New Holland HVAC replacement.pdf

REQUEST FOR PROPOSALS

FOR

NEW HOLLAND LEADERSHIP ACADEMY HVAC

REPLACEMENT

FOR

GAINESVILLE CITY SCHOOLS

The Gainesville City School System will receive proposals for the NEW HOLLAND HVAC

Replacement at Gainesville City Schools Board of Education at 508 Oak Street, Gainesville, GA

30506. Proposals will be accepted from 2/23/2026 and no later than 3/23/2026 at 1:00 p.m.

Copies of the RFP are available on our website www.gcssk12.net under current RFP.

The Gainesville City Board of Education reserves the right to reject any and all proposals and to waive technicalities.

Gainesville City School System

Request for Proposals (RFP)

New Holland School HVAC Replacement

Basic Information - Gainesville City School System is a small school system located at the foothills of the Blue Ridge Mountains, and we are 60 miles north of Atlanta.

Purpose - Gainesville City School System is soliciting Proposals from interested and qualified Proposers to provide Total Cost for New Holland HVAC Replacement.

Schedule

RFP Release…………………………………………………………………………. 2/23/26

Mandatory pre-bid meeting and walk thru …………………………………… 3/11/26 at 10:00am

Deadline for Receipt of Questions E-Mail Only – david.presnell@gcssk12.net........ 3/18/26

Deadline for Receipt of Proposals……………………………………………………3/23/26 at 1:00 PM

Proposal Opening……………………………………………………………3/25/26 in a Closed Session

Board approval………………………………………………………………………………4/20/26

Proposer Requirements - Should the Gainesville City School System Board of Education (GCSSBOE) elect to proceed with this project; the successful Proposer will be required to enter into an Agreement with

GCSSBOE for implementation and operation of the Proposed System offered in the successful Proposer’s submittal in response to this RFP. All proposers must be E-Verified and must submit a contractor’s affidavit with their proposal. You can find a copy of the affidavit that is required on our website gcssk12.net.

Terms of Agreement - Any Agreement developed because of this RFP will commence and take effect on a date mutually agreed upon by the successful Proposer and the GCSSBOE and will be set forth in the

Agreement. During the contract period, the Board or the successful Proposer may terminate the agreement if a breach occurs which is not resolved within ninety days after written notice. The Board may terminate the Agreement for convenience with 7 days written notice.

The requirements of this RFP and responses to the RFP, as agreed to by the Board, shall be incorporated into the Agreement.

Respondents agree to waive any claims they have or may have against the Owner, its employees, agents, members, representatives and legal counsel, arising out of or in connection with the: (1) administration, evaluation, recommendation or selection of any proposal or qualifications; (2) waiver of any representations under the proposal or documents; (3) approval or rejection of any proposal or qualifications; and (4) award of a contract.

Payment- Payment will be made upon completion and inspection of delivery of contract expectations.

Location and Description of Facilities

New Holland Leadership Academy

170 Barn Street

Gainesville Ga 30501

Note: Statutorily Required Bid Bond and 100% Payment & Performance Bond required for this package pursuant to O.C.G.A. § 36-91-50 et seq.!

Scope for New Holland School HVAC Replacement:

Click here for Project Mechanical Drawings

Replace all the WSHP in building

Replace existing water source heat pumps with Daikin water source heat pumps.

We are only replacing WSHP. Not RTU

Replace valve and hose kits.

Rework all existing drains.

Replace all 4 pumps in mechanical room.

Please refer to plans and spec sheets at top of RFP

ALC Controls will be in scope of project. This will include lights, pump room, wshp

& RTU’s https://drive.google.com/drive/folders/1gxmU8dFLpOKWd7WONljYwUNxvjcATq2o?usp=drive_link

All ceiling grid removal and repair will be included in proposal. This includes ceiling tiles.

This is a very time sensitive project with the scope of work being performed in June and July 2026

Proposal Delivery Instructions - Proposals shall consist of one original and four copies. Submit proposals to:

Gainesville City School System – Satellite Office – Maintenance & Operations

New Holland Leadership Academy HVAC Replacement

Attention: Mr. David Presnell, Director of Maintenance & Operations

715 Woods Mill Rd

Gainesville, Georgia 30501

Proposals will be received by March 23, 2026 at 1:00 PM. (No Proposals will be accepted after this time). To be accepted, all proposals are to be submitted, in sealed packages marked “New Holland

Leadership Academy HVAC Replacement.” Proposals must be sent by U.S. Mail, courier service such as

Federal Express or United Parcel Service or hand delivered. NO proposals will be accepted via fax transmission regardless of time of delivery. One original and four (4) copies of each proposal should be sent or delivered to Gainesville City School System. (508 Oak St. Gainesville, Ga 30501)

Contracts and Obligations - Contracts and obligations are contingent upon the Gainesville City School

System Board of Education having sufficient local funding at the time the contract is secured. Contracts and obligations will commence upon approval by the Gainesville City School System Board of

Education.

Data Access - Any data (Data defined as any information, associated with data and databases.) provided to vendors is intellectual property of Gainesville City School System Board of Education and as such must be provided to Gainesville City School System Board of Education upon request.

Insurance -

To adequately protect the interests of the Owner, the successful respondent shall procure, and maintain in effect during the life of the agreement, the following insurance coverage:

1. Workers Compensation:

a. State: Statutory

b. Employers Liability:

i. $1,000,000.00 Each Accident

ii. $1,000,000.00 Disease Policy Limit

iii. $1,000,000.00 Disease Each Employee

2. Comprehensive General Liability (including Premises-Operations; Independent Contractors

Protective; Products and Completed Operations; Broad Form Property Damage; X-C/U

Explosion, Collapse and Underground Coverage):

a. General Aggregate: $2,000,000.00

b. Products/Completed & Operations Aggregate: $2,000,000.00

c. Each Occurrence: $1,000,000.00

d. Personal & Advertising Injury: $1,000,000.00

e. Fire Damage – Any One Fire: $100,000.00

3. Comprehensive Automobile Liability:

a. Combined Single Limits: $1,000,000.00

4. Umbrella Excess Liability:

a. General Aggregate: $1,000,000.00

b. Products/Completed & Operations Aggregate: $1,000,000.00

c. Each Occurrence: $1,000,000.00

d. Personal & Advertising Injury: $1,000,000,00

e. Completed Value/Builders Risk including interests of the Owner, Contractor, Subcontractors and Sub-subcontractors and covering the entire project including materials stored off site and materials in transit.

Evidence of required bonds and insurance shall be presented prior to the execution of a contract.

Insurance policies carried under the agreement shall not be changed, canceled, or allowed to expire without thirty (30) days prior written notification by the insurer to the school system via registered mail, return receipt requested.

Assignment - Any attempt by supplier to assign or otherwise transfer any interest in this Agreement without prior written consent of Gainesville City School System Board of Education shall be void.

Attorney’s Fees - The parties agree that in the event of dispute, each party will bear its own costs of litigation and attorney’s fees.

Compliance with Law - The vendor shall comply with all applicable federal, state and local statutes, regulations, ordinances or other legal requirements that apply to it or Gainesville City School System

Board of Education.

Inconsistencies in Conditions - In the event there are inconsistencies between the specifications, scope of work and the proposal terms or conditions contained herein, the proposal terms and conditions will take precedence.

Indemnity - Proposer shall indemnify, defend and hold harmless Gainesville City School System Board of Education from and against any claims, losses, suits, charges, demands and expenses, including attorneys’ fees, arising out of or related to (i) Proposer providing the services, (ii) any breach of any duty, representation, warranty or covenant, contractual or otherwise, by or attributable to Proposer and (iii) any act or omission attributable to Proposer.

Selection Evaluation – The services being sought under the RFP are considered professional in nature.

Consequently, the evaluation of the proposals will be based upon consideration of the qualifications and capabilities of the proposers which will result in an award that is in the best interest of Gainesville City

School System Board of Education. Factors for evaluation will be weighted and a grading scale of 1-5 shall be used to grade certain factors.

1. The capability of the proposer to deliver the services in an efficient and timely manner

(30%), June and July 2026.

2. Proposers contract amount (45%)

3. Responses of at least (3) references for the proposer who has performed similar services

(25%)

Sequence of Events

2/23/26 Advertise on GCSS web site

3/23/26 Receipt of Proposals by GAINESVILLE CITY SCHOOLS

3/25/26 Evaluation of Proposals by GAINESVILLE CITY SCHOOLS

4/20/26 Recommendation to Gainesville City Board of Education