CITY OF NEW HAVEN STREET SWEEPING SIGNS

The Department of Public Works for the City of New Haven invites qualified and licensed contractors to submit offers for the fabrication and installation of custom and specific post-mounted street sweeping signs. The successful bidder shall provide all necessary labor, materials, tools, equipment, transportation, and good workmanship to perform services in accordance with the Scope of Work. Work under this contract will be originated through the issuance of Work Orders signed by the Director or his/her designee. There is no minimum quantity of work guaranteed in each work order; however, it is anticipated that Work Orders will be issued regularly throughout the contract period. This project will require the contractor to use existing infrastructure to install street sweeping signs to ensure all residents are aware of routine street sweeping days. This project will be completed in phases. This would be Phase 1 of the project.

Background

The City of New Haven previously had "permanent" street sweeping signs. These signs were either removed or altered when street sweeping routes were altered. This project is vital to the operational needs of the department, but also to provide clear communication to all residents of New Haven. The installation of these signs will allow the department to move away from paper signs, which have proven to be time-consuming to post and not environmentally friendly.

Project Details

• Reference ID: 2026-IFB-308
• Department: Public Works
• Department Head: Michael Siciliano (Director)

Important Dates

• Questions Due: 2026-04-08T21:00:59.291Z

Evaluation Criteria

• Street Sweeping Signs —
  1. The Department of Public Works for the City of New Haven is requesting bids for a one-year street sweeping sign fabrication and installation contract. This contract will be in the amount of $125,000.00. Quantities listed are estimates only. Actual quantities will vary depending on location and mounted post
  2. This is a split award contract, meaning a vendor can respond to any combination of the groups, provided they are responsive and responsible. Each group is evaluated and awarded independently. There can be a separate winner for each stage. 
  3. All freight is to be prepaid. All street sweeping signs must be delivered to the Department of Public Works located at 34 Middletown Ave, New Haven, CT 06513. Materials must be received no later than 30 days after the order is placed. The City of New Haven reserves the right to cancel the order at no cost to the City if the order is not on site after 30 days.
  4. Vendor will need to assist the City in the final graphic layout of the concept document. 
  5. Sign quantities provided are estimates only.
• General Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$1,000,000	Y	Y
  Combined Aggregate	$2,000,000	Y	Y
  Products/Completed Operations Aggregate	$2,000,000	Y	Y

• Warehousing and Delivery —
  1. For each item, there is an estimated annual quantity. The Department is not restricted to or limited by the estimated quantities listed. Approximate quantity does not constitute an order, but only implies the probable quantity the Department may order. The Department may place an order for one sign or may place an order for 100 signs, depending on the project, special requests, or inventory needs.
     
     
  2. The actual needs of the Department in terms of variety and quantity may vary from that indicated in the sample listings. Items and quantities are given for the purpose comparing bids on a uniform basis and giving the bidder an approximate idea of usage by the Department.
     
     
  3. All prices bid shall be FOB destination unless indicated otherwise by the Department. Shipping/Freight is to be included in the bidding price. 
     
     
  4. Prices bid shall be FOB destination and delivered as required, to Department of Public Works, 34 Middletown Ave, New Haven, CT 06513. Attention: Director of Public Work. All orders will be placed by email. Signs must be received at 34 Middletown Ave, New Haven, CT 06513, thirty days after the order is placed.
     
     
  5. Bidder must be an established manufacturer of signs with facilities, personnel and equipment to perform all requirements, terms and conditions of this Invitation to Bid, in the event of award. Bid responses shall include a physical address for this reason.
     
     
  6. Bidder must have a customer service representative, single contact person assigned to the Department for processing orders, design/graphic arts department or similar to design special signs requested by the Department, sign manufacturing facility, accounts receivable/payable office and shipping/receiving department.
• General Liability with Abuse & Molestation —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$1,000,000	Y	Y
  Combined Aggregate	$2,000,000	Y	Y
  Products/Completed Operations Aggregate	$2,000,000	Y	Y
  Abuse & Molestation	$1,000,000	Y	Y

• Installation —
  1.  The bidder must prepare the site for installing the new signs, including any necessary structural work. 
  2. The bidder must install the new signs securely and in accordance with the approved design and specifications. 
  3. The bidder must ensure proper alignment, leveling, and anchoring to withstand potential weather events. 
  4. The bidder must ensure that all work is completed within the agreed upon time frame. 
  5. The bidder must appoint a project manager to oversee all aspects of the sign replacement project and maintain open communication with the Director or his or her designee. 
  6. The bidder must conduct inspections of all newly installed signs to ensure the signs meets all requirements including ADA requirements. 
  7. The bidder must make any necessary adjustments or improvements to address any deficiencies. 
  8. The bidder is to remove any and all debris or construction materials from the site upon project completion and to restore the site to its original condition. 
• Sign Specifications —
  1. Street Sweeping Signs must 12" X 18", be made of Engineer Prismatic, .063" gauge metal (Aluminum), and 3M reflective. Or a suitable equivalent as approved by the Department of Transportation, Traffic, and Parking. 
     
     
  2. Signs must be flat, without warps or bends. 
     
     
  3. Signs are to have radius corners. 
• Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Workers' Compensation	Statutory Limits
  EL EACH	$500,000	---	Y
  EL DISEASE	$500,000	---	Y
  EL POLICY	$500,000	---	Y

• Warranty —

  The Contractor shall:

  1. Provide a minimum of seven (7) year warranty for signs from date of acceptance 
  2. Repair or replace defective items at no cost to the City. 
  3. Respond to warranty claims within 72 hours. 
• Auto Liability (includes all owned, hired & non-owned autos) —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Combined Single Limit Each accident including endorsements	$1,000,000	Y	Y

• Excess/Umbrella Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	--$1,000,000	Y	Y
  Combined Aggregate	--$1,000,000	Y	Y

• Professional Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	--$1,000,000	--	--

• Pollution Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	--$1,000,000	Y	Y

• Cyber Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	-$1,000,000	Y	Y

• Medical Malpractice —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	$1,000,000	--	--

• Garage Keepers Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	-$100,000	--	--

• Drone Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	$1,000,000	Y	Y

• Cyber Liability/Data Compromise —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$5,000,000	Y	Y

• Technology Error & Omissions —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$5,000,000	Y	Y

• BUILDER’S RISK / INSTALLATION FLOATERS (when applicable) —

  When this contract or agreement includes the construction of and/or the addition to a permanent structure or building; including the installation of machinery and/or equipment, the following insurance coverage must be afforded:

   

  Coverage Form: Completed Value, All Risk in an amount equal to 100% of the value upon completion or value of equipment to be installed.

• SNOW PLOW/ CONTRACTOR'S LIABILITY —

  A form of general liability tailored for snow removal operations, covering third-party injuries or property damage due to plowing. Auto Liability does NOT automatically provide this coverage. If scope of services requires snow plowing this endorsement MUST be listed on the COI.

• Additional Information —

  If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract.  If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

  Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

• Notes —
  • Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.
  • If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be
    included.
  • City of New Haven is the Certificate holder and the additional insured.

  City of New Haven
  200 Orange Street Rm 301
  New Haven, CT 06510

Submission Requirements

• Required City Forms —

  The Disclosure and Certification form should be completed through DocuSign  prior to exercising the option to notarize online or take the documents to a notary public prior to uploading with your response

• Cost Proposal (Fabrication & Installation) (required) —

  Please provide the cost for the fabrication and installation of street sweeping signs, including all freight. 

• Cost Proposal (Fabrication or Installation) (required) —

  Please provide the cost for the fabrication or installation of street sweeping signs, including all freight. 

• Certificate of Insurance (required) —

  Please upload a valid certificate of insurance

• Will you be using the On-line Notary feature or Public Notary for this Form.* In essence, you must legally verify your identity and the authenticity of your signature on the document. (required) —
  1. Access the Signature document: This is a digital document that you'll need to fill out.
  2. Complete the document: Fill in all the required information on the document.
  3. Notarize the document: You have two options:
     • 1.Use the built-in notarization feature: This allows you to complete the notarization process digitally. A fee is required for this service.(Third Party)
     • 2.Take the completed document to a public notary: A notary public can notarize your signature in person.

  Important: If you don't have the document notarized, your response will be disqualified.

• Disclosure Form for Online Notary (required) —

   An online notarization option will be provided for you when responding.

  Important: If you don't have the document notarized, your response will be disqualified.

  In essence, you must legally verify your identity and the authenticity of your signature on the document. 

• DISCLOSURE & CERTIFICATION AFFIDAVIT (required) —
  1. Download the Disclosure & Certification document: This is a digital document that you'll need to fill out.
  2. Complete the document: Fill in all the required information on the document.
  3. Notarize the document: 
     
     • Take the completed document to a public notary: A notary public can notarize your signature in person.

  Important: If you don't have the document notarized, your response will be disqualified.

  In essence, you must legally verify your identity and the authenticity of your signature on the document. 

  Once you start your proposal you will be asked to complete a DocuSign form.

• Current Workforce Certificate (required) —

  Please download the below documents, complete, and upload.

• This project allows for brand or product substitution as stated in section 2.21 -1. (required) —

  Do you intend to submit an alternate response?

• Please upload substitution/equivalent product information (required) —
  • Product Literature: Detailed specifications, catalogs, and all necessary data concerning the proposed product.
  • Safety Data Sheets (SDS): A current Safety Data Sheet (SDS), formerly known as Material Safety Data Sheet (MSDS), for any applicable chemical or hazardous product.
  • Product Sample: A physical sample of the substituted product must be provided upon request and prior to the bid award for evaluation.
• Brand Name, Substitutions, and Product Specifications (required) —

  Please upload required documentation and compliance information as outlined in section 2.21.2 

• Statement of Qualifications for City —

  Statement of Qualifications:

  Each solicitation response shall include a Statement of Qualifications in the format provided in this Solicitation upon stationary of the responding entity.

  All questions must be answered, and the data given must be clear and comprehensive.The respondent may submit any additional information he/she desires.

• Permanent Main Office Address (required)
• When Organized (required)
• Legal form of ownership. If a corporation, where incorporated. (required)
• How many years have you been engaged in services, under your present name? (required)
• Have you ever failed to complete any work awarded to you? If so, where and why? (required)
• Have you ever defaulted on a contract? If so, where, and why? (required)
• Describe any pending litigation or other factors, which could affect your organization or firm's ability to perform this agreement. (required)
• Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the City of New Haven. (required)
• Name, title, address, and telephone number of the individual to whom all inquiries about this Proposal should be addressed. (required)
• Will you, upon request, fill out a detailed financial statement and furnish any other information or sign a release that may be required by the City of New Haven? (required)
• Tax Identification number(s) (required)
• UEI Identification Number is required for all federally funded project. Respondent is required to have an active UEI number when submitting a response. (required) —

  Please enter your number here:

• Entity confirms it has not been federally disbarred in past year. (required) —

  yes. or no

• Are you able to receive Credit Card Payments for your services rendered? (required)
• Attached in section 4 "City Requirements" of this solicitation are Policy Agreements for Ban the Box, Certificate of non-arrearage, Equal Opportunity Agreement and the Non-Collusion Affidavit your review.. (required) —

  By submitting a response to this solicitation, you acknowledge and accept the terms and condition of each individual policy.

• Please confirm whether your company, or any affiliated entities, is currently debarred, suspended, proposed for debarment, or otherwise declared ineligible from receiving federal contracts or subcontracts. This includes any exclusion from participation in programs administered by federal agencies. (required)
• Attached to this solicitation are contract exhibits for your review. Please be advised that the City of New Haven maintains a standardized set of contractual terms and conditions that are not subject to negotiation. If your proposal is selected for award, you will be required to adhere strictly to the terms and conditions outlined in this document. (required) —

  By submitting a response to this solicitation, you acknowledge and accept this requirement as a condition of award.

• This set up template is for Commodity ( uniforms, cars, office supplies, equipment, etc.) Purchase only
• Enter Requesting Department Name. (required)
• Enter Project Manager's Name (required)
• Enter Munis Account Number for Ad (nnnnnnnn-nnnnn) (required)
• Funding
• How is this Procurement Funded (required)
• IF funding is City, then does local preference apply? (required)
• If funding is Federal, and project is construction related then federal wage rate required (required)
• If funding is State, and project is construction related; state wage required (required)
• If project is State Funded, does project need be posted on DAS Portal ? (required)
• If Grant funded-required information confirmation (required)
• Please include the full name of the funding agency (not the program) (required) —

  
  For Example: "Homeland Security"

• Initial Term (required)
• Renewal Option(s) (required) —

  Format: 2 one (1) year

• Insurance Requirements —

  Instructions for Project Managers

  Based on the information you currently have, attempt to answer this question to the best of your capability. Ultimately, purchasing will review this carefully and edit and update as needed based on your solicitation requirements. 

  As a standard, all activities for Construction and Service require the following: 

  • General Liability
  • Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits
  • Auto Liability
  • Excess/Umbrella Liability

  Any Professional Services type project (usually Request for Proposals) will require the following: 

  • General Liability
  • Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits
  • Auto Liability
  • Excess/Umbrella Liability
  • Professional Liability

  For Commodity, General Liability is the minimum requirement. 

• Are there any License or Certification Requirement? (required) —

  This particular question is to be answered for the company (or their subcontractors) not their employees.

• License or Certification Type:(appears when equal "Yes") (required) —

  Please enter the specific License or Certification required to be eligible to compete on this solicitation. For example, "CPA - Certified Public Accountant."

• Brand Name, Substitutions, and Product Specifications (required) —

  Will substitution Brand Name or Product be allow for this project as an option by Vendor?

• Do want Respondent to submit detailed specifications and product literature for all commodities to be furnished. (required)
• Pricing (required)
• Award Method (required) —

  General definitions and parameters of each approach.

  • Award to the Winner: This is a traditional public procurement where the winning bid or proposal is selected based on the Lowest, Responsive and Responsible Bidder when using a Competitive Bid process; or the Highest Scored Proposal when using the Competitive Selection process.
  • Split Award: A “Split-Award” is designed to specify and distinguish separate Groups of awards based on separate specifications or Scopes of Work. A vendor can respond to any combination of the Groups provided they are responsive and responsible. Each Group is evaluated and awarded independently. Effectively, there could be a separate winner for each Group.

Questions & Answers