ES Water Heater Replacement

Water Heater Replacement at Somers Elementary School
Town of Somers & Somers Public Schools
Request for Proposal for Professional Services
RFP Issue Date: J une 22, 2026
Sealed proposals are Due no later than July 20, 2026 at 2:00 p.m.
A total of five (5) original copies and one digital copy (thumb drive) of each proposal must be
received at the following location on or before 2:00 p.m. July 20, 2026.
Response shall be submitted to:
Ms. Stephanie Levin
Director of Business Services
Somers Public Schools
1 Vision Boulevard
Somers, CT 06071
The Town of Somers will be accepting proposals from qualified individuals or firms to provide a
turnkey replacement of two existing water heaters and associated appurtenances at the Somers
Elementary School in Somers, CT. Interested individuals and firms should obtain the complete
RFP and related information from the Board of Education website at: www.somers.k12.ct.us .
LATE PROPOSALS WILL NOT BE CONSIDERED.
An Affirmative Action/Equal Opportunity Employer. Minority/Women /Disadvantaged Business
Enterprises are encouraged to bid.

TABLE OF CONTENTS
Page No.
Section I General Information 3
Section II Considerations and Restrictions 3
Scope of Work 4
Project Submittals 6
Term of Service/Time for Completion 7
Project Coordination 7
Section III Submission of Proposal 7
Minimum Requirements 7
Site Inspection 8
Proposal Instructions 8
Evaluation Criteria 10
Selection Process 11
Timeline 11
Form of Contract 11
Insurance Requirements 12
Indemnification 13
Attachments
Attachment A - Selected Plan Pages 14
Attachment B - Town of Somers Response Page 15
Attachment C - Statement of Non-Collusion 17
Attachment D - Drawings and Related Documents 18
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SECTION I - GENERAL INFORMATION
Background - The Somers Board of Education has identified a need for replacement water
heaters at Somers Elementary School. Currently the elementary school has heat exchangers
that are actively leaking.
General Intent - It is the general intent of the Town of Somers to retain a qualified Mechanical
Contractor to provide a turnkey replacement of the two water heaters and associated
appurtenances at Somers Elementary School. The Proposal shall include provision of the two
new water heaters and all demolition and new construction work identified in the drawings and
scope of work and shall comply with Terms and Conditions and other documents provided by
the Town of Somers. It is expected that the selected firm's scope will include all necessary work
through occupancy and project closeout.
The Town reserves the right to contract with more than one contractor for these services.
In general, this Request for Proposal (RFP) seeks to replace the water heaters, piping and other
equipment as follows:
Abandon existing domestic hot water boilers, heat exchangers and heat exchanger pumps.
Remove master thermostatic mixing valves, domestic hot water circulation pump and
associated piping, valves and controls.
Provide new two oil-fired water heaters, new thermostatic mixing valve, expansion tank and
new recirculation pumps and associated piping, valves, thermometers and controls.
Provide new combustion air fan, ductwork and associated wiring to integrate operation of
fans with water heater burner operation.
Provide new water heater breeching and connection to existing boiler breeching.
Provide electrical work as required.
Provide general trades work as required (i.e. concrete pad).
Additional specific scope of work information and specifications follow in this RFP and the
accompanying drawings.
SECTION II - CONSIDERATIONS AND RESTRICTIONS
The Contractor will enter into an agreement with the Town of Somers for all work including
mechanical HVAC work, supporting electrical work, and any general trades work identified in the
Scope of Work. The Contractor will be responsible for the complete execution of all work
indicated in this RFP and in accordance with the Specifications. All subcontractors (insulators,
electricians, etc.) shall be under the control of the Contractor.
Within this RFP and other Contract Documents, where the term "Contractor" is used, it shall
mean the Contractor submitting the Proposal and providing the overall execution, coordination
and management of the Project.
Within this RFP and other Contract Documents, where the term "Owner's Engineering
Consultant" is used, it shall mean the Owner's consultants preparing this RFP, the Drawings and
the Specifications and providing consultation and review services throughout the Project to
completion.
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Within this RFP where the term "Owner" is used, it shall mean the agents and staff of the Town
of Somers and the Somers Public Schools and/or their separately contracted vendors,
subcontractors or agents.
Schedule of installation of systems during non-school hours and the use of multiple
contracts/contractors.
The successful respondent shall ensure the building and systems will comply with all applicable
codes.
All drawings, reports, data, and other documents prepared by the Contractor according to this
Agreement shall be submitted to the Owner for its review and approval. Resulting work products
of the Contractor pursuant to this solicitation shall become property of the Town of Somers.
No such approval shall in any way be construed to relieve the Contractor of responsibility for
technical adequacy or operate as a waiver of any of the Town's rights under this Agreement.
The Contractor shall remain liable to the Town according to applicable laws and practices for all
damages to the Town caused by the Contractor's negligent performance of any of the services
furnished under this Agreement.
The Contractor shall conduct regular meetings with the project team, at a location established
by the Town to review progress. The Contractor will provide written notes of each meeting to all
attending parties before the next meeting. The Contractor will be responsible to attend public
meetings associated with this project.
Consideration will be given to the type of building and delivery system proposed, the associated
cost, and the impacts of construction, and sustainability and energy efficiency.
All Contractors bidding on this RFP shall be Mechanical Contractors firms regularly engaged in
the construction, installation and servicing of Boilers and Heating systems.
The Town shall not be obligated to accept any proposal and the Town shall reserve the
sole right to determine the appropriateness of any proposal for this work.
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SCOPE OF WORK
Scope of Work is indicated in the Project Drawings and Specifications. Following is a brief
Summary of the Work and includes, but is not limited to:
A. Provide shop drawing submittals of proposed water heaters, pumps, valves and controls
and other items indicated in the specifications for engineer's and Owner's acceptance.
B. Disconnect existing electric power and controls and make it safe for unit removal.
Prepare electrical for new pumps and controls.
C. Isolate and abandon existing hot water boilers and domestic hot water heat exchangers.
D. Remove existing domestic water piping, mixing valves and pump . There is an exterior
areaway with doors into the boiler room from outside.
E. Clean the boiler room. Prepare the space, housekeeping pads, and other areas to
accept the new equipment and work.
F. Deliver, rig and install new water heaters, pumps, accessories and equipment.
G. Provide new domestic hot water piping, valves, trim, insulation and accessories as
indicated.
H. Provide new water heater breeching.
I. Provide new fuel oil piping to new water heaters.
J. Provide power to new water heaters, combustion air fan and pumps and reconfigure
power to other items indicated.
K. Start up system, test and place into operation. Coordinate startup with Town of Somers
and/or Somers Public Schools maintenance personnel.
L. Make provisions to protect the work area, access route, the site and building conditions
from damage and repair/restore to original condition if damaged during work. Provide
suitable floor coverings in work and traffic areas.
M. Refer to drawings, specifications and drawing notes for additional scope of work items.
W ORK B Y O THERS :
A. The Owner will test the boiler room piping, equipment and other areas for asbestos
and/or other hazardous materials. If abatement work or activities arise from positive
tests, the Town of Somers will make arrangements and contract the abatement work
separately.
B. The Owner will remove all loose equipment and stored materials in the boiler room.
D R AWINGS / R ELATED D OCUMENTS
A. The following drawings prepared by RZ Design Associates, a GM2 Company, dated
6/4/2026 are the Contract Documents as well as this RFP and other Documents
provided to Bidders by the Town of Somers.
D1.1 B O ILER R OOM D E MOLITION P ARTIAL P L AN AND S C HEMATIC
1.1 B O ILER R OOM C O NSTRUCTION P ARTIAL P LAN AND S CHEMATIC
2.1 M E CHANICAL S P ECIFICATIONS
2.2 E L ECTRICAL S PECIFICATIONS
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D E SIGN C R ITERIA - G E NERAL
A. The Codes and Standards listed below shall apply to all mechanical and electrical work.
2022 Connecticut State Building Code
2022 Connecticut Fire Safety Code
2021 International Building Code
2021 International Mechanical Code
2020 National Electrical Code
NOTE: The codes and standards listed above are subject to change as the State of
Connecticut assigns from time to time. Those listed above are applicable on the date of this
RFP. The Contractor shall at all times, work in accordance with the most current applicable
versions and editions as may be in effect at the time of permit application and procurement.
B. The Contractor shall clean up the project site daily, recognizing that the School might be
open or have nearby activities during construction. No materials, equipment tools or
demolition debris shall be left in the open or outside.
C. The Contractor shall provide their own dumpsters as required, located where acceptable
to the Building Department and Fire Marshal's Office.
D. The Contractor shall take precautions to prevent damage to the existing building,
furnishings and site and make reparations whenever damage occurs at no cost to the
Owner.
PROJECT SUBMITTALS
Proposals shall demonstrate that the firm has the resources and capabilities necessary to meet
all project requirements. Firms will be responsible for budget and construction costs estimates
including escalation, architectural/engineering fees, contingency, administrative costs, and grant
reimbursement assistance for each type of system considered in the time frame required. This
shall include sub-consultants, estimators and other resources as proposed.
A proposed schedule, including milestones and critical path tasks shall be included in the
proposal.
The respondent shall be expected to be present at meetings which may need to be conducted
with user groups, either at the Town or Board of Education offices, on site, or elsewhere.
Specifics will be identified prior to start of work in conjunction with the Respondent.
TERM OF SERVICE / TIME FOR COMPLETION
The School will be open during the construction period. Coordinate working hours, access,
parking and logistics with Somers Public School staff.
Domestic hot water will be required for the custodial and maintenance staff throughout the
project. Coordinate work related to domestic hot water to minimize shutdown time and maintain
DHW service as much as possible.
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Coordinate the proposed work schedule with the Owner's Representatives to determine the
most advantageous time to perform all work. Normal working hours are anticipated.
Work on the project will commence immediately upon execution of the Contract. The contractor
shall proceed expeditiously with adequate forces and ample supply of materials and equipment
to assure completion of the project prior to October 1, 2026.
PROJECT COORDINATION
The Owner has retained the services of an Engineer (Owner's Engineering Consultant) for the
purpose of establishing the project RFP and Specifications and to review the proposals and the
work of the mechanical contractors. The Contractor's proposals and the performance and
quality of work shall remain the responsibility of the Contractor. The Owner's Engineering
Consultant is RZ Design Associates, a GM2 Company (RZDA/GM2).
The contractor shall agree to the review comments and terms of the Owner's Engineering
Consultant in all matters relative to the equipment and material specifications and the
Consultant's review of equipment and materials submittals and review of work in progress.
Technical inquiries during bidding shall be directed to the Owner's Representative (Ross Bower)
at (860) 749-2270 or ross.bower@somers.k12.ct.us and Ken Hipsky at RZDA/GM2 at (860)
310-9827 or khipsky@rzdesignassociates.com .
SECTION III - SUBMISSION OF PROPOSAL
MINIMUM REQUIREMENTS
Include in the Proposal a description of the Systems, Manufacturers and Equipment intended to
be provided under the Contract.
Construction permits shall be taken for all trades. Permit fees will be waived by the Town and
Connecticut State sales tax shall not apply except the State of Connecticut Educational Fee of
$0.26/$1,000.
Contractors are required to visit the site prior to submitting a proposal in order to become
familiar with the existing facility, its conditions and to gain an understanding of the Project.
Pre-Bid walkthrough will be held on site on Wednesday, July 1, 2026 at 2:00 PM.
The written Proposals shall be received by the Owner by Monday, July 20, 2026 at 2:00 pm.
Submit Proposals to:
Stephanie Levin
Business Manager
Somers Public Schools
1 Vision Boulevard
Somers, CT 06071
Proposals received after the due date and time will not be accepted, nor will proposals be
accepted from bidders who have not attended a Pre-Bid Walkthrough.
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All Contractors bidding on this RFP shall be Mechanical Contractors firms regularly engaged in
the construction, installation and servicing of Heating systems.
Respondent shall be licensed by the State of Connecticut to perform the required work.
Respondent shall have an assigned project manager to oversee this work and act as liaison to
the Town. Respondent shall list all proposed staff.
Respondent shall demonstrate sufficient staff resources to perform the work within the required
time frame.
SITE INSPECTION
Pre-Bid walkthrough will be held on site on Wednesday, July 1, 2026 at 2:00 PM at the Somers
Elementary School, 4 Vision Blvd, Somers, CT 06071.
PROPOSAL INSTRUCTIONS
By submitting a proposal, Respondent represents that they have thoroughly examined and
become familiar with the Scope of Services outlined in this RFP and are capable of performing
the work to achieve the Town's objectives.
All firms are required to submit a clearly marked original and four (4) copies of their proposal
to Stephanie M. Levin, Director of Business Services, 1 Vision Blvd Somers, CT 06071 by the
date and time listed in the proposal response page. All proposals will be opened publicly and
recorded as received. Respondents may be present at the opening; however, there will be no
public reading of Proposals. Proposals received later than the time and date specified will not be
considered. The proposal must be submitted in a sealed envelope or package and the outside
shall be clearly marked with the firm's name and address as well as follows:
SEALED REQUEST FOR PROPOSAL PROFESSIONAL SERVICES PROCUREMENT
NOTICE WATER HEATER REPLACEMENT AT SOMERS ELEMENTARY SCHOOL
All respondents are required to submit the information detailed below. Responses shall be
organized and presented in the order listed below to assist the Town in reviewing and
rating proposals. Responses should be presented in appropriate detail to thoroughly respond
to the requirements and expected services described herein.
Table of Contents to include clear identification of the material provided by section and number.
A letter of transmittal indicating the firm's interest in providing the service and any other
information that would assist the Town in making a selection. This letter must be signed by a
person legally authorized to bind the firm to a contract.
Name, email address and telephone number of person(s) to be contacted for further information
or clarification.
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Copy of State of Connecticut license to perform the work required and involved if required.
Name and qualifications of assigned project manager and a list of staff members who would be
involved with the project, including their assigned roles and a description of their background
and experience.
A background statement including a description of relevant experience of the firm/individual
submitting the proposal.
Respondent shall provide a list of 3-5 references and examples of previous similar projects
successfully completed within the last five years with the contact name, address and telephone
number of the owners' representative in each project.
Schedule. Must be able to accommodate schedule, time is of the essence.
A concluding statement as to why the respondent is best qualified to meet the needs of the
Town.
Proposal Response Form ( A TTACHMENT B ). Description of any exceptions taken to this RFP.
If any proposal involves any exception from the stated requirements and specifications, they
must be clearly noted as exceptions and attached to the proposal.
Statement of Non-Collusion ( A TTACHMENT C ) .
Any technical questions regarding this RFP shall be made in writing and directed to Ross
Bower, Building Superintendent, 1 Vision Blvd Somers, CT 06071 or by email at
ross.bower@somers.k12.ct.us
For administrative questions concerning this proposal, please contact Stephanie M. Levin,
Director of Business Services, 1 Vision Blvd Somers, CT 06071 or by email at
stephanie.levin@somers.k12.ct.us
All questions, answers, and/or addenda, as applicable, will be posted on the Board of Education
website at: www.somers.k12.ct.us
It is the respondent's responsibility to check the website for addenda prior to submission
of any proposal. Any addenda will be posted on the website by July 13, 2026.
Note: Responses to requests for more specific contract information than is contained in the RFP
shall be limited to information that is available to all respondents and that is necessary to
complete this process. The request must be received at least five (5) business days prior to the
advertised response deadline.
Failure to include any of the above-referenced items in the submitted proposal may be
grounds for disqualifying said proposal.
EVALUATION CRITERIA
The Town of Somers shall select the responsible and responsive proposal which is determined
by the Town to be the best suited, most advantageous, and provides the best value to the Town
on the basis of the criteria included in this Request for Proposal. The Town expressly reserves
the right to negotiate with the selected Proposer prior to an award of any contract pursuant to
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this RFP. Best value shall be determined by consideration of some or all of the following factors
as deemed appropriate by the Town.
Accuracy, overall quality, thoroughness, and responsiveness to the Town's requirements as
summarized herein.
The qualifications and experience of the firm, the designated account representative, and other
key personnel to be assigned to the project.
Successful performance of similar work.
Technical Solution/Approach to Project: Types, capabilities, efficiency, applicability, efficient use
of space and resources.
Demonstrate ability to meet schedule.
The number, scope, and significance of conditions or exceptions attached or contained in the
proposal.
SELECTION PROCESS
This request for proposal does not commit the Town of Somers to award a contract or to pay
any costs incurred in the preparation of a proposal to this request. All proposals submitted in
response to this request become the property of the Town of Somers. The Town of Somers
reserves the right to accept or reject any or all proposals received as a result of this request, to
negotiate with the selected respondents, the right to extend the contract for an additional
services, or to cancel in part or in its entirety the request for proposal, and to waive any
informality if it is in the best interests of the Town to do so.
A Selection Committee, appointed by the Superintendent of Schools, will evaluate all proposals
received for completeness and the respondent's ability to meet all requirements as outlined in
this RFP. The Committee will then interview the specific firm(s) whose statements best meet all
criteria required. Upon completion of interviews, the Selection Committee will forward to the
Superintendent of Schools, a recommendation of contract award.
The awarded firm will be asked to submit a specific Scope of Services and associated fee
proposal. The Town shall review said proposals and negotiate an agreement based on those
discussions.
Additional technical information may be requested from any respondent for clarification
purposes, but in no way changes the original qualification statement submitted.
TIMELINE
The Town intends to adhere to the schedule listed below as closely as possible, but reserves
the right to modify the schedule in the best interest of the Town as required.
Publicize RFP June 22, 2026
Pre-Proposal Meeting July 1, 2026
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