Westbrook High School HVAC Design Services

Town of Westbrook, CT
Request for Qualifications and Proposals
For
Engineering Design Services
HVAC Grant Upgrades to the Westbrook High School
Town of Westbrook 158 McVeagh Road, Westbrook CT 06498
Request for Qualifications/Request for Proposals
Owner: Town of Westbrook, Board of Education ("Town")
Issued By: Town of Westbrook
Project Name: Design Services for HVAC Upgrades to the Westbrook High School
Project Location: 156 McVeagh Road, Westbrook CT
Release Date: Thursday, June 18, 2026
Mandatory Walk Through: Wednesday, July 8, 2026 at 10:00 a.m. (Westbrook High School Main Entrance)
Question Submission Deadline: Friday, July 10, 2026 3:00 p.m.
Submission Deadline: Wednesday, July 15 2026 10:00 AM
Bid Opening Date: Sealed proposals for the Design Services RFQ/RFP will be received by the Superintendent of
Schools, at 158 McVeagh Road, Westbrook, CT, July 15, 2026 10:00 AM
Bids must be received in a sealed envelope clearly marked BID DOCUMENT RFQ/P Design Services High School
HVAC Project", said proposals will be opened publicly.
Interviews & Selection: It is anticipated that interviews of prospective firms, if needed, will be held on a date
following the bid opening (TBD)
Project End Date: It is expected that Design Professional services for the HVAC project will be required until
close out and state audit of the project.

INTRODUCTION AND PROJECT DESCRIPTION
The Town was successful in procuring a state grant for HVAC upgrades to Westbrook High School. The project
will require a significant amount of selected demolition and will entail a complete design and installation of a
new air conditioning system with possible tie-in to existing ductwork. The new system will include new
ventilation, VRF heat pumps, new controls as well as air conditioning. The project is expected to be completed
over a 16-month period and will require a phasing plan. In 2025-26 there was an upgrade to the electrical
supply system, which included the installation of a 1200 amp service, to support the improved HVAC.
PROPOSED PROJECT SERVICES
The Town requires the services of a qualified professional engineering firm, experienced in similar projects to
provide complete design services, primarily electrical, mechanical and structural engineering, including the
development of bid documents, (plans and specifications). In addition, periodic reviews of project progress will
be required to ensure compliance with project plans. Assisting the project manager in contractor review and
related administrative requirements. The following list comprises the minimum responsibilities of the Design
Professional:
1. Identify and confirm project objectives with the Building Committee, including annual operating costs.
2. Provide general project-related advice.
3. 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 Building Committee.
4. Identify matters critical to project progress, schedule and budget or of urgent need and report these
promptly to the Project Manager.
5. Work with the project manager to ensure compliance with projective objectives
6. Assist the project manager at key meetings and, as needed, submitting agenda items
7. Provide quality assurance/quality control procedures, assisting in evaluating contractor payment
requests/invoices, providing monthly reporting, and facilitating issue resolution.
8. Provide oversight and assist in the securing of jurisdictional approvals and permits from any federal,
state and local authorities having jurisdiction over the Project.
9. Provide oversight of the State plan review process prior to bidding as needed per OSCG&R
10. Participate in regularly scheduled on-site construction meetings and distribute meeting notes. Perform
site visits to inspect progress and quality of work.
11. Review Change Orders and related Project Change Order Directives from the Contractor.
12. Assist Town Building Department and local Fire Marshal 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.
13. The project engineer will develop the punch list for project closeout, must ensure that all punch list
items are completed.
14. The design professional will ensure that all warranty work has been done.
INSURANCE REQUIREMENTS

Independent Contractor
(Major projects or engagements)
Commercial $1,000,000 per occurrence/
General $2,000,000 aggregate bodily injury/property damage
Liability $1,000,000 Personal and Advertising Injury
$2,000,000 Products-Completed operations aggregate
The CGL policy must include coverage for:
liability from premises and operations.
liability from products or completed operations.
liability from actions of independent contractors.
liability assumed by contract.
Conditions All coverage provided to the Town of Westbrook under this section must be
primary and non-contributory with any other insurance available to the Town of
Westbrook. the Town of Westbrook must be specifically named as "additional
insured" on your CGL policy with ISO form CG 20 10 or CG 20 26 or equivalent
acceptable to the Town of Westbrook. the Town of Westbrook must also be named
as "additional insured" for Products/Completed Operations on your CGL policy with
form CG 20 37 or equivalent acceptable to the Town of Westbrook.
Any Aggregate limit must apply per job/project.
Products/completed operations must be carried for 2 years after completion of
job/acceptance by owner.
Automobile $1,000,000 each accident
Liability $2,000,000 aggregate
for bodily injury/property damage, including hired owned &non-owned vehicles.
Limits carried must be sufficient to satisfy required underlying limits for the
umbrella policy (see below).
Umbrella $5,000,000
Liability Limits must be excess over underlying limits described above. All coverage provided
to the Town of Westbrook under this section must be at least as broad as that found
in the underlying policies, and must be primary and non-contributory with any
other insurance available to the Town of Westbrook.
Workers' Liability meeting statutory limits mandated by the state and Federal laws with
Compensation minimum limits of:
$500,000 each accident for bodily injury by accident
$500,000 each employee for bodily injury by disease
$500,000 policy limit for bodily injury by disease
Limits carried must be sufficient to satisfy required underlying limits for the
umbrella policy (see below).
Employers $500,000
Liability each accident

Limits carried must be sufficient to satisfy required underlying limits for the
umbrella policy (see below).
Professional $2,000,000 per occurrence/ $5,000,000 aggregate.
Liability Maximum deductible $100,000.
Extended reporting period for (6) years following termination of this agreement.
QUALIFICATION REQUIREMENTS FOR RESPONDENTS
The Town of Westbrook will accept qualifications and proposals from firms experienced in school
construction design services as they relate to electrical and mechanical projects. In order to be considered for
design services work pursuant to this request, firms must also include the following items in their submission:
A Proposed Scope of Work.
The qualifications and experience (on similar projects) of any personnel that are to be assigned to the
project team.
At least 2 school projects completed within the last 3 years
The ability to provide specified services within the proposed project schedule and budgets
The firm's awareness of potential projects issues, opportunities and constraints.
Quality and performance of past services.
Hourly fees and expense schedule.
Professional references.
A fee proposal corresponding to the scope of work stated.
All respondents should provide one (1) hard copy of their proposals and one (1) electronic copy which
should be submitted in a sealed envelope, clearly marked "BID DOCUMENT - RFQ/RFP "Design
Services High School HVAC Project" on the outside of the envelope, to: Town of Westbrook, Kristina
Martineau, Superintendent of Schools, 158 McVeagh Road Westbrook, CT 06498 by 10:00 a.m. on July
15, 2026 at which time proposals shall be opened and read aloud publicly. Emailed or faxed bids will
not be accepted.
All questions about the proposals should be directed to, Roger LaFleur by e-mail at Pmrlafleur@yahoo.com
and Jeff Tindall jtindall@westbrookctschools.org no later than 3:00 p.m. on July 10, 2026. The Town of
Westbrook will award this contract to a qualified Design Professional based on the overall ranking of the firm
by the building committee and the fairness and reasonableness of the proposed fee. All proposals will be
subject to review by the Town's building committee and Interviews may be required.
The Town of Westbrook reserves the right to reject any or all proposals, to negotiate with any or all companies
submitting qualifications, and to enter into an agreement with any company for any services mentioned in this
RFP if it is deemed to be in the best interest of the Town. Proposals may not be withdrawn for sixty (60) days
from the proposal due date. Proposals will be evaluated by Town of Westbrook , who reserves the right to
reject any or all proposals received. The Town of Westbrook also reserves the right to exercise its discretion
and be the sole judge of the proposal. The following will serve as the basic criteria for the selection of the
consultant eventually selected.
Understanding of the work required by the Town as evidenced by the proposal and the ability of the
engineer to commence work in a timely manner. Completeness of proposal will be critical.
The qualifications of the company.

The scope of the services offered.
Completeness and responsiveness to the requirements of the RFP.
Experience of the individual and/or team that will be assigned to this project.
Experience in evaluating operations and making recommendations that are feasible.
Understanding of the project's objectives and scope as evidenced by the quality of the proposal
submitted.
Professional service and good value shall weigh heavily in the selection process.
Costs: Firm (s) may be asked to present and explain their proposals. If interviews are held, they will be
30-45 minutes long. Initial presentations will be limited to 10 minutes. The final 20-30 minutes will be reserved
for questions from the Selection Committee and subsequent discussion.
The key person to be assigned to this project must be present at this interview. The Town reserves the
right to waive non-material deficiencies in any proposal.
Addendums to RFP : In the event it becomes necessary to revise any part of the RFP, an addendum will be
provided to all prospective firms submitting proposals.
Incurring Costs : The Town is not liable for any cost incurred by the Firms prior to the issuance of a contract
and purchase order.
Ownership of Proposals : All proposals in response to the RFP are to be the sole property of the Town.
The selected firm must meet all municipal, state and federal AA and EEO practices and requirements.
MBEs/WBEs/SBEs are encouraged to apply.
CONFIDENTIALITY: The Town of Westbrook is subject to the requirements of the Freedom of Information Act.
If a respondent believes the information contained in its proposal should be treated as confidential, that
material shall be clearly marked. The Town of Westbrook shall endeavor to protect confidential materials from
disclosure to non-Town employees or contractors to the extent required by State or Federal law. Any
proprietary information submitted for review should be submitted in a separate sealed envelope plainly
marked as proprietary information. The Town of Westbrook will disclose this information only to those
involved in the selection process. In no event will the Town be responsible for the inadvertent disclosure of a
response to this RFP. All information and material returned with proposals shall become part of any contract,
which results from this proposal.