Intermediate School Chiller Replacement

Edwardsburg Public Schools issued an Invitation to Bid for the replacement of an intermediate school chiller and two water heaters, representing a mechanical systems upgrade project. The procurement involves the installation of a Quantech QTC3150THE air-cooled chiller with a capacity of 1,782 MBH and 10.29 EER minimum efficiency rating, along with associated chilled water distribution equipment and controls serving a 390 GPM circulation system. Bidders must provide a complete mechanical system installation including refrigerant piping, roof penetrations, concrete pads with neoprene supports, and interlock requirements between the chiller's refrigerant monitoring system and existing boilers. The project requires responsible recycling of removed equipment and salvage and recovery of the existing chiller's refrigerant for storage and future reuse at the owner's other facilities. Construction must be completed by April 9, 2021, with product procurement to commence immediately upon contract award. The original bid deadline of November 18, 2020 was extended to Wednesday, December 9, 2020 at 3:00 PM due to COVID-19 challenges. A mandatory pre-bid meeting was originally scheduled for November 30, 2020 at 2:00 PM, but attendance became optional with the requirement that non-attendees schedule separate site visits with CARMI Design Group; the question deadline was December 1, 2020 at 5:00 PM, and contract award was scheduled for December 14, 2020 at 7:00 PM. Bidders must submit bids in duplicate on the Bid Proposal Form, include a five percent bid bond (for bids exceeding $50,000), Performance and Labor and Material Bonds, certificates of Liability and Worker's Compensation Insurance, a sworn and notarized statement disclosing familial relationships with school board members or the superintendent, Iran Economic Sanctions Act Certification, and a summary schedule. Post-bid interviews are required on December 10, 2020 to facilitate award recommendations by December 11, 2020.

The solicitation documents do not specify set-aside designations or restrictions limiting response to disadvantaged enterprises or specific organizational categories. No incumbent vendors or current contractors are identified in the procurement materials. The project is subject to State of Michigan plan review, and the contract will be based on AIA documents to be generated by CARMI Design Group. Bidders must have visited the site prior to submission to fully understand field conditions and existing mechanical systems, and are responsible for coordinating work phasing to maintain facility operations and minimize downtime. All contractors must obtain written approval for any structural support modifications and coordinate with school administration regarding construction noise affecting students. No specific budget range or award value is disclosed in the bidding documents; however, the requirement for a five percent bid bond indicates the anticipated project value exceeds $50,000. Fourteen contractors were identified as plan holders, including mechanical, electrical, and HVAC firms from Indiana and Michigan.