Project Information

Bid Title

2026-26-HVAC Community Center Cooling Expansion Project Design and Build Services

Issuing Agency

City of West Haven

Location

Connecticut

Published Date

Jan 30, 2026

Closing Date

Feb 12, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-26

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-26
Bid Title:	2026-26-HVAC Community Center Cooling Expansion Project Design and Build Services
Category:	City Bids & Solicitations
Status:	Open

Description: Please see the attached files below for all RFP information. Publication Date/Time: 1/30/2026 9:00 AM Closing Date/Time: 2/12/2026 11:00 AM Bid Opening Information: See RFP document information Pre-bid Meeting: 2/3/2026 8 AM, 255 Meloy Road Contact Person: All questions regarding this request for proposal should be directed by email to Kathy Chambers, Senior Buyer Procurement Analyst, City of West Haven, at kchambers@westhaven-ct.gov. The request for information deadline is 2 p.m. Thursday, Feb. 5, 2026. Related Documents: 2026-26-HVAC Community Center Cooling Expansion Project Design and Build Services (PDF) 2026-26-HVAC Community Center Cooling Expansion Project Design and Build Services-Prevailing Wage Form (PDF) 2026-26-HVAC Community Center Cooling Expansion Project Design and Build Services-W-9 Form (PDF) 2026-26-HVAC Community Center Cooling Expansion Project Design and Build Services-Vendor Application Form (PDF) 2026-26-HVAC Community Center Cooling Expansion Project Design and Build Services-West Haven Disclosure Form (PDF)

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City of West Haven

Request for Proposal (RFP) 2026-26

HVAC Community Ctr Cooling Expansion Project

Design and Build Services

PROJECT SUMMARY

The City of West Haven is soliciting sealed proposals from qualified and licensed Design–Build

HVAC Contractors for the design and construction of a retrofit expanded mechanical cooling

system to serve a multipurpose municipal facility located at 255 Meloy Rd.

The facility is used for community, recreational, and municipal purposes. Portions of the

building are served by existing HVAC equipment; however, significant program areas, including

the multipurpose room and several common spaces, remain unconditioned.

The intent of this project is to procure a single design–build team capable of providing complete

engineering design, evaluation of existing systems, delivery of a new cooling solution, potential

integration with existing mechanical infrastructure, and incorporation of future-ready expansion

provisions.

All work shall comply with the Connecticut State Building Code, City of West Haven

ordinances, and all applicable federal standards of the Department of Energy.

PROJECT TIMELINE

The awarded vendor is expected to complete all aspects of this project by February 28, 2026.

SUBMISSION INSTRUCTIONS

Pre-Bid Meeting Required No

Pre-Bid Meeting Location

Pre-Bid Meeting Date & Time

Mandatory Walkthrough of Site Yes

Site Location 255 Meloy Road West Haven

Date & Time 2/03/2026 8:00AM

Information Period Closing Date and Time 02/05/2026 Time: 02:00PM

Solicitation Closing Date 02/12/2026 Time: 11:00AM

Respondents are required to submit One (1) original and three (3) copies in a sealed envelope.

must be clearly marked "RFP 2026-26 HVAC Cooling Expansion". Bids will be opened in the

Procurement office upon bid closing. Address: 3rd flr, 355 Main St West Haven, CT. They will

open at 11:00am on 02/12/2026. Proposals received after this time and date specified above will

be rejected. No oral, telephonic, emailed, or faxed corrections, deletions, or additions to any

response shall be accepted. The required contents are to include the following:

1. Cover Letter

a. Company Information:

b. Authorized representative signature

c. Acknowledgement of all addenda

2. Project Understanding and Approach

a. Description of the Contractor’s methodology for design, evaluation, construction

and phasing.

3. Conceptual Design Summary

a. Provide preliminary system recommendations, load, assumptions, and equipment

approach.

4. Qualification and Experience

a. Include resumes for key personnel and at least three (3) comparable municipal or

institutional HVAC projects.

5. Project Schedule

a. Detail design, procurement, construction, and commissioning milestones.

6. Cost Proposal

a. Lump-sum design fee

b. Proposed Guaranteed Maximum Price or Not – to Exceed value for construction

c. Unit pricing for supplemental work

d. Allowances for unforeseen conditions.

7. Required Forms

a. Certificate of Insurance

b. UEI Number (SAM.gov)

c. Applicable Connecticut licenses

d. Non-collusion affidavit

e. Corporate resolution (if applicable)

The City reserves the right to reject any or all responses, and to waive any or all formalities in

connection with this request. Proposals which do not incorporate our requested format, including

quoting items as described, will not be considered. Unless otherwise stated in the solicitation. No

alternate responses will be considered unless alternate responses are specifically requested by the

City.

A response to this solicitation does not permit the City to award a contract, to pay any costs

incurred in the preparation of a response to this request, or to procure the city contract for

services, supplies or equipment. The City will not award to any contractor who is not qualified

under applicable Federal, State and local laws and regulations.

Questions regarding this solicitation should be emailed to Kathy Chambers. Telephone or oral

questions will not be accepted. (kchambers@westhaven-ct.gov).

An Affirmative Action/Equal Opportunity Employer, Minority/Women's Business Enterprises are

encouraged to apply.

INQUIRIES FOR CLARIFICATION

The city will not respond to the Respondent(s) request(s) for oral interpretation and/or

clarification of the Solicitation Specifications for any reason. The city will respond to a

Respondent(s) written request(s) for interpretation and/or clarification of the Solicitation

Specifications. Questions regarding this solicitation should be emailed to Kathy Chambers.

Telephone or oral questions will not be accepted. (kchambers@westhaven-ct.gov). The email

should be included in the subject line RFP #2026-26. The body of the email should contain the

question or clarification. Every interpretation made to a Respondent will be in the form of an

Addendum or Question & Answer to the Solicitation Documents.

ADDENDUMS TO THIS SOLICITAION

Any Addendum(s) to this solicitation document shall become part of the solicitation.

Respondents are required to check the city website for addendum(s). Each respondent shall be

bound by such addenda whether received/viewed by the respondent.

SOLICITATION PROTEST

Any Solicitation protest must be submitted in writing. Respondents may file a written protest of

the Solicitation results with the City's Purchasing Department. Protest must be submitted via

email, kchambers@westhaven-ct.gov.

The City will acknowledge receipt of a written protest. If the Purchasing Department

representative has not acknowledged receipt of the protest by the close of business on the

following days, please contact Kathy at the above phone number listed.

CONTRACT TERM AND AWARD

The term of the contract will be determined by the City of West Haven, and will award the

contract to the responsible proposer whose submission is determined to be the most

advantageous to the City, considering price, qualifications, and the evaluation criteria contained

herein.

SCOPE OF SERVICES

The Contractor shall provide all labor, materials, equipment, design, engineering, supervision,

permits, inspections, testing, and commissioning required to deliver a fully operational HVAC

cooling system. Work under this solicitation includes but not limited to:

1. Evaluating existing HVAC ductwork and unit that presently serves only a portion of the

building

2. Determining feasibility of extending cooling to common areas not currently air-

conditioned.

3. Designing a system with appropriate capacity to support future expansion; and

4. Furnishing all labor, materials, equipment, and incidental items necessary to deliver a

fully functional mechanical system.

5. Procuring and installing retrofit equipment.

Design Services

The Contractor shall provide full mechanical engineering services including, but not limited to:

1. Load calculations prepared in accordance with ASHRAE standards.

2. Evaluation of existing HVAC equipment, ductwork, electrical systems, and controls.

3. A written condition assessment report with recommendations.

4. Analysis of options for expansion of the existing HVAC unit to additional spaces.

5. Preparation of stamped design drawings and specifications.

6. Identification of future capacity and equipment allowances.

7. Preparation of permit-ready documents.

Final design documents must be signed and sealed by a Connecticut-licensed Professional

Engineer (PE).

Construction Services

Construction activities shall include:

1. Furnishing and installing new HVAC equipment to cool the multipurpose space.

2. Modifying or installing new ductwork, piping, and distribution systems.

3. Electrical upgrades, disconnects, panel modifications, and related work.

4. Structural or architectural accommodations related to equipment installation.

5. Testing, adjusting, and balancing (TAB).

6. Startup, commissioning, and training for City staff.

7. Submission of as-built drawings, O&M manuals, and warranty documents.

Existing Equipment Evaluation

The Contractor shall perform and submit a written analysis of the existing HVAC unit that

includes:

1. Condition and age assessment.

2. Remaining service life.

3. Ability to handle additional cooling load.

4. Feasibility of extending cooling into corridors, lobby, or common areas.

5. Cost comparison: expansion vs. replacement.

6. Risks, limitations, and recommendations.

Future Expansion Capability

The Contractor shall provide:

1. Piping, conduit, valving, or refrigerant infrastructure to support expansion.

2. Controls capacity for additional zones.

3. Documentation clearly identifying connection points for future work.

4. Equipment sizing considerations to support phased expansion.

The contractor is responsible for coordinating utility shutdowns if needed and ensuring minimal

disruption to the facility renovation schedule.

CERTIFICATIONS AND LICENSES

Respondents must have a valid Connecticut business license throughout the solicitation process.

The awarded Respondent must maintain an active Connecticut business license. Failure to

reinstate an expired license within 14 days of notice may result in contract.

If the service(s) that the respondent is providing requires a license, certification, or other form of

qualification, documentation must be provided at the time of submission. It is the responsibility

of the respondent to maintain a license through the entirety of the project. Failure to maintain a

required license, certification, or other form of qualification will result in an automatic void of

the contract.

Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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