42-XQn-2027-003-RFP-HVAC-Equipment-Replacement-and-Installation-Services.pdf

Solicitation 2027-003-RFP 1

REQUEST FOR PROPOSALS (RFP)

HVAC EQUIPMENT REPLACEMENT and INSTALLATION SERVICES

MESA GATEWAY AIRPORT AUTHORITY

(MGAA)

Issue date: September 14, 2026

MGAA reserves the right to revise the solicitation schedule by written Addendum.

RFP INFORMATION

SOLICITATION 2027-003-RFP

Contact Marian Whilden, Procurement Officer Email Address mwhilden@gatewayairport.com Mandatory Pre-Submittal Meeting and Site Tour

Date: September 29, 2026 Time 1:30 PM (Arizona Time) Location: Mesa Gateway Airport Authority Administration Building 5835 S. Sossaman Road Mesa, AZ 85212

Site tour is immediately following the Pre-Submittal Meeting Offerors must register before the tour – see page 4 for Site Tour registration instructions

RFP Submittal Mailing/Delivery Address

5835 S. Sossaman Road Mesa, Az 85212

Due Date for Questions and Clarifications

October 5, 2026 by 3:00 PM (Arizona Time)

*RFP Submittal Due Date October 15, 2026 by 2:00 PM (Arizona Time)

*MGAA’s Administration Offices are closed on Fridays, Saturdays, and Sundays; therefore, submittals will not be accepted on these days.

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Request for Proposals Table of Contents

Section Page

Notice of Request for Proposals 1

Table of Contents 2

Public Record Notice 3

Site Tour 4

Section One – Information and Instructions 5 Section Two – Special Provisions and Specifications 9 Submittal Requirements 13 Submittal Checklist 18 Section Three – Standard Terms and Conditions 21

Attachment A – Price Proposal 26 Attachment B – Proposal Cover Sheet 28 Attachment C – Project Requirements Acknowledgement 29 Attachment D – Standard Certifications 30 Attachment E – Authorization for Release of Performance Information and Waiver 31 Attachment F – Insurance Requirements & Certificate of Insurability 32 Attachment G – Contract Acceptance and Exceptions 34 Attachment H – Addenda Acknowledgement 35 Attachment I – Project Reference Questionnaire 36

Exhibit 1 – Minimum HVAC Equipment Requirements 37 Exhibit 2 – Security Badging Requirements 39 Exhibit 3 – Contract Documents 43 Exhibit 4 – Schematic Drawings 44

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Public Record Notice

All submittals in response to this solicitation shall become the property of Mesa Gateway Airport Authority (“MGAA”), shall not be returned to Offeror, and shall become a matter of public record available for review subsequent to the contract award.

Please note that MGAA’s Procurement Policy requires:

If the Offeror deems any portion of its submittal as confidential, the Offeror must label each and every page of the confidential portions with: “Trade Secret”, “Confidential”, and/or “Proprietary”.

The Offeror must also list each of the materials it deems confidential at the beginning of its proposal, and provide a written, detailed justification for not making such material public, along with its submittal.

Additional information and requirements can be found in MGAA’s complete “Public Access to Procurement Information” contained in MGAA’s Procurement Policy that is available under the Policies, Documents, and Forms link at:

https://www.gatewayairport.com/policiesdocumentsandforms

MGAA encourages all Offerors to review this policy in its entirety prior to submitting a proposal.

https://www.gatewayairport.com/policiesdocumentsandforms

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SITE TOUR AND REGISTRATION

Attendance at the Pre-Submittal Meeting and Site Tour is mandatory. Failure to attend both shall render the Offeror ineligible for consideration.

The purpose of the meeting and site tour is to provide Offerors with an opportunity to review the project requirements, inspect the areas in which the work will be performed, observe existing conditions, and become familiar with the operational, security, access, scheduling, and other site constraints that may affect performance of the Work.

Registration in advance is required as follows:

1. Registration is required.

2. The site tour is limited to two (2) representatives per Offeror, unless otherwise approved by the Procurement Officer. There is no limit on attendance for the pre-submittal meeting.

3. To register, email mwhilden@gatewayairport.com no later than 5:00 p.m. (Arizona Time) on September 28, 2026.

4. MGAA will confirm each registration by email.

5. The Site Tour will depart immediately following the Pre-Submittal Meeting from the MGAA Administration Office.

6. Late arrivals may not be accommodated.

7. Oral statements made during the Site Tour are not binding. Any interpretation, clarification, correction, or modification to this RFP will be made only through a written Addendum issued by MGAA.

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Section One - Offeror Information and Instructions

A. GENERAL INFORMATION ON SOLICITATION PROCESS

1. Availability of Solicitation. The solicitation package is available on MGAA’s website (www.gatewayairport.com) under the Current Solicitations section under the Business|Procurements, Vendors & Surplus Property section.

2. Addenda. If MGAA deems it necessary to amend the solicitation, an Addendum will be prepared in writing and posted to MGAA’s website. Offerors are responsible for obtaining all addenda via MGAA’s website within the relevant solicitation in the Current Solicitations section under the Business|Procurements, Vendors & Surplus Property section or by other means. Failure to acknowledge Addenda may render the Proposal non-responsive. Any Addenda issued by MGAA will become a part of the RFP. Offeror shall acknowledge receipt of each addendum by completing Attachment H and returning the document, as part of the Offeror’s submittal under this RFP.

3. Familiarization with Requirements. It is the Offeror’s responsibility to examine the entire solicitation package and seek clarification of any requirement or Agreement term that may not be clear and to check all responses for accuracy before submitting a response. Negligence in preparing a submittal confers no right of withdrawal after the due date and time. All submissions must comply with applicable MGAA rules, regulations, and policies.

4. Cost of Submittal Preparation. MGAA shall not reimburse the cost of developing, presenting, or providing any response to this solicitation. Bids, proposals, and/or statements of qualifications submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner.

5. Inquiries.

a. Contact Person. Any inquiry related to a solicitation, including any requests for or inquiries regarding standards referenced in the solicitation, should be directed to the staff member listed on the cover page of the solicitation. The Offeror shall not contact or direct inquiries concerning this solicitation to any other MGAA employee unless the solicitation specifically identifies additional person(s) as a contact.

b. Submission of Inquiries. All inquiries shall be submitted via electronic mail and shall refer to the appropriate solicitation number, page, and paragraph. MGAA shall consider the relevancy of the inquiry, but is not required to respond in writing. All questions must be submitted by the date and time specified in this RFP for MGAA to consider its relevancy.

c. Oral Responses. Oral interpretations or clarifications will be without legal effect. An Offeror shall not rely on oral responses to inquiries. An oral reply to an inquiry does not constitute a modification of the solicitation.

6. Offer and Acceptance Period. Unless specified differently in Section Two, all proposals submitted shall remain valid and irrevocable for one hundred (100) days after the opening time and date of proposals.

7. Solicitation Results. Results are not provided in response to telephone inquiries. A list of Offerors that submitted a proposal will be published on MGAA’s website under the relevant solicitation within the Current Solicitations section.

8. Protest of Solicitation or Specifications (Before Bid Opening).

http://www.gatewayairport.com/ https://www.gatewayairport.com/procurement/solicitations https://www.gatewayairport.com/procurement/solicitations

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a. Any interested person aggrieved in connection with the solicitation of a contract shall protest irregularities in the IFB, RFP, or RFQ within three business days from the date the protester knew or should have known of the basis for the protest and, in any case, at least five business days before opening bids or proposals.

b. All protests must be made in writing to the Purchasing Director / Chief Financial Officer.

Each protest must state the specific factual and legal grounds on which the protest is based.

The protester must also include with the protest all pertinent documents and all supporting evidence. MGAA need not accept any protest that fails to comply with the requirements of this section. The protester’s failure to timely protest specifications or other solicitation terms and conditions constitutes a waiver of the protest.

c. If a timely protest before bid opening is made, MGAA may proceed with the solicitation or with the award of the contract unless the Purchasing Director / Chief Financial Officer determines in writing that the protest should be sustained or that an addendum addressing the protest should be issued.

9. Protest of Award Recommendation.

a. A protest made after the deadline for bids or proposals, including challenges to the evaluation committee, must be submitted in writing to the Purchasing Director / Chief Financial Officer.

b. A protest must be received by the Purchasing Director / Chief Financial Officer within five business days following public posting of MGAA’s award recommendation. The formal protest must contain the following information.

i. MGAA’s solicitation identification number and title.

ii. Name and address of the protester, the title or position of the person submitting the protest, and a statement that the protest has been authorized by the protester and that the protest is made in good faith.

iii. A statement of all facts alleged and all rules, regulations, statutes, or constitutional provisions that entitle the protester to relief.

iv. All other information, documents, materials, legal authority, and evidence in support of the protest.

v. A statement indicating the precise relief sought by the protester.

c. The Purchasing Director / Chief Financial Officer will make a written decision on the protest within ten business days after it is received.

d. The Protester may appeal the Purchasing Director / Chief Financial Officer’s decision to the Executive Director. Any appeal must be filed with the Executive Director within three business days after the protester receives the Purchasing Director / Chief Financial Officer’s decision.

e. The Executive Director may hear the appeal or appoint an independent hearing officer to do

so. If a hearing officer is appointed, the hearing officer shall conduct an informal hearing on the appeal within 10 business days from receipt of the appeal. The hearing officer shall promptly prepare an informal decision and recommendation on the appeal for the Executive Director’s consideration. The hearing officer shall promptly serve the recommendation on the protester.

f. Upon receipt of the hearing officer’s recommendation, or if no hearing officer is appointed, the Executive Director shall decide any protest for a solicitation valued at less than $50,000.

For solicitations valued less than $50,000 or sustained protests, the Executive Director’s decision is final. For solicitations valued over $50,000 and the Executive Director is recommending denial of the protest, the Executive Director shall make a recommendation to the Board, and the Board shall make the final decision regarding award of the contract.

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g. Notice of the Board’s final decision must be furnished to the protesting party, in writing, by the Purchasing Director / Chief Financial Officer.

10. Special Provisions. Wherever special provisions are written into the Special Provisions and Specifications (Section Two), which are in conflict with conditions stated in these Instructions to Offerors, the provisions stated in the Special Provisions and Specifications shall take precedence.

11. Conduct. All submissions and Offeror conduct must comply with applicable MGAA policies, rules, and procedures. Direct contact with the MGAA Board of Directors and/or MGAA representatives or staff other than as specified in this solicitation, on any subject related to this solicitation, is expressly prohibited except with the prior knowledge and written permission of the Procurement Officer listed above. Unauthorized contact with any MGAA Board of Directors, and/or MGAA staff or representatives may be cause for rejection of proposals.

12. Cancellation of RFP. MGAA may cancel this RFP at any time.

13. Title VI Solicitation Notice. The Mesa Gateway Airport Authority, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4), 28 CFR § 50.3, and 49 CFR Part 21, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, all contractors will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of the owner’s race, color, national origin, sex, creed, age, or disability in consideration for an award.

B. PROPOSAL PREPARATION AND SUBMITTAL

1. Proposal Preparation.

a. Forms. All proposals shall include the required forms provided in this solicitation. It is permissible to copy these forms if required.

b. No Facsimile or Electronic Mail Responses. Proposals may not be submitted via facsimile or electronically. Facsimiles or electronic mail proposals shall not be considered.

c. Confidential, Trade Secret and Proprietary Information. Requests for nondisclosure of information deemed Confidential, Trade Secret, and/or Proprietary must be made in accordance with MGAA’s Procurement Policy. Please review MGAA’s complete “Public Access to Procurement Information” contained in MGAA’s Procurement Policy that is available under the Policies, Documents, and Forms link at:

http://www.gatewayairport.com/policiesdocumentsandforms.

2. Proposal Submittal.

a. Submission Package. The specified number of copies of the submittal (see Section Two) should be contained in each submission package. Each submittal package/envelope should be firmly sealed and clearly marked on the outside with the solicitation number, “Request for Proposal” and the name and address of the Offeror.

b. Late Submittals. Late submittals will be rejected and not considered.

c. No Modifications. Modifications are not permitted after proposals have been opened except as otherwise provided under applicable law, such as a specific request by MGAA for a requested Best and Final Offer (BAFO). All modifications shall be made in writing and executed and submitted in the same form and manner as the original proposal.

http://www.gatewayairport.com/policiesdocumentsandforms

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d. Withdrawal of Proposal. RFP submittals may be withdrawn at any time prior to the specified due date and time. An Offeror (or authorized representative) may withdraw the response by notifying the designated contact for this solicitation in writing on company letterhead.

Facsimiles or other electronic withdrawals shall not be considered.

After the proposal due date and time, proposals may not be withdrawn except with the prior written consent of the Procurement Officer, which may be granted only in cases of demonstrated hardship, material mistake, or other good cause as determined in the sole discretion of MGAA.

Unauthorized withdrawal of a proposal after the due date may result in disqualification from the current procurement, if resolicited, and may affect the Offeror’s eligibility for future solicitations issued by MGAA.

3. RFP Evaluation.

a. Conformance to RFP. Each proposal received will be checked for the presence or absence of required information in conformance with the submission requirements of this RFP and to ensure that the submittal is fully responsive to the specifications listed.

b. Disqualification. An Offeror who is currently debarred, suspended, or otherwise lawfully prohibited from any public procurement activity will have its response rejected.

c. Clarifications. MGAA reserves the right to obtain Offeror clarifications where necessary to arrive at full and complete understanding of the Offeror’s response. Clarification means a communication with an Offeror for the sole purpose of eliminating ambiguities in the proposal and does not give Offeror an opportunity to revise or modify its submittal.

d. Response Rejection. Except as provided in Attachment G with respect to specific requests related to the Contract Documents, submission of additional terms, conditions, and/or agreements with the proposal response may result in rejection. Inclusion of general or vague statements or invitations to discuss further with the proposal response, Attachment G, may result in rejection.

4. Award of Agreement.

a. Rights of MGAA. MGAA reserves the right to award to whichever Offeror(s) is deemed most advantageous to MGAA. MGAA may reject any or all submittals, waive any minor informality or irregularity in submittals received, reject any alternate submittals, and reserve the right to reject the submittal(s) of any Offeror who has previously failed to perform competently in any contract with MGAA.

b. Selection. The agreement shall be awarded using the criteria outlined in Section Two.

c. Notification. Prior to contract award, the selected successful Offeror(s) will be notified of their apparent selection for contract award.

d. Agreement Execution. The selected Offeror(s) must sign MGAA’s Construction Services

Agreement for the equipment and services outlined in this RFP (see Exhibit 3). If the agreement is not signed within 30 days of the Notice of Intent to Award, MGAA reserves the right to cancel the award and begin negotiations with the next highest-ranked Offeror(s).

If the agreement is not signed with the next highest-ranked Offeror(s) within 30 days of MGAA’s Notice of Intent to Award, MGAA may continue offering the award to the next-ranked Offeror(s) until an agreement is signed or MGAA cancels the solicitation.

Solicitation 2027-003-RFP 9

Section Two – Special Provisions and Specifications

A. PROJECT DESCRIPTION

The Mesa Gateway Airport Authority (MGAA) seeks a qualified contractor to provide all labor, materials, equipment, supervision, and incidentals necessary to remove seven (7) existing water source heat pump (WSHP) units and furnish, install, and commission seven (7) WSHP units located within the Airport Terminal Building, including units serving passenger screening areas.

MGAA has established the minimum performance, capacity, dimensional, electrical, and other requirements for the replacement HVAC equipment in Exhibit 1. The Offeror shall furnish and install new Trane or ClimateMaster water source heat pump (WSHP) units that meet or exceed all requirements specified in Exhibit 1. The Offeror shall identify the manufacturer and model of the proposed replacement equipment in its Proposal.

B. OFFEROR’S MINIMUM REQUIREMENTS

1. Offeror shall be an authorized dealer, distributor, installer, or service provider for the manufacturer of the

HVAC equipment proposed by the Offeror, or shall provide documentation demonstrating that the proposed installer is authorized by the manufacturer to install and service the proposed equipment and maintain the manufacturer’s warranty.

2. Offeror shall have a minimum of seven (7) years of experience, within the past ten (10) years, providing installation, maintenance, repair, and replacement services for commercial HVAC systems, including water source heat pump (WSHP) systems or similar equipment, of comparable size and complexity to those included in this solicitation.

3. Ability to provide performance and payment bonds in accordance with the Contract Documents

4. Offeror shall hold and maintain a valid Arizona Registrar of Contractors C-39 Air Conditioning and

Refrigeration contractor’s license, or other Arizona contractor license classification authorized by the Arizona Registrar of Contractors to perform all work required under this solicitation, throughout the term of the resulting Contract.

5. Offeror must attend the mandatory Pre-Submittal Meeting and Site Tour in accordance with the requirements set forth in Section Two, C, Mandatory Pre-Submittal Meeting and Site Tour. Failure to attend shall render the Offeror ineligible for consideration.

6. Ability to obtain required Airport Security badges for personnel requiring access to secured areas – See Exhibit 2 for badging instructions and costs

C. MANDATORY PRE-SUBMITTAL MEETING AND SITE TOUR

1. A mandatory Pre-Submittal Meeting and Site Tour will be conducted on the date, time, and location identified in this solicitation. The purpose of the meeting and site tour is to provide Offerors with an opportunity to review and become familiar with the project requirements, inspect the areas in which the work will be performed, observe existing conditions, and become familiar with the operational, security, access, scheduling, and other site constraints that may affect performance of the Work.

2. Attendance at both the Pre-Submittal Meeting and Site Tour is mandatory. An Offeror must have at least one authorized representative attend the entire meeting and site tour in order for its Proposal to be considered responsive.

3. Offerors are responsible for verifying existing field conditions necessary to develop their Proposal, including equipment dimensions, access clearances, connection locations, electrical requirements, duct connections, piping connections, and other conditions necessary to ensure the proposed replacement equipment can be properly installed and commissioned. Offerors shall use the mandatory site visit to inspect and verify existing conditions and determine whether their proposed equipment can be accommodated within the existing installation conditions.

4. Due to Airport security requirements, Offerors shall comply with all access, identification, badging, escort, and other security requirements established by MGAA for participation in the site tour. Additional information regarding site access will be provided at the Pre-Submittal Meeting.

Solicitation 2027-003-RFP 10

5. Information provided during the Pre-Submittal Meeting and Site Tour that materially modifies or clarifies the Solicitation will be issued to all prospective Offerors by written addendum. Offerors shall not rely upon oral statements made during the meeting or site tour unless subsequently incorporated into a written addendum.

6. Registration for the Pre-Submittal Meeting and Site Tour is required (see page 4 of the RFP)

D. EQUIPMENT SPECIFICATIONS

1. The existing HVAC units are Trane Model EXHE0604. MGAA is not requiring replacement units to be the same manufacturer or model as the existing equipment.

2. Replacement equipment shall be manufactured by Trane or ClimateMaster and shall meet or exceed all minimum requirements specified in Exhibit 1, including applicable capacity, dimensions, electrical characteristics, connections, controls compatibility, performance, and other specified requirements.

3. The Offeror shall identify the manufacturer and exact model number of each proposed replacement unit in its Proposal and shall provide the manufacturer's product data and technical information required under the Submittal Requirements.

4. MGAA will review proposed equipment for compliance with Exhibit 1. Equipment that does not meet the minimum requirements specified in Exhibit 1 may be determined non-responsive and removed from further consideration.

5. Substitutions will not be considered after proposal submission except in the event the specified equipment becomes unavailable due to circumstances beyond the Offeror's control and only upon prior written approval by MGAA.

E. EQUIPMENT SUPPORT REQUIREMENTS

The Offeror shall:

1. Furnish all manufacturer's warranties.

2. Provide a minimum one-year warranty on workmanship.

3. Provide all documentation necessary to demonstrate compliance with the manufacturer’s warranty requirements.

4. Provide documentation that the proposed equipment is currently manufactured and supported by the manufacturer.

5. Provide local warranty service and replacement parts during the warranty period.

F. SCOPE OF WORK

1. Offeror shall provide all labor, supervision, materials, equipment, tools, transportation, permits, testing, startup, commissioning, disposal, and incidentals necessary to complete the Project in accordance with the

RFP.

2. The Work includes removal of existing equipment, installation of new water source heat pump (WSHP) units, reconnection of associated systems, startup, testing, commissioning, and restoration of affected areas. Due to operational requirements, the work shall be performed in a phased manner with each replacement unit fully operational prior to beginning replacement of the next unit.

3. Existing units are Trane Model EXHE0604. Replacement units shall be new Trane or ClimateMaster water source heat pump (WSHP) units that meet or exceed all minimum requirements specified in Exhibit 1.

4. At a minimum, the Offeror's responsibilities shall include, but not be limited to, the following:

a. Protect existing building finishes, furnishings, Airport equipment, and TSA equipment from damage, dust, moisture, vibration, and debris throughout construction.

b. Furnish and install seven (7) new five-ton water source heat pump (WSHP) units.

Solicitation 2027-003-RFP 11

c. Disconnect and reconnect all electrical power, controls, ductwork (supply and return), condensate piping, condenser water piping, duct smoke detectors, building management systems (Alerton controls), and all other mechanical and electrical components necessary for complete installation and operation of each replacement unit.

d. Furnish and install new supply and return hose kits for each unit.

e. Install new air filters in each replacement unit.

f. Remove existing equipment from the site and dispose of it in accordance with all applicable laws and regulations unless otherwise directed by MGAA. Equipment designated for retention shall be delivered to a location identified by MGAA.

g. Provide all rigging, lifting equipment, temporary supports, and protection necessary to safely perform the work.

h. Patch, repair, and restore all building finishes, ceiling systems, insulation, penetrations, and other building components disturbed during construction so the completed work matches existing conditions.

i. The proposed replacement equipment shall comply with the minimum requirements identified in Exhibit 1 and may differ in dimensions or configuration from the existing Trane equipment. The Offeror shall determine whether the proposed equipment can be accommodated within the existing installation conditions and shall include in its Proposal all labor, materials, equipment, modifications, adapters, transitions, supports, or other work necessary to accommodate the proposed equipment based on existing conditions. Any such modifications required to accommodate the proposed equipment shall be included in the Offeror’s Proposal and performed at no additional cost to MGAA.

j. Perform equipment startup and commissioning in accordance with the manufacturer's written requirements.

k. The Offeror shall complete project-specific installation and startup checklists for each replacement unit. Startup shall be performed by a technician qualified by the equipment manufacturer and shall not begin until installation checks are complete. Recorded results shall include, as applicable, equipment identification, filter and coil condition, electrical voltage and current, rotation, refrigerant checks, entering and leaving water temperatures and pressures, condensate operation, airflow, supply and return air temperatures, safeties, alarms, setpoints, control commands, proof of operation, and unresolved exceptions. Generic forms signed without recorded measurements or results will not satisfy this requirement.

l. Verify proper motor rotation, refrigerant charge, airflow, supply and return air temperatures, controls, safety devices, and duct smoke detector operation.

m. Verify that each replacement unit is properly integrated with the existing Alerton building management/control system and that all applicable control functions, alarms, monitoring points, and sequences of operation are operational following installation.

n. Controls Integration. The replacement equipment shall be compatible with MGAA’s existing Alerton controls system and applicable existing system architecture. Controls compatibility means more than the ability to connect. The completed installation shall preserve or improve MGAA’s existing operational capability and shall provide verified command, status, temperature, setpoint, mode, schedule, alarm, safety, and trend functions required by the approved sequence and available system architecture.

o. Correct any deficiencies identified during startup, testing, or commissioning at no additional cost to

MGAA.

p. Demonstrate proper operation of each replacement unit to MGAA prior to final acceptance.

q. The Offeror shall respond to each commissioning issue in the format and timeframe established by

MGAA.. Responses shall identify the responsible party, proposed corrective action, planned completion date, completed correction, and evidence of resolution. Failed or incomplete tests shall be corrected and retested at no additional cost to MGAA. An issue is closed only after MGAA verifies the corrective action or accepts the disposition in writing.

r. Provide manufacturer's operation and maintenance manuals, startup reports, warranty documentation, and any recommended preventive maintenance requirements upon project completion.

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5. Construction Sequencing and Operational Requirements

a. The Project will be performed within an active commercial airport terminal that operates continuously.

Maintaining uninterrupted terminal operations is critical.

b. All work shall be performed during nighttime work windows, Monday through Friday, only. Daily work hours, if available, will be established by MGAA based on airline schedules, passenger activity, TSA activity, and other operational requirements. The available work window may vary from night to night and may be limited. The anticipated average available work window is approximately six (6) to seven (7) hours per night; however, this is provided for planning purposes only and is not a guaranteed number of work hours. The Offeror shall plan, schedule, and staff the Project to accommodate varying work windows and shall complete the Work within the approved work periods.

c. The Offeror shall sequence the work to minimize disruption to Airport operations. Only one existing WSHP unit may be removed from service at a time. Each replacement unit shall be fully installed, tested, commissioned, and operational before removal of the next unit unless otherwise approved in writing by MGAA.

d. The Offeror shall maintain continuous operation of the Airport Terminal throughout construction.

Planned outages or interruptions to HVAC systems, electrical systems, controls, or other building systems shall not occur without prior written approval from MGAA. The Offeror shall coordinate all work to avoid impacts to terminal operations, airline activities, tenants, TSA operations, and the traveling public.

e. Before the next existing unit is removed from service, the current replacement unit shall pass a documented readiness list approved by MGAA. At a minimum, installation and startup checklists shall be complete; controls and safeties shall be operational; required air and water measurements shall be recorded; critical deficiencies shall be corrected; the unit shall operate through available modes; affected finishes and life-safety interfaces shall be restored; and MGAA shall receive the evidence needed to authorize progression. Authorization to proceed does not constitute final acceptance or waive remaining commissioning requirements.

f. At the conclusion of each work shift, the work area shall be restored to a safe, secure, clean, and fully operational condition for normal Airport operations the following day and will require an inspection from Airport staff prior to leaving the site.

g. The Offeror shall designate an on-site Project Superintendent who shall be present during all work activities and shall have authority to make decisions on behalf of the Offeror. The proposed superintendent shall be assigned to this project for the duration of the work and may only be changed upon written approval by MGAA.

6. Security and Coordination

a. The Project includes work in both public and secured areas of the Airport Terminal.

b. The Offeror shall attend a preconstruction meeting and participate in coordination meetings as required throughout the Project.

c. The Offeror shall comply with all Airport security and badging requirements. Personnel requiring access to secured areas shall obtain the appropriate Airport security badge prior to performing work in those areas. The Offeror shall coordinate badging with MGAA and allow sufficient time for all required background checks, training, and badge issuance. At least one individual assigned to the Project by the Contractor shall possess escort privileges. All badging requirements, instructions, and costs are included in Exhibit 2.

d. MGAA will coordinate with TSA regarding equipment shutdowns and identify equipment that may be relocated by TSA personnel. Any Airport or TSA equipment remaining in place shall be adequately protected by the Offeror throughout construction.

7. Subcontracting Requirements

a. The Offeror shall perform the substantial majority of the work with its own forces. Any subcontracting shall be identified in Offeror’s proposal (see Submittal Tab E).

b. The Offeror shall identify all proposed subcontractors, suppliers, and specialty contractors in its Proposal. No subcontractor or supplier identified after award shall perform any portion of the Work without prior written approval from MGAA.

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c. MGAA reserves the right to review and approve or reject any proposed subcontractor based on qualifications, experience, safety record, security requirements, or other factors deemed relevant by

MGAA.

d. The Offeror shall remain fully responsible for the performance of all subcontractors, suppliers, and lower-tier contractors approved by MGAA.

8. Dust, Noise, and Environmental Controls

The Offeror shall implement appropriate measures to minimize impacts to Airport operations and the traveling public. At a minimum, the Offeror shall:

a. Install temporary dust containment barriers and coverings necessary to prevent the migration of dust and debris into occupied areas.

b. Protect HVAC openings and sensitive equipment from dust contamination during demolition and installation activities.

c. Limit noise, vibration, odors, and other construction impacts to the greatest extent practicable.

d. Coordinate particularly noisy work activities with MGAA in advance and perform such work only during approved work periods.

e. Immediately clean any dust or debris that migrates outside the designated work area.

9. Utility Shutdowns

a. Any shutdown or interruption of electrical service, HVAC systems, fire alarm systems, duct smoke detectors, controls, communications systems, or other building utilities shall require prior coordination with and written approval from MGAA.

b. The Offeror shall submit a planned shutdown request no later than 48 hours in advance of the proposed work to allow MGAA to coordinate with Airport operations, tenants, airlines, and TSA.

c. Unauthorized outages will not be permitted.

10. Housekeeping

a. The Offeror shall maintain a clean and orderly work site throughout the Project.

b. At the end of each work shift, the Offeror shall remove all debris, tools, equipment, unused materials, and temporary protection that is not required to remain in place.

c. The work area shall be cleaned and restored to a condition acceptable to MGAA before leaving the site upon completion of work by the Contractor each day.

d. MGAA will inspect the work area prior to reopening the affected area for normal operations.

11. Closeout Requirements

Prior to final acceptance, the Offeror shall provide:

a. Equipment startup and commissioning reports.

b. Manufacturer warranties and Offeror workmanship warranty documentation.

c. Operation and maintenance manuals.

d. Product data for installed equipment and components.

e. As-built documentation identifying any field modifications from the Contract Documents.

f. Training shall be required and coordinated with MGAA before final acceptance. The Offeror shall submit an agenda and training materials in advance and shall provide qualified instructors and demonstrations using the installed systems. Final acceptance requires completed deliverables, successful required testing, correction of all critical and major deficiencies, and written MGAA acceptance of any remaining minor items with responsible parties and completion dates.

G. SUBMITTAL INFORMATION AND REQUIREMENTS

1. Offerors interested in responding to this solicitation should submit a Proposal to address the RFP criteria as specified. In addition, the following requirements apply:

a. Submit four (4) copies of the Proposal.

b. Submit (1) complete electronic copy of the Proposal and all attachments on a flash drive.

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c. Submit the Proposal in a sealed envelope with the solicitation number and the Offeror’s name and address clearly indicated on the envelope.

d. Organize the Proposal into the sections listed below. Each section should be delineated by a divider with a tab labeled appropriately.

e. Proposals should be sturdily bound.

f. All sheets should be letter size (8½”×11”) and must have a page number.

g. The Proposal may not exceed thirty-five (35) single-sided pages, excluding the documents identified in

Paragraph 4 below. Pages having photos, charts, and/or graphs that provide additional evaluation information will be counted towards the maximum number of pages.

h. Proposal shall be typewritten and signed where required.

i. Font size shall be no smaller than 11pt.

j. Late Submittals will not be accepted.

2. Failure to include all information requested may cause such incomplete Proposals to be rejected and not be evaluated or considered in the selection process.

3. Information included within the Proposal may be used to evaluate your firm as part of any criteria, regardless of where that information is found within the Proposal. Information obtained from the Proposal and information from any other relevant source may be used in the evaluation and selection process.

4. The following information is not included in the page limit:

a. Proposal Cover Sheet

b. Tabs

c. Table of Contents

d. General Information under Tab C

e. Attachments A through H

H. SUBMITTAL

1. Please submit only the Submittal Section. Do not submit a copy of the entire solicitation document.

The Offeror is to submit the following:

Tab A – Attachment B, Proposal Cover Sheet

Tab B – Table of Contents (with page numbers)

Tab C - General Information (maximum of one page)

1. Cover Letter identifying the full company name and Offeror’s primary place of business, legal company organization information (Corporation, LLC, Joint Venture, etc.), and a brief introduction of the company as it relates to the requested services.

Tab D - Relevant Firm Experience

1. Provide three (3) to five (5) projects completed as the prime contractor within the past five (5) years that are similar in size, scope, and complexity. Projects should demonstrate experience performing HVAC replacement work involving one or more of the following:

a. Secured or restricted-access facilities

b. Occupied facilities

c. After-hours or night work

Solicitation 2027-003-RFP 15

d. Facilities requiring continuous operations

e. Projects requiring extensive coordination to minimize operational disruptions

2. For each project, provide:

a. Owner name

b. Project location

c. Brief project description

d. Contract value

e. Contract start and end dates

f. Scope of HVAC work performed

g. Description of any operational or security constraints encountered and how they were successfully managed

3. Provide the location of your service office

4. List the number of HVAC technicians

5. Describe Offeror’s availability for warranty service

6. Provide Offeror’s average response time for warranty calls

7. Identify a Contractor Commissioning Coordinator who has at least five years of experience coordinating commissioning, startup, controls integration, and functional testing for commercial HVAC projects.

Offeror shall also identify the proposed manufacturer's authorized startup technician, the qualified Alerton controls technician or controls subcontractor, and the testing and balancing provider, if applicable. Resumes, certifications, relevant project experience, responsibilities, and availability shall be included in the Proposal. One individual may fulfill more than one role only when the Proposal demonstrates the required qualifications for each role.

Tab E - Project Approach & Work Plan

1. Submit a narrative describing your overall approach to successfully completing the HVAC replacement project. The narrative should demonstrate the Offeror's understanding of the project requirements and ability to perform the work with minimal disruption to airport operations.

2. At a minimum, the narrative should address:

a. Overall project management of the project

b. Approach to performing work within public, secured, and TSA-controlled areas, including security coordination and restricted access requirements

c. Night work procedures and methods for minimizing operational impacts

d. Material delivery, equipment staging, and site logistics

e. Protection of existing facilities and surrounding operations

f. Communication and coordination with MGAA staff and other stakeholders

g. Equipment procurement strategy, including lead times and delivery coordination

h. Testing, startup, commissioning, and system turnover

i. Risk identification and contingency plans for unforeseen conditions, schedule impacts, or equipment delays

j. Strategy for maintaining uninterrupted terminal operations throughout the Project, including procedures for ensuring each replacement unit is operational before the next unit is removed from service.

3. Identify all proposed subcontractors, suppliers, and specialty contractors that will be utilized for completion of the Project. For each proposed subcontractor, provide the company name, scope of work to be performed, relevant experience, and the reason the subcontractor is required. If no subcontractors are proposed, state that the Offeror intends to perform the Work with its own forces.

Tab F – Schedule, Coordination and Equipment Delivery

1. Describe the Offeror's proposed approach to scheduling and coordinating all phases of the Work. The proposed schedule shall demonstrate a realistic understanding of the Work, the nighttime work restrictions, equipment procurement and delivery requirements, and the Offeror's ability to complete the Project efficiently while minimizing impacts to airport operations. The Offeror shall account for required

Solicitation 2027-003-RFP 16 security badging and access procedures and the varying nighttime work windows in its proposed project schedule. Include the following:

a. Estimated equipment procurement and delivery timelines;

b. Proposed installation sequence including the anticipated number of nighttime work windows required for each replacement unit;

c. Proposed approach for performing the Work within the available Monday through Friday nighttime work windows, including anticipated crew size and staffing approach;

d. Proposed approach for coordinating and accommodating varying nighttime work windows;

e. Any anticipated shutdowns or interruptions, including the anticipated duration and measures to minimize the duration and operational impact;

f. Commissioning, testing, and final completion activities;

g. Identification of critical path activities that may impact the overall Project schedule and the Offeror’s approach to managing those activities; and

h. Proposed total calendar duration to complete the Project, including procurement, installation, testing, commissioning, and final completion.

MGAA will evaluate the Offeror's ability to complete the Scope of Work within a reasonable overall duration while accommodating the available nighttime work windows.

Tab G – Equipment Submittals and Technical Information

1. Manufacturer and exact model number of each proposed HVAC unit.

2. Manufacturer’s product data sheets and technical literature for each proposed HVAC unit, sufficient to demonstrate compliance with the minimum requirements specified in Exhibit 1.

3. Identify required native controls, interface devices, communication protocols, point mappings, programming, graphics revisions, and licenses. Proprietary restrictions or recurring fees that affect MGAA’s normal operation, service, data access, trending, or future modification shall be disclosed in Offeror’s Proposal.

4. Manufacturer’s warranty information for proposed equipment.

5. Documentation demonstrating the Offeror is an authorized installer/service provider for the proposed manufacturer, or documentation demonstrating how the proposed installation will satisfy the manufacturer’s warranty requirements.

Tab H – Price Proposal

1. Offeror shall submit a completed Price Proposal on the form provided by MGAA (Attachment A).

The Price Proposal shall include all labor, materials, equipment, supervision, permits, testing, commissioning, overhead, profit, insurance, bonds, and all other costs necessary to complete the Scope of Work in accordance with the solicitation documents.

Tab I – Other / Administrative & Legal

1. Within the past five (5) years, list and describe:

a. Any litigation, arbitration, and/or claims filed by your firm against any project owner as a result of a contract dispute

b. Any claim filed against your firm

c. Termination from a project

2. Complete the top portion of Attachment I, Project Reference Questionnaire, for three (3) of the comparable projects listed under Tab D and, following the instructions on the Attachment, provide the form to the references for completion. The forms should be emailed directly to MGAA from the references, not from the Offeror. Completed forms received from an Offeror will not be accepted nor made part of an Offeror’s submittal. Please note: While MGAA projects may be used as project experience, MGAA cannot provide a reference for current and past MGAA projects.

Solicitation 2027-003-RFP 17

Tab J - Appendices

1. Attachment C, Project Requirements Acknowledgement

2. Attachment D, Standard Certifications

3. Attachment E, Authorization for Release of Performance Information and Waiver.

4. Attachment F, Insurance Requirements & Certificate of Insurability

5. Attachment G, Contract Acceptance & Exceptions

6. Attachment H, Addenda Acknowledgement

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SUBMITTAL CHECKLIST

This checklist is provided for your convenience only. You do not need to submit it with your proposal. See the RFP for more information regarding each item.

□ Tab A, Attachment B, Proposal Cover Sheet

□ Tab B, Table of Contents

□ Tabs C through G

□ Requested Submittal Information

□ Tab H

□ Attachment A, Price Proposal

□ Tab I

□ Requested Submittal Information

□ Tab J

□ Attachment C, Project Requirement Acknowledgement

□ Attachment D, Standard Certifications

□ Attachment E, Authorization for Release of Performance Information and Waiver

□ Attachment F, Insurance Requirements and Certificate of Insurability

□ Attachment G, Contract Acceptance & Exceptions

□ Attachment H, Addenda Acknowledgement

□ Four (4) complete copies of Offeror’s submittal

□ One (1) electronic copy of Offeror’s submittal

Solicitation 2027-003-RFP 19

I. EVALUATION CRITERIA

Submittals determined to be responsive to this RFP will be evaluated using the criteria and weighting set forth below. Award will be made to the Offeror whose Proposal is determined to represent the best overall value to

MGAA.

J. SELECTION PROCESS

1. MGAA will appoint an evaluation panel to evaluate responsive Proposals using the Evaluation

Criteria and weighting established in this RFP. The evaluation panel will assign scores and rank the Offerors from highest to lowest.

2. MGAA may contact references, verify information contained in a Proposal, investigate the qualifications of any Offeror, and obtain information from any available source regarding an Offeror's past performance, financial capability, or ability to successfully perform the Contract.

3. Prior to evaluation, MGAA will review each proposal for responsiveness. Proposals that fail to demonstrate compliance with the minimum equipment specifications may be determined non-responsive and removed from further consideration.

4. Following the initial evaluation, MGAA may, at its sole discretion, select the highest-ranked Offeror for award based solely upon the written Proposals and reference evaluations, without conducting interviews, requesting clarifications, or requesting Best and Final Offers.

5. Alternatively, MGAA may, at its sole discretion, establish a short list of the highest-ranked Offerors and conduct interviews, request written clarifications, request additional information, or any combination thereof. If interviews are conducted, they will be evaluated using the Evaluation Criteria contained in this RFP, and the evaluation panel may revise scores and rankings based upon the additional information received.

6. MGAA may, at its sole discretion, request Best and Final Offers (BAFOs) from all Offerors or only those Offerors included on the short list.