Physical Inventory-Data Management
| Agency: | City of West Haven |
|---|---|
| State: | Connecticut |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Dec 8, 2025 |
| Due Date: | Dec 18, 2025 |
| Solicitation No: | 2026-20 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
2026-20
|
| Bid Title: |
Physical Inventory-Data Management
|
| Category: | City Bids & Solicitations |
| Status: | Open |
|
Attachment Preview
City of West Haven
Invitation to Bid # 2026-20
Physical Inventory-Data Management
PROJECT SUMMARY
The City of West Haven is soliciting competitive sealed bids from qualified firms or individuals
specializing in fixed asset management to perform a comprehensive physical inventory and
data management of all City-owned fixed assets. The successful bidder will be responsible for
the identification, tagging, data capture, and reconciliation of assets located across multiple
City departments and facilities.
The project includes developing a complete fixed asset register in digital format, reconciling
asset data with the City’s financial records, and providing final deliverables suitable for import
into the City’s Tyler Munis system.
Preference will be given to firms or individuals with demonstrated experience working with
Tyler Munis, particularly in data entry, coding structures, and integration of asset data—
however, such experience is preferred but not required.
PROJECT TIMELINE
The anticipated start date is December 29, 2025 through June 30, 2026. The date can be
extended at the discretion of the City.
SUBMISSION INSTRUCTIONS
Pre-Bid Meeting Required No
Pre-Bid Meeting Location
Pre-Bid Meeting Date & Time
Mandatory Walkthrough of Site No
Site Location
Site Location Date & Time
Information Period Closing Date and Time Day 12/11/2025 Time: 11:00 AM
Solicitation Closing Date Day 12/18/2025 Time: 12:00 PM
Bid Opening Location
Bid Location Time
Advertising Location(s)
Procurement Office, 355 Main Street, 3RD
Floor, West Haven, CT 06516
12:00 PM
New Haven Register, City Website
Respondents are required to submit One (1) original and three (3) copies in a sealed envelope
with the following information, three (3) references from current or prior clients proof of
Connecticut State Police Security Service License as well as a comprehensive rate schedule and
staffing plan. 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 a 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 include in the subject line ITB (i.e.2026-20 Physical Inventory). 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 from execution of the contract (estimated January 2026, to
June 30, 2026. The City, at its sole discretion, can award for the following fiscal year pursuant to
the same terms and conditions.
1. Fiscal Year 2026-2027 (July 01, 2026, to June 30, 2027)
SCOPE OF SERVICES
The selected contractor shall provide all labor, equipment, software, and supervision necessary
to:
1. Conduct a comprehensive physical inventory of all City-owned fixed assets, including
equipment, vehicles, IT equipment, and infrastructure where applicable.
2. Tag assets using durable barcode or RFID technology.
3. Reconcile physical counts to existing City records and identify discrepancies.
4. Prepare and submit electronic data files suitable for uploading into Tyler Munis or
other designated systems.
5. Provide a summary report of all assets inventoried, reconciled, added, or removed.
6. Develop and deliver custom asset codes and classification structures as needed.
7. Provide staff training or user documentation for City personnel as requested.
All work shall be performed in accordance with best practices for governmental fixed asset
inventory management and accounting standards (GASB compliance).
METHOD OF SELECTION
This solicitation shall be awarded to the lowest responsible bidder. In determining the lowest
responsible bidder, in addition to price, 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.
BID PREFERENCE FOR LOCAL VENDORS
Does the bid preference for local vendors apply to this solicitation?
Yes
For the purpose of this section, "city-based business" shall mean a business with a principal place
of business located within the City of West Haven. A business shall not be considered a "city-
based business" unless evidence satisfactory with the purchasing agent has been submitted with
each bid submitted by said business to establish that said business has a bona fide principal place
of business in West Haven.
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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