City of Gilroy Public Works Department Date released: November 30, 2018 ATTN: WALTER DUNCKEL, FACILITIES SUPERINTENDENT CITY OF GILROY 7351 ROSANNA STREET GILROY, CA 95020-6197 Proposals Due by: 2:00 pm, Tuesday, January 8, 2019 Request for Proposals HVAC SERVICES No. 19-RFP-FAC-421
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City of Gilroy Public Works Department
Date released: November 30, 2018
ATTN: WALTER DUNCKEL, FACILITIES SUPERINTENDENT
CITY OF GILROY
7351 ROSANNA STREET
GILROY, CA 95020-6197
Proposals Due by: 2:00 pm, Tuesday, January 8, 2019
Request for Proposals
HVAC SERVICES
No. 19-RFP-FAC-421
i
Notice Inviting Finalist Proposals
No. 19-RFP-FAC-421
The City of Gilroy is now soliciting submittals from heating, ventilation, and air conditioning
service vendors for consideration for a multi-year Heating, Ventilation, and Air conditioning
(HVAC) Services Contract. It is the intent of the city to award a 3-year contract, with the option
of a 2-year extension for said services. Award of contract by the Gilroy City Council is
scheduled for February 4th, 2019.
A Mandatory Proposal Preview & Site Tour will be held on W e d n e s d a y , D e c
1 2 t h , 2 0 1 8 f r o m 8 : 0 0 A M to 3:00 PM, b e g i n n i n g in the City Corporation Yard
meeting Room at 613 Old Gilroy Street in Gilroy. Contractor must be present at the
proposal preview & site tour in order to have their proposal considered.
Submit four hard copies and one electronic copy in PDF format on a CD/DVD of the proposal. The hard copies and CD/DVD shall be mailed or submitted to the City of Gilroy prior to 2:00 PM, Tuesday, January 8, 2019. Proposals shall be submitted in a sealed package clearly marked “HVAC SERVICES” and addressed as follows:
ATTN: Walter Dunckel, Facilities Superintendent
City of Gilroy RFP for HVAC Services
7351 Rosanna St.
GILROY, CA 95020
Submittals received after the time and date specified above will be considered nonresponsive and will be returned to the Contractor. The City of Gilroy accepts no responsibility if delivery is made to another location other than location specified above and/or delayed deliveries by your chosen carrier. Any proposals received prior to the time and date specified above may be withdrawn or modified by written request of the Contractor. To be considered, however, the modified submittal must be received prior to 2:00 pm, Tuesday, January 8, 2019. Unsigned submittals or submittals signed by an individual not authorized to bind the prospective Contractor will be considered nonresponsive and rejected.
This RFP does not commit the City of Gilroy to award a contract, to pay any costs incurred in the preparation of a PROPOSAL or subsequent proposals for this request, or to procure a contract for services. The City of Gilroy reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified Contractor, or to modify or cancel in part or in its entirety the RFP if it is in the best interests of the City of Gilroy to do so. All products used or developed in the execution of any contract resulting from this RFP will remain in the public domain at the completion of the contract.
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19-RFP-FAC-421 HVAC Services
Table of Contents
Notice Inviting Finalist Proposals i
QUALIFICATIONS SUBMITTAL CHECKLIST 1
RFP OVERVIEW 2
Schedule 2
SUBMISSION FORMAT & CONTENT INFORMATION 3
Submission Content Requirements 3
Evaluation Process 6
Addendums 8
Licenses and Insurance 8
Laws to be Observed 8
Billing and Invoicing 9
Contract Period 9
RFP Questions 9
STANDARDS AND SPECIFICATIONS 9
HVAC Service Requirements 9
Days and Hours of Work 9
Personnel 10
Security 11
Service Changes 11
Vandalism and Repair of Damage 11
Service Frequency and Schedules 11
Locks and Keys 12
Deficiency Notice Procedures 12
Right of Severance and Termination 12
Maintenance and Operation of Equipment and Vehicles 13
Storage of Material and Equipment on the Site 13
Cal-OSHA & Safety Requirements 13
Public Convenience and Safety 13
Accident Reporting 13
Management and Supervision 13
Green Business Practices 14
TECHNICAL SPECIFICATIONS 14
ATTACHMENT A – Non Collusion Declaration A-1
ATTACHMENT B – Cost Proposal B-1
ATTACHMENT C – Contractor Information C-1
ATTACHMENT D – Included Buildings and Equipment D-1
ATTACHMENT E – Location Map E-1
ATTACHMENT F – Workers’ Compensation Experience Modification Rate Statement F-1
ATTACHMENT G – Environmentally Preferable Purchasing Policy G-1
ATTACHMENT H – Agreement for Services H-1
Request for Proposals No. 18-RFP-PW-409 1
QUALIFICATIONS SUBMITTAL CHECKLIST
HVAC SERVICES
Proposal No. 19-RFP-FAC-421
The following documents/information must be filled out and included/submitted in
the proposal in order to be considered for this project:
Non-Collusion Declaration (Notarized) – Attachment A
Cost Proposal completed & signed – Attachment B
Contractor Information Statement completed & signed – Attachment C
Workers’ Comp Experience Modification Rate Statement – Attachment F
Attach copy of at least one of the following documents: Injury and Illness
Prevention Plan (IIPP), Code of Safe Practices, or other applicable safety-
related plans, documents, or policies.
Proposal as per the Submission Format & Content Information section starting
on page 3 of the RFP
Deliver proposal to City of Gilroy in sealed envelope to City of Gilroy address
given by 2:00 pm, Tuesday, January 8th, 2019
Request for Proposals No. 18-RFP-PW-409 2
RFP OVERVIEW
Introduction
The City of Gilroy is located 28 miles south of San Jose, California. It is a developing community in
transition with a population of over 57,000. The small family farms of the past have given way to
sophisticated seed culture, high tech food processing, recreational shopping, and modern wine production.
Gilroy is situated in the Santa Clara Valley, just 15 miles from the Pacific Ocean, and strategically located at
the junction of two key highways: U.S. 101 ands U.S. 152. Gilroy is within a ½ hour drive of the Silicon
Valley. Gilroy’s Parks and landscaped facilities are valued and heavy used by the community including the
world famous annual Garlic Festival.
The City of Gilroy invites your company to submit a proposal detailing your firm’s capability to provide the
City with Heating, Ventilation, and Air Conditioning (HVAC) services according to the general
specifications and information provided in this document. Your submission should clearly demonstrate how
your resources and services you can provide meet the City's requirements.
Background
The City of Gilroy owns and maintains 57 buildings totaling approximately 275,000 square feet of buildings,
including City Hall, Senior Center, Police Station, three fire stations, Wheeler Community Center,
Corporation Yard, and various other buildings in parks and other City facilities. The City has found it most
expeditious to provide HVAC services in most facilities with a contractor. This multi-year contract is for
mechanical HVAC maintenance services for approximately 229,809 square feet of conditioned building
space. Some of that space is office space but it also includes a gymnasium, a police station, three fire
stations, community center, senior center, fleet maintenance shop, and recreation centers. Some buildings
operate Monday – Friday during normal business hours but some facilities operate seven days per week and
some operate 365/24/7. The term of this contract will be three years with an option to renew for two
additional years.
The contractor will provide routine maintenance tasks such as changing filters & belts, cleaning coils and
condensate pans, lubrication, inspection, plus perform repairs and component replacement as necessary.
The City of Gilroy is a Santa Clara County Green Business. Custodial services and supplies play a large part
in remaining a Green Business. The contractor will be expected to use products and practices that support
the City’s green business efforts.
Contractor employees must pass a thorough security clearance that includes fingerprinting FBI and
Department of Justice background check, prior to working in City facilities.
Intent and Selection Process
Interested Contractors may submit a proposal that shall include proposed fees, projected staffing levels,
routine maintenance program, periodic maintenance program, and a record reporting system at a minimum.
The objective of this process is to be able to select a HVAC service firm to recommend to the City Council
for final contract award. The selected firm will be the one that best demonstrates that they can most
affordably meet the City’s requirements for the proposed HVAC services.
Schedule
The city intends to award a HVAC services contract by February 2nd, 2019, with service to begin March 1,
2019. The key dates driving the Selection Process of HVAC Services contract are shown below:
Request for Proposals No. 18-RFP-PW-409 3
Selection Process Actions Target Date
Invitation to Vendors to submit proposal 11/30/2018
Mandatory Proposal Preview & Site tour 12/12/2018
Proposal submissions due to City 1/8/2018
Selection evaluation - negotiate final terms 1/11/2018
Selection decision 1/14/2018
Recommendation Staff Report for Approval by City Council 1/14/2018
Contract Agreement pre-signed and Insurance in place 1/30/2018
City Council Meeting 2/4/2018
Issue purchase order 3/1/2018
HVAC Contract to begin 3/1/2018
SUBMISSION FORMAT & CONTENT INFORMATION
Submission Content Requirements
Please respond to each of the requests for information by Letter and Number as appropriate. Provide Letter
or Number with each response and include PAGE NUMBERING. Any attachments/exhibits should also be
labeled when provided.
1. Statement of Understanding – Provide a brief statement indicating overall understanding of the
service contract.
2. Contractor Information Statement - Complete and sign proposal statement (Attachment C).
3. Key Staff - Identify the key contract team leader(s) who will direct all on-site HVAC services and
who will interface routinely with the designated City contract inspector. Provide a minimum one
page resume listing qualifications and past experience.
4. General Statement of company Qualifications/Responsiveness – Company history, management
personnel’s experience with service clients of similar size and scope, and other not covered
Please see Included Buildings and Equipment in Attachment D, and Location Map in
Attachment E.
Contract site questions or scope of work questions can be raised at the Proposal
Preview & Site Tour on W e d n e s d a y , D e c e m b e r 1 2 t h , 2 0 1 8 f r o m
8 : 0 0 A M to 3:00 PM, in the City Corporation Meeting Room located at 613 Old Gilroy
Street in Gilroy. Contractor must be present at the proposal preview & site tour in order to
have their proposal considered.
Prevailing Wage is a contract labor cost requirement of this service contract.
By submitting the fee schedule, the Contractor acknowledges that the Contractor has made
a personal inspection of each site and the surrounding areas and has evaluated the extent to
which the physical condition thereof will affect the services to be provided. The Contractor
Request for Proposals No. 18-RFP-PW-409 4
acknowledges that the regular completion of services hereunder may result in a gradual
upgrading of the areas maintained, regardless of the present condition. The HVAC Services
Contract Fee Schedule should be based on the standard upkeep of each area and not reflect
any perceived renovation work needed.
Provide cost proposal for Option 1 and Option 2 as described in TECHNICAL
SPECIFICATIONS (page 12) and describe services, including labor, materials, supplies,
and components, to be provided under each option. Specify any items not included in each
option.
6. Non-Collusion Declaration - Under penalty of perjury, the enclosed Non-Collusion Declaration
shall be signed, dated, notarized, and returned with the proposal (Attachment A).
7. References - Provide three references for the project team (name, address and phone number) for
recent similar work. Contractor is to furnish the names, addresses, phone numbers, a point of
contact, and references from all clients in the Bay Area/ Central California Region to whom
Contractor has provided services of similar size and scope in the past 5 years. Indicate annual dollar
value. One service client shall have had an annual dollar value of $150,000 or more. Also list
references for any contract that was cancelled within the past five years and the reason for such
cancellation.
8. Resources and Service Description: Provide a comprehensive description of the resources, plan
and methodology that will be used to provide resources for the different elements of the requested
HVAC services. Special emphasis should be placed on how your company will “partner” with the
City to provide innovative approaches and techniques in both the services provided today and in the
way it will respond to future needs of the Gilroy community and evolving scope of work under this
service contract. Include how you plan to build trust into the relationship between your organization
and the City.
9. Staffing
a. Include a work plan of how you will staff and supervise normal and periodic maintenance
schedules. Provide a monthly calendar indicating staffing and work strategies. Identify site
specific work as maybe appropriate. Discuss how you will adhere to approved maintenance
schedules.
b. Provide a complete overview of all training programs provided. Specifically identify those
you considered part of your “Safety Program”.
c. Detail your company’s employee retention program and philosophy.
d. List the full or part time status of each employee that will be assigned to this contract.
Explain your staffing process to fill positions if needed.
e. Detail your company’s policy for recruitment and screening process for DMV driving
record, drug use, and criminal history.
f. Description of designated on-site supervisor’s role in delivery of contract services and
availability of on-site supervisor and contingency plans when not available.
g. Description of the line-staff’s role in the delivery of exceptional contract service and
customer service.
h. Provide training certifications (e.g. EPA 608) for all service staff.
10. HVAC Equipment Preventive Maintenance and Repair – Describe your companies experience,
certifications, and capabilities to provide preventive maintenance and repairs to a variety of HVAC
equipment, including chillers, boilers, cooling towers, air handlers, package units, and built-up
systems. Also describe your experience in direct digital controls for HVAC systems.
Request for Proposals No. 18-RFP-PW-409 5
11. Equipment – Attach an equipment inventory exhibit listing all equipment and vehicles to be used
for this contract. The inventory should include year of manufacture and condition described as
“Fair”, “Good”, or “Excellent”.
12. Communication – Provide a description of the systems your company uses to communicate
between supervisors and/or office staff and field staff. Also, describe the systems you use to assign,
track, and evaluate work performed by your employees.
13. Technology – Discuss any technology tools your company uses to stay innovative and responsive to
the needs of customers for the services you provide.
14. Green Business Practices – Describe your company’s plan for providing HVAC services utilizing
recycled products and green practices.
15. Service Philosophy – Discuss what your company believes to be the most important component of
the services you provide. Explain why.
16. Customer Service and Quality - Discuss your company’s vision of customer service and quality.
Describe the steps your company takes to insure that each person’s role in your organization is
understood as it relates to exceptional customer service and quality.
17. Length of Submission – There is no minimum or maximum length of the RFP submittal
information pages. Please be as thorough as possible in your responses. Number all pages and label
exhibits. Exhibits and attachments should be bound together with the RFP submittal.
18. Response Submission - Six copies of RFP submittal are required. All submissions must be sealed
in a package showing the following information on the outside and addressed to:
Attn. Walter Dunckel
City of Gilroy,
7351 Rosanna Street, Gilroy, CA 95020
19-RFP-FAC-421
RFP Title: HVAC Services
Contractor’s name and address
The submission package must be mailed or delivered to the above address prior to the deadline for
receipts of submissions. All respondents who mail or ship their submissions must allow sufficient
delivery time to ensure receipt of their submissions by the time specified. Late submissions will not
be accepted for consideration.
19. Deadline for Receipt of Submissions - All submissions must be received by the Purchasing
Division, Gilroy City Hall Gilroy, 7351 Rosanna Street, Gilroy, CA, by 2:00 P.M. on Tuesday,
January 8th, 2019.
20. Logistical Issues - Describe how your company will stage and mobilize the equipment and supplies
needed to perform all work. Describe where and how will you store and dispatch equipment and
supplies to contract sites. There will be limited space available at the City facilities.
Request for Proposals No. 18-RFP-PW-409 6
Evaluation Process All submittals will be evaluated by City of Gilroy Selection Committee. The Committee may be composed of City of Gilroy staff and may include other parties that may have expertise or experience in the services described herein. The Committee will review the submittals and will rank the proposers. The evaluation of the proposals shall be within the sole judgment and discretion of the Committee. All contacts during the evaluation phase shall be through the City of Gilroy Contract Administrator/Project Manager only. Proposers shall neither contact nor lobby evaluators during the evaluation process. Attempts by Proposer to contact members of the Committee may jeopardize the integrity of the evaluation and selection process and risk possible disqualification of Proposer.
The Committee will evaluate each submittal meeting the qualification requirements set forth in this RFP.
Evaluation Criteria Proposals will be evaluated according to each Evaluation Criteria, and scored on a zero to five point rating. The scores for all the Evaluation Criteria will then be multiplied according to their assigned weight to arrive at a weighted score for each proposal. A submittal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred (500) points.
Rating Scale
0
Not Acceptable
Non-responsive, fails to meet RFP specifications. The approach has no probability of success. For mandatory requirement this score will result in disqualification of submittal.
1
Poor
Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving project objectives per RFP.
2
Fair Has a reasonable probability of success, however, some objectives may not be met.
3
Average
Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on interpretation of submittal by Evaluation Committee members.
4 Above
Average/Good Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives per RFP requirements and expectations.
5
Excellent/ Exceptional
Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success and in achieving all objectives and meeting RFP specification.
Request for Proposals No. 18-RFP-PW-409 7
The Evaluation Criteria Summary and their respective weights are as follows:
Sele
ctio
n C
rite
ria
No. Written Evaluation Criteria Weight Rating Points*
The final contractor will be selected based on both the written and oral interview evaluation criteria above as shown in the table above. In the event of tie scores, the City reserves the right to make a judgment call as to who may be selected, or select both.
1. Cost of Services
a. Based on the cost of the HVAC Services cost per the HVAC Services Contract Fee Schedule – Attachment B
2. Qualifications & Experience (Weighting = 20)
b. Relevant experience, specific qualifications, and technical expertise of the firm and sub-contractors to perform HVAC Services as required.
3. Organization & Approach (Weighting = 20)
a. Describes familiarity with this type of project, and demonstrates understanding of the work to be completed for HVAC Services
b. Roles and Organization of Proposed Team
i. Proposes adequate and appropriate disciplines of project team. ii. Some or all of team members have previously worked together on
similar project(s). iii. Overall organization of the team is relevant to City of Gilroy needs.
c. Project and Management Approach i. Team is managed by an individual with appropriate experience in
similar projects. This person’s time is appropriately committed to the project.
ii. Project team and management approach responds to project issues. Team structure provides adequate capability to perform both volume and quality of needed work within project schedule milestones.
d. Roles of Key Individuals on the Team i. Proposed team members, as demonstrated by enclosed resumes, have
relevant experience for their role in the project. ii. Key positions required to execute the project team’s responsibilities
are appropriately staffed.
Request for Proposals No. 18-RFP-PW-409
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e. Working Relationship with City of Gilroy/Public Sector i. Team and its leaders have experience working in the public sector
and knowledge of public sector procurement process. ii. Team leadership understands the nature of public sector work and its
decision- making process. iii. Proposal responds to need to assist City of Gilroy during the project.
4. Scope of Services to be Provided (Weighting = 20)
f. Detailed Scope of Services to be Provided i. Proposed scope of services is appropriate for all phases of this project. ii. Scope addresses what is included and excluded as far as repairs and
replacements when equipment breaks down. g. Project Deliverables
i. Deliverables are appropriate to schedule and scope set forth in above requirements.
5. Conflict of Interest Statement (Pass/Fail)
h. Discloses any financial, business or other relationship with the City of Gilroy that may have an impact upon the outcome of the contract or the construction project.
i. Lists current clients who may have a financial interest in the outcome of this contract.
6. References (Weighting = 20)
j. Provide as reference the name of at least three (3) agencies you currently or have previous HVAC service contracts with in the past three (3) years.
Addendums
If the City determines that addendums to this RFP are necessary, they will be delivered to the
contractor by email.
Licenses and Insurance
In addition to all other requirements set forth in the Contract documents, the successful
contractor to whom the contract is awarded must maintain and keep in force throughout the
progress of the contact, all required insurance and City of Gilroy Business License.
Laws to be Observed
The Contractor shall keep himself fully informed of all State and National laws, labor laws and
provisions, and all municipal ordinances and regulations of the City which in any manner affect
those engaged or employed in the work, or the materials used in the work, or which in any way
effect the conduct of the work, and of all such orders and decrees of bodies or tribunals having
any jurisdiction or authority over the same.
Request for Proposals No. 18-RFP-PW-409
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Billing and Invoicing
Invoices will be submitted monthly for the current month’s services. Missed service will result
in prorated reduction of payment.
Contract Period
The contract period, once awarded by the City Council, is proposed to be from March 1, 2019 to
February 28, 2022. The city may request a 2-year extension of terms.
RFP Questions
In order to have the city respond in a timely manner to questions about this RFP, please don’t wait until
the last minute to ask them, but in no case later than 12:00 noon on Jan 7, 2019 (one day before RFP is
due). Direct questions regarding this RFP, via email, to the following: