HVAC Maintenance and Warranty

The City of Manhattan Beach ("City") is requesting proposals from professional Heating, Ventilation, and Air Conditioning (HVAC) contractors for the overall maintenance and warranty of the City’s HVAC systems for all City properties. The full coverage maintenance shall be defined as the maintenance, adjustment, repair, and/or replacement of any part of the HVAC systems. This shall include, but not be limited to, any and all plumbing, wiring, control devices, sensors, boilers, chillers, compressors, thermostats, and ducting that are utilized for the HVAC systems. Lastly, the City is looking for an annual lump sum fee for the Citywide HVAC maintenance and warranty services.

The City invites sealed proposals on the project described herein to be submitted via the City’s e-Procurement Portal, OpenGov.

Proposals will be received until 3:00 pm on Thursday, May 21, 2026.

Project Details

• Reference ID: 1349-26
• Department: Purchasing Division
• Department Head: Mario Hernandez (Purchasing Supervisor)

Important Dates

• Questions Due: 2026-05-12T00:00:00.000Z
• Pre-Proposal Meeting: 2026-05-05T17:00:00.000Z — 1400 Highland Avenue Manhattan Beach, CA 90266

Evaluation Criteria

• Understanding Scope of Work (10 pts) —

  Demonstrates a clear grasp of preventive maintenance, on call repairs, emergency response expectations, and any City specific system needs.

• Contractor Qualifications and Experience (15 pts) —

  Firm’s overall experience with commercial and municipal HVAC systems, including similar facility types and system sizes

• Staffing Plan and Availability of Proposed Personnel (10 pts) —

  Adequacy of staffing structure, assigned personnel, and availability to support ongoing service needs.

• Technical Approach and Methodology (15 pts) —

  Proposed approach to maintenance, diagnostics, repairs, and system management.

• Response Time and Service Capacity (15 pts) —

  Ability to meet required response times for routine and emergency service, including after-hours support.

• Past Performance and References (10 pts) —

  Quality of work, reliability, timeliness, and client satisfaction based on similar contracts. These references will be checked and may affect the award of the contract. The City of Manhattan Beach reserves the right to contact any of the organizations or individuals listed or any others that may stem from the inquiry.

• Compliance, Safety, and Regulatory Adherence (10 pts) —

  Knowledge of and compliance with OSHA, Cal OSHA, and any applicable local requirements.

• Cost Proposal (15 pts) —

  Competitiveness, clarity, and completeness of pricing, including a detailed breakdown of total annual costs by facility/site, multi-year pricing (e.g., Year 1, Year 2, Year 3), and overall contract value. Evaluation will consider transparency of pricing structure, consistency across locations, and inclusion of all applicable costs such as preventive maintenance, labor, materials, and any escalation factors.

Submission Requirements

• Authorized Person(s) (required) —

  Please provide the following information for each person(s) authorized to submit a response on behalf of your organization:

  Name
  Title
  Phone Number
  Email Address

• Type of Business (required) —

  Please provide how your business is categorized.

• Type your Legal Company Name here (required) —

  Please enter your Legal Company Name in the associated link and attach a copy showing "Active" status. This will be verified against the State's database.

• Warranty (required) —

  Please provide any warranties on product(s) and/or service(s).

  If you do not provide a warranty, please type "N/A".

• Delivery (required) —

  Please provide the lead time for delivery and any additional information regarding your delivery process.

• Performance and Payment Bond (required) —

  Only the successful bidder, upon contract award, will be required to submit performance and payment bonds, each in a sum equal to the Contract Price. Please confirm your acknowledgement.

• Warranty or Maintenance Bond (required) —

  Only the successful bidder, upon contract award, will be required to submit warranty or maintenance bond, each in a sum equal to the Contract Price that is valid for one year from Project acceptance in the amount of ten percent of the Contract Price. Please confirm your acknowledgement.

• Contractors State License Board (CSLB) Number (required) —

  Please enter State Contractor’s License No.

  This will be verified against the state database.

  (Business and Professions Code Section 7028.15)

  It is a misdemeanor for any person to submit a bid to a public agency in order to engage in the business or act in the capacity of a Contractor within this state without having a license therefor, except" as provided in the referenced section.

• Federal Debarment (required) —

  Is your company on the Federal debarment list?

• Contractors State License Board (CSLB) Number Submission (required) —

  Please upload a copy of your State Contractor’s License showing "current and active" status.

  (Business and Professions Code Section 7028.15). It is a misdemeanor for any person to submit a bid to a public agency in order to engage in the business or act in the capacity of a contractor within this state without having a license.

• Understanding Scope of Work (required) —

  Please submit all documents pertaining to your understanding of the scope of work to include, but not limited to HVAC system preventive maintenance, on call repairs, emergency response expectations, and any City specific system needs.

• Contractor Qualifications and Experience (required) —

  Please submit all documents pertaining to your firm's qualifications and experience to include, but not limited to the firm’s overall experience with commercial and municipal HVAC systems, including similar facility types, systems sizes, and scopes of work. 

• Key Personnel Qualifications and Availability (required) —

  Please submit all documents pertaining to your firm's key personnel qualifications and availability to include, but not limited to certifications such as NATE, EPA 608, and relevant licenses. Also, include staffing levels with relevant titles, availability, and ability to meet response times. 

• Technical Approach and Methodology (required) —

  Please submit all documents pertaining to your firm's technical approach and methodology to include, but not limited to the approach to preventive maintenance programs, diagnostics, repair protocols, parts sourcing, and documentation practices. 

• Response Time and Service Capacity (required) —

  Please submit all documents pertaining to your firm's response time and service capacity including your ability to meet routine and emergency response times, after hours coverage, and surge capacity.

• Past Performance and References (required) —

  Please submit all documents pertaining to your firm's past performance and three references with similar scopes of work.  Include the quality of work, reliability, timeliness, and client satisfaction based on similar contracts. These references will be checked and may affect the award of the contract. The City of Manhattan Beach reserves the right to contact any of the organizations or individuals listed or any others that may stem from the inquiry.

• Compliance, Safety, and Regulatory Adherence (required) —

  Please submit all documents pertaining to your firm's compliance, safety, and regulatory adherence. 

• Cost Proposal (required) —

  Please upload your firm's cost proposal here.  The cost proposal should include a detailed breakdown of total annual costs by facility/site (see HVAC Master Equipment List), multi-year pricing (e.g., Year 1, Year 2, Year 3, Year 4, Year 5, Alternate Year 6, Alternate Year 7), and overall contract value. Evaluation will consider transparency of pricing structure, consistency across locations, and inclusion of all applicable costs such as preventive maintenance, labor, materials, and any escalation factors.

• City Maintenance Agreement Template (required) —

  Please confirm you have reviewed the City's Maintenance Agreement Template found in the attachment section.

• California Department of Industrial Relations Registration (required) —

  Please enter your Public Works Contractor Registration Number. This will be verified against the state database.

• Pre-Proposal Meeting (required) —

  Will there be a Pre-Proposal Meeting?

• Contrator License Needed (required) —

  Is a contractor's license needed for this project?

• Contractor License Types (required) —

  Please enter the Contractor License or licenses needed for this project. For example, "C33 - Painting and Decorating, C33 - Painting and Decorating Contractor". If none are needed, please type "N/A".

• Bid Security (required) —

  Does this project require bid securities (bid bond, payment bond, performance bond, material bond)?

• Proposal Opening (required) —

  What is the bid opening date?

  Use the following format: Wednesday, February 10, 2021

• Prevailing Wage (required) —

  Will this project require Prevailing Wage?

• Construction Project (required) —

  Is this solicitation for a construction project?

• Engineering Project (required) —

  Is this solicitation for an Engineering Project?

• Initial Term (required) —

  What is the initial term of the contract resulting from this solicitation?

  Use the following format: three (3)

• Extension Options (required) —

  Willl there be extension options for the contract resulting from this solicitation?

• Extension Term (required) —

  What is the extension term for the contract resulting from this solicitation? If there will be no extensions, please type "N/A".

  Use the following format: two (2)

• Delivery (required) —

  Is there a delivery requirement for this project?