HHES HVAC Improvements Invitation to Bid 2026-03.pdf

HERMISTON SCHOOL DISTRICT 8R

INVITATION TO BID

SOLICITATION NUMBER: ITB 2026-03

HIGHLAND HILLS ELEMENTARY 2026 HVAC IMPROVEMENTS

Due Date & Time

Thursday, April 23, 2026, at 2:00 P.M.

Issuing Office Hermiston School District 8R

305 SW 11th St Hermiston, OR 97838

Contact

Katie Saul, Director of Business Services

(541) 667-6067

Katie.Saul@Hermistonsd.org mailto:Katie.Saul@Hermistonsd.org

ITB 2026-03 Highland Hills Elementary 2026 HVAC Improvements March 2026

PUBLIC IMPROVEMENT

INVITATION TO BID

Hermiston School District 8R– Highland Hills Elementary 2026 HVAC Improvements

The Hermiston School District 8R – Highland Hills Elementary 2026 HVAC Improvements invitation to bid 2026-03 consists of materials and labor to update HVAC equipment in the gym, kitchen and music room as outlined within the bid document. Work will take place at Highland Hills Elementary School, 450 SE 10th St, Hermiston, OR 97838.

Director of Business Services, Katie Saul will receive sealed bids in writing from qualified contractors until 2 p.m. Pacific Daylight Time, Thursday, April 23, 2026, at the Hermiston School District Office, 305 SW 11th St, Hermiston, OR 97838, at which time the bids will be opened and read aloud to all in attendance. Bids received after the time fixed for opening will not be considered. The First-Tier Subcontractor Disclosure Form must be submitted in a separate envelope within two (2) business hours after the advertised bid closing time.

PRE-BID CONFERENCE: A mandatory pre-bid conference will be held at 8 a.m. Pacific Daylight Time, Monday, April 6, 2026, at Highland Hills Elementary School, 450 SE 10th St, Hermiston, OR 97838. This mandatory pre-bid conference will meet at the front entrance of the building and then move to site tours.

BID DOCUMENTS FOR CONTRACTORS: Electronic bid documents are available at oregonbuys.gov.

Prospective Bidders must frequently check this webpage for any addenda, notices, or other updates regarding the Solicitation.

No bid shall be considered unless the bid contains a statement by the bidder, as part of the bid, that the provisions required by ORS 279C.800 through ORS 279C.870 (workers on public works to be paid not less than prevailing rate of wage). The current wage rates applicable to this project are published in the January 5, 2026 Prevailing Wage Rate Book and relevant 2026 Prevailing Wage Rate Amendments if any.

No bid will be considered unless accompanied by certified check, cashier's check, or bid bond made payable to Hermiston School District 8R in an amount equal to ten percent (10%) of the Basic Bid. Interest will not be allowed on bid security.

It shall be understood and mutually agreed by and between the Contractor and Owner that the date of beginning and time for completion of the project are essential conditions of the contract and that the time for beginning and completion of the project shall be considered by the Owner in awarding the contract.

No bidder may withdraw his/her bid after the hour set for the opening thereof, or thereafter, before award of the contract, unless award is delayed for a period exceeding thirty (30) days from the Bid Opening date.

All questions and comments about this solicitation must be directed ONLY IN WRITING to:

katie.saul@hermistonsd.org prior to Monday, April 13, 2026, 2:00 PM.

The Owner reserves the right to waive any irregularities in the bids, to cancel the procurement, to reject any or all bids, and to accept only such bids as may be in the Owner's best interest.

file://hsd.local/Public/Shared/do/Business%20Department/Construction/DVES%20Condensor/oregonbuys.gov mailto:katie.saul@hermistonsd.org

March 2026

INSTRUCTIONS TO BIDDERS

SECTION 1 GENERAL

1.1 SUMMARY

A. The Hermiston School District (“District”), acting in accordance with Oregon Revised Statutes (ORS) Chapter 279C, is requesting sealed bids from qualified contractors for the Highland Hills Elementary School 2026 HVAC Improvements, located at 450 SE 10th St, Hermiston, OR 97838.

Sealed bids will be received until Thursday, April 23, 2026, 2:00 PM. at the Hermiston School District Administration Office, located at:

Hermiston School District Attn: Katie Saul 305 SW 11th St, Hermiston, OR 97838 Bids will be publicly opened immediately thereafter.

1.2 DEFINITIONS

A. Bid Documents include the Invitation to Bid, Instructions to Bidders, the Bid Form and supporting exhibits, including any addenda issued prior to receipt of bids. Addenda are written or graphic instruments issued prior to the execution of the Contract which modify or interpret the Bid Documents by additions, deletions, clarifications or corrections. Addenda will become part of the Contract Documents when the Construction Contract is executed.

1.3 DESCRIPTION OF BID ITEMS

A. General Description: Materials and labor to remove and dispose of old equipment and replace with new Carrier Weathermaker Gas Package Unit with Two Stage Cooling, Economizer with Barometric Relief and Alerton Controls. Carrier model number 48FEEM28AJA5-8U0A0

B. Detailed Scope of Work

• Remove and dispose of old equipment

• Update ductwork

• New equipment to be placed where old condenser is currently located

• High static vane axial fan

• Electrical disconnect and reconnect to new unit

• Gas piping to new unit

• 14” tall knock down curb

• System start-up

• Demolition of existing controls in Gym mezzanine

• Install Alerton Controls on 1 new RTU with 2 stages of heating and cooling with economizer. Reusing 3 existing space temperature locations and wiring

• Install new Alerton ACM Controller and license

• Conduit from Gym mezzanine to unit location on the ground

• Full integration of graphics, programs, alarms, schedules and trend logs into existing server located in District Maintenance Office

• All wiring and labor necessary for complete control system

C. No Substitutions or Alternative Bids will be allowed

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1.4 PUBLIC WORKS

A. This solicitation will result in a Contract for a Public Work subject to ORS 279C.800 to 279C.870. No Bid will be received or considered by the District unless the Bid contains a statement by the Bidder that the provisions of ORS 279C.800 to 279C.870 (prevailing wage rates paid to employees) are to be complied with (see Bidder Certification).

B. Contractor must be registered with the Oregon Construction Contractors Board (CCB) for a bid to be considered. In addition to specific statutory provisions cited, the Contractor shall comply with all other applicable requirements of Chapter 279C – Public Contracting, Oregon Revised Statutes.

C. ORS 279C.505(2) requires that all public improvement contracts contain a provision requiring contractors to demonstrate that an employee drug-testing program is in place. Bidders are therefore required to certify that they have an employee drug-testing program in place that applies to all employees and will maintain a drug-testing program at all times during the performance of the awarded Contract. Failure to maintain a program will constitute a material breach of contract. The use of drugs, alcohol, or any tobacco products is prohibited on all District property.

1.5 HOURS OF LABOR

A. Section 279C.520, Oregon Revised Statutes, provides that in all cases where labor is employed by the state, county, school district, municipality, municipal corporation or subdivision, through a Contractor, no person shall be required or permitted to labor more than 10 hours in any one day, nor more than 40 hours in any one week, except in the case of necessity, emergency, or where the public policy absolutely requires it, in which event the person or persons so employed for excessive hours shall receive at least time and one-half pay for all overtime in excess of 10 hours per day or 40 hours in any one week, and for work performed.

B. Hours of labor shall comply with local noise ordinance.

1.6 BIDDER'S REPRESENTATION

A. Each bidder by making their bid represents that they have read and understands the Bid Documents, and have familiarized themselves with the locale, site and conditions under which the work is to be performed. The Contractor's signature on their bid indicates acceptance of the conditions at the site of the work upon which they are bidding.

1.7 SUBMISSION OF BID

A. All bids must be prepared on the Bid Form in this solicitation and submitted in accordance with the Instructions to Bidders. A bid is invalid if it has not been deposited at the designated location prior to the time and date for receipt of bids indicated in the Advertisement to Bid, or prior to any extension thereof issued to the bidders.

B. Unless otherwise provided in any supplement to these Instructions to Bidders, no bidder shall modify, withdraw, or cancel their bid or any part thereof for 30 days after the time designated for the receipt of bids in the Advertisement to Bid. Prior to the receipt of bids, Addenda will be mailed or delivered to each Contractor recorded by the Architect as having received the Bid Documents and will be available for inspection wherever the Bid Documents are kept available for that purpose. Enclose the bid with attachments in a sealed envelope with the following address and identification on the face:

a. [Bidder's Name]

b. [Bidder's Address]

c. “HIGHLAND HILLS ELEMENTARY 2026 HVAC IMPROVEMENTS”

1.8 BID GUARANTEE

A. Attach bid security to all bids in the form of a surety bond, cashier's check, or certified check of the bidder in the amount equal to ten percent (10%) of the Basic Bid amount, made payable to Hermiston School District 8R, as a guarantee that bidder will, if awarded the Contract, execute same and furnish the specified performance and labor and materials payment bond.

B. The Owner reserves the right to hold the bid security of the two lowest bidders until a Contract is signed, or for 30 calendar days, whichever is less. All other bid security will be returned as soon as practical. Any bidder refusing to enter into a Contract and furnish specified bonds within five calendar days after notification that their bid has been accepted, shall forfeit their bid security to the Owner as liquidated damage, but not as a penalty.

1.9 METHOD OF AWARD

A. If the lowest basic bid by a responsible bidder does not exceed the amount of funds estimated by the Owner as available to finance the contract, the contract may be awarded on the base bid, but the Owner shall have sole discretion in also considering the beginning and completion time of the project in rejecting any base bid.

B. At Owner’s discretion, Owner may include one or more bid alternates (additive or deductive) as selected by Owner when comparing bids.

C. The Owner reserves the right to reject any or all bids as permitted by Oregon Statute or Administrative Rule and to consider the competency and responsibility of bidders and of their proposed subcontractors in making the award.

1.10 FORM OF AGREEMENT

A. The "Standard Form of Agreement Between Owner and Contractor," AIA Document A101-2017, shall be used in executing this Contract.

B. The contract shall contain a provision that the Contractor shall pay and perform according to the conditions required by ORS 279C.800 to 279C.870, Prevailing Wage Rates.

1.11 PERFORMANCE BOND

A. The successful bidder shall promptly furnish a Performance Bond, which shall be an Oregon Public Works Contract Bond, in compliance with the requirements of Chapter 279C.380, Oregon Revised Statutes, in an amount equal to 100 percent of the cost of the work, such bond to be written by properly qualified surety authorized to do business in the State of Oregon.

1.12 PROHIBITIONS OF ALTERATIONS (BID FORM)

A. Except as otherwise provided herein, bids that are incomplete or are conditioned in any way, contain erasures, alterations, or items not called for in the bid, or are not in conformity with the law, may be rejected by the Owner as informal. Only the amounts and information asked for in the Bid Form will be considered as the Bid. Each bidder shall bid upon the work exactly as specified and as provided in the Bid Form.

1.13 LIST OF SUBCONTRACTORS

A. Within two working hours of the date and time of the deadline when the bids were due to the public contracting agency for a public improvement, a bidder shall submit to the public contracting agency, in accordance with ORS 279C.370, a disclosure of any first-tier subcontractor that will be furnishing labor or materials in connection with the public improvement and whose contract value is equal to or greater than:

a. Five percent of the total project bid or $15,000, whichever is larger; or

b. $350,000, regardless of the percentage of the total project bid.

March 2026

B. The disclosure of first-tier subcontractors shall include:

a. The name of each subcontractor.

b. The amount of the contract of the subcontractor and the category of the subcontractor’s work.

C. Submit list of subcontractors on First-Tier Subcontractor Disclosure Form, sealed in an opaque envelope, addressed and delivered to the same location as the Bid.

1.14 SCHEDULE OF VALUES

A. Upon request by the Owner, the selected bidder shall within seven days thereafter, submit to the owner a Schedule of Values of various parts of the work, including quantities and amount aggregating the total sum of the Contract. With each application for payment, the Contractor shall furnish a detailed statement comprising various items which represent the total amount of work completed to the date upon which application for payment is made. No application for payment will be considered unless accompanied by such a statement.

1.19 EQUAL EMPLOYMENT COMPLIANCE REQUIREMENT

A. By submitting this bid, the bidder certifies conformance with the applicable Federal Acts, Executive Orders, and Oregon Statutes and Regulations concerning Affirmative Action toward equal employment opportunities. All information and reports required by the Federal or Oregon governments having responsibility for the enforcement of such laws shall be supplied to the Owner upon request, for purposes of investigation to ascertain compliance with such acts, regulations, and orders.

1.20 RESIDENCY

A. Bidders must identify whether the Bidder is or is not a "Resident Bidder," as defined in ORS 279A.120(1).

B. Nonresident Bidders. In determining the lowest Responsive Bid, the District will, in accordance with OAR 137-046-0310, add a percentage increase to the Bid of a nonresident Bidder equal to the percentage, if any, of the preference given to that Bidder in the state in which the Bidder resides.

SECTION 2 SCHEDULES

2.1 SOLICITATION SCHEDULE:

A. The milestones for the selection process are set forth below. The purpose of this schedule is for Bidder information only. Required dates for Contract period milestones, submittals and any other activities are provided elsewhere in this Solicitation. The District reserves the right to deviate from this schedule.

Solicitation Milestone Date Advertise Friday, March 27, 2026 Mandatory Pre-Bid Meeting Monday, April 6, 2026, 8:00 AM Final day for Questions Monday, April 13, 2026, 2:00 PM Solicitation Closing/Bid Opening Thursday, April 23, 2026, 2:00 PM Notice of Intent to Award Friday, April 24, 2026 Board Approval Monday, May 11, 2026 Notice to Proceed Tuesday, May 12, 2026

March 2026

2.2 CRITICAL CONTRACT DATES

A. Work to be conducted under one phase as noted below.

B. Bidder must agree to commence work as directed in written 'Notice to Proceed' and shall be substantially complete in accordance with the following schedule:

a. Preparatory work may begin on date of Notice to Proceed. Preparatory work includes but is not limited to submittals, field verification, exploratory work, equipment procurement, scheduling, and any work not impacting school operations.

b. Primary construction operations will be scheduled collaboratively between the contractor and designated district administration. Tentative construction to June 15, 2026.

c. All work shall achieve substantial completion by July 15, 2026.

d. All work shall achieve final completion by August 1, 2026

C. It is the intent of the Owner to issue a ‘Notice to Proceed’ for the work on or about May 12, 2026.

2.3 LIQUIDATED DAMAGES

A. If Substantial Completion is not achieved by the agreed date or as may be adjusted pursuant to the Contract Documents, the Contractor shall pay to the Owner as liquidated damages for the loss of use of the Project the following amount: the sum of Three Hundred Dollars ($300) for each partial day or full day of delay beyond the deadline for Substantial Completion.

March 2026

Hermiston School District 8R

HIGHLAND HILLS ELEMENTARY 2026 HVAC IMPROVEMENTS

SOLICITATION NUMBER: ITB 2026-03

BID SUBMISSION CHECKLIST

ALL AFFIDAVITS, CERTIFICATIONS, FORMS AND BID CONTENT ATTACHED TO THE INVITATION TO BID

MUST BE INCLUDED AS PART OF THE BID RESPONSE.

The following affidavit, certifications and forms must be completed and signed by the person authorized to represent the Bidder regarding all matters related to the Bid and authorized to bind the Bidder to the agreement. Failure to submit any of the required, completed, and signed affidavits/certifications/forms may be grounds to declare the Bid nonresponsive.

___ BID FORM & CERTIFICATIONS. (Attachment A)

___ BID SECURITY (Bid Bond or payment).

___ AFFADAVIT OF NON-COLLUSION / COMPLIANCE WITH TAX LAWS. (Attachment B)

___ FIRST-TIER SUBCONTRACTOR DISCLOSURE FORM (Attachment C)

This checklist is provided for the Bidder’s convenience in assembling their Bid and is NOT required to be returned with the Bid

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Attachment A

BID FORM & CERTIFICATIONS

Highland Hills Elementary 2026 HVAC Improvements

TO: HERMISTON SCHOOL DISTRICT 8R

FROM: _________________________________________________________ (Name of Bidder)

1.1 BIDDER AGREEMENT

A. The Undersigned has:

a. Reviewed the “Highland Hills Elementary 2026 HVAC Improvements” bid documents.

b. Reviewed Addenda Number(s) inclusive.

c. Examined the site and conditions affecting the Work.

B. The Undersigned agrees:

a. To hold this Bid open for 30 days subject to provisions in Bidding Requirements Document "Instructions to Bidders."

b. That Bid Security attached to this Bid Form is left in escrow with Hermiston School District 8R as a Bid Guarantee, subject to provisions in Bidding Requirements Document "Instructions to Bidders."

c. That Bid Security is not less than ten percent (10%) of the Contract Sum, and is in the form of a (choose one):

Cashier's check [__] Certified check [__] Bid Bond [__]

d. That Bid Forms not indicating that Addenda were received prior to Bid Date may be rejected by the Owner.

e. That this Bid has been arrived at by the Bidder independently and has been submitted without collusion designed to limit independent bidding and competition.

f. They are registered with the Construction Contractors Board, or is licensed by the State

Landscape Contractors Board, or licensed under ORS 468A.720 (Air Quality), if required.

g. Any Bid of a contractor or subcontractor listed on BOLI’s List of Ineligibles will be rejected.

C. If awarded a contract, the Undersigned agrees:

a. To enter into and execute a Contract on the basis of this Bid, within five (5) days from date of Notice of Acceptance of this Bid. In the event the undersigned fails or neglects to execute the Contract and the undersigned is considered having abandoned the Contract by the Owner, the Bid security will be forfeited.

b. To complete the Work in accordance with the Contract Documents for the amount set forth in this Bid Form.

c. To commence the Work no later than seven days after the date of execution of the Contract or receipt of Notice to Proceed, whichever occurs first.

d. To complete the Work within the time period stipulated in 2.1B of “Instructions to Bidders”.

e. To be bound by and will comply with the provisions of Prevailing Wage Laws ORS 279C.800 through ORS 279C.870 and to pay workers not less than the higher of the Prevailing Wage Rates as published by the Oregon Bureau of Labor and Industries January 5, 2026, Prevailing Wage Rate Book and relevant 2026 Prevailing Wage Rate Amendments if any.

f. To comply with Oregon tax laws in accordance with ORS 305.385.

g. That the required Statutory Public Works Bond has been filed with the Construction

Contractor’s Board.

March 2026

h. That it has not discriminated and will not discriminate, in violation of ORS 279A.110, against any disadvantaged business enterprise, minority-owned business, women-owned business, emerging small business, or business that a service-disabled veteran owns in obtaining any required subcontract.

i. To demonstrate that an employee drug testing program is in place pursuant to ORS 279C.505(2).

1.2 RESIDENCY

A. The Bidder, pursuant to ORS 279A.120 (1), (check one) is________/is not___________ a resident Bidder. If not, indicate State of residency ______________________.

1.3 ACKNOWLEDGEMENT OF ADDENDA

A. The Bidder acknowledges receipt of the following Addenda (List by number):

Addendum Number Date

1.4 BID AMOUNT

A. Basis of Award: Stipulated Sum

$______________________________________________________________________dollars.

1.5 BID ALTERNATES:

A. No Substitutions or Bid Alternative are not allowed.

1.6 BIDDER’S SIGNATURE AND IDENTIFICATION

Please print or type all information requested below (except where signature is required) and attach Bid Security to this form.

Name of Proprietorship, Partnership, Signature of Proprietor, Partner, or Corporation: or Corporate Official:

Name Signature

Street Address Name of Signatory

Mailing Address Date Signed

City, State, and Zip Code If Corporation, Attest:

Phone Number Secretary of Corporation

Construction Contractors Board Number State of Incorporation

Attachment B

AFFIDAVIT OF NON-COLLUSION / COMPLIANCE WITH TAX LAWS

______________________________________ (Bidder)

I state that:

(1) The correct taxpayer identification numbers are:

A. Federal Employer ID Number (EIN): _______________ B. Employer’s Oregon ID Number: ________________

(2) Bidder is not subject to backup withholding because (i) Bidder is exempt from backup withholding, (ii) Bidder has not been notified by the IRS that Bidder is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified Bidder that Bidder is no longer subject to backup withholding;

(3) The price(s) and amount of this Bid must be arrived at independently and without consultation, communication or agreement with any other Supplier, Bidder or potential Bidder, except as disclosed on the attached appendix.

(4) That neither the price(s) nor the amount of this Bid, and neither the approximate price(s) nor approximate amount of this Bid, will be disclosed to any other firm or person who is a Bidder or potential Bidder, and they will not be disclosed before Contract award.

(5) No attempt has been made or will be made to induce any firm or person to refrain from proposing on this Solicitation, or to submit any noncompetitive Bid or other complementary Bid.

(6) The Bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive Bid.

(7) _________________________________________ (name of firm), its affiliates, subsidiaries, officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to proposing on any public contract, except as described in the attached appendix.

I state that ________________________________________________ (name of firm) understands and acknowledges that the above representations are material and important, and will be relied on by the Beaverton School District in awarding the contract(s) for which this Bid is submitted. I understand and my firm understands that any misstatement in this affidavit is and will be treated as fraudulent concealment from the Beaverton School District of the true facts relating to the submission of Bids for this contract. I am authorized to act on behalf of Bidder, and have authority and knowledge regarding Bidder's payment of taxes, and to the best of my knowledge, Bidder is not in violation of any Oregon tax laws, including, without limitation, those tax laws listed in ORS 305.380(4); the elderly rental assistance program under ORS 310.630 to 310.706; and any local taxes administered by the Oregon Department of Revenue under ORS 305.620.

________________________________________________ (Affiant’s Signature)

STATE OF OREGON

County of _________________________________

Signed and sworn to before me on ___________________________ by _________________________________ (date) (Affiant’s name)

Notary: ____________________________________

My Commission Expires: _________________________

March 2026

Attachment C

FIRST-TIER SUBCONTRACTOR DISCLOSURE FORM

PROJECT NAME: Highland Hills Elementary 2026 HVAC Improvements

BID CLOSING DATE: April 23, 2026 – 2 p.m. LOCAL TIME

DISCLOSURE DEADLINE DATE: April 23, 2022 – 4 p.m. LOCAL TIME

This form must be submitted in a separate envelope within two (2) business hours of the advertised bid closing date and then no later than the DISCLOSURE DEADLINE stated above.

List below the Name, Dollar Value, Category of each subcontractor that will be furnishing labor or materials that are required to be disclosed. Enter "NONE" if there are no subcontractors that need to be disclosed. (If needed, attach additional sheets.)

NAME DOLLAR VALUE CATEGORY OF WORK

1. $

2. $

3. $

4. $

5. $

6. $

7. $

8. $

9. $

10. $

In accordance with ORS 279C.370 First-tier subcontractor disclosure. The above listed first-tier subcontractor(s) are providing labor or materials with a Dollar Value equal to or greater than:

a) 5% of the total Contract Price, but at least $15,000 (add all additive alternates and subtract all deductive alternates).

b) $350,000 regardless of the percentage of the total Contract Price.

FAILURE TO SUBMIT THIS FORM BY THE DISCLOSURE DEADLINE WILL RESULT IN A BID SUBMITTAL

BECOMING NON-RESPONSIVE, AND SUCH BIDS SHALL NOT BE CONSIDERED FOR AWARD.

Form Submitted By (Bidder Company Name): ______________________________________________

Contact Name: _____________________________Phone No.: (____) ___________________________

THIS DOCUMENT SHALL NOT BE FAXED. It is the responsibility of bidders to separately submit this disclosure form and additional sheets, with the words "DISCLOSURE FORM", the Project Name clearly marked on the envelope, at location indicated above by the specified deadline.