RFP 6301 Hartford Applied AI Center and Website and Event Planning.pdf

Company Name – _________________________

REQUEST FOR PROPOSAL

RFP# 6301

Hartford Applied AI Center – Website & Event Scheduling

City of Hartford Procurement Services Unit

550 Main Street Hartford, CT 06103

DEADLINE: 2:00 P.M./Date: September 15, 2026

Susan Sheppard Purchasing Agent 860.757.9616 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.

• 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. “

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

o Hartford City Hall, Procurement Services, 550 Main Street, Room 100, Hartford, CT 06103

$1000.00 per day http://www.hartfordct.gov/procurement/purchasing

INVITATION TO RESPOND

Dear Sir/Madam:

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

RFR #: 6301 SOLICITATION DATE: August 21, 2026

SOLICITATION TITLE: Hartford Applied AI Center – Website & Event Scheduling SOLICITATION DESCRIPTION: The City of Hartford seeks proposals from qualified web design vendors to design, develop, and deploy a public-facing website and event scheduling platform for the Hartford AI Action Lab, located at 10 Constitution Plaza. The Lab is Hartford’s flagship applied AI initiative – a living community hub connecting residents, businesses, researchers, and practitioners in the emerging AI economy.

SITE LOCATION (if applicable):

RESPONSE DATE: September 15, 2026 RESPONSE TIME: 2:00 p.m.

DEPT. ASSIGNED CONTRACT #: EST. COST OF CONSTRUCTION:

A PRE-BID / RESPONSE CONFERENCE HAS BEEN SCHEDULED FOR

This pre-bid conference is: Not Applicable

Mandatory (All prospective bidders are REQUIRED to attend to discuss specifications) Non-mandatory (All prospective bidders are encouraged to attend to discuss specifications)

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 > $1,000,000) OSHA Compliance (Public Works Project > $100,000) Wage Requirements – Complete & attach Wage Certification Form

1.2 Response pricing shall be submitted within proposal

1.3 Statement of Qualifications

1.4 Subcontractor Information (N/A)

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

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:

www.Hartfordct.gov/procurement/purchasing (click on current solicitations and bid opportunities) http://www.hartfordct.gov/procurement/purchasing

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

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

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

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.

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.

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?

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.

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.

#6301 HARTFORD APPLIED AI CENTER – WEBSITE & EVENT SCHEDULING

SECTION 2 - SCOPE OF SERVICE

2.0 Background

The City of Hartford seeks proposals from qualified web design vendors to design, develop, and deploy a public-facing website and event scheduling platform for the Hartford AI Action Lab, located at 10 Constitution Plaza. The Lab is Hartford’s flagship applied AI initiative – a living community hub connecting residents, businesses, researchers, and practitioners in the emerging AI economy.

The site must function as the virtual front door of the Lab – immersive, energetic, and AI forward

– inviting visitors to experience the space before they ever walk through the door.

2.1 Scope of Services

The consultant will provide a public facing website, home, about team, visual events calendar, event request form, contact form, FAQ, New/Press map, Hartford Innovation History, social media ingestion (display only, not creation).

2.1.1 Responsive Public Facing Website

- Home, About, Team, Visual Events Calendar, Event Request Form

- Contact form, FAQ, New/Press, Map, Hartford Innovation History

- Social Media ingestion (display only, not creation)

2.1.2 Event Scheduling Platform

- Replace current Goggle Forms with structured workflow

- Public engagement features (like share, RSVP)

- Internal Goggle Calendar integration

2.1.3 Design & Branding

- Logo and logotype development

- Website visual themes and on-brand social media brand assets

2.1.4 Technical

- Client-ready CMS for ongoing content editing

- Hosting (terms TBD with selected vendor)

- Support and maintenance: uptime monitoring and minor changes

SECTION 2 - SCOPE OF SERVICE

· 2.2 CLIENT RESPONSIBLITIES

- Photography and imagery

- Written content for all site pages

- URL/domain (unless vendor will host and own)

- Calendar set-up credentials

2.3 SUBMISSION REQUIREMENTS

Please provide the following in your proposal response:

2.3.1 Proposed approach and timeline (for both development and milestone delivery)

2.3.2 Relevant portfolio examples (AI, civic, nonprofit, or community-facing sites preferred)

2.3.3 Team composition and roles

2.3.4 Itemized or phased cost breakdown

2.3.5 Maintenance and support terms and pricing

2.3.6 Any recommended additions or alternatives to the scope above

2.4 CRITERA AND SELECTION PROCEDURES

2.4.1 Selection Criteria

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

A. Price B. Technical Approach C. Relevant portfolio and past performance D. Team composition and capacity E. Support and maintenance terms

2.4.2 Selection Procedures

The City intends to enter into contract(s) with those responsive consultants whose proposals are determined to be in the best interest of the City.

SECTION 2 - SCOPE OF SERVICE

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 successful consultant(s).

The City will not be liable for costs incurred in the preparation of the response to this RFP or in connection with any presentations. Proposals submitted must be bound, paginated, indexed and numbered consecutively. The original proposal must be clearly marked as such. Consultants shall submit as their proposal the following:

Detailed Proposal – Written discussion in sufficient detail to demonstrate the consultant’s understanding of the scope and the professional services required, which includes the following sections:

Short paragraph describing you or your company.

Description of experience demonstrating ability to meet needs outlined in Scope of Services.

Names of key personnel and for each person a detailed written summary of their background, skills relevant to the Scope of Services and a recent resume.

References: Contact information for three references sufficiently detailed to include names, titles, addresses, telephone numbers and email addresses to allow the City to contact these references.

Writing sample: Provide at least one previously completed writing sample that is five pages or less.

Excerpts of reports completed for municipalities or similar organizations are preferred (redacted as appropriate).

Fee proposal

· The consultant assures service continuity and project completion and agrees to maintain specified qualified personnel meeting the terms herein for the full duration of each assignment.

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

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.hartford.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.hartford.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 Concha Lawrence at 860.757.9613, fax 860.722.6607 or email: lawrc001@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.hartford.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:lawrc001@hartford.gov http://www.hartford.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 bid response deadline. Corrections before or after award, or cancellation of awards of Contracts or Purchase Orders based on such mistakes, may also be permitted with the approval, in writing, of the Procurement Agent, otherwise withdrawal of bid by respondent shall be cause for forfeiture of bid surety to the City.

3.10 QUANTITIES AND/OR USAGES: Quantities and/or usages are estimates only and in no way represent a commitment and/or intent to purchase the estimated amount. Actual quantities and delivery locations may vary. The City reserves the right to order all quantities that may be needed, at the contract price, during the contract term regardless of the estimates provided in this RFR.

3.11 ACCEPTABLE BRANDS: The RFR specifications are not intended to limit consideration to the particular service organization or manufacturer from which they were developed. References to brand names or numbers are to be interpreted as establishing a standard of quality, unless specifically limited by the term “no substitute”, otherwise brand names used within these specifications shall be presumed to be followed by the words "or approved equal". Burden of proving a product and/or material as equal to a specific product and/or material by brand name is the responsibility of the Provider. Final determination as to what is an "or equal" product will be made by the Procurement Agent in conjunction with other City staff. The City will award on the basis of the criteria stated herein, and reserves the right to waive or require compliance with any element of the specifications.

3.12 SAMPLES: Samples are furnished free of charge and may be held for comparison with deliveries.

Candidate must arrange for their return if desired. Samples are assumed to meet, at a minimum, City specifications for quality. All deliveries shall have at least the same quality as the accepted proposal sample. Latent deficiencies will be remedied by the contractor at no additional cost, or loss of service, to the City.

3.13 SITE INSPECTION: Information contained in these documents is provided in good faith only that all Candidates may have access to the same information utilized by the City, and is not intended as a substitute for personal investigations, interpretations and judgment of the Candidate. As information may be approximated or incomplete, Candidates should conduct a thorough inspection, review of existing conditions/equipment, examination of the site and compare it to the specifications and drawings. Any discrepancies or needs for clarifications must be brought to the attention of the department managing the RFR prior to the bid opening.

Pre-bid / Response conferences are noted on the invitation to respond. Submission of a bid shall be

Section 3, Page 6 evidence that respondent has examined the site, compared it with the drawings and specifications and satisfied itself of the conditions existing at the site, the storage and handling of materials, and all other matters incidental to the work under this contract. No additional compensation will be allowed for difficulties which the respondent could have discovered or reasonably anticipated prior to bidding.

3.14 CONTRACTING: The City reserves the right to require the successful Candidate to execute a contract in a format supplied by the City. The terms and conditions of the contract to be signed upon the award of the RFR will supersede any inconsistent provision of the RFR documents.

The award of any contract is subject to the following conditions and contingencies:

(1) The approval of such governmental agencies as may be required by law.

(2) The appropriation of adequate funds by the proper agencies.

(3) Compliance with all applicable laws, regulations, ordinances and codes of the United States, the State of Connecticut and the City of Hartford.

(4) The selected Candidate must be current in all tax or any other monetary obligation owed to the

City of Hartford.

(5) The selected Candidate must have a current EEO certification on file with the City.

Unless otherwise indicated the duration of the Contract will be one (1) year. Further, Contract terms may be negotiated on award anniversaries. City Ordinance Sec 2-588 (C) allows for a maximum of three Contract extensions provided that the funds are available, approved by the City for this purpose and that the Provider has established a satisfactory performance record.

Notwithstanding the failure of City to exercise any option to renew this contract for an additional year, the Managing Authority reserves the right to unilaterally extend this contract on a month to month basis for a period not to exceed three (3) months under the same terms and conditions applicable to the preceding contract period.

3.15 CONTRACT DOCUMENTS: The Contract documents consist of the Agreement between Owner and Contractor (hereinafter the Agreement), this Request for Response (RFR) and its referenced documents, General and Supplementary Conditions, drawings, any Addenda issued, the Contractor’s response to the RFR, other documents listed in the Agreement and Modifications issued after execution of the Contract.

A Modification is (1) a written amendment to the Contract signed by parties, (2) a Change Order, (3) a Construction Change Directive or (4) a written order for a Minor change in the Work issued by the Design Professional on behalf of the City; the Contract Documents do include other documents such as bidding requirements.

3.16 RETAINAGE (Construction/Infrastructure projects only): When progress payments are being made for items being built or designed, the City may withhold at least 5% of the total project cost, or as otherwise specified in the contract for this project.

3.17 INSURANCE: Refer to the exhibit noted on the Invitation to Respond for specific insurance requirements. List the name and address of the respondent’s insurance agent on the response form.

The successful candidate shall be required to furnish a Certificate of Insurance (Accord Form), acceptable to the City, within ten (10) days from notice of award and must name the City as an additional insured on the face of the document. The insurance certificate and coverage requested must be updated and kept current throughout the life of the contract, including any extensions. If at any time during the term of the contract or any extension thereof, any required policies of insurance should

Section 3, Page 7 renew, expire, or be cancelled, it will be the responsibility of the Provider to furnish to the City a Certificate of Insurance indicating renewal or an acceptable replacement of the expiring policy prior to the expiration or cancellation, so that there will be no lapse in any coverage. The candidate shall obtain and maintain such required insurance at its own cost and expense.

3.18 BID BONDS: A Bid bond, cashiers or certified check may be required 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.

Certified checks will be returned to all unsuccessful Candidates upon the awarding of the contract. If your response is not accompanied by a bond, certified check or proof that a valid bond has been obtained at the RFR opening it may be rejected.

If you manage a small business and have difficulty obtaining bonds help is available from the Small Business Administration (SBA) through “The Surety Bond Guarantee Program. For more information go to www.sba.gov, choose “Services.” Then select “Financial Assistance” and click on “Surety Bond.”

3.19 PERFORMANCE BOND AND PAYMENT BOND: If requested, the successful contractor will be required to submit a Performance Bond and Payment (Labor & Material) Bond in the amount of 100% of contract award within 10 days of award if the contract value exceeds $50,000. Said bonds shall be issued by an insurance company and said surety companies must be listed on the current Federal Register, licensed in the State of Connecticut with an underwriting limitation exceeding the value of the project with no more than 5% of capital in surplus tied to any one risk. Banks must have a branch office in Connecticut with insurance provided by the FDIC. The bonds must be signed by an officer of the company and of the surety company above their official titles and their corporate seals must be affixed over the signatures.

Indicate the cost for these bonds, to be added to the contract sum, on the response form.

3.20 PREVAILING WAGES (Construction/Infrastructure projects only): Pursuant to Section 2-559 (B), Required Provisions. Each Agreement for the construction, remodeling or repair of any Infrastructure Facilities shall contain both of the following provisions:

(1) "The wages paid to any mechanic, laborer or workman employed upon the work herein contracted to be done shall be at a rate equal to the prevailing wage rate in the State of Connecticut and or federal government, whichever is applicable, for the same work in the same trade or occupation."

(2) "Each contractor and subcontractor, or an authorized officer or employee, responsible for supervision of the payment of wages shall submit, on a weekly basis within seven (7) days after the regular payment date of the payroll period, to the Procurement Services Unit, a "Weekly Certified Statement of Compliance." Due and timely compliance with this provision shall be a condition precedent to the approval and transmittal of the next and succeeding payments by the city or its authorized officers or agents to the contractor under the terms of this agreement."

3.21 SUBCONTRACTORS: The respondent shall not subcontract any portion of the project to be performed unless the prior consent of the City is given for both the work to be subcontracted and the subcontractor to perform the same. The terms and conditions of the underlying contract between the City and Contractor will become part and parcel of the terms and conditions of each subcontract.

Respondents are required to provide subcontractor information in the space provided in 1.4 http://www.sba.gov/

Section 3, Page 8

“Subcontractor Utilization” of the response forms. Complete a separate form for the Base Bid and each Alternate. MWBE’s must certified with the City of Hartford at the time of response submission.

3.22 MINORITY BUSINESS UTILIZATION (Construction/Infrastructure projects only): Respondents are required to set-aside for Minority Businesses 15% of the construction work. Respondents are encouraged to exceed the set-aside requirement specified. The City's Minority Business listing as further described in paragraph 3.23.3 shall be used by respondents in selecting minority business contractors. Please refer to the Commission on Human Rights and Opportunities Contract Compliance Regulations

The sum of all minority business subcontracts shall be equal to or greater than 15% regardless of how the bid is awarded (base only or base plus one or more alternates). Failure to comply with the required percentage of minority business utilization will be cause for rejection of bid.

3.22.1 City Certification Required

Respondents shall utilize Minority subcontractors who hold a current MWBE certificate with the City of Hartford at the time of response submission. Certifications by any other government entity shall not be sufficient to qualify the subcontractor to participate in the City of Hartford's minority business utilization preference program. In selecting its minority subcontractors, respondent is cautioned to seek documented proof that its subcontractors hold valid certification by the City. Failure to identify City certified Minority Business subcontractors will be cause for rejection of bid.

3.22.2 Percentage of Work to be Performed

Designated MWBE’s shall perform at least 70% of the work with their own forces and as part of their own operations excluding the manufacture or purchase of proprietary products.

3.22.3 Minority Business Listing

A listing of Minority Businesses holding certification by the City of Hartford is available at http://www.hartford.gov/procurement/supplier-diversity or in the Procurement Services Unit, Room 100, 550 Main Street, Hartford, CT 06103. The City’s listing of minority businesses is comprised of companies whereby at least 51% of the company is owned and operated by one or more of the following group persons: Black Americans, Hispanic Americans, Women, Asian Pacific Americans, Pacific Islanders, American Indians and descendants from the Iberian Peninsula. It should be understood that such listings are made available to assist respondents in satisfying bid requirements; however, respondent's selection of a subcontractor is its sole responsibility and all work performed under the contract shall be respondent's sole responsibility. The City does not sponsor or recommend the selection of any one vendor. Certification by the City of Hartford as a minority business does not imply that the business is qualified to perform the work specified in this bid.