Bid_#2026-08_General_Project_Specs_Fire_Station_#3_HVAC_Replacement.pdf

CITY OF BLOOMINGTON

FIRE STATION #3 HVAC REPLACEMENT (BID #2026-08)

OVERVIEW

The City of Bloomington proposes to contract HVAC replacement at Fire Station #3 located at 2301 East Empire Street. The work includes removal and replacement of the HVAC system.

DEFINITIONS

“Contractor” means the company, employees, or agents proposing to provide rehabilitation services to the City of Bloomington. “City” shall mean the City of Bloomington, its employees or agents.

PREPARATION OF BID

Bidders are responsible to become familiar with all conditions, instructions, and contract documents governing this bid and shall inspect the site and conditions pertinent to the work involved. Submission of a bid will be considered specific evidence of having performed the above. Failure to make such an inspection shall not excuse the Contractor from performance of the duties and obligations imposed under the terms of the contract. Once the award has been made, failure to have read all the conditions, instructions and specifications of this contract shall not be causing to alter the original contract or to request additional compensation.

START DATE

It is anticipated that the Contractor will have provided all required bonds and insurance so that a contract may be executed by October 1, 2025.

Date of Substantial Completion: It is understood and agreed that time is of the essence in this contract, and the Contractor agrees to begin actual work covered by this Contract after notification by the City of Bloomington to commence work and to prosecute the same with all due diligence to complete all work necessary for occupancy on or before May 31, 2026. It is understood that “Completion” shall mean completion to the point of acceptance by the City of Bloomington, i.e.

Substantial Completion/beneficial occupancy. Work must be completed in stages to maintain use of the facility per the plans and specifications.

Completion Date: All work under this contract shall have a completion date of no later than June 30, 2026.

SUBSTANTIAL COMPLETION

Substantial completion is the stage when a construction project is deemed sufficiently completed to the point where the owner can use it for its intended purpose. Definition from AIA A-201. During the project closeout phase, final completion - also known as final acceptance - is defined by the date when the owner determines the construction project to be 100% completed, punch list work included. This is usually the point where the contractor satisfied any remaining contract terms and requirements, and they have the architect or construction manager perform final inspection.

The Contractor shall complete the contract and obtain final acceptance by the City.

No additional days shall be added to the contract completion date for delays caused by or arise from any number of events during the course of construction, including, but not limited to, work performed, work deleted, change orders, supplemental agreements, delays, disruptions, right of way issues, permitting issues, actions of suppliers, subcontractors or other contractors, actions by third parties, expansion of the physical limits of the project to make it functional, weather, weekends, holidays, suspensions of Contractor's operations, or other such events. With City approval, additional days may be added to the contract completion date for items outside the Contractors’ control, including differing site conditions, utility conflicts, design changes, extra work, and shop drawing approval process delays.

QUALIFICATIONS OF CONTRACTORS

The Contractor shall be required to show to the City that they have the necessary facilities, ability, and resources to provide the services specified herein and have a minimum of five years’ experience. The City reserves the right to reject any proposal if the evidence submitted by, or investigation of, the Contractor fails to satisfy the City that the Contractor is properly qualified to carry out the obligations of the contract and to complete the work described herein.

LICENSES AND PERMITTING

Where required, the Contractor is responsible for obtaining all necessary licenses, permits, or certifications required to conduct business in the City of Bloomington and essential for supporting the bid scope and successful project results. Most permits, licenses, and certifications are obtainable through the Development Services Department and on the City website. The Contractor shall supply copies of all required permits, licenses, and certifications upon issuance.

Each respective Contractor is responsible for securing the applicable Trade Permits.

All contractors shall be appropriately licensed for the work they are seeking permits to perform and be registered with the City of Bloomington to perform such work.

Contractors shall provide documentation of UL listed assemblies used for penetrations of fire rated assemblies prior to inspections. Documentation shall be on site during inspection. Contact Joe Fowler - (309) 434-2236 - Fire Protection Inspector - jfowler@cityblm.org for additional information.

If required, a fire alarm permit is separate from the electrical permit.

The final inspections shall be scheduled with the City Development Services Department prior to occupancy. All appropriate contractors shall be present.

CONSTRUCTION SCHEDULE & STAGING

The contractor shall schedule and stage the work in accordance with the plans and specifications. A full construction schedule shall be submitted to the City for review and approval prior to commencing any work.

CONTINGENCY

The contingency item included in the bid shall be used for unforeseen issues which may arise during the project. Use of the contingency item shall be at the City’s sole discretion as determined by the designated representative of the City of Bloomington.

All work must be pre-approved. Compensation shall be based on an approved Change Order or on a time and materials basis. Contractor must furnish all tickets, receipts, test records and other requested documentation in order to receive payment.

WORK SITE SAFETY

Contractor shall be solely responsible for providing and maintaining safe conditions at the work site, including the safety of persons and property and shall comply with applicable laws and safety regulations to prevent injury to persons or damage to property. Contractor is responsible for protecting public from dangerous situations on the site during Construction. This requirement shall apply continuously and shall not be limited to normal working hours.

Whenever public or private property is damaged, Contractor shall at his/her own expense, restore such property to a condition equal to that existing before the damage was done. Contractor shall also be responsible for damage to the work by actions of the elements or from any other cause whatsoever and shall restore the work at his/her own expense. A registered Land Surveyor at Contractor's expense shall replace existing property comers disturbed or lost during construction. When the site is opened for usage after final acceptance, damage to the work shall not be due to Contractor's fault or negligence.

Contractor shall have no claim against the City because of any damage or loss to the work or to Contractor's equipment, materials or supplies from any cause, including damage or loss due to simultaneous work by others.

When City deems any operation, condition, or practice to be unsafe Contractor shall take corrective action before affected work is resumed. Contractor shall protect public and adjacent properties including roadways and shall use necessary precautions to prevent damage or injury thereto. Contractor shall prevent damage to pipes, conduits, and other underground structures as well as fences, monuments, or other aboveground structures. Vegetation not marked for removal shall not be cut, trimmed, or damaged except with the approval and under the direction of City: Contractor shall provide on-site traffic patterns away from existing vegetation, provide necessary ramps and shall not park vehicles near or under existing vegetation. Contractor shall not park or maneuver equipment or stockpile materials within ten (10) feet of tree drip lines or plants to be protected. Vegetation damaged during construction is subject to replacement at Contractor's expense. Contractor shall protect the City's employees and the public by maintaining barricades, warning signs, flags, lights and temporary passageways around construction areas, covering holes, properly storing materials and equipment and providing other suitable methods for the protection of said persons.

WARRANTIES

The Contractor shall unconditionally guarantee all materials and products furnished under this contract, including contract changes and additions FOR A PERIOD OF

FIVE YEARS from date of final acceptance unless otherwise specified in these special provisions. Unless otherwise specified, the Contractor shall unconditionally guarantee all workmanship on all materials, items and work furnished under this contract, including contract changes and additions FOR A PERIOD OF ONE YEAR from date of final acceptance unless otherwise specified in these special provisions. If within the guarantee period, any defects or signs of deterioration are noted which, in the opinion of the City, are due to faulty design and installation, workmanship, or materials, the City shall notify the Contractor. At the Contractor's expense, the Contractor shall replace, repair, or adjust the material, item or work to correct the condition to the complete satisfaction of the City.

REFERENCES

The Contractor shall be required to provide a minimum of three favorable current commercial customer references for projects similar in nature. The projects must consist of work performed for at least three (3) commercial customer accounts consisting of municipalities, outdoor campuses, sporting venues, hospitals, educational facilities, or similar user spaces. The three references shall be provided within the online bidding portal. The Contractor shall include the names, addresses, contact person(s), phone numbers, email addresses, type of work performed to each referenced customer.

RESPONSIBILITY FOR SUPPLIES

The Contractor shall be responsible for supplies including delivery, storage, protection and final installation; and the Contractor shall bear all risks for rejected supplies after notice of rejection.

PERSONNEL

The Contractor shall employ only competent and skilled personnel. All employees of the Contractor must exhibit an acceptable appearance and shall carry some form of identification when on duty. The City shall have the authority to order the removal from the work of any of the Contractor’s employees who refuse to obey any instructions or who is deemed incompetent, abusive, threatening, or disorderly in his conduct.

Any such person shall not again be employed on this contract. The Contractor must always have on the job a Supervisor to whom orders, and instructions may be given.

Such orders shall have the same force and effect as if given directly to the Contractor.

The awarded Contractor will be required to provide a list of all personnel who will work on the project including their full name and date of birth a minimum of fourteen

(14) days prior to the start of the project to complete a security and background check. The City will not allow any personnel to work within the FAA secured areas without having passed the security and background check. Personnel will need to obtain the needed visitor badges daily or as arranged with the project manager. All visitor passes will need to be visibly displayed when on-site. Access cards or keys will be provided which allow entry to most rooms. However, contractor staff may need to be escorted when they are in high security areas. Fire Department personnel will be readily available to provide the necessary escort.

SUBCONTRACTORS

The Contractor shall not be allowed to subcontract the work under this agreement without the written consent of the City of Bloomington. If approved, the subcontractor(s) shall be bound by the conditions of the agreement between the City of Bloomington and the Contractor and shall perform his/her work in accordance with all terms of this agreement and specifications.

PROTECTION OF PUBLIC AND PRIVATE PROPERTY

The Contractor shall exercise all necessary caution to protect personnel and existing facilities from injury or damage caused by the Contractor’s operations. Any practice deemed hazardous by designated or other qualified City staff shall be immediately halted upon verbal or written notification. The Contractor shall comply with all OSHA, NIOSH, and other applicable federal, state, and local regulations, codes, and/or ordinances.

TIME OF DAY WORK RESTRICTIONS:

All work within the defined limits of the project shall be performed between the hours of 7:00 a.m. and 4:00 p.m., Monday through Saturday, and between 7:00 a.m. and 4:00 p.m. on Sunday with approval from the designated representative of the City of Bloomington.

NOTICE:

A minimum of forty-eight (48) hour notice will be given to the designated representative of the City of Bloomington prior to starting work or restarting work after some absence of work for any reason.

SUPERVISION AND COMMUNICATION

This bid is under the supervision and administration of the Fire Department. The continuing evaluation of the Contractor’s work will be done by Fire Department staff or other appointed designaee(s) through combination of the use of the worksheets, visual observation, or any additional methods. However, this provision in no way excuses the Contractor or relieves in any other way the provision of staffing or execution of the work required by the Contractor under the agreement.

The Contractor will provide one point of contact to act as liaison between Contractor and Fire Department staff. Any alterations, deletions, additions, or modifications of or to the work performed under this agreement shall made only in writing between the Contractor and the City and shall be made prior to start of any altered work. No claims for ANY extra scope shall be allowed unless covered by written, approved, agreement.

The Contractor shall always provide qualified supervision of each crew while working under the contract terms and apply a safety-first approach to all work. Each supervisor shall be fluent in English and have the authorization by the Contractor to accept and act upon all directives issued by the City.

PAYMENT FOR COMPLETED WORK

Payments shall be subject to retainage by the City as follows:

There shall be deducted from the amount so determined for the first fifty percent

(50%) of the completed work a sum of ten percent (10%) to be retained until after the completion of the entire work to the satisfaction of the City. After fifty percent (50%) or more of the work is completed, the City may, at their discretion, certify the remaining partial payments without any further retention, provided that satisfactory progress is being made, and provided that the amount retained is not less than five percent (5%) of the total adjusted contract price.

In addition, the City may keep any money which would otherwise be payable at any time hereunder and apply the same, or so much as may be necessary thereof, to the payment of any expenses, losses, or damages, as determined by the City Manager, incurred by the City; and may retain, until all claims shall have been settled, so much of the moneys as the City Manager shall be of the opinion will be required to settle all claims against the City and its officers and agents as herein elsewhere specified, and all claims for labor on notice of which signed and sworn to be the claimants, shall have been properly filed.