Berlin_Safe_Routes_to_School_Sidewalk_Project_(Addendum_#1_Revision).pdf

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Town of Berlin

BERLIN SAFE ROUTES TO SCHOOL SIDEWALK PROJECT

2026-04

RELEASE DATE: September 17, 2025

DEADLINE FOR QUESTIONS: October 10, 2025

RESPONSE DEADLINE: October 17, 2025, 10:00 am

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

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2026-04

Title: Berlin Safe Routes to School Sidewalk Project

Table Of Contents

1. Notice to Proposers

2. Introduction

3. Key Dates

4. Proposal Submission Instructions

5. Scope of Services

6. Evaluation Criteria

7. Proposal Submission

Attachments:

A - Sidewalk Map

Notice to Proposers

The Town of Berlin is seeking packages for Berlin Safe Routes to School Sidewalk Project from expert, qualified, and independent firms.

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 submissions received after the date and time noted in the timeline.

The Town reserves the right to amend or terminate this Request for Qualifications.

*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

Introduction

1. Intent

The Town of Berlin is requesting qualifications from qualified firms with significant experience to assist the

Town with a Berlin Safe Routes to School Sidewalk Project. The Town expects to select and contract with one firm to provide Berlin Safe Route to School Sidewalk Project Design services. Interested parties should make a submission in accordance with the requirements and directions contained in this RFQ. The Town may choose not to select any firm. The Town is an equal opportunity, affirmative action employer, 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 agreement with a vendor that will provide services efficiently, will accurately bill, and will provide high quality, flexible customer service to the Town.

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 $2.1

Billion and an operating budget of approximately $80 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 (3) years regarding the types of or similar services as those outlined in the introduction.

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

4. Scope of Services

After consultant selection, a scope of services to design and develop contract documents for the project will be developed in cooperation with the Town and the CTDOT consultant liaison. The scope of services for the project is anticipated be similar to what is required for a Federal aid project overseen by CTDOT, like projects within the Transportation Alternatives and similar programs.

5. Right to Amend or Terminate the RFQ

The Town may, in its sole discretion, clarify, modify, amend or terminate this RFQ if the Town determines it is in the Town’s best interest. The Town has the right to extend the RFQ Open Date no later than four (4) business days prior to the scheduled RFQ Open Date, via addendum, if determined it is in the Town’s best interest. In the event that an insufficient number of qualified submissions are received by the RFQ Open Date, the Town may terminate and re-post the RFQ 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 RFQ as modified by the addenda.

Key Dates

Release Project Date: September 17, 2025

Question Submission Deadline: October 10, 2025, 1:00pm

Proposal Submission Deadline: October 17, 2025, 10:00am

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 RFQ, 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 RFQ must be provided.

C. The following additional information shall be provided within each submission:

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 Detail 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.

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. 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 RFQ shall state and explain such exceptions. The Town may accept proposals which take exception to any requirements in this RFQ, 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 Qualifications.

Your proposal should be submitted through electronic bid submission on OpenGov no later than 10:00 am, Friday, October 17, 2025. The Town will not accept submissions by e-mail or fax. The Town will NOT accept late proposals.

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.

2. Questions and Amendments

All inquiries shall be submitted regarding this RFQ 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 proposer to check the website for answers to inquiries.

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

RFQ. 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 RFQ, 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 RFQ and any addenda issued by the Town. A proposer’s failure to have reviewed all information that is part of or applicable to this

RFQ, 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.

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 RFQ 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 RFQ, 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 after consultant selection in future negotiated lump sum prices.

Scope of Services

1. Summary

The project is funded by the Federal Carbon Reduction Program (CRP) administered by the Connecticut

Department of Transportation. The improvements include sidewalk installation to complete the connectivity of sidewalks in the vicinity of Willard and Hubbard Schools, enhancing the safety and convenience of residents, particularly those who drop off their kids at school. The project is located on the following six streets nearby near

Willard and Hubbard Elementary Schools:

Worthington Ridge 1,170 LF

Peter Parley Row 730 LF

Lower Lane 4,125 LF

Toll Gate Road 430 LF

Main Street, East Berlin 1,040 LF

Meadow Lane 1,545 LF

The consulting Engineering firm selected may also be required to provide survey, assist in permitting, prepare environmental documents, and perform construction inspection. The projected construction cost is expected to be in the range of $3,050,000. Firms responding to this request should be of adequate size and sufficiently staffed to perform the assignment described above.

The Consulting Engineering firm will be evaluated and selected based on design and technical competence, the capacity and capability to perform the work within the time allotted, past record of performance, and knowledge of Federal, State, and Municipal procedures, appropriately weighted in descending order of importance. The design fee will be negotiated on a Lump Sum basis.

Scope of Work: Berlin Safe Routes to School Sidewalk Project - Design Only

1. Summary

The Town of Berlin, Connecticut is seeking qualified consultants to provide comprehensive design services for the Safe Routes to School Sidewalk Project. The goal of this project is to enhance pedestrian safety and accessibility in the vicinity of schools by developing a safe and efficient sidewalk network. This solicitation focuses only on the design phase, which will include surveying, civil engineering design, environmental considerations, and the preparation of construction documents. The selected consultant will coordinate with local officials, stakeholders, and community members to establish a project that meets the needs of the residents and enhances the safety of school-age children. All work shall be done in accordance with CTDOT requirements and standard specifications (Form 819) as supplemented by Town of Berlin construction standards.

2. Detailed Specifications

The Consultant shall deliver a complete design package, which should include but not be limited to the following:

A. Site Survey and Assessment (Shall be done in accordance with applicable CTDOT manuals) o Conduct a topographical survey of the project area to identify existing site conditions.

o Document the locations of existing utilities, rights-of-way, and easements.

o Identify and assess any environmental constraints, including wetlands or protected areas.

B. Design Specifications (Shall meet CTDOT form 819 requirements) o Sidewalk Width: Minimum 5 feet wide with appropriate buffering from the street.

o Materials: Use of concrete sidewalks (per ASTM C94), and appropriate ADA compliant ramps at all intersections and crossings.

o Curb Ramps: Designed in compliance with the Americans with Disabilities Act (ADA) Guidelines.

o Traffic Control: Design should include necessary signage as per the Manual on Uniform Traffic

Control Devices (MUTCD).

o Drainage: Design for proper drainage solutions as per the Connecticut Stormwater Management

Manual, ensuring no adverse effects on existing systems.

C. Regulatory Compliance o All designs must comply with local and state building codes, zoning regulations, and safety standards as well as Federal, State and local permitting requirements.

o Consultant must ensure that the project meets the requirements of the Connecticut Department of

Transportation (CTDOT) standards for sidewalks and pedestrian access.

D. Public Engagement o Facilitate at least two public meetings to gather input from the community.

o Engage with school officials to ensure that the design meets the needs of students and families.

E. Construction Documents o Prepare detailed construction drawings, specifications, and all necessary documentation for municipal bidding and approval.

o Develop cost estimates for construction based on completed design plans.

o Coordinate with local government for the necessary permits and approvals.

3. Service Requirements

The selected Consultant shall provide the following services:

A. Project Management o Assign a dedicated Project Manager to oversee the project from start to finish.

o Provide regular updates to the Town of Berlin on project progress.

o Work collaboratively with municipal departments and stakeholders to address any project challenges.

B. Quality Assurance o Implement quality control processes to ensure adherence to design specifications and standards.

o Conduct peer reviews of design documents at key project milestones.

C. Documentation o Maintain thorough documentation of all meetings, designs, and stakeholder communications.

o Submit interim reports and final documentation in both digital and hard copy formats.

4. Conclusion

This Scope of Work is intended to provide the necessary framework for the Berlin Safe Routes to School

Sidewalk Project. It outlines the expectations for the design services to ensure that all projects meet the specific safety, accessibility, and regulatory standards set forth by the Town of Berlin and relevant authorities. The selected Consultant is expected to work collaboratively and transparently with all stakeholders and provide quality deliverables within the specified time frame.

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 RFQ requirements and conditions to provide the services requested.

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

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.

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. Architect Engineer Qualifications*

Please download the below Standard Form 330 documents, complete, and upload.

• SF330_Form.pdf

*Response required

3. Provide 3 References *

Each reference must include:

Business Name, Address, City, State, Phone Number, 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 RFQ, the undersigned certifies this proposal is submitted without collusion and all responses are true and accurate.

☐ Please confirm

*Response required https://government-project.s3.us-west-2.amazonaws.com/187928/78093f38-cfbd-421f-ac1e-cd09c2aa479d_SF330_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CO7N6YBJ%2F20251009%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251009T211101Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEQaCXVzLXdlc3QtMiJGMEQCIBUvUO0HzLSfYbsI9F7XWacNwqQPhKI%2F6ABZsBPdGvbUAiAV5PgkgQ0uMl1ujT4QWGHSPYkI7PWk9Z5XgnU9wrqmZCqTBQjd%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIML6JxrWV9eHhfx0rSKucERCB%2FjvrB7uZ9KXc0nks1TqTjRGV3NWg89KHbzp%2FIPp4e6%2Fudp8KX7J6Jsa4kf184ZEoNcXbAZnCafs1Y2iwUOuAuDFzkXWsNV7rzgwS9ugvFj738CTXfpiewsjWwCCCuzJQPxP%2FQWiy6S5QgBCbBy%2B44f6iOZjjPwBDgT38E%2FDuap61dHFUV2kDPwnbpoH0dV%2BbxZ39%2F%2Bsb1WZSCgKEdkOrXZ6Jfijr3sfCvIeLEWEmTY1D4faKGmFj%2BvA7R4THxDrds5p0tB12D048hkzcnPWNe%2BdHbxRCGNHBPBc%2Bb4FeRRFTDzuB6cXM6IqzqUyoLrFdfWhfUrDYAjolXU2CDqw4xiQFZW7jBZzYhKKAf5vgDCc9bjpSU8a79iFpdG2MLZhhpTj1qURx%2FdJ4U7PvcGtCXuJLMkKI0uIOjwpsgdIM%2F80QxGKrE2w4gZxPNgwcEEnyDqb3N3FrGBZQLFaZVNyVMGgjRM6kN9rDuYfIfnm5uDcnb6Fn5FJG66arg7aCVlylyhBxLy8POApAbDEtHDBk%2FrHzFDFNqAFZ248tlKhCz6007utlMjeISzXvla02xZkLb7w1c4Ip4dL%2BwPjOKRTAmGBYp3%2BiDmJnftYaApX%2BGW%2B7%2F4mwD4Fptlyy6BB27OpkBe%2FOn2vKLamWuwAr3LEDLqXCN2bXnoylLZck1W%2B%2Fd6jvRfjxrqxQ%2FR0VJ9nbXVMmZrqLSPbXm1wZkTppwtNsKKB0QUXjG%2BS8Wmb4cFyMLMZv0NBtkqcTno1PwU%2B5tN43UKiybYyraxLv%2FyskM3ZnRT2lLcJ7aLkOxljA8cBWCByyr%2BILxMPKioMcGOpwBn9B9gZyo3OZHm8kd7%2BDwL2WaACgLy4ficAaJYk8FmGJJZE34VkFg%2FysP53V3Gf3CItBlemszuOKFNQOsN1c9FUU8n5BkiXaZ179lzWK%2BzvYxxeOXOUFfxNLbnJKrH08v3qnggRml8xTH3dGDyMacOvvjxxpT81%2BAac8aUJQJiyK%2FPh0zZfo6d2XrVkPO%2F4tr1CPSuHiJeBeYYzOZ&X-Amz-Signature=ccfe988dbcc850680a09d63cfc1e214bce8babc63951662ae2bb1413a80ddb8d&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SF330_Form.pdf%22&x-id=GetObject