HVAC Equipment Maintenance_ Repair and Replacement Services.pdf

City of Santee 10601 Magnolia Avenue • Santee, CA 92071

(619) 258-4100 x173 www.CityofSanteeCA.gov

Community Services Department

HVAC Equipment Maintenance, Repair and Replacement Services

FORMAL RFB #26/27 - 20097

Issued | October 16, 2026

Mandatory Pre-Bid Meeting | NONE

Public Bid Opening | YES

Bids Due | November 9, 2026 by 9:00 AM

City of Santee, City Clerk’s Office, Bldg. 3 10601 Magnolia Avenue, Santee, CA 92071

BIDS MUST BE RECEIVED BY THE CITY CLERK AT THE ADDRESS ABOVE BEFORE THE

DEADLINE. POSTMARKS DO NOT ESTABLISH TIMELY RECEIPT. ELECTRONIC

SUBMISSIONS WILL NOT BE ACCEPTED.

DOCUMENTS AVAILABLE AT:

https://www.cityofsanteeca.gov/government/finance/purchasing/requests-for-proposals ii RFB #26/27 - 20097 Formal RFB – HVAC Equipment Maintenance, Repair & Replacement Services

CITY OF SANTEE

FORMAL REQUEST FOR BIDS #26/27 - 20097

HVAC EQUIPMENT MAINTENANCE, REPAIR AND

REPLACEMENT SERVICES

TABLE OF CONTENTS

NOTICE INVITING FORMAL BIDS

PROCUREMENT SUMMARY

ANTICIPATED PROCUREMENT SCHEDULE

CONTRACT DOCUMENTS

KEY BID REQUIREMENTS

PART II - INSTRUCTIONS TO BIDDERS

REVIEW THE SOLICITATION

PREPARE THE BID

SUBMIT AND OPEN THE BID

EVALUATION AND AWARD

CONTINUING REQUIREMENTS

PART III – REQUIRED BID FORMS

CONTRACT PROPOSAL

BID SCHEDULE / PROPOSED EXHIBIT C

CONTRACTOR EXPERIENCE AND FINANCIAL QUALIFICATIONS

LIST OF SUBCONTRACTORS

PUBLIC WORKS CONTRACTOR REGISTRATION

WORKERS COMPENSATION CERTIFICATE

BID BOND

NON-COLLUSION DECLARATION

CARB FLEET COMPLIANCE CERTIFICATE

SERVICES

TERM AND RENEWAL

COMPENSATION

PREVAILING WAGE AND LABOR COMPLIANCE

INDEPENDENT CONTRACTOR

INDEMNIFICATION

INSURANCE

NOTICE

TERMINATION

STANDARD TERMS AND CONDITIONS

EXHIBIT A - SCOPE OF SERVICES AND PERFORMANCE STANDARDS

TERMS AND DEFINITIONS

EQUIPMENT INVENTORY AND WORK LOCATIONS

MAINTENANCE SERVICES

DUCT CLEANING

FIRE STATION PLYMOVENT VEHICLE EXHAUST SYSTEMS INSPECTION

TEMPERATURE DIFFERENCE (TD) SERVICE

REPAIR SERVICES

iii RFB #26/27 - 20097

Repair & Replacement Services

REPLACEMENT SERVICES

CONTRACTOR’S MACHINERY, EQUIPMENT, TOOLS, AND SUPPLIES

QUALITY OF WORK

INSPECTION

MATERIALS

WARRANTY

CLEANLINESS AND DISPOSAL

COMPLIANCE WITH ENVIRONMENTAL REGULATIONS

USE OF CHEMICALS

HAZARDOUS CONDITIONS

SAFETY REQUIREMENTS

ACCIDENT REPORTING

PROJECT SITE MAINTENANCE

NOTICE OF OBSTRUCTIONS

COMMERCIAL MOTOR VEHICLE SAFETY

EXHIBIT A-1 ....................................................................................................................... EQUIPMENT INVENTORY

EXHIBIT B - SCHEDULE OF SERVICES

CONTRACTOR’S PERSONNEL ...................................................................................................................... B-1 CONTRACTOR EMPLOYEE QUALIFICATIONS .............................................................................................. B-1 AVAILABILITY / RESPONSIVENESS OF CONTRACTOR .................................................................................. B-1 SCHEDULING .............................................................................................................................................. B-2 ORAL MODIFICATIONS INEFFECTIVE .......................................................................................................... B-3 TEMPORARY SUSPENSION OF WORK ......................................................................................................... B-3 PAYMENTS / DEDUCTIONS FROM PAYMENT ............................................................................................. B-4

EXHIBIT G - PAYMENT FOR LABOR AND MATERIALS BOND

EXHIBIT H - FAITHFUL PERFORMANCE BOND

RFB #26/27 - 20097

Formal RFB – HVAC Equipment Maintenance, Repair & Replacement Services

PART I - NOTICE AND PROCUREMENT SUMMARY

NOTICE INVITING FORMAL BIDS

The City of Santee (“City”) is inviting sealed bids from qualified bidders interested in providing maintenance, repair and replacement services for the City’s Heating, Ventilating, and Air Conditioning (“HVAC”) equipment through Formal Request for Bids #26/27 - 20097 (the “RFB”).

The purpose of the RFB is to identify the lowest responsive, responsible bidder to provide the defined services over the proposed contract term. Final contract terms are subject to City Council approval. Bids shall be sealed, addressed, timely received, and opened by the City as follows:

City of Santee

10601 Magnolia Ave, Bldg. 3 City Clerk Office Santee, CA 92071

FORMAL BID FOR

HVAC EQUIPMENT MAINTENANCE, REPAIR AND REPLACEMENT

SERVICES

Formal RFB #26/27 - 20097

BID DUE DATE: November 9, 2026 by 9:00 AM BID OPENING: November 9, 2026 at 9:00 AM

1. PROCUREMENT SUMMARY

The successful bidder will furnish all labor, supervision, materials, equipment, tools, permits, and incidental work necessary to perform scheduled and preventive HVAC maintenance; on-call troubleshooting and repair; replacement-in-kind; and as-needed replacement projects at City facilities (the “Work”). As-needed Work will be authorized by written Work Order. This Contract does not authorize unrelated new construction, major capital improvements, or work outside the competed HVAC locations and task categories unless separately procured or expressly added by a lawful written amendment.

The anticipated contract will begin January 1, 2027 with an initial term through June 30, 2027 and subject to appropriations may renew for successive one-year terms, on July 1 and end on June 30 of the following year. The maximum Contract term will end on June 30, 2032, unless earlier concluded in accordance with the contract terms.

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2. ANTICIPATED PROCUREMENT SCHEDULE

Solicitation Release Date 10/16/2026 Pre-Bid Meeting None Deadline to Submit Questions 10/27/2026 Addenda Publication 11/03/2026 Bid Due Date 11/09/2026 by 9:00 AM Bid Opening 11/09/2026 at 9:00 AM Bid Evaluation 11/09/2026 Notice of Intent to Award 11/12/2026 Final Contract Negotiations Complete 11/19/2026 City Council Award 12/09/2026 Award Notification 12/10/2026 Insurance Certificates 12/15/2026 Agreement Execution 12/16/2026 Contract Start Date 01/01/2027

3. CONTRACT DOCUMENTS

The contract and bid documents are available through the City purchasing webpage [https://www.cityofsanteeca.gov/government/finance/purchasing/requests-for-proposals] and may be inspected at or requested from the Community Services Department at 10601 Magnolia Avenue, Building 6, Santee, CA 92071. Requests for an electronic version of the contract documents may be sent to Heather Heckman, Senior Management Analyst at hheckman@cityofsanteeca.gov. The City is not responsible for the completeness, accuracy or timeliness of contract or bid documents received in any other manner, including any information posted or transmitted by other publications, plan rooms, websites, or non-City of Santee posted information, or any defective or incomplete copying, excerpting, scanning, faxing, downloading or printing of the bid documents.

The bid documents may be updated or changed without notice only by written addendum issued by the City. All updates will be posted on the City’s Bid Opportunities webpage and available in the same manner as the original documents. It is the bidder's responsibility to ensure and acknowledge that all bid documents, including any addenda, have been reviewed prior to bid submittal. Bids received without acknowledgment of addenda, if any, may be rejected.

Submit questions to Heather Heckman, Senior Management Analyst, at hheckman@cityofsanteeca.gov no later than the Deadline to Submit Questions set forth in paragraph 2 above. The City will issue any response that changes or interprets the bid document by written addendum. Oral statements do not change the solicitation.

4. KEY BID REQUIREMENTS

Bid security equal to 10% of the Total Evaluated Base Bid Current California State License Board – C-20 license

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Required Department of Industrial Relations Registration CARB Fleet Compliance Certifications City of Santee Business License (at time of award)

Each bid shall remain open for a minimum of sixty (60) calendar days after bid opening.

The City of Santee complies with the Americans with Disabilities Act. If you require reasonable accommodations for any pre-bid conference or the bid opening, please contact the Office of the City Clerk, (619) 258-4100, at least 48 hours prior to the meeting.

Date: October 16, 2026 By:

Heather Heckman Senior Management Analyst City of Santee, California

END OF NOTICE INVITING BIDS

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Repair & Replacement Services

PART II - INSTRUCTIONS TO BIDDERS

1. REVIEW THE SOLICITATION

1.1. Complete Contract Documents

The contract documents include the Notice Inviting Bids, these Instructions, all bid forms, the sample agreement, Exhibits A through F, all addenda, the successful bid, and all post-award documents required by the solicitation. Read the complete contract documents package before preparing a bid.

1.2. Examination and Site Information

Bidders must review the list of disclosed locations, task categories, standards, response requirements, and pricing method. Submission of a bid confirms that the bidder has reviewed the information available and has identified any material ambiguity through the written-question process.

The City does not require inspection of City facilities as a condition of bid submission, but prospective bidders may do so by making prior arrangements via email with Heather Heckman, Senior Management Analyst, at hheckman@cityofsanteeca.gov. Verification of site-specific conditions may be required prior to any non-emergency work orders.

1.3. Questions and Addenda

Submit all questions in writing by the deadline and to the email address stated in Part I. Questions will be addressed only through written addenda issued by the City. The City may issue addenda to respond to timely submitted questions as well as to revise, clarify, correct, add, or delete bid or contract requirements. Interested bidders may request to be notified of addenda, which will also be posted and available in the same manner as the original documents. Questions and requests received after the submittal deadline will be reviewed at City’s discretion and may not be considered. Bidders are responsible for confirming that questions are received by the City.

It is the bidder's responsibility to ensure and acknowledge that all bid documents, including all addenda, have been reviewed prior to bid submittal. Bids received without acknowledgment of addenda, if any, may be rejected.

If an addendum that makes a material change to the Work is issued 72 hours or less before the bid deadline, the City may extend the deadline.

2. PREPARE THE BID

2.1. Bid Submission Checklist

A bid is complete only if it includes each item marked “Required” in Part III. Bids shall be prepared using the Bid Forms listed and included in Part III. Substitute bid forms are not permitted. Use ink or typewritten entries, complete every blank, and write “N/A” when a field does not apply.

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2.2. Bid Prices

Enter a unit price and extended amount for every item in the Bid Schedule (Form 2). Prices must include all costs not separately identified in the Bid Schedule, including supervision, payroll, overhead, insurance, ordinary tools, local travel, fuel, and profit. Sales and other applicable taxes must be included unless the contract documents expressly state otherwise.

The City will calculate the Total Evaluated Base Bid by multiplying each unit price by the City’s stated evaluation quantity and adding the evaluated materials allowance and materials-markup component. Evaluation quantities are used only to compare bids; they are not guaranteed quantities.

If a unit price conflicts with its extended amount, the unit price controls and the City may correct the arithmetic. If words conflict with figures in the total bid, words control. A bidder may not condition or qualify its bid unless the contract documents expressly request an alternate.

2.3. Balanced Bid

The City may reject a materially unbalanced bid. A bid may be materially unbalanced when one or more prices are significantly overstated or understated and the imbalance creates a reasonable risk that award will not result in the lowest actual cost to the City.

2.4. Alternate Bid Items

If alternate bid items are called for in the contract documents, the lowest bid will be determined on the basis of the base bid alone unless otherwise provided in the Notice Inviting Bids.

City may elect to include one or more of the alternate bid items or to remove certain Work.

Accordingly, each bidder must ensure that each bid item contains a proportionate share of profit, overhead and other costs or expenses which will be incurred by the Bidder.

2.5. Bid Security

Submit cash, a certified or cashier’s check payable to the City, or the Bid Bond form included in Part III. Bid security must equal at least 10% of the Total Evaluated Base Bid. The surety insurer shall be California admitted surety insurer, as defined in Code of Civil Procedure Section 995.120.

Personal sureties and unregistered surety companies are unacceptable. The City may retain or enforce the security if the selected bidder refuses or fails to execute the Agreement or provide required post-award documents within the stated time.

2.6. Subcontractors

List each subcontractor required to be identified under the Subletting and Subcontracting Fair Practices Act, including its name, business location, portion of Work, CSLB license number and classification, and DIR registration number. The bidder may not substitute or add a listed subcontractor except as permitted by law and approved by the City.

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2.7. Signature and Authority

An authorized representative must sign the bid. The City may require evidence of the signer’s authority. A joint venture or partnership must identify the person authorized to bind the entity and may be required to provide an authenticated resolution or power of attorney. The City will accept only one bid from each bidder. If a bidder has an interest in more than one bid, only the first bid will be accepted and the other will be considered non-responsive.

3. SUBMIT AND OPEN THE BID

3.1. Sealed delivery

Deliver the sealed bid to the City Clerk before the deadline. Mark the outer envelope with the bidder’s name and address, the RFB title and number, and the bid deadline. If submitted by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to the City Clerk, City of Santee, 10601 Magnolia Avenue, Building 3, Santee, CA 92071. Postmark date will not constitute timely delivery. Electronic or late bids will not be accepted unless the notice expressly authorizes electronic submission.

3.2. Modification or Withdrawal

A bidder may modify or withdraw its bid by written notice received by the City Clerk before the bid deadline. The bid withdrawal must be emailed to hheckman@cityofsanteeca.gov. After the deadline, a bidder may obtain relief for a qualifying mistake only as permitted by applicable law.

Otherwise, the bid remains irrevocable for 60 calendar days after opening.

3.3. Public Bid Opening

The City will publicly open timely bids after the submission period closes. The City may in its sole discretion, elect to postpone the review of the submitted bids.

The opening identifies the bids received and the apparent totals; it is not a final determination of responsiveness, responsibility, or award. The City may reject all bids if award is not in the City’s best interest or the solicitation no longer meets the City’s needs.

4. EVALUATION AND AWARD

4.1. Responsiveness

A responsive bid materially complies with the solicitation and includes the required forms, bid security, addenda acknowledgment, prices, signatures, licenses, registrations, and certifications.

The City may waive an immaterial irregularity but may not waive a material requirement in a manner that gives one bidder an unfair advantage.

4.2. Responsibility

The City may evaluate whether the apparent low bidder has the experience, staffing, equipment, licenses, safety record, financial capacity, availability, references, and reliability required to

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Repair & Replacement Services perform the contract. The City may use the bidder’s questionnaire, reference checks, regulatory records, public records, and other reasonably relevant information.

4.3. Basis of Award

If the City awards the contract, it will award to the responsible bidder submitting the lowest responsive Total Evaluated Base Bid and issue a Notice of Intent to Award a contract. The City will not negotiate material changes to the scope, pricing structure, evaluation criteria, or other material solicitation requirements after bids are opened. Between the Notice of Intent to Award and the Award of Contract, the parties will complete contract negotiations and agree upon all terms subject to final approval by the City Council prior to the award of contract.

4.4. Bid Protests

A protest concerning the form or content of the solicitation must be delivered to the City Manager at least five business days before the original bid-opening date. A protest concerning a received bid, the opening process, or a proposed award must be delivered before 3:30 p.m. on the third working day after bid opening.

A protest must identify the protesting bidder; state every factual and legal basis for the protest; cite the specific solicitation provision or City action; include all supporting documents; and be transmitted at the same time to each bidder whose financial interest may be affected. Failure to follow these requirements waives the protest to the extent permitted by law.

All protests must meet the following requirements:

a) The protest must provide a complete statement of the basis for the protest, and all supporting documentation.

b) The party filing the protest must have actually submitted a Bid for the Work. A subcontractor of a party submitting a Bid for the Work may not submit a Bid protest. A party may not rely on the Bid protest submitted by another Bidder, but must timely pursue its own protest.

c) The protest must refer to the specific portion of the Bid Document which forms the basis for the protest.

d) The protest must include the name, address and telephone number of the person representing the protesting party.

e) The party filing the protest must concurrently transmit a copy of all protest documents to all other bidders with a direct financial interest that may be affected by the outcome of the protest, which includes other bidders who may have a reasonable prospect of receiving an award depending on the outcome of the protest.

f) The protested bidder will have five (5) business days from receipt of the protest to submit a written response and must transmit the response to the protesting bidder concurrently with delivery to the City.

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The procedure and time limits set forth in this paragraph are mandatory and are the protesting bidder’s sole and exclusive remedy. Failure to comply with these procedures shall constitute a waiver of any right to further pursue the bid protest, including filing a Government Code claim or other legal proceeding. If the City determines that a protest is frivolous, the protesting bidder may be deemed non-responsible and ineligible for future contract awards. The City reserves the right to correct a procurement error, cancel the solicitation, reject any or all bids.

4.5. Post-Award Requirements

Within 10 working days after the Notice of Award, the selected bidder must execute the Agreement and provide the required performance bond, payment bond, insurance certificates and endorsements, business license, and any other documents identified by the City. Failure to do so may result in cancellation of the award and enforcement of bid security.

5. CONTINUING REQUIREMENTS

5.1. Prevailing Wages and DIR Registration

The Work is subject to applicable California prevailing-wage, apprenticeship, and certified-payroll, and Department of Industrial Relations registration requirements. The bidder must include the cost of compliance in its prices. The complete continuing obligations are stated in the Agreement.

5.2. Bonds and Insurance

The selected bidder must provide the bonds and procure the insurance in the form and in the amount specified in the agreement. Bid security requirements and the Bid Bond form are provided in Part III, Bid Form 7. Post-award performance and payment bond requirements and forms are included in the Agreement.

5.3. CARB Compliance

Submit the CARB Fleet Compliance Certification and supporting CRCs in the form found in Part III, Required Bid Form 9. The selected contractor must maintain compliance records and supporting documentation throughout the contract term.

5.4. Nondiscrimination and Drug-Free Workplace

The selected contractor must comply with applicable nondiscrimination and equal-employment laws and the City’s drug-free workplace requirements. These obligations apply to subcontractors and personnel performing Work at City sites.

5.5. Public Records

All bids submitted in response to the Notice Inviting Bids shall become the property of the City and are public records to the extent permitted by law and, as such, may be subject to public review.

A bidder that claims information is exempt from disclosure must clearly identify the information and the legal basis for the claim. The City does not guarantee that any information will be withheld.

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END OF INFORMATION FOR BIDDERS

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PART III – REQUIRED BID FORMS

ATTENTION BIDDERS

Bidder Instructions

Return the forms in this Part III as one complete bid package. Complete all required fields, sign all required certifications, and include all required attachments. The successful bidder’s accepted Bid Schedule becomes Exhibit C to the Agreement, and its accepted CARB Fleet Compliance Certification becomes Exhibit D. The Bidder shall not modify the below forms except to provide the requested information.

Bid Submission Checklist

No. Bid Form Status Bidder check

1 Contract Proposal and addenda acknowledgment Required [ ]

2 Bid Schedule / proposed Exhibit C Required [ ]

3 Contractor Experience and Financial Qualifications Required [ ]

4 List of Subcontractors Required [ ]

5 Public Works Contractor Registration Certification Required [ ]

6 Workers’ Compensation Certification Required [ ]

7 Bid security or completed Bid Bond Required [ ]

8 Non-Collusion Declaration Required [ ]

9 CARB Fleet Compliance Certification and CRCs/ proposed Exhibit D

Required unless documented exemption

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Bid Form 1

1. CONTRACT PROPOSAL

TO THE CITY COUNCIL OF THE CITY OF SANTEE:

The undersigned, having reviewed the disclosed facilities, equipment inventory, task categories, evaluation quantities, prevailing wage requirements, and other conditions affecting performance, proposes to furnish all labor, supervision, materials, equipment, tools, permits, and incidental Work required by the contract documents and agrees that, if awarded the contract, it will execute the HVAC Equipment Maintenance, Repair and Replacement Services Agreement, provide the required bonds and insurance, and perform the Work at the prices listed in the Bid Schedule (Bid Form 2).

The undersigned also acknowledges that quantities identified as estimated, evaluation, or budgetary quantities are not guarantees of the actual quantity of Work to be ordered or performed.

Compensation shall be determined in accordance with the Agreement, accepted Bid Schedule, and applicable Work Order authorization requirements.

Bidder Legal Name:

Contact Name:

Business Mailing Address:

Business Street Address:

Email Address:

Telephone Number:

Entity Type:

By signing this Bid, Bidder certifies that the Bid includes consideration of Addenda Nos. ___, ___, and ___, that information in its Bid is true; that it has authority to submit the Bid; that its Bid remains open for 60 calendar days after opening; and that it accepts the sample contract terms without material exception unless otherwise specified in this Contract Proposal. Bidder confirms the following:

CSLB License / Class / Expiration: _________________________________________

DIR Registration / Expiration: _________________________________________

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Bid Form 1

Bidder has reviewed the attached Sample Agreement and requests the following amendments to its terms:

__________________________________________ (attach additional pages if needed).

Bidder declares that the only persons or parties interested in this proposal are those named herein, and that this proposal is made without collusion with any person, firm or corporation.

BID SUBMITTED BY:

Printed Company Name: ___________________________________________

Signature: __________________________________________________

Printed Name and Title: ___________________________________________

Date Signed: ____________________________________________________

MUST BE SUBMITTED WITH BID

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BID FORM 2

2. BID SCHEDULE / PROPOSED EXHIBIT C

The undersigned hereby proposes and agrees that on award by the City of Santee in accordance with the provisions of the Contract Documents, to execute the Agreement, with necessary bonds, to maintain, furnish and install all work including all transportation, materials, equipment, tools, and all management, superintendence, permits, labor and services for HVAC EQUIPMENT MAINTENANCE, REPAIRS & REPLACEMENT, Formal RFB 26/27-20097, in accordance with the Contract Documents adopted and on file with the City of Santee, within the time hereinafter set forth and at the price or prices as set forth in this Bid as follows.

Prices shall include all payroll costs, overhead costs, insurance costs, delivery costs and any other costs associated with securing and maintaining the products specified herein.

Bidder understands that the Grand Total Bid Amount (BASE BID) set forth below will be used to determine the lowest responsive responsible bid. The City will use the Total Evaluated Base Bid solely to compare Bids. Actual Payment will be based on authorized Work, measured quantities, accepted unit prices, and the applicable Work Order maximum.

Quarterly / Preventative Maintenance

Minimum MERV rating of 10 shall be provided for filter replacement

Temperature Difference (TD)

Service*

Location Est. Sq.

Footage qty & type

Price per

Service

Q T Y

Ext.

Price Price

Line-Item Total

City Hall Building 1 - City Manager's Office 4,340 (4) Trane heat package $ 4 $ $ $

Building 2 - Council Chambers 4,340

(4) Trane heat package

(1) to be installed -mini split indoor unit

(1) to be installed -mini split outdoor unit $ 4 $ $ $

Building 3 - City Clerk, Finance, Human Resources 8,505 (8) Trane heat package $ 4 $ $ $ Building 4 - Planning, Building & Engineering 8,505

(8) Trane heat package

(2) Roof vents $ 4 $ $ $

Building 5 - Fire Administration, Info Technology 6,255 (5) Trane heat package $ 4 $ $ $

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Building 5 - Server Room (included with above) (2) York $ 4 $ $ $ Building 6 - Community Services 4,790 (6) Trane heat package $ 4 $ $ $ Building 7 - Civic Center south 2,265 (3) Trane heat package $ 4 $ $ $ Building 8 - Civic Center north 5,175 (5) Trane heat package $ 4 $ $ $

Operations Center

2,552

(1) Carrier roof-mounted gas package

(1) Mitsubishi Mr Slim split system

(1) Artic Circle Evaporator Cooler

(3) Twin City roof vents

(3) Reznor fan heaters

(2) Fujitsu ductless mini split w/one (1) condenser $ 4 $ $ $

(2) Port-A-Cool units $ 2 $ $

Ice Machine Manitowoc IDF0300A- 161 $ 2 $ $ $

Teen Center 1,440 (2) Bard heat package $ 4 $ $ $

Fire Station No. 4

6,688

(1) Trane heat package

(7) Carrier roof-mounted gas package

(1) Roof vent $ 4 $ $ $

Plymovent Vehicle Exhaust

System Chicago 7.5 HP, 208V, roof mount $ 4 $ $

Ice Machine

KOOLAIRE

KDT0420A-161 $ 2 $ $

Fire Station No. 5

5,084

(2) York gas package

(2) York split system

(1) Roof vent $ 4 $ $ $

Plymovent Vehicle Exhaust

System Chicago 3.0 HP, 208V, roof mount $ 4 $ $

Ice Machine

KOOLAIRE

KYF0250A $ 2 $ $

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Fire Station No. 20

Living Quarters 1,980

(1) ACPRO Condensor

(1) Airquest Furnace $ 4 $ $ $

Plymovent Vehicle Exhaust

System Plymovent, 1000 CFM, 208V, ground mount $ 4 $ $

Apparatus Bay Exhaust Fan

Greenheck centrifugal roof exhaust fan, variable speed, with control dampers $ 4 $ $

Mast Park Air Conditioned Communication Enclosure n/a (1) EIC Solutions $ 4 $ $ Town Center Community Park East currently:

(1) Mitsubishi Mr. Slim indoor unit

(1) Mitsubishi Mr. Slim outdoor unit scheduled to be replaced with this RFB $ 4 $ $ $

Grand Total Maintenance Cost $

*to be performed once annually, with one quarterly service visit

DUCT CLEANING - rotating basis, locations estimated to be cleaned once every 5 years. Pricing requested to establish future budget Price Per Service FY 26/27

Proposed Timeline

ALL Items below are NOT to be included in total bid price, pricing is requested solely to establish future budget. ONLY Building #5 is to be included in total bid price.

Building #1 – 4 air handlers / 42 vents $ FY 29/30 Building #2 – 4 air handlers / 30 vents $ FY 30/31 Building #3 – 8 air handlers / 73 vents $ FY 30/31 Building #4 – 8 air handlers / 70 vents $ FY 31/32 Building #5 – 7 air handlers / 56 vents $ FY 26/27 Building #6 – 6 air handlers / 42 vents $ FY 27/28 Building #7 – 3 air handlers / 15 vents $ FY 28/29 Building #8 – 4 air handlers / 24 vents $ FY 28/29 Operations Center – 2 air handlers / 27 vents $ FY 27/28 Teen Center – 2 air handlers / 22 vents $ FY 28/29 Fire Station 4 – 8 air handlers / 60 vents $ FY 28/29 Fire Station 5 – 4 air handlers / 60 vents $ FY 29/30 Fire Station 20 – 1 air handlers / 20 vents $ FY 31/32 Total Duct Cleaning Cost for FY 26/27 only $

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REPLACEMENTS Unit Cost Quantity Labor Hours Labor Rate Total Fire Station #4 (FS4) – must be Trane or better

(1) 2 Ton Gas Electric RTU $ 1 $ $

(2) 3 Ton Gas Electric RTU $ 2 $ $

(1) 3.5 Ton Gas Electric RTU $ 1 $ $ 7-Day Programmable Thermostat $ 4 $ $ 30-Amp Fusible Disconnect $ 4 $ $ Total FS #4 Replacement Cost $

Fire Station #5 (FS5) – must be Trane or better

(1) 2 Ton Gas Electric RTU $ 1 $ $

(1) 3 Ton Gas Electric RTU $ 1 $ $ 7-Day Programmable Thermostat $ 2 $ $ Total FS #5 Replacement Cost $

Town Center Community Park East (TCCPE) – equal or better to listed below

KUSAE241A STANDARD 24,000

BTU, 208/230V-1Ph-60Hz, R32, Heat Pump, 1 Outdoor Unit $ 1 $ $

KNSAE241A STANDARD 24,000

BTU, 208/230V-1Ph-60Hz, R32, Heat Pump, 1 Indoor Unit $ 1 $ $ 7-Day Programmable Thermostat $ 1 $ $ Total TCCPE Replacement Cost $ GRAND TOTAL Replacement Cost $

NEW INSTALLATION – BLDG 2 Unit Cost Quantity Labor Hours Labor Rate Total Provide and install (1) 1-ton Innovair wall mount indoor unit WIN12H1V51(I) - *equal or better $ 1 $ $ Provide and install (1) 1-ton Innovair outdoor unit WIN12HiV51(O) - *equal or better $ 1 $ $ Electrical run (~60 ft) $ 1 $ $ Permits $ 1 n/a n/a $ Total New Installation Cost $

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MAINTENANCE, REPAIR & REPLACEMENT

Price Per

Service Estimated Qty Total Items below are NOT to be included in total bid price, pricing is requested solely to establish future budget

& is intended to be a sampling of approved work General troubleshooting and diagnostics $ 12 $ Adjust linkages/motors/drives $ 8 $ Clean components to restore operation $ 12 $ Cleaning of unit interiors, plenums, diffusers, fans and motors $ 12 $ Coil repair / replacement $ 8 $ Coil cleaning $ 8 $ Compressor $ 8 $ Condenser coil cleaning $ 8 $ Damaged ducting $ 10 $ Evaporator coil cleaning $ 8 $ Filter replacement - outside of PM $ 10 $ Inspect electrical system related to existing or new install of HVAC equipment $ 12 $ Lubrication of motors and mechanical components $ 10 $ Measure supply/return temperature + Report $ 12 $ Condensation line repair $ 8 $ Clear blockage in condensate lines $ 8 $ Verification that condensation lines are properly draining $ 8 $ Treatment of condensation drain pans and lines with approved biocide $ 8 $ Blower motor repair / replacement $ 4 $ Condenser unit repair / replacement $ 4 $ Fan motor repair / replacement $ 4 $ Heat exchanger repair / replacement $ 4 $ Refrigerant recovery and recharge $ 4 $ Replacement of worn wiring/capacitors/contactors $ 10 $ Thermostat repair / replacement $ 10 $ Thermostatic Expansion Value (TXV) repair / replacement $ 4 $ Ice Machine:

Repair $ 6 $ Replacement $ 1 $ Complete new installation $ 1 $ Parts will be paid at no more than cost plus 15%, proof required

Page 18 of 49 RFB #26/27 - 20097

Total Bid Scheduled Maintenance $ Duct Cleaning $ HVAC Replacements $ New Installation $ Task Order Work / Labor for Maintenance, Repair, Replacement $ 50,000.00 As Needed Materials (to be supplied by Contractor) $ 50,000.00 Grand Total $ Not all amounts supplied in RFB are included in Grand Total contract award

For unit-price items, the bidder's stated unit price controls over an inconsistent extended amount, and the City may correct the arithmetic. For fixed-price items, the stated lump sum controls. The City may reject an omitted, ambiguous, conditional, or materially unbalanced price. Actual payment will be based on authorized Work, accepted quantities, fixed-price items, and the pricing rules in the Agreement and Exhibit C.

Please note the evaluated base bid equals the sum of the specified maintenance and duct-cleaning prices, any specifically designated replacement or installation prices, and the two $50K evaluation allowances.

BASE BID: $ _____________________________________________________

(in numbers)

BASE BID: $ _____________________________________________________

(in words)

Bid amount of each bid item must be filled in and completed in ink. In the event of a conflict between the numbers given in figures and in words, the words shall control.

SUBMITTED BY:

Printed Company Name: ___________________________________________

Signature: __________________________________________________

Printed Name and Title: ___________________________________________

Page 19 of 49 RFB #26/27 - 20097

BID FORM 3

3. CONTRACTOR EXPERIENCE AND FINANCIAL QUALIFICATIONS

Provide complete, accurate information. The City may verify any response and may request additional information needed to determine responsibility.

Bidder Name:

Years in business:

Years performing comparable HVAC maintenance and repair:

Former business names:

Bonding company / agent / contact:

Two (2) projects of like magnitude, comparable difficulty and rates of progress to the Work successfully completed by Bidder:

1.

2.

Bidder has never failed to satisfactorily complete an awarded contract except those named here:

In the last three (3) years, Bidder has satisfactorily completed the following contracts for the owner indicated, and to whom reference is made (list five contracts). (Provide a contact person and telephone number for each project.)

Year Owner Contract Amount

Contact

Page 20 of 49 RFB #26/27 - 20097

Available field staff and 24-hour dispatch capacity

Required equipment owned or immediately available (Y/N)

All principals with a financial interest in this bid are listed as follows:

(NOTE: If Bidder or other interested person is a corporation, state the legal name of the corporation and the names of the president, secretary, treasurer, and manager thereof; if a general partnership, state true name of the firm and the names of all individual partners composing the firm; if a limited partnership, name all general partners and limited partners; and if bidder or other interested person is an individual, state first and last names in full.)

Printed Company Name: ___________________________________________

Signature: __________________________________________________

Printed Name and Title: ___________________________________________

Page 21 of 49 RFB #26/27 - 20097

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BID FORM 4

4. LIST OF SUBCONTRACTORS

List every subcontractor required by Public Contract Code section 4100 et seq., known as the Subletting and Subcontracting Fair Practices Act, by (a) name and the address of the place of business and (b) the portion of the work which will be done by each subcontractor who will perform work or labor, or render service, in an excess of one half (½) of one percent (1%) of the total bid to perform the Work.

PORTION

OF WORK

SUBCONTRACTOR

NAME

LOCATION OF

BUSINESS

CSLB LICENSE

NUMBER &

CLASSIFICATIONS

DIR

REGISTRATION

NUMBER

(Attach additional pages if needed)

OR

In the alternative, Bidder affirms that the portion of Work to be performed by subcontractors will not exceed one half (½) of one percent (1%) of the total Bid unless the required subcontractors are listed above. [Bidder Initials_________]

SUBMITTED BY:

Printed Company Name: ___________________________________________

Signature: __________________________________________________

Printed Name and Title: ___________________________________________

Page 22 of 49 RFB #26/27 - 20097

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BID FORM 5

5. PUBLIC WORKS CONTRACTOR REGISTRATION

Bidder certifies that it is aware of the registration requirements set forth in Labor Code sections 1725.5 and 1771.1 and is currently registered as a contractor with the Department of Industrial Relations.1

Name of Bidder: ____________________________________

DIR Registration Number: ____________________________

DIR Registration Expiration: ___________________________

Small Project Exemption: _____ Yes or _____ No

Unless Bidder is exempt from DIR registration as a result of the small project exemption, Bidder further acknowledges:

• Bidder will maintain a current DIR registration for the duration of the contract term.

• Bidder will include the requirements of Labor Code sections 1725.5 and 1771.1 in its contracts with subcontractors, ensure that all subcontractors are registered at the time of bid opening and will maintain registration status for the duration of the contract term.

• Bidder understands that failure to submit this form or comply with any of the above requirements may result in a finding that the bid is non-responsive.

Name of Bidder _____________________________________________________

Signature _________________________________________________________

Name and Title _____________________________________________________

Dated _____________________________________________________________

1 If the Project is exempt from the contractor registration requirements pursuant to the small project exemption under Labor Code Sections 1725.5 and 1771.1, please mark “Yes” in response to “Small Project Exemption.”

Page 23 of 49 RFB #26/27 - 20097

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BID FORM 6

6. WORKERS COMPENSATION CERTIFICATE

Bidder certifies that it is aware of the provisions of Labor Code section 3700 and will secure worker’s compensation insurance coverage or authorized self-insurance before commencing to perform the Work under this contract. Bidder is further aware Labor Code section 1861 requires this Certificate to be signed and filed with the City prior to performing any Work.

Labor Code Section 3700 states:

Every employer, except the State, and all political subdivisions or institutions thereof, will secure the payment of compensation in one or more of the following ways:

(a) By being insured against liability to pay compensation by one or more insurers, duly authorized to write compensation insurance in this State.

(b) By securing from the Director of Industrial Relations a certificate on consent to self-insure, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to employees.

Name of Bidder _____________________________________________________

Signature _________________________________________________________

Page 24 of 49 RFB #26/27 - 20097

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BID FORM 7

7. BID BOND

The Principal, _________________________ and Surety, _________________________, and on behalf of their heirs, executors, administrators, successors and assigns, jointly and severally, are held and firmly bound unto the City of Santee in the penal sum of TEN PERCENT (10%) OF THE TOTAL BID PRICE stated in Principal’s Bid dated ______________, 2026, in response to Formal Request for Bids #26/27 - 20097 for HEATING VENTILATION AND AIR

CONDITIONING EQUIPMENT MAINTENANCE, REPAIR AND REPLACEMENT

SERVICES.

This obligation is void if Principal does not withdraw its Bid during the required period and, after award, timely executes the Agreement and provides every bond, insurance document and other post-award items required by the contract documents. Otherwise, this bond remains in full force and effect.

Surety waives notice of changes, extensions, alterations, or additions to the contract documents that do not materially increase the obligation secured by this Bid Bond. If the City brings an action on the bond and recovers judgment, Surety shall pay the City’s reasonable enforcement costs and attorneys’ fees to the extent permitted by law.

IN WITNESS WHEREOF, the above-bound parties have executed this instrument under their several seals this ________________ day of _________________, 2026, the name and corporate seal of each corporation.

(Corporate Seal)

Contractor/ Principal

By

Title

(Corporate Seal) Surety

By Attorney-in-Fact

(Attach Attorney-in-Fact Certificate) Title

Page 25 of 49 RFB #26/27 - 20097

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BID FORM 7

MUST BE SUBMITTED WITH BID

Notary Acknowledgment

A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

STATE OF CALIFORNIA

COUNTY OF ______________

On __________________, 20___, before me, _______________________________, Notary Public, personally appeared , who proved to me on the basis of satisfactory

Name(s) of Signer(s) evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Place Notary Seal Above Signature of Notary Public

OPTIONAL

Though the information below is not required by law, it may prove valuable to persons relying on it and could prevent fraudulent removal and reattachment of this form to another document.

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT

□ Individual

□ Corporate Officer

Title(s) Title or Type of Document

□ Partner(s) □ Limited

□ General Number of Pages

□ Attorney-In-Fact

□ Trustee(s)

□ Guardian/Conservator Date of Document

□ Other:

Signer is representing:

Name Of Person(s) Or Entity(ies)

Signer(s) Other Than Named Above

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BID FORM 7

NOTE: This acknowledgment is to be completed for the Attorney-in-Fact. The Power-of-Attorney to local representatives of the bonding company must also be attached

MUST BE SUBMITTED WITH BID

Notary Acknowledgment

A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

STATE OF CALIFORNIA

COUNTY OF ______________

On __________________, 20___, before me, _______________________________, Notary Public, personally appeared , who proved to me on the basis of satisfactory

Name(s) of Signer(s) evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Place Notary Seal Above Signature of Notary Public

OPTIONAL: Though the information below is not required by law, it may prove valuable to persons relying on it and could prevent fraudulent removal and reattachment of this form to another document.

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT

□ Individual

□ Corporate Officer

Title(s) Title or Type of Document

□ Partner(s) □ Limited

□ General Number of Pages

□ Attorney-In-Fact

□ Trustee(s)

□ Guardian/Conservator Date of Document

□ Other:

Signer is representing:

Name Of Person(s) Or Entity(ies)

Signer(s) Other Than Named Above

Page 27 of 49 RFB #26/27 - 20097

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BID FORM 8

8. NON-COLLUSION DECLARATION

The undersigned declares:

I am the ______________________________of ________________________________, the party making the foregoing Bid. The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other proposer to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham bid, or to refrain from submitting a bid. The Bidder has not in any manner, directly or indirectly, sought by contract, communication, or conference with anyone to fix the bid price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the bid price, or of that of any other proposer. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this Declaration on behalf of the Bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ________________[date], at _________________________________________ [city], ______________________ [state].

SIGNATURE: ________________________________________________________________

PRINTED

NAME:

TITLE: ______________________________________________________________________

Page 28 of 49 RFB #26/27 - 20097

BID FORM 9

9. CARB FLEET COMPLIANCE CERTIFICATE

Contractor represents that it has reviewed the California Air Resources Board’s policies, rules and regulations and are familiar with the requirements of Title 13, California Code of Regulations, Division 3, Chapter 9, effective on January 1, 2024 (the “Regulation”) and certifies, subject to penalty for perjury, that the option checked below relating to the Contractor’s fleet, and/or that of their subcontractor(s)’ (“Fleet”) is true and correct:

� The Fleet is subject to the requirements of the Regulation, and the appropriate Certificate(s) of Reported Compliance have been attached hereto.

� The Fleet is exempt from the Regulation under section 2449.1(f)(2), and a signed description of the subject vehicles, and reasoning for exemption has been attached hereto.

� Contractor and/or their subcontractor is unable to procure R99 or R100 renewable diesel fuel as defined in the Regulation pursuant to section 2449.1(f)(3). Contractor shall keep detailed records describing the normal refueling methods, their attempts to procure renewable diesel fuel and proof that shows they were not able to procure renewable diesel (i.e. third-party correspondence or vendor bids).

� The Fleet is exempt from the requirements of the Regulation pursuant to section 2449(i)(4) because this Project has been deemed an Emergency, as defined under section 2449(c)(18). Contractor shall only operate the exempted vehicles in the emergency situation and records of the exempted vehicles must be maintained, pursuant to section 2449(i)(4).

� The Fleet does not fall under the Regulation or are otherwise exempted and a detailed reasoning is attached hereto.

SUBMITTED BY:

Name of Bidder _____________________________________________________

Signature __________________________________________________________

Page 29 of 54 RFB #26/27 - 20097

Repair & Replacement Services

SAMPLE AGREEMENT

RFB #26/27 20097

HVAC EQUIPMENT MAINTENANCE, REPAIR AND REPLACEMENT

SERVICES AGREEMENT

This HVAC Equipment Maintenance Repair and Replacement Services Agreement (“Agreement”) is effective [EFFECTIVE DATE] and is between the City of Santee, a California charter city (“City”), and [CONTRACTOR LEGAL NAME], a [ENTITY TYPE] with its principal place of business at [ADDRESS] (“Contractor”). City and Contractor may each be referred to as a Party and collectively as the Parties.

RECITALS

A. City requires scheduled inspection and preventive maintenance services of its Heating Ventilation Air Conditioning (“HVAC”) equipment located at City facilities as well as on-call troubleshooting and repair and replacement-in-kind, and the specifically identified replacement and installation work described in the Contract Documents (“Work”).

B. City selected Contractor through Formal Request for Bids No. 26/27-20097 (“RFB”) to perform the

Work on a nonexclusive, on-call and as-needed basis.

C. The…