Janitorial Services - Elderly Centers

The City of New Haven Elderly Services Department is seeking competitive sealed bids for Cleanings Services at the Elderly Services Community Senior Centers.

Project Details

• Reference ID: 2026-ITB-322
• Department: Elderly Service (CSA)
• Department Head: Tomi Veale (Director)

Important Dates

• Questions Due: 2026-03-25T21:00:00.000Z

Addenda

• Official Notice #1: Previous Solicitation Results. (released 2026-03-24T14:08:10.872Z) —

  Previous solicitation results for this project are being provide for your information.

Evaluation Criteria

• General Liability - Rider 100 —

  	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

• Senior Center Cleaning —

  The City of New Haven Elderly Services Department is seeking competitive sealed bids for Cleanings Services at the Elderly Services Community Senior Centers.

  General Experiences

  The contractor must have a combined total of at least three- (3) year’s prior experience in the area of janitorial cleaning and associated cleaning experience in industrial, municipal or institutional facilities. 

  Inspection of Sites:

  All prospective bidders are encouraged to inspect all sites prior to the submission of their bid. Please call Tomi Veale, Director of Elderly Services to schedule a time.  The sites and names of the staff persons at location are as follows:

  1. Atwater Community Senior Center - 26 Atwater Street : 203-946-8550-Eneida Arroyo/Doug Toth
  2. East Shore Community Senior Center – 350 Woodward Avenue : 203- 946-8544-Michelle Clary-Butler/Tiffany Staggers

   

  East Shore: Gross (area inside exterior walls)Square Feet: 3440 SF

  Net (area not including interior walls) Square Feet: 3193 SF

   

  Atwater: First Floor Gross SF: 11066 SF

  First Floor Net SF: 10262 SF

   

  Equipment and Supplies:

  The Contractor must furnish all equipment necessary to provide the janitorial services as specified for each job site. (The contractor shall supply disposable toilet seat covers, sanitary napkin bags, and paper towels, paper towel dispensers that are easy for people with arthritis to use, toilet paper, toilet paper dispensers, cleaning supplies, soap, and trash liners for disposal of all wastes)  The contractor will supply all equipment including commercial vacuum cleaners, feather dusters, mops, buckets, brooms, rags, and carpet shampooing equipment.  Paper supplies containing recycled materials are preferred. The equipment, especially vacuum cleaners, shall be industrial type, large enough for the site, and kept in good working order or replaced.  The contractor will (when and as applicable) supply cleaning materials that are industry approved and environmentally safe.  A logbook containing all the MSDS for the materials the contractor uses must be kept at each site

   

  Cleaning Scheduling & Reporting:

  • The following cleaning will be done on daily basis: including wiping down sinks, kitchen and pantry counter tops, dining tables and chair seats, cleaning floors, emptying all trash containers, wiping down walls behind trash containers, cleaning toilets, removing cardboard boxes, replenishing toilet paper, paper towels, sanitary napkin bags, disposable toilet seat covers.
  • The following cleaning will be done monthly basis: cleaning the stoves, refrigerators and microwaves if any.
  • The following will be done on a quarterly basis: wash/wax floors.
  • A supervisor from the cleaning company will meet with the staff persons for each Center and inspect the cleaning work monthly before submitting a bill.  The supervisor will set up a notebook at each site with sections for the daily check-list, the monthly check list, and the quarterly check list with enough copies for the year.
  • The cleaning person will fill out a time sheet, and complete and sign the check list of required tasks every day/month/quarter and place it in the notebook.
  • If certain items become a problem, or are not done, the contractor will correct the problem.
  • The contractor has twenty-four hours to respond to any complaints made by the director of Elderly Services or Center staff.
  • Contractor is only paid for days worked.
  • The contractor must use city-approved green cleaning products from its designated supplier.
  • All cleanings shall be done in a workmanlike manner and according to industry-accepted standards.

   

  Cleaning Personnel

  The prospective bidders shall submit with the bid, the minimum number of cleaning personnel and supervisors that will be scheduled at each job site.  The contractor will assign a supervisor to conduct weekly inspections with a City official at each site. All cleaning personnel will have blood borne pathogen training.  The contractor’s employee will notify the Center staff or the Director of Elderly Services and the contractor at least four hours before scheduled cleaning when he or she calls in sick. The contractor will then get a replacement person to do the job. Cleaning personnel should be the only ones assigned to the sites. They are not allowed to bring anyone else, including any members of their family in the course of their duties on city locations.

   

  Time of Performance

  The contractor shall perform said janitorial services at the specified times for each facility. This schedule is a window of time in which the cleaning operations should occur.  These centers are community centers and the hours vary. The contractor shall take all reasonable measures not to interfere with the work of the City employees located at each site. The department will communicate when the center is being used for community programming. The bid pricing is based upon a weekly rate. Please add Supplies Pricing to the hourly rate as well.

  1. 2 hours at East Shore Senior Center - 6:00 AM to 8:00 AM/4:30 PM-11:00 PM only
  2. 3 hours at Atwater Senior Center – 5:00 AM to 8:00 AM/7:30 PM to 11:30 PM only

   

  Invoicing Criterion:

  A supervisor from the cleaning company will meet with the Senior Center staff and inspect the cleaning work monthly before submitting a bill. Contractor will submit a monthly bill broken out by location by week to the Director of Elderly Services, City of New Haven, 165 Church Street, New Haven, 06510

  The cleaning person will fill out a weekly time sheet for the Senior Center staff for each branch, including appropriate check list (see attached).

  Holiday hours and center closings will not be paid for under this contract unless the contractor works the hours performing larger maintenance projects that cannot be done during the week, that is carpet shampooing, floor waxing, etc. and is approved by the Director of Elderly Services. (see attached for holiday schedule)

   

   

• Auto section —
  1. Salary rates and the classification of employees shall be as specified in the Solicitation Documents.
  2. The rate of pay set forth in the Solicitation Documents is the minimum that shall be paid during the life of the Contract. Bidders must inform themselves about local labor conditions (e.g. the length of work day and the work week, overtime compensation, health and welfare contributions, labor supply and prospective changes and adjustments of rates).

  Wages. Salary rates and the classification of employees shall be as specified in the Solicitation Documents and Contract Documents. The rates of pay set forth in the Solicitation Documents are the minimum that shall be paid during the life of the Contract. Bidders must inform themselves about local labor conditions (e.g. the length of workday and the work week, overtime compensation, health and welfare contributions, labor supply and prospective changes and adjustments of rates).

  Livable Wage Rates for FY 25/26

  • $21.38 with employee benefits
  • $22.38 without employee benefits

  Livable Wage Rates for FY 26/27 : effective 7-01-2026

  • $21.95 with employee benefits
  • $22.95without employee benefits
• 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

• Senior Center Cleaning —

  Office Cleaning (where applicable):

  1. Empty all waste receptacles and remove waste to the designated area for disposal daily.
  2. On afternoon/evening prior to designated weekly trash pick-up, place collected trash at curb for such disposal.
  3. Dust all furniture, including but not limited to, cabinets, tables, chairs, bookcases, desks and desk lamps daily.
  4. Dust and mop all rubber tile floors daily.
  5. Dust all moldings, ledges, chair rails, baseboards and trim weekly.
  6. Vacuum all carpeting daily.
  7. Clean entrance door of fingerprints daily.

   

  Lavatories:

  1. Wash all toilet seats daily using disinfectant; seats will be left in the upright position and free of watermarks.
  2. Clean all mirrors, flush meters, piping, seat hinges and other metal trim daily.
  3. Empty all waste receptacles (including sanitary napkin disposal) and remove waste to a designated area for disposal daily.
  4. Thoroughly sweep floors and damp mop daily.
  5. Spot clean with a minimum of 2-4 ounces of "Green Solution" (or equivalent cleaning agent) per gallon dilution all walls, wall fixtures, molding, and countertops daily.
  6. Polish floors with a single disc and soft brush as needed.
  7. Clean doors of fingerprints daily.
  8. Replace all paper, hand towels and hand soap as needed.
  9. Thoroughly wash walls every three months.
  10. Thoroughly clean the following fixtures with disinfectant daily: toilet paper dispenser, hand towel dispenser, soap dispenser and sanitary napkin disposal.

   

  Kitchen:

  1. Thoroughly vacuum and/or sweep floors daily.
  2. Spot clean floor with a minimum of 2-4 ounces of "Green Solution" (or equivalent cleaning agent) per gallon of water, rinse and dry as needed.
  3. Polish kitchen floor with a single disc and soft Tampico brush as needed.
  4. Empty all waste receptacles and remove waste to a designated area for disposal daily.

   

  Lobby Area:

  1. Thoroughly vacuum or sweep floor daily.
  2. Spot clean with a minimum of 2-4 ounce of "Green Solution" (or equivalent cleaning agent) per gallon of water, rinse and dry as needed.
  3. Clean front door of fingerprints daily.
  4. Clean front door glass daily.
  5. Dust all furnishings, including glass casings, daily.

   

  Community Room: (where applicable)

  1. Dust all ledges and furniture, including tabletops, as needed.
  2. Vacuum floors daily and/or damp mop.
  3. Empty all waste receptacles and remove to the designated area for disposal daily.

   

  The following services to be performed during the specified monthly intervals:

  1. Dusting of all molding, furniture, and ledges higher than 6'6" every three months.
  2. All building windows cleaned inside and outside every three months.

   

  Three (3) month intervals will begin at start of contract.

  All rubber tile floors are to be stripped and waxed as follows, twice per year during the following months, July or when the contract is executed and January or 6 Months after the contract is executed.

  1. Sweep and/or vacuum floor
  2. Scrub floor with single disc machine with soft nylon brush and 2-4 ounces of "Green Solution" (or equivalent cleaning agent) per gallon dilution.
  3. Remove residue.
  4. Rinse with clean water and allow to dry thoroughly (1-4 hours)
  5. Polish with single disc buffer and soft Tampico brush.

   

   

• 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

• 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

• 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 a Public Notary for the DisclosureForm (required) —

  The City needs you to get the Disclosure Form  notarized. We are offering you a convenient  way to do this online through Notary Online (https://notarylive.com) . However, you don't have to use this online service. If you do choose to use it, it will cost you $25 each time you use it for a notarization. You can explore other ways to get your document notarized if you prefer not to pay this fee, click "No". 

• 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. 

  .

• Current Workforce Certificate (required) —

  Please download the below documents, complete, and upload.

• The City of New Haven is accepting digital bid bonds via Surety 2000. For more information go to: https://surety2000.com/ Would you be submitting the Bid Bond via Surety 2000? (required) —

   

  Select "Yes" if you are submitting a Digital Bond

  Select "No" if you are submitting a Bid Bond utilizing City Bonding Document. 

  Note: Labor, Material and Performance Bond valued a 100% of the contract amount will be required of awarded vendor.

• Surety 2000 Bid Bond (required) —

  Please enter your Bid Bond information from Surety2000 below.

  Note: Labor, Material and Performance Bond valued a 100% of the contract amount will be required of awarded vendor.

• Bid Bond (required) —

  Please download the below documents, complete, and upload.  Vendor must use the bid form attached in the submittal section of this solicitation package, no other format accepted.

• 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 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)
• Upon the City of New Haven's request, the Business will be obligated to: (required) —
  • Complete a detailed financial statement, providing a thorough overview of its financial position.
  • Furnish any additional information deemed necessary by the City to evaluate its financial stability. This may include, but is not limited to, bank records, tax documentation, and credit references.
  • Sign a release if required, authorizing the City to independently verify the provided financial information from relevant third parties.

  This comprehensive financial review is a necessary step for the City of New Haven to ensure the respondent possesses the financial capacity to successfully undertake and complete the proposed project. Your affirmative response confirms your understanding and willingness to comply with these requirements if requested.

• 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)
• 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.

• Is your company excluded from participating in programs from participation in programs administered by the state or federal agencies. (required) —

  Does your company, including all parent companies, subsidiaries, and other affiliated entities, is currently subject to any of the following:

  • Debarment: Being officially excluded from receiving federal contracts or subcontracts.
  • Suspension: Being temporarily prohibited from receiving federal contracts or subcontracts while an investigation or legal proceedings are pending.
  • Proposed for Debarment: Having received official notification of the intent to debar the company.
  • Otherwise Declared Ineligible: Being deemed ineligible for federal contracts or subcontracts through any other administrative or legal process.
• Please provide additional information (required)
• The City of New Haven has provided the complete contract details for your thorough examination. While the standard contract terms allow for minor modifications with the City's written approval, it is critical to understand that you will be strictly required to adhere to every term and condition as presented in the attached documents unless such minor changes are formally approved by the City of New Haven (required) —

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

• Years of experience in the area of janitorial cleaning and associated cleaning experience in industrial, municipal or institutional facilities. (required) —

  Please list how many years of  experience you have in the area of janitorial cleaning and associated cleaning experience in industrial, municipal or institutional facilities. 

• Staff Assigned to each Facility (required) —

  Number of staff will be assigned to Atwater  & East shore

• Supervisor assignment for weekly inspection with city officials. (required) —

  The Contractor will assign a supervisor for weekly inspection/ check-in with City officials ?

• Designated supervisor Information. (required) —

  Please list Name & contact details for Designated supervisor .

• 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 funding is a Grant and project is construction related (required)
• If project is ARPA and is construction related, wage rates applies as follows: (required)
• Please include the full name of the funding agency (not the program) (required) —

  For Example: "Homeland Security"

• Wages and Salaries (required) —

  Please select the applicable Wages and Salaries o
  
  Livable Wage Rates = when project is City, ARPA funded and under $150,000.00 or HUD funded and under $150,000.00
  
  State Wage Rates = when project is City, ARPA or Grant funded and over $150,000.00. By separate email request Purchasing to obtain state wage rates 
  
  Davis Bacon Federal Rates = when project is Federally funded and over $2,000.00. by separate email request Purchasing to obtain Federal wage rates
  
  N/A = when none of the above apply

• Project Setup —

  Note: Project requiring Bid Bond-when setting up project within project builder enter the Project ID by right clicking the Bid Bond question.

• Is this a "Small Contractor Development" solicitation? (required) —

  The City of New Haven has a set-aside program for Small Business located with New Haven County.  This is a program for any non federally funded construction or service related solicitation up to $150,000. SCD shall have first preference. To seek waiver contact Lil Snyder in SCD.

• If you answered "Yes" Are there SCD vendor available to perform statement of work. Check in Vendor section of OpenGov_"Vendor List" to determine. (required)
• Type of Solicitation (required)
• Initial Term (required)
• Renewal Option(s) (required) —

  Format: 2 one (1) year

• Bid Bonds required for your project? (required) —

  If your project is Construction and over $100,000, a bid bond is required. 

• Is "MBE/WBE Sub-Contractor Utilization" applicable for this solicitation? (required) —

  Does project specification define what a good faith effort is acceptable for this statement of work.

• MBE/WBE Utilization Goal (required) —

  applies to all city construction contracts that are over one hundred fifty thousand dollars ($150,000.00)

• 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: (required) —

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

• 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. 

• 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