Water Source Heat Pump System Replacement

STATE OF NORTH CAROLINA
Isothermal Community College
Invitation for Bid #: 2526-03
Water Source Heat Pump System Replacement
Date of Issue: March 11, 2026
Bid Opening Date: April 8, 2026
AT 2:00 PM, ET
Direct all inquiries concerning this IFB to:
Heather Maples
Purchaser/Equipment Coordinator
Email: hmaples@isothermal.edu
Phone: 828-395-1451

STATE OF NORTH CAROLINA
Invitation for Bid #
2526-03
______________________________________________________
For internal State agency processing, including tabulation of bids, provide your company's eVP (Electronic Vendor
Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This
page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available
for public inspection.
This page shall be filled out and returned with your bid.
Failure to do so may subject your bid to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered Vendor in
good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor Portal). If you do
not have a Vendor number, register at https://evp.nc.gov/SignIn
Sealed, mailed responses ONLY will be accepted for this solicitation.
Ver: 11/2025

Bid Number: 2526-03 Vendor: __________________________________________
STATE OF NORTH CAROLINA
Division of Isothermal Community College
Refer ALL Inquiries regarding this IFB to: Invitation for Bid #: 2526-03
Heather Maples: Purchaser Bids will be publicly opened: April 8, 2026 @ 2:00 PM, EST
hmaples@isothermal.edu Isothermal Community College
828-395-1451 Administration Building, Auditorium - Room 127
286 ICC Loop Road
Spindale, NC 28160
Using Agency: Isothermal Community College Commodity No. and Description: 721540 - Distribution and
Requisition No.: PR12953608 conditioning system equipment maintenance and repair services
EXECUTION
In compliance with this Invitation for Bid (IFB), and subject to all the conditions herein, the undersigned Vendor offers
and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within
the time specified herein.
By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this bid is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any
violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of
1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this bid, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or
voluntarily excluded from covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract
awarded as a result of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes,
including the requirement for each employer with more than 25 employees in North Carolina to verify the work
authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned Vendor certifies will comply with all Federal and State
requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against
any employee in connection with performance of any Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with
the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or
inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from
any person seeking to do business with the State. By execution of this response to the IFB, the undersigned certifies,
for Vendor's entire organization and its employees or agents, that Vendor is not aware that any such gift has been
offered, accepted, or promised by any employees of your organization.
Ver: 11/2023 1

Bid Number: 2526-03 Vendor: __________________________________________
By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH
CAROLINA GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the
ATTACHMENTS page within this document.
Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids shall not be
accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE TOLL FREE TEL. NO:
NUMBER:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
VALIDITY PERIOD
Offer shall be valid for at least ninety (90) days from date of bid opening, unless otherwise stated here: ______ days,
or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing,
effective upon receipt by the agency issuing this IFB.
ACCEPTANCE OF BIDS
If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the
written agreement between the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are
incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions
may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of Isothermal Community College)
Ver: 11/2025 2

Bid Number: 2526-03 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND .......................................................................................................... 5
1.1 CONTRACT TERM ............................................................................................................................ 5
2.0 GENERAL INFORMATION .................................................................................................................. 5
2.1 INVITATION FOR BID DOCUMENT .................................................................................................... 5
2.2 E-PROCUREMENT FEE ..................................................................................................................... 6
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ..................................................... 6
2.4 IFB SCHEDULE ................................................................................................................................. 6
2.5 SITE VISIT ....................................................................................................................................... 6
2.6 BID QUESTIONS .............................................................................................................................. 7
2.7 BID SUBMITTAL .............................................................................................................................. 7
2.8 BID CONTENTS ................................................................................................................................ 9
2.9 ALTERNATE BIDS ............................................................................................................................. 9
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................................ 9
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS ...................................................................... 9
3.1 METHOD OF AWARD ...................................................................................................................... 9
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ............................ 10
3.3 BID EVALUATION PROCESS ........................................................................................................... 10
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................................... 11
3.5 INTERPRETATION OF TERMS AND PHRASES ................................................................................... 11
4.0 REQUIREMENTS ............................................................................................................................. 12
4.1 PRICING........................................................................................................................................ 12
4.2 FINANCIAL STABILITY .................................................................................................................... 12
4.3 HUB PARTICIPATION ..................................................................................................................... 12
4.4 REFERENCES ................................................................................................................................. 13
4.5 BACKGROUND CHECKS ................................................................................................................. 13
4.6 PERSONNEL .................................................................................................................................. 13
4.7 VENDOR'S REPRESENTATIONS ...................................................................................................... 13
4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................................... 14
4.9 SUBCONTRACTORS ....................................................................................................................... 14
4.10 SECRETARY OF STATE REGISTRATION ............................................................................................ 14
5.0 SCOPE OF WORK AND SPECIFICATIONS ........................................................................................... 15
5.1 SCOPE OF WORK AND SPECIFICATIONS ......................................................................................... 15
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Bid Number: 2526-03 Vendor: __________________________________________
5.2 CERTIFICATION AND SAFETY LABELS .............................................................................................. 18
5.3 DEVIATIONS ................................................................................................................................. 18
6.0 CONTRACT ADMINISTRATION ........................................................................................................ 18
6.1 CONTRACT MANAGER .................................................................................................................. 18
6.2 INVOICES ...................................................................................................................................... 19
6.3 CONTINUOUS IMPROVEMENT ...................................................................................................... 19
6.4 ACCEPTANCE OF WORK ................................................................................................................ 19
6.5 ACCEPTANCE OF WORK...................................................................................................................................19
6.6 DISPUTE RESOLUTION ................................................................................................................... 19
6.7 CONTRACT CHANGES .................................................................................................................... 20
7.0 ATTACHMENTS .............................................................................................................................. 21
ATTACHMENT A: PRICING .......................................................................................................................... 22
ATTACHMENT B: INSTRUCTIONS TO VENDORS ............................................................................................ 24
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS .................................................. ........24
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION........................................................ ...........24
ATTACHMENT E: CUSTOMER REFERENCE FORM .......................................................................................... 24
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ................................................................. 24
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ....................................................................... 24
ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING...........................................................................24
ADDITIONAL ATTACHMENT: CAMPUS MAP..................................................................................................................25
Ver: 11/2025 4

Bid Number: 2526-03 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
Isothermal Community College is seeking a qualified mechanical contractor to provide all labor, materials, equipment,
supervision, permits, crane services, startup, testing, balancing, and incidentals necessary to complete the turnkey
demolition and replacement of an existing rooftop water source heat pump system, cooling tower, and condenser
water pumps.
The intent of this solicitation is to award an Agency Contract.
To comply with Governor Cooper's Executive Order 80 (October 2018), North Carolina's Commitment to Address
Climate Change and Transition to a Clean Energy Economy, the contract resulting from this solicitation intends to
provide sustainability features in accordance with industry standards.
Isothermal Community College (ICC) is a public, two-year community college located in Spindale, North Carolina.
Established
in 1964, ICC serves the residents of Rutherford and Polk counties, offering a variety of academic programs, workforce
development opportunities, and community services. The College is committed to providing affordable and accessible
education to a diverse student body, with programs in liberal arts, health sciences, business, technology, and more.
ICC is
dedicated to fostering student success, lifelong learning, and economic development in the region.
1.1 CONTRACT TERM
The Contract shall become effective upon final execution by both parties and issuance of a Notice to Proceed by the
College (the "Effective Date").
This is a project-based contract for the removal and replacement of the HVAC equipment and associated components
as described in the Scope of Work. The Contract shall remain in effect through completion of all required work,
system startup, submission of closeout documentation, and final written acceptance by the College.
The Contract shall automatically expire upon the College's written acceptance of the Work and completion of any
punch list items. No renewal terms shall apply.
The College reserves the right to extend the Contract period, if necessary, solely for the purpose of completing the
Work, resolving punch list items, or addressing warranty-related corrections associated with the original Scope of
Work.
All bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.
2.0 GENERAL INFORMATION
This IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award,
which are incorporated herein by reference.
2.1 INVITATION FOR BID DOCUMENT
This IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award,
which are incorporated herein by reference.
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Bid Number: 2526-03 Vendor: __________________________________________
2.2 E-PROCUREMENT FEE
ATTENTION: The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC
PROCUREMENT of the North Carolina General Terms and Conditions.
General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and
Conditions, all relevant exhibits and attachments, and any other components made a part of this IFB and comply with
all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda
and other changes that may be issued in connection with this IFB.
If Vendors have questions or issues regarding any component of this IFB, those must be submitted as questions in
accordance with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made
as a result of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The
State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have
been addressed during the question-and-answer period, prior to contract award.
Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to
evaluate or consider any additional or modified terms and conditions submitted with Vendor's bid or otherwise. This
applies to any language appearing in or attached to the document as part of the Vendor's bid that purports to vary any
terms and conditions or Vendors' instructions herein or to render the bid non-binding or subject to further negotiation.
Vendor's bid shall constitute a firm offer that shall be held open for the period required herein ("Validity Period"
above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this
IFB Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted
purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon during
negotiations and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter
or delete, this paragraph shall constitute sufficient grounds to reject Vendor's bid as nonresponsive.
2.4 IFB SCHEDULE
The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue IFB College March 11, 2026
Site Visit College March 25, 2026 @ 10:00 AM, ET
Deadline to Submit Written Questions Vendor March 26, 2026 @ 2:00 PM, ET
Provide Response to Questions College March 27, 2026
Bid Due Date & Time Vendor April 8, 2026 @ 2:00 PM, ET
Contract Award College TBD
2.5 SITE VISIT
Mandatory Site Visit
Date: March 25, 2026
Time: 10:00 AM, Eastern Time
Location: Isothermal Community College
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Bid Number: 2526-03 Vendor: __________________________________________
Lifelong Learning Center (LLC)
286 ICC Loop Road
Spindale, NC 28160
Contact #: Heather Maples - 828.395.1451
Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-bid site visit. Attendees must
arrive promptly All attendees must sign in upon arrival and clearly indicate each prospective Vendor represented on the sign in
sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN OR PARTICIPATE IN THE SITE VISIT, NOR SHALL THEIR BID BE
CONSIDERED. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that space and
circumstances allow.
FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR'S BID BEING DEEMED NON-RESPONSIVE AND NOT
CONSIDERED FOR AWARD.
The purpose of this visit is for all prospective Vendors to apprise themselves of the conditions and requirements which will affect
the performance of the work called for by this IFB. Vendors must stay for the duration of the site visit. No allowances will be made
for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this IFB.
Vendors are cautioned that any information released to attendees during the site visit, other than that involving the physical
aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this IFB,
2.6 BID QUESTIONS
Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the
best bid possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the "Submit
Written Questions" date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.
Written questions shall be emailed to hmaples@isothermal.edu by the date and time specified above. Vendors should
enter "IFB # 2526-03: Questions" as the subject for the email. Question submittals should include a reference to the
applicable IFB section and be submitted in the format shown below:
Reference Vendor Question
IFB Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed
necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP),
https://evp.nc.gov, and shall become an Addendum to this IFB. No information, instruction or advice provided orally
or informally by any State personnel, whether made in response to a question or otherwise in connection with this IFB,
shall be considered authoritative or binding. Vendors shall rely only on written material contained in the IFB and an
addendum to this IFB.
2.7 BID SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered,
and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due
to unintended or unanticipated delay. It is the Vendor's sole responsibility to ensure its bid has been received as
described in this IFB by the specified time and date of opening. The time and date of receipt will be marked on each
bid when received. Any bid or portion thereof received after the bid deadline will be rejected.
Ver: 11/2025 7

Bid Number: 2526-03 Vendor: __________________________________________
[By Mail]
Mailing address for delivery of bid Office Address of delivery by any other method (special
via US Postal Service delivery, overnight, or any other carrier).
BID NUMBER: 2526-03 BID NUMBER: 2526-03
Isothermal Community College Isothermal Community College
Attn: Heather Maples - Business Office Attn: Heather Maples - Business Office
P.O. Box 804 286 ICC Loop Road
Spindale, NC 28160 Spindale, NC 28160
CAUTION: For bids submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver mail to a
specified street address but to the State's Mail Service Center. Vendors are cautioned that bids sent via U.S. Mail,
including Express Mail, may not be delivered by the Mail Service Center to the agency's purchasing office on the due
date in time to meet the bid deadline. All Vendors are urged to take the possibility of delay into account when
submitting bids by U.S. Postal Service, courier, or other delivery service. Attempts to submit a bid via facsimile (FAX)
machine, telephone, or email in response to this IFB shall NOT be accepted.
a) Submit
I. One (1) signed, original executed bid response.
b) Submit your bid in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the IFB number; and
(3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is submitting more
than one (1) bid, each bid shall be submitted in separate sealed envelopes and marked accordingly. For delivery
purposes, separate sealed envelopes from a single Vendor may be included in the same outer package. Bids are
subject to rejection unless submitted with the information above included on the outside of the sealed bid package.
c) Copies of bid files must be provided on separate read-only CD's, DVD's or flash drives. File contents shall NOT be
password protected but shall be in .PDF or .XLS format and shall be capable of being copied to other sources.
d) If confidential and proprietary information is included in the bid, also submit one (1) signed, REDACTED copy of the
bid. Such information may include trade secrets defined by N.C. Gen. Stat. 66-152 and other information
exempted from the Public Records Act pursuant to N.C. Gen. Stat. 132- 1.2. Vendor may designate information,
Products, Services, or appropriate portions of its response as confidential, consistent with and to the extent
permitted under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor
warrants that it has formed a good faith opinion, having received such necessary or proper review by counsel and
other knowledgeable advisors, that the portions determined to be confidential and proprietary and redacted as
such, meet the requirements of the Rules and Statutes set forth above. However, under no circumstances shall
price information be designated as confidential.
If the Vendor does not provide a redacted version of the bid with its bid submission, the Department may release
an unredacted version if a record request is received.
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