Company Name - ___________________

CITY OF HARTFORD

REQUEST FOR PROPOSAL

#6296 – ON CALL ARCHITECTURAL SERVICES

City of Hartford Procurement Services Unit

550 Main Street Hartford, CT 06103

DEADLINE: Tuesday, August 11, 2026, at 2:00 PM Susan Sheppard Purchasing Agent 860-604-8505 smsheppard@hartford.gov

Updated 8/10/12

STANDARD INSTRUCTIONS:

• Questions & Addenda

Questions related to this project must be submitted electronically via www.hartfordct.gov/procurement/purchasing (click on current solicitations and then bid opportunities) within seventy-two (72) hours in advance of the response submittal deadline. Responses to such questions will be posted electronically within twenty-four (24) hours of the response submittal deadline. Respondents are responsible for obtaining all addenda related to this RFR and thus advised to check for any addenda a minimum of twenty-four (24) hours in advance of the response deadline.

• Taxpayer’s Identification Number o Respondents must provide their Taxpayer Identification number on the response form (Tax ID#). Award recipients, whether an individual, proprietor, partnership or a non-profit corporation or organization must file the Internal Revenue Service Form W-9, Request for Taxpayer Identification Number and Certification with the City.

• Responsible Candidate o Respondent must not have any delinquent taxes or financial obligations due o Respondent must execute an affidavit to comply with all federal and state requirements o Respondent must be certified as an Equal Opportunity Employer

• Calendar days allowed for contract work / Substantial completion date:

• Liquidated damages for late completion:

• Bid Bond / Performance & Payment bonds (required if checked on invitation to respond) o 10% bid bond, cashiers or certified check with your response. The City of Hartford provides contractors with the option of submitting an electronic Bid Bond through the Surety2000 website. Surety 2000 is an Internet-based surety processing, verification and security system, developed in cooperation with the surety industry.

You may contact Surety 2000 at 1-800-660-3263 or www.surety2000.com, for more information.

o Performance and payment bonds for 100% of the project upon award if the contract value exceeds $50,000.00. N/A

• DAS prequalification program (construction / infrastructure projects only) o The DAS Contractor Prequalification Program, Connecticut General Statues Section 4a-100, requires all contractors to prequalify “before they can bid on any construction, alteration, remodeling, repair or demolition of any public building (does not apply to road construction), for work by the state or a municipality, estimated to cost more than $1,000,000 and which is funded in whole or in part with state funds. “ N/A

• In addition to your electronic response, submit # hard-copies to:

o Hartford City Hall, Procurement Services, 550 Main Street, Room 100, Hartford, CT 06103 http://www.hartford.gov/procurement/purchasing

INVITATION TO RESPOND

Dear Sir/Madam:

The City of Hartford (the City) invites responses for:

RFP #: 6296 SOLICITATION DATE: July 16, 2026

SOLICITATION TITLE: On Call Architectural Services

SOLICITATION DESCRIPTION: The City of Hartford is soliciting proposals from qualified Architectural firms for the purpose of selecting an Architectural Consultant to provide the City of Hartford with “on-call” as-needed, professional Architectural services. The City of Hartford will accept either individual firm submittals or team submittals from two or more firms. The City of Hartford intends to select a list of Consultants to complete various “on-call” work, which will be distributed among the selected firms or teams at the discretion of the City. These projects are those in which the estimated total cost is less than $5,000,000. The on-call work comprises two categories: (Architectural) and (Landscape Architectural). Firms should indicate which category they are submitting proposals for.

Firms can submit their proposal for one or multiple categories

SITE LOCATION (if applicable):

RESPONSE DATE: August 11, 2026 RESPONSE TIME: 2:00 p.m.

DEPT. ASSIGNED CONTRACT #:

This solicitation contains the following sections:

Invitation to Respond Standard Instructions Project Site Location – (for construction projects only) Table of Contents – (for construction projects only) Section 1 – Response Forms

1.1 Response Information & Signature Form

Contract Compliance

Affirmative Action / Equal Employment Opportunity Requirements – See Section 3.6 Surety Bond Requirements Bid Bond Performance & Payment Bonds Insurance Requirements – see exhibits below Set Aside – Ord. Section 2-660 MWBE Small Contractor City-Based Small Business Bid Preference – Ord. Section 2-661 15% Minority Utilization (City of Hartford Certified MWBE) – Ord. Section 2-682 State of Connecticut DAS Prequalification (Public Construction Project > $500,000) OSHA Compliance (Public Works Project > $100,000) Wage Requirements – Complete & attach Wage Certification Form

1.2 Response Pricing shall be submitted within your proposal

1.3 Statement of Qualifications

1.4 Subcontractor Information

Section 2 – Specifications/Scope of Services Special Instructions / Conditions included

Section 3 – General Information for Preparation and Delivery of a Response Section 4 – Terms and Conditions / Labor Compliance Exhibits A – Insurance Requirements #1009 Professional Liability Insurance.

Sincerely, Susan Sheppard Purchasing Agent

Companies interested in doing business with the City are able to register and maintain their registration via the Internet at:

https://www.hartfordct.gov/Government/Departments/Finance/Procurement/Procurement- Services/Search-for-Bid-Opportunities

Request for Response (RFR)

AFFIDAVIT

STATE OF CONNECTICUT )

) ss. __________________, 20___

COUNTY OF ________________ )

I, ___________________________________, being duly sworn, depose and say:

(insert name of authorized agent)

1. I am the ___________________________ of ______________________________ (the (insert title) (insert name of company)

“Respondent”) and am authorized on behalf of the Proposer to make this Affidavit.

2. I am over 18 years of age and understand the obligations of an oath.

3. There are no delinquent real and personal property taxes due the City of Hartford from the Respondent.

4. The Respondent is current on all monetary obligations due the City of Hartford.

5. The Respondent is currently in compliance with all applicable laws, regulations and ordinances of the United States, State of Connecticut and the City of Hartford.

(insert name of company)

By: _______________________________ Name:

Title:

Subscribed and sworn to before me, ___________________________, the undersigned officer this

_________ day of ___________, 20___.

Notary Public My Commission Expires:

CITY OF HARTFORD

WAGE CERTIFICATION FORM

I, of Officer, Owner, Authorized Rep. Company Name do hereby certify that the Company Name

Street

City and all of its subcontractors will pay all workers on the

Project Name and Number

Street and City the following wages as required for such project (a copy of the rates which is attached hereto):

State of Connecticut Prevailing wage rates

Federal Prevailing wage rates

City of Hartford Living wage rates

Signature

Subscribed and sworn to before me this day of___________, 20______

Notary Public

LIVING WAGE NOTICE

Fiscal Year 2027

EFFECTIVE July 1, 2026

LIVING WAGE RATE

Payable with employer offered Health Insurance coverage:

$19.04/hr.

Payable without employer offered Health Insurance coverage:

$28.73/hr.

If you have any questions regarding these Living Wage Rates, please contact:

Kiana Gamble Senior Project Manager

CONTRACT COMPLIANCE UNIT

Procurement Services Unit/Finance Department

550 MAIN STREET

HARTFORD, CT 06103

kingk001@hartford.gov

Note Living Wage Rates are updated annually to take effect July 1st of each fiscal year, Per City of Hartford Municipal Code Part II, Chapter 2, Article XII, Sec 2-763

CITY OF HARTFORD

DEPARTMENT OF FINANCE

550 Main Street, Suite 10 Hartford, Connecticut 06103

Telephone: (860) 757-9600 Fax: (860) 722-6571 www.hartford.gov Arunan Arulampalam

Mayor Julian Freund Interim CFO mailto:kingk001@hartford.gov

BIDDERS EEO REPORT

Part 1 – IDENTIFICATION OF VENDOR

1. NAME

ADDRESS

(As shown on BID) mm nn

2. CHIEF EXECUTIVE OFFICER FOR ABOVE BIDDER (NAME)

4. ADDITIONAL LOCATIONS IN

CONNECTICUT

mm nn

ADDRESS TELEPHONE #

Part II: NONDISCRIMINATION POLICIES AND PRACTICES

1a. Have you put into effect a company wide equal opportunity program to promote nondiscrimination?

Yes No gfedc gfedc

3c. Do all your employee recruitment advertisements state a nondiscrimination policy?

Yes No gfedc gfedc 1b. If “Yes” have all your employees been informed of this in writing?

Yes No gfedc gfedc

4a. Do you have a collective bargaining agreement or other contract or understanding with a labor union representing the employee employed by you?

Yes No gfedc gfedc 2a. Do you sponsor or promote any educational or training programs for your employees or prospective employees?

Yes No gfedc gfedc

4b. If “Yes” does each such agreement assure full compliance nondiscrimination requirements?

Yes No gfedc gfedc 2b. If “Yes” are all such persons given the opportunity to participate in accordance with your nondiscrimination statement?

Yes No gfedc gfedc

4c. If “No” check here, and explain on a separate attached sheet.

Yes No gfedc gfedc 3a. Have all your recruitment sources been notified that all qualified applicants will be considered without discrimination?

Yes No gfedc gfedc

5a. Is there a person in your employ who is responsible for assuring equal employment opportunities?

Yes No gfedc gfedc 3b. Has this been done in writing?

Yes No gfedc gfedc

5b. If “Yes” give Name and Title Yes No gfedc gfedc

Part III-HIRING AND RECRUITMENT

1. Which of the following recruitment sources are used by you? (Check “Yes” of “ No” Estimate % if not known)

% of all applicants provided by this source.

2. Check any of the following that you use as hiring qualifications.

3a. Describe any other practice which show that you hire, train and promote employees without discrimination.

SOURCE

Yes No (x)

Work Experience gfedc State Employment Service gfedc gfedc Ability to speak or write English c gfedc

Private Employment Agencies gfedc gfedc Written Tests gfedc

PART IV – STATISTICS – Employment at bidder’s location (as shown on bid submittal). In lieu of completing this section, bidder may submit copy of its most recent Federal EEO-1 report for the reporting location or a copy of its consolidated report for the total organization, if filed within the last year.

PART V- DOCUMENTATION AND COMMITMENT REQUIRED

1. Please submit as part of this EEO report, a copy of your Company Policy Statement of Equal Employment Opportunity.

mm nn

Schools and Colleges gfedc gfedc High School

Diploma gfedc

Newspaper Advertisements gfedc gfedc College Degreegfedc

Walk-ins gfedc gfedc Union Membership gfedc

Present Employees gfedc gfedc Personal

Recommendation gfedc

Labor Organizations gfedc gfedc Car Ownershipgfedc

Minority/Community Organizations gfedc gfedc

Employment Resource Development Agency gfedc gfedc

OTHER (Specify) gfedc gfedc

EMPLOYMENT FIGURES WERE OBTAINED FROM

Visual Check Employment Record Othergfedc gfedc gfedc

CLOSING DATE OF REPORT PERIOD

JOB

CATEGORIES

OVERALL

TOTALS

(Sum of all columns A-

E Male & Female)

A WHITE (Not of Hispanic Origin)

B BLACK (Not of Hispanic Origin)

C

HISPANIC

D ASIAN or

Pacific Islander

E

AMERICAN

INDIAN or

ALASKAN NATIVE

Officials and Managers

Male Female Male Female Male Female Male Female Female Male

Professionals

Technicians

Sales Workers

Office and Clerical Craft Workers (Semi-Skilled)

Operatives (Semi-Skilled)

Laborers (Unskilled) Service Workers

TOTALS

ABOVE

TOTALS ONE

YEAR AGO

ON THE JOB TRAINEES (Enter figures for the same categories as shown above)

Apprentices

Trainees

2. For companies employing more than 10 persons, please submit as part of this EEO report a written commitment to hire minority and female workers if your work force statistics are not representative of the minority and female work force availability in your labor market area.

3. If your company is not located in Connecticut, please submit a copy of your local labor market area statistics.

The Bidder understands and agrees that its failure to meet the equal opportunity requirements established by section 2-573 of the Code will preclude such bid from being considered. The bidder agrees to the procedures set forth in section 2-573 of the Code in regard to the determination of whether such bidder is an equal opportunity employer. The Bidder also understands and agrees that the equal opportunity documents will become a part of the contract, and that a breach of the provision of the equal opportunity documents will constitute a breach of the contract subject to such remedies as provided by law.

AFFIDAVIT

NAME OF PERSON SUBMITTING BID TITLE DATE SIGNED TELEPHONE NO. (Include Area Code)

X

City of Hartford – Professional Services Insurance Requirements *The requirements referenced below are not for all contracts. Refer to RFP or Procurement for insurance requirements*

Document # 1009 Revision: January 1st, 2020

Insurance: (Scope and Limits)

Note: The term “City of Hartford” or “City” is to be taken to mean “City of Hartford and the Hartford Board of Education” when the project includes work for the Board of Education.

At least ten days before the Contract is executed and prior to commencement of work thereunder, the Consultant will be required to file with the Purchasing Agent a certificate of insurance, executed by an insurance company or authorized representative satisfactory to the Purchasing Agent and in an acceptable form. The policy shall name the City of Hartford as Additional Insured on a primary and noncontributory basis on all lines except Workers Compensation and Professional Liability, all policies should include a waiver of subrogation except Professional Liability, and state that, with respect to the award, the Consultant carries insurance in accordance with the following requirements:

1) Commercial General Liability: With respect to the operations he performs and also those performed by him for sub-contractors, the Consultant shall carry Commercial General Liability insurance with a minimum limit of $1,000,000 per occurrence for bodily injury, personal injury and property damage. Coverage shall include Premises and Operations, Independent Consultants, Products and Completed Operations, Contractual Liability and Broad Form Property Damage coverage. If a general aggregate is used, the general aggregate limit shall apply separately to the project or the general aggregate limit shall be twice the occurrence limit. If contractor will be working with children or serving youth under the age of 21 Abuse and Molestation coverage must be included with a $1,000,000 minimum limit.

2) Workers’ Compensation and Employers’ Liability: With respect to all Consultant operations and all those performed f o r him by sub-contractors, the Consultant shall carry statutory coverage in compliance with the Workers’ Compensation laws of the State of Connecticut. Coverage shall include Employer’s Liability with minimum limits of $1,000,000 each accidence, $1,000,000 Policy Disease Limit, $1,000,000 each employee.

3) Automobile Liability: The operation of all motor vehicles, including those owned, hired or non-owned, used in connection with the contract shall be covered by Automobile Liability insurance with a minimum of $1,000,000 combined single limit for all damages arising out of any one accident or occurrence. If a vehicle is not used in execution of this contract, then automobile coverage is not required. If Pollution Liability is required Auto must include endorsements for MCS-90 and Pollution Liability (CA9948).

4) Pollution Liability: For operations involving a risk of environmental pollution, Consultants shall provide Consultant’s Pollution Liability coverage for Bodily Injury, Property Damage and Clean-up cost arising from pollution conditions caused by the operations of the Consultant with a minimum limit of $1,000,000. Coverage may be on a claims-made form and should include contractual liability coverage for claims arising out of liability of sub-Consultants and non-owned disposal site coverage.

5) Professional Liability: Professional shall provide Professional Liability coverage with a minimum limit of $1,000,000.

6) Excess Liability: Professional shall provide follow form Excess Liability coverage with minimum limits of $1,000,000 per Occurrence and $1,000,000 Aggregate.

7) Cyber Liability/Data Breach: If Information technology exposure exists, $1,000,000 Each Cyber Incident and $1,000,000 aggregate must be supplied.

City of Hartford – Professional Services Insurance Requirements

Insurance Provisions

1) Additional Insured: The City of Hartford shall be named as Additional Insured on a primary noncontributory basis.

The coverage shall contain no special limitations on the scope of protection afforded to the City.

2) Deductibles: Consultant shall be responsible for any and all deductibles in the described insurance policies including payment thereof and indemnification of the City/Board of Education with regard thereto.

3) Recovery and Subrogation: The Consultant’s insurers shall have no right of recovery or subrogation against the City.

The Consultants insurance shall be primary insurance as respects the City. Any insurance or self-insurance maintained by the City shall be excess and non-contributory to the Consultant’s insurance.

4) Cancellation or Endorsement: The Consultant shall provide notice to the City in advance of any termination of or any change in the policy. No change shall be made without said prior notice and without prior approval from the City.

5) Claims: Each insurance policy, shall state that the insurance company shall agree to investigate and defend the insured against all claims for damages, even if groundless.

6) Compensation: There shall be no direct compensation allowed to the Consultant on account of any premium or other charge necessary to take out and maintain all insurance or bonds, but the costs thereof shall be considered included in the general cost of the work.

7) Waiver of requirements: The Purchasing Agent or City Risk Manager may vary the above requirements in his/her sole discretion; if he/she determines that the City’s interests will be adequately protected without meeting all stated requirements.

8) Policy Form: Except for Pollution Liability and Professional Liability, “Claims Made” coverage is in unacceptable. All coverage is to be written on an “Occurrence” basis. 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.

9) Governmental Immunity: Unless requested otherwise by the City of Hartford, the Consultant and his insurer shall waive governmental immunity as defense and shall not use the defense of governmental immunity in the adjustment of claims or in the defense of any suit brought against the City.

10) Premium: The Consultant shall assume and pay all costs and billings for premiums and audit charges earned and payable under the required insurance.

11) Policy Period: Policies must be effective prior to the commencement of work and must remain in force until termination of work under this contract. In the event of interruption of coverage for any reason, all work under the contract shall cease and shall not resume until coverage has been restored.

SAMPLE ONLY

ADDITIONAL

INSURED

WAIVER OF

SUBROGATION

The City of Hartford is included as an additional insured. Waiver of subrogation applies in favor of the holder per the policy provisions if required as such in a written contract with the Named insured which has been executed prior to loss/claim (Optional Language AIIMA on a primary non-contributory basis as required per the policy provisions, if required as such in written contract with the named insured which has been executed prior to loss claim.)

City of Hartford

550 Main Street

Hartford, CT 06103 smsheppard Highlight smsheppard Highlight smsheppard Highlight smsheppard Highlight smsheppard Highlight

Section 1, Response Forms

Section 1

RESPONSE FORMS

1.1 RESPONSE INFORMATION & SIGNATURE FORM

Vendor Name -

Trade Name -

Address -

Phone # - Fax # - Email Address -

Contact Person - Tax ID# -

Delivery / Service Start Date: # Calendar days after receipt of executed contract:

Bid Surety - 10% For electronic bonds enter bond number, otherwise check the appropriate box

Electronic Bond # Bond (hard copy) Cashiers / Certified

Check

Cost of Performance Bond included in base bid (if applicable) $ Per thousand

EEO Certification Status (check one) See General Information for Preparing a Response paragraph 3.6.3

Current & on file EEO form attached

DAS Prequalified Contractor? (non highway construction projects >$500,000) http://das.ct.gov/cr1.aspx?page=10

Certificate attached

Update Statement attached

Insurance Agent Name Phone #

Insurance Agent Address

Vendor acknowledges receipt of all addenda issued during the bidding period (if applicable) and understands that they are a part of the bidding documents.

The undersigned hereby declares that he/she or they are thoroughly familiar with the specifications, the various sites, the City’s requirements, and the objectives for each element of the project item or service and understands that in signing this proposal all right to plead any misunderstanding regarding the same is waived. The undersigned further understands and agrees that he will furnish and provide all the necessary material, machinery, implements, tools, labor, services, and other items of whatever nature, and to do and perform all the work necessary under the aforesaid conditions, to carry out the contract and to accept in full compensation therefore the amount of the contract as agreed to by the Contractor and the City.

The undersigned hereby declares that no reason or persons other than those named herein are interested in this proposal, which is made without any connection with any other person or persons making any proposal for the same work and is in all respects fair and without collusion or fraud; that no person acting for or employed by the City of Hartford is directly or indirectly interested therein, or in the supplies or works to which it relates, or will receive any part of the profit or any commission there from in any manner which is unethical or contrary to the best interest of said City of Hartford.

The undersigned additionally declares that they are not debarred or suspended, or otherwise excluded from, or ineligible for, participation in City of Hartford, State of Connecticut or federally funded projects (Executive Order 12549).

The undersigned certifies under penalty of false statement that the information provided in this response is true.

Submitted by (Signature)

Printed name and title Date (Authorized Agent of Company)

Page 2, Response Forms

1.2 RESPONSE PRICING

Pricing shall be submitted in the proposal. Also submit electronically at https://www.hartfordct.gov/Government/

Departments/Finance/Procurement/Procurement-Services/Search-for-Bid-Opportunities

The City of Hartford is exempt from all sales and use tax; bid prices shall not incorporate such taxes. Upon request by the successful respondent, a sales tax exemption certificate will be issued.

1.3 STATEMENT OF QUALIFICATIONS

Please complete the following information. Failure to respond to all items may result in the rejection of your response.

1. Number of years in business - D-U-N-S Number:

2. Number of personnel employed Part time - , Full time - ,

3. List up to six past contracts of this type/size your firm has completed within the last three (3) years:

Project Date Contact Person Phone No.

4. DAS CONTRACTOR

PREQUALIFICATION

(required for construction / infrastructure projects only)

DAS prequalified?

Yes No

You certify that there has been no substantial change in your financial position or corporate structure since your most recent prequalification certificate was issued or renewed, other than those changes noted in the update statement (attached).

YES NO

Page 3, Response Forms

5. ORGANIZATIONAL

STRUCTURE OF BUSINESS

ENTITY (select one)

General partnership (GP)

Limited partnership (LP)

Limited liability corporation (LLC)

Limited liability partnership (LLP)

Corporation

Individual doing business under a trade name (sole proprietor) other (specify)

6. CITY OF HARTFORD TAX

STATUS / OTHER FINANCIAL

OBLIGATIONS

Hartford Businesses – All City of Hartford taxes & financial obligations (real, motor & personal property) are current and paid in full or subject to a current and approved payment plan. Please attach RFR Affidavit.

Yes No

Non-Hartford Businesses - All City of Hartford financial obligations are current and paid in full or subject to a current and approved payment plan. Please attach RFR Affidavit.

Yes No

7. STATUS OF THE BUSINESS

AND ITS CURRENT STANDING

WITH THE SECRETARY OF

STATE'S OFFICE

Connecticut businesses - Are all required filings current with the Secretary of State and will the Secretary of State be able to issue a Certificate of Legal Existence?

Yes No

Out-of –State (foreign) businesses – Have you filed a Certificate of Authority / Application of Registration with the Connecticut Secretary of State? If so, submit a copy of your filing with your response. If not, submit a copy of your Certificate of Good Standing from your state of incorporation.

Yes No

8. Is your local organization an affiliate of a Parent company? If so, Indicate the principal place of business of the parent company and the name of agent for service.

Business Name .

Address .

City . State . Zip .

Name of Agent .

Page 4, Response Forms

9. List all Affiliated Businesses (attach additional sheets as necessary):

Business Name Address Ownership Interest %

10. Based on the organizational structure of your business, provide a current listing of all corporate officers, principals, general or managing partners, limited partners, managers and members. If sole proprietorship or general partnership, attach trade name certificate filed with the town clerks office.

11. Submit copies of all required business (trade & occupational) licenses with your response.

12. Your company may be asked to submit information relative to your company's financial statements and/or a Dun & Bradstreet report may be obtained prior to receiving an award. This information will be protected to the fullest extent required by law.

13. Additional information/documentation may be requested subsequent to your responding to this solicitation.

REQUEST FOR PROPOSAL

#6296 - ON CALL ARCHITECTURAL SERVICES

SECTION 2 SCOPE OF SERVICES

2.0 BACKGROUND

The City of Hartford is soliciting proposals from qualified Architectural firms for the purpose of selecting an Architectural Consultant to provide the City of Hartford with “on-call” as-needed, professional Architectural services. The City of Hartford will accept either individual firm submittals or team submittals from two or more firms. The City of Hartford intends to select a list of Consultants to complete various “on-call” work, which will be distributed among the selected firms or teams at the discretion of the City.

These projects are those in which the estimated total cost is less than $5,000,000. The on-call work comprises two categories: (Architectural) and (Landscape Architectural). Firms should indicate which category they are submitting proposals for. Firms can submit their proposal for one or multiple categories.

All work performed under this contract shall be under the direction of a registered professional Architect licensed by the State of Connecticut for Architectural services and under the direction of a registered landscape architect for Landscape Architectural services.

The City of Hartford will have sole discretion as to which projects, if any, will be assigned to the selected Consultants. The City reserves the right to utilize the selected “on-call” Consultants or firms or teams for any project it deems appropriate.

The Department of Public Works is responsible for providing professional Architectural and Engineering services to the City for Capital Improvement Projects, building renovations, park improvements, and/or reconstruction and maintenance related projects.

2.1 PROJECT TIME FRAME

Time Frame

The RFP schedule is as follows:

Proposal Due: August 11, 2026, by 2:00 pm Proposal Review: September 10, 2026 Architectural Advisory Panel Interviews (if needed) no later than September 17, 2026

If necessary, the dates indicated above for interviews is as noted and subject to an invitation to be interviewed by the Architectural Selection Committee. Therefore, Architects/Landscape Architects are requested to be prepared to be interviewed on this date.

The City intends that this contract shall be in effect for a (3) years period beginning on October 1, 2026, through September 30, 2027. However, the City will have the option to re-negotiate and extend (3) additional (1) year terms upon review and evaluation of performance.

SECTION 2 SCOPE OF SERVICES

2.2 SCOPE OF SERVICES

The Architect/Landscape Architect will provide prompt professional Architectural/Landscape Architectural services, on an "on-call", as needed, basis for all assigned projects. Each project will have a maximum construction cost of less than $5,000,000.00 (five million dollars). Assistance to various City departments shall include preparation of contract documents (drawings and specifications), bidding, construction contract administration, preparation of cost estimates based on program requirements and/or design, and other services which include, but are not limited to:

Program Review Field Investigation Program Development Code Analysis Preliminary Design / Schematic Design / Design Development / Construction Documents Regulatory Review, Meetings, and Approvals Cost Estimates for any/all phases of design Contract Documents Construction Administration

2.2 SUBMISSION

Detailed Proposal

Proposal should include the following sections:

1. Letter of Transmittal: A letter of transmittal addressed to Susan Sheppard, Purchasing Agent, which includes a statement by the respondent accepting all terms and conditions and requirements contained in this RFP. The letter should also include a brief discussion of the firm's background, experience, and ability to perform this contract in accordance with the Scope of Services. Also, to be included, is a listing of clients for whom similar services were performed.

2. Project Understanding: Provide a written discussion in sufficient detail to demonstrate the Firm’s understanding of the scope and the professional services required.

3. Purpose and Philosophy: Provide a written discussion regarding the Firm’s mission, vision, and DEEP experience and policy.

4. Experience: Provide a detailed written summary of the Firm's history and experience and capability in providing the architectural services required.

5. Staff Plan: Identify key personnel whom the firm will assign to perform on-call architectural/landscape architectural services under this contract. Indicate their background, experience, responsibilities, specialties, certifications, licenses, and levels of responsibility.

Provide the resumes of all key personnel.

6. Service Plan: Provide a detailed, itemized plan of proposed services.

SECTION 2 SCOPE OF SERVICES

7. Services Expected of the City: Define the nature and scope of all services to be provided by the City.

8. Letters of Reference: Firms must include in their proposal three letters of reference, sufficiently detailed to include names, titles, addresses and telephone numbers as to allow the City to contact these references. References are preferred from those projects listed in the proposal.

9. Fee Proposal: Firms are required to submit a fee proposal which includes the following:

A detailed hourly rate schedule listing the hourly rates for, but not limited to Principals, Project Manager, Architects, Engineers, Draftspersons, and other key personnel to be used by the Architect.

For complete services type projects (design, bid and construction phase), a detailed description of the proposed method of compensation.

All other necessary costs, to the City, in addition to the costs above must be clearly delineated in this Fee Proposal.

The hourly rate schedule proposed will form the basis by which compensation will be negotiated for each project assigned to the Architect. The City reserves the right to negotiate the fees or rates and payment schedules with the successful Architect.

2.3 STANDARD FORM OFAGREEMENT

Architects responding to this RFP will be expected to adhere to the following conditions in an agreement with the City and must make a positive statement to that effect in its proposal submitted:

The Consultant has personnel sufficient to assure service continuity and project completion and agree to maintain adequate qualified personnel for the full duration of the contract.

The Architect is licensed by the State of Connecticut and agrees to submit a copy of a current State of Connecticut Architect's License upon request.

Agree that all work produced under this agreement will become property of the City of Hartford.

Agree to provide the insurance coverage herein specified for the full duration of the contract's term, including any and all extensions.

Agree that all consultants, testing labs, etc. proposed by the Architect must receive approval from the City of Hartford. (Note: Do not name Consultants in the proposal submitted).

Agree to accept and follow management direction from the City and specifically, the Director of the Department of Public Works or his duly authorized designee.

SECTION 2 SCOPE OF SERVICES

Agree to accept the latest American Institute of Architect (AIA) procedures, documents and format for all architectural services and construction contract.

Agree to conform to all applicable laws and ordinances and statutes of the Federal Government, State of Connecticut, and City of Hartford including, but not limited, to the following:

o Civil Rights Act of 1964, as amended o Civil Rights Act of 1991, as amended o Americans with Disabilities Act of 1990 o Section 2-628 through 2-676 of the Hartford Municipal Code Executive Orders Numbers

3 & 17 of the State of Connecticut Federal Labor Standards (29 CFR Parts 3, 5, and 5a) o Davis Bacon Act, as amended (40 USC 327-330) o Copeland "Anti-Kickback" Act (18 USC 874), as supplemented in the Department of

Labor regulations (20 CFR - Part 3) Architectural Barriers Act of 1969 (42 USC 4151) o Lead Based Paint Poisoning Prevention Act of 1968 (24 CFR - Part 3 35) o Flood Disaster Protection Act (PL 93-291) o Hatch Act (Title 5 USC Chapter 15) o Section 504 of the Rehabilitation Act of 1973

Agree that if the City cannot in good faith negotiate a written contract within a reasonable time with the selected Architect, the City may unilaterally cancel its selection of that Architect.

Agree that periodic payments to the Architect will be made as agreed upon in the signed contract.

Agree that the City reserves the right to terminate the contract at any time. In the event of contract termination, the Architect shall be entitled to payment for approved services rendered after the execution of the contract and prior to receipt of notice of termination. However, if the Architect has damaged the City, said payment may be withheld until tile City determines whether or not by how much said payment should be reduced.

Agree that the contract between the City and the Architect and/or Landscape Architect shall be governed by and constructed in accordance with the laws of the State of Connecticut and the ordinances of the City of Hartford.

TAXPAYER'S IDENTIFICATION NUMBER

Each Architect, whether an individual, proprietor, partnership or a non-profit corporation or organization must obtain, complete and include, with the proposal submitted, an Internal Revenue Service Form W-9, "Request for Taxpayer Identification Number and Certification".

ADDITIONAL INFORMATION AND REVISIONS TO PROPOSALS

Information may be provided to potential respondents for the purpose of clarification to assure full understanding of, and responsiveness to the Request for Proposals requirements. Prospective respondents shall be afforded fair and equal treatment with respect to access to additional information and revision of proposals.

SECTION 2 SCOPE OF SERVICES

2.4 CRITERA AND SELCTION PROCEDURES

2.4.1 Selection Criteria

The following criteria will be used, without limitation, in evaluating proposals and determining the most responsive Consultant:

A. Purpose The Firm’s mission/vision statement. How has that mission/vision been realized in the last 3-5 years or how do you anticipate it being realized in the next 3-5 years.

B. Qualifications The Firm’s technical understanding of the scope of services and proposed professional services, lessons learned and/or changes in industry standards the Firm has experience with this type of work in the last 3-5 years.

C. Background and Experience Background and experience in providing similar services as well as the specific background, education, qualifications, and relevant experience of key personnel to be assigned to this Contract.

EEO philosophy and experience with MWBE participation, including the Equal Employment Opportunity (EEO) Report.

D. Proximity Office address/location.

E. Price Fees and cost. (The City is not bound to select the Firm who proposes the lowest fees. The City reserves the right to negotiate fees with the selected firm.)

Proposals in response to this RFP will be reviewed against the criteria listed above, and recommendation for award will be made in accordance with standard purchasing procedures for Architect Selection.

2.4.2 Selection Procedures

The City intends to enter into a contract with responsible Firms whose proposal is determined to be in the best interest of the City.

The Procurement Agent reserves the right to reject any or all proposals or parts thereof for any reason, to negotiate changes to proposal terms, to waive minor inconsistencies with the RFP, and to negotiate a contract with the successful Firm.

The City will not be liable for costs incurred in the preparation of the response to this RFP.

Proposals submitted must be bound, paginated, indexed, and numbered consecutively. Architects shall submit as their proposal the following:

SECTION 2 SCOPE OF SERVICES

2.5 PROJECT STARTUP

At the start of a new assignment, the City will call for a meeting with the designated project manager and appropriate technical support staff. The Consultant will:

Develop Scope of Services with detailed estimate of hours and staff to be assigned to each project.

Along with the estimate, a Description of Work will be developed to relate efforts to project costs based on the approved salary rates. Itemized reimbursable costs associated with the project will also be included.

Develop a detailed schedule for the work.

Prepare a sample of detailed meeting minutes which will serve as an official record for each project, submit to the City for review and approval.

Prepare a sample of the project status report to be created and distributed for each project in the format and frequency as requested by the DPW Project Manager, submit to the City for review and approval.

Set aside a portion of the scope and appropriate fee for certified Minority & Woman Business Enterprises. If it is determined that there are three (3) or more eligible MWBE sub-consultants available within the required scope of work, the Consultant will solicit prices from each and chose the most qualified respondent. The City may at its discretion waive such requirements if it determines that no sub-consultants are required.

Develop the project contact list for distribution.

Establish the procedure for drawing submission, reviews, updates, and approvals.

Immediately commence work on assigned projects after necessary approvals.

2.6 CONTRACT MANAGEMENT

The Managing Authority for this contract shall be the Director of Public Works or his/her authorized designee who is knowledgeable with the contents of all work to be performed for the projects assigned.

The selected Architect/Landscape Architect will assign one qualified individual, who will be the firm's day-to-day contact person who will be responsible for directing and coordinating the activities of the firm's personnel in all aspects of the project.

END OF SECTION

SECTION 3

GENERAL INFORMATION FOR PREPARATION AND DELIVERY OF A RESPONSE

Rev. 06/04/12

Definitions:

Request for Response (RFR) refers to any form of solicitation the City may use, such as a Request for Bids (RFB), Request for Proposal (RFP), Request for Information (RFI) or Request for Quotation (RFQ).

Candidate or Respondent refers to an individual or company who is considering or has submitted a response to a solicitation. This is also commonly referred to as “bidder.”

City refers to the City of Hartford, the Hartford Public Schools and any other governmental entity participating in the RFR process and/or resulting award(s).

Provider refers to the Candidate or Candidates who receive an award and who enter into a contract with the City.

Section 3, Page 2

TABLE OF CONTENTS

3.01 How to Respond

3.02 Questions & Addenda

3.03 Qualifications of Candidates Offering a Response

3.04 Obligations of the Candidate

3.05 Non-Discrimination

3.06 Affirmative Action Requirements

3.07 Response Development

3.08 Time Provisions

3.09 Correction or Withdrawal of Responses, Cancellation of Awards

3.10 Quantities and/or Usages

3.11 Acceptable Brands

3.12 Samples

3.13 Site Inspection

3.14 Contracting

3.15 Contract Documents

3.16 Retainage (Construction/Infrastructure projects only)

3.17 Insurance

3.18 Bid Bonds

3.19 Performance and Payment Bonds

3.20 Prevailing Wages (Construction/Infrastructure projects only)

3.21 Subcontractors

3.22 Minority Business Utilization Commitment (Construction/Infrastructure projects only (Commission of Human Rights and Opportunities Contract Compliance Regulations Notification to Bidders (Sections 46a-68j-30(9)

3.23 Set-Aside Program

3.24 City-Based Small Contractor Preference

3.25 Criteria for Award

3.26 Notice of Award

3.27 Performance Evaluation

Section 3, Page 3

3.01 HOW TO RESPOND: Supply the required information on and along with the response forms. An officer or explicit agent of your organization must sign the response form and any supplementary proposal document.

If this request has a "Specification Offered" column opposite the specifications, complete as follows and return these pages with your pricing sheet(s):

In the "specification offered" column type in:

a) "As specified"

b) "Exceeds specifications" - Identify what exceeds the specification and why

c) "Exception to specifications" - Identify the substitute and define its effect

Failure to follow these guidelines may be just cause for rejection of the response.

3.02 QUESTIONS & ADDENDA: Questions related to this project must be submitted via electronically at www.hartfordct.gov/procurement/purchasing (click on current solicitations and then bid opportunities) within seventy-two (72) hours in advance of the response submittal deadline. Responses to such questions will be posted electronically within twenty-four (24) hours of the response submittal deadline.

Respondents are responsible for obtaining all addenda related to this RFR and thus advised to check for any addenda a minimum of twenty-four (24) hours in advance of the response deadline.

The bids submitted for the work must be based upon the text of this document including the Standard instructions, Special Instructions, Specifications, all Addenda, and any referenced plans, and no oral or informal statement or representation by any representative or employee of the City of Hartford or the Architect shall be considered an amendment to or waiver of any statements in or requirement of such bidding or proposed contract documents and no claim or right of action shall accrue in favor of any respondent as a result of or founded on such oral or informal statements or representations. The City or its agents shall not be responsible for any oral instructions or interpretations given to a Candidate.

Note: All communications related to this project are to be directed to buyer noted on the invitation to respond. Candidates found to be communicating with City or School staff outside of the Procurement Services Unit will have their response rejected.

3.03 QUALIFICATIONS OF CANDIDATES OFFERING A RESPONSE: The City may make such investigations as deemed necessary to determine the ability of the Candidate to perform the work and the degree to which any Candidate meets the criteria for award listed herein. Each Candidate agrees to furnish the City any additional information requested.

3.04 OBLIGATIONS OF THE CANDIDATE: At the time of the opening of proposals, each Candidate will be presumed to be thoroughly familiar with the City's requirements, and the objectives for each element of the project, item or service. A plea of mistake in the accepted response shall not be available to the Candidate for the recovery of the bid surety or as a defense to any action based upon an accepted response.

3.05 NON-DISCRIMINATION: The candidate agrees and warrants that in the performance of the contract such candidate will not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, religious creed, age, marital status, national origin, ancestry, sex, http://www.hartfordct.gov/procurement/purchasing

Section 3, Page 4 mental retardation, mental or physical disability, in any manner prohibited by the laws of the United States or of the State of Connecticut.

3.06 AFFIRMATIVE ACTION REQUIREMENTS:

3.06.1 No Contract or Purchase Order, regardless of how procured, shall be awarded to any Person or Candidate that is not an equal opportunity employer. The successful respondent, as a condition of being awarded this contract shall agree to comply with all contractual Equal Employment Opportunity/Affirmative Action performance requirements as outlined herein.

3.06.2 The successful respondent, as a requirement of final contract execution will additionally agree to comply with the following provisions:

a. Submit a report of current company employment statistics on the EEO Certification Form and a copy of the company Affirmative Action / Equal Employment Opportunity Policy Statement, properly signed by Company official on company letterhead, in accordance with paragraph 3.6.3 below.

b. Sign and submit the document entitled “Hartford Affirmative Action Plan / Equal Employment Opportunity Agreement and Affidavit”. (Construction/Infrastructure projects only)

3.06.3 Candidate’s EEO Report: As a condition of doing business with the City the selected respondent must be certified by the City as an Equal Employment Opportunity Employer. Certifications must be renewed annually. Submit completed EEO Certification forms and EEO Policy Statement with your response. To check the current status of your EEO certification contact Augusta Joseph at 860.757.9784, fax 860.722.6607 or email: augusta.joseph@hartford.gov.

3.06.4 The candidate agrees to take affirmative action to insure that applicants with job-related qualifications are employed and that employees are treated, when employed, without regard to race, color, religious creed, age, marital status, national origin, ancestry, sex, mental retardation, mental or physical disability. The advertisement of employment opportunities shall be carried out in such manner as not to restrict such employment.

3.06.5 The successful respondent shall agree that neither he/she nor any subcontractors will discharge, expel or otherwise discriminate against any person because he/she has opposed any unfair employment practice or because he/she has filed a complaint or testified or assisted in any proceeding under Section 31-127 of the Connecticut General State Statutes.

3.06.6 (Construction/Infrastructure projects only) During the Performance of this contract, the contractor agrees to permit authorized City of Hartford staff to perform on-site project monitoring related to the contractual equal employment opportunity/affirmative action performance requirements.

The prime contractor additionally agrees on behalf of his/her company and all subcontractors to submit the following compliance reports, available at http://www.hartfordct.gov/procurement/forms, while performing under this contract:

a. Payroll Certification Form within 10 working days of end of reporting month

b. Minority/Women Business Enterprise (MWBE) Monthly Payment Status Reports

c. Minority/Women Business Enterprise (MWBE) Final Payment Status Reports

d. Monthly Employment Utilization Report

1. Minimum of 15% of the total project hours by trade shall be allocated to minority workers.

2. Hartford resident employment goal of 30% by trade.

mailto:augusta.joseph@hartford.gov http://www.hartfordct.gov/procurement/forms

Section 3, Page 5

e. Status reports as to special training and/or employment residency requirements

3.06.7 The successful respondent further agrees that the requirements as noted in paragraphs 3.5 and

3.6 shall likewise apply to all construction sub-contractors.

3.07 RESPONSE DEVELOPMENT: Candidates are responsible for all costs and expenses incurred in the preparation of a response and for any subsequent work on the response that is required by the City of Hartford. Any submittal is the property of the City of Hartford and will not be returned.

3.08 TIME PROVISIONS: The content of any response submitted is to remain valid and available to the City for ninety (90) days from the day proposals are due.

3.09 CORRECTION OR WITHDRAWAL OF RESPONSES, CANCELLATION OF AWARDS. Correction or withdrawal of inadvertently erroneous bids, including corrections to pricing must be submitted to the Procurement Agent prior to the…