1-RFB 260258 Solicitation Documents.pdf

(______________) Published on the City’s Website wichita.gov/legalnotices, Tuesday, October 13, 2026

REQUEST FOR BID NO. – 260258

Sealed Bids will be submitted electronically in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas, prior to 10:00 O'CLOCK A. M., FRIDAY, OCTOBER 30, 2026. “Request for Bid” form MUST be used to submit your bid unless you are submitting your bid on our website (wichita.gov/procurementportal) using your secured login/password to submit a bid for:

HOUSING & COMMUNITYSERVICES DEPARTMENT/PUBLIC HOUSING DIVISION

HVAC Replacement at Thirteen (13) Residential Sites

AS PER SPECIFICATIONS

F.O.B.: Wichita, KS

Bids will be opened after ten o’clock a.m., in the Board Room, 1st Floor, City Hall, 455 North Main, Wichita, Kansas.

Specifications and bid forms are on file in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 N.

Main, Wichita, Kansas 67202, (316) 268-4636. This information may also be obtained on our website above.

A PRE-BID CONFERENCE and site walkthroughs will be held at 2002 E. Murdock, Wichita, Kansas 67214, on Tuesday, October 20, 2026 at 10 a.m.

BID SECURITY in the amount of five per cent (5%) of the bid MUST be submitted with each bid. Bid Security shall be by a Bid Bond ONLY, written by a Bonding Company approved by the United States Treasury Department and licensed to do business in the State of Kansas. Electronic Bids online (wichita.gov/procurementportal) must have the Bid Bond submitted to the City Purchasing Manager prior to bid opening. Bid Bond envelope or file attachment must be marked “BID BOND ENCLOSED”, reference the formal bid number and the due date.

PERFORMANCE BOND FORMS, included in the bid package are to be used, in the amount of one hundred per cent (100%) of the contract must be furnished by the successful vendor.

A LABOR & MATERIAL PAYMENT BOND FORMS, included in the bid package are to be used, running to the State of Kansas in a sum of not less than the total of the contract, must be furnished by the successful vendor.

Dated at Wichita, Kansas this 13th day of October, 2026.

Josh L. Lauber, MBA, CPSM Purchasing Manager https://www.wichita.gov/legalnotices https://wichita.bonfirehub.com/

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable infrastructure; Provide conditions for living well.

City of Wichita 1 RFB #260258

CITY OF WICHITA

FINANCE DEPARTMENT/PURCHASING DIVISION

455 N. MAIN ST, 12TH FLOOR, WICHITA, KS 67202

PHONE: (316) 268-4636

WICHITA.GOV/PURCHASING

PURCHASING@WICHITA.GOV

wichita.gov/procurementportal

REQUEST FOR BID #260258

HVAC Replacement at Thirteen (13) Residential Sites – Public Housing Division City of Wichita – Housing & Community Services

City of Wichita

November 2026

PROJECT DEFINITION

The City of Wichita is seeking bids from firm(s) for HVAC Replacement at Thirteen (13) Residential Sites for the Housing & Community Services Department.

THE AWARD WILL BE BASED ON THE LOWEST AND BEST TOTAL NET BID.

Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question” functionality or by email to Chris Haislett, chaislett@wichita.gov no later than 5:00 p.m. October 21, 2026.

Questions must be submitted via email or procurement portal, and they will be answered through an addendum made available to all interested parties.

Tentative Schedule of Events

Solicitation Advertised October 13, 2026

Prebid Meeting and site walkthroughs located at 2002 E. Murdock, Wichita, KS 67214

October 20, 2026 10:00 a.m. CT

Questions Due Via Email October 21, 2026 5:00 p.m. CT

Questions Answered Via Addendum October 26, 2026

Bids Due October 30, 2026 10:00 a.m. CT

City Council Approval (tentative) November 10, 2026 https://www.wichita.gov/PURCHASING mailto:Purchasing@wichita.gov mailto:chaislett@wichita.gov

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 2 RFB #260258

Table of Contents

1. OVERVIEW AND SUMMARY

2. SCOPE OF SERVICES

3. BID TERMS

A. Questions and Contact Information:

B. Bid Submission:

C. Evaluation Criteria:

D. Tentative Schedule:

E. Minimum Respondent Qualifications:

F. Bid Requirements:

G. City of Wichita Responsibilities:

H. Debriefing:

I. Challenges and Protests:

4. CONTRACT PERIOD AND PAYMENT TERMS

5. INSURANCE REQUIREMENTS

6. GENERAL SPECIFICATIONS:

7. ATTACHMENT A – DAVIS-BACON WAGE DECISION

8. ATTACHMENT B – Wage Decision

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 3 RFB #260258

1. OVERVIEW AND SUMMARY

The City of Wichita is the largest city in Kansas with a population of approximately 397,000 and is the seat of Sedgwick County. As of May 2024, the City’s total land area was approximately 167 square miles. Major highways, including the Kansas Turnpike (I-35), Interstate 135 and U.S. 54 (Kellogg Avenue) link the City with a large trade area that encompasses a population of more than 1.1 million people within a 100-mile radius. The City of Wichita employs approximately 3,100 employees providing a full range of municipal services, including police and fire protection, parks and recreation programs, libraries, public housing, municipal transportation, airports, water and sewer utilities, general administration, and other services.

Information regarding the City of Wichita can be found at wichita.gov. The legislative body of the City consists of a six-member City Council, elected by district, and a full-time Mayor elected from the City-at-large. The Council members and the Mayor serve four-year terms overlapping. The Council and Mayor establish general policies, which are executed by the City Manager.

The City of Wichita is soliciting request for bids from vendors and/or firms for Replacement of HVAC system for the Housing and Community Services Department. The City reserves the right to award all, some, or none of the goods/services set forth in this Request for Bid (RFB) to any one proposer based on the City’s review and assessment of the bids meeting the criteria/specifications set forth herein.

2. SCOPE OF SERVICES

The intent of these specifications and attachments is to cover the removal and replacement of HVAC system Furnace, Outdoor Condensing Units, and A-coil at thirteen (13) scattered single family homes. The Contractor shall read and fully comprehend every aspect of the contract provisions included in this bid proposal, prior to submitting a bid for the project

GROUP I

ADDRESS

BEDROOM

SIZE

LIVING

SQ. FT

BASEMENT CRAWL

SPACE

2002 E. Murdock 67214 2 1,072 YES NO

2015 E. Murdock 67214 3 1,078 YES NO

2021 E. Murdock 67214 3 982 YES NO

2114 E. Murdock 67214 3 1,018 YES NO

2115 E. Murdock 67214 3 1,002 YES NO

2120 E. Murdock 67214 3 1,036 YES NO

2209 E. Murdock 67214 3 1,002 YES NO

2210 E. Murdock 67214 3 1,036 YES NO

2215 E. Murdock 67214 4 1,127 YES NO

2303 E. Murdock 67214 3 1,023 YES NO

2410 E. Murdock 67214 3 1,108 NO YES

2510 E. Murdock 67214 3 1,072 YES NO

816 E. Poplar 67214 3 1,016 YES NO https://www.wichita.gov/

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 4 RFB #260258

Scope of Work: Residential HVAC System Replacement

Project Overview: The contractor will remove and legally dispose of the existing residential HVAC system and install a new, high-efficiency equipment split system in the exact same footprint.

The project features an 80,000 BTU, 1-stage, 96% AFUE gas furnace paired with a minimum 14 SEER (SEER2 compliant) air conditioning system utilizing next-generation R-32 A2L refrigerant.

The system will be managed by a brand-matching equipment programmable thermostat control.

All approved equipment shall conform to the appropriate minimum energy efficiency requirement ratings set forth. All work must comply with local mechanical, electrical, and plumbing codes, as well as EPA Section 608 mandates.

Phase 1: Site Preparation & Safe Demolition

• Property Protection: Lay down drop cloths or floor runners along all service pathways.

• System De-energization: Shut off and lock out the electrical breakers for both the indoor furnace and the outdoor condenser. Close the dedicated natural gas valve ahead of the furnace unit.

• EPA-Compliant Refrigerant Recovery: Connect an EPA-certified recovery machine to the existing system. Recover all legacy refrigerant into a certified recovery cylinder, bringing the system down to required vacuum levels (0 PSIG or lower) without atmospheric release.

• Equipment Removal: Disconnect the electrical whips, control wiring, gas piping, flue venting, and condensate lines. Cut out the existing evaporator coil, media/filter setup, and disconnect the old copper line set. Haul away and legally dispose of the old furnace, coil, condenser, existing thermostat, and line set.

Phase 2: Equipment Installation (Same Footprint)

Sizing of unit: Mechanical Contractor will be responsible for correct sizing each unit prior to installation, completing a Load Design Calculation using professional guidelines such as manual J from the Air Conditioners Contractors of America (ACCA) or a similar method.

1. Indoor Components & Upgraded Filtration

• Furnace Installation: Uncrate and place the equipment 80,000 BTU, 1-stage, 96% AFUE gas furnace in its existing physical footprint:

o Located in the basement (for homes with a basement layout).

o Located on the main floor utility space (for homes without a basement layout).

• Upgraded Media Air Cleaner: Install a new filter cabinet directly into the return air plenum transition, ahead of the furnace blower compartment, ensuring easy filter accessibility for the homeowner.

• Evaporator Coil Mounting: Install a new, matched Carrier cased evaporator coil directly onto the furnace supply plenum.

• Ductwork Integration: Fabrication and installation of customized sheet metal plenum transitions to securely mate the new furnace, upgraded filter rack, and cased coil to the existing supply and return ductwork. Seal all joints airtight using mastic duct sealant and foil tape to prevent thermal leakage.

• Flue Venting: Reconnect the high-efficiency 96% furnace https://www.google.com/search?ibp=oshop&prds=pvt:hg,pvo:29,imageDocid:4379726149612733378,headlineOfferDocid:13706739563046878458,productDocid:13706739563046878458&q=product&sa=X&ved=2ahUKEwjq7PSYgpSXAxXkkmoFHRRBMEwQxa4PegYIAAgaEAM

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 5 RFB #260258 to its PVC combustion air intake and exhaust venting system, maintaining proper slope and support according to manufacturer specifications (replace damage or missing PVC venting system).

• Gas & Plumbing Reconnection: Reconnect the natural gas line utilizing a new flexible gas connector, manual shutoff valve, and a mandatory sediment trap (dirt leg). Perform a comprehensive gas leak test using electronic leak detectors or bubble solutions.

2. Outdoor Components (Condenser & Line set)

• Pad, Condenser Placement & Cage: Use existing outdoor concrete pad. Position the new 13+ SEER R-32 outdoor condenser unit, adhering strictly to manufacturer-specified clearances from walls and structures. Install T-Rex 3’ x 3’ air conditioning security cage.

• New Line set Installation: Route a brand new, correctly sized copper refrigerant line set between the indoor evaporator coil and outdoor condenser. Ensure the suction line is fully insulated with closed-cell insulation. Wrap or seal wall penetrations to maintain weatherproofing.

3. Control & Thermostat Installation

• Thermostat Placement: Mount and wire a new brand-matching equipment programmable thermostat control on the main floor in the exact same wall location as the existing thermostat.

Inspect existing low-voltage thermostat wiring; pull new 18-gauge multi-conductor wire if necessary to support the new hardware or a common ("C") wire hookup.

Phase 3: Piping, R-32 Specialty Requirements, & Electrical

• Nitrogen-Purged Brazing: Solder copper joints using silver-alloy rods while continuously purging the line set with dry nitrogen to completely eliminate internal pipe oxidation.

• A2L Safety Sensors: Because R-32 is a mildly flammable (A2L) refrigerant, install the factory-provided equipment refrigerant detection sensor near the indoor evaporator coil, routing and connecting its safety wires directly to the furnace control board as mandated by updated mechanical codes.

• Condensate Drainage: Install a new PVC condensate drain line from the evaporator coil and furnace. Incorporate an easily serviceable P-trap with cleanout ports. Install a mandatory secondary safety float switch (or UL 508 detection device) that will automatically shut down the system if a drain blockage occurs, protecting the property from water damage.

• Electrical Wiring: Reconnect high-voltage power feeds to both units, installing a new outdoor electrical disconnect box and whip as required by code.

Phase 4: Permitting, Code Compliance, & Inspections

• MABCD Permit Responsibility: The installing contractor must be properly licensed in Sedgwick County/City of Wichita. The contractor is solely responsible for pulling all required mechanical and trade permits from the Metropolitan Area Building and Construction Department (MABCD) prior to commencing any installation work.

• Municipal Inspections: The contractor will cover all associated permit fees, submit necessary electronic documentation via the MABCD Portal, schedule all rough-in or final code inspections required by the city/county, and be present on-site to walk the inspector through the project.

Phase 5: Pressure Testing, System Commissioning, & Check-Out https://www.google.com/goto?url=CAESXQHrOzAVBZ9GZKrzU6UIOuSLrsyxcByveXQF8uAWfiNSSoHksdwdPNk_9qYhX-HdG0MT7fyOOgIS76XJx8yvv3P4ssIn_pUzBjmBCIOcre8H5P5dZo2RVM0NjBKgBg https://www.google.com/goto?url=CAESXQHrOzAVBZ9GZKrzU6UIOuSLrsyxcByveXQF8uAWfiNSSoHksdwdPNk_9qYhX-HdG0MT7fyOOgIS76XJx8yvv3P4ssIn_pUzBjmBCIOcre8H5P5dZo2RVM0NjBKgBg https://www.google.com/goto?url=CAESXwHrOzAV6lSKng0Uk_lNwtYYuOgMSMJ8ek70zNCQDlyOucZlzj1R5k1zhT7pJecroJ74mojNmZ7Xp71c9P8jc7ds0rp008Zn_gN3vwvnml8dx6T1Mzrwj7jVzwa0zZuf

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 6 RFB #260258

• Pressure & Leak Testing: Pressurize the newly sealed copper line set with dry nitrogen up to manufacturer specifications (typically 400–500 PSI) and perform a timed pressure-decay test to guarantee zero micro-leaks.

• Deep Vacuum Evacuation: Connect a high-vacuum pump to evacuate all moisture and non-condensable gasses. Draw the system down below 500 microns and perform a vacuum hold test to prove system dehydration and integrity.

• Refrigerant Charging: Break the vacuum and release the factory R-32 charge. Fire up the system and adjust the final refrigerant levels by calculating subcooling or superheat according to exact Carrier ambient temperature charging charts.

• System Performance Testing:

o Verify correct fan speeds and verify quiet, static-pressure-compliant airflow.

o Measure and document temperature splits across the indoor coil in cooling mode.

o Cycle the furnace on to confirm proper gas ignition, clean flame characteristics, and steady heat output.

o Configure and test the programming schedules on the new equipment control to confirm accurate indoor temperature tracking.

• Jobsite Cleanup: Remove all installation debris, tools, and old components. Sweep and vacuum the mechanical spaces, leaving the residence clean. Provide the owner with the operations manuals, new thermostat guide, initial replacement filter, closed MABCD permit sign-offs, and warranty registration details.

Warranties & Hand-Off

• Equipment Registration: The Contractor will complete the online product registration with equipment brand provider within 90 days of installation to ensure the owner receives the minimum full 5-year parts limited warranty.

• Labor Warranty: The Contractor provides a 1-year workmanship warranty covering installation defects from the date of final inspection.

• Documentation Hand-Off: Deliver all operations manuals, the new thermostat guide, an initial replacement filter, closed MABCD permit sign-offs, and printed warranty verification to the Housing & Community Services Department (owner) upon project completion.

Project Specific

• Existing Conditions Documentation: Contractor shall document existing property conditions prior to construction. Documentation shall be video-recorded tape supplemented with 35 mm or digital photographs. Neither videotape nor photographs shall be made from a moving vehicle. One

(1) copy of the documentation package shall be provided to the Housing & Community Services Department prior to beginning construction on the project.

• Contractors Responsibilities: Contractor is responsible for securing the construction area until it is accepted and turned over to the Housing and Community Services Department. This includes preventing vandalism to HVAC system before it is installed. If vandalism occurs, it will be the responsibility of the Contractor to replace damaged or equipment.

• Awarded contractor will have thirty (30) calendar days to complete after the notice to proceed is issued.

The City of Wichita's Standard Specifications are required provisions for the furnishing of all materials and doing all work to complete the above referenced project, and are hereby made a part of these provisions as if fully set forth herein.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 7 RFB #260258

This project is governed by Davis-Bacon and Related Acts. All contractors and subcontractors shall comply with all aspects of General Wage Decision number KS20260002 (05/18/2026) for residential construction.

3. BID TERMS

A. Questions and Contact Information:

Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question” functionality or by email to Chris Haislett, chaislett@wichita.gov in accordance with the dates and times stipulated for questions. Any questions of a substantive nature will be addressed in written form as a posted addendum on the City’s Procurement Portal (wichita.gov/procurementportal). Respondents are responsible for checking the City’s Procurement Portal and acknowledging any addenda electronically as a part of the Procurement Portal submission’s electronic acknowledgment for all stipulated response forms and addendum acknowledgments.

To ensure interested parties receive notification of any published addendum by the City, respondents need to verify the selection of “semi-hourly” on their Procurement Portal - Notification Center settings:

• Accept Invites from Agencies (to receive invitations for new solicitation opportunities)

• Accept Messages (to receive notifications for any published addendum)

Failure to select “semi-hourly” notification settings will impact your Procurement Portal profile’s ability to receive notifications and messages by the City of Wichita Purchasing Division.

To view your Procurement Portal’s Notification Center settings, log into your account and select Settings, Global Vendor Record, Manage my Organization, and Notifications to view this settings screen. If further assistance is needed, please contact the Purchasing Office directly at purchasing@wichita.gov or by phone at 316-268-4636.

B. Bid Submission:

Bids will be received (electronically as stated) in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas, prior to 10:00 O'CLOCK A.M., Friday, October 30, 2026 Bids are to be submitted through the City’s Procurement Portal (wichita.gov/procurementportal) using a secure login/password.

If a Bonfire registration for system access has not been completed, please visit wichita.gov/purchasing for assistance. On the Purchasing website page, a video tutorial (Bonfire Registration Video) walkthrough and registration resources are available to help in the completion of the registration process. If further assistance is needed, please contact the Purchasing Office directly at purchasing@wichita.gov or by phone at 316-268-4636.

All bids, including supporting documentation/manuals, shall become the property of the City.

C. Evaluation Criteria:

Bid Award will be based on the Lowest and Best Total Net Bid from a Responsible and Responsive vendor.

mailto:chaislett@wichita.gov mailto:purchasing@wichita.gov https://wichita.bonfirehub.com/ https://www.wichita.gov/purchasing mailto:purchasing@wichita.gov

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 8 RFB #260258

The City, through its Board of Bids and Contracts, reserves the right to accept or reject any or all bids and any part of parts of any bid and to waive formalities therein to determine which is lowest and best bid. Any bid which is incomplete, conditional, obscure, or which contains additions not called for or irregularities of any kind, may be rejected. All bids are awarded subject to a check of the computations shown on the "Request For Formal Bid" form. In the event of a discrepancy in the extension(s) or total for the item(s), the unit cost shall prevail.

The City, through its Purchasing Manager, reserves the right to accept or reject any or all submittals and any part or parts of any submittal, and to waive formalities therein to determine which is the most beneficial bid.

D. Tentative Schedule:

The tentative schedule will apply to this Request for Bid (RFB) and may change according to with the City’s needs or unforeseen circumstances. All dates and times will be in Central Standard Time (CST;

CDT) and can be confirmed through the Purchasing Office located at 455 N. Main 12th Floor Wichita, KS 67202, calling (316) 268-4636, or by contacting the buyer listed on the solicitation document.

Questions of a substantive nature will be reviewed and answered in written form as an addendum and posted to the City’s Procurement portal at wichita.gov/procurementportal.

Vendors are encouraged to complete bidder registration by visiting the City of Wichita’s eProcurement Portal at wichita.gov/procurementportal, then follow the link to the Bonfire vendor registration page to register your company. Please check our website, wichita.gov/purchasing for upcoming registration opportunities, training dates & locations, and information as it is updated in the near future.

Event Date

Solicitation Advertised October 13, 2026

Pre-Bid Meeting and site walkthroughs at 2002 E. Murdock, Wichita, KS 67214

October 20, 2026 @ 10:00 a.m. CT

Last Day for Written Question October 21, 2026 @ 5:00 p.m. CT

Addendum Posting October 26, 2026

Bid Due October 30, 2026 @ 10:00 a.m. CT

City Council Approval November 10, 2026

E. Minimum Respondent Qualifications:

This section lists the criteria to be considered in evaluating the responsiveness of firms interested in providing the goods and/or service(s) specified in this Request for Bid. Firms should meet or exceed these qualifications to be considered for award. Any exceptions to the requirements listed should be clearly detailed in the proposer’s response. Bidders shall:

1. Understanding of industry standards and best practices.

2. Have experience in providing goods and/or services of comparable size and complexity to that being requested.

3. Have knowledge of and comply with all currently applicable, and as they become enacted during the contract term, federal, state and local laws, statutes, ordinances, rules and regulations. All laws of the State of Kansas, whether substantive or procedural, shall apply to the contract, and all statutory, charter, and ordinance provisions that are applicable to public contracts in the city shall be followed with respect to the contract.

https://wichita.bonfirehub.com/ https://wichita.gov/procurementportal

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 9 RFB #260258

4. Registration with the Kanas Secretary of State’s Office before contract execution.

5. Having Municipal government experience is preferable; however, the City will make the final determination based on responses received and the evaluation process.

6. Have the capacity to acquire all bonds, escrows or insurances as outlined in the terms of this

RFB.

7. Provide project supervision (as required) and quality control procedures.

8. Have appropriate material, equipment and labor to perform specified services.

9. Ensure parking occurs only in designated areas and parking permits are displayed (if provided).

10. Wear company uniform or ID badge for identification purposes.

11. Meet local, state, and federal guidelines as applicable.

F. Bid Requirements:

1. Completed Bonfire Portal (wichita.gov/procurementportal) submission (or Request for Bid Form signed and dated if submitted via paper).

2. Bids submitted may not be withdrawn for a period of 60 days following the opening of this Request for Bid. Prices MUST also be free of duties and federal, state, and local taxes unless otherwise imposed by a governmental body, and applicable to the material on the proposal.

3. Pricing for all stipulated Item(s) and/or Group(s) requirements. Bidders who do not submit pricing for all items when stipulated may be deemed nonresponsive when not adhering to:

a. Lowest and Best Total Per Group when requested will be calculated by aggregate group total.

4. Timeline of substantial (habitable; usable as intended), and final completion (all work 100% completed; no additional work).

5. Exceptions to any part of this document clearly delineated and detailed.

6. Responses that do not include all required forms/items may be deemed non-responsive.

G. City of Wichita Responsibilities:

1. Designate a Department contact person for any daily communication(s) required to ensure goods and/or services delivery.

2. Provide Contractor with appropriate facility access(es) for completion of awarded goods and/or services.

3. Provide Contractor with Contact Information for key City staff who will manage the contract.

H. Debriefing:

The City of Wichita encourages solicitation respondents to learn, grow, and improve their competitiveness for City procurement opportunities. In the event of an unsuccessful solicitation response, solicitation respondents may request a debriefing regarding the selection process from the project manager and the buyer/purchasing representative identified in the solicitation document. The City of Wichita Purchasing Office may be directly contacted at (316) 268-4636 for assistance regarding the debriefing process.

I. Challenges and Protests:

Challenges A challenge is defined as a written objection by any party interested in responding to either a bid or proposal (collectively referred to as solicitations), when that party wishes to have the City consider an addition, substitution or modification to the specifications stated in the outstanding solicitation.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 10 RFB #260258

The written challenge of the solicitation specifications must be filed with the Purchasing Manager located on the 12th Floor, Finance Department at City Hall, 455 N Main, Wichita, KS 67202, telephone number

(316) 268-4636, at least five (5) business days before the solicitation opening due date and time as listed on the solicitation documents. Any challenge to solicitation specifications received after the five (5) business days deadline will not be considered by the City. The Purchasing Manager will acknowledge receipt of the challenge. The written challenge is to include the name, address, email address and telephone number of the interested party, identification of the solicitation number and project title, a detailed statement of the reasons for the challenge, supporting evidence or documentation to substantiate any arguments, and the form of relief requested, e.g. the proposed addition, substitution or modification to the specifications. The Purchasing Manager will investigate the written challenge and any evidence or documentation submitted with the challenge.

In the event of a timely challenge of the solicitation specifications to the Purchasing Manager, the affected pending solicitation shall not proceed further until the challenge is resolved by Purchasing Manager decision. The Purchasing Manager will issue a written decision, which will be posted on the City’s Procurement Portal, wichita.gov/procurementportal, for viewing by all interested parties. The decision rendered by the Purchasing Manager will be final.

Protests A protest is defined as a written objection to a proposed award, or the award of a contract, with the intention of receiving a remedial result. In order to be considered valid, a protest must 1) come from an actual bidder or proposer for the contract, 2) who claims to be the rightful award recipient, 3) whose economic interest may be affected substantially and directly by the award of a contract or by the failure to award a contract. Suppliers or subcontractors to a bidder or proposer cannot file a valid protest. A valid protest can only be filed by a bidder or proposer which can show that it would be awarded the contract if the protest were successful. Therefore, all conditions numbered 1 through 3 listed above in this paragraph must be met.

The written protest for bids must be filed with the Contract Compliance Officer located on the 12th Floor, Finance Department, City Hall, 455 N Main, Wichita, KS prior to 9:00 a.m. of the Tuesday immediately following the posting of the notice of intent to award on the City’s Purchasing Bid Results site wichita.gov/purchasing. Failure of a protestor to file a written protest related to the award of a contract prior to the 9:00 a.m., Tuesday deadline will invalidate that protest and cause it not to be considered.

The written protest for proposals must be filed with the Contract Compliance Officer located on the 12th Floor, Finance Department, City Hall, 455 N Main, Wichita, KS prior to 5:00 p.m. on the third business day following the day of issuing an email or written notification of award. Failure of a protestor to file a written protest related to the award of a contract prior to 5:00 p.m. on the third business day deadline will invalidate that protest and cause it not to be considered.

The Contract Compliance Officer will acknowledge receipt of the written protest. The written protest is to include the name, address, email address and telephone number of the protestor, identification of the solicitation number or contract number and project title, a detailed statement of the reasons for the protest which justify the relief sought, supporting evidence or documentation to substantiate any arguments, and a concise statement of the form of relief requested (e.g. reconsideration of the offer). All the above required information must be included in the protest at its submission. Untimely protests will be returned unopened. Incomplete protests will be rejected without consideration.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 11 RFB #260258

In the event of a valid, timely protest, the City shall not proceed with the execution of the contract until all City administrative remedies have been exhausted or waived, or until a determination is made that a contract award is required to protect the interests of the City.

The decision of the Contract Compliance Officer, based on review of the written protest and information available from City sources, will be rendered within ten (10) business days after receipt of protest, will recite the reasons for the decision, and be provided to the protestor by email or written notification.

The protestor may seek reconsideration of the decision of the Contract Compliance Officer’s decision in writing to the Internal Auditor on the 13th Floor, City Manager Office, City Hall, 455 N Main, Wichita, KS prior to 5:00 p.m. on the third business day following the day of issuing an email or written notification of decision. Failure of a protestor to file a written reconsideration request related to the Contract Compliance decision prior to 5:00 p.m. on the third business day deadline will invalidate that protest and cause it not to be considered. The Internal Auditor decision will be issued by email or written notification, within ten (10) business days after receiving the written reconsideration, unless this time for a response is extended in writing and agreeable by both parties.

The Internal Auditor’s decision will be final, unless the protestor seeks a hearing before the City Council, by written request filed with the City Clerk, located on the 13th Floor, City Hall, 455 N Main, Wichita, KS, prior to 5:00 p.m. on the third business days after issuance of the Internal Auditor written decision.

Failure of a protestor to file a written reconsideration request related to the internal Auditor’s decision prior to 5:00 p.m. on the third business day deadline will invalidate that protest and cause it not to be considered.

If there is a timely written reconsideration request, the protestor may seek reconsideration of the decision of the Internal Auditor by means of a hearing before the City Council. This hearing must be in aid of the City Council’s legislative authority to approve contracts for goods, services, and public improvements on behalf of the City, and does not imply any due process right of the protestor in an unawarded, unexecuted contract. The hearing must be scheduled as soon as practicable according to the City Council’s calendar. The hearing must be granted only upon such facts and issues as are presented in writing to the City Clerk for submission to City Council at or before noon on the Thursday preceding the scheduled hearing. No documents or other evidence must be accepted at the hearing. The protesting party must have available no more than 20 minutes for presentation of argument, followed by no more than 20 minutes of argument presented by City staff. The City Council may deliberate in executive session to seek the assistance of the City Attorney, but must deliver its decision from the bench during the City Council meeting.

If a written protest is made against any proposed award or the award of a contract that relies in part on federal funding, then the Contract Compliance Officer must notify the Granting Authority in writing with all information regarding the protest. A protestor must exhaust all administrative remedies with the City of Wichita before pursuing a protest with the Granting Authority. Protestors are put on notice that according to federal regulations, certain determinations made at the local level are not subject to appeal to the Granting Authority. If a review is granted by the Granting Authority, it will be limited to:

1. the City of Wichita’s failure to have or follow its protest procedures, or its failure to review a complaint or protest; or

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 12 RFB #260258

2. violations of Federal law or regulations.

The Contract Compliance Officer will provide notice to the Granting Authority Regional Office or Headquarters Office of any request for reconsideration before the City Council, and also provide notice of the decision rendered by the City Council, or any alternative resolution reached.

4. CONTRACT PERIOD AND PAYMENT TERMS

All work in this contract shall be complete and invoiced within 30 calendar days from the time the City issues Notice to Proceed with the awarded Contractor. The completion date for this project is subject to reasonable Supply Chain Adjustments as described below. Supply Chain Adjustments – If material delivery will affect the contract time for the project, the contractor must submit documentation from the responsible supplier or manufacturer detailing any delay and providing the anticipated delivery date for the order at issue. Standard form letters will not be accepted. The contractor must then submit a written request for a delayed start or contract extension which demonstrates how the delayed delivery impacts the Controlling Item of Work and contract time. The City commits to approving all reasonable supply chain adjustments and contractor commits to taking all reasonable steps to reduce the impact of those adjustments on the project. Owner is insistent that construction begin as soon as possible after the contract execution and City issue Notice to Proceed.

Liquidated damages will be assessed at a rate of $100.00 per incomplete location per day past the specified 30 completion days from the Notification to Proceed. Liquidated damages will be tracked and recorded on the shared progress excel sheet and updated daily. Such amount shall be assessed not as a penalty, but as liquidated damages resulting from breach of contract. Assessed amounts will be deducted from the invoice total not to exceed the total invoice amount.

Either party may cancel its obligations herein upon thirty-day (30) prior written notice to the other party. It is understood that funding may cease or be reduced at any time, and in the event that adequate funds are not available to meet the obligations hereunder, the city reserves the right to terminate this agreement upon thirty (30) days prior written notice to the contracted party. Payment will be remitted following receipt of a detailed invoice that, depending upon the scope of services solicited, may require outlining of City-assigned work order number, labor hours, hourly labor cost, materials costs, miscellaneous costs (i.e. – shop supplies, travel time, vehicle charges, etc.).

SOLICITATION

260258

Housing & Community Services Department/

Public Housing Division

HVAC Replacement at Thirteen (13)

Residential Sites

Responses are due before:

CONTACT INFORMATION

Contact: Chris Haislett

Email: chaislett@wichita.gov

Phone: (316) 268-4417

Address: 455 N Main, 12th Floor, Wichita, KS 67202

PLEASE QUOTE DELIVERED PRICES ON THE EQUIPMENT, MATERIAL, OR SERVICES LISTED BELOW

NOTE: THIS IS NOT A BID FORM - FOR INFORMATION PURPOSES ONLY

Line Item Bid Item Description Quantity UOM

Provide labor, material, and equipment to Replace HVAC Systems for Thirteen (13) Residential Sites:

2002 E Murdock 2015 E Murdock 2021 E Murdock 2114 E Murdock 2115 E Murdock 2120 E Murdock 2209 E Murdock 2210 E Murdock 2215 E Murdock 2303 E Murdock 2410 E Murdock 2510 E Murdock 816 Poplar 1 LS

10/30/2026 10:00:00 AM

RETURN TO:

Submit Electronically (preferred method to https://wichita.gov/procurement portal

BOND REQUIREMENTS

LABOR AND MATERIAL PAYMENT SURETY BOND

A. A LABOR AND MATERIAL PAYMENT SURETY BOND: running to the State of Kansas in a sum not less than the sum total of the purchase order/contract, conditioned that the Contractor or a Subcontractor of the Contractor shall pay all indebtedness incurred for labor furnished, materials, equipment, or supplies used or consumed in connection with or in or about the construction improvements or repairs per the specifications.

B. Said Bond shall be approved by and filed with the Clerk of the District

Court, Sedgwick County Courthouse, 11th Floor, 525 North Main, Wichita, Kansas, 67203, and the filing fee will be paid by the Contractor. In order to be acceptable, this Bond must be issued by a bonding company authorized to do business in Kansas by the Kansas State Department of Insurance. The Bond must delete any reference to a notice period or claims period that is less than the five

(5) year statute of limitations applicable under Kansas law.

C. The receipt for the filing of the Bond shall be furnished within ten (10) working days to the City Purchasing Manager, City Hall, 12th Floor, Wichita, Kansas, 67202, before the purchase order/contract is issued.

PERFORMANCE BOND

A. A PERFORMANCE BOND, acceptable to the City of Wichita, in the amount of one hundred percent (100%) of the total bid must be furnished by the successful bidder. In order to be acceptable, this Bond must be issued by a bonding company authorized to do business in Kansas by the Kansas State Department of Insurance.

The Bond must delete any reference to a notice period or claims period that is less than the five (5) year statute of limitations applicable under Kansas law.

B. Said Bond shall be furnished, within ten (10) working days to the City

Purchasing Manager, City Hall, 12th Floor, 455 North Main, Wichita, Kansas 67202, before the purchase order/contract is issued.

(01-01-03)

BOND TO THE CITY OF WICHITA

Bond #

KNOW ALL MEN BY THESE PRESENTS: That we ____________________________ of the State of in the City of _____________and having authority to do business in the State of Kansas, as principal, and _____________________________________________ a surety corporation of__________________________________________________________ and authorized to do business in the State of Kansas, as surety hereon, are held and firmly bound unto the City of Wichita in the just and lawful sum of __________________________________

Dollars, good and lawful money of the United States of America, to the payment of which the said principal hereby binds itself, its heirs, administrators, executors, successors, trustees, and assigns, and the said surety hereby binds itself, its successors, trustees, and assigns, all jointly and severally, firmly by these presents.

Signed, sealed, and dated at______________, this day of ____________

A.D.

THE CONDITION OF THE ABOVE OBLIGATION is such that whereas the said principal, _____________________________________________________________________ of has this day of _____________

A.D. entered into a contract with the City of Wichita to furnish all of the materials and labor necessary to construct and complete a certain public improvement in the City of

Wichita, as follows: _____________________________________________________________

___________________________________________________________ according to the plans and specifications therefore, heretofor approved by the City Council of the City of Wichita, and on file in the Purchasing Office of the City of Wichita, and within the time and in compliance with every provision of said contract, and to maintain the same for a period of _______ years from date of completion, all in accordance with and as provided in said contract.

NOW THEREFORE if said principal shall well and faithfully and fully comply with all the requirements in the contract for said improvement, and shall complete same according to the terms thereof, and shall maintain said improvement in the manner and form set forth and required by said contract for the period of years from date of completion, and shall save and hold the City of Wichita harmless for all claims and suits brought against it, or the City of Wichita for damages to property or injury to persons arising out of or resulting from the construction of said improvement, or the failure or neglect of said principal to carry out said contract, or to complete and maintain said improvement and the works thereon as provided by the terms and provisions of said contract, then in that case, the obligation to be void; otherwise to be and remain in full force and effect.

The said surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Contract or to the work to be performed thereunder or the specifications accompanying the same shall in any way affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the Contract or to the work or to the specifications.

IN WITNESS WHEREOF, The said principal has executed and surety has caused these presents to be signed by its duly authorized Attorney-In-Fact the day and year herein written.

Principal

By _________________________________ (Signature)

(print or type name and title)

City Attorney Surety

Approved as to form: By _________________________________

JCH/tj (Revised 03/2022)

BOND TO THE STATE OF KANSAS

STATUTORY PAYMENT BOND

(G.S. Kan. 60-1111, as amended)

Bond #

KNOW ALL MEN BY THESE PRESENTS, That we ____________________________ as Principal, and ________________________________________________________________ as Surety, are jointly and severally bound unto the State of Kansas in the sum of ____________

Dollars ($ ), for the use and benefit of persons entitled theretofor which

Payment shall well and truly be made, we hereby bind ourselves, our successors, heirs and executors and administrators, jointly and severally, firmly by these presents.

THE CONDITION OF THIS OBLIGATION IS SUCH, THAT

WHEREAS, the said ______________________________________________________ has entered into a written contract with the City of Wichita, Kansas, for certain work in connection with the _____________________________________________________________

District Court Bond # ____________________

Wichita, Kansas, under date of ____________________________________________________

NOW, THEREFORE, if the said Principal or the subcontractor or subcontractors of said

Principal shall pay all indebtedness incurred for labor furnished, materials, equipment, or supplies used or consumed in connection with or in or about the construction of or in making such public improvement, this obligation shall be void; otherwise, it shall remain in full force and effect.

The said surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Contract or to the work to be performed thereunder or the specifications accompanying the same shall in any way affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the Contract or to the work or to the specifications.

IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed and delivered this day of , .

Principal

WITNESS:

By ________________________________ _____________________________ (Signature)

(print or type name and title)

Surety

By ________________________________ Attorney-In-Fact

JCH/lk (Revised 01/2012)

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 15 RFB #260258

5. INSURANCE REQUIREMENTS

LIABILITY INSURANCE SPECIFICATIONS

The Successful Bidder will be required to furnish a Certificate of Insurance (prior to the Purchase Order, Agreement, or Contract being issued) with the following minimum coverage:

1. Commercial General Liability

Covering premises---operations, xcu hazards, Product/Completed Operations, errors and omissions, Broad Form Property Damage and Contractual Liability with minimum limits as follows:

Bodily Injury Liability $1,000,000 Each Occurrence $2,000,000 Annual Aggregate

Property Damage Liability $1,000,000 Each Occurrence $2,000,000 Annual Aggregate Or Bodily Injury and Property Damage $1,000,000 Each Occurrence Liability (Combined Single Limit) $2,000,000 Annual Aggregate

2. Comprehensive Automobile Liability All Owned, Non-Owned, and Hired vehicles with minimum limits as follows:

Bodily Injury Liability $1,000,000 Each Occurrence

Property Damage Liability $1,000,000 Each Occurrence Or Bodily Injury and Property Damage Liability (Combined Single Limit) $1,000,000 Each Occurrence

3. Workers' Compensation to meet Statutory requirements.

4. Employers Liability $1,000,000 Each Accident $1,000,000 Occupational Disease $1,000,000 Annual Aggregate

The following additional coverages will apply when selected:

Required: YES___NO_X___

5. Professional Liability (Claims made basis) $1,000,000 Each Claim $1,000,000 Annual Aggregate Required: YES___ NO _X__

6. Pollution Liability $1,000,000 Each Claim $1,000,000 Annual Aggregate Required: YES___ NO _X__

7. Umbrella Liability $1,000,000 Each Claim $1,000,000 Annual Aggregate The Insurance Certificate must contain the following:

The City of Wichita shall be added as primary and non-contributory additional insured. The policy shall also provide coverage for contractor’s/vendor’s contractual obligations created in the Agreement. Coverage shall be the greater of the requirements stated here or the contractor’s existing policy.

The Certificate of Insurance must be submitted within ten (10) days after notification of award to the City of Wichita Purchasing Manager, City Hall, 12th Floor, 455 North Main, Wichita, Kansas, 67202-1694.

END OF SPECIFICATIONS

(2/2026)

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable infrastructure;

Provide conditions for living well.

City of Wichita 16 RFB #260258

6. GENERAL SPECIFICATIONS:

GENERAL SPECIFICATIONS

BID FORMS

All bids MUST be electronically submitted and acknowledged (Yes/No) by an officer or employee authorized to submit and bind the bidder to the terms of the solicitation and bidder. Any exceptions, to the specifications, terms and/or other conditions concerning the bid, must be noted in the “bid" submitted to be considered. The "bid" is to be submitted electronically through the City’s Procurement Portal (wichita.gov/procurementportal) using a secure login/password. Vendors are requested to submit current literature or brochures relating to their bid.

LICENSE

Vendors bidding on commodities or services for the City of Wichita must be currently licensed by the City of Wichita or the State of Kansas, where applicable, before a purchase order or contract will be issued.

BILLING TERMS

Discounts for prompt payment will be considered in the evaluation of your bid. The discount time will not begin until the City receives all of the commodities or services. If testing is required, the discount time will begin upon completion of the testing.