TOWN OF PLAINFIELD

R.F.P. for Civil Engineering/Bridge Design Services

Bridge Replacement Design of the School Street Extension Bridge in the Town of Plainfield

The Town of Plainfield invites requests for proposals from qualified vendors to provide a bid for the bridge replacement design of the School Street Extension Bridge in Plainfield. RFP packages, containing submission instructions and other information are available online at www.plainfieldct.org. Please put “R.F.P. School Street Extension Bridge Design Services” in the subject line of email requests. Sealed bids must be received in the Finance Office, Plainfield Town Hall, 8 Community Avenue, Plainfield, CT 06374, by 11:00 AM, Thursday April 9th, 2026. Bids will be opened & read at Plainfield Town Hall.

TOWN OF PLAINFIELD

8 Community Avenue Plainfield, CT 06374

Kevin M. Cunningham

FIRST SELECTMAN

(860) 230-3001 FAX (860) 230-3033

REQUEST FOR PROPOSAL (RFP)

FOR

BRIDGE REPLACEMENT DESIGN OF THE SCHOOL STREET

EXTENSION BRIDGE IN THE TOWN OF PLAINFIELD

ISSUED BY: Town of Plainfield 8 Community Avenue Plainfield, CT 06374

CONTACT: Sean Svab

Town Engineer

(860) 230-3028

PROPOSAL DUE: Thursday, April 9, 2026

Finance Department Lisa Madden, Finance Director

(860) 230-3005

INDEX

INDEX

INVITATION TO BID

STANDARD INSTRUCTIONS FOR BIDDERS

INDEMNIFICATION AND INSURANCE REQUIREMENTS FOR CONSTRUCTION,

PROFESSIONAL OR LABOR SERVICE BIDS

SPECIFICATIONS

APPENDIX A – RESOLUTION TEMPLATES

APPENDIX B – CHRO CONTRACT COMPLIANCE CHECKLIST

APPENDIX C – BID FORM

INVITATION TO BID

BRIDGE REPLACEMENT DESIGN OF THE SCHOOL STREET EXTENSION BRIDGE IN

THE TOWN OF PLAINFIELD

PLAINFIELD TOWN HALL

8 COMMUNITY AVENUE

PLAINFIELD, CT 06374

The Town of Plainfield invites requests for proposals from qualified vendors to provide a bid for civil engineering design services to complete the design of the School Street Extension Bridge replacement.

Sealed bids must be received in the Finance Office, Plainfield Town Hall, 8 Community Avenue, Plainfield, CT 06374, by 11:00 AM, Thursday, April 9th, 2026. Bids will be opened & read at Plainfield Town Hall.

After opening the bids, no bid can be withdrawn for a period of sixty (60) days.

The Town of Plainfield reserves the right to reject any or all bids or any part of all bids and to waive any informality when such action is in the best interest of the Town. The Town also reserves the right to extend by mutual consent an awarded bid when such action is in the best interest of the Town of Plainfield. The Town of Plainfield is an equal opportunity employer.

This contract is subject to state contract compliance requirements, including set aside (25% SBE and 6.25% M/W/DisBE) and non-discrimination requirements enforced by the CHRO.

RFP packages, containing submission instructions, specifications and other information are available in this document.

Please put “R.F.P. School Street Extension Bridge Design Services” in the subject line of email requests.

A Pre-Bid Conference will be held on Thursday, April 2, 2026, at 10:00 AM, at the School Street Extension Bridge, School Street Extension, Plainfield, CT 06374. It is MANDATORY that all bidders attend.

TOWN OF PLAINFIELD, CONNECTICUT

STANDARD INSTRUCTIONS FOR BIDDERS

1. Sealed bid proposals will be received by the Finance Director by the date and time indicated on the Invitation to Bid. Bids received later than the date and time specified will not be considered and will be returned unopened.

2. Bids are to be returned with the bid name prominently indicated on any other mailing envelope. The name and address of the bidder should appear in the upper left-hand corner of the envelope. Please add to the exterior of the envelope: "DO NOT OPEN UNTIL 11 A.M. ON THURSDAY, APRIL 9, 2026". Bids will not be accepted via fax or e-mail.

3. All proposals will be opened and read publicly and are subject to public inspection.

Bidders may be present or represented at all openings. Bid results are mailed to all responding bidders.

4. Municipalities are exempt from any sale, excise or federal taxes. Bid prices must be exclusive of taxes and will be so construed.

5. The Town of Plainfield reserves the right to reject any or all bids or any part of all bids and to waive any informality when such action is in the best interest of the Town. The Town also reserves the right to extend by mutual consent an awarded bid when such action is in its best interest.

6. Bidders should familiarize themselves with all of the terms and conditions set forth in the bid specifications. Failure by the bidder to familiarize himself with these terms and conditions does not excuse the bidder from fulfillment of the bid specifications.

7. All entities doing business with the Town certify, upon acceptance of a bid and by virtue of their signature on that bid, that they have read, understood and will comply with the section of the Town’s updated plan of affirmative action and equal opportunity relating to contractual and purchasing procedures. The bidder agrees to cooperate fully should the Town choose to audit this compliance.

8. In case of an error in the extension or addition of prices, the unit price will govern. The Town will not be subject to any price increases after a bid award, unless it was part of the original bid terms.

9. The Town reserves the right to increase or decrease quantities listed to stay within the allocated funding at the time of bid opening.

10. The Finance Department has an obligation to accept the lowest responsible bid which is in the Town’s best interest. Factors include, but are not limited to: price, compliance to specifications, quality offered, freight costs, delivery time, past performance, standardization of current equipment, financial resources, technical qualifications, equipment and experience.

11. Bidders shall state in writing and attach to the bid any conditions/exceptions that are part of the bid price. Comments to the effect “see literature” will not be acceptable.

12. Any manufacturers’ names, trade names, brand names or catalog numbers used in the specifications are there for the purpose of establishing and describing general performance and quality levels. Such references are not intended to be restrictive, and bids are invited on these and approved equal brands or products of any manufacturer.

13. The Town’s competitive bidding process is not a means for competitors to obtain private/proprietary information that is not otherwise normally available. Such information relates to a bidder’s financial records and responsibility, test data, manufacturing drawings, formulas and processes. To promote competition and protect valid interests this type of information/data will remain confidential.

14. All bidder questions shall be directed to the Town Engineer, Sean Svab. Procedural and clarification questions will be answered appropriately. Questions that require an answer that will in effect change/alter the intent of the specifications will only be answered in writing to all bidders by a bid addendum.

15. Awarded bidders are responsible for obtaining all necessary permits as required by OSHA, Federal, State and/or Town regulations. Town permits will be issued at no cost.

16. Alternate proposals will not be considered unless specifically called for in the bid.

17. Prices shall include packing, transportation, and delivery charges F.O.B. to Plainfield/delivered unless specifically noted otherwise.

18. The bidder declares that the proposal is not made in connection with any other bidder submitting a proposal for the same bid and is in all respects fair and without collusion or fraud.

19. The Town will not award a bid to any bidder who owes a delinquent tax to the Town.

Bidders certify by virtue of their signature on the bid sheet that neither the bidder nor any business or corporation which the Bidder owns an interest is delinquent in tax obligations to the Town. The Finance Department will verify that no delinquent taxes are owed before any bid is awarded.

20. All bidders shall include a corporate resolution with their submittal. Templates for Corporations and Professional Corporations, Limited Liability Company and Partnerships (including Limited Partnership and Limited Liability Partnership) are attached in Appendix A of this request for proposal.

21. The bidding entity is required to provide evidence from the Connecticut Secretary of State that they are in good standing and qualified to conduct business in the State of Connecticut.

TOWN OF PLAINFIELD, CONNECTICUT

INDEMNIFICATION AND INSURANCE REQUIREMENTS

FOR CONSTRUCTION, PROFESSIONAL OR LABOR

SERVICE BIDS

NOTE: CERTIFICATE OF INSURANCE WILL ONLY BE REQUIRED OF THE AWARDED

BIDDER

A. INDEMNIFICATION

THE AWARDED BIDDER WILL BE REQUIRED TO AGREE TO THE FOLLOWING

INDEMNIFICATION LANGUAGE

To the fullest extent permitted by law, THE AWARDED BIDDER agrees on behalf of itself and its successors and assigns, covenants and agrees at its sole cost and expense, to protect, defend, indemnify, release and hold the Town of Plainfield, its agents, servants, officials, employees, volunteers and members of its boards and commissions (Collectively the “Town of Plainfield), harmless from and against any and all Losses (defined below) imposed upon or incurred by or asserted against the Town of Plainfield by reason of bodily injury, personal injury, death, or property damage of whatsoever kind or nature, to any individuals or parties (including, but not limited to the Town of Plainfield, the Awarded Bidder, or any other third party) arising out of or resulting from, or alleged to arise out of or arise from Awarded Bidder’s performance of its work under the contract, but only to the extent such Losses are attributable to the negligent or intentional act, error or omission of the Awarded Bidder or any person or organization employed or engaged by Awarded Bidder to perform all or any part of the contract. The term “Losses” includes any losses, damages, costs, fees, expenses, claims, suits, judgments, awards, liabilities (including, but not limited to, strict liabilities), obligations, debts, fines, penalties, charges, amounts paid in settlement, foreseeable and unforeseeable consequential damages, litigation costs, attorneys’ fees, expert’s fees, and investigation costs, of whatever kind or nature, and whether or not incurred in connection with any judicial or administrative proceedings, actions, claims, suits, judgments or awards.

Upon written request by the Town of Plainfield, the Awarded Bidder shall defend and provide legal representation to the Town of Plainfield with respect to any of the matters referenced above. Notwithstanding the foregoing, the Town of Plainfield may, in its sole and absolute discretion, engage its own attorneys and other professionals to defend or assist it with respect to such matters and, at the option of the Town of Plainfield, its attorneys shall control the resolution of such matters. Upon demand, the Awarded Bidder shall pay or, in the sole and absolute discretion of the Town of Plainfield, reimburse, the Town Plainfield for the payment of reasonable fees and disbursements of attorneys and other professionals in connection with this contract.

THE TOWN OF PLAINFIELD WILL NOT AGREE TO INDEMNIFY THE AWARDED

BIDDER; SUBCONTRACTOR(S); OR INDEPENDENT CONTRACTOR

B. INSURANCE

1. GENERAL REQUIREMENTS

The AWARDED BIDDER shall be responsible for maintaining insurance coverage in force for the life of this contract of the kinds and adequate amounts to secure all of the AWARDED BIDDER’S obligations under this contract with an insurance company(ies) with an AM Best Rating of A-VII or better licensed to write such insurance in the State of Connecticut and acceptable to the Town of Plainfield.

Additional Insured: The Town of Plainfield its officials, employees, volunteers, boards and commissions must be included as an Additional Insured on the AWARDED BIDDER’S Insurance Policies (except Workers’ Compensation and Professional Errors & Omissions).

Evidence of this must be provided upon inception of this contract and upon renewal of insurance by the AWARDED BIDDER to the Town of Plainfield in the form of language on a Certificate of Insurance as well as a policy endorsement. The AWARDED BIDDER shall provide the Town of Plainfield with a Certificate(s) of Insurance signed by an authorized representative of the insurance company(ies) prior to the performance of this contract describing the coverage and providing that the insurer shall give the Town of Plainfield written notice at least thirty (30) days in advance of any termination, expiration, or any and all changes in coverage. Such insurance or renewals or replacements thereof shall remain in force during the AWARDED BIDDER’S responsibility under this contract. Failure to provide or maintain any of the insurance coverage required herein shall constitute a breach of the Contract.

2. SPECIFIC REQUIREMENTS:

a) Commercial General Liability Insurance

The AWARDED BIDDER shall carry Commercial General Liability Insurance (broad form coverage) insuring against claims for bodily injury, property damage, personal injury and advertising injury that shall be no less comprehensive and no more restrictive than the coverage provided by Insurance Services Office (ISO) form for Commercial General (CG 0001 04/2013).

By its terms or appropriate endorsements such insurance shall include the following coverage, to wit: Bodily Injury, Property Damage, Fire Legal Liability (not less than the replacement value of the portion of the premises occupied), Personal & Advertising Injury, Blanket Contractual, Independent Contractors, Premises Operations, Products and Completed Operations (for a minimum of two (2) years following Final Completion of the Project). Any deviations from the standard unendorsed form will be noted on the Certificate of Insurance.

Type of Coverage: Occurrence Basis Minimum Amount of Coverage: $1,000,000 per occurrence

$2,000,000 aggregate Policy Period: Annual Policy

b) Workers’ Compensation and Employer’s Liability Insurance

The AWARDED BIDDER shall provide Statutory Workers’ Compensation Insurance as required by the State of Connecticut, including Employer’s Liability.

Amount of Coverage: Coverage A: Statutory Coverage B (Employer Liability):

$500,000 Each Accident $500,000 Disease, Policy Limit $500,000 Disease, Each Employee

c) Commercial Automobile Liability Insurance

The AWARDED BIDDER shall carry Commercial Automobile Liability Insurance insuring against claims for bodily injury and property damage and covering the ownership, maintenance, or use of any auto or all owned/leased and non-owned and hired vehicles used in the performance of the Work, both on and off the Project Site, including loading and unloading. The coverage should be provided by Insurance Services Office form for Commercial Auto Coverage (CA CA0001 10/2013) or equivalent. “Auto” (symbol 1 or equivalent) is required. Any deviations from the standard unendorsed form will be noted on the Certificate of Insurance.

Type of Coverage: Occurrence Basis Minimum Amount of Coverage: $1,000,000 combined single limit Policy Period: Annual Policy

d) Umbrella Liability Insurance

The Town reserves the right to require the AWARDED BIDDER to carry an umbrella liability insurance policy up to $1,000,000. The necessity and amount of umbrella liability insurance is dependent upon several factors including, but not limited to scope, price, and duration of the work to be performed. The Town of Plainfield will inform the AWARDED BIDDER as to the necessity and limits for this insurance as soon as practicable and has sole discretion of the limits to be required.

3. PROFESSIONAL SERVICE CONTRACTOR REQUIRMENTS

(e.g., Architects, Engineers, et al.)

The AWARDED BIDDER shall carry Errors & Omissions coverage in the minimum amount

$1,000,000 per claim/$1,000,000 annual aggregate for all professional services contracts. If the insurance coverage is written on a Claims-Made basis, an extended reporting period of at least 3 years after substantial completion of the project is required. Increased coverage limits may be required based on the scope, price and duration of the work to be performed. The Town of Plainfield will inform the AWARDED BIDDER as to the required limits for this insurance as soon as practicable and has sole discretion of the limits to be required.

4. SUBCONTRACTOR REQUIREMENTS:

The AWARDED BIDDER shall require all subcontractors and independent contractors to carry the coverages set forth in section B. INSURANCE and will obtain appropriate Certificates of Insurance before the subcontractors and independent contractors are permitted to begin work.

The AWARDED BIDDER shall require that The Town of Plainfield, its officials, employees, volunteers, boards and commissions be included as an Additional Insured on all subcontractors and independent contractors’ insurance (except Workers’ Compensation and Professional Errors & Omissions) before permitted to begin work.

The AWARDED BIDDER and all subcontractors and independent contractors and their insurers shall waive all rights of subrogation against the Town of Plainfield, and its officers, agents, servants and employees for losses arising from work performed by each on this contract.

THE TOWN RESERVES THE RIGHT TO AMEND THE AMOUNTS OF COVERAGE

REQUIRED AND TYPE OF COVERAGE PROVIDED BASED ON THE FINAL

AGREED UPON SCOPE OF SERVICES

SPECIFICATIONS

1. GENERAL INFORMATION AND BACKGROUND

The Town of Plainfield is soliciting proposals from consultants experienced in civil engineering/bridge design with all required licenses to design a bridge to replace the existing School Street Extension Bridge in the Town of Plainfield, CT 06374. The existing structure is an abandoned roadway bridge that still carries a 16-inch Cast Iron Mechanical Joint sewer line. The replacement structure will need to be designed to carry the 16-inch sewer line.

2. CONTRACT MANAGEMENT

The Managing Authority for this contract will be the Town of Plainfield First Selectman's office.

The consultant will report to the Project Manager or his designee.

3. SCOPE OF SERVICES

The successful bidder will be responsible for the following items:

1. Perform Preliminary Review/Field Investigation of Existing Conditions to include:

a. Visit the Bridge to conduct relevant field investigations. Inspection shall include but is not limited to verifying any prior inspection reports and determining if any defects are present.

b. Conduct survey noting all relevant existing conditions (topographical, utilities, rights-of-way, natural and built structures, etc. within project limits).

c. Identify and flag limits of wetlands within project limits as defined by federal, state, and local environmental requirements.

d. Meet with WPCA staff and/or elected officials to discuss the Consultant’s findings and recommendations based on preliminary review and field investigations.

e. The Town anticipates that a full bridge replacement will be needed.

f. The replacement structure is to be a prefabricated steel structure with new supporting abutments/foundations. The replacement structure and abutments must support and facilitate the sewer line spanning the river.

g. The Town’s preference is to preserve the existing sewer line, if feasible. However, the existing sewer line may be designed to be replaced by materials in-kind. The redesign of the sewer line (if applicable) and work schedule must be approved by the WPCA to ensure none or minimal disruption to the sewer system.

2. Design Services to include:

a. Inland Wetland and Watercourse Delineation

b. Geotechnical investigation and Soil Test Borings

c. Topographic Surveys and Planimetric Mapping

d. Right of Way Mapping

e. Easement Mapping

f. Hydraulic Analysis

g. Bridge Design

h. Sewer Design (if applicable)

i. Preliminary Cost Estimate

j. Permitting Requirements

k. Preparation of Construction Contract Documents

l. Bid Assistance including preparation and coordination with bid documents.

m. Engineering Construction Services including construction administration and inspection

3. Meetings with Town staff. Consultant will prepare and provide 30%, 60%, 90%, and 100% design plans to submit to the Town for review and approval.

4. Cost estimates for construction and acquisition of rights-of-way (if applicable).

5. Consultant will coordinate meetings with entities responsible for any utilities or utility-owned property adjacent to the project limits. Planning shall be coordinated with the Plainfield WPCA.

6. After sufficient review and revision, a final set of design plans shall be prepared and submitted by the Consultant to the Town.

7. Consultant will provide detailed specifications for construction along with plans.

8. Any necessary permitting shall be determined, prepared, and submitted by the Consultant to appropriate Federal, State, and Local entities, as required. This may include, but is not limited to: CTDEEP, Plainfield Water Pollution Control Authority, Plainfield Inland Wetlands and Watercourses Commission, Plainfield Planning & Zoning Commission, and the Army Corp of Engineers. Permitting shall begin after Town staff approval, at the 90% design plan phase.

4. PROPOSALS

Technical Proposal:

1. Letter of transmittal.

2. Statement by the consultant accepting all the terms and conditions contained in the

RFP.

3. Fee. (This contract will be awarded on a lump sum basis.)

4. Identification of the primary contact person at the company for the proposal.

5. List of people expected to work on the contract, including names, professional licenses, relevant experience and role in the contract. Subcontractors should be included in this list and identified as such. The Project Manager should be clearly identified.

6. Proof of insurance.

7. List of at least three similar projects that the consultant has worked on with client contact information, including contact names, addresses, email and phone numbers.

Staff who worked on these projects should be the same as proposed for the this work.

8. Description of your approach to the scope of work including a detailed description of tasks expected to be performed by the consultant and any subconsultants, (if applicable) and anticipated time to complete each task, milestones, deliverables, costs and other information as necessary to demonstrate the consultant’s thorough understanding and ability to complete this type of work.

9. List of resources, personnel, data or other assistance that the consultant expects or requires from the Town in order to complete each task.

10. List of any actions taken by any regulatory agency or litigation involving the company or its agents or employees with respect to work performed. Consultants should explain if/ why they are or are not at fault in these cases or how they have taken steps to avoid repetition on these actions/litigations.

11. Itemized breakdown of costs expected to be associated with the scope of work (labor, equipment, subcontractor, etc.).

12. Completed Corporate Resolution (Appendix A)

13. Completed CHRO Contract Compliance Checklist (Appendix B)

14. Completed Bid Form (Appendix C)

Submission and Deadline

Proposals will be received by the Finance Director at the Plainfield Town Hall, 8 Community Ave, Plainfield, Connecticut 06374 until Thursday, April 9, 2026 at 11:00 AM at which time they will be publicly opened and recorded.

One Copy of the proposal shall be submitted to:

Lisa Madden, Finance Director Town of Plainfield 8 Community Ave

Plainfield, CT 06374

Proposals shall be marked clearly on the sealed envelope:

“R.F.P. SCHOOL STREET EXTENSION BRIDGE DESIGN SERVICES”

Conditions

The proposal must include a statement indicating the consultant’s willingness to the following conditions:

The Consultant must have, or must open, an office in the vicinity of the Plainfield area within one hundred twenty (120) days of the contract award. The actual or proposed location of the office must be identified in the proposal. Vicinity is defined as one-hundred (100) miles or less, as measured from Town Hall. Travel time will not be considered as a reimbursable expense.

Have personnel reserve sufficient to assure task continuity and agree that all proposed personnel are committed for the full duration of the contract. If a change is required, the Town shall be notified and will judge whether the substitution will impair the success of the project.

Agree that all sub-consultants hired by the Consultant must be included in the credentials submitted with the proposal and must be approved by the Town of Plainfield prior to working on any project. If a change is required, the Town shall be notified and will judge whether the substitution will impair the success of the project.

Agree that all work produced under this agreement is to become the property of the Town of Plainfield and to turn over to the Town all work upon completion or demand.

Agree to accept management direction from the Town and specifically, the Managing Authority.

Agree to conform to all applicable laws and ordinances and statutes of the Federal Government, State of Connecticut and Town of Plainfield including, but not limited to, the following:

o Signing of Plans by appropriate professionals licensed by the State of Connecticut o Civil Rights Act of 1964, as amended.

o Executive Orders Numbers 3 & 1 of the State of Connecticut o Federal Labor Standards (29 CFR - Parts 3, 5, and 5a) o Davis Bacon Act, as amended (40 USC 327-330) o Copeland “Anti-Kickback” Act (18 USC 874), as supplemented in the

Department of Labor regulations (20 CFR – Part 3) o Flood Disaster Protection Act (PL 93-291) o Hatch Act (Title 5 USC Chapter 15) o Section 504 of the Rehabilitation Act of 1973 o Immigration Reform and Control Act of 1986

The contractor who is selected to perform this State project must comply with CONN.

GEN. STAT. §§ 4a-60, 4a-60a, 4a-60g, and 46a-68b through 46a-68f, inclusive, as amended by June 2015 Special Session Public Act 15-5. State law requires a minimum of twenty-five (25%) percent of the state-funded portion of the contract be set aside for award to subcontractors holding current certification from Connecticut Department of Administrative Services (“DAS”) under the provisions of CONN. GEN. STAT. § 4a-60g.

(25% of the total state-funded value with DAS-certified Small Businesses and 6.25% of the total state-funded value with DAS-certified Minority-, Women, and/or Disabled-owned Businesses.) The contractor must demonstrate good faith in making an effort to meet the 25% set-aside goals. Please see "Appendix B" for the CHRO checklist.

Agree that the Town reserves the right to terminate the contract with thirty (30) days’ notice with the assurance that the Consultant shall be entitled to reimbursement for any services rendered prior to Receipt of Notice of Termination.

Equal Opportunity Employer o In order for a firm to be considered for business with the Town of Plainfield, that firm must be an Equal Opportunity Employer.

Tax Status o The Town will not award a bid to any bidder if a delinquent tax is owed to the

Town. All taxes must be current before any bid is awarded.

5. ADDITIONAL INFORMATION AND REVISIONS TO PROPOSALS

Information may be provided to responsible respondents who anticipate submitting a proposal for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Offerers shall be afforded fair and equal treatment with respect to access to additional information and revision of proposals.

6. SELECTION PROCEDURE

All proposals submitted in response to this RFP will be reviewed against criteria listed in Section IX and award of contract shall be made in accordance with the Town’s purchasing procedures.

The Town intends to award a contract to the lowest responsive bidder whose proposal is determined to be in the best interest of the Town. The Town reserves the right to reject or modify any proposal or parts thereof for any reason, to negotiate changes to the proposal terms, and to waive minor inconsistencies within this RFP.

7. CRITERIA FOR SELECTION

Proposals will be evaluated in accordance with the following criteria:

Contractor’s understanding of the services required.

Contractor’s proposed method of assuring the achievement of acceptable performance of work.

Availability and competence of personnel proposed for the project.

The nature of the Contractor’s project management approach.

The background and experience of the Contractor in providing similar services to municipalities and other entities.

Demonstrated ability to respond to the need for these services in a timely manner.

Competitiveness of proposed fees and costs.

Positive references from clients who have received similar services.

APPENDIX A – RESOLUTION TEMPLATES

NEW RESOLUTION FOR CORPORATIONS/PROFESSIONAL CORPORATIONS

(TO BE TYPED ON CORPORATION LETTERHEAD)

I (name of Corporation’s Secretary), Secretary of (legal name of Corporation) a Corporation duly organized and operating under the laws of (State) and qualified and authorized to do business in the State of Connecticut, DO HEREBY CERTIFY that the following is a true, correct and accurate copy of a Resolution duly adopted at a meeting of the Board of Directors of such Corporation, duly convened and held on (Date of Meeting), at which meeting a duly constituted quorum of the Board of Directors was present and voted in favor of such Resolution.

RESOLVED: That the following Officers of this Corporation, or any one of them individually:

(Name and title of Officer or Officers) are empowered to execute and deliver, in the name of and on behalf of this Corporation, contracts, bids and other documents to the Town of Plainfield, State of Connecticut, and are further authorized to affix the Corporate Seal to such documents and to bind the Corporation to such contracts, bids and other documents.

I further CERTIFY that such Resolution has not been modified, rescinded, or revoked since the date on which it was enacted, and it is at present in full force and effect.

IN WITNESS WHEREFORE, the undersigned has affixed his/her signature and the Corporate Seal of the Corporation, this (date) day of (month) 20__.

(Typed name of Corporation’s Secretary)

SIGNATURE OF SECRETARY

(Corporate Seal)

PRIOR RESOLUTION FOR CORPORATIONS/PROFESSIONAL CORPORATIONS

(TO BE TYPED ON CORPORATION LETTERHEAD)

I (name of Corporation’s Secretary), Secretary of (legal name of Corporation) a Corporation duly organized and operating under the laws of (State) and qualified and authorized to do business in the State of Connecticut, DO HEREBY CERTIFY that the following is a true, correct and accurate copy of a Resolution duly adopted at a meeting of the Board of Directors of such Corporation, duly convened and held on (Date of Meeting), at which meeting a duly constituted quorum of the Board of Directors was present and voted in favor of such Resolution.

RESOLVED: That the following Officers of this Corporation, or any one of them individually:

(Name and title of Officer or Officers) are empowered to (recite resolution authorizing submission of bid or execution of contract).

I further CERTIFY that such Resolution has not been modified, rescinded or revoked since the date on which it was enacted, and it is at present in full force and effect.

IN WITNESS WHEREFORE, the undersigned has affixed his/her signature and the Corporate Seal of the Corporation, this (date) day of (month) 20__.

(Typed name of Corporation’s Secretary)

SIGNATURE OF SECRETARY

(Corporate Seal)

RESOLUTION FOR LIMITED LIABILITY COMPANIES

(TO BE TYPED ON COMPANY LETTERHEAD)

The undersigned, comprising all Members of (legal name of LLC), a Limited Liability Company duly organized and operating under the laws of (State) and qualified and authorized to do business in the State of Connecticut, DO HEREBY CERTIFY that the following is a true, correct and accurate copy of a Resolution duly adopted at a meeting of the Members, duly convened and held on (Date of Meeting), at which meeting a duly constituted quorum of the voting Members was present and voted in favor of such Resolution. We further CERTIFY that such Resolution has not been modified, rescinded or revoked since the date on which it was enacted, and it is at present in full force and effect:

RESOLVED: That the following Members of this Limited Liability Company, or any one of them:

(Name and title of Members) are empowered to execute and deliver, in the name of and on behalf of this Limited Liability Company, contracts, bids and other documents to the Town of Plainfield, State of Connecticut, and are further authorized to bind the Limited Liability Company to such contracts, bids and other documents.

IN WITNESS WHEREFORE, the undersigned have executed this resolution, this (date) day of (month) 20__.

(Typed Member Name)

RESOLUTION FOR LIMITED LIABILITY COMPANIES BY MANAGING PARTNER

I (name of Managing Member), Managing Member of (legal name of LLC), a Limited Liability Company duly organized and operating under the laws of (State) and qualified and authorized to do business in the State of Connecticut, DO HEREBY CERTIFY that the following is a true, correct and accurate copy of a Resolution duly adopted at a meeting of the Members, duly convened and held on (Date of Meeting), at which meeting a duly constituted quorum of the voting Members was present and voted in favor of such Resolution. I further CERTIFY that such Resolution has not been modified, rescinded or revoked since the date on which it was enacted, and it is at present in full force and effect:

RESOLVED: That the following Members of this Limited Liability Company, or any one of them:

(Name and title of Members) are empowered to execute and deliver, in the name of and on behalf of this Limited Liability Company, contracts, bids and other documents to the Town of Plainfield, State of Connecticut, and are further authorized to bind the Limited Liability Company to such contracts, bids and other documents.

IN WITNESS WHEREFORE, the undersigned has affixed his/her signature, this (date) day of

(Typed name of Managing Partner)

SIGNATURE OF MANAGING PARTNER

RESOLUTION FOR PARTNERSHIPS

The undersigned, comprising all (partners/general partners) of (legal name of partnership), a (partnership/Limited Partnership/Limited Liability Partnership) duly organized and operating under the laws of (State) and qualified and authorized to do business in the State of Connecticut, DO HEREBY CERTIFY that the following is a true, correct and accurate copy of a Resolution duly adopted at a meeting of the voting (partners/general partners), duly convened and held on (Date of Meeting), at which meeting a duly constituted quorum of the voting partners was present and voted in favor of such Resolution. We further CERTIFY that such Resolution has not been modified, rescinded or revoked since the date on which it was enacted, and it is at present in full force and effect:

RESOLVED: That the following (partners/general partners) of this Limited Liability Company, or any one of them:

(Name and title of partners/general partners) are empowered to execute and deliver, in the name of and on behalf of this (partnership/Limited Partnership/Limited Liability Partnership), contracts, bids and other documents to the Town of Plainfield, State of Connecticut, and are further authorized to bind the (partnership/Limited Partnership/Limited Liability Partnership) to such contracts, bids and other documents.

IN WITNESS WHEREFORE, the undersigned have executed this resolution, this (date) day of

(Typed partner/general partner Name)

APPENDIX B – CHRO CONTRACT COMPLIANCE CHECKLIST

REV20240311

State of Connecticut

COMMISSION ON HUMAN RIGHTS AND OPPORTUNITIES

Contract Compliance Unit – 450 Columbus Blvd., Suite 2, Hartford, CT 06103

Promoting Equality and Justice for all People

CHRO CONTRACT COMPLIANCE CHECKLIST FOR MUNICIPALITIES

1. ☐ Determine whether the project involves the “construction, rehabilitation, conversion, extension, demolition or repair of a public building, highway or other changes or improvements in real property.” Conn. Gen. Stat. § 4a-60g(a)(14).

a. ☐ If it is unclear whether the definition in Step 1 applies to the project, contact the

CHRO via email. Include an explanation of the project and copies of any relevant materials.

2. ☐ Determine whether the project will be “financed in whole or in part by the state, including, but not limited to, matching expenditures, grants, loans, insurance or guarantees.” Conn.

Gen. Stat. § 4a-60g(a)(14).

3. ☐ Determine whether the municipality will be passing through the funds to another entity.

a. ☐ If so, contact the CHRO via email.

4. ☐ Determine the project delivery system.

a. ☐ If design-bid-build (DBB) with one prime contractor, continue to Step 5.

b. ☐ If construction management at risk (CMR), construction management as advisor/agent (CMa), or other, please contact the CHRO via email, then continue to Step 5. No response is needed from the CHRO.

5. ☐ Determine whether the project will be selecting a contractor off a contract awarded by the

Connecticut Department of Administrative Services. If so, proceed to Step 12.

6. ☐ Determine whether the project is eligible for the CHRO’s Street Paving Limited

Exemption. If the project is eligible and the limited exemption desired, email the CHRO the completed limited exemption request form.

7. ☐ Include the CHRO language in the procurement materials.

a. ☐ Include the language in the bid notice/legal notice/etc.

b. ☐ Include the language in the project manual’s front-end materials.

c. ☐ Use the single-sentence version for any printed advertisements.

8. ☐ “[A]ggressively solicit the participation of legitimate minority business enterprises as bidders, contractors, subcontractors and suppliers of materials.” Regs., Conn. State

Agencies § 46a-68j-30(9).

9. ☐ Require that bid submissions include a fully completed Notification to Bidders/Contract

Compliance Monitoring Report. (Note: this form is not a substitute for the contractor’s Set-

Aside Plan or Affirmative Action Plan.)

COMMISSION ON HUMAN RIGHTS AND OPPORTUNITIES

10. ☐ Screen bids.

a. ☐ Verify that the bidder has fully completed the Notification to Bidders/Contract

Compliance Monitoring Report (including Section III).

b. ☐ “[C]onsider, as bearing upon the responsibility and qualification of a bidder to meet its contract compliance requirements, the following factors:

(A) the bidder’s success in implementing an affirmative action plan; […]

(C) the bidder’s promise to develop and implement a successful affirmative action plan;

(D) the bidder’s submission of EEO-1 data indicating that the composition of its work force is at or near parity when compared to the racial and sexual composition of the work force in the relevant labor market area;

and

(E) the bidder’s promise to set aside a portion of the contract for legitimate minority business enterprises.” Regs., Conn. State Agencies § 46a-68j-

30 (10).

c. ☐ Check whether the bidder has been debarred.

11. ☐ Include the required Non-Discrimination and Affirmative Action Provisions in the contract to be executed.

12. ☐ Select bidder.

13. ☐ Be aware that a “[i]n lieu of a performance, bid, labor and materials or other required bond, a contractor or subcontractor awarded a contract […] may provide a letter of credit. Any such letter of credit shall be in an amount equal to ten per cent of the contract for any contract that is less than one hundred thousand dollars and in an amount equal to twenty-five per cent of the contract for any contract that exceeds one hundred thousand dollars.”

Conn. Gen. Stat. § 4a-60g(i).

14. [If the State funding is $1,000,000 or more]

a. ☐ Email the selected contractor an Intent to Award Contract letter.

b. ☐ Email CHRO.AwardNotification@ct.gov a copy of the Intent to Award Contract, as well as a completed Request to Execute Contract, which should be on municipal letterhead.

i. ☐ [If notification was sent in Step 4.b.] In the body of the email, also confirm that an alternative project delivery system is being used. Attach a copy of the email that was sent in Step 4.b.

c. ☐ Receive a reply authorizing execution of the contract.

15. ☐ Execute the contract.

COMMISSION ON HUMAN RIGHTS AND OPPORTUNITIES

16. ☐ [If the State funding is $50,000–$999,999.99] Within ten days, email the Notification of

Contract Award for Municipalities to CHRO.AwardNotification@ct.gov.

a. ☐ [If notification was sent in Step 4.b.] In the body of the email, confirm that an alternative project delivery system is being used. Attach a copy of the email that was sent in Step 4.b.

17. ☐ [If the State funding is $1,000,000 or more] Retain two per cent of each payment made to the contractor until the contractor’s Affirmative Action Plan (“AAP”) has been approved by the CHRO. The town’s designated representative(s) will be copied on the CHRO’s emailed correspondence with and notifications to the contractor.

18. ☐ Ensure that, within thirty days, the contractor submits its Plan1 to the CHRO.

19. ☐ Retain relevant records and maintain full and adequate support data.

20. ☐ Monitor contract work to ensure full compliance with all federal and state antidiscrimination laws and regulations. Carefully monitor the contractor’s selection of subcontractors and suppliers of materials to ensure compliance. (This obligation to monitor the contractor’s actions shall be a continuing one, and failure to do so shall be deemed a failure to cooperate with the CHRO.)

21. ☐ Prior to closing the project, ensure that the contractor’s Plan has been approved by the

CHRO.

1 State funding of $50,000–$999,999.99 → Set-Aside Plan

State funding of $1,000,000 or more → Affirmative Action Plan

COMMISSION ON HUMAN RIGHTS AND OPPORTUNITIES

Step Date Completed N/A Notes

1. a. ☐

3 ☐

3. a. ☐

4.

4. a. ☐

4. b. ☐

7. a.

7. b.

7. c.

10. a.

10. b.

10. c.

14. a. ☐

14. b. ☐

14. b. i. ☐

14. c. ☐

16 ☐

16. a. ☐

17 ☐

APPENDIX C – BID FORM

BID FORM

DESIGN SERVICES:

a. Preliminary Review/ Field Investigation of Existing Conditions (Includes survey, wetland delineation, geotechnical investigation, etc.) (L.S.) $

b. Design Services, 30% (Includes initial concept, proposed design with rough cost estimate, etc.). (L.S.) $

c. Design Services, 60% (Includes more detailed design plans, detailed cost esimate, etc.) (L.S.) $

d. Design Services, 90% (Includes fully designed plans/design ready for permitting submittals, permitting, etc.) (L.S.) $

e. Design Services, 100% (Includes permitted/finalized designs, final cost estimate, etc.) (L.S.) $

BASE BID TOTAL: $

CONSTRUCTION SERVICES:

(Includes construction bid assistance/bid documents, construction administration, construction inspection, review of shop drawings, etc.)

*Construction services shall be based on hourly rates, on an as needed basis, per direction from Town staff.

Position Hourly Rate ($/Hr.)

L.S. – Lump Sum

$/Hr. - Hourly Rate

*Please note that the examples included with each line item are generally listed as benchmark tasks/items and other tasks, not listed, may be required.