Preventative Maintenance, Filter Change-Out & Repair Services for HVACR & Boiler Units for City Owned & Leased Buildings

The City of Turlock (hereinafter referred to as the “City”) is requesting Proposals for qualified vendors to provide preventative maintenance, filter change-out, and repair services for Heating, Ventilation, Air Conditioning and Refrigeration (HVACR) and boiler units for City and Stanislaus Regional Water Authority (SRWA) owned and leased buildings. There will be two separate contracts awarded, one for the City and another for SRWA.

Background

In the heart of California’s Central Valley, Turlock is the second largest city in Stanislaus County located 100 miles south of Sacramento, CA covering an area just over 16 square miles with a population of over 73,000. Turlock is a General Law City that operates under the Council/Manager form of government.

The Stanislaus Regional Water Authority (SRWA) is a Joint Powers Authority (JPA), which includes the California Cities of Ceres and Turlock (Cities). Previously, the Cities relied on groundwater as their only source of drinking water supply. The State of California identified the Turlock Groundwater Sub basin as a high priority basin under the Sustainable Groundwater Management Act. Reliance on groundwater as a single source of supply is not sustainable and has become less reliable due to both the decline in water quality and the increasing number of regulated contaminants. For this reason, the SRWA was formed to provide a diversified and sustainable water supply portfolio to the current and future residential and industrial customers in both Cities.

Project Details

• Reference ID: 2026-RFP-020
• Department: Municipal Services-Maintenance
• Department Head: Chris Fisher (Director)

Important Dates

• Questions Due: 2026-05-13T22:00:00.000Z
• Pre-Proposal Meeting: 2026-05-07T16:00:00.000Z — Meet at City Hall, 156 S. Broadway, Turlock

Evaluation Criteria

• Qualifications of Key Personnel (25 pts) —

  Include ability to provide the requested scope of services, recent experience conducting work of similar scope, complexity, and magnitude for other public agencies of similar size, references.

• Approach to Providing the Requested Scope of Services (10 pts) —

  Includes an understanding of the RFP and of the project’s scope of services, knowledge of applicable laws and regulations related to the scope of services.

• Price Proposal (25 pts)
• Innovation/Creative Approach (25 pts) —

  Innovative and/or creative approaches to providing the services that provide additional efficiencies, expedited timing or increased performance capabilities.

• References (15 pts)
• Qualified Local Vendor Preference (5 pts) —

  Firms that qualify as a qualified local vendor will receive a 5% preference, up to $5,000, on all City procurement opportunities. The prime proposer must qualify under the QLV to receive preference; subcontractors will not be considered. To qualify for local vendor preference, the proposer must submit documentary proof that the vendor meets the criteria established in 2-7-09 (c)(5), Turlock Municipal Code.

Submission Requirements

• Vendor's Proposal (required) —

  Upload a copy of your proposal here.

• Qualifications and Experience (required) —

  Upload a document with the following information here:

  • Provide a brief history of your business entity and project team.
  • Identify legal form, ownership, and senior officials of company. Identify the name and email of the main contact, including phone number, e-mail address, and the website address (if applicable).
  • Include Unique Entity Identifier (SAM.GOV)
  • If proposing a sub-contractor - describe the division of responsibilities between participating parties, and offices (location) that would be the primary participants.
  • Describe professional experience and number of employees (licensed professionals, technical support) on the proposed project team.
  • Provide a copy of a valid California Contractor’s license and proof of registration with the Department of Industrial Relations. A City of Turlock business license and all other required licenses and permits shall also be provided by the vendor.
• Methodology Section (required) —

  Upload a document with the following information here:

  Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Work of this RFP. The Methodology Section should include:

  1. An implementation plan that describes in detail  the methods, including controls by which your firm or entity manages projects of the type sought by this RFP.
  2. Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section.
  3. Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work.
  4. Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize time and cost-effective operations or increased performance capabilities. In addition, the City will consider proposals that offer alternative service delivery means and methods for services desired.
• Staffing (required) —

  Upload a document with the following information here:

  Provide a list and resumes of individual(s) who will be working on this project, their relevant experience, and indicate the functions that each will perform and anticipated hours of service of each individual.

• Similar Projects (required) —

  Upload a document with the following information here:

  Provide a list of at least three (3) municipal/public agency references for similar services provided by your firm. The City reserves the right to contact any of the organizations or individuals listed. Information provided should include:

  • Client Name
  • Project Description
  • Project start and end dates
  • Client project manager name, telephone number, and e-mail address
• Qualified Local Vendor Information (required) —

  Please enter the following information:

  • Name of Vendor
  • Contact Person(s)
  • Address
  • Phone Number
  • Fax Number
  • Email Address
  • City of Turlock Business License No. (if applicable)

  If not a local vendor, please enter N/A.

• Conflict of Interest Statement (required) —

  By entering your name and title below, I hereby certify and affirm that with respect to the procurement of Preventative Maintenance, Filter Change-Out & Repair Services for HVACR & Boiler Units for City Owned & Leased Buildings:

  1. Neither the respondent nor any of its owners, officers, directors, employees, or agents has any personal, financial, or organizational interest that would conflict, or appear to conflict, with the fair and impartial execution of responsibilities in connection with this procurement.
  2. The respondent has not offered, given, or promised anything of value—such as gifts, favors, or financial incentives—to any City official, employee, or representative involved in the procurement process.
  3. The respondent has not been involved in drafting, evaluating, or developing specifications, requirements, or other procurement-related documents for this solicitation in a manner that would provide an unfair competitive advantage.
  4. If any actual or potential conflict of interest exists, the respondent has fully disclosed such conflicts in an attached statement, including steps taken to mitigate any potential bias or undue influence.

  If any conflict of interest arises at any stage before or after the award of the contract, the respondent will notify the City in writing.

• Please fill in your DIR number: (required)
• City of Turlock Business License Number (required) —

  Please provide your City of Turlock business license number. 

  If you do not have a City of Turlock business license number at the time of submittal, please enter "Do not have at this time" in the box below.

• Contractor License Number (required) —

  Please enter your contractor license number here.

• SAM.gov (required) —

  Please provide your Unique Entity Identifier.  If you do not have one at time of submittal, please enter “Do not have at this time" in the box below.

• Do you acknowledge and accept the terms of the sample agreement? (required) —

  The successful bidder will be required to enter into an Agreement with the City. Please be advised the following provisions of the City’s Agreement are non-negotiable:

  • Indemnification
  • All insurance terms
  • Termination
  • Ownership/Use of Contract Materials and Products
  • Disputes
  • Governing Law

  Failure to agree to these terms may result in disqualification and commencement of negotiations with an alternate vendor.

  If you agree with the terms of this sample agreement, please confirm by checking the box below.

• Pricing. (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.
• References (required) —

  What is the minimum number of references you would like to receive from vendors, for projects of similar services provided in the past?

  Refer to the default answer for formatting

• Agreement Type (required)
• Will Federal Funds be used for this project? (required)
• Federal Requirements - Equipment purchase amount requiring City approval (required) —

  Enter the exceeding dollar amount for any equipment purchase that requires City approval.

  Example: $1,000.00

• Specific Activities - Equipment purchase amount requiring City approval (required) —

  Enter the exceeding dollar amount for any equipment purchase during the award period that requires City approval.

  Example: $1,000.00

• Is the Qualified Local Vendor (QLV) 5% preference applicable to this RFP? (required)
• Do the goods and services requested in this solicitation qualify as Organic Materials and are they subject to the reporting requirement outlined in SB 1383? (required)
• Is this subject to Prevailing Wage? (required)
• Will Contractor's License(s) be required? (required)