2026021-PR-DB_HVAC at Simms D-B RFP Step 2_FINAL_07-09-26.pdf

REQUEST FOR PROPOSAL (RFP) COVER PAGE

NOTE: This is an RFP used as Step 2 of a two-step process for Design-Build projects. Only firms selected in Step 1 are eligible to participate in this solicitation.

ISSUE DATE:

July 09, 2026

REQUEST FOR PROPOSAL NUMBER:

2026021-PR-DB

FOR:

Replacement of HVAC Equipment at the

City’s Lucy F. Simms Continuing Education

Center

DEPARTMENT:

Parks & Recreation

CONTRACT ADMINISTRATOR:

Matt Muterspaugh, Facilities & Grounds

Manager

DATE/TIME OF CLOSING ON EVA:

August 26, 2026 at 3:00pm

DATE/TIME LAST DAY FOR

QUESTIONS:

August 10, 2026 on or before 12:00pm (noon) local time

PRE-PROPOSAL MEETING:

August 04, 2026, 2026 at 11:00am local time at Lucy F. Simms Continuing Education Center, located at 620 Simms Avenue, Harrisonburg, VA 22802

PRE-PROPOSAL MEETING

MANDATORY:

Yes No N/A

Proposals - In accordance with the following and in compliance with all terms and conditions, unless otherwise noted, the undersigned offers and agrees, if the proposal is accepted, to furnish items or services for which prices are quoted, , delivered or furnished to designated points within the time specified. It is understood and agreed that with respect to all terms and conditions accepted by the City of Harrisonburg the items or services offered and accompanying attachments shall constitute a contract.

Sealed proposals, subject to terms and conditions of this Request for Proposal will be received until the date/ time specified above for furnishing items or services delivered or furnished to specified destinations within the time specified or stipulated by the vendor(s).

The City does not discriminate against small, women-owned, minority-owned, military family-owned, service disabled veteran-owned businesses, employment services organizations or faith-based organizations.

VENDOR INFORMATION

Name of Vendor:_____________________________________ Telephone #:_________________________________________

Address: ___________________________________________ Federal Employer Identification #:__________________________

Contact Name: ______________________________________ Contact Email Address:__________________________________

By signing this proposal, Vendor(s) certifies, acknowledges, understands and agrees to be bound by the conditions set forth in this RFP. Vendor further certifies that they and/or any member of their proposed team are not currently debarred or suspended by any agency or locality of the Commonwealth of Virginia and that no organization conflict exists between their company and any member of their proposed team.

VENDOR’S LEGALLY AUTHORIZED SIGNATURE

DATE

PRINT NAME TITLE

Please take a moment to let us know how you found out about this Request for Proposal (RFP) – Check one:

eVA Website Bid Room (Please List) ___________________________________

The Daily News Record Newspaper Notified by City Directly Other (Please List) ________________________________________

*Complete & return this document with proposal submission.

Table of Contents

1.0 INTRODUCTION

1.1. CITY’S DESIGN-BUILD PROCUREMENT PROCESS

2.0 BACKGROUND

3.0 SCOPE OF WORK

3.1 SCHEDULE OF WORK

3.2 ADDITIONAL DOCUMENTS

4.0 MANDATORY PRE-PROPOSAL MEETING

5.0 PROPOSAL REQUIREMENTS

6.0 GENERAL TERMS & CONDITIONS FOR THE CITY OF HARRISONBURG, VA

7.0 INSURANCE & BONDING REQUIREMENTS

8.0 INSTRUCTIONS TO OFFERORS

9.0 QUESTIONS

10.0 PROPOSAL EVALUATION CRITERIA

11.0 AWARD OF CONTRACT

12.0 CONTRACT TERM

13.0 PAYMENT TERMS

13.1. LIQUIDATED DAMAGES

ATTACHMENT A. CITY OF HARRISONBURG SAMPLE STANDARD CONTRACT

ATTACHMENT B. PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION FORM

ATTACHMENT C. INSURANCE REQUIREMENTS FORM

ATTACHMENT D. APPLICATIONS FOR PAYMENT

ATTACHMENT E. NOTICE OF EXCEPTIONS TO CONDITIONS

ATTACHMENT F. GENERAL OUTLINE BY MEI ENGINEERING INC

ATTACHMENT G. BUILDING PLANS (posted separately)

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 1 of 32

1.0 INTRODUCTION

The purpose of this Request for Proposal (RFP) by the City of Harrisonburg, Virginia (City) is to solicit sealed proposals from interested Short-Listed Design Build Teams (Offeror) to serve as the Design-Builder for the replacement of HVAC equipment at the City’s Lucy F. Simms Continuing Education Center, located at 620

Simms Avenue, Harrisonburg, VA 22802.

This RFP is being issued in accordance with Virginia Code 2.2, Chapter 43.1 and with the City of Harrisonburg’s

Design-Build Procedures as adopted by Resolution from the Harrisonburg City Council effective January 1, 2022.

1.1. CITY’S DESIGN-BUILD PROCUREMENT PROCESS

The City of Harrisonburg will use a two-phased selection process for the selection of a Design-Builder for the

Project. This RFP represents the second phase in the selection process, during which short-listed Offerors will be invited to submit sealed proposals for the project, comprising two (2) separately-sealed parts: a

Technical Proposal and a Cost Proposal. This RFP document contains specific requirements for the separately sealed Technical and Cost Proposals, as well as evaluation criteria to evaluate proposal submissions. During the evaluation process, the City may require design adjustments. If design adjustments are required, Offerors may amend the Cost Proposal accordingly. Upon completion of the evaluations, the City may negotiate with two (2) or more Offerors. The City will recommend the top-ranked Offeror for an award of a fixed-price design-build contract. A Notice of Award will be issued on the eVA website at https://eva.virginia.gov/ and contract document will be sent to the successful Offeror. All Offerors will be notified of the contract award.

2.0 BACKGROUND

The Lucy F. Simms Continuing Education Center (“Simms Center”) is a Parks and Recreation facility that has a gymnasium with showers available, a fitness center, a Computer Lab and various programming and meeting spaces. It houses the Boys and Girls Club of Harrisonburg and Rockingham County and The Arc of Harrisonburg and Rockingham. Lucy Simms Continuing Education Center was built in 1938 and underwent major reconstruction in 2004 and is listed on the National Register of Historical Places.

All work will need to be reviewed and approved by the National Park Service U.S. Department of the Interior

State, Tribal, Local, Plans, and Grants Historic Preservation Fund prior to the commencement of any construction activities.

This project generally includes a full replacement of the heating, ventilation, air conditioning and electrical systems to replace outdated HVAC equipment, make system improvements and associated electrical connections at the facility. Equipment replacement will include: One (1) air cooled, 200 ton chiller, 30% propylene glycol

Two (2) 2,400,000 BTU natural gas boilers, Twenty eight (28) - FCU’s, Additional FCU’s added to improve heating and cooling issues in the historical section of building. Control system upgrade to include space temperature adjustment, remote connectivity to control system. Offeror is expected to address issues with excessive noise levels from HVAC system in the auditorium. Offeror shall replace associated hot water pumps and VFD’s.

The existing building drawings will be provided to qualified Offerors for reference in the RFP document (Step

2).

3.0 SCOPE OF WORK

Offeror shall provide all plant, labor, superintendence, materials, tools, equipment, supplies, incidentals, and other ancillary items necessary, for complete turnkey development of the HVAC replacement at Simms Center to include design and construction of the HVAC system including, but not limited to:

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 2 of 32 https://eva.virginia.gov/

• Provide all design, engineering, planning, and construction related to the replacement of the Simms

HVAC systems..

• Appropriate building permits

• Any additional engineering studies, as needed

• Provide documentation and manuals per specifications

• Provide a detailed Statement of Work (SOW) after the successful offeror has been selected, which will be included in the final contract.

• Provide coordination between the City, subcontractors, and other stakeholders to assure a quality project, timely delivery, safe implementation and to ensure that all contractual and warranty commitments are fulfilled. .

• Bonding, including any fees

• Installation of equipment per the approved engineering design and manufacturer’s recommendations. Provide proper service access around all equipment. Secure equipment, piping, ductwork, conduits, etc. to the building structure as applicable.

Additional scope of work clarifications

• This project will not have LEED certification tied to the HVAC upgrade.

• The City will be responsible for scheduling staging, parking, and site programming. A laydown/storage area will be made available to the firm and its exact location and size will be coordinated with the selected firm.

• All HVAC units will need to be installed in the same location that they are currently. There will be no solar panels involved.

3.1 SCHEDULE OF WORK

During the construction, the facility will need to remain in full operation.

HVAC work within any classrooms will not be allowed from June 1 through August 31. System outages will need to be coordinated with the City’s Project Manager to determine building operational impacts. The firm shall include in their proposal a tentative system outage plan that includes which systems will be offline, expected duration, and time of year outage will take place.

Simms is a City voting location, and the firm may be required to stop work on any election day that may occur during the construction of the new HVAC systems.

3.1.1 OFFEROR PROVIDED SCHEDULE

The National Park Service (NPS) will need to review and approve the construction plans and specifications.

Their approval of these documents is required before any construction may begin. This process is expected to take 90-120 days to complete and will lead to two (2) separate Notice to Proceed (NTP) documents being used for this project – one that begins upon contract signature and ends when the construction plans and specifications are complete, and a second one that begins upon NPS approval of the construction plans and specifications and ends when construction work is fully complete. The second NTP will not be issued until after the NPS review and approval is received.

Liquidated damages will be applied separately for each NTP. Contractor will not be held responsible for delays due to the National Park Service review.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 3 of 32

Offerors shall submit with their proposal a schedule that includes the proposed milestone dates for the two (2)

NTPs. Schedules shall show a clear length of time for: completion of construction plans and specifications, lead time for equipment, substantial completion, and final project completion.

3.2 ADDITIONAL DOCUMENTS

The following documents are being provided to inform the Offeror of the design requirements related to the building:

• General Outline document by MEI Engineering, Inc. (Attachment F)

• Building Plans (Attachment G)

If any changes have been made to the Offeror’s design-build team (as identified in Section 3.2 of the Request for

Qualifications document), it shall be clearly noted in the Offeror’s proposal response.

4.0 MANDATORY PRE-PROPOSAL MEETING

A mandatory pre-proposal meeting will be held on the date and time listed on the Cover Page of this RFP. The meeting will be held at Lucy F. Simms Continuing Education Center, located at 620 Simms Avenue, Harrisonburg, VA 22802. A representative from every interested Offeror intending to submit a proposal to this

RFP must arrive on time or early to the meeting and be in attendance for the entire meeting. Site tours will be held as well as discussion of the Scope of Work to be performed. A list of questions and answers will be generated from the meeting and compiled as an addendum and sent to all Offerors.

5.0 PROPOSAL REQUIREMENTS

The proposal shall provide information necessary for the City of Harrisonburg to evaluate the cost, design, and timeline of the proposing firm to provide the design and construction of the replacement of HVAC equipment at the City’s Lucy F. Simms Continuing Education Center.

The Offeror is to make a written proposal which presents an understanding of the work to be performed.

The Offeror shall ensure that all information required herein is submitted with the proposal. All information provided should be verifiable by documentation requested by the City of Harrisonburg. Proposals shall be signed by an authorized representative of the Offeror.

In order to enhance the evaluation process and provide each firm an equal opportunity for consideration, adherence to a standardized technical proposal format is required. Responses should be as thorough and detailed as possible. Unnecessarily elaborate brochures of other presentations beyond that sufficient to present a complete and effective proposal is not desired. Elaborate artwork, expensive paper, bindings, visual and other presentation aids are not required.

The format of each proposal must contain the following elements organized into separate sections, as the

Offeror(s) may deem appropriate:

SECTION 1 • Cover Sheet (first page of this RFP)

• Table of Contents – all pages are to be numbered.

• Cover Letter/Executive Summary on company letterhead signed by a person with the corporate authority to enter into any contract which results from the RFP.

SECTION 2 TECHNICAL PROPOSAL

• Sufficient detail via narrative, that demonstrate understanding and ability to adhere to information provided in the General Outline document.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 4 of 32

• Preliminary design documents that convey understanding of the project, and provides preliminary details that document the firms approach to the project.

• Preliminary information related to the major components that will be included in this project.

This information should include sufficient detail to ensure that the General Outline document requirements are being met.

• Schedule that identifies key project milestones and provides sufficient detail to show the selection committee that the schedule is achievable.

• Tentative System Outage Plan per Section 3.1

• Offeror provided schedule per Section 3.1.1

SECTION 3 REQUIRED FORMS

• Attachment B. Proprietary/Confidential Information Identification Form

• Attachment C. Insurance Requirements Form

• Attachment E. Notice of Exceptions to Conditions

• Provide a recent copy of the firm’s W-9 (signed and dated within the last year)

SECTION 4 ADDENDA, signed (if any)

SECTION 5 OTHER SERVICES (optional) The Offeror may provide information for other services or programs that are available to its clients that may not be specified in this proposal.

SEALED,

SEPARATE

DOCUMENT

COST PROPOSAL

• Fixed Price Cost in the form of a schedule of values. Schedule of values shall be detailed enough to understand cost distribution per major item.

6.0 GENERAL TERMS & CONDITIONS FOR THE CITY OF HARRISONBURG, VA

This RFP is the second step in a 2-step solicitation process. Step 1 (Request for Qualification) was issued on May

13, 2026 and included documents that will be incorporated by reference into this process but will not be duplicated in this RFP by re-inclusion or request for re-completion by the Offeror. All items previously completed and submitted in Step 1 of the process by the Offeror will be deemed to also be completed and submitted in Step 2 of the process. These items include:

• Attachment C. State Corporation Commission (SCC) Form

• Attachment D. Non-Collusion Affidavit

• Attachment E. References List

• Attachment F. Affiliate & Subsidiary Companies of the Offeror

If any of the information previously submitted on these forms has changed, the Offeror shall notify the City immediately.

The following terms and conditions from the Request for Qualification document will not be restated in this RFP document but still apply to this RFP:

• Attachment A. General Terms & Conditions for the City of Harrisonburg, VA (REV. 10-08-24)

7.0 INSURANCE & BONDING REQUIREMENTS

Offerors shall complete and return with their proposal Attachment C. Insurance Requirements Form.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 5 of 32

Prior to signing the Offeror shall secure and post a Payment Bond and a Performance Bond, each in the amount of 100% of the Contract Sum. Such Bonds shall be issued by a Surety acceptable to the Owner. If the Contract

Sum changes at any point during the Contract Term, Contractor shall ensure the value of the Performance Bond and Payment Bond is at least 100% of the remaining Contract Sum. Any costs associated with additional bond capacity will require documentation that verifies that the contractor incurred added fees for the added capacity.

8.0 INSTRUCTIONS TO OFFERORS

All proposals for this RFP shall be submitted through the eVA platform (https://eva.virginia.gov/). Faxed, emailed and hard copies of proposals will not be accepted. Proposals shall be received by the Purchasing Office no later than the date and time listed on the Cover Page of this RFP. Any proposals received after this date and time will not be accepted.

To submit a proposal through eVA, the Offeror must be a registered vendor on eVA. To register as a new vendor, visit: https://eva.virginia.gov/register-now.html. If you have questions or issues during the process of submitting a proposal, contact eVA Customer Care at: 1-866-289-7367. Do not contact the City regarding issues with the eVA platform. The City of Harrisonburg is not responsible for any delays in submission caused by the eVA platform, vendor registration, or internet outage. Please ensure you have allotted ample time to submit your proposal document(s). The Offeror has the sole responsibility to have the proposal submitted on or before the above address and by the above stated time and date.

All expenses for making proposal to the City shall be borne by the Offeror. If proprietary/confidential information is identified (Attachment B), Offeror is required to submit a redacted copy of their proposal in addition to the unredacted copy. All documents contained within the proposal submission shall be completed in their entirety and signed and dated where required. Proposals will not be publicly opened.

9.0 QUESTIONS

Questions related to the RFP or requests for clarification shall be directed to the Procurement Manager for the

City of Harrisonburg, by email (Questions@harrisonburgva.gov). Oral questions will not be permitted. All responses to inquiries will be in writing and will be posted as addenda on the eVA website at https://eva.virginia.gov/. All questions must be received no later than the date and time listed on the Cover Page of this RFP. It is the responsibility of all Offerors to ensure that they have received all addenda and to include signed copies of any and all addenda with their proposal submission.

10.0 PROPOSAL EVALUATION CRITERIA

Selection of the successful proposal will be based upon submission of proposals meeting the selection criteria.

Proposal evaluations will be based on a 100-point system, using the following minimum selection criteria:

1. Technical Proposal: The Offerors’ ability to demonstrate understanding and the capabilities to deliver the proposed building per the information provided within this RFP. (35 Points)

2. Cost Proposal: Fixed Price Cost Proposal. (30 points)

3. Oral Presentation: Each fully responsive Offeror will be required to make an oral presentation after the deadline for submissions but prior to the Committee completing the evaluation of submissions. The oral presentation shall take place at City Hall Room 11 and 12, 409 South Main Street, Harrisonburg, Virginia 22801 within one to two weeks after the submission deadline. The general format will be up to

45 minutes for the presentation by the offeror, followed by 15 minutes for questions and answers by the

Committee. Offerors may use electronic presentation (PowerPoint) and should bring four hard copies (and one electronic copy) of any presentation to be presented to the Committee. A standard computer and screen will be provided. The oral presentation is intended to provide Offerors with the opportunity to fully explain City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 6 of 32 https://eva.virginia.gov/ https://eva.virginia.gov/register-now.html mailto:Questions@harrisonburgva.gov their vision for the project, amplify technical details specific to their submittal, and explain the cost proposal in detail. Offerors should plan to have the project manager and construction manager present and may bring whomever they believe is required to answer questions posed during the presentation. (15 points)

4. Timeline: Proposed schedule and milestones for the project. (10 points)

5. Strength of Overall Proposal (10 points)

The Offerors’ ability to follow the proposal preparation instructions set forth in this solicitation, including the failure to return required pages, missing signatures, missing documents, etc. will also be considered an indicator of the Offerors’ ability to follow instructions during the project and may impact the points assigned above.

Significant failure to respond to the proposal according to instructions may result in the City eliminating the proposal from evaluation.

As part of the evaluation process, the City may ask questions of a clarifying nature from Offerors as required.

The City may also request an oral presentation to explain the proposal and answer questions.

The City reserves the right to cancel this solicitation at any time or reject any or all SOQs/proposals received as a result of this solicitation if it is in the best interest of the City. The City reserves the right to waive any informality in any SOQ/proposal.

11.0 AWARD OF CONTRACT

The Committee shall evaluate (and rank if technical rankings are to be considered as a criterion for award) the

Technical Proposals and the Cost Proposals. After evaluation and ranking, the Committee shall conduct negotiations with two (2) or more offeror(s) submitting the highest ranked proposal(s). The Committee shall make its recommendation for the selection of an offeror to the City based on its evaluation of the Technical Proposal, Cost Proposal, and the outcome of negotiations.

Should the City determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one

Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror after approval of the Procurement Manager. Otherwise, the City shall open the Cost

Proposals and apply the criteria for award as specified in the RFP and approved by the Procurement Manager.

The Committee shall make its recommendation for the selection of a Design Builder to the Procurement Manager.

The contract shall be awarded to the Offeror who is fully qualified and has been determined to have provided the best value in response to the RFP. Once the selection has been made as to which Offeror will be awarded the contract, the Procurement Manager will post a Notice of Award on the eVA website at https://eva.virginia.gov/.

The award documentation will subsequently be followed by a contract incorporating by reference all the requirements, terms and conditions of the solicitation, and the Offeror’s Technical and Cost Proposals as negotiated.

The City will notify all Offerors who submitted proposals which Offeror was selected for the project. In the alternative, the City may notify all Offerors who submitted proposals of the City’s intent to award the contract to a particular Offeror at any time after the City has selected the Design-Builder.

Upon request, documentation of the process used for the final selection shall be made available to the unsuccessful

Offerors.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 7 of 32

The successful Offeror shall contact the Commissioner’s Office (540-432-7704) to obtain proper business licensing for the City of Harrisonburg, if it does not already possess.

The City reserves the right to make on-site visitations to assess the capabilities of individual Offeror(s) and to contact references provided with the proposal.

12.0 CONTRACT TERM

The subsequent contract will be a firm-fixed price contract with dual Notice to Proceed documents as noted in

Section 3.1.1. Offeror shall complete work/provide deliverables on or before the agreed upon date(s) for the two

(2) phases as stated in the Offeror proposed schedule submitted with the proposal response. The second Notice to Proceed dates may be equitably adjusted if the National Park Service review of the documents causes a delay in the schedule.

13.0 PAYMENT TERMS

Contractor shall submit Applications for Payment in accordance with Attachment F of this RFP. City shall make progress payments on account of the Contract Price on the basis of Contractor’s Applications for Payment as recommended by Contract Administrator, on or about the first day of each month during construction as provided below.

All Progress Payments will be on the basis of the progress of the Work measured by the schedule of values established in the solicitation documents. Retainage will be held per Virginia Code 2.2-4333.

Prior to completion, Progress Payments will be made in an amount equal to: 95% of the Work completed, and

95% of the materials and equipment not incorporated in the Work but delivered and suitably stored less in each case the aggregate of payment previously made.

Upon substantial completion, City shall pay amount sufficient to increase total payments to Contractor to 98% of the Contract Price, less such amount as Contract Administrator shall determine.

Upon final completion and acceptance of the Work in accordance with the Contract documents, City shall pay the remainder of the Contract Price as recommended by Contract Administrator.

13.1. LIQUIDATED DAMAGES

Failure of the Contractor to complete the work within the time allowed will result in damages being sustained by the City. For any work not completed by the Final Completion date, the Contractor shall be liable and hereby agrees to pay to the City as liquidated damages, and not as a penalty, the amount of One Thousand

Five Hundred dollars ($1,500.00) per calendar day for each and every day thereafter that said work remains substantially incomplete. The City reserves the right, at is sole discretion, to deduct liquidated damages from any outstanding amount due the Contractor.

Payment of liquidated damages shall not release the Contractor from obligations in respect to the fulfillment of the entire Contract, nor shall the payment of such liquidated damages constitute a waiver of the City’s right to collect any additional damages which may be sustained by failure of the Contractor to carry out the terms of the Contract, it being the intent of the parties that said liquidated damages be full and complete payment only for failure of the Contractor to complete the work on time.

No relief in the application of liquidated damages shall be granted due to delays attributed to subcontracted work.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 8 of 32

ATTACHMENT A. CITY OF HARRISONBURG SAMPLE STANDARD CONTRACT

STANDARD CONTRACT

CONTRACT #: ___________________

This Contract entered into [Date], by __________________________ hereinafter called the “Contractor” and the City of Harrisonburg, VA, called the “Owner”.

WITNESSETH that the Contractor and the Owner, in consideration of the mutual covenants, promises and agreements herein contained, agree as follows:

SCOPE OF CONTRACT: The Contractor shall provide [goods/services] to the Owner as set forth in the

Contract Documents.

PERIOD OF PERFORMANCE: From ___________________ through __________________ with

________ renewal options.

The contract documents shall consist of:

(1) This signed form;

(2) The entire City of Harrisonburg’s Official solicitation (no revisions by the Contractor) dated:

___________. If applicable, any Official City Addenda: #1, dated: _______________;

(3) The Contractor’s Bid/Proposal response dated ____________________ and the following negotiated modifications to the Bid/Proposal (if applicable), all of which are incorporated herein.

IN WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby.

CONTRACTOR: CITY OF HARRISONBURG (OWNER):

By: _________________________________ By: __________________________________

(Signature) (Signature)

(Printed Name) (Printed Name)

Title: _________________________________ Title: __________________________________

*Note: This form is just for reference and is NOT required to be submitted with your proposal submission.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 9 of 32

ATTACHMENT B. PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION

FORM

Code of Virginia 2.2-4342F (updated 07/01/18): “Trade secrets or proprietary information submitted by a bidder, offeror, or contractor in connection with a procurement transaction or prequalification application submitted pursuant to subsection B of § 2.2-4317 shall not be subject to the Virginia Freedom of Information Act

(§ 2.2-3700 et seq.); however, the bidder, offeror, or contractor shall (i) invoke the protections of this section prior to or upon submission of the data or other materials, (ii) identify the data or other materials to be protected, and

(iii) state the reasons why protection is necessary. A bidder, offeror, or contractor shall not designate as trade secrets or proprietary information (a) an entire bid, proposal, or prequalification application; (b) any portion of a bid, proposal, or prequalification application that does not contain trade secrets or proprietary information; or (c) line item prices or total bid, proposal, or prequalification application prices.”

Trade secrets or proprietary information shall be identified in writing on this form, either before or at the time the data or other material is submitted. Note: If proprietary/confidential information is identified, Bidder/Offeror must submit a redacted copy (in electronic PDF format) of their bid/proposal in addition to the required number of copies requested. The proprietary or trade secret material must be clearly identified in the redacted bid/proposal copy by a distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute a trade secret or proprietary information. The designation of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable. If, after being given reasonable time, the offeror refuses to withdraw such a classification designation, the proposal will be rejected.

Name of Bidder/Offeror: ____________________________________________________________________

SECTION/TITLE PAGE NUMBER(S)

REASON(S) FOR WITHHOLDING

FROM DISCLOSURE

*Bidder/Offeror may attach additional sheets if necessary

Check this box if there are none.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 10 of 32

ATTACHMENT C. INSURANCE REQUIREMENTS FORM

By signing and submitting a proposal the Design-Build Team certifies that if awarded the contract, they will have the following insurance coverages at the time the contract is awarded. If any subcontractors are involved, the subcontractor will have the same insurance. The contractor further certifies that they or any subcontractor will maintain these coverages during the entire term of the contract.

All insurers must be licensed to do business in the Commonwealth of Virginia and have an A. M. Best rating of

A- or better. The certificate holder shall be: City of Harrisonburg, 409 S. Main Street, Harrisonburg, VA 22801.

Additional Insured for General Liability, Auto Liability & Builders Risk: Where the preceding coverages are required, the insurer must list the City of Harrisonburg as an additional insured. The endorsement must be issued by the insurance company. A notation on the certificate of insurance is not sufficient. Builders Risk may be accepted as Lost Payee in lieu of Additional Insured.

With all policies listed below, the insurer or agent of the insurer must issue a certificate of insurance to show evidence of coverage. All certificates of insurance are subject to approval by the City of Harrisonburg Purchasing

Office. No work shall commence until the Purchasing Office has received and approved the Contractor’s certificate of insurance. Certificates of insurance may be emailed to: Purchasing@harrisonburgva.gov. For any questions, please contact the Purchasing Office at 540-432-7794.

1.) The contractor will maintain a general liability policy with $5,000,000 combined single limits with a

$5,000,000 aggregate. These limits can be attained through one primary policy or a combination of primary and excess policies. The insurer must list the City of Harrisonburg as an additional insured. The endorsement must be issued by the insurance company. A notation on the certificate of insurance is not sufficient.

2.) The contractor will maintain automobile liability insurance with limits of at least $1,000,000. The coverage is to be written with a symbol “1”.

3.) The contractor will maintain workers’ compensation coverage in compliance with the laws of the

Commonwealth of Virginia. As an alternative, it is acceptable for the contractor to be insured by a group self insurance association that is licensed by the Virginia Bureau of Insurance. The contractor will also carry employers liability insurance with a limit of at least $100,000 bodily injury by accident/$500,000 bodily injury by disease policy limit/$100,000 bodily injury by disease each employee.

4.) The contractor will maintain professional liability (errors & omissions) insurance with a limit of at least

$1,000,000. It is preferred that the coverage be on an occurrence basis. If the policy is on a claims made basis, this should be noted. If the contractor has professional liability insurance on a claims made basis, agreement must be made that coverage will be maintained for at least three years beyond the expiration date of the policy in force at the time of this contract.

5.) The contractor will maintain builders risk coverage on a replacement cost basis for the duration of the contract. The limit will be the full replacement cost of the building and/or structures being built under this contract, including any applicable change orders to the project value. The insurer must list the City of

Harrisonburg as an additional insured to protect any property owned at the contructions site. The endorsement must be issued by the insurance company. A notation on the certificate of insurance is not sufficient. The insurer must have an A. M. Best rating of A- or better.

6.) The contractor will maintain an Environmental Liability insurance policy with a limit of $1,000,000 with an insurer licensed to conduct business in the Commonwealth of Virginia.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 11 of 32 mailto:Purchasing@harrisonburgva.gov

With all policies listed above, the insurer or agent of the insurer must issue a certificate of insurance (COI) to the

City to show evidence of coverage as well as provide a copy of the additional insured endorsement(s). All wording limiting the insurer responsibility to notify the City of Harrisonburg of any cancellation or non-renewal of the coverage must be removed

BIDDER/OFFEROR STATEMENT REGARDING INSURANCE REQUIREMENTS (ATTACHMENT D)

We understand the Insurance Requirements of these specifications and will comply in full if awarded this contract.

Signature: _______________________________________ Date: ______________________________

Name: _____________________________________ Title: ____________________________________

(Print)

Name of Firm: ______________________________

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 12 of 32

ATTACHMENT D. APPLICATIONS FOR PAYMENT

1. Applications for progress payment shall be made on forms identical/similar to those shown on the following pages. The following application for payment is an excel spreadsheet and will be made available for the contractor’s use.

2. A draft of the application for progress payment shall be emailed to the Project Manager and Project Coordinator for review. After review and approval by the City, the contractor shall mail two signed applications for progress payment to: 901 Chicago Ave., Harrisonburg, VA 22801.

3. It shall be the responsibility of the Contractor to supply daily quantities to the Project Manager and Project

Coordinator for comparison to the Inspector’s quantities. The format shall be agreed upon during the pre-construction meeting. Unless otherwise state, the cut-off date for all progress payments shall be the last day of the month.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 13 of 32

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 14 of 32

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 15 of 32

ATTACHMENT E. NOTICE OF EXCEPTIONS TO CONDITIONS

Name of Bidder/Offeror: _______________________________________________________

List exceptions to any portions of ITB/RFP (i.e. General Terms & Conditions, Federal Terms &

Conditions, Special Terms & Conditions):

Check this box if there are none.

NOTE: THIS FORM IS NOT REQUIRED OR REQUESTED TO BE COMPLETED IN THE

FOLLOWING INSTANCES. IF YOU FEEL THIS FORM DOES NOT APPLY TO YOUR

SOLICITATION, PLEASE SELECT ONE OF THE FOLLOWING BOXES AND RETURN THIS FORM

WITH YOUR BID/PROPOSAL SUBMISSION.

Per Virginia Code § 2.2-4302.2 (3): “In the case of a proposal for information technology, as defined in § 2.2-2006, a public body shall not require an offeror to state in a proposal any exception to any liability provisions contained in the Request for Proposal. Negotiations shall then be conducted with each of the offerors so selected. The offeror shall state any exception to any liability provisions contained in the Request for Proposal in writing at the beginning of negotiations, and such exceptions shall be considered during negotiation.”

Per Virginia Code § 2.2-4302.2 (4): “For architectural or engineering services, the public body shall not request or require offerors to list any exceptions to proposed contractual terms and conditions, unless such terms and conditions are required by statute, regulation, ordinance, or standards developed pursuant to § 2.2-1132, until after the qualified offerors are ranked for negotiations.”

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 16 of 32

MEI Engineering, Inc. 3/31/2026

1592 CF Pours Dr. Page 1 Harrisonburg, VA 22802 Phone: 540-432-6272 of 15 www.MEIengineeringinc.com

To: Harrisonburg City From: Michael D Irwin, P.E.

Attn: Tom Hartman Total # pages: 15

Re: Lucy Simms improvements RFP MEI Job No.: 26020

Following is a general outline of the heating, ventilation, air conditioning and electrical systems to replace outdated hvac equipment, make system improvements and associated electrical connection at the Lucy Simms building located in Harrisonburg, VA.

GENERAL MEP REQUIREMENTS

All work shall be in accordance with the current building codes.

proper service access around all equipment. Secure equipment, piping, ductwork, conduits, etc. to the building structure as applicable.

All work is to conform with applicable building Construction Standards.

Contractor is responsible for permits and inspection required for work.

All work shall be coordinated with other trades.

Contractors shall field verify all requirements related to installation and alterations prior to bid.

All work will need to be reviewed and approved by the National Park Service U.S.

Department of the Interior State, Tribal, Local, Plans, and Grants Historic Preservation Fund prior to the commencement of any construction activities The existing building drawings will be provided for reference.

HEATING, VENTILATING, AND AIR CONDITIONING

GENERAL SCOPE REQUIREMENTS

Provide proper noise and vibration isolation devices to prevent the transfer of equipment, duct, and piping vibrations to the building components. Isolation devices shall be sized per the weight distribution of the equipment.

Exceed minimum SMACNA and ASHRAE recommendations.

Duct construction to comply with SMACNA standards. Transition ducts to fit equipment duct connections. Leak test must comply with SMACNA standards. Provide volume dampers and branch duct connections to trunk ducts.

ATTACHMENT F. GENERAL OUTLINE BY MEI ENGINEERING INC

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 17 of 32

1592 CF Pours Dr. Page 2 Harrisonburg, VA 22802 Phone: 540-432-6272 of 15 www.MEIengineeringinc.com

Insulate ductwork with ( out of building insulation envelope), 0.75 lb./cubic ft. density fiberglass duct wrap with FSK jacket within the building insulation envelope.

Condensate drainpipe to be Type L Copper or schedule 40 PVC. Insulate to energy code. Mechanical contractor to cut basement floor as necessary to run condensate lines below finished floor.

Provide T&B for air balance in accordance with NEEB or AABC standards, and the completed, and in full working order. Submit two copies of the complete test data.

Instruct the owner in the operation and maintenance of each piece of equipment.

Boiler B-1 and B-2 to be replaced. Existing units are LAARS Rheos. Existing piping to be reused and connected to new boilers. Repair any dammed insulation. Match exiting pipe and insulation material. The existing flue vents to be reused. New boilers shall be 2,4000,000 btu natural gas input, 120v/1ph power, 180 F LWT and 160 F EWT.

Thermal efficiency of 87%, Water tube heat exchanger, forced draft design. Provide bacnet interface compatible with new control system. The existing boiler draft system is not functioning correctly and will need to be replaced. See pictures below of plan location and existing boiler.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 18 of 32

1592 CF Pours Dr. Page 3 Harrisonburg, VA 22802

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 19 of 32

1592 CF Pours Dr. Page 4 Harrisonburg, VA 22802

The existing hot water pumps P-1, P-pumps shall be centrifugal base mount end suction pump, 480v/3ph, 10 HP, 370 gpm at 65 FT Head, 15.7 discharge velocity, and a minimum flow of 105 gpm. The system utilizes 30% propylene glycol mixture. Pumps to be suitable for variable speed operation. See picture below of existing pumps.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 20 of 32

1592 CF Pours Dr. Page 5 Harrisonburg, VA 22802

The existing chiller to be replaced. New chiller to be air cooled, 200 ton, 30% propylene glycol, 9.973 EER, IPLV 16.74 EER, NPLV 16.66 EER, 480v/3ph, 500 amp MOCP, 467 GPM, 274 GPM min flow, 55F EWT, 44F LWT. Variable speed compressors and condenser fans. 120v/1ph evaporator heater. Bacnet communication interface. The chiller circulation pumps are to remain.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 21 of 32

1592 CF Pours Dr. Page 6 Harrisonburg, VA 22802

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 22 of 32

1592 CF Pours Dr. Page 7 Harrisonburg, VA 22802

The existing control system to be upgraded to include space temperature adjustment, remote connectivity to control system. The existing is Trane tracer summit. See existing drawings for further details. Sequence of control to remain.

Heating and cooling capacity in the old section of the building is not adequate. Provide the following to add additional heating and cooling to each space.

o Additional fan coil units will be added as listed below. Use specifications as listed on sheet M6-014. Connect new hot water supply and return piping to existing piping runs in each room. Match existing pipe type and insulation.

o Second Floor Activity 1 add a new FCU-14V Activity 2 add a new FCU-12V Classroom 6 add new FCU-13V Art Room - add new FCU-13V Music Room - add new FCU-14V o First Floor Classroom 1 add new FCU-14V Classroom 2 add new FCU-14V Classroom 3 add new FCU-13V Computer Room add new FCU-9V

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 23 of 32

1592 CF Pours Dr. Page 8 Harrisonburg, VA 22802

Classroom 4 add new FCU-13V o Ground Floor

Tranning Room and a new FCU-13V

Auditorium E110 currently has high velocity grilles located at the stage area and the system is very noisy. See image below of the existing condition. To resolve the noise.

The high velocity supply grilles will be removed and 2 new 38x14 supply ducts to be run above the dropped ceiling and new supply grilles. Provide 8 440 cfm supply grilles

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 24 of 32

1592 CF Pours Dr. Page 9 Harrisonburg, VA 22802

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 25 of 32

1592 CF Pours Dr. Page 10 Harrisonburg, VA 22802

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 26 of 32

1592 CF Pours Dr. Page 11 Harrisonburg, VA 22802

ELECTRICAL

GENERAL REQUIREMENTS

All work shall be in accordance with the 2020 NEC.

All work shall conform with applicable building

Construction Standards.

The building is on the historic registry, and all improvements and equipment installations must be reviewed and approved by the historic review board.

Contractor is responsible for permits and inspection required for work.

Contractors shall field verify all requirements related to installation and alterations prior to bid.

All equipment shall recommendations.

Coordinate with building construction and other trades.

Conductors shall be copper. Wire sizes shall be as required for circuit size and to account for voltage drop.

Cables and conduits passing through fire rated assemblies shall not lessen the rating of the construction. Cables and conduits passing through exterior walls shall be completely weathertight. Give special considerations to devices in sheer walls where wiring occurs on both sides of wall.

Boxes shall be sized for number of conductors, fittings and devices as required by the code.

Boxes in rated construction shall be located to not lessen the rating or provide proper box protection.

Electrical equipment shall be by GE, Square-D, Eaton or Siemens.

Contractor is responsible for all required demolition work. Field verify all requirements. Remove items as required to clear areas of new construction.

Coordinate with other trades for equipment being removed that may require electric connections to be demolished. Conductors shall be removed fully from source to termination. Items disturbed by work under this contract shall be restored to the original operating condition. Where items are to be relocated, use care in removal and protect until reinstalled. Maintain continuity to remaining devices and fixtures on altered circuits as required.

The existing building drawings will be provided for reference.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 27 of 32

1592 CF Pours Dr. Page 12 Harrisonburg, VA 22802

ELECTRICAL SYSTEM CRITERIA

POWER SYSTEMS

Peak demand for the existing electrical service (as recorded by Harrisonburg

Electric Commission from March 2023 to February 2026) is 252.67 kW recorded in July 2024.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 28 of 32

1592 CF Pours Dr. Page 13 Harrisonburg, VA 22802

Existing electrical service for the Lucy Simms Center includes a 3-Section 1600-amp frame 1200-amp trip 480-volt 3-phase 65 kAIC-rated GE Spectra Series Switchboard with space available for a fourth section.

City of Harrisonburg, VA - Replacement of HVAC Equipment at the City’s Lucy F. Simms Continuing Education Center RFP (2026021-PR-DB) Page 29 of 32

1592 CF Pours Dr. Page 14 Harrisonburg, VA 22802

Existing electrical service is adequately sized to accommodate the HVAC changes as described above. There are no modifications required to the existing electrical service entrance equipment for this scope of work.

City of…