Heat Pump and HVAC Training Equipment RFP 2027-02~1.pdf

Middlesex Community College RFP MCC-2027-02 Heat Pump and HVAC Training Equipment

Rev. 09/11/24

Middlesex Community College Request for Proposal # MCC-2027-02

Heat Pump and HVAC Training Equipment

Issue Date:

September 9, 2026

Bid Deadline – Proposals Must Be Received By:

September 25, 2026 at 11:59 PM

RFP# 2027-02

Heat Pump and HVAC Training Equipment

Table of Contents

PART I. GENERAL INFORMATION

1.1 COLLEGE BACKGROUND

PART 2. SCOPE OF WORK

2.1 SCOPE OF WORK

PART 3. INSTRUCTIONS TO BIDDERS

3.1 PROPOSAL SUBMISSION REQUIREMENTS

3.2 FORMAT FOR RESPONSE

3.3 BID SCHEDULE

3.4 EXAMINATION OF THE RFP

3.5 COMMUNICATION

3.6 QUESTION SUBMISSION PROCESS

3.7 RESPONSES TO QUESTIONS

3.8 AMENDMENTS

3.9 MODIFICATION OR WITHDRAWAL OF PROPOSALS

3.10 RIGHT TO CANCEL/REJECT BID

PART 4. SELECTION AND AWARD

4.1 RULE FOR AWARD

PART 5. TERMS AND CONDITIONS

5.1 PUBLIC RECORDS LAW

5.2 GOVERNING LAW AND VENUE

5.3 NEGOTIATION

5.4 SUBCONTRACTING

FORMS

Proposal Cover Page (Appendix A) Non-Collusion Certification and State Tax Compliance (Appendix B) Pricing Bid Form (Appendix C)

PUBLIC NOTICE

RFP# 2027-02

Middlesex Community College (MCC) is soliciting bids for Heat Pump and Heating, Ventilation, Air Conditioning and Refrigeration (HVACR) Training Equipment.

A copy of the RFP, as well as the Question & Answer Summary and all other related documents to this RFP, can be obtained at the following websites:

https://www.middlesex.edu/finance/bidsandcontracts.html and https://www.commbuys.com

The RFP will be available on September 9, 2026.

Proposal submissions must be received no later than 11:59 p.m., EST, on September 25, 2026. Proposals will be opened the following business day. Proposals not submitted to the Purchasing Department at purchasing@middlesex.edu by the aforementioned deadline will not be considered for contract award.

All times listed are understood to be Eastern Standard Time (EST) unless otherwise noted.

MCC reserves the right to accept the proposal deemed to offer the best value for the Commonwealth of Massachusetts and MCC. The Contract will be awarded to the Contractor who offers the best combination of price, capability and service options as determined by MCC. MCC reserves the right to reject any or all bids, wholly or in part, to withdraw its Request for Proposal, and/or to modify and reissue a Request for Proposal in the future.

https://www.middlesex.edu/finance/bidsandcontracts.html https://www.commbuys.com/ mailto:purchasing@middlesex.edu

RFP# 2027-02

PART I. GENERAL INFORMATION

1.1 COLLEGE BACKGROUND

Middlesex Community College enrolled its first-degree students in 1970. The annual enrollment is approximately over 9,300 credit students (on-campus, on-line and hybrid classes). The College’s primary service area is within the Middlesex County region in northeast Massachusetts. Operating in two campus locations, its original site in suburban Bedford and an urban campus in downtown Lowell, MCC is one of the largest community colleges in Massachusetts.

Middlesex Community College provides access to affordable education for a diverse community from all ethnic and economic backgrounds and identities, preparing individuals for success and lifelong learning. We promote academic excellence, provide workforce development opportunities, and empower all learners to become productive and socially responsible members of our local and global communities. To learn more about MCC, including the College’s mission, vision, values, and programs, visit www.middlesex.edu.

PART 2. SCOPE OF WORK

2.1 SCOPE OF WORK

Middlesex Community College (MCC) is seeking bids for Heat Pump and Heating, Ventilation, Air Conditioning and Refrigeration (HVACR) Training Equipment. This equipment will be used to train students, and the regional workforce, on the components, processes, and maintenance required to gain employment in the HVACR industry as well as to gain credentials and experience to work towards industry licensure. All facility requirements and accessory specifications shall be provided to MCC by the selected vendor.

The Heat Pump and HVACR training equipment will enable hands-on training and assessments as part of an overall curriculum that will include related eLearning and instructor-led lectures and activities. This curriculum will align with the requirements established by the Massachusetts Clean Energy Center Universal Heat Pump Training Curriculum Map and associated Equipment Agnostic Lab Toolkit.

All anticipated costs for delivery, installation and training shall be identified separately and provided in the vendor bid package along with anticipated lead times for delivery. Cost for software licenses and other curricular materials including virtual or simulated training should be identified as specific line items and listed as optional if not required for the functioning of the system. Software required for system operation may be incorporated into system costs or listed separately. It is anticipated procurement will include all related training materials within http://www.middlesex.edu/ budget limitations.

1. General Overview

MCC seeks Heat Pump and HVACR Training Equipment that is supported by eLearning curriculum and addresses specific learning areas as described below in response to HVAC industry needs as identified by the Massachusetts Clean Energy Center. The equipment will be housed in a renovated lab space capable of providing the necessary space, safety, electrical, air, cooling and other facility requirements established by the equipment vendor. The classroom design will accommodate 12 students. Each training unit listed includes the desired voltage requirements. MCC is seeking training systems that are comprised of industrial grade components and that incorporate the ability to insert faults, mechanically and/or electronically to provide assessment tools to track student troubleshooting skills.

Curriculum with specific learning objectives must be available for each component and any associated costs identified. Instructor access to multimedia and eLearning materials must be available for each instructor as well as program design personnel and include comprehensive courses and lab activities that align directly with the training equipment. This instructional design ensures that all curriculum materials are developed around the specific training modules, providing a cohesive and organized approach to learning. Curriculum eLearning resources should support both self-paced and instructor-led training and include assessments.

Optional features may be presented for each system with separate pricing clearly identified. All associated hardware and software, including delivery, training, and installation costs must be identified.

2. System Components and Capabilities Sought

A) Basic Refrigeration Learning System 120 V Quantity (2)

Compact tabletop training unit designed to introduce students to hands-on maintenance skills and technical refrigeration concepts and calculations. Topics addressed shall include temperature and pressure measurement, heat transfer and phase change.

Multiple temperature and pressure gauges shall be incorporated to support student understanding of refrigeration cycles and provide experience operating, monitoring and adjusting refrigeration cycles. Hands-on activities to include measuring condenser inlet and outlet temperature and pressure; setting the pressures on a dual-pressure control device; calculating a change in enthalpy due to temperature changes; and operating a thermal system using forced and free convection heat transfer.

Desired components include hermetic compressor, condenser, evaporator, suction compressor, dual pressure control, temperature controller, filter drier, moisture indicator and automatic expansion valve. Unit to utilize R134A refrigerant.

B) Residential Heat Pump Troubleshooting Training System

220 V Single Phase Quantity (2)

Training system comprised of components found in residential HVAC systems that utilize heat pumps and traditional ducting and that incorporates the ability to mechanically and electronically insert system faults to enhance student learning and troubleshooting skills. System components to include a heat pump condenser, heat pump air handler, Wi-Fi-enabled thermostat, fuse box, ducting, and manifold.

Learning topics to include: Mechanical Refrigeration Systems, Forced-Air Residential Heat Pump Systems, Electronic Thermostat Operation, Heating and Cooling Modes, HVAC Pressure and Temperature Measurements, Subcooling Method to Determine System Charge, Heat Pump Component Tests, and Residential Heat Pump System Troubleshooting.

C) Residential Mini-Split Heat Pump Learning System

220V Single Phase Quantity (1)

Training system comprised of components found in residential ductless (“mini-split”) HVAC systems that incorporates the ability to electronically insert system faults to enhance student learning and troubleshooting skills. System to include a heat pump condenser, evaporator unit, and condensate pump and must operate as a fully functional ductless mini-split with inverter-driven compressor and indoor/outdoor units.

Learning topics to include: Mechanical Refrigeration, Mini-Split Heat Pump System Operation,Remote Controller Settings & Adjustments, Heating & Cooling Modes, LED Indicators & Communication Between Units, Power Supply Testing, Component Tests and System Troubleshooting.

D) Combined Refrigeration Installation Training System 120 V Quantity (2)

Training system designed to facilitate learning refrigeration installation processes such as cutting and preparing copper tubing, operating a lever-type tube bender, flaring copper tubing and assembling a fitting, leak testing a refrigerant system, and installing tubing installations on a HVACR system.

The learning system shall provide a stainless steel panel design and welded steel frame with pre-mounted components and be mounted on casters, capable of providing a horizontal and vertical component arrangement, with a built-in workbench for tube bending and work holding for soldering components. The system must include industrial components such as evaporator and condenser coils, a hermetically-sealed compressor and a filter/drier. Consumables and tools to be included in System.

E) HVAC Motor Control Training System 120 V Quantity (1)

Training System to provide comprehensive motor control training specifically targeted at common HVACR applications, including residential air conditioners and heat pumps, as well as commercial refrigeration. System must incorporate modern components including an electronic temperature controller, programmable digital thermostat, PSC single-phase AC compressor motor, shaded pole single-phase AC blower motor, programmable defrost controller, contactors, multiple types of switches, and built-in safety features, such as sheathed leads, lockout/tagout, and component guards.

Hands-on skills, such as connecting, operating, and testing an electronic temperature controller, a digital thermostat, a defrost timer, and a float switch must be addressed by this Training System.

F) Digital Gauge Manifold Learning System 120 V Quantity (2)

Training System designed to introduce students to Digital Gauge Manifolds that features a digital gauge manifold with case, standard hoses, an evacuation hose, smart probes, and must be compatible with standard refrigerants. Learning objectives to include how to measure pressure and temperature with the digital gauge manifold, how to connect it via Bluetooth to a smartphone or other mobile device and how to use a third-party app to interface with the manifold to display pressure/temperature.

G) Refrigerant Recovery & Charging Training System for R-454b 120 V

Quantity (1)

System designed to enable students to perform refrigerant recovery of the next generation refrigerant R-454b. System should include a recovery machine, manifold gauges, submersible cooler, temperature probe, filter dryer, low side liquid charger, vacuum pump, and a micron vacuum gauge. Students should gain knowledge and experience in relevant refrigerant recovery and charging topics, including: refrigerant fundamentals, leak detection, pressure and temperature measurement, refrigerant recovery and recycling, and refrigerant charging.

H) Air Conditioning & Heat Pump Training / Troubleshooting Learning System

120 V Quantity (1)

This Training / Troubleshooting System shall provide a hands-on experience for identifying faults such as blockages, leakage, and refrigerant overcharging and undercharging. The system should consist of a mobile workstation, compressor, pressure control system, refrigeration circuit, instrumentation set, temperature control system, blower control system, compressors, condensers, metering devices, evaporators, temperature and pressure control devices, and reversing valves.

The goal of this Training System is to provide hands-on experience for operating, adjusting, and troubleshooting air conditioning / heat pump systems in applications where faults may be added to the system to create learning and trouble shooting opportunities.

PART 3. INSTRUCTIONS TO BIDDERS

3.1 PROPOSAL SUBMISSION REQUIREMENTS

Proposals must be submitted electronically to MCC's Purchasing Department at purchasing@middlesex.edu no later than the date and time specified in the Bid Schedule.

Only proposals received via email by the deadline stated in the Bid Schedule will be considered. MCC assumes no responsibility for delays, transmission errors, incomplete deliveries, or the failure of an email or attachment to be received.

If file size limitations require multiple emails, bidders may submit their proposal documents in separate transmissions. However, all emails and attachments must be received by the specified submission deadline to be considered responsive.

By submitting a proposal, the bidder acknowledges that they have thoroughly reviewed and understand the scope of work, project requirements, specifications, and conditions under which the services will be performed.

Amended or revised proposals will not be considered unless received by the Purchasing Department on or before the deadline specified in the Bid Schedule.

MCC reserves the right to reject any or all proposals, in whole or in part; to withdraw this Request for Proposal (RFP) at any time; and to modify, reissue, or otherwise revise the solicitation as deemed necessary.

3.2 FORMAT FOR RESPONSE

Proposals must include the Required Forms listed below. The proposal must be based on the specification provided by Middlesex Community College.

Supplemental technical information, product literature and other supporting materials that further explain or demonstrate the proposed system capabilities may also be included within the proposal response.

Required Forms: The following forms must be completed, signed by a person authorized to enter into contracts on behalf of the Bidder and must be submitted with the bid.

1. Proposal Cover Page (Appendix A)

2. Non-Collusion and Tax Compliance (Appendix B)

3. Summary Pricing Bid Form (Appendix C)

3.3 BID SCHEDULE

All times listed are understood to be Eastern Standard Time (EST) unless otherwise noted.

RFP Coordinator Name: Christina Kelley Title: Director of Procurement Email: purchasing@middlesex.edu

RFP Issue Date September 9, 2026

Deadline for Bidder Questions September 16, 2026, no later than 11:59 p.m., EST

Deadline for Responses by MCC September 21, 2026

Bids Due September 25, 2026, no later than 11:59 p.m., EST.

Anticipated Bid Award October 14, 2026

3.4 EXAMINATION OF THE RFP

Bidders are responsible for examining the solicitation documents and any addenda issued to become informed to all conditions that might in any way affect cost or performance of any work performed. Should the bidder find discrepancies in or omissions from the solicitation documents or should their intent or meaning appear unclear, promptly report such to the College. Failure to do so will be at the sole risk of the bidder

3.5 COMMUNICATION

From the time the RFP is issued until award notification is made, all contact with MCC regarding the RFP must be made through the RFP Coordinator (see Bid Schedule). No other person/ MCC employee is empowered to make binding statements regarding the RFP.

Violation of this provision may lead to disqualification from the bidding process, at MCC’s discretion.

3.6 QUESTION SUBMISSION PROCESS

It is the responsibility of all Bidders and interested parties to thoroughly review this RFP and submit written requests for clarification regarding any information, requirements, or instructions that are unclear.

a. Questions must be submitted by email to purchasing@middlesex.edu and received no later than the date and time specified in the Bid Schedule.

b. MCC assumes no responsibility for delayed, incomplete, misdirected, undelivered, or unsuccessful email transmissions.

3.7 RESPONSES TO QUESTIONS

Responses to all questions will be compiled and posted on the following websites by the date specified on the Bid Schedule Page: https://www.middlesex.edu/finance/bidsandcontracts.html and https://www.commbuys.com. It is the responsibility of all interested parties to go either website to obtain a copy of the Question & Answer Summary. Only those answers issued on these website will be considered binding.

3.8 AMENDMENTS

MCC reserves the right to amend or alter the bid at any time prior to the deadline for submissions of bid. All amendments released in regard to the RFP will also be posted on the following websites: https://www.middlesex.edu/finance/bidsandcontracts.html and https://www.commbuys.com. It is the responsibility of all interested parties to go to either website to obtain amendments. Only those amendments posted on these websites are considered binding. All amendments shall be covered in the proposal and shall be part of the contract.

3.9 MODIFICATION OR WITHDRAWAL OF PROPOSALS

A Bidder may modify or withdraw a proposal by email notice to purchasing@middlesex.edu by the date and time set for Bid Deadline. Each modification must be numbered in sequence and must reference the original RFP. However, no proposal may be withdrawn for a period of sixty mailto:purchasing@middlesex.edur https://www.middlesex.edu/finance/bidsandcontracts.html https://www.commbuys.com/ https://www.middlesex.edu/finance/bidsandcontracts.html https://www.commbuys.com/

(60) days subsequent to the opening of the RFP without the prior written approval of the Director of Purchasing.

3.10 RIGHT TO CANCEL/REJECT BID

The College reserves the right to cancel this bid at any time before a contract has been executed and approved, in which event the College will reject any and all bids received in response to this RFP. Should the bid be canceled, all expenses related to preparation of response to this RFP remain the responsibility of the Bidder.

PART 4. SELECTION AND AWARD

4.1 RULE FOR AWARD

The Contract for required items will be awarded to the Bidder who offers the best combination of price, capability and service options as determined by MCC. The lowest bid does NOT constitute the winning bid. MCC reserves the right to award or reject any and all proposals in whole or in part, and to waive technicalities, minor deviations, irregularities, and omissions if, in its judgment, the best interests of the Commonwealth of Massachusetts and MCC will be served. No financial claim for any payment whatsoever shall be brought against MCC for any Contract award delays.

The contract will be awarded within sixty (60) days after the bid opening.

Notification of conditional award selection or non-selection will be made in writing by the MCC.

Issuance of the RFP in no way constitutes a commitment by MCC to award a contract, to pay costs incurred in the preparation of a response to the RFP.

PART 5. TERMS AND CONDITIONS

5.1 PUBLIC RECORDS LAW

All responses and information submitted in response to this RFP are subject to the Massachusetts Public Records Law, M.G.L., Chapter 66, Section 10, and to Chapter 4, Section 7, Subsection 26(h). Any statements reserving any confidentiality or privacy rights in submitted Responses or otherwise inconsistent with these statues will be void and disregarded.

5.2 GOVERNING LAW AND VENUE

The Contract shall be governed by and construed by the Laws of the Commonwealth of Massachusetts. Middlesex County, Massachusetts, shall be the proper venue for any litigation involving this Contract.

5.3 NEGOTIATION

MCC reserves the right to negotiate all elements, which comprise the vendor's proposal to ensure the best possible consideration, be afforded to all concerned. MCC further reserves the right to waive any and all minor irregularities in the proposal, waive any defect, and/or reject any and all proposals, and to seek new proposals when such an action would be deemed in the best interest of MCC.

5.4 SUBCONTRACTING

No portion of this contract may be subcontracted without prior written permission of the College. Please identify the use of a subcontractor in your RFP response.

APPENDIX A

Middlesex Community College

PROPOSAL COVER PAGE

Bidder’s Organization Name:

Name/Title:

Tel: E-mail:

Address (Street, City, State, Zip):

Supplier Diversity Certification Type: Select all that apply.

☐Minority Business Enterprise (MBE) ☐Women Business Enterprise (WBE)

☐Veteran-Owned Business Enterprise (VBE) ☐Disability-Owned Business Enterprise (DOBE)

☐Service-Disabled Veteran-Owned Business Enterprise (SDVOBE)

☐ Lesbian Gay Bisexual or Transgender Business Enterprise (LGBTBE)

☐Not Applicable

• This proposal and the pricing structure contained herein will remain firm for a period of

60 days from the date and time of the bid opening.

• No personnel currently employed by MCC participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal.

• No attempt has been made, or will be made, by the Bidder to induce any other person or firm to submit or not to submit a proposal.

• The above-named organization is the legal entity entering into the resulting contract with MCC if they are awarded the contract.

• The undersigned is authorized to enter contractual obligations on behalf of the above-named organization.

To the best of my knowledge, all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX B

NON-COLLUSION AND TAX COMPLIANCE

Certificate of State Tax Compliance

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Certificate of Non-Collusion

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX C

SUMMARY PRICING BID FORM

Required Equipment

ITEM # QTY DESCRIPTION UNIT COST TOTAL COST

1 2 Basic Refrigeration Learning System (120 V)

2 2 Residential Heat Pump Troubleshooting Training System (220 V; single phase)

3 1 Residential Mini-Split Heat Pump Learning System (220 V; single phase)

4 2 Combined Refrigeration Installation Training System (120 V)

5 1 HVAC Motor Control Training System (120 V)

6 1 Digital Gauge Manifold Learning System (120 V)

7 1 Refrigerant Recovery & Charging Training System for R-454b

8 1 Air Conditioning & Heat Pump Training / Troubleshooting Learning System (120 V)

Total Cost

Labor Costs Total Cost

All labor related costs

REQUIRED: Please provide additional documentation listing the components included in each system and the cost of each component.