HVAC Water Treatment.pdf

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Greenville County Schools Procurement Department

2 Space Dr., Taylors, SC 29687-6072

Request for Proposals (RFP)

Description: HVAC WATER TREATMENT

Solicitation No: 327-26

Issue Date: October 23, 2026

Proposal Due By: November 17, 2026, 10:00 am

SOLICITATION TABLE OF CONTENTS

1. SCOPE OF SOLICITATION

2. GENERAL INSTRUCTIONS TO OFFERORS

3. SPECIAL INSTRUCTIONS TO OFFERORS

4. SCOPE OF WORK/SPECIFICATIONS

5. INFORMATION FOR OFFEROR TO SUBMIT

6. AWARD CRITERIA

7. EVALUATION CRITERIA

8. TERMS AND CONDITIONS

9. VENDOR QUESTIONNAIRE

Attachments:

A - HVAC Water Treatment Bid Form revised 2026-10.23.26

1. SCOPE OF SOLICITATION

The School District of Greenville County (District) invites interested firms to submit a proposal response to provide HVAC Water Treatment for Greenville County Schools in accordance with the Specifications and

Terms and Conditions of this solicitation.

The Request for Proposal solicitation method shall be used to select one or more firms that meet the requirements of the solicitation.

This solicitation does not commit the District to award a contract, to pay any costs incurred in the preparation of the response to this solicitation or to procure any goods or services.

PERIOD OF PERFORMANCE

An award resulting from this solicitation will be for one (1) year from the date of award with the option to extend for one (1) year annually, with a potential of five (5) years in total, if agreed to by GCS and the successful proposers. The award and period of performance is valid annually and shall not exceed five (5) years in total. The contract may be awarded annually if agreed to by both parties.

Solicitation Schedule

Release Project Date: October 23, 2026

Question Submission Deadline: November 2, 2026, 10:00am

Response Submission Deadline: November 17, 2026, 10:00am

INQUIRIES

Questions or comments regarding this solicitation document or the process shall be submitted through the

Procurement Portal no later than 10:00 am on Monday, November 2, 2026.

After the Inquiry Deadline, the District will issue an addendum to address any questions or changes. Any addenda will be posted on the Procurement Portal. Questions and comments received after the Inquiry Deadline will not be addressed.

NOTE: No other District personnel or representative of the District shall be contacted regarding this solicitation or the evaluation process. Vendors that attempt to contact other District personnel or representatives or obtain information in any way other than the authorized method, which is through the Procurement Portal, may have that firm’s bid rejected.

2. GENERAL INSTRUCTIONS TO OFFERORS

DEFINITIONS

Except as otherwise provided herein, the following definitions are applicable to all parts of the solicitation:

AMENDMENT means a document issued to supplement the original solicitation document.

BOARD means the Greenville County School Board of Trustees

BUYER means the Procurement Officer or Procurement Department representative.

CHANGE ORDER means any written alteration in specifications, delivery point, rate of delivery, period of performance, price, quantity, or other provisions of any contract accomplished by mutual agreement of the parties to the contract.

CONTRACT See clause entitled Contract Documents & Order of Precedence.

CONTRACT MODIFICATION means a written order signed by the Procurement Officer, directing the contractor to make changes which the changes clause of the contract authorizes the Procurement Officer to order without the consent of the contractor.

CONTRACTOR means the Offeror receiving an award as a result of this solicitation.

COVER PAGE means the top page of the original solicitation on which the solicitation is identified by number. Offerors are cautioned that Amendments may modify information provided on the Cover Page.

OFFER means the bid or proposal submitted in response this solicitation. The terms Bid and Proposal are used interchangeably with the term Offer.

OFFEROR means the single legal entity submitting the offer. The term Bidder is used interchangeably with the term Offeror. See bidding provisions entitled Signing Your Offer and Bid/Proposal As Offer To

Contract.

PROCUREMENT OFFICER means the person, or his successor, established by the District to facilitate each procurement.

RESPONSIBLE Bidder means a person who has the capability in all respects to perform fully the contract requirements, and the integrity and reliability, which will assure good faith performance, which may be substantiated by past performance RESPONSIVE Bidder means a person who has submitted a bid or offer, which conforms in all material aspects to the invitation for bids or request for proposals.

SOLICITATION means this document, including all its parts, attachments, and any Amendments.

SUBCONTRACTOR means any person having a contract to perform work or render service to

Contractor as a part of the Contractor's agreement arising from this solicitation.

WORK means all labor, materials, equipment and services provided or to be provided by the Contractor to fulfill the Contractor's obligations under the Contract

YOU and YOUR means Offeror.

AMENDMENTS TO SOLICITATION

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors (b) shall acknowledge receipt of any amendment to this solicitation through the Procurement Portal. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

AWARD NOTIFICATION

Notice regarding the District's intent to award a contract will be posted on the Procurement Portal. If the contract resulting from this Solicitation has a total or potential value in excess of fifty thousand dollars, such notice will be sent to all Offerors responding to the Solicitation and any award will be effective the day such notice is given. Should the contract resulting from this Solicitation have a total or potential value of one hundred thousand dollars or more, such notice will be sent to all Offerors responding to the Solicitation and any award will not be effective until the eighth day after such notice is given, once the intent to protest period has ended.

BID/PROPOSAL AS OFFER TO CONTRACT

By submitting Your Bid or Proposal, You are offering to enter into a contract with Greenville County Schools.

Without further action by either party, a binding contract shall result upon final award. Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. An Offer may be submitted by only one legal entity; "joint bids" are not allowed but partners may be identified in the bid response.

BID ACCEPTANCE PERIOD

In order to withdraw Your Offer after the minimum period specified in the solicitation, You must notify the

Procurement Officer in writing.

BID IN ENGLISH & DOLLARS

Offers submitted in response to this solicitation shall be in the English language and in US dollars, unless otherwise permitted by the Solicitation.

CERTIFICATION REGARDING DEBARMENT AND OTHER RESPONSIBILITY MATTERS

By submitting an Offer, Offeror certifies, to the best of its knowledge and belief, that-

A. Offeror and/or any of its Principals-

1. Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any state or federal agency;

2. Have not, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or subcontract;

violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, or receiving stolen property; and

3. Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph (a)(l)(i)(B) of this provision.

4. Offeror has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any public (Federal, state, or local) entity.

B. "Principals," for the purposes of this certification, means officers; directors; owners; partners; and, persons having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segment, and similar positions).

1. Offeror shall provide immediate written notice to the Procurement Officer if, at any time prior to contract award, Offeror learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

2. If Offeror is unable to certify the representations stated in paragraphs (a)(1), Offer must submit a written explanation regarding its inability to make the certification. The certification will be considered in connection with a review of the Offeror's responsibility. Failure of the Offeror to furnish additional information as requested by the Procurement Officer may render the Offeror nonresponsive.

3. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of an Offeror is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

4. The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed when making award. If it is later determined that the Offeror knowingly or in bad faith rendered an erroneous certification, in addition to other remedies available to the State, the

Procurement Officer may terminate the contract resulting from this solicitation for default.

CODE OF LAWS AVAILABLE

The South Carolina Code of Laws, including the Consolidated Procurement Code, is available at http://www.scstatehouse.net/code/statmast.htm. The South Carolina Regulations are available at:

http://www.scstatehouse.net/coderegs/statmast.htm.

COMPLETION OF FORMS / CORRECTION OF ERRORS

The vendor may access their submission through the Procurement Portal in order to replace with the updated package submission.

DEADLINE FOR SUBMISSION OF OFFER

Any offer received after the time set for opening has arrived, shall be rejected unless otherwise specified in the award criteria.

DISTRICT REGULATIONS

The bidder(s) and his representatives shall follow all applicable regulations while on District property, including the NO SMOKING, no weapons, and drug-free policies. No work shall interfere with school activities or environments unless an authorized employee for that location gives permission. All representatives of winning bidder must display identification tags (picture ID) at all times while on school grounds.

DRUG FREE WORK PLACE CERTIFICATION

By submitting an Offer, Contractor certifies that, if awarded a contract, Contractor will comply with all applicable provisions of The Drug-free Workplace Act, Title 44, and Chapter 107 of the South Carolina Code of

Laws, as amended. The successful Vendor shall not permit its personnel, representative or any subcontractor or other personnel to possess upon District property or within any vehicle transporting students and staff, any alcoholic beverages, illicit/non-prescribed drugs, tobacco products or weapons. Alcoholic beverages, http://www.scstatehouse.net/code/statmast.htm http://www.scstatehouse.net/coderegs/statmast.htm illicit/non-prescribed drugs, tobacco products and weapons are not allowed on District property at any time.

Any vendor related actions involving or the possession of, any of the aforementioned items while on District property may cause a cancellation of any award/agreement, at no cost to the District. Criminal charges may apply. Personnel who appear to be under the influence of any substance shall not be allowed to transport or come into contact with students or enter or remain on District property.

DUTY TO INQUIRE

Offeror, by submitting an Offer, represents that it has read and understands the Solicitation and that its Offer is made in compliance with the Solicitation. Offerors are expected to examine the Solicitation thoroughly and should request an explanation of any ambiguities, discrepancies, errors, omissions, or conflicting statements in the Solicitation. Failure to do so will be at the Offeror's risk. Offeror assumes responsibility for any patent ambiguity in the Solicitation that Offeror does not bring to the District's attention.

ETHICS CERTIFICATE

By submitting an offer, the offeror certifies that the offeror has and will comply with, and has not, and will not, induce a person to violate Title 8, Chapter 13 of the South Carolina Code of Laws, as amended

(ethics act). The following statutes require special attention: Section 8-13-700, regarding use of official position for financial gain; Section 8-13-705, regarding gifts to influence action of public official; Section 8-13-

720, regarding offering money for advice or assistance of public official; Sections 8-13-755 and 8-13-760, regarding restrictions on employment by former public official; Section 8-13-775, prohibiting public official with economic interests from acting on contracts; Section 8-13-790, regarding recovery of kickbacks; Section 8-

13-1150, regarding statements to be filed by consultants; and Section 8-13-1342, regarding restrictions on contributions by contractor to candidate who participated in awarding of contract. The District may rescind any contract and recover all amounts expended as a result of any action taken in violation of this provision. If contractor participates, directly or indirectly, in the evaluation or award of public contracts, including without limitation, change orders or task orders regarding a public contract, contractor shall, if required by law to file such a statement, provide the statement required by Section 8-13-1150 to the procurement officer at the same time the law requires the statement to be filed.

PROCUREMENT AUTHORITY

(a) All authority regarding the conduct of this procurement is vested solely with the responsible Procurement

Officer. Unless specifically delegated in writing, the Procurement Officer is the only government official authorized to bind the government with regard to this procurement. (b) Purchasing Liability. The Procurement

Officer is an employee of Greenville County Schools acting on behalf of the District pursuant to their

Procurement Code. Any contracts awarded as a result of this procurement are between the Contractor and

Greenville County Schools.

PROCUREMENT CODE AVAILABLE

The Greenville County Schools Procurement Code, is available at https://www.greenville.k12.sc.us/Departments/main.asp?titleid=procure.

PROTESTS

https://www.greenville.k12.sc.us/Departments/main.asp?titleid=procure

A. Solicitation - Any prospective bidder, offeror, contractor, or subcontractor who is aggrieved in connection with the solicitation of a contract shall protest within fifteen (15) days of the date of issuance of the applicable solicitation document at issue.

B. Intent to Award - Any actual bidder, offeror, contractor, or subcontractor who is aggrieved in connection with the intended award or award of a contract shall state their intent to protest within seven (7) days of the date notification of award is posted in accordance with this code. A protest shall be in writing, submitted to the Chief Business Official, and shall set forth the grounds of the protest and the relief requested with enough particularity to give notice of the issues to be decided. The actual protest grounds must be produced after notification within fifteen (15) days from the date of award notice.

PROTEST- ADDRESS

Any protest must be submitted in writing by mail or email to the Chief Business Official, Robin Stack, 301 E.

Camperdown Way., Greenville, SC 29601, or to rstack@greenville.k12.sc.us.

PUBLIC OPENING

Offers will be publicly opened at the Procurement Department, 2 Space Dr., Taylors, SC 29687, or any location specified in the last Addendum, whichever is applicable.

QUESTIONS FROM OFFERORS

(a) Any prospective offeror desiring an explanation or interpretation of the solicitation, drawings, specifications, etc., must submit their requests through the Procurement Portal no later than the date and time indicated in the

Solicitation Schedule of the submission date stated in the Scope of Solicitation. Oral explanations or instructions will not be binding. Answers will be furnished promptly through the Questions ans Answer section of the Procurement Portal and as an Amendment to the solicitation, if that information is necessary for submitting offers or if the lack of it would be prejudicial to other prospective offerors. (b) The District seeks to permit maximum practicable competition. Offerors are urged to advise the Procurement Officer - as soon as possible - regarding any aspect of this procurement, including any aspect of the Solicitation, which unnecessarily or inappropriately limits full and open competition.

REJECTION/CANCELLATION

The District may cancel this solicitation in whole or in part. The District may reject any or all proposals in whole or in part if it is in the best interest of the District to do so.

RESPONSIVENESS/IMPROPER OFFERS

A. Bid as Specified. Offers for supplies or services other than those specified will not be considered unless authorized by the Solicitation.

B. Responsiveness. Any Offer which fails to conform to the material requirements of the Solicitation may be rejected as nonresponsive. Offers which impose conditions that modify material requirements of the

Solicitation may be rejected. If a fixed price is required, an Offer will be rejected if the total possible cost to the District cannot be determined. Offerors will not be given an opportunity to correct any material nonconformity. Any deficiency resulting from a minor informality may be cured or waived at the sole discretion of the Procurement Officer.

mailto:rstack@greenville.k12.sc.us

C. Price Reasonableness: Any offer may be rejected if the Procurement Officer determines in writing that it is unreasonable as to price.

D. Unbalanced Bidding. The District may reject an Offer as nonresponsive if the prices bid are materially unbalanced between line items or sub-line items. A bid is materially unbalanced when it is based on prices significantly less than cost for some work and prices which are significantly overstated in relation to cost for other work, and if there is a reasonable doubt that the bid will result in the lowest overall cost to the District even though it may be the low evaluated bid, or if it is so unbalanced as to be tantamount to allowing an advance payment.

RESTRICTIONS APPLICABLE TO OFFERORS

Violation of these restrictions may result in disqualification of your offer, suspension or debarment, and may constitute a violation of the state Ethics Act. (a) After issuance of the solicitation, all communications must be solely with the Procurement Officer. You agree not to discuss this procurement activity in any way with any other District employees, agents or officials. This restriction may be lifted by express written permission from the Procurement Officer. This restriction expires once a contract has been formed. (b) Unless otherwise approved in writing by the Procurement Officer, you agree not to give anything to any other District employees, agents or officials prior to award.

SIGNING YOUR OFFER

Every Offer must be signed by the individual with actual authority to bind the Offeror. (a) If the Offeror is an individual, the Offer must be signed by that individual. If the Offeror is an individual doing business as a firm, the Offer must be submitted in the firm name, signed by the individual, and state that the individual is doing business as a firm. (b) If the Offeror is a partnership, the Offer must be submitted in the partnership name, followed by the words "by its Partner," and signed by a general partner. (c) If the Offeror is a corporation, the

Offer must be submitted in the corporate name, followed by the signature and title of the person authorized to sign. (d) An Offer may be submitted by a joint venture involving any combination of individuals, partnerships, or corporations. If the Offeror is a joint venture, the Offer must be submitted in the name of the Joint Venture and signed by every participant in the joint venture in the manner prescribed in paragraphs (a) through (c) above for each type of participant. (e) If an Offer is signed by an agent, other than as stated in subparagraphs (a) through (d) above, the Offer must state that is has been signed by an Agent. Upon request, Offeror must provide proof of the agent's authorization to bind the principal.

SUBMITTING CONFIDENTIAL INFORMATION

For every document Offeror submits in response to or with regard to this solicitation or request, Offeror must separately mark with the word "CONFIDENTIAL" every page, or portion thereof, that Offeror contends contains information that is exempt from public disclosure because it is either (a) a trade secret as defined in

Section 30-4- 40(a)(l), or (b) privileged and confidential, as that phrase is used in Section 11-35-410. For every document Offeror submits in response to or with regard to this solicitation or request, Offeror must separately mark with the words "TRADE SECRET" every page, or portion thereof, that Offeror contends contains a trade secret as that term is defined by Section 39-8-20 of the Trade Secrets Act. For every document Offeror submits in response to or with regard to this solicitation or request, Offeror must separately mark with the word

"PROTECTED" every page, or portion thereof, that Offeror contends is protected by Section 11-35-1810. All markings must be conspicuous; use color, bold, underlining, or some other method in order to conspicuously distinguish the mark from the other text. Do not mark your entire response (bid, proposal, quote, etc.) as confidential, trade secret, or protected. If your response or any part thereof, is improperly marked as confidential or trade secret or protected, the District may, in its sole discretion, determine it nonresponsive. If only portions of a page are subject to some protection, do not mark the entire page. By submitting a response to this solicitation or request, Offeror (1) agrees to the public disclosure of every page of every document regarding this solicitation or request that was submitted at any time prior to entering into a contract (including, but not limited to, documents contained in a response, documents submitted to clarify a response, and documents submitted during negotiations), unless the page is conspicuously marked "TRADE SECRET" or

"CONFIDENTIAL" or "PROTECTED", (2) agrees that any information not marked, as required by these bidding instructions, as a "Trade Secret" is not a trade secret as defined by the Trade Secrets Act, and (3) agrees that, notwithstanding any claims or markings otherwise, any prices, commissions, discounts, or other financial figures used to determine the award, as well as the final contract amount, are subject to public disclosure. In determining whether to release documents, the District will detrimentally rely on Offeror's marking of documents, as required by these bidding instructions, as being either "Confidential" or "Trade Secret" or

"PROTECTED". By submitting a response, Offeror agrees to defend, indemnify and hold harmless Greenville

County Schools, its officers and employees, from every claim, demand, loss, expense, cost, damage or injury, including attorney's fees, arising out of or resulting from the District withholding information that Offeror marked as "confidential" or "trade secret" or "PROTECTED". (All references to S.C. Code of Laws.)

SUBMITTING YOUR OFFER OR MODIFICATION

(a) Offers and offer modifications shall be submitted in sealed envelopes or packages (unless submitted by electronic means) - (1) Addressed to the office specified in the Solicitation; and (2) Showing the time and date specified for opening, the solicitation number, and the name and address of the bidder. (b) If you are responding to more than one solicitation, each offer must be submitted in a different envelope or package. (c) Each Offeror must submit the number of copies indicated on the Cover Page. (d) Offerors using commercial carrier services shall ensure that the Offer is addressed and marked on the outermost envelope or wrapper as prescribed in paragraphs (a) (1) and (2) of this provision when delivered to the office specified in the Solicitation. (e)

Facsimile or e-mail offers, modifications, or withdrawals, will not be considered unless authorized by the

Solicitation. (f) Offers submitted by electronic commerce shall be considered only if the electronic commerce method was specifically stipulated or permitted by the solicitation. (g) It is the Offerors responsibility to ensure that bids submitted by electronic commerce were received by the Procurement Officer.

TAX CREDIT FOR SUBCONTRACTING WITH MINORITY FIRMS

Pursuant to Section 12-6-3350, taxpayers, who utilize certified minority subcontractors, may take a tax credit equal to 4% of the payments they make to said subcontractors. The payments claimed must be based on work performed directly for a South Carolina state contract. The credit is capped at $25,000 per year or the total tax liability; whichever is lesser. The taxpayer is eligible to claim the credit for 6 consecutive taxable years beginning with the taxable year in which the credit is first claimed. There is no carry forward of unused credits.

The credit may be claimed on Form TC- 2, "Minority Business Credit." A copy of the subcontractor's certificate from the Governor's Office of Small and Minority Business (OSMBA) is to be attached to the contractor's income tax return. Taxpayers must maintain evidence of work performed for a State contract by the minority subcontractor. Questions regarding the tax credit and how to file are to be referred to: SC Department of

Revenue, Research and Review, Phone: (803) 898-5786, Fax: (803) 898-5888. The subcontractor must be certified as to the criteria of a "Minority Firm" by the Governor's Office of Small and Minority Business

Assistance (OSMBA). Certificates are issued to subcontractors upon successful completion of the certification process. Questions regarding subcontractor certification are to be referred to: Governor's Office of Small and

Minority Business Assistance, Phone: (803) 734-0657, Fax: (803) 734-2498. Reference: SC §11-35-5010 -

Definition for Minority Subcontractor & SC §11-35-5230 (B) - Regulations for Negotiating with State Minority

Firms.

UNIT PRICE

Unit price must be shown for each item. In determining award, unit prices will govern over extended prices unless otherwise stated.

WITHDRAWAL OR CORRECTION OF OFFER

Offers may be withdrawn by written notice received at any time before the exact time set for opening. If the

Solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for opening. A bid may be withdrawn in person by a bidder or its authorized representative if, before the exact time set for opening, the identity of the person requesting withdrawal is established and the person signs a receipt for the bid. The withdrawal and correction of Offers is governed by the District's

Procurement Code.

3. SPECIAL INSTRUCTIONS TO OFFERORS

PRE-BID CONFERENCE

There is no pre-bid meeting for this solicitation.

CLARIFICATION

Pursuant to Section (SC Section 11-35-1520), the Procurement Officer may elect to communicate with you after opening for the purpose of clarifying either your offer or the requirements of this solicitation. Such communications may be conducted only with offerors who have submitted an offer which obviously conforms in all material aspects to the solicitation. Clarification of an offer must be documented in writing and included with the offer. Clarifications may not be used to revise an offer or the solicitation.

4. SCOPE OF WORK/SPECIFICATIONS

SCOPE OF WORK

The awarded proposer(s) is expected to fulfill all of the requirements and duties contained in this solicitation as directed by the District’s Superintendent or his designee. A proposal shall consist of details for the provision and management of the services envisioned in the Specifications, in accordance with the requirements described in this solicitation. The detailed Specifications are provided in a later section.

The School District of Greenville County is located in the Upstate of South Carolina with approximately 78,000 students and 11,000 employees. The District was established in 1951. The District consists of more than 100 schools, career centers and other facilities. Proposers can gain more information on the District and its standards by entering the District’s website at www.greenville.k12.sc.us.

The scope of work includes, but is not limited to, the responsibilities listed in this RFP and any future authorized, amended documents related to this solicitation. If the proposer takes any exceptions to any part of the solicitation, include the exceptions with the proposal on a separate page titled “Exceptions to Proposal

Criteria.”

http://www.greenville.k12.sc.us/

Attachment:

The District has provided the following document that provides details specific to each District location. This attachment must be uploaded and included as part of a proposal response. Any responses that do not include the completed attachment shall be deemed non-responsive.

• HVAC Water Treatment - Pricing Form - Breakdown

Pricing Form:

The Pricing Form in the attachment section of this solicitation must be included with a proposal response to be deemed a responsive proposal.

Sales Tax:

Six-Percent (6%) South Carolina Sales Tax must be included in pricing provided on the Pricing Form.

Project Timeline:

After issuance of purchase order and Notice to Proceed, this project is scheduled to begin January 11, 2027.

Scope of Work:

The Program Specifications and Scope of Work in this section were developed and approved by the District

Maintenance Department.

I. Intent of Solicitation

The School District of Greenville County is soliciting proposal responses for the purpose of providing the

District with water treatment chemicals and services for the protection and efficient operation of all hydronic heating systems, hydronic heat pump systems, chilled water systems, condenser water systems, 2- and 4-pipe heating and cooling systems, and other equipment associated with the HVAC systems. Currently, the District incorporates a “solid feeder” inhibitor induction system on each Open Loop System—twenty-seven (27) in all.

The District also has nine (9) locations currently set up for corrosion coupon monitoring. The pricing form includes unit pricing for upgrades and vendor-suggested additions.

II. General Definitions

1. Owner – The School District of Greenville County (SDGC).

2. Contractor – The individual and/or company the Owner contracts with to perform turnkey water treatment services.

3. Water Treatment – Providing chemicals, routine inspections, routine lab analysis, and all services required by the contract to protect all hydronic systems and associated equipment from corrosion and scale/erosion.

4. Facility – All buildings owned and operated by The School District of Greenville County.

5. HVAC Equipment – All piping, pumps, valves, chillers, boilers, cooling towers, and related equipment associated with heating, ventilating, and air conditioning systems.

III. Proposal Requirements

The Contractor, by the submission of its bid, acknowledges that opportunity was extended to visit the sites of the work and is satisfied with the conditions affecting the work. These conditions include physical arrangement of equipment and access to utilities required to perform the duties described in this contract. Failure of the

Contractor to acquaint itself with the facilities listed shall not relieve it from the responsibility for properly estimating the cost of successfully performing the duties mentioned in the contract.

IV. Submittals and Qualifications

A. Submittals Required with Proposal Submission

The Contractor shall submit the following documentation with its proposal response package:

1. References: A list of a minimum of three (3) current HVAC Water Treatment contracts of similar magnitude, including client name, contact person, and current business telephone numbers.

2. Product Data & SDS: Manufacturer technical data sheets and Safety Data Sheets (SDS) for all proposed treatment chemicals, inhibitors, biocides, and cleaning agents.

3. Proposed Technical Program & Chemistry: Detailed narrative of proposed chemical treatment programs, including chemical formulations for both closed-loop and open condenser water systems.

4. Demonstration & Technical Transition Narrative: A detailed operational plan outlining how the vendor will manage the contract transition period, execute initial flushing and cleaning of systems to establish baseline water quality, and manage strainer pulling/cleaning across all mechanical rooms at contract onset.

5. Online Portal & Reporting Sample: Sample facility service reports and a demonstration/overview of cloud-based dashboard capabilities used for real-time tracking of site visits, sign-in confirmations, water analysis trends, and corrective action logging.

6. Solid-Feed vs. Liquid-Feed Options: Information on any proposed automated feed equipment options or alternative chemistry delivery methods (e.g., solid-feed systems) that meet or exceed SDGC water quality standards.

7. Technician Qualifications: Documentation demonstrating that all assigned primary and backup field technicians possess a minimum of five (5) years of direct experience in commercial/institutional HVAC water treatment.

B. Submittals Required Upon Award (Within 15 Calendar Days)

1. Master Work Schedule: A comprehensive site visit and testing schedule for all District facilities in accordance with Section VII.

2. Certificate of Insurance (COI): Proof of insurance coverage meeting all statutory and District liability limits as detailed in Section VI, including pollution liability coverage.

3. Master SDS Binder: One (1) complete physical binder containing SDS sheets for all products, delivered to the District Maintenance Department Designee prior to work commencement.

4. Site Logs: Standardized physical site visit service log binders placed in each facility's mechanical room.

V. Permits The Contractor assumes full responsibility for securing and paying for all necessary permits, licenses, and state, federal, and local taxes.

VI. Insurance

The Contractor shall purchase and maintain insurance during the contract period as detailed herein. Contractor shall provide the District Maintenance designee with a current Certificate of Insurance (COI). Insurance required shall be written for not less than any limits of liability specified in the Contract documents or required by laws of South Carolina, whichever is greater:

Workers' Compensation Insurance: Statutory (required of all contractors regardless of number of employees).

Commercial General Liability: Shall include Contractor's liability, Owner's and Contractor's liability, and

Contractual Liability, with limits of not less than:

o Bodily Injury: $1,000,000 per occurrence / $1,000,000 aggregate o Property Damage: $1,000,000 per occurrence / $1,000,000 aggregate

Comprehensive Automobile Liability: Shall include coverage for all owned, non- owned, and hired automotive equipment, with limits of not less than:

o Bodily Injury: $500,000 per person / $1,000,000 per occurrence o Property Damage: $200,000 per occurrence

Commercial Excess ("Umbrella") Coverage: Provided in an amount not less than $1,000,000.

Equipment & Pollution Liability: Provided in an amount not less than $1,000,000 per occurrence.

VII. Schedule

The Contractor shall submit a work schedule for the District’s approval within seven (7) days of award notification. After receiving District approval, the Contractor shall adhere strictly to the schedule. Emergency calls shall not affect routine facility visit schedules.

1. Visit Frequencies:

o Open Loop Systems: Minimum of two (2) times per month (once every 2 weeks) for each open water system location (27 locations total).

o Closed Loop Systems: Minimum of two (2) times per year on all closed loop systems (81 locations total; includes Chilled Water and Heating Hot Water). Suggested timing is six (6) months apart to cover cooling and heating seasons.

2. Upcoming Schedule Reports: Every two weeks (bi-weekly) by Friday, the Contractor shall report to the

District Maintenance Department via email a work schedule for the upcoming two weeks, unless a comprehensive annual schedule has been approved in writing.

3. Visit Reports & Corrective Actions: Bi-weekly on Fridays, the Contractor shall send reports from the previous two weeks' visits and necessary follow-up notes for corrective actions. Work for corrective actions outside the scope of this contract must be quoted and approved in writing prior to performance. Normal upkeep of chemical feed equipment is considered base contract maintenance.

4. Site Visit Check-In Procedure:

o The Contractor's representative must check in at the front office of each facility on every visit, obtain a visitor's tag, and ensure sign-in.

o The Contractor must be escorted to the Mechanical Room by the Plant Engineer or designated representative.

o Confirmation of each visit must be obtained via signature, date, and time from the Plant

Engineer/designee on the Contractor's log form.

o Bypassing check-in by going directly to the Mechanical Room is prohibited.

o If visitor log records do not contain proof of sign-in or signature, the fee for that visit will be deducted from payment.

VIII. Scope of Work

1. Water Protection: The Contractor shall provide and maintain clean, non-corrosive treated water in each system to prevent rust, scale, algae, and contaminants detrimental to health, heat transfer, and piping/equipment materials.

2. Baseline Cleanliness & Strainer Maintenance: At the onset and termination of this contract, the Contractor shall inspect water cleanliness via samples for turbidity and analysis. The Contractor shall pull and clean all strainers in the Mechanical Room to ensure media is free of solids/liquids (rust, oil, sand, dirt, chemicals).

System flushing/cleaning required to establish baseline water quality shall be performed as a task-order item per facility. District personnel will assist with system shutdown/startup coordination.

3. Cooling Tower Scale Remover: The Contractor shall supply necessary chemicals (typically once per year) to clean scale/buildup on cooling tower exteriors. District personnel will perform physical exterior cleaning.

4. Equipment Repair Notification: The Contractor shall notify the Owner immediately of any HVAC equipment found in need of repair.

5. Manufacturer Compliance: Treatment procedures, chemical supply, and injection shall comply with equipment manufacturers' recommendations.

6. Equipment Damage Liability: Damage to HVAC equipment resulting directly from chemical treatment (as determined by joint third-party metallurgical lab or corrosion coupon evidence) shall be repaired at the

Contractor's expense.

7. Direct Employment & Qualifications: All services must be performed by direct employees of the

Contractor possessing a minimum of five (5) years of experience in HVAC water treatment. Subcontractors are strictly prohibited.

8. Legionella Testing & Remediation: At a minimum of two (2) times per year, the Contractor shall perform

Legionella testing on each open system. If a test is positive and the cause is not attributable to District operational failures (e.g., stagnant drained towers, offline pumps), the Contractor shall immediately perform flushing, cleaning, sanitation, and treatment at no additional cost in accordance with EPA, SCDES, ASHRAE, and CTI standards.

IX. Reporting and Recordkeeping Requirements

1. Bi-Weekly Service Visit Reports: Typed electronic service reports must be emailed to the District

Maintenance Designee within fourteen (14) calendar days of each visit.

Reports shall include:

o Facility name, date, arrival/departure times, and technician name.

o Proof of facility sign-in confirmation.

o System type serviced (heating hot water, chilled water, open tower, etc.).

o Water sample field/lab analysis (pH, conductivity, TDS, inhibitor levels, biocide levels, turbidity).

o Chemical volumes added, pump status, and current inventory.

o Observations, equipment deficiencies, and recommended corrective actions.

2. Online Customer Portal (Optional/Proposed): Web-based portal access providing historical reports, trending graphics, corrosion coupon results, Legionella test reports, and SDS sheets.

3. Quarterly Corrosion & Analytical Summaries: Every three (3) months, the Contractor shall submit a quarterly report summarizing corrosion coupon wear rates (mils/year), semi-annual Legionella testing results, and closed-loop analytical data summaries.

X. Performance Standards

1. Water Specifications: Treatment shall maintain water quality within limits defined in Section XV: HVAC

Water Quality Standards. Revisions supported by recognized industry standards may be proposed by the

Contractor for District approval.

2. Regulatory Compliance: All chemicals and methods shall comply with EPA, SCDES (South Carolina

Department of Environmental Services), OSHA, and local regulations.

XI. Materials

1. Chemicals & SDS: Deliver chemicals in original labeled containers. SDS sheets must be maintained in a notebook mounted in each mechanical room and affixed to chemical containers. A master SDS binder must be delivered to the District Maintenance Department. Closed-loop chemicals shall be Nitrite or Molybdate-based inhibitors. Molybdate-based inhibitor ONLY shall be used at A.J. Whittenberg Elementary School.

2. Hardware & Pumps: Existing pumps and equipment may be reused or quoted on the bid form as unit price items. The Contractor is responsible for maintaining all feed equipment. New equipment provided becomes

District property.

3. Corrosion Coupons: Corrosion coupon racks shall be monitored in nine (9) specified cooling tower systems:

Berea HS, JL Mann HS, Mauldin HS, Southside HS, Travelers Rest HS, Woodmont MS, Woodmont HS, Riverside HS, and AJ Whittenberg ES. Reports shall be submitted quarterly. Acceptable rates are <= 3.0 mils/year for mild steel and <= 0.2 mils/year for copper.

XII. Additional Sites or New Equipment

If additional sites or equipment are added during the contract term due to construction or renovation, the

Contractor agrees to add them at the established contract unit rates.

XIII. Contractor Requirements for Execution of Work

1. The Contractor must enter school buildings via the main office, sign in on the visitor log upon arrival and departure, and display a visitor badge at all times. Proceeding directly to mechanical rooms without signing in is strictly prohibited.

2. The Contractor shall inform office staff of their presence and purpose upon arrival.

3. Work safety is paramount. At no time shall chemicals, tools, vehicles, or equipment be left accessible or hazardous to students or staff.

4. The Contractor shall leave a company-letterhead service order ticket at each location upon visit completion indicating the technician's name.

5. The Contractor is responsible for property/grounds damage incurred during visits, which shall be repaired at

Contractor expense to District satisfaction.

6. School property is Tobacco-Free, Drug-Free, Alcohol-Free, and Profanity-Free.

7. Fraternization with students is strictly prohibited.

8. Subleasing, assigning, or transferring any portion of this contract without written approval from SDGC

Procurement and Maintenance is prohibited.

XIV. Invoices

The total annual contract amount for routine water treatment shall be invoiced in twelve (12) equal monthly installments, itemizing each facility and cost. Invoices must be received by the 25th of each month. Payment will be made within thirty (30) calendar days of receiving a problem-free invoice. The District does not pay from statements.

XV. HVAC Water Quality Standards

A. Closed Hydronic Systems

(Low temperature hot-water heating, chilled water, and glycol systems)

Treatments:

o Hot Water & Standard Closed Loops: Sodium nitrite, borax, and molybdate with copper alloy inhibitor.

o Chilled Water: Non-nitrite program (phosphate, polymer borate, copper inhibitor, non-oxidizing biocide).

o Glycol Systems: Ethylene glycol with buffered phosphate corrosion inhibitor in deionized water.

B. Open Hydronic Systems

(Condenser water and cooling towers)

Treatments & Bleed-off:

o Organic phosphonate and polymeric dispersant with copper inhibitor.

o Alternating biocides (one oxidizer, one non-oxidizer).

o Automated bleed-off based on conductivity and water meter signals to maintain up to 6 cycles of concentration.

Additional Services Required - Record Portal:

Access to Service Record Portal and training is required for up to four District employees.

End of Section.

NOTE: Taking exceptions to the solicitation or changing the terms and/or conditions of the solicitation may cause the proposal to be determined “non-responsive” and therefore, not eligible for an award.

DISTRICT CALENDAR AND INFORMATION

Proposers can obtain more information on the District, its calendar and standards by entering the District’s website at www.greenville.k12.sc.us.

POSTPONMENTS

A proposal recording meeting or a pre-proposal conference shall be postponed if the District’s Procurement

Department is closed for any of the following reasons: (1) Causes beyond the control of the District (e.g., fire, flood, weather conditions, etc.), or (2) Emergency or unanticipated events that interrupt normal District or

Procurement operations. The postponed event (opening or conference) shall automatically be rescheduled to the next full and complete District business day after the published date. A District business day does not include a day starting after an announced opening delay or a closure. Firms should consult the District’s INFO

Line (864-355-3100) or local media regarding closures.

5. INFORMATION FOR OFFEROR TO SUBMIT

PROPOSER GENERAL INFORMATION

Proposers shall explain, in detail, any additional service that they wish to provide the District. Proposers shall provide all costs to the District in their proposal. Undisclosed costs shall not be paid at any time.

Proposers shall respond to each of the following areas in the Vendor Questionnaire.

INSTRUCTION FOR SUBMITTAL OF PROPOSAL

Proposers shall submit their bid through the Procurement Portal no later than 10:00 am on Tuesday, November

17, 2026.

By submitting a solicitation response, the Vendor acknowledges that it has had the opportunity to inquire about the District’s Procurement Code and Regulations, this solicitation and other pertinent District policy.

Sales Tax requirements for pricing will be described on the bid form and/or in the scope of work section of this solicitation.

The submitted sealed proposal must be signed by an authorized individual who may bind the Vendor to provide the service(s) and/or product(s) in accordance with the specifications contained in this RFP.

The official due time for a solicitation response is maintained according to the Procurement Portal.

Faxed or emailed proposals shall not be accepted.

SOLICITATION SECURITY

If the District requires Solicitation Security for this project, the requirement will be specified in the Scope of Work.

If Solicitation Security is required, it must be submitted either in person or by U.S. Mail to:

http://www.greenville.k12.sc.us/

Greenville County Schools – Procurement Department 2 Space Drive Taylors, SC 29687

Acceptable forms of Solicitation Security include a check, cashier’s check, or bid bond, as specified in the solicitation.

Any security deposit submitted by check will be available for pickup at the Procurement Department in accordance with the terms of the solicitation.

PERFORMANCE AND PAYMENT BONDS

If Performance and/or Payment Bonds are required for this project, the requirements will be specified in the solicitation and contract documents.

The successful Contractor shall furnish the required Performance Bond and Payment Bond within the time specified by the District following notice of award. The bonds shall be in the form and amount required by the solicitation and applicable South Carolina law.

Bonds shall be submitted to:

Greenville County Schools – Procurement Department 2 Space Drive Taylors, SC 29687

SOLICITATION AND PERFORMANCE CONDITIONS

Unless stated otherwise herein, the governing language of the relationship and project performance between the

District and the awarded firms resulting from this solicitation shall be comprised of the solicitation documents, including any attachments, amendments and/or addenda. In the event of a conflict, the solicitation document shall govern.

SUBCONTRACTING

No portion of this contract shall be subleased, assigned, transferred, or conveyed without the expressed prior written approval from a GCS Procurement Officer. Proposed subcontractors shall be identified in the bid.

PROPOSAL RESPONSE CERTIFICATION

Interested Vendors are hereby notified that a “Proposal Response Certification” statement is included within the solicitation and that by signing the certification statement, with no alterations allowed, the Vendor agrees to be bound by the terms and conditions of the solicitation and by the District’s General Terms and Conditions included herein by reference. The Proposal Response Certification statement that is included with this solicitation shall be signed and returned with the proposal.