REQUEST FOR QUALIFICATIONS (RFQ)
HVAC Engineering Services – VRF System Replacement
Issue Date: October 9, 2026
Response Deadline: December 1, 2026 at 4:00pm EST
1. Project Overview
Little Miami School District is seeking statements of qualifications from licensed MEP (Mechanical, Electrical, Plumbing) engineering firms to provide design, engineering, and construction administration services for the replacement of aging Variable Refrigerant Flow (VRF) systems at Little Miami Elementary School.
The primary goal of this project is to modernize the heating and cooling infrastructure, improve energy efficiency, enhance indoor air quality (IAQ), and ensure reliable comfort for students and staff.
2. Scope of Work
The selected engineering firm will be responsible for:
Field Investigation & Assessment: Perform a site assessment of existing VRF equipment, piping, controls, electrical distribution, and structural supports.
Engineering & Design:
Develop detailed mechanical design plans and specifications for new VRF/VRV outdoor equipment and indoor terminal units.
Evaluate refrigerant piping reuse versus total replacement based on efficiency and current environmental standards.
Perform load calculations in compliance with ASHRAE standards.
Design integration with the school district's centralized Building Automation System (BAS).
Design necessary electrical and structural modifications supporting the new system.
Permitting & Compliance: Prepare construction documents for local building authority submittals and ensure compliance with current state energy codes and school facility standards.
Bidding Support: Assist the district in preparing bid packages for general/mechanical contractors and participate in pre-bid meetings and addenda issuance.
Construction Administration: Review submittals, respond to RFIs, conduct periodic site inspections, verify installation quality, and oversee commissioning and final system walkthroughs.
3. Submission Requirements
Interested firms must submit a qualification package including:
Firm Profile & Cover Letter: General overview of the firm, key contact information, and principal leadership.
Relevant Experience: Examples of at least three (3) similar HVAC/VRF replacement projects completed in K-12 or educational facilities within the last 5–7 years.
Key Personnel: Resumes of the Lead Mechanical Engineer and Project Manager assigned to this project, including professional engineering (P.E.) licensure details.
Project Approach & Methodology: Brief outline of your approach to field assessment, phased installation to minimize school disruption, quality control, and schedule management.
References: Contact details for references from at least three recent educational clients.
4. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
30% – Demonstrated experience with VRF system replacements in K-12/educational settings
25% – Qualifications and experience of assigned key personnel
20% – Proposed project approach, schedule management, and phasing strategy
15% – Past performance and client references
10% – Local presence and capacity to meet project timelines
5. Submission Instructions
Format: Submissions must be delivered as a single PDF document.
Delivery: Submit via email to David Florea at dflorea@lmsdoh.org with the subject line "RFQ Submission – HVAC Engineering Services (VRF Replacement)".
Questions: Direct all questions regarding this RFQ to David Florea at 513-899-5126 or dflorea@lmsdoh.org by November 20, 2026.