BUILDING_REPURPOSING_OF_MARY_CHENEY_LIBRARY.pdf

REQUEST FOR PROPOSAL

25/26-50

BUILDING REPURPOSING OF MARY CHENEY LIBRARY

Town of Manchester

Lincoln Center

Manchester, CT 06040

RELEASE DATE: April 6, 2026

DEADLINE FOR QUESTIONS: May 21, 2026

RESPONSE DEADLINE: June 1, 2026, 11:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/townofmanchester https://secure.procurenow.com/portal/%7bproject.government.code%7d

Town of Manchester

REQUEST FOR PROPOSAL

25/26-50

BUILDING REPURPOSING OF MARY CHENEY LIBRARY

I. INTRODUCTION

II. INSTRUCTIONS TO BIDDERS

III. STANDARD INSTRUCTIONS TO BIDDERS

IV. PROJECT DETAILS

V. INSURANCE AND INDEMNIFICATION REQUIREMENTS

VI. LIVING WAGE ORDINANCE

VII. EVALUATION CRITERIA

VIII. VENDOR SUBMISSIONS

Attachments:

A - Manchester Living Wage Certification

B - Main Street Historic District Map

C - Mary Cheney Library Facility Study - Friar Report

Request For Proposal #25/26-50 Title: BUILDING REPURPOSING OF MARY CHENEY LIBRARY

1. INTRODUCTION

1.1. Summary

The Town of Manchester is requesting proposals from established organizations or entities interested in occupying an iconic historic building within a visible, accessible public park in Downtown Manchester.

The Town Board of Directors' intent is to see the Mary Cheney Library building repurposed as a community asset and to bring renewed energy and vitality to the Downtown District. The Town seeks a use or combination of uses that will take advantage of the character of the location and space, while preserving the full exterior of the existing building. One proposal from a qualified entity or team in keeping with the preferred goals, objectives and uses outlined in this document will be selected.

1.2. Background

Manchester is a forward-thinking community of 60,000 residents and the commercial, entertainment and residential hub of the east-of-the-river Greater Hartford region. This Request for Proposals outlines important information regarding the site, the context for this project, the qualification documentation and other information to be submitted.

The project site is located at 586 Main Street, at the north end of Manchester’s vibrant Downtown district. The Colonial Revival style building was constructed in 1937 and expanded to its current 26,135 sq-ft in 1962. It has served the community as a public library for almost 90 years. The building itself is of primarily brick construction, with Palladian windows set into recessed brick arches. It is perfectly symmetrical, including the two wings flanking either side. A pediment caps the projecting front portico, overhanging stone steps and held up by Doric columns.

The Mary Cheney Library falls within the Main Street Historic District which runs from Center Street to

Eldridge Street (see attached map). The Main Street Historic District is considered a National Register

Historic District, listed on the National Register of Historic Places. While the building is not listed individually, it is listed as a contributing building to the larger district.

The building sits within Center Memorial Park, also known as Cheney Park. The park is laid out in an informal and romantic manner with winding paths and landscaping. The building shares a plot with the

Manchester Probate Court, which is also a contributing structure to the district. Center Park provides passive recreation opportunities along with an outdoor concert and theater venue, a hill often used for sledding during the winter and a green space for gathering and outdoor events. The park also offers opportunities to learn about the Town’s history including the Revolutionary War Memorial Fountain, Civil War Monument, and Spanish American War Monument can be found there.

Manchester’s Downtown is in the midst of a positive transformation, fueled by tens of millions of dollars in public and private funds over the past five years. While key incremental improvements have come steadily during that time, the Town’s efforts are about to be turbo-charged with a $50 million, 75,000 sf public library project soon to be completed. The new library will still be located on Main Street, several blocks to the south. The project envisioned in this RFP will occupy the site of the previous library building and is intended to both compliment and benefit from this generational public investment. In addition to public investment, the district has seen a marked increase in private downtown investment over the past several years. Most recently, a $40 million private mixed-use development has recently been proposed directly across the street from the new library. Investments of this scale have not been seen in over 100 years in Downtown Manchester.

Downtown is an authentic mixed-use district, the great majority of which was constructed in the late

1890’s and early 1900’s. Existing buildings occupy all or most of the lot area on which they stand and represent a well-preserved collection of Victorian era commercial architecture including Classical

Revival, Romanesque, and Queen Anne Revival styles. Main Street runs north and south from I-384 to

Routes 6 and 44.

Downtown has endured several shifts in retail activity to other areas of town, first to the Broad Street area with the development of the Manchester Parkade shopping center in the 1960's. The opening of the Buckland Hills Mall in 1989 began the rapid development of the Buckland Hills area into a superregional shopping, entertainment and residential destination. Despite these shifts, Downtown’s access to Interstate 384 and State Routes 6 and 44, its historic significance, unique architecture, central location and flexible zoning regulations have allowed it to continue to remain a viable center of activity in the community. Recent interest in supporting local businesses, downtown living, walkability and vibrant quality of life have burgeoned Downtown as a true, center of commerce, culture, and community.

Today, Downtown includes restaurants, specialty retail shops, and financial and personal service offices.

Newer businesses including Silk City Coffee, Urban Lodge Brewing, and the Firestone Art Studio and

Café, which have opened in recent years and along with older, established businesses, draw customers both locally and from the surrounding region. The Town-owned-and-operated WORK_SPACE is a unique co-working and meeting space with multiple public art galleries that hosts entrepreneurs and small businesses while driving additional visitors to the area. Downtown sits between two of Manchester’s historic neighborhoods and is served directly by I-384 Exit 4. The district also benefits from CT Transit bus service and currently has over 800 public parking spaces. In 2024 the Downtown area was officially designated by the State of Connecticut as a Cultural District. Additionally, the Town’s planned $20 million dollar streetscape improvement project will result in pedestrian and bicycle infrastructure improvements, additional outdoor dining opportunities and public spaces and amenities in the coming years. The project site will directly and indirectly benefit from these improvements. More information is available here: https://yourvoicemattersmanchesterct.com/downtown-manchester-improvements-project

1.3. Contact Information

Cora Narracci

Purchasing Agent

494 Main Street

Purchasing Division

Manchester, CT 06040 https://yourvoicemattersmanchesterct.com/downtown-manchester-improvements-project https://yourvoicemattersmanchesterct.com/downtown-manchester-improvements-project

Email: cnarracci@manchesterct.gov

Phone: (860) 647-3033

Department:

Planning

Department Head:

Gary Anderson

Director

1.4. Timeline

Release Project Date April 6, 2026

Pre-Bid Meeting (Non-Mandatory) April 21, 2026, 9:00am

Mary Cheney Library, 586 Main Street, Manchester, CT

Question Submission Deadline May 21, 2026, 4:00pm

RFP Opening Date and Time June 1, 2026, 11:00am mailto:cnarracci@manchesterct.gov tel:(860)647-3033

2. INSTRUCTIONS TO BIDDERS

2.1. ELECTRONIC BIDDING INFORMATION

Submitting Proposals

Specifications and proposal forms must be obtained online at Town of Manchester Procurement Portal

(opengov.com). The exclusive means by which all prospective bidders may obtain proposal packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.

Proposals may be received up to the deadline date and time listed in the solicitation documents, via the

Town’s e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The

Town of Manchester strongly recommends completing your response well ahead of the deadline.

Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal

(opengov.com)

Submitting Questions and Receiving Responses

Proposers shall submit all inquiries regarding this RFP via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-

Procurement Portal. Bidders may also click “Follow” on this RFP to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

When applicable, state bids will be considered for this service.

The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the

Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.

An Equal Opportunity/Affirmative Action Employer

2.2. BID OPENING INFORMATION

Proposals must be received by the date and time indicated in the bid documents.

2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.

2.4. GENERAL RULES

1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing

Authority may insert special instructions in any special contracts which are subject to competitive bidding.

2. The proposal is signed by the proposer with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this proposal.

3. The town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting proposal documents.

4.This proposal and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the proposer to download this information. THE TOWN OF MANCHESTER

WILL NOT MAIL A SEPARATE HARD COPY OF ADDENDUM TO PROPOSERS. Failure of any proposer to receive any such addendum or interpretation shall not relieve such proposer from any obligation under his RFP as submitted. All addenda so issued shall become part of the Contract Documents.

5. Proposal prices may not be withdrawn by bidder for 90 days after bid opening.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of proposals received later than the time and date set for submission deadline will not be considered.

7. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

8. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.

9. The Proposer, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.

10. Proposer shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to proposal prices when paid within the stated number of days in the proposal.

11. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the

OpenGov Portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any proposer or prospective proposer against the Town.

11A. The Town reserves the right to reject any and all proposals, to waive technical defects, and to make such awards including accepting a proposal, although not the lowest cost, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any proposal if the proposer, any officer of the proposer, or any other company owned in whole or in part by any officer(s) of the proposer, is delinquent in the payment of any taxes or fees owed to the Town. The

Town reserves the right to require a disclosure statement from the proposer listing the name(s) of all officers of the company.

11B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.

12. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the proposer to discharge a contract. The proposer shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any proposal if the proposer fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the proposal is conditional in nature.

13. Except where otherwise provided, a contract between the Town and a successful proposer shall consist of the Request for Proposal, Specifications, Plans, Proposal, and Acceptance by the Town and these Rules and Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.

14. All Requests for Proposal shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.

15. The Request for Proposal shall be made available on the Town of Manchester Purchasing Web Site via the OpenGov Portal.

16. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any proposal or proposals submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

17. In the event that any proposer wishes to protest the potential award of a proposal, the proposer must make it’s protest in writing, identify the protesting party, the RFP number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester

Purchasing Office, within FIVE (5) business days after the award decision.

18. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing

Department and the Town Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.

19. In the event that any protesting proposer wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the Purchasing Authority pursuant to paragraph 1 herein.

20.Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

21. All Awards shall be made by the Purchasing Authority.

22. The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal

Order 11246. By signing the Proposal form for this proposal, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.

23. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

24. Tariff Increases:

The prices set forth in this bid shall be firm and not subject to increase due to any new or increased tariffs, duties, or trade restrictions imposed after the bid submission date, whether by domestic or foreign authorities. The Seller assumes all risk and liability for any such increases and shall not pass on any additional costs to the Buyer unless agreed to in writing in advance.

Should the Seller seek an adjustment due to a material tariff change, the Seller must notify the Buyer in writing within ten (10) business days of the change, providing detailed documentation of the impact.

The Buyer reserves the right to reject any proposed price adjustment or to seek alternative suppliers if an acceptable resolution is not reached.

25. The Town reserves the right to reject proposals from companies that have on two or more occasions withdrawn their bids after bids have been opened.

2.5. Important Instructions for Electronic Submittal

Proposers shall create a FREE account with Open Gov Procurement by signing up at https://secure.opengov.com/portal/townofmanchester. Once you have completed account registration, browse back to this page, https://procurement.opengov.com/portal/townofmanchester and click on

"Submit Response", and follow the instructions to submit the electronic bid.

2.6. Instructions to Bidders

In accordance with the provisions of the Town Charter, sealed proposals will be received through the

OpenGov Portal, not later than the date and time set forth above, for furnishing the commodities and/or services listed herein. Proposals must be executed in accordance with and subject to instructions and specifications contained herein.

3. STANDARD INSTRUCTIONS TO BIDDERS

3.1. Overview:

The Town of Manchester (Town) desires to engage a contractor to provide the services in support of the

BUILDING REPURPOSING OF MARY CHENEY LIBRARY.

Incorporated as part of the RFP are the #Attachments, #Scope of Work . The Project includes, but is not limited to, Invitation to RFQ/RFP, Instructions to Bidders, Supplementary Instructions to Bidders, RFQ/RFP Form, Standard Form of Agreement Between Owner and Contractor , General Conditions of the Contract for Construction , and Supplementary General Conditions of the Contract for Construction.

3.2. Description of Project:

BUILDING REPURPOSING OF MARY CHENEY LIBRARY

3.3. Services Required:

The Town reserves the right to award the contract to the contractor deemed to be in the best interests of the Town for the Project after review of the submissions received, not based solely on cost or any other specific factors.

3.4. Qualification Requirements:

1. Firm Description – Provide a description and brief history of the firm. Name firms, location of principal and branch offices; length of time in business; and firm ownership structure.

2. Related Experience – Please provide a list of all projects currently in progress and completed over the last five years. The description should at a minimum provide the project name, location, year of completion, type of contract, renovation cost, size, owner name and reference with telephone number.

3. Organization and Staffing – Provide an organization chart for staff proposed for this project which clearly identifies your proposed management staff for the project (Project Executive, Project Manager, Project Superintendent, etc.). Also include detailed resumes for each person identified.

4. Typical Project Approach – Provide description of services your firm will utilize during each phase of the project to ensure the project is completed on schedule and within budget.

5. Litigation/Arbitration – List information on (a) any involvement in litigation or arbitration with municipal clients; and (b) all clients that have terminated your services prior to completion of any project within the past ten (10) years. Explain circumstances that led to it and describe the resolution.

6. Insurance – Contractor/ Vendor shall agree to maintain in force at all times during the contract the following minimum coverages and shall name the Town of Manchester as Additional Insured on a primary and non-contributory basis to all policies except Workers Compensation.

7. Additional Information – Any other information that, in the judgment of the General Contractor, may allow the Town to make a fair assessment of the experience and abilities of the Contractor.

https://procurement.opengov.com/portalownofmanchester/projects/23771?section=187364 https://procurement.opengov.com/portalownofmanchester/projects/23771?section=187367

4. PROJECT DETAILS

4.1. Project Objectives

The Town is seeking proposals to repurpose and occupy the former Mary Cheney Library building into a new use or uses. The new user will commit to repurposing the interior of the building and taking responsibility for future occupation and maintenance. The Town seeks a qualified entity to either purchase the building outright or enter into a long-term lease of the property and repurpose it into a use or uses that are compatible with the Town’s goals and objectives. Any proposed use or uses must add to the overall vibrancy of Downtown. Uses that are allowed by right or Special Exception in the RA zoning district include: Educational Institution or Facility; Municipal Building or Facility; Child Care

Center; Single or two-family home. The Town is open to other uses that may require a change to the zoning regulations or zoning map. The selected reuse will make the space a community asset and provide accessibility, energy and vitality to the location and the Downtown area.

4.2. Project Requirements

Because of this property’s location and history, the following are required in any proposed repurposing of the building:

1. The proposal should seek to preserve the historic architectural character of the building. Minimal or no changes should be proposed to the exterior of the structure. Necessary changes to the interior of the building are expected but maintaining interior historic features is highly encouraged.

2. Any proposed changes to the building and site design should conform generally to the Downtown

Manchester Architectural Design Guidelines and enhance the unique historic character of downtown.

Changes to the adjacent parking areas may be proposed but no changes to the park will be considered.

3. It is desirable for the proposed use to have a connection to Downtown businesses and/or art and cultural events, as well as allowing for some portion of the property to be available for community use.

The Town is open to occupying a portion of the building for public use.

4.3. Desirable Elements

The following are not required in any submission but will be viewed positively by the review committee:

1. The inclusion of public art and cultural use or uses.

2. Some use or uses that will spill out into the public realm and connect with activities and events taking place in Center Memorial Park and the Downtown district.

3. A use or uses that will serve as an anchor at the north end of Downtown and draw additional visitors to the district.

4.4. Financial Structure

The following are the basic guidelines for the transfer or sale of any real property located within the

Site:

https://ecode360.com/MA2034/document/753199705.pdf https://www.manchesterct.gov/files/assets/public/v/1/planning/documents/final-manchester-adg-june-21-2019.pdf https://www.manchesterct.gov/files/assets/public/v/1/planning/documents/final-manchester-adg-june-21-2019.pdf

1. The Town prefers a ground lease arrangement, in which the building is leased and maintained by the occupant, but the Town maintains ownership of the underlying land. However, the Town is open to other ownership/lease agreements. The Town will consider which system is in the best interest of both the Town and the user.

2. The chosen entity will be required to enter into a long term lease or purchase and sales agreement with the Town of Manchester, which will include but not be limited to provisions regarding retention of parking, building design standards, investment commitments, implementation schedule, reversion of title for failure to perform and transfer of development rights. Any agreement will be filed on the land records of the Town of Manchester. The chosen entity shall complete the lease or purchase of Town owned building in accordance with an agreed upon development plan and schedule. The Town will be looking to accomplish the goals of the project as quickly as is reasonably possible.

3. Any proposal should include clear, detailed financial information on how the organization plans to implement and fund its proposed project.

4.5. Submission Requirements

Respondents should provide a clear statement of interest including a general recognition and acknowledgement that their interest is predicated on the basic goals and objectives as articulated by the

Town for the Site. The response should include information on the Project Team, including but not limited to:

• Organization/Entity and lead team member

• Structure of organization

• Principal or CEO

• Authorized contact person(s) & title

• Other project team members and responsibilities

• Telephone, physical and e-mail address and website

B. APPROACH AND PROPOSED TIMELINE

In order to better understand and appreciate each respondents’ approach to the project the Town requests a narrative statement conveying specifics on how the proposed repurposing will realize the

Town’s goals. The purpose of this statement is to better understand the creative qualities the respondents bring to the project and provide insight into the differences between and among teams.

A detailed timeline for the project should be included. The Town is flexible on the timing of the project but would like to see the building occupied as soon as possible.

C. FINANCIAL CAPABILITIES

Present evidence that the organization has the financial capability to carry out the proposed commitments. The preferred evidence consists of the audited financial statements for the two most recent years, a project proforma and detailed information on proposed financing sources. Other evidence including available capital and access to other resources may be submitted at the organization’s discretion.

If desired his information may be submitted confidentially and under separate cover.

D. PROPOSED OWNERSHIP STRUCTURE AND REQUESTED INCENTIVES

Describe in detail the team’s proposed financial structure of any agreement. If the organization proposes to purchase the building, please include a proposed purchase price. If the organization proposes a lease, please describe in detail what the lease arrangement would be including the proposed term and lease payment. Include a description of what financial or other assistance would be required of the municipality. Please outline in as much detail as possible the type of assistance being requested. At a minimum, please submit:

• Plan for capital improvements to the building

• Any proposed funds to be raised and plans for doing so

• Proposed financial structure and amounts for proposed lease or purchase

• Plan for funding regular maintenance to the building

• Any assistance or participation being requested of the Town

E. DISCLOSURES

Please disclose any current or past legal proceedings relating to the organization and its leadership the

Town should be aware of.

4.6. Review Procedure

Responses to the Request for Proposals will be reviewed by the project review committee. Following the review of responses, the Committee may elect to interview some or all the respondents or may otherwise seek clarification or amplification of the materials. Upon completion of the review, the

Review Committee will make its recommendation to the full Board of Directors, Manchester’s legislative body. The recommendation may include:

1. Rejection of all submittals

2. Invitation to one or more respondents to an interview with the full Board

3. Selection of one or more respondents to enter into exclusive negotiations

4.7. Site Visit

All interested parties are welcome to participate in a walk through and tour of the building at 9am on

Tuesday, April 21, 2026.

5. INSURANCE AND INDEMNIFICATION REQUIREMENTS

5.1. GENERAL CONDITIONS:

Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first, the contractor will provide, pay for, and maintain in full force and effect the insurance outlined here for coverage’s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/ independent insured’s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.

A.

Certificates of Insurance: The contractor will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage’s required here are in effect and specifying that the liability coverage’s are written on an occurrence (or claims-made where applicable) form and that the coverage’s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the General Services Department. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor’s obligation to maintain such insurance. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.

B.

Insurer Qualification: All insurance will be provided through companies authorized to do business in the

State of Connecticut and considered acceptable by the owner. Insurance Companies shall maintain a minimum A.M. Best rating of A-/VIII.

C.

Additional Insured: The policy or policies providing insurance as required, with the exception of professional liability and workers’ compensation, will defend and include the owner, directors, officers, representatives, agents and employees, and where applicable owner’s architects or engineers, as additional insureds on a primary and noncontributory basis for work performed under or incidental to this contract.

D.

Retroactive Date and Extended Reporting Period: Coverage, whether written on a claims made or occurrence basis, shall be maintained without interruption from the date of commencement of the

Work until date of final payment and then extended for an additional three (3) years from date of final payment.

If any insurance required here is to be issued or renewed on a Claims Made form as opposed to an

Occurrence form, the retroactive Date for coverage will be no later than the commencement date of the project. The Claims Made form will have an Extended Reporting Period of three years from the date of project completion. All Claims made policies cancelled or non-renewed and not replaced by a subsequent claims made policy will have an Extended Reporting period of three years from the date of cancellation or non-renewal.

E.

Subcontractors’ Insurance: The contractor will require each subcontractor hired by and/or employed by contractor to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor will furnish copies of certificates of insurance evidencing coverage for each subcontractor.

F.

Waiver of Subrogation: The contractor/subcontractor will purchase required insurance policies that shall be endorsed with a waiver of subrogation and all rights of recovery in favor of the Town, its officers, officials, agents and employees. The contractor will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.

G.

Indemnification/Defense/Hold Harmless: To the extent provided by law, the contractor shall indemnify, defend, and hold harmless the owner, officers, officials, agents and employees, and if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney’s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/ insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder.

5.2. INSURANCE LIMITS AND COVERAGE:

A.

To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions, and coverages of Insurance Services Office (ISO) policies, forms, and endorsements.

B.

If the contractor has self-insured retention’s or deductibles under any of the following minimum required coverage’s, the contractor must identify on the certificate of insurance the nature and amount of such self-insured retention’s or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductibles will be the contractor/ independent insured’s sole responsibility.

C.

Workers’ Compensation Insurance: With respect to all operations the Contractor performs and all those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry

Workers’ Compensation insurance as required by the laws of the State of Connecticut.

Employer’s Liability insurance shall be provided in amounts not less than:

$500,000 per accident for bodily injury by accident, $500,000 policy limit by disease; and

$500,000 per employee for bodily injury by disease.

D.

Commercial General Liability Insurance: With respect to the operations the Contractor performs and also those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Commercial General Liability insurance, including Contractual Liability, Products and Completed Operations, Broad Form Property Damage and Independent Contractors in an amount not less than $1,000,000 combined single limit, per occurrence, and $2,000,000 aggregate. Owner shall be included as additional insured. Per project aggregate to apply.

Notes:

If underground work is to be undertaken, each policy shall have coverage for and exclusions removed for “Explosion, Collapse and Underground” (“XCU”) hazards.

Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor or insured from the Fire Marshall.

E.

Automobile Liability Insurance: The Contractor shall obtain automobile liability insurance with a minimum limit of $1,000,0000 combined single accident, covering the operation of all motor vehicles, including those hired or borrowed, that are used in connection with the Project for all damages arising out of bodily injury to or death of all persons and/or injury to or destruction of property. This policy shall not be subject to an annual aggregate limitation.

F. Umbrella/Excess Coverage: contractor shall purchase and maintain umbrella/excess liability insurance with a limit of not less than $1,000,000 per occurrence/aggregate, covering all lines of insurance required by this contract. This coverage is required to sit above the underlying General Liability, Automobile Liability and Employer Liability part of the Workers Compensation policies. Depending on the scope and size of risk of the work to be performed, higher limits of coverage may be required.

G.

Owner’s and Contractor’s Protective Liability Insurance for and in the Name of the Town and/or State:

With respect to the Contractor’s operations and also those of its subcontractors, the Contractor shall carry, for and on behalf of the Town and/or State for each accident or occurrence resulting in damages from bodily injury to or death of persons and/or injury to or destruction of property, with a minimum of

$1,000,000 per occurrence. Other Insurance Coverage That May Be Required:

• Professional Liability: Not less than $1,000,000 per claim and aggregate to be maintained for the duration of the agreement and three years following its termination.

• This insurance requirement applies when a contractor has a professional designation or license and/or is providing professional services. The minimum limit for architects and engineers is $1,000,000 per claim and in the aggregate and may be increased depending upon the nature of the services to be provided to Owner.

• Cyber Risk Insurance: Not less than $1,000,000 per cyber incident to be maintained for the duration of the agreement and three years following its termination.

• This insurance requirement applies when a third party will be using, storing, or accessing private, confidential or protected information.

• Environmental Liability: Not less than $1,000,000 per claim and in the aggregate.

• This insurance requirement applies when a contractor will be performing environmental clean-up work (decontamination/remediation), will be working with hazardous substance or waste, or may have similar such exposures while performing work under the proposed agreement. Higher limits of environmental liability coverage may be required depending upon the scope of work.

** Exceptions to the above requirements are subject to the sole discretion of the Town of Manchester

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6. LIVING WAGE ORDINANCE

6.1. Living Wage Ordinance

This contract is subject to provisions of the Town of Manchester Living Wage Ordinance. A summary description of the ordinance and the certification form is attached. Bidders are asked to indicate on the attached Certification Form if your firm would be considered a covered employer. The Certification Form shall be returned to the Town with the proposal.

6.2. Summary Description for Vendors Regarding Manchester’s Living Wage Ordinance

Effective February 1, 2010, the Town of Manchester adopted a living wage ordinance. This Summary

Description is designed to provide any vendor bidding on a Town of Manchester contract with the key provisions of that ordinance. It does not contain the full ordinance.

LIVING WAGE REQUIREMENT:

The ordinance requires that companies awarded service contracts by the Town of Manchester exceeding $25,000 in any one fiscal year pay their Eligible Employees a living wage. Companies considered Covered Employers subject to this requirement are defined below. The Town of Manchester has determined that the contract resulting from this bid or Request for Proposals will be subject to the ordinance if the total contract value is $25,000 or more in any one fiscal year.

The living wage is currently calculated to be $17.78 per hour for employees that are provided comprehensive health care benefits, or $26.07 per hour for employees that are not provided comprehensive health care benefits.

The living wage and health benefit requirements are adjusted annually each July, effective July 1, 2010.

Companies will be required to pay the applicable living wage rate in effect during the term of their contracts.

COVERED EMPLOYERS AND EXEMPTIONS:

The ordinance requires that Covered Employers pay the living wage rate. Certain employers are excluded from paying the living wage rate. They are as follows:

Non-profit organizations as defined by the ordinance, and

Entities that employ less than 25 eligible employees.

ELIGIBLE EMPLOYEES:

Eligible employees are all permanent, full time employees of the company (defined as a normal work week of at least 30 hours), working in the State of Connecticut, not just those working on the Town contract. The following are not considered eligible employees for the purposes of the living wage requirement:

Employees with a normal work week of less than 30 hours.

Seasonal or temporary employees.

Employees under the age of 18.

Employees hired as part of a school-to-work program.

Students who serves in a work-study program or as an intern.

Trainees participating for not more than six months in a training program.

Employees enrolled in a governmentally funded vocational rehabilitation program.

Volunteers working without pay.

Employees exempted under Section 14(c) of the Fair Labor Standards Act due to disabilities.

Any person whose wage rate is subject to a federal or State of Connecticut statute or regulation mandating a prevailing wage rate.

EMPLOYER OBLIGATIONS:

Covered Employers are required to do the following pursuant to the ordinance.

Certify with the submission of their bid or proposal a) that they will pay the required living wage to eligible employees if awarded a contract, or b) that they are exempt from requirements of the ordinance, Upon award, covered employers shall provide the Town a sworn affidavit affirming that all eligible employees of the covered employer working in the State of Connecticut are receiving the living wage and health benefits required by this ordinance.

This sworn affidavit shall be provided thereafter on an annual basis within 30 days of a request being made by the Town if the duration of the contract exceeds one (1) year.

Notify their employees of their rights under the Living Wage Ordinance by posting a copy of the ordinance and other materials prepared by the Town of Manchester in locations where employees will see them.

Make best efforts to attempt to hire residents of the Town of Manchester for all new positions which result from a service contract subject to the ordinance.

PROHIBITED PRACTICES:

Covered Employers cannot decrease non-wage benefits (such as insurance, vacation, or pension) as a means of complying with the living wage requirements.

Covered Employers cannot retaliate or discriminate against any employee for making a complaint against the covered employer regarding compliance with living wage requirements.

ENFORCEMENT:

The Town may enforce the provisions of this ordinance by the imposition of fines, suspension of contract or declaring the Covered Employer ineligible for future contracts.

WAIVERS:

The ordinance provides for the waiver of certain requirements in the ordinance. However, no waivers will be considered until the bidding process has been completed and a contract has been awarded.

Requests for waivers must be made by the Covered Employer, in writing, to the General Manager. The

General Manager shall submit the waiver request to the Board of Directors, which shall have the sole discretion as to whether it is granted.

The above is intended to be a summary of the requirements of the living wage ordinance as they affect covered employers and is provided for informational purposes only. Employers should read the entire

Living Wage Ordinance. It can be found online at www.manchesterct.gov Purchasing and click on Living

Wage Ordinance.

7. EVALUATION CRITERIA

The Town will evaluate all proposals deemed responsive to this request by a committee selected by the

Town of Manchester. Proposals will be evaluated by the Town based on the following criteria:

• Quality, clarity and responsiveness of proposal.

• Functional and Technical capabilities.

• Installation, implementation and training plan.

• Demonstrated performance of proposed system elsewhere, system maintenance, updating and ongoing technical support and references.

• Cost of software/and support.

If deemed necessary by the committee, the Town of Manchester reserves the right to shortlist the proposals received and arrange for interviews/ oral presentations to the committee as part of the selection process. Discussions, requests for additional information and negotiations may take place with the short list vendors to ensure clarification and to obtain a system that meets the requirements of this

RFP.

The Town of Manchester shall select the responsible and responsive Proposal which is determined by the Town to be the best suited, most advantageous, and provides the greatest overall benefit to the

Town on the basis of the criteria and evaluation factors included in this Request for Proposal. Cost shall be only one factor in the award decision. The Town expressly reserves the right to negotiate with the selected vendor prior to an award of any contract pursuant to this Request for Proposal.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Fit of the Organization and Proposed

Activities within the Fabric of Downtown Points Based 25

(25% of Total)

2. Potential to Increase Foot Traffic and Add

Vibrancy to Downtown Points Based 25

(25% of Total)

3. Financial Capabilities and Financing Plan Points Based 25 (25% of Total)

4. Proposed Structure and Requested Incentives

Including Proposed Purchase or Lease Price Points Based 25

(25% of Total)

8. VENDOR SUBMISSIONS

8.1. Proposal Requirements*

Please confirm that you have read and agreed with the entire RFP and related attachments (if any) including

A. General Conditions, if applicable

B. Special Provisions and Specifications, if applicable

☐ Yes

☐ No

*Response required

8.2. Firm Description*

Provide a description and brief history of the firm. Name of firm, location of principal and branch offices;

length of time in business; and firm ownership structure.

*Response required

8.3. Related Experience*

Please provide a list of all projects currently in progress and completed over the last five years. The description should at a minimum provide the project name, location, year of completion, type of contract, renovation cost, size, owner name and reference with telephone number.

*Response required

8.4. Organization and Staffing*

Provide an organization chart for staff proposed for this project which clearly identifies your proposed management staff for the project (Project Executive, Project Manager, Project Superintendent, etc.).

Also include detailed resumes for each person identified.

*Response required

8.5. Typical Project Approach*

Provide description of services your firm will utilize during each phase of the project to ensure the project is completed on schedule and within budget.

*Response required

8.6. Litigation/Arbitration*

List information on (a) any involvement in litigation or arbitration with municipal clients; and (b) all clients that have terminated your services prior to completion of any project within the past ten (10) years. Explain circumstances that led to it and describe the resolution.

*Response required

8.7. Insurance*

Contractor/ Vendor shall agree to maintain in force at all times during the contract the…