REQUEST FOR PROPOSALS
CITY HALL HVAC SYSTEM IMPROVEMENTS
CITY OF WARSAW, INDIANA
The City of Warsaw by and through the Board of Public Works and Safety is requesting proposals to select an offeror for making improvements to the City Hall HVAC System.
The scope of the project is to replace the problematic VRF System throughout the first and second floors of City Hall. The system has been problematic since installation because of several installation errors.
The work, at a minimum, will include:
• Provide materials and labor necessary to remove and dispose of all existing VRF equipment, accessories, and related plumbing.
• Provide materials and labor necessary to install a Climate Master water sourced heat pump system to serve the first and second floors by quadrant.
• Provide materials and labor necessary to install cooling tower, heat exchanger, pump package.
• Provide materials and labor necessary to install new condensate drains, controls, wiring, and any other incidental needs to provide a complete and functioning system.
The criteria which will be utilized in evaluating proposals is as follows:
• Project Implementation Plan & Approach (10pts)
• Familiarity with Facility and Experience with similar projects (10pts)
• Proposed Costs (10pts)
Minimum Requirements to include with response:
Project Implementation Plan & Approach
• A proposed schedule for the project
• Proposed/suggested approach to the project with an emphasis on how you will implement the installation in phases with minimal disruptions to the daily activities at City Hall.
Familiarity with Facility and Experience with similar projects
• A description of the project team with qualifications
• List of similar projects completed
• Demonstrate understanding of the project
Proposed Costs
• Detailed Material and Labor Cost Estimate with statement of any exclusions and limitations
• Bid Bond in the amount of 5% of the Total Cost
• Proposed Draft Owner-Contractor Agreement
It should be understood that:
• The City reserves the right to reject any and all Proposals at its sole discretion.
• The price offered will factor into the selection with the same importance as the other factors described above.
• The City may have discussions with, and best and final offers obtained from, responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award.
• All Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revisions of proposals.
• In conducting discussions with an offeror, information derived from proposals submitted by competing offerors may be used in discussion only if the identity of the offeror providing the information is not disclosed to others. The City must provide equivalent information to all offerors with which the City chooses to have discussions.
• The City requires submission of a bid bond, certified check or other evidence of financial responsibility to accompany proposal.
• Award shall be made to the responsible offeror whose proposal is determined in writing to be the most advantageous to the City, taking into consideration price and the other evaluation factors set forth.
Contact For Questions or Inquiries
Aaron Ott - Warsaw City Engineer
102 South Buffalo Street
Warsaw, IN 46580
email: [email protected]
phone: (574) 372-9550
Submittal: An electronic PDF of the Proposal should be emailed to:
Aaron Ott, City Engineer
Email: [email protected]
Proposals must be received by 4:00 pm EST on Thursday December 5, 2024
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