On Call HVAC Services 26-27

The City of Scotts Valley (“City”) is requesting qualifications from qualified firms of providing on-call heating, ventilation, and air conditioning (HVAC) services for municipal facilities. The selected firm shall have demonstrated experience in the inspection, maintenance, troubleshooting, repair, replacement, and installation of commercial and light-commercial HVAC systems, including preventive maintenance, emergency response, controls, and related mechanical equipment. The City is seeking qualified firms capable of providing timely, reliable service across a variety of occupied public buildings on an as-needed basis. to provide on-call HVAC maintenance, repair, replacement, installation, and emergency response services for City-owned facilities. for a one-year term beginning July 1, 2026, and ending June 30, 2027., with the option to extend services for up to one (1) years.

Project Details

• Department: PW Maintenance
• Department Head: Rodolfo Onchi (Public Works Director/City Engineer)

Important Dates

• Questions Due: 2026-07-27T07:00:00.000Z

Addenda

• Addendum #1 (released 2026-07-08T16:40:09.807Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

Evaluation Criteria

• Responsiveness (10 pts) —

  Completeness and responsiveness to this RFQ

• Qualifications (10 pts) —

  Qualifications and previous successful performance of the firm working with similar municipalities

• Approach (10 pts) —

  Approach, process and availably to be responsive to the City’s needs

• References (10 pts) —

  Review of references

• Contract Fee (10 pts) —

  Contract fee as negotiated and ultimately agreed upon. Price is not the sole basis for selection but may be considered in the criteria for evaluating submissions

Submission Requirements

• Description of the firm’s methodology/approach to be used (required)
• City staff and City resources (required) —

  Detail the involvement of City staff and City resources in on-call HVAC maintenance, repair, replacement, installation, and emergency response services for City-owned facilities.

• Qualifications and Experience —

  This section of the proposal shall establish the ability of the Consultant to satisfactorily perform the required work by reasons of (at minimum):

  • Experience in performing work of a similar nature to the required services stated in this RFP.
  • Include specific examples of relevant projects completed within the last five years.
  • Proven competence in the services to be provided; strength and stability of the firm
  • Track record of meeting schedules on similar projects and supportive client references
• Company Background (required) —

  Provide a brief profile of the Consultant’s firm, including the types of services offered; year founded; type of organization (i.e., corporation, partnership, or sole proprietorship); number, size, and location of offices; and total number of employees.

• Firm/Company Experience (required) —

  Describe the firm’s experience in performing work of a similar nature to that solicited in this RFP and highlight the participation in such work by the key personnel proposed for assignment to the City. (e.g., Include specific examples of relevant projects completed within the last five years)

• Key Personnel Experience (required) —

  Describe key personnel’s specialized training, experience, and professional competence in the area(s) directly related to this RFP.

• Subconsultants? (required) —

  Will there be any sub-consultants utilized in performing the Scope of Work shown in this RFP?

• List of Sub-Consultants (required) —

  Identify sub-consultants by company name, address, contact person, telephone number, email address, and project function, if applicable. The list should include a summary of the roles and responsibilities of each sub-consultant.

• References —

  Provide at least three (3) references from public agencies you are currently under contract with or have been under contract with over the past five (5) years including name of contact, affiliation, address, direct phone number and email address.

• Reference #1 (required) —

  For this reference, please provide the following:

  • Name of Reference Client Agency/Organization
  • Full Name of Point of Contact for Reference
  • Title of Reference Point of Contact
  • Address of Point of Contact
  • Telephone Number of Point of Contact
  • Email Address of Point of Contact

  The noted point of contact the most knowledgeable about the work that was performed.

• Reference #2 (required) —

  For this reference, please provide the following:

  • Name of Reference Client Agency/Organization
  • Full Name of Point of Contact for Reference
  • Title of Reference Point of Contact
  • Address of Point of Contact
  • Telephone Number of Point of Contact
  • Email Address of Point of Contact

  The noted point of contact the most knowledgeable about the work that was performed.

• Reference #3 (required) —

  For this reference, please provide the following:

  • Name of Reference Client Agency/Organization
  • Full Name of Point of Contact for Reference
  • Title of Reference Point of Contact
  • Address of Point of Contact
  • Telephone Number of Point of Contact
  • Email Address of Point of Contact

  The noted point of contact the most knowledgeable about the work that was performed.

• Additional References (required) —

  Do you have additional references to provide?

• Additional References (required) —

  Upload the following for each additional reference you wish to provide:

  • Name of Reference Client Agency/Organization
  • Full Name of Point of Contact for Reference
  • Title of Reference Point of Contact
  • Address of Point of Contact
  • Telephone Number of Point of Contact
  • Email Address of Point of Contact

  The noted point of contact the most knowledgeable about the work that was performed.

• List of Projects
• Project #1 (required) —

  Consultant shall provide an overview of the project and a detailed narrative of the project approach, methodology, and services the Consultant will employ to complete the project. Consultant should also provide any unique insight into the project within this section

• Project #2 (required) —

  Consultant shall provide an overview of the project and a detailed narrative of the project approach, methodology, and services the Consultant will employ to complete the project. Consultant should also provide any unique insight into the project within this section

• Project #3 (required) —

  Consultant shall provide an overview of the project and a detailed narrative of the project approach, methodology, and services the Consultant will employ to complete the project. Consultant should also provide any unique insight into the project within this section

• Additional Projects (required)
• Additional Projects (required) —

  Upload any other projects you wish to include.

   

• Fee Structure
• Fee Structure (required) —

  Describe in detail the firm’s fee structure.

• Services Above Minimum Scope (required) —

  For any services proposed above the minimum scope in Scope of Services, identify fees separately from the required subtasks.

• Does this RFP/contract involve work that is the same as, similar to, or could reasonably be performed by City employees in a represented bargaining unit? This is testing for AB 339 Contracting Compliance (required) —

  If you answer “Yes,” do not proceed with the contract. AB 339 requires at least 45 days’ written notice to affected unions when contracting out work that could be performed by City employees.

  If you answer “Emergency,” you may proceed, but you must notify HR due to additional reporting requirements.

  For either “Yes” or “Emergency,” email hr@scottsvalley.gov & svfin@scottsvalley.gov and provide:

  • Scope of work
  • Reason for contracting out
  • Estimated contract value and term
  • Anticipated timeline

   

• Firm Specialization (required) —

  What type of firms are you encouraging responses from for this RFQ?

  Please fill in your answer as if you are completing the first highlighted section below:

  The City of Scotts Valley (“City”) is seeking to contract with a firm that specializes in (long description)

• Very Brief Description of Desired Scope (required) —

  Provide a very brief description/overview of the work to be performed under the contract awarded from this RFQ.

  Please fill in your answer as if you are completing the highlighted section below:

  The City of Scotts Valley (“City”) invites qualified candidates to submit a Statement of Qualifications for [short description]. 

• Duration of Service (required) —

  What is the initial duration of service for which the contract awarded from this RFP will be valid?

  Please fill in your answer as if you are completing the highlighted section below:

  to provide ... for _________ beginning

• Desired Start of Performance (required) —

  What is the desired start date of service?

  Please be sure to specify the date in full:

  EXAMPLE 1:
  July 1, 2025

  EXAMPLE 2:
  07/01/2025

• Extension of Services (required) —

  For how long, if at all, will the contract be allowed to extend after its initial term?

  with the option to extend services for __________.

• Particularly Interested In (required) —

  What type of consultants/firms is the City particularly interested in?

  Please provide your answer as if filling in the highlighted area below:

  The City is particularly interested in ________.

• Project Schedule (required) —

  Will Consultants be required to submit a schedule as part of their proposal?

• Firm Financial Condition (required) —

  Will you require the Proposers to provide a description of their current financial condition including any pending litigation, bankruptcy, impending merger, etc.?

Questions & Answers