SCDJJ Birchwood HVAC RFQ.docx

South Carolina Department of Juvenile Justice

REQUEST FOR QUOTE

05/02/2025

This form is for supplies and/or services as described below, delivered Freight On Board (FOB) Destination, and prepaid freight. Shipping charges shall be absorbed in the prices, and no additional shipping charges shall be added. Requested delivery is 30 days After Receipt of Order (ARO) unless otherwise specified in this quote.

Supplies/Services Delivery Location:

SCDJJ Office: South Carolina Department of Physical Plant Management

Attn: Sedona G. Schuehle

Address, City, State, Zip: 1745 Shivers Rd, Columbia, SC 29210

Email Address: SedonaGSchuehle@djj.sc.gov

Quote must be returned to the email of the contact person above.

Scope of Work: See attached Appendix A Scope of Work/Specifications (Page 3).

Omit Taxes: Do not include any sales or use tax in the quoted prices that the SCDJJ may be required to pay.

Separate materials costs and labor costs by line item.

Line Item

Description

Qty.

U/M

Mfg.

Model

Two Ton Mini-Split Heat Pump Outdoor Units, with Matching Ceiling Cassettes

Each

Total Price

Award Criteria (select one of the following):

Special Quoting Instructions (add special quoting instructions, if applicable):

1. See attached Appendix A for the Scope of Work/Specifications.

2. Offerors are required to submit the following items with their offer in addition to this RFQ. Any offer that does not include the required documentation may be rejected as non-responsive.

a) The Contractor shall identify the manufacturer and model number of each proposed unit and provide sufficient technical documentation, including manufacturer specifications, product data sheets, certifications, test reports, and any other information necessary to demonstrate compliance with all solicitation requirements.

Offeror Instructions: Quotes must be submitted on this form. The form must be signed (a PDF copy of the signed form sent via email is acceptable) and shall be returned no later than date and time indicated above. Otherwise, the quote may be considered non-responsive.

In compliance with the above request and subject to all conditions, the undersigned offers and agrees to furnish the above at prices shown if this quote is accepted within 30 days from return quote date.

Any attempt, by the Contractor to impose additional terms and conditions for this Request for Quote after award, may be grounds for the State to cancel the Request for Quote award and/or contract.

Delivery Time: See attached Scope of Work/Specifications (Page 3).

Vendor Name:

Address:

City: State: Zip:

Email:

Quote By:

__________________________________________ Date:

(Signature)

(Printed)

Appendix A

SCOPE OF WORK/SPECIFICATIONS

The South Carolina Department of Juvenile Justice (SCDJJ) is seeking bids from qualified Contractors to supply twelve (12) new mini-split heat pumps and twelve (12) Building automation/Thermostat Interfaces.

1. Objective

a. The Contractor must supply units to replace 12 R-22 refrigerant air conditioning units with 12 new mini-split heat pumps containing R32 or R454B refrigerant with the following minimum efficiency ratings:

i. 20 SEER2 or higher.

ii. 13 EER21 or higher.

iii. 9.8 HSPF2 or higher.

iv. Ratings must be AHRI-certified.

2. Equipment Specifications

a. The Contractor must supply:

i. 10 two ton mini-split heat pump outdoor units with 10 matching indoor standard size ceiling cassettes, including grille for ceiling grid installations.

ii. 1 two ton mini-split heat pump outdoor unit with1 matching indoor wall mount air handler.

iii. 1 three ton mini split heat pump outdoor unit with 1 matching indoor ceiling cassette including grille for ceiling grid installation.

iv. 12 Building Automation System interfaces for control of the units.

1. The Contractor’s proposed BAS interfaces shall be fully compatible with the mini-split heat pumps provided under this solicitation.

b. The Contractor’s proposed units shall be designed and rated for operation on 208/230-volt alternating current (VAC), single-phase power.

c. No specific brand or manufacturer is required; however, all products offered shall fully comply with the requirements of this specification.

3. Warranty

a. The Contractor must provide a comprehensive warranty covering all replacement parts for a period of five (5) years from the date of SCDJJ’s acceptance.

b. The Contractor must provide a comprehensive warranty covering the compressor for a period of seven (7) years from the date of SCDJJ’s acceptance.

c. During the applicable warranty periods, Supplier shall repair or replace any defective covered components at no additional cost to the Customer, including labor and materials unless otherwise specified herein.

4. SCDJJ Responsibilities

a. SCDJJ Physical Plant’s internal maintenance staff shall be solely responsible for all aspects of the removal and replacement of existing units and the installation, configuration, and programming of all Building Automation System (BAS) interfaces. The Contractor's obligations under this solicitation are limited to the furnishing and delivery of the specified equipment.

5. Acceptance

a. Acceptance is contingent upon full compliance with all contract requirements. The State may reject any product that fails to comply with any requirement of this specification.

b. Material shall be subject to verification of:

i. Compliance with all specifications herein.

ii. Manufacturer documentation verifying material properties.

iii. Physical inspection upon delivery.

c. A representative of SCDJJ Physical Plant will notify the Contractor of acceptance or rejection within three days of receipt of the material.

6. Delivery Location

a. After award, all deliveries shall be made and all services provided to the following address, unless otherwise specified: SCDJJ Warehouse 1745 Shivers Rd, Columbia, SC 29210

7. Delivery Date

a. Unless otherwise approved in writing by a representative of SCDJJ Physical Plant Management, all items shall be delivered no later than thirty days after contractor's receipt of the purchase order. If the using governmental unit requests delivery sooner than the time specified, contractor may invoice the ordering entity any additional shipping charges approved by the ordering entity on the purchase order.

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