2026-26-HVAC Community Center Cooling Expansion Project Design and Build Services
| Agency: | City of West Haven |
|---|---|
| State: | Connecticut |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Jan 30, 2026 |
| Due Date: | Feb 12, 2026 |
| Solicitation No: | 2026-26 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
2026-26
|
| Bid Title: |
2026-26-HVAC Community Center Cooling Expansion Project Design and Build Services
|
| Category: | City Bids & Solicitations |
| Status: | Open |
|
Attachment Preview
City of West Haven
Request for Proposal (RFP) 2026-26
HVAC Community Ctr Cooling Expansion Project
Design and Build Services
PROJECT SUMMARY
The City of West Haven is soliciting sealed proposals from qualified and licensed Design–Build
HVAC Contractors for the design and construction of a retrofit expanded mechanical cooling
system to serve a multipurpose municipal facility located at 255 Meloy Rd.
The facility is used for community, recreational, and municipal purposes. Portions of the
building are served by existing HVAC equipment; however, significant program areas, including
the multipurpose room and several common spaces, remain unconditioned.
The intent of this project is to procure a single design–build team capable of providing complete
engineering design, evaluation of existing systems, delivery of a new cooling solution, potential
integration with existing mechanical infrastructure, and incorporation of future-ready expansion
provisions.
All work shall comply with the Connecticut State Building Code, City of West Haven
ordinances, and all applicable federal standards of the Department of Energy.
PROJECT TIMELINE
The awarded vendor is expected to complete all aspects of this project by February 28, 2026.
SUBMISSION INSTRUCTIONS
Pre-Bid Meeting Required No
Pre-Bid Meeting Location
Pre-Bid Meeting Date & Time
Mandatory Walkthrough of Site Yes
Site Location 255 Meloy Road West Haven
Date & Time 2/03/2026 8:00AM
Information Period Closing Date and Time 02/05/2026 Time: 02:00PM
Solicitation Closing Date 02/12/2026 Time: 11:00AM
Respondents are required to submit One (1) original and three (3) copies in a sealed envelope.
must be clearly marked "RFP 2026-26 HVAC Cooling Expansion". Bids will be opened in the
Procurement office upon bid closing. Address: 3rd flr, 355 Main St West Haven, CT. They will
open at 11:00am on 02/12/2026. Proposals received after this time and date specified above will
be rejected. No oral, telephonic, emailed, or faxed corrections, deletions, or additions to any
response shall be accepted. The required contents are to include the following:
1. Cover Letter
a. Company Information:
b. Authorized representative signature
c. Acknowledgement of all addenda
2. Project Understanding and Approach
a. Description of the Contractor’s methodology for design, evaluation, construction
and phasing.
3. Conceptual Design Summary
a. Provide preliminary system recommendations, load, assumptions, and equipment
approach.
4. Qualification and Experience
a. Include resumes for key personnel and at least three (3) comparable municipal or
institutional HVAC projects.
5. Project Schedule
a. Detail design, procurement, construction, and commissioning milestones.
6. Cost Proposal
a. Lump-sum design fee
b. Proposed Guaranteed Maximum Price or Not – to Exceed value for construction
c. Unit pricing for supplemental work
d. Allowances for unforeseen conditions.
7. Required Forms
a. Certificate of Insurance
b. UEI Number (SAM.gov)
c. Applicable Connecticut licenses
d. Non-collusion affidavit
e. Corporate resolution (if applicable)
The City reserves the right to reject any or all responses, and to waive any or all formalities in
connection with this request. Proposals which do not incorporate our requested format, including
quoting items as described, will not be considered. Unless otherwise stated in the solicitation. No
alternate responses will be considered unless alternate responses are specifically requested by the
City.
A response to this solicitation does not permit the City to award a contract, to pay any costs
incurred in the preparation of a response to this request, or to procure the city contract for
services, supplies or equipment. The City will not award to any contractor who is not qualified
under applicable Federal, State and local laws and regulations.
Questions regarding this solicitation should be emailed to Kathy Chambers. Telephone or oral
questions will not be accepted. (kchambers@westhaven-ct.gov).
An Affirmative Action/Equal Opportunity Employer, Minority/Women's Business Enterprises are
encouraged to apply.
INQUIRIES FOR CLARIFICATION
The city will not respond to the Respondent(s) request(s) for oral interpretation and/or
clarification of the Solicitation Specifications for any reason. The city will respond to a
Respondent(s) written request(s) for interpretation and/or clarification of the Solicitation
Specifications. Questions regarding this solicitation should be emailed to Kathy Chambers.
Telephone or oral questions will not be accepted. (kchambers@westhaven-ct.gov). The email
should be included in the subject line RFP #2026-26. The body of the email should contain the
question or clarification. Every interpretation made to a Respondent will be in the form of an
Addendum or Question & Answer to the Solicitation Documents.
ADDENDUMS TO THIS SOLICITAION
Any Addendum(s) to this solicitation document shall become part of the solicitation.
Respondents are required to check the city website for addendum(s). Each respondent shall be
bound by such addenda whether received/viewed by the respondent.
SOLICITATION PROTEST
Any Solicitation protest must be submitted in writing. Respondents may file a written protest of
the Solicitation results with the City's Purchasing Department. Protest must be submitted via
email, kchambers@westhaven-ct.gov.
The City will acknowledge receipt of a written protest. If the Purchasing Department
representative has not acknowledged receipt of the protest by the close of business on the
following days, please contact Kathy at the above phone number listed.
CONTRACT TERM AND AWARD
The term of the contract will be determined by the City of West Haven, and will award the
contract to the responsible proposer whose submission is determined to be the most
advantageous to the City, considering price, qualifications, and the evaluation criteria contained
herein.
SCOPE OF SERVICES
The Contractor shall provide all labor, materials, equipment, design, engineering, supervision,
permits, inspections, testing, and commissioning required to deliver a fully operational HVAC
cooling system. Work under this solicitation includes but not limited to:
1. Evaluating existing HVAC ductwork and unit that presently serves only a portion of the
building
2. Determining feasibility of extending cooling to common areas not currently air-
conditioned.
3. Designing a system with appropriate capacity to support future expansion; and
4. Furnishing all labor, materials, equipment, and incidental items necessary to deliver a
fully functional mechanical system.
5. Procuring and installing retrofit equipment.
Design Services
The Contractor shall provide full mechanical engineering services including, but not limited to:
1. Load calculations prepared in accordance with ASHRAE standards.
2. Evaluation of existing HVAC equipment, ductwork, electrical systems, and controls.
3. A written condition assessment report with recommendations.
4. Analysis of options for expansion of the existing HVAC unit to additional spaces.
5. Preparation of stamped design drawings and specifications.
6. Identification of future capacity and equipment allowances.
7. Preparation of permit-ready documents.
Final design documents must be signed and sealed by a Connecticut-licensed Professional
Engineer (PE).
Construction Services
Construction activities shall include:
1. Furnishing and installing new HVAC equipment to cool the multipurpose space.
2. Modifying or installing new ductwork, piping, and distribution systems.
3. Electrical upgrades, disconnects, panel modifications, and related work.
4. Structural or architectural accommodations related to equipment installation.
5. Testing, adjusting, and balancing (TAB).
6. Startup, commissioning, and training for City staff.
7. Submission of as-built drawings, O&M manuals, and warranty documents.
Existing Equipment Evaluation
The Contractor shall perform and submit a written analysis of the existing HVAC unit that
includes:
1. Condition and age assessment.
2. Remaining service life.
3. Ability to handle additional cooling load.
4. Feasibility of extending cooling into corridors, lobby, or common areas.
5. Cost comparison: expansion vs. replacement.
6. Risks, limitations, and recommendations.
Future Expansion Capability
The Contractor shall provide:
1. Piping, conduit, valving, or refrigerant infrastructure to support expansion.
2. Controls capacity for additional zones.
3. Documentation clearly identifying connection points for future work.
4. Equipment sizing considerations to support phased expansion.
The contractor is responsible for coordinating utility shutdowns if needed and ensuring minimal
disruption to the facility renovation schedule.
CERTIFICATIONS AND LICENSES
Respondents must have a valid Connecticut business license throughout the solicitation process.
The awarded Respondent must maintain an active Connecticut business license. Failure to
reinstate an expired license within 14 days of notice may result in contract.
If the service(s) that the respondent is providing requires a license, certification, or other form of
qualification, documentation must be provided at the time of submission. It is the responsibility
of the respondent to maintain a license through the entirety of the project. Failure to maintain a
required license, certification, or other form of qualification will result in an automatic void of
the contract.
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
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