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
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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

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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
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,}
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:
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
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
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.
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 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
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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