HVAC Upgrade Community Center Design and Build Services
| Agency: | City of West Haven |
|---|---|
| State: | Connecticut |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Dec 23, 2025 |
| Due Date: | Jan 20, 2026 |
| Solicitation No: | 2026-19 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
2026-19
|
| Bid Title: |
HVAC Upgrade Community Center Design and Build Services
|
| Category: | City Bids & Solicitations |
| Status: | Open |
Attachment Preview
City of West Haven
Invitation to Bid (ITB) #2026-19
HVAC Upgrade Community Center
Design and Build Services
PROJECT SUMMARY
The City of West Haven is soliciting sealed bids from qualified and licensed contractors to
provide design-build services for the installation of HVAC split systems (mini-splits) at the
facility located at 255 Meloy Road, West Haven, Connecticut. The building is a former school
currently being renovated for use as a Community Center.
The scope includes engineering, equipment selection, installation, and commissioning of HVAC
split systems to serve approximately 19 rooms. The existing system provides heat only; the
selected contractor will be responsible for evaluating existing HVAC infrastructure and
upgrading it as necessary to provide efficient cooling suitable for daily use.
All services shall comply with applicable Federal, State, and Local regulations, including
building codes and mechanical codes, and shall be performed by qualified personnel.
All work carried out under this funding must comply with the State of Connecticut government
guidelines and DECD Urban Act program requirements.
PROJECT TIMELINE
The awarded vendor is expected to complete all aspects of this project by February 28, 2026.
SUBMISSION INSTRUCTIONS
Pre-Bid Meeting Required YES
Pre-Bid Meeting Location
Pre-Bid Meeting Date & Time
Mandatory Walkthrough of Site YES
Site Location 255 Meloy Road West Haven
Date & Time 01/07/2026 11:00am
Information Period Closing Date and Time 01/14/2026 Time: 02:00PM
Solicitation Closing Date 01/20/2026 Time: 12:00PM
Respondents are required to submit One (1) original and three (3) copies in a sealed envelope.
must be clearly marked "ITB 2026-19 HVAC Upgrade Community Center". Bids will be
opened in the Procurement office upon bid closing. Address: 3rd fl, 355 Main St West Haven,
CT. They will be opened at 12:00pm on 01/20/2026. Proposals received after this time and date
specified above will be rejected. No oral, telephonic, emailed, or faxed corrections, deletions, or
additions to any response shall be accepted. The City reserves the right to reject any or all
responses, and to waive any or all formalities in connection with this request. Proposals which do
not incorporate our requested format, including quoting items as described, will not be
considered. Unless otherwise stated in the solicitation. No alternate responses will be considered
unless alternate responses are specifically requested by the City. The City reserves the right to
award multiple vendors under this solicitation.
A response to this solicitation does not permit the City to award a contract, to pay any costs
incurred in the preparation of a response to this request, or to procure the city contract for
services, supplies or equipment. The City will not award to any contractor who is not qualified
under applicable Federal, State and local laws and regulations.
Questions regarding this solicitation should be emailed to Kathy Chambers. Telephone or oral
questions will not be accepted. (kchambers@westhaven-ct.gov).
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. If the Affirmative Action Plan or Set Aside plan is not approved prior to the award
of the construction contract, the City of West Haven will then need to retain 2% per month of the
total contract value until the contractor has submitted an approved affirmative action plan to
CHRO and CHRO has granted approval.
INQUIRIES FOR CLARIFICATION
The city will not respond to the Respondent(s) request(s) for oral interpretation and/or
clarification of the Solicitation Specifications for any reason. The city will respond to a
Respondent(s) written request(s) for interpretation and/or clarification of the Solicitation
Specifications. Questions regarding this solicitation should be emailed to Kathy Chambers.
Telephone or oral questions will not be accepted. (kchambers@westhaven-ct.gov). The email
should be included in the subject line ITB #2026-19. The body of the email should contain the
question or clarification. Every interpretation made to a Respondent will be in the form of an
Addendum or Question & Answer to the Solicitation Documents.
ADDENDUMS TO THIS SOLICITAION
Any Addendum(s) to this solicitation document shall become part of the solicitation.
Respondents are required to check the city website for addendum(s). Each respondent shall be
bound by such addenda whether received/viewed by the respondent.
SOLICITATION PROTEST
Any Solicitation protest must be submitted in writing. Respondents may file a written protest of
the Solicitation results with the City's Purchasing Department. Protest must be submitted via
email, kchambers@westhaven-ct.gov.
The City will acknowledge receipt of a written protest. If the Purchasing Department
representative has not acknowledged receipt of the protest by the close of business on the
following days, please contact Kathy at the above phone number listed.
CONTRACT TERM
The term of the contract will be determined by the City of West Haven – 2/28/2026
SCOPE OF SERVICES
The Contractor shall provide all labor, materials, equipment, design, engineering, supervision,
permits, inspections, testing, and commissioning required to deliver a fully operational HVAC
cooling system, including but not limited to:
1. Design & Engineering
o Engineer HVAC split system solution for 19 rooms
o Sizing, equipment layouts, line set routing, condensate, and electrical support
o Provide shop drawings as required
2. Equipment & Installation
o Furnish and install mini-split systems (indoor units & outdoor condensing units)
o Refrigerant piping, condensate removal, and electrical upgrades as required
o Penetrations, mounting, and weatherproofing
3. Controls & Commissioning
o Thermostat/zone controls for each room
o Startup, calibration, and commissioning
o Factory warranties and workmanship warranties
4. Final Deliverables
o O&M manuals, as-built drawings, and equipment list
o Training for City staff on system operation and maintenance
The contractor is responsible for coordinating utility shutdowns if needed and ensuring minimal
disruption to the facility renovation schedule.
CERTIFICATIONS AND LICENSES
Respondents must have a valid Connecticut business license throughout the solicitation process.
The awarded Respondent must maintain an active Connecticut business license. Failure to
reinstate an expired license within 14 days of notice may result in contract.
If the service(s) that the respondent is providing requires a license, certification, or other form of
qualification, documentation must be provided at the time of submission. It is the responsibility
of the respondent to maintain a license through the entirety of the project. Failure to maintain a
required license, certification, or other form of qualification will result in an automatic void of
the contract.
PRICING
The pricing for this application shall include all applicable costs as outlined in the bid sheet or
bid pricing document. Quantities or hours listed on the bid sheet are estimated. The estimation(s)
noted in this solicitation are approximate (estimated only for use in comparing responses); and
that the sums obtained by multiplying the Unit Prices by the estimated quantities, and the Total
of these sums, are inserted for the purpose of checking this Solicitation and for the convenience
of the respondent. The actual contract will be paid for the actual quantities ordered only.
Pricing 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
Finance Department upon satisfactory proof of delivery to the City.
METHOD OF SELECTION
This solicitation shall be awarded to the lowest responsible bidder. In determining the lowest
responsible bidder, in addition to pricing, the city shall consider The ability, capacity and skill of
the bidder, the quality, availability and adaptability of the supplies or contractual services to the
particular use required, Whether the bidder can perform the contract or provide the service
promptly or within the time specified without delay or interference, and the character, integrity,
reputation, judgment, experience and efficiency of the bidder
COMMENCMENT OF WORK-NO PURCHASE ORDER NO PAY
The City will not be responsible for payment of any work services performed or material(s)
supplied by the successful respondent; before the Contractor receives a fully executed agreement
and purchase order. Unless an emergency has been declared by the Mayor or Finance Director,
who is 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.
The respondent(s) awarded shall not begin any work until:
1. An executed contract is signed by the City and the awarded respondent(s)
a. In executing the Agreement, the Awardee will be required to reaffirm and restate
all representations made in its solicitation submission.
b. The failure of the Awardee to execute such Agreement, pay any taxes due, to
supply the required bonds or submit the Certificate of Insurance, (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 solicitation bond. The City may either award the
Contract to the next responsible respondent or re-advertise the solicitation.
c. Once a contract is executed the City department responsible for requesting the
work will issue Notice to Proceed.
2. A Purchase order is issued for the work
a. The PO Number must be listed on all invoices associated with the project.
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
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