Small Purchases - Not requiring 3 quotes

• $500 for a single purchase
• $1,500 for single purchases related to mechanical, plumbing, electrical, painting and carpentry
• Other exceptions may be yearly subscriptions, utilities, travel and some equipment maintenance contracts

Quotes - Requires 3 quotes (Non-Construction)

• Purchases between $500 and $10,000 (which do not fall into the Small Purchases category)
• All purchases of this type require three quotes which can utilize the City's new web based quote system.

Commodity & Service Related - Sealed Bids

• Commodities and Service related solicitations greater than $10,000, reference Sealed Bid section for details.

Request for Proposal (RFP) & Request for Qualifications (RFQ)

• Sealed Formal solicitation whereas the City of New Haven requests an end product without the actual specifications (RFP). The City from time to time will also seek the qualifications of prospective respondents which will later respond to an RFP (RFQ).

Construction Bids - Sealed

• These formal bids are typically in excess of $10,000. The City and or its consultant will prepare Bid specifications and technical drawings.
• Business Enterprises located within New Haven County. All contractors must be registered and approved by the Small Contractor Development. Only SCD registered contractors are permitted to bid on these projects.

Minority Business Commitment

• It is a goal of the City of New Haven to increase the number of minorities business that participate in all City contracts. To this end, the City shall encourage good faith efforts by all parties who engage in governmental contracting. Moreover, the City is strongly committed to the utilization of minority firms/individuals for all goods and services. This is accomplished by providing all firms, regardless of race or nationality, equal access to the procurement process.

Procurement by Direct-purchase of $1500 for a single purchase related to mechanical plumbing, electrical and carpentry. Other exceptions include annual subscription or membership fees, personal reimbursements, mileage, travel, maintenance contracts, etc.

Note* Service related purchases may require insurance, see General Information section below for general insurance requirements.

The request for proposal method of procurement is normally conducted with more than one source submitting an offer or proposal. Either a fixed price or cost reimbursement type contract is awarded. This method of procurement is generally used when conditions are not appropriate for the use of sealed bids (i.e. when descriptions of experience, education, expertise, availability of services, etc, are necessary for evaluation). If this procurement method is used the following requirements apply:

1. Requests for proposals will be publicized.
2. All evaluation factors will be identified and included along with their relative importance in the RFP.
3. Proposals will be solicited from an adequate number of qualified sources.
4. RFP Addendums: Any modifications, clarifications, or additions to the RFP will be distributed as written addenda, from the Bureau of Purchases. No verbal interpretation from a city department or from the Bureau of Purchases should be considered valid.
5. Departments will have a written method in place for conducting technical evaluations of the proposals received and for selecting awardees. This documentation must be submitted to the Purchasing Agent.
6. Awards will be made to the responsible firm whose proposal is most advantageous to the grantee's program.
7. RFP Withdrawal- RFP may be withdrawn by written request prior to RFP opening or 60 days after the RFP opening if no award has been made.

Request for Qualifications (RFQ)

The request for qualifications method of procurement is normally conducted with more than one source submitting information or evidence of experience. This procedure is used in formal, noncompetitive solicitation of qualifications, data, comments, or reaction from possible suppliers preceding the issuance of a Request for Proposal or a multi-step bidding procedure.

Protest Procedures

The procedures established hereunder shall be available to contractors with respect to a Bid/RFP/RFQ for the purpose of handling and resolving disputes relating to procurements hereunder. A protestor must exhaust all administrative remedies hereunder before pursuing a protest in any court of law. In the event you desire to protest an opening. You must write your letter of protest within 8 hours of the opening date/time. A written decision will be returned to you from the Bureau of Purchases in a timely manner.

Bonding Requirements

For those construction or facility improvement contracts or subcontracts exceeding $100,000, the City requires the following:

1. Bid bonds
2. A performance bond on the part of the contractor for 100 percent of the contract price. A "performance bond" is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract; and
3. A labor and material bond on the part of the contractor for 100 percent of the contract price. A labor and material bond is one executed in connection with a contract to assure payment, as required by law, of all persons supplying labor and material in the execution of the work provided for in the contract.

General Insurance Requirements

Other Services (non-Construction) maintenance, performances, rental of equipment, etc require a Certificate of Insurance (COI). The following limits and clauses are required:

1. The statement "The City of New Haven is named as an additional insured." must be typed in the "Description" column as a complete separate statement.
2. City of New Haven must be designated as Certificate Holder on the face of the Certificate.
3. An endorsement stating the work description, contract name, contract number, and location
4. An endorsement that the insurance company will give at least thirty (30) day written notice to the City prior to any modification or cancellation of any such insurance coverage;

Insurance Requirements: Minimum

• Workers Compensations: Evidence Required
• General Aggregate (Other than Products/Completed Operations): $2 million
• Products and Completed Operations: $2 million
• Personal and Advertising injury: $1 million
• Each Occurrence Limit: $1 million
• Fire Damage legal Liability $300,000
• Medical Payments, any one person: $ 10,000
• Automobile $100,000 / 300,000
• Professional Liability Insurance $1 million (when applicable)

For Your Company

The following Hold Harmless clause and premium payment clause must be typed on your company stationery and signed by a company officer who is authorized to sign on behalf of the company

"The Contractor agrees to hold harmless and indemnify the City of New Haven from and against all claims, damages, losses or expenses, including attorney's fees, for the negligence, gross negligence and/or willful acts of the Contractor or any of its subcontractors arising out of the performance of its services under this Agreement."

"The Contractor will be responsible for the payment of all insurance premiums and/or charges."

Brand Name or Equals

Incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Such description shall not contain features unduly restricting competition. The description may include a statement of the qualitative nature of the material, product, or service to be procured and when necessary, shall set forth those minimum essential characteristics and standards to which it must conform if it is to satisfy its intended use. Detailed product specifications should be avoided if at all possible. When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a "brand name or equal" description may be used.

Requisitioning Departments shall use a "brand name or equal" description only when it cannot provide an adequate specification or more detailed description, without performing an inspection and analysis, in time for the acquisition under consideration. Further, a department wishing to use "brand name or equal" must carefully identify its minimum needs and clearly set forth those salient physical and functional characteristics of the brand name product in the solicitation.

Conflicts of Interest

The City's Code of Ethics covers standards of conduct and conflict of interest issues. In addition, employees, officers, board members, or agents of the City of New Haven are prohibited from participating in the selection, award, or administration of contracts or sub-agreements supported by federal funds if a real or apparent conflict of interest exists. To that end, any of the above mentioned persons must submit a City of New Haven to the Human Resources Department on an annual basis.

The following language must be included in all RFPs for design and evaluation services covered under this section. This statement prohibits contractors from bidding on follow-up (add on) construction work resulting from the design.

"In order to prevent real or apparent conflicts of interest, the City prohibits contractors that have participated in funded design or evaluation services from bidding on any resulting construction work, services, or capital equipment purchases. All specifications prepared by design consultants must be written in such a manner that any reasonable, competent contractor could understand the requirement and perform the work"

Local Business Preference Ordinance

This ordinance (section 2-483) was promulgated as part of the City's ongoing effort to support local business enterprises physically located in the City of New Haven.

State of Connecticut Prevailing Wage Rates

The City of New Haven is required under State statute to require prevailing wage rates for any construction project with a value in excess of $150,000.00. On bids/rfps that require state wage rates the Bureau of Purchases will indicate in the Invitation to bid that the State wage rates apply and will provide the rates.

Federal Prevailing Wage Rates

The City of New Haven is required under Federal law to require Federal wage rates on federally funded projects. On bids/rfps that require Federal wage rates the Bureau of Purchases will indicate in the Invitation to bid that the Federal wage rates apply and will provide the rates.

Livable Wage

On April 24, 1997, the Board of Alders of the City of New Haven adopted an Ordinance Establishing A Living Wage for Service Workers and for all Small Business Initiative bids under $150,000.00. All qualifying contracts bid after the effective date of the ordinance, with services/commodities to be provided after 7/1/97, must meet the requirements of this ordinance. The Purchasing Agent determines which Bids/RFPs require the livable wage. It will be indicated in the invitation to bid or instructions to bidders. The current rate will also be provided.

Living Wage is governed under the City of New Haven General Code of Ordinances, under section 2-511 to 2-517.  If health benefits are not provided to the covered employee, the covered employer must provide to the covered employee an additional one dollar ($1.00) per hour towards the provision of health care benefits.

Living Wage Rates:

Provisions of the Living Wage Ordinance:

For all hours worked on a City property or site, employees or subcontractor's employees must receive a wage consistent with the ordinance. In the event the contract provides for an extension or renewal, the vendor/contractor will continue to provide workers the living wage, as determined by the City Controller for the time period concerned.

The vendor/contractor is required to adhere to all applicable federal, state and local laws or regulations, which require or encourage employers to adopt and implement affirmative action plans.

The vendor/contractor must adhere to all applicable federal, state and local laws or regulations pertaining to the employment of persons with disabilities.

The vendor/contractor must give priority in hiring to employees of the service contractor who previously had the contract that provided these services/commodities and to any former City Employees who have been laid off, and who would have had a rightful opportunity to perform this work had the City decided to assign its own staff to this purpose.

The vendor/contractor will give every consideration to the hiring and training of current or former welfare recipients for positions required to fulfill this contract.

The vendor/contractor will advise workers whose gross hourly pay is less than twelve dollars ($12) per hour of their possible right to the federal Earned Income Credit ("E.I.C.") under Section 32 of the Internal Revenue Code of 1954, 26 U.S.C. Section 32, and shall make available to such service workers forms informing them about the E. I. C. payments from the vendor/contractor.

The vendor/contractor will utilize community based hiring halls as follows: (1) Upon receipt of a contract award, and as vacancies may occur subsequently on work related to this contract, the vendor/contractor shall promptly post all vacant work positions with the community-based hiring halls; (2) Beginning July 1, 1998, the vendor/contractor shall give first consideration for vacant positions to persons referred by the community based hiring halls.

The vendor/contractor must post copies of documents, provided by the City Controller, stating the living wage applicable to workers. This posting shall include a form, which may be used by workers to file a complaint with the City Controller for non-compliance with the provisions of this article. Postings shall be made at the work site in a prominent place, where all documents posted pursuant to this article may be easily seen and read by all workers. A copy of each of any of the posted documents shall be given by the vendor contractor to any worker upon request of the worker, no later than (I) the last hour of the service worker's next shift or (ii) the last hour of the next business day.

The vendor/contractor must routinely submit wage reports to the City, and he/she will be monitored periodically for compliance with the living wage ordinance. Restitution to the worker must be made for any wages paid for qualifying hours that are less than stipulated in the living wage ordinance.

The vendor/contractor will be subject to penalty for lack of compliance with the provisions of the living wage ordinance. Such penalties include fines, termination of contract, and removal from eligible bidders list.

An hourly wage may not be reduced to achieve the stipulated livable wage;

Restitution to the employee of wages owed under the ordinance, should review of contractor records reveal non-compliance with the Living Wage Ordinance or should a finding be made in favor of a complaining employee; and

Fines and penalties in the event an employer remains non-compliant.

Sealed Bids

(Purchases greater than $10,000)

Bids are publicly solicited and a firm- fixed-price contract (lump sum or unit price) is awarded to the responsible lowest bidder whose bid, conforms to all the material terms and conditions of the invitation for bids.

1. In order for sealed bidding to be feasible, the following conditions should be present:
   1. A complete quote and realistic specification or purchase description is available;
   2. Two or more responsible bidders are willing and able to compete effectively for the business;
   3. The procurement lends itself to a firm fixed price contract and the selection of the successful bidder can be made principally on the basis of price.
   4. No discussion with bidders is needed or allowed regarding their submittal.         
2. If this procurement method is used, the following requirements apply:
   1. The invitation for bids will be publicly advertised and bids shall be solicited from an adequate number of known suppliers, providing them a minimum of 10 days to prepare bids prior to the date set for opening the bids;
   2. The invitation for bids, which will include any specifications and pertinent attachments, shall define the items or services sought in order for the bidder to properly respond;
   3. All bids will be publicly opened at the time and place prescribed in the invitation for bids;
   4. All City forms associated with bid must be completed and submitted with bid on due date.
   5. The Bid Tab Sheet, is completed by the Bureau of Purchases after the bids are received and opened and is forwarded to the requisitioning department for review and award recommendation. The tab sheet is also posted on the Bureaus website for ease of download by all.
   6. A firm fixed-price contract award will be made in writing to the lowest responsive bidder.
   7. All questions must be submitted in writing prior to the opening date. All answers will be in the form of addendum posted to the website.                           
3. The Purchasing Agent may reject any or all bids.       
4. The City of New Haven reserves the right to award work to a bidder other than the one which submitted the lowest price if it deems such action to be in the best interest of the City of New Haven. In such an event, all unsuccessful bidders relinquish their right, in any to challenge the award.
5. The sealed bid method is the preferred method for procuring construction if the conditions in paragraph (1) above apply.
6. Bid Withdrawal- Bids may be withdrawn by written request prior to bid opening or 60 days after the bid opening if no award has been made.

What We Buy

• Commodity /Services (Most frequently bought)
• Architectural Design
• Architectural Flooring
• Art Equipment & Supplies
• Asbestos & Lead Abatement
• Asphalt & Lots
• Banner & Flags
• Business Forms
• Computer Supplies
• Computer Equipment
• Computer Maintenance
• Computers Photo Equipment
• Construction
• Construction Equipment
• Copier
• Demolition
• Electrical Suppliers
• Electrical
• Electrician
• Embroidery Services
• Fuel
• Engineers

• Fencing
• Financial Services
• Fire Department Equipment
• Floors
• Fuel Oil
• Landscaper and Landscaper Suppliers
• Office Furniture
• Office Supplies
• Office Equipment
• Painters
• Pest Control
• Photo Equipment
• Playground Construction
• Plumbers & Suppliers
• Printer
• Roofers
• Signs
• Software
• Surveyor
• Tents
• Travel
• Two Way Radio
• Uniforms

Disclaimer: The City of New Haven Bureau of Purchases database is maintained for exclusive use of city departments, boards, and other agencies of the city. Although the information included on the database is utilized by city personnel it is also available to the public. The City of New Haven cannot guarantee the accuracy or completeness of the vendor provided information. The city continuously, desires to receive contact information from interested parties who are interested in doing business with it, on the following commodity and services listed above. The City of New Haven assumes no responsibility for a vendor not being listed.

Register as a Vendor Online

Read Before Registering

You must have an appropriate license to do business in Connecticut and be registered with the State of Connecticut Secretary of State via the CONCORD system.

1. The City cannot guarantee that equipment involved in this technology will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that quotations are received at the designated location complete and on time.
2. The City is not responsible for the confidentiality of information transmitted over the Internet.
3. Registering on the vendor database does not obligate the city to send you bid notification.
4. By Downloading this form, you agree and accept the terms and conditions of participating in the City of New Haven's vendor registration program.

 No Purchase Order. No Payment Policy.

Without an official Purchase Order number and/or enough unencumbered funds available, payment of vendor invoices will be rejected or significantly delayed until the change order or adjustments can be processed and approved. If a vendor has a valid invoice that exceeds the open, unencumbered PO balance, vendors must immediately contact the “Bill To” Department listed on their PO before submitting their invoice for payment.

Billing/Invoicing/Contract Value – All vendors/contractors shall agree to and understand that it is incumbent upon the vendor/contractor to track billing against each PO. All vendors/contractors shall be required to send written notice to the City's Purchasing Agent and the contact person within the respective City department when eighty per cent (80%) of the total value of the PO has been expended.

The written notice shall identify the PO number, the Contract or Agreement number, and clearly reference the fact that eighty percent (80%) of the total PO has been expended, along with an up-to-date statement of invoices. The vendor/contractor shall be required to acknowledge that any work performed in excess of the total value of the PO shall not be paid by the City if the vendor/contractor failed to:

1. Provide proper notice to the City as described above, and/or;
2. Obtain written permission to proceed with additional work. Any Work Orders sent to the vendor/contractor by City personnel shall NOT be considered written permission to exceed the PO value.

Blanket Purchase Orders

The City will continue to use blanket purchase orders; however, they will be used far more sparingly than in prior years. While blanket PO’s create significant flexibility for each department, that flexibility comes at a significant price. By their very nature blanket POs reduces and/or eliminates transparency and accountability to Best Procurement Practices. Therefore, the following rules will apply to all blanket POs and effective July 1, 2019.

Blanket POs can only be authorized by the Controller or his designee and issued by the Purchasing Agent. For a requesting department to be granted a blanket PO, they will have to define a specific use case and present a compelling reason why they are unable to identify the specific goods and/or services that might arise in which funding is needed.

Emergency or Non-Standard Goods/Services

• Because required emergency and/or non-standard services is not immediately associated with a funded PO, an Emergency PO number that is departmental specific will initially be utilized for such services. When the requesting City department contacts the authorized vendor/contractor to initiate such services, the appropriate emergency blanket PO number will be provided to the vendor/contractor, which must be referenced on all invoices specifically associated to those emergency services performed.
• vendor/contractor has up to 96 hours after initial request by the City department for emergency / non-standard services to electronically submit their invoice to NHInvoice@newhavenct.gov.
• Upon receipt of the invoice, it will be processed by the City of New Haven’s E-invoicing tool and electronically routed to the appropriate personnel within the requesting City department as well as the Finance and Purchasing departments.This routing process will trigger proactive discussions between the requesting department and finance to ensure the appropriate funds are identified and properly allocated for such services.
• Upon final approval and agreement of funding allocation, the procurement department will then issue a new, billable PO with the respective funds, or process a change order to an existing PO for the vendor/contractor.
• Upon creation of a new PO or completion of a PO change order, the vendor/contractor will be emailed an electronic copy of the PO. The vendor/contractor will need to revise their original invoice, removing reference of the emergency PO and replacing it with the newly funded, billable PO number. The vendor/contractor shall be required to submit their revised invoice to NHInvoice@newhavenct.gov or PriorityPay@newhavenct.gov if enrolled, so that it can be processed for payment in accordance with the City’s new PO and Invoice policies.