Hurlbutt Elementary School Classroom Bathroom Renovation

Weston Board of Education REQUEST FOR PROPOSAL FOR BID # 24-008BOE Hurlbutt Elementary School Replacement of Make Up Air Units and Fans Project 4/19/24 Proposals due: May 16, 2024, 10:00am Mandatory Walk-Thru: April 30, 2024, 3:30pm Business Office Central Office Weston Board of Education 24 School Road Weston, CT. 06883 WESTON BOARD OF EDUCATION INSTRUCTIONS TO BIDDERS 1. INTRODUCTION The Weston Board of Education (the “Board”) is inviting qualified proposers to submit bids for a make up air units and exhaust fan replacement proposal at Weston High School. The services are described in more detail in Section 4 of these Instructions to Bidders (the “Instructions”). This opportunity has been publicly advertised through the Invitation to Bid attached as Exhibit A. The contract will be awarded to the Bidder determined and selected by the Board in the manner described in Section 7 of these Instructions. The Board reserves the right to amend or withdraw this Request for Proposals (RFP) for

any reason, to accept or reject any or all bids, to waive any informalities or non-material deficiencies in any bid submission, to award or not award a contract in connection with this RFP, and to award a contract/purchase order to the bidder as deemed by the BOARD to be in the best interest of the Board. The Weston Board of Education shall be under no obligation to accept the lowest financial bid if it is deemed in the best interest of the school system. The Board may make such investigations as it deems necessary to determine the ability of a Bidder to perform the work. The Bidder shall furnish all information and data for this purpose as the Board may request. The Board reserves the right to reject any bid if evidence submitted by the Bidder or investigation of the Bidder fails to satisfy the Board that the Bidder is properly qualified to carry out the obligations of a contract resulting from this bid. Bidder is also requested to provide an audited statement of the financial conditions of the company. 2. SCHEDULE 2.01 A mandatory walkthrough of the work areas shall take place at 3:30PM on April 30, 2024. Any Bidder that fails to attend the walkthrough will be disqualified and any Bid submitted by such Bidder will be rejected and returned to the Bidder. 2.02 All Requests for Information must be sent to Andrew Galli at andrewgalli@westonps.org Requests for Information and the BOARD’s responses thereto will be posted as addenda on www.westonps.org 2.03 Bids must be submitted no later than 10:00 AM on May 16, 2024 (the “Bid Deadline”) at which time the BOARD will open the bids publically. 2.04 The Board intends to award the Contract soon after May 16th. 3. CONTENTS OF BIDS 3.01 Bids must include the following: - Completed and fully executed Bid Form attached hereto as Exhibit C. The Bid Form must be executed by a duly authorized representative of the Bidder having legal authority to contract on behalf of the Bidder. - The information and documents listed on Exhibit D. - Bid Security in the amount of 5% of the base bid price proposed by the successful Bidder shall be in one of the following forms showing “Weston Public Schools” as payee: certified check, cashier’s check, personal money order, letter of credit or bid bond 3.02 Please note the Selection Process described in Section 7 of these Instructions. 3.03 The Board is tax exempt. The sales or use tax on materials or supplies exempted by regulations of the Connecticut Department of Revenue Services shall not be included as part of a bid price proposed by the Bidder for the Project (the “Bid Price”). 3.04 The term “Bid Documents” shall mean and include these Instructions to Bidders and all exhibits and schedules attached hereto and such other documents and information as may otherwise be incorporated herein by reference. 4. SCOPE OF THE WORK 4.01 The scope of the work for the Project is described on Exhibit B (the “Work”). 5. ADDENDA/INTERPRETATIONS/RFIS/SUBSTITUTIONS 5.01 Interpretations/Requests for Information - Bidders requiring information regarding, clarification or interpretation of the Bid Documents shall make a written request to the Board by email to Andrew Galli at andrewgalli@westonps.org. Responses to such requests shall be provided by the Board by way of Addenda, posted on the Board’s website. 5.02 Substitutions - The materials, products and equipment described in the Bid Documents establish a standard of required function, dimension, appearance and quality to be met by any proposed substitution. - Requests for substitutions shall be made to the Board by email to Andrew Galli at andrewgalli@westonps.org and shall include the name of the material or equipment for which it is to be substituted and a complete description of the proposed substitution including drawings, performance and test data, and other information necessary for an evaluation. A statement setting forth changes in other materials, equipment or other portions of the Work, including changes in the work of other contracts that incorporation of the proposed substitution would require, shall be included. The burden of proof of the merit of the proposed substitution is upon the Bidder. The Board will provide notice of any approved substitutions by way of Addenda. 5.03 Addenda - Addenda will be posted on the Board’s website: www.westonps.org - Interpretations or changes to, or corrections of, the Bid Documents, or substitutions made in any manner other than by way of an Addendum will not be binding, will be of no force and effect and Bidders shall not rely upon them. 6. DELIVERY OF BIDS 6.01 Bids must be delivered by mail in sealed envelopes clearly marked with the name and address of the Bidder and the words “Response to RFP for Bid# 24-008 BOE, Hurlbutt Elementary Make Up Air Units and Exhaust Fan Replacement Proposal” to Business office, Central Office, Weston Board of Education, 24 School Road, Weston, CT. 06883. The Board has no responsibility for any delays caused by the delivery process chosen by the Bidder. 6.02 Bids must contain the items described in Section 3 of these Instructions. 7. SELECTION PROCESS 7.01 Bids will be opened on May 16, 2024 at 10:00am. 7.02 The Board will be responsible for evaluating the bids and for the selection of the Contract awardee. The award shall be made to the bidder whose bid meets the requirements, terms and conditions contained in the bid specifications and is the lowest among those bidders possessing the skill, ability and integrity necessary for faithful performance of the Work based on objective criteria considering past performance and financial responsibility (the “Lowest Responsible Qualified Bidder”) In determining the Lowest Responsible Qualified Bidder, the following criteria will be considered as applicable: - The ability and capacity of the bidder to perform the Work based on an evaluation of the character, integrity, reputation and experience of the bidder. Consideration shall be given to previous work performed by the Bidder for the Board or for other government agencies, including the quality and degree of satisfaction with the work performed. - The financial resources of the Bidder and the Bidder’s ability to secure any required bonds and/or insurance. - Compliance by the Bidder with all applicable federal, state, and local laws, including any licensing requirements. - Delivery or completion time. - Cost - Involvement in litigation. The Board will award the Contract to the Bidder the Board believes to offer the best combination of price and quality. The Board is not required to award the Contract to the Bidder submitting the lowest Bid Price and this selection process may result in the award of the Contract to other than the lowest Bidder if determined by the Board to be in the best interests of the school system. 7.03 Any Bid not including the attendant submissions required hereunder shall be considered unresponsive and may be rejected by the Board. 7.04 The Board also reserves the right to negotiate further with one or more of the firms as to any features of their Bids and to accept modifications and clarifications of the Bid when such action will be in the best interests of the school. 7.05 Bidders whose Bids are deemed unacceptable will be notified promptly. 8. THE CONTRACT 8.01 The Board intends to use, and the successful Bidder will be required to execute and deliver, a contract/purchase order in a form acceptable to the Board. Notwithstanding the foregoing, the Board reserves the right to modify the contract prior to its execution. 9. INSURANCE REQUIREMENTS 9.01 The insurance requirements to be met by the successful Bidder are set forth on Exhibit E to this RFP. 10. FURTHER INFORMATION AND REQUIREMENTS 10.01 NONDISCRIMINATION The BOARD prohibits harassment and discrimination on the basis of race, color, religious creed, age, marital status, military or veteran status, national origin, sex, ancestry, sexual orientation, or past or present physical or mental disability in accordance with Titles VI, VII of the Civil Rights Act of 1964, Title IX of the Education Amendments Act of 1973; Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities Act of 1991; and applicable state laws. As part of its Bid submission each Bidder shall submit the signed Statement of Policy attached hereto as Exhibit F confirming the Bidder’s equal opportunity policies. 10.02 BACKGROUND CHECK REQUIREMENTS AND STUDENT SAFETY The successful Bidder will be required to comply with all applicable laws including, without limitation, the requirements set forth on Exhibit H hereto. 10.05 PROHIBITED INTEREST No member, officer or employee of the Board, or member of a local public agency having jurisdiction within the Board, during his or her tenure or one year thereafter, shall be permitted to share in, have interest in or benefit from, directly or indirectly, any contract or agreement resulting from this RFP. EXHIBITS TO THESE INSTRUCTIONS: Exhibit A: Invitation to Bid Exhibit B: Scope of the Work Exhibit C: Bid Proposal Form Exhibit D: Submission Requirements Exhibit E: Insurance Requirements Exhibit F: Statement of Policy re: Equal Opportunity Exhibit G: Non-collusion Affidavit Exhibit H: Background Check Requirements and Student Safety Exhibit A Invitation to Bid PUBLIC NOTICE INVITATION TO BID WESTON BORARD OF EDUCATION The Weston Board of Education (“Board”) is issuing an Invitation to Bid for Bid# 24-008 BOE, Hurlbutt Elementary School Make Up Air Units and Exhaust Fans Replacement Proposal. The Bid Documents are accessible on the Board’s website at www.westonps.org In the event of a conflict between the Bid Documents and this Notice, the terms of the Bid Documents shall govern. All Addenda will be published on the Board’s website referenced above. Bid Security in the form of a certified check, cashier’s check, personal money order, letter of credit or bid bond in an amount equal to 5% of the base bid shall be required to be submitted by the successful bidder. The Board reserves the right to amend or withdraw this Request for Proposals (RFP) for any reason, to accept or reject any or all bids, to waive any informalities or non-material deficiencies in any bid submission, to award or not award a contract in connection with this RFP, and to award a contract/purchase order to the bidder as deemed by the Board to be in the best interest of the Board. The Board shall be under no obligation to accept the lowest financial bid if it is deemed in the best interest of the school system. The Board may make such investigations as it deems necessary to determine the ability of a Bidder to perform the Work. The Bidder shall furnish all information and data for this purpose as the Board may request. The Board reserves the right to reject any bid if evidence submitted by the Bidder or investigation of the Bidder fails to satisfy the Board that the Bidder is properly qualified to carry out the obligations of a contract resulting from this bid. Bidder is also requested to provide an audited statement of the financial conditions of the company. Bids should be delivered in a sealed envelope in the manner and clearly marked as described in the Bid Documents. All bids must be received by 10:00am on May 16, 2024. The Bid Documents contain a detailed scope of work and important deadlines and other bidding requirements. Exhibit B Scope The intent of this invitation is to secure a contractor to replace make up air units and exhaust fans for classrooms, hallways and cafeterias in Hurlbutt Elementary School. There are a total of four fans. The project includes demo and installation of new fans, to include new motor starters and/or VFDs. Conditions - Removal and disposal of all the old materials is the responsibility of the bidder. - Installation of all materials shall be according to manufacturer’s specifications. - Installer agrees to carry a one year work warranty on installation and workmanship of product. - A general clean-up will be performed by the contractor each day to leave work areas neat and safe. Exhibit C Bid Proposal Form Weston Board of Education Project: Bid# 24-008 BOE The undersigned hereby proposes and agrees to fully perform the Work for the Project including, without limitation the Base Bid Items (defined below) within the time stated in the Instructions to Bidders and in accordance with the Bid Documents for the Base Bid amount set forth below. Base Bid Items include: All labor, materials, services, and equipment necessary for completion of the Work for the Project as described in Bid Documents and the Instructions to Bidders and all other components of the Work described in the Bid Documents. Base Bid Amount Cost: _______________ Names of Subcontractors to be utilized on the Project, if any: ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ By its signature below, the undersigned hereby: 1. Agrees and warrants that if selected as contract awardee for the Work, undersigned shall, within 7 days, Saturdays, Sundays and legal holidays excluded, after presentation thereof by the Board, execute a contract in accordance with the terms of this general bid and the Instructions to Bidders; 2. Represents that the undersigned has read and understood the Bid Documents, INCLUDING ALL EXHIBITS, which are Exhibit A through Exhibit H, and the Addenda set forth above; 3. Certifies that, as _______________(Title/Capacity) of the Bidder, all of the information and material included in Bidder’s bid submission is complete, accurate, and true; and 4. Understands the terms and conditions of the Bid Documents, and understands that, if any information submitted by or on behalf of the Bidder is found to be incomplete, inaccurate, or false, or if any attempt to mislead the Board is discovered, either during the evaluation or subsequent to any award, the same me may result in the disqualification of the Bidder and/or the immediate termination of the Contract. Signature ________________________ Date __________________________ Name ____________________________ Title ___________________________ Signed this ____ day of _____________, 2023 by: ______________________________________ Print Name: _______________________, Title_________________ Exhibit D Submission Contents Bids should include the following information and documents organized and presented as provided and in the form listed below: 1. Bidder Identity and Contact Information: Provide basic information regarding the identity and contact information of the Bidder. [Use Exhibit D-1] 2. Bidder’s History and General Qualifications: Provide a general statement of the Bidder’s history and qualifications for the Project. [Use Exhibit D-2] 3. References: Provide references and the other information for at least three projects the Bidder has completed or is currently working on for educational institutions (preferably located in Connecticut) which projects are similar in character and scope to the Project. [Use Exhibit D-3] By submission of a proposal in response to the RFP, each Bidder authorizes the Board to contact the Bidder’s disclosed references regarding the services performed by the Bidder in each case. 4. Litigation: Descriptions of all pending and threatened litigation or arbitration in which the Bidder is named as a party as well as any judgments entered against the Bidder during the last five years. [Use Exhibit D-5] 5. Along with the information to be provided above, the Bidder shall submit the following: ● Fully completed Bid Proposal Form [Use Exhibit A] ● Completed and Executed Non-Collusion Affidavit [Use Exhibit G] ● If applicable, a list of the names and addresses of proposed subcontractors that will perform any part of the Work for the Project on behalf of the Bidder. The Board reserves the right to reject any or all proposed subcontractors. The Board hereby reserves the right to allow a Bidder whose subcontractor or subcontractors are rejected hereunder, to re-submit a Bid with subcontractors acceptable to the Board. Exhibit D-1 BIDDER IDENTITY Bidder to provide the following: Name and Address of Bidder:_______________________________________ Designated Representative: - Name: _______________________________________ - Phone Number: ________________________________ - Email address: _________________________________ Exhibit D-2 HISTORY AND QUALIFICATIONS Bidder provide the following: • A brief history of the firm • Qualifications • Staff proposed for the Work • A list of similar work for which the company has provided in the last five years Exhibit D-3 REFERENCE CHECK Please provide three (3) references: 1. ___________________________________________ Name ___________________________________________ Contact Person ___________________________________________ Telephone Number ___________________________________________ Period of Contract ___________________________________________ Type of Services Provided to Reference 2. ___________________________________________ Name ___________________________________________ Contact Person ___________________________________________ Telephone Number ___________________________________________ Period of Contract ___________________________________________ Type of Services Provided to Reference 3. ___________________________________________ Name ___________________________________________ Contact Person ___________________________________________ Telephone Number ___________________________________________ Period of Contract ___________________________________________ Type of Services Provided to Reference Exhibit D-4 PENDING OR THREATENED LITIGATION For cases pending, please provide the following information for each matter: 1. Parties (suing or being sued) 2. Docket Number and Court 3. Brief Description and Status JUDGMENTS Please provide the following information for each matter: 1. Parties (suing or being sued) 2. Docket Number and Court 3. Brief Description and Amount of Judgment (Attach additional sheets, if necessary.) Exhibit E Insurance Requirements The successful Bidder (referred to as the “Contractor/ “Vendor” on this Exhibit E) shall purchase from and maintain in a company or companies with an A.M. Best rating of A- (VII) or better, the insurance described below: 1. Workers’ Compensation. The contractor shall provide workers compensation insurance required by law with employers liability limits for at least the amounts of liability for bodily injury by accident of $ 500,000 each accident and bodily injury by disease of $500,000 including a waiver of subrogation. 2. Commercial General Liability Insurance. The contractor shall provide commercial general liability insurance policy with an edition date of 1986 or later including products and completed operations. Limits should be at least: Bodily injury & property damage with an occurrence limit of $1,000,000: Personal & advertising injury limit of $1,000,000 per occurrence: General aggregate limit of $2,000,000 (other than products and completed operations): Products and completed operations aggregate limit of $2,000,000. • The policy shall name the Town of Weston and the Weston Board of Education as an additional insured and include ISO Form CG 2010 (07/04) and CG 2037 (07/04). • Such coverage will be provided on an occurrence basis and will be primary and shall not contribute in any way to any insurance or self-insured retention carried by the Town. • The policy shall contain a waiver of liability in favor of the Town. • Such coverage shall contain a broad form contractual liability endorsement or wording within the policy form. • A per project aggregate limit of liability endorsement shall apply for any construction contract. • Deductible and self-insured retentions shall be declared and are subject to the approval of the Town. 3. Commercial Automobile Insurance. The contractor shall provide commercial automobile insurance for any owned autos (symbol 1 or equivalent) in the amount of $1,000,000 each accident covering bodily injury and property damage on a combined single limit basis. Such coverage shall also include hired and non-owned automobile coverage. 4. Umbrella Liability Insurance. The contractor shall provide an umbrella liability policy in excess (without restriction or limitation) of those limits described in items (A) through (C). Such policy shall contain limits of liability in the amount of $5,000,000 each occurrence and $5,000,000 in the aggregate. Unless otherwise provided above, the foregoing insurance shall be in effect no later than the date of execution of the Contract and shall continue in effect until three years after substantial completion of the Project. The insurer(s) and/or their authorized agents shall provide the Board certificates of insurance prior to execution of the Contract. The insurer shall give 30 days notice of cancellation or non-renewal. Exhibit F EQUAL OPPORTUNITY Regional School District No. 12 is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, sex (including transgender status, gender identity or expression, sexual orientation, or civil union status), pregnancy (including childbirth, lactation and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws. STATEMENT OF POLICY It is the employment policy of _____________________________[Name of Bidder] that there shall be no discrimination against anyone on the grounds of age, race, color, national origin, ancestry, religion, sex (including transgender status, gender identity or expression, sexual orientation, or civil union status), pregnancy (including childbirth, lactation and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws in the hiring, upgrading, demotions, recruitment, termination and selections for training. Name of Bidder:__________________________ By: Date: Name: Title: Telephone Number Street Address Email City/State Exhibit G STATEMENT ON NON-COLLUSION AND OTHER PRACTICES The undersigned hereby declares to the Weston Board of Education (“Board”) that: 1. This Bid Submission is made without any connection with any other person or entity making any proposal for the same services, that it has been prepared and submitted in good faith, that it is in all respects fair and without collusion or fraud and that no person acting for or employed by the Board is directly or indirectly interested in the proposal or in the services to which it relates, or in any portion of the profits therefrom. 2. Bidder hereby declares that the only persons participating in the Bid as Principals are named in its Bid Submission and that no person other than those mentioned in its Bid Submission has any participation in the Bid or in any contract to be entered into with respect thereto. Additional persons may subsequently be included as participating Principals, but only if acceptable to the Board. 3. The Bidder’s Bid Submission is genuine and is not made in the interest of or on behalf of any undisclosed individual or entity and is not submitted in conformity with any collusive agreement or rules of any group, association, organization, or corporation. 4. Bidder has disclosed to the Board, in writing, any and all Principal(s) of Bidder who are members or employees of the Board, or the immediate relative of Board members or employees. For purposes of the above, “immediate relative” means a spouse, parent, stepparent, brother, sister, child, stepchild, direct-line aunt or uncle, grandparent, grandchild, and in-laws by reason of relation. 5. Bidder has not directly or indirectly induced or solicited any other prospective bidders to submit a false or sham Bid. 6. Bidder has not solicited or induced any individual or entity to refrain from submitting a Bid. 7. Bidder has not engaged in corrupt, fraudulent, collusive, or coercive practices in competing for the Contract. For the purposes of this paragraph: A. “corrupt practice” means the offering, giving, receiving, or soliciting of anything of value likely to influence the action of the procurement process, except as otherwise disclosed to the Board in writing; B. “fraudulent practice” means an intentional misrepresentation of facts made (a) to influence the procurement process to the detriment of the Board, (b) to establish proposal prices at artificial non-competitive levels, or (c) to deprive the Board of the benefits of free and open competition; C. “collusive practice” means a scheme or arrangement between two or more bidders, with or without the knowledge of the Board, a purpose of which is to establish proposal prices at artificial, non-competitive levels; and D. “coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the procurement process or affect the Contract. _______________________________ Bidder’s Name By: _______________________________ Name: _______________________________ Its: _______________________________ Date: STATE OF CONNECTICUT ) ) ss.: COUNTY OF ) Subscribed and Sworn to before me on this _____day of___________, 2020. _________________________________ Notary Public Exhibit H Background Check Requirements: If awarded the contract/purchase order, Contractor/Vendor shall comply with all applicable Legal Requirements including, without limitation, Connecticut General Statutes Section 10-222c, as applicable. Contractor will be responsible for fulfilling the fingerprinting requirements, background check requirements, and drug alcohol testing requirements pursuant to State Department of Education, and Board policies If awarded the Contract for this Project, the Contractor will be required to warrant to the Board that the Contractor will not assign any portion of the Work to be performed on the Project to any individual (whether an employee, independent contractor, agent or otherwise) unless the Contractor has completed a background check on such individual in compliance with the Contract requirements and the Contractor deems the individual suitable to perform Work on school property in the presence of students. The background check must minimally include state and federal criminal arrest information, a check of the national and state sex offender registries and a social security number verification. Under no circumstances will the Contractor permit any individual to perform Work if such individual (i) was convicted of a crime involving sex, violence or larceny; or (ii) does not have the legal right to work in the United States. Prior to any individual entering upon school property, the Contractor shall provide to the Board list of the individuals that will be performing Work on the Project along with letter(s) of confirmation signed by the Contractor that the Contractor has complied with the foregoing obligations as to such individuals and the Contractor deems the individuals suitable to perform Work on school property in the presence of students. The Contractor shall immediately remove any individual performing Work on the Project from school property and from the Project if it becomes known to the Contractor that such person may be a danger to the health or safety of the school community or its students, or at the request of the Board, in its sole discretion. All fees associated with these background checks shall be the responsibility of the Contractor. The Contract shall provide also provide that the Contractor shall defend, indemnify and hold harmless the Board and all of its employees, agents and/or assigns for any claims, suits or proceedings resulting from a breach of the Contractor’s foregoing warranty and/or that are caused in whole or in part by the actions or omissions of the Contractor, its employees, or other persons that the Contractor causes to be on school property. Student Contact Prohibited: The scope of the Work does not, and will not under any circumstances, require any student contact. The Contractor, its subcontractors, and their respective employees, agents and representatives are hereby prohibited from making any verbal, physical, telephonic or electronic contact of any kind with any student or any other minor person on school property, without limitation, whether inside or outside of any school facility. The Contractor shall immediately remove any individual performing Work from school property if it becomes known to the Contractor that such person may be a danger to the health or safety of the school community or its students, or at the request of the Board, in its sole discretion. The Contractor shall include, and shall require its subcontractors to include, this section in all subcontracts applicable.