HVAC Upgrades at Somers Elementary School

Town of Somers & Somers Public Schools

Request for Proposal for Professional Services

Owner’s Representative

RFP Issue Date: June 15,2026

Sealed proposals are Due no later than July 6, 2026 at 2:00 p.m.

A total of five (5) original copies and one digital copy (thumb drive) of each Owner’s Representative proposal must be received at the following location on or before 2:00 p.m.

July 6, 2026.

Response shall be submitted to:

Mr. Brian Wissinger Chief Financial Officer Town of Somers 600 Main Street Somers, CT 06071

Introduction and Background:

The town of Somers, CT on behalf of Somers Public Schools (SPS) is seeking proposals from qualified firms for professional services to serve in an Owner’s Representative capacity for the Construction Phase of upgrades to the HVAC systems upgrade at Somers Elementary School.

The work shall be performed in cooperation with SPS and town staff, the town’s selected design consultant (Consulting Engineering Services, Inc.), and Construction Manager.

This project began in September 2021 and has been fully designed by CES (100% drawings).

The project has been approved at referendum and a non-priority construction grant from the Office of School Construction has been awarded for the project in the amount of $15,000,000.

A Construction Manager (Gilbane) has been selected and has performed pre-construction services. The selected OPM from this RFP will begin work after the State issues the approval to bid and work through the completion and close-out of the project.

The project details include an extensive HVAC upgrade to the existing Somers Elementary School (100,885 sq ft of project scope). HVAC upgrades include, but not limited to, replacement/ addition of rooftop units, ductwork distribution, as well as VRF indoor and outdoor unit installation.

The Town desires to engage a single entity to provide a complete range of professional consulting services to support its program as described below. It is anticipated that the selected firm will provide Owner’s Representative services input and guidance concerning the organization and management of the program. The Owner’s Representative shall not serve as the owner, architect, engineer or constructor for this program. The full contracted scope of services shall be negotiated with the selected firm based on the services proposed by the firm and/or required by the Town. It is essential that the selected firm recognizes the need to preserve participative culture of the community while effectively and efficiently completing the program. It is critical that the Owner’s Representative is successfully able to blend the authority delegated to the Owner’s Representative by the Town, through the Building Committee, with the Town’s non-delegable responsibilities to form a constructive and effective working relationship.

This Request for Proposals (RFP) describes the program, required scope of services, consultant selection process, and minimum information that must be included in the proposal.

This RFP requires each Proposer to concisely state its qualifications and its concept for how the Owner’s Representative and the Town will develop a constructive and effective partnership to ensure the success of this program.

The Town intends to contract with a single firm and not with multiple firms doing business as a joint venture. Accordingly, where two or more firms desire to join in preparing and submitting Proposals, such firms should do so on a prime-sub consultant basis, rather than as a joint venture or informal team. The firm acting as the “prime”, if it receives the Award, will execute the Owner’s Representative Agreement with the Town. Proposers are required to reveal all parties and relationships with their Proposal for any joint offer submitted under this RFP.

The Senior Owner’s Representative professional will report directly to the Building Committee, but shall also interact with the Board of Selectman, Board of Finance, Board of Education, Building Committee members, Superintendent of Schools, Chief Financial Officer, Director of Business Services, as well as various other departments throughout the Town.

Program Schedule and Budget:

• The Town has a bond authorization in the amount of $15 million for the project. The Town has also secured a non-priority school construction grant commitment from the Office of School Construction for the project.

• The timeline for this phase of the program estimates the Construction Phase to begin in September 2026 and last for a duration of approximately 24 months.

The Board of Selectmen has established a Building Committee for the project.

Bid Timeline:

The Town intends to adhere to the schedule listed below as closely as possible, but reserves the right to modify the schedule in the best interest of the Town as required.

Publicize RFP June 15, 2026 Requests for Information June 22, 2026 Responses to RFI June 25, 2026 RFP Due Date July 6, 2026 Award of Contract July 16, 2026 Contract Effective Date August 1, 2026

Pre-Bid Meeting:

There is no pre-bid meeting.

• All requests for information will be answered in writing as specified below under Addenda.

Addenda / Requests for Information (RFI):

Addenda concerning important information and/or modifications to specifications will be posted on the Somers Public Schools Business Office website at https://www.somers.k12.ct.us/departments/business/r_f_p___bids

• It is each Proposer’s sole responsibility to monitor the above website for all updated information.

• Addenda will not be mailed, e-mailed or faxed out.

• Written requests for information will not be accepted after 4:00PM on Monday the 22nd of June, 2026.

• Verbal requests for information via phone or other means will not be accepted.

• Failure to comply with these conditions will result in the bidder waiving the right to dispute bid specifications and conditions, no exceptions.

https://www.somers.k12.ct.us/departments/business/r_f_p___bids

Questions concerning this RFP must be submitted in writing and directed to BOTH:

Brian Wissinger, Chief Financial Officer Town of Somers bwissinger@somersct.gov

AND

Stephanie Levin, Director of Business Services Somers Public Schools

Stephanie.levin@somers.k12.ct.us

Responses will be in the form of an addendum that will be posted approximately Thursday, the 25th of June, 2026 to the Somers Public Schools website,which is https://www.somers.k12.ct.us/departments/business/r_f_p___bids.It is the responsibility of each Proposer to retrieve addenda from the website. Any contact about this RFP between a Proposer and any other Town official and/or department manager and/or Town of Somers employee, other than as set forth above, may be grounds for disqualification of that Proposer.

No questions or clarifications shall be answered by phone, in person or in any other manner than specified above.

Selection Process:

The Building Committee intends to review each RFP response received and create a short list of Owner’s Representative proposers. Each short-listed proposer selected may be interviewed by the Selection Committee. The final selected Owner’s Representative proposer will be forwarded and presented to the Board of Selectmen for final approval.

RFP Content:

To be considered complete, the response to this RFP must include certain minimum information:

• A complete explanation of the experience and capabilities of the proposers;

• A narrative describing the proposer’s understanding and approach to the proposed program;

• A description of the proposer’s legal standing, i.e. corporation, LLC, etc.;

• A listing of all Company Officers;

• A description of the proposer’s years of experience providing Owner’s Representative services, current and average annual workload i.e. typical program size and total value of projects on an annual basis; and

• Names, titles and resumes of those individuals proposed for the program assignment.

mailto:Stephanie.levin@somers.k12.ct.us https://www.somers.k12.ct.us/departments/business/r_f_p___bids

Requested Services

Owner’s Representative RESPONSIBILITIES:

1. Bid Phase Services:

The bid phase commences upon approval from the State’s Office of School Construction and continues through the award of the construction contract to the CM. The Owner’s Representative shall be responsible for managing the bid phase by assisting the responsible Building Committee, but shall also interact with the Board of Selectmen, Board of Finance, Board of Education, Building Committee members, CFO, Director of Business Services, as well as various other departments throughout the Town, concerning the following activities:

A. Advise the Town on program planning, implementation strategies, procedures, sequences and actions.

B. Provide appropriate reports, support town staff and attend meetings as required to provide information required by town boards, departments and committees.

C. Coordinate activities as needed between town departments, boards and commission and retain consultants and/or CM.

D. Assist the Town as needed in determining the most appropriate procurement strategy and delivery methodology for the program.

E. Assist the Town in the review of all responses to RFQ’s, RFPs and/or other proposals for goods and services. Provide analysis of each proposer and present a recommendation to the Town. Assist the Town with final negotiations and execution of contracts.

F. Assist the Town with the identification of any applicable grant, rebate or incentive programs.

G. Provide budget management and tracking of the total program budget utilizing an established and proven electronic budget management system. Reconcile with Town’s general ledger on at minimum a monthly basis to ensure that all program costs are being accounted for, tracked and reported accurately.

H. Review of all program invoices from the architect, CM, and other vendors providing pre-construction services. Provide to Town a recommendation for payment or withholding.

Ensure that all invoices are (1) accurate, (2) complete, and (3) within contracted values issued by the Town Finance Department. Track all invoices utilizing an electronic budget management system. PMO shall also respond to any questions presented by the Town’s Finance Department.

I. Establish uniform procedures for reviewing, analyzing and assessing each cost estimate submitted to the Town. Prepare and/or review budgets prepared by the architectural design team, the Owner, and/or the CM to ensure that all categories of work are properly accounted for, that unit costs are accurate, quantity take-offs are accurate, level of detail is appropriate to the design stage and that the pricing for such work accurately reflects the current market conditions.

Prepare and/or review cash flow analysis. Note: This includes developing the budget for soft costs and a review of the comprehensive construction cost budget subsequently prepared by the CM.

J. Manage the program budget by properly forecasting cost exposures and provide monthly financial reports to the Town.

K. As applicable, review and provide comments to the Town on the CM proposed bid packages, general conditions, proposed allowances and bid alternates proposed prior to bidding.

L. Assist Town, in collaboration with the CM with any required public notice advertising of the program and the proper posting to town and state websites (CTDAS Contracting portal).

M. Attend all subcontractor pre-bid meetings with the CM. Monitor the bidding process including the posting of any required addenda materials.

N. Attend all subcontractor bid openings with the CM and Town Finance Department.

O. Attend all bid submission scoping meetings between the CM and the trade subcontractors.

P. Upon the development of the Guaranteed Maximum Price proposal, or lump sum bid by general contractor, review the proposal/bid submission for conformance with the contract documentation. Review all proposed clarifications, exclusions, allowance amounts, general conditions, general requirements, fees, site services, and other CM markups and ensure subcontractor bid submission amounts are accurately reflected. Provide written review and recommendation of approval to the Town.

Construction Phase Services:

A. Attend all pre-construction meetings hosted by the CM and/or Town staff. Provide a system for tracking the resolution of any issues that are identified at any such meetings.

B. Provide recurring construction observation and oversight (i.e. 2-3 visits weekly/one (1) weekend per month if necessary) as requested by the Building Committee and provide written reports including photos for each site visit. Advise the Building Committee of any construction related/quality assurance issues or risks found in the field or determined by the site visit.

C. Attend all Town/Architect/Contractor (TAC) meetings. Review and comment on published meeting minutes.

D. Submit monthly Owner’s Representative reports to the Building Committee of the progress of the program including but not limited to: progress of the work against approved schedules, change orders, proposed change orders, potential schedule and/or budget impacts, approvals and inspections, the Architect’s performance, performance of any Town retained vendors and/or other open items or issues.

E. Assist the Town and the CM with coordination of Town required work or reviews and approvals necessary to meet the program schedule.

F. Assist the Town and the CM with coordination of 3rd party required work or reviews and approvals necessary to meet the program schedule.

G. Review and provide comments on the CM baseline/as-planned schedule including but not limited to; completeness, accuracy, conformance with the overall program milestones and the terms of the contract.

H. At minimum on a monthly basis, review and provide comments on the CM schedule updates including but not limited to; completeness, accuracy, conformance with the overall program milestones and the terms of the contract.

I. Review and provide recommendations regarding the CM initial submittal for the construction schedule of values.

J. Assist the Town in ensuring all required insurance certifications and other contractually required paperwork has been submitted.

K. Review of all invoices from the architect, CM and other vendors providing goods or services for the program. Provide the Building Committee with a written recommendation for payment or withholding. Ensure that all invoices are (1) accurate, (2) complete, and (3) within the contracted values issued by the Town Finance Department. Track all invoices utilizing an electronic budget management system. Owner’s Representative will also respond to any questions posed by the Town’s Finance Department.

L. Review all proposed change orders by CM and procure architect’s review and written approval. Confirm if proposed work constitutes extra work per the contract. Ensure that all applicable supporting documentation is provided, and all costs are supported, per the terms of the contract and are reasonable for the scope of the work.

M. Manage and track all proposed change orders and potential exposures against the owner’s contingency. Owner’s Representative shall provide status in a monthly written report to the Town.

N. Review and track CM expenditures against the approved GMP. Track all requests for use of allowances and construction contingency. Verify that all owner approved Change Orders and/or Budget Transfers are appropriately and accurately documented in Change Orders to the CM subcontractors.

O. Continue total program budget management and tracking. Report to the Town, on a monthly basis, any budgetary line items that are tracking over budget and make recommendations to the Town to resolve those items.

P. Monitor and report on any incomplete or non-conforming work.

Q. Ensure that the CM is receiving certified payroll documentation from the subcontractors as well as monthly lien waivers.

R. Coordinate those goods and services procured directly by the Town that are not the CM responsibility.

S. Coordinate the Furniture, Fixture & Equipment (FF&E) review process, product selection, product review, bidding approvals, advertising and bidding of all FF&E procurements

T. Assist the Building Committee with the bid evaluation and review process concerning all FF&E submissions.

U. Coordinate FF&E deliveries and installation with construction schedule. Coordinate with Town building officials and the fire marshal with respect to the delivery or installation of any FF&E prior to the receipt of the temporary certificate of occupancy (TCO) and/or the Certificate of Occupancy (CO).

V. Ensure that the TCOs and CO are obtained by the CM from all Town building officials, fire marshals, and other town departments as necessary.

Construction Close-Out:

A. Assist the Town in the preparation of a project punch lists.

B. During construction closeout ensure that the CM has provided all the required contractual closeout documentation such as operation and maintenance manuals, warranties, punch list closeout, attic stock, training, etc.

C. Review final requisition from CM. Ensure that all lien waivers have been properly submitted and that all allowances and contingencies have been reconciled with proper returns to the Town.

D. Manage all construction closeout requirements with the Town, state (OSCGR) and federal agencies as required. Compile project related documentation representing a complete program record to be turned over to the Building Committee and the Town.

E. Ensure that all final funding, incentive and/or reimbursement paperwork has been properly submitted, processed by the applicable grantor, and that the Town awards have been received.

F. Prepare and issue a final close-out report including a financial reconciliation.

Building Occupancy and Commissioning Phase Services:

A. Coordinate and manage the commissioning process.

B. Ensure Commissioning process is coordinated between all parties to include but not limited to; the contractor and its associated subcontractors, the School Facilities Department and the Architect.

C. Report inadequacies of systems to appropriate parties.

D. Ensure all pre-functional checklists are being completed and functional testing is being performed.

E. Ensure all proper commissioning reports and closeout documentation is submitted by Commissioning agent.

F. Ensure Town staff, including those employed by the Somers Public Schools, is receiving proper training by subcontractors and that Commissioning agent is in attendance

G. Ensure all deficiencies are corrected.

Owner’s Representative Records:

All operational working records and reports must be retained, at the Proposer’s expense, for a minimum of five (5) years beyond the expiration of the contract, unless the Proposer is notified in writing by the Town of Somers of the need to extend the retention period. The Proposer shall be required to make such operational working records and reports available, upon request to the following parties or their designee:

• The Town of Somers

• The State of Connecticut

Evaluations of Performance:

Assist the Building Committee and the Town in compiling evaluations of the performance of all parties of the CM, Architect, sub-contractors and any other vendor contracted by the Town for this program.

The Building Committee and Board of Selectmen reserve the right to amend this scope in their sole discretion.

Selection Criteria:

The Town will evaluate the proposal submissions based on the following criteria:

1. Proposer’s background and professional expertise, including size and scope of previous projects, and specific expertise coordinating HVAC upgrade projects, and the expertise and experience of assigned personnel.

2. The Proposer’s ability to complete this phase of the program within the required timeline, and to commit staff in a timely way when requested.

3. The Proposer’s demonstrated understanding of the work.

4. Evidence of any special or innovative approach that the firm will use.

5. The proven ability to submit cost-effective solutions.

6. Fee proposal.

After reviewing all factors, terms and conditions, including price, the Town reserves the right to reject any and all proposals, or any part thereof, or waive defects in the same, or accept any proposal deemed to be in the best interest of the Town of Somers.

Format of Proposal:

All responses to this RFP must conform to these instructions.

1. Delivery of responses:

• All responses to this RFP should be complete, accurate and concise and must be in sealed envelopes and marked with the RFP reference title, the RFP number, and due date and time.

The Proposer’s name and address must appear on the outer envelope.

• The Town of Somers is dedicated to waste reduction and the practice of using and promoting the use of recycled and environmentally preferable products. Proposers are encouraged to submit proposals that are printed double-sided (except for the signed proposal page) on recycled paper, and to use paper dividers to organize the bid for review. All proposal pages should be secured with a binder clip, staple or elastic band, and may not be submitted in plastic binders or covers, nor may the proposal contain any plastic inserts or pages.

2. Proposal Submission Content: Proposals should put forth full, accurate, and complete and concise information as required by this request. In addition to the Pricing Response Form, Schedule of Owner’s Representative staff and values, the proposal should include:

A. Title Page: This should include your company name, address, telephone and fax numbers, email addresses, and proposed program representatives.

B. Executive Summary: Provide a brief history of your firm and outline similar current or completed projects. Identify key qualities or services to distinguish your firm from other Program Management Oversight organizations.

C. Organization and Staffing: Discuss your company organization, along with your proposed program team organization. Include resumes of all key program team members.

• Provide an organizational chart for the firm and the proposed staffing for this project, including any proposed consultants or those otherwise not full time employees of Proposer’s firm.

• Include information concerning previous assignments such as title, length of time on job, references and contract information. Provide a brief description of previous projects, similar to this program, where the key personnel have worked together as a team. List any municipal/public school HVAC upgrade projects in Connecticut that have been completed and/or are in-process during the past seven (7) years; provide the owner’s name and contact information, program description and value, start and completion dates, and other pertinent information related to the program. The Town reserves the right to interview and select key staff members for this program. Provide an estimate as the percentage of time and the approximate number of hours that you are proposing to have each staff member working on each of the phases of the assigned program.

• Provide the name of the professional who will be responsible for the program.

D. List the name and address of any consulting firm(s) or sub-consultants to the Owner’s Representative that may be used on this program, with a brief description of qualifications and your association with them.

• List any additional services not noted in the preceding Scope of Services.

E. Construction Phase Services: Provide a narrative describing your Firm’s understanding and proposed approach to providing Owner’s Representative construction services for this program. Include a brief overview describing how your firm would interact with the Building Committee and the other Town Departments and Officials under this phase of the program.

• List any additional services not noted in the preceding Scope of Services.

F. Construction Close-Out Phase Services: Provide a narrative describing your Firm’s understanding and proposed approach to providing Owner’s Representative construction close-out services for this program. Include a brief overview describing how your firm would interact with the Building Committee and the other Town Departments and Officials under this phase of the program.

• List any additional services not noted in the preceding Scope of Services.

G. Building Occupancy and Commissioning Phase Services: Provide a narrative describing your Firm’s understanding and proposed approach to providing Owner’s Representative construction close-out services for this program. Include a brief overview describing how your firm would interact with the Building Committee and the other Town Departments and Officials under this phase of the program.

H. Provide a sample of all proposed reports (financial, progress / status, schedule, etc.).

I. Fee Proposal and Agreement

• For each phase, provide proposed staffing levels and the proposed number of hours per employee per month for each phase. Submit hourly rates per discipline / employee for the proposed work. Using this data, submit a total proposed fee per phase.

• Provide a breakdown of hourly fees per discipline.

• Provide an estimate for direct expenses by category and if applicable unit rates. Include multiplier on direct expenses.

J. Provide the Town with a proposed sample contract between your firm and the Town of Somers.

Pricing Response Form:

Company Name ______________________________________________________________

1. Proposed Fees:

Construction Phase Services: Proposed Total Fees: $__________ Construction Close-Out Phase Services: Proposed Total Fees: $__________ Building Occupancy & Commissioning Phase Services: Proposed Total Fees: $__________

2. For informational purposes please identify the estimated time in working hours for each discipline for each phase (broken out in a separate table by month):

Construction Phase Services: Total Monthly Hours:____________ Construction Close-Out Phase Services: Total Monthly Hours:____________ Building Occupancy &Commissioning Phase Services: Total Monthly Hours:____________

3. Identify the key team members who will provide these services. Quantify their involvements (X%) for each phase of the program. Provide an estimate of proposed monthly hours along with the proposed hourly rate for each team member.

A. Construction Phase:

NAME TITLE % INVOLVED MONTHLY HRS HOURLY RATE

B. Construction Close-Out Phase:

NAME TITLE % INVOLVED MONTHLY HRS HOURLY RATE

C. Building Occupancy & Commissioning Phase:

NAME TITLE % INVOLVED MONTHLY HRS HOURLY RATE

Signature Company

Printed name Title

Address City / State / Zip

Phone E-mail

REFERENCES

Provide reference details of most recent similar scope projects performed.

REFERENCE #1:

Name of Company _______________________ Phone _____________________________

Contact Person _________________________ Cell_______________________________

Company Address ____________________________________________________________

Email________________________________________________________________________

Project, Location, & Date Completed_______________________________________________

REFERENCE #2:

Name of Company _______________________ Phone _____________________________

Contact Person _________________________ Cell_______________________________

Company Address ____________________________________________________________

Email________________________________________________________________________

Project, Location, & Date Completed_______________________________________________

REFERENCE #3:

Name of Company _______________________ Phone _____________________________

Contact Person _________________________ Cell_______________________________

Company Address ____________________________________________________________

Email________________________________________________________________________

Project, Location, & Date Completed_______________________________________________

REFERENCE #4:

Name of Company _______________________ Phone _____________________________

Contact Person _________________________ Cell_______________________________

Company Address ____________________________________________________________

Email________________________________________________________________________

Project, Location, & Date Completed_______________________________________________

REFERENCE #5:

Name of Company _______________________ Phone _____________________________

Contact Person _________________________ Cell_______________________________

Company Address ____________________________________________________________

Email________________________________________________________________________

Project, Location, & Date Completed_______________________________________________

SUBCONTRACTORS

Provide subcontractor details if any are to be employed as part of this contract:

SUBCONTRACTOR #1:

Name of Company _______________________ Fed ID # _________________________

Contact Person _________________________ Title_______________ ____________

Company Address ________________________________________________________

Phone___________________________________________________________________

Trade _________________________________ Email____________________________

SUBCONTRACTOR #2:

Name of Company _______________________ Fed ID # _________________________

Contact Person _________________________ Title_______________________________

Company Address ________________________________________________________

Phone___________________________________________________________________

Trade _________________________________ Email____________________________

SUBCONTRACTOR #3:

Name of Company _______________________ Fed ID # _________________________

Contact Person _________________________ Title______________________________

Company Address ________________________________________________________

Phone___________________________________________________________________

Trade _________________________________ Email____________________________

NOTE: All sub- contractors are subject to approval by the Town of Somers and are required to provide Fed ID #.