INVITATION FOR QUALIFICATIONS AND PROPOSALS

Architectural Services for Highway Garage Roof Replacement Project Town of Bethel Procurement Committee/Town Finance

1 School Street, Bethel, CT 06801

Request for Qualifications/Request for Proposals “RFQ/RFP 2027-002”

Owner: Town of Bethel (“Town”) Issued By: Town of Bethel Procurement Committee Owner’s Project Manager: STV Construction Inc. (“OPM”) Project Name: Highway Garage Roof Replacement Project Project Location: Town Highway Garage, 1 Sympaug Park Rd., Bethel, Connecticut Project Summary: The Town of Bethel seeks qualified architectural firms to provide professional services for the assessment, concept development, design, bidding, and construction administration of a complete roof replacement at the existing Town Highway Garage facility located at 1 Sympaug Park Rd. The facility was originally constructed in 1977 and consists of two one-story prefabricated building areas totaling approximately 24,790 square feet (See Attachment A). The selected firm shall evaluate existing conditions, develop roofing and structural modification options, prepare construction documents, include required structural, MEP, and environmental consultant services, and provide construction-phase observation and closeout support. The final roofing solution shall meet applicable codes and provide a minimum 20-year warranty while maintaining building operations during construction. Any design services associated with fire suppression work, horizontal translucent panels, vertical metal panels, or upgrade to a 30-year warranty shall be identified and priced as add alternates and shall not be included in the base scope unless authorized by the Town.

Project Team, Communications, and Approval Process: The Town has assigned project oversight responsibilities to the Public Site and Building Commission (“PSBC”). The PSBC will serve as the primary project oversight body and will review project recommendations, schedules, design submissions, budget updates, change order recommendations, and other project-related matters requiring Town review and action.

STV Construction Inc. has been retained by the Town as Owner’s Project Manager (“OPM”) and will act on behalf of the PSBC for day-to-day project management, coordination, schedule oversight, document management, meeting facilitation, consultant coordination, construction administration support, and communication with project stakeholders. Unless otherwise directed by the Town, the selected architectural firm shall coordinate project communications through STV Construction Inc. as OPM.

The selected architectural firm shall support the Town’s review and approval process through preparation of meeting materials, cost estimates, schedules, technical recommendations, presentation materials, and other documentation necessary to facilitate Town review and decision-making.

The selected architectural firm should anticipate attendance at regular project coordination meetings and bi-weekly PSBC meetings during active phases of the project, including study, design, bidding, and construction administration. Attendance, preparation, presentations, and follow-up associated with these meetings shall be included within the consultant’s fee proposal.

The Town may designate additional project participants during the course of the project, including but not limited to representatives of the Department of Public Works, Town Engineer, Building Official, Fire Marshal, Procurement, and other Town representatives, as deemed appropriate.

RFQ/RFP Release Date: September 22, 2026

Mandatory Site Visit: Monday, September 28, 2026 at 10:00 AM at the project site located at 1 Sympaug Park Rd., Bethel, CT.

RFI Submission Deadline: October 5, 2026. Requests for information must be made in writing.

Written responses will be provided to potential respondents in the form of an addendum.

It is the responsibility of each respondent to register with the Town Purchasing Agent, Krista DeOliveira, at DeOliveiraK@bethel-ct.gov.

RFQ/RFP Response/Addenda Issued, if Required: October 12, 2026

RFQ/RFP Submission Deadline: October 16, 2026 at 9:45 AM.

Submission Requirements: Sealed proposals clearly marked “Architectural Services for Highway Garage Roof Replacement” shall be submitted with two (2) hard copies and one (1) electronic copy in the form of a thumb drive /other media. All proposals must be received by the Town of Bethel Office of Town Purchasing Agent at 1 School Street on or before Friday, October 16, 2026 at 9:45 AM. Proposals will be opened publicly and read aloud at a meeting of the Procurement Committee to be held Friday, October 16, 2026 at 10:00 AM at the Clifford J. Hurgin Municipal Center, 1 School Street, Bethel, CT 06801 in Meeting Room A and via video/teleconference link.

THE TOWN OF BETHEL RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS, TO WAIVE ANY

INFORMALITIES IN THE PROPOSALS AND TO FURTHER NEGOTIATE WITH PROPOSERS.

The Town of Bethel is an Equal Opportunity Affirmative Action Employer

Design Firm Selection, Tentative: October 30, 2026

Notice to Proceed/Contract Execution Date: November 13, 2026

Structural Analysis Completion: On or before December 4, 2026

Design Recommendation: By December 11, 2026

Design Completion w/CD: January 8, 2027

Contact Person: Krista DeOliveira, Purchasing Agent. DeOliveiraK@bethel-ct.gov, in writing only.

Minority/Women/Disadvantaged Business Enterprises: Minority/Women/Disadvantaged Business Enterprises are encouraged to submit proposals. The Town of Bethel affirms that in any contract entered into pursuant to this advertisement, said business enterprises will be afforded full opportunity to submit proposals in response to this invitation, and that they will not be discriminated against on the grounds of race, national origin, or sex in consideration for the award.

Proposal Duration

Proposals may be held by the Town of Bethel for a period not to exceed one hundred twenty

(120) days from the date of opening for the purpose of reviewing proposals and investigating the qualifications of the respondents prior to awarding the contract. Proposed fees shall remain valid for this duration and may be extended beyond that time by mutual agreement between the Town and selected firm.

mailto:DeOliveiraK@bethel-ct.gov

Instructions to Respondents

1. PROJECT REQUIREMENTS / SCOPE OF WORK

Brief description: The Town of Bethel has identified the need for a complete roof replacement at the existing Town Highway Garage facility located at 1 Sympaug Park Rd.

The facility consists of two one-story prefabricated building areas designated as Roof “A” and Roof “B” (See Attachment A). The Town also seeks to install a fire suppression system to protect the heavy trucks and equipment stored there.

The base project includes professional architectural and engineering services for the assessment, design, bidding support, and construction administration of the Highway Garage roof replacement project at 1 Sympaug Park Road in Bethel. The selected Consultant shall evaluate existing roof and building conditions, identify roof replacement options, determine required structural modifications, coordinate required MEP and environmental services, develop construction documents, support the Town’s public bidding process, and provide periodic construction observation and closeout services. The selected Consultant shall provide complete architectural and engineering services necessary to study, design, bid, and support construction of the Highway Garage roof replacement project.

The work shall include roof evaluation, structural analysis and design, MEP coordination, hazardous materials review and remediation specifications, construction phasing, preparation of final bid documents, review with authorities having jurisdiction, bidding assistance, construction administration, periodic on-site observation as identified in the Fee Proposal Form and determined by project progress, and final project closeout. Any design services associated with fire suppression work, horizontal translucent and vertical metal wall panels, or upgrade to a thirty-year (30-year) roof warranty shall be carried out as an add alternate and shall be separately identified in the respondent’s Fee Proposal Form.

● Study Phase: The selected firm shall gather all pertinent information necessary to develop a clear understanding of the existing roof conditions, roofing system options, structural modifications, MEP impacts, environmental requirements, construction phasing, schedule, and cost considerations for the roof replacement project. The firm shall inspect the roof areas, existing structural systems, affected MEP equipment, drainage systems, rooftop equipment, roof penetrations, fascia conditions, and related building components. Available Town-provided reports and attachments shall be reviewed for information purposes only, and the selected firm shall not rely solely on such information but shall conduct its own independent field verification and professional evaluation. The environmental consultant shall review the available hazardous materials information, recommend any additional testing required, and include design and remediation oversight services associated with known hazardous materials conditions. The final study report shall include proposed roofing system and warranty options, structural modification recommendations, drainage/code compliance considerations, phasing approach, schedule information, preliminary plans or sketches as needed, construction cost estimates, and backup information necessary for Town review and selection of a preferred approach. Any required evaluation or design related to fire suppression work, horizontal translucent and vertical metal wall panels, or upgrade to a thirty-year (30-year) roof warranty shall be separately identified as an add alternate.

● Design and Specification Phase: Upon Town approval of the preferred approach and budget, the selected firm shall develop project-specific construction drawings, details, phasing plans, cost estimates, and specifications for the roof replacement project. As needed, the design team shall participate in interim progress meetings with Town personnel to communicate design progress, address issues or questions, and confirm continued compliance with the approved budget and project schedule. The drawings shall include, but not be limited to, job-specific details addressing existing field conditions, roof levels, flashing conditions, roof drainage, structural modifications, MEP coordination, rooftop equipment, penetrations, and all related work required for a complete and code-compliant design. Any design work associated with fire suppression shall be included only as an add alternate and shall be separately identified from the base scope. Use of manufacturer standard details shall not relieve the design team from responsibility for ensuring that the final plans are code-compliant, coordinated, and specific to actual field conditions. Final documents shall include phasing plans suitable for inclusion in the contractor bid documents, so bidders understand the approach developed by the design team and approved in concept by the Town. The construction cost estimates shall include sufficient detail for PSBC, Town staff, and elected officials to make informed decisions about anticipated construction costs and to prioritize funding avenues accordingly. Final specifications shall include all materials, equipment, systems, workmanship requirements, warranty requirements, and project requirements, including a draft invitation to bid and front-end specifications prepared by the design team and coordinated with the Town. The selected firm shall provide interim submissions and design presentations suitable for review by STV, the PSBC, Town staff, and other designated reviewers. The project schedule shall include time for Town review, comments, revisions, and approvals prior to proceeding to subsequent phases of work.

The design team shall submit plans to the appropriate Town officials, including the Building Department and Fire Marshal’s Office, for review and approval. The final bid documents shall also include the Town-approved add alternates for replacement of the horizontal translucent panels and/or metal panels above the doors and below the roof. It shall also include an add alternate for a thirty-year (30-year) roof warranty.

● Code and Authority Review Phase: Meet with authorities having jurisdiction and address applicable building code, fire marshal, roof drainage, structural, and related code requirements.

● Bid Phase: Following receipt of authorization to proceed from the Town, the selected firm shall coordinate all bid-phase activities with the Town and prepare complete bid documents suitable for direct distribution through a public bid process. The selected firm shall procure applicable prevailing wage rates from the Connecticut Department of Labor and incorporate required wage information into the bid documents. The firm shall attend and supervise the pre-bid conference, respond to bidder inquiries regarding the plans and specifications, and prepare any necessary addenda during the bid period. Addenda shall be provided to the Town and applicable document distribution party for issuance, with posting to appropriate websites by the Town. Upon receipt of bids, the selected firm shall review all bids received, evaluate the qualifications and references of the lowest bidders, and provide a recommendation regarding the lowest qualified responsible bidder’s ability to perform the work and conform to the standards established in the bid documents. The selected firm shall also review and make recommendations concerning the suitability of any proposed alternate equipment, materials, methods, value engineering opportunities, or alternative scopes of work requested by the Town.

● Construction Phase: The selected Consultant shall provide construction administration and onsite weekly oversight by the architect during construction, including reports, Town meetings, structural coordination, MEP coordination, environmental oversight, and project closeout. The construction-phase fee shall assume twenty-six (26) weeks of construction, as identified in the Fee Proposal Form. Any additional weekly oversight required beyond the assumed twenty-six (26) weeks shall be priced separately in the Fee Proposal Form and billed at the submitted weekly rate. The Consultant shall prepare and submit written inspection reports, if requested by the Town, for all phases of construction. The selected Consultant shall review and approve shop drawings, material samples, sub-consultant qualifications, and other construction-phase submissions for compliance with the project specifications and construction documents. The Consultant shall review construction contractor applications for payment, draft change orders as required for signature approval by the Town and construction contractor, attend Town progress briefings, determine contract completion, recommend project acceptance, and perform other standard architectural services related to the project. During construction administration, the selected Consultant shall coordinate through STV Construction Inc.

as OPM and support the Town’s review process for payment applications, change order requests, schedule updates, construction reports, substantial completion reviews, and project closeout documentation. The selected Consultant shall also be responsible for monitoring and overseeing proper adherence to applicable environmental regulations and requirements, including required environmental documentation and final closeout.

Required Consultant Services: Include architectural, structural engineering, MEP, environmental consulting, and cost estimating services necessary to complete the base project. Consultant services shall include, as applicable, study-phase review, design recommendations, preparation of construction documents and specifications, bidding support, construction-phase submittal review/coordination, remediation specifications, and oversight associated with known hazardous materials identified in the available reports.

Bid Alternates: Include separate add alternates for replacement of the horizontal translucent panels and vertical metal wall panels located between the door heads and roof, design services associated with fire suppression work, and an add alternate for a thirty-year (30-year) roof warranty.

At a minimum, the selected firm shall be responsible for the following:

- Field verify existing roofs, structural, drainage, MEP, and building conditions.

- Prepare design documents suitable for PSBC and Town permit review, public bidding, and construction.

- Coordinate with the Town Public Works Department, Building Department, Fire

Marshal, and other authorities having jurisdiction.

- Develop construction phasing to maintain building operations during construction.

- Provide bid assistance, addenda support, bid review, and recommendation of award.

- Provide weekly observations during construction as identified in the fee proposal.

- Review submittals, payment applications, change orders, and project closeout documentation.

● The Town shall provide available background documentation, existing reports, access to the facility, and timely review comments.

● The selected firm shall not rely solely on Town-provided information and shall conduct its own review, field verification, and professional evaluation.

● All design recommendations shall address code compliance, roof drainage, structural support, MEP impacts, hazardous materials requirements, construction phasing, and long-term maintainability.

Design work for the fire suppression system or the horizontal translucent and vertical metal wall panels shall be addressed only as an add alternate unless otherwise authorized by the Town.

Warranty Requirements: The final roofing solution shall meet all applicable codes and provide a minimum twenty-year (20-year) warranty with an add alternate for a thirty-year (30-year) warranty. The selected Consultant shall identify proposed roofing system warranty options during the study phase and incorporate the Town-approved warranty requirements into the final construction documents.

2. PROPOSAL REQUIREMENTS

A. Questions Questions or requests for clarification regarding this RFQ/RFP shall be directed to Purchasing Agent Krista DeOliveira via email to DeOliveiraK@bethel-ct.gov. If questions require a formal response, written responses will be issued to registered respondents in the form of an addendum.

B. Proposal Submission Deadline and Format All RFQ/RFP submissions must be received by the Town no later than 9:45 AM on Friday, October 16, 2026. Proposals must be submitted in a sealed envelope clearly marked “Architectural Services for Highway Garage Roof Replacement” to the office of the Purchasing Agent, Town of Bethel, 1 School Street, Bethel, CT 06801, with two (2) hard copies and one (1) electronic copy.

Proposals shall also be provided electronically to the OPM as identified in this RFQ/RFP. Any information or materials submitted as a response to this RFQ/RFP shall become property of the Town of Bethel and will not be returned. Any expense incurred for the submission of the RFQ/RFP is the responsibility of the submitting firm, and no expense will be reimbursed by the Town. All submitted materials will be available for public review. No additions or changes to the original proposal will be allowed after submission.

C. Mandatory Site Visit A mandatory pre-proposal site visit for interested respondents will be held on Monday, September 28, 2026 at 10:00 AM at the project site located at 1 Sympaug Park Rd., Bethel, CT. Attendance at the site visit is a pass/fail responsiveness requirement. Proposals submitted by firms that do not attend the mandatory site visit may be deemed non-responsive and may not be evaluated further.

D. Cover Letter/Executive Summary Proposals shall include a Letter of Introduction on firm letterhead explaining the firm’s interest in the project and why your firm is the most qualified for this project. An officer of the company must sign this letter of introduction and intent. Include any information pertinent to the projects or selection process that is not requested in the following.

E. Qualifications Package

Minimum information to be included:

Firm Overview

- Name of firm and firm’s representative and his/her contact information

- Location of principal and branch offices that would work on these projects

- Length of time in business

Experience

- Identify the five (5) most similar projects successfully completed or currently in progress within the last three (3) years.

- For each project, provide size and scope, construction start date, substantial completion date, final completion date, pre-bid estimate, actual bid amount, final construction cost, number of change orders, and combined dollar value of all change orders.

- Submission of these projects shall constitute permission for the Town to contact those entities for references.

Design Approach

- Elaborate on study phase activities, roofing system options, structural evaluation, MEP coordination, environmental review, construction phasing, bidding support, construction administration, and the separate add alternate for any fire suppression design services.

- Describe the design firm’s proposed organization for completing the design services, including the role of architect, structural engineer, MEP engineer, environmental consultant, cost estimator, and any other key team members. If fire suppression design services are proposed, identify those services and personnel (or subconsultants) as part of the separate add alternate. Identify key personnel, their responsibilities, and how the team will coordinate during the study, design, bidding, and construction administration phases.

- Describe the design firm’s approach to developing the roof replacement design while maintaining operations at the active Town Highway Garage, including field verification, coordination with Town staff, construction phasing, protection of occupied areas, sequencing assumptions, and strategies for minimizing disruption to municipal operations.

Capacity of the Firm.

- Describe experience with similar size projects and available capacity of key staff required to perform the work within the required time frame.

- Discuss the various aspects of project management for this project and how this will be carried out. Identify if project management will be performed in-house or by a sub-consultant.

Past Claims or Disputes

- Please list any claims, disputes, or arbitration proceedings that have occurred on any projects your firm has been involved with in the last five (5) years. Indicate who they were with and give a status of each even if they are pending.

- Please list any projects in the last five (5) years in CT for which your firm was removed or chose to leave during the project.

- Information concerning any suits filed, judgments entered, or claims made against your firm during the last five (5) years with respect to services provided by your firm, or any declaration of default or termination for cause against your firm with respect to such services. In addition, state whether during the past five (5) years your firm or your proposed sub-consultant(s) has been suspended from proposing or entering into any government contract.

Affirmative Action

- Include statement of Affirmative Action compliance.

- The Town of Bethel is an Affirmative Action/Equal Employment Opportunity employer.

Inquiries regarding the Town of Bethel Affirmative Action policies should be directed to:

Marielle Murphy Director of Human Resources and Employee Experience 1 School Street Bethel, CT 06801 Phone: (203) 794-8148 email: murphym@bethel-ct.gov

Project Milestones.

- The respondent shall complete and return the Project Milestones form attached hereto.

Checklist:

- The respondent shall sign and return the attached Checklist with all listed items included in its proposal submission.

F. Proposed Project Approach Minimum information to be included:

Technical Approach & Specifications.

Provide a complete coordinated approach for evaluating the existing roof and building systems, developing roof replacement options, identifying structural modifications, preparing project-specific construction documents, coordinating environmental and MEP requirements, and supporting public bidding and construction administration.

Discussion of Key Milestones.

Provide a description of how you will accomplish key milestones, including project kick-off, study phase, development and presentation of roof replacement options, Town review and approval, design development, construction documents, reviews and approvals, bidding, construction administration, and closeout. The proposed schedule shall account for OPM review, PSBC review, Town staff review, Building Department review, Fire Marshal review, Procurement review, and any other Town approvals required prior to advancement of major project milestones.

about:blank mailto:murphym@bethel-ct.gov

Schedule.

Include a high-level project schedule for key milestones beginning with the study phase and resulting in bid-ready documents by the February 1, 2027 deadline identified in the anticipated schedule.

Staffing.

Identify key staff to be assigned, including managers, with roles and responsibilities required to complete the work. The proposal package shall clearly identify the personnel that will oversee the project and what their specific roles will be.

Sub-Consultants.

Identify any sub-consultants to be used, their roles and responsibilities, prior experience working with these firms, and their qualifications to perform assigned tasks. The Town reserves the right to approve all sub-consultants.

Periodic Progress Meetings.

Describe how the firm will provide ongoing updates regarding project status, schedule, budget, risks, pending decisions, and action items. The selected firm shall attend project coordination meetings and bi-weekly PSBC meetings during active phases of the project and shall prepare the materials necessary to support Town review and decision-making.

Price.

Complete and submit the attached Fee Proposal Form. Respondents are to submit a fee proposal containing all costs associated with the project, including all reimbursable expenses, assumptions used in developing costs, and anticipated payment schedule by phase. The Fee Proposal Form shall include separate pricing for the study phase, design and specification phase, bid phase, construction phase, additional weekly construction observation beyond the assumed construction duration, and any required add alternates.

G. Insurance Requirements.

The selected Consultant shall comply with the Town of Bethel’s insurance and indemnification requirements set forth in the attached Insurance Requirements, which is incorporated into and made part of this RFQ/RFP and any resulting agreement. The selected Consultant shall review, execute, and return the Insurance Requirements to the Town and shall provide Certificates of Insurance, endorsements, waivers of subrogation, and any other documentation required by the Town prior to commencement of any work.

In the event of any inconsistency between the insurance language in this RFQ/RFP and the attached Insurance Requirements, the attached Insurance Requirements shall govern.

H. Independent Contractor

All activities performed by the selected Consultant and its agents, employees, or representatives are, for all purposes under this agreement, performed as an independent contractor and not as employees of the Town of Bethel. Neither the Consultant nor its employees shall be entitled to any benefits to which employees of the Town of Bethel are entitled, including but not limited to workers’ compensation, overtime, retirement benefits, health care benefits, vacation pay, or sick leave.

I. Right to Reject Submissions

The Town of Bethel may at any time prior to the selection of a respondent reject any and all proposals and cancel this RFQ/RFP, without liability therefore, when doing so is deemed to be in the Town’s best interests. Further, regardless of the number and quality of proposals submitted, the Town of Bethel shall under no circumstances be responsible for any respondent’s cost, risk and expenses. The Town accepts no responsibility for the return of successful or unsuccessful proposals. This RFQ/RFP in no way obligates the Town of Bethel to select a respondent.

3. ANTICIPATED SCHEDULE

Schedule Item Date

Issuance of RFQ/RFP September 22, 2026

Mandatory Project Site Visit September 28, 2026 at 10:00 AM

RFI Submission Deadline October 5, 2026

RFI Response/Addenda Issued, if Required October 12, 2026

Proposals Due October 16, 2026 at 9:45 AM

Public Proposal Opening October 16, 2026 at 10:00 AM

Design Firm Selection (tentative) October 30, 2026

Notice to Proceed/Contract Execution November 13, 2026

Project Kick-Off November 20, 2026

Study Phase / Existing Conditions Review, including Structural Analysis Completion

December 4, 2026

Roof Replacement Options / Design Recommendation Presentation

December 11, 2026

Design Development and Construction Documents Complete

January 8, 2027

Town, Building Department, Fire Marshal, and Authority Review Period

January 11 – January 29, 2027

Bid Documents Complete / Public Bid Ready February 15, 2027

4. ADDITIONAL REQUIREMENTS

A. Change Order Procedure Both the Owner’s Project Manager and Consultant shall work together and use their best efforts to keep the Project on schedule, subject only to unavoidable delays for unanticipated events and circumstances not reasonably anticipated or beyond their control. Except for bona fide emergencies where a threat to persons or property requires immediate action, this procedure shall be followed for all change orders or scope modifications impacting project cost, scope, or schedule. Change order requests shall be submitted to STV, acting as OPM, for initial review and coordination. STV will review requests for completeness, coordinate with the selected firm (and contractor as appropriate) and provide recommendations to PSBC. Following PSBC review, recommendations shall be forwarded for Town action in accordance with Town procedures. No additional work shall proceed without written authorization from the Town.

a) The Consultant shall notify the Town, care of the Project Contact Person, as soon as possible, but no later than seventy-two (72) hours after it has knowledge that a change order will be submitted for the Project.

b) Prior written approval of any change order is required before the commencement of additional work. To initiate a request for a change order, the Consultant shall submit in writing the circumstances for the change order, including, for example, changes in scope from that described in the RFQ/RFP, as may be amended by Addenda or other modification documents; the reasons for and necessity of the additional work; and the dollar amount of the additional work, together with any supporting documentation.

c) The Public Site and Building Commission will review any change orders to approve or deny, after which review the recommendation will be forwarded to the First Selectman for review and action. No other person will have the authority on behalf of the Owner to authorize change orders, additional payments, or a delay in contract performance.

d) Consultant cannot prosecute a claim against Owner for breach of contract for nonpayment due to its failure to comply with this procedure.

B. Conflict of Interest No officer, employee or member of any elective or appointive board, commission, or committee of the Town shall have or acquire any financial interest gained from a successful bid, in any project, matter, contract or business within his/her jurisdiction or the jurisdiction of the board, commission or committee he/she is a member.

C. Exception to Specifications or Terms of the Invitation for Qualifications and Proposals Unless otherwise documented on a separate sheet of paper titled “EXCEPTIONS TO RFQ/RFP REQUIREMENTS” and executed by the principal of the respondent, it will be assumed that all terms, conditions, and specifications will be complied with and will be considered and accepted as part of the proposal.

D. Tax Exempt Federal Tax Exemption 06-6001961. The Town of Bethel is exempt from state sales tax under CT General Statutes Chapter 219 Section 12-412 subsection A.

E. Federal, State, and Local Laws All applicable Federal, State and local laws, rules and regulations of all authorities having jurisdiction over the locality of the project shall apply to the contract and are deemed to be included herein. If the total amount of the project, including any current or future change orders, exceeds $100,000.00 all work is to be done in accordance with CT Department of Labor (CT- DOL) rules and regulations. More information may be obtained from: www.ctdol.state.ct.us.

F. Sub-Contracting Prior to entering into any subcontract agreement(s) for the work described in the Contract, the CONTRACTOR shall provide the Town with written notice of the identity (full legal name, street address, mailing address, if different from street address, and telephone number) of each proposed subcontractor. The Town shall have the right to object to any proposed subcontractor by providing the CONTRACTOR with written notice thereof within seven (7) business days of receipt of all required information about the proposed subcontractor. If the Town objects to a proposed subcontractor, the CONTRACTOR shall not use that subcontractor for any portion of the work described in the contract.

G. Non-Discrimination and Affirmative Action The CONTRACTOR agrees and warrants that it, and any subcontractor engaged for purposes of this Contract, will comply with and abide by all statutes, laws and regulations and executive orders pertaining to non-discrimination. Non-Discrimination contract language will be included in the construction contract and any subcontracts and will read, in part, the following:

The CONTRACTOR agrees and warrants that in the performance of the contract such CONTRACTOR will not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, religious creed, age, marital status, national origin, ancestry, sex, gender identity or expression, status as a veteran, intellectual disability, mental disability or physical disability, including, but not limited to, blindness, unless it is shown by such CONTRACTOR that such disability prevents performance of the work involved. For additional information, bidders may request a Non-Discrimination Notice from the Town.

In addition, the CONTRACTOR further certifies that it is an affirmative action employer meeting both in policy and practices the principles of the Affirmative Action Program.

H. Debarment List Pursuant to C.G.S. Section 31-53a(b)(1), No contract shall be awarded by the state or any of its political subdivisions to the persons or firms appearing on the list distributed by the Labor Commissioner pursuant to subsection (a) of this section or to any firm, corporation, partnership, or association in which such persons or firms have an interest until a period of up to three years, as determined by the labor Commissioner, has elapsed from the date of publication of the list containing the names of such persons or firms.

I. Scope of Work The respondent declares that the scope of work has been thoroughly reviewed and that any questions have been resolved through the RFQ/RFP clarification process.

J. Addenda and Clarifications Addenda or written clarifications will be issued to all registered respondents. In order to receive updates, respondents must email their contact information to DeOliveiraK@bethel-ct.gov.

http://www.ctdol.state.ct.us/

5. PROPOSAL REVIEW AND DESIGN FIRM SELECTION PROCESS

A. Selection The respondent selected shall be the one determined by the Town to be the most responsible qualified proposer when considering price and the factors necessary for faithful performance of the work based on the criteria and scope of work included in this request. The Town, at its discretion, shall be the sole determinant of the most qualified proposer.

The Bethel Public Works Dept will review the responses for compliance with the required documentation to determine responsiveness. The responsive submittals will then be evaluated based on the responses to specifics outlined in this RFQ/RFP, including but not limited to the following criteria listed below and contained in Table 1.

− Price

− Experience with work of similar size and scope with successful outcomes

− Staff qualifications

− Past performance/ References

− Technical approach/specifications

− Project schedule

− Written response

− Other criteria specific to the project

− Design Firm’s Interview, if necessary. The Town of Bethel may create a “short list” of responding firms and schedule interviews as the Town deems necessary, prior to making any recommendations to the Town Purchasing Agent.

Public Law 08-169 requires the Selection Committee to make an award “…from a pool of not more than the four most responsible, qualified proposers…” The “most responsible qualified proposer” is the proposer “…who is qualified by the awarding authority when considering price and the factors necessary for faithful performance of the work based on the criteria and scope of work included in the request for proposals.”

Table 1

Proposal Evaluation Scoring Matrix (Max 100 Points)

1. Firm Experience (Max 15 points) Available Points Low Points Criteria Max Points Criteria Scor e

a. Experience working in CT 4 No indication of in-state experience History of providing service in Bethel

b. Experience working with municipal town and city governments in CT 4 No municipal experience indicated

Evidence municipal projects make up a significant portion of Firm's workload

c. Relevant project experience providing roof replacement, structural evaluation, and municipal building design services

No evidence firm routinely works on roof replacement or related public building projects

Firm provides evidence they routinely complete municipal roof replacement, structural evaluation, and related design projects

2. Staffing Qualifications (Max 12 points)

Available

a. Project management lead 4

No evidence designated lead PM has similar project experience

Resume provided for lead PM indicating current relevant experience

b. Mechanical/electrical engineering staff & credentials 3

No specific staff or subcontractor staff credentials indicated

Resumes for staff provided show relevant experience; at least one staff member is senior-level with 10+ years’ experience and has a PE or equivalent credential.

c. Subconsultant staff & credentials 3 No specific subcontractor staff credentials indicated

Resumes for staff and/or subconsultant provided, at least one staff member is "senior" with 10+ years’ experience and has PE or equivalent credential

d. Team organization 2 No evidence team members have experience working together

Organization chart provided with evidence showing the team has worked together on multiple projects

3. References (Max 15 points) Available

a. List of similar project references submitted 6 No projects submitted, or are not similar Three (3) or more relevant projects submitted complete with contacts

b. Reference response No. 1 3

Customer indicates problems experienced, such as delays, management or technical mistakes, cost overruns, etc.

Positive experience indicated, firm responded appropriately to challenges, project completed on time and at agreed-to price

c. Reference response No. 2 3 experienced, such as delays, management or technical mistakes, cost overruns, etc.

Positive experience indicated, firm responded appropriately to

d. Reference response No. 3 3 experienced, such as delays, management or technical mistakes, cost overruns, etc.

Positive experience indicated, firm responded appropriately to

4. Technical Approach (Max 20 points) Available

a. Conformance with architectural, structural, MEP, environmental, bidding, construction administration, and add alternate requirements described in Scope of Work

No evidence firm can provide the required roof replacement design and construction administration services

Firm clearly demonstrates understanding of project scope, existing building constraints, required consultants, phasing, bidding, and construction administration requirements

b. Project Schedule 5 Incomplete schedule showing minimal effort

Thoughtful outline of project schedule with key milestones indicated

5. Written Response (Max 8 points) Available

a. Firm profile and experience 4 Incomplete or exhibits minimal effort Clear and complete writing that ties in relevant skill sets and experience

b. Technical approach description 4 No technical approach described; incomplete or exhibits minimal effort

Well thought through technical approach that details how the firm will proceed through the project process working within the existing constraints

6. Attendance (Max 5 points) Available

a. Attendance at mandatory pre-proposal site visit/walk through 5 No firm representation at site walk through Firm representation at site walk through

7. Price (Max 15 points) Available

a. Fee proposal by phase, including study, design/specification, bid, construction administration, weekly observation, and reimbursable expenses

Highest proposed fee or unclear/incomplete fee proposal

Lowest responsive and complete fee proposal

8. Firm Capacity (Max 10 points) Available e

a. Availability of in-house staff and resources to support the required schedule

Firm does not clearly demonstrate available internal staff capacity to support the project schedule and required services

Firm clearly demonstrates sufficient in-house staff, current availability, and resources to complete the project within the required schedule

b. Plan for supplementing capacity with sub-consultants, if required 4

Firm relies on sub-consultants without clearly identifying roles, availability, coordination approach, or prior working relationship

Firm provides a clear plan for any required subconsultants, including defined roles, coordination approach, confirmed availability, and demonstrated prior working relationship; or clearly demonstrates that all required services will be performed by qualified in-house staff without the need for sub-consultants.

B. Award and Reservation of Rights

The Town of Bethel reserves the right to select the respondent that the Town determines best meets the requirements of this RFQ/RFP, considering qualifications, technical approach, responsiveness, price, and other applicable selection criteria. This section supplements, and does not limit, the Town’s right to reject submissions or cancel this RFQ/RFP as stated elsewhere in this document.

If more than one item is specified in the RFQ/RFP, the Town of Bethel reserves the right to determine the selected respondent on an individual basis or on the basis of all items included in the RFQ/RFP, unless otherwise expressed by the Town.

Schedules and Documents attached and made part of this RFQ/RFP:

Respondent Checklist

Certification of Authority of Officer to Execute Proposal and Contract

Fee Proposal Form

Pricing Proposal Table

Project Milestones Table

Non Collusion Affidavit

References List

Sub-Consultants List

Insurance Requirements

Required Disclosure Form

Legal Status Disclosure Form

Attachment A – Aerial photograph of roof with areas (Under separate cover)

Attachment B – Required Contract Terms and Conditions (Under separate cover)

Attachment C – 2018-07-04 Asbestos Testing Report for ROOF “A” (Under separate cover)

Town of Bethel Procurement Committee Dan Carter, First Selectman Brad Heering, Comptroller Krista DeOliveira, Purchasing Agent

RESPONDENT CHECKLIST

______ 1. Checklist, Completed and Signed

______ 2. Attach all Proposal Requirements as described in RFQ/RFP

______ 3. Addenda Acknowledgment, if Requested

______ 4. Certification of Proposer of Authorized Individual to Execute Bid

Response

______ 5. Fee Proposal Form

______ 6. Project Milestones, complete with proposed dates to complete within timeline

_______ 7. Non-Collusion Affidavit

_______ 8. Form for References

_______ 9. Form for Sub-Consultants, complete or state “No Sub-Consultants”

________ 10. Insurance Requirements, to be executed by Consultant

_______ 11. Disclosure Form (Exceptions must be itemized and attached to the proposal forms).

________ 12. Legal Status Disclosure Form

________ 13. Consultant’s Sample Contract

________ 14. If selected, the Consultant will provide a sample contract and certificate of Insurance complying with town insurance requirements

The undersigned respondent hereby certifies that any and all defects, errors, inconsistencies, or omissions of which he/she is aware, either directly or by notification from any material supplier, found in the Invitation for Qualifications and Proposals for the Architectural Services for Highway Garage Roof Replacement Project are listed herewith in the respondent’s proposal response.

Name of Company Proposer:___________________

Name of Authorized Officer: _________________________Title:_____________________

Signature:_________________________ Date:________________

Certification of Authority of Officer to Execute Proposal and Contract Architectural Services for Highway Garage Roof Replacement

Town Garage, 1 Sympaug Park Rd., Bethel, Connecticut

State of Connecticut ss: _________________ (Town/State) County of ______________

I, _________________________, certify that I am the Secretary of the Corporation that submitted the Proposal in the name of __________________________ (“Proposer Company”), The attached are true and correct copies of the corporate records, evidencing the fact that the:

1. Proposer Company is authorized to submit its response to the Invitation for Qualifications and Proposals, and

2. _____________________, its duly authorized officer, is authorized to execute and deliver the Proposal on behalf of Proposer Company, and

3. _____________________, its duly authorized officer, is authorized to execute and deliver the professional services contract on behalf of Proposer Company.

Signature: .

Print Name: .

Title: .

Subscribed and sworn to by ______________________ before the undersigned notary this ______ day of _________, 2026.

Impress Seal below ___________________________________ Print :

Notary Public My Commission expires:

Fee Proposal Form

To:

Town of Bethel Procurement Committee Town of Bethel, Connecticut 1 School Street Bethel, CT 06801

We, the undersigned, propose to provide design services and construction administration services to the Town of Bethel, CT as described herein for the price stated below:

RFQ/RFP 2027-002:

ARCHITECTURAL SERVICES FOR HIGHWAY GARAGE ROOF REPLACEMENT

HIGHWAY GARAGE ROOF REPLACEMENT DESIGN PRICE IN FIGURES:

HIGHWAY GARAGE ROOF REPLACEMENT DESIGN PRICE IN WORDS:

HIGHWAY GARAGE ROOF REPLACEMENT ADD ALTERNATE PRICE IN FIGURES:

HIGHWAY GARAGE ROOF REPLACEMENT ADD ALTERNATE PRICE IN WORDS:

For change orders:

If Construction Phase is extended by Change Order, Weekly Price for Construction Administration Services:

(partial week will be pro-rated) $_____________________/week

Title Weekly Rate

Unit pricing/Weekly Rate: ___________________________ ____________

Company: _________________________________

BY: _____________________________ __________ ___________________________

(SIGNATURE of Authorized Officer) Date

(PRINT NAME AND TITLE) (ADDRESS) (Company Tel. Number)

PRICING PROPOSAL – ARCHITECTURAL SERVICES

Roof Replacement Project for Highway Garage, 1 Sympaug Park Rd., Bethel, CT

Study Phase – include all required meetings $ ____________________

Design and Specification Phase – including all required meetings and approvals

Bid Phase – including pre-bid meeting, addenda, bid evaluations, and recommendation of award

Construction Phase – includes onsite weekly oversight by the architect, including reports, Town meetings, structural coordination, MEP coordination, environmental oversight, and closeout. Assume 26 weeks of construction.

Add Alternate – design services associated with fire suppression system, horizontal translucent panels, vertical metal panels, and 30-yr roof warranty (attach a separate breakdown for each)

Total Fee Above $ ____________________

Total Fee Above in Words ________________________________________

Cost for additional weekly oversight beyond 26 weeks, including reports and Town meetings

$ ____________________ / week

List of Reimbursable Expenses

1. ____________________

2. ____________________

3. ____________________

4. ____________________

Firm Name and Address ________________________________________

Phone Number ________________________________________

Authorized Official Printed Name: ____________________ Signature: ____________________ Date: ________ Title: ____________________

PROJECT MILESTONES:

Milestone Start Date End Date Notes

Notice to Proceed/Contract Execution

Project Kick-Off

Study Phase / Existing Conditions Review

Roof Replacement Options and Cost Estimate Presentation

Town Selection of Preferred Roof Replacement Approach

Design Development and Construction Documents

Town, Building Department, Fire Marshal, and Authority Review

Bid Documents Complete / Public Bid Ready

Bid Phase, Pre-Bid Meeting, Addenda, Bid Review, and Recommendation of Award

Construction Phase Observation and Administration

Substantial Completion

Final Completion and Closeout

NON-COLLUSION AFFIDAVIT OF PROPOSER

ARCHITECTURAL SERVICES FOR HIGHWAY GARAGE ROOF REPLACEMENT

TOWN GARAGE, 1 SYMPAUG PARK RD., BETHEL, CONNECTICUT

State of Connecticut ss: _________________(Town/City)

County of _________________

____________________________________, being first duly sworn, deposes and says that:

1. I am the individual, owner, member, partner, officer, director, representative, or agent of ________________________________, the respondent that has submitted the attached Proposal (“Affiant”);

2. I am fully informed respecting the preparation and contents of the attached Proposal…