HVAC Replacement Equipment

Evans County School System
Claxton, Georgia 30417

INVITATION TO BID

Bid Number: ECSS 26-003
Bid Name: District HVAC

The Evans County School System is soliciting bids for HVAC replacement equipment for the school
district. Terms, conditions, specifications, and price quote sheets are contained herein.

BID DUE DATE/TIME: Friday, May 22, 2026, at 2:00 PM
RETURN BID VIA: Bids are to be delivered via US Mail, electronically or hand delivered. Bids will
be opened on Friday, May 22, 2026, at 2:30 PM at 705 W. Main Street Claxton, GA 30417.

The signed signature page must be mailed to:
Evans County School System
Attn: Amy Rogers-Bid #ECSS 26-003 HVAC Replacement Equipment
705 West Main Street
Claxton, GA 30417
(912) 739-3544

Direct all questions and bid submissions for this bid to:
Amy Rogers

(912) 739-3544

arogers@evanscountyschools.org

Mandatory Pre-Bid Meeting Required -call Amy Rogers to schedule an appointment at (912) 739-3544 ext.
1223.

EVANS COUNTY SCHOOL SYSTEM BID TERMS AND CONDITIONS
#ECSS 26-003 HVAC Replacement Equipment

The Evans County School System (hereafter "ECSS") is soliciting bids for technology
equipment within the district. Specifications are provided on the enclosed specifications
and quote sheet. All bids are subject to the terms and conditions herein.

1.

GENERAL:

A. It is the purpose and intent of this Invitation to Bid (ITB) to secure HVAC
replacement equipment for the Evans County School System as specified in this
ITB.

B. The undersigned agrees to quote only on the equipment that can be delivered to
the Evans County School System in accordance with the terms and conditions set
forth in this bid document.

C. The laws of the State of Georgia shall prevail concerning all purchases and
services under this ITB and subsequent contracts. Venue shall be in the court of
competent jurisdiction in Evans County, Georgia.

QUOTATIONS:
A. Evans County School System reserves the right to:
1) Waive formalities and technicalities in any quotation
2) Reject any and/or all quotations wherein its judgment will be in the best
interest of the school district.
3) Accept the quotations that in its judgment will be in its best interest
4) Purchase from any source, in part or in whole, any desired supplies,
equipment, or services
5) At its option, award on individual items or a lump sum basis
6) Award this bid to the vendor who in the school district's opinion is most
responsive and responsible, and will perform in the best interest of the

Evans County School System.

B. Price alone will not be the determining factor in award of this bid.

C. The supplier may give quotations on any one or more items and may offer
alternatives where indicated. No substitutes will be accepted once order is
placed.

D. All quotations shall be on the enclosed quote sheet only.

PRICE:

Unit and total prices quoted shall include all charges to include, but not limited to,
purchasing, packing, installation and delivery of the equipment to the Evans
County School System, located at 705 West Main Street, Claxton, GA 30417.
The System is exempt from State sales tax.

CONTRACT PERIOD: (Does not apply)
Contract period is from X through X. The school system through mutual agreement
can extend this contract for an additional year.

RESPONSE, INTERPRETATION, AND COMMUNICATION:
Response shall be on the bid forms provided only. If you do not wish to bid,
respond with "No Bid" and give reason for this response. If a bidder contemplating

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EVANS COUNTY SCHOOL SYSTEM BID TERMS AND CONDITIONS
#ECSS 26-003 HVAC Replacement Equipment

submitting a price quotation is in doubt as to the true meaning of any part of these
documents, submit a request for interpretation to Amy Rogers indicated in this bid.
Communication about this active bid should not be made with any employee of the
ECSS except Amy Rogers indicated in this bid.

6. INSPECTION:
All articles shall be subject to inspection after arrival at destination. If any item is
found to be defective or otherwise not conforming to the specifications, the school
System shall have the right to reject the product and return it at the sellers' expense.

7. DELIVERY:
Delivery of all materials from this quotation shall be included in the quotation to the
Evans County School System, located at 600 Hendrix Street, Claxton, GA 30417
or noted in the specifications list. Delivery shall be made within the vendor's
quoted days after receipt of order. Any item(s) not delivered within the time limit
may be canceled by the school System at no expense to same.

8. PAYMENT:
Payment shall be made upon receipt, inspection, and acceptance of the equipment
or completion of service and receipt of proper itemized invoice.

9. BID RECAP:
A bid summary shall be sent to all participating vendors.

10. NON-COLLUSION AFFIDAVIT:

The undersigned hereby certifies that the price(s) and amounts of this bid have been
arrived at independently and without consultation, communication or agreement
with any other contractor, bidder, or potential bidder. Neither the price(s) nor the
amount of this bid, and neither the approximate price(s) nor approximate amount of
this bid, have been disclosed to any other firm or person who is a bidder or potential
bidder, and they will not be disclosed before bid opening. No attempt has been
made or will be made to induce any firm or person to refrain from bidding on this
contract, or to submit a bid higher than this bid, or to submit any intentionally high
or noncompetitive bid or other form of complimentary bid. The bid is made in good
faith and not pursuant to any agreement or discussion with, or inducement from,
any firm or person to submit a complementary or other noncompetitive bid. The
bidder, its affiliates, subsidiaries, officers, directors and employees are not currently
under investigation by any government agency and have not in the last three years
been convicted or found liable for any act prohibited by State or Federal law in any
jurisdiction, involving conspiracy or collusion with respect to bidding on any public
contract. The bidder understands that collusive bidding is a violation of state and
federal law and can result in fines, prison sentences, and civil damage awards.

11. CERTIFICATION REGARDING DEBARMENT:
The undersigned hereby certifies and swears that neither this vendor nor its

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EVANS COUNTY SCHOOL SYSTEM BID TERMS AND CONDITIONS
#ECSS 26-003 HVAC Replacement Equipment

12.

13.

14.

15.

principals is presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation in this transaction by any
Federal or State Department or agency.

CERTIFICATION REGARDING GEORGIA SECURITY AND
IMMIGRATION COMPLIANCE ACT OF 2006:
The undersigned here by certifies that the bidder and any subsequent subcontractors
have registered with and are participating in a federal work authorization program
as outlined in the O.C.G.A. 13-10-91.

PROOF OF INSURANCE:
If requested, the vendor shall supply to the school System proof of insurance for
automobile, workers compensation, and general liability.

HOLD HARMLESS:

The contractor shall indemnify and hold harmless the Evans County School System,
its officers, officials, representatives, agents and employees, from and against any
and all claims, demands, suits, loss, damage, injury, and liability, including cost and
expenses incurred in connection therewith, resulting from, arising out of, or in any
way connected with the performance of the contract, except where caused by the
active negligence, sole negligence or willful misconduct by the Evans County
School System. This harmless clause is in no way an admission of liability on the
part of the Evans County School System, or any of its agents, representatives or
employees.

E-Verify:
A Notarized affidavit of work authorization and current business entity status with
E-verification documentation is required.

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EVANS COUNTY SCHOOL SYSTEM BID TERMS AND CONDITIONS
#ECSS 26-003 HVAC Replacement Equipment

BID #ECSS 26-003 HVAC Replacement Equipment
SIGNATURE PAGE

I certify that I have read the attached Invitation to Bid conditions and do hereby agree
with the terms and conditions established therein. It is understood and agreed that this
bid constitutes an offer, which when accepted in writing by the Evans County School
District, and subject to the terms and conditions of such acceptance, will constitute a
valid and binding contract between the undersigned and the Evans County School
District. I understand that a vendor that does not adhere to these terms and conditions
shall be subject to removal from the ECSS bidder's list for a minimum of one year. I
further certify that I am the owner or agent of stated company and am empowered to
contract.

SUBMITTED BY. TITLE,

COMPANY NAME

ADDRESS,

TELEPHONE NUMBER FAX NUMBER ___

SIGNATURE DATE

EMAIL
ADDRESS

BID PRICES VALID UNTIL

DUN AND BRADSTREET (D&B) NUMBER.

SCHEDULED DELIVERY DATE AFTER RECEIPT OF ORDER.

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EVANS COUNTY SCHOOL SYSTEM BID TERMS AND CONDITIONS
#ECSS 26-003 HVAC Replacement Equipment

BID #ECSS 26-003 HVAC Replacement Equipment
SPECIFICATIONS and Details

General Requirements

All pricing must include shipping, handling, installation and any applicable
warranty/service fees.

Vendor must be authorized to sell and service products sold.

* All bidding vendors must call Amy Rogers (912) 739-3544 ext. 1123 to set up a
mandatory pre-bid meeting to review jobs prior to bid submission.

e All units must come with a 1-year parts and labor warranty and a 5 year
compressor warranty.

* All warranty documents must be presented to Amy Rogers at completion.

* Acopy of the winning vendor's HVAC license shall be sent to Amy Rogers prior
to beginning the work.

e All installations must be completed prior to July 30, 2026.

e Any variances from what is required should be detailed in the submissions

document.
Qty Description Location
1 20 Ton Carrier Split System and Supplemental Components BOE

2 20 Ton Carrier Package System and Supplemental Components CMS Gym
1 15 Ton Carrier Package System and Supplemental Components = CMS Gym
2 7.5 Ton Carrier Split System and Supplemental Components CMH Office

1 3 Ton Mini-Split Carrier or GREE System and Supplemental BOE
Components

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EVANS COUNTY SCHOOL SYSTEM BID TERMS AND CONDITIONS
#ECSS 26-003 HVAC Replacement Equipment

BID # ECSS 26-003
HVAC Replacement Equipment
Summary Sheet

Option 1

Item #/Model/Service Description Quantity Price per Extended
Unit Price

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