2027-03_Controller_WSG_SCOPE_OF_WORK.pdf

City of New London Controller RFP

Outsourced Controller Water Street Parking Garage Expansion Project 1

2027-03 CONL

Outsourced Controller Services for the Water Street Parking Garage Expansion Project

Article 1. Request For Proposals For Outsourced Controller o The City of New London (City) seeks Proposals for Financial Controller (CONTROLLER) Services from qualified Consultants to manage the financial documents associated with the construction of the Project described below. The successful CONTROLLER will contract directly with City and will work cooperatively with City, the Design Professional(s), and the CMAR to successfully track and reconcile the projects financials.

o This Request for Proposals (RFP) is a one-step process for selecting a CONTROLLER for the Project. This RFP provides the information necessary to prepare and submit Proposals on the Project, including the minimum scope of CONTROLLER Services required, and information to aid in preparing Proposals in response to this RFP. Submitted Proposals shall include lump sum fee Proposals.

o City will evaluate the inquiries to determine whether an Addendum is required. All questions and responses and additional information will be included in an Addendum which will be posted to the City’s eprocurement platform and the State of Connecticut DAS website. It is the responsibility of all interested companies to periodically check the websites for revisions: https://procurement.opengov.com/portal/newlondonct or https://portal.ct.gov/das/ctsource/bidboard?language=en_US .

o City will rank the Respondents in the order that they provide “‘Best Value’” for City based on the published Selection Criteria and on the ranking evaluations. Interviews of CONTROLLER firms may follow at City’s option.

o The City is not responsible for the accuracy or comprehensiveness of information provided by other City officials or other agencies. Consultants should not rely on information obtained from sources other than the Procurement contact listed below.

o City reserves the right to waive any or all formalities. This RFP does not commit City to select a Respondent or to award a Contract to any Respondent. City reserves the right to accept or reject, in whole or in part, any Proposal it receives pursuant to this RFP. Submissions which are qualified with conditional clauses or alterations or items not called for in this RFP, or irregularities of any kind, are subject to disqualification by City at its option.

o Proposals and any other information submitted by Respondents shall become the property of City; however, City may return all other Proposal information once a Contract award is made.

Water Street Parking Garage Expansion Project 2 o By signing and submitting a Proposal, Respondent certifies they are a qualified Consultant, and that any attached or referenced conditions or documents are applicable to this procurement only to the extent that they do not conflict with the statues or Administrative Code of the State of Connecticut, or the advertised Contract conditions, and that they do not impose additional requirements on City. Respondent further certifies that the submission of a Proposal is Respondent’s good faith intent to contract with City as specified herein and that such intent to contract is not contingent upon City’s acceptance or execution of any such attached or referenced conditions, or other documents.

o A copy of the City’s standard contract has been included for the Respondents review and this will be the form of contract for these services.

o The Construction Project is funded, and City is committed to completing it in a timely manner.

o This project will be a prevailing wage job.

o This project will also be subject to CHRO requirements.

Article 2. Project Information o PROJECT:

Project: Water Street Parking Garage Expansion

Project Number: 2027-03

Location: 160 Water Street, New London, CT 06320

City Procurement Contact: Joshua Montague

Project Scope: The City of New London, in partnership with the New London Parking Authority, is moving forward with an exciting capital improvement project to expand the Water Street Garage — a key piece of infrastructure supporting the city's growing downtown & waterfront district.

Project Overview

The existing Water Street Garage, which currently provides close to 1,000 parking spaces, will be expanded to add approximately 250 net new spaces. This expansion is directly tied to one of the most significant developments in the city's history: the new Coast Guard Museum, currently under construction along New London's waterfront and slated to open in August 2027.

Garage expansion construction is expected to break ground in the summer of 2027, with completion anticipated 12 to 18 months following groundbreaking — meaning the expanded facility will come online after the museum opens its doors. The museum is expected to draw over 300,000 visitors annually, and this garage expansion ensures the city will be ready to accommodate that demand with safe, modern, and convenient parking.

A Multi-Level Partnership

This project reflects a rare and powerful collaboration across all levels of government:

Federal Government: Leading the investment charge, federal funding supports construction of the museum itself, upgrades to the adjacent ferry terminal, and improvements to parking and pedestrian safety

— including a $17 million Federal RAISE and a Congressional Directed Spending grant for $3.5 million dedicated to the garage expansion State of Connecticut: Providing financing for a new pedestrian bridge connecting the museum over the Amtrak rail lines directly to the Water Street Garage, creating a seamless and safe route for visitors. The

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State of CT is also providing $1.4 million in Round 1 Community Challenge Grant Funds for the construction of the Transit Hub and Cultural Center.

City of New London & Parking Authority: Managing the project through its Office of Development and Planning, ensuring the investment translates into lasting community and economic benefit. The parking Authority is investing over 2 million via a bond to support the design and development of the project.

What's Included in the Garage Expansion: Scope of Work

Beyond the additional parking spaces, the project includes a full refresh of the existing garage to modernize the visitor experience:

New Transit Hub, Tourism & Cultural Center: $3,796,258.00 in Grant Funding

1. A new facility to be built in the lower Parade Plaza along Atlantic Street, adjacent to the garage, housing parking administration and serving as a welcome point for museum visitors.

2. Micro transit Kiosk

3. Revamped Security System: Enhanced safety measures to ensure a secure experience for all garage users.

4. Updated Electrical & Lighting: Modernized systems throughout the facility.

5. New Signage: Improved wayfinding for visitors navigating the garage and surrounding district.

Overall Building Refresh: Ensuring all garage systems function reliably for years to come.

6. Pedestrian Safety: Improved sidewalks, crosswalks, traffic calming and signaling.

7. Storm Drainage

Beyond the Garage: A Connected Waterfront District

This project doesn't exist in isolation — it's part of a broader vision for New London's downtown waterfront. The Federal RAISE grant also supports two important sub-projects:

Union Station: $465,000 of $2,915,000.00 in capital improvements to the interior of the historic train station, located adjacent to the museum, will create space for museum administrative use.

Cross Sound Ferry: $864,937 of $2,232,700.00 infrastructure upgrades to ferry operations will improve the visitor experience for those arriving by water.

Additionally, the city's Cultural District — an economic development commission overseeing downtown New London — will help coordinate visitor experiences across the area's many historic sites, arts venues, and cultural events.

A Team Effort

To ensure this complex project is delivered successfully, the garage expansion is being guided by a full team of professionals, including:

Design and engineering consultants An owner's representative/project manager A construction manager at risk Project controls specialists

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Parking operations consultants, ensuring the garage remains fully operational throughout construction

Looking Ahead

The Water Street Garage expansion represents far more than additional parking — it's a critical investment in New London's future as a premier waterfront destination. With the Coast Guard Museum opening in August 2027 and the expanded garage following shortly after, New London is building toward a modern, safe, and welcoming gateway to its historic downtown and vibrant arts and culture scene.

Expected Construction Start: January 2027

Article 3. Proposal Information o Proposals are due: 2:00 PM. ET, Tuesday, December 1, 2026

Upload access will be denied after the submission deadline.

o Proposal Submittal: Upload PDF response and complete the pricing table via the e-procurement platform.

o Respond to: Joshua Montague Accounting/Purchasing Agent City of New London o Tentative Schedule:

RFP Posted Wednesday, October 28, 2026

Pre-Response Meeting Wednesday, November 4, 2026, 10:00 AM ET

Written Inquiries Due Wednesday, November 11, 2026, 2:00 PM ET

Responses to RFP Due Tuesday, December 1, 2026, 2:00 PM E T o City reserves the right to modify this schedule as required. Dates will be updated via the OpenGov e-procurement portal.

o All Responses should be clearly identified with the Project Name and Project Number and should not exceed fifty (50) digital pages, exclusive of requested project lists and attachments. All Responses must be uploaded by the date and time indicated in the posting in order to be considered. For issues accessing the e-procurement platform, email Joshua Montague jmontague@newlondonct.gov.

o All communications relating to this RFP must be submitted in writing through the e-procurement platform.

Questions, answers, and any Addendum issued related to this RFP will be posted on the City’s website and the State of Connecticut DAS website. Only those replies to questions which are made by formal written Addendum shall be binding. Oral and other interpretations or clarifications will be without legal effect.

NOTE: It is the responsibility of the Respondent to review the City’s e-procurement portal and acknowledge all posted Addenda.

o All CONTROLLER firms responding to this RFP must submit complete responses to the information requested in this RFP and must note any exceptions to any information contained or requested in the RFP.

Responses will be evaluated based upon the selection criteria listed below.

Water Street Parking Garage Expansion Project 5 o Except as provided in this RFP and as otherwise necessary for the conduct of existing City business operations, Respondents are expressly and absolutely prohibited from engaging in communications with City Personnel who are involved in any manner in the drafting of this RFP, in the review or evaluation of the Submission, in selection of a Consultant or negotiation or formalization of a Contract. If any Respondent engages in conduct or communications that City determines is contrary to the prohibitions set forth in this section, City may at its sole discretion, disqualify the Respondent and remove the Submission from consideration.

o With few exceptions, an individual is entitled, upon request, to be informed about the information that a state governmental agency collects about the individual. The individual is entitled to receive and review the information and the individual is entitled to have a state governmental body correct information that is incorrect.

Article 4. Minimum Required CONTROLLER Services

The Financial Controller will be responsible for all Construction Management Services including, but not limited to the following:

A. Budget Development and Management The Consultant shall establish, maintain, and monitor a comprehensive project budget that reflects the approved project scope, schedule, funding sources, and financial assumptions. Services shall include:

Develop and maintain an integrated project budget encompassing hard costs, soft costs, owner’s costs, financing costs, allowances, and contingencies.

Monitor project expenditures and commitments against the approved project budget and applicable project pro forma.

Prepare monthly budget-to-actual reports identifying variances, anticipated cost exposures, and projected costs to complete.

Analyze budget trends and recommend appropriate budget reallocations, contingency utilization, and corrective actions, subject to City approval.

Coordinate with bond counsel, financial advisors, and relevant financing parties regarding funding availability, drawdowns, and alignment of project expenditures with approved financing arrangements.

Maintain current forecasts of the total anticipated project cost and promptly communicate material budget deviations or potential funding shortfalls to the City.

B. Financial Reporting and Regulatory Compliance The Consultant shall establish and maintain financial reporting procedures that provide transparent, accurate, and timely information regarding the project’s financial performance. Services shall include:

Prepare monthly and quarterly financial status reports for City Council, City administration, and other designated stakeholders.

Report on project expenditures, outstanding commitments, funding sources, remaining budget, contingency balances, cash flow, and forecasted final costs.

Monitor compliance with applicable municipal finance requirements, grant agreements, bond covenants, and state and federal funding conditions, including requirements associated with the Connecticut Department of Transportation (DOT) and the Connecticut Department of Economic and Community Development (DECD), as applicable.

Maintain complete, accurate, and audit-ready financial records, supporting documentation, approvals, and transaction histories throughout the project lifecycle.

Coordinate with the City’s independent auditors and provide requested schedules, reconciliations, and supporting documentation in connection with interim reviews and annual audits.

Monitor, document, and report applicable Davis-Bacon Act, prevailing wage, and related labor compliance costs in coordination with the City and responsible project parties.

Promptly identify and report actual or potential financial compliance issues and recommend appropriate corrective measures.

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C. Cash Flow and Disbursement Management The Consultant shall monitor project liquidity, coordinate funding requirements, and support the timely and accurate processing of project-related payments. Services shall include:

Develop, maintain, and periodically update project cash flow projections based on the construction schedule, anticipated expenditures, funding availability, and financing requirements.

Review payment applications in coordination with the CMR and Owner’s Representative to assess consistency with approved contract values, documented progress, authorized change orders, and applicable retainage requirements.

Review, process, and reconcile invoices, approved change orders, payment requests, and retainage releases in accordance with established City procedures and contractual requirements.

Coordinate the preparation and monitoring of funding draw requests and disbursement schedules to align with financing documents, bond covenants, grant requirements, and other applicable funding conditions.

Reconcile project expenditures and disbursements against accounting records, approved budgets, and funding source restrictions.

Monitor interest earnings on project funds held in interest-bearing accounts, where applicable, and coordinate the reporting and appropriate treatment of such earnings in accordance with governing agreements and applicable requirements.

Identify anticipated cash flow constraints and recommend adjustments to funding schedules or payment timing, subject to applicable contractual obligations and City authorization.

D. Financial Risk Management and Advisory Services The Consultant shall provide ongoing financial analysis and strategic advice to assist the City in managing project costs, evaluating financing alternatives, and protecting the City’s financial interests. Services shall include:

Identify, assess, and monitor financial risks, including construction cost escalation, market volatility, schedule delays, unforeseen conditions, funding gaps, and changes in financing assumptions.

Develop and recommend mitigation strategies to address identified risks and maintain project financial stability.

Advise the City, in coordination with its designated legal and financial advisors, on potential financing structures and funding strategies, including municipal bonds, grants, tax increment financing (TIF), and public-private partnership arrangements, as applicable.

Prepare cost-benefit analyses and financial impact assessments for proposed change orders, scope modifications, value engineering measures, and other material project decisions.

Develop financial models evaluating the potential operating and revenue implications of the expanded parking garage, including parking fee revenues, utilization assumptions, museum visitor activity, and other relevant revenue streams.

Evaluate alternative financial scenarios, key assumptions, and sensitivity analyses to support informed decision-making by City officials.

Support project closeout through final budget reconciliation, verification of project expenditures and funding sources, reconciliation of outstanding commitments, and preparation of final cost summaries and certifications, as required.

Provide recommendations regarding the financial implications of project completion, including the transition from construction financing to ongoing operations, where applicable.

E. Coordination and Deliverables The Consultant shall coordinate its financial management activities with the City and the project team to maintain consistent financial controls, reporting practices, and decision-making procedures. At a minimum, the Consultant shall provide:

A comprehensive project budget and baseline financial forecast.

Monthly budget-to-actual reports and updated forecasts of total project costs.

Monthly cash flow projections and funding drawdown schedules.

Monthly and quarterly financial status reports, as directed by the City.

Financial risk assessments and recommendations for material budget variances or funding issues.

Financial analyses of proposed change orders, scope modifications, and alternative financing scenarios, as requested.

Documentation supporting payment reviews, funding requests, reconciliations, and audit requirements.

A final financial closeout report documenting total project costs, funding sources, budget variances, Water Street Parking Garage Expansion Project 7 outstanding obligations, and final reconciliation.

The Consultant shall promptly notify the City of material financial variances, anticipated funding shortfalls, potential compliance deficiencies, or other issues that may adversely affect the project’s budget or financial performance. All recommendations, payment reviews, budget adjustments, and funding actions shall be subject to the City’s applicable approval and authorization procedures.

The Consultant shall perform these services in a manner that promotes fiscal accountability, transparency, regulatory compliance, and the effective management of public resources.

Article 6. Proposal Requirements

All CONTROLLER firms responding to this RFP must submit complete responses to the information requested in this section and note any exceptions to any information contained in the RFP. City reserves the right to request additional information from responsible companies. Responses will be evaluated based upon the Selection Criteria listed in this RFP. City will select those companies that offer the “Best Value,” based on the selection criteria. Refer to Article 3 for response information and limitations. Companies should present information in a clear and concise manner following the order and format indicated below.

o Consultant Experience

Information on the Consultant including a brief history of the Consultant, information about the Consultant’s Principals, the services offered, the number and type of staff members, and business volume for the past five (5) years. If the Consultant has several branch offices, also highlight the information of the office that will manage the City Project.

Name, telephone, address, and email of the Project Principal and the individual designated to receive all Request for Proposals information, Addenda or any other official correspondence relating to the Project.

List any other companies that will be used to provide such services.

Briefly discuss five (5) projects that were performed by the Consultant’s office managing this Project or individual team members that will be performing on this Project, that best represent the Consultant’s ability to successfully manage this Project to completion, on time and within budget. As a minimum, for each project, provide a brief description, current client reference information (including names, email addresses, and current phone numbers), dates services performed, specific services the Consultant provided, size of the project, construction delivery approach, project budget at award, and project costs at completion.

Provide a list of all Financial Controller projects undertaken within the last five (5) years.

For each project, include the name of the project, a brief synopsis of the project, current client reference information (including names, email addresses, and current phone numbers), the dates services were provided, the type of project, the construction delivery method, the project budget, and the project costs at completion. If the Consultant has several branch offices, highlight those projects on the list managed by the office that will manage the City Project. Projects should demonstrate experience managing federal, state, and local grants.

o Project Team Member Information

Provide a Project Management Chart that identifies all key staff members, and provide a brief description that outlines each person’s individual roles and responsibilities, and shows how each interacts with other staff members, City, and the project team.

Submit personnel qualifications for all members of the Project Team specific to this

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Project, which include title, educational background, professional licenses/trade certifications, relevant CONTROLLER experience, work history, length of service with the Consultant, and current client reference information (including names, email addresses, and current phone numbers). Provide a list of projects worked on and the individuals’ role on the projects.

Selection of the successful CONTROLLER companies will be based, in part, on specific members of your proposed team. Include a statement indicating the Consultant’s commitment to maintaining the proposed staffing plan throughout the Project. Must have written approval from City to change any member of the team.

Indicate the scopes of Work that the Consultant has the capability to self-perform, if any.

o Sample project financial documents o Cost of Services (Complete the pricing table electronically via OpenGov.)

Consultant Fee- Provide a lump sum fee for CONTROLLER services.

Article 7. CONTROLLER RFP Evaluation Criteria o City will select the CONTROLLER based upon both qualifications along with the lump sum fee. Award of this contract may not be made to the lowest lump sum fee.

o The selection will be based on the information contained in response to the CONTROLLER RFP, any reference checks conducted, personal knowledge of past performance and the information presented during any interviews conducted as part of the selection process.

o Specifically, the Selection Committee will review and consider the following criteria listed in order of importance (the first being the highest importance):

The qualifications of the proposed Project Team, including demonstrated ability to function as a member of a high-performance team, specific project experience, references, and to successfully deliver a project on time and within budget.

The Project Team member’s relevant experience to this Project.

Consultant’s relevant experience as it relates to this Project and location. The selected Consultant shall demonstrate experience monitoring federal, state, and local grants.

Consultant’s overall evaluation.

Consultant’s experience at successfully delivering higher education projects and Financial Controller projects.

Consultant’s proposed team performance based on references and past experiences.

Consultant’s CONTROLLER Fee;

Consultant’s RFP content, quality, and comprehensiveness and/or presentation; and

If a presentation is given by the Consultant, evaluate the team’s presence and compatibility.

Consultant’s question and answer session with the Selection Committee.

Proposed evaluation matrix to be used by selection committee. This matrix is subject to change.

Water Street Parking Garage Expansion Project 9

Phase 1

No. Evaluation Criteria Scoring Method

Weight (Points)

1. Firm experience with similar projects

Evaluation based on recent team experience (Owner, Architect, and Construction Manager) in construction of Fire Stations within the past five (5) years of comparable size and scope

Points Based 20 (20% of Total)

2. CONTROLLER team qualifications

Evaluation based on team experience in providing services by the Construction- Manager-at-Risk delivery method

Points Based 20 (20% of Total)

3. Project Qualifications on meeting the City's needs

Evaluations based on Office location from the City, Past experience with the City, Ability to develop teamwork environment, Safety record, Assigned personnel’s qualifications and experience, Estimated schedule

Points Based

4. Proposed Fees

Fees will be evaluated based on a mathematical formula comparing the total cost to the other proposers' total cost.

Points Based 20

5. Professional references

Evaluating based on reference feedback on Quality of work, Keeping within established budgets, Timely completion of projects, and Reputation of the Proposer and Proposer’s goods and services

Points Based 10 (10% of Total)

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6. Financial stability and capacity to perform the work

Evaluation based on provided financial information submitted in each proposal

Points Based 10 (10% of Total)

Phase 2 (after the above is scored and Respondents are short-listed).

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interviews & Presentation

Evaluated based on professionalism, subject matter knowledge, and presentation skills.

0-100 Points 100 (100% of Total)

Article 8. Certifications

8.1 The Financial Controller and the undersigned Financial Controller’s representative represents and warrants that the Financial Controller is a validly existing entity, in good standing under Applicable Law, and that each person signing on behalf of the Financial Controller has received all necessary approvals to enter into and execute this Agreement.

8.2 The Financial Controller certifies that an Agreement issued pursuant to this RFP is not prohibited under State of Connecticut statutes and agrees that if the Financial Controller’s certification is or becomes untrue, such an Agreement is void, and the Financial Controller will not seek and waives its right to seek any legal or equitable remedy for past or future performance under such Agreement, including damages, whether under breach of contract, unjust enrichment, or any other legal theory; specific performance; and injunctive relief.

8.3 Under State of Connecticut general statutes, the Financial Controller certifies that the individual or business entity named in such an Agreement is not ineligible to receive the specified grant, loan, or payment and acknowledges that such an Agreement may be terminated, and payment may be withheld if this certification is inaccurate.

Article 9. Procurement Process

9.1 This RFP complies with all state rules and City of New London Policies. Address any questions and/or concerns about the process or any awards made from it to:

Joshua Montague Accounting/Purchasing Agent City of New London jmontague@newlondonct.gov