Chiller Replacement at New Town Elementary

Request for Proposal
Informal
BID NO. 6-97648057
TITLE: Chiller Replacement
New Town Elementary School
PROCUREMENT
LEAD: Lynn Elms
UCPS Purchasing Department
facilitiesbids@ucps.k12.nc.us
BID/QUOTE SUBMITTAL
Bids will be received no later than 2:00 pm Est time on Wednesday, April 8, 2026.
All proposals must be submitted via email to:
facilitiesbids@ucps.k12.nc.us
Please include the following exactly in the email subject line:
"Bid # 6-97648057 Proposal"
PREBID MEETING
A mandatory Pre-bid Meeting will be held 9:00 am, EST, March 20, 2026, at the front entrance of New Town Elementary
School, 1100 Waxhaw Indian Trail Rd S, Waxhaw, NC 28173.
It is the sole responsibility of the Bidder, Contractor to familiarize themselves to all aspects of this project. Failure to meet
this requirement will not justify a change order.
COMMUNICATION
During the bid process, all communication relating to this bid shall be directed to the Procurement Lead identified above.
Failure to meet the requirement may consider your bid non-responsible.
All questions relating to this project shall be directed to the Procurement Lead identified above in the form of an email no later
than 1:00 pm, Thursday, March 26, 2026. Please include the following in the subject line: "Bid# 6-9768057 Questions".
Answers will be provided to all bidders in the form of an addendum which will be posted on UCPS website:
https://www.ucpsnc.org/about/purchasing-and-contracts and NC State website: https://evp.nc.gov/solicitations/?status=0.
DESCRIPTION OF PROJECT:
Union County Public Schools seeks quotes/informal bids for the above reference Project.
The Scope of Work is attached as Exhibit 1.
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AWARD:
UCPS desires to promptly approve and sign a contract after a decision has been made to award. Company awarded the
contract is expected to promptly sign the contract in the form attached hereto as Attachment A. Any requested changes to
this contract form should be provided with your response.
UCPS reserves the right to award this project in a method considered to be most advantageous. This includes the right to
issue single award, multiple awards, or reject all bids. UCPS is not required to award a contract.
REQUIREMENTS:
HUB PARTICIPATION
Pursuant to North Carolina General Statue G.S. 143-48, it is UCPS policy to encourage and promote the use of small,
minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this RFP will
serve to identify those Vendors that are minority owned or have a strategic plan to support UCPS Historically
Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier
subcontractors. Vendor shall complete Attachment C: HUB Supplemental Vendor Information.
E-VERIFY AFFIDAVIT
Attachment C
BIDDERS CHECKLIST
o Executed Cost Proposal
o Good Faith Efforts (Affidavit A, B, Identification of Minority Participation Form)
o E-Verify
RECOMMENDATION OF AWARD
o Certificate of Insurance (meeting the requirements stated within Attachment A.
o Goof Faith Efforts (Affidavit C or D)
o 100% Performance and Payment Bond (within 10 days of award).
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Cost Proposal/Execution of Proposal
Bidders Checklist:
___ Bid Submittal form Project title: Chiller Replacement
___ Affidavit A or B Location: New Town Elementary
___ Identification of
Minority Business Form BID NO: 6-97648057
___ E-Verify
By submitting this proposal, the potential contractor certifies the proposal is signed by an authorized representative of the firm.
* The cost and availability of all equipment, materials, and supplies associated with performing the services described herein have been
determined and included in the proposed cost.
* All labor costs, direct and indirect, sales tax, etc. have been determined and included in the proposed cost.
* The offeror is aware of prevailing conditions associated with performing these services.
* The potential contractor has read and understands the conditions set forth in this bid and agrees to them with no exceptions.
Therefore, in compliance with this Request for Proposal, and subject to all conditions herein, the undersigned offers and agrees, if this proposal is
accepted within 60 days from the date of the opening, to furnish the subject services for a cost not to exceed:
Base Bid:
Base Bid $ __________________________
10% Allowance required $___________________________
All Inclusive Total (includes 10%
Allowance $___________________________
Alternate 1: N/A $ __________________________ (Add or Deduct)
Alternate 2: N/A $ __________________________ (Add or Deduct)
Acknowledge Addenda: Addendum 1 ___ Addendum 2 ___ Addendum 3 ___ Addendum 4 ___ Not Applicable __
Project Schedule: Consecutive calendar days required to achieve Final Completion from issuance of Notice to
Notice to Proceed: ________ calendar days
Proceed:
Substantial
Completion:
Final
Completion:
Execution:
Offeror: _________________________________________________________ Federal Tax ID No. ___________________
License Description: _______________________________________________ License No. _________________________
Address: _______________________________________________ City, State, Zip ______________________________
Telephone Number: ___________________________Mobile: _____________________ Email: ________________________
By: ______________________________ Date: ________________________ Title: _________________________________
(Typed or printed name)
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ATTACHMENT A
CONTRACT DRAFT
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Contract #:
CONTRACT FOR SERVICES
(CONTRACT FOR SERVICES AND/OR GOODS UNDER $500,000)
This Contract for Services ("Contract") is made and entered into [Date] between The Union County Board of Education,
with a mailing address of 400 North Church Street, Monroe, North Carolina 28112 ("UCBOE") and [Vendor Name]
("Vendor" or "Contractor" or "Service Provider").
For and in consideration of the mutual promises set forth in this Contract, the parties do mutually agree as follows:
1. Obligations of Vendor. The Vendor agrees to provide the services, goods, materials, equipment, and/or software
(the "Services" and/or "Goods," as appropriate) to fully, timely and properly complete [Project Name] as more
particularly described in the Scope of Work document attached hereto and incorporated herein by reference as
Exhibit 1.
[If master work order contract, then insert: Individual tasks will be assigned in writing on a project by project basis
by an authorized representative of UCBOE. Such writing shall be in the form of a standard UCBOE purchase order
("Purchase Order"), such Purchase Order to specify the specific Services and/or Goods desired by UCBOE; the dates,
times and locations that the Vendor shall provide the requested Services and/or Goods; and the compensation that
the Vendor will be paid for providing the requested Services and/or Goods. The Vendor will be deemed to have
accepted a Purchase Order and be obligated to provide the Services and/or Goods outlined in the Purchase Order
in accordance with the price and other terms of the Purchase Order, and the terms and conditions hereof, unless
within 24 hours after the Vendor's receipt of a Purchase Order, the Vendor notifies the Project Coordinator (as
hereinafter defined) in writing that it does not accept the Purchase Order and will not provide the requested
Services and/or Goods.]
[If construction contract and if applicable, insert: For construction Contracts, this Contract incorporates by
reference the construction design drawings, plans and specifications, described as follows, which will govern
the Services and/or Goods to be provided by the Vendor: [Reference Plans, if any.]]
[If construction contract and if applicable, insert: The UCBOE and Vendor recognize that time is of the essence
to this Agreement and that the UCBOE will suffer financial loss if the work is not completed within the times
specified herein. Both parties also recognize the delays, difficulties and expense involved in proving, in a legal
or arbitration proceeding, the actual loss suffered by the UCBOE if the Work is not completed on time.
Accordingly, in lieu of requiring such proof, the UCBOE and Vendor agree that as liquidated damages for delay
(but not as penalty) the Vendor shall pay to the UCBOE for each day in excess of the term allowed for
completion of the Work, the sum of $100 as liquidated damages.
The term of this Contract shall be [Term of Contract].
This Contract does not grant the Vendor the right or the exclusive right to provide specified Services and/or Goods
to UCBOE. Similar Services and/or Goods may be obtained from sources other than the Vendor (or not at all) at the
discretion of UCBOE.
The Vendor shall begin work immediately upon issuance of a written notice to proceed. The Vendor agrees to
perform the Services and supply the Goods or in a timely, complete, and professional manner and in accordance
with the terms and conditions of this Contract. Furthermore, the Vendor represents and warrants that (i) it is duly
qualified and, if required by law, licensed to provide the Services and/or Goods; (ii) it will provide the Services
and/or Goods in a manner consistent with the level of care and skill ordinarily exercised by contractors providing
similar Services and/or Goods under similar conditions; (iii) it possesses sufficient experience, personnel, and
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resources to provide the Services and/or Goods; (iv) it shall provide the Services and/or Goods in compliance with
applicable laws, statutes, ordinances, codes, orders, rules and regulations; and (v) its reports, if any, shall be
complete, accurate, and unambiguous.
2. Obligations of UCBOE. UCBOE hereby agrees to pay to the Vendor for the faithful performance of this Contract,
and the Vendor hereby agrees to provide all of the Services and/or Goods, for the sum not to exceed [Contract
Price] ("Contract Price") subject to adjustments as provided for in the Contract Documents:
Budget Account No.:
(i) Base Bid $
(ii) Allowance $
(iii) Total Not To Exceed $
[If multi-year: The parties acknowledge that UCBOE operates on a July 1-June 30 fiscal year and that operating
funds are made available to UCBOE on a year to year basis. Accordingly, see Section 27 of Article I of the
Standard Terms and Conditions for All Contracts. The mechanism by which UCBOE shall confirm that funding
is available will be issuance of standard UCBOE purchase orders (each, a "Purchase Order") from time-to-time.
The initial Purchase Order for services is expected to be issued on or about [DATE] and will reflect the amount
of the authorization for the Services for [Described initial scope] in the amount of [Dollar Amount]. Thereafter,
on an as-needed basis as determined by UCBOE, UCBOE may amend existing Purchase Orders from time to
time or issue a new Purchase Order (e.g. at the start of each new fiscal year).]
[If master contract: A separate Purchase Order shall be issued for each assignment and the total amount due
to the Vendor for a particular work assignment shall not exceed the amount shown in the Purchase Order for
that assignment.]
3. Project Coordinator. [Primary Contact for UCBOE] is designated as the Project Coordinator for UCBOE. The Project
Coordinator shall be UCBOE's representative in connection with the Vendor's performance under this Contract.
UCBOE has complete discretion in replacing the Project Coordinator with another person of its choosing.
4. Vendor Supervisor. [Primary Contact for Vendor] is designated as the Vendor Supervisor for the Vendor. The
Vendor Supervisor is fully authorized to act on behalf of the Vendor in connection with this Contract.
5. Terms and Methods of Payment. UCBOE will make payment after invoices are approved on a net 30-day basis.
UCBOE will not pay for services or materials in advance without the prior approval of the Finance Officer. Vendor
to submit invoices on the following schedule: [Invoice Schedule].
6. Standard Terms and Conditions: Vendor agrees to the Standard Terms and Conditions set forth as Attachment A
attached hereto and incorporated herein by reference.
7. Counterpart Execution. This Contract may be executed and recorded in two or more counterparts, each of which
shall be deemed an original and all of which, when taken together, shall constitute one and the same instrument.
Each party shall be entitled to rely upon executed copies of this Contract transmitted by facsimile or electronic
"PDF" to the same and full extent as the originals.
[THE REST OF THIS PAGE HAS BEEN LEFT BLANK INTENTIONALLY]
[SIGNATURES ON NEXT PAGE]
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IN WITNESS WHEREOF, UCBOE and the Vendor have executed this Contract on the day and year first written above.
[CONTRACTOR NAME]
Vendor Name
Signature of Authorized Representative Date
Vendor's Federal Identification #
[if Contract is with Organization or Social Security Number if individual]
THE UNION COUNTY BOARD OF EDUCATION
__________________________________________________________________________
Authorized Representative Date
__________________________________________________________________________
Procurement Director Date
This instrument has been preaudited
in the manner required by the School Budget
and Fiscal Control Act.
_________________________________
Finance Officer Date
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Attachment B
Standard Terms and Conditions
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I. Standard Terms and Conditions for All Contracts
1. Defined Terms, "Contract" means the agreement between UCBOE and Vendor which consists of the applicable
Contract Documents. "Contract Documents" means: (i) any applicable purchase order between Vendor and
UCBOE specifically including all terms and conditions set forth or referenced herein and on the face of a
Purchase Order, (ii) any attachments hereto, (iii) any applicable solicitation documentation related to hereto
(including without limitation any request for proposals or invitation for bids and Vendor's response thereto),
and (iv) any other terms and conditions of a written agreement signed by Vendor and UCBOE that deals with
the same subject matter. "Goods" means any supplies, materials, products or other tangible personal property
provided by Vendor to UCBOE. "Purchase Order" mean any applicable purchase order issued by UCBOE.
"Services" means services, specifically including without limitation construction services, design services,
professional or consulting services and software as a service, "UCBOE" means the Union County Board of
Education. "Vendor" means the party contracting with UCBOE and includes individual and entities that may be
referred to in Contract Documents as "vendor", "seller", "service provider", or "contractor".
2. Written Agreement Signed by Both Parties; Acceptance of Purchase Order Terms and Conditions when there is
not a Separate Written Agreement Signed by Both Parties. When a Contract is signed by both UCBOE and
Vendor then the Purchase Order issued by UCBOE is for administrative convenience and is not part of the
Contract Documents. When there is not a separate Contract signed by both UCBOE and Vendor, then Vendor's
acknowledgment of the terms of any Purchase Order, without timely objection, or Vendor's shipment or
performance of any part of a Purchase Order, constitutes an agreement to all terms and conditions set forth
or referenced herein and on the face of the Purchase Order, together with the terms and conditions of any
other applicable Contract Documents. The terms and provisions set forth in the Contract Documents shall
constitute the entire agreement between Vendor and UCBOE with respect to the purchase by UCBOE of the
Services and/or Goods work performed as described in the Contract Documents. In the event of any conflict
between any terms and conditions of the Contract Documents, the terms and conditions most favorable to
UCBOE shall control. A Purchase Order constitutes an offer by UCBOE and expressly limits acceptance to the
terms and conditions stated therein. No additional or supplemental provision or provisions in variance herewith
that may appear in Vendor's quotation, acknowledgment, invoice, or in any other communication from Vendor
to UCBOE shall be deemed accepted by or binding on UCBOE. UCBOE hereby expressly rejects all such
provisions which supplement, modify or otherwise vary from the terms of the Contract Documents, and such
provisions are superseded by the terms and conditions stated in the Contract Documents, unless and until
UCBOE's authorized representatives expressly assent, in writing, to such provisions. Stenographic and clerical
errors and omissions by UCBOE are subject to correction.
3. Cancellation of Purchase Order. UCPS may cancel any Purchase Order or portion thereof without liability, if:
(a) Vendor fails upon request to give reasonable assurance of timely performance or UCPS otherwise
determines that it has reasonable grounds for insecurity regarding Vendor's performance; (b) conforming
Goods or Services (including the quantities specified for delivery) are not delivered within the time specified
or, if no time is specified, within a commercially reasonable time; (c) Vendor otherwise breaches the Contract
and such breach is not corrected within thirty (30) days following written notice of breach; or (d) cancellation
is otherwise required or allowed by law.
4. Quantities. Shipments must equal exact amounts ordered unless otherwise agreed in writing by UCBOE. The
award of a term contract neither implies nor guarantees any minimum or maximum purchases. Materials
received in excess of quantity specified on the purchase order , at UCBOE option's, may be returned at the
Vendor's expense.
5. Prices. If Vendor's price or the regular market price of any of the Goods covered hereunder is lower than the
price stated in the Contract Documents on the date of shipment of such Goods, Vendor agrees to give UCBOE
the benefit of such lower price on any such Goods. In no event shall Vendor's price be higher than the price
last quoted or last charged to UCBOE unless otherwise agreed in writing. No charges for transportation, boxing,
crating, etc. are allowable unless such charges are included in the Contract Documents.
6. Invoices. It is understood and agreed that orders will be shipped at the established Contract prices in effect on
dates orders are placed. Invoicing at variance with this provision may subject the Contract to cancellation.
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Applicable North Carolina sales tax shall be invoiced as a separate item. Invoices shall be sent to UCBOE's
accounts payable department with a copy to UCBOE Project Coordinator.
7. Freight on Board. All shipments of Goods are FOB destination unless otherwise stated in the Contract
Documents. Any freight charges prepaid by Vendor are to be itemized on the invoice unless stated otherwise
in writing by form of quote, bid, contract. In instances where Goods are shipped against this order by parties
other than those specified on the Purchase Order, the third=party shipper must be instructed to list the UCBOE
purchase order number on all packages, bills of lading, etc. to insure prompt identification of order.
8. Taxes. Taxes are included in the Contract Price. Applicable taxes shall be invoiced as a separate item for
UCBOE's records.
9. Payment Terms. Payment terms are Net 30 days after receipt of correct invoice or acceptance of Goods,
whichever is later.
10. Condition and Packaging. Unless otherwise provided by special terms and conditions or specifications, it is
understood and agreed that any item offered or shipped has not been sold or used for any purpose and shall
be in first class condition. All containers/packaging shall be suitable for handling, storage or shipment.
11. Safety Data Sheets. Safety Data Sheets must be provided with shipment of all chemicals."
12. Delays in Shipment. Time and date of delivery are of the essence, except when delay is due to causes beyond
Vendor's reasonable control and without Vendor's fault or negligence.
13. Risk of Loss. Vendor shall have the risk of loss of and damage to the Goods subject to the Contract Documents
until such Goods are delivered to the destination and accepted by UCBOE or its nominee.
14. Rejection. All Goods shall be received subject to UCBOE's inspection. Goods that are defective in workmanship
or material or otherwise not in conformity with the requirements of the Contract Documents may be rejected
and returned at Vendor's expense or may be accepted at a reduced price. UCBOE may require Vendor to
promptly replace or correct any rejected Goods Services and, if Vendor fails to do so, UCBOE may contract with
a third party to replace such Goods Services and charge Vendor the additional cost.
15. Warranties. Vendor warrants that all Goods delivered hereunder will be free from defects in materials and
workmanship and will conform strictly to the specifications, drawings, or samples specified or furnished. This
warranty shall survive any inspection, delivery, acceptance or payment by UCBOE of the Goods and shall run
to UCBOE and any user of the Goods. This express warranty is in addition to Vendor's implied warranties of
merchantability and fitness for a particular purpose which shall not be disclaimed. In addition to any other
rights available at law or equity, UCBOE shall be entitled to all rights and remedies provided by the Uniform
Commercial Code, Chapter 25 of the North Carolina General Statutes, for breach of express warranties and
implied warranties of merchantability or fitness for a particular purpose, including but not limited to
consequential and incidental damages.
16. Compliance with All Laws. Vendor warrants that all performance hereunder shall be in accordance with all
applicable federal, state and local laws, regulations and orders. The right of Vendor to proceed may be
terminated immediately by written notice if UCBOE determines that Vendor, its agent or another
representative, has violated any provision of law.
17. Use of Federal Funds. If the source of funds for this Contract is federal funds, the following federal provisions
apply pursuant to 2 C.F.R. 200.326 and 2 C.F.R. Part 200, Appendix II (as applicable):Equal Employment
Opportunity (41 C.F.R. Part 60); Davis-Bacon Act (40 U.S.C. 3141-3148); Copeland "Anti-Kickback" Act (40 U.S.C.
3145); Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708); Clean Air Act (42 U.S.C. 7401-
7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387); Debarment and Suspension
(Executive Orders 12549 and 12689); Byrd Anti-Lobbying Amendment (31 U.S.C. 1352); Procurement of
Recovered Materials (2 C.F.R. 200.322); and Record Retention Requirements (2 CFR 200.324).
18. Registered Sex Offenders; Jessica Lunsford Act. Under North Carolina law, certain sex offenders are prohibited
from coming onto school campuses. Vendor agrees to conduct an annual check of the N.C. Sex Offender and
Public Protection Registration Program, the N.C. Sexually Violent Predator Registration Program and the
National Sex Offender Registry for all of its employees whose job involves direct interaction with students as
part of the job. UCBOE prohibits any personnel listed on such registries from being on any property owned or
operated by UCBOE and from having any direct interaction with students. As a term of the Agreement, said
checks must be performed by the Vendor and reported to UCBOE's Superintendent or designee, if Vendor's
employees will be working directly with students. Under provisions set forth in the Jessica Lunsford Act under
North Carolina law, the signature below certifies that neither Vendor nor any employee or agent of Vendor is
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