Preventive Maintenance of HVAC System at Bender Pool

Agency: City of Cedar Rapids
State: Iowa
Type of Government: State & Local
NAICS Category:
  • 238220 - Plumbing, Heating, and Air-Conditioning Contractors
Posted Date: Feb 1, 2024
Due Date: Feb 8, 2024
Solicitation No: PUR0124-183
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Bid Information
Type Request for Bid
Status Issued
Number PUR0124-183 Addendum 1 (Preventive Maintenance of HVAC System at Bender Pool)
Issue Date & Time 1/25/2024 10:59:30 AM (CT)
Close Date & Time 2/8/2024 03:00:00 PM (CT)
Notes

Notice of Request for Bid

Notice is hereby given that sealed bids will be received electronically before 3:00 p.m. CST on Thursday, February 8, 2024, for Preventive Maintenance of the Desert Aire HVAC System with Modine Condensing Unit at Bender Pool, 940 14th Ave. SE, Cedar Rapids, Iowa 52403, as requested by the City of Cedar Rapids Facilities Maintenance Division. The City will only accept bids submitted through the City’s Online E-Procurement portal system (IonWave). Email, fax or hard copy Submittals are not acceptable.

Suppliers are solely responsible for correctly submitting their response into the electronic system (IonWave). The City bears no responsibility for delays or errors in submittal of response by the Supplier.

Bids will be opened on Thursday, February 8, 2024, at 3:00 p.m. CST (our clock).

Bids will be evaluated promptly after opening. After an award is made, a bid tabulation summary will be sent to all companies who submitted a bid. Bid results will not be given over the telephone or prior to award. Bids may be withdrawn any time prior to the scheduled closing time for receipt of bids; no bid may be modified or withdrawn for a period of sixty (60) calendar days thereafter.

Contact Information
Name Rebecca Johnson
Address 101 First Street SE
Cedar Rapids, IA 52401
Phone (319) 286-5062
Fax
Email r.johnson2@cedar-rapids.org

Attachment Preview

PUR0124-183 Addendum 1
Preventive Maintenance of HVAC System at Bender Pool
Issue Date: 1/25/2024
Questions Deadline: 2/1/2024 03:00 PM (CT)
Response Deadline: 2/8/2024 03:00 PM (CT)
Purchasing
Contact Information
Contact: Rebecca Johnson
Address: Purchasing Services
City Hall
101 First Street SE
Cedar Rapids, IA 52401
Phone: (319) 286-5062
Email: r.johnson2@cedar-rapids.org
Page 1 of 12 pages
Deadline: 2/8/2024 03:00 PM (CT)
PUR0124-183 Addendum 1
Event Information
Number:
PUR0124-183 Addendum 1
Title:
Preventive Maintenance of HVAC System at Bender Pool
Type:
Request for Bid
Issue Date:
1/25/2024
Question Deadline: 2/1/2024 03:00 PM (CT)
Response Deadline: 2/8/2024 03:00 PM (CT)
Notes:
Notice of Request for Bid
Notice is hereby given that sealed bids will be received electronically before 3:00
p.m. CST on Thursday, February 8, 2024, for Preventive Maintenance of the Desert
Aire HVAC System with Modine Condensing Unit at Bender Pool, 940 14th Ave. SE,
Cedar Rapids, Iowa 52403, as requested by the City of Cedar Rapids Facilities
Maintenance Division. The City will only accept bids submitted through the City’s
Online E-Procurement portal system (IonWave). Email, fax or hard copy Submittals
are not acceptable.
Suppliers are solely responsible for correctly submitting their response into the
electronic system (IonWave). The City bears no responsibility for delays or errors in
submittal of response by the Supplier.
Bids will be opened on Thursday, February 8, 2024, at 3:00 p.m. CST (our clock).
Bids will be evaluated promptly after opening. After an award is made, a bid
tabulation summary will be sent to all companies who submitted a bid. Bid
results will not be given over the telephone or prior to award. Bids may be withdrawn
any time prior to the scheduled closing time for receipt of bids; no bid may be
modified or withdrawn for a period of sixty (60) calendar days thereafter.
Billing Information
Address: Accounts Payable
PO Box 2148
Cedar Rapids, IA 52406-2148
Email: accountspayable@cedar-rapids.org
Bid Activities
Pre-Bid Meeting
1/30/2024 9:00:00 AM (CT)
In addition to the information contained in the Request for Bid, you are strongly encouraged to attend a pre-bid
meeting to be held on Tuesday, January 30, 2024, at 9:00 a.m. CST at Bender Pool, 940 14th Ave. SE, Cedar Rapids,
Iowa. The City is inviting all bidders to attend this meeting to examine the work areas and equipment, ask specific
questions and request clarifications on the specification portion of this bid document. All interested bidders are
strongly encouraged to attend in order to familiarize themselves with the systems and all conditions that may affect the
time or cost of performance.
Page 2 of 12 pages
Deadline: 2/8/2024 03:00 PM (CT)
PUR0124-183 Addendum 1
Bid Attachments
Certificate to Obtain Insurance.docx
Certificate to Obtain Insurance - Provided by the insurance agent.
Insurance Requirements.pdf
Insurance requirements - three endorsements.
Local Preference.docx
Linn County businesses and TSB businesses in Linn County.
Standard Terms & Conditions.pdf
Standard terms and conditions.
Sample Work Order Form.pdf
Sample Work Order Form - for reference only.
Scope of Work - 0124-183.pdf
Scope of work and specifications.
Bid Pricing Submittal Form - 0124-183.docx
Bid pricing submittal form shall be completed and uploaded with bid submittal.
Download
Download
Download
Download
Download
Download
Download
Requested Attachments
Certification Regarding Ability to Obtain Required Insurance
(Attachment required)
Please attach the completed Certification Regarding Ability to Obtain Required Insurance Form.
Buy Local Packet
Please attach completed Buy Local Packet if applicable.
OSHA Violations
If your company has received an OSHA violation in the last five (5) years, please attach copies of the citations and an
explanation of how they have been resolved.
Bid Pricing Submittal Form
(Attachment required)
Bid pricing submittal form shall be completed and uploaded with bid submittal.
Desert Aire Certification
(Attachment required)
A copy of certification shall be provided for each technician.
Page 3 of 12 pages
Deadline: 2/8/2024 03:00 PM (CT)
PUR0124-183 Addendum 1
Bid Attributes
1 INSTRUCTIONS TO BIDDERS
Whenever used in this RFB the following terms shall have the meaning given as follows: City shall mean the City of
Cedar Rapids, Iowa. Contractor shall mean the firm providing preventive maintenance of the HVAC system at
Bender Pool for the Facilities Maintenance Division. Subcontractor shall mean any person, firm, or corporation who
contracts with the Contractor to perform a service for which the basis of payment or Scope of Work is identified as a
part of this RFB. Project Manager shall mean Todd Odeen, Recreation Maintenance Repair Worker II, who is the
designated coordinator and administrator for the Work under this project.
A company representative who is authorized to bind the Company will sign on behalf of the company to indicate to
the City that you have read, understand and will comply with the instructions and all terms and conditions stated in
this Request for Bid and all attachments.
This Request for Bid does not commit the City to make an award, nor will the City pay any costs incurred in the
preparation and submission of bids, or costs incurred in making necessary studies for the preparation of bids.
Exceptions to Documents
The Bidder shall clearly state in the submitted bid any exceptions to, or deviations from, the minimum bid
requirements, and any exceptions to the terms and conditions of this RFB. Such exceptions or deviations will be
considered in evaluating the bids. Bidders are cautioned that exceptions taken to this RFB may cause their bid to
be rejected.
Silence of Specifications
Commercially accepted practices shall apply to any detail not covered in the specification and to any omission of
the specification. Any omission or question of interpretation of the specification that affects the performance or
integrity of the service being offered shall be addressed in writing and submitted with the Bid.
Incomplete Information
Failure to complete or provide any of the information requested in this Request for Bid, including references, and/or
additional information as indicated, may result in disqualification by reason of "non-responsiveness".
In the event of conflict, the Special Terms and Conditions shall take precedence over the Standard Terms and
Conditions, included herein.
Be advised that any conversations (in reference to this RFB) between bidders and any City employee, City official
or City Project Manager, outside of the Purchasing Services Division, during the entire competitive bidding process
is strictly prohibited. Such actions will result in removal of the Contractor from the vendors list and rejection of the
Contractor’s bid. The ONLY official position of the City is that position which is stated in writing and
issued by the Purchasing Services Division. No other means of communication, whether written or oral, shall
be construed as a formal or official response statement.
2 FEDERAL FUNDING PROVISIONS
This Project is not federally funded.
Page 4 of 12 pages
Deadline: 2/8/2024 03:00 PM (CT)
PUR0124-183 Addendum 1
3 INSURANCE IS REQUIRED FOR THIS PROJECT
WORK SHALL NOT BEGIN UNTIL THE CERTIFICATE OF INSURANCE AND ALL ENDORSEMENTS ARE
RECEIVED AND APPROVED BY THE CITY.
At all times during the term of the Work and the Contract, and any extensions thereof, the Contractor shall
purchase, at its own expense, and maintain with insurance companies in good standing and acceptable to the City.
Such insurance will protect the Contractor from liability and claims for injuries and damages which may arise out of
or result from the Contractor’s operations under the Contract and for which the Contractor may be liable, whether
such operations are by the Contractor or by a Subcontractor or by anyone directly or indirectly employed by any of
them, or by anyone for whose acts any of them may be liable.
For the protection of the Contractor and the City, but without restricting or waiving any obligations of the Contractor
herein contained, the Contractor shall insure the risks associated with the Work and the Contract with minimum
coverages and limits as set forth in the Insurance Requirements Attachment.
4 SPECIAL TERMS AND CONDITIONS
Term of Contract
The initial term of the Contract shall be for two (2) years anticipated to be March 1, 2024, through February 28,
2026.
The City and the Contractor may renew the original Contract for two (2) additional two-year time periods by mutual
agreement. A minimum of thirty (30) days’ notice must be given to renew the contract for additional increments.
A Contract, prepared by the City and signed by the City Manager, shall become the document that authorizes the
Work to begin, assuming the insurance requirements have been met. Each section contained herein, the
attachments, and any addenda and the response from the successful Bidder shall also be incorporated by
reference into the resulting agreement.
The City reserves the right to make changes to the Work to be provided which are within the Project. No
assignment, alteration, change, or modification of the terms of the Contract shall be valid unless made in writing and
agreed to by both the City and the Contractor. The Contractor shall not commence any additional work or change
the scope of the Work until authorized in writing by the City. Contractor shall make no claim for additional
compensation in the absence of a prior written approval and amendment of the Contract executed by both the
Contractor and the City. The Contract may only be amended, supplemented or modified by a written document
executed by the Contractor and the City Manager.
In accordance with the provisions and conditions of the Contract, Contractor shall freely enter into the Contract for
the purpose of providing Work to the City and to be compensated for the Work.
No price escalation will be allowed during the initial term of the contract. If it is mutually decided to renew beyond the
initial period and the Contractor requests a price increase, the Contractor shall provide sufficient written certification
and documentation to substantiate the request. Documentation shall include, but not be limited to; actual materials
invoices, copies of commercial price lists, provision of appropriate indices, which reflect said increases. The City
reserves the right to accept or reject price increases, to negotiate more favorable terms or to terminate without cost,
the future performance of the contract.
Payment Terms and Invoice Submittals
Payment terms for Work authorized under the contract shall be net forty-five (45) days upon receipt of an
acceptable original invoice and after Work is performed, inspected and accepted and all required documentation
and reports are received in a format acceptable to the City.
Invoices shall include the following information:
ꞏ Contractor name and address
ꞏ Date of Work
ꞏ City PO number
ꞏ Description of Work
ꞏ If applicable, invoices for any materials purchased for each project plus the material upcharge (not to
exceed 10%)
ꞏ If applicable, who performed the Work, their job classification, number of hours worked, hourly labor rate
and total labor rate charged
Page 5 of 12 pages
Deadline: 2/8/2024 03:00 PM (CT)
PUR0124-183 Addendum 1

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