RFP Town of Plainfield Bridge Assessment.pdf

TOWN OF PLAINFIELD

Request for Proposals for Town Wide Bridge/Culvert Evaluation

DUE: August 10, 2026 @ 11:00 AM

The Town of Plainfield (the "Town") invites interested parties to submit proposals to provide Town Wide Bridge/Culvert Evaluations for the Town of Plainfield. Proposals are due no later than August 10, 2026 at 11:00 a.m. to the Plainfield Town Hall – Finance Office, 8 Community Ave, Plainfield, CT 06374.

1. INTRODUCTION

Town of Plainfield RFP Town Wide Bridge/Culvert

The Town is soliciting proposals from qualified engineering firms (each a "Consultant") to provide Townwide Bridge/Culvert assessment to the Town of Plainfield for all its bridges listed on the CTDOT bridge inventory list (see attached).

The Town is seeking to develop a Long-Range Master Capital Plan for maintenance, rehabilitation and/or replacement.

The overall intent of this project is to document the conditions of the Town's bridges/culvert structures by visiting the bridges and by reviewing the State's inspection report. The Consultant will be expected to prioritize the bridges in a list and recommend an action plan to make repairs/rehabilitation/replacement. The Consultant will be expected to advise the Town as to which bridge repair projects are recommended to be made with Town funds and which bridge repair projects are suited and/or eligible for Federal/State Grants.

This RFP does not constitute a contract offer, and no contract will exist unless and until a written contract is executed by the Town and the selected Consultant.

2. SCOPE OF SERVICES

Within the Consultant's scope of services, the Consultant will be expected to:

a. Obtain and review available documentation, including, but not limited to:

State inspection reports, any Town drawings, etc.

b. Visit the bridges/culverts to verify State's inspection report and inspect to see if there are any other defects.

c. Report any other defects observed during visual inspection.

d. Provide a spreadsheet ("Report") prioritizing long range work needed for repair, rehabilitation, and/or replacement of the bridges/culverts.

e. Include in the Report estimates for design, construction, acquisition of right of way (if applicable) and construction administration.

f. Include in the Report bridge/culvert condition status and expected life.

g. Provide a memorandum describing the Consultant's findings and recommendations; and

h. Meet with Town Department of Public Works staff and/or elected officials to discuss the Consultant's findings and recommendations.

Consultants should note the following.

Plainfield RFP Town Wide Bridge/Culvert

i. The design concepts do not require engineering drawings, but sketches or standard details should be included for clarity and discussion.

j. Consultant shall provide an individual cost estimate on a separate sheet for each bridge sufficiently detailed to include major elements and material quantities. The Town will provide the format for the individual cost estimates.

k. In addition to five (5) hard copies of the final report, the selected Consultant shall provide Excel files of spreadsheets (e.g. cost estimates or option tabulations), of any original sketches or details prepared for the Report, and a pdf file of the entire Report. The Town anticipates one review of the draft Report before finalizing.

l. POTENTIAL ADDITIONAL SERVICES

Proposals shall include relevant project experience, qualifications, etc. for the items listed below for the Town's evaluation.

a. Consultant shall provide qualification and past experience for preparation of design plans for bridge repair/rehabilitation/replacement projects utilizing municipal funds.

b. Consultant shall provide qualifications and past experience for Federal/State Bridge Program application submissions.

c. Consultant shall provide qualifications and past experience for Federal/State Bridge Program design plan preparations.

d. Consultant shall provide qualifications and past experience for Federal/State Bridge Program Construction Administration.

m. SELECTION PROCESS

a. Schedule

RFP Issued Questions Due Date Proposal Due Date Potential Interview Date Estimated Conditional Award Date Estimated Scope and Fee Negotiation Completion Anticipated Work Completion by

b. Desired Qualifications

July 17, 2026 July 31, 2026 August 10, 2026 August 17, 2026 August 24, 2026 August 31, 2026 December 18, 2026

The Town expects each Consultant to meet at least the following minimum qualifications.

i. Proven experience of successfully managing the scope, schedule, and budget of similar type projects within the area.

ii. The responsible professional must be a Professional Engineer licensed in the State of Connecticut.

iii. Consulting firms should be of adequate size and be sufficiently staffed to perform the scope of work described in this RFP within reasonable time limits.

c. Evaluation Criteria

Firms or individuals who meet the desired qualifications set forth above and who comply with the requirements of this RFP will be evaluated based on the following evaluation criteria:

CRITERIA

Bid Price (Lump Sum)

Relevant Project Experience

Project Team Qualifications

Project Approach

n. SUBMISSION REQUIREMENTS

Proposals shall include the following information at a minimum.

A. Executive Summary/ Background Information

• A narrative history of the Consultant's firm and its relevant project experience.

• Background information on the Consultant including: name of Consultant, address, contact person, phone number, fax number, email address and internet address.

• Description of company ownership structure (e.g., professional corporation, sole proprietor, partnership).

• Corporations and limited liability companies must identify the state and date of incorporation/organization.

• Federal Tax Identification Number (EIN).

• Location(s) of all company offices and location of the office that will provide the services described in this RFP.

• Number of employees both locally and nationally.

• Description of professional licenses held by individuals responsible for the services and proof of current licensure.

• Location(s) from which employees will be assigned to the services.

B. Relevant Project Experience

• Reference a minimum of three (3) relevant projects of similar type and scale to this scope. Include project name, location, brief description, year commenced and completed and client reference.

• The Town reserves the right to contact the Consultant's disclosed clients regarding services performed. By submitting a proposal, the Consultant authorizes the Town to contact its clients.

C. Proposed Project Team

• Provide an organizational chart and resumes for all key personnel. For each of the key personnel provide a resume that includes the following information.

• Relevant background, credentials and experience with specific projects of comparable nature and scope.

• Clearly defined roles and responsibilities as well as estimated time commitment to this project.

D. Consulting Services Agreement with Lump Sum Bid Price

• Each proposal shall include a proposed consulting services agreement.

The proposed agreement will be subject to review and approval by the Town's legal counsel. The proposed agreement shall not include a clause limiting the Consultant's liability for personal injury and property damage or requiring the Town to indemnify or hold harmless the Consultant for personal injury or property damage.

E. Project Approach

• Each proposal should include a narrative description of the Consultant's approach to implementing the scope of services.

• Each proposal should demonstrate an understanding of the project, and describe the Consultant's approach, methodology and any factors which differentiate the Consultant from its competition.

• Each proposal should include a project completion schedule.

• Proposals that are received after 11:00 a.m. on the Proposal Due Date or that are submitted to an office other than the one previously indicated

WILL NOT BE ACCEPTED.

RFP Town Wide Bridge/Culvert Evaluation

• Each proposal must be enclosed in a sealed envelope which is clearly marked Request for Proposals for Town Bridge/Culvert Evaluation. The envelope shall then be placed in an outer envelope which shall be securely sealed and sent to the address previously indicated. The outer envelope shall bear the name and address of the Consultant and the designation of this RFP.

• Each proposal shall include the name, title, address, telephone number, fax number and email address of individuals with authority to negotiate and contractually bind the Consultant, and of those who may be contacted for the purpose of clarifying the information provided.

o. QUESTIONS AND AMENDMENTS

Any questions regarding the RFP should be directed to the contact listed below via e-mail by Questions Due Date specified. Answers to questions will be posted on the Town's website.

Sean Svab, PE

Town Engineer Town of Plainfield 8 Community Ave Plainfield, CT 06374 ssvab@plainfieldct.org

p. RESERVATION OF RIGHTS

The Town reserves the right to retain all proposals submitted and to use any ideas submitted therein. The Town reserves the right to reject any, or any part of or all proposals received in response to this RFP for any reason; to waive informalities and technicalities; and to accept the proposal which the Town deems to be in its best interest, whether or not it is the lowest cost proposal. The Town reserves the right to review the proposals and reject all proposals or take no action or elect not to select any proposal. The Town also reserves the right to cancel this RFP at any time and to reissue this or a substitute RFP at a later date. In its sole discretion and without prejudice, the Town will award the proposed contract to the Consultant it feels is best suited to complete the scope of services.

q. INDEPENDENT CONTRACTOR

The Consultant shall be and operate as an independent contractor in the performance of the services. The Consultant shall have complete charge of the personnel proposed as part of its team, and all persons employed by the Consultant shall be employees of said firm and not employees of the Town in any respect.

r. COMPLIANCE WITH LAWS

The Consultant shall comply with all applicable laws, bylaws and regulations, federal, state, local government, and any political subdivision thereof, including but not limited to, unemployment and workers' compensation, occupational safety, equal employment and affirmative action and wage and price laws insofar as applicable to the performance of the contract.

s. SUB-CONTRACTORS

The selected Consultant shall be prohibited from subcontracting any of its work or services to be performed to others without the express prior written consent of the Town.

t. NONDISCLOSURE

The Consultant agrees that it will not divulge third parties, without the written consent of the Town, any information obtained from or through the Town or others in connection with the project, except to the extent necessary to comply with this RFP.

u. PROHBITED INTEREST

No member, officer or employee of the Town, or member of a local public agency having jurisdiction within the Town, during his or her tenure or one year thereafter, shall be permitted to share in, have interest in or benefit from, directly or indirectly, any contract or agreement resulting from this RFP.

v. NONDISCRIMINATION

The contract between the Town and the successful Consultant will include a non-discrimination clause providing that no person shall be denied or subjected to discrimination on account of any services or activities resulting from the contract on the grounds of sex, sexual orientation, gender identity or expression, race, color, creed, national origin, age (except minimum age and retirement provision), marital status, or the presence of any sensory, mental or physical handicap. Any violation of the provision shall be considered a violation of a material provision of the contract and shall be grounds for cancellation, termination or suspension in whole or in part of the contract with the Town and may result in ineligibility for further Town contracts. The selected Consultant shall at all times in the proposal and contract process comply with all applicable municipal, state, and federal anti-discrimination laws, rules, regulations and requirements. The successful Consultant shall provide a non-discrimination certification.

w. INSURANCE REQUIRMENTS

Each proposal shall include a certification that the Consultant holds current insurance policies meeting the requirements described in Exhibit A.

x. SIGNATURE REQUIREMENTS

Proposals must be signed by a representative of the Consultant having legal authority to contract on behalf of the Consultant. Proposals will be treated as bona fide offers and must remain open for a period of 90 days from the closing date for submissions.

y. NONCONFORMING PROPOSALS

Proposals that do not materially conform to the requirements of the RFP will not be considered.

z. NOT A CONTRACT OR OFFER OF EMPLOYMENT

The RFP does not constitute a contract or offer of employment.

aa. SUBMISSION DEADLINE

Hard copies and one electronic copy should be delivered to the address below and received by 11:00 a.m. on the Proposal Due Date. It is the responsibility of the Consultant to ensure that proposals are received by the recipient below. Failure of any delivery service including, but not limited to the United States Postal Service, Fed-Ex, UPS or such shall not be grounds for the acceptance of delayed delivery of proposals.

Note that proposals cannot be emailed.

Lisa Madden

Finance Department Town of Plainfield 8 Community Ave

Plainfield, CT 06374

EXHIBIT A

INSURANCE REQUIREMENTS

The Consultant shall purchase from and maintain, for the life of the contract, in a company or companies with an AM. Best rating of A- (VII) or better, such insurance which will protect the Town from claims set forth below which may arise out of or result from the Consultant's obligations under the contract, whether such obligations are the Consultant's or a subcontractor or any person or entity directly or indirectly employed by the Consultant or by anyone for whose acts the Consultant may be liable.

1. Workers' Compensation Workers' compensation insurance required by law with employer's liability limits for at least the amounts of liability for bodily injury by accident of $500,000 each accident and bodily injury by disease of $500,000 including a waiver of subrogation.

2. Commercial General Liability Commercial general liability insurance including products and completed operations and including XCU coverage if applicable. Limits shall be at least: bodily injury & property damage coverage with an occurrence limit of $1,000,000; personal & advertising injury limit of $1,000,000 per occurrence; General aggregate limit of $2,000,000 (other than products and completed operations); Products and completed operations aggregate limit of $2,000,000. Coverage will continue three years after tl1e completion of the work.

• The policy shall name the Town as an additional insured and include ISO Fonn CG

2010 (04/13) and CG 2037 (04/13) or equivalent.

• The coverage will be provided on an occurrence basis and shall be primary and shall no contribute in any way to any insurance or self-insured retention carried by the Town.

• The policy shall contain a waiver of subrogation in favor of the Town.

• The coverage shall contain a broad form contractual liability endorsement or wording within the policy form to comply with the hold harmless and indemnity provision(s) of all agreements between the Town and the Consultant.

• A per project aggregate limit of liability endorsement shall apply for any construction contract.

• Deductible and self-insured retentions shall be declared and are subject to the approval of the Town.

3. Commercial Automobile

Commercial automobile insurance for any owned, non-owned or hired autos, in the amount of $1,000,000 each accident covering bodily injury and property damage on a combined single limit basis. The policy shall name the Town as an additional insured and provide a waiver of subrogation.

4. Umbrella or Excess Liability Umbrella or excess liability policy in excess (without restriction or limitation) of those limits and coverages described in items (1) through (3) above. The policy shall contain limits of liability in the amount of $5,000,000 each occurrence and $ 5,000,000 in title aggregate. The Town reserves the right to require higher limits of umbrella or excess liability coverage depending on the scope of the agreement.

5. Errors & Omissions Errors & omissions insurance for liability resulting from the negligent performance of professional duties or operations. The policy shall contain limits of liability in the amount of $1,000,000 each claim and $3,000,000 in the aggregate. The policy shall name the Town as an additional insured and provide a waiver of subrogation.

Town of Plainfield RFP Town Wide Bridge/Culvert

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EXHIBIT B

PLAINFIELD TOWN BRIDGES (Inspected by CTDOT)

Town of Plainfield RFP Town Wide Bridge/Culvert

Bridge

Number Town

Suggested Full

Inspection

NBI 7: Facility Carried by Structure NBI 6A: Feature Intersected:

[Identification] Narrative [Identification]

NBI 90: Date of

Inspection

[Inspection]

Sufficiency Rating

[NBI Cales]

04403 PLAINFIELD RIVER STREET NO 1 MOOSUP RIVER 05/13/2 .020 74.4

04405 PLAINFIELD WATER STREET MOOSUP RIVER 05/18/2020 80.8

04750 PLAINFIELD SOUTH MAIN STREET MOOSUP RIVER 05/13/2020 88.2

04751 PLAINFIELD STERLING HILL ROAD EKONK BROOK 05/13/2020 82.6

04754 PLAINFIELD PACKERVILLE ROAD MILL BROOK 05/03/2018 75.S

04756 PLAINFIELD SOUTH MAIN STREET CANAL 05/14/2020 64.2

04757 PLAINFIELD BARBER HILL ROAD MOOSUP RIVER 05/08/2018 77.1

04988 PLAINFIELD POND STREET #1 MOOSUP RIVER 05/08/2018 78.6

05665 PLAINFIELD LATHROP ROAD LATHROP BROOK 05/20/2020 83.4

05918 PLAINFIELD PRATT ROAD LATHROP BROOK 05/l20/2020 95.0

06553 PLAINFIELD RIVER STREET FACTORY TUNNEL 05/18/2020 77.1

108001 PLAINFIELD yes GREEN HOLLOW ROAD JAMES BROOK 02/04/1991 108002 PLAINFIELD yes DEMERS ROAD SNAKE MEADOW BROOK 01/30/1991

108003 PLAINFIELD yes 108004 PLAINFIELD yes

HARRIS ROAD SNAKE MEADOW BROOK 01/29/1991

MOOSUP POND ROAD APPLE TREE MEADOW BROOK 01/28/1991

108005 PLAINFIELD yes NORTH STERLING ROAD SNAKE MEADOW BROOK 01/31/1991

108006 PLAINFIELD yes STERLING HILL ROAD AN UNNAMED BROOK 01/30/1991

108007 PLAINFIELD

yes NEW ROAD AN UNNAMED BROOK 01/30/1991

108008 PLAINFIELD yes DOW ROAD LATHROPBROOK 01/31/1991

108009 PLAINFIELD yes DOW ROAD LATHROP BROOK 01/31/1991

108010 PLAINFIELD KATE DOWNING ROAD MILL BROOK 03/13/1996

108011 PLAINFIELD RIVER STREET #1 EKONK BROOK 04/23/2008

108012 PLAINFIELD DPW ACCESS ROAD HORSE BROOK

108013 PLAINFIELD BEECHWOOD BOULEVARD LATHROP BROOK

108014 PLAINFIELD CEMETARY ROAD HORSE BROOK

108015 PLAINFIELD COMMUNITY AVENUE EXT BROOK

108016 PLAINFIELD ROODE ROAD BROOK

108017 PLAINFIELD SPAULDING ROAD LARTHROP BROOK

108018 PLAINFIELD SUGAR BROOK ROAD SUGAR BROOK