Assessment of Board of Education and Town Shared Services Opportunities

I. Background and Intent
The State of Connecticut is organized into 169 individual towns, including the Town of Granby,
and under a Connecticut General Statute (CGS) defined legal concept called "home rule", each
town has its own charter which designs the unique type of government each town/city operates
under.
As it relates to Granby, by charter and CGS, there is an elected Board of Selectmen who has the
sole ability, among other things, to enter into agreements like leasing and bonding that extend
beyond the fiscal year. Also by charter and CGS, there is an elected Board of Education who has
the sole ability, among other things, to promulgate policies and procedures to effectuate the
education of the children of the town. Finally, by charter and CGS, there is an elected Board of
Finance who, among other things, is empowered to oversee the financial policies of the Town
and BOE, including the creation and operation of the budget.
The powers of each board are expansive, unique, and while are independent of each other in a lot
of respects, they must work together cohesively to be efficient and effective.
On a State level, for decades, groups of individuals from State and local elected officials
including town managers and superintendents of schools have worked closely and cooperatively
with other professional groups like CCM, COST, AICR, CRCOG, CABE, CASBO, GFOA,
ConnPELRA, and Regional Educational Services Centers (RESC) as just a few examples to
better refine the process of delivering government services locally seeking economies and
efficiencies where possible.
These economies and efficiencies take many forms with the largest group called "shared
services". Some form of shared services is employed in nearly all 169 towns. However, each
town's engagement in shared services is different. For example, here in Granby, two formal
examples of Town and BOE shared services can be seen with the executed agreements for
Information Technology and the School Resource Officer Program.
In the former case, the BOE oversees the town's IT function, and in the later case, the GPD
employs and trains an officer who is deployed in the schools. Both shared services agreements
are solid examples of mutual Town and BOE cooperation benefiting the community.
Other formal examples of shared services that extend beyond the Town's internal operations are
the operating agreements with the Lost Acres Fire Department, Granby Ambulance, and the
Simsbury Water and Sewer Authority. On the educational side, agreements with the City of
Hartford and the town of Hartland bring students to the District for tuition fees and collaboration
with surrounding school districts for shared professional learning, curriculum development and
purchasing power are used.
In these cases, the Town of Granby has operating agreements to provide fire and rescue services,
emergency medical care and transport, and in the case of Simsbury, an operating agreement to
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process our sewer waste without the need for Granby to build, operate, and maintain a large
waste treatment processing plant. All these agreements represent the best practices in shared
services.
Less formal, but none-the-less important operating relationships can be seen with Simsbury,
Southwick, and Granby where our Police Departments depend on each other for dispatch and
mutual aid when radio or dispatch systems go down or manpower is overstretched on calls.
With those examples, shared services is practiced in all towns to varying degrees, but what each
town has found elusive to create and operate is something called a "Centralized Administrative
Unit" (CAU) serving both the Town and BOE administrative functions.
The creation and operation of a CAU has been elusive in most towns with only an estimated 15-
20 of 169 Connecticut towns employing a CAU. The reasons such a unit has been elusive
includes political disagreement, charter or CGS conflicts, administrative trust, union agreements,
and a lack of material bona fide budget savings.
While the obstacles to creating such a unit are many, there also exists many reasons to seek such
a unit including consistent policies and procedures, more efficient use and deployment of
employees and operating software like budgeting, accounting, payroll, and human resources
modules, uniform presentation of the budget, and a need to introduce redundancy for long term
operational stability.
II. Description of Services Needed (Scope)
The Town of Granby Board of Education and Town requests proposals to provide the following:
1. Review the existing Board of Education and Town administrative operations to assess the
ability of the organization as a whole to share or otherwise consolidate operations including
but not limited to Human Resources, Finance, Budgeting, Accounting, Facilities,
Custodial, Risk Management, and Purchasing.
2. Conduct interviews as necessary to understand the interrelationships of both organizations
3. Review software used in both operations to make a wholistic recommendation of which
platform best accommodates the organization
4. Propose a unified organization structure
5. Propose an implementation timeline
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III. Report Due Date
There is not yet a definitive date required for completion of assignment, but it is anticipated it
would be needed by September 30, 2026
IV. Proposal Content
The proposal should include the following:
a. Name, address, phone number, and email address of the person submitting the proposal.
b. Narrative outlining the following:
a. List of personnel, with qualifications, that are proposed to conduct the work.
b. Description of relevant experience with similar projects which demonstrates the
ability to perform and complete the work described in 'Description of Services
Needed' above.
c. List of at least three (3) references related to similar projects. Please provide
names and telephone numbers of contact persons for each reference.
d. Timeline to complete the work for the Town of Granby.
c. Identify what the respondent will expect the Town to supply, if anything.
d. The proposed fee schedule (see attached 'Cost Proposal' form in Appendix B for
completion).
e. Any information to allow the Town to apply the Proposal Evaluation Criteria below.
V. Evaluation
Proposal Evaluation Criteria shall include:
a. Relevant experience.
b. Demonstration of understanding of services to be provided.
c. Capacity to complete services in required timeframe.
d. Cost proposal.
The Town will evaluate and consider all responsive proposals received. It should be noted that the
contract resulting from this RFP will be awarded to the respondent whose proposal is determined
to be in the best interest of the Town. Therefore, the proposal offering the lowest cost may not
necessarily be the proposal that is selected for award.
VI. Process
All firms wishing to be considered for this appointment shall submit three (3) written responses
based on the requirements set forth in this RFP document. The RFP document is available on the
Town's website at www.granby-ct.gov under Bid Opportunities, RFP/RFQ (hereafter referred to
as the Town's website). Proposals will be received until 12:00 PM June 5, 2026 in the Town
Manager's Office, 15 North Granby Road, Granby CT 06035. All proposals must be clearly
marked on the outside of the envelope with: Assessment of Board of Education and Town
Shared Services Opportunities RFP. An electronic submission must also be provided, either on a
flash drive and sent with the written responses or sent via email to Mike Walsh, Granby Town
Manager, MWalsh@Granby-Ct.gov must also be received by 12:00 PM on June 5, 2026.
Any addenda will be posted on the Town's website. All respondents are responsible for checking
the Town's website for the presence and content of all addenda.
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Proposals received by the Town will be reviewed for completeness and clarity. They will be
evaluated in accordance with the Proposal Evaluation Criteria above and the firm(s) to be
interviewed, if any, will be determined. The Town may also wish to conduct a second interview
prior to making a final award. A decision on an award is anticipated within a month of receipt of
the proposals.
VII. General Requirements
Reservation of Rights
The Town reserves the right to waive informalities or to reject any or all proposals when such
action is deemed to be in the best interests of the Town. The Town reserves the right to delete such
items as it deems necessary from these proposals. Respondents are directed to be certain that they
understand the terms and conditions as specified in this RFP. All exceptions of the respondent to
the terms and specifications of this RFP shall be made in writing and submitted in full with the
proposal. For all other terms and specifications, submission of a proposal constitutes acceptance
by the respondent. It will be expected that all remaining terms and conditions expressed herein are
acceptable and shall govern any resulting contract. The Town reserves the sole right to reject
proposals that contain exceptions which are unacceptable. In order to provide the requested
services to the Town, the respondent must be able to demonstrate the expertise and flexibility
necessary to successfully complete this work. Services shall only be provided after written
authorization is received from the Town. The Town reserves the right to utilize some, all or none
of the various services identified in this RFP. All services performed shall be completed to the
satisfaction of the Town Manager. The Town reserves the right to terminate any agreement upon
ten (10) calendar days' written notice of failure by the respondent to provide service to the
satisfaction of the Town Manager. The Town shall not be responsible for any expenses incurred
in preparing and submitting a response to this Request for Proposals. The Town further reserves
the right to request information from individual respondents and to negotiate fees and/or other
terms and conditions.
Nondiscrimination
The firm shall agree and warrant that it will not discriminate of permit discrimination against any
person or group of persons on the grounds of sex, race, color, religion, age, marital status, ancestry,
national origin, past history of mental health disorder, mental disability, physical disability, or
other basis in any manner prohibited by the laws of the United States, the State of Connecticut, or
the Town of Granby.
Insurance Requirements
The awarded Respondent shall be responsible for maintaining insurance coverage in force for the
duration of the contract of the kinds and amounts listed below, with an insurance company with
an AM Best Rating of A-,VIII or better, licensed to write such insurance in the State of Connecticut
and acceptable to the Town of Granby.
The insurer shall provide the Town of Granby with Certificates of Insurance, on a form acceptable
to the Town, signed by an authorized representative of the insurance company prior to the
commencement of performance of this contract describing the coverage and providing that the
insurer shall give the Town of Granby written notice of at least thirty (30) days in advance of any
termination, expiration, or any and all changes in coverage.
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Such insurance or renewals or replacements thereof shall remain in force during the Respondent's
responsibility under this contract.
The Respondent, at the Respondent's own cost and expense, shall procure and maintain all
insurances required and shall include the Town of Granby as an Additional Insured on all such
insurance, except Workers' Compensation coverage. The Certificate of Insurance shall evidence
all required insurances, including Additional Insured and Waivers of Subrogation. The
Respondent shall also provide its policy endorsement indicating the Town of Granby as an
additional insured.
1. Workers' Compensation Insurance. The awarded Respondent shall carry workers'
compensation insurance in accordance with the requirements of the laws of the State of
Connecticut, and employer's liability limits of Five Hundred Thousand Dollars ($500,000.00)
coverage for each accident, Five Hundred Thousand Dollars ($500,000.00) coverage for each
employee by disease, Five Hundred Thousand ($500,000.00) policy limit coverage for disease.
2. Commercial General Liability. With respect to all operations which awarded respondent
performs, it shall carry Commercial General Liability insurance providing for a total limit of One
Million Dollars ($1,000,000.00) coverage per occurrence for each site or project for all damages
arising out of bodily injury, personal injury, property damage, products/completed operations, and
contractual liability coverage for the indemnification obligations arising under this
Agreement. Each annual aggregate limit shall not be less than Three Million Dollars
($3,000,000.00). The limit may be provided through a combination of primary and umbrella/excess
liability policies acceptable to The Town of Granby. Blanket Contractual Liability for liability
assumed under this Agreement.
3. Automobile Liability. With respect to each owned, non-owned, or hired vehicles, the awarded
Respondent shall carry Automobile Liability insurance providing One Million Dollars
($1,000,000.00).
4. Excess Liability Coverage. With respect to the coverage provided by the awarded
Respondent for this Project, excess liability insurance will be provided in an amount not less than
One Million Dollars ($1,000,000.00) per occurrence and annual aggregate basis.
5. Professional Liability. One Million Dollars ($ 1,000,000.00) coverage per occurrence for each
site or project for all damages arising out of bodily injury, personal injury, and property damage.
6. Deductibles and Self-Insured Retentions: Any deductible or self-insured retention must be
declared to and approved by the Town of Granby. All deductibles or self-insured retentions are the
sole responsibility of the awarded Respondent to pay and/or to indemnify.
7. Errors and Omissions Insurance. The awarded Respondent shall provide and maintain Errors
and Omissions Insurance with minimum limits of $2,000,000 per occurrence/annual
aggregate. The policy shall not have a deductible greater than $50,000.00.
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The Town of Granby shall be named as "Additional Insured." Coverage is to be provided on a
primary, noncontributory basis. Waiver of subrogation in favor of the Town of Granby is required
on all applicable policies, including workers' compensation. 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.
Defense, Hold Harmless and Indemnification
The successful proposer agrees, to the fullest extent permitted by law, to defend, indemnify, and
hold harmless the Town, its employees, officers, officials, agents, volunteers and independent
contractors, including any of the foregoing sued as individuals (collectively, the "Town
Indemnified Parties"), from and against all proceedings, suits, actions, claims, damages, injuries,
awards, judgments, losses and 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 RFP 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 Town Indemnified Parties against liability for damage arising out of bodily injury to persons
or damage to property caused by or resulting from the sole negligence of the Town Indemnified
Parties. In any and all claims against the Town 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 and 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 Town Indemnified Parties in enforcing any of the successful proposer's obligations under this
section, which obligations shall survive the termination or expiration of this RFP and the Contract.
As a municipal agency of the State of Connecticut, the Town will NOT defend, indemnify, or hold
harmless the successful proposer.
These insurance requirements are not meant to be construed as a limitation of liability. The parties
agree that the amounts of insurance under this Agreement do not, in any way, limit the Respondent's
liability to the Town of Granby by virtue of this promise to indemnify and hold the Town of Granby
harmless so that in the event of any settlement of a claim or a judgment in an amount in excess of
the amount of insurance coverage carried by the awarded Respondent, the Respondent shall be
liable to the Town of Granby for the difference, plus all fees and expenses incurred in collecting
same, all at the Respondent's sole cost.
Freedom of Information
All proposals and any related submittals to the Town are subject to the requirements of the State
of Connecticut Freedom of Information Act, regardless of whether they are marked as confidential,
proprietary, or in any other manner. By the act of submitting a bid, bidders agree that they will be
subject to Connecticut General Statutes Section 1-200 et seq.
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Award
The Town intends, but is not required, to make one or more awards as a result of this RFP.
Work Product Ownership
All responses and submittals received as a result of this Request for Proposals shall become the
property of the Town upon receipt. All work products provided to the Town following award shall
also be the sole property of the Town upon receipt.
VIII. Questions
All questions regarding this Request for Proposals shall be submitted via email only to Mike
Walsh, Granby Town Manager, MWalsh@Granby-Ct.gov. All questions shall be presented by
May 22, 2026 to allow for the preparation and distribution of addenda. Responses will be posted
on the Town's website.
THE TOWN OF GRANBY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION
EMPLOYER.
WBE/MBE/SBE & SECTION 3 DESIGNATED BUSINESSES ARE ENCOURAGED TO
APPLY.
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Appendix A
Cost Proposal
Name of Individual/Firm: ___________________________________________________
Services Needed
Lump Sum Cost: _______________________________
Identify any other categories and associated costs required to provide services that are not
included above:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
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