Bid Notice.pdf

RFB 25-26-64

REPLACEMENT OF TWO (2) HVAC UNITS AT VISALIA WATER RECLAMATION FACILITY

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CITY OF VISALIA, CA

REQUEST FOR BIDS

RFB NO. 25-26-64

PROJECT:

REPLACEMENT OF TWO (2) HVAC UNITS AT VISALIA WATER

RECLAMATION FACILITY

BID SUBMITTAL DEADLINE: 2:30 P.M. ON THURSDAY, NOVEMBER 5, 2026

The City of Visalia expressly reserves the right to modify, or withdraw from, the process initiated and described herein. No rights shall be vested in any party, individual or entity by virtue of its preparation to participate in, or its participation in, such process. The City expressly reserves the right to modify, for any reason, the schedule and any provision contained herein. The City reserves to itself the selection of winning respondent(s), if any, in the exercise of its sole discretion. No binding commitment shall arise on the part of the City to any respondent under this Request for Bid until and unless the parties sign documents of agreement that become effective in accordance with their terms. Responses to this RFB, however, shall be held firm by Respondent for at least ninety

(90) days.

This is a Public Works Project, subject to registration with the Department of Industrial Relations (DIR), Payment of State Prevailing Wages, Monitoring by the Labor Commissioner and other requirements listed in the City’s Labor Compliance Manual (attached).

Advertisement Dates: 10/06/26

10/11/26

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TABLE OF CONTENTS

SECTION 1

I. Definitions II. Project Introduction III. Instructions IV. Scope Of Work/Project Specifications V. Pre-Bid Meetings VI. Bid Opening And Confidentiality VII. Award VIII. Protests/Appeals IX. Post Award Responsibilities X. Special Conditions XI. General Conditions

SECTION 2 (Bidding and Contract Documents – Entire Section Must Be Turned In With Bid)

Bid Form

Bidding Contractors License Information Contractors Reference Bid Bond Product Specifications Subcontractor Listing Business Ownership Disclosure / California Levine Act Statement Signature Page Bid Proposal Contract/Bid Security State and Local Requirements

SECTION 3

Sample Contract Contract General Provisions – Attachment 1 Contract Insurance Requirements – Attachment 2 Contractor’s Affidavit Photos of Existing Units

ADDITIONAL ATTACHMENTS (Attached separately)

1. State Prevailing Wage Designations

2. City of Visalia Labor Compliance Manual

3. Carrier WeatherMaker 50TCQD09 Service & Maintenance Instructions & Installation Instructions

4. York ZJ06100H4RAA Technical Guide and Installation Manual

SECTION 1

I. DEFINITIONS

For the purposes of this RFB NO. 25-26-64 the following terms shall have the meanings indicated:

1. “City” means the City of Visalia

2. “City Council” means the Council of the City of Visalia

3. "Bidder", "Vendor", "Supplier", “Consultant”, “Contractor” and “Subrecipient” are used interchangeably throughout this invitation to mean the person, firm, or corporation or other entity submitting a Bid in response to the Request for Bid.

4. “Bid” and “Proposal” are used interchangeably to mean an individual’s or entity’s offer in response to this Request for Bid.

5. RFB” means Request for Bid No. 25-26-64

II. PROJECT INTRODUCTION

The City of Visalia Purchasing Division is soliciting Bids from qualified contractors to replace the existing HVAC Systems at two facilities located at the Water Reclamation Facility (WRF), 7579 Avenue 288, Visalia, CA. The successful Contractor shall provide all labor, equipment, tools, materials, and permits necessary to remove the previous units and complete a fully operational installation of a new 8.5-ton rooftop heat pump serving the Headworks Building and a new 5-ton HVAC unit serving the MCC-6000 Building. Equipment selection shall be finalized and submitted with the Bid, using the existing equipment specifications and provided manufacturer manuals as the basis for selecting replacement units. Proposed equipment must meet or exceed the performance, capacity, and functional requirements of the existing units. Equivalent replacement equipment from any manufacturer is acceptable. Both new units shall include a Socko-Plastic Coating or equivalent corrosion-resistant coating applied to coils and associated piping between coils and compressors.

Bids are sought from Contractors with demonstrated experience performing HVAC replacement projects of similar size and scope.

Mandatory Pre-Bid Meetings. Bidder is required to attend at least one of the Mandatory Pre-Bid meetings in order to be eligible to submit a bid. The meetings will be held at the jobsite: Water Reclamation Facility, 7579 Avenue 288, Visalia, CA, as follows:

Monday, October 19, 2026 at 9:00am, and Wednesday, October 21, 2026 at 11:00am

Specifications and Bid Documents: Specifications and bid documents may be obtained free of charge at the Purchasing Division, 707 W. Acequia Street, Visalia, California, by telephone (559) 713-4334, or by emailing:

purchasing@visalia.gov. If documents do not exceed our email capacity, they will be emailed to the requestor.

Otherwise, documents may be downloaded via the City’s file share link which will be provided to requestor. A copy of the bidding documents are also available at various builders’ exchanges. Depending on the size of the documents, a copy may be downloaded by registered users of BidNet Direct.

Contract Dates: Tentative date of award date: November 2026. Contractor must be able to begin the work as described within this bid upon receipt of the City’s Notice to Proceed, issued in writing by the Purchasing Department.

Time of Completion Deadline: The entire project must be completed within sixty (60) calendar days from the effective date of the Notice to Proceed. The Notice to Proceed will be issued in writing by the Purchasing Department.

Budget Estimate for this project is approximately $85,000.

Prevailing Wages: Under the requirements of Labor Code section 1782 passed by SB7 and in compliance with City of Visalia Ordinance 2014-13, this public works project is subject to (State) prevailing wages as specified in this document and attachments. Ten (10) days before the closing date of the bid, the project manager will review the prevailing wage rates enclosed with this bid for updates. If changes are made, these will be included as an addendum to this bid request.

License Requirements: No bid will be accepted from a Contractor who is not duly licensed in accordance with the provisions of Chapter 9, Division III of the State of California Business and Professions Code and holds a valid C-20 Warm-Air Heating, Ventilating and Air-Conditioning Contractor License. The license must be active and in good standing at the time of bid and throughout the duration of the contract.

Use of Subcontractors: Your proposal may include subcontractors and you should clearly delineate the responsibilities of each of those participants within your proposal. However, the City will recognize the party legally signing the Bid Proposal as prime contractor and contacting party, who, as such, will assume ultimate responsibility for ensuring compliance with the specifications, terms and conditions of the Invitation to Bid.

Required Bonds: The Bidder(s) awarded contract(s) pursuant to this RFB will be required to provide to the City of Visalia: a “Payment Bond” and a “Performance Bond” each in the amount of 100% of the contract amount within ten (10) working days of the date of the “Notice of Award”. According to City standard the surety company must be either a California Admitted Surety to its specified dollar limitation AND a current A.M. Best A: VIII rated surety.

III. INSTRUCTIONS

1. Fill out attached Bid Form (Exhibit “A”) in ink or typewriting completely.

2. Cross out and initial mistakes in ink and place the correct response next to same.

3. Timely submit Bid in a sealed envelope addressed and marked as follows:

From: Bidder’s Name Bidder’s Mailing Address

To: City of Visalia Purchasing Division 707 W. Acequia Avenue Visalia, California 93291

In lower left-hand corner of envelope, mark bid as follows:

PROJECT: RFB 25-26-64 REPLACEMENT OF TWO (2) HVAC UNITS AT VISALIA WRF

BID SUBMITTAL DEADLINE: 2:30 P.M. on Thursday, November 5, 2026

4. Submit the entire Section 2 (Bidding and Contract Documents). This section includes bid form, affidavits, required statements, and any other documents that are required to submit a bid. City may not consider Bids which are not accompanied by the required completed forms. In addition, a security deposit of no less than 10% of the Bid amount is required to guarantee the Bid. City will not consider Bids which are not accompanied by the required security. Security may be made by certified check, cashier’s check, or Bidder’s bond. Forfeiture of Bid security shall be governed by California Contract Code Section 20172-20174.

5. Bids/RFP’s must be received prior to the date and time stated. Bids received after the Bid Deadline will be rejected. Bids may be shipped via Fed Ex or UPS or may be hand-delivered during normal business hours.

Delivery of Bid: When sending a bid via Fed Ex, UPS, etc., it is the responsibility of the Bidder to ensure that Bid is received during open office hours. Office Hours are 7:30am – 5:00pm Monday through Thursday. We are closed on Fridays and major holidays. Bids are not delivered or received when office is closed.

The City utilizes an outside service for delivery and sorting incoming mail, and therefore, mailing a bid via U.S.

Mail is not recommended as there could be a delay in receiving bids by the deadline. Bids must be received prior to the deadline. The City will not accept a postmark as evidence of delivery.

Night Drop Box: If delivering a bid after hours, a Night Drop Box is located at Visalia City Hall, 707 W. Acequia Avenue, Visalia, CA 93291. Enter the west parking lot of the building off of Stevenson Street. The Drop Box is labeled “Night Drop” and is located on the building across from the bicycle racks. The Night Drop Box should only be utilized if City Offices are Closed. The Night Drop Box is checked prior to the bid deadline.

6. Inquiries: Instructions to Bidders, Specifications and Bid Forms may be obtained by visiting our web site at visalia.gov/purchasing or by calling (559) 713-4334. To prevent misinterpretations, the Purchasing Division would prefer that all questions regarding this RFB be sent by email to: purchasing@visalia.gov.

Deadline for submitting questions regarding this project is Friday, October 23, 2026 at 4:00pm.

IV. SCOPE OF WORK/PROJECT SPECIFICATIONS

The City of Visalia is soliciting bids from qualified contractors to replace the existing HVAC systems at two facilities located at the Water Reclamation Facility (WRF), 7579 Avenue 288, Visalia, CA. The project includes removal and replacement of the existing 8.5-ton rooftop heat pump serving the Headworks Building and the existing 5-ton HVAC unit serving the MCC-6000 Building. The Contractor shall field‑verify existing installation conditions; however, equipment selection shall be finalized and submitted with the Bid using the existing equipment specifications and the provided manufacturer manuals as the basis for selecting replacement units.

Proposed equipment shall provide a like‑for‑like or equivalent replacement and shall meet or exceed the performance, functional, and capacity requirements of the existing HVAC units. Both replacement units shall match physical installation constraints and shall include a Socko-Plastic Coating or equivalent corrosion-resistant coating applied to coils and associated refrigerant piping between coils and compressors, to ensure durability in the wastewater facility environment.

The successful Contractor will provide all labor, materials, tools, equipment, and permits necessary for a complete and fully operational installation.

HVAC UNITS SPECIFICATIONS:

Replacement HVAC units shall meet or exceed the general performance, installation, electrical, environmental durability, and serviceability requirements specified below. Specifications are intended to be performance-based and shall permit equivalent equipment from multiple manufacturers. The Contractor shall be responsible for field verification of existing conditions and for providing complete, operational replacement units.

Equipment selection shall be submitted at the time of bid and shall not be altered after award. Field verification is limited to installation-related conditions only.

Bidder Product Specifications Form Requirement The Bidder shall complete and submit the Product Specifications Form with its Bid Form. The completed Bid Form shall identify the proposed manufacturer and model number for each replacement HVAC unit, while the Product Specifications form will provide additional information about the specific make and model of each replacement unit.

The existing HVAC equipment identified in Section 1, Existing Equipment, is provided as the basis for the replacement capacity, electrical service, airflow, configuration, and existing-condition requirements. The proposed replacement equipment does not need to be manufactured by the same manufacturer as the existing equipment, provided that the proposed equipment meets or exceeds the requirements of this RFB and is compatible with the existing installation.

Failure to submit the completed Product Specifications Form, or failure to identify required proposed equipment information may result in the Bid being determined non-responsive in accordance with the Contract Documents.

1. Existing Equipment:

The following existing equipment information is provided as reference information and establishes the basis for the replacement capacity, electrical service, nominal airflow, general equipment type, and existing installation requirements. The existing equipment manufacturer and model numbers are provided for reference only. Equivalent replacement equipment from any manufacturer is acceptable, provided the proposed equipment meets or exceeds the requirements of this RFB.

Field verification is required prior to ordering replacement equipment and shall be limited to installation-related conditions that may affect equipment selection, installation, or performance, including curb dimensions, duct connections, service clearances, rooftop conditions, electrical characteristics and disconnect locations, airflow, controls, and other existing conditions relevant to the replacement work. Field verification shall not alter the Bidder’s equipment selection submitted at the time of bid.

Headworks Building 8.5‑Ton Unit o Manufacturer: Carrier o Model: 50TCQD09A2A6A0A0G0 o Equipment Type: Commercial packaged rooftop heat pump o Nominal Capacity: Approximately 8.5 tons o Electrical Service: 460 volts, 3-phase, 60 Hz o Refrigerant: R-410A o Nominal Airflow: Approximately 3,400 CFM o Fan Configuration: Belt-driven indoor fan with factory-installed VFD o The existing unit provides both cooling and heating and is configured with two-stage mechanical cooling and reverse-cycle heat pump heating. The existing unit utilizes standard aluminum-fin/copper-tube coils and is configured for rooftop installation.

MCC‑6000 Building 5‑Ton Unit o Manufacturer: York o Model: ZJ06100H4RAA o Equipment Type: Commercial packaged rooftop HVAC unit o Nominal Capacity: Approximately 5 tons o Electrical Service: 460 volts, 3-phase, 60 Hz o Refrigerant: R-410A o Nominal Airflow: Approximately 2,000 CFM

2. Existing Equipment Manuals and Reference Information

Manufacturer installation manuals and technical documentation for the existing Carrier and York rooftop units are included with this RFB as reference information (Attachments 3 and 4, respectively).

Bidders shall review the applicable manufacturer documentation when developing proposed replacement equipment and pricing. The documentation is provided for reference and may contain equipment-specific information regarding unit dimensions, electrical requirements, airflow and fan performance, equipment weight, curb and duct requirements, operating characteristics, and installation requirements.

The manuals and technical documentation supplement, but do not replace, the existing equipment information provided in Section 1 or the required field verification of installation-related conditions.

3. Capacity and General Requirements for Both Units

Replacement units shall provide cooling capacity equivalent to or greater than the existing equipment:

o Headworks Building: 8.5 nominal tons o MCC-6000 Building: 5.0 nominal tons

Replacement units shall be commercial packaged rooftop units suitable for continuous outdoor service and appropriate for the intended application of each building.

Replacement units shall be compatible with the existing rooftop installation and shall utilize the existing roof curb and duct connections where practical.

Replacement equipment shall be selected to fit the existing installation while maintaining manufacturer-required service clearances and access for operation and maintenance.

Where a proposed replacement unit differs from the existing installation and requires a curb adapter, duct transition, structural modification, electrical modification, controls modification, or other associated work, the Contractor shall include such work in the bid.

Contractor shall provide complete, operational replacement systems, including all components and incidental work necessary for proper operation.

Units shall be compatible with existing electrical service, controls interface, and refrigerant line routing, with modifications made as necessary by the Contractor.

4. Environmental / Corrosion Protection

All exposed coils, fins, tubing, and refrigerant-system components subject to the wastewater-treatment environment shall receive Socko-Plastic Coating or an approved equivalent corrosion-resistant coating specifically engineered for corrosive wastewater facility environments.

Coating shall be suitable for exposure to corrosive gases, moisture, chemical aerosols, and other environmental conditions reasonably anticipated at a wastewater treatment facility.

Contractor shall submit the proposed coating manufacturer's product information for approval prior to equipment procurement.

Coating shall be applied in accordance with the coating manufacturer's written requirements and shall not adversely affect equipment performance or heat transfer.

5. Electrical Requirements

Replacement units shall operate on the existing 460-volt, 3-phase, 60 Hz electrical service.

Replacement equipment shall include electrical components appropriate for the manufacturer's listed requirements and applicable California Electrical Code requirements.

Contractor shall provide properly sized disconnecting means, overcurrent protection, wiring modifications, and other electrical work required for a complete installation.

Proposed equipment electrical requirements, including MCA, MOCP, and connected load, shall be included in the equipment submittal on the Product Specifications form.

6. Efficiency / Performance

Units shall meet or exceed all applicable current federal, State of California, and local minimum efficiency requirements for the specific equipment type and capacity in effect at the time of equipment procurement.

Equipment shall be AHRI-certified.

Heating and cooling performance shall be equal to or greater than the existing equipment's rated performance and shall be sufficient to serve the intended HVAC requirements of each building.

Contractor shall select equipment capable of providing the specified heating and cooling performance under the applicable design outdoor and indoor conditions and at the required airflow and external static pressure.

Contractor shall provide manufacturer performance data with the equipment submittal demonstrating the proposed unit's rated cooling capacity, heating capacity where applicable, efficiency, and performance at the applicable rating conditions.

7. Compressor Requirements

Units shall utilize scroll compressors or equivalent commercial compressor technology suitable for the specified application.

Compressors shall include manufacturer-standard protection against high and low refrigerant pressure, compressor overload, and other conditions identified by the manufacturer.

Compressor staging or capacity control shall be appropriate for the selected equipment and building application.

8. Airflow / Fan System

Replacement units shall be capable of providing airflow consistent with the existing equipment and building duct systems. The following nominal airflow requirements shall be used as the basis for replacement equipment selection:

Headworks Building – 8.5-ton unit: Approximately 3,400 CFM nominal airflow. The replacement fan shall have sufficient adjustment capability to accommodate the existing duct system and field-verified external static pressure.

MCC-6000 Building – 5-ton unit: Approximately 2,000 CFM nominal airflow. The replacement fan shall have sufficient adjustment capability to accommodate the existing duct system and field-verified external static pressure.

Contractor shall balance the replacement system following installation.

Fan systems may be direct-drive or belt-drive, provided the selected equipment can achieve the required airflow at the applicable external static pressure.

Fan motors shall be properly sized for the proposed operating conditions.

Fan assemblies shall provide access for inspection, maintenance, cleaning, and replacement of serviceable components.

9. Cabinet Construction

Units shall have factory-assembled, weather-resistant cabinets suitable for outdoor rooftop installation.

Cabinet panels shall be galvanized steel or steel with an equivalent factory-applied corrosion-resistant finish.

Fasteners, hinges, access panels, and other exposed hardware shall be suitable for outdoor service in a corrosive wastewater-treatment environment.

Units shall include weather-resistant access panels and doors with appropriate gasketing and positive closure.

10. Refrigerant

Replacement units shall use the manufacturer's current refrigerant approved for the selected equipment and compliant with applicable federal, California, and local requirements.

Refrigerant selection shall comply with applicable refrigerant transition requirements in effect at the time of equipment procurement.

Contractor shall provide all refrigerant required for startup and commissioning.

Refrigerant piping, fittings, and exposed refrigerant-system components associated with the replacement installation shall receive corrosion protection appropriate for the wastewater-treatment environment.

11. Dimensions, Curb Compatibility, and Rooftop Placement

Replacement units shall be selected to fit the existing roof curb and available rooftop installation area.

Existing equipment dimensions and configuration are provided in Section 1 and the manufacturer documentation included with this RFB for reference in evaluating replacement equipment.

Replacement equipment shall maintain manufacturer-required service clearances and shall not obstruct access to adjacent equipment, roof drains, walkways, or other building systems.

Where the proposed replacement unit does not match the existing equipment footprint or curb configuration, the Contractor shall provide a compatible curb adapter, transition, or other modification required for a complete installation.

All required curb adapters, duct transitions, flashing, sealing, and associated incidental work shall be included in the bid.

12. Weight & Rooftop Placement Unit weight shall be within the general range of standard 8.5-ton and 5-ton rooftop package units.

Contractor shall consider the total installed weight, including the replacement unit, curb adapter, accessories, and other permanently installed components.

Contractor shall verify that the proposed equipment is compatible with the existing rooftop structural capacity prior to installation.

Proposed equipment shall not exceed the allowable structural load of the existing roof.

If structural capacity cannot be verified from available information, the Contractor shall obtain verification by a qualified professional prior to installation.

Contractor shall provide all lifting, rigging, crane, and placement services required for safe installation.

13. Controls

Replacement units shall include standalone thermostat/control capability appropriate for the selected equipment.

Controls shall provide the normal heating, cooling, fan, and equipment safety functions required for the selected unit.

Replacement controls shall be compatible with the existing thermostat/control wiring where practical.

Contractor shall provide necessary wiring modifications.

Contractor shall provide all controls, sensors, relays, transformers, wiring, and other components required for a complete and operational system.

PROJECT ELEMENTS:

1. Project Management and Coordination:

Subsequent to award of the Contract and prior to commencement of the Work, the Contractor or Construction Superintendent, together with identified subcontractors, shall attend a Post-Award/Pre-Construction Meeting with the City Project Manager. The Contractor shall be responsible for arranging the meeting with the City Project Manager within ten (10) days of the Notice to Proceed, consistent with the requirements of Section IX, Post Award Responsibilities.

The Contractor shall prepare the Post-Award/Pre-Construction Meeting agenda and identify topics requiring coordination.

The meeting shall address, as applicable, project goals, equipment specifications, project schedule, equipment delivery, work sequencing, site access, installation logistics, Water Reclamation Facility (WRF) operational constraints, safety requirements, permitting, inspections, and anticipated issues or questions. The City Project Manager shall participate in the meeting and provide direction as appropriate.

The Contractor shall furnish a tentative project schedule showing anticipated equipment delivery, removal, installation, testing, and completion dates.

The Contractor shall identify any questions, potential conflicts, site conditions, or other issues that may affect the schedule or performance of the Work.

The Contractor shall document the meeting's action items and Contractor commitments and provide a Post-Award/Pre-Construction Meeting Action Item Summary to the City Project Manager.

Permits: The Contractor shall be responsible for obtaining and coordinating all building permits and required inspections. The City shall be responsible for payment of permit fees. The Contractor’s lump-sum Bid shall include all Work required under this RFB, including permit-related coordination and all labor, materials, equipment, and incidental Work, except for permit fees to be paid by the City.

o Permit Verification: Within ten (10) calendar days following issuance of the Notice to Proceed, the Contractor shall confirm with the City of Visalia Building Safety Division the specific permit(s) and approvals required for the proposed HVAC replacements and associated Work.

The City of Visalia Building Safety Division/Permit Counter may be contacted at 315 E. Acequia Avenue, Visalia, CA 93291, (559) 713-4444. The Contractor shall notify the City Project Manager of the permits and approvals determined to be required.

o Permit Timing: The Contractor shall submit required permit applications promptly following issuance of the Notice to Proceed and shall obtain all required permits before commencing the portion of the Work for which the permit is required. No permit-required Work shall begin until the applicable permit has been issued, unless otherwise authorized in writing by the City.

o Permit Inspections and Final Approval: The Contractor shall be responsible for scheduling and coordinating all required permit inspections, correcting deficiencies identified during inspections, and obtaining required final inspection approval or permit closure.

o Permit Documentation: Copies of required permits, applicable inspection records, and final inspection approvals or permit closure documentation shall be provided to the City Project Manager upon request and prior to final payment when required by the City.

Coordinate all installation work with City staff to minimize disruption to Water Reclamation Facility (WRF) operations.

Provide progress updates to City staff throughout the project, including equipment delivery status, anticipated installation activities, and any schedule impacts.

Awarded Contractor shall comply with all requirements of the City of Visalia Labor Compliance Manual, which is incorporated into and made a part of this RFB and resulting contract.

Deliverables:

Project Schedule incorporating key project milestones, equipment delivery, removal, installation, testing, and completion dates.

Post-Award/Pre-Construction Meeting Agenda prepared by the Contractor.

Post-Award/Pre-Construction Meeting Action Item Summary documenting Contractor commitments, coordination items, and agreed-upon follow-up actions.

Copies of required permits, applicable permit inspection records, and final inspection approvals or permit closure documentation upon request or as required by the City.

2. Removal of Existing Equipment Existing 8.5-ton rooftop heat pump (Headworks) and 5-ton unit (MCC-6000) shall remain in place until replacement units are delivered and ready for installation.

o Existing Equipment:

Headworks Building 8.5-Ton Unit: Carrier model 50TCQD09A2A6A0A0G0 MCC-6000 Building 5-Ton Unit: York model ZJ06100H4RAA

Remove existing units carefully to avoid damage to roof and surrounding equipment.

Dispose of old equipment in compliance with all applicable regulations.

Deliverables:

Documentation of proper disposal and recycling of refrigerants and equipment.

3. Installation of New Units

Provide and install new 8.5-ton and 5-ton HVAC units, respectively, to match existing capacities.

Ensure all coils and associated piping are provided with Socko-Plastic Coating or equivalent to resist corrosion.

Complete all refrigerant, electrical, and controls connections for proper operation.

New units must be installed within two (2) calendar days of old unit removal to minimize downtime.

Test and balance the new systems to ensure proper operation.

Installed HVAC units, fully operational and inspected.

Startup report including test results and operational verification.

Provide O&M manuals for the new units.

4. Roof Repair and Restoration

Contractor shall be responsible for any roof damage caused during demolition or installation.

All penetrations, curbs, and roof areas disturbed during the work shall be sealed and repaired to City standards prior to project completion.

The Contractor shall repair and restore all roof areas, penetrations, curbs, flashing, seams, and other roofing components disturbed or damaged as a result of the Work. Roof repairs shall be performed using materials and methods compatible with the existing roofing system and in accordance with applicable manufacturer requirements, codes, and City standards.

Where applicable roof repair work requires a separate roofing license or other specialty trade license, the Contractor shall engage an appropriately licensed and qualified subcontractor to perform the work.

Deliverables:

Roof Repair Certification, signed by the Contractor or appropriately licensed roofing subcontractor, as applicable.

The prime HVAC Contractor may provide and sign the Roof Repair Certification if the Contractor is properly licensed and legally authorized to perform the applicable roof repair work. If the applicable roof repair work requires a separate roofing license or specialty trade license that the prime Contractor does not hold, the Roof Repair Certification shall be provided and signed by the appropriately licensed roofing or specialty trade subcontractor that performed the work.

The prime Contractor shall submit the Roof Repair Certification to the City and shall remain responsible for ensuring that all required roof repair and restoration work is properly completed, regardless of whether the work is performed by the prime Contractor or a subcontractor.

The Roof Repair Certification shall confirm that all roof areas disturbed or damaged as a result of the Work have been properly repaired, sealed, and restored prior to project completion.

5. Site Safety and Clean-Up

All work shall comply with OSHA standards and applicable safety codes.

Contractor shall maintain a clean job site and ensure proper disposal of all used materials.

Work shall be performed by experienced personnel and held to the highest professional standards.

Deliverables:

Safety compliance documentation (e.g., Job Hazard Analysis or equivalent, upon request).

Final inspection walk-through confirming clean-up and site restoration.

6. Work Schedule

Work hours: Monday through Friday, 7:00 AM – 4:00 PM, excluding City holidays.

Contractor must coordinate with City staff to schedule activities to avoid interference with other projects or facility operations.

Final Project Schedule and anticipated installation dates.

7. Warranty

The Contractor shall provide a minimum one-year warranty on all labor, installation work, and materials furnished for the replacement of the HVAC units. This Contractor warranty shall cover defective workmanship, installation, and Contractor-furnished materials associated with the Work. The Contractor shall, at no additional cost to the City, repair or replace any defective workmanship, installation, or Contractor-furnished materials identified during the warranty period.

All manufacturer warranties for the installed 8.5-ton and 5-ton HVAC units and associated equipment shall be provided to the City at project completion. The Contractor shall provide all applicable manufacturer warranty documentation, including warranty terms, coverage periods, and any required registration or activation documentation.

Warranty coverage shall begin upon the City's written acceptance of the completed project. The Contractor warranty is separate from and does not replace the applicable manufacturer warranties. The Contractor shall remain responsible for coordinating warranty service for Contractor-furnished and installed equipment during the applicable warranty periods when requested by the City.

8. Completion Criteria

The project will be considered complete when:

1. New HVAC units are fully installed and operational.

2. All system connections are tested and verified.

3. Roof is repaired and restored to City standards.

4. Old units are properly removed and disposed of.

5. City staff has approved all deliverables and conducted a final inspection.

6. At conclusion of the work, Awarded Contractor shall provide the City of Visalia Project Manager with a signed Contractor’s affidavit that labor codes were followed, and prevailing wage rates were paid. The affidavit must be submitted to the City Project Manager prior to final payment. A sample Contractor’s Affidavit is included with this RFB.

7. All applicable manufacturer warranties for the installed 8.5-ton and 5-ton HVAC units and associated equipment have been submitted to the City.

8. Required bonds have been submitted.

V. PRE-BID MEEINGS

1. Mandatory Pre-Bid Meetings. Mandatory Pre-Bid meetings will be held at the jobsite- Water Reclamation

Facility, 7579 Avenue 288, Visalia, CA as follows:

Monday, October 19, 2026 at 9:00am, and Wednesday, October 21, 2026 at 11:00am

Bidder is required to attend at least one of the Mandatory pre-bid meetings in order to be eligible to submit a bid. Information on the project will be available during the meetings and time is designated for Contractors to ask questions about the work/contract. It shall be the responsibility of the Contractor to have acquired full knowledge of the job site, scope of work and any problems or difficulties that may affect the work proposed.

VI. BID OPENING AND CONFIDENTIALITY

1. Bid Opening. Bids shall be opened publicly in the presence of attendees, if any, on Thursday, November 5, 2026 at 2:30 P.M. at 707 W Acequia, Visalia CA, City Hall. The name of each Bidder and the amount of each Bid shall be read aloud and summarized on a Bid Summary sheet. The bid summary sheet is open to public inspection at the Bid opening and after the City has made an Intent to Award decision. Other Bid information will not be available for public review during the evaluation phase.

2. Bid Confidentiality. The City favors full and open disclosure of all Bid records. The City will not expend public funds defending claims for access to, inspection of, or to be provided copies of any such records. By submitting a Bid, a Bidder agrees to indemnify and defend the City against all claims or actions brought against it to seek access to, or compel disclosure of, any records or documents in the City’s possession.

After the award, the City intends that its selection process will be open and public. Respondents are advised that the California Public Records Act (“PRA”) provides that any person may inspect or be provided a copy of any identifiable public record or document that is not exempted from disclosure by the express provisions of the Act.

The Federal Freedom of Information Act (“FOIA”) contains a similar provision. Each Bidder shall clearly identify any information within its Bid that it intends to ask the City to withhold as exempt under either the PRA or FOIA. Any information contained in a Bidder’s submission which the Bidder believe qualifies for exemption from public disclosure as “Proprietary” or “Confidential” must be identified as such at the time of first submission of Bidder’s Bid to this RFB. Any failure to identify information contained in a Bidder’s Bid to this RFB as “Proprietary” or “Confidential” shall constitute a waiver of Bidder’s right to object to the release of such information upon request under either Act.

VII. AWARD

1. Most Responsive, Responsible Bidder. A contract shall be awarded with reasonable promptness by appropriate written notice. Award shall be made to the lowest bidder whose bid is deemed both responsive and responsible and meets the criteria and specifications set forth in this RFB. A responsible Bidder is one who has the capability, financial capacity and integrity to perform the contract. A responsive Bidder is one who commits to all of the material terms, for example, price, quantity, quality and delivery, of this RFB. Contractor must return a signed copy of the contract provided by the City with its Award Notice to City within ten (10) working days of receipt thereof.

2. Reservation of Rights. The City reserves the right to reject any item or items in the Bid; to waive informalities, technical defects, and minor irregularities in Bids received; and to select the Bid(s) deemed most advantageous to the City.

VIII. PROTESTS/APPEALS

Because it is essential that Bidders have confidence in the procurement procedures for soliciting and awarding contracts, it is the policy of the City to offer Bidders the opportunity to appeal award of contracts. The following procedures shall apply in regard to appeals:

1. Any actual Bidder who is aggrieved in connection with this RFB or award of a contract hereunder may protest to the City of Visalia Purchasing Division in writing within five (5) working days after such aggrieved Bidder knows, should have reasonably known, or could reasonably be expected to know of the facts giving rise thereto;

and

2. Should identify only the areas regarding bid contradictions, procurement errors, quotation rating discrepancies, legality of procurement context, conflict of interest in the rating process and inappropriate or unfair competitive procurement grievance regarding the Bid process.

3. The City’s Purchasing Division shall have the authority to settle and resolve each protest. The resolution will be provided to Bidder in writing within five (5) working days of receipt of the appeal unless the Bidder is notified more time is required.

4. Further levels of appeal may be made in accordance with the appeals provision contained in Chapter 5 of the

City’s “Purchasing and Contract Procedures” which is available through City’s Purchasing Division.

IX. POST AWARD RESPONSIBILITIES

1. Written Contract with City. A written agreement in a form similar to that attached to this Request for Bid must be entered into between the City and the Contractor to whom the project is awarded. The Agreement forms the basis for the contractual obligation between the parties regarding the project. A contract will be provided with the Notice of Award and must be executed and returned to City within ten (10) working days of the date of award notification unless otherwise agreed.

2. Post Award/Pre-Construction Meeting. Subsequent to the award of contract, the Contractor or Construction

Superintendent; as well as all identified subcontractors shall meet with the Project Manager prior to the start of work to discuss any problems or questions that may arise. Contractor shall contact the Project Manager within ten (10) days of the date of the Notice to Proceed to arrange this meeting. Additionally, this conference will be the forum to notify Contractors and subcontractors about labor standards compliance. At that time, Contractor shall furnish a schedule showing the tentative starting and completion dates. Contractor is responsible to arrange this meeting.

City Project Manager: Rehana Lustyan Department: Water Reclamation Facility

3. Post-Award Responsibilities. Upon execution of the Agreement between the City and the Contractor, the

Contractor shall immediately report all changes in its Articles of Incorporation, By-Laws, or Tax-Exempt status to the City.

4. Insurance. Contractor shall obtain and maintain the minimum insurance coverage as outlined in the Sample

Contract Attachment 2. Contractor shall provide evidence of such insurance to City’s Purchasing Division prior to commencement of work on the project.

5. Required Bonds: The Bidder(s) awarded contract(s) pursuant to this RFB will be required to provide to the City of Visalia: a “Payment Bond” and a “Performance Bond” each in the amount of 100% of the contract amount within ten (10) working days of the date of the “Notice of Award”. According to City standard the surety company must be either a California Admitted Surety to its specified dollar limitation AND a current A.M. Best A: VIII rated surety.

Upon determination by the City that a contract has been entered and Contractor has provided all of the information that it is required to provide pursuant to this RFB, City will issue, in writing, a notice to proceed on the project to Contractor.

X. SPECIAL CONDITIONS

1. Complete Project. The successful Bidder shall be responsible for providing all materials, taxes, labor, tools, equipment and services necessary to fulfill the requirements of this RFB. It is the intent of this RFB and related agreement to describe a functionally complete project.

2. Payment for Extra Work.

The markups listed in this section shall be used for all lump sum, fixed fee, force account, or similar type change orders where bid unit prices do not apply.

The City may order extra work or make changes by altering, adding to, or deducting from the Work via Change Order. Additionally, new and unforeseen work will be classified as extra work when such work cannot be covered by any of the various items or combination of items for which there is a bid price.

All Change Order work shall be performed under the same terms and conditions of the original description of the Work, except for any extension of completion times necessitated by said Change Order(s). Certified payrolls shall be submitted with each billing for extra work.

The value of any additional work ordered by the City shall be determined as follows:

A. By unit prices in the Construction Services Agreement or the Contract; or

B. By estimate and acceptance in a lump sum; or

C. By a fixed fee; or

D. By force account.

The Contractor shall do no extra work except upon written order from the Engineer. For such extra work the Contractor shall receive payment as previously agreed upon in writing, or Contractor shall be paid on force account. In any emergency affecting the safety of persons or property, the Contractor shall act, at his discretion, to prevent threatened damage, injury or loss to life and/or property. The Contractor shall immediately notify the

Engineer of any work performed under this provision. Any additional compensation or extension of time claimed by the Contractor on account of emergency work shall be reviewed and determined as provided in this section.

A. Materials: Material payment is full compensation for materials the Contractor furnishes and uses in the work.

The City reserves the right to furnish such materials required as it deems expedient and the Contractor shall have no claim for profit or other overhead on the cost of such materials. The Engineer determines the cost based on the material purchase price, including delivery charges, except:

a. Fifteen percent (15%) markup is added

b. Supplier discounts are subtracted whether the Contractor took them or not

c. If the Engineer believes the material purchase prices are excessive, the City pays the lowest current wholesale price for a similar material quantity

d. If the Contractor procured the materials from a source the Contractor wholly or partially owns, the determined cost is based on the lower of the:

i. Price paid by the purchaser for similar materials from that source on Contract items

ii. Current wholesale price for those materials

e. If the Contractor does not submit a material cost record within 30 days of billing, the determined cost is based on the lowest wholesale price:

i. During that period

ii. In the quantities used

B. Equipment: For all equipment that is necessary, the Contractor shall receive the current prices in the locality which shall have been previously determined and agreed to in writing by the Engineer and by the Contractor, plus fifteen percent (15%). The current State Labor Surcharge and Equipment Rental rates book shall be used to resolve any equipment rental rate disagreements.

a. Equipment rental rates includes the cost of:

i. Fuel, Oil, Lubrication, Supplies, Small tools, necessary attachments, repairs and maintenance, depreciation, storage, insurance, and other incidentals.

ii. The City does not pay for small tools consumed by use. This is considered included in the markup rate.

b. If the work is being done by Force Account, the City will only pay for the hours the equipment is operating on the Extra Work item.

c. The Engineer shall direct the Contractor to use the equipment factors listed in the current State Labor Surcharge and Equipment Rental Rates book to determine the compensation amount as the Engineer deems appropriate.

C. Labor: For all labor that is necessary, the Contractor shall receive the actual amount paid for labor including benefits (health and welfare, pension, vacation, training, other state and federally recognized fringe benefit payments) as shown on certified payrolls or the current prices in the locality which shall have been previously determined and agreed to in writing by the Engineer and the Contractor, whichever is less, plus thirty percent (30%). The 30% markup consists of payment for all costs of bonds, insurance, overhead and profit for the work, described further as follows:

a. The City does not allow a labor surcharge markup so this 30% markup includes compensation for the following: worker’s compensation insurance, social security, Medicare, Federal unemployment insurance, State unemployment insurance, State training taxes, and other similar items.

b. The 30% markup also consists of payment for all overhead costs related to labor but not designated as costs of the labor used in the direct performance of the work, including:

i. Home office overhead

ii. Field office overhead

iii. Bond costs

iv. Profit

v. Labor liability insurance

vi. Other fixed or administrative costs that are not costs of the labor used in the direct performance of the work.

c. The City does not pay for labor travelling to or from the jobsite.

D. For all extra work performed by a first-tier subcontractor, the Contractor shall receive actual cost of the work plus ten percent (10%). For all extra work performed by second-tier subcontractor, the first-tier subcontractor shall receive the actual cost of the second-tier subcontractor work plus five percent (5%). The total maximum markup between the Contractor and all lower tier subcontractors shall not exceed twenty percent (20%) regardless of how many lower tier subcontractors are included in the change order. These markups consist of payment for the cost of bonds, insurance, overhead and profit for the work. Likewise, for subcontracted work deleted from the contract, the Contractor shall provide an additional ten percent (10%) percent or five percent (5%) percent credit respectively for all materials, labor, and equipment. This shall not apply to the reduction of unit priced bid item quantities specifically identified in the contract Bid Schedule.

E. For work deleted from the contract, the Contractor shall provide an additional fifteen percent (15%) credit on all materials, labor, and equipment. This shall not apply to the reduction of unit priced bid item quantities specifically identified in the contract Bid Schedule.

Markups on any subcontractor change order or extra work shall not exceed the markups in this section.

All extra work and/or force account work shall be documented daily upon report sheets prepared and furnished by the Contractor, and signed by the Contractor and the Engineer, which daily reports shall thereafter be considered the true record of extra work or force account work done. The Contractor shall be responsible for providing full labor, equipment, and materials breakdowns for approval on all change orders and extra work.

Daily reports shall be submitted no later than the second working day following the work for labor and equipment involved and no later than the fifth working day for material invoices and specialized forces.