HVAC Services

The City of Napa (“City”) requests proposals (“Proposals”) from qualified individuals or firms (individually, a “Respondent” and collectively, “Respondents”) for HVAC Services (“Project”) by or before Friday, May 1, 2026, at 4:00 pm, via electronic submission through the procurement portal at https://procurement.opengov.com/portal/cityofnapa, in the manner set forth in the Request for Proposal Procedures.

The City intends to award one (1) multi-year agreement based on the selected proposer’s submitted proposal and pricing schedule.

Background

The City is a charter city located in Napa County, with an estimated population of 80,000. Additional information about the City is available online at www.cityofnapa.org.

Project Details

• Reference ID: 2025-RFP-076
• Department: Public Works Department
• Department Head: Julie Lucido (Public Works Director)

Important Dates

• Questions Due: 2026-04-27T23:00:00.000Z

Evaluation Criteria

• Proposals will be evaluated based on qualifications, experience, proposed scope of services, staffing, equipment, price, and other relevant factors. (100 pts)

Submission Requirements

• Cover Letter (required) —

  Provide a brief cover letter that includes all of the following information:

  1. 1. Respondent’s name, address, phone number, and website address;
     2. Type of organization (e.g. corporation, partnership, etc.); 
     3. A summary of general information about Respondent and the types of services it provides in relation to the Services required by the City; and
     4. Contact information, including name, title, address, phone number, and email, of Respondent’s primary representative for purposes of this RFP.

  The cover letter must be signed by a representative that is authorized to bind Respondent by contract and must state his or her name, title, and email address.

• General Qualifications (required) —

  Provide a brief description of the Respondent’s business, including the number of years in business under the current name. Describe the size of the business, including total number of employees and offices, and identify and briefly describe each local office that will be involved in providing the Services if awarded the Agreement. List all applicable California contractor's licenses. Describe how and why Respondent is qualified to provide the Services.

• Experience (required) —

  Identify services Respondent has provided in the last five years that are similar in scope and nature to the Services required by this RFP, particularly with respect to services provided to other cities or public agencies.

  For each example, provide:

  1. 1. A brief description of the services provided
     2. An explanation of why this experience is relevant to the required Services, and
     3. The name and address of the contracting agency, including contact information for a reference check (name, title, phone number, and email address).
• Proposed Scope of Services (required) —

  Based upon the Draft Scope of Services, provide a complete description of the scope of services (“Proposed Scope of Services”) the Respondent proposes to perform to achieve the City’s objectives identified in the Draft Scope of Services. The Proposed Scope of Services may identify services which differ from the services in the Draft Scope of Services if the Respondent believes the changes will assist the City in more efficiently and effectively achieving the City’s objectives. Briefly describe Respondent’s proposed approach to providing the Services and how that approach will offer value to the City. Identify any proposed innovations that may be used to achieve more cost-effective delivery of the Services. Provide a work plan and proposed schedule for the tasks described in the Draft Scope of Services.

• Staffing (required) —

  Identify by name and title Respondent’s key personnel that will be assigned to provide the Services and for each, include a resume with his or her education, training, and experience. Identify by name, address, and website, each subconsultant or subcontractor, if any, that will be involved with providing the Services, including the proposed role for each such subconsultant or subcontractor. Include all applicable license numbers for any license required to perform the Services.

• Price Proposal (required) —

   

  1. Provide a total “not-to-exceed” cost for performance of all Services included in the Proposed Scope of Services, including all labor, materials, equipment, supplies, the insurance required under the terms of the Agreement, and all reimbursable charges.
  2. Identify whether compensation for performance of the Services will be based on hourly billing rates or a lump sum.
  3. If compensation is based on hourly billing rates, attach a copy of hourly billing rates.
  4. If compensation is on a lump sum basis rather than hourly, provide a breakdown of the proposed lump sum based on each task to be performed and/or deliverable to be provided.
  5. Identify any reimbursable expenses (e.g., travel, supplies) and the proposed rate of reimbursement for each category of expense.
• Exceptions to Agreement —

  Identify any objections to and/or requested changes to the Agreement and upload a copy here. 

• What type of Services does the City require? (required) —

  Provide specific services. (Example: Janitorial Services, Financial Auditing Services, etc.)

• Provide a summary of the services. (required) —

  Briefly summarize the need for the proposed services, e.g. the type of project, if project-related, or the type of need if for ongoing/on-call services. 

• Are the services being requested project related? (required) —

  "Project related" means services to be procured to facilitate a larger City project.

  Example: Engineering services to prepare plans and specs for a construction project.

• Provide a brief summary of the project. (required) —

  Example: "Renovation of an existing building."

• Which City standard agreement is to be attached to this RFP? (required)
• Will you utilize the electronic pricing table or will you have vendors upload their own attachment for pricing? (required)
• Who is the Decision-Maker for this RFP? (required) —

  Insert Name & Title of City Department Head who will make final selection decision or insert “City Council” if final selection decision will be made by City Council 

• Will your Pre-Submittal meeting be Mandatory or Non-Mandatory? (required)

Questions & Answers