Testing,_Adjusting,_Balancing_HVAC_Systems.pdf

County of San Mateo

Request for Proposals (RFP - Informal) for Testing, Adjusting, Balancing HVAC Systems

Public Works - Capital Projects

RFP - Informal No. 2026-RFP - Informal-00378

RFP - Informal Contact: Roxanne Maquinana rmaquinana@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The County of San Mateo, Department of Public Works (Department) is inviting Contractors to submit a proposal for On-Call Heating, Ventilation and Air Conditioning (HVAC) Testing, Adjusting and

Balancing "as needed" services. The solicitation describes the scope of services, evaluation process, and minimum information that must be included in the qualification package. The Contractor will be required to concisely state its qualifications for participating in a constructive and effective partnership. Proposals shall be submitted electronically via OpenGov.

The primary aim of this contract is to optimize the performance of the HVAC control systems that regulate heating, cooling, and ventilation, ensuring that the systems work efficiently and reliably to maintain a comfortable and safe environment for staff and the community.

The Department intends to bring under contract one (1) contractor for an aggregate fiscal obligation not to exceed $150,000 for the term of the agreement. Separate Task Orders will be issued, as warranted, throughout the term of the Agreement.

1.2. Background

The Department plans, designs, constructs, operates, manages and maintains all County-owned facilities to ensure they are safe and accessible to residents and clients of County agencies, the general public, and

County employees. The Department has a budget of approximately $200 million and is staffed with over

300 employees in five divisions: Administrative Services, two Airports (San Carlos and Half Moon Bay), Engineering and Resource Protection, Facilities Services, and Road Services, supporting the 46 special districts governed by the Board of Supervisors and administered by the Department of Public Works.

1.3. Contact Information

Roxanne Maquinana Program Services Manager Email: rmaquinana@smcgov.org Phone: (650) 363-4100

Department:

Public Works - Capital Projects

Department Head:

Ann M. Stillman Director mailto:rmaquinana@smcgov.org tel:(650)363-4100

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1.4. Timeline

RFP Released May 1, 2026

Deadline for Questions, Comments and

Contract Exceptions

May 13, 2026, 12:00am

Proposal Due Date and Time May 27, 2026, 2:00pm

Anticipated Contract Award Date June 23, 2026

2. Scope of Work

2.1. Air Balance and Testing

Core HVAC TAB Scope of Work:

• System Inspection: Review blueprints and inspect installation for compliance with design specifications.

• Airflow Balancing: Measure and adjust air quantities (CFM) at supply, return, and exhaust grilles/diffusers.

• Hydronic Balancing: Adjust water flow (GPM) for heating and cooling loops.

• Equipment Adjustment: Test, adjust, and record fan RPM, motor voltage, and amperage.

• Temperature Control Verification: Verify operation of thermostats and control devices.

• Performance Testing: Check for correct fan rotation, static pressure, and system sound/vibration levels.

• Reporting: Generate a certified, stamped report documenting all initial and final readings.

Key Responsibilities:

• TAB Firm: Performs the testing and balancing to ensure system optimization.

• Contractor: Responsible for preparing the system, ensuring it is operational, and addressing deficiencies identified by the TAB technician.

• Quality Control: If a significant percentage of readings fail, the TAB report is considered invalid, requiring re-testing.

Deliverables

• Work is to be performed during regular business hours. and non-business hours as necessary

• An AABC certified air balance survey report will be issued upon completion of field measurements.

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3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 2:00 pm, on Wednesday, May 27, 2026 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/240810/document?section=undefined

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Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

3.4. Procurement Preference for Local Businesses and Local Non-Profits

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Has Proposer has been providing similar services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. Only contractors with an active C-20 License with TAB certification is qualified for this solicitation. * https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

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Contractor confirms they have an active C-20 license and TAB certification.

☐ Please confirm

*Response required

4.1.3. Please confirm your firm is registered with System for Award Management (SAM)*

☐ Please confirm

*Response required

4.1.4. What is the registered Business Name and Unique Entity ID (UEI) No.?*

Unique Entity ID (UEI) numbers can be found on sam.gov

*Response required

4.2. Technical Proposal

4.2.1. Introduction and Executive Summary *

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.2.2. Statement of Minimum Qualifications *

Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.2.3. Performance Measures*

Describe a plan for achieving performance measures

*Response required

4.2.4. Firm and Team Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the firm.

• Reporting structure

• Project manager responsible for contract

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Provide a brief description of the experience and qualifications of the project team members.

Written assurance that the key individuals listed and identified will be performing the work and will not be substituted or reassigned without the County’s prior approval

*Response required

5. Pricing Proposal

TESTING AND AIR BALANCE

Line Item Description Quantity Unit of

Measure Unit Cost Total

Testing and Air Balance

1 Normal Business Hours 1 per hour

Testing and Air Balance

2 Non-Business Hours including

Weekends/Holidays 1 per hour

Report

3 Per Report 1 each

ANNUAL PERCENTAGE INCREASE AFTER YEAR 1

Line Item Description Unit of Measure Percentage

1 Annual percentage increase after year 1 Percentage

6. Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm and Team Qualifications Points Based 50 (50% of Total)

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2. Price Reward Low Cost 50 (50% of Total)

7. Instructions to Proposers

7.1. Instructions

There will be no pre-proposal conference or site visit for this project.

7.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

7.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

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D. Levine Act DisclosureThe Levine Act (California Government Code Section 84308) imposes certain requirements on parties contracting with the County of San Mateo related to campaign contributions to County “officers,” including elected County officers and candidates seeking elective office, who may participate in making a decision on certain County contracts. Elected

County officers in San Mateo County include: the San Mateo County Board of Supervisors, Assessor-County Clerk-Recorder, County Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer.Generally, under current County policy, approval by the Board of

Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be approved by Department heads.If your proposal is selected, you will be required to certify compliance with the Levine Act.As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the

Agreement, including making any required disclosures of campaign contributions to County

Officers, which includes but may not be limited to elected County Officers. Elected County

Officers include members of the San Mateo County Board of Supervisors, as well as the

Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act

Disclosure Form, a copy of which is available from the County upon request.Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

7.4. Term

Public Works - Capital Projects is issuing Request for Proposal (RFP) No. 2026-RFP - Informal-00378 for Testing, Adjusting, Balancing HVAC Systems.

The agreement shall have a term of one (1) year. The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions

Request by the Deadline for Questions, Comments and Contract Exceptions listed in the Solicitation

Schedule below. The County will consider Contract Exceptions Requests but reserves the right to reject requested modifications to its standard terms.