26-018 Conv Ctr Design Build HVAC Draft v4.docx

Seaside Convention Center Request for Proposal Design-Build HVAC and Support Systems

RFP No. 26-018 Issued: 07/17/2026 Response: 08/27/2026 At 4:00 PM

Seaside Civic & Convention Center

Prepared by

Seaside Civic & Convention Center / City of Seaside – Public Works

Table of Contents

SEASIDE CIVIC & CONVENTION CENTER – REQUEST FOR PROPOSAL FOR PROPOSAL

Project # 26-018

SECTION 1 – GENERAL INFORMATION

1.1 ANNOUNCEMENT

The City of Seaside Oregon (City) is issuing this Request for Proposal (RFP) to solicit qualifications, cost proposal, and project approach for the heating, ventilation, and air conditioning (HVAC) design and installation team to perform all design, permitting, installation, and training services for the Seaside Civil and Convention Center (SCCC) HVAC Updates and Replacement Design-Build project. The site is located at the SCCC at 415 1st Avenue in Seaside, Oregon. This project will include a base scope of work (SOW) and additional optional SOW tasks that the SCCC may elect to add to the project based upon the submittal responses.

Proposals must be submitted through the OregonBuys portal by 4:00 PM on 08/27/2026. Late proposals will not be evaluated or considered for award.

The City reserves the right to reject all proposals not in compliance with all prescribed public bidding procedures and requirements and may reject, for good cause, all proposals upon the finding that it is in the public interest to do so. The City reserves the right to waive all informalities if it is deemed in the best interest of the public.

1.2 COMPLIANCE WITH RULES

Proposers responding to this RFP must follow the procedures and requirements stated within this RFP. Adherence to these procedures and requirements will ensure a fair and objective analysis of the proposals submitted. Failure to comply with or complete any part of this RFP may result in rejection of the submitted proposal.

1.3 CONTACTS, INQUIRIES, and CLARIFICATIONS

The Convention Center General Manager (CCGM) is the issuing officer for this RFP. All correspondence shall be made to the CCGM through the OregonBuys system, including all process and contract questions and protests:

Seaside Civic & Convention Center Convention Center General Manager – Brian J Owen

Plan Holder Notification: All proposers who download this RFP through the OregonBuys online portal must properly identify themselves in the OregonBuys system, so that they may be added to the Proposers list.

Deadline for Request for Process Changes: Proposers have until 4PM on 07/29/2026 to submit any protests or requested changes in the solicitation process. These will be reviewed and responses sent back with the response to questions.

RFP Questions, Clarifications and Inquires: All questions, requests for information, and other inquiries regarding this solicitation shall be submitted in writing via the OregonBuys portal by 4PM on 07/31/2026.

RFP Response to Questions: The City will issue a Response to Questions/Information through the OregonBuys portal to the established Proposers list before 4PM on 08/06/2026.

Except as noted above, all telephone, letter, email, or other personal communications regarding this solicitation with members of the RFP Selection Committee or Seaside Public Works Staff during the selection process will not be responded to directly.

*Note: Except as provided above, please do not attempt to contact any member of the Selection Committee members or Seaside Public Works staff during the selection process regarding this RFP. Such contact may disqualify your proposal.

1.4 PROPOSAL DUE DATE

All proposals shall be received no later than 4:00 PM via the OregonBuys portal for this project on 08/27/2026, and shall be titled:

Request for Proposal – Design-Build for HVAC and Support Systems Attention: Convention Center General Manager – Brian J Owen

OregonBuys shall provide confirmation to all proposers that their proposal was properly received through the OregonBuys portal before the deadline. It is recommended that you submit the proposal before the deadline to confirm receipt of the proposal with OregonBuys.

1.5 PROPOSAL WITHDRAWAL

A proposal may be withdrawn at any time before the proposal deadline, by removing it from the submittal process in OregonBuys. A duly authorized representative of the firm shall carry out the request. Withdrawal of a proposal will not prejudice the right of the proposer to file a new proposal.

1.6 PRE-PROPOSAL CONFERENCE

A mandatory Pre-Proposal Conference will be held for this Solicitation. All proposers shall meet at the SCCC at 10AM on 07/22/2026. The SCCC is located at 415 1st Street in Seaside, Oregon. Proposers will be provided a tour of facility HVAC (inside and on the roof of the building). Questions identified during the conference must be made through the OregonBuys portal. Initial concept documents for this project and associated documents will be made available on the OregonBuys portal for this project.

1.7 SOLICITATION PROTEST

A person may protest or request a change in writing, through the OregonBuys system, of a solicitation provision, evaluation criteria, scope of work, specification, or contract term by 4:00PM on 07/29/2026. No protest of the selection of a firm or award of a contract because of a solicitation provision, evaluation criteria, scope of work, specification or contract term will be considered after such time. The protest or request for change shall include the reason for such and any proposed change. The City shall consider the proposer’s request for change and may reject the protest or request for change, issue an addendum, or cancel the RFP through the OregonBuys system. The protest must be labeled with the Request for Qualification name and number and submitted to the Public Works Department through the OregonBuys system.

1.8 ADDENDA

Any clarifications or revisions will be addressed and issued in addenda; City must receive requests for changes and clarifications through the OregonBuys system per timeline schedule in 1.3 and 2.1. Only addenda issued by the City for this RFP through the OregonBuys system shall be binding upon the City.

1.9 REJECTION OF PROPOSALS

The City may reject any proposal not in compliance with all prescribed procedures and requirements and may reject for good cause any or all proposals upon a finding of the City that it is in the public interest to do so.

1.10 IRREGULARITIES

The City reserves the right to waive any non-material irregularities or information in the RFP or in any proposal.

1.11 INCURRED COST

The City is not liable for any costs incurred by a proposer in the preparation and/or presentation of a proposal.

1.12 OWNERSHIP OF DOCUMENTS

Any material submitted by a proposer shall become the property of the City. Materials submitted after a contract is signed will be subject to the ownership provision of the executed contract.

1.13 CONFIDENTIALITY OF INFORMATION

All information and data furnished to the proposing firm by the City and all other documents to which the proposer’s employees have access during the preparation and submittal of the proposal shall be treated as confidential to the City to the extent permitted by Oregon Public Records Law (ORS 192.311 to 192.513). Any oral or written disclosure to unauthorized individuals is prohibited.

1.14 PUBLIC RECORD

All proposals and information submitted by proposers are considered public records under Oregon law. Proposals that contain information that meets the definition of trade secrets or are otherwise exempt from disclosure under ORS 192.345 or 192.355 must be clearly identified and submitted in a separate, marked section. The City will make the final determination regarding disclosure in response to any public records request and may redact exempt information as appropriate.

All proposals and information submitted by proposers will be available for viewing after the evaluation process is complete.

1.15 EQUAL OPPORTUNITY POLICY FOR PROPOSERS

The City requires all proposers to comply with equal opportunity policies. The City’s programs, services, employment opportunities, and volunteer positions and contracts are open to all persons without regard to race, religion, color, national origin, sex, age, marital status, disability, sexual orientation, gender identity, veteran status, or political affiliation. A copy of the City’s policy is available upon request. This RFP complies with ORS 279A.110 and related Oregon Administrative Rules regarding nondiscrimination and equal opportunity in public contracting.

1.16 CITY BUSINESS LICENSE

City of Seaside Business License is required to perform this work conducted in the city limits.

END OF SECTION ONE

SECTION 2 – PROPOSAL & REPORT TIMELINE

2.1 TIMELINE

The City reserves the right to adjust or extend this timeline. Notification of the schedule change or extension shall be submitted via OregonBuys:

August 27 and 28, 2026 (8AM to 5PM both days) Additional time for proposers to inspect the building unescorted

Note: In the event that the first and second place proposers score very close, the City reserves the right to conduct an interview with the two proposers to finalize selection of the winning firm.

END OF SECTION TWO

SECTION 3 – BACKGROUND AND EXISTING FACILITIES

3.1 BACKGROUND

The City is soliciting qualifications, project approach, and cost estimate from HVAC firms for design, construction, and training services for the HVAC updates to the SCCC.

Seaside is located on the picturesque Oregon Coast in Clatsop County approximately 75 miles northwest of Portland, Oregon with a current population of approximately 7,164 (2020 U.S. Census). The population of the City can increase to 50,000 or more during the peak of the summer tourist season and large popular events (July 4th, Hood-to-Coast, Beach Volleyball, etc.).

The SCCC is a critical center of tourism and events for the City. The SCCC is a multi-purpose event venue that hosts conferences, trade shows, banquets, and community gatherings year-round. The facility's total building area is just over 56,000 square feet, comprising two levels. Level 1 consists of just over 39,000 square feet, and Level 2, including the mezzanine, contains nearly 17,000 square feet. The facility is currently served by nine independent HVAC units of varying age and capacity. The facility underwent a significant expansion in 2018, increasing its event space and capacity. Only four of the nine HVAC systems were updated during the 2018 expansion. Thes four units, added during the expansion, provide service to the newer event spaces but operate on separate control loops, creating inconsistencies in building-wide climate management. The remaining five HVAC systems were installed between approximately 2005 and 2015. Several components of the system are now beyond their expected service life. The system is currently experiencing a decline in performance, efficiency, reliability, and temperature control consistency.

The current control system is limited in scope and functionality, with partial coverage across building zones and minimal integration for real-time monitoring or remote operation. Known problem areas include the following issues:

1) Inconsistent Operation: Inconsistent airflow and temperature distribution in the main lobby and mezzanine levels, particularly during periods of high occupancy and seasonal temperature fluctuations. These areas frequently experience hot and cold spots due to inadequate duct routing and insufficient air circulation. Some areas can significantly conflict and with units working against each other.

2) Decline in Reliability: Maintenance records indicate an increase in repair frequency over the past five years. Some units need immediate replacement while others are nearing the verge of failure and past their coastal life expectancy.

3) Decline in Efficiency: Energy usage reports suggest that the current system is operating significantly below modern efficiency standards.

The current system does not provide an intuitive and effective option for remote (via internet or smartphone app) method of controlling the HVAC zones and operations. Adequate equipment manuals and online/in-person training do not currently exist for the existing HVAC system. Site personnel require a system with associated training to provide routine day-to-day operation and maintenance.

3.2 EXISTING FACILITIES

The current HVAC system is comprised of nine (9) primary units. The table below provides details of the nine existing HVAC units currently serving the SCCC. Proposers are encouraged to verify equipment information during the Bid Walk to photograph, document manufacturer and model numbers, confirm conditions and operational status, and assess each unit and associated sensors for its potential for control integration. The unit make, model, and serial numbers (where known) are provided below:

NOTE: Units 5, 7, 8, and 9 were installed during the 2018 expansion and are not listed in this RFP for replacement unless deemed necessary. If repairs are identified with these units, the repairs should be detailed per unit and included in the cost bid form in the installation task for the respected unit.

The map to the left shows the locations of all of the nine HVAC units associated with this RFP. The map shows the location of the Roof Pit (the roof area just south of it is also at the same elevation) and the proposed crane location.

The other units (ERV-1, MAU-2, CU-1, CU-2, CU-3, CU-4, and EF-5) are not part of this project and only service the SCCC office space and one storage room and are on an independent control system.

The current SCCC HVAC system has several issues, as detailed in prior sections, that impact the climate control of the building. Some units are on the verge of failure and others conflict in operation from zone to zone. Some of the units are located on in a lower roof section with direct door access from the second level – this area is designated the Roof Pit. A ladder is installed in the Roof Pit for access to the upper roof area where most of the HVAC units and some ducting are installed.

END OF SECTION THREE

SECTION 4 – SCOPE OF WORK

4.1 SCOPE OF WORK

This project will provide all the engineering design, installation, documentation, and training services, materials, labor, costs, and equipment to update and modernize the entire HVAC system for the SCCC to achieve the project objectives, as stated below. This project will also cover all project support to complete all permitting and inspections required to complete the scope of work (SOW). The SOW will include the following project tasks and goals:

1) Project Management and Meetings: All of the project management and labor associated with the project that is not covered by the other work tasks will be covered in this work task. The project will require several meetings. The following meetings shall be conducted with the proposer’s firm and the SCCC, and external agency or subconsultant, as needed.

a. Project Kickoff Meeting – This meeting will be held at the SCCC with the CCGM, PWD and proposer’s team to collect site specific information, photo documentation of existing conditions, and discuss the project direction and goals. The draft schedule of the project shall be discussed and updated based on the meeting results.

b. 30% Design Meeting – A 30% design review meeting will be held online (Teams) with the CCGM, PWD, and proposer’s team to discuss comments, questions, and edits for the 30% design. The edits to the draft project schedule shall be submitted as a final project schedule and discussed at this meeting. Any further changes to the schedule will be completed and submitted prior to the 60% design meeting.

c. 60% Design Meeting – A 60% design review meeting will be held online (Teams) with the PWD and design team to discuss comments, questions, and edits for the 60% design. This meeting will also provide the direction for the design submittal to the permitting agency/agencies for approval of the system.

d. 90% Design Meeting – A 90% design review meeting will be held online (Teams) with the CCGM, PWD, proposer’s team to discuss updates to the 60% design that were derived from the permitting agency design requirements, comments, questions, and edits to the 60% design. This meeting will also confirm the final design submittal, if necessary, to the permitting agency/agencies to gain approval for construction of the design. This meeting will also discuss the finalization of the design and preparation of the construction documents (specifications, construction plans, final schedule, etc.).

e. Construction Phase Meetings – The construction lead will meet with the CCGM each week at a set time to discuss the status of the work, adjustments to schedule (as needed), and coordinate the work for that week (or further out).

f. Final Inspection Meeting – A meeting to inspect the work and compliance with the plans, specifications, and goals of the work will be conducted with the proposer’s team. A punch list will be prepared at the completion of this meeting for the proposer’s team to address.

g. Commissioning Meeting – Once the punch list has been completed to the satisfaction of the City; the proposer’s team shall conduct a commissioning meeting to conduct final tests of all equipment to demonstrate compliance with the operational requirements and project goals. At the conclusion of this meeting/work task, the proposer will commence with training and submitting the required project documentation.

2) Initial Assessment: Firm shall conduct a comprehensive assessment of existing HVAC systems, ductwork, electrical and gas utilities, telemetry lines, and controls, followed by the design and installation of a replacement HVAC system tailored to the facility's size, zoning, geographic location, and operational needs. The assessment will include a cost benefit analysis comparing the replacement or repair of the existing Carrier units (# 5, 7, 8, and 9 – see prior section) and making the recommendation to the City. The contractor must coordinate with SCCC staff to ensure minimal disruption to scheduled events. This task shall also include an assessment of the optional bid items.

3) System Design: The proposer’s design team is required to prepare the new HVAC design that satisfies the goals of his project (energy efficient, intuitive, and accessible controls, effective climate control, etc.) and can be implemented in a cost-effective manner. The design shall progress through the stages outlined in the project meeting task. Designs shall show the entire system detailing all mechanical, civil, electrical, controls, and all associated work and equipment locations. The design team shall also provide the City with the proposed controls system and interface layout at the 60% design stage for review and edits to be implemented and reviewed at the 90% design stage.

4) Permitting: The proposer is responsible for submitting all required permit applications and attaining successful inspections for the system. All permitting documents and inspection approvals shall be provided to the SCCC per the document requirements. Proposer is responsible for all permit costs associated with this project.

5) Installation: The installation task will include all of the labor, equipment, and materials to complete the subtasks included in this task.

a. System Demolition – The team shall conduct the phased demolition, removal, and responsible disposal of the existing HVAC equipment. Proposer will provide receipts of the disposal or recycling of all HVAC equipment removed from the site. The demolition shall be phased to mitigate the loss of HVAC services to the building and be coordinated with the CCGM to ensure minimal impacts to facility events. The demolition items shall include the following:

i. HVAC Units – The five (5) HVAC units listed in the Existing Facilities section of the RFP will be demolished and removed. The remaining four (4) units will be repaired in place, unless a cost analysis shows the replacement is the more cost-effective alternative. If replacement is determined, the bid form shall state this and be covered in the cost provided on the bid form.

ii. Controls – All existing controls and telemetry system shall be removed in a manner to maintain existing system functionality until the existing system is no longer needed.

iii. Ducting/Associated Equipment – Any associated ductwork/returns/utility lines (those deemed not salvageable for the project) and the covers/cages around the existing HVAC units or associated equipment. infrastructure.

iv. Optional Project Items – The optional demolition items will be removed as directed by the City:

1. Roof Pit Door – removal of the entire door and frame and any adjoining framing/wall that have evidence of rot or damage.

2. Roof Pit Deck/Siding – After removal of the HVAC units, the entire deck and siding in the Roof Pit shall be removed. Any structural elements showing evidence of rot or damage will also be removed. Proposer shall include costs to provide a weather-rated cover over this area during the work until the Roof Pit deck and siding installation is complete.

3. Roof Pit Screen – The existing screening system over the Roof Pit shall be removed.

4. Roof Pit Ladder – Remove the existing ladder from the Roof Pit base to the upper roof area.

b. System Installation – The installation work shall include all of the labor, materials, and equipment to construct the new HVAC system, associated equipment, and optional project items, as listed below:

i. HVAC Units – Up to (9) new HVAC units shall be installed (all mechanical, civil, electrical work) per manufacturer’s, the design, and City’s requirements. The units that are not replaced will be repaired by the proser’s team.

ii. Controls – The project must also include the replacement or full integration of all building HVAC controls into a modern Building Automation System (BAS) with expanded control points covering all existing and newly created HVAC zones. The new controls must provide real-time monitoring and adjustment capabilities, remote access for authorized staff, and optimized programming for efficiency and comfort.

iii. Ducting/Associated Equipment – Before the project's completion, all ductwork, utility lines, and associated HVAC equipment in the facility must be replaced (where necessary), repaired (where possible), and thoroughly cleaned to ensure a healthy environment for occupants.

iv. Roof Restoration – It is expected that some roof restoration work will be necessary at each of the HVAC units and associated ducting. The roof restoration work will be conducted by a professional roofing company with experience working on this type of roof to mate the new roof seal with the existing roof seal. This task does not include the Roof Pit decking replacement task.

v. Optional Items – The optional installation items will be installed as directed by the City:

1. Roof Pit Door – Install a new weather-rated metal or fiberglass exterior door. This work will include any framing and adjacent repair work that is needed to complete the door installation and protect the door and adjoining area from the weather.

2. Roof Pit Deck/Siding – The Roof Pit decking installation shall restore the decking structural and weatherproofing elements so there is a structurally sound and weather sealed base to place the new HVAC units onto. The siding shall be of a weather-proof material that holds up to rain, wind, and sun (cement fiber board or similar materials) and be installed to mate with the underlying vapor barrier and wall and the base sealing system.

3. Roof Pit Screen Cover – The screen cover of the Roof Pit shall be installed to provide complete coverage of the area and the southern “pass through” zone on at the base of the southern wall.

4. Roof Pit Ladder – Provide all materials, labor, and equipment to install the new Roof Pit Ladder from the base of the Roof Pit to the upper roof area. This work includes the proposer providing all of the labor, materials, and equipment to install a ladder system as shown in the Roof Pit Ladder System – Design and Quote document (included on OregonBuys). All damage or impacts to the Roof Pit Siding/Deck, upper roof, and weather seal will be repaired by the proposer as part of this optional task.

5. Roof Crane – A roof crane shall be installed that can be used to lift the HVAC units and other maintenance items up to the roof from the proposed location shown on the aerial layout. The proposer shall design the base for the crane, permit the crane (as needed), provide and install the crane unit. This task includes all of the design services, materials, labor, and equipment to install a proper base for the crane and attach it to the roof without damaging the roof and roof seal.

6. HVAC Covers/Cages – The proposer shall provide the designs, materials, labor, and equipment to install HVAC unit “cages” to keep birds out of the units while allowing adequate access into the “cages” and room to open up the HVAC access doors (on all applicable sides). The design of the covers shall keep rain off of the HVAC units and be approved by the City prior to procurement and construction/installation. The proposer shall also attach the cages to the roof without damaging the roof and roof sealing system.

6) Post Installation Tasks: The following tasks shall be performed at the conclusion of the construction and installation phase of the project:

a. Commissioning – A complete system commissioning program will be approved by the City and executed by the proposer’s team to demonstrate compliance with the design and project goals of an efficient, effective, economical, and balanced system.

b. As-Builts – The proposer shall prepare of detailed “as-built” plans showing the system as constructed with all installation modifications to the original plan set.

c. Training – The proposer shall provide all training documents and conduct in-person training sessions for the SCCC personnel, so they understand the system operation, maintenance requirements, and how to conduct routine work on the system that is outside the vendor’s maintenance program.

d. Documentation – Proposer shall provide all of the required project documents in both paper and electronic formats, as described in the deliverables section.

7) Prepare Maintenance Program: The proposer shall prepare a maintenance program for the entire HVAC system that includes a detailed schedule showing all of the HVAC units, the estimated dates for routine maintenance, what maintenance should be done in-house (SCCC workers) or externally (equipment vendor), description of the maintenance, contact information for maintenance for each item, and when the warranty period expires for each item.

4.2 PROJECT OBJECTIVES

This is an HVAC modernization design-build project. The intent of this project is to achieve the following objectives:

1) Equipment Replacement: Replacement of the aging HVAC equipment with modern components.

2) Uniform System: The new components shall be consistent (all same manufacturer) and have a proven history of longevity and reliability for equipment operation and maintenance.

3) Energy Efficiency: The new system shall provide at least a 20% reduction in power consumption over the existing HVAC system (current conditions). The proposer shall state their understanding that their system will comply with Energy Trust of Oregon (ETO) goals and that they will work with ETO to gain any grant/program assistance from them.

4) Air Quality: The new system should enhance the indoor air quality wit components that are easy to monitor and maintain (both in easy of work and availability of routinely replaced parts).

5) Improved System Control: The operator should be able to easily interface with the master control system to address airflow and temperature challenges in all zones. The project must ensure that all new systems are fully integrated into a building-wide control system that allows for easy and intuitive operation and monitoring. All problem areas and issues identified by the SCC in the RFP and Bid Walk and the proposers complete remedy shall be detailed in the proposal to the SCCC’s satisfaction.

6) System Compliance: All work conducted for this project must meet or exceed applicable building codes, environmental regulations, and energy-efficiency standards.

7) System Training: Proper training shall be provided, after the completion of the installation work, for all designated SCCC personnel for the operation and routine maintenance of the system. The proposer shall provide training that will include a complete and easily accessible set of documents (both paper and electronic) and control programming for the entire HVAC system. A list of all online training videos, if they exist, will also be included in the training package.

8) System Documentation: Proposer shall provide the following system documents at the conclusion of the project:

a. Warranty Summary – A summary table of all warranty information (equipment make/model/serial number, duration or warranty, type – labor, equipment, etc., contact details for repair, etc.)

b. Warranty Package – A package (both paper and electronic) of all equipment warranty documents.

c. Maintenance Schedule – A summary table detailing the schedule and description of all ongoing maintenance events.

d. Permits – This package should also include all inspection documentation including all permit approvals for the HVAC system.

e. Operation/Maintenance Manuals – All manuals for operations and maintenance of all equipment (both paper and electronic).

f. Design As-Builts – The proposer shall provide copies of all system as-built designs in AutoCAD compatible and PDF formats (provided on a USB drive) and provide three copies of D-sized paper plan sets to the CCGM at the end of the project.

The overall objective of this project is to provide the SCCC with efficient, effective, cost-effective HVAC system with supporting documentation, training, and maintenance schedule.

4.3 DESIGN CONSIDERATIONS

The following considerations must be incorporated into the design, installation, and operation of the new HVAC system:

1) Air Circulation / Balancing – The project will be addressing the known comfort and air circulation issues in the main lobby and mezzanine areas. The design must address airflow imbalances that currently cause temperature inconsistencies, hot spots, and cold spots. Solutions may include reconfigured ductwork, additional supply or return air diffusers, dedicated fan systems, or other engineered approaches that ensure consistent temperature control and improved air quality in these spaces.

2) System Effectiveness – The system design must prioritize energy efficiency, sustainability, and system adaptability for future expansions or load changes.

3) Coastal Environment – All outside units and all other associated project equipment and materials must have a coastal or anti-corrosion coating along, and when necessary, an anti-vibration mounting system.

4) Standards – All of the system components must meet or exceed all American Society of Heating, Refrigerating, and Air-Conditioning Engineers (ASHRAE) ventilation standards, as well as national and State energy performance standards.

5) Noise – The new system must keep noise levels to a minimum to preserve the event experience.

4.4 PROJECT DELIVERABLES

This design and construction project will include the following deliverables as detailed in the preceding sections:

1) Proposal with concept design and bid form

2) Draft Project Schedule and Project Total Cost

3) Rough Concept Design

4) 30% Design – This will include at a minimum the HVAC system layout, draft process schematic, and control system model/details.

5) 60% Design – This will include the entire HVAC layout/control system, process schematic, and draft layout for the control system.

6) 90% Design – This will also include the entire refined HVAC layout, process schematic, control system, and final control system interface layout.

7) Construction Documents – The construction documents shall include a full set of plans, specifications, and permit approvals, and final construction schedule.

8) Project Completion Documents

a. Warranty Summary and Document Package

b. Maintenance Program/Schedule

c. Final Permit/Inspection Approvals

d. Operations and Maintenance Manuals

e. As-built Plan Set

f. Training documents / links to online resources

4.5 ADDITIONAL SERVICES

Depending on the outcome of the project, the selected teams may be asked to provide a cost to continue providing maintenance services in accordance with the Maintenance Program. The proposer shall define what options the City has executing the Maintenance Program without negating the warranties.

END OF SECTION FOUR

SECTION 5 – SPECIFIC SUBMITTAL REQUIREMENTS

5.0 PROPOSAL DOCUMENTS

Proposer shall be solely responsible for obtaining RFP documents and any addenda, as well as carefully examining the specifications and requirements of the proposed project. The City reserves the right to publish any addendum or additional requirements on any RFP, as needed. This RFP, past master plans, and other materials and documents are on file and may be downloaded through the project OregonBuys portal.

Proposer shall submit their proposal to the OregonBuys portal by 4:00 PM, Pacific Standard Time, 08/27/2026. All proposals shall be titled:

Request for Proposal – Design-Build HVAC and Support Systems Attention: Convention Center General Manger – Brian J Owen

5.1 PROPOSAL CONTENTS

Proposals shall include the content listed below. The proposal should be concise and should avoid needless duplication. The proposal shall be limited to a maximum of 35 pages, not including personnel resumes, certifications, and required forms. Proposal shall include the following content:

1) Letter Transmittal: Include an introductory letter expressing interest in and understanding of the project. The letter shall include the full legal name of the firm, the primary contact person’s name, email address, mailing address, and telephone number. The letter must be signed by an individual who is authorized to bind the firm in a contract with the City.

2) Proposer’s Certification: Submit the Proposer Certification included in Section 7, Exhibit B.

3) Proposer’s Certification of Tax Compliance: Submit the Proposer Certification of Tax Compliance included in Section 7, Exhibit C.

4) Related Experience: Provide project descriptions for up to five (5) recent projects similar in nature to the proposed project.

5) Project Team and Qualifications: Proposer shall provide an organizational chart of the project team listing all key personnel, subcontractors/consultants, and their experience on similar projects.

6) Project Understanding and Approach: Describe the proposer’s understanding of the project and overall approach to completing the scope of work. The approach will include a rough concept design with details on proposer’s selected manufacturer and estimated HVAC unit and control models.

7) Project Schedule: Provide an initial draft rough project schedule with a start date of September 21, 2026.

8) Regulatory/Permitting Experience: Proposer shall demonstrate knowledge and experience with the acquisition and successful inspection of prior HVAC installations.

9) Equipment Selection: Proposer shall provide a table detailing the major selected replacement equipment with their specifications, efficiencies, capacities, brand/model.

10) Control Systems: Proposer shall provide details about the associated new controls scheme and demonstrate that the new controls are intuitive and have remote internet and smartphone app abilities.

11) Coastal Experience: Demonstrate of experience and knowledge of coastal environment considerations

12) Energy Efficiency/Costs: Show that the new system will be energy efficient with estimates of performance (energy savings), operating cost, and overall life-cycle cost.

13) Bid Form: Complete the required Project Bid Form with detailed cost proposal with alternates and contingencies. The proposer shall also provide hourly rates and a schedule of charges for their team. The Bid Form shall not NOT counted in the 35-page maximum.

14) Warranty: Provide detailed table showing all major equipment with their respective warranty periods, expected life span, and contact for warranty issues/repairs. This should also include copies of warranty/maintenance terms. THE WARRANTY INFORMATION IS NOT COUNTED IN THE 35-PAGE MAXIMUM. THIS SHOULD BE AN APPENDIX TO THE PROPOSAL.

15) Special Services: Describe any special or unique services, experience, tools, or approaches the proposer can provide that would benefit the City in delivering this project.

16) Insurance: Provide proof of insurance, bonding, and licenses.

17) References: Provide references for at least three (3) similar projects completed in the last five (5) years.

Proposers shall submit a proposed fee, hourly rates, reimbursable expense schedule, and total project cost on the associated proposal bid form with their proposal. Failure to provide required proposal bid form will result in rejection of the proposal as non-responsive. The City and proposer shall revisit the proposer’s original cost estimate for the Project at the conclusion of the 30% design milestone to determine if additional or reduced costs are required based on any changes to the scope of work for the Project.

After selection of a firm by the City, no substitution of key staff or subconsultants may occur without written approval of the City. Do not include personnel who will not be working on the project.

END OF SECTION FIVE

SECTION 6 – PROPOSAL EVALUATION

6.1 SELECTION PROCESS

A Selection Committee comprised of City and SCCC staff and stakeholders will evaluate the proposals submitted. The Selection Committee will screen the submittals and will review and score the firms determined to be most qualified based on the evaluation criteria in this RFP. Proposed fees, hourly rates, reimbursable expense schedules, total project cost, or other pricing information shall be submitted with the proposal and will be considered during the initial ranking process.

The need for formal interviews or submittals for additional information will be at the discretion of the Selection Committee. The City reserves the right to seek clarification of any or all proposals. After the City identifies the highest-ranked proposer, the City will execute the attached agreement to commence with the work.

6.2 PROPOSAL EVALUATION CRITERIA AND SCORING

A Selection Committee will evaluate the proposals to determine the best qualified and cost competitive firm to perform the services for the City. Proposals shall be reviewed and evaluated using a scoring matrix and merit-based system. The Selection Committee members will then submit a recommendation for action to the Seaside City Council based on the scores and values assessed by the committee. The maximum available points for written proposals will be 100 points, with the points for each criterion as follows:

Proposed fees, hourly rates, reimbursable expense schedules, total project cost, or other pricing information will be scored and shall be submitted with the proposal on the required bid form.

6.3 INTERVIEWS

The firm(s) selected for final evaluation may be invited to an interview with the City Selection Committee. Firm(s) must provide a submittal with requested additional information through OregonBuys. If an interview is required, the firm(s) will be contacted regarding scheduling time and location of the interview(s) if so conducted.

6.4 CLARIFICATIONS

The City reserves the right to seek clarification of each proposal submitted. The City also reserves the right to require other evidence of technical, managerial, financial, or other abilities prior to selection.

6.5 AGREEMENT

A sample copy of the contract that the City expects the successful proposer to execute is included in Section 7, Exhibit A. Any proposed changes in the language, construction or requirements of the contract must be raised and resolved as part of a solicitation protest. The City reserves the right to revise the final contract that is in the best interest of the City prior to both parties signing and executing the contract. After the City and selected proposer reach agreement on scope and fee, the contract for the work will be prepared and submitted for City Council approval, if required. The contract will be executed only after all required approvals have been obtained.

END OF SECTION SIX

SECTION 7 - EXHIBITS

7.0 EXHIBIT A: CITY OF SEASIDE DESIGN RELATED SERVICES AGREEMENT

CITY OF SEASIDE

DESIGN-BUILD RELATED SERVICES AGREEMENT

AN AGREEMENT dated and effective this ____ day of ________, 2026 by and between CITY OF SEASIDE ("City") an Oregon municipal corporation and _____________________________________ (“Provider").

WHEREAS, Provider is in the business of providing engineering, technical, regulatory assistance, or “related services.”

WHEREAS, City and Provider believe it in their respective and mutual interests to enter into a written Agreement setting out their understandings concerning Provider’s provision of services related to___preparation of Design-Build for HVAC and Support Systems Project______(“Project”).

NOW THEREFORE, based on the foregoing and for good and valuable consideration, the sufficiency of which is hereby acknowledged, City and Provider wish to enter into a written agreement for provision of said services in connection with the project, the terms of which are as follows:

1. Funds Available and Authorized City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement.

2. Term This Agreement shall run from __________, 2026 through and including ____________, 2027 unless sooner terminated under the provisions of this Agreement. This Agreement may be extended in writing for additional periods as agreed to by the parties.

3. Provider's Service The scope of Provider's services and time of performance under this Agreement are set forth in Exhibit “A.” All provisions and covenants contained in said exhibit are hereby incorporated by reference and shall become a part of this Agreement as if fully set forth. Any conflict between this Agreement and Provider's proposal (if any) shall be resolved first in favor of this written Agreement. Provider will, in the rendering of its services to City, use its best efforts and due diligence, in accordance with all commonly accepted industry standards, and will provide such personnel as are necessary to successfully provide the services covered under this Agreement (including Exhibit "A"). All Provider personnel shall be properly trained and fully licensed to undertake any activities pursuant to this Agreement, and Provider shall have all requisite permits, licenses, and other authorizations necessary to provide the services covered under this Agreement.

4. Provider Identification Provider shall furnish to City Provider's employer identification number, as designated by the Internal Revenue Service or, if the Internal Revenue Service has designated no employer identification number, Provider's Social Security number.

5. Compensation City agrees to pay Provider at the times and in the amount(s) set out in and in accordance with Exhibit “A.”

6. Project Managers City's Project Manager is _Brian J Owen_, _Convention Center General Manager__. Provider's Project Manager is ____________________. Each party shall give the other written notification of any change in their respective Project Manager.

7. Project Information Provider agrees to share all project information, to fully cooperate with all corporations, firms, contractors, governmental entities, and persons involved in or associated with Project. No information, news or press releases related to Project shall be made to representatives of newspapers, magazines, television and radio stations, or any other news medium without the prior authorization of City’s Project Manager.

8. Duty to Inform Provider shall give prompt written notice to City’s Project Manager if, at any time during the performance of this Agreement, Provider becomes aware of actual or potential problems, faults or defects in the project, any nonconformity with the Agreement, or with any federal, state, or local law, rule or regulation, or has any objection to any decision or order made by City. Any delay or failure on the part of City to provide a written response to Provider shall constitute neither agreement with nor acquiescence in Provider's statement or claim and shall not constitute a waiver of any of City’s rights.

9. Provider is Independent Contractor Provider is an independent contractor for all purposes and shall be entitled to no compensation other than the compensation expressly provided by this Agreement. For clarity’s sake, the parties agree that Provider is economically independent from City and is free to operate its own independent business in addition to its performance of the services under this Agreement. Provider hereby expressly acknowledges and agrees that as an independent contractor, Provider is not entitled to indemnification by City or the provision of a defense by the City under the terms of ORS 30.285 or otherwise. This acknowledgment by Provider shall not affect his/her independent ability (or the ability of his/her insurer) to assert the monetary limitations found at ORS 30.270, the immunities listed at ORS 30.265 or other limitations affecting the assertion of any claim under the terms of the Oregon Tort Claims Act (ORS 30.260 to ORS 30.300).

10. Overtime Any person employed on work under this Agreement, other than a person subject to being excluded from the payment of overtime pursuant to either ORS 653.010 to 653.261 or 29 USC §201 to 209, shall be paid at least time and a half for: (1) all overtime in excess of eight hours in any one day or 40 hours in any one week when the work week is five consecutive days, Monday through Friday; or (2) For all overtime in excess of 10 hours in any one day or 40 hours in any one week when the work week is four consecutive days, Monday through Friday; and (3) For all work performed on Saturday and legal holidays. (ORS 279B.235)

11. Indemnity and Insurance

i. Indemnity: Provider acknowledges responsibility for any and all personal and professional liability arising out of the performance of this Agreement and shall hold harmless, indemnify, and defend the City and its…