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

City of Aurora, IL

REPLACEMENT OF THREE (3) ROOFTOP UNITS - AURORA

POLICE DEPARTMENT HEADQUARTERS

26-028

RELEASE DATE: May 18, 2026

DEADLINE FOR QUESTIONS: May 29, 2026

RESPONSE DEADLINE: June 10, 2026, 11:00 am

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

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/aurorail

Invitation For Bid #26-028

Title: Replacement of Three (3) Rooftop Units - Aurora Police Department Headquarters

Table Of Contents

1. INSTRUCTIONS TO BIDDERS

2. GENERAL REQUIREMENTS

3. SCOPE OF WORK

4. PRICING TABLE

5. VENDOR SUBMISSIONS

Attachments:

A - TAS RTU 5 PIC 1

B - TAS RTU 6 PIC 1

C - TAS RTU 6 PIC

D - TAS RTU 4 PIC

E - TAS RTU 4 PIC 1

F - TAS RTU 5 PIC

INSTRUCTIONS TO BIDDERS

1. SUMMARY

The City of Aurora is soliciting bids from qualified contractors for the furnishing, delivery, and installation of three (3) new rooftop units (RTUs) as replacements for existing units of equivalent capacity and functionality serving the Training and Support Building (TAS) at the Aurora Police Department Headquarters, 1200 E.

Indian Trail, Aurora, Illinois.

2. TIMELINE

Release Project Date: May 18, 2026

Pre-Proposal Meeting (Mandatory): May 27, 2026, 11:00am

1200 E. Indian Trail Aurora, IL 60504

(Main Lobby)

Question Submission Deadline: May 29, 2026, 11:00am

Question Response Deadline: June 3, 2026, 11:00am

Response Submission Deadline: June 10, 2026, 11:00am

3. ACCEPTANCE OF BID PROPOSALS

a. Bidders intending to respond to this Invitation to Bid (ITB) must register for a free account through the

City of Aurora’s electronic procurement system, OpenGov Procurement Portal. Registration is required to establish a communication link with the City and to access solicitation documents. It is the sole responsibility of each Bidder to monitor the City’s e-Procurement System for the issuance of addenda or other solicitation-related information. Addenda notifications will be electronically transmitted to all registered plan holders. Failure of any Bidder to receive or acknowledge an addendum shall not relieve the Bidder of any obligation under its submitted bid. All addenda issued shall become part of the Contract

Documents. Paper submissions will not be accepted.

b. Bids must be submitted electronically through the City’s e-Procurement System no later than the date and time specified in the solicitation. The official time for submission deadline purposes shall be the time displayed within the City’s e-Procurement System. Late submissions will not be accepted under any circumstances, including delays resulting from internet connectivity issues, technical difficulties, or user error. Bidders are strongly encouraged to submit responses well in advance of the deadline. All bids must include all required forms, certifications, affidavits, and addendum acknowledgments in order to be considered responsive.

c. Bids shall be submitted electronically using the forms and format provided within the City’s e-

Procurement System. Failure to provide all required information, documentation, certifications, or acknowledgments may result in the bid being deemed non-responsive. Bids may be modified or withdrawn through the City’s e-Procurement System at any time prior to the submission deadline. Each submission shall include the Bidder’s legal business name and complete business address and shall be executed by an individual authorized to legally bind the Bidder.

d. The City of Aurora reserves the right to reject any or all bids, in whole or in part; waive minor informalities, technicalities, or irregularities; request clarification of bid information; and disregard any bid determined to be non-responsive, incomplete, conditional, or otherwise non-compliant with the requirements of this ITB. Unless otherwise specified, bids shall remain firm and irrevocable for a period of ninety (90) calendar days following the bid opening date. The City reserves the right to cancel this solicitation at any time without liability for any costs incurred by Bidders in the preparation or submission of bids. All costs associated with bid preparation and submission shall be borne solely by the Bidder.

e. Award shall be made to the lowest responsive and responsible Bidder whose bid conforms to the requirements of this ITB and is determined to be in the best interest of the City. In determining bidder responsibility, the City may consider factors including, but not limited to:

• Demonstrated experience and technical capability

• Availability of personnel, equipment, and resources

• Financial capacity

• Past performance on similar projects

• Ability to meet project schedule requirements

• Record of compliance with applicable laws, regulations, and contractual obligations

The City reserves the right to conduct such investigations as it deems necessary to evaluate the qualifications and responsibility of any Bidder. Bidders shall promptly furnish any information requested for this purpose.

4. RECEIPT OF BID PROPOSALS

1. Bids must be submitted electronically, up to, but no later than the designated date and time as specified via the City’s E Procurement System, OpenGov. It is the sole responsibility of the Bidder to see that their Bid Proposal is received in the proper time.

2. Bids must be submitted electronically via the City’s E Procurement System. There will be no exceptions!

5. WITHDRAWAL OF BID PROPOSALS

Bids may be withdrawn or revised electronically through the City’s e-Procurement System at any time prior to the submission deadline. To revise a submitted bid, the Bidder must withdraw (“un-submit”) the original submission and resubmit the revised bid prior to the deadline for receipt of bids.

Bidders are solely responsible for ensuring the accuracy and completeness of their submissions prior to final submission. Negligence in the preparation of a bid shall not confer any right to withdraw or modify the bid after the bid opening.

No bid may be withdrawn after bid opening without the written approval of the Director of Purchasing.

Requests for withdrawal shall be submitted in writing and signed by an individual authorized to bind the Bidder.

Bids received after the specified deadline will not be opened or considered.

6. BID DEPOSIT

Each Bidder shall deposit with Bid a Bid guarantee consisting of a bank draft, Bid bond, cashier’s check, or certified check drawn on a good and solvent National or State Bank and payable to the order of the City, in an amount not less than ten percent (10%) of the total amount of the Bid submitted, as a guaranty that in case the

Bidder’s Bid is accepted, the Bidder shall within one day after the date of such acceptance and notification thereof, deliver to the City a contract signed and executed by the Bidder, proper insurance certificates and a

Performance and Payment Bond in one hundred percent (100%) of the contract sum furnished by a responsible bonding company acceptable to and written upon forms prepared or approved by the City as security for payment of labor and materials and for the faithful performance of the contract and compliance with the provisions of law relating to the payment of prevailing rate of wages. Bid Deposit MUST be uploaded electronically with submission through the City’s E Procurement System, OpenGov. Upon notification from the City, Bidder’s must deliver

ORIGINAL Bid Deposit within three (3) business days. All Bid deposits will be retained by the City until a Bid award is made, at which time the Bid deposit will be promptly returned to the unsuccessful Bidders. The Bid deposit of the successful Bidder will be retained until the equipment, goods or services have been received or completed and found to be in compliance with the specifications. Performance by the Bidder shall not be considered complete, until final inspection and acceptance by the City of the Bidder’s Work. Final inspection shall occur within 30 days after the actual completion of the Work. Execution of the contract is contingent upon receipt of an acceptable Performance and Payment Bond and any required certificates of insurance. Upon failure to meet the requirements of this paragraph, the Bidder shall forfeit the amount deposited as liquidated damages and no mistakes or errors on the part of the Bidder shall excuse the Bidder or entitle him to a return of the aforementioned amount.

7. AWARD

It is the intent of the City to award the bid to the lowest responsive and responsible bidder meeting the specifications. Award will be based on factors including, but not limited to: (a) compliance with all terms and requirements of the bid specifications; (b) price; (c) qualifications of the bidder, including past performance, financial responsibility, reputation, experience, service capabilities, and facilities; (d) delivery or completion schedule; (e) product quality, workmanship, and compliance with specifications; (f) maintenance costs and warranty provisions; and (g) residual or salvage value, where applicable.

Any bid that modifies, limits, restricts, or conditions the requirements of the bid documents shall be considered a conditional or qualified bid and will not be accepted. The City reserves the right to delete any item from the bid.

8. PRICES

The price quoted for each item is the full purchase price, including delivery to destination and includes all transportation and handling charges, premiums on bonds, material or service costs and all other overhead charges of every kind and nature. Unless otherwise specified, prices shall remain firm for the duration of the purchase.

Unit prices shall not include any local, state or federal taxes. In case of mistake in extension of price, unit price shall govern.

9. 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.

10. TAXES

The City of Aurora is exempt, by law, from paying State and City Retailer’s Occupation Tax, State Service

Occupation Tax, State Use Tax and Federal Excise Tax (per Illinois Revised Statutes, Chapter 120, Paragraph

44) upon City works and purchases. The City of Aurora’s Sales Tax Exemption Number is E9996-0842-07.

11. INTERPRETATION OR CORRECTION OF BIDDING DOCUMENTS

Bidders shall promptly notify the City of any ambiguity, inconsistency of error which they may discover upon examination of the bidding documents. Interpretations, corrections and changes will be made by addendum.

Each bidder shall ascertain prior to submitting a bid that all addenda have been received and acknowledged in the bid.

12. SIGNATURES

Bid Proposals must be signed by the Bidder with his/her usual signature. Bid Proposals by partnerships must be signed with the partnership name by all members of the partnership, or an authorized representative, followed by the signature and title of the person signing. Bid Proposals by corporations must be signed with the name of the corporation, followed by the signature and title of the person authorized to bind it in the matter.

When a corporation submits a Bid Proposal, its agent must present legal evidence that he has lawful authority to sign said Bid Proposal and that the corporation has a legal existence. In the event that any corporation organized and doing business under the laws of any foreign state is the successful Bidder, such corporation must present evidence before any Bid is executed that it is authorized to do business in the State of Illinois. Bidders by corporations must be executed in the corporate name by the President or a Vice President (or other corporate officer accompanied by evidence of authority to sign), and the signature must be attested by the Secretary or an

Assistant Secretary, along with the corporate seal. The corporate address and state of incorporation must be shown below the signature. Bid Proposals by partnerships must be executed in the partnership name and signed by a partner whose title must appear under the signature, and the official address of the partnership must be shown below the signature. Any corrections to entries made on the Bid Proposal forms shall be initialed by the person signing the Bid Proposal. When requested by the City, satisfactory evidence of the authority of any signature on behalf of the Bidder shall be furnished.

13. DEMONSTRATIONS

The City reserves the right to require any Bidder to demonstrate the proposed item(s) when, in the City’s judgment, such demonstration is necessary to evaluate operational performance, functionality, or compliance with specifications. Demonstrations shall be conducted at a time and location mutually agreed upon by the

Bidder and designated City representatives.

14. REFERENCES

Bidders shall provide references for comparable projects completed for public and/or private sector clients.

Reference information shall include the client or agency name, contact person, telephone number, project description, and date of project completion.

As a condition of contract award, the City reserves the right to conduct background investigations of the

Bidder’s principals and any employees or subcontractors assigned to perform work under this contract. The

Bidder shall cooperate fully with City personnel and provide all information reasonably requested to facilitate such investigation.

Based upon the results of such investigation, the City reserves the right to determine bidder responsibility, reject any bid, disqualify any Bidder, or terminate any contract award if deemed to be in the best interest of the City.

15. ELIGIBILITY

The Bidder certifies, by submission of its bid, that it is not barred from bidding or contracting with the City pursuant to Article 33E of the Illinois Criminal Code of 2012, as amended (720 ILCS 5/33E-1 et seq.).

16. DATA

Bidders shall submit complete manufacturer product literature, technical specifications, performance data, and supporting documentation for all proposed rooftop units, accessories, controls, and related materials to demonstrate compliance with the requirements of this Invitation to Bid.

17. QUESTIONS

Bidders shall submit all inquiries, including requests for alternates or substitutions regarding this bid, up to, but no later than the designated date and time as specified via the City’s E Procurement System, OpenGov.

All answers to inquiries will be posted on the City’s E Procurement System. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted.

No questions will be accepted or answered verbally.

No questions will be accepted or answered after the cut-off date/time.

It is the responsibility of the interested bidder to ensure they have received addenda, if any issued.

18. Illinois Freedom of Information Act

Illinois Freedom of Information Act.

The Bidder acknowledges the requirements of the Illinois Freedom of Information Act (“FOIA”), 5 ILCS 140/1 et seq., and agrees to cooperate fully with the City of Aurora in responding to requests for public records, as defined in Section 2(c) of FOIA, that are in the Bidder’s possession or control and directly related to this solicitation or any resulting contract.

Upon request by the City, the Bidder shall provide such records within two (2) business days, or within such other timeframe as may be required to permit the City to comply with applicable law.

The Bidder further agrees to indemnify and hold harmless the City of Aurora, its officers, employees, and agents from and against any claims, damages, penalties, losses, costs, and expenses, including reasonable attorney’s fees and court costs, arising from the Bidder’s failure to timely provide records as required under this provision.

GENERAL REQUIREMENTS

1. REQUIREMENTS OF BIDDER

The successful Bidder may be required to (a) enter into a fully signed contract in writing with the City of

Aurora covering matters and things as are set forth in the Bid Proposal Package; and (b) carry insurance acceptable to the City covering public liability, property damage and workers compensation.

2. Mandatory Site Visit

The site visit will start promptly at 11am Wednesday, May 27th, 2026 in the lobby at the Aurora Police

Department Headquarters. There will be no late admissions. If the bidder is not present at the start of the meeting, they will not be allowed to participate in the solicitation

3. CITY'S AGENT

The Director of Purchasing, or delegate, shall represent and act for the City in all matters pertaining to the bid proposal and Bid in conjunction thereto.

4. BONDS AND INSURANCE

The Bidder will be required to furnish a Performance and Payment Bond in the amount of one hundred percent

(100%) of the full contract price, Public Liability Insurance, and Workers Compensation Insurance; all of which shall be acceptable to the City of Aurora.

The Bidder awarded the project will need to provide performance and payment bonds for one year with a letter attached from the bond company certifying that the bond may be automatically renewed for the second year.

The term Payment Bond shall be understood to mean the bond executed by the Bidder and his surety guaranteeing the payment of all sums of money due for any labor, materials, apparatus, fixtures, or machinery furnished to such principal for the purpose of performing the contract work.

The term Performance Bond shall be understood to mean the bond, executed by the contractor and his surety, guaranteeing complete execution of the contract.

Proof of liability insurance coverage through a reputable, recognized carrier shall be provided at the time of acceptance and signing of the contract and shall remain current for the duration of the contract.

The City of Aurora, by showing and substantiating sufficient proof of incompetence, negligence, poor or substandard workmanship which would cause unwarranted damage or deterioration of either premises, contents or appendages, reserves the right to terminate said Contractor without recourse from the City by successful

Contractor.

5. INVESTIGATION

It shall be the responsibility of the Bidders to make any and all investigations necessary to become thoroughly informed of what is required and specified in the bid. No plea of ignorance by the Bidders of conditions that exist or may hereafter exist as a result of failure or omission on the part of the Bidder to make the necessary examinations and investigations will be accepted as a basis for varying the requirements of the City of the compensation to the Bidder.

Each Bidder submitting a bid proposal is responsible for examining the complete Invitation to Bid Package and all Addenda, and is also responsible for informing itself of all conditions that might in any way affect the cost or the performance of any Work. Failure to do so will be at the sole risk of the Bidder, and no relief will be given for errors or omissions by the Bidder. If awarded the Bid, the Bidder will not be allowed any extra compensation by reason of any matter or thing concerning which such Bidder should have fully informed himself, because of his failure to have so informed himself prior to submitting the bid proposal. The submission of a bid proposal shall be construed as conclusive evidence that the Bidder has made such examination as is required in this section and that the Bidder is conversant with local facilities and difficulties, the requirements of the Invitation to Bid documents, and of pertinent, local, state and federal laws and codes, prevailing local labor and material markets, and has made due allowance in its bid proposal for all contingencies.

6. BIDDER CAPABILITY

The City reserves the right to require the Bidder to provide evidence of its ability to perform the Work in accordance with the Specifications. However, prequalification of Bidders shall not be required. The City may, at its discretion, disqualify a Bidder and reject its bid for cause. Reasons for such action may include, but are not limited to, the following:

• Evidence of collusion among Bidders;

• Receipt of more than one bid from the same individual or entity on the same project, except where submitted as a subcontractor;

• Default on a previous contract or bid with the City;

• Unreasonable failure to complete a previous contract within the specified time or being in arrears on an existing contract without reasonable justification;

• Inability to perform as determined by review of the Bidder’s financial capacity, experience, and/or equipment and facilities;

• Outstanding debts owed to the City, which may result in disqualification at the City’s discretion.

7. ALTERNATE PROPOSALS

The specifications set forth herein are intended to describe the goods and/or services determined by the City to best meet its operational and performance requirements. Bidders proposing alternate products, equipment, materials, or methods that deviate from the stated specifications but are believed to be equivalent must submit all requests for review, including complete supporting documentation, through the City’s e-Procurement System no later than the date and time specified for inquiries. All proposed deviations from the specifications must be clearly identified and fully described. Approval of any alternate or substitution shall be made solely at the discretion of the City and will be communicated through the issuance of an addendum via the City’s e-

Procurement System. It is the responsibility of each Bidder to monitor the City’s e-Procurement System for addenda and other solicitation updates. The Purchasing Director reserves the right to reject any proposed alternate or deviation determined to constitute a material nonconformity with the requirements of this Invitation to Bid.

8. PAYMENT

Payment shall be made for services rendered. The City, after inspection and acceptance, and in consideration of the faithful performance by the Proposer, agrees to pay for the completion of the work embraced in this contract, payment shall be made in accordance with the Illinois Local Government Prompt Payment Act (50

ILCS 505/1, et. seq.) upon receipt of the invoice.

Time, in connection with any discount offered, will be computed from the date of delivery to the City or from the date a correct invoice is received by the City of Aurora Purchasing Division, if the latter date is later than the date of delivery.

Prices will be considered NET, if no payment discount is shown.

Invoices MUST contain the Purchase Order Number, as issued by the City.

The successful Bidder shall submit invoices via e-mail to:

PurchasingDL@aurora.il.us or Mail to the following address:

City of Aurora

Attn: Purchasing Division

44 E. Downer Place

Aurora, IL 60507

The City of Aurora offers electronic funds transfer (EFT) payment to our vendors. EFT is fast, simple, safe and secure and is our preferred method of payment!

9. DEFAULT

Time is of the essence. If delivery of acceptable items or performance of services is not completed within the time specified, the City reserves the right, without liability and in addition to any other rights and remedies, to terminate the resulting contract by notice effective upon receipt by the Bidder with respect to any items not shipped or services not performed. The City may procure such items or services from other sources and hold the

Contractor responsible for any excess costs incurred, as provided under Article 2 of the Uniform Commercial

Code.

10. INSPECTION

Materials and equipment are subject to inspection and approval at the City’s designated delivery location. The

City reserves the right to reject and refuse acceptance of any items that do not conform to the Contract

Documents, including specifications, drawings, and any applicable warranties, express or implied. Rejected materials or equipment shall be promptly removed by the Bidder, or at the Bidder’s expense, upon notice of rejection.

11. WARRANTY

Bidder warrants that all goods and services furnished hereunder will conform in all respects to the terms of the 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, Bidder 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.

12. CANCELLATION

The City reserves the right to terminate the contract, in whole or in part, in the event the Contractor fails to comply with any term or condition of the contract or fails to deliver goods or services within the time specified.

The Bidder shall not be held liable for delays or failure to perform resulting from events beyond its reasonable control, including but not limited to strikes, labor disputes, acts of God, acts of public enemies, acts of the City, fires, floods, or other natural disasters.

13. PERMITS AND LICENSES

The successful Bidder shall, at its sole expense, obtain and maintain all permits, licenses, inspections, and approvals required for the performance and completion of the work.

14. PATENT

The successful Bidder shall indemnify, defend, and hold harmless the City of Aurora and its officers, employees, and agents from and against any and all claims, demands, damages, losses, costs, and expenses, including reasonable attorney’s fees, arising from or related to any claim that the materials, equipment, processes, articles, or devices furnished or used in the performance of the Work infringe upon any patent, copyright, trademark, or other proprietary right.

15. COMPLIANCE WITH LAWS AND REGULATIONS

The Bidder shall at all times observe and comply with all Federal, State, Municipal and other local laws, ordinances, regulations, and requirements which in any manner affect the conduct of the Work, and with all

Federal, State and local laws and policies of non-discrimination, sexual harassment, prevailing wages and others applicable thereto; and all such orders or decrees as exist at the present and which may be enacted later, of bodies or tribunals having jurisdiction or authority over the Work, and no plea of misunderstanding or ignorance thereof will be considered. He shall indemnify and save harmless the City and all its officers, agents, employees and servants against any requirement, claim or liability arising from or based on the violation of any such law, ordinance, regulation, order or decree, whether by himself or his employees.

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

16. INSURANCE AND HOLD HARMLESS PROVISION

At the Bidder’s expense, the Bidder shall secure and maintain in effect throughout the duration of this Bid, insurance of the following kinds and limits to cover all locations of the Bidder’s operations. The Bidder shall furnish Certificates of Insurance to the City before starting or within ten (10) days after the execution of the Bid, whichever date is reached first. All insurance policies shall be written with insurance companies approved by the City of Aurora and licensed to do business in the State of Illinois and having a rating of not less than A:VII, according to the latest edition of the A.M. Best Company; and shall include a provision preventing cancellation of the insurance policy unless thirty (30) days prior written notice is given to the City. This provision shall also be stated on each Certificate of Insurance as: “Should any of the above-described policies be canceled before the expiration date thereof, the issuing company will endeavor to mail 30 days written notice to the certificate holder named to the left”. Upon requested, the awardee of this Bid will give the City a copy of the insurance policies. The policies must be delivered to the City within two weeks of the request. The limits of liability for the insurance required shall provide coverage for not less than the following amount, or greater where required by law:

(1) Worker’s Compensation Insurance - Statutory amount.

(2) General Liability Insurance:

(a) $1,000,000 per occurrence and $2,000,000 general aggregate (combined single limit)

(b) $1,000,000 per occurrence for Personal Injury

(3) Auto Liability Insurance:

(a) Combined single limit not less than $1,000,000

(4) Umbrella excess liability of $4,000,000 per occurrence, $4,000,000 aggregate

The Bidder shall include the City as a primary, non-contributory additional named insured on the General, Auto

Liability, and Umbrella insurance policies and indicate said status on any Certificates of Insurance provided to the City pursuant to this project. All insurance premiums shall be paid without cost to the City.

The Bidder agrees to indemnify and save harmless the City of Aurora, their elected officials, employees, agents and volunteers from and against all loss and expenses (including costs and attorneys' fees) by reason of liability imposed by law or claims made upon the City of Aurora for damages because of bodily injury, including death at any time resulting therefrom sustained by any person or persons or on account of damage to property, including loss of use thereof, arising out of or in consequence of the performance of this project work, whether such claims or injuries to persons or damage to property be due to the negligence of the Bidder or his

Subcontractors. The Bidder shall assume total risk and shall be responsible for any and all damages or losses caused by or in any way resulting from the work and provide all insurance necessary to protect and save harmless the City of Aurora and its employees.

The Bidder agrees to a waiver of subrogation. Neither the Bidder nor its insurers shall have the right to pursue the City to recover its costs associated with a claim arising out of the provision of the services required.

WORKERS COMPENSATION ACT

The Bidder further agrees to insure his employees and their beneficiaries and to the employees and the beneficiaries of any subcontractor employed from time to time by him on said Work, the necessary first-aid, medical, surgical, and hospital services and any compensation provided for in the Workers Compensation Act of the State of Illinois that is or may be in force in the State.

Such insurance shall be placed by said Bidder in a company or association (to be approved by the City and to be accepted by the Council thereof) authorized under the laws of the State of Illinois to insure the liability above specified.

Said Bidder hereby further agrees to indemnify, keep and save harmless said City from all action, proceedings, claims, judgments, awards, and costs, loss, damages, expenses, and attorney’s fees which may in any way come against said City by reason of any accidental injuries or death suffered by any of his employees or the employees of any subcontractor employed by him in and about the performance of the Work provided for in the

Bid, and any and all liability resulting thereupon; and said Bidder, in case of any suit, action, or proceeding on account of any or all of the foregoing shall defend the same for and on behalf of said City and indemnify the

City therefore, and pay the amount of any and all awards and final judgments and orders rendered and entered therein, together with all loss, costs, damages, attorney’s fees, and expenses incurred therein. Said Bidder shall be the sole employer of its employees and workers, and in no way shall the City be considered a joint employer of same under any circumstance.

PERSONNEL AND EQUIPMENT

The Bidder shall provide an adequate number of competently trained personnel with sufficient supervision to provide the services required, and the Bidder shall provide identification of its personnel if requested by the

City.

Any Bidder’s employee whose employment is reasonably detrimental or objectionable to the City shall be immediately transferred from the premises upon the City’s request. The exercise of the option shall not be construed as placing the City in charge of the Work or making the City responsible for safety.

All on the road vehicles or equipment shall be identified by the Bidder’s name for purpose of identification.

All tools or equipment required to carry out the operations within the scope of the contract shall be provided by the Bidder, and shall meet the standards of the Federal Occupational Safety and Health Act and State of Illinois safety codes as may be required by law. The City reserves the right to inspect the equipment that will be used prior to award of Bid.

17. LOCAL BIDDER PREFERENCE

Pursuant to City of Aurora Ordinance O20-029, approved April 28, 2020, a “Local Business” is defined as a

Bidder with a valid and verifiable physical business address located within the corporate boundaries of the City of Aurora for a minimum of twelve (12) months prior to the bid opening date, from which the Bidder regularly conducts business operations, including manufacturing, production, distribution, or the provision of services.

To qualify as a Local Business, the Bidder must:

• Disclose the percentage of its workforce located within the City of Aurora;

• Be properly registered with the City of Aurora, where applicable;

• Be subject to and current with all applicable City of Aurora taxes, including sales taxes;

• Be current on all property tax obligations;

• Have no outstanding cited code violations;

• Have no outstanding debts or financial obligations owed to the City of Aurora; and

• Maintain adequately qualified and trained personnel necessary to perform the work required under the solicitation.

18. MINORITY PARTICIPATION

The City of Aurora encourages minority business firms to submit Bidders and encourages the successful Bid

Bidder to utilize minority businesses as sub-contractors for supplies, equipment, services and construction.

19. PROSECUTION OF WORK

The Bidder shall begin the Work to be performed under the Bid as specified in the specifications after the execution and acceptance of the Bid, unless otherwise provided. The Work shall be conducted in such a manner and with sufficient materials, equipment and labor as is considered necessary to ensure its completion within the time specified in the Bid.

20. TIME

Bidder shall schedule its Work to meet the requirement of the City. Bidder shall perform the Work expeditiously in cooperation with the City’s agents, employees, Bidders and subcontractors. Bidder shall make no claim against City and no claim shall be allowed for any damages which may arise out of any delay caused by City, its agents, employees, Bidder or subcontractors. Bidder’s sole remedy for delay shall be an extension in the Bid time.

21. SPECIAL CONDITIONS

In the event of a conflict between the provisions of these Instructions to Bidders and those contained in the

Special Conditions or Specifications, the provisions of the Special Conditions and Specifications shall prevail.

22. REGULATORY COMPLIANCE

The Bidder represents and warrants that all goods, materials, equipment, and services furnished under this contract, including all labeling, packaging, and containers, shall comply with all applicable federal, state, and local laws, regulations, codes, and standards in effect at the time of delivery or performance, including the

Occupational Safety and Health Act (OSHA), as amended, with respect to design, construction, manufacture, and intended use.

The Bidder shall provide all applicable Safety Data Sheets (SDS) in compliance with the Illinois Toxic

Substances Disclosure to Employees Act.

23. PROTECTION AND RESTORATION OF PROPERTY

The Bidder shall exercise due care to avoid damage to existing structures, utilities, equipment, landscaping, pavement, and other public or private property located on or adjacent to the Project site.

The Bidder shall be solely responsible, at its own expense, for the repair, replacement, restoration, or reconstruction of any property damaged, disturbed, or affected as a result of the performance of the Work, unless otherwise specifically provided in the Contract Documents. Restoration shall return all affected areas or property to a condition equal to or better than that which existed prior to commencement of the Work.

Where relocation, disconnection, modification, or repair of existing utilities, service connections, or other facilities is required as a result of the Work, the Bidder shall coordinate such work with the applicable utility or property owner and shall bear all associated costs unless otherwise expressly stated in the Contract Documents.

Utility or facility owners reserve the right to perform such relocation, repair, or restoration with their own forces or designated contractors. Any costs incurred by such owners as a result of the Bidder’s operations shall be the responsibility of the Bidder and shall be paid without additional compensation from the City.

24. RESPONSIBLE BIDDER

In accordance with Section 2-331(5) of the Aurora City Code, no Bidder shall be deemed responsible for contracts exceeding $25,000 unless the Bidder participates in apprenticeship and training programs approved and registered with the U.S. Department of Labor, Office of Apprenticeship.

The Bidder shall certify compliance within the Bidder’s Certification and shall include copies of all applicable program registration certificates with its bid.

25. SUBLETTING OR ASSIGNMENT OF WORK

The Bidder shall not subcontract all or any portion of the Work without the prior written consent of the City, unless otherwise expressly permitted by the Contract Documents. Approval of any subcontractor by the City shall not relieve the Bidder of any duties, obligations, or liabilities under the contract.

The Bidder shall remain fully responsible for the performance of all subcontractors and for ensuring that all subcontracted work complies with the requirements of the Contract Documents. All communications, instructions, and contractual matters shall be directed through the Bidder, and no subcontractor shall have any contractual relationship with the City.

If any subcontractor fails to perform satisfactorily, fails to comply with contract requirements, or disregards lawful direction issued by the City, the City may require the Bidder to remove and replace such subcontractor.

The Bidder shall promptly correct any deficient work and complete the affected portion of the Work at no additional cost to the City.

26. GUARANTEE AND MAINTENANCE OF WORK

The Bidder shall warrant that all work performed under the contract shall be free from defects in workmanship and materials for a period of one (1) year following final acceptance by the City. During the warranty period, the Bidder shall, at its sole expense and upon written notice from the City, promptly repair, replace, or correct any defective work, materials, or equipment necessary to ensure compliance with the Contract Documents. At the expiration of the warranty period, all work shall remain in satisfactory condition and in full conformance with the plans, specifications, and contract requirements.

27. CONTRACT

The successful Bidder shall execute the contract in the form provided by the City, as may be modified or amended by the City, within five (5) calendar days of notice of award and receipt of the contract. The Bidder shall also submit all required documentation, including evidence of insurance, at or prior to contract execution.

Failure to execute the contract and provide all required documentation within the specified time may result in withdrawal of the award.

SCOPE OF WORK

1. Introduction

The City of Aurora is soliciting bids from qualified contractors for the furnishing, delivery, and installation of three (3) new rooftop units (RTUs) as replacements for existing units of equivalent capacity and functionality serving the Training and Support Building (TAS) at the Aurora Police Department Headquarters, 1200 E.

Indian Trail, Aurora, Illinois.

The existing rooftop units have reached the end of their service life and require replacement to provide reliable heating and cooling, maintain acceptable indoor air quality, and ensure continued operation of the Training and

Support Building (TAS) at the Aurora Police Department Headquarters.

This Scope of Work (SOW) outlines the requirements, specifications, and expectations for the successful completion of this project, including the removal of existing units, installation of new high-efficiency RTUs, and all associated electrical, mechanical, and controls work required for proper operation. The selected contractor will be responsible for all labor, materials, equipment, permits, and licenses necessary to complete the project in accordance with this SOW, applicable codes, standards, and regulations.

2. Project Requirements

Installation of Roof Top Units to Include

• Site visit and field verification of existing conditions and unit sizes before installation

• Furnish and install new commercial-grade, high-efficiency RTUs sized to match existing capacity and building requirements

• Supply (3) 8’ long 18” high roof rails for the new RTU o Roofing contractor to set the (3) roof rails in an East/West direction.

o Roofing contractor to cut the roof membrane, mount the rails to the decking, re-insulate and flash the rails.

• The new RTU to be set 3’ off of the eave for future serviceability.

• Fabricate and install new ductwork from the new RTU to the supply/return wall penetrations. All ductwork to be manufactured and installed per Smacna standards.

• Ductwork to be insulated with 3” thick PCF density Johns Manville 800 Series spin-glas with FSK jacket weatherproofed with .020 Johns Manville aluminum jacket with stucco finish. R Value= 13.0

• Replace the electrical disconnect 208/230 3 phase.

• Provide and install a Venstar thermostat Model # VST4900.

• Include all low voltage wiring between the RTU and thermostat to ensure proper economizer operation and alarm functions satisfying 2021IECC

• All associated mechanical, electrical, gas, and controls connections required for full operation

• Start-up, testing, and commissioning of new units

• Provide manufacturer warranties and contractor workmanship warranty

• The contractor is responsible for verifying existing structural support and roof conditions related to the

RTU replacement

• The Contractor shall ensure that all newly installed RTUs are fully compatible with, integrated into, and fully operational within the City of Aurora’s TRANE automated building control system. This requirement shall include, without limitation, all control programming, configuration, graphics development, point mapping, trending, alarm configuration, network communications interfaces, and any ancillary components necessary to provide a complete and fully functional system.

• Vendor shall review, test, and verify the existing programming and operation of Unit 1, Unit 2, and Unit

3, installed in 2024, to confirm continued compatibility and proper integration with the TRANE control system. Any programming errors, integration issues, control deficiencies, or performance problems identified during this review shall be corrected promptly and at no additional cost to the City

Removal of Old Equipment

• Removal and proper disposal of existing rooftop units

• Contractor to remove and dispose of the existing rooftop unit and all ductwork from the rooftop unit to the building wall penetrations.

Project Management

The awarded vendor will be expected to provide project oversight for the entire term of the contract. This includes:

• Development and maintenance of a detailed project schedule

• Weekly updates to the City of Aurora Facilities team

• Compliance with all safety regulations. Adhere to all OSHA, building code, and environmental regulations

• Compliance with all applicable local, state, and federal codes

• Maintain adequate General Liability and Workers’ Compensation insurance coverage

• Demonstrate a proven track record in commercial HVAC system design, installation, and maintenance

• Possess specific experience in rooftop unit installation for commercial buildings

• Maintain financial stability and capacity to complete the project

• Any required crane service, roof curbs, adapters, or modifications shall be included in the proposal

• The contractor shall be responsible for securing all permits necessary for the installation of the equipment, including any permits required by local, state, or federal authorities.

• The Contractor shall be solely and fully responsible for all costs and labor associated with equipment start-up, BAS coordination, system setup, programming, reprogramming, troubleshooting, debugging, and commissioning required to achieve complete and seamless integration with the City’s existing BAS.

No additional compensation shall be provided for such work.

• The Contractor shall coordinate directly with the City’s BAS team and authorized TRANE representatives and shall bear all costs associated with such coordination. The Contractor shall verify network compatibility, control sequences, point lists, and communication protocols prior to installation and shall correct any incompatibilities or deficiencies at its sole expense.

Work Hours

Monday - Friday from 7:00 am until 5:00 pm, unless prior arrangements have been made with the project manager

Work shall be scheduled and coordinated to maintain continuity of the Police Department operations

Completion Date

Project shall be completed no later than September 2026.

Final acceptance shall not be granted until the Contractor has demonstrated, to the City’s satisfaction, that all

RTUs and associated controls are fully operational, properly integrated, and functioning in accordance with manufacturer requirements, contract documents, and City standards.

3. Current Units

Location: TAS Building in Aurora Police Headquarters, 1200 E. Indian Trail, Aurora, IL 60504

The 3 roof-top units that are currently on-site are as follows:

Unit #4 Manufacturer: AAON Model: RM-008-3-0-BB02-349 Nominal Capacity: 8 Tons

Unit #5 Manufacturer: AAON Model: RM-020-3-0-BA02-379 Serial Number: 200807-AMGP44489 Nominal Capacity: 20 Tons

Unit #6 (RTU6) Manufacturer: AAON Model: RM-010-3-0-BA02-354

Serial Number: 200808-AMGJ44471 Nominal Capacity: 10 Tons

PRICING TABLE

UNIT COST

Aurora Police

Department

TAS Units

Description Unit of Measure Unit Cost

1 Replacement for Unit 3 Each

2 Replacement for Unit 4 Each

3 Replacement for Unit 5 Each

VENDOR SUBMISSIONS

1. Bid Deposit*

Bid Deposit MUST be uploaded electronically with submission through the City’s E Procurement

System, OpenGov. Upon notification from the City, Bidder’s must deliver ORIGINAL Bid Deposit within three (3) business days.

*Response required

2. Lead Time for Equipment*

*Response required

3. Start Date*

Project can start within how many working days upon receipt of purchase order?

*Response required

4. Estimated Project Length *

Project will take an approximately how many working days after start?

*Response required

5. Warranty of Labor*

Provide one (1) year labor warranty.

☐ Please confirm

*Response required

6. Manufacture's Warranty *

Provide additional details of manufacturer warranties (heat exchanger/compressor/parts etc.)

*Response required

7. Contact Information*

Please download the below documents, complete, and upload.

• COA_Contact_Information.docx

*Response required

8. References*

Include Municipality, Address, Phone Number, Contact Person, Date of Project for each reference

*Response required

9. Sub-Contractor List*

Please provide the following information for each subcontractor. If you do not have subcontractors, please write

"N/A"

Company:

Address:

City, State, Zip:

Phone Number:

Contact Person:

*Response required

10. Eligibility*

By signing this Proposal, the Proposer hereby certifies that they are not barred from bidding on this Proposal as a result of a violation of Article 33E, Public Bids of the Illinois Criminal Code of 1961, as amended (Illinois

Compiled Statutes, 720 ILCS 5/33E-1).

☐ Please confirm

*Response required

11. Bidder's Tax Certification*

The Bidder's Executing Officer, being first duly sworn on oath, deposes and states that all statements made herein are made on behalf of the Bidder, that this deponent is authorized to make them and that the statements contained herein are true and correct.

Bidder deposes, states and certifies that Bidder is not barred from contracting with any unit of local government in the State of Illinois as result of a delinquency in payment of any tax administered by the Illinois Department of Revenue unless Bidder is contesting, in accordance with the procedures established by the appropriate statute, its liability for the tax or the amount of the tax, all as provided for in accordance with 65 ILCS 5/11-

42.1-1.

☐ Please confirm

*Response required

12. Bidder's Certification*

I/We hereby certify that:

A. A complete set of bid papers, as intended, has been received, and that I/We will abide by the contents and/or information received and/or contained herein.

B. I/We have not entered into any collusion or other unethical practices with any person, firm, or employee of the City which would in any way be construed as unethical business practice.

C. I/We have adopted a written sexual harassment policy which is in accordance with the requirements of

Federal, State and local laws, regulations and policies and further certify that I/We are also in compliance with all other equal employment requirements contained in Public Act 87-1257 (effective July 1, 1993) 775 ILCS

5/2-105 (A).

D. As applicable, I/We are in compliance with the most current “Prevailing Rate” of wages for laborers, mechanics and other workers as required by the State of Illinois Department of Labor.

E. I/We operate a drug free environment and drugs are not allowed in the workplace or satellite locations as well as City of Aurora sites in accordance with the Drug Free Workplace Act of January, 1992.

F. The Bidder is not barred from bidding on the Project, or entering into this contract as a result of a violation…