Westerville Electric Division Office HVAC Installation & Replacement Services

The City of Westerville is soliciting proposals for comprehensive HVAC installation and replacement services for its Electric Division administrative office located at 139 E. Broadway Avenue in Westerville, Ohio. The project involves replacing up to six existing HVAC units of varying sizes, specifically three 3-ton units and three 5-ton units, serving critical operational areas within the facility. Contractors must provide new, unused system components from established manufacturers like Carrier, Trane, York, Lennox, or Daikin, and submit itemized cost proposals with both individual and total lump sum fixed pricing. Evaluation criteria include responsiveness (10 points), experience (20 points), capability (50 points), and cost (20 points), with the City reserving the right to select a proposal that best meets its interests. Key dates include a non-mandatory pre-proposal conference on October 29, 2025, at 10:00 AM EDT, with written questions due by October 30, 2025, at 5:00 PM EDT. Proposals are due by November 12, 2025, at 5:00 PM EST, with evaluation occurring from November 13-19, 2025, and a projected contract award on or about December 4, 2025.

The contract requires contractors to comply with Ohio Revised Code prevailing wage requirements and maintain liability insurance of at least $1,000,000 per person and $2,000,000 per accident, with the City named as an additional insured. The successful contractor must provide a minimum one-year warranty on labor and installation, manufacturer's warranties on all equipment, and a minimum five-year warranty on compressors. The project has a maximum budget of $100,000, with the potential for fewer units to be replaced to remain within budget constraints. Contractors must submit two notarized affidavits: a Noncollusion Affidavit certifying the bid's genuineness and a Personal Property Tax Affidavit declaring tax status in Franklin and Delaware Counties. The contractor is expected to commence work upon receiving the Notice to Proceed and must fully complete the project by May 31, 2026, providing weekly progress reports and coordinating scheduling to minimize disruptions to the 24/7 facility.