Project Information

Bid Title

Painting, Maintenance and Repair

Issuing Agency

City of West Haven

Location

Connecticut

Published Date

Feb 26, 2026

Closing Date

Mar 17, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-21

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-21
Bid Title:	Painting, Maintenance and Repair
Category:	City Bids & Solicitations
Status:	Open

Description: Please see the attached files below for all bid information. Publication Date/Time: 2/26/2026 9:00 AM Closing Date/Time: 3/17/2026 12:00 PM Bid Opening Information: See bid document information Pre-bid Meeting: 3/4/2026 10 AM, 255 Meloy Road Contact Person: All questions regarding this invitation to bid should be directed by email to Kathy Chambers, Senior Buyer Procurement Analyst, City of West Haven, at kchambers@westhaven-ct.gov. The request for information deadline is 11 a.m. Wednesday, March 11, 2026. Related Documents: 2026-21-Painting, Maintenance and Repair (PDF) 2026-21-Painting, Maintenance and Repair-Prevailing Wages (PDF) 2026-21-Painting, Maintenance and Repair-Good Faith Efforts Plan Long Form (PDF) 2026-21-Painting, Maintenance and Repair-Existing Floor Plan (PDF) 2026-21-Painting, Maintenance and Repair-DECD Attachments (PDF) 2026-21-Painting, Maintenance and Repair-W-9 Form (PDF) 2026-21-Painting, Maintenance and Repair-CHRO Notification of Contract Award for Municipalities (PDF) 2026-21-Painting, Maintenance and Repair-Vendor Application Form (PDF) 2026-21-Painting, Maintenance and Repair-West Haven Disclosure Form (PDF)

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City of West Haven

Invitation to Bid (ITB)#2026-21

PAINTING, MAINTENANCE & REPAIR

PROJECT SUMMARY

The City of West Haven (“City”) invites sealed bids from qualified, licensed, and experienced

contractors to provide interior painting, maintenance and repair, at a City-owned facility, the

former Anna C Malloy School located at 255 Meloy Road, West Haven, CT.

This ITB is structured to solicit bids from qualified painting contractors as the scope is

largely interior painting. Contractors may require a sub-contractor to perform minimal

portions of the Project’s scope. All sub-contractors are subject to City approval and

vendor registration requirements prior to being awarded work by the primary Contractor.

Preference given to Contractors performing all work.

All services shall comply with applicable Federal, State, and Local regulations, including

building codes and mechanical codes, and shall be performed by qualified personnel. Contractors

must be in good standing with the State of Connecticut Office of the Secretary of State.

The purpose of this project is to improve the condition and functionality of interior spaces

through painting, surface preparation, and surface repairs. Work includes interior hallways, the

former classrooms on first floor as well as part of the second floor.

Bidders shall submit pricing by itemizing work by section of the scope. The City prefers to

award separate contracts for painting and other repairs.

Any drawings, floor plans, or supplemental documents relevant to this project are included as

Exhibits to this ITB.

PROJECT TIMELINE

The awarded vendor is expected to complete all aspects of this project 60 days after the contract

has been finalized.

SUBMISSION INSTRUCTIONS

Pre-Bid Meeting Required NO

Pre-Bid Meeting Location

Pre-Bid Meeting Date & Time

Mandatory Walkthrough of Site YES

Site Location 255 Meloy Road West Haven, CT

Date & Time 03/04/2026 – 10:00AM

Information Period Closing Date and Time 03/11/2026 – 11:00AM

Solicitation Closing Date 03/17/2026 12:00PM

Respondents are required to submit One (1) original and three (3) copies in a sealed envelope.

must be clearly marked "ITB 2026-21 Contracting 255 Meloy". Bids will be opened in the

Procurement office upon bid closing. Address: 3rd floor, 355 Main St West Haven, CT. They

will be opened at 12:00pm on 03/17/2026. 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 short and long form good faith effort plans 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 #2026-21 255 Meloy Road Interior Painting,

Maintenance & Repairs. 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.

CONTRACT TERM

The term of the contract is sixty days from contract’s execution.

SCOPE OF WORK BY AREA OF EXPERTISE

EXHIBIT A AREA – INTERIOR PAINTING SERVICES FIRST FLOOR HALLWAY

AND FORMER CLASSROOMS

The Contractor shall furnish all labor, materials, equipment, and supervision necessary to

complete interior painting services, including but not limited to:

1. Interior painting of first-floor hallways, community room, and former classrooms

identified in the bid documents.

2. Color(s) to be chosen by the City. Contractor to use Benjamin Moore Ultra Spec Zero

VOC, Sherwin-Williams ProMar Zero VOC, or equivalent, or better.

3. Removal of all stickers, tape, and residue from doors, walls, and shelving units prior to

painting.

4. Repair of holes, cracks, and damaged surfaces in walls and tiles prior to painting.

5. Preparation and painting of:

• Walls

• Wall tiles

• Ceiling tile grid, hallway only

6. Preparation and painting of doors and window frames, including:

• Remove door handset (do not re-install)

• Priming where necessary

• Application of two (2) finish coats

• Coordination with City staff to ensure repairs are completed prior to final finishes.

EXHIBT B AREA – INTERIOR PAINTING SERVICES SECOND FLOOR HALLWAY

AND FORMER CLASSROOMS

The Contractor shall provide maintenance and repair services necessary to support building

improvements, including but not limited to:

1. Interior painting of first-floor hallways and former classrooms identified in the bid

documents. Color(s) to be chosen by the City.

2. Color(s) to be chosen by the City. Contractor to use Benjamin Moore Ultra Spec Zero

VOC, Sherwin-Williams ProMar Zero VOC, or equivalent, or better.

3. Removal of all stickers, tape, and residue from doors, walls, and shelving units prior to

painting.

4. Repair of holes, cracks, and damaged surfaces in walls and tiles prior to painting.

5. Preparation and painting of:

• Walls

• Wall tiles

• Ceiling tile grid, hallway only

6. Preparation and painting of doors and window frames, including:

• Remove door handset (do not re-install)

• Priming where necessary

• Application of two (2) finish coats

• Coordination with City staff to ensure repairs are completed prior to final finishes.

BID STRUCTURE AND AWARD

1. Separate Bid Forms shall be completed for hallways and former classrooms as noted

above.

2. The City reserves the right to award separate contracts for each Exhibit area prefers to

do so.

3. Contract must be awarded to the lowest responsible and responsive bidder.

SUBCONTRACTING

All sub-contractors are subject to City approval and vendor registration requirements

prior to being awarded work by the primary Contractor.

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. Work to be

performed during normal business hours. Include price per square foot for walls and price per

square foot for ceilings. 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)

Commodity Codes

• NAICS 238320Painting and Wall Covering Contractors

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