1-4464 Architectural Services - Calf Pasture Beach Facility Renovation FINAL.pdf

CITY OF NORWALK

PURCHASING DEPARTMENT

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SEALED RFPS MUST BE RECEIVED BY THE OFFICE OF THE PURCHASING AGENT, 125 EAST AVENUE NORWALK, CT 06851

BY THE DATE AND TIME OF RFP OPENING

PROJECT NUMBER: 4464

REQUESTING DEPARTMENT: Building Management

DATE OF RFP ISSUANCE: 08/28/2025

TITLE OF RFP: Architectural Services – Calf Pasture Beach Facility Renovation

RFI/QUESTION DEADLINE: 2:00PM 09/16/2025

ELECTRONIC SUBMISSION DEADLINE: 2:00PM 09/24/2025

HARD COPY SUBMISSION DEADLINE: N/A

MANDATORY WALKTHROUGH:

DATE, TIME, AND LOCATION OF WALKTHROUGH

YES ( ) NO (X )

September 9, 2025, 2:00PM Calf Pasture Beach, Calf Pasture Beach Rd., Norwalk, CT 06851. Meeting next to the Calf Pasture Beach Coffee and Gifts Building.

TIME/DATE OF RFP OPENING: 2:00 PM 09/24/2025

RFP DEPOSIT REQUIRED:

IF YES, AMOUNT REQUIRED

YES ( ) NO (X )

SUCCESSFUL BIDDERS ONLY:

PERFORMANCE & PAYMENT BOND REQUIRED:

IF YES, AMOUNT REQUIRED

YES ( ) NO (X )

SUCCESSFUL BIDDERS ONLY:

MAINTENANCE BOND REQUIRED:

YES ( ) NO ( X)

ALL TERMS AND CONDITIONS, SPECIFICATIONS AND BID FORMS ARE ATTACHED HERETO.

NOTE: THE FOLLOWING DOCUMENTS WILL BE REQUIRED FOR A BID TO BE COMPLIANT

1. BIDDER’S INFORMATION AND ACKNOWLEDGEMENT FORM

2. RFP FORMS, INCLUDING PRICING SHEETS AND ADDENDA ACKNOWLEDGMENT FORMS

3. EXCEPTIONS (IF ANY)

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NOTICE TO BIDDERS

1. ALL RFPS WILL BE OPENED PROMPTLY AT THE ADVERTISED TIME OF OPENING. THERE WILL BE NO DELAYS OR POSTPONEMENTS WHICH ARE NOT PUBLICLY ADVERTISED. ANY RFP RECEIVED AFTER THE ADVERTISED TIME

OF OPENING WILL NOT BE ACCEPTED.

2. OBLIGATION OF BIDDERS:

a. AT THE TIME OF OPENING RFPS, EACH BIDDER SHALL BE PRESUMED TO HAVE INSPECTED THE SITES

AND TO HAVE MADE THEMSELVES THOROUGHLY FAMILIAR WITH THE PLANS AND CONTRACT

DOCUMENTS, INCLUDING ALL ADDENDA. THE FAILURE OR OMISSION OF ANY BIDDER TO RECEIVE OR

EXAMINE ANY FORM, INSTRUMENT OR DOCUMENT SHALL IN NO WAY RELIEVE ANY BIDDER FROM

ANY OBLIGATION IN RESPECT TO THEIR RFP.

b. EACH BIDDER MUST FULLY INFORM THEMSELVES OF THE CONDITONS RELATING TO THE WORK WHICH WILL BE PERFORMED. FAILURE TO DO SO WILL NOT RELIEVE THE SUCCESSFUL BIDDER OF

THEIR OBLIGATION TO FURNISH ALL LABOR AND MATERIALS NECESSARY TO CARRY OUT THE

PROVISIONS OF THE CONTRACT DOCUMENTS AND TO COMPLETE THE CONTEMPLATED WORK. IN AS MUCH AS POSSIBLE, THE CONTRACTOR MUST, IN CARRYING OUT THEIR WORK, EMPLOY SUCH MEANS AND METHODS AS WILL NOT CAUSE ANY INTERRUPTIONS OR INTERFERENCE WITH THE WORK OF ANY

OTHER CONTRACTOR.

3. TIME IS OF THE ESSENCE (IF APPLICABLE):

a. IF THE PROJECT IS NOT COMPLETED BY THE DATE SPECIFIED AS THE SUBSTANTIAL COMPLETION DATE IN THE CONTRACT ENTERED INTO BY THE CITY AND THE CONTRACTOR, THE CONTRACTOR WILL BE

SUBJECT TO CONSEQUENTIAL AND/OR LIQUIDATED DAMAGES.

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GENERAL INFORMATION

1. INTRODUCTION

The City of Norwalk, through the Land Use and Building Management Council Committee (the Committee) which is responsible for implementing all City construction projects, is soliciting proposals from qualified Architectural firms for the purpose of assisting the Committee with regard to the renovation/addition at Calf Pasture Beach. The requirements of this project are outlined in greater detail under Section 2 Scope of Work/Project Specifications.

2. RFP DOCUMENTS

All RFP documents for this invitation are available over the internet at http://www.norwalkct.gov. Adobe Acrobat reader is required to view this document. If you do not have this software you may download it for free from Adobe.

3. ADDENDA

All addenda, if issued will be available over the internet at http://www.norwalkct.gov. We strongly suggest that you check for any addenda a minimum of forty-eight hours in advance of the RFP deadline. It is the responsibility of the bidder to check for issuance of any addenda.

4. BIDDER’S LIST

Bidder’s list for this solicitation will not be published.

5. QUESTIONS CONCERNING THIS RFP

All questions concerning this solicitation must be directed, via e-mail, to Carleen Megaro, Buyer at cmegaro@norwalkct.gov. Please include the Project Number and Project Title in the subject line. The deadline for the submission of questions is 2:00 pm, September 16, 2025.

6. SUBMISSION OF RFP

The City of Norwalk requires electronic sealed submission for this project in the City of Norwalk’s BONFIRE portal (https://norwalkct.bonfirehub.com/portal/?tab=openOpportunities)

All sealed electronic submissions must be submitted in Bonfire no later than September 24, 2025, at

2:00PM.

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7. SUMMARIES

A list of the proposing firms will be available any time after 5:00 pm on the day of the RFP opening at Purchasing-Bid Postings. RFP results will not be provided over the phone.

SPECIAL NOTES:

1. A walkthrough/pre-proposal conference has been scheduled for September 9, 2025 at 2:00pm at Calf Pasture

Beach, Calf Pasture Beach Rd., Norwalk CT 06851. We will meet next to the Calf Pasture Beach Coffee and Gifts Building (see pages 72-74). Please note that there will be no additional walkthroughs planned for this facility at this time.

2. Public Opening: Per the City of Norwalk Purchasing Guidelines, Bids shall be opened publicly by the Purchasing Agent or his designee, in the presence of one or more witnesses at the time and place designated in the Invitation for Bids. Receipt of Proposals: Proposals shall be opened so as to avoid disclosure of contents to competing proposers during the process of negotiation. A Register of Proposals shall be prepared in accordance with these Procurement Guidelines and shall be open for public inspection after contract award. If you wish to hear the bid/RFP opening, please join us through a teleconference.

Access Number: (866) 640-4044 or (678) 302-3554

Participant Code: 968 704

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SECTION 1 – RESPONSE FORMS

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PROPOSER’S INFORMATION AND ACKNOWLEDGMENT FORM

Proposer’s Name

Street Address

City State Zip

Business Telephone:

Email Address:

Printed Name and Title of Individual Submitting Proposal

The undersigned acknowledges that the terms, conditions and specifications of this RFP are understood and unconditionally accepted.

Signature Date

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Exceptions: Note any vendor(s) responding to this proposal shall indicate any/all exceptions (if any) taken to language in this proposal. BIDDERS MAY NOT TAKE EXCEPTION TO SUBSTANTIVE TERMS OF STANDARD CONTRACT FORMS PROVIDED IN THE RFP/RFQ/ITB. Exceptions must be declared below in order to be considered by the City:

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1.1 PROPOSAL RESPONSE FORM

Vendor Name -

Address -

Phone - Fax - Email -

Manager - Fed ID#

The undersigned hereby declares that they have carefully examined the plans, specifications and project sites and has satisfied themselves as to all the quantities and conditions and understands that in signing this proposal they waives all right to plead any misunderstanding regarding the same.

The undersigned further understands and agrees that they will furnish and provide all the necessary material, machinery, implements, tools, labor, services, and other items of whatever nature, and to do and perform all the work necessary under the aforesaid conditions, to carry out the contract and to accept in full compensation therefore the amount of the contract as agreed to by the Contractor and the City.

It is further understood and agreed that all information included in, attached to, or required by the Request for Proposal shall be public record upon delivery to the City.

1. FEES FOR ARCHITECTURAL SERVICES – CALF PASTURE BEACH FACILITY RENOVATION

PROPOSED FEES

A Programming and Schematic Design Services: Lump Sum fee in numbers and words:

B Design Development Phase: Lump sum fee in numbers and words:

C Construction Documents/Bidding Phase: Lump Sum fee in numbers and words:

D Construction Administration Phase: Lump Sum fee in numbers and words:

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ALLOWANCES

E Surveying Services: Lump Sum allowance in numbers and words:

$10,000.00 TEN THOUSAND DOLLARS AND ZERO CENTS

F Environmental Consulting Design Services: Lump Sum allowance in numbers and words:

$5,000.00 FIVE THOUSAND DOLLARS AND ZERO CENTS

G *Geo-Technical Contract Administration Services: Lump Sum allowance in numbers and words:

$8,000.00 EIGHT THOUSAND DOLLARS AND ZERO CENTS

H TOTAL FEE (A-G) $

TOTAL IN WORDS:

*Geo-Technical Contract Administration Services – Geo-technical design services are included in the Architect’s basic services. This allowance is strictly for construction administration services associated with site visits and follow-up. Provide unit cost per visit with follow-up $______________/visit.

2. For informational purposes please identify the estimated time in working hours:

Phase Estimated Hours

A Schematic Design Phase

B Design Development Phase

C Construction Documents Phase

D Bidding/Negotiation Phase

E Contract Administration

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3. Identify the key project team members who will provide these services. Quantify their level of involvement (X%). Give an hourly rate for each member.

Name Title % Involved Hourly Rate

A Principal-In-Charge

B Project Manager

C Project Architect

D

4. CERTIFICATION

Submitted By: Signature:

Authorized Agent of Company (Name & Title):

Date:

5. The above signatory acknowledges receipt of the following addenda issued during the bidding period and understands that they are a part of the bidding documents (if applicable):

Addendum # Dated Addendum # Dated

Addendum #

Dated Addendum #

Dated

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1.2 STATEMENT OF QUALIFICATIONS

Please answer the following questions regarding your company's past performance. Failure to reply to this instruction may be regarded as justification for rejecting a bid.

1. Number of years in business:

2. Number of personnel employed: Part Time Full Time

3. List six contracts of this type/size your firm has completed within the last four years:

Project Date Contact Person Phone No.

4. SUBCONTRACTORS: If subcontractors are to be used, please list firm name, address, name of principal, and phone number below or on a separate sheet. Also indicate portion or section of work subcontractor will be performing.

COMPANY NAME ADDRESS PRINCIPAL PHONE PORTION/SECTION

OF WORK

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5. ORGANIZATIONAL

STRUCTURE OF

BIDDER (check which applies) general partnership limited partnership limited liability corporation limited liability partnership corporation doing business under a trade name individual doing business under a trade name other (specify)

6. STATUS OF THE

BUSINESS AND ITS

CURRENT STANDING

WITH THE SECRETARY

OF STATE'S OFFICE; e.g., are all required filings current and in good standing or has the entity been withdrawn or canceled

Connecticut corporations - Will the Secretary of State be able to issue a Certificate of Good Standing within 30 days of the bid opening?

Yes No

Out-of -State corporations - Do you have a valid license to do business in the State of Connecticut? (Evidence in the form of a Certificate of Authority from the Connecticut Secretary of State will be required within 30 days of the bid opening.)

Yes No

7. CT eLICENSE (https://www.elicense.ct.gov ) / Business Registration (https://business.ct.gov/?language=en_US) :

8. Is your local organization an affiliate of a parent company? If so, Indicate the principal place of business of your company and the name of the agent for service if different from what has been indicated on the response form:

Business Name

Address

City. State & Zip

Name of Agent

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NOTE: In the case of a Limited Liability Corporation or a Limited Liability Partnership a certified copy of the Articles of Organization certified as valid and in effect as of the date of the bid opening will be required within 30 days of the bid opening. A listing of the corporate officers, in the case of a corporation; the general or managing partners, in the case of a partnership; or the managers and members in the case of either a limited liability partnership or company will be required within 30 days of the bid opening.

9. Your company may be asked to submit the following information relative to your company's financial statements prior to receiving an award. This information will not be part of the public bidding record and will remain confidential.

All information should be supported with appropriate audited financials

a. Book Value (Total Assets (-) Total Liabilities)

b. Working Capital (Current Assets (-) Current Liabilities

c. Current Ratio (Current Assets/Current Liabilities)

d. Debt to Equity Ratio (Long Term Debt/Shareholder's Equity)

e. Return on Assets (Net Income/Total Assets)

f. Return on Equity (Net Income/Shareholder's Equity)

g. Return on Invested Capital (Net Income/Long Term Debt = Shareholders' Equity)

All responses to this questionnaire are understood to be proprietary to the vendor, and will be considered confidential.

Additional information may be requested subsequent to your responding to this bid request.

1.3 CITY OF NORWALK VENDOR RECORDS

If you have not done business with the City of Norwalk as a vendor, your business information needs updating or your City of Norwalk vendor record has not been updated over three (3) years. Please complete and include the latest version of Internal Revenue Service (IRS) W-9 Form with your submission. Here is the URL to the IRS website:

https://www.irs.gov/forms-pubs/about-form-w-9

1.4 INSURANCE

Insurance Agency Name: Tel:

Agency Address: Email:

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1.5 CITY OF NORWALK VENDOR QUESTIONNAIRE – IT INFORMATION SECURITY

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City of Norwalk Vendor Questionnaire

IT Information Security

Rev 8.4.22

1. Third-Party Contact Information (please provide the POC for follow-up questions to this questionnaire):

Vendor Name, Address, Point-of-Contact Name, Phone Number and Email

2. Description of Services/Products: Please provide a detailed description of services/products your organization aims to provide to the City?

3. System and Equipment Access: Will your organization use your own systems and equipment to perform the services, or will your organization need access to the City’s systems, equipment and network? (Yes or

No, If Yes, please explain)

YES ☐ NO ☐

4. Description of Data: Are you using data from the City in order provide the services/product to the City

(Yes or No, if Yes proceed to 3.1)

a. What data is needed to provide the services/products to the City?

Example: Name, Social Security Number, Trade Information, Source Code, Payroll or Accounts Payable data, student or patient data, Law Enforcement data, any Personally Identifiable Information (PII), etc.

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If your answers to Questions 3 and 4 are BOTH “NO”, thank you for completing the IT

Information Security Questionnaire.

If one or both questions are “YES”, please complete the remaining questions.

5. Office Locations: How many office locations does your organization have? Please include the locations of your organization.

6. Data Center Locations: How many data centers does your organization utilize to provide services/products to the City? Please include the locations of the data centers utilized by your organization.

7. Business Entity: What is your business entity type?

*Example: Sole Proprietorship, Partnership, C Corporation, S Corporation, Limited Liability Corporation (LLC), Limited Liability Partnership (LLP)

8. How many employees and contingent workers do you have in your organization?

1-10 ☐ 10-50 ☐ 50-100 ☐ 100-500 ☐ 500-1000 ☐ 1000 or more ☐

9. Physical Access: Does your organization need to be onsite or offsite to provide services/products to the City?

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10. Access to Data: How is your organization accessing City data?

*Example: Is the data supposed to be sent to your organization via email or will the data need to be uploaded to an application?

*Note: For third-parties that are providing an application to perform the services, please specify whether the application will be an internally hosted solution, cloud-based solution (i.e. SaaS, IaaS, PaaS), or a traditional web-based application (i.e. eBay, WebEx, online banking application)

11. Data Storage: Does your organization outsource data storage or does your organization utilize its own databases to store data? Does your organization store data outside of the United States?

YES ☐ NO ☐

12. Segregation of Data: Does your organization’s database structure allow segregation of sensitive client data?

YES ☐ NO ☐

13. Independent Attestations: Does your organization have independent attestations such as (i.e. ISO 27001, SSAE-18 SOC-1, SOC-2, PCI- DSS, ISO 9001)?

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14. Information Security

a. Does your organization have written information security policies and procedures (WISP)?

b. How often are the information security policies and procedures reviewed and updated?

c. Who in the organization is responsible for reviewing and updating the information security policies and procedures?

d. Does your organization have privacy policies and procedures?

e. How often are the privacy policies and procedures updated?

f. Who in the organization is responsible for reviewing and updating the privacy policies and

g. What methods of encryption are utilized for data at rest and in transit?

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h. Are the encryption methods utilized FIPS 140-2 approved?

i. Does your organization utilize firewalls to filter incoming data and information from the internet into your company network?

j. Does your organization perform penetration testing at least once per year to determine if unauthorized access to the computer network and malicious activity is possible externally?

k. Does your organization perform vulnerability testing at least once per year in order to identify vulnerabilities within the internal network?

l. Does your organization perform background checks on employees and contingent workers prior to onboarding them? Describe the nature of these background checks (i.e., criminal, credit, international, etc.).

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m. Does your organization utilize multi-factor authentication?

n. Does your organization utilize scan cards or biometric scans to grant employees and contingent workers access to the building and data centers where data is stored?

o. If offering a technology product, does the organization utilize software development life cycle (SDLC) or

Agile to build and maintain technological product?

p. Does the technological product undergo information security testing and quality assurance testing prior to deployment?

q. Does the Vendor provide annual Cybersecurity Awareness training to their employee?

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r. Does the Vendor provide annual phishing simulations for their employee?

s. Have users been educated on how to report suspected security violations or vulnerabilities?

t. Does the Vendor have an employee identified as the Chief Information Security Officer?

u. Are all the Vendor laptops encrypted?

v. Are all Vendor computers (workstations, notebooks) required to join the Company’s domain and receive Group Policies?

w. Does the Vendor meet the NIST 800-63 password guidelines?

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15. Risk Management

a. Does your organization have an enterprise risk management framework implemented at your organization?

b. Does your organization have documented enterprise risk management policies and procedures?

c. Who in the organization is responsible for reviewing the enterprise risk management policies and

d. Does your organization utilize an outside third-party to provide services/products to the client?

e. Does your organization have a third-party risk management program (TPRM)?

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f. Does your organization include right-to audit clauses in contracts with third parties?

g. Does your organization have a certificate of insurance (COI)? Please attach a copy of your COI.

Business Continuity/Disaster Recovery

a. Does your organization have a business continuity plan?

b. How often is the business continuity plan updated?

c. Does your organization conduct business continuity tests once per year?

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d. Does your organization have a disaster recovery plan?

e. How often is the disaster recovery plan updated?

f. Does your organization conduct disaster recovery tests once per year?

g. Does your organization have business continuity and/or disaster recovery sites?

h. Are the business continuity/disaster recovery sites located in the United States or outside the

United States? Please include the locations of business continuity/disaster recovery sites?

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SECTION 2 – SCOPE OF WORK / PROJECT SPECIFICATIONS

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2.1 Introduction

The City of Norwalk, through the Land Use and Building Management Council Committee (the Committee) which is responsible for implementing all City construction projects, is soliciting proposals from qualified Architectural firms for the purpose of assisting the Committee with regard to the renovation/addition at Calf Pasture Beach.

A. BACKGROUND/EXISTING CONDITIONS:

Calf Pasture Beach Camp is located in the City of Norwalk, Connecticut. The intention is to renovate the existing facility to better accommodate the growing population of the summer camp and extended day programs. It is also the intention to utilize the existing foundation system to support a new covered structure.

A new construction should include covered roof over the exterior area, updated floor covering over the existing concrete, new lighting and electrical, bathrooms and shower renovations, cubby areas and interior program space.

Included in this RFP is Exhibit A further detailing the project. Exhibit A is a conceptual design of the proposed development for this project.

Funding for this project is available from the City of Norwalk capital budget for a total amount including soft and hard construction costs of $1.5 million dollars.

B. ANTICIPATED MILESTONE SCHEDULE:

Please also See Section 2.5 Selection Process for anticipated selection schedule.

Tasks Dates

Design Phase November 2025- April 2026 Bid Phase May 2026 Approval and Construction Contracting June/July 2026 Start of Construction September 2026 Construction Completion May 2027

2.2 Special Instructions

1. Architects responding to this RFP must have sufficient staff to ensure timely project completion.

The Architect’s Project Manager must be experienced and knowledgeable in this type of project, and the public bidding environment.

2. Included with their proposals, respondents are required to submit Design Phase Schedules for the proposed project. The schedule shall include a detailed programming and schematic design phase including key milestones and decisions required of the City. Identify durations for the subsequent Design Development and Construction Document phases.

3. Respondents are hereby notified that all proposal submittals and information contained therein and attached thereto shall become public information upon selection of the successful Architect with the exception of items that are identified as confidential.

4. The successful architect must perform services related to this project from an office located in proximity to the Norwalk area. Respondents must identify the location of said office in the proposal submitted.

5. Comprehensive responses to the issues raised in the RFP are expected. Additional information, not specifically requested, will be considered if provided.

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6. The City of Norwalk reserves the right to reject any or all proposals for any reason it is determined to be in its best interests or, in the alternative, to abandon the selection process in whole or in part.

7. Candidates must be available for interviews upon request of the City of Norwalk. Based on responses to the RFP the City of Norwalk reserves the right to shortlist candidates for presentations/interviews.

8. The Architect shall also assist the City in obtaining all necessary approvals, including but not limited to, Planning & Zoning Commission, Norwalk Common Council, in addition to all others as deemed necessary by the City. Evaluation of candidates will be based on demonstrated competence and professional experience, and the ability to work successfully with committees.

9. The successful Firm shall be expected to work closely with the Building Management Department and Norwalk Recreation and Parks Department in preparing the detailed designs and specifications for the project and to ensure that the final project designs achieve the goals established by the City. All proposals must be made based on and meet or exceed the requirements contained herein.

10. The consultant selected will be experienced and will be expected to be the lead on the local permitting process related to this project.

2.3 Scope of Services

Services shall include, but not limited to, the preparation and submission of design documents for Schematic Design Phase alternatives, Design Development Phase documents, Construction Document Phase plans, drawings, specifications, bid documentations, reviewing bid responses, construction administration, grant funding accounting and submittals (if applicable), all governmental approval processes required, and shall require the successful Firm to attend and participate at meetings of various committees, groups, and all others, as deemed necessary by the City.

In performing the required services, designs, or other documents to be submitted, the Architect shall conform to applicable provisions of Federal, State, local laws and regulations affecting methods of construction and materials, not limited to zoning regulations, state fire safety codes, State Building Code requirements. Building shall be designed in accordance with current building codes, and the requirements of both the Occupational Safety and Health Act of 1970 (OSHA) and the Americans with Disabilities Act of 1991 (ADA) ICC/ANSIA117.1, State Health Code. Section 504-Rehab Act, City of Norwalk Department of Public Works Roadway Standards and City of Norwalk Drainage Manual requirements. Architects responding shall pay special attention to Article 6, City of Norwalk Zoning Regulations, specifically section 6.9, Flood Hazard Zone Overly, and must comply with all pertinent regulations in this chapter.

A. ARCHITECTURAL DESIGN SERVICES: Services to include, but not be limited to architecture, structural, civil, survey, mechanical, electrical engineering services, plumbing, fire protection, as well as professional cost estimating, Special Inspection Coordinator services provided by structural engineer of record (materials testing by owner), environmental engineering as applicable, full geo-technical engineering services as applicable, including design and construction administration, professional cost estimating and as required by the Statement of Special Inspections. Independent material testing and commissioning shall be contracted through and paid for by the City.

1. The Architect shall complete site analysis and all services as referenced above. Thereafter, they shall develop design options for approval. Deliverable for this phase will be necessary for the Architect to present the options in sufficient detail (including but not limited to square footage costs and preliminary schedule) for the City to decide on the preferred option. Upon acceptance of the preferred option by the City, the Architect shall proceed with Schematic Design Phase. Services shall include, but not limited to, architecture, structural, coastal

Page 27 of 74, 4464 Architectural Services - Calf Pasture Beach Facility Renovation - FINAL regulatory and code compliances required. At minimum, the deliverables to be prepared by the architect at the completion of the Schematic Design Phase shall consist of the following:

a. It shall be the responsibility of the successful Architect to conduct a thorough investigation of the existing conditions as they relate to any proposed improvements. Architect shall create CAD documents as necessary. Include field verification of all existing construction, site conditions and utilities. In addition, the Architect shall assess the existing structure to include the building exterior envelope, structural/foundation systems, and building systems in respect to building code requirements, Americans with Disabilities Act (ADA) requirements and other regulatory requirements.

B. LIFE CYCLE COST ANALYSIS (if applicable): Prepare life cycle cost analysis of building materials and systems per State of Connecticut requirements. Such analyses shall include, but are not limited to, evaluation of alternative equipment and building material options with regard to energy standards and potential long-term savings.

C. REIMBURSABLE EXPENSES: Limited to external printing services, approved out of state travel, project related permitting fees, and overnight shipping.

D. STATE AND LOCAL PERMITS AND APPROVALS: Coordination of and attendance at all required meetings of regulatory agencies for all required state and local permits and approvals including, but not limited to, Planning and Zoning Commissions, Department of Public Works, Code Enforcement Department, Fire and Police Department reviews and Health Department, State Department of Energy and Environmental Protection. Any fees associated with required permits and approvals will be paid for or reimbursed by the City with no additional markup by the A/E.

E. ENVIRONMENTAL INVESTIGATIONS (if applicable): The architect shall separately provide a list of licensed environmental consultants/engineers. The City, as part of the proposal format, will identify separate allowances for environmental consulting design services and for environmental monitoring services.

1. Review any existing environmental reports and documentation.

2. Phase 1 Site Assessment (if applicable) which satisfies the current Connecticut

General Statutes and includes a review of applicable environmental regulatory requirements.

3. Hazardous material survey and inspection report (asbestos, lead, mercury, PCB's, testing for radon, etc.) as may be required by the City and in compliance with requirements of Department of Energy and Environmental Protection.

4. Preparation of design documents, specifications, and estimates for an appropriate remedial action plan to abate and/or remove all hazardous materials as may be identified.

5. Environmental monitoring during construction will be subject to remediation required based on the scope and scheduling for this project. The City may direct the Architect to obtain a fee proposal from the environmental consultant for environmental monitoring services which will be additional services beyond the allowance. Alternatively, the City may opt to secure these services directly from the environmental consultant.

6. Said environmental consultant/engineer must possess all necessary professional licenses and required professional insurance. Additionally, the environmental consultant shall demonstrate their knowledge and understanding of the latest environmental requirements of the State’s approval process. The Architect's responsibilities are limited to coordinating

Page 28 of 74, 4464 Architectural Services - Calf Pasture Beach Facility Renovation - FINAL the environmental consultant's work with that of the architectural design documents and incorporating the environmental documents within the construction contract documents.

F. MEETINGS AND APPROVAL PROCESS: The successful respondent shall be expected to be available as needed and to work closely with the City of Norwalk Building Management Department, and at periodic points advise the Land Use and Building Management Committee as to the most economical, feasible and beneficial approach to complete the proposed project in the best interest of the City of Norwalk. The respondents shall prepare the minutes of these meetings.

G. PROGRAMMING DEVELOPMENT: In collaboration with the City, the Architect shall consolidate available program ideas and develop a building program incorporating various building components which would include square footage and spatial relationships.

1. Prepare preliminary design drawings and outline specifications as required.

2. Prepare a design, permitting, and construction schedule.

3. The Architect shall provide design options for the new building design.

4. Participate in project review meetings with City staff to discuss design paths and any required revisions.

5. Draft permit applications for regulatory agencies as required, and attendance at agency meetings.

H. SCHEMATIC DESIGN PHASE DELIVERABLES: Services should include, but are not limited to, the preparation and submission of design alternatives, plans, drawings, submittals, outline specifications and determination of all State and local governmental approvals required and shall require the successful Architect to attend and participate at meetings of various committees and groups. More specifically, at a minimum, it is anticipated that the following services will be required during Schematic Design Phase. At minimum, but not limited to, the deliverables to be prepared by the architect at the completion of the Schematic Design Phase shall consist of the following:

a. Meetings with all user groups to develop a building program, incorporating all user programs, space requirements and conceptual layout.

b. Site plan showing the existing structures, traffic flow, existing topography, landscaping features, roads, walks and utility connections, typically at 1-inch =20-feet scale. The Architect shall provide full site design services. Typical floor plan(s) at 1/16-inch scale or larger.

c. Plans for special floors or areas at 1/8 inch to provide a better understanding of the scale, furniture layouts and design intent (as needed).

d. Complete building elevation drawings at 1/16 inch or 1/8-inch scale as appropriate. Render elevation and other drawings as necessary for presentation purposes.

e. Evaluate the latest State requirements for assessment of hazardous materials and provide recommendations on the most efficient and most cost-effective means to address existence or possible existence of said materials.

f. Provide professional cost estimating services.

I. DESIGN DEVELOPMENT PHASE DELIVERABLES: Design services shall include, but are not limited to, the preparation and submission of 50% of plans, drawings, submittals, and specifications, at minimum, the deliverables to be prepared by the architect at the completion of the Design Development Phase shall consist of the following:

1. Floor Plans - One eighth inch (1/8") scale minimum, including designated room names and numbers, dimensions, door swings and typical material indications.

2. Elevations - One eighth (1/8") inch scale minimum for all exterior walls of building;

include enlargement of special details or exterior wall configurations.

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3. Sections - One eighth inch (1/8") scale minimum; number as required to reasonably illustrate construction details, thickness and profiles and special features.

4. Typical Details - Not smaller than 1/2-inch scale, including exterior wall sections.

5. Finish Schedules - Format is intended for construction documents.

6. Outline Specifications and Related Documents: Provide brief description of the proposed conditions of the contract and technical specifications, following the 16-division format of the "Uniform System for Construction Specifications".

7. Estimate of Probable Construction Cost - Based on the design development documents, the design team shall provide all necessary support to the Construction

Manager to prepare budget estimates. The design team will be responsible for modifying the design as necessary to meet budget requirements.

8. Schedule: Update the project schedule to reflect the completion of scheduled activities and refine the schedule of activities for the construction document phase and finalize the project bidding and construction schedules with consideration of all local and State approval requirements.

9. Participate in project review meetings with City staff to discuss design paths and any required revisions.

10. Draft permit applications for regulatory agencies as required, and attendance at agency meetings.

11. Update the estimate of the cost of construction for the proposed Project work.

Update the design, permitting and construction schedule.

12. Prepare a maintenance plan and an associated cost estimate for that plan.

13. Diagrammatic details at ¼ inch scale or ½ inch scale as appropriate.

J. CONSTRUCTION DOCUMENTS PHASE DELIVERABLES: Based on the design development phase approvals, the design architect shall prepare the complete construction documents. Services shall include but are not limited to the preparation and submission of final plans, drawings, documentation, specifications and details, phasing plans (if any), state code modifications (if required), update cost estimate, and administration of the contract for bidding and construction, all State and local governmental approval processes required and shall require the successful respondent to attend and participate at meetings of various committees and groups. The design team will be responsible for modifying the design as necessary to meet budget requirements.

1. After receiving all comments, prepare a complete set of bid documents including all Final drawings (including required details) and specifications as per City procurement process guidelines.

2. Provide value engineering efforts for the proposed project work and updating the design, permitting and construction schedules.

3. Deliver three (3) sets of Construction Documents (suitable for use by bidding contractors and required construction permits) for City use. An electronic copy of the bid documents shall also be supplied to the City. Drawings shall be submitted in AutoCAD Civil 3D (dwg) and Adobe Acrobat (pdf) format, and the specifications shall be submitted in Microsoft Word (doc) and Adobe Acrobat (pdf) format.

4. Attend the Pre-Bid Walk-Through/conference.

5. Answer any Contractor’s questions related to the Project that may come up during the Bid Phase of the Project and assist the City with the issuance of any required Addenda as requested.

6. Assist the City with the evaluation of the Bid Proposals. Participate in a Pre- Construction meeting.

K. SUB-CONSULTANT DELIVERABLES: The Architect shall coordinate/manage deliverables from all consultants and incorporate all drawings, specifications, and requirements into a complete set of bid documents for bidding. Page 30 of 74, 4464 Architectural Services - Calf Pasture Beach Facility Renovation - FINAL

L. BID PHASE SERVICES: Architect shall provide bid phase support services to the City/CM, attend pre-bid meetings, answer Requests for Information (RFI’s), and provide necessary information/documents for the issuance of addenda.

M. CONSTRUCTION ADMINISTRATION SERVICES: Should the Architect be invited to submit a fee proposal, Construction Administration Services will be based on a construction timeline included in the RFP. Said services shall include, but not limited to, the following:

1. Respond to RFI’s and provide any design modifications as may be required.

2. Attend weekly meetings including all sub-consultants as necessary.

3. Perform site reviews of construction activities to ensure quality of materials and workmanship and address any design issues relating to site conditions.

4. Review and approve monthly requisitions and change orders.

5. Assist the City in preparing and reviewing change orders including but not limited to the issuance of AIA Documents.

6. Attend City meetings as may be required.

7. Interface with Commissioning Agent and provide information as required as well as review commissioning agent’s reports and respond accordingly.

8. Punchlist creation and management.

9. Support for obtaining Certification of Occupancy.

10. Coordinate with the project team to complete the project closeout.

11. Review and respond to submittals.

12. The consultant will be required to attend the following meetings/site visits during the construction time period:

a. Bi-Weekly Project Progress Meetings.

b. Twelve (12) site visits including the final Punch List inspections and follow-up visits.

c. This work shall be performed by an Architect or Professional Engineer licensed in the State of Connecticut or a trained staff member under their direct supervision that shall be on-site to monitor the critical stages of the construction work.

N. PERFORM PROJECT CLOSEOUT: Closeout must satisfy all permitting requirements by the various permitting agencies and authorities having jurisdiction, including the review, and filing of As-Built record drawings and information produced by the Contractor(s).

2.4 Proposal Submission Format

Proposals should put forth full, accurate, and complete but concise information as required by this request. The City shall not be liable for costs incurred in the preparation of the response to this RFP or in connection with any presentation before the Selection Committee.

Firms should create their submissions in 8½” x 11” document size using a minimum 12-point font size, double sided, include page numbers and any blank pages must be watermarked “Intentionally Left Blank”. Proposals should be prepared simply and economically, providing a straightforward, concise description of the applicant's ability to meet the requirements of the RFP. Emphasis should be on completeness and clarity of content.

The City reserves the right to reject proposals/parts thereof or to solicit new proposals and award contracts as it deems it in its best interest. All proposals will remain property of the City. It is further understood and agreed that all information included in, attached to, or required by the Request for Proposal shall be public record upon delivery to the City.

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To enable the City to compare the proposals received we ask that your proposal includes the information specified below, the sequence listed, with each section of your proposal numbered to correspond to the numbers sequenced below.

Request for Proposal (RFP) shall include the following, in this order:

1. Section 1-Executive Summary (1 page): Provide a brief history of your firm, company structure, and identify key qualities or services provided that distinguish your firm from other firms. This section shall include a concise statement of the consultant's approach to the project and a summary of the Consultant's ability to provide the required services. Also include in this section include the Name and address of firm(s) and identification and contact information of the Project Lead.

2. Section 2 – Scope of Services: Identify specific services that will be provided by the Architect and any other recommended services in addition to those identified herein for consideration and possible incorporation.

List any services or consultants that are specifically excluded from this proposal. List the name and address of any consulting firm(s) that may be used on this project with a brief description of their proposal and your prior association with them, if any.

3. Section 3-Project Team Organization and Staffing: Provide an organizational chart for the proposed staff for this project, including any consultants. Identify the Principal of the firm who will be responsible for this project and include resumes of all key project team members. In addition,

a. Provide a brief description (no more than 1 page per project) of similar projects in which the key personnel may have worked together as a team. Include previous assignment information such as title, length of time on job, references, and contact information.

b. The City reserves the right to interview and specify key staff members on this project.

4. Section 4-Project Approach: Describe your project approach (no more than 2 pages) as well as how your staff and consultants will be organized and utilized both during design and construction phases.

5. Section 5-References/Statement of Qualifications: Provide three (3) most recent, current, or previous government clients in which your firm provides the same size and scope of services requested by the City.

Highlight how it’s directly related to City of Norwalk. The City, at its discretion, may check references in order to determine the Offeror’s experience and ability to provide services described in the Scope of Work. All client reference information must be documented and verifiable. Reference contacts must be aware that they are being used as a reference and agreeable to City interview for follow-up. References shall include the following in this order:

a. Client/Agency Name

b. Contact Name and Title (project manager role preferred), Telephone, and Email

c. Number of Projects Completed for Client/Agency

d. Project Names

e. Project Descriptions

f. Project Approach and Methodology

g. Year of Project and Length of Project

h. Project Budgets and Final Invoiced Amount

i. Contractor Personnel Assigned to Project and Project Role

6. Section 6-Other Information: Provide any other information that you believe will assist the City of Norwalk in making its selection. Such information may be in this section of your proposal

7. Section 7-Forms: Fully Completed Section 1 – Response Forms

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2.5 Selection Process

Proposals will be initially reviewed by the Selection Committee. The Selection Committee may select the two or three firms that best meet the City’s requirements. These firms will then be invited to present their proposals to and respond to questions from the Selection Committee.

Following this selection process, the Selection Committee will make a recommendation to the Common Council Committee. Approval of entering into a contract has to be authorized by the Norwalk Common Council.

The City of Norwalk reserves the right to reject any and all proposals submitted, to request additional information from all proposers and to negotiate with one or more of the finalists regarding the terms of this engagement. The City of Norwalk also reserves the right to retain the proposals, use any ideas contained in the proposals and is not obligated in any manner to reimburse the proposers for the costs incurred in connection with responding to this Request for Proposals.

The Selection Committee intends to recommend the firm that, in its opinion, best meets the City’s needs, not necessarily the firm with the lowest fees.

The anticipated selection schedule is as follows:

RFP Interviews October 2025 Common Council Committee Review November 2025 Common Council Review November 2025

2.6 Criteria for Evaluating Proposal Submissions

The City of Norwalk shall be responsible for reviewing the proposals received and will further evaluate them, using the following criteria. The City reserves its rights to examine any other criteria and take the same into consideration and to reject any firm or proposals despite its compliance with these criteria if it determines that doing so would be in its best interests.

Criteria Weight

Proposals and Experience:

• Respondent must demonstrate adequate experience in the following areas: Proposal, general experience and technical competence of the project team

• Experience, resources, and technical expertise with similar type/size projects

• Feedback from References with projects similar in size & scope

15%

Overall Impression of Proposal

• Organization, clarity, conciseness, and thoroughness.

• Approach to the scope of services and statement of works

• Proposed project schedule

• Extent of services offered, depth, and extent of overall resources that can be used to ensure the success of the project.

15%

Additional Considerations (applicable only when not in conflict with state or federal guidelines)

• Interview/Presentation 30%

Cost Proposal:

•…