Project Information

Bid Title

Polson Commissioning Agent Services

Issuing Agency

Madison town

Location

Connecticut

Published Date

Nov 3, 2025

Closing Date

Nov 25, 2025

Government Level

State & Local

Status

Closed

Ref. #

26-1126

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Number:	26-1126
Bid Title:	Polson Commissioning Agent Services
Category:	Madison Bid / RFP / RFQ Postings
Status:	Open

Description: 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 For security reasons, you must enable JavaScript to view this E-mail address. 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. Publication Date/Time: 11/3/2025 12:00 AM Closing Date/Time: 11/25/2025 12:00 PM Related Documents: Polson Commissioning RFP 26-1126 11-3-2025

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

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541350Building Inspection Services
• NAICS 541690Other Scientific and Technical Consulting Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.