RFP: Atkinson Elementary HVAC Changeout Phase 2 (2nd Posting)

Henderson County Capital Projects
Project Management. 100 N. King St.
Hendersonville, North Carolina 28792
___________________________________________________________________________________
Memorandum To: Interested Qualified Bidders
From: Bryan Rhodes
HC Capital Projects Director
Brian Cotton
HC Capital Projects Superintendent
Ronnie Kilby
HC Capital Projects Project Coordinator
Chad Dillon
Henderson County Public Schools Director of Facilities
Subject: Request for Proposals:
Atkinson Elementary HVAC Changeout Phase 2
Date: June 10, 2026
Mandatory Pre-Bid Meeting : Tuesday, June 16 @ 10am
Atkinson Elementary School
2510 Old Kanuga Rd.
Propos als are due: THheunrdsedrasoyn, Jvuilllye ,2 N @C 218:07309p m
Henderson County Government Offices
Attention: Bryan Rhodes
100 North King Street Project Management Suite
L o c a t i o n o f W o r k : Hendersonville, NC 28792
Atkinson Elementary School
2510 Old Kanuga Rd.
Last Da y For Q uestio ns: THheunrdsedrsaoyn, vJuilnlee, N25C @28 743:090 pm.
Questions must be sent via Email
to Brian Cotton @ bcotton@hendersoncountync.gov
Sealed hard copy bidsT whuillr sbde arye,c Jeuivlye d2 f @ro m2: 0b0idpdmer.s b y H e n d e r s o n County at the Henderson County
Government Offices, 100 North King Street, Project Management Suite, Hendersonville, North
ICta irso tlihnea s2o8l7e9 r2e supnotinl sibility of the vendor that its bid reaches Henderson County by the
designated date and time indicated above.
Page 1 of 6

Henderson County Capital Projects
Project Management. 100 N. King St.
Hendersonville, North Carolina 28792
___________________________________________________________________________________
Scope of Work:
Replacement of Current P-Tac style HVAC units with units and materials per engineered
o
drawings attached.
Existing HVAC equipment is to stay in service until the new units are fully functional.
o
New HVAC units to be installed in the corridor section per engineered drawings
o
attached.
Factory commission and Start-up of the units is mandatory.
o
Factory inspection and Handover inspection with written documentation form the
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factory and all start up documentation is required for final payment on this project.
Upon completion of the new HVAC systems in each classroom, existing HVAC units must
o
have hot water lines capped. The caps must be soldered or pro-pressed. Any other
means of isolation will not be accepted. (Please see plans for alternate #1)
The wiring to each unit needs to be terminated in the nearest junction box and all
o
existing conduit and wiring to be removed by the contractor.
The recovered units are to be removed and disposed of in a legal manner.
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All recovered R-22 refrigerant will be returned to Henderson County Public Schools.
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HCPS Maintenance Department will provide the needed recovery tanks for the
recovered refrigerant.
Upon removal of the existing HVAC units, wall openings must be secured immediately.
o
Temporary covers must be watertight and rodent proof upon leaving the site.
Temporary covers must be secured from inside the of the building.
The base bid for permanent wall enclosures will be: 8-inch block laid in the opening,
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waterproofed, finished and painted to match the existing finish as listed on the
drawings.
Interior finish of block to be flush with existing wall and painted to match the existing.
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Substantial completion date of this project is ____________________________________
Page 2 of 6

Henderson County Capital Projects
Project Management. 100 N. King St.
Hendersonville, North Carolina 28792
___________________________________________________________________________________
Liquidated damages of $1,000 per day will be applied, per day past the date of
o
substantial completion. Liquidated damages will be determined upon contractor
performance and shall not be applied to any delays due to procurement of needed units
or materials for this project.
GENERAL:
Henderson County requests proposals to provide a turnkey project inclusive of all labor, materials,
traffic control, supervision, disposal fees, permits and inspections for the replacement of Atkinson
Elementary AHlVl AwCo crhka tnhgaeto mutu Pshta tsaek 2e. p Tlhacise w ino rckla iss stroo toamkes p mlaucest i nb ec osocrhdeidnuatlieodn fworit ahf Hteern sdcehrosoonl or
Coonu wnetye kPuenbldics .S chool Systems schedule. This may require work to be done in the evenings and
weekends.
End of Grade testing schedules will be provided to the awarded contractor. Contractor
is to meet or exceed all requirements and specifications outlined in the RFP and Pre-bid.
The attached DPI approved drawings show phase 1 and Phase 2. Phase 1 drawings are included to
show the location of needed carbon monoxide detectors throughout the project and for Contractor
rPeHfeArSeEn c2e dorf amweicnhgasn aicnadl, tehleec ctraircbalo ann md sotnruocxtiudrea ld wetoerckt oprres vdioetuasillye cdo imn pplleatneds.: E-101, E-102, E-103,
E-104, E-105, E-106, and E-107 will be the base bid.
Job Specifics:
Atkinson Elementary HVAC Changeout Phase 2 is to be bid by a North Carolina General
Contractor. General Contractor Representative must be present at the mandatory Pre-Bid
Meeting License must be included in bid package.
Sub list and Schedule are to be included in bid package.
Atkinson Elementary School is a fully operating school site. All work that needs to be done in a
classroom space will have to be done after hours or on weekends.
BTih-We reoeokfly p reenpeotrrtast firoonms fcoorn ttrhaicst porr orejeqcuti rmedu.s t be completed by a local Carlisle Certified Roofing
company. All of the roofing at Atkinson Elementary School is under warranty. All needed
correspondence with the manufacture to ensure that the work for this project does not void
the warranty must be documented. All roofing for this project is at the expense of the awarded
contractor. Any damage that occurs from unsealed penetrations made during this project will
be the responsibility of the awarded contractor.
Page 3 of 6

Henderson County Capital Projects
Project Management. 100 N. King St.
Hendersonville, North Carolina 28792
___________________________________________________________________________________
As detailed in the plans, carbon monoxide detectors must be installed and integrated into the
existing fire alarm system for both phase 1 and 2. The existing fire panel is an Edwards I O
panel. All work done involving the fire alarm system must be completed by a certified
Edwards fire panel technician and an Edwards Fire Alarm dealer. All work done must be
documented and turned in at the end of this project. All fire alarm work for this project will be
at the expense of the awarded contractor.
Site Conditions:
o
Awarded Contractor is mandated to provide, a Superintendent onsite, for the duration of time,
o
while work it being performed.
All Subs will be Tier 1 with a st ate issued ID. Everyone working on this project will be required
to sign in daily at the front office and receive a visitor badge. This is part of our school safety
o
protocol and is not negotiable.
If there is any risk of debris falling during the cutting of the roofing or removal of roofing for
curbing, the Contractor will be required to build a temporary roof type structure over the
o
equipment to protect it. This will be at the Contractor's expense.
The building will be occupied. Contractors and sub-contractors are limited to the work areas
o
associated with work being done.
Contractor will not be allowed to work on Graduation Day. The date of Graduation will be
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provided to the Contractor well in advance for scheduling.
A 120 volt/ 20 amp/ single phase circuit will be provided by the owner for power tools. Any
o
electrical needs beyond this are the responsibility of the Contractor.
Cranes, lifts, hoists and temporary storage pods for supplies may be parked at a designated area
o
of the parking lot. HCPS will not be responsible for the security of this equipment or stored items.
If the Contractor requires a dumpster, this will be the responsibility of the Contractor. The
contractor will not be allowed to use HCPS dumpsters. Space for a contractor provided dumpster
o
will be provided at a designated area to be discussed during the Pre-bid.
Sanitary facilities will not be available at the job site. The contractor will not be allowed to use
restrooms inside the buildings. The Contractor shall be responsible for the provision and
maintenance of portable toilets. A convenient location will be provided at a designated area to
o
be discussed during the Pre-bid.
o
Smoking is not permitted on the job site or the HCPS campus.
Contractor is required to ensure all workers are wearing proper P.P.E. (Hard hat, safety
glasses, gloves, Hi-vis clothing etc.) during construction and following all required OSHA
o
guidelines.
o
Any damage to walkways, pads, patios, and foliage will be the responsibility of the Contractor
o
to repair or replace at his expense.
All utility interruptions are to be scheduled with the Director of Facilities. This includes times
o
which the fire notification may need to be taken offline for work.
Page 4 of 6
Communication with students is not permitted. Shirts are required at all times

Henderson County Capital Projects
Project Management. 100 N. King St.
Hendersonville, North Carolina 28792
___________________________________________________________________________________
o
Weapons are prohibited on school property. It is the policy of Henderson County Public
Schools that the campus shall be free of unauthorized weapons. No Contractor, subcontractor
or employee, while on campus, shall carry or encourage another person to carry, whether
openly or concealed an unauthorized weapon as defined by G.S 14-284.1.
Project will be awarded based on total Base Bid
T BOaTsAeL B BiAdS aEs BsIpDe c i f i e d $in__ E__n_g__i_n_e__e_r_e__d__ d__r_a_w ings
Add alternate #1- .
Removal of accessible existing hot water lines to the in hallways and classrooms.
All inaccessible lines to be capped using soldered or pressed caps.
A dd alternate #1. $ _______________________
1. All applicable licensure with North Carolina.
2. General Workday Schedule for "all anticipated workday start and completions" or stoppage.
3. Warranty on all above work
4. Proposals to be in the form of a proposed contract signed by the bidder and ready for the
County's approval.
5. Include a copy of COI and W-9 form.
6. Proposals should include a lump sum price for the base bid work with separate pricing for each
alternate listed.
7. Contractor is required to price all alternates as well as base bid price.
8. Include all applicable taxes in proposal. Henderson County is not tax exempt.
9. Payment and Performance bond for 100% of the base bid are required for proposals over
$300,000.00.
10. Bid bond is required on proposals over $500,000.00, in an amount equal to but not less than five
percent (5%) of the gross amount of the bid.
11. Include the appropriate MWBE affidavits with the proposals over $300,000.00.
ACCEPTANCE OF WORK
Page 5 of 6
1. All work must be permitted by Henderson County and receive County inspections. Owner is

Henderson County Capital Projects
Project Management. 100 N. King St.
Hendersonville, North Carolina 28792
___________________________________________________________________________________
to receive written copies of all.
2. All HVAC systems installed by the Contractor must be fully functional and operating as
intended when the Contractor has completed the project. Contractor shall demonstrate
sustained, satisfactory performance of all equipment and system in a test run of
appropriate duration. Owner's personnel will be notified in advance so they can be present
during the test run.
3. Owner is to receive all warranties, maintenance manuals, product data and closeout
documents.
4. Contractor will provide Owner training. This training will include preventative
maintenance schedules and how to adjust or correct equipment as required for proper
performance.
5. A third-party test and balance sheet signed and in writing will be required from the HVAC
Contractor for this project to be deemed complete.
See "Doing Business with Henderson County" for general information and Henderson County
Insurance and Bond Requirements along with Minority Business Participation Guidelines at
httTpse:r/m/wsw &w C.hoennddietriosonnsc:ountync.gov/county/page/doing-business-henderson-county
Any proposal submitted to Henderson County shall be deemed to include all the Terms and Conditions
s h o wn in the document foun d online at
https://www.hendersoncountync.gov/sites/default/files/fileattachments/henderson_county/page/42611/terms_co
nditions.15.23_0.pdf
These Terms and Conditions, which refer to a "purchase order", shall be deemed to be included in any
contract entered into as a result of this Request for Proposals ("RFP").
Any attempt by a proposed contracting party (the "Bidder") under the RFP to exclude any of these Terms
and Conditions shall cause any Proposal made in response to this RFP to be deemed to be non-responsive
(unless Henderson County has notified the Bidder that the funding source for the goods or work sought
under this RFP is not federal funds, in which case those provisions under number 15 of the Terms and
Conditions (and all subparts thereunder) may be excluded from a Proposal.
Brian Cotton @
bHceontdteorns@onh Ceonudnetrys roensceorvuenst ythnec .rgigohvt to reject any and / or all bids. Qualified contractors
interested in bidding on this project may contact
Page 6 of 6