chicago rockford international airport 26-12HVAC Services_062626.pdf

REQUEST FOR PROPOSALS (RFP) #26-12

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Request Description: GRAA HVAC Services

Issue Date: Tuesday, July 7, 2026

Questions Due By: Tuesday, July 14, 2026

Proposals Due: Wednesday, July 22, 2026, 10:30AM CDT

RESPONSES MUST BE RECEIVED NO LATER THAN THE PUBLIC OPENING DATE AND TIME (LOCAL TIME) SPECIFIED ABOVE. RESPONSES WILL BE OPENED AND PUBLISHED AT THAT TIME. LATE RESPONSES WILL

NOT BE CONSIDERED.

TO ALL PROSPECTIVE CONTRACTORS:

You are hereby invited to submit your qualifications to be furnished and delivered to the address specified herein.

All RFP submissions must be received by the due date, either in hard copy delivered to Chip Geiger, 60 Airport Drive, Rockford IL 61109, or electronically via BidNetDirect.com.

All submissions are subject to staff analysis and Board approval. The Greater Rockford Airport Authority (Authority) reserves the right to accept or reject any and all submissions received and waive any and all technicalities.

Direct any and all inquiries about this bid to rfp@flyrfd.com .

Mandatory Pre-bid Meeting N

Performance Bond Required N

Prevailing Wage Required Y

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REQUEST FOR PROPOSALS (RFP)

GRAA HVAC Services

RFP Number: 26-12

1. Notice of Request for Proposals The Greater Rockford Airport Authority (GRAA) seeks proposals from qualified HVAC contractors to provide repair services, troubleshooting, and limited corrective maintenance for heating, ventilation, air conditioning, refrigeration, and associated building automation systems at airport-owned facilities.

The successful contractor shall furnish all labor, supervision, equipment, tools, transportation, and incidental materials necessary to restore HVAC systems to proper operating condition.

Contract Term

The anticipated contract term is three (3) years, with up to two (2) one-year renewal options, subject to satisfactory performance and funding availability.

2. General Terms and Conditions

2.1 Non-Discrimination

Contractor shall comply with the Illinois Human Rights Act, 775, ILCS 5/1-101 et seq., as amended and any rules and regulations promulgated in accordance therewith, including, but not limited to the Equal Opportunity Clause, Illinois Administrative Code, Title 44, Part 750 (Appendix A), which is incorporated herein by reference. Furthermore, the Contractor shall comply with the Public Works Employment Discrimination Act, 775 ILCS 10/0.01 et seq., as amended.

During the performance of this Contract, the Contractor agrees that it shall not discriminate against any worker, employee or applicant, or any member of the public, on the basis of race, color, religion, sex, national origin, ancestry, age, marital status, physical or mental handicap, or sexual orientation. Upon request of the Authority, the Contractor also agrees to submit in writing an affirmative action plan demonstrating compliance with equal employment opportunity laws and policies. Contractor further agrees that this clause will be incorporated by the Contractor in all contracts entered into with suppliers or materials or services, sub-Contractors and all labor organizations furnishing skilled, unskilled, and craft union skilled labor, or any other person or organization performing services in connection with this Contract.

2.2 Executive Order dated March 26, 2026

In connection with the performance of work under this contract, the contractor agrees as follows:

1. The contractor will not engage in any racially discriminatory DEI activities, as defined in section 2 of the Executive Order of March 26, 2026 (Addressing DEI Discrimination by Federal Contractors);

2. The contractor will furnish all information and reports, including providing access to books, records, and accounts, as required by the contracting agency pursuant to the Executive Order of March 26, 2026 (Addressing DEI Discrimination by Federal Contractors), for purposes of ascertaining compliance with this clause;

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3. In the event of the contractor’s or a subcontractor’s noncompliance with this clause, this contract may be canceled, terminated, or suspended in whole or in part, and the contractor or subcontractor may be declared ineligible for further Government contracts;

4. The contractor will report any subcontractor’s known or reasonably knowable conduct that may violate this clause to the contracting department or agency and take any appropriate remedial actions directed by the contracting department or agency;

5. The contractor will inform the contracting department or agency if a subcontractor sues the contractor and the suit puts at issue, in any way, the validity of this clause; and

6. The contractor recognizes that compliance with the requirements of this clause are material to the Government’s payment decisions for purposes of section 3729(b)(4) of title 31, United States Code (False Claims Act).”

2.3 Drug-Free Workplace

The Contractor agrees to provide a drug free workplace as provided for in the Drug Free Workplace Act, 30 ILCS 580/1, et seq.

2.4 Tax Exemption

The Greater Rockford Airport Authority is not subject to Federal Excise Tax. Per Illinois Compiled Statuses, 35 ILCS 120/2-5, the Greater Rockford Airport Authority is exempt from state and local taxes. Our exempt number is E9992-3521-05.

2.5 Warranties

Contractor warrants that all goods and services furnished hereunder will conform in all respects to the terms of this solicitation, including any drawings, specifications or standards incorporated herein, and that they will be free from latent and patent defects in materials, workmanship and title, and will be free from such defects in design. In addition, Contractor warrants that said goods and services are suitable for, and will perform in accordance with, the purposes for which they are purchased, fabricated, manufactured and designed or for such other purposes as are expressly specified in this solicitation. The Authority may return any nonconforming or defective items to the Contractor or require correction or replacement of the item at the time the defect is discovered, all at the Contractor’s risk and expense. Acceptance shall not relieve the Contractor of its responsibility.

The Contractor further agrees, upon written notice from the Authority, to promptly and without charge, make changes, corrections and/or replacement, to the satisfaction of the Authority, which may be required to make good all defects in design and material under its intended use, for a period of three (3) years, with the three (3) year period commencing on the date of acceptance by the Authority. The Contractor shall receive no compensation for cost in replacement of goods or workmanship.

2.6 Indemnification

Contractor agrees to indemnify, save harmless and defend the Greater Rockford Airport Authority, its agents, servants, Commissioners, and employees, and each of them against and hold it and them harmless from any and all lawsuits, claims, demands, liabilities, losses or expenses, including court costs and attorneys’ fees, for or on account of any injury to any person, or any death at any time resulting from such

Page 4 of 14 U:\cgeiger\Bids\26-12HVAC Services,062626.docx injury, or any damage to any property, which may arise or which may be alleged to have arisen, in whole or in part, out of or in connection with the work covered by this contract. The foregoing indemnity shall apply except if such injury, death or damage is caused directly and solely by the negligence or other fault of the Greater Rockford Airport Authority, its agents, servants, Commissioners, or employees or any other person indemnified hereunder. This indemnification obligation is not limited by, but is in addition to the insurance obligations, which may be contained in this contract. The provision of this paragraph shall not be waived.

2.7 Termination and Default

If delivery of acceptable items or rendering of services is not completed by the time promised, the Authority reserves the right, without liability, in addition to its other rights and remedies, to terminate the contract by notice effective when received by Contractor, as to stated items not yet shipped or services not yet rendered and to purchase substitute items or services elsewhere and charge the Contractor with any or all losses incurred. The Authority shall be entitled to recover its attorney’s fees and expenses in any successful action by the Authority to enforce this contract. No Fault Termination of services is granted to either party with a 90-day written notice.

2.8 Royalties and Patents

Contractor shall pay all royalties and license fees. Contractor shall defend all suits or claims for infringement of any patent, copyright or trademark rights and shall hold the Authority harmless from loss on account thereof.

2.9 Regulatory Compliance

Contractor represents and warrants that the goods or services furnished hereunder (including all labels, packages and containers for said goods) comply with all applicable standards, rules and regulations in effect under the requirements of all Federal, State and local laws, rules and regulations as applicable, including the Occupational Safety and Health Act as amended, with respect to design, construction, manufacture or use for their intended purpose of said goods or services.

Pursuant to Illinois Municipal Code 65 ILCS 5/11-42.1-1, by signing this bid the Contractor certifies that it is not delinquent in the payment of any tax administered by the Department of Revenue.

All Contractor and subcontractors, by signing this bid, agree that all individuals assigned to the project(s) concerning this bid are in compliance with: (a) providing health and welfare and retirement benefits, (b) correctly classifying employees, and (c) meeting the minimum workers’ compensation requirements.

The Contractor certifies that they are not barred from bidding on this contract as a result of engaging in or being convicted of: (a) bid-rigging in violation of Section 3; or (b) bid-rotating in violation of Section 4, of the Illinois Criminal Code of 1961, as amended [720 ILCS 5/33E-3 and 4].

2.10 Discounts

Prices quoted must be net after deducting all trade and quantity discounts. Where cash discounts for prompt payment are offered, the discount period shall begin with the date of receipt of a correct invoice or receipt or final acceptance of goods, whichever is later. The Authority is a member of Sourcewell and OMNIA buying groups and welcomes any independent contract pricing.

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2.11 Inspections

The Authority shall have the right to inspect any materials, components, equipment, supplies, services, or completed work specified herein. Any of said items not complying with these specifications are subject to rejection at the option of the Authority. Any items rejected shall be removed from the premises of the Authority and/or replaced at the entire expense of the Contractor.

2.12 References

To allow the Authority to evaluate the experience of the Contractor, as it relates to this purchase, the Contractor must submit a minimum of three (3) references of organizations that have purchased similar services. Failure to include references may result in bid disqualification. See Exhibit 1.

2.13 Law Governing

This contract shall be governed by and construed according to the laws of the State of Illinois.

3. Scope of Work

3.1 Services Required

The contractor, upon request from GRAA, shall:

• Diagnose equipment failures.

• Perform repairs.

• Replace failed components.

• Recharge refrigerant when required.

• Repair electrical and control circuits.

• Repair motors and drives.

• Repair piping and valves.

• Repair control systems.

• Restore equipment to normal operation.

• Coordinate equipment shutdowns with Airport Operations.

• Provide temporary solutions when permanent repairs cannot immediately be completed.

Every service call shall include diagnostic reports to include:

• Cause of failure

• Work performed

• Parts replaced

• Refrigerant added/recovered

• Recommended future repairs

• Estimated remaining equipment life

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3.2 Materials

The contractor shall maintain an inventory of commonly used repair parts sufficient to perform repairs.

Replacement parts shall:

• Meet OEM specifications

• Be new unless otherwise approved

• Include manufacturer warranties

Projects over $3,000 shall require written authorization before purchase. All spends shall be authorized via a Purchase Order.

Illinois Department of Labor Prevailing Wage Rate for Winnebago county (latest edition) for all work associated shall apply to this RFP. Emergency response rates shall be specified (if applicable).

Regular business hours are 7:00am to 5:00pm Monday through Friday. Federal and State holidays will be recognized.

Proposals must include the following:

• Company Information: Name, address, years in business, applicable experience and key personnel resumes.

• Qualifications: Applicable Licenses, certifications, insurance and experience.

• Pricing: Proposals will include detailed costs for general HVAC repairs.

Proposals will be evaluated based on the following:

• Contractor’s experience and qualifications

• Reasonableness of rate structure

• Thoroughness of the proposal

• Perceived ability to meet response time requirements

• Safety record and protocols

Cost Considerations $$

Basic hourly rate for repairs

Overtime hourly rate for repairs

Special (holiday) hourly rate for repairs

Mark up in percentage for parts

Service/milage charges if any in addition to rate

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Additional information may be requested after the receipt of proposals to further determine that a contemplated awardee is fully qualified to receive the award. Such statements and information shall be furnished immediately upon request.

The successful contractor, as determined by the GRAA, will be required to agree that no less than the prevailing rate of wages will be paid to all workmen, laborers, and mechanics performing their work under this contract.

GRAA reserves the right to waive or not to waive any irregularities in the proposals and to reject any or all proposals.

4. Service Level Agreement (SLA)

4.1 Emergency Definition

An “Emergency” is any unplanned failure or condition that, as determined by the Airport:

• Presents an immediate safety hazard,

• Disrupts airport operations, or

• Threatens compliance with 14 CFR Part 139 or FAA regulations.

4.2 Required Response Time

• Contractor shall arrive on site within two (2) hours of Airport notification.

• Response time begins at the time the Airport issues notice and ends upon physical arrival of a qualified technician on site.

• Remote troubleshooting does not satisfy the response requirement unless expressly authorized by the

Airport.

• Contractor shall begin active troubleshooting immediately upon arrival. Contractor shall make reasonable efforts to restore temporary operation within four hours whenever practical.

4.3 Availability

• Contractor must provide 24/7/365 on-call availability, including holidays.

• Contractor shall maintain a continuously monitored emergency contact method.

4.4 Performance Standards

• All labor, materials, equipment, installation practices, repairs, testing, and commissioning shall conform to the latest adopted editions of applicable ASHRAE, SMACNA, ACCA, NFPA, OSHA, EPA, ICC, NEMA, and ISA standards, applicable Illinois building and mechanical codes, manufacturer recommendations, and all local codes and regulations. Where multiple standards apply, the most stringent requirement shall govern unless otherwise approved in writing by the Greater Rockford Airport Authority.

• Contractor personnel shall comply with all Airport safety, security, and badging requirements.

• Contractor shall provide regular status updates during emergency response activities.

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5. SLA Non-Compliance

5.1 Chronic Non-Performance

Failure to meet response requirements three (3) or more times within any rolling twelve-month period may constitute grounds for termination for cause. The Airport may procure emergency services from alternate sources and recover any additional costs incurred.

6. Proposer Qualifications Proposers must demonstrate:

• Properly licensed contractor status

• Minimum five (5) years experience providing services for airports, transportation facilities, or large commercial/industrial sites

• Sufficient staffing and equipment to meet response requirements

• Experience working in secure and safety-sensitive environments

• Insurance meeting Airport minimum requirements

7. Security and Access

• All personnel must comply with TSA, FAA, and Airport security requirements.

• Background checks, badging, and escorting is required. See Exhibit 2 for form.

• Failure to comply with security requirements may result in removal from Airport property.

8. Pricing and Cost Proposal

Proposers shall submit a detailed cost proposal including:

• Hourly labor rates (regular and after-hours)

• Emergency call-out fees (if any)

• Material markup percentages

• Minimum service charges

• Yearly escalations due to contractual obligations should be included in the proposal.

9. No Minimum Work Guarantee

The Greater Rockford Airport Authority makes no guarantee of any minimum amount of work under this agreement. The Authority reserves the right to self-perform work, obtain quotations from other contractors when deemed in its best interest, or procure services under other cooperative purchasing contracts.

10. FAA Airport Grant Assurances

This contract is subject to the following FAA Airport Grant Assurances, including but not limited to:

10.1 Nondiscrimination (Grant Assurance 22)

The Contractor shall not discriminate on the grounds of race, color, national origin, sex, age, or disability and shall comply with Title VI of the Civil Rights Act of 1964, 49 CFR Part 21, and related regulations.

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10.2 Use of U.S.-Produced Goods (Buy American Preference) (Grant Assurance 5)

The Contractor shall comply with 49 U.S.C. § 50101 and applicable Buy American requirements for AIP-funded projects.

10.3 Civil Rights and Federal Compliance

Contractor agrees to comply with all applicable federal laws, executive orders, and regulations, including but not limited to:

• Equal Employment Opportunity requirements

• Davis-Bacon Act

• Debarment and Suspension (2 CFR Part 180)

11. Insurance Requirements

During the term of the agreement, the Vendor will, at its own expense, have in effect the coverages listed below, as applicable. The vendor shall also require the same from all of its subcontractors engaged in the work.

Commercial General Liability:

• Coverage should include premises operations, products and completed operations, broad form property damage, contractual liability, independent contractors, and personal and advertising injury with minimum limits of $1,000,000 limit per occurrence for bodily injury and property damage;

$2,000,000 aggregate with defense outside the limits. Any aggregate limit must apply per project/per location and must be unimpaired.

• The policy shall include your company and its subsidiaries, affiliates, officers, directors and employees as additional insureds.

• The coverage provided by the additional insured endorsement shall be primary without right of contribution by any coverage carried by your company and its subsidiaries, affiliates, officers, directors and employees.

• The policy shall include a waiver of subrogation endorsement in favor of your company and its subsidiaries.

• The policy shall contain a severability of interest clause for all additional insureds with no cross suits liability exclusion.

• Coverage shall not contain an exclusion for bodily injury or property damage after work is completed or is put to its intended use.

• Products and completed operations coverage must be maintained for a period of 2 years after final completion of the work.

Employers liability coverage:

• $1,000,000 Bodily injury by accident – each accident

• $1,000,000 Bodily injury by disease – each employee

• $1,000,000 Bodily injury by disease – policy limit

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• The Employers Liability Limits may be combined with either an Excess or Umbrella Liability policy.

• The policy shall include a waiver of subrogation endorsement in favor of your company and its subsidiaries.

Conditions Applying to All Coverages:

• All policies required should apply with a worldwide coverage territory to cover the sale of products worldwide and suits brought worldwide.

• Any deductibles or self-insured retentions must be declared to and approved by GRAA.

• Any changes to the coverages required must be authorized in advance by GRAA and documented in writing.

• The certificate shall provide that 60 days prior written notice of cancellation be given to GRAA. The wording “endeavor to…but failure to do so shall impose no obligation or liability of any kind upon the insurer, its agents or representatives” or equivalent should be stricken from the certificate form.

• Certificates for renewal policies must be issued 10 day prior to the renewal date.

• All liability policies for injury and property damage shall be issued on the “occurrence” form.

• All coverages must be in a company approved to do business in the state and carrying a rating of at least A X by A.M. Best’s. Coverages for subcontractors must have a carrier rating of at least A- VIII by A.M. Best’s.

• Vendor shall be responsible for assuring that all subcontractors are properly insured and maintain the same coverages, terms, and conditions as required by this agreement.

• GRAA reserves the right to increase or expand these requirements when it deems prudent.

If any of the insurance required to be maintained by this contract is written with aggregate limits, Vendor shall actively monitor all claims, incidents and occurrences that may affect such insurance to assure that the application of the aggregate limit will not have the practical effect of reducing the minimum amount of insurance coverage that is available on a per occurrence or per claim basis. If, at any time, the full minimum per occurrence or per claim limit is not available for the payment of claims, or GRAA or Vendor reasonably believes that such limits may not be available, Vendor shall take immediate steps to increase the aggregate limits as necessary to provide such coverage, notify GRAA in writing, subject to the insurance requirements herein, maintain separate insurance protection that is not subject to the aggregate limit.

12. References

To allow the Authority to evaluate the experience of the Contractor, as it relates to this RFP, the Contractor must submit a minimum of three (3) references of organizations that have provided similar services. Failure to include references may result in bid disqualification. See Exhibit 1.

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13. Badging Requirements

All operators must be able to obtain badges to access secure area of the Airport. Exhibit 3 displays a summary of the disqualifying criteria. Badges will be the responsibility of the chosen contractor. Cost is $100 per badge.

14. Scoring Criteria

Submissions will be scored based on the following information:

• Qualifications and Relevant Experience – 30 points

• Staff Available to Service RFD Contract – 30 points

• Proposed Pricing Structure – 20 points

• References – 20 points

15. Reservation of Rights

The Airport reserves the right to:

• Reject any or all proposals

• Waive informalities or irregularities

• Request additional information

• Cancel or modify this solicitation

• Negotiate with selected respondents

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Exhibit 1 Required References

Company Name:

Address:

Contact Person:

Telephone #:

Email:

Contact Person:

Contact Person:

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Exhibit 2

26-12 HVAC Services Pricing Proposal

Hourly rate per operator $ ________________

Special hourly rates (overtime, holiday, etc.) $ ________________

Any additional charges (specify hourly, fixed, etc. $ ________________

Description of any additional charges _____________________________________________

By signing this bid document, the bidder hereby certifies that they are not barred from bidding on this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code of 1961, as amended.

The Contractor hereby certifies that pursuant to Illinois Compiled Statutes, 65 ILCS 5/11-42-1, the Contractor is not delinquent in the payment of any tax administered by the Department of Revenue.

Our State of Illinois Certification Number under the Fair Employment Practices Law is _____________.

(check if applicable) We do not have a State Pre-Qualification Statement. In lieu thereof, we will make an application at https://dhr.illinois.gov/compliance/public-contracts.html within thirty (30) days from the date of this bid opening.

Further, the Contractor agrees to provide a drug free workplace as provided for in the Drug Free Workplace Act, 30 ILCS 580.1 et seq.

Authorized Signature: __________________________________________________

Typed/Printed Name: __________________________________________________

Title: __________________________________________________

Date: _________________________________

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Exhibit 3 TRANSPORTATION SECURITY ADMINISTRATION DISQUALIFIERS TO WORK AT THE

CHICAGO ROCKFORD INTERNATIONAL AIRPORT

The following list is not all inclusive but are Transportation Security Administration (TSA) general factors for disqualification of employment for working at the Chicago Rockford International Airport. Other factors will be assessed that may also lead to disqualification. If you have been convicted or found not guilty by reason of insanity involving any of the following offenses within the past ten years, you are not eligible for badging requirements.

1. Forgery of certificates, false marking of aircraft, and other aircraft registration violations: 49 USC 46306.

2. Interference with air navigation: 49 USD 46308.

3. Improper transportation of a hazardous material: 49 USC 46312.

4. Aircraft Piracy: 49 USC 46502.

5. Interference with flight crew members or flight attendants: 49 USC 46504.

6. Commission of certain crimes aboard aircraft in flight: 49 USC 46506.

7. Carrying a weapon or explosive aboard an aircraft: 49 USC 46506

8. Conveying false information and threats: 49 USC 46507.

9. Aircraft Piracy outside the special aircraft jurisdiction of the United States: 49 USC 46502.

10. Lighting violations involving transporting controlled substances: 49 USC 46315.

11. Unlawful entry into an aircraft or airport area that serves carriers of foreign air carriers contrary to established security requirements: 49 USC 46314.

12. Destruction of an aircraft or aircraft facility: 18 USC 32.

13. Murder.

14. Assault with intent to murder.

15. Espionage.

16. Sedition.

17. Kidnapping or hostage taking.

18. Treason.

19. Rape or aggravated sexual abuse.

20. Unlawful possession, use, sale, distribution or manufacture of an explosive weapon.

21. Extortion.

22. Armed Robbert or Felony Unarmed Robbery.

23. Distribution of, or intent to distribute, a controlled substance.

24. Felony Arson.

25. Felony involving a threat.

26. Felony involving willful destruction of property.

27. Felony involving importation or manufacture of a controlled substance.

28. Felony involving burglary.

29. Felony involving theft.

30. Felony involving dishonesty, fraud, or misrepresentation.

31. Felony involving possession or distribution of stolen property.

32. Felony involving aggravated assault.

33. Felong involving bribery.

34. Felony involving illegal possession of a controlled substance punishable by a maximum term of imprisonment of more than one year.

35. Violence at international airports.

36. Conspiracy to attempt to commit any of the aforementioned criminal acts.