RFPforAnnualHVACServices.pdf

NORTH HAVEN PUBLIC SCHOOLS

5 Linsley Street - 3rd Floor, North Haven, CT 06457

REQUEST FOR PROPOSAL (RFP) – SEPTEMBER 3, 2026

RFP #2027-003

NORTH HAVEN PUBLIC SCHOOLS – SERVICE CONTRACT FOR HVAC SYSTEMS

ACROSS ALL DISTRICT MAINTAINED FACILITIES

Proposal Deadline: September 14, 2026 - 10:00AM

INTRODUCTION & OVERVIEW

This specification will be used to provide the service of a licensed HVAC contractor in completing various tasks involving the repair and maintenance of HVAC systems and components. Typical projects include but are not limited to the installation, repair, replacement, maintenance or alteration of HVAC components to include sheet metal work, prefabricated ducts, forced hot air heating systems, air conditioning and refrigeration systems.

● Clintonville Elementary School - 456 Clintonville Rd, North Haven, CT

● Green Acres Elementary School - 146 Upper State St, North Haven, CT

● Montowese Elementary School - 145 Fitch St, North Haven, CT

● Ridge Road Elementary School - 1341 Ridge Rd, North Haven, CT

● North Haven Middle School - 55 Bailey Rd, North Haven, CT

● North Haven High School - 221 Elm St, North Haven, CT

2. PROCUREMENT TIMELINE

Procurement Step Date / Time

RFP Issuance Date September 3, 2026

Optional Site Walkthrough* September 9, 2026*

Deadline for Written Questions September 10, 2026

Proposal Submission Deadline September 14, 2026 - 10:00AM

*An optional site walkthrough will begin at Clintonville Elementary School at 9:00 AM on September 9th. The schedule of other schools will follow immediately after this site.

2. SCOPE OF WORK

● This specification will be used to provide the service of a licensed HVAC contractor in completing various tasks involving the repair and maintenance of HVAC systems and components. Typical projects include but are not limited to the installation, repair, replacement, maintenance or alteration of HVAC components to include sheet metal work, prefabricated ducts, forced hot air heating systems, air conditioning and refrigeration systems.

● Licensing Requirements: Contractor(s) bidding on this contract must maintain an active D-1 or S-1 license with the State of Connecticut. Workmen assisting the licensed HVAC contractor must maintain a D-2 or S-2 license or be in an apprentice program recognized by the State of Connecticut.

● Preventative Maintenance: If selected, the contractor shall provide a seasonal preventative maintenance schedule for all District HVAC systems.

● Response Time: The contractor is to respond to an emergency work request within 2- 4 hours, seven days per week. The contractor is to respond within 24 - 48 hours during the normal work week (Monday through Friday) for routine or scheduled services.

● Subcontracting: The contractor will not assign or subcontract any portion of the work without the express, advance written consent of the District.

● Authorization: No work shall commence without a written notice to proceed or Purchase Order. The contractor cannot exceed the value of the contract amount without written approval increasing the Purchase Order.

3. TERM OF CONTRACT

The term of this contract is for one (1) year. North Haven Public Schools reserves the right to extend the bid for three (3) additional one (1) year terms if the District is satisfied with the vendor's performance as it relates to the work performed.

4. MANDATORY STATE & LOCAL LEGAL REQUIREMENTS

● Prevailing Wage Compliance (CGS § 31-53): State prevailing wage rates apply to this public works project if the total contract exceeds statutory thresholds ($100,000 for remodeling/repairs). The contractor must pay all mechanics and laborers at wages equal to the prevailing rates established by the CTDOL and submit monthly certified payroll reports. Certified payroll reports are required whenever individual task orders or cumulative labor or repair projects exceed statutory thresholds under CGS § 31-53.

● Background Checks (CGS § 10-221d/Public Act 16-67): Contractors must certify that all assigned staff have undergone background checks prior to working on school property.

● OSHA 10-Hour Safety Training (CGS § 31-53b): Bidders must submit proof that all mechanics and laborers performing on-site work have completed an approved OSHA 10-hour construction safety and health course.

● Licensure & Registration: Contractors must hold active CT Department of Consumer Protection licenses and active business registration with the CT Secretary of the State.

● Nondiscrimination & Affirmative Action (CGS § 4a-60 & § 4a-60a): The contractor agrees not to discriminate against any employee or applicant on the grounds of race, color, religious creed, age, marital status, national origin, sex, gender identity or expression, sexual orientation, or disability.

● Freedom of Information Act (FOIA) (CGS § 1-200 et seq.): All proposals submitted become public records subject to disclosure under CT FOIA rules once open

5. INSURANCE & INDEMNIFICATION REQUIREMENTS

The contractor shall maintain the following minimum insurance limits, naming the Town of

North Haven and the North Haven Board of Education as Additional Insureds on a primary and non-contributory basis:

● Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate.

● Automobile Liability: $1,000,000 combined single limit.

● Workers' Compensation: Statutory Connecticut limits.

● Employers' Liability: $500,000 / $500,000 / $500,000.

● Indemnification: Contractor shall defend, indemnify, and hold harmless the Town of

North Haven and North Haven Board of Education against all claims arising out of project performance.

6. BID SUBMISSION REQUIREMENTS

All bids must be received in a sealed envelope addressed to:

SEALED BID: North Haven Public Schools HVAC Service Contract Attention: Chief Operating Officer Christian Strickland

5 Linsley Street - 3rd Floor, North Haven, CT 06457

ALL BIDS MUST INCLUDE

1) A completed copy of Attachment A - Bid Pricing Form

2) A completed copy of Attachment B - Non-Collusion Affidavit

3) Copies of Connecticut Contractor Licenses

4) Copies of OSHA 10 Certification

RESERVATION OF RIGHTS

North Haven Public Schools reserves the right to reject any or all proposals, to waive informalities or technical defects in bids, and to accept the proposal deemed to be in the best interest of the district and Town of North Haven.

Attachment A. BID PRICING FORM (Contractors overhead, profit, equipment & transportation are to be included in the following rates)

● S-1 Contractor: Standard: $________/hr - Overtime: $________/hr - Holiday:

$________/hr

● S-2 Journeyperson: Standard: $________/hr - Overtime: $________/hr - Holiday:

$________/hr

● Registered Apprentice: Standard: $________/hr - Overtime: $________/hr - Holiday:

$________/hr

Premium Labor Rates (Nights, Weekends, Holidays)

● S-1 Contractor: Standard: $________/hr - Overtime: $________/hr - Holiday:

$________/hr

● S-2 Journeyperson: Standard: $________/hr - Overtime: $________/hr - Holiday:

$________/hr

● Registered Apprentice: Standard: $________/hr - Overtime: $________/hr - Holiday:

$________/hr

Materials

● Percentage of Markup on all material purchases: ________% (Contractor will be required to submit a separate material invoice from the supplier of the material along with his invoice for service. Material costs incurred by the contractor will only be paid if the supplier invoice is attached.)

Subcontracted Services or Rental Equipment

Percentage of Markup on all Subcontracted Services or Rental Equipment: ________% (Contractor will be required to submit a separate material invoice from the supplier of the material along with his invoice for service. Material costs incurred by the contractor will only be paid if the supplier invoice is attached.)

ATTACHMENT B: NON-COLLUSION AFFIDAVIT

(To be completed, signed, notarized, and submitted with Bid)

RFP #2027-003

NORTH HAVEN PUBLIC SCHOOLS – SERVICE CONTRACT FOR HVAC SYSTEMS

ACROSS ALL DISTRICT MAINTAINED FACILITIES

State of: ________________________

County of: _______________________

The undersigned bidder, being first duly sworn, deposes and says that:

1. They are the _______________________ (Title) of _____________________________________ (Company Name), the bidder that has submitted the attached proposal;

2. They are fully informed respecting the preparation and contents of the attached proposal and of all pertinent circumstances;

3. Such proposal is genuine and is not a collusive or sham proposal;

4. Neither the bidder nor any of its officers, partners, owners, agents, representatives, or employees has in any way colluded, conspired, connived, or agreed, directly or indirectly, with any other bidder, firm, or person to submit a collusive or sham proposal;

5. The price or prices quoted in the attached proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement.

Signed: ____________________________________________________

Printed Name: _______________________________________________

Title: ______________________________________________________

Company Name: ____________________________________________

Subscribed and sworn to before me this _____ day of ______________, 20.

Notary Public, State of __________________ My Commission Expires: ____________