2026-05 RFQ Combined Final Arch. for Reroofing Multiple Town Buildings

Town of Woodbridge April 23, 2026
Reroofing Project Page 1 of 7
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The Town of Woodbridge seeks the assistance of a qualified professional
Architectural / Engineering firm ("the successful professional") to provide design
services for the reroofing work of multiple Town Buildings located in the center of
Woodbridge, CT. Firms responding must have demonstrated relevant experience similar
to this project.
The form of Contract with the successful professional shall be AIA B141 or
equivalent with specific amendments to be mutually agreed upon. Note that this will
also form the basis of the scope of services and costs to be included within the successful
professional's proposal for this project
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The Town of Woodbridge is a small community with a population of
approximately 9,824. Each interested professional shall be invited, which is strongly
recommended, to attend a pre-bid meeting on Thursday, May 7, 2026 Woodbridge
Town Hall at 10:00 AM, that will include a thorough discussion of this project. Please
note no questions will be entertained at that time.
The following Woodbridge Town Buildings will be part of the scope for this
project :
Woodbridge Town Library (10 Newton Road, Woodbridge)
Woodbridge Center Building (4 Meetinghouse Lane, Woodbridge)
Woodbridge Police Department (4 Meetinghouse Lane, Woodbridge)
Woodbridge Town Hall (11 Meetinghouse Lane, Woodbridge)
Woodbridge Fire Department (100 Center Road, Woodbridge)
Exact scope to be defined at a later date.
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The Town would like to proceed in five phases. Interested professionals shall
submit a detailed Proposal that addresses each phase set forth below with associated fees;
these fees shall be submitted in a separate sealed envelope within the envelope with their
qualifications (only include your proposed fees in the original envelope to be addressed
to the Woodbridge Building Officer and Woodbridge Finance Director ; the other 4 do
not require a separate fee envelope). The Town plans to select a design professional
based upon their qualifications first, fees second; however, fees will play a determining
factor in the final selection of a successful professional firm. The fees would include
fixed costs up to and including Phase Three (Referendum stage, if required) at which

Town of Woodbridge April 23, 2026
Reroofing Project Page 2 of 7
time it would be converted into a percentage thereafter based upon the total project
construction cost ; it is understood that the fixed fees up front would then be included in
the overall percentage to be agreed upon with the successful professional.
There is currently no budget that has been established for this project by the Town
of Woodbridge.
Hazardous materials testing and remediation shall be excluded from this RFQ.
This will be handled separately (by others) from the AE's work.
The successful professional will report to the Woodbridge Building Official and
First Selectman, and/or their designee(s).
It is strongly recommended that all interested Bidders attend the Pre- Bid Meeting
on Thursday, May 7, 2026 in Woodbridge Town Hall at 10:00 AM.
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The successful professional shall meet with the Woodbridge Town Representatives
on an as-needed basis to obtain their input on suggested recommendations and options to
reroofing the various Town Buildings.
A. The successful professional will review existing Town-owned documentation,
including maps for these Buildings and shall especially include an inspection of
all Town Building Roofs scheduled to be reroofed to ensure that all existing
conditions are captured in the bid documents.
B. The successful professional shall work in unison with the Town to plan, design,
and construct and recommend financing for each of the Town Buildings. Work
shall not only include reroofing but also gutters, downspouts, applicable flashings
of chimneys / adjacent materials. For the Fire Department roof, will include new
gutters and downspouts for the existing metal roofing over the Apparatus Bay.
C. The successful professional shall apply best practices for sustainable design
including the use of sustainable and energy efficient products and materials,
LEED Certification (if applicable) and the possible use of "green" energy and
other techniques and seek grant opportunities to fund or offset the additional
potential cost of these initiatives.
D. The successful professional shall also prepare detailed cost estimates for their
recommendations / options from an independent cost estimator that will be
presented with their Drawings.
E. Please note this Project might be performed in multiple phases, to accommodate
various functions of the Town. The successful professional shall work closely

Town of Woodbridge April 23, 2026
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with the Town and recommend how these can be accomplished to minimize
disruption during the reroofing process.
The successful professional shall then thoroughly review each of these
recommendations and options with the Town.
At the end of Phase One, the Town shall be in concurrence with the recommendations
and options presented. The successful professional will then assist the Town's
Representatives in presenting these to the Board of Selectmen for their review and
concurrence via audio visual and written materials. If need be, the successful
professional shall revise any of these recommendations and options as directed by the
Town and re-present same.
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In Phase Two, once the Board of Selectmen has approved the presented
recommendations and options, the successful professional shall proceed to the Design
Development ("DD") phase. This phase shall include but not be limited to the following
criteria :
A. Prepare outline Specifications, which shall include the description of all the
specific materials and / or systems to be incorporated into this project.
B. Prepare DD Drawings, including preliminary Architectural, Structural and
MEP Work as may be required, and more detailed roof plans with sections.
C. Attend as many meetings as deemed necessary by the Town's Representatives
to achieve concurrence on these documents.
The successful professional might be required file a new Application to the Town
Planning & Zoning Commission and formally present same. If need be, the successful
professional shall revise its plans to incorporate any desired revisions requested to
achieve Town Planning & Zoning approval and attend as many meetings as may be
necessary for same.
Concurrently during the process of obtaining Town approvals, the successful
professional shall amend their cost estimate based upon the DD Design documents and
will work closely with the Town to obtain Team concurrence. Once Team concurrence is
achieved, the successful professional will then assist the Town's Representatives in
presenting this information and final DD cost estimate to the Board of Selectmen (as well
as to the Board of Finance if deemed required) for their review and concurrence through
the preparation of audio visual and / or written materials. If need be, the successful
professional shall make any revisions considering any comments from the Boards of
Selectmen / Finance as directed by the Town's Representatives and re-present same if
deemed required.
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Town of Woodbridge April 23, 2026
Reroofing Project Page 4 of 7
In Phase Three, once the Board of Selectmen has authorized Phase Two, it is
anticipated that the Board of Selectmen might call for a Special Town Meeting /
Referendum to approve this project.
As part of this process, the successful professional shall assist the Building
Committee in presenting the proposed project and related costs to the larger Town
community in a public forum prior to the Special Town Meeting date. As needed, the
successful professional shall prepare additional audio-visual and written materials that
clearly articulate the proposed project (roof plans, etc.) as well as a summary of the cost
estimate.
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In Phase Four, assuming the Project is approved, the successful professional shall
immediately proceed with Construction Documents ("CD"). These are to include but not
limited to the following :
A. Complete Project Manual and Specifications (incorporating all required
information from the Town of Woodbridge pertaining to bidding, insurance
requirements, payments, requirements for certified payrolls, etc.). This will
include specifications on the various finishes and equipment required for the
renovations of the Center Building.
B. Complete set of CD Drawings (Architectural as well as any other documents
pertaining to roof - mounted equipment).
C. Assemble a list of Alternate Prices and Allowances, together with the
Town's Representatives, to identify any specific items the Town would
either like to add and / or delete from the project's scope.
D. The successful professional shall work closely with the Town's
Representatives to verify a final cost estimate for the entire project
(including Soft Costs). If deemed required, perform any Value Engineering
revisions that may be necessary to bring this project back down to the
approved budget.
E. Assist the Town to assemble the necessary documents to put this project out
for public bidding as well as analyze the bids when received.
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In Phase Five, once the Contractor Bids have been received and construction is
authorized to proceed, the successful professional shall provide Construction
administration services for the duration of construction (duration TBD) including those
identified in AIA B141 or equivalent but not limited to the following :
A. Attend bi-weekly Owner / Architect / Contractor meetings - take and issue
Minutes of these meetings
B. Minimal of weekly visits to the project site (including each of your respective
Consultants when work relating to their scope is being performed). Issuance

Town of Woodbridge April 23, 2026
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of Site Visit Reports, including progress of work to date, any discrepancies
found during the Site Visit and related photographs taken within five (5) days
of the Site Visit.
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The Town of Woodbridge would like to proceed as expeditiously as possible, with an
aggressive schedule outlined as follows:
A. The Town would like to have a design professional selected and under
Contract by June, 2026
B. The Town would like to have the professional's recommendations / options
completed with the respective estimate for presentation by end of July 2026
C. The Town would like to have the recommendations / options finalized and the
Design Development information referenced in Phase Two to the Board of
Selectmen by end of August 2026, (concurrently with obtaining all required
Town of Woodbridge approvals, if needed)
D. Special Town Meeting (Phase Three) if required by late September 2026
E. Preparation of CD's, ready for bidding by (Phase Four) end of
November 2026
F. Bid and award by middle of January 2027
G. Start construction March 2027 (Phase Five)
We understand this is an aggressive schedule and request that each professional
clearly specify the time required in their judgment to successfully complete each of the
Phases noted.
A total of six (6) copies of the RFQ Proposals, including an electronic copy of your
RFP Proposal on a portable drive, are due to be submitted no later than 3:00 PM,
May 21, 2026, and should be addressed to the attention of Anthony Genovese, Finance
Director, Town of Woodbridge (note the requirement to provide your Fee Proposals in a
separate sealed envelope in only 2 copies for Woodbridge Building Officer and
Woodbridge Finance Director). Proposals are to be submitted in a sealed envelope
clearly marked "PROPOSAL FOR A/E SERVICES FOR REROOFING WORK ON
MULTIPLE WOODBRIDGE TOWN BUILDINGS" and shall be signed by a
Principal of the firm authorized to bind his / her firm accordingly. The Town's
Representatives and / or Board of Selectmen may reject any and all RFQ Proposals, if in
his / her opinion, it is in the best interest of the Town to do so. Equal opportunity
employers are encouraged to submit a proposal.
These Proposals shall include the following information, in addition to your firm's
information and qualifications:
1. You are required to complete the attached Exhibit A (Qualifications and
Related Experience), total of 2 pages, and include all pertinent information so
requested.

Town of Woodbridge April 23, 2026
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2. Provide resumes of the specific individuals of your firms who will be assigned
to work on this project who are noted in the form noted above.
3. Provide the firm names and their respective qualifications of any Consultants
and / or Subcontractors that you plan to retain if selected for this project and
the scope of their services.
4. Professional references should be from organizations your firm is currently
associated with (American Institute of Architects, professional engineering
firms you currently associate with (if not performed internally) and highlight
any special awards and / or recognitions your firm may have received for
projects you have associated with. Client references should simply be from
Clients you have performed architectural services for, specifically for
renovation work similar to the work related to our project.
This RFQ neither commits the Town of Woodbridge to award a Contract nor pay any
costs incurred in the preparation of your respective Proposals to the RFQ nor to procure
or contract for any services and / or equipment. Note the Additional Instructions to
Bidders that are included in Exhibit B attached (total of 9 pages) while preparing your
Proposals accordingly. You are to review Exhibit B and include those specific
provisions which relate to the scope of work being provided for this RFP.
RFQ Proposals may be held by the Town of Woodbridge for a period not to exceed
ninety (90) days from the deadline for submitting said Proposal for the purpose of
reviewing Proposals and investigating qualifications. If the Building Committee
determines it is in the best interest of the Town to accept an RFQ Proposal, such
acceptance is contingent on approval of the Board of Selectmen and appropriation of
adequate funds for performance of the services sought.
The Town of Woodbridge reserves the right to reject any and / or all Proposals and to
waive any informalities if the successful professional fails to execute the Contract within
thirty (30) days following the award once it is presented to them. In this situation, the
Town has the right to award this Contract to another qualified Bidder.
Should you find any omissions, discrepancies or errors in the outline for the services
described above or should you be in doubt as to the meaning of such outline, you should
immediately notify and seek clarification in writing from the Town of Woodbridge, c/o
Anthony Genovese, Finance Director, 11 Meetinghouse Lane, Woodbridge, Connecticut
06525, or agenovese@woodbridgect.gov which may correct, amend or clarify such
outline by a written interpretation and / or Addendum. The Town must receive all
requests for clarifications and / or questions no later than 4:00 P.M. on Thursday, May
14, 2026 (1 week prior to Bid due date). No oral interpretations shall be made to any
Bidder and no oral statement by Town officers, employees or agents shall be effective to
modify any of the provisions of the RFQ Proposal.

EXHIBIT F
QUALIFICATIONS AND RELATED EXPERIENCE
Name of Company:
Location of Business:
CT State License and Registration No.:
Type of Company:
Claims and Suits: (If answer is yes attach details.)
Has your company ever failed to complete any work awarded to it?
Are there any judgments, claims, arbitration proceedings or suits pending or
outstanding against your organization?
On a separate sheet of paper list all the projects your organization has in progress,
percentage complete and scheduled completion.
List professional references:
1)
2)
3)
List client references.
1)
2)
3)
List categories of work that your organization performs with its own employees:
Number of years in business of your organization under its present name:
Average Volume of work over the last three years (in dollars):
Number of Employees:
Workers' Comp. Mod. Number:
Percentage of Work in Connecticut:
Percentage of Work Received through hard bid:

Percentage of Work from repeat customers over last ten years:
Have you designed and / or renovated a Police Station?
Where were they built? ___________________________ ____
When were they built?
What were the years and costs?
Have you designed and / or renovated a municipal building?
Where were they built? ___________________________ ____
When were they built?
What were the years and costs?
Is your firm a registered Set-Aside in the State of Connecticut?
If Yes, what kind?
List Company's Personnel that will be working on this project and estimate percentage of
man-hours devoted to the project. Total should be 100% (Please attach resumes if
appropriate)
1)
2)
3)
4)
5)
6)
List any sub-contractors or professional associates that will assist you in this project.
1)
2)
3)
Thank you for your interest.

EXHIBIT G
INSTRUCTIONS TO BIDDERS
The following instructions and specifications shall be observed by all bidders:
1. PROPOSAL COMPLIANCE
Bids shall be submitted on the enclosed forms. Incomplete forms may be cause for
disqualification of the bid. Bids must be signed by the authorized
representative/officer/agent of the bidder.
The Town of Woodbridge shall be the sole judge as to whether any bid complies with
these specifications, and such a decision shall be final and conclusive. Bidders shall
state any exceptions taken to the bid specifications.
2. BID RETURN ENVELOPE
All bids shall be submitted in sealed, opaque envelopes clearly labeled with the name
of the bidder, his address, and the words "BID DOCUMENTS". Please clearly mark
your envelope with the bid title and opening date to prevent opening of a sealed bid
prior to the opening date. Proposals submitted in unmarked envelopes which are
opened by the Town in its normal course of business will not be accepted. If time
permits, the proposals will be returned to the bidder informing them that the proposal
may be resubmitted in a sealed envelope properly marked as indicated above. The
town will not be held responsible for those bids lost in the mail.
3. BID PROPOSAL/PRICE
Each bid must be submitted on the prescribed form and all blank spaces for bid prices
must be filled in ink or typewritten in both words or figures. Bid prices shall include
all labor, materials and equipment necessary to complete the work in accordance with
the contract documents or these specifications and instructions. All prices must be
NET, F.O.B. to the Town of Woodbridge, 11 Meetinghouse Lane, Woodbridge,
Connecticut unless otherwise indicated. Bidders may quote on any, some or all items.
Negligence on the part of the bidder in preparing a bid confers no right of withdrawal
or modification of a bid after such bid has been opened.
The Town of Woodbridge is exempt from the Connecticut sales tax, Federal excise
taxes, and the provisions of the Federal Robinson-Patman Act.

4. WITHDRAWAL OF BIDS
Bids may be withdrawn personally or in writing by the bidder in time for delivery in
the normal course of business prior to the time fixed for opening. Once bids are
opened the prices shall remain firm for ninety (90) days after the bid opening.
5. RIGHT OF REJECTION
The Request for Proposal/bid does not necessarily contemplate an award based solely
on price. The Board of Selectmen or its designee may reject or accept any and all bids
in whole or in part or may waive any informality in bids received if, in its/his/her
opinion, it is in the best interest of the Town to do so, for whatever reason.
6. METHOD OF AWARD-FACTORS
A. Where more than one item is bid, the Town reserves the right to split the bid
award individually or grouped if it in the Town's best interest to purchase various
vehicles or pieces of equipment bid based on the separate or grouped prices bid on
the specific item(s).
B. The delivery date may be a major factor considered in awarding a contract and
may result in an award to a vendor other than the low bidder.
C. In the event there is a discrepancy between the price written in words and in
figures, the price written in words shall govern.
7. FAMILIARITY WITH LAWS, SITE CONDITIONS AND DOCUMENTS
Each bidder is required to be familiar and comply with the terms and conditions of
the specifications and all other contract documents and with all federal, state, and
local laws, ordinances or regulations which in any manner relate to the furnishing of
the equipment, material or services in accordance with the contract.
The submission of a bid shall be construed as an assurance that the bidder has
examined all the conditions of the bid documents and specifications, and the failure of
the bidder to familiarize himself with conditions related to the specifications shall in
no way relieve any bidder from any obligation in respect to this bid.