HVAC System Replacement - Mini-Split Installation
| Location: | California |
|---|---|
| Posted: | Aug 6, 2026 |
| Due: | Aug 28, 2026 |
| Agency: | West Valley Sanitation District |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
HVAC System Replacement - Mini-Split Installation
|
| Category: | Contract Materials/Services |
| Status: | Open |
|
Attachment Preview
REQUEST FOR PROPOSALS
FOR
HVAC SYSTEM REPLACEMENT – MINI-SPLIT INSTALLATION
Date Released: August 6, 2026
Proposals Due: 4:00 PM, August 28, 2026
This notice, along with its enclosures, comprises the Request for Proposals (RFP)
for this project. Responses shall be submitted in accordance with the instructions
set forth in this RFP. West Valley Sanitation District reserves the right to amend this
RFP by addendum before the closing date indicated above. This RFP and addenda
will be available at: https://www.wvsdca.gov/187/Discover-bid-RFP-opportunities.
Any questions related to this RFP shall emailed to Kent Edler at
KEdler@wvsdca.gov. Questions shall be submitted by 4:00pm on or before August
21, 2026.
West Valley Sanitation District
100 East Sunnyoaks Avenue
Campbell, CA 95008-6608
(408) 378-2407
www.wvsdca.gov
TABLE OF CONTENTS
General Information ......................................................................................... 3
Introduction ...................................................................................................... 4
Project Objective............................................................................................... 4
RFP Schedule..................................................................................................... 4
Project Scope .................................................................................................... 4
Proposal Requirements..................................................................................... 5
Contractor Qualifications.................................................................................. 7
General Conditions ........................................................................................... 7
Site Visit............................................................................................................. 8
Contact Information.......................................................................................... 8
Proposal Evaluation Criteria ............................................................................. 8
Selection Procedure .......................................................................................... 8
Reservations...................................................................................................... 9
Appendix A: Building Floor Plan…………………………………………………………………….10
Appendix B: Photos of Existing HVAC System to be Removed & Replaced…….12
Appendix C: Sample Services Agreement Contract…………………………………….….17
West Valley Sanitation District
Request for Proposals
HVAC System Replacement – Mini-Split Installation Project
GENERAL INFORMATION
West Valley Sanitation District (District) invites qualified contractors to submit a Proposal for the
West Valley Sanitation District HVAC System Replacement – Mini-Split Installation project.
This RFP, and any future Addenda, if issued, will be posted on the District’s website at:
https://www.wvsdca.gov/187/Discover-bid-RFP-opportunities.
Proposals must be submitted by 4:00 P.M., August 28, 2026. Proposals received after this time
and date will be considered nonresponsive and will be returned to the Contractor.
Any Proposals received prior to the time and date specified above may be withdrawn or modified
by written request of the Contractor. To be considered, however, the modified Proposal must
be received prior 4:00 P.M., August 28, 2026.
Unsigned Proposals or Proposals signed by an individual not authorized to bind the prospective
Contractor will be considered nonresponsive and rejected.
Any questions related to this RFP shall emailed to KEdler@wvsdca.gov. Questions shall be
submitted by 4:00pm on or before August 21, 2026.
This RFP does not commit the District to award a contract, to pay any costs incurred in the
preparation of a Proposal for this request, or to procure or contract for services. The District
reserves the right to accept or reject any or all Proposals received as a result of this request, to
negotiate with any qualified Contractor, or to modify or cancel in part or in its entirety the RFP if
it is in the best interests of the District to do so.
All products used or developed in the execution of any contract resulting from this RFP will
remain in the public domain at the completion of the contract.
Page | 3
West Valley Sanitation District
Request for Proposals
HVAC System Replacement – Mini-Split Installation Project
INTRODUCTION
West Valley Sanitation District (“District”) is soliciting proposals from qualified, licensed
contractors to replace the existing office HVAC system with a new mini-split heat pump system
and fresh air filtered handling system with ionizer in our Administration Building. The project
includes full demolition and removal of the existing HVAC system and associated infrastructure,
installation of new Mitsubishi mini-split systems (or approved equal), and all associated electrical,
roofing, and permitting work.
A copy of the floor plan and associated square footage for each space (office, breakroom,
conference room, etc.) is included in Attachment A.
PROJECT OBJECTIVE
The objective of this project is to install a modern, energy-efficient HVAC system that enhances
climate control, reliability, and ease of maintenance for the office facility. The District intends to
pursue rebates through Silicon Valley Clean Energy; therefore, proposals must include detailed
information on system BTU capacity and anticipated efficiency improvements.
RFP SCHEDULE
The following represents the tentative schedule for this RFP. Any change in the scheduled dates
for Deadline for Final Questions or Proposal Submission Deadline will be advertised in the form
of an addendum to this RFP. The schedule for the evaluation process and other future dates may
be adjusted without notice.
Deadline for Final Questions
Proposals Due
Proposal Evaluation by Review Team
Award Recommendation
Contract Execution/Work Commences
August 21, 2026
August 28, 2026
August 28, 2026 – September 3, 2026
September 9, 2026
September 21, 2026 (estimated)
PROJECT SCOPE
The Contractor shall provide all labor, materials, equipment, supervision, and services necessary
to complete the following:
Demolition and Removal
• Remove all existing HVAC units, including rooftop and interior components.
• Remove all no-longer-used conduits, supports, and appurtenances from the roof.
• Properly dispose of all materials in accordance with applicable regulations.
Roof Work
• Seal all roof penetrations resulting from removal of existing HVAC equipment.
Page | 4
West Valley Sanitation District
Request for Proposals
HVAC System Replacement – Mini-Split Installation Project
• Properly flash and seal all new roof penetrations associated with the new system.
New HVAC System Installation
• Furnish and install Mitsubishi mini-split heat pump systems (or approved equal).
• Include indoor air handler (minimum of one) and outdoor condensing units.
• System shall be appropriately sized to meet building heating and cooling loads.
• Fresh air filtered handling system with iWave C ionizer (or approved equal).
Electrical Work
• Provide and install all electrical infrastructure required for the new system.
• Run electrical service to all new heat pump locations and other devices as necessary.
• Coordinate with existing electrical panels and ensure code compliance.
System Design and Engineering
• Provide load calculations and system design.
• Include any required mechanical or electrical engineering.
• Ensure system meets all applicable codes and energy efficiency standards.
Permits
• Obtain all necessary permits for the project.
• Permit costs shall be included as an estimate in the proposal; actual costs will be
reimbursed.
• Meet with onsite building inspectors during inspections and address any issues raised
by the inspector.
PROPOSAL REQUIREMENTS
(A) Provide a detailed cost breakdown including:
• Lump sum price for work described in herein
• A breakout for Permit costs (estimated)
• Any optional or alternate pricing
• Estimated duration of construction
(B) A list of items excluded from the proposal, such as:
o Structural upgrades (if not included)
o Roof replacement beyond patching/sealing
o Electrical panel upgrades (if applicable)
(C) Equipment Requirements
Proposals shall include detailed specifications for all equipment, including:
• Manufacturer and model numbers
Page | 5
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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