RFP: Henderson County Public Schools Boiler Replacement

Henderson County Capital Projects
100 North King Street, Project Management
Hendersonville, North Carolina 28792
___________________________________________________________________________________
Memorandum To: Interested Qualified Bidders
From: Brian Cotton
Capital Projects Superintendent
Bryan Rhodes
Capital Projects Director
Chad Dillon
Henderson County Schools Director of Facilities
Subject: Request for Proposals:
Boiler Replacement at Sugarloaf Elementary School
Date: 6/3/26
Mandatory Pre-Bid Meeting: Wednesday, June 17 @ 1:00pm
Sugarloaf Elementary School
2270 Sugarloaf Road
Hendersonville, NC 28792
Proposals are due: Wednesday, July 1 @ 3:00pm
Henderson County Project Management
Attention: Bryan Rhodes
246 Education Dr.
Flat Rock, NC 28731
Location of Work: Sugarloaf Elementary School
2270 Sugarloaf Road
Hendersonville, NC 28792
Dana Elementary School
690 Ridge Road
Dana, NC 28724
Last Day for Questions: Wednesday, June 24 @ 4pm
Questions must be in written form by email or USPS letter on or
before, but NLT date indicated. Submit all questions to the HC
Capital Project Superintendent
bcotton@hendersoncountync.gov
Sealed hard copy bids will be received from bidders by Henderson County at the Henderson County
Government Offices, 100 North King Street, Project Management, Hendersonville, North Carolina 28792
until Wednesday, June 3 @ 3:00pm
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Henderson County Capital Projects
100 North King Street, Project Management
Hendersonville, North Carolina 28792
___________________________________________________________________________________
**Note** - It is the sole responsibility of the vendor that bids reach Henderson County, by the
designated date and time, indicated above.
SCOPE OF WORK:
Henderson County requests proposals to provide a turnkey project inclusive of all labor, materials,
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traffic control, supervision, disposal fees, permits, and inspections for the replacement of (2) Boilers
at Sugarloaf Elementary. Contractor is to meet or exceed all requirements and specifications outlined
in drawings, RFP and Pre-Bid.
Add/ Alternate #1- Replacement of (2) Boilers at Dana Elementary School. This add/alternate
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proposal should include a turnkey project inclusive of all labor, materials, traffic control,
supervision, disposal fees, permits and inspections. Contractor is to meet or exceed all requirements
and specifications outlined in the drawings, RFP, and Pre-bid.
Provide all labor and equipment to complete the removal of existing boilers and the installation of
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new boilers per RFP, Engineered drawings and Permit Requirements.
New piping insulation must be installed where existing insulation is cut and piping connections are
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made.
Henderson County Public Schools requires that the awarded contractor have the new boilers
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inspected by the North Carolina Boiler Inspector. Final Payment will not be made until the Boiler
Inspector has approved the project.
Contractor shall provide all labor and equipment needed to install the specified boilers.
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Contractor will be required to provide a 1-year warranty on workmanship from the substantial
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completion date.
GENERAL:
Work areas to be left clean and in good condition.
Contractor is to meet or exceed all requirements and specifications outlined in the engineered
drawings.
Contractor must submit a timeline for beginning and completion of the project.
Install all materials and equipment in accordance with manufacturer's instructions and
warranty requirements. Work to be completed as outlined in engineered drawings. Any changes from the
provided plans must be approved by the engineer, Capital Project Superintendent, and the Director of
Facilities.
Contractor is to obtain and pay for any and all required permits and inspections. This includes
scheduling and passing the State boiler inspection. Any deficiencies found in the installation or
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Henderson County Capital Projects
100 North King Street, Project Management
Hendersonville, North Carolina 28792
___________________________________________________________________________________
materials used in the installation which prevents receiving a green tag from the State Boiler
inspector will be the Contractor's responsibility and expense to correct.
Contractor is to remove the existing units from the premises, and disconnect piping in a way that it can be
reconnected.
Any modifications to doors or door frames for the removal of the old boilers or delivery of the
new boiler will be at the Contractor's expense. If modifications are needed, the Contractor is to
restore doors and door frames to existing conditions.
Contractor is to reconnect to existing piping and/or replace piping in the vicinity of the unit to
make the systems fully functional.
Contractor will be responsible for all utility disconnections, reconnections including gas,
electrical, plumbing, flue and fire alarm systems.
Contractor is to reintegrate the existing building automated system controls to the
new boiler with existing functionality. (HC and HCPS are currently under contract with Johnson Controls
INC. for a new control system at Sugarloaf Elementary School. The controls system will be discussed
further at the mandatory pre-bid meeting.)
Work schedule limitations to be coordinated with the Henderson County Director of Facilities.
Project includes disposal of the boilers being replaced and debris offsite at the Contractor's
expense. The contractor will not be allowed to use HCPS dumpsters. Construction dumpsters
will be the responsibility of the Contractor and at the Contractor's expense. Location of the dumpster is to
be determined with the director of facilities.
Contractor will provide traffic flaggers for any road or lane closures needed for delivery of
equipment or work to be done.
Daily cleanup of all affected work areas, paths of entry, and material delivery or removal.
Any damage to buildings, walk ways, pads, patios and foliage will be the responsibility of the
Contractor to repair or replace at their expense.
Owner is to receive training on all major equipment and controls for facilities maintenance.
Training will include a scheduled walk-through seminar for the owner's personnel. Explain the system
operations, diagrams, emergency and alarm provisions, and sequencing requirements.
SITE CONDITIONS:
All subs will be Tier 1 with a state issued ID. Everyone working on this project will be required to
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sign in daily at the front office and receive a visitor badge. This is part of our school safety protocol
and is not negotiable.
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Henderson County Capital Projects
100 North King Street, Project Management
Hendersonville, North Carolina 28792
___________________________________________________________________________________
The building will be occupied. Contractors and sub-contractors are limited to the work areas
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associated with the work being done.
Night and weekend work may be required for this project.
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Sugarloaf Elementary has testing which is required by the State and there may be times that noise
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from machines, power drills and saws and welders may not be allowed. Coordination of these times
will be discussed during construction meetings. A schedule of testing will be provided to the
contractor before the start of the job.
Contractor must provide proper ventilation when welding inside the boiler/equipment room.
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Appropriate measures must be taken to prevent welding fumes from entering the building.
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A 120 volt/ 20 amp/ single phase circuit will be provided by the owner for power tools. Any
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electrical needs beyond this are the responsibility of the Contractor.
Sanitary facilities will not be available at the job site. The contractor will not be allowed to use
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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.
All utility interruptions are to be scheduled with the Director of Facilities. This includes times which
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the fire notification may need to be taken offline for welding.
The contractor will be responsible for permitting and scheduling of inspections.
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Smoking is not permitted on the job site.
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OSHA required safety precautions are must be maintained at all times.
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Communications with students is not permitted.
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Shirts are required at all times.
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Weapons are prohibited on school property. It is the policy of Henderson County Public Schools
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that the campus shall be free of unauthorized weapon as defined by G.S 14-284.1.
All workers are required to wear proper work attire.
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Project will be awarded based on base bid.
Base Bid: $________________________
Add/Alternate 1 $_________________________
The following information must be included in the proposal:
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.
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Henderson County Capital Projects
100 North King Street, Project Management
Hendersonville, North Carolina 28792
___________________________________________________________________________________
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
1. All work must be permitted by Henderson County and receive County inspections. Owner is to
receive written copies of all.
2. Owner is to receive all warranties, maintenance manuals, product data, and closeout documents.
See "Doing Business with Henderson County" for general information and Henderson County Insurance
and Bond Requirements along with Minority Business Participation Guidelines at
https://www.hendersoncountync.gov/county/page/doing-business-henderson-county
Terms & Conditions:
Any proposal submitted to Henderson County shall be deemed to include all the Terms and Conditions
shown in the document found online at
https://www.hendersoncountync.gov/sites/default/files/fileattachments/henderson_county/page/42611/terms
_and_conditions_02.23.2022.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.
Henderson County reserves the right to reject any and / or all bids. Qualified contractors interested in
bidding on this project may contact Brian Cotton @ bcotton@hendersoncountync.gov .
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