Heat pump replacement at FOX meadow elementary school; project no. 728-26

School District U-46 in Kane County, Illinois is soliciting sealed lump sum bids for the Heat Pump Replacement project at Fox Meadow Elementary School (Project No. 728-26), located at 1275 Jenna Drive, South Elgin, Illinois 60177. The procurement involves the complete replacement of the existing heat pump system and all associated mechanical, electrical, plumbing, and fire protection work, with deliverables including disconnection and removal of existing equipment, installation of new roof-top units (RT-1 through RT-5), fan-powered boxes with hot water reheat coils, condensing units, boiler systems, circulation pumps, cabinet heaters, ductwork, piping, electrical circuits, and fire alarm components. The project requires comprehensive compliance with the 2021 International Energy Conservation Code, 2023 National Electrical Code, and Illinois Building Code, along with adherence to industry standards including ASME, ASHRAE, ASTM, ANSI, NFPA, UL, and NEMA specifications. Key required qualifications include obtaining all necessary permits and licenses at the contractor's expense, providing a 10 percent bid bond, maintaining a 100 percent performance bond of the contract sum, and complying with Illinois Prevailing Wage Act requirements. Critical project dates include a mandatory pre-bid meeting on February 10, 2026 at 3:00 PM CST at the school site (with attendees required to arrive 30 minutes early for sign-in), a vendor question submission deadline of February 17, 2026 at 12:00 PM CST through the Bonfire eProcurement System, District responses issued by February 19, 2026, and sealed bid submissions due February 25, 2026 at 1:00 PM CST exclusively through the Bonfire portal, with a virtual bid opening via Zoom (Meeting ID: 878 7772 3523, Passcode: 639719). The contractor will be evaluated based on responsiveness to the solicitation specifications, with the award anticipated for April 27, 2026 to the lowest responsive and responsible bidder, with construction commencing May 26, 2026 and substantial completion targeted for August 7, 2026, subject to liquidated damages of $1,000 per calendar day for delays beyond the substantial completion date.

School District U-46 welcomes participation from minority-owned and women-owned businesses and enterprises, though no specific set-asides or restrictions on organization types are imposed by this procurement. The District reserves the right to award on an item basis and/or to sole or multiple providers at its discretion, to increase or decrease quantities, and to cancel or reject any or all bids. Specific incumbent vendors and current contractors are not identified in the solicitation documents; however, the roofing work requires coordination with an approved roofing contractor, Elens & Maichin Roofing and Sheet Metal, Inc. (815-727-2689), to maintain existing roof warranties, and the District has pre-purchased certain roof-top units, curbs, and vision screens that the mechanical contractor must receive, unload, inspect, and install. The selected contractor must integrate with the existing building management system for controls and lighting automation, provide equipment startup services and manufacturer-certified operating technician instruction within 90 days of certificate of occupancy, furnish a two-year warranty on all work and materials, and supply two complete sets of closeout documentation including operation and maintenance manuals on USB drives. No specific budget or award value is disclosed in the solicitation documents; bidders must refer to the Project Manual and Drawings for complete specifications and pricing requirements. The contractor must also provide all temporary services to maintain building operations during construction, limit work interruptions to non-school hours, ensure background checks for all personnel, and include all costs for overtime, shift premiums, and custodian charges within the bid.