Day Program Renovation Invitation to Bid 2026.pdf

Invitation to Bid

Day Program Renovation

East Hartford, CT

Options Unlimited, Inc. is seeking a qualified and experienced contractor to renovate existing class rooms into an adult day program space.

Bids should be addressed as follows:

Options Unlimited, Inc.

Michael Lundie, Chief Operating Officer

225 Pitkin St, Suite 300

East Hartford, CT 06108

Bids must be plainly marked in the lower left-hand corner of the envelope as follows:

Bid Name: Day Program Renovation

Opening Date: July 31, 2026

Opening Time: 1:00 PM

A mandatory pre-bid walk through will be held on Tuesday July 14, 2026 at 10 am at 225 Pitkin St, Suite

100, East Hartford, CT 06108. Contractors submitting bids are required to participate in the site visit to view existing conditions. This will be the only opportunity to view the jobsite prior to bid submittal.

Questions related to this Invitation to Bid must be submitted via e-mail to mlundie@optionsunltd.org no later than 4:00 PM on July 20, 2026.

Any addendums, if necessary, will be published on the State of CT/DAS site by July 24, 2026

Bids must be received at the Options Unlimited, Inc. office at 225 Pitkin St, Suite 300, East Hartford, CT

06108 no later than 1:00 PM on July 31, 2026

225 Pitkin Street, Suite 300

East Hartford, CT 06108

Tel: (860) 243-3260

Fax: (860) 243-3627

Lynn M. Cinciva

President/CEO lcinciva@optionsunltd.org mailto:mlundie@optionsunltd.org

Instructions to Bidders

Options Unlimited, Inc. is a nonprofit 501(c)(3) that has served the greater Hartford area since 1994 providing residential support to adults with intellectual and developmental disabilities in licensed group homes. Options Unlimited is currently developing a day program to support adults with disabilities.

These instructions and requirements are standard for all Invitations to Bid issued by Options Unlimited, Inc.

Options Unlimited, Inc. may delete, supersede or modify any of these standard instructions for a particular

Invitation to Bid. The Invitation to Bid package will describe additional or modified instructions if needed.

1. Intent

The intent of these specifications is to obtain a Contractor to renovate the existing classroom and kitchen spaces for the creation of an adult day program. This will include the following:

a. Remove and dispose of 4 existing windows and install 4 fiberglass exterior doors with transom windows, using the existing openings. The new doors will have one window in them.

b. New doors shall have electric strikes and be compatible with the existing access control system.

Coordinate with pre-named contractor who is installing the access control system.

c. Install 4 metal canopies over new doors.

d. Install concrete sidewalk from new doors and connect to existing sidewalk on West side of building.

e. Install LED emergency lighting units with remote wet location heads at each new exit door.

f. Install LED exit signs at each new exit door.

g. Build 4 closets where indicated in the architectural drawing; blank out the existing outlets that will be covered by the closets.

h. Remove 8 feet of existing wall, including door, on Room #1 to create an open space with the reception area. Relocate existing light switch and electric outlet to remaining wall space.

i. Install flooring to match existing floor in Room #1. A limited number of existing floor pieces are available for use.

j. Build a cabinet and countertop to enclose the dishwasher and transition to existing ADA height countertop. Include a filler panel between the dishwasher and the existing cabinet.

The Contractor shall have adequate licenses, equipment, and materials for this project to insure completion within 120 consecutive calendar days from the agreed upon starting date.

All Bidders shall observe the following instructions and specifications:

2. General Provisions

a. Bid must be signed by an authorized representative of the respondent with the authority to bind the respondent to the terms of the bid and with the acknowledgment that the bid is made with full knowledge of, and agreement with, the general specifications, conditions and requirements of this

Invitation to Bid.

b. Submit Bid package in a sealed envelope marked with the vendor’s name and address in the upper left-hand corner. Bid name, opening date and opening time must be marked in the lower left-hand corner. The following forms must be submitted:

i. Bid Form

ii. Indemnification Agreement

iii. Non-Collusion Affidavit

iv. References

c. Bids received later than the date and time specified will not be considered. Amendments to, or withdrawals of, Bids received later than the date and time set for Bid opening will not be considered.

d. After the opening of the Bid, no Bid can be withdrawn for a period of ninety (90) days.

e. All workmanship and materials shall be guaranteed by the Contractor for a minimum of one (1) year from the date of project completion.

f. Contractor shall provide on-site dumpster(s) as necessary for the duration of the project and as required for all refuse and rubbish removal. Location as directed.

g. Contractor shall provide all daily and final cleaning of the job site as required by Options

Unlimited, Inc.

h. Work hours will be from 8:00 AM to 4:00 PM Monday through Friday. Additional hours or days may be available as necessary, and as coordinated with Options Unlimited, Inc.

3. Pre-Bid Meeting / Proposal Questions

There will be a mandatory pre-bid walk through on July 14, 2026 at 10 am at 225 Pitkin St, Suite 100, East

Hartford, CT 06095. Contractors submitting bids are required to participate in the site visit to view existing conditions. This will be the only opportunity to view the jobsite prior to bid submittal.

Any questions pertaining to the scope of the work or content or procedure for submitting proposals should be submitted to Options Unlimited, Inc. Chief Operating Officer by e-mail no later than 4:00PM on July 20, 2026. Any questions received after that date will not be answered. Contact information is as follows:

Michael Lundie

Chief Operating Officer

Options Unlimited, Inc.

(860) 243-3260 ext. 102 mlundie@optionsunltd.org

It is the Bidder’s responsibility to check the State DAS website for changes to the Invitation to Bid prior to the bid opening. The Bidder will be held to the bid and all addenda.

4. Basis and Notice of Award

It is intended this Contract shall be awarded to the Bidder that best meets the needs of Options Unlimited, Inc.

with respect to qualifications, contractor’s submitted start date and cost. Qualifications shall include the ability of the Bidder to complete all work within the stated time frame.

Options Unlimited, Inc. reserves the right to waive any formalities in bids received; to reject any and all bids, to waive technical defects and to make such award, including accepting a bid, although not the low bid, as it deems to be in the best interest of Options Unlimited, Inc.

Options Unlimited, Inc. shall give notice of acceptance of a bid to the successful bidder by mail to the bidder’s address stated on the Bid Form.

5. Scope of Work Change

Specifications cannot be altered by anyone other than an assigned agent for Options Unlimited, Inc. All changes must be in writing, signed by an agent.

6. Substitution of Named Brands

Should brand names appear in this bid, before bidding on any item considered equal to or better than a named item, the bidder must get written approval.

7. Price and Taxes

All prices must be F.O.B delivered unless otherwise specified. Prices bid shall not include any taxes, Local, State, or Federal, as Options Unlimited, Inc. is tax exempt.

8. Delays

Contract time delays for completion of work shall be authorized in writing by Options Unlimited, Inc.

9. Assignment of Contract

Contractor shall not sublet, sell, transfer, assign, or dispose of contract or any portion thereon or of right, title, or interest therein of obligations thereunder, without written consent of Options Unlimited, Inc.

10. Acceptance of Subcontractor

Submission of name of Subcontractor in proposal shall be deemed to constitute an acceptance by Contractor, if awarded contract of bid, of such Subcontractor. Any alteration therein, after award of contract, shall be subject to the approval of Options Unlimited, Inc.

11. Basis of Payment mailto:mlundie@optionsunltd.org

Payment for this work shall be at the lump sum bid for work completed and accepted, except as noted herein and shall include all equipment, materials, labor, and tools incidental to the completion of this work.

Options Unlimited, Inc. may withhold acceptances of work and payment thereof when it is determined that said work or materials do not meet the specified requirements. Payment will not be made until corrections are made which are acceptable to Options Unlimited, Inc. and/or their authorized agent.

12. Payments for Extra Work

Written notice of claims for extra work shall be given by bidders within ten (10) days after receipt of written instruction from Options Unlimited, Inc. to proceed with extra work and also before any work is commenced, except in emergency endangering life or property. No claim shall be valid unless so made. In all cases, Contractor’s itemized sheet showing all labor and material must be submitted to Options

Unlimited, Inc. Options Unlimited, Inc.’s order for extra work shall specify any extension of contract time and the method of payment.

13. Liquidated Damages

The amount of five hundred dollars ($500) is agreed upon as liquidated damages and shall be paid for every day the bidder exceeds the allowable contract time for completion, one-hundred and twenty (120) consecutive calendar days. This sum shall be paid by the bidder to Options Unlimited, Inc. or withheld from final payment to the bidder. The contract time period must start with the notice of acceptance from Options Unlimited, Inc.

14. Insurance

The bidder will submit to Options Unlimited, Inc, the following evidence of insurance. Certificates must be on file with Options Unlimited, Inc. before acceptance of bid or work commences.

Workers Compensation

Coverage A: Statutory

Coverage B: Employers Liability:

Bodily injury by accident $ 100,000 per person

Bodily injury by disease $ 100,000 per person

Bodily injury $ 500,000 aggregate

Comprehensive Commercial Liability

Bodily injury; General Limit $ 500,000 aggregate

Personal and Advertising Injury $ 500,000 aggregate

Each Occurrence $ 500,000 aggregate

Fire Damage Limit $ 500,000 aggregate

Medical Expenses $ 500,000 per person

Coverages:

Automobile Liability

Bodily Injury $300,000 per person

Aggregate $300,000 per person

Property Damage $300,000 per person

Coverages:

All owned/non owned/hired/borrowed

Contractual liability to be included

Contractors must name Options Unlimited, Inc. as additional named insured on all certificates. All policies will provide thirty (30) days’ notice of cancellation as well as ten (10) days’ notice of material change in the policies to the Chief Executive Officer of Options Unlimited, Inc.

15. Environmental, Health and Safety Compliance

The Contractor must comply with all local, state and federal environmental health and safety regulations. The bidder’s employees must have all required Occupational Health and Safety Administration, Environmental

Protection Agency, Connecticut Department of Environmental Protection and Connecticut Department of

Health training and certifications.

16. Permits

The Contractor is responsible for obtaining all local, state and federal permits required for completion of the project. Copies of all permits will be submitted to Options Unlimited, Inc. prior to commencing work. In instances where the governing body waives a permit, a copy of the communication may be submitted in lieu of the permit.

17. Hold Harmless and Indemnification Agreement

The Contractor agrees to indemnify and hold harmless Options Unlimited, Inc. and its respective officers, agents, and employees from any loss, costs, damages, expenses, judgements, and liability of whatsoever kind or nature howsoever the same may be caused resulting directly or indirectly by any act of omission of the

Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable resulting in bodily injury including sickness and death, personal injury, or damage to property directly or indirectly, including the loss of use resulting therefrom as permitted by law.

The Contractor will be required to sign the enclosed Hold Harmless and Indemnification Agreement prepared by Options Unlimited, Inc.

18. Supplemental Agreement

The Contractor named below is an independent contractor and neither the Contractor nor its employees nor it’s subcontractor(s) under any circumstances, will be considered servants or agents of Options Unlimited, Inc. and Options Unlimited, Inc. will be at no time legally responsible for any negligence or other wrong doing by the Contractor, its servants or agents or the Contractor’s subcontractor(s).

Options Unlimited, Inc. will not withhold from contract payments to the Contractor any Federal or State unemployment taxes, Federal or State Income Taxes, Social Security Tax, or any other amount for benefits to the Contractor. The lump sum or unit charges for service provided does not represent gross wages and further

Options Unlimited, Inc. will not provide the Contractor any insurance coverage or other benefits, including

Worker’s Compensation, normally provided by Options Unlimited, Inc. to its employees. The Contractor will be required to sign the enclosed Supplemental Agreement prepared by Options Unlimited, Inc.

Technical Specifications

1. Access control contractor is DuBaldo Security Systems,164 East Center Street, Suite 2

Manchester, CT 06040

(860) 645-6500

2. See attached architectural and electrical drawings.

Indemnification for

Construction, Professional or Labor Services

Bidders and proposers are required to agree to the following indemnification language by notarizing below.

To the fullest extent permitted by law, the awarded Contractor agrees on behalf of itself and its successors and assigns, covenants and agrees at its sole cost and expense, to protect, defend, indemnify, release and hold Options

Unlimited, Inc, its agents, servants, officials, employees, volunteers and members of its Board of Directors, harmless from and against any and all Losses (defined below) imposed upon or incurred by or asserted against Options

Unlimited, Inc.by reason of bodily injury, personal injury, death, or property damage of whatsoever kind or nature, to any individuals or parties (including, but not limited to Options Unlimited, Inc., the awarded Contractor, or any other third party) arising out of or resulting from, or alleged to arise out of or arise from awarded Contractor’s performance of its work under the contract, but only to the extent such Losses are attributable to the negligent or intentional act, error or omission of the awarded Contractor or any person or organization employed or engaged by

Contractor to perform all or any part of the contract. The term “Losses” includes any losses, damages, costs, fees, expenses, claims, suits, judgments, awards, liabilities (including, but not limited to, strict liabilities), obligations, debts, fines, penalties, charges, amounts paid in settlement, foreseeable and unforeseeable consequential damages, litigation costs, attorneys’ fees, expert’s fees, and investigation costs, of whatever kind or nature, and whether or not incurred in connection with any judicial or administrative proceedings, actions, claims, suits, judgments or awards.

Upon written request by Options Unlimited, Inc., the awarded Contractor shall defend and provide legal representation to Options Unlimited, Inc. with respect to any of the matters referenced above. Notwithstanding the foregoing, Options Unlimited, Inc. may, in its sole and absolute discretion, engage its own attorneys and other professionals to defend or assist it with respect to such matters and, at the option of Options Unlimited, Inc., its attorneys shall control the resolution of such matters. Upon demand, the awarded Contractor shall pay or, in the sole and absolute discretion of Options Unlimited, Inc., reimburse, Options Unlimited, Inc. for the payment of reasonable fees and disbursements of attorneys and other professionals in connection with this contract.

Options Unlimited, Inc. will not agree to indemnify the awarded Contractor, subcontractor(s), or independent contractor(s).

STATE OF CONNECTICUT

COUNTY OF: Signature ______________________________________

Name: _________________________________________

Company Name: ________________________________

SEAL HERE: Address: _______________________________________

Date: __________________________________________

Subscribed and sworn to before me on this ________ day of __________, 2026___

Notary Pubic _____________________________

Non-Collusion Affidavit (This affidavit must be signed and sworn to by the person signing the bid)

1. I am, _________________________ of ______________________________, the Contractor who has submitted the attached request for bid for the Day Program Renovation;

2. I am fully informed respecting the preparation and contents of the attached bid and of all pertinent circumstances respecting such bid;

3. Such bid is genuine and is not a collusive or sham bid;

4. Neither the bidder nor any of its officers, partners, owners, agents, representatives, employees or parties of interest, including this affidavit, has in any way colluded, conspired, connived or agreed directly or indirectly with any other bidder, firm or person to submit a collusive or sham bid in connection with the work for which the attached bid has been submitted nor has it in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other bidder, firm or person to fix the price or prices in the attached bid or of any other bidder, or to fix any overhead, profit or cost element of the bid price or the price of any bidder, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against Options Unlimited, Inc. or any person interested in the proposed bid; and

5. The price or prices quoted in the attached bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

STATE OF CONNECTICUT

COUNTY OF: Signature ______________________________________

Name: _________________________________________

Company Name: ________________________________

SEAL HERE: Address: _______________________________________

Date: __________________________________________

Subscribed and sworn to before me on this ________ day of __________, 2026.

Notary Pubic _____________________________

Project References Provide details of the most recently performed and completed projects of equal size and scope:

Reference #1

Project Location Contract Price Completion Date

Customer Name/Organization Contact Person Phone Email

Reference #2

Reference #3

This page must be fully completed and submitted with your proposal, including accurate contact names and contact details. Bidders may opt to submit own formatted reference sheets with complete project details and contact information.

Bid Form

Day Program Renovation

Options Unlimited, Inc. is seeking bids for the renovation of existing classrooms into day program rooms at our building located at 225 Pitkin St, Suite 100, East Hartford, CT.

The undersigned, who is legally authorized to sign bid documents on behalf of the firm, is familiar with the conditions surrounding this Invitation to Bid, is aware that

Options Unlimited, Inc. reserves the right to reject any and all proposals and is making submission without collusion with any other person, individual or corporation.

Printed Name: ______________________

Signature & Title: ______________________

Company Name: ______________________

Address: ______________________

Federal ID#: ______________________

Phone: ______________________

Email: ______________________

Estimated Lead Time to Begin Work: ______________

Total Bid: _$____________________