Town of Worcester Municipal Energy Resilience Program

DATE ISSUED: July 7, 2025 DUE DATE: July 21, 2025 (5:00PM) Request for Proposals Town of Worcester Municipal Energy Resilience Program I. Project Overview: The Town of Worcester has received funding through the Municipal Energy Resilience Program (MERP), administered by the State of Vermont Department of Buildings and General Services (BGS), to implement energy efficiency and resilience improvements at the following locations: 1. Town Hall Complex - 20 Worcester Village Road, 2. Town Hall - 12 Worcester Village Road, 3. Worcester Highway Department - 11 Maxham Drive. This work consists of designing, constructing, and commissioning energy improvements (HVAC / NON-HVAC) for all three locations. All necessary permits must be obtained. The winning bidder will be responsible for coordinating with the Vermont Department of Historic Preservation permits already obtained to ensure compliance with historic preservation rules before submitting a proposal, bidders shall examine the town scope documents, visit the work site, and fully inform themselves as to all existing conditions. Construction must be completed no later than 10/31/2025. Energy audits for buildings in these scopes are also available upon request. II. Scope of Work: The selected contractor shall provide all labor, materials and equipment necessary to perform all tasks. Please refer to the scope of work located at the town web page https://worcestervt.org/wp/. SIGHT VISIT IS SCHEDULED FOR THURSDAY JULY 10, 2025 9 AM AT 20 WORCESTER VILLAGE ROAD TOWN OFFICE COMPLEX. Page 1 of 7 | Town of Worcester Request for Proposals DATE ISSUED: July 7, 2025 DUE DATE: July 21, 2025 (5:00PM) Project # 1: TOWN COMPLEX - 20 Worcester Village Road HVAC PROJECTS: a) Install Energy Star rated cold climate mini-split heat pump in the office areas, minimum 10 HSPR and 21 SEER b) Install smart thermostat controls with lockable protective covers throughout building with override controls to existing oil boiler for back up to mini-split heat pumps. Add oil boiler interlocks to overhead doors in fire department. c) Remove existing energy recovery system in office area and seal all vents. Discard old system. d) Remove existing water heater and replace with on demand tankless/electric water system. Install new system on the south wall of the fire department in line with the office complex bathroom. Add new hot and cold-water service with shut off valves and add drain to existing line for future sink addition to the fire department side. e) Improve envelop air seals to entire building including windows, doors and overhead doors. NON-HVAC PROJECTS: f) Close off and insulate fire hose tower opening in fire department add new attic access to attic enclosure. g) Resurface roofing on south facing roof, pressure wash roof, clean, prime and coat with GACO or equal performing silicon roof coating. Reinforce roof trusses as per design. Add Solar panels with a minimum of 50 x 370-Watt panels. h) Replace and repair the south east door of fire department with metal right hand swing out door add push bar panic lock with thumb latch. i) Seal off existing smaller overhead door on the north side. Cover exterior in T111 and and finish exterior to flat white. Insulate and sheet rock interior with all joints and seams taped and painted flat white. Page 2 of 7 | Town of Worcester Request for Proposals DATE ISSUED: July 7, 2025 DUE DATE: July 21, 2025 (5:00PM) Project # 2: TOWN HALL – 12 Worcester Village Road HVAC PROJECTS: a) Supplement the kerosene furnace with at least two energy star rated cold mini-split heat pumps. Minimum of 10 HSPR and 21 SEER. b) Install smart thermostat controls with lockable protective covers throughout building with override controls to existing oil furnace for back up to mini-split heat pumps. c) Replace and remove the existing electric DHW heater with a point of use tank less DHW heater. d) Install new kitchen direct vent system with automatic shutters and manual on/off control. e) Install low flow aerators f) Insulate hot water piping in kitchen area, clean and seal existing HVAC duct work. g) Electrical panel upgrade to meet HVAC heat pump and tankless water heater demand. NON-HVAC PROJECTS: h) Add insulation to the vented floor crawlspace. i) Install new ceiling access door to storage area attic. Install eave venting to both sides of the storage area addition. Double the size of the gable end vent. Remove old insulation from storage area attic replace with 8 inches of spray foam insulation with 2 inches of space along eave for ventilation. j) Envelope air sealing of all doors, windows. k) Install removable acrylic window inserts to all windows. Repair sills and re glaze windows as needed.' l) Upgrade building interior and exterior lighting to LED. Including new ceiling LED fixtures. m)Repair and seal flashing to main building as well as all roof vent and chimney penetrations. Repair any and all leaks found. Project # 3: WORCESTER HIGHWAY DEPARTMENT -11 Maxham Drive Page 3 of 7 | Town of Worcester Request for Proposals DATE ISSUED: July 7, 2025 DUE DATE: July 21, 2025 (5:00PM) HVAC PROJECTS: a) Update the existing ceiling mounted hydronic system with three wall mounted Modine heaters on the north side of the service area wall with aquastat controls. b) Replace PTAC in office with more efficient model. c) Install smart thermostat controls with lockable protective covers throughout building. d) Install a new 24-inch ERV with automatic shutters and manual on/off switch to east end of building. e) Install two 72-inch low speed ceiling fans with manual controls evenly spaced across ceiling. f) Replace the existing water heater with more efficient 1.5-gallon model. g) Add heating interlock controls to the garage doors. h) Install low flow aerators. i) Electrical panel upgrade if needed. NON-HVAC PROJECTS: j) Add insulation to R49 value in attic, seal and insulate all wall outlets k) Improve or replace seals to all windows and doors including overhead doors. l) Repair window openings and replace windows with double glazed vinyl windows. m)Replace refrigerator with efficient model of same size. n) Lighting: Upgrade exterior lights to motion sensor lights and interior lighting to LED. III. Proposal Requirements Page 4 of 7 | Town of Worcester Request for Proposals DATE ISSUED: July 7, 2025 DUE DATE: July 21, 2025 (5:00PM) All responses to the RFP shall include the following information: 1. Cover Letter – A letter of interest and a summary of qualifications, recommended approaches, processes, and deliverables for the project. 2. Scope of Work – A detailed scope of work that aligns with the Scope of Work section and schedule provided above, broken down by task. Describe the approach to the project and proposed methodology including: 1. A detailed scope of work with associated list of tasks broken down by sub-task and team member, 2. A description of the proposed deliverables, and 3. A description of municipal training services for all installed equipment, including the ability to execute a five-year maintenance program and renewable service contract. 3. Proposed Schedule – Provide a schedule that includes completion of work tasks and deliverables, including key meetings, and complies with the time frame provided above. 4. Project Budget – Provide a detailed budget broken down by task and team member. 5. Qualifications and Staffing – Provide a qualifications profile for the lead consultant and sub-consultants (if applicable), including indication of the lead consultant, and the role of each consultant on the team. Also provide detailed information on each consultant, including contact information, the name of the firm, year established, and a description of relevant experience with MERP or similar state-funded energy programs for each firm. 6. References – A minimum of three professional references for whom a similar project has been completed in the last ten years. The reference information will include the name of the company or individual, mailing address, email and phone number. 7. Insurance - Certificate of insurance must be provided with bid satisfying the minimum coverage required by the Vermont State Insurance Specification. Page 5 of 7 | Town of Worcester Request for Proposals DATE ISSUED: July 7, 2025 DUE DATE: July 21, 2025 (5:00PM) All information submitted becomes property of the Town of Worcester upon submission. The Town reserves the right to issue supplemental information or guidelines relating to the RFP as well as make modifications to the RFP or withdraw the RFP. Once submitted, the consultant team (including specific staff assigned to the project) may not be changed without written notice to and consent of the Town. The cost of preparing, submitting, and presenting a proposal is the sole expense of the consultant. The Town reserves the right to reject all proposals received as a result of this solicitation, to negotiate with any qualified source, to waive any formality and any technicalities, or to cancel the RFP in part or in its entirety if it is in the best interest of the Town. This solicitation of proposals in no way obliges the Town to award a contract. IV. Submission Instructions: 1. Submissions are due by Friday July 21, 2025 by 5:00PM Please submit all sealed proposals and any related information to: Worcester Selectboard -MERP bids 20 Worcester Village Road-PO Drawer 161 Worcester, VT 05682 Or via email to: contact@example.gov Attach bid as a PDF file with the subject: Worcester MERP Project All submittals must be received by 5:00 PM on July 21, 2025 2. Questions – any questions from bidders will be submitted in writing and answers will be sent to all bidders no later than 5:00 PM on July, 14 2025. All questions must be submitted before 5:00 PM on July, 14 2025. 3. For further information, proposal inquiries, or to schedule a sight visit: Refer to Roger Strobridge, contact@example.gov. V. Consultant Selection Evaluations will be based on the following criteria: Page 6 of 7 | Town of Worcester Request for Proposals DATE ISSUED: July 7, 2025 DUE DATE: July 21, 2025 (5:00PM) 1. The qualifications of the firm and the personnel expected to work on the project. 2. The experience that key staff members have working on similar projects. 3. The clarity of the proposal and the extent to which it addresses the requirements of the RFP. 4. The firm's ability to do the work within the specified time frame. 5. The estimated total cost of the project. Prior to selection, the Worcester Selectboard or its designate may elect to interview one or more of the firms that submit a proposal. The Board also reserves the right to seek clarification of any proposal submitted and to select the consultant whose proposal is considered to best serve the Town’s interests. The Town of Worcester has the right, at its sole discretion, to cancel, in part or in its entirety, this RFP; to reject any and all proposals, wholly or in part; to waive any in-formalities or any irregularities therein; to accept any proposal even though it may not be the lowest; to call for additional proposals; to negotiate with any qualified source; and to make an award which, in its sole and absolute judgment, will best serve the municipality’s interest. This solicitation in no way obligates the Town to award a contract. If a contract is awarded, the Town reserves the right to investigate the financial condition of consultants to determine their ability to assure service throughout the term of the contract. Page 7 of 7 | Town of Worcester Request for Proposals