27004 RFP HVAC Rooftop Unit Replacement and Building Automation Integration.pdf

TOWN OF ORO VALLEY RFP No. 27004 POSTED: August 6, 2026

HVAC ROOFTOP UNIT REPLACEMENT AND BUILDING AUTOMATION INTEGRATION

TOWN OF ORO VALLEY

NOTICE OF REQUEST FOR PROPOSALS No. 27004

Notice is hereby given that the Town of Oro Valley is conducting a competitive request for proposal (RFP) process with the intent to receive proposals from qualified contractors to (1) replace the units designated for replacement and (2) modernize zone-level control through integration with the Town’s existing building automation system at the recently acquired Town facility located at 13101 N Oracle Road.

Due Date Sealed Proposals must be received by or before Thursday, August 27, 2026 by 2:00 p.m. Local AZ Time. Proposals must be mailed, or hand delivered to: Town of Oro Valley, Town Clerk, 11000 N. La Cañada Drive, Oro Valley, Arizona 85737.

Pre-Proposal Conference Interested offerors are invited and strongly encouraged to attend the pre-proposal conference to be held on Friday, August 14, 2026, at 9:00 am Local AZ Time. A site visit at 13101 N Oracle Road will immediately follow. The pre-proposal conference will be held at the Kachina Conference Room at 11000 N La Canada Drive and via Microsoft Teams as follows:

Microsoft Teams Meeting ID: 233 221 634 436 491 Passcode: Je3mE2k4

Where to Obtain a Copy of the Solicitation A copy of this solicitation and future addenda may be obtained from the Town’s Internet site at:

https://www.orovalleyaz.gov/Government/Departments/Town-Managers-Office/Procurement

The Town of Oro Valley takes no responsibility for informing recipients of changes to the original solicitation document. It is the Offeror’s responsibility to obtain a copy of any amendments relevant to this solicitation. Failure to submit amendments with the solicitation response may be grounds for deeming a proposal non-responsive.

RFP Inquiries All inquiries regarding this solicitation will be directed in writing to: Kelsey Wuoti, Contract Specialist, kwuoti@orovalleyaz.gov. Please include “RFP No. 27004” in the subject line of the email.

RESPONSES TO THIS SOLICITATION

In order to be considered, the Offeror must complete and submit its response to the Town Clerk at 11000 N. La Canada Dr., Oro Valley, AZ 85737, prior to or at the exact date and time indicated on the Notice page. The Offeror’s response shall be submitted in a sealed envelope. The words “SEALED PROPOSAL” with the REQUEST FOR PROPOSAL TITLE, REQUEST FOR PROPOSAL NUMBER, PROPOSAL DUE DATE AND TIME and OFFEROR’S NAME AND ADDRESS shall be written on the envelope.

Post Date: August 6, 2026 https://www.orovalleyaz.gov/Government/Departments/Town-Managers-Office/Procurement mailto:kwuoti@orovalleyaz.gov

HVAC ROOFTOP UNIT REPLACEMENT AND BUILDING AUTOMATION INTEGRATION

Request for Proposals #27004

HVAC Rooftop Unit Replacement and Building Automation Integration

Pre-Proposal Conference and Site Walk:

August 14, 2026 9:00 AZ Local Time

Due Date:

August 27, 2026 2:00 AZ Local Time

I. INTRODUCTION

The Town of Oro Valley (the “Town”) recently acquired the facility located at 13101 N. Oracle Road. The building is served by fifty-two (52) packaged rooftop units (“RTUs”) of varying age, manufacturer, and condition. The facility is all-electric; there is no natural gas service. A condition assessment commissioned by the Town evaluated each unit and assigned a disposition of Replace, Repair, or None, as listed in Appendix A.

Repair of the units designated “Repair” will be performed by Town personnel and is not part of this solicitation. Through this solicitation the Town seeks proposals from qualified contractors for the following schedules:

• Schedule A: Rooftop Unit Replacement. Furnish and install twenty-three (23) replacement RTUs and all associated work, as identified in Appendix A.

• Schedule B: Networked Zone Control and Building Automation Integration. Replace existing thermostats with networked zone controllers and related hardware and integrate them into the Town’s existing Delta Controls building automation system (“BAS”).

Proposers are responsible for field-verifying unit types, quantities, capacities, and configurations prior to submitting a proposal; the Town does not warrant the assessment data for bidding purposes.

The Town, at its sole discretion, may evaluate and award each group separately and/or may make multiple awards as it believes appropriate. Offerors do not need to submit a proposal for all groups/types of services to be considered for award.

II. GENERAL REQUIREMENTS

1. Codes, Standards, and Regulatory Compliance All work shall comply with the editions of the following codes currently adopted by the Town of Oro Valley, the 2024 International Codes, effective January 1, 2026, with local amendments, and with all applicable federal and state law. Where requirements conflict, the more stringent shall govern.

• International Mechanical Code (IMC), 2024 edition, as amended by the Town.

• International Building Code (IBC) and International Fire Code (IFC), 2024 editions, as amended, for any structural, curb, roofing-penetration, or fire-related work.

• National Electrical Code (NEC / NFPA 70) 2023 edition as adopted by the Town, for all electrical connections and disconnects.

• U.S. EPA Clean Air Act Section 608 and 40 CFR Part 82 for recovery, recycling, reclamation, and disposal of refrigerants. A number of the existing units are of an age likely to contain R-22; the Contractor is responsible for proper recovery and documented reclamation or disposal of all refrigerant removed (see Section 7.3 regarding salvage).

• OSHA / ADOSH (29 CFR 1910) general industry safety standards, including fall protection for rooftop work (29 CFR 1910 Subpart D and applicable ANSI/ASSP Z359 provisions) and energy-control (lockout/tagout) procedures under 29 CFR 1910.147.

• Replacement equipment shall meet or exceed current federal minimum energy-efficiency standards and the efficiency provisions of ASHRAE 90.1 applicable at the time of installation. (The Town has not adopted the 2024 International Energy Conservation Code; federal appliance-efficiency standards and ASHRAE 90.1 nonetheless apply.)

2. General Execution (Applies to All Schedules)

HVAC ROOFTOP UNIT REPLACEMENT AND BUILDING AUTOMATION INTEGRATION

A. Site Visit and Pre-Proposal Conference: A site visit and a pre-proposal conference will be held according to the RFP documents included hereto. Because the equipment is roof-mounted, proposers must arrange site access through the Town’s designated representative and comply with all site safety requirements. It is the responsibility of all bidders and the awarded contractor to ensure that personnel accessing the roof have been properly trained to do so, in accordance with applicable OSHA requirements.

B. Site Access and Work Hours

• The facility is unoccupied and will remain so during the work. The Contractor is not required to maintain conditioned space and may take units offline as needed to perform the work

• Normal work hours should be between 6:00 AM to 6:00 PM, Monday through Friday, excluding holidays.

• Work outside of normal work hours must be approved by the designated Town representative.

• The Contractor is responsible for daily cleanup and protection of the Town’s property.

C. Refrigerant and Material Disposal

The Contractor shall recover, reclaim, or dispose of all refrigerants, and dispose of or recycle all removed equipment and debris, in compliance with EPA, ADEQ, and all applicable regulations, and shall document refrigerant recovery quantities and lawful disposal/recycling for all removed units.

The Contractor shall itemize all salvaged refrigerant by type and quantity. The Town shall be issued credit for the current market value for all recovered refrigerants.

D. Roof Protection and Warranty

The facility roof is a newly installed TPO membrane; the roof warranty is held by Progressive Roofing. The Contractor shall make every effort to protect the TPO from damage at all times, use walk pads where available, and coordinate any roof penetration, flashing, or membrane work with Progressive Roofing so that the existing roof warranty is preserved. Any damage to the TPO shall be repaired by Progressive Roofing at the Contractor’s expense.

E. Permits

The Town will obtain all permits required for the work.

The Contractor shall manage the permit through the Town’s portal and schedule all related permit and special inspections.

F. Unit Identification and Labeling

The Contractor shall:

• Permanently and legibly label each rooftop unit with its unit number.

• Label the corresponding breaker for each unit, in each zone’s breaker panel, with the matching unit number, so unit and breaker correspond; and

• Mark each unit’s zone on a floor-plan map provided by the Town.

• Labeling shall be neat, durable, and weather-appropriate for rooftop application.

3. Submittals

The Contractor shall provide the following. Where a submittal is required prior to work, the Town’s acceptance is a condition precedent to that work.

HVAC ROOFTOP UNIT REPLACEMENT AND BUILDING AUTOMATION INTEGRATION

• Product data and cut sheets for all proposed equipment, controllers, and major components, demonstrating compliance with this Scope and applicable codes (prior to ordering).

• A project schedule identifying sequencing, any service interruptions, and milestone dates.

• For Schedule B, a points list, integration plan, and graphics plan for Town/IT review prior to integration.

• Manufacturer start-up and commissioning reports for each replacement unit (Schedule A).

• Unit functionality verification report (Section 6.4).

• Closeout package (Schedules A and B): In digital format; as-installed documentation, equipment IOM manuals, warranty registrations, TEP rebate documentation, refrigerant recovery and disposal records, controller addresses and network documentation, the completed labeling and zone floor-plan map, and a unit-by-unit record of work performed.

4. Commissioning, Testing and Acceptance

Acceptance is performance and documentation based. Payment for any unit or schedule is earned only upon both (a) demonstrated correct operation and (b) delivery of complete, accurate documentation.

A. Functional Performance Testing

• Each replacement unit shall be tested across all applicable operating modes and demonstrated to operate correctly and to be in a maintainable condition before it is accepted.

B. Town Verification and Quality Control

• The Town (or its designated representative) reserves the right to witness any test, to inspect any unit, and to conduct independent quality-control verification, including re-inspection of a representative sample of completed units, before acceptance.

• The Town may reject any unit or work that does not meet the required outcome or that is not supported by the required documentation.

C. Documentation and Withholding

The Town may withhold payment for any unit or schedule for which the required commissioning reports, recovery/disposal records, warranty registrations, labeling/floor-plan deliverables, or closeout documentation are incomplete, inaccurate, or not yet delivered, until the deficiency is cured.

D. Re-Test and Dispute Resolution

Where a unit or controller fails a test or inspection, the Contractor shall correct the deficiency and the item shall be re-tested at the Contractor’s expense. Repeated failures may, at the Town’s discretion, be cause for the Town to engage others to complete the work and to back-charge the Contractor.

E. Warranty

• The Contractor shall warrant all labor and installation workmanship (both schedules) for a minimum of 2 years from the Town’s acceptance, correcting any defect in workmanship at no cost to the Town during that period.

SCHEDULE A: Rooftop Unit Replacement

I. Contractor Qualifications and Licensing At the time of proposal submission and continuously throughout the contract term, the Contractor shall:

• Hold an active Arizona Registrar of Contractors (ROC) commercial license appropriate to the work, C-39 (Commercial Air Conditioning and Refrigeration) or dual CR-39. The Town may verify license status and disciplinary history through the ROC.

• Ensure that all personnel handling refrigerant hold current U.S. EPA Section 608 technician certification appropriate to the equipment serviced.

• Demonstrate not less than five (5) years of experience performing commercial packaged RTU replacement of comparable scope, with at least three (3) verifiable references for projects of similar size completed within the past five (5) years.

II. Rooftop Unit Replacement

Required Outcome: For each of the twenty-three (23) units designated “Replace” in Appendix A, the Contractor shall furnish and install a new packaged RTU that is fully operational, commissioned, code-compliant, and integrated with the zone control and BAS work under Schedule B (where the schedules are awarded together). Each replacement unit shall match or exceed the capacity, configuration, and service requirements of the unit it replaces verified against field conditions.

A. Work Included:

1. Removal and lawful disposal or recycling of the existing unit, including all crane and hoisting (rigging) operations required to lower removed units from the roof and set new units in place, and documented refrigerant recovery.

2. Furnishing and installing the new unit, including any curb adapters, structural support, roofing penetrations and flashing restoration, and condensate management required for a complete installation (roof protection and warranty coordination per Section 7.4).

3. Electrical disconnect, whip and disconnect replacement, and reconnection to existing service, and all controls wiring connections necessary for operation and for integration under Schedule B. The facility is all-electric; there is no natural gas at the facility.

4. Replacement of whips and disconnect switches, with new, for all Schedule A units.

5. Charging, start-up, and seasonal commissioning of each unit in accordance with the manufacturer’s installation, operation, and maintenance (IOM) instructions.

6. Manufacturer start-up documentation and registration so that all available equipment warranties are activated in the Town’s name.

7. Identify and coordinate any available Tucson Electric Power (TEP) efficiency rebates or incentives for which the replacement equipment qualifies and provide the documentation necessary for the rebates to be paid to the Town.

B. Equipment Standards

• New units shall be new, current-production models from a nationally recognized, name-brand manufacturer with established parts availability and local service support (no remanufactured, refurbished, or discontinued equipment).

• Standardization is preferred. Proposers are encouraged to propose a consistent manufacturer and platform across the replacement units to simplify the Town’s long-term maintenance, parts inventory, and controls integration.

• New units shall use a low-GWP A2L refrigerant compliant with the EPA AIM Act Technology Transitions Rule (Global Warming Potential of 700 or less), consistent with equipment manufactured on or after January 1, 2025. The prevailing compliant refrigerant among the Town’s preferred manufacturers is R-454B; however, R-32 is also compliant. Equipment using R-410A (now restricted from new manufacture) is not acceptable.

• Schedule A equipment shall carry the full manufacturer’s warranty, registered in the Town’s name.

Schedule B: Networked Zone Control and Building Automation Integration

I. Contractor Qualifications and Licensing

At the time of proposal submission and continuously throughout the contract term, the Contractor shall hold an active ROC license appropriate to the work or subcontract qualified firms to perform the work of installation, programming, and integration on the Town’s BAS platform.

II. Networked Zone Control and BAS Integration

A. Required Outcome: Replace existing zone thermostats throughout the facility with networked zone controllers and fully integrate them into the Town’s existing Delta Controls BAS, such that each zone is individually monitored, scheduled, and controlled, with verified, labeled, and documented points.

B. Work Included:

• Furnish and install networked zone controllers in place of existing thermostats. Controllers shall be BACnet-native and compatible for full integration with the Town’s Delta enteliWEB Controls BAS.

• Integrate all controllers into the BAS, including point mapping, alarms, schedules, setpoint limits, and trend logging consistent with the Town’s existing conventions, and provide or update facility graphics in the BAS front-end.

• Coordinate controller installation with Schedule A work so that controls are commissioned against operating equipment.

C. Future Network Connectivity: The facility is not currently connected to the internet. The Contractor shall install, address, configure, and document the controllers and BAS integration so the system is fully functional locally and is ready to be connected to the Town network and enabled for remote BAS access when connectivity becomes available, without reconfiguration or rework.

D. Unit Functionality Verification: Several units are currently missing thermostats and cannot be assumed operational. As part of controller installation and commissioning, the Contractor shall field-verify the functionality of the unit each zone controller serves, confirming the unit operates in its available modes, and shall report any non-functional or non-responsive unit to the Town’s designated representative in writing rather than assume operation.

E. Cybersecurity and Data: All networked devices and integration work shall comply with the

Town’s cybersecurity requirements as directed by Town IT. Devices shall not be connected to Town infrastructure until reviewed and authorized.

F. Functional Performance Testing: Each Zone controller shall be demonstrated, live, to communicate with the BAS; to report accurate status; and to respond to schedules, setpoints and overrides.

G. Warranty: Schedule B controller hardware and integration programming shall be warranted for a minimum of 2 years.

INSTRUCTIONS TO OFFERORS

1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION:

For purposes of this solicitation and subsequent contract, the following definitions shall apply:

Addendum: A document issued by the Town that has the effect of modifying, clarifying, adding to or deleting specifications, scope, and terms or conditions of the solicitation.

Amendment: A document issued by the Town that modifies the specifications, scope or terms and conditions of a contract.

Contract: The legal agreement executed between the Town and the Contractor/Contractor.

The Contract shall include this RFP document incorporated herein by reference, all terms, conditions, specifications, scope of work, addenda, amendments, the Contractor’s offer and negotiated items as accepted by the Town.

Contractor/Consultant: The individual, partnership, or corporation who, as a result of the competitive solicitation process, is awarded a contract by the Town.

Contract Representative: The Town employee or employees who have specifically been designated to act as a contact person or persons to the Contractor and is responsible for monitoring and overseeing the Contractor's performance under this Contract.

The Contract Representatives for the Town are as follows:

Zeke Ellis, Fleet and Facilities Manager, zellis@orovalleyaz.gov

Procurement Agent: The central contracting authority for the Town, the Town’s Chief

Procurement Officer.

May: Indicates something that is not mandatory but permissible.

Offeror: The individual, partnership, or corporation who submits a proposal or offer in response to a solicitation.

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements, if they constitute a substantive requirement, may, at the Town’s sole discretion, result in the rejection of a proposal as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the Town may, at its sole option, ask the Offeror to provide the information or evaluate the proposal without the information.

Town: The Town of Oro Valley, Arizona.

2. PRE-PROPOSAL CONFERENCE: If scheduled, the date and time of a Pre-Proposal conference is indicated on the cover page of this document. Attendance at this conference is not mandatory. The purpose of this conference will be to clarify the contents of this Request for Proposal in order to prevent any misunderstanding of the Town's position. Any doubt as to the requirements of this Request for Proposal or any apparent omission or discrepancy should be presented to the Town at this conference. The Town will then determine the appropriate action necessary, if any, and may issue a written addendum to the Request for Proposal. Oral statements or instructions will not constitute an addendum to this Request for Proposal.

3. INQUIRIES: Any question related to the solicitation shall be directed to the contact person whose name appears on the cover page. The contact person may require any and all questions be submitted in writing. Offerors are encouraged to submit written questions via mailto:zellis@orovalleyaz.gov

HVAC ROOFTOP UNIT REPLACEMENT AND BUILDING AUTOMATION INTEGRATION

electronic mail or facsimile, at least five days prior to the solicitation due date. Any correspondence related to a solicitation should refer to the appropriate solicitation number, page and paragraph number. An envelope containing questions should be identified as such, otherwise it may not be opened until after the official proposal due date and time. Oral interpretations or clarifications will be without legal effect. Only questions answered by a formal written addendum to the solicitation will be binding.

4. SOLICITATION ADDENDUM: The Offeror shall acknowledge receipt of a solicitation addendum by signing and returning the document by the specified due date and time. The Request for Proposals with Information for Respondents, Supplemental Project Information, any future Addenda may be obtained from the Town’s website:

https://www.orovalleyaz.gov/Government/Departments/Finance/Procurement. It is the sole responsibility of the Respondent to obtain, review, and acknowledge any addenda that may be published on the Town’s website.

5. FAMILIARIZATION OF SCOPE OF WORK: Before submitting a response, each offeror shall familiarize itself with the Scope of Work, laws, regulations and other factors affecting contract performance. The Offeror shall be responsible for fully understanding the requirements of the subsequent Contract and otherwise satisfy itself as to the expense and difficulties accompanying the fulfillment of contract requirements. The submission of a response will constitute a representation of compliance by the Offeror. There will be no subsequent financial adjustment, other than that provided by the subsequent Contract, for lack of such familiarization.

6. PREPARATION OF RESPONSE:

A. All proposals shall be on the forms provided in this solicitation package. It is permissible to copy these forms as required. Facsimiles or electronic mail proposals shall not be considered.

B. The Offer page, Price Page if applicable and any solicitation addenda must be signed and returned with the response.

C. The Offer page shall be signed by a person authorized to submit an offer. An authorized signature on the Offer page, Proposal addenda, or cover letter accompanying the proposal documents shall constitute an offer to sell the good and/or service specified herein.

D. In case of error in the extension of prices in the proposal, unit price shall govern when applicable.

E. Periods of time, stated as a number of days, shall be in calendar days unless otherwise specified.

F. It is the responsibility of all offerors to examine the entire solicitation package and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting a response. Negligence in preparing a response confers no right of withdrawal after due date and time.

H. The Town shall not reimburse the cost of developing, presenting, submitting or providing any response to this solicitation.

7. TAXES: All applicable sales taxes shall be included as a separate line item.

https://www.orovalleyaz.gov/Government/Departments/Finance/Procurement

HVAC ROOFTOP UNIT REPLACEMENT AND BUILDING AUTOMATION INTEGRATION

8. SUBMITTAL FORMAT: An original and 3 copies (4 total) of each response should be submitted on the forms and in the format specified in the solicitation. In addition, an electronic copy on a USB drive must be submitted. The material should be in sequence and related to the solicitation. The sections of the submittal should be tabbed, clearly identifiable and should include a minimum of the following sections: the completed Offer Page, all signed addenda and the Offeror’s response to the Evaluation Criteria including the completed Price Page (if applicable). Failure to include the requested information may have a negative impact on the evaluation of the submittal.

9. EXCEPTIONS TO CONTRACT PROVISIONS: A response to any solicitation is an offer to contract with the Town based upon the contract provisions contained in the Town’s Standard Contract (attached), the specifications, scope of work and any special terms and conditions.

Offerors who wish to propose modifications to the contract provisions must clearly identify the proposed deviations and any proposed substitute language. The provisions of the contract cannot be modified without the express written approval of the Procurement Agent. If a proposal or offer is returned with modifications to the contract provisions that are not expressly approved in writing by the Procurement Agent, the contract provisions contained in the Town’s solicitation document and standard contract shall prevail. NO EXCEPTIONS OR REVISIONS

TO THE INDEMNIFCATION PROVISION OF THE STANDARD CONTRACT SHALL BE

CONSIDERED.

10. PUBLIC RECORD: All proposals submitted in response to this solicitation shall become the property of the Town and shall become a matter of public record available for review subsequent to the award notification.

11. CONFIDENTIAL INFORMATION: The Town is obligated to abide by all public information laws. If an Offeror believes that any portion of a proposal, offer, specification, or correspondence contains information that should be withheld, a statement advising the Procurement Agent of this fact should accompany the submission and the information shall be so identified wherever it appears. The Town shall review all requests for confidentiality and may provide a written determination to designate specified documents confidential or the request may be denied. Price is not confidential and will not be withheld. If the confidential request is denied, such information shall be disclosed as public information, unless the offeror submits a formal written objection.

12. CERTIFICATION: By signature on the Offer page, solicitation addenda, or cover letter accompanying the submittal documents, Offeror certifies:

A. The submission of the offer did not involve collusion or other anti-competitive practices.

B. The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal or State law.

C. The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with the submitted offer.

D. The Offeror hereby certifies that the individual signing the submittal is an authorized agent for the Offeror and has the authority to bind the Offeror to the Contract.

HVAC ROOFTOP UNIT REPLACEMENT AND BUILDING AUTOMATION INTEGRATION

13. RESPONSES TO THIS SOLICITATION: In order to be considered, the Offeror must complete and submit its response to the Town Clerk at 11000 N. La Canada Dr., Oro Valley, AZ 85737, prior to or at the exact date and time indicated on the Notice page. The Offeror’s response shall be submitted in a sealed envelope. The words “SEALED PROPOSAL” with the REQUEST FOR PROPOSAL TITLE, REQUEST FOR PROPOSAL NUMBER, PROPOSAL DUE DATE AND TIME and OFFEROR’S NAME AND ADDRESS shall be written on the envelope.

14. LATE PROPOSALS: Late proposals will be rejected and returned unopened.

15. OFFER AND ACCEPTANCE PERIOD: In order to allow for an adequate evaluation, the

Town requires an offer in response to this solicitation to be valid and irrevocable for ninety

(90) days after the proposal due date and time.

16. WITHDRAWAL OF OFFER: At any time prior to the specified solicitation due date and time, an offeror may formally withdraw the offer by a written letter, facsimile or electronic mail from the Offeror or a designated representative. Telephonic or oral withdrawals shall not be considered.

17. DISCUSSIONS: The Town reserves the right to conduct discussions with offerors for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the proposal in order to clarify an offer and assure full understanding of, and responsiveness to, solicitation requirements.

18. CONTRACT NEGOTIATIONS: Negotiations may be conducted with responsible offeror(s) for the purpose of altering or otherwise changing the conditions, terms and price of the proposed contract unless prohibited. Offerors shall be accorded fair and equal treatment in conducting negotiations and there shall be no disclosure of any information derived from proposals submitted by competing offerors.

19. UPON NOTICE OF INTENT TO AWARD: The apparent successful offeror shall sign and file with the Town, within ten (10) days after Notice of Intent to Award, all documents necessary to the successful execution of the Contract.

20. AWARD OF CONTRACT: Notwithstanding any other provision of the solicitation, the Town reserves the right to:

(1) waive any immaterial defect or informality; or

(2) reject any or all proposals, or portions thereof; or

(3) reissue the solicitation.

21. PROTEST REQUIREMENTS: A protest shall be in writing and shall be filed with the Town

Manager in accordance with Section 3-4-9 of the Town Code. A protest of a Solicitation shall be received by the Town Manager not more than ten (10) days after the protestant knew or should have known of the basis for its protest or, if a protest of a contract award, no later than ten 10 days after a contract award. A protest shall include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

HVAC ROOFTOP UNIT REPLACEMENT AND BUILDING AUTOMATION INTEGRATION

C. Identification of the Solicitation or Contract number;

D. A detailed statement of the legal and factual grounds of protest including copies of relevant documents; and E. The form of relief requested.

EVALUATION REQUIREMENTS

REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA: As stated in the Scope of Work, the evaluation of proposals will be based upon the Offeror’s submittal for Schedule A or B. The Offeror does not have to submit on all Schedules to be considered for award. The Town will evaluate each Schedule separately.

The narrative portion and the materials presented in response to this Request for Proposal should be submitted in the same order as requested and must contain, at a minimum, the following:

I. EVALUATION CRITERIA- (listed in descending order of importance)

A. Qualifications, Experience and Expertise (60 points maximum)

B. Price Proposal (40 points maximum)

A. QUALIFICATIONS, EXPERIENCE AND EXPERTISE

1. A brief history of the Offeror’s firm, including how long the Offeror has been in business performing services as requested in the Scope of Work.

2. A list of specific qualifications the Offeror and staff have in supplying the services listed in this proposal

3. A list of at least three (3) previous and current contracts, which are considered identical or similar to the Scope of Work herein. For each client listed, please include the name and phone number of a reference who is able to comment on the related experience.

4. An outline of your firm’s method of approach to work required under Schedule

A including estimated project timeline.

B. PRICE PROPOSAL

Provide price proposal in the format as specified in the Price Page attached herein.

II. EVALUATION CRITERIA- (listed in descending order of importance)

C. Qualifications, Experience and Expertise (60 points maximum)

D. Price Proposal (40 points maximum)

C. QUALIFICATIONS, EXPERIENCE AND EXPERTISE

5. A brief history of the Offeror’s firm, including how long the Offeror has been in business performing services as requested in the Scope of Work.

6. A list of specific qualifications the Offeror and staff have in supplying the services listed in this proposal

7. A list of at least three (3) previous and current contracts, which are considered identical or similar to the Scope of Work herein. For each client listed, please include the name and phone number of a reference who is able to comment on the related experience.

8. An outline of your firm’s method of approach to work required under Schedule

B including estimated project timeline.

II. GENERAL

A. Shortlist:

The Town reserves the right to shortlist the offerors. However, the Town may determine that shortlisting is not necessary.

B. Interviews:

The Town reserves the right to conduct interviews with some or all of the offerors at any point during the evaluation process. However, the Town may determine that interviews are not necessary. In the event interviews are conducted, information provided during the interview process shall be taken into consideration when evaluating the stated criteria. The Town shall not reimburse the offeror for the costs associated with the interview process.

C. Additional Investigations:

The Town reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any offeror submitting a proposal. Such additional investigations may or may not include the Town requesting site visits of potential service locations.

D. Prior Experience:

Experiences with the Town and entities that evaluation committee members represent may be taken into consideration when evaluating qualifications and experience.

STANDARD TERMS AND CONDITIONS

OFFER

TO THE TOWN OF ORO VALLEY:

The Undersigned hereby offers and shall furnish the material or service in compliance with all terms, scope of work, conditions, specifications, and addenda in the Request for Proposal which is incorporated by reference as if fully set forth herein.

For clarification of this offer, contact:

Name:

Company Name

Title:

Address

Phone:

Town State Zip

Fax:

Signature of Person Authorized to Sign

E-mail:

Printed Name

Title

PRICE PAGE

This price proposal for each Schedule shall include all costs and work necessary to effectively conduct and complete the Scope of Work specific to that Schedule. Offerors do not need to submit pricing for all Schedules to be considered for award.

Rooftop Unit Replacement, 23 Units Lump Sum: $

Per-unit unit price breakout:

Unit Model Number Serial Number Disposition Per-Unit Price

1 50HJQ004-601 4700G24501 Replace (Schedule A)

2 50JX-024-301 5000G14050 Replace (Schedule A)

7 50JX-024-301 5000G14054 Replace (Schedule A)

11 50JX-024-301 4700G10680 Replace (Schedule A)

12 50JX-024-301 5000G14053 Replace (Schedule A)

15 50JX-024-301 5000G14051 Replace (Schedule A)

18 50HX-024-311 2100G40594 Replace (Schedule A)

21 TSCO90A4R0A0

SA0000000A2A0

240101066L Replace (Schedule A)

22 50HJQ005-601 2500G20232 Replace (Schedule A)

23 50HX-024-311 2100G40591 Replace (Schedule A)

24 50HJQ006-601 2400G20298 Replace (Schedule A)

25 50HJQ006-601 2400G24775 Replace (Schedule A)

HVAC ROOFTOP UNIT REPLACEMENT AND BUILDING AUTOMATION INTEGRATION

30 2TWA2060A4000

AA

2263K8W2F Replace (Schedule A)

31 2TWA2060A4000

AA

22520KT2F Replace (Schedule A)

33 50TCQA06A2A6

A0A0A0

2012C82475 Replace

37 50HX-030-301 2300G44123 Replace

38 50HJQ005-601 2200G24550 Replace (Schedule A)

39 50VT-C24-30TP 1118C03261 Replace (Schedule A)

41 50EZ-A30-30 1413C24877 Replace (Schedule A)

43 50HX-024-311 2100G40592 Replace (Schedule A)

47 WCP060F400AD 4253KFX2H Replace (Schedule A)

51 WCP036F100AA 4181J0K1H Replace (Schedule A)

52 WCX024G100BB 427543J1H Replace

Networked Zone Control & Delta BAS Integration (lump sum): $

Hourly T&M rate for owner-authorized additional work:

Regular $ Overtime $ Material Markup: %

DRAFT for Procurement Review: Page 8 of 9

Appendix A: Unit Disposition Schedule

Fifty-two (52) rooftop units. Disposition per the condition assessment commissioned by the

Town. Model and serial data as recorded in the assessment; proposers shall verify unit details prior to bidding. Summary: 23 Replace (Schedule A, this solicitation); 27 Repair

(performed by Town personnel).

Unit Model Number Serial Number Disposition

1 50HJQ004-601 4700G24501 Replace (Schedule A)

2 50JX-024-301 5000G14050 Replace (Schedule A)

3 50JX-024-301 5000G14052 Repair (by Town)

4 50HJQ004-601 4900G20100 Repair (by Town)

5 50JX-024-301 4900G10777 Repair (by Town)

6 50HJQ004-601 4900G20103 Repair (by Town)

7 50JX-024-301 5000G14054 Replace (Schedule A)

8 50JX-024-301 5000G14049 Repair (by Town)

9 50HJQ005-601 4900G20149 Repair (by Town)

10 50HJQ004-601 4900G20101 Repair (by Town)

11 50JX-024-301 4700G10680 Replace (Schedule A)

12 50JX-024-301 5000G14053 Replace (Schedule A)

13 50HJQ004-601 4900G20102 Repair (by Town)

14 50HJQ004-601 4700G24500 Repair (by Town)

15 50JX-024-301 5000G14051 Replace (Schedule A)

16 50JX-024-301 5000G14048 Repair (by Town)

17 50HJQ005-601 4900G20148 Repair (by Town)

18 50HX-024-311 2100G40594 Replace (Schedule A)

19 50HJQ006-601 2400G24778 Repair (by Town)

20 50HJQ006-601 2400G24776 Repair (by Town)

21 TSCO90A4R0A0SA0000000A2A0 240101066L Replace (Schedule A)

22 50HJQ005-601 2500G20232 Replace (Schedule A)

23 50HX-024-311 2100G40591 Replace (Schedule A)

24 50HJQ006-601 2400G20298 Replace (Schedule A)

25 50HJQ006-601 2400G24775 Replace (Schedule A)

26 50HX-024-311 2100G40590 Repair (by Town)

27 50HJQ006-601 2500G20240 Repair (by Town)

28 50HJQ006-601 2400G20300 Repair (by Town)

29 50HJQ005-601 2500G20233 Repair (by Town)

30 2TWA2060A4000AA 2263K8W2F Replace (Schedule A)

31 2TWA2060A4000AA 22520KT2F Replace (Schedule A)

32 50VT-C30-30TP 3816C11438 Repair (by Town)

33 50TCQA06A2A6A0A0A0 2012C82475 Replace (Schedule A)

DRAFT for Procurement Review: Page 9 of 9

Unit Model Number Serial Number Disposition

34 50HJQ006-601 2200G24543 Repair (by Town)

35 50HJQ006-601 2200G24546 Repair (by Town)

36 50HX-030-301 2200G40699 Repair (by Town)

37 50HX-030-301 2300G44123 Replace (Schedule A)

38 50HJQ005-601 2200G24550 Replace (Schedule A)

39 50VT-C24-30TP 1118C03261 Replace (Schedule A)

40 50HJQ006-601 2200G24542 Repair (by Town)

41 50EZ-A30-30 1413C24877 Replace (Schedule A)

42 50HJQ005-601 2200G20151 Repair (by Town)

43 50HX-024-311 2100G40592 Replace (Schedule A)

44 4TWA4060A4000AA 1822448R2F None

45 2TWA2060A4000AA 2263K7L2F None

46 4WCC4030A1000AB 181414331L Repair (by Town)

47 WCP060F400AD 4253KFX2H Replace (Schedule A)

48 2TWA2060A4000AA 2263LAC2F Repair (by Town)

49 2TWA2048A4000AA 22553N92F Repair (by Town)

50 2TWA2042A4000AA 2223X723F Repair (by Town)

51 WCP036F100AA 4181J0K1H Replace (Schedule A)

52 WCX024G100BB 427543J1H Replace (Schedule A)

A contract will be executed with the successful bidder(s) that substantially contains the following terms and conditions:

HVAC Rooftop Unit Replacement and Building Automation Integration

THIS CONTRACT is made and entered into by and between the Town of Oro Valley, a Municipal Corporation (the “Town”) and , (the “Contractor”).

The Town and the Contractor for the consideration named agree as follows:

SECTION 1. The complete Contract includes all of the Contract Documents as if set forth in full herein. The Contract and all Contract Change Orders issued after the execution of the Contract, Addendum No(s) issued prior to the opening of the bids, the Project Plans (Exhibit(s) ), the Project Specifications and its Special Provisions, the PAG Standard Specifications Standard Specifications, the Waterworks Standards, as called out, the Bidder’s Proposal, the Notice Inviting Bids, the Performance Bond and the Payment Bond, all of which are essential parts of this Contract. In the event of any conflict in these provisions, the terms of the Contract Documents shall control, each over the other, in the order provided.

SECTION 2. The Contractor shall furnish all materials, except as otherwise provided in the Plans or Specifications, and will perform all the work for the

HVAC Rooftop Unit Replacement and Building Automation Integration necessary to complete in a good, workmanlike and substantial manner the work in accordance with the Contract Documents for this Project.

The Contract documents are specifically referred to and made a part hereof this Contract.

SECTION 3. The Town will pay the Contractor the amount of (Dollars) ($ ) for a base contract, subject to change of materials and work orders. The Contractor agrees to receive and accept the prices set forth in the Bid Schedule as full compensation for the work required under the bid items awarded by the Town subject to additions and/or reductions of the quantities of the various bid items at the unit prices bid for furnishing all labor and materials and for doing all the work contemplated and embraced under this Contract. The Contractor further agrees that:

a. The Town will not pay any claim submitted to the Town by the Contractor unless the claim is SUBMITTED IN WRITING to the Town and APPROVED BY THE TOWN IN WRITING BEFORE any such work is started.

b. The Town will not pay for any cost increases for labor and materials outside the original prices as set forth in the Bid Schedule unless SUBMITTED IN WRITING to the Town and AGREED TO IN WRITING by the Town IN ADVANCE.

c. In the event of unforeseen difficulties or obstructions arising out of the nature of the work to be performed are encountered by the Contractor, the Contractor SHALL NOT MOVE FORWARD with any additional work until that work is APPROVED IN WRITING by the Town’s Project Manager.

d. The Contractor shall be responsible for all expenses incurred by or in consequence of the suspension and/or discontinuance of work CAUSED BY Contractor.

e. The Contractor shall faithfully complete the work in the manner and in accordance with the Contract Documents and the requirements of the Town’s Project Manager under them.

f. Any additional charges incurred without WRITTEN CONSENT of the Town shall be considered incidental costs to the Contract with NO COST to the Town.

SECTION 4. TIME IS OF THE ESSENCE for this Contract. The Contractor agrees to commence work pursuant to this Contract within seven (7) calendar days after the date of authorization specified in the Notice to Proceed and to diligently prosecute the same, day to day, such that all work is complete and fully operational by or before the date indicated on the Town issued-Notice to Proceed except as adjusted by subsequent Contract Change Order(s). All additional work, when authorized by executed Change Order(s) shall be compensated for by a fee as mutually agreed upon by the Town and Contractor.

When a contractor submits a request for a date extension for which work must be completed in a contract, a written Contract Change Order shall be initiated outlining the reason for applying for the extension and the drop-dead date the work will be completed. If the extension is agreed to and signed by the Town and the Contractor, it binds the Contractor to complete the work by the extended date designated in the amendment unless the delay in completion of the work by the Contractor results from an unforeseeable cause beyond the control and without the fault or negligence of the Contractor. It is agreed the Town’s only liability for delay from any cause shall be limited to granting a time extension to the Contractor. There is no other obligation, expressed or implied, on part of the Town to the Contractor for delay from any cause.

SECTION 5. If the work to be performed by Contactor for this Contract is not complete and fully operational by or before the substantial and final completion dates as indicated in the Town’s Notice to Proceed, except as adjusted by subsequent Contract Change Order(s), the Contractor shall pay to the Town $XXX per calendar day as liquidated damages for each consecutive calendar day the work remains incomplete.

For the purpose of determining applicability of liquidated damages, completion time shall be extended only if delay in completion of the work by the Contractor results from an unforeseeable cause beyond the control and without the fault or negligence of the Contractor per the following Section 6.

SECTION 6. Force Majeure: Notwithstanding any other term, condition, or provision hereof to the contrary, in the event any party hereto is precluded from satisfying or fulfilling any duty or obligation imposed upon such party by the terms hereof due to labor strikes, nationwide material shortages, war, civil disturbances, unusual weather conditions, natural disasters, acts of God, or other events beyond the control of such party, the time period provided herein for the performance by such party of such duty or obligation shall be extended for a period equal to the delay occasioned by such events and must be agreed to IN WRITING BY BOTH PARTIES.

SECTION 7. The Contractor agrees to indemnify, defend, and save harmless the Town, its Mayor and Council, appointed boards and commissions, officials, officers, and employees, individually and collectively from all losses, claims, suits, demands, expenses, subrogations, attorney’s fees, or actions of any kind and nature arising out of the Contractor’s negligence or any subcontractor employed by the Contractor including bodily injury and death, damages to any property or any other losses, claims, suits, demands, and/or expenses, arising or alleged to have arisen out of the work performed, except any injury or damages arising out of the sole negligence of the Town, its officers, agents or employees. The amount and type of insurance coverage requirements set forth in Section 8 will in no way be construed as limiting the scope of indemnity in this paragraph.

SECTION 8. The Contractor agrees to obtain Insurance Coverage of the types and amounts as required in the Pima County/City of Tucson Standard Specifications for Public Improvements (Standard Specifications) and keep the Insurance Coverage in force until all work has been completed and the completed project has successfully completed its warranty period. The Contractor shall furnish the Town with a Certificate evidencing liability insurance policy or policies with the minimum insurance limits as indicated. All policies will contain an endorsement providing that written notice be given to the Town at least thirty (30) calendar days prior to termination, cancellation or reduction in coverage in any policy.

SECTION 9. This Contract may be terminated at any time by mutual written consent, or by the Town, with or without cause, upon giving thirty (30) days written notice. If this Contract is terminated, the Town shall be liable only for payment for services rendered and accepted by the Town before the effective date of termination.

The Town reserves the right to terminate in whole or any part of this Contract due to the failure of the Contractor to carry out any term or condition of the Contract. The Town will issue a written notice of default to the Contractor for failing to perform the stipulations, conditions or services/specifications required in this Contract. The Contractor shall have 5 days from receipt of the notice to rectify the failure or establish a plan for remedy. Contractor shall provide documentation of the remedy or proposed plan for approval by the Town.

The Town may terminate this Contract for cause if:

A. In the opinion of the Town, the Contractor attempts to impose personnel, materials or services of an unacceptable quality;

B. In the opinion of the Town, the Contractor fails to furnish the required services and/or product within the time stipulated in the Contract;

C. In the opinion of the Town, the Contractor fails to make progress in the performance of the requirements of the Contract;

D. The Contractor gives the Town a positive indication that the Contractor will not or cannot perform to the requirements of the Contract.

If funds that are appropriated or allocated for the payment of obligations under this Contract are not allocated by the Town and available for the continued purchase of the services and/or materials provided under this Contract, this Contract may be terminated by the Town at the end of the period for which funds are available. The Town will notify the Contractor in the event that continued service will or may be affected by non-appropriation. No penalty shall accrue to the Town in the event that this provision is exercised, and the Town shall not be obligated or liable for any future payments due or for any damages as a result of termination under this paragraph.

Upon Notice of Termination the Contractor shall apprise the work the Contractor has completed and submit this appraisal to the Town for evaluation.

The Contractor shall receive as compensation for services performed through the date of such termination, a fee for the percentage of work actually completed. This fee shall be a percentage of the Contractor fee described in this Contract and shall be in the amount mutually agreed to between the Contractor and the Town. The Town shall make this final payment within sixty (60) days after the Contractor has delivered the last of the partially completed items or service.

Notice required under this section shall be in writing and shall be served by certified mail upon the other party. When served by certified mail, services shall be conclusively deemed made five (5) days after posting thereof in the United States mail, postage prepaid.

SECTION 10. The Contractor agrees that any inspection by the Town…