carl sandburg college 209 E Main St - Base Building Mechanical HVAC Renovation.pdf

Galesburg campus: 2400 Tom L. Wilson Boulevard, Galesburg, IL 61401 | p: 309.341.2518 | f: 309.344.1395 Carthage campus: 305 Sandburg Drive, Carthage, IL 62321 | p: 217.357.3129 | f: 217.357.5312

209 E Main St | Base Building Mechanical HVAC Renovation

BID06032026JS

REQUEST FOR BID

Sandburg / 209 E Main Street Galesburg IL 61401 sandburg.edu

Galesburg campus: 2400 Tom L. Wilson Boulevard, Galesburg, IL 61401 | p: 309.341.2518 | f: 309.344.1395

I. Bid overview

A. Sandburg background Carl Sandburg College is dedicated to serving the educational needs of western and central Illinois. With the fourth largest community college district in square miles, the college has served all or part of a 10-county area for more than 55 years. Students planning to transfer to a four-year university or enter the skilled workforce can select one of more than 40 programs the college offers. The college had more than 2,000 full- or part-time students enrolled for the 2023- 2024 academic year. The main campus, located in Galesburg, IL, has an additional location in downtown Galesburg and a branch campus in Carthage, IL.

Mission To provide all students with opportunities for success.

Vision Where dreams come to life and lives come to change.

B. Objectives

MODERN AND INTEGRATED BUILDING MECHANICAL HVAC SYSTEM

The primary objective for this bid is to successfully complete the installation of a new hydronic HVAC system at 209 E Main Street. The existing HVAC system is outdated and not adequately sized to meet the future needs of Sandburg programming at 209 E Main Street.

Sandburg is also conscious of increasing energy demand and prices across our buildings. Installing a modern HVAC system that is compatible with Sandburg’s central Building Automation Systems (BAS) architecture will help ensure our 209 E Main Street spaces are optimally conditioned.

With the subsequent buildout of the 1st floor to support Sandburg’s new 518 Collective department, this project will work in conjunction with that scope, providing proper zoning of conditioning for the variety of open and closed collaborative / private spaces.

Galesburg campus: 2400 Tom L. Wilson Boulevard, Galesburg, IL 61401 | p: 309.341.2518 | f: 309.344.1395

HIGH QUALITY OF CONSTRUCTION COORDINATION

This scope of services will be operating in parallel with other scopes of services at 209 E Main St, including the buildout of a new elevator shaft & car equipment, demolition of the larger building interior footprint and a complete buildout of the 1st floor to support Sandburg’s 518 Collective programming. We expect a high degree of coordination across all contractors, the architect and Sandburg team members to ensure all works are completed across these scopes in an efficient and cost-effective manner.

C. Scope of services

BUILDING MECHANICAL HVAC RENOVATION

• Base Bid: Procurement and installation of a building mechanical HVAC system to adequately manage conditioning of the three floors at 209 E Main St as outlined in Exhibit B - Architectural Drawings Set & Exhibit C – Architectural Specifications & Project Manual.

This bid assumes the first floor interior is demolished per the drawings whilst the basement and second floors remain as is, less the selective demolition needed to install the new elevator shaft & elevator car and selective work to condition the two floors with the new system.

• Alternate 1: Same as Base Bid, but assumes the first floor and basement are demolished per the drawings, whilst the second floor remains as is, less the selective demolition needed to install the new elevator shaft & elevator car and selective work to condition the floor with the new system.

• Alternate 2: Same as Base Bid but assumes all three floors are demolished per the drawings.

Galesburg campus: 2400 Tom L. Wilson Boulevard, Galesburg, IL 61401 | p: 309.341.2518 | f: 309.344.1395

II. Schedule of events

Event Date and time

Issue request for bids June 5, 2026 Site walkthrough & bidders conference June 15, 2026 @ 1:00 p.m. CT Last day to submit online questions June 29, 2026 @ 5:00 p.m. CT Bid submittals due July 6, 2026 @ 5:00 p.m. CT Winning bid presented to Board of Trustees for approval

July 23, 2026

Schedule notes: The above dates are subject to change at the discretion of Sandburg.

III. Evaluation & award criteria

Sandburg will evaluate all bids to determine whether they are responsive and whether the bidder is responsible. Only bids meeting both requirements will be considered for award.

The evaluation will include:

• Verification that all required documents, forms, certifications, and pricing have been submitted

• Review of compliance with all specifications and contract requirements

• Confirmation of bidder qualifications, references, and ability to perform

• Any other factors necessary to protect the best interest of the College

No subjective scoring or weighted criteria will be used. Award is based strictly on the lowest responsive and responsible bid.

The College reserves the right to:

• Reject any or all bids

• Waive minor informalities or technical defects

• Request clarification from any bidder

• Accept the bid deemed most advantageous to the College

No award is final until formally approved by the Sandburg Board of Trustees.

Galesburg campus: 2400 Tom L. Wilson Boulevard, Galesburg, IL 61401 | p: 309.341.2518 | f: 309.344.1395

If two or more bidders submit identical low bids and each is determined to be responsive and responsible, Sandburg will apply the following tie-breaking procedures in order:

1. Local Preference:

Award may be made to the bidder whose business location is closest to the College district.

2. Past Performance:

Preference may be given to the bidder with the stronger documented history of successful performance on prior College contracts.

3. Earliest Bid Submission Timestamp:

The contract may be awarded to the bidder whose bid was received first by the College.

4. Random Selection:

If the tie cannot be resolved through the steps above, the College may break the tie by a documented random method conducted in the presence of at least two College employees.

IV. General requirements

Bids will be received by Sandburg, pursuant to specifications.

A. Receipt of bids Vendors shall submit bids in accordance with the process and dates outlined via the College’s eProcurement system.

Bids will be held good and not withdrawn for 60 calendar days from the date of bid opening.

Bids on all work of this contract shall be subject to the provisions of the Illinois Prevailing Wage Act, 820 IL CS 130/0.01 et seq., the Equal Employment Opportunity Clause — rules of the Illinois Human Rights Commission, the Illinois Drug-Free Workplace Act, and all other applicable and governing laws and ordinances.

Galesburg campus: 2400 Tom L. Wilson Boulevard, Galesburg, IL 61401 | p: 309.341.2518 | f: 309.344.1395

B. Required forms All vendors must submit the following forms with the bid submissions:

• Non-Collusion Affidavit

• Vendor Certification

• BEP Utilization Plan

• Certificate of Compliance with Illinois Drug-Free Workplace Act

• Certificate of Compliance with Illinois Human Rights Act

• Prevailing Wage Requirement Form

• Employment of IL Workers on Public Works Act Acknowledgement Form

C. Standard terms and conditions Vendors agree to comply with Sandburg’s standard terms and conditions as provided with the request for bid.

D. Allowances Allowances will not be specified by Sandburg within this bid. Sandburg will review change orders for approval following our internal delegation of funding approval hierarchy.