5-Scope of Work - HVAC Equipment.pdf

INVITATION TO BID

Project Number: 222667

HVAC Equipment

City of Little Rock, Arkansas

The capital city of Arkansas is also the state’s largest municipality with over 202,000 people calling it home. The City of Little Rock employs over 2,500 employees in 16 departments. It is our mission to ensure our City is a safe, secure, and prospering place to live, work, and play.

Mayor Frank Scott Jr.

City of Little Rock, 500 W. Markham St., Little Rock Arkansas 72201 (501) 371-4560

City of Little Rock – Invitation to Bid – HVAC Equipment

Contents

SCHEDULE AND ACCESS INFORMATION

SECTION 1 – GENERAL INFORMATION

1.1 PURPOSE

1.2 BACKGROUND INFORMATION

1.3 DEFINITION OF REQUIREMENT

1.4 DEFINITIONS OF TERMS

1.5 RESPONSE DOCUMENTS

1.6 NONCOLLUSION

1.7 PROPRIETARY INFORMATION

1.8 ISRAEL BOYCOTT NOTICE

1.9 BOYCOTT OF THE ENERGY, FOSSIL FUEL, FIREARMS, AND AMO INDUSTRIES

1.10 REQUIREMENT OF ADDENDUM

1.11 PAST PERFORMANCE

SECTION 2 – PROJECT SCOPE OF SERVICES

2.1 GOAL

2.2 TERMS OF AWARD

2.3 Items

2.4 MINIMUM QUALIFICATIONS

2.5 GENERAL REQUIREMENTS

2.6 PAYMENT STRUCTURE

2.7 PRICING

SECTION 3 – PERFORMANCE MATRIX

SECTION 4 – CONTRACT MANAGEMENT

4.1 COMMUNICATION PLAN

4.2 JOINT VENTURE

SECTION 5 – SUPPLEMENTAL DOCUMENTATION

SECTION 6 – CONTRACT

6.1 NEGOITATIONS

6.2 ISSUANCE OF CONTRACT

6.3 COOPERATIVE USE

SCHEDULE AND ACCESS INFORMATION

Schedule of Solicitations

Project Number: 222667

Title: HVAC Equipment

Description: The Little Rock Parks Department needs to replace the existing HVAC equipment due to significant wear and tear.

Release Date: 2/17/2026

Vendor Questions

Deadline:

3/5/2026

Close Date: 3/10/2026

Bid Opening Information (Optional)

Bid Opening Meeting

MS Teams

Date: 3/10/2026 Time: 12:00 p.m., Central Time

Web Link: https://teams.microsoft.com/meet/26646351721401?p=VFnkyowhEsREMjltjF

Meeting ID: 266 463 517 214 01

Passcode: BF3ob96a

Dial-In: +1 972-371-0918,,691078022# United States, Dallas

Phone Confer. ID: 691 078 022#

Resources

Business Contact Little Rock Business Portal | City of Little Rock

Procurement Purchasing Division | City of Little Rock

LRPROCURE by

Euna littlerock.bonfirehub.com

Israel Boycott Restriction Confirmation

By submitting a formal proposal to this Bid Solicitation, a Prospective Vendor agrees and certifies that they do not boycott Israel, and if selected will not boycott Israel during the aggregate term of the contract. Vendor must attach a signed copy of the Combined Certification for Contracting with the City of Little Rock form to the proposal submission.

Boycott of the Energy, Fossil Fuel, Firearms, and AMO Industries https://teams.microsoft.com/meet/26646351721401?p=VFnkyowhEsREMjltjF tel:+19723710918,,691078022 https://www.littlerock.gov/business/little-rock-business-portal/ https://www.littlerock.gov/city-administration/city-departments/finance/divisions/procurement/ https://littlerock.bonfirehub.com/portal/?tab=openOpportunities

By submitting a formal proposal to this Bid Solicitation, a Prospective Vendor agrees and certifies that it does not boycott the energy, fossil fuel, firearms, and ammunition industries and will not boycott the energy, fossil fuel, firearms, and ammunition industries during the term of the contract.

Vendor must attach a signed copy of the Combined Certification for Contracting with the City of Little Rock form to the proposal submission.

Vendors must submit responses to this request online at LRPROCURE EUNA on or before the designated due date and time.

Responses should comply with all requirements stated in this bid solicitation. The Vendor is required to be both responsive and responsible as per the terms of this bid. If any conflict is identified in key terms (such as the quantity or type of work to be performed), the City of Little Rock reserves the right to disqualify the Vendor's response at its sole discretion.

The City reserves the right to revise the bid submission deadline. If the City needs to make changes or revisions, an addendum will be available on Bonfire under Public Notices.

The City has worked hard to make sure this request is correct, but it is up to the Bidder to check the proposal carefully because the City and its team are not responsible if there are mistakes or missing information. The responsibility for determining the full extent of the exposure to risk and verifying all information herein shall rest solely on those parties’ making proposals. The City, its representatives, and its agents shall not be responsible for any error or omission in this ITB, nor shall they be responsible for any Vendors or representatives' failure to verify the information herein and to determine the full extent of that exposure.

SECTION 1 – GENERAL INFORMATION

1.1 PURPOSE

The City of Little Rock has issued this Invitation to Bid (ITB) to businesses authorized in the State of Arkansas and qualified to provide the requested service(s) outlined in this bid document.

1.2 BACKGROUND INFORMATION

Little Rock is the State Capital and the largest city in Arkansas. It was chartered in 1835 and is in the central part of the state, approximately 135 miles west of Memphis, Tennessee. The city has a population of 202,591 according to the 2020 census certified by the Arkansas State Treasurer. The 2026 operating budget revenues as approved by

Ordinance No. 22079 are $350,389,573 including the General Fund revenue budget of $271,999,104.

It is also a major cultural, economic, and governmental center in central Arkansas. Several cultural institutions are in Little Rock, such as the Arkansas Museum of Fine Arts, the Arkansas Repertory Theatre, the Arkansas Symphony

Orchestra, The Museum of Discovery, William J. Clinton Presidential Library & Museum, and the Mosaic Templars

Cultural Center, including a diverse array of outdoor recreational opportunities.

1.3 DEFINITION OF REQUIREMENT

A. The words “must” and “shall” signify a requirement of this solicitation and that Bidder’s agreement to and compliance with that item is mandatory.

B. Exceptions taken to any requirement in this solicitation, whether submitted in the Vendor’s response or in subsequent correspondence, may cause the Responder’s response to be disqualified.

C. Bidders may request exceptions to non-mandatory items. Bidder must clearly explain the requested exception and should reference the specific solicitation item number to which the exception applies.

1.4 DEFINITIONS OF TERMS

A. The City has made every effort to use industry-accepted terminology in this bid solicitation and will attempt further to clarify any point of an item in question as indicated in the Clarification and Discussion of Proposal.

B. “Best Interests” used herein means practicing economical frugality, professionalism, and a firm commitment to the publicly stated goals of the City

C. “Bid Opening Meeting” is the formal process in which sealed bids are opened and the contents are revealed to all Bidders and the public (optional attendance).

D. “Commodity Code” is the standardized system of numbers used to identify goods and services being purchased. The City of Little Rock utilizes the NIGP Code.

E. “City” means the City of Little Rock, Arkansas. When the term “City” is used herein to reference any obligation of the City under a contract that results from this solicitation.

F. “Public Notice” is the Bonfire bulletin board where the City can issue changes or new information about a project. Vendors can find this in the [Messages] section titled “Public Notices.” Vendors who have viewed a project will receive an email notification when a new public notice is posted.

G. “Prospective Vendor” means a person who submits a bid in response to this solicitation.

H. “Responsible bid” means a Vendor response that has the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.

I. “Responsive bid” A bid solicitation that is deemed to meet all the requirements set forward in the bid solicitation such as but not limited to bid instructions, technical requirements, general requirements, acceptance of terms and conditions, and provide complete information.

J. “Notice of Award” is the written notice of the acceptance of a bid from the City to the successful Vendor.

K. “Notice to Proceed” is written communication issued by the City to the contractor authorizing them to proceed with the work and establishing the date of commencement of the work.

L. “Specifications" A part of the contract documents consisting of written descriptions of a technical nature of materials, equipment, construction systems, standards, and workmanship.

M. “Supplementary Conditions” are modifications to adapt the specific requirements of the project and that may be imposed by applicable federal, state, and local laws.

N. “Work” is all labor necessary to produce the construction required by the contract documents, and all materials and equipment incorporated or to be incorporated in the project. The contractor shall, if required, furnish satisfactory evidence as to the kind and quality of materials.

O. “Written Notice” is any notice to any party relative to any part of this Agreement shall be in writing and considered delivered and the service thereof completed, when posted by certified or registered mail to the said party or his authorized representative.

P. “Vendor” means a person who sells or contracts to sell commodities and/or services.

Q. The words “Responder,” “Bidder,” and “Vendor” are used synonymously in this document.

R. The terms “Invitation to Bid,” “ITB,” and “Solicitation” are used synonymously in this document.

S. The terms “bid,” “response,” and "submission" are used synonymously in this document.

1.5 RESPONSE DOCUMENTS

The Bidder’s responsive/responsible proposal must be submitted thru LRPROCURE Bid Opportunities Portal on or before the closing date and time. Other documents and/or information required must be attached to bid solicitation upon submission.

1.6 NONCOLLUSION

Bidder shall represent and warrant that in connection with a response to this solicitation:

A. The Bidder has not been a party to any collusion among Responder(s) in the restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding.

B. The Bidder has not been a party to any collusion with any official or employee of the City of Little Rock as to quantity, quality, or price in the prospective contract or any other terms of said prospective contract.

C. The Bidder has not been a party in any discussion between Bidders and any official of City concerning the exchange of money or other things of value for special consideration in the letting of a contract.

D. Bidder's failure to disclose such a relationship may result in one of the following:

1. The City’s rejection of the Responder's response.

2. The City’s cancellation of any resultant contract.

1.7 PROPRIETARY INFORMATION

A. Response documents pertaining to this solicitation will become the property of the City of Little Rock and shall be subject to the Arkansas Freedom of Information Act (FOIA).

1.8 ISRAEL BOYCOTT NOTICE

A. Pursuant to Arkansas Code Annotated § 25-1-503, a public entity shall not enter into a contract valued at

$1,000 or greater with a company unless the contract includes a written certification that the person or company is not currently engaged in and agrees for the duration of the contract not to engage in, a boycott of Israel.

B. Vendor's signature on the Combined Certification for Contracting with the City of Little Rock form shall represent and warrant they do not boycott Israel and will not boycott Israel during the remaining aggregate term of the contract.

1.9 BOYCOTT OF THE ENERGY, FOSSIL FUEL, FIREARMS, AND AMO INDUSTRIES

Pursuant to Arkansas Code Annotated § 25-1-1002, a public entity shall not enter into a contract valued at $1,000 or greater with a company unless the contract includes a written certification that the person or company is not currently engaged in and agrees for the duration of the contract not to engage in a boycott of the energy, fossil fuel, firearms, and ammunition industries. The signed Combined Certification for Contracting with the City of

Little Rock form shall represent the Bidder’s compliance.

1.10 REQUIREMENT OF ADDENDUM

This solicitation shall be modified only by an addendum written and authorized by City.

1.11 PAST PERFORMANCE

A Vendor's past performance with City may be used to determine if the Bidder is “responsible”. Responses submitted by the Bidder determined to be non-responsible shall be disqualified.

SECTION 2 – PROJECT SCOPE OF SERVICES

2.1 GOAL

The City of Little Rock Public Works Department, Building Services Division, is seeking a qualified vendor to provide

HVAC equipment for the Parks Department. The existing HVAC units require replacement due to significant wear and tear.

2.2 TERMS OF AWARD

A. This bid solicitation shall result in a one (1) time award.

B. The bid shall be awarded on an all or none basis, to the lowest qualified bidder who meets all specified requirements, and who has the absolute capability to provide the required services. Responses to this bid solicitation will be used by the City of Little Rock to determine if the vendor has the appropriate experience, licensures, and qualifications to be considered for the project.

C. The Vendor must have a license to operate in the State of Arkansas.

D. The City of Little Rock Treasury Management Division will determine validity of all business licenses.

E. For more information regarding business licenses requirements, contact the Treasury Division | City of Little Rock.

F. The City reserves the right to reject all bids and to waive any informality or irregularity in any bid.

G. Bidder must attach a signed copy of the Combined Certification for Contracting with the City of Little Rock form to the bid submission.

2.3 Items

Any reference to a particular manufacturer, brand, model, drawing, etc is to assist in establishing a product acceptability level for the City. It is not to establish a proprietary bid to limit bidders from competition for the bid.

Please be advised that this project specification requires the use of the exact manufacturer and model numbers listed below. No substitutions, alternates, or “approved equal” products will be accepted. Bids must be based solely on the specified manufacturer and models listed below. Any proposal including substitutions will be considered non-responsive.

A. HVAC Equipment needed:

1. (5) RGEHYB240ADG40BCADA0A

RHEEM 20 TON 460 VOLT 454B 400,000

BTU TWO STAGE WITH CLEAR

CONTROL,HINGED ACCESS, LOUVERS

2. (5) AXRF-KFA1 RHEEM MANUAL FRESH AIR

DAMPER GRAY 15-25 TON

3. (1) RGEDYB090ACG15BAADA0

RHEEM RENAISSANCE 7.5TON GP UNIT

https://www.littlerock.gov/city-administration/city-departments/finance/divisions/treasury/ https://www.littlerock.gov/city-administration/city-departments/finance/divisions/treasury/

W/SS HX, LOUVER, HINGED ACCESS

R-454B

4. (1) RXRF-ADA1 RHEEM MANUAL FRESH AIR

DAMPER RGED 7.5-12.5 T

5. (1) 30-290-29159 RRS OLD RHEEM RKKB TO

NEW RHEEM RGED

2.4 MINIMUM QUALIFICATIONS

A. The vendor must be an authorized distributor, dealer, or manufacturer representative for the HVAC equipment proposed.

B. The vendor must have a minimum of three (3) years of experience supplying commercial HVAC equipment.

Documentation of at least three (3) comparable projects completed within the past five (5) years shall be provided.

2.5 GENERAL REQUIREMENTS

A. The vendor shall hold all HVAC equipment at their warehouse in Little Rock and coordinate with Building

Services on the actual dates needed for each piece of equipment.

B. The proposed HVAC equipment must include manufacturer standard warranties.

2.6 PAYMENT STRUCTURE

A. The Vendor shall submit all invoices resulting from contract purchase order to the City of Little Rock’s

Accounts Payable Division, Department of Finance, Room 315, 500 West Markham, Little Rock, AR 72201 at: accountspayable@littlerock.gov. Email invoice preferred.

B. The City follows a standard thirty (30) day net terms.

2.7 PRICING

C. Any cost not identified by the successful Vendor but subsequently incurred in order to achieve successful operation shall be borne by the Vendor.

D. To allow time to evaluate responses, prices shall be valid for ninety (90) days following the bid opening.

E. Pricing shall include all associated costs. The City shall not be obligated to pay any costs that are not included in the vendor’s price proposal even though such cost is subsequently incurred by the vendor to provide the contracted services or equipment or to achieve the required quality of service unless agreed to in writing by the City.

F. The City should receive any discounts offered by, or available to the Vendor. For term contracts the beginning date for computing discounts will be the date of invoice or the date of delivery and acceptance, whichever is later.

mailto:accountspayable@littlerock.gov

G. Prices quoted are to be net prices. If the Vendor makes an error in extending total prices, the City may accept the lesser amount whether reflected by extension or by the correct multiple of the unit price.

H. Any prices in the response have been arrived at without collusion.

I. All bid pricing shall be quoted in U.S. dollars and cents ($).

SECTION 3 – PERFORMANCE MATRIX

The City seeks to collaborate with the Vendor and other stakeholders to enhance accountability and contract management, improve results, and adjust the delivery of products and/or services based on learning what works.

Metric Data Source Data Frequency Responsibility Review Cadence

1. On a linear scale from 1 to 5, how well was the vendor’s overall performance?

Department

Records

Per Delivery City of Little Rock Public

Works Department

Per Delivery

2. Vendor Performance Report

(Ad-hoc)

Vendor

Performance

Review Form

As Needed – At

Least Once Per

Contract

City of Little Rock

Procurement Division

Annually

3. Vendor Performance Review Bonfire Annually City of Little Rock

Procurement Division

Annually

SECTION 4 – CONTRACT MANAGEMENT

4.1 COMMUNICATION PLAN

A. To manage this contract and the goals outlined in sections herein, the City will collect performance data and regularly discuss performance metrics with selected Vendors.

B. The Vendor update meeting shall occur monthly at an agreed-upon time and date. Upon mutual agreement, the parties may move to this meeting if necessary to avoid scheduling conflicts, holidays, or similar occurrences. Any changes or cancellations to a meeting shall be communicated at least twenty-four (24) hours in advance.

4.2 JOINT VENTURE

A. A joint proposal submitted by two or more Vendors is acceptable.

B. In the event of a joint venture, documentation must be submitted with the proposals identifying all participating business entities.

C. Prior to the award, a binding agreement between the participants must be provided. The City will recognize both companies as one entity.

D. The City shall have a single point of operational contact with the entity that is formed pursuant to this provision.

E. Two companies with the same physical address or with a single point of operational contact will be considered one entity.

SECTION 5 – SUPPLEMENTAL DOCUMENTATION

A. City of Little Rock Ordinance 20,482 § 1, 10-3-11, Sections 18.51 – 18.53:

https://library.municode.com/ar/little_rock/codes/code_of_ordinances?nodeId=COOR_CH18MIPROF_ARTIIOFI

NPUPEOR

B. Act 1068 – “To Repeal The Arkansas Prevailing Wage Law; And To Provide Flexibility To Cities And Counties For Capital Construction Projects; And To Declare An Emergency:

https://www.arkleg.state.ar.us/Bills/Detail?ddBienniumSession=2017%2F2017R&measureno=sb601

SECTION 6 – CONTRACT

6.1 NEGOITATIONS

A. If the City chooses, negotiations may be conducted with the highest-ranking prospective Vendor. Negotiations are conducted at the sole discretion of the City.

B. If negotiations fail to result in a contract, the City may begin the negotiation process with the next highest ranking prospective Vendor. The negotiation process may be repeated until the anticipated successful Vendor has been determined, or until such a time the City decides not to move forward with an award.

6.2 ISSUANCE OF CONTRACT

A. Any resultant contract of this bid solicitation is subject to City approval processes which may include board review.

6.3 COOPERATIVE USE

A. The City of Little Rock, as the issuing office for this solicitation, shall be the leading agency for this contract.

Other governmental entities may participate in any contract resulting from this solicitation that falls under its scope of work throughout the life of the contract.

B. The Vendor must agree to offer the same pricing, terms, and conditions to participating governmental entities as outlined in this solicitation.

https://library.municode.com/ar/little_rock/codes/code_of_ordinances?nodeId=COOR_CH18MIPROF_ARTIIOFINPUPEOR https://library.municode.com/ar/little_rock/codes/code_of_ordinances?nodeId=COOR_CH18MIPROF_ARTIIOFINPUPEOR https://www.arkleg.state.ar.us/Bills/Detail?ddBienniumSession=2017%2F2017R&measureno=sb601