Project Information

Bid Title

IFB 2617 mini-split bid package

Issuing Agency

City of Piqua

Location

Ohio

Published Date

May 12, 2026

Closing Date

Jun 4, 2026

Government Level

State & Local

Status

Closed

Ref. #

IFB 2617

Original Source

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Bid Documents

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Project Description

Bid Number:	IFB 2617
Bid Title:	IFB 2617 mini-split bid package
Category:	Equipment / Services
Status:	Open

Description: IFB 2617 mini-split bid package Publication Date/Time: 5/12/2026 2:30 PM Publication Information: IFB 2617 mini-split bid package Closing Date/Time: 6/4/2026 2:00 PM Submittal Information: Bev Yount, Purchasing Pre-bid Meeting: 05/21/2026 Contact Person: Bob Graeser 937-778-2004 or bgraeser@piquaoh.gov Download Available: yes Business Hours: 8 am - 4 pm Fax Number: 937-778-1130 Related Documents: IFB 2617 mini-split bid package

Attachment Preview

INVITATION FOR BID

C I T Y 0 F PIQUA, OHIO

Purchasing Department

201 W. Water St.

Piqua, Oh 45356

IFB No. 2617

Date: May 12, 2026

For further information contact:

Bev Yount, CPPB, NIGP-CPP

Contract & Purchasing Manager

Phone: 937-778-4002

Fax: 937-778-1130

Email: byount@piquaoh.gov

Your written bid is requested for: City ofPiqua's Fire Dept. Mini Split System per the included bid form

and specifications.

Bids must be received in the Purchasing Office, 201 W. Water St., Piqua, OH 45356

no later than: 2:00 P.M. Thursday, June 4, 2026

Envelopes shall be plainly marked: IFB 2617 Mini Split System on left, lower comer of envelope

User agency: Fire Dept.

Submit signed original bid and one (1) copy of the bid.

Bidder is requested to use the City's bid form that is enclosed, as none other will be accepted.

LEGIBLE INFORMATION MUST BE GIVEN IN THE SPACES PROVIDED.

A copy of the Bid Tabulation may be obtained by sending a stamped self-addressed envelope.

All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of

interest shall be applicable to this I.F.B.

Bids are to include all shipping costs to the point of delivery as indicated above.

The City ofPiqua is exempt from payment of federal excise taxes and state retail sales taxes (Federal Excise

Tax Exemption Certification No. 31-6000136).

State Manufacturer and Model No. of items you are bidding and send DESCRIPTIVE LITERATURE on

same with your bid. Any brand names on our bid form are to establish quality levels and do not indicate

preference.

The City ofPiqua reserves the right to reject any or all bids, to waive any irregularities in a bid, or to accept

the bid or bids which the judgment of proper officials, is to the best interest of the City.

The City ofPiqua reserves the right to accept a part or parts of a bid unless otherwise restricted in the bid. If

you are not in a position to quote, advise to this effect so we may keep your name on our active vendor list.

BID to the

City of Piqua, Ohio

Purchasing Department

Please Reply to I.F.B. 2617 No Later Than: 2:00 p.m. 6/4/26

The undersigned proposes and agrees to furnish any or all items bid at the prices stated herein.

1. Provide all needed material, labor, equipment, etc. to do work as described in the attached scope

of work for the mini split at City ofPiqua's Fire Dept. located at 229 W. Water St. in Piqua,

Ohio.

Total price for entire Scope of Work $_total

Installation completed by: _(enter number of days after receipt of order)

Contact Bob Graeser at 937-778-2004 or bgraeser@piquaoh.gov with any questions regarding

the scope of work prior to 5/27/26 at 5:00 p.m.

There will be a mandatory pre-bid meeting at the site of Piqua Fire Dept., 229 W. Water

St., Piqua, OH 45356 on 5/21/26 at 1:00 p.m.

The successful bidder must have and maintain current workers compensation insurance,

comprehensive general liability and automobile insurance for bodily injury, death or loss of or

damage to property of third persons in the minimum amount of $1,000,000.00 per occurrence

with the City of Piqua as an additional named insured.

It is the policy of the City of Piqua not to discriminate on the basis of race, color, national origin, age,

sex, or disability in its hiring and employment practices, or in admission to, access to, or operation of its

programs, services and activities. With regard to all aspects of your proposal and contract, Contractor

certifies and warrants it will comply with this policy. Please sign and return with your proposal the

Americans with Disabilities Act Compliance Certification and the Drug-Free Workplace

Compliance Affidavit Forms provided.

THE UNDERSIGNED HEREBY CERTIFIES THAT ITEMS FURNISHED AS A RESULT OF THIS BID WILL BE IN FULL

ACCORDANCE WITH THE CITY OF PIQUA SPECIFICATIONS APPLYING THERETO UNLESS EXCEPTIONS ARE STATED

ABOVE. THE CITY OF PIQUA RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS, TO WAIVE ANY IRREGULARITIES

FN A BID, OR TO ACCEPT THE BID OR BIDS WHICH THE JUDGMENT OF PROPER OFFICIALS, IS TO THE BEST INTEREST

OF THE CITY. THE CITY OF PIQUA RESERVES THE RIGHT TO ACCEPT A PART OR PARTS OF A BID UNLESS OTHERWISE

RESTRICTED IN THE BID.

All deliveiy costs are included in this quotation

regardless ofF.O.B. designation.

Cash Discount Allowed: % 10th Proximo.

Leave blank if your terms are Net 30 days.

Deliveiy will be made within _ calendar

days after receipt of order.

Prices quoted will remain firm for acceptance

within 60 calendar days after bid opening unless

otherwise stated.

Bidding Company:

Address:

City

State

Zip Code

By: _

Name and Title (please print or type)

Signature:

Phone No.: /Fax No.:

Fed. I.D. No.:

E-Mail Address:

Standard Terms and Conditions

1. BILLING: All goods or services must be billed to the City ofPiqua and at prices not exceeding those stated on the purchase order. If prices

or terms do not agree with your quotation, you must notify the Purchasing Department within three business days or your disagreement is

waived.

2. INVOICE: Prepayment or progress payments are not permitted unless prior permission is obtained from the Finance Department. All

invoices are to be in duplicate and are to be mailed to the Finance Department and shall reference the City's purchase order number. Failure

to include the purchase order number may prevent timely payment. Each purchase order must be invoiced separately. Unless specified

otherwise, the invoice will only be paid upon completion of the order. The City ofPiqua may issue payments to vendors electronically

upon muhial agreement of both parties.

3. CASH DISCOUNTS: All cash discount terms will be effective from date of actual receipt and acceptance of the items purchased, or receipt

of correct and acceptable invoice, whichever is later.

4. FREIGHT: NO COLLECTION FREIGHT SHIPMENTS WILL BE ACCEPTED. All quotations are solicited on a "delivered price" basis.

When, in rare instances, the City accepts a quotation not including all shipping charges, your claim for reimbursement must be itemized on

the invoice and supported with a copy of the original freight bill.

5. TAXES: The City ofPiqua is exempt from payment of Federal excise taxes and State retail sales taxes. Our Federal Excise Tax Exemption

Certificate Number is 31-6000136. You are responsible for all Social Security taxes and Workers' Compensation contributions for yourself

or any of your employees.

6. DELIVERIES: All deliveries on this order must be in fall accordance with specifications, properly identified with the purchase order

number and must not exceed the quantities specified.

7. CANCELLATION: The City ofPiqua reserves the right to cancel this order by written notice if you do not fulfill your contractual

obligations with respect to timeliness, quality and/or any other reason.

8. DEFAULT PROVISIONS: In case ofyour default, the City ofPiqua may procure the items from other sources and hold you responsible for

any excess costs occasioned thereby and any other damages permitted by law, if you have been notified in writing by the City ofPiqua you

are in default and you have failed to cure the default within the time specified.

9. NO VERBAL AGREEMENTS: The City ofPiqua will be bound only by the temis and conditions of this order and will not be responsible

for verbal agreements made by any officer or employee of the City ofPiqua. In order to be binding on the parties, any changes made to

these Terms and Conditions shall be in writing and signed by both parties.

10. PATENT AND COPYRIGHT INFRINGEMENT: It is hereby understood (and by acceptance of this order) you agree to defend, indemnify

and save harmless the City ofPiqua, Ohio, its officers, agents and employees from any and all loss, costs or expense on account of any

claim, suit or judgment as a result of, caused by, or incident to any patent, copyright or trademark infringement and/or royalty, actual or

claimed, because of the use or disposition by said City of any article enumerated on this order and sold to said City pursuant to this order.

11. INSPECTION: The City of Piqua may inspect the items ordered hereunder during their manufacture, construction and/or preparation at

reasonable times and shall have the right to inspect such items at the time of their delivery and/or completion. Items furnished hereunder

may at any time be rejected for defects revealed by inspection, analysis, or by manufacturing operations or use after delivery even though

such items may have previously been inspected and accepted. Such rejected items may be returned to you for full refund to City ofPiqua

including shipping and transportation charges.

12. WARRANTY: You warrant that the items and their production or completion shall not violate any federal, state or local laws, regulations or

orders. You warrant all items delivered hereunder to be free from defects of material or workmanship, to be good quality, and to conform

strictly to any specifications, drawings or samples which may have been specified or furnished by the City ofPiqua, and you further warrant

that you have good title to the items free and clear of all liens and encumbrances and will transfer such title to the City ofPiqua. Said

warranties shall not negate nor limit any implied warranties ofmercliantability or fitness. Tliis warranty shall survive any inspection,

delivery, acceptance or payment by the City ofPiqua.

13. RISK OF LOSS: Title and risk of loss to and with respect to the items shall remain with you until the items in a complete state have been

delivered to and accepted by the City ofPiqua or to an agent or consignee duly designated by the City ofPiqua at tlie location specified on

the face hereof, items which are to be shipped shall be shipped F.O.B. destination unless otherwise specified by the City ofPiqua. A

packing slip must accompany each such shipment and if a shipment is to a consignee or an agent of the City ofPiqua, a copy of the packing

slip shall be forwarded concurrently to the City ofPiqua. If no such packing slip is sent, the count or weight by the City ofPiqua or its

agent or consignee is agreed to be final and binding on you with respect to such shipment.

14. SAVE HARMLESS: You shall indemnify and hold (lie City ofPiqua, its officers, elected officials, agents, consignees, employees,

volunteers, and representatives harmless from and against all expenses, damages, claims, suits, or liabilities (including attorney's fees of the

City ofPiqua) of every kind whatsoever by reason of, arising out of, or in any way connected with, accidents, occurrences, injuries or losses

to or any person or property which may occur before or after acceptance of the completed items by the City ofPiqua upon or about in any

way due to resulting from, in whole or in part, tlie preparation, manufacture, construction, completion, and/or deliver)' of the items,

including such as are caused by your subcontractors and excluding only such as are caused by the sole negligence of the City of Piqua other

than where the City of Piqua's negligence consists of its failure to discover a condition caused or permitted to exist by you or any

subcontractor of yours.

15. INSURANCE: If requested by the City ofPiqua, you shall maintain policies of liability insurance such types and such amounts and with

such companies as may be designated by the City ofPiqua, which policies shall be written so as to protect the City ofPiqua and you from

the risks enumerated in Section 14. Such policies of insurance shall not be cancelable except upon thirty (30) days written notice to the City

ofPiqua and proof of such insurance shall be furnished by you to (lie City ofPiqua. In addition, such policies shall protect all your

subcontractors. You agree to make prompt written report to the insurance company involved of all accidents, occurrences, injuries or losses

which may occur and of any and all claims made against the persons insured under said policies of insurance and to send copies of such

reports to the City ofPiqua within twenty-four (24) hours of the time that you obtained knowledge oftlie occurrence thereof.

16. SPECIFICATIONS CONFIDENTIAL: Any document marked confidential or proprietary, received from Tlie City ofPiqua, shall not be

released by the Company prior to tlie City's consent that the information to be released is disclosable and/or a public record. The City shall

receive immediate notice of any other document disclosed by the Company.

17. EXAMINATION OF PREMISES: If work is to be performed hereunderon the premises oftheCityofPiqua, you represent that you have

examined the premises and any specifications or other documents furnished in connection with the items and that you have satisfied

yourself as to the condition of the premises and site and agrees that no allowance shall be made in respect of any error as to such on your

part.

18. CLEANING OF PREMISES: If work is to be performed hereunder on the premises of the City ofPiqua, you shall at all times keep the

premises free from accumulation of waste material or rubbish. At the completion of the items you shall leave the premises and the items

broom-clean.

19. EQUAL EMPLOYMENT OPPORTUNITY:

(a) You agree that you will not discriminate against any employee or applicant for employment because of race, color, religion, sex,

ancestry, national origin, place of birth, age, marital status, or handicap with respect to employment, upgrading promotion, or transfer,

recruitment or recruitment advertising, lay-off determination; rates of pay or other forms of compensation; and selection for training,

including apprenticeship.

(b) It is expressly agreed and understood by you that Section 19 (a) constitutes a material condition of this contract as fully as specifically

rewritten lierein, also that failure to comply therewith sliall constitute a breach thereof entitling the City to terminate the contract at its

option.

20. AGREEMENT TO BE EXCLUSIVE: Tllis purchase order contains the entire agreement between the parties and supersedes all otlier oral

agreements only when tliere is no executed contract behveen the parties. The parties acknowledge and agree that neither of them lias made

any representation with respect to the subject matter oftiiis purchase order or any representation inducing the execution and delivery of this

purchase order, except such representations as are specifically set forth here, and each party acknowledges that it has relied on these

representations in connection with its dealings with the other.

21. GOVERNING LAW: This purcliase order, the performance under it, and all suits and special proceedings under it, shall be construed in

accordance with the laws oftlie State of Ohio. In any action, special proceeding or other proceeding that may be brought arising out of, in

connection with, or by reason of this agreement, the laws of the State of Ohio shall be applicable and shall govern to the exclusion of the

laws of any other forum, without regard to the jurisdiction in which the action or special proceeding may be instihited.

22. ADDITIONAL RIGHTS: Any rights or remedies granted to the City ofPiqua in any part of this purchase order shall not be exclusive of,

but shall be in addition to, any other rights or remedies granted in another part of this purchase order and any other rights or remedies that

the City ofPiqua may have at law or in equity in any such instance. Any litigation arising from disputes herein shall be instituted only in

Miami County, Ohio.

23. GOVERNFNG DOCUMENT: Should tliere be any conflict befween the terms oftlie executed contract and this purchase order, the terms of

the contract govern.

24. INDEPENDENT CONTRACTOR: The contractor, his assigns, heirs, successors, employees and any and all subcontractors are independent

contractors and are not agents and/or employees of the City ofPiqua.

25. ASSIGNMENT: This purchase order is not assignable to any other entity or contractor. Assignment of the purchase order shall void the

purchase order.

Scope of Work:

CityofPiqua,OH

Fire Dept.

Mini Split System

Scope:

To furnish all labor, supervision, equipment, materials and expertise necessary for the mini split system

at the City's Fire Dept. at 229 W. Water St. in Piqua, Ohio.

• The City ofPiqua is requesting bids from HVAC providers for the following ductless mini-split

system for the fire department within the living and dining area.

• Provide four-ton condensing unit with two 2-ton interior head units, condensing unit to be

located on the roof in the northwest comer of the building, with a pad for the unit to protect the

membrane roof.

• The refrigerant line above the celling as needed in the installation of the condensate pump for

each head to the roof with a weathertight penetration at the refrigerant lines.

• Warranty is to be no less than 5 years on parts and with 7 years on the compressor, start up and

product commissioning is required.

• The electrical routing of this unit is to be included as a part of this project and must be performed

by a licensed electrician. The location of the nearest panel will require some routing to make the

proper connection.

• Please see "Exhibit A" for unit placements.

• Please provide estimated time of installation if awarded this project on page 1.

• Working hours for this project shall be between the hours of 7:30 a.m. and 5:00 p.m. Monday

through Friday.

Contractor List:

Apex Plumbing, Electric, Heating, and Air Pros

7540 McEwan Rd,

Dayton, OH 45459

(937) 230-9800 or (937) 646-7532

service@apexpros.com

IVtorris Comfort Systems

401 S. College Street

Piqua, Ohio 45356

(937) 773-5662

admin@momscomfortsy stems. corn

Commodity Codes

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

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