Cooler Freezer replace Services BWE STCE HC_0.pdf

Columbia County School District

PURCHASING DEPARTMENT

4781 Hereford farm Road, Evans, GA 30809

Tele: (706) 541-2723 ext. 5108 Fax: (706) 855-3843 Email: Hudson.Chandler@ccboe.net

NOTICE TO VENDORS

COOLER & FREEZER REPLACEMENT

SERVICES

NO. HC-01-14-25A

The Columbia County School District (CCSD) is accepting sealed bids as specified in the attached Invitation For Bids documents (RFB). Bids will be received at the office of Hudson E. Chandler, Purchasing Supervisor, Columbia County School District, Business Department, 4781 Hereford Farm Road, Evans, GA 30809.

January 14, 2025 @ 2:00 PM

BIDS SHALL BE PLAINLY MARKED

RFB FOR: Cooler & Freezer Replacement Services

REQUEST FOR BID NUMBER: HC-01-14-25A

DUE BEFORE: January 14, 2025 @ 2:00 p.m.

Any bid received later than the specified date and time, whether delivered in person or mailed, shall be disqualified.

The CCSD reserves the right to reject any or all bids and to accept any bid deemed most advantageous to the CCSD and to waive any informalities in the request.

Hudson E. Chandler Purchasing Supervisor

NOTICE TO BIDDERS

Bids are due no later than 2:00 p.m., January 14, 2025.

Offers are subject to rejection if not received by the due date and time specified and may be subject to rejection if not submitted with this form.

EXECUTION

In compliance with this Request and subject to all the terms and conditions herein, the undersigned offers and agrees to furnish all products, materials, equipment, and labor necessary to perform to the attached specification, at the price and within the time specified herein. I certify that this Offer is made without prior understanding, agreement, or connection with any firm, corporation, or person submitting a Bid for the same purpose, and is in all respects fair and without collusion or fraud. Under penalty of perjury, the undersigned Offeror certifies that, to the best of its knowledge and belief: (1) the prices in this Bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Offeror, or to any competitor or with any officers, agents or employees of the CCBOE; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this Bid have not been knowingly disclosed by the Offeror and will not be knowingly disclosed by the Offeror prior to opening, directly or indirectly, to any other Offeror or to any other competitor; and (3) no attempt has been made or will be made by the Offeror to induce any other person, partnership or corporation to submit or not submit a Bid for the purpose of restricting competition.

Failure to execute/sign Bid prior to submittal may render the Bid invalid. Late Bids may not be accepted.

OFFICIAL BUSINESS NAME,

COMPANY NAME, TRADE NAME:

FEDERAL ID OR SOCIAL SECURITY NO:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE

NUMBER:

TOLL FREE TEL. NO

(800)

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: WEB ADDRESS:

E-MAIL:

Offer valid for 45 days from Request for Bid due date unless otherwise stated here: ____ days

CERTIFICATION & ACCEPTANCE FORM

Project Name:

Cooler and Freezer Replacement Services

Invitation for Bid

NO. HC-01-14-25A

Refer ALL Inquiries to:

Columbia County School District 5108 Hereford Farm Road Evans, GA 30809

ATTN: Hudson Chandler, Purchasing Supervisor

Telephone: 706- 541- 2723 Ext. 5108 Facsimile: 706- 855-3843 E-Mail: Hudson.Chandler@ccboe.net

Commodity: Cooler and Freezer Replacement Services

Contract Type: Fixed Price

FOR CCBOE USE ONLY

Contract Number:

(See page 2 for mailing instructions.)

TYPE BUSINESS

Check one or more where applicable:

Minority-Owned Business (at least 51% owned and controlled by minority group members)

Woman-Owned Business (at least 51% owned and controlled by women)

Small Business

ACCEPTANCE OF OFFER

If any or all parts of this Bid are accepted, an authorized representative of the CCSD shall affix their signature hereto and this document and any other special terms and conditions, scopes of work, specifications, and any Columbia County School District Contract conditions applicable to this Request For Bid shall then constitute the entire written contract agreement between the parties (“Contract”). This Contract supersedes all prior written or oral agreements and there are no other promises or conditions in any other agreement, whether written or oral, having effect on this Contract. A copy of this acceptance will be forwarded to the successful Offeror and a CCSD Purchase Order and/or General Contract For Services will issued as a release against this Contract.

FOR CCSD USE ONLY

Offer accepted and contract awarded this ____ day of _____________________, 20_____, By ___________________________________________________________ (Authorized contracting representative of CCSD).

MAILING INSTRUCTIONS: Mail (e.g., US Mail, Fed Express) pages 1 & 2 of this fully executed Request for Bid document and any required RFB documents with your Bid. This is a formal sealed RFB. Seal, address envelope and identify the Request For Bid number on the outside of the package as shown below: It is the responsibility of the Offeror to have all required RFB documents received by CCSD on or before the specified due date and time. INCLUDE ONE

ORIGINAL BID RESPONSE AND ONE COPY.

Business Department 4781 Hereford Farm Road Evans, Georgia 30809

Attention: Hudson Chandler, Purchasing Supervisor

Project: Cooler and Freezer Replacement Services

RFB: HC-01-14-25A

Bid review: January 14, 2025 @ 2:00 p.m.

Instructions & Specifications

The Columbia County School District, 4781 Hereford Farm Road, Evans, Georgia 30809 (CCSD) is soliciting formal sealed bids from qualified companies to perform cooler and freezer replacement services at two CCSD locations for Bid number HC-01-14-25A.

Mandatory Pre-bid meeting will start at 9:00 a.m. December 16, Brookwood Elementary

Order of schools to be reviewed at Pre-bid meeting:

• 1st Brookwood Elementary, 455 S. S. Old Belair Road, Grovetown GA 30813

• 2nd Stevens Creek Elementary, 3780 Evans -to-Locks Road, Martinez GA 30907

Bids are due no-later-than January 14, 2025 at 2:00 p.m.

New Cooler & Freezer Box and Equipment Specifications

Preferred Refrigeration Box: American Panel Secondary Refrigeration Box: LEER Third Refrigeration Box: Bally

Box Temperatures: Boxes must be capable of operating at -10 degrees at all times

Wall Thickness: Preferred: 5” Panels with a 6” Cooler/Freezer Divider Panel

Preferred Refrigeration Equipment: Trenton Secondary Refrigeration Equipment: Heat Craft

Bid Must Include:

• Labor to demo, remove, and dispose of existing walk-in cooler & freezer boxes, equipment, electrical, and line sets

• Clean and prep area for new box installation

• Leveling of floor area for new box to be installed

• Recover and dispose of freon in old equipment

• Labor and all material to install a new walk in cooler & freezer box, equipment, and line sets according to

Manufacturer’s Recommendations

• Sprinkler System- Removing of old sprinkler heads in the boxes. Installing of new sprinkler heads in new boxes

• All electrical demo and new install needs must be included in bid

• All Concrete, Block, and Tile Work if Needed

Specifications:

• Floor panel levelers, if used, must be manufacturer approved. Levelers must not compress over time.

Roof Shingles or Non-Cedar wood shims are not CCBOE approved to be used to level the floor panels.

• Floor panels must be a minimum Level 2 Heavy Duty rated for a minimum 1200psf stationary load, heavy shelf loading, moderate carts, and heavy foot traffic. Information is from American Panel. Other brands must meet or exceed this rating.

• Floor panels must be supported according to Manufacturers Recommendations throughout the whole floor

• Floor Panels must have diamond tread plate

Cooler and Freezer Replacement Services

HC-01-14-25A

• All openings in the floor panels, wall panels, and ceiling panels must be sealed to meet manufacturer’s specifications so no moisture or sweating occurs

• All doors must have vinyl strip curtains installed

• Heavy-Duty stainless steel threshold plates must be included and installed

• New copper line set must be installed

• Copper line sets must be clamped and secured

• Copper line sets must include a minimum of 2” Armor Flex insulation

• Copper being brazed must be purged with nitrogen during the brazing process

• New Refrigeration system must be leak checked to 400 psi. System must hold for 24 hours. FMO must be notified of start and end of test for verification.

• New Refrigeration system must be vacuumed to <500 microns. FMO must be notified for verification.

• Line set cover on the outside of building must be installed to hide line set

• If system has dual evaporators, install them on a single pump down valve

• Provide and install new electrical disconnects and electrical whips for Condenser Units

• New cooler & freezer systems must have a minimum of a 5 year compressor warranty and a 2 year parts and labor warranty on whole system including the box

• All doors must include heavy duty hinges, lockable handles, door closures, and all hardware

• Boxes must have a digital readout of the inside temperature located on the outside of each cooler and freezer box.

• Cooler and freezer box doors must have door frame heaters installed

• Cooler and freezer boxes must include LED vapor proof lighting installed

• Freezer pressure relief vents must be heated

• Refrigeration Units must have the winterization controls included to be able to operate in low ambient conditions

• Refrigeration freezer unit must include electric defrost and defrost controller

• Provide and install a new ACR Copper drain lines. Freezer drain must be insulated and include heat cord

• Provide and install metal flashing on the exposed side of the new boxes

• All Walk-In Cooler and Freezer Panels and Equipment must be UL Rated and Certified

Schedule and Validity

Award to be before the end of March 2024. Work can be performed in June and July, schools must be completed before July 26.

Payment will be per completion of each school, net 30 upon receipt of invoice and verification of completion by FMO personnel.

This solicitation does not obligate funds, nor does it constitute a contract, offer of employment, or offer of purchase.

The cost of preparing and submitting a bid is the sole obligation of the contractor.

Any damage caused to school property or vehicles, and/or injury caused to any persons on school grounds must be reported immediately to the school principal and the CCSD, Director of Facilities, Maintenance and Operations (FMO). NO EXCEPTIONS! The successful contractor will be notified and provided the damage information for their investigation. Any investigation done by the successful contractor must be done as soon as possible the same day that the damage occurs. The successful contractor must contact FMO to verbally okay the repairs or to dispute the claim. All verbal correspondence must be followed up with a written authorization from the successful contractor within 24-hours of incurred damage.

HC-01-14-25A

Contractors must submit, with their bid, at least 3 job references sufficient to demonstrate its company’s capability to successfully execute a project of the same scope and size as contemplated in this solicitation (see attached Business References Form.) CCSD reserves the right to conduct a reasonable inquiry to determine the qualifications of a contractor. The contractor must promptly supply information in connection with such inquiry, including, but not limited to, information regarding past performance, financial stability and ability to perform on schedule. Failure to promptly supply requested information may result in disqualification of your bid.

By submitting a bid, the Contractor certifies that, to the best of its knowledge and belief: (1) the prices have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Proposer, or to any competitor or with any officers, agents or employees of the CCSD; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this bid have not been knowingly disclosed by the Proposer and will not be knowingly disclosed by the Proposer prior to opening, directly or indirectly, to any other Proposer or to any other competitor; and (3) no attempt has been made or will be made by the Proposer to induce any other person, partnership or corporation to submit or not submit a bid for the purpose of restricting competition.

At its sole discretion, the CCSD reserves the right to require, as a condition of any award, additional supporting documentation. Failure to provide any of the following documents, or any additionally requested information, may be considered non-responsive and result in disqualification of your bid.

In the event that identical low bids are submitted, the Columbia County School District will award the contract in any manner it considers to be in the best interest of the school system.

The Columbia County School District reserves the right to:

• Give full and proper consideration to the service, reputation, product knowledge, and experience of all companies presenting bids, in addition to bid cost

• Having the lowest bid price does not necessarily guarantee contract award

• Reject any and all bids if deemed necessary

• Disqualify any bid not meeting specifications as necessary

• Accept any alternative bid believed to be in the best interest of the school system

• Waive any informality in the bid submission

• Cancel any awarded bid if the product or service proves unsatisfactory

All contractors are being provided the same time and opportunity to request any additional information or clarification concerning this bid in advance of the specified bid due date and time. Therefore, failure to seek such information or clarification prior to the bid closing shall all be deemed to have been fully asked and answered in advance of the bid closing. All questions or request for information relating to this solicitation shall be directed to Steve Bohler by email Steve.Bohler@CCBOE.net. Please copy Hudson.Chandler@CCBOE.net as well.

By submitting a bid, the Contractor certifies that, to the best of its knowledge and belief: (1) the prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Contractor, or to any competitor or with any officers, agents or employees of the CCSD; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this bid have not been knowingly disclosed by the Contractor and will not be knowingly disclosed by the Contractor prior to opening, directly or indirectly, to any other Contractor or to any other competitor; and (3) no attempt has been made or will be made by the Contractor to induce any other person, partnership or corporation to submit or not submit a bid for the purpose of restricting competition.

mailto:Steve.Bohler@CCBOE.net mailto:Hudson.Chandler@CCBOE.net

HC-01-14-25A

Any discussions regarding price with CCSD employees or other contractors prior to the bid review is expressly forbidden and will result in disqualification of your bid.

THE FOLLOWING DOCUMENTS MUST BE INCLUDED AND FULLY EXECUTED AS PART OF YOUR BID. FAILURE TO PROVIDE ALL REQUIRED RFP DOCUMENTS MAY RESULT IN DISQUALIFICATION OF YOUR BID.

1. Pricing per location

2. Bid Certification and Acceptance Form (2-Pages)

3. Columbia County School System Bid Parameter Worksheet (1-Page)

4. Business References Form (1-Page)

5. Proof of Insurance (within 10 calendar days of receipt of award)

6. Complete Immigration and Security Form (within 10 calendar days of receipt of award) (1-Page)

7. Contract for services (within 10 calendar days of receipt of award)

Parameter Worksheet

Company Name:

Failure to respond to the following questions and/or to provide company authorized signature(s) may result in disqualification.

Yes No Do your products and/or services meet all of the requirements described in the BID document? If not, have you attached all variations to any requirements and specifications to your proposal?

Yes No Have you completed or answered all BID response lines and questions? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Have you submitted your bid in accordance with any attached Special and/or Bid/Contract Conditions?

Please Note: Failure to do so may result in disqualification of your bid.

Yes No

Does your company understand that the Columbia County School System reserves the right to reject any and all proposals and conduct a re-bid for any reason? Please Note: All information submitted within bids, even if rejected or re-bid, is made available to the public unless marked “Proprietary” as described within the General Conditions.

Yes No Do you acknowledge that all information presented within your proposal becomes available to the public unless marked “Proprietary” or “Confidential”? Please Note: Only certain items may be marked as “Proprietary” or “Confidential. See the Bid Terms & Conditions for further information.

Yes No Do you understand that if your company is awarded the contract and does not deliver service(s), product(s) or material(s) by the specified delivery date, then the contract award may be rescinded and all orders cancelled?

Yes No Does your company accept that the Columbia County School System is the sole arbiter of this bid and that all decisions are final?

Yes No Not Applicable

Does your company accept that low bid price does not guarantee bid award and that awards may be based on one or a combination of factors? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you attached warranty information to your bid as requested? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you provided or will you provide all insurance information as requested?

Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you attached your company’s required financial statements? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you attached your company’s required customer references? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Did you receive written amendment(s) to this Bid? If yes, how many? _______ Please Note: Failure to respond to this question may result in disqualification of your bid.

_____ Attachments List the number (quantity) of attachments included with your BID response.

Attached Electronically Courier US Mail Hand Delivered

Please indicate how you have submitted your required product specifications and other requested documents or materials.

______________________________________________ Project Name Organization Name Name(s) and Titles(s) of Authorized Representative(s) Signature(s) Date Signature(s) Date

Business References Form

Company Name: _________________________________________________________________

Authorized Signature: ____________________________________________________________

Title: _________________________________ Date: _____________________________________

Number of years Company has operated under present name:

References For Similar Goods and/or Services And Approximate Contract Size:

Company / Business Name Address Email/Contact/Telephone Number

Bid responses that are incomplete or contain less than three (3) business references may not be considered for award.