53-20251104063930 HCSD.pdf

Request for Proposal

For Hancock High School Chiller (2025)

The Hancock County School District is requesting sealed bids for a chiller for Hancock High School.

Statement of Need

The Hancock County School District wishes to install a new chiller at Hancock High School.

Proposals should include a realistic assessment of necessary equipment to support this project.

Technical specifications of equipment should be provided with the proposal along with the Scope of

Work describing this “turn-key” project.

After implementation of the successful vendor’s proposal, if additional equipment, cabling or labor is needed, the vendor will bear all costs necessary to satisfy the requirements of this RFP.

General Information

The specifications herein are provided to convey the intent of the systems and upgrades and do not indicate every cable or component necessary for the complete system that the proposing vendor shall provide.

Prices quoted shall be all-inclusive (including shipping costs, installation of equipment, training, technical support, trash removal, etc.) and represent complete installation and integration with the existing system where necessary. Prices quoted in the vendor’s response will remain in effect for a period of twelve (12) months from the time of the contract signing.

Omissions in the proposal of any provision herein described shall not be construed as to relieve the vendor of any responsibility or obligation to the complete and satisfactory delivery, operation and support of any services.

Should the vendor have questions or find discrepancies in, or omissions from this RFP, or shall be in doubt to its meaning, the vendor shall at once notify Hancock County School District. All questions should be emailed to procurement@hancockschools.net with the subject line “2025 Hancock High

School Chiller RFP Question”. Questions are due no later than Dec 5, 2025 at 2:00 PM CT by email.

Any response will be uploaded as an addendum on www.centralbidding.com and will also be posted to our school district website at https://www.hancockschools.net/

HANCOCK COUNTY SCHOOL DISTRICT Hancock High School Chiller RFP 1 mailto:procurement@hancockschools.net http://www.centralbidding.com/ https://www.hancockschools.net/

It is the sole responsibility of the vendor to visit this page or email procurement@hancockschools.net prior to bid submission to ensure they have the latest information.

If the vendor would like to do an on-site walkthrough, please email procurement@hancockschools.net with the subject line “2025 Hancock High School Chiller RFP

Walkthrough” no later than 5PM on December 1st. The walkthrough will take place December 3rd, beginning at 9:00 AM. Location details will be given once we confirm the vendor is doing an on-site walkthrough via email.

Onsite walkthroughs will help identify building materials, existing cable, etc. Vendors will be responsible for taking any needed measurements during a walkthrough.

Bid Submission Instructions

Bids will be opened on December 15th at 9:00 AM at the Hancock County School District Office at

18375 HWY 603, Kiln, MS 39556. Bids can be submitted electronically via www.centralbidding.com or in a sealed envelope clearly marked as follows:

“2025 Hancock High School Chiller RFP”

Envelopes not marked will remain sealed.

The Hancock County School District reserves the right to reject any and/or all bids and waive any informalities.

It is the sole responsibility of the respondents to ensure their responses arrive in a timely manner.

Late arrivals will be rejected. The Hancock County School District is not responsible for delays of any commercial carrier or delays incurred by the respondents.

Certificate of Responsibility

Each Bidder submitting a bid in excess of $50,000 on public projects must show on his bid and on the face of the envelope containing the bid, his Certificate of Responsibility Number, as required by

Section 31-3-5 and 31-3-21 (latest edition) Mississippi Code of 1972. If the bid does not exceed the amount of $50,000 on public projects, a notation stating must appear on the face of the envelope.

When multiple contractors submit a joint venture bid in excess of $50,000.00 on public projects, a

Joint Venture Certificate of Responsibility Number is required on the bid and face of the envelope. If the Joint Venture has no Joint Venture Certificate of Responsibility number, then each member of the Joint Venture must indicate their individual Certificate of Responsibility numbers on the bid and on the face of the envelope.

HANCOCK COUNTY SCHOOL DISTRICT Hancock High School Chiller RFP 2 http://www.centralbidding.com/

Each subcontractor whose Subcontract exceeds $50,000 on public projects shall have a Certificate of

Responsibility Number, as required by Section 31-3-15 and 31-3-21 (latest version), Mississippi Code.

Evaluation Methodology

A contract shall be awarded based on the vendor submission that best meets the needs of the school system.

The following factors will be considered when evaluating proposals:

• Price of goods and services;

• The quality of the vendor’s goods or services;

• The extent to which the goods/services meet the district’s needs;

• Preference will be given for prior positive experience with the vendor;

• Preference will be given to Mississippi based vendors;

• Be able to supply all products and services;

• Be an authorized dealer in the State of Mississippi for all products;

• Be able to demonstrate that the proposed solution can integrate with existing systems without problems or downtime that would affect a school day.

Hancock County School District reserves the right to accept or reject all proposals or sections thereof when the rejection is in the best interest of the school system. Hancock County School District reserves the right to award to other than the lowest bidder when, in the judgement of the district administration, it is in the best interest of the district to do so. Hancock County School District reserves the right to award without further discussion. Hancock County School District reserves the right to reject any and all proposals any part or parts of a proposal, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or the entire contract in a manner that is in the best interest of Hancock County School

District. Contracts will be awarded to the vendor submitting the proposal determined to be in the best interests of Hancock County School District.

Notification of award will be by a letter of acceptance via email. The letter of acceptance citing the

RFP consummates the contract which consists of the RFP, the vendor’s offer, and the signed letter of acceptance. Subsequent purchase orders may be issued as appropriate.

Hancock County School District shall have the right to terminate for default all or any part of this contract if offeror breaches any of the terms hereof or if the offeror becomes insolvent or files any petition in bankruptcy. Such right of termination is in addition to and not in lieu of any other

HANCOCK COUNTY SCHOOL DISTRICT Hancock High School Chiller RFP 3 remedies which Hancock County School District may have in law or equity, specifically including, but not limited to, the right to collect for damages or demand specific performance. Hancock County

School District has the right to terminate this contract for convenience, without penalty, for non-appropriation or non-availability of funds by delivery to the offeror of a “Notice of Termination” specifying the extent to which performance hereunder is terminated and the date upon which such termination becomes effective.

Objective Needs

Hancock County School District’s objective is for vendors to propose a solution that will meet the criteria of replacing an old chiller with a new chiller at Hancock High School. Hancock County School

District has chosen Trane as a preferred manufacturer.

● Trane Agility Chiller HDWA 400 460v3ph

● Test and Balance Requirements:

As part of the chiller replacement project, the Contractor shall provide comprehensive Test and Balance (TAB) services to ensure the new system operates in accordance with design intent and manufacturer specifications. The TAB work shall include, but not be limited to, verification and adjustment of chilled water flow rates, condenser water flow, unit performance, and all related hydronic systems affected by the chiller replacement. All TAB procedures must be performed by an independent, certified Test and Balance agency in accordance with the latest AABC or NEBB standards. A detailed TAB report documenting all readings, adjustments, and final performance data shall be submitted to the owner for review and approval prior to project closeout.

If after the completion of this project, during normal operation of the chiller, the District discovers that the chiller will not accomplish what is required in this RFP then the vendor will be required to do whatever is necessary to meet the specifications with no additional cost to Hancock County

School District.

Current Equipment

● York MaxE VSD Liquid Chiller YKAAACQ3-CJF

Equipment & Installation Specification

The amount needed will be determined by the vendor.

• Proposals must include all necessary components.

• Proposals must include the cost of labor and installation.

• Cabling/equipment must be neatly run.

HANCOCK COUNTY SCHOOL DISTRICT Hancock High School Chiller RFP 4