Vendors must email PDF invoices to NHInvoice@newhavenct.gov. Invoices must reference a valid PO number or they will be rejected.
Why was my vendor's invoice rejected?
Common reasons include: missing the PO Number, the total exceeding the PO balance, or it was sent as an image file instead of areadable PDF.
Can I use a "Work Order" to tell a vendor to start early?
No. This violates the "No PO, No Payment" policy. Work Orders from department personnel are not legal permission to start work or exceed a PO value. Only a PO issued by the Purchasing Agent is valid.
Does the "Lowest Bidder" rule mean I have to accept poor-quality work?
No. The rule is "Lowest Responsible and Responsive Bidder."
Responsive: The vendor followed all bid instructions.
Responsible: The vendor has the financial standing, equipment, and documented experience to do the job. If a vendor has a documented history of poor performance with the City, they can be "debarred" or disqualified for lack of responsibility.
What Should I Expect at the Pre-Bid/Pre-Proposal Meeting?
The pre-bid meeting is used to discuss specifications for a specific bid/proposal, and it allows for vendors to ask questions in order to seek clarification. Not all bids have a pre- bid meeting and attendance is not mandatory unless specified.
Where do I Find Contractor Opportunities?
For contractors interested in contracts register on OpenGov. You will be contacted for informal quotes and Bids/RFP’s/RFQ’s for sealed bid opportunities.
Can’t there be some exception for a late bid/proposal?
No. Even if the reason for the lateness of the submitted bid or proposal is beyond the control of the vendor, the bid/proposal will be rejected. Bids/proposals must be received at the proper date and time specified in the bid document.
Is there an expiration date for my vendor registration?
No. Generally, once you register as a vendor, unless you are debarred from doing business with the State, or fail to keep your company information, such as address and phone numbers current, you remain registered as a vendor.
Where can I get Tax Exempt Certificates?
City of New Haven Tax Exempt Certificates are available by contacting Accounts Payable.
Phone: 203-946-8306
I still have questions. Who should I contact?
For additional questions, you can reach out to the purchasing division by:
