IFB 2026-051 Rebid Detention Center Freezer and Cooler Replacement

Invitation for Bid No. 2026-051
Detention Center Walk-In Freezer and Cooler Replacement
Due Date: February 25, 2026
Time: 2:00 PM Local Time
Submittal Location: Union County Procurement Department
610 Patton Avenue
Monroe, NC 28110
Non-Mandatory Pre-Bid Conference
Date: February 10, 2026
Time: 9: 30 AM Local Time
Location: Union County Detention Center
3344 Presson Road
Monroe, NC 28112
Procurement Contact:
Juan Rodriguez-Cruz
Procurement Specialist
704.283.3519
Juan.Rodriguez-Cruz@unioncountync.gov

Contents
1 Notice of Advertisement ................................................................................................................ 4
2 Bid Submission .............................................................................................................................. 5
2.1 BID SUBMISSION DEADLINE ................................................................................................................................... 5
2.2 BID DELIVERY REQUIREMENTS .............................................................................................................................. 5
2.3 NON-MANDATORY PRE-BID CONFERENCE AND SITE VISIT .................................................................................... 5
2.4 BID QUESTIONS ...................................................................................................................................................... 5
2.5 BID ADDENDUM ..................................................................................................................................................... 6
3 Instructions .................................................................................................................................... 6
3.1 COMMUNICATIONS ................................................................................................................................................. 6
3.2 BIDDERS ACKNOWLEDMENT .................................................................................................................................. 6
3.3 DUPLICATE BIDS .................................................................................................................................................... 6
3.4 BID SIGNATURES .................................................................................................................................................... 6
3.5 BIDDERS RESPONSIBILITIES .................................................................................................................................... 6
4 Introduction ................................................................................................................................... 7
4.1 PURPOSE ................................................................................................................................................................ 7
4.2 COUNTY ................................................................................................................................................................. 7
5 Scope ............................................................................................................................................... 7
6 Specifications.................................................................................................................................. 7
6.1 WALK-IN FREEZER REPLACEMENT SPECIFICATIONS............................................................................................... 8
6.2 COOLER REPLACEMENT SPECIFICATIONS ............................................................................................................... 8
6.3 SIZE OF COOLER/FREEZER ...................................................................................................................................... 8
6.4 DEMOLITION AND REMOVAL .................................................................................................................................. 8
6.5 SITE PREPARATION ................................................................................................................................................. 8
6.6 INSTALLATION OF NEW WALK-IN UNIT .................................................................................................................. 8
6.7 REFRIGERATION SYSTEM INSTALLATION ............................................................................................................... 8
6.8 ELECTRICAL WORK ................................................................................................................................................ 8
6.9 SEALING AND FINISHING ........................................................................................................................................ 9
6.10 TESTING AND COMMISSIONING .............................................................................................................................. 9
6.11 WALK-IN FREEZER AND COOLER LAYOUT ............................................................................................................. 9
6.12 WARRANTY OF WORK............................................................................................................................................ 9
6.13 INFORMATION PROVIDED BY BIDDER ..................................................................................................................... 9
6.14 ATTACH TO BID ...................................................................................................................................................... 9
6.14.1 Product Specifications ................................................................................................................................... 9
6.14.2 References ..................................................................................................................................................... 9
6.14.3 Sub contractor List ...................................................................................................................................... 10
6.14.4 Materials List............................................................................................................................................... 10
6.15 MANUFACURERS' NAMES .................................................................................................................................... 10
6.16 DEVIATIONS ......................................................................................................................................................... 10
6.17 DELIVERY AND CHARGES ..................................................................................................................................... 10
6.18 DELIVERY LOCATION ........................................................................................................................................... 10
6.19 CLEANUP .............................................................................................................................................................. 11
7 Evaluation of Bids and Award Procedures ............................................................................... 11
7.1 BID INFORMATION ................................................................................................................................................ 11
7.2 TERMS OF SUBMISSION ......................................................................................................................................... 11
7.3 EVALUATION OF BIDS .......................................................................................................................................... 12
7.4 BID AWARD ......................................................................................................................................................... 12
7.5 SHERIFF'S OFFICE REQUIREMENTS ....................................................................................................................... 12
7.6 APPLICATION OF NORTH CAROLINA GENERAL STATUTES .................................................................................... 12
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Union County, North Carolina
IFB 2026-051 Detention Center Walk-In Freezer and Cooler Replacement

8 General Conditions and Requirements ..................................................................................... 12
8.1 MINIMUM REQUIREMENTS FOR BIDDERS ............................................................................................................. 12
8.2 TERMS AND CONDITIONS...................................................................................................................................... 13
8.3 TAXES .................................................................................................................................................................. 13
8.4 IFB EXPENSES ...................................................................................................................................................... 14
8.5 CERTIFICATION .................................................................................................................................................... 14
8.6 FINANCIAL INFORMATION .................................................................................................................................... 14
8.7 MATERIALS APPROVAL ........................................................................................................................................ 15
8.8 CONTRACTUAL OBLIGATIONS .............................................................................................................................. 15
8.9 COMPLIANCE WITH LAWS .................................................................................................................................... 15
8.10 SUB-CONTRACTOR/PARTNER DISCLOSURE .......................................................................................................... 15
8.11 EXCEPTION TO THE IFB ........................................................................................................................................ 16
8.12 MODIFICATION OR WITHDRAWAL OF BID ............................................................................................................ 16
8.13 CONTRACT COMMENCEMENT .............................................................................................................................. 16
8.14 DISPUTES.............................................................................................................................................................. 16
8.15 RIGHT OF CANCELLATION .................................................................................................................................... 16
8.16 EQUAL EMPLOYMENT OPPORTUNITY ................................................................................................................... 16
8.17 MINORITY AND SMALL BUSINESS PARTICIPATION PLAN ...................................................................................... 17
8.18 LICENSES .............................................................................................................................................................. 17
8.19 E-VERIFY ............................................................................................................................................................. 17
8.20 DRUG-FREE WORKPLACE .................................................................................................................................... 17
8.21 INSURANCE .......................................................................................................................................................... 17
8.22 INDEMNIFICATION ................................................................................................................................................ 20
9 Appendix A - Bid Form .............................................................................................................. 21
10 Appendix B - Bid Submission Form .......................................................................................... 23
11 Appendix C - Addendum and Anti-Collusion Form................................................................ 24
12 Appendix D - Sample Tax Form ............................................................................................... 25
13 Appendix E - Sample Non-Disclosure Agreement ................................................................... 26
14 Appendix F - Template Contract............................................................................................... 27
15 Appendix G - Detention Center Drawing ................................................................................. 28
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Union County, North Carolina
IFB 2026-051 Detention Center Walk-In Freezer and Cooler Replacement

1 NOTICE OF ADVERTISEMENT
Union County, North Carolina
IFB No. 2026-051
Detention Center Walk-In Freezer and Cooler Replacement
Sealed bids for a Union County Detention Center Walk-In Freezer will be received by the Union
County Procurement Department until 2:00 PM local time on February 25, 2026, at the Union
County Procurement Department, 610 Patton Avenue, Monroe, NC 28110, at which time the bids
will be opened and read aloud. Late bids will not be accepted.
If a Bid is sent by mail or other delivery system, the sealed envelope containing the Bid shall be
enclosed in a separate package plainly marked on the outside with the notation "BID ENCLOSED
- 2026-051" and shall be addressed to Union County Procurement Department, Attn: Juan
Rodriguez-Cruz, 610 Patton Avenue, Monroe, NC 28110.
A Non-Mandatory Pre-Bid Meeting and Site Visit will be held on February 10, 2026, at 9:30 AM
local time at the Union County Detention Center, 3344 Presson Road, Monroe NC 28110.
Attendance at this meeting is strongly encouraged.
Project Scope of Work: Complete removal of existing walk-in freezer and cooler units, site
preparation, installation of new insulated panels for walls and ceiling, installation of new doors,
installation of a new refrigeration system, electrical connections, proper sealing and caulking, and
final testing and clean-up; ensuring compliance with local building codes and food safety
standards throughout the process.
Copies of the solicitation may be obtained free of charge from the locations listed below:
1. Download the Solicitation Documents from the Union County website:
https://www.unioncountync.gov/departments/bids-procurement/current-bids
2. Download the Solicitation Documents from the State of North Carolina eVP website:
https://evp.nc.gov/solicitations/ (Search County of Union)
Bidders must have a Class 1 Refrigeration License and Electrical License to do work in the State of
North Carolina.
All questions about the meaning or intent of the Bidding Documents are to be submitted in writing to
the Procurement contact person listed on the cover page (Juan.Rodriguez-
Cruz@unioncountync.gov). Deadline for questions is February 17, 2025, at 3:00 PM local time.
Bidders are required to comply with the non-collusion requirements set forth in the Bidding Documents.
The County reserves the right to reject any and/or all bids, including, without limitation,
nonconforming, nonresponsive, unbalanced, or conditional bids. The County also reserves the
right to waive informalities and request clarification as needed.
Union County encourages good faith effort outreach to Minority Businesses (HUB Certified) and
Small Businesses.
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Union County, North Carolina
IFB 2026-051 Detention Center Walk-In Freezer and Cooler Replacement

2 BID SUBMISSION
2.1 BID SUBMISSION DEADLINE
Sealed bids are to be received by the Union County Procurement and Contract
Management Department for Detention Center Walk-In Freezer and Cooler Replacement
until February 25, 2026 at 2:00 PM local time at the Union County Procurement
Department, 610 Patton Avenue, Monroe, NC 28110. Late bids will not be accepted.
2.2 BID DELIVERY REQUIREMENTS
All Bids must be in a sealed box or opaque envelope plainly marked as follows:
[Name of Contractor Submitting Bid]
IFB No. 2026-051
Detention Center Walk-In Freezer and Cooler Replacement
Attention: Juan Rodriguez-Cruz
Company name and the solicitation name/number must be visible on the delivery
box/envelope. Ship, Mail, or Hand Deliver to the following address:
Union County Procurement Department
Attention: Juan Rodriguez-Cruz
610 Patton Avenue
Monroe, NC 28110
Electronic (email) or facsimile submissions will not be accepted.
There is no expressed or implied obligation for Union County to reimburse firms for any
expenses incurred in preparing Bids in response to this request.
Union County reserves the right to reject any or all Bids, to waive technicalities and to
make such selection deemed in its best interest. Union County, at its sole discretion,
reserves the right to supplement, amend, substitute or otherwise modify this IFB at any
time, to cancel this IFB with or without the substitution of another IFB, and to issue
additional request for information.
2.3 NON-MANDATORY PRE-BID CONFERENCE AND SITE VISIT
A Non-Mandatory, Pre-Bid Conference will be held on February 10, 2026 at 9:30 AM
Local Time at the Union County Detention Center, 3344 Presson Road, Monroe, NC
28112. Representatives from Facilities Management will be on hand to give a brief
overview of the project and to answer questions. Although attendance at this meeting is
not mandatory, it is strongly encouraged.
2.4 BID QUESTIONS
Bid questions will be due on or before February 17, 2026 at 3:00 PM local time. The
primary purpose of this is to provide participating Contractors with the opportunity to ask
questions, in writing, related to the IFB.
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Union County, North Carolina
IFB 2026-051 Detention Center Walk-In Freezer and Cooler Replacement

Submit questions by email to Juan Rodriguez-Cruz at Juan.Rodriguez-
Cruz@unioncountync.gov by the deadline shown above. (Do not send question in a graph
or Excel sheet format.) The email subject line should be identified as follow: Questions for
IFB 2026-051 Detention Center Walk-In Freezer and Cooler Replacement. All questions
and answers may be posted as addenda on the County Website and the North Carolina
eVP Website as indicated on the Advertisement Page of this solicitation.
2.5 BID ADDENDUM
Union County may modify the IFB prior to the date fixed for submission of Bids by the issuance
of an addendum. Should an Offeror find discrepancies or omissions in this IFB, or any other
documents provided by Union County, the Offeror should immediately notify the County of such
potential discrepancy in writing via email as noted above.
Any addenda to these documents shall be issued in writing. No oral statements,
explanations, or commitments by anyone shall be of effect unless incorporated in the
written addenda. Receipt of Addenda shall be acknowledged by the Offeror on Appendix
C Addendum and Anti-Collusion Form.
3 INSTRUCTIONS
3.1 COMMUNICATIONS
All communications, any modifications, clarifications, amendments, questions, responses
or any other matters related to the Invitation for Bid (IFB) must be made only through the
Procurement Contact noted on the cover of this IFB. A violation of this provision is cause
for the County to reject a Company's bid. No contact regarding this document with other
County employees is permitted and may be grounds for disqualification.
3.2 BIDDERS ACKNOWLEDMENT
The Bid will remain subject to acceptance for 90 days after the Bid Opening, or for such
longer period of time that Bidder may agree to in writing upon request of Owner.
3.3 DUPLICATE BIDS
No more than one (1) bid from any Bidder will be considered by the County. In the event
that multiple bids are submitted in violation of this provision, the County will have the right
to determine which bid will be considered, or at its sole option, reject all such multiple bids.
3.4 BID SIGNATURES
An authorized company official must sign Bids. Each signature represents binding
commitment upon the Bidder to provide the goods and/or services offered to the County
if the Bidder is determined to be the lowest responsive, responsible Bidder.
3.5 BIDDERS RESPONSIBILITIES
The Bidder must be capable, either as a firm or a team, of providing all parts as described
herein. Exclusion of any parts or services for this Bid may serve as cause for rejection.
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Union County, North Carolina
IFB 2026-051 Detention Center Walk-In Freezer and Cooler Replacement

The successful Bidder will be responsible for all work in this solicitation whether they are
provided or performed by the successful Bidder or subcontractor(s). Further, the County
will consider the successful Bidder to be the sole point of contact with regard to contractual
matters, including payment of any and all charges resulting from the cost of any contract.
4 INTRODUCTION
4.1 PURPOSE
Union County, North Carolina is soliciting bids from experienced and qualified firms to
provide a walk-in freezer and cooler for use at the Union County Detention Center as
described in this IFB.
4.2 COUNTY
Union County, North Carolina (population 263,386) is located in the central, southern
piedmont. The County provides its citizens with a full array of services that include public
safety, water/wastewater utilities and sanitation, human services, cultural and recreational
activities, and general government administration.
5 SCOPE
Contractor will provide complete removal of existing one (1) W. A. Brown walk-in freezer, model
UDS-4 and two (2) cooler units, model UDS-4, site preparation, installation of new insulated
panels for walls and ceiling, installation of new doors, installation of a new Trenton refrigeration
system, electrical connections, proper sealing and caulking, and final testing and clean-
up; ensuring compliance with local building codes and food safety standards throughout the
process. The following should be met or exceeded:
* The scope of work will be tailored to the specific project, including the size, design,
desired temperature range, and features of the new walk-in freezer and cooler.
* Ensure compliance with all local building codes and food safety regulations regarding
refrigeration units.
* Obtain any necessary permits for the installation process.
* A qualified refrigeration license contractor with experience in commercial walk-in
freezer/cooler installation.
* Duly licensed contractor for the proposed work in the State of North Carolina, and that
all fees, permits, etc. pursuant to submitting this proposal have been paid in full
* All work to be performed during normal business hours: 7:00 am to 5:00 pm, Monday -
Friday. Work on County's holidays is not permitted.
* The successful bidder will provide full project management and project scheduling with
updates and provide all permits, insurance, and licenses.
* The installation of the freezer must be completed 120 days from Notice of Award.
* A temporary Freezer/Cooler unit will need to be supplied large enough to support the
Detention Center food during the length of time while replacing the Freezer/Cooler.
6 SPECIFICATIONS
All Products and component parts furnished under the Contract shall be Year 2025/2026 and
new, shall comply with the specifications and terms and conditions set forth in this IFB, and shall
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Union County, North Carolina
IFB 2026-051 Detention Center Walk-In Freezer and Cooler Replacement

operate in full compliance with these Specifications. Pricing indicates a full Turnkey project,
including but not limited to engineering, management, equipment, and installation.
Contractor shall provide all engineering, material, and labor to remove current walk-in freezer and
cooler and to replace existing walk-in freezer and cooler.
6.1 WALK-IN FREEZER REPLACEMENT SPECIFICATIONS
* One (1) Trenton - M/ TEZA025L8HT3DF, 2.5 HP, Low Temp Refrigeration
Condensing Unit 208/230 3P.
* One (1) Trenton - M/TPLP211LES2DR6, 2 Fan Evap., 11000 BTU, Low Temp
Electric Defrost 208/230 1P.
6.2 COOLER REPLACEMENT SPECIFICATIONS
* One (1) Trenton - M/TEZA008H8HT3DB, .8 HP Refrigeration Condensing Unit
208/230 3P.
* One (1) Trenton - M/TPLP209MAS1DR6, 2 Fan Evap., 9000 BTU 115 V 1P.
6.3 SIZE OF COOLER/FREEZER
1. (1) 9' x 10' cooler box with floor.
2. (1) 13'10" x 8" x 8" freezer box with floor.
3. (1) 13'6" x 10" x 8" cooler box with floor.
4. See Appendix G - Drawings for shape of the freezer and cooler.
5. Both units 404A.
6.4 DEMOLITION AND REMOVAL
* Dismantle and remove existing walk-in freezer and cooler panels, doors, and
refrigeration units.
* Dispose of debris properly.
6.5 SITE PREPARATION
* Clean and level the floor area where the new walk-in will be installed.
* Address any existing floor imperfections or moisture issues.
6.6 INSTALLATION OF NEW WALK-IN UNIT
* Delivery and placement of prefabricated insulated panels (walls, ceiling, floor).
* Assemble panels according to manufacturer's instructions.
* Install door frames and doors with proper seals and locking mechanisms.
6.7 REFRIGERATION SYSTEM INSTALLATION
* Install new refrigeration unit (compressor, condenser, evaporator coils).
* Connect refrigerant lines and electrical wiring.
* Install necessary controls and monitoring devices (thermostats, pressure
gauges).
6.8 ELECTRICAL WORK
* Run dedicated electrical lines (if needed) to the new units.
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Union County, North Carolina
IFB 2026-051 Detention Center Walk-In Freezer and Cooler Replacement

* Install necessary electrical components (disconnects, circuit breakers), if
needed.
* Reconnect electrical.
* Electrical License required.
6.9 SEALING AND FINISHING
* Apply sealant around all panel joints and door seals to ensure proper insulation.
* Install interior floor covering (if required).
* Install lighting fixtures.
6.10 TESTING AND COMMISSIONING
* Thoroughly test the refrigeration system for proper cooling and temperature
control.
* Check for leaks and ensure all components are functioning correctly.
6.11 WALK-IN FREEZER AND COOLER LAYOUT
A drawing of the space for the installation is located in Appendix G.
6.12 WARRANTY OF WORK
Warranty of Work shall meet or exceed 3 years parts and 1 year labor. The Contractor
warrants that all Work shall be new and of good quality and performed in a good and
workmanlike manner. Contractor shall, at its own expense, at the request of Union County,
promptly replace or repair any defective or deficient Work for a period of one year after
completion of Work. The express warranty contained in this section shall not diminish any
of Union County's rights against Contractor with respect to the time within which
proceedings may be commenced to establish Contractor's liability with respect to
Contractor's obligations other than specifically to correct Work.
6.13 INFORMATION PROVIDED BY BIDDER
The Bidder will provide the following on Appendix A - Bid Form:
1. Warranty
2. Licensure
3. NC Secretary of State ID No.
6.14 ATTACH TO BID
6.14.1 PRODUCT SPECIFICATIONS
Provide product technical data/specification documents (cut sheets). Please do
not include any sales or marketing brochures.
6.14.2 REFERENCES
Bidders shall provide 3 references for similar projects to include:
* Company Name
* Contact Name and Title
* Direct Phone Number
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Union County, North Carolina
IFB 2026-051 Detention Center Walk-In Freezer and Cooler Replacement

* Email Address
6.14.3 SUB CONTRACTOR LIST
If subcontractors are to be used on this project, please provide the following:
* Company Name
* Specialty Work
* License No.
* Contact Name and Title
* Address
* Direct Phone Number
* Email Address
6.14.4 MATERIALS LIST
Provide a complete materials list to complete this project. For the freezer and
coolers, include manufacturer, model number and year.
6.15 MANUFACURERS' NAMES
Any manufacturers' names, trade names, brand names, information and/or catalog
numbers used herein are for purpose of description and establishing general quality levels.
Such references are not intended to be restrictive and equivalent products of any
manufacturer may be offered. Determination of equivalency shall rest solely with the
County.
6.16 DEVIATIONS
Any deviations from specifications and requirements herein must be clearly pointed out by
bidder. Otherwise it will be considered that products offered will be in strict compliance
with these specifications and requirements, and successful bidder will be held responsible
therefor. Deviations must be explained in detail on an attached sheet. However, no
implication is made by Union County that deviations will be acceptable. Bidder is advised
that the response (or lack thereof) on this question does not take precedence over specific
responses or non-responses provided elsewhere in this bid.
6.17 DELIVERY AND CHARGES
All bids shall include all delivery and/or freight charges to addresses specified in this document.
No additional freight shall be charged at time of delivery. Risk of loss and/or damage shall be
upon the seller until such time as goods have been physically delivered and received by the
County.
6.18 DELIVERY LOCATION
Deliveries shall be FOB Destination to the address shown below:
Union County Detention Center
3344 Presson Road
Monroe, NC 28112
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Union County, North Carolina
IFB 2026-051 Detention Center Walk-In Freezer and Cooler Replacement