City of West Haven Physical Inventory-Data Management ITB 2026-20
City of West HavenCity · West Haven, CT- Due
- Jan 8, 2026
- Deadline passed
- Posted
- Dec 8, 2025
- Primary contact
- Kathy Chambers
The 30-second brief
The City of West Haven is soliciting competitive sealed bids from qualified firms or individuals specializing in fixed asset management to perform a comprehensive physical inventory and data management of all City-owned fixed assets. The project includes developing a complete fixed asset register in digital format, reconciling asset data with the City's financial records, and providing final deliverables suitable for import into the City's Tyler Munis system.
Physical inventory, Digital fixed asset register, Reconciled asset data, Final deliverables for Tyler Munis system, Summary report, Custom asset codes and classification structures, Staff training or user documentation.
Lowest responsible bidder, considering ability, capacity, skill, quality, availability, adaptability, promptness, character, integrity, reputation, judgment, experience, and efficiency.
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Summary
The City of West Haven is soliciting competitive sealed bids from qualified firms or individuals specializing in fixed asset management to perform a comprehensive physical inventory and data management of all City-owned fixed assets.
The project includes developing a complete fixed asset register in digital format, reconciling asset data with the City's financial records, and providing final deliverables suitable for import into the City's Tyler Munis system.
EVALUATION CRITERIA
14- Lowest responsible bidder
- Considering ability
- Capacity
- Skill
- Quality
- Availability
- Adaptability
- Promptness
- Character
- Integrity
- Reputation
- Judgment
- Experience
- Efficiency
REQUIRED DELIVERABLES
7- Physical inventory
- Digital fixed asset register
- Reconciled asset data
- Final deliverables for Tyler Munis system
- Summary report
- Custom asset codes and classification structures
- Staff training or user documentation
REQUIRED ATTACHMENTS
4- City Disclosure form
- City Vendor Form
- Blank W9
- Excel Pricing Sheet
- Submit to
- Procurement Office, 355 Main Street, 3RD Floor, West Haven, CT 06516
- Scope location
- West Haven, Connecticut
Questions about this ITB
How do I respond to this ITB from City of West Haven?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is January 8, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Procurement Office, 355 Main Street, 3RD Floor, West Haven, CT 06516. For questions, contact Kathy Chambers.
Can small businesses or minority-owned firms bid on this ITB?
Most government agencies, including City of West Haven in CT, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the ITB submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Kathy Chambers. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Physical inventory, Digital fixed asset register, Reconciled asset data, Final deliverables for Tyler Munis system, Summary report, Custom asset codes and classification structures, Staff training or user documentation.. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Lowest responsible bidder, considering ability, capacity, skill, quality, availability, adaptability, promptness, character, integrity, reputation, judgment, experience, and efficiency." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of West Haven?
All active and historical solicitations from City of West Haven are tracked and searchable. As a city agency, City of West Haven regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this ITB?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: City Disclosure form, City Vendor Form, Blank W9, Excel Pricing Sheet. Review the full document from City of West Haven for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: West Haven, Connecticut. Review the full solicitation for detailed scope requirements.