PROPOSAL FOR: Server Room Ductless Mini Split Replacement/Installation

DEADLINE FOR RECEIPT OF PROPOSALS: November 19th, 2021 @ 3:00 PM


Newfound Area School District, 20 North Main Street, Bristol, NH 03222

Attn: Jason Torsey

You are invited to submit a proposal for replacement/installation of ductless mini split systems in the server rooms of the listed locations. All work is to be performed in accordance with the enclosed specifications and as otherwise noted.

The proposal is to be submitted on your letterhead. Envelopes should be addressed to Newfound Area School District, 20 North Main Street, Bristol, NH 03222, Attention: Jason Torsey – Proposal: SAU4 Mini Split replacement, no later than November 19th, 2021 by 3:00 P.M.


  1. The Newfound Area School District (School Administrative Unit 4) reserves the right to reject any and all proposals based on non-compliance of specification, and to waive the formalities, as it deems such action to be in their best interest. The District reserves the right to reject any or all proposals or any part of any proposal. Any proposal may be withdrawn prior to the scheduled time for the opening of proposals. Any proposal received after the time and date specified shall not be considered. The District also reserves the right to negotiate with a submitter when all proposals exceed the budgeted appropriation.

  2. All submitters must meet all qualifications established by the District and must certify that they do not have business or personal relationships with members of the Newfound Area School Board or Administration. If a business or personal relationship exists, submitters must disclose such relationship as part of the proposal.

  3. Although price will be a critical factor, the District reserves the right to award the contract to someone other than the lowest submitter as determined to be in the best interest of the District.

  4. No vendor may withdraw their proposal for at least thirty (30) days after the time and date set for the receipt of proposals to ensure issuance of a formal purchase order.

  5. All proposals must be signed by an authorized representative of the company.

  6. Should a vendor find discrepancies in or omissions from the specifications, or should he/she be in doubt as to their meaning, the vendor shall at once notify the SAU, who will send a written (email) instruction to all vendors. The District will not be responsible for any oral instructions or addendums.

  7. The Contractors, before submitting their proposals, shall attend a mandatory pre-bid meeting and perform an onsite inspection of conditions at the site, which could affect the work. Please call Jason Torsey, Facilities Director, at 603.744.5555 to make arrangements for a site visit. Site-Visits will be conducted the week of October 25th-29th 2021.

  8. Proposal must comply with the specifications and plans of the project as described below.

  9. Project start date will be set after a vendor is selected. The Contractor shall state their proposed initiation and completion dates for the project, including all work necessary, to complete punch list items in their proposal.

  10. Certificate of Liability and Worker’s Compensation Insurance is to accompany all quotation documents.

  11. No work shall commence on the project without a proper Certificate of Insurance being received and approved by the School District. The Certificate shall list the Newfound Area School District as an additional or co-insured.

  12. Work on this project must meet the requirements of all applicable town, local and state codes, laws and ordinances, in addition to any technical societies referenced herein.

  13. All work is to be done in a professional manner and payment must be approved by the Newfound Area School District.

  14. Contractor is responsible for all construction debris removal and clean up on a daily basis.

  15. Contractor must provide the preventative maintenance schedule (PMs) for all installed equipment.

  16. Contractor must provide training on use and maintenance of all installed equipment.

  17. Contractor shall include in the bid, specifications of the system in which they choose to provide a bid for. This shall include manufacturer, size and warranty information.


Replace existing ductless mini split systems at the following locations:

SAU Administrative Office (20 N Main Street, Bristol, NH 03222)

Newfound Regional High School (150 Newfound Rd, Bristol, NH 03222)

Danbury Elementary School (20 Daffodil Lane, Danbury, NH 03230)

Install new ductless mini split systems at the following locations:

New Hampton Community School (191 Main Street, New Hampton, NH 03256)

Bristol Elementary School (55 School Street, Bristol, NH 03222)


As used herein, the job to be done is called the “Work”; the concern doing the work is called the “Contractor”; and the site where the Work is being done is called the “Premises”.

The Contractor shall be solely responsible for all loss, expense (including attorney’s fees), and damage and shall indemnify the Newfound Area School District against and save the Newfound Area School District harmless from all claims, demands and judgments made or recovered against Newfound Area School District because of personal injuries, including death at any time resulting there from, and/or because of damage to property, from any cause whatsoever, arising out of, incidental to, or in connection with the Work, whether or not caused by negligence of the Contractor, any subcontractor or his or their employees, servants or agents; provided that said indemnification and save harmless obligation shall not apply to circumstances resulting solely from negligence of the Newfound Area School District, its employees or servants, as finally so determined by a court of competent jurisdiction.

Compliance by the Contractor with the following insurance provisions shall not relieve the Contractor from liability under this provision.


Prior to commencement or work under this contract, Contractor will provide The Newfound Area School District with Certificates of Insurance, in companies acceptable to the Newfound Area School District, evidencing:

I. Worker’s Compensation – in accordance with the laws of all jurisdictions (State, province, Federal) which may apply to work being performed and including coverage for Employer’s liability with a limit of not less than $100,000.00 Each Accident / $500,000 Disease-Policy Limit / $100,000 Disease-Each Employee.

II. Comprehensive General Liability – with Limits of not less than $1,000,000.00 per occurrence. The insurance will include the following hazards and the certificates will so indicate:

a) Independent Contractors – covering the Contractor for any work performed by subcontractors.

b) Contractual – covering the above indemnity agreement.

c) Products – covering any product provided under this contract and include a vendor’s endorsement in favor of the Newfound Area School District.

d) Completed operations – covering work performed under this contract.

III. Comprehensive Automobile Liability – covering all owned, non-owned and hired vehicles of not less than $1,000,000.00 Combined Single Limit.

IV. The certificate(s) of insurance shall name the Newfound Area School District as an additional or co-insured under the general liability and auto coverages.

These certificates will indicate that the Newfound Area School District will be advised not less than thirty (30) days prior to any change or cancellation. Such insurance will be maintained for the duration of this contract. Completed operations coverage, where applicable, will be maintained for not less than three (3) years after end of operations under this contract.

Any questions or requests for additional information should be directed to:

Mr. Jason Torsey – Facilities Director

Newfound Area School District

20 North Main Street

Bristol, NH 03222

Tel: 603.744.5555