REQUEST FOR QUALIFICATIONS (RFQ) OWNER’S PROJECT MANAGEMENT SERVICES
| Location: | Massachusetts |
|---|---|
| Posted: | Nov 20, 2025 |
| Due: | Dec 18, 2025 |
| Agency: | Town of Lincoln |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 20251120 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
20251120
|
| Bid Title: |
REQUEST FOR QUALIFICATIONS (RFQ) OWNER’S PROJECT MANAGEMENT SERVICES
|
| Category: | Lincoln Sudbury Regional High School |
| Status: | Open |
|
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
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Bid Due: 6/15/2026
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