Licensed_Environmental_Professional_Services.pdf

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

City of New London

13 Masonic St.

New London, CT 06320

LICENSED ENVIRONMENTAL PROFESSIONAL SERVICES

Project ID: 2027-06 CONL

RELEASE DATE: November 3, 2026

RESPONSE DEADLINE: December 8, 2026, 2:00 pm

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

#2027-06 CONL

Title: Licensed Environmental Professional Services

Table Of Contents

1. Introduction

2. Submission of Proposals

3. Award

4. Other Requirements

5. Contract

6. Delivery

7. Saving Clause

8. Advertising

9. Rights

10. Scope of Work

11. Evaluation Criteria

12. Vendor Submission Forms

Attachments:

A - Debarment

B - EPA General Terms and Conditions Effective October 1, 2025

C - 4B 00A01426, Revolving Loan Fund Cooperative Agreement for City of New London

D - MASTER CITY CONTRACT 2026

1. Introduction

1.1. Summary & Special Instructions

The City of New London, Connecticut (the City), seeks proposals from qualified firms with Connecticut Licensed

Environmental Professionals (LEPs) to provide environmental consulting services in support of the City’s U.S.

Environmental Protection Agency (EPA) Brownfields Revolving Loan Fund (RLF) Program.

1.2. Timeline

Release Project Date: November 3, 2026

Question Submission Deadline: November 16, 2026, 12:00pm

Response Submission Deadline: December 8, 2026, 2:00pm

This will be an opportunity to list the firms that submit proposals. Proposals will not be shared publicly.

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2. Submission of Proposals

2.1. Response Submission

Submit Electronic Responses via the City of New London's e-Procurement Portal https://procurement.opengov.com/portal/newlondonct

2.2. Questions

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Bidders shall submit all inquiries regarding this bid via the City of New London's e-Procurement Portal, located at https://procurement.opengov.com/portal/newlondonct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City of New London's 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.

2.3. Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the 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/newlondonct

2.4. Submission of Proposals

All Request for Qualifications issued by the City of New London (City) will bind Proposers to the terms and conditions listed below, unless specified otherwise in any individual Request for Qualifications.

Incorporated by reference into this contract are the provisions of Article IV., Section 2-66 through 2-71 and Section 2-73 of the Code of Ordinances of the City of New London.

The contractor agrees to comply with the Code of Ordinances as they exist on the date of the contract and as they may be adopted or amended from time to time during the term of this contract and any amendments thereto.

1. Proposals must be submitted on forms supplied by the City of New London or in the format requested in the specifications. Telephone, facsimile or e-mail proposals will not be accepted in response to a Request for Qualifications.

2. The date and time proposals are to be opened are given in each Request for Qualifications issued. Proposals received after the specified date and time of the proposal opening given in each Request for Qualifications will not be considered.

3. Incomplete proposal forms may result in the rejection of the proposal. Amendments to proposals received by the

Purchasing Agent after the date and time specified for the proposal opening shall not be considered. Proposals shall be computer prepared, typewritten or handwritten in ink. Proposals submitted in pencil shall be rejected. A person duly authorized to sign proposals for the proposer shall sign all proposals. Unsigned proposals shall be rejected.

4. Conditional proposals are subject to rejection in whole or in part. A conditional proposal is defined as one that limits, modifies, expands or supplements any of the terms and conditions and/or specifications of the Request for Qualifications.

5. Alternate proposals will not be considered. An alternate Proposal is defined as one that is submitted in addition to the proposer’s primary response to the Request for Qualifications.

6. Prices shall include delivery and transportation charges fully prepaid by the Contractor to the destination specified in the Request for Qualifications and subject only to cash discount.

7. Pursuant to Sections 12-412 and 12-412(1) of the Connecticut General Statutes, the City of New London is exempt from the payment of excise, transportation and sales taxes imposed by the Federal Government and/or the State. Such taxes must not be included in the proposal prices.

8. In the event of a discrepancy between the unit price and the extension, the unit price shall govern.

9. By its submission the Proposer represents that the proposal is not made in connection with any other Proposer submitting a proposal for the same commodity or commodities and is in all respects fair and without collusion or fraud.

10. All proposals will be opened virtually via OpenGov and ZOOM. The ZOOM link is Join Zoom Meeting https://us06web.zoom.us/j/83646053148?pwd=XCinZlGyz9kLGlRxOoGQkB0qaaQ5hu.1 Join and take notes https://us06web.zoom.us/j/83646053148?pwd=XCinZlGyz9kLGlRxOoGQkB0qaaQ5hu.1&mynotes=on Meeting chat link https://us06web.zoom.us/launch/jc/83646053148 Meeting ID: 836 4605 3148 Passcode: 742373 One tap mobile

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3. Award

1. Award of this contract will be made to the lowest responsible, qualified proposer and will be based on net cost and City specifications. The City of New London reserves the right to reject any and all bids or parts thereof, to waive any informality and to award this contract to other than the low proposer and to make multiple awards if deemed in the best interest of the City.

2. The City of New London may reject any bidder in default of any prior contract or guilty of misrepresentation or any bidder with a member of its firm in default or guilty of misrepresentation.

3. The Purchasing Agent may correct inaccurate awards resulting from clerical or administrative errors.

4. Other Requirements

1. The City has an employment preference goal that jobs be offered to local residents on public prevailing wage projects with thresholds great than $100,000 for renovation and $1,000,000 for new construction. For such projects, it is understood that contractors shall make a good faith effort to employ a participating workforce comprised of twenty-five

(25%) local residents of New London County, CT, with residents of the City of New London, CT getting a priority representing fifty percent (50%) of said participation, which will include twenty-five percent (25%) female and minority.

2. The City has an employee training preference goal that apprenticeship opportunities be made available for state licensed trades on public prevailing wage projects with thresholds greater than $100,000 for renovation and $1,000,000 for new construction. For such projects, it is understood that contractors shall make a good faith effort to employ a minimum of ten percent (10%) of the workforce per state licensed trade as apprentices and, of this number, a minimum of fifty percent (50) shall be in the first year of apprenticeship training.

5. Contract

1. The existence of a contract shall be determined in accordance with the requirements set forth above.

2. The Contractor shall not assign or otherwise dispose its contract or its right, title or interest, or its power to execute such contract to any other person, firm or corporation without the prior written consent of the City of New London.

3. Failure of a Contractor to deliver commodities or perform services as specified will constitute authority for the City of

New London to purchase these commodities or services on the open market. The contractor agrees to promptly reimburse the City of New London for excess cost of these purchases. The purchases will be deducted from the contracted quantities.

4. The Contractor agrees to hold the City of New London harmless from liability of any kind for the use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention furnished or used in the performance of the Contract; Guarantee its products against defective material or workmanship; repair damages of any kind, for which it is responsible to the premises or equipment, to its own work or to the work of other contractors; obtain and pay for all licenses, permits, fees etc., and to give all notices and comply with all requirements of the City of New London, the State of Connecticut and the U.S. Government.

5. The Contractor shall procure and maintain at their own expense, insurance of the types specified below, and in the amounts, as set forth herein. All insurance shall be carried with insurers authorized to do business in the State of

Connecticut. Certificates of Insurance and/or actual policy and endorsement copies that are satisfactory to the City shall be filed in triplicate with the City before operations are begun and shall be endorsed to name the City of New London as

Additional Insured on a primary and non-contributory basis per contract to all policies except Workers’

Compensation. The City expressly retains the right via endorsement to recover and/or subrogate for any and all damages caused by or resulting from the products or work of the Contractor or subcontractors on all policies, excluding Workers’

Compensation and Professional Liability. All policies shall be endorsed to include a Waiver of Subrogation in favor of the

City of New London and shall contain a clause granting at least thirty (30) days prior written notice to the City of New

London of intent to affect cancellation, non-renewal, or other material change which may have an adverse effect on the policies. The Contractor shall defend, indemnify, and hold the City of New London harmless from and against any claims that arise from the Work and Project to the fullest extent permitted by law.

Insurance shall be in such forms as will protect the Contractor from all claims and liability for damages for bodily and personal injury, including accidental death, and for property damage, which may arise from operations under the Contract, whether such operations be by themselves, their subcontractors, or by anyone directly or indirectly employed or engaged by them.

The following types of insurance shall be provided before starting and until final completion and acceptance of the Work and expiration of the guarantee period provided for in the Agreement.

A. Liability Insurance: Minimum Coverage and Limits.

The combined single limit of liability as respects bodily injury, personal injury, and property damage liability shall be as follows:

Comprehensive General Liability

Each Occurrence: $2,000,000

Aggregate: $2,000,000

Products/Completed Operations

Aggregate: $1,000,000

Comprehensive Automobile Liability (including owned, borrowed, hired and non-owned)

Any One Accident: $1,000,000

Professional Liability

Each Occurrence: $2,000,000

Excess/Umbrella Liability

Each Occurrence: $10,000,000

B. Workmen’s Compensation Insurance and Employer’s Liability Insurance.

The Contractor shall procure and maintain at his own expense, worker’s compensation insurance as required by the appropriate worker’s compensation law or act. The policy shall be written in accordance with the statutory provisions of the State of Connecticut, and shall include a broad form “all states” endorsement in the event the operations require any interstate involvement as respects employers-employee relationship.

WC Statutory Limits

Employers’ Liability Each Accident $1,000,000

Employers’ Liability Disease Each Employee $1,000,000

Employers’ Liability Disease Policy Limit $1,000,000

C. Builder’s Risk Insurance, including coverage for damages to any existing buildings or contents, that shall remain in-force at all times during the contract at replacement cost.

D. Property Damage Insurance for operations and completed operations and Contractor’s Protective Property Damage

Insurance, each including coverage for injury to or destruction of wires or pipes and similar property and appurtenant apparatus and the collapse of or structural injury to any building or structure except those on which work under the

Contract is being done. Blasting and explosion coverage shall be obtained if there is a need for blasting under the

Contract, and no blasting shall be performed until such insurance has been secured.

The Contractor must require that all subcontractors, agents, and assigns procure and maintain insurance protection comparable to that required of the Contractor including additional insured status and waiver of subrogation requirements. The Contractor shall not commence Work under the Contract until all insurance required has been procured and approved by the City, nor shall the Contractor allow any of its subcontractors to commence Work until comparable insurance has been procured and approved by the City. Notwithstanding the foregoing, Contractor shall be liable for the actions and inactions of subcontractors who perform Work pursuant to this Contract and subsequent contracts.

The Contractor shall, at its own expense, assume all responsibility for equipment and other property to be installed until such equipment or other property is approved and accepted by the City. The Contractor shall also assume full responsibility and liability, including general property insurance coverage, for them and their employees’ own tools and equipment as well as for those tools and equipment of their subcontractors and their employees.

Any of the above coverages written on a claims made form shall have an Extended Reporting period of three years from the termination of the contract. Renewal certificates must be furnished by the Contractor prior to the expiration date of any of the initial insurances. No insurance required or furnished hereunder shall in any way relieve the Contractor of or diminish any of his responsibilities, obligations, and liabilities under the Contract.

6. Notwithstanding any provision or language in this contract to the contrary, the Mayor may, without cause, terminate this contract for the City’s convenience upon approval by the City Council, whenever he/she determines that such termination is in the best interest of the City of New London. Any such termination shall be effected by delivery to the Contractor of a written notice of termination. The notice of termination shall be sent by registered mail to the Contractor address furnished to the City of New London for purposes of correspondence or by hand delivery. Upon receipt of such notice, the

Contractor shall both Immediately discontinue all services affected (unless the notice directs otherwise) and deliver to the

City of New London all data, drawings, specifications, reports, estimates, summaries, and such other information and materials as may have been accumulated by the Contractor in performing its duties under this contract, whether completed or in progress. All such documents, information and materials shall become the property of the City of New

London. In the event of such termination, the contractor shall be entitled to reasonable compensation as determined by the Mayor, however, no compensation for lost profits shall be allowed.

6. Delivery

1. All products and equipment delivered must be new unless otherwise stated in the proposal specifications.

2. All deliveries will be to the locations specified by the City of New London. The City of New London does not have a loading dock therefore all Contractors will be responsible for inside delivery without assistance from City of New London personnel.

3. Payment terms are net 45 days after receipt of goods or invoice, whichever is later, unless otherwise specified.

4. Charges against a Contractor shall be deducted from current obligations. Money paid to the City of New London shall be payable to the Treasurer, City of New London.

7. Saving Clause

The Contractor shall not be liable for losses or delays in the fulfillment of the terms of the contract due to wars, acts of public enemies, strikes, fires, floods, acts of God or any other acts not within the control of or reasonably prevented by the

Contractor. The contractor will give written notice of the cause and probable duration of any such delay.

8. Advertising

Contractors may not reference sales to the City of New London for advertising and promotional purposes without prior approval of the City of New London.

9. Rights

1. The City of New London has sole and exclusive right and title to all printed material produced for the City of New

London and the Contractor shall not copyright the printed matter produced under this contract.

2. The Contractor assigns to the City of New London all rights, title and interests in and to all causes of action it may have under Section 4 of the Clayton Act, 15 USC 15, or under Chapter 624 of the Connecticut General Statutes. This assignment occurs when the contractor is awarded the contract.

3. The Contractor agrees that it is in compliance with all applicable federal, state and local regulations, including but not limited to Connecticut General Statutes Section 7-148i. The Contractor also agrees that it will hold the City of New

London harmless and indemnify the City of New London from any action which may arise out of any act by the Contractor concerning lack of compliance with these laws and regulations. All purchases will be in compliance with Sections 22a-194 to 22a-194g of the Connecticut General Statutes related to product packaging.

4. This contract is subject to the provisions of Executive Order Number Three of Governor Thomas J. Meskill promulgated

June 16, 1971, the provision of Executive Order Number Seventeen of Governor Thomas J. Meskill promulgated February

15, 1973 and Section 16 of Public Act 91-58, nondiscrimination regarding sexual orientation, and the provisions of

Executive Order No. Sixteen of Governor John G. Rowland promulgated August 4, 1999 regarding Violence in the

Workplace Prevention Policy.

10. Scope of Work

10.1. LEP Services

CITY OF NEW LONDON,

CONNECTICUT

REQUEST FOR PROPOSALS

2027-06 CONL

LICENSED ENVIRONMENTAL PROFESSIONAL SERVICES - SUPPORTING

EPA BROWNFIELDS REVOLVING LOAN FUND

Issuing Department: Office of Development & Planning, Community Development Division

Issue Date: November 3, 2026

Proposal Due Date: See Solicitation Schedule, Section 2

The City’s e-Procurement Portal: https://newlondonct.gov/bid-documents https://newlondonct.gov/bid-documents

Proposals must be submitted electronically through the City’s OpenGov Procurement portal.

Late submissions will not be accepted. All inquiries must be submitted through OpenGov.

SECTION 1 - INTRODUCTION AND BACKGROUND

Purpose of this RFP

The City of New London, Connecticut (the City), seeks proposals from qualified firms with Connecticut

Licensed Environmental Professionals (LEPs) to provide environmental consulting services in support of the

City’s U.S. Environmental Protection Agency (EPA) Brownfields Revolving Loan Fund (RLF) Program.

EPA RLF Program Background

Brownfields are properties where redevelopment or reuse may be complicated by the presence or potential presence of hazardous substances, pollutants, contaminants, or petroleum contamination. The EPA

Brownfields Revolving Loan Fund (RLF) Program provides funding to communities to offer low-interest loans and subgrants for the cleanup of eligible brownfields sites, helping return underutilized properties to productive use while protecting public health and the environment.

While the City has experience managing brownfields projects, the EPA Brownfields Revolving Loan Fund

(RLF) Program is a new initiative for the City. The City has been awarded $1,000,000 in EPA Brownfields RLF funding, of which at least $500,000 must be used to capitalize loans for eligible cleanup projects. The cooperative agreement’s current period of performance is July 1, 2023 to September 30, 2028. To date, two grants and no loans have been issued as the City is still establishing program procedures and implementation processes for the loan program. Our goal is to close approximately three to four loans before the funding deadline. Successful deployment of at least one loan by the end of 2026/early 2027 will allow the City to be eligible to apply for supplemental EPA RLF funding, potentially increasing the capital available for future projects, as well as extending the grant to up to 15 years. If the City is unable to successfully close and deploy at least one loan during the grant period, the program will conclude at the end of the current funding cycle.

Purpose of this RFP and Anticipated Contract Structure

The purpose of this Request for Proposals is to select two qualified Connecticut Licensed Environmental Professional (LEP) firms to support the City of New London's Brownfields Revolving Loan Fund (RLF) Program. This solicitation is not for a specific project, and the City does not guarantee any minimum amount of work to any selected firm.

Proposing firms shall submit a fee schedule that will remain valid for a minimum of three (3) years from the date of contract execution. The fee schedule shall include hourly billing rates for all personnel classifications anticipated to provide services under the agreement, as well as any standard reimbursable expenses. The proposing firm may instead submit the hourly billing rates for year one along with a fee escalation for the following two years.

Following evaluation of proposals, the City intends to designate one firm as its Preferred LEP Consultant along with an alternate LEP/QEP. The alternate may be called upon in the event the Preferred LEP Consultant is unavailable, has a conflict of interest, lacks capacity to perform the requested services within the required timeframe, or when the City determines that another firm is better suited for a particular assignment.

SECTION 2 – SOLICITATION SCHEDULE

The following schedule governs this solicitation. All dates are subject to change by written addendum posted to the OpenGov Procurement portal.

Milestone Date

RFP Issued/Posted to OpenGov November 3, 2026

Deadline to Submit Written Questions November 16, 2026, 12:00 PM EDT

City Responses to Questions Posted November 17, 2026

Proposal Submission Deadline December 8, 2026, 2:00 PM EDT

Evaluation/Scoring Period December 8 – December 13, 2026

Oral Interviews (if conducted) December 16-18, 2026

Submitted for City Council Approval January 4, 2027

Contract Start Date (estimated and w/approval)

January 5, 2027

All dates in the Solicitation Schedule are subject to change. Any changes will be issued by written addendum posted to the OpenGov Procurement portal at https://newlondonct.gov/bid-documents. It is the sole responsibility of Proposers to monitor the portal for updates. All proposals must be submitted electronically through the OpenGov Procurement portal prior to the Proposal Due Date and Time listed above (or as changed via OpenGov). Late submissions will not be considered regardless of cause.

Questions, Comments and Contract Exceptions: All questions, comments, and exceptions to the City's standard contract terms must be submitted in writing through the OpenGov portal question-and-answer function no later than the deadline listed in the Solicitation Schedule. Submissions by phone, email, or in-person will not be accepted or acknowledged. Only written responses issued through OpenGov constitute official guidance. Contract exceptions submitted after this deadline will not be considered during contract negotiation.

SECTION 3 – SCOPE OF SERVICES

The Licensed Environmental Professional (LEP) firm will provide as-needed coordination, direction, and oversight of EPA Revolving Loan Fund (RLF) activities, such as ensuring efficient operations, prioritizing projects, furthering the City’s brownfields objectives, maximizing fund sustainability, and providing support to ensure the program meets all applicable state and federal requirements. The RLF Grant services under this contract will be for a period that covers the City’s project period of the current Cooperative Agreement which ends on September 30, 2028. The City may amend this contract to accommodate the terms and conditions of future EPA brownfields grants or other funding sources awarded to the City within this period, provided that a market survey conducted by the City indicates the prices the LEP firm (Contractor) proposes are reasonable.

Services related to this program may include, but are not limited to:

Cooperative Agreement Oversight:

o Review loan and grant applications to the RLF Program for https://newlondonct.gov/bid-documents

▪ Completeness and compliance with EPA funding eligibility requirements

▪ Demonstrated ability of site cleanup plans to achieve relevant remedial objectives and site regulatory closure

▪ Quality and reliability of cost estimates for cleanup and proposed site redevelopment

▪ Readiness for site redevelopment

▪ Impact to human health and the environment o Reporting and records

▪ Prepare all required reports and update ACRES

▪ Maintain complete documents and files to provide to the city, suitable for audit purposes

Community Involvement:

o Attract sites into the program and improve understanding and participation in RLF

▪ Marketing of RLF Program to Eligible Entities for Loans and Subgrants

▪ Prepare necessary communication tools to conduct outreach to potentially eligible properties

▪ Review Community Involvement Plans (CIP)

▪ Review comments received from public comment period, make recommendations

▪ Participate in public meetings as necessary

Loans/Subgrants Cleanup Process:

o Review and provide detailed requests for revisions of the following subrecipient submittals:

▪ Environmental Assessment Reports

▪ Remedial Action Plans

▪ Hazardous Building Material Abatement Plans

▪ Analysis of Brownfield Cleanup Alternatives (ABCA)

▪ Review eligibility determination form before forwarding to EPA

▪ Ensure site is enrolled in appropriate/required state programs.

▪ Historic Preservation – advise and review project requirements to comply with Section 106

▪ Site-Specific Quality Assurance Project Plans/Addendums (SSQAPP)

▪ Requests for Proposal for QEP/LEP services

▪ Track and report greener cleanup actions in ACRES o Evaluation of Contractor Bids and Contractor Reviews of these bids by Borrowers and/or

Subgrantees o Assist with verification that the cleanup work matches the scope of the activities in the EPA-approved SSQAPP/ABCA/Remedial Action Plan and/or other approved cleanup plan

Oversee Site Cleanups:

o Hold kickoff meeting with contractors o Review payment requests to confirm that sufficient backup has been provided to document the activities performed o Project management and oversight of subrecipients’ remediation projects to confirm compliance with:

▪ Funding contract Terms and Conditions

▪ Federal and state environmental response requirements

▪ Davis-Bacon Act Prevailing Wage Rules

▪ Build-America-Buy-America (BABA)

▪ Any other requirements of the City’s Brownfields RLF Program o Provide Technical Assistance to the City in guiding the RLF Program;

o Ensures all required closeout documents and reports are complete, retained, and submitted o Obtains State approval of cleanup and ensures cleanup is protective of human health and the environment o Attend Brownfields Working Group Meetings and other meetings, as needed.

SECTION 4 – SUBMISSION REQUIREMENTS

Proposals shall be submitted in a clear and concise format and must include all information requested in this

Request for Proposals. To ensure consistency in evaluation, proposers shall follow the structure outlined below. Submissions should not exceed 21 pages (the Sample Loan Application Package is not included in the

21-page limit). The submission package shall be uploaded to OpenGov under section 12 titled “Vendor

Submission Forms”.

1. Cover Letter (2 page max)

LEP firm should include a cover letter expressing interest in responding to this RFP which should be signed by a firm representative authorized to engage the LEP firm in the services identified herein.

2. Firm Qualifications and Experience (5 pages max)

Describe the qualifications and capabilities of the LEP Firm as they relate to performing professional

Licensed Environmental Professional Services under State or Federal environmental grant programs and/or other programs involving contaminated sites and the demonstrated ability to provide Technical

Oversight of multiple contractors & subcontractors. LEPs who have specific experience with EPA RLF programs will be looked upon more favorably. LEP firms should include a list of 3-5 references where similar services were provided. For each reference, include the following: client reference/name/organization, phone number, email address, project name(s), location(s), and brief program/project descriptions.

3. Past Project Experience (5 pages max)

Include summaries of relevant projects completed and programs managed in the State of Connecticut and EPA Region 1. Provide experience with state or federal environmental programmatic compliance and reporting including the completion of ABCAs, RAPs, QAPP/SSQAPP Addenda, Community

Involvement Plans, Davis Bacon Act prevailing wage compliance, BABA compliance, ACRES reporting, and EPA quarterly progress reporting. Summarize the scope of work, and provide client contact information for each project or contract.

4. Key Staff Assigned to the Project (3 pages max, excluding resumes)

Identify specific personnel that will be assigned to the following key roles for the project: Project

Manager, LEP, PE, and Lead Technical Staff members. Personnel identified in the proposal must be the principal staff that will work on the project and represent the majority of hours billed to the project. LEP firms must provide an organizational chart and resumes for the Project Manager and the Lead Technical

Staff Members. Each resume shall not exceed 3 pages. Connecticut LEP license issued under CGS

§ 22a-133v.

5. Technical Approach (3 pages max)

Describe the Technical Approach that will be used to complete the tasks described in this RFP. Explain their proposed process for reviewing and evaluating applicants’ proposed cleanup plans and costs to ensure compliance with your CA Terms & Conditions.

6. Standard Billing Rates and Estimated Costs (3 pages max)

Please provide Standard Billing Rates for all staff to be utilized on this project and the approximate amount of time, as a percentage of the firm’s total time, that each staff member is expected to work on this assignment; percentages must add up to 100%.

7. Suspension and Debarment Certification

All Respondents must provide a properly executed form ensuring the LEP Firm is not debarred from receiving federal funds, see Attachment 1. Upload completed attachment to OpenGov under section 12 titled “Vendor Submission Forms”.

8. Reservation of Rights

The City of New London is not obligated to enter into any contract as a result of this Request for Proposals (RFP). The City reserves the right to reject any or all submissions, waive informalities and minor irregularities, reissue this RFP, or amend, suspend, terminate, or restructure the procurement process at any time and for any reason.

The City may request additional information from, or conduct interviews with, any firm submitting a proposal in order to clarify or further evaluate qualifications, experience, capacity, or any aspect of the proposal. The City reserves the sole right to determine what constitutes an informality or minor irregularity.

All costs associated with the preparation and submission of a proposal shall be the sole responsibility of the proposing firm.

SECTION 5 – EVALUATION CRITERIA AND PROCESS

Overview

The City’s objective in soliciting response statements is to enable it to select respondents that will provide high quality and cost-effective services to the City. The City will consider proposal statements only from

Respondents that, in the City’s sole judgment, have demonstrated the capability and willingness to provide high-quality services to the City in the manner described in this RFP. Proposal statements will be evaluated and scored by a committee of City personnel and, possibly, community stakeholders to determine which respondents can provide the services requested in a manner most advantageous to the City, based on consideration of:

Overall Experience and Personnel (20%) o Experience and reputation (references included will be contacted for confirmation) in the field and with similar projects initiatives;

o Relevance and Extent of Qualifications, Experience, Reputation and Training of Personnel to be assigned;

Specific State and Federal Environmental Experience (25%) o Experience with projects of similar size/complexity, and specifically those projects performed under the applicable CTDEEP regulatory framework and EPA terms and conditions;

Estimated Costs and Billing Rates (25%) o Rate/Fee/Price considerations;

o Travel time to sites in urban environments

Capacity, Availability, Knowledge (30%) o Availability and Capacity to accommodate the needs of the City;

o Knowledge of the City of New London's historic, waterfront, industrial, and environmental conditions, including experience working with historic properties, brownfields sites, hazardous building materials, and applicable federal, state, and local regulatory requirements;

Oral Interviews

The City reserves the right to conduct oral interviews with any or all shortlisted Proposers during the interview period identified in the Solicitation Schedule. If interviews are conducted, they will be factored into the final evaluation. Proposers selected for interviews will be notified through the OpenGov Procurement portal.

Interview schedules are subject to change.

Best and Final Offers

The City reserves the right to request Best and Final Offers (BAFOs) from any or all

Proposers at any stage of the evaluation process.

City's Reserved Rights

The City reserves the right to:

• Waive any informality or irregularity in any proposal.

• Request additional information from any Proposer.

• Cancel this RFP at any time without obligation.

• Award contracts to more than one Proposer, if deemed in the City's interest.

SECTION 6 – AWARD PROCESS AND CONTRACTING

Notice of Intent to Award

Following completion of the evaluation process, the CITY will post a Notice of Intent to Award on the OpenGov

Procurement portal on or around the Anticipated Contract Award Date identified in the Solicitation Schedule, identifying the Proposer(s) selected for contract negotiation. All Proposers will be notified through the portal.

Contract Negotiation

Following the selection process, the City intends to negotiate and execute a master Professional Services

Agreement with the firm designated as the Preferred LEP Consultant and may, at its discretion, execute a similar agreement with a second qualified firm. The purpose of these negotiations is to establish the final contract terms and conditions, approved fee schedules, and categories of services that may be provided on an as-needed basis.

The City's standard Contract template (found on the OpenGov website) is included for reference. Proposers are encouraged to review the template prior to submission and identify any significant concerns within their proposal. The City reserves the right to negotiate specific contract terms, including scope, staffing, and compensation; however, the City's position on City Counsel-approved contract language shall be final.

Execution of a master Professional Services Agreement does not guarantee the award of any specific project or minimum amount of work. Individual assignments may be authorized through task orders, project-specific amendments, or other written authorizations that define the scope of work, schedule, deliverables, and compensation for a particular project.

City Council Approval

The selection of a preferred proposer does not constitute a contract award. Any contract resulting from this solicitation shall be subject to approval by the New London City Council and execution by authorized City officials. The City shall not be liable for any costs incurred by a proposer prior to the execution of a fully approved contract.

Non-Discrimination

The selected Contractor shall comply with all applicable federal and state non-discrimination laws, including but not limited to Title VI of the Civil Rights Act of 1964, the Fair Housing Act, and the Americans with

Disabilities Act.

SECTION 7 – GENERAL TERMS AND CONDITIONS

No Commitment to Award

Issuance of this RFP does not constitute commitment by the City to award a contract. The City is not responsible for any costs incurred by Proposers in preparing or submitting proposals.

Ownership of Work Product

All work product, reports, analyses, data, and deliverables produced by the Contractor under any resulting contract shall be the property of the City of New London, CT.

Subcontracting

Any subcontracting arrangements must be disclosed in the proposal and approved by the City. The prime contractor remains fully responsible for all work performed under the contract.

Governing Law and Venue

Any contract resulting from this solicitation shall be governed by the laws of the State of Connecticut. Venue for any legal proceeding shall be in the Superior Court of New London County.

Accessibility

The City of New London is committed to ensuring accessible services and programs. Proposers with disabilities who require accommodations to participate in this RFP process may contact Joshua Montague at jmontague@newlondonct.gov.

SECTION 8 - FEDERAL FUNDING REQUIREMENTS

mailto:jmontague@newlondonct.gov

This project is funded through the U.S. EPA’s Brownfields Revolving Loan Fund (RLF) Grant Program. Firms must demonstrate their ability to comply with all Terms and Conditions (Attachment 2) and all applicable Federal laws and regulations, including but not limited to:

As EPA Revolving Loan Fund monies will be used to fund this work, the Consultant must adhere to all applicable Federal requirements. These requirements include, but are not limited to:

• The contract will be subject to those conditions of the Cooperative Agreement that relate to eligibility of costs and to contracts, including the administrative cost prohibition (see Attachment 2).

• The contract is subject to regulations that govern contracts under cooperative agreements (such as, but not limited to, 40 CFR Part 31 requirements for accounting and record keeping, 40 CFR Part 30 requirements for financial reporting, and 40 CFR Part 35 Sub Part O).

• The contract will be subject to general Federal requirements for contracts under cooperative agreements, including mandatory steps for contractors to follow related to areas, such as the Davis- Bacon Act and utilization of Disadvantaged Business Enterprise (DBE).

• The relevant cooperative agreement conditions and applicable regulations are included in this RFP as Attachment 2.

• All contractors must verify that they are not suspended or disbarred from receiving Federal funds (see Attachment 1). While evaluating bids or proposals, the City will consult the most current “List of Parties Excluded from Federal Procurement or Non procurement Programs'' to ensure that the firms submitting proposals are not prohibited from participation in assistance programs. The City will comply with the requirements regarding sub awards to debarred and suspended parties described in 40 CFR 31.35 or

40 CFR 30.13.

• All CAR Recipients shall follow good faith efforts whenever procuring construction, equipment, services and supplies under an EPA financial assistance agreement, even if it has achieved its fair share objectives.

SECTION 9 - EQUAL EMPLOYMENT OPPORTUNITY PROVISIONS

LEP firms and their subcontractors will not discriminate on the basis of race, color, national origin, or sex in the award and performance of services. Respondents must demonstrate a commitment to the effective implementation of an affirmative action plan or policy on equal employment opportunity.

LEP firms must ensure equal employment opportunity to all persons and not discriminate against any employee or applicant for employment because of race, color, religion, gender, national origin, physical disability, mental disorder, ancestry, marital status, sexual orientation, criminal record or political beliefs. LEP firms must uphold and operate in compliance with Executive Order 11246 and as amended in Executive Order 11375, Title VI and VII of Civil Rights Act of 1964, the Equal Employment Opportunity Act of 1972, the Fair Employment Practices Act, and the American with Disabilities Act of 1990.

Each Respondent should furnish a detailed statement describing its Equal Employment Opportunity practices and any statistical employment information that it deems appropriate, relative to the composition of its workforce or its subcontractors.

SECTION 10 - INSURANCE REQUIREMENTS

The LEP firm shall carry and maintain in full force and effect for the duration of any contract resulting from this RFP, appropriate insurance. The LEP firm agrees to protect and defend, indemnify, and hold EPA, the City of New London, CT and their respective employees (collectively, the “Indemnitees”) free and harmless from and against any and all losses, claims, liens, demands and causes of action of every kind and character including the amount of judgments, penalties, interest, court costs, and legal fees incurred by in the Indemnitees in defense of same, arising in favor of taxes, claims, liens, debts, personal injuries, including employees of the City, death or damages to property (including property of the City) and without limitations by enumeration, all other claims, or demands of every character occurring and caused in whole or in part by any negligent act or omission of the LEP firm, any one directly or indirectly employed by the LEP firm or anyone for whose acts the LEP firm may be liable regardless of whether or not it is caused in part by the City. The LEP firm will designate and provide the City with the identity of a person or persons in the LEP firm’s employ who shall be responsible for handling claims from the public efficiently and expeditiously. Policies shall be issued by an insurance company authorized to do business in the State of Connecticut. Insurance similar to that required by the LEP firm shall be provided by or on behalf of all subcontractors to cover their operations performed and included in all subcontracts.

Insurance certificates are required with responses to this RFP. Insurance certificates must be provided at the time of bid for site-specific environmental work documenting coverage for the following:

A. Workers’ Compensation and Employer’s Liability in accordance with State of Connecticut requirements.

B. Public Liability Insurance: Comprehensive General Liability, (bodily injury, personal injury, and property damage liability) including company’s contingent Completed operations and contractual liability with a minimum:

1. $1,000,000 each occurrence

2. $1,000,000 personal and advertising injury

3. $1,000,000 general aggregate; and

4. $1,000,000 products/completed operations aggregate

C. Comprehensive Automobile Liability Insurance. Covering all owned, hired, and rented vehicles and equipment, with limits of liability of not less than $1,000,000 for injuries to, or death of one or more persons resulting from any one occurrence and property damage limit of liability of not less than $500,000 per occurrence.

D. Professional liability and errors & omissions insurance in the amount of $1,000,000.

E. In lieu of the insurance coverage listed under (ii) and (iii) above, the Consultant may fulfill the insurance requirements by having and maintaining excess or umbrella liability insurance with a minimum:

1. $1,000,000 per occurrence;

2. $1,000,000 aggregate of other than products/completed operations and auto liability; and

3. $1,000,000 products/completed operations aggregate.

All insurance certificates must name the City of New London, CT as additional insureds on the policies and shall include a waiver of subrogation on all lines of insurance. The insurance certificates must state that coverage cannot be cancelled or materially altered without thirty (30) days’ written notice to the City.

SECTION 11 - ADDITIONAL SERVICES

If you believe that additional services in addition to those requested in the Scope of Services are necessary, please identify those services and your reasons for recommending such services.

SECTION 12 - PERSONNEL

The LEP firm shall provide the professional services identified in the Scope of Services and requested by the City. The proposal must identify the person or persons who will be responsible for conducting the work as listed in the Scope of Services, and include a copy of each person's resume, including persons of the sub-contractor, if any. The City is requesting that a senior experienced person be the primary representative of the consultant in performing the services.

SECTION 13 - LENGTH OF SERVICE

It is expected and required that the work covered by this Scope of Services shall be completed in an expeditious manner. In compliance with EPA’s period of performance, services under the 2023 RLF project should be delivered by September 30th, 2028. Length of service is for a maximum of three years. Contract will be rebid if services are still needed after five years.

SECTION 14 - CONTRACT/AGREEMENT

The successful LEP firm(s) will be required to sign a Professional Services Agreement (“PSA”) prepared by the City’s attorney. The City will deliver a copy of the PSA to the successful LEP firm(s) following notice of award.

Depending upon the content of the LEP firm’s qualifications, the City may modify the customary form of PSA.

The City reserves the right to cancel the award to a successful LEP firm if the successful LEP firm proposes modifications to the PSA or attempts to modify the terms of the PSA after being notified of the award. Under the PSA, the City will have the right to terminate the LEP firm’s services for cause.

SECTION 15 - FREEDOM OF INFORMATION ACT

Respondents are advised that any and all materials submitted in response to this RFP shall become the sole property of the City and shall be subject to the provisions of Section 1-210 of the Connecticut General Statutes (re: Freedom of Information).

SECTION 16 - INCURRED COSTS

This Request for Proposals does not commit the City to award a contract or to pay any costs incurred in the preparation of a response to this request. The City will not be liable in any way for any costs incurred by respondents in replying to this RFP.

SECTION 17 - SEVERABILITY

If any terms or provisions of this Request for Proposals shall be found to be illegal or unenforceable, then such term or provision shall be deemed stricken and the remaining portions of this document shall remain in full force and effect.

SECTION 18 - ACCEPTANCE OR REJECTION BY THE CITY

The City reserves the right to accept and or reject any or all responses submitted for consideration or to negotiate separately in any manner necessary to serve the best interests of the City.

SECTION 19 - AMENDING OR CANCELING REQUEST

The City reserves the right to amend or cancel this RFP prior to the due date and time, if it is deemed to be in its best interest to do so.

SECTION 20 - WAIVER OF INFORMALITIES

The City reserves the right to accept or reject any and all responses to this RFP, or any part thereof, and waive any informalities and/or technicalities that are deemed to be in its best interest.

SECTION 21 - WORK PRODUCTS

All reports, data, and other documents prepared by the LEP firm shall be submitted to the City for review and approval. Resulting work products of the LEP firm pursuant to this solicitation shall be provided in both easily accessible printed and digital format and shall become the property of the City in which the…