Polson Commissioning Agent Services
| Agency: | Madison town |
|---|---|
| State: | Connecticut |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Nov 3, 2025 |
| Due Date: | Nov 25, 2025 |
| Solicitation No: | 26-1126 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
26-1126
|
| Bid Title: |
Polson Commissioning Agent Services
|
| Category: | Madison Bid / RFP / RFQ Postings |
| Status: | Open |
|
Attachment Preview
RFP 26-1126
Published 11-3-2025
Town of Madison / Madison Public Schools
Request For Proposals #26-1126
Commissioning Agent Services for the Polson Middle School
HVAC Modernization, Electrical Power Upgrades,
and Auditorium Renovation Project
The Town of Madison/Madison Public Schools (“MPS”) is seeking proposals from qualified and experienced building
commissioning firms (“CxA”) to provide construction phase and post-construction phase commissioning services for
mechanical (HVAC), electrical, and (limited) plumbing systems associated with the Polson Middle School
HVAC Modernization, Electrical Power Upgrades, and Auditorium Renovation Project.
Proposals should be addressed as follows:
Town of Madison / Madison Public Schools, Facilities Department
Ben Whittaker, Construction Manager
284 Green Hill Road
Madison, CT 06443
Proposals must be plainly marked in the lower left-hand corner of the envelope as follows:
PROPOSAL NUMBER:
26-1126
PROPOSAL NAME:
Commissioning Agent Services- Polson HVAC Modernization, Electrical Power
Upgrades, and Auditorium Renovation Project
OPENING DATE:
Tuesday, November 25, 2025
OPENING TIME:
12:00 Noon
Questions related to this RFP must be submitted via e-mail to whittaker.ben@madisonps.org no later than 4:00PM Friday,
November 14, 2025.
All questions and the responses thereto, as well as any other necessary addendums, will be published on the Town of
Madison’s website, under the “Resources and Forms” tab, then “Bid/RFP Postings,” and State of CT/DAS site by
4:00PM Wednesday, November 19, 2025.
Proposals must be received in hard-copy format at the address listed above no later 12:00 Noon, Tuesday, November
24, 2025. Proposals will be opened in the Facilities Department Main Office and names of respondents will be publicly
read aloud at that time. If attending, access to the building via the front door will only be granted from 11:50AM
through 12:00 Noon sharp.
1 of 24
RFP 26-1126
REQUEST FOR PROPOSALS
INSTRUCTIONS AND REQUIREMENTS
Published 11-3-2025
These instructions and requirements are standard for all Request for Proposals (RFP) issued by the
Town of Madison/Madison Public Schools ("ToM/MPS"). ToM/MPS may delete, supersede or
modify any of these standard instructions for a particular Request for Proposals. The Request for
Proposals package will describe additional or modified instructions if needed. “Respondent” is
used in this document to describe any company or individual providing a proposal in response to
this RFP.
1. Proposals must be signed by an authorized representative of the respondent with the authority
to bind the respondent to the terms of the proposals and with the acknowledgment that the
proposal is made with full knowledge of and agreement with the general specifications,
conditions and requirements of this Request for Proposals.
2. Submit Proposal package in a sealed envelope marked with the respondent’s name and address
in the upper left‐hand corner. Proposal number, name, opening date and opening time must be
marked in the lower left‐hand corner.
3. Proposals received later than date and time specified will not be considered. Amendments to, or
withdrawals of, Proposals received later than the date and time set for Proposal opening will not
be considered.
4. After the opening of the Proposal, no Proposal can be withdrawn for a period of ninety (90) days.
5. The right is reserved to purchase either by option or the total of options indicated, split awards
and act as it seems in the best interest of ToM/MPS.
6. It is the respondent’s responsibility to check the Town of Madison website AND the State DAS
website for changes to the Request for Proposals prior to the Proposal opening. The respondent
will be held to the Proposal as submitted, the terms and conditions in the Request for Proposal
Package, inclusive of all addenda.
7. MPS does not illegally discriminate on the basis of sex, sexual orientation, race, religion, national
origin, color, creed, ancestry, age, gender (including pregnancy, childbirth and related medical
conditions), gender identity or gender expression (including transgender status), marital status,
familial status, military service and veteran status, physical or mental disability, protected
medical condition as defined by applicable state or local law, genetic information, or any other
characteristic protected by applicable federal, state, or local laws and ordinances.
8. ToM/MPS reserves the right to waive any formalities in Proposals received; to reject any and all
Proposals, to waive technical defects and to make such award, including accepting a Proposal,
although not necessarily the lowest cost Proposal, as it deems to be in the best interest of ToM/
MPS.
2 of 24
RFP 26-1126
Published 11-3-2025
9. ToM/MPS may withhold acceptances of work and payment thereof when it is determined that said
work or materials do not meet the specified requirements. Payment will not be made until
corrections are made which are acceptable to ToM/MPS officials and/ or their authorized agents.
10. ToM/MPS may make such investigation as deemed necessary to determine the ability of the
respondent to fully perform all contractual duties. The respondent shall furnish ToM/MPS
with all such information and data including references of similar projects conducted for other
school systems as may be required for that purpose. ToM/MPS reserves the right to reject any
Proposal if the respondent fails to satisfactorily convince ToM/MPS that he/ she is properly
qualified by experience and has the facilities to carry out the obligations of the contract or request
for Proposal Requirements. Conditional proposals will not be accepted.
11. Specifications cannot be relieved by anyone other than an assigned agent for ToM/MPS. All
changes must be in writing, signed by agent.
12. The successful respondent will be required to provide proof of insurance as outlined in the
“Insurance Requirements" form included with the Request for Proposals. a
13. All prices must be F.O.B. delivered unless otherwise specified.
14. ToM/MPS will not award any work to any company or individual who owes delinquent tax to the
Town of Madison. Respondents certify by virtue of their signature on the Pricing sheet that
neither the respondent nor any business or corporation which the respondent owns an
interest in is delinquent in tax obligations to the Town. Verification will be made prior to award.
15. If this RFP is for on‐call services or solicits pricing for multiple years, the terms of this RFP or any
resultant award or contract shall apply for at least three (3) full fiscal years (7/1 to 6/30) unless
otherwise specified in this RFP. If mutually agreed between ToM/MPS and the respondent, the
term may be extended under the same terms and conditions for two (2) additional twelve-month
periods.
16. Any contract or agreement entered into as a result of this RFP process that spans multiple fiscal
years shall contain the following “funding out” or “non-appropriation” clause: The Town f Madison
and Madison Public Schools ("ToM/MPS") reserves the right to terminate this agreement/contract,
without penalty, at the end of each fiscal year in the event a funding source relied upon to pay the
cost of the agreement/contract does not contain an allocation for the services and/or products
contained in this agreement/contract. ToM/MPS will provide notice of termination at least sixty
(60) days prior to the end of the fiscal year.
17. In the event of a dispute with respect to contract terms and conditions, this RFP and all of its terms
and conditions, including but not limited to insurance and indemnification requirements, takes
precedence over all other agreements.
3 of 24
RFP 26-1126
INSURANCE REQUIREMENTS
Published 11-3-2025
Proposer shall agree to maintain in force at all times during the contract the following minimum
coverages and shall name the Town of Madison & Madison Board of Education as an Additional Insured
on a primary and non-contributory basis to all policies except Workers Compensation and Professional
Liability. All policies should also include a Waiver of Subrogation. Insurance shall be written with
Carriers approved in the State of Connecticut and with a minimum AM Best's Rating of "A-" VIII. In
addition, all Carriers are subject to approval by the Town of Madison & Madison Board of Education.
Minimum Limits
General Liability
Each Occurrence
General Aggregate
Products/Completed Operations Aggregate
$ 1,000,000
$ 2,000,000
$ 2,000,000
Auto Liability
Combined Single Limit
Each Accident
$ 1,000,000
Umbrella
(Excess Liability)
Each Occurrence
Aggregate
Professional Liability Each Claim
Aggregate
$ 1,000,000
$ 1,000,000
$ 1,000,000
$ 1,000,000
If any policy is written on a "Claims Made" basis, the policy must be continually renewed for a minimum
of two (2) years from the completion date of this contract. If the policy is replaced and/or the retroactive
date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for
the policy in effect during the contract for two (2) years from the completion date.
Workers' Compensation &
Employers' Liability
WC Statutory Limits
EL Each Accident
EL Disease Each Employee
EL Disease Policy Limit
$ 1,000,000
$ 1,000,000
$ 1,000,000
Original, completed Certificates of Insurance and Endorsements for all policies, naming the Town of
Madison and Madison Board of Education as Additional Insured, must be presented to the Town of
Madison prior to contract issuance. Proposer agrees to provide replacement/renewal certificates at
least 60 days prior to the expiration date of the policies.
4 of 24
RFP 26-1126
AFFIRMATIVE ACTION / EQUAL
OPPORTUNITY POLICY STATEMENT
Published 11-3-2025
The Town of Madison and Madison Public Schools are Equal Opportunity Employers and will not transact
business with firms that are not in compliance with all Federal and State Statutes and Executive Orders
pertaining to non‐discrimination.
This form is required to be filled in (enter company name above lines below), signed and returned with
any Invitation to Bid, Request for Proposal, or other public solicitation document in order to transact any
business with the Town of Madison or Madison Public Schools .
__________________________ will not make employment decisions (including decisions related to
hiring, assignment, compensation, promotion, demotion, disciplinary action and termination) on the
basis of race, color, religion, age, sex, marital status, sexual orientation, national origin, alienage,
ancestry, disability (including pregnancy), genetic information, veteran status or gender identity or
expression, except in the case of a bona fide occupational qualification.
It is the policy of _____________________________ that any form of discrimination or harassment on
the basis of race, religion, color, national origin, alienage, sex, sexual orientation, marital status, age,
disability (including pregnancy), genetic information, veteran status or gender identity or expression, or
any other basis prohibited by state or federal law is prohibited.
______________________ will also take affirmative action as called for by applicable laws and Executive
Orders to ensure that minority group individuals, females, disabled veterans, recently separated
veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled
persons are introduced into our workforce and considered for promotional opportunities.
_________________________________ will remain in full compliance with the above while under
contract with or performing work for the Town of Madison or Madison Public Schools .
_____________________________
Signed
_____________________________
Name/Title of Company Officer
_____________________________
Date
_______________________________
_______________________________
Business Address
_______________________________
Phone
5 of 24
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
Sign-up for a Free Trial, Government Bid Alerts
With Free Trial, you can:
You will have a full access to bids, website, and receive daily bid report via email and web.
See Also
SECOG Transportation Engineering Services The Southeastern Connecticut Council of Governments (SECOG) is seeking
State Government of Connecticut
Bid Due: 6/05/2026
CCF_2026_1.1_Crumbling Foundation Engineering Services Please visit www.crcogbonfirehub.com Start Date : January 22, 2026
State Government of Connecticut
Bid Due: 6/30/2026
Conceptual Design and Cost Estimating Services For Jared Eliot Middle School W The
State Government of Connecticut
Bid Due: 6/16/2026
Professional Engineering Services - Oil Tanks The Town of Brookfield, acting through Brookfield
State Government of Connecticut
Bid Due: 6/18/2026