Heating Units for Luzerne County Road & Bridge Garages

Solicitation Cover Sheet
SOLICITATION
NAME
Heating Units for Luzerne County
Road and Bridge Garages
SOLICITATION 08182026BB&G
REF#
PURCHASING AGENT: Luzerne County Purchasing Department
Luzerne County, Pennsylvania
ISSUING DEPARTMENT: Building and Grounds
Wednesday, September 2, 2026 at 10:30
QUESTIONS DUE DATE:
AM EST
Friday, September 11, 2026 at 10:30 AM
SOLICITATION DUE DATE:
EST
SOLICITATION TYPE: Invitation for Bids Request for Proposals

PROPOSED CONTRACT ATTACHED: No
Yes Appendix E

TERM OF AGREEMENT: See Appendix A
BID SECURITY REQUIRED: No
Yes Amt: $________________ (50% of bid)

Bid Bond

Certified Check

Corporate Check

PERFORMANCE BOND REQUIRED: No

Yes Amt: $________ (No less than bid Amt)
Luzerne County IFB/RFP COMBINED 06022026 FIND US AT: www.luzernecounty.org/procurement
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Please note the following acceptable method(s) for bid submission:

PennBid (ONLINE)
ATTENTION:
RESPONSES MUST BE SUBMITTED ELECTRONICALLY VIA THE PennBid PORTAL AT
https://pennbid.bonfirehub.com BY THE DEADLINE INDICATED ON THE COVER SHEET.
QUESTIONS REGARDING THIS PROJECT SHALL BE SUBMITTED VIA THE "Ask a
Question" FEATURE IN PennBid BY THE DEADLINE INDICATED ON THE COVER SHEET.
ANY FEES ASSOCIATED WITH THE USE OF PennBid ARE THE SOLE RESPONSIBILITY
OF THE RESPONDER. SPECIFICATIONS AND SUPPORTING DOCUMENTS CAN BE
OBTAINED AT NO COST ON PennBid.

HARD COPY (MAIL/DELIVERY)
ATTENTION:
RESPONSES TO THIS SOLICITATION ARE ACCEPTED WEEKDAYS, 9:00 AM TO 4:00 PM,
EXCLUDING HOLIDAYS. SUBMIT RESPONSES BY THE DEADLINE INDICATED ON THE
COVER SHEET TO ADDRESS SPECIFIED BELOW. FOR INQUIRIES, CONTACT MARYANN
AMESBURY AT 570-820-6337 OR MARYANN.AMESBURY@LUZERNECOUNTY.ORG.
YOU MUST PRINT THE BELOW ADDRESS AND SOLICITATION INFORMATION AND AFFIX
TO THE OUTSIDE OF YOUR RESPONSE ENVELOPE.
UNLABELED RESPONSES WILL BE REJECTED.
Luzerne County
Purchasing Department
Penn Place Bldg.
Suite 223A
20 N. Pennsylvania Ave.
Wilkes-Barre, PA 18711
All solicitation responses must have this label attached
with the name and reference number of
the solicitation to the outside of the return envelope
(UPS, FEDEX, etc.) or it will be rejected.
Solicitation Name________________________
Reference #_______________________
Company Name___________________
Responders who use USPS Services please note:
For USPS deliveries expect delays. Mail is re-routed from the Court House to Penn Place. Ensure
timely delivery to the Purchasing Department by the specified deadline. The County accepts no
responsibility for late or misdirected mail.
Luzerne County IFB/RFP COMBINED 06022026 FIND US AT: www.luzernecounty.org/procurement
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INSTRUCTIONS TO RESPONDERS
1. Form of Response. In addition to supplemental documentation specifically required by
the terms of this Solicitation, Responder's response shall include all documents in this
Solicitation, including: 1) the Solicitation Cover Sheet; 2) Instructions to Responders; 3)
Appendix A - Specifications and all supplemental information required therein; 4)
Appendix B - Questionnaire Form; 5) Appendix C - Non-Collusion Affidavit; 6) Appendix
D - General Terms and Conditions; 7) Appendix E - Proposed Contract (if applicable);
and 8) Appendix F - Signature Page and Certification. Note that Appendix A contains
detailed specifications of the goods/services sought by the County and may include
more specific directives relating to the form of the Responder's response including a
requirement that Responder complete additional forms and/or information. If the
required information/forms are not submitted or are incomplete, Luzerne County may
immediately reject the response as incomplete. The stated quantities, if any, shall be
considered to be estimates only and County reserves the right to increase or decrease
the quantities according to demand and may reorder at any time during the contract
period.
2. Any alterations, erasures, additions to or omissions of required information, or changes
to the specifications or solicitation schedule, are made at the risk of the Responder and
may result in rejection of Responder's submission. In case a Responder finds
discrepancies or omissions or is in doubt as to the meaning of the specifications or
solicitation schedule, he/she should at once notify the Luzerne County Purchasing
Department via the "Ask a Question" feature in the PennBid portal no later than the
Questions Due Date. The Purchasing Department will reply to such questions in an
official supplement and emails will be sent simultaneously to all prospective Responders.
3. BID CONFIRMATION:
a. PennBid SUBMISSIONS: Upon completion of the electronic submission (if
applicable), Responder will receive an electronic Submission Confirmation with
the date and time of completion and will receive any future pertinent bulletins
regarding the project which may be issued via public notices before the due date
and time. When required, a summary of bids received will be issued by Luzerne
County via a Public Notice on PennBid shortly after the deadline. It should be
noted that bid results are subject to further review and should not be construed
as issuance of an award.
b. MAIL IN BIDS: Upon submission of its response, Responder is responsible for
confirming that it is recorded in the Purchasing Department office as a
Responder so that it receives any pertinent bulletins issued before responses are
opened. If requested, Luzerne County may issue a summary of bids received
after the deadline. It should be noted that bid results are subject to further review
and should not be construed as issuance of an award.
Luzerne County IFB/RFP COMBINED 06022026 FIND US AT: www.luzernecounty.org/procurement
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4. Responders must be recognized providers in the materials/services specified and
qualified to advise in their application or use. Responder, upon request, must satisfy the
County Manager and administrative officers that it has the requisite organization, capital,
plant, stock, ability, and experience to satisfactorily execute the contract in accordance
with the provisions of the contract in which Responder is interested.
5. Submitting a response when it is intended to sublet the contract is cause for rejection of
your submission, or cancellation of the contract, unless approval is given in writing by
Luzerne County prior to the Solicitation opening.
6. In case of error in the extension of prices, the unit price shall govern.
7. If more than one response is offered by any one party or in the name of its clerk,
partners, or other person, all such responses may be rejected. However, a party who
has quoted prices on materials to a Responder is not thereby disqualified from quoting
prices on materials to other Responders or from submitting a response directly for the
materials or work.
8. All terms, rebates and discounts shall be considered to be offered effective as of the
date of payment by the County notwithstanding anything to the contrary expressed in the
response.
9. If indicated in the Solicitation Documents, the successful Responder(s) may be required
to enter into a supplemental contract with the County within sixty (60) days of notification
by the Purchasing Agent. Failure of Responder to do so shall result in the cancellation
of the award and forfeiture of the bid bond/bid security, if any, which shall become the
absolute property of the County of Luzerne. Whether or not a supplemental contract is
required by the County, Responder understands and agrees to comply with the General
Terms and Conditions attached hereto as Appendix D.
10. Luzerne County reserves the right for Luzerne County and/or the Luzerne County
Manager and/or their respective designees to perform financial and/or performance
audits on any purchase, sale, award, contract, or other transactions involving Luzerne
County. Therefore, any party to a purchase, sale, award, contract or other transaction
involving Luzerne County must grant to the Luzerne County Controller and/or the
Luzerne County Manager and/or their respective designees reasonable access to any
property and/or equipment purchased in whole or in part with Luzerne County funds and
must grant reasonable access for review, inspection and reproduction of any and all
financial, employment and/or other records of the vendor, contractor, subcontractor or
other entity deemed relevant by the Luzerne County Controller and/or Luzerne County
Manager.
Luzerne County IFB/RFP COMBINED 06022026 FIND US AT: www.luzernecounty.org/procurement
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11. If indicated in this Solicitation, Responder may be required to submit with its response a
Bid Bond or some other form of bid security. Responder's failure to supply the required
Bid Bond or bid security when required will be grounds for disqualification of the
Responder's submission. When a Bid Bond or other form of bid security is required, the
amount of said bid bond or bid security shall be fifty percent (50%) of the total cost of
the proposal or bid submitted.
12. If indicated in this Solicitation, upon acceptance of its bid/proposal Responder may be
required to submit a Performance Bond for any bid/proposal over ten thousand dollars
($10,000.00) to Luzerne County Purchasing upon contract award. The amount of said
Performance Bond shall be in an amount no less than the total dollar amount of
Responder's bid/proposal.
13. Luzerne County will NOT accept vendor contracts that include automatic renewal and/or
price escalation clauses.
14. The successful Responder must permit the County to make payment to Vendor by credit
or debit card without penalty or surcharge.
15. Other than when submission is made online through PennBid, Responder must submit
an original and one copy of its response.
16. PennBid: Proposals may be withdrawn at any time prior to the due date and time listed
in the Cover Sheet. After such due date and time has passed, Responders may only
withdraw their response as provided for by Pennsylvania law, 73 P.S. 1601 et seq. No
Responder may withdraw its bid/proposal for a period of sixty (60) days after the date of
Solicitation opening.
17. The County reserves the right to award the bid/proposal to a Responder other than the
lowest Responder if deemed to be in the best interest of the County. The County shall
consider the following criteria: 1) price; 2) reputation of Responder and of its goods and
services; 3) quality of the Responder's goods and services; 4) extent to which the goods
or services meet the County's needs; and 5) Responder's past relationship with the
County. The County may narrow the list of prospective vendors after initial review and
may invite those Responders who provided the top-ranked bids/proposals to a technical
bid/proposal meeting to discuss bid/proposal details. Award may be made to one or
more Responders, but Luzerne County reserves the right to reject any and/or all
submissions, to cancel the solicitation, and/or to re-advertise solicitation for these
goods/services.
18. Responder is required to submit with its bid/proposal all documents specifically required
by this Solicitation, including but not limited to business licensure and/or any state or
federal accreditation certification. Certificates of insurance shall be provided by the
successful Responder prior to the contract start date unless this Solicitation expressly
requires submission with the bid/proposal.
Luzerne County IFB/RFP COMBINED 06022026 FIND US AT: www.luzernecounty.org/procurement
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19. Luzerne County will not be expected to pay freight or fuel charges.
20. Luzerne County shall not be liable for any cost incurred by Responder in responding to
this solicitation.
21. Amendment to Solicitation. If it becomes necessary to revise any part of this Solicitation:
a. PennBid: An amendment will be issued via the PennBid portal to all prospective
Responders registered in the PennBid portal and identified by Luzerne County as
having received the basic Solicitation. The amendment will be issued via the
PennBid portal Public Notices and posted in "Supporting Documentation."
b. MAIL/DELIVERY SUBMISSIONS: An amendment will be issued to all
prospective Responders identified by Luzerne County as having received the
basic Solicitation, and the amendment will be published on the County's website.
22. The contents of the response of the successful Responder shall become contractual
obligations upon receipt of a Notice of Award from the County.
Luzerne County IFB/RFP COMBINED 06022026 FIND US AT: www.luzernecounty.org/procurement
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APPENDIX A - Specifications
PROPOSED CONTRACT TERM: The contract period will be for four (4) months from date
of contract award or until project. The anticipated start date will be 9/14/2026.
PROCURING DEPARTMENT: Building & Grounds
Address: 200 N River St. Wilkes Barre, PA 18711
Contact: Nick Vough
Telephone: 570-825-1631
Fax: N/A Email: nicholas.vough@luzernecounty.org
Proposal for: Services
Goods
Order Terms: ____________________________________
Purchase Order Only
Additional Order Terms: _________________________
________________________________________________
Delivery: F.O.B., POINT OF DESTINATION ____________
Minimum Frequency of Delivery _________ per _____

Weekend/Holiday/After Hours Delivery May Be Required

Additional Delivery Terms: _________________________
________________________________________________
Billing Terms: ___________________________________
________________________________________________
Other

Description: _____________________________________
________________________________________________
Luzerne County IFB/RFP COMBINED 06022026 FIND US AT: www.luzernecounty.org/procurement
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The Luzerne County Building and Grounds Department is soliciting bids from
prospective bidders for the Installation & Removal of Heating Units for two (2) Road
and Bridge Garages. All work done for this project will be done utilizing a Purchase
Order (PO).
The two (2) Road & Bridge Garage locations for this bid are as follows:
Location#1- 177 West Foothills Drive, Drums PA 18222
Location#2- 345 St. John's Road, Dorrance PA 18660
Questions concerning the scope of work and to schedule a site visit for this bid contact
Nick Vough by phone at (570) 825-1631 or via email
nicholas.vough@luzernecounty.org. The deadline for questions is Wednesday,
September 2, 2026 at 10:30 AM EST.
All prospective bidders must submit one (1) original unbound and two (2) copies of their
sealed bids with the label from page two (2) attached no later than Friday, September
11, 2026 at 10:30 AM EST to the following address:
Luzerne County Purchasing Department
Attn: Mary Ann Amesbury
Penn Place Office Building
20 North Pennsylvania Ave, Suite 223A
Wilkes Barre, PA 18711
All prospective proposers must sign and return the bid cost sheets in Appendix A-1
showing the total bid cost. The breakdown of the total cost must be reflected in the bid
narrative on a separate sheet.
Scope of Work - Split HVAC Unit Installation and Removal
1. General
The Contractor shall furnish all labor, supervision, equipment, materials, tools, permits,
and incidental services necessary to complete the removal of existing split HVAC units
and installation of new split HVAC units at two separate locations. All work shall be
performed in accordance with applicable federal, state, and local codes, manufacturer
requirements, and generally accepted HVAC practices.
2. Location No. 1 - Removal and Installation- 177 West Foothills Drive, Drums PA
18222
The Contractor shall:
* Remove and properly dispose of three (3) existing split HVAC units, including
associated indoor and outdoor components as applicable.
Luzerne County IFB/RFP COMBINED 06022026 FIND US AT: www.luzernecounty.org/procurement
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* Recover and properly handle/dispose of all refrigerants in accordance with
applicable EPA requirements.
* Disconnect existing electrical, refrigerant, condensate, control, and other
associated connections as necessary.
* Furnish and install two (2) new split HVAC systems.
* Provide all necessary refrigerant piping, insulation, condensate piping, electrical
connections, controls, disconnects, mounting/support equipment, and other
accessories required for a complete and operational installation.
* Make any necessary modifications to existing penetrations, supports, piping,
wiring, or other components to accommodate the new equipment.
* Start up, test, and commission the new unit to verify proper operation.
3. Location No. 2 - Installation-345 St. John's Road, Dorrance PA 18660
* Remove and properly dispose of three (3) existing split HVAC units, including
associated indoor and outdoor components as applicable.
* Recover and properly handle/dispose of all refrigerants in accordance with
applicable EPA requirements.
* Disconnect existing electrical, refrigerant, condensate, control, and other
associated connections as necessary.
* Furnish and install two (2) new split HVAC system.
* Provide all necessary refrigerant piping, insulation, condensate piping, electrical
connections, controls, disconnects, mounting/support equipment, and other
accessories required for a complete and operational installation.
* Make any necessary modifications to existing penetrations, supports, piping,
wiring, or other components to accommodate the new equipment.
* Start up, test, and commission the new unit to verify proper operation.
4. Equipment
* The Contractor shall provide equipment appropriately sized for the areas served.
Contractor shall verify existing conditions and required heating and cooling
capacity prior to ordering equipment.
* Equipment shall be new, unused, and current production models. Contractor
shall submit proposed equipment specifications, model numbers, capacities,
efficiency ratings, and manufacturer information for approval prior to installation.
Luzerne County IFB/RFP COMBINED 06022026 FIND US AT: www.luzernecounty.org/procurement
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5. Electrical
* Contractor shall verify existing electrical service and provide all electrical work
necessary for proper operation of the new HVAC equipment, including
disconnects, wiring, breakers, conduit, and related components where required.
* Any electrical deficiencies discovered during the project shall be brought to the
Owner's attention prior to proceeding with additional work.
6. Refrigerant and Condensate
* All refrigerant work shall be performed by appropriately qualified personnel and in
accordance with applicable EPA regulations and manufacturer requirements.
* Condensate drainage shall be properly installed and routed to an approved
discharge location. Contractor shall ensure that condensate does not discharge
in a manner that could cause property damage or create a safety hazard.
7. Removal and Disposal
* All removed HVAC equipment, refrigerant, piping, wiring, and associated
materials designated for removal shall become the responsibility of the
Contractor unless otherwise directed by the Owner.
* The Contractor shall remove debris from the work areas and properly dispose of
all materials in accordance with applicable laws and regulations.
8. Protection of Property
Contractor shall protect existing buildings, finishes, furnishings, pavement, landscaping,
and other property from damage during the work. Any damage caused by the
Contractor shall be repaired at the Contractor's expense.
9. Testing and Acceptance
Upon completion, the Contractor shall:
* Test all installed equipment.
* Verify heating and cooling operation.
* Verify thermostat/control operation.
* Verify refrigerant charge and system pressures.
* Verify condensate drainage.
* Verify electrical operation.
* Demonstrate proper operation to the Owner.
Luzerne County IFB/RFP COMBINED 06022026 FIND US AT: www.luzernecounty.org/procurement
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