HOUPL RFP _ Nola Brantley HVAC Replacement 20.pdf

HOUSTON COUNTY PUBLIC LIBRARY SYSTEM

REQUEST FOR PROPOSALS

FOR

Houston County Public Library

System - Nola Brantley Memorial

Library Replacement of HVAC

Rooftop Units

For all questions about this RFP contact via email:

Rachel Breland - Head of IT and Facilities

EMAIL – rbreland@houpl.org

Released On:

September 3rd, 2025

Due On:

October 10th, 2025 by 11 am (EST) mailto:rbreland@houpl.org

1. Introduction

Purpose of Procurement:

The HOUSTON COUNTY PUBLIC LIBRARY SYSTEM (HOUPL) is seeking proposals from contractors qualified and experienced in direct replacement of existing rooftop air conditioners in HVAC systems.

Objective:

HOUPL is seeking proposals from contractors qualified and experienced in replacement of existing rooftop air conditioning units in commercial applications.

Proposal Certification:

HOUPL certifies that the use of competitive sealed bidding will be practical or advantageous to the Library

System in completing the acquisition described in this RFP. Competitive sealed proposals will be submitted in response to this RFP. All proposals submitted pursuant to this request will be made in accordance with the provisions of this RFP.

2. Scope of Work

Nola Brantley Memorial Library

721 Watson Blvd.

Warner Robins, GA 31093

The existing packaged gas/electric rooftop units (8) are to be replaced one-for-one utilizing their existing roof curbs, without the use of new curb adapters. The existing ductless split system serving the buildings I.T. room is to be replaced one-for-one including new refrigerant piping between indoor and outdoor units. All new equipment shall utilize existing gas and electrical services.

Existing Equipment to be replaced:

o RTU-1: Estimated at 8.5ton gas/electric with humidimizer, low gas heat, 2-stage cooling, convenience outlet.

o RTU-2: Estimated at 25ton gas/electric with humidimizer, low gas heat, 2-stage cooling, enthalpy economizer with barometric relief, horizontal supply & return, powered exhaust, convenience outlet.

o RTU-3A: Estimated at 4ton gas/electric with humidimizer, low gas heat, low ambient kit, convenience outlet.

o RTU-3B: Estimated at 4ton gas/electric with humidimizer, low gas heat, low ambient kit, convenience outlet.

o RTU-4: Estimated at 10ton gas/electric with humidimizer, low gas heat, 2-stage cooling, enthalpy economizer with barometric relief, CO2 sensor, low ambient kit, powered exhaust, convenience outlet.

o RTU-5: Estimated at 8.5ton gas/electric with humidimizer, low gas heat, 2-stage cooling, convenience outlet.

o RTU-6: Estimated at 15ton gas/electric with humidimizer, low gas heat, 2-stage cooling, enthalpy economizer with barometric relief, CO2 sensor, low ambient kit, powered exhaust, convenience outlet.

o RTU-7: Estimated at 4ton gas/electric with humidimizer, low gas heat, convenience outlet. o Ductless

Split System: 1-ton 208V/1ph

Existing Roof Scope:

o Contractor shall provide a means of access to the roof for all associated work required as part of this project.

o Contractor shall provide a means of rigid protection of existing roof system(s) for duration of work to serve as dedicated pathways of travel. Upon completion of the project, the protective system shall be removed by the contractor.

o Contractor to provide a base line third party moisture survey prior to beginning work to identify any existing wet substrates and associated defects.

▪ Moisture assessment survey to comply with current edition of ASTM C 1153, "Standard

Practice for Location of Wet Insulation in Roofing Systems using Infrared Imaging".

▪ The Third-Party Moisture Survey shall be executed by a provider approved by the owner, in writing.

▪ Contractor to provide painted outlines of suspected wet areas on the existing roof surface.

▪ Contractor to provide separate drawn roof plan (8-1/2"x 11" paper) with suspected wet areas clearly identified.

o Contractor to provide a follow up third party moisture survey 6 weeks following the completion of the work to identify any existing wet substrates and associated defects.

▪ Moisture assessment survey to comply with current edition of ASTM C 1153, "Standard

Practice for Location of Wet Insulation in Roofing Systems using Infrared Imaging".

▪ The Third-Party Moisture Survey shall be executed by a provider approved by the owner, in writing.

▪ Contractor to provide painted outlines of suspected wet areas on the existing roof surface.

▪ Contractor to provide separate drawn roof plan (8-1/2"x 11" paper) with suspected wet areas clearly identified.

▪ In drought conditions, owner may extend the length of time until the scan is executed. Owner approval is required before executing scan.

▪ If the follow up testing identifies any wet substrates or associated defects, the contractor shall pay for repair and retesting until none are found.

Availability:

The owner may close the facility to accommodate the contactors proposed schedule as appropriate.

All associated work is to be completed by May of 2026.

3. Insurance

Contractor is responsible for obtaining necessary insurances, licenses and permits.

A. The Firm will maintain or carry Commercial General Liability Insurance coverage in an amount not less than

$1,000,000 over the primary insurance.

B. The Firm will maintain Worker’s Compensation Insurance for all of its employees connected to this agreement. Such insurance shall comply with all applicable state laws and shall be in an amount determined by the Georgia Workers Compensation Statutory Limits.

C. The Firm shall provide HOUPL a Certificate of Insurance showing proof of insurance. Certificates containing wording that releases the insurance company from liability for non-notification of cancellation of the insurance policy are not acceptable.

D. The Firm and/ or its insurers are responsible for payment of any liability arising out of Workers’

Compensation, unemployment, or employee benefits offered to its employees.

E. All said insurance shall contain a provision that coverage afforded under the policies will not be cancelled unless and until thirty (30) days prior written notice has been given to HOUPL.

4. Onsite Inspection

There will be a pre-bid conference held on Wednesday September 10, 2025 9am-noon. at the Nola Brantley

Memorial Library, 721 Watson Blvd., Warner Robins, GA 31093. Attendance at this conference is

MANDATORY for any Contractor intending to bid on this project. Others may attend if they so desire. No proposals will be accepted without confirmation of attending THIS onsite inspection. The purpose of this conference is to confirm site accessibility, existing gas/electrical utilities, and type, capacity, and configuration of the existing rooftop equipment.

There will be an OPTIONAL follow-up site visit made available on Wednesday September 24, 2025 9am-noon for any follow up investigation by contractors who attended the mandatory pre-bid conference and their sub contractors.

Contractors are required to supply their own extension ladder(s) for access to the building roof.

5. Schedule of Events

This Request for Proposals will be governed by the following schedule:

DATES ACTION

Sept. 3, 2025 Release of RFP

Sept. 10, 2025 Mandatory Pre-bid site meeting

Sept. 24, 2025 Optional follow-up site visit

Sept. 26, 2025 Deadline for written questions

Answers to written questions posted on the library website (will be posted as they are received). Questions must be directed only to Rachel Breland -rbreland@houpl.org

October 10, 2025 (11am) Proposals due – via email ONLY

October 16, 2025 (6 pm) HOUPL’s Board of Trustees will make bid selection

6. Minimum Qualifications

• Firms must have a minimum of 3 years of experience in providing related services.

• Firms must provide at least 2 references.

• Firms must have no conflict of interest issues while under contract to HOUPL for these services.

• Firms must have a license to do business issued from (either the State of Georgia or locally – depending on services)

7. Guidelines for RFP Evaluation

HOUPL will be evaluating and weighing the following criteria when considering the various proposals. These standards are listed in descending order of importance.

Evaluation Criteria Weight

Cost effectiveness of service 50%

Experience and capabilities of contractor 25%

Clear, complete and accurate responses to RFP requirements 15%

Satisfactory responses to issues and requirements as determined by HOUPL

10%

Total 100%

**Contractors are required to provide proof of insurance and an e-verify affidavit

Houston County Public Library Board of Trustees will be the final arbiter for determining firm compliance with these principles.

8. Submittal Information

Submittal of proposals must be received no later than: October 10, 2025 – 11am (EST).

Sealed submittals shall be emailed to:

Rachel Breland rbreland@houpl.org

Any offer submitted as a result of this Request for Proposals (RFP) shall be binding on the firm for forty-five

(45) calendar days following the specified opening date. Any offer for which the vendor specifies a shorter acceptance period will be rejected. It is expressly understood and agreed by the bidders that the contractual obligations of HOUPL to the bidders are effective only after the execution of a contract or contracts signed by all parties

All bids from interested firms must contain the following to be considered:

a. Proof of E-Verify Compliance

b. Proof of Liability Insurance

c. Proof of Georgia Business License

d. The names, titles, and email addresses/phone numbers of at least 2 references

e. Brief statement of business experience/company background

f. Agreement to project criteria and all requirements found in RFP

g. Itemized list for all priced items (material and non-material) to be used in the project, priced in accordance with

HOUPL’s sales tax exemption status.

h. A copy of any warranties indicating duration of said warranty and manufacturer instructions.

i. Manufacturer documentation for any material items listed for use in the bid.

Proposed Cost:

A proposed fee structure for the work to be performed including costs from all anticipated subcontractors (if any).

Alternates:

1. Deductive Alternate: Remove replacement of the ductless split system from the scope of the project.

2. Additive Alternate: Provide BAS system (Carrier i-Vu by Commercial Controls Group) for remote access/monitoring of new equipment.

Warranty & Specifications:

Bidder should submit a copy of any warranties indicating duration of said warranty and manufacturer instructions. The Bidder may not substitute materials without written permission. Bidder must provide proof that materials are equal to or superior to that specified in this RFP.

9. Deadline Enforced

Proposals delivered after the time and date set for receipt of proposals shall not be accepted. It is the potential firm’s responsibility to ensure timely delivery of their proposal. Weather, flight delays, carrier errors and other acts of otherwise excusable neglect are risks allocated for firms and will not be exempted from deadline requirements. Telephone or facsimile proposals will not be accepted.

10. General Procurement

The words “Bidder”, “Firm”, “Supplier”, “Offeror”, “Contractor”, “Proposer”, “Respondent” and “Firm” are used interchangeably throughout this proposal, and are used in place of the person, firm, or corporation submitting a proposal on the scope of services or any part thereof.

Firms are cautioned that any statements made by HOUPL staff or advisors that materially change any portion of this document are NOT binding on HOUPL, and shall not be relied upon unless subsequently ratified by written amendment. All changes shall be in the form of a written amendment. Oral information obtained otherwise will

NOT be considered in awarding a contract.

Your proposal or bid is a public document under the Georgia Freedom of Information Act (FOIA), except as to information that may be treated as confidential as an exception to disclosure under the FOIA. If you cannot agree to this standard, please do not submit your proposal or bid.

HOUPL accepts no responsibility for any expenses incurred by the Firm in the preparation and presentation of an offer. Such expenses shall be borne exclusively by the firm.

HOUPL reserves the right to reject any or all offers; to waive any informality or irregularity not affected by law;

to evaluate, in its absolute discretion, the offers submitted; and to award the contract according to the offer which best serves the interest of HOUPL, or to not award the contract if HOUPL determines that it is not in its best interest to do so.

All submittals shall become the property of HOUPL, and shall not be returned to the vendor, provided that all proprietary information and/or processes of the vendor contained therein, if any, shall remain the property of the vendor.

All information qualifying as proprietary under the Georgia Freedom of Information Act, and designated as such, shall be considered confidential and such information shall not be subject to review by outside individuals or organizations, except as may be compelled by judicial process and in accordance with applicable laws, regulations and City policies. All proprietary information must be clearly marked as “Proprietary”.

If the Offeror discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, Offeror/Proposer shall immediately notify HOUPL of such error in writing and request modification or clarification of the document. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy;

omission or other error in the RFP or it shall be deemed waived.

Acceptance of the work by Owner shall be based on functionality of all fixtures. Vendor must demonstrate to

Owner that all fixtures are functional. The Owner reserves the right to have a representative present during all or a portion of this process. Any and all documentation shall be submitted to Owner.

Any manufacturer support, warranty or refund program should be included in your proposal. Contractor shall warranty their work for a period of 1 year after completion. New equipment shall carry a 1-year parts and labor warranty, a 5-year parts warranty on compressor(s), and a 10-year parts warranty on gas heat exchanger(s).

This RFP is not a contract offer. Acceptance of a proposal neither commits HOUPL to award a contract to any vendor, even if all requirements stated in this RFP are not met, nor limits the library’s rights to negotiate in the library’s best interests. HOUPL reserves the right to contract with a vendor or vendors for reasons other than just price.

Failure to answer any questions in this RFP may subject the proposal to disqualification. Failure to meet qualifications and requirements will not necessarily subject a proposal to disqualification.

HOUPL has the right to reject any and all proposals from any bidder that is in or contemplates bankruptcy of any chapter or nature. Said bidder must notify the HOUPL in writing of any existing condition or knowledge of the same.

Payment is made on thirty days net upon satisfactory completion and receipt of invoice. The library and library grounds are non-smoking and tobacco free.

11. Protection of Bidder

All bidders agree to indemnify and hold harmless the HOUPL and their representatives from all suits or actions of every nature and description brought against them or any of them, on account of the use of patented or copyrighted appliances, materials, products or processes, and from all legal expenses and costs of suits regarding the same.

Bidders shall obey all Federal, State, County, and City laws or ordinances in any way pertaining to the work, and shall obtain all permits that may be necessary for its performance if required. (a) That in the hiring of employees for the performance of such contract, no bidder, sub-contractor, nor any person acting on behalf of such bidder or sub-contractor shall by reason of race, creed or color discriminate against any citizen of the

United States who is qualified and able to perform the work to which the employment relates; (b) Nor shall they in any manner discriminate against or intimidate any employees hired for the performance of the work on account of race, creed or color. House Bill 87, Section 3, E-verify Form.

All bidders shall not assign, transfer, convey, sublet or otherwise dispose of the contract or any part thereof to anyone without the written consent of the HOUPL.

12. Award of Contract

HOUPL reserves the right to reject any or all proposals, to waive any informality in any proposal, to act as sole judge of the merit of each response submitted, to select a firm based on the criteria stated. Proposals will be reviewed and a selection made by the Houston County Public Library Board of Trustees at their next regularly scheduled meeting – to be held at the Centerville Public Library Branch on 206 Gunn Road, Centerville, GA, 31028 on October 16th, 2025. The meeting starts at 6pm, eastern standard time.

13. Requirements

The successful firm shall comply with all instructions and shall perform services in a manner commensurate with the highest professional standards by qualified and experienced personnel. A current business license is required to submit a bid or proposal.

The contractor awarded this RFP shall be fully responsible for the provision and support of goods and services required hereunder. Any subcontractors shall be approved in writing and in advance by HOUPL; all contractors and sub-contractors shall adhere to the resulting original RFP and the terms of any resulting Agreement(s).

Contractors and any subcontractors and all visitors related to such contract shall conduct themselves in a professional and courteous manner at all times, as well as any other customers, contractors or individuals with whom the contractor comes in contact as a result of this contract or in the course of providing goods or services hereunder while working or visiting the library.

If HOUPL, in its sole discretion, reasonably believes that an employee, agent or subcontractor of the Contractor assigned to provide goods or services to HOUPL pursuant to this Agreement has engaged in conduct inconsistent with the requirements herein, HOUPL may so notify the Contractor and the Contractor shall promptly reassign said employee, agent or subcontractor so that they will no longer provide goods or services pursuant to this Agreement.

14. Requirement for Criminal Background Checks

A. The Contractor shall warrant that they will only assign employees who have passed a criminal background check to perform work under this contract. The background checks shall demonstrate the worker has no convictions or pending criminal charges that would render the worker unsuitable. Disqualifying convictions or charges include, but are not limited to, sexual offenses, violent offenses, and drug offenses.

B. The Contractor warrants they are supplying employees who have passed a background check(s). Contractor agrees to defend, indemnify and hold harmless HOUPL, its officers, directors and employees for any claims, suits or proceedings alleging a breach of this warranty.

15. E-Verify Compliance

The Georgia E-Verify law requires contractors and all sub-contractors on Georgia public contracts (contracts with a government agency) for the physical performance of services over $2,499.99 in value to enroll in E

Verify, regardless of the number of employees. A contractor or sub-contractor may be exempt from this requirement if the contractor or sub-contractor has no employees and does not hire nor intend to hire employees for the purpose of completing any part of the public contract.

For a public contract, contractors must sign the Contractor E-Verify Affidavit, all subcontractors must sign the

Subcontractor E-Verify Affidavit and all Sub-subcontractors must sign the Sub-Subcontractor Affidavit. HOUPL is required to ensure that the Contractor E-Verify Affidavit is part of the contract; however, the contractor is responsible for all subcontractor affidavits and the subcontractors are responsible for the sub-subcontractors affidavits.

For contractors not familiar with Georgia’s E-Verify laws, more information can be found at https://www.verifyi9.com/state-laws/georgia-e-verify/ https://www.verifyi9.com/state-laws/georgia-e-verify/

16. Exemption from any local, State or Federal Taxes

HOUPL is exempt by law. Net prices as shown in the proposal shall exclude said tax amounts. Bidders shall inform all prospective subcontractors and suppliers from whom they expect to obtain services or supplies of the tax exempt status of HOUPL. Following a contract award, an exemption certificate will be furnished by

HOUPL.

17. Questions

All questions pertaining to this RFP must be submitted in writing by email to rbreland@houpl.org.

All questions must be submitted by 2025 Sep 26 by 5:00PM and will be answered in the form of an FAQ which will be posted on https://houpl.org/about/rfp_documents.php

Bidders are responsible for information, changes, additions, etc., posted on the FAQ on the library website at https://houpl.org/about/rfp_documents.php. These answers shall then be considered a part of the specifications. No questions will be addressed via telephone.

18. Addendum and Clarifications

HOUPL, at its sole discretion, elect to issue changes to the RFP and will issue changes in the form of a written addendum. Written addenda shall be the ONLY FORM of amendment to the Solicitation. Other written information or verbal communications, including but not limited to discussion in a Pre-Bid conference, shall not constitute a change to the requirements of the RFP.

Addenda, if issued, will be posted on HOUPL's website at https://houpl.org/about/rfp_documents.php prior to the date and time of the Bid Opening.

It is the Bidder’s responsibility to ensure receipt of any addenda issued. Failure of any Bidder to receive any such addendum or interpretation shall not relieve the Bidder from any obligations under its Bid as submitted.

All addenda shall become part of the Contract documents.

19. Commencement and Completion of Work

Upon the Effective Date of the Contract, bidder agrees to commence all Preconstruction Activities. Upon issuance of a Proceed Order, bidder agrees to commence physical activities on the Site with adequate forces and equipment and to complete to Material Completion all work by May 29, 2026.

https://houpl.org/about/rfp_documents.php

PROPOSAL FORM - SIGNATURE PAGE

Date ___________________________

TO: Houston County Public Library System

This proposal is submitted in accordance with your RFP inviting proposals to be received for the project identified as “HVAC Replacement.” Having carefully examined the RFP, all instructions, specifications, all addenda and/or FAQs, and being familiar with the various conditions affecting the work, the undersigned, hereby agrees to furnish all material, perform all labor, and do all else necessary to complete the work in strict accordance with the specifications for price as contained herein.

In the event this proposal is accepted the undersigned is hereby bound to commence and complete all of the work included under this contract in such time and such manner as designated for the various items the bidder has contracted to supply or perform.

In submitting this proposal, it is understood that the unrestricted right is reserved by HOUPL in making the award to reject any and all proposals or parts thereof, or to waive any informalities or technicalities in said proposals.

The undersigned hereby certifies that this proposal is genuine and made in the interest or in behalf of any person, firm or corporation not herein named; that the undersigned has not directly or indirectly induced or solicited any bidder to refrain from submitting proposals, and that the undersigned has not, in any manner, sought by collusion to secure for himself an advantage over any other bidder.

TOTAL AMOUNT PROPOSAL OPTION: __________________________________________

which sum is hereinafter called the Bid. The Bid shall be the amount of the Contract Sum executed between the Owner and the Contractor unless Alternates are accepted.

Alternates. We further propose that, should any of the following alternates be accepted and be incorporated in the Contract, the Bid will be altered in each case as follows:

ALTERNATE 1: If taken, NO NEW DUCTLESS SPLIT SYSTEM

Deduct the sum of _________________________ Dollars ($ ______________ )

ALTERNATE 2: if taken, INCLUDE CARRIER I-VU BUILDING AUTOMATION SYSTEM BY COMMERCIAL CONTROLS

GROUP

Add the sum of _________________________ Dollars ($ ______________ )

(Print Name)

Proposal must be signed for Consideration:

(Signature)

(Date)

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of ____________

_____________________________ (name of employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-9 I (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _______, 20____, in________________ (city), _______ (state)

Signature of Authorized Officer or Agent / Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ____ DAY OF __________, 20____

_____________________________________ NOTARY PUBLIC My Commission Expires: