City Hall Heat Pump Replacement

The City of Sun Prairie, located in Dane County, Wisconsin, is soliciting bids for a comprehensive heat pump replacement project at City Hall through Request for Bids (RFB) 23-BM09. The procurement involves replacing 21 water source heat pumps with Carrier 50PCH or equivalent units, featuring MERV 13 filtration, electronically commutated motors (ECM), and compatibility with current and upcoming HVAC controls. The replacement units must meet specific efficiency standards, be appropriately sized for existing space conditions, and installed with adequate clearance for maintenance. Key project objectives include improving facility air quality, enhancing HVAC system performance, and ensuring seamless integration with the building's Building Automation System. The bid solicitation includes four alternate bid opportunities: premium efficiency units, supply air diffuser replacement, spray foam insulation, and computer room air conditioning unit replacement. Critical dates include an optional site walkthrough on May 31, 2023, at 8:00 AM, questions due by June 6, 2023, bid answers published by June 12, 2023, and final bid submissions due by 2:00 PM on June 19, 2023. The project completion deadline is set for November 1, 2023, with liquidated damages of $500 per day for delays beyond this date.

The project is funded through American Rescue Plan Act (ARPA) resources, which imposes specific requirements on bidders, including compliance with prevailing wage laws, domestically sourced content standards, and eligible use of funds for facility air quality improvements. No specific set-aside designations for disadvantaged enterprises were explicitly mentioned in the documentation. The City of Sun Prairie has announced its intent to award the contract to Mechanical Inc dba Helm Service from Waukesha, Wisconsin, based on evaluation criteria established in the solicitation documents. The existing HVAC infrastructure operates on water loops at 140F for the primary boiler and 80F for the heat pump loop, with a new 1,000,000 BTU Ajax boiler included in the project. The successful contractor must coordinate with the city on energy efficiency utility incentives and tax credits, complete background checks, and obtain security badges for accessing restricted areas. While specific contract value was not disclosed, the project involves replacing units ranging from 1.5 to 6 tons across three floors of City Hall, with the contractor responsible for comprehensive installation, electrical work, and system integration.