6-ITQ - Emergency HVAC - 4200 Stout St. - SOW.pdf

Invitation to Quote (ITQ)

Emergency HVAC – 4200 Stout St.

City of Little Rock, Arkansas

City of Little Rock, 500 W. Markham St., Little Rock Arkansas 72201 (501) 371-4510

City of Little Rock Service Description

This bid solicitation was issued by the City of Little Rock Procurement Division.

Product or Service Emergency HVAC

Department

Housing and

Neighborhood

Programs

Mandatory On-Site Walk-Through 01-02-2026 at 10:00 AM AM

Procurement

Website Little Rock Business Portal | City of Little Rock

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

The City of Little Rock actively supports small, minority and/or women-owned businesses to promote growth and sustainability.

Bidders must submit responses to this request online at LRProcure powered by Bonfire on or before the designated due date and time. Any responses received after this deadline will be considered late and returned to the Bidder without further review.

Responses should comply with all requirements stated in this bid request. If a conflict is found to apply to a key term (for example, quantity or type of work to be done) of this bid, the Bidder's response shall be disqualified at the City of Little Rock's sole discretion.

The City reserves the right to revise the before quote submission deadline. If the City needs to make changes or revisions, an addendum will be posted on the Organization Portal. Only questions and answers in an addendum shall be considered part of the Invitation to Quote.

The City has worked hard to make sure this request is correct, but it is up to you to check everything 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 ITQ, nor shall they be responsible for any Bidders or representatives' failure to verify the information herein and to determine the full extent of that exposure.

https://www.littlerock.gov/business/little-rock-business-portal/ http://www.littlerock.bonfire.hub.com/

1. General Information

The City of Little Rock is seeking to procure products and/or services for the Housing & Neighborhood Programs (HNP) Department. This solicitation is being issued for the following products and/or services:

1.1 Emergency HVAC Unit Replacement – 4200 Stout St., Little Rock, AR 72206

2. Definitions

The City has made every effort to use industry-accepted terminology in this solicitation.

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

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

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

d) “Responsive bid” means a bid submitted in response to this solicitation that conforms in all material respects to this ITQ.

e) “Bid Submission Requirement” means a task a Prospective Vendor must complete when submitting a bid response. These requirements will be distinguished by using the term “shall” or “must” in the requirement.

f) “Requirement” means a specification that a vendor’s product and/or service must perform during the term of the contract. These specifications will be distinguished by using the term “shall” or “must” in the requirement.

g) “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.

h) “ITQ” is a bid quote that invites pricing from suppliers for specific products and/or services.

3. Desired Outcome

A. For the vendor to be highly professional when conducting business.

B. For the vendor to meet the scheduled timeline of the project and resolve any issues quickly.

C. For the vendor work to limit the amount of damage that may occur to property or personal belonging. In the case of damage to property or personal belonging the vendor is proactive in repairing or replacing the affected items.

4. Scope of Services

4.1 Goal

A. The primary goal is to replace the HVAC unit located at 4200 Stout St., Little Rock, AR 72206.

4.2 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 responsive/responsible and qualified bidder who meets all specified requirements.

C. The respondent must attend the mandatory walk-through located at 4200 Stout St., Little

Rock, AR 72206 on Friday, January 2, 2026, at 10:00 AM.

D. The City has the right to award or not award a contract, when in the best interest of the City to do so.

E. Bidder must provide a signed copy of the Combined Certification for Contracting with the City of Little Rock form prior to contract award.

F. The vendor must have a license to operate in the State of Arkansas.

G. A vendor’s past performance with the City is used to determine if the vendor is “responsible”.

Responses submitted by vendors determined to be non-responsible shall be disqualified.

4.3 Services Requested

A. Emergency HVAC Unit Replacement – 4200 Stout St., Little Rock, AR 72206

4.4 Minimum Qualifications

a. One (1) Year General Warranty

Contractor shall remedy any defect due to faulty material or workmanship and pay for all damage to other work resulting therefrom, which appear within one year from final payment. Further, contractor shall furnish owner with all manufactures' and suppliers' written warranties covering items furnished under this contract prior to release of the final payment.

b. Contractor must provide a one (1) year warranty on HVAC labor provided to the structure.

Contractor must submit a statement providing one (1) year HVAC labor warranty on structure with address.

c. If contractor has ever operated under any other name, they must attach previous company's name, phone number, Tax id #/SSN, and address.

d. Please complete, sign, and submit the description of work document. The total amount on last page should include the total of your estimate of the limited home repair including all general requirements and permits. No photo copy should be uploaded in the system, only clear scans (.pdf,etc.) All required documents must be completed, signed and uploaded.

e. Please provide documentation to show two (2) years of HVAC and rehab experience.

f. The vendor shall have experience in completing HVAC projects that require permits.

Please provide documentation to show five (5) jobs were completed, with permits that were pulled.

g. Contractors must inspect all HVAC’s to verify proper quantity of measurement to provide an estimate of replacement cost. All HVACs must be inspected by the Community Development Inspector after the HVAC materials have been removed.

h. The contractor understands that he or she must inspect the property. Submission of a bid is presumptive evidence that the bidder has thoroughly examined the site and is conversant with the requirements of the local jurisdiction.

i. The Contractor acknowledges to remove from site all construction materials, tools and debris. Sweep clean all exterior work areas. Vacuum all interior work areas, removing all visible dust, stains, labels and tags. Clean all windows referenced in specifications.

j. The contractor acknowledges that all work shall be performed by mechanics both licensed and skilled in their particular trade as well as the tasks assigned to them.

Workers shall protect all surfaces as long as required to eliminate damage.

k. Contractor must adhere to the description of work to perform work according to the

Description of Work.

l. Contractor must view the structure(s) prior to submitting a bid.

m. By submitting a bid, the bidder acknowledges familiarity of the site and scope of work.

n. Failure of bidder to be familiar with the structure does not relieve the vendor of the responsibility of requirements.

o. Please attach a City of Little Rock Business License, if applicable.

p. City of Little Rock Business License Requirements:

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

2) If a business has a physical location in Little Rock, they are required to have a business license for each location.

3) If a business is based in another city in Arkansas, that city has jurisdiction over the business. If that city requires a business license, we will honor their license. If the city does not require a license such as Conway and they are coming into Little Rock to conduct business, they will be required to obtain a license from us unless they have already obtained one from another City in Arkansas in which case we will honor that license.

4) If the business is an out of state business which does not have a physical location anywhere in Arkansas, they will be required to obtain a license from us unless they have already obtained one from another City in Arkansas, in which case we will honor that license.

5) Keep in mind the licenses they provide must be for a classification comparable to the type of work they will be conducting in Little Rock.

6) An out of state business does not need to obtain a business license if they are just bidding on a Little Rock purchasing proposal. If the out of state company wins a bid from the city, they would only be required to obtain a business license if they set up a permanent location in the city limits of Little Rock for the duration of the project.

7) A Non-Profit Organization is exempt from having to obtain a business license.

Please provide the Affidavit of Joint Venture form, if applicable.

4.5 General Requirements

A. In accordance with Resolution Number 14,896 – Any products and/or services provided to the

City must prohibit use of Expanded Polystyrene (EPS) Foam (commonly referred to by the brand name Styrofoam”).

B. If applicable, the vendor shall carry the appropriate insurance and must provide a Certificate of

Insurance naming the City of Little Rock as additional insured.

4.6 Payment Structure

A. The vendor shall submit all invoicing 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 has standard Net 30 term. The agreement price may be changed only by a Change Order. The value of any work covered by a Change Order or of any claim for increase or decrease in the contract price shall be determined by one or more of the following methods in the order of precedence listed below:

(A) Unit prices previously approved.

(B) An agreed lump sum.

mailto:accountspayable@littlerock.gov

4.7 Pricing

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

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

C. 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.

D. 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.

E. 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.

F. The prices in the response have been arrived at without collusion.

G. All bid pricing shall be in United States dollars and cents.

5. Performance Metrics and Contract Management

5.1 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 upon learning what works.

Metric Data Source Data Frequency Responsibility Review Cadence

1. Vendor Responsiveness Department Records

As Needed – At Least Once Per Contract

Housing &

Neighborhood Programs Completion of Project

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

5.2 Contract Management

A. Joint Ventures

1. A joint proposal submitted by two or more vendors is acceptable.

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

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

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

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

e. In efforts to meet the Mayor’s Initiative to increase spend, it is highly recommended that any joint ventures include small, minority and/or women-owned businesses.

6. Contract

6.1 Issuance of Contract.

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

6.2 Cooperative Use

A. The City of Little Rock, as the issuing office for this solicitation, shall be the lead 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 shall agree to offer the same pricing, terms, and conditions to participating governmental entities as outlined in this solicitation.

C. There is no obligation for any agency to purchase from the awarded contractor, nor does it guarantee any additional orders will result. However, it does allow entities at their discretion, to make use of the City of Little Rock’s competitive procurement process directly from the awarded contractor. All purchases made shall be understood to be transactions between that entity and the awarded vendor.

6.3 The City of Little Rock shall not assume liability or obligation on behalf of any other governmental entity that may use any contract resulting from this solicitation. All purchases and payment transactions shall be made directly between the vendor and the requesting entity.

7. Inquiries and Bid Submission Instructions

7.1 The responsive bid must be submitted through online bidding at LRProcure powered by Bonfire.

7.2 For any system-related questions, technical errors or help, please contact Bonfire Technical

Support or using the Help Button or at support@gobonfire.com Mon-Fri 8:00am-8:00pm EST.

7.3 For all other assistance, staff is available at (501) 371-4560. Bidder acknowledges that support may not be readily available the day of or the hours/minutes prior to a bid closing date/time.

8. Terms and Conditions

All prospective Vendors who submit a proposal agree to be bound by the City of Little Rock Standard Terms and Conditions for Bidders and the online Bonfire Terms & Conditions.

http://www.littlerock.bonfire.hub.com/ mailto:support@gobonfire.com https://www.bonfire.com/terms-and-conditions/