REQUEST FOR BID

2026-RFB-0011

VINEYARD SURFACE WATER TREATMENT PLANT- HVAC

PREVENTATIVE MAINTENANCE

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: April 20, 2026

DEADLINE FOR QUESTIONS: May 8, 2026

RESPONSE DEADLINE: May 22, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR BID

Vineyard Surface Water Treatment Plant- HVAC Preventative

Maintenance

1. Definitions

2. Introduction

3. Bidder's Instructions

4. Basis for Award

5. Scope of Work

6. Vendor Submissions

7. Pricing Table

8. Sacramento County Standard Terms and Conditions

9. Additional Terms and Conditions

10. Environmental Purchasing Policy

11. Insurance Requirements for Contractors

12. Prevailing Wage

Attachments:

A - Exhibit A -Equipment Inventory - 10151 Florin Road

B - Exhibit B -PM and Tasking Frequency

Request for Bid #2026-RFB-0011 Title: Vineyard Surface Water Treatment Plant- HVAC Preventative Maintenance

1. Definitions

Response: The written, signed and sealed complete document(s) submitted according to the bid instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation document, including all subsequent addenda, made publicly available to all prospective bidders.

We/Us/Our:Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this bid is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing goods, equipment and/or services.

• Bidder - A business entity submitting a Response to this bid. Suppliers which may express interest in this bid, but who do not submit a Response, have no obligations with respect to the bid requirements.

• Contractor - The Bidder(s) whose Response to this bid is evaluated as meeting the needs of the

County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this bid.

• Contractor’s Employee - All persons who can be offered to provide the goods, equipment and/or services described in the bid. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default: A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination: A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a bid document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by bidder, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. Introduction

2.1. Summary

Sacramento County Water Agency (SCWA) invites qualified and experienced HVAC Contractors to submit bids for comprehensive preventative maintenance and as-needed HVAC services at the Vineyard Surface

Water Treatment Plant, located at 10151 Florin Road, Sacramento, CA. This facility is a critical component of SCWA’s water treatment operations, and maintaining optimal HVAC performance is essential for ensuring reliable plant functionality, energy efficiency, and occupant comfort.

The selected Contractor will be responsible for delivering a full-service maintenance program that includes scheduled preventative maintenance, detailed inspections, performance testing, and reporting, as well as minor repairs, emergency response, and as-needed corrective services. The scope encompasses all HVAC systems and associated components identified in the equipment inventory, with an emphasis on proactive care to minimize downtime and extend equipment life.

To ensure bidders fully understand the site conditions and scope, a mandatory pre-bid site visit will be held on April 29, 2026 at 9:00 AM at the project location. Attendance and sign-in are required; failure to attend will render the bid non-responsive.

The anticipated contract term will begin June 1, 2026, and continue through May 31, 2027, with the option to renew annually for up to four additional one-year terms, extending through May 31, 2031.

Renewal will be contingent upon satisfactory performance, funding availability, and mutual agreement.

Final contract execution will be subject to all terms and conditions established by the County’s Contract and Purchasing Services Division, including compliance with applicable laws, safety standards, and prevailing wage requirements.

2.2. Contact Information

Any inquiries or requests regarding this solicitation must be submitted via OpenGov. Contact with unauthorized County personnel during the selection process may result in disqualification.

Maria Cojocari

Contract Services Officer

9660 Ecology Lane

California, CA 95827

Email: cojocarim@saccounty.gov

Phone: (916) 876-6363

Department:

DGS: CAPSD - Procurement

Department Head:

Brandalyn Tramel

Purchasing Agent mailto:cojocarim@saccounty.gov tel:(916)876-6363

2.3. Timeline

Release Project Date April 20, 2026

Question Submission Deadline May 8, 2026, 2:00pm

Addendum Issued (if necessary) May 20, 2026, 2:00pm

Submission Deadline May 22, 2026, 2:00pm

3. Bidder's Instructions

3.1. General Format

Respond to all requests for information and completion of forms contained in this Request for Bid. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Bidder is solely responsible for accuracy and completeness of bid response and for electronically separating and marking documents as confidential when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

3.2. Alteration of Bid Text

The original text of this bid document, as well as any attachments, amendments or other official correspondence related to this bid document, may not be manually, electronically or otherwise altered by bidder or bidder’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

3.3. Preparation of Response

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the Sacramento

County’s Electronic Bidding website (SacCountyEbids). Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to

SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the bidder to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: F.O.B. Destination, freight prepaid and added; Payment Terms: NET/30.

3.4. Confidential Information/Public Record

All responses become property of the County. All responses, including the accepted bid and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”. Proprietary material must be clearly marked as such. Pricing and service elements of the successful bid are not considered proprietary information.

The County will treat all information submitted in a bid as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training information contained within your bid, you must identify any such information, together with the legal basis of your claim in your bid, and present such information separately as part of your response.

The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. Basis for Award

Award will be made to the bidder whose offer provides the greatest value, in our view, to the County from the standpoint of suitability to purpose, quality, service, previous experience, life cycle, cost, ability to deliver, or for other reasons deemed by Purchasing to be in the best interest of the County.

Public Bid Opening: As soon as possible after the date and time specified by the Request for Bid, pricing information will made public to all bidders. The responses will remain sealed during the bid evaluation period, and will be made available for public inspection upon notice of bid award.

Bid responses will be considered valid for a period of 180 calendar days after bid closing date above.

1. Evaluation of Minimum Qualifications (Pass/Fail): All Minimum Qualifications will be evaluated on a

Pass/Fail basis. Bidders must clearly demonstrate compliance with each requirement. Only bidders who receive a Pass on all Minimum Qualifications will be considered responsive and will advance to price evaluation. Bidders receiving a Fail on any requirement will be deemed non-responsive and will not be evaluated further.

A. Mandatory Pre-Bid Meeting Attendance

• Bidder must have attended the mandatory pre-bid site visit and must be listed on the official

SCWA attendance sheet.

• Only firms represented on the attendance sheet are eligible to submit a bid.

B. Licensing Requirements

• Bidder must possess a valid California C-20 HVAC Contractor License.

• Technicians must hold all required certifications, including EPA Section 608 refrigerant certification.

C. Qualified Personnel

• Proposed personnel must have appropriate certifications, licenses, and training to perform

HVAC work in a treatment-plant environment.

• Bidder must identify key personnel assigned to this contract and provide their qualifications.

D. Experience with Similar Facilities

• Bidder must demonstrate experience providing HVAC maintenance, repair, and technical services at facilities of similar size, complexity, and operational criticality as the Vineyard Water

Treatment Plant.

• Comparable experience includes:

– Water treatment plants

– Wastewater facilities

– Industrial, mechanical, or critical-infrastructure environments

– Facilities with complex mechanical, electrical, and controls-integrated HVAC systems

• Bidder must provide at least two (2) detailed examples of similar projects completed within the last five (5) years.

E. Safety Program Requirements

• Bidder must maintain an active, documented safety program meeting OSHA and Cal/OSHA standards.

• Bidder must demonstrate experience performing work under site-specific safety protocols in industrial or treatment plant settings.

A bidder who does not meet all of the above Minimum Qualifications will receive a Fail and will not advance to price evaluation.

2. Evaluation of Price: Pricing will be evaluated using all required price components, including quarterly preventative maintenance pricing, the parts/materials markup percentage, and the hourly labor rate for unplanned service.

For evaluation purposes, the County will calculate a Price Score for each bidder based solely on price.

Price scoring will be determined by comparing each bidder’s pricing to the lowest pricing submitted in each category, using the weighting structure below.

Price Category Weights:

• Preventative Maintenance Pricing: 60%

• Unplanned Service Labor Rate: 30%

• Parts/Materials Markup Percentage: 10%

Total Price Score:

The total price score is the sum of all weighted category scores.

The bidder with the highest total price score (i.e., most competitive overall pricing) will be considered the lowest responsive and responsible bidder for award.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

5. Scope of Work

5.1. Important Instructions for Electronic Submittal

The County is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov

Procurement by signing up at Sign Up (opengov.com). Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

5.2. PRE-BID SITE VISIT

A mandatory pre-bid site visit will be held on April 29, 2026, 9:00 AM at the Vineyard Surface Water

Treatment Plant, located at 10151 Florin Road, Sacramento, CA. All bidders are required to thoroughly review the entire RFB prior to attending the site visit. The purpose of the visit is to allow bidders to observe existing site conditions, view HVAC equipment included in the scope of work, and identify any factors that may affect the performance of the required services.

For safety and liability reasons, no ladders, lifts, climbing equipment, or elevated work of any kind are permitted during the pre-bid site visit. Bidders shall remain at ground level at all times. Roof access, ceiling-tile access, or any other type of elevation-required inspection is not allowed during the pre-bid meeting. No equipment will be provided by the County for the pre-bid, and no exceptions will be made.

Bidders are requested to notify SCWA in advance if they plan to attend the pre-bid meeting by emailingwebbda@saccounty.gov. Please include the firm name, the names of all attendees, and the total number of participants. Advance notice helps SCWA plan for site access and safety coordination;

however, failure to provide notice will not affect a bidder’s eligibility to participate.

All bidders must attend the site visit and sign the official attendance sheet provided by SCWA. Only firms represented on the sign-in sheet will be eligible to submit a bid. Failure to attend will result in the bid being deemed non-responsive.

Contractors may ask general questions during the site visit; however, verbal responses provided by

SCWA staff are informational only and not binding. All official questions must be submitted in writing through OpenGov, in accordance with the instructions provided in this RFB. While the County may provide clarifications or reference materials at its discretion, only written addenda issued by the County through OpenGov shall be considered official.

System details and historical information may or may not be available, and the availability of such information shall not delay the bidding process.

Bidders are expected to be experts in their field and must possess the professional knowledge necessary to understand the HVAC equipment and systems included in this scope of work. The County will not provide technical training or detailed system diagnostics during the site visit; bidders are responsible for interpreting site conditions and equipment configurations using their own expertise.

No additional site visits will be scheduled outside the designated date and time.

https://procurement.opengov.com/signup mailto:webbda@saccounty.gov

5.3. GENERAL OBJECTIVES

The primary objective of this contract is to ensure that all HVAC systems and associated components at the Vineyard Surface Water Treatment Plant operate safely, reliably, and efficiently, at all times. The

Contractor shall implement a proactive maintenance strategy designed to achieve the following:

• Preserve System Integrity and Safety

Maintain all HVAC assets in full compliance with applicable codes, standards, and manufacturer specifications, ensuring safe and dependable operation for facility staff and visitors.

• Optimize Energy Efficiency and Performance

Perform preventative maintenance and system performance checks that reduce energy consumption, improve reliability, and extend equipment service life, supporting SCWA’s operational and sustainability goals.

• Prevent Unplanned Downtime

Identify and correct developing issues before they lead to equipment failure through scheduled inspections, predictive diagnostics, and timely corrective actions.

• Provide Rapid Emergency Response

Deliver prompt and effective emergency service to restore HVAC operation in the event of unexpected equipment failures, minimizing disruption to critical water treatment processes. The

Contractor shall develop and provide a brief, written plan for emergency operations should an air handler or boiler fail unexpectedly. The plan shall be supplied to SCWA staff within 60 days of contract award.

• Ensure Comprehensive Documentation and Transparency

Maintain accurate and complete service records, including inspection findings, test results, identified deficiencies, and recommended corrective actions. Provide quarterly summaries and annual condition assessments to support SCWA’s asset management and capital planning efforts.

• Support Long-Term Asset Planning

Offer professional recommendations for system upgrades, replacements, and energy-saving opportunities based on lifecycle considerations, observed performance trends, and industry best practices. The Contractor is expected to dedicate resources during the contract to develop comprehensive 10-year, 15-year and 20-year equipment replacement plans with estimated replacement and upgrade costs for future planning. The first annual report shall be due by

December 31 of the first contract year. Each subsequent annual report shall be due by

December 31 for the remainder of each contract term.

5.4. LICENSING, COMPLIANCE & SAFETY

The Contractor shall maintain all required licenses, certifications, and insurance throughout the contract term and comply with all applicable laws, codes, and safety standards.

Licensing and Certifications:

• Contractor must hold a valid California C-20 HVAC license and any other licenses required by state or local regulations.

• Technicians performing work shall be trained and certified for the equipment serviced, including

EPA Section 608 certification for refrigerant handling.

Compliance Requirements:

• All work shall conform to:

o Manufacturer Specifications: All tasks shall follow Original Equipment Manufacturer (OEM) guidelines to preserve warranties and ensure optimal performance.

o Industry Standards: including American Society of Heating, Refrigerating and

Air-Conditioning Engineers (ASHRAE), National Fire Protection Association (NFPA), Occupational Safety and Health Administration (OSHA).

o Local and State Codes, including California Building Standards and Cal/OSHA requirements.

• Contractor shall comply with Sacramento County’s contract terms, prevailing wage requirements, and environmental regulations.

Safety Standards:

• Contractor shall implement a comprehensive safety program for all work performed on-site, including:

o Lockout/Tagout procedures for electrical and mechanical systems.

o Use of appropriate PPE (Personal Protective Equipment).

o Hazard communication and jobsite safety meetings.

• All technicians must follow SCWA’s site-specific safety protocols and emergency procedures.

• Contractor shall immediately report any safety incidents or near misses to SCWA, consistent with OSHA’s requirements and expectations for prompt hazard communication. Such reports must be made as soon as practicable, and no later than 2 hours after the incident or discovery.

Reports shall be made to the SCWA contact person listed in this agreement. If the Contractor is unable to contact the SCWA contact person directly, they shall instead report the incident to the

Agency’s 24/7 control center at 916-875-4291.

5.5. COVERED EQUIPMENT

The scope of this contract encompasses all HVAC equipment and associated components identified in

Exhibit A (Equipment Inventory) and Exhibit B (Preventative Maintenance Tasking & Frequency). This inventory represents a diverse range of mechanical systems critical to the operation of the Vineyard

Surface Water Treatment Plant and includes, but is not limited to:

• Boilers – High-efficiency commercial hot-water boilers serving hydronic heating systems.

Preventive maintenance includes inspection of the pressure vessel, combustion chamber, exchangers, burner, and flue for proper flame quality and signs of deterioration; servicing of the blow-down or drain valve; verification of all safety and control devices; inspection for leaks, corrosion, fouling, or degradation; confirmation of proper system performance under load; and quarterly checks of expansion tanks, pumps, makeup water pressure, and gauge accuracy.

Annual tasks include lubrication of motors and bearings and inspection and cleaning of all internal parts of the combustion chamber, including any exchangers. Annual boiler maintenance and cleaning shall be bid as a standing item, to be completed each year before October 31.

• Packaged Box-Car Air Handling Units (AHUs) – Governair factory-built, large-capacity air handlers (Models TLS10 series) with integrated cooling/heating sections, economizers, blower assemblies, and multi-stage filtration. Units require quarterly preventive maintenance including filter replacement, belt inspection and replacement as necessary, coil and drain pan cleaning, electrical checks, and verification of economizer and VFD operation. Annual tasks include lubrication, megohm testing, condensate system cleaning, and full system performance inspection. The secondary bag filters shall be changed annually, quoted and invoiced as separate work. The secondary filter change shall be coordinated with the regular quarterly PM for efficiency.

• Rooftop Units (RTUs) – Trane gas/electric packaged units providing heating, cooling, and ventilation to assigned building zones. These units include integrated economizers, filtration assemblies, blower sections, and combustion components. Preventive maintenance includes quarterly filter replacement, damper and economizer operation checks, electrical inspections, belt assessments and changes, fan assessments, and seasonal performance verification. Annual tasks include P-trap flushing, condenser coil cleaning, heat-exchange inspection, and lubrication of serviceable bearings.

• Wall-Mounted Heat Pumps – Self-contained heating and cooling units providing conditioned air through direct-drive fan systems and DX refrigeration circuits. Preventive maintenance includes inspection of filters, panels, electrical components, coils, refrigerant-based cooling performance, heating operation, condensate management, and overall system controls. These units follow the

Package Gas/Electric Units checklist, excluding gas-burner–specific items.

• Split Systems and Variable Refrigerant Flow (VRF) Units – Includes indoor fan coils, wall-mounted heads, and outdoor condensing units from Mitsubishi, Daikin, and Fujitsu. These systems require quarterly filter replacement, evaporator coil inspections, refrigerant level verification, condensate management, and electrical component checks. Annual maintenance includes P-trap flushing and lubrication of any field-serviceable bearings.

• Liebert Split Systems – Consisting of an indoor fan-coil section and an outdoor condensing unit designed for precision cooling applications. These systems include filtration assemblies, blower sections, reheat elements, infrared humidifiers (where equipped), and air-cooled condenser components. Preventive maintenance includes quarterly filter replacement, blower and belt inspections, refrigerant circuit checks, electrical verification, and airflow assessments. Annual tasks include condenser coil cleaning, condensate system maintenance, and recording blower motor electrical readings to ensure stable and reliable operation.

• Exhaust Fans – Belt-driven and direct-drive rooftop and inline exhaust fans serving general ventilation and process areas. Preventive maintenance includes quarterly inspection of belt tension and alignment with replacement as necessary, fan wheel condition and balance, proper rotation, panel and guard integrity, and verification of electrical terminations. Tasks also include checking for debris or grease buildup, confirming unobstructed airflow, and ensuring operation within nameplate limitations. Any exhaust fans that are inaccessible by ladder are excused from the periodic maintenance plan and shall be inspected and serviced as a lift is available or if the fan ceases to operate. There is one exhaust fan on-site inaccessible by ladder. Lift rental and service shall be quoted and invoiced as extra work for the exhaust fan on the roof of building 11.

• Supply Fans – Providing supply air to critical spaces through belt-driven fan assemblies.

Preventive maintenance includes quarterly inspection of panel integrity, internal insulation, washable pre-filters, belt tension and alignment with replacement as necessary, fan wheel condition, proper rotation, VFD operation (where equipped), and electrical terminations. System performance is verified under current load conditions, and annual lubrication is performed on field-serviceable bearings when applicable.

• Make-Up Air Units (MAUs) – Delivering tempered outside air for ventilation through belt-driven fan assemblies. Preventive maintenance includes quarterly inspection of pre-filters, panel integrity, electrical terminations, fan belts and drive components, fan wheel condition, proper rotation, and verification of VFD operation where equipped, replacing belts as necessary. Annual maintenance includes lubrication of field-serviceable bearings when applicable.

• Evaporative Coolers – Seasonal cooling units that use evaporative media and belt-driven fan assemblies to provide cooled ventilation air. Preventive maintenance includes quarterly inspection of panel integrity, fan belts and drive components, cooling pad condition, float valve adjustment, pump and electrical components, and overall system operation, replacing belts as needed. Annual pre-season tasks include cleaning pump screens and verifying water distribution nozzles, while post-season tasks include draining the sump and shutting off and bleeding the water supply. Lubrication of field-serviceable bearings is performed annually when applicable.

• Pumps – Centrifugal circulating pumps serving chilled water, heating water, and condenser water loops. Preventive maintenance includes inspection of seals, gaskets, couplings, fluid flow, strainers, and electrical components including terminations and mag starters. Maintenance also includes verification of drive alignment, bearing condition, and operational performance, with lubrication of motors and field-serviceable bearings performed annually.

Each piece of equipment will be serviced according to manufacturer recommendations and SCWA standards, with attention to filter sizes, belt quantities, and any special requirements noted in Exhibit A and Exhibit B. Contractors are expected to confirm all equipment details during the mandatory site visit and report discrepancies. Any equipment omitted from Exhibit A will be considered excluded from the base scope unless added through a formal written addendum issued by the COUNTY. SCWA will provide belts for equipment on site. The vendor is expected to notify SCWA staff when belts or spare parts are used from the inventory, so the SCWA staff person may replenish the supply.

Any additional equipment that is installed, replaced or upgraded shall be included for maintenance until the annual contract renewal. At least 30 days before annual renewal, the contractor may elect to submit an amended maintenance proposal to include any additional costs. Approval of the amended plan or increased costs will be at the discretion of SCWA.

5.6. PREVENTATIVE MAINTENANCE TASKING & FREQUENCY

The Contractor shall perform scheduled preventative maintenance on all HVAC equipment listed in

Exhibit B. All services must comply with manufacturer recommendations, SCWA standards, and applicable codes. Preventative maintenance activities occur on a weekly, quarterly, and annual/seasonal basis, as defined in Exhibit B and supported by the equipment inventory in Exhibit A.

Summary of PM Approach

Weekly: Contractor shall perform weekly monitoring of the Controls Metasys Building Management

System (BMS) for alarms and equipment issues, including monitoring variable air valve (VAV) performance. This task shall include a minimum of 30 minutes of review and documentation, with any identified issues reported to SCWA. The Contractor shall be responsible for establishing trends to monitor problems for extended periods of time. The Contractor shall be responsible for maintaining and updated the BMS as necessary with patches. Any full upgrades to the BMS will be treated as separate, extra work. The Contractor shall be responsible for establishing and maintaining their remote connection. The Contractor shall be responsible for reporting any access issues each Monday and troubleshooting connection issues with County Information Technology (I.T.) staff. The time for troubleshooting and maintenance of the BMS shall be included in the maintenance proposal base cost.

Security concerns from the County I.T. Risk Assessment Team shall be acknowledged and either patched or a quote provided for extra work to upgrade or patch and move the BMS to compliance within 72 business hours from the Contractor. The Contractor should be prepared to work directly with the Risk

Assessment Team and County I.T. to expedite compliance.

Quarterly: Comprehensive mechanical and operational inspections across all equipment types. Tasks include filter replacement, belt inspection, adjustment and replacement, coil and drain pan inspections, electrical integrity verification, operational performance checks, and confirmation of proper airflow and equipment response. SCWA shall supply belts for replacement. The Contractor shall notify the SCWA when belts or parts are used from on-site inventory, so agency staff may replenish the supply. The

Contractor shall supply all air filters with the exception of secondary bag filters. The bag filters shall be changed annually and treated as a separate maintenance item.

Quarterly hydronic system tasks include opening and cleaning all strainers and maintaining the corrosive inhibiter in the hot and cold-water loops quarterly.

The Contractor shall open and clean the treated water strainers in buildings 51, 91, and 92. The

Contractor shall report all material found in strainers to SCWA staff with the quarterly service report and invoice.

Contractors shall maintain correct levels of Tylon B-20 or equivalent corrosion inhibiter in the hot and cold-water loops in buildings 51, 91 and 92. The Contractor shall obtain and leave on site, testing kits to test the level of corrosion inhibiter quarterly. The testing kit expiration date must be monitored and the kit replaced before expiration, at the expense of the Contractor. The test results, including pictures of the test vials, shall be supplied to SCWA staff with the quarterly service report and invoice. Flushing of the loops shall be treated as extra work. Additional Tylon B-20 or equivalent shall be quoted as supplies and supplied by the vendor, paid for by the agency. The Contractor will be required to work with SCWA staff to obtain flushing permits prior to any discharge into on-site drains. The Contractor will be required to use a meter or calculation to report the amount discharged, after being authorized to discharge.

Annual / Seasonal: Tasks performed once per year or aligned with seasonal changeover requirements.

These include lubrication of field-serviceable bearings, inspection of combustion components on boilers, annual condenser and evaporator coil cleaning where applicable, flushing of condensate P-traps prior to cooling season, and pre-season/post-season service of evaporative coolers (including cleaning, draining, and shutoff procedures).

The Contractor shall provide a quote for hourly labor to open and clean the exchangers in the four boilers on-site. The Contractor shall supply photographic evidence of the cleaning to SCWA staff. The exchangers must be cleaned and operational by October 31 each year.

The Contractor shall perform combustion tests for each boiler and provide the results of the combustion tests to SCWA staff, annually, during the fourth quarter maintenance session.

The Contractor shall supply a cost in their proposal for replacing every secondary “bag” filter in the air handlers on-site annually.

Detailed task sheets and frequencies requirements are provided in Exhibit B.

Materials and Additional Charges

The following materials are included in the base preventative maintenance scope:

• High-efficiency pleated filters (MERV 13) per Exhibit A specifications. Filters exceeding the

MERV-13 rating will be acceptable

• Cleaning and lubrication supplies required for scheduled tasks

The following items are not included and will be billed at cost plus the approved markup as specified in the pricing table if required:

• Contactors and evaporative cooler media

• Specialized parts or components beyond routine PM tasks

• Additional filters beyond scheduled changes including secondary “bag” filters in air handlers

5.7. UNPLANNED SERVICE AND REPAIRS

Unplanned service and corrective repairs are required when HVAC equipment fails, operates outside of acceptable parameters, or exhibits conditions that could compromise safety, reliability, or regulatory compliance. The Contractor shall provide timely and professional response to all unplanned service requests initiated by SCWA. The Contractor shall be prepared to respond to unplanned requests with a technician on-site within two hours. The Contractor shall provide a single point of contact for SCWA staff to report emergencies.

Scope of Unplanned Service

Unplanned service includes, but is not limited to:

• Equipment failures or operational malfunctions

• Alarms or fault conditions identified through the control system

• Loss of heating, cooling, ventilation, or process-critical airflow

• Refrigerant leaks, hydronic leaks, or abnormal system pressures

• Electrical failures, tripped breakers, or unsafe wiring conditions

• Pump failures, boiler lockouts, or VFD faults

• Any condition posing an immediate risk to personnel, equipment, or facility operations

Response Requirements

• Emergency Response: The Contractor shall respond promptly, and be on site no later than two

(2) hours to emergency service requests to restore safe operation and minimize disruption to water treatment processes. If immediate action is required to restore operation, the Contractor will complete it promptly to minimize downtime, with notification provided to SCWA as soon as possible.

• Non-Emergency Response: The Contractor shall address non-critical service requests within a reasonable timeframe agreed upon with SCWA with verbal or written authorization.

• Diagnosis and Repair: Technicians shall perform troubleshooting, identify root causes, and complete repairs using industry-accepted practices and manufacturer specifications.

• Parts and Materials: Replacement parts shall meet or exceed Original Equipment Manufacturer

(OEM) specifications. SCWA approval is required for major components or repairs.

Documentation and Reporting

For every unplanned service event, the Contractor shall provide:

• A detailed service report describing the issue, diagnostic findings, and corrective actions

• Identification of replaced parts, materials used, and labor hours

• Recommendations for preventing recurrence or addressing underlying system deficiencies

• Notification of any conditions requiring follow-up work or capital planning consideration

Coordination With Preventative Maintenance

Unplanned repairs do not replace scheduled preventative maintenance. When feasible, corrective actions identified during unplanned service shall be incorporated into future PM activities to improve system reliability and reduce repeat failures.

Unscheduled Service and Repairs Pricing

• Labor for unplanned repairs and emergency repairs will be billed at the contract hourly rates specified in the pricing table.

• Parts and components will be billed at cost plus the approved markup as specified in the pricing table.

Warranty

The Contractor shall provide:

• Labor Warranty: One (1) year warranty on all labor for new equipment or parts purchased from and installed by the Contractor.

• Parts Warranty: Manufacturer’s standard warranty on all parts and components.

Expected Service Levels and Response Times:

• Standard Business Hours: Monday–Friday, 6:00 a.m. to 5:00 p.m.

• Emergency Availability: 24/7/365 dispatch and on-call support and single point of contact.

• Average Response Time: Four (4) hours from initial call to technician arrival for unscheduled service.

• Emergency Repairs: Two (2) hours from initial call to technician arrival. Performed immediately if critical to restore operation, with notification provided as soon as possible.

• Communication: Confirmation email provided upon dispatch; phone diagnostics offered prior to technician dispatch during business hours.

• Customer Satisfaction: Contractor shall maintain open communication, provide timely updates, and ensure minimal disruption to SCWA operations. Contractor shall supply a contact for billing questions.

5.8. REPORTING AND DELIVERABLES

The contractor shall provide comprehensive documentation to ensure transparency and support SCWA’s asset management objectives. At a minimum, the following deliverables are required:

• Service Reports:

After each preventative maintenance visit, provide a detailed report including:

o Date and time of service o Equipment serviced (by ID and location) o Tasks performed o Readings and test results o Observed deficiencies and corrective recommendations o Photos of critical components (as applicable)

• Compliance Documentation:

Submit records of any code-required inspections, certifications, or tests performed (e.g., boiler combustion analysis, water treatment reports).

• Unplanned Service and Emergency Service Records:

Document all unscheduled service calls, including response time, corrective actions, and parts used.

• Emergency HVAC Operations Plan:

Within 60 days of contract award, the Contractor shall submit a written plan describing emergency procedures and temporary measures to be implemented in the event of:

• Air handler failure

• Boiler failure

• Chiller or major component failure

• Any other event affecting critical HVAC functionality

• Long-Range HVAC Asset Replacement & Upgrade Plans:

The Contractor shall develop and submit comprehensive long-term capital planning documents and submit to SCWA by December 31 annually, including:

• 10-Year HVAC Replacement Plan

• 15-Year HVAC Replacement Plan

• 20-Year HVAC Replacement Plan

Plans must identify:

• Recommended replacements or upgrades

• Priority rankings and criticality

• Estimated costs

• Supporting condition or performance rationale

5.9. PRICING & INVOICING

Pricing Structure:

• Quarterly Preventative Maintenance(PM) shall be billed at the agreed contract rate per scheduled PM visit for all equipment at 10151 Florin Rd as listed in Exhibit A and Exhibit B, unless otherwise specified in the pricing table.

• Pricing shall include all labor and included materials (filters, cleaning supplies, lubrication).

• Additional materials such as contactors, evaporative cooler media, additional filters and specialized parts will be billed separately at cost plus the approved markup.

• Repairs outside the preventative maintenance scope will be billed on a Time and Material

(T&M) basis at the contract hourly rates.

Hourly Rates for Unplanned Service:

The County requires one flat hourly rate for all unplanned, emergency, after-hours, weekend, and holiday service.

Regular Service (Business Hours 6:00AM-5:00PM)

For regular, scheduled service performed during normal business hours, no minimum billing period is permitted. Billing shall begin when the technician arrives onsite. The County will not pay travel charges, trip fees, truck fees, fuel surcharges, or any similar charges.

Emergency / After-Hours / Weekend / Holiday Service

For emergency, after-hours, weekend, or holiday service, the Contractor may bill a two-hour minimum at the flat hourly rate. No additional travel charges, truck fees, minimum service charges, or other fees beyond the two-hour minimum are permitted. Billing shall begin when the technician arrives onsite. Any hours worked beyond the initial two-hour minimum shall be billed at the same flat hourly rate.

Rate: [Insert Flat Hourly Rate]

Markup on Parts:

• Approved markup on parts: [Insert Rate]

Invoicing Terms:

• Invoices will be issued upon completion of each scheduled preventative maintenance visit and any authorized additional work.

• Payment is due within thirty (30) days of invoice date.

• Each invoice will include:

o Date of service o Equipment serviced o Tasks performed o Labor hours and rates o Materials used and itemized costs o Any approved additional work

Emergency Repairs:

• Emergency repairs performed if critical may be performed without prior approval (to restore critical operations) will be invoiced at the applicable T&M rates and documented in the service report. The Contractor shall make attempts to contact agency staff for a purchase order before completing emergency repairs. The Contractor may call the control room at the treatment plant

24/7/365 at (916) 875-4291. The Contractor shall contact the primary SCWA facilities contact person before the control room during business hours.

5.10. SITE INFORMATION & COORDINATION

Site Location: Vineyard Surface Water Treatment Plant, located at 10151 Florin Road, Sacramento, CA.

Primary SCWA Facilities Contact Information: David Webb, webbda@saccounty.gov , 916-874-3763

Coordinate schedule with SCWA Facilities to avoid disruption.

Work windows (standard hours): 6:00 AM–5:00 PM, Monday–Friday unless otherwise approved. The

Contractor may perform work on county holidays with authorization.

mailto:webbda@saccounty.gov

6. Vendor Submissions

6.1. Bid Requirements*

Did you read through and confirm that you met all of the bid requirements?

☐ Yes

☐ No

*Response required

6.2. Please confirm that your company will accept the County's contract terms and conditions.*

☐ Please confirm

*Response required

6.3. Provide the following contact information:*

Provide a primary operations contact (name, title, email, phone number) as the dedicated account manager assigned to the County.

Provide contact information (name, title, email, phone number) for the individual authorized to sign the contract.

Provide an accounts payable contact (name, title, email, phone number) for billing inquiries.

*Response required

6.4. Mandatory Pre-Bid Meeting Attendance*

Did your firm attend the mandatory pre-bid meeting?

☐ Yes

☐ No

*Response required

6.5. Licensing, Certifications & Personnel Qualifications*

Bidders must demonstrate that the firm and proposed personnel hold all required professional licenses and certifications.

Response Requirements:

• Valid California C-20 HVAC Contractor License (include license number).

• EPA Section 608 Refrigerant Certification for all technicians.

• Identification of key personnel proposed for this contract, with summaries of their experience and training.

• Confirmation that personnel have relevant experience working with controls-integrated mechanical systems in industrial/treatment plant environments.

*Response required

6.6. Vendor Experience and Past Performance*

Bidders must demonstrate firm-level experience performing HVAC inspection, maintenance, repair, diagnostics, and technical support services at facilities comparable in size, complexity, and operational criticality to the Vineyard Water Treatment Plant.

Response Requirements:

• At least two (2) comparable project examples completed within the past five (5) years.

• Description of facility type, size, and complexity of HVAC / mechanical / controls-integrated systems.

• Scope of services performed (preventive maintenance, diagnostics, repairs, specialty systems, emergency response, etc.).

• Contract duration and value (if applicable).

• Experience in water/wastewater treatment plants, industrial sites, or other mission-critical facilities.

*Response required

6.7. Safety Program & Compliance Requirements*

Bidders must demonstrate their ability to meet SCWA safety requirements and perform work safely in industrial or treatment plant environments.

Response Requirements:

• Confirmation that the firm maintains a documented OSHA/Cal OSHA–compliant safety program.

• Description of safety procedures, including Lockout/Tagout, hazard communication, PPE, and jobsite safety meeting practices.

• Demonstrated experience working under site-specific safety protocols in industrial or treatment plant settings.

• Description of incident and near-miss reporting processes, including ability to meet SCWA reporting timeframes.

• Confirmation that all personnel will comply with SCWA emergency procedures and site access requirements.

*Response required

6.8. Does your company hold a valid California C-20 HVAC Contractor License?* Bidder Response Confirmation Checklist

☐ Yes

☐ No

*Response required

6.9. Do all proposed technicians hold EPA Section 608 Certification?* Bidder Response Confirmation Checklist

☐ Yes

☐ No

6.10. Will you provide copies of all licenses and certifications upon request?* Bidder Response Confirmation Checklist

☐ Yes

☐ No

*Response required

6.11. Have you identified all key personnel proposed for this contract?* Bidder Response Confirmation Checklist

☐ Yes

☐ No

*Response required

6.12. Do proposed personnel hold qualifications appropriate for industrial/treatment plant environments?*

Bidder Response Confirmation Checklist

☐ Yes

☐ No

*Response required

6.13. Have you included at least two (2) comparable project examples completed in the past five (5) years?*

Bidder Response Confirmation Checklist

☐ Yes

☐ No

*Response required

6.14. Do the examples involve facilities similar in complexity and operational criticality to water treatment or industrial process plants?*

Bidder Response Confirmation Checklist

☐ Yes

☐ No

*Response required

6.15. Does your firm maintain a documented OSHA/Cal OSHA-compliant safety program? *

Bidder Response Confirmation Checklist

☐ Yes

☐ No

6.16. Can your firm meet SCWA’s required incident/near-miss reporting timeframe?*

Bidder Response Confirmation Checklist

☐ Yes

☐ No

*Response required

6.17. Does your firm have experience working under site-specific safety protocols?*

Bidder Response Confirmation Checklist

☐ Yes

☐ No

*Response required

6.18. Confidential Company Information (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your response package. Click "File Upload" below to upload your confidential documents.

6.19. Contractor Certification of Compliance, part 1*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

CONTRACTOR hereby certifies that either:

☐ (a) the CONTRACTOR is a government or non-profit entity (exempt); or

☐ (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt); or

☐ (c) each Principal Owner (25% or more), does not have any existing child support orders; or

☐ (d) CONTRACTOR’S Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current…