AE Geothermal and Boiler System Upgrades Vermont Veterans Home

Location:	Vermont
Posted:	Oct 13, 2025
Due:	Nov 26, 2025
Agency:	State of Vermont
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Publication URL:	To access bid details, please log in.

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor

[phone] 802-828-2211

Montpelier VT 05633-8000

[fax]

802-828-2222

http://bgs.vermont.gov/purchasing

SEALED BID

Agency of Administration

REQUEST FOR PROPOSAL

ARCHITECTURAL AND/OR ENGINEERING SERVICES

FOR THE

Geothermal and Boiler System Upgrades

Vermont Veterans Home

Bennington, VT

ISSUE DATE:

BIDDERS’ CONFERENCE:

QUESTIONS DUE BY:

RFP RESPONSES DUE BY:

October 10, 2025

October 31, 2025 at 10:00AM

November 12, 2025 at 4:30 P.M.

November 26, 2025 at 4:30 P.M.

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS RFP WILL BE POSTED AT: http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGE FOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS RFP.

STATE CONTACT:

E-MAIL:

James Meyers, State Senior Purchasing Agent

BGS.OPCVendorDocs@vermont.gov

Page 1 of 16

Revision Date: October 1, 2024

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP), the Office of Purchasing &

Contracting (hereinafter the “State”) is seeking to establish a contract with a qualified Architectural and/or

Engineering firm to provide full architectural and/or engineering services for the Geothermal and Boiler

System Upgrades Project, at the Vermont Veterans Home, 325 North Street Bennington, Vermont.

Interested firms are invited to bid on providing architectural/engineering design services described in

Section 2 of this RFP.

The purpose of this project is to upgrade the geothermal system and decentralize the backup heating and

domestic hot water systems to improve efficiency and operation. The scope of services for this project shall

include schematic design, design development, construction documents, bidding and negotiation, and

construction administration.

The Vermont Veterans’ Home is a 138-bed nursing facility for our veterans and their families. The original

building was constructed in the 1880’s and several additions have been built over the years, with the newest

wing being built in 1984. A reconstruction of the A-Wing is designed and is currently seeking construction

funding. Since 2006, VVH has designed and implemented a geothermal-based heating and cooling system

which includes a shallow well supply and settling ponds to replace the aging oil-fired boiler and steam

heating systems. There was no central air conditioning prior to adding the geothermal. The facility is now

approximately 85% served by the new geothermal heating and cooling, with original oil backup, now

oversized for the current load.

There are still three oil-fired boilers that provide domestic hot water supply to the entire facility, as well as

provide steam heat for a few remaining areas of the complex. The boilers also provide supplemental heat

injection to the geothermal system during periods of extremely cold weather. The steam systems are

becoming unreliable, requiring constant maintenance to keep them in service. Two studies have been

conducted to analyze the current system and propose solutions.

Our intent is to implement an open well geothermal system sized for heating and cooling for the whole

facility, including the planned A Wing Reconstruction, decentralized boiler back up heat and domestic hot

water system with provisions for the future installation of solar hot water as indicated in the Heat Study

Phase II dated March 2025.

The Heat Source Feasibility Study dated November 2022 and the Heat Study Phase II and supporting

documents are attached to this RFP.

1.2. CONTRACT PERIOD: The State anticipates the start date will be 01/05/26. The substantial completion

date will be 12/20/27 and contract completion date will be 12/20/28, which includes a one-year warranty

period.

1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing

to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other

individual from the State concerning this RFP is strictly prohibited and may result in disqualification.

1.4. BIDDERS’ CONFERENCE: A non-mandatory bidders’ conference will be held remotely at the date and

time indicated on the front page of this RFP.

1.5. QUESTION AND ANSWER PERIOD: Any vendor requiring clarification of any section of this RFP or

wishing to comment or take exception to any requirements of the RFP must submit specific questions in

writing no later than the deadline for question indicated on the first page of this RFP. Questions may be

e-mailed to the point of contact on the front page of this RFP: BGS.OPCVendorDocs@vermont.gov. All

emails with questions should include the name of the project in the subject line. Any comments,

questions, or exceptions not raised in writing on or before the last day of the question period are waived.

At the close of the question period, a copy of all questions or comments and the State's responses will be

posted on the State’s web site http://bgs.vermont.gov/purchasing/bids. Every effort will be made to post

this information as soon as possible after the question period ends, contingent on the number and

complexity of the questions. All information provided by vendors during this process will be public and

bidders shall not provide confidential information, except as described in 4.1 below.

Page 2 of 16

Revision Date: October 1, 2024

1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the

issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .

Modifications from any other source are not to be considered.

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

The primary objective of this project is to upgrade the geothermal system to an open well geothermal

system for heating and cooling, a decentralized boiler back-up heat and domestic hot water system with

provisions for future installation of solar hot water systems.

2.1. The scope of services for this project shall include full architectural and/or engineering services for the

Geothermal and Boiler System Upgrades. The following shall be included in the architectural/engineering

design firm’s scope of work:

2.1.1.Full Architectural and/or Engineering services include Schematic Design, Design Development,

Construction Documents, Permitting, and Construction Administration.

2.1.2.In addition to the items required for each phase in the contract, the following shall be included in the

scope of work:

2.1.2.1. This design scope will include demolition of unused systems, phasing of construction and

temporary heating or cooling equipment. All unused systems shall be removed in their entirety.

2.1.2.2. Provisions to incorporate the future reconstruction of A-Wing into the system are included in

this scope of work. A-Wing design documents will be provided.

2.1.2.3. Schematic Design

2.1.2.3.1.1. Review and verify existing conditions and information from the reports. Confirm

agreement with the report’s conclusions and chosen solution or suggest alternatives.

2.1.2.3.1.2. Develop initial basis of design documents based on agreed upon solution.

2.1.2.3.1.3. The State of Vermont anticipates bringing in an independent Commissioning Agent

(CxA) at this point in the design. Attachment 8.9 “Commissioning Responsibilities”

spells out what is required by the Design Team, Owner, Efficiency Vermont,

Contractor and Sub-Contractors. Any extra efforts that result from this commissioning

process shall be listed on the price schedule under Commissioning Coordination.

2.1.2.4. Bidding

2.1.2.4.1.1. Attend the pre-bid meeting. Develop responses to questions and assist in preparing

addendums.

2.1.2.5. Warranty Period

2.1.2.5.1.1. Attend a warranty inspection approximately 11 months after construction substantial

completion. Document the inspection and recommend warranty repairs, if any.

2.1.2.6.

2.1.2.7.

2.1.2.8.

2.1.2.9.

Each Phase shall include all site visits, meetings, and reviews necessary to present

deliverables for each phase.

Each phase shall include a 2-week state review period. Comments shall be incorporated into

the documents before the start of the next phase.

A cost estimate shall be provided at the end of each phase. The cost estimate shall include

temporary heating or cooling requirements to keep the occupied space between acceptable

temperatures.

All necessary state and local permits will be the responsibility of the consultant. Permitting will

need to be addressed at all levels as soon as feasible. Permit meetings will be an additional

service.

Page 3 of 16

Revision Date: October 1, 2024

2.1.2.10. Commissioning services are included in the design contract. An independent commissioning

agent shall be included in the design team.

2.1.2.11. Additional Services: Suggest additional services the design team feels are needed to complete

services or meet the project goals.

2.1.3.The design team shall obtain a license for the State to utilize Submittal Exchange for this project,

through construction administration.

2.2. PROPOSED PROJECT SCHEDULE:

Project Event

Award Contract

Project Start

Schematic Design

Design Development

Construction Documents

Bidding or Negotiation

Construction Substantial Completion

Contract Completion (includes 12-month construction warranty period)

Date

01/05/2026

02/23/26

03/27/26

05/15/26

06/27/26

12/20/27

12/20/28

Page 4 of 16

Revision Date: October 1, 2024

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that Bidder

wishes the State to consider must be submitted for consideration. If applicable, all equipment pricing is to

include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be honored. All

equipment shall be delivered assembled, serviced, and ready for immediate use, unless otherwise

requested by the State.

3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by

Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of materials

and/or services required.

3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive

bidding process with another state and/or cooperative are welcome to submit the pricing in response

to this solicitation.

3.1.3. Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the State

withhold a percentage of the total amount payable for some or all deliverables, such retainage to be

payable upon satisfactory completion and State acceptance in accordance with the terms and

conditions of the contract

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the

Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and

performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain

clarification or additional information necessary to properly evaluate a proposal. Failure of vendor to

respond to a request for additional information or clarification could result in rejection of that vendor’s

proposal. To secure a project that is deemed to be In the best interest of the State, the State reserves the

right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive technicalities

in submissions. The State also reserves the right to make purchases outside of the awarded contracts

where it is deemed in the best interest of the State.

3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final

selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a

BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum

qualification requirements and/or have not been eliminated from consideration during the evaluation

process.

3.2.2. Presentation. The State shall have the authority to evaluate Responses and select the Bidder(s) as

may be determined to be in the best interest of the State and consistent with the goals and performance

requirements outlined in this RFP.

3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The

Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following

provisions and requirements.

3.3.1. Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate section

in the attached Certificate of Compliance for purposes of self-reporting information relating to past

violations, convictions, suspensions, and any other information related to past performance relative to

coding and classification of workers. The State is requiring information on any violations that occurred

in the previous 12 months.

3.3.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that

upon award of contract, and prior to contract execution, the State shall be provided with a list of all

proposed subcontractors and subcontractors’ subcontractors, together with the identity of those

subcontractors’ workers compensation insurance providers, and additional required or requested

information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment

Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing supplies only

and no labor to the overall contract or project. This list MUST be updated and provided to the State as

additional subcontractors are hired.

A sample form is available online at

http://bgs.vermont.gov/purchasing-contracting/forms . The subcontractor reporting form is not

required to be submitted with the bid response.

Page 5 of 16

Revision Date: October 1, 2024

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

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
AE Geothermal and Boiler System Upgrades Vermont Veterans Home	11/12/2025 04:30PM		11/26/2025 04:30PM