IGSA 26-02 Replace 2 HVAC Units FINAL.pdf

SEALED INVITATION

FOR BID (IFB)

Date: April 6, 2026

SOLICITATION NUMBER: IFB IGSA #26-02

TITLE: Replace (2) HVAC Units

IFB CLOSING DATE/TIME:

QUESTION DEADLINE:

May 6, 2026, 3:00 PM

April 23, 2026, 3:00 PM

SUBMIT ON eVA & MAIL 1 ORIGINAL AND 2 COPIES OF YOUR BID IN A SEALED

ENVELOPE TO:

MAILING & STREET ADDRESS:

Town of Bowling Green

Attn: India Adams-Jacobs, Town Manager

117 Butler Street

Bowling Green, VA 22427

In compliance with this solicitation and to all the conditions imposed therein and hereby incorporated by reference, the undersigned Bidder and agrees to Provide the Services listed herein, in accordance with the

Prices indicated in the Pricing Schedule, Attachment B.

Company Name

Authorized Signature Date Name and Title Printed

Phone Number Email Address

Note: Town of Bowling Green does not discriminate against faith-based organizations in accordance with the Code of Virginia § 2.2-4343.1 or against a Bidder because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

IFB SUBMISSION FORM

Name of IFB: Replace (2) HVAC Units

IFB Number: IFB IGSA #26-02

Closing Date/Time: May 6, 2026, at 3:00 (EST)

SECTION I - COMPANY IDENTIFICATION AND OWNERSHIP DISCLOSURE

Company: Contact Person:

Title:

Address:

Telephone No:

Remittance

Address:

Fax No:

Email:

Indicate Which: Corporation [ ] Partnership [ ] Sole Prop. [ ]

Minority Owned/Controlled Bus. Yes [ ] No [ ] Small Bus. Yes [ ] No [ ]

Women Owned/Controlled Bus. Yes [ ] No [ ] Disabled Veteran: Yes [ ] No [ ]

Organized under the laws of the State of

Principal place of business at

Parent Company if any

Subsidiaries or Affiliated Entities

Performing Work if any:

SCC:

FEIN:

The following are the names and address of all persons having an ownership interest of 3% or more in the Company: (Attach more sheets if necessary)

Name

Address

SECTION II - CONFLICT OF INTERESTS

This solicitation is subject to the provisions of Section 2.2-3100 et. seq., Virginia Code Annotated and the State and Local Government Conflict of Interests Act.

The Bidder [ ] is [ ] is not aware of any information bearing on the existence of any potential organizational conflict of interest.

SECTION III – COLLUSION

I certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting an offer for the same services, materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of the State and Federal law and may result in fines, prison sentences, and civil damage awards.

I hereby certify that the responses to the above representations, certifications, and other statements are accurate and complete. I agree to abide by all conditions of this IFB and certify that I am authorized to sign for the Bidder.

We agree to furnish all material, labor, and supervision necessary to complete the Work in accordance with the Bid Document. By signing this bid form, we certify that we have access to all materials, equipment, and labor necessary to complete the Work within the Contract Times.

Signature Date

Name (Printed) Title

BIDDER MUST COMPLETE AND RETURN THIS FORM WITH

BID RESPONSE

Table of Contents

SECTION 1 INTRODUCTION 9

SECTION 2 BACKGROUND INFORMATION 10

SECTION 3 PROCUREMENT RULES AND IFB DEFINITIONS 10

SECTION 4 SCOPE OF WORK / SPECIFICATIONS 14

4.1 Scope of Work / Specifications

4.2 Non-Exclusive Agreement

SECTION 5 IFB ADMINISTRATIVE REQUIREMENTS AND INSTRUCTIONS 15

5.1 Proposed Schedule

5.2 Delivery of Sealed Bids

5.3 Late Bids

5.4 Questions Concerning IFB

5.5 Bidder’s Representative

5.6 Bidder’s Responsibility / Clarification and Addenda

5.7 Restricted Discussions

5.8 Bid Correction or Withdrawal

5.9 Basis of Award

5.10 Bid Acceptance/Rejection

5.11 Minor Irregularities

5.12 Conflict of Interest Disclosure

5.13 Pre-Award Documentation

5.14 Term of Contract

5.15 No Prepayment

5.16 Limited Confidentiality of Information

5.17 Competency of Bidder

5.18 Protest

5.19 Cooperative Procurement Provision

SECTION 6 INSTRUCTIONS TO BIDDERS 30

6.1 Submittal Requirements

6.2 Economy of Presentation

6.3 Bid Submittals

SECTION 7 SPECIAL TERMS AND CONDITIONS 32

7.1 Brand Name or Equal/Brand Name Only

7.2 Quantities

7.3 Subcontracts

Form A – Bidder Reference Form

Form B – Subcontractor Reference Form

Form C – Subcontractor No-Conflict of Interest Form

Form D – State Corporation Commission Form

SECTION 10 ATTACHMENTS 29

ATTCHMENT A SCOPE OF WORK / SPECIFICATIONS

ATTCHMENT B PRICING SCHEDULE ..........................................................................B-1

ATTCHMENT C R EQ UIR E D INSURANCE LIMITS.....................................................C-1

ATTCHMENT D G E N E R A L TERMS AND CONDITIONS...........................................D-1

SECTION 8 INSURANCE REQUIREMENTS

SECTION 9 FORMS 37

Invitation for Bid (IFB) – IFB IGSA #26-02

Replace (2) HVAC Units

SECTION 1 INTRODUCTION

The Town of Bowling Green (“Town”) is a political subdivision of the Commonwealth of Virginia, incorporated as a Town in 1837. The Town is the county seat of Caroline County, Virginia, located on the Route 301 corridor. In 2024, the Town entered into an Intergovernmental Support Agreement

(IGSA) with Fort Walker, one of the U.S. Army’s most critical training-focused installations. Fort

Walker is just outside of Town limits. IGSA’s, which allow military installations to contract with local governmental entities to provide procurement services to the installation, were enabled by federal statute in 2012, 10 USC 2679. The Town’s role in the process is to conduct the procurement, execute a contract, and make payments to the vendor for completed work. The Town will schedule a kickoff meeting with the Contractor and Fort Walker where the project schedule will be determined. Fort

Walker will conduct on-site project management, inspections, and approve the work. The Town will then deem the work complete under the contract and provide payment to the Contractor.

The Town is committed to continuous improvement, diversity, and fairness in its actions as reflected in its values of Safety Always, Customer-First Focus, Integrity, Respect & Inclusion, Excellence, and

Ownership. The Town expects the performance of its workforce, suppliers, and partners to reflect our vision and values.

Page

SECTION 2 BACKGROUND INFORMATION

The Purpose and Intent of this IFB is to receive of bids from one (1) or more qualified source(s) for the procurement of replacement of two (2) HVAC Units in accordance with the specifications, terms and conditions stated herein. The Town may opt to make multiple contract awards from this

Solicitation. The resulting Contract(s) shall be used as the primary source for the services described herein.

SECTION 3 PROCUREMENT RULES AND IFB DEFINITIONS

This IFB, the resulting bid, and Contract document shall be consistent with and governed by the

Virginia Public Procurement Act. Receipt of this IFB does not indicate that the Town has pre-determined your organization’s qualifications to receive a contract or be selected for any work or project.

A. The Town has established for purposes of this IFB that the words “shall”, “must”, or “will” are equivalent in this IFB and indicate a mandatory requirement or condition that will not be waived by the Town. Failure to comply with any mandatory requirement will render the Bidder non-responsive and therefore will not be considered for award. To be considered for an award, the Bidder must agree to abide by each mandatory requirement included in this IFB.

B. The Town has established for purposes of this RFP that the words “should” or “may” are equivalent in this RFP and indicate very desirable conditions or requirements that are permissive in nature.

C. Important Information for Bidder: Unless otherwise specified in the IFB, all formal bids submitted shall be binding for ninety (90) calendar Days following bid opening date, unless extended by mutual consent of all parties.

D. General IFB Definitions:

1. Addendum: A written, or graphic instrument issued prior to the due date and time of bids that clarify, correct, or change the bidding documents.

2. Administrative Contracting Officer (ACO): The Town representative who manages actions that must be taken to assure full compliance with all of the terms and conditions contained within the resulting Contract Document, including price.

3. Bid: A statement of price, terms of sale, and description of goods or Services offered by a

Contractor to a prospective purchaser for purchases below the amount requiring formal

Solicitation. The response to an IFB is a bid and if accepted would bind the offer to perform the resultant Contract.

4. Bidder: A Contractor who submits a competitively priced bid in response to an IFB.

5. Change Order: A written order to the Contractor or executed by the Town, issued after execution of a Contract or purchase order (PO), authorizing, and directing an addition, deletion or revision of any nature or an adjustment in the price, schedule, quality, or quantity of the Work. Any positive or negative change in the Contract constitutes a Change Order.

6. Contract/Agreement: When used as a proper noun and capitalized the terms “Contract” or

“Agreement” shall mean: this agreement. (When used as a common noun with lower case the terms “contract” or “agreement” shall mean: a mutually binding legal agreement between two or more parties.).

7. Contract Document(s): Documents which establish the rights and obligations of the

Contractor and Town and include: The signed Contract, Addenda (which pertain to the resulting Contract Documents), the Notice to Proceed, together with all written Amendments, Change Orders, the Solicitation, Work Change Directives, Field Orders, and Engineer’s written interpretations and clarifications issued on or after the Effective Date of the resulting contract.

8. Contracting Officer Representative (COR) also referred to as Town Project Manager:

the representative of the ACO responsible for the inspection and approval or disapproval of all deliverables and payment of invoices under Authority Contracts. Designation as a COR does not convey authority to execute Contracts or Change Orders.

9. Contractor: The successful Bidder with whom a contract is executed pursuant to this IFB.

10. Contractor’s Project Manager: The Contractor’s person responsible for the Project.

11. Day(s): Calendar Days, unless otherwise specified.

12. Dollar “$”: United States of America dollars.

13. Invitation for Bid (IFB): The competitive process whereby the Town is seeking a competitive bid to resolve a need and or requirement for the department.

14. Key Person (Key Personnel): Any person whose individual action or inaction can impact the timely accomplishment of the performance objective(s).

15. Notice to Proceed: A written notice issued by the Owner to the Contractor fixing the date on which the resulting contract times will commence to run and on which Contractor shall start to perform the Work under the resulting Contract Documents.

16. Town of Bowling Green (Town): Political subdivision of the Commonwealth of Virginia, incorporated as a Town in 1837.

17. Procurement Officer: A delegate of the Procurement Manager.

18. Provide: Shall mean furnish or install or both relating to goods, materials, Service(s), and/or

Construction.

19. Procurement Manager: The Town person that has been legally authorized and responsible to enter, administer, terminate and otherwise manage contracts subject to any approval thresholds that may be established by the Town.

20. Specifications: That part of the resulting Contract Documents consisting of written technical descriptions of materials, equipment, systems, standards, and workmanship as applied to the

Work and certain administrative details applicable thereto.

21. Subcontractor: An entity having a direct contract with the Contractor or with any other

Subcontractor for the performance of a part of the work.

22. Scope of Work: The description of the physical, functional characteristics, or any other requirement relating to a supply, Service, or Construction. It may include a description of any requirement for inspecting, testing, or preparing a supply, Service, or Construction item for delivery.

23. Work: The entire completed Construction, “goods”, or Services or the various separately identifiable parts thereof required to be provided under a Contract or purchase order. Work includes and is the result of performing or providing all labor, Services, and documentation necessary to complete the Work, all as required by the Contract or purchase order.

24. Work Order: A written agreement between the Town and the Contractor meeting the requirements set forth in this Overhead Door, Repair Agreement to perform work within the scope of work as described in Attachment A, Scope of Work herein, or as approved by the

Board of Directors.

25. The terms “in writing” and “written” mean documents permanently inscribed or printed on paper or by e-mail, unless otherwise specified.

26. You, Your: Same as Bidder.

SECTION 4 SCOPE OF WORK / SPECIFICATIONS

4.1 Scope of Work / Specifications

See Attachment A – Scope of Work for Scope of Work and Specifications.

4.2 Non-Exclusive Agreement

The Town reserves the right to contract the services outlined in this IFB with other firms. Nothing in this IFB or the resulting agreement alters or cancels the terms and conditions or prior agreements between the Town and any other firms. The selection of one (1) or more firms should not be interpreted as an exclusive or contractual obligation on the part of the Town to have the selected firms perform all or any of these services. The Town reserves the right to provide any of these services with its own personnel, which in its sole judgment it deems appropriate.

SECTION 5 IFB ADMINISTRATIVE REQUIREMENTS AND INSTRUCTIONS

5.1 Proposed Schedule

The following dates are proposed by the Town; however, the dates and times may be changed as the needs of the Town change. It is solely the Bidder’s responsibility to stay informed on the dates and times.

A. IFB release date – April 6, 2026

B. Final date to receive written questions – April 23, 2026, 3:00 PM

C. IFB closing date – May 6, 2026, 3:00 PM

D. Anticipated acceptance of bid – May 10, 2026

5.2 Delivery of Sealed Bids

IN ADDITION TO eVA SUBMISSION, DELIVER 1 ORIGINAL AND 2 COPIES

OF BID IN A SEALED ENVELOPE TO:

Town of Bowling Green

IFB IGSA #26-02

Attn: India Adams-Jacobs, Town Manager

117 Butler Street, Bowling Green

VA, 22427

MARK EACH PACKAGE: IFB IGSA #26-02 Replace (2) HVAC Units

A. Failure to clearly mark each Bid with this information may cause the Town to inadvertently open the Bid before the closing date and time. If the Bid is inadvertently opened due to lack of markings, the Town staff shall reseal the package, and the package will be opened after the official IFB closing date and time.

B. To be considered for selection, the complete Bid must be Received and Accepted in the

Procurement Department prior to the closing date and time. A Bidder will not be considered for selection if its Bid is received in the Procurement Department after the closing date and time regardless of when or how it was received by the Town.

C. Allow sufficient time for transportation and inspection. If You use a third-party carrier (USPS, FedEx, Airborne, UPS, etc.) ensure that the carrier is properly instructed to deliver your Bid only to the address above.

D. The Town will NOT consider facsimile (fax) submission of a Bid.

E. Bids will be received until 3:00 P.M, May 6, 2026. Late Submissions after this time and email submissions are not acceptable. Bids will be opened immediately after closing time via MS

Teams. Bidders interested in attending the Bid Opening must contact the Procurement

Department at townmanager@townofbowlinggreenva.gov to obtain the MS Teams access.

5.3 Late Bids

A. The Town will judge any Bid received in the Procurement department after the closing date and time as late and the Town will not open it nor consider it for selection.

B. Upon receipt at the location specified above, the Town will mark each timely received Bid with the date and time of receipt. The Town will safeguard Bids from unauthorized disclosure from the time of receipt, throughout the source selection process, and until selection.

C. If the Town declares administrative or liberal leave, all scheduled closing dates for that day will be extended until the same time on the next business day.

5.4 Questions Concerning IFB

A. Questions, inquiries, suggestions, or requests concerning interpretation, clarification, or additional information concerning any portion of this IFB or the selection process must be made in writing (e-mail is acceptable) and sent to the below-named individual, who will be the point of contact for this IFB.

B. Questions should be submitted by the following deadline: April 23, 2026, 3:00 PM

C. Mark subject line or cover page: “Questions on IFB IGSA #26-02 – Replace (2) HVAC

Units

D. IFB Point of Contact for Questions:

All questions must be received in writing.

India Adams-Jacobs, Town Manager

IGSA@townofbowlinggreenva.gov

Ref: IFB IGSA #26-02 Replace (2) HVAC Units

E. Failure by a Bidder to ask questions, request changes, or submit objections by the date indicated above shall constitute the Bidder’s acceptance of all the terms, conditions and requirements set forth in this IFB.

F. No answers given in response to questions submitted shall be binding upon this IFB unless released in writing as an Addendum to this IFB by the Town.

5.5 Bidder’s Representative

mailto:IGSA@townofbowlinggreenva.gov

If You intend to respond to this IFB, you may provide the name, mailing address, telephone number, and e-mail address of Your point of contact for the Town to ensure that you receive any communications regarding this IFB.

5.6 Bidder’s Responsibility / Clarification and Addenda

A. By submitting a Bid, you represent:

1. You have read and understand this IFB, and;

2. Your Bid is made in accordance with the requirements of this IFB, and;

3. You are familiar with the local conditions under which the proposed services must be performed; and,

4. You will not make any claim for or have the right to cancellation of or relief from the resulting contract because of any misunderstanding or lack of information.

B. The issuance of a written Addendum by the Town’s Procurement Department is the only official method by which interpretation, clarification or additional information can be given.

The Town will not be responsible for any oral representation given by any employees, representatives, or agents.

C. If the Town revises (amends) this IFB, the Town will post a notice on the Town website and eVA: https://www.townofbowlinggreen.com/administration/page/bids-and-rfps. You should acknowledge each Addendum in Your Bid. Failure to acknowledge each Addendum may prevent Your Bid from being considered for selection. It is solely Your responsibility as a

Bidder to ensure that You have received all addenda and incorporated the changes into Your

Bid before submitting your bid.

5.7 Restricted Discussions

A. From the date of issuance of the IFB until final contract selection, you are prohibited from discussing the IFB or any part thereof with any employee, agent, or representative of Town of

Bowling Green except as expressly authorized by the Town’s Procurement Officer. The Town may reject Your Bid for violation of this restriction.

B. Any negotiation, decision, or action initiated or executed by you as a result of any oral or written discussions with any Town employee or agent, except as authorized by the Procurement

Officer, is void and will not be binding upon the Town. You shall only consider those communications that are in writing from the Town’s Procurement Officer.

5.8 Bid Correction or Withdrawal

A. Any Bidder for Supplies, Services or Construction, may withdraw the Bid from consideration if the price bid was substantially lower than the other Bids due solely to a mistake therein, provided the Bid was submitted in good faith and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor, or material made directly in the compilation of a Bid, which unintentional arithmetic error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the Bid sought to be withdrawn.

The Procurement Manager shall require, and so state in the invitation, the following procedure for withdrawal of a Bid:

1. The Bidder must give notice in writing of his claim of right to withdraw the Bid within two

(2) business days after the conclusion of the bid opening procedure.

2. No Bid may be withdrawn under this section when the result would be to award the

Contract on another Bid of the same Bidder or of another Bidder in which the ownership of the withdrawing Bidder is more than five percent (5%).

3. No Bidder who is permitted to withdraw a Bid shall, for compensation, supply any material or labor or perform any subcontract or other work agreement for the person or firm to whom the Contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn Bid was submitted.

B. The Procurement Manager may contest withdrawal of any Bid by any means provided by law.

If withdrawal of the Bid is denied, the Procurement Manager shall notify the Bidder in writing stating the reasons for the decision.

C. If the mistake and the intended correct Bid are clearly evident on the face of the Bid document, the Bid shall be corrected to the intended correct Bid and may not be withdrawn. Examples of mistakes that may be clearly evident on the face of the Bid document are typographical errors, errors in extending unit prices, transposition errors, and arithmetical errors.

5.9 Basis of Award

A. The Town will make an award on an aggregated basis to the lowest responsive and responsible

Bidder. The Town reserves the right to conduct any test it deems reasonably practicable before bidding award. The Town also reserves the right to reject any or all bids, completely or in part, to waive informalities, and to delete items prior to making the award, whenever it is in the sole opinion of the Town to be in its best interest.

B. Further, the Town reserves the right to award items listed herein on a single or multiple awards basis, whichever it deems to be in its best interest.

C. Award Notices will be posted on EVa and online at the following address:

https://www.townofbowlinggreen.com/administration/page/b ids-and-rfps

5.10 Bid Acceptance/Rejection

A. The Town reserves the right to accept or reject any or all bids received as a result of this IFB.

The Town reserves the right to waive any informalities, defects, or irregularities in any bid, or to accept that bid, which in the judgment of the proper officials, is in the best interest of the

Town.

B. The Town has the sole discretion and reserves the right to cancel this IFB, and to reject any and all bids, to waive any and all informalities and/or irregularities, or to re- advertise with either the identical or revised specifications, if it is deemed to be in the Town's best interests to do so.

5.11 Minor Irregularities

The Town reserves the right to waive minor irregularities in submitted Bids if such action is in the best interest of the Town. A minor irregularity is defined as an issue that does not have an adverse effect on the Town’s best interests and will not affect the outcome of the selection process by giving any Bidder an advantage or benefit not enjoyed by other Bidders.

5.12 Conflict of Interest Disclosure

A. This IFB is subject to the provisions of §2.2-3100, et seq. of the Virginia Public Procurement

Act (VPPA). No member of the Town Council, or any employee of the Town of Bowling

Green, or the spouse or any other relative who reside in the same household as any of the foregoing, may be a Contractor or Subcontractor in connection with any bid, or have a personal interest therein.

B. Each Bidder shall complete, and sign specified section of the IFB Cover Page.

C. Each proposed Subcontractor shall also complete the attached Form C – Subcontractor

No-Conflict of Interest Form.

5.13 Pre-Award Documentation

A. Within ten (10) calendar Days after the Town provides written notification of selection, the

Bidder shall furnish the below deliverables to the Procurement Officer.

1. Required Pre-Award Submittals

a) Insurance Certificate(s);

b) Copies of Commonwealth required licenses and/or certifications

5.14 Term of Contract

A. The initial term of any Contract issued from this IFB shall be for six months from Date of

Award. Proposed prices shall remain firm for the term of the Contract.

5.15 No Prepayment

The Town will not consider any Bid that requires prepayment.

5.16 Limited Confidentiality of Information

A. The Town of Bowling Green is governed by the Virginia Freedom of Information Act. If You submit information that You consider exempt from public disclosure, you must identify with specificity which page(s)/paragraph(s) of Your Bid is (are) exempt from the Virginia Freedom of Information Act and identify the specific statutory exemption section that applies to each.

B. The Town will maintain the confidentiality of such trade secrets to the extent provided by law.

If the Bidder labels all or most pages of the Bidder bid as “trade secret,” the Town may judge the Bidder bid as non-responsive and therefore it shall not be considered for award.

C. All material submitted becomes the property of the Town and may be returned only at the

Town’s option.

5.17 Competency of Bidder

A. As part of its evaluation process, the Town may make investigations to determine your abilities to meet your contractual obligations under this IFB. Such investigations may include requests for information such as Dun & Bradstreet reports, financial statements, bank, project or other references, information regarding other work under contract and the bonding of

Subcontractors where applicable. The Town reserves the right to REJECT Your Bid if you fail to satisfy the Town that you are properly qualified to carry out the obligations under this IFB.

B. The Town will not consider a Bid or select a contract to any person, company or corporation that is in arrears, or is in default to the Town upon any debt or contract, or that has defaulted as surety or otherwise upon any obligation to the Town. The Bidder, if requested, must present within forty-eight (48) hours evidence satisfactory to the Procurement Officer of performance ability, and possession of necessary facilities, pecuniary resources, and adequate insurance to comply with the terms of these Specifications and Contract Documents.

C. The Town reserves the right to verify financial stability in determining responsibility.

5.18 Protest

A. Any Bidder or Bidders may protest the award of, or the decision to award, a contract to any other Bidder or Bidders, by submitting a written protest to the Procurement Manager at the address at the beginning of this IFB, within ten (10) Days after the award of the contract or the decision to award a contract is made, whichever occurs first.

B. Any protest shall state in detail the basis therefore, and the specific relief requested.

C. Written Submission:

1. The protester shall present its protest in a concise and logical written format to facilitate review. Failure to substantially comply with any of the requirements of this subsection may be grounds for dismissal of the protest.

2. The protest shall include at least the following information:

a) Name, address, email address, fax and telephone numbers of the protester.

b) Solicitation number.

c) Detailed statement of the legal and factual grounds for the protest, including a description of resulting harm to the protester.

d) Copies of supporting documents, if any.

e) Statement of relief requested.

f) All information establishing that the protester is an interested party for the purpose of filing a protest on an award decision; and,

g) All information establishes the timeliness of the protest.

5.19 Cooperative Procurement Clause

The Contract may be extended, with the authorization of the Contractor, to other public bodies, public agencies, or institutions of the United States to permit their use of the Contract at the same prices and/or discounts and terms and conditions of the Contract. The Contractor shall deal directly with public bodies utilizing the Contract concerning issuance of purchase orders, contractual disputes, invoicing and payment. Town of Bowling Green acts only as the “Contracting Agent” for these public bodies.

It is the Contractor’s responsibility to notify public bodies of the availability of the Contract. Other public bodies desiring to use the Contract shall make their own legal determination as to whether the use of the Contract is inconsistent with their laws, regulations, and other policies. Other public bodies if mutually agreed may add terms and conditions required by their statute, ordinances, and regulations, to the extent that they do not conflict with the Contract’s terms and conditions.

Town of Bowling Green shall not be held liable for any costs or damages incurred by other public bodies because of any contract extended to other public bodies by the Contractor.

SECTION 6 INSTRUCTIONS TO BIDDERS

6.1 Submittal Requirements

Firms, organizations, or individuals (hereafter “Bidders”) interested in submitting a Bid in response to this IFB should submit on eVA and mail 1 original, marked “ORIGINAL,” and 2 copies, marked

“COPY,” of their Bid for review and evaluation by the Town. Failure to provide the required copies and information will be considered during the evaluation process.

6.2 Economy of Presentation

A. You should prepare your Bid simply and economically to satisfy the conditions and requirements of this IFB. The Town does not desire fancy bindings, colored displays, or promotional material.

B. The Town is not liable or responsible for any costs incurred by any Bidder in responding to this

IFB including, without limitation, costs for presentations, demonstrations, or interviews, if requested or required.

6.3 Bid Submittals

For your Bid to be declared responsive, the following bid submittals must be included in your bid package:

Tab 1

A. IFB Cover Page and IFB Submission Form: The IFB cover page and IFB Submission

Form, completed and signed.

B. Acknowledgement of Addenda: (if any).

C. Licenses & Permits: Documentation showing any licenses and/or permits required and applicable to this requirement.

D. Proof of Authority to Transact Business in Virginia: Please use the attached Form D –

State Corporation Commission (SCC) Form.

E. References-Subcontractor: Provide at least three (3) recent references where the proposed product and/or service have been successfully used within the past five (5) years. Please use the attached Form B – Subcontractor Reference Form.

Note: The Town cannot be used as a reference, however all past performance with the Town will be considered during the evaluation process.

F. Subcontractor No Conflict of Interest: Please use the attached Form C –

Subcontractor No-Conflict of Interest Form.

Tab 2 – Proof of Insurability

Provide either a completed Accord form or a signed letter from Your insurance agency on its letterhead stating that You have or can get the required insurance coverage. See Attachment C –

Required Insurance Limits for minimum requirements.

Tab 3 – References

A. Provide at least three (3) recent references where the proposed product /service has been successfully used within the past five (5) years. Please use the attached Form A – Bidder

Reference Form.

B. The Town cannot be used as a reference, however all past performance with the Town will be considered during the evaluation process.

SECTION 7 SPECIAL TERMS AND CONDITIONS

7.1 Brand Name or Equal/Brand Name Only

A. If a product or service requested by this IFB has been identified in the specifications by a brand name, such identification is intended to be descriptive and not restrictive and is to indicate the quality and characteristics of the product or service that will be acceptable. Bidders proposing an equivalent product or service will be considered for award if such a product or service is clearly identified in the bid and is determined by the Town to fully meet the salient characteristic requirements listed in the specifications.

B. Unless the Bidder clearly indicates in its bid that it is proposing an equivalent product or service, the bid shall be considered as offering the same brand name referenced in the specifications.

7.2 Quantities

Item Description Quantity Specification Purpose Bid Amount

#1 Rooftop Unit #1 for Bldg.

Addition 1, Sleeping Facility

1 5-TON rooftop unit & all ductwork

Replace entire obsolete HVAC system

#2 Split-System

Unit # for Bldg.

Addition 2, Office Space

1 7-TON rooftop unit & all ductwork

Replace entire obsolete HVAC system

Bid Total: $__________

7.3 Subcontracts

No portion of the work shall be subcontracted without prior written consent from the Town. All

Bidders shall include with their bid submission the attached Form B-1 – Subcontractor Reference

Form listing all proposed Subcontractors to be utilized under this resulting contract. The Town reserves the right to reject the successful Bidder’s selection of Subcontractors if it is deemed to be in the best interest of the Town to do so. If a Subcontractor is rejected, the Bidder may replace that

Subcontractor with another Subcontractor subject to the approval of the Town. Any such replacement shall be at no additional expense to the Town, nor shall it result in an extension of time without the

Town’s approval.

SECTION 8 INSURANCE REQUIREMENTS

A. Each Bidder shall include in its Bid proof of insurance capabilities, including but not limited to, the following requirements: (Coverage must be purchased and in place prior to a purchase order or contract being executed by the Town.)

B. The Contractor shall maintain insurance in the amounts and forms set forth below and shall provide a Certificate of Insurance to the Town.

C. The Contractor shall comply with the insurance requirements set forth in the following numbered paragraphs, plus the coverages and limits indicated in the solicitation. Technical Bids must note any desired exceptions to the insurance coverage which may include the submission of proposed alternatives.

D. The Contractor shall be responsible for its Work and every part thereof, and for all Materials, equipment, and property of all description used in connection therewith. The Contractor assumes all risks of direct and indirect damage or injury to any person or property wherever located, resulting from any action, omission, commission, or operation under the Contract, or in connection in any way whatsoever with the contracted Work.

E. The Contractor shall, during the continuance of all Work under the Contract provide and agree to maintain the following:

1. Worker’s Compensation and employer’s liability insurance under the Commonwealth of

Virginia statutory requirements, to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, volunteers, or

Subcontractors, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia, or which may be hereinafter enacted.

2. General liability insurance in the amount prescribed by the Town, to protect the Contractor, its Subcontractors, and the interest of the Town, against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the Contract or in connection with the contracted Work. The general liability insurance shall also include the “Broad Form General Liability Endorsement”, in addition to coverages for explosion, collapse, and underground hazards, where required.

Completed operations liability coverage shall continue in force for one (1) year after completion of Work.

3. Automobile liability insurance, including property damage, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Contractor. In addition, all mobile equipment used by the Contractor in connection with the contracted Work, will be insured under either a standard automobile liability policy, or a commercial general liability policy.

F. Liability insurance may be arranged by general liability and automobile liability policies for the full limits required, or by a combination of underlying liability policies for lesser limits with the remaining limits provided by an excess or umbrella liability policy.

G. The Contractor shall provide insurance issued by companies admitted within the

Commonwealth of Virginia, with the Best’s Key Rating of at least A-: VII.

H. The Contractor shall provide an original, signed certificate of insurance, evidencing such insurance and such endorsements as prescribed herein, and shall have it filed with the

Procurement Manager before any work is started.

I. The Contractor will secure and maintain all insurance policies of its Subcontractors which shall be made available to the Town on demand.

J. The Contractor will provide on demand, certified copies of all insurance coverage on behalf of the Contract within ten (10) Days of demand by the Town. These certified copies will be sent to the Town by the Contractor’s insurance agent or representative.

K. No change, cancellation, or non-renewal shall be made in any insurance coverage without a thirty (30) Day written notice to the Procurement Manager. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished to the Procurement Manager.

L. Insurance coverage required in these specifications shall be in force throughout the Contract term. Should the Contractor fail to provide acceptable evidence of current insurance within thirty (30) Days of written notice at time during the Contract term, the Town shall have the absolute right to terminate the Contract without any further obligation to the Contractor, and the Contractor shall be liable to the Town for the entire additional cost of procuring the incomplete portion of the Contract at time of termination.

M. Compliance by the Contractor and all Subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor and all Subcontractors of their liabilities and obligations under this section or under any other section or provisions of the Contract.

N. Contractual and other liability insurance provided under the Contract shall not contain a supervision, inspection, or services exclusion that would preclude the Town from supervising and/or inspecting the project as to the result. The Contractor shall assume all on-the-job responsibilities as to the control of persons directly employed by it and of the Subcontractors and any person employed by the Subcontractors.

O. Nothing contained herein shall be construed as creating any contractual relationship between any Subcontractor and the Town. The Contractor shall be as fully responsible to the Town for the acts and omissions of the Subcontractors and of persons employed by them as it is for acts and omissions of persons directly employed by it.

P. Precautions shall be always exercised for the protection of people (including employees) and property.

Q. The Contractor and all Subcontractors shall comply with the Occupational Safety and Health

Act of 1970, Public Law 91-956, as it may apply to the Contract.

R. If the Contractor does not meet the specifications of these insurance requirements, alternate insurance coverage, satisfactory to the Procurement Manager, may be considered.

S. The Town shall be named additional insured in the general liability policies and stated so on the certificate of insurance.

T. Coverages and Limits – For specific Coverages and Limits required for this project, see

Attachment C Required Insurance Limits.

SECTION 9 FORMS

Included on the subsequent pages are the following forms:

Form A – Bidder Reference Form

Form B – Subcontractor Reference Form

Form C – Subcontractor No Conflict-of-Interest Form

Form D – State Corporation Commission (SCC) Form

Form A – Bidder Reference Form

(The Town cannot be used as a reference.)

The Bidder shall be a competent and experienced organization with an established reputation within the community performing the type of work required for this contract. The Bidder shall have performed similar work for a minimum period of five (5) years. Indicate below a listing of at least five

(3) recent projects completed by Your firm that can substantiate past work performance and experience in the type of work required for this contract. The Town may make such investigations as it deems necessary to determine the ability of the Bidder to perform the work, and Bidder shall furnish to the Town all such information and data for this purpose as the Town may request.

1. Firm Name

Contact Person: Current phone #:

Email Address:

Contract Amount: Name of Your project supervisor:

Scheduled completion date: Percent complete:

Percent of work by own forces: Actual completion date:

Description of Work Performed:

2. Firm Name

Contact Person: Current phone #:

Email Address:

Contract Amount: Name of Your project supervisor:

Scheduled completion date: Percent complete:

3. Firm Name

Contact Person: Current phone #:

Email Address:

Contract Amount: Name of Your project supervisor:

Scheduled completion date: Percent complete:

Form B – Subcontractor Reference Form

(Submit a separate reference form for each proposed Subcontractor)

The Town reserves the right to reject offers from any firm not meeting the minimum qualifications. If any proposed

Subcontractor’s experience is not deemed acceptable to the Town, the Town shall inform the Contractor, and the

Contractor must identify an acceptable substitute prior to award without affecting the prices bid. A subcontractor shall be a competent and experienced firm with an established reputation within the community. Each Subcontractor shall have performed similar work for a minimum period of five (5) years. Furnish a representative list of at least three (3) projects.

SUBCONTRACTOR’S NAME:

VACONTRACTOR LICENSE NO.: CLASS: SPECIALTY CODE:

FEIN: SCC#:

ADDRESS:

TELEPHONE:

CONTACT NAME:

DESCRIPTION OF ITEM(S) TO BE SUBCONTRACTED:

1. Firm Name:

Contact Person: Current phone #:

Email Address:

Contract Amount: Name of Your project supervisor:

Scheduled completion date: Percent complete:

Description:

2. Firm Name:

Address:

Contact Person: Current phone #:

Email Address:

Contract Amount: Name of Your project supervisor:

Scheduled completion date: Percent complete:

Description:

3. Firm Name:

Address:

Contact Person: Current phone #:

Email Address:

Contract Amount: Name of Your project supervisor:

Scheduled completion date: Percent complete:

Description:

Form C – Subcontractor No-Conflict of Interest Form

I HEREBY CERTIFY that

1. I (printed name) am the

(title) and the duly authorized representative of the firm of

(Firm Name) whose address is

, and that I possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting;

and,

2. Except as listed below, no employee, officer, or agent of the firm have any conflicts of interest, real or apparent, due to ownership, other clients, contracts, or interests associated with this project; and,

3. This Bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Bid for the same services, and is in all respects fair and without collusion or fraud.

EXCEPTIONS (List)

Signature:

Printed Name:

Firm Name:

Date:

Sworn to and subscribed before me this day of 2022

Personally Known or Produced Identification , Type of Identification

My Commission Expires

(Printed, typed, or stamped commissioned name of notary)

THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR QUOTATION

FOR EACH PROPOSED SUBCONTRACTOR

Form D – State Corporation Commission Form

Under Section 4.6 of the General Provisions of Contract Agreement, the Bidder/Offeror agrees, if this bid is accepted by the Town of Bowling Green, for such services and/or items, that the Bidder/Offeror has met the requirements of the

Virginia Public Procurement Act (VPPA) §2.2-4311.2. Any falsification or misrepresentation contained in the statement submitted by Bidder/Offeror pursuant to Title 13.1 or Title 50 of the Code of Virginia may be cause for termination by the Town of Bowling Green.

Bidders/Offerors shall complete the following by checking the appropriate line that applies and provide the required information. Bidders/Offerors failing to provide the required information indicated below will have their bid/proposal declared non-responsive:

1. Bidder/Offeror is a Virginia business entity organized and authorized to transact business in the

Commonwealth of Virginia by the State Corporation Commission (SCC). The Bidder/Offeror’s current valid identification number issued by the SCC is . (The SCC number is NOT your federal tax identification number). –OR-

2. Bidder/Offeror is a sole proprietor, and no SCC number is required. -OR-

3. Bidder/Offeror is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business, any employees, agents, offices, facilities, or inventories in Virginia. This does not account for any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts. It also does not account for any incidental presence of the Bidder/Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from the Bidder/Offeror’s out-of-state location. Upon request, the Bidder/Offeror shall submit documentation from their legal counsel which accurately and completely states why the

Bidder/Offeror is not required to be so authorized within the meaning of §13.1- 757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia. -OR-

4. Bidder/Offeror currently has pending before the SCC an application that was submitted prior to the due date and time of this solicitation for authority to transact business in the Commonwealth of Virginia and seeks consideration for a waiver to allow the submission of the SCC identification number after the due date for bids/proposals. (Town of Bowling Green reserves the right to determine in its sole discretion whether to allow such waiver.)

Legal Name of Company (as listed on W-9)

Legal Name of Bidder /Offeror

Date

Authorized Signature

Print or Type Name and Title

SECTION 10 ATTACHMENTS

Included on the subsequent pages are the following attachments:

ATTACHMENT A SCOPE OF WORK/SPECIFICATIONS

ATTACHMENT B PRICING SCHEDULE

ATTACHMENT C REQUIRED INSURANCE LIMITS

ATTACHMENT D STANDARD TERMS

ATTACHMENT E EQUIPMENT DISPOSAL FORM

ATTACHMENT F AC&R EQUIPMENT INPUT FORM

ATTACHMENT A SCOPE OF WORK / SPECIFICATIONS

PART 1

GENERAL INFORMATION

1. DESCRIPTION OF TASKS/INTRODUCTION: THE CONTRACTOR SHALL PROVIDE QUALIFIED AND

KNOWLEDGEABLE PERSONNEL, TRANSPORTATION, TOOLS, MATERIALS, SUPERVISION, AND

OTHER ITEMS NECESSARY TO REPLACE EXISTING HVAC UNITS WITH NEW HEAT PUMP

SYSTEMS AS SPECIFIED IN THIS SCOPE. THE WORK SHALL BE PERFORMED AT BUILDINGS

LISTED BELOW ON FORT AP HILL, VA.

2. BUILDING LIST – EXISTING HVAC EQUIPMENT

BUILDING NUMBER LOCATION SYSTEM TYPE/UNIT

EXISTING UNITS

(TONS)

EXISTING

REFRIGERANT

S0313 Addition 1 FIRE STATION

NORTH GATE

PACKEDG UNIT &

DUCTWORK

5 R410A

S0313 Addition 2 FIRE STATION

NORTH GATE

SPLIT-SYSTEM

UNIT & DUCTWORK

7 R410A

3. OBJECTIVE:

a. REMOVE AND DISPOSE OF EXISTING TWO (2) HEAT PUMP SYSTEM AIR CONDITIONERS

LOCATED ON CONCRETE PADS WITH ELECTRIC HEATERS, ALL DUCTWORK AND ASSOCIATED

EQUIPMENT AND MATERIALS REQUIRED TO COMPLETE NEW WORK INSTALLATION. AS

SPECIFIED IN DESIGN DRAWINGS DATED FEBRUARY 2026.

b. INSTALL NEW TWO (2) DX HEAT PUMPS UNITS WITH ELECTRIC HEAT, DUCTWORK AND ALL

ASSOCIATED EQUIPMENT AND MATERIALS REQUIRED TO COMPLETE INSTALLATION. AS

SPECIFIED IN DESIGN DRAWINGS DATED FEBRUARY 2026.

c. ALLOWABLE REFRIGERANTS: R-32 or R-454B

4. CONTRACT PERIOD OF PERFORMANCE: THE PERIOD OF PERFORMANCE SHALL BE FOR ONE

(1) BASE YEAR OF 12 MONTHS.

5. ONSITE PERIOD OF PERFORMANCE: THE PERIOD OF PERFORMANCE SHALL BE FOR 30 DAYS

TO COMPLETE ALL ONSITE WORK FROM APPROVED SCHEDULE START DATE.

6. HOURS OF OPERATION: THE CONTRACTOR IS RESPONSIBLE FOR CONDUCTING BUSINESS,

BETWEEN THE HOURS OF 7:00 AM TO 4:30 PM, MONDAY THROUGH FRIDAY EXCEPT FEDERAL

HOLIDAYS OR WHEN THE GOVERNMENT FACILITY IS CLOSED DUE TO LOCAL OR NATIONAL

EMERGENCIES, ADMINISTRATIVE CLOSINGS, OR SIMILAR GOVERNMENT DIRECTED FACILITY

CLOSINGS. SOME BUILDINGS ARE OCCUPIED ON A FULL TIME BASIS AND MAY REQUIRE THE

WORK TO BE PERFORMED AFTER HOURS OR ON WEEKENDS. THE CONTRACTOR MUST AT ALL

TIMES MAINTAIN AN ADEQUATE WORKFORCE FOR THE UNINTERRUPTED PERFORMANCE OF

ALL TASKS DEFINED WITHIN THIS SCOPE OF WORK WHEN THE GOVERNMENT FACILITY IS NOT

CLOSED FOR THE ABOVE REASONS. THE CONTRACTOR SHALL REQUEST, IN WRITING, AT

LEAST TWO WORKING DAYS IN ADVANCE, IF THE CONTRACTOR WOULD LIKE TO WORK AT ANY

OTHER TIME. THIS REQUEST WILL BE SUBMITTED TO THE POC.

7. SECURITY REQUIREMENTS: CONTRACTOR AND ALL ASSOCIATED SUBCONTRACTOR

EMPLOYEES SHALL PROVIDE ALL INFORMATION REQUIRED FOR BACKGROUND CHECKS TO

MEET INSTALLATION ACCESS REQUIREMENTS TO BE ACCOMPLISHED BY THE INSTALLATION

PROVOST MARSHAL OFFICE, DIRECTOR OF EMERGENCY SERVICES, OR SECURITY OFFICE.

CONTRACTOR WORKFORCE MUST COMPLY WITH ALL PERSONAL IDENTITY VERIFICATION

REQUIREMENTS (FAR CLAUSE 52.204-9, PERSONAL IDENTITY VERIFICATION OF CONTRACT

PERSONNEL) AS DIRECTED BY DOD, HQDA AND/OR LOCAL POLICY. ALL CONTRACTOR AND

ASSOCIATED SUB-CONTRACTOR EMPLOYEES WHO REQUIRE PHYSICAL ACCESS TO…