B027-09 Air Duct Cleaning Bid.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/meridenct

City of Meriden

Purchasing Department

142 East Main St. Room 210

Meriden, CT 06450

B027-09 AIR DUCT CLEANING

Project ID: B027-09

RELEASE DATE: August 15, 2026

RESPONSE DEADLINE: September 16, 2026, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Invitation To Bid #B027-09

Title: B027-09 Air Duct Cleaning

Table Of Contents

1. LEGAL NOTICE

2. INFORMATION TO BIDDERS

3. SCOPE OF WORK

4. PRICING PROPOSAL

5. VENDOR SUBMISSION FORMS

Attachments:

A - Contractors Agreement

B - General Insurance

D - Sample Payment Bond

E - Sample Performance Bond

LEGAL NOTICE

INVITATION TO BID

The City of Meriden is accepting electronic bids for:

B027-09 Air Duct Cleaning

The City of Meriden is soliciting a contractor to clean the HVAC air distribution system(s) for the Police and

Fire Department Buildings.

Bids shall be submitted as electronic bids per specifications obtained via the City eProcurement

Portal: https://procurement.opengov.com/portal/meridenct and on the State of Connecticut Department of

Administrative Services website (https://webprocure.proactiscloud.com).

Bids may be received up to but not later than 11:00 am, Wednesday, September 16, 2026 via the City eProcurement Portal located at https://procurement.opengov.com/portal/meridenct. The City eProcurement

Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties. Please submit electronic responses via the City eProcurement Portal:

https://procurement.opengov.com/portal/meridenct by way of the eProcurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

A MANDATORY Pre-Bid Meeting will be held on Wednesday, August 26, 2026 9:00 am starting with the Meriden Police Department, (Rear Parking Lot) 44 Hanover Street, Meriden, CT 06451 and then on to each Fire Dept Building.

Each bid shall be accompanied by a Bid Bond in the amount of Ten (10%) percent of the amount bid.

The right is reserved to reject any or all bids, in whole or in part, to award any item, group of items, or total bid, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden. No bidder may withdraw its bid within ninety (90) days of the date of the bid opening.

The City of Meriden is an Affirmative Action/Equal Opportunity Employer. Disadvantaged, minority, small, and women business enterprises are encouraged to respond.

Rawle Dummett Purchasing Officer City of Meriden, CT 06450-8022 Dated: August 15, 2026 https://procurement.opengov.com/po1tal/meridenct https://webprocure.proactiscloud.com/

INFORMATION TO BIDDERS

1. SUMMARY

The City of Meriden seeks a contractor to clean HVAC air distribution systems. The contractor shall provide all labor, equipment, materials, supervision, transportation, and incidentals necessary to perform professional air duct cleaning services at various City locations (Police Station and Fire Stations 1-6). The intent of this project is to remove accumulated dust, debris, and contaminants from the ductwork and associated components to improve indoor air quality and system efficiency. All services shall be completed in a manner that minimizes disruption to the police and fire station operations and maintains a safe, clean, and functional environment for city personnel.

2. TIMELINE

Project Release Date: August 15, 2026

Pre-Bid Meeting (Mandatory): August 26, 2026, 9:00am

Inspecting several locations: MPD and Fire

Stations 1,2,3,4,5, & 6 Meriden Police Department (Rear Parking Lot) 44 Hanover Street

Meriden, CT 06451 Then onto Stations 2,6,1,3,4 & 5 (in order)

Question Submission Deadline: September 9, 2026, 4:00pm

Submission Deadline: September 16, 2026, 11:00am

3. BIDDING PROCEDURES

The City will only be accepting electronic submissions of bids and proposals. Please submit electronic responses via the City eProcurement Portal: https://procurement.opengov.com/portal/meridenct. By way of the eProcurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

Bids are due for submission no later than 11:00 am, Wednesday, September 16, 2026.

4. BIDS

Bids are to be submitted as follows:.

a. Bids must be made out and signed in the corporate, or other, name of Bidder, and must be fully and properly executed by an authorized person.

b. The City of Meriden, CT will only be accepting electronic submissions of the enclosed bid sheet via the City eProcurement portal partner, OpenGov: https://procurement.opengov.com/portal/meridenct.

c. Bids received later than the time and date specified will not be considered.

d. Amendments to or withdrawal of bids received later than the date and time set forth in the bid opening will not be considered.

5. EXAMINATION OF BIDDING DOCUMENTS

Bidders are to examine all documents and visit the site in order to make a thorough examination of the conditions so that the bidder may familiarize itself with all of the existing requirements, conditions, and difficulties that will affect the execution of the work in order to determine the amount of work necessary to carry out the true intent of the specifications and work shown on the drawings.

The City of Meriden and its agents do not have any responsibility for the accuracy, completeness, or sufficiency of any bid document obtained from any other source other than from the City eProcurement Portal:

https://procurement.opengov.com/portal/meridenct. Obtaining documents from any other source(s) may result in obtaining incomplete and inaccurate information. Obtaining documents from any other source may also result in failure to receive any addenda, corrections, or other revisions to the documents that may be issued.

No request shall be honored if such request is made less than seven (7) calendar days prior to the date fixed for the opening of bids. Any and all such interpretations, and any supplementary instructions, will be in the form of a written addenda to the specifications which, if issued, will be made available via the City eProcurement

Portal, located at https://procurement.opengov.com/portal/meridenct for addenda. Failure of any bidder to receive any such addenda shall not relieve any bidder from any obligations under its bid as submitted.

Bidders shall submit all inquiries regarding this bid via the City eProcurement Portal, located at https://procurement.opengov.com/portal/meridenct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City eProcurement Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

6. BIDS TO REMAIN OPEN

No bidder may withdraw its bid within ninety (90) days of the date of the bid opening. Should there be reason why the contract cannot be awarded within the specified period, the time may be extended by mutual agreement between the City of Meriden and the successful bidder.

7. CITY OF MERIDEN, LOCAL PREFERENCE

In determining the lowest responsible bidder, the Purchasing Department shall also consider Local Preference.

This section shall not apply in those instances where the bid requested involves a cooperative purchasing arrangement between the City of Meriden and other municipalities or the State of Connecticut.

Bidders are specifically advised that the City of Meriden has adopted Section 3-14 of the Code of the City of

Meriden which requires, but is not limited to, a local preference requiring, in part, that a “City-based business” shall mean a business with its principal place of business located within the boundaries of the City of Meriden.

A business shall not be considered a “City-based business” unless evidence has been submitted, satisfactory to the Purchasing Department, with each bid (forms included in bidding documents) to establish that the bidder has a bona fide principal place of business, operates out of, or pays property taxes on personal property in the

City of Meriden.

Any City-based business bidder which has submitted a bid not more than ten (10) percent higher than the low bid provided such City-based business bidder agrees to accept the award of the bid at the amount of the low bid.

The acceptance shall be submitted in writing to the Purchasing Department no later than next business day following the opening of the bid. For example, a bid opened at 11:00 a.m. on a Monday must be accepted by the

City-based bidder no later than 11:00 a.m. on Tuesday. If more than one City-based business bidder has submitted bids not more than ten (10) percent higher than the low bid and has agreed to accept the award of the bid at the amount of the low bid, the lowest responsible bidder shall be one of the City-based business bidders which has submitted the lowest bid.

Bidders claiming status under the local preference are hereby required to submit with its bid an additional form, titled “Request for Status as a Meriden Based Business.”

8. TAXES

The City of Meriden is exempt under Connecticut General Statutes from the payment of the excise taxes imposed by the federal government and the Sales and Use Tax of the State of Connecticut; such taxes should not be included in the bid price. Upon request, exemption certificates will be furnished to the successful bidder.

9. FAIR EMPLOYMENT PRACTICES

The Contractor shall agree that neither it or its subcontractors, except in the case of a bona fide occupational qualification or need, to refuse to hire or employ or to bar or to discharge from employment any individual or to discriminate against such individual in compensation or in terms, conditions or privileges of employment because of the individual's race, color, religious creed, age, sex, gender identity or expression, marital status, national origin, ancestry, present or past history of mental disability, intellectual disability, learning disability, physical disability, including, but not limited to, blindness or status as a veteran. The aforementioned terms are obtained from Connecticut General Statutes Section 46a-60, et seq., entitled “Discriminatory employment practices prohibited,” as amended.

10. FORM OF AGREEMENT BETWEEN CITY OF MERIDEN AND CONTRACTOR

The Agreement for the work will be via Purchase Order and Standard Contractors Service Agreement.

11. LOCAL SUBCONTRACTORS, SUPPLIERS, etc.

Local subcontractors, material suppliers, and labor in the City of Meriden should be considered and sought out insofar as it is practical in the performance of this project.

12. CITY OF MERIDEN CODE OF ETHICS

The City of Meriden has adopted a Code of Ethics located in Chapter 21 of the Code of the City of Meriden, sections 21-1 through 21-15, inclusive, which are expressly incorporated herein by reference. The terms of the

Code of Ethics shall constitute a part of any contract or agreement entered into by the City of Meriden as a result of this bid as if those terms were fully set forth in such contract or agreement.

Bidders are specifically advised that the Code of Ethics prohibits public officers and employees, as well as their immediate families and businesses, with which they are associated from participating in any transaction which is incompatible with the proper discharge of official duties or responsibilities. Bidders are also advised that the

Code of Ethics contain provisions with respect to paid contractors and former employees and officials.

BIDDERS SHOULD NOTE THAT BIDS, CONTRACTS, AND AGREEMENTS ENTERED INTO OR

AWARDED IN VIOLATION OF THE CODE OF ETHICS ARE VOIDABLE BY RESOLUTION OF

THE CITY COUNCIL OF THE CITY OF MERIDEN.

Copies of the Code of Ethics may be obtained from the office of the City Clerk or may be found online on the

City of Meriden’s website.

13. NON-COLLUSION STATEMENT

Each bidder submitting a bid to the City of Meriden for any portion of the work contemplated by the documents on which bidding is based shall execute and attach thereto the sworn Non-Collusive Bid Statement, to the effect that the bidder has not colluded with any other person, firm, or corporation in the submission of the bid.

14. AWARD IN CASE OF A TIE

In the event there are two or more responsive bidders, the decision to award will be based by the following criteria and in the following order:

a. The incumbent will be awarded the bid over that of another bidder.

b. In the case of a multi-item bid, if one bidder has been awarded other items from the same bid and the other bidder has not, the bidder with the multiple awards will be awarded the bid over that of another bidder.

c. The bidder located in the State of Connecticut will be awarded the bid over that of another bidder.

d. The winner of a coin toss will be awarded the bid over that of another bidder.

The above-referenced provisions do not apply to those situations in which more than one City-based business responsible bidder has submitted bids not more than ten (10) percent higher than the lowest bid and has agreed to accept the award of the bid at the amount of the lowest bid. Under such circumstances, the provisions of the

Code of the City of Meriden, section 3-14, are controlling, as set forth under Section 8 of this ‘Information to

Bidders.’

15. AWARD OF CONTRACT

The Purchasing Officer reserves the right to make an award on the bid which, by the Purchasing Officer’s judgment and recommendation from the Facilities following bid evaluations, best meets the specifications and is deemed to be in the best interest of the City of Meriden.

The contract will not be awarded to any corporation, firm, or individual which/who is in arrears to the City of

Meriden by debt or contract, or who is in default as security or otherwise by any obligation to the City of

Meriden.

The right is reserved to reject any or all bids, in whole or in part, to award any item, group of items, or total bid, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden.

16. BID PROTEST PROCEDURE

In the event that any bidder wishes to protest the potential award of a bid, or any procedure of act in the advertising or soliciting of the bids, said bidder must make said protest in writing, which shall state the reason therefore and request a conference with respect thereto. Said protest must be received in the City Purchasing

Office within FIVE (5) business days after the delivery of bid results or decisions. A conference with respect to said protest shall be scheduled by the Purchasing Officer forthwith and shall be attended by him or his designee and such other persons as the Purchasing Officer and the City Manager shall require to attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The

City shall make a decision in writing within three (3) business days after said conference and forward the same to the protesting bidder forthwith. In the event that any protesting bidder wishes to take legal action against the

City, they must fully comply with all of these instructions to bidders.

17. ASSIGNMENT OF CONTRACT

No contract may be assigned without the written consent of the Purchasing Officer or designee.

18. PERMITS

The Contractor shall be responsible for obtaining any and all necessary permits required by the City of Meriden prior to the commencement of work. The Contractor may contact the City of Meriden Building Department for permit information at (203) 630-4091. For all other required permits, contact the City of Meriden Engineering

Department at (203) 630-4018.

**Please note-These are City of Meriden Building(s) therefore City permit fees will be waived (if applicable)

BUT the State Training and Education Fund Fees/Permit will NOT be waived.

19. BID PRICE AND PAYMENT

The City of Meriden is exempt from the payment of the excise taxes imposed by the Federal government and the Sales and Use Tax of the State of Connecticut under Connecticut General Statutes; accordingly, such taxes shall not be included in the bid price.

The City of Meriden, unless stated otherwise in the bidding documents or Contract, will make payment to the

Contractor not less than thirty (30) days following completion of services.

20. QUALITY

All materials, equipment, supplies, and services shall be subject to rigid inspection. If defective material, equipment, supplies, or services are discovered, the Contractor shall remove or make good such material, equipment, or supplies without extra compensation. It is expressly understood and agreed that any inspection by the City of Meriden will in no way lessen the responsibility of the Contractor or release Contractor from the obligation to perform and deliver to the City sound and satisfactory materials, equipment, supplies, or allow the cost to be deducted from any monies due it from the City of Meriden. All services will be performed in a workmanlike manner.

21. LICENSES AND CERTIFICATIONS

The successful firm(s) shall ensure that any appropriate licenses or certifications required by the State of

Connecticut are maintained for the duration of the project. The firm must meet all municipal, state and federal affirmative action and equal employment opportunity practices.

All Workmen will need to be vetted (by the Meriden Police Department) prior to commencement of any work.

22. INSURANCE

The successful bidder shall be required to provide a Certificate of Insurance denoting general liability, automobile liability, workers compensation liability, and other coverage required by the City’s Risk Manager.

SCOPE OF WORK

PROJECT DETAILS

1. General Scope

The contractor shall provide all labor, equipment, materials, supervision, transportation, and incidentals necessary to perform professional air duct cleaning services at the Meriden Police Department and Fire Stations

1,2,3,4,5, and 6. The intent of this project is to remove accumulated dust, debris, and contaminants from the ductwork and associated components to improve indoor air quality and system efficiency. Services shall be completed in a manner that minimizes disruption to the departments operations and maintains a safe, clean, and functional environment for police and fire personnel.

All workmen will need to be vetted (by the Meriden Police Department) prior to commencement of work.

Approximate Count:

• PD 34 Heat Pumps

• Truck 1 1 AHU & 6 VAV

• Station 2 3 RTU

• Station 3 1 RTU

• Station 4 2 Furnaces

• Station 5 2 AHU

• Station 6 Mini Split

2. Facility Description

The work will be performed at our municipal Police Department and Fire Stations in Meriden. The work may include, but is not limited to:

• Apparatus bays

• Living quarters

• Sleeping areas

• Kitchen and dining areas

• Offices

• Locker rooms

• Restrooms

• Training or meeting rooms

• Mechanical/HVAC rooms

• Storage area

The contractor shall service all occupied areas of the various facilities.

All facilities will remain operational during the work unless otherwise coordinated with the City/Agency.

3. Scope of Services

The contractor shall clean the HVAC air distribution system, including all accessible components associated with all Air Handling Units (AHUs).

Work shall include, but is not limited to:

A. Pre Service Inspection

• Inspect HVAC systems, ductwork, vents, registers, returns, and accessible components.

• Identify any damaged, disconnected, or inaccessible duct sections

• Document. pre-existing conditions before beginning work by taking photos/videos.

• Coordinate with fire station staff regarding access, scheduling, and operational limitations

B. Air Duct Cleaning

• Clean all accessible supply and return air ducts.

• Clean registers, grilles, diffusers, and vent covers.

• Remove dust, dirt, debris, soot, lint, allergens, and other accumulated contaminants.

• Use negative air pressure equipment, HEPA filtration, agitation devices, brushes, air whips, or equivalent professional duct cleaning methods.

• Protect interior finishes, -furniture, equipment, and station property from dust and damage.

C. HVAC Component Cleaning

As applicable and accessible, clean associated HVAC components, including:

• Blower assemblies

• Air handler interiors

• Coils, where accessible and appropriate

• Drain pans

• Plenums

• Return air cavities

• Filter housings

• Dampers and accessible duct transitions

D. Video Inspection

• Video inspection required before and after cleaning

4. Standards and Requirements

Work shall be performed in accordance with applicable industry standards, including:

• National Air Duct Cleaners Association (NADCA) guidelines, where applicable

• Applicable OSHA safety requirements

• Manufacturer recommendations for HVAC equipment

• Local, state, and federal regulations

The contractor shall use commercial-grade equipment suitable for institutional and municipal facilities.

5. Protection of Facility and Operations

The contractor shall:

• Maintain emergency vehicle access at all times unless otherwise approved.

• Avoid interfering with emergency response operations.

• Keep exits, corridors, apparatus bays, and fire equipment accessible.

• Protect floors, walls, ceilings, furniture, electronics, and station equipment.

• Use dust containment methods throughout the work.

• Clean all work areas at the end of each workday.

• Immediately report any damage or unsafe condition to the City/Agency representative

• Contractor shall take all necessary precautions to protect building finishes, furniture, equipment, and sensitive areas.

• Floor coverings, corner guards, and protective barriers shall be used as needed.

• All access openings created for cleaning shall be properly sealed and restored to original condition.

6. Contractor Qualifications

• Contractor must be an active member in good standing with Trade Association

• A minimum of one (1) Air Systems Cleaning Specialist (ASCS) certified technician shall be assigned to the project at all times.

• Contractor shall provide proof of certification and insurance upon request.

7. Pre-Bid Meeting

• A mandatory pre-bid meeting will be held on-site to allow vendors to inspect the facility and understand the scope and access requirements.

• Attendance is required to submit a valid bid.

Mandatory Pre-Bid Meeting to be held on August 26, 2026 @ 9:00 am beginning at the Meriden Police

Department and then will proceed to all 6 of the various Fire Stations.

1. Meriden Police Department - 44 Hanover Street (Rear Lot)

2. Engine 2 - 168 Chamberlain Highway

3. Engine 6 - 31 Camp Street, South Meriden

4, Truck 1 - 61 Pratt Street

5. Engine 4 - 260 Sherman Avenue

6. Engine 3 - 561 Broad Street

7. Engine 5 - 1075 East Main Street

8. Scheduling and Coordination

Work is anticipated to commence during the fall of 2026

9. Deliverables

Upon completion, the contractor shall provide:

• Summary of work performed

• List of systems, ducts, vents, and components cleaned

• Before-and-after photos, if requested

• Documentation of any damaged, inaccessible, or deficient components

• Product information and Safety Data Sheets for any chemicals used

• Final confirmation that work areas were cleaned and restored including pictures/videos.

10. Acceptance of Work

Work shall be considered complete when

• All agreed-upon ductwork, vents, registers, returns, and accessible HVAC components have been cleaned

• Debris has been removed from the site

• Work areas have been restored to their original condition

• Required documentation has been submitted

• The City/Agency representative has inspected and accepted the work

11. Safety Requirements

• Contractor shall comply with all applicable OSHA regulations and site-specific safety requirements.

• Personnel shall maintain clear access for emergency response at all times.

PRICING PROPOSAL

AIR DUCT CLEANING

The contractor shall provide all labor, equipment, materials, supervision, transportation, and incidentals necessary to perform professional air duct cleaning services per scope.

Line Item Description Quantity Total Scope

Per Bldg Lump Sum Total

1 Total Sum for Meriden Police

Department - 50 West Main St 1 1

2 Total Sum for Station 1 - 61 Pratt St 1 1

3 Total Sum for Station 2 - 168

Chamberlain Highway 1 1

4 Total Sum for Station 3 - 561 Broad St 1 1

5 Total Sum for Station 4 - 260 Sherman

Ave 1 1

6 Total Sum for Station 5 - 1075 East

Main St 1 1

7 Total Sum for Station 6 - 31 Camp St, South Meriden 1 1

TOTAL

VENDOR SUBMISSION FORMS

1. NON-COLLUSIVE STATEMENT/AFFIDAVIT*

Please download the document below, complete and upload. **MUST be Notarized & Sealed/Stamped**

• Non-Collusive_Bid_Statement...

*Response required

2. REQUEST FOR STATUS AS A MERIDEN BASED BUSINESS*

Please download the below documents, complete, and upload. If this is NOT APPLICABLE Please

Upload a Blank Form w/NA written on it.

• Meriden_Based_Business.pdf

*Response required

3. BIDDER'S QUALIFICATION STATEMENT*

Please download the document below, complete and upload.

• Bidders_Qualification.pdf

*Response required

4. BID BOND

Please download the document below, complete and upload.

• Bid_Bond.pdf https://government-project.s3.us-west-2.amazonaws.com/185261/27e40bae-fea8-4589-88ec-673f947be0c3_Non-Collusive_Bid_Statement.pdf https://government-project.s3.us-west-2.amazonaws.com/185261/24a098a6-fcdd-48aa-b383-e31d61c7689b_Meriden_Based_Business.pdf https://government-project.s3.us-west-2.amazonaws.com/185261/0b547ce7-2bce-4130-af34-e66f19a25d3d_Bidders_Qualification.pdf https://government-project.s3.us-west-2.amazonaws.com/185261/5a51b0db-6545-4b9b-b798-bcdf7e278e7d_Bid_Bond.pdf