1-Springville HVAC and Maintenance RFP 09.2026.pdf

City of Springville | RFP 2026-015

REQUEST FOR PROPOSALS (RFP)

HVAC & Mechanical Maintenance Services

RFP # 2026-015

ISSUE DATE: 9/10/2026

SUBMISSION DEADLINE: 10/6/2026

RFP CONTACT: Marissa Bassir

801-491-7803 |mbassir@springvilleutah.gov

110 S. Main St.

Springville, UT 84663

TABLE OF CONTENTS

I. Introduc9on……………………………………………………………………………………………………………3

II. Project Descrip9on…………………………………………………………………………………………………4

III. Scope of Work………………………………………………………………………………………………………..4

IV. Condi9ons Governing the Procurement………………………………………………………………….7

V. Response Format and Organiza9on………………………………………………………………………..9

VI. Evalua9on of Proposals…………………………………………………………………………………………11

VII. AAachments…………………………………………………………………………………………………………13

I. INTRODUCTION

a. PURPOSE OF RFP

Springville City is reques9ng proposals from qualified HVAC contractors to provide ongoing maintenance and repair services for HVAC and mechanical equipment located citywide, but primarily in four main City facili9es.

b. ORGANIZATION BACKGROUND

Springville City operates under a municipal government structure, providing essen9al services such as public safety, u9li9es, parks and recrea9on, and community development. With a focus on innova9on and efficiency, the city con9nually seeks to improve its technology and communica9on systems to beAer serve its residents and employees. The city boasts a growing popula9on, high-quality recrea9onal facili9es, and a well-maintained infrastructure that supports both residents and businesses. See more at hAps://www.springvilleutah.gov.

c. AUTHORITY

The terms, condi9ons, defini9ons, and requirements of this RFP shall be governed by the City’s Procurement Code, TITLE 2 CHAPTER 10 of the City’s

Municipal Code, unless otherwise specified.

d. NON-DISCRIMINATION

Equal Opportunity Compliance: In performing their obliga9ons required hereunder, the Contractor and its subcontractors and/or vendors, shall not discriminate against any person on the basis of race, color, religion, sex, gender, gender iden9ty, sexual orienta9on, pregnancy, childbirth or condi9on related to pregnancy or childbirth, spousal affilia9on, na9onal origin, ancestry, age, or disability in its employment prac9ces or any program or ac9vity preformed under this Agreement. The Contractor agrees to comply and act in accordance with all provisions of the applicable federal, state and City laws, rules, regula9ons, and execu9ve orders pertaining to equal employment opportunity and nondiscrimina9on. If Contractor or its subcontractors or vendors are found not to be in compliance with these requirements during the life of this Agreement, Contractor agrees to take prompt appropriate steps to correct these deficiencies.

Failure to adhere to the provisions of this sec9on will be considered a material breach of this Agreement.

ADA Compliance: In performing their obliga9ons required hereunder, the

Contractor and its subcontractors and/or vendors shall meet all the requirements of the Americans with Disabili9es Act of 1990, the ADA Amendments Act of

2008, and all applicable rules and regula9ons (the “ADA”) that are imposed directly on the Contractor or that would be imposed on the City as a public en9ty. If Contractor or its subcontractors or vendors are found not to be in compliance with these requirements during the life of this Agreement, Contractor agrees to take prompt appropriate steps to correct these deficiencies.

Failure to adhere to the provisions of this sec9on will be considered a material breach of this Agreement.

e. TERM OF CONTRACT

This RFP will result in a single award. This RFP is to contract for a period of (3) years with an op9on to renew (2) addi9onal years. Springville City may terminate the contract within 30 days with cause and 60 days without cause by providing wriAen no9ce.

II. PROJECT DESCRIPTION

The intent of this contract is to procure the services of a qualified HVAC contractor to provide scheduled preven9ve maintenance, inspec9on, troubleshoo9ng, and repair services. The City also needs the HVAC contractor to have the ability to sub-contract or deliver an in-house water treatment service, HVAC systems control services, and mechanical engineering services at an established price while also establishing rates for emergencies and unscheduled repairs.

III. SCOPE OF WORK

a. Facili9es – The contractor shall provide maintenance services for HVAC and mechanical equipment located at the following City facili9es:

1. Springville City Civic Center – 110 S. Main St., Springville, UT 84663

2. Springville City Library – 45 S. Main St., Springville, UT 84663

3. Springville City Museum – 126 E. 400 S., Springville, UT 84663

4. Clyde Recrea9on Center – 717 S. 1200 W., Springville, UT 84663

The equipment at these facili9es may include, but is not limited to:

• Chillers

• Boilers

• Evapora9ve Cooling Equipment

• RooNop Units

• Split Systems

• Ductless Systems

• Pumps

• Air Handling Equipment

• Exhaust Equipment

• HVAC Controls

• Building Automa9on Systems

• Associated Mechanical Equipment

The City will provide the contractor with available equipment informa9on and access to the facili9es as needed.

b. Annual HVAC Maintenance – Contractor shall provide an annual price for preven9ve maintenance and rou9ne service of the HVAC/Mechanical equipment located in each of the four main facili9es.

a. Springville City Civic Center Annual Maintenance $______

b. Springville City Library Annual Maintenance $______

c. Springville City Museum Annual Maintenance $______

d. Clyde Recrea9on Center Annual Maintenance $______

Total Maintenance (sum of items 1-4) $______

The contractor shall inspect equipment and perform the maintenance reasonably necessary to maintain the equipment in proper opera9ng condi9on.

The contractor shall iden9fy the frequency of scheduled maintenance proposed for each facility.

The contractor shall provide a general descrip9on of what is included in the annual maintenance price.

The contractor will NOT include pricing for rou9ne filter changes. Rou9ne filter changes will be completed by the City’s maintenance personnel. The frequency of filter changes will be determined by the City, that informa9on will be shared with the contractor.

c. The contractor shall provide the following rates that will be incorporated into the final contract but will not be used as one of the evalua9on criteria for this RFP.

(Evalua9on Criteria that will be used are listed in VI of this RFP.):

Regular-hour service $______/hr

Emergency service* $______/hr

*Emergency Response – For emergency responses, the contractor shall respond within four hours of the call.

Refrigerant charging by type of refrigerant $_____/lb

Refrigerant recovery $_____/lb

Controls technician $_____/hr

For repair work outside the rou9ne maintenance work described in sec9on b above, the work will be assigned by using a task order process. Specifically, a task order form will be completed and submiAed to awarded contractor for any

HVAC repair to ensure proper documenta9on, approval, and tracking. This process allows staff to coordinate work efficiently and maintain accurate records of all repair ac9vi9es. A sample task order form is included with this RFP as

AAachment #1.

d. The contractor shall provide a descrip9on of any monetary and non-monetary benefits they are offering in their proposal for this maintenance contract agreement. These incen9ves will be considered as one of the Evalua9on Criteria detailed in Sec9on VI of this RFP. Example: % off repairs, no diagnos9c fees, priority dispatching, dedicated on-call technician, etc.

e. Service Reports – Following each scheduled maintenance visit or repair, the contractor shall provide a detailed service report iden9fying:

• Equipment serviced

• Work performed

• Problems iden9fied

• Parts installed

• Equipment condi9on

• Recommended repairs

• Recommended future maintenance

The contractor shall no9fy the City of significant equipment deficiencies discovered during rou9ne maintenance.

f. City Maintenance Personnel – The contractor may be requested occasionally to provide instruc9on or assistance to City personnel regarding the maintenance procedures for specialized equipment.

The contractor shall provide an hourly training rate:

Training rate$_____/hr

The pricing submiAed by the contractor shall remain in effect according to the terms established in the final contract. This hourly rate shall also be incorporated into the final contract but will not be used as one of the Evalua9on Criteria.

IV. CONDITIONS GOVERNING THE PROCUREMENT

a. SEQUENCE OF EVENTS

Issuance of RFP 9/10/2026

Pre-Proposal Conference Wednesday, September 16 @ 1:00 pm

Deadline to Submit Ques9ons 9/23/2026 by 5:00 pm

Response to WriAen Ques9ons 9/28/2026

Submission of Proposals Deadline 10/6/2026

Evalua9on of Proposals 10/13/2026

Proposal awarded 10/16/2026

b. EXPLANATION OF EVENTS

1. Issuance of RFP

This RFP is being issued on behalf of the City’s Department of Internal

Services.

2. Pre-proposal Mee3ng

A MANDATORY PRE-PROPOSAL MEETING will be held at the Civic Center, 110 South Main Street, Springville, Utah 84663, on at the date and 9me listed above. We will meet in the City Council room located on the first floor. This mee9ng will allow prospec9ve bidders to see all facili9es, observe exis9ng condi9ons, hear about project goals and objec9ves, and answer ques9ons regarding the project. Only proposals from HVAC companies that are represented at the pre-proposal mee9ng will be reviewed.

3. Deadline to Submit Ques3ons

Poten9al Offerors may submit wriAen ques9ons about this RFP to the designated sole point of contact by the deadline indicated in the

Sequence of Events above. All wriAen ques9ons must be submiAed via

Euna. Ques9ons shall be clearly labeled and shall cite the sec9on(s) in the

RFP or other document which form the basis of the ques9on.

4. Response to Wri5en Ques3ons

Addenda will be issued in response to wriAen ques9ons via Euna. Any addendum issued prior to the submission of proposal deadline will become part of the RFP.

5. Submission of Proposals

All proposals must be received via Euna for review and evalua9on by the

City as indicated in the Sequence of Events.

Proposals received past the Submission of Proposals deadline WILL NOT be accepted.

Project submi5al requirements and proposal submission requirements must be submi5ed by Submission Deadline to Euna.

6. Evalua3on of Proposals

An Evalua9on CommiAee will perform the evalua9on of proposals as set forth in RFP Evalua9on Criteria.

7. Proposal Award

WriAen no9ce of the award(s) shall be sent to all Offerors of record.

c. GENERAL REQUIREMENTS

In responding to this RFP, the vendor(s) accepts the responsibility to fully understand the RFP in its en9rety, and in detail, including making any inquiries to

Springville City as necessary to gain such understanding.

1. All informa9on provided by the City in this RFP is offered in good faith.

Individual items are subject to change at any 9me.

2. Springville City reserves the right to reject any or all proposals for any reason.

Minor irregulari9es of the proposal may be waived at the discre9on of the

City. Please note that the vendor’s ability to complete the project within the an9cipated comple9on period will be considered in the selec9on process.

The lowest-cost proposal will not necessarily be selected.

3. Springville City may terminate this procurement procedure at any 9me, and

Springville City shall have no liability or responsibility to any en9ty submiWng a proposal for any costs or expenses incurred in connec9on with this RFP, or such party's response.

4. The successful firm will be required to enter into a wriAen agreement with the City to provide the services. A draN contract is included in this RFP as

AAachment #2. If the selected firm and the City are unable to nego9ate an acceptable agreement, then another firm will be selected by the City designee, and nego9a9on will con9nue with such other firm(s) un9l an acceptable agreement is completed.

5. Any wriAen, printed, graphic, or electronic or magne9cally recorded informa9on furnished by the City for the Vendor are the sole property of the

City. The Vendor shall keep this confiden9al informa9on in the strictest confidence and will not disclose it by any means to any person, except with

City approval, and only to the extent necessary to perform the work under the agreement. This prohibi9on also applies to the Vendor’s employees, agents, and subcontractors. On termina9on of the agreement, the Vendor will promptly return any confiden9al informa9on in its possession to the City.

The successful Awardee will be required to adhere to Utah State Code §63A-

19-40 to 406, Government Data Privacy Act.

6. Springville City is a government en9ty subject to Utah’s Government Records

Access and Management Act. Any submiAed proposal may become a public record under this Act and be disclosable to the public.

It shall be understood that all proposals, responses, inquiries, or correspondence rela9ng to or in reference to this RFP, and all reports, charts, and proposals or referencing informa9on in response to the RFP shall become the property of the City and will not be returned. The City will use discre9on with regard to the disclosure of proprietary informa9on contained in any response but cannot guarantee the informa9on will not be made public.

V. RESPONSE FORMAT AND ORGANIZATION

a. SUBMISSIONS OF PROPOSALS

1. Offerors may submit one (1) proposal.

2. Proposals may be modified or withdrawn only by wriAen no9ce, provided such no9ce is received prior to the proposal deadline.

b. PROPOSAL FORMAT

Proposals shall contain the required content discussed below in Proposal

Content and Organiza9on, in the general order listed, not exceeding 12 pages in length (not including the Appendix or li9ga9on ac9ons).

Proposals with fewer pages than this limit are very appreciated.

c. PROPOSAL CONTENT AND ORGANIZATION

1. Cover page (Not included in the page count) with the 9tle of the project, date submiAed, submiWng firm name, key contact, address, phone number, and email address.

2. Table of Contents (Not in page count; only TOC informa9on will be allowed on this page)

3. Vendor Experience and Qualifica3ons

a. The contractor should submit detailed qualifica9on summaries for the assigned account manager and primary service technician.

This should include cer9fica9ons, years of experience, relevant training, project history, and any specialized exper9se.

b. The contractor should provide evidence of prior work with Alerton building automa9on systems. This may include project descrip9ons, references, cer9fica9ons, training records, or case studies showing successful installa9on, programming, integra9on, or troubleshoo9ng. The evidence should also include the number of projects worked on, as well as years of experience.

c. The contractor should outline specific hydronics project experience, including system types worked on, scope of responsibili9es, technical capabili9es, years of experience, and number of projects.

d. The contractor should provide a summary of past chiller projects and maintenance work, no9ng the manufacturer types, system capabili9es, diagnos9c experience, and any specialized training.

This should also include the number of projects and years of experience.

4. Maintenance Cost

a. The contractor should provide a clear, itemized annual maintenance cost proposal. This must outline all included services, frequency of visits, preven9ve maintenance tasks, and parts coverage.

b. The contractor should list any voluntary pricing incen9ves or added-value offerings. Examples include discounts, extended labor warran9es, loyalty pricing, energy efficiency rebates, or guaranteed response 9mes. Incen9ves should be clearly described with condi9ons and cost impacts.

d. APPENDICES

1. Materials in the appendices will NOT be used in the evalua9on.

2. Appendix materials are not included in page count.

3. Examples of appendix materials.

a. Proof of Insurance

b. Mechanical Contractor License

VI. EVALUATION OF PROPOSALS

a. EVALUATION POINT SUMMARY

Proposals will be evaluated based on a total of 100 points, with the following criteria:

CRITERIA WEIGHT

Annual Maintenance Price 30 points

Qualifica9ons of Account Manager &

Service Technician

15 points

Alerton Experience (# of projects, project size, & years of experience)

15 points

Hydronics Experience (# of projects, project size, & years of experience)

15 points

Chiller Experience (# of projects, project size, & years of experience)

15 points

Addi9onal Contractor Pricing Incen9ves 10 points

Proof of Insurance Pass/Fail

Mechanical Contractor License Pass/Fail

b. EVALUATION PROCESS

1. All Offeror proposals will be reviewed for compliance with the requirements and specifica9ons stated within the RFP. Proposals deemed non-responsive will be eliminated from further considera9on.

2. Proposals may be considered unresponsive and may be rejected for the following:

a. If there are unauthorized addi9ons, condi9onal, mul9ple or alternate bids, or irregulari9es of any kind, which may tend to make the bid/proposal incomplete, indefinite, or ambiguous as to its meaning;

b. If any proposal adds any provisions reserving the right to accept or reject an award, or objec9ons to entering into a contract pursuant to an award;

c. If the bid/proposal at the opening does not contain a signature, and all requested documents;

d. Any pricing or costs listed that are unclear for any reason; or

e. If the en9ty providing the proposal is not qualified legally to contract.

3. The City’s Sole Point of Contact may reach out to the Offeror for clarifica9on of the response.

4. Responsive proposals will be evaluated on the factors set forth in the RFP, which have been assigned a point value. The responsible Offerors whose proposals are most advantageous to the City taking into considera9on the evalua9on factors will be recommended for award. Please note, however, that a serious deficiency in the response to any one factor may be grounds for rejec9on regardless of overall score.

ATTACHMENT #1

HVAC Task Order

(Sample)

1.0 Contract Reference

This Task Order is issued under the authority of Master Contract:

2.0 Scope of Work

Describe the specific HVAC work to be performed for this Task Order:

3.0 Performance Period

Work shall be performed during the following period:

Start Date: _____________________ End Date: _____________________

4.0 Cost

The Contractor shall perform the work described herein for the following amount:

Total Cost: $________________________

5.0 Deliverables

List the expected deliverables for this Task Order:

Authorized Signatures

Springville City Representa9ve: ____________________________ Date: _________________

Contractor Representa9ve: _______________________________ Date: _________________

ATTACHMENT #2

SAMPLE CONTRACT

This Agreement is made this ____ day of __ ___, 2026, by and between SPRINGVILLE CITY, 110 S Main, Springville, Utah 84663 (hereinaNer referred to as the “Owner”), and

_________________________________________ (hereinaNer referred to as the “Contractor”).

PROJECT: HVAC & Mechanical Maintenance Services for Springville City, as described in Springville City RFP # 2026-015.

NOW THEREFORE, in considera9on of the mutual promises set forth in this contract, it is agreed by and between the Owner and Contractor:

1. Contract Documents. The Contract Documents consist of:

a. This Agreement;

b. The Request for Proposals for “RFP #2026-015, HVAC & Mechanical Maintenance

Services for Springville City,” which includes, but is not limited to, the RFP, all aAachments posted with the RFP, and all Addenda issued prior to the execu9on of this Agreement;

c. The Contractor’s “Proposal for: HVAC & Mechanical Services for Springville City,” dated _________ ; and

d. Other documents listed in this Agreement and modifica9ons issued aNer the execu9on of this Agreement.

The above documents form the Contract and are as fully a part of the Contract as if aAached to this Agreement or repeated herein. The Contract represents the en9re and integrated agreement between the par9es hereto and supersedes prior nego9a9ons, representa9ons or agreements, either wriAen or oral. The terms “Contractor” and “Consultant” in the Contract Documents shall mean the Contractor.

2. Descrip3on of Work. The Contractor shall fully execute the requirements as described in the Contract Documents.

3. Payment. The City will pay the Contractor the total sum specified in the Contract

Documents for the work to be performed under this Agreement (the “Contract Sum”). The City shall make payments for services rendered by the Contractor on a monthly basis. The

Contractor shall submit a wriAen invoice each month, and the City shall pay the invoice fee within thirty (30) days, as long as all Contract requirements are met.

4. Miscellaneous:

A5orney’s Fees: If any party is required to retain legal counsel in order to enforce this Agreement, with or without the commencement of a formal legal ac9on, such party shall be en9tled to recover its aAorney’s fees and costs from the breaching party or par9es. In addi9on, City shall be en9tled to aAorney’s fees and costs for all expenses arising out of a default by the Contractor.

No3ces: Any no9ce, demand, request, consent, approval or other communica9on

(collec9vely, the “No9ces”) required or permiAed to be given by any provision of this agreement shall be in wri9ng and sent by hand-delivery, by special courier (for example Federal

Express), by United States Cer9fied Mail (return receipt requested, postage prepaid), or by telefax, addressed to the party to be so no9fied. No9ce pursuant to this Agreement shall be deemed given pursuant to the following rules: if hand delivered, at the 9me of delivery; if sent by special courier, on the third (3rd) day aNer deliver to the courier; if mailed, on the later of the date of receipt or the third day aNer deposit thereof in the United States Mails; and if sent by telefax, on the date that the telefax is acknowledged as received.

Assignment: The Contractor may not assign this Agreement without the wriAen consent of the City.

Sec3on Headings: The headings and cap9ons contained in this Agreement are for convenience only and shall not be considered in interpre9ng the provisions hereof.

IN WITNESS WHEREOF, the par9es hereto have executed this Agreement, to be effec9ve for all purposes as of the date first wriAen above.

SPRINGVILLE CITY

By:________________________________

Contractor:________________________

By:_______________________________