RFP-891 Engineer CHFS - OAK - Replace HVAC and Hot Tank

The Commonwealth of Kentucky's Finance and Administration Cabinet, on behalf of the Cabinet for Health and Family Services (CHFS), is soliciting proposals from qualified engineering firms to provide comprehensive design and construction administration services for the replacement of HVAC systems and hot water tank infrastructure at the Oakwood facility in Somerset, Kentucky. The project encompasses the complete design and replacement of HVAC units originally installed in 1972 and 80-gallon hot water storage tanks last replaced in 2010, serving seven cottages averaging 7,728 square feet each that will remain fully occupied during construction. The scope of work includes mechanical, electrical, and plumbing design; building automation system integration; cybersecurity compliance; infection control protocols; and full construction administration across four phases: Phase A (Schematic Design) at 90 days, Phase B (Design Development) at 45 days, Phase C (Construction Documents) at 45 days, and Phase D (Construction Administration) at 365 days. Responsive firms must demonstrate that at least one registered Kentucky mechanical engineer and one registered Kentucky electrical engineer are on the team, provide a minimum of three project references from similar work, and be lawfully qualified to do business in Kentucky. Evaluation criteria include mechanical engineer experience (40 points), electrical engineer experience (25 points), related project experience (20 points), Kentucky work location preference (5 points), and proposal responsiveness (10 points). Proposals must be submitted electronically through the Commonwealth's Vendor Self-Service (VSS) portal by December 23, 2025, at 1:30 PM ET, with a shortlist meeting scheduled for January 8, 2025, at 2:00 PM ET and virtual interviews on January 20, 2025, at 9:00 AM ET, 11:00 AM ET, and 1:30 PM ET. Required submittals include a cover letter (maximum four pages), firm experience documentation (Attachment A), project team credentials (Attachment B), workplace and workload information (Attachment C), Federal Standard Form 330 Part II, required affidavits, Kentucky permit and registration documentation, and an official signature page.

Domestic corporations must be registered with the Kentucky Secretary of State and in good standing; foreign entities must obtain a certificate of authority within 14 days of proposal opening or the response will be deemed non-responsive. Reciprocal preference for Kentucky resident bidders and preferences for qualified bidders apply per KRS 45A.490-494. The selected firm must maintain professional liability insurance of $1 million per claim and $2 million aggregate, general liability coverage of $1 million per occurrence and $2 million aggregate, and statutory workers' compensation coverage. Compensation is structured as a total lump sum fee negotiated at the conclusion of Phase A, with Phase A paid upon completion and subsequent phases paid as percentages of the total fee: Phase B at 40%, Phase C at 75%, and Phase D at 25% for standard projects. The project budget is $2,000,000, and no incumbent vendor or existing contractor relationship is identified in the solicitation documents. Interested parties should contact Amanda Greer at the Division of Engineering and Contract Administration at 502-330-8159 or Amanda.Greer@ky.gov for additional information regarding this opportunity.