Project Information

Bid Title

Chiller/Cooling Tower Maintenance Services

Issuing Agency

James City County

Location

Virginia

Published Date

Apr 30, 2026

Closing Date

Jun 12, 2026

Government Level

State & Local

Status

Closed

Ref. #

20260684

Original Source

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Bid Documents

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Project Description

Bid Number:	20260684
Bid Title:	Chiller/Cooling Tower Maintenance Services
Category:	Request for Proposals
Status:	Open

Description: RFP #20260684 - Chiller/Cooling Tower Maintenance Services. The intent and purpose of this Request for Proposal (RFP) is to solicit, through competitive negotiation, qualified Contractor to provide Williamsburg-James City County Public Schools a qualified contractor to provide Chiller/Cooling Tower Maintenance Services. The selected contractor is to provide all labor, materials, supplies, equipment and transportation necessary to maintain the properties and related equipment. Pre-Bid Meeting: 8:00 AM, Wednesday, May 27th, 2026, Stonehouse Elementary School, 3651 Rochambeau Dr, Williamsburg, VA 23188. Site Visit: Multi-site visit will proceed immediately after Pre-Bid Meeting question-and-answer period for those who RSVP via email, For security reasons, you must enable JavaScript to view this E-mail address. no later than Monday, May 25th, 2026. Inquiries: Questions pertaining to this project should be emailed to: For security reasons, you must enable JavaScript to view this E-mail address. no later than 2:00 PM, Friday, June 5th, 2026. Due Date: No later than 2:00 PM, Friday, June 12th, 2026 via OpenBids (Formerly DemandStar) Publication Date/Time: 4/30/2026 2:30 AM Closing Date/Time: 6/12/2026 2:00 PM Pre-bid Meeting: 8:00 AM, May 27th, 2026 Contact Person: Kendra Law [email protected] Related Documents: RFP #20260684 Chiller/Cooling Tower Maintenance Services WJCC Schools (PDF)

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1

James City County

Request for Proposal

20260684

Chiller/Cooling Tower Maintenance Services

April 2026

Chiller/Cooling Tower Maintenance Services

RFP #20260684

April 2026

James City County

2

James City County

Request for Proposal

RFP #2026084

James City County Purchasing Office

101-F Mounts Bay Road, Suite 300

Williamsburg, VA, 23185

757-253-6862

Kendra.Law@jamescitycountyva.gov

Title:

Chiller/Cooling Tower Maintenance Services

Issue Date:

Wednesday, April 29, 2026

Pre-Bid Meeting: 8:00 AM, Wednesday, May 27th, 2026, Stonehouse Elementary School,

3651 Rochambeau Dr, Williamsburg, VA 23188.

Site Visit:

Multi-site visit will proceed immediately after Pre-Bid Meeting question-and-answer

period for those who RSVP via email, Kendra.Law@jamescitycountyva.gov no later than

Monday, May 25th, 2026.

Inquiries:

Questions pertaining to this project should be emailed to:

Kendra.Law@jamescitycountyva.gov no later than 2:00 PM, Friday, June 5th, 2026.

Due Date:

No later than 2:00 PM, Friday, June 12th, 2026.

JAMES CITY COUNTY DOES NOT DISCRIMINATE IN THE SOLICITATION OR AWARDING OF

CONTRACTS ON THE BASIS OF RACE, RELIGION, FAITH-BASED ORGANIZATIONS, COLOR,

NATIONAL ORIGIN, AGE, DISABILITY OR ANY OTHER BASIS PROHIBITED BY STATE OR FEDERAL

LAW.

In compliance with this Sealed Request for Proposal and subject to all the conditions thereof, the undersigned

offers to furnish the goods/services requested and certifies he/she has read, understands, and agrees to all terms,

conditions and requirements of this bid and is authorized to contract on behalf of the firm named below.

My signature on this solicitation constitutes certification that I or my designated representative have inspected

the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of

failure to inspect the job site, will not be considered by the County. By my signature on this solicitation, I

certify that this firm/individual is properly licensed for providing the goods/services specified.

The following forms must be completed, legally signed, and returned attached to the RFP Response coversheet.

1.James City County Certification

2.Virginia State Corporation Commission (“SCC”) Registration

3.Employment Eligibility Verification Certification

4.Non-Collusion Certification

5.Debarment/Enjoinment/Litigation Compliance Certification

6.Compliance with Background Investigation

Chiller/Cooling Tower Maintenance Services

RFP #20260684

April 2026

James City County

3

JAMES CITY COUNTY CERTIFICATION

In compliance with this Sealed Request for Proposal and subject to all conditions thereof, the undersigned offers to

furnish the goods/services requested and certifies they have read, understand, and agree to all terms, conditions and

requirements of this bid.

The undersigned certifies that they, or their representatives, have inspected the job site and understand the conditions

under which the work will be performed and that no claim will be accepted due to failure to inspect the site.

The undersigned certifies that the firm/individual is properly licensed to provide the specified goods or services.

The undersigned certifies they are authorized to contract on behalf of the firm named below.

Name of Person(s) or Corporation: _____________________________________________________________________

Company Name:_____________________________________DBA:__________________________________________

VA State Corporation Commission ID #: _______________________ Federal Tax ID #___________________________

Address: __________________________________________City/State/Zip:____________________________________

Telephone: _________________________________________ FAX: __________________________________________

Email Address: _____________________________________________________________________________________

Print Name:_________________________________________Title: __________________________________________

Signature:__________________________________________ Date:__________________________________________

ACKNOWLEDGE RECEIPT OF ADDENDUM:

#1____ #2____ #3____ #4____

(Please Initial)

PROPRIETARY INFORMATION DISCLOSURE

Initial below to certify that any trade secrets or proprietary information included in this response are clearly identified.

Cite the page number(s) which include proprietary information and a detailed justification for protection from disclosure

under the Virginia Freedom of Information Act (2.2-3700 et seq.) on an additional Cover Sheet Attachment. The entire

proposal may not be designated as proprietary.

Initial below to certify if proprietary information is included, Offerors shall submit one (1) Original response and one (1)

Redacted copy, clearly labeled on the Cover Sheet as “Original” and “Redacted Copy of Original Proposal RFP#

XXXXXXXX” respectively and a Cover Sheet Attachment with justification. The redacted copy must exclude all

proprietary material and be uploaded to Open Bids Supplemental Documents. Additional support documents may be

uploaded per Open Bids instructions.

This response includes Proprietary Information:

☐ YES ☐ NO ______________(Please Initial)

Chiller/Cooling Tower Maintenance Services

RFP #20260684

April 2026

James City County

4

VIRGINIA STATE CORPORATION COMMISSION (“SCC”) REGISTRATION

The undersigned Offeror:

☐ is a corporation or other business entity with the following SCC Identification Number:

____________________-OR-

☐ is not a corporation, limited liability company, limited partnership, registered limited liability partnership, nor

business trust -OR-

☐ is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and

customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any

employees or agents in Virginia who merely solicit orders which require acceptance outside Virginia before

becoming contracts, and not counting any incidental presence of the Offeror in Virginia needed in order to

assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and

shipped into Virginia from Offeror’s out-of-state location) -OR-

☐ is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately

and completely discloses the undersigned Offeror’s current contacts with Virginia and describes why those

contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other

similar provisions in Titles 13.1 or 50 of the Code of Virginia -OR-

☐ is not any of the foregoing options but currently has pending before the SCC an application for authority to

transact business in the Commonwealth of Virginia and wishes to be considered for a waiver to allow

submission of the SCC Identification Number after proposal due date. (The Commonwealth reserves the right to

determine at its sole discretion whether to allow such waiver.)

Signed: ____________________________________________ Date:______________________________

Chiller/Cooling Tower Maintenance Services

RFP #20260684

April 2026

James City County

5

EMPLOYMENT ELIGIBILITY VERIFICATION CERTIFICATION

The Federal Immigration Reform and Control Act makes it unlawful for a person or other entity to hire, recruit,

or refer for a fee for employment in the United States, a non-citizen knowing the non-citizen is unauthorized,

and Section 40.1-11.1 of the Code of Virginia makes it unlawful for any employer to knowingly employ a

noncitizen who cannot provide documents indicating they are legally eligible for employment in the United

States. State law places an affirmative duty on employers to ensure that non-citizens have proof of eligibility for

employment.

Accordingly, this Certification must be completed and attached to all Contracts and Agreements for goods and

services made by James City County or any of its Boards and Commissions. Failure to provide a completed

Affidavit shall render the Contract or Agreement void.

Legal Contractor Name: ________________________________________ DBA:_________________________________________

(As reported to IRS, matching Social Security/Federal ID)

(“Doing Business As”)

Type of Business Entity:

☐ Sole Proprietorship

☐ Limited Partnership

☐ General Partnership

☐ Limited Liability Company

☐ Corporation

☐ Other_____________________________

Provide the full name(s) and address of each owner, partner, managing members and officers. (Attach additional documents if needed.)

___________________________________________________________________________________________________________

___________________________________________________________________________________________________________

___________________________________________________________________________________________________________

___________________________________________________________________________________________________________

Physical Business Address: _____________________________________________________________________________________

Mailing Address: ☐ (Same as above) _______________________________________________________________________________

Name / Position of Person Completing this Certification: ___________________________________ Number of Employees: _______

Under penalties of perjury, I declare on behalf of the Contractor listed above that to the best of my knowledge

and based upon reasonable inquiry, each and every one of the Contractor’s employees who work in the United

States are eligible for employment in the United States as required by the Federal Immigration Reform and

Control Act of 1986 and Section 40.1-11.1 of the Code of Virginia. I further declare on behalf of the Contractor

that due care and diligence will be used to ensure that all employees hired in the future who will work in the

United States will be eligible for employment in the United States. I affirm that the information provided herein

is true, correct, and complete.

Signed: ____________________________________________ Date:______________________________

Chiller/Cooling Tower Maintenance Services

RFP #20260684

April 2026

James City County

Commodity Codes

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

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