Project Information

Bid Title

Bathhouse Exhaust Fan Replacement

Issuing Agency

City of West Haven

Location

Connecticut

Published Date

Nov 21, 2025

Closing Date

Dec 4, 2025

Government Level

State & Local

Status

Closed

Ref. #

2026-08

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-08
Bid Title:	Bathhouse Exhaust Fan Replacement
Category:	City Bids & Solicitations
Status:	Open

Description: Please see the attached files below for all bid information. Publication Date/Time: 11/21/2025 9:00 AM Closing Date/Time: 12/4/2025 12:00 PM Bid Opening Information: See bid document information Pre-bid Meeting: 11/25/25 10 AM, Old Grove Park 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 Monday, Dec. 1, 2025. Related Documents: 2026-08-Bathhouse Exhaust Fan Replacement (PDF) 2026-08-Bathhouse Exhaust Fan Replacement-Vendor Application Form (PDF) 2026-08-Bathhouse Exhaust Fan Replacement-W-9 Form (PDF) 2026-08-Bathhouse Exhaust Fan Replacement-West Haven Disclosure Form (PDF) 2026-08-Bathhouse Exhaust Fan Replacement-Bid Sheet (XLS)

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City of West Haven

Invitation to Bid # 2026-08

Bathhouse Exhaust Fan Replacement

PROJECT SUMMARY

The City of West Haven seeks to contract with a single contractor for the replacement of an

undersized fan servicing the Oak Street bathroom/storage building located in Old Grove Park on

the West Haven Boardwalk. The current exhaust fan has a capacity of 150 CFM, which has

contributed to high heat and environmental issues. The new exhaust fan must have a capacity of

300 CFM to ensure proper ventilation and air quality.

PROJECT TIMELINE

Insert expected project timeline (i.e. six months, two years, or specific date)

SUBMISSION INSTRUCTIONS

Pre-Bid Meeting Required No

Pre-Bid Meeting Location

Pre-Bid Meeting Date & Time

Mandatory Walkthrough of Site Yes

Site Location Old Grove Park West Haven Boardwalk

Site Location Date & Time 11/25/2025 10:00am

Information Period Closing Date and Time Day 12/1/2025 Time: 12:00PM

Solicitation Closing Date Day 12/4/2025 Time: 12:00 PM

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 setting aside contract compliance

requirements based on funding sources.

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. 2025-08 Exhaust Fan Replacement). 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.

SCOPE OF SERVICES

The City of West Haven seeks to contract with a single contractor for the replacement of an

undersized fan servicing the Oak Street bathroom/storage building located in Old Grove Park on

the West Haven Boardwalk. The current exhaust fan has a capacity of 150 CFM, which has

contributed to high heat and environmental issues. The new exhaust fan must have a capacity of

300 CFM to ensure proper ventilation and air quality. The chosen contractor shall provide all

labor, materials, and equipment necessary to:

1. Remove and dispose of the existing 150 CFM exhaust fan.

2. Supply and install 300 CFM exhaust fan meeting industry standards for bathroom

ventilation.

3. Ensure proper electrical connections and integration with the existing HVAC system.

4. Verify proper airflow and operation upon installation.

5. Comply with all applicable building codes, safety regulations, and permit requirements.

CONTRACT TERM

The terms of the contract will be determined between the successful respondent and City If the

contract has options for renewal(s), any exercised option shall be at the sole discretion of the

City.

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 and may be

revised at the time of the award. In the event it is necessary to revise the quantities/hours, an

increase or decrease thereof may be made without limit and adjustment and compensation shall

be made on the basis pricing. 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 Ci

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?

No

If marked 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.

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.

CHRO LANGUAGE

Does CHRO guidelines apply to this project?

No

PREVAILING WAGES

Does prevailing wage apply to this project?

No

BID BOND

Is a bid bond required for this project?

No

1. If marked yes, 0.00% Bid Bond for projects exceeding is due at time of bid submission

Commodity Codes

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

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