Updike Hall Coil Replacement.pdf

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DATE: August 14, 2026

Vincennes University is requesting proposals for the following:

The complete installation of an owner provided, Trane chilled water coil in 4th floor penthouse air handler, located in the Updike Hall building per the following RFP information, attached forms and drawings.

Scope of Work:

• Valve off preheat coil and chilled water coil.

• Take apart unit to access coils.

• Take out preheat coil to access the chilled water coil.

• Take out chilled water coil.

• Set up crane, crane old coil out and new coil in the room.

• Install new chilled water coil and connect lines.

• Re-install the preheat coil back into the unit.

• Reconnect all water lines.

• Check fittings for leaks and make any necessary repairs.

• Run and test system operation.

Please use the included Bid Form, along with a completed MBE-WBE-VBE Participation Report, when submitting your Proposal. Also include a separate detailed description of the scope and limitation of the project on your company’s letter head.

Time for Completion: The successful bidder must agree to complete the work in a timely manner; pending issuance of purchase order agreement. Contractors shall note that work will be occurring during VU classes. The Contractors receiving award will need to coordinate with Owner in order to complete work with no disruption to the Owners schedule.

Site Inspection: All bidders may inspect the site for existing conditions. Contact Brian Shots at 812/888-4227 or bshots@vinu.edu for access to the site.

Access to Site: Each Contractor shall have partial use of Project site for installation/construction operations during installation/construction period. Contractor's use of Project site is limited only by Owner's right to perform work and

Request for Proposal (RFP) Project Name: Updike Hall Coil Replacement Project No: 35UH-26-01 Location: 1251 N. Chestnut Vincennes, IN 47591

Maintenance and Facilities Vincennes University Vincennes, IN 47591

Phone: 812-888-4227

PROPOSALS DUE:

August 25, 2026 By 2:00 PM EDT Proposal may be emailed or delivered to:

EMAIL: vuarchitect@vinu.edu ADDRESS: 1719 N Second Street Vincennes, IN 47591

P a g e 2 | 5 normal operations or to retain other contractors to preform work. Limit use of Project site to Work in areas indicated. Do not disturb portions of Project site beyond areas in which the Work is indicated. Keep driveways loading areas, and entrances serving premises and adjacent property clear and available to Owner, Owner's employees, and emergency vehicles at all times. Do not use these areas for parking or for storage of materials.

Maintain portions of existing building affected by construction operations in a weathertight condition throughout installation/construction period. Repair damage caused by installation/construction operations.

Owner Occupancy: Owner will occupy site and existing and adjacent building(s) during entire construction/installation period. Cooperate with Owner during construction operations to minimize conflicts and facilitate Owner usage. Perform the Work so as not to interfere with Owner's day-to-day operations. Maintain existing exits unless otherwise indicated.

Contractors/ installers shall note that work will be occurring during VU classes. The Contractors/installers receiving award will need to coordinate with Owner in order to complete work with no disruption to the Owners schedule.

Contractor Check-in: Any contractor providing installation or inspection services is required to check in and check out any time they are on site at Vincennes University. Contractors are to check in/out at 1719 N 2nd Street.

Existing Utility Interruptions: Notify the owner not less than two days in advance of proposed utility interruptions.

Obtain owner’s permission before proceeding with utility interruptions.

Restricted Substances: Use of tobacco products and other controlled substances on Project site is not permitted.

Contractor’s and Subcontractor’s Public Liability, Vehicle Liability, and Property Damage Insurance:

Commercial General Liability:

General Aggregate $2,000,000 Products & Completed Operations Aggregate $2,000,000 Each Occurrence $1,000,000 Personal Injury & Advertising Injury $1,000,000 Fire Damage Liability $100,000 Medical Expense $5,000

Auto Liability:

Combined Single Limit $1,000,000 Any Auto (box should be checked.)

Workers Compensation Coverage A Workers Compensation Statutory Coverage B Employers Liability $500,000 /$500,000/ $500,000 Commercial Umbrella or Excess Liability:

Each Occurrence $5,000,000 Aggregate $5,000,000 Installation Floater equal to the amount of the project.

Remarks:

• Name Vincennes University as additional insured including Products & Completed Operations exposure.

• Aggregate per Project Include Waiver of Subrogation for Workers Compensation

Warehouse Insurance: Should any equipment to be incorporated into the project be stored off-site, the Contractor/installer shall provide proof of insurance to the Owner on said warehouse or storage facility.

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Preparation for Work: The Owner does not in any way agree to prepare the building or site for the reception of the Contractor’s work further than is specifically mentioned in the RFP. The Contractor/Installer shall bear full responsibility for the expense of cutting, repairing, excavating, fitting, and patching required if necessary for installing the work on the premises or in the cutting, fitting, and patching required in attaching it to the same, except in circumstances as may be provided in the Contract Documents.

Protection of Work: The Contractor/Installer shall assume full responsibility for protection of his work until acceptance by the Owner. He shall also take all precautions to prevent damage to existing equipment, property, or structures which might be caused by him. In cases where items are damaged, removed, or disturbed by the Contractor/Installer, they shall be replaced, repaired, or compensated for in a manner approved by the Owner.

Safety: The Contractor/Installer shall be responsible in enforcing safety precautions and shall provide all barricades, signs, lights, and other necessary safeguards.

00201 - GENERAL INFORMATION

Equal opportunity: Contractor, Contractor’s Subcontractors, Suppliers and Installers shall not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin. Said companies shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, religion, color, sex or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Companies agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the policies of non-discrimination.

Contractor, Contractor’s Subcontractors, Suppliers and Installers shall, in all solicitation or advertisements for employees placed by them or on their behalf, shall state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex or national origin.

Vincennes University strongly encourages participation or co-participation by one or more minority- or woman-owned contractor and/or subcontractor. Bidder must complete the Minority, Women’s and Veterans Business Enterprise Participation Report with the Bid Form.

If the successful bidder can facilitate and sustain participation by a minority- or woman-owned contractor or subcontractor in this transaction, please provide the University with a quarterly or annual report of the level of participation in this transaction, and the name(s) of each participating firm(s).

Qualification of Bidder: The Owner may make such investigation as he deems necessary to determine the ability of the bidder to perform the work, and the bidder shall furnish to the Owner all such information and data for this purpose that the Owner may request. The Owner reserves the right to reject any bid if the evidence submitted by, or investigation of, such bidder fails to satisfy the Owner that such bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

Conditions of Work: Each bidder must inform himself fully of the conditions relating to the installation and the employment of the labor thereon. Failure to do so will not relieve a successful bidder of his obligation to furnish all materials and labor necessary to carry out the provisions of his contract. Insofar as possible, the contractor, in carrying out his work, must employ such methods of means as will not cause any interruption of or interference with the work of any other contractor.

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Laws and Regulations: The Bidder’s attention is directed to the fact that all applicable State Laws, Municipal Ordinances, and the rules and regulations of all authorities having jurisdiction over construction/installation of the project shall apply to the contract throughout, and they will be deemed to be included in the contract the same as though herein written out in full.

Obligations of Bidder: After Proposals have been received, each bidder will be presumed to have inspected the site and to have read and to be thoroughly familiar with the plans and contract documents (including all addenda). The failure or omission of any bidder to examine any form, instrument or document shall in no way relieve any bidder from any obligation in respect of his bid.

Method of Award: The Contract or Contracts shall be awarded to the lowest and best qualified responsible bidders.

Should the lowest and best bid still exceed the amount of fund available, the Owner has the right to negotiate the contract.

Conflicts and Discrepancies: Should any discrepancies, omissions, ambiguities, or conflicts be discovered, they shall be brought to the attention of the University for interpretation or clarification. Unless otherwise clarified, the larger quantity and/or better-quality material shall be furnished.

Warranties: Each bidder is hereby notified that upon being awarded a construction contract, the Contractor shall provide to the Owner in writing, a one-year warranty on all materials and labor. The one-year warranty shall begin with the date of established substantial completion. Any product warranty extending beyond this period shall be honored by the Contractor. Contractor shall provide the labor required to install such products for the duration of the Product warranty.

Force Majeure: A party shall not be liable for any failure or delay in performance of this Agreement for the period that such failure or delay is due to causes beyond its reasonable control including acts of God, war, labor strikes, governmental orders, or injunctions. Such party shall give written notice of such force majeure event and take all reasonable steps to mitigate the effect of such force majeure event.

-End of RFP Cover Letter-

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SECTION 00300 - BID FORM

Bid for Lump Sum Contracts:

Proposal of (Hereinafter called “Bidder”)

(A Corporation / A Partnership / An Individual) doing business as

(Strike out inapplicable term)

To the Board of Trustees for the Vincennes University (Hereinafter called “Owner):

Gentlemen:

The Bidder, in compliance with your invitation for bids for the Vincennes University Updike Hall Coil Replacement, and having examined all the plans and specifications with related documents and being familiar with all of the conditions surrounding the proposed project, hereby proposes to furnish all labor, materials, equipment and supplies to construct the project in accordance with the RFP documents, at the prices stated below. These prices are to cover all expenses incurred in performing the work required under the documents, of which this proposal is a part.

Bidder acknowledges receipt of the following Addenda:

BASE BID:

Bidder agrees to supply all material and/or preform all work as described in the Request for Proposal documents, specifications, drawings, etc. for the sum of

(words) (numerals) Amounts shall be shown in both words and figures. In case of discrepancy, the amount shown in words will govern.

Bidder understands that the Owner reserves the right to reject any or all bids and to waive informalities in the bidding.

Bidder agrees that this bid shall be good and may not be withdrawn for a period of 45 calendar days after the scheduled closing time for receiving bids.

Respectfully Submitted: By:

(Signature)

(SEAL) (Typed Name and Title)

(Business Address)

(City, State, Zip Code)

(Phone)

(Email)

Vincennes University August 2026

Updike Hall Coil Replacement Project #35UH-26-01

Section 003002 – MBE-WBE-VBE Page 1 of 3

MINORITY, WOMEN’S AND VETERAN’S BUSINESS ENTERPRISE PARTICIPATION REPORT

The Bidder/Firm is expected to submit with its bid/proposal a Minority, Women’s and Veteran’s Business Enterprise Participation Report. In this Report, the Bidder/Firm must show that there are certified racial minority, woman-owned and/or veteran owned business enterprises participating in the project. Participation may be as a subcontractor or second tier participation with common suppliers. The Bidder/Firm must indicate the name of the MBE/WBE/VBE’s with which it will work; the contact name and phone number of the MBE/WBE/VBEs; the service supplied by the MBE/WBE/VBE. Please note: If the Trade is an overhead item for your entire business, please calculate the proportion of the business that will actually apply to the project in question.

Documentation of the Bidder’s/Firm’s effort to meet the participation goal must also be submitted at bid time;

see page 3 of this form.

Contractors will find a listing of MBE/WBE suppliers certified by the State of Indiana at the following website:

https://www.in.gov/idoa/mwbe/2743.htm

Vincennes University reserves the right to verify all information included in the Minority, Women’s, and Veteran’s Business Enterprise Participation Plan for making final determination of the Bidder’s/Firm’s responsiveness and responsibility.

MBE/WBE/VBE PARTICIPATION REPORT

PROJECT #_________________________________BID/PROPOSAL DUE DATE: ____________________

PROJECT NAME: _______________________________________________________________________

BIDDER/FIRM: _________________________________________________________________________

ADDRESS: ____________________________________________________________________________

CITY/STATE/ZIP ________________________________________________________________________

PHONE: ______________________________________________________________________________

EMAIL: _______________________________________________________________________________

URL: __________________________________________________________________________________ https://www.in.gov/idoa/mwbe/2743.htm

Section 003002 – MBE-WBE-VBE Page 2 of 3

MBE, WBE, VBE PARTICIPATION REPORT: (FIRMS USED)

BIDDER/FIRM______________________________________________________________________________________

The following certified minority, women and/or veteran owned firms will be participating in the project, according to the following schedule. Indicate whether each firm is an MBE, WBE, or VBE

FIRM: ___MBE ____ WBE ___ VBE TRADE AMOUNT

CONTACT NAME PHONE EMAIL

FIRM: ___MBE ____ WBE ___ VBE TRADE AMOUNT

FIRM: ___MBE ____ WBE ___ VBE TRADE AMOUNT

FIRM: ___MBE ____ WBE ___ VBE TRADE AMOUNT

If additional room is necessary, please attach a separate page.

By my Signature, I certify that the above statements are true and accurate, all as of the date below. I also understand that any changes to this plan must be approved by Vincennes University and documented by Construction Change Directive.

Agent of Bidder

Date

Section 003002 – MBE-WBE-VBE Page 3 of 3

MBE, WBE, VBE PARTICIPATION REPORT (FIRMS ENGAGED)

BIDDER/FIRM__________________________________________________________________________________

Describe below your efforts to obtain minority, women and veteran’s business enterprise participation for this project.

BE SURE TO ATTACH A COPY OF ALL SOLICIATION EFFORTS, e.g., ads that were published or networking events, etc.

List below the MBE/WBE/VBE contractors you individually contacted to request a quote for this project:

MBE, WBE, VBE firms contacted (company name and commodity)

Method of Contact (i.e., phone, fax, email address, mailing address AND contact name

MBE

WBE

VBE

Quote Received – not low

No response

Method of Contact

Received – not low

Method of Contact

Received – not low

Method of Contact

Received – not low

If extra space is necessary, please attach additional pages.

PAGES 1, 2, AND 3 OF THIS DOCUMENT MUST BE SUBMITTED WITH THE BID