Project Information

Bid Title

HVAC Upgrade Community Center Design and Build Services

Issuing Agency

City of West Haven

Location

Connecticut

Published Date

Dec 23, 2025

Closing Date

Jan 20, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-19

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Number:	2026-19
Bid Title:	HVAC Upgrade Community Center Design and Build Services
Category:	City Bids & Solicitations
Status:	Open

Description: Please see the attached files below for all bid information. Publication Date/Time: 12/23/2025 9:00 AM Closing Date/Time: 1/20/2026 12:00 PM Bid Opening Information: See bid document information Pre-bid Meeting: 1/7/2026 11 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 2 p.m. Wednesday, Jan. 14, 2026. Related Documents: 2026-19-HVAC Upgrade Community Center Design and Build Services (PDF) 2026-19-HVAC Upgrade Community Center Design and Build Services-Bid Form (PDF) 2026-19-HVAC Upgrade Community Center Design and Build Services-Bid Sheet (XLS) 2026-19-HVAC Upgrade Community Center Design and Build Services-Building Schedule (PDF) 2026-19-HVAC Upgrade Community Center Design and Build Services-W-9 Form (PDF) 2026-19-HVAC Upgrade Community Center Design and Build Services-DECD Attachments (PDF) 2026-19-HVAC Upgrade Community Center Design and Build Services-New City Vendor Form (PDF) 2026-19-HVAC Upgrade Community Center Design and Build Services-DECD Pre-Procurement Checklist (PDF) 2026-19-HVAC Upgrade Community Center Design and Build Services-Prevailing Wages (PDF) 2026-19-HVAC Upgrade Community Center Design and Build Services-West Haven Disclosure Form (PDF)

Attachment Preview

City of West Haven

Invitation to Bid (ITB) #2026-19

HVAC Upgrade Community Center

Design and Build Services

PROJECT SUMMARY

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

provide design-build services for the installation of HVAC split systems (mini-splits) at the

facility located at 255 Meloy Road, West Haven, Connecticut. The building is a former school

currently being renovated for use as a Community Center.

The scope includes engineering, equipment selection, installation, and commissioning of HVAC

split systems to serve approximately 19 rooms. The existing system provides heat only; the

selected contractor will be responsible for evaluating existing HVAC infrastructure and

upgrading it as necessary to provide efficient cooling suitable for daily use.

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

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

All work carried out under this funding must comply with the State of Connecticut government

guidelines and DECD Urban Act program requirements.

PROJECT TIMELINE

The awarded vendor is expected to complete all aspects of this project by February 28, 2026.

SUBMISSION INSTRUCTIONS

Pre-Bid Meeting Required YES

Pre-Bid Meeting Location

Pre-Bid Meeting Date & Time

Mandatory Walkthrough of Site YES

Site Location 255 Meloy Road West Haven

Date & Time 01/07/2026 11:00am

Information Period Closing Date and Time 01/14/2026 Time: 02:00PM

Solicitation Closing Date 01/20/2026 Time: 12:00PM

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

must be clearly marked "ITB 2026-19 HVAC Upgrade Community Center". Bids will be

opened in the Procurement office upon bid closing. Address: 3rd fl, 355 Main St West Haven,

CT. They will be opened at 12:00pm on 01/20/2026. 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 Set Aside plan is 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 #2026-19. 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 determined by the City of West Haven – 2/28/2026

SCOPE OF SERVICES

The Contractor shall provide all labor, materials, equipment, design, engineering, supervision,

permits, inspections, testing, and commissioning required to deliver a fully operational HVAC

cooling system, including but not limited to:

1. Design & Engineering

o Engineer HVAC split system solution for 19 rooms

o Sizing, equipment layouts, line set routing, condensate, and electrical support

o Provide shop drawings as required

2. Equipment & Installation

o Furnish and install mini-split systems (indoor units & outdoor condensing units)

o Refrigerant piping, condensate removal, and electrical upgrades as required

o Penetrations, mounting, and weatherproofing

3. Controls & Commissioning

o Thermostat/zone controls for each room

o Startup, calibration, and commissioning

o Factory warranties and workmanship warranties

4. Final Deliverables

o O&M manuals, as-built drawings, and equipment list

o Training for City staff on system operation and maintenance

The contractor is responsible for coordinating utility shutdowns if needed and ensuring minimal

disruption to the facility renovation schedule.

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. 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)

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.

Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.