HVAC Instructional Classroom Mobile Trailer

Agency:	Washington County Board of Education
State:	Maryland
Type of Government:	State & Local
NAICS Category:	321992 - Prefabricated Wood Building Manufacturing
Posted Date:	Oct 23, 2023
Due Date:	Nov 29, 2023
Solicitation No:	2024-40
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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RFP 2024-40

Procurement Schedule

Issue Date:

October 23, 2023

Pre-Proposal Meeting:

N/A

Deadline for Written Questions Submission:

November 3, 2023at 1:00 PM Eastern Time

Proposal Due:

November 29, 2023 by 11:00 AM Eastern Time

Washington County Public Schools

Center for Education Services

10435 Downsville Pike

Hagerstown, Maryland 21740

Tentative Award Date:

December 19, 2023

Dates and/or times are subject to change by the issuing of a written addendum.

WCPS Contract Managers

Procurement Officer

Scott Bachtell

Supervisor of Purchasing

301-766-2842

bachtSco@wcps.k12.md.us

Contract Administrator

Adam Parry

Acting Supervisor of Career Technology Education

301-766-2956

parryada@wcps.k12.md.us

This Bid/RFP document is posted on the WCPS Purchasing website at www.wcpspurchasing.com. This is also the source for

any/all addenda. Please register your company for notices about this Bid/RFP and similar projects on our website.

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TABLE OF CONTENTS

Sections

General Terms & Conditions

II. Specific Terms & Conditions

III. Equipment and Minimum Requirements

IV. Proposal Format

V. Form of Proposal

WCPS RFP 2024-40

HVAC Instructional Classroom Mobile Trailer

Page

3-20

21-25

26-29

31-33

Required Attachments (available as separate documents on the WCPS Purchasing website)

A. Bid/Proposal Affidavit

B. Contract Affidavit

C. Specification, Price, and Addenda Signature Acknowledgment

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SECTION I - GENERAL TERMS AND CONDITIONS

1. Introduction

It is the intent of Washington County Public Schools (WCPS) to solicit sealed proposals from qualified vendors

to provide a turn-key HVAC Instructional Classroom Mobile Trailer to be used as a training environment for

WCPS students.

2. Definitions

As contained herein, the terms “WCPS”, WCBOE, “Schools” and/or “Owner” means Washington County Public

Schools/Washing County Board of Education. The terms “bidder”, “offeror”, “firm”, “vendor”, and “person” are

synonymous, and mean an entity submitting a proposal in response to this solicitation. Similarly, the terms “bid”,

“quote”, and “proposal”, mean the response submitted by an offeror. The term “contractor” means an offeror

awarded a contract as a result of this solicitation. The terms “General and Special Provisions”, “requirements”,

“scope”, “specifications”, and “criteria” mean the services, terms, and conditions required by the Bid/RFP.

3. Bidder Registration

Vendors are solely responsible for completing the vendor registration process online at wcpspurchasing.com.

Contact Beverly Bergan, Purchasing Associate, at 301-766-2840, or by email to: purchasing@wcps.k12.md.us if

you have any questions or to check the status of your registration. Once registered in the WCPS Vendor Database,

you will be able to view current solicitations and may automatically receive notification of certain bid

solicitations. Washington County Public Schools will not be held responsible for a company’s failure to become

and remain a registered Vendor, to identify appropriate commodity/service categories, to keep the self-service

vendor account up to date with current contact information, and to accomplish these things in a timely manner.

Bidders with a repeated history of not bidding in a specific category may be removed from the Vendor Database

for that category at the discretion of the Purchasing Supervisor.

a. If your firm is already a WCPS registered vendor:

• You must confirm your account is current and a W-9 must be on file

4. Receipt of Bids

a. Bids received prior to the time of opening will be time-stamped and securely kept unopened. No bid received

after the due date and time listed will be considered. WCPS will not be responsible for the premature opening

of bids received that are not properly addressed or identified. Any bid may be withdrawn before the scheduled

time for opening bids. A Bid sent via email will not be accepted.

b. All inner and outer envelopes and packaging, used by Fed Ex, UPS and etc., are to be labeled with the

following:

• Bidder Name

• Bid Number and Name

• Due Date and Time

c. Bids received after the designated date and/or time will not be accepted, regardless of when they were mailed

or given to a delivery carrier.

d. Bids not received by the date, time, and location designated on the solicitation cover sheet, due to improper

labeling, may be considered non-responsive.

e. In the event of inclement weather on the date when bids are scheduled to be opened and the WCPS offices are

closed, or operating under a modified schedule, bids will be opened on the next business day at the same time

as previously scheduled. Bids will be accepted until the scheduled time of opening on the next business day.

Often when schools are closed due to inclement weather, administrative offices remain open. When in doubt,

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HVAC Instructional Classroom Mobile Trailer

call the Purchasing Department (301-766-2840).

5. Addenda

a. All changes to the bid solicitation will be made through appropriate addenda issued from the Purchasing

Department.

b. Addenda will be available on the WCPS Purchasing Department webpage.

c. Addenda will be issued no later than four (4) days prior to the date for receipt of Bids except an Addendum

withdrawing the request for Bids or one which includes postponement of the date for receipt of Bids.

d. Each bidder shall ascertain, prior to submitting a bid that they have received all Addenda issued and the

bidder shall acknowledge receipt on the Signature Acknowledgement Form. Failure of any bidder to

acknowledge the receipt of addenda will not relieve that bidder from any obligations under this solicitation as

amended by addenda. All addenda so issued will become part of the award and contract documents.

6. Preparation of Bid

a. Should any bidder be in doubt as to the meaning of the specifications, or should they find any discrepancy or

omission, they shall notify the Contract Managers listed on the solicitation cover sheet. No pleas of

ignorance of such conditions and requirements resulting from failure to make such investigations and

examinations will relieve the successful offeror from its obligations to comply in every detail with all the

provisions and requirements of the contract documents, or will be accepted as a basis for any claim

whatsoever for any monetary consideration on the part of the successful bidder. If required, bidders will be

notified of clarifications and/or additional information by means of addenda.

b. Each bid will be sealed, show the full business address and contact information of the bidder and be signed by

the person(s) legally authorized to sign contracts. All correspondence concerning the bid and contract,

including notice of award, copy of contract, and purchase order, will be emailed, or mailed, to the address

shown on the bid in the absence of written instructions from the bidder to the contrary.

c. Bidder shall submit one original proposal, with the requested documents signed. Bidders may not submit

more than one proposal. Bids must be prepared on the proposal form(s) provided. WCPS’s Price Proposal

and other forms shall not be altered.

d. Compliance with Laws; The Contractor hereby represents and warrants that:

i. It is qualified to do business in the State of Maryland and that it will take such action as, from time-

to-time hereafter, may be necessary to remain so qualified;

ii. It is not in arrears with respect to the payment of any monies due and owing the State of Maryland, or

any department or unit thereof, including but not limited to the payment of taxes and employee

benefits, and that it shall not become so in arrears during the term of this Contract;

iii. It shall comply with all federal, State, and local laws, regulations, and ordinances applicable to its

activities and obligations under this Contract; and

iv. It shall obtain, at its expense, all licenses, permits, insurance, and governmental approvals, if any,

necessary to the performance of its obligations under this Contract

v. Bidder shall provide proof of compliance to WCPS upon request.

e. By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment of

any obligations due and owing the State of Maryland, including the payment of taxes and employee benefits,

and that it shall not become so in arrears during the term of the contract if selected for contract award.

f. Bids by partnerships must be signed with the partnership name, followed by the signature and designation of

the person having authority to sign. When requested, satisfactory evidence of authority of the person signing

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HVAC Instructional Classroom Mobile Trailer

will be furnished. Anyone signing the bid as an agent shall file satisfactory evidence of their authority to do

so, if requested.

g. Bids by corporations must be signed with the name of the corporation, followed by the signature and

designation of the person having authority to sign. When requested, satisfactory evidence of authority of the

person signing will be furnished. Anyone signing the bid as an agent shall file satisfactory evidence of their

authority to do so, if requested.

h. Failure to sign the bid document will result in rejection of the bid as non-responsive.

i. WCPS will not be responsible for any costs incurred by a bidder in preparing and submitting a proposal in

response to this solicitation.

7. Bid Opening

a. Bids shall be opened in public at the time and place designated in the bid solicitation.

b. Complete evaluation of the proposals will not take place at the bid opening and no indication of award will be

made. A final recommendation(s) shall be prepared for review and approval by the Board of Education of

Washington County. During the evaluation process, no information will be provided until the final

recommendation has been approved.

c. Final award recommendation, and the bid tabulation, will be posted on the WCPS webpage, after the Board of

Education of Washington County approval.

8. Award or Rejection of Bids

a. The basis of award shall be the lowest responsible bidder(s) submitting a responsive bid that conforms to the

specifications established in the solicitation with consideration given to the quantities involved, time required

for delivery, purpose for which required, competency and responsibility of bidder, the ability of the bidder to

perform satisfactory service, and the plan for utilization of minority contractors, if applicable.

b. WCPS reserves the right to determine completeness and/or timeliness of bids, to reject any or all bids in

whole or in part, to make partial awards, award to one or multiple bidders, to waive any informality in any

quotation, to increase or decrease quantities if quantities are listed in the bid, to reject any bid that shows any

omissions, alterations of form, additions not called for, conditions, or alternate proposals. Board of Education

of Washington County may make any such award as is deemed to be in the best interest WCPS.

c. Bidders may be required, before the awarding of a contract, to show to the complete satisfaction of WCPS,

that they have the necessary facilities, ability, and financial resources to execute the contract in a satisfactory

manner, and within the time specified. Bidders may be required to demonstrate they have the necessary

experience, history, and references to assure WCPS of their qualifications.

d. The Board of Education of Washington County reserves the right to award the bid within 90 days from

the date of the bid opening unless a different time period is stated in the bid document.

e. Unless stated otherwise in Section II, the contract may be awarded by line item, group, or in the aggregate,

whichever is in the best interest of WCPS.

f. In the event of a tie, where all other factors, such as past performance, are considered comparable, the award

shall be made to the Washington County based bidder; the closest Maryland out-of-county based bidder; and

the closest out-of-state based bidder, in that order of preference.

g. WCPS does not have local, state or federal preference requirements except when mandated by a targeted

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HVAC Instructional Classroom Mobile Trailer

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