RFP 2026003 RSD13 Materials Testing.docx.pdf

REGIONAL SCHOOL DISTRICT 13 BOARD OF EDUCATION

Connecticut

Bid Number 2026-003

Request for Qualifications and Request for Proposals for Materials Testing and Special Inspection Services for Memorial Elementary School

Issued: April 29,2026

INVITATION TO BID

The Regional School District 13 Board of Education (the “RSD 13 BOE”) is seeking qualifications and proposals from qualified firms to provide Materials Testing and Special Inspection Services in connection with the construction project at Memorial Elementary School located at 124 Hubbard Street, Middlefield, CT 06455. This solicitation is both a Request for Qualifications and a Request for Proposals (RFQ/RFP). The services to be performed are described in the Instructions to Proposers. The Instructions to Proposers and other bid documents may be viewed on the Connecticut Department of Administrative Services Contracting Portal which may be accessed at:

https://portal.ct.gov/das/ctsource/portal-page?language=en_US (“State Portal”) and the District website: https://www.rsd13ct.org/Our-District/Central-Services/Business-Office/index.html. An Invitation to Bidders has been posted in the local newspaper.

Proposers must respond to both the RFQ and the RFP, however such responses must be submitted in separate sealed envelopes clearly marked with the name of the Proposer, the words “Response to RFQ (or RFP, as applicable) for Materials Testing and Special Inspection Services for Memorial Elementary School” as applicable, the bid number, and the name of the proposer. Each sealed envelope shall include three (3) copies of the enclosure along with one (1) electronic copy on a thumb drive. Fee and hourly rate information shall only be included in the sealed envelope containing the response to the RFP.

Submittal packages must be received by the Finance Office, at 135A Pickett Lane, Durham, CT 06422, no later than May 18, 2026 at 9:45 a.m. One submittal package containing both the RFQ response and the RFP response shall be clearly marked on the outside, “RFQ/RFP for Materials Testing and Special Inspection Services for Memorial Elementary School,” include the bid number and the name of the submitting Proposer.

Opening of submittal packages (excluding the sealed envelope containing the responses to the RFP) shall take place at the Office of the Superintendent, at 135A Pickett Lane, Durham, CT 06422, at 10:00 a.m. on May 18, 2026. Once submittal packages have been opened no submission may be modified or withdrawn for ninety (90) days after the date such packages were opened.

Any questions concerning this solicitation shall be submitted only by email to Kimberly Neubig, Director of Finance, at kneubig@rsd13.org no later than May 5, 2026 and responses will be provided by addendum posted on the State Portal no later than May 8, 2026. Under no circumstances will the RSD 13 BOE respond to verbal requests.

No Proposer or prospective Proposers shall have any contact or communication with any member of the Regional School District 13 Building Committee (“RSD 13 BC”) or other RSD 13 BOE officials or representatives regarding this procurement during the procurement phase except as expressly provided in this RFQ/RFP. Failure to comply with these conditions will result in the disqualification of the noncomplying Proposer.

https://portal.ct.gov/das/ctsource/portal-page?language=en_US https://www.rsd13ct.org/Our-District/Central-Services/Business-Office/index.html https://www.rsd13ct.org/Our-District/Central-Services/Business-Office/index.html mailto:kneubig@rsd13.org

RSD 13 BOE reserves the right to amend or withdraw this Invitation to Bid and the RFQ/RFP for any reason, to accept or reject any or all Bids, to waive any informalities or non-material deficiencies in any Proposal, and to make such award (or no award) of a contract in connection with this RFQ/RFP as determined by the RSD 13 BOE, in its discretion, to be in the best interest of the RSD 13. A Bid may be rejected for irregularities of any kind, including without limitation, alteration of form, additions not called for, conditional proposals, and incomplete responses. A Bid may also be rejected if, in the opinion of the RSD 13 BOE, the Bid does not meet the standard of quality established by the RFQ/RFP. Any or all Bids may be rejected if there is any reason to believe that collusion exists among two or more Proposers. The foregoing provisions are for illustrative purposes and shall in no way limit the right of the RSD 13 BOE to reject any and all Bids, in whole or in part.

Attached Exhibits:

Exhibit A – Insurance Requirements Exhibit B – Non-collusion Affidavit Exhibit C – Nondiscrimination Forms, A-E Exhibit D – Fee Proposal Form

REGIONAL SCHOOL DISTRICT 13 INSTRUCTIONS TO PROPOSERS

1. INTRODUCTION

The Regional School District 13 Board of Education (“RSD 13 BOE”) is requesting qualifications and proposals from engineering professionals for Materials Testing and Special Inspection Services in connection with the construction project at Memorial Elementary School located at 124 Hubbard Street, Middlefield, CT 06455. This solicitation is both a Request for Qualifications (“RFQ”) and a Request for Proposals (“RFP”) for the Materials Testing and Special Inspection Services necessary for the Project. This RFQ/RFP has been published in a local newspaper, and posted on the RSD 13 BOE website:

https://www.rsd13ct.org/Our-District/Central-Services/Business-Office/index.html and the State Portal https://portal.ct.gov/das/ctsource/portal-page?language=en_US. Proposers are required to respond to both the RFQ and RFP in accordance with the requirements set forth below.

Please see Sections 7 and 8 of this document for important details about the submission process and requirements.

The RSD 13 BOE has established a Building Committee for the Project (the “RSD 13 BC”).

2. BACKGROUND

The Memorial school project will renovate the existing building to an “as-new” level and construct a 50,000 addition. All work associated with the project is anticipated to be eligible for reimbursement. The site work includes updating the septic, water and storm systems as well as updating the site parking and vehicular circulation.

3. SCOPE OF SERVICES

The Scope of Services includes Materials Testing and Special Inspections associated with the Memorial School Additions and Renovations project. Specific requirements are described within the Statement of Special Inspections prepared by GM2 Associates, Inc. and project specifications prepared by Quisenberry Arcari Malik (QA+M). All services must be provided by staff who possess the required minimum qualifications contained within the Statement of Special Inspections, with the standard level of professional skill, care, and judgment typically required for these Services and in compliance with all federal, state, and local requirements.

Construction documents prepared by Quisenberry Arcari Malik (QA+M) are available on the State of CT DAS website: https://portal.ct.gov/das/ctsource/bidboard?language=en_US and RSD 13 BOE website:

https://www.rsd13ct.org/Our-District/Central-Services/Business-Office/index.html.

The Architect for the project is Quisenberry Arcari Malik (QA+M) and the Construction Manager is O&G Industries, Inc.

4. TIMING OF PROJECT

https://portal.ct.gov/das/ctsource/portal-page?language=en_US https://portal.ct.gov/das/ctsource/bidboard?language=en_US

Demolition and hazardous material abatement activities commenced at Memorial Elementary School in March 2026. Sitework and general construction is expected to commence in May/June 2026 and be completed by the end of August 2027.

5. IMPORTANT DATES

• Issuance of RFQ/RFP: April 29, 2026

• Submission of Questions/Requests for Information: May 5, 2026

• Response to Questions/Requests for Information: Ongoing but no later than May 8, 2026

• Deadline for Submission of Responses: May 18, 2026

6. PROCESS

6.1 RESPONSES TO RFP/RFQ

Proposers must respond to both the RFQ and the RFP however such responses must be submitted in separate sealed envelopes clearly marked with the name of the Proposer, the bid number and the words “Response to Materials Testing and Special Inspection Services for Memorial Elementary School”. The response to the RFQ must not contain any information pertaining to the fees or costs for the Project. The fee proposals must be submitted in a separate sealed envelope, identifying a fee for the scope of work at each school. Responses that are not submitted in this manner will be rejected.

Responses must be received no later than the submission deadline set forth above by 9:45 a.m.

to Kimberly Neubig, Finance Office, at 135A Pickett Lane, Durham, CT 06422. Each sealed envelope must include three (3) paper copies and a digital copy (thumb drive is acceptable).

Responses must be delivered by U.S. mail or hand delivered. Facsimile (FAX) or email proposals will not be accepted by the RSD 13 BOE under any circumstances.

6.2 SELECTION

Evaluation of responses to this RFQ/RFP will be the responsibility of the RSD 13 Building Committee. The selection of the Contract awardee will be the responsibility of the RSD 13 Board Of Education. The RSD 13 BC and RSD 13 BOE may reject any or all proposals for any reason as the RSD 13 BC and RSD 13 BOE deem appropriate.

The evaluation and selection process will take place in two stages.

First, the RSD 13 BC will review all responses to the RFQ and, based on those responses and the Qualification Criteria described below, the RSD 13 BC will identify all Proposers which are determined by the RSD 13 BC to be responsible Qualified Proposers (the “Qualified Proposers”).

Second, the RSD 13 BC will open and review the responses to the RFP submitted by the Qualified Proposers. Responses to the RFP submitted by Proposers who are not Qualified Proposers will be returned unopened to the submitting Proposers. The RSD 13 BC will evaluate the responses to the RFP submitted by the Qualified Proposers and determine “at least three of the most responsible Qualified Proposers” (“Most Qualified Proposers”) using the

Qualification Criteria and the Proposal Criteria set forth below in Sections 6 and 7, respectively, giving due consideration of the Qualified Proposer’s pricing for the Services as well as Qualified Proposer’s (i) experience with work of similar size and scope as required for the Project, (ii) organizational and team structure for the Project, (iii) past performance data, including, but not limited to, adherence to project schedules and project budgets and the number of change orders for projects, (iv) the approach to the work required for the Project, and (v) documented contract oversight capabilities. The Contract will be awarded to one of the “most responsible Qualified Proposers” after consideration of all of the foregoing.

In its review of responses to this RFQ/RFP and selection of the Contract awardee, the RSD 13 BC will be guided by the selection of the Contract awardee that would best serve the interest of the RSD 13 BOE. The RSD 13 BOE reserves the right to negotiate with one or more of the Qualified Proposers and to accept modifications to the scope of services and fees proposed when such action would be in the best interest of the RSD 13 BOE.

If determined to be warranted by the RSD 13 BC, the RSD 13 BC may conduct interviews with one or all of the Qualified Proposers to assist the RSD 13 BC in the selection process. Included in the RSD 13 BC’s request that a Qualified Proposer participate in an interview, the RSD 13 BC will provide the name(s) of the member(s) of the RSD 13 BC who will conduct the interview and the date by which the Qualified Proposer must submit an affidavit disclosing its relationship(s) with the interviewer(s) or confirming that it has no relationship(s) with the interviewer(s). The names of interviewers will be released solely to enable the Qualified Proposer to prepare the affidavit and neither the Qualified Proposer nor its representatives shall directly or indirectly contact the interviewer(s) prior to or following the interview process.

The submission of responses to this RFQ/ RFP constitutes a declaration by the submitting Proposer that no person or persons other than members of Proposer’s own organization are interested in the Project or in the Contract proposed to be awarded; that the submission is made without any connection with any other person or persons making a proposal for the same services and is in all respects fair and without collusion or fraud; that no persons acting for or employed by the RSD 13 BOE is directly or indirectly interested therein, or in the supplies or works to which it relates or will receive any part of the profit or any commission therefrom in any manner which is unethical or contrary to the best interests of the RSD 13 BOE.

6.3 RSD 13 BOE’s RIGHT TO WITHDRAW/REJECT

The RSD 13 BOE reserves the rights to amend or terminate this RFQ/RFP, accept all or any part of a response, reject all responses, waive any informalities or non-material deficiencies in a response, and award the Contract to the Proposer that, in the RSD 13 BOE’s judgment, will be in the RSD 13 BOE’s best interests.

7. REQUEST FOR QUALIFICATIONS

7.1 QUALIFICATION CRITERIA

The RSD 13 BOE will identify those Proposers that the RSD 13 BOE deems to be Qualified Proposers based on the criteria below (the “Qualification Criteria”):

7.1.1 The Proposer is a legal entity properly licensed or registered under the laws of the State of Connecticut to perform the services that are the subject of this solicitation and is otherwise authorized to do business in the State of Connecticut.

7.1.2 The Proposer has adequate experience in providing materials testing and special inspection services.

7.1.3 The Proposer’s staff to be assigned to the Project (“Project Team”) has satisfactory qualifications and experience on past projects of similar size and scope as the Project and as stated in the Statement of Special Inspections.

7.1.4 The Proposer is able to demonstrate that the members of the Project Team have performed satisfactorily on past projects to the satisfaction of the owners of such projects.

7.1.5 The Proposer has an adequate degree of contract oversight capability and the organizational, team, and management structure proposed for the Project is satisfactory.

7.1.6 The number, context, and, where applicable, outcomes, claims, disputes, arbitration, and litigation proceedings involving the Proposer are acceptable.

7.2 CONTENT OF RESPONSE TO RFQ

7.2.1 Proposer Information

Proposer Overview: Please provide the following:

7.2.1.1 The name and location of the Proposer, including the office location that will be serve the RSD 13 BOE.

7.2.1.2 A brief general description of Proposer’s business.

7.2.1.3 The number of years the Proposer has been in business.

7.2.1.4 Is the Proposer and entity that is a subsidiary of another entity? If so, what is the name of the parent entity?

7.2.1.5 The number of personnel employed by the Proposer (please include the number of staff dedicated to provide requested services).

7.2.2 Client Base:

Provide specific reference information for five clients Proposer has served, relevant to the work proposed, to include:

7.2.2.1 Client name and location

7.2.2.2 Starting date of service

7.2.2.3 Contact name, title and telephone number. References must be relevant to service in the last forty-eight (48) months and shall include specific detail.

7.2.3 Statement of Qualifications to include, but not necessarily limited to, the following:

7.2.3.1 Name and address of Proposer.

7.2.3.2 Identify Proposer’s contact person for this project and provide a phone number and e-mail address that the RSD 13 BC may use to issue further information.

7.2.4 A brief history of Proposer.

7.2.5 Provide a list of Proposer’s Project Team Members, including any consultants.

7.2.6 List the staff proposed to work on the Project along with related responsibilities they will devote to the Project. Provide resumes of key personnel that would be assigned to the Project and a brief description of similar projects.

7.2.7 If a specified team will be used for the Project, please provide an organization chart showing the personnel of the team and their proposed involvement in the Project.

Please include the qualifications of all team members. Please indicate how the team will be managed.

7.2.8 List projects that Proposer has been involved that has similar characteristics to this Project within the past five years.

7.2.9 Indicate if any claims, disputes, arbitration or litigation proceedings have occurred on any of these projects. If so, identify the parties involved and give the status of each.

7.2.10 List three (3) references of similar projects and provide for each:

7.2.10.1 A list of Project Team Members, consultants and staff involved.

7.2.10.2 Size (project cost and square feet) and location of project.

7.2.10.3 Contact name and telephone numbers for the Owner and Contractor

(specific individuals).

7.2.10.4 Provide contact name and telephone numbers for the Owner and Architect

(specific individuals) for each project.

7.2.11 Please state what experience the Proposer has on municipal or school construction projects.

7.2.12 Please provide the office location where the team for the Project will be located.

7.2.13 Additional information requested above that the Proposer feels may be useful and applicable to this Project and helpful to the RSD 13 BC’s evaluation. Please limit response to three (3) pages.

A completed Exhibit ‘D’ Fee Proposal should not be included in the RFQ response.

8. REQUEST FOR PROPOSALS

8.1 Proposal Criteria

The Proposal Criteria includes the following:

8.1.1 The Proposer’s fee proposal.

8.1.2 Experience of the Proposer with similar projects.

8.1.3 Qualifications of the Proposer’s staff.

8.1.4 The ability of the Proposer to meet the required insurance coverage.

8.1.5 Resources that the Proposer has that will help facilitate the Project.

8.2 Content of Response to RFP

Please provide the following information in the order listed below:

8.2.1 Estimated unit price fee proposal (Exhibit D).

8.2.2 Bank references and/or financial statements reflecting financial stability.

8.2.3 Evidence of proper insurance coverage.

8.2.4 Descriptions of any other resources that the Proposer has that will help facilitate the

Project.

8.2.5 Any objections to the terms and conditions of the Contract.

9. INSURANCE REQUIREMENTS

Prior to the execution of the contract for the Project, the RSD 13 BOE will require the Contract awardee to provide to the RSD 13 BOE, a certificate of insurance (Accord or other approved format) evidencing the insurance coverage identified in Exhibit C.

10. PROJECT FUNDING

The obligations of the RSD 13 BOE under any contract executed by the RSD 13 BOE in connection with this Project are conditioned upon and subject to the appropriation of funds for the Project from the State of Connecticut on an annual basis.

11. ADDITIONAL INFORMATION

11.1.1 The RSD 13 BOE prohibits harassment and discrimination on the basis of race, color, religious creed, age, marital status, military or veteran status, national origin, sex, ancestry, sexual orientation, or past or present physical or mental disability in accordance with Titles VI, VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1991 and applicable state laws.

11.1.2 The RSD 13 BC will be governed by the applicable Connecticut General Statutes construction receiving State assistance and in particular, grants from the CT DAS OGA.

11.1.3 RSD 13 BOE’s Director of Finance reserves the sole and absolute right to reject the proposal of any Proposer offering services which, in its opinion, does not meet the standard or quality established by this RFQ/RFP.

11.1.4 Proposals that are conditional or qualified shall be rejected.

11.1.5 The RSD 13 BOE is exempt from the payment of federal excise taxes and Connecticut sales and use taxes.

11.1.6 If it becomes necessary to revise any part of this RFQ/RFP or if additional data is necessary to enable interpretation by Proposers of provisions of this RFP/RFP, revisions or addenda will be posted on the State Contracting Portal.

11.1.7 Questions regarding this RFQ/RFP should be referred to Kimberly Neubig, Director of Finance, at kneubig@rsd13.org A summary of all questions and answers will be posted on the State Contracting Portal.

mailto:kneubig@rsd13.org

EXHIBIT A

INSURANCE REQUIREMENTS

Contractor shall agree to always maintain in force during the contract the following minimum coverages and shall name Regional School District 13 Board of Education as an Additional Insured on a primary and non- contributory basis to all policies except Workers Compensation and Professional Liability. All policies should also include a Waiver of Subrogation. Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best’s Rating of “A-“ VIII.

(Minimum Limits)

General Liability Each Occurrence $1,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregate $2,000,000

Auto Liability Combined Single Limit

(includes all owned, Each Accident $1,000,000 hired & non owned autos)

Professional Liability Each Wrongful Act $1,000,000

Excess Liability (Umbrella)

Aggregate

Each Occurrence Aggregate

$1,000,000

$1,000,000 $1,000,000

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two (2) years from the completion date.

Workers’ Compensation and WC Statutory Limits

Employers’ Liability EL Each Accident $500,000 EL Disease Each Employee $500,000 EL Disease Policy Limit $500,000

Original completed Certificates of Insurance must be presented to the RSD 13 BOE prior to contract issuance. Architect agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the above-described policies be cancelled, limits reduced, or coverage altered, 30-day written notice must be given to the RSD

13 BOE.

EXHIBIT B

NON-COLLUSION AFFIDAVIT

State of ) ss County of )

, being first duly sworn, deposes and says:

1. That he/she is a ( ) Partner; ( ) Officer; ( ) Member; ( ) Owner of the firm of:

the party making the foregoing proposal or bid;

2. He/she is fully informed respecting the preparation and contents of the attached proposal or bid and all circumstances regarding the same;

3. Said proposal or bid is genuine and is not a collusive or sham proposal or bid;

4. Neither the said bidder nor any of its officers, partners, members, owners, agents, representatives, employees, or parties-in-interest, including this affiant has in any way colluded, conspired, connived or agreed, directly or indirectly, with any bidder, or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price or affiance or of any other bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against the Regional School District 13 Board of Education or any person interested in the proposed contract;

5. The price or prices quoted in the attached proposal or bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of this Bidder or any of its agents, representatives, owners, employees, or parties-in-interest, including this affiant; and

6. All statements in said proposal or bid are true.

(Signed):

(Title):

Subscribed and sworn to me

This ____ day of , 20 .

Notary Public, My Commission Expires:

EXHIBIT C

NONDISCRIMINATION FORMS

See Attached Forms A-E

EXHIBIT D

FEE PROPOSAL FORM

To: Regional School District 13 Board of Education 135A

Pickett Lane Durham, CT 06422 ATT: Kimberly Neubig, SFO

From: _____ (“Proposing Firm”)

Address:

Email Address: ___

Tel. No.

Project: Materials Testing and Special Inspection Services Renovations and Additions to Memorial School (“Project”) 124 Hubbard Street

Middlefield, CT 06455

The Proposing Firm hereby agrees to provide the services described in this Request for Proposals in accordance with the unit prices listed below. The quantities shown in the Unit Price Schedule are for estimating purposes only and may vary based on the project schedule and specific project requirements. The contract awarded to the successful Proposing Firm will be issued as a “Not-to- Exceed” amount that may be adjusted only through an executed change order. Payments will be based on the unit prices quoted below and the actual services rendered, as documented on the Proposer’s monthly invoice. All unit prices shall remain fixed for the duration of the Project.

The unit prices quoted below are all-inclusive and shall include all labor, materials, equipment, consumables, travel, mileage, fuel, reproduction, administrative costs, insurance, taxes, fee, overhead, profit and all else required to perform the services indicated.