Design_Services_for_Soccer_Fields_(Addendum_#1_Revision).pdf

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

City of Meriden

Purchasing Department

142 East Main St. Room 210

Meriden, CT 06450

DESIGN SERVICES FOR SOCCER FIELDS

Project ID: RFQ/P026-21

RELEASE DATE: April 10, 2026

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

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

Request For Proposal #RFQ/P026-21

Title: Design Services for Soccer Fields

Table Of Contents

1. LEGAL NOTICE

2. INFORMATION TO PROPOSERS

3. SCOPE OF SERVICES

4. EVALUATIONS/QUALIFICATIONS

5. VENDOR SUBMISSION FORMS

Attachments:

A - Professional_Services-_Sample_Agreement

B - CHRO

LEGAL NOTICE

REQUEST FOR QUALIFICATIONS/PROPOSALS

The City of Meriden is accepting electronic proposals for:

Design Services for Soccer Fields

The City of Meriden is seeking to engage the services of qualified, certified and licensed Firms to provide

Design, Environmental, and Engineering Services for the construction of two (2) Artificial Soccer Fields at 208

Lewis Avenue, Meriden, CT 06451.

Proposals with qualifications shall be submitted as electronic responses per specifications obtained via the City eProcurement Portal: https://procurement.opengov.com/portal/meridenct and on the State of Connecticut

Department of Administrative Services website (https://webprocure.proactiscloud.com).

Proposals/Qualifications may be received up to but not later than 11:00 am, Friday, May 1, 2026 via the City eProcurement Portal located at https://procurement.opengov.com/portal/meridenct. The City eProcurement

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. Please submit electronic responses via the City eProcurement Portal:

https://procurement.opengov.com/portal/meridenct by way of the eProcurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

A Mandatory Site Inspection will be held on Thursday, April 16, 2026, 10:00 am at 208 Lewis Avenue, Meriden CT, 06451.

The Consulting Architectural firm will be required to provide any necessary survey and environmental documents. Firms responding to this request should be of adequate size and sufficiently staffed to perform the assignments briefly described herein.

The Consulting Architectural/Design firm will be evaluated and selected based on and technical competence, qualifications of staff, the capacity and capability to perform the work required, past record performance, knowledge of Federal, State, and Municipal procedures and proposed rates and fees. The right is reserved to reject any or all proposals, in whole or in part, to award any item, group of items, or total proposal, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden. No proposer may withdraw its proposal within ninety (90) days of the date of the opening.

The City reserves the right to reject any or all proposals and may waive any informality.

The City of Meriden is an Affirmative Action/Equal Opportunity Employer. Disadvantaged, minority, small, and women business enterprises are encouraged to respond.

Rawle Dummett Purchasing Officer City of Meriden, CT 06450-8022 Dated: April 10, 2026 https://procurement.opengov.com/po1tal/meridenct https://webprocure.proactiscloud.com/

INFORMATION TO PROPOSERS

1. SUMMARY

The City of Meriden is seeking to engage the services from qualified, certified and licensed Engineering Firms to provide Environmental, Engineering and Design Services for the construction of two (2) Artificial Soccer

Fields at 208 Lewis Avenue, Meriden, CT 06451, which together totals 40000 Square feet and sits on 3.6 acres of land.

Participating firms must demonstrate substantial experience providing similar services, and experience with CIF and State of Connecticut school construction funded projects.

2. TIMELINE

Release Project Date: April 10, 2026

Pre-Proposal Meeting (Mandatory): April 16, 2026, 10:00am

208 Lewis Avenue Meriden, CT 06451

Question Submission Deadline: April 24, 2026, 4:00pm

Response Submission Deadline: May 1, 2026, 11:00am

Anticipated Interviews : May 15, 2026

142 East Main Street 2nd Floor - Council Chambers Meriden, CT 06450

3. PROPOSAL PROCEDURES

The City will only be accepting electronic submissions of proposals. Please submit electronic responses via the

City eProcurement Portal: https://procurement.opengov.com/portal/meridenct. By way of the eProcurement

Portal, responses will be locked and digitally encrypted until the submission deadline passes. Proposals are due for submission no later than 11:00 am, Friday, May 1, 2026.

4. PROPOSALS/QUALIFICATIONS

A. Proposals shall be submitted in two sealed parts: Qualifications; Part A and Fees/Proposal; Part B.

B. Proposals must be made out and signed in the corporate, or other, name of Proposer, and must be fully and properly executed by an authorized person.

C. Proposals received later than the time and date specified will not be considered.

D. Amendments to or withdrawal of Proposals received later than the date and time set forth in the proposal opening will not be considered.

5. REQUIREMENTS

A checklist of requirements for use by the submitting firm. Inclusion of the checklist with the Statement of

Qualification is required.

1. Letter of Interest

2. Copy of architectural/engineering licensure by Connecticut Department of Consumer Protection, a copy of the lead firm and all proposed sub- consultants and a list of similar projects completed (5 minimum shall be provided).

3. Profile of the lead design firm. Profile shall include:

• Resume of principals as well as firms brochure.

• Resumes of lead architect/engineer, and staff designated to the project. Include a brief description of the role of each key staff member.

• Geographic location of the design team.

• Description of equipment, facilities and other resources assigned to this project.

• Statement of financial condition of the firm and the ability to appropriately finance the required efforts for a project of this size and scope.

4. List of sub-consultants and roles. Provide the names and addresses of each sub-consultant, or “inhouse” if self-performed by the lead design firm. Include previous working experience with each subconsultant.

At a minimum, provide the following sub-consultants:

• Landscape Architect

• Environmental/Geotechnical Engineer

• Civil Engineer

• Structural Engineer

• Surveyor

• MEP Engineer(s)

• List of projects completed with the proposed design team.

5. List a minimum of five completed projects that are similar in size and scope to this project.

Information for each project shall include the following:

• Project name, location and owner.

• Owner’s representative including contact information. Note: Owner’s representative may be contacted for a referral during the review process.

• Town manager

• 100% design/construction estimate with base bid and alternates (if applicable).

• Contract base bid award amount with accepted alternates (if applicable)

• Final construction amount.

• Original design fee including services during construction.

6. Include the firms, and consultants, current workload (projects in design and or construction with anticipated completion dates)

7. Please provide three (3) professional references.

8. Include Litigation History

6. EXAMINATION OF DOCUMENTS

Proposers are to examine all documents and visit the site in order to make a thorough examination of the conditions so that they may familiarize itself with all of the existing requirements, conditions, and difficulties that will affect the execution of the work in order to determine the amount of work necessary to carry out the true intent of the specifications and work shown on the drawings.

The City of Meriden and its agents do not have any responsibility for the accuracy, completeness, or sufficiency of any proposal document obtained from any other source other than from the City eProcurement Portal:

https://procurement.opengov.com/portal/meridenct. Obtaining documents from any other source(s) may result in obtaining incomplete and inaccurate information. Obtaining documents from any other source may also result in failure to receive any addenda, corrections, or other revisions to the documents that may be issued.

No request shall be honored if such request is made less than seven (7) calendar days prior to the date fixed for the opening of proposals. Any and all such interpretations, and any supplementary instructions, will be in the form of a written addenda to the specifications which, if issued, will be made available via the City eProcurement Portal, located at https://procurement.opengov.com/portal/meridenct for addenda. Failure of any proposals to receive any such addenda shall not relieve any proposals from any obligations under its proposal as submitted.

Proposers shall submit all inquiries regarding this proposal via the City eProcurement Portal, located at https://procurement.opengov.com/portal/meridenct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City eProcurement Portal. Proposers may also click “Follow” on this document to receive an email notification when answers are posted. It is the responsibility of the proposer to check the website for answers to inquiries.

7. AWARD OF CONTRACT

The Purchasing Officer reserves the right to reject any or all proposals or parts thereof for any reason, to negotiate changes to proposal terms and to waive minor inconsistencies with the RFP/RFQ. The Purchasing

Officer reserves the right to make a selection on the basis of qualifications, experience in providing similar services elsewhere, the proposal’s responsiveness to the Request For Proposal/Qualifications requirements; and to negotiate a contract with the Consultant(s).

The contract will not be awarded to any corporation, firm, or individual which/who is in arrears to the City of

Meriden by debt or contract, or who is in default as security or otherwise by any obligation to the City of

Meriden.

The right is reserved to reject any or all proposals, in whole or in part, to award any item, group of items, or total proposal, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden.

8. TAXES

The City of Meriden is exempt under Connecticut General Statutes from the payment of the excise taxes imposed by the federal government and the Sales and Use Tax of the State of Connecticut; such taxes should not be included in the proposal price. Upon request, exemption certificates will be furnished to the successful

Proposer.

9. FAIR EMPLOYMENT PRACTICES

The Contractor shall agree that neither it or its subcontractors, except in the case of a bona fide occupational qualification or need, to refuse to hire or employ or to bar or to discharge from employment any individual or to discriminate against such individual in compensation or in terms, conditions or privileges of employment because of the individual's race, color, religious creed, age, sex, gender identity or expression, marital status, national origin, ancestry, present or past history of mental disability, intellectual disability, learning disability, physical disability, including, but not limited to, blindness or status as a veteran. The aforementioned terms are obtained from Connecticut General Statutes Section 46a-60, et seq., entitled “Discriminatory employment practices prohibited,” as amended.

10. NON-COLLUSION STATEMENT

Each proposer submitting a proposal to the City of Meriden for any portion of the work contemplated by the documents on which bidding is based shall execute and attach thereto the sworn Non-Collusive Statement, to the effect that the proposal has not colluded with any other person, firm, or corporation in the submission of the proposal/qualifications.

11. FORM OF AGREEMENT BETWEEN CITY OF MERIDEN AND CONSULTANT

The Agreement for the work will be via Purchase Order and Standard Professional Services Construction

Agreement with EJCDC Agreement.

12. CITY OF MERIDEN CODE OF ETHICS

The City of Meriden has adopted a Code of Ethics located in Chapter 21 of the Code of the City of Meriden, sections 21-1 through 21-15, inclusive, which are expressly incorporated herein by reference. The terms of the

Code of Ethics shall constitute a part of any contract or agreement entered into by the City of Meriden as a result of this proposal as if those terms were fully set forth in such contract or agreement.

Proposers are specifically advised that the Code of Ethics prohibits public officers and employees, as well as their immediate families and businesses, with which they are associated from participating in any transaction which is incompatible with the proper discharge of official duties or responsibilities. Proposers are also advised that the Code of Ethics contain provisions with respect to paid contractors and former employees and officials.

PROPOSERS SHOULD NOTE THAT PROPOSALS, CONTRACTS, AND AGREEMENTS ENTERED

INTO OR AWARDED IN VIOLATION OF THE CODE OF ETHICS ARE VOIDABLE BY

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MERIDEN.

Copies of the Code of Ethics may be obtained from the office of the City Clerk or may be found online on the

City of Meriden’s website.

13. ASSIGNMENT OF CONTRACT

No contract may be assigned without the written consent of the Purchasing Officer or designee.

14. PERMITS

The Contractor shall be responsible for obtaining any and all necessary permits required by the City of Meriden prior to the commencement of work. The Contractor may contact the City of Meriden Building Department for permit information at (203) 630-4091. For all other required permits, contact the City of Meriden Engineering

Department at (203) 630-4018.

15. PRICE AND PAYMENT

The City of Meriden is exempt from the payment of the excise taxes imposed by the Federal government and the Sales and Use Tax of the State of Connecticut under Connecticut General Statutes; accordingly, such taxes shall not be included in the pricing.

The City of Meriden, unless stated otherwise in the documents or Contract, will make payment to the

Contractor not less than thirty (30) days following completion of services.

16. INSURANCE

The successful consultant shall be required to provide a Certificate of Insurance denoting general liability, automobile liability, workers compensation liability, and other coverage required by the City’s Risk Manager.

17. LICENSES AND CERTIFICATIONS

The successful firm(s) shall ensure that any appropriate licenses or certifications required by the State of

Connecticut are maintained for the duration of the project. The firm must meet all municipal, state and federal affirmative action and equal employment opportunity practices.

18. TERMS AND CONDITIONS

The selected consultants must have the capability to provide the City of Meriden with expertise in performing other functions, such as, but not limited to, preparation of permit applications, liaison functions and clerical assistance. The following are some potential services which the selected Consultant may be required to provide.

It is also understood that the selected consultant will be required to complete all direct or indirect responsibilities associated with the assigned task so that the intent and desired goal of the City can be achieved.

These services may include, without limitation, reviewing drawings and specifications, providing individuals or sub-consultants with specialized knowledge, assisting in the preparation of legal proceedings, appearance before

Courts or Commissions, providing expert opinions, or conclusions as well as performing investigations of technical matters.

SCOPE OF SERVICES

PROJECT INFORMATION/EXPECTATION

1. The scope of the “Soccer Fields (2) Project” will likely include the following:

• Site Research and Investigation of Existing Utilities and Site Conditions

• Two (2) Game Soccer Field

• Practice Soccer Field

• Irrigation Systems

• Gravel Parking Areas

• Minimal Landscaping with addition of shade trees around the practice field.

• Accessibility access path to both paved parking stalls, and existing restrooms in building 800.

• Fencing along the roadways or as needed to protect the fields.

• Repurposing/repairs, and possibly relocation of an existing double modular building to be used as a temporary training/locker room for the soccer program.

• Phase I Soccer Fields Project cost estimate, generated by a qualified cost estimating firm in the local area that uses actual project costs of other projects to generate the cost estimate. If a Firm has the capability and expertise to provide an accurate estimate +/- 10 percent, using the actual local similar project costs, then this is also acceptable.

• Project Schedule

• Schematic Design

• Construction Documents (drawings and specifications)

• Colored rendering of the phase I soccer fields project scope

• Colored rendering of the entire sports complex.

• Rough Cost Estimate of each of the future sports complex phases.

• General Overall Plan showing each future phase of the Sports Complex

• DSA Submission and process support

• Contract Administration through Completion

• Additive Alternates to be designed and a cost estimate generated as part of the scope of this RFP and bid by the contractor as additive alternates to the base bid items above

1. Lighting around the game field, walkways, parking lot.

2. Bleacher pads and Bleachers. Seating: 300 sets for WCC, 100 for visitors

3. Electronic Scoreboard

4. PA announcement system

5. Restrooms

6. Concessions Building

7. Ticket Booth

8. Sports Fields Storage/Maintenance Building

9. Fencing around the game field

2. SUMMARY AND SCHEDULE OF WORK

The overall project schedule consists of completing the Scope of Work no later than September 15, 2026, as the city aims to have construction commence Fall 2026 and conclude on or before July 2027.

The designer selection schedule is as follows:

1. RFP Published: April 10, 2026

2. Qualifications Due: May 1, 2026

3. Evaluations: May 8, 2026

4. Interviews: May 15, 2026

5. Award: May 19, 2026

EVALUATIONS/QUALIFICATIONS

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications of the individual or Firm/Cost

Proposal Points Based 30

(30% of Total)

2. Applicant's previous experience with State funded projects and federal Labor

Standards/David Bacon.

Points Based 5 (5% of Total)

3. Demonstrated ability to meet project deadline. Proposed work schedule.

Timeframe for delivery of service.

Points Based 5 (5% of Total)

4. Demonstrated ability of key personnel and construction management experience.

Points Based 10

(10% of Total)

5. Similar projects completed within past five

(5) years.

Points Based 20

(20% of Total)

6. References of past clients. Points Based 10 (10% of Total)

7. Financial responsibility and stability Points Based 20 (20% of Total)

VENDOR SUBMISSION FORMS

1. NON-COLLUSIVE STATEMENT/AFFIDAVIT*

Please download the document, complete, have notarized and upload.

• Non-Collusive_Bid_Statement...

*Response required

2. TECHNICAL PROPOSAL*

Do NOT provide pricing information here!

*Response required

3. PRICE PROPOSAL*

*Response required

4. Additional Information https://government-project.s3.us-west-2.amazonaws.com/196784/702c7dfa-5aaa-4f75-8268-1eb67e4e69da_Non-Collusive_Bid_Statement.pdf