On_Call_Sidewalk_Differential_Adjustment.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-240

ON CALL SIDEWALK DIFFERENTIAL ADJUSTMENT

RELEASE DATE: June 11, 2025

RESPONSE DEADLINE: June 25, 2025, 3:00 pm

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

Invitation To Bid #2025-IFB-240

Title: On Call Sidewalk Differential Adjustment

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. Wages and Salaries

2.10. Equal Employment Opportunity

2.11. Apprentice Hiring

2.12. Construction Related Permits

2.13. Alternate Bids

2.14. Calculation Sheet

2.15. Solicitation Process and Submission

2.16. Solicitation Protest

2.17. Award of Contract

2.18. Execution of Contract

2.19. Notice to Proceed

2.20. No Purchase Order – No Payment Policy

2.21. Electronic Invoice Policy

2.22. Payment Policy

3. Project Details

3.1. Bid Specifications

3.2. Calculation Sheet

3.3. Response Submittals

3.4. Attachments

Attachments:

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

B - EEOC_Vendors_Notice of Fees

C - 05_ Exhibit_ Contract Document

1. Project Summary

1.1. Summary

Contract Name: On Call Sidewalk Differential Adjustment

Solicitation #: 2025-IFB-240

Department: Public Works

Repairs to city sidewalks to address trip hazards such as tree root lifting.

1.2. Timeline

Solicitation/Advertise Date: June 11, 2025

Question & Clarification Deadline: June 20, 2025, 5:00pm

Bid Due Date: June 25, 2025, 3:00pm

1.3. Procurement Contact

Shawn Garris

Deputy Purchasing Agent

200 Orange Street

New Haven, CT 06510

1.4. General Conditions and Standards

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

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

2. Instructions to Respondents

2.1. Internet Access

A. The City cannot guarantee that equipment involved in Solicitation Submission and/or solicitation technology will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received at the designated location complete and on time. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. Downloading solicitations of any type does not obligate the City to send you future notifications of solicitations or addendum updates.

C. It is the Respondent's responsibility to review your status on our website and update your contact information accordingly.

D. The City does not recommend waiting till the last day to start and/or submit your response.

2.2. Solicitation Downloads

A. Every part of this document may be downloaded from the website at no cost to you. If you require a third party to print the specifications and/or drawings, that cost will be borne by you.

B. Drawing File Format: PDF

C. Click on the "Downloads" to download the drawings.

D. If you don't have Adobe Acrobat and you wish to view the files in PDF format, Download the application here: https://get.adobe.com/reader/

E. Drawings - The following three local firms are examples of companies that can reproduce drawings and/or any portion of the documents. These suggestions are not to be considered endorsements in any way. Any other firm with the AutoCAD, DWG, DXF, DWF & CSF Viewers will also be able to reproduce the drawing files.

2.3. Inspection of Site

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

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

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

2.4. Inquiries for Clarification

https://procurement.opengov.com/portal/newhavenct/projects/166535 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/166535, 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 because of this solicitation shall be one year unless stated elsewhere in the

Specifications. If there are any options to renew, 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/166535

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

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. BUILDER’S RISK / INSTALLATION FLOATERS (when applicable) When this contract or agreement includes the construction of and/or the addition to a permanent structure or building; including the installation of machinery and/or equipment, the following insurance coverage must be afforded:

Coverage Form: Completed Value, All Risk in an amount equal to 100% of the value upon completion or value of equipment to be installed.

2.7.6. 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.

2.7.7. 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. Wages and Salaries

A. Salary rates and the classification of employees shall be as specified in the Solicitation Documents.

B. The rate of pay set forth in the Solicitation Documents is the minimum that shall be paid during the life of the Contract. Bidders must inform themselves about local labor conditions (e.g. the length of work day and the work week, overtime compensation, health and welfare contributions, labor supply and prospective changes and adjustments of rates).

Wages. Salary rates and the classification of employees shall be as specified in the Solicitation Documents and Contract Documents. The rates of pay set forth in the Solicitation Documents are the minimum that shall be paid during the life of the Contract. Bidders must inform themselves about local labor conditions

(e.g. the length of workday and the work week, overtime compensation, health and welfare contributions, labor supply and prospective changes and adjustments of rates).

Livable Wage Rates for FY 24/25

• $20.75 with employee benefits

• $21.75 without employee benefits

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. 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.

2.12. Construction Related Permits

The contractor is responsible for all fees associated with Permits.

2.13. Alternate Bids

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

2.14. 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.

2.15. 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/166535 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.

https://procurement.opengov.com/portal/newhavenct/projects/166535

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.

2.16. 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.

2.17. Award of Contract

mailto:purchasing@newhavenct.gov

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.

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

2.18. Execution of Contract

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

mailto:NHpurchasingCOI@newhavenct.gov

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

2.19. 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.

2.20. 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);

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.

2.21. Electronic Invoice Policy

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

2.22. Payment Policy

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

10.01.1 DESCRIPTION

(A) The Contractor shall keep all existing streets and sidewalks open to vehicular and pedestrian traffic for the full length and duration of the project and shall provide a sufficient number of travel lanes and pedestrian pass ways to accommodate traffic ordinarily using the street and sidewalks. The Contractor shall maintain and protect traffic in accordance with the current edition of "The Manual on Uniform Traffic Control Devices (MUTCD), Part VI", a copy of which is on file with the City of New Haven Department of Traffic and Parking, and hereby made a part of these contract specifications. The portions of streets over which traffic is maintained shall be kept in such condition that traffic will be safely and adequately accommodated. Sidewalks are to be kept free of excavated materials, tool, machinery and other subjects that will impede or endanger pedestrian traffic. Suitable ingress and egress provisions shall be made for abutting owners and tenants at all times.

(B) The Contractor shall furnish, erect, light and maintain such signs, barricades, barrels, flashers and warning lights as needed or directed by the Engineer, for the regulation and protection of traffic and pedestrians. Such signs, barricades, barrels, flashers, and warning lights shall be used to safely and adequately keep pedestrians, including handicapped persons, and vehicles from equipment, materials, obstacles, excavations, and newly constructed structures. Flagmen shall be provided for the regulation and protection of traffic or pedestrians, as needed or directed.

(C) No separate payment will be made for traffic signs, barricades, barrels, flashers, warning lights, flagmen, etc.

and all costs in connection therewith shall be included in the contract lump sum item "Maintenance and Protection of Traffic."

(D) The Contractor shall be able to provide message boards and/or directional arrows, warning signs as requested by the Traffic and Parking Department and the City Engineer

10.10.01.2 MATERIALS

All signs, barricades, barrels, flashers, warning lights used for the maintenance and protection of traffic shall conform to the standards of the American Traffic Safety Services Association.

10.01.3 CONSTRUCTION METHODS Not applicable.

10.01.4 METHOD OF MEASUREMENT This item will not be measured for payment.

10.01.5 BASIS OF PAYMENT

This work will be paid for at the contract lump sum price for "Maintenance and Protection of traffic". This price shall include the cost of all flagmen, signs, barricades, barrels, flashers, warning lights, and all flashing signs, etc., and all materials, labor and equipment necessary for the maintenance and protection of traffic as specified herein.

Payment for trafficmen required by the City will be made under "Trafficmen" as specified in Section 10.02 of these Technical Specifications. All invoices must be submitted electronically to NHinvoice@newhavenct.gov.

10.01-1

SECTION 10.02

TRAFFICMEN

10.02.1 DESCRIPTION

The Contractor shall furnish uniformed policemen to act as trafficmen at all locations that the proper officials may deem necessary. The trafficmen will be assigned in conformance with the requirements of the

"Standard for Control and Protection of Traffic on Construction and Maintenance Projects Within the Public

Right of Way," City of New Haven, 1962; on file in the Department of Traffic and Parking and herein made part of these contract specifications, except as otherwise stipulated below or as directed by the Engineer.

10.02.2 MATERIALS

Not applicable.

10.02.3 CONSTRUCTION METHODS

Not applicable.

10.02.4 METHOD OF MEASUREMENT

This item will be measured for payment at the unit price per hour as shown in the bid documents, at a set rate that will be set by the City of New Haven for City of New Haven Police Officers. Certified flagmen shall be based on the contract unit price per hour.

10.02.5 BASIS OF PAYMENT

This item of work will be paid for at the unit price set in the contract documents. A ticket for the time the

Policemen serves shall be used to determine the hours worked.

For Certified Flagmen, actual hours paid and certified will be based on the unit price in the contract. All invoices must be submitted electronically to NHinvoice@newhavenct.gov.

10-02-1

SECTION 20.01

REMOVAL OF PAVEMENT

20.01.1 DESCRIPTION

Pavement removal shall consist of the satisfactory removal of pavements designated on the plans to be completely or partly removed, except pavement removed which falls within the limits of "Unclassified Excavation". It shall include asphalt, concrete pavements and bases as required by the contract or as directed by the Engineer.

20.01.2 MATERIALS NOT APPLICABLE

20.01.3 CONSTRUCTION METHODS

Pavement shall be cut to neat lines as required by the contract drawings, or as directed by the Engineer. Concrete pavement shall be cut with a concrete saw. Pavement shall be excavated to the dimension shown on the plan. Excavated material shall be disposed of as directed by the Engineer and in the same manner as described for surplus material in the section on "Unclassified Excavation" of these specifications. No sections or pieces of pavement shall be used in trench backfill and pavement shall be kept separate from other excavated material.

20.01.4 METHOD OF MEASUREMENT

Measurement shall be made by the Engineer and shall be the area in square yards regardless of depth. The area to be measured shall be the actual length times the width as shown on the drawings, within the pay limits as shown on the plans. Pavement removal, which is within the limits of “Unclassified Excavation”, shall not be included.

20.01.5 BASIS OF PAYMENT

Payment for the removal of pavements will be made at the contract unit price per square yard for "Removal of Pavement" which price shall include all equipment, tools and labor necessary for the removal and satisfactory disposal of all pavements. All invoices must be submitted electronically to NHinvoice@newhavenct.gov.

20-01-1

42.1

SAW CUTTING

42.1.1 DESCRIPTION:

Work under this item shall include the furnishing of equipment and manpower associated in providing a saw cut on areas where excavations or removal of existing road, curb or sidewalk exists to the lines and grades specified to provide a clean joint. Work shall occur various locations throughout the City of New Haven.

42.1.2 MATERIAL AND EQUIPMENT:

The contractor shall provide a description of the equipment to be used for the requested saw cutting activity. Equipment submittals shall identify the type of blades used, size of the machinery, noise level of the equipment and manufacturers recommendation on saw cutting techniques to insure an abrasive concrete cut for approval by the engineer or his designee.

The City reserves the right to reject the equipment should the performance not meet the intention of theses specifications.

Other equipment or materials shall be provided as necessary to remove excess stone dust or rubble as required.

42.1.3 CONSTRUCTION METHODS:

The contractor shall provide the required equipment to saw cut through bituminous, concrete, granite or other surfaces ensuring a clean joint. All dust generated by the means and methods used to achieve the saw cut shall be controlled and comply with current OSHA regulations. Areas of work shall be isolated from public access for safety purposes and conform to the City of New Haven’s approved work zone plans and details.

42.1.4 METHOD OF MEASUREMENT:

Measurement for saw cutting shall be based on the number of linear feet cut at the following categorized thickness:

1” – 4” Thick/per linear foot

4” – 8” Thick/per linear foot

8” – 12” Thick/per linear foot

42.1.5 BASIS OF PAYMENT:

Payment for this work will be made at the contract unit price per linear feet saw cut, as measured per categorized thickness. Said price includes all labor, materials, tools, equipment and any ancillary work required to saw cut as specified. All invoices must be submitted electronically to NHinvoice@newhavenct.gov.

SECTION 62.01

SIDEWALK DIFFERENTIAL GRADE ADJUSTMENTS

10. DESCRIPTION

Work under this item shall include the furnishing of equipment and labor associated with eliminating tripping hazards where a settlement or tree root intrusion has caused a differential grade change on sidewalks or concrete drives.

Throughout the City of New Haven abrupt changes in sidewalk walking surfaces requires corrective action in order to eliminate potential tripping hazards. Two methods proven to be effective involve grinding or horizontal saw cutting depending on the severity of the differential encountered. The technique selected shall be based on an evaluation in the field of the existing concrete condition, the severity of the differential, and the effectiveness of the method to produce safe transition of no more than 10% gradient. Surface area receiving differential grade adjustment must maintain an abrasive finish acceptable to the City of New Haven.

20. MATERIALS AND EQUIPMENT

The contractor shall provide a description of the equipment to be used for grinding or horizontal saw cutting effort.

Submittal for such equipment shall identify the type of blades used, size of the machinery, noise level of the equipment and manufacturers recommendation on grinding or saw cutting techniques to insure an abrasive concrete cut for approval by the engineer or his designee. The City reserves the right to reject the equipment should the performance not meet the intention of theses specifications. Other equipment or materials shall be provided as necessary to remove excess stone dust or rubble as required. Equipment or combination of equipment must be capable of removing 225 linear feet of differentials per day various cuts ranging 0.5” to 2.5”.

25. QUALITY ASSURANCE

The contractor/staff must maintain proper training/certification to use required equipment to grind or saw cut concrete sidewalk or concrete slabs. He/She shall have a minimum of three years, experience and shall be the primary user of the approved equipment. If requested the contractor shall provide a list of three recommendations and examples of work completed. Should the contractor fail to produce the required information for evaluation the City reserves the right to reject the bid proposed for the work.

30. CONSTRUCTION METHODS

The contractor shall mobilize to sites throughout the City as directed by Public Works or City Engineer staff have identified differential sidewalk grade adjustments. Locations may require the contractor to perform activities during evening, overnight or weekend hours at no additional cost to the City. Throughout the work process, sidewalk passage shall be detoured in accordance with approved traffic patterns as established by the Department of Transportation, Traffic and Parking. Should the grinding/cutting activity require less than 15 minutes, the contractor must maintain a protected work zone allowing for pedestrian’s safe passage in the designated sidewalk travel area. Where differentials occur less than 2.5 inches, the grinding or horizontal saw cutting must produce a uniform transition no greater than a 10% gradient. At the toe where the former differential began the remaining lip shall be flush with the leading concrete slab. All grinding or saw cutting shall be free of gouges and be of neat appearance without creating a slippery surface when wet.

The contractor shall control all dust (methods compliant with OSHA regulations) and clean all areas of debris once work is completed.

4. METHOD OF MEASUREMENT

All work under this item shall be paid based on the number of linear feet ground or saw cut or both to produce a safe transition that eliminated the sidewalk differential as specified.

50. BASIS OF PAYMENT

Payment for this item shall constitute full compensation for a completed transition as approve including all labor, equipment, associated overhead, mobilization for traveling throughout the city to points where differential sidewalk grade adjusts are required and any incidentals. No compensation will be made for traffic control (non police) or other incidentals necessary to produce a transition as specified. All invoices must be submitted electronically to NHinvoice@newhavenct.gov.

Grinding and Saw cutting per linear feet

SECTION 62.02

CURB CUTTING

6202.11 DESCRIPTION

Work under this item shall include the furnishing of equipment and labor associated with the sawcutting of curb as directed by the Director of Public Works or his/her designee. Curb cutting shall be scheduled at various locations in support of handicapped ramp installation whereas the existing curb is cut in place to the specifications as required. Curb cutting may also occur at locations of existing handicapped ramps and driveway aprons having a precast curb (granite, concrete, bluestone) at the point of access, non-conforming to site conditions (differentials) and A.D.A.

standards. Horizontal saw cutting when applied at specifications provided by City staff will rectify the differential encountered. The cutting technique selected shall be based on an evaluation in the field of the existing condition, the severity of the differential, and the effectiveness of the method to produce safe transition of no more than 10%, (wings and transitions). Edges to be rounded. Pavement repair as required.

6202.21 MATERIALS AND EQUIPMENT

The contractor shall provide a description of the equipment to be used for horizontal saw cutting effort. Submittal for such equipment shall identify the type of blades used, size of the machinery, noise level of the equipment and manufacturers recommendation on saw cutting techniques to insure a smooth cut for approval by the engineer or his designee. The City reserves the right to reject the equipment should the performance not meet the intention of these specifications. Other equipment or materials shall be provided as necessary to remove excess stone.

26. QUALITY ASSURANCE

The contractor/staff must be trained/certified in the operation of equipment utilized in the grinding/saw cutting of concrete/granite curbing. He/She shall have a minimum of three years experience and is the primary user of the equipment. If requested the contractor shall provide a list of three recommendations and examples of work completed.

Should the contractor fail to produce the required information for evaluation the City reserves the right to reject the bid proposed for the work. The contractor shall control all dust (methods compliant with OSHA regulations) and clean all areas of debris once work is completed.

31. CONSTRUCTION METHODS

The contractor shall mobilize to sites throughout the City as directed by Public Works or City Engineering staff, locations identified as hazardous requiring differential sidewalk grade adjustments. Throughout the course of work, the sidewalk passage shall be detoured in accordance with approved traffic patterns as established by the Department of Transportation, Traffic and Parking. Where differentials occur less than 2.5 inches, the horizontal saw cutting must produce a uniform transition no greater than 10% gradient. At the toe where the former differential began the remaining lip shall be flush with the leading concrete slab. All grinding or saw cutting shall be free of gouges and be of neat appearance without creating a slippery surface when wet. The contractor shall control all dust (methods compliant with OSHA regulations) and clean all areas of debris once completed. No overcut allowed.

5. METHOD OF MEASUREMENT

All work under this item shall be paid based on the number of linear feet ground or saw cut or both to produce a safe transition that eliminated the sidewalk differential as specified.

5. BASIS OF PAYMENT

Payment for this item shall constitute full compensation for a completed transition as approve including all labor, equipment, associated overhead, mobilization for traveling throughout the city to points where differential sidewalk grade adjusts are required and any incidentals. No compensation will be made for traffic control (non police) or other incidentals necessary to produce a transition as specified. All invoices must be submitted electronically to NHinvoice@newhavenct.gov.

Saw cutting per linear feet

SECTION 70.25

TREE PROTECTION

7025.10 DESCRIPTION

Work under this item shall include the furnishing and installation of tree protection and root removal during any construction activity within the City Right of Way or as directed by the Engineer in accordance with these specifications. It is the City’s policy that healthy trees within the city right of way are appropriately protected during any construction activity that affects the canopy or root zone of the tree(s). Activities of excavation such as sidewalk construction or utility trenching must consider the health and protection of the tree(s) for any disturbance of the root zone or canopy. The following section shall apply.

7025.20 QUALITY ASSURANCE

Prior to any construction activity within the City Right of Way where trees may be affected by the work being proposed, the contractor shall contact the Urban Forester, at the New Haven Department of

Parks and Public Works at 203-946-6556. At his/her direction the potential tree(s) that are affected shall be inventoried and a determination made as to its health and anticipated protection required to ensure the construction activities will have a minimal impact on the identified tree(s). If required, the contractor may be directed to hire an independent licensed arborist as approved by the Department of Parks and Public

Works to guide the contractor on protective measures or work that is necessary to minimize damage to the tree(s) impacted.

7025.21 MATERIALS AND EQUIPMENT

During construction where pruning is involved the equipment being used must follow OSHA and

ANSI standards including bucket trucks, chippers, and personnel safety equipment. When working around tree roots the contactor shall not use any equipment that rips or tears at the root zone. Hand tools and appropriate excavation methods of care around root zones are required. Back fill material, if required, in formed tree wells shall be clean soil.

7025.30 CONSTRUCTION METHODS

Excavations or sidewalk removals and replacements require careful recognition of the tree(s) that may be affected by the construction activity. Removal of sidewalks where tree roots have raised the walk require special attention after the initial screening by the Urban Forester. Any sidewalk that has tree root intrusion should be carefully removed by pealing off the slab or broken-up with hand tools and removed. Where applicable, the contractor shall provide the largest tree well possible creating a root zone for the tree and a minimum sidewalk area for passage at 48”.

In extreme cases 42” may be required. Any tree roots over 6” in diameter that interfere with the safe minimum passage shall be pruned by a licensed arborist with a minimum of five years experience as approved by the Department of

Parks and Public Works.