RFQ27006991 Prebid Sign In Sheet.pdf

This is a Prebid Sign In Sheet for Request for Quote 27006991 issued by the Rhode Island Department of Environment Management (DEM) for HVAC system replacement and electrification services at the NBNERR Field Station on Prudence Island. The project involves the removal of existing fossil-fuel-fired heating and split cooling equipment and installation of a fully electrified, high-efficiency heat pump HVAC system. The Base Bid specifies a ducted variable refrigerant flow system with Mitsubishi Electric/Trane City Multi equipment comprising four outdoor units (204,000 BTU/h cooling and 224,000 BTU/h heating capacity) and eight indoor units (six multi-position air handlers and two wall-mounted units), along with an energy recovery ventilator and electrical service upgrade. A non-mandatory pre-bid conference was scheduled for September 17, 2026 at 2:30 p.m. at the field station site. Quotes are due October 5, 2026, with attendance notification for the pre-bid conference required by noon on September 16, 2026. Construction is scheduled to commence October 2026, with substantial completion required within 12 months of Notice to Proceed and final completion within 30 days thereafter.

Qualified vendors must hold current Rhode Island Class A Master Electrician and mechanical/HVAC licenses, active Rhode Island Contractors' Registration Board certification, and EPA Section 608 Type II or Universal refrigerant handling certification. A 15% Minority Business Enterprise participation requirement applies. The project is partially funded by a federal NOAA grant and subject to Build America, Buy America compliance, requiring documentation that all equipment and materials meet BABA requirements. Prevailing wage requirements apply under Rhode Island General Laws 37-13-1. A five percent bid surety bond and 100% payment and performance bonds are required. Liquidated damages are assessed at $100 per day for delays. The contractor is responsible for permits, field verification, commissioning, testing and balancing per AABC standards, staff training, and a two-year warranty (with manufacturer warranties of not less than ten years on compressors and five years on parts). The contractor must account for island access by ferry from Bristol only, with all transport costs and weather contingency included in the bid. Questions are due September 25, 2026 at 3:00 p.m. EDT.