Comprehensive HVAC Assessment and Replacement Consultant

Location:	Vermont
Posted:	May 4, 2026
Due:	Jun 3, 2026
Agency:	Town of Hartford
Type of Government:	State & Local
Category:	N - Installation of Equipment Z - Maintenance, Repair or Alteration of Real Property
Publication URL:	To access bid details, please log in.

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Request for Proposal

Comprehensive HVAC assessment and replacement consultant

Hartford, Vermont

Contact:

Dana Clawson, Environmental Sustainability Coordinator

Town of Hartford

171 Bridge Street

White River Junction, Vermont 05001

Phone: 802 295 9353 ext. 223

Email: dclawson@hartford-vt.org

RFP Issuance: May 1st, 2026

RFP Response Deadline: June 3rd, 2026 at 12:00 noon

1. INTRODUCTION

The Town of Hartford, Vermont is currently experiencing ongoing issues with its VRF

heat pump system located at the Hartford Town Hall. Technicians that have worked on

the system have said that it is likely that the system needs to be replaced. The Town is

currently seeking an engineer to assess the current system, make recommendations for

next steps, provide guidance during the update or replacement period, and commission

any new system install.

2. BACKGROUND

The current heat pump system located at Town Hall was installed in 2017, since that time

there have been a number of issues with the system that at times have lead to system

failures and major repairs including replacing outdoor condensers, replacing various

components inside Town Hall, and flushing the system due to debris in the system.

There are two independent systems serving Town Hall, one system serves the first floor

and the other system serves the second and third floors. The Town has been informed that

the system serving the second and third floors can no longer have additional 410A added

to it due to recurring leaks in that system.

Hartford is committed to lowering its greenhouse gas emissions and would like to

identify options with minimal emissions while adequately serving the Town Hall.

3. PURPOSE AND SCOPE

The Town is seeking a professional consultant to provide an assessment of the system

and provide guidance in overhauling or replacing the system.

• Conduct a site visit to review existing conditions.

• Evaluate system alternatives to allow for removal of existing VRV heat pump

system, (minimum of two options).

• Prepare a description of each option, include a estimated construction cost range

for implementation of each option as well as pros and cons for each system. This should

include life cycle cost analysis for each system

RFP Town Hall HVAC assessment & replacement

• Contact Efficiency Vermont and GMP to determine if any incentives for the new

systems would be available.

• Evaluate the controls for each system and provide options for improvements to

control systems to allow for remote system monitoring and control.

• Identify potential impacts to Town Hall staff and operations during the removal

and installation of systems.

• Implementation and Funding Strategy: Identify priority projects, phasing, and

estimated costs. Develop performance measures and implementation timelines.

If it is determined that replacing the system is the prudent next step the consultant will:

• Assist with developing an RFP to solicit appropriate bids.

• Assist with vendor selection.

• Ensure that the vendor utilizes best practices while designing and installing any

new equipment.

• Commission any new system install.

4. PROJECT TIME

• Phase 1- Current system assessment- Assessment of the current system shall be

completed no later than July 15th, 2026.

• Phase 2- Develop options for removing the current system, options for a new

system, and cost should happen no later than August 1st, 2026.

• Phase 3- An RFP for installing a new HVAC system should be available no later

than August 5th, 2026.

• Phase 4- Installation and commissioning of a new HVAC system shall happen in

a timely manner with the understanding that funding and the availability of equipment

will play a role in the timing of this phase.

5. SCHEDULE OF BIDDING

05/01/26 Request for Proposals issued

05/11/26 Required Site Visit 10:00am on May 13th 2026

05/15/26 Deadline for questions related to the project scope due by 12:00 noon

06/03/26 Sealed Bid Due date 12:00 noon

06/09/26 Contractor Selected and Bid Award

RFP Town Hall HVAC assessment & replacement

6. GENERAL INFORMATION

__________________________________________________

Proposals shall be submitted in a sealed envelope with the contractor’s name, address and phone

number. Proposals received after the stated deadline shall not be accepted. Proposal packages

are to be delivered to:

Town of Hartford

Attn: Town Manager

Town of Hartford

171 Bridge Street

White River Junction, VT 05001

Clearly mark sealed envelopes “Town Hall HVAC assessment”

___________________________

(Signature of Bidder & Date)

___________________________

(Title of Bidder)

___________________________

(Contractor)

___________________________

(Street/P.O. Box)

___________________________

(Town, State, Zip)

___________________________

(Phone # / email#)

Competent Contract Supervisor: _____________________________ years exp.________

AVAILABLE START DATE_________________________________________________

NOTE:

All proposals must be received no later than June 3rd, 2026 at 12:00 noon. Proposals and/or

modifications received after this time will not be accepted or reviewed. Facsimile-machine

produced proposals will NOT be accepted.

Questions about the project should be directed to Dana Clawson at:

Telephone: 802-295-9353 ext. 223

E-mail: dclawson@hartford-vt.org

All proposals become the property of the Town of Hartford upon submission. The expense of preparing

and submitting a proposal is the responsibility of the Contractor. The Town reserves the right to reject any

or all proposals received, to negotiate with any qualified source, or to cancel in part or in its entirety this

RFP as in the best interest of Town of Hartford. This solicitation in no way obligates the Town to award

a contract.

RFP Town Hall HVAC assessment & replacement

By submission of the Proposal, Contractor certifies that bid has been arrived at independently, without

consultation, commitment or agreement as to any matter relating to Proposal with any other Contractor or

with any competition.

The Scope of Work by the Contractor for each item shall include furnishing all supervision, technical

personnel, layout, labor, materials, tools, appurtenances, equipment, traffic control, erosion control,

staging, disposal sites and services, mobilization/demobilization, sweeping, insurances, and services

required to perform the work as described in this Request for Proposals.

7. INSURANCE REQUIREMENTS

WORKERS COMPENSATION:

The CONTRACTOR is required to carry full and complete Workers’ Compensation insurance for all

employees engaged in work on this project. The same requirements for Workers’ Compensation

insurance shall apply to any subcontractor engaged on this project. The Chosen Contractor shall, prior to

a Purchase Order being issued, produce a certificate of insurance demonstrating same to the Town. The

Chosen Contractor shall keep said insurance, and the Town’s additional insured status, in full force

throughout the course of the project. This Certificate of Insurance does not have to be provided at the

time bids are submitted.

The Contractor must show evidence of Workers Compensation and Employers Liability Insurance

Coverage.

GENERAL LIABILITY:

The Chosen Contractor shall supply the Town with a Certificate of Insurance showing liability coverage

no less than $1,000,000. The Chosen Contractor shall cause the Town to be made an additional insured

on the Chosen Contractor’s liability insurance, on a primary and non-contributing basis. The Chosen

Contractor shall, prior to a Purchase Order being issued, produce a certificate of insurance demonstrating

same to the Town. The Chosen Contractor shall keep said insurance, and the Town’s additional insured

status, in full force throughout the course of the project. This Certificate of Insurance does not have to be

provided at the time bids are submitted.

The Contractor must list the Named Member as Additional Insured’s on their Commercial General

Liability Policy

8. CONTRACTOR SELECTION

The Town reserves the right:

1. to accept or reject any or all Proposals in whole or in part and to accept other than the lowest price

proposal;

2. to amend, modify, or withdraw this Request for Proposals;

3. to require supplemental statements or information from Contractor;

4. to extend the deadline for responses to this Request for Proposals;

5. to waive or correct any irregularities in Proposals received;

6. to negotiate separately with one or more competing Contractors, and

7. to award the proposal deemed in the best interest of the Town.

All bids upon submission become the property of the Town.

RFP Town Hall HVAC assessment & replacement

9. RFP Evaluation for Selection

Item#

Review Matrix

Demonstrated understanding of commercial HVAC systems 35%

2 Experience and qualifications of project team 35%

3 Overall cost 30%

RFP Town Hall HVAC assessment & replacement

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	Comprehensive HVAC Assessment and Replacement Consultant
Category:	Administration
Status:	Open

Comprehensive HVAC Assessment and Replacement Consultant

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