Privately Funded
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Publicly Funded
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Post-Bid
Published May 31, 2025 at 8:00 PM
Updated June 4, 2025
Site work for a detention facility in Gulfport, Mississippi. Completed plans call for site work for a detention facility.
If the agency is closed for any reason, including but not limited to: acts of God, strikes, lockouts, riots, acts of war, epidemics, governmental regulations superimposed after the fact, fire, earthquakes, floods, or other natural disasters (the "Force Majeure Events"), which closure prevents the opening of bids at the advertised date and time, all bids received shall be publicly opened and read aloud on the next business day that the agency shall be open and at the previously advertised time. The new date and time of the bid opening, as determined in accordance with this paragraph, shall not be advertised, and all Vendors/Contractors, upon submission of a bid proposal, shall be deemed to have knowledge of and shall have agreed to the provisions of this paragraph. Bids shall be received by the agency until the new date and time of the bid opening as set forth herein. Harrison County is seeking sealed bids from qualified contractors for the comprehensive cleaning and disinfecting of all HVAC air ducts at the Harrison County Adult Detention Facility. The project entails removing contaminants from the facility's ductwork and applying antimicrobial coating to improve indoor air quality and reduce health risks. Work will occur in a secure detention environment and must be coordinated to ensure safety and minimal disruption to facility operations. The agency shall not be held responsible for the receipt of any bids for which the delivery was attempted and failed due to the closure of the agency as a result of a Force Majeure Event. Each Vendor/Contractor shall be required to ensure the delivery and receipt of its bid by the agency prior to the new date and time of the bid opening. Question Deadline 05/28/2025 at 5:00 PM CT Any questions or requests for clarification must be submitted in writing via email to the purchasing@harrisoncountyms.gov, Responses to questions and any addenda to this ITB (if needed) will be distributed to all known prospective bidders by May 30, 2025. It is the bidders responsibility to ensure they have received all addenda before submitting a bid. The successful Contractor shall furnish all labor, materials, equipment, and services required to thoroughly clean and disinfect the HVAC duct systems throughout the main building of the Harrison County Adult Detention Facility. The scope of work includes, but is not limited to, the following tasks and requirements: 1. Ductwork Cleaning & Disinfecting (Main Building): Clean and disinfect all air conditioning ductwork serving the facility's main building. This encompasses every supply air duct and return air duct in all inmate cells, dayrooms, corridors, and common areas across all four housing blocks (Units A, B, C, and D), as well as ducts serving administrative and support areas of the jail. The cleaning process shall remove accumulated dust, debris, mold, and other contaminants from the interior surfaces of the ductwork. An EPA-registered disinfectant solution shall be applied to sanitize the duct interiors after physical cleaning. 2. Rooftop Unit and Split System Trunk Lines: There are thirty-seven (37) HVAC air handling units in total, consisting of rooftop units and split-system air handlers that serve various parts of the facility. The contractor must clean and disinfect the main trunk lines or primary ducts connected to each of these 37 units. This includes opening and accessing the trunks as needed (using existing access panels or creating service openings where necessary, which must be properly sealed afterward). All interior surfaces of these main ducts shall be brushed/agitated and vacuumed clean, then treated with disinfectant. 3. Supply and Return Ducts in Housing Blocks: In each housing block (A, B, C, D), all supply ducts and return ducts serving inmate cells, dayrooms, and any common spaces (such as control rooms or corridors in the housing unit) must be cleaned and disinfected. Registers, grilles, and diffusers in the cells and common areas should be removed (where removable), hand-cleaned, and disinfected, then reinstalled. Special care should be taken to minimize disruption in occupied inmate areas; work in inmate-occupied zones may need coordination with facility staff for security and movement of inmates. Each block's HVAC zone should be isolated (if possible) during cleaning to prevent crosscontamination. 4. Ducts in Support and Common Areas: Clean and disinfect ductwork serving all other areas of the facility, including but not limited to: the Kitchen and Food Service areas, the Booking and Intake area, Laundry room, the onsite Courtroom, staff Break Rooms and offices, the Medical/Infirmary area, all restrooms (inmate and staff/visitor), Mechanical rooms (e.g., areas with air handling equipment), and any other common areas or rooms served by the HVAC systems (such as hallways, lobby, storage, etc.). Each area's supply and return ducts, along with associated diffusers and grilles, must be thoroughly cleaned and sanitized. Ensure that any particularly contaminated areas (for example, ducts serving the kitchen which may have grease residues, or medical areas which may have biological contaminants) are addressed with appropriate cleaning agents and methods suitable for those conditions. HEPA Vacuum Collection & Negative Pressure: Throughout all cleaning operations, the contractor must utilize high-efficiency vacuum collection devices equipped with HEPA filters. These vacuum units shall be attached to sections of the ductwork being cleaned to collect dislodged debris and dust. The system must be operated continuously to maintain negative pressure within the ductwork section being serviced. By keeping the ducts under negative air pressure, all loosened contaminants are drawn into the collection device and are prevented from escaping into occupied spaces of the facility. Filtration: Any vacuum equipment that exhausts air inside the building must have proper HEPA filtration to ensure no fine particles or microbes are released back into the indoor environment. This negative air setup and HEPA filtration are mandatory to protect the indoor air quality during cleaning. 6. Mechanical Agitation and Cleaning Technique: The contractor shall use appropriate mechanical agitation tools (e.g., rotary brush systems, air whips, compressed air nozzles) to dislodge debris from duct walls, particularly in areas with heavy buildup. Methods chosen should be effective but not cause damage to ductwork or insulation. Porous interior duct liners (if present) must be handled carefully to avoid tearing. All dislodged debris must be immediately drawn into the HEPA vacuum equipment. Where needed, access openings in ductwork shall be created to reach inside ducts; such openings must be professionally sealed and insulated after cleaning is complete. 7. Encapsulating Antimicrobial Coating: After the cleaning of duct interiors, apply an encapsulating microbial-resistant coating to all interior fibrous duct surfaces (any duct liners or insulation inside the ducts). The specified product for this purpose is Foster(R) 40-20 Fungicidal Protective Coating (or an equivalent approved by the County). This coating shall be applied in accordance with the manufacturer's instructions, ensuring a continuous protective layer over the duct liner. The coating is intended to resist mold growth and prevent future microbial contamination on treated surfaces. It also serves to seal in any residual fibers on old internal insulation, improving air quality. Contractor must apply the coating evenly and allow proper curing time. All chemical products used (disinfectants, coatings, etc.) must be EPA-registered for HVAC use and safe for occupied buildings. 8. Air Handling Units and Exhaust Fans: The scope also includes a thorough cleaning of all associated HVAC equipment that is integral to the duct systems. All air handler units (AHUs), blower fans, and exhaust fans connected to the ductwork shall be cleaned. This means removing and cleaning or vacuuming the blower fan blades, fan housings, scrolls, and accessible interior surfaces of the AHUs. If coils are part of these units, surface cleaning of coils (to remove dust buildup) should be performed in place if accessible (deep chemical cleaning of coils is not the primary scope unless visibly needed, but light cleaning is expected). Filters in the units should be replaced with new filters provided by the contractor. Exhaust fans (such as restroom or kitchen exhausts) and their ducts must also be cleaned of lint, dust, or grease as applicable. All cleaned components should be left in a condition ready for operation. 9. Air Quality Verification (Air Sampling Tests): After cleaning and disinfecting each major area (each housing pod/block and key support areas), the contractor shall perform air sampling tests to verify the effectiveness of the cleaning. At a minimum, one air sample test shall be conducted in each of the four housing pods after work completion. The air sampling should check for airborne particulate levels or microbial counts to ensure they are within normal healthy ranges. The contractor must provide a report of the air sampling results for each area tested, documenting the post-cleaning air quality. 7 10. Protection and Cleanup: The contractor is responsible for protecting the facility's interior during the work. This includes using drop cloths or protective coverings where necessary in cells or rooms to prevent dust or debris from soiling contents. Return and supply openings should be temporarily sealed while other sections are being cleaned to prevent cross-contamination. Negative air machines with HEPA filters should be employed as needed in the general work areas to scrub the ambient air. At the conclusion of work in each area, the contractor shall clean up any dust or debris that may have escaped, leaving the spaces as found or cleaner. All waste material collected from the ducts (dust, debris, old filters, etc.) must be properly bagged and removed from the facility. Disposal of this waste should be done in accordance with environmental regulations (if any special disposal is needed for contaminated material, the contractor shall handle it appropriately). 11. Onsite Equipment and Lift Use: If the work requires the use of man-lifts, scaffolding, or other lifting equipment to access high areas or ceiling ducts, the contractor will be allowed to stage and store such equipment onsite for the duration of the project. The Harrison County Adult Detention Facility will provide a designated area (likely in the parking lot or a secure yard) for the contractor's lift or equipment storage when not in use. It is the contractor's responsibility to secure their equipment nightly. All equipment and tools brought on site must be logged and accounted for, due to security protocols of the detention facility. Any fuel-powered equipment used indoors must be properly ventilated to avoid fumes (electric equipment is preferred indoors for safety). 12. Documentation of Inaccessible Areas: The contractor must identify and document any duct sections, grilles, or diffusers that cannot be adequately cleaned due to inaccessibility or other issues (for example, if a particular duct is blocked by an immovable obstruction or a grill is rusted shut). A list of any such locations should be provided to the County at the end of the project, along with an explanation for why cleaning could not be performed. Photographic evidence should be included for clarity. This will allow the facility to plan for any necessary corrective actions (such as duct modifications or grille replacements in the future). 13. Project Schedule and Completion: Work may commence upon issuance of a Notice to Proceed (anticipated shortly after bid award). All work must be completed no later than August 1, 2025. This completion deadline is firm due to operational requirements of the facility. Contractors should provide adequate staffing and work hours (which may include evenings or weekends if permitted by the facility) to meet this timeline. The contractor is responsible for coordinating a work schedule with the facility management that considers security constraints (for example, certain areas may only be accessible at certain hours). Any anticipated interruptions to HVAC service must be approved and scheduled to avoid jeopardizing inmate or staff safety (loss of ventilation, etc.). The facility will assist with reasonable shutdowns or isolation of HVAC zones as needed for cleaning, but extended outages are not permissible. The contractor should plan work in phases to maintain functionality of the HVAC system as much as possible. Final inspection and acceptance of the work will be conducted by the County's representatives upon completion, prior to August 1, 2025. The Owner expressly reserves the right to accept or reject any or all bids or any part of any or all bids based on a best bid determination. If the Bid documents request separate bids on phases or items of a project, the Owner reserves the right to accept or reject any or all bids or any part of any or all bids based on a best bid determination on each phase or item for which a separate bid is requested. Proposals may be held by the Board of Supervisors for a period not to exceed sixty (60) days from the date of submittal for the purpose of reviewing the proposals and investigating the qualifications of proposal submitters, prior to awarding of the Contract. The Board of Supervisor's or designated representatives will meet at the time and in the place stated first above in this Notice and will then and there open, read aloud, consider and take such action as the Board may then determine on proposals received in accordance with this Notice. The Board reserves the right to reject any proposals and to waive informalities.
Post-Bid
Jails / Prisons
$10,000.00
Public - County
Site Work
Documents for this project are exclusively Specifications. If Plans become available, we will add them here.
4
Trades Specified
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