Hot Water Tank Replacement and (2) Make-Up Air Units

ENGINEERING, DESIGN, BIDDING ASSISTANCE AND CONSTRUCTION
ADMINISTRATION FOR REPLACING HOT WATER TANK AT THE REC CENTER AND
TWO (2) MAKE-UP AIR UNITS AT THE SENIOR CENTER
FOR THE CITY OF CASPER
Date: October 01, 2026
Proposals are being requested from qualified mechanical, electrical, and plumbing
consultants to provide engineering, design, bidding assistance, and construction administration
necessary to replace one (1) existing hot water tank at the Casper Recreation Center, and two (2)
existing make-up air units at the Casper Senior Center.
Such proposals shall be sent to creed@casperwy.gov (Colter Reed, Engineering
Technician) of the City of Casper Public Services Department, City Engineering Division, by
5:00 p.m., Local time, October 22, 2026.
PROJECT DESCRIPTION.
The City of Casper is seeking proposals from qualified Mechanical, Electrical, and Plumbing
(MEP) engineering consultants to provide professional engineering services for the replacement
of one (1) existing hot water tank at the Casper Recreation Center and two (2) existing make-up
air units at the Casper Senior Center.
The selected Consultant shall evaluate existing conditions and prepare engineering design
documents for the replacement of the identified equipment and associated systems. Services shall
include field investigation, engineering and design, preparation of construction drawings and
technical specifications suitable for public bidding, preparation of an opinion of probable
construction cost, bidding assistance, and construction administration.
The City intends to retain a single prime Consultant responsible for coordinating all mechanical,
electrical, plumbing, structural, architectural, controls, and other disciplines necessary to provide
complete construction documents for both facilities. The Consultant may utilize qualified
subconsultants as necessary to complete the required services.
PRE-PROPOSAL SITE VISIT
A pre-proposal site visit will be held on October 15, 2026 at 3:00pm, beginning at the Casper
Recreation Center and proceeding to the Casper Senior Center. Proposers will be provided an
opportunity to inspect the existing hot water tank, make-up air units, equipment access, utility
connections, controls, and other existing conditions affecting the Work. Proposers are responsible
for familiarizing themselves with existing site conditions prior to submitting a proposal.
ENGINEERING, DESIGN, BIDDING ASSISTANCE AND CONSTRUCTION ADMINISTRATION FOR REPLACING HOT WATER
TANK AT THE REC CENTER AND TWO (2) MAKE-UP AIR UNITS AT THE SENIOR CENTER
FOR THE CITY OF CASPER
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SCOPE OF SERVICES
1. General
The Consultant shall provide professional Mechanical, Electrical, and Plumbing (MEP)
engineering services necessary for the replacement of one (1) existing hot water tank at the
Casper Recreation Center and two (2) existing make-up air units at the Casper Senior
Center.
The Consultant shall provide all professional services necessary to evaluate existing
conditions, develop the engineering design, prepare construction drawings and technical
specifications suitable for public bidding, assist the City during bidding, and provide
construction administration services during construction.
The Consultant shall serve as the prime consultant and shall coordinate all engineering
disciplines and subconsultants necessary to provide a complete design. The Consultant
shall coordinate its work with City staff and minimize impacts to the continued operation
of both facilities.
2. Existing Conditions
The Consultant shall conduct field investigations of the Casper Recreation Center and
Casper Senior Center sufficient to document existing conditions and develop the proposed
replacement designs. The Consultant shall field verify existing equipment, dimensions,
capacities, equipment access, piping, ductwork, utility connections, electrical service,
controls, structural supports, roof and curb conditions, clearances, and other conditions that
may affect the proposed work.
The Consultant shall review available drawings, equipment information, and other
documentation provided by the City and identify additional information or investigation
necessary to complete the design.
The Consultant shall identify existing conditions that may affect demolition, equipment
replacement, installation, facility operations, or construction sequencing and incorporate
appropriate requirements into the construction documents.
3. Hot Water Tank Replacement Design - Casper Recreation Center
The Consultant shall evaluate the existing hot water system and prepare a complete design
for replacement of the existing hot water tank at the Casper Recreation Center. The design
shall include evaluation and determination of the appropriate tank capacity, operating
temperature, pressure rating, connection sizes, physical dimensions, and other performance
requirements necessary for the intended service.
The Consultant shall evaluate existing hot water supply and return piping, valves, controls,
sensors, electrical connections, insulation, supports, pressure and temperature relief
ENGINEERING, DESIGN, BIDDING ASSISTANCE AND CONSTRUCTION ADMINISTRATION FOR REPLACING HOT WATER
TANK AT THE REC CENTER AND TWO (2) MAKE-UP AIR UNITS AT THE SENIOR CENTER
FOR THE CITY OF CASPER
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devices, drains, expansion provisions, and other associated components. The design shall
identify components that may remain and components requiring replacement or
modification and shall provide the details and specifications necessary for a complete and
operational hot water system.
The Consultant shall coordinate the design with applicable plumbing, mechanical,
electrical, structural, architectural, controls, and other requirements as necessary.
4. Makeup Air Unit Replacement - Casper Senior Center
The Consultant shall evaluate the two (2) existing make-up air units and associated building
systems at the Casper Senior Center and prepare a complete design for replacement of both
units. The Consultant shall determine appropriate equipment capacities and performance
requirements and evaluate compatibility with the existing ductwork, natural gas service,
electrical service, controls, structural supports, equipment curbs, roofing, and other
building conditions. The design shall address, as applicable, equipment curbs and supports,
vibration isolation, flashing and weatherproofing, roofing interfaces, ductwork transitions
and connections, dampers, flexible connectors, insulation, natural gas piping and
appurtenances, electrical power and disconnects, controls, sensors, interlocks, and
integration with existing building control systems.
The Consultant shall incorporate appropriate startup, testing, adjusting, and balancing
requirements into the construction documents to verify that the completed systems operate
as intended.
5. Construction Drawings and Technical Specifications
The Consultant shall prepare complete construction drawings and technical specifications
suitable for competitive public bidding and construction. Construction documents shall
clearly define the demolition, equipment replacement, modifications, connections,
installation requirements, testing, startup, commissioning, and other work necessary to
provide complete and operational systems. The Consultant shall coordinate all applicable
mechanical, electrical, plumbing, structural, architectural, roofing, controls, and other
disciplines necessary for a complete design.
The Consultant shall identify applicable codes, standards, permitting requirements, and
inspection requirements and incorporate them into the design and construction documents.
The Consultant shall provide documents to the City for review at appropriate stages of
design and shall incorporate City comments prior to issuance of final bid documents.
6. Construction Cost
The Consultant shall prepare an Opinion of Probable Construction Cost for the proposed
improvements. Costs shall be separated, at a minimum, between the hot water tank
replacement at the Casper Recreation Center and the two make-up air unit replacements at
the Casper Senior Center. The Consultant shall update the Opinion of Probable
ENGINEERING, DESIGN, BIDDING ASSISTANCE AND CONSTRUCTION ADMINISTRATION FOR REPLACING HOT WATER
TANK AT THE REC CENTER AND TWO (2) MAKE-UP AIR UNITS AT THE SENIOR CENTER
FOR THE CITY OF CASPER
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Construction Cost as appropriate as the design progresses and notify the City of significant
changes that may affect the anticipated project budget.
7. Bidding Assistance
The Consultant shall assist the City during bidding of the construction project. Services
shall include responding to technical questions from prospective bidders, attending a pre-
bid conference or site visit if requested by the City, preparing technical clarifications and
addenda as necessary, and assisting the City with evaluation of bids and technical
information submitted by bidders.
The Consultant shall provide recommendations and technical assistance to the City
regarding substitutions, proposed equipment, bidder questions, and other technical matters
arising during the bidding process.
8. Construction Administration
Following award of the construction contract, the Consultant shall provide construction
administration services to assist the City in verifying that construction is performed in
general accordance with the construction documents.
Construction administration services shall include, as applicable, review of contractor
submittals and shop drawings, responses to Requests for Information (RFIs), review of
proposed substitutions, attendance at construction progress meetings, periodic site
observations, review of contractor requests for payment, preparation or review and
approval of proposed changes to the Work, and assistance with resolution of technical
issues encountered during construction.
The Consultant shall coordinate with City staff regarding planned shutdowns, equipment
installation, startup, testing, and other activities affecting operation of the Recreation
Center and the Senior Center.
9. Startup, Testing, and Project Closeout
The Consultant shall review contractor-provided startup, testing, adjusting, balancing,
commissioning, and other required documentation for conformance with the construction
documents. The Consultant shall participate in substantial and final completion inspections
as requested by the City, prepare or assist with preparation of punch-list items, and verify
completion of identified corrective work. The Consultant shall review operation and
maintenance manuals, warranties, product data, startup reports, testing and balancing
reports, and other required closeout documentation submitted by the construction
contractor.
Upon completion of construction, the Consultant shall provide final project documents to
the City, including record drawings based upon contractor-provided information, if
included in the Consultant's proposal and final agreement.
ENGINEERING, DESIGN, BIDDING ASSISTANCE AND CONSTRUCTION ADMINISTRATION FOR REPLACING HOT WATER
TANK AT THE REC CENTER AND TWO (2) MAKE-UP AIR UNITS AT THE SENIOR CENTER
FOR THE CITY OF CASPER
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PRICE PROPOSAL
The Consultant shall submit an itemized fee proposal for all professional services necessary to
complete the Scope of Services described in this document. The fee proposal shall include all
labor, project management, engineering, design, coordination, meetings, site visits, travel,
subconsultant services, reimbursable expenses, and other costs necessary to complete the proposed
services.
At a minimum, the fee proposal shall separately identify costs for the following phases of work:
1. Rec Center Hot Water Tank Replacement
2. Senior Center Make-up Air Unit Replacement
The Consultant shall identify the proposed fee for each phase and the total not-to-exceed fee for
the complete professional services. If subconsultants are proposed, the Consultant shall identify
each subconsultant, the services to be provided, and the associated fee. Any assumptions,
exclusions, optional services, hourly rates, or reimbursable expenses shall be clearly identified in
the proposal.
The Consultant's proposed fees shall remain firm unless changes to the Scope of Services are
authorized by the City in writing.
TIMELINE
Request for Proposals Published. October 1, 2026
Pre-Proposal Site Visit October 15, 2026
Proposal Submitted (by 5:00 PM). October 22, 2026
Consultant Selection October 26, 2026
Anticipated Contract Awarded. November 3, 2026
Completed Work. May 28, 2027
The Consultant shall provide a proposed project schedule identifying anticipated durations for
existing conditions investigation, design development, City review, preparation of final
construction documents, bidding assistance, and construction administration. The Consultant shall
identify any assumptions or anticipated constraints that may affect the proposed schedule.
MEETINGS
The Consultant shall attend meetings with City staff as necessary for the performance of the
services described in this document. Meetings may include project kickoff, design review, pre-bid,
pre-construction, construction progress, and project closeout meetings, as applicable. The
ENGINEERING, DESIGN, BIDDING ASSISTANCE AND CONSTRUCTION ADMINISTRATION FOR REPLACING HOT WATER
TANK AT THE REC CENTER AND TWO (2) MAKE-UP AIR UNITS AT THE SENIOR CENTER
FOR THE CITY OF CASPER
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Consultant shall coordinate with City staff regarding the scheduling and attendance of required
meetings.
CONTRACT
The Consultant will be required to enter into a Professional Services Contract with the City for the
services to be performed. A copy of the City's Standard Professional Services Contract template
is attached to this RFP.
SELECTION
Selection of the Consultant will be based upon the Consultant's qualifications and experience
performing projects of similar scope and complexity, demonstrated ability to meet the project
schedule, references and past performance, completeness and responsiveness of the proposal and
proposed price.
In submitting a proposal, the Consultant certifies that it has reviewed this document and is familiar
with all conditions contained herein.
GENERAL
A. Additional Information
In addition to the items addressed in the Scope of Services, the Consultant shall provide
the following information as part of its proposal:
1. Consultant's firm name, address, telephone number, and primary contact
information.
2. Description of the Consultant's experience providing mechanical, electrical, and
plumbing (MEP) engineering and design services for projects of similar scope and
complexity, including hot water systems, HVAC systems, make-up air units, and
similar mechanical equipment replacement projects.
3. Identification of the proposed project manager, key personnel, and their relevant
qualifications and experience.
4. Identification of any subconsultants proposed for the project, the services they will
provide, and their relevant qualifications and experience.
5. Description of the Consultant's proposed approach to evaluating existing
conditions, developing the engineering design, preparing construction drawings
and technical specifications, providing bidding assistance, and providing
construction administration.
6. A list of recently completed projects most similar in scope and complexity to this
project, including project descriptions, client contacts/references, approximate
construction value, and other pertinent information.
7. Completed fee proposal in accordance with the Price Proposal section of this
document.
ENGINEERING, DESIGN, BIDDING ASSISTANCE AND CONSTRUCTION ADMINISTRATION FOR REPLACING HOT WATER
TANK AT THE REC CENTER AND TWO (2) MAKE-UP AIR UNITS AT THE SENIOR CENTER
FOR THE CITY OF CASPER
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8. Any exceptions, assumptions, exclusions, or requested clarifications applicable to
the proposal.
B. Addendum or Supplement
In the event that it becomes necessary to revise any of this document, an Addendum
to this document will be provided to each Consultant. The City reserves the right to
change submission date(s) for any reason, including an Addendum or Supplement
to the document.
C. Late Proposals
Late proposals will not be accepted. It is the responsibility of the Consultant to
ensure that the proposal arrives by 5:00 p.m., Local time, October 22, 2026.
D. Rejection of Proposals
The City reserves the right to reject any or all submissions, and to waive
informalities and minor irregularities in submissions received, and to accept any
portion of a proposal or all items if deemed in the best interest of the City.
E. Response Material Ownership
All material submitted regarding this document becomes the property of the City
and will only be returned to the Consultant at the City's option. Responses may be
reviewed by any person after the final selection has been made. The City has the
right to use any or all ideas presented in reply to this request. Disqualification of a
Consultant does not eliminate this right.
F. Incurring Costs
The City is not liable for any costs incurred by the Consultant prior to issuance of
an agreement, contract, or purchase order.
G. Acceptance of Proposal Content
The contents of the proposal of the successful Consultant may become contractual
obligations if the City wishes to execute a contract based on the submitted proposal.
Failure of the successful Consultant to accept these obligations in a purchase
agreement, purchase order, contract, or similar instrument may result in
cancellation of the award, and such Consultant may be removed from future
solicitations.
ENGINEERING, DESIGN, BIDDING ASSISTANCE AND CONSTRUCTION ADMINISTRATION FOR REPLACING HOT WATER
TANK AT THE REC CENTER AND TWO (2) MAKE-UP AIR UNITS AT THE SENIOR CENTER
FOR THE CITY OF CASPER
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