Project Information

Bid Title

Library HVAC Replacement - RFP

Issuing Agency

Village of North Palm Beach

Location

Florida

Published Date

Nov 17, 2025

Closing Date

Dec 15, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Library HVAC Replacement - RFP
Category:	North Palm Beach Bids
Status:	Open

Description: The Village is requesting proposals from qualified contractors to replace the HVAC system in the North Palm Beach Library. Scope of work includes the replacement of existing HVAC units at the NPB Library Building located at 303 Anchorage Drive, North Palm Beach, FL 33408. Proposer shall use the construction plans prepared by REG Architects dated 10/23/2025. Publication Date/Time: 11/17/2025 4:00 PM Closing Date/Time: 12/15/2025 3:00 PM Pre-bid Meeting: 11/18/2025 at 8:00 AM Contact Person: James Anthony Facilities Manager Village of North Palm Beach, 501 US Highway 1 North Palm Beach, FL 33408 janthony@village-npb.org Related Documents: LIBRARY HVAC RFP FINAL 24176_Village of NPB_L and E Calcs_25-10-03 BUILDING PERMIT FEE SCHEDULE 24176_MECHANICAL_25-10-23 24176_ELECTRICAL_25-10-23

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REQUEST FOR PROPOSALS

RFP-2026-PW-02

Library HVAC Replacement

Village of North Palm Beach

501 US Highway One

North Palm Beach, Florida 33408-4906

November 7, 2025

Village of North Palm Beach

REQUEST FOR PROPOSALS

RFP-2026-PW-02

Library HVAC Replacement

The Village of North Palm Beach is seeking Proposals from qualified firms to provide services for

the replacement of the Village Library HVAC system.

Request for Proposal documents are available on the Village of North Palm Beach website at

http://www.village-npb.org/bids.aspx , www.demandstar.com, NPB Palm Beach County, FL Legal

Notices or by contacting the Village Public Work’s office at (561) 561-691-3440.

Sealed Proposals must be clearly marked “RFP-2026-PW-02, “Library HVAC Replacement” and

delivered to the Village Clerk at 501 U.S. Highway One, North Palm Beach, Florida, 33408. The

deadline for submission of Proposals is Monday, December 15, 2025 at 3:00 p.m. local time.

Proposals submitted after the established deadline will not be accepted and will be returned to the

sender unopened.

There will be a mandatory Pre-Proposal meeting on Tuesday, November 18, 2025 at 8:00

a.m. local time at the NPB Library, 303 Anchorage Drive, North Palm Beach, FL 33408.

Failure to attend this meeting may result in your submission being deemed ineligible.

It is the responsibility of the Proposer to ensure all pages are included in the submission. All

Proposers are advised to closely examine the request for qualification documents. Any questions

regarding the completeness or substance of the request for proposal documents or the scope of

services must be submitted in writing via email to James Anthony, Facilities Manager,

janthony@village-npb.org

The Village reserves the right to accept or reject any or all Proposal, in whole or in part, with or

without cause, to waive any irregularities and/or technicalities, and to select the Proposer that it deems

will best serve the interests of the Village.

VILLAGE OF NORTH PALM BEACH, FLORIDA

Chuck Huff, Village Manager

Publish:

Date:

Publish:

Date:

Publish:

Date:

Palm Beach County Legal Notices Website

11/7/25

DemandStar

11/7/25

Village of NPB Website

11/7/25

1 INSTRUCTIONS TO PROPOSERS - RFP

1.1 GENERAL INFORMATION, PURPOSE, & SCOPE

The Request for Proposals (“RFP”) Documents consist of:

Instructions to Proposers and Terms and Conditions

Scope of Work/Specifications

Drug Free Workplace Certification;

Sworn Statement on Public Entity Crimes;

Scrutinized Vendor Certification

Proposal Form;

Standard Contract for Services;

Any Addenda issued prior to the date designated for receipt of proposal.

Complete sets of the RFP Documents shall be used in preparing the submitted Proposal. The Village

of North Palm Beach (“Village”) does not assume any responsibility for errors or misinterpretations

resulting from the use of incomplete sets. The Proposal Form is to be filled in, signed, and all

required documents are to be placed in a sealed envelope bearing the words “RFP-2026-PW-

02, Library HVAC Replacement” on the outside and mailed or hand-delivered to the Village

Clerk on or before the specified time and date. Each Proposer shall submit one (1) original, five

(5) copies, and (1) digital copy of its Proposal.

It is the Proposer’s sole responsibility to ensure that its Proposal is received by the Village Clerk on

or before the closing date and time. The Village shall in no way be responsible for delays caused by

any other occurrence. Proposals submitted by e-mail, telephone, telegram, or facsimile will not be

accepted.

The Proposal opening time shall be scrupulously observed. Under no circumstances shall Proposals

delivered after the time specified be considered. Such Proposals shall be returned unopened.

All responses to this RFP (hereinafter referred to as “Proposals”) must be typewritten or filled in

with pen and ink. Proposals by corporations must be executed in the corporate name by the president

or a vice-president (or other corporate officer accompanied by evidence of authority to sign) and

the corporate seal must be affixed or the signature attested to by the secretary or an assistant

secretary. The corporate address and state of incorporation shall be shown below the signature.

Proposals by partnerships must be executed in the partnership name and signed by a partner, whose

title must appear under the signature and the official address of the partnership must be shown below

the signature.

All corrections made to the Proposal price must be initialed.

Proposers shall not be allowed to modify their Proposals after the opening time and date.

Pursuant to Section 119.071(1)(b)2, Florida Statutes, sealed Proposals remain exempt from

public disclosure until such time as the Village provides notice of its intended decision to accept

a Proposal or for thirty (30) days after opening, whichever is earlier.

The submission of a Proposal shall constitute an incontrovertible representation by the Proposer

that the RFP Documents are sufficient in scope and detail to indicate and convey understanding

of all terms and conditions for performance of the requested services.

1.2 CONTACT PERSON

For information concerning this RFP, please contact:

Via Mail:

Via E-Mail:

James Anthony

Facilities Manager

Village of North Palm Beach, 501 US Highway 1

North Palm Beach, FL 33408

janthony@village-npb.org

CONTACT WITH THE VILLAGE’S ELECTED OFFICIALS OR VILLAGE

PERSONNEL OTHER THAN THE CONTACT PERSON REGARDING THIS REQUEST

FOR PROPOSALS SHALL BE GROUNDS FOR DISQUALIFICATION AND

ELIMINATION FROM THE SELECTION PROCESS.

1.3 ACCEPTANCE/REJECTION

The Village reserves the right to accept or to reject any or all Proposals in whole or in part, with

or without cause, to waive any informalities and technicalities and to make the award to the

Proposer, who in the sole opinion of the Village, is the lowest responsive, responsible Proposer

and whose Proposal will be most advantageous to the Village. The Village reserves the right to

reject the Proposal of any Proposer who has previously failed in the proper performance of an

award or to deliver on time contracts of a similar nature or who is not in a position to perform

properly under this award. The Village reserves the right to re-issue the Request for Proposals.

1.4 ADDITIONAL TERMS AND CONDITIONS

No additional terms and conditions included with the Proposal shall be evaluated or considered

and any and all such additional terms and conditions shall have no force and effect and are

inapplicable to this RFP, whether submitted either purposely through intent or design or

inadvertently appearing separately in transmittal letters, specifications, literature, price lists, or

warranties. It is understood and agreed that the terms and conditions in this RFP are the only

conditions applicable to the Proposal and the Proposer’s authorized signature affixed to the

Proposer acknowledgment form attests to this.

1.5 INTERPRETATIONS, CLARIFICATIONS AND ADDENDA

No oral interpretations will be made to any Proposer as to the meaning of the RFP Documents.

Any inquiry or request for interpretation received seven (7) or more days prior to the date fixed

for opening of Proposals will be given consideration. All such changes and interpretations will

be made in writing in the form of an addendum and, if issued, will be mailed or sent by available

means to all known prospective Proposers prior to the established Proposal opening date.

Submission of a Proposal constitutes acknowledgment by the Proposer of the receipt of addenda.

All addenda are a part of the RFP Documents, and each Proposer will be bound by such addenda,

whether or not received by him/her. It is the responsibility of each Proposer to verify that he/she

received all addenda issued before Proposals are opened. Village personnel lack authorization to

interpret or give information as to Proposal requirements in addition to that which is contained in

the written RFP Documents and addenda.

1.6 PUBLIC RECORDS

Any material submitted in response to this RFP will become a public record and shall be

subject to public disclosure consistent with the Florida Public Records Law (Part 119, Florida

Statutes), except as may be provided by the Public Records Law or other applicable state or

federal law. If a Proposer contends that part of its Proposal is not subject to disclosure, the

Proposer shall identify specifically any information contained in the Proposal that the

Proposer considers confidential or otherwise exempt from disclosure under the Public

Records Law, and the Proposer shall cite the specific section of the law creating the exemption

for such information. The Village reserves its right to make all determinations concerning the

applicability of the Florida Public Records Law to any documents submitted in response to

this RFP. The Village shall have no liability to a Proposer for the public disclosure of any

material submitted to the Village in response to this RFP, and the Proposer shall defend,

indemnify, and hold harmless the Village and the Village’s officers, employees, and agents,

against any loss or damages incurred by any person or entity as a result of the Village’s

treatment of records as public records.

1.7 COST OF PROPOSAL PREPARATION

Proposers assume all risks and expenses associated with the preparation and submittal of Proposals

in response to this RFP. The Village shall not be liable for any expenses incurred by Proposers

when responding to this RFP, including but not limited to the cost of making presentations to the

Village.

1.8 PROPERTY OF THE VILLAGE

All materials submitted in response to this RFP become the property of the Village. The Village

has the right to use any or all ideas presented in any response to this RFP, whether amended or

not, and disqualification or rejection of a Proposal does not affect this right.

1.9 LITIGATION CONCERNING THE RFP

By submitting a Proposal, a Proposer agrees that (a) any and all legal actions necessary to

interpret or enforce this RFP shall be governed by the laws of the State of Florida; and (b) the

exclusive venue for any litigation concerning this RFP shall be the state and federal courts in

and for Palm Beach County, Florida.

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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