WESTBROOK,CT
TOWN OF WESTBROOK
REQUEST FOR PROPOSALS
COMMUNITY CENTER- COMPARATIVE FEASIBILITY STUDY
March 14, 2024

I. INTRODUCTION

The Town of Westbrook invites interested parties to submit Proposals from experienced consulting firms to
conduct a Feasibility Study for a community center. The Feasibility Study will serve as a template and tool for the
Town to determine the citizen's needs, potential locations, amenities, and cost for such a center.

II. BACKGROUND

The Town of Westbrook performed a community center feasibility study 2011 and a town resident survey in
2021. Both identified needs for shared space, meeting rooms, facilities, and programs and the community
center was supported favorably by town residents in the 2021 survey. This information is available at
by clicking here:

2011 Community Center Study -

2021 Community Center Survey -

The Park & Recreation Department serves an active population ranging from children to adults and have outgrown their spaces. There is also a need for more meeting spaces in town.

The feasibility study will provide focus and definition for activities, size, scope, location, and cost for a community

facility. The town has formed and Ad-Hoc Community Center Committee to work with the Consultant and assist

with oversight.

III. SCOPE OF WORK

The Consultant's scope of work for this project will consist of the following tasks and deliverables:

1. Meetings with the Ad-Hoc Community Center Committee and stakeholders. Key stakeholders will be
   interviewed individually or in a group format to provide more detailed information about desired uses
   and amenities.
2. Review and analyze all documentation previously developed regarding a potential community center
   (see link under Background section above).
3. Review and analyze the potential suitable locations identified by the Ad-Hoc Committee, which
   prioritized existing municipal property. Three areas have been identified by the Ad-Hoc Committee,
   Wren Park, the Middle School/ High School property, and the former National Guard Armory, all in
   Westbrook (exact location within each the first two locations is to be determined).
4. Perform a Phase I Environmental Site Assessment (ESA) to evaluate the historical and current use of the
   site, identifying any recognized environmental conditions that may impact foundation design or soil
   remediation. Include an Environmental Impact Report. Regarding the Armory, identify any historical
   significance, preservation requirements, or limitations that may impact the feasibility study.
5. Conduct site reconnaissance, visually reviewing existing terrain, special features, and other existing
   elements as needed.
6. Develop recommendations and outline the scope for services required to assess existing conditions at
   the three locations, encompassing activities such as surveying, topography analysis, geotechnical
   investigation, hazardous materials assessment, wetland evaluation, structural assessment, and MEP
   systems evaluation. Coordinate with and provide oversight of the relevant specialty services to ensure a
   comprehensive assessment, culminating in the creation of an existing conditions report.
7. Assess the feasibility of various septic system designs, considering environmental impact and local
   regulations.
8. Hold two Open Houses and multiple stakeholder interviews. An Open House will be held early in the
   study to gain public input and provide an update on the process. A second Open House will be held later
   in the process to present to the public the key findings of the study and concept drawings. Consultant
   will assist in presenting to the town and stakeholders.
9. The study will also include two variations of the community center, one without and one with the use of
   the community center as a Hurricane Evacuation Center. The second option shall assume the ability of
   the evacuation center to survive an emergency or disaster with continuous operations (at least Category
   1 Hurricane), and shall include but not limited to a kitchen, showers, and emergency generator.
10. Develop a preliminary list of program spaces and areas based on the workshops with community and
    analysis phase. Include in the program the two options for Hurricane Emergency Services. Estimate the
    parking needs, MEP, and other services that may be required for the Community Center.
11. Work with the Ad-Hoc Committee to determine priorities for types of services and activities based upon
    need, commitment, and viability. Submit a cost estimate of the Program for the two potential sites.
12. Work with the Ad-Hoc Committee to determine the most suitable site.
13. For the selected site, determine estimated program scope, size, and cost of a facility based on priorities
    identified for each of the two variations. Prepare a conceptual package for the Community Center,
    including conceptual renderings, plans, sections, and a typical site plan supported by order of magnitude
    costs. This means public presentation materials of three concepts on a physical model of the site. Each of
    the three concepts include a preliminary site plan, parking, rendering, construction timeline, and cost
    estimation. These three presentations bear on the geotechnical, environmental, and impact analysis
    from the initial work.
14. Provide an estimate of the future facility operating costs and determine potential programming that
    could provide income to help support the facility. This includes conducting a potential cash flow analysis
    based on program and facility costs.
15. Determine and provide an estimated timeline for the project (design, documentation, permitting, bid
    process, contracting, construction, etc. broken down at a high level).
16. Workshop with Elected Officials to select preferred plan.

IV. PROPOSAL FORMAT

Submission
To be considered, return three (3) hard copies and one electronic submission of the proposal, to be hand delivered,
in an envelope by 2:00 PM, April 18, 2024 clearly marked:

Attn: Ad-Hoc Community Center Committee
Teresa Mulvey Municipal Building
866 Boston Post Rd, Westbrook, CT 06498

The proposals shall be signed by an authorized official of the firm. The Town of Westbrook reserves the right to
reject all proposals. They will be opened publicly. This RFP is not a contract offer, and no contract will exist
unless and until a written contract is signed by the Town and the successful proposer. All acceptable proposals
submitted must include the following:

1. A cover letter expressing the Consultant's interest in working with the Town of Westbrook, including
   identification of the principal individuals that will provide the requested services, including any sub consultants.
2. A description of the general approach to be taken toward completion of the project, an explanation of any
   variances to the proposed scope of work as outlined in the RFP, and any insights into the project gained as
   a result of developing the proposal and previous experience.
3. A scope of work that includes detailed steps to be taken, including any products or deliverables resulting
   from each task.
4. A brief statement describing why your firm is qualified to undertake the work requested.
5. A proposed schedule that indicates project milestones and overall time for completion.
6. A list of individuals that will be committed to this project, their professional qualifications, and their
   respective roles for the project. The names, qualifications, and roles of any sub-consultants shall be
   included in this list.
7. Demonstration of success on similar projects, including brief project descriptions and contact names and
   addresses for reference.
8. A representative work sample similar to the type of work being requested.
9. A list of a minimum of three references with their contact information.
10. The fee proposal shall include the breakdown by phase, sub consultant fees included, additional services
    outside the base fee, and reimbursable expenses. Fees for and other consultants, typically engaged by the
    owner, shall not be included in the consultant's proposal (e.g. survey, topography, geotech, hazardous
    materials assessment, wetland assessment, and other technical consultants). The consultant shall be
    responsible for the coordination and oversight of these specialty consultants engaged by the client.
    Proposals submitted by Facsimile (FAX) and/or emailed will not be accepted.

Questions
Any questions must be directed to Greg Carlo (Committee Chair) at gscarlo@yahoo.com For security reasons, you must enable JavaScript to view this E-mail address. no later than 4:30
PM, March 29, 2024. The Town will issue a response to questions on or before 4:30 PM, April 5, 2024.

All proposals become the property of the Town upon submission. The expense of preparing and submitting a
proposal is the sole responsibility of the Consultant. The Town reserves the right to reject any or all proposals
received, to negotiate with any qualified source, or to cancel in part or
in its entirety this RFP as is in the best interest of the Town. This solicitation in no way obligates the Town to
award a contract.

Consultant Selection
The Consultant selection will be made by members of the Ad-Hoc Community Center Committee. This
committee will elect to interview Consultants prior to final selection and use cost as a factor in making an award.
The selection committee will review technical proposals based on the following criteria:

1. Qualifications of the firm and the personnel to be assigned to this project. (20 Pts.)
2. Demonstrate overall project understanding and insights into local conditions and potential issues. (20 Pis.)
3. Clarity of the proposal and creativity/thoroughness in addressing the scope of work. (15 Pts.)
4. Submission of a complete proposal with all elements required by the RFP. (10 Pts.)
5. A positive response from references. (10 Pts.)
6. Fee proposal within budget. (25 Pts.)

Presentation
The three highest scoring proposals will be invited to present to the Ad-Hoc Community Center Committee the
week of April 24, 2024. The presentations will be rated on a firm's ability to demonstrate the following:

• To further define the primary features and benefits of their proposal;
• Depth of knowledge of the subject matter of the RFP;
• Methods and resources available to achieve the project goals and objectives;
• Cost effectiveness of the approach;
• The ability to draw together specialists and professionals with the necessary skills and experience to
  contribute to the overall project;
• To demonstrate public presentation skills of the proposers.

These requirements will be updated upon selecting the shortlist. Final selection will be made by the committee
upon completion of presentations by the three firms.

Firms who submit proposals will hear from the Town of Westbrook by April 28, 2024, about whether their
proposal has been selected or not.

V. CONTRACT TIME PERIOD
It is anticipated that the Town of Westbrook will award a contract to the selected Consultant on May 21, 2024.
All work under this contract must be completed by December 15, 2024.

VI. INSURANCE REQUIREMENTS
Based upon the outcome of this process, the final chosen contractor shall procure and maintain insurance
against claims for injuries or losses to persons or property that are alleged to have arisen in connection with
activities of the consultant and any agents, representatives, subcontractors or employees. Insurance companies
must be approved in the State of Connecticut and with a minimum AM Best Rating of "Psubject to approval by the Town of Westbrook. The cost of such insurance, including required endorsements or
amendments, shall be the sole responsibility of the consultant. Full disclosure of any nonstandard exclusion is
required for all required coverage.

It is further agreed that the Contractor shall provide The Town of Westbrook with a thirty (30) day notice of
cancellation, in advance of the retroactive date, and/or non-renewal.

Commercial General Liability {Town of Westbrook added as additional insured):
Each Occurrence: $1,000,000
Personal/Advertising Injury per Occurrence: $1,000,000
General Aggregate: $2,000,000
Product/Completed Operations Aggregate: $2,000,000
Fire Damage Legal Liability $ 100,000

Automobile Liability {Town of Westbrook added as additional insured):
Each Accident: $1,000,000
Hired/Non-owned Auto Liability: $1,000,000

Workers' Compensation/Employers Liability
Statutory Requirement set forth by State of CT
Employers Liability
Each Accident $100,000
Disease-Policy Limit $500,000
Disease-Each employee $100,000
Umbrella/Excess Liability (following form of general liability. auto liability and employer liability:
Each Occurrence: $1,000,000

General Aggregate: $2,000,000

Product/Completed Operations Aggregate: $2,000,000

Investment Consultant/Advisor Errors & Omissions/Professional Liability Insurance
Each Claim: $5,000,000

Annual Aggregate: $5,000,000

Indemnification:
The contractor shall indemnify, defend, and hold harmless the Town, including its officers, agents, directors,
employees, from and against all claims, damages, errors, omissions, losses or expenses, including attorney's fees
of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the
supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury,
sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting
therefrom, and/or (b) is caused in whole or in part by any negligent act or omission of the contractor, any
subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may
be liable, regardless of whether or not they are caused in part by a party indemnified hereunder.

Insurance Certification:
An insurance certificate shall be required to be filed with the Town, certifying coverage and limits of automobile,
bodily injury liability, property damage liability and worker's compensation with the Town to be named as
Additional Insured on the insurance coverage named herein for the claims arising out of the Company's
performance of the contract herein.

A copy of this RFP is available for download here: