Bid #75-25 Library HVAC Unit.pdf

Request for Proposal Date September 26th, 2025 Bid # 75-25

The City of Canon City, Colorado is soliciting sealed offers, hereinafter referred to as Bids, subject to the conditions herein stipulated and in accordance with the specifications set forth and/or attached hereto, for a furnace and air conditioner replacement at the Cañon City Library.

The city will only accept electronic or written submissions in response to this RFP (Request For Proposals). To submit your Proposal online, please visit www.bidnetdirect.com/Colorado. Proposal may also be dropped of in person at City Hall (128 Main Street, Cañon City, CO, 81212). The submission deadline is Thursday, October 9th, 2025, at 11:00 am MST. Proposals shall be submitted in PDF or printed format. All proposals submitted shall become the property of the City and will become a public record.

The City of Canon City, Facilities Department, whose address is 128 Main Street, Canon City, Colorado 81212, the user department. Please submit inquiries concerning this bid via the protocols within the RFP. Inquiries will be answered via the mechanisms outlined in the bid documents and addendums will be posted if necessary.

The project manager for this contract will be Randy Allen, Facilities Foreman.

Bids will be opened at the time and date indicated above and then referred to the City Council. The intended time and date for consideration of this bid to come before the City Council, the awarding agent of the City, is expected to be 6:00 PM on October 20th, 2025, Regular City Council meeting.

Freight and delivery schedule: Items, supplies, equipment, and materials shall be delivered or shipped to the final location of installation, unless otherwise indicated in Purchase Order or Contract; and shipped items, supplies or materials are the responsibility of the bidder until received and accepted by the City.

Delivery will be required as stipulated in the specification and conditions after receipt of purchase order or executed contract. Proposals or bids exceeding the schedule will be rejected, unless accepted in writing by the Contract Manager prior to the bid opening date and time

Each bidder shall furnish the information required; the unit price for each item bid must be shown. A total for each item must be entered, in case of error in extension, the unit price prevails. The bid must be submitted by completing the QUOTATION or PRICE SCHEDULE below. Add, as necessary, additional schedules, a summary cover sheet, a letter of transmittal, a general description of the proposed items, supplies, materials or services configuration, schedules and delivery dates for same. The City reserves the right to increase/decrease quantities for budgetary reasons.

TABLE OF CONTENTS

PROPOSAL INFORMATION

Requests for Proposal Page 1 Table of Contents Page 2 General Instructions to Responders Page 3

WORK DOCUMENTS

General Conditions Page 5 Scope of Work / Project Requirements Page 6 Content of Proposal Page 7 Proposal Cover Sheet Page 8 Bid Form Page 9 Bid Schedule Page 10 Site Photos Page 11

Proposals should contain the following information:

1. Proposal Cover Sheet. See attached document.

2. Bid Form: See attached document.

3. Bid Schedule: See attached document.

4. Manufacturer Material Details (Bidder Provided)

GENERAL INSTRUCTIONS TO RESPONDERS

1. A “proposal” is a responsive, conforming, unconditional, complete, legible, and properly executed offer by a responder to provide the product specified in the Request for Proposal (RFP) for the compensation specified.

2. Responses shall be clearly marked with the RFP# 75-25 Library HVAC Unit

Company Name, contact person, mailing address, and telephone number of the responder.

3. It shall be the responsibility of the responder to ensure that the response is in proper form and in the City’s possession by or before the time and date designated in the RFP.

Responses will not be accepted after the designated time and date. Any response received late will be returned to the responder unopened, if possible.

4. If a mistake is made or discovered during or after the City’s review of responses, the City reserves the right to determine which party made the mistake and whether the mistake is material and, after these determinations, the City, in its sole reasonable discretion, shall decide whether to accept or reject the proposal. No advantage shall be taken by any party to manifest clerical errors or omissions in any proposal. Responders shall notify the City immediately of any errors or omissions that are encountered.

5. Any item which does not meet all of the terms, conditions, or specifications of this package must be clearly indicated in the exceptions section of the Proposal Reply Form or on a separate sheet of paper and returned with the proposal.

6. The City shall not reimburse any responder for any cost incurred in preparing a proposal or attending equipment demonstrations, inspections, pre-proposal conferences, or interviews.

7. Any amplification, clarification, explanation, interpretation, or correction of a response shall be made only by written addendum, and a copy of the addendum shall be submitted to bidnetdirect.com. The City is not responsible for any amplification, clarification, explanation, or interpretation or correction of a proposal not contained in the written addenda.

8. The City reserves the right to determine, in its sole reasonable discretion, whether any proposal meets the needs or purposes intended and is within the approved budget. The City does not base its award on prices alone. Also, to be considered are quality of product;

past experience with the responder or any subcontractors, consultants, products or suppliers; qualifications of the responder and/or subcontractors or suppliers; services offered; warranties; maintenance considerations; long-range costs; delivery; and similar conditions.

9. The final award is tentatively scheduled to be made on Monday, October 20th, 2025, Regular City Council meeting in the best interests of the City.

10. The City reserves the right to conduct such investigations as it deems necessary to assist in the evaluation of any proposal to establish experience, responsibility, reliability, references, reputation, and/or qualifications. The purpose of such investigation is to satisfy the City that the responder has the ability to supply the services in accordance with the RFP in the prescribed manner and time.

11. The City reserves the right, if it deems such action to be in its best interests, to reject any and all responses or to waive any irregularities or informalities therein. Any incomplete, false, or misleading information provided by any responder shall be grounds for rejection of the proposal. If proposals are rejected, the City further reserves the right to investigate and accept the next best proposal in order of ranking, or to reject all proposals and re-solicit for additional proposals.

12. Any response received as a result of this request is prepared at the responder’s expense and becomes City property and is therefore a public record upon opening by the City.

13. If the responder considers any of the information being submitted to be trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data, it is responder’s responsibility to label the information as such. Otherwise, all information submitted shall be available as a public record for public inspection.

14. By submitting a proposal, the responder acknowledges that (a) the preparation of the proposal, and other quotations herein contained, does not obligate the City in any way; (b) the City assumes no obligation to enter into an agreement for the services; (c) all responsive documents are understood; and (d) the responder has the ability to deliver the services as specified herein in accordance with the RFP.

15. Fremont County Resident bidders shall be given priority consideration if the per diem amount bid by any such Fremont County Resident Bidder is not more than 5% higher than per diem amount bid by the lowest responsible and qualified Bidder who is not a Fremont County Resident Bidder

16. No proposal may be withdrawn for a period of sixty (60) days after the deadline for proposals.

17. The city reserves the right to issue a partial award or split award on this project to maximize the amount of work completed within the allocated budget.

18. The selected vendor will be required to enter into a Services Agreement with the city, if there are any exceptions or revisions needed on the agreement they must be noted and included with the submitted bid package.

GENERAL CONDITIONS

All questions regarding the project shall be submitted in writing through www.bidnetdirect.com or submitted directly to Randy Allen via email at RCAllen@canoncity.gov (719-431-3152)

Answers to all questions, inquiries, or requests for additional information will be issued in the form of Addenda. Proposers may, during the proposal period, be advised by the Addenda of additions to, deletions from, or changes in the requirements contained in this RFP and copies of each Addendum will only be posted with Rocky Mountain E-Purchasing System and the City’s website: _____www.bidnetdirect.com. ___

Responders in their proposals shall acknowledge receipt of each Addendum. Failure to acknowledge receipt of any Addendum issued may invalidate a proposal as incomplete. Questions must be received no later than 4:00 PM on Wednesday, October 8th 2025.

The City expressly reserves the right to reject all proposals.

SCOPE OF WORK/PROJECT REQUIREMENTS

Work shall include all labor, equipment, and materials necessary to fully remove and dispose of the existing furnace and air conditioning unit identified in this proposal and to install a new furnace and air conditioning unit in the same location

The price proposed shall be considered a lump sum price inclusive of all necessary labor, equipment, materials, parts, permits, tools, and supplies necessary to complete the full removal and replacement as specified.

The dimensional information contained below is approximate and bidders are advised that it is their responsibility to confirm dimensions and requirements to their own satisfaction prior to submitting a bid.

No adjustments in price will be made post bid. The site will be made available for inspection by bidders upon sending a request to the project manager, Randy Allen, via email at RCAllen@canoncity.gov (719- 431-3152).

FURNACE

150000 BTU minimum furnace to match or exceed existing unit. High Efficiency required with the ability to vent via PVC. Furnace shall be vented through the existing chimney similar to existing furnace venting. PVC vents shall be placed inside the chimney and vented out the top of the chimney. Pictures of existing unit and information tags are attached.

AIR CONDITIONING

4.5 Ton, 48000 BTU, minimum AC Condenser to match or exceed existing unit. Pictures of existing unit and tags are attached.

Entire HVAC system must meet the 2018 International Mechanical Code, 2018 International Fuel Gas Code and the 2018 International Energy Conservation Code. If over 2000 cfm will require smoke duct detector per Section 606 of the IMC. Required to provide minimum ventilation air per table 403.3.1.1 of the IMC. Required to provide a certified test and balance at final.

Bidders can include a value for energy rebates associated with this upgrade project. Any energy rebates proposed on the bid forms are the responsibility of the bidder to process and receive. If any rebates are accepted within the award, the city will assign the rights for those rebate credits to the bidder such that the payments will be made to them by the rebating entity. Any rebates provided will be subtracted from the bid price to arrive at a modified bid price, which will also correspond to the proposed contract value.

Bidders are required to provide manufacturer information and specification sheets with the bid on the specific products and materials to be used so those can be factored into the evaluation of bids.

Selected vendor will be required to apply for and obtain building permits for this work. No building permit or inspection fees normally assessed by the city will be assessed. Building permits external of the city will still be required and paid by the bidder as part of their bid. City will apply for and acquire any historical permits required for the project based on information provided by the bidder.

CONTENT OF PROPOSAL

Proposals should contain the following information:

1. Proposal Cover Sheet. See attached document.

2. Bid Form: See attached document.

3. Bid Schedule: See attached document.

4. Manufacturer Material Details (Bidder Provided)

PROPOSAL COVER SHEET

Bid #75-25

COMPANY INFORMATION

Legal Name of Company:

Trade Name, if any, of Company:

Street Address:

City, State & Zip Code:

Principal Owner/Officer Name:

Title:

Federal Employer Identification Number:

Sam Entity Number: _______________________________________________________

Telephone Number:

Facsimile Number:

Company E-mail Address: ___ __________________________

Contact for this Proposal:

Contact E-mail Address:

Contact Telephone Number: ______________________________

BID FORM

Bid #75-25

The undersigned offers and agrees to furnish all items, upon which the prices are quoted, at the price set opposite each item, if this Bid is accepted within sixty (60) days of the due date. The undersigned also agrees to execute the Contract and satisfy the Performance and Payment Bond and Insurance requirements within fifteen (15) calendar days from the date when Notice of Award is delivered to the Bidder. The undersigned certifies that no federal, state, or local tax is included in the quoted prices and that none will be added.

Bidder acknowledges receipt of the following Addenda:

BID SUMMARY

Total Base Price:

(In words)

Name of Bidder: ________________________________________________________________

Address: ______________________________________________________________________

Telephone Number: _____________________________________________________________

BID SCHEDULE

BID #75-25

BID: Pursuant to the request for bids for the above-named Project and being familiar with all contractual requirements, therefore, the undersigned Bidder hereby proposes to furnish all labor, materials, tools, supplies, equipment, plant, transportation, services, and all other things necessary for the completion of the Project. All other work to complete the Project but not specifically itemized shall also be included as incidental to the Project’s cost. The contractor also agrees to pay all taxes and patent documents, within the time of completion of the Project and pay all taxes and patent costs, and complete the Project in accordance with the time of completion set forth herein, for and in consideration of the following unit and lump sum prices:

LIBRARY – HVAC UNIT

Description Qty Each Amount

HVAC Unit Replacement 1

Energy Rebates 1

NET BID

Description Net Amount

HVAC Unit Replacement minus Energy Rebates

EXCEPTIONS:_________________________________________________________________

Name of Bidder: ________________________________________________________________

Address: ______________________________________________________________________

Telephone Number: _____________________________________________________________

Manufacturer Material Details Submitted on Separate Sheets ( Y / N )?

EXISTING CONDENSER

EXISTING CONDENSER

EXISTING FURNACE

EXISTING EVAPORATOR TAG

EXISTING FURNACE TAG

EXISTING FURNACE VENT