Replace flooring with all new vinyl tile (VCT) throughout the building

Description: Caledonia Central Supervisory Union Request for Proposal (RFP) To: Replace flooring with all new vinyl tile (VCT) throughout the building RFP 2026 - 004 Issue Date: November 9, 2026 Location: Peacham School 340 Bayley-Hazen Rd. Peacham, VT. 05862 Section 1 - RFP Overview A. Company Description Caledonia Central Supervisory Union consists of five school districts: Caledonia Cooperative School District (Barnet, Walden, and Waterford Schools), Cabot School District, Danville School District, Peacham School District, and Twinfield Union School (Towns of Marshfield and Plainfield). The CCSU educates and nurtures approximately 1400 students across 7 schools. After school programs are also offered. Activities include sports from elementary to high school level, gifted and talented student competitions, homework and enrichment clubs, fine arts, orchestra & band, leadership organizations, and more. B. RFP Objectives 1. Based on the 2023 Bureau Veritas State report, the existing vinyl tile throughout the building was listed in "poor condition" and recommended to be replaced in 2023. The CCSU would like to solicit bids to replace the existing tile with Vinyl (VCT) tile throughout the building. C. General Conditions Consideration of Proposals Caledonia Central Supervisory Union reserves the right to reject any and all proposals; to accept portions of bids and alternates in any order or combination; is not obligated to accept the lowest bid, or any RFP; and may waive any informality or irregularity in submittal procedures. CCSU intends to award a contract to a qualified bidder, provided the RFP has been submitted in accordance with the RFP Document Requirements, and does not exceed the district's available funds. Proposal Binding Period Prices quoted in the vendor's response for all labor and materials will remain effective for a period of at least ninety (90) business days from the issuance date of the vendor's response. Labor rates remain in effect for the length of the project. Price Stability Contract prices and discounts shall be fixed at a not to exceed price at the time the contract is signed. In no case shall the price exceed the proposal price. Proposal Ownership All proposals shall remain the property of the Caledonia Central Supervisory Union. This RFP is not an offer to contract. Acceptance of a proposal neither commits the CCSU to award a contract to any supplier, even if all requirements stated in this RFP are met, nor limits our right to negotiate in our best interest. We reserve the right to contract with a supplier for reasons other than the lowest price. We will thoroughly examine each proposal for best price, product quality, performance measures, flexibility, and customer support. Proposals are to be made in good faith, without fraud, collusion, or connection of any kind with any other contractor for the same work. All bidders must complete in their own interest and on their own behalf. If you are subcontracting any portion of this agreement, you must identify the subcontractor in your proposal and agree that all subcontractors are bound to all terms and conditions of this RFP. The supplier will absorb all costs incurred in the preparation and presentation of the proposal. All suppliers who submit proposals will be notified of the results of the selection process. CCSU reserves the right to reject any or all proposals, in whole or in part, with or without cause, even if all the stated requirements are met. In addition, CCSU may enter into negotiations with one or more entities simultaneously and award a contract without notification. At the sole discretion of the CCSU, bidder presentations may be requested before award of the contract. The CCSU may also request the opportunity to conduct an on-site review of the supplier's facility and/or other locations where these services are provided, or a demonstration of the proposed technology. Proprietary Information All restrictions on the use of the data contained within a proposal and all confidential information must be clearly stated. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Vermont State Statutes(s). To the extent permitted by law, it is the intention of the CCSU to withhold the contents of the proposal from public view unless there is a reason for disclosure in the opinion of the District. At that time, all proposals will be available for review in accordance with the Vermont Open Records Law. Disqualification 1. Late Proposals that are received after the deadline date and time may be disqualified. 2. Proposals that are not responsive or which fail to comply with mandatory requirements of the RFP may be deemed non responsive and may be disqualified. Nonresponsive proposals shall include, but not be limited to, those that fail to address or meet any mandatory item and those submitted in insufficient numbers. The CCSU reserves the right to disqualify those responses that are submitted in an incorrect format. Collusion Collusion by two (2) or more contractors agreeing to act in a manner intended to avoid or frustrate fair and open competition is prohibited and shall be grounds for rejection or disqualification of a proposal or a contract. Debarred Bidders or Subcontractors A vendor who is currently subject to state or federal debarment order or determination shall not be considered for evaluation by the procurement team. Conflict of Interest A vendor may be disqualified on the basis of a real or apparent conflict of interest that is disclosed by the proposal or other data available to the District. Hold Harmless/Indemnification The Vendor shall assume the entire responsibility and liability for any and all damages to persons or property caused by or resulting from or arising out of any act or omission on the part of the Vendor, its subcontractors, agents, or employees under or in connection with this contract or the performance or failure to perform any work required by this contract. The Vendor shall hold harmless and indemnify the Caledonia Central Supervisory Union and its agents, volunteers, servants, employees and officers from and against any and all claims, losses or expenses, including but not limited to attorney's fees, which either or both of them may suffer, pay or incur as the result of claims or suits due to, arising out of or in connection with any and all such damage or injury, real or alleged resulting from any act or omission of the Vendor. The Vendor shall, upon written demand by the CCSU board of education, and/or its subsequent adjoining local district boards, assume and defend at the Vendor's sole expense any and all such suits or defense of claims. Information provided to Bidders The Vendor is deemed to have examined the website and Bid Documents and satisfied itself as to the sufficiency of the information provided and that its pricing summary covers the cost of complying with all of the requirements of the Bid documents and of all matters and things necessary for the due and proper performance and completion of professional services. Oral Contracts Any alleged oral contracts or arrangements made by a respondent with any employee of the Caledonia Supervisory Union will be superseded by the written contract. Amending or Canceling Requests The CCSU reserves the right to amend or cancel this RFP, at any time, if it is in the best interest of the supervisory union. Rejection for Default or Misrepresentation The Caledonia Central Supervisory Union reserves the right to reject the proposal of any vendor that is in default of any prior contract or for misrepresentation. The Caledonia Central Supervisory Union Clerical Errors in Awards The CCUS reserves the right to reject inaccurate awards resulting from clerical errors. Rejection of Qualified Proposals Proposals are subject to rejection in whole or in part if they limit or modify any of the terms and/or specifications of the RFP. Please note that sealed bids received after the above stated deadline may be rejected and considered disqualified, and no faxed bids will be accepted. Dispute Resolution Vendor disputes arising out of, or relating to, the contract must be submitted in writing to the Director of Finance and the Director of Facilities for the CCSU. The Director of Finance and the Director of Facilities will issue a decision within 10 business days. Vendors that wish to appeal the decision must do so by contacting the Superintendent within 5 business days of notification of the Director of Finance and the Director of Facilities. The Superintendent will issue a decision within 10 business days of receiving a written appeal of the Director of Finance and the Director of Facilities' decision. The decision of the Superintendent is final. Presentation of Supporting Evidence If requested, respondent(s) shall present evidence of experience, ability, and financial standing necessary to satisfactorily meet the requirements set forth in the RFP or those implied in the proposals. Consistency in Submissions The hard copy submission of the Proposal will prevail in the case of a discrepancy between the electronic and hard copy versions of the document. Changes to Proposals No additions or other changes to the original proposal will be allowed after submission. While changes are not permitted, clarification at the request of The Caledonia Central Supervisory Union may be required at the sole expense of the respondent. Sections II - Supplier Instructions A. RFP Schedule * Contractors wishing to submit proposals MUST be present for the walk through/site visit Activity Date/Time Request for Proposal Issued Monday November 9, 2026 Site visit to requested location* Wednesday, December 9, 2026 @ 1:00 PM Peacham School 340 Bayley-Hazen Rd. Peacham, VT. 05862 Questions to be emailed to Tommy Bricco: By Friday, December 11th 2026, by 2:00 PM thomas.bricco@ccsuvt.net Questions responded to By Tuesday, December 15th, by 2:00 PM Proposals emailed to thomas.bricco@ccsuvt.net, Friday, December 18th, by 2:00 PM or mailed to: Caledonia Central Supervisory A public bid opening will occur on Friday, Union, 10 Route 2 West, Danville, VT. 05828 December 18th at 2:30 PM at our Central Office Location - CCSU, 10 Route 2 West Danville, VT 05828 (All contractors submitting proposals are encouraged to attend). This schedule outlines the major activities that will occur in this bid process and the due dates. Any changes in deadlines will be communicated to all suppliers in writing. We reserve the right to disqualify any supplier who does not comply with these deadlines. Supplier Questions and RFP Addenda Questions regarding the content or schedule for the RFP must be submitted in writing by email to Tommy Bricco, Director of Facilities, thomas.bricco@ccsuvt.net. CCSU will issue answers to all supplier questions, as noted in the schedule. In the event that modifications or additions to the RFP become necessary, suppliers will be notified in writing. Section III. Proposal Content, Instructions & Evaluation Criteria Proposals should include: ● Estimated project timeline and milestones. ● Itemized pricing, including materials, labor, and any ongoing maintenance or support costs. ● Proof of appropriate licensure, insurance, and background check policies for staff. Proposals will be evaluated based on the following criteria: ● Quality and reliability of proposed products and systems. ● Cost effectiveness and long-term value. ● Project timeline and ability to meet deadlines. ● References and vendor reputation. Submission Instructions: All proposals must be submitted electronically in PDF format to: thomas.bricco@ccsuvt.net with the subject line: "RFP - Summer 2027 Peacham School Flooring Replacement" or mailed to: Caledonia Central Supervisory Union, 10 Route 2 West, Danville, VT. 05828 Late submissions will not be considered.