Acoustic Assessment and Sound Absorbing Material Installation Services

HOUSING AUTHORITY OF THE CITY OF NEW BRITAIN
Small Purchase Solicitation
Acoustic Assessment & Sound Absorbing Material Installation Services
Solicitation Number: 2026 -COE SAAS -01
Issue Date: July 22, 2026
Submission Due Date: August 14, 2026
Time: 3:00 p.m., Local Time
Submission Place: New Britain Housing Authority
16 Armistice St.
New Britain, CT 06053
Questions Submissions due Date: August 7, 2026
Time: 3:00 PM
Direct General Inquiries To: Lisa LaLuna, Procurement & Modernization Coordinator
llaluna@nbhact.org
By __8/7/26 NO LATER THAN 3:00 PM
All Answers and Addendums to the Solicitation will be
posted on NBHA's website: WWW.nbhact.org
NBHA must receive sealed submittals of the solicitation. Respondents should submit one (1) unbound original
and three (2) bound copies. Proposals should be delivered or mailed to the address above. Submissions must be
received by or postmarked by the submission due date above. No electronic submittals will be accepted. Use this
page as your Cover Page for your submission.
Submitted By:
Company Name
Address
City, State, Zip Code
Contact Person
Telephone: Fax: ________________________
Date Submitted:
NBHA RFP 7.2026

Housing Authority of the City of New Britain - John T. Hamilton, Executive Director
Small Purchase Solicitation
Solicitation Number: 2026-COE SAAS-01
The Housing Authority of the City of New Britain (NBHA) is seeking written quotes from qualified
vendors/contractors with demonstrated competence and experience in providing acoustic/sound absorbing services, to
assess the acoustic needs of, and install sound absorbing product in classroom/multipurpose space at its Center of
Excellence, located at 57 Fern Street, New Britain, CT.
As a part of our social mission and federal mandate, NBHA is committed to providing affordable, decent, and
safe housing. By working in partnership with the public and private sectors. NBHA provides families with
housing choices and opportunities for improved life outcomes and increased self-sufficiency.
This solicitation contains submission requirements, scope of work requested, and period of services, terms and
conditions and other pertinent information for submitting a proper and responsive proposal. Prospective
proposers desiring any explanation or interpretation of the solicitation must request it by the specified deadline.
The request must be addressed to the Executive Director, at the address stated above. Any information given to
a prospective proposer about this solicitation will be furnished to all other prospective proposers as a written
addendum to the solicitation.
Submissions will be evaluated based upon the criteria stated in the solicitation. After evaluation of the
responses, a contract will be awarded to the proposer/s representing the "best value" to NBHA after
preferences for Section 3 business concerns are considered.
The RFP package may be obtained by contacting llaluna@nbhact.org, or online at www.nbhact.org.
RFP submissions are due by 3:00 PM, 8/14/26__. Late proposals will not be accepted. An optional pre-
proposal meeting is available on ____August 4, 2026, at __10_ AM, during which potential respondents may
tour the facility covered under this RFP. The meeting will begin at _57 Fern St, New Britain.
Respondents must deliver/mail one (1) unbound marked original and three (2) bound copies to the following
address:
Lisa LaLuna, Procurement & Modernization Coordinator
Housing Authority of the City of New Britain
16 Armistice St.
New Britain, CT 06053
The NBHA reserves the right to reject any and or all proposals or to waive any informalities in the
qualifications, if such action is in the best interest of the NBHA. No proposal should be withdrawn for a period
of 120 days after the closing date set for submission without the express consent of the NBHA.
The NBHA is an EEO/AA Employer and conducts its business in accordance with all Federal, State and local
guidelines. SBE, MBE, WBE and Persons with Disabilities are encouraged to participate in this process.
NBHA RFP 7.2026

Notice: Contact with members of the NBHA Board of Commissioners, NBHA management, employees or
relatives of employees, other than the contact person shown above, by any prospective Proposer, after
publication of the solicitation and prior to the execution of a contract with the successful proposer(s)
could result in disqualification of the proposal. In fairness to all prospective respondents during the
solicitation, if NBHA meets in person with anyone representing a potential provider of these services to
discuss this solicitation other than at the pre-submittal meeting, an addendum will be issued to address all
questions so as to ensure no respondent has a competitive advantage over another. This does not exclude
meetings required to conduct business not related to the solicitation, or possible personal presentations
after written qualifications have been received and evaluated.
NBHA RFP 7.2026

REQUEST FOR SUBMISSION
GENERAL INFORMATION:
Statement of Purpose: The New Britain Housing Authority (NBHA) is seeking proposals from qualified,
licensed and insured entities to provide sound absorbing/acoustic installation work. The term of the agreement
(Contract) will begin approximately 6 months with/without renewal options. Renewal Options must be agreed
to in writing by both parties. There may be one or more contracts awarded to the most responsive proposal(s),
which in the judgment of NBHA best meets the objectives of the Housing Authority. NBHA reserves the right to
interview the competitive range if such a process proves necessary.
Prospective proposers acknowledge by receiving the submission documents and/or by submitting a proposal
that the submission of a proposal to NBHA is not a right by which to be awarded a contract, but merely an offer
by the prospective proposer to perform the requirements of the solicitation documents in the event NBHA
decides to consider to award a contract to that proposer.
Proposer's Responsibilities-Contact with NBHA: It is the responsibility of the proposer to address all
communication and correspondences pertaining to this solicitation process to the Executive Director via email
at jhamilton@nbhact.org. Proposers must not make any inquiries or communicate with any unauthorized NBHA
staff member or official (including members of the Board of Commissioners) pertaining to this RFP. Failure to
abide by this requirement may be cause for NBHA to not consider a proposal received from any proposer who
has not followed this directive. During the solicitation process, NBHA will not conduct any ex parte
conversations which may give one prospective proposer an advantage over other prospective proposers.
Type of Contract resulting from the solicitation: Firm Fixed Pricing
SCOPE OF WORK
Acoustic Assessment and Sound Absorbing Material Installation Services
The contractor will perform an acoustical assessment of the multi-purpose/classroom space and propose sound
absorbing product to remedy the sound/noise reverberation.
The contractor shall provide all labor, materials, equipment, tools, and supervision necessary to complete the
work in a professional manner.
Access to the site shall be provided by assigned NBHA staff.
The contractor is responsible for cleaning the work area daily, leaving it in a clean, safe and usable condition,
ensuring no debris, dust or hazards remain. The contractor is expected to sweep, bag and properly dispose of all
remaining debris. Removal of all trash generated by the contractor in the performance of the work will be the
responsibility of the contractor. The contractor will be responsible for the off-site disposal of any hazardous or
other materials that cannot be properly disposed of in a residential trash container. No plea of ignorance by the
contractor of the conditions that exist because of failure or omission on the part of the contractor to make
necessary examinations and investigations and to agree with the manager before work commences.
NBHA RFP 7.2026

Upon the contractor's notification of completion of services, all work will be inspected within 48 hours by the
Procurement/Modernization Coordinator or Director of Operations, or other NBHA staff. The Contractor must
contact the designated staff to schedule the inspection, prior to the close of business (4:00 PM) on the final day
of the project. Upon approval of work completed, the NBHA designee shall sign and date the invoice/work
ticket for the completed and inspected work. This signed verification shall be submitted with the contractor
invoice.
All work performed pursuant to this solicitation must conform to and comply with all applicable local, state and
federal codes, statutes, laws and regulations. Industry and Prevailing Wage/Davis Bacon applicable Rates apply
1.0 NBHA'S RESERVATION OF RIGHTS:
1.1 NBHA reserves the right to reject any or all proposals, to waive any informality in the solicitation
process, or to terminate at any time, if deemed by NBHA to be in its best interests.
1.2 NBHA reserves the right not to award a contract pursuant to this RFP.
1.3 NBHA reserves the right to terminate a contract awarded pursuant to this solicitation, at any time for
its convenience upon 14 days written notice to the successful proposer(s).
1.4 NBHA reserves the right to determine the days, hours and locations that the successful proposer(s)
shall provide the services called for in this solicitation.
1.5 NBHA reserves the right to retain all proposals submitted and not permit withdrawal for a period of
90 days after the deadline for receiving proposals without the written consent from the Executive Director.
1.6 NBHA reserves the right to negotiate the fees proposed by all proposers. If such negotiations are not
successfully concluded within a reasonable time as determined by NBHA, NBHA shall retain the right to end
such negotiations.
1.7 NBHA reserves the right to reject and not consider any proposal that does not meet the requirements
of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or
non-requested services.
1.8 NBHA shall have no obligation to compensate any proposer for any costs incurred in responding to
this RFP.
1.9 NBHA reserves the right to at any time during the solicitation or contract process to prohibit any
further participation by a proposer or reject any proposal submitted that does not conform to any of the
requirements detailed herein. Each prospective proposer further agrees that he/she will inform NBHA in writing
within five (5) days of the discovery of any item that is issued thereafter by NBHA that he/she feels needs to be
addressed. Failure to abide by this time shall relieve NBHA, but not the prospective proposer, of any
responsibility pertaining to such issue.
1.10 NBHA reserves the right, prior to award, to revise, change, alter or amend any of the instructions,
terms, conditions, and/or specifications identified within the solicitation documents issued, within any
attachment or drawing, or within any addenda issued. All addenda will be posted on NBHA's website
NBHA RFP 7.2026

www.nbhact.org.org. Such changes that are issued before the proposal submission deadline shall be binding
upon all prospective proposers. It is the responsibility of the proposer to ensure all addenda have been received.
1.11 In the case of rejection of all proposals, NBHA reserves the right to advertise for new proposals or
to proceed to do the work otherwise, if in the judgment of NBHA, the best interest of NBHA will be promoted.
1.12 NBHA reserves the right to, without any liability, cancel the award of any proposal(s) at any time
before the execution of the contract documents by all parties.
1.13 NBHA reserves the right to reduce or increase estimated or actual quantities in whatever amount
necessary without prejudice or liability to NBHA, if: 2.13.1 Funding is not available, 2.13.2 Legal restrictions
are placed upon the expenditure of monies for this category. 8 2.13.3 NBHA's requirements in good faith
change after award of the contract.
1.14 NBHA reserves the right to make an award to more than one proposer based on ratings and to
award with or without negotiations or a best and final offer (BAFO).
1.15 NBHA reserves the right to request additional information from all proposers to determine level of
responsibility. Such information shall be submitted in the form required by NBHA within two (2) days of
written request.
1.16 NBHA reserves the right to amend the contract any time prior to contract execution.
1.17 NBHA reserves the right to require the Contractor to keep accurate timesheets for all employees
assigned to perform any project, task, or assignment resulting from this solicitation and any resulting contract.
1.18 NBHA reserves the right to contact any individuals, entities, or organizations that have had a
business relationship with the proposer regardless of their inclusion in the reference section of the proposal
submittal.
1.19 In the event any resulting contract is prematurely terminated due to nonperformance and/or
withdrawal by the Contractor, NBHA reserves the right to seek monetary restitution (to include but not limited
to withholding of monies owed) from the Contractor to cover costs for interim services and/or cover the
difference of a higher cost (difference between terminated Contractor's rate and new company's rate) beginning
the date of Contractor's termination through the contract expiration date.
2.0 CONDITIONS TO BID:
2.1 Pre-Qualification of Proposers: Prospective proposers will not be required to prequalify to submit a
proposal. However, all proposers will be required to submit adequate information showing the proposer is
qualified to perform the required work (i.e. Vendor Registration Form. Failure by the prospective proposer to
provide the requested information may, at NBHA's discretion, eliminate that proposer from consideration,
provided that all proposers were required to submit the same information.
2.2 RFP Forms, Documents, Specifications and Drawings:
NBHA RFP 7.2026

2.2.1 Prior to submitting a proposal in response to the solicitation, it shall be each prospective
proposer's responsibility to examine carefully and, as may be required, properly complete all documents
issued pursuant to this solicitation.
2.2.2 Unless otherwise instructed, specifications and drawings (if provided) do not purport to
show all the exact details of the work. They are intended to illustrate the character and extent of the
performance desired under the proposed contract and may be supplemented or revised from time to time.
2.2.3 Catalogs, brand names or manufacturer's references where provided are descriptive only
and indicate type and quality desired. Proposals on brands of like nature and quality will be considered
unless specified otherwise. If proposing other than references, proposal submittal shall show
manufacturer, brand or trade name, and other description of product offered. If other than brand(s)
specified is offered, illustrations and complete description of products offered must be included in the
proposal submittal. Failure to take exception to specifications or referenced data will require Contractor
to furnish specified brand names, numbers, etc.
2.3 Submission and Receipts by NBHA:
2.3.1 Time for Receiving Proposals: Proposals received prior to the proposal submittal deadline
shall be securely kept, unopened, by NBHA. No proposal received after the designated deadline shall be
considered.
2.3.1.1 Proposers are cautioned that any submittal that is time stamped as being received
by NBHA after the exact time set as the deadline for the receiving of proposals shall not be
considered. Any such proposals inadvertently opened shall be ruled to be invalid. No
responsibility will be attached to NBHA or any official or employee thereof, for the pre-opening
of, or the failure to open a proposal not properly addressed and identified.
2.3.1.2 A total of one (1) unbound original signature copy (marked "ORIGINAL") and
three (3) bound copies, shall be placed unfolded in a sealed package with the proposer's name
and return address and addressed as follows: Solicitation # 2026 - COE SAAS - 01, New Britain
Housing Authority 16 Armistice St. New Britain CT 06053.
2.3.2 Withdrawal of Proposals: Proposals may be withdrawn as detailed within Section 6 of
Form HUD-5369-B, Late Submissions, Modifications and Withdrawal of proposals. Negligence on the
part of the proposer in preparing his/her proposal confers no right of withdrawal or modification of
his/her proposal after such proposal has been received and opened.
2.3.2.1 Procedure to withdraw proposal submittal: A request for withdrawal of a proposal
due to a purported error need not be considered by NBHA unless filed in writing by the proposer
within 48 hours after the proposal deadline. Any such request shall contain a full explanation of
any purported error and shall, if requested by NBHA, be supported by the original calculations
on which the proposal was computed, together with a certification and notarization thereon that
such computation is the original and was prepared by the proposer or his/her agent, who must be
identified on the notarized form. The foregoing shall not be construed that such withdrawal will
be permitted, as NBHA retains the right to accept or reject any proposed withdrawal for a
mistake.
NBHA RFP 7.2026

2.4 Exceptions to Specifications:
2.4.1 A prospective proposer may take exception to any of the proposal documents or any part of
the information contained therein by submitting, in writing to NBHA, at least seven (7) days prior to the
proposal submission deadline, a complete and specific explanation as to what he/she is taking exception.
Proposed alternate documents or information must also be included. NBHA reserves the right to agree
with the prospective proposer and issue a revision to the applicable solicitation requirements or may
reject the prospective proposer's request.
2.4.2 When taking exception, prospective proposers must propose services that meet the
requirements of the solicitation documents. Exceptions to the specification and/or approved "equal"
requests may be discussed at the scheduled pre-proposal conference (if scheduled). All verbal
instructions issued by the NBHA officers not already listed within the solicitation documents shall only
become official when issued as addenda or as a written answer issued pursuant to receipt of a written
question.
3.0 FORM OF PROPOSAL:
3.1 The proposal shall be submitted in the following manner. Failure to submit the proposal in
the manner specified may result in a premature opening of, post opening of, or failure to open and
consider that proposal, and may, at the discretion of NBHA eliminate that proposer from consideration
for award.
3.2 Required Forms: All required forms furnished by NBHA as a part of the solicitation
document issued shall, as instructed, be fully completed and submitted by the proposer. Such forms may
be completed in a legible hand-written fashion, or may be downloaded and completed on a computer. If,
during the download, a form becomes changed in any fashion, the proposer must "edit" the form back to
its original form (for example, signature lines must appear on the page which the line was originally
intended)
3.3 Tabbed Proposal Submittal: NBHA intends to retain the successful proposer pursuant to a
"Best Value" basis, not a "Low Bid" basis. Therefore, so that NBHA can evaluate the proposals
received, all proposals submitted in response to this solicitation must be formatted in sequence. Each
category must be separated. None of the proposed services may conflict with any requirement NBHA
has published herein or has issued by addendum.
RESPONSES WILL BE SCORED AS FOLLOWS:
Experience, Qualifications and Capacity - 40 points - Please provide company bio as well as references or
prior work history. Detail number of employees and skills of employees.
Price - 50 points - Please complete Contractor Bid Sheet indicating price for assessment and installation, then
put total price on Price Quotation Form.
NBHA RFP 7.2026

Section 3 Business Preference - 10 points - The purpose of Section 3 is to ensure that, to the greatest extent
feasible, employment, training, and business opportunities created by HUD financial assistance be directed to
low and very low-income persons.
WAGE REQUIREMENTS
This project is subject to the requirements of the Davis-Bacon Act. The contractor and all subcontractors shall
comply with all applicable federal labor standards, including prevailing wage requirements as determined by the
U.S. Department of Labor.
Respondents must complete the Davis-Bacon Act - Pre-Construction Meeting Acknowledgment Form.
INSURANCE REQUIREMENTS
An original certificate evidencing General Liability coverage, naming the Housing Authority of the City of New
Britain as an additional insured, together with the appropriate endorsement to said policy reflecting the addition
of the Agency as an additional insured under said policy (minimum of $1,000,000 each occurrence, general
aggregate minimum limit of $1,000,000, together with damage to premises and fire damage of $50,000 and
medical expenses any one person of $5,000), with a maximum deductible amount of $5,000 Contract Service
Standards.
TIME AND SCHEDULING
The contractor shall provide all labor, materials, supervision, and equipment necessary to complete the work
within the timeframes established in this solicitation and resulting contract.
Project Schedule
* Work is anticipated to commence within 30 calendar days following signed contract
* The contractor shall substantially complete all work within 15 business days of the signed contract and
agreement to proceed
* Completion shall occur no later than 15 business days after substantial completion.
Coordination and Scheduling
* The contractor shall coordinate all work activities with the NBHA's designated representative.
* A proposed project schedule/timeline shall be submitted within 10 days of contract award.
* The contractor shall notify the NBHA in advance of any work that may disrupt operations, tenant access,
or building services.
Working Hours
* Normal working hours shall be between 8:00 a.m. and 4:30 p.m., Monday through Friday, unless
otherwise approved in writing by NBHA.
NBHA RFP 7.2026

* Work outside normal business hours must receive prior written approval.
Delays and Extensions
* The contractor shall immediately notify NBHA of any anticipated delays affecting project completion.
* Requests for time extensions must be submitted in writing and approved by NBHA prior to the
expiration of the contract completion date.
Staffing and Availability
* The Contractor shall maintain adequate staffing levels to ensure timely completion of the project and
adherence to the approved schedule.
GENERAL CONDITIONS
When the contractor notifies the contract monitor that the job is complete and ready for inspection, the contract
monitor or their designee will conduct a final inspection using the designated inspection form.
All contractors must ensure that all work outlined in the contract is complete and meets NBHA's standards
before contacting the contract monitor to inspect the completed work.
1. The contractor may work between the hours of 8:00am - 4:30pm Monday thru Friday. If the work outlined
in the Scope of Work is disruptive to the business operations or families residing on NBHA properties,
alternate scheduling may be possible, if agreed upon between NBHA, its designee and the contractor.
2. The contractor will check in with the site personnel when arriving at the Property.
3. The contractor will clean the work area and notify the property manager or site personnel when leaving to
allow the property to be locked and secured.
4. The contractor will contact the contract monitor or other NBHA designee to confirm when all work has been
completed and is ready to be inspected. The contractor and site personnel will ensure that all work is
completed so the contractor may submit for final payment. Both the contractor and NBHA designee will
sign confirming if all work is acceptable. Any work items not completed to NBHA standards will be
communicated to the contractor in writing/email and if not corrected, payment will not be issued.
5. The contractor will present an invoice for the work completed and inspected, having met NBHA standards
of completion.
6. The contractor will be responsible for all safety regulations and comply with all OSHA, State and local
regulations. All permits, compliance with applicable State and Local codes and OSHA regulations, are the
responsibility of the contractor.
7. The contractor will ensure that all safety practices are performed while on the development.
8. The contractor will contact the NBHA designated staff before working on anything not stated in this scope
of work or included in the work order provided by the NBHA staff.
9. All project debris and trash must be loaded and hauled from the jobsite and disposed of in approved
landfills. No trash shall be placed in NBHA receptacles unless authorized by NBHA's site personnel.
10. At all times, the contractor shall be responsible for the conduct and discipline of his/her/their employees
and/or any subcontractor or persons employed by subcontractors. All workers must have sufficient
knowledge, skill, and experience to perform the work assigned to them properly.
NBHA RFP 7.2026