Skywest_Pump_Station_AC_Unit_Replacement.pdf

REQUEST FOR QUOTATION

27-013

SKYWEST PUMP STATION AC UNIT REPLACEMENT

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: November 3, 2026

DEADLINE FOR QUESTIONS: November 13, 2026

RESPONSE DEADLINE: November 24, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Hayward

REQUEST FOR QUOTATION

Skywest Pump Station AC Unit Replacement

I. Introduction II. Project Details

III. Scope of Work IV. Submission Format V. Bid Sheet

VI. Vendor Questionnaire

Attachments:

A - General Provisions

B - Construction Contract Template

C - Forms to Submitted with Bid

Request For Quotation #27-013 Title: Skywest Pump Station AC Unit Replacement

1. Introduction

1.1. Summary

The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform HVAC equipment replacement and installation services in accordance with the terms, conditions, and specifications contained in this Request for Quote (RFQ).

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

https://procurement.opengov.com/portal/hayward-ca

1.2. Background

The City of Hayward owns and operates a municipal water distribution system serving approximately

163,000 people. The system includes 405 miles of water main pipelines, 16 water storage reservoirs, and

10 pump stations. Hayward receives nearly all of its potable water from the San Francisco Public Utilities

Commission (SFPUC) Regional Water System and maintains interconnections with neighboring water agencies to improve system reliability.

The Skywest Pump Station is part of a regional emergency water intertie between the City of Hayward, SFPUC, and the East Bay Municipal Utility District (EBMUD). The intertie includes approximately 1.5 miles of 36-inch pipeline and the Skywest Pump Station, which has a pumping capacity of approximately

30 million gallons per day. The intertie allows water to be transferred between the regional water systems during emergencies, planned outages, and other events affecting water supply reliability.

The existing HVAC system serving the Skywest Pump Station is aging and is planned for replacement.

This project will replace the existing system with new HVAC equipment to support continued reliable operation of the pump station facility.

1.3. Contact Information

Steven Wolfe

Associate Engineer

777 B Street

Hayward, CA 94541

Email: steven.wolfe@hayward-ca.gov

Phone: (510) 583-4719

Department:

Utilities

Department Head:

Alex Ameri

Director of Public Works https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca mailto:steven.wolfe@hayward-ca.gov tel:(510)583-4719

1.4. Timeline

Release Project Date November 3, 2026

Pre-Bid Meeting/Site Walk (Non-

Mandatory)

November 10, 2026, 10:00am

Skywest Pump Station at 22487 Skywest Drive, Hayward, California.

Question Submission Deadline November 13, 2026, 5:00pm

Question Response Deadline November 17, 2026, 5:00pm

Bid Submission Deadline November 24, 2026, 5:00pm

2. Project Details

2.1. Pre-Bid Meeting and Site Walk

A non-mandatory pre-bid meeting and site walk will be held at the Skywest Pump Station at the date and time identified in the RFQ Timeline. Prospective bidders are strongly encouraged to attend to familiarize themselves with the existing HVAC equipment, site conditions, access constraints, and other conditions that may affect the work.

Bidders are responsible for verifying existing conditions affecting their proposed work. Questions arising from the site walk shall be submitted through OpenGov by the question deadline identified in the RFQ

Timeline.

2.2. Important Instructions for Electronic Submittal

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

Link to City’s procurement portal: https://procurement.opengov.com/portal/hayward-ca

2.3. Communication Regarding this RFQ

All communication from prospective bidders regarding this RFQ must be submitted in the Question &

Answer portal within the City's project posting. Please submit each question SEPARATELY. Questions not submitted separately will be rejected. Communication by telephone or in person will not be accepted. Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City of

Hayward with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration. All questions must be submitted by the deadline listed in the RFQ timeline.

2.4. Award of City Contract and City Rights

The City reserves the right to reject any and all proposals, to contract work with whomever and in whatever manner the City decides, to abandon the work entirely and to waive any informality or non-substantive irregularity as the interest of the City may require and to be the sole judge of selection process.

The City further reserves the following rights:

• The City reserves the right to select the proposal which in its sole judgment best meets the needs of the City. Selection will be based on the lowest proposed cost proposal that also meets the specified experience clause in Section 4.3, and who has the capacity to perform the work as specified in Section 4.4.

• Award to the Contractor is also subject to review and approval by the City Council.

• The City reserves the right, in its sole discretion, to reject any or all proposals and to waive technicalities and minor informalities in any proposals received when such waiver is determined by the City to be in the City’s best interest.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca https://procurement.opengov.com/portal/hayward-ca/projects/320878

• The City reserves the right to retain all accepted proposals, including proprietary documentation, regardless of which proposal is selected. No proposals will be returned to vendors.

• The City reserves the right to request any supplementary information it deems necessary to evaluate proposer’s experience or qualifications.

• The City reserves the right to reconsider any proposal submitted at any stage of the procurement.

• The City reserves the right to cancel, in part or in its entirety, this RFQ. If the City cancels or revises this RFQ, all proposers will be notified in writing by the City.

• The City reserves the right to revise the RFQ prior to the date that proposals are due. The City will communicate changes through addenda to this RFQ. All registered proposers will be notified of revisions to the RFQ. The City reserves the right to extend the date by which the proposals are due.

• The City reserves the right, in its sole discretion, to reject any and all proposals and to waive informalities and minor irregularities in any proposals received. Failure to furnish all information requested or to follow the format requested herein may disqualify the proposer, in the sole discretion of the City. False, incomplete, misleading or unresponsive statements in a proposal may also be sufficient cause for a proposal’s rejection.

• This RFQ does not commit the City to award a contract. All proposals submitted in response to this RFQ become the property of the City and public records, and as such, may be subject to public review.

• The City shall not be liable for any pre-contractual expenses incurred by prospective vendors or selected contractors, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFQ.

• If the successful proposer defaults, the City may award this RFQ to the next best proposal and may recover the loss occasioned by the successful proposer against a surety bond, if any, or by suit against the successful proposer.

• The City reserves the right to cancel, in part or in its entirety, this RFQ including, but not limited to: submittal date, and submittal requirements. If the City cancels or revises the RFQ, all interested firms will be notified.

2.5. Protest

Should any proposer question or protest the award of the contract, such question or protest must be furnished in writing to the Purchasing Manager within three (3) calendar days after the City notifies all proposers of its intent to award. Such submittal must fully explain the basis of the objection supported by all relevant information facts and details. Letter must be signed by an authorized representative stating specific reason(s) for the protest including all relevant facts (law, rule, regulation, and criteria).

Questions or protests not furnished in writing as prescribed will not be accepted.

2.6. Bonds

The successful Proposer, simultaneously with the execution of the contract, shall furnish a Labor and

Materials bond and a Performance bond in the amount of 110% of the contract price. The bonds shall be secured from a surety company issued by a corporation duly and legally licensed to transact business in the State of California and approved by the City.

The contract shall be in the form of the Construction Contract Template in Attachment B.

3. Scope of Work

3.1. Scope of Work

The City of Hayward is seeking a qualified HVAC contractor to provide all labor, equipment, materials, tools, transportation, supervision, testing, and incidentals necessary to remove the existing HVAC equipment serving the Skywest Pump Station and furnish and install a complete and operational replacement HVAC system.

The work shall include, but is not limited to, the following:

A. Existing Conditions and Field Verification

Prior to ordering equipment, the Contractor shall field verify existing site conditions, equipment dimensions, electrical requirements, ductwork connections, refrigerant piping routes, equipment access, existing concrete slab, and all other conditions affecting the Work. The Contractor shall coordinate the replacement equipment and installation with existing conditions.

B. HVAC Equipment

A. Furnish and install one new 20-ton split-system HVAC system consisting of an indoor fan coil unit and outdoor condensing unit.

B. The replacement system shall utilize R-454B refrigerant and shall comply with applicable codes and manufacturer requirements.

C. Provide refrigerant detection and related safety features required for the proposed equipment and refrigerant.

D. Provide phase-monitoring protection for the condensing unit.

E. Provide factory-applied protective coating on the condenser and evaporator coils suitable for the operating environment.

F. Replacement equipment shall be York or approved equal and shall provide performance and features equal to or better than the specified system.

G. Contractor shall verify that the proposed equipment is compatible with the existing electrical service, ductwork, space constraints, and other existing conditions prior to procurement.

C. Demolition and Disposal

Remove the existing indoor fan coil unit, outdoor condensing unit, existing refrigerant piping being replaced, and associated materials necessary to complete the Work. Remove demolished equipment and materials from the site and legally dispose of or recycle them in accordance with applicable requirements.

Recover and properly handle existing refrigerant in accordance with applicable regulations.

D. Ductwork

Fabricate and install all required galvanized sheet-metal supply and return-air transitions necessary to connect the new fan coil unit to the existing ductwork.

Provide new flexible duct connectors at equipment connections and all required supports, fasteners, sealants, and incidental materials necessary for a complete installation.

E. Refrigerant Piping

Remove the existing refrigerant piping and provide new Air Conditioning and Refrigeration (ACR) copper refrigerant piping between the indoor and outdoor units. Refrigerant piping shall be sized and installed in accordance with the equipment manufacturer’s requirements.

Provide all required fittings, supports, hangers, valves, accessories, refrigerant, pressure testing, evacuation, charging, and other incidental work necessary for a complete and operational refrigerant system.

F. Insulation

Provide new insulation for all new refrigerant piping and repair existing insulation disturbed or damaged by the Work. New insulation shall be suitable for the application and shall match existing insulation where practicable.

G. Electrical Work

Disconnect electrical power from the existing equipment as required for removal.

The existing electrical disconnect is intended to be reused. Contractor shall field verify its condition, rating, location, and compatibility with the proposed equipment prior to submitting its bid.

Provide all electrical work required between the existing disconnect and the new equipment, including extension or modification of conduit and conductors as necessary for a complete and code-compliant installation.

Any required electrical modifications beyond the existing disconnect shall be identified by the bidder prior to award.

H. Equipment Installation

Install the new indoor and outdoor equipment in accordance with the manufacturer’s written instructions and applicable codes.

Contractor shall field verify the condition and dimensions of the existing cement slab prior to bidding.

Install and securely anchor the new condensing unit to the existing slab.

Provide all equipment supports, vibration isolation, fasteners, seals, miscellaneous hardware, and incidental work necessary for a complete installation.

I. Startup, Testing, and Commissioning

Perform manufacturer-required startup and commissioning of the new equipment.

Test, adjust, and balance the HVAC system and verify proper operation of the completed installation.

Verify proper operation of refrigerant detection, controls, safety devices, phase monitoring, and other equipment furnished as part of the Work.

Label new equipment and associated components as appropriate.

Correct deficiencies identified during startup, testing, or commissioning prior to final acceptance.

J. Closeout and Warranty

Provide equipment manufacturer's literature, warranty documentation, startup records, testing and balancing documentation, and operating and maintenance information for the installed equipment.

Provide a minimum one-year warranty on labor, workmanship, materials, and installation, commencing upon City acceptance of the Work. During the warranty period, the Contractor shall correct defects in the Work at no additional cost to the City.

Provide and assign to the City all applicable manufacturer's warranties for the equipment and components furnished under the Contract. The compressor shall be provided with a minimum five-year manufacturer's parts warranty.

Contractor shall complete all required manufacturer warranty registrations and provide warranty documentation to the City prior to final acceptance.

3.2. Contractor Qualifications

Contractor shall possess a current and active California C-20 Warm-Air Heating, Ventilating and Air-

Conditioning Contractor license and current DIR Public Works Contractor Registration. Personnel performing refrigerant-related work shall possess the appropriate EPA Section 608 Technician

Certification. Any subcontractors shall possess the appropriate licenses and registrations for the work performed.

3.3. Prevailing Wage

The Work is subject to California prevailing wage requirements pursuant to Labor Code Section 1770 and related provisions. The Contractor and all subcontractors shall pay not less than the applicable prevailing rates of wages, including applicable overtime and holiday rates, as determined by the

California Department of Industrial Relations (DIR).

The Contractor and all subcontractors shall be currently registered with the DIR pursuant to Labor Code

Section 1725.5 and shall maintain such registration for the duration of the Work.

The Contractor shall comply with all applicable provisions of the California Labor Code relating to public works, including prevailing wages, certified payroll records, apprenticeship requirements, and overtime.

Applicable prevailing wage determinations are available from the California Department of Industrial

Relations.

3.4. Project Schedule and Coordination

The Contractor shall coordinate the Work with the City to minimize impacts to operation of the Skywest

Pump Station.

Following award and execution of the Contract, the Contractor shall promptly submit manufacturer product data for the proposed HVAC equipment, including model numbers, capacities, dimensions, electrical requirements, refrigerant requirements, and manufacturer installation requirements.

Equipment shall not be ordered until the submittal has been reviewed and accepted by the City.

The project schedule will generally consist of the following phases:

A. Equipment Procurement: Following City acceptance of the equipment submittal, the Contractor shall promptly order the equipment and provide the City with the anticipated delivery date and any subsequent changes to the delivery schedule.

B. Field Installation: Following delivery of the equipment, the Contractor shall coordinate the installation schedule with the City. The Contractor shall provide advance notice of the proposed start date and anticipated duration of field work.

The Contractor shall coordinate all equipment shutdowns and interruptions to HVAC or electrical service with the City in advance. The Skywest Pump Station shall remain operational throughout the Work unless otherwise approved by the City.

The Contractor shall protect existing facilities and equipment during construction and coordinate access to the site with City staff.

3.5. Payment

Payment shall be made through progress payments based on an approved schedule of values and acceptance of the associated Work by the City.

Following execution of the Contract, the Contractor shall submit a proposed schedule of values for City review and approval. The schedule of values shall separately identify major project components, including equipment procurement and delivery, installation, startup and testing, and project closeout.

Invoices shall include sufficient documentation to demonstrate completion of the applicable Work or payment milestone.

Payment for equipment or materials not yet incorporated into the Work shall be subject to prior City approval and any documentation requirements established by the City.

Progress payments, retention, and final payment shall be made in accordance with the Contract

Documents and applicable law.

4. Submission Format

To ensure the fair and accurate consideration of all submissions, bids must contain the following information.

4.1. Cover Letter

The cover letter should be on company letterhead and include the following:

A. Company name, address, phone and fax numbers.

B. Designation of primary contact within the company who is authorized to answer questions regarding the assigned work, including their name, contact phone number and e-mail.

C. Signature of an officer of the prime contractor. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign.

4.2. Contact & Customer Service

Please describe all support services available from your company/business, specifically addressing the following issues:

A. Normal hours of availability

B. Quality assurance program(s)

C. Guaranteed response time

D. Other support services

4.3. Reference and Experience

Provide a list of three (3) references for current or past contracts for which the Contractor has performed work of similar type, scope, and complexity within the past five years. The list shall include the name, address, e-mail address, and phone number of the contracting party, along with a description of the work performed and the contract amount.

The City may request additional references as part of its evaluation.

4.4. Capacity to Perform the Work

Describe other major work commitments and/or capacity to perform the requested Work within the anticipated project schedule. Projects completed within the past three years, particularly in Alameda, Contra Costa, Santa Clara or San Mateo Counties, are of particular interest.

4.5. Project Scope & Approach

Provide a brief description of the Contractor's approach to completing the Work as described in the

Scope of Work, including anticipated coordination, equipment procurement, installation, startup, and testing activities.

https://procurement.opengov.com/portal/hayward-ca/projects/320878/document?section=3036464

4.6. Prices

The bidder shall complete the electronic Bid Sheet in Section 5. The Total Base Bid shall be an all-inclusive lump-sum price for completion of the Work and shall include all labor, equipment, materials, freight, taxes, supervision, overhead, profit, insurance, testing, startup, closeout, and incidental costs required by the RFQ.

The bidder shall also provide the proposed HVAC equipment manufacturer and model numbers, and anticipated equipment lead time as requested in the Vendor Questionnaire.

4.7. Insurance

The bidder shall carry, or be able to obtain, the insurance required for this project, including:

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, if applicable to the services provided.

The selected Contractor shall provide all required certificates of insurance and endorsements in accordance with the RFQ, General Provisions, and Construction Contract prior to execution of the

Contract.

4.8. Current City Business License

The contractor selected for this project shall obtain or provide proof of having a valid City of Hayward business license prior to execution of the contract.

If the bidder currently holds a valid City of Hayward business license, the bidder is encouraged to provide a copy with its bid.

4.9. Required Forms

Attach the following required forms:

A. Cover Letter

B. Reference and Experience Statement including proof of the Contractor's current C-20 license

C. Capacity to Perform the Work

D. Project Scope & Approach

E. Proof of Insurance

F. Attachment C - Forms to be Submitted with Bid

1. Noncollusion Affidavit

2. Nondiscriminatory Employment Practices and Affirmative Action Certification Statement

3. Affirmation of Non-Involvement in Development of Production of Nuclear Weapons

5. Bid Sheet

The bidder shall provide a lump-sum price to complete all Work required by this RFQ.

The Total Base Bid shall include all labor, equipment, materials, freight, taxes, supervision, overhead, profit, insurance, testing, startup, closeout, and incidental costs necessary to provide a complete and operational HVAC system in accordance with the Contract Documents.

BASE BID

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Complete Skywest Pump Station

HVAC Replacement in accordance with the Scope of Work and Contract

Documents

1 LS

TOTAL

6. Vendor Questionnaire

6.1. Submission Requirements*

Did you read through and confirm that you met all of the RFQ requirements including the sections:

A. Scope of Work

B. Attachments, if applicable

C. Submission Format

D. Bid Sheet

E. Acknowledgement of Receipt of All Addenda (if any)

☐ Yes

☐ No

*Response required

6.2. Discretion & Liability Waiver*

The City reserves the right to exercise discretion and apply its judgment with respect to any bids submitted.

The City reserves the right to reject any or all submittals, either in part or in their entirety, or to request and obtain, from one or more of the businesses submitting, supplementary information as may be necessary for City staff to evaluate the bids in accordance with the requirements of this RFQ.

The City may require bidders to provide clarification or supplemental information prior to final selection and award.

☐ Please confirm

*Response required

6.3. Bid Documents and Cover Letter*

Please upload your complete bid documents, including Cover Letter, References/Experience Statement, proof of current C-20 license, Capacity to Perform the Work, Project Scope & Approach, and

Attachments C-1 through C-3.

*Response required

6.4. Proof of Insurance*

The bidder shall provide either a current Certificate of Insurance or a letter from the bidder’s insurance broker or agent confirming that the bidder carries, or can obtain, the insurance required for this project, including:

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, if applicable to the services provided

The bidder shall provide the applicable policy limits.

*Response required

6.5. Proposed Equipment Information*

A. HVAC Manufacturer

B. Fan Coil Model Number

C. Condensing Unit Model Number

D. Anticipated Equipment Lead Time Following Approved Submittal

Confirm whether the proposed equipment complies with the requirements identified in the Scope of

Work. If any exceptions or deviations are proposed, identify them in the response.

*Response required

6.6. Certifications*

The contractor selected for this project shall obtain or provide proof of having a valid City of Hayward business license prior to execution of the Contract.

☐ Please confirm

*Response required