RFQ-Library Renovation-Architectural RFQ Final 5.21.25.pdf

TOWN OF MIDDLETOWN, RI

350 EAST MAIN RD.

MIDDLETOWN, RI 02842

Request for Qualifications

Proposal Number - MIDD-025-009

Town of Middletown-Library Renovation-Architectural Services

SPECIFICATIONS AND INSTRUCTIONS

Town of Middletown, RI

Request for Qualifications - MIDD-025-009

Table of Contents

I Request for Qualifications

II Instructions to Proposer

III Terms and Conditions

IV Special Provisions for Services

V Objective/Scope of Work & Evaluation Criteria

VI Proposal Documents to be Returned

VII Proposal Form

VIII Non-Collusion Affidavit

IX Insurance Coverage

X Proposer Statement of Relevant Experience

Attachments

A-1 Architect's Original Plan of the Building

A-2 Building Shell Design 12.12.12

A-3 HVAC Plan

A-4 Existing Mechanical Equipment

I. REQUEST FOR QUALIFICATIONS

Notice is hereby given that sealed proposals will be received at the Finance Office, until 10:00 a.m., Monday, June 9, 2025, local time, for furnishing all labor, materials and equipment, and performing all work necessary and incidental to: Town of Middletown-Library Renovation-Architectural Services in accordance with the specifications and contract documents within.

Documents are available on the Town of Middletown website, the online bidding system website, https://www.bidnetdirect.com/rhode-island/middletownri or at the town hall finance office.

Proposals shall be delivered and addressed to the Town Finance Director, 350 East Main Rd, Middletown, RI 02842 and shall be labeled MIDD-025-009, by 10:00 am Monday, June 9, 2025, They will be opened and read aloud at that time in the Town Council Chambers, Town Hall. Any Proposer who wishes his proposal to be considered is responsible for making certain that his proposal is received in the Finance Office by the proper time.

Power of Attorney:

Attorneys-in-fact who sign RFQ Bonds or Contract Bonds must file with each Bond a certified and effectively dated copy of their power of attorney.

No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered unless specified. Proposals received after the scheduled submittal deadline will be returned unopened. Proposals must bear original signatures and figures.

There will be a mandatory pre-proposal meeting at 110 Enterprise Center, Middletown, RI 02842 on Wednesday, May 28, 2025 at 10:00am. All questions regarding this RFQ must be submitted in writing by 4:00 pm on Monday, June 2, 2025. Questions received after that time will not be addressed. Questions shall be emailed to mtanguay@middletownri.gov. All submitted questions and the town’s written response to each will be available as an addendum on or before Wednesday, June 4, 2025. Proposers must acknowledge receipt of all addenda on the town proposal form which will be submitted with the proposal package. Any questions regarding this project should be addressed to:

Marc Tanguay

Finance Director

Email: mtanguay@middletownri.gov

II. INSTRUCTIONS TO PROPOSER

ACCEPTANCE PERIOD. Unless otherwise specified herein, proposals are firm for a period of ninety- (90) days.

ADDENDA ACKNOWLEDGMENT. Each proposal shall include specific acknowledgment in the space provided of receipt of all addenda issued during the solicitation period. Failure to so acknowledge may result in the proposal being rejected as not responsive.

AUTHORIZED SIGNATURES. Every proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract for the execution of the work. Upon request of the

Town of Middletown, any agent submitting a proposal on behalf of a Proposer shall provide a current power of attorney certifying the agent’s authority to bind the Proposer. If an individual makes the proposal, his or her name, signature, and post office address must be shown. If a firm or partnership makes the proposal, the name and post office address of the firm or partnership and the signature of at least one of the general partners must be shown. If a corporation makes the proposal, the proposal shall show the name of the state under the laws of which the corporation is chartered, the name and post office address of the corporation and the title of the person signing on behalf of the corporation. Upon request of the Town of Middletown, the corporation shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the proposal to execute contracts on behalf of the corporation.

AWARD OF PROPOSAL. Award will be made to the Proposer offering the most advantageous proposal after consideration of all Evaluation Criteria set forth below. The criteria are not listed in any order of preferences. The Town of Middletown will evaluate all proposals received in accordance with the Evaluation Criteria. The Town of Middletown reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Weight factors and evaluation scores will not be released until after award of proposal. The Town of

Middletown shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the Town of Middletown after all factors have been evaluated.

CANCELLATION OF SOLICITATION: The Town of Middletown may cancel this solicitation at any time.

COMPLIANCE WITH LAWS: All proposals shall comply with current federal, state, and other laws relative thereto.

DEFINITION OF TERMS: For the purposes of this RFQ, the following definitions will be used:

a. Contractor: Same as Successful Proposer.

b. May: Indicates something that is not mandatory but permissible.

c. Must/Shall: Indicates a mandatory requirement. A proposal that fails to meet a mandatory requirement will be deemed non-responsive and not be considered for award.

d. Proposer: The person or firm submitting the proposal.

e. Proposal: The offer presented by the Proposer.

f. RFQ: Acronym for Request for qualification.

g. Should: Indicates something that is recommended but not mandatory. Failure to do what "should" be done will not result in rejection of your proposal.

h. Submittal Deadline: The date and time on or before all proposals must be submitted.

i. Successful Proposer: The person, contractor, or firm to whom the award is made.

DOCUMENTS TO BE RETURNED WITH PROPOSAL: Failure to completely execute and submit the required documents before the submittal deadline may render a proposal non-responsive. The documents that must be returned by the submittal deadline are listed on the form entitled "Proposal Documents To Be Returned" and attached hereto.

INK OR TYPEWRITTEN: All information, prices, notations, signatures, and corrections must be in ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person signing the proposal.

NOMENCLATURES: The terms Successful Proposer, Successful Contractor, and Contractor may be used interchangeably in these specifications and shall refer exclusively to the firm with whom the Town of Middletown enters into a contract because of this solicitation.

NON-COLLUSION AFFIDAVIT: Proposers are required to submit a Non-Collusion Affidavit with their Proposals. See attached Affidavit. If there is reason to believe that collusion exists among the Proposers, the Town of Middletown may refuse to consider proposals from participants in such collusion.

OPENING OF PROPOSALS: All proposals, irrespective of irregularities or informalities, will be opened and the names of the Proposers and proposed prices will be publicly read aloud at the submittal deadline. All interested persons are invited to be present at the opening and reading of proposals.

POSTPONEMENT OF OPENING: The Town of Middletown reserves the right to postpone the submittal deadline and opening of proposals any time before the date and time announced in the

REQUEST for Proposal or subsequent addenda.

PRICE DISCREPANCIES: In the event that there are unit price items in a proposal schedule and the "amount" indicated for a unit price of an item does not equal the product of the unit price and quantity listed, the unit price shall govern and the amount will be corrected accordingly. If there is more than one item in a proposal schedule, and the total indicated for the schedule does not agree with the sum of prices of the individual items, the prices given for the individual items shall govern and the total for the schedule will be corrected accordingly. The Proposer will be bound by said corrections.

PROPOSAL FORMS/SUBMITTAL: Proposals should be clearly labeled and submitted in a sealed envelope or box bearing the name of the Proposer, RFQ number, and submittal deadline.

Proposer’s authorized representative must properly initial any erasures or alterations of any kind.

Proposals that contain omissions or improper erasures or irregularities may be rejected. No oral, electronic, telegraphic, or telephonic proposals or modifications will be considered.

a. Copies: One (1) original marked “MASTER” and ten (10) copies must be submitted on or before the Submittal Deadline.

b. Discrepancies: If discrepancies are found between the original and copy or copies, the original "MASTER" will provide the basis for resolving such discrepancies. If one document is not clearly marked “MASTER", the Town of Middletown reserves the right to use the original as the Master.

PROPOSAL CONTENT: Proposer must describe in detail how they will meet the requirements of this RFQ and may provide additional related information with their proposal. The proposal should be presented in a format that corresponds to, and references, the sections outlined in the

Specification or Scope of Work, and should be presented in the same order. Responses to each section and subsection should be labeled to indicate which item is being addressed. Proposals should be straightforward and concise. Emphasis should be concentrated on conforming to the

RFQ instructions, responding to the RFQ requirements, and on providing a complete and clear description of the offer. If a complete response cannot be provided without referencing supporting documentation, you must provide such documentation with the proposal indicating where the supplemental information can be found.

The Town of Middletown is not liable for any costs incurred by Proposers before entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the

Proposer in responding to the RFQ, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the Town of Middletown.

PROPOSAL MODIFICATIONS: Any Proposer who wishes to make modifications to a proposal already received by the Town of Middletown must withdraw his proposal in order to make the modifications. Withdrawals must be made in accordance with the terms and conditions of this solicitation (see Proposal Withdrawal). All modifications must be made in ink, properly initialed by Proposer’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of the Proposer to ensure that modified or withdrawn proposals are resubmitted before the submittal deadline.

PROPOSAL, REJECTION OF: The Town of Middletown reserves the right to reject any or all

Proposals or any part of a Proposal. The Town of Middletown reserves the right to reject the

Proposal of any Proposer who previously failed to perform adequately for the Town of Middletown or any other governmental agency. The Town of Middletown expressly reserves the right to reject the Proposal of any Proposer who is in default on the payment of taxes, licenses or other monies due the Town of Middletown.

PROPOSAL WITHDRAWAL: Proposers' authorized representative may withdraw proposals only by written request received before the submittal deadline.

PROPOSER’S BACKGROUND: Proposer must provide a company profile. Information shall include:

a. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation;

b. Location of the company offices;

c. Number of employees both locally and nationally;

d. Location(s) from which employees will be assigned;

e. Name, address, and telephone number of the Proposer’s point of contact for a contract resulting from this RFQ;

f. Company background/history and why Proposer is qualified to provide the services described in this RFQ;

g. Length of time Proposer has been providing services described in this RFQ. Please provide a brief description;

h. Resumes for key staff to be responsible for performance of any contract resulting from this RFQ.

Proposer must include in a complete disclosure of any alleged significant prior or ongoing contract

Town of Middletown-Library Renovation-Architectural Services failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The Town of Middletown reserves the right to reject any proposal based upon the Proposer’s prior history with the Town of Middletown or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

TIME SCHEDULE AND COMPENSATION: The Proposer shall be prepared to become fully engaged in the Project immediately upon award of this contract. Upon selection of the proposer, the Building Committee, subject to the approval of the Town Council and Library Board of Directors may negotiate the amount of compensation and the method of payment.

PROPOSER’S REFERENCES: Proposers should provide a minimum of five (5) references from similar projects performed for any local government clients within the last seven years.

Information provided shall include:

a. Client/Business name;

b. Project description;

c. Project dates (starting and ending);

d. Client/Business project manager name and telephone number.

PUBLIC RECORDS: Rhode Island law provides that municipal records shall at all times be open for personal inspection by any person. Information and materials received by the Town of

Middletown in connection with an RFQ response shall be deemed to be public records subject to public inspection upon award, recommendation for award, or 10 days after bid opening, whichever occurs first. However, certain exemptions to the public records law are statutorily provided. If the

Proposer believes any of the information contained in his or her response is exempt from the Public

Records Law, then the Proposer, must in his or her response, specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the Town of Middletown will treat all materials received as public records.

QUALIFICATION OF PROPOSERS: Each Proposer shall be skilled and regularly engaged in the general class or type of work called for under the contract. It is the intention of the Town of Middletown to award a contract to a Proposer who furnishes satisfactory evidence that the Proposer has the requisite experience, ability, sufficient capital, facilities, and plant to enable the Proposer to execute the work successfully and properly, and to complete it within the time specified in the contract. To determine the degree of responsibility to be credited to the Proposer, the Town of Middletown will weigh any evidence that the Proposer has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress. In selecting the Proposer offering the most advantageous proposal, consideration will be given not only to the financial standing but also to the general competency of the Proposer for the performance of the work covered and/or specified in the contract documents. To this end, each Proposal shall be supported by a statement of the Proposer’s experience on the form entitled “Proposer’s Experience,” which is a part of the contract documents.

QUESTIONS AND COMMENTS: All questions regarding this RFQ must be submitted in writing to the Middletown Finance Director no later than June 2, 2025. Questions received after that time will not be addressed. Questions should be emailed to mtanguay@middletownri.gov.

Request for Qualifications - MIDD-025-009

Town of Middletown-Library Renovation-Architectural Services

All submitted questions and the town’s written response to each will be available as an addendum on or before Wednesday, June 4, 2025. Potential proposers are responsible for obtaining a copy of any addenda issued by going to the online bidding system website, https://www.bidnetdirect.com/rhode-island/middletownri. Proposers must acknowledge receipt of all addenda on the town proposal form which will be submitted with the proposal package.

SIGNATURES: An individual who is authorized to bind the Proposer must sign the proposal.

SUBMITTAL DEADLINE: The submittal deadline is 10:00 am, Monday, June 9, 2025.

Proposals must arrive in the Finance Office, Town of Middletown, 350 East Main Road, Middletown, RI 02842. The receiving time in the Finance Office will be the governing time for acceptability of proposals.

TAXES, EXEMPT: The Town of Middletown is exempt from Federal Excise and State Sales

Tax. If requested, the Town of Middletown will furnish exemption certificates when the successful bidder submits invoices for payment.

TERMS OF THE OFFER: The Town of Middletown reserves the right to negotiate final contract terms with any Proposer selected. The contract between the parties will consist of the RFQ together with any modifications thereto; the awarded Proposer’s proposal; and all modifications and clarifications that are submitted at the request of the Town of Middletown during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract; then the RFQ; then any modifications and clarifications to the awarded Proposer’s proposal and; lastly, the awarded Proposer’s proposal. Specific exceptions to this general rule may be noted in the final executed contract. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the Town of

Middletown in evaluation of the proposal. Proposer misrepresentation shall be treated as fraudulent concealment from the Town of Middletown of the facts relating to the proposal.

WAIVER OF INFORMALITIES: The Town of Middletown reserves the right to waive informalities in any or all proposals, or any part of a proposal.

CONDITIONS OF WORK: Each proposer must inform themself fully of the conditions relating to the RFQ under which the work is now or will be performed; failure to do so will not relieve the successful proposer of their obligation to furnish all materials and all labor necessary to carry out the provisions of the Contract Documents and to complete the contemplated Work for the consideration set forth in their proposal. Insofar as possible, the proposer, in the carrying out their work, shall employ such methods or means as will not cause any interruption of or interference with: character of equipment and facilities needed preliminary to and during prosecution of the work; requirements of the town and controlling authorities, having jurisdiction over the various lands, and all other conditions affecting the work to be done, and the labor and materials needed; and they shall make their proposal in sole reliance thereon; and shall not, at any time after submission of a proposal, assert that there was any misunderstanding in regard to the nature or amount of the work to be done.

Town of Middletown-Library Renovation-Architectural Services

III. TERMS AND CONDITIONS

ASSIGNMENT OF RIGHTS OR OBLIGATIONS: Except as noted hereunder, Successful

Proposer may not assign, transfer or sell any rights or obligations resulting from this solicitation without first obtaining the specific written consent of the Town of Middletown.

ATTORNEY FEES: In the event a suit or action is instituted in connection with any controversy arising out of this contract, the prevailing party shall be entitled to receive, in addition to its costs, such sum as the court may adjudge reasonable as to attorney’s fees and costs.

AUTHORITY OF THE TOWN: Subject to the power and authority of the Town of Middletown as provided by law in this contract, the Town of Middletown shall in all cases determine the quantity, quality, and acceptability of the work, materials and supplies for which payment is to be made under this contract. The Town of Middletown shall decide the questions that may arise relative to the fulfillment of the contract or the obligations of the contractor hereunder.

CANCELLATION OF THE CONTRACT: Without cause, the Town of Middletown may cancel this contract at any time with thirty- (30) days written notice to the Proposer. With cause, the

Town of Middletown may cancel this contract at any time with ten- (10) days written notice to the

Proposer. Cancellation for cause shall be at the discretion of the Town of Middletown and shall be, but is not limited to, failure to supply the materials, or service specified within the time allowed or within the terms, conditions or provisions of this contract. The successful Proposer may not cancel this contract without prior written consent of the Town of Middletown Finance Director.

CHANGES IN WORK: The Town of Middletown may, at any time work is in progress, by written order, make alterations in the terms of work as shown in the specifications, require the performance of extra work, decrease the quantity of work, or make such other changes as the Town of

Middletown may find necessary or desirable. The Contractor shall not claim forfeiture of contract by reasons of such changes by the Town of Middletown. Changes in work and the amount of compensation to be paid to the Contractor for any extra work as so ordered shall be determined in accordance with the unit prices of contractor's proposal.

COMPLIANCE WITH OR DEVIATION FROM SPECIFICATIONS: Proposer hereby agrees that the service offered will meet all the requirements of the specifications in this solicitation unless deviations from them are clearly indicated in the Proposer’s response. Proposer may submit an attachment entitled “Exceptions to Specifications”, which must be signed by Proposer’s authorized representative. An explanation must be made for each item in which an exception is taken, giving in detail the extent of the exception and the reason for which it is taken. Proposals failing to comply with this requirement will be considered non-responsive. Submittal of brochure or other manufacturer literature is desirable but may not be a substitution for this requirement.

CONTRACT INCORPORATION: This contract embodies the entire contract between the Town of Middletown and the Contractor. The parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or nature not set forth herein.

No changes, amendments, or modifications of any of the terms or conditions of the contract shall be valid unless reduced to writing and signed by both parties. The complete contract shall include the entire contents of the RFQ solicitation, all addenda, all of Proposer’s successful submittal, Town of Middletown-Library Renovation-Architectural Services supplemental agreements, change orders, performance bond(s), and any and all written agreements which alter, amend or extend the contract.

FORMATION OF CONTRACT: Proposer’s signed Proposal and Town of Middletown’s written acceptance shall constitute a binding contract.

LAWS GOVERNING CONTRACT: This contract shall be in accordance with the laws of the state of Rhode Island. The parties stipulate that this contract was entered into in the county of

Newport, in state of Rhode Island. The parties further stipulate that the county of Newport, Rhode

Island, is the only appropriate forum for any litigation resulting from a breach hereof or any questions risen here from.

SEVERABILITY: If any provisions, or portion of any provision, of this contract are held invalid, illegal or unenforceable, they shall be severed from the contract and the remaining provisions shall be valid and enforceable.

SPECIFICATIONS, CHANGES TO: The parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or nature not set forth herein or by written amendment. No changes, amendments, or modifications of any of the terms or conditions of the specification shall be valid unless reduced to writing and signed by both parties.

SPECIFICATIONS, DEFINITION: The term "specification" or "RFQ specification" as used in this solicitation shall be interpreted to mean all the pages that make up this solicitation.

IV. SPECIAL PROVISIONS FOR SERVICES

CONTRACTOR, DEFINITION: The term "Contractor" refers to the party entering into a contract with the Town of Middletown as a result of this solicitation.

COOPERATION BETWEEN CONTRACTORS: The Town of Middletown reserves the rights to contract for and perform other or additional work on or near the work covered by these specifications. When separate contracts are let within the limits of any one project, each contractor shall conduct his work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other as directed. Each contractor involved shall assume all liability, financial or otherwise, in connection with his contract and shall protect and save harmless the Town of

Middletown from any and all damages or claims that may arise because of inconvenience, delays, or loss experienced by them because of the presence and operations of other contractors working within the limits of the same project.

COORDINATION WITH AGENCIES: The Contractor shall coordinate his activities with the proper regulatory agencies and have their representative on site at the proper times.

DAMAGE: The contractor shall be held responsible for any breakage, loss of the Town of

Middletown’s equipment or supplies through negligence of the contractor or his employee while

Town of Middletown-Library Renovation-Architectural Services working on the Town of Middletown’s premises. The contractor shall be responsible for restoring or replacing any equipment, facilities, etc. so damaged. The contractor shall immediately report to the Town of Middletown any damages to the premises resulting from services performed under this contract. Failure or refusal to restore or replace such damaged property will be a breach of this contract.

INSURANCE REQUIREMENT: Within ten (10) consecutive calendar days of award of contract, Successful Proposer must furnish the Town of Middletown with the Certificates of Insurance proving coverage as specified in “Proposer’s Statement Regarding Insurance Coverage” and naming the Town of Middletown, its officers and agents, Additional Insured by endorsement.

Contractor will, at its own expense, provide and keep in force the following insurance coverages:

• Workmen’s Compensation and Employment Liability Insurance in compliance with statutory limits;

• Comprehensive General Liability Insurance including Products Completed, Contractual, Property, and Personal Injury coverage with combined single limits of $4,000,000 per occurrence and in the aggregate;

• Professional Liability Insurance with a limit of $4,000,000 per claim and in the aggregate;

• Automobile Liability Insurance including non-owned and hired automobiles with the limits listed below.

◦ Bodily Injury - $1,000,000 each person; $1,000,000 each occurrence

◦ Property Damage - $1,000,000 each occurrence

• Defense of Town: all insurance companies shall have the duty to defend the Town against liability or property damage claims arising from the conduct of the Contractor and/or its agents or employees.

RIGHTS RESERVED:

(a) Rejection of Work. Contractor agrees that the Town of Middletown has the right to make all final determinations as to whether the work has been satisfactorily completed;

(b) Completion of Work. If Contractor fails to comply with the conditions of the contract, or fails to complete the required work or furnish the required materials within the time stipulated, the

Town of Middletown reserves the right to purchase in the open market, or to complete the required work, at the expense of the Contractor.

MINORITY/WOMEN BUSINESS ENTERPRISE (MBE/WBE) REQUIREMENTS: Minority (MBE) and Women (MBE) Business Enterprises shall mean a small business concern, owned and controlled by one or more minorities or women certified by the Rhode Island Department of Administration to meet the definition established by Chapter 37-14.1 of the General Laws of Rhode Island. Disadvantaged Business Enterprises (DBE) shall mean socially and economically disadvantaged firms which are owned and controlled by individuals who are citizens of the United States, or legal permanent residents whose social disadvantage must stem from and individual's color, national origin, gender, physical handicap, long term residence in an environment isolated from the mainstream of American society, or other similar cause beyond the control of the individual, and whose economic disadvantage must stem from an inability to compete in the free enterprise system due to diminished capital and credit opportunities, as compared to others in the same or similar line of business and/or competitive market area who are not socially disadvantaged.

The Contractor is required to demonstrate that fifteen percent (15%) of the dollar value of the

Town of Middletown-Library Renovation-Architectural Services work performed against contracts for construction exceeding $500,000 shall be performed by MBE (7.5%) or WBE (7.5%) firms where it has been determined that subcontract opportunities exist, and where Certified Women and/or Minority Business Enterprises are available. For further information, contact the State of Rhode Island, Department of Administration, Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) Program.

KNOWLEDGE AND CONFORMANCE WITH REGULATIONS FOR PUBLIC LIBRARY

CONSTRUCTION REIMBURSEMENT (220-RICR-60-15-1): Contractor must follow and maintain compliance with all regulations and state statutes pertaining to Public Library

Construction Reimbursement for the State of Rhode Island (220-RICR-60-15-1).

V. OBJECTIVE/SCOPE OF WORK & EVALUATION CRITERIA

OBJECTIVE:

The Town of Middletown and Middletown Public Library, through the Middletown Library Building Committee (Building Committee), is soliciting proposals from qualified firms that provide Architectural Services as the primary focus of their business. The selected firm will provide services for the planning, programming, and designs for all phases of a capital project involving the renovation and relocation of the Middletown Public Library to 110 Enterprise Center.

Over the past year, the Library Board of Trustees has worked with representatives of the library administration, town administration, and consultants to evaluate the limitations of the existing library facility and explore alternatives to meet the community's needs. Through this process, it became evident that the current library structure is insufficient to support the range of services and programs demanded by the community. The recently acquired facility at 110 Enterprise Center will provide modern spaces for children, teens, and adults, meeting rooms, innovation hubs, and outdoor programming areas, all designed with a focus on accessibility, energy efficiency, and flexibility.

The expectation will be that the renovations are expected to be substantial complete by June 30, 2026. The Building Committee is requesting that the awarded firm will review programming needs and develop conceptual design alternatives. Once completed, the committee will evaluate these alternatives and recommend a plan to the Town Council and Library Board of Trustees for implementation.

The Town Council and Library Board of Trustees are the awarding authorities and reserve the right to reject any and all proposals or parts of proposals; to waive any defects, information, and minor irregularities; to accept exceptions to these specifications; to award contracts; or to cancel this Request for Qualifications if, in the sole discretion of the awarding authority, it is in the Town's best interest to do so.

SCOPE OF WORK:

Describe the full scope of services the Design Team intends to provide through each phase of the project. Organize by Programming, Schematic Design, Design Development, Construction Documents, Quality Control, Bidding, and Construction Administration phases. Respond to requests for information (RFI), and submittals during the Construction Administration phase. Design team to have familiarity with the Office of Library and Information Services (OLIS) and the requirements or

Town of Middletown-Library Renovation-Architectural Services procedures needed in the project and to assist with the reporting requirements to OLIS. Illustrate what sets your team apart and how these unique qualities will bring success to the Middletown Public Library project.

The A/E services requested include, but not limited to the following:

Architectural Design Building & Fire Code Expertise Acoustical Engineering Structural Electrical, FA/ Data & Telcom, A/V Security Mechanical (HVAC) Engineering Plumbing Engineering Fire Protection Engineering Interior Finishes Interior Finishes & Furnishings

FF&E

Landscape Cost Estimator Building Commissioning (by Owner)

1. Program/Preconstruction Phase

a. Program Development: Review current program and collaborate with the Building Committee to finalize program requirements, develop schematic designs, and create phasing strategies.

Provide expertise during this process, offering insights and recommendations.

Measure/draft existing conditions Review codes/ordinances for accessibility.

Prepare conceptual floor plans for schemes

b. Cost Estimating and Value Engineering: Prepare detailed cost estimates and identify opportunities for value engineering during the preconstruction phase. Present alternative methods, materials, and systems to optimize project value while maintaining design intent.

c. Budget and Grant Management: Assist the town, building committee and the Owners Project Manager (Downes) with any budget or grant management requirements. Assist the building committee with any obtaining additional grants, rebates etc.

d. Meeting & Community Engagement: The A/E will attend and assist Middletown, Downes with facilitating information sessions, community discussions, etc. Additionally, A/E will provide supporting documents services as needed (marketing brochures, drawings, presentation boards, PowerPoint presentations, etc.).

e. Scheduling and Planning: in conjunction with the OPM, develop and maintain a comprehensive project schedule from preconstruction through construction. Include milestones for programming, design, permitting, bidding, construction, and move-in activities.

2. Construction Documents professional design and related services

a. Provide a fully developed Schematic Design, Design Development, Construction Documents that meet the project budget.

b. Coordination of design with all City and State governmental agencies having jurisdiction as related to building codes, zoning, environment, etc., including any preconstruction reviews and approvals.

c. Design services relating to the Value Engineering/Cost Savings process.

d. Development of bid alternatives as is necessary to keep within budget.

e. Analysis of alternatives and substitutions developed during design, bidding, and award stages

Town of Middletown-Library Renovation-Architectural Services to keep within budget.

3. Construction Administration and related services

a. Attendance at any/all job site meetings that may or may not be coordinated with site visits.

b. Shop drawings and product data review and approval

c. Periodic site visits throughout the construction period for monitoring of conformance to design, intent, and requirements.

d. Attendance at any/all City and Library meetings as required.

e. Review and recommendation of construction payment applications and change orders.

MILESTONE SCHEDULE DATES

The Successful Bidder agrees to perform the described Work in accordance with the following schedule milestones:

Anticipated Schedule

1. Issue Request for Qualifications May 22, 2025

2. Designer Briefing & Prebid May 28, 2025 at 10:00am

3. Statement of Qualifications Submission June 9, 2025

4. A/E Interviews, if required June 18, 2025

5. A/E Selection June 19, 2025

6. Commence Services June 23, 2025

7. Construction Completion June 30, 2026

EVALUATION CRITERIA:

The Town reserves the right to waive any and all formalities and to award the contract on the basis of competitive negotiations to the firm it deems most qualified based upon professional competency, technical merit, and experience with similar work and price.

The following criteria will be considered (not necessarily in the listed order) by the Town in evaluating the proposals submitted and making this award:

1. Company Qualifications and Relevant Experience: Demonstrated experience in project Design for projects of similar size, scope, and complexity, particularly for public library or municipal facilities.

2. Personnel Qualifications and Staffing Plan: Proposed staffing plan, including the qualifications and experience of key project team members, with a focus on their expertise in design and construction administration.

3. Knowledge of Middletown and Library Needs: Familiarity with the Town of Middletown, its community priorities, and the specific needs of the Middletown Public Library.

4. Total Project Design Experience: Proven ability to provide comprehensive Design services throughout all project phases, including planning, preconstruction, construction, and closeout.

5. Cost Management and Budgeting Skills: Demonstrated ability to work with the OPM, CM and Owner to develop a project budgets, perform reliable cost estimating, and oversee constructability reviews.

6. Value Engineering Expertise: Experience in providing value engineering services to identify cost-saving measures while maintaining project goals and design intent.

Town of Middletown-Library Renovation-Architectural Services

7. Team Collaboration and Communication Skills: Strong communication skills and a demonstrated ability to collaborate effectively with the Building Committee, library administration, town officials, OPM, CM and other stakeholders.

8. Client Recommendations and References: Positive recommendations and references from current and previous clients, highlighting successful delivery of similar projects.

9. Extent and Depth of Services Offered: Breadth of services and resources available to ensure successful project completion, including expertise design of interior spaces, library spaces, stakeholder engagement, and risk mitigation.

10. Innovative Problem-Solving Ability: Evidence of creative approaches to challenges encountered in past projects, ensuring timely and cost-effective solutions.

11. Design fees, Construction Administration costs: Fees and incidentals will be negotiated with the teams chosen for the interviews with the Library Committee and the OPM.

Proposals will be evaluated based on these criteria to ensure the selection of a firm that demonstrates the capability, expertise, and resources required to deliver this critical project for Middletown and its library patrons.

Based upon the evaluation of proposals submitted, the Town may require formal presentations before a review committee regarding qualifications, project approach, and the ability to provide the required services to best serve the needs of the town of Middletown.

VI. PROPOSAL DOCUMENTS TO BE RETURNED

Proposals should be clearly labeled and submitted in a sealed envelope or box bearing the name of the Proposer, RFQ number, and submittal deadline Proposer’s authorized representative must properly initial any erasures or alterations of any kind. Proposals that contain omissions or improper erasures or irregularities may be rejected. No oral, electronic, telegraphic, or telephonic proposals or modifications will be considered. The following documents must be completed and submitted on or before the submittal deadline for the proposal to be considered complete:

1. Proposal Form

2. Non-Collusion Affidavit

3. Proposer’s Statement Regarding Insurance Coverage

4. Proposer Statement of Relevant Experience

Additional information to be provided:

1. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation;

2. Location of the company offices;

3. Number of employees both locally and nationally;

4. Location(s) from which employees will be assigned;

5. Name, address, and telephone number of the Proposer’s point of contact for a contract resulting from this RFQ;

6. Company background/history and why Proposer is qualified to provide the services described in this RFQ;

7. Length of time Proposer has been providing services described in this RFQ. Please provide a brief description;

Town of Middletown-Library Renovation-Architectural Services

8. Resumes for key staff to be responsible for performance of any contract resulting from this RFQ;

Proposals must be submitted on preprinted forms supplied by the Finance Office. Proposers shall submit one (1) original proposal marked “MASTER”, and ten (10) identical copies on or before the submittal deadline.

VII. PROPOSAL FORM

NAME AND ADDRESS OF FIRM:

Firm Name

Mailing Address

City/Town, State, & Zip

Phone and email address

Type of business (corporation, partnership, sole proprietorship)

The undersigned agrees that he will contract with the Town of Middletown to provide all necessary labor, supervision, tools, and other means to do all the work and furnish all the materials specified in the contract in the manner and time therein prescribed, and that he will take in full payment the amount set forth hereon.

The Request for Qualifications, all addenda, and the following documents by this reference are hereby made a part of this proposal:

1. Request for Qualifications

2. Instructions to Proposer

3. Terms and Conditions

4. Special Provisions for Services

5. Objective/Scope of Work & Evaluation

Criteria

6. Proposal Documents to be Returned

7. Proposal Form

8. Non-Collusion Affidavit

9. Insurance Coverage

10. Statement of Relevant Experience

Bidder acknowledges receipt (if applicable) of Addenda Number(s) and date(s) ( / ), ( / ), and ( / ).

Name of Authorized Representative (print)

Signature Title

VIII. NON-COLLUSION AFFIDAVIT

To Be Completed, Signed, and Submitted With Bid

State of Rhode Island

I , Proposer, being first duly sworn, deposes and says that he or she is Owner of the party making the foregoing bid that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other Bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and further, that the Bidder has not , directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid."

Date (Signed at)

Proposer name Authorized Representative

(Person, Firm, Corp.)

Address Representative's Name

City, State, Zip Representative's Title

IX. INSURANCE COVERAGE

PROPOSER HEREBY CERTIFIES that the Proposer has reviewed and understands the insurance coverage requirements specified in the Request For Proposal Number MIDD-025-009, Town of Middletown-Library

Renovation-Project Management/Construction Manager/Owner's Representative. Should the Proposer be awarded the contract for the work, Proposer further certifies that the Proposer can meet the specified requirements for insurance, and agrees to name the Town of Middletown as Additional Insured for the work specified.

Insurance Required:

• Workmen’s Compensation and Unemployment Liability Insurance in compliance with statutory limits

• Comprehensive General Liability Insurance

• Professional Liability Insurance

• Automobile Insurance

Name of Proposer (Person, Firm, or Corporation)

Signature of Proposer's Authorized Representative

Name & Title of Authorized Representative

Date of Signing

X. STATEMENT OF RELEVANT EXPERIENCE

List five references for which your firm provided similar services for a municipal or other governmental unit within the last five years.

I hereby certify that I have performed the work listed below.

Signature of Proposer

DESCRIPTION DATES CONTRACT

AMOUNT

CUSTOMER

CONTACT

CUSTOMER

TELEPHONE &

EMAIL

A-1

A-2

A-3

Equipment Name Brand RTU #1 Carrier RTU #2 Carrier RTU #3 Trane RTU #4 Trane RTU #5 Carrier RTU #6 American standard RTU #7 Carrier RTU #8 York RTU #9 York Split EnviroAir Split Daikin

Hot water tank RUDD Hot water tank American water heater Hot water tank State

Generator KW 200 CAT Gen motor CAT

A-4