YWCA Hartford Region - Invitation to Bid - Solar.pdf

INVITATION TO BID

YWCA HARTFORD REGION SOLAR

Invitation to Bid For

Solar Panels at YWCA Hartford Region

Qualified bidders are invited to submit sealed bids for construction services for the Solar Panels Project at YWCA Hartford Region 135 Broad St. Hartford, CT. The Project consists of a new solar panels and connections to be installed on the existing flat roof of the two-story office building. The eight-story residential tower is not included in this bid. Work includes furnishing all labor, materials, and equipment necessary to complete the installation of the new solar system.

It is the intention of YWCA Hartford Region to select a Contractor to provide these services based on the lowest responsible and qualified bid, which include the comprehensiveness and quality of the bid, the experience of the Contractor, the costs submitted by the Contractor, and factors which, in the opinion of YWCA Hartford Region, will lead to efficient , cost effective, and well-maintained facilities.

Owner’s Representative: Derek Stubbs, VP of Administration & CFO, YWCA Hartford Region, 135 Broad St, Hartford ,CT

Architect: Northeast Collaborative Architects, 11 Silver St #116, Middletown, CT 06457, telephone: 860.344.9332

The bid documents may be found on the State of Connecticut Contracting Portal located at https://portal.ct.gov/das/ctsource/bidboard

All questions shall be directed to YWCA Hartford Region, attention Derek Stubbs in writing via email: bids@ywcahartford.org. The last day to submit questions for review by YWCA Hartford Region is July 2, 2026 at 1:00 PM local time.

All questions will be answered by Addendum. No oral interpretations shall be made to any respondent as to the meaning of any of the bid documents. Every request for an interpretation shall be made in writing. Such addenda will become part of this Invitation to Bid and the resulting contract. At least 3 days prior to the due date for bids, a copy of the addenda will be emailed to plan holders. It shall be the responsibility of each bidder to determine whether addenda have been issued.

BID SUBMITTAL AND OPENING

A. Sealed bids will be received at YWCA Hartford Region’s main office (not Soromundi Tower), 135 Broad Street, Hartford, CT, 06105 until 12:00 PM (noon) on July 8, 2026 and must contain the following:

B.

1. Subject line: "Proposal for YWCA Hartford Region – Solar Panels".

2. Bid Date: July 8, 2026.

3. Bid Time: 12:00 PM local time.

4. Bid Public Opening: 12:30 PM local time at YWCA Hartford Region

All Bids shall be prepared in compliance with Instructions to Bidders, included in the Project Manual, dated 2/25/26

C. All forms and bonds must be included and completed for a submission to be considered complete:

1. Acknowledgement Form

2. Acknowledgment of Addenda

3. Schedule of Prices

4. Work Hours, Staffing, and Schedule Form

5. Company Information Form

6. Bidder ' s Qualification Statement

7. Bid Bond - 5% of the contract amount, payable to YWCA Hartford Region and issued by a Surety Company licensed in the State of Connecticut

D. Forms to be submitted by the selected contractor prior to contract award:

1. Performance Bond

2. Labor and Material Bond

3. CHRO Good Faith Efforts Short Form Plan

E. All information must be typewritten or written legibly. Errors, alterations or corrections must be initiated by the person signing the bid.

F. Bids are considered valid for ninety (90) days after bids are opened.

G. Bidders may not modify their bid after bis are opened.

H. An authorized person representing the legal entity of the bidder must sign bids.

I. The inability to meet any specified requirement(s) must be stated in writing and attached to the bid form, or written on the bid form. If no exceptions are noted, it shall be assumed that the terms of the Invitation to Bid have been accepted.

J. YWCA Hartford Region reserves the right to waive any minor informality in a bid when such a waiver is in its best interest.

PREBID CONFERENCE

A. A mandatory site walkthrough will be held on Wednesday, July 1, 2026 at

11:30 AM local time.

EQUAL OPPORTUNITIES REQUIREMENTS

A. An Affirmative Action/Equal Opportunity Employer. Minority/Women's Business

Enterprises are encouraged to apply. This contract is subject to state set-aside and contract compliance requirements.

B. Wage Rates: Funding for this project has been received from the Connecticut

Department of Economic and Community Development. As such, prevailing wage rates must be paid. See section 007343 Wage Rate Requirements and Schedules for additional information.

C. CHRO Requirements: The contractor who is selected to perform this State project must comply with CONN. GEN. STAT.§§ 4a-60, 4a-60a, 4a-60g, and 46a-68b through 46a-68f, inclusive, as amended by June 2015 Special Session Public Act 15-5. State law requires a minimum of twenty-five (25%) percent of the state-funded portion of the contract be set aside for award to subcontractors holding current certification from the Connecticut Department of Administrative Services ("DAS") under the provisions of CONN. GEN. STAT. § 4a-60g. (25% of the total state-funded value with DAS-certified Small Businesses and 6.25% of the total state-funded value with DAS-certified Minority-, Women-, and/or Disabled-owned Businesses.) The contractor must demonstrate good faith effort to meet the 25% set-aside goals.

D. DAS Prequalification of Bidders:

a. Municipal contracts for the construction or renovation of a public works project, where the estimated value is $1,000,000 or greater, will need to comply with C.G.S.

Sec. 4b-91. In such cases the contractors must be pre-qualified by the State of Connecticut Department of Administrative Services (DAS). When applicable, this requirement will need to be included in the Invitation to Bid as a prerequisite for selecting the Lowest Responsible and Qualified Bidder.

b. "Prequalification" means prequalification issued by DAS to bid on a contract or perform work pursuant to a contract for the construction, reconstruction, alteration, remodeling, repair or demolition of any public building or any other public work by the state or a municipality.

c. It is permissible to use AIA form A305, Contractor's Qualification

1. Statement, as a prerequisite to bidding, provided prequalification

11. Does not prevent minority /women owned firms from bidding.

111 . Consult your architect.

Please note that 100% of this contract will be state-funded.

Instructions to Bidders

1. Purpose: The Contractor will efficiently provide its services at YWCA Hartford

Region in Hartford, CT for all matters listed in the Bid Documents which is attached hereto and incorporated herein by reference.

YWCA Hartford Region remains responsible for insuring that the facilities are in conformance with state law and shall monitor the Contractor through periodic monitoring and reports. YWCA Hartford Region retains control of the quality and general nature of its facilities. YWCA Hartford Region shall be assured by the Contractor that all federal, state and local regulations are being met in performing work under this contract and all work shall be performed in accordance with applicable law.

All bids shall be submitted in accordance with these Bid Documents: drawings, specifications and the conditions as set forth in the bid request documents. The successful respondent will be required to sign a contract with YWCA Hartford Region, which will comply with the terms and conditions hereof.

2. Project Overview:

• Obtain all necessary permits, including from the City of Hartford

• Remove any debris on the roof in preparation of installation

• Install new solar panel supports to roof and add flashing and sealant.

• Patch roof at support areas.

• Install new solar panels to the supports and connect to existing electrical system.

• Provide Manufacturer' s warranty of at least 20 years

• Provide minimum warranty on installation as stated in specifications.

3. Work Hours and Staffing:

The YWCA Hartford Region offices and residential tower will remain open during the roof replacements. As part of the bid submission, the Contractor is responsible for sub- mitting a proposal stating the hours they wish to work, the number of employees needed for this project and the total number of working days to complete the project.

All work will be done Monday through Friday. No work shall be performed on State or Federal holidays unless with prior approval.

4. Proposed Form: The Contractor shall fill out its bid on the official proposed form that is included in the Bid Documents.

5. Contract: A contract included in the Bid Documents will be executed between YWCA

Hartford Region and Successful Contractor. The contract shall be AIA Document A107

2007 Standard Form of Agreement Between Owner and Contractor for a Project of Limited Scope, preliminary copy included in these Bid Documents.

6. Contractor Eligibility: The Contractor can contact Todd Whitaker at (860) 525-1163 x

126 if they would like to inspect the site. The Contractor must submit appropriate evidence demonstrating the ability and the resources to provide the specified services.

Submittal of this information must include a list of roofing projects in New England that the contractor has performed. In addition, the Contractor shall complete the AIA Document A305 -1986 Contractor' s Qualification Statement included in these Bid Documents.

7. Contractor Responsibility: It is the responsibility of the Contractor to examine all provisions and visit each location where work is to be performed to become fully acquainted with the sites, problems, conditions, and other factors that pertain to the operation. No claim for relief due to mistakes or omissions will be entertained and each Contractor will be held to his proposal. YWCA Hartford Region reserves the right to waive errors in bids, to accept other than the low bidder, and reject any or all proposals at its discretion.

8. Fiscal Arrangements: The Contractor shall keep and maintain accounting and billing records for the duration of the contract. Terms of Payment are outlined in AIA Document A107 - 2007 Owner-Contractor Agreement.

9. Project shall comply with U.S. Environmental Protection Agency April 22, 2008 rule regarding Lead and renovation, repair and painting program. The AGENCY must document compliance using EPA sample pre-renovation disclosure form. All residents of the property must be notified. Furthermore, all contractors and subcontractors shall be EPA certified in performing work that could disturb lead. The above-mentioned project shall be administered in accordance with all governing local, state and federal regulations.

10. Records, Certifications. Etc.: The Contractor shall keep full and accurate accounts and records in connection with the services covered in this contract. All such records shall be retained by the Contractor for a period of six (6) years and shall be subject to audit by the YWCA Hartford Region, at any time during regular working hours and any reasonable place. The records shall be kept in paper and electronic format. Both formats shall be accessible by YWCA Hartford Region.

Breach or violation of the contract will be subject to available remedies prescribed by law. The Contractor will be totally and completely responsible for seeing that the operation is in complete conformity with all rules and regulations of the The City of Hartford, YWCA Hartford Region, and all other applicable Federal, State, and Local laws, codes or regulations. All assessments to YWCA Hartford Region for noncompliance will be paid by the Contractor.

11. Award: Award of contract will be to the Contractor that submits a bid that is determined to be responsive to this invitation and most advantageous to YWCA Hartford Region. Such determination will be based upon, but not limited to, the Objective Criteria for the Evaluation of Bidders, included in these Bid Documents.

12. Insurance: Original, completed Certificates of Insurance shall be presented to YWCA

Hartford Region prior to contract issuance. Provider agrees to provide replacement/ renewal certificates at least 60 days prior to the expiration date of the policies.

YWCA Hartford Region, Inc. and the State of Connecticut must be named as additional insured.

Insurance and Indemnity Coverage Requirements:

Commercial Umbrella $1,000,000 Each Occurrence General Aggregate $2,000,000 Umbrella Liability $1,000,000

Builder's Risk Insurance. YWCA Hartford Region and the State of Connecticut shall be listed as A.T.I.M.A.

The “Hold Harmless" Indemnification endorsement of the insurance shall include the interest of YWCA Hartford Region and the State of Connecticut. The Contractor and Subcontractors and other interests shall also be named.

13. Taxes: The bidder shall be aware that YWCA Hartford Region is exempt from Federal

Excise Taxes and Connecticut Sales and Use Taxes. Appropriate tax-exempt forms will be provided to the successful bidder(s) as part of the contract award process.

14. Subcontractors: YWCA Hartford Region will recognize only the successful contractor for the proper execution of the entire work under the contract.

15. Miscellaneous:

a) The submission of a bid will be construed to mean that the respondent is fully informed as to the extent and character of YWCA Hartford Region 's requirements, and the respondent represents that it is willing and able to furnish the services requested in a satisfactory manner in complete compliance with the specifications.

b) Once submitted, all bids become the property of YWCA Hartford Region, which reserves the right to reject any and all bids. Bids must be firm and may not be withdrawn for 90 days, or until YWCA Hartford Region awards the contract, whichever comes first.

c) YWCA Hartford Region shall not be liable for any costs incurred by respondents in preparing or submitting bids.

d) YWCA Hartford Region reserves the right to accept any item or group of items proposed in any bid, unless the respondent qualifies its offer by specific limitation. YWCA Hartford Region reserves the right to select a respondent who is not the lowest priced respondent as it deems in its best interest.

e) YWCA Hartford Region reserves the right to reject any bid, in whole or in part, and to waive technical defects, qualifications, irregularities, and omissions, if, in its sole judgment, the best interests of YWCA Hartford Region will be served.

Each bid received within the required time frame will be evaluated individually by YWCA Hartford Region. Each evaluation will come of necessity, consistent subjective judgments concerning each bid.

f) YWCA Hartford Region reserves the right to negotiate with any respondent regarding changes to the original bid which may be deemed to be in the best interests of YWCA Hartford Region.

g) In the event that such successful respondent fails to execute a contract and provide completed W-9 Form within thirty (30) days after notification of award by YWCA Hartford Region, YWCA Hartford Region may cancel its action and reconsider other bids or solicit new bids.

h) YWCA Hartford Region shall consider the successful Contractor to be the sole point of contact with regard to contractual matters including payment to performance of service by the Contractor, its agents and employees. All work will be paid as provided in the Bid Form for all work, per section 012900 Payment Procedures. No payments will be made for mobilization or materials. 5% Retainage will be held.

i) If it becomes necessary to revise any part of this Request for Competitive Bid or otherwise provide additional information, an addendum will be issued by YWCA Hartford Region and furnished to all prospective respondents who have received copies of this original Request for Competitive Bid.

16. Stipulations

a) A contract issued as the result of a bid shall not be considered exclusive. YWCA Hartford Region reserves the right to contract with other vendors for similar services when deemed appropriate.

b) YWCA Hartford Region maintains the right to withhold payment for unsatisfactory mate- rials and/or workmanship until such time that the defect is corrected. If the defect is not satisfactorily remediated within 60 days, YWCA Hartford Region may elect to have the remediation done by an alternate vendor and subtract the cost from the contractor's in- voice. YWCA Hartford Region also reserves the right to deduct from the contractor's billing any costs incurred as a result of inferior or unsatisfactory materials and/or workmanship.

c) YWCA Hartford Region reserves the right to cancel the contract at any time, for any or no reason, with no cost to YWCA Hartford Region. If the cancellation is for inadequate performance, then the cancellation shall be immediate. If the cancellation is for budgetary considerations or is based upon the discretionary right of YWCA Hartford Region then the cancellation shall be upon thirty (30) days written notice.

d) YWCA Hartford Region reserves the right not to award the continuation of a multiple year bid. The award of each year's contract is contingent upon adoption and approval of budgetary funds for this purpose.

17. Dispute Resolution:

Any controversy or disputes arising under this contract shall be litigated in a court of competent jurisdiction in the State of Connecticut or, as determined by YWCA Hartford Region, be first subject to mediation. YWCA Hartford Region will have the option to choose the forum. If the matter is brought in a court of competent jurisdiction, the pre-vailing party shall be entitled to court costs and reasonable attorney's fees. YWCA Hart-ford Region specifically does not agree to be a party to any arbitration proceedings.

18. Choice of Law:

If any controversy between the parties arises Connecticut law will apply and the contract will be interpreted and governed by the laws of the State of Connecticut (excluding its choice of law rules).

END OF INVITATION TO BID

An Affirmative Action /Equal Opportunity Employer. Minority/Women's Business Enterprises are encouraged to apply.