On Call Architectural Bid 2026.docx

TOWN OF MANSFIELD

Department of Facilities Management Request for Qualifications / Proposals (RFQ/RFP)

Architectural Services

Submission Deadline:

2:00 p.m. Thursday, August 13, 2026

Submission Contact and Address:

Director of Facilities Management Facilities Management Department 4 South Eagleville Road Mansfield, Connecticut 06268 mansfieldct.gov

TOWN OF MANSFIELD

MANSFIELD, CONNECTICUT

NOTICE OF BID

On Call Architectural Services Mansfield Department of Facilities Management

Bidders wishing to submit a qualifications/proposal for this solicitation are requested to respond online through our secure E-Procurement portal, Bonfire. Responses can be submitted at the following link: mansfieldct.bonfirehub.com under the bid title “On Call Architectural Services”. Bidders will be required to create a Bonfire profile before submitting their bid. Step-by-step instructions on how to register as a vendor are available at this website: Vendor Registration. Due to the bid collection change to a secure online platform, multiple copies of your bid are no longer required. Please upload one (1) copy of all required bid documentation. Qualifications and proposals will be accepted until Thursday, August 13, 2026 at 2:00pm. Qualifications/proposals received after that time will not be considered.

The Instructions to Bidders, Form of Bid, Scope of Services, and other contract documents may be examined and downloaded from the “Your Government” “RFQ, RFP, and Bid Postings” section of the Town of Mansfield website mansfieldct.gov.

The Town of Mansfield hereby notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit bids in response to this invitation, and they will not be discriminated against on the grounds of race, color, national origin or sex, in consideration for an award. An Affirmative Action/Equal Opportunity Employer. Minority/Women’s Business Enterprises are encouraged to apply.

If you intend to bid please notify Mark Kiefer, Interim Facility Director at (860) 429-3331 or by email at kieferm@mansfieldct.org so you may receive any and all addendum.

To receive consideration bids must be uploaded to the Bonfire platform no later than the day and hour mentioned above.

The Town of Mansfield reserves the right to accept or reject any or all bids; to waive any informality; or to accept any bid deemed in the best interests of the Town of Mansfield.

All bids shall be considered valid for a period of ninety (90) days.

Amanda L. Backhaus Director of Finance Town of Mansfield

TABLE OF CONTENTS

1.0 INSTRUCTION TO BIDDERS

1.01 Time for Opening Bids

1.02 Preparation of Proposals

1.03 Submission of Proposals

1.04 Cost of Bid Preparation

1.05 Pre-Bid Walkthrough / Familiarity with the Work

1.06 Addenda and Interpretations

1.07 Samples

1.08 Anti-Discrimination

1.09 Applicable Law

1.010 Interpretation of Bids

1.011 Interpretation – Parol Evidence

1.012 Delivery

1.013 Award of Contract

1.014 Best Customer Preferential Pricing

1.015 Certification

1.016 Clayton Act Assignment of Rights

1.017 Contract

1.018 Contract Amendments

1.019 Gratuities

1.020 Insurance

1.021 Indemnification

1.022 Law of Waiver

1.023 Licenses

1.024 Public Record

1.025 Property Tax Assessment

1.026 Provisions Required by Law

1.027 Relationship of Parties

1.028 Rights and Remedies

1.029 Severability

1.030 Subcontracts

1.031 Submission of Invoices

1.032 Toxic Substances

1.033 Vendor Warranty

2.0 SCOPE OF SERVICES

3.0 BID FORMS

Qualifications Attachment A – Insurance Requirements Attachment B – Questionnaire Concerning Occupational Health & Safety Attachment C – Certification of Non-Collusion

INSTRUCTIONS TO BIDDERS

TOWN OF MANSFIELD

MANSFIELD, CONNECTICUT 06268

On Call Architectural Services Mansfield Department of Facilities Management

1.01: TIME FOR OPENING BIDS

Bidders wishing to submit a qualifications/proposal for this solicitation are requested to respond online through our secure E-Procurement portal, Bonfire. Responses can be submitted at the following link: mansfieldct.bonfirehub.com under the bid title “On Call Architectural Services”. Bidders will be required to create a Bonfire profile before submitting their bid. Step-by-step instructions on how to register as a vendor are available at this website: Vendor Registration. Due to the bid collection change to a secure online platform, multiple copies of your bid are no longer required. Please upload one (1) copy of all required bid documentation. Qualifications and proposals will be accepted until Thursday, August 13, 2026 at 2:00pm. Qualifications/proposals received after that time will not be considered.

1.02: PREPARATION OF PROPOSALS

Proposals must be made upon forms contained herein. The blank spaces in the Proposal must be filled in correctly where indicated. The Bidder must state the prices for which he proposes to do each item of the work contemplated. In case of discrepancy where both words and the numerals are requested, the words shall govern. Ditto marks are not considered writing or printing and shall not be used. The Bidder shall sign his/her Proposal correctly. If the Proposal is made by an individual, his/her name, post office address and telephone number must be shown. If made by a firm, partnership, or corporation, the Proposal must be signed by an official of the firm, partnership, or corporation authorized to sign contracts, and must show the post office address and telephone number of the firm, partnership, or corporation. Failure to do so may disqualify the bid.

The bidder shall insert the price per stated unit and the extensions against each unit which he proposed to provide. In the event of a discrepancy between the unit price and the extension, the unit price shall govern. (If discounts are shown and there is an error in the extension of the total, the discount offered shall govern.) If the price bid per unit is based on any unit other than that stated, the bidder shall state the unit on which the unit price is based.

Each bid must be submitted to the Bonfire platform.

All information shall be entered in ink or by typewriter. Mistakes may be crossed out and corrections inserted before submission of your bid. The person signing the bid shall initial corrections in ink.

Corrections and/or modifications received after the closing time specified will not be accepted.

1.03 SUBMISSION OF PROPOSALS

All qualifications/proposals can be submitted at the following link: mansfieldct.bonfirehub.com under the bid title “On Call Architectural Services”. Bidders will be required to create a Bonfire profile before submitting their bid. Step-by-step instructions on how to register as a vendor are available at this website: Vendor Registration. Due to the bid collection change to a secure online platform, multiple copies of your bid are no longer required. Please upload one (1) copy of all required bid documentation.

If any bidder contemplating submitting a qualifications/proposal is in doubt as to the true meaning of any part of these specifications, he may submit requests for information and/or clarification in writing via e-mail to kieferm@mansfieldct.org by July 30, 2026. No interpretations as to the meaning of the plans, specifications, or other Contract Documents shall be made to any bidder orally.

A bid will not be accepted if it is received at mansfieldct.bonfirehub.com after the stated time of opening as indicated in the request. Unsigned bids shall be rejected.

Bid Security in the form of a bid bond, cash, certified check, treasurer’s or cashier’s check payable to the Owner, issued by a responsible bank or trust company, is not required. In the event that the successful bidder refuses, fails, or is otherwise unable to enter into a contract for the work with the Owner or is otherwise in default of its bid, the amount of such bid deposit shall be retained by the Owner as liquidated damages on account of such default.

The selected contractor shall furnish a performance bond and payment bond in the amount at least equal to one hundred percent (100%) of the contract price, if required. Attorneys-in-fact who sign contract bonds must file, with each bond, a certified and effectively dated copy of their power of attorney. Certificates of Insurance may be required and must be furnished by the Contractor prior to any work being performed.

Purchases made the Town are exempt from Fair Trade Laws as well as the payment of any sales, excise, or Federal Transportation taxes. Such taxes must not be included in the bid prices. Tax exemption certificates, for merchandise accepted by the Town, will be completed at the request of the Contractor furnishing the goods and services.

1.04 COST OF BID PREPARATION

The Town shall not reimburse the bidder for the cost of developing, presenting, or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner.

1.05 PRE-BID WALK-THROUGH / FAMILIARITY WITH THE WORK

Each bidder is cautioned to examine the specifications, drawings, samples, etc. pertaining to the bid to fully acquaint himself with the exact existing conditions relating to the work and has fully informed himself as to the work involved and the difficulties and restrictions attending the performance of this bid. Failure on the part of the bidder to examine all pertinent documents samples or job areas shall not entitle him to any relief from the conditions imposed in the proposal, the specifications, and the contract. Unsigned bids or bids without an original signature will not be accepted.

At the time of the opening of bids each bidder shall be presumed to have inspected the work and to have read and to be thoroughly familiar with all of the Contract Documents (including addenda). The failure or omission of any Bidder to receive or examine any form, instruction or document shall in no way relieve any bidder from any obligation in respect to his/her bid.

1.06 ADDENDA AND INTERPRETATIONS

When a bidder desires an interpretation or clarification of any ambiguity in the bidding documents, he must contact Facilities Management prior to the bid opening. Facilities Management’s interpretation shall be final and will be made known to all bidders concerned.

If any bidder contemplating submitting a qualifications/proposal is in doubt as to the true meaning of any part of these specifications, he may submit requests for information and/or clarification in writing via e-mail to kieferm@mansfieldct.org by July 30, 2026. No interpretations as to the meaning of the plans, specifications, or other Contract Documents shall be made to any bidder orally.

Addenda information will be available online at http://www.mansfieldct.gov. It is strongly suggested that bidders check for any addenda a minimum of forty-eight hours in advance of the bid deadline. Failure of any bidder to receive any such addendum or interpretations shall not relieve any bidder from any obligations under his/her bid as submitted. Each bidder is responsible for checking the Town’s website to determine if the Town has issued any addenda and, if so, to complete its qualifications/proposal in accordance with the RFP as modified by the addenda. All addenda so issued shall become part of the Contract Documents. Oral explanations will not be binding on the Town.

1.07 SAMPLES

When samples are requested they shall be delivered by the bidder properly identified at the time at the bid opening unless the bidding document indicates a different time. Samples shall be submitted free of charge. Samples will be removed by the bidder at his/her expense. The Town will not be responsible for any samples which are destroyed or mutilated in examination. If samples are not removed within thirty (30) days after written notice to the Vendor, they shall be considered as abandoned and the Town shall have the right to dispose of them as its own property. The Director of Finance may, at his/her discretion, hold the sample or samples of the successful bidder or bidders, for comparison with articles delivered on the Purchase Order, or orders issued subsequent to the award.

1.08 ANTI-DISCRIMINATION

The Contractor agrees and warrants that in the performance of this Contract it will not discriminate or permit discrimination against any person or group of persons on the grounds of sex, race, color, religion, age marital status, ancestry, national origin, past history of mental disorder, mental retardation or physical disability or other basis in any manner prohibited by the laws of the United States, the State of Connecticut, or the Town of Mansfield.

1.09 APPLICABLE LAW

The Contract pursuant to this solicitation shall be governed by, and the Town and Contractor shall have all remedies all recorded each by the Uniform Commercial Code, as adopted in the State of Connecticut, except as otherwise provided in such Contract or in laws pertaining specifically to the Town. This Contract shall be governed by the laws of the State of Connecticut, and suits pertaining to this contract shall be brought only in federal or state courts in the State of Connecticut.

1.10 INTERPRETATION OF BIDS

Qualified bids are subject to rejection in whole or in part. A qualified bid is defined as one limiting or modifying any of the terms and conditions and/or specifications of the invitation to bid.

Bidders are cautioned to initial erasures, alterations or corrections. Failure to do so may result in rejection of bids.

Unless limited by the term no substitute, the use of the name of a manufacturer or of any particular make, model, or brand in describing an item, does not restrict bidders to that manufacturer or specific article, this means being used simply to indicate the character or quality of the article so described; but the article offered must be of such character and quality that it will serve the purpose for which it is to be used, equally as well as that specified, and shall be deemed by the Town to be so warranted by the bidder. Bids on comparable items must clearly slate the exact article being offered, and bidder shall furnish such other information concerning the article being offered as necessary to evaluate its acceptability for the purpose intended. If the bidder does not indicate that the article he offers is other than as specified, it will be understood that the bidder is offering the article exactly as specified.

The Director of Finance reserves the right to reject any or all bids, or the bid for any one or more commodities or contracted services included in any or all bids, to waive any Informality in bids and unless otherwise specified, to buy any part or the whole from one or more bidders when it is to the Town's best interest to do so.

1.11 INTERPERTATION – PAROL EVIDENCE

The contract pursuant to this solicitation is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of such Contract. No course of prior dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used in the contract. Acceptance or acquiescence in a course of performance rendered under the contract shall not be relevant to determine the meaning of the contract even though the accepting or acquiescing party had knowledge of the nature of this performance and opportunity to object.

1.12 DELIVERY

All prices bid must be on the basis of F.O.B. destination, inside delivery, unloaded and assembled unless otherwise indicated in the bidding documents. The contractor shall be responsible for all freight costs.

It shall be understood and agreed that any and all commodities furnished shall comply fully with all applicable O.S.H.A., and Federal and State laws and regulations.

Any equipment delivered must be standard new equipment, latest model, except as otherwise specifically stated in bidding documents. Where any part or nominal appurtenances of equipment are not described, it shall be understood that all the equipment and appurtenances which are usually provided in the manufacturer's stock model shall be furnished.

Delivery must be made as ordered and in accordance with the bidding documents. The decision of the Director of Finance as to reasonable compliance with delivery terms shall be final. Burden of proof of delay in receipt of order shall rest with the Contractor.

Commodities shall be securely and properly packed for shipment according to accepted standard commercial practice, without extra charge for packing cases, bailing or sacks, the containers to remain the property of the Town unless otherwise stated in the bidding documents.

1.13 AWARD OF CONTRACT

Award will be made to the lowest responsible qualified bidder.

A Bidder, if requested, must be prepared to present evidence of experience, ability, service facilities and financial standing necessary to meet satisfactorily the requirements set forth or implied in the bid.

The Director of Finance reserves the right to reject the bid of any bidder in default of any prior contract or guilty of misrepresentation, or of any company having as its sales agent or representative, or member of the firm any individual in default or guilty of misrepresentation.

Any and all work will need to be accomplished in the projected timeframes put forth in this Request for Qualifications/Proposal, or in any attached listing of projects by location and projected completion work dates. Contract award may be as a package or broken down by each service based on the best value for the Town of Mansfield.

Each bid will be received, with the understanding that the acceptance in writing by the Director of Finance of the offer to furnish any or all of the commodities described there in, shall constitute a contract between the Bidder and the Town, which shall bind the Bidder on his/her part to furnish and deliver the commodities at the prices given and in accordance with conditions of said accepted bid and specifications.

No alterations or variations of the terms of the contract shall be valid or binding upon the Town unless made in writing and signed by the Director of Finance. The placing, in the mail to the address given in the bid or delivery of a notice of award to a bidder will constitute notice of acceptance. When so requested by the Director of Finance, the Contractor shall execute a formal contract with the Town for the complete performance specified therein. The contract may be terminated or annulled by the Director of Finance upon nonperformance of contract terms or failure of the Contractor to furnish performance surety and/or insurance certificates within ten (10) days from date of request. Any unfulfilled deliveries against such contract may be purchased from other sources at the Contractor's expense.

Failure of a Contractor to deliver within the time specified or within reasonable time as interpreted by the Director of Finance or failure to make replacements of rejected commodities when so requested, immediately or as directed by the Director of Finance, will constitute authority for the Director of Finance to purchase in the open market, the commodities to replace the commodities rejected or not delivered. The Director of Finance reserves the right to authorize immediate purchased in the open market against rejections on any contract when necessary. On all such purchases, the Contractor agrees promptly to reimburse the Town for excess costs occasioned by such purchases. Such purchases will be deducted from the contract quantities.

However, should public necessity demand it, the Town reserves the right to use or consume commodities delivered which are substandard in quality, subject to an adjustment in price to be determined by the Director of Finance.

1.14 BEST CUSTOMER PREFERENTIAL PRICING

The contractor shall reduce the contract price of any good or service for which a contract award is executed to an amount equal to or lower than any pricing offered to any other commercial customer or the general public. This reduction in price shall be applied when the goods or services are identical to those contracted for and quantities requested meet any minimum quantity requirements for such pricing.

1.15 CERTIFICATION

By signature of the proposer, the proposer certifies:

The submission of the offer did not involve collusion or other anticompetitive practices.

The proposer had not given, offered to give, not intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause shall result in the rejection of the offer. Signing the offer with a false statement shall void the offer, any resulting Contract and may be subjected to legal remedies by law.

The proposer submitting the offer hereby certifies that the Individual signing the offer and/or Contract is an authorized agent for the proposer and has the authority to bind the proposer to the contract.

1.16 CLAYTON ACT ASSIGNMENT OF RIGHTS

The Contractor and/or Subcontractor offers and agrees to assign to the Town of Mansfield all rights, responsibilities and interest in all causes of action it may have under Section 4 of the Clayton Act. 15 U.S.C. Section 15, or under Connecticut General Statutes 35-24 et. seq., as amended, rising out of the purchase of services, property, or intangibles of any kind pursuant to the Agreement, or Subcontracts thereunder. This assignment shall be made and become effective at the time the Town awards or accepts such Agreement, without further acknowledgment by the parties. In the alternative, at the option of the Town, the Contractor and/or Subcontractor agrees to pay to the Town its proportionate share of recoveries for antitrust violations which relate to purchases pursuant to this Contract, or Subcontracts hereunder. The Contractor and/or Subcontractor agree promptly to notify the Director of Finance of the Town of Mansfield of suspected antitrust violations and claims.

1.17 CONTRACT

The contract pursuant to this solicitation shall be based upon the request for bid issued by the Town and the offer submitted by the Contractor in response to the request for bid. The offer shall substantially conform to the terms, conditions, specifications and other requirements set forth within the text of the request for bid. The Town reserves the right to clarify any contractual terms with the concurrence of the Contractor. However, any substantial nonconformity in the offer, as determined by the Town Director of Finance, shall be deemed nonresponsive and the offer rejected.

Such contract shall contain the entire agreement between the Town and the Contractor relating to this requirement and shall prevail over any and all previous Agreements, contract, proposals, negotiations, purchase orders or master Agreements in any form.

1.18 CONTRACT AMENDMENTS

The contract pursuant to this solicitation shall be modified only by a written contract amendment signed by the Town Director of Finance and persons duly authorized to enter into contracts on behalf of the Contractor.

1.19 GRATUITIES

The Town may, by written notice to the Contractor, cancel the contract if it is found that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Contractor or any agent or representative or the Contractor, to any officer or employee or the Town amending, or the making of any determinations with respect to the performing of such contract. In the event this contract is canceled by the Town pursuant to this provision, the Town shall be entitled, in addition to any other rights and remedies, to recover or withhold from the Contractor the amount of the gratuity.

1.20 INSURANCE

The Contractor shall procure and maintain insurance against claims for injuries or losses to persons or property that are alleged to have arisen in connection with activities of the Contractor and any agents, representatives, subcontractors or employees. Insurance companies must be licensed by the State of Connecticut or otherwise acceptable to the Town. The cost of such insurance, including required endorsements or amendments, shall be the sole responsibility of the Contractor. Full disclosure of any non‑standard exclusions is required for all required coverages.

The coverage indicated below at not less than the specified limits are required for this project (agreement):

A. Comprehensive General Liability coverage naming the TOWN OF MANSFIELD as additional insured, written on an occurrence basis: $1,000,000 per occurrence, $2,000,000 aggregate B. Automobile Liability coverage, including coverage for hired or borrowed autos: $1,000,000 per accident‑combined single limit C. Workers' Compensation Coverage, (as per Connecticut law and custom) and employer's liability coverage $100,000 (each accident) / $500,000 (Disease, each employee) / $100,000 (Disease, policy limit) limits or "Certificate of Solvency" issued by Connecticut Workers' Compensation Commission for self‑insurers.

D. Umbrella/Excess Liability: The contractor will maintain coverage applying over the underlying Commercial General Liability/Automobile Liability, Pollution Liability (where applicable), and Employer Liability section of the Workers’ Compensation coverage. Minimum limits: $2,000,000 per occurrence/$2,000,000 annual aggregate. The Town of Mansfield shall have the sole discretion in increasing or reducing the Umbrella/Excess Liability coverage requirements depending on the scope and/or size of the work to be performed by Contractor/Bidder.

Commercial General Liability, Commercial Auto Liability, and Umbrella/Excess Liability coverage shall be written on a Primary, Non-Contributory Basis.

The required insurance form shall be certified by a duly authorized representative of the insurer(s) and incorporated into and made a part of this agreement. Properly executed certificates signifying adequate coverage in effect for the duration of the contract with renewal certificates issued not less than 30 days prior to expiration of a policy period, must be submitted with the bid on file with the Town prior to commencement of this project (agreement).

Insurance as required by the Town of Mansfield shall be furnished by the Contractor to the Town. The Town of Mansfield shall be listed as “additional insured” by name on all insurance certifications except Worker’s Compensation & Employers Liability. Failure of the Contractor to maintain all required insurance in accordance with the Contract shall constitute a material breach of the Contract and shall subject the Contractor the Town’s withholding liquidated damages from the Contractor in the amount of five percent (5%) of the total Contract price, as it may be amended by construction orders, subject to the continued commercial availability of such coverage.

The Contractor shall not commence work under this contract until he has obtained all the insurance required above of the Information for Bidders attached hereto and such insurance has been approved by the Town. The Contractor shall furnish the Town with certificates showing the type, amount, class of operations covered, effective dates, and dates of expiration of policies. Such certificates shall also contain substantially the following statements: "The insurance covered by this certificate will not be canceled or materially altered, except after ten (10) days written notice has been received by the Town." The Town of Mansfield shall be listed as “additional insured” by name on all such insurance certifications.

Each policy of insurance shall include a waiver of subrogation in favor of the Town of Mansfield and shall provide no less than thirty (30) days’ notice to the Town in the event of a cancellation or change in conditions or amounts of coverage.

1.21 INDEMNIFICATION

The Bidder is aware of and agrees that, if awarded an Agreement, he is bound by the following indemnification language:

To the fullest extent permitted by law, the Contractor shall release, defend, indemnify, and hold harmless the Town of Mansfield, their respective boards, commissions, officers, officials, employees, agents, representatives, and servants from any and all suits, claims, losses, damages, costs (Including without limitation reasonable attorneys' fees), compensation, penalties, fines, liabilities or judgments or any name or nature for:

· Bodily injury, sickness, disease, or death; and/or

· Damage to or destruction of property, real or personal; and/or

· Financial losses (including, without limitation, those caused by loss of use) sustained by any person or concern, including officers, employees, agents, Subcontractors or servants of the Town, or the Contractor, or by the public, which is cause or alleged to have been caused in whole or in part by the negligent act(s) or omission(s) of the Contractor, its officers, employees, agents, or Subcontractors, in the performance of this Agreement or from the inaccuracy of any representation or warranty of the Contractor contained in the Contract Documents. This indemnity shall not be affected by other portions of the Agreement relating to insurance requirements.

To the fullest extent permitted by law, the Contractor agrees to release, defend, indemnify, and hold harmless the Town of Mansfield, their respective boards and commissions, officials, officers, employees, agents, representatives, and servants from any loss, claim, cost penalty, fine or damage that may arise out of the failure of the Contractor, its officers, agents, employees or Subcontractors to comply with any laws or regulations of the United States of America, the State of Connecticut, the Town of Mansfield, or their respective agencies. This undertaking shall not be affected by other portions of the Agreement relating to insurance requirements.

1.22 LAW OF WAIVER

Any breach of contract which the Town does not object to shall not operate as a waiver of the Town to seek remedies available to it for any subsequent breach.

1.23 LICENSES

Contractor shall maintain in current status all federal, state, and local licenses and permits required for the operation of the business conducted by the Contractor as applicable to this contract.

1.24 PUBLIC RECORD

All qualifications/proposals submitted in response to this request shall become the property of the Town and shall become a matter of public record available for review subsequent to the award notification.

1.25 PROPERTY TAX ASSESSMENT

All owners of real estate, or of tangible personal property located in any town for three months or more during the assessment year immediately preceding any assessment day, who are nonresidents of such town, shall file lists of such real estate and personal property with the assessors of the town in which the same is located on such assessment day, if located in such town for three months or more in such year, otherwise, in the town in which such property is located for the three months or more in such year nearest to such assessment day, under the same provisions as apply to residents, and such personal property shall not be liable to taxation in any other town in this state. The list of each nonresident taxpayer shall contain his/her post-office and street address. The assessors shall mail to each nonresident, or to his/her attorney or agent having custody of his/her taxable property, at least fifteen days before the expiration of the time for filing lists, blank forms for filing lists of such property. The lists of taxable property of nonresidents shall be arranged in alphabetical order and separate from the lists of residents, provided no such separation shall be necessary in any town the board of assessors of which, upon the request of its property tax collector, has made rules and regulations approved of the secretary of the office of policy and management setting up an alternative method of arrangement.

1.26 PROVISIONS REQUIRED BY LAW

Each and every provision of law and any clause required by law to be in the contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon the application of either party the contract shall forthwith be physically amended to make such insertion or correction.

1.27 RELATIONSHIP OF PARTIES

It is clearly understood that each party shall act in its own individual capacity and not as an agent, employee, partner, joint venture, or associate of the other. An employee or agent of one party shall not be deemed or construed to be the employee or agent of the other party for any purpose whatsoever. The Contractor is advised that taxes or social security payments shall not be withheld from a Town payment issued hereunder and that Contractor should make arrangements to directly pay such expenses, if any. The Contractor understands that it is not entitled to compensation in the form of salaries, or to paid vacation or sick days by the Town. The Contractor further understands that the Town shall not provide any insurance coverage to the Contractor, including workmen's compensation coverage.

1.28 RIGHTS AND REMEDIES

No provision in these solicitation documents or in the proposer’s bid shall be construed, expressly or by implication as a waiver by either party of any existing or future right and/or remedy available by law in the event of any claim of default or breach of contract. The failure of either party to insist upon the strict performance of any term or condition of the contract or to exercise or delay the exercise of any right or remedy provided in the contract, or by law, or the acceptance of materials or services, obligations imposed by this contract or by law, and shall not be deeded a waiver of any right of either party to insist upon the strict performance of the contract.

1.29 SEVERABILITY

The provisions of this contract are severable to the extent that any provision or application held to be invalid shall not affect any other provision or application of the contract which may remain in effect without the invalid provision or application.

1.30 SUBCONTRACTS

No subcontract shall be entered into by the Contractor with any other party to furnish any of the material/service specified herein without the advance written approval of the Town's Director of Finance. All subcontracts shall comply with federal and state laws and regulations which are applicable to the services covered by the subcontract and shall include all the terms and conditions set forth herein which shall apply with equal force to the subcontract, as if the subcontractor were the Contractor referred to herein. The Contractor is responsible for contract performance whether or not subcontractors are used. The Town shall not unreasonably withhold approval and shall notify the Contractor of the Town's position within a reasonable period of time.

1.31 SUBMISSION OF INVOICES

The following provisions regarding submission of invoices are an integral part of these bidding documents, and as such, will create a contractual obligation on the part of the awarded vendor. Failure to comply with these contractual requirements may result in a breach of contract:

All invoices submitted to the Town of Mansfield for goods or services shall contain the following minimum information:

· Town Order Number.

· Complete description and quantity of goods and services rendered.

· Agency and name of individual requesting goods or rendering of services.

· Complete price information including gross amount, discount if applicable, net amount and itemization of labor charges if applicable.

· Additional information as may be required by contract.

All invoices must be forwarded to the Town Department to whom goods and services were rendered.

1.32 TOXIC SUBSTANCES

In accordance with section 31-40 of the General statutes of Connecticut any person who supplies any toxic substance as defined in 31·40 shall provide the following information:

1) The generic or basic chemical name of the toxic substance;

2) The level at which exposure to the substance is determined to be hazardous, if known;

3) The acute and chronic effects of exposure of hazardous levels;

4) The symptoms of such effects;

5) Appropriate emergency treatment;

6) Proper conditions for safe use and exposure to such toxic substance;

7) Procedures for cleanup of leaks and spills of such toxic substance; and

8) A label on each container of any such substance which states, in a clearly legible and conspicuous form, that a toxic substance is contained therein.

This information shall be disclosed at the time of the bid opening and chemical data sheets will also be required if the products meet the toxic substance criteria.

1.33 VENDOR WARRANTY

Vendor hereby agrees to:

Articles which in any respect fail to conform to the specifications upon which the award is made will be rejected and held subject to the Bidder's disposition and expense.

SCOPE OF SERVICES

On Call Architectural Services Mansfield Department of Facilities Management

GENERAL INFORMATION

The Facilities Management Department is soliciting qualifications/proposals from qualified firms to provide “on-call” as-needed professional architectural services. The Town will accept either individual firm submittals or team submittals from two or more firms. It is the Town’s intent to enter into contracts with a qualified firm to provide services on an as-needed basis. The Town will have sole discretion as to which projects, if any, will be assigned to the Consultant.

SCOPE OF SERVICES

The selected consultant and/or consultant teams shall provide comprehensive architectural services including, but not limited to, repair, modification, and new site, civil, structural, and geotechnical, for the preparation and support of complete construction drawings, specifications, estimates, contract administration, project inspection, and planning services or studies, as required (building inspection, code compliance review/advice, feasibility studies). The selected consultant shall be familiar with local, state, and federal building requirements.

The selected must have sufficient staff to handle several projects simultaneously and promptly complete assigned tasks. Work must begin on assigned tasks within ten (10) days of notification from the Town.

A proposal letter will be executed for each project. Said proposal shall include an approximate project cost based upon the rate schedule submitted with the respondent’s proposal submission. The selected consultant and/or consultant teams will not proceed until notification has been received from the Facilities Department and a purchase order has been issued.

The term of the contract shall be for two (2) years with two successive one-year renewal periods upon same terms and conditions, at Town’s sole option. All pricing quoted shall remain fixed for a period of two (2) years from the date of the contract signing.

SUBMISSION OF QUALIFICATIONS / FEE PROPOSALS

A. Letter of Interest

· Letter of interest shall include general information on the firm and proposed sub-consultants, a detailed statement indicating the organizational structure under which the firm proposes to conduct business. The relations to any “parent” firm or subsidiary firm, with any of the parties concerned must be clearly defined.

· Address of principal office and office from which projects will be managed.

· Name, address, telephone number and email address of the principal contact person to receive notifications and to reply to inquiries from the Facilities Department.

· Litigation – Describe any litigation, including arbitration proceedings (past and present), involving your firm.

· Default – Have you ever failed to complete any work awarded to you? Have you ever defaulted on a contract or been notified of a default by your client? If so, where and why?

· Assignment Understanding – A discussion in whatever detail is necessary to demonstrate an understanding of the service required.

B. Experience – A detailed summary of the Respondent’s experience with similar services. Include a short description of recent projects that demonstrate successful performance of projects. Include five (3) references, with a contact name and phone number that the Town may contact. It is preferred that references include those clients for whom the Respondent has provided services similar in nature and quality to those requested in this RFQ/RFP.

C. Staffing Plan – An identification of staff who will be assigned to the project(s), their background and experience and their areas and levels of responsibility; include resumes of all proposed project personnel and an organizational chart. All sub-consultants proposed to be engaged by the architect for services during the term of the contract must be listed. If a sub-consultant is omitted, it can be added after the Scope of Work is more clearly identified.

D. Management Plan – Describe the project management system and how it will function to ensure the timely delivery of quality services.

E. Affidavits – Certification of Non-Collusion, Questionnaire Concerning Occupational Health & Safety, Insurance Requirements.

F. Fee Proposal – Respondents are required to submit a fee proposal as an hourly rate schedule to perform all the services outlined in the scope of services. The fee proposal must list the hourly rates for all principal architects, engineers, assistant architects and/or engineers, draftsman, technicians, other key personnel, and clerical workers to be assigned to this contract. Any additional reimbursable costs associated with the performance of these services must be clearly delineated in the fee proposal submitted. The Town reserves the right to negotiate rates with the selected consultant on a project-by-project basis.

SELECTION CRITERIA

Proposals will be reviewed and analyzed based on the following criteria:

· Completion of all RFP requirements.

· Experience of current staff providing services.

· Professional references from prior serviced clients.

· Ability to meet the Town’s needs.

· Fee for services.

CONTRACT TIME

The Contract shall remain in effect from the date of contract signing for two (2) years with two successive one-year renewal periods upon same terms and conditions, at Town’s sole option. All pricing quoted shall remain fixed for a period of two (2) years from the date of the contract signing.

BIDDER QUALIFICATIONS

If the Bidder is a Corporation, fill out:

The Bidder is a Corporation, organized under the laws of , having its principal office at . The Principal Officers of said Corporation, with their titles and addresses, are as follows:

The Bidder is required to state that he has done work on a similar character to that included in the proposed Contract, and give references that will enable the Owner to judge his experience, ability to meet completion date, skill, and business standing.

CERTIFICATE OF INSURANCE

The Bidder is required to submit a Certificate of Insurance in amounts and types specified in Attachment A and shall obtain and maintain insurance through the duration of the Contract.

CONTRACT FORM

The parties shall enter into a contract in substantially the same form as the attached subject to technical and other modifications as the parties mutually agree.

ANTI-COLLUSION

No person or persons other than those named herein are interested in this Bid or in the Contract proposed to be taken. Said contract is made without any connection with any other person or persons making any bid for the same work and is in all respects and without collusion or fraud. The Bidder is required to complete Attachment C – Certification of Non-Collusion and submit with their qualifications/proposal.

ANTI-DISCRIMINATON

The Contractor agrees and warrants that in the performance of this Contract it will not discriminate or permit discrimination against any person or group of persons on the grounds of sex, race, color, religion, age marital status, ancestry, national origin, past history of mental disorder, mental retardation or physical disability or other basis in any manner prohibited by the laws of the United States, the State of Connecticut, or the Town of Mansfield.

CLAYTON ACT ASSIGNMENT OF RIGHTS

The Contractor and/or Subcontractor offers and agrees to assign to the Town of Mansfield all rights, responsibilities and interest in all causes of action it may have under Section 4 of the Clayton Act..15 U.S.C. Section 15, or under Connecticut General Statutes 35-24 et. seq., as amended, rising out of the purchase of services, property, or intangibles of any kind pursuant to the Agreement, or Subcontracts thereunder. This assignment shall be made and become effective at the time the Town awards or accepts such Agreement, without further acknowledgment by the parties. In the alternative, at the option of the Town, the Contractor and/or Subcontractor agrees to pay to the Town its proportionate share of recoveries for antitrust violations which relate to purchases pursuant to this Contract, or Subcontracts hereunder. The Contractor and/or Subcontractor agree promptly to notify the Director of Finance of the Town of Mansfield of suspected antitrust violations and claims.

INDEMNIFICATION

The Bidder is aware of and agrees that, if awarded an Agreement, he is bound by the following indemnification language:

To the fullest extent permitted by law, the Contractor shall release, defend, indemnify, and hold harmless the Town of Mansfield, their respective boards, commissions, officers, officials, employees, agents, representatives, and servants from any and all suits, claims, losses, damages, costs (Including without limitation reasonable attorneys' fees),compensation, penalties, fines, liabilities or judgments or any name or nature for:

· Bodily injury, sickness, disease, or death; and/or

· Damage to or destruction of property, real or personal; and/or

· Financial losses (including, without limitation, those caused by loss of use) sustained by any person or concern, including officers, employees, agents, Subcontractors or servants of the Town, or the Contractor, or by the public, which is cause or alleged to have been caused in whole or in part by the negligent act(s) or omission(s) of the Contractor, its officers, employees, agents, or Subcontractors, in the performance of this Agreement or from the inaccuracy of any representation or warranty of the Contractor contained in the Contract Documents. This indemnity shall not be affected by other portions of the Agreement relating to insurance requirements.

To the fullest extent permitted by law, the Contractor agrees to release, defend, indemnify, and hold harmless the Town of Mansfield, their respective boards and commissions, officials, officers, employees, agents, representatives, and servants from any loss, claim, cost penalty, fine or damage that may arise out of the failure of the Contractor, its officers, agents, employees or Subcontractors to comply with any laws or regulations of the United States of America, the State of Connecticut, the Town of Mansfield, or their respective agencies. This undertaking shall not be affected by other portions of the Agreement relating to insurance requirements.

BIDDER:

COMPANY

SIGNATURE BY DULY AUTHORIZED (SEAL)

PRINT OR TYPE NAME

TITLE

DATE

ADDRESS

TELEPHONE

FAX

EMAIL ADDRESS

VENDOR FEIN

ATTACHMENT A

INSURANCE REQUIREMENTS

INSURANCE REQUIREMENTS FOR CONTRACTORS

Minimum Limits of Liability

Workers Compensation Statutory

Commercial General Liability Insurance

Business Automobile Liability Insurance

Property Insurance – if applicable Special Risk including Theft 1,000 Deductible

Excess Liability

Certificates of insurance must be provided to the Town after being awarded the contract and before doing any work. All insurance shall be provided by companies lawfully authorized to do business in the State of Connecticut with an A.M. Best Rating of A-VII or better. The Town of Mansfield shall be named as an additional insured on the General Liability, Automobile Liability and Excess Liability (if needed) insurance policies.

Each policy of insurance shall include a waiver of subrogation in favor of the Town of Mansfield and shall provide no less than thirty (30) days’ notice to the Town in the event of a cancellation or change in conditions or amounts of coverage.

ATTACHMENT B

QUESTIONNAIRE CONCERNING OCCUPATIONAL HEALTH & SAFETY

Town of Mansfield Department of Facilities Management

QUESTIONNAIRE CONCERNING OCCUPATIONAL HEALTH AND SAFETY

The Town of Mansfield is a political subdivision of the State of Connecticut and it is required by various state statutes…