Town Facilities HVAC Equipment Replacement Design Engineering Services

The Town of Cary is seeking one or more qualified firm(s) with which to contract for the following services:

The Town of Cary Public Works Department wants statements of qualifications from licensed professional engineering firms. The selected firm will provide mechanical engineering services for assessing and replacing heating, ventilation, and air conditioning (HVAC) equipment at several Town facilities.

The project covers the following equipment:

| Facility | Equipment |
| --- | --- |
| Town Hall Building A | Boiler #1, Boiler #2, Chiller |
| Town Hall Building B | Boiler #1, Boiler #2, Large Chiller, Small Chiller |
| Town Hall Building C | Boiler #1, Boiler #2, Chiller |
| Town Hall Building D | Mini Split #2, Data Aire unit |
| Herbert C. Young Community Center | Boiler |
| Cary Senior Center | Boiler, Rooftop Unit (AHU-8) |

The goal of this project is to replace aging equipment so the HVAC systems at these Town facilities stay reliable, energy-efficient, and code-compliant, keeping building occupants, staff, and the public comfortable and safe.

4.1 Pre-design and Existing Conditions Assessment

The Professional will establish schedules and agendas for pre-design meetings, including a project kick-off meeting, with Cary project staff to understand and address needs and concerns for the replacement of the listed equipment. Before field work begins, the Professional will review the Town's 2020 Facility Condition Assessment, available as-built drawings, maintenance records, and building automation system (BAS) trend data. The Professional will perform a field assessment of each facility and its listed equipment.

4.2 Preliminary Design Report

The Professional will prepare a Preliminary Design Report (approximately 30% design) to clarify and document the results of the assessment and pre-design meetings, for project staff review and approval. [...] The Preliminary Design Report will include:

• Replacement options for each facility, evaluated for energy efficiency, lifecycle cost, reliability, maintainability, and long-term operating needs, with a recommended option.
• A recommended construction phasing plan and schedule.
• A listing of all permits, approvals, inspections, third-party utility coordination (such as gas service changes), and regulatory requirements necessary for construction and operation.
• Identification of available utility incentives or rebates.

4.3 Final Design

Plans, specifications, and an updated Total Project Cost Estimate shall be provided at the 60% and 100% design milestones. [...] A final estimate for the construction price of the improvements shall be provided to the Town prior to bidding the project.

4.4 Bidding

The Professional shall supply bid documents to bidders, maintain a plan-holders list, conduct a pre-bid conference and site walkthrough of each facility, answer contractor and supplier questions, and issue any necessary addenda.

4.5 Construction Administration

The Professional shall provide construction administration services including submittal review, design clarifications, responses to requests for information (RFIs), field orders, negotiation and preparation of change orders, and construction schedule monitoring and evaluation.

4.6 Closeout and Asset Integration

The Professional shall be responsible for the final punch list and follow-up to confirm that the work is completed according to codes, plans, and specifications. [...] The Professional shall also deliver equipment and asset data (make, model, serial number, capacity, installation date, warranty, and location) in a format suitable for loading into AssetOptics.

Electronic responses ONLY will be accepted through the NC eVP website. Interested parties must be logged in to submit proposals electronically. Proposers must submit one (1) electronic version, submitted as a viewable and printable Adobe Portable Document File (PDF), on or before the submittal due date and time. Submissions that do not comply with the stated submission method will be deemed non-responsive.

Responses should be divided using tabs to separate each section, maximum of 10 pages total front and back (twenty pages total).

This solicitation is being issued in accordance with NCGS 143-64.31, otherwise known as the Mini-Brooks Act, and therefore price cannot and will not be a determining factor in the selection of the successful contractor. One copy of the hourly rates for all proposed project personnel should be uploaded as a separate file.

Evaluation criteria

| Criteria | Weight |
| --- | --- |
| Corporate Background and Experience | 15 |
| Project Understanding | 20 |
| Project Approach | 25 |
| Team Firm, Experience, and Qualifications | 40 |

Proposals will be reviewed after opening and will be ranked in order of choice, at which point contract negotiations will begin with the most qualified firm.