Ductless Air Conditioning Units

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
REQUEST FOR QUOTATION
RFQ Description: Ductless Air Conditioning Units
RFQ Number: 27-11
April 14, 2026
The Town of Westerly/Westerly Public Schools, Westerly, RI, acting through its
Purchasing Agent, is hereby soliciting sealed bids for the above referenced RFQ and you
are hereby invited to submit a lump sum for the Scope of Work described in this Request
for Quotation, in strict accordance with the Bid Documents.
TERMS AND CONDITIONS
Bids shall be based on the Terms and Conditions as referenced in this Request for
Quotation.
BID DUE DATE/SUBMITTING INSTRUCTIONS
BIDS ARE DUE and MUST BE SUBMITTED on the attached BID FORM, Attachments B, NO LATER
THAN 2:00 p.m., EST, May 5, 2026. A Bid submitted on other than the attached BID BREAKDOWN
FORM may be rejected. Envelopes containing bids must be sealed and addressed to the
undersigned, at the Purchasing Department, Town of Westerly, 45 Broad Street, Westerly, RI
02891 and must be clearly marked with the Name and Address of Bidder, Bid Due Date and Time,
and RFQ Number and Title. Bidders must include the original plus and a Public copy on a flash
drive as defined in the Instruction to Bidders.
Pre-bid Site Walk
A Mandatory pre-bid walkthrough is scheduled for April 21, 2026 at 8:30 AM will begin
at Springbrook Elementary School, 39 Springbrook Road., Westerly, RI 02891.
Schedule
1. Issue Request for Proposal 4/14/26
2. Prebid meeting 4/21/26 at 8:30 AM
3. Questions Due By 4/27/26 at 12:00 PM
4. RFI Response 4/28/26
5. Proposal Submission 5/5/26 by 2:00 PM
6. Vendor Award 5/11/26
7. Project Start 7/1/26
8. Substantial Completion 9/1/26
BIDDER'S QUESTIONS
Questions regarding this solicitation must be emailed and received by the Purchasing Dept.
at ecardillo@westerlyri.gov no later than 12:00 p.m., April 27, 2026, in a Microsoft Word
attachment with the corresponding solicitation number. Questions, if any, and responses
will be posted on the www.westerlyri.gov website as an addendum to this solicitation.
SPECIAL INSTRUCTIONS TO BIDDERS
1. Bidder shall base the Proposal on providing all materials and equipment, FOB jobsite.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
2. Bid Price which exceed $50,000 must include a 5% Bid Bond and cost of Payment and
Performance Bonds. The successful Bidder will be required to post a 100% Payment and
Performance Bond.
3. Bidders shall note that their bid is based on Prevailing Wage (RIGL Sec 37-13-1 et seq.).
The successful bidder and its subcontractors must pay their workers at the applicable
prevailing wage rates (adjusted every July 1) for the various trades on a weekly basis
and submit certified weekly payroll as described in the Instructions to Bidders. Prevailing
wage rate schedules are available at the Rhode Island Department of Labor and Training
website at www.dlt.ri.gov.
4. Bidder's prices shall include all Permits/Fees.
5. Quotes must be firm for a minimum of 120 days from date of submission.
6. Bid Completeness - Pricing submitted on this project must be an all-inclusive price. The
intent of an all-inclusive Price is such that no Adds or Change Orders will be necessary.
7. If the Bidder submits a supporting/additional document with their bid, that document must
include page numbers.
8. This project is Tax exempt for Rhode Island Sales Tax and Federal Excise Taxes.
9. The Successful Bidder MUST be able to have a response time that will allow an assigned
project to be completed when requested by the Town/School.
RFQ BID DOCUMENTS
Attachment A - Scope of Work, Pages 3-6
Attachment B - Bid Form Pages 7-8
Attachment C - Instruction to Bidders Pages 9-14
APPENDIX A - Bidder Certification Pages 15-19
Agreement-Westerly Standard Agreement Pages 20-28
BIDDER CERTIFICATION FORM: Bidders must include, complete, and submit a
Bidder Certification Form with each bid proposal.
This solicitation is available at www.westerlyri.gov. The Town of Westerly/Westerly Public
Schools reserves the right to reject any/all bids, waive any informalities in the bids received
and to accept and award the bid to the lowest qualified bid deemed most favorable to the
interest of the Town/School. The Town/School does not discriminate based on age, color,
gender, national origin, race, religion, sexual orientation, or disability in accordance with
applicable laws and regulations.
Regards,
Eileen Cardillo
Purchasing Agent
Town of Westerly/
Westerly Public Schools
45 Broad Street Westerly, RI 02891
Tel. (401) 348-2599
ecardillo@westerlyri.gov
www.WesterlyRI.gov
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "A"
SCOPE OF WORK
DESCRIPTION:
Furnish and install new ductless air conditioning units to provide cooling to various
administration and classroom spaces throughout the school district. This will include removal of
all non-functioning and unreliable units and installation of Mitsubishi or equivalent. The
installation of the new units will also include the installation and set-up of BacNet interfaces for
the new equipment.
Springbrook Elementary School
Classroom 14, 15, 16, 17, 19
1 Install New Split System
1.1 Supply and install one 3 ton Mitsubishi ductless split condensing units and one Mitsubishi
ceiling mounted evaporators per manufacturer's instructions in each of the five
classrooms
1.2 Provide wall cutting, drilling and patching
1.3 Provide roof cutting and patching
1.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units
from nearest electrical panel
1.5 Supply and install new wall mounted wired thermostat controllers.
1.6 Supply install and configure factory provided BacNet interface
1.7 Supply and install condensate connections to the nearest suitable drain
1.8 Start-up and testing of the new units
Classroom 18
2 Demo Existing Split System
2.1 Reclaim existing units. Catalog Freon per EPA guidelines
2.2 Remove or replacing wiring as needed
2.3 Remove all old piping and insulation.
2.4 Clean up and dispose of all equipment, material, refrigerant and oil properly
3 Install New Split System
3.1 Supply and install one 3 ton Mitsubishi ductless split condensing units and one Mitsubishi
ceiling mounted evaporators per manufacturer's instructions
3.2 Provide wall cutting, drilling and patching
3.3 Provide roof cutting and patching
3.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units
from nearest electrical panel
3.5 Supply and install new wall mounted wired thermostat controllers.
3.6 Supply install and configure factory provided BacNet interface
3.7 Supply and install condensate connections to the nearest suitable drain
3.8 Start-up and testing of the new units
Classroom 19 Exterior
4 Raise one existing Condenser from ground level to wall.
*Classroom 140 - ART
5 Demo Existing Split System
5.1 Reclaim existing units. Catalog Freon per EPA guidelines
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
5.2 Remove or replacing wiring as needed
5.3 Remove all old piping and insulation.
5.4 Clean up and dispose of all equipment, material, refrigerant and oil properly
6 Install New Split System
6.1 Supply and install one 3 ton Mitsubishi ductless split condensing units and one Mitsubishi
ceiling mounted evaporators per manufacturer's instructions
6.2 Provide wall cutting, drilling and patching
6.3 Provide roof cutting and patching
6.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units
from nearest electrical panel
6.5 Supply and install new wall mounted wired thermostat controllers.
6.6 Supply install and configure factory provided BacNet interface
6.7 Supply and install condensate connections to the nearest suitable drain
6.8 Start-up and testing of the new units
*Classroom 141 - Music
7 Install New Split System
7.1 Supply and install one 3 ton Mitsubishi ductless split condensing units and one Mitsubishi
ceiling mounted evaporators per manufacturer's instructions
7.2 Provide wall cutting, drilling and patching
7.3 Provide roof cutting and patching
7.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units
from nearest electrical panel
7.5 Supply and install new wall mounted wired thermostat controllers.
7.6 Supply install and configure factory provided BacNet interface
7.7 Supply and install condensate connections to the nearest suitable drain
7.8 Start-up and testing of the new units
Dunn's Corners School
Principal and Secretary
1 Install New Split System
1.1 Supply and install one 1-12 ton Mitsubishi 9,000 BTU per hour ductless split
condensing units and two Mitsubishi wall mounted evaporators per
manufacturer's instructions
1.2 Provide wall cutting, drilling and patching
1.3 Provide roof cutting and patching
1.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units
from nearest electrical panel
1.5 Supply and install new wall mounted wired thermostat controllers.
1.6 Supply install and configure factory provided BacNet interface
1.7 Supply and install condensate connections to the nearest suitable drain
1.8 Start-up and testing of the new units
Classroom 105
1 Install New Split System
1.1 Supply and install one 9000 btu Mitsubishi ductless split condensing units and one
Mitsubishi wall mounted evaporators per manufacturer's instructions
1.2 Provide wall cutting, drilling and patching
1.3 Provide roof cutting and patching
1.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units
from nearest electrical panel
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
1.5 Supply and install new wall mounted wired thermostat controllers.
1.6 Supply install and configure factory provided BacNet interface
1.7 Supply and install condensate connections to the nearest suitable drain
1.8 Start-up and testing of the new units
Main Office
1. Install New Split System
1.1 Supply and install one 4 ton Mitsubishi ductless split condensing units with brach boxes
for four Mitsubishi evaporators per manufacturer's instructions. (2 Ceiling)Large Office,
(1 Ceiling) Conference room, (1 Wall) Small office
1.2 Provide wall cutting, drilling and patching
1.3 Provide roof cutting and patching
1.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units
from nearest electrical panel
1.5 Supply and install new wall mounted wired thermostat controllers.
1.6 Supply install and configure factory provided BacNet interface
1.7 Supply and install condensate connections to the nearest suitable drain
1.8 Start-up and testing of the new units
Bus Garage
Mechanic Office -
1 Install New Split System
1.1 Supply and install one Mitsubishi 6,000 ductless split condensing units and one
Mitsubishi wall mounted evaporators per manufacturer's instructions
1.2 Provide wall cutting, drilling and patching
1.3 Provide roof cutting and patching
1.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units
from nearest electrical panel
1.5 Supply and install new wall mounted wired thermostat controllers.
1.6 Supply install and configure factory provided BacNet interface
1.7 Supply and install condensate connections to the nearest suitable drain
1.8 Start-up and testing of the new units
Main Office -
1 Demo existing Split System
1.1 Reclaim existing unit. Catalog Freon per EPA guidelines
1.2 Remove or replacing wiring as needed
1.3 Remove all old piping and insulation.
1.4 Clean up and dispose of all equipment, material, refrigerant and oil
properly
2 Install New Split System
2.1 Supply and install one 1-12 ton Mitsubishi 9,000 BTU per hour ductless split condensing
units and three Mitsubishi wall mounted evaporators per manufacturer's instructions
2.2 Provide wall cutting, drilling and patching
2.3 Provide roof cutting and patching
2.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units
from nearest electrical panel
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
2.5 Supply and install new wall mounted wired thermostat controllers.
2.6 Supply install and configure factory provided BacNet interface
2.7 Supply and install condensate connections to the nearest suitable drain
Start-up and testing of the new units
CLARIFICATIONS
* All work must be completed by 9/1/26
* The lump sum bid must include all labor and material to fully complete the project
* All disposal, shipping and rigging costs are the responsibility of the awarded vendor and
the associated costs are to be included in the bid price
* All EPA required reclaim logs and related paperwork are the responsibility of the
awarded vendor
* A standard 2 year warranty on equipment is required
* All insulation/pipe covering is the responsibility of the awarded contractor and must be
include in the cost
* The school department will provide the awarded vendor with the use of our scissor lift for
the duration of the projects
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "B"
Bid Form
"THIS FORM MUST BE COMPLETED AND SUBMITTED WITH BID"
RFQ NUMBER: 27-11
RFQ NAME: Ductless Air Conditioning Units
Furnish and install thirteen (13) Ductless Air Conditioning Units. The
Bidder stated below agrees to provide all labor, materials, equipment, supervision
and all activities required to provide a complete scope of work as defined in the
above referenced Request for Quotation, for the following lump sum amount
__________________________________________________(in words)
$________________(in figures)
BID BREAKDOWN Cost SES Cost DCS Cost Bus
Garage
Labor
Materials
Overhead, Profit, Misc. & General Conditions
Shipping/ Logistics/ Rigging
Bonds
Permits
Sub-Total by Location
TOTAL BID
*Exclusions- The awarded contractor will not be responsible for ACM abatement if identified,
but will be required to coordinate the tasks.
The price includes all stipulations and requirements of Addendum No.____________,
which have been received and accepted by the undersigned.
Did you completed and submit Appendix A: YES______ NO ______?
Start: _____________ calendar days after receipt of order.
The below stated Bidder agrees to provide all labor, materials, equipment, supervision and all
activities required to provide a complete scope of work as defined in this Request for Quotation,
including, but not limited to, agree to all terms and conditions, all as shown or by reference,
unless as excluded below. If applicable, the submitted unit pricing for this scope of work shall
remain firm for the duration of any contract awarded to the Successful Bidder.
EXCLUSIONS:
________________________________________________________________
Did you deviate from the specifications in any way: YES____ NO ____?
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
(If yes, you must explain below and submit a detailed description of all deviations so that your
product or service can be properly evaluated.)
______________________________________________________________________________
The above price includes all stipulations and requirements of Addendum No.
, which have been received and accepted by the
undersigned.
What is the Company's Experience Modification Rating from your Insurance provider?
_______EMR. If over 1.0, please explain why: ______________________
______________________________________________________________________
This Request for Quotation, together with all documents, specifications, drawings and
documents/attachments/Addendums, are included and constitute the entire proposal from the
bidder. There are no terms, conditions, or provisions, either oral or written, between the parties
hereto, other than those contained herein. The Request for Quotation supersedes all written
representation, inducements, or understandings of any kind or nature between the parties hereto,
relating to the project involved herein. Payment Terms are net 30 days, for this scope of work.
The lump sum bid price above, excludes applicable sales and or use taxes; includes all insurance
premiums; and includes all shipping/transportation costs, if applicable.
The submitted pricing for this scope of work shall remain firm for 120 days from date of
submission.
Company Representative
Print Name: _________________________________
Authorized Signature: ______________________________________
_____________________________ _______________________________________________
Email Address City State Zip
_____________________
Telephone Number
Date: __________
Company Name: _______________________________________________
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "C"
INSTRUCTIONS TO BIDDERS
PURCHASING DEPARTMENT
1. Submission of Bids
a. Envelopes containing bids must be sealed and addressed as indicated on the Invitation to Bid
and must be marked with the name and address of bidder, date and bid due time, and name of bid,
along with RFQ number.
b. The Purchasing Agent will decide when and if the specified time has arrived to open bids, and
no bid received thereafter will be considered. The Purchasing Agent reserves the right to waive any
informality in the bidding process.
c. Any bidder may withdraw his/her bid by written request at any time prior to the advertised time
for opening. Telephonic bids, amendments, or withdrawals will not be accepted.
d. Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of
the bid after it has been opened.
e. Proposals received prior to the time of opening will be securely kept unopened. No responsibility
will attach to an officer or person for the premature opening of a proposal not properly addressed
and identified.
f. Any deviation from the Specifications must be noted in writing and attached as part of the bid
proposal. The Bidder shall indicate the item or part with the deviation and indicate how the bid will
deviate from Specifications.
2. Prices
Bidders shall state the proposed price in the manner as designated in the Bid Proposal Form. If
there is a discrepancy between the unit prices and the extended totals, the unit prices shall govern.
In the event, there is a discrepancy between the price written in words and written in figures, the
prices written in words shall govern.
3. Terms
Cash discounts offered will be considered in determining awards. The discount period shall be
computed from the date of delivery or from the correct invoice as received by Town Treasurer,
whichever date is later. The date of delivery shall be construed to mean the date on which bid item
is determined to meet the specifications and is therefore acceptable. Discounts for a period less
than thirty (30) days may not be considered. Payment terms are net 30.
4. Qualification of Bidders
The Town/School's may make such investigations as it deems necessary to determine the ability
of the bidder to perform the work. The bidder shall furnish the town with all such information and
data for the purpose as may be requested.
5. Addenda and Interpretations
No interpretation on the meaning of the Plans, Specifications or any other Contract Document will
be made to any bidder orally. Every request for such interpretations must be in writing.
All questions pertaining to the specifications or proposal procedure should be first directed to the
Purchasing Agent. Where information from the Purchasing Agent differs from information from any
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
other source, the information from the Purchasing Agent prevails. The Town/School is not
responsible for information obtained from any other source.
6. "Or Equal" Bidding
When the name of a manufacturer, a brand name, or manufacturer's catalogue number is issued
as the bid standard in describing an item followed by "Or Equal" this description is used to indicate
quality, performance and other essential characteristics of the article required.
If bidding on other than the make, model, brand or sample specified, but equal thereto, bidder must
so state by giving the manufacturer's name, catalogue number and any other information necessary
to prove that the intended substitution of a commodity is equal in all essential respects to the bid
standard. Bidder must prove to the satisfaction of the Town of Westerly/Westerly Public Schools or
by person or persons designated by him, that his/her designated substitute is equal to the bid
standard: otherwise, his/her bid will be declared "No Bid" insofar as the item in question is
concerned.
7. Award and Contract
Unless otherwise specified, the Town of Westerly/Westerly Public Schools reserves the right to
make award by item or items, or by total, as may be in the best interest of the Town; accept a
proposal based on considerations other than costs; and waive and modify any provisions of the
request for proposal.
A written award (or acceptance of Bid) mailed (or otherwise furnished) to the successful bidder
followed by an authorized Purchase Order shall, unless otherwise specified, be deemed to result
in a binding contract without further action by either party. The Bidder is responsible for all costs
and expenses to develop and submit a proposal in response to the solicitation.
8. Equal Employment Opportunity Policy Statement
For the purposes of this Policy, the term "vendor" shall mean any and all individuals, companies,
corporations, and business entities that provide goods or services to the Town of Westerly/Westerly
Public Schools pursuant to any and all relevant and appropriate Federal, State, and local
purchasing rules, regulations, and procedures.
The Town of Westerly/Westerly Public Schools is committed to the general policy and principle of
Equal Employment Opportunity in terms of retaining vendors to provide the Town/Schools with
goods and services necessary for routine and emergency operations. The Town of
Westerly/Westerly Public Schools will not discriminate against vendors as entities, or individual
employees thereof on any legally recognized basis included, but not limited to, race, age, color,
religion, sex, marital status, national origin, physical or mental disability, Veteran's status,
pregnancy, sexual orientation, genetic conditions, predisposition to certain diseases, or ancestry,
except where a bona fide occupational qualification exists.
9. Standard Insurance and Indemnification Requirements (for Construction/Labor Services)
General Conditions: Within ten (10) business days of the award or notice, or prior to the start of
work, whichever comes first, the contractor will provide, pay for, and maintain in full force and affect
the insurance outlined here for coverage's at not less than the prescribed minimum limits of liability.
Such coverage is to remain in force during the life of the contract and for such additional time as
may be required, and will cover the contractor's activities, those of any and all subcontractors, or
anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them
may be liable.
A. Certificates of Insurance: The contractor will give the owner a certificate of insurance completed
by a duly authorized representative of their insurer certifying that at least the minimum coverage's
required here are in effect and specifying that the liability coverage's are written on an occurrence
form and that the coverage's will not be canceled, non-renewed, or materially changed by
endorsement or through issuance of other policy(ies) of insurance without thirty (30) days advance
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