RFPs

REQUEST FOR PROPOSALS (RFP)

Town of Wilmington, Vermont
Town Hall – Replacement of Two Rooftop Units with Packaged Heat Pump System

1. Project Overview

The Town of Wilmington is soliciting proposals from qualified HVAC contractors to remove and replace two (2) existing rooftop air-conditioning units at Town Hall, located at 2 East Main Street, Wilmington, Vermont. The Town intends to replace aging equipment while maintaining existing systems where feasible, minimizing disruption to the building, and preserving its historic character. The new heat pump systems shall serve as the primary heating source, with the existing boiler system serving as the primary backup during low ambient conditions and periods of reduced heat pump capacity (including defrost operation).

The primary objectives of this project are to:

• Improve energy efficiency and reduce operating costs
• Transition toward electrified heating and cooling
• Maintain compatibility with existing HVAC infrastructure
• Minimize visual and structural impact to the building

This project is funded in whole or in part through the Vermont Buildings & General Services (BGS) Municipal Energy Resiliency Program (MERP). The selected contractor shall comply with all applicable program requirements.

The contractor shall provide turnkey services, including engineering, equipment, installation, electrical work, controls integration, crane or hoisting services (if necessary), testing, commissioning, and documentation.

2. Existing Conditions

• Two (2) existing rooftop-mounted air-conditioning condensing units serving Town Hall
• Existing rooftop curbs and duct connections (contractor to verify reuse or adapter requirements)
• Existing electrical and controls infrastructure (contractor to verify compatibility)
• Existing indoor air handling and distribution systems (to remain)
• Existing boiler system (to remain for backup heating)

Units to Be Replaced:

• CU-1 – Rooftop-mounted unit, Carrier 38TKB060300
• CU-2 – Rooftop-mounted unit, Carrier 38TKB048300

The existing rooftop units are air-cooled condensing units that provide cooling only and are part of a split system with indoor air handlers and existing ductwork. Building heating is provided separately by a boiler system. The rooftop units are older, fixed-capacity equipment with lower efficiency compared to modern systems and are at or beyond their expected service life. Approximate capacities are 5 tons (CU-1) and 4 tons (CU-2).

All other HVAC equipment is outside the scope of this project unless explicitly included by addendum.

3. Project Intent and Design Constraints

• Replace only failing rooftop equipment
• Reuse existing ductwork, distribution systems, and interior equipment to the maximum extent feasible
• Avoid unnecessary building modifications
• Preserve the historic appearance of the building

The following are required:

• Preference for packaged rooftop heat pump units
• Systems shall be installed on existing curbs or with minimal adaptation
• No wall-mounted indoor units or distributed mini-split systems
• No visible exterior piping or major façade alterations

4. Scope of Work

The scope of work shall include, at a minimum, full contractor responsibility for determining both thermal load and physical fit of the proposed equipment.

4.1 Engineering & Design

The contractor shall:

• Conduct site visit for both rooftop units
• Perform heating and cooling load calculations using recognized methodologies
• Confirm appropriate equipment sizing (like-for-like replacement is not assumed)
• Verify physical compatibility including:
  • Roof curb dimensions
  • Structural capacity
  • Unit weight and footprint
  • Service clearances and access
  • Crane access (State 1111 permit is required)
• Evaluate reuse of existing curbs or identify need for curb adapters
• Evaluate electrical service capacity and identify required upgrades
• Selection of packaged rooftop heat pump units suitable for cold-climate operation.
• Evaluate integration of new heat pump system with existing multi-zone heating distribution to ensure stable and controllable operation.

4.2 Equipment Requirements

Provide and install:

• Two (2) new commercial-grade packaged rooftop heat pump units
• Equipment suitable for cold-climate operation (New England conditions)
• Units meeting or exceeding Vermont Commercial Building Energy Standards (CBES)
• Refrigerants compliant with current EPA and state regulations

Preferred features:

• Inverter-driven compressors
• Variable-speed supply fans
• Factory-installed economizers
• Low ambient heating capability (operation at ~5°F or lower)

4.3 Acceptable System Configurations

Proposals shall prioritize:

• Packaged rooftop heat pump units compatible with existing duct systems

Alternative system configurations may be considered only if:

• Compatibility with existing infrastructure is clearly demonstrated
• No significant interior or exterior modifications are required

4.4 Demolition & Removal

• Remove and properly dispose of existing rooftop units
• Handle refrigerant in accordance with applicable regulations

4.5 Installation

• Install new rooftop heat pump units, including curb adapters if required
• Provide all necessary duct connections, flashing, and weatherproofing
• Complete all required electrical work:
  • Feeders, disconnects, breakers, wiring
• Provision of crane, rigging, traffic control, and hoisting services as required, including all permits, scheduling, and safety planning.

4.6 Controls & Integration

• Integrate with existing controls where feasible; if integration is not feasible, the contractor shall clearly document the reasons and provide a proposed alternative controls approach for review and approval by the Town.
• Controls shall be BACnet-compatible for future integration.
• The contractor shall provide a detailed controls narrative describing system operation in both heating and cooling modes
• The controls strategy shall clearly define how the new rooftop heat pump units will operate in coordination with the existing boiler system
• The sequence of operation shall address:
  • Heat pump operation at varying outdoor air temperatures
  • Transition to and operation of backup heating
  • Defrost cycle operation and associated backup heat requirements
  • Space temperature control across any existing multiple heating zones

• The contractor shall submit a controls submittal for review prior to installation, including:
  • Sequence of operations
  • Control diagrams
  • Points list

• Controls shall be configured to support the project intent of heat pump primary heating, with automatic transition to the existing boiler system as the primary backup heat source.
• The controls sequence shall prevent simultaneous or conflicting operation between the heat pump system and existing heating zones.
• Controls shall include outdoor air temperature sensing and logic to enable automatic staging between heat pump and boiler operation.
• The controls sequence shall be fully implemented and operational at project completion and shall not rely on future programming or adjustment to achieve intended performance.

4.7 Startup & Commissioning

• Factory-authorized startup
• Functional performance testing in heating and cooling modes
• Provide training for Town staff
• Verify and document system operation under heating mode, including staging between heat pump and boiler and defrost cycle operation
• Provide a brief commissioning report summarizing system performance and confirming sequence of operation.

4.8 Documentation & Closeout

• As-built drawings
• Equipment submittals
• Warranty documentation
• Support for incentive and rebate applications, including coordination with Efficiency Vermont and provision of all required documentation. Contractors shall also identify available rebates and clearly indicate how such incentives are reflected in the proposal.

4.9 Backup Heating and Defrost Requirements

• The existing boiler system shall serve as the primary backup heating source for the building during low ambient conditions.
• Proposed heat pump systems shall be designed to operate as the primary heating source during moderate outdoor temperatures, with automatic transition to the boiler system at a defined balance point (based on outdoor air temperature and system performance).
• The contractor shall clearly define:
  • The outdoor air temperature at which the system transitions from heat pump operation to boiler-supported heating.
  • The staging sequence between heat pump and boiler operation.

• The system shall maintain occupant comfort during defrost cycles during which heat pump capacity may be temporarily reduced or unavailable.

• Backup heating during defrost and low ambient conditions shall be provided primarily through integration with the existing boiler system.
• The contractor shall describe how heating will be maintained during defrost cycles, which may include:
  • Continued operation of the boiler system, and/or
  • Limited electric resistance heat (if proposed).

• Electric resistance heating, if included, shall be minimized and clearly justified, including associated electrical impacts.

• The proposal shall clearly indicate:
  • Balance point temperature
  • Method of staging between heat pump and boiler
  • Impact on existing heating zones and controls
• Proposals that minimize reliance on electric resistance heating will be viewed more favorably.

5. Performance Requirements

• Compliance with Vermont CBES
• Cold-climate heating performance (data required at low ambient temperatures)
• Efficiency ratings consistent with current standards (SEER2, HSPF2 or equivalent)
• Sound levels (dBA) shall be provided

Noise and Sound Performance

Contractors shall provide manufacturer sound data (in dBA) for the proposed rooftop heat pump units, including both full-load and part-load operation where available.

Units with inverter-driven compressors and variable-speed fans are strongly preferred to minimize noise associated with cycling and airflow.

The selected equipment shall be designed to minimize noise transmission to occupied spaces.

Where applicable, contractors shall describe any additional noise-reduction features, such as compressor sound blankets, low-noise fan design, or vibration isolation.

Preference may be given to equipment with lower sound ratings and demonstrated low-noise performance in similar installations.

6. Electrical Requirements

• Perform a comprehensive evaluation of existing electrical service, panels, and distribution systems
• Confirm available capacity for all proposed equipment, including:
  • Compressors
  • Fan motors
  • Defrost operation
  • Any supplemental electric heat
• Provide electrical load calculations and assumptions used
• Identify any required electrical upgrades and clearly indicate whether such upgrades are included in the base bid or as alternatives
• Coordinate electrical design with mechanical system operation to ensure reliable performance under all operating conditions.

7. Future Compatibility

• Be compatible with future phased HVAC upgrades
• Allow integration with future controls and system improvements
• Support long-term electrification strategy

8. Warranty

• Minimum 10-year compressor warranty (where available)
• Minimum 10-year parts warranty (where available)
• Contractor shall describe service response and parts availability

9. Proposal Requirements

• Summary of site investigation
• Load calculation methodology and results
• Equipment details (manufacturer, model, capacity)
• Confirmation of physical compatibility with rooftop location
• Electrical scope and any required upgrades, clearly itemized
• Crane/hoisting requirements, clearly itemized
• Confirmation of compliance with CBES and applicable codes
• Controls approach
• Project schedule
• List of subcontractors
• References for at least three (3) similar projects
• Description of experience with MERP or similar publicly funded energy projects
• Lump sum cost with clearly identified alternates, if applicable
• Detailed, project-specific controls narrative and sequence of operations, including integration with the existing boiler system and response to defrost conditions.
• Description of backup heating strategy and defrost operation
• Electrical load calculations and service capacity confirmation

10. Evaluation Criteria

Proposals will be evaluated based on:

• Technical approach and system suitability
• Experience with commercial rooftop heat pump systems
• Compliance with energy efficiency standards and program requirements
• Cost and overall value
• Ability to support incentives and documentation
• Quality and completeness of controls strategy and system integration approach

11. BGS / MERP Program Compliance

The selected contractor shall:

• Coordinate with the Town and program administrators
• Provide required documentation for reimbursement
• Comply with all applicable funding requirements

12. Contractor Pre-Submission Checklist

☐ Site visit completed
☐ Heating and cooling load calculations completed
☐ Equipment sizing verified (not based solely on like-for-like replacement)

☐ Equipment compatibility with existing ductwork and rooftop conditions verified
☐ Roof structure and curb compatibility reviewed
☐ Electrical capacity evaluated, including load calculations for proposed equipment

☐ Electrical upgrades identified (if required), with base bid vs alternates clearly defined

☐ Controls approach defined, including integration with the existing boiler system

☐ Controls narrative / sequence of operations prepared

☐ Backup heating strategy defined (including balance point and staging approach)

☐ Defrost cycle operation and heating strategy addressed
☐ Crane access, rigging, and logistics confirmed
☐ Cold-climate performance verified (low ambient operation confirmed)
☐ Warranty requirements reviewed and documented
☐ Available rebates and incentives through Efficiency Vermont, with estimated values and incorporation  into the proposal.

☐ Proposal includes all required documentation and submittals

13. Summary of Intent

This project is a targeted, cost-effective upgrade focused on:

• Replacing only necessary equipment
• Improving efficiency and reliability
• Preserving the historic building
• Supporting a phased long-term HVAC strategy

14. MERP Grant Requirements and Contractor Responsibilities

The selected contractor shall comply with all requirements associated with the Municipal Energy Resiliency Program (MERP).

• Coordinate with the Town and its MERP program administrator throughout the project
• Provide all required documentation to support grant reimbursement, including:
  • Detailed invoices
  • Equipment submittals and specifications
  • Proof of installation and commissioning
  • Certification of installed equipment efficiency ratings
• Ensure all installed equipment meets MERP eligibility requirements
• Support inspections, verification, and reporting requirements
• Maintain records sufficient to demonstrate compliance with state and federal requirements

Payment Condition:
A portion of contractor payment may be contingent upon submission of complete and acceptable documentation required for MERP reimbursement.

15. Procurement and Administrative Requirements

15.1 RFP Schedule (Tentative)

The Town anticipates the following schedule:

• RFP Issued: April 14, 2026; Published in Deerfield Valley News: 4/16/2026
• Mandatory Site Visit: April 27, 2026, at 10:00 AM
• Questions Due: May 7, 2026
• Responses to Questions Issued: May 13, 2026
• Proposal Submission Deadline: May 20, 2026, by 12:00 PM (noon, local time)
• Proposals Opened Publicly: May 20, 2026, at 12:00 PM noon (or immediately thereafter)
• Contractor Selection: June 2, 2026 (or earlier).
• Project Start: June 8, 2026, or as mutually agreed.

The Town reserves the right to modify this schedule at its discretion.

15.2 Proposal Submission Instructions

Proposals shall be submitted as follows:

• Format: PDF (electronic submission preferred)
• Submission Method: [email protected]
• Deadline: May 20, 2026, by 12:00 PM (noon).

No additional submissions will be accepted after the stated deadline.

Proposals shall be clearly labeled: “Town Hall HVAC MERP RFP Response”

Proposals will be publicly opened and read aloud at the submission deadline or immediately thereafter.

15.3 Questions and Addenda

All questions regarding this RFP shall be submitted in writing to: [email protected]

Questions are due May 7, 2026.  Responses to questions will be issued May 13, 2026, via addendum. It is the responsibility of all contractors to review and acknowledge all addenda.

15.4 Site Visit

A site visit is mandatory.

Contractors are responsible for field verification of all existing conditions.

15.5 Contract Requirements

The selected contractor shall be required to:

• Enter into a written agreement with the Town
• Provide proof of insurance, including:
  • General Liability
  • Workers’ Compensation
  • Automobile Liability

16. Reservation of Rights and Equal Opportunity

The Town of Wilmington reserves the right to:

• Accept or reject any or all proposals, in whole or in part
• Waive any informalities or minor irregularities in proposals received
• Request clarification or additional information from any contractor
• Negotiate with one or more contractors
• Award the contract in a manner deemed to be in the best interest of the Town, including selection of a proposal other than the lowest cost
• Cancel, withdraw, or modify this RFP at any time

The issuance of this RFP does not commit the Town to award a contract or to pay any costs incurred in the preparation of a proposal.

The Town of Wilmington, Vermont is an equal opportunity employer and is committed to equal opportunity in its procurement and contracting processes. All qualified firms will receive consideration without regard to race, color, religion, sex, national origin, age, disability, or any other protected status.