Owners Representation Services RFQ for GES and PES.pdf

RFQ# GES/PES01

REQUEST FOR QUALIFICATIONS

OWNER’S REPRESENTATIVE SERVICES

GAINFIELD ELEMENTARY SCHOOL AND/OR POMPERAUG ELEMENTARY SCHOOL

DEADLINE FOR SUBMISSION – OCTOBER 2, 2026

1. OVERVIEW OF PROJECTS:

Gainfield Elementary School, (GES), located at 307 Old Field Road in Southbury, has been in use since 1941. Pomperaug Elementary School, (GES), located at 607 Main Street South in Southbury, has been in use since 1967.

Over the past year a Feasibility Study was completed to determine the best long-term option for Regional School District #15 to move forward into Design and Construction. The District retained an Architect and Construction Manager to evaluate Gainfield and Pomperaug Elementary Schools to determine if the best educational use going forward was to Renovate the existing schools as New, combine both schools into a single New school, or build a New School for each. This Feasibility Study, including plans, phasing plans and cost estimates, was used to determine the path forward for the District.

The decision was made to construct a New Gainfield Elementary School on the site of the existing Gainfield Elementary School. The existing Gainfield Elementary School will remain in use until the new school has been constructed. Once completed, they will move into the new school, and the existing school will be demolished, and remining site work will be completed.

The decision was made to construct a New Pomperaug Elementary School on the site of the existing Pomperaug Elementary School. The existing Pomperaug Elementary School will remain in use until the new school has been constructed. Once completed, they will move into the new school, and the existing school will be demolished, and remining site work will be completed.

The District will utilize an A/E team to prepare final design documents for the New School projects and a CM firm(s) to collaborate with the A/E team, District, and Building Committee throughout the process to provide scheduling, phasing, price, and value engineering.

RFQs have been issued for the A/E team and the CM firms. An Architect has been selected to work on both projects. The Building Committee is reviewing the CM submissions.

This RFQ requires a single response that addresses both school projects. However, the Regional School District #15 reserves the right to select a different firm for each project.

RFQ#GES/PES01

Final Design documents are expected to be completed and ready for bidding by December 31, 2027.

A Certificate of Occupancy for the building is planned to be obtained no later than August 14, 2030, for occupancy by the school; with completion of the remaining demolition and site work and full project(s) completion no later than May 15, 2031.

The District is seeking an Owner’s Representative to provide services including, but not limited to the following:

• Attend all required project Building Committee meetings as well as all Local Board and Commission meetings relevant to the “Project(s)” and report to the Building Committee on the proceedings. Represent the “Regional School District #15” with all consultants, contractors and Local Boards and Commissions to ensure expeditious completion of all “Project(s)” components.

• Assist “Regional School District #15” in preparation and submission of any paperwork required for state Reimbursement.

• Assist “Regional School District #15” with final review of contract documents to confirm that all “Regional School District #15” requirements are being met. Review final bid packages for compliance with all “Regional School District #15” requirements, including but not limited to delivery time restriction, insurance, bonding, wage rates, etc. If necessary, make sure bid documents reflect any requirements for coordination with the “Project.”

• Assist “Regional School District #15” in the review of project budget, including review of contingencies and allowances. Assist “Regional School District #15” in value engineering and/or developing alternates, if necessary, prior to the bidding process.

• Assist “Regional School District #15” in the review and analysis of bids received, and final selection of contractor(s) and vendors.

• Ensure all necessary permits are obtained by the “Regional School District #15” or their contractor(s), as designated in bid documents.

• Maintain “Project” accounting and all records in an orderly manner including approved funding, contractor and subcontractor insurance certificates, contract documents, change orders and processed invoices and payments. Review and certify Applications for Payment submitted by the contractor(s) and forward them to the “Regional School District #15” with recommendations for disposition.

• Maintain records in an orderly manner including correspondence, construction change authorizations, architect’s supplemental instructions, minutes of all job meetings and site conferences, shop drawings, product data, samples, supplementary drawings, color schedules, names and addresses of contractors, subcontractors and principal material suppliers. Record any occurrence or work that might result in a claim for a change in contract sum or contract time.

• Coordinate periodic meetings and site visits with required attendees including but not limited to the Project Architect, Engineer, and other consultants for the purpose of “Project” planning, approval, certification and/or special inspections required.

• Coordinate any studies and/or analysis required by Local agencies.

• Assist the “Regional School District #15” in communication with the various stakeholders.

• Understand developing issues and demonstrate total discretion when dealing with incidents of a confidential nature.

• Review contract documents with contractor(s) and obtain necessary interpretation.

• Observe the contractor’s record drawings at intervals appropriate to the stage of construction and notify the “Regional School District #15” of any apparent failure by the contractor(s) to maintain up-to-date records.

• Consider Architect, Engineers’ and Consultants’ suggestions and recommendations, evaluate them and submit with recommendations to the “Regional School District #15 for a final determination.

• Observe tests required by the contract documents. Report to “Regional School District #15” on test procedures and, where applicable, the results.

• Observe the progress and quality of work at each stage of construction to determine that it is proceeding in accordance with the contract documents. Prepare and issue monthly progress reports.

• Monitor the construction schedule and report to “Regional School District #15” conditions which may cause any delays in completion.

• Review the list of items to be completed or corrected which is submitted by the contractor(s) with a request for issuance of a Certificate of Substantial Completion.

Inspect the work and if the list is accurate, forward it to the “Regional School District #15” for final disposition; if not, so advise the “Regional School District #15” and return the list to the contractor(s) for correction.

• Review and report to the “Regional School District #15” on conditions of the portions of the “Project” occupied or utilized by the “Regional School District #15” or separate contractors, to minimize the possibility of claims for damages.

• Assist the “Regional School District #15” in final inspection of the work. Receive from the contractor(s) and prepare for transmittal to the “Regional School District #15 the documentation the contractor(s) is required to furnish at completion of the work.

• Coordinate the fixture, furniture and equipment needs and installations.

• Assist the “Regional School District #15” with coordination and implementation of required contractor provided training for systems operation and maintenance.

“Regional School District #15” will identify staff required to attend such training.

• Conduct inspection with Architect and Engineers prior to end of one-year warranty period and prepare a report. Assist the “Regional School District #15” in obtaining resolution of warranty issues with applicable contractor(s).

• Perform such tasks and assume such other responsibilities of an Owner’s Representative the “Regional School District #15” may assign from time to time.

The relevant reports and analyses referenced above that have been conducted to date are available on the Regional School District #15 website at https://www.region15.org/ GES/PES.

The referenced reports and analyses are for information purposes only and are not to be relied upon by the selected team to draw their design conclusions. The selected team must complete their own independent evaluation of the building and building systems.

2. The District has appointed a Building Committee to oversee the Project Team and provide timely review and approval of each element of the project. The selected Firm will work under the direction of a District designated Project Manager as well as the District appointed Building Committee.

3. GOALS TO BE ACHIEVED AT END OF PROJECT

A sustainable new facility and site to serve the District for the next fifty (50) years.

4. OWNER’S REPRESENTATIVE MINIMUM QUALIFICATIONS

Owner’s Representative must:

• Identify a Primary Project Manager. The Project Manager must have had principal control over at least three previous similar projects of similar scope dealing with new construction on a site with a school in operation. The District expects the Owner’s Representative to maintain continuity with regards to personnel throughout the project.

• Identify a Primary Project Manager(s) experience with sustainable construction.

• Include detailed information on the above referenced similar projects:

o Project Cost o Type & size of project o Number of Change Orders, total cost of Change Orders and reason for the

Change Orders.

o Sustainability features included in the project.

• Identify critical junctures in the project schedule to keep the timeline on track. Identify any items which are recommended but which may need to be deferred until after 7/1/30 due to time constraints.

• Demonstrate that the project team can provide adequate support and personnel at critical junctures.

• Include a list of key personnel, with descriptions of their roles and responsibilities, qualifications, and experience within the team’s operating structure.

https://www.region15.org/

• Include a statement that it maintains insurance policies meeting or exceeding the requirements indicated in Exhibit A and will furnish evidence of insurance to the District upon request.

• Include a statement that no conflict-of-interest issues would exist if contracted to perform these services, while under contract with the District.

• Indicate a willingness and ability to work closely with the District and Building Committee to expedite the design and permitting process.

• Demonstrate familiarity with the State of Connecticut Educational Specifications and be willing to assist the District with all necessary filings/meetings with the Office of Grants Administration (OGA) within the Department of Administrative Services (DAS).

• Provide background checks acceptable to both the District and Board of Education for all employees who will be working on the project.

5. OWNER’S REPRESENTATIVE ORGANIZATION

Owner’s Representative must provide an overview of the Team structure including:

• Primary Project Manager for Project

• Project Team Organization Chart

• Resumes of Key Individuals

In addition, provide complete Company profiles for each Company forming the team.

Information submitted shall include the following:

• Description of Company ownership structure (Professional Corporation, sole proprietor, partnership, etc.). Corporations and limited liability companies must identify the state and date of incorporation/organization.

• Dunn and Bradstreet number

• Federal Tax Identification Number (EIN)

• Description of any prior or ongoing contract failures (actual or alleged), contract breaches, any civil or criminal litigation or investigation pending which involves the Company in which the Consultant has been judged guilty or liable.

• Location(s) of all Company offices and location of the office that will provide the services described in the RFQ.

• Number of employees both locally and nationally.

• Location(s) from which employees will be assigned to the Project.

• Name, address, and contact information of the Company Project Manager responsible for their element of the Project.

• A list of all proposed persons including consultants and subcontractors who will assist in the performance of the services who are currently employed or have ever been employed by Regional School# District 15.

• List of any prior projects completed for the District.

6. REFERENCES

The Owner’s Representative team must provide a minimum of three (3) references for similar projects, preferably performed for state and/or local government clients within the last ten years. Please include the following:

- Client name

- Project description

- Project dates (starting and ending)

- Staff assigned to work on the project who will also work on this Project

- Client project manager name, telephone number, fax number and email address

7. ADDITIONAL ITEMS

All reports, opinions, surveys, plans, specifications, drawings, and other documents delivered to the District (deliverables) shall be considered to be “works made for hire” under U.S.

Copyright Laws, and all copyrights and other intellectual property rights in the deliverables shall become the exclusive property of the District upon delivery to the District in any format.

8. GENERAL INSTRUCTIONS

A. A MANDATORY walk thru will be held on Friday, September 18, 2026 at 10:00AM starting at Gainfield Elementary School. (307 Old Field Road in Southbury) B. The District will only accept questions, in writing, via e-mail regarding this RFQ until

September 23, 2026. The District reply to questions will be made by September 28, 2026.

Please provide company name, address, phone number, email address and contact person when submitting questions. Questions regarding the RFQ shall be received via e-mail, and submitted to:

Joseph Martino Director of Finance & Operations

Pomperaug Regional School District #15 203-758-1743 jmartino@region15.org mailto:jmartino@region15.org

C. Delivery of Responses. Each response must be enclosed in a sealed envelope which is clearly marked with reference to this RFQ#GES/PES01. The envelope shall then be placed in an outer envelope which shall be securely sealed and addressed to:

Director of Finance & Operations Pomperaug Regional School District #15

PO Box 395 286 Whittemore Road Middlebury, CT 06762

It shall bear the name and address of the Lead Agency and the designation of this RFQ.

i. The response shall be signed by an authorized official from the Lead Agency. The response shall also provide name, title, address, telephone number, fax number and email address for the individual or individuals with authority to negotiate and contractually bind the Design Build Team, and for those who may be contacted for the purpose of clarifying the information provided.

ii. Responses shall be received until October 2, 2026, no later than 12:00PM (noon), at:

Finance Department

Director of Finance & Operations

Pomperaug Regional School District #15 PO Box 395

286 Whittemore Road Middlebury, CT 06762

No responses will be accepted after said hour.

iii. E-mail or electronic attachments are not acceptable means of submitting a response and will be rejected as non-conforming.

THE DISTRICT WILL REJECT RESPONSES WHICH ARE SUBSTANTIALLY INCOMPLETE AND WILL

NOT ALLOW THE SUBMISSION OF ANY ADDITIONAL WRITTEN INFORMATION AFTER THE

RFQ DEADLINE.

THE DISTRICT RESERVES THE RIGHT TO WAIVE ANY DEFECTS AND INFORMALITY IN ANY

RESPONSE, TO REJECT ANY OR ALL RESPONSES FOR WHATEVER REASON AND TO ACCEPT

THAT RESPONSE DEEMED TO BE IN THE BEST INTEREST OF THE DISTRICT.

THE DISTRICT RESERVES THE RIGHT TO REJECT ANY RESPONSE IF THE EVIDENCE SUBMITTED

BY OR INVESTIGATION OF THE OWNER’S REPRESENTATIVE TEAM FAILS TO SATISFY THE

DISTRICT THAT IT IS PROPERLY QUALIFIED TO PERFORM THE SERVICES.

9. ADDITIONAL RESPONSE REQUIRMENTS

• Provide one (1) signed original, five (5) identical hard copies and one electronic version.

• Responses must be received at the address indicated above no later than the date and time indicated above. Vendors may deliver their responses any time prior to the deadline.

• Responses that arrive after the time and date indicated above or are submitted to an office other than the one indicated below WILL NOT BE ACCEPTED by the District.

• The District will not be held responsible for envelopes mishandled as a result of not being properly prepared. Responses may be modified by written notice provided such notice is received prior to the RFQ submission deadline.

• Responses are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFQ. Emphasis should be concentrated on conformance to the RFQ instructions, responsiveness to the RFQ requirements, and on completeness and clarity of content.

10. INSURANCE REQUIREMENTS:

The Companies forming the Owner’s Representative Team shall purchase from and maintain, for the life of the contract, in a company or companies with an A.M. Best rating of A- (VII) or better. Such insurance will protect the BOE from claims set forth below which may arise out of or result from the Company’s obligation under this agreement, whether such obligations are the company’s or by a subcontractor or any person or entity directly or indirectly employed by said company or by anyone for whose acts said company may be liable.

A. Workers Compensation:

Company shall provide workers compensation insurance required by law with employers’ liability limits for at least the amounts of liability for bodily injury by accident of $ 500,000 each accident and bodily injury by disease of $500,000including a waiver of subrogation.

B. Commercial General Liability Insurance:

Company shall provide commercial general liability insurance policy with an edition date of 1986 or later including products and completed operations. Limits should be at least: Bodily injury & property damage with an occurrence limit of $1,000,000: Personal

& advertising injury limit of $1,000,000 per occurrence: General aggregate limit of

$2,000,000 (other than products and completed operations): Products and completed operations aggregate limit of $2,000,000 per project. Coverage will continue three years after the completion of the work.

• The policy shall name the BOE as an additional insured and include ISO Form CG 2010(04/13) and CG 2037 (04/13).

• Such coverage will be provided on an occurrence basis and will be primary and shall not contribute in any way to any insurance or self-insured retention carried by the

BOE.

• The policy shall contain a waiver of subrogation in favor of the BOE.

• Such coverage shall contain a broad form contractual liability endorsement or wording within the policy form to comply with the hold harmless and indemnity provision of the contract.

• Deductible and self-insured retentions shall be declared and are subject to the approval of the BOE.

C. Commercial Automobile Insurance:

Company shall provide commercial automobile insurance for any owned autos (symbol 1 or equivalent) in the amount of $1,000,000 each accident covering bodily injury and property damage on a combined single limit basis. Such coverage shall also include hired and non-owned automobile coverage. Policy shall name the BOE as an additional insured.

D. Umbrella or Excess Liability Insurance:

Company shall provide an umbrella or excess liability policy in excess (without restriction or limitation) of those limits and coverages described in items (A) through (C). Such policy shall contain limits of liability in the amount of $5,000,000 each occurrence and $5,000,000 in the aggregate.

E. Errors & Omissions Insurance:

If the agreement is for professional services, the Company shall provide errors & omissions insurance for liability resulting from the negligent performance of professional duties or operations. Such policy shall contain limits of liability in the amount of $1,000,000 each claim and $3,000,000 in the aggregate per project. The policy shall name the BOE as an additional insured.

As to the insurance required, the insurer(s) and/or their authorized agents shall provide the BOE with certificates of insurance prior to execution of the agreement by the BOE, describing the coverage and prior to 30 days of any renewal. The certificate will include a copy of the additional insured and contractual liability endorsements and to the extent Errors & Omissions Insurance is required, the certificate shall indicate a retroactive date prior to the commencement date of the contract.