Lobby renovations-seating and storage for Woodland Regional High School located at 135 Back Rimmon Rd. Beacon Falls, Ct. 06403

Lobby Renovations seating-storage
Woodland Regional High School
2026
BID #LB-SS/2026-001
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GENERAL CONDITIONS
Regional School District 16 is seeking competitive bids from qualified firms to provide necessary trades
services and equipment for the lobby renovation seating-storage project for Woodland Regional High
School located at 135 Back Rimmon Rd. Beacon Falls, Ct. 06403..
Bids will be due by Thursday May 21, 2026 at 11:00am when they will be read aloud. Regional School
District 16 reserves the right to accept or reject any or all options, bids, or proposals. To waive any
technicality in a bid or part thereof submitted, and to accept the bid or proposal deemed to be in the best
interest of Regional School District 16.
There will be a MANDATORY walk through on April 30, 2023 9:00am at Woodland Regional High
School 135 Back Rimmon Rd. Beacon Falls, CT. 06403.
It is the sole responsibility of the responder for the vendor/firm to see that the proposal/bid is in the hands
of the proper Region 16 official prior to the scheduled opening of bids.
Specifications and the form of proposal on which bids must be submitted may be obtained from the
Director of Business and Finance, Regional School District 16, 30 Coer Rd. Prospect, CT. 06712 between
the hours of 8:30AM - 4:00PM. A PDF version can be obtained by emailing a request to
adileone@region16ct.org. It is the responsibility of the vendor/firm to check for any issued addenda prior
to any submission of the bid for this RFP. Failure to address any addenda relating to the bid may
disqualify submitted bids or proposals for this RFP.
INTENT
The bidder will provide competitive pricing to provide a complete project including permits, drawings,
materials, installation and warranty coverage for (1) one year for workmanship and the manufacturer's
warranty on equipment and parts.
BID PRICE
The contractor shall submit a bid for the complete job. It is the obligation of the contractor to set up a
mandatory site visit to investigate the sites and verify dimensions and conditions prior to submitting bids.
Site visits can be set up by contacting the Director of Facilities Mark Parrino at 203-758-6671.
EXPERIENCE AND CAPABILITY
Bidders shall demonstrate both experience and capability to accomplish the described work in a complete
and timely manner. In addition to the quote, the contractor shall be prepared to furnish three (3) similar
project references, at the discretion of the Director of Facilities.
COMPLETION TIME
Work will begin at the start date of the contract and will be completed in a timely professional manner
according to the designated project schedule for the duration of the contract. Failure to complete work
according to the contract could be grounds for termination of the contract. The contractor awarded the
contract will be given notice and designated time to rectify any failures prior to termination of the contract.
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INQUIRIES, INTERPRETATIONS, AND ADDENDA
Questions regarding this request for bid should be directed to Mark Parrino Email:
mparrino@region16ct.org. Questions must be submitted by Tuesday April 28, 2026 by 3:00 p.m. If there
are any addenda the final addendum will be posted by Thursday May 7, 2026 by 3:00 p.m. Any
interpretations of questions so raised, which in the opinion of Regional School District 16 require
interpretations, will be issued by Addenda emailed or posted on our website for all all parties, recorded by
Regional School District 16 as having received the Contract Documents, for receipt will be posted online
as an addendum to the original bid documents no later than three (3) business days prior to the date fixed
for the opening of the bids. Firms are responsible for checking and confirming Addenda postings.
Regional School District 16 will not be responsible for oral interpretations or clarifications which anyone
presumes to make on its behalf. Original bid package and related addenda can be found online:
www.region16ct.org Business Department bids-RFP Please clearly mark all Proposals with "Sealed Bid -
LB-SS/2026-001 Bid" in a sealed opaque envelope.
INSURANCE REQUIREMENTS
The vendor/firm will provide adequate proof of insurance to Regional School District 16 for the
types of insurance and limits indicated below, providing for all of its operations performed in
compliance with this contract.The successful bidder shall obtain and pay for the insurance
coverage described below with the indicated minimum limits. Bidders agree to furnish
Certificates of Insurance to the Regional School District 16, certifying coverage to be in effect for
the term of this contract and that R16 will be given sixty (60) days prior written notice of
cancellation or nonrenewal.These requirements if checked also apply to any subcontractor or
common carrier used by the Bidder.
1. WORKERS COMPENSATION
Connecticut Statutory Limits
Applicable Federal Statutory Limits
Employer's Liability $100,000 per Accident
$100,000 Disease per Employee
$500,000 Policy Limit
2. COMMERCIAL GENERAL LIABILITY
Each Occurrence $1,000,000
Fire Damage $ 100,000
Medical Expense $ 5,000
Personal Injury/Advertising $ 1,000,000
General Aggregate $ 3,000,000
Products & Completed Operations Aggregate $ 1,000,000
Body Injury and Property Damage $ 1,000,000
3. BUSINESS AUTOMOBILE LIABILITY
(including owned, hired & non-owned vehicles)
Liability (Combined Single Limit) $1,000,000
(If hazardous material or potential pollutants are transported, MCS90 Accidental Pollution
coverage is required)
4. UMBRELLA/EXCESS LIABILITY (If Required)
Liability Limit - Each Occurrence over primary $(Insert amount)
Self-Insured retention $10,000
5. POLLUTION LIABILITY (If Required)
Bodily Injury and Property Damage $1,000,000 Each Occurrence
$1,000,000 Aggregate
6. PROFESSIONAL LIABILITY (If Required)
$3,000,000 Each Occurrence
$3,000,000 Aggregate
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ADDITIONAL INSURED
Regional School District 16 to be named as additional insured on all insurance policies, except Workers
Compensation and Professional Liability.
The vendor shall hold the Regional School District 16 harmless for and against any and all injuries to
persons and/or property resulting out of performance of this contract and resulting from the bidder's
negligence.
ITEM VI MUST APPEAR ON THE FACE OF THE INSURANCE CERTIFICATE IN
THE SECTION ENTITLED "DESCRIPTION OF OPERATION
The vendor/firm, prior to the start of any work under this contract, shall provide Regional School
District 16's Purchasing Office with a certificate of insurance to conform to the following: a. Form(s)
acceptable to the Regional School District 16.
b. Insurance provided by insurance companies authorized to write coverage in the State of
Connecticut.
c. Policy dates must cover the term of this contract.
d. Certificate will provide for at least 30 days' notice to the Regional School District 16 prior to
cancellation.
e. All additional insured certificates are to list the Regional School District 16.
Under no circumstances shall the vendor/firm begin work until (1) the contract for same shall have been
signed by all parties, (2) the required bonds have been furnished by the vendor/firm and approved by
Regional School District 16, (3) the required certificates of insurance have been filed with and approved
by the Regional School District 16's Purchasing Office and (4) the Contractor has been duly instructed in
writing by the Regional School District 16 to proceed with the work. If the vendor/firm commences the
work before the provisions referred to in this paragraph are fulfilled, Regional School District 16, in its
sole option, may cancel or terminate the contract without penalty or liability chargeable to the Regional
School District 16.
INDEMNITY/HOLD HARMLESS
The contractor's insurance policies will be endorsed to provide for the hold harmless of Regional
School District 16 from all suits and actions related to injuries to and/or damage to the property of
others as a result of the activities of the contractor, its servants, and agencies acting for the
contractor.
GENERAL WORK REQUIREMENTS
General: The work covered by the plans and specifications consists of furnishing all labor, material,
supplies, equipment, tools, and incidentals necessary to build and install new seating -storage area within
the lobby as specified at Woodland Regional High School located at 135 Back Rimmon Rd. Beacon Falls,
CT. 06403. All bids shall contain the cost of all items and work, whether specified herein or not, required
to provide a complete project. Failure to include such items and work specifically in the bid documents
shall not be grounds for extra cost.
All materials and equipment supplied by the Contractor shall conform to the requirements of the plans and
specifications. No changes shall be allowed unless they are approved, in writing, by the Regional School
District #16. All work shall be in accordance with Federal, State, and Local laws, regulations, and
guidelines.
Hours of Work: The Contractor may perform work on the project during the following work hours:
Monday - Friday 7:00am - 10:00pm
Work will be permitted on Saturday's with advance notice. There is no work permitted on Sundays, or
Holidays unless an exception is approved by Regional School District #16. Requests for weekend or
holiday work must be received no later than the end of the workday on Thursday preceding the weekend
in question, or at least 1 full business day before a holiday.
The Contractor and work crew will be required to sign in/out of the worksite with a member of the
Regional School District #16 custodial staff to allow the site to be secured.
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SCOPE OF WORK
The scope of work for this project shall include, but not be limited to, all labor, materials, tools,
equipment, incidentals, and related work necessary to provide a new seating area and block off storage
beneath the existing stairwell. The work shall include, but not be limited to the following:
Provide the proper dust barriers, safety protection, and floor protection for all spaces the work
will be provided. The contractor will be liable for any damage caused by their crew during the
project.
Provide safety and hazardous communications plan for the project
Pull all required permits for the project.
Provide drawings to be approved by the Beacon Falls building department and fire marshal.
Using acceptable building materials based on approved drawing to create the space.
Framed walls and/or doors will meet the NFPA standard for fire rated materials and meet the
minimal 18 inch height clearance for sprinkler head clearance.
o Door entrance must be min. 42"; thus one door or two that meet requirements.
The side wall will make a metal grated fence for similar appearances, and does not necessarily
have to go up to the entire staircase; the design builds prior submission for approval by Region
16 Director of Facilities.
Include provision for moving any sprinkler heads as requested by the fire marshal for adequate
coverage for the seating area and storage space.
Walls painted or stained and door surfaces stained or painted to colors approved by the Region
16 administrative team. (consistent with the present color scheme in the lobby)
Provide all warranties and support to Regional School District #16 for a minimum period of one
(1) year.
Clean work area and remove all debris, materials, tools, and equipment from site at project
completion.
ADDITIONAL INFORMATION
C. PAYMENTS
Payments will be made after services are performed and completed. Vendors/Firms shall send itemized
invoices, no later than one month after services are rendered. Invoices for services rendered
through June 30 of any year must be received no later than July 31 of the same year. The invoices
should be sent to the attention of the Accounts Payable, Regional School District 16 30 Coer Rd.
Prospect, CT. 06712. All other invoices for additional or requested services not covered under this bid
package should list the site name, address and services that were provided with dates of service.
D. BASIS OF AWARD
An award will be made to the lowest, responsible, and qualified bidder. Based on our available approved
budget. Regional School District 16 reserves the right to all or portions of the contract agreement to one
or multiple bidders if it is deemed in the best interest of the Regional School District 16 and the BOE.
E. LAWS
The vendors/firms shall comply with all applicable guidelines, regulations, and laws set forth by the
Federal, State, and Local governments.
F. DAMAGE TO REGIONAL SCHOOL DISTRICT 16 PROPERTY
The vendors/firms shall be responsible for the repair or replacement of damage caused by the use,
misuse, or negligence of the vendor/firm or their employees during the actions of services provided. The
vendor/firm will be required to carry the required level of insurance needed to provide services to the
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Regional School District 16 for the entire duration of the contracted agreement. The vendor/firm is
responsible for reporting any damage to the Director of Facilities within 24 hours of the occurrence.
G. ASSESSMENT OF PENALTIES
In the event that the vendor/firm is not providing satisfactory service, had been given a chance to improve
in which the Regional School District 16 had to have remedied by Region 16 staff or another vendor,
Regional School District 16 will assess the awarded vendor/firm a penalty for the full amount expended to
correct the deficiencies. In the event that the vendors/firms performance and/or equipment is not in proper
working condition, the Regional School District 16 reserves the right to negotiate and assess penalties.
Negotiation of penalties will be discussed by all parties and final determination will be made by the
Regional School District 16 and the Board of Education legal counsel.
H. DISPUTES
In the event that there is a disagreement between the Regional School District 16 and the awarded
vendors/firms regarding interpretations of contractual requirements, the vendor/firm is to proceed with the
work in question under protest until the disagreements are resolved by the Regional School District 16
and the Board of Education legal counsel. The decision shall be binding on all parties entered into the
agreement.
I. CANCELLATION CLAUSE
The Regional School District 16 reserves the right stop work and/or terminate the contract agreement for
non compliance with the contract and/or any valid reason deemed in the best interest of the Regional
School District 16 as long as the awarded vendor/firm has been given the opportunity to rectify any non
compliance items within 30 days unless it involves the safety of staff, students, and visitors.
J. BID SUBMISSION
Bids shall be made on the bid forms furnished by the Regional School District 16, without alteration. Bids
shall be submitted in a sealed envelope, stating on the outside of the envelope the words "BID
DOCUMENTS", the Region 16 bid number, the title of the project or bid package for which the bid is being
submitted, and the time and date of the bid opening. All bidders shall provide three (3) copies of the bid,
one original and two copies of their bid, unless otherwise stated. Bids received after the deadline will be
rejected. All spaces on the bid form must be filled in with figures and words or the Regional School District
#16 in its sole discretion, may reject the bid as non responsive. NO faxed or emailed bids will be
accepted.
K. BID SECURITY
Each bid shall be accompanied by a certified check or bid bond for five percent (5%) of the total bid. The
bid security deposit will be returned by the Regional School District 16 upon signing of the contractual
agreement with the successful bidder. Checks or bonds must be made to the order of the Regional
School District 16. Security may be held by Region 16 for a period not to exceed 90 days from the date of
the bid opening for the purpose of reviewing the bids. Bids shall not be combined, unless otherwise
permitted in the Invitation to Bid or instructions to bidders. A separate bid surety shall be presented for
each bid, unless otherwise approved or waived by the Regional School District 16. Regional School
District 16 reserves the right to waive bid security at the discretion and approval by the BOE.
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L. LIQUIDATED DAMAGES
The successful bidder, upon his/her/its failure or refusal to sign the contract, within five (5)
business days of receipt of the contract from R16, shall forfeit to R16 as liquidated damages for
such failure or refusal an amount equal to the security deposited with his/her bid.
R16 may make such investigations and conduct such scope reviews as deemed necessary by Finance,
in order for the BOE to determine the ability of the bidder to perform the work and the bidder shall
promptly, upon R16's request, furnish to R16 all such data for this purpose. R16 expressly reserves the
right to reject a bid if, in the BOE's sole discretion, R16 determines, that a bid is non-responsive, a
bidder is not responsible, a bidder is not qualified to perform the work or the BOE otherwise determines
that the award of a contract to the bidder is not in the best interest of R16. Conditional bids will not be
accepted.
M. SUBCONTRACTORS
The bidder is specifically advised that any person, firm or other party to whom bidder intends to award a
subcontract or purchase order must be acceptable to R16 and that approval of the proposed subcontract
award cannot be sought from Region 16 unless and until the successful bidder submits all information
and evidence to Region 16 regarding the qualifications, experience and responsibility of the proposed
subcontractor. Although the bidder is not required to attach such information to its bid, the bidder is
hereby advised of this requirement so that it may plan accordingly and prevent delays.
N. MODIFICATIONS
Any bidder may modify his/her/its bid prior to the scheduled deadline for receipt of bids.The bidder
wishing to modify its bid shall submit such modified bid in accordance with the invitation to bid, shall
unequivocally indicate that its prior bid is superseded by the modified bid and shall submit its modified
bid in an envelope clearly marked "MODIFIED BID".
O. ERRORS
Regional School District 16, in its sole discretion, reserves the right to waive typographical or technical
defects in the bid, as well as its right to correct an award erroneously made as a result of a clerical error
on the part of the Regional School District 16.
P. PERMITS/LICENSES
All applicable permits and licenses shall be obtained at the sole cost of bidders. No permits or permit
fees shall be waived by Regional School District 16 unless otherwise stated in the Regional School
District #16 Invitation to Bid or Instructions to Bidders.
Q. OBLIGATIONS OF BIDDERS
Each bidder shall, prior to submitting a bid, familiarize itself with the conditions under which the work will
be performed and conduct its own due diligence. Bidders shall be presumed to have read and to be
thoroughly familiar with the specifications and all bid documents. The failure of any bidder to request,
receive or examine any information or the failure of the bidder to familiarize itself with the conditions
relating to the performance and timing of the work shall in no way relieve any bidder from any obligation
in respect to the bid and shall not subject Regional School District 16 to any liability whatsoever.
Furthermore, the bidder is responsible for being aware of and conforming in all respects to all existing
Federal, State of Connecticut, and Town statutes, Ordinances, Regulations, laws and other legal
applicable legal requirements, regardless of whether any such applicable requirements are specifically
identified in the bid documents.
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R. WITHDRAWAL OF BIDS
Bids may be withdrawn prior to the time fixed for opening by submitting written notification of withdrawal
to Regional School District 16 prior to the bid opening deadline.Negligence or mistake on the part of the
bidder in preparing the bid confers no right of withdrawal or modification of the bid after such bid has
been opened.
S. "OR EQUAL" CLAUSE
Whenever a material, article or piece of equipment is identified in the bid document by reference to
manufacturers' or vendors' names, trade names, catalog numbers, etc., it is intended to establish a
standard, unless otherwise stated; any material, article, or equipment of other manufacturers and
vendors which will perform adequately the duties imposed by the general design may be considered
equally acceptable if, in the opinion of Regional School District 16, the material, article, or equipment so
proposed is of equal substance and function. Any substitutions must be approved in writing by the
Purchasing Agent or his designee, who shall have sole discretion to determine the acceptability of the
proposed substitute.
T. NON COLLUSIVE BID STATEMENT
All bidders shall be required to sign the non-collusive statement attached.
U. LICENSURE
At the time of the bid submissions, bidders shall possess the necessary license(s) to perform the work
that is the subject of this invitation to bid.
V. AWARD TO OTHER THAN APPARENT LOW BIDDER
Regional School District 16 reserves the right to award the work to a bidder other than the one which
submitted the lowest price if it deems such action to be in the best interest of Regional School District
16.
W. RESERVED RIGHTS OF REGIONAL SCHOOL DISTRICT 16
The Regional School District 16 reserves the right to accept or reject any or all bids or proposals; to waive
any technicality in a bid or proposal or part thereof submitted, and to accept the bid deemed to be in the
best interest of the Regional School District 16. Further, Regional School District 16 reserves the right to
split bids and quotations among two or more bidders.Regional School District 16 reserves the right to
reject any bid submitted by a joint venture if Regional School District 16 determines that any entity to the
joint venture fails to satisfy Regional School District 16's requirements (i.e., bonding, insurance,
qualifications, responsibility).
X. DISCREPANCY IN BID FORM
In the event of any discrepancy between the amount written in numerical figures and the amount stated in
written words, the amount written in words will be controlling.
The Regional School District 16 hereby notifies all bidders that the BOE's contract with the successful
bidder shall contain the following provision of the above statement.
Y. OWNERSHIP OF DOCUMENTS
All qualification statements, proposals and bids submitted by bidders are to be the sole property of
Regional School District 16 and subject to the provisions of the Connecticut General Statutes (re:
Freedom of Information).
Z. OWNERSHIP OF SUBSEQUENT PRODUCTS
Any work product, whether acceptable or unacceptable, developed under a contract awarded as a result
of this invitation to bid is to be the sole property of the Regional School District 16 unless stated
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otherwise in the invitation to bid or contract. Timing and Sequence - Timing and sequence of events
resulting from this invitation to bid will ultimately be determined by the Regional School District 16.
AA. NO ORAL AGREEMENTS
Regional School District 16, its agencies and employees, shall not be responsible for any alleged oral
agreement or arrangement made by a bidder with any agency or employee of the region.
BB. REJECTION FOR DEFAULT OR MISREPRESENTATION
Regional School District 16 reserves the right to reject the bid of any bidder that is in default of any prior
contract or for misrepresentation.
Assigning, Transferring of Agreement - Bidders are prohibited from assigning, transferring, conveying,
subletting or otherwise disposing of this agreement, their rights, title or interest therein or their power to
execute such agreement by any other person, company, or corporation without the prior consent and
approval in writing by the Regional School District 16.
CC. COST OF PREPARING QUALIFICATION/PROPOSAL STATEMENTS
Regional School District 16 shall not be responsible for any expenses incurred by any bidder in preparing
and submitting a bid.
DD. NO CONFLICT OF INTEREST
Bidder certifies, by submitting a bid, that no owner, employee or family member (defined for
purposes of this invitation to bid as a spouse, parent, sibling or child) of an owner or employee of
bidder is a current or former employee of Regional School District 16. Bidder further certifies that
no owner or employee of bidder has any interest, direct or indirect, which is incompatible with the
proper discharge of the proposed duties in the public interest or that would tend to impair Bidder's
independent judgment or action in the performance of the proposed duties.
Bidder certifies that it does not have any past, present or currently planned interests which are an
actual or potential organizational conflict of interest with respect to performing the work for Regional
School District 16 under this invitation to bid.
Bidder hereby covenants and agrees that no employee, elected official or appointed official of the
Regional School District 16 has any interest in this agreement or will directly or indirectly benefit
therefrom.
EE. COMPLIANCE WITH ALL REGIONAL SCHOOL DISTRICT 16 REGULATIONS
Bidder shall cause all persons performing work pursuant to the contract between bidder and
Regional School District 16 to comply with all Regional School District 16 requirements, including
instructions pertaining to conduct and to building access and related requirements issued by the
Regional School District 16, respectively. All personnel shall wear readily visible identification in a
form that is satisfactory to Regional School District 16. Regional School District 16 may promulgate
and modify from time to time rules and regulations relating to conduct as the BOE, in its sole
discretion, may determine, and the contractor shall cause all persons performing work to comply
with any such requirements.
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