Chem Feed Boiler Replacement RFP.doc.docx

REQUEST FOR QUOTATION

City of Toledo One Government Center 640 Jackson Street Toledo, Ohio 43604

Goods and Services

Chemical Feed Boiler Replacement Purchase Requisition Number 10008915

Issued By Department of Public Utilities

Date Issued October 23, 2026

Response Submission Date and Time

Tuesday, November 17, 2026 at 1:30 PM EST

Bids will be read at 2:00 PM EST

Submit online through PlanetBids: https://pbsystem.planetbids.com/portal/22576/portal-home

SCOPE AND SPECIFICATIONS

Background The City of Toledo Collins Park Water Treatment Plant (the Plant) operates municipal water treatment facilities and associated process equipment necessary to support reliable water treatment operations. The Plant utilizes process heating equipment as part of its treatment operations and is seeking proposals for replacement of the existing gas-fired hot water boiler and evaluation of the associated heat exchangers.

The existing boiler is a Patterson-Kelley P-K Thermific Model N1000-MFD natural-gas-fired boiler. The City is seeking a complete replacement installation that includes evaluation of the existing boiler, heat exchangers, and related systems; recommendations for suitable replacement options; removal of the existing unit; installation of the selected replacement equipment; any required system modifications; startup, testing, commissioning, and training.

The existing boiler and heat exchanger information is provided for reference and to establish the general size and operating characteristics of the system. Vendors are responsible for verifying existing conditions and identifying what is necessary for proper installation and operation of the proposed replacement equipment.

Specifications The existing boiler nameplate identifies the following characteristics:

· Manufacturer/Line: Patterson-Kelley P-K Thermific

· Model: N1000-MFD

· Maximum Input: 1,000,000 BTU/hr

· Rated Output: 850,000 BTU/hr

· Minimum Input: 200,000 BTU/hr

· Fuel: Natural Gas

· Electrical Service: 208–230 V, 60 Hz, single phase

· Total Amperage: 12 amps

· Venting Classification: Category IV

· Gas Supply Pressure: 5.0–14.0 inches W.C.

· Minimum Relief Valve Capacity: 1,090 lb/hr

The City is seeking a new replacement boiler that is equal in capacity and function to the existing unit, an approved equivalent, or a more efficient replacement suitable for the Plant’s process heating application. The Winning Bidder shall evaluate the boiler and associated heat exchangers as a complete system and recommend appropriate replacement equipment. The recommendation shall address whether the existing heat exchangers should remain in service or require repair, modification, or replacement.

Any recommended equipment shall meet the Plant’s operating requirements, and the Winning Bidder shall identify any modifications necessary for proper installation and operation.

The replacement equipment and installation shall comply with all applicable federal, State of Ohio, City of Toledo, local, manufacturer, permit, and code requirements.

Scope of Work The Winning Bidder shall evaluate the existing boiler, associated heat exchangers, and related systems; recommend appropriate replacement options; and provide all work necessary to place the selected equipment into complete and reliable operation at the Plant.

· Evaluate the existing boiler and heat exchangers and provide the City with written recommendations for replacement, repair, modification, or continued use, as appropriate.

· Field verify all dimensions, utilities, connections, access requirements, and other existing conditions affecting the work prior to ordering equipment.

· Coordinate shutdown, isolation, removal, and disposal of the existing boiler and any heat exchangers or related equipment approved for replacement. Equipment identified by the City for retention shall remain City of Toledo property.

· Furnish and install the selected replacement boiler, heat exchangers where required, and all components necessary for complete installation.

· Make any necessary modifications to the existing piping, gas, electrical, controls, combustion-air, venting, and related systems to support proper installation and operation. Existing venting shall be evaluated before reuse.

· Install the replacement equipment with required operating and service clearances and reasonable access for inspection, maintenance, and repair.

· Obtain all required permits and inspections and submit proposed equipment and installation information to the City for review prior to ordering.

· Clearly identify any recommended work that is not included in the proposal.

· Provide manufacturer-authorized or manufacturer-qualified startup and commissioning of the replacement equipment.

· Demonstrate operation of the completed system to Plant personnel, provide on-site training, and provide final operation and maintenance manuals, startup and testing documentation, warranty information, final equipment settings, wiring and control information, and documentation of significant modifications made during installation.

· The installation of the boiler should be scheduled during the warmer months or at a time discussed and agreed upon by Operations, when heating demands are reduced, to minimize disruption to plant operations and ensure sufficient time for installation, testing, and commissioning before colder weather.

PRE-BID MEETING

There will be a pre-bid meeting held on November 10, 2026 at 9 AM EST at Collins Park WTP, 3040 York St., Toledo, OH 43605. Attendance is strongly encouraged.

PREVAILING WAGE

This is a prevailing wage project. The latest prevailing wage rates at the time this bid was posted are available on the “Documents” tab of this bid in PlanetBids. The successful bidder shall submit certified payrolls to the City for all labor performed on the project 2 weeks after start dates and weekly thereafter. Please Note; Pre-Construction meeting w/ Compliance is required prior to work starting.

PROJECT LABOR AGREEMENT (PLA)

Toledo Municipal Code Section 187.12(d) requires the successful bidder of a public improvement contract of $100,000 or greater, which is funded by the City of Toledo or other sources that do not exclude Project Labor Agreements (“PLA”), to enter into a PLA with the Northwest Ohio Building and Construction Trades Council (“NWOBTC”).

Once the successful bidder is notified of bid award, a pre-job conference shall be held within fifteen (15) days of the award notification between the Bidder and the Northwest Ohio Building and Construction Trades Council (“NWOBTC”). An executed Project Labor Agreement must be delivered to the Division of Purchases and Supplies within fifteen (15) working days from pre-job conference with NWOBTC. An executed Project Labor Agreement must have the signature of the lead contractor and the Executive Secretary of the Northwest Ohio Building and Construction Trades Council at a minimum to be deemed valid. A template PLA is attached to this bid for your review.

The successful bidder, and all of the bidder’s contractors and subcontractors, must comply with and adhere to all of the provisions of the PLA executed with the NWOBTC.

PERFORMANCE & PAYMENT BOND (may be applicable per TMC 187.28) Every contract involving an expenditure of the amount of forty thousand dollars ($40,000) or more for the performance of work and labor and for the installation of equipment upon any street, highway, bridge, building or other public improvement in which both labor and material are involved, shall be accompanied by a bond in the Ohio statutory form, in an amount not less than the bid price, of the contractor to the City, guaranteeing the performance of the contract according to its provisions and payment of all lawful claims of subcontractors, material suppliers and laborers for work performed or materials furnished in performing the contract, and indemnifying the City against damages suffered by failure to perform the contract. Such bond shall be for the benefit of any subcontractor, material supplier or laborer having a just claim as well as the City.

LOCAL PREFERENCE

The description of and procedure to apply local preference to responsive bids received by the City of Toledo can be found under Toledo Municipal Code section 187.34.

The Toledo Municipal Code can be found by searching for the City of Toledo webpage toledo.oh.gov and clicking the “Government” link, then clicking the “City Code” link.

TARIFFS

Proposers must clearly identify any portion of their pricing that may be subject to fluctuation due to current or future tariffs, duties, or trade restrictions imposed by the United States or other governing bodies.

If any materials, products, or components included in the proposal are subject to tariffs or similar trade measures, the proposer should identify these items and specify the associated cost impact within the pricing section of their proposal. The awarded contractor shall not adjust pricing after contract execution unless such adjustment is directly attributable to a documented and material change in tariff costs that could not have been reasonably anticipated at the time of the proposal.

Any request for price adjustment due to tariff changes must include detailed supporting documentation and will be subject to review and approval by the City.

REVIEW AND SELECTION CRITERIA

This bid is evaluated and selected based on “lowest and best” offer. The following factors determine “lowest and best:” bid price, past work/experience with the City of Toledo, local preference, if applicable.

QUESTIONS

All questions regarding the plans and specifications must be in writing submitted through the PlanetBids website Q&A tab. The City’s responses will be posted through PlanetBids.

BID SUBMISSION

Bids for this project will be accepted via e-bid though the City of Toledo’s PlanetBids portal. Bid submittals or other transmissions of information have not been completed until an email confirmation of the transmission has been issued by PlanetBids. Bid prices shall be to two (2) decimal places (i.e. $0.00). Only one (1) price per line item will be accepted.

In order to be awarded a contract, the City requires all of the following documents must be submitted with each bid your company submits in 2026 in PlanetBids:

· Project Paperwork*

· Line Items – will auto-populate with e-bid

· Bid Guaranty (bid bond or certified check / cashier’s check on a solvent bank) – see instructions below

· Signed Contract by the Vendor* *Located on “Documents” tab in PlanetBids

Bid Guaranty requirements are located on the “Bid Information” tab on PlanetBids. The bid guaranty shall be in the form of a cashier’s check/official check on a solvent bank or a bid bond. If using a check as the bid guaranty, the check must be scanned and uploaded with your bid. In addition, the check must be received by the Division of Purchases and Supplies no later than the due date and time to be deemed responsive. No Company / No Personal checks will be accepted. Checks shall be made payable to “City of Toledo.” If your company is using a bid bond, scan and upload with bid; the original does not need to be received by the City of Toledo.

If your company does not provide a bid guaranty, your bid submittal will be deemed non-responsive. (TMC 187.09)

City of Toledo Division of Purchases and Supplies One Government Center, Suite 2000 640 Jackson Street Toledo, OH 43604

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for your company for the duration of all contracts with the City. If any information changes, it is the company’s responsibility to notify the city and update the applicable documentation.

City Paperwork:

· Vendor Registration Form, if your company is new to doing business with the city

· Business Tax Registration Form, if your company is new to doing business with the city

· Child Support Affidavit, notarized

· Vendor Utility

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for all bids your company submits in 2026. If any information changes, it is the company’s responsibility to notify the City and update the applicable paperwork.

Annual Paperwork:

· W-9

· Insurance Certificate, naming the City of Toledo as an additional insurer – requirements available on the “Documents” tab of PlanetBids

· EEO Compliance

· Debarment Certification

· Living Wage Affidavit, updated no later than February 1st

· Bureau of Worker’s Compensation Certificate

BID OPENING MEETING

Bids will be open at 2 PM EST on the due date of this bid via Zoom Meeting at:

https://link.edgepilot.com/s/72026a0a/vScHndadGUqgTn8jHzPYJQ?u=https://toledo-oh-gov.zoom.us/j/96570601158

This meeting is available to all interested parties. Preliminary Bid results will be available within one day on the PlanetBids website after bid opening. Bid results will be published to the PlanetBids website once awarded.

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