33-26 City of Valdosta HVAC Services Contract

INVITATION TO BID

PURCHASING DEPARTMENT
P.O. BOX 1125
216 E. CENTRAL AVENUE
SECOND FLOOR
VALDOSTA, GEORGIA 31601
BID # 33-26

FOR: City of Valdosta HVAC Services Contract

BID OPENING DATE: 05/06/2026

TIME: _10:00A.M. EST

PURCHASING DEPARTMENT
Teresa Davis GCPM,GCPCA
(229) 259-3521

NOTICE TO DEALERS/VENDORS

Any prices bid by dealer/vendor on any items offered to the City of Valdosta shall be the
price effective at the date of delivery.

No delivery date of "ASAP" (As Soon As Possible) shall be considered acceptable on items
that have a maximum delivery date listed in the specifications.

The City of Valdosta reserves the right to accept alternate bids on any or all items where
maximum delivery date, as listed in the specifications, is not met by dealer/vendor.

Signature below of authorized agent for dealer/vendor shall constitute recognition and
acceptance of all conditions of the sale as listed above.

All shipping is to be FOB Valdosta, GA 31601 and included in total price unless otherwise
stated in the bid document.

Please be aware that private and public mail carriers are not always reliable on next-day
delivery in our area. Please assure your response is sent in plenty of time to reach us. As
you know, late responses are not acceptable. If you utilize the US Postal Service and mail
your response to the physical address, the chances are high it will be diverted to our post
office box so allow extra time for delivery. Private carries will deliver to the physical
address but include "Purchasing, 24 Floor" in your delivery address and be aware that
although you pay overnight fees, overnight delivery is not always successful although you
are told the delivery time will be met.

Dealer/Vendor

Authorized Agent

GENERAL SPECIFICATIONS

It is the intent of these specifications to furnish the City of Valdosta with the following
requisitioned equipment, according to the attached. It is clearly understood that the following are
minimum specifications and are made in order to show the exact quality through specifications of
the equipment proposed.

The City of Valdosta reserves the right to accept any or all bids or to choose the bid considered to
be in their best interest.

The final decision of purchase will be made upon the award of the City of Valdosta Mayor and
Council if the item or items total are greater than $25,000.

Cooperative Procurement

By signing this bid package, Vendor agrees it will permit piggyback purchases to this
bid/contract for other government entities where governmental discounts apply such as city,
county, local authorities, agencies, non-profits, boards of education, or other governmental
agencies not listed offering the same prices, terms, and conditions offered to the City of
Valdosta. Piggybacking shall only be available where competition was used to secure the
contract and only for a period of 12-months following award date, or during renewals or
extension periods of the contract. Also, the piggybacking will only be for the item(s) in the
original bid/quote as they are specified with the exception of very minor changes. Changes such
as engine size, pump size, different body style, etc. will not be allowed. This provision shall not
apply to any contract where otherwise prohibited or mandated by state law.

NO BID WILL BE CONSIDERED IF RECEIVED AFTER THE DATE AND TIME
SPECIFIED.

Be sure to put the Bid Number on the outside of your
return envelope.

INSTRUCTIONS TO BIDDERS

Proposals must be made upon the form of the proposal attached hereto. They must be enclosed in
a sealed plain envelope, with the bid number written on the outside of envelope or sealed box
and endorsed with the title of the proposal including bid number and must be filed with the
Purchasing Agent of the City of Valdosta, located at 216 E. Central Ave 2nd floor. In the event you
choose to mail your proposal, it should be mailed to Teresa Davis, P.A., P.O. Box 1125, Valdosta,
Ga. 31603. Failure to follow these instructions will result in an automatic disqualification.

No bidder will be allowed to withdraw his proposal for any reason whatsoever after the
bids have been opened.

The specifications represent the minimum general size, weight, capacity, and performance
characteristics desired in the equipment to be purchased. These requirements are not
intended to prevent obtaining fair prices or to eliminate competition, but to insure, if
possible, that all bids submitted shall not be subject to correction or alteration after the bid
has been filed, opened, and publicly read. In view of an unusual wide disparity in details
of design and manufacture, complete descriptive literature and manufacturer's
specifications must be submitted on each type of equipment offered. The City of Valdosta
reserves the right to evaluate any or all bids, particularly where there is a range in
specifications. Special consideration will be given to the ready availability of repair parts
and service.

Federal or State taxes are not applicable to Georgia Municipalities under the United States
Code Title 26 and Georgia Exemption Certificate Number 3-465-686-300-1.

It is expressly understood by the bidder that written notice of the award or purchase order
by the City of Valdosta will constitute an agreement and consummate the transaction and
will serve together with the proposal, the advertisement, these instructions, and the detailed
specifications, as the entire form of contract between the parties.

The bidder agrees that the City of Valdosta reserves the right to reject any or all proposals,
or to accept the part of the bid considered to be in the best interest of the City.

Specifications referred to minimum, therefore unless otherwise indicated by the bidder, the
city will assume proposals meet or exceed all specifications.

The names of a certain brand, make or definite specifications are to demote quality standard
of the article desired, but do not restrict bidders to be specific brand, make or manufacturer
named; it is to set forth and convey to prospective bidders the general style, type, character
and quality of the article desired.

The award of the contract will be made to the lowest responsible bidder taking into consideration
quality performance and the time specified in the proposals for the performance of the contract.
The City of Valdosta reserves the right to reject all bids as appears in its own best interest and to
waive technicalities. In cases of a tie, the bid in the best interest of the city will be awarded.

NON-COLLUSION AFFIDAVIT
The following affidavit is to accompany the bid:
STATE OF

COUNTY OF

Owner, Partner or Officer of Firm

Company Name, Address, City and State

Being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the
bidder to submit the attached bid. Affiant further states as bidder, that they have not been a party
to any collusion among bidders in restraint of competition by agreement to bid at a fixed price or
to refrain from bidding. Affiant also states as bidder, that they have not been a party to any
collusion with any officer of the City of Valdosta or any of their employees as to quantity, quality
or price in the prospective contract; and that discussions have not taken place between bidders and
any office of the City of Valdosta or any of their employees concerning exchange of money or
other things of value for special consideration in submitting a sealed bid for:

Firm Name

Signature

Title

Subscribed and sworn to before me this day of + 20.

Notary Public

VALD A

its

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Contract No. and Name:

Contractor's Name:

City of Valdosta Georgia
Contractor Affidavit

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. 13-
10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of
Valdosta, Georgia has registered with and is participating in a federal work authorization program*, in
accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in
connection with the physical performance of services pursuant to this contract with the City of Valdosta,
Georgia, the Contractor will secure from subcontractor(s) similar verification of compliance with O.C.G.A.
13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form.
Contractor further agrees to maintain records of such compliance and provide a copy of each such
verification to the City of Valdosta Georgia at the time the subcontractor(s) is retained to perform such
service.

EEV / E-Verify TM User Identification Number Date of Authorization

BY: Authorized Officer or Agent Date
(Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE

DAY OF 2025

[NOTARY SEAL]

Notary Public

My Commission Expires:

* of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent
federal work authorization program operated by the United Sates Department of Homeland Security to verify information of newly hired employees,
pursuant to the Immigration Reform and Contract Act of 1986 (IRCA), P. L. 99-603

HVAC Services Contract Agreement

It is the intent of these specifications to furnish the City of Valdosta with Air Conditioning and Heating
Repair Service (HVAC) for all City Owned Properties. These are minimum specifications, and the
successful contractor should be able to meet the minimum requirements below. Any deviations should be
submitted with this bid package on your company letterhead referring to the section and subsection
where the deviation exists.

1.0

11

1.2

1.3

1.4

General Conditions

The total spend for the past 12 month period is approximately $60,000 with half being for
replacement equipment. The majority of the City units are Trane and we would like to
standardize unless permission is granted to vary. This contract does not include the tower
units located at the City Hall Annex, Crime Lab, or any other similar sized units. However
we will be awarding to multiple vendors so if you are interested in being part of the bid for
chillers please submit a separate proposal for that.

Term of Contract

The contract will begin on July 1, 2026 and expire June 30, 2027.

Option to Renew

The City reserves the right to extend the contract for an additional (4) , (1) one year periods
if both parties are in agreement and if price changes are agreed upon.

Termination

The City reserves the right to cancel this agreement with (30) Thirty-day written notice for
any reason deemed necessary by the City.

Method of Ordering

Individuals specifically authorized by the City of Valdosta will place verbal orders
directly to the contractor. A verbal purchase order, staff name, or city credit card number
will be given for each project. This must appear on the invoice as well as where the work
was performed and a brief description of what was actually done. The City prefers to pay
with a City procurement card.

Invoicing

Invoices shall be mailed to City of Valdosta, Accounting Dept., P.O. Box 1125, Valdosta,
GA 31603 or email to cgallagher@valdostacity.com The following must appear on each
invoice:

1.6

1.8

1.9

City purchase order number, credit card number, or staff name
Items listed individually with part numbers

Unit, extended and total price

Location where work is performed.

Invoice number and date

Copy of work order with authorized signature of City personnel

Delivery

All parts and labor will be quoted FOB various City locations, unloaded and installed.
Travel time will for contractor's personnel will not be included as part of this contract.
No fuel surcharges will be accepted.

Repair and Replacement Parts

Repair or replacement parts for existing equipment may be accomplished by the
contractor using other than original equipment manufacturers (OEM) parts. However, all
parts or equipment furnished must be equal or exceed that of the original equipment
manufacturer. Complete unit replacement cost are to be consistent through the contract
term with no seasonal price adjustments. Pricing shall be provided before a change out
occurs.

Contractors Performance

Contractors shall furnish necessary labor, tools, equipment and supplies to perform the
required services at the City facilities. The City's authorized representative will decide on
all questions which may arise as to the quality and acceptability of any work performed
under this contract. If, in the opinion of the City's authorized representative, performance
becomes unacceptable, the City shall notify the contractor.

The contractor will have (1) one day from that time to correct any specific instances of
unsatisfactory performance. In the event the unsatisfactory performance is not corrected
within the specified period, the City shall have the immediate right to complete the work
to its satisfaction and shall deduct the cost to cover from any balances due or to become
due the contractor. Repeated incidents of unsatisfactory performance may result in
cancellation of the agreement for default.

Insurance

Contractor, performing as an independent contractor, shall be fully responsible for
providing Workers Compensation, Commercial General Liability and Automotive Liability
coverage as follows:

A) Workers' Compensation Statutory

B) Employer's Liability $100,000 (each accident)

Cc) Commercial General Liability in the amount of $500,000
Contractors will hold the City harmless in the event of any accident unless the City
has been proven to be at fault.

1.10 Access to Work Area

1.12

1.13

L.1S

1.16

1.17

City personnel will identify project areas, storage areas and parking to be utilized by the
contractor,

Suspension of Work

The City reserves the right to suspend work wholly or in part if deemed necessary for the
best interest of the City. This suspension will be without compensation to the contractor
other than to adjust the contract completion or delivery requirements.

Equipment Safety

The contractor shall be responsible for providing and for the placement of barricades,
tarps, plastic, flag tape and other safety/traffic control equipment required to protect its
employees, the public, surrounding areas, equipment, vehicles and City personnel. The
safety of everyone is a primary concern of the City. Any company that has a history or a
high incidence of accidents may be disqualified if deemed necessary by the City.

Workmanship

Where not more specifically described in any or the various sections of these
specifications, workmanship shall conform to all of the methods of operations of best
standards and accepted practices of the trade and shall include all fabrication, construction
or completion. All work shall be performed by personnel skilled in their respective lines
of work and be certified or licensed as required by National, State of Local law.

Cleaning

The contractor shall keep the premises clean of all rubbish and debris generated by the
work involved and shall leave the premises neat and clean. All surplus materials, rubbish
and debris shall be disposed of by the contractor and at the contractor's expense.

The work area shall be cleaned at the end of each workday unless prior approval has been
granted by the City. The City shall not be responsible for theft or damage to the contractor's
property. In the event that a project cannot be finished by the end of the workday, the
contractor shall secure the area in a way that is safe to the public and City personnel.

Hours of Work

All work under this contract will be coordinated with City personnel.

Security

The City does not assume responsibility, at any time, for the protection of or loss of
materials from the time the contractor operations have commenced until the final
acceptance of the work is acknowledged by the City.

Final Inspection and Acceptance

The contractor will request a City designee to conduct a site inspection after the project
is complete. The designee will prepare a punch list if needed during the inspection and
will forward a copy to the contractor.

After the punch list items are corrected, the contractor will request a final inspection. Final
project approval is contingent on the final inspection and written approval by the City. This
shall include a City of Valdosta employee's signature on a valid work order.

1.18 Property Damage

Contractor agrees to repair at contractor's expense any damage that was caused to City
owned property by contractor.

1.19 Scope

Contractor shall be open to possible maintenance agreements on certain buildings which
will be discussed.

The list of properties is as follows but is not limited to just these properties:

City Hall-216 E. Central Ave.

City Hall Annex-300 N. Lee St.

Customer Service Building-102 N. Lee St.

Central Warehouse-1022 Mrytle St.

Craigs Center -1104 West Gordon St.

Department of Labor -221 S. Ashley St.

Valdosta Police Department and Crime Lab-500 N. Toombs St./1708 N. Ashley
St.

8. Classroom- Police Firing Range-3365 Val Tech Rd.
9. Engineering Sign Shop-300 N. Lee St.

10. Guest Road Water Plant-3863 Guest Rd.

11. JC Shack-2306 JC Shack Rd.

12. Mud Creek WWTP- 1638 New Statenville Hwy.
13. Municipal Court Building -100 S. Oak St.

14. Premise Health-407 Alden Ave.

15. Withlacoochee WWTP-3352 Wetherington Ln.

16. Women's Building-1409 N. Patterson St.

17. Vehicle Maintenance Center-1015 Myrtle St.

18. Public Works and Water and Sewer Offices-1017 Myrtle St.
19. Utilities -1016 Myrtle St.

20. Sunset Hill Cemetery-1100 N. Oak St.

21. Fire Stations

#1- 106 S. Oak St.

#2- East Park Ave.

#3- Ulmer Ave.

#4- Gornto Rd.

#5- N. Oak St.

#6- Enterprise Dr.

#7- Valdosta Regional Airport

#8- 4434 Forrest Street Ext.

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*And any additional Buildings the City may inquire during the contract term.