ATHENS CITY HALL & FIRE STATION 2 HVAC.PDF

PURCHASING DEPARTMENT

REQUEST FOR BIDS

#25-15

ATHENS CITY HALL & FIRE STATION 2 HVAC

CLOSING LOCATION:

ATHENS CITY HALL

815 North Jackson Street Athens, TN 37303

ISSUED: Saturday, September 6, 2025

MANDATORY PRE-BID MEETING: Tuesday, September 16, 2025 at 10:00 AM ET

DUE: Monday, September 29, 2025 at 3:00 PM ET

PURCHASING DEPARTMENT

TO: Daily Post Athenian

FROM: City of Athens

DATE: September 4, 2025

SUBJECT: LEGAL NOTICE

Please publish the following Legal Notice on Saturday, September 6, 2025, and provide an Affidavit of Publication as soon as possible.

LEGAL NOTICE

The City of Athens will receive sealed responses until 3:00 PM, Monday, September 29, 2025, for the following:

ATHENS CITY HALL & FIRE STATION 2 HVAC

RFB #25-15

This solicitation requests separate pricing for Base Bid A (Athens City Hall HVAC) and Base Bid B (Fire Station 2 HVAC). The City may award one or both in the City’s best interest.

The City of Athens reserves the right to reject any and all bids or waive any informalities and to accept any bid deemed to be in the best interest of the City. The City of Athens, Tennessee does not discriminate based on race, color or national origin in federal or state sponsored programs, pursuant to Title VI of the Civil Rights Act of 1964 (42 USC 2000d).

Further, no person shall, on the grounds of race, color or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal or state financial assistance.

For further information, please contact Angela Robbins at (423) 744-2780 or arobbins@athenstn.gov.

mailto:arobbins@athenstn.gov

NOTICE FOR REQUEST FOR BIDS (RFB) #25-15

Notice is hereby given that the City of Athens is receiving sealed bids for ATHENS CITY HALL & FIRE STATION 2 HVAC for the City of Athens as described by the scope of work included in this bid package.

Bids shall be identified on the exterior of the sealed envelope with all the information included in the attached Bid Return Address Sheet and clearly marked. Bids are to be addressed to the City of Athens and mailed or delivered to the following address:

City of Athens Attn: Angela Robbins

Purchasing Department 815 North Jackson Street

Athens, TN 37303

Bids will be received until September 29, 2025 at 3:00 PM eastern, date/time stamps of 3:01 PM or later will be rejected. Late bids will not be considered under any circumstances.

A mandatory Pre-Bid meeting will be held at Athens City Hall (815 N Jackson St, Athens, TN) on Tuesday, September 16, 2025 at 10:00 AM. Attendance is mandatory to qualify to bid project.

Following the pre-bid meeting, an addendum will be distributed to all bidders via email.

During the evaluation process, the City of Athens reserves the right, where it may serve the City of Athens’ best interest, to request additional information or clarifications from vendors, or to allow corrections of errors or omissions. Questions and requests for clarification or additional information should be directed by telephone or e-mail to the following City contacts:

Angela Robbins Purchasing Agent

(423) 744-2780 arobbins@athenstn.gov

Gene McConkey Project Manager

(423) 744-2752 gmcconkey@athenstn.gov

The City reserves the right to reject any or all bids regarding the quote, to waive irregularities in any proposal, and to make an award in any manner, consistent with law, deemed in the best interest of the City.

mailto:Purchasing@AthensTN.Gov

TERMS & CONDITIONS

1. BID SUBMITTAL FORM: Bids must be submitted on this form only and bear the handwritten signature of an authorized representative of the firm to be considered valid. Unless otherwise stated by the City, no bidder may withdraw their bid within a period of ninety (90) days after the date set for the opening of bids.

2. SEALED BIDS: ALL bids must be SEALED and properly identified with the name and address of bidder; the date, time, bid number and project title on the OUTSIDE of the bid return envelope.

3. INSURANCE: A sheet of minimum “INSURANCE REQUIREMENTS” shall be attached to these terms and conditions when applicable. This sheet is provided for you and your insurance company.

4. Prices shall be quoted FOB Athens, TN. Delivery to City of Athens locations shall be without additional charge unless otherwise requested by the City of Athens.

5. Failure to examine any drawings, specifications, and instructions will be at bidder’s risk. If bidder is in doubt as to the true meaning of any part of the drawings, specifications, and instructions or other documents, he should submit a written request for an interpretation to the Purchasing Department. An interpretation of the document will be made and if necessary, an addendum shall be released via the City’s website at www.athenstn.gov/purchasing. The City will not be responsible for explanations or interpretations of bid documents except as issued in accordance herewith.

6. Bids which do not acknowledge receipt of all addenda will be rejected.

7. Bids and modifications or corrections thereof received after bid closing will not be considered. The

City is not responsible for delays in delivery by mail, courier, etc.

8. Any exceptions to these terms or conditions or deviations from written specifications will be shown in writing and attached to the bid form.

9. Any alteration, erasure, additions to or omission of requested information, change of the specifications or bidding schedule, is made at the risk of the bidder and shall result in the rejection of the bid unless such changes are authorized by the specifications.

10. Bidder agrees to defend and save the City of Athens from and against all demands, claims, suits, costs, expenses, damages, and judgments based upon infringement of any patents relating to goods specified in this order or the ordinary use or operation of such goods by the City or use or operation of such goods in accordance with bidder’s direction.

11. In case of error or discrepancy in the mathematics of the bid price, unit prices prevail.

12. By submission of a signed bid, the bidder certifies total compliance with Title VI and Title VII of the

Civil Rights Act of 1964, as amended and all regulations promulgated thereunder, as the City of Athens does not discriminate based on race, color, or national origin in federal or state sponsored programs, pursuant to Title VI of the Civil Rights Act of 1964 (42 USC 2000d).

13. By submission of a bid, the interested firm and each person signing on behalf of any firm certifies, and in the case of a joint award, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to §12-12-106 – List of persons engaging in investment activities in Iran.

14. Contracts and purchases will be made or entered into with the lowest, responsible, compliant bidder meeting specifications for the particular grade or class of material, work or service desired in the best interest and advantage to the City of Athens. Responsible bidder is defined as a bidder whose reputation, past performance, and business and financial capabilities are such that he would be judged by the appropriate City authority to be capable of satisfying the City’s needs for a specific contract or purchase order.

http://www.athenstn.gov/purchasing.

15. The City reserves the right to determine the low bidder either based on the individual items or based on all items included in its Request for Bids, unless otherwise expressly provided in the Request for Bids. The City reserves the right to accept any item or group of items of any kind and to modify or cancel in whole or in part, its Request for Bids.

16. The City reserves the right to determine the low bidder by durability and maintenance cost over the life of the vehicle or equipment. This may be done by means of experience or research. Initial cost may not determine low bid.

17. All contracts or purchase orders issued for this award will be governed by the laws of the State of Tennessee.

18. Throughout these specifications the term bidder shall mean the actual bidder or any subcontractor working for the bidder to perform the scope of work while adhering to all bid requirements.

By signing below, I hereby acknowledge that I have read, understood, and accepted the above Terms & Conditions:

BIDDER’S COMPANY NAME

COMPANY REPRESENTATIVE PRINTED NAME SIGNATURE

TELEPHONE FAX

EMAIL

THIS FORM MUST BE SIGNED AND SUBMITTED WITH BID

SPECIFICATIONS

PROJECT OVERVIEW & INTENT

Provide a turn‑key replacement of existing HVAC equipment serving Athens City Hall and Fire Station 2, including removal/disposal of existing equipment; furnishing and installing new packaged rooftop units (RTUs) and one split system; curb adapters; electrical connections; controls integration; start‑up;

testing, adjusting, and balancing (TAB); close‑out documentation; training; and warranty. The basis of design for City Hall is Carrier WeatherMaster equipment per the attached equipment submittal.

Equivalent products will be considered if they meet or exceed all published performance and functional requirements shown in the basis‑of‑design submittal and these specifications.

1.1 Basis‑of‑Design Equipment (summary – City Hall)

Packaged rooftop gas/electric cooling units (RTUs) at the following nominal sizes: 12.5‑ton, 10‑ton, 6‑ton, 4‑ton, and 3‑ton.

One (1) split system consisting of 2‑ton outdoor condensing unit and matching indoor air handler/coil.

Note: Quantities and final unit tagging shall be confirmed at the pre‑bid meeting and via field verification by the contractor. Any required curb adapters shall match the existing curbs and the selected equipment; shop drawings shall be submitted for approval prior to order.

1.2 Basis‑of‑Design Equipment (summary – Fire Station 2)

Two (2) 3‑ton split condensing units (Carrier or Daikin) each with matching AC coils and 92% AFUE gas furnaces.

Furnace twinning kit for single thermostat control via Honeywell 8000 thermostat.

Equipment shall be single‑phase 208/230V.

1.3 Separate Base Bids & Award

This RFB includes two separate base bids:

Base Bid A – Athens City Hall HVAC.

Base Bid B – Fire Station 2 HVAC.

Bidders may submit a price for either base bid or both. The City may award Base Bid A, Base Bid B, or both, in any combination and to one or more bidders, as deemed in the City’s best interest.

2. SCOPE OF WORK (Base Bid A and B)

2.1 Demolition/Removal

Disconnect, remove, and legally dispose of existing RTUs/split components, associated curb covers, abandoned controls, and related appurtenances.

Protect roof, flashing, and penetrations; provide temporary weather protection as needed; promptly repair any damage.

2.2 New Work – Equipment & Accessories

Furnish and install new RTUs and split system equipment per basis‑of‑design. Include: factory economizers (where applicable), outdoor air dampers, freezestats, condensate management, service disconnects, vibration isolation, and MERV‑rated filters (minimum MERV‑8, or MERV‑13 if required by code or as existing).

Provide UL‑listed curb adapters sized to existing curbs; include new gasketing, hardware, and weatherproofing.

Reconnect to existing supply/return ducts; modify as required to ensure airtight transitions and maintain clearances for service.

Provide new smoke detectors in return air per code, interlocked with equipment.

2.3 Electrical

Provide new non‑fused or fused disconnects as required; reconnect branch circuits; provide control power;

coordinate all electrical work with the Authority Having Jurisdiction (AHJ).

2.4 Controls & Integration

Provide stand‑alone digital controls/thermostats for each unit and integrate to the existing building control system if present and open protocol is available (BACnet preferred). Provide outdoor air economizer control with demand ventilation where provided by equipment.

2.5 Test, Adjust, and Balance (TAB) & Start‑Up

Perform factory start‑up for each unit.

Provide independent TAB by AABC or NEBB certified firm; submit final air balance report.

2.6 Submittals & Close‑Out

Product data, certified shop drawings (including curb adapter drawings), wiring diagrams, control sequences, and O&M manuals.

Start‑up sheets, warranty certificates, training sign‑in sheets, and as‑built control setpoints.

2.7 Warranty & Training

Provide manufacturer’s standard equipment warranties; provide a minimum 1‑year workmanship warranty from substantial completion.

Provide owner training (minimum 4 hours) for City maintenance staff.

2.8 Schedule & Liquidated Damages

Substantial Completion within [90/120] calendar days of Notice to Proceed. (Subject to Manufacturer's Delivery schedule) Liquidated damages: $500 per calendar day beyond the completion date, excluding approved weather or City‑caused delays.

2.9 Permits & Codes

Contractor shall obtain all required permits/inspections and comply with applicable federal, state, and local codes and ordinances.

3. BID & BONDING REQUIREMENTS

Bid Bond: Five percent (5%) of the total bid, made payable to City of Athens.

Payment & Performance Bonds: 100% of contract price at time of final contracting.

4. SUBMITTAL CHECKLIST (include with bid)

Completed Bid Submittal Form & Bid Worksheet (Section 7) Acknowledgment of all Addenda Signed Terms & Conditions Bid Bond (5%) Proof of Insurance meeting Section 6 Affidavits: Drug‑Free Workplace; No Contact/No Advocacy; Non‑Collusion; Certification Not Engaged in Boycott of Israel Contractor Licensing and business license E‑Verify Affidavit W‑9

5. EVALUATION & AWARD

Selection will be based on lowest, responsible, compliant bid meeting specifications and in the City’s best interest, considering experience, references, schedule, and completeness. The City may accept any item or group of items, modify/cancel the RFB in whole or in part, and waive irregularities as permitted by law. The City may award Base Bid A and/or Base Bid B individually or together.

6. INSURANCE REQUIREMENTS (Minimum)

Commercial General Liability: $3,000,000 per occurrence; $5,000,000 general aggregate; bodily injury, personal injury, and property damage. City of Athens checked/listed as Additional Insured.

Business Automobile Liability: $1,000,000 combined single limit (owned, non‑owned, hired).

Workers’ Compensation & Employers’ Liability: Statutory WC; $1,000,000 Employers’ Liability (each employee/accident/policy limit).

Professional Liability: $2,000,000 per claim and aggregate (as applicable to design/engineering services).

Pollution Liability: $2,000,000 per claim and aggregate.

Cancellation Notice: 30‑day notice of cancellation.

Insurer Qualifications: A.M. Best A‑6 or better; licensed/authorized in Tennessee.

Certificate Holder: City of Athens, 815 N. Jackson Street, Athens, TN 37303.

7. BID SUBMITTAL FORM & WORKSHEET

Company: ______________________________ Date: ____ / ____ / ______

Printed Name: __________________________ Signature: _________________________

Address: _________________________________________________________________

Phone: __________________ Email: ______________________________________

7.1A Base Bid A – Turn‑Key HVAC Replacement at Athens City Hall Provide prices for a complete, operational project as specified. Include rigging/crane, curb adapters, electrical, controls, start‑up, TAB, permits, and warranties.

Item Description Qty* Unit Price Extended 1 RTU Replacement –

12.5‑ton (complete)

2 RTU Replacement – 10‑ton (complete)

3 RTU Replacement – 6‑ton (complete)

4 RTU Replacement – 4‑ton (complete)

5 RTU Replacement – 3‑ton (complete)

6 Split System – 2‑ton outdoor unit + indoor AHU/coil (complete)

7 Controls Integration Allowance (include programming & graphics)

1 $_____ $_____

8 Electrical/Disconnects Allowance

1 $_____ $_____

9 Curb Adapters (shop fabricated or manufacturer‑supplied)

1 $_____ $_____

10 TAB by AABC/NEBB 1 $_____ $_____ 11 Owner Training (min. 4 hrs) 1 $_____ $_____

BASE BID A TOTAL $__________

*Quantities to be confirmed at pre‑bid/field verification.

7.1B Base Bid B – Turn‑Key HVAC Replacement at Fire Station 2 Provide prices for a complete, operational project as specified. Include rigging/crane, curb adapters, electrical, controls, start‑up, TAB, permits, and warranties.

Item Description Qty* Unit Price Extended 1 RTU – 3‑ton (complete) [ 2 ] $_____ $_____ 2 Controls Integration

Allowance (include programming & graphics)

1 $_____ $_____

3 Electrical/Disconnects Allowance

1 $_____ $_____

4 TAB by AABC/NEBB 1 $_____ $_____ 5 Owner Training (min. 4 hrs) 1 $_____ $_____

BASE BID B TOTAL $__________

Bidders may provide an optional combined price discount if awarded both Base Bids: $__________________ (optional)

7.2 Unit Pricing (as applicable)

Premium crane day rate (if required by City schedule constraints): $________/day Duct modification per linear foot: $________/LF

AFFIDAVIT OF COMPLIANCE

WITH

DRUG-FREE WORKPLACE REQUIREMENTS OF

TENNESSEE CODE ANNOTATED, § 50-9-113

(To be submitted with bid by vendor)

I,_______________________________________________ , president or other principal officer, swear or affirm that the company __________________________________________________, has a drug – free workplace program that complies with Title 50, Chapter 9,Tennessee Code Annotated, in effect at the time of this bid submission at least to the extent required of governmental entities. I further swear or affirm that the company is in compliance with Tennessee Code Annotated, § 50-9-113.

“It is the policy of the City of Athens that the use of drugs/alcohol by its employees and impairment in the workplace due to drugs and/or alcohol are prohibited and will not be tolerated. Engaging in prohibited and/or illegal conduct may lead to termination of employment. Prohibited and/or illegal conduct includes but is not limited to:

1. being on duty or performing work in or on City property while under the influence of drugs and/or alcohol;

2. engaging in the manufacture, sale, distribution, use or unauthorized possession of (illegal) drugs at any time and of alcohol while on duty or while in or on City property;

3. refusing or failing a drug and/or alcohol test administered under this policy.

4. providing an adulterated, altered, or substituted specimen for testing;

5.using alcohol within four hours prior to reporting for duty on schedule or use of alcohol while on-call for duty.

6. using alcohol or drugs within eight hours following an accident (incident) if the employee's involvement has not been discounted as a contributing factor in the accident (incident) or until the employee has successfully completed drug and/or alcohol testing procedures.

This policy does not preclude the appropriate use of legally prescribed medication that does not adversely affect the mental, physical or emotional ability of the employee to safely and efficiently perform his/ her duties. It is the employee's responsibility to inform the proper supervisory personnel of his/ her use of such legally prescribed medication before the employee goes on duty or performs any work.”

I have also reviewed the above statement regarding the City of Athens Drug and Alcohol Testing Program and affirm that I have a testing program for my employees that is at least as stringent as the City’s program.

(Signed): ______________________________

Title: _________________________________

Subscribed and sworn to before me this ________ day of _______________, 20___.

NOTARY PUBLIC

My commission expires ___________________________

No Contact/No Advocacy Affidavit

State of _________________

County of ____________________

____________________________, being first duly sworn, deposes and says that:

1) He/She is the owner, partner, officer, representative, or agent of the Bidder that has submitted the attached Bid.

2) The Bidder ____________________________________ swears or affirms that he/she will abide by the following “No Contact” and “No Advocacy” clauses:

a) NO CONTACT POLICY: After the posting of this solicitation to the City website, any contact initiated by any bidder with any City of Athens representative concerning this bid is strictly prohibited, unless such contact is made with the Purchasing Agent or the listed Point of Contact. Any unauthorized contact may cause the disqualification of the bid from this procurement transaction.

b) NO ADVOCATING POLICY: To ensure the integrity of the review and evaluation process, companies and/or individuals submitting bids for any part of this project, as well as those persons and/or companies representing such bidders, may not lobby or advocate to the City of Athens including, but not limited to, members of the City Council, Office of the City Manager, or any other City staff.

Any company and/or individual who does not comply with the above stated “No Contact” and “No Advocating” policies may be subject to having their bid rejected from consideration.

Non-Collusion Affidavit of Prime Bidder

State of _________________

County of ____________________

____________________________, being first duly sworn, deposes and says that:

1. He/She is the __________________ of ______________________, the firm that has submitted the attached Bid.

2. He/She is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting such Bid.

3. Such Bid is genuine and is not a collusive or sham Bid.

4. Neither the said Bid nor any of the Bidder’s officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived, or agreed, directly or indirectly, with any other Bidder, firm or person to submit a collusive or sham Bid in connection with the Contract for which the attached Bid has been submitted or to refrain from bidding in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Bidder, firm, or person to fix the price or prices in the attached Bid or of any other Bidder, firm, or person to fix any overhead, profit, or cost element of the Bid price or the Bid price of any other Bidder, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Athens or any person interested in the proposed Contract; and

5. The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit.

AFFIDAVIT OF COMPLIANCE

WITH

CERTIFICATION THAT COMPANY NOT ENGAGED IN

BOYCOTT OF ISRAEL

TENNESSEE CODE ANNOTATED, § 12-4-119

(To be submitted with bid by construction contractor)

I, , president or other principal officer of , swear or affirm that

NAME OF COMPANY

the company has non-boycott of Israel program that complies with Title 12, Chapter 4, Tennessee Code Annotated, in effect at the time of this bid submission at least to the extent required of governmental entities. I further swear or affirm that the company is in compliance with Tennessee Code Annotated, § 12-4-119.

President Or

Principal Officer

For:

Name of Company

STATE OF TENNESSEE )

COUNTY OF )

Subscribed and sworn before me by , President or principal officer of , On this day of 20 .

Notary Public

My Commission expires:

FROM:

NAME/ADDRESS OF BIDDER

TO BE OPENED DATE: September 29, 2025

TIME: 3:00 PM

PROPOSAL NUMBER: 25-15

PROJECT: ATHENS CITY HALL & FIRE STATION 2 HVAC

TO:

ATTN: ANGELA ROBBINS

CITY OF ATHENS

815 N. JACKSON STREET

ATHENS, TN 37303