Project Information

Bid Title

USD450 2025 HVAC Replacements

Issuing Agency

Shawnee Heights District

Location

Kansas

Published Date

Nov 7, 2025

Closing Date

Nov 24, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

2025-11-06 USD450 2025 HVAC Replacements

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REQUEST FOR PROPOSALS

Project:

HVAC System Replacement(s)

Owner:

Shawnee Heights School District

Unified School District 450

Sealed proposals for the Shawnee Heights School District (Owner) for HVAC system

replacement/renovation work at various facilities will be received via email at

bids@usd450.net or postage mail/in-person delivery at:

Shawnee Heights Unified School District 450

Attn: Sara Darting

4225 SE Shawnee Heights Road

Tecumseh, KS 66542

until 2:00PM local time, November 24th, 2025 at which time and place the bids will be

opened and the bid price read aloud. Bids received after the time above will be returned

unopened.

Project Description:

The scope of work includes construction, labor, equipment, and all associated materials for

the replacement and installation of the following units:

1. 30 Ton Air Handler Unit #2 and Condensing Unit #2; Shawnee Heights Middle School

cafeteria/commons. (please submit bid for both a 25 Ton and 30 Ton unit). We will

consider both split system and package unit options.

2. 20 Ton Trane Roof Top Unit #5 serial 620100168D; Shawnee Heights High School North

Wing.

3. 10 Ton split system Air Handler Unit; Tecumseh South Elementary School west

gymnasium.

Please submit individual bids for each project.

Contractors shall submit Contractor's Qualification Statement, AIA Document A305 with

the sealed bid. Upon review of the Qualification Statement document, the Owner shall have

the right to take such steps as he deems necessary to determine the ability of the

Contractor to perform the Work, and the Contractor shall furnish to the Owner such

additional information and data for this purpose, as they may request. The right is reserved

to reject any Bid after an investigation or consideration of the information and data

submitted by such Contractor.

Page 1

A pre-bid conference is scheduled for November 17th, 2025 at 9:00 a.m. local time.

The pre-bid meeting will begin at:

Shawnee Heights USD 450 Support Services Building

4335 SE Shawnee Heights Road

Tecumseh, KS 66542

This project needs to be substantially complete prior to March 21st, 2026. In the event the

project is not substantially complete prior to the date referenced, Shawnee Heights,

USD450 will require the contractor awarded this project a penalty of $1,000 per day. This

penalty will be withheld from the final payment issued to the contractor, unless the

contractor has written permission from Shawnee Heights USD450 stating that the deadline

can be extended. Substantial completion shall be determined by Shawnee Heights USD 450

Director of Support Services, Micah Stegall.

General Work Requirements.

The contractor will be required to start the work per the schedule included herein.

Liquidated damages as stated on the bid form will be assessed for each consecutive

calendar day which the work is not substantially complete, beginning with the first day

beyond the substantial completion time stated. Substantial completion is the owner’s

ability to utilize the facility for its intended purpose. Shawnee Heights Public Schools will

be the sole judge of substantial completion.

The owner reserves the right and may delay work if scheduling between school

administration and contractor cannot be resolved.

It will be the contractor’s responsibility to have the approaching licenses and permits

required by the state and/or municipality in which the work will be performed. It is also

the contractor’s responsibility to make certain all work ad material meets local and state

codes. Bidders shall include permit fees in their bid.

The contractor shall observe and comply with all ordinances, laws, and regulations, and

shall protect and indemnify the owner against any claim or liability arising from or based

on any violation of the same. The contractor shall comply with all regulations of agencies

having jurisdiction with respect to sanitation and safety during construction.

Contractor shall be responsible for protection of the adjacent spaces during all phases of

the project, demolition material storage and new construction.

All items furnished must be of their respective kinds and will be free from defects in

material and workmanship. Items will be subject to our inspection and approval at any

time. Items furnished must be manufactured in compliance with all existing legal or

governmental directives.

Page 2

All work shall be of the highest quality. The contractor and subcontractor shall check their

work regularly for quality and conformance as the work is in progress. Unsatisfactory work

shall be corrected immediately.

The contractor shall promptly correct work rejected by the owner or failing to conform to

the requirements of the contract documents, whether observed before or after

substantially completion and whether or not fabricated, installed or completed. The

contractor shall bear all costs of correcting such rejected work, including additional testing

and inspections and compensation for owner services and expenses made necessary

thereby.

As work is completed by the contractor/subcontractor, it shall be his responsibility to

remove all excess material, equipment and debris from the premises.

Upon substantial completion, a scheduled punch list inspection shall be conducted by the

school district to identify any item(s) requiring additional work. All items noted on the

punch list shall be accomplished by the contractor prior to final payment.

The bidder agrees to furnish all material, labor, tools, expendable equipment, and all utility

and transportation services necessary to perform and complete, in a workmanlike manner,

all of the work required in accord with the bid documents.

All Bidders shall visit the site prior to submitting Bids. This requirement may be fulfilled by

attending the pre-bid conference.

Questions can be directed via email to bids@usd450.net. Questions must be submitted by

5:00 p.m. November 18th, 2025. Questions will not be taken verbally or in person. Answers

to all questions will be added to this invitation on the district website by 5:00 p.m.

November 20th, 2025.

The Owner reserves the right to waive any defects and informalities in Bids, to reject any or

all Bids, to take any or all Bids under advisement, or to accept any Bid as may be deemed in

its interest of meeting the standards of lowest responsible Bid.

Page 3

TERMS AND CONDITIONS

RESERVATIONS: The Board of Education reserves the right to cancel this Invitation for Bid at any time and

for any reason. The Board also reserves the right to reject any or all offers, to accept any item or items in an

offer, and to waive any informality or immaterial defect in offers. Failure to adhere to any of these terms and

conditions may result in the rejection of the offending bid.

QUANTITIES: The Board reserves the right to increase or decrease the quantity of any bid item. Every effort

has been made to provide an accurate estimate of desired quantities or usage, but it is understood quantities

are indefinite until time of order.

PRICING: Prices quoted must remain firm for a minimum period of (45) days from Response Due date. Prices

shall remain firm for the contract period. Prices quoted are to be the full delivered, set- up, and purchase

price to the Unified School District No. 450 (District) including charges of every kind and nature, unless

otherwise indicated.

EQUIVALENT ITEMS: Whenever a material, article or piece of equipment is identified in the specifications by

reference to a manufacturer’s or vendor’s name, trade name, catalogs or model number, etc., it is intended to

establish a standard, unless otherwise specifically stated. Any material, article or equipment of other

manufacturers or vendors shall perform to the standard of the item specified. Equivalent bids must be

accompanied by sufficient descriptive literature and specifications to provide for detailed comparison.

Samples or demonstrations, if required, will be furnished at no expense to the District.

ALTERNATES: Alternate offers on items comparable to the material, article or pieces of equipment listed in

this Invitation for Bid are invited. Bidders should indicate clearly any deviation from the specifications of this

solicitation. The District is under no obligation to consider or accept such offers.

DISCOUNTS: Cash discounts will not be considered in awarding a contract. Where cash discounts for prompt

payment are offered, the discount period shall begin with the date of receipt of a correct invoice, or

acceptance of final receipt of goods, whichever is later.

AWARD: Bids will be analyzed and the award made to the lowest responsible bidder whose offer conforms to

the solicitation, and is considered the most advantageous to Shawnee Heights USD 450. Award may be made

on an item-by-item basis, or based on group or total award. The District may issue a purchase order, contract,

or both as its notification of award to the successful bidder.

NEW GOODS: Unless otherwise specified, all materials, supplies, articles or equipment offered by vendor

must be new, unused and be the best of their respective kinds, free from defects in material or workmanship.

Items will be subject to our inspection and approval. If a substitution is made at the time of delivery, it will be

the decision of the USD Board of Education or District Purchasing Department to determine if it is acceptable.

DELIVERY: Delivery of goods or materials to be F.O.B. stated location. All items must be properly packed and

crated to ensure delivery in good condition, and in accordance with any special instructions included in the

‘Invitation for Bid’ or purchase order.

DEFAULT ON DELIVERY: If the supplier refuses or fails to make deliveries of the materials, supplies, articles

or equipment as defined in this solicitation or on our purchase order, the Board of education may terminate

the right of the supplier to proceed with the transaction. A vendor who defaults on delivery may be barred

from bidding on any subsequent Solicitation for a period to be determined.

Terms and Conditions (Rev. 09-25) page 1

REJECTED ITEMS: Rejected items will be held at the seller’s risk and expense. Seller shall not provide

replacement unless agreed to by the Board of Education or the District Purchasing Department.

PAYMENT: The Board of Education normally approves payments of invoices on the first and third Monday of

each month. Claims received on or before the Wednesday of the week preceding a Board will be paid

immediately following Board approval. Payment of the seller’s invoice is subject to adjustment for any

shortage or rejected items. Individual invoices must be issued for each shipment applying against a purchase

order.

PATENT INFRINGEMENT: The supplier shall provide the standard patent infringement indemnity clause

which shall hold and save the Board of Education and its officers, agents, servants, and employees, harmless

from liability for use of any patented, or unpatented invention, process, article, or appliance manufactured, or

used in the performance of the contract, including its use by the Board of Education.

INDUSTRY STANDARDS: Items must be furnished and performed in accordance with the best- established

practice and standards recognized by the contracted industry and comply with all codes, regulations and

governmental directives.

COMPETITION: The purpose of this solicitation is to seek competition. The vendor shall advise the District of

any specification, language or other requirement inadvertently restricts or limits bidding to a single source.

Notification shall be in writing and must be received no later than five business days prior to the bid closing

date. The Board reserves the right to waive minor deviations in the specifications if they do not hinder the

intent of the solicitation.

SUBMITTALS:

Mail or deliver to:

Shawnee Heights USD 450, Central Office

4401 SE Shawnee Heights Rd., Tecumseh, KS 66542

Refer to the cover page of this document for email, phone or fax numbers. Envelopes containing offers

must be sealed and clearly marked on the lower left-hand corner with the firm name and address,

quote or project name, and response due date and time. Electronic mail submissions may be delivered

to bids@usd450.net.

Terms and Conditions (Rev. 09-25) page 2

Commodity Codes

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

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