1845 - Boiler Replacement and HVAC Upgrades at Parsons Government Center

Legal Notice
CITY OF MILFORD
Office of the Purchasing Agent
70 West River Street - Milford, CT 06460
Tel (203) 783-3225
INVITATION TO BID
ITB # 1845
Notice is hereby given that an Invitation to Bid for the
Improvements at Parsons Government Center:
(1) HVAC Upgrades
(2) Boiler Replacement
will be received in the Purchasing Agent's Office until
3:00 P.M. on Wednesday, June 10, 2026
when they will be publicly opened and read aloud.
Bid packages may be obtained from the Purchasing Agent
or downloaded from www.milfordct.us/863/Current-Bids.
If you download Bid packages it is your responsibility to ensure
that you have current information. Check for any applicable addenda prior to submitting a Bid.
The City of Milford is not responsible for data or transmission errors.
A Non-Mandatory pre-bid meeting between prospective bidders will convene at
Parsons Government Center, 70 West River Street, Milford, CT,
10:00 a.m., Wednesday, May 27, 2026
when project details will be discussed and questions answered.
A Bid Bond of 5% for the total base bid is required and must accompany each bid. The
Successful Bidder must file a 100% Performance Bond, a 100% Labor and Materials Bond, and
Certificate of Insurance upon Notice of Award.
The City of Milford reserves the right to reject any and all Bids or any
part thereof, or to waive defects or informalities in same, or to accept any Bid
deemed to be in the best interests of the City of Milford.
Bidders' attention is called to the requirements as to conditions of employment to be observed,
minimum state wage rates to be paid pursuant to Conn. Gen. Stat. 31-53, et seq., and payroll
submission requirements under the contract.
This solicitation is being funded by the American Rescue Plan Act ("ARPA"). All APRA rules,
regulations and requirements apply.
Fred Bialka
Purchasing Agent

NOTICE OF INVITATION TO BID
Improvements at Parsons Government Center:
(1) HVAC Upgrades
(2) Boiler Replacement
ITB # 1845
The City of Milford, Connecticut is requesting written, sealed Bids from interested parties for
improvements at Parsons Government Center including (1) HVAC Upgrades and/or (2) Boiler
Replacement.
One (1) original and four (4) copies of all Bids shall be submitted in a sealed envelope clearly
labeled with your name and address in the upper left-hand corner and the name of the bid, in the
lower left-hand corner, in the format provided below:
ITB # 1845
Improvements at Parsons Government Center:
(1) HVAC Upgrades
(2) Boiler Replacement
June 10, 2026 @ 3 P.M.
Bids shall be submitted to the Purchasing Agent at 70 West River Street, Milford, CT, by mail or
hand delivered, and must be received no later than 3:00 PM EDT on Wednesday, June 10, 2026,
when they will be publicly opened and read aloud. Bids must be printed in ink or typewritten. No
erasures will be permitted. Contract execution shall be within fifteen (15) days of Notice of Award.
No faxed or e-mailed bids will be considered. The City will not accept or consider bids,
withdrawals, or amendments received after the date and time specified.
Bids received after the time and date specified shall not be considered and shall be returned
unopened. Amendments to or withdrawals of Bids received later than the time and date set for
receipt of such Bids will not be considered. No responsibility will be attached to any City
representative or employee for the premature opening of a Bid not properly addressed and
identified.
The City will evaluate all Bids and make an award based on the best interests of the City. Although
the amount of the Bids will be an important factor in the City's decision, it will also consider the
experience, reputation, history and qualifications of Bidders. The Invitation to Bid (ITB) may be
obtained from the City of Milford's website: www.milfordct.us/863/Current-Bids or by
contacting:
Frederick Bialka, Purchasing Agent
City of Milford
70 West River Street
Milford, CT 06460
Telephone (203) 783-3225
Facsimile (203) 876-1960
E-Mail: fbialka@ci.milford.ct.us
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Interested parties should provide Mr. Bialka with contact information, including names, telephone
numbers and email address, so that additional information, if any, concerning the ITB can be
provided to interested parties.
If you believe that a possible conflict of interest may occur should we accept your bid and award
you a contract or a purchase order, then you must disclose this belief in a statement attached to the
back of the Bid Form.
If tie bids are received which are equal as to price, quality, and service, a bid received from a
business which submits a drug free workplace certification with the bid form will be given
preference in accordance with Milford's Code of Ordinances, Article V, Division 2.
No interpretation of the meaning of the plans, specifications or other contract documents will be
made to any Bidder orally. Every request for such interpretation should be in writing, addressed
to Mr. Bialka at the address above, and to be given consideration must be received no later than
4:00 PM EDT on Tuesday, June 2, 2026. Any and all such interpretations and any supplementary
instructions will be in the form of written addenda to the specifications which, if issued, will
available on the City of Milford's website: www.milfordct.us/863/Current-Bids not later than three
(3) days prior to the date fixed for the opening of Bids. Failure of any Bidder to receive such
addenda or interpretation shall not relieve any Bidder from any obligations under his/her Bid as
submitted. It is the bidders responsibility to ensure that they have all current information. The City
is not responsible for data of transmission error.
No other official or employee of the City may be contacted with respect to this ITB, except as
approved by the Purchasing Agent.
Please e-mail fbialka@milfordct.gov to indicate your interest in this ITB so that additional
information, if any, concerning the ITB can be provided to interested parties.
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CITY OF MILFORD
PURCHASING DEPARTMENT
GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS
The general rules and conditions outlined below apply to all purchases authorized by the City of
Milford. The conditions outlined become a formal part of each Invitation to Bid unless otherwise
specified. All Bidders are expected to fully inform themselves as to the conditions, requirements
and specifications before submitting Bids. Failure to do so will be at the Bidder's own risk.
The terms and conditions outlined in the Invitation to Bid become part of the formal contract
following award, unless specified otherwise.
CONDITIONS OF BIDS:
BID FORMS: The Bidder shall maintain one (1) copy for its files and submit one (1) original
and four (4) signed copies of all Bids shall be submitted in a sealed envelope clearly labeled with
your name and address in the upper left-hand corner and the name of the bid clearly marked, in
the lower left-hand corner, in the format provided below:
ITB # 1845
Improvements at Parsons Government Center:
(1) HVAC Upgrades
(2) Boiler Replacement
June 10, 2026 @ 3 P.M.
Bidders submitting a Bid for either or both options shall clearly identify options for which their
Bid is submitted for consideration.
ADDENDUMS: It shall be the Bidder's responsibility to check for any Addendums added to the
original Invitation to Bid.
LATE BIDS: Formal bids, addenda to Bids or requests to withdraw a Bid received after the date
and time specified for opening will not be considered.
WITHDRAWAL OF BIDS: Bids may be withdrawn by written authorization only, and must be
received prior to specified time of Bid opening.
MAILING OF BIDS: All Bids are to be mailed or hand delivered in an envelope marked as set
forth above and directed to Frederick Bialka, Purchasing Agent, City of Milford, 70 West River
Street, Milford, CT 06460. Bidders are encouraged to allow sufficient time for mailing of Bids.
The City of Milford assumes no responsibility for postal delays. All Bids received will be stamped
with the date and time received by the Purchasing Office. This date of receipt will prevail over
postmark date.
NON-MANDATORY PRE-BID MEETING: A non-mandatory pre-bid meeting for prospective
bidders will be conducted with the City of Milford Public Works Director, or his/her designee, at
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the Parsons Government Center, located at 70 West River Street, Milford, Connecticut, at 10:00
a.m. on Wednesday, May 27, 2026. Attendance is required, and the meeting will include a
discussion of the project scope and an opportunity for questions.
OPENING OF BIDS: The Bids will be opened publicly and read aloud. Bidders are welcome and
are encouraged to attend Bid openings. Bid openings will be listed by Bidder name, address and
Bid amount only. Bid tabulation will be done at a separate time following Bid opening and will be
available to interested parties at a later time.
BIDDERS IN DEFAULT TO CITY: The Purchasing Agent shall not accept the Bid of a
contractor who is in default on the payment of taxes, licenses or other monies to the City.
BID COMPLETION: All information required by the Invitation to Bid must be complete to
constitute a proper Bid. Any incomplete Bid will be disqualified.
The City of Milford reserves the right to reject any or all bids, or any part of a Bid or to waive
defects and/or informalities in Bids, and to seek clarification or additional information from any
Bidder if in the best interest of the City of Milford.
All formal Bids submitted shall be binding for ninety (90) calendar days following bid-opening
date, unless otherwise specified. The Bidder may agree to an extension at the request of the
Purchasing Agent. All extensions are to be authorized by addendum.
BIDS FOR ALL OR PART: Bidders may restrict their Bid to consideration in the aggregate by
so stating but should include a unit price on each item bid upon. Any Bid in which the Bidder
names a total price for all articles without quoting a unit price may be rejected at the option of the
City of Milford. The City further reserves the right to select a Bidder for one option for which they
apply, and not the others, if applying to both, based on certain criteria and to requirements of each
portion of the ITB in the City's sole discretion.
ERROR IN BIDS: Any mistake in a Bid which is obviously a clerical error such as a price
extension, decimal point error or FOB terms may be corrected by the Purchasing Agent, following
Bidder verification. Clerical errors detected at the Bid opening will be corrected and initialed by
the Purchasing Agent, Bidder and a witness, if present. If an error exists in the extension of prices,
the unit price shall prevail.
MULTIPLE BIDS: No Bidder will be allowed to offer more than one Bid price on each item,
although alternate models or styles may meet specifications. Alternates will be considered only if
requested in the original Bid package. If the Bidder submits more than one price on any item, all
prices for that item may be rejected at the discretion of the Purchasing Agent.
TAXES: The City of Milford is exempt from all State and Local taxes - do not include these taxes
in your Bid.
EQUIPMENT SPECIFICATION AND/OR DESCRIPTIONS: Each Bidder shall submit,
when requested by the Purchasing Agent, catalogs, descriptive literature and detailed drawings,
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fully detailing features, designs and construction necessary to fully describe the material or work
it proposes to furnish.
BID BOND, CERTIFIED CHECK, OR CASHIER'S CHECK: When required, each Bid shall
be accompanied by a Bid bond signed by a surety company authorized to do business in
Connecticut or by a cashier's check or certified check made payable to the City of Milford,
Connecticut. The amount of the Bid deposit will be 5% of the total base Bid unless otherwise
specified. Bidder shall furnish a bond for EACH option awarded.
PERFORMANCE BOND and LABOR AND MATERIALS PAYMENT BOND: The
Successful Bidder must supply a performance bond and labor and materials payment bond for the
full amount of the estimated total Bid. The performance bond and labor and materials payment
bond shall be made out in favor of the City of Milford as obligee. The performance bond will be
required as security by the Successful Bidder for faithful performance of its contract and the labor
and materials payment bond shall be required to ensure the Successful Bidder pays its obligations
and for the protection of those persons and entities supplying labor, materials, equipment and
services for the project. This performance bond and labor and materials payment bond will be
required within ten (10) days of the award notification. The performance bond and labor and
materials payment bond must be written by a surety company licensed to transact business in the
State of Connecticut. Upon failure or refusal to furnish the required performance bond and labor
and materials payment bond within this ten (10) day period, the Successful Bidder shall forfeit the
Bid deposit to the City of Milford as liquidated damages. Bidder shall furnish a bond for EACH
option awarded.
PREVAILING WAGES. If this Bid is above the prevailing wage threshold as defined by
Connecticut law, section 31-53, et. seq. as amended, then the Contractor shall include the costs of
such wages including all yearly adjustments in the Contract Price. The wages paid on an hourly
basis to any mechanic, laborer or workman employed upon the work herein contracted to be done
and the amount of payment or contribution paid or payable on behalf of each such employee to
any employee welfare fund, as defined in subsection (h) of this section, shall be at a rate equal to
the rate customary or prevailing for the same work in the same trade or occupation in the town in
which such public works project is being constructed. Any contractor who is not obligated by
agreement to make payment or contribution on behalf of such employees to any such employee
welfare fund shall pay to each employee as part of his wages the amount of payment or contribution
for his classification on each pay day.
DEBARMENT: A contractor cannot be currently debarred from submitting Bids or Bids on
contracts by any agency or political subdivision of the State of Connecticut, or any other state,
native American body or other governmental entity within the United States, nor can he/she be an
agent of any person or entity that is currently debarred from submitting Bids or Bids on contracts
by any agency or political subdivision of the State of Connecticut or any other state, native
American body or other governmental entity within the United Sates.
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SPECIFICATIONS
TRADE NAMES: In cases where an item is identified by a manufacturer's name, trade name,
catalog number or reference it is understood that the Bidder proposes to furnish the item so
identified and does not propose to furnish an "equal" unless the proposed "equal" is specified.
The City reserves the right to approve as an equal or to reject as not being equal any article the
Bidder proposes to furnish which contains major or minor variations from the specification
requirements.
If no particular brand, model or make is specified, the Successful Bidder may be required to submit
working drawings or descriptive data to enable the City to judge if all requirements of the
specifications are being met.
The Bidder shall comply with the true intent of the specifications and not take advantage of any
unintentional error or omission but shall fully complete every part of the specification or drawings
whenever mention is made of any article, material or workmanship to be in accordance with laws,
ordinances, building codes, ASTM regulations, or similar expressions. These shall be considered
to be the minimum requirements of the specifications. All questions regarding the drawings and
specifications shall be submitted to the City no later than 4:00 PM EDT on Tuesday, June 2,
2026. Answers to questions shall be set forth in an addendum.
CONTRACT AWARD: The City reserves the right to (1) award the contract, if any, to more than
one Bidder based on meeting the item specifications, cost, availability, or any combination thereof;
(2) to a single Bidder who meets the specifications for all items and offers the best combination of
lowest cost, best availability, and broadest product range; (3) to add, subtract, or delete any item
or quantity as deemed in the best interest of the City; or to cancel at any time prior to the award of
any contract. The City reserves the right to reject any or all Bids and to waive any informality or
defect in Bids received whenever such rejection or waiver is in the interest of the City. The City
also reserves the right to reject the Bid of a Bidder who has previously failed to perform properly
or complete on time contracts of a similar nature or a Bid of a Bidder who on investigation shows
it is not in a position to perform the contract.
In determining responsibility, the following qualifications in addition to price will be considered
by the Purchasing Agent:
a. The ability, capacity and skill of the Bidder to perform the required services.
b. The ability of the Bidder to perform the contract or provide the service promptly within the
time specified.
c. The character, integrity, reputation, judgment and experience of the Bidder.
d. The quality of performance of previous contracts or services.
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e. The previous and existing compliance by the Bidder with laws and ordinances relating to
the contract or services.
f. The sufficiency of the financial resources and ability of the Bidder to perform the contract
or provide the service.
g. The quality, availability and adaptability of the supplies or contractual services to the
particular use required.
h. Award by item, or part thereof, groups of items or parts thereof, or all items of the Bid.
NOTICE OF ACCEPTANCE: All Bidders will be notified of the award, if at all, in writing
within a reasonable time from the date of the Bid opening. The Successful Bidder will also be
notified. If a Bidder is awarded a contract, the form of contract shall be that attached to this ITB.
By submitting a Bid, the Bidder warrants and agrees that it shall execute the attached form of
contract without exception, modification, or condition.
SPECIFIC BID QUANTITIES: Where quantities are stated specifically, acceptance of the Bid
will bind the City to order only those quantities specified, and to pay for at contract prices all such
supplies or services delivered that meet specifications and conditions of the contract. The City will
not be required to accept delivery of any balances unordered as of the project completion date.
"AS REQUIRED" BID QUANTITIES: On "as required" bids, acceptance will bind the City to
pay for, at unit prices only, quantities ordered and delivered.
CONTRACT PROVISIONS
GUARANTEE: The Successful Bidder shall unconditionally guarantee the materials and
workmanship on all equipment furnished by him for a period of one (1) year from date of
acceptance of the items delivered and installed, unless otherwise specified herein. If, within the
guarantee period, any defects or signs of deterioration are noted which in the opinion of the City
are due to faulty design and installation, workmanship or materials the Successful Bidder, at its
expense, shall repair the defect or replace the item.
AVAILABILITY OF FUNDS: A contract shall be deemed executory only to the extent of
appropriations available to each agency for the purchase of such articles. The City's extended
obligation on these contracts which envision extended funding, through successive fiscal periods,
shall be contingent upon actual appropriations for the following fiscal year.
CONTRACT ALTERATIONS: No alterations in the terms of the contract shall be valid or
binding to the City unless made in writing and signed by the City or its authorized agent.
INSURANCE REQUIREMENT: The Successful Bidder shall maintain insurance from
companies licensed to write business in Connecticut, with an A.M. Best rating of no less than A
VII or higher, and acceptable to the City of Milford, of the kinds and minimum amounts specified
below:
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a. Certificates and Notice of Cancellation. Prior to the signing of the contract, Contractor
shall furnish City with certificates of all insurance and policy endorsements required below,
executed by a duly authorized representative of each insurer, showing compliance with the
insurance requirements prior to commencing the work, and thereafter upon renewal or
replacement of each certified coverage until all operations under this contract are deemed
complete. Certificates shall indicate the type, amount, and class of operations covered,
effective date and expiration date of all policies. Required insurance shall be maintained
for a period of no less than two (2) years, unless a longer period is required by this Contract,
after final payment. An additional certificate(s) and policy endorsements evidencing such
coverage(s) shall be provided to the City thereafter upon renewal or replacement of such
insurance until the expiration of the period for which such insurance must be maintained.
The Certificates of Insurance (see sample attached) and policy endorsements acceptable to
the City shall name the City of Milford, its officers, officials, agents and employees as
additional insureds, and shall be further evidenced by an actual endorsement furnished to
the City from the insurer prior to the signing of the contract between the Contractor and
the City. Any failure to comply with reporting provisions of the policies shall not affect
coverage provided to the City of Milford, its officers, officials, agents or employees.
Contractor shall include all subcontractors as insureds under its policies or shall furnish
separate certificates for each subcontractor. All coverage for subcontractors shall be
subject to all of the requirements stated herein. CGL coverage shall include independent
Contractor's coverage, and Contractor shall be responsible for assuring that all
subcontractors are properly insured.
b. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions
must be declared to the City. At the option of the City, the Contractor shall procure a bond
guaranteeing payment of deductibles or self-insured retentions.
c. Workers Compensation Insurance. Covering all of the Contractor's employees to be
engaged in the work under this contract, providing the required statutory benefits under
Connecticut Workers Compensation Law.
d. Commercial General Liability. Including coverage for independent contractor
operations, contractual liability assumed under the provisions of this contract,
products/completed operations liability and broad form property damage liability insurance
coverage. Exclusions applicable to explosion, collapse and underground hazards are to be
deleted when the work involves these exposures. The policy shall provide liability limits
at least in the amount of $1,000,000 per occurrence, $2,000,000 general aggregate, and
$2,000,000 products/completed operations aggregate. The policy shall also include fire
damage coverage in an amount not less than $100,000, personal and advertising injury
coverage in an amount not less than 1,000,000 per occurrence and medical expense
coverage in an amount not less than $5,000. The City of Milford, its officers, officials,
agents and employees shall be named as an additional insured under this policy on a
primary/non-contributory basis.
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e. Automobile Liability Insurance. Covering all owned, non-owned and hired vehicles,
providing liability limits at least in the amount of $1,000,000 combined single limit.
f. Employers Liability:
i. EL Each Accident: $100,000.00
ii. EL Disease Each Employee: $100,000.00
iii. EL Disease Policy Limit: $500,000.00
g. Builder's Risk Insurance. Builder's Risk Insurance in the amount of Contract Sum, plus
value of subsequent Contract modifications and cost of contractor's labor, materials and
equipment, comprising total value of entire project at the site on a replacement cost basis
without optional deductibles. Such Builder's Risk Insurance shall be maintained, unless
otherwise agreed in the Contract Documents or otherwise agreed in writing by all persons
and entities who are beneficiaries of such insurance, until final payment has been made as
provided in the Contract Documents, or until no person and entity has an insurable interest
in the property to be covered, whichever is later. Builder's Risk Insurance shall be on an
"all-risk" or equivalent policy form and shall include, without limitations, insurance against
the perils of fire (with extended coverage) and physical loss or damage, including but not
limited to theft, vandalism, malicious mischief, collapse, earthquake, flood, windstorm,
falsework, test and startup, temporary buildings and debris removal including demolition
occasioned by enforcement of any applicable legal requirements, and shall cover
reasonable compensation for the City's and Contractor's services and expenses as a result
of such insured loss.
h. Excess/Umbrella Liability- Contractor shall maintain Excess or Umbrella Liability
Insurance with a limit of not less than $5,000,000 for each occurrence and $5,000,000
aggregate.
i. Subcontractors. Contractor shall include all subcontractors as insureds under its policies
or shall furnish separate certificates for each subcontractor. All coverage for subcontractors
shall be subject to all of the requirements stated herein. Commercial General Liability
coverage shall include independent contractors' coverage, and the Contractor shall be
responsible for assuring that all subcontractors are properly insured.
j. Waiver of Subrogation. Insurance policies, purchased as required above, shall be
endorsed with a waiver of subrogation in favor of the City of Milford, its officers, officials,
agents and employees.
k. Additional Insured. All Insurance Policies, except Workers Comp, purchased as required
above, shall be endorsed naming the City of Milford, its officers, officials, agents and
employees as additional insureds on a primary/non-contributory basis.
l. The City reserves the right, in its sole discretion, to require higher limits of insurance
coverage.
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