QQ 123054 HVAC Replacement and Maintenance - Kiptopeke State Park Dutton House.pdf

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COMMONWEALTH OF VIRGINIA

DEPARTMENT OF CONSERVATION AND RECREATION (DCR)

600 East Main Street, Richmond, VA 23219

Quick Quote -123054

SMALL BUSINESS PRIORITY SET ASIDEX

Issue Date: June 24, 2026

Title: Kiptopeke State Park- Dutton House HVAC Replacement & Maintenance

Commodity Code: 91036, 99247, 94155, 91017 – HVAC Replacement & Maintenance

Bids Due: July 6, 2026, 10:00AM local time

Locations of Service: Kiptopeke State Parke Dutton House 3540 Kiptopeke Drive Cape Charles, VA 23310

All Inquiries for Information Should Be Directed To: Courtnay Pollard-Macklin, Contracts Officer at courtnay.pollard-macklin@dcr.virginia.gov. All questions must be received via email by 2:00PM June 30, 2026.

All questions must be in writing and will be answered in writing, by email or addendum.

Electronic Bid Submissions ONLY will be accepted for this solicitation. Complete instructions for bid submission can be found in Section III of this document. Bids submitted via fax, email or mailed in WILL NOT be accepted.

PURPOSE: The purpose and intent of this Quick Quote is to obtain a fixed price bid to replace the HVAC unit at the Dutton House in Kiptopeke State Park with the listed specifications.

1) SCOPE OF WORK:

a) General Requirements:

i) Non-Mandatory site visits are suggested and can be scheduled by contacting Chief Ranger Tyler Warren at (757)331-3402 or tyler.warren@dcr.virginia.gov

ii) All specifications/cut sheets of equipment and warranty terms must be included with bid documents. Failure to provide specifications maybe be grounds for declaring the bid as nonresponsive. Approval of specifications and products is the sole responsibility of the agency.

iii) Submit all required documents.

(1) Vendor Data Sheet

(2) Copy of applicable license/certification(s)

(3) Addendums (if any)

(4) Unit specifications / cut sheets

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iv) Contractor shall coordinate work schedules with the Park Management at a minimum of 48 hours prior to beginning work to ensure no user conflicts. All scope items must be completed and rendered operational within fourteen (14) calendar days after receipt of the agency purchase order. Work must be conducted strictly between the hours of 8:00AM and 5:00PM, Monday through Friday, excluding state and federal holidays.

v) The Contractor shall remove and legally dispose of existing HVAC equipment.

Contractor shall reinstall all ductwork removed for installation, seal according to SMACNA standards, re-insulate t match or exceed existing R-value. Structural and visual modification must match the building exterior: Park Management must approve the cover color selection prior to installation.

vi) The Contractor shall furnish, install and render fully operational the following items:

1. Communicating electronic heat pump thermostat (Bosch BCC100 or approved equal) with complete multi-conductor control wiring.

2. All carpentry, framing, and drywall work needed to safely enlarge access opening if required to fit new equipment.

3. New, unused supply return transitions All transitions and plenums shall be insulated, properly sealed, and mechanically fastened to the new air handler opening using methods approved by manufacturers specifications.

4. Bosch indoor unit air handler 3-ton capacity, Model BIVA36RXBM15X.

Seer rating up to 18, utilizing A2L refrigerant. (R454B) New refrigerant line set with protective weatherized exterior encasements.

5. Goliath emergency auxiliary drain pan with dual safety float switches wired to break the thermostat compressor circuit upon high water detection, including a secondary condensate drain line routed to said pan.

6. 10 KW electric emergency/supplemental heat strip kit.

7. Bosch heat pump condenser 3-ton capacity, Model: BOVB36RTBM1S, utilizing A2L (R454B) refrigerant

8. Prefabricated composite condenser equipment pad, set level on stable, 95% compact substrate. The pad must maintain 100% surface contact with the ground. Engineered snow legs must be mechanically attached to the condenser feet to elevate the unit to a minimum of four (4) inches above the pad.

vii) Existing electrical supply connections and outdoor disconnect boxes may be reused only if they pass a continuity/load test, meet original manufacturer wiring requirements, and comply with the current National Electrical Code (NEC), If existing components fail to meet these criteria, the Contractor must replace them with new code-compliant components at no additional cost to the agency.

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viii) Condensate discharge lines shall be constructed of schedule 40 PVC, properly trapped, and routed to an approved outdoor drainage location or gravity drain that does not create a pedestrian slip hazard or erode the building foundation.

ix) Primary gravity condensate lines must extend a minimum of 48” away from the foundation. Directed towards the downhill grade of the property The secondary pan emergency drain pan overflow line must discharge to a location that is easily visible to staff, ensuring prompt detection in the event of an overflow.

x) All penetrations (floor, ceiling or walls) shall be completely sealed and fire-stopped using exterior-grade silicone or approved acoustic/fire-rated sealant to ensure there are no air gaps, pest entry points, or thermal bypasses around ductwork and piping to ensure that there are no air gaps around duct work and piping.

xi) The Contractor shall install new condensate pump on unit if one is currently installed.

xii) All refrigerants shall be handled in an environmentally responsible manner in accordance with the Clean Air Act and EPA regulations.

xiii) Contractor shall be responsible for repairing any structural, environmental, or cosmetic damage occurring during the removal, disposal or construction process. Any damage resulting from contractor negligence to buildings, grounds, landscaping, utilities, or state-owned property shall be fully remediated, clean, repaired, or replaced by the Contractor to original or better condition, subject to final approval by the Park Point of Contact

(POC).

xiv) Prior to final project sign-off, the Contractor shall perform a comprehensive system start-up, document all operating pressures/temperatures, and conduct an on-site training review with Park Staff. This review must include basic thermostat operation, filter maintenance schedules, breaker disconnect locations, and accessory troubleshooting.

xv) The Contractor shall provide a complete closeout packet to the Park POC containing the manufacturer’s owner/user manuals for each piece of equipment installed during the project.

xvi) The Contractor shall provide comprehensive warranty documentation alongside their bid submission. Equipment and parts must carry a minimum manufacturer warranty of five

(5) years for commercial applications or ten (10) years for residential applications (depending on the building classification). The Contractor must provide a minimum one

(1) year written warranty on all craftsmanship and labor for the date of final acceptance by the Department of Conservation and Recreation.

xvii) The contractor shall provide the business name, contact name, phone number and physical address of an authorized repair vendor capable of honoring all warranty work.

The vendor must guarantee a 24-hour emergency response time (including weekends and holiday). If the primary bidding company’s dispatch office is located more than one (1)

QQ 123054 Page 4 of 7 hour drive distance from the project site, the bidder must list a qualified local subcontractor meeting these criteria with the bid submission.

b) Contractor Requirements:

i) The Contractor shall furnish all materials, labor, equipment, tools, necessary to complete all work listed and English-speaking site supervisor while on project site.

ii) It is the Contractor’s responsibility to verify any information, measurements and obtain any clarifications prior to submitting the bid response. The Department of Conservation and Recreation (DCR) is not liable for any errors or misinterpretations made by the Contractor in response to this solicitation.

iii) The Contractor shall obtain, possess, maintain, and comply with all applicable local, state, federal requirements including licensing, permits, codes, laws, regulations, standards, specifications, and guidelines for providing services as identified.

iv) Contractor is responsible for maintaining all necessary insurance and licenses as required and providing documentation before work can begin. All contractor personnel shall be fully qualified, licensed and trained.

v) Contractor shall be legally qualified and licensed by the Virginia Department of Professional and Occupational Regulation, Board for Contractors, to perform all work included in the scope of the contract.

vi) Contractor registration and license numbers must be provided on the bid face in accordance with Section 54.1-1103 of the Code of Virginia.

vii) The Contractor shall ensure that all OSHA safety regulations are followed throughout the course of the project and may include the use of safety harnesses on roof (structure has roof anchors installed). The area shall be clearly marked with “work in progress signs” and/or caution tape. Proper signage usage when working in a public right-of-way or where the safety of the public must be maintained.

viii) All materials, components, equipment, disconnects, and fittings utilized in this installation must be bran new, unused, factory-certified, and free of defects.

ix) The Contractor shall retain legal ownership of all removed equipment and job-related debris. The Contractor is responsible for the immediate hauling, proper environmental recycling, and legal off-site disposal of all trash, scrap metal, old ductwork, and packaging material. State Park dumpsters shall not be used.

x) No portion of this work shall be sublet to subcontractors without first securing written consent of the DCR.

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2) BID INSTRUCTIONS:

A. ELECTRONIC BID Submissions ONLY will be accepted for this solicitation. See Electronic Bid instructions attachment or contact eVA Customer Care at 1-866-289-7367 or eVACustomerCare@DGS.Virginia.gov for assistance prior to the closing date and time.

The awarded vendor shall provide a valid Certificate of Insurance (COI) prior to work beginning on any state owned or controlled property. Vendors that fail to provide a COI that meets the Commonwealth’s requirements as outlined in the Agency Procurement and Surplus Property Manual (APSPM) and Vendor’s Manual will not be allowed to commence work.

Please include with your bid the following items to be considered a complete bid package:

• Vendor Data Sheet (Attachment A)

• Copy of applicable license/certification(s)

• Addendums (if any)

Questions related to how to complete the required attachments should be directed to the Contracting Officer via email courtnay.pollard-macklin@dcr.virginia.gov, no later than two (2) days prior to the close of bidding to ensure that answers can be returned.

It is the responsibility of the bidder to ensure that his/her bid is submitted electronically prior to the time set for receipt of bids. Bids received after the time designated for receipt of bids will not be considered.

3) GENERAL TERMS AND CONDITIONS: See additional attachment entitled “General Terms and Conditions.”

4) SPECIAL TERMS AND CONDITIONS: See additional attachment entitled “Special Terms and Conditions.”

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ATTACHMENT A

Vendor Data Sheet

Note: The following information is required as part of your response to this solicitation.

Failure to complete and provide this sheet may result in finding your bid nonresponsive.

1. Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements.

2. Vendor’s Legal Business Name: ______________________________________________________

3. Vendor’s Primary Contact:

Name: Phone:

Title: Email:

4. Years in Business: Indicate the length of time you have been in business providing this type of good or service:

Years Months

5. Vendor Information: eVA Vendor ID: ______________________SBSD Cert # ______________________

Virginia Contractor License # _______________________, Class ______& Specialty _______________

6. Indicate below a listing of at least three (3) recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. Include the length of service and the name, address and telephone number of the point of contact.

Company: Contact:

Phone: ( ) Fax: ( )

Project:

Dates of Service: $ Value:

Company: Contact:

Phone: ( ) Fax: ( )

Project:

Dates of Service: $ Value:

Company: Contact:

Phone: ( ) Fax: ( )

Project:

Dates of Service: $ Value:

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ATTACHMENT B

Electronic Submission Instructions

BID SUBMISSION REQUIREMENTS: Electronic bid submission only will be accepted. Bids submitted via fax or mailed in WILL NOT be accepted. Bids will be received until the closing date and time provided in the solicitation. Any bid received after the closing date and time specified in the solicitation will not be considered.

Prior to the due date, Bidders should:

Check the status of the solicitation in eVA at www.eva.virginia.gov by clicking on the Business Opportunities and then Virginia Business Opportunities (VBO) for any updates, changes, amendments, cancellations, etc.

Check the “Reminders” section in VBO for all attachments and documents to be completed and submitted;

and Complete all attachments, amendments, exhibits, product information, etc. and attach electronically to the Bidder’s electronic submission.

Bidders are solely responsible for reviewing, complying, and returning a complete and responsive bid. Failure to submit any of the required information may result in the bid being declared non-responsive. Changes to the solicitations forms or formats are prohibited except where clearly instructed and permitted.

Bid Submission: Electronic bid submission shall include all required documents attached. Bidder must be registered in eVA in order to submit an electronic bid. Bidders must submit one (1) complete copy of the bid and attachments.

The following are instructions for submitting an electronic bid:

a. Go to eva.virginia.gov

b. Click on “I sell to Virginia”

c. Click on “eVA Supplier Training”; and

d. Click on “Viewing and Responding to Solicitations Video”

e. Be sure to complete both the Response Information tab and the Item tab including price.

If a bidder needs assistance submitting an electronic response, the Bidder must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov