Bid #26-01073-3138 Installation of New Walk-in Freezer at Campbell Court Elementary School

This solicitation, Bid #26-01073-3138, issued by the Martinsville Henry County Coalition for Health and Wellness on behalf of Henry County Public Schools in Virginia, requests bids for the installation of a new walk-in freezer at Campbell Court Elementary School. The project scope encompasses all labor, materials, equipment, and services necessary to install the freezer system in compliance with specified technical and quality standards. The total quoted price for the project is $30,148, inclusive of freight and standard warranties, with an optional extended compressor warranty available. The installation must meet stringent quality criteria, using new and latest model components, and comply with all applicable federal, state, and local regulations including energy efficiency standards and contractor licensing requirements. Bidders are required to submit sealed bids electronically via Virginia’s eVA system by January 7, 2026, following a mandatory pre-bid meeting on December 16, 2025, held at the project site. Participation from all responsible firms is encouraged, including small, local, minority-owned, women-owned, and faith-based businesses. Key contractual provisions include the requirement for Virginia State Corporation Commission registration or a valid exemption, proof of appropriate contractor licensing, compliance with federal equal employment opportunity and civil rights laws, and adherence to Americans with Disabilities Act standards. The contract mandates the contractor to avoid employing registered sex offenders on school property and prohibits hiring illegal aliens. Bonds are required for contracts exceeding $100,000, though this project falls below that threshold. Delivery and performance occur at Campbell Court Elementary, with risk transferring F.O.B. at the seller’s facility. Inspection and acceptance are conducted at the destination with a seven-day notification period for nonconformance claims. The award will be made to the lowest responsive and responsible bidder in accordance with the county’s procurement code, with the county reserving rights to reject bids, waive technicalities, and negotiate terms. Contract administration is handled by the Henry County School Nutrition office, which processes payments within 30 days of invoice receipt. Supporting bid documents include technical specifications for the freezer and its components, installation layouts, debarment certifications, and the local school calendar to facilitate scheduling and coordination.