BID IFB051826LR Whitney Elementary School HVAC 20 SCUV Install
| Location: | Tennessee |
|---|---|
| Posted: | May 5, 2026 |
| Due: | May 18, 2026 |
| Agency: | Memphis City Schools |
| Type of Government: | State & Local |
| Category: |
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| Publication URL: | To access bid details, please log in. |
Attachment Preview
April 28, 2026
SHELBY COUNTY BOARD OF EDUCATION
PROCUREMENT SERVICES
160 S. Hollywood Street, Room 126 Memphis, Tennessee 38112-4892 Phone (901) 416-5376
INVITATION FOR BID
(NOT AN ORDER)
Please submit Bids on the item(s) listed below. The right is reserved to reject any or all Bids. If substitutions are offered, give
full particulars. The Bid must be submitted no later than May 18, 2026 @ 11:00 AM CST.
The Shelby County Board of Education reserves the right to accept or reject any or all Bids, or any part thereof, and to waive any minor informalities and/or
technicalities that are deemed to be in the best interest of the Shelby County Board of Education. Successful BIDDER, CONTRACTOR, OR RESPONDENTS
shall be paid only when delivery is complete. *For the appropriate purchases, all material data safety data sheets (MSDA) must accompany all shipments
covered under Tennessee Hazardous Chemical Right to Know Law- Tennessee Public Chapter #417- House Bill #731.
WHITNEY ELEMENTARY SCHOOL HVAC 20 SCUV INSTALL
The Shelby County Board of Education (“SCBE”) is requesting bids for Whitney ES HVAC 20
SCUV INSTALL.
Bids MUST be received by Memphis-Shelby County Schools (“MSCS” or “District”) by the due
date and time set forth above.
During the solicitation process, bidders are not permitted to contact the Board and the Project
Owner regarding the posted solicitation. Failure to adhere to this requirement may subject the
respondent to immediate disqualification.
Questions or requests for clarification of technical issues and terms pertaining to this Bid must be
submitted in writing via e-mail to LaKesia Rivers at riversl1@scsk12.org by
May 05, 2026 @ 10:00 AM CST
ISSUED BY: LaKesia Rivers IFB # 051826LR
We propose to furnish the item(s) and/or services outlined in the Bid at prices quoted and guarantee safe delivery F.O.B. delivered and as specified.
Bids are submitted with a declaration that no Shelby County Board of Education Member or employee has a financial or beneficial interest in this
transaction.
_________________________________________
NAME OF FIRM
________________________
PHONE #
_____________________
FAX #
_________________________________________
ADDRESS
____________________________________________________
CITY
STATE
ZIP CODE
__________________________________________
EMAIL ADDRESS
____________________________________________________
AUTHORIZED REPRESENTATIVE NAME
____ CHECK HERE IF YOU ARE A SMALL BUSINESS ENTERPRISE.
____ CHECK HERE SHOWING SHELBY COUNTY LICENSE IS ATTACHED.
____ CHECK HERE IF YOUR COMPANY QUALIFIES AS A LOCAL VENDOR.
“Shelby County Board of Education does not discriminate in its programs or employment on the basis of race, color, religion, national origin, ndicap/disability,
sex or age.”
PART I: SCOPE OF WORK
1.0 INTRODUCTION
This Invitation for Bid (IFB) is soliciting bids for Whitney ES HVAC 20 SCUV INSTALL.
2.0 BACKGROUND
Shelby County Board of Education (SCBE) is the legal name of the Memphis-Shelby County Schools
(MSCS) district. MSCS is Tennessee’s largest public school district and is among the 25 largest public-
school districts in the United States. MSCS serves approximately 110,000 students in more than 207
schools. We employ more than 6,200 teachers and 6,000 support personnel to serve our unique student
population while offering programming and services to fit the needs of all our students.
Memphis-Shelby County Schools has created a data-driven culture that serves as the backdrop for strategic
decision-making and informed solution-based decisions. The information gleaned from data, research-
based strategies, and performance outcomes provides our district with amazing opportunities to offer high-
quality educational options to every student.
The MSCS mission is to prepare all students for success in learning, leadership, and life through three
strategic initiatives. The initiatives are:
1. Strengthen Early Literacy (K-2) and Continuing Literacy (3-12)
2. Recruit, Retain, Immerse, and Entrench
3. Relevant, Rigorous, and Equitable Academics
3.0 SCOPE OF WORK
The SCBE requests bids for Whitney ES HVAC 20 SCUV INSTALL. The specifications are contained
in the Design Project Manual. Responses submitted must meet or exceed all requirements. Bids that do
not meet or exceed all requirements will be considered non-responsive. (See page 12 for the detailed
scope).
4.0 NON-EXCLUSIVE
The intent of this contract is to provide the SCBE with an expedited means of procuring supplies and/or
services at the lowest cost. This contract is for the convenience of the SCBE and is considered to be a
"Non-Exclusive" use contract. The SCBE does not guarantee any usage. The SCBE will not be held to
purchase any particular Brand, in any groups, prices or discount ranges, but reserves the right to purchase
any item/items listed in the price schedule submitted.
5.0 NOTICE OF INTENT TO AWARD
A Notice of Intent to Award is written notification that a vendor has been selected for a contract award.
Notice of Intent to Award is sent for contracts requiring School Board approval. This letter is not a
guarantee of award. The Board of Education reserves the right to reject or accept the recommendation
submitted. If the Board accepts and approves the recommendation, an executed agreement will be
submitted to the successful vendor. If the Board rejects the recommendation, MSCS shall rescind the
Notice of Intent to Award.
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PART II: GENERAL TERMS AND CONDITIONS
1.0 STATEMENT OF CONFIDENTIALITY
It is understood and agreed that all information pertinent to this solicitation may contain trade secrets, which
are confidential and proprietary. The selected vendor agrees not to disclose or knowingly use any confidential
or proprietary information of the SCBE and/or third-party participant.
Bid submissions are subject to the Tennessee Open Records Act (Tenn. Code Ann. §10-7-503 et seq). In
accordance with the Act, certain information is subject to public disclosure. Please be advised that should
you deem any portion of your bid as confidential or proprietary, it must be conspicuously indicated on those
portions so deemed. However, and in accordance with the Act, you are hereby notified that every portion
may still be subject to disclosure under the Act.
2.0 TERM OF AGREEMENT
The anticipated terms of this contract shall be up to 8 weeks. The work shall begin after issuance of the
“Notice to Proceed. The estimated start date is 06/01/2026, and the estimated completion date is 07/25/2026.
3.0 PRE-BID MEETING
NA
4.0 QUESTIONS AND INQUIRIES
No interpretation of the meaning of the specifications or other documents will be made to any Supplier
orally. Questions shall be submitted in writing to the Point of Contact (see Part II, § 5.0). To be given
consideration, the questions must be received NO LATER THAN May 05, 2026 @ 10:00 AM
CST. Questions that are deemed to be substantive in nature will be responded to in the form of an
addendum and posted on SCBE by EOD CST on May 07, 2026, website
http://www.MSCSk12.org/procurement/bids. Please do not submit questions in PDF format.
5.0 BID TIMELINE
Bid Posted
Questions Due
Q&A Posted
Bid Submission
April 28, 2026
May 05, 2026 @ 10:00 AM
May 07, 2026, EOD
May 18, 2026 @ 11:00 AM
6.0 POINT OF CONTACT
LaKesia Rivers, Buyer
Procurement
RiversL1@scsk12.org
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7.0 CONTRACT MONITOR/SCBE SUPERVISION
The Contractor’s performance will be under the direction of the Buyer/Requesting Department who will be
responsible for ensuring contractor’s compliance with the requirements of this contract to include managing
the daily activities of the contract, providing guidance to the contract, and coordination. The Contractor shall
be accountable to the end users on all matters relating to the scope of work.
8.0 CONTRACT TYPE
The contract resulting from this solicitation will be a firm fixed contract.
9.0 PAYMENT TERMS
The Contractor shall submit an invoice detailing the product or services provided and the actual costs
incurred. Payment shall be in accordance with line-item price on the purchase order and made within Net 30
days upon receipt of invoice.
The SCBE reserves the right to reduce or withhold contract payment in the event the Contractor does not
provide the Department with all required deliverables within the timeframe specified in the contract or in the
event that the Contractor otherwise materially breaches the terms and conditions of the contract.
10.0 INVITATION FOR BID (IFB) REVISIONS
Should it become necessary to revise any part of this IFB, addenda will be posted on SCBE
http://www.MSCSk12.org/procurement/bids. Failure of any offeror to receive or acknowledge receipt of such
addenda or interpretation shall not relieve any offeror from any obligations under this IFB as amended by all
addenda. All addenda so issued shall become part of the award.
11.0 SUBMISSION DEADLINE
In order to be eligible for consideration, bids must be received in the Procurement Office no later than 11:00
AM CST on May 18, 2026, 160 S Hollywood, Room #126, Memphis, TN 38112.
Vendors mailing bids shall allow sufficient carrier delivery time to ensure timely receipt of their bid in the
Office of Purchasing & Supply Services prior to the deadline. Any bid received in the Purchasing Office
after the submission deadline, no matter what the reason, will be returned unopened. Bid responses delivered
to any other location shall not constitute delivery to the Procurement Services Office.
12.0 BID OPENING
The SCBE shall receive sealed bids until the bid due date indicated on the bid front cover sheet. At the time
of the public bid opening (as directed on the front cover sheet), the Buyer or designee shall open all bids
received and record the responses. A copy of the bid tabulations will be made available upon written request
via Open Records Request. The SCBE shall then review all responses and analyze the results of the bidding
process. A final recommendation(s) shall be prepared by the requesting department. Upon acceptance and
approval of the bid(s) by the Procurement Director, the Director may grant its approval subject to such
conditions as it may deem appropriate.
All bids shall be publicly opened at the Procurement Services Office, 160 S Hollywood Street, Room
#126, Memphis, TN 38112, on the date specified on the bid. In the event of inclement weather on the due
date of a bid and the SCBE is closed, the bid will be due and opened on the next business day at the same
time as specified in the bid or applicable addendum.
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13.0 DURATION OF BID
A bid submitted in response to this solicitation is binding upon the bidder and is considered irrevocable for a
minimum of 120 days following the closing date for receipt of initial bids.
14.0 E- COMMERCE
IFBs will be published on the Procurement website @ www.MSCSk12.org/procurement/bids and advertised
when applicable in the local newspapers, the Commercial Appeal and/or Daily News. The Procurement
website also serves to publish any addenda, associated materials, Contractor questions, and the SCBE’s
responses, and other solicitation-related information.
The successful bidder must be an active vendor in APECS to receive Purchase Orders and Payment.
Instructions on how to register are detailed on the Procurement website @
http://www.MSCSk12.org/procurement, Doing Business with MSCS.
The successful Contractor must also be registered in EschoolMall ESM in order to submit an electronic copy
of their bid proposal, if required in addition to the hard copy proposal delivered to the Procurement Services
Office at 160 S Hollywood Street, Room #126.
SCBE does not discriminate in educational programs, activities or employment on the basis of race, color,
national origin, sex, age, religion or disability. Bidders will be required to comply with all applicable
requirements pertaining to fair labor, state and local government.
15.0 INSURANCE
Failure to provide the required insurance coverage by either of the two (2) methods described in Appendix E
when the bid is submitted may result in rejection of your bid as being non-responsive.
16.0 LIQUIDATED DAMAGES
The successful Bidder accepts this contract with the understanding that should they fail to complete the
work/delivery in an acceptable manner and in the time stated, shall be subject to the payment of liquidated
damages as stated in the bid document. Liquidated damages for this project are as follows:
$500.00 /per day substantial completion deadline missed, and $500.00/per day completion deadline missed.
17.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE
In accordance with TN Code Ann. 49-5-413, unless explicitly excluded by statute; and pursuant to
Memphis-Shelby County Schools’ requirements, Vendors (persons, corporations or other entities) whose
employee(s), subcontractor(s), or representative(s) will come in contact or close proximity to MSCS
students during the course of business, must require their employee(s), subcontractor(s), or
representative(s) to supply a fingerprint sample, and submit to a criminal history records check through the
Tennessee Bureau of Investigation (TBI), and they will issue them a greenlight letter. Once they receive the
greenlight letter, an appointment should be made with Memphis-Shelby County Schools ID Department. A
copy of the greenlight letter, along with $30.00 (exact change or company check), will be required to obtain
a MSCS Vendor ID Badge. A MSCS Vendor ID Badge is required before permitting the person to have
contact with the children or entering school grounds.
The cost of fingerprinting, conducting the criminal records check, and obtaining a Memphis-Shelby County
School’s identification badge will be the sole responsibility of the Vendor for each of the Vendor’s
employee(s), subcontractor(s), or representative(s). Vendors doing business with MSCS are required to
renew their badges annually. The Memphis-Shelby County School’s identification badge shall be worn at
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