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    Purchasing Bureau

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    General Information & Procedures

    Church, New Haven GreenProtest 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:

    a.) Bid bonds

    b. 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

    c. 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.

    Livable Wage

    On April 24, 1997, the Board of Aldermen of the City of New Haven adopted an Ordinance Establishing A Living Wage for Service Workers and for all Small Business Initiative bids under $50,000.00. 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.

    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.

    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 $50,000.00. 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.


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