*** Please see related documents for the full PDF including schematics and other attachments ***
Dated: August 20, 2026
INTRODUCTION AND INTENT OF RFP:
The Town of Poughkeepsie is soliciting proposals from professional and qualified firms for design of mechanical upgrades for Town offices, meeting rooms, community spaces, and support spaces at the new Lown Hall at 244 Boardman Road. The Town has purchased the Gilkeson Classroom Building and adjacent sports fields from the Poughkeepsie Day School (PDS); the school has subdivided the property and will continue to own and operate from the Kenyon House mansion.
The Town wishes to complete design work as soon as possible, to make repairs and improvements to the building's heating, AC, and air handling systems in fall-winter 2026-2027.
***Please Note: Building Department Head Bruce Flower is offering a walk-through of 244 Boardman Road on September 1 at 11:00 a.m. Please contact Bruce Flower at
For security reasons, you must enable JavaScript to view this E-mail address., 845-485-3655 for more information.
Proposals will be accepted until September 9, 2026 at noon. Proposals may be submitted to the Town Clerk's Office at Town Hall, Upper Level, 1 Overocker Road, or by email to fsalvatore @townofpoughkeepsie-ny.gov.
SCOPE OF SERVICES:
Town Hall offices, currently located in a two-story 23,280-square-foot building at 1 Overocker Road, will be relocated to the new site, where all offices will be on a single level. With minor exceptions, new offices will occupy the same square footage as in the current building.
The Town seeks a contractor to perform the following services:
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Evaluate existing HVAC system within the building and provide recommendations for repairs and/or upgrades.
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System may include replacement of existing boilers and chiller or installation of a new geothermal system based upon feasibility.
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Evaluate the feasibility of extending existing heating/cooling system into addition which is currently conditioned with a packaged RTU.
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Building management system must be evaluated and either repaired or replaced.
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Review and design required modifications to the HVAC, electrical, plumbing and fire sprinkler systems in coordination with the Architectural plans for the proposed project and provide an estimate of probable cost of the proposed changes and approved scope.
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Provide a set of Construction Drawings and Specifications for the scope of work ready for bid and permit.
Attached to this RFP are drawings of the proposed layout of Gilkeson Building including proposed renovation of former classrooms for Town Hall offices as well as theater, gym, kitchen, and additional spaces that will be used for community services and recreation.
The contractor will have the opportunity to work with the Town Building Department, Engineer, etc. as needed.
PROPOSALS:
Each proposal shall include the following information:
1. Statement of Qualifications: A description of the firm submitting the proposal and qualifications of relevant staff. Experience with municipal office facilities should be highlighted.
2. References: At least two references where similar services were provided.
3. Proposal for Services: A proposed methodology, schedule, and cost for performing the Services described above. Cost may be proposed using a flat fee, hourly rate, or other billing structure.
Please direct any questions on this RFP to: Bruce Flower, Head of Building Department,
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SELECTION OF CONTRACTOR:
EVALUATION OF PROPOSALS: The Town's objective in soliciting proposals is to enable it to select a Contractor that will provide high quality and cost-effective services. The Town will consider proposals only from respondents who, in the Town's sole judgment, have demonstrated the capability and willingness to provide high quality service to produce the deliverables described in this RFP.
Proposals will be evaluated by the Town based on a range of factors, including but not limited to the following: related experience, references, resumes of key personnel, and fee schedule.
SELECTION OF CONTRACTOR: The Town reserves the right, at its sole discretion, to select any proposal it chooses and negotiate with one or more applicants to derive a contractual outcome, which may differ from the original RFP. The Town is not bound to accept any proposal. The lowest price proposal will not necessarily be accepted.
GENERAL CONDITIONS:
SUBCONTRACTING: The selected contractor shall not have the right or power to assign, subcontract, or transfer interest in its contract with the Town without the express permission of the Town. If the Contractor intends to use subcontractors for any portion of the services proposed, the subcontractors should be identified in the proposal.
CONFLICT OF INTEREST: All proposers must disclose in writing with their proposal the name of any owner, officer, director, or agent who is also an employee of the Town of Poughkeepsie.
All proposers must also disclose in writing with their proposal the name of any employee of the Town of Poughkeepsie who owns, directly or indirectly, an interest of five percent or more of the proposer's firm or any of its subsidiaries. By submitting a proposal, the proposer certifies that there is no relationship between the proposer's firm and any person or entity which gives the appearance of a conflict of interest related to this RFP.
INSURANCE COVERAGE: During the term of the contract, the selected Contractor will be required to provide commercial insurance in accordance with the Town's insurance requirements.
Attachment A; Schematic Plan for Town Hall located at 244 Boardman Road. A larger version can be emailed to you upon request.
Attachment B: Certification of Non-Collusion by Bidder.
Attachment C: Iranian Energy Sector Divestment Certificate.
Attachment D: Town Insurance Coverage Requirements.