Project Information

Bid Title

On Call Towing Services

Issuing Agency

City of West Haven

Location

Connecticut

Published Date

Dec 1, 2025

Closing Date

Dec 11, 2025

Government Level

State & Local

Status

Closed

Ref. #

2026-11

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	2026-11
Bid Title:	On Call Towing Services
Category:	City Bids & Solicitations
Status:	Open

Description: Please see the attached files below for all bid information. Publication Date/Time: 12/1/2025 9:00 AM Closing Date/Time: 12/11/2025 11:00 AM Bid Opening Information: See bid document information 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 noon Friday, Dec. 5, 2025. Related Documents: 2026-11-On Call Towing Services (PDF) 2026-11-On Call Towing Services-W-9 Form (PDF) 2026-11-On Call Towing Services-Vendor Application Form (PDF) 2026-11-On Call Towing Services-West Haven Disclosure Form (PDF)

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City of West Haven

Invitation to Bid # 2026-11

On Call Towing Services - Department of Public

Works

PROJECT SUMMARY

The City of West Haven is seeking sealed bids from qualified contractors to provide on-call

towing services on an as-needed basis for the Department of Public Works for non-public safety

services.

PROJECT TIMELINE

The contract term shall commence in December 2025 and continue through the end of the fiscal

year with two initial options.

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 12/05/2025 Time: 12:00 PM

Solicitation Closing Date Day 12/11/2025 Time: 11:00 AM

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.

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. 2026-14). 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 initial term of the contract will be from execution of the contract to June 30,2026. The

City, at its sole discretion, can award for the following fiscal years pursuant to the same terms

and conditions.

1. Fiscal Year 2026-2027 (July 01, 2026, to June 30, 2027)

2. Fiscal Year 2027-2028 (July 01, 2027, to June 30, 2028)

SCOPE OF SERVICES

The City of West Haven is soliciting bids from qualified contractors to provide the City of West

Haven, Public Works Department, for on-call towing services on an as-needed basis for City-

owned vehicles and, when directed, vehicles impeding municipal operations. The awarded

contractor(s) shall furnish all labor, equipment, and materials necessary to provide safe, timely,

and professional towing services in accordance with the following requirements:

1. General Requirements

 Contractors shall be available 24 hours per day, 7 days per week, including holidays.

 Response time shall not exceed 30 minutes within City limits from the time of request.

 Services must comply with all State of Connecticut laws, Department of Motor

Vehicles regulations, and municipal ordinances.

 Contractors must maintain all necessary licenses, registrations, and insurance required

to perform towing services.

2. Scope of Services

The contractor shall provide, as requested by the City:

1. Light-duty towing of passenger vehicles, pickup trucks, and SUVs.

2. Medium- and heavy-duty towing of City equipment, including dump trucks, buses,

sanitation trucks, and other large vehicles.

3. Winching and recovery services, including off-road or accident recovery.

4. Accident scene clearance, including debris removal when necessary.

5. Secure storage facility within a 10-mile radius of West Haven City limits for impounded

or disabled vehicles.

6. Release and retrieval procedures that allow City staff access to vehicles during normal

business hours.

7. Coordination with City Public Works Departments to ensure prompt and effective

service.

3. Equipment and Personnel

 Contractors shall maintain a sufficient fleet of tow trucks (light-, medium-, and heavy-

duty) in good working conditions.

 Tow operators shall be trained, licensed, and uniformed, and shall always act in a

professional manner.

 All vehicles must be equipped with appropriate safety equipment, including emergency

lighting, reflective signage, and proper rigging gear.

4. Pricing

 Bidders shall submit a comprehensive rate schedule covering:

o Light-duty tow rates (local and long-distance)

o Medium- and heavy-duty tow rates

o Winching and recovery services

o Daily storage fees (per vehicle type)

o After-hours or holiday service charges (if applicable)

 Rates shall remain firm for the duration of the contract.

5. Reporting and Invoicing

 Contractors shall provide an itemized invoice within thirty (30) days of services

rendered.

 Invoices must identify the vehicle, service date, department requesting the tow, and

applicable rates.

 Contractors shall maintain service logs available for City review upon request.

6. Contract Term

The City intends to award this ITB to one or more contractors on an on-call, as-needed basis for

an initial term of two (2) years, with the option to extend for one (1) additional year upon

mutual agreement.

7. Performance Standards

 Failure to respond within required timeframes, unsafe practices, or repeated service

deficiencies may result in termination of contract.

 The City reserves the right to award towing assignments to multiple vendors to ensure

adequate coverage and competitive pricing.

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.

Commodity Codes

• NAICS 488410Motor Vehicle Towing

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