Project Information

Bid Title

Physical Inventory-Data Management

Issuing Agency

City of West Haven

Location

Connecticut

Published Date

Dec 8, 2025

Closing Date

Dec 18, 2025

Government Level

State & Local

Status

Closed

Ref. #

2026-20

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	2026-20
Bid Title:	Physical Inventory-Data Management
Category:	City Bids & Solicitations
Status:	Open

Description: Please see the attached files below for all bid information. Publication Date/Time: 12/8/2025 9:00 AM Closing Date/Time: 12/18/2025 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 11 a.m. Thursday, Dec. 11, 2025. Related Documents: 2026-20-Physical Inventory-Data Management (PDF) 2026-20-Physical Inventory-Data Management-Bid Sheet (PDF) 2026-20-Physical Inventory-Data Management-W-9 Form (PDF) 2026-20-Physical Inventory-Data Management-Vendor Application Form (PDF) 2026-20-Physical Inventory-Data Management-West Haven Disclosure Form (PDF)

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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.

Commodity Codes

• NAICS 518210Data Processing, Hosting, and Related Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541614Process, Physical Distribution, and Logistics Consulting Services

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