MESBC-RFP-Owners-Rep-and-Project-Mgmt-June-2026.docx.pdf

REQUEST FOR PROPOSAL / REQUEST FOR QUALIFICATIONS

FOR OWNER’S REPRESENTATIVE & PROJECT MANAGEMENT SERVICES

Issued by the Marlborough Elementary School Building Committee (MESBC) for the Planned Roof Replacement and HVAC/Electrical Improvements for Marlborough

Elementary School at 25 School Drive, Marlborough, CT 06447

RFP/RFQ Issued Date: July 1, 2026 RFP/RFQ Due Date: August 7, 2026 by 2:00 PM

Marlborough Elementary School Building Committee (MESBC)

ATTN: John Mercier, Director of Operations Marlborough School District 26 North Main Street, Marlborough, CT 06447 jmercier@marlborough.k12.ct.us mailto:jmercier@marlborough.k12.ct.us

1. Introduction The Marlborough Elementary School Building Committee (MESBC) is working to replace Marlborough Elementary School’s roof and improve the school’s HVAC and electrical systems at 25 School Drive, Marlborough, CT 06447. The MESBC issues this Request for Proposal (“RFP”) for a qualified firm or team (the “Consultant”) to serve as the owner’s representative and provide project management services during the design and pre-referendum phase of the approximately 80,000-square-foot roof replacement and HVAC and electrical system replacement/upgrades (the “Project”). The successful Consultant will serve as the owner’s representative and provide project management services (the “Services”) during the design and pre-referendum phases of the Project. This RFP includes only Services in preparation for the Project and does not include the construction or post-construction phases.

2. Scope of Services

2.1 Project Execution

The addition of the successful Consultant as project manager (the “PM”) will complete the primary project team, consisting of the MESBC, architect/engineer (the “A/E”), representative stakeholders, and the PM.

The PM’s first assignment will be to draft an RFP for architect/engineer design services for the Project and manage that process in compliance with state procurement guidelines. The PM will establish Project goals and standards to use as checkpoints for all future decisions. The PM will need to ensure all designs are in accordance with the Owner’s requirements and meet all Project goals and standards. The PM will be expected to manage and oversee the services and consultants necessary to coordinate the design of the Project. The PM will also be expected to develop a milestone schedule using information ascertained from the early planning phase. Variables affecting the Project include design, quality, budget, schedule, construction phasing, staging, contractor selection, and state compliance. The successful Consultant must demonstrate the ability to accommodate the variables identified above, as well as the ability to address additional variables on an as-needed basis.

2.2 General Scope of Services

The PM’s overall tasks include establishing the quality of the Project, ensuring that the Project remains on schedule, and maintaining the budget for the Project. The Project Owner expects the PM, at a minimum, to provide budget development advice; attend all design coordination meetings; provide input on progress and quality; and review the design for constructability, adherence to budget, ease of maintenance, and other criteria established at the outset of the Project. The successful Consultant will provide a dedicated principal as the primary point of contact and meeting representative. This individual will be the primary point of contact between the Project Owner and other Project team members.

Pursuant to this RFP, the Services shall include, and the PM shall provide, at a minimum, the following general scope of work:

1. Review the comprehensive facility project and program components for the Project.

2. Organize and lead the team as the Owner's representative.

3. Establish communication protocol for the Project team.

4. Maintain the schedule and budget, exclusive of the Owner's direction.

5. Keep all parties on task to achieve the goals established at the outset of the Project.

6. Maintain open communication for timely decisions and ensure Project milestones are completed.

7. Manage each stage of the Project to ensure orderly progression in accordance with the Owner’s input and direction.

8. Do not make decisions with monetary implications without prior written approval from the Owner.

9. Present unresolved issues to the Owner with recommended possible solutions.

10.Organize and distribute an “Open Items” list identifying responsible parties and currently required items, updated no less than bi-monthly.

11.Assist the Owner in developing a detailed program of requirements, master budget, contract status log, milestone schedule, and party directory.

12.Develop and maintain an organization chart for the Project.

3. Selection Process This work will be funded by the Town, with the requirement of applying for reimbursement from OGA.

Therefore, the selection process for the Project shall be conducted in accordance with Section 10-287(b)(4) of the Connecticut General Statutes, which mirrors the selection process set forth in Section 10-287(b)(2). The Town shall select a firm using the process outlined in this RFQ.

The Selection Committee shall evaluate the firms using the criteria in this RFQ, with due consideration of the respondent’s qualifications and pricing/fee proposal. The Selection Committee may interview those firms that have submitted qualifications and a fee proposal. After the interviews, the Committee shall determine the most responsible qualified firm, as required by Conn. Gen. Stat. § 10-287(b)(4).

4. Selection Schedule Owner’s Representative Team Selection Schedule Item Date Advertise RFQ July 1, 2026 Building Walk-through July 7, 2026, at 9:00 AM Questions Due July 12, 2026, at 12:00 PM Responses to Questions Released July 17, 2026 RFQ Due Date August 7, 2026, at 12:00 PM Notification of Short List for Interview September 8, 2026 Interviews September 22, 2026, time TBD (evening) Final Selection October 2, 2026

A building walk-through of Marlborough Elementary School, located at 25 School Drive, Marlborough, CT 06447, will take place at 9 AM on July 7, 2026 beginning at the school’s Main Office.

The building walk-through is highly suggested but not required.

The selected firm or individual will be expected to commence services within five (5) days of the Notice to Proceed.

If a firm is selected for an interview, the firm must present the proposed project team that will staff the Project. If a contract is executed, the firm shall maintain the same project team presented at the interview for the duration of the Project, unless an individual ceases to be employed by the firm.

5. Required Qualifications The Town expects each respondent to meet at least the following minimum qualifications:

1. Respondent firms must have demonstrated experience as an owner’s representative in the completion of at least three (3) school construction projects in Connecticut, with a minimum budget of $10 million, within the last seven (7) years.

2. Respondent firms must have demonstrated experience with providing such services for school construction in occupied schools, with an emphasis on HVAC replacements and roof replacement projects.

3. Respondent firms’ representatives must have demonstrated experience providing owner’s representative services to multiple public school districts in Connecticut and provide references and contact information for these projects.

4. Respondent firms’ representatives must demonstrate strong owner’s representative and project management skills, including construction experience, change order evaluation, critical path scheduling, and budget oversight, and the ability to work collaboratively with towns, school boards, building committees, architects, and construction managers.

5. Candidates shall demonstrate project experience working with OGA requirements.List the school districts and projects for which the firm has provided complete owner’s representative or construction oversight services. Include only current projects or projects completed within the last seven (7) years. Include specific information on each project (for example, description, size, value, schedule, type of owner’s representative agreement), organizational structure with the owner and current owner references, the project budget at the start and completion of the project, and the anticipated completion date at the start of the project and the actual completion date.

6. Indicate who will be providing oversight and guidance for mechanical, electrical, plumbing, and fire protection (MEPF) knowledge, schedule and cost estimating capabilities if such services will be subcontracted by the respondent.

7. Describe experience with defining and implementing The State of Connecticut High Performance Building Standards.

8. Demonstrate understanding of and ability to meet the Owner's Representative’s goals and ability to provide the scope of services set forth in this RFQ.

9. Describe experience working with "at risk" construction managers and guaranteed maximum price ("GMP") contracts.

10.Describe experience working with architects, engineers, and other consultants during design and construction activities, particularly for school construction projects.

11.Respondent firm shall provide its proposed organizational team structure for the project.

12.Respondent shall identify any subconsultants or subcontractors it intends to utilize in providing the services set forth in this RFQ.

13.Respondent shall provide its detailed approach to the services required by this RFQ.

6. Response Instructions

6.1 Statement of Qualifications

The qualification statement shall be organized in the following format and include the following information:

1. A table of contents clearly identifying the material provided by section and number.

2. A cover letter describing the respondent’s interest in providing the Owner’s Project Management services and any other information that would assist the Town in making a selection.

3. The name, telephone number, and email address of the person to be contacted for further information or clarification.

4. Company Information.

a. The Company shall provide the following information:

b. Name of company and parent company, if any.

c. Company’s primary areas of service.

d. Address of the main office and the office from which the project will be managed.

e. Name, address, and telephone number of the principal contact person to receive notifications and reply to inquiries from the Town and the Building Committee.

f. Date established.

g. Legal form of ownership. If a corporation, indicate where incorporated.

h. Years of service: how many years have you been engaged in owner’s project management services under your present name?

i. Relevant experience: provide descriptions of similar projects for which you have provided owner’s project management services, including project type, size, scope of work performed, and any pertinent features.

j. Experience of key personnel: provide a list of the key personnel to be assigned to this project and a brief description of the work they will perform. The Project Executive and Representative must each provide evidence of at least ten (10) years of construction experience and five (5) years of owner’s representative experience. Indicate the office location to be used by the key personnel and include resumes for those directly involved in the project.

k. The resumes should be specific to the type of project and include at a minimum:

l. Current job title, responsibilities, and type of work performed.

m. Educational background, academic degrees, and professional associations.

n. Experience on projects similar to those described in this RFQ/RFP.

6.2 Project Approach and Methodology

Provide a description of the proposed technical approach to the Project, including the identification of any unusual circumstances or anticipated problems and the proposed solutions.

In a separate, sealed submission from the proposed technical approach, provide one completed Appendix A: Fee Proposal Form.

This information will be used by the Town to assess the consultant’s understanding of the Project and its methodology and associated fees proposed.

6.3 Required Qualifications

To the extent not requested above or below, address each topic set forth in the “Required Qualifications” section of this RFQ.

6.4 References

List no fewer than three (3) client references for whom services similar to those requested in this Request for Proposals are currently being provided or have previously been provided. Include the following for each client:

1. Name of organization.

2. Approximate gross cost of agreement.

3. Date services started.

4. Services being provided.

5. Owner, address, and telephone number of contact person.

6. Completion of work: state whether you have ever failed to complete any work awarded to you and, if so, where and why. Also state whether you have ever missed a completion date.

7. Contract default: state whether you have ever defaulted on a contract and, if so, where and why.

8. Litigation: describe any pending litigation or other factors that could affect your organization’s ability to perform this agreement.

9. Principal membership: provide names, titles, reporting relationships, backgrounds, and experience of the principal members of your organization, including officers.

10.Identify which individuals are authorized to bind the organization in negotiations with the Town.

7. Evaluation Criteria The Town of Marlborough will use the following criteria to evaluate each firm’s Statement of Qualifications. Failure to provide the requested information may result in a lower rating.

1. Clarity of proposal.

2. Technical competence.

3. Experience with Connecticut educational (Pre-Kindergarten through 6th grade) projects.

4. Awareness of environmental issues and constraints.

5. Experience in working with and coordinating multiple agencies, architects, engineers, and contractors.

6. Past record of performance on local contracts with respect to schedule, cost control, work quality, and cooperation with client.

7. Knowledge of pertinent Federal, State, and Local policies, procedures, and regulations.

8. Experience in working with and making applications to OGA.

9. Experience in high-performance building projects (or LEED equivalent).

10.Experience with work of similar size and scope.

11.Past performance data, including adherence to project schedules and budgets and the number of change orders for projects.

12.Approach to the work required for the contract and documented contract oversight capabilities pursuant to General Statute § 10-287.

Following the qualification process, the Town shall evaluate the qualifications on the basis of the factors described herein. Based on the received qualifications and cost proposals, the Town may determine at least three (3) most responsible qualified proposers. The Town will select the most responsible qualified proposer, meaning that, in addition to price, due consideration will be given to factors such as a proposer’s experience, references, capabilities, past performance, and other relevant criteria, including the Required Qualifications set forth in this RFQ. Such evaluation criteria shall include the items listed above and those stated in Conn. Gen. Stat. § 10-287. Finalists will then be interviewed, and the Town shall select the most responsible qualified proposer.

Following the receipt and evaluation of responses to (1) Requests for Qualifications, (2) Requests for Proposals, and (3) interviews of finalists, the Town will issue a preliminary notice of award. The preliminary notice of award may be subject to further negotiations with the proposer. The issuance of a preliminary award to a proposer does not provide the proposer with any rights and does not impose any obligations upon the Town. The Town is free to withdraw a preliminary award at any time and for any reason. A proposer has rights, and the Town has obligations, only if and when a contract is executed by the Town and the proposer.

The Town may withdraw or cancel this RFQ at any time prior to the execution of a contract. The Town may seek clarification and additional information from any proposer concerning qualifications, confirmation of the services to be provided, and cost. The Town may waive technical defects and informalities in any proposal, whether qualifications or cost, if the Town deems it in its best interests to do so.

8. Specific Scope of Services Pursuant to this RFP, the Services shall include, and the PM shall provide, at a minimum, the following specific scope of work:

8.1 General

The Owner's Representative shall have the authority to act on behalf of the Town only to the extent provided in contractual agreements to which the Town is a party. The Owner's Representative shall confer with the Town Manager and the School Building Committee and designated staff of the Town and Board of Education at intervals and on occasions appropriate to the various stages of the project (design, construction and programming).

8.2 Duties and Responsibilities

1. Provide consultation services and advice by working closely with the Town Manager, the School Building Committee, the Building Department, Fire Marshal, Police, other Town staff, designated Board of Education staff, relevant State offices and officials, and the community at large on every aspect of the multiple-site projects.

2. Attend programming, design, budgeting, and construction-related meetings; monitor and record progress of all meetings and work sessions; report status to the Town;

identify deficiencies by design professionals; monitor estimated construction costs during preconstruction; participate in value engineering; and monitor all aspects of preconstruction as set forth in the Town’s agreements with the Architect and Construction Manager.

3. Assist with the completion of, review, and provide input on required Town and State filings, including funding authorization and reimbursement requests to the State of Connecticut.

4. Work closely with OGA, the State Department of Education, the School Building Committee, the Town Manager, Fire and Police Departments, and all appropriate Town and Board of Education staff on all aspects of the school projects, including grant and reimbursement application and management.

5. Attend meetings as requested by the Town Manager, School Building Committee, and State agencies, and report proceedings to the School Building Committee, including Town Council, oversight boards and commissions, and Board of Education meetings as requested.

6. Review and oversee critical path schedules for design and construction provided by others, report deviations to the Town, and recommend corrective action.

7. Review and oversee project budgets and cash flow projections provided by others, report deviations from the Owner’s budget, and recommend corrective action to the Town.

8. Assist the Town with preparation of the RFP for architecture/engineering design services.

9. Manage the RFP process for design services.

10.Review the proposed agreement between the A/E and the Project Owner.

11.Review and provide recommendations on the agreement between the A/E and the Project Owner.

12.Lead coordination between the Project Owner and design services to ensure the design is appropriate and achieves all project and programmatic goals.

13.Review and comment on planning objectives for the Project.

14.Develop a contract, in conjunction with the Project Owner’s attorney, based on the selected vendor.

15.Organize and develop a milestone schedule, including planning, design durations, permitting, governmental approvals, third-party contractors, and all critical items.

16.Provide counsel on issues including construction feasibility, local labor conditions, material shortages, long lead items, and building industry standards.

17.Identify available contracting options, including the benefits and detriments of each, such as negotiated delivery, GMP, construction management, and lump-sum bid.

18.Coordinate with the Project Owner to refine the detailed budget for the Project.

19.Monitor budgets by category, including design, construction, equipment, project management, and FF&E.

20.Oversee and coordinate detailed cost estimating and required reconciliation between estimates and budgets. Identify cost-control and value-management options to keep each school project on budget and ensure compliance with Town and Board of Education approvals, State reimbursement requirements, and project specifications.

21.Develop and implement a procedure for review, approval, and processing of the Architect’s and other consultants’ requests for payment and make recommendations to the Town concerning payment.

22.Assist the Town and Board of Education in resolving questions that arise during project design.

23.Coordinate tests required by the contract documents, record and report test procedures and results, and verify testing invoices to be paid by the Town.

24.Verify that the design team retained by the Town is utilizing available utility conservation rebates and consulting with utility companies.

25.Assist with the State of Connecticut High Performance Building Certification Process.

26.Keep meeting minutes as needed.

9. Terms and Conditions The following terms and conditions apply to all proposals:

1. The Marlborough Elementary School Building Committee (MESBC) reserves the right to reject any and all proposals submitted; to select one or more responding parties; to void this RFP and the review process and/or terminate negotiations at any time; to select separate responding parties for various components of the scope of services; and to select a final party/parties from among the proposals received in response to this RFP. Additionally, any and all RFP project elements, requirements and schedules are subject to change and modification.

The MESBC also reserves the unqualified right to modify, suspend, or terminate at its sole discretion any and all aspects of this RFP process, to obtain further information from any and all responding parties, and to waive any defects as to form or content of the RFP or any responses by any party.

2. This RFP does not commit the MESBC to award a contract, defray any costs incurred in the preparation of a response to this RFP, or contract for any services. All submitted responses to this RFP become the property of the MESBC.

3. By accepting this RFP and/or submitting a proposal in response thereto, each responding party agrees for itself, its successors and assigns, to hold the MESBC and its affiliated entities and all of their various agents, directors, consultants, attorneys, officers and employees harmless from and against any and all claims and demands of whatever nature or type, which any such responding company, its representatives, agents, contractors, successors or assigns may have against any of them as a result of issuing this RFP, revising this RFP, conducting the selection process and subsequent negotiations, making a final recommendation, selecting a responding party/parties or negotiating or executing an agreement incorporating the commitments of the selected responding party.

4. By submitting responses, each responding party acknowledges having read this RFP in its entirety and agrees to all terms and conditions set out in this RFP.

5. Responses shall remain open and valid for a period of sixty (60) days from the due date of this

RFP.

10. Additional Information and Questions Interested parties may submit questions in writing prior to July 12, 2026 by 12:00 PM. The MESBC will review all timely submitted questions and provide written responses, as appropriate. Please note that any additional information will be provided to all interested parties. Questions should be sent by email to jmercier@marlborough.k12.ct.us.

11. Submission of Responses Proposals will be accepted until August 7, 2026 by 12:00 PM. And delivered to at 26 North Main Street, Marlborough, CT 06447.

Electronic proposals should be submitted in PDF format by email to jmercier@marlborough.k12.ct.us.

Marlborough Elementary School Building Committee (MESBC) Attn: John Mercier, Director of Operations, Marlborough School District 26 North Main Street Marlborough, CT 06447

APPENDIX A: FEE PROPOSAL FORM

Marlborough Elementary School

Deliverable

Pre-Referendum Owner’s Representative and Project Management Consultant Services

Other: $_____________

Total Fee– Deliverable: $ _____________

Reimbursable Estimate: $_____________

Additional Services

Staffing Man-hour basis Fee

Principal-in-charge $_____________

Senior Project Manager $_____________

Project Manager $_____________

Other_____________ $_____________

Other _____________ $_____________

Administrative $_____________

The fee proposals shall also identify what expenses are considered reimbursable and any multipliers the respondent intends to apply to actual expenses.