Request for Proposals - HVAC + Preventive Maintenance and On Call Services

Notice to Bidders
The City of Mission will receive sealed proposals from bidder until 2PM, September 17,
2026, at Mission City Hall, at which time, the bids received will be opened and publicly
read. Any contract that may be awarded in response to this Notice to Bidders shall be
selected and o(cid:431)ered at the complete and sole discretion of the City of Mission. The City of
Mission reserves the right to reject any or all bids and to waive informalities or irregularities
in bids.
Bidding and Contact Document may be obtained via the Department Director or through
Drexel Tech. Two documents will be available for download:
1. RFP + Contract Documents
2. Bid Table
Each bid shall be made on printed "Bid Proposal" and "Bid Table" forms included with
these documents. Bids shall be submitted to the City Clerk's O(cid:431)ice at Mission City Hall,
6090 Woodson St, Mission, KS 66202 in sealed envelopes and shall be marked "City of
Mission, KS - HVAC Inspection + Preventive Maintenance and On Call Services". All
proposal forms shall be properly executed by an o(cid:431)icer of the firm making such proposal.
Bids received after the time and date above specified shall be returned, unopened, to the
Bidder.
Questions and/or concerns may be directed to City of Mission Parks + Recreation
Department at 913.722.8210, (Penn Almoney) or at palmoney@missionks.org.
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Instructions to Bidders
IB-1. Proposals: All proposals must be made on the forms provided in this copy of the
Contract Documents. All proposals must be legibly written in ink. No alterations in
proposals or in the printed forms therefore by erasures, deletions or interpolations will be
acceptable unless each alteration is signed or initialed by the Bidder. If initialed, the City of
Mission may require the Bidder to identify the alteration so initialed. No erasures,
interpolations or other physical changes shall be made by anyone, in any bid, after its
submission by the Bidder. Each proposal shall be enclosed in a sealed envelope. In
checking proposals, the unit price shall govern any error in extension and shall be
corrected to reflect the unity prices proposed.
A bid submitted in response to the Notice of Bidders is considered to be an o(cid:431)er and is
submitted by the Bidder as an o(cid:431)er. The Bidder understands and stipulates that a contract
does not exist with the City of Mission unless and until such time as the proposal
submitted by the Bidder is accepted by the City of Mission.
IB-2. Signatures Of Bidders: Each Bidder shall sign a proposal, using the customary name
under which the Bidder does business, utilizing the customary signatures of a n authorized
representative, and providing a full business address, including identity of any registered or
local agent. Bids by partnerships shall be signed with the partnership name by one of the
members of the partnership or by an authorized representative, followed by the signatures
and designation of the person signing the bid. Bids by corporations shall be signed by the
president, secretary or other person authorized to bind it in the matter. The names of all
persons signing shall be typed or printed below the signature. When requested to do so by
the City, satisfactory evidence of corporate standing, domiciliary state, authorized agency,
or authority of the o(cid:431)icer signing on behalf of the corporation, shall be furnished
immediately upon request. Failure to provide satisfactory business information, corporate
status or evidence of an authorized bid within five (5) business days is considered evidence
of a lack of responsibility which may disqualify a bidder from consideration as a best,
responsible bidder.
IB-3. Qualifications Of Bidders: A determination of whether to award a bid and any
successful bid will include but not be limited to consideration of the following
qualifications of a Bidder: (a) maintenance of permanent, stable or reputable place of
business; (b) reputation for and maintenance adequate facilities and equipment necessary
to perform the project work properly, expeditiously and in compliance with generally
accepted standard for quality, skill and construction of similar projects in a workmanlike
manner; (c) suitable and reputable financial status necessary to meet obligations
incidental to preformation work under the contract; and (d) appropriate technical
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experience. A determination of whether a Bidder is responsible includes but is not limited
to consideration of pecuniary ability to perform the project work, as well as the skill, ability,
judgment, experience and integrity necessary to do faithful, conscientious work, and to
fulfill the terms of the contract.
IB-4. Verification Of Qualifications: Eash Bidder shall, upon request of the City of Mission,
submit on the form furnished for that purpose, a Statement of the Bidder's Qualifications,
experience in performing and completing the type of work embraced herein, the
organization and equipment available for the work contemplated, and when specifically
requested by the City of Mission, a detailed financial statement and or itemization of
equipment and personnel available. The City of Mission shall have the right to take such
steps as it deems necessary to determine the responsibility and ability of the Bidder to
perform project obligations and Bidder shall furnish all such information and date for this
purpose when requested.
IB-5. Time Of Completion: The timely completion of the project work is a basic
consideration, and time is of the essence. Bidder shall, upon request, provide evidence of
ability to timely complete work within the time limits and with the degree of frequency as
specified.
IB-6. Local Conditions A(cid:431)ecting Work: Each Bidder shall visit the site of the project work
and be thoroughly and fully informed relative to hazards and procedure, labor and all other
conditions and factors, local and otherwise, which would a(cid:431)ect the prosecution and
completion of the work and the cost of performing such work, including the availability and
cost of labor and available facilities for transportation, handling and storage of materials
and equipment. Each Bidder shall be fully informed of natural hazards, drainage, runo(cid:431),
structure locations and other special features of the project work. It is understood and
stipulated that, upon submission of a proposal, Bidder has investigated and considered all
such factors in the preparation of the proposal submitted, and it is further understood and
stipulated that there will be no subsequent financial adjustment to any contract awarded
by the City of Mission, which is based on a lack of prior information or its impact on the
cost of the project work.
IB-7. Taxes: It is the intention of the City of Mission to secure an Exemption Certificate for
this project permitting the Bidder to purchase materials without payment of the sales or
compensating tax. All Bidders shall make allowance for this exemption and shall prepare
their bids to reflect the exemption from sales or compensating taxes.
IB-8. Interpretation of Contract Documents: If any person contemplating submitting a bid
for the proposed Contract is in doubt as to the true meaning of any Instruction to Bidders,
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General Conditions of Proposal they may submit to the Director a written request for
interpretation thereof. The person submitting the request will be responsible for it's prompt
and actual delivery. Any interpretation of such document will be responsive for it's prompt
and actual delivery. And interpretation of such documents will be made only ty Addendum
duly issued and a copy of such Addendum will be emailed or delivery to each person
receiving a set of such documents. The City of Mission will not be responsible for any other
explanations or interpretation of such documents which anyone presumes to make on
behalf of the City of Mission before expiration of the ultimate time set for the receipt of
bids.
IB-9. Evaluation Of Proposals And Additional Instructions: In addition to the
qualifications of Bidders, the evaluation of the bid proposals for determining whether to
award a bid and any successful bid will include a review and comparison of all cost
proposed.
A. Unit Price. A unit price is requested for each item in the proposal of each Bidder.
The unit price for each item shall include its pro-rata share of overhead. In checking
proposals, the unit price shall govern any error in extension and shall be corrected
to reflect the unit price proposed.
B. Estimated Quantities. The bid form will include an itemized estimate of the various
quantities or work and materials for which unit prices are requested. These
quantities are approximate and are for bid proposal comparison purposes only.
These quantities do not constitute a warranty or guarantee by the City of Mission as
to the exact quantities or frequency involved with work.
C. Revised Quantities. Should conditions make it necessary to revise the quantities,
no limit will be fixed for such increased or decreased quantities of all such additive
and subtractive changes un quantities any of the items of work.
D. Bid Proposal Considerations and Instructions. A Bidder shall submit a separate
price for each facility. A total bid for all facilities will also be included and will be
what determines the low bidder for this contract. The areas to be maintained at
each designated location are spatially identified in the "Map Attachments". The
actual amount paid will be based on the frequency of the work directed by the
Director. Bidder agrees to perform the services agreed to in these Contract
Documents a minimum that reflects the schedule specified in the bid table. The
bidder will be paid the unit price for the actual quantity of work performed.
IB-10. Withdrawal Of Bid: A Bidder may withdraw its proposal at any time prior to the
expiration of the time and date during which proposals may be submitted by written
request submitted by the Bidder to the City of Mission. A Bidder may correct any mistakes
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in its bid by submitting a written request to the City of Mission, provided the written request
is made and the bid is corrected and resubmitted to the City of Mission prior to the
expiration of the time and date during which proposals may be submitted. A bid mistake in
a proposal, which is based upon an error in judgement, may not be withdrawn upon
expiration of the time and date during which proposals may be submitted. It is understood
and agreed that the time and date established by the City of Mission for the expiration of
the period during which proposals may be submitted, will also serve as the time and date
set by the City of Mission for opening of the bids.
Upon opening of the bids, if the City of Mission has reason to believe that a bid or proposal
contains a mistake, which is not based upon an error in judgement, the City may request
from the Bidder a verification of the bid, calling attention to the suspected non-judgmental
mistake. Bidder may either verify the bid as submitted or withdraw the bid. However, it is
understood and agreed that if the Bidder does not respond within two (2) business days
after the Bidder receives a request for verification, the bid or proposal shall be considered
verified as submitted. It is understood and stipulated by the Bidder that any request for
verification of a mistake not based upon an error in judgement is a decision solely within
the discretion of the City of Mission, and the City of Mission is not obligated to request from
the Bidder a verification of any bid or proposal.
Bidder shall notify the City of Mission within two (2) business days after the bids have been
opened, if Bidder finds there is a non-judgmental mistake contained within the proposal
submitted by the Bidder. Upon receipt of such a timely notice, the City of Mission shall
permit a Bidder to withdraw its proposal without penalty of forfeiture of bid security if: (a) a
non-judgmental mistake is evident of the face of the bid; or (b) the Bidder establishes by
clear and convincing evidence that the discrepancy was the result of a non-judgmental
mistake.
Any verification, or request to withdraw a bid or to correct a bid, must be signed in the same
manner as set forth in Paragraph IB-3 for the submission of bids.
IB-11. Acceptance And Rejection Of Bids: The City of Mission reserves the right to award
or not award, and to accept or reject any bid in the sole and complete discretion and
judgment of the City of Mission. The City of Mission may award or reject any bid on and for
the work covered by the proposal, and may reject any or all bids, or waive irregularities and
informalities in any bid submitted, all within the sole discretion of the City of Mission.
IB-12. Insurance: The Contractor will be required to carry insurance as stipulated in the
General Conditions, hereto attached, during the lifetime of this Contract.
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IB-13. Non-Discrimination: During the performance of this Contract or any subcontract
resulting therefrom, the Bidder and all subcontractors and vendors shall observe the
provisions of the Kansas Act Against Discrimination (K.S.A. 44-1001, et seq.) and Title VII of
the Civil Rights Act of 1964 as amended and shall not discriminate because of race,
religion, color, sex, national origin, veteran status, age, disability, or low income. In all
solicitations or advertisements for employees the Bidder, all subcontractors and vendors
shall include the phrase "equal opportunity employer" or a similar phrase to be approved
by the Kansas Human Rights Commission.
If the Bidder, a subcontractor or vendor is found guilty of a violation of the Kansas Act
Against Discrimination under a decision or order of the Kansas Human Rights Commission
which has become final, the Contractor, subcontractor or vendor shall be deemed to have
breached this Contract, and this contract may be cancelled, terminated or suspended in
whole or in part by the City.
The Bidder shall ensure compliance with these provisions by any subcontractor, employee,
or agent, and when executing subcontracts or purchase orders.
The Bidder shall include the about provisions in every subcontract or purchase order so
that such provisions will be binding upon such subcontractor or vendor.
The Bidder further agrees that it shall abide by the Kansas Age Discrimination in
Employment Act (K.S.A. 44-111 et seq.) and the applicable provisions of the Americans
With Disabilities Act (42 U.S.C. 1201 et seq.) as well as all other federal, state and local
laws, ordinances and regulations applicable to this project and shall furnish any
certification required by any federal, state or local governmental agency in connection
therewith.
*** END OF SECTION ***
Bid Proposal
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Bid Proposal Considerations and Instructions. A Bidder shall submit a separate unit
price for each separate facility. The areas to be maintained at each designated location are
spatially identified in the "Map Attachments". The actual amount paid will be based on the
frequency of the work as directed by the Director. Bidder agrees to perform the services
agreed to in these Contract Documents a minimum that reflects the schedule specified in
the bid table. If the Director instructs a Bidder awarded a contract to maintain a facility
more or less frequently than scheduled. Bidder will be paid the unit price bid for each
separately numbered facility, for the actual quantity of work performed. Landscaping
services (litter removal subsidiary) shall be performed in accordance with the General
Conditions.
A Complete bid proposal package shall include:
1. Fully executed bid proposal form with signatures
2. A fully completed bid table form (base bid and bid alternates (if applicable))
3. Contractor list of major equipment owned
4. Addendum Receipt Acknowledgement (if applicable)
Question and/or concerns may be directed to The City of Mission Parks + Recreation
Department at 913.722.8210 (Penn Almoney) or at palmoney@missionks.org.
BID SHEET
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Powell Community Center, Mission City Hall and Police Department
Unit Qty Description Frequency Unit Cost Total Cost
Innovent Pool 20 Annual filter change 4
AHU 24/16/2 + 24/24/2
AHU 1 2 Annual filter change 4
24/24/4
AHU 1 Annual belt change 1
AHU 2 2 Annual filter change 4
24/24/4
AHU 2 Annual belt change 1
Relief Fan 2 Annual Belt change 1
UHTR 6 Coil Annual Inspect 4
AHU 3 12 Annual filter change 4
24/24/4
AHU 3 Annual belt change 1
Relief Fan 3 Annual Belt change 1
UHTR 3 Coil Annual Inspect 4
AHU 4 12 Annual filter change 4
24/24/4
AHU 4 Annual belt change 1
Relief Fan 4 Annual Belt change 1
AHU 5 4 Annual filter change 4
24/24/4
AHU 5 Annual belt change 1
Relief Fan 5 Annual Belt change 1
UHTR 5 Coil Annual Inspect 4
AHU 6 1 Annual filter change 4
24/24/4
AHU 6 Annual belt change 1
Chiller 1 Annual Coil Clean 1
Pmp Wat Chl 5 Annual Inspect 4
Pmp Wat Chl 6 Annual Inspect 4
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