HALL OF JUSTICE AND MUNICIPAL
CENTER HVAC OPERATION AND
MAINTENANCE
PROJECT NO. 9-25
LEGAL NOTICE
BID PROPOSAL FORMS
GENERAL SPECIFICATIONS
SAMPLE CONTRACT FORM
BID OPENING: 10:00 A.M. – WEDNESDAY, NOVEMBER 26, 2025
DEPARTMENT OF PUBLIC WORKS |
BUILDING DEPARTMENT
LEGAL NOTICE
CITY OF LIMA, OHIO
HALL OF JUSTICE AND LIMA MUNICIPAL CENTER HVAC
OPERATION AND MAINTENANCE
Project No. 9-25
Bids will be received in a sealed envelope, marked "HALL OF JUSTICE AND LIMA
MUNICIPAL CENTER HVAC OPERATION AND MAINTENANCE" to the Mayor of the
City of Lima, attention Purchasing Department of the City of Lima, Ohio Municipal Center, 50
Town Square, Lima, Ohio, until 10:00 a.m., Lima Time, on Wednesday, November 26, 2025.
Outside of envelope not being properly marked may result in bid not being received, by the
Purchasing Department, before the deadline, and could result in bid being disqualified. Bids will
then be opened and read aloud for:
"HALL OF JUSTICE AND LIMA MUNICIPAL CENTER HVAC OPERATION AND
MAINTENANCE IN THE CITY OF LIMA, OHIO"
This work shall be performed in accordance with plans and specifications available in the
Engineering office 50 Town Square, Lima, OH 45801 (Phone 419-221-5288), and copies thereof
may be obtained at $5.00 for the plans and General Provisions (nonrefundable). The check shall
be made payable to The City of Lima, Ohio.
The City of Lima reserves the right to waive any bid or bid process irregularities which the City
determines in its sole discretion to be in its favor, to reject any or all bids for any reason
determined to be appropriate in the sole discretion of the City, and to award the bid to the lowest
and best bidder meeting the City's needs as determined by the City at the City's sole discretion.
___________________________________
Sharetta T. Smith, Mayor
Two Publications:
Saturday, November 8, 2025
Saturday, November 15, 2025
INSTRUCTIONS TO BIDDERS
PROPOSAL The proposal shall be accompanied by a proposal bond, with corporate surety or
sureties satisfactory to the City, or by certified check on a solvent bank. The amount of the bond
shall be 100 percent. The amount of the certified check shall be 10 percent of the total amount of
the proposal (“10 % of Cost of 1st Year Operation”). The bond shall be given in favor of the City
of Lima, Ohio. The certified check shall be drawn payable to the order of the City of Lima,
Ohio. The proposal bond or certified check shall be forfeited if the said bidder fails to enter into
contract with the City of Lima, Ohio; and to furnish the required bond within ten (10) days after
the notice of acceptance of the proposal, if the award is made to said bidder. The bond or checks
of all except the lowest and best three (3) bidders will be returned on demand as soon as the bids
are canvassed. The bonds or checks of the three (3) lowest and best bidders will be held until the
execution of the contract and the furnishing of the required bond, after which they will be
returned.
Contracts to be awarded under this invitation for bids will be subject to the presidential executive
order 11246, as amended, requiring affirmative action for Equal Employment Opportunity.
Contractors are further advised that the January 27, 1972, Equal Employment Opportunity
executive order of the Governor of Ohio is also applicable to this bid invitation.
A performance bond of 100% of the amount of the contract, with satisfactory corporate sureties,
will be required for the faithful performance of the work.
Each proposal shall be made upon the City’s prescribed form, shall be enclosed in a sealed
envelope, properly marked, addressed to the Purchasing Department of the City of Lima, Ohio,
and shall be delivered to the Purchasing Department prior to 10:00 o’clock a.m., Lima Time of
Ohio, on the day and date specified above. If any part of the bid is illegible, it may be
disqualified
It is understood that a bid may be withdrawn in accordance with Section 9.31 of the Ohio
Revised Code and further that the Mayor reserves the right to reject any and all bids and to waive
any informalities or irregularities in favor of the City.
Each bidder must ensure that all employees and applicants for employment are not discriminated
against because of their race, creed, color, sex, or national origin.
The City of Lima reserves the right to waive any bid or bid process irregularities which the City
determines in its sole discretion to be in its favor, to reject any or all bids for any reason
determined to be appropriate in the sole discretion of the City, and to award the bid to the lowest
and best bidder meeting the City’s needs as determined by the City at the City’s sole discretion.
DATE AND PLACE FOR OPENING PROPOSALS. Pursuant to the Legal Notice, sealed
proposals for performing the work will be received by the City of Lima, Ohio. At the time and
place set forth in said notice, they will be publicly opened and read; the awarding of the contract,
if awarded, will be made by the City of Lima as soon thereafter as practicable.
FORM FOR PROPOSALS. All proposals shall be made upon the blank forms of proposal
attached hereto, and should give the lump sum or unit prices for the work, and must be signed by
the bidder in accordance with the directions in the form of proposal.
OMISSION AND DISCREPANCIES. Should a bidder find discrepancies in, or omissions
from the drawings or other contract documents, or should he be in doubt as to their meaning, he
shall at once notify the Engineer who may send a written instruction to all bidders.
ACCEPTANCE OR REJECTION OF PROPOSALS. The City of Lima reserves the right to
reject any/or all proposals. Without limiting the generality of the foregoing, any proposal having
erasures or corrections in the price sheet may be rejected; any proposal in which unit prices are
omitted or in which unit prices are unbalanced may be rejected; any proposal accompanied by
the insufficient or irregular bond or certified check may be rejected.
PROPOSAL BOND OR CERTIFIED CHECK. The proposal shall be accompanied by a
proposal bond, with corporate surety or sureties satisfactory to the City, or by certified check on
a solvent bank. The amount of the bond shall be 100 percent. The amount of the certified check
shall be 10 percent of the total amount of the proposal. The bond shall be given in favor of the
City of Lima, Ohio. The certified check shall be drawn payable to the order of the City of Lima,
Ohio. The proposal bond or certified check shall be forfeited if the said bidder fails to enter into
contract with the City of Lima, Ohio; and to furnish the required bond within ten (10) days after
the notice of acceptance of the proposal, if the award is made to said bidder.
The bond or checks of all except the lowest and best three (3) bidders will be returned on
demand as soon as the bids are canvassed. The bonds or checks of the three (3) lowest and best
bidders will be held until the execution of the contract and the furnishing of the required bond,
after which they will be returned.
ACCEPTANCE OF PROPOSAL. Within thirty (30) days after the opening of proposals, the
City of Lima will act upon the proposal. The acceptance of a proposal shall bind the successful
bidder to execute the contract and be responsible for liquidated damages as provided herein. The
rights and obligations provided for in the contract shall become effective and binding upon the
parties only with its formal execution by the City of Lima.
DAMAGES FOR FAILURE TO EXECUTE CONTRACT. Any bidder whose proposal is
accepted will be required to execute the contract within ten (10) days after the notice that the
contract has been awarded to him. Failure or neglect to do so shall constitute a breach of the
agreement affected by the acceptance of the proposal.
The amount of the proposal bond or certified check accompanying the proposal shall be retained
by the City as liquidated damages for such breach. In the event any bidder whose proposal shall
be accepted fails or refused to execute the contract, as herein provided, the City of Lima may, at
their option, determine that such bidder has abandoned the contract and thereupon his proposal
and the acceptance thereof shall be null and void and the City shall be entitled to liquidated
damages as above provided.
TIME FOR BEGINNING AND COMPLETION. The Contractor shall commence work
January 1, 2026 and continue operations and maintenance in accordance with the contract. At
the completion of the contract period (5 years), the contract may continue another 5-year term
thereafter if agreed to by both parties at a yearly rate designated at that time.
PRICES. The prices are to include the furnishing of all tools, labor, material, and equipment necessary
for the completion of the work, except as may be otherwise expressly provided in the contract documents.
AWARDING OF CONTRACT. The award of the Contract, if it is awarded, will be to the lowest
and best responsible Bidder, whose qualifications indicate the award will be in the best interest
of the City and whose proposal complies with all the prescribed requirements. No Notice of
Award will be given until the City Engineer has concluded such investigations as he deems
necessary to establish the responsibility, qualifications and financial ability of the Bidders to do
the work in accordance with the Contract Documents to the satisfaction of the City within the
time prescribed. The City reserves the right to reject the Proposal of any Bidder who does not
pass such investigation to the City Engineer's satisfaction. In analyzing Proposals, the City
Engineer may take into consideration unit prices.
BIDDER REPRESENTS. The Bidder represents that he has read and understands the
Documents: that he has visited the Site and has familiarized himself with the conditions under
which the Work is to be performed; that he understands that no claim for additional
compensation or extension of time will be allowed because of alleged misunderstanding of
Document or conditions at the Site; and that his Bid is based on the materials, equipment and
systems described in the Documents, without exception.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
