RFP 2425-009 HVAC Services Final.pdf

Request for Proposal

RFP # 2526-010

HVAC Services

October 16, 2025

ESTIMATED SCHEDULE

Following is a tentative schedule of events for this RFP process, subject to change.

Event Date RFP Document Released October 16, 2025 Pre-Bid Conference/Walk-Thru October 23, 2025 @ 10:00 a.m.

Questions/Clarification Due October 30, 2025 Response to Submitted Questions November 6, 2025 RFP Due Date November 20, 2025 @ 2:00 MST RFP Evaluation Week of December 1, 2026 Contract Start Date Upon award

Issued by:

Aims Community College

Purchasing Department Greeley, CO

RFP # 2526-010 HVAC Services

SECTION I

General Information and Scope of Work

About Aims Community College

Aims College District, operating under the name of Aims Community College, is a self-governing college district with direct taxing authority. The District was formed in January 1967 to serve the post-high school educational needs of Weld County, Colorado, and adjacent counties, including vocational and adult education. Aims Community College currently consists of five area campuses located in Greeley, Loveland, Loveland Airport, Ft. Lupton, and Windsor.

Aims enrolls approximately 9,200 students a year and employs approximately 1000 full or part-time employees.

General Overview/Scope of Work

Aims Community College is soliciting proposals from qualified and experienced HVAC service providers to establish a comprehensive preventive maintenance program for its heating, ventilation, and air conditioning (HVAC) systems across all five campuses. The goal of this program is to ensure optimal performance, extend equipment lifespan, improve energy efficiency, and minimize unscheduled downtime of all HVAC infrastructure.

Scope of Work

Preventive Maintenance Services The awarded vendor shall provide scheduled preventive maintenance services for all designated HVAC systems at Aims Community College facilities.

• Service Standards: PM services shall adhere to industry standard practices, manufacturer recommendations, and/or specific directives from Aims Community College personnel. This includes, but is not limited to, inspections, cleaning, lubrication, calibration, and operational checks of HVAC components.

• Service Schedule: A minimum of three (3) days per week or twenty-four (24) hours of service per week shall be provided for preventive maintenance. The exact schedule will be coordinated with Aims Community College management.

• Personnel Qualifications: All PM services shall be performed by a Journeyman-level

HVAC technician. If an apprentice is on-site, they must be directly supervised by a Journeyman-level technician at all times.

• Working Hours: All routine preventive maintenance work shall be conducted within Aims Community College's standard operating hours of 7:00 AM to 5:00 PM, Monday through Friday.

• Aims Staff Responsibilities: Aims Community College staff will retain responsibility for quarterly air filter changes, belt replacements, and other routine, normal maintenance tasks as mutually agreed upon. The vendor's PM scope should account for these exclusions.

Work Outside Preventive Maintenance (Ad-hoc/Repair Services)

Any work required beyond the defined scope of preventive maintenance, including repairs, diagnostics, or system modifications, shall be considered ad-hoc work.

Authorization: All work falling outside the PM contract scope will require explicit prior authorization from authorized Aims Community College management personnel before commencement.

• Pricing: Bidders must clearly state their proposed price markup for both parts and labor for all ad-hoc work. This should include:

o Percentage markup on parts.

o Hourly labor rate for Journeyman technicians.

o Hourly labor rate for apprentice technicians (if applicable).

Overtime and Emergency Services

Services required outside of Aims Community College's standard operating hours (7:00 AM - 5:00 PM) or for emergency situations shall be handled as follows:

• Authorization: All overtime or emergency work will require prior explicit authorization from authorized Aims Community College management personnel.

• Billing: Overtime and emergency work shall be billed separately from the standard PM contract. Bidders must provide their proposed hourly rates for overtime and emergency labor.

• Emergency Response Time: Bidders must clearly define their guaranteed emergency response time in their bid proposal. This definition should specify the maximum time from initial notification to technician arrival on-site for critical system failures.

GENERAL REQUIREMENTS AND DELIVERABLES

Licensing & Insurance: The awarded vendor must hold all necessary state and local licenses and certifications required to perform HVAC services in Colorado, and maintain appropriate insurance coverage (e.g., general liability, workers' compensation) as per Aims Community College's requirements.

Reporting: The vendor shall provide detailed service reports for all PM and ad-hoc work performed, including a description of services, time spent, parts used, and any recommendations.

Safety: All work shall be performed in strict adherence to all applicable safety regulations, codes, and the industry’s best practices.

Invoicing: Invoices shall clearly differentiate between PM services, ad-hoc work (parts and labor), and overtime/emergency services.

QUALIFICATIONS

1. The vendor shall have all equipment and skills required to fulfill the scope of work as detailed above.

2. The vendor shall have a certified technician completing the required work.

REQUEST FOR PROPOSAL

Aims Community College has issued this Request for Proposal.

• Questions and requests for clarifications concerning this RFP must be sent in email form to tara.dyer@aims.edu no later than October 30, 2025, by 5:00 p.m.

• We anticipate that the response to questions and clarifications will be sent by November 6, 2025.

• Addenda- Any changes, additions, modifications, or responses to questions or clarifications to this RFP shall be made by a written addendum and emailed.

• RFP Submission Deadline is November 20, 2025 @ 2:00 PM MST. Submittal must be received by the deadline via www.bidnetdirect.com//aimscommunitycollege

Aims Purchasing Department is the sole contact for RFP questions or information.

Communication with other departments may be grounds for elimination from the selection process.

The College reserves the right to accept or reject any and all proposals and to waive any informality as deemed to be in the best interest of the College.

The award will be based on the greatest advantage to the College. The College does not bind itself to accept the lowest dollar price but will accept the proposal felt to be in the best interest of the College.

ESTIMATED SCHEDULE

Following is a tentative schedule of events for this RFP process, subject to change.

Event Date RFP Document Released October 16, 2025 Pre-Bid Conference/Walk-Thru October 23, 2025 @ 10:00 a.m.

Questions/Clarification Due October 30, 2025 Response to Submitted Questions November 6, 2025 RFP Due Date November 20, 2025 @ 2:00 MST RFP Evaluation Week of December 1, 2026 Contract Start Date Upon award mailto:tara.dyer@aims.edu http://www.bidnetdirect.com/aimscommunitycollege

SECTION II

Proposal Information and Submittal Proposal Requirements

SUBMITTAL FORMAT

Tab 1.

A. Cover Letter The cover letter should introduce your company and share your qualifications with this product type and brand lines.

B. Timeline

Estimated overall timeframe, from order to completion.

Detail the timeline for this purchase. Include:

• Ordering process.

• Preparation work required by Aims.

• Scheduling

• Installation/Configuration

• Training

• Ongoing Maintenance and Troubleshooting

• Updates

C. References

Provide two to three (2-3) references for projects of similar scope, with a preference of Community College experience. Include the name of the organization, a summary of the work, and contact information.

TAB 2 – Cost (Attachment C)

Provide all-inclusive pricing for all of the equipment, as specified in Section 1. Pricing must include all hardware, software, installation, configuration, training, travel, maintenance, licensing, etc.

TAB 3 – Additional Completed Attachments

a. Attachment A - Proposal Response Certification complete with signature.

b. Attachment B – Workers without Authorization-Public Contracts for Services

TAB 4 - Insurance Requirements

Contracted Vendor shall purchase and maintain at all times during the performance of this Contract the following types of insurance with minimum limits of liability as stated below.

A. Workers’ Compensation for protection of Subcontractor, its owners, partners and employees as required by law and Employer’s Liability Insurance with the following limits:

1. Each Accident $500,000

2. Each Occupational Disease $500,000

3. Occupational Disease-Aggregate $500,000

B. Commercial General Liability Insurance (CGL) to include all operations under this Contract with limits set below and provide coverage as follows: occurrence form; ongoing operations; products and completed operations; personal injury liability, contractual liability; and broad form property damage. Minimum limits of liability provided by this coverage shall be:

1. General Aggregate $2,000,000

2. Products and Completed Operations Aggregate $2,000,000

3. Personal & Advertising Injury $1,000,000

4. Each Occurrence $1,000,000

Contractor and Owner shall be listed as an additional insured, including without limitation for ongoing operations and products and completed operations. The insurance for the additional insureds shall be as broad as the coverage provided for the named insured. The insurance shall include a provision that such insurance afforded by the policy for the benefit of the additional insureds shall be primary and non-contributory to any insurance or self-insurance maintained by the additional insureds. The insurance shall include a Per Project Aggregate. Subcontractor shall maintain coverage for itself and all additional insureds for the duration of the project and maintain completed operations coverage required herein in full force and effect until the statute of limitation or statute of repose, whichever is longer, applicable to the Subcontractor’s work has lapsed.

C. Automobile Liability insurance covering the use, operation and maintenance of any automobiles, trucks, trailers, or other vehicles owned, hired, or non-owned by Subcontractor providing bodily injury, including death, and property damage coverage. Minimum limits of liability provided by this coverage shall be:

1. Combined Single Limit: $1,000,000

Contractor and Owner shall be listed as an additional insured. Such insurance shall be primary and non-contributory to any insurance or self-insurance maintained by the additional insureds.

D. Contractor and its insurers, under all policies listed above, shall waive all rights of subrogation against Contractor.

E. Insurance will be obtained from a carrier authorized to do business in the jurisdiction in which the project is located and having a current A.M. Best rating of A-IV or better.

F. Subcontractor shall furnish Contractor with a certificate of insurance along with additional insured endorsements, primary and non-contributory endorsements and waivers of subrogation, or, in Contractor’s sole discretion, copies of the policies, evidencing that the required coverage has been obtained. Failure of Contractor to obtain a certificate of insurance shall not be deemed a waiver of any of the insurance requirements set forth herein nor will it be deemed a waiver of Contractor’s rights for breach of this Contract.

G. Each insurance policy shall state that Contractor will receive thirty (30) days prior written notice of any cancellation, non-renewal, or material alteration of the policies.

SUBMITTAL EVALUATIONS

Submitted proposals will be reviewed by a committee based on defined criteria. The specifications within this RFP represent the minimum performance necessary for response. The evaluation committee will forward a recommendation to the Procurement Team for approval.

The awardee will document and comply with all federal, state and local regulations.

Minimum Requirements:

1. Meet submittal time and date.

2. Meet Required Qualifications.

3.Completed Attachments A-C.

SECTION III

General Contract Terms and Requirements

LIMITATIONS OF LIABILITY

The College assumes no responsibility or liability for any costs incurred by any firm responding to this RFP or for any costs associated with requests for interviews, presentations, additional data, etc, prior to the execution of a contract or purchase.

PROPOSAL ACCEPTANCE PERIOD

This proposal shall be binding upon the awardee until completion of the contract period.

Submitted pricing is firm and cannot be increased. Any proposal on which the vendor shortens the acceptance period may be rejected.

DISPUTE/PROTEST

Disputes must be received in writing by the Aims Director of Purchasing within three (3) business days from the mailing date of the Notice of Selection. The writing must specify the basis of the protest concerning a vendor’s failure to receive the award. The College will decide based upon the protest and other information available to the College. The College's decision on protest is final.

TERMS

All firms submitting a request for proposal consent to allow the College and their representatives to verify all the information submitted. Oral communication with any College employee, unit, department or organization concerning this bid is not binding on the College and shall in no way modify the bid or the obligation of the College or the Vendor. Only submittals that meet conditions of this proposal request will be reviewed. The College's decision on the proposal of the firms will be final.

OPEN RECORDS STATEMENT

Aims Community College, a Colorado Local Junior College District, is bound by the provisions of the Colorado Open Records Act, C.R.S. 24-72-201, et. Seq. As such, all materials submitted in relation to your proposal will be subject to possible records requests from the public or media, with which Aims Community College will have to comply. Please do not notate that your proposal is confidential or include confidential or proprietary information in your proposal.

Doing so may result in the withdrawal of your proposal from consideration, or the unintended disclosure, by Aims, of your confidential and proprietary information. The above statement pertaining to open records does not apply to requested company financial statements.

WITHDRAWAL OF PROPOSAL

A proposal may be withdrawn after its submission by written facsimile request signed by the authorized representative, prior to the time and date specified for proposal submission. Proposals may be withdrawn and resubmitted in the same manner if done prior to the submission deadline.

Withdrawal or modification offered in any other manner will not be considered.

Attachment A Proposal Response Certification

The undersigned, as Bidder, declares that they have read the Request for Proposal, and that the following proposal is submitted on the basis that the undersigned, the company, and its employees or agents, shall meet, or agree to, all specifications contained therein.

Signature:

Date:

Name of Authorized Agent:

Title:

Email:

Phone Number:

Name of Firm:

Street Address:

City, State, Zip:

State of Incorporation:

Tax ID Number:

(Please attach W9)

Attachment B

Workers Without Authorization - Prohibition - Public Contracts for Services

1. A state agency or political subdivision shall not enter into or renew a public contract for services with a contractor who knowingly employs or contracts with a worker without authorization to perform work under the contract or who knowingly contracts with a subcontractor who knowingly employs or contracts with a worker without authorization to perform work under the contract. Prior to executing a public contract for services, each prospective contractor shall certify that, at the time of the certification, it does not knowingly employ or contract with a worker without authorization who will perform work under the public contract for services and that the contractor will participate in the e-verify program or department program in order to confirm the employment eligibility of all employees who are newly hired for employment to perform work under the public contract for services.

2.

a. Each public contract for services must include a provision that the contractor shall not:

I. Knowingly employ or contract with a worker without authorization to perform work under the public contract for services; or

II. Enter into a contract with a subcontractor that fails to certify to the contractor that the subcontractor shall not knowingly employ or contract with a worker without authorization to perform work under the public contract for services.

b. Each public contract for services must also include the following provisions:

I. A provision stating that the contractor has confirmed the employment eligibility of all employees who are newly hired for employment to perform work under the public contract for services through participation in either the e-verify program or the department program;

II. A provision that prohibits the contractor from using either the e-verify program or the department program procedures to undertake preemployment screening of job applicants while the public contract for services is being performed;

III. A provision that, if the contractor obtains actual knowledge that a subcontractor performing work under the public contract for services knowingly employs or contracts with a worker without authorization, the contractor shall be required to:

A. Notify the subcontractor and the contracting state agency or political subdivision within three days that the contractor has actual knowledge that the subcontractor is employing or contracting with a worker without authorization; and

B. Terminate the subcontract with the subcontractor if, within three days of receiving the notice required pursuant to subsection (2)(b)(III)(A) of this section, the subcontractor does not stop employing or contracting with the worker without authorization; except that the contractor shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with a worker without authorization;

IV. A provision that requires the contractor to comply with any reasonable request by the department made in the course of an investigation that the department is undertaking pursuant to the authority established in subsection (5) of this section.

3. If a contractor violates a provision of the public contract for services required pursuant to subsection (2) of this section, the state agency or political subdivision may terminate the contract for a breach of the contract. If the contract is so terminated, the contractor shall be liable for actual and consequential damages to the state agency or political subdivision.

4. A state agency or political subdivision shall notify the office of the secretary of state if a contractor violates a provision of a public contract for services required pursuant to subsection (2) of this section and the state agency or political subdivision terminates the contract for such breach. Based on this notification, the secretary of state shall maintain a list that includes the name of the contractor, the state agency or political subdivision that terminated the public contract for services, and the date of the termination. A contractor shall be removed from the list if two years have passed since the date the contract was terminated, or if a court of competent jurisdiction determines that there has not been a violation of the provision of the public contract for services required pursuant to subsection (2) of this section. A state agency or political subdivision shall notify the office of the secretary of state if a court has made such a determination. The list shall be available for public inspection at the office of the secretary of state and shall be published on the internet on the website maintained by the office of the secretary of state.

5.

a. The department may investigate whether a contractor is complying with the provisions of a public contract for services required pursuant to subsection (2) of this section. The department may conduct on-site inspections where a public contract for services is being performed within the state of Colorado, request and review documentation that proves the citizenship of any person performing work on a public contract for services, or take any other reasonable steps that are necessary to determine whether a contractor is complying with the provisions of a public contract for services required pursuant to subsection (2) of this section. The department shall receive complaints of suspected violations of a provision of a public contract for services required pursuant to subsection (2) of this section and shall have discretion to determine which complaints, if any, are to be investigated. The results of any investigation shall not constitute final agency action. The department is authorized to promulgate rules in accordance with article 4 of title 24, C.R.S., to implement the provisions of this subsection (5).

b. The executive director shall notify a state agency or political subdivision if he or she suspects that there has been a breach of a provision in a public contract for services required pursuant to subsection (2) of this section.

c.

I. There is hereby created the department program. Any contractor who participates in the department program shall notify the department and the contracting state agency or political subdivision of such participation. A participating contractor shall comply with the provisions of subparagraph (II) of this paragraph (c) and shall consent to department audits conducted in accordance with subparagraph (III) of this paragraph (c). Failure to meet either of these obligations shall constitute a violation of the department program. The executive director shall notify a contracting state agency or political subdivision of such violation.

II. A participating contractor shall, within twenty days after hiring an employee who is newly hired for employment to perform work under the public contract for services, affirm that the contractor has examined the legal work status of such employee, retained file copies of the documents required by 8 U.S.C. sec. 1324a, and not altered or falsified the identification documents for such employees. The contractor shall provide a written, notarized copy of the affirmation to the contracting state agency or political subdivision.

III. The department may conduct random audits of state agencies or political subdivisions to review the affidavits and of contractors to review copies of the documents required by subparagraph (II) of this paragraph (c). Audits shall not violate federal law.

6. Nothing in this section shall be construed as requiring a contractor to violate any terms of participation in the e-verify program.

Source: L. 2006: Entire article added, p. 1695, § 1, effective August 7. L. 2007: (1) and (2)(b)(I) amended, p. 119, § 1, effective August 3. L. 2008: (1), (2)(b)(I), (2)(b)(II), and (5)(a) amended and (5)(c) and (6) added, pp. 737, 738, 739, §§ 2, 3, 4, effective May 13. L. 2021: (1), (2)(a), IP(2)(b), and (2)(b)(III) amended, (HB 21-1075), ch. 26, p. 113, § 2, effective September 7.

I understand that this sworn statement is required by law. I understand that I'm entering into a contract to perform work for Aims Community College which is a public institution. I understand that state law requires me to provide proof that I am lawfully present in the United States prior to starting work for the College. I further acknowledge that I will comply with the requirements of CRS 8-17.5-102 et seq. and will produce the required form of identification prior to starting work. I acknowledge that making a false, fictitious, or fraudulent statement or representation in this sworn affidavit is punishable under the criminal laws of Colorado as perjury in the second degree under CRS 18-8-503 and it shall constitute a separate criminal offense each time a public benefit is fraudulently received.

CERTIFIED and AGREED to this ______ day of _________________, 20___.

VENDOR:

(Vendor Full Legal Name)

BY: ___________________________________ __________________________

Signature of Authorized Representative Title

Attachment C – Professional Fees

• Total price must be all-inclusive. Total project includes all pre-production, production, post-production, meetings, labor, technical areas, materials and equipment including software and hardware for this project.

• Travel expenses must be detailed separately and not included as part of the cost per video.

Attach additional sheets, if necessary.

HVAC Services – Professional Fees Description Unit Cost

Service Call Hourly Rate

Emergency Call Hourly Rate

Other: Please Describe

Other: Please Describe

Total

Attachment D Sample Evaluation Criteria

Vendor Name__________________ Evaluator__________________

Proposals will be scored using a point-based system, with individual evaluators assessing each proposal against the criteria below. Evaluation criteria are subject to change.

The award will be based on the greatest advantage to the College. The College does not bind itself to accept the lowest dollar price but will accept the proposal felt to be in the best interest of the College.

Technical Criteria (75 total points) Score range of 1-15. Each item has a possible high score of 15.

1. The completeness of the proposal concerning the information specified in the

RFP

2. Company profile, overall experience.

3. Dedicated project personnel.

4. Community College Experience

5. References

Total Technical Criteria Points

Pricing (25 points)

The maximum score for price will be assigned to the vendor offering the lowest total all-inclusive maximum price (25 points). Appropriate scores will be assigned to other bidders, with points to be determined by a formula.

Total Points – Pricing

Total Score (100 points) Rank

Workers Without Authorization - Prohibition - Public Contracts for Services