Comprehensive HVAC Assessment and Replacement Consultant

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
1 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

CONCRETE
CU-3
EQUIPMENTPAD
(BYOTHERS)
10'-0"
CU-4
5 "RL 8
11 "HG
8
13 "RG
8
A B C D E F G H A B C D E F G H
11 11
10 10
UPTO UPTO DIR.OFFICE UPTO
1STFLR 3RDFLR 2NDFLR
UPTO UPTO
2NDFLR 3RDFLR
FC-1-7
5 "RL 8
7 8 "HG EXISTINGVAULT
11 "RG T
8
T
9 9 LGARBLB14521
FITTING
HRB-2
FC-1-8
3 "RL CL.
8 VAULT2
5 "RG
8
1 "RL
2
CL. 7 8 "HG
11 "RG
8 8 CL. 8
3 4"EC CLERKS
HRB-2
1"EC
FC-1-6
11 "ECDN 2
TOFD
1 "RL PARKS& 1 "RL 4
2 1 "RG
RECREATION 7 8 "HG CL. 2
11 "RG
8 FC-1-9A
7 7
T T
3 "RL
8
3 "HG
4
3 8 "RL ELEV 7 8 "RG
HRB-1 3 4 "HG
7 "RG
8
FC-1-1
6 6
T 1 4 "RL 3 8 "RL FC-1-2 T
3 8 "RL 1 2 "RG 5 8 "RG
5 "RG
8
FC-1-3 STAIR1
LOBBY
VESTIBULE
5 5 3 8 "RL
5 "RG
8
HRB-2
HRB-2
3 8 "RL T FC-1-10A
5 8 "RG T
4 4
FC-1-11A
3 "RL 8
5 "RG
8
CONFERENCE 3 "RL
8
ROOM 5 "RG 8
CORRIDOR
3 "RL
8
5 "RG T
8
3 3
3 "RL
8
5 "RG
8
FC-1-4
FC-1-10B MEETINGROOM
FC-1-11B
2 2
WOMEN'S
MEN'S
T
STAIR2 FC-1-5
STAIR2
1 1
CE"4
3
CE"
3 4
1 "RL
4
1 "RG
2
1 "RL 4 1 "RG
2
T FC-1-9B
3 4"EC
3 "RL
8
5 "RG
8
CE"
3 4
1"EC
1"EC
1"EC
11 "
2
INDIRECT
WASTE
1"EC
CE"1
2
(TYP)
1
1293Route7South
(TYP) Middlebury,VT05753
p.802.388.9871
f.802.388.3815
www.breadloaf.com
CivilEngineer
OtterCreekEngineering,Inc.
P.O.Box712
Middlebury,VT05740
p.802-382-8522
f.802-382-8640
StructuralEngineer
EngineeringVentures,Inc.
208FlynnAve.Suite2A
Burlington,VT05401
p.802-863-6225
f.802-863-6306
MechanicalEngineer
VermontHeatingandVentilating
16TiganStreet,SuiteA
Winooski,VT05404
p.802.655.8805
f.802.655.8809
ElectricalEngineer
ColeElectric,Inc.
205ChurchLane
EastThetford,VT05074
p.802.785.4818
FireProtection
JohnL.Carter
SprinklerCompany,Inc.
9DunkleeRoad
Bow,NH03304
p.603.224.5438
f.603.224.6481
EnergyConsultant
EnergyBalance,Inc.
160WhiteRockDrive1
Montpelier,VT05602
p.802-229-5676
c2014,BreadLoafCorporation
Seal:
Revised
Description
BULLETIN3
RECORDDRAWING
1"EC
34"EC
BASEMENTMECHANICALPLAN FIRSTFLOORMECHANICALPLAN ProjNo: Drawn:
1 2 Date: Ch'd:
SCALE:18"=1'-0" SCALE:18"=1'-0" SheetTitle
SheetNumber
M1.0
PROJECTNORTH

A B C D E F G H
5 "RL DNTO1STFLR
8 11 7 "HG UPTO3RDFLR
8
11 "RG 8 UP&DN
10
OFFICE LGARBLB14521
OFFICE FITTING
1 "RL 4
1 "RG FC-2-5B 2 1 "RL 4
FC-2-5A 1 "RG FC-2-5C 2
OFFICE
T T T
1 "RL
HRB-2 4 1 "RG 2
9
1 "RL 2
7 "HG
8
11 "RG
8
PLANNING
8
FC-2-3
LISTERS FC-2-4
HRB-2
3 "RL 8
5 "RG T T 8
7
3 "RL
8
5 "RG
8
ELEV
6 T
1 "RL
4
1 "RG
2
FC-2-1
STAIR1
3 "RL 8
5 "HG
8
3 4"RG
LOBBY
5
HRB-3
3 "RL
8
5 "RG 8
4 3 8 "RL
5 "RG
8
FC-2-7
FC-2-6 ADMIN
1 "RL FINANCE 4
1 "RG 2
1 4 "RL T
T 1 "RG T
3 2
CORRIDOR TOWNMANAGER
FC-2-8
FC-2-2
T
OFFICE
OFFICE
SAFE
2
WOMEN'S STAIR2 MEN'S
1
CE"1
CE"1
1"EC
1"EC
3 "EC 4
11 "EC
2
11 "ECDN 2
1"EC
CE" 11 4
1"EC
CE"1
112"ECDN
1"EC
1"EC
CE"1
A B C D E F G H
11
DNTO DNTO
10
2NDFLR 1STFLR
I.T.
1 "RL 2
7 "HG 8 11 "RG 8
HRB-2
9
T
11 "UPTO 1"ECUP 2
AHU-1
T
8
12"UPTO 1 "RL 4 FC-3-4 1 "RG 2
T
7
E.M.R.
ELEV
6
HRB-2
JANITOR
STAIR1
LOBBY
T
5
T
FC-3-6A
3 "RL
8
3 "RG
4 4
T
FC-3-5
T
SUPPLYMAIL CONFERENCE
KITCHEN ROOM
3
FC-3-6B
CORRIDOR
2
TOILET
STORAGE
STORAGE
STAIR2
1
REVRESATADLET
GENERAL
STORAGE
MECHANICAL
CONFERENCE
ROOM
CE"
3
4
CE"
3
4
1293Route7South
Middlebury,VT05753
p.802.388.9871
f.802.388.3815
www.breadloaf.com
CivilEngineer
OtterCreekEngineering,Inc.
P.O.Box712
Middlebury,VT05740
p.802-382-8522
f.802-382-8640
StructuralEngineer
EngineeringVentures,Inc.
FC-3-3 208FlynnAve.Suite2A
Burlington,VT05401
3 "RL
8 p.802-863-6225
5 "RG
8
f.802-863-6306
MechanicalEngineer 3 "RL 8
5 "RG VermontHeatingandVentilating
8
16TiganStreet,SuiteA
Winooski,VT05404
p.802.655.8805
f.802.655.8809
1"ECDNTO 11 "ECDN 2
2NDFLR TO2NDFLR
FC-3-2 ElectricalEngineer
ColeElectric,Inc.
T
205ChurchLane
EastThetford,VT05074
3 8 "RL p.802.785.4818
5 "HG 8 FC-3-4 3 4 "RG FireProtection
JohnL.Carter
SprinklerCompany,Inc.
9DunkleeRoad
1 "ECDN 2
Bow,NH03304
p.603.224.5438
f.603.224.6481
EnergyConsultant
EnergyBalance,Inc.
160WhiteRockDrive1
Montpelier,VT05602
p.802-229-5676
c2014,BreadLoafCorporation
DNTO JS Seal:
Revised
Description
BULLETIN3
BULLETIN5
1"EC
RECORDDRAWING
3 4"EC
ProjNo: Drawn:
SECONDFLOORMECHANICALPLAN THIRDFLOORMECHANICALPLAN
Date: Ch'd:
1 2
SheetTitle
SCALE:18"=1'-0" SCALE:18"=1'-0"
SheetNumber
M1.1
PROJECTNORTH