Architectural_&_Engineering_Assessment,_Design_and_Construction_Administration_Services_for_Renovations_to_Demore,_Dinda,_Bittner_Jr._Memorial_Park_(Addendum_#2_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/berlinct

Town of Berlin

ARCHITECTURAL & ENGINEERING ASSESSMENT, DESIGN

AND CONSTRUCTION ADMINISTRATION SERVICES FOR

RENOVATIONS TO DEMORE, DINDA, BITTNER JR.

MEMORIAL PARK

2026-03

RELEASE DATE: August 13, 2025

DEADLINE FOR QUESTIONS: September 3, 2025

RESPONSE DEADLINE: September 10, 2025, 10:00 am

Please refer to the project timeline in this document for all important deadlines.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

For more information, please visit our online supplier portal, located at

Request For Proposal #2026-03

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

Memorial Park

Table Of Contents

1. Notice to Proposers

2. Introduction

3. Key Dates

4. Proposal Submission Instructions

5. Insurance Requirements & Indemnification

6. Scope of Services

7. Evaluation Criteria

8. Proposal Submission

Attachments:

A - Feasibility Study

B - Bid Form

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

Notice to Proposers

The Town of Berlin (hereinafter “Town””), is seeking proposals for Architectural/Engineering from expert, qualified, and independent firms. This is an 18 -24 months contract with an anticipated start date of Fall 2025.

The Town of Berlin is accepting electronic submissions. Proposers shall create a FREE account with OpenGov

Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic proposal.*

The Town will not accept submissions by e-mail or fax. The Town will reject proposals received after the date and time noted in the timeline.

The Town reserves the right to amend or terminate this Request for Proposals, accept all or any part of a proposal, reject all proposals, waive any informalities or non-material deficiencies in a proposal, and award the proposal to the proposer that, in the Town’s judgment, will be in the Town’s best interest

*For any bidder who is unable to upload their bid electronically, please contact Maryssa Tsolis, Purchasing Manager at (860) 828-7048 to make arrangements to submit a paper bid before the deadline.

https://procurement.opengov.com/signup

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

Introduction

1. Intent

The Town of Berlin is soliciting proposals from qualified, responsible firms with significant relevant experience to assist the town with Architectural/Engineering. The Town expects to select and contract with one firm to provide Architectural/Engineeringservices. This RFP is not a contract offer, and no contract will exist unless and until a written contract is signed by the Town and the successful proposer. Interested parties should submit a proposal in accordance with the requirements and directions contained in this RFP. The Town may choose not to select any firm. The town is an equal opportunity employer, and does not discriminate because of race, religion, color, sex, national origin, sexual orientation, marital status, disability or any other factors protected by law.

It is the goal of the Town to enter into an agreement with a vendor that will provide services efficiently, will accurately bill, and will provide high quality, flexible customer service to the Town. The Vendor will be expected to maintain expert knowledge of these services to ensure the Town is receiving the highest quality service at the most affordable rates while maintaining quality and secure technology.

2. Background

The Town, founded in 1785, covers an area of 27.0 square miles, and is located in the geographic center of the state in Hartford County. Berlin is eleven miles south of the City of Hartford and is bordered by New Britain, Newington, Rocky Hill, Cromwell, Middletown, Meriden and Southington. Berlin’s population is approximately 20,000. The Town provides a full range of municipal services including public safety, parks and recreation, public works, health and human services, and water control, with a Grand List of approximately $3.2

Billion and an annual operating budget of approximately $102 Million.

3. Qualifications

Eligible Vendors will be those individuals, businesses and firms that meet the following qualifications:

A. Proposer must have demonstrated experience and expertise in Connecticut in the past (5) years successfully performing the types of services as those outlined herein.

B. Proposer must have a proven track record successfully providing these types of services for similarly sized municipal governments in Connecticut.

C. Proposer must be familiar with, qualified, and properly licensed in the State of Connecticut to perform its obligation under this proposal in compliance with all applicable Federal and State of Connecticut laws and regulations, statutes and policies.

D. The Town will not award the proposal to any business that, or person who, is in arrears or in default to the Town with regard to any tax, debt, contract, security or any other obligation.

E. Documented/audited internal control environment

F. Proposer must have a business continuity plan

G. Proposer must be in compliance with all federal, state and local laws and regulations

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

4. Scope of Services

The scope of services is provided herewith as a general overview which may be expanded and further defined through negotiation. The sucessful bidder shall:

• Provide industry standard or higher quality services while maintaining a focus on providing a cost-effective service to the Town.

• Provide the highest quality customer service to the Town, not limited to, but particularly in the areas of reliability and billing.

The selected firm shall work with and cooperate with the Finance Department in rendering services pursuant to this RFP.

5. Agreement Period

The Town anticipates entering into a contract with the selected Consultant commencing on or about Fall 2025.

The Town will contractually reserve the right to cancel the contract at any time. The agreement period for any contract or purchase order resulting from this RFP shall ultimately be as negotiated to the mutual agreement of the parties.

6. Additional Conditions

All those submitting proposals must be willing to adhere to the following additional conditions and must positively state this in the proposal.

A. The proposer must certify that the personnel identified in its response to this RFP will be the persons actually assigned to the project. At its discretion, the Town may require the removal and replacement of any of the proposer's personnel who do not perform adequately, regardless of whether they were previously approved by the Town.

B. All subcontractors hired by the proposer awarded a contract or purchase order as a result of this RFP must have prior approval of the Town prior to and during the agreement period.

C. Any contract or purchase order resulting from this RFP process will represent the entire agreement between the proposer and the Town and will supersede all prior negotiations, representations or agreements, alleged or made, between the parties. The Town shall assume no liability for payment of services under the terms of the contract or purchase order until the successful proposer is notified that the contract or purchase order has been accepted and approved by the Town. Any contract resulting from this RFP may be amended only by means of a written instrument signed by the proposer and signed by the designated Town Representative.

7. Right to Amend or Terminate the RFP or Contract

The Town may, in its sole discretion, clarify, modify, amend or terminate this RFP if the Town determines it is in the Town’s best interest. The Town has the right to extend the RFP Open Date no later than four (4) business days prior to the scheduled RFP Open Date, via Addendum, if determined it is in the Town’s best interest. In

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

the event that an insufficient number of qualified bids are received by the RFP Open Date, the Town may terminate and re-post the RFP if determined it is in the Town’s best interest. All such actions shall be affected by a posting in the Town’s e-Procurement portal https://procurement.opengov.com/portal/berlinct. Each proposer is responsible for checking the e-Procurement portal to determine if the Town has issued any addenda and, if so, to complete its proposal in accordance with the RFP as modified by the addenda.

If this RFP provides for a multi-year agreement, the Town also reserves the right to terminate the Contract at the end of the last fiscal year for which funds have been appropriated, and the Town shall have no obligation or liability to the successful proposer for any unfunded year or years.

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

Key Dates

Release Project Date: August 13, 2025

Pre-Proposal Meeting (Non-Mandatory): August 25, 2025, 10:00am

36 Wilcox Court, East Berlin 06023

Question Submission Deadline: September 3, 2025, 4:30pm

Proposal Submission Deadline: September 10, 2025, 10:00am

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

Proposal Submission Instructions

1. Proposal Requirements & Required Format

Proposals must set forth accurate and complete information for each of the items listed below. At the Town’s discretion, failure to do so could result in disqualification. Please ensure your proposal incorporates responses to the below questions, as well as any requested attachments.

1. Proposer Information: Please provide the following information:

A. Firm Name

B. Permanent main office address

C. Date firm organized.

D. Legal Form of ownership. If a corporation, indicate where incorporated.

E. How many years have you been engaged in services you provide under your present name?

2. Experience, Expertise and Capabilities

A. Philosophy Statement and Business Focus. A statement of the proposer’s philosophy and approach in undertaking the services of the nature outlined in the RFP, as well as a description of its primary business focus.

B. Summary of Relevant Experience. A listing of projects that the proposer has completed within the last three (3) years of a similar nature to those included in the Scope of Services in this RFP must be provided.

C. The following additional information shall be provided by each bidder:

o Please provide a sample billing in the format the Town would receive on a regular basis.

o General description of the organization structure of your institution including parent and/or subsidiary companies and the number of employees.

o Identify who will be the primary client relationship manager.

o Provide a general representation of the key factors and other important considerations that you feel separates your institution/firm from others in providing the requested services.

o Detailed description of your firm’s technical resources and experience in providing the desired scope of services to similarly sized entities.

o Identify the location of the office(s) from which the services will be performed.

o Disclose any current (last 3 years) business, financial, personal, or other types of relationships which may pose a conflict of interest.

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

o Please list any contracts or purchase orders in the last three (3) years between the proposer and any agency of the Town.

3. Statement of Qualifications and Work Plan

A. Qualifications. For each item listed in Qualifications, please describe your firm’s qualifications, experience and capabilities as they pertain to each of the areas of qualifications listed, as well as those of the personnel to be assigned to this project.

B. Work Plan. For each item listed in Scope of Services, please describe the approach that would be generally followed in undertaking these tasks.

C. Services Expected of the Town. Identify the nature and scope of the services that would be generally required of the Town in undertaking these projects.

4. Information Regarding: Failure to Complete Work, Default and Litigation.

Please respond to the following questions:

A. Have you ever failed to complete any work awarded to you? If so, where and why?

B. Have you ever been declared to be in default on a contract? If so, where and why?

C. Is there any pending litigation or arbitration which could affect your organization’s ability to perform this agreement? If so, please describe.

D. Has your firm ever had a contract terminated for cause within the past five years? If yes, provide details.

E. Has your firm been named in a lawsuit related to errors and omissions within the past five years? If yes, provide details.

F. During the past seven years, has your firm ever filed for protection under the Federal bankruptcy laws? If yes, provide details.

G. Are there any other factors or information that could affect your firm’s ability to provide the services being sought about which the Town should be aware?

5. Exceptions and Alternatives. Proposers wishing to take any exceptions to any requirement in the RFP shall state and explain such exceptions. The Town may accept proposals which take exception to any requirements in this RFP, or which offer any alternative to a requirement herein, as well as consider such exceptions and alternatives in evaluating responses. Any exception or alternative must be clearly delineated and cannot materially affect the substance of this Request for Proposals.

6. Cost Proposal. Proposers should utilize the Proposal Form that can be downloaded from the Proposal

Submission section.

Your proposal should be submitted through electronic bid submission on OpenGov no later than 10:00 am, Wednesday, September 10, 2025. The Town will not accept submissions by e-mail or fax. The Town will NOT accept late proposals.

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

Proposals are considered valid, and may not be withdrawn, cancelled or modified, for sixty (60) days after the opening date, to give the Town sufficient time to review the proposals, investigate the proposers’ qualifications, secure any required municipal approvals, and execute a binding contract with the successful proposer.

2. Questions and Amendments

All inquiries shall be submitted regarding this RFP via the Town’s e-Procurement Portal, located at https://procurement.opengov.com/portal/berlinct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement Portal. Proposers may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Proposers are prohibited from contacting any other Town employee, officer or official concerning this

RFP. A proposer’s failure to comply with this requirement may result in disqualification.

No oral statement of the Town, including oral statements by the Town representatives listed above, shall be effective to waive, change or otherwise modify any of the provisions of this RFP, and no proposer shall rely on any alleged oral statement.

3. Additional Information

The Town reserves the right, either before or after the opening of proposals, to ask any proposer to clarify its proposal or to submit additional information that the Town in its sole discretion deems desirable.

4. Cost for Preparing Proposal

Each proposer’s costs incurred in developing its proposal are its sole responsibility, and the Town shall have no liability for such costs.

5. Ownership of Proposals

All proposals submitted become the Town’s property and will not be returned to proposers.

6. Freedom of Information Act

All information submitted in a proposal or in response to a request for additional information is subject to disclosure under the Connecticut Freedom of Information. Proposers are encouraged not to include in their proposals any information which is proprietary a trade secret or otherwise confidential. All materials associated with this procurement process are subject to the terms of state laws defining freedom of information and privacy, and all rules, regulations and interpretations resulting from those laws.

7. Presumption of Proposer's Full Knowledge

Each proposer is responsible for having read and understood each document in this RFP and any addenda issued by the Town. A proposer’s failure to have reviewed all information that is part of or applicable to this RFP, including but not only any addenda posted on the Town's e-Procurement Portal, shall in no way relieve it from any aspect of its proposal or the obligations related thereto.

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

Each proposer is deemed to be familiar with and is required to comply with all federal, state and local laws, regulations, ordinances, codes and orders that in any manner relate to this RFP or the performance of the work described herein.

By submitting a proposal, each proposer represents that it has thoroughly examined and become familiar with the scope of work outlined in this RFP, and it is capable of performing the work to achieve the Town’s objectives. If applicable, each proposer shall visit the site, examine the areas and thoroughly familiarize itself with all conditions of the property before preparing its proposal.

8. Tax Exemptions

The Town is exempt from the payment of federal excise taxes and Connecticut sales tax and use taxes. Such taxes must not be included in prices.

9. Award Criteria & Selection

All proposals will be publicly opened at the time identified in this RFP on the e-Procurement Portal site.

The Town reserves the right to correct, after proposer verification, any mistake in a proposal that is a clerical error, such as a price extension, decimal point error or FOB terms. If any error exists in an extension of prices, the unit price shall prevail.

The Town reserves the right to accept all or any part of a proposal, reject all proposals, and waive any informalities or non-material deficiencies in a proposal. The Town also reserves the right, if applicable, to award the purchase of individual items under this RFP to any combination of separate proposals or proposers.

The Town will accept the proposal that, all things considered, the Town determines is in its best interests.

Although price will be an important factor, it will not be the only basis for award. Due consideration may also be given to a proposer’s experience, references, service, ability to respond promptly to requests, past performance, and other criteria relevant to the Town’s interests, including compliance with the procedural requirements stated in this RFP.

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

Insurance Requirements & Indemnification

1. Insurance Requirements

The selected vendor must maintain insurance that meets the Town’s insurance requirements (listed below), to protect the Town from claims for loss or injury which might arise out of or result from the operations under this contract. Additionally, the selected vendor must file Certificates of Insurance with the Town, naming the Town as an additional insured.

Worker’s Compensation, employer liability (or statutory limits - greater of two), $1,000,000.

Comprehensive General Liability with limits of not less than $1,000,000.00 per occurrence, $2,000,000 aggregate

Professional Liability with limits not less than $5,000,000.

Umbrella Liability of not less than $5,000,000 for each occurrence and $5,000,000 aggregate.

Comprehensive Automobile Liability (owned, non-owned, hired) of $1,000,000.00 each accident.

Waiver of subrogation to be provided.

2. Indemnification

The Vendor at its own expense and without exception, shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold harmless the Town of Berlin, its employees, and agents, from any liability of any nature or kind in regard to the delivery of these services. The Vendor shall secure and maintain General Liability Insurance as will protect him from claims under the Worker’s Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of his services under this contract.

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

Scope of Services

1. Specifications

This project shall be divided into two design phases:

• Phase I – Assessment and Design

• Phase II – Bidding and Construction Administration Services

Phase I –Assessment and design services shall include an existing conditions survey, assessment of the site and building, subsoil geotechnical investigation, hazmat assessment of the building, schematic design, design development, construction documents, and permitting approvals for both Phase 1 and Phase 2. Assessment of the site and building shall be adequate for the complete design and permitting submissions for the project and shall include, but not limited to, the following:

o A-2/T-2 Survey performed by a licensed surveyor in the State of Connecticut.

o Hazardous Materials Assessment of the existing pool house building.

o Geotechnical investigation/ borings and report from a licensed Geotechnical Engineer in the State of

Connecticut.

• The Town will provide the selected firm with any available documentation of the site, however proposers should assume no documentation is available for the purposes of this proposal.

Comprehensive project budgets shall be prepared at each design milestone (SD, DD, and 90% &

CD). Schematic design options and the correlating project budgets shall be reviewed with the project stakeholders and refine options until a final design and comprehensive project budget are selected. The consultant shall assist the Town in presenting the project and project budget to the necessary town commissions for approval of the project and funding as necessary during each design phase.

Design development of the project shall include, but is not limited to the following:

• Prepare required design development documents and obtain land-use approvals.

• Prepare required documents and obtain DEEP approval for construction activities of a site disturbance greater than 2 acres, but less than 5 acres.

• Prepare Construction Documents, including, but not limited to, the following suitable for public bidding in the State of Connecticut and Town of Berlin:

o Project Manual (including Front End and Technical Specifications) o Construction Drawings and Details

Subject to the approval of a Project by the Town of Berlin and further subject to adequate funding authorization, the contract between the Owner and the selected firm may be amended to include continued designer services through Phase II.

Phase II – Bidding Assistance and Construction Administration services shall include bidding assistance, construction administration, and final closeout of the potential Project:

• Aid the Town during the bidding process, review of bids, and bidder scope reviews.

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

• Provide ongoing construction administration services to the Town during the construction of the project, including:

o Minimum weekly site visits and observation reports o Attendance at weekly construction meetings with the Town and Contractor o Respond to Contractor RFI’s through sketches and written clarification o Review of potential change orders o Review of monthly application for payments from the Contractor o Conduct an initial punch list visit and issuance of a project Substantial Completion

• Aid the Town in securing all close-out documents from the Contractor

• Conduct a final punch list visit and issuance of a project Final Completion

• Attend and prepare all supporting documents as required for monthly Commission, Council, and

Committee meetings with members of Town staff.

Background and Intent

It is the goal of the Town to enter into agreement with an experienced, qualified, and licensed A/E firm that will provide assessment and design services efficiently, accurately, and provide high quality, flexible customer service to the Town. The firm will be expected to maintain expert knowledge of assessment and design services to ensure the Town is receiving the highest quality service at the most affordable rates while maintaining quality.

The Town, founded in 1785, covers an area of 27.0 square miles, and is located in the geographic center of the state in Hartford County. Berlin is eleven miles south of the City of Hartford and is bordered by New Britain, Newington, Rocky Hill, Cromwell, Middletown, Meriden and Southington. Berlin’s population is approximately 20,000. The Town provides a full range of municipal services including public safety, parks and recreation, public works, health and human services, and water control, with a Grand List of approximately $3.2

Billion and an annual operating budget of approximately $102 Million.

The Vendor’s principal contact with the Town will be Jennifer Ochoa, Director of Community, Recreation and

Park Services.

Site History and Background Originally constructed in the 1970’s, the Demore, Dinda, Bittner Jr. Memorial Pool Complex consists of a 4,500+/- s.f. main pool, a 575+/- s.f. wading pool, a 1,550+/- s.f. pool house, tennis courts, and a parking lot on a 2.2-acre lot with an address of 36 Wilcox Court (MBL 17-1-145-12A).

The main pool and wading pool have been closed since 2023 due to their current conditions and a decline in attendance. When it last opened, the pool was losing 5 to 7 inches of water a day. The pool has received some minor repairs, with the only major repair to the pool taking place in 2013 when it was re-plastered.

The pool house needs renovations or replacement to bring the building to the current building and ADA code compliance. The building roof is at the end of it its lifespan, there are signs of building settling and structural repairs are necessary, the M/E/P systems need updating and replacement, and other improvements are needed for compliance with the Connecticut State Building Code for life safety and accessibility.

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

Prior to closing in 2023 the pool was also closed for COVID in 2020 and a steady decrease in attendance has been witnessed since.

YEAR ATTENDANCE

2017 3,059

2018 2,497

2019 2,307

2020 CLOSED

2021 1,043

2022 931

2023 CLOSED

2024 CLOSED

The DDB Memorial Pool Complex also includes a battery of two (2) asphalt tennis courts. The courts have reached the end of their life cycle and have cracking, settling, and delamination throughout the playing surface.

Additionally, the courts do not currently have an accessible means of access from the adjacent parking lot.

2. Qualifications

Eligible Architectural/Engineering firms for the renovations to the DDB Memorial Park project will be those individuals, businesses, and firms that meet the following qualifications:

1. Be a qualified design firm properly licensed in the State of Connecticut employing a Connecticut registered architect/engineer responsible for and being able to perform its obligation under this proposal in compliance with all applicable Federal and State of Connecticut laws and regulations, statutes and policies.

2. The Connecticut registered architect/engineer responsible for and in control of the services to be provided has successfully provided these types of services for similarly sized municipal governments, preferably in Connecticut.

3. History of work within the public sector, especially with the design of splashpads, pickleball courts, playscapes, and pool house building. At a minimum, proposers shall have successfully completed five

(5) projects of similar scope and size in the past five (5) years.

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

4. Ability to demonstrate experience in progressive problem solving for projects of a similar size and scope and a demonstrated history of bringing projects of similar scope and scale to completion on time and on budget.

5. Proposer must have demonstrated the ability to develop and maintain a comprehensive project budget through project close-out.

6. Evaluation of project approach including staffing of project and qualifications, value engineering, information management, change order process management, claims avoidance, and other management and administrative systems related to the scope of work.

7. Thorough knowledge of the Connecticut State Building Code(s), regulations related to the Americans with Disabilities Act (ADA), and all other pertinent codes and regulations related to successful completion of the project.

8. Ability to work with a wide range of agents (Contractors, Subcontractors, Consultants, municipal bodies, OPM, etc.) on behalf of the Town of Berlin in providing information relevant to the progress of the project on a timely basis.

9. Knowledge of the Connecticut Public Procurement Construction Process.

10. Evaluation of references for similar projects.

11. Proposers approach to the project scope of services and fee for such services.

12. The Town will not award the proposal to any business that, or person who, is in arrears or in default to the Town with regard to any tax, debt, contract, security or any other obligation.

13. Documented/audited internal control environment.

14. Proposer must have a business continuity plan.

Selection Process

Proposals will be uniformly evaluated by the Selection Committee on the basis of the information submitted and information solicited from various sources and references. If deemed necessary by the Committee, the

Committee may also choose to interview up to three (3) firms selected as finalists. If interviews are to be held, firms will be notified five (5) business days prior to their scheduled interview.

Consultants:

In evaluating proposals, the Town will consider the members of the proposed design team. At a minimum, identify those members of the proposed design team who will be responsible for the following categories of

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

work: (Firm’s name, individual’s name and professional registration or license number, as applicable, must be listed in the application for each category of work.

1. Architecture/Landscape Architecture/ Civil Engineering

2. Geotechnical Engineering

3. Survey

4. Hazardous Materials assessment

5. Technology/IT

6. M/E/P Engineering

7. Fire Protection Engineering

8. Structural Engineering

9. Security

10. Specifications Consultant

11. Cost Estimating

12. Code/Accessibility Review and Code Compliance

13. Construction Administration Assistance

** N.B. –

Applicants must address each category of work listed above in their application whether it is to be performed by in-house staff or by sub-consultant(s).

The members of the team for each of the categories of work listed above must be identified including the firm’s name, individual’s name and professional registration or license number.

Failure to address each category may result in the elimination of the applicant from consideration on this project.

Applicants should not list any consultants other than those for the categories of work listed above.

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

Agreement Period

The Town anticipates entering into a contract with the selected Consultant commencing on or about late

Summer/Fall 2025. The Town will contractually reserve the right to cancel the contract at any time. The agreement period for any contract or purchase order resulting from this RFP shall ultimately be as negotiated to the mutual agreement of the parties.

3. Additional Conditions

1. All those submitting proposals must be willing to adhere to the following additional conditions and must positively state this in the proposal. The proposer must certify that the personnel identified in its response to this RFP will be the persons actually assigned to the project. At its discretion, the Town may require the removal and replacement of any of the proposer's personnel who do not perform adequately, regardless of whether they were previously approved by the Town.

2. All subcontractors hired by the proposer awarded a contract or purchase order as a result of this RFP must have prior approval of the Town prior to and during the agreement period.

3. Any contract or purchase order resulting from this RFP process will represent the entire agreement between the proposer and the Town and will supersede all prior negotiations, representations or agreements, alleged or made, between the parties. The Town shall assume no liability for payment of services under the terms of the contract or purchase order until the successful proposer is notified that the contract or purchase order has been accepted and approved by the Town. Any contract resulting from this RFP may be amended only by means of a written instrument signed by the proposer and signed by the designated Town Representative.

2. RIGHT TO AMEND OR TERMINATE THE RFP OR CONTRACT

The Town may, in its sole discretion, clarify, modify, amend or terminate this RFP if the Town determines it is in the Town’s best interest. The Town has the right to extend the RFP Open Date no later than four (4) business days prior to the scheduled RFP Open Date, via Addendum, if determined it is in the Town’s best interest. In the event that an insufficient number of qualified bids are received by the RFP Open Date, the Town may terminate and re-post the RFP if determined it is in the Town’s best interest. All such actions shall be affected by a posting on the Town’s website, www.berlinct.gov. Each proposer is responsible for checking the

Town’s website to determine if the Town has issued any addenda and, if so, to complete its proposal in accordance with the RFP as modified by the addenda.

If this RFP provides for a multi-year agreement, the Town also reserves the right to terminate the Contract at the end of the last fiscal year for which funds have been appropriated, and the Town shall have no obligation or liability to the successful proposer for any unfunded year or years.

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

Evaluation Criteria

The following specific criteria are expected to be among those utilized in the selection process. They are presented as a guide for the proposer in understanding the Town’s requirements and expectation for this project and are not necessarily all inclusive or presented in order of importance.

• The background experience, and strength of the Proposer in providing similar services elsewhere, including the level of experience in working with other Connecticut municipalities of similar size, and the quality of services performed, either for other school systems or other municipalities, or both.

• The Proposer’s responsiveness and compliance with the RFP requirements and conditions to provide the services requested.

• A review of references provided with the Proposal, and administration of prior contracts.

• Competitiveness of proposed fee. The Town reserves the right to negotiate fees with the selected

Proposer.

The Town may elect to have the proposals evaluated by a committee as part of making a selection. If deemed necessary, the Town reserves the right to arrange for interviews/oral presentations as part of the selection process, which invitations for interviews may involve a short-listing of the proposals received.

If the proposer does not execute the Contract within ten (10) business days of the date of notification, unless extended by the Town, the Town may call any proposal security provided by the proposer and may enter into discussions with another proposer. The Town will post the Notice of Award on the e-Procurement Portal, https://procurement.opengov.com/portal/berlinct.

The Interview and Contract Execution dates in Key Dates are anticipated, not certain, dates.

Title: Architectural & Engineering Assessment, Design and Construction Administration Services for Renovations to Demore, Dinda, Bittner Jr.

Proposal Submission

1. Respondent Submittals (without Cost)*

Please Upload your COMPLETE proposal excluding pricing here, including any required information listed in the solicitation and the corresponding attachments as well as company information and background.

*Response required

2. Price Proposal*

Please download the below documents, complete, and upload.

• Bid_Form.pdf

*Response required

3. Provide 3 References *

Each reference must include:

Business Name, Address, City, State, Phone Number, Email Address, and an Individual Contact Name and

Position

*Response required

4. Certificate of Insurance*

If awarded, vendor MUST provide an updated COI naming the Town as an additional insured at the time of contract signing as well as sending updated COI's while still on the job.

*Response required

5. W-9*

*Response required

6. Proposal Confirmation*

I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company. Pursuant to and in full compliance with the RFP, the undersigned certifies this proposal is submitted without collusion and all responses are true and accurate. If awarded this proposal, it is agreed that this forms a contractual obligation to provide services at fees specified in this Proposal, subject to and in accordance with all instructions, conditions, requirements contained in the documents, including addenda, which are made part of this proposal.

☐ Please confirm

*Response required https://government-project.s3.us-west-2.amazonaws.com/183678/78b9875c-da43-456c-9fbb-fe49e45da048_Bid_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4BL6YG4D4%2F20250904%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250904T125056Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEPT%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIGja5sxcbHvLh1rvqkCmUkN7VcRywS7R%2BVAJkuf%2FhZ%2FuAiEApDo7jFyfOUnt1PlG8GQUsnNz96FkWwuDEK9jyhKwzg0qigUIXRACGgw4OTIzNjQ2ODc2NzIiDKsghoJw5TkJEVBEmirnBJlvQjmf6X8Hy21rac1iOBnecwSpztWU4tKCRhblzveBEOyiDjjJQFmnhkSaDLrWVnbCx2Hbq1xazYkkCfHVWcTeaOBP0X9va4RpfJ0VH1iCIMxHi%2FCkAA6EVJW%2BEMZ7%2F49Hn4Ic7HEPZV9Vdg0H3R25SMcWU4aGYN5RkLH1tkXPfcUuMURZIux16InSZZU%2BfHz99f0%2Bn6iEBCZZyoYALb0KWcF48vhmjV2%2Bm2OpuHt7X5hOKHAC0aB3Opqxx4VTF2qpbfJd%2BH2MFvreoYzHMX3lXgKhSO6cBVV1f%2BKCjWkd3v6vCkZdlnRn%2Fh9hD6ogQJazDfGmiuvgcvpthr0PmOBv%2FzMULZPX86pQ6%2BumwtvJTKP7jaZWrLx1OqyzT8ERGUleYMXtEaAkAzAtpZpEm3KUfo7Sc4VBlSR5jaI%2FjRMWKeYHkAvltI8ljY9HZ1vfXdR3xjS%2FQC7mp0gS9oRetvpOCTacI%2Bd2G6SK6NwU3iV7jzwYMAGuh51rd5y4lxlM5G9UkYi1lQyyGBJYJV%2BArx%2B8P9G0s1cvdyU6fE1Fgdhu2P5hXnQ7Ec5Hm5cbdyjxHxbdrqTcBzrcQ%2FRZq5NCWbTG6X2Gure3nsEsMRFEtxtu8dgK%2FjxbziAHYHN2QbBxvZKpUQROFtMlGE7C5F7QMZLF7e97V5t9JUJ2vrWejrcRrIxPa9FAwN4vn2Py6Hjvk%2FcxH%2FCTOljQmexzeXtUdPxA1caAWFr8VqVdEwotUElM15xssYoXguutFz%2BMO%2By1c8NI2zWLzBP6AdDvvKoXEm40wHu455%2BnLTVJB8K2dbWsCrLfhYGo8DCW9%2BXFBjqbAevyNZv4mImngxOU176hcUBVuu6yQOohhTyHab7WQqtkUiADIEeViyYevHm2%2BDcnKZoCMZu3LLGMufd%2FuFyfNK%2BNFRcE8YzNgdo6YbagNEAe00vPf15QEC0Z01alxxMu7VLdT6B%2FN6z%2FmRBMXRwp6uvgYOse%2BlzDuP0ije4GRJLDdLIcMFRbT7zdJoVQ6%2FMy4JuuMznYQQvOpERZ&X-Amz-Signature=7e88622726ef5dd4d3a6e8e3585a06b36c21f6ea3a56484ce67f4ff7c6eec8de&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Bid_Form.pdf%22&x-id=GetObject