Amity Middle School Bethany Fire Pump Replacement.doc

10/23/25

INVITATION FOR REQUEST FOR PROPOSAL

AMITY REGIONAL SCHOOL DISTRICT #5

CENTRAL ADMINISTRATIVE OFFICE

25 NEWTON ROAD

WOODBRIDGE, CONNECTICUT 06525

October 24, 2025

SPECIFICATIONS AND PROPOSAL FORM FOR

AMITY MIDDLE SCHOOL BETHANY FIRE PUMP REPLACEMENT

ANY INQUIRIES CONCERNING THE SPECIFICATIONS

SHOULD BE DIRECTED TO:

DIRECTOR OF FACILITIES

(203) 397-4817 Mandatory Pre-bid walk through is required. Walk throughs shall be by appointment only and one contractor scheduled at a time. Appointments will be scheduled through the Facilities Department by contacting Christine Musante at 203-397-4817 or christine.musante@amityregion5.org No appointments will be made after 2:00 P.M. on Friday, November 7, 2025.

SEALED PROPOSALS WILL BE RECEIVED NO LATER THAN

1:00 P.M., Friday, November 14, 2025

IN THE CENTRAL ADMINISTRATIVE OFFICE

MARK SEALED PROPOSAL ENVELOPE CLEARLY:

“AMITY MIDDLE SCHOOL BETHANY FIRE PUMP REPLACEMENT”

INTRODUCTION

These specifications are for proposals from firms or individuals (Contractor) for the following services at the Amity Regional School District #5 (Amity) facilities in Bethany:

AMITY MIDDLE SCHOOL BETHANY FIRE PUMP REPLACEMENT

All proposals shall be submitted to Amity in accordance with these specifications and the conditions as set forth in the contract documents. The successful respondent will be required to sign a contract with the School District which will comply with the terms and conditions hereof.

It is the intention of Amity to select a Contractor to provide these services based on factors which include the comprehensiveness and quality of the proposal, the experience of the Contractor, the costs submitted by the Contractor, and factors which, in the opinion of Amity, will lead to efficient, cost effective, and well maintained facilities. Price in and of itself will not necessarily be the deciding factor in awarding the contract.

GENERAL TERMS AND CONDITIONS

1.

Purpose: The Contractor will efficiently provide its services at Amity’s facilities at each of the district schools including:

(description of the work is attached as Exhibit A)

Amity remains responsible for insuring that the facilities are in conformance with state law and shall monitor the Contractor through periodic monitoring and reports. Amity retains control of the quality, and general nature of its facilities. Amity shall be assured by the Contractor that all federal, state and local regulations are being met in performing work under this contract.

2.

Contract: The contract shall be for the period of June 2026 through August 17, 2026. The successful bidder (“Vendor”) acknowledges and agrees that, upon acceptance of the bid and issuance of a Purchase Order (“PO”) by Amity Regional School District #5, the Purchase Order shall constitute the sole and exclusive binding agreement between the Vendor and Amity Regional School District #5. Any reference to a “contract” or “agreement” throughout this document shall be construed to refer to the Purchase Order and Bid Specs. The contract will be executed between Amity and Contractor. The contract shall include the request for proposal and attachments, and the Contractor’s proposal as finally accepted.

3.

Contractor Eligibility: The Contractor must submit appropriate evidence demonstrating the ability and the resources to provide the specified services at facilities of equal size. Submittal of this information must include a list of current contracts in operation in New England with total facilities size indicated and customers which have terminated your services in the past five (5) years must also be listed.

4.

Contractor Responsibility: It is the responsibility of the Contractor to examine all provisions and visit each and every location where work is to be performed to become fully acquainted with the sites, problems, conditions, and other factors that pertain to the operation. No claim for relief due to mistakes or omissions will be entertained and each Contractor will be held to his proposal. Amity reserves the right to waive errors in proposals, to accept other than the low bidder, and reject any or all proposals at its discretion.

5.

Facilities and Equipment: The Contractor shall provide all the necessary equipment. All of the Contractor’s equipment shall be maintained at the Contractor’s facility and the Contractor’s expense. Amity shall not be responsible for providing the use of its facilities for storage.

6.

Fiscal Arrangements: The Contractor shall keep and maintain accounting and billing records by the calendar month. Within fifteen (15) working days after the end of each month, Contractor will provide Amity with detailed invoice for all of its costs.

7.

Personnel: All personnel required to perform under the contract shall be the employees of the Contractor. Salaries and fringe benefits for such employees will be determined and provided solely by the Contractor. The Contractor will make available, staff which, in the opinion of Amity and the Contractor, is adequate for efficient management and to provide and supervision. The Contractor will employ only persons acceptable to Amity. In the event that the personnel changes, Amity shall be promptly notified in writing. If the substituted person(s) is/are unacceptable to Amity, the Contractor shall have 30 days to find an acceptable person. If the Contractor fails to find suitable replacements, Amity may terminate the contract and obtain services from any other source it chooses. Conduct of all assigned personnel is the responsibility of the Contractor. Personnel will adhere to the School District’s policies of employee conduct.

8.

Background Examinations: The Contractor shall guarantee background investigations shall be performed on all of its employees at least as frequent and as stringent as required by law for school employees, and to submit satisfactory evidence of compliance to Amity upon request.

9.

Discounts: Buying and purchasing procedures will be according to state statutes and Amity policy and the Contractor will make every effort to take advantage of all trade discounts and rebates which shall be credited to the cost of operations. The Contractor will practice all feasible economies in the operation of Amity’s facilities. No employee, official, manager, or representative of the Contractor shall accept gratuities or "kick-backs" of any sort. In the event of a violation, the personnel shall be immediately dismissed by the Contractor.

10.

Records, Certifications. Etc.: The Contractor shall keep full and accurate accounts and records in connection with the services covered in this contract.

The Contractor will be totally and completely responsible for seeing that the operation is in complete conformity with all rules and regulations of the Connecticut Department of Education, Amity, and all other applicable Federal, State, and Local laws, codes or regulations. All assessments to Amity for noncompliance will be paid by the Contractor.

11.

Inventory: Not applicable.

12.

General: It will be strictly understood that the Contractor and its employees shall at no time bring upon the premises any alcoholic beverages for sale, gifts, or use in any manner whatsoever. No tobacco or drugs in any form are to be used by the Contractor or any of its employees on the premises.

13.

Award: Award of contract will be to the Contractor that submits a proposal that is determined to be responsive to the invitation and most advantageous to Amity.

14.

INSURANCE: The successful Contractor will NOT commence work under the terms of the specifications until it has furnished a Certificate of Insurance to Amity showing that it has Contractor's Public Liability, Property Damage, and Workmen's Compensation insurance providing and including full coverage for all subcontractors, Amity, its agents, and employees. The minimum limits are: Property and Liability Coverage - $1,000,000 per occurrence; Workers Compensation – Statutory Requirements. Insurance policies shall contain a day cancellation and/or modification clause with the requirements of a 60 days prior written notice by the insurance company to Amity. Amity Regional School District No. 5 shall be listed as additionally insured as well as certificate holder and must have proper endorsement from Insurance provider.

15.

INDEMNITY: The Contractor assumes the entire responsibility and liability in and for any and all damages and/or injuries of any kind or nature whatsoever to all persons, whether employees or otherwise, and to property arising out of or resulting from the services provided as herein set forth and provided for in the contract, and for any and all damages and/or injuries of any kind which shall occur in connection therewith and said Contractor agrees to indemnify, defend and save harmless Amity, its agents, servants, and employees for and against any and all losses, expenses, including legal fees and disbursements, damages and/or injuries growing out of or resulting from or occurring in connection with the execution of the work herein provided for including, by way of example and not by way of limitation, any losses, expenses including legal fees and disbursements, damages or injuries occurring in connection with or resulting from the use by the Contractor, its agents or employees, of any equipment, stock, appliance, implements, works, tools or machinery, or any other property owned, rented, borrowed by or assigned to the aforesaid Amity arising under any law whatever, which may be in effect in the locality in which the work in situated or otherwise.

16.

SUBCONTRACTORS:

Amity will recognize only the successful contractor for the proper execution of the entire work under the contract. The contract may not be assigned in whole or in part.

17.

MISCELLANEOUS:

1.

The selection of the Contractor to serve the needs of Amity is an important and complex task. It is recognized that there are probably many persons and/or entities that can provide the services and which would adequately meet these needs. Amity will exercise both objective and subjective rationale in the selection process. The Request for Proposal is intended to provide interested parties with uniform information concerning the requirements for submitting proposals. In responding to this Request for Proposals, proposal requirements and content format indicated herein must be adhered to. Failure to respond to all of the information requested may result in the disqualification of the proposal. The Contractor is free to suggest alternative program variations that would achieve Amity's objectives as stated above.

2.

The submission of a proposal will be construed to mean that the respondent is fully informed as to the extent and character of Amity's requirements, and the respondent represents that it is willing and able to furnish the services requested in a satisfactory manner in complete compliance with the specifications.

3.

Once submitted, all proposals become the property of Amity, which reserves the right to reject any and all proposals. Proposals must be firm and may not be withdrawn for 90 days, or until Amity awards the contract, whichever comes first.

4.

Amity shall not be liable for any costs incurred by respondents in preparing or submitting proposals.

5.

Amity reserves the right to accept any item or group of items proposed in any proposal, unless the respondent qualifies its offer by specific limitation. Amity reserves the right to select a respondent who is not the lowest priced respondent as it deems in its best interest.

6.

Amity reserves the right to reject any proposal, in whole or in part, and to waive technical defects, qualifications, irregularities, and omissions, if, in its sole judgment, the best interests of Amity will be served. Each proposal received within the required time frame will be evaluated individually by Amity. Each evaluation will come of necessity, consistent subjective judgments concerning each proposal.

7.

Amity reserves the right to negotiate with any respondent regarding changes to the original proposal which may be deemed to be in the best interests of Amity.

8.

In the event that such successful respondent fails to execute a contract within thirty (30) days after notification of award by Amity, Amity may cancel its action and reconsider other proposals or solicit new proposals.

9.

Amity shall consider the successful Contractor to be the sole point of contact with regard to contractual matters including payment to performance of service by the Contractor, its agents and employees. The successful Contractor shall not be allowed to assign the contract nor delegate any responsibilities or duties to any third party without prior written consent of Amity.

10.

If it becomes necessary to revise any part of this Request for Proposal or otherwise provide additional information, an addendum will be issued by Amity and furnished to all prospective respondents who have received copies of this original Request for Proposal.

SPECIFICATIONS AND INSTRUCTIONS

1. All prospective Contractors must; be State of Connecticut licensed or approved vendor; demonstrate a minimum of 5 years experience with system listed herein; demonstrate ability to secure OEM equipment for repair/replacement purposes.

2. Should a prospective Contractor need clarification or interpretation, the bidder must make such request in writing to the Director of Facilities by 3:00 P.M., Monday, November 10, 2025, 2025. Responses shall also be in writing and shall be distributed to all known prospective bidder (s) and posted on the State of Connecticut Contracting Portal https://portal.ct.gov/DAS/CTSource/CTSource . The Owner or its agents will not be responsible for any alleged oral instructions or interpretations given to prospective bidder(s). Reasonable requests will receive expeditious response.

Stephen Martoni, Director of Facilities

Amity Regional School District No. 5

25 Newton Road

Woodbridge, CT 06525

Stephen.martoni@amityregion5.org Requests for additional information or interpretations must be received by the date listed above, as described in the timetable. Interpretations, corrections and changes to this RFP will be made by Addendum issued by the District. Interpretations, corrections and changes of the RFP made in any manner other than by such an Addendum will not be binding, and Respondents shall not rely upon them. Addenda will be issued no later than the Addenda Close Date, as described in the timetable. Addenda will be provided to all prospective respondents that inform the District in writing of its desire to receive Addenda.

3. No proposal will be considered unless properly completed and signed by the Contractor.

4. All bidders must deliver two original written copies and one electronic version of your response. Please allow ample time for receipt of responses. Responses received after due date and time, will not be accepted or recognized. Postmarks do not determine actual receipt. Sealed bids may be hand delivered. Facsimiles and e-mails are not acceptable.

5. A Certificate of Insurance with 60 days prior written notice of cancellation naming Amity Regional School District No. 5 as an additional insured must be filed by the successful Contractor with the Director of Finance and Administration before the contract is awarded. (See General Conditions for specific limits)

6. The contract will be awarded within thirty (30) days of proposal opening.

7. The contract will begin June 2026 – August 17, 2026.

8. Sites included are:

Amity Middle School Bethany, 190 Luke Hill Road, Bethany

9. GENERAL REQUIREMENTS (includes, but not limited to) See exhibit A for detail scope Contractor shall:

· Perform all work per NFPA (National Fire Protection Association) standards, and all other regulations and entities governing. Be available to perform work on 24/7 basis. Provide owner with 24/7 contact information.

· Provide all labor, materials, equipment and tools needed.

· All work to be done in a workmanlike manner; follow all applicable federal, state, and local codes

· Successful vendor will be responsible for pulling any necessary permits

· Vendor is to leave the site clean and free of debris at the end of each work day

· Include all warranty information on parts replacement in the bid package

· Work only to be done AFTER coordinating with appropriate personnel.

AMITY REGIONAL SCHOOL DISTRICT #5

WOODBRIDGE, CONNECTICUT

LIST OF EXHIBITS

EXHIBIT A

DETAILED SCOPE OF WORK (see attached)

EXHIBIT B

PREVAILING WAGE INFORMATION (see attached)

EXHIBIT C

BID FORM

EXHIBIT D

ADDITIONAL BID RESPONSE INFORMATION

EXHIBIT A

AMITY REGIONAL SCHOOL DISTRICT NO. 5

2025-2026 SCHOOL YEAR

DETAILED SCOPE OF WORK

AMITY MIDDLE SCHOOL, BETHANY FIRE PUMP REPLACEMENT

Scope of Work – Fire Pump Replacement Project, Amity Middle School Bethany

1. General Requirements

· Provide all labor, materials, equipment, supervision, and services to complete the fire pump replacement in accordance with Contract Documents, specifications, NFPA, NEC, UL, OSHA, and local authority requirements.

· Comply with commissioning requirements per scope of work, including pre-functional checklists, performance testing, and O&M documentation.

· Coordinate with the Owner’s Commissioning Agent and Architect/Engineer for schedule, testing, and acceptance.

2. Demolition & Preparation

· Remove the existing fire pump, motor, controller, and associated piping, valves, and supports as indicated.

· Protect adjacent systems during demolition; maintain utilities and fire protection coverage for occupied areas.

· Dispose of obsolete electrical feeders, controls, and accessories in compliance with regulations.

3. Equipment & Installation

· Furnish and install a new NFPA 20–compliant fire pump assembly, including motor, controller, jockey pump, and vibration isolation.

· Install pump on reinforced concrete housekeeping pad with proper anchorage, grouting, and seismic restraints.

· Provide all suction/discharge piping, valves, fittings, test header, and backflow prevention devices as indicated.

· Provide lubrication, labeling, and accessibility for all equipment; permanent nameplates and identification tags required.

4. Electrical & Controls

· Provide new feeders, conduit, grounding, disconnects, and transfer equipment for pump operation.

· Integrate pump controller with building fire alarm system and monitoring devices.

5. Coordination & Drawings

· Prepare coordination drawings showing mechanical/electrical routing, risers, shafts, access, and clearances.

· Resolve spatial conflicts among trades before fabrication and installation.

· Update record drawings and submit final “as-built” electronic files at closeout.

6. Testing, Commissioning & Training

· Perform hydrostatic testing, functional testing, and manufacturer’s startup in presence of Owner and AHJ.

· Demonstrate operation, automatic transfer, alarm functions, and emergency shutdown.

· Provide training to Owner’s staff on system operation, maintenance, and emergency procedures.

· Submit final test reports, commissioning documentation, and sign-offs from authorities.

7. Closeout & Warranty

· Provide complete O&M manuals including shop drawings, manufacturer’s data, parts lists, and preventative maintenance schedules.

· Furnish one-year warranty on all labor and materials from Substantial Completion.

· Clean equipment and work areas; deliver fully operational, code-compliant system ready for service.

EXHIBIT C

AMITY REGIONAL SCHOOL DISTRICT NO. 5

2025-2026 SCHOOL YEAR

OFFICIAL BID FORM

AMITY MIDDLE SCHOOL BETHANY FIRE PUMP REPLACEMENT

To be delivered in a sealed envelope marked “AMITY MIDDLE SCHOOL BETHANY FIRE PUMP REPLACEMENT” to the Director of Finance and Administration, District Office, Amity Regional School District No.5, 25 Newton Road, Woodbridge, CT 06525 before 1:00 P.M. on Friday, November 14, 2025.

Having read the “Invitation for RFP”, “Scope of Work and Related Information” and all other related documents, the undersigned hereby agrees and proposes to provide Fire Pump Replacement services as outlined and submits proposal below. Acceptance of this proposal by Regional School District No. 5, in writing, shall constitute the basis for a written contract between the two (2) parties.

BASE BID

FOR THE FISCAL YEAR ENDING JUNE 30, 2026

LOCATION

Amity Middle School – Bethany

TOTAL COST: (when applicable) $

COMMENTS OR NOTES:

Name of Bidder _____________________________ Date _________________________

Name of Company __________________________

Telephone _____________________

Address ___________________________________ Fax __________________________

24/7 contact info _______________

Signature of Authorized Agent ____________________________________________________

EXHIBIT D

AMITY REGIONAL SCHOOL DISTRICT NO. 5

2025-2026 SCHOOL YEAR

ADDITIONAL BID RESPONSE INFORMATION

AMITY MIDDLE SCHOOL BETHANY FIRE PUMP REPLACEMENT

1. Due Date and Delivery Written responses in a sealed envelope must be submitted no later than Friday, November 14, 2025 at

1:00 P.M. All bidders must deliver two original written copies and one electronic version of your response to:

Terry Lumas Director of Finance and Administration District Office Amity Regional School District No. 5

25 Newton Road

Woodbridge, CT 06525 Please allow ample time for receipt of responses. Responses received after 1:00 P.M. on Friday, November 14, 2025 will not be accepted or recognized. Postmarks do not determine actual receipt. Sealed bids may be hand delivered. Facsimiles and e-mails are not acceptable.

2. Additional Information

Any questions or requests for additional information should be addressed, in writing, to Steve Martoni, Director of Facilities via mail to the address above or via email at Stephen.martoni@amityregion5.org.

Reasonable requests will receive expeditious response. Requests for additional information or interpretations must be received by 3:00 P.M., Monday, November 10, 2025. Interpretations, corrections and changes to this RFP will be made by Addendum issued by the District. Interpretations, corrections and changes of the RFP made in any manner other than by such an Addendum will not be binding, and Respondents shall not rely upon them. Addenda will be issued no later than the Addenda Close Date, as described in the timetable. Addenda will be provided to all prospective respondents that inform the District in writing of its desire to receive Addenda.