Project Information

Bid Title

Bid # 26 007 BOE HES East House Boiler Replacement

Issuing Agency

Weston Public Schools

Location

Connecticut

Published Date

Mar 25, 2026

Closing Date

Apr 24, 2026

Government Level

State & Local

Status

Closed

Ref. #

Bid # 26 007

Original Source

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Bid Documents

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Project Description

Bid # 26 007 BOE HES East House Boiler Replacement

Proposals due: April 24, 2026 at 11:00am

Mandatory Walk-Thru: April 8, 2026 at 12:00pm, in the Business Office, Central Office Annex, 24 School Rd

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Weston Board of Education

REQUEST FOR PROPOSAL

FOR

BID # 26-007 BOE

Hurlbutt Elementary School East House Steam Boiler

Replacement

3/25/26

Proposals due: April 24, 2026 at 11:00am

Mandatory Walk-Thru: April 8, 2026 at 12:00pm, in the Business

Office, Central Office Annex, 24 School Rd.

Business Office

Central Office

Weston Board of Education

24 School Road

Weston, CT. 06883

WESTON BOARD OF EDUCATION

INSTRUCTIONS TO BIDDERS

1. INTRODUCTION

The Weston Board of Education (the “Board”) is inviting qualified proposers to submit

bids for replacing two steam boilers and one feed tank serving the Hurlbutt Elementary

School’s East House. The services are described in more detail in Section 4 of these

Instructions to Bidders (the “Instructions”).

This opportunity has been publicly advertised through the Invitation to Bid attached as

Exhibit A. The contract will be awarded to the Bidder determined and selected by the

Board in the manner described in Section 7 of these Instructions.

The Board reserves the right to amend or withdraw this Request for Proposals

(RFP) for any reason, to accept or reject any or all bids, to waive any informalities

or non-material deficiencies in any bid submission, to award or not award a

contract in connection with this RFP, and to award a contract/purchase order to the

bidder as deemed by the BOARD to be in the best interest of the Board. The Weston

Board of Education shall be under no obligation to accept the lowest financial bid if

it is deemed in the best interest of the school system.

The Board may make such investigations as it deems necessary to determine the ability of

a Bidder to perform the work. The Bidder shall furnish all information and data for this

purpose as the Board may request. The Board reserves the right to reject any bid if

evidence submitted by the Bidder or investigation of the Bidder fails to satisfy the Board

that the Bidder is properly qualified to carry out the obligations of a contract resulting

from this bid. Bidder is also requested to provide an audited statement of the financial

conditions of the company.

2. SCHEDULE

2.01 A mandatory walkthrough of the work areas shall take place at 12:00 pm on April

8. Any Bidder that fails to attend the walkthrough will be disqualified and any Bid

submitted by such Bidder will be rejected and returned to the Bidder.

2.02 All Requests for Information must be sent to Andrew Galli at

andrewgalli@westonps.org by 2:00pm on 4/15. Requests for Information and the

BOARD’s responses thereto will be posted as addenda on www.westonps.org

2.03 Bids must be submitted no later than 11:00 AM on April 24 (the “Bid Deadline”)

at which time the BOARD will open the bids publicly.

2.04 The Board intends to award the Contract soon after April 24.

3. CONTENTS OF BIDS

3.01 Bids must include the following:

-

Completed and fully executed Bid Form attached hereto as Exhibit C. The

Bid Form must be executed by a duly authorized representative of the

Bidder having legal authority to contract on behalf of the Bidder.

-

The information and documents listed on Exhibit D.

-

A bid bond in the amount of 10% of the base bid price proposed by all

bidders shall be in one of the following forms showing “Weston

Public Schools” as payee: certified check, cashier’s check, personal

money order, letter of credit or bid bond

- The winning bidder will be responsible for providing a performance bond

for the full amount of the project once awarded.

3.02 Please note the Selection Process described in Section 7 of these Instructions.

3.03 The Board is tax exempt. The sales or use tax on materials or supplies exempted

by regulations of the Connecticut Department of Revenue Services shall not be

included as part of a bid price proposed by the Bidder for the Project (the “Bid

Price”).

3.04 The term “Bid Documents” shall mean and include these Instructions to Bidders

and all exhibits and schedules attached hereto and such other documents and

information as may otherwise be incorporated herein by reference.

4. SCOPE OF THE WORK

4.01 The scope of the work for the Project is described on Exhibit B (the “Work”).

5. ADDENDA/INTERPRETATIONS/RFIS/SUBSTITUTIONS

5.01 Interpretations/Requests for Information

-

Bidders requiring information regarding, clarification or interpretation of

the Bid Documents shall make a written request to the Board by email to

Andrew Galli at andrewgalli@westonps.org. Responses to such requests

shall be provided by the Board by way of Addenda, posted on the Board’s

website.

5.02 Substitutions

-

The materials, products and equipment described in the Bid Documents

establish a standard of required function, dimension, appearance and

quality to be met by any proposed substitution.

-

Requests for substitutions shall be made to the Board by email to Andrew

Galli at andrewgalli@westonps.org and shall include the name of the

material or equipment for which it is to be substituted and a complete

description of the proposed substitution including drawings, performance

and test data, and other information necessary for an evaluation. A

statement setting forth changes in other materials, equipment or other

portions of the Work, including changes in the work of other contracts that

incorporation of the proposed substitution would require, shall be

included. The burden of proof of the merit of the proposed substitution is

upon the Bidder. The Board will provide notice of any approved

substitutions by way of Addenda.

5.03 Addenda

-

Addenda will be posted on the Board’s website: www.westonps.org

-

Interpretations or changes to, or corrections of, the Bid Documents, or

substitutions made in any manner other than by way of an Addendum will

not be binding, will be of no force and effect and Bidders shall not rely

upon them.

6. DELIVERY OF BIDS

6.01 Bids must be delivered by mail in sealed envelopes clearly marked with the name

and address of the Bidder and the words “Response to RFP 26-007 BOE,

Hurlbutt Elementary School East House Steam Boiler Replacement” to

Business office, Central Office, Weston Board of Education, 24 School Road,

Weston, CT. 06883. The Board has no responsibility for any delays caused by the

delivery process chosen by the Bidder.

6.02 Bids must contain the items described in Section 3 of these Instructions.

7. SELECTION PROCESS

7.01 Bids will be opened on April 24 at 11:00am.

7.02 The Board will be responsible for evaluating the bids and for the selection of the

Contract awardee. The award shall be made to the bidder whose bid meets the

requirements, terms and conditions contained in the bid specifications and is the

lowest among those bidders possessing the skill, ability and integrity necessary

for faithful performance of the Work based on objective criteria considering past

performance and financial responsibility (the “Lowest Responsible Qualified

Bidder”)

In determining the Lowest Responsible Qualified Bidder, the following criteria

will be considered as applicable:

- The ability and capacity of the bidder to perform the Work based on an

evaluation of the character, integrity, reputation and experience of the bidder.

Consideration shall be given to previous work performed by the Bidder for the

Board or for other government agencies, including the quality and degree of

satisfaction with the work performed.

- The financial resources of the Bidder and the Bidder’s ability to secure any

required bonds and/or insurance.

- Compliance by the Bidder with all applicable federal, state, and local laws,

including any licensing requirements.

- Delivery or completion time.

- Cost

- Involvement in litigation.

The Board will award the Contract to the Bidder the Board believes to offer the

best combination of price and quality. The Board is not required to award the

Contract to the Bidder submitting the lowest Bid Price and this selection

process may result in the award of the Contract to other than the lowest

Bidder if determined by the Board to be in the best interests of the school

system. The Board also reserves the right to award the project to more than

one bidder.

7.03 Any Bid not including the attendant submissions required hereunder shall be

considered unresponsive and may be rejected by the Board.

7.04 The Board also reserves the right to negotiate further with one or more of the

firms as to any features of their Bids and to accept modifications and

clarifications of the Bid when such action will be in the best interests of the

school.

7.05 Bidders whose Bids are deemed unacceptable will be notified promptly.

8. THE CONTRACT

8.01 The Board intends to use, and the successful Bidder will be required to execute

and deliver, a contract/purchase order in a form acceptable to the Board.

Notwithstanding the foregoing, the Board reserves the right to modify the contract

prior to its execution.

8.02 A bid bond in the amount of 10% of the base bid price proposed by all bidders

shall be in one of the following forms showing “Weston Public Schools” as

payee: certified check, cashier’s check, personal money order, letter of credit or

bid bond

9. INSURANCE REQUIREMENTS

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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