Graphic Supplies - NHPS

1. Vendor guarantees deliveries of all merchandise to Wilbur Cross High School, 181 Mitchell Drive, New Haven, CT.
2. Quantities delivered will be initiated by the New Haven Public Schools and will be delivered within five (5) working days of the request.
3. Deliveries are to be made Monday through Friday 7:30 a.m. – 1:30 p.m. at the Orange Street Entrance.
4. Quantities listed for each item are estimated based on historical usage.  The New Haven Public Schools will only pay for quantities ordered and delivered.
5. The Board of Education reserves the right to increase or decrease the actual quantities based on the bid prices and availability of funds.  Bid prices must be valid for 12 months.  Prices quoted before June 30, 2026 must be valid and in effect 12 months from July 1, 2026.
6. A complete total of bid should appear on the bid form page in both numeric and written form.
7. All normal guarantees or warranties as provided by the manufacturers are required.
8. Quantities shipped must be adhering to the quantities ordered per the contract.  We are not responsible for payment for over shipments.  When bidding quantity other than that specified, be specific on your quantity.
9. All invoices must be dated July 1, 2026 or LATER

Project Details

• Reference ID: 2026-ITB-357
• Department: NHPS-Curriculum
• Department Head: Michael Trink (BOE Procurement Coordinator)

Important Dates

• Questions Due: 2026-06-10T21:00:00.000Z

Evaluation Criteria

• GRAPHIC SUPPLY CONDITIONS FOR NEW HAVEN BOARD OF EDUCTION —
  1. Vendor guarantees deliveries of all merchandise to Wilbur Cross High School, 181 Mitchell Drive, New Haven, CT.
  2. Quantities delivered will be initiated by the New Haven Public Schools and will be delivered within five (5) working days of the request.
  3. Deliveries are to be made Monday through Friday 7:30 a.m. – 1:30 p.m. at the Orange Street Entrance.
  4. Quantities listed for each item are estimated based on historical usage.  The New Haven Public Schools will only pay for quantities ordered and delivered.
  5. The Board of Education reserves the right to increase or decrease the actual quantities based on the bid prices and availability of funds.  Bid prices must be valid for 12 months.  Prices quoted before June 30, 2026 must be valid and in effect 12 months from July 1, 2026.
  6. A complete total of bid should appear on the bid from page in both numeric and written form.
  7. All normal guarantees or warranties as provided by the manufacturers are required.
  8. Quantities shipped must be adhering to the quantities ordered per the contract.  We are not responsible for payment for over shipments. 
  9. All invoices must be dated July 1, 2026 or LATER.
• General Liability - Rider 400 —

  	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

• 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

• 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

• 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.

• 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

• 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)
• Conflict of Terms & No External Links (required) —

  Respondent expressly acknowledges that the submission of a response, purchasing agreement, or any supporting documentation shall not contain embedded hyperlinks to external terms and conditions. Any terms and conditions intended to be part of the contract must be provided in full, physical or digital text within the formal submission. Furthermore, any respondent terms that conflict with the City’s Standard Terms and Conditions shall be deemed secondary; the City’s terms shall prevail unless a specific exception is negotiated and signed by both parties.

• 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.

• References: Please provide 3 references with your submission in the format below. References from school districts, municipalities, colleges and universities and other clients can be used. (required) —

  Reference

   Company/Client Name:

  • Contact Person & Title:
  • Phone Number:
  • Email Address:
  • Dates of Service:
  • Brief Description of Services Provided:
• 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) —

  1. Submission Process Vendors may propose alternative specifications by submitting an Alternative Specification Form via the Q&A tab. This must be completed 7–10 days prior to the closing date.
  2. Required Documentation Each request must include:
  •    A side-by-side comparison of the original specification vs. the proposed alternative.
  •    Technical data sheets or performance metrics for the alternative.
  •    A brief narrative (labeled "Alternative Specification") justifying the change, including potential cost savings or performance gains.
  3. Approval & Addenda If an alternative is approved, the City will issue an Addendum to all respondents. The addendum will clarify that "Item Y" may be substituted with the original product or any product meeting the revised specifications.
  4. Final Contract & Purchase Order If the winning bid is based on an approved alternative, the final Contract and Purchase Order will be updated to reflect the new specifications. This ensures the delivery and inspection process aligns with the actual awarded product to prevent future disputes

• 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.