Replace Two (2) Fan Coils at the Pilgrim Senior Center

Francis M. Gomez Frank J. Picozzi
Purchasing Agent Mayor
City of Warwick
Purchasing Division
(Mailing Address)
3275 Post Road
Warwick, Rhode Island 02886
Tel (401) 738-2013
Fax (401) 737-2364
The following notice is to appear on the City of Warwick's website Monday, April 13,
2026. The website address is http://www.warwickri.gov/bids.
CITY OF WARWICK
BIDS REQUESTED FOR
BidBid2026-462 Replace Two (2) Fan Coils at the Pilgrim Senior Center
Specifications
Specifications are available in the Purchasing Division, Warwick City Hall, Monday
through Friday, 8:30 AM until 4:30 PM on or after Monday, April 13, 2026. If you
received this document from our homepage or from a source other than the City of
Warwick Purchasing Division, please check with our office prior to submitting your bid to
ensure that you have a complete package. The Purchasing Division cannot be responsible
to provide addenda if we do not have you on record as a plan holder.
Submissions
All bids should be submitted with one (1) original and two (2) copies in a sealed envelope
(total of three (3) copies), which should read: YOUR COMPANY NAME plainly marked on
the exterior of the envelope as well as "Bid2026-462 Replace Two (2) Fan Coils at the
Pilgrim Senior Center". No bids will be accepted via Facsimile or email. Multiple bids by
one supplier will not be accepted and will be disqualified. All bids must be sealed. Sealed
bids will be received by the Purchasing Division no later than 11:00 AM, Tuesday, April 28,
2026. The bids will be opened publicly commencing at 11:00 AM on the same day at 65
Centerville Road, Meeting Room 2.
Delivery
If delivering in person or sent by delivery service (FedEx/UPS/DHL etc.) use physical address
65 Centerville Road, Warwick, RI 02886, Suite D. If sent via United States Postal Service use
mailing address 3275 Post Road Warwick, Rhode Island 02886.
Awards
Awards will be made on the basis of the lowest evaluated or responsive bid price.
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Questions
Please direct questions related to the bidding process, how to fill out forms, and how to
submit a bid (Pages 1-8) to the Purchasing Division.
* Email: bids@warwickri.gov
* Phone: 401-738-2013
Please direct all questions related to the specifications outlined (beginning on page 9) to the
issuing department's subject matter expert:
* Name: Robert Greenway
* Title: Supervisor of Building Maintenance, Department of Public Works
* Phone: 401-921-9615
* Email: robert.a.greenway@warwickri.gov
Individuals requesting interpreter services for the hearing impaired must notify the
Purchasing Division at 401-738-2013 at least 48 hours in advance of the bid opening date.
Original signature on file
Francis M. Gomez
Purchasing Agent
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PLEASE COMPLETE THIS PAGE & SUBMIT WITH YOUR BID
Acknowledgement of Addendum (if applicable)
Addendum Number Signature of Bidder
_______________ ____________________
_______________ ____________________
COMPANY NAME: _______________________________________
COMPANY ADDRESS: ____________________________________
COMPANY ADDRESS: ____________________________________
BIDDER'S SIGNATURE: __________________________________
BIDDER'S NAME (PRINT): ________________________________
TITLE: ___________________ TEL. NO.: ___________________
EMAIL ADDRESS: _______________________________________*
Email Address to send Purchase Orders: _______________________________
*Please include your email address. Future bids will be emailed, unless otherwise noted.
===============================================================
II. AWARD AND CONTRACT:
The CITY OF WARWICK, acting as duly authorized through its Purchasing
Agent/Finance Director/Mayor, accepts the above bid and hereby enters into a contract with
the above party to pay the bid price upon completion of the project or receipt of the goods
unless another payment schedule is contained in the specifications. All terms of the
specifications, both substantive and procedural, are made terms of this contract.
DATE: ___________________________ ________________________________
Bid2026-462 Purchasing Agent
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PLEASE COMPLETE THIS PAGE & SUBMIT WITH YOUR BID
*CERTIFICATION & WARRANT FORM*
This form must be completed and submitted with sealed bid.
Failure to do so will result in automatic rejection.
Any and all bids shall contain a certification and warrant that they comply with all relevant and
pertinent statues, laws, ordinances and regulations, in particular, but not limited to Chapter 16-
Conflicts of Interest, of the Code of Ordinances of the City of Warwick. Any proven violation of
this warranty and representation by a bidder at the time of the bid or during the course of the
contract, included, but not limited to negligent acts, either directly or indirectly through agents
and/or sub-contractors, shall render the bidder's contract terminated and the bidder shall be
required to reimburse the City for any and all costs incurred by the City, including reasonable
attorney fees, to prosecute and/or enforce this provision.
___________________________________________ ______________________
Signature Date
___________________________________________
Company Name
___________________________________________
Address
___________________________________________
Address
*This form cannot be altered*
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CITY OF WARWICK
NOTICE TO BIDDERS
Bid2026-462 Replace Two (2) Fan Coils at the Pilgrim Senior Center
The IRS Form W-9 is available on www.warwickri.gov should be completed and submitted
with the bid if the bidder falls under IRS requirements to file this form.
All bids should be written in ink or typed. If there is a correction with whiteout, the
bidder should initial the change.
Any deviation from the specifications must be noted in writing and attached as part of
the bid proposal. The bidder should indicate the item or part with the deviation and
indicate how the bid will deviate from specifications.
Bids received prior to the time of the opening will be securely kept, unopened. No
responsibility will be attached to an officer or person for the premature opening of a bid
not properly addressed and identified.
The opening of bids will be in the order established by the posted agenda and the
agenda will continue uninterrupted until completion.
Once an item has been reached and any bids on that item has been opened, no other
bids on that item will be accepted and any such bid will be deemed late.
Negligence on the part of the bidder in preparing the proposal confers no rights for the
withdrawal of the proposal after it is open.
The contractor will not discriminate against any employee or applicant for employment
because of physical or mental handicap for any position for which the employee or
applicant is qualified and that in the event of non-compliance the City may declare the
contractor in breach and take any necessary legal recourse including termination or
cancellation of the contract.
A bidder filing a bid thereby certifies that no officer, agent, or employee of the City has a
pecuniary interest in the bid or has participated in contract negotiations on the part of the
City, that the bid is made in good faith without fraud, collusion, or connection of any
kind with any other bidder for the same call for bids, and that the bidder is competing
solely in his own behalf without connection with, or obligation to, any undisclosed
person or firm.
All proposals submitted become the property of the City and will not be returned. If the
company intends to submit confidential or proprietary information as part of the proposal,
any limits on the use or distribution of that material should be clearly delineated in
writing. This information should be submitted in a sealed envelope, clearly labeled
confidential and where it should be submitted in the response. Please be advised of the
Freedom of Information Act as it may pertain to your submittal.
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Prevailing Wages will apply to this bid. Current rates may be viewed at
https://dlt.ri.gov/regulation-and-safety/prevailing-wage.
The successful bidder must comply with all Rhode Island Laws, applicable to public works
projects, including, but not limited to provisions of Chapter 13 of Title 37 of the Rhode
Island General Laws, pertaining to prevailing wage rates, and all other applicable local, state
and federal laws.
The contractor must carry sufficient liability insurance and agree to indemnify the city
against all claims of any nature, which might arise as a result of his operations or conduct of
work.
The contractor must keep himself informed of and comply with all laws, ordinances and
regulations of the federal, state and municipal governments which may apply and be in force
during the life of the contract, in any manner which may affect himself/employees or the
conduct of the work or the materials used or employed in the work. Before submitting bids,
prospective bidders should examine the terms, covenants and conditions of all codes, permits
and laws which may apply. By submitting a bid, the bidder agrees to comply with all
pertinent laws/regulations if awarded a contract.
Every contractor and subcontractor awarded a contract for public works, construction,
alteration and/or repair, including painting and decorating, or public buildings or public
works must submit completed RI Certified Weekly Payroll forms listing employees
employed on the project to the awarding authority on a monthly basis for all work completed
in the preceding month. These forms may be found at: https://dlt.ri.gov/regulation-and-
safety/prevailing-wage. Certified Payroll forms concerning RI Department of Transportation
projects may be submitted on federal forms. However, when a complaint is being
investigated by the RI Department of Labor & Training (DLT), the contractor must resubmit
the payroll information on the RI Certified Weekly Payroll forms for the entire project.
Awarding authorities, contractors and subcontractors must provide any and all payroll
records to the DLT within ten (10) days of any request that is made by the department.
The awarding authority of any public works project will withhold the next scheduled
payment to any contractor or subcontractor who fails to comply with the above provisions, as
well as any further payments until they comply. The DLT may also impose a penalty of up
to $500 for each calendar day of noncompliance.
Please refer to Rhode Island state laws Section 37-13 for more information.
The contractor must carry sufficient liability insurance and agree to indemnify the City
against all claims of any nature, which might arise as a result of his operations or conduct of
work.
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Failure to provide adequate insurance coverage within the specified duration of time as set
forth is a material breach of contract and grounds for termination of the contract.
The successful bidder must provide the City of Warwick with an original Certificate of
Insurance for General Liability in a minimum amount of $1 million, naming the City
of Warwick as the additional insured and so stated on the certificate with the bid
name and bid number. It is the vendor's responsibility to provide the City of Warwick
with an updated Certificate of Insurance upon expiration of the original certificate.
For a bid to be awarded to a corporation, limited liability company or other legal entity,
prior to commencing work under the awarded bid, that corporation, company or legal
entity may be required to provide to the Purchasing Agent a Certificate of Good
Standing dated no more than thirty (30) days prior to the date upon which the bid
approval was made.
If required, the successful bidder will provide Certificate of Good Standing within ten
(10) calendar days after notification or the City reserves the right to rescind said award.
This is a one-time purchase. Term contracts may be extended for one (1) additional term
upon mutual agreement unless otherwise stated.
The City is exempt from the payment of the Rhode Island Sales Tax under the 1956
General Laws of the State of Rhode Island, 44-18-30, Paragraph I, as amended.
The Purchasing Agent reserves the right to reject any and all bids, to waive any minor
deviations or informalities in the bids received, and to accept the bid deemed most
favorable to the interest of the City.
The City reserves the right to terminate the contract or any part of the contract in the
best interests of the City, upon 30-day notice to the contractor. The City will incur no
liability for materials or services not yet ordered if it terminates in the best interests of
the City. If the City terminates in the interests of the City after an order for materials or
services has been placed, the contractor will be entitled to compensation upon
submission of invoices and proper proof of claim, in that proportion which its services
and products were satisfactorily rendered or provided, as well as expenses necessarily
incurred in the performance of work up to time of termination.
No extra charges for delivery, handling or other services will be honored. All claims for
damage in transit will be the responsibility of the successful bidder. Deliveries must be
made during normal working hours unless otherwise agreed upon.
All costs directly or indirectly related to the preparation of a response to this
solicitation, or any presentation or communication to supplement and/or clarify any
response to this solicitation which may be required or requested by the City of Warwick
will be the sole responsibility of and will be borne by the respondent.
If the respondent is awarded a contract in accordance with this solicitation and fails or
refuses to satisfy fully all of the respondents' obligations thereunder, the City of
Warwick will be entitled to recover from the respondent any losses, damages or costs
incurred by the City as a result of such failure or refusal.
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The City reserves the right to award in part or full and to increase or decrease quantities
in the best interest of the City.
Any quantity reference in the bid specifications are estimates only, and do not represent
a commitment on the part of the City of Warwick to any level of billing activity. It is
understood and agreed that the agreement will cover the actual quantities ordered
during the contract period.
The City reserves the right to rescind award for non-compliance to bid specifications.
The successful bidder must adhere to all City, State and Federal Laws, where
applicable.
The City of Warwick, in addition to soliciting bids in response to this bid, may consult,
consider, and make an award for any and all open bid offers for a comparable unit as
sought herein at the following websites:
RI State MPA: https://www.ridop.ri.gov/contract-portal/
NASPO: https://www.naspo.org/
MHEC (Massachusetts Higher Education Consortium): https://www.mhec.net/
SOURCEWELL: https://www.sourcewell-mn.gov/
OMNIA OPUS: https://www.omniapartners.com/
GBPC: MAPC (Greater Boston Police Council Collective Purchasing Programs)
https://gbpc.org/collective-purchasing/
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PLEASE COMPLETE THIS PAGE AND SUBMIT WITH YOUR BID
PRICING MAY NOT BE CONFIDENTIAL
CITY OF WARWICK
BID AND CONTRACT FORM
TITLE OF SPECIFICATION: Bid2026-462 Replace Two (2) Fan Coils at the Pilgrim
Senior Center
I. BID:
WHEREAS, the CITY OF WARWICK has duly asked for bids for performance of
services and/or supply of goods in accordance with the above-indicated specifications.
The person or entity does irrevocably offer to perform the services and/or furnish the
goods in accordance with the specifications, which are hereby incorporated by reference
in exchange for the bid price.
This offer will remain open and irrevocable until the CITY OF WARWICK has accepted
this bid or another bid on the specifications or abandoned the project.
The bidder agrees that acceptance by the CITY OF WARWICK will transform the bid
into a contract. This bid and contract will be secured by Bonds, if required by the
specifications.
*Pricing sheet as follows*
Please fill in vendor name on each page.
Pricing sheets are scanned in for accuracy.
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SPECIFICATIONS FOR Bid2026-462 Replace Two (2) Fan Coils At
The Pilgrim Senior Center
The City of Warwick is seeking bids for the replacement of (2) fan coils for the Pilgrim Senior
Center, located at 27 Pilgrim Parkway in Warwick, RI.
These units provide heat and air conditioning in specific areas of the building. The units to be
replaced are located above the cafeteria and outside the Transwick office.
The scope of work will include the following:
* Remove existing fan coils and dispose of
* Furnish and install replacement of USA Coil and Air fan coil (or equal)
* Duct connections
* Electrical
* Demo and cap pneumatic controls
* Install new 3-way valve
* New isolation valves off main
* Piping connections
* Drain connections
* Insulate piping to main
* Thermostat
* Start and test
All power wiring with the removal and the replacement will be done by a licensed electrician.
Any cost of hoisting the old and new units to/from the pad area of the facility will be the
responsibility of the awarded vendor.
Additional items required that may not be included in these specifications will be the responsibility
of the awarded vendor to supply. There will be no additional cost to the City of Warwick for these
items.
Permit & fees: All necessary permit and fees shall be obtained and paid for by the awarded
contractor and shall be included in the bidding price
Submittals: A preliminary project schedule must be submitted for review. All proposed equipment
and material will be submitted for approval before products can be installed
Approvals: Upon formal award of this project, the contractor may commence onsite construction
activities. The contractor shall provide manpower, equipment, material, services, and transportation
necessary to ensure the oversight services throughout completion of the project.
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