3-RFP VRVF ERV System August 2025.pdf

REQUEST FOR PROPOSAL

Prepared By

THE STUDENT REVOLVING LOAN

FUND

INSTALLATION OF VRVF ERV SYSTEM

AUGUST 25, 2025

(RFP)

TABLE OF CONTENTS

Project Overview ---------------------------- Page 1

Invitation for Proposal----------------------- Page 1

Proposal Requirements ------------------- Page 2

Terms & Conditions ----------------------- Page 3

Instructions For Submitting A Proposal --- Page 3

Scope of Work ----------------------- ----- Page 2

Proposal Time Line ------------------------ Page 3

1.0 Project Overview and Scope:

1.1 Invitation For Proposal - Student Revolving Loan Fund Management

Committee invites proposals from qualified vendors for the design, supply, installation, testing and commissioning of a Variable

Refrigerant Volume/Flow System (VRV/F) integrated with an Energy

Recovery Ventilator (ERV) system.

1.2 The objective is to create a complete climate control solution that offers both efficient thermal management and energy-efficient ventilation for its new office complex at #9, 5th Avenue Belleville, St. Michael.

Exhaust systems for the lunchroom and washrooms must form part of the overall system design.

1.3 Project Background - Student Revolving Loan Fund Management

Committee (SRLFMC) is governed by the Student Revolving Loan Fund

Act CAP 54A and was established in 1977. This Act forms the legal framework under which SRLFMC operates as a State-Owned Enterprise

(SoE) within the Ministry of Training & Tertiary Education and conducts business as the Student Revolving Loan Fund (SRLF). The SRLF primary focused is the provision of loans for education and education related expenses.

1.4 The purpose of the project is to provide a reliable and sustainable source of cooling and energy-efficient ventilation to the new office complex recently acquired by the SRLF. The existing system is old and inefficient and will have to be replaced with a new system with the existing infrastructure being removed and carted away.

1.5 All relevant drawings of the office layout have been uploaded to the government procurement site.

2.0 Proposal Requirements

2.1 All proposals must contain the following:

(i) Company Profile and contact information.

(ii) Proposed key person (s) to lead the implementation of the project along with their qualifications and contact information.

(iii) Vendor's experience with projects of similar size and scope.

(iv) A detailed breakdown of the cost of the project.

(v) Payment terms.

(vi) A schedule for project completion including key milestones and deadlines.

(vii) Training plan for employees post implementation.

(viii) Proposed warranties and service agreements.

(ix) A detailed description of the technical capacity of the proposed systems.

(x) The costing for the necessary repairs or restoration of disturbed areas.

(xi) Contact information for past clients who can speak to the company’s experience with similar projects.

2.2 Technical Requirements – The proposal must detail the system specifications including but not limited to the number of indoor and outdoor units; their minimum BTU/h ratings and compatibility requirements; the type of indoor units being proposed e.g. wall mounted units; round cassette; and cassette units. The amount and type of ductwork, refrigerant and condensate piping that may be required. The electrical requirements including voltage for condensers and power distribution. The system must be designed in compliance with all relevant building codes and standards, e.g. ASHRAE. In addition, the proposal must clearly outline the capacity and energy efficiency ratings; proposed brands & models; features and functionalities; manufacturer’s warranty and any additional warranty offered by the vendor.

3.0 Evaluation Criteria:

3.1 The RFPs will be evaluated based on the following criteria:

(i) Technical compliance – How well the proposed system meets the requirements outlined in the RFP.

(ii) Experience and Qualifications – The entity’s experience with VRV/F and ERV systems installations and the qualifications of its project team.

(iii) Pricing and Value – The overall cost of the project and the value it offers.

(iv) Warranty and Support – The extent and terms of the warranty offered.

(v) Timeline and Project Management – The proposed timeline and the entity’s ability to manage the project effectively.

4.0 Proposal Timeline

Milestone Date

RFP Release 25th August 2025

Site Visit 1st September 2025

Deadline for Questions 5th September 2025

Final Submission Deadline 19th September 2025

Evaluation Period 20th to 24th September 2025

Vendor Selection Notification 25th September 2025.

5.0 Instructions For Submitting A Proposal

5.1 All submissions must be uploaded via the Government Procurement at

Platform https://gov-bb.bonfirehub.com/ by 19th September 2025. Late submissions will not be considered. Questions must be submitted through the said site no later than 5th September 2025.

6.0 Terms & Conditions

6.1 The following terms and conditions will apply to all proposals submitted:

(i) The Student Revolving Loan Fund Management Committee reserves the right to reject any or all proposals.

(ii) Participation in this RFP does not guarantee award or future contracts.

(iii) All cost associated with the proposal are the responsibility of the vendor.

(iv) Vendors may be invited to participate in clarification meetings.

(v) The vendor will be expected to enter a contractual arrangement with the SRLFMC.