Willard City Sealed Solicitation
Title: HVAC Unit Replacement
Deadline: 1/26/2024 2:30 PM (UTC-06:00) Central Time (US & Canada)
Status: Deadline Expired
Solicitation Number: 01-15-024-HVACPKS
Description:
GENERAL: Qualified bidders are asked to submit bids for (City of Willard Recreation Center HVAC Replacement). Bidders are requested to study carefully and conform to these "Instructions to
Bidders" in order that their bid proposals will be regular, complete, and acceptable.
SUBMISSION OF BIDS: All proposals shall be legibly written in ink or typewritten. Bids shall be submitted in sealed opaque envelopes clearly marked on the outside: “City of Willard Recreation
Center HVAC IFB #01-15-2024HVAC-PKS”.
PROPOSAL FORMAT: Bidders should prepare their proposal that is as simple and straightforward as
possible. The utmost attention should be given to accuracy, completeness, and clarity of content.
Submit proposals in the following format:
1. Cover Letter / Executive Summary
An executive Summary shall provide the name, address, telephone, and facsimile numbers of the
Bidder along with the name, title, address, telephone, e-mail address and facsimile numbers of the
executive that has the authority to contract with the City. The summary must be signed by an
individual authorized to contractually bind the firm and include an expression of the firm’s
ability and desire to meet the requirements of the request for proposal. The Executive Summary
should not exceed two (2) pages.
Each Company shall make the following representation and warranty in the cover letter/executive
summary, the falsity of which might result in rejection of its proposal: “The information contained
in this proposal or any part thereof, including any exhibits, schedules, and other documents and
instruments delivered or to be delivered to the City, is true, accurate, and complete. This
proposal includes all information necessary to ensure that the statements therein do not in whole
or in part mislead the City as to any material facts.”
2. Financial
The Bidder will provide the overall cost of the project and the components specified in this IFB.
Include additional options as specified in this IFB.
3. Services and Support
The Bidder will describe, in detail, their company’s service and maintenance program including
remote access, diagnostics, downloading and troubleshooting. The proposal should include details on
the equipment warranty and options for
ongoing maintenance.
4. Technology and Other Services
Bidder may describe technology enhancements, software applications, and other services that are
available through or recommended by the Bidder.
5. Exceptions and Deviations
Provide a statement expressing understanding and willingness to comply with all provisions of the
IFB. If there are provisions of the IFB that the Bidder is unwilling or unable to comply with, the
Bidder shall identify the paragraph number, list the provision in its entirety, and provide the
reason for non-compliance. If there are provisions of the IFB for which the Bidder would like to
propose an alternative solution, the Bidder shall identify and list the provision in its entirety
and provide the alternative solution.
EXAMINATION OF SITE OF WORK: Each bidder must examine for themselves the location and extent of the
proposed work and determine any unusual conditions or hazards to be met in performing the work.
Examination and inspection of the building may be arranged by contacting Jason Knight, Park
Director, 417-742-5381.
INTENT OF BID: The bids being taken for HVAC unit, disposal, replacement, and related work,
including the provision of all necessary labor, supplies, and materials for the work at the Willard
Recreation Center.
SPECIFICATIONS: The bids shall be for the work described herein and the attachments hereto, which
work shall be in conformance with the applicable building codes of the City of Willard, and in
conformance with generally accepted commercial and industrial standards.
TIME OF COMPLETION: Each bidder should describe the time frame in which the work would be
completed. Each bidder should note that the City considers time of the essence in completion of
this project.
ACCEPTANCE OR REJECTION OF PROPOSALS: The City reserves the right to reject any or all bids.
REJECTION OF BIDS: Only one proposal will be accepted from one firm or association. Any evidence of
collusion between bidders or of one firm having an interest in more than one proposal may
constitute a cause for rejection of any bids so affected.
BID BOND, PERFORMANCE BOND, INSURANCE, AND INDEMNIFICATION: All bidders shall
submit with their bids a bid bond or a cashier’s check payable to the order of the City of Willard
in the amount of five hundred dollars ($500.00). The bid bonds or certified check from unsuccessful
bidders shall be returned within ten (10) days of the award of a contract. The successful bidder
will be required to furnish performance and payment surety bonds in the amount of 100 percent of
the contract price with a corporate surety company, conditioned for (a) for the faithful
performance and completion of the work in strict accordance with the terms of the contract the
payment of all laborers and mechanics, (b) for the repair, or replacement where required or the
cost of repair or replacement, of all work performed under the terms of the contract and in
accordance with the provisions of the terms of the contract and in accordance with the contract
documents, and (c) for labor that is performed and for the payment for material and equipment
rental which is actually
used or rented in the performance of the contract.
The successful bidder will be required to carry workers compensation insurance as required by law
and full liability insurance with limits for personal injury of $1,000,000 dollars and property
damage limits of $500,000. A certificate of insurance substantiating such coverage shall be
delivered to the City prior to the commencement of the work.
Each bidder must inform themselves fully of the conditions relating to the construction of the
project and the employment of labor on the project. Failure to do so will not relieve a successful
bidder of their obligation to furnish all material and labor necessary to carry out the provisions
of their contract.
Contractor shall take all responsibility for the work, shall bear all losses resulting to them on
account of the amount or character of the work, or from any unforeseen obstructions or difficulties
which may be encountered, or because the nature of the land in or on which the work is done is
different from what is assumed or was expected, or on account of the weather, floods or other
causes; then he or she shall assume the defense of, and indemnify and save harmless City from all
claims of any kind arising from the performance of the contract.
EXECUTION OF AGREEMENT AND BOND: Upon receipt of written notice of acceptance of the bid, the
successful bidder will execute a formal contract within twenty (20) days, and within that time
deliver certificate(s) of insurance and a surety bond or bonds as required above. Upon compliance
with the same, the bid bond shall be released.
APPLICABILITY OF LAWS AND REGULATIONS: The bidder's attention is directed to the fact that all
applicable state laws, municipal ordinances and the rules and regulations of all authorities having
jurisdiction over construction of the project shall apply to the contract throughout, and they will
be deemed to be included in the contract as though written out in full in the contract.
EXCEPTIONS TO SPECIFICATIONS: Each bidder shall carefully check all requirements herein set forth
and shall offer items which fully comply with these requirements or shall plainly set forth all
points, features, conditions, specifications, etc., wherein their items offered do not meet these
specifications. Reference shall not be made to other attachments for exceptions and supplementary
terms. Failure to outline such exceptions as specifically stated herein will require the successful
bidder to comply with these specifications. In case of conflict between the bid and these
specifications, these specifications shall govern unless specific exceptions are listed by the
bidder.
SUBMISSION OF BIDS: All proposals shall be legibly written in ink or typewritten. Bids shall be
submitted in sealed opaque envelopes clearly marked on the outside: “City of Willard Recreation
Center HVAC IFB #08292023PKS”. Faxed or emailed bids will not be accepted.
MODIFICATION OF BIDS: Bids may be modified or withdrawn by an appropriate document duly executed in
the manner that a bid must be executed and delivered to the place where bids are to be submitted at
any time prior to the final time set for receiving bids. Bidders may not modify or withdraw bids by
fax, phone, e-mail, etc.
INSURANCE COVERAGE: The Contractor shall purchase and maintain at their expense as a minimum
insurance coverage of such types and in such amounts as are specified herein to protect
Contractor and the interest of City and others from claims which may arise out of or
Bidders" in order that their bid proposals will be regular, complete, and acceptable.
SUBMISSION OF BIDS: All proposals shall be legibly written in ink or typewritten. Bids shall be submitted in sealed opaque envelopes clearly marked on the outside: “City of Willard Recreation
Center HVAC IFB #01-15-2024HVAC-PKS”.
PROPOSAL FORMAT: Bidders should prepare their proposal that is as simple and straightforward as
possible. The utmost attention should be given to accuracy, completeness, and clarity of content.
Submit proposals in the following format:
1. Cover Letter / Executive Summary
An executive Summary shall provide the name, address, telephone, and facsimile numbers of the
Bidder along with the name, title, address, telephone, e-mail address and facsimile numbers of the
executive that has the authority to contract with the City. The summary must be signed by an
individual authorized to contractually bind the firm and include an expression of the firm’s
ability and desire to meet the requirements of the request for proposal. The Executive Summary
should not exceed two (2) pages.
Each Company shall make the following representation and warranty in the cover letter/executive
summary, the falsity of which might result in rejection of its proposal: “The information contained
in this proposal or any part thereof, including any exhibits, schedules, and other documents and
instruments delivered or to be delivered to the City, is true, accurate, and complete. This
proposal includes all information necessary to ensure that the statements therein do not in whole
or in part mislead the City as to any material facts.”
2. Financial
The Bidder will provide the overall cost of the project and the components specified in this IFB.
Include additional options as specified in this IFB.
3. Services and Support
The Bidder will describe, in detail, their company’s service and maintenance program including
remote access, diagnostics, downloading and troubleshooting. The proposal should include details on
the equipment warranty and options for
ongoing maintenance.
4. Technology and Other Services
Bidder may describe technology enhancements, software applications, and other services that are
available through or recommended by the Bidder.
5. Exceptions and Deviations
Provide a statement expressing understanding and willingness to comply with all provisions of the
IFB. If there are provisions of the IFB that the Bidder is unwilling or unable to comply with, the
Bidder shall identify the paragraph number, list the provision in its entirety, and provide the
reason for non-compliance. If there are provisions of the IFB for which the Bidder would like to
propose an alternative solution, the Bidder shall identify and list the provision in its entirety
and provide the alternative solution.
EXAMINATION OF SITE OF WORK: Each bidder must examine for themselves the location and extent of the
proposed work and determine any unusual conditions or hazards to be met in performing the work.
Examination and inspection of the building may be arranged by contacting Jason Knight, Park
Director, 417-742-5381.
INTENT OF BID: The bids being taken for HVAC unit, disposal, replacement, and related work,
including the provision of all necessary labor, supplies, and materials for the work at the Willard
Recreation Center.
SPECIFICATIONS: The bids shall be for the work described herein and the attachments hereto, which
work shall be in conformance with the applicable building codes of the City of Willard, and in
conformance with generally accepted commercial and industrial standards.
TIME OF COMPLETION: Each bidder should describe the time frame in which the work would be
completed. Each bidder should note that the City considers time of the essence in completion of
this project.
ACCEPTANCE OR REJECTION OF PROPOSALS: The City reserves the right to reject any or all bids.
REJECTION OF BIDS: Only one proposal will be accepted from one firm or association. Any evidence of
collusion between bidders or of one firm having an interest in more than one proposal may
constitute a cause for rejection of any bids so affected.
BID BOND, PERFORMANCE BOND, INSURANCE, AND INDEMNIFICATION: All bidders shall
submit with their bids a bid bond or a cashier’s check payable to the order of the City of Willard
in the amount of five hundred dollars ($500.00). The bid bonds or certified check from unsuccessful
bidders shall be returned within ten (10) days of the award of a contract. The successful bidder
will be required to furnish performance and payment surety bonds in the amount of 100 percent of
the contract price with a corporate surety company, conditioned for (a) for the faithful
performance and completion of the work in strict accordance with the terms of the contract the
payment of all laborers and mechanics, (b) for the repair, or replacement where required or the
cost of repair or replacement, of all work performed under the terms of the contract and in
accordance with the provisions of the terms of the contract and in accordance with the contract
documents, and (c) for labor that is performed and for the payment for material and equipment
rental which is actually
used or rented in the performance of the contract.
The successful bidder will be required to carry workers compensation insurance as required by law
and full liability insurance with limits for personal injury of $1,000,000 dollars and property
damage limits of $500,000. A certificate of insurance substantiating such coverage shall be
delivered to the City prior to the commencement of the work.
Each bidder must inform themselves fully of the conditions relating to the construction of the
project and the employment of labor on the project. Failure to do so will not relieve a successful
bidder of their obligation to furnish all material and labor necessary to carry out the provisions
of their contract.
Contractor shall take all responsibility for the work, shall bear all losses resulting to them on
account of the amount or character of the work, or from any unforeseen obstructions or difficulties
which may be encountered, or because the nature of the land in or on which the work is done is
different from what is assumed or was expected, or on account of the weather, floods or other
causes; then he or she shall assume the defense of, and indemnify and save harmless City from all
claims of any kind arising from the performance of the contract.
EXECUTION OF AGREEMENT AND BOND: Upon receipt of written notice of acceptance of the bid, the
successful bidder will execute a formal contract within twenty (20) days, and within that time
deliver certificate(s) of insurance and a surety bond or bonds as required above. Upon compliance
with the same, the bid bond shall be released.
APPLICABILITY OF LAWS AND REGULATIONS: The bidder's attention is directed to the fact that all
applicable state laws, municipal ordinances and the rules and regulations of all authorities having
jurisdiction over construction of the project shall apply to the contract throughout, and they will
be deemed to be included in the contract as though written out in full in the contract.
EXCEPTIONS TO SPECIFICATIONS: Each bidder shall carefully check all requirements herein set forth
and shall offer items which fully comply with these requirements or shall plainly set forth all
points, features, conditions, specifications, etc., wherein their items offered do not meet these
specifications. Reference shall not be made to other attachments for exceptions and supplementary
terms. Failure to outline such exceptions as specifically stated herein will require the successful
bidder to comply with these specifications. In case of conflict between the bid and these
specifications, these specifications shall govern unless specific exceptions are listed by the
bidder.
SUBMISSION OF BIDS: All proposals shall be legibly written in ink or typewritten. Bids shall be
submitted in sealed opaque envelopes clearly marked on the outside: “City of Willard Recreation
Center HVAC IFB #08292023PKS”. Faxed or emailed bids will not be accepted.
MODIFICATION OF BIDS: Bids may be modified or withdrawn by an appropriate document duly executed in
the manner that a bid must be executed and delivered to the place where bids are to be submitted at
any time prior to the final time set for receiving bids. Bidders may not modify or withdraw bids by
fax, phone, e-mail, etc.
INSURANCE COVERAGE: The Contractor shall purchase and maintain at their expense as a minimum
insurance coverage of such types and in such amounts as are specified herein to protect
Contractor and the interest of City and others from claims which may arise out of or
Documents:
| Documents as of 12/21/2023 |
|---|
| HVAC Parks 2024.pdf |