RFQ_P026-30_Architectural_and_Design_Services_for_Public_Works_Facility_Addition_(Addendum_#3_Revision).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

RFQ/P026-30 ARCHITECTURAL AND DESIGN SERVICES

FOR PUBLIC WORKS FACILITY ADDITION

Project ID: RFQ/P026-30

RELEASE DATE: October 2, 2025

RESPONSE DEADLINE: October 23, 2025, 11:30 am

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

undefined #RFQ/P026-30

Title: RFQ/P026-30 Architectural and Design Services for Public Works Facility Addition

Table Of Contents

1. LEGAL NOTICE

2. INFORMATION TO PROPOSERS

3. SCOPE OF WORK

4. VENDOR SUBMISSION FORMS

Attachments:

A - General Insurance

I - Professional Serv Agreement-Sample

LEGAL NOTICE

REQUEST FOR QUALIFICATIONS/PROPOSALS

The City of Meriden is accepting sealed electronic proposals for:

RFQ/P026-30 Architectural and Design Services for Public Works Facility Addition

The City of Meriden, CT is soliciting sealed electronic proposals in seeking to engage the services from qualified, certified and licensed Engineering Firms to provide Architectural, Engineering and Design Services for an addition to the current Public Works Facility as 55 Michael Drive, Meriden. Participating firms must demonstrate substantial experience providing similar services and experience with comparable construction projects.

Proposals shall be submitted as sealed electronic Proposals 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 11:30 am, Thursday, October 23, 2025 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 Consulting Architectural firm will be required to provide any necessary survey and environmental documents. Firms responding to this request should be of adequate size and sufficiently staffed to perform the assignments briefly described herein.

The Consulting Architectural/Design firm will be evaluated and selected based on and technical competence, qualifications of 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 ninety (90) days of the date of the opening.

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 City of Meriden, CT 06450-8022 Dated: October 2, 2025 https://procurement.opengov.com/po1tal/meridenct https://webprocure.proactiscloud.com/

INFORMATION TO PROPOSERS

1. SUMMARY

The Public Works Department is looking for certified and licensed Engineering Firms to provide Architectural, Engineering and Design Services for an addition to the current Public Works Facility at 55 Michael Drive, Meriden. Participating firms must demonstrate substantial experience providing similar services and experience with comparable construction projects

The Consulting Architectural firm will be required to provide any necessary survey and environmental documents. Firms responding to this request should be of adequate size and sufficiently staffed to perform the assignments briefly described herein.

The Consulting Architectural/Design firm will be evaluated and selected based on and technical competence, qualifications of 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.

2. TIMELINE

Project Release Date: October 2, 2025

Mandatory Pre-Proposal Meeting

(Mandatory):

October 9, 2025, 10:00am

55 Michael Drive, Meriden, CT

Question Submission Deadline: October 16, 2025, 4:00pm

Submission Deadline: October 23, 2025, 11:30am

Evaluations: October 30, 2025

Interviews (By Invitation Only): November 3, 2025

City Hall ~ Council Chambers-Rm 206, Meriden

Award: November 6, 2025

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 11:30 am, Thursday, October 23, 2025.

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 opening will not be considered.

4. CHECK LIST OF REQUIREMENTS

Checklist of requirements for use by the submitting firm. Inclusion of the checklist with Qualifications: Part A is required.

1. Letter of Interest

2. Copy of architectural/engineering licensure by Connecticut Department of Consumer Protection, a copy of the lead firm and all proposed sub-consultants and a list of similar projects completed 5 minimum shall be provided.

3. Profile of the lead design firm. Profile shall include:

• Resume of principals as well as firms brochure.

• Resumes of lead architect/engineer, and staff designated to the project. Include a brief description of the role of each key staff member.

• Geographic location of the design team.

• Description of equipment, facilities and other resources assigned to this project.

• Statement of financial condition of the firm and the ability to appropriately finance the required efforts for a project of this size and scope.

4. List of sub-consultants and roles. Provide the names and addresses of each sub-consultant, or “in-house” if self-performed by the lead design firm. Include previous working experience with each sub-consultant. At a minimum, provide the following sub-consultants:

• Landscape Architect

• Civil Engineer

• Structural Engineer

• MEP Engineer(s)

• Interior design

• Information Technology Consultant

• List of projects completed with the proposed design team.

5. List a minimum of five completed projects that are similar in size and scope to this project. Information for each project shall include the following:

• Project name, location and owner.

• Owner’s representative including contact information. Note: Owner’s representative may be contacted for a referral during the review process.

• Town manager

• 100% design estimate with base bid and alternates (if applicable).

• Contract base bid award amount with accepted alternates (if applicable)

• Final construction amount.

• Original design fee including services during construction.

6. Include the firms, and consultants, current workload (projects in design and or construction with anticipated completion dates)

7. Please provide three (3) professional references.

8. Include Litigation History

5. EXAMINATION OF PROPOSAL DOCUMENTS

Proposers are to examine all documents and visit the site in order to make a thorough examination of the conditions so that the proposer 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 proposer to receive any such addenda shall not relieve any bidder 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 proposal 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. PROPOSALS TO REMAIN OPEN

No proposer may withdraw its proposal within ninety (90) days of the date of the proposal opening. Should there be reason why the contract cannot be awarded within the specified period, the time may be extended by mutual agreement between the City of Meriden and the successful proposer.

7. AWARD OF CONTRACT

The Purchasing Officer reserves the right to make an award on the proposer which, by the Purchasing Officer’s judgment and recommendation from the Public Works and Engineering Departments following proposers evaluations, best meets the specifications and is deemed to be in the best interest of the City of Meriden.

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.

8. TIME

Inasmuch as the contract concerns a public improvement, the provisions of the contract relating to the time of performance and completion of the work are of the essence of the contract. Accordingly, the successful bidder/contractor (“Contractor”) shall begin work on the day specified in paragraph 2.04 of the General

Conditions and shall perform the work diligently so as to permit full use not later than the first day following the construction period established in the Contract. See paragraph 10 entitled “Liquidated Damages” of the

Agreement between City of Meriden, as owner, and the Contractor.

9. SUMMARY AND SCHEDULE OF WORK

Project Schedule

The overall project schedule consists of completing the Scope of Work will be discussed prior to contracting.

The Architect designer selection schedule is as follows:

• RFP Published: October 2, 2025

• Mandatory Pre-Proposal Meeting: October 9, 2025 @ 10 am

• Qualifications Due: October 23, 2025

• Evaluations: October 30, 2025

• Interviews: November 03, 2025

• Award: November 06, 2025

10. PROPOSAL PROTEST PROCEDURE

In the event that any proposer wishes to protest the potential award of a proposal, or any procedure of act in the advertising or soliciting of the proposals, said proposer must make said protest in writing, which shall state the reason therefore and request a conference with respect thereto. Said protest must be received in the City

Purchasing Office within FIVE (5) business days after the delivery of proposal results or decisions. A conference with respect to said protest shall be scheduled by the Purchasing Officer forthwith and shall be attended by him or his designee and such other persons as the Purchasing Officer and the City Manager shall require to attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The City shall make a decision in writing within three (3) business days after said conference and forward the same to the protesting proposer forthwith. In the event that any protesting bidder wishes to take legal action against the City, they must fully comply with all of these instructions to proposers.

11. 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.

12. 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.

13. FORM OF AGREEMENT BETWEEN CITY OF MERIDEN AND CONTRACTOR

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

14. LOCAL SUBCONTRACTORS, SUPPLIERS, etc.

Local subcontractors, material suppliers, and labor in the City of Meriden should be considered and sought out insofar as it is practical in the performance of this project.

15. 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.

16. 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 proposing is based shall execute and attach thereto the sworn Non-Collusive Proposal

Statement, to the effect that the proposer has not colluded with any other person, firm, or corporation in the submission of the proposal.

17. ASSIGNMENT OF CONTRACT

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

18. 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.

19. PROPOSAL 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 proposal price.

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

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

20. QUALITY

All materials, equipment, supplies, and services shall be subject to rigid inspection. If defective material, equipment, supplies, or services are discovered, the Contractor shall remove or make good such material, equipment, or supplies without extra compensation. It is expressly understood and agreed that any inspection by the City of Meriden will in no way lessen the responsibility of the Contractor or release Contractor from the obligation to perform and deliver to the City sound and satisfactory materials, equipment, supplies, or allow the cost to be deducted from any monies due it from the City of Meriden. All services will be performed in a workmanlike manner.

21. INSURANCE

The successful proposer 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.

22. 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.

SCOPE OF WORK

SCOPE OF WORK - PROJECT DETAILS - PROJECT INFORMATION

1. PROPOSED SCOPE OF WORK

The City of Meriden is seeking proposals from qualified consulting firms to provide design, inspection, and construction administration services for the expansion of its Public Works Facility. The selected firm will be responsible for managing all phases of design, including schematic design, design development, construction documents, and final design. Additionally, the firm will oversee the inspection and construction administration processes to ensure compliance with all specifications and regulations.

The ideal consulting firm should have demonstrated experience in designing, inspecting, and administering construction for Public Works Facilities or similar infrastructure projects. Proven expertise in managing public sector projects, adherence to budget and timeline constraints, and ability to navigate complex regulatory requirements will be essential.

The selected firm will be expected to work closely with the Meriden Public Works Department to deliver a functional and efficient facility that meets the community’s needs.

The Contractor shall schedule all work in a manner that will not disrupt City of Meriden operations. The contractor(s) shall be required to work with our city staff and committees to visit sites, compile documents any logistical requirements deemed necessary by the City.

The Consulting Architectural firm will be required to provide any necessary survey and environmental documents. Firms responding to this request should be of adequate size and sufficiently staffed to perform the assignments briefly described herein.

2. Announcement for Consulting Firm Services for Public Works Facility Expansion

A. The City of Meriden is seeking proposals from qualified consulting firms to provide design, inspection, and construction administration services for the expansion of its Public Works Facility. The selected firm will be responsible for managing all phases of design, including schematic design, design development, construction documents, and final design. Additionally, the firm will oversee the inspection and construction administration processes to ensure compliance with all specifications and regulations.

The ideal consulting firm should have demonstrated experience in designing, inspecting, and administering construction for Public Works Facilities or similar infrastructure projects. Proven expertise in managing public sector projects, adherence to budget and timeline constraints, and ability to navigate complex regulatory requirements will be essential.

The selected firm will be expected to work closely with the Meriden Public Works Department to deliver a functional and efficient facility that meets the community’s needs.

B. This section contains a checklist of requirements for use by the submitting firm. Inclusion of the checklist with the Statement of Qualification is required.

1. Letter of Interest

2. Copy of architectural/engineering licensure by Connecticut Department of Consumer Protection, a copy of the lead firm and all proposed sub- consultants and a list of similar projects completed 5 minimum shall be provided.

3. Profile of the lead design firm. Profile shall include:

• Resume of principals as well as firms brochure.

• Resumes of lead architect/engineer, and staff designated to the project. Include a brief description of the role of each key staff member.

• Geographic location of the design team.

• Description of equipment, facilities and other resources assigned to this project.

• Statement of financial condition of the firm and the ability to appropriately finance the required efforts for a project of this size and scope.

4. List of sub-consultants and roles. Provide the names and addresses of each sub-consultant, or “in-house” if self-performed by the lead design firm. Include previous working experience with each sub-consultant. At a minimum, provide the following sub-consultants:

• Landscape Architect

• Civil Engineer

• Structural Engineer

• MEP Engineer(s)

• Interior design

• Information Technology Consultant

• List of projects completed with the proposed design team.

5. List a minimum of five completed projects that are similar in size and scope to this project. Information for each project shall include the following:

• Project name, location and owner.

• Owner’s representative including contact information. Note: Owner’s representative may be contacted for a referral during the review process.

• Town manager

• 100% design estimate with base bid and alternates (if applicable).

• Contract base bid award amount with accepted alternates (if applicable)

• Final construction amount.

• Original design fee including services during construction.

6. Include the firms, and consultants, current workload (projects in design and or construction with anticipated completion dates)

7. Please provide three (3) professional references.

8. Include Litigation History

The Contractor shall schedule all work in a manner that will not disrupt City of Meriden operations. The contractor(s) shall be required to work with our city staff and committees to visit sites, compile bid documents any logistical requirements deemed necessary by the City.

3. SCORE SHEET

SCORE SHEET COMPILATION

Qualifications Points

Possible #1 #2 #3

State of CT License and Certified

1. Qualifications of the individual or firm/Cost Proposal. 30

3. Demonstrated ability to meet project deadline. Proposed work schedule. Timeframe for delivery of service.

4. Demonstrated ability of key personnel and construction management experience.

5. Similar projects completed within past three (5) years.

6. References of past clients. Financial responsibility and stability

Total Points 100

Evaluation Committee Recommendation to the Purchasing Officer:

Separate Sealed Cost Proposals Shall Include:

• Schematic Design Phase

• Design Development Phase

• 100% Construction/Bid Document

• Bid Assistance Phase

• Construction Administration Phase

• Financial Stability/Status

VENDOR SUBMISSION FORMS

1. NON-COLLUSIVE STATEMENT/AFFIDAVIT*

Please download the below documents, complete, and upload.

• Non-Collusive.pdf

*Response required

2. Qualifications: Part A *

Upload response

*Response required

3. Fees/Proposal: Part B*

Upload response

*Response required

4. Please submit your current SF330 forms or comparable information together with general information on the firm, the firm’s brochure, along with a resume of key personnel who will be responsible for the daily activities in the various fields of expertise required to accomplish the project.* please upload

*Response required https://government-project.s3.us-west-2.amazonaws.com/185261/e2126b68-5571-4521-a144-40f14a1c2989_Non-Collusive.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4J4PZSV3P%2F20251009%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251009T152940Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjED4aCXVzLXdlc3QtMiJIMEYCIQDT5UVu04xbjGtIk2POX4IaC6rgSrjqA0kdcGmWQ9GSBgIhAN2KEgoXlgUvvX5DgWPMY0%2B4FRafTsHVQaWgvRqbu7lQKpMFCNf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgyyWsnm09ymzZh3Ua8q5wTANrrOjPFVPAThLAVxiAgJmqZKpubBdrwDPoRdxQue1fOFZaB0R471wb70xIwbXIt5PlgTVnIarSFO9CSqLS4sFZ%2FrYYnQ0bt04cC4%2FO3vd%2Bq%2BbNZ%2B4Sxrss5AAuEwAL5m44wl3YZWMsSHVt7sgvS58Qldtwobw%2Fwl3alfReYefs%2Fru5Nzk3vWgKQ7QZUsiMJywstjISwjxbot7JPwyLp4Z8C2dw0ROehe2wAYfsaVrPNrpCMiJTxsY8kovw16S5vGNUWbtXaYP5rulJEHfXsAjVPqePYginMam8tkocVuNLOeMlIRukOZnUmgFge2MLNcReURfKrvyILekYNonb0d7A5zKA7eDKUT66xcK8RCpoYvHv7FHBcC5v740J1unfJaaPIt0xk6ip0HFuFdFq2pH%2FF64JuZnE00BfXnCguLyQUcbE%2BwnHRS8J6QFp60S%2BKIS1cfwW9sLof%2BBF2%2BA2m%2FOp%2BOUYzlYeIDSVa8GDWvnigw8ioh9%2FNSUwdU%2FHZnUVg54R7eJMIlx4y1lkPyExbyLl7ftdTQNimyfDxcJNqNb3kX7RfQQoNIFDnQB9b2gR3cf6nw%2BYmJu7Ur2q9kzZpPvZktPKc8pVDb0%2FJGSRbIIuU0FNT6VTUGUdYy6nfp10PO3UKUH7e5earvjDkgfo2NydiK6qnkumHsvERZyxJGAraqnPGbJ77aijO8tyc52kDraxFeFRRBfce7XeJ8tcfRVy6uY5oKwWniErEnQAgl3oHxKmaEtAjwq6dtU0Uw3WHeHrFkjm37MLATPVHHBeiWxJvi%2B%2FkRT99O%2BZRE7%2FwHKIiT9Od6y48whYOfxwY6mgEQVWUarttsQfeaVYZ4CI%2FHV%2FgjR6uRNS9ZaPS2HcdZcitytLEchMh1MeQLRaDbTLib%2F4d3DA9HbV3fgAqveRO1po9%2B8k%2BYrTW3ukrAx%2BhzzjuIdbUvdjDf5d3j6atCl3%2F9h6oLEzwWBANXcPaqnOAzlmaMGSd6708YYTy3uP%2FTBgXV9MMVyZkvr6gJmI2rRnHviX9Bk%2BD9X5UA&X-Amz-Signature=e8083ef1ef18901849c80457442f4263afb500afe065e1755aaf6a8c8f6504a9&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Non-Collusive.pdf%22&x-id=GetObject