Prime Design Consultant RFP

Issued By: The Town of Wardsboro 

Issue Date: 04/22/2026

Proposals Due: 05/18/2026

Contact for RFP Questions

Michael McConnell, Senior Planner

Windham Regional Commission

139 Main Street

Suite 505                                            Phone: 802-257-4547, ext. 110

Brattleboro, VT 05301                        Email: mgm@windhamregional.org

  1. Executive Summary

The Town of Wardsboro is seeking proposals from qualified Mechanical/Electrical/Plumbing (MEP) engineering firms to serve as the prime design consultant for energy upgrades at the following municipal facilities:

  • The Wardsboro Town Hall, located at 99 Main St, Wardsboro, Vermont 05355
  • The Wardsboro Town Office, located at 71 Main St, Wardsboro, Vermont 05355
  • The Wardsboro Town Garage, located at 77 Dump Rd, Wardsboro, Vermont 05355
  • The Wardsboro Firehouse, located at 49 Main St, Wardsboro, Vermont 05355
  • The Wardsboro Public Library, located at 170 Main St, Wardsboro, Vermont 05355

The selected firm will provide targeted engineering services focused on systems requiring stamped designs and electrical analyses, while allowing for contractor-led design/builds for more straightforward components of the project.  The Town seeks engineering services proportionate to the needs of small municipal buildings. The Town intends to procure construction services separately for building envelope improvements, HVAC, electrical upgrades and renewable/resilient energy systems. The MEP engineer will coordinate these efforts and provide engineering oversight where required for safety and code compliance.

  1. Scope of Services

1. General Responsibilities

The Town’s selected MEP engineer shall:

  • Serve as the prime design consultant and coordinate targeted design services from other required subconsultants needed to complete the Scope of Work (e.g., structural engineering support for roof-mounted solar or limited architectural services for targeted ADA compliance upgrades).
  • Coordinate engineering work with the Town’s municipal project manager (MPM) and construction contractors.
  • Focus engineering work on systems that require stamped designs, electrical service upgrades, and ventilation analysis, rather than provide full building-system redesigns.  
  • Provide technical assistance with mechanical and electrical permitting, including preparing necessary documents and responding to code review questions.
  • Attend occasional coordination meetings with the Town, MPM, and contractors.
  • Provide engineering services proportionate the needs of small municipal buildings.

2. Existing Conditions Assessment

The MEP Engineer shall conduct a minimum of one site visit to analyze the mechanical and electrical systems at each facility and understand existing conditions. The purpose of this effort is to establish an informed basis for design while avoiding unnecessary or exhaustive background research. As part of this initial information gathering process, the Engineer shall: 

  • Review building documents, including the town’s MERP energy assessments, and other available building plans, assessments, and analyses
  • Verify the following information on site:
    • Existing electrical equipment and service capacity;
    • Mechanical equipment;
    • Available panel capacity;
    • General ventilation conditions where applicable.

3. Mechanical Engineering Services

Mechanical services shall focus on targeted system design needs, including:

Town Garage Heating System

  • Perform heating load calculations as necessary.
  • Design and prepare stamped mechanical plans and specifications for a proposed air-to-water heat pump integrated with an existing oil boiler and radiant slab.
  • Provide equipment sizing, diagrams, and control requirements necessary for permitting and contractor bidding.

Ventilation Verification

  • Evaluate the ventilation requirements of each building with respect to pre-construction blower door test results and planned envelope tightening measures, including air sealing and insulation.
  • Determine whether additional mechanical ventilation is required to maintain indoor air quality.
  • Provide recommendations for ventilation improvements (e.g., HRV/ERV systems) where necessary.
  • Depending on the size and complexity of recommended ventilation equipment, provide targeted drawings or technical review as needed.  

Technical Support for Contractor-Led Mini-Split Heat Pump System Design/Build

  • Review contractor-provided designs for mini-split heat pump installations at the Firehouse and Town Office.
  • Verify system sizing, distribution layout, and general compliance with applicable codes and industry best practices.
  • Provide written confirmation or comments on contractor designs. Full redesign shall not be required unless deficiencies are identified.

Coordination with Envelope Improvements

  • Review planned air sealing and insulation measures proposed by the Town’s envelope contractor.
  • Confirm that envelope improvements are appropriately reflected in heating load assumptions and ventilation recommendations.

4. Electrical Engineering Services

Electrical engineering services will be required across several buildings and shall include:

Electrical Load Analysis

  • Conduct electrical load calculations for each facility to evaluate the capacity of existing electrical systems.
  • Assess projected electrical loads associated with:
    • Heat pump systems;
    • EV charging infrastructure;
    • Solar photovoltaic systems;
    • Battery storage systems.

Electrical Service Upgrades

  • Determine whether electrical service upgrades are required at each facility.
  • Prepare stamped electrical plans and specifications for electrical service upgrades where necessary.
  • Provide technical details and specifications sufficient for permitting and construction.

Solar, Battery, and EV Charging Support

  • Coordinate electrical design for solar photovoltaic systems and battery backup systems with the Town’s selected installation professional.
  • Develop diagrams, interconnection details, and electrical integration documents as necessary.
  • Review proposed battery locations and verify compliance with applicable electrical and fire safety codes.
  • Provide electrical design support for 2 Level 2 EVSE installations at the Wardsboro Library.

Utility Coordination

  • Provide technical coordination with Green Mountain Power regarding electrical service upgrades and solar PV installation.
  • Provide technical information necessary for utility interconnection review as required.

5. Coordination with Other Design Professionals

The MEP engineer shall coordinate the limited involvement of additional professionals as necessary for project completion, which may include:

  • Structural engineering review for solar panel construction and added weight, increased snow load on rooves being insulated, or battery equipment installations.
  • Architectural consultation related to ADA improvements or building modifications affecting mechanical systems.
  • Building envelope or energy consulting related to air sealing and insulation work.

Subconsultant involvement shall be limited to targeted services necessary for code compliance or permitting, and proposals should clearly identify anticipated subconsultant scopes and costs.

6. Construction Phase Support

Construction phase services shall be limited to those necessary for proper implementation of engineered systems and may include:

  • Technical review of contractor submittals for mechanical and electrical systems.
  • Limited responses to requests for information (RFIs).
  • Coordination with the Town and project manager during construction.
  • Assistance addressing mechanical or electrical issues identified during installation.
  • Final verification that installed systems conform to design intent.

Construction-phase site visits are not anticipated, although, if deemed beneficial, the Town may consider that the Engineer attend occasional site visits later on in the process.

7. Project Close-Out and Owner Guidance

At project completion, the MEP engineer shall:

  • Review contractor-provided documentation related to mechanical and electrical systems.
  • Provide brief written confirmation that installed systems generally conform to design intent.
  • Provide basic documentation or guidance to the Town regarding the operation of major mechanical and electrical systems installed under the project.

8. Deliverables

Deliverables may include:

  • Heating load calculations and design documentation for the Town Garage.
  • Stamped mechanical plans for the Town Garage heating system.
  • Stamped electrical plans and single-line diagrams for electrical service upgrades and system integration.
  • Electrical load analysis memoranda.
  • Ventilation verification memorandum and recommendations.
  • Written comment on contractor-provided HVAC system designs.
  • Coordination drawings or diagrams required for solar and battery integration.
  • Permit support documentation.

Deliverables should be streamlined and proportional to the size and complexity of Wardsboro’s municipal facilities.

  1. Submission Requirements

1. Firm Information

Provide basic firm information, including the business’s name, address, primary project contact for the proposal submission, and an email and phone number for the primary submittal contact.

2. Qualifications and Staffing 

Identify staff from your firm that will work on the project and provide résumés/bios. If applicable, also provide résumés or bios for any design subcontractors who will work on the project.  

3. References

List three references for governmental or non-profit clients you have worked with on similar projects in the past. Include the client’s name, location, contact information, and provide brief project scopes/summaries (no more than 3 sentences for each summary). 

4. Scope of Services 

Bidders shall provide a bulleted list or narrative that articulates an understanding of the project’s needs and outlines the firm’s approach to completing the work as described. The bidder’s scope shall identify the recommended technical approach (including calculations, design software, etc.) and provide ample detail to support evaluation and firm selection by the Wardsboro Selectboard. Bidder scopes shall assign estimates for the number of hours each task is anticipated to take. If there are additional recommendations or deviations from the scope as listed in Section II of this RFP, those changes should be clearly identified and explained in proposals in plain English.

5. Cost Proposal  

Responses to this RFP shall include a detailed cost proposal with itemized pricing for various services listed under Section II. As with the bidder’s scope of services, measures in addition to or outside of those identified in this RFP should be clearly itemized for town consideration. Incentives available for the proposed systems should be listed to assist in fiscal project management.

6. Schedule

Proposals shall include a schedule and plan for completing the tasks identified in the bidder’s scope of services. Construction vendors shall be under contract no later than September 30th, 2026. Bidders shall use this date to plan design work for the project.   

7. Licenses, Certifications, and Associations  

Provide information on relevant licenses, certification, and associations your firm or its staff possess. These qualifications will be factored into the Town’s evaluation process.

  1. Additional Requirements

Proposals shall clearly state and explain all costs associated with the services required to complete the Scope of Work.

Before beginning any work, the Town’s selected firm shall register with the Vermont Secretary of State’s Office to do business in the state of Vermont, if not already registered. The selected contractor shall also obtain insurance coverage that meets the requirements of the Standard State Provisions for Contracts and Grants. This coverage includes:

  • Workers Compensation: The contractor shall carry workers’ compensation insurance in accordance with the laws of the State of Vermont. The Town will accept an out-of-state employer’s workers’ compensation coverage while operating in Vermont provided that the insurance carrier is licensed to write insurance in Vermont and an amendatory endorsement is added to the policy adding the Town for coverage purposes. Otherwise, the contractor shall secure a Vermont workers’ compensation policy.
  • General Liability and Property Damage: The contractor shall carry general liability insurance having all major divisions of coverage including, but not limited to:
    • Premises – Operations
    • Products and Completed Operations Personal Injury Liability
    • Contractual Liability
  • The policy shall be on an occurrence form and limits shall not be less than:
    • $1,000,000 Each Occurrence
    • $2,000,000 General Aggregate
    • $1,000,000 Products/Completed Operations Aggregate
    • $1,000,000 Personal & Advertising Injury
  • Additional Insured: The General Liability and Property Damage coverages required by this RFB shall list the Town of Wardsboro as an Additional Insured. If the project involves construction, or the transport of persons or hazardous materials, then the required Automotive Liability coverage shall include the Town of Wardsboro as an Additional Insured. Coverage shall be primary and non-contributory with any other insurance and self-insurance.
  • Notice of Cancellation or Change: There shall be no cancellation, change, potential exhaustion of aggregate limits or non-renewal of insurance coverage(s) without thirty (30) days written prior written notice to the Town
  • Proposal Evaluation and Contract Award

1. Evaluation Procedure

  • Proposals will be evaluated in accordance with the specifications outlined in this RFP and the procedural requirements identified in Wardsboro’s Purchasing Policy.
  • The RFB Contact may contact the bidder for clarification of any portion of the bidder’s proposal.

2. Evaluation Criteria  

Responses to this RFB will be evaluated according to the following Purchasing Policy metrics:

  • Price.
  • Bidder’s ability to perform within the specified time limits.
  • Bidder’s experience and reputation, including past performance for the Town.
  • Quality of the materials and services specified in the bid.
  • Bidder’s ability to meet other terms and conditions, including insurance and bond requirements.
  • Bidder’s financial responsibility and financial standing with the Town.
  • Bidder’s availability to provide future service, maintenance, and support.
  • Nature and size of bidder.
  • Any other factors that the selectboard determines are relevant and appropriate in connection with a given project or service.
  • Timeline for Proposal Submission

RFB Issued: April 22, 2026 

Site Visits: The Town will host site visits at the Town Garage, Firehouse, Town Office, Town Hall, and Library on May 7, 2026. Please RSVP with the MPM.  

Responses Due: Thursday, May 18, 2026.  

Bid Opening and Final Selection: Bid opening will occur at a Wardsboro Selectboard meeting on May 26th, 2026. Final contractor selection will occur at the following Selectboard meeting on June 9th, 2026 at 7 PM.

  • Submission Instructions

Sealed bids for proposals marked “MEP Design Prime” must be received by May 18th, 2026. Bids may be submitted electronically as a PDF to Michael McConnell at mgm@windhamregional.org or may be submitted to the Wardsboro Selectboard, 71 Main St., P.O. Box 48, Wardsboro, Vermont 05355 and marked in the lower left-hand corner: “MEP Design Prime.”

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