RFP Design Services - 65 Main St Floors 2 3.pdf

TOWN OF THOMPSON

PROFESSIONAL SERVICES PROCUREMENT NOTICE

REQUEST FOR PROPOSALS/QUALIFICATIONS

65 Main Street, North Grosvenordale

DESIGN SERVICES

The Town of Thompson will be accepting proposals from qualified individuals or firms to provide a Design and Construction Services Cost Proposal for the interior renovation of the 2nd and 3rd floors of the Town-owned building at 65 Main Street, North Grosvenordale. Interested individuals and firms should obtain the complete RFQ/P and related information from the Town of Thompson website at www.thompsonct.org

Proposals must be submitted to:

Thompson First Selectman

815 Riverside Drive, P.O. Box 899 North Grosvenordale, CT 06255 no later than 12:00 PM on Tuesday 18 November 2025

LATE PROPOSALS WILL NOT BE CONSIDERED.

An Affirmative Action/Equal Opportunity Employer. Minority/Women /Disadvantaged Business

Enterprises are encouraged to bid.

http://www.thompsonct.org/

TABLE OF CONTENTS

Page No.

Section I General Information 3

Section II Considerations and Restrictions 3

Scope of Work 4

Project Submittals 4

Text 4

Project Coordination 4

Section III Submission of Proposal 5

Minimum Requirements 5

Term of Service 5

Site Inspection 5

Proposal Instructions 6

Evaluation Criteria 7

Selection Process 8

Timeline 8

Insurance Requirements 8

Indemnification 9

Attachments

● Attachment A – Town of Thompson Response Page 10

● Attachment B – Statement of Non-Collusion 11

● Attachment C – Town General Design Concepts 12

SECTION I – GENERAL INFORMATION

Background – The Town of Thompson has undertaken the complete-gut renovation of the existing Town-owned building located at 65 Main Street, North Grosvenordale, Connecticut 06255. Renovation was initiated with funding through private donations and an award from the Small Business Administration, via the Congressional Appropriations process; however, the prior funding did not allow for design of the full renovation. To date, designs have been completed for the complete interior/exterior demolition and hazmat abatement; and reconstruction/renovation of the building exterior and the basement level and first floor of the interior.

Intent - It is the intent of the Town of Thompson to retain a consultant to provide a complete design (Architectural and MEP) for the remaining renovation of the existing 65 Main Street structure.

The structure currently is vacant. The demolition and hazmat abatement have been completed for the entire structure, and the exterior renovations are essentially complete1. The interior has been gutted to the studs, and designs are in hand for the basement level and the first floor. It is the intent of the Town to renovate and repurpose the building for use as a local small-business support and education center incorporating work-share rental space, as well as meeting/classroom space.

An award through the DECD CIF Grant program (Round 5) has been secured, which includes funding for the completion of the remaining architectural designs for the building and the subsequent construction for all remaining interior renovations.

The exterior hosts a community garden and has had site plans and bid documents completed for extensive landscaping, to be undertaken at an unknown future date.

Included within Attachment C are the existing drawings and cost estimates under the prior contract. Any future designs must be compatible with the work already done and must fulfill the Town’s general intent to repurpose the building as described above.

It is expected that the selected firm’s scope will include all necessary work through occupancy and project close-out.

SECTION II – CONSIDERATIONS AND RESTRICTIONS

The successful respondent shall ensure the building and systems will comply with all applicable codes.

All drawings, reports, data, and other documents prepared by the Consultant according to this Agreement shall be submitted to the Town for its review and approval. Resulting work products of the Consultant pursuant to this solicitation shall become property of the Town of Thompson.

No such approval shall in any way be construed to relieve the Consultant of responsibility for technical adequacy or to operate as a waiver of any of the Town’s rights under this Agreement.

The Consultant shall remain liable to the Town according to applicable laws and practices for all damages to the Town caused by the Consultant’s negligent performance of any of the services furnished under this Agreement.

The Consultant shall conduct regular meetings with the project team, either via an online meeting platform or at a location established by the Town, to review progress. The Consultant will provide written notes of each meeting to all attending parties before the next meeting. The Consultant will

1 The only outstanding items from the exterior renovation are the installation of gutters and the possibility of new windows (funding dependent).

be responsible for attending any public informational meetings which may be associated with this project.

Consideration will be given to the type of building and delivery system proposed, the associated cost, and the impacts of construction, and sustainability and energy efficiency.

The Town shall not be obligated to accept any proposal, and the Town shall reserve the sole right to determine the appropriateness of any proposal for this work.

SCOPE OF WORK

The design would include but not be limited to; structure, system cost, efficiency, maintainability, applicability to facility, project delivery and schedule for the Building. Preliminary schedule information (terms of service) is listed below, which shall allow for submission to the Town’s planning review/processes. Upon approval, the final design and construction would take place in accordance with agreed upon schedules.

PROJECT SUBMITTALS

Proposals shall demonstrate that the firm has the resources and capabilities necessary to meet all project requirements. Firms will be responsible for budget and construction cost estimates including escalation, architectural/engineering fees, contingency and administrative costs for each type of system considered in the period required. This shall include sub-consultants, estimators and other resources as proposed.

A proposed schedule, including milestones and critical path tasks shall be included in the proposal.

The respondent shall be expected to be present at meetings, which may need to be conducted with user groups, either at the Town or Board offices, on site, or elsewhere.

Specifics will be identified prior to start of work in conjunction with the Respondent.

TEXT

Printed material shall be 8-1/2 x 11, General text within the document shall be no smaller than 11 point font, Fold-out pages shall be 11" x 17", Full Size and 50% Scale Prints.

PROJECT COORDINATION

The Respondent will work closely with the project team through all phases of the project. The Town/Boards will provide access to the property, all available plans and drawings.

SECTION III - SUBMISSION OF PROPOSAL

MINIMUM REQUIREMENTS

Respondent shall submit detailed resumes for any proposed Design Professional assigned as project manager to oversee this work and act as liaison to the Town as well as any other member of the design team including sub-consultants.

Respondent shall be licensed by the State of Connecticut to perform the required work.

Respondent shall have an assigned project manager to oversee this work and act as liaison to the Town. Respondent shall list all proposed staff.

Respondent shall demonstrate sufficient staff resources to perform the work within the required period.

Respondent shall have demonstrated experience designing projects with similar scope, complexity and schedule within the past five (5) years.

TERM OF SERVICE / TIME FOR COMPLETION

The selected firm will be expected to commence services within 15 days of contract execution or on such other schedule as may be agreed to with the Town. The Town anticipates allocating

• Two (2) months for 50% Contract Documents (CD), (1) month for estimating and review/approval.

• Two (2) months for 100% Contract Documents (CD), (1) month for estimating and review/approval

• Twelve (12) months for Construction

All totaling Four (4) months of overall time for the design services described herein including but not limited to data collection, meetings, agency approval, consultant coordination, etc.

The Town reserves the right to modify the schedule in the best interest of the Town as required.

SITE INSPECTION

An optional pre-proposal meeting is scheduled for 10 A.M. on Friday 7 November 2025 at 65 Main Street, North Grosvenordale, Connecticut 06255.

PROPOSAL INSTRUCTIONS

By submitting a proposal, Respondent represents that they have thoroughly examined and become familiar with the Scope of Services outlined in this RFP and are capable of performing the work to achieve the Town’s objectives.

All firms are required to submit a clearly marked original and four (4) copies of their proposal to Thompson First Selectman 815 Riverside Drive, P.O. Box 899 N. Grosvenordale, CT 06255 by the date and time listed in the proposal response page. All proposals will be opened publicly at the first regular meeting of the Board of Selectmen following the close of the bid period, or at another Board of Selectmen meeting if circumstances so require, and recorded as received at the Merrill Seney Community Room at the Town Hall 815 Riverside Drive. Respondents may be present at the opening; however, there will be no public reading of Proposals other than the names of the responding firms. Proposals received later than the time and date specified will not be considered.

The proposal must be submitted in a sealed envelope or package, and the outside shall be clearly marked with the firm’s name and address and as follows:

SEALED REQUEST FOR PROPOSAL PROFESSIONAL SERVICES PROCUREMENT NOTICE

65 MAIN STREET, NORTH GROSVENORDALE

DESIGN

All respondents are required to submit the information detailed below. Responses shall be organized and presented in the order listed below to assist the Town in reviewing and rating proposals. Responses should be presented in appropriate detail to thoroughly respond to the requirements and expected services described herein.

• Table of Contents to include clear identification of the material provided by section and number.

• A letter of transmittal indicating the firm's interest in providing the service and any other information that would assist the Town in selecting. This letter must be signed by a person legally authorized to bind the firm to a contract.

• Name, email address and telephone number of person(s) to be contacted for further information or clarification.

• Copy of State of Connecticut license to perform the work required and involved if required.

• Name and qualifications of assigned project manager and a list of staff members who would be involved with the project, including their assigned roles and a description of their background and experience.

• A background statement including a description of relevant experience of the firm/individual submitting the proposal.

• Respondent shall provide a list of 3-5 references and examples of previous similar projects successfully completed within the last five years with the contact name, address and telephone number of the owners’ representative in each project.

• Schedule. Must be able to accommodate schedule including coordinating with the planned reconstruction of Main Street and its related sidewalks; and any construction/implementation of the landscaping which may be scheduled.

• A concluding statement as to why the respondent is best qualified to meet the needs of the Town.

• Proposal Response Form (ATTACHMENT A). Description of any exceptions taken to this RFP. If any proposal involves any exception from the stated requirements and specifications, they must be clearly noted as exceptions and attached to the proposal.

o Include any other Technical Data from the respondent.

• Statement of Non-Collusion (ATTACHMENT B).

Any technical questions regarding this RFP shall be made in writing and directed to Tyra Penn-Gesek, Director of Planning & Development by email at planner@thompsonct.org (with Subject “65 MAIN STREET”).

For administrative questions concerning this proposal, please contact Tyra Penn-Gesek, Director of Planning & Development by email at planner@thompsonct.org (with Subject “65 MAIN

STREET

All questions, answers, and/or addenda, as applicable, will be posted on the Town of Thompson website at: www.thompsonct.org. It is the respondent’s responsibility to check the website for addenda prior to submission of any proposal.

Note: Responses to requests for more specific contract information than is contained in the RFP shall mailto:johnr992001@yahoo.com mailto:johnr992001@yahoo.com http://www.thompsonct.org/ be limited to information that is available to all respondents and that is necessary to complete this process. Any such requests must be received no later than Thursday 13 November 2025 at noon.

Failure to include any of the above-referenced items in the submitted proposal may be grounds for disqualifying said proposal.

EVALUATION CRITERIA

The Town of Thompson shall select the responsible and responsive proposal, which is determined by the Town to be the best suited, most advantageous, and provides the best value to the Town based on the criteria included in this Request for Qualifications/Proposal. The Town expressly reserves the right to negotiate with the selected Proposer prior to an award of any contract pursuant to this RFQ/P. Best value shall be determined by consideration of the following factors as deemed appropriate by the Town.

Accuracy, overall quality, thoroughness, and responsiveness to the Town’s requirements as summarized herein.

The qualifications and experience of the firm, the designated account representative, and other key personnel to be assigned to the project.

Successful performance of similar work.

Technical Solution/Approach to Project: Types, capabilities, efficiency, applicability, efficient use of space and resources.

Demonstrate ability to meet schedule.

The number, scope, and significance of conditions or exceptions attached to or contained in the proposal.

SELECTION PROCESS

This Request for Qualifications/Proposal does not commit the Town of Thompson to award a contract or to pay any costs incurred in the preparation of a proposal to this request. All proposals submitted in response to this request become the property of the Town of Thompson. The Town of Thompson reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with the selected respondents, the right to extend the contract for an additional services, or to cancel in part or in its entirety the request for proposal, and to waive any informality if it is in the best interests of the Town to do so.

A Selection Committee, appointed by the Selectmen, will evaluate all proposals received for completeness and the respondent’s ability to meet all requirements as outlined in this RFQ/P. The Committee will then interview the specific firm(s) whose statements best meet all criteria required.

Upon completion of interviews, the Selection Committee will forward a recommendation of contract award to the Board of Selectmen.

The awarded firm will be asked to submit a specific Scope of Services and associated fee proposal. The Town shall review said proposals and negotiate an agreement based on those discussions.

Additional technical information may be requested from any respondent for clarification purposes, but in no way changes, the original qualification statement submitted.

TIMELINE

The Town intends to adhere to the schedule listed below as closely as possible but reserves the right to modify the schedule in the best interest of the Town as required.

Publicize RFP Monday 20 October

Pre-Proposal Meeting: 10:00 AM at 65 Main Street, North Grosvenordale, Connecticut 06255

Friday 7 November

Requests for Information due Thursday 13 November - noon

Responses/Addenda posted Friday 14 November

RFP Due Date: Noon Tuesday 18 November

Proposals Opened Tuesday 18 November – 7 p.m.

Evaluations of Proposals 19 November – 21 November

Interviews with Top Respondents 24 – 25 November

Award of Contract Tuesday 2 December – 7 p.m.

Notification of Award Wednesday 3 December

Review of Contract Month of December as needed

Contract Effective Date Monday 5 January 2026

INSURANCE REQUIREMENTS

The Respondent shall, at its own expense and cost, obtain and keep in force during the entire duration of the Project or Work the following insurance coverages covering the Respondent and all of its agents, employees and sub-contractors and other providers of services and shall name the Town of Thompson its employees and agents as an Additional Insured on a primary and non-contributory basis to the Respondent’s Commercial General Liability and Automobile Liability policies. These requirements shall be clearly stated in the remarks section on the Respondent’s Certificate of Insurance. Insurance shall be written with insurance carriers approved in the State of Connecticut and with a minimum Best’s Rating of A-VIII with all policies written on an occurrence form basis. In addition, all carriers are subject to approval by the Town.

Minimum Limits and requirements are stated below:

Worker's Compensation Insurance:

Statutory Coverage Employer’s Liability $500,000 each accident/$500,000 disease-policy limit/$500,000 disease each employee

A Waiver of Subrogation shall be provided in favor of the Town of Thompson and its employees and agents.

Commercial General Liability:

Including Premises & Operations, Products and Completed Operations, Personal and Advertising Injury, Contractual Liability and Independent Contractors.

Limits of Liability for Bodily Injury and Building Damage

Each Occurrence $1,000,000 Aggregate $2,000,000 (The Aggregate Limit shall apply separately to each job.)

A Waiver of Subrogation shall be provided in favor of the Town of Thompson and its employees and agents.

Automobile Insurance:

Including all owned, hired, borrowed and non-owned vehicles Evidence of Combined Single Limit of Liability for Bodily Injury and Building Damage: Per Accident $1,000,000 A Waiver of Subrogation shall be provided in favor of the Town of Thompson and its employees and agents.

Errors and Omissions Liability or Professional Services Liability Policy

Provide Errors and Omissions Liability or Professional Services Liability Policy for a minimum Limit of Liability $1,000,000 each occurrence or per claim. The awarded respondent(s) will be responsible to provide written notice to the Owner 30 days prior to cancellation of any insurance policy.

The respondent agrees to maintain continuous professional liability coverage for the entire duration of this Project, and shall provide for an Extended Reporting Period in which to report claims for seven (7) years following the conclusion of the Project.

The respondent shall provide a Certificate of Insurance as "evidence" of General Liability, Auto Liability including all owned, hired, borrowed and non-owned vehicles, statutory Worker's Compensation and Employer's Liability and Professional Services Liability coverage.

The respondent shall direct its Insurer to provide a Certificate of Insurance to the Town before any work is performed. The awarded Respondent(s) will be responsible to provide written notice to the Owner 60 days prior to cancellation or non-renewal of any insurance policy. The Certificate shall evidence all required coverages including the Additional Insured on the General Liability and Auto Liability policies and Waiver of Subrogation on the General Liability policy.

The respondent shall provide the Town copies of any such insurance policies upon request.

INDEMNIFICATION

To the fullest extent permitted by law, the Respondent shall indemnify and hold harmless the Town and its consultants, agents, and employees from and against all claims, damages, losses and expenses, direct, indirect or consequential (including but not limited to fees and charges of engineers, attorneys and other professionals and court and arbitration costs) to the extent arising out of or resulting from the performance of the Respondent’s work, provided that such claim, damage, loss or expense is caused in whole or in part by any negligent act or omission by the Respondent, or breach of its obligations herein or by any person or organization directly or indirectly employed or engaged by the Respondent to perform or furnish either of the services, or anyone for whose acts the Respondent may be liable.

ATTACHMENT A

TOWN OF THOMPSON PROFESSIONAL SERVICES PROCUREMENT NOTICE

REQUEST FOR PROPOSAL

PROPOSAL RESPONSE PAGE

It is the responsibility of the respondent to check the Town’s website for any Addenda before submitting the proposal. Due: Monday 17 November @ 3:00 P.M.

Task Total Cost

1. 50% Contract Documents $

2. 100% Contract Documents $

3. Construction Services $

Misc Items Below

Number of Addendum Received/Reviewed #

Respondent Technical Proposal is Attached along with Hourly Wage Rates Yes or No

The above values are mutually exclusive and will be phased and approved independently

Type or Print Name of Individual Doing Business as (Trade Name)

Signature of Individual Street Address

Title City, State, Zip Code

Date Telephone Number / Fax Number

E-Mail Address SS # or TIN#

(Seal – If proposal is by a Corporation) Attest

ATTACHMENT B

NON-COLLUSION STATEMENT

The company submitting this proposal certifies that it is being submitted without any collusion, communication or agreement as to any matter relating to it with any other respondent or competitor. We understand that this proposal must be signed by an authorized agent of our company to constitute a valid proposal.

Date:

Name of Company:

Name and Title of Agent:

By (SIGNATURE):

Address:

ATTACHMENT C

Please refer to the previously prepared Project Manual, Construction Documents and HazMat Report at this link:

65 Main Project Documents to Date

Excerpt of Main St Reconstruction Plan (Sidewalk in front of building) https://www.thompsonct.org/planning-development/pages/65-main-project