HVAC Chiller Replacement

Agency:	State Government of Arkansas
State:	Arkansas
Type of Government:	State & Local
NAICS Category:	238220 - Plumbing, Heating, and Air-Conditioning Contractors
Posted Date:	Jan 30, 2026
Due Date:	Feb 27, 2026
Solicitation No:	RFP-26-003
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Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Bid Number:

Description:

Agency:

REQUEST FOR PROPOSAL (RFP)

BID SOLICITATION DOCUMENT

SOLICITATION INFORMATION

RFP-26-003

Solicitation

issued:

January 30, 2026

NWACC Burns Hall Chiller Replacement

Northwest Arkansas Community College (NWACC)

SUBMISSION DEADLINE FOR RESPONSE

Bid Opening Date:

February 27, 2026

Bid Opening Time:

10:00 A.M., Central Time

Proposals shall not be accepted after the designated bid opening date and time. In accordance with Arkansas

Procurement Law and Rules, it is the responsibility of Vendors to submit proposals at the designated location on or

before the bid opening date and time. Proposals received after the designated bid opening date and time shall be

considered late and shall be returned to the Vendor without further review.

Delivery Address:

Proposal’s Outer Packaging:

DELIVERY OF RESPONSE DOCUMENTS

Northwest Arkansas Community College

Purchasing Department, Attn: Karen Walls

Burns Hall Room 1128.7

One College Drive

Bentonville, AR 72712

Outer packaging must be sealed and should be properly marked with the

following information. If outer packaging of proposal submission is not

properly marked, the package may be opened for bid identification purposes.

• Bid Number

• Date & Time of Bid Opening

• Vendor’s Name & Return Address

Proposed Timetable of Activities

January 30, 2026

February 6, 2026

February 11, 2026

February 16, 2026

February 20, 2026

February 27, 2026

Solicitation Issued

Optional Pre-bid Meeting

Last Day for written questions

Answers Posted

Bid Opening

Letter of Intent

Submit to ALC March meeting

Bid Solicitation Document

Bid No. RFP-26-003

SECTION 1 - GENERAL INSTRUCTIONS AND INFORMATION

1. Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

In July 2025, NWACC decided to replace the Burns Hall Chiller (TRANE) due to normal wear.

NWACC began meeting with SCM (On Call Architect) to discuss what was needed, to create drawings, when the project

needed to start and be completed.

This decision followed a comprehensive assessment of the existing equipment's condition and a review of potential

impacts on campus operations. The replacement project aims to enhance energy efficiency and ensure reliable climate

control for students, faculty, and staff throughout the academic year.

Important: The NWACC Burns Hall Chiller Replacement is required and must be completed before the start of the Fall

semester. To ensure minimal disruption to activities in Burns Hall during the summer, all work related to the chiller

replacement should be finalized prior to the commencement of the Fall term.

For this reason, the construction process and timeline must remain flawlessly on time and on-budget.

NWACC is a comprehensive community college with its main campus and Brightwater culinary school in Bentonville,

Arkansas located in Benton County. It also operates in a location near Springdale, Arkansas in Washington County.

1.2 PURPOSE

NorthWest Arkansas Community College (NWACC) issues this Request for Proposal (RFP) to obtain bids for Burns

Hall Building Chiller replacement. TRANE or RFP committee members approved substitute.

1.3 TYPE OF CONTRACT

A. A Term contract will be awarded to a single supplier

The anticipated starting date for the contract is March 17, 2026, with completion of the job by August 1, 2026

1.4 PRE BID MEETING TOUR

A pre bid tour will be held on February 6, 2026 at Time 10:00 AM

Bidders are encouraged to attend. Attendees planning to attend, please email kwalls2@nwacc.edu.

Attendees will meet at One College Drive, Construction Office in the Parking Garage, 1st floor – North End

Bentonville, AR 72712

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Bid Solicitation Document

Bid No. RFP-26-003

1.5 BID OPENING LOCATION

Responses submitted by the opening time and date shall be opened at the following location:

NorthWest Arkansas Community College

One College Drive

Construction Office 1st floor Parking Garage

Bentonville, AR 72712

10:00 AM Central Standard Time

1.6 CONTACT

Please submit all questions about this RFP by email to:

Karen Walls

One College Drive, Burns Hall, Room 1128.7

Bentonville, AR 72712

Email: purchasing@nwacc.edu

1.7 DEFINITION OF REQUIREMENT

A. The words “must” and “shall” signify a requirement of this solicitation and that vendor’s agreement to and

compliance with that item is mandatory.

B. Exceptions taken to any mandatory requirement in this Bid Solicitation, whether submitted in the vendor’s

response or in subsequent correspondence, shall cause the vendor’s response to be disqualified.

1.8 DEFINITION OF TERMS

A. The State Procurement Official has made every effort to use industry-accepted terminology in this Bid

Solicitation and will attempt to further clarify any point of an item in question as indicated in Clarification of Bid

Solicitation.

B. The words “bidder” and “vendor” are used synonymously in this document.

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Bid Solicitation Document

Bid No. RFP-26-003

C. The words “The State”, “Agency”, and “NWACC” are used synonymously in this document.

D. The terms “Request for Proposal”, “RFP” and “Bid Solicitation” are used synonymously in this document.

E. The term “OSP” refers to the “Office of State Procurement” with the State of Arkansas.

1.9 RESPONSE DOCUMENTS

A. Original Response Packet

1. The original Response Packet must be submitted on or before the bid opening date and time.

2. The Response Packet should be in the format of the RFP.

3. The Response Packet should be clearly marked “Original” and must include the following:

a. Original signed Response Signature Page. (See Response Signature Page.)

b. Other documents and/or information may be expressly required in this Bid Solicitation.

c. EO 98-04 Disclosure Form. (See Standard Terms and Conditions.)

d. Copy of Vendor’s Equal Opportunity Policy. (See Equal Opportunity Policy.)

e. Prohibition of Employment of Illegal Immigrants.

f. Restriction of Israel Boycott Certification

B. Additional Copies of the Response Packet

In addition to the original Response Packet, the following items should be submitted:

a. One (1) flash drive with a copy of the Response Packet.

b. All additional hard copies and electronic copies must be identical to the original hard copy. In case of

a discrepancy, the original hard copy shall govern.

1.10 ORGANIZATION OF RESPONSE DOCUMENTS

A. It is strongly recommended that vendors adhere to the following format and suggestions when preparing their

Response.

• Response Signature Page. (See Appendix)

• Signed Addenda, if applicable.

• E.O. 98-04 – Contract Grant and Disclosure Form. (See Appendix)

• Equal Opportunity Policy.

• Restriction of Israel Boycott

• Other documents and/or information may be expressly required in this Bid Solicitation. Label

documents and/or information to reference the Bid Solicitation’s item number.

1.11 CLARIFICATION OF BID SOLICITATION

A. Any questions requesting clarification of information contained in this Bid Solicitation must be submitted in

writing via email to purchasing@nwacc.edu by 10:00 a.m., Central Time on or before February 11 , 2026 to the

individual listed in section 1.6 Contact, of this Bid Solicitation.

1. For each question submitted, vendor should reference the specific solicitation item number to which the

question refers.

2. Vendors’ written questions will be consolidated, and NWACC’s written response is anticipated to be posted

to the NWACC website by the close of business on February 16, 2026.

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Bid Solicitation Document

Bid No. RFP-26-003

B. Vendors may contact NWACC via email to purchasing@nwacc.edu with non-substantive questions at any time

prior to the bid opening.

C. Oral statements by agents of NWACC shall not be part of any contract resulting from this solicitation and may

not reasonably be relied on by any vendor as an aid to interpretation unless it is reduced to writing and

expressly adopted by NWACC.

1.12 RESPONSE SIGNATURE PAGE

An official authorized to bind the vendor(s) to a resultant contract must sign the Response Signature Page

included in this Bid Solicitation, located in appendix.

1.13 FURNISHED BONDS

Successful bidder shall furnish bonds to NWACC with corporate guaranty or indemnity sureties on the bonds within

ten (10) business days of notice to proceed. Bonds shall be for both the completion of the construction free of all

liens and encumbrances, in an amount equal to one hundred percent (100%) of the proposed project pricing as

determined between the design agency and the successful bidder.

1.14 PROOF OF REGISTRATION & INSURANCE

A. Proof of Registration -

Submit evidence of proof of registration by the appropriate board having jurisdiction for each of the key

personnel and the firms on the team. All individuals and firms must have a valid and current license and must

be in good standing with the applicable board.

B. Proof of Insurance -

Firm should submit proof of professional liability and general liability insurance in accordance with the

requirements and limitations set forth in the ABAMSC under § 2-312 and § 2-313 and as adopted by NWACC

Construction Policy- Article 11 (See Appendix). The consultant selected for award under this RFP must

maintain the insurance current and effective at least one (1) year after substantial completion of the

construction. The consultant may change insurance carriers subject to notification to Agency. Any new carrier

must be acceptable to the Agency.

1.15 PRICING

Pricing will be a weighted part of the overall scores given to each submitted proposal. Pricing should be

packaged separately from the consulting proposal.

1.16 PRIME CONTRACTOR RESPONSIBILITY

A. A single vendor must be identified as the prime contractor.

B. The prime contractor shall be responsible for the contract and jointly and severally liable with any of its

subcontractors, affiliates, or agents to the State for the performance thereof.

1.17 PROPRIETARY INFORMATION

A. Submission documents pertaining to this Bid Solicitation become the property of the State and are subject to the

Arkansas Freedom of Information Act (FOIA).

B. One (1) complete copy of the submission documents from which any proprietary information has been redacted

should be submitted on a flash drive in the Response Packet.

C. Except for the redacted information, the redacted copy must be identical to the original hard copy, reflecting the

same pagination as the original and showing the space from which information was redacted.

D. The vendor shall be responsible for identifying all proprietary information and for ensuring the electronic copy is

protected against restoration of redacted data.

E. The redacted copy shall be open to public inspection under the Freedom of Information Act (FOIA) without

further notice to the vendor.

F. If a redacted copy of the submission documents is not provided with vendor’s response packet, a copy of the

non-redacted documents, excluding financial data, shall be released in response to any request made under the

Arkansas Freedom of Information Act (FOIA).

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This page summarizes the opportunity, including an overview and a preview of the attached documents.

HVAC Chiller Replacement

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