Parking Lots cracksealing.line striping 1.23.26.pdf
PDF 240 KB Posted
- Solicitation number
- 33365
- Issued by
- Hartford County, Connecticut
About this file
This document is a Request for Proposal (RFP) issued by Lebanon Public Schools in Connecticut for parking lot maintenance services at three school sites: Lyman Memorial High School, Lebanon Middle School, and Lebanon Elementary School. The scope of work includes crack sealing, sealcoating, and line striping at all three locations, with all work to be completed during non-school hours to minimize disruption to operations. A mandatory site walkthrough is scheduled for March 17, 2026 at 9:00 AM, beginning at Lyman Memorial High School, with attendance required for proposal eligibility. Proposals are due by 3:00 PM on March 31, 2026, with public bid opening immediately following at 3:15 PM the same day. The anticipated contract award date is April 7, 2026, with the target installation window scheduled between June 22, 2026 and August 14, 2026. The RFP was issued on January 23, 2026, allowing at least five calendar days between advertisement and submission deadline in accordance with Board Policy 3005.
Proposals must include itemized cost estimates broken down by materials and labor for each school, company background, project approach and timeline, proof of insurance and bonding capacity, references for similar projects completed in the last three years, and warranties offered. Bid security in the form of a certified check, cashier's check, or bid bond equal to 5 percent of the total bid amount may be required at the District's discretion. Evaluation criteria include cost competitiveness, contractor experience and references, work plan and schedule compliance, RFP requirement adherence, warranty and post-completion services, and contractor integrity and financial stability. Projects under $25,000 may receive provisional award from the Superintendent or designee, while projects of $25,000 or more require Lebanon Board of Education approval. The District reserves the right to reject any or all bids and waive minor informalities. All communications regarding the RFP must be submitted in writing to John Jarvis, Facilities Director, at john.jarvis@lebanonct.org.
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Lebanon Public Schools
Request for Proposal (RFP)
Parking Lot Crack Sealing, Sealcoating, and Line Striping
Issued by: Lebanon Public Schools
Contact: John Jarvis, Facilities Director
Address: 891 Exeter Road, Lebanon, CT 06249
Email: john.jarvis@lebanonct.org
Phone: C: 860-682-3561 O: 860-642-5742
1. Introduction
The Lebanon School District is seeking proposals from qualified contractors to provide parking lot maintenance services—including crack sealing, sealcoating, and line striping— at three school sites within the district. The schools are Lyman Memorial High School(917
Exeter Rd.), Lebanon Middle School(891 Exeter Rd.) and Lebanon Elementary School(479
Exeter Rd.). Work must be performed in a professional and timely manner with minimal disruption to school operations. This RFP is issued in accordance with Lebanon Board of
Education Policy 3005 (Purchasing).
2. Scope of Work
The selected contractor will be responsible for the following services at the three schools:
- Crack Sealing: All cracks shall be thoroughly cleaned of debris, vegetation, and loose material using compressed air before filling with a hot-pour rubberized crack filler in accordance with industry standards.
- Sealcoating: Apply two coats of commercial-grade asphalt sealer to all asphalt surfaces, ensuring proper cleaning and protection of surrounding areas.
- Line Striping: Re-stripe all existing pavement markings including parking spaces, ADA-accessible spaces and symbols, directional arrows, curbs, and fire lanes using durable, traffic-rated paint compliant with ADA and local codes.
- All debris will be removed and disposed of by the contractor.
- Work must be completed during non-school hours (evenings, weekends, or scheduled breaks).
3. Proposal Requirements
Each proposal must include:
- Company background and relevant experience
- Project approach and timeline
- List of similar projects completed in the last 3 years
- Proof of insurance, applicable licenses, and bonding capacity
- Itemized cost estimate per school (materials, labor, etc.)
- Warranties or guarantees offered
4. Site Walkthrough (Mandatory) All prospective vendors must attend the mandatory site walkthrough to be eligible to submit a proposal.
- Date/Time: March 17, 2026 @ 9:00AM
- Starting Location: The walkthrough will start at Lyman Memorial High School, meeting in the main office conference room. We will then continue to Lebanon Middle School and finish at Lebanon Elementary School.
-Attendance will be recorded; vendors who do not attend will be disqualified.
5. Advertisement and Public Notice This RFP will be publicly advertised:
- On the Lebanon Public Schools website, and
- In a local newspaper of general circulation (if required by law).
At least five (5) calendar days will elapse between the advertisement date and the final date for submitting proposals, in accordance with Board Policy 3005 § IV-C.
6. Submission Instructions Proposals must be submitted in sealed envelope:
- Physical submission: Deliver or mail to:
John Jarvis, Facilities Director
Lebanon Public Schools, 891 Exeter Rd., Lebanon CT 06249
Envelopes must be clearly labeled: “Parking Lot Crack Sealing, Sealcoating, and Line
Striping – Lebanon Public Schools” and must include the bidder’s name and return address.
All bidders are required to use the provided Bid Submittal Sheet to present their bid totals, the completed sheet shall be submitted as the first page of the bid proposal. All vendor questions must be submitted in writing to John Jarvis. Verbal communications shall not be binding on the District.
Deadline for Submission: 3:00 pm March 31, 2026
Late submissions will not be accepted.
7. Public Bid Opening All proposals will be opened publicly at Lebanon Middle School in the library at 3:15PM on
March 31, 2026. Bidder names and total costs will be read aloud and recorded. A record of all bids will be preserved in accordance with state law and Policy 3005.
8. Bid Security (Optional, at District’s Discretion) The District reserves the right to require bid security in the form of a certified check, cashier’s check, or bid bond equal to 5 percent (5%) of the total bid amount, made payable to the Lebanon Board of Education.
9. Evaluation Criteria Proposals will be evaluated using the following criteria:
-Cost competitiveness
-Contractor experience and references
-Work plan and proposal schedules
-Compliance with RFP requirements
-Warranty and services after completion
-Contractor integrity, financial stability and compliance with applicable laws and licenses
10. Consultation with Municipality
Following receipt of bids, and prior to award, LPS will consult with the Town of Lebanon
Board of Selectmen regarding potential cooperative purchasing opportunities for equivalent goods or services, as required by Conn. Gen. Stat. § 10-241d and Policy 3005 § II-A.
11. Award of Contract For projects under $25,000, the Superintendent or designee may make a provisional award.
For projects $25,000 or more, the Lebanon Board of Education must approve the award.
Written notice of award will be issued to the successful bidder; written notice of non-selection will be sent to all others. The District reserves the right to reject any or all bids, waive minor informalities, and accept the bid deemed in the best interest of the District.
12. Recordkeeping All bids, bid tabulations, evaluation summaries, and award determinations will be retained by the District in compliance with Connecticut record-retention laws and Policy 3005 § IV-
D.
13. Federal and State Grant Compliance (If Applicable) If any portion of this project is funded through federal or state grants, the procurement and resulting contract will comply with all applicable requirements of 2 C.F.R. §§ 200.317 –
200.327, including but not limited to conflict-of-interest standards, contract provisions, and bonding requirements.
14. Timeline
RFP Issued January 23, 2026
Site Walkthrough March 17, 2026
Proposal Due March 31, 2026 3:00 PM
Public Opening March 31, 2026 3:15PM
Anticipated Award April 7, 2026
Target Installation Window June 22, 2026-August 14, 2026
15. Contact Information All communications regarding this RFP must be in writing and directed to:
John Jarvis
Facilities Director, Lebanon Public Schools
C: 860-682-3561 O: 860-642-5742 john.jarvis@lebanonct.org
Reservation of Rights Lebanon Public Schools reserves the right to reject any or all proposals, waive minor irregularities, and to accept the proposal deemed most advantageous to the District.
mailto:john.jarvis@lebanonct.org
Contractor Bid Submittal Sheet
Project Name: ____________________________
School: ☐ Lyman Memorial High School ☐ Lebanon Middle School ☐ Lebanon
Elementary School
Contractor Information
● Contractor Name: ____________________________
● Contact Person: ____________________________
● Phone: ____________________________
● Email: ____________________________
Bid Details
Description of
Work/location
Materials Cost Labor Cost Total Cost
Subtotal $_________
Scope Confirmation
☐ Contractor confirms all materials are included in the bid.
☐ Contractor confirms all labor, installation, and setup are included.
☐ Contractor confirms the bid is complete and represents the total cost to complete the project.
Additional Notes / Exceptions:
Authorized Contractor Signature: ____________________________
Date: ____________________________
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