Replace HVAC Units at Veterans Memorial Stadium

Agency: City of Cedar Rapids
State: Iowa
Type of Government: State & Local
NAICS Category:
  • 238220 - Plumbing, Heating, and Air-Conditioning Contractors
Posted Date: Jan 25, 2024
Due Date: Feb 9, 2024
Solicitation No: PUR0124-188
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Bid Information
Type Request for Bid
Status Issued
Number PUR0124-188 (Replace HVAC Units at Veterans Memorial Stadium)
Issue Date & Time 1/25/2024 09:00:00 AM (CT)
Close Date & Time 2/9/2024 03:00:00 PM (CT)
Notes

Notice of Request for Bid

Notice is hereby given that sealed bids will be received electronically before 3:00pm on Friday, February 9, 2024, for Replacing HVAC Units at Veterans Memorial Stadium as requested by the City of Cedar Rapids Kernels . 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 Friday, February 9, 2024 at 3:00 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 Bids may be withdrawn any time prior to the scheduled closing time for receipt of bids; no bid may be modified or withdrawn for a period of sixty (60) calendar days thereafter.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 Megan Snitkey
Address 101 First Street SE
Cedar Rapids, IA 52401
Phone (319) 286-5137
Fax
Email m.snitkey@cedar-rapids.org

Attachment Preview

PUR0124-188
Replace HVAC Units at Veterans Memorial Stadium
Issue Date: 1/25/2024
Questions Deadline: 2/2/2024 03:00 PM (CT)
Response Deadline: 2/9/2024 03:00 PM (CT)
Purchasing
Contact Information
Contact: Megan Snitkey
Address: Purchasing Services
City Hall
101 First Street SE
Cedar Rapids, IA 52401
Phone: (319) 286-5137
Email: m.snitkey@cedar-rapids.org
Page 1 of 13 pages
Deadline: 2/9/2024 03:00 PM (CT)
PUR0124-188
Event Information
Number:
PUR0124-188
Title:
Replace HVAC Units at Veterans Memorial Stadium
Type:
Request for Bid
Issue Date:
1/25/2024
Question Deadline: 2/2/2024 03:00 PM (CT)
Response Deadline: 2/9/2024 03:00 PM (CT)
Notes:
Notice of Request for Bid
Notice is hereby given that sealed bids will be received electronically before
3:00pm on Friday, February 9, 2024, for Replacing HVAC Units at Veterans
Memorial Stadium as requested by the City of Cedar Rapids Kernels. 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 Friday, February 9, 2024 at 3:00 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
1/31/2024 1:30:00 PM (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 Wednesday, January 31, 2024 at 1:30pm at the Cedar Rapids Kernels Facility, 950 Rockford
Rd. SW, 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 13 pages
Deadline: 2/9/2024 03:00 PM (CT)
PUR0124-188
Bid Attachments
Scope of Work_0124-188_Replace HVAC Units at Veterans Memorial Stadium.pdf
Scope of Work
Insurance_PUR0124-188.pdf
Insurance Requirements
Certificate to Obtain Insurance.pdf
Certificate to Obtain Insurance
Payment & Performance Bonds_PUR0124-188.doc
Payment & Performance Bonds
Local Preference.pdf
Local Preference
RFB Contract T&C.pdf
Terms & Conditions
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.
Descriptive Literature
(Attachment required)
Please provide information on the HVAC units being bid.
Page 3 of 13 pages
Deadline: 2/9/2024 03:00 PM (CT)
PUR0124-188
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 Replacement HVAC Units at Veterans Memorial
Stadium for the Cedar Rapids Kernels. 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 Doug Nelson, CEO, 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 13 pages
Deadline: 2/9/2024 03:00 PM (CT)
PUR0124-188
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 commence on the date the City executes the Contract and shall end on March
15, 2024.
The Contract may be extended by written mutual agreement by the City and the Contractor.
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:
Contractor name and address
ꞏ Date of Work
ꞏ City PO number
ꞏ Description of Goods & Work
ꞏ The total amount being invoiced
ꞏ The Project Number / Contract Number (RFB #PUR0124-188)
Surcharges (i.e. fuel surcharges, restocking) shall NOT be allowed to be added to invoices as an additional line
item.
All invoices and supporting documentation shall be submitted at the intervals as agreed upon:
Page 5 of 13 pages
Deadline: 2/9/2024 03:00 PM (CT)
PUR0124-188

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