RFP 1649 HVAC Renovations: Freeman Hall

Agency:	Montclair State University
State:	New Jersey
Type of Government:	State & Local
NAICS Category:	238220 - Plumbing, Heating, and Air-Conditioning Contractors
Posted Date:	Jan 28, 2026
Due Date:	Feb 24, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

January 28, 2026

Posted in: Procurement Bid Opportunities

Bid Proposals: The Assistant Vice President of Procurement Services at Montclair State University will receive bids for Request for Proposal (RFP) 1649 HVAC Renovations: Freeman Hall by February 24, 2026 at 2:00 p.m., when they will be publicly opened in the Third Floor Lobby of the Overlook Corporate Center, 150 Clove Road, Little Falls, NJ 07424.

Scope of Work Overview: This Request for Proposal is to supply and install an energy recovery ventilator mechanical unit, and a new partial corridor ceiling grid system/light fixtures. Work also includes the demolition of existing HVAC duct work, and existing partial corridor ceiling grid system/light fixtures. The project will take place at Freeman Hall on the Montclair, NJ campus.

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REQUEST FOR PROPOSAL: CONSTRUCTION

RFP 1649 HVAC Renovations: Freeman Hall

Montclair State University

Procurement Services

Overlook Corporate

Center

150 Clove Road, 3rd Floor

Little Falls, NJ 07424

Procurement Services

RFP 1649

HVAC Renovations: Freeman Hall

Table of Contents

1. INFORMATION FOR BIDDERS .............................................................................................................3

2. SCOPE OF WORK.................................................................................................................................7

3. PROPOSAL PREPARATION & SUBMISSION .........................................................................................8

4. PROPOSAL PRICING ..........................................................................................................................19

5. PROPOSAL EVALUATION...................................................................................................................20

6. CONTRACTING ..................................................................................................................................21

7. UNIVERSITY’S PROJECT SAFETY PROGRAM ......................................................................................22

8. MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE ....................................................30

9. DEFINITIONS .....................................................................................................................................35

10. SUPPORTING BID DOCUMENTS & BIDDER’S CHECKLIST ..............................................................38

11. PROPOSAL PRICING & CERTIFICATION OF PROPOSAL..................................................................39

12. PROPOSAL SUBMITTALS ...............................................................................................................41

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RFP 1649

HVAC Renovations: Freeman Hall

1. INFORMATION FOR BIDDERS

1.1. Schedule of Events: The Schedule of Events for this RFP are detailed in the table below. Dates

are subject to change through Addenda. All times referenced regarding this RFP, in the table

below and otherwise, are Eastern Prevailing Time (EPT).

Event

Advertisement Date

Pre-Bid Meeting (for details refer to section 1.4)

Bidder Questions/Inquiries Due

Addendum Posted (approximate date)

Submission Due Date & Time (for details refer to section 1.7)

Date & Time

à January 28, 2026

à February 5, 2026 at 11:00 a.m.

à February 9, 2026

à February 12, 2026 (approximate date)

à February 24, 2026 at 2:00 p.m.

1.2. Request for Proposal

1.2.1. Bidders are requested to provide their proposals in accordance with the terms and

conditions provided within this solicitation. A Proposal that is submitted with

revisions or additions to the terms and conditions for this Request for Proposal (RFP)

may be deemed non-responsive.

1.3. Purpose and Intent

1.3.1. This Request for Proposal (RFP), issued by Montclair State University (the

“University”), seeks proposals from experienced and qualified Bidders to supply and

install an energy recovery ventilator mechanical unit, and a new partial corridor

ceiling grid system/light fixtures. Work also includes the demolition of existing HVAC

duct work, and existing partial corridor ceiling grid system/light fixtures. The project

will take place at Freeman Hall on the Montclair, NJ campus. The University

emphasizes and values a committed relationship with the awarded Contractor, and

expects quality service, as well as professional and thorough customer service

throughout the full Contract duration.

1.3.2. The intent of this RFP is to award a Contract to the lowest responsible Bidder, whose

Proposal, conforming to this RFP is most advantageous to the University, price and

other factors considered.

1.3.3. The University’s General Conditions are part of the awarded Contract. The

University’s General Conditions, are in addition to the terms and conditions, and

other obligations set forth in this RFP and Project Material, and should be read in

conjunction with them.

1.3.4. For definitions of key terms within this RFP, refer to Section 7, Definitions.

1.4. Pre-Bid Meeting

1.4.1. A non-mandatory Pre-Bid Meeting has been scheduled for this RFP on the date and

time indicated within the RFP Schedule of Events.

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RFP 1649

HVAC Renovations: Freeman Hall

1.4.2.

1.4.3.

1.4.4.

Pre-Bid Meeting Location: Vendors may meet in front of the main entrance to

Freeman Hall, on the Montclair, NJ Campus (1 Normal Ave., Montclair, NJ 07043).

1.4.2.1. To learn more about Freeman Hall, please see the University’s web page

for Residence Life.

The Pre-Bid Meeting is not mandatory; however, attendance is strongly

recommended. No special arrangements will be made for those not in attendance.

The Vendor is responsible for the full Scope of Work regardless of attendance at the

Pre-Bid Meeting, and at the price submitted in its Proposal.

To help assist with parking and campus layout, please refer to the Montclair State

University Interactive Campus Map.

1.5. Questions/Inquiries & University Answers

1.5.1. Procurement Services will accept questions and inquiries from all potential Bidders

via email. All questions or inquiries submitted by the due date will be collectively

responded to by the University through an Addendum (refer to the following section

for information on Addenda). No interpretation of the Project Material will be

provided to any bidder unless a request is submitted in writing to Procurement

Services.

1.5.2. Bidder questions or inquiries must be emailed to the assigned Procurement

Services buyer: Robert Yufer, yuferr@montclair.edu, Associate Director of Strategic

Sourcing.

1.5.3. Bidders should limit questions/inquiries to essential items in order to submit a viable

and meaningful Proposal in response to this RFP. Questions or inquiries that request

non-essential information, may receive a response of “not applicable” by the

University.

1.5.4. Bidders may only contact Procurement Services (specifically the Buyer detailed

above), and are not to contact any other University department or individual

regarding this RFP. A Proposal may be rejected from consideration if the Bidder

communicated with a non-Procurement Services University employee regarding this

RFP.

1.5.5. When submitting questions or inquiries, Bidder should include the RFP Title within

the subject line of the email.

1.5.6. Restrictive Specifications: If a Bidder determines prior to the questions due date, that

any Project Material require a particular item which can only be provided by one

supplier or manufacturer, with the result that competitive prices are not available,

then Bidder shall notify the Assigned Procurement Services Buyer. If such notice is

not given in a timely manner, it shall be assumed that the Bidder has included the

estimate of any such item in its Proposal. In the alternative, if the Assigned

Procurement Services Buyer is notified in a timely manner of any such item then,

Procurement Services may order the Project to be re-bid or may take any other lawful

action.

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RFP 1649

HVAC Renovations: Freeman Hall

1.6. Addendum

1.6.1. In the event that it becomes necessary to clarify or revise this RFP or related Project

Material, such clarification or revision will be by Addendum. Any Addendum to this

RFP will be made part of this RFP and any Contract awarded as a result of this RFP.

1.6.2. Addendum will be issued on Procurement Services Bidding Opportunities website.

Bidder shall monitor the Procurement Services’ webpage from the time of RFP

issuance through the Submission Due Date & Time. It is the sole responsibility of the

Bidder to be knowledgeable of any Addendum issued related to this RFP.

1.6.3. The posting date of any Addendum, whether detailed within the Schedule of Events,

or within any other Addendum, shall be considered an estimation and not a firm date.

The Addendum will be posted on, or about the Addendum posting date as referenced

in this RFP or other Addendum. Please note, the University intends to provide Bidders

a minimum of seven business days between the date an Addendum is posted, and

the Submission Due Date & Time.

1.6.4. In order to be eligible for Contract with the University, Vendor must provide

acknowledgement of any Addendum issued under this RFP, by fully executing the

Acknowledgement of Addendum cover page, and including the Acknowledgement of

Addendum within its Proposal.

1.7. Proposals and Submission Due Date & Time

1.7.1. Proposal Meeting Location: Bidders may attend the public bid opening at the

Overlook Corporate Center, located at 150 Clove Road (Third Floor), Little Falls, NJ

07424. Bidders shall gather in the lobby area, just outside the elevator doors (the

reception desk is viewable after exiting the elevator).

1.7.2. Bidders must submit all information requested herein no later than the above

referenced Submission Due Date & Time (or as modified through an Addendum) in

order to be considered for Contract award. Additionally, incomplete proposals may

be rejected. Bidder submissions must be in accordance with the instructions found

within this RFP and related Project Material.

1.8. Background Information: Montclair State University

1.8.1. General: Montclair State University is a research doctoral institution ranked in the

top tier of national universities. Building on a distinguished history dating back to

1908, the University today has 13 colleges and schools that serve approximately

23,500 undergraduate and graduate students with more than 300 doctorial, masters

and baccalaureate programs. Situated on a beautiful, 252-acre suburban campus in

Passaic and Essex Counties just 14 miles from New York City, Montclair State delivers

the instructional and research resources of a large public university in a supportive,

sophisticated and diverse academic environment.

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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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RFP 1649 HVAC Renovations: Freeman Hall

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