Project Information

Bid Title

REQUEST FOR QUALIFICATIONS (RFQ) OWNER’S PROJECT MANAGEMENT SERVICES

Issuing Agency

Town of Lincoln

Location

Massachusetts

Published Date

Nov 20, 2025

Closing Date

Dec 18, 2025

Government Level

State & Local

Status

Closed

Ref. #

20251120

Original Source

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Bid Documents

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Project Description

Bid Number:	20251120
Bid Title:	REQUEST FOR QUALIFICATIONS (RFQ) OWNER’S PROJECT MANAGEMENT SERVICES
Category:	Lincoln Sudbury Regional High School
Status:	Open

Description: The Lincoln-Sudbury Regional School District, a Massachusetts public school district, is seeking a qualified “Owner’s Project Manager” as defined in Massachusetts General Laws Chapter 149, Section 44A½ and as further defined by the provisions of this RFQ, to provide Project Management Services for the roof restoration of the Lincoln-Sudbury Regional High School in Sudbury, Massachusetts. Commencement of the Project is subject to the approval of the Lincoln-Sudbury Regional School Committee and contingent on approval of voters in the Towns of Lincoln and Sudbury, Massachusetts. The estimated construction cost for the Project ranges from $1M to $3.5M, depending upon the solution that is agreed upon by the District. The Successful Responder shall provide services as an independent contractor. The Successful Responder and his/her/its employees will not be entitled to receive any benefits of employment with the Lincoln-Sudbury Regional School District, including, without limitation, salary, overtime, vacation pay, holiday pay, health insurance, life insurance, pension, or deferred compensation. Publication Date/Time: 11/20/2025 12:00 PM Closing Date/Time: 12/18/2025 12:00 PM Submittal Information: Susan Bottan, Interim Director of Finance and Operations, 390 Lincoln Road, Sudbury, MA 01776 Pre-bid Meeting: To be determined Contact Person: Susan Bottan, Interim Director of Finance and Operations 390 Lincoln Road, Sudbury MA 01776 978-443-9961, etc 2383 susan _bottan@lsrhs.net Qualifications: In order to be eligible for selection, each Respondent must certify in its cover letter that it meets the following minimum requirements. Any Response that fails to include such certification in its response, demonstrating that these criteria have been met, will be rejected without further consideration. Each Respondent must designate an individual who will serve as the Project Director. The Project Director shall be experienced in providing project management services for the repair or construction of public buildings in Massachusetts and must also meet the following minimum requirements: The Project Director shall be a person who is registered by the Commonwealth of Massachusetts as an architect or professional engineer and who has at least 5 years of experience in the construction and supervision of construction of public buildings: Or, If not registered as an architect or professional engineer, the Project Director must be a person who has at least 7 years of experience in the construction and supervision of construction of public buildings. Special Requirements: Respondents that intend to submit a response are prohibited from contacting any of the District’s staff other than the Business Center’s Interim Director of Finance and Operations. An exception to this rule applies to Respondents that currently do business with the District, but any contact made with persons other than the Interim Director of Finance and Operations must be limited to that business, and must not relate to this RFQ. In addition, such respondents shall not discuss this RFQ with any of the District’s consultants, legal counsel or other advisors. FAILURE TO OBSERVE THIS RULE MAY BE GROUNDS FOR DISQUALIFICATION. Related Documents: Lincoln-Sudbury Regional High School Roof Restoration Project RFQ for OPM

Attachment Preview

REQUEST

FOR QUALIFICATIONS (RFQ)

OWNER’S PROJECT MANAGEMENT SERVICES

Lincoln-Sudbury

Regional High School

ROOF RESTORATION

PROJECT

LINCOLN-SUDBURY REGIONAL SCHOOL DISTRICT

390 LINCOLN ROAD

SUDBURY, MASSACHUSETTS 01776-1409

REQUEST FOR QUALIFICATIONS FOR OWNER’S PROJECT

MANAGEMENT SERVICES

1. Introduction

The Lincoln-Sudbury Regional School District (the “District”), a Massachusetts public school district, is

seeking a qualified “Owner’s Project Manager” as defined in Massachusetts General Laws Chapter 149, Section

44A½ and as further defined by the provisions of this RFQ, to provide Project Management Services for the roof

restoration of the Lincoln-Sudbury Regional High School (“School”) in Sudbury, Massachusetts (the “Project”).

Commencement of the Project is subject to the approval of the Lincoln-Sudbury Regional School Committee

and contingent on approval of voters in the Towns of Lincoln and Sudbury, Massachusetts. The estimated

construction cost for the Project ranges from $1M to $3.5M, depending upon the solution that is agreed upon by

the District.

The Successful Responder shall provide services as an independent contractor. The Successful Responder and

his/her/its employees will not be entitled to receive any benefits of employment with the Lincoln-Sudbury

Regional School District, including, without limitation, salary, overtime, vacation pay, holiday pay, health

insurance, life insurance, pension, or deferred compensation.

Background

In November, 2023, based on the visual assessment conducted, it was determined that the existing EPDM roof is

approximately 19 years old and parts of the roof have reached the end of their useful service life, necessitating

some action to be taken. There are several conditions identified at the School that are contributing to the observed

moisture infiltration, including, but are not limited to the following:

Deteriorated EPDM roof system.

 Membrane wear due to age.

 Damage from wind borne objects.

 Inadequate roof drainage.

 Some drain covers are damaged or missing.

 Areas of wet insulation.

Roof connectors

 Poor slope to drain at connector roofs only.

 Ponding water on connector roofs.

 Low flashing height above roof permits capillary action and water penetration

 Areas of wet insulation.

 Skylights in fair condition.

 Some secondary element failures.

2. Project Description, Objectives and Scope of Services

Roof Restoration Project

The Scope of Services the District requires from the OPM will include but are not limited to the following:

Due Diligence:

 Review all reports and relevant documents.

 Provide comments and recommendations on project scope, schedule, budget, designer and contractor

procurement methods, and next steps.

 Attend meetings as required to assist the District and answer questions.

Design and Bid Document Preparation:

 Prepare RFP's for design proposals from qualified roofing/building enclosure specialists.

 Evaluate design proposals and recommend design contract award.

 Supervise the preparation of and review the accuracy and completeness of all bid documents.

Contractor Procurement, Construction Supervision, and Project Closeout:

 Assist the District in procuring competitive bids for the Project.

 Assist the District in negotiating and awarding the contract for construction.

 Advise and assist the District in achieving the Key Objectives a) through h) below.

In addition, the District will require the following Key Objectives from the OPM:

a) Remain on budget - The OPM's primary financial objective is to ensure the Project does not exceed the

approved budget. This involves producing a reliable, independent cost estimate and implementing

rigorous cost controls throughout the Project, including tracking all expenses and scrutinizing payment

applications and change order requests.

b) Complete on schedule - The OPM shall advise the Owner/District on reviewing and approving the

contractor’s proposed schedule for the work that includes all phases, from design through closeout. The

OPM must then monitor the progress of the work continuously, identify and address potential delays, and

ensure the contractors adhere to all scheduling milestones to minimize disruption to school

operations. Construction schedule is planned for late-June, 2026 through mid- August, 2026.

c) Ensure quality assurance - The OPM is the District's eyes and ears on the ground. The OPM is

responsible for implementing a thorough quality assurance process by regularly inspecting the work to

ensure the use of high-quality materials and compliance with industry standards, building codes, and

contract documents. This prevents costly defects, reworks, and premature roof failure.

d) Mitigate risk - The OPM shall proactively monitor all risks associated with the renovation. This includes

contractor strategies to mitigate risks related to safety, weather impacts, unforeseen conditions, and

potential disputes. Health and safety risks, especially concerning student and staff safety on an active

campus, are paramount.

e) Manage contractors and procurement -Acting as the District's representative, the OPM shall oversee

the entire contractor selection process, from reviewing the Design Professional’s bid specifications to

assisting the District in evaluating bids and negotiating contracts. During construction, the OPM must

monitor all design and construction contracts to ensure contractors comply with all terms and statutory

requirements, including prevailing wage laws.

f) Maintain transparent communication and reporting - The OPM must provide clear, concise, and

regular progress reports to the District, the Project's building committee, and other stakeholders.

Transparency is key to building trust and ensuring all parties are fully informed about the Project's status,

budget, and any challenges.

g) Coordinate project logistics -The OPM shall advise the District on coordinating all Project activities to

minimize disruption to the School. For a roof renovation, this involves scheduling work during school

breaks whenever possible, managing the storage and delivery of materials, and ensuring a safe and

organized construction site that keeps students and staff out of harm's way.

h) Facilitate project closeout - The OPM shall oversee all aspects of the project closeout to ensure a smooth

and complete transition. This includes, but is not limited to, final inspections, creating and tracking a

punch list of outstanding items, collecting all closeout documents and warranties, and certifying that the

Project has been fully and properly completed.

3. Submission Requirements

One original and three (3) bound copies shall be provided along with an electronic copy of the proposal in

PDF format. The total proposal should not exceed fifteen (15) pages in length, double sided (30 pages

maximum) excluding Attachments B, C and D.

Each proposal shall provide the following in strict compliance with this RFQ:

a) Cover Letter: Provide a summary of the proposal with descriptions of the firm, project team,

project understanding, etc.

b) Firm Profile: Provide a description of the experiences and history of the firm, including the

number of staff, and in-house services that can be provided. Provide a description of the current

workload and firm capability to perform the work.

c) Project Approach: Provide a thoughtful and detailed narrative on how the firm would approach

this project and assist the District in achieving their goals and executing a safe project.

d) Description of Project Team: Provide a graphic organization chart of the project team. Provide

all applicable professional registration numbers of the Project Team. Identify any outside

consultants that are included on the Project Team. Resumes of all key Project Team members

shall be provided and should not exceed two pages in length. Indicate the experience of each

Project Team member in roof repair/renovation/replacement, highlighting those projects

involving fluid applied polyurea or other restorative EPDM membrane coatings. Their

experience should also include being licensed installers of whatever final product is chosen

e) Relevant Project Experience: Relevant Project Experience: Provide descriptive project sheets

for no less than 5 and no more than 10 representative school or municipal roof restoration projects

for which the firm was the project manager or related role and were completed within the past ten

years. Each project sheet should include photo(s) of the completed project and cost including

change order amounts and percentages, and client / owner point of contact information.

f) Financial Statement: Provide evidence of the financial stability of the firm over the past three

years.

g) Required Forms: The following forms shall be completed, signed, and included in the proposal

(see Attachments B, C, D):

 Attachment B: OPM Application Form

 Attachment C: Required Certifications

 Attachment D: Rate Form

h) Attend a mandatory site walk -date to be determined.

All proposals must be unconditional and shall be deemed to be public record and will become the

property of the Lincoln-Sudbury Regional School District. The selected firm shall be expected to

comply with all applicable state and federal laws in the performance of services. The selection of

the successful firm shall be made without regard to race, color, sex, age, religion, political

affiliation, or national origin. Women and minority owned businesses are encouraged to apply.

Purchases of goods and services by the Lincoln-Sudbury Regional School District are exempt

from the payment of Federal and Massachusetts state taxes.

5. Minimum Requirements and Evaluation Criteria:

Minimum Requirements:

In order to be eligible for selection, each Respondent must certify in its cover letter that it meets the

following minimum requirements. Any Response that fails to include such certification in its response,

demonstrating that these criteria have been met, will be rejected without further consideration.

Each Respondent must designate an individual who will serve as the Project Director. The Project

Director shall be experienced in providing project management services for the repair or construction of

public buildings in Massachusetts and must also meet the following minimum requirements:



Or,

The Project Director shall be a person who is registered by the Commonwealth of Massachusetts

as an architect or professional engineer and who has at least 5 years of experience in the

construction and supervision of construction of public buildings:

 If not registered as an architect or professional engineer, the Project Director must be a person who

has at least 7 years of experience in the construction and supervision of construction of public

buildings.

Evaluation Criteria

In addition to the minimum requirements set forth above, all Respondents must demonstrate that they have

significant experience, knowledge and abilities with respect to public construction projects, particularly

involving the roof restoration projects for K-12 schools or similar-type public buildings in Massachusetts.

The District will evaluate Responses based on criteria that shall include, but not be limited to, the

following:

1) Past performance of the Respondent, if any, with regard to public- or private-funded school

projects across the Commonwealth, as evidenced by :

a) Documented performance on previous projects as set forth in Attachment B, including the

number of projects managed, project dollar value, number and percentage completed on

time, number and dollar value of change orders, and average number of projects per project

manager per year;

Request for Qualifications for Owner’s Project Management Services

5 | Page

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541618Other Management Consulting Services

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