2026 Hazelwood City Hall Rooftop Unit Replacement Project

SPECIFICATIONS and BID DOCUMENTS
for the
2026 HAZELWOOD CITY HALL ROOFTOP UNIT
REPLACEMENT PROJECT
City of Hazelwood
415 Elm Grove Lane
Hazelwood, MO 63042
Matthew Robinson, Mayor
James Hudanick, Interim City Manager
Bid Opening: Thursday, July 23, 2026
9:00 a.m.

TABLE OF CONTENTS
Page
Request for Bid 1
Scope 2
Instructions to Bidders 3-4
Specifications 5-18
Bid Forms 19-20
2026 Hazelwood City Hall Rooftop Unit Replacement Project Contract 21-23
Affidavit of Compliance 24-25
Non-Collusion Affidavit 26

REQUEST FOR BID
Bids for the 2026 HAZELWOOD CITY HALL ROOFTOP UNIT REPLACEMENT PROJECT
will be received by the City of Hazelwood until 9:00 a.m. on Thursday, July 23, 2026 at City
Hall located at 415 Elm Grove Lane, Hazelwood, Missouri 63042 and will be thereafter publicly
opened and read.
Bid packages are available online at www.hazelwoodmo.org. Please direct any inquiries to Nikki
Miller, Public Works Coordinator, at mmmiller@hazelwoodmo.org or (314) 513-5031.
The City of Hazelwood reserves the right to reject any and all bids, to waive any informalities
and to accept the bid that is most advantageous, beneficial or expeditious to the City of
Hazelwood. No bid may be withdrawn for a period of ninety (90) days after bid opening. Bids
may be corrected for clerical or typographical errors at the discretion of the City of Hazelwood,
but not because of an error in judgment.
The Bid Documents must be returned in duplicate in a sealed envelope marked "2026
Hazelwood City Hall Rooftop Unit Replacement Project".
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SCOPE
The scope of this project is to remove and replace the existing engineered air 35-ton cooling only
rooftop unit for Hazelwood City Hall located at 415 Elm Grove Lane, Hazelwood, MO 63042.
Unless otherwise specifically stated in the Contract documents and technical specifications, the
Contractor shall provide and pay for all bonds, insurance, permits, inspections, licenses,
materials, labor, tools, equipment, light, power, water, heat, transportation, testing, supervision,
utility connection fees and other facilities necessary for the execution and completion of work. If
the Contractor, in the course of work, finds any discrepancy between the specifications and
physical conditions of the locality, or any error or omission in the specifications, shall
immediately inform the Public Works Coordinator, in writing, and the Public Works Coordinator
shall promptly verify the same.
The Contractor shall deliver all improvements embraced in this Contract, complete in every
respect, within the specified time.
The Contractor shall at all times carry on the work in such a manner as to minimize the
interference with traffic, utility and municipal services, and adjoining property owners', egress,
ingress and use of their property.
The work shall be carried out in such a manner that all physical structures and natural features
are restored to at least as good of condition as they were in before the work was done. It is
understood that where specifications apply, their provisions shall determine the character and
manner of restoration of existing structures and features.
The Contractor shall repair any damage, outside of the scope of work, done to private or public
property to the satisfaction of the Owner of said property and the Contractor thereof shall absorb
the cost.
The term of this contract shall commence after written notice to proceed and terminate 14
working days after notice to proceed. Anticipated start date shall be August 24, 2026,
pending lead time for materials.
Questions concerning this project shall be directed to Nikki Miller, Public Works Coordinator, at
mmmiller@hazelwoodmo.org or (314) 513-5031.
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INSTRUCTION TO BIDDERS
1. The City of Hazelwood (CITY) will receive bids from qualified contractors (BIDDERS) for
the 2026 HAZELWOOD CITY HALL ROOFTOP UNIT REPLACEMENT PROJECT.
Sealed bids will be accepted until 9:00 a.m., Thursday, July 23, 2026.
2. BIDDERS shall submit their bids on the included "BID FORM" and shall fill in all spaces
requiring unit prices. Failure to do so may disqualify the bid. Bids are to be sent in a sealed,
opaque envelope clearly marked "2026 Hazelwood City Hall Rooftop Unit Replacement
Project".
3. BIDDERS shall identify the items that will be furnished by brand or manufacturer's name
and catalog numbers. BIDDERS shall also furnish specifications and descriptive literature.
4. BIDDERS shall exclude Federal Excise Tax and/or Sales and use taxes in their bid prices, as
the City is exempt from these taxes by law. Federal tax exemption certificates will be
furnished if required. BIDDERS are to exclude sales tax from vendors and material suppliers
in their bid prices. The City will provide the Missouri Project Exemption Certificate
authorizing purchasing tax exempt project construction materials.
5. The delivery date(s), or when work will start, shall be stated in definite terms, as they will be
taken into consideration in making the award.
6. For all projects $75,000 and over, the proposal for this Contract shall be based upon the
required payment by the Contractor of prevailing hourly rate of wages for each craft or type
of workman required to execute the Contract as determined by the Department of Labor and
Industrial Relations of Missouri.
7. BIDDERS shall include with their bids a signed and notarized NON-COLLUSION
AFFIDAVIT, which is part of the bid packet.
8. BIDDERS shall include with their bids a BID BOND, CASHIERS CHECK or MONEY
ORDER in the amount of 5% of the total bid.
9. BIDDERS shall include with their bid a CERTIFICATE OF INSURANCE as outlined in the
specifications.
10. All changes in specifications, as herein set forth, will be by written addendum only. No oral
changes are authorized, and any such communications shall be acted upon at the sole risk and
responsibility of the BIDDER.
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11. BIDDERS will acknowledge receipt of any and all addendum on "BID FORM".
12. Bids may be withdrawn prior to bid opening, but once opened, bids are to be binding for
ninety (90) days following bid opening.
13. BIDDERS shall tour and become familiar with the CITY as it pertains to this bid and shall
thoroughly understand the "SPECIFICATIONS", "BID FORM" and "CONTRACT" prior to
the submitting of bids.
14. BIDDERS shall submit their bids in duplicate.
15. Any questions or clarifications pertaining to this proposal should be directed to Nikki Miller,
Public Works Coordinator, at mmmiller@hazelwoodmo.org or (314) 513-5031 prior to the
submitting of bids.
16. BIDDER shall include with their bids on a separate sheet titled "REFERENCES" a list of all
municipalities with contact name and phone numbers for similar work in St. Louis County.
If none exist, the bidder must provide at least three (3) references with contact names and
phone numbers from the closest municipalities served.
17. The CITY reserves the right to waive any informality in the bidding procedure and the right
to refuse any and all bids tendered.
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SPECIFICATIONS
BIDDERS shall provide all necessary equipment, materials and labor to execute work on all
required areas of the 2026 HAZELWOOD CITY HALL ROOFTOP UNIT REPLACEMENT
PROJECT in accordance with any federal, state, county or local laws and ordinances within the
City of Hazelwood corporate limits.
1. The Contractor shall ensure compliance with all applicable codes and obtain all necessary
permits and inspections with the City of Hazelwood and St. Louis County.
2. The Contractor shall recover Freon per EPA code from the existing unit.
3. The Contractor shall disconnect the existing rooftop unit and remove from the roof.
4. The Contractor shall install a new Engineered Air 35-ton cooling only rooftop unit, or
equivalent. The Contractor shall ensure the new unit is configured to sit on the existing curb
and matches existing duct openings and electrical penetrations. The Contractor shall ensure
the new unit meets or exceeds Department of Energy energy-efficiency standards.
5. The Contractor shall ensure the new unit is a 208-230 volt insulated unit with hinged access
doors, two inch filters, stainless steel drain pan, supply and return fan motor internal
isolation, grease lines, BACnet system, supply and return blower with variable frequency
drives, four independent refrigeration circuits, hot gas bypass on lead compressor,
thermostatic expansion valves, and a full evaporator coil.
6. The Contractor shall hook back into the existing supply and return ducts.
7. The Contractor shall extend existing line, low voltage, and control wires.
8. The Contractor shall install a new condensate drain.
9. The Contractor shall remove and dispose of the old rooftop unit from the site.
10. The Contractor shall start up and check operation of the new unit, including testing and
balancing of the new unit. The Contractor shall ensure the new unit is integrated with the
City's Honeywell Niagara building controls system.
11. The Contractor shall ensure the job site is cleaned up and all debris removed upon
completion of the work.
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GENERAL INFORMATION
1. ALIEN REGISTRATION, COMPLIANCE AND ENFORCEMENT
1.1. DEFINITIONS. As used in this section, the following terms shall have the following
meanings:
1.1.1. Business Entity- Any person or group of persons performing or engaging in any
activity, enterprise, profession, or occupation for gain, benefit, advantage, or
livelihood. The term "business entity" shall include but not be limited to self-
employed individuals, partnerships, corporations, contractors, and subcontractors.
The term "business entity" shall include any business entity that possesses a
business permit, license, or tax certification issued by the state, any business
entity that is exempt by law from obtaining such a business permit, and any
business entity that is operating unlawfully without such a business permit. The
term "business entity" shall not include a self-employed individual with no
employees or entities utilizing the services of direct sellers as defined in
subdivision (17) of subsection 12 of section 288.034, RSMo.
1.1.2. Contractor- A person, employer, or business entity that enters into an agreement
to perform any service or work or to provide a certain product in exchange for
valuable consideration. This definition shall include but not be limited to a
general contractor, subcontractor, independent contractor, contract employee,
project manager, or a recruiting or staffing entity.
1.1.3. Employee- Any person performing work or service of any kind or character for
hire within the state of Missouri.
1.1.4. Employer- Any person or entity employing any person for hire within the state of
Missouri, including a public employer. Where there are two or more putative
employers, any person or entity taking a business tax deduction for the employee
in question shall be considered an employer of that person for purposes of
sections 285.525 to 285.550, RSMo.
1.1.5. Employment- The act of employing or state of being employed, engaged, or hired
to perform work or service of any kind or character within the state of Missouri.
1.1.6. Federal Work Authorization Program- Any of the electronic verification of work
authorization programs operated by the United States Department of Homeland
Security or an equivalent federal work authorization program operated by the
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United States Department of Homeland Security to verify information of newly
hired employees, under the Immigration Reform and Control Act of 1986 (IRCA),
P.L.99-603.
1.1.7. Knowingly- A person acts knowingly or with knowledge.
1.1.7.1. With respect to the person's conduct or to attendant circumstances when
the person is aware of the nature of the person's conduct or that those
circumstances exist; or
1.1.7.2. With respect to a result of the person's conduct when the person is aware
that the person's conduct is practically certain to cause that result.
1.1.8. Municipality- The City of Hazelwood.
1.1.9. Public Employer- Every department, agency, or instrumentality of the state or
political subdivision of the state.
1.1.10. Unauthorized Alien- An alien who does not have the legal right or authorization
under federal law to work in the United States, as defined in 8 U.S.C.
1324a(h)(3).
1.1.11. Work- Any job, task, employment, labor, personal services, or any other activity
for which compensation is provided, expected, or due, including but not limited to
all activities conducted by business entities.
1.2. ILLEGAL ACTS
1.2.1. No business entity or employer shall knowingly employ, hire for employment, or
continue to employ an unauthorized alien to perform work within the
municipality.
1.2.2. As a condition for the award of any contract or grant in excess of five thousand
dollars by the municipality the business entity shall, by sworn affidavit and
provision of documentation, affirm its enrollment and participation in a federal
work authorization program with respect to the employees working in connection
with the contracted services. Every such business entity shall also sign an
affidavit affirming that it does not knowingly employ any person who is an
unauthorized alien in connection with the contracted services.
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1.2.3. The affidavit shall be approved as to form by the municipal attorney.
1.2.4. An employer may enroll and participate in a federal work authorization program
and shall verify the employment eligibility of every employee in the employer's
hire whose employment commences after the employer enrolls in a federal work
authorization program. The employer shall retain a copy of the dated verification
report received from the federal government. Any business entity that participates
in such program shall have an affirmative defense that such business entity has
not violated subsection 1 of this section.
1.2.5. A general contractor or subcontractor of any tier shall not be liable under this
section when such general contractor or subcontractor contracts with its direct
subcontractor and subcontractor affirmatively states that the direct subcontractor
is not knowingly in violation of subsection 1 of this section and shall not
henceforth be in such violation and the contractor or subcontractor receives a
sworn affidavit under the penalty of perjury attesting to the fact that the direct
subcontractor's employees are lawfully present in the United States.
1.3. ENFORCEMENT
1.3.1. The attorney general shall enforce the requirements of sections 285.525 to
285.550.
1.3.2. An enforcement action shall be initiated by means of a written, signed complaint
under penalty of perjury as defined in section 575.040, RSMo, to the attorney
general submitted by any state official, business entity, or state resident. A valid
complaint shall include an allegation which describes the alleged violator as well
as the actions constituting the violation, and the date and location where such
actions occurred. A complaint which alleges a violation solely or primarily on the
basis of national origin, ethnicity, or race shall be deemed invalid and shall not be
enforced.
1.3.3. Upon receipt of a valid complaint, the attorney general shall, within fifteen
business days, request identity information from the business entity regarding any
persons alleged to be unauthorized aliens. Such request shall be made by certified
mail. The attorney general shall direct the municipality to suspend any applicable
license, permit, or exemptions of any business entity which fails, within fifteen
business days after receipt of the request, to provide such information.
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