Design Services for NHS HVAC Roof Upgrades RFQ - 27DPW101D

Town of Needham - Department of Public Works
RFQ - Design Services for NHS RTU and Roof Replacement
Contract ID#27DPW010D
LEGAL NOTICE
The Town of Needham invites qualifications from Engineers /Architects /Designers to prepare a
Feasibility Study and Design Services for NHS RTU and Roof Replacement. Design includes
Schematic Design options, Design Development, and Construction Documents, Bidding and
Construction Administration with cost estimates at each stage. The preliminary construction budget is
to be determined (TBD).
The designer qualifications shall include a team of consultants led by the Mechanical Engineer, plus
the following design disciplines: Architecture, Structural, Roofing, Electrical, Plumbing, Fire
Protection, Acoustical Engineering, and Cost Estimating.
Copies of the Request for Qualifications will be available beginning August 27, 2026, at the DPW
Admin Suite, 500 Dedham Avenue, Needham, Massachusetts 02492 or by emailing a request to DPW
Bids, dpwbids@needhamma.gov, or from the Town's web site www.needhamma.gov/bids.aspx and
will be available until submission deadline.
Qualifications (1 original and 1 electronic copy) must be returned to the Town of Needham, DPW
Admin Dept., c/o Director of Administration, 500 Dedham Avenue, Needham, Massachusetts 02492
by 11:00 AM, September 17, 2026. Qualifications must be placed in a sealed envelope marked:
Town of Needham - Design Services for NHS RTU and Roof Replacement
Contract ID# 27DPW010D
Qualifications for - "Insert the Name of Applicant"
Rate sheets must be submitted in a separate sealed envelope
Fax transmissions will not be accepted.
Briefing Session will be held on September 3, 2026 at 11AM at Needham High School, 609 Webster
Street, Needham, MA. Meet in the NHS main lobby to sign-in.
Selected interviews for a short list of candidates, if required, will be conducted by the Town of
Needham Building Maintenance Department (BMD) and DPW Admin, and are tentatively scheduled
to take place on October 1, 2026 (if required).
The Designer's fee for this project will be negotiated. This First Phase of work, which includes
Schematic Design Options Study and cost estimates shall not exceed $150,000.00 for fees and
expenses. The Selected Designer will be eligible for future detailed design work on the project. Design
fees for later phases will be negotiated based upon the Design Option selected in Schematic Design.
The Town of Needham reserves the right to reject any or all qualifications and to accept any proposal
that it considers to be in the best interests of the Town. This legal notice is also posted on the
Massachusetts Newspaper Publishers Association's (MNPA) website at http:// masspublicnotices.org.
Page 1 of 19

Town of Needham - Department of Public Works
RFQ - Design Services for NHS RTU and Roof Replacement
Contract ID#27DPW010D
ACKNOWLEDGEMENT OF RECEIPT
Release Date August 27, 2026
Qualifications Title Design Services for NHS RTU Roof Replacement
ID Number 27DPW010D
Qualifications Due September 17, 2026, 11:00 AM at the DPW Admin Suite,
Public Services Administration Building, 500 Dedham Ave,
Needham, MA 02492
Please provide the requested information below as acknowledgment that you have
received our Request for Qualifications ("RFQ") noted above. It is required that
interested bidders complete this acknowledgment and return via email to the Town of
Needham, dpwbids@needhamma.gov. Only by doing this, will the Town be able to
provide notification of any addenda or answered questions relating to this RFQ. Only
those companies or individuals shown on the Distribution Register will receive
addenda to this RFQ. By completing and returning this acknowledgement will
ensure you are recorded on the Distribution Register. Qualifications from companies
or individuals not acknowledging the addenda may be rejected as not responsive.
Name of Company or
Individual (Print)
Name / Title of
Contact (Print)
Address (line 1)
(Print)
Address (line 2)
(Print)
Telephone Number
Fax Number
E-mail Address
(Print)
Signature
Date
Notes:
* Any hand delivery or facsimile received after the due date and time will not be
addressed. Please allow enough time for hand delivery or facsimile transmissions.
** Designer acknowledges that documents related to this RFQ will be found at two
different locations (1) Town of Needham bid page for RFQ documents & Addenda (if
any); (2) Town of Needham web site (background reference material)
Page 2 of 19

Town of Needham - Department of Public Works
RFQ - Design Services for NHS RTU and Roof Replacement
Contract ID#27DPW010D
Town of Needham
Procurement Schedule
Contract ID # 27DPW010D
Primary Contact for this Procurement Ashley Ellis
Telephone 781-455-7550
Email: aellis@needhamma.gov
Event Date Details
Project Name Design Services for NHS RTU and Roof
Replacement
Contract ID Number 27DPW010D
Request for Starting Office of DPW Administration, Public
Qualifications (RFQ) August 27, 2026 Services Administration Building, 500
Available Dedham Avenue, Needham, Massachusetts
02492 or on-line at the Town's web site
http://www.needhamma.gov/bids.asp
Pre-Proposal Site September 3, 2026 Needham High School, 609 Webster Street
Visit & Meeting at 11am Needham, MA.02494.
(Optional)
Deadline for Written September 11, Attn Ashley Ellis
Questions 2026 By 12:00pm By Email: dpwbids@needhamma.gov
Questions are to be clearly labeled as:
Design Services for NHS RTU and Roof
Replacement
Addendums If any changes are made to this RFQ, an
addendum will be issued. Addenda will be
e-mailed to every individual on record
as receiving the RFQ package AND A
COPY WILL BE POSTED ON THE
Town's web site. As the RFQ package is
being made available through the Town's
web site (www.needhamma.gov) it is
necessary for the perspective Bidder to
return the "ACKNOWLEDGEMENT OF
RECEIPT"
Page 3 of 19

Town of Needham - Department of Public Works
RFQ - Design Services for NHS RTU and Roof Replacement
Contract ID#27DPW010D
Page 4 of 19

Town of Needham - Department of Public Works
RFQ - Design Services for NHS RTU and Roof Replacement
Contract ID#27DPW010D
REQUEST FOR DESIGNER QUALIFICATIONS (RFQ)
Design Services for NHS HVAC Roof Upgrades
Contract ID# 27DPW010D
Design Services
Building Maintenance Department
Town of Needham, MA
August 27, 2026
I. Introduction, Background, Objectives and Funding:
A. Introduction
The Town of Needham, through the Town Manager and the Building Maintenance Department,
("Owner") is seeking the services of a qualified "Designer" within the meaning of M.G.L. Chapter 7C,
Section 44, to provide designer services for the Rooftop Unit Replacement and Roof Replacement at
the Needham High School.
The Owner will appoint a "Working Group" that will include members from the Building Maintenance
Division (BMD) who will provide initial project coordination and response for the Owner. The Town
of Needham will function as the Employee Owner's Project Manager for the Project. Selection of a
Designer will be made by the Working Group.
B. Background
The Town of Needham is located approximately 12 miles west of Boston with a population of about
32,100 residents. The Town of Needham has five elementary schools, two middle schools and one
high school. The elementary schools in Needham serve students in kindergarten through 5th grade. The
High Rock School (6th grade center) and the Pollard School (7th and 8th grade) serve the middle school
population. Needham High School serves the 9th through 12th grade classes in the Town.
Needham High School at 609 Webster Street is approximately 310,000 sf, consisting of 4 levels and
has 22 RTU's of different sizes and manufacturers. The two RTU's (17 and 18) and Roof, which will
be replaced, sit above the High School Auditorium along Webster Street.
These two RTUs were installed in 2002 and are past the end of their useful life. They are becoming
increasingly inefficient and ineffective at dehumidifying the interior and are costly to maintain. They
do not feature industry standard energy recovery mechanisms that reduce energy costs. Additionally,
the existing RTUs at these locations have compressors that run on an obsolete refrigerant called "R22"
which is no longer produced in the U.S. and cannot be imported due to its environmental impact,
resulting in costly supply challenges. The existing RTUs are tied into a hot water heating loop.
The roof section is approximately 5,000 sqft and was installed in 2002. The roof is a modified build-up
roof with gravel ballast.
Page 5 of 19

Town of Needham - Department of Public Works
RFQ - Design Services for NHS RTU and Roof Replacement
Contract ID#27DPW010D
This design includes an engineering assessment of the current RTU's and Roof conditions and the
development of replacement options for both RTU's and Roof, including an evaluation of
improvement of the energy efficiency of these systems to comply with the current building and energy
codes.
A minimum of two (2) Schematic Options must be developed by the designer to include:
1. Complete replacement of the 2 roof top units that include energy recovery units (ERU) to meet
contemporary energy codes with electric resistive reheat.
2. Complete replacement of that existing roof section.
Each Option must analyze the impact on other building systems including any structural upgrades,
ducting modifications, building management system (BMS) upgrades, roof curbs, roofing, code
required building envelope energy efficiency upgrades & etc. Cost estimates are required for each
stage of the design process. Phasing options must be analyzed to determine how to complete
construction during summer break time period in 2028. Grant funding alternatives should be analyzed
including Federal, State and/or utility incentives. Once a preferred option is selected at the conclusion
of Phase I -Schematic Design, the preferred design will be advanced during Phase II through Design
Development, Construction Documents and Bidding stages. Phase III: will include Construction
Administration through acceptance and the two-year warranty review. Cost estimates will be used to
determine the construction funding needed for the project including all hard and soft costs to develop
future funding requests.
II. Scope, Schedule and Fees for Design Services:
A. Meetings and Communication
Based upon the agreed Work Plan, the designer shall attend work/review meetings as necessary with
the Working Group to gather information and provide project updates and/or recommendations
throughout the project. The Designer shall maintain a high level of communication with the Working
Group during the entire project from contract award to close-out.
B. Design Scope
The design scope is broken into three phases:
Phase 1: Schematic Design & evaluation of the Options - selection of a preferred option.
Phase 2: Design Development, Construction Documents and Bidding stages with cost estimate updates
at each stage.
Phase 3: Construction Administration through acceptance stage and one-year warranty review.
The designer selected for first phase of this work will be eligible to continue onto Phase II & Phase III
work under a negotiated fee.
During Phase I: Schematic Design & evaluation of the Options the Design Team shall evaluate the
following:
Page 6 of 19

Town of Needham - Department of Public Works
RFQ - Design Services for NHS RTU and Roof Replacement
Contract ID#27DPW010D
Phase I- Rooftop Unit and Roof Replacement Study
1. Review original construction documents
2. Interview facilities staff to understand the operational and maintenance issues associated with
the existing equipment
3. Inspect the existing conditions at each rooftop unit to understand spatial constraints
4. With the assistance of the Towns controls vendor, review the existing controls strategies for the
existing rooftop units. Discuss with the owner the transition to the new BMS system -
StruxureWare- and how to best transition these new units to this new town-wide BMS system.
5. Perform a code-review to document the current specialized energy code requirements related to
minimum ventilation requirements, rooftop equipment efficiency, and heat recovery. Assess
how the new systems could provide increased capacity if added air flow is needed to serve the
auditorium.
6. If air-to-air heat recovery is required per code, determine if a heating section is required and if
so, whether it could be provided with an air-to-air heat pump or electric resistance heat (the
goal being to eliminate the need to be tied into the existing hot water loop.)
7. Review equipment replacement options offered by a variety of manufacturers. Solicit
performance data and equipment cost. Determine how well the various equipment options
work with the existing conditions and space constraints.
8. Summarize the proposed enhancements to the "Sequence of Operations" for the building's
Energy Management System.
9. Develop a conceptual construction schedule and cost estimates starting with issuing
engineering bid documents through start-up of the new equipment. This will help the Town
understand the overall timeline for the work.
10. Study roof replacement options and provide recommendations including an assessment of
longevity, constructability, and integration with the existing roofs.
11. Summarize your work in a report, including your findings and recommendations. Attach
supporting schematic plans, specifications, engineering information, code review, equipment
cut sheets and performance data, other building modifications (like dunnage, structural
upgrades, ducting, etc.) necessary to complete the RTU and roof replacement, cost estimating,
and construction timeline. The report shall also include a Life Cycle Cost Analysis (LCCA)
supporting the selection of a preferred option.
Following the conclusion of Phase I: Schematic Design a preferred option will be selected by the Town
and the consultant will be authorized to proceed with Phases II & III work under a negotiated fee
pending future funding approvals.
D. Preliminary Project Schedule
The following schedule is not intended to provide a completion date for each deliverable but to
illustrate the date by which each phase must be completed to maintain the overall project schedule. It
is expected the selected Designer will include milestone dates for each deliverable in their Work
Program that will be finalized with the selected Designer during Start-Up. The Goal of this project is
to have the Study complete by (February 2027) with consensus by the Town defining a scope, schedule
and budget for subsequent phases of the project.
Page 7 of 19

Town of Needham - Department of Public Works
RFQ - Design Services for NHS RTU and Roof Replacement
Contract ID#27DPW010D
Task Completion Date
RFQ Available 8/27/2026
Pre-Proposal Meeting (optional) 9/3/2026 at 11am
Written Questions Due 9/11/2026 at 12pm
Designer Qualifications Due (deadline) 9/17/2026 at 11am
Shortlisted Designers Notified 9/24/2026
Designer Interviews w/ Town (if required) 10/1/2026 (TBC)
Authorization to proceed 10/7/2026
Study milestones - TBC Per Designer's Work Plan
Facility Assessments October / November 2026
Working Group discussion of Options November / December 2026
Options Study and presentations to Town December 2026
Draft Report January 2027
Draft Report presentation to Town January 2027
Final Schematic Design Report February 2027
E. Pre-Proposal Meeting (optional)
A Pre-Proposal meeting will be held on September 3, 2026 at 11am at the Needham High School,
609 Webster Street, Needham, MA. The applicants must sign in at the meeting. Attendance at this
Briefing Session meeting is strongly encouraged but not required for submission of qualifications.
F. Fee
The Fee for Phase I Basic Services and Expenses will not exceed $150,000.
Prior to negotiating a contract with the top-ranked designer, the Working Group (Town) will advise the
firm to be prepared to provide the following information:
Rationale for the development of fee proposal,
Detailed Work Outline and Schedule,
Hourly rates for the designer's personnel and consultants,
The markup, if any, that the designer will add to costs, including sub-consultant fees, or
reimbursable expenses, resulting from a change in the scope of work.
III. Response to RFQ - Designer Qualifications
This RFQ will be appended to and become part of the Contract for Designer Services. Any Designer
selected as a result of this RFQ will be required to execute the "Agreement between Owner and
Designer" that can be found as online at www.needhamma.gov/bids.aspx. Designers submitting an
application in response to this RFQ must specify any exceptions to the Contract at the time of
application. The Owner may consider any such exceptions but shall not be bound by any such
exceptions. A failure to specify exceptions will be deemed an acceptance of the Contract's terms and
conditions.
The successful Respondent will be required to provide a certificate of professional liability insurance,
at the time of contract execution, in accordance with Article 11 of the Agreement. The successful
respondent shall identify reimbursable expenses which shall be included within the not to exceed
fee.
Page 8 of 19

Town of Needham - Department of Public Works
RFQ - Design Services for NHS RTU and Roof Replacement
Contract ID#27DPW010D
A. Project Work Plan
The estimated total duration of this Contract for Designer Services, up to the acceptance of a final
report, is estimated to follow the schedule noted above. As a requirement of this RFQ, each
respondent must include a project work plan. It is anticipated that a contract for services will be
awarded on or before 02 October 2026. The designers Work Plan should reflect the Preliminary
project Schedule noted in paragraph II.B above.
The Designer's Work Plan submitted with his/her proposal will be considered an estimate. After
award of a contract the Owner and Designer will review the work plan originally submitted, accept as
submitted or modify to meet the submission dates noted above. The Designer's adherence to the
accepted Work Plan times will be part of the Owner's performance evaluation of the Designer's work,
which will be conducted at the end of the Project.
B. Design Team Composition
In evaluating qualifications, the Owner will consider the members of the proposed design team.
Identify those member(s) of the proposed design team who will be responsible for the following
categories of work: Firm's name, individual's name and Massachusetts professional registration or
license number, as applicable, must be listed in the application for each category of work.
1. Mechanical Engineer
2. Architect
3. Electrical, Plumbing & Fire Protection Engineers
4. Structural and Civil Engineers*
5. Acoustical Engineer*
6. Cost Consultant
7. Energy Analysis Consultant
8. Code Consultant*
Applicants must address each category of work listed above in their application whether it is to
be performed by in-house staff or by a sub-consultant(s). Some of these categories of Design
expertise (noted with an asterisk*) may have minimal involvement in the Schematic Design
Phase of the work but have more detailed involvement in later phases with future work and
therefore should be identified at this time.
Failure to address each category may result in the elimination of the applicant from
consideration on this project. Applicants should not list any consultants other than those for the
categories of work listed above.
C. MBE / WBE Participation Goals
Pursuant to M.G.L. c. 7, 61, the Supplier Diversity Office ("SDO") and the Division of Capital Asset
Management and Maintenance ("DCAMM") through its Affirmative Marketing Program (AFM) have
set revised participation goals for Minority Business Enterprise ("MBE") and Women Business
Enterprise ("WBE") participation for affected state funded building projects and state assisted
municipal building projects as defined in the above referenced laws and related Executive Orders,
including Executive Orders 524 and 526.
Effective July 1, 2020, and until such time as the goals may be revised, the MBE and WBE
Page 9 of 19

Town of Needham - Department of Public Works
RFQ - Design Services for NHS RTU and Roof Replacement
Contract ID#27DPW010D
participation goals for building construction and design awards and expenditures on new projects
advertised on or after the effective date will be as follows:
Construction Contract Award participation goals of MBE 4.2% & WBE 8.8% ; and,
Design Contract Awards participation goals of MBE 6.6% & WBE 15%
Overall annual designations by awarding authorities, as well as MBE/WBE participation on individual
projects with a combined MBE/WBE participation goal, must include a reasonable representation of
both MBE and WBE firms that meets or exceeds the combined goal. Proposed MBE/WBE
participation plans that include solely MBE or solely WBE participation or do not include a reasonable
amount of participation by both MBE and WBE firms to meet the combined goal will not be
considered responsive. Where the prime contractor or designer is an SDO certified MBE or WBE, the
prime must bring a reasonable amount of participation by a firm or firms that hold the certification
which is not held by the prime contractor or designer on the project. Proposed participation on
construction projects or design projects which consists solely of either an MBE or WBE representing
100% of the overall combined goal will not be considered reasonable participation.
The Awarding Authority will determine whether there is reasonable participation by both MBE and
WBE firms on individual projects under their respective oversight. Firms submitting MBE/WBE
participation plans which do not provide reasonable participation by both MBE/WBE firms shall be
provided an opportunity to revise and resubmit their plans within the time frame set by the awarding
authority; however, no price adjustments shall be permitted as a result of the revised plan. Firms failing
to submit an MBE/WBE participation plan deemed reasonable and accepted by the awarding authority
shall not be awarded the contract.
Participation by MBE and WBE firms must be documented, tracked and reported on separately as
MBE participation and WBE participation by prime vendors, subcontractors and awarding authorities.
Participation by MBE and WBE firms will continue to be tracked, reported and monitored separately
to ensure that both MBE and WBE firms are participating on these projects. Not every project will
have the full MBE/WBE goals set forth above as certain projects due to their size, scope or geographic
location may have reduced goals, or in some cases no goals, as determined by the public awarding
authority.
D. Proposal Requirements
Persons or firms interested in applying must meet the following requirements:
1. Applications - one (1) original and one (1) electronic copy (USB) - must be received on or before
September 17, 2026 at 11:00am. The applications must include the following:
a. Cover letter - 2 page maximum,
b. Completed DCAMM Designer Application Form. Applications are limited to the application
plus a maximum of 3 supplementary pages, double sided, not including the required documents
listed below. Information in excess of three pages may be the basis of rejection. The
Applications shall be on "Standard Designer Application Form for Municipalities and Public
Agencies not within DSB Jurisdiction" (updated July 2016 - or most current version) as
Page 10 of 19