Bid Notice.pdf

RFB NO. 25-26-01

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility Page i

CITY OF VISALIA

REQUEST FOR BID (“RFB”)

ANNUAL CONTRACT FOR

HVAC MAINTENANCE AND ON-CALL REPAIR SERVICES AT

VISALIA WATER RECLAMATION FACILITY

BIDS DUE NO LATER THAN 2:00 PM ON THURSDAY, SEPTEMBER 10, 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.

PUBLIC WORKS CONTRACT: This is a Public Works Maintenance Contract, therefore it is subject to registration with the Department of Industrial Relations, payment of prevailing wages, submission of certified payroll records to the Labor Commissioner and other requirements listed in the City of Visalia Labor Compliance Manual (attached). All Bidders and Subcontractors (if any) must be registered with the DIR to be eligible to bid on, be listed as a subcontractor, or perform work under this contract.

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Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility Page ii

TABLE OF CONTENTS

I. DEFINITIONS

II. INTRODUCTION

III. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS

IV. INSTRUCTIONS

V. SCOPE OF SERVICES/PROJECT

VI. PRE-BID AND CONTRACT MEETINGS

VII. BID OPENING AND CONFIDENTIALITY

VIII. AWARD

IX. PROTESTS/APPEALS

X. SPECIAL CONDITIONS

XI. GENERAL CONDITIONS

XII. POST AWARD RESPONSIBILITIES

EXHIBITS

A. BID FORM

B. CERTIFICATIONS, AFFIDAVITS, ASSURANCES, STATEMENTS, WAIVERS, AND

QUESTIONNAIRES WHICH MUST ACCOMPANY BID FORM

B-1. Non-Collusion Affidavit B-2. Workers’ Compensation Insurance Certificate B-3. Equal Employment Opportunity Compliance Certificate B-4. Ownership Disclosure and California Levine Act Statement B-5. Drug-Free Workplace Certificate B-6. Americans with Disabilities Act Compliance Certificate B-7. Iran Contracting Act Compliance

C. SAMPLE PROJECT AGREEMENT WITH ATTACHMENTS

ATTACHMENT 1 - GENERAL CONTRACT PROVISIONS

ATTACHMENT 2 - INSURANCE REQUIREMENTS

D. Attached Separately:

D-1. WRF AC Equipment Inventory D-2. City of Visalia Labor Compliance Manual D-3. State Prevailing Wage Determinations D-4. Recognized Holidays Pertaining to this Contract

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility

I. DEFINITIONS

For the purposes of RFB NO. 25-26-01, 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. 25-26-01.

II. INTRODUCTION

The City of Visalia Purchasing Division is soliciting Bids from qualified contractors to provide quarterly preventative maintenance and on-call repair services for HVAC systems at the City of Visalia’s Water Reclamation Facility (WRF), 7579 Avenue 288, Visalia, California. Services will cover a wide range of equipment, including rooftop package units, ducted and cassette fan coil units, chillers, and specialty systems from various manufacturers. The successful bidder shall furnish all labor, materials, equipment, and incidentals necessary to perform the services required under this Invitation to Bid upon issuance of the City’s Notice to Proceed.

The initial contract term shall be for a twelve (12) month period and shall, at the City’s option and with the consent of the CONTRACTOR, be extended annually thereafter for four (4) consecutive one-year periods. Bids are being sought from contractors who have a proven record of experience in providing the services required by this Invitation to Bid.

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 the specifications. See Section III for additional Department of Industrial Relations Requirements which apply to this project.

The City hereby affirmatively ensures that Minority Business Enterprises and Disadvantaged Business Enterprises (DBE) will be afforded full opportunity to submit proposals in response to this notice. Individuals and/or entities submitting bids/proposals to the City of Visalia will not be discriminated against on the basis of race, religion, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, gender, gender identity or expression, sexual orientation, or military and veteran status in any consideration leading to the award of contract.

No qualified disabled person shall, on the basis of disability, be excluded from participating in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity leading to the award of a contract.

This Request for Bids is being issued by the City of Visalia Purchasing Division. Unless otherwise directed, all communications regarding this regarding this RFB should be directed to the Purchasing Division at (559) 713-4334. To prevent misinterpretations, the Purchasing Division prefers that all questions be sent by e-mail to purchasing@visalia.gov.

Any revisions to the Invitation to Bid will be issued and distributed as addenda. Bidders are specifically directed not to contact any other City personnel for meetings, conferences, or technical discussions related to this Invitation to Bid. Failure to adhere to this policy may be grounds for rejection of Bids.

The City of Visalia reserves the right to reject any or all bids.

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility

III. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS, Public Works Contractor

Registration Program and Project Labor Agreements

Notice is hereby given that this contract is considered a public works contract and therefore, subject to DIR monitoring. All contractors and subcontractors bidding and performing work on Public Works Projects must be currently registered with the California Department of Industrial Relations (DIR).

Awarded Contractor is required to furnish electronic payroll records for new projects to the Labor Commissioner.

No contract will be awarded unless that contractor and/or subcontractors are registered with the California Department of Industrial Relations (DIR). Bids by unregistered contractors submitted after March 1, 2015 may be rejected as non-responsive.

A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 at the time the contract is awarded.

If a project labor agreement (the term “project labor agreement” is defined in Public Contract Code 2500(b)(1) as a prehire collective bargaining agreement that establishes terms and conditions of employment for a specific construction project or projects and is an agreement described in Section 158(f) of Title 29 of the United States Code) is used, then it must comply with the taxpayer protection provisions set forth in Public Contract Code section 2500(a). City of Visalia has no ordinances requiring or prohibiting such agreements.

The following statements and requirements are to be included in all City of Visalia public work contracts that require the payment of prevailing wages in accordance with California Labor Code (CLC). This RFB document becomes a part of the public works contract for this project and therefore, the CLC contract language requirements are incorporated into the contract.

As set forth in CLC section 1771.1(a), all contractors and subcontractors must be currently registered and qualified to perform public work pursuant to CLC section 1725.5 to be qualified to bid, be listed in a bid proposal, or perform any public work for the City of Visalia.

Proof of registration for each contractor and subcontractor listed on the bid is required.

As set forth is CLC section 1771.4 (a)(1), notice is given that this project is a public work, subject to compliance monitoring and enforcement by the Department of Industrial Relations.

As set forth in CLC section 1771.4(a)(2), the prime contractor is required by the City of Visalia to post job site notices, as prescribed by regulation. Information on required workplace postings may be found on the Department of Labor website at:

http://www.dir.ca.gov/wpnodb.html .

The contractor and each subcontractor shall maintain all project records required under CLC for public works projects and preserve them for a minimum 3-year period to begin on the date a Notice of Completion is filed for the project. Please refer to the retention period required for any grant or specialized project funding. Some funding sources require an extended time period for records retention.

In accordance with CLC section 1773.2, the contractor is required, by the City of Visalia, to post a copy of the determination of the Director of Labor Standards prevailing rate of per diem

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility wages for each craft, classification, or type of worker needed to execute the contract at each job site.

In accordance with labor code section 1776 and it’s enforcement (1771.4(a)(3)), for initial contracts awarded on or after April 1, 2015 each project contractor and subcontractor shall;

o Maintain and furnish directly to the Labor Commissioner, bi-weekly, a certified copy of each weekly payroll as specified in section 1776 containing a statement of compliance with labor code sections 1771, 1811 and 1815, signed under penalty of perjury.

o Make available or provide a certified copy of these payroll records and their supporting documentation within 10 days to all authorized parties upon written request and be subject to penalties for non-compliance as detailed in labor code section 1776.

o Inform the City of Visalia of the location of the payroll records kept in compliance with labor code section 1776(g) and notify the City of Visalia within 5 working days of any change in their location.

The City of Visalia will comply with any prevailing wage monitoring and enforcement activities required by the labor compliance programs of the Department of Industrial Relations including the withholding of contract payments in the amount of any underpayment of prevailing wage and applicable penalties as directed by the Department of Labor Standards Enforcement in accordance with CLC section 1727(a). Any amount withheld will be released as directed by the Labor Commissioner upon receipt of a certified copy of a final order no longer subject to judicial review in accordance with CLC section 1742(f).

As set forth in labor code section 1775(b), the following subcontractor provisions shall be included in any contract executed between the contractor and a subcontractor for performance of work on this public work project:

o As set forth in CLC section 1775(b)(1), any contract executed between a contractor and a subcontractor for the performance of work on a City of Visalia public works project shall include a copy of the provisions of Labor Code sections 1771, 1776, 1777.5, 1813, and 1815. These labor code sections must be included within or as attachments to the contract.

o As set forth in CLC section 1776, the subcontractor shall maintain and furnish directly to the Labor Commissioner, bi-weekly, a certified copy of each weekly payroll as specified in section 1776 containing a statement of compliance with labor code sections 1771, 1776, 1811 and 1815, signed under penalty of perjury.

o As set forth in CLC section 1775(b)(2), the contractor shall monitor the payment of the specified general prevailing rate of per diem wages by the subcontractor to the employees, by periodic review of the certified payroll records of the subcontractor.

o As set forth in CLC section 1775(b)(3), upon becoming aware of the failure of the subcontractor to pay his or her workers the specified prevailing rate of wages, the contractor shall diligently take corrective action to halt or rectify the failure, including, but not limited to, retaining sufficient funds due the subcontractor for work performed on the public works project.

o As set forth in CLC section 1775(b)(4), prior to making final payment to the subcontractor for work performed on the public works project, the contractor shall obtain an affidavit signed under penalty of perjury from the subcontractor that the subcontractor has paid the specified general prevailing rate of per diem wages to his or her employees on the public works project and any amounts due pursuant to Section 1813. Prior to the release of retention to the contractor, the COV will require a copy of the affidavit(s) completed by each listed subcontractor.

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility

In accordance with CLC section 1777.5(e), prior to commencing work on a contract for public work; every contractor shall submit contract award information to an applicable apprenticeship program that can supply apprentices to the site of the public work.

Only apprentices, as defined in CLC section 3077, in training under apprenticeship standards approved by the Division of Apprenticeship Standards (DAP) and party to written apprentice agreements under CLC section 3070-3098 may be employed at the apprentice wage rate on public works.

Unless exempted under CLC section 1777.5(j), a contractor working on a public works contract of $30,000 or more shall employ the number of apprentices or the ratio of apprentices to journeymen stipulated in the applicable apprenticeship standards (CLC 1777.5(n)). In no event shall the ratio be less than one hour of apprentice work for every five hours of journeyman work.

The prime contractor is responsible for compliance with the requirements of CLC section

1777.5 for all apprenticeable occupations employed on the contract. As stated in 1777.5 (o), the apprenticeship requirement does not apply to contracts of general contractors or to contracts of specialty contractors not bidding for work through a general or prime contractor when the contract is less than thirty thousand dollars ($30,000).

As stated in section 1777.7(e), the prime contractor will not be liable for any penalties assessed for violations of section 1777.5 if they have complied with the following requirements:

o The contract executed between the contractor and the subcontractor for the performance of work on the public works project shall include a copy of the provisions of section 1771, 1775, 1776, 1777.5, 1813 and 1815. These labor code sections must be included within or as attachments to the contract.

o The contractor shall continually monitor a subcontractors use of apprentices required to be employed on the public works project pursuant to subdivision (d) of section 1777.5, including, but not limited to, periodic review of the certified payroll of the subcontractor.

o Upon becoming aware of a failure of the subcontractor to employ the required number of apprentices, the contractor shall take corrective action, including , but not limited to, retaining funds due to the subcontractor for work performed on the public works project until the failure is corrected.

o Prior to making a final payment to the subcontractor for work performed on the public works project, the contractor shall obtain a declaration signed under penalty of perjury from the subcontractor that the subcontractor has employed the required number of apprentices on the public works project.

The prime contractor is required to provide a signed affidavit declaring their compliance with

California Labor Code sections 1771 (prevailing wage) and 1777.5 (apprenticeship) for all workers employed on the contract before final payment will be made on the contract by the City of Visalia.

Contract inclusion and/or attachments: The following item is required to be included either in the body of, as attachments to, or addendums of all public work contracts:

As set forth in CLC section 1773, the City of Visalia shall obtain the general prevailing rate of per diem wages and the general prevailing rate for holiday and overtime work in the locality in which the public work is to be performed for each craft, classification, or type of worker needed to execute the contract from the Director of Industrial Relations. This will include the

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility apprenticeship prevailing wage for all apprenticeable trades. In accordance with labor code section 1773.2, this information is to be included in the contract itself.

10 days before the closing date of the bid, the project manager will review the prevailing wage rates included in any requests for bid proposals for updates and issue an addendum to notify interested bidders of any changes. General prevailing wage determinations made by the director of industrial relations for journeyman and apprentices may be found at:

http://www.dir.ca.gov/OPRL/PWD/index.htm and http://www.dir.ca.gov/OPRL/PWAppWage/PWAppWageStart.asp

IV. 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:

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

From: Bidders Name & Mailing Address

Marked: HVAC Maintenance and On-Call Repair Services

Deadline: September 10, 2026 at 2:00pm

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.

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility

4. Submit each of the required Certifications, Affidavits, Statements and Questionnaires as well as optional waiver(s) to City with the sealed Bid. City will not consider Bids which are not accompanied by the required completed forms.

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

Questions regarding this RFB are due no later than Monday, August 31, 2026 at 4:00pm.

V. SCOPE OF SERVICES/PROJECT

1. Quarterly Preventative Maintenance (PM) The Contractor shall provide all labor, supervision, tools, equipment, transportation, consumables, materials, parts, and incidentals necessary to perform four (4) scheduled Preventative Maintenance services per year for all HVAC equipment identified in Exhibit D-1 – WRF A/C Equipment Inventory.

The Preventative Maintenance price shall include all standard consumables, including but not limited to filters, lubricants, cleaning agents, minor hardware (such as fuses below 10A, screws, and brackets), and belts. No additional charges may be billed for consumables used in the Preventative Maintenance checklist.

The City currently has fifty-four (54) HVAC units at the Water Reclamation Facility. The Contractor shall be responsible for maintaining all existing units and any new units added during the Contract term at the unit prices bid for Preventative Maintenance and On-Call Repair Services.

Preventative Maintenance shall include, at a minimum, the following required tasks at each service interval:

Check, clean, and/or replace air filters Clean condenser and evaporator coils Check and clear drain lines; empty drain pans Inspect belts and pulleys; replace if worn Check refrigerant levels and test for leaks Test thermostats and HVAC controls Inspect wiring; measure voltage and current Verify startup, operation, and shutdown cycles Inspect fan motors, compressors, and associated components Clean and adjust blowers and blades Lubricate all moving components Inspect cabinets and doors for proper sealing Inspect ductwork for debris, mold, and mildew Identify, document, and report any required or emerging repairs or control issues

Preventative Maintenance is intended to maintain equipment in normal operating condition. The Contractor may perform minor, incidental adjustments (e.g., tightening connections, resetting controls, replacing consumable items such as filters or belts when included in the PM scope) as part of routine service.

Units are located throughout the Water Reclamation Facility and may be installed on rooftops, inside buildings, at ground level, or in other operational areas. Some units may require ladder access or coordination with WRF Operations staff to safely perform maintenance or repairs. Contractors are responsible for becoming familiar with the general nature of the work and the varying locations of the equipment prior to submitting a bid. The equipment list is provided in Exhibit D-1 – WRF A/C Equipment Inventory. Each unit shall be identified consistently in all Preventative Maintenance reports, On-Call service documentation, cost documentation, and invoices by the manufacturer’s serial number. If a serial number is not legible or available, the Contractor shall identify the unit

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility using its location, equipment description, manufacturer, model, and any other information sufficient to uniquely identify the equipment.

All checklist items are incidental to the Preventative Maintenance bid price and shall not be paid for separately.

Included Consumables The Preventative Maintenance price shall include all standard consumables required to complete the PM Checklist. Included consumables consist of, but are not limited to:

Filters Lubricants Cleaning agents Minor hardware (fuses below 10A, screws, small brackets) Belts

No additional charges may be billed for consumables used during PM service. No markup of any kind is permitted on any Preventative Maintenance consumables, materials, or incidental items. All such items are included in the PM unit price.

Mandatory PM Pricing Rules Preventative Maintenance pricing is fully all-inclusive: labor, materials, tools, consumables, filters, belts, lubricants, travel, administrative costs, documentation, and incidental adjustments.

No markup of any kind is allowed on any PM materials or consumables.

No separate billing or add-ons are permitted for any PM task.

Any part exceeding $250, diagnostic work, or major component replacement must be handled as an On-Call Repair Service with prior authorization.

PM tasks may not be billed as On-Call repairs.

Classification of Incidental Adjustments Minor incidental adjustments such as tightening fasteners, adjusting belts, clearing drain lines, resetting controls or breakers, and other simple corrective actions necessary to maintain equipment in normal operating condition are included in the PM price and shall not be billed separately.

Component replacement, refrigerant repairs, electrical repairs beyond basic resets or tightening when performed within the scope of work permitted under a C-20 HVAC license, and/or any diagnostic troubleshooting beyond routine PM, are not incidental adjustments and must be treated as On-Call Repair Services.

Any repair that:

Requires a part that is not included in the PM consumables, Requires a part costing more than $250 Requires diagnostic troubleshooting beyond standard PM, Requires a return visit, or Involves component replacement, shall be classified as an On-Call Repair Service and requires prior City authorization.

Preventative Maintenance Requirements The Contractor shall coordinate with the City’s Project Manager to establish an annual PM schedule.

PM services shall be completed within each calendar quarter unless otherwise approved in advance by the City. All work shall be performed in a manner that minimizes interference with facility operations. All Preventative Maintenance services shall be billed at the Contractor’s firm, fixed unit price. No separate billing or markup of any kind is permitted for parts, materials, consumables, or incidental items used during Preventative Maintenance.

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility

Emergency Conditions Identified During PM If the Contractor identifies a condition requiring urgent corrective action to prevent equipment failure, safety hazards, or operational disruption, the Contractor shall immediately notify the City’s Project Manager. No repair work beyond minor incidental adjustments shall be performed without written City authorization.

PM Deliverables For each completed PM service, the Contractor shall provide a Quarterly Maintenance Report for each unit, including:

Detailed service log of tasks performed Equipment condition assessment Identified deficiencies or emerging issues Recommended repairs and classifications (urgent / non-urgent) Photos as requested by the City

Subcontracting Subcontracting of Preventative Maintenance is strictly prohibited. Subcontracting of On-Call Repair Services is also strictly prohibited.

2. On-Call Repair Services On-Call Repair Services include diagnostics, troubleshooting, and repair work outside the Preventative Maintenance scope and shall not be performed without prior City authorization. The City does not guarantee any minimum amount of on-call repair work under this Contract.

On-Call Availability

Contractor agrees to provide a twenty-four (24) hour on-call employee should an emergency arise.

Contractor agrees to provide the contact number(s) for daytime and “after hours” calls.

Response Time Requirement The Contractor shall respond to On-Call service requests as follows:

Emergency conditions (equipment failure affecting critical operations, safety risks, or system shutdown): within two (2) hours of notification.

Non-emergency service requests: within one (1) business day of notification or at a mutually agreed-upon scheduled time.

Response time compliance shall be measured from the time the City issues notification of the service request. Notification may be provided by telephone, voicemail, text message, or email, and the response time shall begin upon transmission of the notification, regardless of when the Contractor acknowledges receipt. Compliance shall be based on the Contractor meeting the required response time for arrival on site, dispatch of personnel, or confirmation of a mutually agreed-upon service appointment, as applicable.

Diagnostic and Repair Authorization The Contractor shall:

Provide diagnostic and repair services as requested by City staff.

Provide written or verbal preliminary diagnosis upon request.

Provide itemized cost estimates for any repair work prior to commencement.

Not perform any corrective repair work without prior City authorization.

Not perform work that is already included within the Preventative Maintenance scope except as incidental adjustment during PM visits.

Work included within the Preventative Maintenance checklist shall not be billed as On-Call

Repair Services under any circumstances.

Classification of Materials and Markup All parts and materials used in On-Call Repair Services shall be billed as follows:

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility

Markup on parts and materials for repair services shall not exceed fifteen percent (15%). No other surcharges, fees, or markups are permitted.

No additional charges (handling, administrative, stocking, or freight fees beyond invoiced cost) shall be permitted.

The Contractor shall submit third-party receipts or vendor invoices for all parts and materials.

Repair Authorization Boundary Preventative Maintenance is limited to routine servicing, inspection, cleaning, and minor incidental adjustments required to maintain equipment operation.

The following are explicitly excluded from Preventative Maintenance and shall be treated as On-Call Repair Services:

Replacement of major components (e.g., compressors, motors, control boards) Refrigerant system repairs or leak correction beyond minor adjustment Electrical system repairs beyond basic tightening or reset functions, when performed within the scope of work permitted under a C-20 HVAC license, shall not be treated as incidental adjustments and must be classified as On-Call Repair Services

Any corrective work requiring parts replacement not included in Preventative Maintenance scope

Repair Billing Requirements Repair work shall be billed based on:

Hourly labor rate at price bid.

Regular Working Hours: Monday–Friday, 8:00 a.m.–5:00 p.m., excluding City-recognized holidays.

Overtime Hours: No overtime charges will be accepted unless service is requested after

5:00pm and before 8:00am Monday through Friday, weekends, or holidays (see Exhibit D-4 for a list of holidays for this contract). Overtime work shall be paid at Contractor’s regular hourly rate x 1.5 (“time and a half)”.

Emergency Call-Out: Emergency responses shall be billed as a flat Call-Out Fee covering mobilization and the first hour of labor, with additional labor billed at the applicable authorized rate based on the time of service.

Unauthorized overtime shall be billed at the Contractor's Regular Hourly Rate only. The City shall not pay overtime, premium, holiday, after-hours, or other enhanced rate multipliers for work performed without prior authorization.

Actual cost of parts and materials.

Applicable markup on parts and materials (not to exceed 15%).

All parts and materials shall be billed at actual invoiced cost only. Supporting documentation shall be provided.

Documentation Requirements All On-Call work shall include:

Work Order Reports for each service call, documenting diagnosis, labor performed, materials and parts used, and final resolution of the service request.

Itemized invoices sufficient for audit verification, including:

o Labor hours billed at the applicable Contract hourly rate o Description of work performed o Itemized parts and materials used o Applicable markup on parts and materials shall not exceed fifteen percent (15%).

Subcontracting Subcontracting is not permitted for any Preventative Maintenance or On‑Call Repair Services.

No subcontracting of any kind is permitted for diagnostics, specialty work, component replacement, or labor performed under this Contract.

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility

Location Model Description Quantity Brand Adminstration Bldg PEFY-P30NMHU-E Ducted Fan Coil Unit 1 Mitsubishi Adminstration Bldg PLFY-P15NCMU-E Ceiling Recessed Cassette Unit 7 Mitsubishi Adminstration Bldg PMFY-P12NBMU-E Ceiling Recessed Cassette Unit 3 Mitsubishi Adminstration Bldg PKFY-P08NHMU-E2 Wall Mounted Fan Coil Unit 1 Mitsubishi Adminstration Bldg PLFY-P08NHMU-E Ceiling Recessed Cassette Unit 5 Mitsubishi Adminstration Bldg PEFY-P08NMAU-E Ducted Fan Coil Unit 1 Mitsubishi Adminstration Bldg PMFY-P08NBMU-E Ceiling Recessed Cassette Unit 1 Mitsubishi Adminstration Bldg PMFY-P06NBMU-E Ceiling Recessed Cassette Unit 6 Mitsubishi Adminstration Bldg PMFY-P06NBMU-E Ceiling Recessed Unit 9 Mitsubishi Adminstration Bldg PEFY-P24NMAU-E Ducted Fan Coil Unit 1 Mitsubishi Adminstration Bldg PURY-P240YSKMU-A Rooftop Condensing Unit 2 Mitsubishi Adminstration Bldg HE2XINH Outside Air & General Exhaust 2 Renew Aire Blower Bldg #1 XP090C00R4A1BAA1A1 Rooftop Package Unit 1 York Blower Bldg #2 ZJ80C00H4RZZ20001 Cooling Only Rooftop Package Unit 1 York MCC-6000 Bldg ZJ06100H4RAA5 Cooling Only Rooftop Package Unit 1 York Electrical Control Bldg ZJ037C00H4RAA5 Cooling Only Rooftop Package Unit 1 York Sludge Dewatering Bldg ZJ037C00H4RAA5 Cooling Only Rooftop Package Unit 1 York Headworks Bldg 50TCQD09A2A6A0A0G0 Cooling Only Rooftop Package Unit 1 Carrier Headworks Bldg MDB125CC1375AA1NA6CH2JH Fresh Air Supply 1 Modine Headworks Bldg HDG400S/M/R/L/N/3/0/F2/K/Y6/K/EA/00 Fresh air Supply 1 Modine Lab/Locker Room Bldg WHZ045AW27-ER10 Water Cooled Reciprocating Chiller 1 McQuay Lab/Locker Room Bldg RDS70SBY Air Handling Unit Intake Air 1 McQuay Lab/Locker Room Bldg RDS708BY Air Handling Unit Exhaust Air 1 McQuay RPGS Bldg J10ZJC00P4B1PFG5E1 Rooftop Package Unit 1 Johnson Controls Gas Skid JTS-U-S-20DIA-4YS Glycol Chiller for Gas Skid 1 Johnson Thermal Systems Recycled Water Bldg AVPA42ACA050N-A5-100 Wall Mount Package Unit 2 Marvair

WRF A/C Units

Annual Summary Report Contractor shall provide an Annual Summary Report of On-Call Work Performed, including total service calls, general descriptions of work performed, aggregated costs by category, and unit-specific documentation tied to the manufacturer’s serial number. If a serial number is not legible or available, the Contractor shall identify the unit using its location, equipment description, manufacturer, model, and any other information sufficient to uniquely identify the equipment. The Annual Summary Report shall include documentation sufficient for audit verification, including itemized labor, parts, and materials summaries consistent with the On-Call Repair documentation requirements of this Contract. The Annual Summary Report shall not include any repair work performed without prior City authorization; unauthorized work shall not be eligible for payment or inclusion in billable records.

3. 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.

C-20 Warm-Air Heating, Ventilating and Air-Conditioning Contractor (required)

License must be active and in good standing at the time of bid and throughout the term of the Contract.

4. Reference Requirements Contractor must provide at least three (3) references for similar large scale contracts within the past two (2) years.

5. Equipment Covered There are currently fifty‑four (54) units covered under this Contract, and the Contractor shall be responsible for maintaining all existing units and any new units added during the Contract term at the prices bid for Preventative Maintenance and On‑Call Repair Services. All equipment covered under this Contract is listed in Exhibit D-1 — WRF AC Equipment Inventory.

The contractor shall maintain and service the following equipment, without exception:

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility

The equipment list is provided in Exhibit D-1. Each unit shall be identified consistently in all maintenance schedules, preventive maintenance reports, On-Call service reports, cost documentation, and invoices by the manufacturer's serial number. If a serial number is not legible or available, the Contractor shall identify the unit using its location, equipment description, manufacturer, model, and any other information sufficient to uniquely identify the equipment.

It is the Contractor’s responsibility to become familiar with the work site, equipment locations, access conditions, and any circumstances that may affect performance of the work. The Contractor shall review all available Contract documents, including Exhibit D-1 – WRF A/C Equipment Inventory, and information provided by the City during the procurement process. Pre-bid meetings, which are provided by the City, are intended to provide Contractors with an opportunity to obtain additional information regarding the work and site conditions. Failure to become familiar with available Contract information and site conditions shall not be grounds for additional compensation or contract adjustment.

VI. PRE-BID AND CONTRACT MEETINGS

1. Mandatory Pre-Bid Meetings. Two mandatory pre-bid meetings have been scheduled for this project. Bidders are required to attend at least one of the mandatory meetings in order to be eligible to bid on project. Meetings will be held at the Visalia Water Reclamation Facility, 7579 Avenue 288, Visalia, CA on:

Tuesday, August 25, 2026 at 9:00 a.m. and Wednesday, August 26, 2026 at 10:00 a.m.

Information regarding the project will be provided at that time. 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.

2. Post Award Meeting. Subsequent to the award of contract, the Contractor 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.

City Project Manager: Rehana Lustyan Department: Public Works – Water Reclamation Facility

VII. BID OPENING AND CONFIDENTIALITY

1. Bid Opening. Bids shall be opened publicly in the presence of attendees, if any, on

September 10, 2026 at 2:00 p.m. at 707 W Acequia, Visalia CA, City Hall. The name of each Bidder and the amount of each Bid shall be open to public inspection at the Bid opening and after an award decision has been made. 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

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility

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.

VIII. AWARD

1. Most Responsive, Responsible Bidder. A Contract (substantially similar to that attached hereto as Exhibit “C” with Attachments 1-2) shall be awarded with reasonable promptness by appropriate written notice. Award shall be made to the most responsive, responsible Bidder whose Proposal meets the requirements and criteria set forth in this RFB, price and other factors considered, and whose Bid is determined to result in the optimum economic advantage to the City. 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.

IX. 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.

X. SPECIAL CONDITIONS

1. Project Administrative Issues

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility

a. Complete Project. The successful Bidder shall be responsible for providing all materials, labor, equipment and services necessary to fulfill the requirements of this RFB.

b. Quantities/Change Orders. The City reserves and shall have the right to make such changes to the work as may be necessary and desirable to complete the work originally intended in an acceptable manner. Unless otherwise specified herein, the Project Manager shall be and is hereby authorized to make such changes, in the work as may increase or decrease the originally awarded contract quantities and/or total contract cost. The Contract Price, or the amount due the Contractor will only be reduced/increased after the price change is reviewed and authorized by the City of Visalia.

Excessive altered work shall be covered by supplemental agreement that is subject to funding agency approval as applicable. If the City and the Contractor are unable to agree on a unit adjustment for any contract item that requires a supplemental agreement, the City reserves the right to terminate the contract with respect to the item and to make other arrangements for its completion.

c. Omitted Items. Project Manager is authorized to omit minor contract items.

Major items must be omitted by supplemental agreement.

d. Extra Work. Contractor is prohibited from doing extra work, unless authorized in writing by Project Manager before the work is done. Payment for approved Extra Work shall be as agreed to in writing. No additional payment is due for unauthorized Extra Work.

e. Removal of Obstructions. Contractor shall remove and dispose of all structures, debris or other obstructions of any character required for completion of the project. Any temporarily removed or relocated items shall be replaced.

f. Clean Up. Prior to acceptance and final payment, Contractor shall clean up the site of work, and any areas occupied by Contractor in connection with the project.

2. City-Contractor Relations

a. Project Manager’s Responsibility and Authority. City will designate a Project Manager. All work shall be done under the general supervision of such Project Manager or his or her designee(s). The Project Manager shall decide issues of quality and acceptability of materials, work performance, rate of progress of work, interpretation of drawings and specifications, and all questions related to fulfillment of the contract for the project. Project Manager shall not have control over acts or omissions of the Contractor, Subcontractors, their agents or employees.

b. Contractor/Contractor’s Superintendent. Contractor shall bear all responsibility for, and have all control over, the construction means, methods, techniques, sequences, procedures and safety precautions or programs related to the project. Contractor may designate a superintendent.

c. Project Site/Existing Utilities and Structures.

(1) Contractor shall take care to avoid, but shall be responsible for, all damage to existing structures, including, but not limited to, sewers, water service, drains and culverts, underground utilities and the like.

Annual Contract for HVAC Maintenance and On-Call Repair Services at Visalia Water Reclamation Facility

(2) USA Notification. Contractor shall notify underground service alert (“USA) of times and locations of proposed excavations.

i. Contractor shall notify owners of and be responsible for damage to utilities and substructures.

ii. If damage occurs to an unknown utility, Contractor shall repair the utility.

iii. Contractor shall not make connection to or draw water from any hydrant or pipeline without first obtaining permission to do so.

d. Signs, Barricades, and Notice. Contractor must provide and maintain proper barricades, fences, signal lights, watchmen, and notice in general to the surrounding public, in accord with local, federal, and state requirements.

e. Labor

(1) Workmanship. Workmanship shall be equal to the best general practice of modern day air conditioning maintenance and repair and good construction practice.

(2) Qualification. Contractor shall ensure that each employee who works on this project is qualified to perform their assigned duty in a safe manner.

f. Control of Materials:

(1) Source of Supply and Quality of Materials Guarantee. All materials, parts and equipment supplied by the Contractor shall be new and of a quality equal to that specified. Materials which become unfit for use shall not be used for the project.

(2) Equivalent Materials. Trade names or manufacturer’s catalog information, where used, are a means of indicating kind, type, design, style, finish, durability or quality desired and are not intended to exclude or omit the products of any responsible manufacturer, if such products are equal in every respect to those specified. The burden of proof of compliance with the specifications is the responsibility of Contractor. City shall be the sole judge as to the adequacy of any item for substitution.

(3) Manufacturer’s Directions. Manufactured articles, materials and equipment shall be applied, installed, connected, erected, used, cleaned and conditioned as directed by the manufacturer.

g. Storage of Materials. Materials shall be stored to ensure the preservation of their quality and fitness for the project.

h. Materials and Shop Drawing Submittals. If applicable, Contractor shall submit to Project Manager for approval, two (2) copies of the materials list and detailed dimensional shop drawings covering all Contractor-furnished items of equipment. Prior approval by Project Manager is required. Such approval shall not relieve the Contractor from the responsibility of deviation from the Contract unless Contractor has, in writing, called to the attention of the Project Manager such deviations.

3. Legal Responsibilities. It is the responsibility of Contractor to comply with all local, state, and federal laws and regulations which apply to this project. This includes, but is not limited to, compliance with Uniform Building, Plumbing, Mechanical, Electric, and Fire Codes. Contractor shall provide a safe working environment in compliance with the Occupational Safety and Health Act, and California Health and Safety Codes.

Additionally, Contractor shall secure all necessary permits, licenses, and similar

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