Project Information

Bid Title

Ductless Air Conditioning Units

Issuing Agency

Town of Westerly

Location

Rhode Island

Published Date

Apr 14, 2026

Closing Date

May 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

27-11

Original Source

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Bid Documents

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Project Description

Bid Number:	27-11
Bid Title:	Ductless Air Conditioning Units
Category:	Special Industries Equipment, Supplies and Accessories
Status:	Open

Publication Date/Time: 4/14/2026 9:00 AM Closing Date/Time: 5/5/2026 2:00 PM Related Documents: 27-11 RFQ Ductless Air Conditioning Units

Attachment Preview

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

REQUEST FOR QUOTATION

RFQ Description: Ductless Air Conditioning Units

RFQ Number: 27-11

April 14, 2026

The Town of Westerly/Westerly Public Schools, Westerly, RI, acting through its

Purchasing Agent, is hereby soliciting sealed bids for the above referenced RFQ and you

are hereby invited to submit a lump sum for the Scope of Work described in this Request

for Quotation, in strict accordance with the Bid Documents.

TERMS AND CONDITIONS

Bids shall be based on the Terms and Conditions as referenced in this Request for

Quotation.

BID DUE DATE/SUBMITTING INSTRUCTIONS

BIDS ARE DUE and MUST BE SUBMITTED on the attached BID FORM, Attachments B, NO LATER

THAN 2:00 p.m., EST, May 5, 2026. A Bid submitted on other than the attached BID BREAKDOWN

FORM may be rejected. Envelopes containing bids must be sealed and addressed to the

undersigned, at the Purchasing Department, Town of Westerly, 45 Broad Street, Westerly, RI

02891 and must be clearly marked with the Name and Address of Bidder, Bid Due Date and Time,

and RFQ Number and Title. Bidders must include the original plus and a Public copy on a flash

drive as defined in the Instruction to Bidders.

Pre-bid Site Walk

A Mandatory pre-bid walkthrough is scheduled for April 21, 2026 at 8:30 AM will begin

at Springbrook Elementary School, 39 Springbrook Road., Westerly, RI 02891.

Schedule

1. Issue Request for Proposal

2. Prebid meeting

3. Questions Due By

4. RFI Response

5. Proposal Submission

6. Vendor Award

7. Project Start

8. Substantial Completion

4/14/26

4/21/26 at 8:30 AM

4/27/26 at 12:00 PM

4/28/26

5/5/26 by 2:00 PM

5/11/26

7/1/26

9/1/26

BIDDER’S QUESTIONS

Questions regarding this solicitation must be emailed and received by the Purchasing Dept.

at ecardillo@westerlyri.gov no later than 12:00 p.m., April 27, 2026, in a Microsoft Word

attachment with the corresponding solicitation number. Questions, if any, and responses

will be posted on the www.westerlyri.gov website as an addendum to this solicitation.

SPECIAL INSTRUCTIONS TO BIDDERS

1. Bidder shall base the Proposal on providing all materials and equipment, FOB jobsite.

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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

2. Bid Price which exceed $50,000 must include a 5% Bid Bond and cost of Payment and

Performance Bonds. The successful Bidder will be required to post a 100% Payment and

Performance Bond.

3. Bidders shall note that their bid is based on Prevailing Wage (RIGL Sec 37-13-1 et seq.).

The successful bidder and its subcontractors must pay their workers at the applicable

prevailing wage rates (adjusted every July 1) for the various trades on a weekly basis

and submit certified weekly payroll as described in the Instructions to Bidders. Prevailing

wage rate schedules are available at the Rhode Island Department of Labor and Training

website at www.dlt.ri.gov.

4. Bidder’s prices shall include all Permits/Fees.

5. Quotes must be firm for a minimum of 120 days from date of submission.

6. Bid Completeness - Pricing submitted on this project must be an all-inclusive price. The

intent of an all-inclusive Price is such that no Adds or Change Orders will be necessary.

7. If the Bidder submits a supporting/additional document with their bid, that document must

include page numbers.

8. This project is Tax exempt for Rhode Island Sales Tax and Federal Excise Taxes.

9. The Successful Bidder MUST be able to have a response time that will allow an assigned

project to be completed when requested by the Town/School.

RFQ BID DOCUMENTS

Attachment A – Scope of Work, Pages 3-6

Attachment B – Bid Form Pages 7-8

Attachment C – Instruction to Bidders Pages 9-14

APPENDIX A – Bidder Certification Pages 15-19

Agreement-Westerly Standard Agreement Pages 20-28

BIDDER CERTIFICATION FORM: Bidders must include, complete, and submit a

Bidder Certification Form with each bid proposal.

This solicitation is available at www.westerlyri.gov. The Town of Westerly/Westerly Public

Schools reserves the right to reject any/all bids, waive any informalities in the bids received

and to accept and award the bid to the lowest qualified bid deemed most favorable to the

interest of the Town/School. The Town/School does not discriminate based on age, color,

gender, national origin, race, religion, sexual orientation, or disability in accordance with

applicable laws and regulations.

Regards,

Eileen Cardillo

Purchasing Agent

Town of Westerly/

Westerly Public Schools

45 Broad Street Westerly, RI 02891

Tel. (401) 348-2599

ecardillo@westerlyri.gov

www.WesterlyRI.gov

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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

ATTACHMENT "A"

SCOPE OF WORK

DESCRIPTION:

Furnish and install new ductless air conditioning units to provide cooling to various

administration and classroom spaces throughout the school district. This will include removal of

all non-functioning and unreliable units and installation of Mitsubishi or equivalent. The

installation of the new units will also include the installation and set-up of BacNet interfaces for

the new equipment.

Springbrook Elementary School

Classroom 14, 15, 16, 17, 19

1 Install New Split System

1.1 Supply and install one 3 ton Mitsubishi ductless split condensing units and one Mitsubishi

ceiling mounted evaporators per manufacturer’s instructions in each of the five

classrooms

1.2 Provide wall cutting, drilling and patching

1.3 Provide roof cutting and patching

1.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units

from nearest electrical panel

1.5 Supply and install new wall mounted wired thermostat controllers.

1.6 Supply install and configure factory provided BacNet interface

1.7 Supply and install condensate connections to the nearest suitable drain

1.8 Start-up and testing of the new units

Classroom 18

2 Demo Existing Split System

2.1 Reclaim existing units. Catalog Freon per EPA guidelines

2.2 Remove or replacing wiring as needed

2.3 Remove all old piping and insulation.

2.4 Clean up and dispose of all equipment, material, refrigerant and oil properly

3 Install New Split System

3.1 Supply and install one 3 ton Mitsubishi ductless split condensing units and one Mitsubishi

ceiling mounted evaporators per manufacturer’s instructions

3.2 Provide wall cutting, drilling and patching

3.3 Provide roof cutting and patching

3.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units

from nearest electrical panel

3.5 Supply and install new wall mounted wired thermostat controllers.

3.6 Supply install and configure factory provided BacNet interface

3.7 Supply and install condensate connections to the nearest suitable drain

3.8 Start-up and testing of the new units

Classroom 19 Exterior

4 Raise one existing Condenser from ground level to wall.

*Classroom 140 - ART

5 Demo Existing Split System

5.1 Reclaim existing units. Catalog Freon per EPA guidelines

3

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

5.2 Remove or replacing wiring as needed

5.3 Remove all old piping and insulation.

5.4 Clean up and dispose of all equipment, material, refrigerant and oil properly

6 Install New Split System

6.1 Supply and install one 3 ton Mitsubishi ductless split condensing units and one Mitsubishi

ceiling mounted evaporators per manufacturer’s instructions

6.2 Provide wall cutting, drilling and patching

6.3 Provide roof cutting and patching

6.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units

from nearest electrical panel

6.5 Supply and install new wall mounted wired thermostat controllers.

6.6 Supply install and configure factory provided BacNet interface

6.7 Supply and install condensate connections to the nearest suitable drain

6.8 Start-up and testing of the new units

*Classroom 141 - Music

7 Install New Split System

7.1 Supply and install one 3 ton Mitsubishi ductless split condensing units and one Mitsubishi

ceiling mounted evaporators per manufacturer’s instructions

7.2 Provide wall cutting, drilling and patching

7.3 Provide roof cutting and patching

7.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units

from nearest electrical panel

7.5 Supply and install new wall mounted wired thermostat controllers.

7.6 Supply install and configure factory provided BacNet interface

7.7 Supply and install condensate connections to the nearest suitable drain

7.8 Start-up and testing of the new units

Dunn’s Corners School

Principal and Secretary

1 Install New Split System

1.1 Supply and install one 1-½ ton Mitsubishi 9,000 BTU per hour ductless split

condensing units and two Mitsubishi wall mounted evaporators per

manufacturer’s instructions

1.2 Provide wall cutting, drilling and patching

1.3 Provide roof cutting and patching

1.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units

from nearest electrical panel

1.5 Supply and install new wall mounted wired thermostat controllers.

1.6 Supply install and configure factory provided BacNet interface

1.7 Supply and install condensate connections to the nearest suitable drain

1.8 Start-up and testing of the new units

Classroom 105

1 Install New Split System

1.1 Supply and install one 9000 btu Mitsubishi ductless split condensing units and one

Mitsubishi wall mounted evaporators per manufacturer’s instructions

1.2 Provide wall cutting, drilling and patching

1.3 Provide roof cutting and patching

1.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units

from nearest electrical panel

4

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS

1.5 Supply and install new wall mounted wired thermostat controllers.

1.6 Supply install and configure factory provided BacNet interface

1.7 Supply and install condensate connections to the nearest suitable drain

1.8 Start-up and testing of the new units

Main Office

1. Install New Split System

1.1 Supply and install one 4 ton Mitsubishi ductless split condensing units with brach boxes

for four Mitsubishi evaporators per manufacturer’s instructions. (2 Ceiling)Large Office,

(1 Ceiling) Conference room, (1 Wall) Small office

1.2 Provide wall cutting, drilling and patching

1.3 Provide roof cutting and patching

1.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units

from nearest electrical panel

1.5 Supply and install new wall mounted wired thermostat controllers.

1.6 Supply install and configure factory provided BacNet interface

1.7 Supply and install condensate connections to the nearest suitable drain

1.8 Start-up and testing of the new units

Bus Garage

Mechanic Office –

1 Install New Split System

1.1 Supply and install one Mitsubishi 6,000 ductless split condensing units and one

Mitsubishi wall mounted evaporators per manufacturer’s instructions

1.2 Provide wall cutting, drilling and patching

1.3 Provide roof cutting and patching

1.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units

from nearest electrical panel

1.5 Supply and install new wall mounted wired thermostat controllers.

1.6 Supply install and configure factory provided BacNet interface

1.7 Supply and install condensate connections to the nearest suitable drain

1.8 Start-up and testing of the new units

Main Office -

1 Demo existing Split System

1.1 Reclaim existing unit. Catalog Freon per EPA guidelines

1.2 Remove or replacing wiring as needed

1.3 Remove all old piping and insulation.

1.4 Clean up and dispose of all equipment, material, refrigerant and oil

properly

2 Install New Split System

2.1 Supply and install one 1-½ ton Mitsubishi 9,000 BTU per hour ductless split condensing

units and three Mitsubishi wall mounted evaporators per manufacturer’s instructions

2.2 Provide wall cutting, drilling and patching

2.3 Provide roof cutting and patching

2.4 Provide power wiring in EMT to new indoor evaporator and outdoor condensing units

from nearest electrical panel

5

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors
• NAICS 333415Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing

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