Invitation for Bids #26-0519 Chiller: Boyce Elementary School

Clarke County Purchasing Office, on behalf of Clarke County Public Schools, is soliciting competitive sealed bids through Invitation for Bids #26-0519 for the delivery and installation of a replacement chiller system at Boyce Elementary School located at 119 West Main Street, Boyce, Virginia. The project scope includes complete removal of the existing chiller unit, chiller supports, and associated accessories while retaining the existing chilled water pump, concrete pad, chain link fence, disconnect switch, and Building Automation System (BAS) wiring for reuse. New work encompasses installation of a replacement chiller with vibration isolators, new power wiring and water-tight conduit from the existing disconnect to the new chiller, connection of existing BAS wiring with extended wiring and conduit as necessary, and installation of new 3-inch chilled water supply and return piping with heat trace and insulation. The electrical scope includes removal of the existing 250-amp three-pole breaker and installation of a new 300-amp three-pole breaker (Eaton/Westinghouse CAT.KT3300T) in Panel A, installation of three #350KCMIL conductors with #4 ground in 3.0-inch conduit to the chiller's integral breaker disconnect, and provision of a 20-amp single-pole breaker for the new evaporator heater. Eligible bidders must be registered with a Virginia Contractor's License appropriate to the contract value, and only Trane or Carrier chillers are acceptable for bid consideration. All work must comply with the 2021 Virginia Existing Building Code, ADA requirements, OSHA safety standards, and applicable federal, state, and local laws and regulations. The mandatory pre-bid meeting is scheduled for Wednesday, May 6, 2026 at 11:30 a.m. at Boyce Elementary School, where attendance and signing the attendance sheet is required for bid eligibility; sealed bids are due by 3:00 p.m. on Tuesday, May 19, 2026, submitted either in person at the Clarke County Purchasing Office (129 Ramsburg Lane, Berryville, VA 22611) or electronically via eVA, with award decisions anticipated by Friday, May 22, 2026. All work must be completed by Wednesday, August 12, 2026, before the school year begins on Monday, August 17, 2026, or the vendor must pay cooling costs or provide temporary chilling equipment; failure to conduct a pre-bid site visit will result in no change orders for additional work due to contractor discovery of existing conditions.

No set-aside designations or restrictions limiting responses to disadvantaged enterprises or specific organization types are identified in the procurement documents. The contract will be awarded to the lowest responsive and responsible bidder based on lump-sum pricing that must include all labor, materials, fuel, transportation, insurance, and administrative costs necessary to complete the project. Award terms include a five-year warranty on compressors and a one-year warranty on all other equipment, materials, and labor. The vendor must obtain a Certificate of Insurance before work begins, with minimum coverage including $1,000,000 general liability per occurrence, $1,000,000 automobile liability per occurrence, and statutory worker's compensation coverage; bid bonds, performance bonds, and payment bonds are not required. Vendors may submit one invoice upon completion or multiple invoices with 5% retainage held on each invoice until all punch-list items are completed and the system passes inspection by Lawrence Perry Associates and the Joint Maintenance Director. No incumbent vendors or budget range is specified in the procurement documents; however, the project involves significant electrical upgrades (250-amp to 300-amp breaker replacement), chiller installation, and integration with the existing Building Automation System.