RFP 08-27 ARENA REFRIGERATION SYSTEM REPLACEMENT

RFP 08-27
City of Concord, New Hampshire
Purchasing Division
EVERETT ARENA REFRIGERATION
SYSTEM REPLACEMENT
Prepared for, and in coordination with
GENERAL SERVICES EVERETT ARENA
Contract
Proposal Documents
Specifications
Firm: __________________
DUE DATE/TIME: SEPTEMBER 24, 2026 NOT LATER THAN 2:00 PM

TABLE OF CONTENTS
Table of Contents .......................................................................................... 2
Request for Proposals ................................................................................... 3
I. STATEMENT OF WORK
Instructions to Proposers .............................................................................. 5
Terms and Conditions ................................................................................. 15
Proposal Submission Checklist .................................................................. 16
II. CITY REQUIRED FORMS
Qualifications Statement ............................................................................. 17
Price Proposal Form .................................................................................. 19
Specifications Exception Form ................................................................... 21
Form W-9 .................................................................................................... 22
Indemnification Agreement ......................................................................... 23
Insurance Requirements ............................................................................. 24
III. EXHIBITS
Notice of Award ......................................................................................... 25
Agreement ................................................................................................... 26
Notice to Proceed ....................................................................................... 29
Payment Bond ............................................................................................. 30
Performance Bond ...................................................................................... 33
No Proposal Questionnaire ........................................................................ 36
IV. APPENDIX ...........................................................................................................
TTG Mechanical Room Plans

City of Concord, New Hampshire
PURCHASING DIVISION
311 NORTH STREET
CONCORD, NH 03301
(603) 230-3664 FAX: (603) 230-3656
REQUEST FOR PROPOSALS
The City of Concord, NH is seeking proposals for replacing the refrigeration system at the
Douglas N. Everett Arena located at 15 Loudon Road, Concord, NH. Construction is
scheduled for the Spring/Summer 2027.
The Purchasing Division, located at the Combined Operations & Maintenance Facility, 311
North State Street, Concord, New Hampshire 03301, will receive sealed proposals for
"RFP 08-27 Arena Refrigeration System Replacement" until 2:00 PM on September 24,
2026.
An overview and detailed specifications are provided later in the Request for Proposal
(RFP).
Proposals must be received no later than 2:00 PM on September 24, 2026 from
interested contractors to be eligible for consideration by the City. Each proposal shall be
submitted to the Purchasing Division, City of Concord, Combined Operations
Maintenance Facility, 311 North State Street, Concord, NH 03301 in a sealed envelope
which is clearly marked,
"RFP 08-27 Arena Refrigeration System Replacement"
Requests may be issued only by the Purchasing Manager, or her designee, to authorized
firms, and are not transferable unless authorized by the Purchasing Manager or her
designee.
Copies of RFP 08-27 are available online at the City of Concord NH website at
www.concordnh.gov/Purchasing and on Concord FTP Site at https://ftp.concordnh.gov
Account: vendor
Password: Concord1
All proposals received will be considered confidential and not available for public
review until after a vendor has been selected.

The City reserves the right to reject any or all proposals or any part thereof, to waive any
formality, informality, information or errors in the proposal, to accept the proposal
considered to be in the best interest of the City, or to purchase on the open market if it is
considered in the best interest of the City to do so. Failure to submit all information called
for and/or submission of an unbalanced proposal are sufficient reasons to declare a
proposal as non-responsive and subject to disqualification.
All proposals are advertised, at the City's discretion, in various publications and are posted
publicly as detailed below:
Name Advertising Address Phone/Fax Email and Web Address
Medium
Posted on
311 North State twaterman@concordnh.gov
City of Concord, City Website 603.230-3664
Street, Concord NH www.concordnh.gov/purchasing
NH and in City 603.230.3656(fax)
033301
Hall Lobby
Associated
48 Grandview plansroom@agcnh.org
General 603.225.2701
Bid House Drive, Bow NH www.agcnh.org
Commissioning 603.226.3859(fax)
03304
Agent (CxA)s
Join OpenBids for https://www.demandstar.com/app/ag
free at encies/new-hampshire/city-of-
Euna OpenBids eBid Web-based only https://www.demand concord/procurement-
start.com/registration opportunities/b2a9a744-d808-4b29-
9cb3-103bb077c029/
734 Chestnut St,
Construction 603.627.8856 info@constructionsummary.com
Bid House Manchester NH
Summary of NH 603.627.4524(fax) www.constructionsummary.com
03104
PO Box 40445, bids@bidocean.com
866.347.9657
Bid Ocean Bid House Grand Junction, CO www.bidocean.com
877.356.9704(fax)
81501
300 American
dodge.bidding@construction.com
Dodge Data & Metro Blvd, Suite
Bid House 607.898.2053 www.construction.com
Analytics 185, Hamilton, NJ
08619
New England
100 Radnor Rd S- ENR.products@bnpmedia.com
Construction 1.800.652.0008
Bid House 102, State College, www.enr.com
News - CDC 1.888.285.3393(fax)
PA 16801
News
CITY OF CONCORD, NEW HAMPSHIRE
__________________________________________
Don Mathews, Purchasing Agent
Date: September 10, 2026

I. STATEMENT OF WORK
INSTRUCTIONS FOR PROPOSERS
1. GENERAL:
The City of Concord, New Hampshire (hereafter referred to as the CITY), is
seeking proposals for replacing the refrigeration system at the Douglas N. Everett
Arena located at 15 Loudon Road, Concord, NH. Construction is scheduled for
the Spring/Summer 2027.
.
See the Section titled SCOPE OF SERVICES for additional information.
The CITY'S selection committee will review proposals from responding
contractors. Selection of the contractor shall be based on the criteria and weighting
detailed in Section 3 below.
2. PROPOSAL SUBMISSION:
In order to be considered responsive, proposals must be submitted in one (1)
original to Don Mathews, Purchasing Agent, Combined Operations & Maintenance
Facility, 311 North State Street, Concord, New Hampshire, 03301, Telephone (603)
230-3666.
Proposals may be submitted electronically through Euna OpenBids at
https://www.demandstar.com/app/agencies/new-hampshire/city-of-
concord/procurement-opportunities/b2a9a744-d808-4b29-9cb3-103bb077c029/
Proposals may also be submitted by mail, courier or in-person and shall be
delivered to:
Don Mathews, Purchasing Agent
Combined Operations Maintenance Facility
311 N. State St.
Concord, NH 03301
It is the sole responsibility of the Contractor to ensure that their submission includes
all required documents, is submitted in the proper manner, and prior to the deadline
for submittal of proposals. It is recommended that the Offerors thoroughly reviews
their submittal in its entirety to ensure that all portions follow all requirements
stated in this Request for Proposals.
3. EVALUATION CRITERIA:
Each proposal will be evaluated using the following criteria:

A. Understanding and Responsiveness: Clarity and completeness; Understanding
objectives and technical challenges; Responsiveness to all RFP requirements -
Weight 20%
B. Experience and Qualifications: Demonstrate experience with
decommissioning/commission ice rink ammonia refrigeration systems; Key
personnel hold the proper certifications/licenses in their respective field -
Weight 35%
C. Cost: Reasonableness of proposed costs; Value proposition relative to cost -
Weight 25%
D. Schedule Realism and Risk Management: Realistic and reasonable project
schedule identification and mitigation of potential risks; Demonstrate ability to
meet deadlines; Contingency planning for common delays. - Weight 20%
4. REVISIONS TO THE REQUEST FOR PROPOSALS:
Any questions or inquiries must be submitted in writing and must be received by
the Purchasing Agent no later than seven (7) calendar days before the RFP
submittal date in order to be considered. Any changes to the RFP will be provided
to all SUPPLIER'S of record via addenda.
5. TECHNICAL EVALUATION:
During the evaluation of proposals, the CITY, at its discretion, may obtain technical
support from outside sources. The offerors will agree to fully cooperate with the
personnel of any such organization.
6. PROPOSAL PREPARATION:
In order to facilitate evaluation of the proposals, the CONTRACTOR is instructed
to follow the outline below in responding. Proposals that do not follow the
outline, or do not contain the required information may be considered as non-
responsive proposals. Additional and more detailed information may be annexed
to the main body of the reply.
CONCTRACTOR'S Experience: The CONTRACTOR shall provide a list of
previous and current contracts, if any, awarded by a Government agency to the
CONTRACTOR which is considered identical or similar to the scope of
services requested herein. The CONTRACTOR shall submit a list to include the
following:
1. Contract duration, including dates;
2. Services performed;
3. Name, address, and telephone number of contracting agency which may
be contacted for verification of all information submitted.
7. SCOPE OF WORK

Summary
The refrigeration contractor will be responsible to decommission the existing
ammonia/brine refrigeration system and install a new, high-efficiency, prefabricated
ammonia/glycol refrigerant system. The new system will serve a single sheet ice
rink, improving energy efficiency, operational reliability, and safety. Installation
will include a plate and frame heat exchanger package with new reciprocating
compressors. The existing condenser will be reused as part of the new system.
The new prefabricated system will be installed in a newly constructed mechanical
room (by others) adjacent to the existing mechanical room. The City of Concord
has hired The Turner Group (TTG), for designing the new mechanical room and
coordination of this project. A full set of plans by TTG for the new mechanical
room are included in this RFP for reference.
GENERAL REQUIREMENTS
Qualifications
All refrigeration contractors submitting a proposal shall have completed three (3)
ice rink refrigeration projects in the past six (6) years and supply references if
requested.
All workers in specified fields such as refrigeration, electrical, welding, etc. shall
hold the proper certifications/licenses required by the State of New Hampshire.
Codes and Standards
Refrigeration Contractor shall comply with all federal, state, and local codes in
accordance with 2021 International Mechanical Code, including local municipality
amendments.
Refrigeration Contractor installation practices are to conform to the following
standards:
1. ANSI B31.5 - Code for Pressure Piping
2. ASME Boiler and Pressure Vessel Code
3. ASHRAE-15 Safety Standard for Refrigeration Systems
4. ASHRAE 2022 - Refrigeration Handbook
5. IIAR-2-2021 - IIAR Standard for Design of Safe Closed-Circuit Ammonia
Refrigeration
Permits
The Refrigeration Contractor shall obtain and pay for all permits and pay all
government taxes in connection with their scope of work, file all necessary plans
and obtain all required certificates of inspection of their work with City of
Concord/TTG.
Testing

The City of Concord/TTG reserves the right to provide third-party testing on or off
site for concrete, steel, materials and welding for the duration of the project.
Safety & Response
The Refrigeration Contractor to abide by OSHA standards for emergency response
during the construction period and provide safety equipment as required by local
authorities.
Refrigeration Contractor is to coordinate with owner representative and general
contractor to ensure the following minimum refrigerant safety requirements are met.
The following minimum required safety requirements to be met in accordance with
IIAR Minimum Safety Criteria for a Safe Ammonia Refrigeration System and
ASHRAE-15: Safety Code for Mechanical Refrigeration:
1. Signs should be posted in a conspicuous location providing emergency
instructions and phone numbers of emergency safety, maintenance
contractor, and operating personnel.
2. Facility to have appropriate evacuation plan on display in the event of
emergency.
3. An emergency eye wash station and deluge body shower shall be located
within 55' direct path of any location within machine room.
4. There will not be ammonia cylinders with temporary or permanent
connections of systems unless actual transfer of ammonia is being
conducted by qualified individuals.
5. A current log of maintenance and repair work shall be maintained within
compressor room.
6. A current log of all oil added to and removed from refrigeration system shall
be maintained.
Warranty
1. Warranty shall include parts and labor for new system equipment, materials
provided by refrigeration contractor.
2. Warranty period begins once City of Concord has taken ownership and all
punch-list items have been completed and sign-off has occurred.
3. Warranty service must be performed by installation contractor and may not
be subcontracted out by Refrigeration Installation Contractor.
4. Refrigeration Installation Contractor shall be responsible for emergency
calls during (1) one-year warranty period and will be invoiced by City of
Concord in the event of a failure to respond.
5. Warranty does not include "Acts of Nature" after owner has taken
ownership of facility, fires, floods, criminal acts, and or neglect from other
subcontractors (not employed by Refrigeration Contractor)
6. All equipment, materials, and workmanship installed by the Refrigeration
Contractor shall be warranted and serviced for the time period of (1) One
Year after the owner turnover and completion of punch-list items.
Refrigeration Contractor will be responsible for performing any required
repairs (labor and materials) without additional charge to the City of

Concord/Douglas Everett Arena. This includes all necessary parts and/or
refrigerant.
Any charges resulting from refrigeration manufacturer problems during warranty
period will be handled directly between Refrigeration Contractor and Manufacturer.
The City of Concord will not be responsible for additional repair, replacement fees
for new equipment provided by the contractor.
Submittals
The Refrigeration Contractor is responsible for submission for all refrigeration
products/equipment submittals, shop drawings, and product data to owner/engineer
prior to commencement of project. Refrigeration Contractor to provide an electronic
set and (2) hard copies of manufacturer's operational and maintenance manuals and
equipment start-up forms at closeout of project.
Shop Drawings
Refrigeration Contractor to prepare and submit (1) .DWG Set and (1) PDF Set of
the following:
1. Distribution Piping: Compressor Room Piping, Pipe Routing, Roof Top
Piping
2. Piping Hangers and Support Locations
3. Equipment Plan, Evaporator Location
4. Piping Isometrics or (3D Pipe Routing for Coordination)
5. Evaporative Condenser, Support Structure
6. Control Wiring Schematics
As-Built Drawings
Refrigeration Contractor to prepare and submit final refrigeration drawings (1)
.DWG Set, (1) PDF Set, (2) Paper Copies Full Sets, and (1) Laminated
Refrigeration P&ID and Valve Tag List Sheet for Motor Room Wall.
All redline drawings to be reviewed with owner/engineer prior to submission of
final as-built documents.
Commissioning & Testing
Perform full system startup and commissioning and verify compressor performance,
flow rates, and temperature differentials. Train facility staff on system operation
and emergency procedures.
Deliverables
Demolition and disposal documentation.
o
Provide energy saving estimates for new system to identify potential utility
o
rebates.
Equipment submittals and data sheets.
o
As-built system drawings.
o
Startup and commissioning report.
o
Operation & Maintenance (O&M) manuals and warranty documentation.
o

Training session for on-site staff.
o
Schedule
RFP Issued: September 10, 2026
o
Proposal Submissions Due: September 24, 2026
o
Contract Award: September 2026
o
Project start date: mid-March 2027
o
Project completion date: late August 2027
o
Includes decommissioning, demolition and construction of new mechanical
o
room
Estimate new refrigeration portion of the project: [Insert duration, e.g., 8
o
weeks]
Key Milestones
Completion of decommissioning and demolition: [Date TBD]
o
Mechanical room construction starts: [Date TBD]
o
Equipment installation start: [Date TBD]
o
System Start Up, Commissioning & turnover: [Date TBD]
o
REFRIGERATION REQUIREMENTS
Demolition & Decommissioning
Demolition and decommissioning of the existing plant will begin in March of 2027.
Key responsibilities will be to make the existing ammonia refrigeration system safe
for demolition by others. Refrigeration Contractor to provide all necessary rigging
to remove the existing Docal Chiller and Evapco Condenser and set onsite or store
at offsite city property. Assist the City in selling existing chiller.
Rigging of remaining existing compressors, cold floor pumps and piping by
General Contractor.
Refrigeration Contractor to pump down, recover existing ammonia refrigerant
charge and compressor oil and properly dispose as per EPA/IIAR standards and
local codes.
Refrigeration Contractor to recover, pump out, dispose of existing hydronic solution
calcium chloride (brine). Flush rink bed and headers using industry best practices.
Repeat as necessary until salinity or chloride test of the drain water shows virtually
zero residual calcium chloride. Disposal of calcium chloride (brine) per EPA/IIAR
standards and local codes.
New Mechanical Room Construction
The New mechanical room will be constructed by others and will be adjacent to the
existing room. The new mechanical room will be equipped with appropriate
ventilation, containment, and access provisions per code (e.g., IIAR, ASHRAE,
local building codes).