On_Call_PA_System_Repairs_(Addendum_#1_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-IFB-262

ON CALL PA SYSTEM REPAIRS

RELEASE DATE: August 26, 2025

RESPONSE DEADLINE: September 11, 2025, 3:00 pm

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

Invitation To Bid #2025-IFB-262

Title: On Call PA System Repairs

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 - School List 25-26 REVISED

G - EEOC_Vendors_Notice of Fees

1. Project Summary

1.1. Summary

Contract Name: On Call PA System Repairs

Solicitation #: 2025-IFB-262

Department: NHPS-Facilities

Work to include repairs and maintenance to all the existing PA systems throughout the school district. Work to include, but not limited to replacement and repair of PA systems.

1.2. Timeline

Solicitation/Advertise Date: August 26, 2025

Question & Clarification Deadline: September 3, 2025, 5:00pm

Bid Due Date: September 11, 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/178486 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/178486, 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/178486

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

Subcontractors

All subcontractors must provide General Contractor with a valid COI naming the City of New Haven as

Additional Insured with coverage and limits as required by the GC.

Snow Plow/ Contractor's Liability

A form of general liability tailored for snow removal operations, covering third-party injuries or property damage due to plowing. Auto Liability does NOT automatically provide this coverage. If scope of services requires snow plowing this endorsement MUST be listed on the COI.

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

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

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

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 City'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/178486 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.

mailto:purchasing@newhavenct.gov

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

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

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

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

Respondent based on the lowest Base Bid.

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 mailto:NHpurchasingCOI@newhavenct.gov 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 formally signed and in effect, the specific City department that initiated the need for the contracted work will then issue a Notice to Proceed (NTP). This official written communication formally authorizes the contractor to commence the contracted services or project. The NTP typically specifies the start date of the work and may also include important details such as:

• Project name and contract number: For clear identification.

• Contact information: For relevant City and contractor personnel.

• Project schedule and milestones: Outlining key deadlines and deliverables.

• Specific instructions or clarifications: Regarding the execution of the work.

• Conditions for commencement: Any prerequisites that must be met before work can begin.

2.19. No Purchase Order – No Payment Policy

Policies and Procedures

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);

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/general-information/policies-and-procedures

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

3. Project Details

3.1. Bid Specifications

3.1.1. Project Specifics

The work to be performed by the On-Call Public Address Systems Repairs and Replacement Services

Contractor under these Specifications shall consist of furnishing all material, labor, supervision, tools, supplies and other expenses necessary to fulfill all the related work orders issued by the New Haven Public Schools, Facilities Department, including but not limited to the following; The contractor to have qualified installers/workers to work on all parts of Public Address systems including but not limited to Annunciators, microphones, speakers, electric door strikes, button buzzers, wiring and any other related work to Public

Address systems. The contractor must also be capable of doing any electrical work related to repairing the

Public Address systems.

3.1.2. Scope of Work for On Call PA System Repairs

Summary

The City of New Haven, CT is seeking qualified contractors to provide on-call repair services for public address

(PA) systems throughout various city facilities. The goal is to ensure that all PA systems are functioning properly, maintaining the safety and communication plans of the city's operations. The selected contractor will provide timely assistance for repairs, ensure compliance with applicable standards, and offer quality service to meet the needs of the city departments.

Detailed Specifications

The contractor is expected to meet the following specifications and requirements for all repair services related to the PA systems:

A. Systems Covered: The contractor will provide repair services for various makes and models of PA systems present in city buildings, including but not limited to:

o Amplifiers o Microphones o Speakers o Mixing Consoles o Intercom systems o Wireless transmission equipment

B. Applicable Standards: Repairs must comply with the following standards:

o Underwriters Laboratories (UL) - ensure all systems meet UL safety standards.

o Occupational Safety and Health Administration (OSHA) regulations regarding electrical safety.

o Institute of Electrical and Electronics Engineers (IEEE) standards for audio equipment.

o American National Standards Institute (ANSI) regulations for acoustics.

C. Diagnostic Procedures: The contractor shall utilize industry-standard diagnostic tools to assess and troubleshoot PA system failures, including but not limited to:

o Multimeters o Signal analyzers o Audio frequency analyzers o Oscilloscopes

D. Repair Parts: All replacement parts must be original equipment manufacturer (OEM) parts or equivalent high-quality substitutes, and they must comply with the specifications outlined by the manufacturer of the PA systems being serviced.

Service Requirements

The contractor must provide the following services and adhere to the outlined requirements:

A. Response Time: The contractor must respond to service calls within 4 hours of notification, providing emergency repairs and support as needed.

B. Scheduling: Non-emergency repairs can be scheduled with city personnel at mutually agreed times that ensure minimal disruption to city operations.

C. Personnel Qualifications: All personnel dispatched for repairs must have relevant certifications and verifiable experience in servicing PA systems, and must possess clearances for working in municipal buildings.

D. Documentation: The contractor is required to provide reports detailing the findings and repairs made.

Each report must include:

o Date and time of service o Details of the issue o Type of repair performed o Parts replaced and their costs o Recommendation for future maintenance or enhancements

E. Maintenance Recommendations: Following repairs, the contractor should provide preventative maintenance recommendations to extend the life and reliability of the PA systems.

Delivery Requirements

The selected contractor must adhere to the following delivery requirements concerning service execution:

A. Service Locations: Repairs will be conducted in various locations throughout the City of New Haven, including but not limited to:

o See Attachment

B. Service Schedule: The contractor must have personnel available to perform repairs during weekday business hours as well as after-hours or weekend appointments, as required and pre-scheduled.

C. Equipment Handling: The contractor shall be responsible for the careful handling and transportation of all communication equipment. In case of systems that require removal for repair, the contractor shall ensure that the systems are reinstalled and tested for functionality upon completion of the repairs.

D. Quality Assurance: All repair work completed must undergo quality assurance checks, followed by confirmation from city personnel that the systems are operational before the contractor leaves the site.

E. Payment Terms: The contractor shall present invoices bi-weekly based on work completed. The invoices should clearly itemize services provided, time taken, parts used, and any additional charges.

Conclusion

This Scope of Work outlines the requirements for on-call PA system repair services for the City of New Haven, CT. Interested contractors should ensure they can meet these specifications and service requirements in their proposals. The city is committed to maintaining the safety and communication standards expected by its residents and staff through effective management of its public address systems.

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.

LABOR RATES

Line Item Description Quantity Unit of

Measure Unit Cost Total

1-1 General Labor and Repairs 1 Hourly

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

• Priority_Payment_Program.pdf

*Response required

5. 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.

5.1. Permanent Main Office Address*

*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=ASIA47RIURE4PVG3OPYQ%2F20250904%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250904T182543Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEPr%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIFxIhW6YChcKzmjJlx%2BJkKUItztPNenzvxuRGSzsVE9CAiB6t%2BayvDL%2Bvj8XSaF8Md9TUWpHTNb5AaJk8RL5FEKouCqKBQhjEAIaDDg5MjM2NDY4NzY3MiIM0Yek0%2BFMqXsFa7YVKucE11XdYG6THZh0Rga0OAra8cpMgjmnIjfvV26MXJpnGHjfDAYCHkblEQAFSL9I%2Frzooys24X06JxLaRqvQ%2ByXkXY28qrLloqU4%2BYsRJ1eAOVT7MBZYgsJm5qVNe2HbP%2BOGxAXcefh4doKFoul3QWMW0bTUCPuU%2BG4qxSxL9ldlB0i5qzsJVpUTzJgjhZRNQwBumI8JiSwBX2eOxOnkjTVUyKbloNQ1cGgttY3CW%2F48WB7fAqNVeUiVm7jHana4B%2Bmv7UDxfDaXK%2Fxa2w27dOc9R7zVQeuvO%2BgDGpwaroFEMktSJ2s2KlkBl%2F90e3ijL29aPNV1gHujxkOoLAQXY2Jm%2FLOysBvoYrKb0fBeGF2uCWnKDCb4UYjpi1fgRQRcvHjLlRe77fMmDypYHbumIVeSYnioKkB8zkMYDg5QOqeU%2BJLEwb0kpfGU8uX4tdoppEK0FRjI%2BrJQGvx%2FfIFWKgSDXxAgGxhQpqTT8HZP95O4VXsYhIV4rENa3HXInvrCeTnnlg4IoI0xEGYxXmhjO1r22NNaSSY96pMDWSPazqlHs%2B7%2FzG212QJY%2BwR24HS9%2FaLB6uBo64TRNw8lf9pvVycTrIlXuE7tkriQQiKDR751ZIZebHivhfMZY4MudVoZg4MOrM43AeDDWRZyTaoKIxfKwHX227KvPdpBMiFahQaVa57O%2FVywBmNhzJxhDUTuKcE1pKW6qTZxFOHyzewvwGf2%2FZDtNSdzNH3NgEfkxcjdJDpsDxoqLBjZopmIWleR1jatbgaet9yPnVJzQw9ZE%2BLQ9%2FIpoqeB46Vs68CDjhSi%2BiRih9Z1yrP2MJqg58UGOpwBUNl6MohMfUv4IOVqEixfuAndYB%2FfSS2lSZorvhdDZk2OFifNSojW4q79qnYgKLGiXl0%2BbQvuOtO3X9CsZT6tC4dS4BDH5AeTO%2BxipdeUDSW7CH8jDbq7LgOyfsmqoipHkvoOo5wzQUbqwKJFaaJ4B3deQUtLc%2B7XZYhmpTF1eDg9DQVMf8Glrf6ZPI363ZmH%2FHEPRZHePBITpOdm&X-Amz-Signature=fbb0af3a6a5b2e6838d1363a1389ceaa6eb97157c52afc806816fe080d1b3e17&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Current_Workforce_Certificate.xlsx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/84780/9ae17ae0-47ba-465b-aceb-3c8235db81c6_Priority_Payment_Program.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4PVG3OPYQ%2F20250904%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250904T182543Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEPr%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIFxIhW6YChcKzmjJlx%2BJkKUItztPNenzvxuRGSzsVE9CAiB6t%2BayvDL%2Bvj8XSaF8Md9TUWpHTNb5AaJk8RL5FEKouCqKBQhjEAIaDDg5MjM2NDY4NzY3MiIM0Yek0%2BFMqXsFa7YVKucE11XdYG6THZh0Rga0OAra8cpMgjmnIjfvV26MXJpnGHjfDAYCHkblEQAFSL9I%2Frzooys24X06JxLaRqvQ%2ByXkXY28qrLloqU4%2BYsRJ1eAOVT7MBZYgsJm5qVNe2HbP%2BOGxAXcefh4doKFoul3QWMW0bTUCPuU%2BG4qxSxL9ldlB0i5qzsJVpUTzJgjhZRNQwBumI8JiSwBX2eOxOnkjTVUyKbloNQ1cGgttY3CW%2F48WB7fAqNVeUiVm7jHana4B%2Bmv7UDxfDaXK%2Fxa2w27dOc9R7zVQeuvO%2BgDGpwaroFEMktSJ2s2KlkBl%2F90e3ijL29aPNV1gHujxkOoLAQXY2Jm%2FLOysBvoYrKb0fBeGF2uCWnKDCb4UYjpi1fgRQRcvHjLlRe77fMmDypYHbumIVeSYnioKkB8zkMYDg5QOqeU%2BJLEwb0kpfGU8uX4tdoppEK0FRjI%2BrJQGvx%2FfIFWKgSDXxAgGxhQpqTT8HZP95O4VXsYhIV4rENa3HXInvrCeTnnlg4IoI0xEGYxXmhjO1r22NNaSSY96pMDWSPazqlHs%2B7%2FzG212QJY%2BwR24HS9%2FaLB6uBo64TRNw8lf9pvVycTrIlXuE7tkriQQiKDR751ZIZebHivhfMZY4MudVoZg4MOrM43AeDDWRZyTaoKIxfKwHX227KvPdpBMiFahQaVa57O%2FVywBmNhzJxhDUTuKcE1pKW6qTZxFOHyzewvwGf2%2FZDtNSdzNH3NgEfkxcjdJDpsDxoqLBjZopmIWleR1jatbgaet9yPnVJzQw9ZE%2BLQ9%2FIpoqeB46Vs68CDjhSi%2BiRih9Z1yrP2MJqg58UGOpwBUNl6MohMfUv4IOVqEixfuAndYB%2FfSS2lSZorvhdDZk2OFifNSojW4q79qnYgKLGiXl0%2BbQvuOtO3X9CsZT6tC4dS4BDH5AeTO%2BxipdeUDSW7CH8jDbq7LgOyfsmqoipHkvoOo5wzQUbqwKJFaaJ4B3deQUtLc%2B7XZYhmpTF1eDg9DQVMf8Glrf6ZPI363ZmH%2FHEPRZHePBITpOdm&X-Amz-Signature=367221e90bc06fd0619c46c9390910989ea85276a2f3a36733642c3423751a0c&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Priority_Payment_Program.pdf%22&x-id=GetObject

5.2. When Organized*

*Response required

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

*Response required

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

*Response required

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

*Response required

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

*Response required

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

*Response required

5.8. 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

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

Proposal should be addressed.*

*Response required

5.10. 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

5.11. Tax Identification number(s)*

*Response required

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

☐ Yes

☐ No

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

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

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

☐ Please confirm