Janitorial_Services_for_NHPL_(Addendum_#3_Revision).pdf

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

City of New Haven, CT

INVITATION TO BID

2025-ITB-197

JANITORIAL SERVICES FOR NHPL

RELEASE DATE: April 30, 2025

RESPONSE DEADLINE: May 28, 2025, 3:00 pm

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

Invitation To Bid #2025-ITB-197

Title: Janitorial Services for NHPL

Table Of Contents

1. Project Summary

1.1. Summary

1.2. Timeline

1.3. Procurement Contact

1.4. General Conditions and Standards

2. Instructions to Respondents

2.1. Internet Access

2.2. Solicitation Downloads

2.3. Inspection of Site

2.4. Inquiries for Clarification

2.5. Addendum to Bid Documents

2.6. Contract Term

2.7. Insurance Requirements

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

2.9. Equal Employment Opportunity

2.10. Apprentice Hiring

2.11. Construction Related Permits

2.12. Alternate Bids

2.13. Calculation 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. Bid Specifications

3.2. Calculation Sheet

3.3. Response Submittals

3.4. Attachments

Attachments:

C - 05_ Exhibit_ Contract Document

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

H - EEOC_Vendors_Notice of Fees

1. Project Summary

1.1. Summary

Contract Name: Janitorial Services for NHPL

Solicitation #: 2025-ITB-197

Department: Library

The nationally recognized New Haven Free Public Library is seeking competitive sealed bids for Janitorial

Services at all New Haven Free Public Library locations. In FY 24 there were 387,374 in-person library visits.

The successful vendor will ensure that critical city resources are made available to the public through janitorial support. The contractor must have a combined total of at least Five (5) years prior experience in the area of janitorial and associated cleaning experience in industrial municipal or institutional facilities. Selected vendor will have to use certified green cleaning materials. The successful vendor ensures that Library facilities are clean to ensure that library visitors can thrive. Vendors will be asked to participate in a walkthrough of all library locations and present to library operations leadership before selection.

1.2. Timeline

Solicitation/Advertise Date: April 30, 2025

Pre-Bid Meeting (Mandatory): May 5, 2025, 10:00am

Ives Main Library 133 Elm Street 06510

Question & Clarification Deadline: May 12, 2025, 5:00pm

Bid Due Date: May 28, 2025, 3:00pm

1.3. Procurement Contact

Shawn Garris

Deputy Purchasing Agent

200 Orange Street

New Haven, CT 06510

1.4. General Conditions and Standards

General Conditions and Standards can be found on the City's website:

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/general-conditions-and-standards https://www.newhavenct.gov/government/departments-divisions/purchasing-division/general-conditions-and-standards https://www.newhavenct.gov/government/departments-divisions/purchasing-division/general-conditions-and-standards

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. Inspection of Site

A. Each Respondent should visit the site of the proposed work and fully acquaint itself with the existing conditions there relating to construction and labor, and should fully inform itself as to the facilities involved, in addition to the difficulties and restrictions attending the performance of the Contract. The

Respondent should thoroughly examine and familiarize itself with the site, drawings, technical information/notations and all Solicitation Documents.

B. The Respondent shall in no way be relieved of any obligation to receive or examine any form or legal instrument, or to visit the site and acquaint itself with the conditions there existing.

2.4. Inquiries for Clarification

https://procurement.opengov.com/portal/newhavenct/projects/155429 https://get.adobe.com/reader/

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/155429, 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 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.

2.7. Insurance Requirements

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

Requirements" section of this document.

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

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

https://procurement.opengov.com/portal/newhavenct/projects/155429

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

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

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

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

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

Examples of vendors subject to this requirement include:

Therapists Medical professionals Before and after-school program providers

Vendors excluded from this requirement include:

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

This requirement applies to all vendors working on projects within:

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

Certificates of Insurance

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

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

PLEASE NOTE THAT ALL CERTIFICATES OF INSURANCE MUST INCLUDE:

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

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

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

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

POLICY REVIEW AND APPROVAL

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

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

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

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

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

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

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

2.7.1. General Liability-rider 100

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $1,000,000 Y Y

Combined

Aggregate

$2,000,000 Y Y

Products/Completed Operations

Aggregate

$2,000,000 Y Y

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

EL EACH $500,000 --- Y

EL DISEASE $500,000 --- Y

EL POLICY $500,000 --- Y

2.7.3. 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

2.7.4. 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

2.7.5. 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.

2.7.6. 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

2.8. Unit Prices, Bid 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. 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

2.10. Apprentice Hiring

A. For construction projects with a minimum estimated value of $500,000, Apprentice Hiring is required;

1. The contractor shall be affiliated with a state certified apprenticeship program for each apprentice trade or occupation representing its workforce

2. A minimum of fifteen (15) percent of the workforce by trade employed by contractors on any and all city contracts subject to the requirements of this section shall be apprentice and, of this number, a minimum of fifty (50) percent shall be in the first year of apprenticeship training

B. 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 Bids

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

2.13. Calculation Sheet

A. The Fillable Calculation sheet is located on the Town's e-Procurement Portal with the other applicable solicitation submission documents.

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

A. Solicitation Process

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

2. 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/155429 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.

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

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

5. Response Rejections - The City reserves the right to reject any and all responses which do not meet the requirements of a lowest qualified responsible Respondent. Some reasons for rejection include, but are not limited to: altered or qualified Calculation Sheet, a non-Web based Calculation Sheet, non-conforming Bid Bonds, incomplete or erroneous paperwork. Unbalanced High or Low Unit

Pricing, and/or not habitually performing with the Bidder’s own forces.

6. 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.

B. Solicitation Submission

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

2. 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.

3. 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.

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

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

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

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

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

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

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

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

mailto:purchasing@newhavenct.gov

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

Respondent based on the lowest Base Bid.

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

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

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

NHpurchasingCOI@newhavenct.gov

2.17. 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 mailto:NHpurchasingCOI@newhavenct.gov agreement unless an emergency situation has been declared by a City employee duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency

2.18. 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. Bid Specifications

3.1.1. Janitorial Services New Haven Free Public Library

The City of New Haven has implemented a green cleaning program that includes '"certified" green cleaning materials, procedures and processes. Library services for the City are seeking competitive sealed bids for

Janitorial Services at the Main Library and Branches. The selected vendor will be required to participate in this program.

General Experience:

The contractor must have a combined total of at least Five (5) years prior experience in the area of janitorial and associated cleaning experience in industrial municipal or institutional facilities.

Inspection of Sites

It is mandatory that all prospective bidders inspect all sites prior to the submission of their bid. There will be a mandatory walkthrough scheduled All bidders must send an email to register to johair@nhfpl.org. The location will be at Ives Main Library 133 Elm Street, If you have any questions please contact James O’Hair, Library Building Superintendent 203-499-9051.

Contractor's Responsibilities

Equipment and Supplies & Other Requirement the Contractor Must Provide:

• The Contractor must furnish all equipment necessary to provide the janitorial services as specified for each job site. The Library will supply all paper goods including disposable garbage bags. The contractor will supply and use only green products when cleaning the library buildings or a comparable environmentally safe product. The contractor will (when and as applicable) supply cleaning materials that are industry approved and environmentally safe and green. A logbook containing all the MSDS for the materials the contractor uses must be kept at each site

• The contractor will supply commercial wet and Hepa vacuum cleaners, mops, buckets, carpet shampooing equipment and all other cleaning equipment and materials necessary to clean the buildings. The equipment, especially vacuum cleaners shall be industrial type, large enough for the site, and kept in good working order or replaced.

• The contractor will supply the library with copies of their training and safety, programs for their staff.

• The contractor must show proof that they do mandatory background checks of all their employees, who work at the

Library facilities onsite.

• The contractor's staff will attend Blood borne pathogens, Haz-Com, and evacuation training at the library.

• The janitorial personnel will wear uniforms with the company’s name, city ID badge, mask, and gloves.

• All cleaning complaints and/or requests will be handled by the following business day, except emergencies.

The response time for emergencies is 'with-in four hours" and only come from the Library Building

Superintendent or Library designee.

• The contractor shall also be responsible for filling all soap, paper dispensers, disinfectant containers, and all other bathroom supplies that would be furnished by the City.

• The contractor's supervisor and or management personnel will perform mandatory site inspections of all the library buildings on a weekly basis to be coordinated with branch managers and library building superintendent.

• The cleaning will be done on daily basis.

• The public areas will be vacuumed and dusted before 10am, the bathrooms will be cleaned during the day and at night before closing, and the staff areas during the day.

• The cleaning person will fill out a time sheet and punch sheet every day and give it to the library 'Building

Superintendent.

• If the cleaning is not done, the contractor will not be paid for those days.

• If certain items become a problem or are not done the contractor will correct the problem or will be charged the time it takes the library personnel or another contractor to do the cleaning.

• The cleaning contractor's personnel will assist with snow removal and de-icing the front steps for all branches during the winter.

• All cleaning shall be done in a workmanlike manner and according to accepted industry standards.

• Twice a year the contractor will wash the windows at all Library buildings. The cost for this will be built-in to the contractor's bid.

• The contractor must provide the library with phone numbers for three supervisory\management staff who are not working janitorial personnel who are available 24/7.

• The contractor must use city approved green cleaning products from its designated supplier.

“These Two Items Below Are Mandatory Items to be kept on site:”

1. The contractor will have on site at the main library a carpet extractor for small clean-ups and a crew that can be called upon to handle emergencies "twenty-four seven".

2. The contractor will have on site glass cleaning equipment, ie; extension poles, squeegees, and microfiber rags.

Cleaning Personnel

The prospective bidders shall submit with the bid, the minimum number of cleaning personnel and supervisors that will be scheduled at each job site. The contractor will assign a supervisor to conduct weekly inspections with a City official at each site. All cleaning personnel will have blood borne pathogen training. The contractor's employee will notify the library and the contractor at least four hours before scheduled cleaning when he or she calls in sick. The contractor will then get a replacement person to do the job. Cleaning personnel should be the only ones assigned to the sites. They are not allowed to bring any members of their family in the course of their duties on city locations.

Contract Term:

The term of the contract(s) shall be from July 1, 2025, through June 30, 2026, with an option to renew for two additional one-year periods at the same terms and conditions at the sole discretion of the City of New Haven.

Contractors must bid on all locations.

The City reserves the right to cancel a contract within thirty-(30) days’ notice if unsatisfactory work is not corrected within a reasonable amount of time (24 hours)

Invoicing Criterion:

A supervisor from the cleaning company will meet all on-line invoicing criteria that the city has on their website. It is the contractors’ responsibility to follow the invoicing process. The Purchasing Department can be contacted for helpful instructions.

The cleaning person will fill out a weekly time sheet for the Library Building Superintendent or designee for each branch, including appropriate check list (see attached for sample)

If the cleaning is not done, the contractor will not be paid for those days. If certain items become a problem or are not done the contractor will correct the problem or will be back charged for the time that it takes the library personnel to do the cleaning work.

The contractor has twenty-four hours to respond to any complaints made by the Library Building

Superintendent or designee. The Contractor will submit a monthly bill broken out by location by week with the number of hours worked. Holiday hours will not be paid for under this contract unless the contractor works the hours performing larger maintenance projects that cannot be done during the week, that is carpet shampooing, floor waxing, etc.

Livable Wage:

The City of New Haven Livable Wage (LWI) Ordinance Applies to this contract. The current rate is $21.38 with employer provided benefits. The LWI rate for employee without employer offered benefits is $22.38 per

hr. Any rate per hour shall include ALL appropriate state, federal & local taxes. Any individual working on a city contract where Livable Wage Applies MUST be paid LWI. Any bid which does not include the LWI rate per hour plus appropriate taxes may be rejected. Contractor will be notified by the City of New Haven as to where and when certified payrolls should be submitted.

Main Library Personnel Requirements

Ives Memorial Library- 133 Elm Street 103,220 square feet

A. One person for 48 hours per week days per schedule (Monday to Saturday8:00 AM to 4:00 PM)

B. One person for 15 hours per week days per schedule (Monday to Saturday 3:00 PM to 6:00 PM)

C. One person for 24 hours per week days per schedule (Monday to Saturday 5:00 PM to 9:00 PM)

D. One person for 18 hours per week days per schedule (Monday to Saturday 10:00 AM to 1:00 PM)

Total Man Hours: 105 hours per week

Total man hours per contract 5460

Branch Library Personnel Requirements

Fair Haven Branch- 182 Grand Avenue 10,644 square feet

A. One person for 20 hours per week per schedule (Monday to Thursday and Saturday 9:00 PM to 1:00

AM)

Total Man Hours per contract 1040

Stetson Branch- 197 Dixwell Avenue 7,300 square feet

B. One person for 15 hours per week days per schedule (Monday to Thursday and Saturday 9:00 PM to

12:00 pm)

Total Man Hours per contract 780

Mitchell Branch- 37 Harrison Avenue 14,027 square feet

C. One person for 24 hours per week days per schedule (Monday to Thursday and Saturday 9:00 PM to

2:00 AM)

Total Man Hours per contract 1248

Wilson Branch- 303 Washington Avenue 20,000 square feet

1. One person for 30 hours per week days per schedule (Monday to Thursday and Saturday 9:00 PM to

3:00 AM)

Total Man Hours per contract 1560

Total Man Hours of all buildings per contract 10,088

Janitorial Service for all libraries:

Clean all bathrooms- every day

a. toilets

b. lavatories

c. mirrors

d. mop floors

e. walls

f. urinals

g. fill soap dispensers

h. empty wastebaskets, replace liner

i. refill toilet and towel paper dispensers as needed

2. Vacuum carpets - every day

a. Shampoo- Carpets where needed or as designated by the Library Facilities Manager

3. Mop floors and entrances - every day

4. Dusting Daily- minimum three times a week

a. tables, chairs and counters, circulation desk and info desk

b. bookshelves c. furniture

d. ledges

e. removes cobwebs on walls & light fixtures

f. file cabinets

g. high ledges and remote areas

5.Wash and Wax where necessary

a. Tables b. Chairs

c. Bookshelves

6. Empty wastebaskets - every day replace liners

1. Put trash out for collection at night before pick-up day- weekly

Trash- between pick-up days should be wrapped in plastic bags and sealed so as to prevent mice and roaches from getting at it and stored in designated trash container.

8.Clean all windows and glass

a. windows - monthly or as necessary

b. doors- monthly or as necessary

9. Clean kitchens, business office and program rooms- daily

a. sinks

b. floors

c. tables and chairs - wash once a month

d. empty wastebaskets

e. counters

f. appliances

g. doors and windows

h. drinking fountain

10. Exterior

a. Front steps - sweep daily

b. Driveway & Ramps - weekly pick-up of paper and debris.

ll. Elevator - Daily

a. dust

b. vacuum

c. clean walls

The following services to be performed during the eleven city holidays:

I. Shampoo all carpeted areas as needed.

2. Dusting of all molding, furniture and ledges higher than 6'6" every three months.

3. All rubber tile floors to be treated as follows:

A. Sweep or vacuum floors

B. Scrub floors with single disc machine with soft nylon brush and 2-4 ounces of cleaning agent per gallon of dilution.

C. Remove residue

D. Rinse with dean water and allow to dry thoroughly (1-4 hours) E. Polish with single disc buffer and soft

Tampico brush.

12. Disinfecting/cleaning of bathrooms:

Disinfect all doors, handles, countertops, switches, faucet handles, push buttons, toilet handles, urinal handles, everything someone would touch when requested. Cleaning of bathrooms and library ar At times that the

Libraries are closed. All branches will be sanitized on a rotation schedule, 1.5 hours per branch per day, starting no earlier than 11:00 AM. This doesn’t include travel time.

3.1.2. Follow these steps to submit your proposal digitally

Electronic Submission of Bids

All Proposers are required to submit their bid pricing electronically via the city's eProcurement Portal. The electronic system will close submission exactly at the date and time set forth in this solicitation or as changed by addenda. In addition, your bid must be submitted via the eProcurement Portal.

Proposers are responsible for submitting and having their bid accepted before the closing time set forth in this solicitation or as changed by addenda. NOTE: It is the Proposer's sole responsibility to ensure their bid and document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for bids that do not arrive in a timely manner, no matter what the reason.

Upon closing of the Bid, Bid Results will be available on the City's eProcurement Portal.

In the case of a discrepancy between the electronic bid schedule (pricing) and any uploaded Bid schedule document or pricing, the electronic bid schedule will be the accepted bid.

Steps to Submit Your Electronic Proposal:

To submit an offer to the City, vendor must begin by clicking on the green DRAFT PROPOSAL button. This action also allow you access required City forms in section 7.4 Response Submittals.

1. Acknowledge all Addenda

2. Accept City of New Haven Terms and Conditions Message

3. Answer all required vendor questions.

4. Upload all required forms. Proposer may save their work and return.

5. Review your work and submit proposal when ready.

6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.

7. Proposer may withdraw their bid at any time prior to 3:00 pm on Wednesday, May 28, 2025 .

Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.

1- Acknowledge the new addenda; and

2- Resubmit your bid through the City's eProcurement Portal.

3.2. Calculation Sheet

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

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

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

City will execute any necessary exemption certificates.

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

E. You must enter a currency value in the Unit Pricing column, unless you are not bidding on a commodity item, If vendors are not required to supply pricing a "no bid' column has been enabled on the pricing table. For a Construction or a Service project a currency value of "0" is not valid in the unit pricing column.

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

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Ives Main Library 133 Elm Street 5,460 hours

2 Fair Haven Branch 182 Grand Ave 1,040 hours

3 Stetson Branch Library 197 Dixwell

Ave 780 hours

4 Mitchell Branch Library 37 Harrison

Street 1,248 hours

5 Wilson Branch 303 Washington Ave 1,560 hours

TOTAL

3.3. Response Submittals

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

Click here to go to the form

*Response required

2. DISCLOSURE & CERTIFICATION AFFIDAVIT*

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

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

• Current_Workforce_Certifica...

*Response required

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

• Priority_Payment_Program.pdf

*Response required

5. Please upload any supplemental or additional information requested in the specifications.* *Response required

6. Statement of Qualifications for City Statement of Qualifications:

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

6.1. Permanent Main Office Address*

*Response required

6.2. When Organized*

*Response required

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

*Response required

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

*Response required

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

*Response required

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

*Response required

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

*Response required

6.8. 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 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=ASIA47RIURE4HVPD547E%2F20250521%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250521T173533Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEAoaCXVzLXdlc3QtMiJGMEQCIAvKcfkBjo7CnzOuLxdJzLYZLIPhmpf5MQNr9Ld%2FKOF%2BAiAn8gC0RG7rkzt3%2FAlwCdRy5k%2BBMcT2enYWRbuFuUwR9iqMBQjD%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMidXGj1WtkLDAQmKyKuAEP26GNxKYf5px9MlrINcjQg%2FqqET2QmitZX3nkSFSpfUzCgO3LhJu%2FCOM03cdR4Cq9sI5ZuVzUcC9O4Z9StVjP5gn%2FEfPKNeTT5eztOLiNE%2FLLHFvl%2FLvjFWeN4Vye%2FabrC%2F7%2FLLbY4ExyaLqEdFuvcfhYSFc1lynhPrrNCxYVwAQhZ4da6EvWomrvvzARjn2ZRXdDpbEAxTunTtDNJMCAKzzn03bqfbv8iE6rggORjWgw8Fy0C%2FY1LAaoPH6XnC3sRcWMKioz0nSLoST52eUtrZLKFzcf6SgF97Mr8otq8Pj4DB%2BwcUBRfAPK6saAqKywmVrebXWdcrrdv7krHJA93s4AWuVb316KjykMjBvmSoiOrXKMosDHQijakz1Kk9Na8c6DHL7tN3sVAHfI6VWytWDvCN%2FBkBqDN1Q1JDliDa36i%2F3PO0zzGnqPEbg65W9hz55H3C3wbJX0jS8WoM9tcRcB6s0UnPmn%2Fo6qPXFQYvI13w55WcIgH1yM9Ky%2FoKKm6gLBDJLMwVqh38uXg5QXXy9zGZ0l2wxtDtxJ5P9badabZwkMhagqQ3Wd7wrDUsYjfM1clWIBfWWZs7l62%2BDhVjy13OA5EQBf66FWEA%2FvaptP4JTabLs88iLawwfxHwKDFgycp1yeqTopgh%2BEspGl%2FJLDDS9LBsdz4apJut9YG0gEgQ1w7QsM%2B4iLItvlm%2Fb8PCpjTHskp3ZG0xs9m9COL%2Fdvd5MiyI1UdT3UuQqeyHvQWlJ0VouXHEuzBgVS0I8xhw%2BsP8DYjEqdkb4yEGzFYOr38JDERevAcda4IdhzYUw2524wQY6nAHNNQ5yPm4zWfSBxx8nnNVOY1nNfoZNErnNd8V9AsYUb9rvF8sczzCmVjhXSEnQaVDz3tEJcHjXJLAPVal4OU%2BhQKz66X%2BfdiIDlW9Jeg54BXvwxLXKwf9sjq9sYzmKAsBzAmyC2Mn33OZmmEI2xB1jL2swjNrUzwQVgPGHwsZCWK5nDsGxH5OCMrscxR3Hm7KsOIYIkjJvf7xCo7U%3D&X-Amz-Signature=62dcc5832c1b97ff126082b90dcc6bfe2cbe8ec1459e10d0b1ea719f618d6b1b&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Current_Workforce_Certificate.xlsx%22&x-id=GetObject…