1-Air Conditioner RFP Final - PennBid.docx

Request for Bid HVAC Unit Replacement Issuing Agency: Lawrence County Department of Public Safety Project: Replacement of Existing Bard HVAC Units Date: August 24, 2026 Contact: Chad Strobel Phone: 724-202-7101 Email: cstrobel@lawrencecountypa.gov

1. Purpose Lawrence County Department of Public Safety is soliciting sealed bids from qualified HVAC contractors to furnish and install replacement HVAC equipment at three designated locations. The project consists of replacing existing 5-ton Bard units with new 5-ton cooling units equipped with 5 kW electric heat.

The selected contractor shall provide all labor, equipment, materials, supervision, and services necessary to complete the work described in this RFP.

2. Scope of Work The contractor shall furnish and install:

· Three new Bard 5-ton cooling units, or approved equivalent, with 5 kW electric heat.

· One replacement unit at each of the following locations:

1. 182 Woodbridge Lane, Portersville, PA 16051

2. 267 McKim Road, New Castle, PA 16102

3. 15 New Castle Mercer Rd, New Wilmington, PA 16142 For each installation, the contractor shall:

· Remove and replace the existing 5-ton Bard unit.

· Reconnect to existing power wiring.

· Reconnect to existing control wiring.

· Reconnect existing ductwork and registers as applicable.

· Provide and install a new lead-lag control system.

· Complete system startup and verify proper operation.

· Clean the work area upon completion.

· Remove and haul away old equipment.

· Provide any required crane services and man lifts necessary for installation.

3. Included Work Bids should include, at a minimum:

· Complete system startup and commissioning.

· Digital thermostat.

· Crane services, if required.

· Haul-away and disposal of old HVAC equipment.

· Man lift, if required.

· Cleanup of the work area.

· Labor and equipment manufacturer's warranty.

4. Excluded or Additional Work Unless specifically included in the vendor's bid, the following items may be considered outside the base scope and must be clearly identified:

· Demolition beyond removal of existing HVAC equipment.

· Cutting, saw cutting, framing, patching, or painting.

· Excavation, bedding, or backfill.

· Concrete work.

· Structural steel.

· Utility tap fees.

· Storm or roof drains.

· Roofing or flashing.

· Fire protection.

· Power wiring or disconnect modifications beyond reconnection to existing systems.

· Coordination drawings.

· Prevailing wage, if applicable.

· Engineered drawings.

· Permits, fees, and inspections.

· Other work not specifically identified as included.

Any exclusions, assumptions, or potential additional costs must be clearly disclosed in the bid.

5. Equipment Requirements Each proposed HVAC unit shall:

· Be rated at approximately 5 tons of cooling capacity.

· Include 5 kW electric heat.

· Be compatible with the existing building electrical, control, and ductwork systems, subject to site verification.

· Be new and unused equipment.

· Include all standard manufacturer components required for safe and reliable operation.

Vendors proposing equipment other than the specified Bard unit shall provide complete specifications and demonstrate that the proposed equipment is equivalent or superior.

6. Pricing Bids shall provide itemized pricing for each location, including:

· Equipment cost.

· Labor.

· Installation.

· Controls and thermostat.

· Startup and commissioning.

· Equipment removal and disposal.

· Crane and lift services.

· Any applicable permits, fees, or inspections.

· Any additional charges or exclusions.

Vendors shall submit their own firm pricing and clearly identify any deviations from the requested scope.

7. Warranty The contractor shall provide:

· A minimum one-year warranty on labor.

· Applicable manufacturer's warranty on equipment.

· Written warranty documentation upon project completion.

8. Payment Terms Payment terms should be proposed by the vendor. The source bid specifies payment in full upon completion.

Any alternative payment schedule must be clearly stated in the bid.

9. Bid Requirements Each bid shall include:

1. Company name, address, and primary contact information.

2. Description of proposed equipment.

3. Confirmation of compliance with the scope of work.

4. Itemized pricing for each installation location.

5. List of exclusions and assumptions.

6. Estimated project schedule and completion timeline.

7. Warranty information.

8. Relevant HVAC contractor qualifications and experience.

9. Proof of required licenses and insurance.

10. At least three relevant project references, if requested by the County.

10. Evaluation Criteria Bids may be evaluated based on:

· Total proposed cost.

· Compliance with the requested scope of work.

· Quality and suitability of proposed equipment.

· Relevant contractor experience.

· Warranty coverage

· Completeness and clarity of the bid.

· References and past performance.

Lawrence County Department of Public Safety reserves the right to reject any or all bids, waive informalities, request additional information, and select the bid determined to be in the best interest of the County.

11. Bid Validity Vendors responding to this RFP shall clearly state the period for which their pricing will remain valid.

12. Project Locations Location 1 182 Woodbridge Lane Portersville, PA Location 2 267 McKim Road New Castle, PA Location 3 15 New Castle Mercer Rd New Wilmington, PA 16142

13. Submission Instructions Bid documents can be obtained at no cost on PennBid at https://pennbid.bonfirehub.com/. Bids must be submitted electronically via PennBid by the date and time indicated. Instructions for the PennBid system can be found at https://pennbid.net/vendor-training-documents/. For assistance contact PennBid at info@PennBid.net or by phone at 610-693-4769 option 1.

14. Questions and Clarifications All questions regarding this RFP should be directed to Chad Strobel and submitted electronically via the “Ask a Question” feature in PennBid. Vendors are encouraged to verify site conditions and identify any discrepancies, required modifications, or conditions that may affect pricing before submitting a bid. Responses to questions which require an addendum or changes to the Bidding Documents will be issued via a Public Notice and posted on PennBid. Bidders who have registered with and downloaded documents for this project from PennBid will be notified by email when a change or addenda has been posted.