RFP for HVAC Maintenance Services (RFP-25-014)

ORANGE COUNTY WATER DISTRICT
REQUEST FOR PROPOSALS
RFP-25-014
FOR
HVAC MAINTENANCE SERVICES
ISSUED: Thursday, March 19, 2026
PROPOSALS DUE:
Wednesday, April 15, 2026 at 10:00AM PT

TABLE OF CONTENTS
Section Page
1. INTRODUCTION _____________________________________________________________________ 1
2. SOLICITATION SCHEDULE _________________________________________________________ 1
2.1. MANDATORY PRE-PROPOSAL MEETING ________________________________________ 2
2.2. QUESTIONS CONCERNING REQUEST FOR PROPOSALS ________________________ 2
2.3. DEADLINE FOR PROPOSALS ____________________________________________________ 2
2.4. PRE-SUBMITTAL ACTIVITIES _____________________________________________________ 3
3. PROJECT BACKGROUND AND DESCRIPTION ______________________________________ 3
4. SCOPE OF SERVICES _______________________________________________________________ 3
4.1. General Description of Services __________________________________________________ 3
4.2. Preventative Maintenance Program _______________________________________________ 4
4.3. HVAC Air Filter Replacement Service _____________________________________________ 5
4.4. Service Procedures and Site Requirements ______________________________________ 5
4.5. Service Locations ________________________________________________________________ 6
5. GENERAL INFORMATION ___________________________________________________________ 7
5.1. MINIMUM QUALIFICATIONS ______________________________________________________ 8
5.2. CONTRACTOR SAFETY __________________________________________________________ 8
5.3. PREVAILING WAGE ______________________________________________________________ 8
5.4. DIR CONTRACTOR REGISTRATION ______________________________________________ 9
6. ELEMENTS OF PROPOSAL _________________________________________________________ 9
6.1 Title Page ________________________________________________________________________ 10
6.2 Cover Letter _____________________________________________________________________ 10
6.3 Table of Contents ________________________________________________________________ 10
6.4 Contractor License and DIR Contractor Registration, Prevailing Wage Laws
Compliance _____________________________________________________________________________ 10
6.5 Experience and record of past performance. ____________________________________ 10
6.6 Pricing, Labor Rates, and Material Markup _______________________________________ 11
6.7 Other Information ________________________________________________________________ 12
6.7.1 Contractor Safety Program ____________________________________________________ 12
6.7.2 Safety Manual _________________________________________________________________ 12
6.7.3 Quality Control Plan ___________________________________________________________ 12
6.8 OCWD Standard Agreement _____________________________________________________ 12
6.9 Statement of Insurance Compliance _____________________________________________ 12
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TABLE OF CONTENTS
Section Page
6.10 Billing and Invoicing Requirements ______________________________________________ 13
6.11 Conflict of Interest _______________________________________________________________ 13
6.12 Equal Employment Opportunity And Affirmative Action Requirements __________ 13
7. PROPOSAL SUBMISSION REQUIREMENTS ________________________________________ 14
7.1. Proposal Format _________________________________________________________________ 14
7.2. Proposal Preparation Costs _____________________________________________________ 14
8. SELECTION PROCESS _____________________________________________________________ 14
9. SPECIAL CONDITIONS _____________________________________________________________ 15
9.1. RESERVATIONS _________________________________________________________________ 15
9.2. PUBLIC RECORDS ______________________________________________________________ 15
9.3. RIGHT TO CANCEL ______________________________________________________________ 15
9.4. ADDITIONAL INFORMATION _____________________________________________________ 15
9.5. PUBLIC INFORMATION __________________________________________________________ 15
List of Exhibits:
Exhibit A: Performance Standards for HVAC Services
Exhibit A-1: OCWD Equipment and Filter list by location
Exhibit A-2: OCWD Laboratory Area 125 - Specialized Air Filter Requirements
Exhibit A-3: Price Sheet
Exhibit B: Sample Work Summary Report
Exhibit C: Contractor Safety
Exhibit C-1: Contractor Environmental Health & Safety Handbook
Exhibit C-2: Contractor Safety Program
Exhibit D: Services Agreement
Exhibit E: Evaluation Criteria
List of Attachments:
Attachment No.1: RFP Submittal Checklist
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OCWD RFP-25-014 - HVAC MAINTENANCE SERVICES
The Orange County Water District ("OCWD" or District) is seeking proposals from
qualified and experienced firms to provide expertise and experience in HVAC Mechanical
Preventative Maintenance and Repairs Services at the main OCWD campus. OCWD
intends to evaluate the proposals received and enter into a Three-Year General Services
Agreement ("Agreement") with the qualified firm. The work is expected to commence on
July 1, 2026. This Agreement will be for a minimum term of three (3) years with an option
to extend for two additional one-years. The Agreement will be monitored closely for
acceptable services rendered throughout the Agreement term. OCWD will have the option
to terminate the contract in whole or in part during the Agreement term, for any reason or
no reason, without penalty, upon notice. The proposer will not be entitled to lost profits
or any other compensation not earned prior to the time of termination.
This Request for Proposal ("RFP") describes the required scope of services, the
information that must be included in the proposal, and the proposal selection process.
Proposers are encouraged to carefully review this RFP in its entirety prior to submitting
their proposals. Failure to submit information in accordance with these requirements and
procedures may be cause for disqualification.
1. INTRODUCTION
The OCWD is an internationally recognized leader in the water industry that was formed
in 1933 by the California State Legislature which entrusted OCWD to guard and protect
the region's groundwater basin and limited water supply. OCWD's mission is to provide
a reliable supply of high-quality water that is sourced in an environmentally responsible
manner to the more than 2.5 million residents and businesses within the 270 square mile
service area of Orange County, California that OCWD serves. OCWD manages three of
Southern California's greatest water supplies, this includes protecting rights to the Santa
Ana River, managing and replenishing the Orange County Groundwater Basin, and
operating and maintaining the Groundwater Replenishment System (GWRS), the world's
largest advanced water purification system for potable water reuse. More information
regarding the OCWD can be found at www.ocwd.com.
2. SOLICITATION SCHEDULE
The solicitation schedule is summarized in the table below. OCWD reserves the right to
modify the schedule below at its discretion. Proper notification changes will be made to
interested proposers.
RFP Issued Thursday, March 19, 2026
Pre-Proposal Meeting (mandatory) Thursday, April 2, 2026 at 10:00AM PT
Questions Due Date Wednesday, April 8, 2026 at 10:00AM PT
Proposals Due Wednesday, April 15, 2026 at 10:00AM PT
Agreement Award Date: May 2026
Orange County Water District
HVAC MAINTENANCE SERVICES
RFP-25-014
Thursday, March 19, 2026
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OCWD RFP-25-014 - HVAC MAINTENANCE SERVICES
2.1. MANDATORY PRE-PROPOSAL MEETING
The mandatory pre-proposal meeting will be held at the OCWD Headquarters at 18700
Ward Street, Fountain Valley, CA 90712 on Thursday, April 2, 2026 at 10:00AM PT.
Firms interested in submitting proposals are required to attend the pre-proposal meeting.
Meeting participants will be required to sign in. A copy of the sign-in sheet will be posted
on the OCWD website at, https://www.ocwd.com/working-with-us/rfp-contracts/, after the
pre-proposal meeting. Proposals will not be accepted from firms that do not attend the
mandatory pre-proposal meeting.
2.2. QUESTIONS CONCERNING REQUEST FOR PROPOSALS
All questions regarding the RFP must be submitted in writing before the deadline due
date of Wednesday, April 8, 2026 at 10:00AM PT. All questions must be titled
"Question - RFP-25-014 HVAC Maintenance Services". Responses to questions
received from prospective proposers will be formally documented in a Question and
Answer (Q&A) table that will be posted on the OCWD website:
https://www.ocwd.com/working-with-us/rfp-contracts/. The Q&A table will be updated
regularly as questions are received from prospective proposers. Questions received
after the questions due date will not be considered.
Attention: Bobby Velasco, Warehouse Supervisor/ Senior Buyer
Email: procurement@ocwd.com
2.3. DEADLINE FOR PROPOSALS
Three (3) hard copies and one (1) electronic flash drive copy of the proposal must be
received in a sealed envelope by OCWD no later than Wednesday, April 15, 2026 at
10:00AM PT or such later time that OCWD may announce by an addendum at any time
prior to the proposal deadline. The envelope shall be plainly marked on the exterior
"Proposal for RFP-25-014 HVAC MAINTENANCE SERVICES" and with the name,
company name, and address of the proposer.
Proposals must be mailed or delivered in person or via courier services at the District
office listed below. To deliver submittal packages in person or via courier, please notify
the guard at the main gate for proposal drop off. Sealed envelopes will be timestamped
upon receipt at the receptionist desk.
Orange County Water District
Administration Office Building
Attention: Bobby Velasco, Warehouse Supervisor/ Senior Buyer
Address: 18700 Ward Street
Fountain Valley, CA 92708
It is the Proposer's responsibility to ensure that proposals are received prior to the
submittal deadline. Proposal packages should also include all signed Acknowledgment
Orange County Water District
HVAC MAINTENANCE SERVICES
RFP-25-014
Thursday, March 19, 2026
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OCWD RFP-25-014 - HVAC MAINTENANCE SERVICES
of Addendum forms that may be issued by OCWD as part of this RFP process, as further
described below. Proposals received after the deadline will not be considered under any
circumstances. FAXED OR E-MAILED SUBMISSIONS WILL NOT BE ACCEPTED. The
OCWD will not be responsible for the proper identification and handling of any proposals
submitted incorrectly. Only responses properly submitted to OCWD will be considered.
OCWD reserves the right to reject any and/or all responses received. There will be no
formal opening of the proposals.
2.4. PRE-SUBMITTAL ACTIVITIES
The District reserves the right to revise the RFP prior to the date the Proposals are due.
Addendums to the RFP shall be posted on the OCWD website:
https://www.ocwd.com/working-with-us/rfp-contracts/ for all interested Proposers. The
District reserves the right to extend the date by which the Proposals are due.
3. PROJECT BACKGROUND AND DESCRIPTION
The GWRS and associated facilities at the District's Fountain Valley campus rely on many
HVAC systems that require rigorous, routine maintenance to ensure reliable plant and
office operations, to protect critical plant equipment, and to provide a safe and
comfortable working environment for staff. These systems support a wide range of
operational areas including various equipment and standalone systems serving critical
spaces. The HVAC equipment generally consists of chillers and associated components,
heating and cooling units, air handling and distribution equipment, ventilation and exhaust
systems, and HVAC units serving critical spaces such as computer and electrical
equipment rooms, as well as partnering agency flow equalization facilities located
throughout the District's campus.
The District is seeking proposals from qualified and experienced firms for comprehensive
HVAC preventative maintenance and related repair services to support these facilities.
This RFP is intended to ensure continuity of service, maintain system reliability, and
support ongoing operational needs across all the District's GWRS plant and related
facilities.
4. SCOPE OF SERVICES
4.1. General Description of Services
See Exhibit A, attached at the end of this Request for Proposals (RFP), for
performance standards governing HVAC maintenance services required at the Orange
County Water District ("District") main campus located at:
18700 Ward Street, Fountain Valley, California 92708
The HVAC Maintenance Contractor (hereinafter referred to as the "Contractor") shall
provide quarterly, semi-annual, and annual preventive inspections and maintenance
services for District HVAC systems. All work shall be performed during regular working
Orange County Water District
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Thursday, March 19, 2026
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OCWD RFP-25-014 - HVAC MAINTENANCE SERVICES
hours of 8:00AM to 4:30PM, Monday through Friday, except for Holidays, unless District
authorization is given for working after hours.
The work shall include a comprehensive maintenance program consisting of inspection,
preventive maintenance, repair recommendations, service calls, troubleshooting, and
related services necessary to maintain safe, reliable, and properly functioning HVAC
systems that provide acceptable indoor air quality for District employees and the public.
Proposers will perform scheduled preventative maintenance in accordance with a
program of standard quarterly, semi-annual, and annual routines as determined by
proposer's experience, equipment application, and equipment operating hours that are
recommended by each equipment manufacturer and location. This service is designed
to optimize the reliability and efficiency of the equipment, extend the useful life of the
District's equipment, and provide proactive indications of excessive wear and damage
to HVAC systems before a catastrophic failure occurs during the next operating season.
Proposer will also provide recommendations for additional service(s) that will better
enhance equipment performance.
Standard services on all equipment including testing each unit's safety and starting
components, check refrigerant levels (where required), calibration, replacing air filters
for effective COVID-19 filtration, lubrication, coil and condensate cleaning, water
treatment of closed loop water system (where applicable), cleaning, measuring, and any
reasonable unit-specific maintenance necessary to properly care for the equipment and
maintain the best operating efficiencies possible,
All covered equipment shall have on an annual basis fan belt replacement, condenser
coil cleaning, condensate pan and drain cleaned with labor and materials included in the
cost. Scope of work will be slightly different to match the needs at each facility.
4.2. Preventative Maintenance Program
The Contractor shall perform planned quarterly, semi-annual, and annual preventive
maintenance inspections in accordance with manufacturer-recommended maintenance
practices and industry standards, as described in Exhibit A. All maintenance activities
shall follow manufacturer recommendations unless otherwise approved by the District.
Maintenance activities shall include, but are not limited to, the following:
* Replacement of disposable air filters at each scheduled inspection.
* Cleaning of equipment components, including condenser coils, condensate pans,
and condensate drain lines.
* Preventive replacement of belts, as required.
* Maintenance and service, as needed, for:
o Variable Air Volume (VAV) boxes
o Heat pumps
o Air handling units
Orange County Water District
HVAC MAINTENANCE SERVICES
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Thursday, March 19, 2026
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OCWD RFP-25-014 - HVAC MAINTENANCE SERVICES
o Boilers
o Circulation pumps
o Exhaust fans
o Split systems serving data centers
o Rooftop air conditioning units
o Air compressors
o Other HVAC system components
* Troubleshooting and diagnostic services.
* Timely response to emergency service requests.
* Completion of repairs within a reasonable and timely manner.
* Provision of engineering support and technical services when requested by the
District.
Contractor shall provide and install new belts on an annual basis, one time per year. If
belt replacement is required more frequently than the scheduled maintenance interval,
the Contractor shall notify the District in advance and obtain authorization prior to
performing additional work that may result in additional costs. All filter and belt
replacements shall include placement of a service tag indicating the date of
replacement and the initials of the servicing technician.
4.3. HVAC Air Filter Replacement Service
The Contractor shall provide routine air filter replacement services for HVAC equipment
identified in Exhibit A-1- OCWD Equipment and Filter List by location. Disposable
air filters shall be replaced at the frequencies specified in Exhibit A using filters meeting
or exceeding the required minimum MERV ratings.
Facility-specific requirements exist for the Laboratory Area 125 filtration systems. Filter
types and replacement frequencies identified in Exhibit A-2 - OCWD Laboratory Area
125 - Specialized Air Filter Requirements shall govern and supersede standard filter
replacement requirements where applicable. Filter replacement services for Laboratory
Area 125 shall be performed after regular working hours.
Filter replacement services shall:
* Maintain indoor air quality and system efficiency,
* Prevent particulate buildup within ductwork and coils,
* Maintain proper airflow through heating and cooling equipment.
4.4. Service Procedures and Site Requirements
Technician Arrival and Coordination
1. The Technician shall sign-in upon arrival and sign-out upon departure at the
District's Receptionist Desk. All work shall be performed during regular working
Orange County Water District
HVAC MAINTENANCE SERVICES
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OCWD RFP-25-014 - HVAC MAINTENANCE SERVICES
hours of 8:00AM to 4:30PM, Monday through Friday, except for Holiday, unless
District authorization is given for working after hours.
2. Upon arrival, the Technician shall coordinate with the designated District
representative to review operational concerns or reported issues.
3. The Technician shall prepare a written service summary report (Work Summary
Report) documenting all services performed, inspections, findings, and
recommendations. At a minimum, the Contractor shall submit one consolidated
Work Summary Report monthly, organized by facility or area and summarizing all
visits performed during the reporting period.
Contractors may submit Work Summary Reports more frequently (e.g., per visit
or weekly) if preferred, provided all services are clearly identified by facility or
area and meet the reporting requirements of this section. Each report shall be
signed by both the designated District representative and the Technician, with a
signed copy provided to the District.
* Sample Work Summary Report: A sample Work Summary Report is
provided in Exhibit B to illustrate the required format and level of detail for
service documentation.
4. Work summary reports shall serve as the supporting documentation for invoicing
and will be reviewed as part of the payment approval process as described in the
Billing and Invoice Requirements Section of this RFP.
Repair Authorization and Corrective Maintenance
* All required or recommended repairs identified during inspections or service visits
shall be reported to the District prior to commencement of any repair work.
* Repairs must be described in writing and submitted to the designated District
representative for review and evaluation.
* The Contractor shall provide a separate written quotation for corrective
maintenance or repair services.
* The District reserves the right to determine whether the Contractor will perform
any repair services. At its sole discretion, the District may obtain competitive
quotations for corrective or non-routine maintenance services from other
contractors, in order to ensure that services are provided in the manner that best
meets the District's operational, technical, and financial needs.
* No corrective maintenance work shall proceed without prior District authorization.
4.5. Service Locations
The areas that require HVAC equipment, maintenance and services are:
OCWD / MWDOC offices main chiller pit
Orange County Water District
HVAC MAINTENANCE SERVICES
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OCWD RFP-25-014 - HVAC MAINTENANCE SERVICES
Area 105 MWDOC Administration Building
Area 115 OCWD Administration Building
Area 125 Laboratory
Area 137 Guard House
Area 140 Screening Facility Electrical Building
Area 142 Flow Equalization Facilities - OCSAN Plant No.2
Area 144 SEFE 1
Area 160 Annex / Maintenance - I&E Workshops
Area 170 Warehouse building / Barrier - Water Quality - Auto Shop
Area 210 Micro Filtration Structures East and West
Area 255 RO Transfer Pump Station
Area 320 Green Acres Project Process Building
Area 400 Bulk Chemical Motor Control Center Enclosure
Area 470 RO Pretreatment Vault
Area 500 RO Motor Control Center Enclosure
Area 510 RO Treatment Building
Area 540 RO Electrical Supply and Office Building
Area 640 UV Electrical Supply Building
Area 700 Lime Motor Control Center Enclosure
Area 730 Lime Storage Building
Area 750 Chemical Storage Building
Area 815 Product Water Pump Station
Area 910 Switch Gear Building
OCSD - SEFE 2
5. GENERAL INFORMATION
The District expects the selected firm to provide quality service in accordance with
industry standards. The firm must demonstrate experience with the type of anticipated
work and must have the ability to perform all services in a timely manner upon the
request(s) from the District or the District's authorized representative. All work shall
comply with the requirements of federal, state, and local laws, and District requirements.
The HVAC services firm must be reputable and capable of furnishing all required
materials, equipment, machinery, tools, apparatus, incidentals, labor, and supervision
necessary to provide superior preventive and corrective maintenance, inspections, and
related HVAC services for all OCWD facilities as defined in this RFP document.
Acceptable performance standards include, but are not limited to, dependability,
contractor safety, demonstrated experience with anticipated work with the ability to
perform all anticipated services in a timely manner upon receipt of request, expertise on
the preventive maintenance, inspection, repair, troubleshooting, and service of HVAC
systems, including air handling units, rooftop units, heat pumps, boilers, circulation
pumps, VAV boxes, exhaust fans, split systems, air compressors, and laboratory-specific
filtration systems, as well as communication with the District regarding system conditions,
repair recommendations, and service documentation.
Orange County Water District
HVAC MAINTENANCE SERVICES
RFP-25-014
Thursday, March 19, 2026
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