L E G A L N O T I C E

REQUEST FOR PROPOSAL

The Town of Brookfield (the Town) invites all interested parties to submit sealed proposals on the following:

Request Name: On-call Owner’s Representative

Request Number: T-27-03

Proposal Due Date: Thursday, August 27th, 2026

Proposal Due Time: 11:00 AM

The full description and specifications of items being requested are stated on the next pages.

Site Walkthrough: No pre-bid meeting is required or scheduled.

Bid Bond: Is not required.

Payment & Performance Bond: Is not required.

Proposal Copies: only one (1) hardcopy proposal is required and one (1) softcopy, either on a USB storage device in the sealed envelope or emailed to the email address below AFTER the opening date and time.

Sealed Proposals must be delivered no later than the date and time stated above, and must be marked and addressed to the following:

Purchasing Manager T-27-03 On-call Owner’s Rep

Town of Brookfield 100 Pocono Road

Brookfield

CT 06804

Tel: 203-775-7323

Email: purchasing@brookfieldct.gov

The Town bears no responsibility for misdirected envelopes that are incompletely labeled. Such misdirected envelopes may be declared late and not considered. Faxed or e-mailed proposals will not be accepted, unless otherwise instructed.

The sealed Proposals will be publicly opened and read aloud at the closing time and date stated above.

It is understood and agreed that should a proposal be accepted, the detailed specifications in this document, including the instructions to Respondents and the general terms and conditions, as well as the submitted proposal shall all automatically by this reference become part of the purchase order, contract, agreement or addendum to any contract agreed upon.

mailto:purchasing@brookfieldct.gov

SPECIFICATIONS

The Town of Brookfield and Brookfield School District (the “Owner”) invite qualified consultants to submit sealed proposals to provide on-call Owner’s Representative/Project Manager services for multiple projects throughout the town.

1. BACKGROUND

The Owner currently has a number of major renovation projects, which are stretching the capacity of the respective departments to their limits. A summary of these projects is listed on pages 4 & 5 of this solicitation.

The management team has identified a need to engage the services of an on-call owner’s rep/project management professional to ensure projects stay on track by properly identifying the needs and specifications, being actively involved in consultant or contractor selection and engagement, providing construction admin, and ensuring professionals, contractors and suppliers are paid in a timely manner.

2. KEY STAKEHOLDERS

The selected consultant will be expected to meet with and liaise between multiple key stakeholders from town and school departments to professionals and contractors engaged to complete the projects.

First Selectman’s Office – the First Selectman oversees all activity in the municipality and is responsible for setting and controlling budgets and costs.

Schools Superintendent Office – while not necessarily directly responsible for operations in the School District, the Superintendent is ultimately accountable for the school buildings and the well being of students and staff.

Office of Business Operations (schools) – the Director of Operations is accountable for district operations and school facilities and controls all related costs.

Municipal Building Committee (MBC) – the MBC is a volunteer committee that acts on behalf of the Owner on major property projects and is responsible for all significant decisions, budget control and approving vendor payments.

School Facilities Department – the Facilities Supervisor is responsible for the maintenance of school buildings and is very familiar with all the systems and issues, and would be a key point of contact for all the school projects.

Town Facilities Department – similarly, the Facilities Supervisor is responsible for the maintenance of all town properties and is very familiar with all the systems and issues.

Parks Department – the Parks & Recreation Director manages a team responsible for maintaining all town owned parks and school grounds, and is a key stakeholder for the playing field improvement initiatives.

Committees and Commissions – there are numerous volunteer committees and commissions that need to be consulted or advised.

Professional Consultants – many projects require specialist input, such as evaluation and design from architects and engineers before construction can begin.

Contractors and Suppliers – the selected consultant will be the point of contact for contractors and suppliers with regard to project plans, property access, deliveries, price changes, invoice payment etc.

Purchasing Department – support Purchasing with vendor recruitment by providing technical specifications, bidding support, vendor selection and contract negotiation.

Finance Department – invoices submitted by professionals, contractors and suppliers must be approved by the appropriate authority, received into the town’s Enterprise Resource Planning system and submitted to the Finance Department for payment.

3. SOPE OF SERVICES

The successful consultant is to advocate for the Owner's interests by bridging the gap between the Owner, architects, and general contractors, and managing project oversight, budgets, schedules, and quality control.

The consultant will be required to plan, manage, and deliver projects in a practical, organized way, whether that is HVAC improvements, athletic field work, flooring replacements, equipment upgrades, or other improvements throughout town and school facilities.

The scope of services to be performed by the selected consultant will include but are not limited to the following:

Stakeholder Management – liaise with key stakeholders to understand their needs and expectation, to identify priorities and create a project charter with defined goals and scope. Keep stakeholders informed with regular updates and consult with them when decisions are required

Project Planning – develop project schedules with step-by-step roadmaps, timelines, milestones, resources and budgets. Create work breakdown structures and assess risks.

Bid Support – draft technical specifications for RFPs and ITBs, attend pre-bid meetings and respond to RFIs.

Review bids/proposals, participate in the selection of professional consultants, contractors and suppliers, conduct contract negotiation and execution.

Project Execution – conduct periodic site walk-throughs to ensure projects are on schedule, proactively manage each phase and task, and troubleshoot any roadblocks. Provide construction administration and/or inspection services as needed. Manage schedules, budgets, quality control and change orders.

Vendor Payment – ensure purchase orders are created, review and coordinate all vendor invoices, obtain payment approval from appropriate stakeholder(s) and deliver invoices to the Finance Department for processing.

Project Closure – conduct final inspection, agree any tasks that need to be completed and facilitate handover to the town or school department. Secure certificates of occupancy and release construction bonds. Sign off project completion and approve payment of final invoice and/or retainage. Review lessons learned with stakeholders.

Grant Management – identify grant opportunities, support the Owner in the grant application process and provide on-going grant management.

Potential Projects – proactively identify potential projects that have not been detected by the Owner and notify the stakeholders.

4. PROJECT SUMMARIES

The following is a list of current or potential projects to provide an example of the type of work involved. Some may be managed by the Town or School District while others would be better managed by a consultant.

High School and Middle School Roof Replacement The two schools have multiple sections of roof in varying states of disrepair in need of urgent replacement. In addition, the replacement program for the Middle School has been brought forward in order to accommodate solar panels.

The town has engaged the services of Silver Petrucelli & Associates for architectural and engineering services on the roofs. A project manager may be required to liaise with SP&A and coordinate the construction phase(s).

High School and Middle School HVAC System Replacement The HVAC systems at both schools are in urgent need of overhaul, improvement or complete replacement.

The town has engaged the services of Silver Petrucelli & Associates for a full evaluation and preliminary designs of both HVAC systems. A project manager may be required to liaise with SP&A and coordinate the next phases of the project.

Temporary Boiler Replacement at High School None of the three boilers at the High School are currently working and a heating solution is urgently needed for the next few winters until the HVAC project above has been implemented.

The town has accepted a proposal from Edgerton to install a temporary boiler in a shipping container and repair one of the three existing boilers for back-up. An owner’s representative may be required to manage this project for the town.

Removal or Abandonment of USTs The High School and the Middle School both have underground storage tanks that must be removed or abandoned in place. The town has gone out to bid for engineering services to evaluate and design the removal or abandonment of the tanks. An owner’s representative may be required to manage this project for the town.

Playground Repair and Resurfacing Playgrounds at the Municipal Campus, the Elementary School and the Middle School are all in need of repair, upgrading or replacement. At least one of the playgrounds requires resurfacing with poor-in-place. A project manager may be required to provide oversight for this project.

High School and Middle School Playing Field Improvements The town has engaged the services of FieldTurf to develop a master plan for the High School playing fields, which involves reorientation of a softball field, resurfacing, drainage, lighting, dugouts, backstops etc.

Meanwhile, the two baseball fields at the Middle School need to be reconditioned.

The Parks & Recreation Director is currently the owner’s representative for these projects, but a project manager may be required for the construction phases.

Middle School Water Supply Sodium Chloride has been detected in the well water at the Middle School. Treatment options have been ruled out, and the town has applied to the State for a DWSRF grant to extend the water main that terminates about half a mile away.

This project may be managed by the Director of Economic Development but could be handled by a consultant project manager.

The following two projects are examples of larger long-term initiatives that will certainly require an owner’s representative.

Repurposing of Decommissioned School Building The old Center School building is 72,000 square feet located on 7 acres of land in the very center of Brookfield.

The school was decommissioned in 2023, and the town has engaged the services of Silver Petrucelli & Associates for architectural services to identify potential uses for the site and building and to develop schematic designs to present to the community.

This project is currently owned and managed by the Community Center Ad-hoc Committee but. The future use and development of the property will be subject to approval by the community, but the project will ultimately require an owner’s representative to manage it through to completion.

Construction of New Police Station The Police Station, built in 1982, is about 13,000 square feet. It is currently operating over capacity and is not compliant with the requirements of the 2022 Connecticut Police Accountability Bill.

A facilities study by Jacunski Humes Architects determined the department requires a building of approximately 24,000 square feet, almost twice the size of the existing building. The Police Building Ad-Hoc Committee has concluded that the most viable option is to construct a new building on the municipal campus.

This project will require an owner’s representative to manage it through to completion.

5. PROPOSAL INSTRUCTIONS

The detailed proposal shall:

1. Provide general background information about the firm, including the firm’s history, present capacity and in-house disciplines.

2. List the firm’s principal owners/partners and key personnel and their backgrounds including résumés, qualifications and relevant project experience of personnel who will be assigned to manage the projects.

3. List any sub-consultant firms that may be engaged, identifying their expertise and experience.

4. Provide details of the firm’s approach to project management, including stakeholder management, project planning, implementation, problem solving, vendor engagement, cost control and close-out.

5. Explain the firm’s capacity to attend site visits and in-person meetings, particularly if located some distance from Brookfield.

6. Indicate the firm’s availability with regard to current workload and the ability to take on this work.

7. Indicate any familiarity and experience with Federal and State grants.

8. Demonstrate familiarity with Federal and Connecticut State laws and regulations, including but not limited to building codes, OSHA, DAS, DOL, DECD, CHRO.

9. Provide a price proposal with the firm’s pricing structure whether that is an hourly rate, a lump sum per project or a percentage of the estimated project cost.

Interviews of short-listed firms shall be scheduled at the Owner’s discretion. While price is always a material factor, a firm’s overall qualifications and ability to perform the work, as requested, will be critical factors. The Owner will award to the firm that is in the best interests of the Owner.

Instructions to Respondents and General Terms and Conditions

The terms Bidders/Proposers, Bids/Proposals, Projects and Specifications may all be used generically and equally between Invitation to Bid (ITB), Requests for Proposals (RFP), Qualifications (RFQ) or Information (RFI). The Town of Brookfield (Town) shall be used generically and equally to include the Brookfield Public School District and the Board of Education.

1. PROPOSAL SUBMISSIONS: Submit proposals to the Purchasing Agent in a sealed envelope plainly marked with the

Project Number to identify this particular proposal no later than the date and time advertised. The town assumes no responsibility for misdirected proposals, either externally or internally, that have incomplete information on the exterior envelope and such misdirected envelopes may, at the Town’s discretion, be declared late and not considered.

The following items, where required, shall be submitted for a proposal to be considered complete:

• Appendix A – Proposal Form

• Appendix B – Respondent Information and References

• Appendix C – Executed Hold Harmless Agreement

• Appendix D – Certificate of Insurance

• Bid Bond, if required

• Supporting documentation of firm’s qualifications, as needed

2. WITHDRAWAL OF PROPOSAL: Respondents may withdraw their proposals at any time prior to the closing date and time. No proposals shall be withdrawn or cancelled for a period of sixty (60) days after the closing date and time. The successful respondent shall not withdraw, cancel or modify their proposal.

3. SPECIFICATIONS: The specifications listed are to be interpreted as meaning the minimum acceptable by the Town.

Respondents are requested to submit quotes on the basis of these specifications. Alternative proposals that provide a broader scope and/or services than requested in these specifications may receive consideration providing such equipment and/or services are clearly noted and explained in writing in the proposal and will be, at the sole discretion of the Town, in the best interest of the Town.

4. QUOTATION LIMITATION: Respondents shall offer only one price for each line item. If an ‘or equivalent’ item is to be proposed, the Respondent is to select the brand and model that meets or exceeds the specified item, and submit their proposal for that item, and include all supporting documentation with the proposal.

5. PROPOSAL OPENING: Proposals shall be opened in public at the stated closing date and time. Respondents may be present at the opening. All submitted materials and documents are subject to the CT FOIA laws, with very limited exceptions, as listed in section 1-210(b) 24 of FOIA law and regulations. The Town shall comply fully with all lawful FOIA requests, as per the FOIA requirements.

6. PROPOSAL ACCEPTANCE: The Town reserves the right to accept or reject any or all options, bids or proposals; to waive any technicality in any proposal or part thereof, and to accept any proposal deemed to be in the best interest of the Town.

7. PROPOSAL VALIDITY: Proposals may be held by the Town for a period not to exceed sixty (60) days from the opening date and time for the purpose of reviewing the proposals and investigating the qualifications of Respondents prior to the awarding of the contract.

8. BID BOND: if required, must be in the form of a surety bond of a type satisfactory to the Town and must be submitted with the bid proposal.

9. PAYMENT AND PERFORMANCE BOND: if required, the successful Respondent shall, at the time of executing the contract, furnish a corporate bond in the sum equal to the contract amount. The surety bond must be of a type satisfactory to the Town and with a surety company authorized to do business in the State of Connecticut, listed on the most recent IRS circular 570.

10. SALES TAX: The Town of Brookfield is exempt from all State of Connecticut Sales Tax and such tax shall not be included as part of the proposal. The Town will issue a CT Certificate 134 to the successful Respondent.

11. INCURRING COSTS: The Town of Brookfield is not liable for any cost incurred for the preparation of proposals or submission of samples by the firms submitting proposals for the goods or services requested in this RFP/ITB.

12. FAMILIARITY WITH THE WORK: Each Respondent is considered to have examined the work, location, project or specifications to fully acquaint themselves with the exact existing conditions relating to the work and has fully informed themselves as to the effort required and involved, and the difficulties and restrictions in attending to the performance of this work. The submission of a proposal shall be considered as conclusive evidence that the Respondent has made such an examination.

13. CONTRACT DOCUMENTS: All instructions, general conditions and specifications of this request for offers, as well as the submitted proposal, shall be incorporated by reference into any contract or agreement, upon notice of an award.

14. INSURANCE REQUIREMENTS: if any, should be submitted with the proposal. This includes any Hold Harmless requirements as well as Certificates of Insurance for the full amounts specified. Professional Liability insurance may be required for professional firms performing services.

Unauthorized changes to these forms, i.e. adding, striking out and/or changing any words, language or limits without prior written authorization by the Town, may cause the Respondent to be disqualified.

Please note, Certificates of Insurance, if required, MUST name the Town of Brookfield as “Additional Insured”. Failure to do so may mean disqualification of the bid proposal.

15. COMPLIANCE / PERMITS / LICENSES: The Respondent shall be responsible for full compliance with any and all

Federal, State and Local laws, regulations, codes and standards, as applicable, including all OSHA regulations as applicable, for the work and goods or services being provided by the successful Respondent. When and as required, all licenses and permits for complying with said laws, regulations, codes and standards in connection with the performance of the work shall be obtained by the Respondent, at no additional cost to the Town. At the Towns sole discretion, Town permit fees, but not the permit, may be waived.

16. EMERGENCY WORK: if any, the successful Respondent shall file with the Town representative an after-hours telephone number of an authorized person with the firm who may be contacted regarding emergency work at the job site that may be required during non-working hours for reasons of public safety or to protect property from further damage. The person shall be readily available and have full authority to deal with any emergency that may occur to mitigate further issues.

17. DELIVERY/COMPLETION: Inasmuch as this work concerns a needed public improvement or goods or service, the provisions of this proposal relating to the time of delivery, performance and completion of the work are of the essence.

Accordingly, the successful Respondent shall commence work upon receipt of the Purchase Order, unless the Town shall authorize or direct a further delay.

18. INFORMATION OWNERSHIP: The Town shall have unlimited rights to use, disclose or duplicate, for any purpose whatsoever, all information developed, derived, documented or furnished by the Respondent under any contract resulting from this RFP.

In the event of contract award, all data collected and other documentation produced as part of the contract will become the exclusive property of the Town and may not be copied or removed by any employee of the Respondent without written permission of the Town.

19. SUBCONTRACTORS: If requested, Respondents shall file with the Town a complete list of the names and addresses of competent, responsible and qualified subcontractors who are to perform portions of the work. The Town reserves the right to accept or reject any or all subcontractors. Previously approved subcontractors may not be changed without the written approval of the Town. The successful Respondent shall certify on progress payments that subcontractors will be paid at the same percentage for goods or services delivered as part of any progress payments and shall be paid in full within a reasonable time of final payment. Failure to pay subcontractors may be a factor in qualifying for future work.

20. QUALIFICATION OF RESPONDENTS: The Town expressly reserves the right to reject a proposal if records disclose that the Respondent, in the opinion of the Town, has not properly performed previous contracts or has habitually, and without just cause, neglected the payment of bills or has otherwise disregarded obligations to subcontractors, suppliers, State or local codes, or employees.

21. COMPETITION INTENDED – It is the Town’s intent that this RFP permit competition. The Respondent hereby states and certifies that by submitting a signed proposal, that the submitted proposal is genuine and is not a collusive or sham proposal. It shall be the Respondent’s responsibility to advise the Town in writing if any language, requirement, scope, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source.

22. NONDISCRIMINATION IN EMPLOYMENT: The successful Respondent shall agree and warrant that in the performance of this contract they will not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, sex, religion, or national origin in any manner prohibited by Federal, State, County, or Municipal law.

23. MANUFACTURERS SPECIFICATIONS: All work shall be performed to manufacturer’s specifications in such a manner as to fully protect all warranties and guarantees. Where directed by the manufacturer, certified and trained personnel shall be used at the successful Respondent’s expense. Any and all costs resulting from failure to follow manufacturers’ specifications shall be fully born by the successful Respondent, including all consequences such as loss of warranties and guaranties.

24. GUARANTEE: If applicable, the successful Respondent shall unconditionally guarantee for a period of one (1) year, except as specifically noted within these documents, from the date of acceptance, all materials, supplies, equipment, and services; including but not limited to its workmanship, delivery and installation. If within the guarantee period there are any defects or signs of deterioration, the successful Respondent shall repair, adjust or replace the item(s) to the complete satisfaction of the Town. These repairs, adjustments, or replacements are at the sole expense of the successful Respondent and shall be made at such time as is agreeable to the Town.

25. PAYMENT: The Town, after inspection and acceptance of the goods and/or services or workmanship, and in consideration of the faithful performance by the successful Respondent of any and all covenants, promises, and agreements contained herein, agrees to pay the successful Respondent for the full completion of the goods or services specified in this document, within (30) Thirty Days of the receipt of the final invoice. When subcontractors or suppliers are utilized, the successful Respondent for this project may be required to submit a Mechanics Lien Waiver acceptable to the Town, prior to any payment being made.

APPENDIX A – PROPOSAL FORM

T-27-03 On-call Owner’s Representative

The Respondent understands that the Town reserves the right to reject any or all proposals and to waive any informalities in the process.

DESCRIPTION PRICE PROPOSAL

Please provide a schedule of fees on a separate page if necessary – to include Hourly Billing Rates, Reimbursable Expenses, and any other fees or charges that may be applicable.

Additional Terms:

Acknowledgment is hereby made of the following addenda, if any, to the specifications:

Addendum

No. Dated

Addendum No. Dated

Addendum

No. Dated

Addendum No. Dated

SIGNATURE:

PRINT NAME:

TITLE:

FIRM NAME:

ADDRESS:

E-MAIL: TELEPHONE:

APPENDIX B – RESPONDENT INFORMATION

Company Name:

Address:

Contact Name:

E-mail:

Phone: Fax:

Years in Business: Form of Firm: Sole Proprietor ; Partnership ; LLC ; Incorporated circle form of ownership

References – Municipalities Preferred (may separately attach references or other similar information)

Only required if the Respondent has NOT done business with the Town in past three (3) years

1. Client:

Project Address:

Contact Name Telephone

E-Mail:

Contract value / Items:

2. Client:

Project Address:

Contact Name Telephone

E-Mail:

Contract value / Items:

3. Client:

Project Address:

Contact Name Telephone

E-Mail:

Contract value / Items:

APPENDIX C – HOLD HARMLESS AGREEMENT

To be signed, notarized and returned with the proposal

To the fullest extent permitted by law, the undersigned Contractor shall defend, indemnify and Hold Harmless the Town of Brookfield, it’s affiliated entities, and their employees and agents (collectively “the indemnified parties”) , with respect to all losses, damages, fines, penalties, costs and expenses and liabilities, including, but not limited to, costs and expenses of defending against any of the foregoing, arising from any claim, suit or action in which it is alleged or determined that any injury to or death of any person, or damage or destruction to the property of any person caused, in whole or part by : (i) the acts or omissions, whether negligent, willful or otherwise, of Contractor, it’s employees or agents; (ii) the violation of any statute, rule, ordinance or regulation, by Contractor, it’s employees or agents; or (iii) Contractors agents or employees performance of, non-performance of, or failure to properly perform, its obligations and duties under this contract.

The forgoing obligations to defend and indemnify shall apply regardless of any allegation or determination that an Indemnified Party caused or contributed to, or was liable for, in whole or in part, the death, injuries or damages alleged. Contractor hereby acknowledges its assumption of full and complete responsibility and liability for losses, claims, suits, actions, damages, fines, penalties, costs, expenses and liabilities arising from any of the causes listed herein above, even in cases where the contractor’s assumption of such responsibility and liability involves the defense and indemnification of an Indemnified Party from the consequences of its own alleged negligence. Contractor hereby agrees that no condition precedent to its obligations to defend and indemnify stated herein, whether by way of notice or otherwise, exists or shall constitute a defense to such obligations.

IN WITNESS WHEREOF, the parties hereto have set their hand and seal this:

Signed, Authorized Company Representative Date

Printed, Authorized Company Representative

Signed, Sealed and Delivered in the Presence of:

Signed, Notary Public Date

Printed, Notary Public

APPENDIX D – INSURANCE REQUIREMENTS

Each Respondent shall comply with the following Insurance obligations:

The successful Respondent shall at all times carry and maintain at the Respondent’s sole expense, on all operations hereunder, the following insurance:

The Certificate of Insurance for the Limits of Liability stated below should be submitted with your proposal or e-mailed to the Purchasing Department (or receiving Dept) at Town Hall. Respondents may not perform any work until all insurance requirements are met.

• A Comprehensive General Liability Insurance as will protect him, the Town, and any subcontractor performing work covered by this Contract, from claims for damages for personal injury, including accidental or wrongful death, as well as claims for property damages, which may arise from operations under this Contract whether such operations be by himself or by any subcontractor or by anyone directly or indirectly employed by either of them. Liability insurance shall include premises and operations, products, contractual, owners, and contractors protective. The minimum amounts of such insurance shall be as follows:

o Bodily Injury Liability and Property Damage Liability:

$1,000,000 each occurrence.

o The Town shall be named as an Additional Insured This MUST be stated explicitly on the Certificate or you may be Disqualified

• Worker’s Compensation Insurance and Employer’s Liability for all employees, employed at the site and in case any work is sublet, the Contractor shall require the subcontractor similarly to provide Workmen’s Compensation Insurance for all employees of the later unless such employees are covered by the protection afforded by the Contractor.

o Worker’s Compensation and Employer Liability:

Statutory Limits

• Comprehensive Auto Liability Insurance o Bodily Injury Insurance and Property Damage Insurance covering the operation of all Motor

Vehicles owned, hired and/or non-owned by the Contractor, or used by the Contractor in the Prosecution of the work under the Contract, shall be in the minimum of $1,000,000 each occurrence.

• Professional Liability o Evidence of a $2,000,000 policy

All policies relating to this Contract shall be so written so that the Town shall be notified of cancellation or change at least thirty (30) days prior to the effective date for each policy and type of coverage except for nonpayment which shall be ten (10 ) days prior to the cancellation. Renewal certificate covering the renewal of all policies expiring during the life of the Contract shall be filed with the Town not less than ten (10) days before the expiration of such policies. Failure to do so will result in work stoppage and possible contract cancellation.