QUOTE - Air Duct Cleaning for Central Fire Station

The City of Aurora, Illinois is requesting bids for air duct cleaning services at the Central Fire Station located at 75 N. Broadway. The selected contractor will be responsible for mechanically cleaning all supply and return ductwork connected to two (2) air handling units (AHUs), covering all areas of the facility except the bay areas.

Background

The Central Fire Station located at 75 N Broadway was built in 1980 and the duct work was last cleaned in May of 2022.

Project Details

• Reference ID: 26-041
• Department: Fire
• Department Head: Kevin Nichols (Fire Chief)

Important Dates

• Questions Due: 2026-05-15T13:00:00.000Z
• Pre-Proposal Meeting: 2026-05-11T14:00:00.000Z — Central Fire Station 75 N Broadway Aurora, IL 60505

Evaluation Criteria

• Summary and Overview —

  The City of Aurora, Illinois is requesting bids for air duct cleaning services at the Central Fire Station located at 75 N. Broadway. The selected contractor will be responsible for mechanically cleaning all supply and return ductwork connected to two (2) air handling units (AHUs), covering all areas of the facility except the bay areas.

• Add to specifications —

  The City reserves the right to award the project individually or to multiple vendors.

• Scope of Work —

  Central Fire Station
  75 N Broadway
  Aurora, IL 60505

   

  1. General Overview

  The contractor shall provide all labor, equipment, materials, supervision, transportation, and incidentals necessary to perform professional air duct cleaning services at the Aurora Central Fire Station. The intent of this project is to remove accumulated dust, debris, and contaminants from the ductwork and associated components to improve indoor air quality and system efficiency. Services shall be completed in a manner that minimizes disruption to fire station operations and maintains a safe, clean, and functional environment for fire personnel.

  2. Facility Description

  The work will be performed at a municipal fire station, which may include, but is not limited to:

  • Apparatus bays
  • Living quarters
  • Sleeping areas
  • Kitchen and dining areas
  • Offices
  • Locker rooms
  • Restrooms
  • Training or meeting rooms
  • Mechanical/HVAC rooms
  • Storage area

  The contractor shall service all occupied areas of the facility excluding apparatus bay areas.

  The facility will remain operational during the work unless otherwise coordinated with the City/Agency.

  3. Scope of Services

  The contractor shall clean the HVAC air distribution system, including all accessible components associated with two (2) Air Handling Units (AHUs). Work shall include, but is not limited to:

  A. Pre-Service Inspection

  • Inspect HVAC systems, ductwork, vents, registers, returns, and accessible components.
  • Identify any damaged, disconnected, or inaccessible duct sections.
  • Document pre-existing conditions before beginning work.
  • Coordinate with fire station staff regarding access, scheduling, and operational limitations

  B. Air Duct Cleaning

  • Clean all accessible supply and return air ducts.
  • Clean registers, grilles, diffusers, and vent covers.
  • Remove dust, dirt, debris, soot, lint, allergens, and other accumulated contaminants.
  • Use negative air pressure equipment, HEPA filtration, agitation devices, brushes, air whips, or equivalent professional duct cleaning methods.
  • Protect interior finishes, furniture, equipment, and station property from dust and damage.

  C. HVAC Component Cleaning

  As applicable and accessible, clean associated HVAC components, including:

  • Air handler interiors
  • Blower assemblies
  • Coils, where accessible and appropriate
  • Drain pans
  • Plenums
  • Return air cavities
  • Filter housings
  • Dampers and accessible duct transitions

  4. Standards and Requirements

  Work shall be performed in accordance with applicable industry standards, including:

  • National Air Duct Cleaners Association (NADCA) guidelines, where applicable
  • Applicable OSHA safety requirements
  • Manufacturer recommendations for HVAC equipment
  • Local, state, and federal regulations

  The contractor shall use commercial-grade equipment suitable for institutional and municipal facilities.

  5. Protection of Facility and Operations

  The contractor shall:

  • Maintain emergency vehicle access at all times unless otherwise approved.
  • Avoid interfering with emergency response operations.
  • Keep exits, corridors, apparatus bays, and fire equipment accessible.
  • Protect floors, walls, ceilings, furniture, electronics, and station equipment.
  • Use dust containment methods throughout the work.
  • Clean all work areas at the end of each workday.
  • Immediately report any damage or unsafe condition to the City/Agency representative
  • Contractor shall take all necessary precautions to protect building finishes, furniture, equipment, and sensitive areas.
  • Floor coverings, corner guards, and protective barriers shall be used as needed.
  • All access openings created for cleaning shall be properly sealed and restored to original condition.

  6. Contractor Qualifications

  • Contractor must be an active member in good standing with NADCA.
  • A minimum of one (1) Air Systems Cleaning Specialist (ASCS) certified technician shall be assigned to the project at all times.
  • Contractor shall provide proof of certification and insurance upon request.

  7. Pre-Bid Meeting

  • A mandatory pre-bid meeting will be held on-site to allow vendors to inspect the facility and understand the scope and access requirements.
  • Attendance is required to submit a valid bid.

  8. Scheduling and Coordination

  • Work is anticipated to occur during Summer 2026.
  • Contractor shall coordinate all activities with Assistant Chief Mike Kaufman to ensure minimal disruption to operations.

  9. Deliverables

  Upon completion, the contractor shall provide:

  • Summary of work performed
  • List of systems, ducts, vents, and components cleaned
  • Before-and-after photos, if requested
  • Documentation of any damaged, inaccessible, or deficient components
  • Product information and Safety Data Sheets for any chemicals used
  • Final confirmation that work areas were cleaned and restored

  10. Acceptance of Work

  Work shall be considered complete when:

  • All agreed-upon ductwork, vents, registers, returns, and accessible HVAC components have been cleaned
  • Debris has been removed from the site
  • Work areas have been restored to their original condition
  • Required documentation has been submitted
  • The City/Agency representative has inspected and accepted the work

  11. Safety Requirements

  • Contractor shall comply with all applicable OSHA regulations and site-specific safety requirements.
  • Personnel shall maintain clear access for emergency response at all times.

   

   

   

• Timeline —

  Release Date:	May 4, 2026
  Pre-Proposal Meeting (Mandatory):	May 11, 2026, 9:00am Central Fire Station 75 N Broadway Aurora, IL 60505
  Question Submission Deadline:	May 15, 2026, 8:00am
  Response Submission Deadline:	May 22, 2026, 11:00am

• Important Instructions for Electronic Submittals —

  The City of Aurora, IL is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic bid.

• Equivalents & Approved Equals (when applicable) —

  Equivalents must be submitted via the Q&A Tab for consideration.  An Addendum will be posted with the "Approved" Equivalents.

  Equivalents must be submitted by 8:00 am, Friday, May 15, 2026. Questions will not be accepted after the due date and time.

• Term for Award —

  Until completion.

• Requirement for Selection —

  Notification of the quotation selected will be made by the issuance of a purchase order.

  The purchase shall result in the issuance of a purchase order.  All properly authorized purchases and services of the City shall be evidenced by the issuance of the same. Please be advised that any invoice received by the City not referencing a purchase order number may not be accepted as a valid City obligation.

  Payment shall be made for services rendered. The City, after inspection and acceptance, and in consideration of the faithful performance by the Bidder, agrees to pay for the completion of the work embraced in this contract, payment shall be made in accordance with the Illinois Local Government Prompt Payment Act (50 ILCS 505/1, et.seq.)

  Time, in connection with any discount offered, will be computed from the date of invoice delivery to the City or from the date a correct invoice is received by the City of Aurora Purchasing Division, if the latter date is later than the date of delivery. 

  Prices will be considered NET, if no payment discount is shown.

  The successful Bidder shall submit invoices via e-mail to: PurchasingDL@aurora.il.us or Mail to the following address:       

  City of Aurora

  Attn: Purchasing Division

  44 E. Downer Place

  Aurora, IL  60507

  The City of Aurora offers electronic funds transfer (EFT) payment to our vendors.  EFT is fast, simple, safe and secure and is our preferred method of payment! Please contact the Purchasing Division office for an authorization agreement form.

  The City of Aurora reserves the right at any time and for any reason to cancel this Informal Bid, to accept or reject any or all Bids or portion thereof or accept an alternate bid.  The City reserves the right to waive any immaterial defect in any bid, or technicality, informality or irregularity in the bids received, and to disregard all nonconforming or conditional bids or counter-proposals. Unless otherwise specified by the bidder or the City, the City reserves the right to hold the best bids for ninety (90) days from the opening date set forth above.  The City may seek clarification from any bidder at any time and failure to respond promptly is cause for rejection.  The City further reserves the right to award the bid to the lowest responsible Bidder whose offer best responds in quality, fitness and capacity to the requirements of the proposed work or usage and therefore is in the best interest of the City.

• Illinois Freedom of Information Act —

  Illinois Freedom of Information Act. The Contractor acknowledges the requirements of the Illinois Freedom of Information Act (FOIA) and agrees to comply with all requests made by the City of Aurora for public records (as that term is defined by Section 2(c) of FOIA in the undersigned’s possession and to provide the requested public records to the City of Aurora within two (2) business days of the request being made by the City of Aurora. The undersigned agrees to indemnify and hold harmless the City of Aurora from all claims, costs, penalty, losses and injuries (including but not limited to, attorney’s fees, other professional fees, court costs and/or arbitration or other dispute resolution costs) arising out of or relating to its failure to provide the public records to the City of Aurora under this agreement. 

Submission Requirements

• Terms and Conditions Acknowledgement (required) —

  I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company

• Specification Sheet of Products (required) —

  Please upload the specification sheet of the product being submitted. 

  Note: Only approved alternatives will be accepted.

• Bidder's Certification (required) —

  I/We hereby certify that:

  A. A complete set of bid 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 other equal employment requirements contained in Public Act 87-1257 (effective July 1, 1993) 775 ILCS 5/2-105 (A).

  D. As applicable, I/We are in compliance with the most current “Prevailing Rate” of wages for laborers, mechanics and other workers as required by the State of Illinois Department of Labor.

  E. 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.

  F. The Bidder 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.

  G. As applicable, I/We will submit, for all contracts in excess of $25,000.00, a certificate indicating participation in apprenticeship and training programs approved and registered with the United States Department of Labor. 

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

• Bidder's Tax Certification (required) —

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

  Bidder deposes, states and certifies that Bidder 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 Bidder 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.

• 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).

• Standard City of Aurora Contract (required) —

  Please download the below documents, complete, and upload.

• Certificate of Insurance (required) —

  Please upload the Certificate of Insurance (COI) that meets the minimum insurance requirements.

• Anticipated Timeline (required) —

  Please provide the anticipated

  1. Posting Date
  2. Question Deadline
  3. Opening Date (Wednesday at 11:00 am)
• Pre-bid meeting? (required)
• Is the pre-bid meeting mandatory? (required)
• Pre-Bid Meeting Location (required) —

  Where are we meeting for the site visit(s)?

• Do we intend to award this project to multiple vendors? (required) —

  Would we like this option?

• 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. 

• Does this project require Prevailing Wage? (required) —

  Any project with LABOR requires prevailing wage!

  Exceptions: Snow removal, landscaping maintenance/mowing. 

   

• What kind of project is this? (required) —

  Choose 1-2 options

• Is this a project that will require a COI? (required) —

  Are we asking for work to be completed? (ie. sewer repairs, painting, concrete slabs)

• Vendors to be Notified (required)