Document-1788995485968.pdf

2027-13 Playground Safety Inspection & Repair Services

Sep 2nd 2026, 2:30PM EDT - Sep 17th 2026, 11:00AM EDT

Table of Contents

Contents Page #

Project Details 3

1. Project Overview 4

1.1. Statement of Work 4

1.2. Repair, Maintenance, and Equipment Removal Services 5

1.3. Requirements 5

2. Bid Submission 7

2.1. Contractor Information 7

2.2. Bid Pricing Form 8

2.3. References 8

2.4. Sub-Contractors 8

2.5. Exceptions (if applicable) 9

3. Mandatory Compliance Requirements 10

3.1. Insurance Requirements 10

3.2. Conflict of Interest Statements 10

3.3. Non-Collusion Statement 10

3.4. Terms and Conditions 11

3.5. Bid Bond 11

Project Details

Project 2027-13 Playground Safety Inspection & Repair Services

Ref. # 2027-13

Type ITB

Description The Town of Fairfield (Town) on behalf of Fairfield Public Schools (FPS) is seeking proposal submissions from qualified Contractors to perform comprehensive visual and physical safety inspections, repairs, maintenance, and potentially equipment removal for playground equipment located at fourteen (14) school facilities as per the bid specifications.

Open Date Sep 2nd 2026, 2:30PM EDT

Questions Due Date Sep 10th 2026, 4:00PM EDT

Close Date Sep 17th 2026, 11:00AM EDT

Events

Event Name Duration Description

Open Date Sep 2nd 2026, 2:30PM EDT Posting date for the Opportunity

Questions Due Date Sep 10th 2026, 4:00PM EDT Deadline to submit Questions

Close Date Sep 17th 2026, 11:00AM EDT Deadline for Submissions

1. Project Overview

The Town of Fairfield (Town) on behalf of Fairfield Public Schools (FPS) is seeking proposal submissions from qualified Contractors to perform comprehensive visual and physical safety inspections, repairs, maintenance, and potentially equipment removal for playground equipment located at fourteen (14) school facilities as per the bid specifications.

TERM / RENEWAL OF CONTRACT

The Town of Fairfield intends to award a (12) month contract with four (4) one-year optional renewal terms.

On (60) days advance written notice, the Town may renew the 2026 contract per the same terms and conditions, including a mutually agreed upon optional cost of living allowance (COLA) reflecting industry standards.

Each contract extension may be offered at the sole discretion of the Town ofFairfield.

In the event that the Contractor does not perform the work in accordance with the specifications and/or scope of services, the Town reserves the right to terminate the contract with two (2) weeks’ written notice.

1.1 Statement of Work

INSPECTION SERVICES

The awarded vendor shall conduct two (2) inspections of all fourteen (14) FPS facility playgrounds each year typically during school vacation periods or as requested. Two (2) inspections per year will be required at each school facility.

Inspections include but are not limited to; playground equipment, playground surfacing, borders, vegetation growth, graffiti, vandalism, and debris.

Inspections should be coordinated with FPS.

The awarded Contractor shall provide comprehensive written reports detailing the inspection results for each structure and/or play space within each playground facility. The inspection reports must illustrate all equipment and components of the structure and/or play space that were investigated. Completed reports shall be submitted within ten (10) business days after each inspection. Included within each inspection report shall be a report summary. The summaries will include identification of and recommendation for remediating any issues which do not meet minimum standards of best practices.

Written summaries must include photos of all issues identified along with documentation of the finding and suggested resolution. A playground equipment low frequency inspection report and maintenance checklist shall be completed for each inspection. Any and all problem(s) found during any inspection, should be noted on the report. If the problem poses an immediate safety hazard, the piece of equipment shall be taken out of the service and a phone call placed to the Project Supervisor, 203-957-5537 to ensure immediate action.

Reports will be submitted independently for each playground inspected and will include all photos as noted above.

Reports will be distributed in both written and electronic format to the Executive Director of Operations, Angelus Papageorge, apapageorge@fairfieldschools.org and the Project Supervisor, Jon Garcia, jgarcia4@fairfieldschools.org.

The playground inspector shall have an active Certified Playground Safety Inspector (CPSI) certificate and shall provide evidence that this certification is current. Include documentation of certification with your proposal submission materials.

The CPSI will be responsible for the cost associated with maintaining the certification.

The cost associated with travel to the school sites to complete the inspection shall be included in the cost proposal The designated CPSI will be available to meet with FPS personnel as needed.

Playground Audits may be required upon completion of a new installation. Please provide pricing to complete a Playground Audit on an as-needed basis. (Add Alternate)

Attachments (Documentation): 2027-13_Exhibit_A_- _Locations_of_Playgrounds_&_Equipment.pdf

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mailto:apapageorge@fairfieldschools.org mailto:apapageorge@fairfieldschools.org mailto:jgarcia4@fairfieldschools.org mailto:jgarcia4@fairfieldschools.org

1.2 Repair, Maintenance, and Equipment Removal Services

REPAIR, MAINTENANCE, AND EQUIPMENT REMOVAL SERVICES:

New and existing equipment shall be repaired and maintained as directed by FPS by the awarded Contractor on an as-needed basis. Equipment removal services may also be required on an as-needed basis.

1. Upon receipt of the inspection report, FPS shall review. The FPS shall follow up with the awarded Contractor to request price quotes for the work associated with repairs and maintenance to remediate issues found which do not meet minimum standards or best practices. Upon FPS approval, purchase orders will be issued for repairs and maintenance utilizing the awarded bid pricing.

2. All inspection, repair, and warranty documentation shall be submitted digitally and kept on file with the FPS.

3. Examples of repair, maintenance and removal services required shall include but not be limited to the following:

Engineered wood fiber mulch leveling.

Loose-fill surfacing material removed from adjacent hard surface areas.

Sand surfacing tilling to reduce compaction Litter and other debris to be picked up with the playground use zones Swing chains need to be untwisted Metal equipment painting Tightening loose hardware Graffiti removal Repairing or replacing equipment and containment borders whenever they present a hazard Repairing or replacing missing information and/or regulatory signs Repairing or replacing broken playground components Lubricating moving parts Caulking sectional slide seams Replacing worn swing seats and chains Removal of out-of-service/condemned playground equipment

1.3 Requirements

REQUIREMENTS

1) The awarded Contractor shall provide all of the labor, materials, and resources to inspect, repair, maintain, remove and certify various playground equipment and structures, based on the standards established by the National

Recreation and Parks Association.

2) All playground equipment inspectors, installers, and employees performing repairs shall adhere to the guidelines and recommendations set forth by the U.S. Consumer Product Safety Commission (CPSC) and the

American Society for Testing Materials (ASTM) Standard F1487-17 to assure compliance with public playground safety guidelines.

3) The awarded Contractor shall possess all required certifications and licensures to properly perform the work.

All certifications and licensures shall be current and shall be available for review by the Town and FPS.

4) All work shall be permitted during normal work hours. FPS considers normal business hours to be 8:00 am –

4:00 pm Monday through Friday.

5) The awarded Contractor shall be responsible for all required permits, if applicable.

6) Inspections, repair, maintenance and equipment removal services shall progress in such a manner as cause the least inconvenience to the Town and FPS.

7) Bidders are required to provide full details of any exceptions to the attached specifications. Details must be submitted separately and attached to the proposal page. The Town of Fairfield retains the right to accept or reject any exception(s).

8) All equipment and materials supplied and/or installed as part of the contract shall be new and of current manufacture and shall meet or exceed all manufacturer specifications.

9) Used or reconditioned parts may be utilized if new parts are no longer available or temporarily unavailable and are required urgently, with written authorization by FPS.

10) The awarded Contractor must be an authorized repairer, dealer and/or distributor.

11) The Contractor shall remain the single-point-of-contact for all repair issues regarding labor and equipment and must provide prompt repair service.

12) Provide the Town with references (preferably municipalities) regarding current and prior contracts performed for the previous three (3) years.

13) Provide the Town with a copy of the checklist that your company utilizes to perform the inspection process, along with a copy of a sample inspection report.

14) The Town will not accept receipt of any repairs to equipment installed or otherwise, unless all manufacturer specifications have been accommodated and are approved by Fairfield Public Schools. The Contractor shall be required to correct any nonconforming issues, at no expense to the Town of Fairfield.

15) The Town shall not be held responsible for damages to premises, grounds or equipment, where caused by the

Contractor while performing the work. Costs for such repairs and replacement shall be fully borne by the Contractor.

16) All work time must be coordinated with the Maintenance Supervisor or approved designee.

17) Award of the project, either partial or in its entirety, is contingent upon funding approval by the applicable boards of the Town of Fairfield.

18) Submit a list of all subcontractors (where applicable) to be employed by the Contractor and as part of the contract.

19) The Town reserves the right to add or delete any playground location or school facility as deemed necessary.

20) Prospective bidders are strongly encouraged to verify the scope of work prior to bidding. The Town reserves the right to increase or decrease the amount of work, and as deemed in the best interest of the Town and Fairfield Public

Schools.

21) All employees (both assigned full-time staff and part-time substitutes) may be subject to complete criminal background checks and may be required to obtain security clearance prior to commencing the contract. If unable to provide proof of security clearances for all employees, the awarded Contractor shall be responsible for all associated costs to obtain such clearances. The Town reserves the right to verify and approve all submitted documentation submitted, prior to awarding the contract. Conditions apply to each subcontractor. All subcontractors must be approved by the Town. No exceptions.

2. Bid Submission

2.1 Contractor Information

2.1.1 Company Name: [Required] [Text]

(Vendor text input)

2.1.2 Company Address: [Required] [Text]

(Vendor text input)

2.1.3 Contact Name: [Required] [Text]

(Vendor text input)

2.1.4 Contact Email Address: [Required] [Text]

(Vendor text input)

2.1.5 Contact Phone Number: [Required] [Text]

(Vendor text input)

2.1.6 Name of the designated single point of contact for contract administration:

[Required] [Text]

(Vendor text input)

2.2 Bid Pricing Form

Attachments (Documentation): 2027-13_Pricing_Sheet_- _Playground_Safety_Inspection_&_Repair_Services.xlsx

2.3 References

Provide reference details of most recent similar scope projects performed.

Attachments (Documentation): References_Form.pdf

2.4 Sub-Contractors

Provide subcontractor details if any are to be employed as part of this contract, including labor rates. All sub-

Contractors are subject to approval by the Town of Fairfield and are required to provide Fed ID #.

Attachments (Documentation): Sub-Contractor_Form.pdf

2.1.7 Number of Years in Business [Required] [Number]

(Vendor number input)

2.2.1 Pricing Form Completed [Required] [Excel]

(Vendor file upload)

2.3.1 The Contractor certifies that the references provided are accurate, complete, and pertain to services of similar scope and complexity. The Contractor understands that failure to provide accurate references may result in rejection of the proposal.” [Required] [Single Choice]

(Yes) / (No)

2.3.2 Upload completed References Form [Required] [PDF]

(Vendor file upload)

2.5 Exceptions (if applicable)

The Contractor shall review all bid documents, including the draft contract, scope of services, insurance requirements, and all terms and conditions. If the Contractor takes exception to any requirement, term, condition, or provision of the solicitation or contract documents, the Contractor shall clearly identify each such exception in the space provided below. The Contractor shall also disclose any known defects, errors, inconsistencies, or omissions in the documents of which they are aware, whether identified directly by the Contractor or brought to their attention by any subcontractor or material supplier. Failure to identify such exceptions or issues may be deemed a waiver of the

Contractor’s right to later assert them.

2.4.1 Upload completed Sub-Contractors Form (if applicable) [Optional] [PDF]

(Vendor file upload)

2.5.1 Exceptions (if applicable) [Optional] [Text]

3. Mandatory Compliance Requirements

This section sets forth the mandatory requirements applicable to this solicitation. Respondents must review and comply with all requirements contained herein. Submission of a proposal shall constitute the

Respondent’s acknowledgment and agreement to satisfy each mandatory requirement, including all certifications, insurance, bonding, licensing, and other contractual obligations, as applicable. Failure to meet any mandatory requirement may result in the proposal being deemed non-responsive and removed from further consideration.

3.1 Insurance Requirements

Submission of a bid in response to this solicitation shall constitute the Respondent’s acknowledgment and agreement to provide all insurance coverage as specified in the sample Certificate of Insurance. The awarded Respondent shall, prior to contract execution, furnish a Certificate of Insurance demonstrating full compliance with all stated insurance requirements.

3.2 Conflict of Interest Statements

The Respondent certifies and represents whether any principal, owner, or employee of the Respondent is a Town of

Fairfield employee or public official, or an immediate family member of such an individual. For this representation, “immediate family” includes: an individual’s spouse, fiancé/fiancée; the parent, sibling, or child (including adult children) of the individual or their spouse; and the spouse of any such child. ‘Yes’ = no conflict. ‘No’ = relationship exists; explanation required.

3.3 Non-Collusion Statement

3.1.1 We acknowledge and agree to provide all insurance coverage as specified in the sample Certificate of Insurance provided. Upon award of the contract, our company will furnish a Certificate of Insurance that fully complies with the stated requirements prior to contract execution. [Required] [Single Choice]

(Yes) / (No)

3.2.1 ‘Yes’ = no conflict. ‘No’ = relationship exists; explanation required. [Required] [Singl e Choice]

(Yes) / (No)

3.2.2 Explanation of Conflict if Applicable [Optional] [Text]

3.4 Terms and Conditions

3.5 Bid Bond

The BID BOND furnished, as bid security, must be duly executed by the bidder as principal. It must be in the amount equal to five percent (5%) of the total estimated bid, as guarantee that, in case the contract is awarded to the bidder, the bidder will, within ten days thereafter, execute such contract and furnish a Performance Bond and Payment Bond.

Small businesses may elect to obtain an irrevocable letter of credit or cashier’s check in lieu of the Bid Bond. Such surety must also be in an amount equal to at least five percent (5%) of the total estimated bid.

All bid bonds shall be written by a surety company or companies licensed in the State of Connecticut, and shall have at least an A-VII policy holders rating, as reported by A.M. Best Rating Services, or otherwise deemed acceptable by the Town. The Town always reserves the right to reject surety companies, if an approved surety bond cannot be provided, the bidder shall be deemed non-responsive.

A complete list of certified surety companies can be accessed on the U.S. Government Department of Treasury website: https://www.fiscal.treasury.gov/fsreports/ref/suretyBnd/c570_a-z.htm

NOTE: Failure to provide a Bid Bond or equivalent security is not cause for a waiver defect. Any bid not accompanied by such security will be excluded from consideration.

3.3.1 1. The submission has been developed independently by the Respondent and submitted without any form of collusion, agreement, understanding, or coordinated action with any other vendor of the materials, supplies, equipment, or services outlined in the Scope of Services, and without the intent of restricting independent submission.

[Required] [Single Choice]

(Yes) / (No)

3.3.2 2. Neither the Respondent nor its employees or agents have communicated the contents of this RFPQ to any individual who is not an employee or agent of the Respondent or its surety on any bond furnished with the submission. Furthermore, such communications will not occur before the official opening of the submission.

[Required] [Single Choice]

(Yes) / (No)

3.4.1 I have read and agree to the Town of Fairfield's Terms and Conditions.

[Required] [Single Choice]

(Yes) / (No) https://www.fiscal.treasury.gov/fsreports/ref/suretyBnd/c570_a-z.htm https://www.fiscal.treasury.gov/fsreports/ref/suretyBnd/c570_a-z.htm

3.5.1 Bid Bond [Required] [PDF]

(Vendor file uploads)