RFQ026-18_On-Call_Architectural_Services.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

RFQ026-18 ON-CALL ARCHITECTURAL SERVICES

Project ID: RFQ026-18

RELEASE DATE: September 4, 2025

RESPONSE DEADLINE: September 26, 2025, 11:00 am

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

undefined #RFQ026-18

Title: RFQ026-18 On-Call Architectural Services

Table Of Contents

1. LEGAL NOTICE

2. INFORMATION TO PROPOSERS

3. SCOPE OF SERVICES

4. VENDOR SUBMISSION

Attachments:

B - Professional Services Agreement-Sample

C - COI Required

LEGAL NOTICE

REQUEST FOR QUALIFICATIONS

The City of Meriden is accepting sealed electronic proposals for:

RFQ026-18 On-Call Architectural Services

The City of Meriden, CT is soliciting sealed electronic proposals in seeking the services of an experienced firm to provide municipal On-Call Architectural Services.

Qualifications shall be submitted as sealed electronic proposals per specifications obtained via the City eProcurement Portal: https://procurement.opengov.com/po1tal/meridenct and on the State of Connecticut

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

Qualifications may be received up to but not later than 11:00 am, Friday, September 26, 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 such as poor internet connections. The City of Meriden, CT strongly recommends completing your response well ahead of the deadline. 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 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 City of Meriden, CT 06450-8022 Dated: September 5, 2025 https://procurement.opengov.com/po1tal/meridenct https://webprocure.proactiscloud.com/

INFORMATION TO PROPOSERS

1. SUMMARY

The City of Meriden is soliciting qualifications from architectural firms to provide “ON-CALL” professional architectural services on an as needed basis. The participating firms shall have extensive broad experience in providing municipal On-Call Architectural Services, be familiar with State and Local Building Codes, ADA, Roofing and Connecticut State Department of Education requirements as well as being knowledgeable and familiar with all aspects of State and Government funding, requirements and guidelines. In addition, all participating firms shall meet all municipal, state and federal affirmative action and equal employment opportunity practices.

Additionally, all interested firms shall submit a detailed statement indicating the organization structure under which the firm proposed to conduct business. Proposed sub consultants, subcontractors, joint ventures, etc., should be clearly defined. The relationship of any “parent” firm or subsidiary firm with any of the parties concerned must be clearly defined.

Minority owned firms are invited to submit their qualifications independently or as a joint venture with other consultants for the entire assignment.

2. TIMELINE

Release Project Date: September 4, 2025

Question Submission Deadline: September 19, 2025, 4:00pm

Response Submission Deadline: September 26, 2025, 11:00am

3. PROPOSAL PROCEDURES

The City will only be accepting electronic submissions of qualification/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, Friday, September 26, 2025.

4. PROPOSALS/QUALIFICATIONS

Proposals/Qualifications are to be submitted as follows:.

a. 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.

b. The City of Meriden, CT will only be accepting electronic submissions of proposals/qualifications via the City eProcurement portal partner, OpenGov: https://procurement.opengov.com/portal/meridenct.

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 due date will not be considered.

5. 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 RFQ. 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 Qualifications 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.

6. 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 bid price. Upon request, exemption certificates will be furnished to the successful bidder.

7. 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.

8. FORM OF AGREEMENT BETWEEN CITY OF MERIDEN AND CONTRACTOR

The selected consultants and the authorized City representative will negotiate the compensation for each project submitted by the consultant. The Agreement for the work will be via Purchase Order and Professional Services

Agreement.

9. 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.

10. 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 bid as if those terms were fully set forth in such contract or agreement.

Bidders 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. Bidders are also advised that the

Code of Ethics contain provisions with respect to paid contractors and former employees and officials.

BIDDERS SHOULD NOTE THAT BIDS, 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.

11. NON-COLLUSION STATEMENT

Each proposer submitting qualifications or proposal to the City of Meriden for any portion of the work contemplated by the documents on which their proposal is based shall execute and attach thereto the sworn

Non-Collusive Statement, to the effect that the proposer has not colluded with any other person, firm, or corporation in the submission of their qualifications/proposal.

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. TAX EXEMPT STATUS

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 any proposal pricing.

The City of Meriden, unless stated otherwise in the pertinent 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. The selected firms must assign for each project a Professional Architect licensed by the State of Connecticut to be responsible for the management and design.

17. LENGTH OF CONTRACT

The City may select one or more firms to be placed on the “On-Call” list. The “On-Call” list is typically in effect for a period of 3-5 years.

18. 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.

SCOPE OF SERVICES

1. PROFESSIONAL SERVICES EXPECTATIONS

The selected consultants will provide comprehensive architectural services as required for the preparation and support of complete architectural drawings, specifications, estimates, contract administration, project inspection, construction management, as well as planning services or studies.

The selected consultants should have on staff at least three individuals at the project manager level who can be available to supervise projects. Staff to support these three individuals should also be identified in the submitted proposal.

The selected consultants must be able to begin work on assigned projects within fourteen (14) days of notification.

The selected consultants must have adequate staffing to assure that staff is and will be available to handle several projects simultaneously to assure task continuity, prompt delivery of services and completion of assigned tasks.

2. DESIGN SERVICES

These services shall include, without limitation, meetings and conferences to discuss goals and requirements with City and other regulating agencies or utilities, procuring necessary field data, surveys or recorded data, preparation of preliminary studies, designs, computations, preparing preliminary layouts, sketches, drawings, specifications, outlines, reports and estimates.

All plans and contract documents will be submitted to the City of Meriden for review and comment.

Other Design services provided shall include, without limitation, detailed conferences with City or other regulating agencies or utilities to discuss specific matters, procuring comprehensive field information, preparing final estimates, schedules, and specified number of contract documents for review and bidding.

3. PLANNING STUDIES AND PROJECT COORDINATION

These services include, without limitation, developing master plans for long-range capital improvement programs, investigation of existing conditions, and the coordination of other work.

These services include, without limitation, coordinating the activities of the construction contractor, inspectors, utility companies and others to ensure conformance with the project schedules. Advance notification to utility companies shall be made in writing. The selected consultant will hold a pre-construction meeting two weeks prior to the start of construction. The selected consultant will be required to prepare all written communication relative to the completion of the project, which will include requests for utility relocations and replies to questions from construction contractors, City residents and departments within the City of Meriden.

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 is a summary of 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.

4. CONSTRUCTION INSPECTION AND MANAGEMENT

These services shall include, without limitation, providing qualified, competent construction inspectors and/or architects to monitor and inspect the work of others insuring compliance with drawings and specifications. The inspector shall have proper experience and understanding of practices and principles required for this project. A thorough understanding of the practices and principles required for this project. A thorough understanding and comprehension of specifications will be mandatory.

Daily logs will be kept by the inspector which will briefly summarize the day’s activities. The Inspector will be responsible for maintaining a safe working environment in accordance with OSHA requirements. The Inspector will hold a semi—final inspection. A review of that project will be performed by the City of Meriden and a punch list of items to be corrected will be developed by the Inspector. Please list any relevant certifications.

These services include without limitation, monitoring and tracking financial activities. The selected consultant will prepare and recommend payment for request received from the contractor to the City’s Project Manager.

Construction contractor payment disputes relating to the construction contract will be resolved by the consultant with final approval from the City of Meriden. The selected consultant will be the negotiating agent for the City in determining reasonable and mutually agreeable prices between City and the Construction Contractor for all additional work. The City will make the final approval for all additional work.

The selected Consultants services shall include record keeping. These services shall include, without limitation, submitting copies of all project correspondence to the Managing Authority. In addition, the selected consultant will maintain a duplicate set of files. Upon completion of the contract, the selected consultant will provide the

City, will all test reports, as—built plans, inspections, field notes, measurements, material slips, and any other copies of material, pertinent data regarding the contract. These records shall be bound in chronological order, or as otherwise specified by the City of Meriden.

5. EVALUATION AND AWARD

Selection Criteria

• The Consultant’s technical understanding of the Scope of Services as evidenced by the quality of the proposal submitted.

• The background and experience of the firm in providing the wide range of services requested.

• The demonstrated effectiveness of the Consultant’s proposed service delivery system to ensure quality service and timely completion of services.

• The background, education, qualifications and relevant experience of key personnel to be assigned to this contract, especially those of the day-to-day project manager and licensed professional engineers.

• Appropriately licensed as a Professional Architect by the State of Connecticut.

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

• Proposer’s demonstrated knowledge and familiarity with the City and the areas where the improvements are proposed.

Selection Procedures

• 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 RFQ. 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 Qualifications requirements; and to negotiate a contract with the Consultant(s).

• Proposals in response to this RFQ will be reviewed against the criteria listed above, and award of the contract shall be made in accordance with standard purchasing procedures.

• A Selection Committee shall assist the Purchasing Officer in choosing the successful respondent to provide the requested services.

• Respondents submitting the most responsive proposals may be invited to an interview with a selection committee.

VENDOR SUBMISSION

1. GENERAL INFORMATION*

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 as well as your firm's hourly pricing information.

*Response required

2. NON-COLLUSIVE STATEMENT/AFFIDAVIT*

Please download the below documents, complete, and upload.

• Non-Collusive_Statement.pdf

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