Municipal Buildings HVAC and Efficiency Upgrades- Municipal Energy Resilience Program

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Classified Details

Classified ID
2701
Description

I. Project Overview 

The Town of Plainfield 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:

  • Plainfield Town Hall & Opera House 18 High Street, Plainfield 05667
  • Wastewater Treatment Facility 28 Recreation Field Rd, Plainfield 05667
  • Town Garage 99 Cameron Rd, Plainfield 05667
  • Firehouse 169 Main Street, Plainfield 05667
  • Municipal Office Building 149 Main St, Plainfield 05667


 

This work is defined in the Scope of Work below- all necessary permits must be obtained in cooperation with the municipality. The winning bidder will be responsible for coordinating with the Vermont Department of Historic Preservation before work is commenced, once detailed plans and exact equipment have been identified, to ensure compliance with historic preservation rules (project has preliminary approval; winning bidder may ask for support from Central VT Regional Planning Commission on this item). Before submitting a proposal, bidders shall examine the town scope documents, visit the work sites (August 13th, 9:00am), and fully inform themselves as to all existing conditions. Construction and installation must be completed no later than December 31st, 2026.


 

NOTE:  There will be only one (1) combined site visit for potential bidders on MERP grant building envelope and HVAC measures for each of the Town buildings.  We will meet at 9:00 am on Thursday, August 13th in the second-floor conference room of the Municipal Office Building, 149 Main St, Plainfield 05667.  After highlighting the features/expectations of the grant measure, we will visit all of the facilities, beginning with the Municipal Office Building.


 

NOTE: Energy audits conducted via an earlier phase of this funding program are available for the buildings; the town expects that the winning bidder will independently evaluate and verify that the measures are correctly sized for future needs and result in energy savings (use and annual expenditures). Page numbers in the measures below refer to these energy audits.


 

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 and the supporting energy audit documents available via email from bobattwo@pm.me . The Scope of Work shall include the following measures consistent with relevant measures in these Energy Audits (note, the Town will consider proposals that make alternative recommendations within a measure if a similar outcome and cost are proposed).

 

General

The Town of Plainfield is seeking HVAC services with accelerated pre-design and design phase based on existing program energy assessments and identified measures, and installation services. This includes:

  • Assistance with reviewing awarded measures and developing any necessary designs components to implement measure- this could include proposing new measures within the scope of the Municipal Energy Resilience Program;
  • Implementation of Measures
  • Provide all documentation and assist the Town with any records required for BGS
    • *amendments to The Town of Plainfield’s MERP award must be approved by BGS before alternative work can be approved by the Town. 
  • Verification and Reporting: upon completion of work, contractor shall perform the following tests and issue a report to the Energy Coordinator, Bob Atchinson, bobattwo@pm.me, Selectboard Chair, Peter Youngbaer selectboard7@plainfieldvt.gov and/or Jaime Hammack townclerk@plainfieldvt.gov and Central Vermont Regional Planning Commission lash@cvregion.com .
  1. Best Practice and Training for staff/leadership for all installed equipment
  2. Written report on work which includes all assumptions and recommendations in terms of settings, use behavior, etc.
  3. 5-year maintenance program and renewable service contract, if applicable and available.


 

Awarded Measures by Building:

Plainfield Town Hall & Opera House 18 High Street, Plainfield 05667

  • Mechanical ventilation: Complete active ventilation with the installation of duct work, inline blower, external terminal on north attic wall, with two programmable timer switches for periodic operation.
  • Evaluate existing HVAC system, MERP energy assessments, and consider installation of CCHP on third floor to provide cooling (operates as shelter)*In consultation with town, implement findings if approved by BGS.


 

Wastewater Treatment Facility 28 Recreation Field Rd, Plainfield 05667

  • Installation of an Air-to-Air Heat Pump, 3 / Gas Hybrid, using the existing, aged boiler and mini split as back-up.
    • Exterior unit and multiple wall, floor, or ceiling-mounted interior units located throughout the building with refrigerant piping in between.
    • Heat pump controls would require some work to be integrated with the existing hot water heating system.
    • The indoor units would require condensate drain piping to allow for cooling/dehumidification in addition to heating (page 29 assessment).
  • Add Mechanical Ventilation System: including energy recovery ventilator. *


 

Town Garage 99 Cameron Rd, Plainfield 05667

  • Replace Existing Air Filter with new high-efficiency filter model
  • Add Mechanical Ventilation System


 

Firehouse 169 Main Street & Municipal Office Building 149 Main St, Plainfield 05667

  • Design and installation of a geothermal heating/cooling system, to be shared by the adjacent buildings (Firehouse and Municipal Office Building). 
  • Ability for future connection options for residential and commercial buildings along downtown streets.
  • Upgrades specific to the Firehouse building include:
    • Install low temperature heat emitters, such as panel radiators
    • placement of radiant tubing in an improved concrete slab in the garage section.
    • Potential measure with grant amendment: add mechanical ventilation system (improve indoor air quality), add mechanical exhaust system (improve indoor air humidity), replace existing air filter with new state of the art efficient one.
  • Upgrades specific to the Municipal Office Building Include:
    • The existing AC outdoor condensing unit appears to be very close to the end of life, and should be replaced soon. Replace it one-for-one with a single zone split system heat pump system which would consist of an exterior unit and a DX coil mounted in the existing fan coil, or if necessary, replace the fan coil. Per the manufacturer, the fan coil delivers 30 MBh of heat in this arrangement. We assume the existing ductwork is sized appropriately approx, 800 cfm). Place the controlling thermostat in the zone of greatest need, and manually adjust dampers in other zones to avoid overheating. The existing oil boiler and finned tube convectors serve as supplement/backup in every space, but primarily the second floor.
  • Add Mechanical Ventilation System (Firehouse)*
  • Add Mechanical Exhaust System (Firehouse)*
  • Replace Existing Air Filter(Firehouse)*


 

III. Proposal Requirements 

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, if applicable.

3. Proposed Schedule – Provide a schedule that includes completion of work tasks and deliverables, including key meetings, and complies with the timeframe 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 service provider and sub-contractors (if applicable), including indication of the lead, and the role of each team member. Also provide detailed information on each member, 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. Please include whether or not each is part of the Efficiency Excellence Network via Efficiency Vermont (Efficiency Excellence Network, Efficiency Vermont), a BPI—accredited air sealing contractor, and other applicable qualifications.

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.


 

All information submitted becomes property of the Town of Plainfield 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 contractor (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, August 21, 2026 by 5:00PM

Please submit all proposals and any related information via email to: 

Energy Coordinator, Bob Atchinson, bobattwo@pm.me, Selectboard Chair, Peter Youngbaer selectboard7@plainfieldvt.gov  Jaime Hammack townclerk@plainfieldvt.gov, and Sam Lash, Central Vermont Regional Planning Commission lash@cvregion.com

Attach bid as a PDF file with the subject: Plainfield MERP Project

All submittals must be received by 5:00 PM on  August 21, 2026.


 

  1. 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 August, 17 2026.

All questions must be submitted before 5:00 PM on August, 14 2026.


 

  1. For further information, proposal inquiries, or to confirm a site visit: Please contact: Energy Coordinator, Bob Atchinson, bobattwo@pm.me , 802-505-3996 and/or Sam Lash, CVRPC lash@cvregion.com .


 

V. Consultant Selection 

Evaluations will be based on the following criteria:  

  • The qualifications of the firm and the personnel expected to work on the project. 
  • The experience that key staff members have working on similar projects.  
  • The clarity of the proposal and the extent to which it addresses the requirements of the RFP.  
  • The firm's ability to do the work within the specified timeframe.
  • Quality of the materials and services specific in the bid or proposal.
  • The estimated total cost of the project. 
  • Vendor’s availability to provide future service, maintenance, and support.
  • Nature and size of vendor.
  • Any other factors that the Selectboard determines are relevant and appropriate in connection with a given project or service


 

Prior to selection, the Plainfield 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 Plainfield 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 informalities 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. The selection committee will be formed of 1 or more representatives from the Town of Plainfield Selectboard, Town Staff and Building Leads, Bob Atchinson Energy Coordinator, and Sam Lash, Climate & Energy Planner at CVRPC, (Central Vermont Regional Planning Commission). 


 

NOTE:  There will be only one (1) combined site visit for potential bidders on MERP grant building envelope and HVAC measures for each of the Town buildings.  We will meet at 1:00 pm on Thursday, August 13th in the second-floor conference room of the Municipal Office Building, 149 Main St, Plainfield 05667  After a highlighting the features/expectations of the grant measure, we will visit all of the facilities, beginning with the Municipal Office Building. 


 

Title
Municipal Buildings HVAC and Efficiency Upgrades- Municipal Energy Resilience Program
Salary Range
$0 to $0
Application Deadline
08/21/2026
Location
Plainfield, VT
Application URL
 

Contact Information

Name
Hatcher, Karen
Phone Number
(802) 454-8461
Email
plainfieldvtgrantadm@gmail.com 
Best Method of Contact
EMAIL
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