BID FOR ANNUAL ON-CALL, AS-NEEDED, HVAC SERVICE FOR THE CITY OF MIAMI AND AFFILIATES

SOLICITATION
Solicitation #: C26-33 Solicitation Issue Date: 05/08/26
Solicitation Type: Formal Bid
Title: BID FOR ANNUAL ON-CALL, AS-NEEDED, HVAC SERVICE FOR THE CITY OF MIAMI AND
AFFILIATES
Brief Description: The City is seeking sealed bids for non-exclusive, as-needed, HVAC service for all facilities owned
or within the control of the City of Miami and any of its affiliated entities, including but not limited to the Miami Special
Utility Authority.
Response Due Date: June 11th, 2026, Time: 2 p.m.
Issued By Purchasing Agent, Brian Brassfield
RETURN SEALED BID TO
:
Brian Brassfield - Purchasing Agent
City of Miami
129 5th AVE NW
MIAMI, OK 74354

INSTRUCTIONS TO BIDDERS
SEALED BIDS Bidders are invited to submit a bid to the City of Miami in a sealed envelope
which is clearly marked with the solicitation number and the name and address of the bidder,
to perform all work necessary to comply with the specifications and conditions contained
herein.
BRIEF DESCRIPTION OF OPPORTUNITY Non-exclusive, as-needed plumbing service to all
facilities owned or within the control of the City of Miami and any of its affiliated
entities, including but not limited to the Miami Special Utility Authority. A response to
this solicitation for bids will consist of specifying the labor rates the Bidder will charge the City
of Miami for the specified services. The amounts must be included in the proposer's response
to this solicitation for bids as evidenced by completion of the Bid Form for C26-33 and
returning it to the City Purchasing Agent by 2 p.m. June 11, 2026, along with all other required
documents cited herein.
INTERPRETATION OF CONTRACT DOCUMENTS Questions regarding documents, discrepancies,
omissions, or intent of the scope/specifications shall be submitted in writing to the City
through the Purchasing Agent at least seven (14) days prior to opening of bids to provide time
for issuing and forwarding an addendum to the Solicitation packet. Any interpretation of the
contract documents will be made only by addendum duly issued or delivered by the City of
Miami to each person receiving a set of documents. The City of Miami will not be responsible
for any other explanations or interpretation of the contract documents.
USE FORMS PROVIDED; OTHER DOCUMENTS Bids must be returned on forms provided in a
sealed envelope. When submitting additional information, please do so on additional paper.
The following must be provided with the response:
Bidder's Response Sheet
Bid Form
Non-Collusion Affidavit
Copy of Trade License(s)
Proof of Worker's Compensation Insurance or affidavit of exempt status
W-9

WITHDRAWAL OF BIDS Any bids may be withdrawn at any time prior to the hour fixed in the
solicitation for sealed bids for the opening of bids, provided that a request in writing, executed
by the bidder, or the bidder's duly authorized representative, for the withdrawal of such bid
is filed with the City prior to the time specified for opening of bids. The withdrawal of such bid
will not prejudice the right of a bidder to file a new bid.
PENALTY FOR COLLUSION If at any time it shall be found that the person, firm or corporation
to whom the contract has been awarded has, in presenting any bid, colluded with any other
party or parties, then the contract so awarded shall be null and void, and the
bidder/Contractor shall be liable to the City for all loss or damage which the City may suffer
thereby, and the City may advertise for new bids for said work.
LICENSE Each Bidder shall possess such State and local license(s) as are required by law and
shall furnish copies of the same with its bid. Upon request, the successful Contractor shall
furnish proof that any such license(s) continue in effect during the entire term of the contract.
TITLE 18 COMPLIANCE To the extent applicable, Compliance with Oklahoma's General
Corporation Act and the Limited Liability Company Act is required before a Contract will be
awarded. Each bidder representing a corporation, limited liability company, or other formal
business structure, agrees to provide upon request a Federal Employer's Identification Number
and proof of lawful filing with the Oklahoma Secretary of State as required by Oklahoma's
General Corporation Act and the Limited Liability Company Act. (See 18 O.S. 1000-1144,
2000-2060).
LIABILITY INSURANCE The award of any contract is conditioned upon the successful
Contractor's submission of a Certificate of Liability Insurance reflecting coverage of the type(s)
and in the amount(s) set forth in the contract form and naming the City of Miami as an
additional insured on the policy/ies, and as a Certificate Holder.
OPENING OF BIDS Bids will be opened and recorded at the time and place indicated in the
solicitation for sealed bids. Bidders or their agents are invited to be present.
ACCEPTANCE AND REJECTION OF BIDS The City of Miami reserves the right to accept the bid
which, in its judgment is the best offer, to reject any or all bids, and to waive irregularities or
informalities at its discretion.

AWARD OF CONTRACT The award of any contract will be made to the bidder(s) offering the
best value and having provided the necessary insurance and other documents required per the
solicitation for bids and these Instructions. It is anticipated that approval will be received
within 30 days of opening of bids. In the event that the approvals are not received or the City
of Miami cannot award or reject said bids within 60 days from the date of opening bids,
participants shall have the right to withdraw their bids on written notice to the City.
EXECUTION OF CONTRACT The contract executed by the successful Contractor(s), together
with the required proof of insurance and other documents, shall be returned to the purchasing
agent within 10 days from and after the date of the award of the contract.
FAILURE TO EXECUTE AGREEMENT AND PROVIDE PROOF OF INSURANCE Failure of a successful
Contractor to execute the agreement and submit the required proof(s) of insurance within the
required time shall be just cause for the annulment of the award. Upon annulment of an award
as aforesaid, the City may then award the contract to the bidder offering the next best bid.
UTILITY MANHOLES/VALVES When the lowering or raising of manholes or valves is necessary
or incidental to performance of any part of the contract, it shall be the responsibility of the
Contractor to notify the Director of Public Utilities/designee in advance of such action.
LOCATING UNDERGROUND UTILITIES When necessary to performance of the contract, it shall
be the responsibility of the Contractor to call OKIE before digging. To submit a locate request
by phone, dial 811 or 1(800)522-OKIE. Contractor shall call OKIE prior to any excavation. It is
the Contractor's responsibility to locate and preserve all utilities. The City shall not be
responsible for or pay for any damage caused by the Contractor to any utility above or below
ground. All damage to City's utilities will be billed to Contractor at a reasonable rate. This will
cover the material and manpower of the repair.
PAYMENT Payment requests shall be submitted in the form of a detailed invoice provided on
a monthly basis by the Contractor to the Public Works Director/designee, who will sign such
invoice if satisfied with the work reflected therein. The invoice will then be submitted to
Finance and set for approval at the next meeting of the City Council. Upon approval by the
Council, a check will be issued to the Contractor
FINAL PAYMENT - LIEN RELEASE The final payment request of any 1-year term of the contract
shall include a signed lien release on the form provided, for all work performed pursuant to
the contract.

LEGAL CONTRACT A submitted bid constitutes a legal offer, and any bid, when accepted by the
City, shall constitute an enforceable contract.
The contract resulting from this solicitation shall include the following documents:
Solicitation, including these Instructions and the Contract, as amended (if applicable);
and
Successful bid (including required certifications), to the extent the bid does not conflict
with the scope/specifications or anything in the Solicitation
Collectively, the documents comprising the contract shall be referred to as the "Contract
Documents".
EMPLOYMENT RELATIONSHIP The contract does not create an employment relationship.
Individuals performing services required by this Contract are not employees of the City of
Miami. The Contractor's employees shall not be considered employees of the City of Miami for
any purpose, and accordingly shall not be eligible for rights or benefits accruing to City
employees; nor shall the City be responsible with respect to Contractor or Contractor's
employees for any Workers' Compensation benefits or other benefits required under
state or federal law.

SCOPE, SPECIFICATIONS, AND REQUIREMENTS
The purpose of this Solicitation to receive sealed bids to enter into a contract for:
ON-CALL, AS-NEEDED, HVAC SERVICE
FOR THE CITY OF MIAMI AND AFFILIATES
Project specifics: The City is seeking sealed bids for Non-exclusive, as-needed HVAC service to all facilities
owned or within the control of the City of Miami and any of its affiliated entities, including but not limited
to the Miami Special Utility Authority.
Bids should be stated in terms of hourly billing rates beginning at the work site, not including breaks,
lunch, time away from the work site except for pickup and delivery of material, and shall end when
leaving the worksite. This rate shall be for the HVAC contractor, his apprentice (if needed) and
journeyman (if needed). Contractor shall supply an employee steam certified by the State of Oklahoma
Department of Labor. Billing rate shall include tools, transportation, and minor material such as tape,
glue, cleaner, wire, nuts etc. The City of Miami shall supply all major materials; the contractor will be
responsible for the pickup and delivery of material. Contractor must provide equipment use cost in line
item of invoice.
All positions must be licensed as required by the State of Oklahoma and registered with the City of Miami.
Contractor shall be responsible for obtaining any required permits. City will waive permit fees as necessary
for each work order. Successful contractor must be available with a 48-hour response time for all
emergency calls, including after-hours calls. Non-emergency calls shall require no more than a 5-day
response time. All work shall be completed in a timely manner.
Scope of Work
Contractor shall provide all labor necessary to inspect, service, repair, maintain, and/or install
boiler systems and associated components, including but not limited to burners, heat
exchangers, circulator pumps, expansion tanks, controls, valves, piping, and venting systems.
Work shall be performed in accordance with manufacturer specifications, applicable codes, and
industry standards.
Labor Only Agreement
This agreement covers labor only. All materials, parts, and equipment shall be supplied by the
Owner unless otherwise agreed in writing. Contractor shall not be responsible for delays or
deficiencies caused by Owner-supplied materials.

Preventive Maintenance (optional section)
Contractor shall perform scheduled boiler maintenance including cleaning, combustion analysis,
safety control testing, inspection of pressure relief devices, and verification of proper system
operation. Glycol chiller system, level testing. Frequency: ___ (e.g., quarterly, semi-annual,
annual).

CONTRACT
ANNUAL ON-CALL, AS-NEEDED, HVAC SERVICE (C26-33)
This Contract is made this ____ day of _______________, 2026, by and between the City of Miami
("CITY"), a municipal corporation, and the Miami Special Utility Authority, a public trust, located in the
County of Ottawa, State of Oklahoma, and _________________________________________________
("CONTRACTOR"). For and in consideration of the following covenants and agreements made herein, the
parties agree as follows:
TERMS AND CONDITIONS
1. Contract Term. Unless terminated pursuant to Paragraph 2 below, this Contract shall run from the date
stated above and continue until June 30, 2027. The CITY, in its sole discretion and at its sole election, may
offer the CONTRACTOR an opportunity to renew this Contract for an additional three (3) one (1) -year
terms. CONTRACTOR understands and acknowledges that any future contracts or renewals are neither
automatic nor implied by this Contract, and that utilization of the services contemplated by the Contract is
conditioned upon annual appropriation of funds sufficient to meet the CITY's need for such services, not to
exceed a 3% increase per annual year.
2. Termination Prior to End of Contract Term. Either party may terminate this agreement for any reason
upon thirty (30) days' written notice of termination, calculated from the date of receipt by the non-initiating
party. Email constitutes one, but not the only, acceptable form of written notice. A party may terminate
this agreement for default of the other party, if such other party has not cured the default thirty (30) days
after receiving a written notice of conditional termination. The notice of conditional termination shall
specify the reasons why the initiating party believes the other party to be in default and the steps the
defaulting party can take, if any, to cure the default.
3. Insurance and Indemnity. The CONTRACTOR shall maintain one or more liability insurance policies naming
the City of Miami, Oklahoma, as an additional insured and certificate holder and having general liability limits of
no less than One Million Dollars ($1,000,000.00) per occurrence, and shall provide a written certificate of such
policy/ies within ten (10) days of the date of execution of this Contract and on an ongoing basis in a form
reasonably acceptable to the CITY. Unless exempt by law, as evidenced by sworn affidavit of such status, the
CONTRACTOR shall further maintain such Worker's Compensation insurance as is required by law and shall
provide a written certificate of such policy/ies in the same manner as required with respect to liability
insurance. CONTRACTOR agrees to indemnify and hold CITY harmless against any and all claims, demands,
damages, costs and expenses, including reasonable attorney's fees for the defense thereof, arising from
the conduct or management of CONTRACTOR's business or from any breach on the part of CONTRACTOR
of any condition of this Contract, or from any act of negligence of CONTRACTOR, its agents, or employees
arising from or in any way associated with performance of this contract.

4. General Provisions. The following general provisions shall apply to this Contract:
a. Entire Agreement. Each party acknowledges that this Contract, together with the other
Contract Documents (the solicitation packet and the CONTRACTOR's response thereto), constitutes the
complete and exhaustive statement of the agreement between the Parties, which supersedes and merges
into itself all prior proposals, understandings, and all other agreements, whether oral or written, between
the parties relating to the subject matter of this Contract. In deciding to execute this Contract, neither of
the parties is relying on any promises, representations, or statements not expressly set forth in the Contract
Documents.
b. Notices. Any notice, demand, or other communication given or required under this
Contract shall be in writing and shall be either hand delivered, emailed to that last known email address of
the intended recipient, or mailed by certified mail, postage prepaid, to the last known address of the
intended recipient.
c. Assignment. This Contract shall not be assignable by any party without the prior written
consent of the other parties hereto, except as otherwise permitted or required by applicable law.
d. Binding Effect. The terms and conditions of this Contract shall be binding upon, and extend
to the benefit of, the heirs, successors, assigns, representatives, or agents of the parties hereto.
e. Modification. No party may modify, alter, or otherwise change this Contract except by
written instrument executed by each of the parties or their duly authorized representatives.
f. Applicable Law; Jurisdiction. This Contract shall be governed by and construed in
accordance with the laws of the State of Oklahoma, and the parties agree and consent that the venue for
resolution of any dispute or action between or among the parties, or any of them, over the terms of this
Contract or for its enforcement or for damages for its breach, shall lie in Ottawa County, Oklahoma, and
the parties hereby acknowledge that the District Court of such County has jurisdiction over the parties and
the subject matter of any such dispute or action.
g. Waiver. No waiver of any of the provisions of this Contract shall constitute or be deemed
to constitute a waiver of any other provision hereof, nor shall such waiver constitute a continuing waiver
unless otherwise expressly provided.
h. Severability. In the event of any provision of this Contract is invalid or unenforceable under
any applicable laws, orders and/or regulations, this Contract shall be considered divisible as to such
provision, but the remainder of this Contract shall be valid and binding as though such provision were not
included therein, and the parties shall engage in good faith negotiations to amend this Contract to comply
with the requirements of applicable laws, orders, and/or regulations.
i. Multiple Counterparts. This Contract may be executed in one or more counterparts each
of which shall be deemed an original, but all of which together shall constitute one and the same
instrument.

j. Paragraph Headings. The headings of the Paragraphs herein are inserted for convenience
and reference only and are not intended to be a part of or to affect the meaning of interpretation of this
Contract.
k. Survival. All provisions of this Contract that, by their ordinary sense and context, are
intended to survive its termination or expiration, including but not limited to any provision regarding
enforcement of this Contract or remedies with respect to its breach, shall so survive.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed, effective
the day and year first above written.
_______________________________________ ______________________________________
City of Miami Date Contractor Date
Bless Parker, Mayor
Title: __________________________________
Attest:
_________________________________________
Melissa Moore, City Clerk
__________________________________________
MSUA Date
Bless Parker, Chairman
Attest:
__________________________________________
Melissa Moore, City Clerk