On-Call_Kitchen_Fire_Suppression.docx

City of New Haven, CT

INVITATION TO BID

2026-IFB-050

ON-CALL KITCHEN FIRE SUPPRESSION

RELEASE DATE:

RESPONSE DEADLINE:

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

Table of Contents

Project Summary

1.1 Summary

Contract Name: On-Call Kitchen Fire Suppression Solicitation #: 2026-IFB-050 Department: Food Service-NHPS

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.

Contract Period This is a one-year contract. The contract will begin July 1, 2026 and will continue through June 30, 2027. At the sole discretion of the New Haven Public Schools, Food and Nutrition Department, any award under this request for proposal can be renewed for two (2) additional one-year periods.

A. 1st Option to renew period July 1, 2027 to June 30, 2028 B. 2ND Option to renew period July 1, 2029 to June 30, 2029

1.2 Timeline

1.3 Procurement Contact

Shawn Garris Procurement Analyst 200 Orange Street New Haven, CT 06510

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 Inquiries for Clarification

A. The City will not respond to a Respondent’s request(s) for oral interpretation and/or clarification of the Solicitation Specifications for any reason.

B. The City will respond to a Respondent’s written request(s) for interpretation and/or clarification of the Solicitation Specifications.

1. Any written Inquiry for Clarification must be received seven (7) or more business days prior to the Closing Date. Any request received by the City after this deadline will not be given consideration.

2. Every request for such an interpretation shall be made in writing via City’s e-Procurement Portal’s Question & Answer feature.

3. Please do not send questions or requests for clarification in a PDF format.

4. Every interpretation made to a Respondent will be in the form of an Addendum or Question & Answer to the Solicitation Documents.

2.4 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/92865, 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.

2.5 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.

2.6 Insurance Requirements

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

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

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

Any policies maintained by the contractor and its owned and/or rented equipment and materials shall contain a provision requiring insurance companies to waive their rights of subrogation against the City of New Haven (Owner) and all other Indemnities named in the contract.

Certificates of Insurance The successful bidder shall provide certificates of insurance showing coverage by an insurance carrier authorized by the State of Connecticut to write insurance in the State. The certificates shall show the City as an additional name insured. Said certificate should contain the following endorsements.

PLEASE NOTE THAT ALL CERTIFICATES OF INSURANCE MUST INCLUDE:

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

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

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

POLICY REVIEW AND APPROVAL

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

The Contractor shall submit an insurance certificate in addition to a copy of each policy. The Contractor shall require its subcontractors to obtain policies of similar insurance before each commences work. All such insurance shall be carried with financially responsible insurance companies, licensed in the State and approved by the City and shall be kept in force until the Contractor’s work is accepted by the City, which expire before the Contractor’s work is accepted by the City shall be renewed and submitted to the City for its approval.

A. Insurance will be required for the entire term of the contract. COI are to be emailed to your project contact (see award notice) and NHpurchasingCOI@newhavenct.gov.

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

Contractor/Vendor shall agree to always maintain in force during the contract the following minimum coverage and shall name the City of New Haven as an Additional Insured (1) on a primary and non-contributory basis to all policies except Workers Compensation and Professional Liability. All policies, except Professional Liability, should also include a Waiver of Subrogation. (1). Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best’s rating of “A- “VIII.”

2.6.1 General Liability

Minimum Limits (dollar amount indicates required minimum) Additional Insured (Y indicates required) Waiver of Subrogation (Y indicates required)

Products/Completed Operations Aggregate

2.6.2 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 Certifiable 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.

2.6.3 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

2.7 Certification and Licenses

If the service(s) that you are providing is a service for which a certification, license or other form of qualification is required, please provide documentation with your statement of qualifications.

2.8 Unit Prices, Solicitation Quantities and Tax-Exempt Status A. The Unit Prices for each of the Solicitation items include its pro rata share of overhead so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price represents the total Bid. Special attention is called to this section because in the event it is necessary to revise the quantities, increase or decrease thereof may be made without limit and adjustment and compensation shall be made on the basis of the Unit Prices for such items.

B. Unit Prices should not include federal excise or state sales taxes. State Sales Tax is exempt under Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes when goods are consigned to the City. Tax Exemption certificates will be furnished by the Supervisory Auditor – Accounts Payable upon satisfactory proof of delivery to the City.

C. It is understood an agreed that the Unit Prices shall control the Contract award.

D. The quantities noted in this Solicitation are approximate (estimated only for use in comparing Bids); and that the sums obtained by multiplying the Unit Prices by the estimated quantities, and also the Total of these sums, are inserted for the purpose of checking this Solicitation and for the convenience of the Respondent. The Unit Prices paid are for the actual ordered quantities only.

E. Shipments should be consigned to the City in care of the Contractor.

F. Unbalanced high or low Bid Unit Prices will be reviewed and may be grounds for rejection.

G. Pricing and Supply of Good and Services submitted by vendor as a result of this solicitation must be maintain for at least twelve (12) months from the date of bid submission, unless an increase in length is noted in the specification section of this solicitation.

Buy American Provision The Buy American provision (7 CFR Part 210.21(d)) is one of the procurement standards SFAs must comply with when purchasing commercial food products served in the school meals programs.

For unprocessed foods, the agricultural commodities must be domestic, and for processed foods they must be processed domestically using domestic agricultural food components that are comprised of over 51% domestically grown items, by weight or volume. The following are two limited exceptions when nondomestic foods may be purchased:

· The food or food product is not produced or manufactured in the United States in sufficient and reasonably available quantities of a satisfactory quality; or

· Competitive bids reveal the cost of a United States food or food product is significantly higher than the non-domestic product.

If the above exceptions apply to a food product on your bid proposal, fill out the Exception Documentation Worksheet to be submitted with your bid proposal. Fill out one form for each food item requiring an exception to the Buy American Provision.

2.9 Local Preference Ordinance

A. For this section, “City Based Business” shall mean a business with a principal place of business located within the City of New Haven. A “City Based Business” shall maintain such status throughout the term of any Contract with the City. Failure to maintain such status shall be grounds for the City to terminate said Contract.

B. To be considered a City Based Business you must submit satisfactory proof to the Purchasing Agent of your current City of New Haven address. Some examples of proof include are, but not limited to:

1. Proof of payment of City of New Haven Real Estate tax bill(s)

2. A current, long term lease in the City of New Haven

3. Proof of payment of City of New Haven personal Property tax bill(s) C. The Local Preference ordinance can be found in Section 2-483 of the City of New Haven’s Code. Please review for further details.

2.10 Equal Employment Opportunity

A. A pre-award conference concerning equal employment opportunity compliance by the Awardee will be scheduled the week prior to the City’s authorizing the award. The contractor will receive forms and other documentation that must be completed and returned to the City prior to the date of the pre-award conference. The Contractor’s Affirmative Action/Equal Opportunity compliance report will represent the major focus of discussion at the pre-award conference. The contractor is responsible for satisfying the affirmative action/equal opportunity provisions as set forth in or referred to in these Solicitation Documents.

B. Any proposed subcontract under this Contract must submit a certification regarding Equal Employment Opportunity, similar to that submitted by the Respondent. Approval of the subcontractor award cannot be given by the owner unless and until the proposed subcontractor has submitted the certification and/or other evidence that it has fully complied with any reporting requirements to which it is or was subject.

C. Although the Respondent is not required to attach such certification by proposed subcontractors to its Response, the Respondent is herein advised of this requirement so that appropriate action can be taken to prevent subsequent delay in subcontract awards.

D. The Equal Employment Opportunity ordinance can be found in Section 12 ½ of the City of New Haven’s Code. Please review for further details.

2.11 Construction of Related Permits

The contractor is responsible for all fees associated with Permits.

2.12 Alternate Responses

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

2.13 Pricing Sheet

A. Please provide your pricing matrix via Response Submittals. The City of New Haven must be readily able to discern your pricing Qualifications at a quick glance.

B. A brand name, model number or other designation that identifies the product of a manufacturer may be indicated. Other brands will be considered, provided they meet the quality standards of the brands listed within. Product literature, i.e. (M.S.D.S.) must accompany any substituted product with your submission.

2.14 Solicitation Process

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

B. Solicitation Closing – At the time fixed for the submission deadline of responses, the City will open the Digital Response received by the submission deadline utilizing the City’s e-Procurement Portal. Pricing information will be available publicly and can be accessed at: https://procurement.opengov.com/portal/newhavenct/projects/92865 in the “Results” tab. Respondents and other interested parties can visit the City’s e-Procurement Portal for the list of respondents and their respective pricing information. To receive notifications regarding the pricing results, interested parties must click on “Follow” on the Public Solicitation Portal.

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

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

E. Response Rejections – The City reserves the right to reject any and all responses which do not meet the requirements. Some reasons for rejection include, but are not limited to: altered or qualified contractual terms, non-conforming Response, incomplete or erroneous paperwork, and/or not habitually performing with the Respondent’s own forces.

F. Solicitation Rejection Notification – Should the City reject a response for any reason, the Submitter shall be notified. In case of such rejection, the City will return the Bid Bonds to the Respondent(s). No other part of a Respondent’s Submission will be returned.

2.14.2 Solicitation Submission

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

B. Each solicitation response must be submitted in the prescribed format. All blank spaces must be filled in as noted. Responses must give the prices in numerical figures. No changes shall be made to the City’s documents for any reason.

C. The Respondent shall sign their Response in the blank space provided for this purpose. If the solicitation response is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated and the Response Submission must be acknowledged by a corporate officer as applicable. Any partner of corporate stockholder owning 25% or more of the business shall also be disclosed.

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

E. No Respondent may withdraw a submission within one hundred twenty (120) days after the actual date of the opening thereof.

2.15 Solicitation Report

A. Any Solicitation protest must be submitted in writing. Respondents may file a written protest of the Solicitation results with the City’s Purchasing Agent, within 48 hours of the posting of the Solicitation results on the City Website.

B. A protest must be submitted via email, purchasing@newhavenct.gov, or Fax, 203-946-8206.

C. The City will acknowledge receipt of written protest. If the Purchasing Agent or representative has not acknowledged receipt of the protest by the close of business on the following day, please contact the Bureau of Purchases at 203-946-8201 or by Fax at 203-946-8206.

2.16 Award of Contract

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

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

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

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

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

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

G. Should a Contract be awarded, it will be awarded by the City to the lowest responsible qualified Respondent based on the lowest Base Bid.

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

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

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

2.17 Execution of Contract

A. In executing the Agreement, the Awardee will be required to reaffirm and restate all representations made in its Response Submission.

B. After the notice of award and within ten (10) days after the prescribed forms are presented for signature, the Awardee shall execute and deliver to the City the Agreement in the form included in the Contract Documents, in such number of copies as the City shall require.

C. The failure of the Awardee to execute such Agreement, pay any taxes due, to supply the required bonds or submit the Certificate of Insurance, all within ten (10) days after the prescribed forms are presented for signature, or within such extended period as the City grants based upon reasons determined sufficient by the City, shall constitute a default and the City reserves the right to any remedies available at law or in equity including pursuit of Bid Bond. The City may either award the Contract to the next lowest responsible Respondent or re-advertise the Solicitation.

D. Performance Labor and Material Bonds – (see Project Summary for applicability)Having satisfied all conditions of award as set forth elsewhere in these documents, the successful Respondent shall, within the period specified in paragraph “A” above, furnish a bond in a penal sum not less than the amount of the Contract as awarded, as security for the faithful performance of the Contract, and a labor and material bond for payment of all persons, firms or corporations to whom the Contractor may become legally indebted for labor, materials, tools, equipment, or services of any nature including utility and transportation services, employed or used by him in performing the work. Such bonds shall be in the same form as those included in the Solicitation Documents and shall bear the same date, or a date after that of the Agreement. These bonds shall be signed and issued by a guaranty or surety company satisfactory to the City, authorized and qualified to do business in the State of Connecticut, and listed in the latest issue of the U.S. Treasury Circular 570, and the penal sum of any such bond shall be within the maximum specified for such company in said Circular 570. The current power of attorney for the person who signs for any surety company shall be attached to such bonds.

E. Commencement of Work – The City will not be responsible for payment of any work performed or materials supplied by the successful respondent before the Contractor receives a fully executed agreement unless an emergency situation has been declared by a City employee duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency.

2.18 Notice to Proceed

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

2.19 No Purchase – 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

Project Details

3.1 Proposal Specifications

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, 2026 and will continue through June 30, 2027. At the sole discretion of the New Haven Public Schools, Food and Nutrition Department, any award under this request for proposal can be renewed for two (2) additional one-year periods.

I. 1st Option to renew period July 1, 2027 to June 30, 2028 II. 2ND Option to renew period July 1, 2028 to June 30, 2029

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.

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