HVAC Services for City-Owned Buildings

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 Friday, April 24, 2026
the website address is http://www.warwickri.gov/bids.
CITY OF WARWICK
BIDS REQUESTED FOR
Bid2027-048 HVAC Services for City-Owned Buildings
Specifications
Specifications are available in the Purchasing Division, Warwick City Hall, Monday
through Friday, 8:30 AM until 4:30 PM on or after Friday, April 24, 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 "Bid2027-048 HVAC Services for City-Owned
Buildings". 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, May 12, 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: Building Maintenance Supervisor
* Phone: 401-921-9638
* 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: ___________________________ ________________________________
Bid2027-048 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
Bid2027-048 HVAC Services for City-Owned Buildings
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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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.
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 and Automotive 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.
Prices to be held firm for one (1) year, August 30, 2026 through August 29, 2027. 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.
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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.
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 & SUBMIT WITH YOUR BID
(PRICING SHEET MAY NOT BE CONFIDENTIAL)
CITY OF WARWICK
BID AND CONTRACT FORM
TITLE OF SPECIFICATION: Bid2027-048 HVAC Services for City-Owned Buildings
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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PLEASE COMPLETE THIS PAGE & SUBMIT WITH YOUR BID
CITY OF WARWICK DEPARTMENT OF PUBLIC WORKS
SPECIFICATIONS
BID2027-048 HVAC SERVICES FOR
CITY-OWNED BUILDINGS
COMPLIANCE
SCOPE:
________
(Yes/No)
The scope of work required is to furnish all labor and parts necessary to service and maintain all
heating, ventilation, hot water equipment at McDermott Pool along with the other City Buildings. It
also includes the filtration and purification systems at McDermott Pool. The period of this scope of
work shall be for duration of the awarded contract, which will be one year from date of award. All
work is to be done in accordance with these specifications. Repairs required by this specification
will not include the compressor equipment for the ice at Thayer/Warburton Arenas.
REQUIRED SERVICES: ________
(Yes/No)
Repair Service:
To provide the necessary maintenance and repair service to keep all equipment in good working
order at the labor rates agreed to in the contract for normal working hours, evening hours, and
weekend hours. The contractor will be reimbursed for parts and labor by the city after each repair
call. Each service must be invoiced separately. City of Warwick requires from the successful
bidder(s) copies of vendor's invoices for parts being billed to the City. Each bill should indicate the
date of service and the building in which the service was performed, and billed within five (5)
business days. Failure to adhere will result in non-payment of that particular bill. The overtime
hours must be listed. No work is to be performed without owner authorization and issue of a
purchase order to cover the necessary service.
The total amount of personnel to be used on each assignment must be approved by Rob Greenway,
921-9638 for Various City-Owned Buildings, or Christy Moretti, 921-9602 for McDermott Pool and
Thayer Arena (heaters, boilers etc.)
Normal crew size is considered to be one (1) person. If more than one person is needed to perform,
repair or maintain a job, prior authorization must be obtained. Compensation for such additional
personnel will be as stipulated under the payment provisions.
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PLEASE COMPLETE THIS PAGE & SUBMIT WITH YOUR BID
COMPLIANCE
PAYMENT:
________
(Yes/No)
For work during normal working hours, payment will be made at the hourly rate as shown on the bid
form for the applicable building HVAC system for the number of hours contractor is actively engaged
in repair or maintenance work.
For work outside of normal working hours (overtime), payment will be made at the overtime rate as
shown on the bid form for the applicable building HVAC system for the number of hours contractor is
actively engaged in repair or maintenance work.
For purpose of payment, the minimum payment for responding to repair or maintenance work will be
one (1) hour multiplied by the applicable bid item rate.
No adjustment for travel time to and from the job at the beginning or completion of work will be made.
Percentage of mark-up (over vendor's cost) on all parts and equipment purchased and installed by the
contractor will be at the percentage mark-up given in the bid, except that a mark-up greater than 20
(twenty) percent will not be allowed.
The respective hourly bid rates given on the bid will apply for both preventive maintenance, as required,
repair service and installation.
City of Warwick reserves the right to cancel the award immediately for failure to comply with these
specifications.
All parts; labor and material shall have forty-five (45) days guarantee, unless manufacturer suppliers
guarantee is greater.
The successful bidder (s) will supply all manpower supplies and equipment necessary to complete
assignment.
All work is to be done in accordance with all Local, State and Federal laws.
Successful bidder(s) will notify Robert Greenway or Christy Moretti immediately of all obstacles
encountered that may be preventing said bidder(s) from completing assigned projects.
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