KHCAC RFQP.pdf

Office of the Board of Selectmen

302 Main St, Old Saybrook, CT 06475

P: (860) 395-3123 • F: (860) 395-3125 oldsaybrookct.gov

The Katharine Hepburn Cultural Arts Center Expansion

Request for Qualifications and Cost Proposal (RFQ/P)

11180 Sunrise Valley Drive, Suite 200 Reston, VA 20191 Page 703-289-2100 www.OrrPartners.com

TABLE OF CONTENTS

EXHIBIT A: INSTRUCTION TO BIDDERS

EXHIBIT B: OWNER’S PROJECT SCHEDULE

EXHIBIT C: SCOPE OF WORK

EXHIBIT D: FORM OF CONTRACT, INSURANCE, BONDING, AND GENERAL CONDITIONS

EXHIBIT E: COST PROPOSAL

EXHIBIT F: COST ALLOCATION MATRIX …………………………………………………………………………10

http://www.orrpartners.com/

RFP NO: 2525

PROJECT: The Katharine Hepburn Cultural Arts Center Expansion

OWNER: The Town of Old Saybrook, CT

OCCUPANT: Katharine Hepburn Cultural Arts Center, Inc.

PROPOSAL CLOSING DATE: November 16, 2026

OWNER’S REPRESENTATIVE: David Orr Associates, Inc.

11180 Sunrise Valley Drive d.b.a. Orr Partners

Suite 200

Reston, Virginia 20191

SUBMIT OFFERS TO: Town of Old Saybrook

Town Hall, 302 Main Street

Old Saybrook, Connecticut 06475

Attention:

Carl Fortuna, First Selectman, Carl.Fortuna@oldsaybrookct.gov

SERVICES: Construction Management at Risk Services

The Town of Old Saybrook (“Owner”), invites you to submit qualifications and cost proposal for The

Expansion of the Katharine Hepburn Cultural Arts Center (“Project”) as outlined in this RFQ/P. Instructions to the Bidders is provided in Exhibit A. Your submission shall be submitted to the above-referenced address in accordance with the requirements of this solicitation. The Owner will select the Construction Manager most suitable for the Owner’s needs on the basis of qualifications, team, availability, proven track record, quality, schedule adherence, price, and other information received in response to this RFQ/P. Consequently, the selection process utilized by the Owner shall be quality based with price as a factor.

The Construction Documents for the Project have been completed by Centerbrook Architects and Planners

(the “Architect”) and are ready for the procurement of trade packages. The intent of this RFQ/P is to solicit a qualified firm for Construction Management at Risk services, exclusive of Pre-Construction Services, except for the procurement phase and consultation with the Architect and Owner concerning logistics, scheduling, and value analysis, for the work described in this RFQ/P, pursuant to the schedule set forth in Exhibit B and the scope of work set forth in Exhibit C and Exhibit D, attached hereto.

The form of contract, insurance requirements and general conditions are attached hereto as Exhibit D and are modified versions of the AIA Document A133-2019 Agreement, A133-2019, Exhibit B, Insurance and

Bonds, and A201-2017, General Conditions. By submitting a response to this RFQ/P, the submitting firm represents and warrants that it shall execute the contract and accept all terms and conditions without alteration, exception, qualification, or condition.

This RFQ/P is not, in any manner, to be considered an order for or an offer to purchase any or all of the items set forth herein nor will Owner or Owner’s Representative incur or be liable for any costs associated with the preparation of your submission. The Owner reserves the right to accept or reject any or all proposals in its sole discretion, to waive minor defects and informalities, to seek clarification and additional information concerning any submission, and to make and award, if at all, to the firm deemed by the Town of

Old Saybrook to be in its best interest. This RFQ/P may be withdrawn and/or cancelled at any time prior to a formal contract execution.

EXHIBIT A: INSTRUCTION TO BIDDERS

SECTION TITLE

A-1 Submission of Proposals

A-2 Inquiries/Acknowledgment

A-3 Late Proposals

A-4 Award of Contract

A-5 Form of Contract, Insurance/Bonding Requirements, and General Conditions

A-6 Order of Precedence

A-7 Minimum Acceptance Period

A-8 Proposal Documents

A-1 SUBMISSION OF PROPOSALS

(a) Bidders are expected to examine this RFQ/P, the Milestone Schedule, the form of contract, general conditions, insurance requirements, and all instructions. Failure to do so will be at the Bidder's risk. By submitting a response to this RFQ/P, the Bidder agrees and warrants that it shall execute the form of contract and accept all conditions which are modified versions of the AIA Document A133-2019 Agreement, A133-2019, Exhibit B, Insurance and Bonds, and A201-2017, General Conditions, without qualification, exception, condition, or modification.

(b) Proposals shall include the name and address of the Bidder and all copies must bear the original signature of the Bidder’s representative authorized to submit the

Proposal.

(c) Proposals are due and must be received on the Owner’s server by 3PM, November 16, 2026, to the email addresses listed below with the subject line “KHCAC Expansion”. It is up to the Bidder to ensure that the Proposal and all attachments are sized such that they may be delivered by email. Late proposals will not be accepted.

Carl Fortuna, Carl.Fortuna@oldsaybrookct.gov

Brett Elliott, Brett.Elliott@thekate.org

(d) All proposals submitted shall become the property of the Town of Old Saybrook. The selected firm must meet all Municipal, State, and Federal affirmative action and equal employment opportunity practices. The Town of Old Saybrook is an Affirmative Action/Equal Opportunity Employer.

Minority/Women/Disadvantaged Business Enterprises are encouraged to submit a proposal.

A-2 INQUIRIES/ACKNOWLEDGMENT

All Requests for Information (“RFI’s”) regarding interpretation of this RFQ/P shall be directed to Orr

Partners. All RFI’s shall be submitted via e-mail no later than four (4) working days prior to the closing date.

RFI’s may be submitted to Seth Schalow -- seth.schalow@orrpartners.com, with a copy to Carl Fortuna: Carl

Carl.Fortuna@OldSaybrookCT.gov

(a) Questions will be answered by Addenda, which will be issued to all Bidders. No

Addenda will be issued later than two (2) working days prior to the closing date with the exception of an Addendum postponing the closing date or withdrawing this

RFQ/P.

(b) The Owner assumes no responsibility for any verbal instruction or answers to inquiries unless and until they have been confirmed in writing by Addenda.

(c) Each Bidder shall ascertain prior to submitting their response to this RFQ/P that they have received all Addenda issued and shall acknowledge the same in their submission.

(d) This RFQ/P may be incorporated into the final contract of the firm that receives the award, if at all, in the Owner’s sole discretion.

A-3 LATE PROPOSALS

Any Proposal received at the office designated in this RFQ/P after the exact time specified for receipt will not be considered for award.

A-4 AWARD OF CONTRACT

(a) A contract for the Project will be awarded, if at all, to the Bidder that possesses the skill, ability, and integrity necessary to faithfully perform the Project at the best value to the Owner. Skill, ability and integrity shall be determined in the Owner’ sole discretion based upon the Project team proposed, the firm’s and the firm’s personnel’s availability, financial strength, proven track record of the firm and proposed personnel, quality, schedule adherence, price, and other information mailto:Carl.Fortuna@oldsaybrookct.gov mailto:Brett.Elliott@thekate.org mailto:seth.schalow@orrpartners.com received in response to this RFQ/P. Consequently, the selection process utilized by the Owner shall be quality based with price as a factor. The Owner may upon review of the submissions request that some or all the Bidders make a formal presentation for consideration as part of the evaluation process.

(b) The Owner reserves the right to reject any or all proposals, to waive minor irregularities and defects, to seek additional information or clarification from any

Bidder, and to withdraw or cancel this solicitation at any time prior to the execution of an agreement

(c) Any resulting contract will contain Exhibits B “Schedule’) and Exhibit C "Scope of

Work". This RFQ/P and all or part of selected Bidder's proposal may become part of a contract between Bidder and Owner, in the Owner’s sole discretion.

A-5 FORM OF CONTRACT

The contract, insurance and bonding requirements and general conditions resulting from this

RFQ/P will be in the forms attached as Exhibit D. Modifications, exceptions, and/or conditions to the contract will not be accepted.

A-6 MINIMUM ACCEPTANCE PERIOD

Bidders shall hold their submissions open for the Owner’s acceptance or rejection for a period of 90 days after bid submission. ALL PRICES AND UNIT OR HOURLY RATES STATED

SHALL BE VALID THROUGH AND FOR THE DURATION OF THE PROJECT.

A-7 PROPOSAL DOCUMENTS

Bidder shall submit a proposal on the Bidder’s letterhead containing the following information:

a) Project Scheduling: Confirm Project can be constructed pursuant to Owner’s construction schedule, set forth in Exhibit B, with sufficient detail including but not limited to projected number of days/weeks for each task.

b) Staffing: Provide a single page resume for all staff who will be working on the Project, including Sub-consultants. Provide a staffing plan, detailing the exact role each proposed staff member will play and their commitment to the Project expressed as a percentage of working time.

c) Representative Projects: Provide a single page “cut sheet” of up to five projects with similar characteristics of The Kate project. Include: Project size, location, and cost.

d) Pricing: Shall be delivered in the form of Exhibit E. Bidder to provide hourly rate and time estimate schedule for all personnel anticipated being involved with this Project and such rates shall be valid for the duration of the Project and not subject to adjustment or escalation. Lump sum general conditions and general requirements, Cost of the Work, and CM Fee, shall be allocated in accordance with the Cost Allocation Matrix, Exhibit F.

e) Relevant Experience – Historic and Occupied Facilities: Describe the Bidder’s experience within the past ten (10) years constructing additions to and/or renovations of historic structures (National Register of Historic Places or equivalent) and work performed within occupied, fully operational facilities, such as performing arts centers, museums, or civic buildings. Identify experience coordinating with the State Historic Preservation Office (SHPO) or local historic review bodies, and experience with municipal or publicly funded projects in Connecticut.

f) Construction Approach and Operational Continuity Plan: Provide a narrative describing the Bidder’s approach to phasing, sequencing, and site logistics (staging, laydown, deliveries, crane use, parking, and contractor access) given the small addition footprint and the adjacency to the Town Hall and Town Green. Describe how work will be coordinated around The Kate’s year-round event calendar, including controls for noise, vibration, dust, and odors; maintenance of public egress, accessibility, and life-safety systems; and protection of the existing historic fabric, museum exhibits, and collection items.

g) Safety Program and Record: Provide the Bidder’s written safety program, Experience Modification Rate (EMR) for each of the last three (3) years, OSHA 300A summaries for the last three (3) years, and a list of any OSHA citations received in the last five (5) years. Describe the site-specific measures the Bidder will implement to protect staff, patrons, and the public in an active facility.

h) Quality Control Plan: Describe the Bidder’s quality assurance and quality control procedures, including pre-installation meetings, inspection and testing protocols, mock-ups, deficiency tracking, and the closeout and commissioning process.

i) Financial Capacity, Bonding, and Insurance: Provide a letter from a surety with an A.M. Best rating of A- VII or better, confirming the Bidder’s ability to furnish 100% Performance and Payment Bonds for the full GMP amount and stating the Bidder’s current single-project and aggregate bonding capacity. Provide audited or reviewed financial statements for the last three (3) fiscal years (which may be submitted under separate confidential cover) and a certificate of insurance demonstrating the Bidder’s ability to meet the insurance requirements of Exhibit D.

j) Legal and Claims History: Disclose any litigation, arbitration, or claims filed by or against the Bidder in the last five (5) years related to construction projects; any contracts terminated for cause or not completed; any liquidated damages assessed;

and any debarment, suspension, or disqualification by a public agency.

k) Availability and Current Workload: Provide the Bidder’s current backlog and workload, and confirm the availability of all proposed key personnel for the full duration of the Project. Key personnel identified in the Proposal shall not be substituted without the prior written approval of the Owner.

EXHIBIT B: OWNER’S PROJECT SCHEDULE

Project Schedule Exhibit B as attachment

EXHIBIT C: SCOPE OF WORK

BACKGROUND

The Katharine Hepburn Cultural Arts Center (“The Kate”) is a non-profit performing arts organization located in an historic theatre/town hall on Main Street in Old Saybrook. Originally opened in 1911, the building is now listed on the National Register of Historic Places. After state-of-the art renovations, the center includes a 285-seat theatre that presents work in several genres including music, theater, opera, dance, comedy, film, and a variety of children’s programming. The Katharine Hepburn Museum, located on the first floor, is the only museum of its kind honoring Katharine Hepburn, Old Saybrook’s most celebrated resident. Exhibits feature costume and personal wardrobe items, photographs, home movies, awards, and other memorabilia.

The Kate and The Town of Old Saybrook are looking to renovate and add to its existing facility in Old

Saybrook, Connecticut. The primary project scope includes a two-story, 7,290 SF addition to the north, including offices, classrooms, restrooms, a two-stop freight elevator, a new Green Room, and a new public entry. The Project also includes 1,396 SF of interior renovations of a portion of the first floor into an open office, an expanded coffee station area, and an expanded museum. Critically, the facility, which hosts hundreds of events throughout the entire calendar year, will remain operational during the proposed Project.

Therefore, the expansion project will address critical programmatic needs while ensuring successful ongoing operations and maintaining staff and patron safety as the highest priority. Given the complexity of the scope within an active facility, the small addition footprint, and the adjacency to the Town Hall and Town Green, the project has an anticipated twelve-month construction duration.

The Construction Documents have been completed by the Architect and are ready for trad contractor bidding. Accordingly, the only Preconstruction Services required are procurement, scheduling, logistics, and value analysis (value engineering).

Drawings and Specifications (project manual) prepared by Centerbrook Architects and its consultants, along with a geotechnical report, are available at: www.oldsaybrookct.gov http://www.oldsaybrookct.gov/

EXHIBIT D: FORM OF CONTRACT, INSURANCE, BONDING, AND GENERAL

CONDITIONS

Form of Contract, Insurance and Bonding, and General Conditions, which are modified versions of the AIA

Document A133-2019, A133-2019, Exhibit B, Insurance and Bonds, and A201-2017 General Conditions, attached collectively as Exhibit D

EXHIBIT E: COST PROPOSAL

CM Cost Proposal Form attached as Exhibit E

EXHIBIT F: COST ALLOCATION MATRIX

Cost Allocation Matrix attached as Exhibit F