Maynard Public Schools 20-Year Capital Assessment RFP 27-03.pdf

MAYNARD PUBLIC SCHOOLS

REQUEST FOR PROPOSALS (RFP) #27-03

DISTRICT-WIDE FACILITY CONDITION ASSESSMENT AND

TWENTY-YEAR CAPITAL IMPROVEMENT PLAN

Issued Pursuant to Massachusetts General Laws Chapter 30B, Section 6

Issued By:

Maynard Public Schools

3-R Tiger Drive

Maynard, MA 01754

RFP Schedule

Event Date

Request for Proposals Issued 08/12/2026

Optional Pre-Proposal Site Visit

08/24/2026 @ 10AM

3Tiger Drive, Maynard, MA

Deadline for Questions 08/25/2026 @12 PM

Responses to Questions Issued 08/26/2026

Proposal Submission Deadline 09/02/2026 @2 PM

Anticipated Award Within 30 Days of Opening

Contact Person

All communications regarding this Request for Proposals shall be directed to:

Michelle Resendes

Director of Finance

Maynard Public Schools

3-R Tiger Drive

Maynard, MA 01754

Email: Mresendes@Maynard.k12.ma.us

Telephone: 978-897-8251 X4002

No interpretation of the meaning of the Request for Proposals shall be made orally. All questions regarding this solicitation shall be submitted in writing by the deadline indicated above.

Responses to questions will be issued by written addendum to all known proposers.

TABLE OF CONTENTS

1. Background and Project Overview

2. District Facilities

3. Scope of Services

4. Deliverables

5. Proposal Submission Requirements

6. Minimum Qualifications

7. Comparative Evaluation Criteria

8. Award of Contract

9. Procurement Schedule

10. Optional Pre-Proposal Site Visit

11. Questions and Addenda

Appendix A – Non-Collusion and Tax Compliance Certification

Appendix B – Price Proposal Form

Appendix C – Evaluation Committee Score Sheet

Appendix D – Reference Form

1. BACKGROUND AND PROJECT OVERVIEW

The Maynard Public Schools ("District") is seeking proposals from qualified consulting firms to conduct a comprehensive Facility Condition Assessment (FCA) and develop a Twenty-Year

Capital Improvement Plan for all District-owned school facilities and associated site infrastructure.

The purpose of this project is to provide the District with a comprehensive evaluation of the condition of its educational facilities and grounds while establishing a long-range capital planning document that will assist the School Committee, Superintendent, Town Administration, and Capital Planning Committee in making informed decisions regarding future capital investments.

The selected consultant shall perform a comprehensive visual assessment of each school building and associated site improvements, identify existing deficiencies, evaluate the remaining useful life of major building systems, provide budgetary cost estimates for recommended capital improvements, and prepare a prioritized twenty-year capital improvement plan.

The completed assessment will serve as a planning tool for:

• Annual capital budget development;

• Long-range financial planning;

• Capital Improvement Planning;

• Preventive maintenance planning;

• Asset preservation;

• Future grant opportunities;

• Future Massachusetts School Building Authority (MSBA) planning initiatives; and

• Ongoing facility management.

The District intends to select a consultant with demonstrated experience performing similar facility condition assessments and long-range capital planning studies for Massachusetts public school districts.

The successful proposer shall furnish all labor, supervision, equipment, materials, transportation, and professional services necessary to complete the work described in this Request for Proposals.

2. DISTRICT FACILITIES

The assessment shall include the following facilities and associated grounds.

Facility Approximate Square Footage

Maynard High School 107,500 SF

Fowler School 128,000 SF

Green Meadow School 90,525 SF

Total Building Area: Approximately 326,025 square feet

The assessment shall include all associated site improvements and infrastructure serving the above facilities, including but not limited to:

• Parking lots and driveways

• Sidewalks and pedestrian pathways

• Athletic fields and athletic facilities

• Playgrounds

• Site drainage systems

• Exterior lighting

• Landscaping

• Retaining walls

• Fencing

• Site utilities

• Exterior signage

• Loading areas

• Other exterior improvements owned and maintained by the District

The District reserves the right to include additional related facilities or site improvements of a similar nature if determined necessary during the course of the project.

3. SCOPE OF SERVICES

The Maynard Public Schools is seeking professional consulting services to perform a comprehensive Facility Condition Assessment (FCA) and develop a Twenty-Year Capital

Improvement Plan for all District-owned school buildings and associated grounds.

The selected consultant shall furnish all labor, supervision, equipment, transportation, materials, and professional services necessary to complete the assessment and prepare the required reports.

The assessment shall be based on a visual inspection of the facilities and shall include interviews with District personnel, review of available facility documentation, and other investigative efforts deemed appropriate by the consultant to prepare a comprehensive capital improvement plan.

The consultant shall evaluate the current condition of the District's facilities and provide recommendations for repair, replacement, or improvement based on observed conditions, remaining useful life, and industry standards.

At a minimum, the assessment shall include the following:

A. Building Envelope

Evaluate the condition of:

• Roof systems

• Exterior walls

• Windows

• Exterior doors

• Masonry

• Building foundations (visual observations only)

• Exterior sealants

• Waterproofing systems

• Building façade components

The consultant shall identify observed deficiencies, deferred maintenance items, and anticipated replacement needs.

B. Structural Systems

Evaluate the observable condition of:

• Structural framing

• Floor systems

• Roof framing

• Foundations (visual observations)

• Signs of settlement

• Signs of structural deterioration

This assessment shall be visual in nature and shall not include destructive testing or structural calculations unless specifically authorized by the District.

C. Mechanical Systems

Review the condition of:

• Heating systems

• Ventilation systems

• Air conditioning systems

• Boilers

• Chillers (if applicable)

• Rooftop units

• Heat pumps

• Building automation systems

• Temperature controls

• Pumps

• Domestic hot water systems

• Plumbing distribution systems

D. Electrical Systems

Review the condition of:

• Main electrical service

• Electrical distribution equipment

• Panelboards

• Lighting systems

• Emergency lighting

• Exit lighting

• Emergency generators (if applicable)

• Fire alarm systems

• Security systems

• Access control systems

E. Interior Building Components

Review the condition of:

• Floors

• Walls

• Ceilings

• Interior doors

• Hardware

• Casework

• Restrooms

• Painting

• General interior finishes

F. Site Improvements

Review the condition of:

• Parking lots

• Sidewalks

• Curbing

• Site drainage

• Retaining walls

• Exterior stairs

• Loading areas

• Site utilities

• Exterior lighting

• Fencing

• Signage

G. Athletic and Recreational Facilities

Evaluate:

• Athletic fields

• Tennis courts

• Playgrounds

• Outdoor recreation areas

• Bleachers

• Athletic support facilities

H. Accessibility

Provide general observations regarding compliance with the Americans with Disabilities Act

(ADA) and identify readily observable accessibility deficiencies.

This review is intended as a planning tool only and is not intended to constitute a comprehensive

ADA compliance audit.

I. Capital Improvement Plan

Based upon the assessment, the consultant shall prepare a Twenty-Year Capital Improvement

Plan identifying anticipated capital projects and estimated replacement timeframes.

The Capital Improvement Plan shall include:

• Description of each recommended project

• General project location

• Estimated year of replacement or repair

• Budgetary opinion of probable cost

• Recommended project priority

• General description of the recommended work

J. Meetings

The consultant shall attend meetings as necessary throughout the project, including:

• Project kickoff meeting

• Progress meeting(s), as required

• Presentation of draft findings

• Presentation of the final report to the School Committee and/or other designated Town officials

4. DELIVERABLES

Upon completion of the project, the selected consultant shall provide the District with a comprehensive Facility Condition Assessment and Twenty-Year Capital Improvement Plan.

At a minimum, the final deliverables shall include:

A. Existing Conditions Report

A written report summarizing the existing condition of each facility and associated site improvements evaluated as part of this project.

The report shall identify observed deficiencies, deferred maintenance items, and recommendations for repair or replacement of major building systems and site infrastructure.

B. Twenty-Year Capital Improvement Plan

A comprehensive capital improvement plan identifying recommended capital projects over a twenty-year planning horizon.

Each recommended project shall include, at a minimum:

• Description of the recommended improvement

• Building or site location

• Recommended timeframe

• Budgetary opinion of probable cost

• Project priority

C. Cost Estimates

Provide budgetary opinions of probable cost for recommended capital improvements using current industry standards and generally accepted estimating practices.

Cost estimates are intended solely for long-range capital planning purposes and are not intended for bidding or construction.

D. Executive Summary

Provide a concise Executive Summary highlighting:

• Overall condition of District facilities

• Significant capital needs

• Immediate priorities

• Short-term planning considerations

• Long-term planning considerations

The Executive Summary should be suitable for presentation to the School Committee, Town

Administration, and Capital Planning Committee.

E. Electronic Deliverables

Provide the following electronic files:

• Searchable PDF of the complete report

• Microsoft Excel file containing the capital improvement plan and cost estimates

• Any photographs used to document significant deficiencies

Electronic files shall become the property of the Maynard Public Schools.

F. Presentation

The consultant shall present the completed report and recommendations at a meeting of the

School Committee and/or other designated Town officials.

5. PROPOSAL SUBMISSION REQUIREMENTS

Proposals shall be submitted in accordance with M.G.L. c. 30B, Section 6, and shall consist of two separately sealed proposals.

Envelope A – Technical Proposal

The Technical Proposal shall include:

1. Letter of Transmittal

2. Company Profile

3. Firm Qualifications

4. Project Team o Identify the Project Manager.

o Identify key personnel assigned to the project.

o Include resumes of principal staff.

5. Relevant Experience o Describe experience performing similar work for Massachusetts public school districts or municipalities.

o Include a minimum of three (3) comparable projects completed within the last five years.

6. Project Approach o Describe the firm's proposed methodology.

o Describe the proposed work plan.

o Include a proposed project schedule.

7. Sample Report o Submit one sample Facility Condition Assessment or Capital Needs Assessment completed for a public-sector client.

8. References o Complete the Reference Form included as Appendix D.

9. Required Certifications o Non-Collusion Certification o Tax Compliance Certification

Envelope B – Price Proposal

The Price Proposal shall be submitted in a separately sealed envelope clearly marked:

PRICE PROPOSAL – DISTRICT-WIDE FACILITY CONDITION ASSESSMENT AND

TWENTY-YEAR CAPITAL IMPROVEMENT PLAN

The Price Proposal shall include:

• Completed Price Proposal Form (Appendix B)

• Lump Sum Fee

• Hourly Rates for Additional Services (if requested)

6. MINIMUM QUALIFICATIONS

The following minimum qualifications must be met for a proposal to be considered responsive.

Failure to satisfy any of the minimum requirements may result in rejection of the proposal without further evaluation.

Minimum Requirements (Pass/Fail)

Requirement Meets Requirement

(Yes/No)

Page #

Proposal received by the submission deadline

Technical Proposal submitted in accordance with the RFP

Price Proposal submitted separately as required

Completed Non-Collusion Certification included

Completed Tax Compliance Certification included

Firm has a minimum of five (5) years of experience performing facility condition assessments or capital planning studies for public agencies

Firm has completed at least three (3) comparable public school or municipal projects within the past five (5) years

Proposal includes a proposed Project Manager and key project personnel

Proposal includes a proposed project schedule

Proposal includes the required references

Any proposal determined to be non-responsive may be rejected and may not receive further evaluation.

7. COMPARATIVE EVALUATION CRITERIA

Responsive proposals will be evaluated in accordance with M.G.L. Chapter 30B, Section 6.

The District will evaluate each proposal using the criteria below.

Evaluation

Criteria

Highly Advantageous (3

Points)

Advantageous (2

Points)

Not Advantageous

(1 Point)

Relevant

Experience

Five (5) or more comparable

K-12 public school or municipal facility assessments completed within the past five years

Two (2) to four (4) comparable projects

Limited or no comparable experience

Project Team

Project team includes licensed professionals with extensive experience performing school facility assessments and capital planning

Qualified personnel with relevant municipal or commercial experience

Limited relevant experience

Project

Understanding &

Methodology

Proposal demonstrates a thorough understanding of the District's needs and presents a clear, comprehensive work plan

Proposal adequately addresses the scope of services

Proposal lacks detail or demonstrates limited understanding

Project Schedule

Schedule is clear, realistic, and demonstrates the ability to complete the work within the requested timeframe

Schedule is acceptable

Schedule is incomplete or unrealistic

References

Excellent references from comparable Massachusetts public school or municipal projects

Satisfactory references

Weak or unavailable references

Technical Evaluation Scoring

Criteria Maximum Points

Relevant Experience 3

Project Team 3

Project Understanding & Methodology 3

Project Schedule 3

References 3

Maximum Technical Score 15 Points

The Evaluation Committee shall independently evaluate each responsive Technical Proposal.

Following completion of the technical evaluation, the committee shall review the Price Proposals and determine the proposal that is most advantageous to the District, taking into consideration both price and the evaluation criteria set forth in this Request for Proposals.

8. AWARD OF CONTRACT

The contract shall be awarded to the responsive and responsible proposer whose proposal is determined to be the most advantageous to the Maynard Public Schools, taking into consideration both price and the comparative evaluation criteria established in this Request for

Proposals, pursuant to M.G.L. Chapter 30B, Section 6.

The District reserves the right to:

• Reject any or all proposals.

• Waive minor informalities or irregularities when determined to be in the best interest of the District.

• Request clarification or additional information from any proposer.

• Negotiate with the highest-ranked proposer, if appropriate.

• Award a contract in the manner determined to be in the best interest of the District.

The District reserves the right not to award a contract if it determines that doing so would not be in the best interest of the Maynard Public Schools.

9. PROCUREMENT SCHEDULE

The anticipated procurement schedule is as follows. The District reserves the right to revise this schedule by written addendum.

Event Date

Request for Proposals Issued 08/12/2026

Optional Pre-Proposal Site Visit 08/18/2026

Deadline for Questions 08/20/2026

Responses to Questions Issued 08/24/2026

Proposal Submission Deadline 09/02/2026 @10AM

Public Opening of Price Proposals 09/08/2026 @ 2 PM

Anticipated Award Within 30 Days of Opening

10. OPTIONAL PRE-PROPOSAL SITE VISIT

An optional pre-proposal site visit may be conducted to familiarize prospective proposers with the District's facilities and project requirements.

Attendance is not mandatory and is not a condition for submitting a proposal.

Should a site visit be scheduled, the date, time, and meeting location will be identified in the

Procurement Schedule or by written addendum.

Questions arising during the site visit shall not be answered verbally unless they are administrative in nature. All substantive questions shall be submitted in writing in accordance with Section 11. Responses will be issued only through written addendum.

11. QUESTIONS AND ADDENDA

Questions regarding this Request for Proposals shall be submitted in writing to the contact person identified in this solicitation no later than the date identified in the Procurement Schedule.

Questions received after the deadline may not be answered.

Responses to questions and any modifications to this Request for Proposals shall be issued by written addendum. Addenda shall become part of this Request for Proposals and shall be binding upon all proposers.

Proposers are responsible for acknowledging receipt of all addenda and incorporating any revisions into their proposals.

Verbal interpretations or statements shall not be considered binding.

12. RESERVATION OF RIGHTS

The Maynard Public Schools reserves the right to:

• Reject any or all proposals.

• Waive minor informalities or irregularities when determined to be in the best interest of the District.

• Request clarification of any proposal.

• Request additional information from any proposer.

• Verify references and qualifications.

• Conduct interviews with one or more proposers, if determined to be in the best interest of the District.

• Negotiate final contract terms with the selected proposer, consistent with M.G.L. Chapter

30B.

• Cancel this procurement at any time prior to contract execution if determined to be in the best interest of the District.

The District shall not be liable for any costs incurred by proposers in preparing or submitting proposals.

13. CONTRACT TERM

The anticipated contract shall commence upon execution by both parties and shall remain in effect until completion of all required services, unless terminated in accordance with the terms of the agreement.

The District anticipates completion of the project within approximately 120 calendar days following issuance of the Notice to Proceed, unless otherwise agreed upon by the parties.

APPENDIX A

NON-COLLUSION CERTIFICATION AND TAX COMPLIANCE CERTIFICATION

Non-Collusion Certification

The undersigned certifies under penalties of perjury that this proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

The undersigned further certifies that he/she is duly authorized to bind the proposer contractually.

Tax Compliance Certification

Pursuant to M.G.L. Chapter 62C, Section 49A, the undersigned certifies under penalties of perjury that, to the best of his/her knowledge and belief, the proposer has filed all state tax returns and paid all state taxes required under Massachusetts law.

Firm Name __________________________

Authorized Signature __________________________

Printed Name __________________________

Title __________________________

Date __________________________

APPENDIX B

PRICE PROPOSAL FORM

DISTRICT-WIDE FACILITY CONDITION ASSESSMENT AND TWENTY-YEAR

CAPITAL IMPROVEMENT PLAN

Proposer Name:

The undersigned proposes to furnish all labor, supervision, equipment, transportation, and professional services necessary to complete the work described in the Request for Proposals for the following firm fixed price.

Description Lump Sum Cost

Facility Condition Assessment $____________

Twenty-Year Capital Improvement Plan $____________

Final Report and Presentation $____________

TOTAL LUMP SUM PRICE $____________

Hourly Rate for Additional Services (if requested by the District):

$______________/Hour

The undersigned acknowledges that this price shall remain valid for 60 days following the proposal opening.

Authorized Signature ________________________

Printed Name ________________________

Title ________________________

Date ________________________

APPENDIX C

EVALUATION COMMITTEE SCORE SHEET

Proposer Information

Proposer _________________________

Evaluator _________________________

Date _________________________

Minimum Qualifications (Pass / Fail)

Requirement Yes No

Proposal submitted by deadline ☐ ☐

Technical Proposal complete ☐ ☐

Price Proposal submitted separately ☐ ☐

Non-Collusion Certification included ☐ ☐

Tax Compliance Certification included ☐ ☐

Minimum experience requirements met ☐ ☐

References included ☐ ☐

If any required item is marked No, the proposal may be deemed non-responsive.

Comparative Evaluation

Criteria Highly

Advantageous (3)

Advantageous

(2)

Not Advantageous

(1) Score

Relevant Experience ☐ ☐ ☐ _____

Project Team ☐ ☐ ☐ _____

Understanding of the

Project

Proposed Methodology ☐ ☐ ☐ _____

References ☐ ☐ ☐ _____

Total Technical Score

_______ / 15

Evaluator Comments

Strengths

Weaknesses

Overall Recommendation

☐ Highly Recommended

☐ Recommended

☐ Recommended with Reservations

☐ Not Recommended

Evaluator Signature

APPENDIX D

REFERENCE FORM

Please provide information for three (3) comparable projects completed within the past five (5) years.

Reference No. 1

Client

Project

Facility Size

Completion Date

Contact Person

Title

Telephone

Email

Reference No. 2

Facility Size

Completion Date

Contact Person

Title

Telephone

Reference No. 3

Facility Size

Completion Date

Contact Person

Title

Telephone