8-2025 RFP - HVAC Controls Upgrade - Westfield-ASD10302025HM.docx

490 N State Street, Lindon, UT, 84042 phone (801) 610-8049 fax (801) 796-3116

Request for Proposal HVAC Controls Upgrade Westfield Elementary October 2025

Solicitation #ASD10302025HM

Alpine School District RFP for:

HVAC Controls Upgrade – Westfield Elementary #ASD10302025HM P 1 of 5

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this request for proposal is to enter into a contract with a qualified vendor to complete the work described in this RFP and attached construction documents related to an upgrade to the HVAC controls at Westfield Elementary School.

PRE-BID CONFERENCE

A mandatory pre-bid meeting will be held on Thursday, October 23rd, at 9:00 a.m. at Westfield Elementary. Please meet in the front office. Westfield Elementary 380 South Long Dr. Alpine, UT 84004.

*Late vendors will be considered non-responsive and unable to bid. NO EXCEPTIONS.

SUBMITTAL DEADLINE

Submission packets will be accepted electronically through Utah Public Procurement Place (UPPP).

RFP DUE DATE: 2:00 p.m. Thursday, October 30th, 2025 RFP's received after the deadline will be late and ineligible for consideration.

Submittals should be concise and address the specific items listed in the Request for Proposal.

DESCRIPTION OF WORK

· Upgrade automatic temperature control system in existing school by replacing existing system.

· Provision and installation of the ATC system as indicated on drawings and within specifications.

· The work to be done under this section includes the furnishing of all labor, materials, equipment, controls and accessories required to complete all heating, air conditioning and other mechanical systems as shown on plans and/or described in these specifications, including miscellaneous items required to provide a complete and functional facility.

· School will be in session throughout this project. The work will need to be done with minimal disruption. Classroom work will need to be done after school hours. The system will need to remain functional as the changeover is completed.

· The contractor shall provide miscellaneous electrical work and control wiring for special systems where the wiring requirements are provided by the equipment manufacturers and/or suppliers.

· It is the intent that this project be completed on or before April 1, 2026. Project to start as soon as possible.

PROPOSAL REQUIREMENTS AND RESPONSE FORMAT

Mandatory Minimums These mandatory minimums can be answered in the Requested Information section of this RFP.

1. Must be able to meet the Scope of Work.

2. Must attend the pre-bid conference.

3. Must have a minimum of 10 years’ experience.

4. Must submit Schedules A, B, and C.

5. Must upload current business license, State of Utah Contractors license and any other applicable licenses or certifications.

6. Must upload proof of liability and workers compensation insurance.

7. Must upload bid bond with proposal (if applicable). As per Utah Procurement Code 63G-6a 1102, if bid exceeds $50,000 it is required to submit a bid bond of 5% of the total bid.

All proposals must include the following:

1. SCHEDULE ‘A’ - CERTIFICATION OF PROPOSAL FORM. The District’s Certification of Proposal form completed and signed.

2. SCHEDULE ‘B’ -

· Provide a brief history of your company.

· Provide a profile of your company including the number of employees, qualifications, company experience, and years in business, etc. Included in this schedule should be a list of each of the proposed project team members along with their individual experience and qualifications.

· List any past experience with the Alpine School District and/or similar organizations. List experience and services provided, including description of work or services performed, dates, costs, contact information, etc.

· Provide information on your product lead time and average turnaround time from ordering a product.

· Provide warranty information on parts and labor, including what is covered by the warranty and how long parts and labor are covered.

· Provide a minimum of three (3) references of similar service contracts or work performed.

· Provide proof of liability and workers compensation insurance.

· Provide bid bond with proposal. As per Utah Procurement Code 63G-6a-1102, if bid exceeds $50,000 it is required to submit a bid bond of 5% of the total bid (must be included on cost sheet Schedule C). A performance bond will be required from the successful vendor in the amount of 100% of the contract price. (63G-6a-1103).

Note: Successful vendor must submit and pay for background checks for any employee that will be working at a building site. (See document in Files)

3. SCHEDULE ‘C’ - COST PROPOSAL. Cost will be evaluated using the formula and system shown in the following section. Please enumerate all costs on the attached schedule ‘C’ Cost Proposal Form.

AWARD AND CONTRACT

The District will evaluate each vendor against the weighted criteria stated below to determine the vendor/s that will provide the best overall value for the District.

PROPOSAL EVALUATION CRITERIA

The evaluation will be completed in two (2) stages per Part 7 of the Utah Procurement Code and Rule. A committee will evaluate each proposal against the following stage one criteria. A minimum threshold of 80% (64 points) is required in stage one to be considered in stage two. Stage one points will then be added to stage two points to determine the Vendor that will provide the best overall value for the District.

WEIGHTED CRITERIA:

STAGE ONE CRITERIA

· Provide a brief history of the company.

· Provide a profile of your company including the number of employees, company experience, and years in business, location of operations, etc.

· Provide information on the service department, including how many service technicians you employ, the average response time, and parts availability.

· List any experience with the Alpine School District and/or similar organizations.

· List experience and services provided, particularly with the systems mentioned in this RFP.

· Provide information on your product lead time.

· Provide warranty information on parts and labor, including what is covered by warranty and how long parts and labor are covered.

· Provide list of proposed project team members and the total number of individuals that will be working on this project.

· Provide a minimum of three (3) references of similar service contracts or work performed including a description of work or services performed, dates, costs, contact information (name, phone, email, etc.).

STAGE TWO CRITERIA

*Evaluation of cost proposals:

Proposed costs will be evaluated based on the following:

The vendor with the Lowest total cost will receive the full 20 points.

All other vendor proposals will receive a percentage of the 20 points based on the following formula:

(Lowest Total Cost / Proposed Total Cost) x 20 Proposed Vendor points awarded.

Example: $1,000,000 / $1,150,000 = (87%) 87% x 20 Points 17.4 Points Awarded

Alpine School District RFP for:

HVAC Controls Upgrade – Westfield Elementary #ASD10302025HM P 4 of 5 image1.jpeg