Kitchen_Fire_Suppression_25-26.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-IFB-167

KITCHEN FIRE SUPPRESSION 25-26

RELEASE DATE: March 23, 2025

RESPONSE DEADLINE: April 24, 2025, 3:00 pm

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

Invitation To Bid #2025-IFB-167

Title: Kitchen Fire Suppression 25-26

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

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

G - EEOC_Vendors_Notice of Fees

1. Project Summary

1.1. Summary

Contract Name: Kitchen Fire Suppression 25-26

Solicitation #: 2025-IFB-167

Department: NHPS-Food Service

The New Haven Public Schools is seeking formal Bids for regular and overtime hourly wage rates and a percent

(%) markup over original material invoices from qualified contractors.

The Contractor shall provide full Testing, Inspection, Preventive Maintenance, On-Call Repairs and Emergency

Services for New Haven Public Schools’ at the locations.

Preventative inspections must be done on a semi-Annual basis.

1.2. Timeline

Solicitation/Advertise Date: March 23, 2025

Pre-Bid Meeting (Non-Mandatory): April 9, 2025, 1:00pm

Microsoft Teams

Meeting ID: 223 860 052 611 Passcode: 2rb2c2Z3

Question & Clarification Deadline: April 15, 2025, 5:00pm

Bid Due Date: April 24, 2025, 3:00pm

1.3. Procurement Contact

Michael Trnik

Procurement Coordinator

54 Meadow Street, 4th Fllor

New Haven, CT 06519

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/150423 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/150423, 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/150423

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/150423 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. On-Call Kitchen Suppression

City of New Haven, BOE Food Service Bid

On Call Kitchen Suppression Repair Services

GENERAL OVERVIEW

The New Haven Public Schools is seeking formal Bids for regular and overtime hourly wage rates and a percent

(%) markup over original material invoices from qualified contractors.

The Contractor shall provide full Testing, Inspection, Preventive Maintenance, On-Call Repairs and Emergency

Services for New Haven Public Schools’ at the locations.

Preventative inspections must be done on a semi-Annual basis.

GENERAL CONDITIONS

Intent of these General Conditions and Specifications are to ensure testing, inspection, preventative maintenance, on-call repairs and emergency services are complete in every respect. Details of requirements and services not explicitly stated in these specifications but necessarily attendants thereto are deemed to be understood by the Contractor and included herein.

Items on this list should be used as guidelines, but not considered all-inclusive of requirements according to industry standards, which the Contractor is expected to follow.

All material and equipment furnished shall be new and in excellent condition. However, on occasion, the contractor may be requested to install salvaged equipment, this request will be made at the sole discretion of the

City of New Haven and refusal to comply will be considered a violation of the terms and conditions

The City of New Haven’s interpretation of the General Conditions and Specifications shall be final and binding upon the Contractor.

CONTRACT PERIOD

This is a one-year contract. The contract will begin July 1, 2025 and will continue through June 30, 2026. At the sole discretion of the New Haven Public Schools, Food and Nutrition Department, any award under this request for proposal can renewed for two (2) additional one-year periods.

A. 1st Option to renew period July 1, 2026 to June 30, 2027

B. 2ND Option to renew period July 1, 2027 to June 30, 2028

SCOPE OF WORK

The work to be performed by the Testing, Inspection, Preventive Maintenance, On-Call Repairs and Emergency

Services Contractor under these Specifications shall consist of furnishing all material, labor, supervision, tools, supplies and other expenses necessary to provide full Testing, Inspection and Preventive Maintenance per local and state code.

On-Call Repairs and Emergency Services of every description, including but not limited to inspections, adjustments, testing and replacement of parts for all district-wide kitchen refrigeration equipment and related equipment covered under this Contract and the preparation/furnishing of certifications and reports as required by the New Haven Public Schools.

PREVENTATIVE MAINTENANCE

NHPS has an expectation is that the provider’s service technician(s) have the necessary generalist’s skills and ability to properly resolve the overwhelming majority of repairs identified during the preventative maintenance inspections. The service provider(s) shall submit a checklist for each piece of equipment inspected per school.

Preventive maintenance of equipment will be done at least once per school year. Preventative maintenance is to include cleaning, replacing equipment and other preventive actions deemed necessary. Minor repairs must be done during the preventive maintenance inspection.

Major repairs discovered during a preventive maintenance inspection must be noted and relayed to the

Executive Director or Authorized designee. Major Maintenance will consist of the restoration or replacement of parts as necessitated by the wear and tear, damage, failure of parts, etc.

HOURS

All work, except that which is deemed disruptive to the normal operation of the school, shall be conducted during normal business hours. Alternate arrangements for disruptive work shall be scheduled through the

Executive Director of Food Services or his/her designee.

No work shall be performed unless such is authorized by the City of New Haven or its authorized representative. Further, notification must be given to the Executive Director of Food Services or his/her designee before the close of the business day prior to the day work is to be scheduled.

In the event that work is to be scheduled for two (2) or more consecutive days, the Executive Director of Food

Services must be informed on a daily basis as to all aspects of the status of work progress.

BASIS OF HOURLY CHARGES

The bid price shall include all labor, transportation, fuel and other charges applicable The bidder shall enter on

Bid Form the amount he proposes to charge per hour for the service to meet all specifications, regular hourly rate, overtime hourly rate and preventative maintenance for equipment NHPS Food Service shall pay contractor for the time spent at the work site ONLY.

REPAIR WORK

Repair work includes labor and materials Equipment within the Food Service Department. Work also includes installation of equipment when necessary.

SERVICE WORK

This bid shall be for Food Service Equipment and materials, based on hourly charges for making routine and emergency service calls involving equipment problems of the kitchen facilities of NHPS Food Service. For this service work the Food Service Equipment Repair Service Contractor shall provide all labor and materials necessary to complete the job as follows:

• NHPS designated representative shall notify the Service Contractor of the location and nature of the problem requiring service

• Service Contractor shall make service call and diagnosis the problem and report back to the NHPS

Executive Director or Designee

• NHPS will acknowledge report and advise the Service contractor if further service work is required, such as repair work.

• Where actual repairs work is to be involved, hourly rate, as bid shall apply for labor excluding cost of materials.

EMERGENCY WORK

Although the intent is to schedule work during normal business hours, any condition deemed by the New Haven

Public School’s Executive Director of Food Services to be an emergency and/or urgent shall be responded to by the Contractor as follows:

The Contractor shall have a local office located within 25 miles of the City of New Haven. The Contractor shall be capable of responding to on-call and emergency calls via telephone and/or via FAX within ½ hour

(normal working hours) and 1 hour (after hours, weekends, and holidays) of receipt of the call from the following: New Haven Public Schools Facilities Management Service Response Center.

EMERGENCY NOTIFICATION PROCEDURE

The Contractor shall furnish emergency telephone numbers to the New Haven Public School’s Service

Response Center at 203-691-3910 that will provide direct access to the Contractor’s staff responsible for emergency dispatch of service technicians. The telephone numbers shall provide the City of New Haven and its representatives with 24 hours/7 days per week access to the Contractor. All costs associated with any emergency call shall be included in the base price hourly rates of the Contract

REPORTING FOR PREVENTATIVE MAINTENANCE

On an annual or bi-annual basis, during the month of July, the vendor will inspect all district-wide kitchen equipment and identify all deficiencies.

The inspections will include, but not be limited to: cleaning condensers; checking condition of door gaskets;

and the operations of all equipment.

A detailed report shall be provided to the Director of food Service no later than one week after August

15, with the following details:

• School Location

• Number of Equipment inspected

• Inspection Check list (What the vendor inspected)

• Make and Model

• Age of equipment (if available)

• Recommendations for the equipment from vendor

The priority of repairs for such deficiencies will be determined by the Executive Director of Food Services for the New Haven Board of Education.

The security and protection of all materials, tools and equipment stored at any work location are the sole responsibility of the Contractor.

WARRANTY

All workmanship and materials performed and installed pursuant to these specifications and the contract shall be fully warranted for a period of one (1) year from the date of approval of the Contractor’s invoice for any project, task or assignment by the Director of Food Services.

PRIMARY CONTACT

The primary contact individual that represents the City of New Haven, BOE Food Service relating to all requirements of this Contract is:

Baron Young

Executive Director of Food Services

New Haven Public Schools

75 Barnes Avenue

New Haven CT, 06513

Phone: 475-220-1611

FAX: 203-946-7650

In the event that the Director is not available to contact, a designee will be assigned who is authorized to initiate a service call.

In all cases, whether initial contact is made by the individuals referenced above, a confirming Work Order will be faxed to the Contractor’s office after such Work Order is generated. In some situations, in lieu of a telephone call to the Contractor, only a Faxed Worked Order will be issued to the Contractor.

Should a project, task or assignment be performed by the Contractor that is not initiated by one of the individuals listed above, the Contractor’s invoice will not, under any circumstances (except for a bona fide emergency), be approved for payment.

Should the Contractor receive a call from any individual other than the individuals listed above, the Contractor shall instruct the caller to contact the Service Response Center at (203)-691-3900 to provide details of the repair or service need.

RIGHT TO CANCEL

NHPS Food Service reserves the right, without notice, to cancel service agreement for the following reasons:

• Failure of Contractor to adhere to hourly rates as bid.

• Contractor's failure to timely respond to service requests.

• Contractor's failure to comply with any part of this specification.

• Inferior work performed to EICSD property determined by EICSD

• Evidence of collusion, price fixing, or theft of EICSD provided materials

• Failure to provide proof of insurance as required herein.

METHOD OF SELECTION

The City reserves the right to award portions of this contract to multiple bidders. The primary selection will be the low bidder by total price (hourly rate, overtime, and preventative maintenance)

RECORD KEEPING AND INVOICING

The City of New Haven and its representatives require the Contractor to keep accurate timesheets for all employees assigned to perform any project, task or assignment pursuant to this Contract. Hourly rates submitted during bid process should include amounts to cover all associated costs including but not limited to travel and fuel charges. Contractors will only be allowed to invoice for TIME SPENT ON SITE and so noted on a service ticket. All other charges will be eliminated from invoices received.

The City of New Haven and its representatives require the Contractor to keep an accurate listing of supplies and materials used in the performance of any project, task or assignment pursuant to this Contract.

A Work Order (established by the Executive Director of Food Services for the New Haven Public Schools) issued to the Contractor for a project, task or assignment will be noted as “complete” along with the date of such completion and it will be returned to Maintenance Services as part of the invoice documentation.

Upon arriving at any school or facility said contractor will record arrival and departure time on a service ticket. Both arrival and departure times will be verified and signed for by an authorized representative of said school or facility.

PAYMENTS AND INVOICING

Net terms

Net terms for invoice payment are normally between 45-60 day depending on the payment schedule for the

City/BOE.

Invoice Submissions

Invoices shall be submitted, as provided for herein, with the Contract Number, Work Order Number and location(s) of the school(s) where work was performed clearly identified. Should an invoice not contain the required information as described below, it will be returned unpaid to the Contractor.

Minimum invoice information includes:

1. Complete description of the work performed.

2. Clear summary of labor hours and costs, with extensions.

3. Clear summary of materials used, and costs, with extensions

4. Grand total.

5. In addition, the following must be attached to the invoice if applicable:

• Service Ticket signed on-site by NHBOE representative displaying hours on site (arrival and departure times).

• All material delivery receipts.

• Completed Work Order.

A monthly statement of New Haven Public Schools – Food Service should also be emailed to the Director of

Food service, the Bureau Supervisor and Account Clerk.

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.

KITCHEN SUPPRESSION 25-26

Line Item Description Quantity Unit of

Measure Unit Cost Total

Labor

1 REGUULAR HOURS 1 EA

2 OVERTIME HOURS 1 EA

List of Schools

3 Barack Obama School 1 Ea

4 Barnard 1 Ea

5 Beecher 1 Ea

6 Benjamin Jepson Magnet 1 Ea

7 Betsy Ross Arts Magnet 1 Ea

8 Bishop Woods 1 Ea

9 Celentano 1 Ea

10 Central Kitchen Facility 1 Ea

11 Clinton Avenue School 1 Ea

12 Conte West Hills Magnet School 1 Ea

13 Coop Arts & Humanities HS 1 Ea

14 Davis School 1 Ea

15 East Rock Magnet 1 Ea

16 East Rock Magnet 1 Ea

17 Fair Haven Middle School 1 Ea

18 Family Academy of Multicultural

Expolration(F.A.M.E) 1 Ea

19 High School in the Community 1 Ea

Line Item Description Quantity Unit of

Measure Unit Cost Total

20 Hill Central 1 Ea

21 Hill Regional Career HS 1 Ea

22 James Hillhouse High School 1 Ea

23 John Daniels School 1 Ea

24 John S. Martinez School 1 Ea

25 King Robinson MS 1 Ea

26 Lincoln Bassett School 1 Ea

27 Mauro Sheridan 1 Ea

28 Metropolitan Business Academy 1 Ea

29 Nathan Hale School 1 Ea

30 New Haven Academy 1 Ea

31 Roberto Clemente 1 Ea

32 Ross/Woodward School 1 Ea

33 Troup Magnet 1 Ea

34 Truman School 1 Ea

35 W. Hooker MS 1 Ea

36 Wexler/Grant School 1 Ea

37 Wilbur Cross HS 1 Ea

38 ESUMS- Egineering & Science

Magnet - West Haven 1 Ea

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*

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

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

• Current_Workforce_Certifica...

*Response required

4. 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.

4.1. Permanent Main Office Address*

*Response required

4.2. When Organized*

*Response required

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

*Response required

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

*Response required

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

*Response required

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

*Response required

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

*Response required https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=f5c2312b-a468-49f8-8e4b-21b845ae0a04&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2 https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=fc2842d4-2626-4a80-865b-41e2d926ce22&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2 https://government-project.s3.us-west-2.amazonaws.com/84780/54909ddb-005f-4f67-84aa-87b301443feb_Current_Workforce_Certificate.xlsx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4K6QPY6L2%2F20250323%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250323T190002Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEIH%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQDrtri9lizyOJsdoG2GUtKL48xnW78AdLGhHg0oLwFSCgIgPvgW6vqUqI%2BRi8ypts%2BI5IkiqQOabvToJu1X6swamhQqjAUI2v%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDKcsc10EBdRclgM9SyrgBKn7nLEhJJkIDT0XPmUTGAjp5op7LrtmjNaLH1g%2BnU92rsnowVkj%2F3VplfgB%2BmMItrgOOOugfAAoyVYoggqlbEXCHyhzGVwPcvQ%2FpOyikpzIXwvnJ7untm6GFsr5n046e6LdZw6xRq%2BFMR68kv7Y6OZn3T8Ht3m9EaQY7Y%2FsJj%2BzBQIz17Z4FHH44ld0juhkCTmFSdFY%2BC49VFr4kLhjvhVWDauraXkKWe0w7uHw6VhV%2Ft%2FvVLIFp3DrXfCeNH8K%2BQ0X%2F%2F%2Bw4pNJuuUK%2FVP3akGcZUEZuarVsRxz16xdP9AgcTtqOdyr30KBhftby3vgi9R85pWC1aOsob7zGPAhKcbsimUggoyFfUxNXtydCFhh7OFZyu7Rnf0Qysor%2Fu7Up2ToFLudbYpO0j%2Fz53oVq94aJ4gPghRqQnK8cDpaabRIBFhEO8iGK8jsCfpWXLdl46raPlEInQtuMkEveD131xjuxSg3u3sdvIf48oIdC0WSnPkQng8R4jqLV%2BYUsBunxpoF6W8vL9qeXrvsPuaqTaDQytEhmb38rZp%2Fy7H9QmtAWsutnBEtaZ9ARCwcEEEqnqSQ9uXx9eExhzaRbIdzkb7i1PG%2BcWA7ZHOEPciTkR8jiT%2Fg3DEqKBu3T39F00OZgvOpjf8ldLMxp%2BH1bjOjNxx73w%2BGHDvD6jU1gphuhEfeC%2Frk0IjZsKiH8NqnCggY5Nz5X2Ve7p4DuqYJEjS33KvU5I%2FSSDehTDqYuymU2mQVv9JcREHAZgvF8vt3MENYeJst1H%2FKxgqAlHNTLXFINLElFBaGt3e0y78ccOzsK20lMPL8gL8GOpsBl3wYXHN8%2BLQgsFezSS8qfQO5gv8G15teMQ9K3%2Bto%2FJ2hrOUssoUxUlP8LNBS%2BfIWmkJs2sXYevt54L4eO%2Fd8ICymL8lufOLcIMLA87aHpSe1y3NKXS2x2vYjlkcSk%2BmFFw7K%2Bwf88q5CMDNojEX1HW1uVZgEJlE624ghErRRBaToweLJkt34tKIuBuxGcxy1EnF%2FgnRKHiiU2ig%3D&X-Amz-Signature=882a716bd0b9f19db59855846ec32b88d50a00cce6bce6e7718d5be8ba04541e&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Current_Workforce_Certificate.xlsx%22&x-id=GetObject

4.8. 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

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

Proposal should be addressed.*

*Response required

4.10. 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

4.11. Tax Identification number(s)*

*Response required

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

☐ Yes

☐ No

*Response required

4.13. What is the material markup percentage to be applied during course of the contract? Maximum

Percent Mark is 10%.*

Enter your mark up percent

*Response required

4.14. Attached to this solicitation are contract exhibits for your review. Please be advised that the City of

New Haven maintains a standardized set of contractual terms and conditions that are not subject to negotiation. If your proposal is selected for award, you will be required to adhere strictly to the terms and conditions outlined in this document. *

By submitting a response to this solicitation, you acknowledge and accept this requirement as a condition of award.

☐ Please confirm

*Response required