RFP Standard Radiant Heater System

CITY OF BISMARCK
REQUEST FOR PROPOSAL
STANDARD RADIANT HEATER SYSTEM
BISMARCK LANDFILL BALER BUILDING
2111 N 52ND Street, Bismarck, North Dakota
WEDNESDAY, JULY 29, 2026
PROPOSALS RECEIVED UNTIL 3:00 PM CT
PROPOSALS OPENED AT 4:00 PM CT
OFFICE OF THE CITY ADMINISTRATOR
PO BOX 5503
221 N 5TH ST - 4th Floor
BISMARCK ND 58506-5503
PUBLIC WORKS SERVICE OPERATIONS
PO BOX 5503
BISMARCK ND 58506-5503
(701) 355-1700, Option 3

ADVERTISEMENT
The City of Bismarck Solid Waste Division is requesting proposals from qualified contractors to
demolish and remove the existing CoRay Vac radiant tube heating system and install a new IR
heating tube system at the Baler Building located at the Bismarck Municipal Landfill, 2111 N
52nd Street, Bismarck, ND 58501.
Sealed Proposals will be received in the office of the City Administrator, until 3:00 PM CT, on
Wednesday, July 29, 2026. Bids will be publicly opened and reviewed at 4:00 PM CT, on
Wednesday, July 29, 2026, in the Mayor's Conference Room (4th Floor), 221 N 5th Street,
Bismarck.
Site Visit: 10:00 AM CT on Monday, July 20, 2026
Landfill Baler Building - 2111 N 52nd Street, Bismarck ND 58501
The proposals may be mailed to the City Administrator (PO Box 5503, Bismarck, ND 58506-
5503) or otherwise deposited with the City Administrator (221 N 5th Street, Bismarck, ND 58501,
4th Floor) and shall be sealed and endorsed: "Proposal for Radiant Heater System" - Name
of the person, firm or corporation, and phone number of person submitting the bid.
In accordance with North Dakota state law, a separate envelope containing a current North
Dakota Contractor's License and a Bid Bond in the amount of five (5) percent of the total
amount bid must be attached to the outside of the proposal/bid envelope and labeled "Bid
Bond." Bonds of the unsuccessful bidders will be returned to them after the contract has been
signed.
Bids must be submitted on blanks furnished by the City of Bismarck and in accordance with
specifications and conditions therein contained. Copies of proposal blanks and specifications
may be downloaded from the website or obtained from the Public Works Service Operation,
601 S 26th St, Bismarck ND 58504, or Gale Nicholson, pwservice@bismarcknd.gov or 701-
355-1707. All bidders are invited to be present at the opening of proposals.
The right is reserved to hold all bids for a period of forty-five (45) days, to reject any and all
bids, to waive technicalities or to accept such as may be determined to be of the best interest
of the City of Bismarck.
City of Bismarck
Jason Tomanek, City Administrator
Adv 7/11, 7/18
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Request for Proposal (RFP)
Project Title: Solid Waste Baler Building - Standard Radiant Heater System
Issue Date: July 11, 2026
Proposal Due Date: 3:00 PM CT, Wednesday, July 29, 2026
Primary Contact: Tony Swearingen, Facilities Manager
Organization: City of Bismarck
Project Contact Information:
Email: aswearingen@bismarcknd.gov
Phone: 701-355-1700, option 3
1. Project Overview
City of Bismarck Landfill is soliciting proposals from qualified contractors for the demolition,
removal of the existing CoRay Vac radiant tube heating system and replaced with IR heating
tube System located at the Bismarck Landfill located at 2111 N. 52nd St. Bismarck ND.
The selected contractor shall furnish all labor, supervision, equipment, materials, permits (if
required), testing, commissioning, and documentation necessary to provide a complete and
fully operational Radiant heating system.
2. Project Scope of Work
The contractor shall provide turnkey services including, but not limited to:
Demolition
* Disconnect existing CoRay Vac heating system.
* Remove all existing tubes, burners, reflectors, hangers, controls, venting,
couplings, fittings, associated components and modifications as required. Dispose
of all removed materials in accordance with applicable regulations.
* Protect existing building finishes and equipment during demolition.
* Repair any damage caused by demolition activities.
* Close and properly seal wall or roof penetrations not needed for the new system.
New System Installation
Provide and install a new infrared heating tube system including:
The contractor shall verify all field dimensions prior to fabrication and installation.
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3. Performance Requirements
Heating System Requirements: The proposed heating system should be designed,
supplied, installed, and commissioned to provide a safe, reliable, efficient, and fully functional
heating solution that meets the operational requirements of the facility. The Contractor shall be
responsible for ensuring that the proposed system is appropriately sized, compliant with all
applicable standards, and suitable for the intended commercial/industrial application.
The proposed heating system shall meet the following requirements:
* Heating Capacity and Load Requirements: The heating system shall be sized to meet
the required heating load of the facility based on industry-accepted load calculation
methods, existing building conditions, occupancy requirements, climate considerations,
and intended operating conditions. The Contractor shall provide supporting calculations
and documentation verifying the selected equipment capacity is adequate for the
application.
* Proper Equipment Sizing: The proposal should clearly identify the proposed unit
sizes, heating capacities, efficiencies, and performance characteristics. Equipment
should be appropriately sized to provide required heating performance without
excessive cycling, reduced efficiency, or premature equipment failure.
* Energy Efficiency: The proposed system should incorporate energy-efficient
equipment and design practices to minimize energy consumption and operating
costs while maintaining required comfort and performance levels. Equipment should
meet or exceed applicable efficiency standards and include features that support
efficient operation and long-term performance.
* Code and Regulatory Compliance: The proposed heating system shall comply with
all applicable local, state, and federal building codes, regulations, and permitting
requirements. The Contractor shall obtain all required approvals and ensure that the
installation meets the requirements of authorities having jurisdiction.
* Industry Standards and Safety Requirements: The system shall comply with
current applicable requirements of National Fire Protection Association (NFPA),
mechanical codes, gas codes, electrical codes, and other applicable industry
standards. All components, installation methods, and safety devices shall be properly
selected and installed to ensure safe operation.
* Safe and Reliable Operation: The heating system shall be designed for dependable
operation under normal facility conditions and shall include all required controls,
safety, protective devices, and operational features necessary to provide reliable
performance.
* Low Maintenance Requirements: The proposed system should be selected and
configured to minimize routine maintenance requirements while maximizing service
life and reliability. The Contractor shall provide recommended maintenance
procedures, service requirements, and access requirements for all equipment.
* Commercial/Industrial Suitability: The heating system shall be specifically suitable
for continuous commercial and/or industrial operation and capable of operating
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reliably under the expected facility conditions, including extended operating hours,
varying loads, and environmental demands.
* Documentation and Verification: The Contractor shall provide all required
technical data, equipment submittals, installation information, startup procedures,
commissioning reports, and operating documentation necessary to verify that the
completed system meets the specified requirements.
4. Contractor Responsibilities
The contractor shall:
* All prospective bidders are required to conduct a site visit prior to submitting their
proposal. The purpose of the visit is to familiarize themselves with the project location,
existing site conditions, access requirements, and any other factors that may affect the
scope of work or pricing. The site visit is scheduled for 10:00 AM CT on MONDAY,
JULY 20, 2026 at the Landfill Baler Building, 2111 N 52nd Street, Bismarck ND
58501. It is the bidder's responsibility to attend the scheduled visit and ensure they have
obtained all necessary information before preparing and submitting their proposal.
* The Contractor shall verify all existing site conditions prior to commencing work or
submitting a proposal. This includes, but is not limited to, confirming dimensions, site
access, existing utilities, structural elements, and any other conditions that may affect
the execution of the work. The Contractor shall not rely solely on the information
provided in the contract documents and is responsible for identifying any discrepancies,
omissions, or unforeseen conditions. Any issues or inconsistencies discovered shall be
brought to the attention of the Owner or Consultant before proceeding. Failure to verify
existing conditions will not constitute grounds for additional costs or extensions of time
after the contract has been awarded. Coordinate work with City of Bismarck facility
operations Division.
* The Contractor shall provide, at their own expense, all lifts, scaffolding, temporary
access systems, tools, equipment, machinery, and other resources necessary to safely
and efficiently perform the work. All equipment shall be suitable for the intended purpose,
properly maintained, and operated by qualified personnel in accordance with applicable
safety regulations and manufacturer requirements. The Contractor is responsible for
coordinating the delivery, setup, operation, relocation, and removal of all temporary
equipment and access systems required to complete the work without disrupting
adjacent operations or causing damage to the existing facility.
* The Contractor shall be solely responsible for maintaining a safe, secure, and orderly
work environment throughout the duration of the project. All work shall be carried out in
accordance with applicable occupational health and safety legislation, regulations,
codes, and industry best practices. The Contractor shall provide all necessary safety
equipment, personal protective equipment (PPE), barriers, warning signs, and
temporary protection required to safeguard workers, occupants, visitors, and the public.
The Contractor shall implement appropriate measures to prevent accidents, injuries,
property damage, and environmental hazards, and shall ensure that all personnel are
properly trained and qualified to perform the work safely. Any unsafe conditions or
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incidents shall be addressed immediately, and the Contractor shall remain responsible
for always maintaining safe access and housekeeping within the work area.
* Upon completion of the work, the Contractor shall remove all construction debris, waste
materials, surplus materials, packaging, temporary protection, tools, equipment, and any
other items associated with the performance of the work. The work area shall be
thoroughly cleaned and left in a neat, safe, and orderly condition, free of dust, dirt, and
debris. Disposal of all waste materials shall be carried out in accordance with applicable
environmental regulations and local disposal requirements. No debris or waste materials
shall be left on site unless specifically authorized by the Facilities Maintenance Staff.
Completion of the work will not be considered complete until the site has been cleaned
to satisfaction.
* The Contractor shall coordinate and schedule all inspections required for the completion
of the work, including inspections by the Owner, Consultant, authorities having
jurisdiction, and other applicable regulatory agencies. The Contractor shall provide
adequate advance notice, ensure that the work is ready for inspection, and make all
necessary arrangements for site access and personnel attendance. Any deficiencies or
non-compliant work identified during inspections shall be promptly corrected at no
additional cost to the City of Bismarck, and the Contractor shall arrange for any required
re-inspections. The Contractor shall obtain all required inspection approvals before
proceeding with subsequent phases of the work or requesting final acceptance.
* The Contractor shall perform all startup, testing, adjustment, and commissioning
activities necessary to verify that the installed systems and equipment are complete,
fully operational, and functioning in accordance with the contract documents,
manufacturer's recommendations, and applicable codes and standards. The Contractor
shall provide qualified personnel to conduct all required functional performance testing,
calibrations, and system adjustments, and shall coordinate commissioning activities with
the Owner, Consultant, equipment suppliers, and other trades as required. Any
deficiencies identified during startup or commissioning shall be corrected promptly, and
the Contractor shall repeat testing as necessary until satisfactory performance is
achieved. The Contractor shall provide all required commissioning documentation, test
reports, operation and maintenance manuals, warranties, and training for the Owner's
designated personnel prior to final acceptance of the work.
* Conduct training sessions for the maintenance personnel to ensure they are proficient
in the operation, maintenance, inspection, and servicing of the equipment. Training
should include preventive maintenance schedules, diagnostic procedures, replacement
of common wear components, emergency response procedures, and review of
operation and maintenance manuals.
5. Submittals
Proposal Requirements: The Contractor's proposal shall include the following
information to allow for a complete evaluation of the bidder's qualifications, approach, technical
compliance, schedule, and pricing. Proposals should be clear, detailed, and sufficiently
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comprehensive to demonstrate the Contractor's ability to successfully complete the project
requirements.
* Company Qualifications: Provide a summary of the company's history, organizational
structure, years in business, relevant certifications, licenses, qualifications, and
available resources necessary to complete the work.
* Relevant Project Experience: Provide a description of similar projects completed by
the Contractor, including project scope, location, completion date, project value, and the
Contractor's role and responsibilities. Demonstrate experience with projects of similar
size, complexity, and technical requirements.
* Proposed Equipment Manufacturer and Model Numbers: Identify all proposed
equipment manufacturers, suppliers, and specific model numbers for equipment
included in the proposal. Provide sufficient information to verify compliance with the
project requirements and specifications.
* Product Specifications: Submit detailed product data, technical specifications,
performance information, and manufacturer literature for all proposed equipment and
materials. Documentation shall demonstrate compliance with the requirements of the
project documents.
* Project Schedule: Provide a proposed project schedule identifying key milestones,
anticipated start and completion dates, major activities, equipment delivery timelines,
installation duration, startup, commissioning, and final completion.
* Safety Program: Provide documentation outlining the Contractor's safety program,
including safety policies, training procedures, hazard assessment processes, incident
prevention measures, and compliance with applicable occupational health and safety
requirements.
* Warranty Information: Provide details of all manufacturer and Contractor warranties,
including warranty duration, coverage, limitations, and procedures for requesting
warranty service. Identify any extended warranty options or additional coverage
available.
* Project References: Provide references from a minimum of three (3) similar completed
projects. Include project names, locations, scope of work, completion dates, client
contacts, and telephone or email contact information for verification purposes.
* Itemized Pricing: Provide a complete and detailed cost breakdown, including separate
pricing for demolition, removal and disposal, equipment supply, materials, installation,
labor, startup, commissioning, testing, and any optional or alternate items. Pricing shall
clearly identify inclusions, exclusions, assumptions, and any potential additional costs.
Failure to provide the required proposal information may result in the proposal being
considered incomplete and may affect the evaluation of the submission.
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6. Schedule
Estimated Schedule:
RFP Issued: July 11, 2026
Site Visit: 10:00 AM CT, July 20, 2026
Questions Due: July 21, 2026
Proposal Due: 3:00 PM CT, July 29, 2026
Award: City Commission Meeting, August 11, 2026
Project Start: Upon Full Execution of the Agreement
Substantial Completion Date: October 1, 2026,
Final Completion Date: November 30, 2026, to provide sufficient time for walk-throughs,
project approval, and final invoice processing.
7. Warranty
Warranty Requirements: The Contractor shall provide comprehensive warranty
coverage for all work, materials, equipment, and installation associated with the project.
Warranty provisions shall ensure that the completed system is free from defects in
workmanship, materials, and installation and shall provide the Owner with appropriate
protection following project completion. The Contractor shall provide the following minimum
warranty requirements:
* Workmanship Warranty: Provide a minimum warranty period of one (1) year from the
date of substantial completion or final acceptance, covering all labor, installation,
adjustments, and corrective work required due to defects in workmanship. The
Contractor shall promptly repair or replace any defective work identified during the
warranty period at no additional cost to the City of Bismarck.
* Manufacturer's Equipment Warranty: Provide the manufacturer's standard warranty
for all equipment, components, and materials supplied as part of the project. The
Contractor shall submit warranty documentation identifying coverage terms, duration,
exclusions, and procedures for obtaining warranty service. Equipment warranties shall
include coverage for defects in materials and manufacturing in accordance with the
manufacturer's published requirements.
* Extended Warranty Options: The Contractor shall identify and provide pricing for any
available extended warranty options, service agreements, or enhanced coverage plans
offered by the manufacturer or Contractor. Extended warranty options shall clearly
define the additional coverage provided, duration, costs, exclusions, and any
maintenance requirements necessary to maintain warranty validity.
The Contractor shall coordinate all warranty claims, repairs, and replacements during the
applicable warranty periods and shall provide the Owner with all required warranty certificates,
documentation, and contact information prior to final project closeout.
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8. Acceptance Testing
Startup, Testing, and Final Acceptance Requirements: Upon completion of the
installation, the Contractor shall perform a complete startup, testing, and commissioning
process to verify that the heating system has been installed correctly, is operating safely, and
meets all project requirements. All testing shall be performed by qualified personnel in
accordance with manufacturer recommendations, applicable codes, and industry standards.
The Contractor shall complete the following activities:
* Verify Gas Pressure: Confirm that incoming and operating gas pressures meet the
equipment manufacturer's requirements and applicable code requirements. The
Contractor shall verify proper gas supply, regulator operation, connections, and system
performance under operating conditions. Any deficiencies identified shall be corrected
prior to system acceptance.
* Verify Burner Operation: Test and confirm proper burner ignition, flame characteristics,
combustion performance, and safety device operation. The Contractor shall verify that
burners operate efficiently and reliably throughout the required operating range and shall
complete any necessary adjustments to ensure proper performance.
* Test All Controls: Inspect, test, and verify the operation of all system controls,
thermostats, sensors, safeties, interlocks, control sequences, and related components.
The Contractor shall confirm that all controls function as intended and that the system
responds correctly to operating demands and safety conditions.
* Balance Heating Zones: Adjust and balance all heating zones as required to provide
uniform heating performance throughout the facility. The Contractor shall verify airflow,
temperature distribution, control settings, and equipment operation to ensure each zone
is operating effectively and efficiently.
* Demonstrate Proper System Operation: Provide a complete demonstration of system
operation to the Owner and/or designated representatives. The demonstration shall
include normal operating procedures, control functions, safety features, maintenance
requirements, and any other information necessary for proper use of the system.
* Correct Deficiencies Prior to Final Acceptance: Identify, document, and correct all
deficiencies, incomplete work, operational issues, or performance concerns prior to
requesting final acceptance. The Contractor shall complete any required adjustments,
repairs, or replacements and shall verify that the system is fully operational and
compliant with contract requirements before project closeout.
The Contractor shall provide final startup and commissioning documentation, including test
results, completed checklists, operating parameters, and confirmation of satisfactory system
performance, as part of the final acceptance process.
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9. Proposal Evaluation
Proposal Evaluation and Award Criteria: Proposals will be evaluated based on the
overall value, qualifications, technical compliance, and ability of the Contractor to successfully
complete the project in accordance with the requirements outlined in the contract documents.
The Owner will review each submission based on the following evaluation criteria:
* Technical Approach: Evaluation will consider the Contractor's understanding of the
project requirements, proposed installation methods, system design approach,
compliance with specifications, and ability to provide a complete and functional infrared
(IR) heating solution.
* Experience with Similar IR Heating Installations: The Contractor's experience with
projects of similar size, complexity, and application will be evaluated. Preference may
be given to Contractors demonstrating successful completion of comparable commercial
or industrial infrared heating installations.
* Equipment Quality: Proposed equipment will be evaluated based on manufacturer's
reputation, performance characteristics, energy efficiency, reliability, serviceability,
availability of replacement parts, and compliance with applicable industry standards and
project requirements.
* Project Schedule: Evaluation will include the Contractor's proposed schedule, ability to
meet required milestones, equipment lead times, installation duration, coordination with
facility operations, and commitment to timely project completion.
* Warranty: Warranty offerings will be evaluated based on the duration and scope of
coverage provided for equipment, materials, and workmanship. Additional consideration
may be given to proposals offering enhanced warranty protection or extended service
options.
* Safety Record: The Contractor's safety performance, written safety program, training
procedures, regulatory compliance history, and ability to maintain a safe work
environment throughout the project will be considered.
* References: Submitted project references will be reviewed to verify the Contractor's
past performance, quality of workmanship, reliability, communication, and ability to
complete similar projects successfully.
* Total Project Cost: Proposed pricing will be evaluated based on overall project value,
completeness of pricing, cost effectiveness, and alignment with the project budget. The
lowest price proposal will not necessarily be selected if other factors indicate greater
value, quality, or reduced project risk.
The City of Bismarck reserves the right to request clarification, additional information, or
interviews with proposing Conti-actors as part of the evaluation process. The City of Bismarck
reserves the right to reject any or all proposals, waive minor irregularities or informalities in
submissions, and award the contract to the Contractor whose proposal is determined to be in
the best interest of the city based on qualifications, compliance, value, and overall project
objectives.
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