E2026-06 - SWPPP RFP.pdf

RFP E2026-06 1 8/5/2026

TOWN OF WINDSOR

Town Facilities SWPPP Design, Implementation Plan, Permit Registration and Monitoring

REQUEST FOR QUALIFICATIONS AND PROPOSALS

RFP/RFQ E2026-06

THIS IS NOT A REQUEST FOR BIDS AND THE TOWN RESERVES THE RIGHT TO NEGOTIATE AND

CONTRACT WITH ANYONE OR NO ONE IN THE BEST INTERESTS OF THE TOWN OF WINDSOR.

I. INTENT AND GENERAL INFORMATION

The Town of Windsor solicits proposals from qualified consulting firms to develop Stormwater Pollution Prevention Plans (SWPPP) in accordance with Connecticut Department of Energy and Environmental Protection Commercial Stormwater General Permit for the following locations:

1. Windsor High School – 50 Sage Park Road

2. Sage Park Middle School – 25 Sage Park Road

3. L.P. Wilson Community Center – 599 Matianuck Avenue

Available mapping for each of the sites are attachments to this document. The qualified professional is required to evaluate the existing information and ascertain the work needed to develop the SWPPP, Implementation Plan and Permit Registration, including but not limited to survey and design services and monitoring services. The scope of services can be found in Section III. If variations to this scope are suggested by the respondent, they should be clearly identified in the response submitted by the consultant.

All work performed under the contract between the Town of Windsor and the selected firm shall be under the direction of professional engineers and land surveyors licensed by the State of Connecticut.

II. SUBMISSION AND DEADLINE

Proposals must be received by 2:00 PM Wednesday August 26, 2026. Two (2) hard copies of the proposal and an electronic (PDF) copy shall be submitted to:

Jenna Zinky, P.E.

Town Engineer Engineering Department Windsor Town Hall 275 Broad Street Windsor, CT 06095

Questions regarding this RFP/RFQ may be directed to Jenna Zinky, via email at zinky@windsorct.gov and shall be received no later than six (6) business days prior to the deadline date, August 18, 2026, to allow for timely preparation and posting of addenda.

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The Town of Windsor reserves the right to answer any, all, or none of the questions that may be submitted. Any addenda shall be posted on the Town’s website. No oral interpretations shall be made to any respondent to the meaning of any portion of the bid documents.

III. SCOPE OF SERVICES

The selected consultant will provide comprehensive survey (as needed), environmental and engineering services for the preparation of base maps, implementation plans and permit registration services. The selected consultant must have sufficient staff to assure prompt delivery of services and completion of assigned tasks. Project staff must assign a Professional Engineer licensed by the State of Connecticut to be responsible for management, plan and permit registration.

The plans will be developed in conformance with the Department of Energy and Environmental Protection and the Town of Windsor Engineering Standard and Specifications. The consultant shall be responsible for the following scope of work:

A. Project Kick-off

1. Participate in a project initiation meeting with the town staff and stakeholders for the following purposes:

a. Review the Scope of Services and confirm the project goals, objectives and expectations.

b. Review the project guideline/standards for the areas of interest.

c. Refine the project schedule and project reporting protocol.

d. Discuss the project budget.

B. Data Collection and mapping/survey

1. Survey/plan preparation

a. Review the project area to become familiar with the existing conditions.

b. Develop mapping. Review all available existing mapping. Perform an existing conditions survey of the project sites if required for permit registration. The survey accuracy will be dictated by the requirements of the permit registration.

c. Wetland flagging is not anticipated.

d. Borings are not anticipated.

e. Limits of mapping/surveys are expected to be the Town properties of the sites. Any differing assumptions should be specified in the proposal submitted.

f. Supplement the existing conditions mapping with available information provided by the Town and utility companies regarding the location of subsurface utilities.

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g. Prepare a base map at an appropriate scale to be used as the basis for the project. Scale will be determined prior to commencement of mapping development.

C. Implementation Plan

1. Prepare implementation plans based on permit requirements and initial comments and input from the Town and stakeholders. The plans shall include:

a. Existing conditions

b. Hydraulic analysis as needed

c. Implementation plan

d. Erosion and sedimentation control implementation plan meeting 2024 Guidelines

2. Meet with the Town and stakeholders to review the implementation plans.

Assume one (1) meeting.

3. Prepare an opinion of probable construction costs for implementation features planned for the following 5-year period.

D. Permitting

1. Prepare and file SWPPPs by State published deadline of December 1, 2026.

2. Respond to comments from CT DEEP for approval of filing.

E. Monitoring

1. Monitor sites according to the developed SWPPP and provide the appropriate reporting to the Town for one year.

2. This Task may be renewed every year for up to five years.

F. Deliverables

1. Preliminary Implementation Plan Phase – The Consultant shall provide electronic (PDF) files for all plans (mapping) and reports for review and record.

2. Permitting – The Consultant shall provide plan sets as required by the permitting agency and digital documents for all applicable permit applications copying the Town with digital format documents.

3. Final Design for Review – The Consultant shall provide one (1) set of 24”x36” plans, reports, cost estimates and other supporting documentation plus an electronic copy (PDF) of all materials.

4. The drawing scales shall be determined prior to commencement of the project.

IV. TERM OF CONTRACT

The term of the contract to perform these consulting services will be as negotiated between the Town of Windsor and the selected Consultant. The anticipated time to

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complete the mapping is 60 calendar days. The anticipated time to complete the Implementation Plans is 60 calendar days. Permitting shall be submitted prior to the State’s filing deadline.

V. CONTRACT MANAGEMENT

The selected firm shall assign one qualified individual who will be the firm’s contact person, responsible for directing and coordinating the activities of the firm’s personnel and subcontractors in all aspects of the project.

The Town of Windsor reserves the right to reject any or all of the proposals submitted.

The Town of Windsor reserves the right to negotiate the cost of this proposal and to award the work to a firm other than the firm with the lowest cost, if it is in the best interest of the Town.

VI. PROPOSALS

The Town of Windsor will not be liable for costs incurred in the preparation of the response to this RFP/RFQ or in connection with any presentation before a Selection Committee.

Respondents shall submit as their proposal the following:

Organization and Content:

An original and one (1) copy of the proposal shall be submitted for review along with an electronic file (PDF).

A letter of transmittal addressed to Jenna Zinky, P.E., which includes a statement by the respondent accepting all terms and conditions and requirements contained within this RFP/RFQ and draft agreement.

Brief statement as to the firm’s/team’s particular abilities and qualifications related to this project; state in detail the firm’s/team’s understanding of the requirements presented in this RFP/RFQ.

Description of the project approach/methodology.

Brief description of similar projects. Include the year of design and reference contact information. Note: To be competitive in this phase of the selection process, firms should show that they have successfully completed similar projects since 2021.

Resumes of key personnel assigned to this project.

Anticipated schedule with project milestones.

Additional information, not included above, which you feel may be useful and applicable to this project.

Fee Proposal

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A cost proposal addressing the elements of the work to be performed. This proposal shall be in sufficient detail to include the task, number of hours, unit hourly rates and total proposal. Provide a separate cost for each of the three properties. The consultant shall indicate any and all costs that are considered necessary for the completion of the project.

Task E should be represented as a quantified assumed cost based on the consultant’s experience. The Town of Windsor may choose to renegotiate the monitoring cost once the amount of monitoring is determined by the SWPPP. Consultant shall provide one (1) hardcopy of the cost proposal. It shall be submitted in a separate envelope.

Proposals must be signed by an Officer of the Consulting Firm. Unsigned proposals will not be considered.

VII. CONSULTANT SELECTION PROCESS

The consultant will be selected on the basis of the following criteria:

Recent, relevant experience of the firm

The background, education, qualifications and relevant experience of key personnel to be assigned to this contract

References provided by the firm

Past performance for the Town of Windsor

The consultant’s proposed schedule for completion

A short-list of finalists will be developed based on qualification packages received and the above considerations. Fee proposals of the short-listed finalists will be opened and reviewed prior to selection.

The Town of Windsor may elect to meet with any, all, or none of the consultants prior to selection.

VIII. INSURANCE AND INDEMNIFICATION – SEE SAMPLE AGREEMENT

IX. ATTACHMENTS

1. Windsor High School

Windsor High School Site Layout plan 1974

Windsor High School Property & Topographic Survey 1999

2. Sage Park Middle School

Sage Park Middle School Property & Topographic Survey 1999

3. L.P. Wilson Community Center

L.P. Wilson Tennis Courts Site Layout Plan 1997

L.P. Wilson Field Improvements Grading and Drainage Plan 2015

L.P. Wilson Property Plan 1957