Source Capture Exhaust System at Norwood Fire Station

Request for Proposals (RFP) for
Source Capture Exhaust System
Federal Emergency Management Agency (FEMA) Assistance to Firefighters Grant (AFG)
Program
Department of Public Works
City of Morgantown, WV
RFP SUMMARY: The City is requesting proposals for procurement and installation of a Source Capture
Exhaust System for the Norwood Fire Station.
RFP ISSUE 7/1/2026
DATE
PROPOSAL 7/13/2026
DUE DATE
A pre-proposal conference will be held on 7/8/2026/2026 at 1:00p.m., EST. It is highly
PRE-
recommended that all proposers attend.
PROPOSAL
CONFERENCE
Norwood Fire Station - 100 Hillcrest Street, Morgantown, WV 26505
DEADLINE The deadline for questions is 7/8/2026 at 3:00 p.m. EST. Questions and/or inquiries must
FOR be submitted in writing to J. Damien Davis, Director of Public Works and Chief Gary
QUESTIONS Freshour, MFD.
PROPOSAL All Proposals shall be emailed to Barbara Morgan, Grant Technician -
SUBMISSION bmorgan@morgantownwv.gov
PROCESS
RFP WEBSITE www.morgantownwv.gov
RFP OFFICIAL J. Damien Davis, Director of Public Works, ddavis@morgantownwv.gov
CONTACT

Public Notice
Published: 7/1/2026 and 7/8/2026
The City of Morgantown, West Virginia, is soliciting proposals from qualified vendors/contractors for the
provision and installation of a Source Capture Exhaust System at the Norwood Fire Station, located at 100
Hillcrest Street, Morgantown, WV 26505.
This project is funded through the Federal Emergency Management Agency (FEMA) Assistance to
Firefighters Grant (AFG) Program and will be awarded as a Firm Fixed-Price contract. All work must be
completed and invoiced no later than August 10, 2026.
Interested Offerors may obtain a copy of the Request for Proposals (RFP) and related documents from
www.morgantownwv.gov
Proposals must be received by the City of Morgantown no later than Monday, July 13, 2026, by 4:00p.m. Late
proposals will not be accepted.
The City of Morgantown reserves the right to reject any or all proposals, waive informalities, and award the
contract in the best interest of the City and in accordance with applicable federal, state, and local regulations.
The City of Morgantown is an Equal Opportunity Employer and encourages participation from
minority-owned, women-owned, and small businesses.
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Table of Contents
Public Notice .......................................................................................................................................................................... 2
1. The Opportunity ........................................................................................................................................................... 4
1.1 Summary ................................................................................................................................................................ 4
1.2 Background ........................................................................................................................................................... 4
1.3 Outcome Goals ...................................................................................................................................................... 5
1.4 Award Terms ......................................................................................................................................................... 5
2. Submission Instructions ............................................................................................................................................... 8
2.1 Proposal Content ................................................................................................................................................... 8
Submission Instructions ................................................................................................................................................... 9
3. How We Choose .......................................................................................................................................................... 11
3.1 Minimum Qualifications ..................................................................................................................................... 11
3.2 Evaluation Criteria ............................................................................................................................................. 11
3.3 ..................................................................................................................................................................................... 11
3.4 Selection Process, Award, and Protest Procedures .......................................................................................... 12
Selection Schedule ....................................................................................................................................................... 12
Selection and Award Process ..................................................................................................................................... 12
4. Terms and Conditions ............................................................................................................................................ 13
5. Appendix .................................................................................................................................................................... 15
Response Certification .................................................................................................................................................... 16
Statement of Non-Collusion ...................................................................................................................................... 17
Conflict of Interest Disclosure Form ....................................................................................................................... 18
FY23 Assistance to Firefighters Grant Program NOFO ..................................................................................... 19
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1. The Opportunity
1.1 Summary
The Contractor shall provide a complete Source Capture Exhaust System and shall furnish all labor, materials,
equipment, and services necessary to deliver, install, and place the system into full operational use. All work shall
be performed in accordance with applicable codes and standards for installation at the Norwood Fire Station,
located at 100 Hillcrest Street, Morgantown, West Virginia 26505.
1.2 Background
Norwood Fire Station is the oldest fire station in Morgantown and has undergone a comprehensive renovation
within the past five years. The renovation included the construction of new partitioned bunkrooms, single-
occupancy showers, an updated kitchen and dining area, a commons area, new windows, upgraded HVAC
systems, and a newly renovated apparatus bay, among other improvements. Despite the extensive modernization
of the facility, a critical component-a Source Capture Exhaust System-was not included as part of the
renovation and remains a significant unmet infrastructure need at the station.
Engineering and Public Works Overview
The Engineering & Public Works Department is responsible for the planning, design, supervision, and inspection
of all street, highway, sidewalk, and bicycle path construction projects. The Department also manages the City's
public rights-of-way, conducts traffic and crash analysis studies, and develops and implements traffic safety
improvements. In addition, Engineering & Public Works oversees municipal building and facility maintenance,
ensuring that City-owned buildings and infrastructure are properly maintained, safe, and compliant with
applicable standards.
Assistance to Fire Fighters Grant Overview
The primary objective of the Assistance to Firefighters Grant (AFG) program is to support fire departments and
non-affiliated emergency medical service organizations in meeting their firefighting and emergency response
needs.
Since its inception in 2001, the AFG program has played a critical role in enhancing the safety and effectiveness
of firefighters and other first responders by providing funding for essential equipment, protective gear, emergency
vehicles, training, and other vital resources necessary to protect both the public and emergency personnel from
fire- and hazard-related risks.
Needs Statement
The City of Morgantown Fire Department has received funding through the Federal Emergency Management
Agency's Assistance to Firefighters Grant (AFG) Program to address a critical firefighter health and safety need
at the Norwood Fire Station. Fire station personnel are routinely exposed to hazardous vehicle exhaust emissions
during apparatus operations, which present documented longterm health risks, including respiratory illness and
increased cancer risk.
To meet the objectives of the awarded AFG grant and ensure compliance with federal grant requirements, the
City seeks to procure and install a Source Capture Exhaust System designed to capture and remove harmful
exhaust emissions at the source. The Contractor shall provide a complete Source Capture Exhaust System and
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furnish all labor, materials, equipment, and services necessary for delivery, installation, testing, and placement of
the system into full operational use.
This procurement directly supports the AFG Program's mission to enhance firefighter health and safety by
mitigating occupational exposure hazards and improving fire station infrastructure. All work shall be performed
in accordance with applicable federal, state, and local regulations, manufacturer specifications, and AFG grant
conditions.
All services shall be completed at the Norwood Fire Station, located at 100 Hillcrest Street, Morgantown, West
Virginia 26505.
1.3 Outcome Goals
AFG Award-Funded Source Capture Exhaust System
Primary Outcome Goal
Reduce firefighter exposure to hazardous diesel exhaust emissions within the Norwood Fire Station apparatus
bay and living quarters, thereby improving firefighter health, safety, and longterm wellness in accordance with
AFG program objectives.
Secondary Outcome Goals
1. Improve Firefighter Health and Safety
Install and operate a sourcecapture Source Capture Exhaust System that significantly reduces airborne
contaminants produced during apparatus startup, shutdown, and movement, lowering occupational exposure risks
associated with respiratory illness, cardiovascular disease, and cancer.
2. Enhance Facility Safety Compliance
Bring the Norwood Fire Station into alignment with nationally recognized fire service best practices and safety
standards related to exhaust capture and firefighter exposure mitigation.
3. Support Operational Readiness
Create a safer working environment that allows firefighters to perform routine operations without unnecessary
exposure to harmful exhaust, supporting operational effectiveness and workforce sustainability.
4. Protect Recently Renovated Infrastructure
Prevent the accumulation of diesel exhaust particulates within the newly renovated station, preserving indoor air
quality and extending the service life of mechanical systems, living spaces, and interior finishes.
5. Demonstrate Effective Use of Federal Grant Funds
Fulfill the objectives of the awarded Assistance to Firefighters Grant by implementing a compliant, fully
functional exhaust extraction system that delivers measurable safety benefits and reflects responsible stewardship
of federal funding.
1.4 Award Terms
1. Federal Grant Funding
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This project is funded through an award from the Federal Emergency Management Agency (FEMA) under the
Assistance to Firefighters Grant (AFG) Program. The selected Contractor shall comply with all applicable federal
grant requirements, program guidance, and special award conditions.
2. Contract Type
The contract resulting from this solicitation shall be a Firm FixedPrice (FFP) Contract. The contract price shall
include all costs associated with the provision, delivery, installation, testing, and placement into full operational
use of the Source Capture Exhaust System. No additional compensation shall be permitted except by written
contract modification approved by the City.
3. Contract Period and Completion Date
All work under this contract shall be fully completed, tested, and accepted by the City no later than July 31, 2026.
The Contractor shall coordinate all work activities to minimize disruption to fire station operations and emergency
response readiness.
4. Liquidated Damages
Time is of the essence for this contract. If the Contractor fails to achieve full completion and final acceptance of
all work by July 31, 2026, the Contractor shall be assessed liquidated damages in the amount of Five Hundred
Dollars ($500.00) per calendar day for each day the work remains incomplete beyond the required completion
date.
Liquidated damages shall represent a reasonable estimate of the costs and impacts incurred by the City due to
delayed completion and are not intended as a penalty. The City may deduct liquidated damages from payments
due to the Contractor or pursue other remedies as permitted by law and the contract.
5. Compliance with 2 CFR Part 200
This procurement and contract are subject to the Uniform Administrative Requirements, Cost Principles, and
Audit Requirements for Federal Awards (2 CFR Part 200). The Contractor shall comply with all applicable
provisions, including but not limited to:
2 CFR 200.318-200.327 - Federal procurement standards
2 CFR 200.332 - Requirements for passthrough entities
2 CFR 200.334 - Records retention
2 CFR 200.337 - Access to records
2 CFR 200.338 - Remedies for noncompliance
6. Scope of Award
The Contractor shall furnish all labor, materials, equipment, tools, and services necessary to provide, install, test,
and place into full operational use a Source Capture Exhaust System at the Norwood Fire Station, located at 100
Hillcrest Street, Morgantown, West Virginia 26505, in accordance with the RFP specifications and manufacturer
requirements.
7. Buy America / Build America Requirements
Unless waived in writing by FEMA, the Contractor shall comply with all applicable Buy America / Build America
requirements for iron, steel, manufactured products, and construction materials used in the performance of this
contract.
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8. DavisBacon and Related Acts
This project shall comply with the DavisBacon and Related Acts (DBRA). The Contractor shall pay all laborers
and mechanics no less than the prevailing wage rates as determined by the U.S. Department of Labor and shall
comply with all payroll reporting and posting requirements.
9. NonCollusion Certification
By submitting a proposal, the Offeror certifies that the proposal has been prepared independently and without
collusion for the purpose of restricting competition.
10. Conflict of Interest
In accordance with 2 CFR 200.318(c)(1), the Contractor certifies that no actual or apparent conflict of interest
exists and agrees to disclose any potential conflict that may arise during the term of the contract.
11. Records Retention and Access
The Contractor shall retain all records related to this contract for a minimum of three (3) years after final payment
or longer if required by AFG award conditions. Authorized representatives of the City, FEMA, DHS, and the
Comptroller General of the United States shall have access to such records upon request.
12. Grant Acknowledgment
All documentation, reports, and records related to this project shall acknowledge funding support from the Federal
Emergency Management Agency Assistance to Firefighters Grant Program, as required by FEMA grant guidance.
13. Insurance and Indemnification
The Contractor shall maintain insurance coverage as required by the City of Morgantown and shall indemnify
and hold harmless the City from claims resulting from the performance of the work.
14. Termination
The City reserves the right to terminate the contract for cause or convenience in accordance with federal
regulations, AFG requirements, and City procurement policies.
15. Governing Law
This contract shall be governed by and construed in accordance with the laws of the State of West Virginia, except
where superseded by federal law or grant requirements.
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2. Submission Instructions
2.1 Proposal Content
PROPOSAL CHECKLIST
PROPOSAL SUBMISSION REQUIREMENTS
Proof of Business registration and legal authority to do business in WV
Required insurance certificates or Statement of ability to obtain upon
award
Company profile and relevant experience
Resumes or qualifications of key personnel
Minimum of three (3) references for similar projects (fire stations
preferred)
PROPOSAL DOCUMENTS
Signed proposal cover letter
Acknowledgment of all addenda (if issued)
Detailed narrative demonstrating understanding of the Scope of
Work
Description of proposed Source Capture Exhaust System
Specifications and manufacturer information
Description of system compatibility with fire apparatus
Cost Proposal
Itemized cost breakdown (for evaluation clarity only)
Proposed project schedule
Installation methodology and coordination plan
Safety Plan for work in an active fire station
REQUIRED RFP COMPLIANCE DOCUMENTS
Response Certification
Non-Collusion Certification
Conflict of Interest Disclosure
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Submission Instructions
All submissions must be formatted with the items and sequence as presented in this Section of the RFP. Except
as otherwise set forth herein, the minimum requirements and packaging for the preparation and presentation of a
submission are listed in this Section. Failure to comply may result in rejection of the submission. The proposal
should be specific and complete in every detail, prepared in a simple and straightforward manner.
Respondents are expected to examine this entire Request for Proposals, including all specifications, standard
provisions and instructions. Failure to do so will be at the offeror's risk. Each respondent shall furnish the
information required by this RFP.
The submission shall clearly provide all information that is required under this RFQ within forty (40) pages,
single sided, 8 12 x 11 paper, font no smaller than 10 pt., which includes all attachments and exhibits. However,
the cover page, tabs, and the Require RFP Compliance Documents (item f. below) will not be included in the
page count. The RFP shall be presented in the following format and include:
a. Letter of Introduction and Expression of Interest
Provide a statement, not more than one (1) page, expressing the offeror's interest and why the
offeror is uniquely qualified to provide the City of Morgantown with the requested services.
b. Past Project Experience
Submit three (3) project summaries, organized as follows:
Name of Client
Current point of contact name
Address
Phone
Email
Duration of Project
Brief project description, focusing on relevant work in Source Capture Exhaust Systems.
c. Offeror's Qualifications
Statement of qualifications and knowledge in and experience with similar projects shall be
submitted and shall demonstrate the Offeror's capability to perform work of comparable scope and
complexity. The statement shall summarize the Offeror's experience with Source Capture Exhaust
Systems or similar installations, including work in fire stations or public safety facilities, years of
relevant experience, and the qualifications of key personnel who would perform the work.
d. Offeror References
The offeror shall provide a minimum of three (3) references that provide support of their
qualifications and past performance of the types of services requested herein.
e. Required RFP Compliance Documents
Response Certification
Non-Collusion Certification
Conflict of Interest Disclosure
All proposals shall be submitted electronically via email to bmorgan@morgantownwv.gov. Proposals must be
received no later than 4:00 p.m. Eastern Standard Time (EST) on July 13, 2026. Proposals received after this
deadline shall be deemed nonresponsive and will not be considered.
Proposals shall be submitted in PDF format only. Each file must be clearly labeled using the following naming
convention:
Vendor Name - Source Capture Exhaust System - Proposal.pdf
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The email subject line must read exactly as follows:
"Proposal Submission - Source Capture Exhaust System - FEMA AFG"
Questions and requests for clarification regarding this Request for Proposals must be submitted in writing to
ddavis@morgantownwv.gov and gfreshour@morgantownwv.gov no later than July 8, 2026. Verbal inquiries
will not be accepted or addressed.
For recordkeeping and audit purposes, proposers must copy bmorgan@morgantownwv.gov on all email
correspondence related to this RFP.
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