BID FOR ANNUAL ON-CALL, AS-NEEDED, HVAC SERVICE FOR THE CITY OF MIAMI AND AFFILIATES

Location:	Oklahoma
Posted:	May 8, 2026
Due:	Jun 11, 2026
Agency:	City of Miami
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	C26-33
Publication URL:	To access bid details, please log in.

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SOLICITATION

Solicitation #: C26-33

Solicitation Issue Date: 05/08/26

Solicitation Type: ☒ Formal Bid

Title: BID FOR ANNUAL ON-CALL, AS-NEEDED, HVAC SERVICE FOR THE CITY OF MIAMI AND

AFFILIATES

Brief Description: The City is seeking sealed bids for non-exclusive, as-needed, HVAC service for all facilities owned

or within the control of the City of Miami and any of its affiliated entities, including but not limited to the Miami Special

Utility Authority.

Response Due Date: June 11th, 2026,

Issued By Purchasing Agent, Brian Brassfield

Time: 2 p.m.

RETURN SEALED BID TO:

Brian Brassfield – Purchasing Agent

City of Miami

129 5th AVE NW

MIAMI, OK 74354

INSTRUCTIONS TO BIDDERS

SEALED BIDS Bidders are invited to submit a bid to the City of Miami in a sealed envelope

which is clearly marked with the solicitation number and the name and address of the bidder,

to perform all work necessary to comply with the specifications and conditions contained

herein.

BRIEF DESCRIPTION OF OPPORTUNITY Non-exclusive, as-needed plumbing service to all

facilities owned or within the control of the City of Miami and any of its affiliated

entities, including but not limited to the Miami Special Utility Authority. A response to

this solicitation for bids will consist of specifying the labor rates the Bidder will charge the City

of Miami for the specified services. The amounts must be included in the proposer’s response

to this solicitation for bids as evidenced by completion of the Bid Form for C26-33 and

returning it to the City Purchasing Agent by 2 p.m. June 11, 2026, along with all other required

documents cited herein.

INTERPRETATION OF CONTRACT DOCUMENTS Questions regarding documents, discrepancies,

omissions, or intent of the scope/specifications shall be submitted in writing to the City

through the Purchasing Agent at least seven (14) days prior to opening of bids to provide time

for issuing and forwarding an addendum to the Solicitation packet. Any interpretation of the

contract documents will be made only by addendum duly issued or delivered by the City of

Miami to each person receiving a set of documents. The City of Miami will not be responsible

for any other explanations or interpretation of the contract documents.

USE FORMS PROVIDED; OTHER DOCUMENTS Bids must be returned on forms provided in a

sealed envelope. When submitting additional information, please do so on additional paper.

The following must be provided with the response:

 Bidder’s Response Sheet

 Bid Form

 Non-Collusion Affidavit

 Copy of Trade License(s)

 Proof of Worker’s Compensation Insurance or affidavit of exempt status

 W-9

WITHDRAWAL OF BIDS Any bids may be withdrawn at any time prior to the hour fixed in the

solicitation for sealed bids for the opening of bids, provided that a request in writing, executed

by the bidder, or the bidder's duly authorized representative, for the withdrawal of such bid

is filed with the City prior to the time specified for opening of bids. The withdrawal of such bid

will not prejudice the right of a bidder to file a new bid.

PENALTY FOR COLLUSION If at any time it shall be found that the person, firm or corporation

to whom the contract has been awarded has, in presenting any bid, colluded with any other

party or parties, then the contract so awarded shall be null and void, and the

bidder/Contractor shall be liable to the City for all loss or damage which the City may suffer

thereby, and the City may advertise for new bids for said work.

LICENSE Each Bidder shall possess such State and local license(s) as are required by law and

shall furnish copies of the same with its bid. Upon request, the successful Contractor shall

furnish proof that any such license(s) continue in effect during the entire term of the contract.

TITLE 18 COMPLIANCE To the extent applicable, Compliance with Oklahoma’s General

Corporation Act and the Limited Liability Company Act is required before a Contract will be

awarded. Each bidder representing a corporation, limited liability company, or other formal

business structure, agrees to provide upon request a Federal Employer’s Identification Number

and proof of lawful filing with the Oklahoma Secretary of State as required by Oklahoma’s

General Corporation Act and the Limited Liability Company Act. (See 18 O.S. §§ 1000-1144,

2000-2060).

LIABILITY INSURANCE The award of any contract is conditioned upon the successful

Contractor's submission of a Certificate of Liability Insurance reflecting coverage of the type(s)

and in the amount(s) set forth in the contract form and naming the City of Miami as an

additional insured on the policy/ies, and as a Certificate Holder.

OPENING OF BIDS Bids will be opened and recorded at the time and place indicated in the

solicitation for sealed bids. Bidders or their agents are invited to be present.

ACCEPTANCE AND REJECTION OF BIDS The City of Miami reserves the right to accept the bid

which, in its judgment is the best offer, to reject any or all bids, and to waive irregularities or

informalities at its discretion.

AWARD OF CONTRACT The award of any contract will be made to the bidder(s) offering the

best value and having provided the necessary insurance and other documents required per the

solicitation for bids and these Instructions. It is anticipated that approval will be received

within 30 days of opening of bids. In the event that the approvals are not received or the City

of Miami cannot award or reject said bids within 60 days from the date of opening bids,

participants shall have the right to withdraw their bids on written notice to the City.

EXECUTION OF CONTRACT The contract executed by the successful Contractor(s), together

with the required proof of insurance and other documents, shall be returned to the purchasing

agent within 10 days from and after the date of the award of the contract.

FAILURE TO EXECUTE AGREEMENT AND PROVIDE PROOF OF INSURANCE Failure of a successful

Contractor to execute the agreement and submit the required proof(s) of insurance within the

required time shall be just cause for the annulment of the award. Upon annulment of an award

as aforesaid, the City may then award the contract to the bidder offering the next best bid.

UTILITY MANHOLES/VALVES When the lowering or raising of manholes or valves is necessary

or incidental to performance of any part of the contract, it shall be the responsibility of the

Contractor to notify the Director of Public Utilities/designee in advance of such action.

LOCATING UNDERGROUND UTILITIES When necessary to performance of the contract, it shall

be the responsibility of the Contractor to call OKIE before digging. To submit a locate request

by phone, dial 811 or 1(800)522-OKIE. Contractor shall call OKIE prior to any excavation. It is

the Contractor’s responsibility to locate and preserve all utilities. The City shall not be

responsible for or pay for any damage caused by the Contractor to any utility above or below

ground. All damage to City’s utilities will be billed to Contractor at a reasonable rate. This will

cover the material and manpower of the repair.

PAYMENT Payment requests shall be submitted in the form of a detailed invoice provided on

a monthly basis by the Contractor to the Public Works Director/designee, who will sign such

invoice if satisfied with the work reflected therein. The invoice will then be submitted to

Finance and set for approval at the next meeting of the City Council. Upon approval by the

Council, a check will be issued to the Contractor

FINAL PAYMENT – LIEN RELEASE The final payment request of any 1-year term of the contract

shall include a signed lien release on the form provided, for all work performed pursuant to

the contract.

LEGAL CONTRACT A submitted bid constitutes a legal offer, and any bid, when accepted by the

City, shall constitute an enforceable contract.

The contract resulting from this solicitation shall include the following documents:

 Solicitation, including these Instructions and the Contract, as amended (if applicable);

and

 Successful bid (including required certifications), to the extent the bid does not conflict

with the scope/specifications or anything in the Solicitation

Collectively, the documents comprising the contract shall be referred to as the "Contract

Documents".

EMPLOYMENT RELATIONSHIP The contract does not create an employment relationship.

Individuals performing services required by this Contract are not employees of the City of

Miami. The Contractor's employees shall not be considered employees of the City of Miami for

any purpose, and accordingly shall not be eligible for rights or benefits accruing to City

employees; nor shall the City be responsible with respect to Contra ctor or Contractor's

employees for any Workers’ Compensation benefits or other benefits required under

state or federal law.

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

Bid Number:	C26-33
Bid Title:	BID FOR ANNUAL ON-CALL, AS-NEEDED, HVAC SERVICE FOR THE CITY OF MIAMI AND AFFILIATES
Category:	Requests for Proposal - General
Status:	Open

BID FOR ANNUAL ON-CALL, AS-NEEDED, HVAC SERVICE FOR THE CITY OF MIAMI AND AFFILIATES

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