Bid # 26 005 BOE WHS Locker Room Replacement of Heating Unit

Weston Board of Education
REQUEST FOR PROPOSAL
FOR
BID # 26-005 BOE
Weston High School Locker Room Replacement of Heating
Unit/Install Heating & Cooling Unit
3/25/26
Proposals due: April 22, 2026 at 11:00am
Mandatory Walk-Thru: April 7, 2026, 9:00am at the Business Office,
Central Office Annex, 24 School Rd.
Business Office
Central Office
Weston Board of Education
24 School Road
Weston, CT. 06883

WESTON BOARD OF EDUCATION
INSTRUCTIONS TO BIDDERS
1. INTRODUCTION
The Weston Board of Education (the "Board") is inviting qualified proposers to submit
bids for the replacement of one rooftop mounted heating and ventilating unit with
packaged DX cooling and hot water rooftop unit at the Weston High School team/locker
room. The services are described in more detail in Section 4 of these Instructions to
Bidders (the "Instructions").
This opportunity has been publicly advertised through the Invitation to Bid attached as
Exhibit A. The contract will be awarded to the Bidder determined and selected by the
Board in the manner described in Section 7 of these Instructions.
The Board reserves the right to amend or withdraw this Request for Proposals
(RFP) for any reason, to accept or reject any or all bids, to waive any informalities
or non-material deficiencies in any bid submission, to award or not award a
contract in connection with this RFP, and to award a contract/purchase order to the
bidder as deemed by the BOARD to be in the best interest of the Board. The Weston
Board of Education shall be under no obligation to accept the lowest financial bid if
it is deemed in the best interest of the school system.
The Board may make such investigations as it deems necessary to determine the ability of
a Bidder to perform the work. The Bidder shall furnish all information and data for this
purpose as the Board may request. The Board reserves the right to reject any bid if
evidence submitted by the Bidder or investigation of the Bidder fails to satisfy the Board
that the Bidder is properly qualified to carry out the obligations of a contract resulting
from this bid. Bidder is also requested to provide an audited statement of the financial
conditions of the company.
2. SCHEDULE
2.01 A mandatory walkthrough of the work areas shall take place at 9:00 am on April
7. Any Bidder that fails to attend the walkthrough will be disqualified and any Bid
submitted by such Bidder will be rejected and returned to the Bidder.
2.02 All Requests for Information must be sent to Andrew Galli at
andrewgalli@westonps.org by April 15 at 2:00. Requests for Information and the
BOARD's responses thereto will be posted as addenda on www.westonps.org
2.03 Bids must be submitted no later than 11:00 AM on April 22 (the "Bid Deadline")
at which time the BOARD will open the bids publicly.
2.04 The Board intends to award the Contract soon after April 22.

3. CONTENTS OF BIDS
3.01 Bids must include the following:
- Completed and fully executed Bid Form attached hereto as Exhibit C. The
Bid Form must be executed by a duly authorized representative of the
Bidder having legal authority to contract on behalf of the Bidder.
- The information and documents listed on Exhibit D.
- A bid bond in the amount of 10% of the base bid price proposed by all
bidders shall be in one of the following forms showing "Weston
Public Schools" as payee: certified check, cashier's check, personal
money order, letter of credit or bid bond
- The winning bidder will be responsible for providing a performance bond
for the full amount of the project once awarded.
3.02 Please note the Selection Process described in Section 7 of these Instructions.
3.03 The Board is tax exempt. The sales or use tax on materials or supplies exempted
by regulations of the Connecticut Department of Revenue Services shall not be
included as part of a bid price proposed by the Bidder for the Project (the "Bid
Price").
3.04 The term "Bid Documents" shall mean and include these Instructions to Bidders
and all exhibits and schedules attached hereto and such other documents and
information as may otherwise be incorporated herein by reference.
4. SCOPE OF THE WORK
4.01 The scope of the work for the Project is described on Exhibit B (the "Work").
5. ADDENDA/INTERPRETATIONS/RFIS/SUBSTITUTIONS
5.01 Interpretations/Requests for Information
- Bidders requiring information regarding, clarification or interpretation of
the Bid Documents shall make a written request to the Board by email to
Andrew Galli at andrewgalli@westonps.org. Responses to such requests
shall be provided by the Board by way of Addenda, posted on the Board's
website.
5.02 Substitutions

- The materials, products and equipment described in the Bid Documents
establish a standard of required function, dimension, appearance and
quality to be met by any proposed substitution.
- Requests for substitutions shall be made to the Board by email to Andrew
Galli at andrewgalli@westonps.org and shall include the name of the
material or equipment for which it is to be substituted and a complete
description of the proposed substitution including drawings, performance
and test data, and other information necessary for an evaluation. A
statement setting forth changes in other materials, equipment or other
portions of the Work, including changes in the work of other contracts that
incorporation of the proposed substitution would require, shall be
included. The burden of proof of the merit of the proposed substitution is
upon the Bidder. The Board will provide notice of any approved
substitutions by way of Addenda.
5.03 Addenda
- Addenda will be posted on the Board's website: www.westonps.org
- Interpretations or changes to, or corrections of, the Bid Documents, or
substitutions made in any manner other than by way of an Addendum will
not be binding, will be of no force and effect and Bidders shall not rely
upon them.
6. DELIVERY OF BIDS
6.01 Bids must be delivered by mail in sealed envelopes clearly marked with the name
and address of the Bidder and the words "Response to RFP 26-005 BOE,
Weston High School Locker Room Replacement of Heating Unit" to Business
office, Central Office, Weston Board of Education, 24 School Road, Weston, CT.
06883. The Board has no responsibility for any delays caused by the delivery
process chosen by the Bidder.
6.02 Bids must contain the items described in Section 3 of these Instructions.
7. SELECTION PROCESS
7.01 Bids will be opened on April 22 at 11:00am.
7.02 The Board will be responsible for evaluating the bids and for the selection of the
Contract awardee. The award shall be made to the bidder whose bid meets the
requirements, terms and conditions contained in the bid specifications and is the
lowest among those bidders possessing the skill, ability and integrity necessary
for faithful performance of the Work based on objective criteria considering past
performance and financial responsibility (the "Lowest Responsible Qualified
Bidder")
In determining the Lowest Responsible Qualified Bidder, the following criteria
will be considered as applicable:

- The ability and capacity of the bidder to perform the Work based on an
evaluation of the character, integrity, reputation and experience of the bidder.
Consideration shall be given to previous work performed by the Bidder for the
Board or for other government agencies, including the quality and degree of
satisfaction with the work performed.
- The financial resources of the Bidder and the Bidder's ability to secure any
required bonds and/or insurance.
- Compliance by the Bidder with all applicable federal, state, and local laws,
including any licensing requirements.
- Delivery or completion time.
- Cost
- Involvement in litigation.
The Board will award the Contract to the Bidder the Board believes to offer the
best combination of price and quality. The Board is not required to award the
Contract to the Bidder submitting the lowest Bid Price and this selection
process may result in the award of the Contract to other than the lowest
Bidder if determined by the Board to be in the best interests of the school
system. The Board also reserves the right to award the project to more than
one bidder.
7.03 Any Bid not including the attendant submissions required hereunder shall be
considered unresponsive and may be rejected by the Board.
7.04 The Board also reserves the right to negotiate further with one or more of the
firms as to any features of their Bids and to accept modifications and
clarifications of the Bid when such action will be in the best interests of the
school.
7.05 Bidders whose Bids are deemed unacceptable will be notified promptly.
8. THE CONTRACT
8.01 The Board intends to use, and the successful Bidder will be required to execute
and deliver, a contract/purchase order in a form acceptable to the Board.
Notwithstanding the foregoing, the Board reserves the right to modify the contract
prior to its execution.
8.02 A bid bond in the amount of 10% of the base bid price proposed by all bidders
shall be in one of the following forms showing "Weston Public Schools" as
payee: certified check, cashier's check, personal money order, letter of credit or
bid bond

9. INSURANCE REQUIREMENTS
9.01 The insurance requirements to be met by the successful Bidder are set forth on
Exhibit E to this RFP.
10. FURTHER INFORMATION AND REQUIREMENTS
10.01 NONDISCRIMINATION
The BOARD prohibits harassment and discrimination on the basis of race, color,
religious creed, age, marital status, military or veteran status, national origin, sex,
ancestry, sexual orientation, or past or present physical or mental disability in
accordance with Titles VI, VII of the Civil Rights Act of 1964, Title IX of the
Education Amendments Act of 1973; Section 504 of the Rehabilitation Act of 1973;
the Americans with Disabilities Act of 1991; and applicable state laws.
As part of its Bid submission each Bidder shall submit the signed Statement of
Policy attached hereto as Exhibit F confirming the Bidder's equal opportunity
policies.
10.02 BACKGROUND CHECK REQUIREMENTS AND STUDENT SAFETY
The successful Bidder will be required to comply with all applicable laws
including, without limitation, the requirements set forth on Exhibit H hereto.
10.05 PROHIBITED INTEREST
No member, officer or employee of the Board, or member of a local public agency
having jurisdiction within the Board, during his or her tenure or one year thereafter,
shall be permitted to share in, have interest in or benefit from, directly or indirectly,
any contract or agreement resulting from this RFP.
EXHIBITS TO THESE INSTRUCTIONS:
Exhibit A: Invitation to Bid
Exhibit B: Scope of the Work
Exhibit C: Bid Proposal Form
Exhibit D: Submission Requirements
Exhibit E: Insurance Requirements
Exhibit F: Statement of Policy re: Equal Opportunity
Exhibit G: Non-collusion Affidavit
Exhibit H: Background Check Requirements and Student Safety

Exhibit A
Invitation to Bid
PUBLIC NOTICE
INVITATION TO BID
WESTON BORARD OF EDUCATION
The Weston Board of Education ("Board") is issuing an Invitation to Bid for Bid# 26-005
BOE, Weston High School Locker Room Replacement of Heating Unit.
The Bid Documents are accessible on the Board's website at www.westonps.org
In the event of a conflict between the Bid Documents and this Notice, the terms of the
Bid Documents shall govern.
All Addenda will be published on the Board's website referenced above.
A bid bond in the amount of 10% of the base bid price proposed by all bidders shall be in
one of the following forms showing "Weston Public Schools" as payee: certified check,
cashier's check, personal money order, letter of credit or bid bond.
The winning bidder will be responsible for providing a performance bond for the full
amount of the project once awarded.
The Board reserves the right to amend or withdraw this Request for Proposals
(RFP) for any reason, to accept or reject any or all bids, to waive any informalities
or non-material deficiencies in any bid submission, to award or not award a
contract in connection with this RFP, and to award a contract/purchase order to the
bidder as deemed by the Board to be in the best interest of the Board. The Board
shall be under no obligation to accept the lowest financial bid if it is deemed in the
best interest of the school system.
The Board may make such investigations as it deems necessary to determine the ability of
a Bidder to perform the Work. The Bidder shall furnish all information and data for this
purpose as the Board may request. The Board reserves the right to reject any bid if
evidence submitted by the Bidder or investigation of the Bidder fails to satisfy the Board
that the Bidder is properly qualified to carry out the obligations of a contract resulting
from this bid. Bidder is also requested to provide an audited statement of the financial
conditions of the company.
Bids should be delivered in a sealed envelope in the manner and clearly marked as
described in the Bid Documents. All bids must be received by 11:00am on April 22, 2026.
The Bid Documents contain a detailed scope of work and important deadlines and other
bidding requirements.

Exhibit B
Scope
The Weston Board of Education (the "Board") is inviting qualified proposers to submit
bids for the replacement of one rooftop mounted heating and ventilating unit with
packaged DX cooling and hot water rooftop unit at the Weston High School team/locker
room.
The selected vendor will provide RTU and HVAC unit replacement services. The scope
includes, but is not limited to:
RTU/HVAC Unit Replacement
- Removal and proper disposal of existing rooftop unit.
- Furnish and install one packaged 15T Daikin Rebel Rooftop Unit, or
comparable, with BACnet communication, electric cooling, hot water coil,
power exhaust, two space sensors (space averaging), and unit mounted
controller. Unit shall be provided with curb adapter.
- Unit shall be provided with packaged controller to allow for full control of
RTU heating and cooling. Note that additional connection to BMS will be
required for equipment status/alarm, unit setback/scheduling, and switchover
from heating to cooling.
- Proper rigging, crane coordination, and rooftop safety measures.
- Curb adapters or modifications, if required.
- Coordination with Weston staff to minimize operational disruption.
Mechanical & Electrical Integration
- Connection to existing ductwork, electrical, and controls.
- Mechanically disconnect existing hot water coil located above ceiling in girls
team room A. Ceiling shall be removed by others to provide all necessary
access for coil removal and installation of ductwork. Provide new ductwork
for location where hot water coil was removed.
- Replacement or modification of disconnects, whips, and controls as required.
- Electrically feed new unit from panel located within boiler room located at
south end of building. New feed shall penetrate roof above boiler room and
route across roof approximately 225' to new unit. Provide separate 120V feed
for service outlet located on unit.
- Coordination with building automation system.

- Mount two new space sensors, one in girls locker room and one in boys locker
room. Furnish and install low voltage control wiring and route back to RTU
and connect.
Startup, Testing & Commissioning
- System startup and functional testing.
- Verification of airflow, refrigerant charge, gas pressure, and controls.
- Commissioning documentation and startup reports.
Permits & Compliance
- Procurement of all required permits and inspections.
- Compliance with manufacturer requirements, local building codes, and OSHA
standards.
Additional Services
- Load calculations and equipment sizing verification (if required).
- Recommendations for energy-efficient upgrades.
- After-hours or weekend work, as necessary.
All work to commence on August 14, 2026.

Exhibit C
Bid Proposal Form
Weston Board of Education
Project: Bid# 26-005 BOE
The undersigned hereby proposes and agrees to fully perform the Work for the Project
including, without limitation the Base Bid Items (defined below) within the time stated in
the Instructions to Bidders and in accordance with the Bid Documents for the Base Bid
amount set forth below.
Base Bid Items include: All labor, materials, services, and equipment necessary for
completion of the Work for the Project as described in Bid Documents and the
Instructions to Bidders and all other components of the Work described in the Bid
Documents.
Base Bid Amount Cost: _______________
Additional Costs: _______________
Names of Subcontractors to be utilized on the Project, if any:
________________________________________________
________________________________________________
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