1. 27-C01 Osage Nnation Bank Elevator.pdf

Project #: 27-C01

Request for Bid

Project Title:

Osage Nation Bank Elevator

Issued by

Osage Nation

August 21, 2026

Deadline for submissions:

Tuesday, September 22, 2026

2:00 P.M. CST

TABLE OF CONTENTS

SECTIONS

Section 1 Invitation and General Information

Section 2 Instructions to Bidders

Section 3 Scope of Work

Section 4 Bid Requirements

Section 5 Contract Information and General Requirements

ATTACHMENTS

NON-COLLUSION AFFIDAVIT

BUSINESS RELATIONSHIPS AFFIDAVIT

SORNA DISCLOSURE

PROOF OF OSAGE OWNERSHIP AFFIDAVIT

SECTION 1

INVITATION AND GENERAL INFORMATION

1.1 Invitation

The Osage Nation will receive sealed bids for construction services to modernize an existing electric traction elevator into a complete, safe, fully operational, code-compliant installation.

1.2 Pre-bid Meeting

A pre-bid meeting will be held on Thursday, September 10, 2026 at 10:00 A.M. (CST) at the Osage Nation Law Building at 1071 Grandview Ln., Pawhuska, OK 74056

1.3 Legal

A. All applicable laws, ordinances and the rules and regulations of all authorities having jurisdiction over the project, including without limitation applicable environmental, public health, and safety standards, shall apply.

B. Under Osage Nation law, the selected respondent is required to consent to the laws of the Osage Nation and the venue of the Osage Nation Trial Court for any disputes arising under the contract. The application of Osage Nation law and venue are nonnegotiable except under limited circumstances. If bidder intends to negotiate the application of the Nation’s law and venue, bidder is required to state such intent and notify the Nation of the reasons thereof within the response. Whether a respondent intends to negotiate such requirements will be strictly considered in the

Nation’s review of the responses. Respondent is hereby notified that any waiver of the Nation’s sovereign immunity is subject to review by the Principal Chief and must be approved by the Osage Nation Congress, which will cause due delay in the contract process.

C. Davis-Bacon Wages apply and Contractors are also responsible for reporting on Monthly Employment Utilization Report (CC-257). The CC-257 report requires businesses with a federal construction contract, subcontract, and/or federally assisted construction contract or subcontract in excess of $10,000 to provide information on employee work hours and employee counts by race/ethnicity, gender, and trade.

1.4 Special Requirements

Osage Preference will be applied in awarding the contract.

Osage Preference for Sealed Bid Projects:

$2,000,000 ≥ 05%

$2,000,000 – $10,000,000 = 04%

$10,000,000 – $50,000,000 = 02%

$50,000,000 – $100,000,000 = 01%

$100,000,000 ≤ 0.25%

END OF SECTION

SECTION 2

INSTRUCTIONS TO BIDDERS

2.1 Bid

Sealed bids should be submitted in the format outlined in this RFB and should be a complete response to this RFB. Osage Nation reserves the right to waive any formalities or to reject any and all bids. No bid may be withdrawn for a period of 30 days after submission. All bids and related material become the property of the Osage Nation.

2.2 Bid Inquiry Contact:

A. All questions regarding this project shall be submitted in writing to:

Ashley Lockett ashley.lockett@osagenation-nsn.gov or

111 John Dahl Ave.

Pawhuska, OK 74056

B. Information obtained from an officer, agent or employee of the program, or any other person shall not affect the risk or obligations assumed by the Contractor or relieve them from fulfilling any of the conditions of the contract. The failure or omission of any bidder to do any of the foregoing shall in no way relieve any bidder from any obligation in respect to the submitted bid.

C. The last day to receive questions is Monday, September 14, 2026 by 4:30 P.M.

CST.

2.3 Addendum:

Bidders must satisfy themselves with the scope of work accurateness, including addenda.

Any addenda will be sent to each bidder and shall become part of the contract. The final addenda will be send out on Tuesday, September 15, 2026. All bids shall be bound by such addenda whether or not received by the bidder.

2.4 Bid Acceptance Period

A. No bids will be accepted 96 hours before the deadline, excluding weekends and holidays.

B. No late bids will be accepted. All bids received by the closing deadline will be carefully evaluated for conformance with the requirements of this RFB. Failure to comply with this or any other provision of the RFB shall be sufficient reason for rejection of the bid. After bid submittal, bidders shall not assert that there was a misunderstanding concerning the intent of the Scope of Work. A conditional or qualified bid will not be accepted.

2.5 Bid Submittal

Sealed bids must contain one (1) hard copy submitted no later than 2:00 P.M. CST on

September 22, 2026 to:

Osage Nation Purchasing Office

Attention: Ashley Lockett

Osage Nation Bank Elevator

111 John Dahl Ave.

Pawhuska, OK 74056

“Bidders name and address”

2.6 Bid Opening

Sealed bids will be opened publicly on Tuesday, September 22, 2026 at 2:30P.M. CST in the Osage Nation Law Building located at 1071 Grandview Ln., Pawhuska, OK 74056.

SECTION 3

SCOPE OF WORK

3.1 General Requirements

1.01 The Contractor shall furnish all labor, supervision, project management, materials, equipment, tools, transportation, temporary protection, testing, inspections, startup, commissioning, documentation, warranties, and all incidentals necessary to modernize the existing electric traction elevator into a complete, safe, fully operational, code-compliant installation.

The Contractor shall provide all work necessary for a complete and functional system whether or not every incidental component is specifically identified.

1.02 All work shall comply with the latest editions adopted by the Authority Having

Jurisdiction (AHJ), including:

ASME A17.1/CSA B44 Safety Code for Elevators and Escalators

NFPA 70 National Electrical Code

ADA Accessibility Guidelines (ADAAG)

Applicable State of Oklahoma codes

Local jurisdictional requirements

Manufacturer installation requirements

Where conflicts exist, the most stringent applicable requirement shall govern.

1.03 The Contractor shall:

Be properly licensed to perform elevator modernization work within the State of

Oklahoma.

Have successfully completed elevator modernization projects of similar size and complexity.

Utilize factory-trained elevator technicians.

Coordinate all required inspections with the AHJ.

3.2 Work Included

2.01 Demolition - The Contractor shall remove and legally dispose of obsolete elevator equipment including:

Existing controller, Drive equipment, Traction machine, Governor, Door operator, Car operating equipment, Hall stations, Wiring and components scheduled for replacement

Existing guide rails and buffers shall remain unless replacement is required because of deterioration, code requirements, or unforeseen conditions.

2.02 Elevator Equipment - The Contractor shall furnish and install new equipment including:

Digital microprocessor-based controller, Variable Frequency Drive (VFD), Regenerative drive system, AC traction machine, Self-leveling equipment, Emergency battery lighting, Governor, Rope gripper, Load weighing device, Rubber roller guides, Terminal stopping devices, Door restrictors, Closed-loop door operator, Door interlocks, Hall stations, Direction lanterns, audible signaling devices, Cab position indicators.

Elevator operating requirements shall include:

Rated Capacity: 2,000 pounds

Rated Speed: 200 feet per minute

2.03 Cab Renovation - The Contractor shall modernize the existing elevator cab while utilizing the existing platform and shall provide:

New laminated wall panels, Suspended ceiling, LED lighting, Handrails, Finished flooring, Car operating panel, ADA-compliant fixtures, Emergency communication equipment

2.04 Door Improvements - The Contractor shall provide:

Replacement door tracks, Door hangers, Door operating equipment, Door safety devices, Adjustment of all doors for smooth operation, Painting of existing landing doors and frames

2.05 Fire Service Operation - The Contractor shall provide complete:

Phase I and Phase II Firefighter Emergency Operation in accordance with current elevator code requirements.

2.06 Electrical Work - The Contractor shall provide all electrical work necessary for a complete modernization including:

Shunt-trip disconnect, disconnect switches, Circuit breakers, Raceway, Conductors, Grounding, Equipment connections, Branch circuits, Equipment room LED lighting, Battery backup lighting, HVAC power, Fire alarm interface, Elevator lighting disconnect

2.07 Fire Alarm - The Contractor shall provide a dedicated elevator fire alarm system

Fire alarm control panel, Smoke detectors, Heat detectors, Elevator recall devices, landing devices, Cab devices, Testing, AHJ coordination

2.08 Equipment Room Improvements - The Contractor shall modify the equipment room

Framing and drywall modifications, Exterior finish repairs, Hollow metal door and hardware

New 2-ton mini-split HVAC system, Conditioned environment suitable for elevator equipment

2.09 Communications - The Contractor shall provide:

Dedicated emergency elevator telephone

Complete operational emergency communication equipment

2.10 Testing and Commissioning - The Contractor shall provide:

Operational testing, Equipment adjustment, Startup, Final commissioning, AHJ inspection coordination, Owner operational training, Operating and Maintenance

(O&M) manuals, Warranty documentation, Final acceptance testing

3.2 Existing Conditions

The Contractor shall field verify all existing conditions before ordering materials and inspect and evaluate existing elevator equipment before commencing modernization.

If the licensed elevator contractor determines that the existing equipment or supporting components are unsuitable for modernization due to deterioration, obsolescence, code compliance, or manufacture limitations, the contractor shall immediately notify Tribal Development in writing with supporting documentation.

No Scope of Work shall proceed without written authorization from Tribal

Development.

Existing conditions include:

Existing shaft dimensions suitable for proposed equipment, elevator pit, pit walls, mat foundation

Approximate travel: 48 feet

Approximate pit depth: 5 feet

Approximate overhead clearance: 12 feet 7 inches

Existing guide rails and buffers shall remain where determined suitable by the

Contractor and accepted by the Tribal Development.

SECTION 4

BID REQUIREMENTS

4.1 Format

A prospective bidder’s sealed envelope response must include:

One (1) sealed hard copy of completed set of bidding documents

Completed Bid Form provided

3% Contingency on Bid Form

a. Certified check, Cashier’s Check, Bid Bond equal to five percent (5%) of the bid, or an Irrevocable letter of credit issued by a financial institution insured by the

FDIC or the Federal Savings and Loan Insurance Corporation for the benefit of the

Osage Nation, on behalf of the bidder, in an amount equal to ten percent (10%) of the bid. Unsuccessful bidders’ cashier check/certified checks will be returned once a contract has been fully executed.

Completed and notarized Non-Collusion Affidavit

Completed and notarized Business Relationships Affidavit

Completed SORNA Disclosure

Completed and notarized Proof of Osage Ownership Affidavit & Supporting

Documentation

* It is NOT a requirement to be Osage Owned to submit a bid.

* This checklist is provided to help ensure a complete, responsive, and responsible bid submission.

* All items on this checklist are to be completed. If any item is not applicable, it must be acknowledged and addressed with N/A.

Osage Nation reserves the right to seek additional/supplemental information on specific issues as needed.

4.2 Contingency

There will be a three percent (3%) contingency for unexpected costs, and shall only be expended by authorization of Osage Nation Tribal Development.

SECTION 5

CONTRACT INFORMATION AND GENERAL REQUIREMENTS

5.1 Contract

A. This project will be awarded to one (1) bidder.

B. The successful bidder will be required to execute the contract within 30 days from the date when the Notice of Award is delivered to the bidder. In case of the failure of the bidder to execute the contract, the contracting officer will consider the bidder in default.

C. Any violation of Section 2-420 of the Osage Nation Competitive Bidding Act shall constitute a material breach of the contract and shall entitle the Osage Nation to revoke, rescind, and repudiate this contract. In the event of such material breach of this contract, the Osage Nation shall be relieved of all obligations contained herein and the contractor shall forfeit to the Nation any bond or deposit related to this contract.

5.2 Bond & Insurance

A. Prior to the execution of the contract, the successful bidder shall, with the approval of the Procurement Officer, obtain an Osage Nation Business License, submit public liability and workers’ compensation insurance and one of the following contract completion securities: A payment and performance bond in a sum equal to the contract price, with adequate surety, or an irrevocable letter of credit issued by a financial institution insured by the Federal Deposit Insurance

Corporation or the Federal Savings and Loan Insurance Corporation for the benefit of the Osage Nation, on behalf of the bidder, in a sum equal to the contract price, to ensure the proper and prompt completion of the work in accordance with the provisions of the contract and bidding documents, or a bond in a sum equal to the contract price or an irrevocable letter of credit issued by a financial institution insured by the Federal Deposit Insurance Corporation or the Federal Savings and

Loan Insurance Corporation for the benefit of the Osage Nation on behalf of the bidder, in a sum equal to the contract price, to protect the Osage Nation against defective workmanship and materials for a period of one year after acceptance of the project. In case of the failure of the bidder to execute the contract, the contracting officer will consider the bidder in default.

NON-COLLUSION AFFIDAVIT

STATE OF OKLAHOMA )

)ss

COUNTY OF OSAGE )

______________________________________, of lawful age, being first duly sworn, on oath says, that (s)he is the agent authorized by the bidder to submit the attached bid.

Affiant further states that the Bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from proposing; or with any official or employee as to quantity, quality or price in the prospective contract, or any discussion between bidders and any official of the OSAGE

NATION OF OKLAHOMA, Pawhuska, Oklahoma, concerning exchange of money or other thing of value for special consideration in the letting of a contract.

Firm Name

Signature & Title

Subscribed and sworn to before me

This ____________ day of ____________, 2026

Notary Public

My commission expires: ___________________________

BUSINESS RELATIONSHIPS AFFIDAVIT

______________________________________, of lawful age, being first duly sworn, on oath says, that (s)he is the agent authorized by the bidder to submit the attached bid.

Affiant further states that the nature of any partnership, joint venture or other business relationship presently in effect or which existed within one (1) year prior to the date of this statement with any officer of the Osage Nation or other party to the project is as follows:

Affiant further states that any such business relationship presently in effect or which existed within one (1) year prior to the date of this statement between any officer or director of the proposing company and any officer of the Osage Nation or other party to the project is as follows:

Affiant further states that the names of all persons having any such business relationships and the positions they hold with their respective companies or firms are as follows:

*If none of the business relationships herein above mentioned exist, affiant should so state with N/A.

OSAGE NATION

GENERAL CONTRACTOR DISCLOSURE CERTIFICATION

FOR THE

OSAGE NATION SEX OFFENDER REGISTRATION

AND NOTIFICATION ACT

The General Contractor certifies:

That all employees, subcontractors and their employees who are currently on a National

Sex Offender Registry; the national database maintained by the Federal Bureau of

Investigation (FBI) pursuant to 42 U.S.C. Section 16945 must notify the Osage Nation

Attorney General’s Office within three (3) business days after the execution date of the

“Osage Nation Professional Services Contract”.

This Certification is to further comply with the Section 24 – Applicable Law, Jurisdiction, Court and Judicial Venue, Paragraph B –SORNA in the “Osage Nation

Professional Services Contract”.

The General Contractor hereby certifies that any disclosure or information submitted is accurate, complete and current.

Signature Date

Typed or Printed Name

Title

Company Name

Company Address

PROOF OF OSAGE OWNERSHIP AFFIDAVIT

I, ______________________________________, of lawful age, being first duly sworn, on oath states, that he/she the agent authorized by the bidder to submit the attached bid and affirms that he/she is an Osage Tribal Member. Include copy of Osage Membership

Card.

Affiant further states that any such business relationship presently in effect, partnership, joint venture or other business relationship, is fifty-one percent (51%) Osage member owned. Included Osage Membership Card, financial information for the previous two (2) full calendar years, Articles of Incorporation or W-9.

Affiant further states that the names of all persons having any such business relationships and the positions they hold with their respective companies or firms are as follows:

*If none of the business relationships herein above mentioned exist, affiant should so state with N/A.