DIRECT CAPTURE VEHICLE EXHAUST REMOVAL SYSTEMS FOR CITY OF LIMA FIRE DEPARTMENT

LEGAL NOTICE TO BIDDERS

Sealed bids will be received by the Auditor, through the Purchasing Department of the
City of Lima, Ohio, in the Municipal Center, 50 Town Square, Lima, Ohio, until 10:00
o'clock A.M., Lima Time, on Wednesday, June 10, 2026 for:

DIRECT CAPTURE VEHICLE EXHAUST REMOVAL SYSTEMS
FOR THE CITY OF LIMA FIRE DEPARTMENT

Bidders can find bid specifications on the City's web site at www.cityhalldlimaohio.gov by
clicking on the Purchasing page under the Auditors Department.

TWO PUBLICATIONS:
May 27, 2026

June 3, 2026

Request for Proposal (RFP)
Direct-Capture Vehicle Exhaust Removal System

City of Lima - Lima Fire Department

Release Date: May 4, 2026
Contact: Deputy Chief Lee Short
Email: lee.short@limaohio.gov
Phone: 419-221-5157

1. General Information

Issuing Agency: City of Lima, Ohio - Fire Department
RFP Title: Direct-Capture Vehicle Exhaust Removal Systems
Proposal Due Date and Time: June 10, 2026 10:00am

Late proposals will not be accepted.
2. Introduction & Purpose

The Lima Fire Department is soliciting proposals from qualified vendors to furnish
and install direct-capture vehicle exhaust removal systems at three (3) fire stations.

Direct-capture systems are defined as systems that connect directly to the vehicle
exhaust tailpipe and remove exhaust emissions at the source, utilizing automatic
disconnect technology.

Station-Specific Requirements

The following station-specific requirements shall be incorporated into all proposals.
Vendors shall account for system quantities, design considerations, installation
scope, and all associated costs for each location. Cost proposals shall clearly identify
pricing by station and by system.

Central Fire Station

433 S. Main Street

Lima, OH 45804

Required Systems: Nine (9) vehicles

Fire Station 2

700 E. Third Street

Lima, OH 45804

Required Systems: Two (2) vehicles

Fire Station 3

1199 N. West Street

Lima, OH 45801

Required Systems: Two (2) vehicles

3. Background

The Lima Fire Department operates multiple frontline and support apparatus from
three stations. These facilities currently lack permanent exhaust removal systems.

Diesel exhaust is a known carcinogen, and the Department is committed to reducing
occupational exposure by implementing a proven source-capture exhaust removal
solution.

4. Project Goals & Objectives

- Reduce firefighter exposure to diesel exhaust emissions.

- Install direct-capture exhaust removal systems in each station.

- Ensure compliance with NFPA 1500, NFPA 1901, OSHA, and EPA standards.

- Provide systems that are reliable, easy to operate, and adaptable to current and
future apparatus.

5. Scope of Work

The selected vendor shall:

- Conduct site assessments at all three fire stations.

- Design and install complete direct-capture exhaust removal systems.

- Provide exhaust hoses, nozzles, automatic disconnects, fans, controls, and
ductwork.

- Include all required electrical and mounting infrastructure.

- Test and commission all systems upon completion.

- Provide training for department personnel.

- Provide warranty and service documentation.

6. Proposal Requirements

Proposals must include:

1. Vendor qualifications and experience.

2. Detailed system description and technical specifications.
3. Statement of compliance with applicable standards.

4. Cost proposal broken down by station.

5. Project schedule.

6. Warranty and service options.

7. At least three references for similar projects.

7. Evaluation Criteria

Proposals will be evaluated based on:

- Compliance with this RFP.

- Effectiveness and reliability of the proposed system.
- Compliance with safety standards.

- Total cost and long-term value.

- Vendor experience and references.

- Warranty and service support.

8. Project Timeline

- RFP Release Date: May 4, 2026

- Deadline for Questions: June 8, 2026 10:00am
- Proposal Due Date: June 10, 2026 10:00am

- Anticipated Award Date: June 22, 2026

- Target Completion Date: October 30, 2026

9. Submission Instructions

Proposals shall be submitted by the deadline via:

Sealed Hard Copy to: City of Lima Auditor's Office
Attn: Purchasing Department
50 Town Square

Lima OH 45801

Marked: "Proposal - Direct-Capture Exhaust Removal System - Lima Fire
Department"

10. Terms & Conditions

- The City of Lima reserves the right to accept or reject any or all proposals.
- Award is not based solely on lowest price.

- Vendors are responsible for all proposal preparation costs.

- Award is contingent upon funding and City approval.

"The City of Lima will consider all bid/RFP submissions to be public records, subject
to disclosure under Ohio's Public Records laws. If any vendor believes any part of
its submission is confidential or otherwise not covered under the public records
laws, the vendor must also submit a redacted electronic version of its submission in
pdf format only. Failure to submit a redacted version will be considered to mean
the Vendor acquiesces in the city's determination that the submission is a public
record."

(This Affidavit must be executed for the bid to be considered)
NON-COLLUSION AFFIDAVIT
State of -____)
County of | --_________)

being first duty sworn, deposes and says that he is

{sole owner, a partner, president, secretary, etc.)

of . the party making the foregoing proposal or bid;

that such bid is genuine and not collusive or sham; that said bidder is not financially interested in, or otherwise affiliated in a
business way with any other bidder on the same contract; that said bidder has not colluded, conspired, connived, or agreed,
directly or indirectly, with any bidder or person, to put in a sham bid, or that such other person shall refrain from bidding, and has
not in any manner, directly or indirectly sought by agreement or collusion, or communication or conference, with any person, to
fix the bid price of affiant or any other bidder, or to fix any overhead profit or cost element of said bid price, or of that of any
other bidder, or to secure any advantage against the City of Lima or any person or persons interested in the proposed contract; and
that all statements contained in said proposal or bid are true; and further, that such bidder has not, directly or indirectly submitted

this bid, or the contents thereof or divulged information or data relative thereto to any association or to any member or agent

thereof.
Affiant
Sworn to an subscribed before me this day of 220
(SEAL)
Notary Public in and for
My commission expires: County

State
20

CITY OF LIMA, OHIO
INCOME TAX DEPARTMENT
LIMA MUNICIPAL CENTER

50 TOWN SQUARE (R) P.O. BOX 155 (C) LIMA, OHIO 45802 (C) TELEPHONE 419-221-5245

TO: BIDDERS ON CITY OF LIMA CONTRACTS

FROM: LIMA CITY INCOME TAX DEPARTMENT

RE: TAX REQUIREMENTS

The Lima City Income Tax Ordinance, Section 880.06 requires that if your company is awarded a
contract with the City of Lima you will be required to withhold municipal tax at the rate of one
and one-half percent (1.5%) on all employees working within the city limits.

Therefore, as part of the paperwork requited to submit a bid to the City of Lima, it will be
necessary to complete the information below.

This information will allow our department to provide your company with the proper forms at the
appropriate time should you be awarded the contract.

The withholding requirement applies to all companies and their sub-contractors which provide
services to the City of Lima.

If you have any questions regarding this requirement please contact our office at (419) 221-5245.

TELEPHONE

SOCIAL SECURITY # OR FEDERAL ID#

DUNS # __ = cz

E-MAIL ADDRESS : 7

BID SUBMITTED FOR.

EXHIBIT "A"

INSTRUCTIONS FOR COMPLETING AFFIDAVIT: This affidavit must be completed in
front of a notary public. Please check the applicable provisions(s) that apply to you, the
Vendor. If the first provision is completed, it is assumed that the second and third
provisions do not apply to you, the Vendor. This affidavit is to be submitted with the bid.

State of , County of , SS:
I, , being first duly sworn, state that | am
of :
(Position) ({Bidder's Name)

| further state as follows:

(41) 'That, ,
(Bidder's Name)

is not as of this day, to the best of the vendor's knowledge and belief, delinquent in the

payment of Federal, State of Local taxes, worker's compensation insurance premiums,

unemployment compensation contributions, or penalties or interest on any of these

taxes, premiums or. contributions, child support, court costs, or any other obligation

owed to a Federal or State agency or political subdivision.

(2) That, ; :
(Bidder's Name)
nor any of its assignees, to the best of the vendor's knowledge and belief, is delinquent
as of this day in the payment of Federal, State or Local taxes, worker's compensation
insurance premiums, unemployment compensation contributions, or penalties or
interest on any of these taxes, premiums or contributions, child support, court costs, or
any other obligation owed to a Federal or State agency or political subdivision. The
amount of $ is the total amount owed by the Vendor for delinquent
payments, including all penalties and interest.

(3) That, '
(Bidder's Name)

has filed an administrative or court appeal, or has entered into a written repayment

agreement with the creditor or federal or state agency or political subdivision and the

payments have been timely made in accordance with such agreement.

(Name)
Sworn to before me this day of , 20

(Seal) (Notary Public)

Law Dept. 11/30/00