3061_SOLICITATION_McCelvey_HVAC.pdf

SOLICITATION TYPE: Invitation for Bid DATE: 10/26/2026

ID Number: 3061 Title: McCelvey Center Fire Notification and Auditorium HVAC Replacement

Due Date/Time: November 24, 2026 at 3:00 p.m.

LATE SUBMITTALS WILL NOT BE ACCEPTED

Opening Location:

Government Center Building Room 4200 6 S. Congress St., York, SC 29745

Pre-Solicitation Site Visit: November 13, 2026 at 10:00 a.m.

McCelvey Center Building 212 East Jefferson St., York, SC 29745

Point of Contact: Bryant Cook, Procurement Manager

Questions Deadline: No later than November 17, 2026 at 4:00 p.m.

Tentative Date of Council Approval: December 21, 2026

PO Box 180, 6 South Congress Street, York, SC 29745 Telephone: 803-684-8520

Teria G. Sheffield Procurement Director

PROCUREMENT DEPARTMENT

SECTION 1 SCOPE OF WORK AND SPECIFICATIONS

1.1 Description

1.1.1 York County and Culture & Heritage Museums of York County are soliciting proposals from qualified construction firms to complete upgrades to the fire notification system, emergency lighting, and replacement of the Auditorium HVAC at the historic McCelvey Center (212 E Jefferson Street, York, SC 29745).

1.1.2 York County and Culture & Heritage Museums are seeking responses only from contractors, and its sub-contractors, with a minimum of five (5) years of experience working on similar scale projects involving existing, and preferably historic, buildings.

1.2 Background Information

1.2.1 CHM is a family of museums in York County, SC, which includes Historic Brattonsville, McCelvey Center, Museum of York County, and Main Street (Rock Hill) Children’s Museum. CHM strives to create a community that greatly values natural, historic, and cultural resources by communicating and preserving the histories of the Carolina Piedmont through its sites. CHM is managed by the Culture & Heritage Commission of York County and its sites are owned by the County. For more information on CHM visit www.chmuseums.org.

1.2.2 The McCelvey Center has served the people of York since opening its doors in 1902 as the York Graded School. The 1902 school building quickly became undersized as York’s population grew. In 1922, the building was remodeled and incorporated as the west wing of the current building known as the McCelvey Center. This expansion included the construction of 500-seat auditorium, noted for its remarkable acoustics. It served as a public school until its closure in 1987. Currently, CHM uses the former classrooms as museum collections storage. The McCelvey Center was listed on the National Register of Historic Places, as the York Graded School, in 2023.

1.2.3 Prior to 2020, the Auditorium was used as a performing arts venue. In 2025, a major structural stabilization project was completed in the Auditorium due to failure of the timber trusses that support the roof. The goal of this project is to allow public use of the building again by replacing the defunct HVAC system in the auditorium and updating the fire notifications and emergency lighting throughout the entire building.

1.2.4 Rooms labelled “Collections” on the floor plans house sensitive, historic objects, and archival materials. Extra care and coordination with CHM staff will be required when performing work inside of these rooms.

1.2.5 Lead-based paint and asbestos boiler pipe insulation and flooring have been identified in the building. Three reports are included with the solicitation documents:

• Asbestos Containing Material Inspection by Summit Engineering dated May 4, 2023.

This inspection focused only on ACM in the auditorium wing, including the basement boiler room

• Lead-based Paint Chip Sampling Report by Summit Engineering dated May 4, 2023.

This inspection focused only on LBP in the auditorium wing.

• Asbestos Inspection/Lead Based Paint Survey by Katawba Environmental dated July, 2026. This is a comprehensive survey of LBP and ACM throughout the building.

1.3 Scope of Work

1.3.1 The Work of this project consists of furnishing all labor, materials, equipment, tools, transportation, services, and incidentals; and of performing all work necessary to complete all specified work in accordance with the Contract Documents prepared therefore and entitled McCelvey Center Fire Notification and Auditorium HVAC Replacement. The work generally consists of, but is not limited to:

1.3.2 Replacement of two (2) existing auditorium HVAC units and ductwork with two (2) new packaged outdoor gas/electric air-conditioning units located on grade behind auditorium on new concrete pads (to be provided by contractor), and all associated electrical work. Replacement units shall be Trane YHK-180 or approved equal. See Sheet M002 for additional replacement unit specifications.

1.3.3 Add alternate 1: Provide add alternate to assess, then repair or replace with modern equivalent the separate, existing HVAC unit and supply/return ductwork serving the balcony area of the auditorium. The existing HVAC unit (TWE120A300BA) is located in the third-floor corridor with its condensing unit located in the rear of the building near the accessible entrance. Price alternate as not to exceed (NTE) amount for full replacement of all components, providing a cost for repair (if possible) after contract is awarded and an assessment can be performed.

1.3.4 Replacement of existing fire notification system including fire alarm central processing unit, remote fire alarm annunciator, smoke detectors, heat detectors, duct smoke detectors, notification devices, pull stations, etc., and all associated electrical work.

1.3.5 Add alternate 2: Provide basement smoke detectors as an add alternate, with the exception of smoke detectors serving Collections 106, Green Rooms, Boiler Room, Electrical Room, and the elevator which shall be included in the base bid.

1.3.6 Replacement of and installation of new exit and emergency lighting, including both interior and exterior fixtures, and all associated electrical work.

SECTION 2 OTHER REQUIRMENTS

2.1 License

2.1.1 Bidder and subcontractors must be licensed to do business in the State of South Carolina. The Bidder must comply with the laws of South Carolina including obtaining proper licensure with this State if required to perform the specifications described in this request.

2.2 Insurance

2.2.1 General Liability: Bidder must also provide: (1) general liability insurance coverage of at least $1 Million per occurrence; (2) automobile liability coverage for owned, non-owned, and rented automobiles with limits of $1 Million per occurrence; and (3) Workers Compensation and Employer’s Liability Insurance in an amount equal to the South Carolina statutory limits.

2.2.2 All required insurance shall be placed with a carrier(s) having an A.M. Best’s rating of A- or better.

2.2.3 All insurance must cover the proposer and all of its employees; any sub-contracted firms must have this same coverage.

2.3 Bid Security

2.3.1 Each Bid must be accompanied by a Bid Bond made payable to York County in an amount not less than five percent (5%) of the total amount of the Bid if the total amount of the bid exceeds $50,000. Generally, the bid security of all Bidders, including the three (3) lowest responsible Bidders, will be returned within ten (10) days after the York County and the accepted Bidder have executed the written Contract and the accepted Bidder has filed acceptable Performance and Indemnity and Payment Bonds. Upon request and no earlier than thirty (30) days after the formal opening of bids, the County will return the bid security of any Bidder.

2.4 Performance And Payment Bonds

2.4.1. Simultaneously with delivery of the executed Contract to the OWNER, a Bidder to whom a Contract has been awarded must deliver to the OWNER executed Performance and Payment Bonds on the prescribed forms each in an amount equal to one hundred percent (100%) of the total amount of the Contract Amount, as security for the faithful performance of the Contract and for the payment of all persons performing labor or furnishing materials in connection therewith. The Performance and Payment Bonds shall have as the surety thereon only such surety company or companies as are authorized to write bonds of such character and amount under the laws of the State of South Carolina and with a resident agent in the county in which the project is located. The Attorney in Fact or other officer who signs the Performance and Payment Bonds for a surety company must file with such bonds a certified copy of the Power of Attorney authorizing the Bidder to do so.

2.4.2. The Performance and Payment Bonds shall remain in force for two (2) year from the date of final payment of the Work as a protection to the OWNER against losses resulting from latent defects in materials or improper performance of work under the Contract, which may appear or be discovered during the one (1) year warranty period.

2.4.3. Qualification of Sureties shall be as described in the General Conditions.

SECTION 3 INSTRUCTIONS TO BIDDERS

3.1 Submittal

3.1.1 Online submittal: Electronic submittals shall be uploaded in PDF format via the OpenGov portal which can be accessed at https://www.yorkcountygov.com/217/Procurement under Active Bids. To ensure that an electronic submittal is received by the due date and time, it is recommended that submittals are uploaded allowing sufficient time prior to deadline. An email confirmation of submittal will be received after selecting Submit Response in the OpenGov system. If confirmation email is not received, contact OpenGov support by selecting the ?

icon in the bottom right once you have logged in to OpenGov. The Bidder shall be responsible https://www.yorkcountygov.com/217/Procurement for confirming that submittal is received by the deadline. Any submittal received after the closing date and time deadline will not be considered.

For step by step instructions on how to submit a response visit:

https://fast.wistia.net/embed/iframe/8d3u588dz0

3.2 Intent

3.2.1 It is the intent and purpose of York County that this Request permits competition. It must be the Bidder’s responsibility to advise York County if any language, requirements, etc., or any combinations thereof, inadvertently limits the requirements stated in this request to a single source.

3.2.2 It is also the intent of this Request to give equal consideration to all Bidders. While evaluating each Proposal; price and service will be factors in making a purchasing decision.

3.3 Additional Information

3.3.1 York County reserves the right to reject any or all responses, waive any technicalities and select the Bidder who is determined to best meet the needs of the County for this Request.

3.3.2 To assure clarity, all Bidders may contact the appropriate county officials as listed in the Inquiries section of this solicitation, via email and ask pertinent questions regarding the requirements/specifications of this Request. Any inquiry or request for interpretation received five (5) or more days prior to the date fixed for opening of Proposals will be given consideration unless otherwise specified on cover page. All such changes or interpretations will be made in writing in the form of an addendum and, if issued, posted on the County’s website www.yorkcountygov.com. Each Bidder must acknowledge receipt of such addenda in the space provided in the Proposal document.

In case any Bidder fails to acknowledge receipt of such addenda or addendum, the Proposal will nevertheless be construed as though it had been received and acknowledged and the submission of the Proposal will constitute acknowledgement of the receipt of same. It is the responsibility of each Bidder to verify that he/she has received all addenda issued before Proposals are opened. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.

3.4 Inquiries

3.4.1 General questions about this solicitation should be submitted through the OpenGov portal, by selecting the Questions and Answers tab and then selecting Ask Question.

SECTION 4 EVALUATION, AWARD, AND CONTRACT

4.1 General

4.1.1 Bid will be awarded to the most responsible Bidder who meets the requirements and evaluation criteria set forth in the Invitation for Bids and are either the lowest Bid price or lowest evaluated Bid price. Bids must remain firm for 180 days.

https://fast.wistia.net/embed/iframe/8d3u588dz0 http://www.yorkcountygov.com/

4.2 Determination of Lowest Bidder

4.2.1 Bids must be evaluated to determine which Bidder offers the lowest cost in accordance with the criteria set forth in the Invitation for Bids.

4.3 Modification of Bids

4.3.1 York County does not allow modification of Bids after submittal.

4.4 Award

4.4.1 The County must award this Bid to the lowest responsible and responsive Bidder who best meets the terms and conditions of the Bid. The award will be made on basis of price, product evaluation, and prior history of service and capability. York County reserves the right to reject any or all Bids and to make an award to the most advantageous vendor. Upon determination of the lowest Bidder, review of Bid for responsiveness, and satisfaction that the vendor is responsible, then upon approval of the York County Council, a Purchase Order will be issued to that vendor.

4.5 Terms of Contract

4.5.1 The Contract must be valid from the date of the initial Purchase Order and must remain valid for the duration of project until completion of all agreed upon terms and final payment.

4.5.2 Breach or non-performance of any Contract term must constitute cause upon which the County may immediately terminate the Contract by written notice. A waiver by the County of any breach or non-performance of any term of this agreement must not operate as a waiver of any subsequent breach or non-performance.

4.6 Termination of Contract

4.6.1 Should a dispute arise, and if, after a good faith effort at resolution, the dispute is not resolved, either party may terminate the contract by providing thirty (30) days written notice to the other party.

4.6.2 Convenience: In the event that this contract is terminated or canceled upon request and for the convenience of York County without the required (30) days advance written notice, then York County must negotiate reasonable termination costs, if applicable.

4.6.3 Cause: Termination by York County for cause, default or negligence on the part of the Bidder must be excluded from the foregoing provisions; termination costs, if any must not apply. The thirty

(30) days advance notice requirement is waived and the default provision listed herein must apply.

4.6.4 Default: In case of default of Bidder, York County reserves the right to purchase/lease any or all items or all items/services in default open market, charging Bidder with any excessive costs.

4.7 Non-Appropriation Clause

4.7.1 Notwithstanding any other provision of this request/agreement, all obligations of the County under this solicitation which require the expenditure of funds are conditioned on the availability of funds appropriated for that purpose.

4.8 Protest

4.8.1 This option is available to any actual Bidder, contractor or subcontractor aggrieved in connection with the intended award or award of a contract via protest to the appropriate procurement officer within seven days, but not thereafter, of the date notification of award is posted. The first step in this process must be formally addressed to the Procurement Director after the award decision, and subsequently progress to the County Council in the event that a mutual agreement cannot be obtained in the remedy of the award decision.

SECTION 5 TERMS AND CONDITIONS

5.1 Acceptance and Deviations

5.1.1 Each Bidder must meet all of the specifications and proposal terms and conditions. By virtue of the proposal submission, the Bidder acknowledges agreement with and acceptance of all provisions of the specifications except as expressly qualified in the Proposal. Non-substantial deviations may be considered provided that the Bidder submits a full description and explanation of and justification for the proposed deviations titled Exceptions. Whether any proposed deviation is non-substantial will be determined by York County in its sole discretion.

5.2 General Requirements

5.2.1 All Bidders including the employees of the Bidder must comply with all applicable Federal, State, and County laws pertaining to contracts entered into by governmental agencies, including non-discrimination employment. Contracts entered into on the basis of submitted proposal responses are revocable if contrary to law. Contracts for work resulting from this request will obligate the Bidder to not discriminate on the basis of race, color, creed, religion, handicap, or national origin in their employment practices.

5.3 Title VI of the Civil Rights Act of 1964

5.3.1 Bidders shall comply with Title VI of the Civil Rights Act of 1964. York County strongly encourages the use of and involvement of Disadvantaged Business Enterprises (DBE).

5.4 Conflict of Interest

5.4.1 The successful firm shall not knowingly employ, during the period of a contract, or any extensions to it, any professional personnel who are also in the employ of York County and who are providing services involving this request or services similar in nature to the scope of this request to the County. Furthermore, the firm shall not knowingly employ, during the period of a contract or any extensions to it, any York County employee who has participated in the making of a contract until at least two years after his/her termination of employment with York County.

5.5 Indemnification and Hold Harmless

5.5.1 The successful firm shall agree to protect, defend, indemnify, and forever hold harmless, the County, its agents, officers, and employees, from and against any and all claims, liabilities, damages, costs, actions, proceedings, of any nature whatsoever, however alleged or termed, or in any lawsuits, arising in any manner out of any action or failure to act, by the firm, its officers, agents, and employees, or relating to or arising out of the performance or failure to perform, by the firm, its officers, agents, and employees, any obligations arising under its agreement with the County, or any other type claim/lawsuit whatsoever, however alleged or termed, which may arise at any time as a result of or related to the provision of service(s) for the County by the successful firm, without regard to the source, nature, or validity of the claim/lawsuit. Losses, liabilities, expenses and claims for damages shall include, but not be limited to, civil and criminal fines and penalties, loss of use and/or services, claims for injury, damage, disability, property damage, or death, injury to real or personal property, and attorneys’ fees, costs, and expenses incurred by the County or any of its agents, officers, and employees. The County shall not be precluded from receiving the benefits of any insurance the firm may carry which provides for indemnification for any loss or damage to property in the firm's custody and control, where such loss or destruction is to County property. The firm shall do nothing to prejudice the County’s right to recover against third parties for any loss, destruction or damage to County property.

5.6 Drug-Free Workplace

5.6.1 During the performance of this request, the firm agrees to provide a drug-free workplace for his employees; post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the workplace and specify the actions that will be taken against employees for violations of such prohibition; and state in all solicitations or advertisements for employees placed by or on behalf of the firm that the firm maintains a drug-free workplace. For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor/firm in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the request.

5.7 Applicability/Jurisdiction of South Carolina Law and Courts

5.7.1 Upon award of a contract under this request the person, partnership, association or corporation to whom the award is made must comply with the laws of South Carolina which require such person or entity to be authorized and/or licensed to do business with this State. Notwithstanding the fact that applicable statutes may exempt or exclude the successful firm from requirements that it be authorized and/or licensed to do business in this State, by submission of this signed proposal, the firm agrees to subject itself to the jurisdiction and process of the courts of the State of South Carolina as to all matters and disputes arising or to arise under the contract and the performance thereof, including any questions as to the liability for taxes, licenses, or fees levied by the State.

5.8 Certificate of Insurance

5.8.1 Once selected, the successful firm will be required to provide proof of insurance to include workers compensation, employer’s liability and general liability prior to commencing work.

5.9 Assignment

5.9.1 No contract or its provisions may be assigned, sublet, or transferred without the written consent of the County.

5.10 Ownership of Material

5.10.1 All proposals and supporting materials (including all data, material, and documentation) originated and prepared for York County pursuant to this solicitation and including correspondences relating to this solicitation shall, belong exclusively to York County.

5.11 Prime Responsibilities

5.11.1 The successful firm will be required to assume sole responsibility for the complete effort as required by this solicitation. York County will consider the successful firm to be the sole point of contact with regard to contractual matters.

5.12 Subcontracting

5.12.1 If any part of the work covered by this solicitation is to be subcontracted, the successful firm shall identify the subcontracting organization and the contractual arrangements made there with.

All subcontractors must be approved by York County. The successful firm will also furnish the corporate or company name.

5.13 Records Retention and Right to Audit

5.13.1 The County shall have the right to audit books and records of the successful firm as they pertain to this contract. Such books and records shall be maintained for a period of three (3) years from the date of final payment under the contract. The County may conduct, or have conducted, performance audits of the successful firm. The County may conduct, or have conducted, audits of specific requirements of this solicitation as determined necessary by the County. Pertaining to all audits, successful firm shall make available to the County access to its computer files containing the history of contract performance and all other documents related to the audit. Additionally, any software used by the successful firm shall be made available for auditing purposes at no cost to the County.

5.14 Public Access to Procurement Information

5.14.1 Subject to the requirements of the Freedom of Information Act, commercial or financial information obtained in response to this SOLICITATION which is deemed privileged and confidential by the Bidder, will not be disclosed. Such privileged and confidential information should be clearly marked as such and includes information which if disclosed, might cause harm to the competitive position of the Bidder supplying the information. All Bidders, therefore, must visibly mark as "CONFIDENTIAL" each specific part of their proposal which such Bidders consider to contain proprietary or other privileged information. Additionally, all Bidders shall be solely responsible for identifying as exempt from the Freedom of Information Act and for visibly marking as "EXEMPT FROM FREEDOM OF INFORMATION ACT" each specific part of their proposal which Bidders deem to be so exempt and shall further be solely responsible for any consequences that might arise from the nondisclosure of any information that is subsequently determined not to have such an exemption.

York County hereby disclaims any responsibility for not disclosing information identified by any Bidder as exempt from the Freedom of Information Act and further hereby disclaims any responsibility for any information which is disclosed as a result of Bidder's failure to visibly mark it as "CONFIDENTIAL" or to improperly mark it as “confidential”. Bidder must identify specific parts of the proposal package as confidential. Failure to do so or to mark the entire proposal package as confidential may result in disclosure of that information.

NOTE: A redacted copy if applicable, must be uploaded under submit response in the GetAll portal.

5.15 Non-Collusion Proposal Certification and Disqualification

5.15.1 By submission of a proposal, each Bidder and each person signing on behalf of any Bidder certifies, and in the case of a joint proposal each party certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief.

5.15.2 The prices in this proposal have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other proposer or with any competitor.

5.15.3 Unless otherwise required by law, the prices which have been quoted in this proposal have not knowingly been disclosed by the Bidder and will not knowingly be disclosed prior to the proposal opening, directly or indirectly, to any other Bidder or to any competitor.

5.15.4 No attempt has been or will be made by the Bidder to induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose of restricting competition

5.15.5 One Proposal: Only one Proposal from an individual firm, partnership, company, or corporation under the same or under different names will be considered. If OWNER believes that an Bidder submitted more than one Proposal for the work involved, all Proposals submitted by that Bidder will be rejected.

5.16 Certification Regarding Immigration Reform and Control

5.16.1 The Bidder certifies, by submission of this document or acceptance of a contract, that all Contractors are expected to comply with the Immigration and Reform Control Act of 1986 (IRCA), as may be amended from time to time. This Act, with certain limitations, requires the verification of the employment status of all individuals who were hired on or after November 6, 1986, by the Contractor as well as any subcontractor or sub-subcontractor. The usual method of verification is through the Employment Verification (I-9) Form. With the submission of this proposal, the Contractor hereby certifies without exception that Contractor has complied with all federal and state laws relating to immigration and reform. Any misrepresentation in this regard or any employment of persons not authorized to work in the United States constitutes a material breach and, at the State’s option, may subject the contract to termination and any applicable damages. The Contractor certifies that, should it be awarded a contract by the County, the Contractor will comply with all applicable federal and state laws, standards, orders and regulations affecting a person’s participation and eligibility in any program or activity undertaken by the Contractor pursuant to this contract. The Contractor further certifies that it will remain in compliance throughout the term of the contract. At the County’s request, the Contractor is expected to produce to the County any documentation or other such evidence to verify the Contractor’s compliance with any provision, duty, certification, or the like under the contract.

The Contractor agrees to include this Certification in contracts between itself and any subcontractors in connection with the services performed under this contract.

5.17 Chain of Communication

5.17.1 To ensure the integrity of the competitive process, a strict chain of communication shall apply to each Invitation for Bids, Request for Proposals, Request for Qualifications, or any other competitive solicitation during the period between publication of the solicitation and final award. Bidders or its agents may not communicate by any means, directly or indirectly, with York County public officials, employees, its agents, or representatives or any person not otherwise listed on this document, regarding any aspect of this procurement activity. All communications must be solely with the Procurement Officer. In the sole determination of the Procurement Officer and/or York County, violation of these restrictions may result in disqualification of your offer, suspension or debarment, and may constitute a violation of law.

5.18 Prohibition of Donations and Gratuities

5.18.1 Bidders are restricted from making donations to any York County governmental entity with whom they have or seek to have a contract. The Bidder represents that his/her offer discloses any gifts made, directly or through an intermediary, by the Bidder or the Bidder’s named subcontractors or subconsultants to or for the benefit of York County, its agents, or representatives during the period beginning eighteen months prior to the Opening Date. No Bidder, or any person, firm, or corporation employed by the Bidder in the performance of this request, may offer or give any gift, money or anything of value or any promise for future reward or compensation to any York County employee.

THIS SPACE IS INTENTIONALLY LEFT BLANK

PROCUREMENT DEPARTMENT