Active SLED Opportunity · IDAHO · ADA COUNTY HIGHWAY DISTRICT
AI Summary
Invitation to Bid for HVAC system replacement at ACHD Administration Building, Boise, Idaho. Includes removal and installation of HVAC equipment, system commissioning, and training. Bids due August 12, 2026 via ACHD eProcurement Portal. Contract term: Oct 2026 - Sep 2027. Contact: Dean Cooper, Facilities Manager. Location: 3775 Adams St, Boise, ID. Agency: Ada County Highway District. Status: Open. Type: Invitation To Bid (ITB).
The Invitation to Bid (ITB) seeks competitive bids from qualified Firms to provide all labor, materials, equipment, and services necessary to complete the replacement-in-kind of the HVAC system at the Ada County Highway District (ACHD) Administration Building. The Work includes the removal and replacement of existing HVAC equipment, system startup and commissioning, project closeout documentation, and all related services required to deliver a fully operational system compatible with ACHD's existing building controls.
NOTE: Bid Opening Zoom Meeting Link:
Join Zoom Meeting:
Meeting ID: 853 4920 0922
Passcode: 028768
HVAC System Replacement – ACHD Administration Building
During the term of this Services Agreement, the awarded vendor shall serve as the Contractor for the Ada County Highway District (ACHD). The Contractor shall perform all work identified in this Scope of Work, which establishes the minimum requirements for the replacement-in-kind of the existing HVAC system at the ACHD Administration Building located at 5800 N. Meeker Avenue, Boise, Idaho.
Unless otherwise specified in this Agreement, the Contractor shall furnish all labor, supervision, materials, equipment, tools, permits, transportation, and incidental items necessary to complete the HVAC system replacement in accordance with the requirements of this Agreement.
This solicitation intends to award a contract to a qualified Contractor capable of providing a complete, fully operational HVAC system in accordance with the requirements, specifications, and terms and conditions contained herein. The resulting contract shall be effective October 1, 2026, through September 30, 2027.
SECTION 1. General Requirements
A. Project Responsibility
The Contractor shall be responsible for all work associated with the HVAC system replacement at the following ACHD facility:
SCOPE OF WORK
The Contractor shall provide all labor, materials, equipment, and services required to remove existing HVAC equipment and furnish and install the following new equipment:
The Contractor’s responsibilities shall also include, but are not limited to, the following:
Compatibility Requirement:
All equipment furnished and installed under this project shall be fully compatible with the existing Automated Temperature System (ATS) control system.
Sections 2 through 7 as well as the Notice , taken together, shall make up the entire Agreement between the Ada County Highway District (ACHD) and the successful Bidder. The Bidder should carefully read and understand all these documents. By signing and submitting the proposal in VENDOR QUESTIONNAIRE, the successful bidder does herein agree to abide by the terms and conditions of the entire Agreement.
All Bidders submitting a Bid shall have thoroughly examined all the content contained in the Invitation To Bid (ITB) Documents. Should there be any doubt as to any meaning or intent of any ITB statement or provision, the Bidder should submit their inquiries in writing as prescribed in the ITB Legal Notice. Any interpretation that may alter or change the ITB Documents will be in writing, in the form of an Addendum, which will be furnished to all bidders receiving the ITB Documents. ACHD will not be responsible for any other explanation or interpretation of the ITB Documents. Bidders shall acknowledge all Addenda on the Submittal Form with their Bid Documents or be deemed non-responsive.
Each Bidder must adequately inspect the ITB Documents and make themselves thoroughly familiar with the content of the ITB Documents. It shall be the Bidder's obligation to verify, to their complete satisfaction, all information contained in the ITB Documents.
The submission of a Bid Document will constitute an incontrovertible representation by the Bidder that they have been given adequate opportunity to be acquainted with the ITB Documents. Further the Bidder has, to their satisfaction, resolved any questions regarding any perceived conflicts, ambiguities, errors, and discrepancies contained within the ITB Documents.
Bidders must provide all information in the form and in the format required in the ITB Documents, and submit their Bid Document by the date and time specified. If samples or supporting documentation is required, such documentation must be submitted with the Bid Document. If Addenda have been issued concerning the solicitation, Bidders must acknowledge all Addenda as instructed. Failure to acknowledge all Addenda as instructed will be a basis for rejecting the submission as non-responsive.
Bidders shall sign their Bid Document in the space(s) provided therefore. If the Bidder is a corporation, the legal name of the corporation shall be entered together with the original signature of an agent authorized to sign contracts on behalf of the corporation. If the Bidder is a partnership, the true name of the firm shall be entered together with the original signature of the partner(s) authorized to sign contracts on behalf of the partnership
All blank spaces in the Bid Document must be filled in, preferably in black ink or typewritten. No changes may be made in the phraseology of the forms nor may the Bidder add any phraseology conditioning the acceptance of the award. In case of a discrepancy between unit and total prices, unit prices shall govern.
A Bid Document may be deemed unresponsive if it contains omissions, erasures, alterations, or additions of any kind not initialed by the Bidder signatory; or items which fail to conform to the conditions of the ITB Documents.
The proposal submitted must comply with the Specifications and the General Terms and Conditions included herein, and any addendum issued. Failure to comply will result in rejection of the bid as void and non-responsive.
Sealed bids will be received for HVAC System Replacement – ACHD Administration Building through the Ada County Highway District’s eProcurement Portal located at https://procurement.opengov.com/portal/achdidaho
The Ada County Highway District's (ACHD) e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times.
Bid Document Responses will not be accepted after the submission deadline regardless of any technical difficulties, such as internet connectivity issues. Submissions will not be considered, even if attempted within the final thirty (30) minutes, nor will exceptions be made for calls made to procurement close to the deadline. The Ada County Highway District strongly recommends that all respondents complete and submit bid document response well in advance of the specified deadline.
Respondents are solely responsible for ensuring that their bid document response are timely submitted to ACHD via the eProcurement Portal.
ACHD assumes no responsibility for any failures of computer systems or equipment that may result in partial or incomplete submissions, nor for failure to meet the required deadline as outlined in the solicitation.
Should any technical issues arise during the submission of the bid document response within OpenGov (ACHD e-Procurement Portal), please utilize the "chat" feature of the "contact us" section under OpenGov Support for assistance.
Neither OpenGov nor ACHD guarantees uninterrupted access to the OpenGov website or error-free services. Furthermore, neither party will be held liable for any inadvertent disclosure of repository information or unauthorized access by third parties.
"Disruption to electronic communications" or "service loss" refers to unplanned events that significantly hinder or entirely prevent the normal functionality of electronic communications systems, such as cyberattacks, intentional disruptions (e.g., government shutdowns), power outages, or natural disasters. It does not apply to other technical issues, including operator errors or internet connectivity problems.
In the event of a disruption to electronic communications or service loss by OpenGov within four (4) hours of submission deadline, ACHD will investigate the reported incident in coordination with OpenGov. If the disruption is confirmed, ACHD will work to provide the best possible resolution to ensure respondents have the opportunity to submit their responses. ACHD will notify all affected parties via email through OpenGov regarding any incidents and the resolutions.
Bidders must provide all information required in the Bid and submit the Bid by the date and time specified. If supporting documentation is required, such documentation must be submitted with the response to this solicitation. If addenda have been issued in relation to the solicitation, bidders must acknowledge all addenda. Failure to submit these required documents will be a basis for rejecting the submission as non-responsive.
The bidder shall sign the bid in the space(s) provided therefore. If the bidder is a corporation, the legal name of the corporation shall be entered together with the original signature of an agent authorized to sign contracts on behalf of the corporation. If the bidder is a partnership, the true name of the firm shall be entered together with the original signature of the partner(s) authorized to sign contracts on behalf of the partnership.
All blank spaces in the bid form must be filled in, preferably in black ink or typewritten. No changes may be made in the phraseology of the forms nor may the bidder add any phraseology conditioning the acceptance of the award. In case of a discrepancy between unit and total prices, unit prices shall govern.
A bid will be deemed unresponsive if it contains omissions, erasures, or alterations not initialed by the bidder signatory, additions of any kind, prices not called for, prices which are obviously unbalanced, or items which fail to conform to the conditions of the Invitation To Bid.
The quantities appearing in the bid schedule are approximate and are prepared for the comparison of bids. The scheduled quantities may be increased, decreased, or omitted. ACHD retains the right to place multiple orders throughout the duration of the agreement. Furthermore, ACHD may elect to extend the duration of the agreement.
Bids will be opened at the date, time, and place specified in the Introduction. No person will be denied the right to be present during the bid opening process. Bids may be received up to but not later than Wednesday, August 12, 2026 at 3:00 pm via the Ada County Highway District’s eProcurement Portal located at https://secure.procurenow.com/portal/achdidaho. The Ada County Highway District’s e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, bids will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The Ada County Highway District strongly recommends completing your response well ahead of the deadline.
In all instances, a Bidder may modify their Bid at any time prior to the scheduled closing date and time for the receipt of bids through the eProcurement portal.
In all instances, Bid modifications that are not submitted as required herein or that contain irregularities that make the Bid incomplete, indefinite, or ambiguous will be rejected.
Any bid may be withdrawn prior to the scheduled date and time set for bid opening by clicking un-submit within the e-procurement portal by the bidder or their authorized agent. No bid may be withdrawn after the date and/or time set for the bid opening.
If Bid Security is required, bids must be accompanied by an original certified check, cashier's check, or a bid bond (collectively referred to hereafter as “Bid Security”) issued by a surety authorized to issue such bonds in the State of Idaho, in the amount of ten percent (10%) of the total amount of the bid submitted. PDF versions will be acceptable for Bid Submittals. Original checks will be required to be physically delivered to ACHD within 48 hours of the submission deadline.
Special Note: Bid Security: If required by this solicitation, each bid shall be accompanied by the bid security specified in the solicitation documents. If Bid security is required, it will be listed under the "Vendor Questionnaire" section. If the Bid Security is not being requested under the Vendor Questionnaire Section, then please disregard.
If Bid Security is required, within 15-calendar days after award of the contract, ACHD will return Bid Securities, other than bid bonds, to all Bidders whose bids are not to be further considered in awarding the contract. The Bid Security, including bid bond if applicable, of the Successful Bidder shall be retained until the contract has been fully executed and the Successful Bidder has furnished all required contract security and met all other conditions of the Notice of Award. Any guarantees which have been forfeited shall be retained.
Prior to the bid opening, any interpretation or change in the Bid and Contract Documents will be made only in writing in the form of addenda. Addenda, if any, will be furnished to all bidders receiving a set of the documents from ACHD. Bidders shall acknowledge all addenda on the Bid Proposal document. ACHD will not be responsible for any other explanation or interpretation of the Bid and Contract Documents. Any oral explanations, instructions, and interpretations given to bidders prior to the bid opening will not be binding on ACHD unless supplemented by written addenda.
Addenda, if any, will be furnished to all prospective Bidders receiving a set of the ITB Documents from ACHD. Bidders shall acknowledge all Addenda as instructed. Failure by Bidders to acknowledge all Addenda as instructed shall result in their Bid Documents being deemed non-responsive.
It is the bidder's responsibility to furnish ACHD with sufficient data to determine whether or not the product(s), service(s), and/or supplies offered conform to the specified requirements. ACHD is not liable for any costs incurred by bidders prior to issuance of a purchase order or execution of the Agreement.
Prices submitted are to be considered firm. No cash discounts can be accepted or used in determining a low bid.
The following submittal shall be provided with the bid:
The successful bidder shall be able to provide service to ACHD, where applicable, for the items bid and delivered.
The successful bidder must execute an Agreement with ACHD within 15 days after award by ACHD.
If bidder is an entity not organized and existing under the laws of the State of Idaho, that it will be appropriately authorized, registered, qualified, certified or otherwise in compliances with the laws of the State of Idaho relating to doing business in Idaho as a foreign entity prior to any award of a contract under this Invitation to Bid. At any time after the bid opening, at the request of ACHD, the bidder will provide ACHD with proof of compliances within five (5) business days following the request. The bid may be rejected if bidder does not provide such proof prior to the date scheduled for the award.
Any protests concerning the specifications, bidding procedures or method of evaluation must be made in writing and received by ACHD at least three (3) business days before the date and time upon which bids are scheduled to be opened. Failure to timely raise such protest in writing shall be deemed to operate as a waiver as to any objections that may have been raised on the part of the bidder.
The Purchase Agreement contract will be awarded to the qualified bidder submitting the lowest bid price complying with the bidding procedures and meeting the specifications for the goods sought to be procured.
Acceptability of the item shall be judged solely by ACHD. Decisions shall be final and in the best interests of the ACHD.
Materials shall be free from defects and shall be those ordinarily used for the intended service, unless otherwise specified herein. It is the intent of the Specifications to permit the bidder to supply any item(s) specified or offer an equivalent. Whenever any particular item is indicated by patent, proprietary or brand name, or by name of manufacturer, such wording is for the purpose of facilitating its description and shall be deemed to be followed by the words “or approved equivalent.” The bidder shall, at its own expense, furnish with its bid, data concerning items offered as being equivalent to those specified. ACHD shall determine whether the material offered is equivalent to that specified.
ACHD reserves the right to reject any or all bids, to waive informalities, and to contract in the best interest of ACHD.
Specifications and manufacturer’s models noted in this bid are those that are acceptable to ACHD. All deviations from these specifications must be listed. Failure to list all deviations from the specifications is an informality and irregularity which shall be a basis for ACHD to deem the bid void and non-responsive, unless such deviations are waived by ACHD pursuant to Item 26.
ACHD may order additional units as budget restrains allow within 180 days of awarding the bid. All terms and conditions and prices of bid shall apply to additional units ordered.
All bids submitted that fail to meet the following criteria (if applicable) shall be deemed void and non-responsive:
Informalities and irregularities may be waived by the ACHD Director following notification by ACHD staff managing the procurement and upon the Director’s findings that: (1) the subject bid amount is lower than the ACHD estimate; (2) the informality and irregularity has no substantive impact on any substantial or material requirements of the project; (3) waiver of the informality and irregularity will not create an advantage for the subject bidder; and (4) the informality and irregularity can be corrected by the subject bidder within 48 hours of the waiver being granted by the ACHD Director. In all other circumstances, waiver of informalities and irregularities can only be considered by the ACHD Commission as part of the bid award process and at the request of the affected bidder. If not waived, these informalities and irregularities shall result in a bid being deemed void and non-responsive.
Based upon the foregoing, the informalities and irregularities that may be waived include, but are not limited to, the following:
Please provide the full legal name of the bidding entity ("Firm") submitting this proposal.
Example: ABC Contractor, LLC
The Bidder shall provide its complete business mailing address, including street address, city, state, and ZIP code.
Bidder's Full Address:
Street Address: ____________________________________________
City: _____________________ State: __________ ZIP Code: __________
Example:
123 Any Street
City, State 12345
Must provide the "Full Name" and "Title" of the Individual responsible for overseeing this contract.
Example: Joe Smith, Estimator
Must provide Bidder's Contact Direct Phone Number of the individual responsible for overseeing this contract.
Sample: 123-456-7890
Please provide the firm's fax number.
Note: If the firm no longer utilizes a fax line, you may indicate "N/A."
Sample: 123-456-7890
Must provide the Email Address of the Individual responsible for overseeing this contract.
Once you start your proposal you will be asked to complete a DocuSign form.
The undersigned, hereinafter called Bidder, declares that the only persons or parties interested in this proposal are those named herein, that this proposal is, in all respects, fair and without fraud, and that it is made without collusion with any official of the Ada County Highway District (ACHD) or with any person submitting another proposal for this contract.
The bidder further declares that he has carefully examined the “Specifications” applicable to this proposal. The bidder acknowledges the fact that the description of the quantities included here-in is intended only to indicate the general nature of the requirements by the ACHD, and that this proposal is made according to the provisions set forth in the “Specifications” which documents are hereby made a part of this proposal.
The bidder agrees that if this proposal is accepted, they will, within fifteen (15) calendar days after notice of award, sign a contract or purchase order to provide the product(s), service(s) and/or supplies proposed herein and will fulfill all requirements in the manner, in the time, and according to the methods and procedures stipulated.
In the event the bidder is awarded a contract or issued a purchase order and shall fail to pro-vide the product(s), service(s) and/or supplies within the time specified herein, said failure to maintain the delivery time specified constitutes an event of default by the bidder and ACHD will seek compensatory damages, as provided by law.
The bidder further proposes to accept as full payment for the product(s), service(s) and/or supplies proposed herein the amounts computed under the provisions of the Contract Documents and based on the lump sum or unit price amounts, it being expressly understood that the unit prices are independent of the exact quantities involved. The bidder agrees that the lump sum prices and the unit prices represent a true measure of the costs required, including all allowances for overhead and profit, to provide the product(s), service(s) and/or supplies specified.
Having carefully examined the "Invitation to Bid", "Instructions to Bidders" and the "Specifications" affecting the same, the undersigned hereby proposes to furnish and deliver the item(s) as specified in accordance with the "Bid Schedule."
The Bidder shall list all Addendum issued for the Scope contained in the Invitation to Bid. The Bidder acknowledges by their signature(s) to this Proposal below that the Addendum listed have been received by the Bidder and that the Bidder has incorporated their content into the Bid attached hereto.
Dates of Publication: August 17 and 24, 2021
Example Format: August 17 and 24, 2021
Will you require an electronic pricing table for this project?
Is this procurement and Informal or Formal procurement?
Example: $50,000
Example: widgets
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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