On-Call HVAC Services and Supplies for Round Valley Unified School District

Round Valley Unified School District is in Apache County serving our K-12 Community. The District is seeking to establish an IFB Market Basket contract for On-Call HVAC Services to provide qualified vendors for as-needed HVAC maintenance, repair, troubleshooting, replacement, emergency response, and related mechanical services at District facilities located in Springerville, Arizona. This contract is intended to support the District with timely, reliable, and cost-effective HVAC services on an as-needed basis.

If a contractor is looking to offer RVUSD their services for small project under $90,000.00 no bonding is required. If a contract is seeking to project their services for projects at or over $100,000. a bid bond of $100,000 will be required with your submittal.

Background

Round Valley Unified School District is seeking to establish an IFB Market Basket contract for On-Call HVAC Services to provide as-needed maintenance, repair, troubleshooting, replacement, emergency response, and related mechanical services for District facilities located in Springerville-Eager, Arizona. Work will be issued on an as-needed basis, and funding will be determined by the District per project, work order, or service need.

Project Details

• Reference ID: 27-02
• Department: Round Valley Unified School District, #10
• Department Head: Cass Pond (Business Manager)

Important Dates

• Questions Due: 2026-06-12T19:00:00.000Z

Meetings & Milestones

Evaluation Criteria

• Cost (100 pts) —

  After being found both Responsive and Responsible, cost is the only factor.

Submission Requirements

• Adherence to Social Distancing Procedure and COVID-19 Procedure (required) —

  By clicking yes, you agree to comply with School Social Distancing Procedures and follow the CDC guidelines https://www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html.

  As COVID-19 impacts our schools, and contractors (subs included) engineers, and architects accessing our sites must be able to control and minimize the risk for students, staff, and visitors. Has your company implemented a response plan for anyone working on our sites and are they following the CDC guidelines related to COVID-19.

  Are you practicing social distancing, conducting group meetings using Google Meeting or other video conference methods? Are you using disinfectant wipes and employing enhanced cleaning procedures at your work sites including Social distancing during lunch breaks and cleaning lunch and break areas after each use by removing their trash daily?

  Are you asking anyone who is sick to stay home and away from the work site, are you requiring employees to wear PPE (Hardhat, Safety Glasses, Gloves, High Visible Vest)? Are you cleaning tools and other equipment with disinfectant wipes that claim "kills greater than 99% of bacteria".

• Embedded Links Forbidden (required) —

  Our firm understands that we are not to embed any documents within the questionnaire, as they will not be accessible or evaluated.  Embedded Links will disqualify your response.

  When a document is required to be uploaded, it must be in pdf format and unlocked (unless the firm will provide the key if they are the highest ranked firm.)

• Compliance Section
• IFB Response (required) —

  Our firm understands that we are not to embed any documents within our uploaded files, as they will not be accessible or evaluated.

• Vendor Registration Form (required) —

  Please download the below documents, complete, and upload.

• Resulting Award - Contract (required) —

  The resulting contract is subject to all terms of the district procurement code including limitations as to duration, rights of the district to terminate and means of dispute resolution. No resulting contract is renewable except to the extent provided in the solicitation. No vendor terms take precedence over the solicitation and district procurement code.

• Fingerprint Clearance Compliance (required) —

  Will all your employees and subcontractors have Fingerprint Clearance Cards/

• Vendor Communication (required) —

  Has your firm communicated pricing, strategies, or other deceptive communication to that could lead to a sham bid submittal?

• E-mail Address for Submitting Orders (required) —

  Please provide a e-mail address (preferably a generic company e-mail address) where POs will be submitted for processing.

• Projects Under $90,000 (required) —

  Is your firm offering services for project under $90,000 only?

• Projects Approaching or above $100,000 (required) —

  Projects in this value will require bonding.  Confirm if that is your offer.

• Bid Bond with offer —

  Please upload a scanned copy of your Bid Bond here. If you are the low bidder your hard copy bond must be in the hands of the district within 48 hours and dated on or before the bids were due.

• Bidders Acknowledgement (required) —

  The purpose of this question is to confirm the Bidder’s acknowledgement and acceptance of the following:

  All exceptions or modifications to the Solicitation, regardless of whether the District approved such items prior to submission of the Offer, must be clearly set forth in this form.

• Deviations and Exceptions (required) —

  Any deviation or exception to information found within the solicitation must be identified below. Any deviation, exception or the inability of the vendor to comply with a particular item found within the IFB must be clearly and fully stated. Failure to list any deviations indicates full compliance with the solicitation.

• Deviations and Exceptions —

  Please download the below documents, complete, and upload.

• Request for Confidentiality or Proprietary Information (required) —

  Explanatory Note: The purpose of this form is to request that Round Valley Unified School District treat as confidential specific information in the Offer that the Offeror or Bidder believes is a trade secret or other proprietary information. All information that is the subject of the request for confidentiality must be designated on the page or pages of the Offer in which it appears. An explanatory statement for the request must be clearly set forth in this form. Additional pages may be attached to the form. The District Representative shall review the statement and provide the determination in writing whether the information shall be protected. If the District Representative determines that the information shall be protected from disclosure, the District Representative shall inform the Bidder or Offeror in writing of such determination. Requests to protect pricing information or the entire Offer from disclosure will be denied.

• Confidentiality or Proprietary Form —

  Please download the below documents, complete, and upload.

• Change Orders (required) —

  Contractor to confirm that DSF does not allow for change orders.  Anything that is unclear must be addressed in the procurement phase of bidding.

• Cost of Materials (required) —

  The cost of materials could increase from bid date to PO date and would be discussed at the Preconstruction Meeting.  Labor will not increase.

  Please confirm.

• HVAC Questions
• List of Subcontractors for HVAC —

  A completed Subcontractor form documenting all trades shall be included and submitted electronically within the Questionnaire section. You should list only one name for each branch/type of the work. All subcontractors shall be listed on this form.  This form should be included even if your firm is self-performing 100% of the work and not utilizing any Subcontractor(s). Your bid is non-responsive if any firms are unlicensed.

  Please download the below documents, complete, and upload.

• Specification Information HVAC (required) —

  Please upload the specification data sheets for all the major components of materials that you propose to use to meet the drawings and specifications of this project.

• General Contractor’s Warranty HVAC (required) —

  Upload your Contractor's Warranty for two years after substantial completion.

• Restatement of Work HVAC (required) —

  Fill in the space to indicate you understand the scope of work to include the major trades and steps. This not a short answer.  This should be in days.

• What is the current lead time for materials and equipment for HVAC? (required) —

  Name the major material and/or equipment and the current lead-time.

• Schedule (Based on Notice to proceed) HVAC (required) —

  On your letterhead, a schedule based on Notice to Proceed through Substantial Completion should be provided and include milestones for the project. A statement of the number of days is not acceptable. Your schedule must include the current lead time for materials for this project.

• Weatherization Questions
• List of Subcontractors for Weatherization (required) —

  A completed Subcontractor form documenting all trades shall be included and submitted electronically within the Questionnaire section. You should list only one name for each branch/type of the work. All subcontractors shall be listed on this form.  This form should be included even if your firm is self-performing 100% of the work and not utilizing any Subcontractor(s). Your bid is non-responsive if any firms are unlicensed.

  Please download the below documents, complete, and upload.

• Specification Information Weatherization (required) —

  Please upload the specification data sheets for all the major components of materials that you propose to use to meet the drawings and specifications of this project.

• Certifications for Applicators Weatherization (required) —

  Please upload any certifications here.

• General Contractor’s Warranty Weatherization (required) —

  Upload your Contractor's Warranty for two years after substantial completion.

• Manufacturer's Intent to Warranty Weatherization (required) —

  Please upload your Manufacturer's Intent to Warranty(s) for Weatherization Products

• Restatement of Work - Weatherization (required) —

  Fill in the space to indicate you understand the scope of work to include the major trades and steps. This not a short answer.  Per plans and specifications is not acceptable!

• What is the current lead time for materials and equipment for Weatherization? (required) —

  Name the major material and/or equipment and the current lead-time.

• Schedule (Based on Notice to proceed) Weatherization (required) —

  On your letterhead, a schedule based on Notice to Proceed through Substantial Completion should be provided and include milestones for the project. A statement of the number of days is not acceptable. Your schedule must include the current lead time for materials for this project.

• Roofing Questions
• Subcontractors Form for Roofing (required) —

  A completed Subcontractor form documenting all trades shall be included and submitted electronically within the Questionnaire section. You should list only one name for each branch/type of the work. All subcontractors shall be listed on this form.  This form should be included even if your firm is self-performing 100% of the work and not utilizing any Subcontractor(s). Your bid is non-responsive if any firms are unlicensed.

  Please download the below documents, complete, and upload.

• Specification Information Roofing (required) —

  Please upload the specification data sheets for all the major components of materials that you propose to use to meet the drawings and specifications of this project.

• General Contractor's Warranty for Roofing (required) —

  Upload your Contractor's Warranty for two years after substantial completion.

• Manufacturer's Intent to Warranty Roofing (required) —

  Please upload your Manufacturer's Intent to Warranty(s) for the Roofing Project.

• Restatement of Work-Roofing (required) —

  Fill in the space to indicate you understand the scope of work to include the major trades and steps. This not a short answer.  Per plans and specifications is not acceptable!

• Schedule (Based on Notice to proceed) Roofing (required) —

  On your letterhead, a schedule based on Notice to Proceed through Substantial Completion should be provided and include milestones for the project. A statement of the number of days is not acceptable. Your schedule must include the current lead time for materials for this project.

• What is the current lead time for materials and equipment for Roofing? (required) —

  Name the major material and/or equipment and the current lead-time.

• Contractor’s Warranty —

  Upload your Contractor's Warranty for two years after substantial completion.

• Subcontractors for this Project —

  A completed Subcontractor form documenting all trades shall be included and submitted electronically within the Questionnaire section. You should list only one name for each branch/type of the work. All subcontractors shall be listed on this form.  This form should be included even if your firm is self-performing 100% of the work and not utilizing any Subcontractor(s). Your bid is non-responsive if any firms are unlicensed.

  Please download the below documents, complete, and upload.

• Contractor's Restatement of Work —

  Fill in the space to indicate you understand the scope of work to include the major trades and steps. This not a short answer.  Per plans and specifications is not acceptable!

• What is the current lead time for materials and equipment for this Project? —

  Name the major material and/or equipment and the current lead-time.

• Contractor's Schedule of Work —

  On your letterhead, a schedule based on Notice to Proceed through Substantial Completion should be provided and include milestones for the project. A statement of the number of days is not acceptable. Your schedule must include the current lead time for materials for this project.  This should be a Gantt style response.

• Project Material Specifications —

  Please upload the specification data sheets for all the major components of materials that you propose to use to meet the drawings and specifications of this project.

• References (required) —

  Please download the below documents, complete, and upload.

• On-Call Maintenance, Services, Repair, and Installation Services
• Bonding Capacity —

  What is your current bonding capacity?

• Contractor's License —

  Upload a copy of your AROC License.

• Projects over $100,000.00 (required) —

  If the total cost of any individual project issued under this contract exceeds $100,000.00, the contractor shall provide a performance bond and payment bond prior to beginning work, as required by Arizona state law. Bonds shall be provided in the full amount of the project/contract work and shall comply with A.R.S. § 34-222 and applicable Arizona school district procurement requirements.

• Service Response Time Insert the Name the district here! (required) —

  Please provide your firm’s estimated response time for service calls to Round Valley Unified School District facilities located in Springerville, Arizona. Response time should be stated from the time the service call is received to the time your technician arrives on site.

  Please include response times for the following examples:

  Call received at 6:00 AM

  Call received at 12:00 PM

  Call received at 4:00 PM

  If the response would occur the next business day, please clearly state the expected arrival day and time.

• References —

  Please download the below documents, complete, and upload.

• Forms
• Familial Relationship Disclosure (required) —

  The completed form should be notarized and included in the bid package to attest that your firm and its employees are not related in any way to the District, its staff, nor that of the members of the Governing Board.

  Please download the below documents, complete, and upload.

• Offer and Acceptance Form (required) —

  Please upload your offer and acceptance form here.

  ALL UNSIGNED RESPONSES SHALL BE REJECTED.

  Please download the below documents, complete, and upload.

• Drug-Free Workplace (required) —

  This Drug-Free Workplace Certification is required pursuant to Government Code §8350, et seq., the Drug-Free Workplace Act of 1990. The Drug-Free Workplace Act of 1990 requires that every person or organization awarded a contract for the procurement of any property or services from any State agency must certify that it will provide a drug-free workplace by doing certain specified acts.

  I acknowledge that I am aware of the provisions of Government Code §8350, et seq. and hereby certify that I will adhere to the requirements of the Drug-Free Workplace Act of 1990.

• Non-Collusion Affidavit Notarized (required) —

  Please download the below documents, complete, and upload.

  Please upload your notarized Non-Collusion Affidavit here

• W-9 (required) —

  Please upload your complete W-9 here.

• Certificate of Insurance (COI) (required) —

  Please upload your complete COI here.

• System Award Management Inquiry (required) —

  Please enter your SAM Unique ID Number here.

• No Israel Boycott: (required) —

  To the extent applicable, Round Valley Unified School District is prohibited by A.R.S. § 35-393.01 from entering into a contract with any company for professional services unless the contract with the company includes a written certification that the company is not currently engaged in, and will not, for the duration of the contract, engage in a boycott of Israel. By submitting a Response, a Respondent represents to RVUSD that it is not currently engaged in a boycott of Israel and that it will agree to language in the contract prohibiting any such boycott for the duration of the contract

• Forced Labor of Ethnic Uyghurs Ban (required) —

  Pursuant to A.R.S. § 35-394, written certification is required to show that the company entering into a contract with a public entity does not use the forced labor, or any goods or services produced by the forced labor, of ethnic Uyghurs in the People's Republic of China.

  Under A.R.S. § 35-394:

  1. "Company" means an organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, limited liability company or other entity or business association, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate, that engages in for-profit activity and that has ten or more full-time employees.

  2. "Public entity" means this State, a political subdivision of this State or an agency, board, commission or department of this State or a political subdivision of this State.

  In compliance with A.R.S. §§ 35-394 et seq., all offerors must select one of the following:

• Federal Compliance (required) —

  Upload your completed Federal Compliance Form found in the #Attachments

• Certified Payroll —

  Confirm that the following know and understand the requirements of the requirements of Certified Payrolls.

• School District Name (required) —

  Please type in the school district name here to auto populate throughout the solicitation

• District Representative, title (required) —

  Protest Person, and title

• Contact Name (required) —

  What is the Business Manager's Name?

• Contact Phone (required) —

  What is the Business Managers Phone #

• Contact Email (required) —

  What is the Business Managers Email Address

• What is the SDI (required) —

  Please enter the School District Initial (SDI)

• Is this a GPPCS Solicitation (required)
• Is this a S.A.V.E solicitation (required)
• Documents Referenced (required) —

  Please choose all that apply

• Will substitutions be allowed (required)
• What County is the project in?
• 4-Day Week (required)
• Teacherage (required) —

  Does the District have teacherage?

• Partial Bids (required) —

  Will you accept partial Bids?

• Trash Bid
• Propane Bid (required)
• Market Basket Project
• Is this for a Market Basket?
• What kind of Basket
• One time Buy?
• Is it for multiple years?
• Which are true?
• Construction
• Design Firm —

  Please enter the design firm's name here.

• Design Firm Rep —

  Please enter the name of the design rep

• Substantial Completion Days —

  How many days from NTP

• Final Completion Days —

  How many days from NTP until Final Completion

• Accounts Payable Department Address (required) —

  Please enter the A/P Address invoices will need to be sent to

  Example: 143 S. Alma School Road, Mesa, AZ 85201

• Electronic Pricing Table (required) —

  Do you need an Electronic Pricing Table for this solicitation?

• School Site for the Project —

  What is the name of the school

• Site location —

  What is the address of the School?

• HCM Testing —

  Has it been done?

• Does the project have HCM in the interior space —

  If yes this will need Certification and Visual Inspections

• Tribal Land (required) —

  Is this on the Rez

• What Tribal Nation (required)
• Bid Bond (required) —

  Does this require a Bid bond?

• DSF Project? (required) —

  Is this a Division of School Facilities Funded Project?

• Is this project going to be federally funded? (required)
• Special Terms and Conditions Verbiage (required) —

  Please check all you will require in Special Terms and Conditions

• Funding sources (required) —

  Where are the funds coming from?

• Is this a Market basket Bid (required) —

  Yes or no

• What kinds of Basket?
• Is this a Construction Bid? (required)
• Is it Roofing
• Is Weatherization
• Is it HVAC
• Is this for a Chiller or Cooling Tower
• Name of Water Conditioning Firm (required)
• Water Treatment Representative
• Water Treatment Representative email
• Water Treatment Firm Phone
• Commissioning Firm Name
• Is it Fire Alarm Project
• Is this for a Water Project —

  Well, treatment plant, sewer system, etc

• Is it for other kinds of Construction? —

  Flooring, doors, windows, grading and drainage?