CITY OF FESTUS, MISSOURI
REQUEST FOR PROPOSALS (RFP)
Public Library HVAC Controls Removal, Thermostat Installation, RTU Troubleshooting, and Preventative Maintenance Services
RFP Number:COF2026___
Issue Date:07/06/2026_____
Proposal Due Date:07/27/2026, 2 PM_
Location: Festus Public Library and Festus City Hall
1. INTRODUCTION
The City of Festus is soliciting proposals from qualified HVAC contractors to provide labor, materials, equipment, supervision, and related services necessary to:
-
Remove the existing HVAC control system at the Festus Public Library.
-
Install new standalone thermostats for each rooftop unit (RTU).
-
Install one additional thermostat location for a future RTU.
-
Troubleshoot and provide recommendations for RTU-4 at the Public Library.
-
Provide separate preventative maintenance agreements for HVAC equipment located at the Public Library and Festus City Hall.
The City intends to award this project to the contractor whose proposal is determined to be in the best interest of the City based on qualifications, experience, scope compliance, maintenance offerings, and overall value.
2. PROJECT LOCATIONS
Festus Public Library
400 W. Main Street
Festus, Missouri 63028
Festus City Hall
711 W. Main Street
Festus, Missouri 63028
3. SCOPE OF WORK
A. Existing Controls Removal
The contractor shall:
-
Remove and properly dispose of the existing HVAC control system serving the Public Library.
-
Remove all unnecessary control components, sensors, controllers, wiring, and related hardware associated with the existing control system.
-
Disconnect equipment in a manner that does not adversely affect operation of existing HVAC equipment.
-
Coordinate all work with City staff to minimize disruptions to library operations.
B. New Thermostat Installation
The contractor shall:
-
Furnish and install one (1) new thermostat for each existing rooftop unit serving the Public Library.
-
Provide all wiring, sensors, accessories, mounting hardware, and programming required for proper operation.
-
Ensure each thermostat independently controls its assigned rooftop unit.
-
Verify proper operation of heating, cooling, fan, and scheduling functions.
-
Provide training to City personnel regarding operation of the thermostats.
Future RTU Thermostat
The contractor shall:
-
Furnish and install one (1) additional thermostat intended for a future rooftop unit.
-
The thermostat location shall be recommended by the successful contractor based on building layout, HVAC load calculation for future equipment considerations, and best HVAC practices.
C. RTU-4 Troubleshooting
The contractor shall:
-
Perform diagnostic testing and troubleshooting of RTU-4 at the Public Library.
-
Identify operational deficiencies and provide a written report outlining:
-
Existing issues.
-
Probable causes.
-
Recommended repairs.
-
Estimated repair costs.
-
Include any immediate corrective actions necessary to restore proper operation.
The City reserves the right to authorize repairs under a separate agreement following review of the contractor's findings.
4. PREVENTATIVE MAINTENANCE SERVICES
The City requests pricing for two separate preventative maintenance agreements.
Contractors shall provide a detailed maintenance scope, inspection schedule, service frequency, emergency response procedures, and a yearly contract term, which may also include optional multi-year contract terms with any applicable discounted price.
A. Public Library HVAC Maintenance Agreement
Equipment included:
Rooftop Units
Mini-Split System
Exhaust Fans
Maintenance services shall include, at minimum:
-
Spring and Fall inspections
-
Filter inspections
-
Belt inspections with annual replacement
-
Refrigerant checks
-
Electrical inspections
-
Coil inspections and cleaning recommendations
-
Condensate inspections
-
Operational testing
-
Written service reports
B. City Hall HVAC Maintenance Agreement
Equipment included:
HVAC Equipment
-
CU-1, AHU-1, Outside Air AHU
-
CU-4, AHU-4
-
Additional HVAC Unit for the Emergency Operations Center
Boilers
-
3 Boilers
-
2 indirect domestic hot water tanks and all associated equipment
Pumps
Variable Air Volume Boxes (VAVs)
Maintenance services shall include, at minimum:
-
Spring and Fall inspections
-
Filter inspections
-
Belt inspections with annual replacement
-
Electrical inspections
-
Boiler inspections
-
Pump inspections
-
VAV operational checks
-
Refrigerant inspections
-
Coil inspections and cleaning recommendations
-
Safety control testing
-
Written service reports
5. PROPOSAL REQUIREMENTS
Contractors shall provide:
Company Information
-
Company name
-
Address
-
Contact person
-
Phone number
-
Email address
Qualifications
-
Years in business
-
Relevant HVAC service experience
-
Experience with municipal facilities
-
References from at least three similar projects
Technical Proposal
-
Description of proposed thermostat equipment
-
Description of installation approach
-
Proposed thermostat locations
-
RTU-4 diagnostic approach
-
Maintenance program details
Pricing
Provide separate pricing for;
-
Public Library
-
Removal of existing controls.
-
Installation of thermostats for six (6) RTUs and one Mini Split.
-
Installation of one (1) future RTU thermostat.
-
RTU-4 troubleshooting and report.
-
Maintenance Agreements
-
Annual Public Library Maintenance Agreement.
-
Annual City Hall Maintenance Agreement.
6. INSURANCE REQUIREMENTS
The successful contractor shall provide certificates of insurance showing:
-
General Liability: $1,000,000 per occurrence
-
Automobile Liability: $1,000,000
-
Workers' Compensation: Statutory Requirements
The City of Festus shall be listed as an additional insured where applicable.
7. SITE VISIT
Contractors are strongly encouraged to visit both facilities prior to submitting proposals. Site visits may be scheduled by contacting the City of Festus Public Works Department.
8. EVALUATION CRITERIA
Proposals will be evaluated based on:
-
Experience and qualifications
-
Understanding of project requirements
-
Quality of proposed maintenance program
-
References
-
Responsiveness of proposal
-
Overall project cost
-
Long-term value to the City
The City reserves the right to reject any or all proposals and to waive informalities when deemed in the best interest of the City.
9. SUBMISSION OF PROPOSALS
Proposals shall be submitted in a sealed envelope clearly marked:
"Public Library HVAC Controls Removal and HVAC Maintenance Services RFP"
Submit proposals to:
City of Festus
Attn: Michael Christopher
950 N. Fifth St.
Festus, MO 63028
Proposals must be received no later than the date and time listed in this RFP.
Late proposals will not be considered.
10. QUESTIONS
Questions regarding this RFP shall be directed to:
Shain Dollar
Right-of-Way Manager
City of Festus Public Works
711 W. Main Street
Festus, MO 63028
The City reserves the right to issue addenda to clarify or modify this RFP prior to the proposal due date.
