RFQP for Owners Project Manager MASTER issued Oct 21.pdf

TOWN OF WILLINGTON, CONNECTICUT

REQUEST FOR QUALIFICATIONS AND PROPOSALS (RFQ/P)

To Provide Owner’s Project Management Services For

State Grant Management, Building, Site Design, and Construction of a New Consolidated Preschool - Grade 8 School

RFQ/P Issue Date: Wednesday October 21st, 2026

Statement of Qualification and Proposal Due Date: Thursday, November 5, 2026, by 2:00 p.m.

The Town of Willington will receive sealed qualifications and proposals to provide owner’s project management services for the consolidated preschool through grade 8 school to be constructed in Willington, Connecticut.

Submission shall include two (2) hard copies and one (1) electronic copy (Thumb drive) of the

Statement of Qualifications and in a separate envelope, two (2) hard copies and one (1) electronic copy (Thumb drive) of the cost proposal. Submissions shall be to the attention of:

James Marshall, Chairperson – School Building Committee c/o, Administrative Assistant to the First Selectman

40 Old Farms Road, Willington CT 06279

860-487-3100

Any addenda will be distributed by the office of the First Selectman. All firms are responsible for checking for new addenda https://www.willingtonct.gov/1316/School-Building-Committee

1. INTRODUCTION

The Town of Willington is soliciting statements of qualifications and proposals for comprehensive owner’s project management services for the design and construction of a new consolidated preschool - grade 8 school in Willington, Connecticut. This RFQ/P is not a contract offer, and no contract will exist unless and until a written contract is signed by the First Selectman and the successful proposer.

Interested parties should submit a statement of qualifications and proposals in accordance with the requirements and directions contained in this RFQ/P. Proposers are prohibited from contacting any Willington employee, officer, or official concerning this RFQ/P, except as set forth in Section 5. A proposer’s failure to comply with this requirement may result in disqualification.

If there are any conflicts between the provisions of these standard instructions to proposers and any other documents comprising this RFQ/P, these standard instructions to proposers shall prevail.

2. PROJECT DESCRIPTION

2.1 Project Background

The Willington Public Schools currently has two buildings, Center Elementary School (preschool through grade

4) and Hall Memorial School (grades 5-8). Center School was built in 1953, with additions in 1959 and 1980.

Hall Memorial School was built in 1922 and had additions built in the 1960s and then in 1980. The cost of maintaining these two aged schools is burdening the town financially, and the buildings do not provide a 21st-century learning environment. Enrollment has declined and there is duplication of personnel and services between the two buildings, adding costs. Both schools require significant repairs and upgrades and are negatively affecting the school district's goals.

The future of our school buildings has been discussed for many years. The Board of Education considered a new building, renovation, consolidation, regionalization, or maintaining the status quo, using comprehensive facilities studies to identify many options, each with pros and cons. The Willington Board of Education recommended building a consolidated preschool through grade 8 school, as both buildings require significant updates regarding heating/cooling systems, ventilation, and roofs. Enrollment has declined over the last ten years, and creating one consolidated 21st-century school is believed to be more cost-effective than renovating both aging school buildings.

The primary rationale for a new preschool through grade 8 building is to create an efficient 21st-century school, which includes:

• Learning environments that meet research-based instructional strategies

• A building design that complements the Willington Portrait of a Graduate

• Contemporary school safety design

• Meeting current fire and building code requirements

• Updated technology, ventilation, heating, and cooling systems

• Accessibility for all school community members

In 2019 the Town established a former School Building Committee to explore and develop a consolidated preschool through grade 8 school proposal, which ultimately failed to achieve voter approval at referendum for a potential project in March of 2023. Significant concerns regarding net project cost to town and uncertainty of state reimbursement rates were noted at the time as predominant drivers of the referendum failure.

In the years that followed, substantial study and investigation into how to maintain and / or substantially renovate the two existing school buildings in lieu of replacement was further explored by the Board of Education. The results of this further evaluation note an anticipated long-term fiscal impact to the town that rivaled and / or exceeded the former estimates for a consolidated school and remained in excess of the likely fiscal capacity of the town to implement a significant project.

In the past two legislative sessions, Willington has benefitted from special legislation that both increases the town’s base reimbursement rate for a new consolidated school project while also waiving space standard limitations that would otherwise penalize the town’s eligible reimbursement. To evaluate the cost impacts of this new legislation for the town, in late 2025 a new School Building Committee was formed to develop a comprehensive consolidated PK-8 school proposal for town consideration. This effort culminated recently in the passing of a successful $98.6 million bond resolution in September 2026 for a consolidated PK-8 school project.

Significant further detail and background on the committee’s page on the town’s website at about the SBC’s efforts and project development can be found on the committee’s page on the town website at:

https://www.willingtonct.gov/1316/School-Building-Committee

2.2 Project Description

A consolidated preschool through grade 8 school is to be located on three new parcels of land to be purchased by the Town as a part of the project. The parcels immediately abut the existing Hall Memorial School site with the intent that they will be consolidated / combined with the existing site as a part of the project to create a single unified school campus. Final building siting on the combined total site is to be determined as a part of the project development process. The projected enrollment of the new school is to be approximately 519 students and is to align with the Educational Specifications as developed and approved for such purpose by the Willington Board of Education. Willington desires its learning spaces to be flexible and inclusive and to support the district’s mission to develop each student's ability to communicate, collaborate, show empathy, and think critically.

2.3 Project Schedule

The overall project schedule consists of a standard design, bid, and construct process ultimately resulting in owner occupancy for the start of the 2030-2031 academic year. Project delivery method is to be determined, but utilization of a Construction Manager at Risk delivery method is anticipated as likely.

The Owner’s Agent selection schedule is as follows:

1. RFQ/P Published: Wednesday October 21, 2026

2. Questions Due: Friday October 30, 2026 (4:30 pm)

3. Owner Responses: Tuesday November 3, 2026

4. RFQ/P Due: Thursday November 5, 2026 (2:00 pm)

5. Tentative Short-list Agents: Tuesday November 10, 2026

6. Tentative Interview Agents: November 17-19, 2026

7. Estimated Agent Selection: Tuesday November 24, 2026

The Owner’s preliminary project schedule is as follows (all dates may be subject to change):

1. Grant Application to DAS: Anticipated by end of 2026 (Not in contract scope)

2. Project Design: February 2027 through/to Fall 2028

3. Start of Construction: Fall 2028

4. Substantial Completion (new building): June 2030

5. Owner Occupancy: August 2030

6. Existing building decommissioning, site work, post-construction, closeout: Through 2031.

Please refer to the attached preliminary Macro Schedule as attached for further schedule and milestone detail and assumptions.

3. SCOPE OF SERVICES

The services to be provided shall include but are not limited to, analyzing constructability, advising the Town of Willington on project delivery systems and forms of contracts, serving as a single point of contact between contractors and designers, representing the Town at key meetings, monitoring the project schedule and budget, auditing quality assurance/quality control procedures, assisting in evaluating contractor payment requests, assist in change order management, providing monthly reporting, and facilitating issue resolution.

The owner’s project manager will be expected to continue to provide all owner’s project management services throughout the project, including turnover, closeout, commissioning, and State audit compliance, as applicable.

The project scope includes and proposes the full demolition of the existing Hall Memorial School building and grounds as part of the project to enable the proposed new school and field construction. There is however interest by the town to explore the potential to keep portions of the existing school building for alternate use outside of the scope of the new school project. Though that exploration will be done through a separate town committee concurrently and separately from this project scope, services should anticipate allowing for flexibility in the school project design and coordination with the work of other town boards to this end throughout the design process as applicable.

The Town of Willington anticipates that the provision of services will include, but not necessarily be limited to, the following tasks.

1. Undertake the management of and be the owner’s representative for the project.

2. Provide consultation services and advice by working closely with the Town’s architects/engineer, construction manager, School Building Committee, Board of Education, relevant Town and Board of

Education staff, relevant State offices and officials, and the community at large on every aspect of the project.

3. Manage (write the RFQ/P’s and issue them on behalf of Willington) the solicitations of the other

Owners consultant’s, i.e. Architect, Construction Manager, Commissioning Agent, etc.

4. Assist with the completion of, review of, and provide input on developing and submitting required Town and State filings (with associated backup), including funding authorization requests and reimbursement requests to the State of Connecticut.

5. Work closely with the State of Connecticut Department of Education, State of Connecticut Department of Administrative Services Office of Grants Administration, the members of the School Building

Committee, and all appropriate Town and Board of Education staff on all aspects of the School Project, including the grant and reimbursement application and management process.

6. Make required presentations to all appropriate Town bodies including, but not limited to the School

Building Committee, the Board of Education, the Planning and Zoning Commissions, and others

(including in conjunction with the Town’s architects, engineers and construction managers where appropriate). Presentations to additionally include opportunities to provide regular updates to the

Willington community at large as the project progresses (assume bi-annual for the duration of project for pricing).

7. Review and oversee critical path schedules for design and construction provided by others.

8. Review and oversee project budgets, schedules, and cash flow projections.

9. Oversee and coordinate detailed project cost estimating and any required reconciliation between estimates and budgets. Identify change order risks, cost control, and value management options to keep the project on budget and ensure compliance with SBC, Town and Board of Education approvals, State reimbursement requirements, and School Project specifications.

10. As part of its project budget oversight, assist with the development of budgeting for operational and / or facility carrying costs for existing Town owned facilities impacted by the scope of work of the design options developed for a new consolidated school.

11. Provide oversight for efficient and comprehensive communication and tracking of critical project elements (e.g., requests for information (RFI’s), change orders, submittals, addendums, meeting minutes, schedules, etc.).

12. Assist in the monitoring and reporting of contract manager, contractor, and subcontractor compliance with all local, state, and federal requirements.

13. Develop and implement a system for the review and processing of change orders, including State

Change Orders to relevant state officials (e.g., the Connecticut Department of Administrative Services

Office of Grants Administration), with the goals of timely processing, and maintaining a low change order percentage.

14. Attend (and, where required, represent the Town and School Building Committee at) all project meetings, including job meetings, School Building Committee meetings and any other meetings as required.

15. Keep meeting minutes, as needed.

16. Develop and implement a procedure for review, approval and processing of contractor and professional consultant requests for payment.

17. Provide service on-site as required, and up to 3 days per week during construction.

18. Assist the Town, School Building Committee, and Board of Education to resolve any questions that arise during the project design and construction.

19. Review Site specific safety and Emergency action plans and ensure they are followed when walking the project and report to the town.

20. Review QC/QM plans submitted from GC and ensure they are followed and sit in pre-installation meetings if available.

21. Review all inspections from AHJ and Special inspection firms to ensure compliance.

22. Assist in state audits and compiling supporting documents.

23. Ensure site appearance, access, and security is followed such as fencing and gates secured, site is clean and fencing/ erosion control and signage are maintained.

24. Monitor project procurement logs to ensure GC has materials to meet project schedule.

25. Prepare and maintain a system for reporting to the Connecticut Department of Education, Department of

Administrative Services, Town Officials, and School Building Committee.

26. Determine final completion and turnover to the Town of Willington of all required materials.

27. Coordinate the completion and construction phase closeout of all projects including but not limited to:

ensuring all appropriate documents are submitted, warranty issue oversight, training for owner on systems, owner-implemented changes and/or additions to the project.

28. Prepare for and assist in the State Department of Education project audit process.

29. Review Certified Payrolls for reasonableness, completeness, and compliance with the law.

30. Provide value management/engineering recommendations and oversight.

31. Assist with State of Connecticut High-Performance Building Certification Process.

32. Provide documentation management services (e.g., warranties, as-builts, manuals, etc.).

33. Coordinate schedules and deliveries and review payment requests/invoices.

34. The owner’s project manager is prohibited from working on the project in additional capacities (e.g., as an architect, construction manager, engineer, or in the trade packages).

35. Monitor work being performed in the field and report to responsible parties.

36. Any and all tasks that are customary, appropriate, and deemed necessary to the successful completion of the project.

4. SELECTION AND DESIRED QUALIFICATIONS

4.1. General Requirements

The Town of Willington expects that a proposal shall be drafted by each responsive consultant for this

RFQ/P. The Proposal Submission shall be sealed and signed across the seal, and marked with:

Firm Name, SBC-Owner’s Project Manager, and Qualifications or Proposal (respectively).

The Proposal submission shall be made in a separate envelope or enclosure from the Qualifications submission. Both documents may be within the same shipping package but must be sealed separately. The

Town reserves the right to reject any late submissions or waive any informalities in the submission process.

The proposer shall provide a value for each stage of the project with a lump sum project value for their services.

Any additions that the proposer sees as necessary given their experience must identify and provide a value for that additional service.

In the event the Committee, for whatever reason or for no reason, elects not to continue with the selected firm, the Committee may terminate any agreement for its convenience and without cause. Upon termination, the Committee shall pay the selected firm for all services properly performed in accordance with the terms of the agreement.

4.2. Minimum Qualifications

The Town of Willington expects each respondent to meet at least the following minimum qualifications:

1. The owner’s project manager must have demonstrated experience as a construction manager, owner’s representative, or architect in the completion of at least three (3) school construction projects in

Connecticut, with a budget of at least $50 Million each, in the last five (5) years.

2. The owner’s project manager must have demonstrated owner’s representative, project management, and/or construction management experience with a minimum of $150 Million in State approved projects.

3. The owner’s project manager must have demonstrated experience providing construction management, owner’s representative, or architectural services to multiple public-school districts in Connecticut.

4. The owner’s project manager must have demonstrated strong Owner’s representative and project management skills, including but not limited to, extensive construction experience, change order evaluation, critical path scheduling, and budget oversight. The selected firm must demonstrate the ability to work collaboratively with town councils, school boards, building committees, architects and construction managers.

5. The project will be subject to requirements of the State of Connecticut Department of

Administrative Services, Office of Grants Administration, and the Department of Education, Bureau of Grants Management. Candidates shall demonstrate project experience working with and extensive knowledge of these agencies and their requirements.

6. Insurance Requirements: Firms shall agree to maintain in force at all times during which services are to be performed the following coverages and shall name the Town of Willington and Willington Board of

Education and others as may be required as Additional Insured on a primary and non-contributory basis to the Firms’ Commercial General Liability, Automotive Liability and Professional Liability policies.

These requirements shall be clearly stated in the remarks section on the Certificate of Insurance. Insurance shall be written with Carriers approved in the State of Connecticut. In addition, all Carriers are subject to approval by the Town of Willington.

4.3. Qualification Submission Requirements

Qualification submissions shall include the following information at a minimum:

I. Cover Letter

● Introduce the firm and summarize key qualifications.

II. Company Information

● Name of company and parent company if any;

● Name of company's primary areas of service;

● Address of principal office and office from which project will be managed;

● Name, address, telephone number, and e-mail of the principal contact person to receive notifications and to reply to inquiries from the Town and/or School Building

Committee;

● Years engaged in the above service under your present name and all prior names by which the firm was known;

● Please provide a narrative history of your firm and its relevant owner’s project management experience.

III. Proposed Project Team

● Provide an organizational chart and resumes for all key personnel including the following information: Current job title, responsibilities, type of work performed, time at the current firm, and relevant background, credentials, and experience with specific projects of comparable nature and scope.

● Provide clearly defined roles and responsibilities as well as the estimated time commitment to this project.

IV. Relevant Project Experience

● Reference a minimum of three (3) relevant owner’s project management projects of similar type and scale to this scope. Include the project name, location, brief description, total square footage, and contracted and final project budgets. Projects shall only be those completed within the last five (5) years.

● Describe your company's experience working with the community and government on the local and state level, particularly in the context of new school construction.

● Describe your company’s experience in assisting municipalities with the grant application and management process with the State of Connecticut Department of

Administrative Services, Office of Grants Administration, and the Department of

Education, Bureau of Grants Management.

V. References

● Provide at least three (3) client references with contact information for project work of similar scale and complexity of that required by this RFP.

VI. Project Approach

● Include your project understanding, approach and methodology, communication process, and key elements and factors which differentiate your firm from your competition.

VII. Workload Statement

● Provide details on your firm’s current and future workload and ability to provide this project the attention we feel it requires between now and the scheduled completion date. Workload statement to include specific reference regarding all key personnel to be assigned to the project.

VIII. Form of Contract

● To be negotiated with the selected respondent upon award. At this time, it is anticipated that AIA Document C104-2024 ‘Standard Form of Agreement Between Owner and Owner’s Representative’ will be utilized or mutually agreed upon equivalent. Please provide acknowledgement of acceptance in concept or otherwise note any limitations or objection within your proposal response.

IX. Default and Litigation

● Have you ever failed to complete any work awarded to you? Have you ever been declared in default of a contract? If so, when, why, and what was the ultimate outcome?

● Describe any pending litigation, arbitration, or mediation proceedings in which your firm is currently involved or has been involved in the preceding ten (10) years.

X. Certificate of Insurance

● Description of current insurance coverage limits relevant to the proposed work.

4.4. Pricing Proposal Submissions shall include the following information at a minimum:

For the performance of services required under the Contract the Owner’s Project Manager shall be compensated by the Owner in accordance with the following Fee for Basic Services:

Fee for Basic Services

Schematic Design Phase

Not-to-Exceed Fee

Design Development Phase $

Construction Document Phase $

Bidding Phase $

Construction Contract Administration Phase $

Post-construction / Audit / Closeout Phase

Total Fee for Basic Services

Respondents shall additionally include reimbursable expense terms and an hourly rate schedule for all personnel roles to be assigned to the project, as well as confirmation of receipt of any / all issued addenda.

5 QUESTIONS AND AMENDMENTS

Any questions regarding the RFQ/P should be directed to the contact listed below via e-mail jmarshall@willingtonct.gov by no later than Friday October 30, 2026, at 4:30 pm. Answers to questions will be responded to in writing only.

James Marshall, Chairperson School Building Committee Willington, CT

Note: It is the responsibility of the owner’s project management firm responding to this RFQ/P to qualify within its formal proposal, any modifications to this written RFQ/P and the Scope of Services contained herein.

6 EVALUATION CRITERIA

Firms meeting the desired qualification set forth above and complying with the requirements of this RFQ/P will be evaluated based on the following evaluation criteria:

CRITERIA Weight

Relevant Project Experience 30%

Project Team Qualifications 30%

Project Approach 40%

The Town of Willington will base its initial ranking of the owner’s project management firms on the above evaluation criteria. If necessary, the Owner will conduct interviews.

The Town of Willington will base its secondary ranking of the proposals on price, while reserving the right to reject or select any qualified firm, based on the best interests of the Town.

7. RIGHT OF REJECTION AND CLARIFICATION

The Town of Willington reserves the right to reject any and all statements of qualifications and to request clarification of information.

8. INDEPENDENT CONTRACTOR

The owner’s project management firm shall be and operate as an independent contractor in the performance of the owner’s project management services. The owner’s project management firm shall have complete charge of the personnel proposed as part of its team, and all persons employed by the owner’s project management firm shall be employees of said owner’s project management firm and not employees of the Town of Willington in any respect.

9. COMPLIANCE WITH LAWS

The owner’s project management firm shall comply with all applicable laws, bylaws and regulations, Federal, State, and any political subdivision thereof, including but not limited to, unemployment and workers' compensation, occupational safety, equal employment and affirmative action and wage and price laws insofar as applicable to the performance of the contract.

10. SUB-CONTRACTORS

The selected owner’s project management firm shall not subcontract any of its work or services to be performed to others without the express prior written consent of the Town of Willington.

11. NONDISCLOSURE

The owner’s project management firm agrees that it will not divulge to third parties, without the written consent of the Owner, any information obtained from or through the Owner, Architect, or others in connection with the project, except to the extent necessary to comply with this RFQ.

12. SUBMISSION DEADLINE

The submission shall include two (2) hard copies and one (1) electronic copy (Thumb drive) of the Statement of Qualification and the Proposal in response to this RFQ/P and must be received by no later than Friday, November 6, 2026, by 2:00 p.m.

13. APPENDIX

Educational specifications (attached)

School Building Committee Macro Schedule (attached)