On-Call Mechanical Contractor Services

The City of West Haven invites bids from qualified contractors for The City of West Haven is soliciting sealed bids from qualified and licensed mechanical contractors to provide on-call maintenance, equipment rehabilitation, and emergency repair services at the City’s Water Pollution Control Facility and associated pump stations, as well as other areas of the City for non-wastewater mechanical work. The City seeks a contractor with demonstrated experience in municipal wastewater treatment environments and the ability to support critical infrastructure operations, as well as other non-wastewater mechanical services..

Background

Bids must be submitted via the OpenGov Procurement Portal no later than Thursday, April 9, 2026, 12:00 pm, The RFI (Request for Information) period will end Thursday, April 2, 2026, 11:00 AM.

The City of West Haven reserves the right to reject any and all bids, waive any informalities or irregularities in the bidding process, and accept any bid deemed to be in the best interest of the City. The City of West Haven is committed to ensuring that no person is excluded from participation or subjected to discrimination on the basis of race, color, national origin, disability, age, sex, or any other protected status.

Bidder must comply with all applicable local, state, and federal laws and safety standards, and must certify that all work required in its bid will conform to and comply with all safety standards and regulations. Bidder must indemnify the City for all damages assessed against the City as a result of the Bidder’s failure to comply with safety standards.

Project Details

• Reference ID: 2026-28
• Department: Procurement
• Department Head: - (-)

Evaluation Criteria

• Scope of Services —

  The scope of services includes, but is not limited to:

  The Contractor shall provide all labor, supervision, tools, equipment, transportation, materials, and incidentals necessary to perform mechanical services including, but not limited to:

  1. Pump Systems

  • Removal, inspection, rebuilding, and reinstallation of centrifugal and positive displacement pumps
  • Shaft repair, impeller replacement, mechanical seal replacement
  • Pump alignment and balancing
  • Wet well pump extraction and installation

  2. Clarifiers & Treatment Equipment

  • Repair and rehabilitation of primary and secondary clarifier drives
  • Chain and flight system repairs
  • Skimmer mechanisms
  • Gearboxes and rotating assemblies

  3. Aeration & Piping Systems

  • Aeration header repairs and diffuser piping replacement
  • Stainless steel and ductile iron piping repairs
  • Valve replacements and actuator servicing

  4. Emergency Services

  • 24/7 emergency response capability
  • Maximum 2-hour response time for critical failures
  • Immediate mobilization to prevent permit violations or plant shutdown

  5. Large-Scale Equipment Rehabilitation

  • In-place rebuild or off-site refurbishment of major mechanical assemblies
  • Coordination with OEMs as necessary
  • Equipment performance testing and verification

  · Repair, rehabilitation, and replacement of heavy-duty centrifugal and positive displacement pumps.

  · Maintenance and rebuilding of primary and secondary clarifier components.

  · Repair and replacement of aeration piping systems.

  Servicing specialized wastewater treatment machinery, and other mechanicals not related to wastewater.

  · Alignment, vibration analysis, bearing replacement, seal replacement, and motor coupling services.

  · Fabrication and installation of mechanical components associated with treatment systems.

  · Emergency troubleshooting and mechanical failure response.

  The selected contractor must demonstrate the capacity to provide 24 hours per day, 7 days per week emergency mobilization to ensure uninterrupted operation and continued compliance with Connecticut Department of Energy and Environmental Protection (CT DEEP) discharge permits.

• Commercial General Liability: Minimum Limits Required —

  Insurance Amount	Liability Category
  $2,000,000	General Aggregate
  $2,000,000	Producers/Completed Operations Aggregate
  $1,000,000	Each Occurrence
  $1,000,000	Personal and Advertising Injury
  $100,000	Fire Damage – Any One Fire
  $5,000	Medical Expense – Any One Person

  • The Owner (The City of West Haven and all of its elected or appointed directors, officers, officials, agents, employees and members of all of its boards and commissions) will be included as an Additional Insured onto the CGL policy carried by the Contractor.  The Additional Insured coverage afforded to the Owner shall apply on a primary and non-contributory basis and include completed operations coverages.  
  • The CGL policy carried by the Contractor shall contain a Waiver of Subrogation clause and the Contractor hereby agrees to waive the Contractor’s right of recovery against the Owner (the City of West Haven (and all of its elected or appointed directors, officers, officials, agents, employees and members of all of its boards and commissions).
• Business Auto / Commercial Auto Insurance – Minimum Limits required —
  • 1,000,000 Liability  
  • The Owner (The City of West Haven and all of its elected or appointed directors, officers, officials, agents, employees and members of all of its boards and commissions) will be included as an Additional Insured onto the Commercial Auto/ Business Auto policy carried by the Contractor.  
  • The Business Auto / Commercial Auto policy carried by the Contractor shall contain a Waiver of Subrogation clause and the Contractor hereby agrees to waive the Contractor’s right of recovery against the Owner (the City of West Haven, and all of its elected or appointed directors, officers, officials, agents, employees and members of all of its boards and commissions).  
• Workers Compensation/Employers Liability Insurance —
  • Coverages and limits as required by law Connecticut State law   
  • Employers Liability Limits:   
  • 500,000 each accident   
  • 500,000 aggregate for injury by disease   
  • 500,000 each employee for injury by disease   
  • The Workers Compensation/Employers Liability policy carried by the Contractor shall contain a Waiver of Subrogation clause and the Contractor hereby agrees to waive the Contractor’s right of recovery against the Owner (the City of West Haven and all of its elected or appointed directors, officers, officials, agents, employees and members of all of its boards and commissions).   
• Umbrella Liability/Excess Liability: Minimum Limits required —
  • 5,000,000 Each Occurrence   
  • 5,000,000 General Aggregate   
  • Policy will provide excess coverage over the Commercial General Liability, Business Auto and Workers Compensation/Employer Liability policies carried by the organization.
  • The Umbrella / Excess Liability policy carried by the Contractor shall contain a Waiver of Subrogation clause and the Contractor hereby agrees to waive the Contractor’s right of recovery against the Owner (the City of West Haven and all of its elected or appointed directors, officers, officials, agents, employees and members of all of its boards and commissions).
  • It is the responsibility of the respondents awarded, to maintain insurance during the duration of the project. The vendor must submit the renewed insurance on a yearly basis (prior to expiration date)
  • The selected firm shall maintain at its own expense professional liability insurance with limits no less than $1,000.000 per occurrence/$2,000,000 aggregate, covering errors, omissions, or negligent acts arising out of the performance of professional services under this agreement.  Proof of such insurance shall be submitted with the proposal and maintained throughout the term of the contract. 
• No Limitation on Liability —

  With regard to any/all claims made against the Additional Insured by any employee of the Contractor, any subcontractor or anyone directly or indirectly employed by the Contractor or any subcontractor, or anyone for whose acts the Contractor or any subcontractor might be liable, the indemnification obligation shall not be limited by any limitation on the amount or type of damages, compensation or benefits payable by or for the Contractor or any subcontractor under Workers Compensation acts, disability benefits acts or other employee benefit acts.

• Cancellation, Renewal and Modification —

  The Contractor shall maintain in effect all insurance coverages required under this agreement at the Contractors sole expense and with insurance companies acceptable to the Owner. The policies shall contain a provision that the coverage will not be cancelled or non-renewed until at least 30 days prior written notice has been given to the owner.    

• Indemnification —

  To the fullest extent permitted by law, the Contractor shall indemnify, defend and hold harmless the Owner, and all of its elected or appointed directors, officers, officials, agents, employees and members of all of its boards and commissions, as well as the State of Connecticut, from and against any/all claims, actions, damages, losses and expenses, including but not limited to attorney’s fees, for any actual or alleged injury to any person or persons, including death, or any damage to or destruction of property, arising out of or in connection with the project.

Submission Requirements

• Statement (required) —

  I confirm and acknowledge that I possess the legal authority to enter into binding contracts and to submit, or apply to submit, bids for contracts involving the provision of goods or services issued by a public entity, as well as to otherwise conduct or apply to conduct business with a public entity.

• Disclosure & Certification Affidavit (required) —

  Please download the below documents, complete, and upload.

• COI (required) —

  Upload a valid and currently dated Certificate of Insurance (COI)

• W-9 (required) —

  Please download the below documents, complete, and upload.

• Vendor Form (required) —

  Please download the below documents, complete, and upload.

• Bid Form (required) —

  Please download the below documents, complete, and upload.

• Brief description of Project (required)
• Will an Evaluation Committee be reviewing bid results? (required)
• Will there be a Pre-Submission Site Visit? (required)
• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.
• Is CHRO Compliance required? (required)