RFP026-40 ECC Clerk of the Works.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/meridenct

City of Meriden

Purchasing Department

142 East Main St. Room 210

Meriden, CT 06450

RFP026-40 ECC CLERK OF THE WORKS

Project ID: RFP026-40

RELEASE DATE: January 23, 2026

RESPONSE DEADLINE: February 10, 2026, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #RFP026-40

Title: RFP026-40 ECC Clerk of the Works

Table Of Contents

1. LEGAL NOTICE

2. INFORMATION TO PROPOSERS

3. PROJECT QUALIFICATIONS

4. EVALUATIONS

5. VENDOR SUBMISSION FORMS

Attachments:

AA - Professional Services- Sample Agreement

LEGAL NOTICE

REQUEST FOR PROPOSALS

The City of Meriden is accepting sealed electronic proposals for:

RFP026-40 ECC Clerk of the Works

The City of Meriden is soliciting proposals in seeking an experienced firm/individual to provide municipal project oversight services for our new Emergency Communications Center.

Proposals shall be submitted as sealed electronic responses per specifications obtained via the City eProcurement Portal: https://procurement.opengov.com/portal/meridenct and on the State of Connecticut

Department of Administrative Services website (https://webprocure.proactiscloud.com).

Proposals may be received up to but not later than 11:00 am, Tuesday, February 10, 2026 via the City eProcurement Portal located at https://procurement.opengov.com/portal/meridenct. The City eProcurement

Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties. Please submit electronic responses via the City eProcurement

Portal: https://procurement.opengov.com/portal/meridenct by way of the eProcurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

The individual/firm will be evaluated and selected based on and technical competence, qualifications of self/staff, the capacity and capability to perform the work required, past record performance, knowledge of

Federal, State, and Municipal procedures and proposed rates and fees. The right is reserved to reject any or all proposals, in whole or in part, to award any item, group of items, or total proposal, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden. No proposer may withdraw its proposal within sixty (60) days of the date of the opening.

The City reserves the right to reject any or all proposals and may waive any informality.

The City of Meriden is an Affirmative Action/Equal Opportunity Employer. Disadvantaged, minority, small, and women business enterprises are encouraged to respond.

Rawle Dummett Purchasing Officer

Meriden, CT 06450

Dated: January 24, 2026 https://procurement.opengov.com/po1tal/meridenct https://webprocure.proactiscloud.com/

INFORMATION TO PROPOSERS

1. SUMMARY

The City of Meriden is seeking an experienced firm/individual to provide municipal project oversight services for our new Emergency Communications Center (ECC) project. The clerk must have a good understanding of all aspects of construction and relevant Connecticut building codes. Technical skill in any particular construction trade is not necessary. The clerk must maintain a holistic view of the project, while appreciating the details of various parts of the work. The clerk must not attempt to fill the role of the design team, construction manager/general contractor, construction superintendent, safety officer, or any other member of the building team.

2. TIMELINE

Release Project Date: January 23, 2026

Question Submission Deadline: February 3, 2026, 4:00pm

Response Submission Deadline: February 10, 2026, 11:00am

3. PROPOSAL PROCEDURES

The City will only be accepting electronic submissions of proposals. Please submit electronic responses via the

City eProcurement Portal: https://procurement.opengov.com/portal/meridenct. By way of the eProcurement

Portal, responses will be locked and digitally encrypted until the submission deadline passes. Proposals are due for submission no later than 11:00 am, Tuesday, February 10, 2026.

4. PROPOSALS/QUALIFICATIONS

A. Proposals shall be submitted in two sealed parts: Qualifications; Part A and Fees/Proposal; Part B.

B. Proposals must be made out and signed in the corporate, or other, name of Proposer, and must be fully and properly executed by an authorized person.

C. Proposals received later than the time and date specified will not be considered.

D. Amendments to or withdrawal of Proposals received later than the date and time set forth in the proposal opening will not be considered.

5. EXAMINATION OF DOCUMENTS

Proposers are to examine all documents and visit the site in order to make a thorough examination of the conditions so that they may familiarize itself with all of the existing requirements, conditions, and difficulties that will affect the execution of the work in order to determine the amount of work necessary to carry out the true intent of the specifications and work shown on the drawings.

The City of Meriden and its agents do not have any responsibility for the accuracy, completeness, or sufficiency of any proposal document obtained from any other source other than from the City eProcurement Portal:

https://procurement.opengov.com/portal/meridenct. Obtaining documents from any other source(s) may result in obtaining incomplete and inaccurate information. Obtaining documents from any other source may also result in failure to receive any addenda, corrections, or other revisions to the documents that may be issued.

No request shall be honored if such request is made less than seven (7) calendar days prior to the date fixed for the opening of proposals. Any and all such interpretations, and any supplementary instructions, will be in the form of a written addenda to the specifications which, if issued, will be made available via the City eProcurement Portal, located at https://procurement.opengov.com/portal/meridenct for addenda. Failure of any proposals to receive any such addenda shall not relieve any proposals from any obligations under its proposal as submitted.

Proposers shall submit all inquiries regarding this proposal via the City eProcurement Portal, located at https://procurement.opengov.com/portal/meridenct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City eProcurement Portal. Proposers may also click “Follow” on this document to receive an email notification when answers are posted. It is the responsibility of the proposer to check the website for answers to inquiries.

6. AWARD OF CONTRACT

The Purchasing Officer reserves the right to reject any or all proposals or parts thereof for any reason, to negotiate changes to proposal terms and to waive minor inconsistencies with the RFP. The Purchasing Officer reserves the right to make a selection on the basis of qualifications, experience in providing similar services elsewhere, the proposal’s responsiveness to the Request For Proposal requirements; and to negotiate a contract with the Consultant(s).

The contract will not be awarded to any corporation, firm, or individual which/who is in arrears to the City of

Meriden by debt or contract, or who is in default as security or otherwise by any obligation to the City of

Meriden.

The right is reserved to reject any or all proposals, in whole or in part, to award any item, group of items, or total proposal, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden.

7. TAXES

The City of Meriden is exempt under Connecticut General Statutes from the payment of the excise taxes imposed by the federal government and the Sales and Use Tax of the State of Connecticut; such taxes should not be included in the proposal price. Upon request, exemption certificates will be furnished to the successful

Proposer.

8. FAIR EMPLOYMENT PRACTICES

The Contractor shall agree that neither it or its subcontractors, except in the case of a bona fide occupational qualification or need, to refuse to hire or employ or to bar or to discharge from employment any individual or to discriminate against such individual in compensation or in terms, conditions or privileges of employment because of the individual's race, color, religious creed, age, sex, gender identity or expression, marital status, national origin, ancestry, present or past history of mental disability, intellectual disability, learning disability, physical disability, including, but not limited to, blindness or status as a veteran. The aforementioned terms are obtained from Connecticut General Statutes Section 46a-60, et seq., entitled “Discriminatory employment practices prohibited,” as amended.

9. NON-COLLUSION STATEMENT

Each proposer submitting a proposal to the City of Meriden for any portion of the work contemplated by the documents on which bidding is based shall execute and attach thereto the sworn Non-Collusive Statement, to the effect that the proposal has not colluded with any other person, firm, or corporation in the submission of the proposal/qualifications.

10. FORM OF AGREEMENT BETWEEN CITY OF MERIDEN AND CONSULTANT

The Agreement for the work will be via Purchase Order and Professional Services Agreement.

11. CITY OF MERIDEN CODE OF ETHICS

The City of Meriden has adopted a Code of Ethics located in Chapter 21 of the Code of the City of Meriden, sections 21-1 through 21-15, inclusive, which are expressly incorporated herein by reference. The terms of the

Code of Ethics shall constitute a part of any contract or agreement entered into by the City of Meriden as a result of this proposal as if those terms were fully set forth in such contract or agreement.

Proposers are specifically advised that the Code of Ethics prohibits public officers and employees, as well as their immediate families and businesses, with which they are associated from participating in any transaction which is incompatible with the proper discharge of official duties or responsibilities. Proposers are also advised that the Code of Ethics contain provisions with respect to paid contractors and former employees and officials.

PROPOSERS SHOULD NOTE THAT PROPOSALS, CONTRACTS, AND AGREEMENTS ENTERED

INTO OR AWARDED IN VIOLATION OF THE CODE OF ETHICS ARE VOIDABLE BY

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MERIDEN.

Copies of the Code of Ethics may be obtained from the office of the City Clerk or may be found online on the

City of Meriden’s website.

12. ASSIGNMENT OF CONTRACT

No contract may be assigned without the written consent of the Purchasing Officer or designee.

13. PERMITS

The Contractor shall be responsible for obtaining any and all necessary permits required by the City of Meriden prior to the commencement of work. The Contractor may contact the City of Meriden Building Department for permit information at (203) 630-4091. For all other required permits, contact the City of Meriden Engineering

Department at (203) 630-4018.

14. PRICE AND PAYMENT

The City of Meriden is exempt from the payment of the excise taxes imposed by the Federal government and the Sales and Use Tax of the State of Connecticut under Connecticut General Statutes; accordingly, such taxes shall not be included in the pricing.

The City of Meriden, unless stated otherwise in the documents or Contract, will make payment to the

Contractor not less than thirty (30) days following completion of services.

15. INSURANCE

The successful consultant shall be required to provide a Certificate of Insurance denoting general liability, automobile liability, workers compensation liability, and other coverage required by the City’s Risk Manager.

16. LICENSES AND CERTIFICATIONS

The successful firm(s) shall ensure that any appropriate licenses or certifications required by the State of

Connecticut are maintained for the duration of the project. The firm must meet all municipal, state and federal affirmative action and equal employment opportunity practices.

17. TERMS AND CONDITIONS

The selected consultants must have the capability to provide the City of Meriden with expertise in performing other functions, such as, but not limited to, preparation of permit applications, liaison functions and clerical assistance. The following are some potential services which the selected Consultant may be required to provide.

It is also understood that the selected consultant will be required to complete all direct or indirect responsibilities associated with the assigned task so that the intent and desired goal of the City can be achieved.

These services may include, without limitation, reviewing drawings and specifications, providing individuals or sub-consultants with specialized knowledge, assisting in the preparation of legal proceedings, appearance before

Courts or Commissions, providing expert opinions, or conclusions as well as performing investigations of technical matters.

PROJECT QUALIFICATIONS

SCOPE OF SERVICES - PROJECT DETAILS - PROJECT INFORMATION/EXPECTATION

1. QUALIFICATIONS

The clerk must have a good understanding of all aspects of construction and relevant Connecticut building codes. Technical skill in any particular construction trade is not necessary. The clerk must maintain a holistic view of the project, while appreciating the details of various parts of the work. The clerk must not attempt to fill the role of the design team, construction manager/general contractor, construction superintendent, safety officer, or any other member of the building team.

The following outline describes the general extent of services to be provided:

A. Broad general understanding of current construction practices, methods, and materials.

B. Broad knowledge of building codes. Ability to successfully research specific building code questions.

C. General knowledge of major building systems and how they work.

D. Ability to read and understand construction drawings, specifications, and contracts.

E. Ability to understand the results of material testing and sampling.

F. Ability to understand warranties and conditions which invalidate those warranties.

G. Knowledge of techniques for construction scheduling.

H. Knowledge of construction site administration.

I. Thorough knowledge of the roles and interactions of the members of the building team.

J. General understanding of construction financing and accounting.

K. Thorough knowledge of construction site safety requirements.

L. Familiarity with proper procedures for handling and storing hazardous materials.

M. Familiarity with proper procedures for handling and storing materials and equipment as to not void warranties.

N. Familiarity with environmental laws and concerns.

O. Excellent interpersonal communications skills.

P. Basic writing and computer skills.

Q. Ability to constructively participate in dispute resolution.

R. Ability to provide impromptu briefings and reports to visitors and inspectors concerning the status of construction and ongoing activities.

2. RESPONSIBILITIES

A. Must have familiarity with ADA codes and requirements.

B. Develop a thorough familiarity with the purpose of the facility to be constructed, with the owner's requirements, with the design, and with the contract documents.

C. Develop a thorough understanding of the project budget.

D. Maintain continuous communication with the owner, builder, and architect.

E. Observe the quality and progress of construction to determine, in general, that it is proceeding in accordance with the contract documents and schedule. Assist the builder's superintendent in understanding the intent of the contract documents.

F. Maintain records at the construction site in an orderly manner as directed by the owner. Include copies of all correspondence concerning the project, contract documents, construction schedule, change orders, test results, permits, inspection reports, insurance policies, minutes or summaries of meetings, shop drawings, invoices, lien releases, and any other applicable documentation.

G. Maintain a daily log of all activities including daily progress, weather conditions, visitors, inspectors, inspections sub-contractors on site, nature and location of work performed.

H. Meet, verify identification, and accompany any inspectors from local, state, or federal agencies having jurisdiction over the project. Immediately report the results of such inspections to the owner, construction manager or general contractor, and the architect. Monitor any corrective actions.

I. Review field reports from architects and engineers. Monitor and report on corrective actions.

J. Observe materials delivered to the site and used by the sub-contractors to ensure that materials used are those specified or approved substitutes, and that materials are in good condition and free of defects. Report problems immediately to the architect and builder and as soon as possible to the owner.

K. Monitor the proper storage of materials, including any off-site storage. Report problems to the construction manager/general contractor. Notify the owner if, in the clerk's opinion, any materials should be replaced due to improper storage. Document with photographs as necessary.

L. Immediately notify the builder's superintendent of any unsafe conditions observed. Notify the owner, construction manager or general contractor, and the architect of the unsafe conditions and corrective measures taken.

M. Immediately notify the owner, construction manager or general contractor, and the architect of any work which, in the opinion of the clerk, is substandard or otherwise not in accordance with the contract documents. Document with photographs, measurements etc. as appropriate.

N. Immediately notify the owner, construction manager or general contractor, and the architect of any conditions which may delay completion of the total project or of major parts of the project.

O. If the project is in an occupied facility, assist in the coordination of access to various parts of the facility by the builders and by the occupants.

P. Carefully coordinate and monitor any occupation of the facility by the owner prior to final completion of work. Be especially alert to any conditions which may lead to claims for damage.

Q. Evaluate, log, and make recommendations on requests for change orders.

R. Maintain separate files of approved and disapproved change orders.

S. Attend all project meetings as the owner's representative. Submit written reports to the owner following each meeting.

T. Coordinate scheduling and observe tests as required by the contract documents.

U. Receive and review all requests for payment from the construction manager or general contractor and/or architect. Make recommendations to the owner concerning payment.

V. Coordinate and direct the work of any separate owner's contractors.

W. Direct installation and inspection of owner furnished equipment or material.

X. Assist the design team in the development of punch lists. Monitor the completion of work on punch lists and inform the owner of the status on a regular basis.

Y. Participate in final inspections and commissioning.

Z. Receive and review technical manuals, operators’ manuals, manufacturers’ instructions and similar documents for transfer to the owner's staff.

AA. Receive and inventory keys, special tools, filters, spare parts, and similar items for transfer to the owner's staff.

BB. Coordinate training of the owner's staff on equipment operations and maintenance as required by the contract documents.

3. REQUESTED INFORMATION

Project Understanding:

Provide a written statement in sufficient detail to demonstrate an understanding of the project’s scope and the services required.

Experience:

Provide a detailed written summary of the individual/firm’s history and experience/capability in providing the full range of services we are seeking that can/will be provided.

Staff Plan:

Identify key personnel whom would be designated to work on this project, any state certifications, their background/experience as well as their levels of responsibility.

Additional Information:

Provide the resumes of all key personnel and professionals and a detailed list of proposed services.

References attesting to the quality of services performed and/or demonstrated ability of the Consultant.

The background and experience of the individual/firm in providing the range of services requested.

EVALUATIONS

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications of the Individual/Firm Points Based 25 (25% of Total)

2. Cost Proposal Points Based 25 (25% of Total)

3. Demonstrated ability of key personnel and experience.

Points Based 15

(15% of Total)

4. Applicant's previous experience with State of

Connecticut/federally funded projects and

Federal Labor Standards.

Points Based 10 (10% of Total)

5. Similar projects completed within past three

(3) years.

Points Based 15

(15% of Total)

6. References of past clients. Points Based 10 (10% of Total)

VENDOR SUBMISSION FORMS

1. NON-COLLUSIVE BID STATEMENT/AFFIDAVIT*

Please download the below documents, complete, and upload.

• Non-Collusive_Bid_Statement...

*Response required

2. PROPOSAL*

Do NOT provide pricing information here!

*Response required

3. PRICING PROPOSAL*

*Response required

4. Additional Information https://government-project.s3.us-west-2.amazonaws.com/228927/c5966db0-fc6a-46b1-9108-ddeb4ee440ff_Non-Collusive_Bid_Statement.pdf