RFP 2627-3AB Environmental Health and Safety Services.pdf

CHESHIRE PUBLIC SCHOOLS

CHESHIRE, CONNECTICUT

REQUEST FOR PROPOSAL

FOR

ENVIRONMENTAL, HEALTH & SAFETY SERVICES

October 23, 2026

RFP #2627-3AB

LEGAL NOTICE

ENVIRONMENTAL, HEALTH AND SAFETY SERVICES

October 23, 2026

The Cheshire Public Schools will receive sealed proposals for Environmental Health & Safety Consulting Services until November 20, 2026 at 2:00 PM. At that time proposals will be opened in public and read aloud.

The documents comprising the Request for Proposal may be obtained from on the School’s website on the Central Office, School District Operations page under “Proposals and Requests for Proposals (RFPs)”, https://www.cheshire.k12.ct.us/district-departments/school-district-operations/.

There will be a non-mandatory walk thru on Tuesday November 3, 2026 starting at 9:00 A.M.

beginning at Cheshire High School, 525 South Main Street, Cheshire, CT 06410. The intent is to visit all school buildings in the same day. Cheshire Public Schools may award this contract partially (by school) or in its entirety.

The Cheshire Public Schools reserves the rights to amend or terminate this Request for Proposal, accept all or any part of a proposal, reject all proposals, waive any informalities or non-material deficiencies in a proposal, and award who, in the School’s judgment, will be in the School’s best interests.

RFP Number: #2627-3AB RFP Opening Date: November 20, 2026 RFP Opening Time: 2:00 PM RFP Opening Place: Office of School District Operations, Room 12 Site Visit: Tuesday November 3, 2026 @ 9:00 A.M. Cheshire High School, 525 South Main Street, Cheshire, CT 06410

The Cheshire Public Schools is seeking proposals for Environmental, Health & Safety Services as detailed in the “Specifications” section.

One (1) original copy on a thumb drive and three (3) copies of sealed proposals must be received at the Cheshire Public Schools, Office of School District Operations, Room 12, 29 Main Street, Cheshire, CT 06410 by the date and time noted above. The Cheshire Public Schools (the “Schools”) will not accept submissions by e-mail or fax. The Schools will reject proposals received after the date and time noted above.

The documents comprising this Request For Proposal may be obtained on the School’s website on the School District Operations page under “Proposals and Requests for Proposals (RFPs)”, at https://www.cheshire.k12.ct.us/district-departments/school-district-operations/ Each Proposer is responsible for checking the School’s website to determine if the Schools have issued any addenda and, if so, to complete its proposal in accordance with the Request For Proposal as modified by the addenda.

Proposals must be held firm and cannot be withdrawn for sixty (60) calendar days after the opening date.

The Schools reserves the rights to amend or terminate this Request For Proposal, accept all or any part of a proposal, reject all proposals, waive any informalities or non-material deficiencies in a proposal, and award who, in the School’s judgment, will be in the School’s best interests.

This Request for Proposal includes:

- Standard Instructions to Proposers

- Specifications

- Insurance Requirements

- Proposal Form

- Proposer’s Legal Status Disclosure

- Proposer’s Certification Concerning Equal Employment Opportunities and Affirmative

Action Policy

- Proposer’s Non-Collusion Affidavit

- Proposer’s Statement of References

- Addenda, if any

- The Contract sample in the form attached

- Appendix A – 2022 Gap Analysis Report

STANDARD INSTRUCTIONS TO PROPOSERS

1. INTRODUCTION

The Cheshire Public Schools (the “Schools”) are soliciting proposals for Environmental, Health & Safety Services as detailed in the Specifications section. This Request for Proposal is not a contract offer, and no contract will exist unless and until a written contract is signed by the Schools and the successful proposer.

The initial term of this contract is two (2) years with the potential for (3) 1-year extensions at the discretion of the Cheshire Public Schools. Annual contract pricing will be guaranteed by the successful proposer for the initial term of the contract.

Interested parties should submit a proposal in accordance with the requirements and directions contained in this Request for Proposal. Proposers are prohibited from contacting any Schools or Town employee, officer or official concerning this Request for Proposal, except as set forth in Section 6, below. A proposer’s failure to comply with this requirement may result in disqualification.

If there are any conflicts between the provisions of these Standard Request for Proposal and any other documents comprising this Request for Proposal, these Standard Instructions to Proposers shall prevail.

2. RIGHT TO AMEND OR TERMINATE THE REQUEST FOR PROPOSAL TO

PROPOSAL OR CONTRACT

The Schools may, before or after proposal opening and in its sole discretion, clarify, modify, amend or terminate this Request for Proposal if the Schools determines it is in the School’s best interest. Any such action shall be effected by a posting on the School’s website on the School District Operations page under “Proposals and Requests for Proposals (RFPs)”, at https://www.cheshire.k12.ct.us/district-departments/school-district-operations/.

Each proposer is responsible for checking the School’s website to determine if the Schools have issued any addenda and, if so, to complete its proposal in accordance with the Request for Proposal to Proposal as modified by the addenda.

If this Request for Proposal provides for a multi-year agreement, the Schools also reserve the right to terminate the Contract at the end of the last fiscal year for which funds have been appropriated, and the Schools shall have no obligation or liability to the successful proposer for any unfunded/underfunded year or years.

3. KEY DATES

Proposal Opening: November 20, 2026 Preliminary Notice of Award: November 27, 2026 Contract Execution: January 1, 2027 or sooner

The Preliminary Notice of Award and Contract Execution dates are anticipated, not certain, dates.

4. OBTAINING THE REQUEST FOR PROPOSAL

All documents that are a part of this proposal may be obtained from the Office of School District Operations through the Cheshire Public School’s website on the School District Operations page under “Proposals and Requests for Proposals (RFPs)”, at https://www.cheshire.k12.ct.us/district-departments/school-district-operations/

There will be a non-mandatory walk thru to occur as follows:

Tuesday November 3, 2026 @ 9:00 A.M. Cheshire High School, 525 South Main Street, Cheshire, CT 06410 Note: the intent is to visit all properties in the same day.

5. PROPOSAL SUBMISSION INSTRUCTIONS

Proposals must be received in the Office of School District Operations, Cheshire Public Schools, Room 12, at 29 Main Street, Cheshire, CT 06410 prior to the date and time the proposals are scheduled to be opened publicly. Postmarks prior to the opening date and time do NOT satisfy this condition. The Schools will not accept submissions by e-mail or fax. Proposers are solely responsible for ensuring timely delivery. The Schools will NOT accept late proposals.

One (1) original copy on a thumb drive and three (3) copies of all proposal documents must be submitted in sealed, opaque envelopes clearly labeled with the proposer’s name, the proposer’s address, the words "PROPOSAL DOCUMENTS,” and the Proposal Title, Proposal Number and Proposal Opening Date. The Schools may decline to accept proposals submitted in unmarked envelopes that the Schools open in its normal course of business. The Schools may, but shall not be required to, return such proposal documents and inform the proposer that the proposal documents may be resubmitted in a sealed envelope properly marked as described above.

Proposal prices must be submitted on the Proposal Form included in this Request for Proposal. All blank spaces for proposal prices must be completed in ink or be typewritten; proposal prices must be stated in both words and figures. The person signing the Proposal Form must initial any errors, alterations or corrections on that form. Ditto marks or words such as “SAME” shall not be used in the Proposal Form.

Proposals may be withdrawn personally or in writing provided that the Schools receive the withdrawal prior to the time and date the proposals are scheduled to be opened. Proposals are considered valid, and may not be withdrawn, cancelled or modified, for sixty (60) days after the opening date, to give the Schools sufficient time to review the proposals, investigate the proposers’ qualifications, secure any required municipal approvals, and execute a binding contract with the successful proposer.

An authorized person representing the legal entity of the proposer must sign the Proposal Form and all other forms included in this Request for Proposal.

6. QUESTIONS AND AMENDMENTS

Questions concerning the process, procedures or specifications applicable this Request for Proposal Specifications are to be submitted in writing (including by e-mail or fax) and directed only to:

Name: Emily Taylor Department: Cheshire Public Schools E-mail: etaylor2@cheshire.k12.ct.us with a copy to rclavet@cheshire.k12.ct.us Fax: 203-250-2438

Proposers are prohibited from contacting any other Schools or Town employee, officer or official concerning this Request for Proposal. A proposer’s failure to comply with this requirement may result in disqualification.

The appropriate Schools representative listed above must receive any questions from proposers no later than five (5) business days before the proposal opening date. That representative will confirm receipt of a proposer’s questions by e-mail. The Schools will answer all written questions by issuing one or more addenda, which shall be a part of this Request for Proposal and the resulting Contract, containing all questions received as provided for above and decisions regarding same.

At least five (5) calendar days prior to proposal opening, the Schools will post any addenda on the School’s website on the School District Operations page under “Proposals and Requests for Proposals (RFPs)” at https://www.cheshire.k12.ct.us/district-departments/school-district-operations/.

Each proposer is responsible for checking the website to determine if the Schools have issued any addenda and, if so, to complete its proposal in accordance with the Request for Proposal as modified by the addenda.

No oral statement of the Schools, including oral statements by the Schools representatives listed above, shall be effective to waive, change or otherwise modify any of the provisions of this Request for Proposal, and no proposer shall rely on any alleged oral statement.

7. ADDITIONAL INFORMATION

The Schools reserves the right, either before or after the opening of proposals, to ask any proposer to clarify its proposal or to submit additional information that the Schools in its sole discretion deems desirable.

8. COSTS FOR PREPARING PROPOSAL

Each proposer’s costs incurred in developing its proposal are its sole responsibility, and the Schools shall have no liability for such costs.

9. OWNERSHIP OF PROPOSALS

All proposals submitted become the School’s property and will not be returned to Proposers.

10. FREEDOM OF INFORMATION ACT

All information submitted in a proposal or in response to a request for additional information is subject to disclosure under the Connecticut Freedom of Information Act as amended and judicially interpreted. A proposer’s responses may contain financial, trade secret or other data that it claims should not be public (the “Confidential Information”). A proposer must identify specifically the pages and portions of its proposal or additional information that contain the claimed Confidential Information by visibly marking all such pages and portions. Provided that the proposer cooperates with the Schools as described in this section, the Schools shall, to the extent permitted by law, protect from unauthorized disclosure such Confidential Information.

If the Schools receive a request for a proposer’s Confidential Information, it will promptly notify the proposer in writing of such request and provide the proposer with a copy of any written disclosure request. The proposer may provide written consent to the disclosure, or may object to the disclosure by notifying the Schools in writing to withhold disclosure of the information, identifying in the notice the basis for its objection, including the statutory exemption(s) from disclosure. The proposer shall be responsible for defending any complaint brought in connection with the nondisclosure, including but not only appearing before the Freedom of Information Commission, and providing witnesses and documents as appropriate.

11. REQUIRED DISCLOSURES

In its Proposal Form each proposer must disclose, if applicable:

Its inability or unwillingness to meet any requirement of this Request for Proposal, including but not only any of the Contract Terms contained in Section 27, below;

If it is listed on the State of Connecticut’s Debarment List;

If it is ineligible, pursuant to Conn. Gen. Stat. § 31-57b, to be awarded the Contract because of occupational safety and health law violations;

All resolved and pending arbitrations and litigation matters in which the proposer or any of its principals (regardless of place of employment) has been involved within the last ten (10) years;

All criminal proceedings in which the proposer or any of its principals (regardless of place of employment) has ever been the subject; and

Each instance in which it or any of its principals (regardless of place of employment) has ever been found to have violated any state or local ethics law, regulation, ordinance, code, policy or standard, or to have committed any other offense arising out of the submission of proposals or proposals or the performance of work on public works projects or contracts.

Experience Modification Rate (EMR), if applicable.

Proof of Insurance

A proposer’s acceptability based on these disclosures lies solely in the School’s discretion.

12. REFERENCES

Each proposer must complete and submit the Proposer’s Statement of References form included in this Request for Proposal. At least one reference is preferred from an educational institution.

References are to include a point of contact.

13. LEGAL STATUS

If a proposer is a corporation, Limited Liability Company (LLC), or other business entity that is required to register with the Connecticut Secretary of the State’s Office, it must have a current registration on file with that office. The Schools may, in its sole discretion, request acceptable evidence of any proposer’s legal status.

14. PROPOSAL SECURITY

Not Applicable

15. PRESUMPTION OF PROPOSER’S FULL KNOWLEDGE

Each proposer is responsible for having read and understood each document in this Request for Proposal and any addenda issued by the Schools. A proposer’s failure to have reviewed all information that is part of or applicable to this Request for Proposal, including but not only any addenda posted on the School’s website, shall in no way relieve it from any aspect of its proposal or the obligations related thereto.

Each proposer is deemed to be familiar with and is required to comply with all federal, state and local laws, regulations, ordinances, codes and orders that in any manner relate to this Request for Proposal or the performance of the work described herein.

By submitting a proposal, each proposer represents that it has thoroughly examined and become familiar with the scope of work outlined in this Request for Proposal, and it is capable of performing the work to achieve the School’s objectives. If applicable, each proposer shall visit the site, examine the areas and thoroughly familiarize itself with all conditions of the property before preparing its proposal.

16. SUBSTITUTION FOR NAME BRANDS

Not applicable.

17. TAX EXEMPTIONS

The Schools are exempt from state sales and use tax per Conn. Gen. Stat. § 12-412. Proposers shall avail themselves of this exemption.

18. INSURANCE

The successful proposer shall, at its own expense and cost, obtain and keep in force at least the insurance listed in the Insurance Requirements that are a part of this Request for Proposal. The Schools reserves the right to request from the successful proposer a complete, certified copy of any required insurance policy.

19. PERFORMANCE SECURITY

Not Applicable

20. DELIVERY ARRANGEMENTS

Services to be delivered to:

Ms. Emily Taylor Cheshire Public Schools 29 Main Street Cheshire, CT 06410

21. AWARD CRITERIA; SELECTION; CONTRACT EXECUTION

All proposals will be publicly opened and read aloud as received on the date, at the time, and at the place identified in this Request for Proposal. Proposers may be present at the opening.

The Schools reserve the right to correct, after proposer verification, any mistake in a proposal that is a clerical error, such as a price extension, decimal point error or FOB terms. If an error exists in an Extension of prices, the unit price shall prevail. In the event of a discrepancy between the price quoted in words and in figures, the words shall control.

The Schools reserve the rights to accept all or any part of a proposal, reject all proposals, and waive any informalities or non-material deficiencies in a proposal. The Schools also reserve the right, if applicable, to award the purchase of individual items under this Request for Proposal to any combination of separate proposals or proposers.

The Schools will accept the proposal that, all things considered, the Schools determine is in its best interests. Although price will be an important factor in most Request for Proposals, it will not be the only basis for award. Due consideration may also be given to a proposer’s experience, references, service, ability to respond promptly to requests, past performance, and other criteria relevant to the Schools’ interests, including compliance with the procedural requirements stated in this Request of Proposal.

The Schools will not award the proposal to any business or person who is in arrears or in default to the Schools with regard to any tax, debt, contract, security or any other obligation.

If the lowest proposer meets all specifications, is responsive, and, if applicable, qualified, but the proposal is not acceptable to the Schools Manager or, if applicable, the Board of Education or the Town of Cheshire, the matter must be referred to the Schools’ Counsel for its decision on whether to reject all proposals, to accept a higher proposal, or to take such other action as may be in the Schools’ best interests.

The Schools will select the proposal that it deems to be in the School’s best interest and issue a Preliminary Notice of Award to the successful proposer. The award may be subject to further discussions with the proposer. The making of a preliminary award to a proposer does not provide the proposer with any rights and does not impose upon the Schools any obligations.

The Schools are free to withdraw a preliminary award at any time and for any reason. A proposer has rights, and the Schools have obligations, only if and when a Contract is executed by the Schools and the proposer.

If the proposer does not execute the Contract within ten (10) business days of the date of the Preliminary Notice of Award, unless extended by the Schools, the Schools may call any proposal security provided by the proposer and may enter into discussions with another proposer.

The Preliminary Notice of Award and Contract Execution dates in Section 3’s Key Dates are anticipated, not certain, dates.

22. SERVICE PERIOD

(2) two years after the contract start date.

23. AFFIRMATIVE ACTION, AND EQUAL OPPORTUNITY

Each proposer must submit a completed Proposer’s Certification Concerning Equal Employment Opportunities and Affirmative Action Policy form included with this Request for Proposal.

Proposers with fewer than ten (10) employees should indicate that fact on the form and return the form with their proposals.

24. NONRESIDENT REAL PROPERTY CONTRACTORS

Not Applicable

25. COMPLIANCE WITH IMMIGRATION LAWS

By submitting a proposal, each proposer confirms that it has complied, and during the term of the Contract will comply, with the Immigration Reform and Control Act (“IRCA”) and that each person it provides under the Contract will at all times be authorized for employment in the United States of America. Each proposer confirms that it has a properly completed Employment Eligibility Verification, Form I-9, for each person who will be assigned under the Contract and that it will require each subcontractor, if any, to confirm that it has a properly completed Form I-9 for each person who will be assigned under the Contract.

26. INDEMNIFICATION

The successful proposer shall defend, indemnify, and hold harmless the Schools, its employees, officers, officials, agents, volunteers and independent contractors, including any of the foregoing sued as individuals (collectively, the “Schools Indemnified Parties”), against any and all proceedings, suits, actions, claims, damages, injuries, awards, judgments, losses or expenses, including fines, penalties, punitive damages, attorney’s fees and costs, brought or assessed against, or incurred by, the Schools Indemnified Parties related to or arising from the obligations under IRCA imposed upon the successful proposer or its subcontractor. The successful proposer shall also be required to pay any and all attorney’s fees and costs incurred by the Schools Indemnified Parties in enforcing any of the successful proposer’s obligations under this provision, whether or not a lawsuit or other proceeding is commenced, which obligations shall survive the termination or expiration of the Contract.

27. NON COLLUSION AFFIDAVIT

Each proposer shall submit a completed Proposer’s Non Collusion Affidavit that is part of this Request for Proposal.

28. CONTRACT TERMS

The following provisions will be mandatory terms of the School’s Contract with the successful proposer. If a proposer is unwilling or unable to meet any of these Contract Terms, the proposer must disclose that inability or unwillingness in its Proposal Form.

Proposer must indicate exceptions to the Statement of Work/Specifications in their submitted proposal. (see Section 11 of these Standard Instructions to Proposers):

a. DEFENSE, HOLD HARMLESS AND INDEMNIFICATION

The successful proposer agrees, to the fullest extent permitted by law, to defend, indemnify, and hold harmless the Schools, its employees, officers, officials, agents, volunteers and independent contractors, including any of the foregoing sued as individuals (collectively, the “Schools Indemnified Parties”), from and against all proceedings, suits, actions, claims, damages, injuries, awards, judgments, losses or expenses, including attorney’s fees, arising out of or relating, directly or indirectly, to the successful proposer’s malfeasance, misconduct, negligence or failure to meet its obligations under the Request for Proposal or the Contract. The successful proposer’s obligations under this section shall not be limited in any way by any limitation on the amount or type of the successful proposer’s insurance. Nothing in this section shall obligate the successful proposer to indemnify the Schools Indemnified Parties against liability for damage arising out of bodily injury to persons or damage to property caused by or resulting from the negligence of the Schools Indemnified Parties.

In any and all claims against the Schools Indemnified Parties made or brought by any employee of the successful proposer, or anyone directly or indirectly employed or contracted with by the successful proposer, or anyone for whose acts or omissions the successful proposer is or may be liable, the successful proposer’s obligations under this section shall not be limited by any limitation on the amount or type of damages, compensation or benefits payable by the successful proposer under workers’ compensation acts, disability benefit acts, or other employee benefits acts.

The successful proposer shall also be required to pay any and all attorney’s fees incurred by the Schools Indemnified Parties in enforcing any of the successful proposer’s obligations under this section, which obligations shall survive the termination or expiration of this Request for Proposal and the Contract.

As a municipal agency of the State of Connecticut, the Schools will NOT defend, indemnify, or hold harmless the successful proposer.

b. ADVERTISING

The successful proposer shall not name the Schools in its advertising, news releases, or promotional efforts without the School’s prior written approval.

If it chooses, the successful proposer may list the Schools in a Statement of References or similar document required as part of its response to a public procurement. The School’s permission to the successful proposer to do so is not a statement about the quality of the successful proposer’s work or the School’s endorsement of the successful proposer.

c. W-9 FORM

The successful proposer must provide the Schools with a completed W-9 form before Contract execution.

d. PAYMENTS

Proposers are encouraged to offer discounts for early payment. All other payments are to be made 30 days after the appropriate Schools employee receives and approves the invoice, unless otherwise specified in the Specifications.

Conn. Gen. Stat. § 49-41a(a) requires that, for construction contracts exceeding $100,000, the contractor (1) promptly pay its subcontractors or suppliers within 30 days of receipt of payment from the owner, and (2) include in its subcontracts a requirement that the subcontractor promptly pay its sub-subcontractors and suppliers within 30 days of receipt of payment from the general contractor. Further, Conn. Gen. Stat. § 49-41a(b) requires that, for such contracts, each payment requisition be accompanied by “a statement showing the status of all pending construction change orders, other pending change directives and approved changes to the original contract or subcontract.” The statement “shall identify the pending construction change orders and other pending change directives, and shall include the date such change orders and directives were initiated, the costs associated with their performance and a description of any work completed.”

“In each of its contracts with subcontractors or materials suppliers, the successful proposer shall agree to pay any amounts due for labor performed or materials furnished not later than thirty (30) days after the date the successful proposer receives payment from the Schools that encompasses the labor performed or materials furnished by such subcontractor or material supplier. The successful proposer shall also require in each of its contracts with subcontractors that such subcontractor shall, within thirty (30) days of receipt of payment from the successful proposer, pay any amounts due any sub-subcontractor or material supplier, whether for labor performed or materials furnished.

Each payment application or invoice shall be accompanied by a statement showing the status of all pending change orders, pending change directives and approved changes to the Contract. Such statement shall identify the pending change orders and pending change directives, and shall include the date such change orders and change directives were initiated, additional cost and/or time associated with their performance and a description of any work completed. The successful proposer shall require each of its subcontractors and suppliers to include a similar statement with each of their payment applications or invoices”.

e. SCHOOLS INSPECTION OF WORK

The Schools may inspect the successful proposer’s work at all reasonable times. This right of inspection is solely for the School’s benefit and does not transfer to the Schools the responsibility for discovering patent or latent defects. The successful proposer has the sole and exclusive responsibility for performing in accordance with the Contract.

f. REJECTED WORK OR MATERIALS (if applicable)

The successful proposer, at its sole cost and expense, shall remove from the School’s property rejected items, commodities and/or work within 48 hours of the School’s notice of rejection.

Immediate removal may be required when safety or health issues are present. The School may back charge the successful proposer at any time, with notice, during the contract term for work scope not completed or completed in an unsatisfactory manner. The successful proposer will have the opportunity to review the back charges and be provided with an opportunity to refute said back charges. Back charges will be based on square footage, hourly labor costs and/or per the pricing established in the proposal form; when applicable.

g. MAINTENANCE AND AVAILABILITY OF RECORDS

The successful proposer shall maintain all records related to the work described in the Request for Proposal for a period of five (5) years after final payment under the Contract or until all pending Schools, state and federal audits are completed, whichever is later. Such records shall be available for examination and audit by Schools, state and federal representatives during that time.

h. SUBCONTRACTING

Prior to entering into any subcontract agreement(s) for the work described in the Contract, the successful proposer shall provide the Schools with written notice of the identity (full legal name, street address, mailing address (if different from street address), and telephone number) of each proposed 2nd tier subcontractor. The Schools shall have the right to object to any proposed subcontractor by providing the successful proposer with written notice thereof within seven (7) business days of receipt of all required information about the proposed subcontractor. If the School objects to a proposed subcontractor, the successful proposer shall not use that subcontractor for any portion of the work described in the Contract.

All permitted subcontracting shall be subject to the same terms and conditions as are applicable to the Successful Proposer. The Successful Proposer shall remain fully and solely liable and responsible to the Schools for performance of the work described in the Contract. The Successful Proposer also agrees to promptly pay each of its Subcontractors within thirty (30) days of receipt of payment from the Schools or otherwise in accordance with law. The Successful Proposer shall assure compliance with all requirements of the Contract. The Successful Proposer shall also be fully and solely responsible to the Schools for the acts and omissions of its subcontractors and of persons employed, whether directly or indirectly, by its Subcontractor(s).

i. PREVAILING WAGES

Not Applicable

j. PREFERENCES

The successful proposer shall comply with the requirements of Conn. Gen. Stat. § 31-52(b), as amended. Specifically, the successful proposer agrees that in the employment of labor to perform the work under the Contract, preference shall be given to citizens of the United States who are, and have been continuously for at least three (3) months prior to the date of the Contract, residents of the labor market area (as established by the State of Connecticut Labor Commissioner) in which such work is to be done, and if no such qualified person is available, then to citizens who have continuously resided in New Haven County for at least three (3) months prior to the date hereof, and then to citizens of the State who have continuously resided in the State at least three (3) months prior to the date of the Contract.

k. WORKERS COMPENSATION

Prior to Contract execution, the Schools will require the tentative successful proposer to provide a current statement from the State Treasurer that, to the best of her knowledge and belief, as of the date of the statement, the tentative successful proposer was not liable to the State for any workers’ compensation payments made pursuant to Conn. Gen. Stat. § 31-355.

l. SAFETY

This successful Proposer will provide a copy of their company safety program to Cheshire Public Schools prior to the start of the contract term.

m. COMPLIANCE WITH LAWS

The successful proposer shall comply with all applicable laws, regulations, ordinances, codes and orders of the United States, the State of Connecticut and the Schools related to its proposal and the performance of the work described in the Contract.

n. LICENSES AND PERMITS

The successful proposer certifies that, throughout the Contract term, it shall have and provide proof of all approvals, permits and licenses required by the Schools and/or any state or federal authority. The successful proposer shall immediately and in writing notify the Schools of the loss or suspension of any such approval, permit or license.

o. AMENDMENTS

The Contract may not be altered or amended except by the written agreement of both parties.

p. ENTIRE AGREEMENT

It is expressly understood and agreed that the Contract contains the entire agreement between the parties, and that the parties are not, and shall not be, bound by any stipulations, representations, agreements or promises, oral or otherwise, not printed or inserted in the Contract or its attached exhibits.

q. VALIDITY

The invalidity of one or more of the phrases, sentences or clauses contained in the Contract shall not affect the remaining portions so long as the material purposes of the Contract can be determined and effectuated.

r. CONNECTICUT LAW AND COURTS

The Contract shall be governed by and construed in accordance with the internal laws (as opposed to the conflicts of law provisions) of the State of Connecticut, and the parties irrevocably submit in any suit, action or proceeding arising out of the Contract to the jurisdiction of the United States District Court for the District of Connecticut or of any court of the State of Connecticut, as applicable.

s. NON-EMPLOYMENT RELATIONSHIP

The Schools and the Successful Proposer are independent parties. Nothing contained in the Contract shall create, or be construed or deemed as creating, the relationships of principal and agent, partnership, joint venture, employer and employee, and/or any relationship other than that of independent parties contracting with each other solely for the purpose of carrying out the terms and conditions of the Contract. The Successful Proposer understands and agrees that it is not entitled to employee benefits, including but not limited to workers compensation and employment insurance coverage, and disability. The Successful Proposer shall be solely responsible for any applicable taxes.

END OF STANDARD INSTRUCTIONS TO PROPOSERS

ENVIRONMENTAL, HEALTH AND SAFETY CONSULTING SERVICES

INSURANCE REQUIREMENTS

The successful proposer agrees to maintain in force at all times during the Contract the following coverages placed with company(ies) licensed by the State of Connecticut which have at least an “A-” VIII policyholders rating according to Best Publication’s latest edition Key Rating Guide.

(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 Each Accident $1,000,000 Umbrella Each Occurrence $1,000,000 (Excess Liability) Aggregate $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 the 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 WC Statutory Limits and Employers’ Liability EL Each Accident $100,000 EL Disease Each Employee $100,000 EL Disease Policy Limit $500,000

Original, completed Certificates of Insurance must be presented to the Schools prior to Contract execution. The successful proposer agrees to provide replacement/renewal certificates at least 60 days prior to the expiration of the policy. Should any of the above described policies be cancelled before the expiration date, written notice must be given to the Schools thirty (30) days prior to cancellation.

END OF INSURANCE REQUIREMENTS

SPECIFICATIONS

SUMMARY/PURPOSE

The Cheshire Public Schools (CPS) is soliciting proposals from qualified Environmental Health & Safety (EH&S) consulting firms to provide professional consulting services for the evaluation, development, implementation, documentation, and ongoing support of a comprehensive Environmental Health & Safety Program.

The primary objective of this contract is to bring Cheshire Public Schools into compliance with all applicable Connecticut Occupational Safety and Health Administration (CONN-OSHA) regulations, applicable Federal OSHA standards as adopted by Connecticut, and other applicable State and Federal workplace safety regulations.

The successful Proposer shall function as the District's Environmental Health & Safety Consultant and shall assist Facilities Services, Human Resources, and District Administration in establishing a sustainable OSHA-compliant safety management system.

SCOPE OBJECTIVES

Perform a comprehensive CONN-OSHA compliance assessment and gap analysis.

Identify deficiencies and areas of non-compliance.

Develop written safety policies and procedures.

Develop employee training programs.

Develop required documentation and recordkeeping systems.

Assist in implementing corrective actions.

Conduct recurring inspections and audits.

Provide technical assistance during regulatory inspections.

Provide ongoing consultation on EH&S matters.

Below is a list of all the district schools and their start times:

Cheshire Public School Facilities Information:

Buildings Address School Hours Building FT²

Cheshire High School

525 South Main St. 7:30 AM – 2:20 PM 278,200 ft²

Dodd Middle

100 Park Place 8:15 AM – 2:50 PM 121,900 ft²

Doolittle Elementary School

735 Cornwall Ave. 8:20 AM – 2:50 PM 73,850 ft²

Humiston School /

BOE*

30 Spring St.

29 Main St.

8:00 AM – 1:00 PM

8:00 AM – 4:30

PM*

15,100 ft² 21,250 ft²

Norton Elementary

414 North Brooksvale Rd.

9:05 AM – 3:35 PM 95,620 ft²

Highland Elementary School

490 Highland Ave. 9:05 AM – 3:35 PM 107,100 ft²

Barnum Elementary

1370 Marion Ave. 8:20 AM – 2:50 PM 114,464 ft²

SCOPE OF SERVICES

Occupational Environmental Health and Safety Consulting Services:

The selected consultant shall provide comprehensive occupational environmental health and safety (EH&S) consulting services to support the District’s efforts to maintain regulatory compliance, identify and mitigate workplace hazards, develop and implement safety programs, establish effective documentation and training systems, and promote a safe and healthy environment for employees, students, contractors, and visitors. The services described herein represent the minimum requirements of this engagement and shall incorporate, integrate, and build upon the District’s current systems, processes, programs, and resources already in place. The selected consultant shall work collaboratively with the District to enhance and improve existing systems where appropriate and shall not unnecessarily duplicate or replace existing processes that are effective and compliant.

INITIAL COMPLIANCE ASSESSMENT

The consultant shall conduct a comprehensive, District-wide assessment of existing health and safety conditions, policies, procedures, operations, facilities, and regulatory compliance practices.

The assessment shall identify existing deficiencies, potential hazards, areas of regulatory noncompliance, and opportunities for improvement. The assessment shall encompass, at a minimum, school buildings, administrative offices, maintenance shops, custodial operations, grounds operations, transportation facilities, warehouse operations, construction activities, mechanical rooms, chemical storage areas, boiler rooms, laboratories, art rooms, industrial arts and woodworking shops, kitchen facilities, athletic facilities, and other District-owned, operated, or controlled spaces and activities, as applicable. Appendix A shall be used for reference only.

The consultant shall evaluate the effectiveness of existing safety programs, employee training practices, inspection procedures, incident reporting processes, hazard controls, recordkeeping systems, and corrective action practices. Findings shall be documented in a written and electronic assessment report that identifies deficiencies, evaluates potential risks, and establishes recommended corrective actions and implementation priorities.

REGULATORY COMPLIANCE REVIEW

The consultant shall review the District’s operations, programs, policies, and procedures for compliance with all applicable federal, state, and local laws, regulations, codes, and recognized industry standards. The review shall include, as applicable, Connecticut Occupational Safety and Health Administration (CONN-OSHA) requirements, applicable federal OSHA standards as adopted or otherwise applicable, Connecticut Department of Public Health requirements, U.S.

Environmental Protection Agency (EPA) regulations, Connecticut Department of Energy and Environmental Protection (DEEP) requirements, National Fire Protection Association (NFPA) standards, American National Standards Institute (ANSI) standards, and applicable Centers for Disease Control and Prevention (CDC) guidance.

The consultant shall identify applicable regulatory requirements, assess the District’s current level of compliance, and document deficiencies and potential areas of exposure. Recommendations shall include appropriate corrective measures, responsible parties or recommended assignments, implementation priorities, and anticipated timelines, as appropriate.

SAFETY PROGRAM DEVELOPMENT AND IMPLEMENTATION

The consultant shall develop, review, revise, and update written occupational health and safety programs to address the District’s operations and applicable regulatory requirements. Programs shall be tailored to the District’s facilities, employee responsibilities, identified hazards, and operational practices rather than provided solely as generic templates.

Required programs and procedures shall include, at a minimum, a Hazard Communication Program; Chemical Hygiene Plan; Bloodborne Pathogen Exposure Control Plan; Lockout/Tagout Program; Confined Space Program; Respiratory Protection Program; Personal Protective Equipment Program; Electrical Safety Program; Machine Guarding Program; Walking-Working Surfaces Program; Ladder Safety Program; Powered Industrial Truck Program; Heat Illness Prevention Program; Emergency Action Plan; Fire Prevention Plan; Workplace Violence Prevention Program or procedures, as applicable; Contractor Safety Program; and Job Hazard Analysis (JHA) procedures.

The consultant shall also develop or revise incident reporting procedures, accident investigation procedures, safety committee charter and operating procedures, workplace safety inspection procedures, employee hazard and safety concern reporting procedures, return-to-work safety procedures, and contractor management procedures. Additional programs shall be developed or revised as necessary to address hazards identified during the initial assessment or to satisfy applicable regulatory requirements.

The consultant shall provide recommendations concerning program implementation, employee responsibilities, management oversight, training requirements, periodic reviews, and methods for evaluating program effectiveness.

INDUSTRIAL HYGIENE AND TECHNICAL CONSULTING SERVICES

The consultant shall provide industrial hygiene and related technical consulting services to evaluate occupational and environmental health hazards within District facilities and operations.

Services shall assist in supporting indoor air quality (IAQ) assessments, mold investigations, occupational noise monitoring, illumination studies, ventilation evaluations, respiratory hazard evaluations, chemical exposure monitoring, lead exposure evaluations, asbestos-related consultation for non-design services, radon consultation, hazardous material evaluations, and ergonomic assessments; where applicable.

The consultant shall recommend appropriate evaluation methods, exposure controls, corrective measures, and follow-up activities based on observed conditions, applicable regulatory requirements, and recognized professional practices. Where sampling, monitoring, testing, or specialized assessments are warranted outside of CPS current contracts for such services, the consultant shall identify the proposed scope, methodology, applicable limitations, and associated costs. Any regulated design, abatement, remediation, or other specialized services outside the consultant’s authorized scope shall be identified separately and performed only when appropriately qualified personnel are engaged and the District has provided authorization.

EH&S DOCUMENTATION AND RECORDKEEPING SYSTEM

The consultant shall develop and establish a comprehensive electronic environmental health and safety documentation system that enables the District to organize, maintain, retrieve, and update required safety records and compliance documentation. The system shall be designed to support ongoing regulatory compliance, internal oversight, employee training, inspections, incident management, corrective action tracking, and periodic program evaluation.

The documentation system shall include written (electronic) safety programs, inspection forms, training records, employee acknowledgments, incident reports, near-miss reports, corrective action logs, equipment inspection forms, annual program reviews, a regulatory compliance calendar, safety meeting minutes, contractor safety records, personal protective equipment assessments, exposure monitoring records, medical surveillance tracking where applicable, and a training matrix.

The consultant shall also develop or provide a compliance calendar, inspection schedule, employee qualification records, comprehensive safety manual, electronic forms library, program review schedule, corrective action tracking procedures, regulatory inspection files, and annual compliance reporting templates. Documentation shall be organized in a consistent, practical format that facilitates access by authorized District personnel and supports record production during regulatory inspections. The consultant shall identify recommended retention practices and access controls consistent with applicable requirements where applicable.

EMPLOYEE TRAINING PROGRAM DEVELOPMENT

The consultant shall develop a comprehensive employee health and safety training program tailored to the District’s workforce, facilities, job classifications, and identified hazards. The program shall establish recommended training requirements, target audiences, training frequency, delivery methods, documentation requirements, and procedures for identifying and addressing training deficiencies. CPS currently utilizes Vector Solutions on-line training for its employees.

Training topics shall include new employee orientation, CT-mandated training for Board of Education employees, annual refresher training, supervisor training, management training, facilities staff safety, custodial safety, grounds safety, laboratory safety, Lockout/Tagout, confined space awareness, Hazard Communication, Bloodborne Pathogens, Respiratory Protection, personal protective equipment, ladder safety, electrical safety, machine guarding, powered equipment safety, fall protection awareness, heat stress, emergency response, fire extinguisher use, incident reporting, and contractor safety. Defensive driving training shall be included when requested by the District or determined to be appropriate for applicable job responsibilities.

If required, the consultant shall develop and provide training materials suitable for the District’s operational needs. Materials shall include instructor-led presentations, electronic training materials, written handouts, PowerPoint presentations, employee quizzes, attendance sign-in sheets, and certificates of completion, as applicable. Training records shall be maintained in a format suitable for review during OSHA inspections and other regulatory or insurance compliance reviews. Note that Vector Solutions provides much of this information.

The consultant shall recommend an appropriate training delivery schedule and establish a training matrix identifying required courses, employee groups, completion status, refresher intervals, and recordkeeping requirements. Training delivery, frequency, and documentation shall be consistent with applicable regulatory requirements and the District’s approved implementation plan.

SAFETY AUDITS AND PERIODIC INSPECTIONS

The consultant shall conduct periodic safety audits and inspections to evaluate the District’s ongoing compliance and the effectiveness of implemented safety programs. Services shall include quarterly facility inspections, an annual District-wide compliance audit, periodic program effectiveness reviews, and verification of corrective actions, at a minimum, unless otherwise agreed upon in the final scope of work.

When required, the consultant shall prepare written reports documenting identified deficiencies, applicable regulatory requirements, potential consequences, risk rankings, recommended corrective actions, and implementation priorities. Reports shall distinguish between immediate hazards requiring prompt attention and other deficiencies that may be addressed through a scheduled corrective action process.

The consultant shall review previously identified deficiencies to determine whether corrective actions have been completed and whether implemented measures adequately address the underlying hazards. Outstanding items shall be documented and incorporated into a corrective action tracking process that supports District oversight and accountability.

INCIDENT INVESTIGATION AND CORRECTIVE ACTION SUPPORT

The consultant may provide technical assistance with investigations involving employee injuries, near misses, property damage, serious incidents, and potential regulatory…