HVAC SERVICES (CITY-WIDE)
| Location: | Missouri |
|---|---|
| Posted: | Apr 10, 2026 |
| Due: | May 5, 2026 |
| Agency: | City of Springfield |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 062-2026IFB |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
062-2026IFB
|
| Bid Title: |
HVAC SERVICES (CITY-WIDE)
|
| Category: | All Notifications – Division of Purchases |
| Status: | Open |
|
Attachment Preview
IFB #062-2026
Ben Calia, Senior Buyer
City of Springfield
Division of Purchases
218 E. Central
Springfield, MO 65802
CITY OF SPRINGFIELD, MISSOURI
DIVISION OF PURCHASES
Date Issued: April 10, 2026
Buyer’s Email: bcalia@springfieldmo.gov
Telephone Number: 417-864-1637
INVITATION FOR BID (IFB) #062-2026
TITLE-SIGNATURE PAGE
The City of Springfield will accept electronically submitted bids through its’ e-bidding service provider, Euna OpenBids (formerly DemandStar), from
qualified persons or firms interested in providing the following:
HVAC SERVICES (CITY-WIDE)
BIDS MUST BE UPLOADED INTO THE EUNA OPENBIDS (FORMERLY DEMANDSTAR) E-BIDDING SYSTEM PRIOR
TO 3:00 P.M. (CST) ON TUESDAY, MAY 5, 2026. Bids will be opened by the buyer listed above. Bids will be read aloud publicly at
the specified bid opening date and time via teleconference. To participate, dial (425) 436-6337. Then, enter access code 325926.
• Bids shall be submitted on the forms provided and may be manually, electronically, or digitally signed by the individual authorized to legally
bind the company. Bidders are to submit all pages of this IFB identified with “RETURN THIS PAGE” stated on the bottom right corner of
said pages. Failure to do so may render your bid non-responsive.
• Bids received after the opening date and time shall not be considered.
• The attached Terms and Conditions shall become part of any contract resulting from this bid.
• The cutoff for any questions pertaining to this bid is April 28, 2026, at Noon (CST).
• HAND DELIVERED, FAXED, OR EMAILED BIDS WILL NOT BE ACCEPTED.
A pre-bid conference is scheduled for Monday, April 20, 2026, at 10:00 A.M. (CST). The pre-bid conference shall be conducted via videoconference.
To participate email Senior Buyer, Ben Calia, bcalia@springfieldmo.gov . All interested bidders are encouraged to participate.
The undersigned certifies that they have the authority to bind the Bidder in a contract to supply the service or commodity in accordance with all terms
and conditions contained herein. Please type or print the information below.
Bidders are REQUIRED to complete, sign, and return this form with their submittal.
NOTE: All businesses doing business in the State of MO should be registered with the Missouri Secretary of State. Upon MO registration, a charter
number is issued and should be identified below. If your business is exempt, the exemption number should be referenced below, in lieu of a charter
number.
Company Name
Authorized Person (Print)
Address
Signature
City/State/Zip
Title
Telephone #
Fax #
Email Address
____________________________________________________
Date
Tax ID #
__________________________________________________
State of Missouri Charter Number or Exemption Number
Revised: 02/04/2026
Reviewed By Law: 08/27/2025
Page 1 of 55
RETURN THIS PAGE
TABLE OF CONTENTS:
Cover Title-Signature Page
Table of Contents
Legal Notice
Scope
Instructions to Bidders
Specific Requirements for Bid
Specifications
Pricing
Sample Contract
Standard Terms and Conditions
Insurance Requirements
Work Authorization Affidavit and E-Verify Signature Page
Subcontractor List
Bidder Statement of Qualifications
List of References and Experience
Personnel Qualifications
Affidavit of Compliance
Certificate Regarding Potential Conflicts of Interest
Certification of Compliance with Section 34.600 RSMo., et seq. (Anti-Discrimination Against Israel Act)
Certification of Signature Authority
Additional Services
Sample Performance Bond
Sample Labor Bond for Labor and Materials
OSHA Affidavit of Compliance
Statement of “No Bid”
Exhibit 1: Springfield-Branson National Airport Security and Badging Requirement
Exhibit 2: Springfield Art Museum Onsite Service/Maintenance Protocol and Background Release Form
Exhibit 3: Springfield Police Department Vendor Access into a Police Department Building
Annual Wage Order 32
IFB #062-2026
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Attachment
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Revised: BC: 02/04/2026
Reviewed by Law: 08/27/2025
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LEGAL NOTICE:
INVITATION FOR BID #062-2026
IFB #062-2026
The City of Springfield will accept electronically submitted bids through its’ e-bidding service provider, Euna OpenBids (formerly
DemandStar) from qualified persons or firms interested in providing the following: HVAC SERVICES (CITY-WIDE)
VENDOR NOTE 1: To register with Euna OpenBids (formerly DemandStar) go to: https://www.demandstar.com/registration
VENDOR NOTE 2: For information on how to navigate Euna OpenBids (formerly DemandStar) go to:
https://network.demandstar.com/agency-support-2/
VENDOR NOTE 3: If you have issues registering or uploading a bid, please contact Euna OpenBids (formerly DemandStar) toll-free at
(866) 273-1863. Euna OpenBids (formerly DemandStar) office hours are 8:00 A.M. to 7:00 P.M. Central Time, Monday through Friday.
You can also contact the Division of Purchases at (417) 864-1620 or the Buyer stated on the Title-Signature Page of this solicitation
document between the hours of 8:00 A.M. to 5:00 P.M. Central Time, Monday through Friday.
It is strongly recommended that vendors register with Euna OpenBids (formerly DemandStar) as soon as possible to ensure your ability
to provide a response to this solicitation by the due date and time.
Bids must be received electronically in the City’s e-bidding service provider Euna OpenBids (formerly DemandStar) by 3:00 P.M. (CST), on
TUESDAY, MAY 5, 2026. Bids will be read aloud publicly at the specified bid opening date and time via teleconference. To participate,
dial (425) 436-6337. Then, enter access code 325926.
Bidding documents and any addendums are available via the following methods:
1. By accessing the City’s e-bidding service, Euna OpenBids (formerly DemandStar):
https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029
2. By accessing the Purchasing Division’s webpage https://www.springfieldmo.gov/bids.aspx
For any contract for services greater than $5,000, the successful Offeror shall comply with § 285.530, RSMo., as amended, and (1)
provide by sworn affidavit affirmation that it does not knowingly employ any person who is an unauthorized alien and (2) provide
documentation affirming its enrollment and participation in a federal work authorization program with respect to the employees
working in connection with this contract. The required documentation affirming enrollment must be from the federal work
authorization program provider. A letter from the Service Provider reciting compliance is not sufficient. A signed and notarized Work
Authorization Affidavit and the Electronic Signature Page from the E-Verify program shall be provided prior to the issuance of a contract.
The City is committed to providing opportunities to DBE, MBE, and WBE prime, general, and subcontractors and encourages such
business enterprises to submit responses.
.
Revised: BC: 02/04/2026
Reviewed by Law: 08/27/2025
Page 3 of 55
IFB #062-2026
1.0 SCOPE: The City of Springfield is seeking a time and materials contract for a qualified firm(s) to provide heating, ventilation, and
air conditioning (HVAC) services on an as-needed basis. Minimum requirements for HVAC services the work includes, but is not
limited to installing, repairing, servicing, maintaining, and adjusting heating, ventilating, air conditioning, and associated
equipment owned and/or operated by the City of Springfield. Many City facilities are open to the public and timeliness of the
awarded Contractor to perform services is of the essence. When a project is assigned, the Contractor shall provide all labor,
materials, equipment, supplies, insurance, fuels, applicable permits, and any and all other items necessary to complete the HVAC
services as specified herein. This contract will establish hourly rates and percentage mark-ups which will remain fixed for the
term of the contract. A contract will be issued in the form of a one-year contract with the option of four (4) one-year renewals.
1.1 INSTRUCTIONS TO BIDDERS
1.2 BID OPENING: Bids submitted in response to this Invitation for Bid (IFB) will be opened in the presence of Purchasing officials at
the due date and time indicated on the IFB. Bids will be read aloud publicly at the specified bid opening date and time via
teleconference or video conference. To participate, dial (425) 436-6337. Then, enter access code 32596.
1.3 PREPARATION OF BIDS:
1.3.1 Bidders are expected and required to examine and understand any drawings, specifications, schedules, and all
instructions related to this Invitation for Bid (IFB). Failure to do so will be at the Bidder's risk.
1.3.2 Each Bidder shall furnish the information required by the IFB. The Bidder shall sign the IFB. Erasures or other changes
must be initialed by the person signing the offer.
1.3.3
Unit Price for each unit Bid shall be shown, and such price shall include packing unless otherwise specified. Freight or
shipping shall be included in the Unit Price unless requested as a single line item. A total shall be entered in the total
column for each item Bid. In case of a discrepancy between a Unit Price and an Extended Price, the Unit Price will be
presumed to be correct. Said Unit Price shall be utilized by the City to calculate the correct Extended Price for
determining potential award.
1.3.4 Alternate Bids for supplies or services, other than those specified, shall not be considered unless authorized by the IFB.
Bidders shall submit complete specifications on all Alternate Bids unless otherwise provided by this IFB.
1.3.5 Alternate Bids without complete specifications may be rejected. Alternate Bids and exceptions may be rejected.
1.3.6 Alternate Bids and exceptions to Bid clauses must be clearly noted on the Affidavit of Compliance Form.
1.3.7 Unless otherwise provided by the IFB, Bidders shall state a definite time for delivery of supplies or services after receipt
of the order.
1.3.8 Time, if stated as a number of days, shall include Saturdays, Sundays, and holidays.
1.3.9 If the item has a trade name, brand, or catalog number, all such information shall be stated in the Bid.
1.3.10 Prices quoted are to be firm, final and shall include shipping F.O.B. Destination whereby all transportation charges shall
be paid by the Contractor unless requested as a single line item.
1.4 SUBMISSION OF BIDS:
1.4.1
To be considered responsive, bids must be uploaded to the City’s e-bidding service, Euna OpenBids (formerly
DemandStar at https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 prior to
the specified due date and time. It shall be the sole responsibility of the Bidder to have their Bid uploaded on or
before the stated due date and time.
1.4.2 E-mailed, hand-delivered, or faxed Bids shall not be considered.
Revised: BC: 02/04/2026
Reviewed by Law: 08/27/2025
Page 4 of 55
1.4.3
IFB #062-2026
Submission of a Bid constitutes an assignment by the Bidder of all anti-trust claims that the Bidder may have under the
Federal and State laws resulting from this Contract.
1.4.4 In submitting bids, the Bidder agrees that the City of Springfield shall have ninety (90) calendar days in which to accept
or reject any of the bids submitted unless otherwise specified.
1.4.5 Bidders shall submit all required and identified Bid documents to be considered responsive.
1.5 LEGAL NAME AND SIGNATURE: Bids shall clearly indicate the legal name, physical address, e-mail address, and telephone
number of the Bidder (company, firm, corporation, partnership, or individual). Respondents’ legal company name must be
identified as the SAME on their submitted W-9 and Certificate of Insurance (COI). Bids may be manually, electronically, or digitally
signed above the printed name and title of the signer on the Affidavit of Compliance page. The signer shall have the authority to
legally bind the company to the submitted Bid. Failure to properly sign the TITLE-SIGNATURE PAGE shall invalidate same, and it
shall not be considered for award.
1.6 CORRECTIONS: Corrections, erasures, or other changes must be initialed by the person signing the offer. Bids signed by an agent
are to be accompanied by evidence of their authority to sign on behalf of the Bidder. If a correction is necessary, draw a single
line through the entered figure and enter the corrected figure above it.
1.7 CLARIFICATION AND ADDENDA:
1.7.1
Each Bidder shall examine all IFB documents and shall judge all matters relating to the adequacy and accuracy of such
documents. Any inquiries or suggestions concerning the interpretation, clarification, or additional information
pertaining to the IFB shall be made through the Division of Purchases in writing. No oral interpretations shall be made
to any Bidder by the City. The issuance of written addenda is the official method whereby interpretation, clarification,
or additional information shall be given. Receipt of an addendum to an IFB by a Bidder must be acknowledged by signing
and uploading the addendum with your bid response to
https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 prior to the opening time
and date.
1.7.2
It shall be the responsibility of each Bidder, prior to submitting their Bid, to check the Division of Purchases e-bidding
platform at https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 to determine
if addenda were issued and to make such addenda a part of their Bid.
1.8 IFB EXPENSES: All expenses for making Bids to the City are to be borne solely by the Bidder.
1.9 IRREVOCABLE OFFER: No bid shall be withdrawn after the date and time set for opening Bids. All Bids shall, upon opening,
constitute an irrevocable period of ninety (90) calendar days until one or more of the Bids have been duly accepted by the City.
1.10 RESPONSIVE AND RESPONSIBLE BIDDER: To be responsive, a Bidder shall submit a Bid that conforms in all material respects to
the requirements set forth in this IFB. To be a responsible Bidder, the Bidder shall have the capability to fully perform the contract
requirements, and the tenacity, perseverance, experience, integrity, reliability, capacity, facilities, equipment, and credit which
will ensure good faith performance. The lowest responsible Bidder shall mean the Bidder who makes the lowest Bid to sell goods
or services of a quality which conforms closest to the quality of goods or services set forth in the specifications or otherwise
required by the City and who is known to be fit and capable to perform the Bid as made.
1.11 QUALIFICATIONS OF BIDDERS: Each Bidder shall submit a Statement of Bidder's Qualifications with their bid submittal. The City
shall have the right to take such actions as it deems necessary to determine the ability of the Bidder to perform the work
contemplated by this IFB Bidders shall furnish to the City such additional information and data as may be requested and shall
cooperate with the City in all respects. The City reserves the right to reject any bid where an investigation or consideration does
not satisfy the City that the Bidder is qualified to properly carry out the contract documents' terms.
Revised: BC: 02/04/2026
Reviewed by Law: 08/27/2025
Page 5 of 55
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