Project Information

Bid Title

Poli House Roof and Gutter Repairs

Issuing Agency

City of West Haven

Location

Connecticut

Published Date

Feb 25, 2026

Closing Date

Mar 10, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-22

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	2026-22
Bid Title:	Poli House Roof and Gutter Repairs
Category:	City Bids & Solicitations
Status:	Open

Description: Please see the attached files below for all bid information. Publication Date/Time: 2/11/2026 9:00 AM Closing Date/Time: 3/10/2026 11:00 AM Bid Opening Information: See bid document information Addendum Date/Time: 2/25/2026 12:45 PM Pre-bid Meeting: 2/16/2026 11 AM, 686 Savin Ave 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, Feb. 20, 2026. Related Documents: 2026-22-Poli House Roof and Gutter Repairs (PDF) 2026-22-Poli House Roof and Gutter Repairs-Bid Sheet (XLS) 2026-22-Poli House Roof and Gutter Repairs-DECD Attachments (PDF) 2026-22-Poli House Roof and Gutter Repairs-DECD Historical Information (PDF) 2026-22-Poli House Roof and Gutter Repairs-Prevailing Wages (PDF) 2026-22-Poli House Roof and Gutter Repairs-W-9 Form (PDF) 2026-22-Poli House Roof and Gutter Repairs-Vendor Application Form (PDF) 2026-22-Poli House Roof and Gutter Repairs-West Haven Disclosure Form (PDF) 2026-22-Poli House Roof and Gutter Repairs-Amendment I (PDF)

Attachment Preview

City of West Haven

Invitation to Bid (ITB) #2026-22

Poli House Roof and Gutter Repairs

PROJECT SUMMARY

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

to perform roof repairs at the historic Poli/Maud Hughes House, located at 686 Savin Avenue,

West Haven, Connecticut. This structure serves as the headquarters for the West Haven

Historical Society and is listed on the National Register of Historic Places. All work shall be

performed in a manner consistent with historic preservation standards.

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

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

PROJECT TIMELINE

The awarded vendor is expected to complete all aspects of this project by April 30, 2026.

SUBMISSION INSTRUCTIONS

Pre-Bid Meeting Required

Pre-Bid Meeting Location

Pre-Bid Meeting Date & Time

Mandatory Walkthrough of Site YES

Site Location 686 Savin Avenue West Haven, CT

Date & Time 02/16/26 11:00AM

Information Period Closing Date and Time 02/20/2026 12:00PM

Solicitation Closing Date 02/26/2026 11:00AM

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

must be clearly marked "ITB 2026-22 Poli House Repairs". Bids will be opened in the

Procurement office upon bid closing. Address: 3rd floor, 355 Main St West Haven, CT. They

will be opened at 11:00am on 02/26/2026. 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 #2026-22 Poli House Repairs. 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 – 3/12/2026

SCOPE OF SERVICES

The selected contractor shall provide all labor, materials, equipment, staging, and supervision

necessary to complete roof repair and restoration services, including but not limited to:

1. Replacement of all flat roofs with New EPDM rubber and Associated Flashings.

o Removal of existing flat roof materials

o Installation of insulation, substrate, and fully adhered EPDM roofing system

2. Selectively Repair and/or replacement Existing Copper Flashing

o Match existing profiles.

o Ensure watertight integration.

3. Selective Replacement of damaged Slate Roof Shingles

o Salvage slate tiles for reuse as much as possible.

o Replacement tiles should match existing profile in color pallet, dimension and lap

dimension.

o Secure slate using traditional fastening methods compatible with roofing

4. Integral Yankee Gutters/Downspout Repair or Replacement

o Restore functionality of gutters and downspouts to existing storm system

o Use materials consistent with original construction where feasible

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.

BID PREFERENCE FOR LOCAL VENDORS

To 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

For contracts valued at over $50,000, state law requires the contractor, general contractor, or

construction manager at risk to set a goal of twenty-five per cent (25%) of the state-funded

portion of the contract for award to eligible subcontractors holding the current small business

enterprise (SBE) certification from the DAS under the provisions of C.G.S. 4a-60g. Of the

portion of contracts set aside for SBE’s, a goal of twenty-five percent (25%) (or 6.25% of the

value of the entire contract funded by the state) must be set aside for awards to eligible

contractors holding current minority business enterprise certification (i.e.: DAS certified

Minority (“MBE”), Women (“WBE”) and/or Disabled (“DisBE”) owned businesses). The

contractor, general contractor, construction manager at risk must make good faith efforts to

employ minority business enterprises as subcontractors and suppliers of materials on such

projects.

An Affirmative Action Plan or Set Aside plan must be filed within 30 days following the intent to

award notice and must be approved by the CHRO prior to the award of the construction contract.

(Note: Please contact the Contract Compliance Unit at 860-541-4709 to determine which plan is

required)

Commodity Codes

• NAICS 238160Roofing Contractors

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