Comprehensive Assessment of Town of Plainfield Owned Buildings

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TOWN OF PLAINFIELD
8 Community Avenue, Plainfield, CT 06374
Kevin M. Cunningham
FIRST SELECTMAN
(860)-230-3001 FAX (860)-230-3033
TOWN OF PLAINFIELD, CT
INVITATION TO BID
RE: R.F.P. - Comprehensive Assessment of Town of Plainfield Owned Buildings
Proposals will be received at the Plainfield Town Hall, 8 Community Ave,
Plainfield, Connecticut, 06374 until Monday, July 27th, 2026 2PM, at which
time they will be publicly opened and recorded.
The right is reserved to reject any or all bids when such action is deemed to
be in the best interest of the Town of Plainfield, Connecticut

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TOWN OF PLAINFIELD, CT
REQUEST FOR PROPOSALS (RFP)
FOR
COMPREHENSIVE ASSESSMENT
OF Town of Plainfield Owned
Buildings
ISSUED BY: Town of
Plainfield, 8
Community Ave.
Plainfield, CT 06374
CONTACT: Kevin Cunningham
First Selectman
860-230-3001
PROPOSAL DUE: MONDAY, July 27th, 2026, 2 PM
Mandatory Pre-Bid Walkthrough: Monday, July 13, 2026, 10 AM (Please allocate 2 hours for this walkthrough)
ORDER OF WALKTHROUGH LOCATIONS:
1. Early Childhood Center- 651 Norwich Rd, Plainfield, CT (Meeting Location at 10
am)
2. Senior Center and Recreation Center- 482 Norwich Rd, Plainfield, CT
3. Police Department- 210 Norwich Rd, Plainfield, CT
4. Highway Garage, Animal Control, Bus Garage Office- Unity Drive, Moosup, CT
5. WPCA- 26 Black Hill Rd, Central Village, CT

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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 2PM, MONDAY, JULY 27, 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 emailed 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.

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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 First Selectman, Kevin Cunningham via email at
kcunninghamselectman@plainfieldct.org . 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. Cash discounts may be offered by bidder for prompt payment of bills, but such cash
discount will not be taken into consideration in determining the awarded low bidder except
in the case of tie bids and then only provided such discount is based on payment of invoice
not less than fourteen (14) days after satisfactory delivery and/or receipt of invoice,
whichever is later.
20. 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.
21. All bidders shall include a corporate resolution with your 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.
22. 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.

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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 BIDDERS's
obligations under this contract with an insurance company(ies) with an AM Best Rating of A-VII or

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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

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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

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I. GENERAL INFORMATION AND BACKGROUND
The Town of Plainfield is soliciting proposals from consultants experienced in developing
several options in a Comprehensive Facilities Plan that will guide the Town in producing a
dynamic master plan for all major facility improvements, including renovations,
consolidations, repurposing, additions, or new construction, over the next 10 years. The plan
will provide an analysis and appraisal of present and future needs in relation to all facilities.
The facilities included in the plan are:
Police Department- 210 Norwich Rd, Plainfield, CT
Highway Garage, Animal Control, Bus Garage Office- Unity Drive, Moosup, CT
Senior Center and Recreation Center- 482 Norwich Rd, Plainfield, CT
Early Childhood Center- 651 Norwich Rd, Plainfield, CT
WPCA- 26 Black Hill Rd, Central Village, CT
II. 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.
III. SCOPE OF SERVICES
All the above-mentioned facilities in Plainfield should be surveyed to identify deficiencies that
may have an impact on employees, residents, or future growth. A specific survey of each building
should include:
1. The present utilization of facilities, facility capacities; sites, and available space with
special attention to any needed update of building capacities.
2. A five-year plan for capital improvements addressing the highest priorities.
Assessment of Facility Physical Conditions -
An evaluation by inspection by the firm's staff, including architects, engineers, and consultants, in
order to determine the condition of the facilities, including code compliance, deferred maintenance,
potential hazards, and compliance with depreciation/replacement schedules for roofs, heating
systems, ADA issues, and other facility issues. The consultant will provide a plan for the town to use
for the next ten years.
1. An update of each facility's physical condition, including useful life of each building's
components such as, but not limited to the HVAC, plumbing, electrical, roofing, food
service equipment, etc.
2. A floor plan and a site plan of each building.
3. Documentation of Code Violations or recommendations for improvement.
4. ADA accessibility recommendations for improvement.
5. Statement of energy efficiency and recommendations for improvement.
6. Recommended schedule for replacement or repairs (Schedule of priorities).
7. Estimated cost: To be generated for each identified deficiency.
8. Information to be delivered in electronic form, such as Microsoft Excel, so that data can
be sorted and grouped in various ways.

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The successful bidder will develop and provide an annual maintenance plan designed to outline tasks
that need to be performed on an ongoing basis to ensure the long-term soundness of the structure and its
component elements.
Technical Proposal:
1. Identification of the primary contact person at the firm for the proposal.
2. List of people expected to work on the contract, including names, education,
professional licenses, relevant experience and role in the contract (resumes are
acceptable). Subcontractors should be included in this list and identified as such. The
Project Manager should be clearly identified.
3. Proof of insurance.
4. 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 Plainfield
work.
5. 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. An explanation should be
included regarding the hours expected to be provided by the task for each key
individual.
6. List of resources, personnel, data or other assistance that the consultant expects or
requires from the Town in order to complete each task.
7. List of any actions taken by any regulatory agency or litigation involving the firm 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.
Cost Proposal - Should be separated out
1. Costs expected to be associated with the tasks identified in #5 above by per hour staff
costs, expected expenses (materials, travel, etc.) and overhead/profit.
2. An itemized breakdown of any predicted subcontractor costs and expenses.
3. An itemized breakdown of costs and expenses for each facility

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IV. PROPOSALS
Submission and Deadline
Proposals will be received by the Finance Director at the Plainfield Town Hall, 8 Community
Ave, Plainfield, Connecticut 06374 until Monday, July 27, 2026 at 2PM 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. COMPREHENSIVE ASSESSMENT
of Town of Plainfield Owned Buildings
"DO NOT OPEN UNTIL MONDAY, JULY 27, 2026 AT 2PM"
Organization and Content
General Proposal Guidelines
A letter of transmittal along with a statement by the Consultant accepting all the terms and
conditions contained in the RFP must be included.
The letter of transmittal shall include general information on the firm and proposed
subconsultants, the firm brochure, experience, and a resume of key personnel. All references
should be sufficiently detailed to allow the Town to contact prior clients.
Detailed Proposal
Project Understanding: A discussion in whatever detail is necessary to demonstrate an
understanding of the service required.
Experience: A detailed summary of the firms's experience with similar projects.
Staff Plan: An identification of staff who will be assigned to the project, their background
and experience and their areas and levels of responsibility; include resumes of all proposed
project personnel.