RFP HVAC System Replacement
| Location: | Washington |
|---|---|
| Posted: | May 27, 2026 |
| Due: | Jun 18, 2026 |
| Agency: | Quinault Indian Nation |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
RFP HVAC System Replacement
|
| Category: | Tribal Employment Rights Ordinance (TERO) |
| Status: | Open |
|
Attachment Preview
Quinault Community Health
421 W. State Street Aberdeen, WA 98520 Tel: (564) 544-1950
Request for Proposal
# 2026-0001
HVAC System Replacement
May 27, 2026
Request for Proposals
Quinault Community Health (QCH) is seeking qualified contractors to submit a Request for Proposal
(RFP) for the replacement and installation of a new HVAC system at our healthcare clinic located at
1020 Anderson Drive, Aberdeen, WA - Building 200.
Introduction
The goal of this project is to design and implement a reliable, high-performance HVAC system that
ensures consistent indoor air quality, optimal temperature control, and long-term operational
dependability. The system must be energy-efficient and aligned with applicable sustainability
standards, while meeting or exceeding all local, state, federal, and tribal regulatory requirements.
Particular emphasis will be placed on supporting healthcare-specific needs, including infection
prevention and control, proper ventilation, and air filtration to promote a safe environment for
patients, staff, and visitors. Additionally, the system should enhance overall operational efficiency by
reducing maintenance demands, minimizing downtime, and supporting cost-effective facility
management over the lifecycle of the equipment.
Scope of Work
The selected contractor will be responsible for providing all labor, materials, equipment, and
supervision necessary to complete the HVAC project. Scope includes, but is not limited to:
• Assessment of existing HVAC system.
• Removal and proper disposal of existing equipment.
• Design and installation of new HVAC system including all associated components and
infrastructure required for a complete and fully functional system. This includes, but is not
limited to, curb adapters, roof curbs, structural supports, equipment mounts, ductwork
modifications or replacements, electrical connections, controls integration, thermostats, and
any required system accessories.
• Compliance with healthcare ventilation and infection control standards, including but not
limited to ASHRAE Standard 170 (Ventilation of Health Care Facilities), as well as all
applicable local, state, federal, and tribal regulations. The system design and installation
must support required air changes per hour (ACH), filtration standards, pressure
relationships, and other infection prevention and control measures appropriate for
healthcare environments.
• Ductwork evaluation, repair, or replacement as needed.
• Replacement of VAV boxes
RFP Quinault Community Health HVAC System – Building 200 May 2026
Page 1 of 4
Quinault Community Health
421 W. State Street Aberdeen, WA 98520 Tel: (564) 544-1950
• Integration with existing building systems, proper sealing and weatherproofing, and ensuring
all components are installed in accordance with manufacturer specifications and applicable
codes.
• Installation of low-voltage wiring
• Controls and thermostat installation.
• Central control system
• Testing, balancing, and commissioning of the system, including full system startup and
verification to ensure optimal performance and compliance with design specifications. This
shall include, at a minimum: preparation and submission of a comprehensive air balance
report; functional performance testing of all HVAC equipment and components; verification
and calibration of system controls, thermostats, and sequences of operation; and delivery of
complete final commissioning documentation. Documentation should confirm that all
systems are operating as intended, meet applicable codes and healthcare standards, and are
ready for occupancy and ongoing use.
• Staff training on system operation.
• Provision of warranty and maintenance recommendations.
• Contactor shall ensure full compliance with all applicable healthcare ventilation and
infection control standards, including ASHRAE Standard 170, and any additional
requirements specific to outpatient healthcare facilities.
A pre-bid site walk with Facilities Director is required to improve bid accuracy and reduce change
orders.
All work must be completed in a manner that minimizes disruption to clinic operations.
Cost Estimates
Proposals must include a detailed cost estimate, including:
• Labor costs
• Materials and equipment
• Permits and fees
• Project management costs
• Any additional or optional costs
• Clearly identified allowances or contingencies
Project Timeline
Contractors should demonstrate the ability to meet timelines while accommodating a healthcare
setting with active patient services.
• Estimated Project Start Date: July 24, 2026
• Estimated Project Completion Date: August 7, 2026
• Key Project Milestones, if any: None
Proposal Submittal
RFP Quinault Community Health HVAC System – Building 200 May 2026
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Quinault Community Health
421 W. State Street Aberdeen, WA 98520 Tel: (564) 544-1950
Firms are solely responsible for all costs incurred in the preparation and submittal of the RFP.
Submittal becomes the property of QCH and will not be returned. The proposal will be evaluated
based on the firm’s experience of the assigned project manager and team.
Respondents shall submit an electronic proposal that is limited to 10 pages. Responses must be
received by June 18, 2026.
Send your submittals to:
Jim Scott
Facilities Director
Quinault Community Health
jim.scott@quinaultwc.org.
Proposals shall demonstrate that the firm has the professional capability and availability to complete
all the tasks in a satisfactory manner. Contractor must be properly licensed and meet Washington
State Department of Labor & Industries requirements. Responses shall include:
1. The company’s legal name, address, telephone number and key contact email address;
2. The project manager assigned to this project and a brief description of their qualifications
and list of projects and date of completion for projects similar in scope and experience
working with tribes;
3. The proposed work plan and schedule for activities to be performed;
4. Bid proposal based on the proposed scope of work, work plan and schedule;
5. Equipment specifications including manufacturer, make, and model numbers;
6. Warranty details including parts and labor;
7. Necessary or planned subcontractors, if any;
8. The firm’s Billing contact name, email, and phone number. Also include the preferred
invoicing schedule and terms;
9. Proof of current license, bond and insurance, including general liability insurance, worker’s
compensation, professional liability insurance, if applicable. Include coverage limits and
certificates of insurance;
10. A minimum of three references that are knowledgeable regarding the firm’s performance on
projects. The references shall be for projects on which the Project Manager has performed.
Evaluation Criteria and the Selection Process
The basis of the award will be to the respondent receiving the most points based on the following
criteria:
• Completeness of the submittal (15 points)
• Quality of services (20 points)
• Cost / Price Proposal (20 points)
• Reputation and experience (15 points)
• Ability to meet all deadlines for delivery of the items (15 points)
RFP Quinault Community Health HVAC System – Building 200 May 2026
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Quinault Community Health
421 W. State Street Aberdeen, WA 98520 Tel: (564) 544-1950
• Understanding of healthcare facility requirements (15 points)
Total Possible Score: 100 Points
Proposals scoring below 70 points may be considered non-responsive and may not be eligible for
award.
Preference will be given to qualified Indian-owned firms per the QIN’s Indian Preference Policy.
Respondents must not have been suspended or debarred by the federal government.
The successful bidder will sign a Standard Independent Contractor Agreement with QCH.
The QCH reserves the right to accept or reject all or part of the proposal/bid, and to negotiate with the
respondents to ensure that the QCH receives appropriate deliverables within the required timeframe.
*** END ***
RFP Quinault Community Health HVAC System – Building 200 May 2026
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