Project Information

Bid Title

State Street Elementary School Furniture Provider

Issuing Agency

Town of Westerly

Location

Rhode Island

Published Date

Dec 22, 2025

Closing Date

Jan 14, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-38

Original Source

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Bid Documents

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Project Description

Bid Number:	26-38
Bid Title:	State Street Elementary School Furniture Provider
Category:	Special Industries Equipment, Supplies and Accessories
Status:	Open

Publication Date/Time: 12/22/2025 3:15 PM Closing Date/Time: 1/14/2026 2:00 PM Related Documents: 26-38 ITB WPS State Street ES Furniture Provider

Attachment Preview

TOWN OF WESTERLY - WESTERLY PUBLIC SCHOOLS

INVITATION TO BID

STATE STREET ELEMENTARY SCHOOL – FURNITURE PROVIDER

INVITATION TO BID

ITB # 26-38

Sealed bids are being requested for Westerly Public Schools, State Street Elementary

School - Furniture Provider in accordance with all terms and specifications contained herein

will be received no later than 2:00 PM on January 14, 2026.

TERMS AND CONDITIONS

Bids shall be based on the Terms and Conditions as referenced in this Invitation to Bid.

BID DUE DATE/SUBMITTING INSTRUCTIONS

BIDS ARE DUE and MUST BE SUBMITTED on the required BID FORM, Attachment B, NO

LATER THAN 2:00 p.m., January 14, 2026. A Bid submitted on other than the required BID

FORM may be rejected. Envelopes containing bids must be sealed and addressed to the

undersigned, at the Purchasing Department, 2nd Floor office, Westerly Town Hall, 45 Broad St.,

Westerly, RI 02891 and must be clearly marked with the Name and Address of Bidder, Bid Due

Date and Time, and ITB Number and Title. Bidders must include one hard copy and a Digital copy

(on a Flash drive) of the Bid as defined in the Instruction to Bidders

BIDDER’S QUESTIONS

Questions regarding this solicitation must be emailed and received by the Purchasing Agent at

ecardillo@westerlyri.gov and copied to the Owner’s Project Manager at dreading@downesco.com

no later than 12:00 p.m. on January 6, 2026, in a Microsoft Word attachment with the

corresponding solicitation number. Questions, if any, and responses will be posted on the Town of

Westerly website at www.westerlyri.gov as an addendum to this solicitation.

BID DOCUMENTS

Invitation to Bid

Attachment B: Bid Form

Appendix C: Item Data Sheets

Appendix D: Library Shelving End Panel Sketches

Appendix E: Furniture Floor Plans

Appendix F: Long Lead Time Items List

Addenda

Bid documents are available at: https://downesconstruction.sharefile.com/d-

s76a81114e30740e9b8e0a3fc22401a6f

This school is currently under construction and walk throughs are available upon request.

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Any change or interpretation made as a result thereof will be published in an addendum and

posted on the BidNET e-procurement website at: https://www.bidnetdirect.com. Should a

proposer still not be satisfied, he may, in the proposal, set out and stipulate the exception, with

enough explanation to be understood and within the stipulation, the INCREASE or DECREASE in

the proposal price because of the exception shall be stated. The Town of Westerly/ Westerly

Public Schools may, at its discretion, accept or reject any or all exceptions.

The right is reserved, as the interest of the Town of Westerly/Westerly Public Schools may

require, to reject any or all proposals, to waive any technical defect or informality in proposals

received, and to accept or reject any proposal or portion thereof.

It is the Contractor’s responsibility to ensure that the submission is delivered by the time and at

the place described above. Submission received prior to the time of opening will be securely kept

unopened. No responsibility will attach to any officer or person for the premature opening of a

submission not properly addressed and identified. Any submission received after the time and

date specified shall not be considered even if it is determined by the Town of Westerly/Westerly

Public Schools that such non-arrival before the time set for opening was due solely to delay in the

mails for which the submitter is not responsible.

BIDDER CERTIFICATION and DISCLOSURE FORM

Bidders must include, complete, sign and submit a Bidder Certification Form with each bid

proposal. See APPENDIX A.

This solicitation is available at www.westerlyri.gov .

The Town of Westerly/Westerly Schools reserves the right to reject any/all bids, waive any

informalities in the bids received and to accept and award the bid to the lowest qualified bid

deemed most favorable to the interest of the Town/School.

The Town/School does not discriminate based on age, color, gender, national origin, race,

religion, sexual orientation, or disability in accordance with applicable laws and regulations.

Regards,

Eileen Cardillo

Purchasing/Risk Manager

Town of Westerly/ Westerly Public Schools

45 Broad Street

Westerly, RI 02891

Tel: (401) 348-2599

Email: ecardillo@westerlyri.gov

www.WesterlyRI.gov

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INTRODUCTION

SCOPE OF WORK

The Town of Westerly/Westerly Public Schools requests proposals to provide and install classroom, office,

and program furniture throughout the new State Street Elementary School. The new 2 story elementary

school is 48,000 square feet and will accommodate 300 students. The building is scheduled for substantial

completion by May 2026.

SCOPE OF SERVICES

1. The school furniture provider will assume the responsibility of ordering, storing, delivering, and

installing the furniture and equipment for classrooms, offices, and program spaces throughout the

new elementary school. The provider will also be responsible for means and methods and will be

required to work with the owner’s project manager and school personnel to ensure proper delivery

and installation.

2. The scope of work includes but is not limited to:

a. Provide submittals for all furniture and equipment items throughout the building as

outlined in the bid documents provided in the RFP package.

b. Sample furniture items will be required for voluntary alternates and/or substituted items

upon request.

c. Provide a single point of contact from the provider’s company who will be the lead on the

project through completion. This contact should be on site upon request and on a regular

basis.

d. Provide regular communication with the owner’s project manager about the status of the

delivery and installation.

e. Provide temporary protection during delivery to avoid damage to floors, walls, doorways,

and elevator cab.

f. Provide inspections and quality control of installation.

g. Provide insurance as required by the Town of Westerly, see this RFP for more information

on the required insurance.

h. Removal of all packing materials and debris from the school on a daily basis and dispose of

off site. The contractor’s and owner’s dumpsters are not to be used for disposal.

i. Final clean of all furniture and installation areas upon completion.

PROPOSAL SUBMITTALS

Each proposal submitted in response to this RFP must conform and be responsive to the requirements and

specifications set forth herein. Respondents must submit their bids in accordance with the requirements of

the Invitation to Bid.

Al responses must be submitted on the required bid form available for download from the link provided in

the RFP. Bidders must include Appendix F: Long Lead Time Items List with their response for any items that

would not be available for installation during the period indicated in the schedule below.

SCHEDULE

The approximate timeline for this scope of work is as follows:

Issue ITB

Deadline for questions

December 22, 2025

January 6, 2026 at 12:00 pm

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Responses due

Notice of award

Installation

January 14, 2026 at 2:00 pm

January 30, 2026

April 17 – May 15, 2026

INSTRUCTIONS TO BIDDERS

Bidders must submit pricing for all items on the bid form, partial bids will not be accepted.

Unit pricing is required with your bid submission and will be used to deduct or add to the item quantity, it

will not be used to calculate the total base bid price.

BID DOCUMENTS

Bid documents are available at the download link provided in the Invitation to Bid.

Specifications

The following Specifications, together with the Drawings and other related items of work as described

herein; further define the scope of work of this RFP:

Appendix C - Item Data Sheets – Combined Set for all Categories

Drawings

The following drawings from Appendix E - Furniture Plans, together with Appendix C - Item Data Sheets,

Appendix D - Library Shelving End Panel Sketches, and other related items of work as described herein;

further define the scope of work of this RFP:

DWG #

F1.01A

F1.01B

F1.02

Description

First Floor Furniture Plan – Area A

First Floor Furniture Plan – Area B

Second Floor Furniture Plan

Date

11/14/2025

11/14/2025

11/14/2025

BID FORM

All bidders are to use the required bid form for pricing. Note: the base bid must include items from the

basis of design.

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ATTACHMENT “C”

INSTRUCTIONS TO BIDDERS

PURCHASING DEPARTMENT

1. Submission of Bids

a. Envelopes containing bids must be sealed and addressed as indicated on the Invitation

to Bid and must be marked with the name and address of bidder, date and bid due time, and

name of bid, along with RFQ number.

b. The Purchasing Agent will decide when and if the specified time has arrived to open bids,

and no bid received thereafter will be considered. The Purchasing Agent reserves the right

to waive any informality in the bidding process.

c. Any bidder may withdraw his/her bid by written request at any time prior to the advertised

time for opening. Telephonic bids, amendments, or withdrawals will not be accepted.

d. Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal

of the bid after it has been opened.

e. Proposals received prior to the time of opening will be securely kept unopened. No

responsibility will attach to an officer or person for the premature opening of a proposal not

properly addressed and identified.

f. Any deviation from the Specifications must be noted in writing and attached as part of the

bid proposal. The Bidder shall indicate the item or part with the deviation and indicate how

the bid will deviate from Specifications.

2. Prices

Bidders shall state the proposed price in the manner as designated in the Bid Proposal Form.

If there is a discrepancy between the unit prices and the extended totals, the unit prices shall

govern. In the event, there is a discrepancy between the price written in words and written in

figures, the prices written in words shall govern.

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Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 337127Institutional Furniture Manufacturing
• NAICS 337214Office Furniture (except Wood) Manufacturing

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