HVAC Units for Substation

Location:	Oklahoma
Posted:	Nov 14, 2025
Due:	Dec 3, 2025
Agency:	City of Tulsa
Type of Government:	State & Local
Category:	41 - Refrigeration, Air Conditioning and Air Circulating Equip. 45 - Plumbing, Heating, and Sanitation Equipment Z - Maintenance, Repair or Alteration of Real Property
Solicitation No:	IFB 26-521
Publication URL:	To access bid details, please log in.

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City of Tulsa

11/14/2025

Finance Department

INVITATION FOR BID IFB 26-521

Addendum #1

Please note the following changes which have been made for clarification to this Invitation for Sealed Bid. This

addendum must be listed as Addendum #1 on the ACKNOWLEDGMENT OF RECEIPT OF

ADDENDA/AMENDMENTS FORM of the bid package as verification that you have received and are aware

of the information contained herein.

QUESTIONS/CLARIFICATION/CHANGES:

CHANGES:

Was: 5-Ton HVAC Unit Specification Table

3. Refrigerant: R410A

7. Outdoor Fan: ½ HP, 1100 RPM, 3000 CFM

8. Blower: ½ HP, 1100 RPM, 1800 CFM

9. Ventilation:

a. Adjustable Barometric Damper

b. 7” x 29” x ¼” Permanent Washable Filter

c. 20” x 30” x 1” Disposable Return Air Filter

Changed to: 5-Ton HVAC Unit Specification Table

3. State Refrigerant Type

7. Outdoor Fan: Minimum 1600 CFM

8. Blower: Minimum 1600 CFM

9. Ventilation:

a. Adjustable Barometric Damper

b. Permanent Washable Filter

c. Disposable Return Air Filter

Was: 4-Ton HVAC Unit Specification Table

3. Refrigerant: R410A

7. Outdoor Fan: ½ HP, 1100 RPM, 3000 CFM

8. Blower: ½ HP, 1100 RPM, 1800 CFM

9. Ventilation:

a. Adjustable Barometric Damper

b. 7” x 29” x ¼” Permanent Washable Filter

c. 20” x 30” x 1” Disposable Return Air Filter

IFB 26-521 | HVAC Units for Substation | Issue Date: 11/04/2025

Changed to: 4-Ton HVAC Unit Specification Table

3. State Refrigerant Type

7. Outdoor Fan: Minimum 1600 CFM

8. Blower: Minimum 1600 CFM

9. Ventilation:

a. Adjustable Barometric Damper

b. Permanent Washable Filter

c. Disposable Return Air Filter

IFB Rev 11/2022

City of Tulsa

Finance Department

Invitation for Bid (IFB)

IFB 26-521

Supplies or Services Requested: HVAC Units for Substation

Department: Water and Sewer

NIGP Commodity Code(s): 31-06; 031-67; 914-50; 967-02

Solicitation Schedule

EVENT

IFB Issue Date

DATE

11/04/2025

Mandatory Virtual Pre-Bid Conference

Virtual Teams Meeting - Email

rachelharders@cityoftulsa.org for invite

Deadline for Questions

Submitted to assigned buyer via email.

Bid Submission Date

Either mailed or delivered to City Clerk address. Bids

are open the day after the due date.

11/12/2025 at 11:00 AM CT

11/24/2025

10 Days prior to IFB due date

12/03/2025

If You have any questions or need additional information, contact the Assigned Buyer:

Rachel Harders, Buyer | rachelharders@cityoftulsa.org

All questions should be emailed with IFB 26-521 on the subject line.

Submit Bids (sealed) to:

City of Tulsa – City Clerk’s Office

175 E. 2ND St., Suite 260

Tulsa, OK 74103

Bids (2 total:1 original, 1 copy) must be sealed and either mailed or delivered.

Write the Bid Number, Supplies or Service requested (as listed above) and Bid

Opening Date on the lower left corner of the outside of Your Bid envelope. Feel

free to use included packing slip. No faxed or emailed Bids will be considered.

Barring certain circumstances (Section III-5), Bids received after the stated date

and time will not be accepted and will be returned to the Bidder unopened.

IFB 26-521 | HVAC Units for Substation | Issue Date: 11/04/2025

I. STATEMENT OF PURPOSE:

1. Overview and Goals

The goal of this solicitation is to secure a source to purchase HVAC Units for Substation for Water

and Sewer Department of the City of Tulsa.

2. Term of Contract

The City intends to award a one-year annual contract. The City may offer the Seller the opportunity

for additional one-year terms. The City also reserves the right to make multiple or partial awards. To

do business with the City, You must agree to the terms and conditions of the City’s standard

Purchase Agreement, indicated by Your Authorized Agent’s signature on the Purchase Agreement.

Capitalized terms used in this IFB and not defined in the Purchase Agreement shall have the

meanings as ascribed to them in Title 6, Chapter 4 of the Tulsa Revised Ordinances.

The entire Invitation for Bid (IFB), including any additional information submitted by Bidder and

Accepted by City will be included as part of the Agreement between Seller and City. All sheets of

this IFB (including Sections I-VI) must be submitted.

Authorized Agent

Several parts of the Bid (Affidavits, Purchase Agreement) must be signed by an “Authorized

Agent.” An Authorized Agent means an agent who is legally authorized to bind the Seller under the

law of the state in which the Seller is legally organized. For instance, under Oklahoma law, the

Authorized Agent for each of the following types of entities is as stated below:

o Corporations – the president, board chair or board vice chair (or the vice president if the corporation

was formed in Oklahoma) can sign; others can sign if they have and provide the City with (i) a corporate

resolution giving them authority to bind the Seller, and (ii) a recent certificate of secretary indicating

the authority is still valid and was in full force and effect on the date of the signature. (See IFB Section

VI for sample of a Certificate of Secretary)

o General Partnerships – any partner can sign to bind all partners.

o Limited Partnerships – the general partner must sign.

o Individuals – no additional authorization is required, but signatures must be witnessed and notarized.

o Sole Proprietorship – the owner can sign. Any other person can sign if s/he provides a recent Power

of Attorney, signed by the owner, authorizing him/her to bind the sole proprietorship.

o Limited Liability Company (LLC) – any manager of the LLC elected by the members of the LLC, or

any member signing as manager of the LLC. All other signers will need a Consent of Members signed

by all the Members of the LLC authorizing their signature on or up to 30 days before the date of their

signature. (See Section VI for sample of a Consent of Members)

Entities organized in states other than Oklahoma must follow the law of the state in which they are

organized.

IFB Rev 02/2024

IFB 26-521 | HVAC Units for Substation | Issue Date: 11/04/2025

II. SCOPE OF SERVICES AND SPECIFICATIONS

1. Scope of Services

The City is requesting Bids for a source to purchase HVAC Units for Substation for Water and Sewer

Department.

Delivery Requirements

All prices quoted shall be based on delivery F.O.B. Tulsa, Oklahoma or to any other points as may

be designated in the Specifications, with all charges prepaid by Seller to the actual point of delivery.

Bids must state the number of Days required for delivery under normal conditions.

Absolutely no items over 500lbs. may be directly shipped to the City requiring the City personnel to

unload from the shipping truck or trailer. The City carries no responsibility for any damages incurred

during an unloading occurrence. All unloading shall be the responsibility of the Seller and/or shipping

entity.

2. Specifications

The Bid must meet or exceed the following Specifications.

In the Table below, the Bidder shall respond to each minimum requirement set forth in the

Specifications column by writing its response in the space provided under Section 2: Bidder’s

Response column. Whenever asked to “describe”, the description may include details such as size,

capacities, dimensions, materials used in construction, etc. A full and complete description is

required to reasonably evaluate the Bid, so all pertinent information is required. When referring to

attached literature as a means of not fully describing items, misinterpretations by the evaluator of the

Bid may occur. Your ability to present the City with enough information to reasonably understand the

item being bid and whether it meets the Specifications stated herein relies on the written information

provided.

You are required to describe Your proposed equipment in the Bidder’s Response column, in terms

that correspond with the minimum Specifications shown. You may not answer in the space provided

as to whether You meet the Specifications by responding with terms as “yes”, “meets”, “same as”,

“complies” or “similar” terms. If these terms are utilized, it shall result in Your Bid being

considered as non-responsive and being rejected.

If bidding an equivalent, You must include descriptive manufacturer’s literature verifying the

information You provided in the Bidder’s Response column with Your submission. Failure to

provide such literature shall result in Your Bid being considered as non-responsive and being

rejected.

Seller shall ensure that each HVAC unit and related parts are warranted by the manufacturer to be

of good material and workmanship and that manufacturer promptly replace any part or parts which

by reason of defective materials or workmanship shall fail under normal use, free of negligence or

accident, for a minimum of one (1) year from the date of delivery, unless otherwise stated. In addition,

if such failures take place outside the dealer’s service area, which shall be defined as Tulsa city

limits, the Seller will be responsible for reimbursing the nearest manufacturer’s authorized dealer in

the city of Tulsa for services rendered under this warranty.

The Seller shall respond within 72 hours of notification by the City of Tulsa, on when, where, and

how a warranty issue will be resolved. In the event there is no response within 72 hours, or if the

IFB Rev 02/2024

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid ID:	IFB 26-521
Addendum:	1
Bid Due Date:	12/3/2025
Description:	HVAC Units for Substation
Bid Document:	IFB 26-521 - HVAC Units for Substation Addendum.pdf
Attachments:

HVAC Units for Substation

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See also