Kate Downing Road Open Space Project - Engineering Services

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
ENGINEERING SERVICES -
KATE DOWNING ROAD OPEN SPACE PROJECT
ISSUED BY: Town of Plainfield
8 Community Avenue
Plainfield, CT 06374
CONTACT: Shannon Fagan
Economic Development Director
(860) 230-3003
PROPOSAL DUE: Monday, June 1, 2026, 2 PM
Finance Department
Lisa Madden, Finance Director
(860) 230-3005
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INDEX
INDEX ............................................................................................................................................ 3
INVITATION TO BID .................................................................................................................... 4
STANDARD INSTRUCTIONS FOR BIDDERS .......................................................................... 5
SPECIFICATIONS ........................................................................................................................11
INDEMNIFICATION AND INSURANCE REQUIREMENTS FOR CONSTRUCTION,
PROFESSIONAL, OR LABOR SERVICE BIDS
........................................................................................................................................................11
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INVITATION TO BID
ENGINEERING SERVICES -
KATE DOWNING ROAD OPEN SPACE PROJECT
PLAINFIELD TOWN HALL
8 COMMUNITY AVENUE
PLAINFIELD, CT 06374
The Town of Plainfield invites qualified vendors to submit proposals for professional
engineering services for the development of open space on Kate Downing Road. The total
project budget is $65,000.
This project is funded through the Connecticut Recreational Trails Program (CT DEEP), and all
work must comply with applicable state and program requirements.
Sealed bids must be received in the Finance Office, Plainfield Town Hall, 8 Community
Avenue, Plainfield, CT 06374, by 2 PM, Monday, June 1, 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After opening the bids, no bid can be withdrawn for a period of sixty (60) days.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.
RFP packages, containing submission instructions, specifications and other information are
available in this document.
Please put "RFP ENGINEERING SERVICES - KATE DOWNING ROAD OPEN SPACE
PROJECT" in the subject line of email requests.
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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 2
PM ON JUNE 1, 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,
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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. 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.
13. All bidder questions shall be directed to the Economic Development Director, Shannon
Fagan, at sfagan@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.
14. 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.
15. Alternate proposals will not be considered unless specifically called for in the bid.
16. Prices shall include packing, transportation, and delivery charges F.O.B. to
Plainfield/delivered unless specifically noted otherwise.
17. 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.
18. 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 the invoice not less than fourteen (14) days after satisfactory delivery and/or receipt of
the invoice, whichever is later.
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 in 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. 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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SPECIFICATIONS
1. GENERAL INFORMATION AND BACKGROUND
The Town of Plainfield invites qualified vendors to submit proposals for professional
engineering services for the development of open space on Kate Downing Road. The Town seeks
to advance existing conceptual plans into final, bid-ready construction documents for the
development of recreational open space and trail improvements. Conceptual plans are included
as Appendix A
This phase does not include construction.
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. Existing Conditions Review
a. Review conceptual plans and site data
b. Conduct site visits
2. Design Development
a. Refine conceptual plans
b. Finalize tail alignment and features
3. Construction Documents
a. Prepare bid-ready plans and specifications
b. Include grading, drainage, and details
c. Stamp by licensed PE.
4. Local Land Use Permitting
a. Apply for and complete the permitting process through the Inland Wetlands and
Watercourses Commission for the Basic Wetlands Application and the Planning
and Zoning Commission for a Special Permit. Permitting fees will be waived. The
Commissions may require modifications to the design as part of the permitting
process.
5. Cost Estimate
a. Provide a detailed cost estimate
6. Grant Compliance
a. Align with CT Recreational Trails Program
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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 those proposed for 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 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 of these actions/litigations.
11. Itemized breakdown of costs expected to be associated with the scope of work (labor,
equipment, subcontractor, etc.).
Submission and Deadline
Proposals will be received by the Finance Director at the Plainfield Town Hall, 8 Community
Ave, Plainfield, Connecticut 06374 until Monday, June 1, 2026, at 2 PM, 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
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Plainfield, CT 06374
Proposals shall be marked clearly on the sealed envelope:
"ENGINEERING SERVICES -KATE DOWNING ROAD OPEN SPACE PROJECT"
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 fifty (50)
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
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o Immigration Reform and Control Act of 1986
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 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 ensure full understanding of, and responsiveness to, the
solicitation requirements. Offerors 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 promptly.
Competitiveness of proposed fees and costs.
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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.
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