STAR Energy Audit RFP.pdf

Feasibility

REQUEST FOR PROPOSAL (RFP)

STAR Centre Energy Modernization Project

Energy Audit

BPM059233

Issued by: Department of Administration, City of Havre de Grace

October 19, 2026

Proposal Deadline: November 23, 2026 by 2pm Delivered electronically through Beacon Bid.

Contact: For more information on the Proposal Requirements and Scope of Work contact: Michele Widman, Procurement Officer at Michelew@havredegracemd.com or by phone at 410-939-1800 ext.

1109.

Pre-Proposal Meeting: Mandatory Virtual Pre-Bid meeting, October 28, 2026 at 2:30pm Must RSVP if interested in attending the meeting by contacting Michele Widman, Procurement Officer, at Michelew@havredegracemd.com or 410-939-1800 ext 1109.

Important Notice to Vendors Regarding Registration as a Requirement for Bidding:

To be added to the bidder list you must be registered as a Supplier in Beacon. Register as Supplier

For additional assistance with registration, Suppliers may contact Beacon Help:

https://www.beaconbid.com/help/city-of-havre-de-grace

Purpose of RFP:

The STAR Centre is the largest public building owned by the City of Havre de Grace and is utilized at a multipurpose event center. The City of Havre de Grace is seeking proposals from responsible offerors to conduct a comprehensive energy audit as step one of multi-step Energy Modernization effort. The requested Retro-commissioning (Energy Audit) study shall document baseline operating conditions through data collection and performance trends. The resulting recommended task list for lighting, building envelope weatherization, HVAC and any other energy efficiency measures shall provide action items for lowering energy consumption. The recommended Analytics Based Commissioning Service (MBCx) will allow for future planning and energy use monitoring. This project is in conjunction with the Maryland Energy Administration, Local Government Energy Modernization Program, Grant 52-600796.

Location and Background:

The STAR Center, centrally located at 700 Congress Ave, Havre de Grace, MD 21078 was formerly part of the Havre de Grace High School complex. The building has now been converted to a multipurpose event center committed to providing community-based programs focusing on performances and wellness activities. Original construction dates back to 1960s for the gymnasium side and 1970s for the Auditorium addition.

mailto:Michelew@havredegracemd.com mailto:Michelew@havredegracemd.com https://www.beaconbid.com/help/city-of-havre-de-grace

STAR L-GEM Energy Audit RFP

Project Timeline:

RFP Publication October 19, 2026 Mandatory Pre-Bid Meeting October 28, 2026 at 2:30pm (remote) Last day for Questions November 16, 2026 Submission Deadline November 23, 2026 by 2pm Review Period November 24-30, 2026 Notice of Award December 1, 2026 Project Completed February 5, 2027

Bonding Requirements:

Minority Participation Requirement: None Bid Bond Requirement: None Performance and Payment Bond: None Maintenance Bond: None

Notice to Vendors:

The City Reserves the Right to reject any proposals that are not furnished promptly with all the required information. The City Reserves the Right to verify the qualifications of all contractors. Such qualifications may serve as the basis for acceptance or rejection. The City Reserves the Right, in its discretion to reject any and all proposals or to accept any proposals found to be in the best interest of the City of Havre de Grace.

The City of Havre de Grace Procurement Policy is available for review at City Hall between the hours of 9 am until 5 pm, Monday through Friday, and on the City’s website at www.havredegracemd.gov.

SECTION 1: GENERAL INFORMATION

1.1 Purpose: The City is seeking proposals from highly qualified firms to conduct work as part of an energy modernization project at the City’s STAR Centre facility. The proposed renovations will reduce energy consumption and help achieve the City’s sustainability goals while ensuring the continued accessibility and comfort of the building for its users.

The project will begin with an conducting a comprehensive energy use audit. The data collected shall result in a recommended task list for building envelope weatherization, lighting and HVAC opportunities for improvement, with noted energy efficiency measures. The contractor shall recommend an Analytics Based Commissioning Service (MBCx) to allow the City to continuously monitor the performance of the buildings systems.

This is a grant-funded project, all terms and provisions of the grant funding agency must be strictly adhered to during the period of performance.

1.2. Solicitation Schedule:

RFP Publication October 19, 2026 Mandatory Pre-Bid Meeting October 28, 2026 at 2:30pm (remote) Last day for Questions November 16, 2026 Submission Deadline November 23, 2026 by 2pm Review Period November 24-30 2026 Notice of Award December 1, 2026 Contract Documents Complete December 9, 2026 Project Completed February 5, 2027

1.3. Delivery method: All proposals must be submitted electronically through the City’s designated procurement platform, HdG Beacon Bid. Submitters may withdraw and/or replace proposals at any time until the deadline for deadline for submission of proposals.

1.4. Point of Contact: All questions must be submitted directly to the Procurement Officer as noted through the Q&A section of the solicitation forum. The Procurement Officer, Michele Widman is the sole point of contact for this project, any attempt to contact other City of Havre de Grace Staff members will result in the disqualification of the proposer.

1.5. Questions and Answers: All project questions must be submitted in writing via the City’s procurement platform by the deadline of November 23, 2026 by 2pm. Questions will be answered in the form of an Addendum or Q&R format and distributed to all project participants.

1.6. Conflict of Interest: By signing the proposal, the bidder affirms that it and its’ officers, members and employees have no actual or potential conflict of interest, beyond the conflicts disclosed in its’ proposal.

Bidder will not acquire any interest, direct or indirect, that would conflict or compromise in any manner or degree with the performance of its services under this contract. If any potential conflict is later discovered or if one arises, the bidder must disclose it to the City promptly.

1.7. Independent Proposal: A proposal will not be considered for award if the price in the proposal was not arrived at independently, without collusion, consultation, communication or agreement as to any matter relating to such prices with any other offer or with any competitor. The price quoted in the bidder’s proposal will not be subject to any increase and will be considered firm for the life of the contract unless specific provisions have been provided for adjustment in the original contract.

1.8. Rejection of Proposals: The Procurement Officer reserves the right to accept or reject any or all proposals, in part or in whole, at her discretion. The City reserves the right to withdraw this RFP at any time for any reason. Submission of, or receipt by, the City confers no rights upon the bidder nor obligates the City in any manner.

1.9 Expenses: The City will not be held liable for any expenses incurred by any bidder responding to this RFP including expenses to prepare or deliver the proposal or attend any oral presentation.

1.10 Interviews: Discussions and/or interviews may be held with the bidders under final consideration prior to making a selection for award; however, the RFP may be awarded without such discussions or interviews.

1.11 Oral Statements and Commitments: Any oral representations made or assumed to be made during discussions held between the bidder’s representatives and the City personnel are not binding. Only the information issued in writing and added to the RFP by an official written addendum is binding.

1.12 Award: It is anticipated that a single contract will be awarded for all services. However, the City reserves the right to configure the contract in whatever manner is in its’ best interests.

1.13 Public Record: All documents submitted in response to the RFP and any documents created as a result of this RFP are considered public record. All bids, proposals or offers submitted shall become public information and will be available for inspection during normal business hours at the City.

Only trade secrets are considered exempt from public disclosure.

1.14 Contract: The RFP and the bidder’s response will be incorporated into the contract by reference.

The order of precedence is the contract, the RFP and any addendum and the bidder’s proposal in the response to the RFP.

1.15 Contract Term: This contract will be effective upon award and shall be for a single engagement.

1.16 Contract Changes: Any changes to the original contract will be made via a Change Order issued by the City. No change is official until a signed Change Order is produced.

1.19 Contract Termination for Unavailability of Funds: If funds are not appropriated or allocated for the services provided under this contract, the City may terminate the contract without charge or penalty.

The City shall give the vendor written notice of such non-appropriation or non-allocation of funds as soon as possible after the City receives notice.

1.20 Contract Termination for Failure to Perform: The City may terminate the contract resulting from this RFP immediately at any time the vendor fails to meet the terms of the contract.

1.21 Payment of fees will be made upon successful completion of the required services. Progress payments for services satisfactorily completed may be made pursuant to a payment schedule which is deemed satisfactory to the City and is included in the bidder’s response to this RFP.

1.22 Invoices: The vendor shall submit invoices, in arrears. Invoices properly prepared and submitted in accordance with the terms and conditions of the contract are usually paid within thirty (30) days.

SECTION 2: ELIGIBILITY REQUIREMENTS

2.1 Good Standing. Requirement for Good Standing with the State of Maryland, Harford County Government and City of Havre de Grace in order to engage in business with the City of Havre de Grace, with no outstanding or past due taxes owed. Good Standing Certificate is required.

2.2 Tax Payer Information. The Internal Revenue Service (IRS) requires the City to request a taxpayer identification number for reporting purposes. An IRS Form W9 is required.

2.3 Established Business. The proposer must be an established business, corporation, partnership or firm who normally furnishes such services as requested, with a minimum of five (5) years demonstrated experience in the industry. Vendor must be in compliance with all State of Maryland regulations.

SECTION 3: BACKGROUND INFORMATION

The STAR (Sports, Theater, Arts and Recreation) Centre, the largest public building owned by the City of Havre de Grace, is a multipurpose event center committed to providing community-based programs that foster education, wellness and the arts. The facility is centrally located in downtown Havre de Grace. Once part of the Havre de Grace High School building complex, the building was acquired by the City from Harford County Public Schools in 2021.

SECTION 4: SCOPE OF SERVICES

4.1 Facility Energy Audit

4.11 Perform ASHRAE Level 1 walkthrough Energy Audit

4.12 Evaluate eligibility for utility rebates

4.2 Data Collection

4.21 Assess site to determine: Building Envelope, Lighting and HVAC opportunities

4.22 Provide energy efficiency measures (EEMs) in detailed report format

4.23 Review Utility billing data, provide current calculations versus recommended improvements

4.3 Energy Information System

4.31 Provide recommendations for Data Analytics Software Platforms

4.32 Provide cost basis for Energy Information System (EIS) Tools with integration

4.33 Work with staff to identify the best method for future Monitoring Based Commissioning Plan (MBCx) to support energy management

SECTION 5: PROPOSAL REQUIREMENTS

Statement of Understanding/Cover Letter to include the following:

5.1 Identify and describe the company’s experience level related to fulfilling the Scope of Work Requirements.

5.2 Describe key personnel with detailed experience, length of service, as well as other relevant skills.

5.3 Describe the company’s ability to complete the Energy Audit and provide deliverables within the requested sixty (60) day period of time.

5.4 Provide three (3) recent examples of similar work performed within the past five (5) years.

References to include the name, contact number, email address and cost basis of each project listed.

Include clients with engagements comparable to the scope of work requested within this RFP.

Cost Proposal to include the following:

5.6 Cost Proposal to include a breakdown of all portions of the project, with total Bid amount.

5.7 Proposed timeline, to include Project Kickoff Meeting, Data Review, and final deliverables.

5.8 Certificate of Good Standing with the State of Maryland

5.9 Maryland Business License

5.10 Company’s W-9

5.11 Evidence of Insurance Certificate: to include General Liability, Equipment, Workers’ Comp, Errors and Omissions and any additional Specialty Insurance.

SECTION 6: BIDDER RESPONSE AND EVALUATION

6.1 Economy of Preparation: Proposals should be prepared simply and economically, providing a straightforward, concise description of the bidder’s ability to satisfy the requirements of the RFP.

Emphasis should be placed on completeness and clarify of content.

6.2 The RFP Title shall be listed and include the Bidder’s business name, business address, website, and email address. Documentation noting individual authorized to obligate the business must be included.

6.3 The Proposal, Cover letter and Cost Proposal, and all supporting documentation, must be submitted electronically through the City’s procurement platform Beacon Bid. It is the responsibility of the proposer to verify the proposal has been received.

6.4 No Proposals received after the due date of November 23, 2026 by 2pm will be accepted or reviewed.

6.5 Bid Opening: The City will not hold a Public Bid Opening. All participants will be notified of the bid results within one business day of the proposal due date. Proposals will be evaluated by a selection committee.

6.6 Basis of Award: Contract will be awarded based on the Best Value to the City. The responsive and responsible offeror able to deliver the product, meeting the goals of the project with the best technical approach and best cost factor will be chosen for the contract award.

SECTION 7: ADDITIONAL INFORMATION

By submitting a proposal in response to this RFP, the firm is acknowledging to have accepted all terms, conditions and requirements set forth herein unless otherwise clearly noted and explained in writing.

Any exception(s) or additional terms and conditions a firm wishes to offer for consideration must be clearly itemized and explained. Otherwise, the RFP in total shall be incorporated into the contract by reference. The City may accept or reject the Consultant’s proposed exceptions as it deems appropriate and in the best interests of the City.

This project is in accordance with the Maryland Energy Administration “MEA,” FY 2026 Local Government Energy Modernization Program Area of Interest 3, Grant Agreement 52-6000796. All terms and conditions of the grant are incorporated into this solicitation and the resulting contract.