REQUEST FOR PROPOSALS MECHANICAL AND ELECTRICAL UPGRADES – CAMPUS WIDE

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REQUEST FOR PROPOSALS - REVISED 9-11-2026
MECHANICAL AND ELECTRICAL UPGRADES - CAMPUS WIDE
The Town of Woodbridge seeks the assistance of a qualified professional
Mechanical and Electrical Engineering firm ("the successful professional") to provide
design services for the replacement and upgrades to the existing MECHANICAL systems
across numerous municipal buildings. The town's building officers will oversee 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.
Each interested professional shall be invited, which is strongly recommended, to
attend a pre-bid meeting on a date to be provided that will include a thorough walk through
the campus buildings in question. Please note no questions will be entertained at that time.
BACKGROUND
The Town of Woodbridge is a small community with a population of approximately
9,824. The Town of Woodbridge's municipal buildings that require this consulting service
comprise the Main Center Building (excluding the current Police Station housed within
this building), Fire Department, Library and Town Hall. Other spaces may be included as
identified during a scheduled site walkthrough.
The Town is seeking Mechanical and Electrical consulting services for a campus-
wide mechanical and electrical equipment replacement project. The scope includes the
design of mechanical equipment and distribution, as well as the necessary electrical power
to support these new systems. The Town aims to standardize equipment brands and system
types across the campus to simplify maintenance and ensure consistent quality. We are
looking for designs that incorporate the latest technology in equipment and controls, as
well as modern strategies for sustainability and energy efficiency. Improving indoor air
quality and humidity control is a high priority given previous challenges in some of our
municipal buildings. Additionally, we are interested in your professional recommendation
regarding the potential benefits of implementing a campus-wide building management
system. Your proposals should include all labor and materials to provide full design
services and support as described in Phases One through Three. The Center Building is
currently underserved with power infrastructure and will require a complete electrical
power upgrade. The center will also require replacement of the existing backup generator.
The successful firm will also be required to closely coordinate with the design of a re-
roofing project that will likely run concurrently with this work.
Included with this RFP are three exhibit documents listing the extent and condition
of all MEP equipment in the campus buildings. Proposers are to use these documents as a

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guide only. It is the town's expectation that respondents will opine independently on what
recommended measures should be taken by the town based on your experience, current
trends and independent survey of the campus buildings.
1) Town of Woodbridge Energy Audits report dated 7-16-2026
2) Scoping Audit Report for Woodbridge Fire Department dated 6-4-2026
3) Woodbridge Fire Department Mechanical Equipment Assessment Report dated
as revised 2-10-2026
OVERVIEW
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 Finance Director; the other 6 do not require a separate fee envelope). The
Building Officers plan to select a design professional based upon their qualifications first,
fees second; however, fees will play a determining role in the final selection of a successful
professional firm. The fees would include fixed costs up to and including Phase Three
(Referendum stage) stated separately for each phase at which time they 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 RFP. This
will be managed separately (by others) from the Engineer's work.
The successful professional will report to the Building Officers and First
Selectman, and/or their designee(s).
It is strongly recommended that all interested Bidders attend the Pre-Bid Meeting
on September 23rd, which will include a walk-through of all buildings on the campus.
These Prebid meetings may be set for multiple optional dates to accommodate the time
required for full study of the campus systems.
Phase One: Preparation of Recommendations / Options
The selected professionals will consult with the Building Officers as necessary to
gather their feedback on proposed recommendations and potential renovation options for
applicable systems.

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A. The successful professional will review existing Town-owned documentation,
including maps and any prior feasibility studies concerning all town buildings.
B. The successful professionals shall work in unison with the Building Officers to
plan, design, and administer construction of the proposed systems.
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 professionals shall also prepare detailed cost estimates for their
recommendations / options from an independent cost estimator that will be
presented with their design package.
E. Please note this project might be performed in multiple phases with some element
of temporary heating, cooling and air controls as required to maintain climate
controls in public spaces. The successful professionals shall work closely with the
Building Officers and recommend how these can be accomplished to minimize
disruption during the construction process.
The successful professional shall then thoroughly review each of these
recommendations and options with the Building Officers as well as any independent cost
estimators the Building Officers may select.
At the end of Phase One, the Building Officers shall be in concurrence with the
recommendations and options presented. The successful professional will then assist the
Building Officers in presenting these to the Board of Selectmen for their review and
concurrence via audio visual and written materials. If necessary, the successful professional
shall revise any of these recommendations and options as directed by the Building Officers
and re-present same.
Phase Two: Design Development / Woodbridge Approvals
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 should 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 MEP work.
C. Attend as many meetings as deemed necessary by the Building Officers to
achieve concurrence with these documents.

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Concurrently during the process of obtaining Town approvals, the successful
professionals shall amend their cost estimate based upon the DD Design documents and
will work closely with the Building Officers to obtain Team concurrence. Once Team
concurrence is achieved, the successful professional will then assist the Building Officers
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 necessary, the
successful professional shall make any revisions considering any comments from the
Boards of Selectmen / Finance as directed by the Building Officers and re-present same if
deemed required.
Phase Three: Public Forum / Referendum
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 or
referendum to approve this project.
As part of this process, the successful professionals shall assist the Building
Officers 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 (floor plans, etc.) as well as a summary of the cost estimate.
Phase Four: Construction Documents
In Phase Four, assuming the Project is approved, the successful professional shall
immediately proceed with Construction Documents ("CD"). These are to include but are
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.).
B. Complete set of CD Drawings. This study may need structural input.
C. Assemble a list of Alternate Prices, together with the Building Officers, 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 Building Officers's
designated cost estimator if requested 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 Building Officers and its designated CM 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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Phase Five: Construction Administration
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 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.
TIMELINE
The Building Officers would like to proceed as expeditiously as possible, with an
aggressive schedule outlined as follows:
A. The Building Officers would like to have a design professional selected and
under contract by November 2026.
B. The Building Officers would like to have the professional's recommendations
/ options completed with the respective estimate for presentation by January
2027.
C. The Building Officers would like to have the recommendations / options
finalized and ready to present to the Board of Selectmen with estimates by the
end of February 2027.
D. The Building Officers would like to present the Design Development
information referenced in Phase Two to the Board of Selectmen by end of
March 2027 (concurrently with obtaining all required Town of Woodbridge
approvals)
E. Special Town Meeting (Phase Three) by April 2027.
F. Preparation of CD's, ready for bidding by June 2027 (Phase Four)
G. Bid and award by mid July 2027.
H. Start construction August 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 ten (10) copies of the RFP Proposals, including an electronic copy of your
RFP Proposal on a portable drive, are due to be submitted no later than 3:00 PM,
10/7/2026, and should be addressed to the attention of Scott Roberts, Administrative
Officer, Town of Woodbridge (note the requirement to provide your Fee Proposals in a
separate sealed envelope in only 2 copies for the Building Officers Chairman and

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Woodbridge Finance Director). Proposals are to be submitted in a sealed envelope clearly
marked "PROPOSAL FOR MEP ENGINEERING SERVICES FOR
INFRASTRUCTURE/SYSTEM UPGRADES TO THE WOODBRIDGE TOWN
MUNICIPAL BUILDINGS" and shall be signed by a Principal of the firm authorized to
bind his / her firm accordingly. The Building Officers and / or Board of Selectmen may
reject all RFP 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 D (Qualifications and
Related Experience), total of two pages, and include all pertinent information
requested.
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 association with. Client references should simply be from
Clients you have performed services for.
This RFP neither commits the Town of Woodbridge to award a Contract nor pay any
costs incurred in the preparation of your respective Proposals to the RFP nor to procure or
contract for any services and / or equipment. Note the Additional Instructions to Bidders
that are included in Exhibit E attached while preparing your Proposals accordingly. You
are to review Exhibit E and include those specific provisions which relate to the scope of
work being provided for this RFP.
RFP 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 Officers determines
it is in the best interest of the Town to accept an RFP 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.

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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
Scott Roberts, Administrative Officer, 11 Meetinghouse Lane, Woodbridge, Connecticut
06525, sroberts@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 9/30/2026. No oral interpretations shall be
made to any Bidder and no oral statement by Town officers, employees or agents shall be
effective in modifying any of the provisions of the RFP Proposal.