Jordan_Fire_House_HVAC_design_and_build_upgrades.pdf

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Town of Waterford

REQUEST FOR PROPOSAL

RFP# 26-016

JORDAN FIRE HOUSE HVAC DESIGN AND BUILD UPGRADES

RELEASE DATE: November 3, 2026

RESPONSE DEADLINE: December 3, 2026, 2:00 pm

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

Request For Proposal #RFP# 26-016 Title: Jordan Fire House HVAC design and build upgrades

Table Of Contents

1. SCOPE OF WORK

2. FORMAT OF PROPOSAL

3. QUESTIONS CONCERNING THIS RFP

4. QUALIFICATIONS REVIEW AND SELECTION PROCESS

5. EVALUATION CRITERIA

6. CHRO AND STATE FUNDING REQUIREMENTS

7. PRICE PROPOSAL AND COST BREAKDOWN

8. ACCEPTANCE PERIOD

9. ADDENDA TO THE RFP

10. THE CANDIDATE

11. ASSIGNMENT OF CONTRACT

12. FEDERAL, STATE AND LOCAL LAWS

13. RIGHT TO ACCEPT / REJECT

14. INSURANCE REQUIREMENTS

15. VENDOR QUESTIONNAIRE

16. Attachments

Attachments:

A - JordanFireHouse_HVACUpgrades_BuildingSchedule

B - Prevailing_Wage_Law (14)

C - Waterford_Jordan_HVAC_Sample_Contract - SSWBGG rev_ (002)

D - PERFORMANCE_BOND

E - Payment_Bond

1. SCOPE OF WORK

1.1. Project Objective

The Town of Waterford seeks a qualified design-builder to provide complete professional design and construction services for HVAC upgrades at the Jordan Village Fire Department, 89 Rope Ferry

Road, Waterford, Connecticut. Provide complete heating, cooling, ventilation, zoning, and controls for the spaces identified below. Include field investigation, engineering, permitting, procurement, demolition, installation, associated electrical and building work, testing, commissioning, training, and closeout. Maintain firehouse operations and emergency response access throughout the work.

1.2. Heating System Improvements

Replace the existing boiler and associated components necessary to provide a complete operational heating system. Identify the proposed fuel source and system configuration in the base proposal. Provide independently controlled heating zones serving the basement, two garages, first-floor offices, second-floor bunks/offices, and open hall. Verify existing distribution and identify piping, pumps, valves, terminal equipment, and controls to be replaced or retained.

Inspect equipment proposed for reuse and demonstrate its suitability for the new system. Include required repairs in the base price. Identify the proposed disposition of the existing oil tank, baseboard, garage heaters, and domestic hot-water equipment.

1.3. Cooling and Ventilation Improvements

Provide cooling for the second-floor hall. Replace the existing attic cooling equipment and associated ductwork and diffusers serving the affected spaces. Identify the rooms and areas served and show proposed equipment locations and distribution. Provide ventilation and exhaust necessary for the affected spaces and proposed system. Include condensate disposal, insulation, supports, service access, and weatherproofing required for a complete installation.

1.4. Controls and Electrical Work

Provide coordinated controls for all new equipment and required heating and cooling zones.

Identify the proposed control platform, operating sequences, temperature controls, and interfaces with retained systems. Verify available electrical capacity and include required circuits, disconnects, wiring, connections, and electrical modifications. Identify any required utility service changes in the proposal.

1.5. Associated Construction

Remove and lawfully dispose of equipment and materials being replaced. Include required equipment supports, pads, penetrations, firestopping, access provisions, ceiling and wall repairs, and restoration of disturbed finishes. Identify equipment and systems to remain, protect them, and maintain their operation during construction. Identify potential hazardous materials requiring investigation; do not assume their absence. Submit unresolved conditions as written questions before the inquiry deadline.

1.6. Design and Submittals

No existing drawings or equipment records are available. Field-measure and document conditions necessary to develop and complete the design. Prepare heating and cooling load calculations, equipment selections, zoning plans, ventilation calculations, electrical requirements, and control sequences. Final construction documents shall be prepared and sealed by appropriately licensed

Connecticut design professionals. Submit the basis of design and 60 percent, 90 percent, and finalconstruction documents for Town review. Include equipment schedules, installation details, trade coordination, and permit documents. Obtain Town design acceptance before equipment procurement and installation. Town review does not relieve the design-builder of responsibility for design adequacy, coordination, code compliance, or complete performance.

1.7. Construction Phasing and Firehouse Operations

Provide a construction sequence identifying work areas, equipment lead times, shutdowns, temporary services, and occupant protection. Obtain Town approval before interrupting heating, cooling, electrical service, or other building systems. Provide temporary services where required to maintain operating conditions agreed with the Town. Maintain apparatus access, emergency egress, and access to occupied areas. Separate construction from occupied spaces and control dust, debris, and construction-related air contaminants. Coordinate all work affecting occupied spaces and existing services with Fire Department personnel.

1.8. Testing and Completion

Provide equipment startup, testing and balancing, controls and safety verification, and functional commissioning. Demonstrate correct equipment operation and response of each required zone to its controls. Provide owner training, record drawings, operation and maintenance manuals, equipment warranties, and a minimum one-year workmanship warranty beginning at Town acceptance. Correct deficiencies, complete required inspections, and submit closeout documents before requesting final acceptance. Assign all manufacturers' warranties to the Town.

1.9. Mandatory Pre-Proposal Walkthrough

Attendance at the mandatory pre-proposal walkthrough is required. Proposals from firms that do not attend and appear on the Town attendance record will not be considered. The proposing prime design-builder shall ensure its representative signs the attendance record. Walkthrough date:Thursday, November 12, 2026. Time: 10:00 am. Location: Jordan Village Fire Department, 89

Rope Ferry Road, Waterford, Connecticut. Inspect accessible areas and verify observable conditions affecting the design, construction approach, and price. Identify inaccessible areas and unresolved conditions in written questions submitted through the procurement portal by the stated inquiry deadline. Walkthrough statements do not modify the RFP. Changes or clarifications affecting proposal requirements will be issued by written addendum through the procurement portal.

1.10. Complete Base Proposal

Provide one firm lump-sum base price for the complete required design-build scope. Include all professional services, labor, materials, equipment, permits, required bonds, insurance, applicable prevailing wages and fringe benefits, required wage adjustments, temporary services, associated repairs, overhead, and profit. No Town-specified allowances are established. Identify assumptions, exclusions, and exceptions expressly in the proposal. The preliminary design is for evaluation; the selected design-builder remains responsible for final design and complete construction. No work may begin before contract execution and written authorization to proceed.

2. FORMAT OF PROPOSAL

All responses to this RFP must conform to these instructions:

2.1. Delivery of Responses

Sealed proposals for Jordan Fire House HVAC design and build upgrades will be received through the Town's e-

Procurement Portal located at https://procurement.opengov.com/portal/waterfordct/projects/317214 until

2:00 pm prevailing time on Thursday, December 3, 2026, all bid openings will be held on Zoom, details can be found under Proposal Submission Deadline Location below:

Release Project Date: November 3, 2026

Pre-Proposal Meeting (Mandatory): November 12, 2026, 10:00am

89 Rope Ferry Road, Waterford CT 06385

Request for Information Due: November 23, 2026, 4:00pm

Question Response Deadline: November 26, 2026, 4:00pm https://procurement.opengov.com/portal/waterfordct/projects/317214

Submission of Detailed Qualifications: December 3, 2026, 2:00pm

Topic: Bid Opening RFP 26-016 Jordan Fire House HVAC Design and Build Upgrades Time: Dec 3, 2026 02:00 PM Eastern Time (US and Canada)

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2.2. Information to be Included

Organize proposals in the order below and submit documents through the corresponding Vendor

Questionnaire fields. Information shall be complete, concise, and specific to this HVAC design-buildproject.

A. Firm Qualifications and Project Team Identify the legal contracting entity, primary contact, project manager, construction superintendent, Connecticut-licensed design professionals, and major subcontractors. Provide license numbers, resumes, responsibilities, availability, and current workload relevant to completing this project.

B. Comparable Experience and References Provide three comparable HVAC projects, preferably involving occupied firehouses, public safety buildings, or municipal facilities. Include scope, contract value, completion date, services performed, and owner reference contact information.

C. Preliminary Design and Technical Approach Provide a project-specific narrative and preliminary schematic showing equipment, heating and cooling coverage, zoning, ventilation, controls, and distribution routes. Identify equipment to be removed or retained, preliminary load and sizing https://us05web.zoom.us/j/88536956779?pwd=Kt8zaN4VfATMq5hqko0eU9ki3wbnqa.1 https://us05web.zoom.us/j/88536956779?pwd=Kt8zaN4VfATMq5hqko0eU9ki3wbnqa.1 https://us05web.zoom.us/j/88536956779?pwd=Kt8zaN4VfATMq5hqko0eU9ki3wbnqa.1 https://us05web.zoom.us/j/88536956779?pwd=Kt8zaN4VfATMq5hqko0eU9ki3wbnqa.1&mynotes=on https://us05web.zoom.us/j/88536956779?pwd=Kt8zaN4VfATMq5hqko0eU9ki3wbnqa.1&mynotes=on https://us05web.zoom.us/j/88536956779?pwd=Kt8zaN4VfATMq5hqko0eU9ki3wbnqa.1&mynotes=on https://us05web.zoom.us/meetings/88536956779/invitations?signature=KFsogtclwLdN_MAo73QUxHAC5p2hY9Rz7z7QS_p1tB8 https://us05web.zoom.us/meetings/88536956779/invitations?signature=KFsogtclwLdN_MAo73QUxHAC5p2hY9Rz7z7QS_p1tB8 https://us05web.zoom.us/meetings/88536956779/invitations?signature=KFsogtclwLdN_MAo73QUxHAC5p2hY9Rz7z7QS_p1tB8 assumptions, electrical requirements, energy efficiency, service access, and field investigations needed to validate the final design. Explain how the solution meets the required scope and identify deviations.

D. Construction Plan and Schedule Provide milestones for investigation, design, Town review, permitting, equipment procurement, installation, commissioning, and completion. Describe phasing, shutdowns, temporary services, occupant protection, dust and air isolation, and measures to maintain firehouse operations and emergency response access.

E. Price Proposal Complete all six categories in the portal pricing table. Their sum is the firm lump-sum base price. Include the complete scope and applicable prevailing wages, fringe benefits, and required wage adjustments. No separate pricing upload is required.

F. Assumptions and Exceptions Provide one consolidated statement of assumptions, exclusions, deviations, and exceptions to the scope and contract requirements; if none, state None. Identify inaccessible conditions observed at the mandatory walkthrough and their effect on the proposal. Submit unresolved scope questions by the inquiry deadline.

G. Warranty and Closeout Describe equipment and workmanship warranty coverage, including duration and commencement, testing and commissioning, training, record drawings, and operation and maintenance documents.

H. Forms and Acknowledgments Complete required affidavits, statements, confirmations, and addenda acknowledgments. Confirm ability to meet insurance requirements and any bonding requirements expressly stated in this RFP. Preliminary designs are for evaluation; final sealed design, permitting, coordination, and complete construction remain the selected design-builder responsibility.

2.3. Price Submission

Enter pricing only in the portal pricing table described in Section 7. Do not include pricing in technical proposal uploads.

2.4. Exemptions

The Town of Waterford is exempt from paying excise, transportation and sales taxes imposed by the Federal

Government and/or the State. Such taxes must not be included in prices. No exemption certificates are required and none will be issued.

2.5. Bid Security

If the total amount of the bid submitted exceeds $50,000, or if the bid contains any add alternates and the combination of the base bid plus all add alternates exceeds $50,000, then the bid must be accompanied by a CERTIFIED CHECK or a BID BOND, signed by a responsible Surety, in the amount of 10% of the total amount of the tendered bid and made payable to the order of the Town of Waterford.

All bid checks or bonds, except those of the lower three (3) bidders, will be returned within ten (10) days of the opening of bids. Those of the lower three (3) bidders will be retained by the Town of

Waterford until one of the lower three (3) bidders signs the contract or until all bids are rejected; however, in no case will the bid check or bond be retained for more than 90 days unless forfeited in accordance with the applicable bid security instrument. No bidder may withdraw its bid within 90 daysafter the actual date of the opening thereof.

Should there be reasons why the CONTRACT cannot be awarded within the specified period, the time may be extended by mutual agreement between the OWNER and the BIDDER.

If the total amount of the bid (or base bid plus all add alternates) submitted is $50,000 or less, then no bid security is required.

The Bid Bond and Surety Letter of Intent must be provided by a Surety Company that meets all of thefollowing qualifications as of the date of bid: (1) Licensed to do business in the State of Connecticut; (2) Listed on the current U.S. Treasury T List; and (3) Rated A- or better by A.M. Best.

2.6. Bonds - A. Performance Bond

If the total bid price for the project exceeds $50,000, or if the bid contains any alternates and the combination of the base bid plus all Town-accepted alternates exceeds $50,000, then either of the following is required:

1. The Contractor shall furnish a bond covering faithful performance of the Contract. Surety shall be qualified to do business in the State of Connecticut, listed on the current U.S. Treasury T List, and rated A- or better by A.M. Best. The cost of the bond premium shall be included in the Contract Sum. The amount of the bond shall equal 100 percent of the Contract Sum.

OR 2. In lieu of a Performance Bond, security in a form acceptable to the Town (for example, a letter of credit or an assigned passbook) in the amount of 100 percent of the Contract may be substituted.

The Contractor shall deliver the required security to the Owner on the date the agreement is entered into. The

Contractor shall require the attorney-in-fact who executes the required bond on behalf of the surety to affix a certified and current copy of the power of attorney.

Where acceptance of any add alternates would cause the Contract Sum to exceed the $50,000 threshold, the price of the alternate shall include the cost of the required bond or security.

2.7. Bonds - B. Payment Bond

If the total bid price for the project exceeds $100,000, or if the bid contains any alternates and the combination of the base bid plus all Town-accepted alternates exceeds $100,000, then either of the following is required:

1. The Contractor shall furnish a bond covering payment of obligations arising under the terms of theContract.

Surety shall be qualified to do business in the State of Connecticut, listed on the current U.S. Treasury T List, and rated A- or better by A.M. Best. The cost of the bond premium shall be included in the Contract Sum. The amount of the bond shall equal 100 percent of the Contract Sum.

OR 2. In lieu of a Payment Bond, security in a form acceptable to the Town (for example, a letter of credit or an assigned passbook) in the amount of 100 percent of the Contract may be substituted, to the extent permitted by applicable law.

The Contractor shall deliver the required security to the Owner on the date the Agreement is entered into.

The Contractor shall require the attorney-in-fact who executes the required bond on behalf of the surety to affix a certified copy of the power of attorney.

Where acceptance of any add alternates would cause the Contract Sum to exceed the $100,000 threshold, the price of the alternate shall include the cost of the required bond or security.

If the total bid, or base bid plus Town-accepted alternates, is $100,000 or less, then in lieu of providing security listed in Section 2.6.B, the Contractor may elect to provide certified lien waivers from each supplier and subcontractor affirming that they have been paid for work and materials for which previous payment applications were issued by the Owner and payments received by the Contractor.

See the Attachments section of the solicitation for sample Performance and Payment Bonds. Applicable statutory payment bond requirements control over any inconsistent alternative security provision.

2.8. Prevailing Wage - Special Notice and Annual Adjustments

This contract requires payment of applicable Connecticut prevailing wages and fringe benefits for covered construction work in accordance with Connecticut General Statutes Section 31-53. The Town shall obtain and include the project-specific initial Department of Labor wage determination in the solicitation.

The wage schedule and applicable annual adjustments form part of the Contract.

Professional design services shall be separately identified in the price breakdown.

https://procurement.opengov.com/portal/waterfordct/projects/317214/document?section=3002737

Pursuant to Connecticut General Statutes Section 31-55a, each contractor shall contact the Labor

Commissioner on or before July 1 of each year for the duration of the Contract to ascertain the applicable hourly prevailing wages and benefit payments or contributions, and make necessary adjustments effective each July 1. Contractors and subcontractors are responsible for obtaining and paying the applicable annual adjusted rates. Include required wage and benefit adjustments for the proposed construction schedule in the Contract Sum.

Obtain current wage information from the Connecticut Department of Labor, Wage and Workplace Standards

Division, at https://portal.ct.gov/dol. The Department issues the initial project wage schedule to the contracting agency; contractors shall obtain subsequent annual adjustments directly from the

Department. Submit required certified payroll records and comply with applicable wage postings and recordkeeping requirements

2.9. Construction Safety and Health Training - Section 31-53b

Each contractor shall furnish proof with the weekly certified payroll form for the first week each employee begins work that each covered mechanic, laborer, or worker has completed at least ten hours of construction safety and health training approved by OSHA, an approved new miner training program under 30 CFR 46, or, for telecommunications employees, at least ten hours of training under 29 CFR 1910.268, as applicable.

For plumbers and electricians subject to Section 20-334d who completed OSHA construction safety training five or more years before beginning work on the project, provide proof of the supplemental refresher training of at least four hours taught by an OSHA-authorized trainer required by Section 31-53b.

Provide course completion cards or other proof accepted by the Labor Commissioner. Comply with applicable training-document recency requirements and exceptions under current law.

A covered person who has not completed required training is subject to removal from the worksite if acceptable documentation is not provided by the fifteenth day after being found noncompliant. The

Labor Commissioner or designee enforces these requirements. Applicable statutory exceptions include public service company employees and commercial vehicle drivers who perform no project labor other than loading or unloading their cargo. All contractors and subcontractors shall comply with current Sections 31-53, 31-53b, and 31-55a and implementing regulations. Current statutory requirements control over any inconsistent summary in this RFP.

https://portal.ct.gov/dol

3. QUESTIONS CONCERNING THIS RFP

Questions concerning this Request for Proposal must be submitted through the Town’s e-Procurement Portal located at https://procurement.opengov.com/portal/waterfordct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the Town e-Procurement Portal. Bidders may also click

“Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Questions must be received no later Monday, November 23, 2026 at 4:00 pm . Responses/further information will be published in the form of an addendum and posted to the Town of Waterford’s e-Procurement Portal located at: https://procurement.opengov.com/portal/waterfordct. Failure to comply with these conditions will result in the Candidate waiving the right to dispute the bid specifications and conditions.

4. QUALIFICATIONS REVIEW AND SELECTION PROCESS

Responsive proposals will be evaluated using a scored Request for Proposals (RFP) process based on the evaluation criteria and 100-point scale outlined below. The Town may interview finalists and check references as part of the evaluation process. Preliminary designs will be evaluated for feasibility; final design remains the selected design-builder’s responsibility. The Town reserves the right to negotiate with any or all bidders.

5. EVALUATION CRITERIA

The Owner will evaluate Candidate qualifications and fee proposals based on the following criteria. The Town may interview finalists and check references as stated in Section 4. Award remains subject to funding, required approvals, applicable compliance requirements, and execution of the Town contract.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Technical Design and Approach -

40 Points

Feasibility of HVAC concept, loads and sizing assumptions, zoning, controls, electrical and ventilation coordination, code compliance, and completeness of proposed work.

N/A N/A

2. Qualifications & Municipal

Experience - 30 Points

Licensed design team and construction capacity; comparable projects in occupied fire stations or municipal facilities; references and staffing.

N/A N/A

3. Cost Proposal and Pricing

Structure - 20 Points

Total lump-sum price, complete scope and clear breakdown, warranty and life-cycle value.

N/A N/A

4. Project Phasing & Continuity Plan-

10 Points

Methodology to ensure zero response downtime and proper air isolation (NFPA 1500). Practical construction schedule, shutdown controls, temporary service and protection of emergency response operations.

N/A N/A

6. CHRO AND STATE FUNDING REQUIREMENTS

State Funding and Project-Specific Goals

This project includes State of Connecticut funding and is subject to applicable CHRO contract compliance requirements. The selected design-builder shall comply with Connecticut General Statutes Sections 4a-60, 4a-

60g, and 46a-68b through 46a-68f, as applicable. The amount of state funding allocated to this contract has not been determined. The Town expects to determine that amount after proposals are received and the total project cost is known. No specific SBE or MBE participation percentages are established in this solicitation. The selected contractor shall demonstrate documented good faith efforts to meet applicable project-specific spending allocation goals once established. The Town shall coordinate with the funding agency and CHRO to determine the applicable requirements and permitted procurement sequence. This statement does not waive any requirement to establish goals or provide notice before solicitation or proposal submission. If applicable requirements must be established before proposals are received, the Town shall amend or defer the solicitation accordingly.

Good Faith Efforts and Certified Businesses

Identify anticipated subcontracting and supplier opportunities and the approach to soliciting eligible DAS-certified Small Business Enterprises and Minority Business Enterprises. Document outreach, solicitation responses, bid comparisons, follow-up, selection decisions, and reasons for non-selection. Verify relevant certifications and retain supporting records. Participation goals do not replace the obligation to demonstrate and document good faith efforts.

Selected Contractor Plan and Award Requirements

Submit the current CHRO Good Faith Efforts Plan and supporting documents applicable to the state-funded amount and delivery method. CHRO currently specifies the Short Form Plan for state funding of at least $150,000 but less than $1,000,000, and the Long Form Plan for state funding of $1,000,000 or more. Construction managers have separate Long Form requirements. Where prior CHRO plan approval is required, the Town shall not execute the contract until approval or another legally authorized CHRO execution procedure has been completed. Comply with required filing deadlines, applicable CHRO orders, and any authorized retention requirements. The Town is responsible for project and award notifications to CHRO.

Proposal Submission and Pricing

Submit a preliminary CHRO compliance approach with Vendor Questionnaire Item 9. Identify the compliance contact and proposed subcontractor or supplier participation, including certifications where known. A final CHRO-approved plan is not required with the proposal unless specifically required by an addendum. Include compliance administration and related costs in the lump-sum base price without double counting. Flow down applicable nondiscrimination and contract compliance obligations to subcontracts and purchase orders.

Nondiscrimination Contract Provisions

The following CHRO-published nondiscrimination provisions shall be included in the resulting contract:

(1) The contractor agrees and warrants that in the performance of the contract such contractor will not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, religious creed, age, marital status, national origin, ancestry, sex, sexual orientation, gender identity or expression, status as a veteran, status as a victim of domestic violence, status as a victim of sexual assault or status as a victim of trafficking in persons, intellectual disability, mental disability or physical disability, including, but not limited to, blindness, unless it is shown by such contractor that such disability prevents performance of the work involved, in any manner prohibited by the laws of the

United States or of the state of Connecticut; and the contractor further agrees to take affirmative action to ensure that applicants with job-related qualifications are employed and that employees are treated when employed without regard to their race, color, religious creed, age, marital status, national origin, ancestry, sex, gender identity or expression, sexual orientation, status as a veteran, status as a victim of domestic violence, status as a victim of sexual assault or status as a victim of trafficking in persons, intellectual disability, mental disability or physical disability, including, but not limited to, blindness, unless it is shown by such contractor that such disability prevents performance of the work involved;

(2) The contractor agrees, in all solicitations or advertisements for employees placed by or on behalf of the contractor, to state that it is an “affirmative action-equal opportunity employer” in accordance with regulations adopted by the Commission on Human Rights and Opportunities;

(3) The contractor agrees to provide each labor union or representative of workers with which such contractor has a collective bargaining agreement or other contract or understanding and each vendor with which such contractor has a contract or understanding, a notice to be provided by the Commission on Human Rights and Opportunities advising the labor union or workers' representative of the contractor's commitments under this section, and to post copies of the notice in conspicuous places available to employees and applicants for employment;

(4) The contractor agrees to comply with each provision of this section and sections 46a-68e and 46a-

68f and with each regulation or relevant order issued by said commission pursuant to sections 46a-56, 46a-68e, 46a-68f and 46a-86; and

(5) The contractor agrees to provide the Commission on Human Rights and Opportunities with such information requested by the commission, and permit access to pertinent books, records and accounts, concerning the employment practices and procedures of the contractor as relate to the provisions of this section and section 46a-56.

Current Forms and Guidance

CHRO Contract Compliance Forms and Reports: https://portal.ct.gov/chro/contract-compliance/contract-compliance/contract-compliance-forms-and-reports. The Town shall provide applicable CHRO notices and identify required forms when funding and applicability are established, consistent with CHRO and funding-agency requirements. If requirements established after initial proposal receipt materially affect scope, pricing, or competition, the Town shall use an authorized process to reopen the solicitation for revised proposals or resolicit before award, providing affected proposers the same information and sufficient response time. The

Town shall not impose undisclosed material requirements solely on the selected proposer. Complete required

CHRO procedures before contract execution or commencement of work, as applicable.

https://portal.ct.gov/chro/contract-compliance/contrac

7. PRICE PROPOSAL AND COST BREAKDOWN

PRICE PROPOSAL AND COST BREAKDOWN

Provide one firm lump-sum base price for the complete design and construction scope required by this RFP, supported by the cost breakdown below. The breakdown shall equal the total lump-sum base price, with each cost included only once. The price shall include all required labor, materials, equipment, professional services, permits, applicable prevailing wages and fringe benefits, required wage adjustments, and all other costs necessary to complete the work. No allowances are established by this RFP. Proposer-created allowances shall not replace firm pricing for required work. The breakdown is for evaluation and contract administration and does not create separate awards or limit the design-builder’s responsibility to complete the required scope.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Site investigation, engineering, and design services 1 Whole

2 Demolition, removal, and disposal 1 Whole

3 HVAC equipment and mechanical installation 1 Whole

4 Electrical work and controls integration 1 Whole

5 Testing, balancing, commissioning, training, and closeout 1 Whole

6 General project costs, including permits, bonds, insurance, supervision, temporary services, associated repairs, overhead, and profit

1 Whole

TOTAL

8. ACCEPTANCE PERIOD

In submitting the proposal, the Candidate agrees that the proposal will remain valid for a period of ninety (90) days after the closing date for submission, and may be extended beyond that time by mutual agreement. Prices quoted must be firm, for acceptance by the Town of Waterford for a period of ninety (90) days.

9. ADDENDA TO THE RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be provided to all prospective firms who have received the RFP documents.

Candidates are required to register for an account via the Town e-Procurement Portal hosted by OpenGov.

Once the bidder has completed registration, they will receive addenda notifications to their 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 https://procurement.opengov.com/portal/waterfordct.

10. THE CANDIDATE

The Candidate shall be thoroughly familiar with the requirements of all specifications and the actual physical conditions of the various actual and proposed project sites. The submission of a proposal shall be construed as evidence that the Candidate has examined the actual job conditions, requirements, and specifications. Any claim for labor, equipment or materials required or difficulties encountered that could have been foreseen will not be recognized.

11. ASSIGNMENT OF CONTRACT

No contract may be assigned or transferred without the consent of the Purchasing Authority.

12. FEDERAL, STATE AND LOCAL LAWS

All applicable Federal, State, and local laws, and rules and regulations of all authorities having jurisdiction over the locality of the project shall apply to the contract and are deemed to be included herein.

13. RIGHT TO ACCEPT / REJECT

AFTER REVIEW OF ALL FACTORS, TERMS AND CONDITIONS, INCLUDING PRICE, THE PURCHASING

AUTHORITY OF THE TOWN OF WATERFORD RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS, OR ANY

PART THEREOF, OR WAIVE DEFECTS IN SAME, OR ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST

INTEREST OF THE TOWN OF WATERFORD. THE TOWN RESERVES THE RIGHT TO NEGOTIATE WITH ANY OR

ALL BIDDERS.

14. INSURANCE REQUIREMENTS

Within five days of contract award, the awarded vendor shall provide a Certificate of Insurance in accordance with the following requirements:

Contractor/Vendor will agree to maintain in force at all times during which work/services are to be performed, the following minimum limits of insurance coverage. Coverage will include the bidder and all of its agents, employees and sub-contractors and other providers of services and shall name the Town of Waterford, its employees and agents as an Additional Insured on a primary and non-contributory basis to the bidder’s

Commercial General Liability and Automobile Liability policies. The insurance company(ies) must be licensed with the State of Connecticut and have a Financial Strength Rating of “A-” or higher and a Financial Size Rating of VIII or higher from A.M. Best Company.

(Minimum Limits)

General Liability*

Each Occurrence

General Aggregate

Products/Completed Operations

Aggregate

$1,000,000

$2,000,000

$2,000,000

Auto Liability* Combined Single Limit

Each Accident

$1,000,000

Umbrella*

(Excess Liability)

Each Occurrence

Aggregate

$1,000,000

$1,000,000

Professional Errors and Omissions Liability

$1,000,000 minimum

Workers’ Compensation &

Employers’ Liability

Work Comp

EL Each Accident

EL Disease Each Employee

EL Disease Policy Limit

Statutory Limits

$1,000,000

The Town of Waterford must be named as “Additional Insured” on these policies. A Certificate of Insurance documenting the coverage listed above must be presented to The Town of Waterford prior to the commencing of any work/service. The Contractor/Vendor also agrees to provide replacement and/or renewal certificates at least 30 days prior to the expiration of each policy. If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years following the completion date of the work/service. If the claims-made policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for two (2) years from the completion date.

15. VENDOR QUESTIONNAIRE

1. NON-CONFLICT AFFIDAVIT OF RESPONDENTS*

Please download the below documents, complete, and upload.

• NON-CONFLICT_AFFIDAVIT_Wate...

*Response required

2. NON-COLLUSION BID STATEMENT*

By clicking confirm, the undersigned Candidate, having fully informed itself regarding the accuracy of the statements herein, certifies that:

(1) The Proposal has been arrived at by the bidder independently and has been submitted without collusion with, and without any agreement, understanding, or planned common course of action with, any other vendor or bidder of materials, supplies, equipment, or services described in the RFP, designed to limit independent bidding or completion, and

(2) The contents of the Proposal have not been communicated by the bidder or its employees or agents to any person not any employee or agent of the bidder or its surety on any bonds furnished with the Proposal and will not be communicated to any such person prior to the official opening of the Proposal.

The undersigned bidder further certifies that this statement is executed for the purposes of inducing the Town of Waterford to consider the Proposal and make an award in accordance therewith.

☐ Please confirm

*Response required

3. AFFIRMATIVE ACTION STATEMENT*

Please download the below documents, complete, and upload.

• AFFIRMATIVE_ACTION_STATEMEN...

*Response required

4. Bid Bond *

Please download the below documents, complete, and upload.

• BID_BOND_(12).docx

*Response required

5. Prevailing Wage

This is Public Works Project covered by the Prevailing Wage Law CT General Statutes Section 31-53.

https://government-project.s3.us-west-2.amazonaws.com/73339/42eb5a91-7211-42e1-88bd-7b2f3888aa43_NON-CONFLICT_AFFIDAVIT_Waterford_RFP.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OZKWLKG2%2F20261103%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261103T050002Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMT%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQDOFmD8uOfIi3prO3VCQGLOEnseJFWDY634AbKEPP6ABwIhAOHpPG7g5i8l9xg%2BFQSGkOG3VDWOLAplag8ruloyqukqKpUFCI3%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgxxFulwvTtGCJonRJAq6QR%2FxX6PaenA1iIXCENyTf%2BAko4ogMFNowtCFfbbjJrVKh5EYXeEz9dSISn8AjtUE8hbKJhy4Wa2Lpce9iwWcbjGM8Sx6qlG8%2Fh0SP8VKM%2FPWVq3GmvQrmQxNvE0H9I%2FhO6bvAIEaKNAZMxx6k%2FO%2FoejDYkPLNN%2FkaJugMd50m%2B7tJJrgmHN2xNjH3laeIC0bbT6P2pphOTlzYh1D5%2F8Ktq6Bb1rrPXebTpJYnj5yd8m70ixoJfmCxvakeG5CYUHoqpANYz5rxi%2FaYjXmRLxmOz8GAz0YF%2BCyHhJYQKxfZYMKj6Vf0ThZ2Y7n%2Bs94jUDx7UpWVCL8aU8W%2FQQdjqbn12gxG0Ct30uRHWpqNnuwxQppYASusQOLoNJpvBrzDL5rMhKBKzwP3fNj2%2Bjnp3uQwqr85qu05rlmJp8BUpb33%2FtLcUBI2trspa8pY3%2BychcHF3kZZv7SKrpZRR3Scg1G%2BWXmt2AHF5UBnVkheuf%2BaXzHuu2m2AuLkPNm7ej2iR3kRwVcQo7UnHfDUt3%2BS50ibMFDX%2BloMo4JbBBNCGokZKZaZZ3d25Y%2BNtThW8YUYCkgV2krD316yZiOR0OgdpxIvExfBGnG%2BMnWfAtJLszngL9IhbMBhUhBk5RkyRxBeBz%2BLc1y6SbMLSUg18J0sXoik2jHfIQtRueleVmlFF7G3tbnPz02cYaawC5Mn4Olw0iLaISEJJ5o9xwyh8t69zZK4TIbY7aSmYCE9tOw%2B5sJqfMRTCiFB3VDnn%2BZ50W0xES%2BAN%2Fl%2B%2BcU22DJvWemyQ9hjX%2FIAO6hT0aywxoA7%2B4cdh%2FtYXMRZ1hNlcfIDCGv6XXBjqYAZVWrkka%2Fl3ZCtl6%2BycDhdUJabdBbv8QjJCGJmUj5ZfsniICSx9tDh0DULoMEgD82C3Ah9gpzEYjoOdW5bTED4MR07OsI5kG2cNXTQZLm3Ht02LL%2F5PiJWFMBapz%2BlWUmIVkztfB5PrBNTtPc8L85tDCgJincqAIMF044MlqTpdZEaR3kCWyyiuw4%2BxF%2F9M4uoAWOn8rADpx&X-Amz-Signature=5ac0e99b167ab5707d559491038b3ca52e6a2d56c8f2422805782d81b0ea74eb&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22NON-CONFLICT_AFFIDAVIT_Waterford_RFP.docx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/73339/1d70c79a-0317-447d-9099-0f715bbc5b2f_AFFIRMATIVE_ACTION_STATEMENT_Waterford_RFP.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OZKWLKG2%2F20261103%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261103T050002Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMT%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQDOFmD8uOfIi3prO3VCQGLOEnseJFWDY634AbKEPP6ABwIhAOHpPG7g5i8l9xg%2BFQSGkOG3VDWOLAplag8ruloyqukqKpUFCI3%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgxxFulwvTtGCJonRJAq6QR%2FxX6PaenA1iIXCENyTf%2BAko4ogMFNowtCFfbbjJrVKh5EYXeEz9dSISn8AjtUE8hbKJhy4Wa2Lpce9iwWcbjGM8Sx6qlG8%2Fh0SP8VKM%2FPWVq3GmvQrmQxNvE0H9I%2FhO6bvAIEaKNAZMxx6k%2FO%2FoejDYkPLNN%2FkaJugMd50m%2B7tJJrgmHN2xNjH3laeIC0bbT6P2pphOTlzYh1D5%2F8Ktq6Bb1rrPXebTpJYnj5yd8m70ixoJfmCxvakeG5CYUHoqpANYz5rxi%2FaYjXmRLxmOz8GAz0YF%2BCyHhJYQKxfZYMKj6Vf0ThZ2Y7n%2Bs94jUDx7UpWVCL8aU8W%2FQQdjqbn12gxG0Ct30uRHWpqNnuwxQppYASusQOLoNJpvBrzDL5rMhKBKzwP3fNj2%2Bjnp3uQwqr85qu05rlmJp8BUpb33%2FtLcUBI2trspa8pY3%2BychcHF3kZZv7SKrpZRR3Scg1G%2BWXmt2AHF5UBnVkheuf%2BaXzHuu2m2AuLkPNm7ej2iR3kRwVcQo7UnHfDUt3%2BS50ibMFDX%2BloMo4JbBBNCGokZKZaZZ3d25Y%2BNtThW8YUYCkgV2krD316yZiOR0OgdpxIvExfBGnG%2BMnWfAtJLszngL9IhbMBhUhBk5RkyRxBeBz%2BLc1y6SbMLSUg18J0sXoik2jHfIQtRueleVmlFF7G3tbnPz02cYaawC5Mn4Olw0iLaISEJJ5o9xwyh8t69zZK4TIbY7aSmYCE9tOw%2B5sJqfMRTCiFB3VDnn%2BZ50W0xES%2BAN%2Fl%2B%2BcU22DJvWemyQ9hjX%2FIAO6hT0aywxoA7%2B4cdh%2FtYXMRZ1hNlcfIDCGv6XXBjqYAZVWrkka%2Fl3ZCtl6%2BycDhdUJabdBbv8QjJCGJmUj5ZfsniICSx9tDh0DULoMEgD82C3Ah9gpzEYjoOdW5bTED4MR07OsI5kG2cNXTQZLm3Ht02LL%2F5PiJWFMBapz%2BlWUmIVkztfB5PrBNTtPc8L85tDCgJincqAIMF044MlqTpdZEaR3kCWyyiuw4%2BxF%2F9M4uoAWOn8rADpx&X-Amz-Signature=3a774d1c35e1399818f51a774d3516b34b8b0bd336e3920308008eca8d511878&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22AFFIRMATIVE_ACTION_STATEMENT_Waterford_RFP.docx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/317214/74060d4e-1552-4c5d-8a44-f6b7dba995e0_BID_BOND_%2812%29.docx

5.1. Firm Qualifications and Proposed Project Team*

Identify the legal contracting entity, primary contact, project manager, construction superintendent, Connecticut-licensed design professionals, and major subcontractors. Provide license numbers, resumes, responsibilities, availability, and current workload relevant to completing this project.

*Response required

5.2. Comparable Projects and References*

Provide three comparable HVAC projects, preferably involving occupied firehouses, public safety buildings, or municipal facilities. Include scope, contract value, completion date, services performed, and owner reference contact information.

*Response required

5.3. Preliminary Design and Technical Approach*

Provide a project-specific narrative and preliminary schematic showing equipment, heating and cooling coverage, zoning, ventilation, controls, and distribution routes. Identify equipment to be removed or retained, preliminary load and sizing assumptions, electrical requirements, energy efficiency, service access, and field investigations needed to validate the final design. Explain how the solution meets the required scope and identify deviations. Preliminary designs are for evaluation. The selected design-builder remains responsible for final sealed design and construction documents.

*Response required

5.4. Construction Phasing and Project Schedule*

Provide milestones for investigation, design, Town review, permitting, equipment procurement, installation, commissioning, and completion. Describe phasing, shutdowns, temporary services, occupant protection, dust and air isolation, and measures to maintain firehouse operations and emergency response access.

*Response required

5.5. Price Proposal Confirmation*

Confirm that all six categories in the portal pricing table are complete and sum to the total lump-sum base price for the complete required design-build scope. Pricing includes all required services, labor, materials, equipment, applicable prevailing wages, fringe benefits, wage adjustments, and associated costs.

Each cost is included only once. No Town-specified allowances are established. Disclose pricing assumptions, exclusions, and exceptions in Item 9. No separate pricing upload is required.

☐ Please confirm

*Response required

5.6. Assumptions, Exceptions, Warranty and Compliance*

Provide one consolidated statement of assumptions, exclusions, deviations, and exceptions to the scope and contract requirements; if none, state None. Identify inaccessible conditions observed at the mandatory walkthrough and their effect on the proposal. Submit unresolved scope questions by the inquiry deadline. Describe equipment and workmanship warranty coverage, including duration and commencement, testing and commissioning, training, record drawings, and operation and maintenance documents.

Confirm ability to meet insurance requirements and any bonds expressly required. Describe the approach to prevailing wage, affirmative action, CHRO, and funding requirements stated in the solicitation. Do not replace required scope with an undisclosed exclusion or allowance.

*Response required

5.7. Proposal Acknowledgment*

Confirm review of the RFP and all addenda; inclusion of the complete scope except expressly stated exceptions; firm pricing for the 90-day acceptance period; responsibility for final design, permitting, construction and coordination; and that no work may begin before contract execution and written Town authorization to proceed. Confirm attendance at the mandatory walkthrough and inclusion on the Town attendance record.

☐ Please confirm

*Response required

5.8. Bid Security and Surety Letter of Intent *

If the base proposal plus all add alternates exceeds $50,000, upload the required 10 percent bid bond or a copy of the certified check payable to the Town of Waterford, together with the Surety Letter of Intent. The surety shall meet all qualifications in Section 2.5. A copy of a certified check does not replace delivery of the original instrument as required by the Town. If the base proposal plus all add alternates is $50,000 or less, upload a statement that bid security is not required under Section 2.5.

*Response required

5.9. Performance and Payment Security*

Confirm ability to furnish the performance and payment bonds or legally permitted Town-approved security required by Section 2.6, in the required amounts and by the agreement date. Include required premiums and security costs in the Contract Sum and alternates that trigger a threshold. Confirm surety qualifications stated in Section 2.6.

☐ Please confirm

*Response required

5.10. CHRO and State Funding Compliance*

Confirm that the proposer has reviewed Section 6 and will comply with applicable nondiscrimination requirements, published project-specific spending allocation goals, documented good faith efforts, required

CHRO plan submission and approval procedures, and applicable subcontract flow-down obligations. Include the preliminary compliance approach in Item 9 and all related costs in portal pricing.

Acknowledge that the state-funded amount is expected to be determined after initial proposals are received and the project cost is known. Review any subsequent written requirements and submit revisions if the Town reopens or resolicits proposals.

This acknowledgment does not constitute advance agreement to unspecified material pricing or scope changes.

☐ Please confirm

*Response required