Healthy Houses HVAC Inspections and System Replacements

The City of Aurora is seeking qualified contractors to participate in its CDBG-CV funded Healthy Houses Program, also known as the Aurora Rental HVAC Replacement Program. This initiative is funded through the Community Development Block Grant – Coronavirus (CDBG-CV) Program administered by the U.S. Department of Housing and Urban Development.

• Phase I: Inspection & Condition Assessment The selected Proposer will conduct professional on-site inspections of residential HVAC systems to determine if units are beyond their usable life due to age, mechanical failure, or safety risks. Proposers must evaluate system performance, ventilation safety and overall conditions.

  For each property inspected, the contractor must prepare and submit a formal Condition Assessment Report documenting system condition and providing a professional determination as to whether the system remains serviceable or requires replacement. These reports will be used by the City to determine eligibility for federally funded assistance under the Community Development Block Grant – Coronavirus (CDBG-CV) Program.

• Phase II: System Modernization & Replacement For HVAC systems identified in Phase I as requiring replacement, the selected Proposer will perform full-service removal, disposal, and installation of new, high-efficiency HVAC systems. All work must comply with City of Aurora building codes and U.S. HUD CDBG-CV regulations, focusing on enhancing ventilation and air filtration to meet public health objectives.

Proposers must clearly indicate in their submission which phase or phases they are proposing to perform. The City reserves the right to award these phases to a single contractor or to separate contractors based on the expertise, capacity, and qualifications demonstrated in the response. Proposers must clearly indicate in their submission which phase(s) they are bidding on.

Background

This program’s overall goal is to provide ventilation for the City’s low and moderate income residents which will assist in further preparing its residents if another coronavirus or similar pandemic were to occur, the outcome of which would be improved air quality and reduction of the disease transmission.

Project Details

• Reference ID: 26-022
• Department: Purchasing
• Department Head: Jolene Coulter (Director of Purchasing)

Important Dates

• Questions Due: 2026-04-10T13:00:01.064Z
• Pre-Proposal Meeting: 2026-04-09T17:30:52.946Z — City Hall, Council Chambers: 44 E Downer Place, Aurora, IL 60507 Virtual Meeting link will be provided March 25, 2026 Attendance either in person or virtually is mandatory Must be present at the START of the meeting to participate. Attendees later than 10:00 am (central time) will not be permitted to participate in the project Microsoft Teams meeting Join: https://teams.microsoft.com/meet/252725389886?p=EQYkawjYWFS9Qx7Q4R Meeting ID: 252 725 389 886 A second Mandatory Meeting will be held Thursday, April 9, 2026 at City Hall, Council Chambers: 44 E Downer Place, Aurora, IL 60507 Virtual Meeting link will be provided April 8, 2026 Attendance either in person or virtually is mandatory. If you attended the first meeting, you do not need to attend the second. Must be present at the START of the meeting to participate. Attendees later than 12:30 pm (central time) will not be permitted to participate in the project Virtual Link for April 9th meeting: Microsoft Teams meeting Join: https://teams.microsoft.com/meet/28281647919259?p=CeHFIPGwpamhX5BFUs Meeting ID: 282 816 479 192 59 Passcode: KB3hB92V

Addenda

• Addendum #1 (released 2026-03-13T20:58:47.268Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

• Addendum #2 (released 2026-03-25T22:08:20.495Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

• Addendum #3 (released 2026-03-31T19:46:50.525Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

Evaluation Criteria

• Organization, Personnel, and Staffing (30 pts)
• Qualifications, Experience, and References (25 pts)
• Project Approach (30 pts)
• Pricing (15 pts)

Submission Requirements

• Please select the Healthy Houses Program Phase(s) for which the Proposer is submitting qualifications: (required) —

  • Phase I: Inspection & Condition Assessment The Proposer will conduct professional on-site inspections of residential HVAC systems to determine if units are "beyond their usable life" due to age, mechanical failure, or safety risks. This includes providing a formal Condition Assessment Report for each property to certify eligibility for federal assistance.

  • Phase II: System Modernization & Replacement For units identified in Phase I as requiring replacement, the Proposer will perform full-service removal, disposal, and installation of new, high-efficiency HVAC systems. All work must comply with City of Aurora building codes and U.S. HUD CDBG-CV regulations, focusing on enhancing ventilation and air filtration.

• Technical Proposal (required) —

  See Submittal Content Section for more information.

  Pricing shall not be mentioned anywhere in the body of the Technical Proposal.

• Contractors License (required)
• Donation of services? (required) —

  Is your company interested in donating services? 

• Maximum Time Donated (required) —

  If you have a maximum time donated please submit 

• Cost Proposal (required) —

  See Submittal Content Section for more information.

• Bid Deposit (required) —

  Bid Deposit MUST be uploaded electronically with submission through the City’s E Procurement System, OpenGov. Upon notification from the City, Bidder’s must deliver ORIGINAL Bid Deposit within three (3) business days.

• Contact Information (required) —

  Please download the below documents, complete, and upload.

• References (required) —

  Minimum three (3) sufficient references of all like public and/or private agencies must be presented below. Listing must include company name, contact person, telephone number and date purchased. All Proposers, as a condition of and prior to entry into a contract, agree that a complete background investigation of the principals of the Proposer and all employees who will work on the project may be made. Proposers agree to cooperate with the appropriate City of Aurora personnel to supply all information necessary to complete these investigations. The City of Aurora in its complete discretion may disqualify any Proposer, including low Proposer, and may void any contract previously entered into based on its background investigation.

• Eligibility (required) —

  By signing this Proposal, the Proposer hereby certifies that they are not barred from bidding on this Proposal as a result of a violation of Article 33E, Public Bids of the Illinois Criminal Code of 1961, as amended (Illinois Compiled Statutes, 720 ILCS 5/33E-1).

• Proposer's Certification (required) —

  I/We hereby certify that:

  A. A complete set of proposal papers, as intended, has been received, and that I/We will abide by the contents and/or information received and/or contained herein.

  B. I/We have not entered into any collusion or other unethical practices with any person, firm, or employee of the City which would in any way be construed as unethical business practice.

  C. I/We have adopted a written sexual harassment policy which is in accordance with the requirements of Federal, State and local laws, regulations and policies and further certify that I/We are also in compliance with all equal employment practice requirements contained in Public Act 87-1257 (effective July 1, 1993) and 775 ILCS 5/2-105 (A).

  D. I/We operate a drug free environment and drugs are not allowed in the workplace or satellite locations as well as City of Aurora sites in accordance with the Drug Free Workplace Act of January, 1992.

  E. The Proposer is not barred from bidding on the Project, or entering into this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code, or any similar offense of “bid rigging” or “bid rotating” of any state or the United States.

  F. I/We will abide by all other Federal, State and local codes, rules, regulations, ordinances and statutes.

• Is proposer able to bill permit and filing fees separate from overall project costs? (required) —

  As a State funded program, the City and State are unable to cover permit fees.

• Proposer's Tax Certification (required) —

  The Proposer's Executing Officer, being first duly sworn on oath, deposes and states that all statements made herein are made on behalf of the Proposer, that this despondent is authorized to make them and that the statements contained herein are true and correct.

  Proposer deposes, states and certifies that Proposer is not barred from contracting with any unit of local government in the State of Illinois as result of a delinquency in payment of any tax administered by the Illinois Department of Revenue unless Proposer is contesting, in accordance with the procedures established by the appropriate statute, its liability for the tax or the amount of the tax, all as provided for in accordance with 65 ILCS 5/11-42.1-1.

• IL DCEO CDBG-CV FUNDED HEALTHY HOUSES PROGRAM PARTICIPATION (required) —

  The Proposer understands that they will be a participant in the City of Aurora, IL, DCEO CDBG-CV Funded Healthy Houses Program (aka Aurora Rental HVAC Replacement Program) and that the project is being funded with federal dollars under the U.S. Department of Housing and Urban Development's Community Development Block-CV Grant Program.

• PROPOSER'S DEBARMENT REVIEW CERTIFICATION (required) —

  The City is required to conduct debarment reviews on all services procured with CDBG funds by checking the System for Award Management (SAM) website, www.sam.gov, to determine if a potential contractor is excluded from receiving Federal contracts. This review will be conducted by the City before any contract award is executed. The use of CDBG funds is prohibited for any contractor on the excluded (debarment) list.

  This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension; 7 CFR Part 3017.510, Participants’ responsibilities. The regulations were published as Part IV of the January 30, 1989 Federal Register (pages 4722-4733).

  1)  The prospective primary participant certifies to the best of its knowledge and belief, that it and its principals:

  1. Are  not  presently  debarred,  suspended,  proposed  for  debarment,  declared  ineligible,  or voluntarily excluded from covered transactions by any Federal department or agency;
  2. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
  3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and
  4. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default.

  2)  Where the Proposer is unable to certify to any of the statements in this certification, such Proposer shall attach an explanation to this proposal.

• City of Aurora Contract (required) —

  Please download the below documents, sign to acknowledge agreement to terms, and upload.

• PROPOSER'S CONFLICT OF INTEREST AND COVERED PERSON DISCLOSURE
• Does the Proposer, or any owner, employee, agent, consultant, officer, or board member of the Proposer’s organization, have an existing or prior business or family tie (including spouse, parent, child, sibling, grandparent, grandchild, or corresponding in-law/step-relation) to any current or former City of Aurora official or employee within the last twelve months, as defined by federal 'covered person' conflict of interest regulations? (required)
• Please list each such business or family tie by: (required) —

  Name, Position, and Affiliation with the City of Aurora. 

• Does the Proposer, or any owners, employees, agents, consultants, officers, or board members of the Proposer's organization, have a business or family tie to a current or former (within the last twelve months) employee, agent, consultant, officer, or elected or appointed official of the City of Aurora, with the understanding that any such tie must be reviewed by the City for federal conflict of interest compliance prior to the City entering into an agreement with the Proposer? (required)
• Please list each such business or family tie by: (required) —

  Name, Position, and Affiliation with the City of Aurora.

• Anticipated Timeline (required) —

  Please provide the anticipated

  1. Posting Date
  2. Question Deadline
  3. Opening Date (Wednesday at 11:00 am)
• Pricing (required)
• Is a proposal deposit required? (required)
• Are Payment and/or Performance Bonds Needed? (required)
• Which Bonds are Needed? (required)
• What will the value of bonds be? (required)
• Do we need them to upload a copy of licenses, certifications, etc? (required) —

  This includes but not limited to: plumbing licenses, industry certifications, proof of safety training, IDOT Prequal., etc

• What Certifications/Licenses? (required) —

  This will be added by purchasing in the Vendor submissions in the next stage. 

• Vendors to be Notified (required)

Questions & Answers