Chiller Replacement New Town Rebid

Invitation for Bid
Formal
BID NO. 6-97648059
TITLE: Chiller Replacement
New Town Elementary School
PROCUREMENT
LEAD: Lynn Elms
UCPS Purchasing Department
facilitiesbids@ucps.k12.nc.us
BID/QUOTE SUBMITTAL
Sealed Bids will be received no later than 2:00 pm Est time on Thursday, April 23, 2026 at Union County Public Schools,
Facilities Department, 201 Venus St, Monroe, NC 28112. All sealed bids must be in an envelope marked with
Bid # 6-97648059, Attention: Lynn Elms.
Refer to Bidder's checklist for documents required for bid submittal.
PREBID MEETING
Prebid will not be held.
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 4:00 pm, Wednesday, April 15, 2026. Please include the following in the subject line: "Bid# 6-97648059 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
by 3:00 pm, Thursday, April 16, 2026.
DESCRIPTION OF PROJECT:
Union County Public Schools seeks formal 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 B: HUB Supplemental Vendor Information.
E-VERIFY AND IRAN DIVESTMENT ACT NOTICE
Pursuant to North Carolina law, the successful bidder will be required to comply with the E-Verify requirements set forth
in Article 2 of Chapter 64 of the North Carolina General Statutes and the Iran Divestment Act set forth in N.C.G.S. 147-
86.58.
BIDDERS CHECKLIST
o Executed Cost Proposal
o Good Faith Efforts (Affidavit A, B, Identification of Minority Participation Form)
o 5% Bid Bond
RECOMMENDATION OF AWARD
o Certificate of Insurance (meeting the requirements stated within Attachment A).
o Good Faith Efforts (Affidavit C or D)
o 100% Performance and Payment Bond (within 10 days of award).
o E-Verify Affidavit
o Iran Divestment Certification
No Contract shall be executed, and no work shall commence, until all required documentation has been received and
approved.
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Exhibit 1
SCOPE OF WORK
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PART 1-GENERAL
Union County Public Schools is soliciting bids for Chiller Replacement at New Town School.
Contractor is to provide all labor, equipment, materials, permits, fees, inspections, etc. to provide a turnkey project as
indicated on the drawings and specifications provided by Optima Engineer, P.A. (Exhibit 2). Permits and Inspections shall
be provided to assigned UCPS Project Coordinator.
Note: Drawings are provided in order to give a general description of the Work. Contractor is to visit the site and field
verify all existing conditions that may affect the design and layout of this project prior to preparation of submittals.
Contractor shall comply with all current local, state, and national codes and regulations. This includes, but not limited
to, complying with all ADA requirements. In the event of a conflict between the Scope of Work and code regulations, the
Contractor shall notify the Engineer for direction.
Contractors shall be properly licensed within the state of North Carolina to complete work identified within the bid
documents, have successfully completed projects of this type and size for a minimum of 5 years, and be able to provide
references within 24 hours of request.
PART 2-SAFETY
Contractor is solely responsible for safeguarding the project areas through the duration of the project including, but not limited
to, barricades and snow fencing.
The Contractor may setup on site at a location authorized by the assigned UCPS Project Coordinator. Any equipment or
supplies left on school property shall be securely locked. UCPS will not be responsible for damages or theft of
Contractor's or 3rd party (i.e. rental equipment) property.
Contractor shall require all employees to abide by the OSHA safety guidelines. A written safety policy shall be provided
to the assigned UCPS Project Coordinator within 24 hours of request.
Contractor shall perform due diligence to ensure all representatives of the Contractor including, but not limited to,
subcontractors are Covid free prior to arrival.
All representatives of Contractor shall dress appropriate for school environment and perform work in a professional
manner. Compliance is at the sole discretion of Union County Public Schools. Any individual who is not in compliance
will be asked to leave Union County Public School property.
There are not to be any drugs, firearms, tobacco, or weapons on school property.
Contractor's Project Manager shall provide daily, to front office of worksite, a list of employees working onsite.
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PART 3-WARRANTY
Refer to Draft Contract for Warranty Information (Exhibit 3).
Contractor is responsible for damages to UCPS property as a direct result of this project. Contractor shall repair,
replace to the fullest extent as needed to restore the property to the original state at no cost to Union County
Public Schools.
PART 4-PROJECT SCHEDULE
The project is to be completed during the summer break.
Interior Work may be performed during operating hours provided no interruption to the students or staff. Exterior Work can
take place anytime. Existing HVAC system must remain in operation until the changeover takes place. All work is to
be closely scheduled with assigned UCPS Project Coordinator to ensure no disruption to school activities.
Contractor shall list the number of consecutive calendar days required for completion.
Contractor shall appoint a Project Manager to be the sole point of contact through the duration of the project. The
Project Manager shall be fluent in the English Language (speaking and writing). The Project Manager shall be easily
accessible via telephone and email. At minimum, a status update shall be provided to the assigned UCPS Project
Coordinator on biweekly.
PART 5-ALLOWANCE FUNDS
Definition: A designated amount of funds included in the contract amount for unforeseen conditions.
When an unforeseen condition arises, Contractor is to submit a written request for the amount of funds needed. The
request shall be accompanied with backup documentation for the request (i.e. materials and labor quotes).
If approved, UCPS is to provide a signature of approval to the Contractor.
All unused funds will be credited to UCPS at the end of the project.
Amount of Allowance Funds allocated to this project is $40,000.
SPACE PURPOSELY LEFT BLANK
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Alternate 1
Alternate M1 - Ten- Year Warranty on Chiller Parts and Labor
Provide a 10-year warranty on parts and labor for both chillers.
This warranty shall include all components, materials, and labor necessary to maintain proper chiller
operation for a period of ten (10) years from the date of substantial completion.
The extended warranty shall be issued by the chiller manufacturer or an authorized representative and shall
cover, at minimum:
* All major chiller components
* All associated parts required for normal operation
* All labor required for diagnosis, repair, or replacement of covered components
* All travel, service charges, and other costs necessary to perform warranty work
Contractor shall provide all required documentation confirming warranty coverage prior to project closeout.
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EXHIBIT 2
Drawings & Specifications Provided by Optima Engineer, P.A.
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UCPS New Town Elementary School 03-01-2026
Chiller Replacement
SECTION 23 - MECHANCIAL
Division Section Title
230500 COMMON WORK RESULTS FOR HVAC
230519 METERS AND GAGES FOR HVAC EQUIPMENT
230523 GENERAL DUTY VALVES FOR HVAC PIPING
230529 HANGERS AND SUPPORTS FOR HVAC PIPING AND EQUIPMENT
230553 IDENTIFICATION FOR HVAC PIPING AND EQUIPMENT
230593 TESTING, ADJUSTING, AND BALANCING FOR HVAC
230700 HVAC INSULATION
230900 BUILDING AUTOMATION SYSTEM
232113 HYDRONIC PIPING
232123 HYDRONIC PUMPS
232500 WATER TREATMENT
236423 AIR COOLED CHILLER
019113 CX-ALLOY - GENERAL COMMISSIONING
230800 CX-ALLOY - MECHANICAL SYSTEMS COMMISSIONING
END OF TABLE OF CONTENTS
TABLE OF CONTENTS - 1
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UCPS New Town Elementary School 03-01-2026
Chiller Replacement
SECTION 230500 - COMMON WORK RESULTS FOR HVAC
PART 1 - GENERAL
1.1 RELATED PROVISIONS
a. The requirements of the general conditions and of Division 01 apply to that portion
of the work specified in this section.
b. These specifications and the accompanying drawings shall include the furnishing of
all labor, tools, materials, fixtures, transportation, appurtenances and service
necessary and incidental to the installation of a complete and operative system as
indicated and intended on the Drawings and as herein specified.
c. Contractor shall coordinate the work and equipment of this division with the work
and equipment specified elsewhere in order to assure a complete and satisfactory
installation. Work such as excavation, backfill, concrete, flashing, etc., which is
required by the work of this Division of the Specifications, shall be provided by this
Division unless otherwise indicated.
d. Minor details not usually shown or specified, but necessary for the proper
installation and operation, shall be included in the work, the same as if herein
specified or shown.
1.2 DESCRIPTION OF THE WORK:
a. Work included under this Division includes installation of a new cooling and heating
system and associated electrical system and controls system. The systems shall be
installed complete, with boilers, piping, chiller, pumps and auxiliaries as hereinafter
called for. Miscellaneous items including conduits, concrete slab, etc., are to be
provided as indicated.
b. It shall be the responsibility of the Contractor to provide a complete and operating
system according to the true intent and meaning of the plans and specifications and
all pipe, controls and equipment, etc.
1.3 DEFINITION
a. The word "Contractor" as used in this Section of the Specifications refers to the
HVAC Contractor unless specifically noted otherwise. The word "provide" means
furnish, fabricate, complete, install, erect, including labor and incidental materials,
necessary to complete in place and ready for operation or use the items referred to or
described herein, and/or as shown or referred to on the Contract Drawings.
1.4 HVAC CONTRACTOR'S QUALIFICATIONS
a. It is assumed that the contractor has had sufficient general knowledge and
experience to anticipate the needs for a construction of this nature. The contractor
shall furnish all items required to complete the construction in accordance with
COMMON WORK RESULTS FOR HVAC 230500 - 1
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UCPS New Town Elementary School 03-01-2026
Chiller Replacement
reasonable interpretation of the intent of the Drawings and Specifications. Any
minor items required by Code, law or regulations shall be provided whether or not
specified or specifically shown.
b. All work must be done by first class and experienced mechanics properly supervised,
and it is understood that the Engineer has the right to stop any work that is not being
properly done and has the right to demand that any incompetent workman be
removed from the job and a competent workman be substituted therefor.
c. All work must be done in strict accordance with standards of AME, ASHRAE and
the building laws of all character in force in the locality where the apparatus is being
installed. All work must also be in accordance with rules and regulations of the
National Board of Fire Underwriters.
1.5 DUTIES OF CONTRACTOR
a. Contractor is responsible for familiarizing himself with the details of the
construction of the building. Work under these specifications installed improperly or
which requires changing due to improper reading or interpretation of building plans
shall be corrected and changed as directed by Engineer without additional cost to the
Owner.
b. Contractor shall leave the premises in a clean and orderly manner upon completion
of work, and shall remove from premises all debris that has accumulated during the
progress of the work. The HVAC Contractor shall have the permanent HVAC
systems in sufficient readiness for furnishing temporary climatic control at the time
the building is enclosed. The HVAC systems control shall maintain climatic control
throughout the enclosed portion of the building sufficient to allow completion of the
interior finishers of the building. A building shall be considered enclosed when it
has windows installed and when doorways and other openings have protection which
will provide reasonable climatic control. The appropriate climatic condition shall be
jointly determined by the Contractor and the Architect. Use of the equipment in this
manner shall in no way affect the warranty requirements of the Contractor.
1.6 CODES, RULES, PERMITS AND FEES
a. The contractor shall give all necessary notices, obtain all permits and pay all
government sales taxes, fees and other costs including utility connections or
extension, in connection with his work; file all necessary plans, prepare all
documents and obtain all necessary approvals of all governmental departments
having jurisdiction; obtain all required certificates for inspection for his work and
deliver same to the Architect before request for acceptance and final payment for the
work.
b. The contractor shall include in the work, without extra cost to the Owner, any labor,
materials, services, apparatus, ordinances, rules and regulations as required to
complete the project in accordance with the intent of the drawings.
c. All materials furnished and all work installed shall comply with the National Fire
Codes of the National Fire Protection Association, with the requirements of all
governmental departments having jurisdiction.
COMMON WORK RESULTS FOR HVAC 230500 - 2
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