2JXWxRVQi9sYSilAdpYs%2FdoomTSU3BdHuGdvbdwNPFpaAGeuMJpXPM0Hba1Le62lFD%2F6Jpa82shx9bhMjGLC8wAp4zHUQoAxGKLH%2F0TJBpXcQesgOljlPzzNAqHHb6RWBtSJdO0trTbIeWuyM6USYv%2FjlQeyAlgKTbeykL5RDW%2Be5GHP3QYfhIaLY9ci0ozO5Yhs3n74vrcSDfZtsUC31RtDmuIGrMJ%2FKnT%2B89oKB0kndTLNOd8HW%2BsnNKClknTihwxb%2BCf%2Fz9fEwPznoU0HQBpOkbopa64PWJsb%2FcUk9GocyS1oJIwJ9LDUsVp%2FhyWW9ALlJzFWcuGdS7Flq4uTkG7zklJKK802yMmWd1n%2FaEswLK%2Feas9pfTpa4e3KD2oYNFAb%2F30Ts7lwchrX%2FlRFvKE5wxxGY9bOyK8V%2BYUkPiKBpbBEIaHk%2BWdveVZT2LCrMEiCxTL4k5thUza69OyzIndFOKDPd61Ek58QIvkOIMVPeeUR345Z%2F3zg1nVJ9SmACwsP7AtczIYcY9AYGvTBBVb%2FjXPDYdrZuy2sJmlWJqp6DVl4VpYnW4dqXQ1xTLBCxXpVc7glkyo%2FHTagppzUVH%2Fgw0Y7ktQY6nAGvr9%2BNJIpBazQqpwt5dgbnlTZXnODS4TpWgOM1E%2FzBwQckScahepyn1xmxwMdpW4kPfsV4hoajm%2FqPhb7TSvbzO88cdZC1Lb2NnyQIL7GyKWMa%2FqakVv7a8ykXft4RqemQxhvMRmxeeAXMdW9daIrsrnD7btiKU6qct66XjpR0wpQ%2Fd%2BrLE2ghaUhcugyozaFrBzdUbxF0EoQJwFQ%3D&X-Amz-Signature=c69f46e51c805e914540dd3613af3687e18170f1e3ca8a0cb4bd6a93354b07e9&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=ASIA47RIURE4MVTMR55K%2F20240811%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240811T190000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEIP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIHyWWKUJBVj8jtZ5b2bupOYbhZrhIl%2BWlGaUVSVFm%2BQmAiAt4IhRUmPHAkw07EFwjV3H3v4k9ai48ksBOqEHwqUC2yqDBQh8EAIaDDg5MjM2NDY4NzY3MiIMZLgYR4GPL1ZEyUu9KuAEFNn568q%2FgnPaSufGe%2BZ2CsPjhxRkqJ%2BwE1O5Cgj7OEPPVX%2BPLyMWTLQVf8ZSpMerKpr8dBKZlxkD%2Fn3TULuJHI6y2kLFxaKCG9BxBejr%2Fp2IRznw3%2BTLP3wYFsQAil6hWVKwCIEZOPXNNGm8%2F7WPMy3Qq1MXBKJYnEgS1O6BGvYNyfe7cj9OtAu0DSMMkB%2FBM9Bi%2Fc9zEqRDy1zzOPk2JXWxRVQi9sYSilAdpYs%2FdoomTSU3BdHuGdvbdwNPFpaAGeuMJpXPM0Hba1Le62lFD%2F6Jpa82shx9bhMjGLC8wAp4zHUQoAxGKLH%2F0TJBpXcQesgOljlPzzNAqHHb6RWBtSJdO0trTbIeWuyM6USYv%2FjlQeyAlgKTbeykL5RDW%2Be5GHP3QYfhIaLY9ci0ozO5Yhs3n74vrcSDfZtsUC31RtDmuIGrMJ%2FKnT%2B89oKB0kndTLNOd8HW%2BsnNKClknTihwxb%2BCf%2Fz9fEwPznoU0HQBpOkbopa64PWJsb%2FcUk9GocyS1oJIwJ9LDUsVp%2FhyWW9ALlJzFWcuGdS7Flq4uTkG7zklJKK802yMmWd1n%2FaEswLK%2Feas9pfTpa4e3KD2oYNFAb%2F30Ts7lwchrX%2FlRFvKE5wxxGY9bOyK8V%2BYUkPiKBpbBEIaHk%2BWdveVZT2LCrMEiCxTL4k5thUza69OyzIndFOKDPd61Ek58QIvkOIMVPeeUR345Z%2F3zg1nVJ9SmACwsP7AtczIYcY9AYGvTBBVb%2FjXPDYdrZuy2sJmlWJqp6DVl4VpYnW4dqXQ1xTLBCxXpVc7glkyo%2FHTagppzUVH%2Fgw0Y7ktQY6nAGvr9%2BNJIpBazQqpwt5dgbnlTZXnODS4TpWgOM1E%2FzBwQckScahepyn1xmxwMdpW4kPfsV4hoajm%2FqPhb7TSvbzO88cdZC1Lb2NnyQIL7GyKWMa%2FqakVv7a8ykXft4RqemQxhvMRmxeeAXMdW9daIrsrnD7btiKU6qct66XjpR0wpQ%2Fd%2BrLE2ghaUhcugyozaFrBzdUbxF0EoQJwFQ%3D&X-Amz-Signature=1fb45c4242e0e30b83a4110c338736a7c6193efe35c39a161918a37d0d63c9e5&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Priority_Payment_Program.pdf%22&x-id=GetObject

7.7. Describe any pending litigation or other factors, which could affect your organization's ability to perform this agreement.*

*Response required

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

*Response required

3.6. 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.

https://procurement.opengov.com/portal/newhavenct/projects/100658

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.

3.7. 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.

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.

3.8. 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/100658, 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.

3.9. Contract Term

The term of the contract is one (1) year with 2 one (1) year renewal option(s). All renewals will be at the sole discretion of the City and pursuant to the same terms and conditions.

https://get.adobe.com/reader/ https://procurement.opengov.com/portal/newhavenct/projects/100658

3.10. 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.

3.11. 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.

3.12. 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.

3.13. 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

3.14. Construction Related Permits

The contractor is responsible for all fees associated with Permits.

3.15. Alternate Responses

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

3.16. 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.

3.17. Solicitation Process and Submission

3.17.1. 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/100658 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.

3.17.2. 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.

3.18. 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.

3.19. 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.

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.

mailto:purchasing@newhavenct.gov

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

3.20. 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 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 mailto:NHpurchasingCOI@newhavenct.gov for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency

3.21. Notice to Proceed

Once a contract is executed the City department responsible for requesting the work will issue a Notice to

Proceed.

3.22. No Purchase Order – No Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy

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.

3.23. Electronic Invoice Policy

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

3.24. Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy