Town of Portland and

Portland School Building Committee

Request for Qualifications and Request for Proposals for

Project Management and Owner’s Representative Services for the

Renovation of Valley View Elementary School

RFQ/RFP # 2027-01

Issued: September 18, 2026

Portland School Building Committee Contact:

Stephanie Fragola

Portland Town Hall

33 East Main Street

Portland, CT 06480

E-mail: schoolbuildingcommittee@portlandct.us

TOWN OF PORTLAND

PORTLAND SCHOOL BUILDING COMMITTEE

REQUEST FOR QUALIFICATIONS AND REQUEST FOR PROPOSALS

The Portland School Building Committee (the “SBC”) and the Town of Portland, Connecticut

(“Town”) are requesting sealed submissions of qualifications and sealed proposals from qualified firms to provide comprehensive project management and owner’s representative services to the Town, SBC, and the Portland Public School District (the “District”), in connection with the planning, design, construction, and closeout of a project for the renovation of the existing Valley View Elementary School building and grounds (“Valley View”) at 81

High Street, Portland, Connecticut 06480 (the “Property”) (collectively the “Project”), and in connection with an anticipated school building project grant from the State of Connecticut for the

Project. The selected firm will be the owner’s representative and project manager engaged by the

Town and SBC for the Project (the “Owner’s Project Manager” or “OPM”). This solicitation is both a request for qualifications and a request for proposals (“RFQ/RFP”) for the

Services necessary for the Project. This RFQ/RFP has been publicly advertised.

The project management and owner’s representative services (the “Services”) to be performed and provided by OPM are described in the Instructions to Proposers and Exhibit A of this

RFQ/RFP, and will generally include, for the Project, advisory, Project representative, and

Project management services furnished to the Town, SBC, District, the Portland Board of

Education, and the District Superintendent, during and for the planning, design, procurement, implementation, construction, and closeout of the Project. The Services will also include administration and closeout of a school building construction project grant for the Project from the State of Connecticut through the Connecticut Department of Administrative Services

(“CTDAS”) which is anticipated to be received by the Town and District.

Please see Sections 5 through 8 of the following Instructions to Proposers for important details about the RFQ/RFP submission process and requirements. This RFQ/RFP, with Instructions to

Proposers and other documents which are a part of this RFQ/RFP, are available for downloading on the Connecticut Department of Administrative Services Contracting Portal which may be accessed at https://portal.ct.gov/das/ctsource/bidboard?language=en_US (“State Portal”) or the

Town’s website (“Town Website”) at the following URL:

https://www.portlandct.org/transparency-and-coverage-rule, or may be examined or obtained at the Town’s Finance Department Office located in Room 204, Portland Town Hall, 33 East Main

Street, Portland Connecticut 06480. Legal notice of this RFQ/RFP, inviting sealed qualifications and sealed proposals has been published in a local newspaper.

Sealed qualifications submissions and sealed fee proposals submitted by proposers in response to this RFQ/RFP (together “Submissions”) must be received by the Town at the Town’s Finance

Department Office located in Room 204, Portland Town Hall, 33 East Main Street, P.O.

Box 71, Portland Connecticut 06480, no later than October 9, 2026 at 11:00 a.m.

Submissions from Proposers are required to include responses to both the Request for

Qualifications and the Request for Proposals included in this RFQ/RFP, in accordance with the requirements set forth in the Instructions to Proposers. Proposers must respond to both the RFQ https://portal.ct.gov/das/ctsource/bidboard?language=en_US https://www.portlandct.org/transparency-and-coverage-rule and the RFP separately. Responses must be submitted in separate sealed envelopes, clearly marked with the name of the Proposer, and the words, as applicable:

“Response to RFQ for Project Management and Owner’s Representative Services -

Renovation of Valley View Elementary School RFQ/RFP # 2027-01” or

“Response to RFP for Project Management and Owner’s Representative Services -

Each sealed envelope shall include the original and four (4) copies of the enclosed qualifications in response to the RFQ or the enclosed fee proposal in response to the RFP, as applicable, together with one copy in pdf format submitted on a thumb drive. No fee or hourly rate information shall be included in or with any response to the RFQ portion of this RFQ/RFP, and may only be included in the proposer’s sealed envelope containing their proposal in response to the RFP. Submissions made by facsimile or e-mail will not be accepted.

Submissions (excluding the sealed envelopes containing Fee Proposals in response to the RFP) shall be opened by the Town at the Town’s Finance Department Office on October 9, 2026 at

11:00 a.m. After Submissions have been opened on behalf of the Town and SBC, no Submission may be modified or withdrawn for ninety (90) days after the date such Submissions were opened.

Any questions and requests for information concerning this solicitation shall be submitted to the

Town and SBC via e-mail to schoolbuildingcommittee@portlandct.us no later than 3:00 pm, on

September 28, 2026. Responses to questions and requests for information by the Town and SBC will be provided by addendum to this RFQ/RFP, posted on the State Portal and on the Town

Website no later than October 2, 2026. Under no circumstances will the Town and SBC respond to non-written questions or requests for information regarding the RFQ/RFP.

No Proposer or prospective Proposer shall have any contact or communication with any member of the SBC or any Town, District, or Portland Board of Education officer, representative, employee, or member of any board, commission or committee, regarding this procurement during the pendency of this procurement, except as expressly provided and permitted in this

RFQ/RFP and the Instructions to Proposers. Failure to comply with these conditions will result in the disqualification of a noncomplying Proposer.

The Town and SBC reserve the right to amend or withdraw this RFQ/RFP for any reason, to accept or reject any or all qualifications or proposals submitted, to waive any informalities or non-material deficiencies in any such submission(s), and to make such award (or make no award) of a contract in connection with this RFQ/RFP, all as determined by the Town, in the discretion of its First Selectman and/or the SBC, to be in the best interest of the Town and District. Submissions, including qualifications and/or proposals, may be rejected for irregularities of any kind, including without limitation, alteration of form, additions not called for, conditional proposals, and incompleteness.

Submitted qualifications or submitted proposals may also be rejected if, in the opinion of the Town and/or SBC, the same do not meet the standard of quality established by this

RFQ/RFP. Any or all Submissions of qualifications and/or proposals may be rejected if mailto:schoolbuildingcommittee@portlandct.us there is any reason to believe that collusion exists among two or more parties who submit qualifications and/or proposals. The foregoing provisions are for illustrative purposes and shall in no way limit the right of the Town and/or SBC to reject any and all qualifications or proposals submitted, in whole or in part.

Attached Exhibits:

Exhibit A: Scope of Services

Exhibit B: Insurance Requirements

Exhibit C: Fee Proposal Form

Exhibit D: Non-collusion Affidavit

Exhibit E: Form of Contract

Exhibit F: Portland Public Schools Elementary Education Specifications for a PreK-2 Valley

View Elementary School

Exhibit G: January 12, 2026 Conceptual Estimate for Portland Schools Valley View

Elementary School Project and Gildersleeve Elementary School Project

Exhibit H: Asbestos Hazard Emergency Response Act Three-Year Asbestos Re-inspection, October 12, 2023, for Valley View School, 81 High Street Portland, Connecticut

INSTRUCTIONS TO PROPOSERS

1. INTRODUCTION

The SBC is the school building committee established by the Town for the Project. The Town and SBC are requesting sealed submissions of qualifications and sealed proposals from qualified firms to provide comprehensive project management and owner’s representative Project advisory, Project representative, and Project management services for the Town, SBC, and the

District during and for the planning, design, procurement, implementation, construction, and closeout of the Project, as well as for the administration and closeout of a school building construction project grant for the Project from the State of Connecticut through CTDAS

(collectively the ‘Services’). The Services by the firm selected as OPM for the Project shall be consistent with, and as needed to support the Town (as Project owner) and SBC, the Project design team, and the Project construction manager in achieving the requirements and goals for the Project set forth in the District’s Elementary Education Specifications for a PreK-2 Valley

View Elementary School (the “Project Educational Specifications”) appended as Exhibit F. A

January 12, 2026 dated Conceptual Estimate prepared for the District and the Project (as well as a separate project for Gildersleeve Elementary School) is also appended as Exhibit G to this

RFQ/RFP for informational purposes only, and only with respect to the conceptual Project layout, preliminary Project scope and assumptions and exclusions, and the estimated durations of each phase of the Project contained therein. The Asbestos Hazard Emergency Response Act

Three-Year Asbestos Re-inspection report for the Property dated October 12, 2023, is also appended as Exhibit H to this RFQ/RFP for informational purposes only with respect to conditions within the existing Valley View building. The Project Educational Specifications and other documents which are a part of this RFQ/RFP may be downloaded from the State Portal the following URL link: https://portal.ct.gov/das/ctsource/bidboard?language=en_US and on Town

Website at the following URL link: https://www.portlandct.org/transparency-and-coverage-rule, or may be examined or obtained at the Town’s Finance Department Office located in Room 204, Portland Town Hall, 33 East Main Street, Portland Connecticut 06480.

Proposers are required to respond to both the RFQ and RFP portions of this RFQ/RFP in accordance with the requirements set forth in these Instructions to Proposers. Please see Sections

5 through 8 of these Instructions to Proposers for important details about the submission process and requirements.

2. PROJECT BACKGROUND AND BUDGET

The District currently operates three elementary schools: Valley View Elementary School, which serves approximately 225 students in grades Pre-Kindergarten through grade 1; Gildersleeve

Elementary School which serves approximately 275 students in grades 2 through 4, and;

Brownstone Intermediate School which serves approximately 213 students in grades 5 and 6.

The existing Valley View building and grounds was originally constructed in 1953, with subsequent renovations and additions completed in 1958 and 1992. No major renovations or additions have been made to Valley View in more than thirty years, resulting in deteriorating facility conditions.

https://portal.ct.gov/das/ctsource/bidboard?language=en_US

As part of a long-term facilities needs planning process conducted by the Town and District from

2021 through early 2026, the Town and District examined the current and future needs of the

District, including without limitation, multiple demographic studies, the development of priorities, focus group feedback, reviews of existing facility conditions across the District’s existing school buildings and grounds, and examinations of the history of grade-level configurations and past facility improvements. The Town and District developed and examined potential facility capital project options and related cost projections, including the potential consolidation of the three existing elementary schools into a single elementary school, and, alternatively, potential renovation projects for the improvement of the District’s existing elementary school facilities and re-configuration of grade-levels served by each existing facility during construction and after completion of each respective project. As a result of that multi-year planning process, the Portland Board of Selectmen and Portland Board of Education have approved a capital improvement program for the District, which will include, among other things, the following relevant actions and school building projects:

1. Decommissioning of the Brownstone Intermediate School;

2. the Project, for renovation and expansion of the Valley View Elementary School to create a Pre-Kindergarten through grade 2 elementary school facility;

3. a project for renovation of the Gildersleeve Elementary School to create a grade 3 through grade 5 elementary school facility;

4. relocation of grade 6 educational operations from Brownstone Intermediate School to the Portland Middle School to establish a middle school facility for grades 6 through

8.

The Town and District are proceeding with the Project for the renovation of the Valley View building and grounds, which will serve an 8-year peak projected enrollment of 346 students in

Pre-Kindergarten through grade 2. The Project will renovate Valley View into a modern elementary education facility which provides high-quality spaces for all academic and student support programs, promotes a positive learning climate, maximizes school security, and provides healthy and comfortable indoor air quality through construction and improvements that are cost-effective for the Portland community and which maximize operations efficiencies and cost-reduction opportunities.

The existing design for the Project is limited to preliminary/conceptual level estimates, budgeting, and schedule duration. The Town, SBC and District anticipate that the design will be further developed to include a school building and grounds that, as renovated and expanded, is a safe, modern, code-compliant educational facility that supports the District’s educational program.

The Valley View building has a gross area of approximately 41,653 square feet. Presently, Project construction is anticipated to result in the Valley View school building having a gross area of up to 44,711 square feet at completion, inclusive of 3,129 square feet of additions to the existing building, and demolition of a small 71 square foot area. The Project will include comprehensive renovation of the existing Valley View building down to the primary structural frame, with all architectural, structural infill, mechanical, electrical, plumbing, fire protection, and life safety systems replaced in their entirety.

Conceptual cost estimates for the Project assume that the Project’s scope of work for renovations will include, generally:

• building enclosure consisting of new brick veneer exterior with CMU backup, new insulation, air/vapor barriers, and a complete new membrane roofing system; replacement of all exterior windows with new aluminum storefront systems;

• Main entrances with Level 3 security glazing, including blast-resistant glazing at the exterior and ballistic-rated glazing within the interior vestibule areas;

• significant concrete infill of the existing subgrade boiler room;

• a Variable Refrigerant Flow HVAC system for the entire Valley View building;

• replacement of all existing plumbing, electrical, lighting, fire alarm, data, and low-voltage systems;

• a new fire service connection brought into the Project building with an indoor fire pump and related improvements to serve the Project as-renovated;

• new electrical service, and electrical systems that are “solar-ready”;

• demolition of the existing main entry canopy and installation of a new canopy at each of the main entrance and secondary entrance; and

• new dumpster pad and enclosure.

The design professional firm engaged by the Town as the architect for the Project (and its consultants) will be expected to provide a Project design that will reflect and support the developmental needs of young children through renovations that prioritize flexible learning environments that incorporate portable furniture, adaptable layouts, and appropriate acoustical treatments. The Town’s and District’s key goals for the Project presently include:

• Education Design. Classrooms that: support early elementary instruction through spaces that allow for a range of instructional formats (whole-class instruction, small-group, and individualized, play-based learning, hands-on and project-based activities, use of manipulatives); provide opportunities for students to read, write, experiment, and collaborate; provide adequate storage must be provided for instructional materials, AV equipment, and technology resources; and which physically separate the Pre-

Kindergarten student from areas serving other grade levels. Ease of access to specials areas (i.e., library media center, art, gymnasium, and music areas). Renovations will offer flexibility, comfort, and a positive school environment that accommodates forecasted increases to enrollment (100 grade 2 students), and which are ADA-compliant and fully accessible.

• Special Education Spaces. Spaces inclusive of: an ABA lab (RISE Program), SRBI pull-out areas, reading support spaces, resource rooms, clinician offices, occupational therapy, physical therapy, speech and language services, school nursing, reading and math intervention areas, and areas for school psychology services.

• Potential combination of gymnasium/auditorium and cafeteria areas, with: capacity sufficient for increased enrollment levels, full-school assemblies, performances, and community events; ability to accommodate physical education activities and indoor sports; wall dividers to facilitate multiple activities to occur simultaneously; where possible, retractable bleachers.

• Site and infrastructure. All new exterior site work and improvements (excluding athletic fields), including: full replacement of asphalt paving, concrete walks and curbing, and site lighting throughout the Property; site retaining walls; new striping, crosswalks and site signage; new playscapes and playground surfaces; faculty overflow parking area and sports event parking area with adequate parking capacity; student pick-up and drop-off areas that facilitate safe, efficient, and timely access by faculty, staff, students and parents, and which ease snow and ice removal, as well as a separate area for Pre-

Kindergarten students; if feasible, extension and connection of driveway areas to the

District’s Secondary School campus, creating a unified campus accessible to vehicles and pedestrians without requiring travel along High Street.

• Technology. Infrastructure, wiring, cabling which will support current and future technological needs and allows for access to new technologies and equipment.

• State funding/CTDAS Priority-List Grant. A Connecticut Priority-List grant application was submitted to CTDAS June 30, 2026, requesting a school building project grant for the Project under Connecticut General Statutes Chapter 173, under project classification

“Renovation,” and in the amount of $47,500,000. The Town and SBC anticipate a

Priority List grant for the Project, with a reimbursement rate of 73.93% (inclusive of grant-program Preschool Bonus (15%) and Open Choice Participation Bonus (5%)). If such grant is authorized by the State of Connecticut, the grant will provide partial funding for the Project, and will cover construction costs for the Project which eligible for grant financial assistance under applicable law and CTDAS requirements.

Additional information is provided in the Project Educational Specifications, appended as

Exhibit F. See also the January 12, 2026 Conceptual Estimate appended as Exhibit G for preliminary conceptual Project layout, and scope and related assumptions and exclusions.

The project delivery method for this Project will be a “construction manager at-risk” (“CMR”) for the Project, pursuant to a construction management agreement with a guaranteed maximum price (“GMP”). In addition to the retaining the selected Proposer as the Owner’s OPM and

Owner’s Representative for the Project, the Town and SBC will engage a design professional firm who, together with its subconsultants, will be the Project’s Architect-of-Record and who, together with its subconsultants will be the Project design team for the Project (“Architect”), and will provide all architecture and design services (except those to be provided by other consultants directly engaged by the Town), as well as other project and construction administration services.

The Town and SBC intend to retain the following additional professionals and consultants for the

Project: a commissioning agent; if required for the Project, a third-party envelope consultant to review design documents and to perform building envelope inspections and testing; if required for the Project, a third-party independent code consultant; if required for the Project, a third-party consultant to perform stormwater monitoring and related services; the CMR for the Project; a third-party consultant to perform structural inspections; and materials testing laboratory and special inspection services agency (during construction), as needed.

All design professional and consultant services required for the Project (other than services by the OPM, CMR, commissioning agent, third-party envelope consultant, third-party code consultant, third-party consultant for stormwater monitoring, third-party consultant for structural inspections, and agency for materials laboratory testing and special inspections services) are anticipated by the Town to be provided by the Architect and its subconsultants, including without limitation, the following to the extent each is required for the Project: structural engineering; mechanical engineering; electrical engineering; plumbing engineer; fire protection engineering; civil engineering; land survey; landscape design; environmental consulting;

hazardous materials abatement consulting; hazardous materials abatement monitoring;

geotechnical engineering, for services inclusive of inspections of footings, and as needed, for survey and borings consulting, if and to the extent needed; cost estimating; furniture, fixtures and equipment (“FF&E”) design; lighting design; kitchen food services design; security, technology, data and communications design; acoustical design; and sustainability consulting.

If desired by the Town and SBC, the Architect will also provide as Supplemental Service, specialty consulting services for geothermal/geo-exchange design and/or geotechnical engineering and related survey and borings consulting (“Geothermal Engineering”) for a potential geothermal system as part of the Project.

The total Project budget includes the approximate amount of $47,500,000, including an estimated total construction cost up to the approximate amount $38,390,809.53 for site work, building construction, and improvements to the Property outside the building, inclusive of:

$1,074,768 for building demolition and abatement work; $5,819,639 for design and construction contingencies and potential escalation costs; and $1,275,431.43 for site design and construction contingencies, and potential site escalation costs. The portion of the total Project budget allocated to FF&E and technology (including move-in expenses) is approximately $2,246,853, inclusive of costs for items including but not limited to furniture, fixtures, network equipment, servers, computers, printers, and other associated equipment as selected by the Town and SBC.

3. SCOPE OF SERVICES

All Services by the OPM must be provided with the highest level of professional skill, care, and judgment and in compliance with all federal, state, and local requirements. Because the Project is anticipated to be partially funded by a State of Connecticut school building project grant administered by CTDAS and its Office of Grant Administration (“OGA”), the firm selected as

OPM is required to satisfy any requirements and conditions imposed by the State of Connecticut

(if any).

The scope of Services to be performed and provided for the Project by the firm selected as OPM include, at a minimum, the Services described in Exhibit A to this RFQ/RFP, services otherwise identified or described in this RFQ/RFP as part of the Services, Services set forth in the form of

Contract included as an Exhibit E to this RFQ/RFP, and all services usually and customarily performed in conjunction with and in furtherance of such Services when furnished for the awarding authority in connection with project for the full renovation of a public school building that is partially funded by a Priority List school building project grant administered by CTDAS.

The scope of the Services includes, generally, and without limitation, comprehensive Project advisory, Project representative, and Project management services to be furnished to the Town and SBC, District, the Portland Board of Education, and the District Superintendent, throughout all preconstruction and design, construction, and post construction phases of the Project during and for the following: Project planning; design development through design finalization and implementation; cost estimating; value engineering; procurement and bidding; construction phase administration, coordination and oversight for the Project; FF&E installation, occupancy and move-in; site work and/or landscaping for the Project; assistance to the Town and SBC, District, the Portland Board of Education, and the District Superintendent, in complying with

CTDAS policies, rules, requirements, and required documentary submissions relating to the State school building project grant for the Project; record-keeping throughout the duration of the

Project; assistance with the post-construction final grant application to CTDAS and the post-completion audit of the Project by CTDAS in connection with the State school building project grant for the Project; and other services which are usual, customary, and reasonable to be provided to a project owner by an owner’s representative in connection with project planning, development and finalization of a project’s design, project bidding and procurement, project construction, and compliance with legal and/or administrative requirements relating to a CTDAS project grant(s) for a project having a similar or greater scope, magnitude, and complexity as the

Project.

Except for Services specifically anticipated to be provided by the OPM through subconsultants or for which the OPM will be compensated on an hourly-fee basis, compensation for the Services shall be on the basis of lump sum fee amounts for all Services to be provided during the following phases of the Project during preconstruction phase, construction, and post-construction:

1. Preconstruction Services

a. Planning, Budgeting and Permitting Phase

b. Schematic Design Phase

c. Design Development Phase

d. Construction Documents Phase

2. Construction Services

a. Procurement/Bidding

b. Construction Phase

c. Commissioning and Occupancy

3. Project Completion and Closeout

4. TIMING OF PROJECT

The Town and SBC anticipate that the selected OPM for the Project will be retained for the period of time beginning the date on which a contract between the selected OPM and the Town is awarded and executed, through completion of the Project and acceptance of the Project by the

Town and District, and through Project closeout and completion of the Project post-completion audit by CTDAS.

The Priority-List grant application was submitted to CTDAS June 30, 2026. It is anticipated that, if a grant commitment for a school building project grant through CTDAS for the Project is approved by the Connecticut legislature, such approval will occur during June 2027.

The present overall Project schedule desired by the Town and District includes a standard design, bid, and construct process (with and through the CMR), and the Town and District desire that the

District will be able to take occupancy of the completed Project prior to and for January 2030, such that the completed Project may be used by the District as an elementary school beginning

January 2030 for spring semester of the 2029-2030 academic year. The Town and SBC desire, if feasible, that the Project’s overall design phase will be up to fifteen (15) months beginning in

November 2026, and that all Construction Documents for the Project will be completed, estimated, reviewed, approved by governing authorities and CTDAS, and ready for bidding by the beginning of January 2028, inclusive of a one-month period for pre-bid conformance review

(“PCR”) by OGA and approval by OGA to proceed with bidding by the CMR. Accordingly, to enable construction of the Project to achieve substantial completion within the desired time, it is anticipated that the Architect would be required to provide one-hundred percent (100%) complete Construction Documents no later than November 2027, if feasible, after early coordination by the Architect and other design team members for local permitting to ensure that local permitting review durations do not impact the foregoing anticipated preconstruction durations and the necessary completion dates for subsequent bidding and construction thereafter.

Additionally, during the design and permitting phase, educational operations for the District’s elementary schools will be reconfigured such that Brownstone Intermediate School and

Gildersleeve Elementary School are utilized for all elementary education operations, and the

Valley View Property is vacated in anticipation of Project construction.

Based on the currently desired Project schedule, bidding and on-site construction of the Project is estimated to be twenty-three (23) months, including twenty-one (21) months for on-site construction activities. Bidding is desired to begin in January 2028; the Guaranteed Maximum

Price for the agreement between the Town and the CMR is anticipated to be determined by the beginning of March 2028; on-site construction starting during March 2028; and Substantial

Completion of all construction for the Project achieved in October or November 2029 with sufficient time thereafter for the completion of Project FF&E phase activities and occupancy to be completed prior to January 2030.

See the January 12, 2026 Conceptual Estimate appended as Exhibit G for information relating to the preliminary conceptual estimated durations only for each phase of the Project.

The Town and SBC are open to recommendations and suggestions from the OPM for accelerating the Project schedule, provided that any such recommendations and suggestions may not present significant risk to the Project budget or quality of the Project as-completed by the

CMR.

5. IMPORTANT DATES

1. Issuance of RFQ/RFP: September 18, 2026

2. Submission of Questions/Requests for Information: By September 28, 2026 at 3:00pm

3. Addenda/Responses Requests for Information: By October 2, 2026

4. Deadline for Submission of Responses to RFQ/RFP: October 9, 2026 at 11:00 am

5. Interviews of most qualified Proposers (by invitation only): Week of October 19, 2026

6. Anticipated Contract Award: Week of October 26, 2026

6. PROCESS

6.1 Responses to the RFQ and RFP

Proposers must respond to both the RFQ and the RFP separately. Sealed

Submissions in response to this RFQ/RFP must be received by the Town at the Town’s

Finance Department Office located in Room 204, Portland Town Hall, 33 East Main

Street, P.O. Box 71, Portland Connecticut 06480, no later than OCTOBER 9, 2026 at 11:00 a.m.

Submissions in response to the RFQ and in response to the RFP must be separate, and submitted in separate sealed envelopes, clearly marked with (1) the name of the

Proposer, and (2) the words, as applicable:

“Response to RFQ for Project Management and Owner’s Representative Services -or

“Response to RFP for Project Management and Owner’s Representative Services -

No fee or hourly rate information or information pertaining to the Proposer’s fees or costs for the Services for the Project shall be included with any qualifications submission in response to the RFQ, and may only be included in the Proposer’s sealed envelope containing their proposal in response to the RFP. Responses that are not submitted in this manner will be rejected.

Each sealed envelope must include the original and four (4) paper copies, and a digital copy in pdf format (thumb drive is acceptable), of the enclosed qualifications in response to the RFQ or the enclosed fee proposal in response to the RFP, as applicable.

Submissions must be delivered by U.S. mail, by courier service, or hand delivered.

Facsimile (FAX) or e-mail Submissions will not be accepted by the Town and SBC under any circumstances.

Submissions (excluding the sealed envelopes containing Fee Proposals in response to the

RFP) shall be opened by the Town at the Town’s Finance Department Office on October

9, 2026 at 11:00 a.m. After Submissions have been opened on behalf of the Town and

SBC, no Submission may be modified or withdrawn for ninety (90) days after the date such Submissions were opened.

No Proposer shall have any contact or communication with any member of the SBC or any Town, District, or Portland Board of Education officer, representative, employee, or member of any board, commission or committee, regarding this RFQ/RFP during the pendency of this procurement, except as expressly provided and permitted in this

RFQ/RFP and the Instructions to Proposers. All communications between any Proposer and the SBC, Town, or District regarding this RFQ/RFP, including inquiries, questions and/or requests for information by a Proposer, must be in writing by email ONLY, and all inquiries by Proposers may be submitted by email up to 3:00 pm on September 28, 2026, after which time no additional inquiries, questions, or requests for information will be accepted. Inquiries, questions, and requests for information regarding this RFQ/RFP shall be submitted to the Town and SBC via e-mail to schoolbuildingcommittee@portlandct.us

Any addenda to this RFQ/RFP, including answers to questions and requests for information by prospective Proposers will be posted on the State Portal at the following

URL link: https://portal.ct.gov/das/ctsource/bidboard?language=en_US and on the Town

Website at the following URL link: https://www.portlandct.org/transparency-and-coverage-rule on or before October 2, 2026.

6.2 Selection Process

Evaluation of Submissions in response to this RFQ/RFP will be the responsibility of the

SBC and the Town of Portland First Selectman (the “First Selectman”). The selection of a Proposer as the OPM for the Project will be the responsibility of the SBC and the First

Selectman, subject to the approval of the Town’s Board of Selectmen. The SBC and/or

Town may reject any or all proposals for any reason as the SBC and/or Town deem appropriate.

The evaluation and selection process will take place in two stages.

First, the First Selectman and SBC will review all Submissions of qualifications submitted in response to the RFQ and, based on those Submissions and the Qualification

Criteria described below, the First Selectman and SBC will identify all proposers which they determine to be responsible qualified proposers (the “Qualified Proposers”).

Second, the SBC will open and review the Submissions of Fee Proposals by the Qualified

Proposers in response to the RFP. Submissions in response to the RFP from Proposers who are not identified as a Qualified Proposer, will be returned unopened to the

Proposers. The SBC and First Selectman will evaluate the Submissions in response to the RFP submitted by the Qualified Proposers, and will determine “at least three of the most responsible qualified proposers” (“Most Qualified Proposers”) using the

Qualification Criteria and the Proposal Criteria set forth below in Sections 7 and 8, respectively, giving due consideration of each Qualified Proposer’s pricing for the mailto:schoolbuildingcommittee@portlandct.us https://portal.ct.gov/das/ctsource/bidboard?language=en_US

Services for the Project, as well as Qualified Proposer’s (i) experience with services and work of similar size and scope as the Services required for the Project, (ii) organizational and team structure for the Services for the Project, (iii) past performance data, including, but not limited to, adherence to project schedules and project budgets and the number of change orders for projects, (iv) the approach to the Services required for the Project, and

(v) documented contract oversight capabilities. Proposers are encouraged to include in their Submission in response to the RFQ, documentation that provides examples of their work on prior projects having a similar character and image as that desired for this

Project by the Town, SBC, and District.

Proposers determined by the First Selectman and SBC to be among the Most Qualified

Proposers, will be interviewed by the SBC as part of the selection process, to discuss their Submissions in response to this RFQ/RFP, and to answer questions by the SBC about their Submissions, and which interview process will afford each of the Most

Qualified Proposers the opportunity to provide a Powerpoint presentation or other format presentation to the SBC as part of the interview of each such Proposer. The SBC will provide to each of the Most Qualified Proposers the name(s) of the member(s) of the

SBC who will conduct the interview that Most Qualified Proposer, and the date by which each such Most Qualified Proposer must submit an affidavit disclosing its relationship(s) with the interviewer(s), or, confirming that it has no relationship(s) with the interviewer(s). The names of interviewers will be released solely to enable each of the Most Qualified Proposers to prepare the affidavit, and neither the Most Qualified

Proposer nor its representatives shall directly or indirectly contact the interviewer(s) prior to or following the interview process. Key members of each Most Qualified Proposer’s proposed Project team for the Services are expected to participate in the interview and

Submission discussion with the SBC, including their proposed Project team members who would likely be interfacing with the Town, SBC and District representatives throughout the duration of the remainder of the RFQ and RFP process, and if selected by the Town, during the Project.

In the review of Submissions in response to this RFQ/RFP and selection of the firm to be awarded a contract for the Services as the OPM for the Project, the Town and SBC will be guided by the selection of the Most Responsible Qualified Proposer that would best serve the interests of the Town and District, and deemed best to provide the Services desired, taking into account cost and the requirements, terms and conditions contained in this RFQ/RFP. The Town and SBC reserve the right to negotiate with one or more of the

Most Qualified Proposers and to accept modifications to the scope of the Services and/or fees proposed if such action would be in the best interests of the Town and District.

Final selection by the First Selectman and Town shall be the Most Qualified Proposer determined by the First Selectman and SBC to be the most qualified responsible proposer for the Services, after consideration of price and all factors necessary for faithful performance of the Services based on the criteria and scope of Services included in this

RFQ/RFP. Award of a contract for the Services by the First Selectman shall be subject to the approval of the Portland Board of Selectmen.

Any Submission in response to this RFQ/RFP shall constitute a declaration by the submitting Proposer that no person or persons other than members of Proposer’s own organization or subconsultants proposed by the Proposer to be part of its Project team if awarded the contract for the Services are interested in the Project or in the contract proposed to be awarded through this RFQ/RFP procurement process; that the Submission is made without any connection with any other person or persons making a proposal for the same services and is in all respects fair and without collusion or fraud; that no persons acting for or employed by the SBC, Town, District, or Portland Board of Education are directly or indirectly interested therein, or in the supplies or works to which it relates or will receive any part of the profit or any commission therefrom in any manner which is unethical or contrary to the best interests of the Town and District.

6.3 Form of Contract

The Town intends to use, and the firm selected as the OPM for the Project will be expected to execute, a contract substantially similar to the form of contract that is included as Exhibit E to this RFQ/RFP (the “Contract”). If a Proposer has objections or takes exception to any of the terms and conditions of the Contract, the Proposer shall include such objections or exceptions in the envelope containing the Proposer’s

Submission as part of the Proposer’s response to the RFP, provided that any such objections or exceptions shall not be stated on the Proposer’s Fee Proposal Form and shall be stated on a separate document from the Fee Proposal form. The Town and SBC will not consider any objections or exceptions to the terms and conditions of the

Contract not stated by a Proposer and submitted as required by this RFQ/RFP.

6.4 Town’s and SBC’s Right to Withdraw/Reject

The Town and SBC reserve the right: to amend or terminate this RFQ/RFP; for the First

Selectman to reject all Submissions and not award the Contract if, in his opinion, it is in the best interests of the Town and District; to accept all or any part of a Submission; to waive any informalities, or technical or non-material omissions or deficiencies in a

Submission; and/or for the Town to award the Contract to the Proposer that, in the judgment of the SBC, First Selectman, and Board of Selectmen, will be in the best interests of the District and Town and is determined to be the Most Qualified Proposer.

7. REQUEST FOR QUALIFICATIONS

7.1 Qualification Criteria

The First Selectman and SBC will identify those proposers that the SBC deems to be

Qualified Proposers based on the criteria below (the “Qualification Criteria”):

7.1.1 The Proposer is a legal entity properly licensed or registered under the laws of the State of Connecticut to perform the services that are the subject of this solicitation and is otherwise authorized to do business in the State of

Connecticut.

7.1.2 The Proposer has adequate professional expertise and experience in providing project advisory services, project management and administration services, as an Owner’s representative for school building projects, and in particular has adequate experience in the past five years performing such services on public school projects eligible for State of Connecticut school building project grants from the State, CTDAS, OGA, including projects under the “renovation” project-classification of a similar scope, magnitude, and complexity as the Project.

7.1.3 The Proposer has adequate experience with the CTDAS OGA reimbursement process for priority list school building project grants and with the preparation of related documentation that must be filed to secure reimbursement for the project owner through disbursement of grant funds by

CTDAS, and is able to demonstrate knowledge of pertinent CTDAS policies, procedures and regulations, as well all applicable Federal, State and local legal requirements.

7.1.4 The Proposer is able to demonstrate an adequate level of performance in providing services similar to the Services on at least three (3) prior school building projects similar in scope, magnitude, and complexity as the Project, including, without limitation, adherence to project schedules and project budgets and the satisfaction of past owners with such performance.

7.1.5 The Proposer’s staff proposed to be assigned to the Project (“Project

Team”) has satisfactory qualifications and experience on past projects of similar size, scope, and complexity as the Project, including competence and experience in planning for Connecticut public school building projects.

7.1.6 The Proposer is able to demonstrate that the members of the Project Team have performed satisfactorily on past projects to the satisfaction of the owners of such projects.

7.1.7 The Proposer’s organizational, team and management structure proposed for the Project, is satisfactory and adequate to demonstrate the Proposer’s ability to perform and provide the required project advisory services, project management, and project administration.

7.1.8 The Proposer is able to demonstrate its ability to meet the requirements, terms and conditions outlined in the RFQ/RFP.

7.1.9 The Proposer’s resources and stability.

7.1.10 The Proposer is able to demonstrate its ability to support the Town’s and

District’s completion of the Project within the anticipated timeline, and to commit staff in a timely way when requested.

7.1.11 The Proposer is able to demonstrate its understanding of the Services required for the Project and approach for the same.

7.1.12 Evidence of any special innovative approach that the Proposer proposes to use for the Project and the performance of the Services.

7.1.13 The Proposer is able to demonstrate its ability to submit cost-effective solutions.

7.1.14 The Proposer’s approach to the Project and degree of the Proposer’s demonstrated ability to develop and control project costs, quality, and schedule as well as the Proposer’s methods for doing so, is satisfactory.

7.1.15 The Proposer must demonstrate successful prior experience with State and

CTDAS audits of completed school building projects.

7.1.16 The number, context, and, where applicable, outcomes, of claims, disputes, arbitration, and litigation proceedings involving the Proposer are acceptable.

7.2 Content of Response to RFQ

Each Proposer will be evaluated using the above Qualification Criteria. To assist and expedite this evaluation, each Proposer must provide a response to the RFQ including the following information:

7.2.1 A Letter of Transmittal addressed to the SBC, signed by a principal of the

Proposer, not to exceed three (3) pages, describing in narrative form the Proposer and Proposer’s qualifications and why such Proposer is the best firm for the Project and the Services.

7.2.2 Proposer Information

7.2.2.1. Proposer Overview: Please provide the following:

• The name and location of the Proposer, including the office location that will be serving the SBC and Town.

• A brief general description of Proposer’s business.

• The number of years the Proposer has been in business

• Is the Proposer an entity that is a subsidiary of another entity? If so, what is the name of the parent entity?

• The number of personnel employed by the Proposer (please include the number of staff dedicated to provide the requested Services).

• The primary line of business of Proposer.

7.2.3 Statement of Qualifications to include, but not necessarily limited to, the following:

7.2.3.1 Name and address of Proposer.

7.2.3.2 Identify Proposer’s contact person for this Project and provide a phone number, and e-mail address that the Town, SBC and District may use to issue further information.

7.2.3.3 Background statement on the firm, principals, staff availability, location, and financial stability.

7.2.3.4 Provide a list of Proposer’s Project Team Members, including any consultants Proposer may engage to provide part of the Services, together with each person’s qualifications and position with the firm of those key individuals who will be assigned to the Project, along with related responsibilities they will devote to the Project. Include a complete resume and project assignment for each professional to be assigned to the Project, a brief description of relevant experience on similar projects, and an organization chart showing the relationship of the team.

7.2.3.5 List and description of similar projects for work done within the last five years.

7.2.3.6 Submit data regarding maintenance of project schedules and budgets for prior clients which demonstrates the Proposer’s ability to adhere to project schedules and project budgets.

7.2.3.7 Short description of Proposer’s approach to the Project and a general timeline for completion, including phases if any.

7.2.3.8 Short description of Proposer’s typical fee structure without any specific fee information regarding this Project. Fee structure information is only for assessing the firm’s qualifications and understanding of the Project.

7.2.3.9 Statement as to why the Proposer believes it is the best qualified to meet the needs of Town and SBC, District, Portland Board of Education for the Services.

7.2.4 Client Base: Provide specific reference information for five (5) clients

Proposer has served in connection with similar projects, for services relevant to the

Services requested. Include for each:

• Client name and location

• Contact name, title, and telephone number for owner (specific individuals).

• Starting date of service

• List of Project Team Members, consultants and staff involved.

• Size (project cost and square feet) and location of project.

• References must be relevant to service in the last five (5) years and shall include specific details on how the project represents a project of similar scope and complexity. Information on Proposer’s specific role in each project must be included.

7.2.5 List the last five (5) public works projects that Proposer has completed and demonstrate the Proposer’s Team’s ability to support those project owners’ control over project costs, quality, and schedule. Include:

• A list of project team members, consultants and staff…