BOE 23-1 RFQ for Roof Replacement

Agency:	Town of Ledyard
State:	Connecticut
Type of Government:	State & Local
NAICS Category:	238160 - Roofing Contractors
Posted Date:	Jan 17, 2023
Due Date:	Feb 3, 2023
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
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Request for Qualifications and Proposals for Owner’s

Representative Services for Select Capital Projects

Town of Ledyard

741 Colonel Ledyard Hwy, Ledyard CT 06339

Request for Qualifications/Request for Proposals “RFQ/RFP Bid #23-1”

Owner: Town of Ledyard (“Town”)

Issued By: Town of Ledyard Permanent Municipal Building Committee (“PMBC”)

Project Name: Owner’s Representative Services for Select Capital Projects

Project Locations: Gales Ferry School 1858 Rt12, Gales Ferry, CT 06335, Juliet W. Long School 1854 Rt12,

Gales Ferry, CT 06335 Central Office 4 Blonders Blvd, Ledyard, CT 06339

RFQ/RFP Release Date: Friday, January 13, 2023

Question Submission Deadline: Friday January 20, 2023

RFQ/RFP Submission Deadline: Friday February 3, 2023

Bid Opening Date: Sealed proposals for the Owner’s Representative RFQ/RFP will be received by the PMBC

at the address provided in Part R on or before Friday February 3, 2023 at 11:00 a.m. Bids must be received

in a sealed envelope clearly naked with Bid# 23-1 and the date of opening. This is a two envelope bid. Fee

proposals shall be submitted in a separate sealed envelope within the bid package. Said proposals will be opened

publicly.

Interviews & Selection: It is anticipated that interviews of prospective firms will be held in the middle week

of February 2023.

Project End Date: It is expected that owner’s representative services for select capital projects will be required

until close out and state audit of each project.

Contact Persons: Wayne Donaldson, Ledyard Public Schools Director of Facilities, wdonaldson@ledyard.net}

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A. Background

The Town of Ledyard PMBC is soliciting qualifications and proposals from qualified consulting firms interested

in providing professional owner’s representative services.

The Town of Ledyard PMBC intends to hire an Owner’s Representative to provide Consulting Services. The

Owner’s Representative (hereafter referred to as the “Consultant”) will provide services for roof replacement

and photovoltaic solar, along with any needed electrical upgrades. Schedule and run weekly construction update

meetings, maintain all paperwork (change orders, certified payrolls, payment requests etc.) Comply with all

State of Connecticut grant requirements. Track eligible and ineligible costs and any other related paperwork.

B. Scope of Services

The Town of Ledyard will be securing the services of an owner’s representative for select capital projects. The

owner’s representative will be expected to provide services during pre-construction, construction and post-

construction phases. The PMBC will select an individual or firm as the owner’s representative. An agreement

will be signed between the Town of Ledyard and the Owner’s Representative that is inclusive of all the

provisions of this RFQ/RFP document.

The selected Consultant will provide the following services:

The scope of project services to be delivered by the selected individual or firm includes:

1. Pre-construction activities including but not limited to vendor selection, scope

development, project design and consultant selection.

2. Construction phase project management as the Town’s representative.

3. Post-construction support services including oversight of project closeout and

construction documentation. A more detailed list of project services is provided below.

The Owner’s Representative is expected to provide efficient administration of services in the best interests of

the Town, reporting to and ensuring that the Town’s needs and expectations are met or exceeded in the

completion of the project.

The services provided shall include, but are not limited to, advising, working with and providing information

to the PMBC and other relevant Town staff, and serving as a single point of contact between contractors,

architects/designers, and commissioning agents; representing the Town and/or PMBC at key meetings.

It is expected that once selected, the Owner’s Representative will begin delivery of services at the request of

the PMBC. It is expected that the Owner’s Representative, at the sole discretion of the PMBC, will represent

the Town’s interests in Select Capital Projects by providing services that include, but are not necessarily

limited to:

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B-1 Apply knowledge, experience and skills to all services.

B-2 Identify and initiate necessary tasks at the direction of the PMBC.

B-3 Be the point person on behalf of the Town and/or PMBC for all professional services related

to select capital projects.

B-4 Provide general project-related advice.

B-5 Provide bid-phase services, such as responding to questions submitted by prospective bidders by

preparing formal written addendums that will be issued to all bidders and review bid submissions and

provide an evaluation to the PMBC. (Bidders may include construction contractors or

design consultants such as architects or engineers.)

B-6 Assist in selection of any professionals needed to develop and execute the Project as

needed. This may include assisting the PMBC in selecting contractors, design consultants,

engineers, and/or architects for capital projects.

B-7 Work on contracts including working with the Town-appointed Attorney for the Project

and facilitating any required modifications to Town contracts during the Project.

B-8 Assist the PMBC and Town Board of Education in applying for State reimbursement and

any other grants available to the Town.

B-9 Identify matters critical to project progress, schedule and budget or of urgent need and

report these promptly to the PMBC.

B-10 Representing the Town at key meetings, and, as needed: attending all weekly

trailer/shop meetings, submitting agenda items and attending all regular and special meetings,

monitoring the project progress, schedule and budget, auditing quality assurance/quality control

procedures, assisting in evaluating contractor payment requests/invoices, providing monthly

reporting, and facilitating issue resolution.

B-11 Provide oversight and assist in the securing of jurisdictional approvals and permits from

any federal, state and local authorities having jurisdiction over the Project, including

providing oversight and communicating as needed with appropriate authorities, regarding

abatement, remediation or containment for any hazardous materials identified.

B-12 Provide oversight regarding plans for testing for hazardous materials and, if identified,

plans to safely remediate them.

B-13 Provide oversight of and assist in development and maintenance of project schedules, taking

into consideration the Town’s public schools calendar, the constraints it imposes and the safety

of the occupants of the school.

B-14 Monitor the budget and schedule for Select Capital Projects, including ongoing updates

that show actual costs for activities in progress and estimates for uncompleted tasks. Identify

variances between actual and budgeted or estimated costs, and advise the PMBC and other Town

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representatives whenever projected costs exceed budgets or estimates and provide

oversight regarding resolution regarding any such overage.

B-15 Participate in regularly scheduled on-site construction meetings and distribute meeting

notes. Perform site visits to inspect progress and quality of work.

B-16 Monitor the initiation and processing of Change Orders and related Project Change

Order Directives. The PMBC may grant authority to make decisions so as not to have the project

lose time between meetings. Scope and dollar value of said authorization will be determined by the

PMBC.

B-17 Coordinate communications among Project parties and the PMBC and Town staff. Keep

minutes of meetings as needed.

B-18 Assist Town Building Department with outside plan review to ensure compliance

with Connecticut State Building Code. This may include review of shop drawings and

answering questions from contractors on the Town’s behalf.

B-19 The Consultant will compile and oversee the punch list for project closeout

including resolving any findings of the PMBC or Town staff and must ensure that all punch list

items are completed.

B-20 The Consultant will coordinate close-out activities including the resolution of change

orders, submission of documents and recommendations for payment of retainage. The Consultant

will coordinate all project documentation including files, records, drawings, submittals, samples

and other information be submitted to the PMBC in an organized and usable form.

B-21 The Consultant will ensure that all warranty work has been done, that warranty paperwork

has been processed and that the Board of Education Facilities Director is aware of any longer term

warranties available.

B-22 The Consultant will assist the Town to ensure that all grant requirements have been met,

that grant-related paperwork has been processed and that the Town is reimbursed for any grant

monies owed.

B-23 Monitor and coordinate project closeout. The Consultant will actively assist the PMBC, the

Town, and the Ledyard Board of Education in all project filings with the State of Connecticut Office

of School Construction, Grants and Review/DAS including the SCG-046, the final Ineligible and

Limited Eligible Worksheet and any other final documents required by the State of CT.

B-24 As part of project closeout, the Consultant will ensure compliance with all State

requirements and participate in resolving any issues raised during the State audit of the project.

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C. List of Most Likely Capital Projects to be covered by the Scope of Services

The following is a list of projects being considered by the Town that would potentially require Owner’s

Representative project management. Individual tasks assigned to the Consultant under this project could

include, but are not limited to, the following capital projects:

Building Renovation and Construction

C-1 Replacement of the Central Office building roof.

C-2 Replacement of the Gales Ferry School roof and the design and installation of photovoltaic Solar.

C-3 Roof replacement of the Juliet Long School roof and the design and installation of photovoltaic

solar. Upgrades to the electrical system to support the photovoltaic solar installation and HVAC improvements.

D. Provided Information

Questions or requests for clarification regarding this RFQ/RFP can be directed to Wayne Donaldson, Facilities

Director at Ledyard Public Schools wdonaldson@ledyard.net until 12 noon on January 20, 2023

E. Required Information

The minimum information to be included in the qualifications package/ proposal is as follows:

E-1 Cover Letter/Executive Summary -

Include a letter of introduction on firm letterhead explaining your firm’s interest in the Project and why your

firm is the most qualified for this Project. This letter of introduction and intent must be signed by an officer of

the company. Include any information pertinent to the Project or selection process that is not requested in the

following.

E-2 Firm Profile should include -

 Name of firm and firm’s representative and his/her contact information.

 Location of principal and branch offices that would work on these capital projects.

 Length of time in business.

 Overview of firm’s history.

 Firm’s philosophy regarding cost control, scheduling, safety and quality assurance.

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RFP/BID Request	Date Posted	Date Due
BOE 23-1 RFQ for Roof Replacement	1/20/2023	2/3/2023 at 11 :00 AM

BOE 23-1 RFQ for Roof Replacement

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