IFB IGSA #26-02 — Replace Two HVAC Units Addendum 1.docx

This Addendum 1 document is issued by the Town of Bowling Green, Virginia, acting as the contracting agent for Fort Walker under an Intergovernmental Support Agreement (IGSA) for IFB IGSA #26-02 to replace two HVAC units at Fire Station #8 on Fort A.P. Hill. The procurement requires installation of a 5-ton rooftop heat pump system with ductwork for Addition 1 (Sleeping Facility) and a 7-ton rooftop heat pump system with ductwork for Addition 2 (Office/Training Space), with both units utilizing allowable refrigerants (R-32 or R-454B) and conforming to design drawings dated February 2026. The addendum establishes a mandatory pre-bid conference scheduled for April 21, 2026, from 11:00 AM to 12:00 PM, at 19952 N. Range Road, Fort A.P. Hill, Virginia 22427. Attendees must submit their name, company, title, and phone number to jsmith@townofbowlinggreenva.gov and will receive additional arrival instructions at the Fort A.P. Hill Visitor Control Center. Sealed bid submissions are due May 6, 2026, at 3:00 PM via eVA and physical delivery to the Town Manager's office in Bowling Green, Virginia, with bids to be opened immediately thereafter via Microsoft Teams and an anticipated award date of May 10, 2026. The initial contract term is six months from the date of award, with overall performance completion required within 12 months and 30 days from the approved schedule start date.

Acknowledgement of this addendum or any subsequent addenda must be submitted prior to the bid due date and time or signed and uploaded as an attachment with the electronic bid submission; failure to acknowledge or submit the addendum may be grounds for declaring the bid non-responsive. Bidders must submit firm-fixed pricing for each item and provide all labor, materials, equipment, supervision, and transportation necessary for complete installation. Required qualifications include demonstration of financial stability and competency; submission of three recent references for similar work completed within the past five years; proof of required insurance coverage with minimum $1,000,000 general liability, $1,000,000 automobile liability, and statutory workers' compensation; and compliance with Virginia Public Procurement Act requirements, including State Corporation Commission identification numbers and conflict-of-interest disclosures. All work must conform to applicable federal, state, and local codes including UFC, IBC, NEC, NFPA, and ASHRAE standards. Contractors are responsible for obtaining all necessary permits, licenses, and background clearances for personnel accessing the military installation, as well as the recycling and proper disposal of removed equipment, including refrigerant recovery in government-supplied tanks. The Town reserves the right to reject any or all bids, waive informalities, and make awards based on lowest responsive and responsible bidder determination, with potential for multiple contract awards from this solicitation. No specific budget range or award value is disclosed in the solicitation materials.