Active SLED Opportunity · ARIZONA · CITY OF FLAGSTAFF, AZ
AI Summary
City of Flagstaff seeks bids for the Jay Lively Ice Chiller Replacement Project involving demolition and installation of HVAC chillers, pumps, controls, and electrical upgrades at the Jay Lively Activity Center. Bids due by June 12, 2026, via the City's OpenGov portal.
The project is located at the Jay Lively Activity Center in Flagstaff, AZ. The scope of work includes selective demolition of existing water-cooled chillers, evaporative coolers, pumps, air control devices, and piping, and the installation of two new air-cooled chillers, primary chilled water pumps, air control devices, and a hydronic reheat loop. New equipment shall be connected to existing chilled water piping. The new reheat loop shall be connected to the existing heat exchanger HX-2. New controls devices, wiring, and programming shall be provided to integrate all new equipment into the existing BAS system. New chillers shall have BACnet communication.
A new 1000 amp main electrical switchboard will be provided by the owner and installed by the contractor to feed the building. An electrical service upgrade will be required to support the new equipment. The City of Flagstaff will coordinate all requirements with the local utility to implement the service upgrade.
The Contract will be awarded to the lowest responsible Bidder whose bid is responsive to this Invitation for Bids and will be most advantageous to the Owner. The responsibility of the Bidder will be based on the factors described in Article 16 of the Procurement Code Manual:
The responsibility criteria include:
Any single factor or combination of factors may be grounds for determination of non-responsibility. Additional factors shall include the Bidder’s past performance, specifically, on contracts with the Owner, or other public agencies. This includes threats of litigation, contract terminations for any reason, and the lack of ability to resolve disputes without litigation.
The Owner may select a Bidder and enter into a Contract for reasons other than the lowest price bid. Those desiring to submit bids shall obtain copies of detailed plans, specifications and proposal forms and full information as to the proposed work from the OpenGov website: https://procurement.opengov.com/portal/flagstaffaz. All documents related to the Project are located on the PlanetBids website. There will be no plan holders list available.
The City of Flagstaff will accept competitive bids from qualified contractors to perform the Jay Lively Ice Chiller Replacement Project.
Bids must be submitted in electronic form via the City’s e-Procurement Portal, OpenGov https://procurement.opengov.com/portal/flagstaffaz. Bids shall be received until Friday, June 12, 2026 at 12:00 pm Arizona time, at which time the bids shall be opened and reviewed by project management team.
Late bids shall not be accepted.
5.1.1 Reference is made to the current Uniform Standard Specifications and Details for Public Works Construction sponsored and distributed by the Maricopa Association of Governments (MAG), by this reference hereby made part of these specifications. Copies of the MAG specifications are available for review in the Engineering and Procurement Departments.
5.1.2 Additionally, the City of Flagstaff has amended certain portions of the MAG specifications through its Special Provisions.
The City of Flagstaff is requesting bids from qualified Contractors for Jay Lively Ice Chiller Replacement Project, 2026-156 to be received no later than Friday, June 12, 2026 at 12:00 pm Arizona time. All bids received after bid response deadline will not be accepted.
The project is located at the Jay Lively Activity Center in Flagstaff, AZ. The scope of work includes selective demolition of existing water-cooled chillers, evaporative coolers, pumps, air control devices, and piping, and the installation of two new air-cooled chillers, primary chilled water pumps, air control devices, and a hydronic reheat loop. New equipment shall be connected to existing chilled water piping. The new reheat loop shall be connected to the existing heat exchanger HX-2. New controls devices, wiring, and programming shall be provided to integrate all new equipment into the existing BAS system. New chillers shall have BACnet communication.
A new 1000 amp main electrical switchboard will be provided by the owner and installed by the contractor to feed the building. An electrical service upgrade will be required to support the new equipment. The City of Flagstaff will coordinate all requirements with the local utility to implement the service upgrade.
It shall be the Contractor's responsibility to complete the work specified herein and on the project plans. The contractor shall supply and/or provide any incidental services or accessories necessary to make the work complete and perfect in all respects and ready for operation. Any apparatus, appliance, material, or work not mentioned in the Specifications, or vice versa, or any incidental appurtenances necessary for the system to operate as to the intent of these Specifications, even if not particularly specified, shall be included in the bid price and furnished, delivered, and installed by the Contractor without additional expense to the City of Flagstaff.
Any bidder interested in submitting a bid proposal shall obtain a bid packet via the City's e-Procurement Portal, OpenGov. No other bids may be reviewed outside of the OpenGov platform submissions.
If a pre-solicitation meeting is scheduled: Tuesday, May 26, 2026 1:00 pm At Jay Lively Activity Center, contact emarkel@flagstaffaz.gov, for more details.
Date: Tuesday, May 26, 2026, 12:00 pm
Location: At Jay Lively Activity Center, contact emarkel@flagstaffaz.gov, for more details.
All questions related to this IFB shall be submitted in writing through the OpenGov Question/Answer Tab via the City's e-Procurement portal, on or before, Monday, June 1, 2026 by 12:00 pm Arizona time. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly. All questions submitted and answers provided shall be electronically distributed to bidders following this solicitation on the City's e-Procurement Portal.
No bid proposal shall be read unless accompanied by the required forms.
Any changes to the bid documents will be distributed to all bidders in the form of an Addendum. Verbal discussions or comments will not change the official bid docs unless provided in a written Addendum. Addenda shall be posted on the City's e-Procurement Portal. Addenda notifications will be emailed to all persons on record as following this IFB. Failure of any bidder to receive any such addenda or interpretation shall not relieve such bidder from any obligation under their bid as submitted. All addenda so issued shall become part of the contract documents.
5.4.1 Each Bidder shall submit with their Bid, a Bid Bond for an amount of not less than ten (10) percent of the gross amount of the Bid, payable to the order of the City of Flagstaff. The Bid Bond shall be provided by a surety company holding a certificate of authority to transact business in the State of Arizona in accordance with the requirements of A.R.S. § 34-201.
5.4.2 An unconditional certified check or cashier's check may be submitted instead of a bid bond.
5.4.3 A Bid Bond is required as a guarantee that the Bidder will enter into a Contract to perform the project in accordance with the plans and specifications, or as compensation to the Owner for damages incurred as provided by A.R.S. § 34-201 in the event of failure or refusal of the Bidder to enter into the Contract.
5.4.4 The Bid Bond will be returned to the contractors whose Bids are not accepted, and to the successful Bidder, upon execution of a satisfactory Contract, and receipt of Insurance Certificate, Performance Bond and Payment Bond.
Bids may be withdrawn through the City's e-Procurement Portal, the responding firm may “unsubmit” their proposal in OpenGov. After withdrawing a previously submitted proposal, the responding firm may submit another proposal at any time up to the deadline for submitting proposals prior to the bid opening.
No bidder may withdraw his bid for a period one hundred (120) days following the bid openings.
The following reasons shall be considered as being sufficient for the disqualification of a bidder and the rejection of a bid proposal:
Each bidder shall denote the related Arizona State Contractor's License Number and Classification as evidence that the bidder is qualified to contract and perform the work as indicated in the specifications and plans.
The contract(s) shall be awarded to the lowest responsive/responsible bidder.
The City reserves the right to waive any informality in bids received, and to accept, increase, or reduce the quantities of any or all items of any bid proposal, unless the bidder qualifies such bid by specific limitation.
The City may condition award of any successful bid upon payment of any and all required taxes, license fees, or other monies due to the City of Flagstaff or another governmental agency.
No bid proposal shall be withdrawn for a period of 120 days after opening without consent of the City of Flagstaff through the body or agent duly authorized to accept or reject the bid proposal except that in the case of Federally assisted projects or other projects award of which is conditioned on the approval of an agency not under the control of the City of Flagstaff, withdrawal shall not be made within a period of 120 days after opening without such consent. The successful bidder shall be furnished a Notice of Award on to the address shown on the bid proposal.
Each bid shall be submitted in OpenGov under the Section titled "Bid Pricing," to the specifications and shall be accompanied by a bid bond acceptable to the City of Flagstaff for a sum of not less than ten percent (10%) of the amount of the bid made payable to the order of the City of Flagstaff.
A Pre-Construction Conference will be held with the successful Bidder after the Notice of Award is issued. The date and time of the Conference will be agreed upon between the Bidder and the Engineer. The meeting will be held electronically via Microsoft Teams to be setup by the assigned Project Manager. The purpose of the meeting is to outline specific construction items and procedures that the City feels require special attention on the part of the Bidder. The Bidder may also present any variations in procedures that they feel may improve the workability of the Project, reduce the cost, or reduce inconvenience to the public.
The prospective participant certifies by signing and submitting this bid or proposal to the best of his or her knowledge and belief, that:
The Owner will provide the release of all public information concerning the Project, including selection announcements and contract awards. Release of submissions, selection results and contract award will not take place until after the formal award by the City Council and the relevant contracts have been fully executed by both parties. Those desiring to release information to the public must receive prior written approval from the Owner.
All persons and/or Contractors that are interested in this Project (including the Contractor’s employees, representatives, agents, lobbyists, attorneys, and subcontractors) will refrain, under penalty of disqualification, from direct or indirect contact for the purpose of influencing the selection or creating bias in the selection process with any person who may play a part in the selection process. This includes but is not limited to the evaluation panel, the City Manager, Assistant City Manager(s), Deputy City Manager(s), Division Directors, or other staff. This policy is intended to create a level playing field for all potential Contractors, assure that contract decisions are made in public, and to protect the integrity of the selection process. All contact on this selection process should be addressed to the authorized Procurement Section representative identified above.
Any contact pertaining to this selection process with elected officials must be scheduled, in person, through the Flagstaff City Clerk’s Office, 211 W. Aspen Avenue, Flagstaff AZ 86001, and are posted by the City Clerk at least twenty-four (24) hours prior to the scheduled meeting. The Clerk’s posting shall include and detail the participants and the subject matter and shall invite the public to participate. No contacts made by telephone, other than to schedule a public meeting, are permitted. Copies of contacts made by letter, facsimile, e-mail, or other written method shall be made available to the public, press, and all submitting Contractors, upon written request to the City Clerk.
There shall be no express or implied intent to contract until expressly stated in writing by the Owner, an award is made, and all conditions stated herein are satisfied. The Owner reserves the right to reject any or all bids, or to withhold the award for any reason it may elect, and to waive or decline to waive irregularities in any proposal.
Any protest shall be in writing and shall be filed with the Purchasing Director. A protest of an Invitation for Bids shall be received by the Purchasing Director before the Bid opening date. A protest of an award or of a proposed award shall be filed within fourteen (14) days after the protester knows or should have known the basis of the protest. A protest shall include:
This is a supporting document for the electronic bid schedule filled out in 6. Price Proposal.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Notations: Any strikeouts, notes or modifications to the Solicitation documents shall be initialed in ink by the authorized person who signs a Proposal. If notations are made, they must be submitted with a Proposal and are considered Exceptions.
Exceptions: In addition to any notations on the Solicitation documents, please identify and list any exceptions to the Solicitation, by section/paragraph, on this Exceptions Form. The City reserves the right to reject, accept or further negotiate Exceptions. Exceptions may render a Proposal non-responsive.
Exceptions to Form of Contract: A Proposer may request changes to the form of contract (including any Standard or Special Terms and Conditions or Insurance Requirements) on the Exceptions Form. A Proposer may also submit its own form of contract. The City will consider these in the same manner as any other exceptions.
A Proposer must indicate any and all exceptions taken to the requirements, specifications, and/or terms and conditions of this Solicitation, including the form of contract. If "Yes" is selected, please upload a document detailing the exception.
Pursuant to Section 11.3(A)(7) of the Procurement Code Manual, information provided in a Proposal shall be confidential so as to avoid disclosure of contents prejudicial to competing Proposers during the process for evaluation. Proposals shall be open for public inspection after Contract award. Except to the extent a Proposer designates, and the Director of Procurement concurs, trade secrets or other proprietary data contained in the Proposal documents shall remain confidential.
If a Proposer believes that part of a Proposal is a trade secret or contains other proprietary data, a Proposer shall mark the page(s) “CONFIDENTIAL” and isolate the pages as an attachment to this form. A Proposer shall also include an explanation why the information is a trade secret or contains other proprietary data.
Requests to deem the entire Proposal as confidential will not be considered.
A Proposer must provide notice if it would like confidential information returned after final Contract award (and a Proposer is not selected for contract award). A Proposer is responsible for pick-up.
Upon City Council Contract award, information submitted in response to a Solicitation is subject to disclosure pursuant to the Arizona Public Records Law. A.R.S. § 39-121, et seq. If a Proposer has clearly marked its trade secrets or other proprietary information as “confidential”, the City will endeavor to notify the Proposer prior to release of such information.
Is proposer currently involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or has a trustee or receiver been appointed over all or a substantial portion of the property of Proposer under federal bankruptcy law or any state insolvency law?
I hereby verify and declare that, to the best of my knowledge, neither the Proposer nor anyone associated with the Proposer has given, offered to give, or intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the Proposal (“Gratuities”).
I hereby verify and declare that:
The pricing for this Proposal has been arrived at independently and without consultation, communication or agreement with any other Proposer who may submit a Proposal.
The pricing for this Proposal has not been disclosed to any other Proposer who may submit a Proposal, and will not be, prior to the Closing Date and Time.
Proposer has made no attempt and will make no attempt to induce any Proposer person to refrain from submitting a Proposal, or to submit a proposal with higher pricing than this Proposal, or to submit an intentionally high or noncompetitive proposal or other form of complementary proposal.
This Proposal is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any other Proposer or person to submit a complementary or other noncompetitive proposal.
In the past five (5) years, neither Proposer, its affiliates, subsidiaries, officers, directors, nor employees have been under investigation, convicted or found liable by any governmental agency for allegations of conspiracy or collusion, including, specifically, related to procurement of a public contract.
I hereby verify and declare that, to the best of my knowledge, neither the Proposer nor anyone associated with the Proposer have ever made a claim against the City of Flagstaff, filed suit against the City of Flagstaff, or taken an adverse position in a lawsuit filed against the City of Flagstaff.
If the Proposer has ever made a claim, filed suit, or taken an adverse position in a lawsuit against the City of Flagstaff, identify the name of the parties, the year the action was taken, the court where the lawsuit was filed and the case number. Provide a brief description of the adverse position.
Failure to provide this information may result in a rejection of the Proposal.
Ex: Two hundred and twelve (212) - agreed upon amount of time to complete project.
Ex: December, as in the month to start project.
This number should include the Project Number and Engineering ID.
Ex: 03-25009 & ST3613
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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