RFP 02-26-02 Issue Copy.PDF

REQUEST FOR PROPOSALS

RFP No. ________

Prepared by:

The City of Keene, NH

Due

No later than 4:00 P.M.

Deliver to:

Purchasing & Contract Services Office

City Hall, 3rd Floor 3 Washington Street Keene, N.H. 03431

Tel. 603-357-9800 Fax 603-283-5663 www.keenenh.gov lwright

INFORMATION

The City of Keene, New Hampshire is seeking proposals for

Information is available on the City of Keene website, https://keenenh.gov/finance-purchasing/current-projects. Interested parties are encouraged to register as a vendor to receive notices about this project and other opportunities with the City of Keene.

There will be a non-mandatory pre-proposal meeting on September 22, 2025, at 10:00 AM via zoom, Meeting ID 818 556 7290. The complete meeting details are posted on Public Purchase.

The City of Keene is offering two submission options:

Mail-in or in-person delivery

Submit Six (6) hard copies of the proposal (preferably on double-sided, maximum post-consumer recycled content paper) and one (1) electronic copy on a thumb drive to the City of Keene Purchasing & Contract Services Office, City Hall, 3rd Floor, 3 Washington Street, Keene, NH 03431, clearly labeled as RFP No.__________ -

Electronic Submission To submit electronically, the proposal should be submitted through the Public Purchase website. https:// keenenh.gov/finance-purchasing/current-projects.

If the proposal is submitted electronically; the review committee will receive the electronic submission PDF and/ or a photocopy of the proposal. If the proposer prefers to provide hard copies for presentation purposes only they must mail six (6) copies to be received by the due date and time as advertised to City of Keene, Purchasing & Contract Services Office, City Hall, 3rd Floor, 3 Washington Street, Keene, New Hampshire 03431.

All proposals regardless of the delivery method must be received by 4:00 PM on____________. Proposals received after that date and time shall not be considered.

All correspondence concerning this RFP shall be addressed to Purchasing & Contract Services Manager via the current project database (https://keenenh.gov/finance-purchasing/current-projects.)

The City of Keene is committed to sustainability and, when economically feasible, strives to work with businesses that are integrating sustainability into their operations and can further the City’s sustainability objectives.

RFP No. 02-26-02 WWTP HVAC Replacement Project & Grit Chamber Ductwork Insulation RepairsCity of Keene, NH Page 1 of 6 https://keenenh.gov/finance-purchasing/current-projects

PROPOSAL REQUIREMENTS

RFP No. 02-26-0202-24-02

1. Changes To Provisions/Specs

Any change to the provisions or specifications of the RFP shall be made by a written addendum issued no later than four (4) working days prior to the RFP due date.

2. RFP Response Requirements

Proposals should be succinct and well-organized, and no more than 25 pages (double-sided preferred) which include cover and index. Please note that double-sided page is considered two pages - meaning 25 pages printed double-sided equals 12.5 sheets of paper. At a minimum, the following sections and information shall be included:

a. Cover Letter: Provide a statement of ability to complete the project with current workload; cite any conflicts of interest and provide a 90-day guarantee on terms.

b. Contractor Qualifications: Provide an overview of qualifications for the contract team including, but not limited to, type of firm and relevant project experience. The firm(s) should be a qualified and, if appropriate, manufacturer-certified installer of the proposed acoustical treatments. If the manufacturer does not require certification of installers, firm(s) should provide evidence of previous experience installing the product.

c. Project Team: Provide a list of key individuals and staff assigned to this project, describing their role and relevant experience.

d. Approach: Describe how the contract team will complete the Scope of Work. Include a detailed schedule.

e. Cost Proposal: Provide a not-to-exceed cost proposal for all work described under the Scope of Work, broken down by appropriate units.

f. Appendices: Provide resumes of key staff members. Provide firm references from at least three similar projects, including name, address, telephone number, title of the project, and description of the work performed.

g. Insurance: Provide a Certificate of Insurance that clearly documents all current coverage limits available to the contractor. The successful contractor will be required to provide a policy endorsement that shows the City of Keene to be an additional named insured.

3. Process

a. Upon review of all responsive proposals, the City may conduct interviews of some, all, or none of the firms submitting proposals.

b. If necessary, and upon completion of the interviews, the City will finalize a final Scope of Services and Fee with the selected firm.

c. If the City is unable to reach an agreement with the selected firm, the City reserves the right to negotiate with the next highest rated firm until an agreement is reached.

d. The City reserves the right, through the City Manager, to accept and reject any or all proposals, and to waive any defect when in the best interest of the City.

RFP No. 02-26-02 WWTP HVAC Replacement Project & Grit Chamber Ductwork Insulation RepairsCity of Keene, NH Page 2 of 6

e. The City reserves the right to make such inquiries regarding a firm’s qualifications and reputation as it deems necessary to evaluate the firm.

f. Once a firm is selected and an agreement is reached, a recommendation will be made to the City Manager and, if required, to City Council. Upon final approval, the City Manager will approve a contract award to the successful proposer.

g. The Purchasing & Contract Services Manager will prepare a Notice of Award and Agreement for execution. Samples of current Notice of Award and Contract can be reviewed at https:// keenenh.gov/finance-purchasing/purchasing-forms-and-documents.

Upon execution of the Contract, the CONTRACTOR will be instructed to commence providing the work outlined in the contract.

h. The City reserves the right to negotiate directly with the firm selected for additional project work including construction administration services, and/or additional project engineering and design services.

4. Work Product

All information, data, documents, photos, computer records, and other materials of any kind acquired or developed by the CONTRACTOR pursuant to this proposal shall be the property of the City of Keene.

Page 3 of 6 RFP No. 02-26-02 WWTP HVAC Replacement Project & Grit Chamber Ductwork Insulation RepairsCity of Keene, NH Page 3 of 6

Exhibit A - Scope of Services

Design & Build Services for HVAC Replacement

Background

The air handler unit (AHU1) for the Main Control Building at the Wastewater Treatment

Plant (WWTP) was manufactured in 1995, though records indicate installation in 2004.

Regardless of its exact service age, the unit has reached the end of its useful life and requires replacement.

The existing York 12.5-ton unit provides airflow for heating, cooling, and ventilation to administrative spaces, but is a cooling unit only. The City seeks to eliminate the duct-mounted hydronic heating coils in each of the six zones serviced by AHU1 and instead add new electric in-line duct heaters, local controls, and thermostats. The existing AHU1 controls are outdated and must be upgraded, with integration into the plantwide SCADA system.

Additionally, the ductwork and insulation in the grit chamber is in poor condition and requires replacement. The grit chamber HVAC system is separate from AHU1 and not part of this scope, except for the ductwork insulation replacement.

Scope of Services

Task 1 – Design and Specifications

• Prepare design drawings and specifications for the demolition and replacement of

AHU1, the six duct-mounted hydronic heating coils, local thermostats, and demolition of the existing glycol pipe system.

• Prepare design drawings and specifications for updated controls system to be integrated into the existing control system and the plant’s SCADA system.

• Investigate the condition of grit chamber ductwork and recommend repair or replacement of ductwork and insulation.

• Submit the 90% design package to the City and NHDES for review and approval.

• At the 90% design stage, provide a firm fixed price for all construction work.

• Finalize the construction documents based on comments received from the City and

NHDES.

Task 2 – Construction

• Attend a preconstruction meeting.

• Review shop drawings and submittals with staff.

• Perform all required demolition of old systems and equipment.

• Install all system components per approved design.

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• Perform commissioning of the new HVAC system, including functional performance testing, controls verification, and training of City staff.

• Prepare and submit a commissioning report documenting pre-functional checklists, functional performance testing (airflow, heating/cooling, controls, SCADA integration), deficiencies and corrective actions, staff training records, and warranty registration verification. Provide a signed certification that the system performs in accordance with the construction documents and design intent.

• Conduct progress meetings with City staff as needed.

• Conduct a substantial completion walkthrough and create a punch list.

• Conduct a final completion walkthrough to confirm completion of remaining work items.

• Review and provide copies of the manufacturer’s O&M manual for the new AHU1, new electric in-line duct heaters, and controls.

• Prepare record drawings and provide two hard copies and an electronic copy.

Warranty Requirements

1. Manufacturer’s Warranty

• Contractor shall furnish all standard manufacturer warranties for the new air handler unit, duct heaters, motors, controls, and associated equipment.

• The standard coverage shall include a minimum of one (1) year parts coverage from the date of substantial completion.

• Extended manufacturer warranties available at no additional cost (e.g., multi-year coverage on compressors, coils, or motors) shall be transferred to the Owner.

2. Contractor’s Warranty

• Contractor shall provide a minimum one (1) year warranty on labor and workmanship covering all equipment and installation work, beginning on the date of Substantial Completion.

• This labor warranty shall include all costs of diagnosing, repairing, or replacing defective parts or workmanship discovered during the warranty period.

3. Optional Extended Coverage

• The Contractor shall identify and price optional extended warranties offered by the equipment manufacturer (parts and/or labor for up to five (5) years), and provide these options for Owner’s consideration at the time of submittal review.

4. Documentation

• All warranty certificates, registration forms, and service contacts shall be submitted to the Owner prior to final payment.

• Warranties shall clearly identify start and end dates, coverage details, and contact information for claims.

Selection Criteria

Proposals will be evaluated on the following criteria, including the initial price proposal:

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1. Qualifications and Experience of the design–build team with HVAC replacement projects of similar size and complexity, with an emphasis on key team members.

2. Technical Approach to the design and construction tasks outlined in this RFP.

3. Schedule and Capacity to complete the design and construction in a timely manner.

4. Quality of Proposal Submission, including clarity, completeness, and responsiveness to the RFP requirements.

5. Initial Cost Proposal. Firms are requested to include a non-binding preliminary cost proposal with their response. The cost proposal should include fees, overhead & profit to establish a basis for final fixed price negotiations.

The City reserves the right to interview shortlisted firms before final selection.

Deliverables

• 90% design submission with firm fixed price proposal.

• Final plans & specifications

• Staff Training

• Commissioning Report

• Record drawings.

• O&M manuals for all new equipment.

• Warranty certificates for all new mechanical equipment

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