FACILITY_MANAGEMENT_SERVICES_CENTRAL_FACILITIES_PORTFOLIO_(Addendum_#2_Revision).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

2024-RFP-012

FACILITY MANAGEMENT SERVICES CENTRAL FACILITIES

PORTFOLIO

RELEASE DATE: April 23, 2024

RESPONSE DEADLINE: May 28, 2024, 11:00 am

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

Request For Proposal #2024-RFP-012

Title: FACILITY MANAGEMENT SERVICES CENTRAL FACILITIES PORTFOLIO

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. Insurance Requirements

2.4. Inquiries for Clarification

2.5. Addendum to Bid Documents

2.6. Contract Term

2.7. Certification and Licenses

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

2.9. Local Preference Ordinance

2.10. Equal Employment Opportunity

2.11. Construction Related Permits

2.12. Alternate Responses

2.13. Pricing Sheet

2.14. Solicitation Process and Submission

2.15. Solicitation Protest

2.16. Award of Contract

2.17. Execution of Contract

2.18. Notice to Proceed

2.19. No Purchase Order – No Payment Policy

2.20. Electronic Invoice Policy

2.21. Payment Policy

3. Project Details

3.1. Proposal Specifications

3.2. Evaluation Criterias

3.3. Response Submittals

3.4. Attachments

1. Project Summary

1.1. Summary

Contract Name: FACILITY MANAGEMENT SERVICES CENTRAL FACILITIES PORTFOLIO

Solicitation #: 2024-RFP-012

Department: Engineering

The City of New Haven is requesting proposals for the services of a property management firm to provide total twenty-four (24) hour building operations and maintenance services for the following facilities:

1.2. Timeline

Solicitation/Advertise Date: April 23, 2024

Pre-Proposal Meeting (Mandatory): May 7, 2024, 1:30pm

5th floor 200 Orange St Engineering Conference

Room

Question & Clarification Deadline: May 13, 2024, 5:01pm

Solicitation Due Date: May 28, 2024, 11:00am

1.3. Procurement Contact

Shawn Garris

Procurement Analyst

200 Orange Street

New Haven, CT 06510

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. 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.

https://procurement.opengov.com/portal/newhavenct/projects/91354 https://get.adobe.com/reader/

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, 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.

2.3.1. 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 mailto:NHpurchasingCOI@newhavenct.gov

Products/Completed Operations

Aggregate

$2,000,000 Y Y

Abuse &

Molestation

$1,000,000 Y Y

2.3.2. 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

2.3.3. 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

2.3.4. 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

2.3.5. Professional Liability E&O

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $2,000,000 Y Y

Combined Aggregate $2,000,000 Y Y

2.3.6. Crime

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Statutory Limits

Employee Dishonesty $2,000,000 ---y y

Client Property $2,000,000 ---y Y

Forgery $2,000,000 y Y

2.3.7. 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.

2.3.8. 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

2.4. 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.

2.5. 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/91354, 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.

2.6. Contract Term

The term of the contract is 5 years.

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.

https://procurement.opengov.com/portal/newhavenct/projects/91354

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. 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.

2.10. 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

2.11. Construction Related Permits

The contractor is responsible for all fees associated with Permits.

2.12. Alternate Responses

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

2.13. 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.

2.14. Solicitation Process and Submission

2.14.1. 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/91354 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.

2.14.2. 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.

2.15. 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.

2.16. Award of Contract

A. 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.

B. 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.

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

D. 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.

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

F. 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.

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

Respondent based on the lowest Base Bid.

H. 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.

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

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

NHpurchasingCOI@newhavenct.gov mailto:purchasing@newhavenct.gov mailto:NHpurchasingCOI@newhavenct.gov

2.17. 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 for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency

2.18. Notice to Proceed

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

Proceed.

2.19. 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.

2.20. Electronic Invoice Policy

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

2.21. 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

3. Project Details

3.1. Proposal Specifications

3.1.1. Responsibilities/Scope of Services: Overall Management Services:

A. Daily, twenty-four (24) hour security and supervision of property including regular and extraordinary maintenance and repairs.

B. Specification development, selection, supervision and quality control reporting of all contracted services

(including but not limited to HVAC, plumbing, elevator, building security services, life safety, electrical, snow and ice removal, landscaping services, structural maintenance and repairs, sidewalk cleaning, litter control, pest control, janitorial services, etc.) in accordance with City procurement policies.

C. Financial services including budget planning and monthly operating reports. Respondent is required to pay all costs associated with operation and maintenance and submit monthly billing for said cost.

D. Preventative maintenance and scheduling. Include testing and task frequency schedules.

E. Emergency Service (The selected firm must have building security and staff available on a twenty-four

(24) hour basis).

F. Basic/General repair and maintenance program including but not limited to the following areas:

• HVAC services/materials/supplies

• Locksmith services

• Electrical services

• Plumbing services

• Glass replacement

• Emergency Generator

• Pest Control

• Life Safety Systems

• Landscaping/ Snow Removal of Sidewalks as directed

• Interior & Exterior Clock Maintenance

• Audio System

• Elevator Maintenance

G. Develop and implement energy conservation strategies

H. Building code, fire and public safety coordination. The vendor will be required to designate a safety program officer responsible for the following:

• Organizing safety committees

• Accident/Incident reporting

• Ensure all work is done with proper permits/inspections for Building Code compliance

• Maintain material safety data program for all substances used on site

• Employee safety training program for building operations/maintenance staff

• Assist City with disaster/emergency evacuation plans and drills

3.1.2. Requirements for Contracting/Reporting

A. The overall operating budget for the portfolio is based upon the city appropriated budget. Financial planning will begin during the budget process.

B. Budget to actual expenditure reports will be prepared monthly.

C. The city will be billed for hours worked on-site only.

D. All service-oriented contracts and subcontracts are subject to the City of New Haven Livable Wage

Ordinance. It is the responsibility of the Respondent to verify the applicable wages rates during the performance of the contract.

E. All work is subject to any applicable City ordinance, including but not limited to Section 12 ¼ on subcontracting for construction related work.

F. Utility costs are not included in the billing.

Operational

G. The operation of these buildings requires maintenance personnel from 7:00 a.m. – 6:00 p.m., Monday –

Friday. No overtime will be allowed without prior approval by authorized city personnel.

H. Respondent must be familiar with/but not limited to computerized building environmental and security systems.

I. All staff must be cross trained.

J. Respondent must provide supervisor with a twenty-four hour (24) portable communication device with direct access to and for authorized city personnel.

K. Respondent shall supply and maintain a building service request management system, allowing users of the building to request maintenance or other services, and provide reports to the City.

L. Respondent must supply and maintain a building operation procedures manual, for operational and tenant use.

M. Respondent shall provide daily reports of activity including but not limited to incident reports, security, daily operations, and special events.

N. The city reserves the right to approve or deny any personnel/contractors.

3.1.3. RFP Response

Please include the following items in the response to this Request for Proposals:

A. Description of experience in Property Management, particularly government facilities

B. Discussion of approach for managing the portfolio (including staffing) and controlling City costs

C. Resumes of key personnel

D. At least three references for current/past clients

E. Proposed management fee for each year over the 5-year term

3.2. Evaluation Criterias

No. Evaluation Criteria Scoring Method Weight (Points)

1. Ability of the bidder to satisfy all requirements for successful management and implementation of staffing

Ability 40%: Committee will consider how well the vendor responded to and their response met the requirements and staffing needs.

27-40 Fully responsive

14-26 Responsive

0-13 Poor response

Points Based 40 (40% of Total)

2. Experience in providing exact or similar services

Experience in providing exact or similar services to the City of New Haven previously, or to other municipalities comparable in scope and size to the City of New Haven.

Committee will consider references, experience, and knowledge of industry standards

25-40 Exceptional

10-25 Acceptable

0-10 Unacceptable

Points Based 40 (40% of Total)

3. Fees

Committee will consider overall cost, including all associated costs; over the life of the contract

17-20 Lowest Overall Cost

10-16 Mid-range overall cost

0-9 Highest overall cost

Points Based 20 (20% of Total)

3.3. Response Submittals

1. Technical Proposal (without cost)* Upload Experience, Managing Portfolio, Key Personnel and References

*Response required

2. Cost Proposal* Upload Proposed Management fee for each year over the 5-year term

*Response required

3. City Forms Signature Sheet* Please download the below documents, complete, and upload.

• 1A-_Signature_Form_2023r11-...

*Response required

4. DISCLOSURE & CERTIFICATION AFFIDAVIT*

Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• 5-1421DiscloseEForm-Rev.520...

*Response required https://government-project.s3.us-west-2.amazonaws.com/91354/c33e4cbd-15f6-45b9-9c7b-cead6d77eeb9_1A-_Signature_Form_2023r11-16-2023.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4AYMAHOF2%2F20240521%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240521T134104Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEM3%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQDM9zDIg3XAnBkadsHa3mH30rc%2FOxvDZZhdxMJoAWazRgIgTdiN%2B6FICS8OJyppU78eFxwrPF%2FnzrujyhRWxLVrBckqgwUIRhACGgw4OTIzNjQ2ODc2NzIiDOJQBn9u7zkwsiYkAirgBDTulTrAWnCCU0Wgif%2B%2B9BRTBWiGLGldvZI72azxyB56wTYQYm9Jg7Op9LwrletiuSHBuqEO%2BBSVQJMUprO0uUkwdnw%2FgBg7G4Pls71gsSNtWkeqV8shb0T8%2BC3JiNXdeynt0CY14hui7DzFinDP9sxrcCKvvCMMcxj7DhusKz%2BeaXk6AFewUrl7pnf%2BO9SComPyIorRFfV80IW7RB46iexLgLZ%2B2FuLy23LYh3QRWR0CmtJrr6tvUtGxCDeSpzEcaE%2FfdYp86nKuzS4bEPMaUiEKW55a5Nv7XWUj%2FdiWH6hMKDOgtN18N1pQ7L5ArLXkROd%2BiaLtPRcNMou1%2B7dT38H0xFQIhKemyfODCzSK0%2BrkWOjBkgY%2FmmsUUsmMmDAvCCeRgyk5Pr6EAIz0LFXSOvTuVBZ21e0n%2F7qP%2FvDFasYmRWE5tFDWJpKFr5TYk6CYy7iSzw7VE4huK4HNMMw0JmR%2FPREksoWh87fJJapHgfXd%2FouTGWB%2ByhaIj%2BDKWRo6Q3rSUR6FPPlNKVAXmKgXC1ZVoT9uNEQfwzMYuTQf5A5RuNEifsGkns7k%2FsMiqzW75nLSjGi8ZwlryTMEyUyWSWzckHIeHzfkLKtoZDUMR9G9RdKrfQpEUxWS3p9nGFoOZStorjqvVRrmA7AFlvrToIMXCuxcJEf0pbINg7cMhdIKtYl%2Fp7CosULB2cau4FFuQUbaPtG5jpdEamc4kQN8p6SCyPjO8%2BOauBz%2FcLkM7yVfuK9WOXVl9VEMVSqWuxHTrzb7YaJMMGURsielHpatFgBpA0bPIHn1AaTfpxm%2B2qiMNKnsrIGOpsBb15ZdPc4yh7l4m%2FIStT3VyokODaTtaPED8HFE4F1D9AQy9Zn%2FLajXn6%2FnjZBzVDVrBZRsgQx2tbZKzj6VHd85oT918%2F0bWFCB1zcR9TuxwNpfzvPbHkNr5S%2Bhh9gOT3V%2FArm2D3qw9KPEh%2FOJqlxM9FXDUTy5GGWqpUPqtYZjdl7T554GRgwS%2FlkTZy5frQjmBWSCnGuZTi3Ga4%3D&X-Amz-Signature=d897b9bd9a0e67851f2bdf513b47ac23365d83d418d9d43d74859b399b59f261&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%221A-_Signature_Form_2023r11-16-2023.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/84780/b8d24d4a-a79e-45bf-8072-c4ecb147ad9b_5-1421DiscloseEForm-Rev.52020.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4AYMAHOF2%2F20240521%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240521T134104Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEM3%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQDM9zDIg3XAnBkadsHa3mH30rc%2FOxvDZZhdxMJoAWazRgIgTdiN%2B6FICS8OJyppU78eFxwrPF%2FnzrujyhRWxLVrBckqgwUIRhACGgw4OTIzNjQ2ODc2NzIiDOJQBn9u7zkwsiYkAirgBDTulTrAWnCCU0Wgif%2B%2B9BRTBWiGLGldvZI72azxyB56wTYQYm9Jg7Op9LwrletiuSHBuqEO%2BBSVQJMUprO0uUkwdnw%2FgBg7G4Pls71gsSNtWkeqV8shb0T8%2BC3JiNXdeynt0CY14hui7DzFinDP9sxrcCKvvCMMcxj7DhusKz%2BeaXk6AFewUrl7pnf%2BO9SComPyIorRFfV80IW7RB46iexLgLZ%2B2FuLy23LYh3QRWR0CmtJrr6tvUtGxCDeSpzEcaE%2FfdYp86nKuzS4bEPMaUiEKW55a5Nv7XWUj%2FdiWH6hMKDOgtN18N1pQ7L5ArLXkROd%2BiaLtPRcNMou1%2B7dT38H0xFQIhKemyfODCzSK0%2BrkWOjBkgY%2FmmsUUsmMmDAvCCeRgyk5Pr6EAIz0LFXSOvTuVBZ21e0n%2F7qP%2FvDFasYmRWE5tFDWJpKFr5TYk6CYy7iSzw7VE4huK4HNMMw0JmR%2FPREksoWh87fJJapHgfXd%2FouTGWB%2ByhaIj%2BDKWRo6Q3rSUR6FPPlNKVAXmKgXC1ZVoT9uNEQfwzMYuTQf5A5RuNEifsGkns7k%2FsMiqzW75nLSjGi8ZwlryTMEyUyWSWzckHIeHzfkLKtoZDUMR9G9RdKrfQpEUxWS3p9nGFoOZStorjqvVRrmA7AFlvrToIMXCuxcJEf0pbINg7cMhdIKtYl%2Fp7CosULB2cau4FFuQUbaPtG5jpdEamc4kQN8p6SCyPjO8%2BOauBz%2FcLkM7yVfuK9WOXVl9VEMVSqWuxHTrzb7YaJMMGURsielHpatFgBpA0bPIHn1AaTfpxm%2B2qiMNKnsrIGOpsBb15ZdPc4yh7l4m%2FIStT3VyokODaTtaPED8HFE4F1D9AQy9Zn%2FLajXn6%2FnjZBzVDVrBZRsgQx2tbZKzj6VHd85oT918%2F0bWFCB1zcR9TuxwNpfzvPbHkNr5S%2Bhh9gOT3V%2FArm2D3qw9KPEh%2FOJqlxM9FXDUTy5GGWqpUPqtYZjdl7T554GRgwS%2FlkTZy5frQjmBWSCnGuZTi3Ga4%3D&X-Amz-Signature=368d5bf8deef4c2192e1b09b255d61b85fd54d632578d3a6bd525c48f27871ca&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%225-1421DiscloseEForm-Rev.52020.pdf%22&x-id=GetObject

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. Would you be submitting the Bid Bond via Surety 2000?* Select "No" if you are submitting a Bid Bond utilizing City Bonding Document.

☐ Yes

☐ No

*Response required

When equals "Yes"

7.1. Surety 2000 Bid Bond*

Please enter your Bid Bond information from Surety2000 below.

*Response required

When equals "No"

7.2. Bid Bond*

Please download the below documents, complete, and upload.

• 7-Bonds_Packet2019.pdf

*Response required

8. 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.

8.1. Permanent Main Office Address*

*Response required

8.2. When Organized*

*Response required 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=ASIA47RIURE4AYMAHOF2%2F20240521%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240521T134104Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEM3%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQDM9zDIg3XAnBkadsHa3mH30rc%2FOxvDZZhdxMJoAWazRgIgTdiN%2B6FICS8OJyppU78eFxwrPF%2FnzrujyhRWxLVrBckqgwUIRhACGgw4OTIzNjQ2ODc2NzIiDOJQBn9u7zkwsiYkAirgBDTulTrAWnCCU0Wgif%2B%2B9BRTBWiGLGldvZI72azxyB56wTYQYm9Jg7Op9LwrletiuSHBuqEO%2BBSVQJMUprO0uUkwdnw%2FgBg7G4Pls71gsSNtWkeqV8shb0T8%2BC3JiNXdeynt0CY14hui7DzFinDP9sxrcCKvvCMMcxj7DhusKz%2BeaXk6AFewUrl7pnf%2BO9SComPyIorRFfV80IW7RB46iexLgLZ%2B2FuLy23LYh3QRWR0CmtJrr6tvUtGxCDeSpzEcaE%2FfdYp86nKuzS4bEPMaUiEKW55a5Nv7XWUj%2FdiWH6hMKDOgtN18N1pQ7L5ArLXkROd%2BiaLtPRcNMou1%2B7dT38H0xFQIhKemyfODCzSK0%2BrkWOjBkgY%2FmmsUUsmMmDAvCCeRgyk5Pr6EAIz0LFXSOvTuVBZ21e0n%2F7qP%2FvDFasYmRWE5tFDWJpKFr5TYk6CYy7iSzw7VE4huK4HNMMw0JmR%2FPREksoWh87fJJapHgfXd%2FouTGWB%2ByhaIj%2BDKWRo6Q3rSUR6FPPlNKVAXmKgXC1ZVoT9uNEQfwzMYuTQf5A5RuNEifsGkns7k%2FsMiqzW75nLSjGi8ZwlryTMEyUyWSWzckHIeHzfkLKtoZDUMR9G9RdKrfQpEUxWS3p9nGFoOZStorjqvVRrmA7AFlvrToIMXCuxcJEf0pbINg7cMhdIKtYl%2Fp7CosULB2cau4FFuQUbaPtG5jpdEamc4kQN8p6SCyPjO8%2BOauBz%2FcLkM7yVfuK9WOXVl9VEMVSqWuxHTrzb7YaJMMGURsielHpatFgBpA0bPIHn1AaTfpxm%2B2qiMNKnsrIGOpsBb15ZdPc4yh7l4m%2FIStT3VyokODaTtaPED8HFE4F1D9AQy9Zn%2FLajXn6%2FnjZBzVDVrBZRsgQx2tbZKzj6VHd85oT918%2F0bWFCB1zcR9TuxwNpfzvPbHkNr5S%2Bhh9gOT3V%2FArm2D3qw9KPEh%2FOJqlxM9FXDUTy5GGWqpUPqtYZjdl7T554GRgwS%2FlkTZy5frQjmBWSCnGuZTi3Ga4%3D&X-Amz-Signature=e9d6a12f08ed7bf0c4494842268e960eb60b90b36e22baff39af22184a928786&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=ASIA47RIURE4AYMAHOF2%2F20240521%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240521T134104Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEM3%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQDM9zDIg3XAnBkadsHa3mH30rc%2FOxvDZZhdxMJoAWazRgIgTdiN%2B6FICS8OJyppU78eFxwrPF%2FnzrujyhRWxLVrBckqgwUIRhACGgw4OTIzNjQ2ODc2NzIiDOJQBn9u7zkwsiYkAirgBDTulTrAWnCCU0Wgif%2B%2B9BRTBWiGLGldvZI72azxyB56wTYQYm9Jg7Op9LwrletiuSHBuqEO%2BBSVQJMUprO0uUkwdnw%2FgBg7G4Pls71gsSNtWkeqV8shb0T8%2BC3JiNXdeynt0CY14hui7DzFinDP9sxrcCKvvCMMcxj7DhusKz%2BeaXk6AFewUrl7pnf%2BO9SComPyIorRFfV80IW7RB46iexLgLZ%2B2FuLy23LYh3QRWR0CmtJrr6tvUtGxCDeSpzEcaE%2FfdYp86nKuzS4bEPMaUiEKW55a5Nv7XWUj%2FdiWH6hMKDOgtN18N1pQ7L5ArLXkROd%2BiaLtPRcNMou1%2B7dT38H0xFQIhKemyfODCzSK0%2BrkWOjBkgY%2FmmsUUsmMmDAvCCeRgyk5Pr6EAIz0LFXSOvTuVBZ21e0n%2F7qP%2FvDFasYmRWE5tFDWJpKFr5TYk6CYy7iSzw7VE4huK4HNMMw0JmR%2FPREksoWh87fJJapHgfXd%2FouTGWB%2ByhaIj%2BDKWRo6Q3rSUR6FPPlNKVAXmKgXC1ZVoT9uNEQfwzMYuTQf5A5RuNEifsGkns7k%2FsMiqzW75nLSjGi8ZwlryTMEyUyWSWzckHIeHzfkLKtoZDUMR9G9RdKrfQpEUxWS3p9nGFoOZStorjqvVRrmA7AFlvrToIMXCuxcJEf0pbINg7cMhdIKtYl%2Fp7CosULB2cau4FFuQUbaPtG5jpdEamc4kQN8p6SCyPjO8%2BOauBz%2FcLkM7yVfuK9WOXVl9VEMVSqWuxHTrzb7YaJMMGURsielHpatFgBpA0bPIHn1AaTfpxm%2B2qiMNKnsrIGOpsBb15ZdPc4yh7l4m%2FIStT3VyokODaTtaPED8HFE4F1D9AQy9Zn%2FLajXn6%2FnjZBzVDVrBZRsgQx2tbZKzj6VHd85oT918%2F0bWFCB1zcR9TuxwNpfzvPbHkNr5S%2Bhh9gOT3V%2FArm2D3qw9KPEh%2FOJqlxM9FXDUTy5GGWqpUPqtYZjdl7T554GRgwS%2FlkTZy5frQjmBWSCnGuZTi3Ga4%3D&X-Amz-Signature=c56ce0661214e525251f3d19414e63584d466894eb96a678cf8de39722912d4e&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Priority_Payment_Program.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/84780/d08e6231-87a5-4cba-b31c-87a4715f6add_7-Bonds_Packet2019.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4AYMAHOF2%2F20240521%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240521T134104Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEM3%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQDM9zDIg3XAnBkadsHa3mH30rc%2FOxvDZZhdxMJoAWazRgIgTdiN%2B6FICS8OJyppU78eFxwrPF%2FnzrujyhRWxLVrBckqgwUIRhACGgw4OTIzNjQ2ODc2NzIiDOJQBn9u7zkwsiYkAirgBDTulTrAWnCCU0Wgif%2B%2B9BRTBWiGLGldvZI72azxyB56wTYQYm9Jg7Op9LwrletiuSHBuqEO%2BBSVQJMUprO0uUkwdnw%2FgBg7G4Pls71gsSNtWkeqV8shb0T8%2BC3JiNXdeynt0CY14hui7DzFinDP9sxrcCKvvCMMcxj7DhusKz%2BeaXk6AFewUrl7pnf%2BO9SComPyIorRFfV80IW7RB46iexLgLZ%2B2FuLy23LYh3QRWR0CmtJrr6tvUtGxCDeSpzEcaE%2FfdYp86nKuzS4bEPMaUiEKW55a5Nv7XWUj%2FdiWH6hMKDOgtN18N1pQ7L5ArLXkROd%2BiaLtPRcNMou1%2B7dT38H0xFQIhKemyfODCzSK0%2BrkWOjBkgY%2FmmsUUsmMmDAvCCeRgyk5Pr6EAIz0LFXSOvTuVBZ21e0n%2F7qP%2FvDFasYmRWE5tFDWJpKFr5TYk6CYy7iSzw7VE4huK4HNMMw0JmR%2FPREksoWh87fJJapHgfXd%2FouTGWB%2ByhaIj%2BDKWRo6Q3rSUR6FPPlNKVAXmKgXC1ZVoT9uNEQfwzMYuTQf5A5RuNEifsGkns7k%2FsMiqzW75nLSjGi8ZwlryTMEyUyWSWzckHIeHzfkLKtoZDUMR9G9RdKrfQpEUxWS3p9nGFoOZStorjqvVRrmA7AFlvrToIMXCuxcJEf0pbINg7cMhdIKtYl%2Fp7CosULB2cau4FFuQUbaPtG5jpdEamc4kQN8p6SCyPjO8%2BOauBz%2FcLkM7yVfuK9WOXVl9VEMVSqWuxHTrzb7YaJMMGURsielHpatFgBpA0bPIHn1AaTfpxm%2B2qiMNKnsrIGOpsBb15ZdPc4yh7l4m%2FIStT3VyokODaTtaPED8HFE4F1D9AQy9Zn%2FLajXn6%2FnjZBzVDVrBZRsgQx2tbZKzj6VHd85oT918%2F0bWFCB1zcR9TuxwNpfzvPbHkNr5S%2Bhh9gOT3V%2FArm2D3qw9KPEh%2FOJqlxM9FXDUTy5GGWqpUPqtYZjdl7T554GRgwS%2FlkTZy5frQjmBWSCnGuZTi3Ga4%3D&X-Amz-Signature=2bfa98b09cb1a1d911ad3bdabebed6519013c725497f1f98df714e76ae92db02&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%227-Bonds_Packet2019.pdf%22&x-id=GetObject

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

*Response required

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

*Response required

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

*Response required

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

*Response required

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

*Response required

8.8. 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

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

Proposal should be addressed.*

*Response required

8.10. 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

8.11. Tax Identification number(s)*

*Response required

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

☐ Yes

☐ No

*Response required