Sunset_Nature_Lodge_HVAC_Replacement.pdf

INVITATION FOR BID

25-0260-PR

SUNSET NATURE LODGE HVAC REPLACEMENT

City of Florissant

955 Rue St. Francois

Florissant, MO 63031

RELEASE DATE: June 18, 2026

DEADLINE FOR QUESTIONS: July 14, 2026

RESPONSE DEADLINE: July 16, 2026, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Florissant

INVITATION FOR BID

Sunset Nature Lodge HVAC Replacement

I. Introduction II. Project Details

III. Evaluation Criteria IV. Vendor Submissions V. Pricing Table

Attachments:

A - WORK AUTHORIZATION AFFIDAVIT FOR BUSINESS ENTITIES

B - Exhibit A-Sure Comfort-Vantix Universal Heat Pump

C - Missouri Wage Order

D - Instructions to Bidders

E - General Conditions

F - Special Conditions

G - Contract Template

Invitation For Bid #25-0260-PR Title: Sunset Nature Lodge HVAC Replacement

1. Introduction

1.1. Summary

General work description: The City of Florissant is soliciting sealed bids from qualified HVAC contractors to furnish all labor, materials, equipment, permits, supervision, and incidentals necessary to remove and replace three (3) existing HVAC split systems at Sunset Nature Lodge.

The replacement units shall be Sure Comfort Vantix™ Line Side-Discharge Universal Heat Pumps, Model

RD18AY Series, matched with compatible inverter-driven air handling equipment and electric backup heat as specified herein.

See Exhibit A in attachments for detailed specs.

No substitutions, alternates, equals, or approved equivalents will be accepted.

Project Location:

Sunset Nature Lodge

2300 Sunset Park Drive

Florissant, Missouri 63031

Scope of Work

The successful contractor shall provide all labor, materials, equipment, tools, transportation, and supervision necessary to complete the following:

Demolition and Removal

A. Disconnect and remove three (3) existing HVAC split systems currently serving Sunset Nature

Lodge.

B. Recover refrigerant in accordance with EPA regulations.

C. Remove and legally dispose of all existing condensers, air handlers, refrigerant piping, controls, and related components designated for replacement.

D. Protect existing building finishes and adjacent facilities during removal operations.

New Equipment Installation

Provide and install:

• Three (3) Sure Comfort Vantix™ Line Side-Discharge Universal Heat Pumps o Model Series: RD18AY o Capacity: 5 Ton (or size matching existing load requirements) o Efficiency:

▪ Cooling Efficiencies up to 19 SEER2/13 EER2

▪ Heating Efficiencies up to 10 HSPF2 o Refrigerant: R-454B o Inverter-driven variable speed compressor technology

• Three (3) matching compatible inverter air handlers with:

o Variable-speed blower motors o Electric backup heat packages o Factory-approved communicating controls

Refrigerant Piping

A. Inspect existing refrigerant line sets.

B. Flush and clean reusable line sets using approved refrigerant line flushing procedures.

C. Replace any damaged or unsuitable piping as required.

D. Pressure test all refrigerant piping systems.

E. Evacuate systems to manufacturer-required vacuum levels before charging.

Electrical Work

A. Reconnect existing electrical services to new equipment.

B. Install new disconnects, whips, breakers, and electrical components as required for code compliance.

C. Coordinate all electrical modifications necessary for proper operation of the new equipment.

D. Verify compatibility of existing electrical service with installed equipment.

Ductwork Modifications

A. Modify and reconnect existing supply and return ductwork as required.

B. Seal all duct connections.

C. Ensure proper airflow and system balancing throughout the facility.

Controls and Commissioning

A. Install manufacturer-approved thermostats and control interfaces.

B. Program and configure all equipment controls.

C. Start up and commission each HVAC system in accordance with manufacturer requirements.

D. Verify proper heating, cooling, airflow, and control operation.

E. Provide written startup and commissioning reports.

Testing and Balancing

A. Verify system performance and operating pressures.

B. Confirm proper refrigerant charge.

C. Test heating and cooling modes.

D. Balance airflow as required for proper operation.

Contractor Requirements

The contractor shall:

• Be licensed to perform HVAC work in the State of Missouri.

• Maintain all required insurance coverage.

• Comply with all applicable federal, state, and local codes.

• Obtain all permits required for the work.

• Coordinate work with City staff to minimize disruption to facility operations.

• Remove all debris daily and maintain a clean work site.

Warranty Requirements

Contractor shall provide:

• Manufacturer's standard equipment warranty.

• Minimum one (1) year warranty on workmanship and installation.

• Warranty documentation shall be provided at project closeout.

• Provide pricing for additional (1) year maintenance contract

Closeout Documents

Upon completion, contractor shall provide:

• Equipment manuals.

• Warranty certificates.

• Startup and commissioning reports.

• As-built documentation identifying equipment installed.

• Recommended maintenance schedule.

1.2. Contact Information

Jimmy Kirincich

Director of Parks and Recreation

1 James Eagan Dr

Florissant, MO 63033

Email: jkirincich@florissantmo.com

Phone: (314) 839-7657

Department:

Parks and Recreation

Department Head:

Jimmy Kirincich

Director of Parks and Recreation

1.3. Timeline

Release Project Date June 18, 2026

Pre-Bid Meeting (Non-Mandatory) June 25, 2026, 10:00am

2300 Sunset Park Dr, Florissant, MO 63031

Question Submission Deadline July 14, 2026, 5:00pm

Question Response Deadline July 15, 2026, 5:00pm

Submission Deadline July 16, 2026, 10:00am

Zoom: 6a7iMe

Passcode:

https://us04web.zoom.us/j/72145592654?pwd=CV cybztLSpaXRt59JQXPH49h950gqa.1

Session will begin at 10 am and continue until prices for all bidders have been read.

mailto:jkirincich@florissantmo.com tel:(314)839-7657 https://us04web.zoom.us/j/72145592654?pwd=CVcybztLSpaXRt59JQXPH49h950gqa.1 https://us04web.zoom.us/j/72145592654?pwd=CVcybztLSpaXRt59JQXPH49h950gqa.1

2. Project Details

2.1. Important Instructions for Electronic Submittal

The City is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov by signing up at https://secure.procurenow.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

2.2. Period of Contract:

Contract shall run for a 6 Months period, effective July 1, 2026-December 31, 2026, with the option to renew for No Option for Renewal additional one year contract periods if agreeable to both City and

Vendor.

2.3. Shipping

All shipping/delivery charges to be included in bid price and be shipped f.o.b destination. You can also provide additional information for any product that exceeds the specifications.

The City of Florissant is sales tax exempt.

https://secure.procurenow.com/signup

3. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Pricing 0-100 Points 40 (40% of Total)

2. Technical Capability & Experience 0-100 Points 10 (10% of Total)

3. Schedule and Availability 0-100 Points 20 (20% of Total)

4. Scope Accuracy 0-100 Points 20 (20% of Total)

5. Warranty and Quality Assurance 0-100 Points 10 (10% of Total)

4. Vendor Submissions

4.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements including the sections:

A. Instruction to Bidders

B. General Conditions

C. Special Provisions and Specifications

D. City of Florissant Contract

☐ Yes

☐ No

*Response required

4.2. Please review and indicate your approval of the language in our contract template.

4.3. Proposal Documents*

Please Upload your COMPLETE Proposal here.

*Response required

4.4. Knowledge and Experience*

Detail the qualifications of the individuals you propose to work on the project, including any applicable degree's and/or certifications. Indicate whether each is your employee or a subcontractor. If a subcontractor, explain your business arrangement/contract with them.

*Response required

4.5. Schedule/Availability*

Provide a timeline for completing the project including proposed phases and milestones as well as total number of work days to complete. Detail any and all contingencies.

*Response required

4.6. Warranty*

Outline your warranty on both the materials and labor portions of the project. Explain the claims process for both.

*Response required

4.7. Certificate(s) of Insurance*

Please upload your Certificate(s) of Insurance with NO ENDORSEMENTS listing City of Florissant as additional insured.

*Response required

4.8. Confirmation of Cost of Work*

The undersigned, having familiarized themselves with the existing conditions of the project area affecting the cost of the work and with the Contract Documents, which include Notice to Contractors, Instructions to Bidders, Addenda (if any), General Conditions, Special Conditions, Technical

Specifications and Plans, which are on file at the Office of the Department of Public Works, City Hall, 955 rue St. Francois, Florissant, MO 63031, hereby proposes to furnish all supervision, technical personnel, labor, materials, tools, equipment, testing, training and transportation services required to complete the work in accordance with the above-listed documents, for the lump sum amounts shown for each line item offered on the itemized proposal.

☐ Please confirm

*Response required

4.9. Rejection of Bids*

In submitting this bid, the bidder understands and acknowledges that the right is reserved by the City of

Florissant to reject any and all bids. If written notice of acceptance of this bid is received within forty-five (45) days after the opening of the bids, the bidder agrees to execute and deliver an agreement in the prescribed form within ten days after such agreement is presented.

☐ Please confirm

*Response required

4.10. Delivery*

Delivery will be made on:

Example: MM/DD/YYYY or XX Days after purchase.

*Response required

4.11. Authorized Representative*

Please enter the Authorized Representative's name and contact information here:

*Response required

4.12. Signaturer*

Please provide the name of the person who will sign the contract in the event your organization is selected. Should read as you want it to on the contract.

*Response required

4.13. Confirmation of Understanding*

The bidder hereby offers to furnish and deliver the articles or services as specified at the terms stated and in strict accordance with the specifications, instruction, and general conditions of bidding which have been read and understood and all of which are made a part of this order.

Please confirm:

☐ Please confirm

4.14. American Made Products*

Your confirmation below indicates that you, the Bidder, have exhausted every effort to file a bid/quotation using American made products to fulfill the requirements of the bid and have done so whenever the quality and price are comparable with other Non-American made goods.

Please confirm here:

☐ Please confirm

*Response required

4.15. Payment*

Review “Special Conditions” section of bid documents for payment requirements. Certified payrolls must accompany monthly billing for approval.

Please confirm you understand this statement:

☐ Please confirm

*Response required

4.16. Invoicing*

Please confirm that all work invoiced through November 30, will be invoiced separately from all work provided after November 30.

☐ Please confirm

*Response required

4.17. Confirmation of Non-Collusion*

Bidder certifies that this bid is made without any previous understanding, agreement or connection with any person or firm, or corporation making a bid for the same items, and is in all respects fair without outside control, collusion, fraud or otherwise illegal action.

By checking that you confirm you agree no outside control, collusion, fraud or otherwise illegal action has transpired.

☐ Please confirm

*Response required

4.18. References*

All Bidders must submit a minimum of three references.

Example of information to be filled in :

Name of Company 1:

Contact Information 1:

Name of Company 2:

Contact Information 2:

Name of Company 3:

Contact Information 3:

*Response required

4.19. Work Authorization Program

4.19.1. Participation in Work Authorization Program*

Bidders are informed that pursuant to Section 285.530 RSMo as a condition of the award of any contract in excess of five thousand dollars ($5,000), the successful bidder shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection to the contracted services.

Each bid must be verified by the confirmation below, verifying participation in the "E-Verify" program administered by the Federal Government Department of Homeland Security. Documentation (pages 11-

13 of the Memorandum of Understanding) must also accompany this bid.

Please verify and confirm here:

☐ Please confirm

*Response required

4.19.2. Work Authorization Affidavit for Business Entities*

Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• WORK_AUTHORIZATION_AFFIDAVI...

*Response required

4.19.3. FEDERAL APPRENTICESHIP POLICY*

Per the section entitled “Federal Apprenticeship Policy,” please certify below the percentage of your workers that have satisfactorily completed an approved apprenticeship program for the type of work they will be performing.

Example: 5% https://government-project.s3.us-west-2.amazonaws.com/15746/21fb7956-46ae-4885-a155-628e629a5a31_WORK_AUTHORIZATION_AFFIDAVIT_FOR_BUSINESS_ENTITIES.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4HOTZU5A7%2F20260618%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260618T213001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEOT%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIEbH092GJqwASaPajAgrS9xT3TmuVBAm4UL%2F5UicB%2BNwAiEAq5R%2FSgIsRvL0PG7vtvYh%2BxCG97XXG6rpXn1MNI0c048qlQUIrf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDA%2Bn4QtEm8sN9o67fCrpBJNLKyjYFRV%2Fs9b%2BUPkaco%2F6U1FFpC7L4ac0U5D9g5o4ELPDFYQI3dGp3VCN36Tsg9oTrRYLccQ%2FCIjwkTkHV08%2FM1ZMZ2QjPvmLgmhrlPrfp2GsvGBfxZ8KDJ%2BOHjU4kVwk1DmqgHBqFNQiLtVEalBipoBu6qPrbB47Vsdf0RtPeUePSY1iapIWlXpLqfl7cx%2BaMTOYMyJ%2BEZeAFZtYhlPQf%2BKu91OvHcwDffgh5NEDonVx4NyfO2Wzd1vOAGPl9OosEI1DqH2bWcfDvz0ltd4FM%2F69xAYv0Q7ypIBR1MaVgqWL10V89K998YRb97iEzz5OPfdn4XghwmJcZXRHTb3uLAUpvFcoYadF0uV3en4%2Bww48d54ZXsZ7sUML3PLue0u1LGRs9u5geBSmkKXHzouuExPgP%2FRSWoHrHjuGxU2AH7ZK3kkVHIFcFy7qlMNXkOrrb2UQLDht22zJa6rTDBPWeFuqMagE2OTvlSrHpstQ20ZNXSsAV5CU3pS6nLJT7veC39d2WT3Wa4mfnOOd7%2F8vMyBNFJeqnubMPBjF75WOFgWL39LWMYtM6z8XNgvQUP7dId2DRwkXGvuItur2PKGcRyXBDejobV7yDWzOYQbiSXWQyXfg9SR7QKVMn3tn2sEPtLyXeUcz4B3UwsY34Ri4AAI4YEa%2FTPbCHyN%2F34wsHr3U0poSoRfwJz2YSHG5fU%2FWrGOowVzCiRarRep%2BQMT6AxhzXFP4kDhKr6rw%2BQDRCryx2rVgVuYmYVlBksk0cYDSOqkA6hT59hXuWWpO2buCKaaAEh6T7MEEDxnATHYFJI%2Bb0e0J31c1MImi0dEGOpkBy%2B8BfyfLirFWHrDDmLorjjhFIgAOuVCIGiFRGU4iUMeSQv9UkpVmNIHB5B7wKiR2SXVrO5rzvUxkRMjzcMv0QbeOd6wfdgttHcKi%2Fxi1uef2fErFge%2BKHTUZcI2qXWtrKw20Mk%2FAMOwKbepnAexch2LZPVY%2FRZOIDiBWdyS1pHQnX8vwHYAUoRQIl3ZHXwfGNCvyku6z2yzg&X-Amz-Signature=d5c953db37420fa4a297208747956567d4082240adb720a709f22b1ac0c8aae0&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22WORK_AUTHORIZATION_AFFIDAVIT_FOR_BUSINESS_ENTITIES.pdf%22&x-id=GetObject

5. Pricing Table

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 HVAC removal and replacement including installation and start up of three units.

1 Lump Sum

2 One year maintenance agreement 1 Lump Sum

TOTAL

5. Pricing Table