Request for Proposals-Town Hall Building Upgrades
Date Issued: September 18, 2025
Due Date: October 13, 2025
Request for Proposals
Town of Washington- Town Hall Building Envelope and Efficiency Upgrades
Municipal Energy Resilience Program
I. Project Overview
The Town of Washington 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 Municipal Offices 2895 VT-110, Washington, VT 05675.
This work is defined in the Scope of Work below- all necessary permits must be obtained. 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 been preliminarily approved, 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, are able to visit the work site, and fully inform themselves as to all existing conditions.Construction and installation must be completed no later than June 30, 2026. Energy audit for the building are 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 and the supporting energy audit documents which can be found here. The Scope of Work shall include the following measures consistent with relevant measures in the attached Energy Audit (note, the Town will consider proposals that make some alternative recommendations within a measure if a similar outcome and cost are proposed)
HVAC Projects:
• Insulate exposed domestic hot water and heating hot waterlines with R-4 or greater insulation (evaluated measures 2 & 3 in Energy Audit Report).
o Insulation should include all exposed hydronic heating pipes to R4;
o all hot water piping and the first three (3) feet of exposed cold water piping located in mechanical room to R4; installer should ensure compliance with all applicable codes.
• Install and program programmable thermostats to control the heating system (evaluated measure 4 in Energy Audit Report, pages 8 & 28).
• Insulate the electric storage tank water heater with R-8 tank-wrap insulation (evaluated measure 8 in Energy Audit Report); installer to ensure compliance to all applicable codes. The sides and top of each tank should be insulated but electrical components should not be covered.
Building Envelope:
• Improve air sealing (evaluated measure 5 in Energy Audit Report), recommended areas of focus include:
o Penetrations and transitions in the attic,
o Penetrations through exterior walls,
o Electrical outlets on exterior walls sealed with foam gaskets,
o Attic hatches sealed with weather stripping and insulated with rigid foam,
o Exterior door weather stripping replaced as needed.
• Add R-21 fiberglass batt insulation to interior underfloor surfaces at the basement level (ceiling) (evaluated measure 10 in Energy Audit Report).
o Insulation for all above-grade exposed surfaces to approximately 2ft below grade, material should beresistant to moisture (so not closed cell spray foam, rigid foam, nor mineral wool).
o Foundation should be confirmed to be in good condition and is leak-free prior to insulation work, with humidity levels <60% to avoid moisture-related issues.
o Larger openings, such as chases, shall be sealed with rigid foam board or sheet metal. Ensure that any foam insulation is covered with a fire-rated barrier.
• Roof Insulation and Improvements:
o Add loose fill roof insulation to the original building roof/attic to achieve a unform R-49 coverage (evaluated measure 9 in Energy Audit Report).
o Prior to air sealing and insulation work, roof condition should be confirmed (leak-free).
▪ Larger openings such as chases should be sealed with rigid foam board or sheet metal.
▪ Before insulation is installed, dams should be built around access hatches, chimney flues, and open ventilation shafts.
▪ Blocking should be installed around soffit vents to ensure adequate air flow while preventing ‘wind washing’ through the insulation near the eaves.
Lighting:
Upgrade lighting with ENERGY STAR or DLC certified LED technologies (see attached lighting assessment for specific recommendations):
• Retrofit existing incandescent and linear-fluorescent technology fixtures with LED technology lamps;
• For fluorescent lamps, replace existing ballasts with LED drivers;
• Existing LEDs lamps and fixtures should remain in place;
• Train property staff on the operation and maintenance of the new high-efficiency light system.
Upon completion of work, contractor shall perform the following tests and issue a report to the Selectboard (Sheila05675@yahoo.com and tiffmullen32@gmail.com) and Central Vermont Regional Planning Commission (lash@cvregion.com):
1. Building Pressure Test Results
a. Blower door pressure test (CFM50 rating)
2. Thermal Imaging
a. Print and Adobe PDF files for all areas identified for thermal improvements
All assumptions should be noted in the written reports.
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 Washington 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 Monday October 13, 2025 by 5:00PM
Please submit all proposals and any related information to:
Town Clerk
2895 VT Rte. 110
Washington, VT 05675
Or via email to: Sheila Duranleau at Sheila05675@yahoo.com
Attach bid as a PDF file with the subject: Washington MERP Project
All submittals must be received by 5:00 PM on MondayOctober 13, 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 October 3, 2025.
All questions must be submitted before 5:00 PM on September 26 2025.
3. For further information, proposal inquiries, or to schedule a sight visit: Refer to Sheila Duranleau Sheila05675@yahoo.com and 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 Washington 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 Washington 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.
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