Ward Heitmann House Historic Roof Replacement
| Location: | Connecticut |
|---|---|
| Posted: | Aug 4, 2026 |
| Due: | Aug 21, 2026 |
| Agency: | City of West Haven |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 2027-01 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
2027-01
|
| Bid Title: |
Ward Heitmann House Historic Roof Replacement
|
| Category: | City Bids & Solicitations |
| Status: | Open |
Attachment Preview
City of West Haven
Invitation to Bid (ITB) #2027-01
Ward Heitmann House
Historic Roof Replacement
PROJECT SUMMARY
The City of West Haven is soliciting sealed bids from qualified contractors for the complete roof
replacement of the historic Ward-Heitmann House Museum located at 277 Elm Street, West
Haven, Connecticut.
The Ward Heitmann House Museum is a historic garrison colonial structure originally
constructed in 1684 and listed on the National Register of Historic Places. The building features
a center chimney, a simple gable roof and rear ell, as well as subsequent historic additions. The
existing wood shingle roofing system has deteriorated and requires complete replacement.
This project is being funded through the Connecticut Department of Economic and Community
Development (DECD) Urban Act Program. All services shall comply with applicable Federal,
State, and Local regulations, including building codes and mechanical codes, and shall be
performed by qualified personnel.
PROJECT TIMELINE
The awarded vendor is expected to complete all aspects of this project by the date specified
within the contract.
SUBMISSION INSTRUCTIONS
Pre-Bid Meeting Required
Pre-Bid Meeting Location
Pre-Bid Meeting Date & Time
Mandatory Walkthrough of Site YES
Site Location 277 Elm Street West Haven, CT
Date & Time 8/11/2026 - 9:00AM
Information Period Closing Date and Time 8/14/202612:00PM
Solicitation Closing Date 08/21//2026 11:00AM
Respondents are required to submit One (1) original and three (3) copies in a sealed envelope.
must be clearly marked "ITB 2027-01 Ward Heitmann House". Bids will be opened in the
Procurement office upon bid closing. Address: 3rd floor, 355 Main St West Haven, CT. They
will be opened at 12:00PM at T. Proposals received after this time and date specified above will
be rejected. No oral, telephonic, emailed, or faxed corrections, deletions, or additions to any
response shall be accepted. The City reserves the right to reject any or all responses, and to waive
any or all formalities in connection with this request. Proposals which do not incorporate our
requested format, including quoting items as described, will not be considered. Unless otherwise
stated in the solicitation. No alternate responses will be considered unless alternate responses are
specifically requested by the City. The City reserves the right to award multiple vendors under
this solicitation.
A response to this solicitation does not permit the City to award a contract, to pay any costs
incurred in the preparation of a response to this request, or to procure the city contract for
services, supplies or equipment. The City will not award to any contractor who is not qualified
under applicable Federal, State and local laws and regulations.
Questions regarding this solicitation should be emailed to Kathy Chambers. Telephone or oral
questions will not be accepted. (kchambers@westhaven-ct.gov).
An Affirmative Action/Equal Opportunity Employer, Minority/Women's Business Enterprises are
encouraged to apply. This contract is subject to state set-aside and contract compliance
requirements. If the Affirmative Action Plan or Set Aside plan is not approved prior to the award
of the construction contract, the City of West Haven will then need to retain 2% per month of the
total contract value until the contractor has submitted an approved affirmative action plan to
CHRO and CHRO has granted approval.
INQUIRIES FOR CLARIFICATION
The city will not respond to the Respondent(s) request(s) for oral interpretation and/or
clarification of the Solicitation Specifications for any reason. The city will respond to a
Respondent(s) written request(s) for interpretation and/or clarification of the Solicitation
Specifications. Questions regarding this solicitation should be emailed to Kathy Chambers.
Telephone or oral questions will not be accepted. (kchambers@westhaven-ct.gov). The email
should be included in the subject line ITB #2027-01 Ward Heitmann House. The body of the
email should contain the question or clarification. Every interpretation made to a Respondent
will be in the form of an Addendum or Question & Answer to the Solicitation Documents.
ADDENDUMS TO THIS SOLICITAION
Any Addendum(s) to this solicitation document shall become part of the solicitation.
Respondents are required to check the city website for addendum(s). Each respondent shall be
bound by such addenda whether received/viewed by the respondent.
SOLICITATION PROTEST
Any Solicitation protest must be submitted in writing. Respondents may file a written protest of
the Solicitation results with the City's Purchasing Department. Protest must be submitted via
email, kchambers@westhaven-ct.gov.
The City will acknowledge receipt of a written protest. If the Purchasing Department
representative has not acknowledged receipt of the protest by the close of business on the
following days, please contact Kathy Chambers at the above email address listed.
CONTRACT TERM
The term of the contract will be determined by the City of West Haven at the time of award.
SCOPE OF SERVICES
The selected contractor shall provide all labor, materials, equipment, staging, and supervision,
permits, and incidentals necessary to complete roof repair and restoration services, including but
not limited to:
• Complete removal and disposal of the existing roofing system down to the existing roof
substrate.
• Inspection of exposed roof decking and substrate.
• Repair and replacement of deteriorated roof substrate, sheathing, and related components
as required.
• Installation of a new wood shingle roofing system matching the original historic
appearance and character of the structure.
• Installation of new copper flashings, valleys, drip edges, and associated roofing
accessories.
• Installation of new copper gutters and related drainage components as detailed in the
project documents
• Protection of the historic structure and surroundings property during construction.
• Daily cleanup and proper disposal of all construction debris.
• Final inspection and project closeout documentation.
HISTORIC PRESERVATION REQUIREMENTS
The Ward-Heitmann House Museum is listed on the National Register of Historic Places, all
work shall be performed in strict accordance with the Secretary of the Interior’s Standards for the
Treatment of Historic Properties and requirements established by the Connecticut State Historic
Preservation Office (SHPO).
The selected contractor shall take special care to preserve all historic building materials and
features not specifically identified for replacement. Any unforeseen conditions affecting historic
elements shall be immediately reported to the City prior to proceeding with the corrective work.
Contractors are strongly encouraged to have demonstrated experience performing restoration or
rehabilitation work on historic structures and have the technical skills in preserving the historic
character and integrity of the structure.
CERTIFICATIONS AND LICENSES
Respondents must have a valid Connecticut business license throughout the solicitation process.
The awarded Respondent must maintain an active Connecticut business license. Failure to
reinstate an expired license within 14 days of notice may result in contract.
If the service(s) that the respondent is providing requires a license, certification, or other form of
qualification, documentation must be provided at the time of submission. It is the responsibility
of the respondent to maintain a license through the entirety of the project. Failure to maintain a
required license, certification, or other form of qualification will result in an automatic void of
the contract.
PRICING
The pricing for this application shall include all applicable costs as outlined in the bid sheet or
bid pricing document. Quantities or hours listed on the bid sheet are estimated. The estimation(s)
noted in this solicitation are approximate (estimated only for use in comparing responses); and
that the sums obtained by multiplying the Unit Prices by the estimated quantities, and the Total
of these sums, are inserted for the purpose of checking this Solicitation and for the convenience
of the respondent. The actual contract will be paid for the actual quantities ordered only.
Pricing should not include federal excise or state sales taxes. State Sales Tax is exempt under
Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes
when goods are consigned to the City. Tax Exemption certificates will be furnished by the
Finance Department upon satisfactory proof of delivery to the City.
METHOD OF SELECTION
This solicitation shall be awarded to the lowest responsible bidder. In determining the lowest
responsible bidder, in addition to pricing, the city shall consider: The ability, capacity and skill of
the bidder, the quality, availability and adaptability of the supplies or contractual services to the
particular use required, Whether the bidder can perform the contract or provide the service
promptly or within the time specified without delay or interference, and the character, integrity,
reputation, judgment, experience and efficiency of the bidder will be used in determining the
vendors ability to fulfill the requirements of the contract.
COMMENCMENT OF WORK-NO PURCHASE ORDER NO PAY
The City will not be responsible for payment of any work services performed or material(s)
supplied by the successful respondent; before the Contractor receives a fully executed agreement
and purchase order. Unless an emergency has been declared by the Mayor or Finance Director,
who is duly empowered to do so, and the vendor receives written authorization from this
individual to proceed. Note: Responsibility for payment shall be limited to only that work
deemed necessary by the City to alleviate the immediate emergency.
The respondent(s) awarded shall not begin any work until:
1. An executed contract is signed by the City and the awarded respondent(s)
a. In executing the Agreement, the Awardee will be required to reaffirm and restate
all representations made in its solicitation submission.
b. The failure of the Awardee to execute such Agreement, pay any taxes due, to
supply the required bonds or submit the Certificate of Insurance, (10) days after
the prescribed forms are presented for signature, or within such extended period
as the City grants based upon reasons determined sufficient by the City, shall
constitute a default and the City reserves the right to any remedies available at law
or in equity including pursuit of solicitation bond. The City may either award the
Contract to the next responsible respondent or re-advertise the solicitation.
c. Once a contract is executed the City department responsible for requesting the
work will issue Notice to Proceed.
2. A Purchase order is issued for the work
a. The PO Number must be listed on all invoices associated with the project.
BID PREFERENCE FOR LOCAL VENDORS
To this section, "city-based business" shall mean a business with a principal place of business
located within the City of West Haven. A business shall not be considered a "city-based business"
unless evidence satisfactory with the purchasing agent has been submitted with each bid
submitted by said business to establish that said business has a bona fide principal place of
business in West Haven.
Such evidence may include evidence of ownership of or a long-term lease of the real estate from
which the principal place of business is operated or payment of property taxes on the personal
property of the business to be used in the performance of the solicitation. To be considered a City
Based Business you must submit satisfactory proof to the Purchasing Agent of your current City
of West Haven address. Some examples of proof include are but not limited to:
1. Proof of payment of City of West Haven Real Estate tax bill(s)
2. A current, long-term lease in the City of West Haven
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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* Disclaimer: Information regarding bids, requests for proposals (RFPs), or requests for qualifications (RFQs) is provided on this website only for convenience and does not constitute official public notice. Persons wishing to respond to or inquire about bids, RFPs, or RFQs should contact the appropriate government department.