RFP for HVAC Maintenance Services (RFP-25-014)
| Location: | California |
|---|---|
| Posted: | Mar 19, 2026 |
| Due: | Apr 15, 2026 |
| Agency: | Orange County Water District |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
RFP for HVAC Maintenance Services (RFP-25-014)
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-year periods.
RFP Documents:
- RFP for HVAC Maintenance Services (RFP-25-014) – Posted 3/19/2026
Solicitation Schedule:
| 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 |
For questions, please contact at procurement@ocwd.com .
Attachment Preview
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
Section
TABLE OF CONTENTS
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
TOC - ii
Section
TABLE OF CONTENTS
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
TOC - iii
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
Pre-Proposal Meeting (mandatory)
Questions Due Date
Proposals Due
Agreement Award Date:
Thursday, March 19, 2026
Thursday, April 2, 2026 at 10:00AM PT
Wednesday, April 8, 2026 at 10:00AM PT
Wednesday, April 15, 2026 at 10:00AM PT
May 2026
Orange County Water District
HVAC MAINTENANCE SERVICES
RFP-25-014
Thursday, March 19, 2026
Page 1 of 15
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
Page 2 of 15
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