2026-20 Colonnade Chiller Replacement

RFP 2026-20 Colonnade Chiller Replacement
REQUEST FOR PROPOSAL
GOVERNMENT
CATOOSA COUNTY - 2026-20 COLONNADE CHILLER REPLACEMENT
Submittal Deadline:
Thursday, October 22, 2026, at 3:00 PM
Catoosa County Board of Commissioners
Attention: Projects Administration Department
800 LaFayette Street
Ringgold, GA 30736
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RFP 2026-20 Colonnade Chiller Replacement
Table of Contents
2026-20 Colonnade Chiller Replacement
Document Section Page(s)
Project Introduction 3
Submittal Deadline 3
Pre-Proposal Conference 3
Inquiries 3
Scope of Work 4-7
Bonds 7-8
Permits 8
Conduct of Work 8
Right of Refusal 8
Protection and Damages 8
Terms and Conditions 9-10
Bid Fee Form 11
Indemnification 12
Insurance Requirements 12-13
Georgia Immigration & Compliance Act 14-15
Local Vendor Privilege 16-17
Non-Collusion Affidavit 18
Bid Bond 19-20
Payment Bond 21-23
Performance Bond 24-26
Proposal Evaluation 27
References and Client List 28
Respondent Checklist 29
Contractor Identification Form 30
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RFP 2026-20 Colonnade Chiller Replacement
I. Introduction:
Catoosa County Board of Commissioners are seeking sealed written Proposals, from qualified vendors,
to provide turnkey roof-top chiller replacement services which includes providing equipment, labor,
materials, and all related work necessary for complete installation and operational functionality for our
Catoosa County Colonnade located at 264 Catoosa Circle, Ringgold, GA 30736. Instructions for
preparation and submission of a proposal are contained in this packet. Proposals must be typed or
printed in ink.
II. Submittal Deadline:
TWO (2) Copies of your Bid must be sealed and delivered in person, by mail or overnight delivery
service to the office of the Board of Commissioners, 800 LaFayette Street, Ringgold, GA 30736 no later
than 3:00 p.m. EST on Thursday, October 22, 2026. Bids will be publicly opened and read aloud.
Bids received after said time will not be accepted.
Bids shall include a cover letter that includes your plan for accomplishing the Scope of Work.
The envelope shall state "RFP-2026-20 Colonnade Chiller Replacement" to prevent accidental
opening.
Bids shall be identified on the exterior of the sealed envelope with all the information required by law,
including the name of the project and the Respondent's name, address and license number, expiration
date and classification (as applicable).
Please address the submittal to:
Projects Administrator
Catoosa County Board of Commissioners
800 LaFayette Street
Ringgold, GA 30736
III. Pre-Proposal Conference:
There will be an OPTIONAL Pre-Proposal Conference held at the Catoosa County Colonnade
located at 264 Catoosa Circle, Ringgold, GA 30736 at 10:00 A.M., EST, on Wednesday, October 7,
2026.
IV. Inquiries:
All questions concerning this RFP and all questions arising prior to award are to be addressed via email
to BidQuestions@catoosacountyga.gov
Deadline for questions is: 12:00 P.M. EST on Friday, October 16, 2026.
Responses and/or Addendum will be published on the Catoosa County Website on:
Monday, October 19, 2026.
It is the sole responsibility of the bidder to review the Catoosa County website at
www.catoosacountyga.gov/bids before submitting their Bid.
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RFP 2026-20 Colonnade Chiller Replacement
V. Scope of Work:
The Contractor shall provide turnkey roof-top chiller replacement services which includes providing
equipment, labor, materials, equipment, supervision, permits, and related services (including engineering
services), and all related work necessary for complete installation and operational functionality. The
replacement chiller must be of similar tonnage, must be air-cooled, must be equipped with low ambient,
and must include a sound dampening package to maintain lower noise levels during operation.
The Contractor shall be experienced with commercial HVAC and Chiller installation projects of
comparable size, scope, and possess all required licenses and insurance coverage necessary for a
complete turnkey replacement in accordance with applicable mechanical, electrical, and building codes,
manufacturer specifications, safety standards, and all local, state, and federal requirements.
The Contractor shall have the capability to commit to a 1-hour response time for service calls pertaining
to the new chiller and attached systems.
The Contractor shall submit, with their proposal, an equipment order lead time and an installation time
schedule. The Contractor agrees that if proposed/guaranteed installation schedule is not met, the
Contractor is responsible for supplying and installing a rental chiller at no additional cost to the County.
This rental chiller will be considered as payment for liquidated damages in the event the
damage(s)/claim(s) is deemed to be the fault of the Contractor and not that of manufacturer defects,
weather, or any other circumstance outside of the Contractor's control.
The Contractor shall field validate the current chiller information.
* TRANE
* Model: RTAA2154Y101A3D0BF
* Serial: U00H02872
* Tonnage: 215
* Voltage/Phase: 460v/3ph
The Contractor shall measure current decibels utilizing an ANSI/AHRI Standard device prior to
decommissioning existing equipment and shall certify the decibels via written report on Company
letterhead. Member of County staff must be present during testing.
The Contractor shall remove and properly dispose of the (1) existing chiller, associated starters, VFD's,
actuators, controls, and existing chiller plant control system.
The Contractor shall recover refrigerant per EPA regulations, disconnect and safely remove mechanical
and electrical systems, provide rigging, cranes, lifting operations, and dispose of all equipment and
refrigerant per EPA regulations.
The Contractor shall furnish and install (1) new similar chiller. The installation shall include setting,
alignment, and securing equipment on existing rooftop support system. If an updated support system or
alterations to current support system are necessary, Contractor shall provide the new support system
with necessary engineering services along with verification of service clearances, equipment pad
modifications as required, and minimum flow bypass provisions.
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RFP 2026-20 Colonnade Chiller Replacement
The Contractor shall provide complete chilled water modifications including:
* New and modified piping for chiller to existing chilled water piping.
* Necessary piping to include butterfly valves, y-strainers, and PT ports
* Pressure testing of all new and modified piping systems
* All Supplied piping to be schedule 40 carbon steel.
* System flushing and preparation for startup
* Insulation replacement where removed, modified, or absent but needed.
The Contractor shall provide complete electrical integration including:
* Disconnect/Reconnect existing electrical service per NEC guidelines.
* New disconnect.
* New fuses.
* New or reused breakers as applicable
* Installation of control wiring between chiller and existing equipment as well as all conduit, wire,
fusing, sensors, relays, and terminations required for new chiller to fully integrate with existing
AHU/TU system.
The Contractor shall provide a fully functional control system including integration of all chiller plant
components. The control system should include a central system controller with web interface which
fully integrates with all BAS components including:
* Chiller
* Pumps
* AHU's
* TU's/VAV's
The System should also include:
* Control valves and end devices as required.
* Monitoring of temperatures, pressures, and equipment status.
* Alarms and safeties for system protection.
* Outside air temperature/humidity monitoring.
* Minimum flow bypass control logic.
The Contractor shall provide a refrigerant monitoring system including:
* Integration with BAS or standalone alarm system.
* Testing and commissioning of all alarm functions.
* Sensors at chiller.
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RFP 2026-20 Colonnade Chiller Replacement
The Contractor shall provide complete system startup including:
* Factory-authorized startup assistance.
* Functional performance testing.
* Pressure testing of piping systems.
* Verification of controls and interlocks.
* Load testing under normal operating conditions.
* Decibel level reading utilizing an ANSI/AHRI Standard device that does not exceed original
measured reading during peak operation and shall certify the decibels via written report on
Company letterhead. Member of County staff must be present during testing.
* Final system balancing and verification.
The Contractor shall provide with its bid:
* Equipment submittal(s)
* O&M Manuals
* Equipment Warranty Documentation
If extended equipment warranties are an option, these shall be provided as well.
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* Clearly define any terms of planned maintenance.
* Provide at least a 1-year installation warranty for any equipment installed or altered during this
project.
If extended maintenance warranties are an option, these shall be provided as well.
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The Contractor shall, upon completion or during installation, provide:
* Startup reports.
* As-built documentation.
* Owner training session(s).
* Final site cleanup.
The Contractor shall conform to:
* EPA-compliant refrigerant handling and disposal procedures.
* Proper disposal of removed mechanical/electrical equipment.
* Compliance with all applicable Federal, State, and local laws.
* PPE requirements (hard hats, gloves, safety glasses, etc.)
* Lockout/Tagout procedures.
* Rigging and lifting safety protocols.
The Contractor is authorized to perform work Monday through Friday, 8:00am-5pm. Weekend work
must be approved by the Owner.
The Contractor is responsible for project management and coordination with the Catoosa County
Building and Maintenance team.
The Contractor shall have the same site supervisor for the duration of the project.
The Contractor's bid shall be for all equipment/vehicles, labor, and material necessary. No
equipment/vehicles, labor, or materials shall be provided by Catoosa County.
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RFP 2026-20 Colonnade Chiller Replacement
The Contractor shall be responsible for all damage or injuries to property of any character, resulting
from any act, omission, negligence, or misconduct in the prosecution of the Work or resulting from the
materials used.
The Contractor shall not assign or transfer the Contract or subcontract any service to a subcontractor
without written consent of the County.
The Contractor shall provide all prices inclusive of all foreseen costs. No additional surcharges, charges,
fees, extras, etc. will be permitted.
The Contractor will submit invoices based on their standard billing practices. The County will pay all
invoices on a net 30-day basis.
The Contractor understands and accepts the scope of work as described.
Initial Here:_______________
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VI. Bonds:
Catoosa County shall require the following for Public Works Construction bid/proposals in excess of
One-Hundred Thousand Dollars ($100,000).
Bid Bond: Each bid shall include a bid bond in favor of the Catoosa County Board of
Commissioners in the amount of five percent (5%) of the total bid amount as guarantee that the
bidder shall not withdraw the bid for 60 days after the scheduled bid opening.
Payment Bond: Upon execution and delivery of the Notice of Award, the Contractor whose bid
is accepted shall furnish a payment bond at its own expense with a company acceptable to the
County in the full amount (100%) of the award. The bond shall be made payable to Catoosa
County Board of Commissioners. The payment bond shall serve as security for the faithful
performance of this contract including any maintenance or warranty provisions and for the
payment of all persons performing labor or furnishing materials in connection with this contract.
Premiums for the payment bond shall be paid by the Contractor.
If at any time the County shall be dissatisfied with any surety or surety bond or payment bond, or
if for any other reason such bond shall cease to be adequate security for the County, the
Contractor shall within ten (10) days after notice from the county to do so, substitute an
acceptable bond in performance and sum and signed by other sureties which are acceptable to the
county. The premiums on such substitute bond shall be paid by the Contractor. The payment
bond shall remain in full force and effect during the life of the contract and during the term of
any warranty or maintenance required by the specifications
Performance Bond: Upon execution and delivery of the Notice of Award, the Contractor whose
bid is accepted shall furnish a performance bond at its own expense with a company acceptable
to the County in the full amount (100%) of the award. The bond shall be made payable to
Catoosa County Board of Commissioners.
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RFP 2026-20 Colonnade Chiller Replacement
The performance bond shall serve as security for the faithful performance of this contract
including any maintenance or warranty provisions and for the payment of all persons performing
labor or furnishing materials in connection with this contract. Premiums for the performance
bond shall be paid by the Contractor. If at any time the County shall be dissatisfied with any
surety or surety bond or performance bond, or if for any other reasons such bond shall cease to
be adequate security for the County, the Contractor shall within ten (10) days after notice from
the county to do so, substitute an acceptable bond in performance and sum and signed by other
sureties which are acceptable to the county. The premiums on such substitute bond shall be paid
by the Contractor. The performance bond shall remain in full force and effect during the life of
the contract and during the term of any warranty or maintenance required by the specifications.
The Contractor may not commence work until the payment and performance bonds have been
received and approved by the County.
VII. Permits:
The awarded Contractor will be responsible for acquiring any permits that are required for this project.
Catoosa County will waive fees on all permits issued by Catoosa County.
VIII. Conduct of Work:
Any work that is unsatisfactory to the County's representative will be called to the attention of the
Contractor, and the Contractor will be required to properly service the area in question and take steps to
improve the overall results. Failure by the Contractor to comply with such requests will result either in
the correct work being done by others, with the cost charged to the Contractor, or in deductions being
imposed. If the Contractor fails to rectify the unsatisfactory conditions, the County has the right to hire
professionals at Contractor's expense.
To avoid interruption in, or interference with the proper execution of County business, the Contractor
will provide a Construction Schedule for the entirety of the work, with a minimum of two days' notice
to the Project Administrator of specific activities with potential of affecting county business.
Failure to provide services in accordance with the specifications may result in nonpayment of services
by adjustment of fee.
IX. Right of Refusal:
Catoosa County reserves the right to accept or reject any and all proposals, to waive formalities,
technicalities or irregularities and to re-advertise if necessary.
X. Protection and Damages:
The successful Contractor shall without additional expense to the County, be responsible for all damages
to persons or property that occurs as a result of the contractor's fault or negligence in connection with
the execution of the work and shall be responsible for the proper care and protection of the work
performed. Breakage or loss of equipment or other property, including that of a County employee, shall
be repaired or replaced at the Contractor's expense.
The successful Contractor shall take all precautions necessary for the protection against injury of all
persons engaged at the site in the performance of the work. The Contractor shall observe all pertinent
safety practices and comply with applicable safety regulations. i.e. (O.S.H.A.).
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RFP 2026-20 Colonnade Chiller Replacement
XI. Terms and Conditions:
A. All Bids and supporting materials as well as correspondence relating to this ITB and/or RFP
become property of Catoosa County Board of Commissioners (CCBOC) when received. Any
proprietary information contained in the submittal should be so indicated. However, a general
indication that the entire contents, or a major portion, of the Bid is proprietary will not be
honored.
B. All applicable State of Georgia and Federal Laws, County and County ordinances, licenses and
regulations of all agencies having jurisdiction shall apply to the Respondent, the Contractor and
Project throughout and are herein incorporated. The Agreement with the Contractor, and all
questions concerning the execution, validity or invalidity, capability of the parties, and the
performance of the Agreement, shall be interpreted in all respects in accordance with the laws of
the State of Georgia.
C. Professionals requiring special licenses must be licensed in the State of Georgia and shall be
responsible for those portions of the work as may be required by law.
D. From the date CCBOC receives a Respondents Bid through the date a contract is awarded to a
contractor, no Respondent may make substitutions, deletions, additions or other changes in
the configuration of Respondent's Bid.
E. All materials submitted in connection with this ITB and/or RFP will be public documents and
subject to the Open Records Act and all other laws of the State of Georgia, the United States of
America and the open records policies of Catoosa County. All such materials shall remain the
property of Catoosa County and will not be returned to the respondent.
F. Failure to submit all the mandatory forms for this ITB and/or RFP package shall be just cause for
the rejection of the qualification package. However, Catoosa County reserves the right to decide,
on a case-by-case basis, in its sole discretion, whether or not to reject such a Bid as non-
responsive.
G. In case of failure to deliver goods in accordance with the contract terms and conditions, Catoosa
County, after due oral or written notice, may procure substitute goods or services from other
sources and hold the contractor responsible for any resulting additional purchasing and
administrative costs. This remedy shall be in addition to any other remedies which Catoosa
County may have.
H. By submitting a Bid package, the Contractor is certifying that they are not currently debarred
from bidding on contracts by any agency of the State of Georgia, nor are they an agent of any
person or entity that is currently debarred from submitting Bids on contracts by any agency of
the State of Georgia.
I. Any contract resulting from this ITB and/or RFP shall be governed in all respects by the laws of
the State of Georgia and any litigation with respect thereto shall be brought in the courts of
Catoosa County in the State of Georgia. The Contractor shall comply with applicable federal,
state, and local laws and regulations.
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RFP 2026-20 Colonnade Chiller Replacement
J. It is understood and agreed between the parties herein that Catoosa County shall only be bound
to accept a bid and enter into a contract with the successful bidder for the Project advertised
hereunder to the extent of the amount of funds allocated and available, or which may hereafter be
allocated or become available, for the Project by the Catoosa County Board of Commissioners.
K. Following review of all qualified Bids, selection of a suitable Contractor, a recommendation will
be made to the Catoosa County Board of Commissioners by the project representative.
L. Contractor must have minimum Worker's Comp and General Liability Insurance in full force
and effect. No Bid will be considered unless it is accompanied by satisfactory evidence that the
Contractor holds any and all necessary or required Federal, State or local licenses and/or permits.
Pursuant to O.C.G.A. 13-10-91, all contractors and sub-contractors performing work within the
State of Georgia on a contract with a public employer must register and participate in a federal
work authorization. Each Respondent shall submit with its bid a copy of current Business
License &/or Occupational Tax Certificate issued in Georgia. If Contractor cannot provide this
License, it will be required to obtain one from Catoosa County if it is the Awarded Respondent.
M. Catoosa County reserves the right to accept the lowest responsive & responsible Bid that is
determined to be in the best interest of the County. Catoosa County reserves the right to accept or
reject any and all bids, to waive formalities, technicalities or irregularities and to re-advertise if
necessary
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