2025.07 RFP Dunn County Judicial Center HVAC System Upgrades – Design-Build Project.pdf

Dunn County 2025.07 December 8, 2025

REQUEST FOR PROPOSALS

For

County of Dunn, Wisconsin

Administration Department, Purchasing

RFP #2025.07

Dunn County Judicial Center HVAC System Upgrades - Design-Build Project

Proposals must be received no later than

2:00pm Local Time, January 28, 2026

SPECIAL INSTRUCTIONS:

All proposals must be sealed and clearly marked “Proposal for Project #2025.07”

Mail or Deliver to:

Dunn County

Patty Isaacson - Administration Department 3001 US Highway 12 East, Suite 225 Menomonie, WI 54751

For further information regarding this proposal, contact Patty Isaacson at (715) 231-6403 or pisaacson@dunncountywi.gov.

Dunn County reserves the right to terminate the selection process at any time and reject any or all offers. The County shall not be liable for any pre-contract costs incurred by interested firms participating in the selection process.

Interested vendors must inform purchasing, prior to proposal submission deadline, if they have any pre-existing business relationship(s) with the County related to this project that may conflict with a potential contract award.

INTRODUCTION AND PURPOSE

1.1 Statement of Intent

Dunn County is requesting proposals from qualified design-build firms for the replacement and modernization of the HVAC system and associated controls at the Dunn County Judicial Center. The project will focus on geothermal energy efficiency, reliability, and lifecycle cost savings. No solar generation is included in this scope.

The County is seeking a single, qualified design-build entity responsible for providing comprehensive design, engineering, procurement, construction, commissioning, and warranty services for this critical infrastructure upgrade. The selected design-build team will provide a complete turnkey solution that includes adherence to Davis-Bacon Act, all required permits, testing, training, and documentation. The intent is to deliver a complete, fully functional, code-compliant HVAC system that enhances comfort, sustainability, and operational reliability within an active Judicial facility.

1.2 Subcontracting

Prior to the implementation of a subcontracted service, Dunn County shall approve any contracts, leases and costs. No right or duty in whole or in part of the proposer under this contract shall be assigned or delegated without the prior written consent of Dunn County.

1.3 Procuring and contracting agency

The Administration Department issues this RFP for Dunn County. The person responsible for managing the procurement process and sole point of contact for Dunn County during this RFP process is:

Patty Isaacson Administration Department Phone (715)231-6403 3001 US Highway 12 East, Suite 225 Email pisaacson@dunncountywi.gov Menomonie WI 54751

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP document prior to the submission of the proposal. RFP questions may be submitted until the date/time listed in Section 1.5 via fax, email, or mail (no phone or verbal questions will be accepted). The County is not responsible for the delivery or timeliness of the delivery of any questions submitted. It is the sole responsibility of the provider to ensure delivery of faxed and emailed messages.

If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency exists in the RFP, the proposer should immediately notify the purchasing manager of such error and request modification or clarification of the RFP document. In the event that it becomes necessary to provide a correction or clarification which revises any part of this RFP, a written amendment will be sent to all recipients of this RFP and posted if applicable. Questions to any person other than the contact listed above will not receive a response.

1.4 Pre-Proposal Conference/Tour

Interested proposers are invited to tour the project site. All proposers will tour the facility at the same time, so each proposer hears all questions and answers. Due to staffing and time constraints, no other site visits will be scheduled for this project. This site visit will be held at the Dunn County Judicial Center on December 18, 2025, at 10:00am local time. Meet in upper lobby of the Dunn County Judicial Center, 615 Stokke Parkway, Menomonie WI.

If you plan to attend the site visit, please email Patty Isaacson, no later than 4:00pm local time December 16, 2025, and indicate the number of individuals attending.

1.5 Calendar of events

Listed below is a schedule showing key dates related to this RFP. The actions with specific dates must be completed as indicated unless otherwise changed by Dunn County. In the event that Dunn County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP via the internet or email.

Date Event 12/8/2025 Post RFP 12/18/2025 @ 10:00am Site Showing – 10:00am local time 01/05/2026 Proposer Questions Due – 4:00pm local time 01/09/2026 DUNN COUNTY Responses released 01/28/2026 RFP Due Date – 2:00pm local time

1.6 Document opening

Proposals will be opened and the name of the respondent read at the time indicated. Details of each proposal, including proposed fees, shall not be announced at the time of opening. Such information shall be made public after an award has been made, and all negotiations are completed.

1.7 Contract term and funding

The Dunn County Manager shall administer any contract resulting from this RFP. The contract shall become effective on the date it is signed by both the County and the selected design-build contractor. It is expressly understood that the contract is subject to statutory procurement authorization and the availability of County funding.

The work under this contract is anticipated to begin on April 1, 2026, or as otherwise agreed upon by Dunn County and the contractor through the Notice to Proceed. The contract shall remain in effect through completion of all design, construction, commissioning, training, and close-out activities required for the Dunn County Judicial Center HVAC System Upgrades – Design-Build Project.

This contract is a single-project, design-build construction contract and is not intended as a renewable annual services agreement. Any modifications, amendments, or extensions must be approved in writing by Dunn County.

All prices proposed shall remain firm and not subject to increase throughout the duration of the contract unless formally approved through a County-authorized change order. The proposer shall certify that the pricing submitted to Dunn County is consistent with the pricing offered to other public-sector clients for comparable design-build HVAC projects.

All applicable County, State of Wisconsin, and federal requirements, certifications, and assurances referenced in this RFP shall be incorporated into the resulting contract.

1.8 Amendments to the contract

Amendments to the contract by adding or deleting specific services will be allowed to provide for services required or no longer required by Dunn County. All amendments, modifications or clarifications shall be in writing signed by the Proposer and Dunn County. No payment for services shall be made until an amendment, modification or clarification has been signed by both parties.

1.9 Proprietary data

Submittals and any other information submitted by Proposers in response to this RFP shall become the property of Dunn County. Proposers must clearly identify any proprietary information that the contractor does not want disclosed to the public. Each page of proprietary information must be clearly marked “CONFIDENTIAL”. Dunn County and its contract evaluators and negotiators may use data or information so identified in performing their duties. Disclosure of any proprietary information by Dunn County shall be in accordance with the laws and regulations regarding disclosure in force in the State of Wisconsin.

1.10 Responsibility of Dunn County

The Dunn County Facilities Department shall be the primary point of contact once a contract is executed and will serve as the liaison for Dunn County regarding all contract matters arising from this RFP. The designated County representative will be available during regular business hours to address questions, coordinate access to the Judicial Center, and assist with any project-related concerns from the design-build contractor.

Dunn County will provide additional background information, building data, or site access as reasonably required to support the preparation of proposals or execution of the project, provided such requests are submitted by the question due date specified in Section 1.5.

2 PREPARING AND SUBMITTING A PROPOSAL

2.1 General instructions

The evaluation and selection of Proposals will be based on the information submitted in response to the RFP plus information obtained from references. Incomplete submittals and those not meeting the format requirements will be evaluated only if deemed in the best interest of the County. The Proposer should respond with sufficient detail for Dunn County and its evaluators to clearly understand the proposal. The Proposer is expected to respond to all items in as much detail as necessary for Dunn County and its resources to make an objective evaluation of the RFP responses.

2.2 Incurring costs

Dunn County is not liable for any cost incurred by proposers in replying to this RFP. Dunn County reserves the right to accept or reject any or all proposals and to waive technicalities in any proposal or part thereof deemed to be in the best interest of Dunn County.

2.3 Proposal format

RFP submittals must be submitted in the format outlined in this document, referencing each respective section being addressed. Submittals will be evaluated solely on their responsiveness to the requirements of this procurement and not on information which a proposer includes but is not relevant to this RFP.

The response to the RFP shall be submitted in a three-ring or spiral-bound binder with sections tabbed as listed below.

Table of Contents Executive Summary Section I – Background, Experience and Qualifications Section II -- Technical Approach & Design Concept Section III – Schedule and Coordination Plan Section IV – Warranty, Commissioning, and Training Section V – Cost Proposal Appendix W-9

2.4 Table of contents

Each RFP shall include a table of contents properly indicating the section and page numbers of the information included. Pages shall be numbered consecutively from the beginning of the document to assist in finding relevant information.

2.5 Executive summary

Each RFP shall include a concise abstract one (1) page stating the proposer's overview of the project.

This should be used to summarize the scope of services that would be offered by your firm.

2.6 Proposers must submit proposals by date/time listed in Section 1.5

One (1) original UNBOUND copy of the complete proposal.

Three (3) BOUND copies of the complete proposal.

One (1) USB drive containing an electronic PDF version of the complete proposal; and One (1) original Cost Proposal (Submitted in a SEPARATE SEALED ENVELOPE).

All proposals shall be date/time stamped in by the Administration Department when received. Proposals not so stamped will not be accepted. Receipt of a proposal by another department in Dunn County does not constitute receipt of a proposal by the Administration Department of this RFP.

Dunn County will not accept electronic or faxed responses. Electronic and faxed responses will be rejected.

All proposals received in response to this request will become the property of Dunn County and will not be returned to the proposers.

2.7 Cost Proposal Must Be On All Items

Section 5 of this RFP contains the required cost proposal format. All proposals must include a total lump sum cost for the complete design-build project, as well as a detailed task-level cost breakdown identifying design services, equipment and materials, installation labor, controls integration, commissioning, training, and all other project components.

The total sum submitted shall represent the full cost to complete the Dunn County Judicial Center HVAC System Upgrades as specified. Proposers must ensure that all labor, materials, equipment, subcontractor costs, overhead, and other expenses are included.

2.8 Fixed Price Period

All prices, costs, terms, and conditions identified in the proposal shall remain firm, fixed, and valid for 120 days from the proposal’s due date. No price increases or adjustments will be permitted during this period.

Proposers must ensure that the prices submitted reflect all anticipated costs to complete the full scope of work.

2.9 All Costs Represented

The cost proposal form in Section 5 represents the full set of costs that will be considered during the evaluation and contract award process. Dunn County will not pay for any services, materials, or labor that are not itemized in the proposal. The County may reject proposals that omit required cost categories or fail to provide a complete and transparent breakdown of pricing.

2.10 Unanticipated Services

Dunn County reserves the right to negotiate with the awarded Proposer(s) reasonable fees for services unanticipated or not existing at the time of the awarding of the contract. Dunn County may, at its option, contract for them through an alternative process.

3 PROPOSAL SELECTION AND AWARD PROCESS

3.1 Proposal scoring

Proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements shall result in rejection of the proposal. In the event that all proposals do not meet one or more of the mandatory requirements, the evaluation committee reserves the right to continue evaluation of the proposals which most closely meet the mandatory requirements of the RFP.

The Proposer’s response to each of the requirements of this RFP shall be independently evaluated by each member of an evaluation committee, consisting of individuals who have been selected because of their special expertise and knowledge of the services that are the subject of this RFP. Proposers may not contact members of the evaluation committee at any time during this procurement process. The evaluation committee’s scoring will be tabulated by the purchasing manager, and proposals will be ranked based on their total scores. The cost portions of the proposals will remain sealed and unopened at this time.

Proposer’s response must demonstrate an understanding of all the requirements. This may be done by citing how the Proposer has met these requirements in other similar situations. Each proposal shall be evaluated in all areas listed in Section 3.3. Failure of a proposer to provide clear and accurate information within submitted documents may be reflected in the scoring of evaluators. Upon the request of the evaluation committee, the purchasing manager may initiate inquiries for the purpose of confirming or verifying proposal information already provided. The evaluation committee and its members will not contact any proposer except through the purchasing manager.

An interview process may be deemed necessary by the evaluation committee and may be scheduled with one or more proposers to clarify and explain information given in the written submission. Such interviews shall be scheduled at a time and in a manner agreeable to the proposer, so failure to accommodate or fulfill interview requests from the committee through the purchasing manager may result in rejection of a proposal.

3.2 Right to reject proposals and negotiate contract terms

Dunn County reserves the right to select the proposal deemed to best meet the requirements of the County, which may not be the lowest cost proposal. The evaluation committee reserves the right to reject all proposals at any time during the evaluation process.

The County may negotiate terms of contract with the selected Proposer based on the requirements in this RFP and the selected Proposer’s response thereto. Dunn County reserves the right to waive any irregularities and technicalities that are not germane to a Proposer’s ability to meet the requirements of the RFP.

3.3 Evaluation Criteria

The proposal will be evaluated according to the following criteria:

3.4 Final Evaluation, Award and Final Offers

Based on information obtained through any inquiries, reference checks, and the interview or presentation process (if conducted), the evaluation committee shall review its preliminary evaluations and may make adjustments to individual scores if additional information warrants revision. The Purchasing Manager shall update the scoring tabulation to reflect these adjustments, and the final technical rankings will be determined. Once all technical criteria have been fully evaluated and there are no further considerations pending, the Purchasing Manager will open the separately submitted cost proposals, apply the cost scoring, and tabulate the final overall scores.

Dunn County intends to award a contract to the proposer whose response best meets the requirements of this RFP and is deemed to be the most advantageous to the County based on the established evaluation criteria. The requirements outlined in this RFP reflect the operational needs, performance standards, and long-term objectives of Dunn County.

Dunn County may, at its discretion, request discussions or best-and-final offers (BAFOs) from one or more proposers if doing so is in the County’s best interest. The County reserves the right to reject any or

Section Name Percentage of Total

Background, Experience and Qualifications 20% Technical Approach & Design Concept 30% Schedule and Coordination Plan 15% Warranty, Commissioning, and Training 10% Cost Proposal 25% all proposals, waive informalities, and make an award in a manner determined to be in the best interest of Dunn County.

There is no financial obligation on the part of the County until a formal contract is executed. The contract shall become effective on the date of approval by Dunn County. The County shall not be responsible for any work performed, even in good faith, prior to the execution and approval of the contract. The selected proposer shall be considered the prime contractor and must designate a single point of contact for all contractual matters at the time the contract is executed.

3.5 Short-List: 75%

Firms that do not make this cut-off point (75%) are not short-listed. After other criteria have been evaluated, the costs are reviewed / evaluated and scored for those firms that make the Short List cut.

3.6 Notification of Intent to Award

All parties who respond to this RFP will be notified of Dunn County's intent to award the contract because of this RFP.

Vendor awarded the project will need to complete a Vendor Data Form and W9 located on the Dunn County website before payment can be processed. Vendor Data Form

4 SPECIFICATIONS

This RFP is for the delivery of comprehensive design-build services for the replacement and modernization of the HVAC and building controls systems at the Dunn County Judicial Center, located at 615 Stokke Parkway, Menomonie, WI 54751. Experience in providing large-scale mechanical, geothermal, air handling unit (AHU) replacement, and building automation system (BAS) integration services in occupied government facilities is mandatory. All services under this project will be awarded to one design-build contractor; however, the use of subcontractors for specialized mechanical, electrical, geothermal, or controls work is permitted, provided all subcontractors meet the qualifications identified in this RFP and are approved by Dunn County.

Selected vendor must be currently licensed to provide architectural and engineering services within the State of Wisconsin and have a minimum of 10 years’ experience in design-build HVAC and building control projects of similar scale and complexity; completion of at least three government, institutional, or commercial projects exceeding $2 million each; demonstrate experience in geothermal or high-efficiency HVAC systems integration; provide 100% performance and payment bonds; and compliance with all Wisconsin and Federal construction and procurement laws; including but not limited to the Davis-Bacon Act.

4.1 Section I – Background, Experience and Qualifications

Section I should provide an overview of the organization’s approach to this project. This may include an organizational vision or mission statement. Include your firm’s experience and commitment in working with governmental bodies.

A. Firm Profile: Provide general information about the responding firm, including the firm’s legal name, business address, telephone number, and the names of the firm’s officers. Identify the contact person(s) for all communications related to this procurement. State the year the firm was established, including any former firm names if applicable, and indicate the number of years your firm has provided design-build HVAC services. Include the number of full-time personnel employed by your firm, separately identifying administrative staff and personnel assigned to design-build or mechanical/HVAC project roles. Identify the individual(s) within your firm responsible for administering design-build contracts and clearly identify the person who will serve as the project administrator for the Dunn County HVAC System Upgrades project.

The proposer shall also describe the firm’s experience delivering design-build HVAC projects of similar scope and complexity. This should include detailed information demonstrating successful completion of geothermal system installations, major air handling unit (AHU) replacements, building automation system (BAS) upgrades, and mechanical renovations performed in fully occupied government or institutional facilities. The County is seeking firms that can demonstrate strong technical capability, relevant project history, and effective performance under comparable conditions.

List of all accreditations, certifications, licenses, or professional qualifications held by the individual(s) who will administer this project, including any applicable engineering, mechanical, or project management credentials. Describe how your firm ensures the competence, qualifications, and ongoing training of personnel assigned to design-build HVAC projects and explain how the County can expect quality and professional performance from the individuals assigned to the Dunn County contract.

B. Proposer’s Team Information: The proposer shall provide a clear and detailed project organizational chart identifying all administrative and technical staff who will manage, oversee, or directly participate in the delivery of the Judicial Center HVAC System Upgrades project. The organizational chart must specify each team member by name, job title, and primary role within the project. In addition to administrative positions, the chart should identify the design-build personnel responsible for key components of the HVAC replacement effort, including geothermal system engineering, air handling unit (AHU) replacement, building automation system (BAS) integration, mechanical design, and construction management.

A brief résumé shall be provided for every individual involved in the administration or technical execution of this project. Each résumé must outline relevant qualifications, training, certifications, project experience, and professional expertise related to large-scale HVAC design-build work. The evaluation committee will consider these credentials when scoring the “Experience and Qualifications” portion of the proposal.

If the proposer operates multiple offices and more than one location will contribute to the project, the proposal must identify the personnel from each office who will be assigned, clearly describing their responsibilities and the proportion of work each office will perform. The County places particular importance on identifying the individuals who will be involved in development of the geothermal HVAC design, replacement of major mechanical equipment, and integration with the Niagara 4 BAS system.

The proposer must also describe its approach to assigning qualified personnel, ensuring that staff dedicated to this project have demonstrated experience performing HVAC upgrades in active government facilities, managing project phasing, coordinating with occupied court operations, and delivering successful design-build outcomes on similar mechanical replacement projects.

C. References: Provide a minimum of three (3) references for projects of similar size, scope, and complexity located in Wisconsin (if available) indicating the Proposers recent experience with government institutions. References should be for projects where the Proposer is the prime contractor. Each reference should include the following:

Project Identification: Name of project owner and type of project. Dunn County is especially interested in receiving references from projects that most closely match our process. Please note the contracts that were for government clients.

Project Date: Start and end dates References: Names and contact information of references

4.2 Section II – Technical Approach & Design Concept

The Proposer shall provide a thorough, clearly defined, and technically detailed explanation of the approach the firm will use to design and construct the Dunn County Judicial Center HVAC System Upgrades. This section should demonstrate the Proposer’s understanding of the County’s objectives, the existing building conditions, and the unique requirements of performing major mechanical upgrades within a fully occupied and operational judicial facility. Proposers must describe the complete scope of services to be provided and shall identify any additional measures, improvements, or modifications the Proposer believes are necessary to deliver a fully functional, code-compliant, and energy-efficient HVAC system.

At a minimum, the technical approach shall address the following required system replacements and integrations:

(1) Full replacement of all existing air handling units (AHUs).

(1a) Complete removal of all existing VAV boxes, terminal units, terminal reheat coils, and associated VAV zone-level controls as part of the full replacement of the existing HW/CW VAV system.

(2) Installation of new geothermal heat pump technology.

(3) Installation of energy recovery units (ERVs).

(4) Integration with and connection to the existing geothermal bore field at the Dunn County Government Center, including all required piping, pumping, controls, and automation to allow the two loop systems to operate jointly.

(5) Integration with the County’s Niagara 4 BACnet/IP building automation system.

Building Automation System (BAS) – Niagara 4 Requirements As part of the BAS integration, the Proposer shall include all labor, materials, programming, configuration, and commissioning necessary to ensure a fully functioning Niagara 4 building automation system. At a minimum, the Proposer shall:

Provide and commission a new Niagara 4 automation platform on a rack-mounted server. The Owner may elect to provision a virtual server at their discretion.

Provide all required SMA (Software Maintenance Agreement) licensing and Niagara framework licenses.

Provide a custom 3D graphical user interface hosted on the Niagara server, including floor plans, equipment graphics, dashboards, trends, and alarms.

Configure the BAS server with unlimited alarms and schedules and coordinate with the Owner to ensure compliance with Dunn County’s implementation standards.

Provide new BACnet/IP-capable thermostats for all heat pump and terminal equipment units and provide wiring to each control unit.

Thermostats shall include humidity sensing capability.

Provide all associated programming, point mapping, electrical connections, and control integration required for full system functionality.

(6) Any required modifications to existing hydronic, ventilation, electrical, or control systems.

The Proposer shall provide a detailed plan describing how existing mechanical, electrical, and control systems will be evaluated, verified, and incorporated into the final design. This narrative shall include the Proposer’s approach to system sizing, load analysis, geothermal loop design and the Government Center tie-in strategy, AHU and ERV selection, ductwork and piping assessments, controls strategy, and mechanical room or rooftop equipment layout. Proposers shall also describe anticipated challenges associated with phasing, demolition, system cutovers, and tie-ins, including the Government Center geothermal interconnection, along with the strategies proposed to mitigate these challenges while maintaining building operations.

Because the Judicial Center must remain fully functional throughout the project, the Proposer shall describe in detail how construction activities will be phased, sequenced, and coordinated to minimize disruption to court functions, staff operations, and public access (see Section III). A preliminary phasing schedule and a narrative description of critical path activities shall also be provided.

The Proposer shall clearly outline the commissioning, testing, adjusting, and balancing (TAB) processes to be used. This must include the Proposer’s approach to verifying system performance against design intent, ensuring proper geothermal operation, validating the Government Center tie-in performance, verifying controls functionality, and ensuring that all AHUs, ERVs, heat pumps, and terminal units operate in accordance with ASHRAE standards, Wisconsin Commercial Building Code, and manufacturer requirements. Proposers shall describe their plan for functional performance testing, controls sequence validation, troubleshooting, and turnover documentation.

Finally, the Proposer shall describe the training and close-out deliverables to be provided to Dunn County personnel, including O&M manuals, record drawings, system training sessions, controls interface training, and post-construction support. Proposers are encouraged to provide additional detail or enhancements they believe will add value to the County’s long-term operation, reliability, and maintainability of the HVAC system.

This section should be as detailed, specific, and comprehensive as possible. The evaluation committee will rely heavily on the technical approach when scoring the proposal.

4.3 Section III – Schedule and Coordination

A. Proposers shall submit a preliminary project schedule that identifies all major design and construction activities required to complete the Dunn County Judicial Center HVAC System Upgrades – Design- Build Project. The schedule shall begin with contract execution and extend through substantial completion, commissioning, training, and close-out.

The schedule must clearly identify key milestones, including but not limited to:

Design development and engineering Submittal preparation and review Procurement of major equipment, including air handling units (AHUs), geothermal components, pumps, controls, and electrical equipment. See Tax-Exempt Purchasing and Owner-Direct Procurement listed in Section 4.5 below.

Construction mobilization Demolition and removal of existing HVAC components Installation of new AHUs, geothermal heat pumps, ERVs, piping, and ductwork Integration of Niagara 4/BACnet-IP building automation systems Testing, balancing, and commissioning Staff training and system turnover Project close-out and record drawings Proposers must also describe their approach to coordination with Dunn County Facilities staff and

Judicial Center operations. This shall include details regarding:

o Maintaining building operations during construction o Sequencing of shutdowns and equipment changeovers o Noise, dust, and vibration mitigation measures o Communication procedures o Work hours and after-hours scheduling o Safety precautions within an active courthouse facility

The schedule and coordination plan will be evaluated on clarity, feasibility, and demonstrated understanding of the project’s operational constraints.

B. Secure Detention & Inmate Occupancy Requirements The Dunn County Judicial Center includes secure detention areas that house inmates 24 hours per day, 7 days per week. The contractor shall coordinate all work within or adjacent to secure zones to maintain safety, security, surveillance, and detention operations at all times. Access to inmate-occupied or restricted areas will require advance approval, background checks, and escort by authorized Sheriff’s Office personnel. Contractors shall comply with all security procedures, tool control protocols, identification requirements, and restricted-movement policies.

Work impacting inmate housing, intake, holding, or secure circulation pathways may require special scheduling, temporary relocation, or after-hours work as directed by the County. Activities that create excessive noise, vibration, reduced visibility, or disruption to life-safety or security systems must be planned in collaboration with County representatives and may not proceed without explicit approval.

The schedule and coordination plan will be evaluated on clarity, feasibility, and demonstrated understanding of the project’s operational constraints, including the requirements of maintaining continuous, secure detention operations.

4.4 Section IV – Warranty, Commissioning, and Training

The design-build contractor shall warrant that all materials, equipment, workmanship, installation practices, and system performance will conform to the requirements of this RFP, all applicable building codes, and manufacturer specifications. At a minimum, the contractor shall provide a one-year warranty covering labor, materials, equipment, controls, and system performance beginning on the date of final acceptance by Dunn County. The Proposer shall describe any extended warranties, performance guarantees, or manufacturer-backed coverage available for major equipment components, including geothermal heat pumps, air handling units (AHUs), energy recovery units (ERVs), pumps, valves, and building automation controls.

The commissioning process shall include functional performance testing of all HVAC and control systems, verification of proper installation, calibration of sensors and actuators, validation of sequences of operation, and complete testing, adjusting, and balancing (TAB). The Proposer shall describe the commissioning methodology, qualifications of the commissioning agent, documentation to be provided, and procedures for resolving any deficiencies identified during commissioning. A complete commissioning report, including functional test results, balancing data, and controls verification, shall be submitted at project close-out.

The contractor shall also provide comprehensive training for Dunn County Facilities staff in the operation, maintenance, troubleshooting, and optimization of all installed HVAC systems, geothermal equipment, and building automation systems. Training shall include hands-on instruction, classroom-style sessions, and digital or written reference materials. The Proposer shall identify the individuals who will conduct the training and shall outline the proposed training schedule and curriculum.

At project completion, the contractor shall provide complete Operation and Maintenance (O&M) manuals, as-built drawings, controls documentation, and all related system documentation. The Proposer shall confirm its obligation to respond promptly to warranty claims and to provide technical support during the warranty period.

4.5 Section V – Cost Proposal

The Proposer shall submit a complete and comprehensive Cost Proposal that reflects the total cost to design, engineer, procure, construct, install, integrate, commission, and deliver a fully operational HVAC system for the Dunn County Judicial Center. The cost proposal must include a total lump sum price for the entire design-build project and must be supported by a detailed, itemized cost breakdown for all major tasks and components as required in Section 5.0.

The Proposer shall clearly identify all costs associated with design services, project management, equipment and materials (including air handling units, geothermal components, ERVs, heat pumps, pumps, controls, electrical work, and all other required mechanical equipment), labor, subcontractors, commissioning, testing and balancing, building automation integration, training, warranties, and project close-out. All overhead, profit, fees, permitting, mobilization, temporary systems, protection measures, or other indirect costs must also be fully included in the lump-sum proposal.

The Cost Proposal must be submitted on the official “Dunn County – Judicial Center HVAC System Upgrades – Design-Build Project Cost Proposal & Signature Page” and placed in a separate sealed envelope in accordance with Section 2.6. Dunn County will not be responsible for any costs not identified in the Cost Proposal, and any omissions shall be deemed included in the Proposer’s lump sum price.

Cost proposals will be evaluated for clarity, completeness, internal consistency, and alignment with the technical approach described by the Proposer. Dunn County reserves the right to request additional detail, clarification, or supporting documentation for any cost item.

Federal Energy Incentives (Inflation Reduction Act and IRS §179D) Dunn County intends to maximize all federal energy-efficiency incentives available for this project, including those authorized under the Inflation Reduction Act (IRA) and the IRS Section 179D Energy Efficient Commercial Buildings Deduction. As a tax-exempt governmental entity, Dunn County is eligible for elective pay (“direct pay”) IRA incentives for qualifying energy-efficiency improvements.

The Proposer shall identify any project components that may qualify for federal incentives and shall provide all required engineering documentation, energy-modeling data, equipment specifications, and supporting information needed for Dunn County to pursue such incentives. Dunn County may, at its sole discretion, allocate the §179D deduction to the eligible designer of record in accordance with IRS requirements. No federal incentive shall be included as a credit within the Cost Proposal unless eligibility is supported by verifiable and auditable documentation. The Proposer shall support Dunn County in maximizing these available incentives but acknowledges that Dunn County makes no representation or guarantee regarding the availability, amount, approval, or timing of any federal incentive.

Tax-Exempt Purchasing and Owner-Direct Procurement Dunn County is a tax-exempt governmental entity and shall not pay Wisconsin sales or use tax on materials or equipment purchased for this project. To maximize cost savings, Dunn County may elect to purchase certain major equipment, materials, or system components directly from vendors as an Owner-Direct Purchase (ODP). The Dunn County Procurement Manager will coordinate all such purchases and will work closely with the design-build contractor to ensure proper scheduling, delivery, insurance coverage, and chain-of-custody requirements.

The Proposer shall fully cooperate with Dunn County in facilitating tax-exempt procurement, including preparing detailed equipment lists, vendor quotations, specifications, submittals, and purchase-order information required to support Owner-Direct Purchases. The contractor shall accept Owner-provided materials and equipment at the project site and shall be responsible for their receipt, storage, protection, and installation. All associated labor, handling, administrative, and overhead costs shall be included in the contractor’s lump-sum proposal.

No sales or use tax shall be included in the Cost Proposal for any materials, equipment, or systems that are eligible for tax-exempt Owner-Direct Purchase. Any sales or use tax incorrectly applied by vendors shall be the responsibility of the contractor and shall not be reimbursed by Dunn County.

The Proposer’s failure to properly account for Dunn County’s tax-exempt status in the Cost Proposal shall not constitute grounds for additional compensation, change orders, or claims of error.

4.6 Appendix

Appendix A – Official Statement by Proposer: The RFP submittal must contain a statement to the following effect, signed by an individual authorized to bind the Proposer:

Summarize that you understand the RFP requirements.

Indicate who will be the Proposer’s authorized representative, including name, title, address, e-mail address, phone and fax. The person identified shall be empowered to make binding commitments to the Proposer.

The Proposer has read and agrees to the terms and conditions set forth in this RFP.

The terms and conditions set forth in the submittal will remain open for at least 120 days from the deadline for submittal.

Commitment to beginning the project within 45 days of finalizing the contract.

Proposer understands Dunn County may award a contract in part, in full, or give no award at its discretion.

Proposer shall confirm that all work performed under this contract will comply with all applicable building codes, licensing requirements, accreditation standards, and any other federal, state, or local regulations governing this type of work.

The Proposer further acknowledges Dunn County’s intent to maximize available federal energy-efficiency incentives, including Inflation Reduction Act (IRA) elective pay and the IRS Section 179D

Energy Efficient Commercial Buildings Deduction, and agrees to cooperate fully in providing documentation and support for these incentives, as well as for Dunn County’s tax-exempt, owner-direct purchasing processes described in this RFP.

Submittals must be signed by a company official(s) authorized to commit to such submittals. Failure to execute, sign and submit this form together with all required copies of the submittal package will be a basis for disqualification.

Appendix B – Technical Baseline Summary Existing Facility HVAC Conditions and Project Requirements

The Dunn County Judicial Center is currently served by an aging hot water/chilled water VAV HVAC system that has exceeded its expected service life. Major components - air handling units, pumps, piping, ductwork, and legacy building automation systems - require full replacement to meet current performance, reliability, and energy efficiency standards. This Appendix provides a baseline understanding of existing conditions and County expectations to guide proposers in developing a fully informed and accurate technical and cost proposal.

Existing Air Handling Units (AHUs)

The existing AHUs are beyond their expected service life and require full replacement. The units show reduced performance, outdated controls, and deteriorated components. Access paths, mechanical room constraints, structural supports, and duct configurations must be verified by the proposer.

Ventilation and Energy Recovery Requirements Current building ventilation systems do not meet ASHRAE recommendations for energy recovery.

New Energy Recovery Units (ERVs) shall be incorporated where advantageous and must be sized and selected to meet code ventilation requirements and support variable occupancy loads within the Judicial Center.

Building Automation System (BAS) A full upgrade and integration into the County’s Niagara 4 BACnet/IP platform is required. All new HVAC equipment, geothermal components, sensors, controls, and sequences must be compatible with the County’s standard BAS environment.

Hydronic and Air Distribution Systems Existing ductwork and hydronic piping may be reused where condition, performance, and sizing allow. However, the proposer is responsible for all field verification, testing, and engineering evaluations to confirm whether reuse is feasible. All reused systems must meet current code and performance requirements after integration with the new HVAC system.

Electrical and Mechanical Support Requirements The HVAC system replacement will require electrical modifications including power distribution changes, breaker sizing assessments, and potential feeder upgrades. Mechanical support work may include new pumps, valves, strainers, hydronic specialties, vibration isolation, and structural modifications necessary to accommodate new AHUs and geothermal components.

Operational Constraints – Active Judicial Facility All work must be coordinated to maintain full operational status of the Judicial Center. Noise control, dust management, after-hours work, scheduling of shutdowns, secure access, and phasing must be addressed by the proposer. All construction activities must be performed with minimal disruption to court functions and public access.

Geothermal Integration Requirement The new Judicial Center geothermal HVAC system must be connected to the existing geothermal bore field located at the Dunn County Government Center. The Government Center bore field was intentionally oversized and contains excess thermal capacity that can support both facilities. This shared-loop configuration is a required element of the project and is intended to:

o Reduce peak-load pressure on both buildings o Provide bidirectional thermal energy exchange o Improve operational resilience and reliability o Increase efficiency during heating and cooling seasons o The design-build contractor shall provide:

o All required inter-building piping and mechanical connections o Pumping strategies (primary/secondary or variable flow) o Balancing valves and flow control o Controls logic enabling shared operation o Freeze protection and loop temperature safeguards o BAS sequencing for coordinated loop management o The proposer must conduct all necessary hydraulic, thermal, and operational analyses to ensure the inter-building geothermal connection delivers safe, effective, and code-compliant performance.

Final Note

This Technical Baseline Summary is provided for context only. Proposers are responsible for performing all field verification, measurements, design development, load calculations, and engineering necessary to produce a complete, turnkey HVAC design-build solution.

NOTE: Proposers are encouraged to include any additional descriptions of their qualifications and experience germane to the requested information in the Appendix. Any lengthy documents should be summarized in the main body of the qualifications with supporting information included in appendixes.

5.0 COST PROPOSAL

Proposers must complete the attached “Dunn County - Judicial Center HVAC System Upgrades - Design- Build Project Cost Proposal and Signature Page” and submit it in accordance with the requirements outlined in Section 2.6 - Proposal Submission Format. The cost proposal must include a total lump sum cost for the complete design-build project, as well as a detailed task-level cost breakdown as required in this RFP.

Cost proposals will be evaluated based on completeness, clarity, and consistency with the technical approach described in the proposal. The cost proposal must reflect all costs associated with delivering a fully operational HVAC system, including design, engineering, labor, materials, equipment, geothermal components, air handling unit (AHU) replacements, controls integration, construction, commissioning, training, overhead, profit, and all other required project elements.

Dunn County will not consider pricing that is incomplete or that excludes required components of the project. Any costs not identified in the cost proposal will be deemed to be included in the proposer’s total lump sum cost. Dunn County will not pay for items or services not listed in the submitted cost proposal.

Cost Proposal & Signature Page Dunn County –Judicial Center HVAC System Upgrades – Design-Build Project

RFP #2025.07

We, the undersigned, propose to furnish all labor, materials, equipment, design services, construction services, commissioning, training, and all other work required to complete the Dunn County Judicial Center HVAC System Upgrades – Design-Build Project, in accordance with the specifications and requirements contained in this Request for Proposals, for the following cost:

Total Lump Sum Cost Proposal for Complete HVAC System Replacement:

Include design, engineering, equipment, installation, controls integration, commissioning, testing, training, project management, overhead, and all other costs.

Total Lump Sum Cost: $___________________________

Authorized Signature Name (Please Print) Title

Name of Firm

Street Address City/State/Zip

Date Phone # Fax#

Email Address

NOTE: The sealed cost proposal must be submitted to the Dunn County Administration Department no later than 2:00 PM local time, January 28, 2026.

Late proposals will not be accepted.

Please seal this Cost Proposal Sheet in a separate envelope and clearly mark:

“Sealed Cost Proposal” RFP #2025.07 Dunn County Judicial Center HVAC System Upgrades – Design-Build Project”

PROPOSAL SUBMISSION REQUIREMENTS

A. No information provided verbally, or by any other personnel, will be considered binding. All proposers should use this written document and its attachments as the sole basis for proposal at this time.

Additionally, DUNN COUNTY prohibits communication initiated by the proposer to any County official, representative from another entity or employee evaluating or considering the proposals, prior to the time a decision has been made.

B. CONTENTS OF PROPOSAL - All attachments, additional pages, addenda or explanations supplied by the vendor with this proposal will be considered as part of the proposal response.

If an oral presentation/interview is required of selected finalists, it shall be at the proposer's expense. However, an award may be made without discussion with the proposers. Therefore, proposers are cautioned that proposals should be submitted initially on the most favorable terms, from both a technical and cost standpoint. Unnecessarily elaborate brochures or other presentations beyond that required to present a complete and effective proposal are not desired.

C. NONCONFORMING TERMS & CONDITIONS - A response that includes contractual terms and conditions that do not conform to the…