Architectural Design Services for Pomperaug Elementary School.pdf

RFQ# PES01

REQUEST FOR QUALIFICATIONS

ARCHITECTURAL DESIGN SERVICES

FOR POMPERAUG ELEMENTARY SCHOOL

DEADLINE FOR SUBMISSION – JULY 24, 2026

1. OVERVIEW OF PROJECT:

Pomperaug Elementary School, (PES), located at 607 Main Street South in Southbury, has been in use since 1967. Over the past year a Feasibility Study was completed to determine the best long-term option for R egional D istrict # 15 to move forward into Design and Construction. T he D istrict retained an Architect and Construction Manager to evaluate Gainfield and Pomperaug Elementary schools to determine if the best educational use going forward was to Renovate the existing schools as New, combine both schools into a single New school, or build a New School for each. This Feasibility Study, including plans, phasing plans and cost estimates, was used to determine the path forward for the District.

The decision made was to construct a New Pomperaug Elementary School on the site of the existing Pomperaug E lementary S chool. The existing Pomperaug El ementary Sc hool wi ll remain in use until the new school has been constructed. Once completed, they will move into the new school, and the existing school will be demolished, and remining site work will be completed.

The District is soliciting qualification statements from Architecture Firms to Design the New Sustainable Building and its related site work. Project funding was approved in a May 2026 Referendum. Respondents should demonstrate that they possess the expertise and experience to provide design and construction administration services for new construction, including enhanced sustainability design and installation. In addition, respondents should demonstrate their expertise with construction on a site with an adjacent operating school.

The District’s project framework and ultimate expectations are more clearly detailed below.

The District will utilize an A/E team to prepare final design documents for the New School project and a CM firm to collaborate with the A/E team, District, and Building Committee throughout the process to provide scheduling, phasing, price, and value engineering.

A separate RFQ is being issued for Gainfield Elementary School. The District may consider the option of awarding both school projects to the same Firm.

Final Design documents are expected to be completed and ready for bidding by December 31, 2027.

RFQ#PES01

The District is seeking an A/E firm to provide services including:

• Site visits to review and become familiar with existing facility and site. Accumulation and review of information from the available existing drawings and reports.

• Review, become familiar with and provide feedback related to the Board of Education’s developed Educational Specifications as it relates to the final design product and state reimbursement.

• Visit the existing school and meet with all necessary departments, administrators and staff to obtain a full understanding of the requirements of the new school design.

• Produce the necessary schematic, design development and construction documents necessary to both build and bid the project, (including demolition of the existing Pomperaug Elementary School once the students and staff have moved into the new building), and file the project with all local authorities having jurisdiction no later than December 31, 2027.

• Provide the necessary documentation for Furniture, Fixtures and Equipment.

• Provide collaborative review and value engineering with the chosen CM of the schematic design, design development, construction documents and construction bids.

• Provide the documentation and attend the meetings necessary to obtain approval of the project from all agencies having jurisdiction (i.e., Board of Education, Department of Buildings, Planning & Zoning, Health, Conservation, etc.).

• Assist District with all necessary filings required by the Office of Grants Administration (OGA), which falls under the Department of Administrative Services (DAS), for approvals and reimbursement.

• Provide Construction Administration Services related to: Requests for information, shop drawings, site visits, project meetings, punch lists, etc.

• Assist the District and Construction Manager in Obtaining all required commissioning, testing, signoffs, and Certificates of Occupancy for the building occupancy no later than August 14, 2030.

• Review As-Builts, manuals, and record drawings of the completed work as submitted by the CM.

• Complete and submit all relevant and required change orders, estimates, and drawings necessary for submission to the Office of Grants Administration (OGA).

• Assist the District in phasing the construction while maintaining access to the existing school for students and staff and maintaining the existing school infrastructure for the duration of the project.

• Work Collaboratively with all parties including the District’s Owner’s Representative, Project Manager, and the School Building Committee to ensure effective and efficient project management.

The relevant reports and analyses referenced above that have been conducted to date are available on the District Region 15 website at https://www.region15.org/ GES/PES. The referenced reports and analyses are for information purposes only and are not to be relied https://www.region15.org/ upon by the selected team to draw their design conclusions. The selected team must complete their own independent evaluation of the building and building systems.

2. The District has appointed a Building Committee to oversee the Project Team and provide timely review and approval of each element of the project. The selected Firm will work under the direction of a District designated Project Manager as well as the District appointed Building Committee and Owner’s Representative.

3. GOALS TO BE ACHIEVED AT END OF PROJECT

A sustainable new facility and site to serve the District for the next fifty (50) years.

4. ARCHITECT AND ENGINEER MINIMUM QUALIFICATIONS

Architect and their Engineer must:

• Identify a Primary Project Manager. The Project Manager must have had principal control over at least three previous similar projects of similar scope dealing with new construction on a site with a school in operation.

• Identify a Primary Architectural and Engineering Firm Project Manager(s) experience with sustainable construction.

• Include detailed information on the above referenced similar projects:

o Project Cost o Type & size of project o Number of Change Orders, total cost of Change Orders and reason for the

Change Orders.

o Sustainability features included in the project.

• Identify critical junctures in the project schedule to keep the timeline on track. Identify any items which are recommended but which may need to be deferred until after 7/1/30 due to time constraints.

• Demonstrate that the project team can provide adequate support and personnel at critical junctures.

• Include a list of key personnel, with descriptions of their roles and responsibilities, qualifications, and experience within the team’s operating structure.

• Include a statement that it maintains insurance policies meeting or exceeding the requirements indicated in Exhibit A and will furnish evidence of insurance to the District upon request.

• Include a statement that no conflict-of-interest issues would exist if contracted to perform these services, while under contract with the District.

• Indicate a willingness and ability to work closely with the District and Building Committee to expedite the design and permitting process.

• Demonstrate familiarity with the State of Connecticut Educational Specifications and be willing to assist the District with all necessary filings/meetings with the Office of Grants Administration (OGA) within the Department of Administrative Services (DAS).

5. ARCHITECT’S ORGANIZATION

Architect must provide an overview of the Team structure including:

• Primary Project Manager for Project

• Project Team Organization Chart

• Resumes of Key Individuals

In addition, provide complete Company profiles for each Company forming the team.

Information submitted shall include the following:

• Description of Company ownership structure (Professional Corporation, sole proprietor, partnership, etc.). Corporations and limited liability companies must identify the state and date of incorporation/organization.

• Dunn and Bradstreet number

• Federal Tax Identification Number (EIN)

• Description of any prior or ongoing contract failures (actual or alleged), contract breaches, any civil or criminal litigation or investigation pending which involves the Company in which the Consultant has been judged guilty or liable.

• Location(s) of all Company offices and location of the office that will provide the services described in the RFQ.

• Number of employees both locally and nationally.

• Location(s) from which employees will be assigned to the Project.

• Name, address, and contact information of the Company Project Manager responsible for their element of the Project.

• A list of all proposed persons including consultants and subcontractors who will assist in the performance of the services who are currently employed or have ever been employed by Regional District 15.

• List of any prior projects completed for the District.

Architect shall also provide a statement as to whether they will be willing to work with the District’s retained consultants in lieu of their proposed consultants, should the District decide to retain their own Prime Consultants.

6. REFERENCES

The A/E team must provide a minimum of three (3) references for similar projects, preferably performed for state and/or local government clients within the last ten years. Please include the following:

- Client name

- Project description

- Project dates (starting and ending)

- Staff assigned to work on the project who will also work on this Project

- Client project manager name, telephone number, fax number and email address

7. ADDITIONAL ITEMS

All reports, opinions, surveys, plans, specifications, drawings, and other documents delivered to the District (deliverables) shall be considered to be “works made for hire” under U.S.

Copyright Laws, and all copyrights and other intellectual property rights in the deliverables shall become the exclusive property of the District upon delivery to the District in any format.

8. GENERAL INSTRUCTIONS

A. A MANDATORY walk thru will be held on Wednesday, July 15, 2026 at 10:00AM starting at Gainfield Elementary School. (307 Old Field Road in Southbury) B. The District will only accept questions, in writing, via e-mail regarding this RFQ until July

17, 2026. The District reply to questions will be made by July 21, 2026. Please provide company name, address, phone number, email address and contact person when submitting questions. Questions regarding the RFQ shall be received via e-mail, and submitted to:

Joseph Martino Director of Finance & Operations

Pomperaug Regional School District #15 203-758-1743 jmartino@region15.org

C. Delivery of Responses. Each response must be enclosed in a sealed envelope which is clearly marked with reference to this RFQ#PES01. The envelope shall then be placed in an outer envelope which shall be securely sealed and addressed to:

Director of Finance & Operations Pomperaug Regional School District #15

PO Box 395 286 Whittemore Road Middlebury, CT 06762 mailto:jmartino@region15.org

It shall bear the name and address of the Lead Agency and the designation of this RFQ.

i. The response shall be signed by an authorized official from the Lead Agency. The response shall also provide name, title, address, telephone number, fax number and email address for the individual or individuals with authority to negotiate and contractually bind the Design Build Team, and for those who may be contacted for the purpose of clarifying the information provided.

ii. Responses shall be received until July 24, 2026, no later than 12:00PM (noon), at:

Finance Department

Director of Finance & Operations Pomperaug Regional School District #15

PO Box 395 286 Whittemore Road Middlebury, CT 06762

No responses will be accepted after said hour.

iii. E-mail or electronic attachments are not acceptable means of submitting a response and will be rejected as non-conforming.

THE DISTRICT WILL REJECT RESPONSES WHICH ARE SUBSTANTIALLY INCOMPLETE AND WILL

NOT ALLOW THE SUBMISSION OF ANY ADDITIONAL WRITTEN INFORMATION AFTER THE

RFQ DEADLINE.

THE DISTRICT RESERVES THE RIGHT TO WAIVE ANY DEFECTS AND INFORMALITY IN ANY

RESPONSE, TO REJECT ANY OR ALL RESPONSES FOR WHATEVER REASON AND TO ACCEPT

THAT RESPONSE DEEMED TO BE IN THE BEST INTEREST OF THE DISTRICT.

THE DISTRICT RESERVES THE RIGHT TO REJECT ANY RESPONSE IF THE EVIDENCE SUBMITTED

BY OR INVESTIGATION OF THE DESIGN TEAM FAILS TO SATISFY THE BOE THAT IT IS PROPERLY

QUALIFIED TO PERFORM THE SERVICES.

9. ADDITIONAL RESPONSE REQUIRMENTS

• Provide one (1) signed original, five (5) identical hard copies and one electronic version.

• Responses must be received at the address indicated above no later than the date and time indicated above. Vendors may deliver their responses any time prior to the deadline.

• Responses that arrive after the time and date indicated above or are submitted to an office other than the one indicated below WILL NOT BE ACCEPTED by the District.

• The District will not be held responsible for envelopes mishandled as a result of not being properly prepared. Responses may be modified by written notice provided such notice is received prior to the RFQ submission deadline.

• Responses are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFQ. Emphasis should be concentrated on conformance to the RFQ instructions, responsiveness to the RFQ requirements, and on completeness and clarity of content.

10. INSURANCE REQUIREMENTS:

The Companies forming the Design-Build Team shall purchase from and maintain, for the life of the contract, in a company or companies with an A.M. Best rating of A- (VII) or better.

Such insurance will protect the BOE from claims set forth below which may arise out of or result from the Company’s obligation under this agreement, whether such obligations are the company’s or by a subcontractor or any person or entity directly or indirectly employed by said company or by anyone for whose acts said company may be liable.

A. Workers Compensation:

Company 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 $500,000including a waiver of subrogation.

B. Commercial General Liability Insurance:

Company 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 per project. Coverage will continue three years after the completion of the work.

• The policy shall name the BOE as an additional insured and include ISO Form CG 2010(04/13) and CG 2037 (04/13).

• 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

BOE.

• The policy shall contain a waiver of subrogation in favor of the BOE.

• Such coverage shall contain a broad form contractual liability endorsement or wording within the policy form to comply with the hold harmless and indemnity provision of the contract.

• Deductible and self-insured retentions shall be declared and are subject to the approval of the BOE.

C. Commercial Automobile Insurance:

Company 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. Policy shall name the BOE as an additional insured.

D. Umbrella or Excess Liability Insurance:

Company shall provide an umbrella or excess liability policy in excess (without restriction or limitation) of those limits and coverages 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.

E. Errors & Omissions Insurance:

If the agreement is for professional services, the Company shall provide errors & omissions insurance for liability resulting from the negligent performance of professional duties or operations. Such policy shall contain limits of liability in the amount of $1,000,000 each claim and $3,000,000 in the aggregate per project. The policy shall name the BOE as an additional insured.

As to the insurance required, the insurer(s) and/or their authorized agents shall provide the BOE with certificates of insurance prior to execution of the agreement by the BOE, describing the coverage and prior to 30 days of any renewal. The certificate will include a copy of the additional insured and contractual liability endorsements and to the extent Errors & Omissions Insurance is required, the certificate shall indicate a retroactive date prior to the commencement date of the contract.