Healthy Houses HVAC Inspections and System Replacements

City of Aurora, IL
Healthy Houses HVAC Inspections and System Replacements
Pre-Proposal Meeting Agenda
March 26, 2026, 10:00 AM
A. Attendance/Sign in Sheet
B. Proposal Information
a. Question Deadline
i. April 1, 2026, 11:00 AM
b. Response Submission Deadline
i. April 8, 2026, 11:00 AM
C. Proposals must be submitted electronically, up to, but no later than the designated
date and time as specified via the City's E Procurement System, OpenGov. It is the sole
responsibility of the Proposer to see that their Proposal is received in the proper time.
Proposals must be submitted electronically via the City's E Procurement System.
There will be no exceptions! https://procurement.opengov.com/portal/aurorail
D. Proposers shall submit all inquiries, including requests for alternates or substitutions
regarding this bid, up to, but no later than the designated date and time as specified
via the City's E Procurement System, OpenGov. All answers to inquiries will be
posted on the City's E Procurement System. Proposers may also click "Follow" on this
bid to receive an email notification when answers are posted. No questions will be
accepted or answered after the cut-off date/time. It is the responsibility of the
interested Proposer to ensure they have received addenda, if any issued.
E. Scope of Project
a. Summary
i. The City of Aurora is seeking qualified contractors for its CDBG-CV
Funded Healthy Houses Program (aka Aurora Rental HVAC Replacement
Program). Through this solicitation, the City intends to establish a
Preferred Contractor List of pre-qualified vendors to improve indoor air
quality and residential safety through at the following structured, two-
phase approach:
ii. Phase I: Inspection & Condition Assessment The selected Proposer will
conduct professional on-site inspections of residential HVAC systems to
determine if units are "beyond their usable life" due to age, mechanical
failure, or safety risks. Proposers must provide a formal Condition

Assessment Report for each property to certify eligibility for federal
assistance.
iii. Phase II: System Modernization & Replacement For units identified in
Phase I as requiring replacement, the Proposer will perform full-service
removal, disposal, and installation of new, high-efficiency HVAC systems.
All work must comply with City of Aurora building codes and U.S. HUD
CDBG-CV regulations, focusing on enhancing ventilation and air filtration
to meet public health objectives.
iv. Proposers may submit qualifications for Phase I only, Phase II only, or
for both Phase I and Phase II. The City reserves the right to award these
phases to a single contractor or to separate contractors based on the
expertise, capacity, and qualifications demonstrated in the response.
Proposers must clearly indicate in their submission which phase(s) they
are bidding on.
b. Background
i. The Healthy Houses Grant Program preserves landlord-owned rental
properties (up to six units) for low- and moderate-income (LMI) tenants by
funding the complete replacement of aging HVAC systems-including the
furnace, AC condenser, evaporator coil, and all necessary electrical,
plumbing, and venting components. Standalone repairs are ineligible for
this program, which aims to modernize 100-150 units with energy-
efficient systems to improve indoor air quality, reduce tenant utility costs,
and enhance pandemic preparedness. To qualify, at least 51% of a
property's units must be occupied by LMI households (earning no more
than $95,900/year for a family of four), ensuring the City's investment
directly supports housing stability and health for its most vulnerable
residents.
ii. This program's overall goal is to provide ventilation for the City's low- and
moderate-income residents which will assist in further preparing its
residents if another coronavirus or similar pandemic were to occur, the
outcome of which would be improved air quality and reduction of the
disease transmission.
c. Grant Information
i. Funding for this program is made available by State of Illinois Department
of Commerce & Economic Opportunity CDBG-CV Grant funds. The
program is administered by the City's Community Development Division.
d. Inspection Requirements

i. State-licensed inspectors must evaluate HVAC systems, ductwork, and
air quality (mold, carbon monoxide leaks, and poor air quality, radon,
asbestos and lead testing) in accordance with ASHRAE, ACCA, and EPA
standards. Inspections focus on system performance, safety, and
determining if units have reached the end of their useful life. Detailed
electronic reports, including photos and replacement recommendations,
must be submitted to the City of Aurora and retained by the inspector for
at least three years.
e. Working with Landlords and tenants
i. While the formal contract will be held between the City and the
contractor, landlords will manage the bidding process. Landlords will be
required to:
* Obtain at least three bids from the City's preferred contractor list.
* Collaborate with the City to review these bids.
* In coordination with City staff, select the lowest most responsible and
responsive bid.
f. Installation of Equipment
i. The intent of the program is to upgrade and/or replace HVAC systems and
components that are aging and/or beyond their useful life. All work will
require the removal, disposal, and installation of new, energy efficient
HVAC systems to upgrade and/or replace units that are aging and/or
beyond their useful life. This modernization focuses on meeting resident
health objectives by enhancing ventilation and air filtration, and all work
must comply with 2024 I-Series codes, City Ordinances, and DCEO/HUD
CDBG-CV regulations. All installation work requires permits through the
City's Development Services Department, which may include Residential
or Mechanical single-trade permits, or a furnace/AC permit.