HVAC On-Call Repair Services
| Location: | Washington |
|---|---|
| Posted: | Oct 3, 2025 |
| Due: | Oct 15, 2025 |
| Agency: | Anacortes city |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 25-260-FAC-001 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
25-260-FAC-001
|
| Bid Title: |
HVAC On-Call Repair Services
|
| Category: | Public Works Projects |
| Status: | Open |
|
Attachment Preview
INVITATION TO BID
FOR
HVAC ON-CALL REPAIR SERVICES
#25-260-FAC-001
Bid Opening: October 15, 2025 at 1:30pm (local time)
FOR INFORMATION, CONTACT:
Tiffany Matson, Contracts and Grants Manager
City of Anacortes
contracts@anacorteswa.gov
904 6th Street
PO Box 547
Anacortes, WA 98221
INVITATION TO BID
Sealed bids will be received by the City of Anacortes (“City”) until 1:30pm on October 15, 2025 at
the office of the Clerk-Treasurer, Municipal Building, Finance Department, P.O. Box 547, 904 6th
Street, Anacortes, WA 98221, for the HVAC On-Call Repair Services #25-260-FAC-001. Bids are to
be submitted only on the PROPOSAL FORM provided. Bids must be submitted in a sealed envelope
with the outside clearly marked with the bid opening date and time, the bid title and number as
it appears in this advertisement, plus the name and address of the bidder. Bids shall be addressed
to the City Clerk, City of Anacortes, and 904 6th Street, PO Box 547, Anacortes, WA 98221. Proposals
will be publicly opened at Anacortes City Hall and read aloud following bid closing.
The awarded contractor shall provide on-call HVAC systems repair and replacement services to
various City of Anacortes job sites including, but not limited to, the Wastewater Treatment Plant and
related buildings, Water Treatment Plant located in Mount Vernon, WA and related buildings, City
Hall, two Fire Stations, Public Safety Building, Public Works Operations Facility, Public Library,
Senior Activity Center, Museum, Depot Arts Center, and the WT Preston. The term of the on-call
contract shall be from contract execution through December 31, 2025 and shall be on a time and
materials basis not-to-exceed $40,000.
Project Documents: This Invitation to Bid and any related addendums are available through the City
of Anacortes’ website at www.anacorteswa.gov/Bids.aspx.
Bid Deposit: Bidders must submit a bid deposit of $2,000.00 (equal to 5 percent of the contract
amount). The deposit may be in cashier’s check, postal money order, or surety bond. The Successful
Bidder will be required to furnish the necessary additional bonds for the faithful performance of the
work, as prescribed in the Bidding Documents.
All bidding and performance shall be performed in compliance with the Invitation to Bid and any
addenda issued thereto. Bids shall constitute offers to the City of Anacortes which shall be binding for
one hundred eighty (180) days from the date of bid opening. The City of Anacortes reserves the right
to cancel this solicitation at any time, and reject any bid, any portion of any bid, and/or to reject all
bids. The City of Anacortes further reserves the right, but without obligation, to waive informalities
and irregularities.
The evaluation and selection of a Bidder will be based on the information submitted in the Bid. Award
will be made to a responsible Bidder with the lowest responsive Bid. The Bidder to whom the contract
is awarded shall execute and return the contract to the City within ten (10) calendar days from the date
the Bidder receives the contract documents. In case of failure of the Bidder to execute the contract, the
Bidder shall be in default, and the City shall have the right to award the contract to the next lowest
responsive, responsible Bidder.
Title VI: The City of Anacortes, in accordance with the provisions of Title VI of the Civil Rights Act
of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders
that it will affirmatively ensure that any contract entered into pursuant to this advertisement,
disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response
to this invitation and will not be discriminated against on the grounds of race, color, or national origin
in consideration for an award.
Published: Skagit Valley Herald 10/3/2025
COA BIDDING REQUIREMENTS
1. USE AND COMPLETION OF CITY’S PROPOSAL SHEETS
A. Bidder's Proposal
Each Bidder must bid exactly as specified on the Invitation to Bid (hereinafter referred to as bid) sheets. All
bids must remain open for acceptance by the City for a period of at least 180 calendar days from the date of
opening of the bids.
B. Alterations of Proposals Not Allowed
Proposals that are incomplete or conditioned in any way, containing alternatives or items not called for in the
General Provisions and Specifications, or not in conformity with law may be rejected as non-responsive. The
City cannot legally accept any proposal containing a substantial deviation from these Specifications.
C. Filling Out City Bid Forms
All proposals must be made upon the BID PROPOSAL in the Invitation to Bid and the prices must be stated
in figures either written in ink or typewritten. No proposal having erasures or interlineations will be accepted
unless initialed by the Bidder in ink.
2. CLARIFICATION OF PROPOSAL FOR BIDDER
It is the responsibility of all offerors to examine the entire Invitation to Bid package and seek clarification of any
requirement that may not be clear and to check all responses for accuracy before submitting a proposal.
Negligence in preparing a proposal confers no right of withdrawal after due date and time. If a prospective
Bidder has any questions concerning any part of the Bid/Proposal, they may submit an email request to
contracts@anacorteswa.gov no later than 9:00am on October 13, 2025. Any interpretation of the Bid will be
made by an Addendum duly issued and posted at www.anacorteswa.gov/Bids.aspx. Such addendum is
acknowledged by Bidder by signing the addendum section of the bid. Such acknowledgement should be
received by the City prior to the bid opening. The City will not be responsible for any other explanation or
interpretation of the bid documents.
3. PREVAILING WAGES
Prevailing wages will apply to phases of this project. The State of Washington prevailing wage rates applicable
for this public works project, which is located in Skagit County, may be found at the following website address
of the Department of Labor and Industries: https://secure.lni.wa.gov/wagelookup/. Based on the bid submittal
deadline for this project, the applicable effective date for prevailing wages for this project is October 15, 2025.
A copy of the applicable prevailing wage rates is also available for viewing at the office of the City, located at
904 6th Street, Anacortes, WA. Upon request, the City will mail a hard copy of the applicable prevailing wages
for this project.
4. DELIVERY OF PROPOSALS TO THE CITY
All bids must be delivered in the manner specified herein. Bids submitted by Bid closing date and time for public
reading must include:
Attachment A - Statement of Bidder’s Qualifications (2 pages)
Attachment B - Bid Proposal Form (4 pages) –completed signed by an authorized representative.
Attachment C - Certification of Compliance with Wage Payment Statues (1 page)
$2,000 Bid Deposit (5% of the total contract amount) in the form of a cashiers check, postal money
order, or surety bid bond. If the bid deposit is in the form of a bond, the bidder and the surety must
execute the bid bond provided in the bid documents.
Sealed Bid proposals must be delivered to:
City Clerk – Finance Department
904 6th Street
PO Box 547
Anacortes, WA, 98221-0547
Proposals must be in a sealed, properly addressed envelope with the name of the Bidder and bid
number and title plainly written on the outside of the envelope, prior to the scheduled time and date stated
in the Invitation to Bid. City offices are not open for special mail or other delivery on weekends and City holidays.
The City shall assume no responsibility for delay in U.S. mail or other delivery service, or for bids delivered to
City offices other than the specified City Office. Bids received after the time stated in the bid will not be accepted
and will be returned, unopened, to the Bidder. There will be no exceptions or waivers of this requirement.
5. WITHDRAWAL OF BID
A. Prior to Bid Opening
Any Bidder may withdraw their bid prior to the scheduled bid opening time by delivering a written notice to the
City Clerk. The notice may be submitted in person or by mail; however, it must be received by the City Clerk’s
Office prior to the time for bid opening.
B. After Bid Opening
No bidder will be permitted to withdraw their bid after the time of bid opening, as set forth in the Invitation to
Bid, and before the actual award of the Contract, unless the award of Contract is delayed more than one
hundred eighty (180) calendar days after the date set for bid opening. If a delay of more than 180 calendar
days does occur, then the Bidder must submit written notice withdrawing their bid to the City Clerk.
6. OPENING OF BIDS
Shortly after the deadline specified for submitting bids, the City shall open all accepted bids, read aloud and
record only the name of each Bidder and the Total Bid Price, irrespective of any irregularities or informalities in
such Proposal. The public opening of bids will also be available for viewing through Zoom. The Zoom meeting
is provided for convenience only and the City reserves the right to cancel it at any time.
Join the Zoom meeting at: https://us02web.zoom.us/j/84075114676. Meeting ID: 840 7511 4676
7. WAIVER OR REJECTION
The City may waive any informality, irregularity, or minor defect or reject any and all bids at any time.
8. EVALUATION AND SELECTION PROCESS OF RESPONSIBLE BIDDER:
It is the intent of the City to award a contract to the lowest, responsive, responsible bidder. The bidder may be
required by the City to submit documentation demonstrating compliance with the criteria. As required by
Washington State RCW 39.04.350 and City of Anacortes Municipal Code, before award of a public works
contract a bidder must meet the following responsibility criteria to be considered a responsible bidder and
qualified to be awarded a public works project.
A. MANDATORY CRITERIA:
The bidder must:
i. At the time of bidding have a certificate of registration in compliance with chapter 18.27 RCW, a
plumbing contractor license in compliance with chapter 18.106 RCW, an elevator contractor
license in compliance with chapter 70.87 RCW, or an electrical contractor license in compliance
with chapter 19.28 RCW, as required under the provisions of those chapters.
ii. Have a current state unified business identifier (UBI) number;
iii. If applicable, have industrial insurance coverage for the bidder’s employees working in
Washington as required in Title 51 RCW; an employment security department number as required
in Title 50 RCW and a state excise tax registration number as required in Title 82 RCW;
iv. Have received training on the requirements related to public works and prevailing wage under
chapter 39.04 RCW and chapter 39.12 RCW, or received exemption from this requirement by
completing three or more public works projects and have had a valid business license in
Washington for three or more years;
v. Not have any apprenticeship violations, if applicable.
vi. Not be disqualified from bidding on any public works contract under RCW 39.06.010 or
39.12.065(3)
vii. Not currently be debarred or suspended by the Federal Government on the U.S. Government’s
“System of Award Management” database (sam.gov).
Company experience level and qualifications are important and will be considered in the evaluation of the bid.
The enclosed Statement of Bidder’s Qualifications must be completed and enclosed with the bid to be
considered for award. Non-conformance may result in rejection of bid as non-responsive.
If requested by the City, within 24 hours after bid opening Low Bidder must submit the following documentation:
A cost breakdown of lump sum items if requested
List of Subcontractors if requested
Documentation That May Be Requested to Demonstrate Compliance with Mandatory Criteria (RCW
39.04.350(1)) and RCW 39.06.020 as it applies to Subcontractors
If the above documentation is requested by the City and the bidder does not submit the documentation within
the time period specified above the City may find the bidder not responsible, or may find the bidder responsible
based upon any available information that demonstrates that the bidder meets Bidder Responsibility.
Determination of Bidder Responsibility must be made prior to award of the contract. In the interest of meeting
the project’s schedule, the City may request other bidders to submit documentation which will be evaluated in
the same manner as the low bidder. If the low bidder does not meet bidder responsibility, the City will evaluate
the second low bidder. The City reserves the right to reject any and all bids. The City can reject any bid not
conforming to the intent and purpose of bidding documents, or when the City determines that the bidder is not
a responsible bidder.
If the City determines that a bidder does not meet the Bidder Responsibility Criteria, the determination will be
provided in writing. The bidder has 2 business days to appeal and can submit additional documentation with
their appeal. If the City still determines that the Bidder is not a responsible bidder, the City will issue the bidder
its final determination in writing. The City shall not award a contract to another bidder until 2 business days after
the bidder receives the City’s final determination that the bidder is not a responsible bidder.
9. INSERTIONS OF MATERIAL CONFLICTING WITH SPECIFICATIONS
Only material inserted by the Bidder to meet requirements of the Specifications will be considered. Any other
material inserted by the Bidder will be disregarded as being non-responsive and may be grounds for rejection
of the Bidder's Bid/Proposal.
10. CORRECTION OF AMBIGUITIES AND OBVIOUS ERRORS
The City reserves the right to correct obvious ambiguities and errors in the Bidder's proposal and to waive non-
material irregularities and/or omissions. In this regard, if the unit price does not compute to the extended total
price, the unit price shall govern. Written prices will govern over numeric prices.
11. IRREGULAR PROPOSALS
A. The proposal will be considered irregular and will be rejected if:
i. The Bidder is not prequalified when so required;
ii. The authorized proposal form furnished by the Contracting Agency is not used or is altered;
iii. The completed proposal form contains any unauthorized additions, deletions, alternate Bids, or
conditions;
iv. The Bidder adds provisions reserving the right to reject or accept the award, or enter into the
Contract;
v. A price per unit cannot be determined from the Bid Proposal;
vi. The Bidder fails to submit or properly complete a Subcontractor list, if applicable;
vii. The Bidder fails to submit DBE Good Faith Effort documentation, if applicable, as required in
viii. The Bid Proposal does not constitute a definite and unqualified offer to meet the material terms
of the Bid invitation; or
ix. More than one proposal is submitted for the same project from a Bidder under the same or
different names.
B. The proposal may be considered irregular and may be rejected if:
i. The Proposal does not include a unit price for every Bid item;
ii. Any of the unit prices are excessively unbalanced (either above or below the amount of a
reasonable Bid) to the potential detriment of the Contracting Agency;
iii. Receipt of Addenda is not acknowledged;
iv. A member of a joint venture or partnership and the joint venture or partnership submit Proposals
for the same project (in such an instance, both Bids may be rejected); or
v. If Proposal form entries are not made in ink.
vi. The Proposal form is not properly executed.
12. AWARD
The successful bidder must execute and submit the following documents within 10 working days of the
Notice of Award date:
Agreement
Contract Performance Bond and Payment Bond
The contracted work will require the successful bidder to acquire a Contract Performance Bond and
a Contract Payment Bond for 100% of the contract amount, furnished on bond forms standardized
by the City Attorney's office, which will be provided with the contract for execution. On projects
$150,000 and under, the Contractor can, in lieu of providing a performance and payment bond,
request to have the City withhold 10% of monies earned on the project for a period of 30 days after
final acceptance of the completed work or until receipt of all necessary releases from the
Department of Revenue and the Department of Labor and Industries and settlement of any liens
filed under Chapter 60.28 RCW, whichever is later. This exception is dependent on pre-approval by
the City Attorney, and the City reserves the right to reject requests to waive the bond requirements.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
Daily notification on new contract opportunities
With GovernmentContracts, you can:
- Find more opportunities and win more business
- Receive daily alerts for all new bid opportunities
- Get contract opportunities matched to your business
See also
...Bid Number: 25 635 Bid Title: Butterfield Water Treatment Plant Raw Water Permanganate ...
City of Pasco
Bid Due: 11/18/2025
...including, but not limited to, the Wastewater Treatment Plant and related buildings, Water ...
Anacortes city
Bid Due: 11/20/2025
..., Water Treatment Plant located in Mount Vernon, WA and related buildings, City ...
Anacortes city
Bid Due: 11/20/2025
* Disclaimer: Information regarding bids, requests for proposals (RFPs), or requests for qualifications (RFQs) is provided on this website only for convenience and does not constitute official public notice. Persons wishing to respond to or inquire about bids, RFPs, or RFQs should contact the appropriate government department.