Request for Proposals - Highway Garage Heat Pump

Town of Weathersfield, Vermont

                                          Request for Proposals

to Install a Heat Pump

in the Office Area of the

Town Highway Garage

[released 7/30/15]

            The Town of Weathersfield requests proposals from contractors to install a heat pump for both heating and cooling in the Office area of the Weathersfield Highway Garage.

The Weathersfield Highway Garage is located at 483 Stoughton Pond Road in Perkinsville. The office area is approximately 325 square feet.

            The office is presently heated and cooled with a portable electric heater and a window air conditioner. The Town wishes to replace these two units with a single heat pump.

            Proposals should describe the contractor’s recommended approach and the full cost for the approach as a fixed price. A contractor may present options with fixed prices for each option.

General Requirements

• The contractor is responsible for all work and costs associated with the installation of the heat pump, including, but not limited to, any required electrical work, permits, inspection, wall penetrations, and required patching, etc.

• Proposals shall include literature on all equipment being proposed. The literature shall describe the efficiency specifications of the equipment.   The Town seeks energy efficient equipment that will qualify for a rebate from Efficiency Vermont. https://www.efficiencyvermont.com/docs/for_my_business/rebate_forms/HVACRebateForm.pdf

• The installation shall be warranted to be free of defects in material and workmanship for a period of 2 years after acceptance by the Town.

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Site Visit: A site visit will be conducted at 9:00 AM on Thursday, August 6, 2015. It is strongly recommended, but not mandatory, for contractors wishing to submit a proposal to attend the site visit.

Proposal Due Date: Sealed proposals, clearly marked “Office Heat Pump Proposal” on the outside, must be received no later than noon on Thursday, August 13, 2015, at the following address: Weathersfield Town Manager, 5259 Route 5, PO Box 550, Ascutney, VT 05030. Proposals shall be opened at that time (if awarded) will be awarded by the Town within 30 days.

            All work must be completed by October 8, 2015.

            Unsealed, late, emailed, or faxed proposals will not be accepted. (Note: Do not submit proposals to Highway Garage.)          

A contract, if awarded, will be awarded to the least costly, best qualified and most responsible proposer. In determining the “least costly, best qualified and most responsible bidder,” in addition to price, the following may be considered:

                        1.         The substantial performance of the proposer in meeting the specifications and other terms and conditions of the solicitation;

                        2.         The ability, capacity and skill of the bidder to provide the services required, and to do so within the time specified;

                        3.         The character, integrity, reputation, experience, financial resources and performance of the proposer under previous contracts with the municipality and elsewhere.

The chosen Contractor shall supply the Town with a Certificate of Insurance showing liability coverage no less than $1,000,000. This does not have to be provided at the time of bidding.

The chosen Contractor shall either supply the Town with proof of Workers’ Compensation insurance for all employees engaged in work or shall sign a waiver form provided by the Town.   This does not have to be provided at the time of submitting a proposal.

            The chosen contractor may be required to provide references and demonstrate successful completion of similar work. The chosen contractor may be required to demonstrate that he or she consistently performs work using the highest quality of workmanship. The chosen contractor may be required to demonstrate that he or she owns or has access to the equipment required to perform this work.

            The Town reserves the right: (1) to accept or reject any or all proposals in whole or in part and to accept other than the lowest priced proposal; (2) to amend, modify, or withdraw this Request for Proposals; (3) to require supplemental statements or information from proposers; (4) to extend the deadline for responses to this Request for Proposals; (4) to waive or correct any irregularities in this RFP and/or in proposals received; (5) to negotiate separately with competing proposers; and (6) to accept the proposal deemed in the best interest of the Town.

            No mobilization charges will be permitted.

            Invoicing shall be for no more than 25% in advance with the balance due after the work has been satisfactorily completed as determined by the Town Manager.

            Questions about this Request for Proposals should be directed to Weathersfield Public Works Supervisor Wes Hazeltine at 802-263-5272 (cell: 802-291-3219).

- end of Request for Proposals -