Project Information

Bid Title

On-Call Mechanical Contractor Services

Issuing Agency

City of West Haven

Location

Connecticut

Published Date

Mar 25, 2026

Closing Date

Apr 9, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-28

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-28
Bid Title:	On-Call Mechanical Contractor Services
Category:	City Bids & Solicitations
Status:	Open

Description: Please see the attached files below for all bid information. Publication Date/Time: 3/25/2026 9:00 AM Closing Date/Time: 4/9/2026 12:00 PM 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 Thursday, April 2, 2026. Related Documents: 2026-28-On-Call Mechanical Contractor Services (PDF) 2026-28-On-Call Mechanical Contractor Services-W-9 Form (PDF) 2026-28-On-Call Mechanical Contractor Services-Vendor Application Form (PDF) 2026-28-On-Call Mechanical Contractor Services-West Haven Disclosure Form (PDF)

Attachment Preview

City of West Haven

Invitation to Bid # 2026-28

On-Call Mechanical Contractor Services

PROJECT SUMMARY

The City of West Haven is soliciting sealed bids from qualified and licensed mechanical

contractors to provide on-call maintenance, equipment rehabilitation, and emergency repair

services at the City’s Water Pollution Control Facility and associated pump stations, as well as

other areas of the City for non-wastewater mechanical work.

The City seeks a contractor with demonstrated experience in municipal wastewater treatment

environments and the ability to support critical infrastructure operations, as well as other non-

wastewater mechanical services.

PROJECT TIMELINE

The contract term shall commence on May 1, 2025, and continue through April 30, 2027, and is

subject to the conditions and provisions outlined in the executed agreement.”.

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 04/02/2026 Time: 11:00 AM

Solicitation Closing Date Day 04/9/2026 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.

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.

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. 2026-28 On-Call Mechanical Contractor Services).

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 closing of business on the

following days, please contact Kathy at the above email listed.

SCOPE OF SERVICES

The scope of services includes, but is not limited to:

The Contractor shall provide all labor, supervision, tools, equipment, transportation, materials,

and incidentals necessary to perform mechanical services including, but not limited to:

1. Pump Systems

• Removal, inspection, rebuilding, and reinstallation of centrifugal and positive

displacement pumps

• Shaft repair, impeller replacement, mechanical seal replacement

• Pump alignment and balancing

• Wet well pump extraction and installation

2. Clarifiers & Treatment Equipment

• Repair and rehabilitation of primary and secondary clarifier drives

• Chain and flight system repairs

• Skimmer mechanisms

• Gearboxes and rotating assemblies

3. Aeration & Piping Systems

• Aeration header repairs and diffuser piping replacement

• Stainless steel and ductile iron piping repairs

• Valve replacements and actuator servicing

4. Emergency Services

• 24/7 emergency response capability

• Maximum 2-hour response time for critical failures

• Immediate mobilization to prevent permit violations or plant shutdown

5. Large-Scale Equipment Rehabilitation

• In-place rebuild or off-site refurbishment of major mechanical assemblies

• Coordination with OEMs as necessary

• Equipment performance testing and verification

• Repair, rehabilitation, and replacement of heavy-duty centrifugal and positive displacement

pumps.

• Maintenance and rebuilding of primary and secondary clarifier components.

• Repair and replacement of aeration piping systems.

Servicing specialized wastewater treatment machinery, and other mechanicals not related

to wastewater.

• Alignment, vibration analysis, bearing replacement, seal replacement, and motor coupling

services.

• Fabrication and installation of mechanical components associated with treatment systems.

• Emergency troubleshooting and mechanical failure response.

The selected contractor must demonstrate the capacity to provide 24 hours per day, 7 days per

week emergency mobilization to ensure uninterrupted operation and continued compliance with

Connecticut Department of Energy and Environmental Protection (CT DEEP) discharge permits.

QUALIFICATIONS

All Bidders must:

• Hold all required State of Connecticut licenses

• Demonstrate experience with municipal wastewater treatment facilities

• Provide references for at least three (3) comparable large-scale municipal projects

• Demonstrate capacity to handle large infrastructure mechanical projects exceeding

$250,000

• Provide proof of ability to mobilize emergency crews 24/7

Preference may be given to firms with documented experience working under CT DEEP

compliance requirements.

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 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

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.

Such evidence may include evidence of ownership of or a long-term lease of the real estate from

which the principal place of business is operated or payment of property taxes on the personal

property of the business to be used in the performance of the solicitation.

To be considered a City Based Business you must submit satisfactory proof to the Purchasing

Agent of your current City of West Haven address. Some examples of proof include are, but not

limited to:

1. Proof of payment of City of West Haven Real Estate tax bill(s)

2. A current, long-term lease in the City of West Haven

3. Proof of payment of City of West Haven Personal Property tax bill(s)

The Local Preference ordinance can be found in Section 42-8 [Award of Contract], B2 “

Bid preference for local vendors.”. Please review for further details.

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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