BOE WHS Courtyard Renovation

Weston Board of Education
REQUEST FOR PROPOSAL
FOR
BID # 26-008 BOE
Weston High School Courtyard Renovation
4/29/26
Proposals due: June 3, 2026 at 11:00am
Mandatory Walk-Thru: May 18, 2026 at 12:30pm, in 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 to provide all labor, materials, equipment, supervision, and services necessary for the
renovation of the existing school courtyard at Weston High School. The project includes
demolition of existing hardscape surfaces and installation of new walkways, outdoor
learning patio space, and a dedicated teacher break area.
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 12:30 pm on May
18. 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 2:00pm on May 28. 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 June 3 (the "Bid Deadline")
at which time the BOARD will open the bids publicly.
2.04 The Board intends to award the Contract soon after June 3.
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 26-008 BOE,
Weston High School Courtyard Renovation" 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 June 3 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# 26-008
BOE, Weston High School Courtyard Renovation.
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 June 3, 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 to provide all labor, materials, equipment, supervision, and services necessary for the
renovation of the existing school courtyard at Weston High School. The project includes
demolition of existing hardscape surfaces and installation of new walkways, outdoor
learning patio space, and a dedicated teacher break area.
The District seeks to improve the safety, accessibility, functionality, and appearance of
the existing school courtyard. The renovated courtyard will provide:
Safe pedestrian circulation to designated entrances
ADA-compliant access routes
Outdoor instructional space for students and staff
Dedicated patio area for teacher/staff breaks
Improved drainage and durable site finishes
Enhanced campus aesthetics
The successful contractor shall provide a complete turnkey project, including all labor,
materials, and incidental work required for a fully operational finished installation.
Base Scope of Work:
A. Demolition and Removal
Work shall include, but not be limited to:
Removal of existing concrete sidewalks, slabs, and pads
Removal of existing pavers and associated base materials
Removal of unsuitable soils or subbase materials as needed
Proper disposal of all debris off-site in accordance with regulations
Protection of adjacent buildings, utilities, fencing, and landscaping
B. Site Preparation and Grading
Rough and finish grading of disturbed areas
Preparation of subgrade for new hardscape installation
Compaction testing as required
Positive drainage away from structures
C. Walkways to Building Doors
Install new pedestrian walkways serving courtyard access points, including:
ADA-compliant accessible route to outdoor instructional space
Concrete, paver, or approved equivalent surfaces

Proper slopes, transitions, and cross slopes
Integration with door thresholds and existing pavement
Edge restraints, curbing, or borders as required
D. Outdoor Learning Patio
Construct an outdoor learning area measuring 40'x 45' including:
Patio surface suitable for classroom use (pavers, stamped concrete, or approved
equivalent surface)
Area sized for seating, tables, and instructional activities
Flexible layout for portable furnishings
Optional provisions for future shade or utilities, if directed
E. Teacher/Staff Patio
Construct a separate patio area for faculty and staff measuring 15'x 15' use including:
Patio surface and seating area (pavers, stamped concrete, or approved equivalent
surface)
Space for tables, benches, or break furnishings
Attractive, low-maintenance finishes
F. Drainage / Utility Adjustments
As required for project completion:
Installation or adjustment of drains, trench drains, or catch basins
Resetting utility structures to finished grade
Minor irrigation repairs impacted by construction
Surface drainage corrections
G. Restoration / Final Completion
Repair of disturbed turf or landscape areas - with grass seeding
Final cleaning of all surfaces
Removal of construction debris
Completion of punch list items
H. CONTRACTOR RESPONSIBILITIES
The selected contractor shall:
Verify all field dimensions and existing conditions
Obtain all permits, licenses, and inspections
Coordinate schedule with school administration
Maintain safe pedestrian access during construction
Provide temporary barriers, fencing, and signage
Comply with OSHA, state, and local regulations
Supervise all subcontractors

Maintain a clean and secure job site
Provide closeout documents and warranties
Optional Add-Ons:
Option 1: Landscaping or Planters - Shrubs/Perennials/Grasses
Option 2: Seating Wall Around Learning Space
Option 3: Outdoor Furniture
Option 4: Privacy Landscaping or Screening, if Feasible, for Teacher/Staff Patio
Project can commence as soon as June 26, 2026.
All work must be completed by August 17, 2026.