Development of Natural Resources and Open Space Inventory

I.
LEGAL NOTICE TOWN OF MADISON
REQUEST FOR QUALIFICATIONS (RFQ)
CONSULTING SERVICES FOR THE DEVELOPMENT OF A NATURAL
RESOURCES AND OPEN SPACE INVENTORY
The Town of Madison (Town) is hereby requesting Statements of Qualifications for services of professional
planning consultants/firms to assist in the preparation of the Town's Natural Resources and Open Space
Inventory (NRI). Respondents are required to submit five (5) copies and one flash drive of a sealed Statement
of Qualifications by no later than 11:00 a.m. local time on October 23, 2026 at the Office of the First
Selectman located at the Town Hall, 8 Campus Drive, Madison, Connecticut 06443. Sealed Statements of
Qualifications must be clearly marked "CONSULTING SERVICES FOR NATURAL RESOURCES AND
OPEN SPACE INVENTORY (NRI)". Statements of Qualifications received after that date and time will be
rejected.
RFQ specifications may be obtained at the Office of the First Selectman or may be accessed from the Town's
website at https://www.madisonct.org/ and the Connecticut Department of Administrative Services
procurement website. Questions regarding this RFQ must be directed, in writing only, to Erin Mannix, Town
Planner, Town Offices Building, 8 Campus Drive, Madison, Connecticut 06443, Email:
mannixe@madisonct.org.
The Town of Madison reserves the right to reject any or all Statements of Qualifications or waive
defects in same, if it deems such to be in the best interest of the Town of Madison. Any contract
resulting from this RFQ is contingent on authorization of funds by the Town of Madison. If funds are
restricted, withdrawn, or deemed insufficient, the Town reserves the right to terminate this process.
The Town of Madison is an affirmative action, equal opportunity employer.
Dated at Madison, Connecticut
This 28th day of September 2026
Peggy Lyons, First Selectman
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II. SCOPE OF WORK
The Town of Madison is seeking the services of qualified professional consultants/firms to assist in the
preparation of a Natural Resources and Open Space Inventory (NRI). This is the first inventory to be prepared
for the Town. Consultants/firms shall demonstrate experience and expertise in preparing natural resource
inventories in Connecticut with relevancy in data collection and fieldwork, mapping and websites, and public
engagement.
Madison is a residential community located along the Long Island Sound shoreline often lauded for amenities
such as its quaint downtown, parks and beaches, open space, and abundant historical resources. This Inventory
is an opportunity to create a guidance document which can become the framework for conservation goals and
priorities in our community and justification for future actions, in terms of policies and projects initiated by the
Town. It is envisioned that the final deliverables will include a written narrative and interactive mapping
elements.
This Inventory should prioritize identification of the Town's natural, historic, and cultural attributes. All Open
Space should be classified by function.
A review of the adopted 2024-2034 Plan of Conservation and Development and other completed and ongoing
plans undertaken by various Town agencies including the 2016 Coastal Resilience Plan and Community
Resilience Plan; South Central Regional Multi-Jurisdictional Hazard Mitigation Plan; historic Town
environmental assessments and management plans; and State and Regional plans to ensure consistency in
recommendations.
The following elements should be considered and included in the Inventory where feasible:
* Climate/weather change, including related state or regional policies
* History of Town settlement and growth patterns
* Soils and Geology of Madison
* Farmlands: historic and current
* Forest Resources: historic and current
* Inventory of public trees: in public parks, town lands and street Right-of-Ways. If a complete inventory
is cost-prohibitive, development of an inventory process and inventory of key locations should be
included.
* Water resources, including aquifer protection areas
* Notable and endangered species
* Wildlife habitats (breeding, migration, overwintering) and known corridors
* Coastal marshes and other critical coastal habitats
* Dark Skies/light pollution (municipal, commercial and residential)
* Open Space: Distribution and classification
* Threats to natural resources including invasive species, development, climate/weather change
* Opportunities for preservation, conservation, and management
* Data visualization tools, including maps, tables, charts
It is anticipated that this community planning process will be inclusive, engaging with a working group
representing various boards and commissions, residents, businesses, and community stakeholders. The Madison
Conservation Commission will work closely with the chosen consultant to identify the scope of the project and
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name representatives for the working group. Meaningful public participation should be a priority and various
strategies shall be implemented throughout the process. Land Use Staff will provide support for this project.
III. TIMELINE OF THE RFQ PROCESS
The following timeline has been tentatively established:
Publish RFQ: September 28, 2026
Statement of Qualifications Due: October 23, 2026 by 11am
Short List of Selected Firms: October 30, 2026
Possible Interviews of Selected Firms: November 9-12, 2026
Selection/Recommendation of Firm: November 16, 2026
All inquiries relative to the conditions and specifications listed herein as well as clarification of any information
contained or referenced in this RFQ must be made to the Town Planner in writing via email
mannixe@madisonct.org on or before October 15, 2026.
IV. SUBMISSION OF STATEMENT OF QUALIFICATIONS
1. Company Information. Provide a brief summary of the company, including the following information:
* Clearly identify personnel who will have a role and lead the Project; including resumes of team
members, noting the specific individuals representing the lead consultant for comparable projects
within the last five (5) years.
* Sub consultants/Subcontractors. Provide details on any services that will not be provided in-house. If
consultants are to be proposed for use in response to this RFQ, please provide names of any and all
consultants. Consultants named in the Statement of Qualifications may not be changed without prior
notice and approval of the substitution by the Town. Provide details on any prior work with the named
consultant(s).
2. Relevant Experience and References. Provide descriptions of comparable projects within the past five
(5) years for which the company has performed similar services along with references and contact name(s) and
information. The description of each project should include pertinent information such as the project type, size,
scope of work performed, project features, and year completed.
3. Approach. Provide a description of a proposed work plan for the Project including a proposed
methodology, process, and approach to the scope of work and a proposed sequence and timetable of the
proposed work plan.
4. Services Expected of the Town. Define the nature and scope of all services to be provided by the Town.
5. Familiarity with Madison. Extent of local knowledge of Madison and/or communities experiencing
similar physical characteristics, development patterns, and environmental issues.
V. CRITERIA FOR AWARD/ METHOD OF SELECTION
A. Criteria. The Respondents will be evaluated on its qualifications by a selection committee selected by
the Town using the following criteria:
* The key personnel to be assigned to the preparation of the NRI and their present workload.
* The firm's qualifications, experiences, and demonstrated familiarity with natural resource
inventories in general and specifically ones of a similar size, scope, and nature.
* The proposed approach, the ability to engage the public in an innovative and inclusive manner,
and how staff and consultants will be organized and utilized throughout the key phases (please
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outline) of the Project.
* Extent of services offered, and depth and extent of overall resources that can be put to use to ensure
the success of this project.
* Presentation quality and readability of previously prepared town inventories.
* Candidate response format and estimated fees. The Town is not bound to select the firm who
proposes the lowest fees. The Town reserves the right to negotiate fees with the selected firm.
B. Method of Selection. The Town intends to enter into a contract with the most responsible Consulting
firm whose proposal is determined to be in the best interest of the Town of Madison.
1. Review of Qualifications. The selection committee will review and evaluate the Statements received
from the Respondents.
2. Schedule Interview. The Town may schedule interviews with some or all respondents. All interviews
are to be conducted by the committee.
3. Recommendation to Board of Selectmen (BOS). Based on review of the Statements of
Qualifications, interviews and other provided supplemental information, the selection committee will
select a firm to recommend to the BOS. If the recommendation is determined to be acceptable, the
BOS will vote to approve the selected firm.
VI. GENERAL TERMS AND CONDITIONS
A. All Respondents will be deemed to have accepted the terms and conditions of this RFQ, including the
following:
1. Acceptance or Rejection by the Town of Madison. The Town of Madison reserves the right to accept
and/or reject any or all Statements of Qualifications submitted for consideration to serve the best interests of
the Town of Madison.
2. Ownership of Documents. All Statements of Qualifications submitted in response to this RFQ are to
be the sole property of the Town of Madison and subject to the provisions of Section 1-200 of the Connecticut
General Statutes (re: Freedom of Information).
3. Ownership of Subsequent Products. Any product, whether acceptable or unacceptable, developed
under a contract awarded as a result of this RFQ is to be the sole property of the Town of Madison unless
stated otherwise in the RFQ or contract.
4. Timing and Sequence. Timing and sequence of events resulting from this RFQ will ultimately be
determined by the Town of Madison.
5. Oral Agreements. The Town of Madison will not be responsible for any alleged oral agreement or
arrangement made by a Respondent with any agency or employee.
6. Amending or Canceling Requests. The Town of Madison reserves the right to amend or cancel this
RFQ prior to the due date and time, if it is in the best interest of the Town of Madison to do so.
7. Rejection for Default or Misrepresentation. The Town of Madison reserves the right to reject the
proposal of any Respondent that is in default of any prior contract or for misrepresentation.
8. Town's Clerical Errors in Awards. The Town of Madison reserves the right to correct inaccurate
awards resulting from its clerical error.
9. Rejection of Statement of Qualifications. Statements of Qualifications are subject to rejection in
whole or in part if they limit or modify any of the terms and conditions and/or specifications of the RFQ.
10. Changes to Statement of Qualifications. No additions or changes to the original Statement of
Qualifications will be allowed after submittal.
11. Contract Requirements. A formal agreement will be entered into with the selected Respondent. The
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contents of the statement submitted by the successful Respondent and the RFQ will become part of any
contract award.
12. Rights reserved to the Town of Madison. The Town of Madison reserves the right to waive technical
defects, irregularities and omissions if, in its judgment, the best interests of the Town of Madison will be
served.
13. Withdrawal of Statement of Qualifications. Negligence on the part of the Respondent in preparing
the Statement of Qualifications confers no right of withdrawal after the time fixed for the acceptance of the
Statement of Qualifications.
14. Assigning, Transferring of Agreement. The successful Respondent is prohibited from assigning,
transferring, conveying, subletting or otherwise disposing of this agreement, its rights, title or interest therein
or its power to execute such agreement by any other person, company, or corporation without the prior consent
and approval in writing by the Town of Madison.
15. Cost of Preparing Statement of Qualifications. The Town of Madison shall not be responsible for
any expenses incurred by the organization in preparing and submitting a Statement of Qualifications and any
related activities. All Statements of Qualifications shall provide a straightforward, concise delineation of the
firm's capabilities to satisfy the requirements of this request. Emphasis should be on completeness and clarity
of content.
16. Indemnification. To the fullest extent permitted by laws and regulations, the Respondent agrees to
indemnify, defend and hold harmless, the Town of Madison and its agents, servant, representatives and
employees from and against any and all claims, liabilities, damages, losses, costs, expenses (including
attorney's fees), judgements, subrogation's, or other damages arising directly or indirectly, in connection with
any injuries, losses, costs, expenses, or damages received or sustained by the Respondent, or his or his agents
or any person, in connection with the work authorized under this RFQ or by reason of any act or omission of
the Respondent.
VII. INSURANCE REQUIREMENTS
A. General Requirements.
The awarded Respondent shall be responsible for maintaining insurance coverage in force for the duration of
the contract of the kinds and amounts listed below, with an insurance company with an AM Best Rating of
A-, VIII or better licensed to write such insurance in the State of Connecticut and acceptable to the Town of
Madison.
The insurer shall provide the Town of Madison with Certificates of Insurance, on a form acceptable to the
Town, signed by an authorized representative of the insurance company prior to the commencement of
performance of this contract describing the coverage and providing that the insurer shall give the Town of
Madison written notice of 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 Respondent's
responsibility under this contract. The Respondent, at the Respondent's own cost and expense, shall procure
and maintain all insurances required and shall include the Town of Madison as additional named insured on
all such insurance. The Certificate of Insurance shall evidence all required insurances, including additional
named insured and waivers of subrogation. The Respondent shall also provide its policy endorsement
indicating the Town of Madison's status as additional named insured.
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B. Specific Requirements.
If selected, the Respondent shall procure and maintain insurance of the types and in the minimum amounts as
set forth herein.
* Commercial General Liability issued by an insurance company licensed to conduct business in the State of
Connecticut in the amount of $1,000,000 combined single limit per occurrence for bodily injury, personal
injury, property damage and completed operations. Total in aggregate $2,000,000.
* Automobile Liability Insurance with $1,000,000 combined single limit per accident for bodily injury and
property damage.
* Umbrella Liability of $1,000,000 per occurrence, following form.
* Workers Compensation Insurance in accordance with Connecticut State Statutes
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VIII. NON-COLLUSIVE/NON-CONFLICT AFFIDAVIT
FOR RFQ: CONSULTING SERVICES FOR NATURAL RESOURCES AND OPEN
SPACE INVENTORY
The undersigned Respondent, having fully informed his/herself regarding the accuracy of the statements made herein
certifies that:
1. The Statement of Qualifications has been submitted without collusion with, and without any agreement,
understanding, or planned common course of action with any other Respondent designed to limit
independent responses or competition.
2. If the undersigned is one of the final firms selected to submit a written proposal, the contents of such
proposal will not be communicated by the Respondent and its employees or agents to any person not an
employee or agent of the Respondent prior to submission to the Town.
3. No selectman, selection committee member or other employee or person whose salary is payable in whole
or in part from the Town, nor any immediate family member thereof, is directly or indirectly interested in
the proposal, or in the supplies, materials, equipment, work or labor to which it relates, or in any profits
thereof.
The undersigned further certifies that this statement is executed for the purpose of inducing the Town of Madison to
consider the Statement of Qualifications submitted herein.
Legal Name of Respondent:
Business Name:
Business Address:
Signature and Title of Person
NOTARY:
State of Connecticut
County of
Subscribed and sworn before me this day of , 20 .
My Commission Expires
Notary Public
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IX. EEO/AFFIRMATIVE ACTION AFFIDAVIT
FOR: RFQ FOR CONSULTING SERVICES FOR NATURAL RESOURCES AND OPEN
SPACE INVENTORY
Concerning Equal Employment Opportunities and/or Affirmative Action Policy
I/we the Respondent, certify to the TOWN OF MADISON that:
1. I/we are in compliance with the equal opportunity clause as set forth in Connecticut state law
Executive Order No. Three.
2. I/we do not maintain segregated facilities.
3. I/we have filed all required employer's information reports.
4. I/we have developed and maintain written affirmative action programs.
5. I/we list job openings with federal and state employment services.
6. I/we attempt to employ and advance in employment qualified handicapped individuals.
7. I/we are in compliance with the Americans with Disabilities Act.
8. I/we (check one)
have an Affirmative Action Program, or
employ 10 people or fewer
Legal Name of Respondent:
Business Name:
Business Address:
`
Signature and Title of Person
NOTARY:
State of Connecticut
County of
Subscribed and sworn before me this day of , 20 .
My Commission Expires
Notary Public
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