RFP 27-01 SDBG- Consulting Services.pdf

TOWN OF GROTON

REQUEST FOR PROPOSAL

27-01

CDBG SERVICES

July 2026

BIDDER INFORMATION

BID NUMBER: 27-01

BID DUE DATE: 2:30 P.M. July 28, 2026

LOCATION: Purchasing Office, Groton Town Hall

ADDRESS: 45 Fort Hill Road, Groton, CT 06340

Sealed bids will be received by Joseph Ciriello, Purchasing Agent, Town of Groton, 45 Fort Hill Rd, Groton, CT 06340 no later than 2:30 P.M. on July 28, 2026 for RFP 27-01 CDBG SERVICES for the Town of Groton in accordance with the specifications and information.

Bids received after 2:30 P.M. on July 28, 2026 will not be accepted.

Questions should be submitted to Joseph Ciriello, Purchasing Agent at JCiriello@groton-ct.gov no later than 12:00 p.m. on July 21, 2026.

TABLE OF CONTENTS

ITEM 1. GENERAL INFORMATION

A. Item to be bid B. Tax Information

ITEM 2. BID SUBMISSION

A. Date and Time B. Submission Procedures

ITEM 3. WITHDRAWAL OF BIDS

A. Time Period B. Procedure

ITEM 4. BID BONDS, CERTIFIED CHECKS OR CASHIER'S

CHECKS

ITEM 5. PERFORMANCE BOND

ITEM 6. VENDOR QUALIFICATION

ITEM 7. DELIVERY

A. Requirements B. "Agreed-Upon Delivery Date" C. Location D. Penalty Clause

ITEM 8. ACCEPTANCE OR REJECTION OF BIDS

ITEM 9. PAYMENT TERMS

A. Timeframe B. Acceptance C. Prepayment Option

ITEM 10. SUPPLEMENTAL INFORMATION

A. Manufacturer's Literature B. "Or Equal" Bids

ITEM 11. MULTIPLE BIDS

ITEM 12. EXCEPTIONS TO SPECIFICATIONS

ITEM 13. TESTS

ITEM 14. INQUIRIES

ITEM 15. MATERIALS AND EQUIPMENT

ITEM 16. GUARANTEE

A. Compliance with specifications B. Defective equipment C. Guarantee and Warranty information

ITEM 17. BASIS FOR SELECTION OF VENDOR

ITEM 17.1 LOCAL VENDOR PREFERENCE

ITEM 18. QUANTITY

ITEM 19. TIE BIDS

ITEM 20. AVAILABILITY OF FUNDS

ITEM 21. BID ALTERATIONS/SIDETRACK AGREEMENTS

ITEM 22. ALTERNATIVE/RECYCLED PRODUCTS

ITEM 23. OTHER

A. GSA, Federal and State Contract Pricing B. Affirmative Action/Equal Employment C. Equipment in transit D. Insurance Requirements E. Hazard Communication Information F. Lock-Out Tag-Out Information G. Bidders List

RFP 27-01

1. BIDDER INFORMATION

The Town of Groton seeks Proposals for professional and technical services from firms or individuals to prepare a 2026 Small Cities Community Development Block Grant application for submission to the Connecticut Department of Housing and provide professional administrative and technical services to implement activities if the grant is awarded. The selected consultant will be responsible for all phases of general program administration and compliance with the CDBG program, under the Town’s direct supervision for approved projects, excluding funds disbursement.

2. BID SUBMISSION

The proposal shall be submitted to the Office of the Purchasing Agent no later than 2:30 P.M. on July 28, 2026. Proposals received after that date and time will not be considered by the Town of Groton. Proposals must be submitted on the blank forms furnished, and should be in a sealed envelope, addressed to the Office of the Purchasing Agent, marked

“RFP 27-01 CDBG SERVICES”. PLEASE PROVIDE INFORMATION AND PRICING AS

REQUESTED IN THE SPECIFICATIONS. The Town of Groton Purchasing Division shall receipt stamp each bid received. The date of the stamp shall prevail over any postmark date. The Town of Groton assumes no liability for any postal service delays.

3. WITHDRAWAL OF BIDS

No bidder may withdraw their bid for a period of 90 days after the actual date of the bid opening, during which time prices will be firm. Bids may be withdrawn by written authorization only and only if withdrawal request is received one (1) day or more prior to the bid opening. The proposed prices in this bid shall hold through each delivery date indicated.

Costs for the preparation of this proposal are to be borne entirely by the bidders. They shall not in any way be charged to the Town of Groton. All submissions become the property of the Town of Groton to use as required to meet the objectives of this bid.

4. BID BONDS, CERTIFIED CHECKS OR CASHIER'S CHECKS (SEE BID FORM)

When required each bid shall be accompanied by a bid bond signed by a surety company authorized to do business in Connecticut or by a cashier's check or certified check made payable to the Town of Groton. The amount of the bid deposit will be 0% of the total base bid unless otherwise specified.

Bond amount required: 0%

5. PERFORMANCE BOND

If required by the bid specifications, the successful bidder may be required to provide a performance bond. The performance bond shall be made out in favor of the Town of Groton.

The performance bond shall be required as security by the successful bidder for faithful performance of his contract. This performance bond shall be required within ten (10) days of the award notification. The performance bond must be written by a surety company licensed to conduct business in the State of Connecticut. The successful bidder, upon failure or refusal to furnish within ten (10) days the required performance bond, shall forfeit their bid deposit to the Town of Groton as liquidated damages.

Bond Amount Required: 0%

6. VENDOR QUALIFICATION

Each vendor shall present evidence that they are normally engaged in the purveying of the type of materials/equipment or workmanship proposed. The vendor shall make themselves thoroughly familiar with the contents of the notice before submitting his/her proposal. The vendor automatically acknowledges and accepts all of the provisions, conditions, and specifications of this notice. No proposal shall be considered from vendors who are unable to show that they are normally engaged in the purveying of the type of materials/equipment or workmanship proposed. For any type of service, construction or commodity, the vendor certifies that his product or service meets all local, State and Federal regulations applicable to his/her product or service. The vendor is responsible for complying with all ordinances, laws and regulations affecting their particular product or service and holds the Town of Groton harmless for any claims for damages whether bodily, personal or property due to the avoidance of any requirement of any governing body. All, bidders, in order for their proposals to be considered, must not be delinquent on any property tax or fees issued by the Town. Bidders shall certify that neither they nor any business or corporation fully or partially owned by the bidder is not delinquent on Town property taxes or fees.

7. DELIVERY (if applicable)

All prices quoted shall include any and all shipping, handling, insurance, training, consulting, out of pocket expense, and delivery charges necessary to deliver any materials and equipment ordered to:

TOWN OF GROTON

45 Fort Hill Road

GROTON, CT 06340

Product does not get delivered to any location that has a loading dock.

USE BID FORM FOR DELIVERY INFORMATION.

IF APPLICABLE, ALL SAFETY DATA SHEETS ARE REQUIRED TO BE DELIVERED

WITH THE PRODUCT. ONE COPY MUST ALSO BE SENT TO THE RISK MANAGER'S

OFFICE, 45 FORT HILL RD., GROTON, CT. 06340.

8. ACCEPTANCE OR REJECTION

The Town reserves the right to accept or reject any and all bids and to waive any minor deviations from our bid requirements if it is in the best interest of the Town to do so.

9. PAYMENT TERMS

The Town agrees to pay for the material/equipment within thirty (30) days after acceptance.

Acceptance means 100% delivery of satisfactory merchandise to comply with our specifications. If a vendor wishes to offer a prepayment discount he/she must provide a separate sheet with his/her bid showing the terms of the discount and the advantage to the Town of Groton in accepting this prepayment discount. Prepayment in no way forfeits any right of the Town to complete satisfaction with the purchase nor does it relieve the vendor of any responsibility to perform as required in the bid document.

10. SUPPLEMENTAL INFORMATION

The vendor must submit with their proposals the detailed specifications, descriptive literature and all necessary details on the material/equipment they propose to furnish in order that the Town may have full information available when analyzing the bids. In cases where an item is identified by a manufacturer's name, trade name, catalog number or reference it is understood that the bidder proposes to furnish the item so identified and does not propose to furnish an "equal" unless the proposed "equal" is identified. The reference to the manufacturer's name, trade name or catalog number is intended to be descriptive, not restrictive and is used to indicate to the prospective bidder articles that will be satisfactory.

Bids on other makes will be considered provided the bidder clearly states the item being proposed is an exception but an equal on the bid form. The Purchasing Agent reserves the right to approve as an equal or to reject as not being equal any article that the bidder proposes to furnish which contains major or minor variations from the specification requirements.

11. MULTIPLE BIDS

No bidder will be allowed to offer more than one bid price on each item even though alternate models or styles may meet the specifications. Alternates will be considered only if requested by the Town of Groton.

12. EXCEPTIONS TO SPECIFICATIONS

If the material/equipment offered differs from the provisions contained in this specification, such differences must be explained in detail on the sheets attached to this bid and if such deviations do not depart from the intent of this notice and are in the best interest of the Town, the bid will receive careful consideration. The absence of written deviations will hold the bidder strictly accountable to the Town of Groton to the specifications as written.

13. TESTS

Before approval, the Town Manager or his agent shall have the right to inspect and test the materials and equipment furnished in accordance with this notice. When samples are required from bidders receiving the award, the samples may be retained by the Town of Groton until the delivery of the bid items. Bidders whose samples are retained may pick them up after the delivery of the bid items has been accepted by the Town. Bidders shall be responsible for delivery and removal of samples. Cost of delivery and removal of samples is to be the responsibility of the bidder. All samples are to be marked "Samples" and delivered to the purchasing office. The package must indicate the name of the bidder, item enclosed and the bid number. Failure to properly identify the samples relieves the Town from any responsibility for their safe return and may disqualify the bidder from bidding.

14. INQUIRIES

Any inquiries for this RFP shall be directed via email Joseph Ciriello, Purchasing Agent, at jciriello@groton-ct.gov no later than 12:00 p.m. July 21, 2026. Pricing shall not be discussed with any individual in the Town other than the Purchasing Agent. Once a bid date has been established only questions relevant to the technical aspects of the bid or how to properly complete the bid form may be addressed. Any vendor contacting any individual other than those named in this section may have their bid rejected by the Purchasing Agent.

If addendum’s clarifying the bid or providing additional information to bidders is necessary the Purchasing Agent of the Town can, at his/her option, extend the date of the bid opening.

It is assumed that each vendor submitting a bid will have made himself/herself familiar with the requirements of the specifications and requested an on-site review if necessary so that his/her bid is all inclusive as per the intent of the specifications.

15. MATERIALS AND EQUIPMENT

All materials/equipment shall be furnished complete and ready for use as indicated in specifications. Any materials/equipment not specifically mentioned herein, but which is necessary for the successful installation and/or operation of the systems shall be specified and quoted by the bidder.

16. GUARANTEE

The bidder guarantees that all articles offered for sale fully comply with the specifications.

All expenses covering return of and replacement of defective or improper merchandise will be assumed by the vendor. In no instance shall the vendor refer the Town to any distributor or manufacturer for settlement of any claim arising from defective or improper merchandise.

If the vendor shall fail to replace or repair any defective or improper merchandise within 30 days from date of notice, the Town may make the necessary corrective arrangements and deduct the cost from money due the vendor or bill the vendor. The vendor agrees to reimburse the Town in such instances. Samples of any warranties or guarantees which will apply to the goods being offered for sale shall be included as part of this bid.

mailto:jciriello@groton-ct.gov

17. BASIS FOR SELECTION OF VENDOR

The Purchasing Office reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time bids of a similar nature or a bid of a bidder who upon investigation by the Town has shown that he/she is not in a position to perform the contract. The Town's review procedure in evaluating the bids received will include, but not be limited to, performance review, warranties, maintenance contract content, costs and availability, installation costs, reputation of manufacturer, qualification and experience of personnel, understanding of assignment and work plan, and previous experience. A demonstration of your product may also be required by the Town. All of this will be used in order to determine the LOWEST responsive bidder for the project or purchase. Evaluated bids are awarded based on requirements/criteria specified in the bid.

17.1 LOCAL VENDOR PREFERENCE

See Appendix A for Local Vendor Preference and Appendix B for Local Vendor Affidavit Form.

18. QUANTITY/CONTRACT LENGTH

The Town of Groton reserves the right to purchase more or less than the quantity of items specified or may withdraw any or all requested items. Vendors are advised that the contract may be awarded in whole or in part. The Town of Groton is not bound to accept a proposal in its entirety. The Town of Groton may cancel this contract at any time if in the opinion of the Town the firm is not performing as stated in the specifications.

19. TIE BIDS

If two (2) or more bidders submit identical bids and are equally qualified, the decision of the Town to make award to one or more of such bidders shall be final. The Town, after determining that each bidder would provide equal benefit to the Town, shall set a separate date for a public drawing to determine the bidder that will be awarded the contract. The bidders involved will be notified in writing of when this drawing will be and will be notified in writing of the chosen vendor.

20. AVAILABILITY OF FUNDS

A bid or contract shall be considered executory only to the extent of appropriation available to each agency for the purchase of such articles. The Town's extended obligation on these contracts that anticipate extended funding through successive fiscal periods shall be contingent upon actual appropriations for the following fiscal years. Any bid or contract let for more than one fiscal period is also contingent upon performance of the vendor meeting the specifications. If, in the determination of the Town of Groton, a vendor is not meeting the requirement of the specifications the Town may terminate the bid or contract with 30 days written notice to the vendor. This can occur at any time during the contract period.

21. BID ALTERATIONS/SIDETRACK AGREEMENTS

No alterations or sidetrack agreements changing the specifications shall be valid unless made in writing to the Town and signed by the Purchasing Agent and department head.

This agreement must be sent to the Purchasing Agent of the Town of Groton for consideration and review.

22. ALTERNATIVE/RECYCLED PRODUCTS

Wherever possible, the Town of Groton would like to receive quotes from vendors on products that are environmentally safe, in that they do not contain toxic chemicals as identified under Subpart z. of the OSHA "Right to Know" standard, or products that contain recycled material and post-consumer material, or re-refined motor oils, etc. We would like to purchase products that do not require special disposal requirements or respirator requirements where possible and are not harmful to others, including animals. If these products could be supplied as an alternative to what is being requested please provide a special sheet attached to the bid form showing the price of the item, the item being substituted and the new or alternative product. Please also supply the manufacturer's literature describing the product and its uses. IF POSSIBLE, AND IF NOT INFLUENCING

THE COST IN ANY WAY THE TOWN OF GROTON WOULD LIKE TO RECEIVE ALL

PROPOSALS ON PAPER AND IN BINDERS MEETING OR EXCEEDING THE EPA

GUIDELINES FOR PAPER. THIS SHOULD BE SO NOTED ON YOUR PROPOSAL IF

YOU COMPLY.

PLEASE PROVIDE A SEPARATE SECTION ATTACHED TO THE BID FORM IF YOU

WOULD SUGGEST USING REMANUFACTURED OR RECYCLED PRODUCTS FOR

THIS PROJECT. ANY SUBSTITUTION OF A PRODUCT OF THIS TYPE MUST MEET

PROVEN CONSTRUCTION STANDARDS AS RECOGNIZED BY THE STATE AND

FEDERAL GOVERNMENT.

23. OTHER

The Town of Groton is eligible in most cases to receive GSA pricing and Federal and State contract pricing options. Each bidder should check with the applicable State or Federal Agency to determine if the government pricing for such commodities has been extended to political subdivisions.

The Town of Groton is an Affirmative Action/Equal Employment Opportunity Employer. The Town of Groton and any vendor awarded this project shall comply with the regulations of the United Sates Department of Transportation (Title 49, Code of Federal Regulations, Part 21), issued in implementation of Title VI of the Civil Rights Act of 1964, 78 Statute 252, 42 United States code 2000d to 2000d-4. Further, the Town of Groton and any vendor awarded this contract warrants that in the performance of this project, it will not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, religion, national origin, sex or physical disability, including, but not limited to blindness, unless it is shown to be that such disability prevents performance of the work involved, in any manner prohibited by the laws of the United States, or the State of Connecticut, and further agrees to provide the Commission on Human Rights and Opportunities with such information requested by the Commission concerning the employment practices and procedures of the Town of Groton and any vendor awarded this contract as related to the provisions of this section. (Section 4-114a of the General Statutes of Connecticut as revised.)

The Town of Groton shall follow the State of Connecticut Department of Transportation minority business affirmative action program as approved by the United States Department of Transportation.

The Town of Groton accepts no liability for the product until it is completely received and installed on the Town of Groton's premises. All vendors are responsible for the equipment while in transit to the Town of Groton.

The Town of Groton has extensive insurance requirements that must be met for certain services. If insurance is required it will be so stated in the Request for Proposal and all vendors are expected to meet those requirements in full by providing a certificate of insurance at least ten (10) days prior to the start of any contract or service by the vendor awarded the bid. Any vendor unable to provide the required insurance shall forfeit his right to the bid award and the Town will reject his bid. The vendor is required to maintain insurance for delivery and handling until the units are signed for by the Town of Groton representative. THE TOWN OF GROTON DOES NOT ASSUME ANY RESPONSIBILITY

FOR THE EQUIPMENT UNTIL IT IS ON SITE AND IN THE CARE, CUSTODY AND

CONTROL OF THE TOWN. THE VENDOR IS RESPONSIBLE FOR THE PRODUCT

LIABILITY COVERAGE.

THE VENDOR MUST HAVE EVIDENCE OF WORKER'S COMPENSATION COVERAGE

IF HIS EMPLOYEES ARE DELIVERING THE ITEMS. IF THE VENDOR CONTRACTS

WITH A DELIVERY FIRM; THAT FIRM IS THE RESPONSIBILITY OF THE VENDOR

DURING ALL DELIVERY TO THE TOWN OF GROTON FACILITY AND UNTIL THE

DELIVERY VEHICLE AND INDIVIDUALS LEAVE THE TOWN OF GROTON PREMISES.

See GENERAL TERMS AND CONDITIONS for Insurance Requirements below.

ATTACHMENT FOR CONTRACTORS

"OSHA LOCK OUT TAG OUT STANDARD REQUIREMENTS"

HAZARD COMMUNICATION REQUIREMENTS

HAZARDOUS COMMUNICATION: The Town of Groton requires that any vendor or contractor using hazardous materials or any material that would fall under the OSHA "Right to Know" standard provide a list to the Town of Groton of those materials that will be used while on Town property as well as the safety data sheets for those products. Conversely, the Town of Groton shall inform the Contractor of where the "Employee Right to Know" station is in the area where they are working so that the Contractor's employees can be aware of any substances that they may encounter while working within the Town of Groton workplace.

LOCK-OUT TAG-OUT STANDARD: The Town of Groton requires that any contractor that maintains or is hired to work on any Town equipment abide by the OSHA "Lock Out Tag Out" standard. The Contractor must provide his worker's with locks, hasps and keys approved by OSHA for the proper locking and tagging out of equipment from its power source according to the OSHA standard. The Town of Groton is not responsible for providing the Contractor with the locks and hasps. The Contractor is responsible for complying with this standard and assuring that all of his employees comply with it while working on Town of Groton equipment. The Town requires that any Contractor's equipment brought onto Town property by the Contractor be properly locked or tagged out from its power source in accordance with the OSHA standard.

The Town of Groton does maintain a bidder's list of qualified vendors. The Town may, at its option, mail specifications to these bidders as a courtesy. The Town is under no obligation to notify vendors of bid opening dates. The Town of Groton posts its Invitations to Bid and Requests for Proposals on its website as well as the State of Connecticut Department of Administrative Services’ web portal.

The Town of Groton does not discriminate against individuals with disabilities as provided in the Americans with Disabilities Act (ADA). The Town expects that the vendors and/or contractors that it does business with will comply with the Americans with Disabilities Act to the extent required by law. If awarded a contract with the Town, the successful vendor/contractor will be required to sign a statement agreeing to comply with the provisions of the ADA.

I AGREE TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT (ADA) TO THE

EXTENT REQUIRED BY LAW.

VENDOR/CONTRACTOR

The following information is requested by the Town of Groton. You are not required to answer these questions.

Has your business been in existence for one (1) full year?

Is your company based in Connecticut?

Have the gross receipts for your company been less than $3,000,000 for the most recently completed fiscal year?

Is 51% or more of the stock in the company owned by a person or persons who are minorities as defined in sec 32-9n of the Connecticut General Statutes?

Do minorities/women play an active role in the day-to-day affairs of the business?

COMPANY________________________________________________________

REPRESENTATIVE_________________________________________________

PHONE___________________________________________________________

ADDRESS________________________________________________________

EMAIL ADDRESS___________________________________________________

Request for Proposals

27-01

CDBG Services

INTRODUCTION

The Town of Groton seeks Proposals for professional and technical services from firms or individuals to prepare a 2026 Small Cities Community Development Block Grant application for submission to the Connecticut Department of Housing and provide professional administrative and technical services to implement activities if the grant is awarded. The selected consultant will be responsible for all phases of general program administration and compliance with the CDBG program, under the Town’s direct supervision for approved projects, excluding funds disbursement.

GENERAL REQUIREMENTS

The Department of Housing and Urban Development (HUD) Agency provides funds to states to principally benefit low income people, eliminate slums and blight, and/or meet an urgent community development need. The Town of Groton is soliciting proposals from qualified firms to provide professional administration, construction oversight, technical assistance, and program delivery services for all activities related to its CDBG program.

The assistance to be provided will ensure proper and timely expenditure of CDBG program funds; proper documentation, filing, and reporting; establishment and/or amendments to the current Consolidated Plan, Annual Action Plans, Citizen Participation Plan, Consolidated Annual Performance and Evaluation Report; creation of or amendment to any required policies and procedures for currently funded or to-be funded activities, and any other task requested by the town that is necessary to carry out the CDBG program in accordance with all applicable federal regulations.

Contractor/Consultant/Grant Administrator must have a current Certified Grant Administrator (CGA) certificate for the CDBG program with the State of Connecticut. Due to DOH reporting requirements, it is important to note that time sheets must demonstrate the time spent solely on the CDBG project billed as hours per task (rather than as percentages). This method requires source documentation of all costs at time of monitoring.

PROJECT AREA

The area covered by this plan includes the Town of Groton. The area includes local and state rights-of-way. The Town of Groton is a coastal community of about 40,000 persons located on Long Island Sound in Southeastern Connecticut. Its people, landscape, economy and governmental structures are diverse. Groton has been the economic center of southeastern Connecticut for close to 60 years and is the proud home of the Electric Boat Corporation (a General Dynamics Company), Pfizer Pharmaceutical, and the U.S. Submarine Base. As of 2012, Groton has been made exempt from affordable housing appeals, with over 20% of its housing deemed affordable.

SCOPE OF WORK

Grant Program Management services shall include, but are not limited to, standard tasks necessary for the implementation of the project in conformance with the following CDBG compliance areas.

1. Preparation of the annual CDBG application including citizen participation plan and all applicable forms.

2. Preparation for meetings, including notification for and conducting all required public meetings and hearings as needed.

3. Complete all contract special conditions including environmental review, anti-displacement and relocation assistance plan, program income reuse plan, etc., as requested by the Town.

4. Drafting, review and redrafting, as necessary, of the Town’s CDBG and

Homeowner Rehab policies, procedures, manuals, checklists, files, plans, and materials in order to successfully carry out CDBG funded activities.

5. Assist in the preparation of contracts, as requested, for subcontractors and sub-recipients.

6. Complete all program reporting to the State Department of Housing (DOH) as needed by the town.

7. Prepare Public Information file as needed or requested.

8. Act as principal liaison with the State Department of Housing and Community Development.

9. Schedule, notice and conduct meetings of business loan committees and technical advisory groups as necessary.

10. Oversee screening of program’s job creation requirements.

11. Prepare program records and binders for monitoring by State representatives, conduct site visits, respond to comments and correct any findings required by DOH as requested by the Town.

12. Attend any CDBG related trainings or informational meetings conducted by DOH.

13. Attend periodic meetings with the Planning and Economic Development Staff.

14. Ensure Citizen Participation Compliance, Fair Housing Compliance, Equal Employment and Procurement Compliance.

15. Completion of Language Access Plan.

16. Completion of Anti-Displacement and Relocation Assistance Plan.

17. Complaints and Grievance Procedures for Compliance Plans.

18. Compilation and assistance with submission of Financial Reimbursements (Drawdown) Forms and backup.

19. Assistance setting up and managing official CDBG records.

20. Service Delivery and Program Management for all housing activities, to include coordinating the procurement/bid process for qualified contractors for the construction activities and monitoring of construction activities to completion of the housing.

21. The services will not include the disbursement or account of funds distributed by the Towns’ financial officer, legal advice, fiscal audits, or assistance with activities not related to the CDBG- project.

22. Scope of work shall include the review of the certified payroll reports (CPR’s):

a) Obtaining “original” CPR’s on a weekly basis from the general contractors, subcontractors and any 3-tier subcontractors (if applicable).

b) Review daily construction logs from each general contractor to ensure all subcontractors and trades have been reported/listed on the CPR’s.

c) Reviewing all CPR’s for completeness , i.e., employee name, address, trade, trade license, hours worked, base rate paid, fringe benefits as well as other allowable and required deductions.

d) Review wages reported as paid to each employee against the applicable State of CT DOL prevailing wage rate decision checking for math errors and wage underpayments.

e) Review the Statement of Compliance form (attached to each CPR) for completeness and accuracy.

f) Review expiration dates of workers compensation information listed on each CPR and notify Town if expired.

g) Review apprentice certification forms and 1-1 work ratios on CPR’s as needed.

h) Conduct periodic on-site employee interviews and review those interviews against CPR’s received for any wage rate discrepancies.

i) Review OSHA-10 certification cards on all employees listed on CPR’s and notify the Town if expired.

j) Communicate directly with the general contractors in writing on an ongoing basis regarding any discrepancies, employee underpayments or errors on their CPR’s as well as all subcontractors CPR’s and work with them to resolve all compliance issues.

BUDGET

The Town is interested in receiving the best value product. If a consultant believes that additional work tasks are necessary above and beyond the budget, a cost for each alternative should be outlined in a detailed manner within the proposal.

PROJECT SCHEDULE

Proposals due: No later than 2:30 p.m. on July 28, 2026

Review of proposals: July 30, 2026 Interviews: July 31, 2026

Contract negotiations: August 4, 2024 Award: August 6, 2026

Project commencement: August 7, 2026

PROPOSAL CONTENT

Any firm desiring consideration for this project shall submit 3 bound copies and also include an electronic format (CD or flash drive) of their submittal to the following address no later than

2:30 pm on July 28, 2026. in order to be considered. Proposals submitted after the deadline will not be accepted.

Town of Groton Joseph Ciriello

Purchasing Agent 45 Fort Hill Road Groton, CT 06340

All submittals shall contain the required information organized behind marked tabs. The first item in all submittals shall be a cover letter identifying a contact person including phone, e-mail address, and mailing address.

SUBMITTAL REQUIREMENTS

All submittals shall provide the following information for consideration and state the time period it shall remain in effect:

A. Introductory Letter: Please include a cover letter summarizing your firm’s background, resources, relevant experience and cost estimate for the total project. Also include the name, address, phone number, and e-mail address of the firm and the primary personnel who will be involved in the execution of the scope of services.

B. Qualifications: Each submittal shall include a detailed statement of qualifications that is concise, well-organized and demonstrates the proposer’s qualifications and experience applicable to the project. This shall include a brief description of similar experience for the firm(s) and an explanation of how the specific staff members proposed for this project assisted with prior projects. Contact information for each referenced job must be included.

C. Descriptions of Firm, Management, and Team Members: Include descriptions of your organization and team. This should identify the project manager and the day-to-day contact person for the job. Please also include a resume for each key team member. The resumes should clearly demonstrate each individual’s qualifications and professional experience with municipal wayfinding plans and programs.

D. Description of Subcontractors: Identify any portion of the scope of work that will be subcontracted. Include firm qualifications and key personnel, telephone number, and contact person.

E. Experience with Similar Projects: Include a brief description of at least three (3) previous projects performed by the firm that were similar in scope and complexity to this project. The information should include a description of the firm’s or individual’s contributions to the project, including images or schematics of previous wayfinding design work.

F. References: For each project noted above, include a contact name, address, current telephone number and e-mail address for the Town’s use in verifying the firm’s past performance.

G. Project Approach: The proposal should include a description of how the Consultant will approach individual and collective tasks necessary to address the proposed Scope of Work. This description is to include delineation of specific tasks to be undertaken in each project activity and a project schedule showing start and completion dates for all major tasks.

H. Consultant’s Expectations of the Town: A brief description of the services and tasks the Consultant would expect the town to provide.

I. Fee Proposal: Provide itemized costs for the elements listed in the Scope of Work, including travel expenses to Groton. Please also include a fee schedule for supplemental charges that may be charged for unforeseen work tasks, such as additional design concepts. All fees and expenses should also be indicated. The proposed fee will not be the sole criteria for selection of the consultant. The consultant will be expected to charge the town for services rendered via a descriptive invoice itemizing all tasks at an approved upon hourly rate.

J. Project Schedule: Provide an explanation of how your firm would meet the project schedule and deliverables.

K. Past Litigation: Include a statement noting any litigation in which the firm or any of its primary personnel have been a party during the past five years.

L. Contract Terminations: List any contracts of this firm that have been terminated for cause during the past five years.

M. Copyright Release: Those firms responding to this RFP shall supply a copyright release to permit the town to make copies of any submitted copyrighted materials.

CRITERIA FOR AWARDS/EVALUATION

The selection of the successful consultant will be made based upon the qualifications, experience and ability of the firm as detailed in the proposals submitted. The following criteria will be used in evaluating Consultant's proposals and contract award:

1. Experience:

A. CDBG Management: Experience and skills in preparation of basic elements of CDBG programs based upon a list of related projects and submitted work samples.

B. In Connecticut: Relevant local and regional experience of the firm.

C. Must be CGA certified grants administrator in CT.

2. Overall Proposal: Unique proposal, experienced team, and thoughtfulness of submittal

3. Quality of Proposed Approach: Innovative and comprehensive strategy demonstrated

4. Related Projects: Similarity to Groton in size, type, land uses, key issues

5. Availability of Key Personnel: Evidence of appropriate personnel available in the outlined timeframe

6. Capacity of the Consulting Team: Appropriately planned allocation of personnel and milestones

7. Clarity of Role and Level of Involvement of Local Staff: Ability to independently function with minimal staff involvement.

8. Budget: Value-based, realistic, thorough, and competitive budget.

9. Responsiveness: Submittals should respond to all requirements included in the RFP.

Proposals will be reviewed by a selection committee. The top team(s) will be chosen for interviews. The Town reserves the right to negotiate with the firm of its choice and to require substitution of sub-consultants and/or staff persons as part of the negotiation.

CONFIDENTIALITY

Responses to the RFP will become public records and, therefore, will be subject to public disclosure. However, Connecticut General Statute Section 1-210(b) provides a method for protecting some documents from public disclosure. If the consulting firm follows the procedures prescribed by those statutes and designates a document confidential or trade secret, the town will withhold the document from public disclosure to the extent that is entitled or required to do so by applicable law, and will return the document after selection.

CONDITIONS AND LIMITATIONS

The town expects to select a consulting firm from the proposals submitted, but reserves the right to request substitutions of firms. The town also reserves the right to reject any or all responses to the RFP, to advertise for new responses, or to accept any response deemed to be in the best overall interest of the town. A response to this RFP should not be construed as a contract or an indication of a commitment of any kind on the part of the town nor does it commit either to pay for costs incurred in the submission of a response to this request or for any cost incurred prior to the execution of a final contract. The town will reserve the right to dismiss any part or all of the contracted team when, in the town’s opinion, the project is not moving as scheduled or is hindered in any way by the actions or personalities of team members.

The town reserves the right to reject any or all proposals in their entirety. No proposal bond shall be required. The town may award the work using the criteria described above, in its sole discretion. Proposals shall be in the form of a lump sum amount. The town will pay within thirty days of receipt of a bill by the Contractor based on a verified percentage completion of the contract tasks and any reimbursable expenses. Respondent shall estimate the amount of reimbursable expenses with its proposal. The town will not pre-pay any amount at contract execution. Respondent shall supply their firm’s hourly rate schedule (which must remain unchanged during the contract duration) along with the proposal for purposes of estimating the costs of any added work.

QUESTIONS:

Questions regarding this RFP should be directed to Joseph Ciriello no later than July 21, 2026 at 12:00 p.m. by email at jciriello@groton-ct.gov.

GENERAL TERMS AND CONDITIONS:

Indemnification: The Contractor shall indemnify, defend, save, and hold harmless the Town of Groton, Connecticut, including, but not limited to, its respective elected and appointed officials, officers, employees and agents, with respect to any claim arising, or alleged to have arisen from negligence, and/or willful, wanton or reckless acts or omissions of the Contractor, its subcontractor, agents, servants, officers, or employees and any and all losses or liabilities resulting from any such claims, including, but not limited to property damage, personal injury and death as well as court costs and reasonable attorney’s fees. This indemnification shall not be affected by any other portions of the Agreement relating to insurance requirements. The Contractor agrees that it will procure and keep in force at all times at its own expense, insurance in accordance with these specifications. Notwithstanding the foregoing, if a claim, lawsuit or liability results from or is contributed to by the actions or omissions of the Town, or its employees, agents or contractors, the Contractor’s obligations under this provision shall be reduced to the extent of such actions or omissions based upon the principal of comparative fault.

Termination: This Agreement may be terminated by either Party provided thirty (30) days written notice is given to the other before the effective date of termination. Such notice shall contain the reasons for the intention to terminate this Agreement. In the event of such termination, Contractor shall be entitled to receive reasonable compensation for all work performed and items delivered and accepted by the town as of the termination date and the town shall be entitled to a refund of any unearned funds paid in advance to the Contractor. In the event of such termination, both Parties shall continue to be bound by all obligations set forth in this Agreement arising prior to the date of termination, in connection therewith, and/or obligations, promises, and/or covenants of this Agreement set forth below. The obligations as applicable contained in paragraphs 1, 3, and 4 shall survive the termination of this Agreement or the completion of the work plus any applicable warranties.

Termination for Breach; Default and Remedy: A Party will be in breach of this Agreement if that Party defaults in the performance of any of its obligations under this Agreement and such default shall continue for thirty (30) days after receipt by that Party of written notice thereof from the non-breaching Party, except that Contractor shall be in default immediately upon failure to maintain insurance hereunder. In the event of any breach, the non-breaching party shall have the right to terminate this Agreement immediately for an uncured breach upon the conclusion of such thirty (30) day period, except as such timeframe may be extended at the mutual agreement of the Parties. Exercise by either Party of any of its rights specified above shall not prejudice that Party’s right to pursue any other remedy available at law or equity. The failure of either Party to strictly enforce any provision of this Agreement shall not be construed as a waiver. The rights and remedies of the Parties with respect to any of the terms and conditions of the Agreement shall be cumulative and not exclusive, and shall be in addition to all other rights and remedies. In the event of termination of this Agreement as a result of a breach by the Contractor, the town shall not be liable for any expenses except as otherwise provided herein and may, at its sole option, award an agreement for the same services to another qualified Contractor with the best proposal, or call for new proposals and award the agreement thereunder and the Contractor shall be liable to the town for its direct and consequential damages as a result of that breach. The prevailing party in any dispute under this Agreement shall be entitled to an award of its reasonable legal fees and costs. In the event of such termination, the obligations as applicable contained in paragraphs 1, 2, and 4 of this Agreement shall survive, plus any applicable warranties.

Confidentiality: During the term of this Agreement, and subsequent terms of annual software mailto:jciriello@groton-ct.gov support, each Party may provide to the other Party certain trade secret, confidential and proprietary information (“Confidential Information”). Confidential Information shall include, but not be limited to technical information including software and its associated documentation, business and financial information, complainant or patient identifying data. Each Party agrees to protect the Confidential Information of the other Party with at least the same degree of care it uses to protect its own Confidential Information. Confidential Information may only be disclosed to the employees, agents, or contractors of the receiving party as necessary to fulfill the receiving Party’s obligations or exercise the receiving Party’s rights herein, provided that such employees, agents, or contractors are made aware of the confidentiality obligations of this Agreement and agree to be bound by such obligations. Confidential Information shall not include information that (i) was known by the receiving Party prior receipt from the disclosing party; (ii) becomes known through a third party without a confidentiality obligation; (iii) becomes public knowledge through no wrongful act of the receiving Party or a third party; (iv) is developed independently by the receiving Party without breach of this Agreement or by parties who have not had, either directly or indirectly, access to or knowledge of the Confidential Information; or (v) is disclosed pursuant to a requirement of a governmental agency or disclosure of which is required by law, provided that notification of such request is made to the disclosing Party by the receiving Party. In the event of a breach of the confidentiality provision, the non-breaching party shall be entitled to obtain an immediate ex-parte injunction against the breaching party as well as an award of its reasonable legal fees and costs. The breeching party shall also be liable for any direct or consequential damages of the non-breeching party or any third party.

Entire Agreement: This Agreement is the entire and exclusive agreement between the town and Contractor regarding the subject matter herein. This Agreement replaces and supersedes all prior negotiations, dealings, and agreements between the town and Contractor covered by this Agreement.

Governing Law: This Agreement shall be construed in accordance with, and shall be governed by, the laws of the State of Connecticut without regard to conflicts of law principles. In the event of any dispute or claim arising out of this Agreement, the Parties agree that any legal action shall be litigated in courts having situs within the State of Connecticut.

Validity: This Agreement is not valid without the Town and Contractor’s signatures.

Delegation of Services: Notwithstanding and without in any way limiting any terms and conditions set forth in this Agreement, all work and services to be provided by the Contractor hereunder will be provided only by qualified personnel of the Contractor, and by subcontractors of the Contractor approved by the town. All approved subcontractors of the Contractors shall be deemed to have made all of the representations and warranties of the Contractor set forth herein and shall be fully covered under the Contractor’s insurance policies.

Conflicts: The Contractor will use all reasonable efforts to ensure that they are under no obligation, agreement, written or verbal, nor have they previously worked or been otherwise in any position which will cause any conflict of interest to arise in connection with the services to be provided to the Town. This obligation to notify the Town of any potential conflict of interest pertains to both the basic contractual relationship and specific tasks to be performed under this contract.

Affirmative Action/Equal Employment: The Town of Groton is an Affirmative Action/Equal Employment Opportunity Employer. Further, the Town of Groton and the Contractor warrants that in the performance of this project, it will not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, religion, national origin, sex or physical disability, including, but not limited to blindness, unless it is shown to be that such disability prevents performance of the work involved in any manner prohibited by the laws of the United States and the State of Connecticut.

Equal Employment Opportunity: The Town of Groton does not discriminate in administering any of its programs and activities. The consultant awarded the contract for work will be required to ensure that no person shall be denied employment, fair treatment or be discriminated against on the basis of race, sex, religion, age, national origin, or handicap.

Contracting: Any contract developed for work shall be construed and enforced in accordance with the laws of the State of Connecticut

Insurance:

Contractor shall agree to maintain in force at all times during the contract the following minimum coverages and shall name Town of Groton as an Additional Insured on a primary and non-contributory basis to all policies, except Workers Compensation. All policies should also include a Waiver of Subrogation.

Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best’s Rating of “A-“ VIII. In addition, all Carriers are subject to approval by

Town of Groton.

(Minimum Limits)

General Liability Each Occurrence

General Aggregate

Products/Completed Operations Aggregate

$1,000,000

$2,000,000

$2,000,000

Professional Liability Each Occurrence

$1,000,000

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two (2) years from the completion date.

Workers’ Compensation and WC Statutory Limits

Employers’ Liability EL Each Accident $500,000

EL Disease Each Employee $500,000

EL Disease Policy Limit $500,000

Original, completed Certificates of Insurance must be presented to Town of Groton prior to contract issuance. Contractor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the above described policies be cancelled, limits reduced or coverage altered, 30 days written notice must be given to the Town.

RFP 27-01

Date: _______________________

Receipt of Addendum(s) _____________

The Town of Groton is Tax Exempt

Reviewed insurance requirements Yes_____ No_____

Estimated ETA after receipt of…