1-26-3 HVAC Replacement Financing, Marple Campus.pdf

DELAWARE COUNTY COMMUNITY COLLEGE

Bid on Contract #26 - 3

HVAC Replacement Financing, Marple Campus

Delaware County Community College

901 S. Media Line Road

Media, PA 19063

Bid Opening: October 23, 2026

SECTION 1.

NOTICE TO BIDDERS

Sealed Bids will be received electronically by the Purchasing Office on behalf of the Delaware County Community College at 901 S. Media Line Road, Media, PA 19063 via PennBid at https://pennbid.bonfirehub.com for the following:

Bid Title: DCCC HVAC Replacement Financing, Marple Campus Contract #: 26-3 Bid Opening: Friday, October 23, 2026 at 10:00 a.m.

The bid will be available via the PennBid Program (https://pennbid.bonfirehub.com) on Friday, October 23, 2026 at 10:00 a.m.

Bidding documents are available at no cost via the PennBid Program (https://pennbid.bonfirehub.com).

Bids shall be submitted online via the PennBid Program (https://pennbid.bonfirehub.com) by the date and time indicated in the Request for Proposal along with the Bid security and the other documents required to be submitted as identified herein.

Failure by the Bidder to comply with the Bid documents may result in the rejection of its Bid.

Delaware County Community College reserves the right to reject any and all Bids, to waive immaterial informalities or to accept any Bid which in their opinion will be in the best interest of the College.

Delaware County Community College is an equal opportunity educational institution and does not discriminate based on race, color, national origin, sex or disability, as more fully set forth in the College’s nondiscrimination policy incorporated herein by reference.

No Service Provider may withdraw its Proposal within sixty (60) days after the actual opening of Proposals.

https://pennbid.bonfirehub.com/ https://pennbid.bonfirehub.com/

SECTION 2.

GENERAL INFORMATION

ABOUT DELAWARE COUNTY COMMUNITY COLLEGE

Delaware County Community College is a public community college serving Delaware and Chester Counties in Pennsylvania. Founded in 1967, the College is well-respected in meeting the education and training needs of the diverse communities it serves and in developing students’ potential to contribute to a regional workforce and a global society.

With a strategic plan based on Enrollment, Engagement, Equity and Expansion, the College delivers quality, affordable and responsive educational opportunities in a technologically rich and supportive learning environment. The College serves a diverse population of more than 16,000 credit and non-credit students through its six locations, including the 123-acre Marple Campus, as well as through online modalities.

Academics Accredited by the Middle States Commission on Higher Education, the College offers more than 50 associate degree and 35 certificate programs. Here, students find affordable open admission to higher education and can earn an Associate in Arts (A.A.), Associate in Fine Arts (A.F.A.), Associate in Science (A.S.) or an Associate in Applied Science (A.A.S.) degree.

The College offers dual admission; transfer options to four-year colleges and universities and awards short-term workforce preparation or advancement certificate programs, as well as provides personal enrichment and lifelong learning opportunities. In addition, thanks to strategic partnerships with several universities, associate degree completers can earn a bachelor’s degree in several fields on the College’s Marple Campus.

The College’s faculty members truly care about student success and can provide insights from real world experience in their area of expertise which students value tremendously.

Some of our adjunct faculty also teach at the area fouryear colleges and universities.

Student Life & Athletics One of the hallmarks of the College is the outstanding support services availed to students.

Dedicated individuals in Advising, Assessment, Career & Counseling, Disability Services, Library Services, Tutoring, and Transfer Services provide an unparalleled support system. In addition, tailored services for dual enrollment, first-generation and student veterans offer support specific to those populations.

A wide range of 35+ student clubs and organizations are available to students catering to their interests both inside and outside the classroom. A Fitness Center is available on the Marple Campus as well as on-campus dining options.

SECTION 2. GENERAL INFORMATION - cont’d

SECTION 2. GENERAL INFORMATION - cont’d

The College’s athletic teams are collectively known as the Phantoms and compete in Division III of the National Junior College Athletic Association (NJCAA Region 19) and are members of the Eastern Pennsylvania Athletic Conference.

The sports teams range from baseball, men’s and women’s basketball, women’s cross country, men’s soccer, track and field, and women’s volleyball.

Commitment to Diversity As the community’s college, Delaware County Community College is deeply committed to addressing diversity issues. An office of Diversity, Equity & Inclusion was established in 2018 and the Center for Equity & Social Justice was created in the summer of 2020 amidst times of social unrest across the nation. The Center contributes to dismantling systems of racism and social injustice by providing ongoing opportunities for meaningful dialogue that creates awareness, promotes education and understanding, and leads to transformative change.

Advertising and Marketing Background The College’s mission is to provide affordable, accessible, and high-quality education and training. Like other higher education sectors, community colleges face emerging challenges. Evolving demographics, shifting students’ needs and behaviors and expanding technologies demand more sophisticated, targeted, flexible marketing plans be developed.

Over the past 16 years, the College has utilized a variety of media outlets to deliver its multi-faceted messages. Advertising tactics have ranged from traditional media, including cable TV, billboards, newspaper, and direct mail to newer media including connected TV, streaming radio, and various programmatic, retargeting and geofencing digital tactics.

Our target audiences include prospective students (high school age, and adults), guest students, high school guidance counselors and administration/staff, business/industry partners, and alumni.

SECTION 3.

INSTRUCTIONS TO BIDDERS

1. INTRODUCTION

Delaware County Community College is soliciting Bids for Auditing Services in accordance with the following information and guidelines. This Bid is part of a competitive procurement process which will best serve the interests of the College and will provide firms with a fair opportunity for their services to be considered. This Bid states the instructions for submitting Bids, the procedures and criteria by which a Service Provider will be selected and general contractual terms and requirements the College will include in any resulting contract.

2. DEFINITIONS

As used throughout this document, the following terms shall have the meaning as set forth below:

A. The term "College" shall refer to Delaware County Community College.

B. The term “Bid” or “Proposal” in singular or plural form shall refer to this document and the requirements contained herein.

C. The term "Bidder" or "Bidders" shall refer to those firms submitting Bids to perform the services described herein.

D. The term "Financial Provider" shall refer to the Successful Bidder to whom the

Contract has been awarded by the College Board of Trustees.

E. The term “Contract” or “Agreement” shall refer to the final binding arrangement entered into between the College and Financial Provider as a result of this Bid.

3. TIMELINE FOR SUBMISSION, REVIEW AND AWARD OF BID

ACTION DATE

Release Bid to Financial Providers 10/23/2026 Deadline for Submission of Questions* 11/04/2026 Deadline for Submission of Bid* 11/12/2026 Review of Bids by College 11/16/2026 Award of Contract, if any, by Board of Trustees

11/18/2026

4. BIDDERS’ REPRESENTATION

Bidders, by the act of submitting their Bid, represent that:

A. They have read and understand the Proposal documents and their Bid is made in accordance therewith;

B. They have familiarized themselves with the conditions under which the work will be done;

SECTION 3. INSTRUCTIONS TO BIDDERS - cont’d

C. Their Bid is based upon the requirements described in the Bid documents without exception unless exceptions are clearly stated in the response.

5. METHOD OF RESPONDING

The College invites electronic Bids on the following: "Contract No. 26-3 DCCC HVAC Replacement Financing, Marple Campus” for Delaware County Community College located at 901 S. Media Line Road, Media, PA via PennBid at https://pennbid.bonfirehub.com. Prices listed must be for all work described in the Specifications.

6. RECEIPT AND OPENING OF BIDS

A. Delaware County Community College, Media, Pennsylvania, 19063 invites Bids in the form attached hereto which must be signed by the Bidder and uploaded into the PennBid project portal. Unsigned Bids will not be considered. Bids will be received via PennBid (https://pennbid.bonfirehub.com) until 2:00 p.m. on Thursday, November 12, 2026.

B. The College may consider informal any Bid not prepared or submitted in accordance with the provisions hereof and may waive informalities or reject any and all Bids. A Bid may be withdrawn or modified at any time within PennBid prior to the due date and time identified in the Invitation for Bids. No Bidder may withdraw its Bid within sixty (60) days after the actual date and time of the Opening thereof.

C. Bids shall be submitted online via the PennBid Program (https://pennbid.bonfirehub.com) by the date and time indicated in the Invitation for Bids along with the Bid security and the other documents required to be submitted as identified herein.

D. In the event of a discrepancy between “Unit Price” and “Total Price”, “Unit Price” will govern.

7. PROCEDURE FOR SUBMISSION OF QUESTIONS/CLARIFICATIONS

Bidder shall submit all questions about the meaning or intent of the Bidding Documents via the “Ask a Question” feature in PennBid no later than 2:00 p.m. on Wednesday, November 4, 2026.

8. MODIFICATION OR WITHDRAWAL OF BID

A. No Bid may be modified, withdrawn, or canceled for sixty (60) calendar days following the time and date designated for the receipt of Proposals.

B. Prior to the time and date designated for receipt of Bids, Proposals may be modified or withdrawn within PennBid.

C. Withdrawn Bids may be resubmitted in PennBid up to the time designated for the receipt of Proposals provided that they are then in full conformance with the information contained herein.

9. QUALIFICATION OF BIDDER

The College may make such investigation as it deems necessary to determine the ability of the Bidder to provide the service, and the Bidder shall furnish to the College all such information and data for this purpose as the College may request. The College reserves the right to reject any Bid if the evidence submitted by, or investigation of, such Bidder fails to satisfy the College that such Bidder is properly qualified to carry out the obligations of the Contract and to complete the service contemplated therein.

Conditional Bids will not be accepted.

10. BID OWNERSHIP

All Bids submitted become and remain the property of the College and, as such, are considered public information. Unless certain pages or specific information are specifically marked “proprietary” and qualify as such, the College shall make available to any person requesting information through the College’s processes for disclosure of public records, any and all information submitted as a result of this Bid without obtaining permission from any Bidder to do so.

11. COSTS ASSOCIATED WITH BID PREPARATION

The College is not responsible for costs incurred by any Bidders in the generation of submission of Bids, visits to the College, presentations made to College personnel or designees, documentation provided to College personnel or designees, production of marketing literature, or any other costs incurred while participating in this Bid process.

SECTION 3. INSTRUCTIONS TO BIDDERS- cont’d

12. TIME OF COMPLETION

The Financial Provider must agree to provide service in accordance with the following schedule: A. Contract award, if any, to be made November 18, 2026. B.

Commencement of service on or before, December 1, 2026.

13. METHOD OF AWARD

The College reserves the right to reject any or all Bids. That Bid which the Board of Trustees, in the exercise of their discretion, considers best under the circumstances, may be accepted. The College reserves the right to accept a single item, or group of items and not necessarily all items Bid. The College will make award kind, quality, and material being equal, to the lowest responsible Bidder.

14. COMPLIANCE WITH LAW

This Bid and subsequent Contract(s) are subject to all laws, regulations, and executive orders of the State of Pennsylvania. Any clause(s) which does not conform to such laws, regulations and executive orders shall be considered void.

15. ASSIGNMENTS

The Financial Provider shall not assign the whole or any part of this contract or any monies due or to become due hereunder without the written consent of the College.

16. ADDENDA AND INTERPRETATIONS

In the case of any ambiguity, inconsistency, error or omission in any of the Bid documents, or a conflict between a provision in the documents and a Federal, State, County or Municipal law or governmental regulation, the Bidder is required to draw such to the attention of the College via the “Ask a Question” feature in PennBid. The College will in turn clarify the situation as to the true interpretation thereof through the issuance of an ADDENDUM. Addenda will only be issued via the PennBid portal. Bidders who have registered with and downloaded documents from PennBid will be notified by email when an addendum has been posted in PennBid. The College will not be held responsible for any oral instructions. If the Bidder fails to draw any such matters to the attention of the College as outlined herein, his Bid will be conclusively presumed to have been based upon the interpretation which may subsequently be given by the College, or if such conflict is with a law or regulation, the Bid is conclusively presumed to be predicated upon full compliance therewith.

17. TAXES

The College is exempt from State Sales and Use Tax involved in the completion of work under this Contract and this should not be included in the Bid. The College’s exemption does not preclude the Financial Provider from paying taxes on material purchased for use in completion of this project. The Financial Provider shall pay all Social Security and Unemployment taxes and be responsible for Withholding taxes and any other Local, State or Federal requirements in this regard.

SECTION 4.

GENERAL CONDITIONS

1. BIDDER ACCOUNTABILITY

Bidders will be held strictly to their proposal.

2. BIDDER DESIGNEE

Each Bidder shall designate a person who is thoroughly familiar with the Bid proposal and who may be contacted during regular business hours to act as liaison between the Bidder and the College.

3. BIDDER STABILITY

The Financial Provider shall have been operating continuously under the same company name for a minimum of three (3) years.

4. DISPUTES

Any disputes concerning the question of fact arising under this contract, not disposed of by agreement, shall be decided by the College who shall reduce the decision to writing and furnish a signed copy to the Financial Provider. Such decisions shall be final and conclusive.

5. ASSIGNMENT OF CONTRACT

Financial Provider shall not assign this Contract, in whole or in part, or enter into any subcontract for the performance of any work contracted for, without first obtaining the written consent of the College, and then only subject to such conditions as the College may prescribe.

6. POSSIBLE AWARD WITHOUT DISCUSSION

Bidders are hereby notified of the possibility that award of this Contract may be made without discussion of Proposals received and hence, Proposals should be submitted initially in the most favorable terms, from a price and technical standpoint, which the Bidder can submit to the College.

7. AUTHORITY TO BIND PROPOSAL

Each Bid shall identify the individual(s) having authority to contractually bind the Bidder to a Contract. It shall also name the person to be contacted both during the period of evaluation and for prompt Contract administration upon award of the Contract. This information is to include: Name, Title, Address, Telephone Number and Fax Number. In the absence of a designee named by the Bidder, it is assumed that the individual signing the Bid Form has the authority to bind the Bidder to a Contract.

SECTION 4. GENERAL CONDITIONS - cont’d

8. DISCRIMINATION

The Financial Provider agrees not to discriminate against any client, employee or applicant for employment or for services, because of race, creed, color, national origin, gender, ethnic background, or age with regard to, but not limited to, the following: employment upgrading; demotion or transfer; recruitment or recruitment advertising; layoffs or termination; rates of pay or other forms of compensation;

selection for training; rendition of services. It is further understood that any Financial Provider who is in violation of this clause shall be barred forthwith from receiving awards of any kind from the College, unless a satisfactory showing is made that discriminatory practices have terminated and that a recurrence of such acts is unlikely.

SECTION 5.

REQUEST FOR PROPOSAL

1. INTENT/PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals from financing providers for a HAVC project for full replacement of aging Absorbers, Chiller and Cooling Tower which provides heat and air condition to the campus. The proposed replacement will be with Mag Bearing Chillers and High Efficiency Boilers.

2. OVERVIEW

Our mission at DCCC is to facilitate learning by providing quality educational programs and services that are student-focused, accessible, comprehensive, and flexible to meet the educational needs of the diverse communities it serves. In doing so, the College will enable its students to develop themselves to the limit of their desires and capabilities and to be successful.

DCCC is not seeking a traditional client/vendor relationship but a true partnership. We encourage creative solutions that focus on a strategic partnership, including:

A. Market leadership.

B. Best practices.

C. Next-generation solutions.

D. Solution feature/functionality.

E. Deployment and training.

F. Ongoing service excellence.

G. Technology and service requirements.

H. Financial investment.

3. ORGANIZATION BACKGROUND

Financial Health & Funding Mix: Delaware County Community College is funded through a combination of sources including Student tuition and fees, local sponsoring school districts, state funding, grants and endowments.

Tax Status: Tax-exempt as an Instrumentality of the Commonwealth of PA. Note: We seek to leverage any non-profit specialized lending rates or Community Reinvestment Act (CRA) program incentives.

Primary Contact: VP of Finance and Administration Mare Emery, memery4@dccc.edu mailto:memery4@dccc.edu

SECTION 5: REQUEST FOR PROPOSAL - cont’d

4. PROJECT SCOPE & CAPITAL REQUIREMENTS

Project Description: Full replacement of aging Absorbers, Chiller and Cooling Tower which provides heat and air condition to the campus. The proposed replacement will be with Mag Bearing Chillers and High Efficiency Boilers.

Total Estimated Project Cost: $9,000,000.00 Requested Loan Amount: $8,500,000.00 Target Funding Date: December 1, 2026 Use of Proceeds:

o Equipment procurement and delivery: $8,500,000.00 funds will be for work related to the replacement, equipment and engineering cost.

o Installation, engineering, and permit fees: $500,000

Selected Vendor: TBD

5. REQUESTED LOAN TERMS & STRUCTURE

Banks should quote proposals based on the following preferred parameters:

• Loan Type: Tax-Exempt Equipment Lease-Purchase

• Requested Loan Term: 60 months

• Interest Rate Structure: Fixed

• Amortization Schedule: Fully amortizing over the term of the loan

• Repayment Structure: Semi Annual

6. BANK SERVICING & ADMINISTRATION REQUIREMENTS

The selected financial institution will be expected to provide:

• Seamless online servicing portal for automated debt service payments.

• Multi-stage disbursement/draw schedule to pay the HVAC vendor directly upon reaching specific installation milestones.

• A dedicated relationship manager experienced in working with the non-profit sector.

7. REQUIRED PROPOSAL SUBMISSION CONTENTS

Financial institution must submit the following documents by the deadline:

1. Lender Profile & Non-Profit or Educational Experience: Summary of the bank’s history financing 501(c)(3) organizations and any community investment initiatives.

2. Term Sheet: A formal sheet outlining:

o Fixed interest rate options (including any non-profit discounts) o All upfront underwriting, legal, or administrative fees (please specify if any are waived for non-profits)

SECTION 5: REQUEST FOR PROPOSAL - cont’d o Financial covenants tailored to non-profits (e.g., Liquid Days Status or Debt Service Coverage based on Change in Net Assets rather than EBITDA)

3. Timeline to Close: Milestone schedule from underwriting approval through funding.

8. EVALUATION CRITERIA

Proposals will be evaluated based on:

• Total Cost of Capital: Lowest interest rate and overall fee structure.

• Covenant Flexibility: Covenants that respect non-profit accounting principles.

• No Personal Guarantee Requirements: Priority given to institutional underwriting.

• Experience: The bank’s track record with non-profit or public-sector clients.