Project Information

Bid Title

RFP: Atkinson Elementary HVAC Changeout Phase 2

Issuing Agency

County of Henderson

Location

North Carolina

Published Date

May 6, 2026

Closing Date

Jun 3, 2026

Government Level

State & Local

Status

Closed

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Project Description

Title	Bid/RFP Closing Date	Bid/RFP Status	Files	View	Bid Awarded To
RFP: Atkinson Elementary HVAC Changeout Phase 2	Wed 6/3/26	Open - accepting bids and proposals	Request for Proposals Construction Drawings MB HUB Affidavits	View Details

Attachment Preview

Henderson County Capital Projects

100 N. King St., Project Management

Hendersonville, North Carolina 28792

___________________________________________________________________________________

Memorandum To: Interested Qualified Bidders

From:

Subject:

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

Request for Proposals:

Atkinson Elementary HVAC Changeout Phase 2

Date:

5/6/2026

Mandatory Pre-Bid Meeting:

Thursday, May 21 @ 10am

Atkinson Elementary School

2510 Old Kanuga Rd.

Hendersonville, NC 28739

Proposals are due:

Wednesday, June 3 @ 1:00pm

Henderson County Government Offices

Attention: Bryan Rhodes

100 North King Street Project Management Suite

Hendersonville, NC 28792

Location of Work:

Atkinson Elementary School

2510 Old Kanuga Rd.

Hendersonville, NC 28739

Last Day for Questions:

Wednesday, May 27 @ 4:00pm.

Questions must be sent via email to

Brian Cotton @ 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 Suite, Hendersonville, North

Carolina 28792 until Wednesday, June 3 @ 1:00pm.

***It is the sole responsibility 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

100 N. King St., Project Management

Hendersonville, North Carolina 28792

___________________________________________________________________________________

Scope of Work:

o Replacement of Current P-Tac style HVAC units with units and materials per engineered

drawings attached.

o 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

attached.

o Factory commission and Start-up of the units is mandatory.

o Factory inspection and Handover inspection with written documentation from the

factory and all start up documentation is required for final payment on this project.

o Upon completion of the new HVAC systems in each classroom, existing HVAC units must

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)

o The wiring to each unit needs to be terminated in the nearest junction box and all

existing conduit and wiring to be removed by the contractor.

o The recovered units are to be removed and disposed of in a legal manner.

o All recovered R-22 refrigerant will be returned to Henderson County Public Schools.

HCPS Maintenance Department will provide the needed recovery tanks for the

recovered refrigerant.

o Upon removal of the existing HVAC units, wall openings must be secured immediately.

Temporary covers must be watertight and rodent proof upon leaving the site.

Temporary covers must be secured from inside the of the building.

o The base bid for permanent wall enclosures will be: 8-inch block laid in the opening,

waterproofed, finished and painted to match the existing finish as listed on the

drawings.

o Interior finish of block to be flush with existing wall and painted to match the existing.

Substantial completion date of this project is ____________________________________

Page 2 of 6

Henderson County Capital Projects

100 N. King St., Project Management

Hendersonville, North Carolina 28792

___________________________________________________________________________________

o Liquidated damages of $1,000 per day will be applied, per day past the date of

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 HVAC changeout Phase 2. This work is to take place in coordination with Henderson

County Public School Systems schedule. This may require work to be done in the evenings and

weekends. All work that must take place in classrooms must be scheduled for after school or

on 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

reference of mechanical, electrical and structural work previously completed.

PHASE 2 drawings and the carbon monoxide detectors detailed in plans: 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. 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.

Bi-Weekly reports from contractor required.

The roof penetrations for this project must 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

100 N. King St., Project Management

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,

while work it being performed.

o All Subs will be Tier 1 with a state 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

protocol and is not negotiable.

o 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

equipment to protect it. This will be at the Contractor’s expense.

o The building will be occupied. Contractors and sub-contractors are limited to the work areas

associated with work being done.

o Contractor will not be allowed to work on Graduation Day. The date of Graduation will be

provided to the Contractor well in advance for scheduling.

o A 120 volt/ 20 amp/ single phase circuit will be provided by the owner for power tools. Any

electrical needs beyond this are the responsibility of the Contractor.

o Cranes, lifts, hoists and temporary storage pods for supplies may be parked at a designated area

of the parking lot. HCPS will not be responsible for the security of this equipment or stored items.

o 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

will be provided at a designated area to be discussed during the Pre-bid.

o 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

be discussed during the Pre-bid.

o Smoking is not permitted on the job site or the HCPS campus.

o 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

guidelines.

o Any damage to walkways, pads, patios, and foliage will be the responsibility of the Contractor

to repair or replace at his expense.

o All utility interruptions are to be scheduled with the Director of Facilities. This includes times

which the fire notification may need to be taken offline for work.

Page 4 of 6

Henderson County Capital Projects

100 N. King St., Project Management

Hendersonville, North Carolina 28792

___________________________________________________________________________________

o Communication with students is not permitted. Shirts are required at all times

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

TOTAL BASE BID

$_____________________

Base Bid as specified in Engineered drawings.

Add alternate #1- Removal of accessible existing hot water lines in the hallways and classrooms. All

inaccessible lines to be capped using soldered or pressed caps.

Add 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.

Page 5 of 6

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