SOUTH WINDSOR PUBLIC SCHOOLS

Request for Proposal # 2026-0002

Chris Chemerka

Director of Finance & Operations

Darrell Crowley

Director of Facility Operations

SPECIFICATIONS FOR

ELLSWORTH SCHOOL EXTERIOR BUILDING PAINTING

1737 Main Street

South Windsor, Connecticut

April 2, 2026

RFP # 2026-0002

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INDEX

Section Page

Legal Notice

Invitation to Bid ................................................................................................................ 3-4

Instructions to Bidders ...................................................................................................... 5-6

Insurance

Proposal Form .................................................................................................................. 8-9

Affirmative Action Form

Specifications ................................................................................................................. 11-14

Attachment A- Ellsworth School Building Aerial Map

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LEGAL NOTICE

Documents for Exterior Building Painting at Ellsworth School RFP # 2026-0002 may be obtained online at www.southwindsorschools.org on or after 11:00 a.m. on Thursday, April 2 2026.

Sealed envelopes must be received at the following address on or before Wednesday, April 22, 2026 at 11:00 a.m. to:

Mr. Darrell Crowley, Director of Facility Operations South Windsor Public Schools 1737 Main Street, Room 100 South Windsor, CT 06074 At which time names of the firms that have submitted bids will be publicly read aloud.

A mandatory pre-bid meeting will be conducted on Friday, April 10, 2026 at 11:00 a.m. at 1737 Main Street, South Windsor, CT.

South Windsor Public Schools (SWPS) reserves the rights to: amend or terminate this Request for Proposal; accept all or any part of a proposal; reject any or all proposals, in whole or in part;

waive any technical defects, informalities or non-material deficiencies in a proposal; and award the proposal, in whole or in part, including accepting a proposal or part of a proposal, that, in its judgment, will be in South Windsor Public School’s best interests.

http://www.southwindsorschools.org/

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INVITATION TO BID

The South Windsor Public Schools (SWPS) will receive sealed bids until 11:00 AM, on Wednesday, April 22, 2026 at the Director of Facility Operations Office, 1737 Main Street, South Windsor, CT 06074 at which time name of the firms only that have submitted bids will be publicly read aloud.

1. All bids shall be sealed and clearly labeled Ellsworth Exterior Building Painting, RFP

2026-0002.

2. Work required pursuant to this contract includes the following:

Furnishing all labor, materials, equipment, services and incidentals necessary for the painting of all window frames, casings, exterior panels, fascia, soffits and all other previously painted white surfaces with two (2) coats of oil base paint, color to be selected by the Board of Education.

3. Other significant work includes inspection, removal and replacement of all painted surfaces having chipped, cracked or peeling paint and removal and replacement of deteriorated wood.

4. A mandatory pre-bid will convene in the Room 100 of the Ellsworth Building, located at 1737 Main St, South Windsor, CT., on Friday, April 10, 2026 at 11:00 a.m. when project details will be discussed and questions answered. Bids will not be accepted from any Contractors who are not present at the pre-bid conference.

5. A total of 2 hard copies of the proposal form and one electronic copy on a USB thumb drive in a sealed envelope must be received at the following location on or before 11:00 a.m. on Wednesday, April 22, 2026. The South Windsor Public Schools will not take responsibility for late submissions regardless of delivery method.

Proposals shall be addressed to:

Mr. Darrell Crowley South Windsor Public Schools 1737 Main Street, Room 100

South Windsor, CT, 06074

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6. Questions regarding this request for proposal should be directed to Mr. Darrell Crowley, Director of Facility Operations, Email: dcrowley@southwindsorschools.org Questions must be submitted by Wednesday, April 15, 2026 by 2:00 p.m. Should questions be received, a final addendum will be posted on the SWPS website www.southwindsorschools.org by Thursday, April 16, 2026 by 3:00 p.m.

Each bidder is responsible for confirming with the SWPS whether any addenda have been issued, and if so, obtaining a copy of such addenda and completing its bid in accordance with the RFP Documents modified by such addenda.

7. No oral statement of the SWPS, including oral statements by the representative listed above, shall be effective to waive, change, or otherwise modify any provision of the Bid Documents, and no bidder or prospective bidder shall rely on any alleged oral statement.

8. Please clearly mark all proposals with the following:

Ellsworth Exterior Building Painting

RFP 2026-0002

9. All bid proposals must be submitted on the designated forms. The South Windsor Public

Schools reserves the right to amend or terminate this Invitation to Bid; accept all or any part of a bid; reject any or all bids, in whole or in part; waive any technical defects, informalities or non-material deficiencies in a bid; and award the bid, in whole or in part, including accepting a proposal or part of a proposal, that, in its judgement, will be in the South Windsor Public School’s best interest. All bids must be completely filled out when submitted.

mailto:dcrowley@wouthwindsorschools.org http://www.southwindsorschools.org/

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Instructions to Bidders

1. Bids received after the specified time and date of bid opening given shall not be considered. Bid envelopes must clearly indicate the bid number as well as the date and time of the bid opening. Name and address of the Bidder should appear in the upper left-hand corner of the envelope.

2. Incomplete bids may result in the rejection of the bid. An original and one copy of the proposal schedule shall be submitted to the BOE. All bids must be signed by a person duly authorized to sign bids on behalf of the bidder. Unsigned bids shall be rejected. Errors, alterations or corrections on both the original and copy of the proposal schedule to be returned must be initialed by the person signing the bid proposal.

3. Conditional bids are subject to rejection in whole or in part. A conditional bid is defined as one which limits, modifies, expands or supplements any of the terms and conditions and/or specifications of the invitation to bid.

4. The SWPS is exempt from excise, transportation and sales taxes imposed by the Federal

Government and/or State. Such taxes must not be included in bid prices.

5. In the event of a discrepancy between the unit price and the extension, the unit price shall govern.

6. By its submission the Bidder represents that the bid is not made in connection with any other Bidder submitting a bid for the same commodity or service and is in all respects fair and without collusion or fraud.

7. Interested parties are encouraged to submit supporting documentation that is pertinent to the thorough evaluation of the bid.

8. The intent of this Project is to have a completed, finished, working Project whether or not any particular wording or direction is inadvertently omitted or not clearly stated.

9. All supplies and workmanship shall be subject to inspection and test after arrival at destination. In case articles are found to be defective, or otherwise not in conformity with the specification or requirements, the Board shall have the right to reject such articles, and shall incur no cost whatsoever for a reject article(s).

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10. The submission of a bid will serve as conclusive evidence that the bidder has satisfied itself as to all requirements outlined in the bid documents and to all conditions concerning the work of the contract and the execution of any contract which may ensue. Each proposal should be submitted with the most favorable price and services standpoint. The SWPS reserves the right to reject any and/or all proposals or any parts thereof for any reason whatsoever, to waive any informality in any proposal or in any provision in the request for proposals, to require a modification of the contract terms at any time, and to select the bidder who, in the opinion of the SWPS, will best meet the interests of the SWPS, provided nothing herein, shall be deemed to waive any requirement of federal, state, or local law. Under no circumstances will the SWPS be responsible for the cost of preparing any proposal.

11. Proposers are advised to provide information detailed sufficiently to enable evaluation of their capabilities, experience, and approach to the services outlined in the proposal.

Each proposal should provide a straightforward, concise description of the proposer’s capabilities to satisfy the requirements of this Request for Proposal.

12. Vendor References: The organization/company must have successfully provided similar services. Please list three other client(s) including contact names, addresses, phone numbers and email addresses.

13. Indemnification: The Contractor shall indemnify, defend, and hold harmless the District, the Town of South Windsor, and their respective employees and elected officials from and against any and all liability, damages, losses, claims, accidents, costs, and expenses, including reasonable attorneys’ fees, arising out of the Contractor’s negligent operations or negligent activities under this Contract, including but not limited to, any negligent act, negligent omission, willful act, willful omission, or breach of its obligations under this Contract by the Contractor or its employees, agents, or personnel in furnishing the services to be provided hereunder.

14. Equal Opportunity – Affirmative Action The South Windsor Public Schools transacts business with firms which are in compliance with all Federal and State Statutes and Executive Orders pertaining to non-discrimination. By submitting a bid, you are indicating your firm does not make employment decisions (including decisions related to hiring, assignment, compensation, promotion, demotion, disciplinary action and termination) on the basis of race, color, religion, age, sex, marital status, sexual orientation, national origin, alienage, ancestry, disability, pregnancy, genetic information, veteran status, gender identity or expression or status as a victim of domestic violence, or any other basis prohibited by state and federal law (“Protected Class”) except in the case of a bona fide occupational qualification.

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INSURANCE

The vendor shall secure and maintain the following minimum insurances at their own expense:

1. Commercial General Liability Insurance: $1MM per occurrence, $2MM general aggregate.

2. Automobile Insurance: $2MM combined single accident for bodily injury, death of any person, and property damage arising out ownership, maintenance and use of owned, hired or non-owned autos, along with any other statutorily required automobile coverage.

3. Workers’ Compensation: As required by the State of Connecticut, with Statutory limits, and Employer’s Liability coverage with a limit of no less than $500,000 each accident, $500,000 by disease/each employee, and $500,000 bodily injury, disease aggregate.

4. Professional Liability Insurance: $1MM per claim, $1MM in aggregate. If the vendor maintains broader coverage and/or higher limits than the minimums shown, South Windsor Public Schools require and shall be entitled to the broader coverage and/or the higher limits maintained.

5. The South Windsor Public Schools and the Town of South Windsor shall be named as additional insureds on the Commercial General Liability and Automobile Insurance policies.

A. Verification of Coverage Contractor shall furnish the SWPS with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the services.

B. The SWPS reserves the right to require complete, certified copies of all required insurance policies at any time.

6. Failure to Maintain Insurance If at any time any of the foregoing policies fail to meet minimum requirements, the Contractor shall, upon notice to that effect from the SWPS, promptly obtain a new policy and shall submit the same to the SWPS, with the appropriate certificates and endorsements, for approval.

7. Failure on the part of the Contractor to maintain the insurance as required shall constitute a material breach of agreement, upon which the SWPS may, after giving five business days’ notice to the Contractor to correct the breach, immediately terminate the agreement or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the SWPS on demand, or at the sole discretion of the SWPS, offset against funds due the Contractor from SWPS.

8. The execution of a contract binds the vendor to all applicable State labor laws and regulations. All such standards, laws and regulations shall be binding to the same extent as if they were copied at length herein.

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PROPOSAL FORM

CONTRACTOR NAME: __________________________________________________________

STREET ADDRESS: _____________________________________________________________

TELEPHONE NUMBER: __________________________________________________________

EMAIL ADDRESS:_______________________________________________________________

The undersigned, having carefully examined the bid documents, and being familiar with the conditions under which the work is to be performed, hereby offers and agrees as follows:

To provide all labor, materials, equipment, and all else necessary to properly complete the work in accordance with the bid specifications.

ITEM AMOUNT

Base bid: Side A of the main building $

Add alternate # 1: Side B of the main building $

Add alternate # 2: Side C of the main building $

Add alternate # 3: Side D of the main building $

Paint Brand

The undersigned acknowledges receipt of and use of the following Addenda in the preparation of this RFP:

1. Addendum No. 1, dated .

2. Addendum No. 2, dated .

The undersigned hereby certifies that he/she has read and examined the RFP, the Specifications, the Drawings and related documents, visited the project site and is prepared to enter into a Contract Agreement with the Owner for the Contract Sum(s) stated above.

BID SUMBITTED BY

Print Name: ____________________________________________________________________

Title: _________________________________________________________________________

Signature: _____________________________________________________________________

Date Signed: ___________________________________________________________________

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PROPOSAL FORM

Vendor References

Reference 1 Organization/Company: __________________________________________

Contact Name: _________________________________________________

Organization Address: ___________________________________________

Contact Phone #: _______________________________________________

Contact Email:__________________________________________________

Project Description:______________________________________________

Reference 2 Organization/Company: __________________________________________

Contact Name: _________________________________________________

Organization Address: ___________________________________________

Contact Phone #: _______________________________________________

Contact Email:_________________________________________________

Project Description:_____________________________________________

Reference 3 Organization/Company: __________________________________________

Contact Name: _________________________________________________

Organization Address: ___________________________________________

Contact Phone #: _______________________________________________

Contact Email:_________________________________________________

Project Description:_____________________________________________

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AFFIRMATIVE ACTION / EQUAL EMPLOYMENT

OPPORTUNITY CERTIFICATION

Project/Contract Title: Ellsworth Exterior Building Painting

Bid / RFP Number: # 2026-0002

Contractor Certification

In compliance with federal and state laws, regulations, and executive orders relating to equal employment opportunity and affirmative action, the undersigned certifies the following:

1. The Contractor is an Equal Opportunity Employer and does not discriminate in employment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, marital status, veteran status, or any other protected classification.

2. The Contractor shall take affirmative action to ensure that applicants are employed, and employees are treated during employment, without regard to the above characteristics.

3. The Contractor shall comply with all applicable federal and state laws, executive orders, and regulations relating to equal employment opportunity and affirmative action.

4. The Contractor understands that compliance with these laws and the submission of this signed certification are conditions of contracting with the Town and Board of Education of South Windsor.

5. The Contractor agrees to provide documentation of its affirmative action and equal employment opportunity practices upon request.

Contractor Information

Company Name: ________________________________________________

Address: _______________________________________________________

City / State / ZIP: _______________________________________________

Telephone: ___________________ Email: ___________________________

Authorized Representative: _______________________________________

Title: __________________________________________________________

Signature: ____________________________________ Date: ____________

Submit this signed certification with your bid or proposal.

Failure to include this document may render the submission non-responsive.

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SPECIFICATIONS

SCOPE OF WORK

Base bid Shall be for Side A of the main building

Add alternate # 1 Shall be for Side B of the main building

Add alternate # 2 Shall be for Side C of the main building

Add alternate # 3 Shall be for Side D of the main building

All surfaces shall have all chipped, cracked or peeling paint completely removed.

NOTE: The exterior paint on this building contains lead. All applicable regulations and Codes must be fully adhered to on this project. Any rotted or unsuitable wood must be replaced. The cost of wood replacement should not be included in your bid. This cost will be paid on a time and material basis.

Inspect all painted surfaces including masonry surfaces for cracking and peeling and repair as required. Re-caulk all window frames and glazing on exterior as required.

Paint all window frames, casings, exterior panels, fascias, soffits and all other previously painted white surfaces and paint with two (2) coats of oil base paint, color to be selected by the South Windsor Public Schools.

Contractor must make on-site inspections of all areas to be painted. Contractor should notify the Director of Facility Operations if paint type specified is not compatible to surface.

Successful contractors to submit a Material Safety Data Sheet (MSDS) to the Facility

Operations Office prior to commencing work.

All surfaces shall receive two (2) complete coats of exterior paint in accordance with samples prepared at the job. The first or prime coat of paint shall be a slightly different shade than the final coat of paint. All paint must meet State and Local Fire Codes.

Surface to be painted shall be clean, dry, smooth and adequately protected from dampness. Do not apply paint in a damp, rainy weather or until the surfaces have thoroughly dried out from the effects of such weather. Do not paint when the temperature is 50 degrees F* or lower. The prime or undercoat of paint shall be bone dry before application of the final coat of paint.

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Finished work shall be uniform, of the approved color, smooth and free from runs, sags, defective brushing, clogging or excessive flooding. Edging of paint adjoining other materials or colors shall be sharp and clean without overlapping. Upon the completion, touch-up and restore finish where damaged and leave in good condition.

Work shall be completed by competent painters. No careless, sloppy work will be accepted. The contractor shall protect all other work and adjacent parts of the buildings, including stone sills, steps and the like, by use of the drop cloth. All paint splatter from windows and other portions of the building shall be carefully cleaned off upon completion of the job.

Materials shall be stored where directed. Oily rags, waste and empty cans shall be removed from the site every day, and under no circumstances are to be left in unventilated rooms or allowed to accumulate. Ladders shall not be left erected against the building overnight.

It shall be the responsibility of the contractor to see that all windows are free after painting.

EXTERIOR SURFACE PREPARATION:

FERROUS, ZINC COATED METALS:

If existing finish is sound and shows only normal chalking, sand lightly and wipe surfaces dust free. Wherever surfaces are badly checked, paint is cracked, alligatored, peeling or rusted, as much as possible is to be removed by scraping, wire brushing, or even sandblasting if necessary. When surfaces have been wiped clean of dust, apply a top grade of rust or moisture guard primer.

GLAZING OF METAL SASH, PUTTY OF WOOD SASH

Loose or shrunken putty or glazing compound that is cracked open is to be removed.

Thoroughly clean rabbet, apply one (1) coat approved primer and when dry, re-glaze with fresh glazing compound on metal, or putty for wood sash.

PAINTED WOOD: SUCH AS: SIDING, SASH TRIM, DOORS

All surfaces shall be scraped and sanded as necessary. Surfaces must be wiped clean of all dust before applying approved prime coat.

CAULKING:

Caulk all doors, window areas, lintels and expansion joints. All caulking to be raked out to an appropriate depth and new caulking installed. Any caulking to be left in place must be agreed upon in advance.

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EXTERIOR SURFACE PREPARATION:

REPLACEMENT OF DETERIORATED WOOD

Any deteriorated wood found to be in need of replacement will be replaced by the contractor on a time and material basis following inspection by the owner. The bidder shall include the hourly rate as well as the mark up in percentage for materials for all time and material work.

SECURITY OF WORK SITE

It is the responsibility of the contractor to provide security of the job site and any equipment at the job site. The South Windsor Public Schools will not be responsible for security of job site and therefore, is not liable for any damage done to work in process or equipment.

The contractor is responsible to repair or replace any damage to work site while under contract.

REMOVAL OF DEBRIS

The contractor shall, during the program of work, remove and properly dispose of all dirt and debris including lead paint debris and keep the premises reasonably clean.

Under completion of the work, contractor shall remove all equipment and put the premises in a neat and clean condition.

Any damage to buildings or grounds due to contractor's negligence is to be corrected at the contractor's expense.

GUARANTEE

Contractor shall warrantee and guarantee that all work executed under this Bid will be free from defects of material due to poor application procedures or workmanship for a period of ONE (1) YEAR from date of final acceptance.

SAFETY

Caution must be exercised to protect the South Windsor Public Schools employees or others from harm during work and is the responsibility of the contractor. Any safety provisions, as deemed necessary by the South Windsor Public Schools, must be provided.

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MATERIALS

Paints shall be the highest quality commercial type available, as noted in scope of work.

Pittsburgh, Dupont, Sherwin Williams Paints or equivalent to be used and should meet all codes applicable for such work. Bidders shall state in their bid what brand of paint they propose to supply.

All materials shall be brought to the buildings in their original packages.

All materials, equipment, appliances, etc. purchased for said work are tax exempt under the Connecticut Sales Tax Laws.

Project must be completed by June 30, 2026.

ATTACHMENT-A