Project Information

Bid Title

HVAC Operation and Maintenance for HOJ and LMC

Issuing Agency

City of Lima

Location

Ohio

Published Date

Nov 9, 2025

Closing Date

Nov 26, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	HVAC Operation and Maintenance for HOJ and LMC
Category:	Purchasing
Status:	Open

Description: LEGAL NOTICE CITY OF LIMA, OHIO HALL OF JUSTICE AND LIMA MUNICIPAL CENTER HVAC OPERATION AND MAINTENANCE Project No. 9-25 Bids will be received in a sealed envelope, marked "HALL OF JUSTICE AND LIMA MUNICIPAL CENTER HVAC OPERATION AND MAINTENANCE" to the Mayor of the City of Lima, attention Purchasing Department of the City of Lima , Ohio Municipal Center, 50 Town Square, Lima , Ohio, until 10:00 a.m. , Lima Time, on Wednesday , November 26, 2025. Outside of envelope not being properly marked may result in bid not being received, by the Purchasing Department, before the deadline, and could result in bid being disqualified. Bids will then be opened and read aloud for: "HALL OF JUSTICE AND LIMA MUNICIPAL CENTER HVAC OPERATION AND MAINTENANCE IN THE CITY OF LIMA, OHIO" This work shall be performed in accordance with plans and specifications available in the Engineering office 50 Town Square, Lima, OH 45801 (Phone 419-221-5288), and copies thereof may be obtained at $5.00 for the plans and General Provisions (nonrefundable). The check shall be made payable to The City of Lima, Ohio. The City of Lima reserves the right to waive any bid or bid process irregularities which the City determines in its sole discretion to be in its favor, to reject any or all bids for any reason determined to be appropriate in the sole discretion of the City, and to award the bid to the lowest and best bidder meeting the City's needs as determined by the City at the City ' s sole discretion. ___________________________________ Sharetta T. Smith, Mayor Two Publications: Saturday, November 8, 2025 Saturday, November 15, 2025 Publication Date/Time: 11/8/2025 12:00 AM Publication Information: Published in the Lima News Nov. 8 and Nov. 15, 2025 Closing Date/Time: 11/26/2025 10:00 AM Submittal Information: Bids to be submitted to the Purchasing Office prior to 10:00AM Nov. 26, 2025 Bid Opening Information: Wed., Nov. 26, 2025 10:00AM Contact Person: Douglas Ditto douglas.ditto@limaohio.gov 419/998-5503 Fee: $5.00 Plan & Spec Available: This work shall be performed in accordance with plans and specifications available in the Engineering office 50 Town Square, Lima, OH 45801 (Phone 419-221-5288), and copies thereof may be obtained at $5.00 for the plans and General Provisions (nonrefundable). The check shall be made payable to The City of Lima, Ohio. Business Hours: 8-5 Related Documents: HVAC Operation and Maintenance for HOJ and LMC for 2026-2030 Bid Specs NON-COLL Exhibit A

Attachment Preview

HALL OF JUSTICE AND MUNICIPAL

CENTER HVAC OPERATION AND

MAINTENANCE

PROJECT NO. 9-25

LEGAL NOTICE

BID PROPOSAL FORMS

GENERAL SPECIFICATIONS

SAMPLE CONTRACT FORM

BID OPENING: 10:00 A.M. – WEDNESDAY, NOVEMBER 26, 2025

DEPARTMENT OF PUBLIC WORKS |

BUILDING DEPARTMENT

LEGAL NOTICE

CITY OF LIMA, OHIO

HALL OF JUSTICE AND LIMA MUNICIPAL CENTER HVAC

OPERATION AND MAINTENANCE

Project No. 9-25

Bids will be received in a sealed envelope, marked "HALL OF JUSTICE AND LIMA

MUNICIPAL CENTER HVAC OPERATION AND MAINTENANCE" to the Mayor of the

City of Lima, attention Purchasing Department of the City of Lima, Ohio Municipal Center, 50

Town Square, Lima, Ohio, until 10:00 a.m., Lima Time, on Wednesday, November 26, 2025.

Outside of envelope not being properly marked may result in bid not being received, by the

Purchasing Department, before the deadline, and could result in bid being disqualified. Bids will

then be opened and read aloud for:

"HALL OF JUSTICE AND LIMA MUNICIPAL CENTER HVAC OPERATION AND

MAINTENANCE IN THE CITY OF LIMA, OHIO"

This work shall be performed in accordance with plans and specifications available in the

Engineering office 50 Town Square, Lima, OH 45801 (Phone 419-221-5288), and copies thereof

may be obtained at $5.00 for the plans and General Provisions (nonrefundable). The check shall

be made payable to The City of Lima, Ohio.

The City of Lima reserves the right to waive any bid or bid process irregularities which the City

determines in its sole discretion to be in its favor, to reject any or all bids for any reason

determined to be appropriate in the sole discretion of the City, and to award the bid to the lowest

and best bidder meeting the City's needs as determined by the City at the City's sole discretion.

___________________________________

Sharetta T. Smith, Mayor

Two Publications:

Saturday, November 8, 2025

Saturday, November 15, 2025

INSTRUCTIONS TO BIDDERS

PROPOSAL The proposal shall be accompanied by a proposal bond, with corporate surety or

sureties satisfactory to the City, or by certified check on a solvent bank. The amount of the bond

shall be 100 percent. The amount of the certified check shall be 10 percent of the total amount of

the proposal (“10 % of Cost of 1st Year Operation”). The bond shall be given in favor of the City

of Lima, Ohio. The certified check shall be drawn payable to the order of the City of Lima,

Ohio. The proposal bond or certified check shall be forfeited if the said bidder fails to enter into

contract with the City of Lima, Ohio; and to furnish the required bond within ten (10) days after

the notice of acceptance of the proposal, if the award is made to said bidder. The bond or checks

of all except the lowest and best three (3) bidders will be returned on demand as soon as the bids

are canvassed. The bonds or checks of the three (3) lowest and best bidders will be held until the

execution of the contract and the furnishing of the required bond, after which they will be

returned.

Contracts to be awarded under this invitation for bids will be subject to the presidential executive

order 11246, as amended, requiring affirmative action for Equal Employment Opportunity.

Contractors are further advised that the January 27, 1972, Equal Employment Opportunity

executive order of the Governor of Ohio is also applicable to this bid invitation.

A performance bond of 100% of the amount of the contract, with satisfactory corporate sureties,

will be required for the faithful performance of the work.

Each proposal shall be made upon the City’s prescribed form, shall be enclosed in a sealed

envelope, properly marked, addressed to the Purchasing Department of the City of Lima, Ohio,

and shall be delivered to the Purchasing Department prior to 10:00 o’clock a.m., Lima Time of

Ohio, on the day and date specified above. If any part of the bid is illegible, it may be

disqualified

It is understood that a bid may be withdrawn in accordance with Section 9.31 of the Ohio

Revised Code and further that the Mayor reserves the right to reject any and all bids and to waive

any informalities or irregularities in favor of the City.

Each bidder must ensure that all employees and applicants for employment are not discriminated

against because of their race, creed, color, sex, or national origin.

The City of Lima reserves the right to waive any bid or bid process irregularities which the City

determines in its sole discretion to be in its favor, to reject any or all bids for any reason

determined to be appropriate in the sole discretion of the City, and to award the bid to the lowest

and best bidder meeting the City’s needs as determined by the City at the City’s sole discretion.

DATE AND PLACE FOR OPENING PROPOSALS. Pursuant to the Legal Notice, sealed

proposals for performing the work will be received by the City of Lima, Ohio. At the time and

place set forth in said notice, they will be publicly opened and read; the awarding of the contract,

if awarded, will be made by the City of Lima as soon thereafter as practicable.

FORM FOR PROPOSALS. All proposals shall be made upon the blank forms of proposal

attached hereto, and should give the lump sum or unit prices for the work, and must be signed by

the bidder in accordance with the directions in the form of proposal.

OMISSION AND DISCREPANCIES. Should a bidder find discrepancies in, or omissions

from the drawings or other contract documents, or should he be in doubt as to their meaning, he

shall at once notify the Engineer who may send a written instruction to all bidders.

ACCEPTANCE OR REJECTION OF PROPOSALS. The City of Lima reserves the right to

reject any/or all proposals. Without limiting the generality of the foregoing, any proposal having

erasures or corrections in the price sheet may be rejected; any proposal in which unit prices are

omitted or in which unit prices are unbalanced may be rejected; any proposal accompanied by

the insufficient or irregular bond or certified check may be rejected.

PROPOSAL BOND OR CERTIFIED CHECK. The proposal shall be accompanied by a

proposal bond, with corporate surety or sureties satisfactory to the City, or by certified check on

a solvent bank. The amount of the bond shall be 100 percent. The amount of the certified check

shall be 10 percent of the total amount of the proposal. The bond shall be given in favor of the

City of Lima, Ohio. The certified check shall be drawn payable to the order of the City of Lima,

Ohio. The proposal bond or certified check shall be forfeited if the said bidder fails to enter into

contract with the City of Lima, Ohio; and to furnish the required bond within ten (10) days after

the notice of acceptance of the proposal, if the award is made to said bidder.

The bond or checks of all except the lowest and best three (3) bidders will be returned on

demand as soon as the bids are canvassed. The bonds or checks of the three (3) lowest and best

bidders will be held until the execution of the contract and the furnishing of the required bond,

after which they will be returned.

ACCEPTANCE OF PROPOSAL. Within thirty (30) days after the opening of proposals, the

City of Lima will act upon the proposal. The acceptance of a proposal shall bind the successful

bidder to execute the contract and be responsible for liquidated damages as provided herein. The

rights and obligations provided for in the contract shall become effective and binding upon the

parties only with its formal execution by the City of Lima.

DAMAGES FOR FAILURE TO EXECUTE CONTRACT. Any bidder whose proposal is

accepted will be required to execute the contract within ten (10) days after the notice that the

contract has been awarded to him. Failure or neglect to do so shall constitute a breach of the

agreement affected by the acceptance of the proposal.

The amount of the proposal bond or certified check accompanying the proposal shall be retained

by the City as liquidated damages for such breach. In the event any bidder whose proposal shall

be accepted fails or refused to execute the contract, as herein provided, the City of Lima may, at

their option, determine that such bidder has abandoned the contract and thereupon his proposal

and the acceptance thereof shall be null and void and the City shall be entitled to liquidated

damages as above provided.

TIME FOR BEGINNING AND COMPLETION. The Contractor shall commence work

January 1, 2026 and continue operations and maintenance in accordance with the contract. At

the completion of the contract period (5 years), the contract may continue another 5-year term

thereafter if agreed to by both parties at a yearly rate designated at that time.

PRICES. The prices are to include the furnishing of all tools, labor, material, and equipment necessary

for the completion of the work, except as may be otherwise expressly provided in the contract documents.

AWARDING OF CONTRACT. The award of the Contract, if it is awarded, will be to the lowest

and best responsible Bidder, whose qualifications indicate the award will be in the best interest

of the City and whose proposal complies with all the prescribed requirements. No Notice of

Award will be given until the City Engineer has concluded such investigations as he deems

necessary to establish the responsibility, qualifications and financial ability of the Bidders to do

the work in accordance with the Contract Documents to the satisfaction of the City within the

time prescribed. The City reserves the right to reject the Proposal of any Bidder who does not

pass such investigation to the City Engineer's satisfaction. In analyzing Proposals, the City

Engineer may take into consideration unit prices.

BIDDER REPRESENTS. The Bidder represents that he has read and understands the

Documents: that he has visited the Site and has familiarized himself with the conditions under

which the Work is to be performed; that he understands that no claim for additional

compensation or extension of time will be allowed because of alleged misunderstanding of

Document or conditions at the Site; and that his Bid is based on the materials, equipment and

systems described in the Documents, without exception.

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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