Sunset Nature Lodge HVAC Replacement

General work description: The City of Florissant is soliciting sealed bids from qualified HVAC contractors to furnish all labor, materials, equipment, permits, supervision, and incidentals necessary to remove and replace three (3) existing HVAC split systems at Sunset Nature Lodge.

The replacement units shall be Sure Comfort Vantix™ Line Side-Discharge Universal Heat Pumps, Model RD18AY Series, matched with compatible inverter-driven air handling equipment and electric backup heat as specified herein.

See Exhibit A in attachments for detailed specs.

No substitutions, alternates, equals, or approved equivalents will be accepted.

Project Location:
Sunset Nature Lodge
2300 Sunset Park Drive
Florissant, Missouri 63031

Scope of Work

The successful contractor shall provide all labor, materials, equipment, tools, transportation, and supervision necessary to complete the following:

Demolition and Removal

1. Disconnect and remove three (3) existing HVAC split systems currently serving Sunset Nature Lodge.
2. Recover refrigerant in accordance with EPA regulations.
3. Remove and legally dispose of all existing condensers, air handlers, refrigerant piping, controls, and related components designated for replacement.
4. Protect existing building finishes and adjacent facilities during removal operations.

New Equipment Installation

Provide and install:

• Three (3) Sure Comfort Vantix™ Line Side-Discharge Universal Heat Pumps
  • Model Series: RD18AY
  • Capacity: 5 Ton (or size matching existing load requirements)
  • Efficiency:
    • Cooling Efficiencies up to 19 SEER2/13 EER2
    • Heating Efficiencies up to 10 HSPF2
  • Refrigerant: R-454B
  • Inverter-driven variable speed compressor technology
• Three (3) matching compatible inverter air handlers with:
  • Variable-speed blower motors
  • Electric backup heat packages
  • Factory-approved communicating controls

Refrigerant Piping

1. Inspect existing refrigerant line sets.
2. Flush and clean reusable line sets using approved refrigerant line flushing procedures.
3. Replace any damaged or unsuitable piping as required.
4. Pressure test all refrigerant piping systems.
5. Evacuate systems to manufacturer-required vacuum levels before charging.

Electrical Work

1. Reconnect existing electrical services to new equipment.
2. Install new disconnects, whips, breakers, and electrical components as required for code compliance.
3. Coordinate all electrical modifications necessary for proper operation of the new equipment.
4. Verify compatibility of existing electrical service with installed equipment.

Ductwork Modifications

1. Modify and reconnect existing supply and return ductwork as required.
2. Seal all duct connections.
3. Ensure proper airflow and system balancing throughout the facility.

Controls and Commissioning

1. Install manufacturer-approved thermostats and control interfaces.
2. Program and configure all equipment controls.
3. Start up and commission each HVAC system in accordance with manufacturer requirements.
4. Verify proper heating, cooling, airflow, and control operation.
5. Provide written startup and commissioning reports.

Testing and Balancing

1. Verify system performance and operating pressures.
2. Confirm proper refrigerant charge.
3. Test heating and cooling modes.
4. Balance airflow as required for proper operation.

Contractor Requirements

The contractor shall:

• Be licensed to perform HVAC work in the State of Missouri.
• Maintain all required insurance coverage.
• Comply with all applicable federal, state, and local codes.
• Obtain all permits required for the work.
• Coordinate work with City staff to minimize disruption to facility operations.
• Remove all debris daily and maintain a clean work site.

Warranty Requirements

Contractor shall provide:

• Manufacturer's standard equipment warranty.
• Minimum one (1) year warranty on workmanship and installation.
• Warranty documentation shall be provided at project closeout.
• Provide pricing for additional (1) year maintenance contract 

Closeout Documents

Upon completion, contractor shall provide:

• Equipment manuals.
• Warranty certificates.
• Startup and commissioning reports.
• As-built documentation identifying equipment installed.
• Recommended maintenance schedule.

Project Details

• Reference ID: 25-0260-PR
• Department: Parks and Recreation
• Department Head: Jimmy Kirincich (Director of Parks and Recreation)

Important Dates

• Questions Due: 2026-07-14T22:00:00.000Z
• Answers Posted By: 2026-07-15T22:00:00.000Z
• Pre-Proposal Meeting: 2026-06-25T15:00:00.000Z — 2300 Sunset Park Dr, Florissant, MO 63031

Evaluation Criteria

• Pricing (40 pts)
• Technical Capability & Experience (10 pts)
• Schedule and Availability (20 pts)
• Scope Accuracy (20 pts)
• Warranty and Quality Assurance (10 pts)

Submission Requirements

• Proposal Requirements (required) —

  Did you read through and confirm that you met all of the proposal requirements including the sections:

  1. Instruction to Bidders
  2. General Conditions
  3. Special Provisions and Specifications
  4. City of Florissant Contract
• Please review and indicate your approval of the language in our contract template.
• Proposal Documents (required) —

  Please Upload your COMPLETE Proposal here.

• Knowledge and Experience (required) —

  Detail  the qualifications of the individuals you propose to work on the project, including any applicable degree's and/or certifications. Indicate whether each is your employee or a subcontractor. If a subcontractor, explain your business arrangement/contract with them.

• Schedule/Availability (required) —

  Provide a timeline for completing the project including proposed phases and milestones as well as total number of work days to complete. Detail any and all contingencies. 

• Warranty (required) —

  Outline your warranty on both the materials and labor portions of the project. Explain the claims process for both.

• Proposal (without Cost Proposal) (required) —

  Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.

• Separate Cost Proposal (required) —

  Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

• Certificate(s) of Insurance (required) —

  Please upload your Certificate(s) of Insurance with NO ENDORSEMENTS listing City of Florissant as additional insured.

• Confirmation of Cost of Work (required) —

  The undersigned, having familiarized themselves with the existing conditions of the project area affecting the cost of the work and with the Contract Documents, which include Notice to Contractors, Instructions to Bidders, Addenda (if any), General Conditions, Special Conditions, Technical Specifications and Plans, which are on file at the Office of the Department of Public Works, City Hall, 955 rue St. Francois, Florissant, MO 63031, hereby proposes to furnish all supervision, technical personnel, labor, materials, tools, equipment, testing, training and transportation services required to complete the work in accordance with the above-listed documents, for the lump sum amounts shown for each line item offered on the itemized proposal.

• Confirmation of Cost of Work (required) —

  The bidder hereby proposes to furnish all materials on the completed line items in the bid pricing table for the unit cost amounts shown on the completed line items in the bid pricing table.

• Rejection of Bids (required) —

  In submitting this bid, the bidder understands and acknowledges that the right is reserved by the City of Florissant to reject any and all bids. If written notice of acceptance of this bid is received within forty-five (45) days after the opening of the bids, the bidder agrees to execute and deliver an agreement in the prescribed form within ten days after such agreement is presented.

• Delivery (required) —

  Delivery will be made on:

  Example: MM/DD/YYYY or XX Days after purchase.

• Authorized Representative (required) —

  Please enter the Authorized Representative's name and contact information here:

• Signaturer (required) —

  Please provide the name of the person who will sign the contract in the event your organization is selected. Should read as you want it to on the contract. 

• Confirmation of Understanding (required) —

  The bidder hereby offers to furnish and deliver the articles or services as specified at the terms stated and in strict accordance with the specifications, instruction, and general conditions of bidding which have been read and understood and all of which are made a part of this order.

  Please confirm:

• American Made Products (required) —

  Your confirmation below indicates that you, the Bidder, have exhausted every effort to file a bid/quotation using American made products to fulfill the requirements of the bid and have done so whenever the quality and price are comparable with other Non-American made goods.

  Please confirm here:

• Payment (required) —

  Review “Special Conditions” section of bid documents for payment requirements. Certified payrolls must accompany monthly billing for approval.

  Please confirm you understand this statement:

• Invoicing (required) —

  Please confirm that all work invoiced through November 30, will be invoiced separately from all work provided after November 30.

• Confirmation of Non-Collusion (required) —

  Bidder certifies that this bid is made without any previous understanding, agreement or connection with any person or firm, or corporation making a bid for the same items, and is in all respects fair without outside control, collusion, fraud or otherwise illegal action.

  By checking that you confirm you agree no outside control, collusion, fraud or otherwise illegal action has transpired.

• References (required) —

  All Bidders must submit a minimum of three references.

  Example of information to be filled in :

  Name of Company 1:

  Contact Information 1:

  Name of Company 2:

  Contact Information 2:

  Name of Company 3:

  Contact Information 3:

• Work Authorization Program
• Participation in Work Authorization Program (required) —

  Bidders are informed that pursuant to Section 285.530 RSMo as a condition of the award of any contract in excess of five thousand dollars ($5,000), the successful bidder shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection to the contracted services.

  Each bid must be verified by the confirmation below, verifying participation in the "E-Verify" program administered by the Federal Government Department of Homeland Security. Documentation (pages 11-13 of the Memorandum of Understanding) must also accompany this bid.

  Please verify and confirm here:

• Work Authorization Affidavit for Business Entities (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• FEDERAL APPRENTICESHIP POLICY (required) —

  Per the section entitled “Federal Apprenticeship Policy,” please certify below the percentage of your workers that have satisfactorily completed an approved apprenticeship program for the type of work they will be performing.

  Example: 5%

• Bid Security —

  Each bid must be accompanied by a deposit of not less than 5% of the amount of the bid. The deposit shall consist of a certified check, cashier's check or a bid bond, payable to the City of Florissant or your bid will be rejected.

• Bid Bond Form (required) —

  Please indicate which form you will submit, Bid Bond, Certified checks or Cashier's Check

• Bid Bond (required) —

  Each bid shall be accompanied by a certified cashier’s check, or bid bond, in the amount of not less than 5%, payable toCity of Florissant, as a guarantee that the bidder, if its bid is accepted, will promptly execute the Agreement. The bidder shall guarantee the total bid price for a period of 60 days from the date of the bid opening.

  Please scan and upload a copy of your bid bond/cashier's check. Bidder must also MAIL bid guarantee with a postmarked date no later thanThursday, July 16, 2026 addressed to:

  City of Florissant
  Melanie Bringer
  955 Rue St Francois
  Florissant,MO63031

  Please have the Bidder Name, Contract Title ("Sunset Nature Lodge HVAC Replacement"), and Contract Number ("25-0260-PR") listed clearly on the outside of the envelope.

• Performance Bond (required) —

  A performance bond in an amount equivalent to 100% of the contract price must be furnished and executed by the successful bidder.

  Please confirm you understand this statement

• Bid Security (required) —

  Will this solicitation require a bid security?

• What Type of Project will this be? (required)
• Electronic Pricing Table (required) —

  Would you like to have bidders respond to an electronic pricing table through ProcureNow?

  Some examples of of when to say "yes":

  1. This is a quote for goods or commodities
  2. This is a public works bid, with a pricing table that can be uploaded into ProcureNow from an excel spreadsheet
  3. Seeking services for hourly rate schedules
• Separate Fee Proposal Upload (required) —

  If you are NOT using the Electronic Pricing Table option, will you want your bidder to separate a Price Proposal from the rest of their Response? You'll want to do this if you open your bids initially WITHOUT showing price, and then come back in after a technical evaluation to unseal pricing later.

• Evaluation Committee? (required) —

  Will there be an evaluation committee to review the proposals and score them based on weights and multiple criteria?

• References (required) —

  Will the vendor need to provide references?

• Initial Term (required) —

  What will be the initial term of this contract?

  Example: one year

• Initial Effective timeframe (required) —

  Please enter the initial timeframe of the contract.

  Example: December 1, 2021 through November 30, 2022

• Option to renew (required) —

  Please indicate how many options to renewal

  Example: two (2)