Testing, Adjusting, Balancing HVAC Systems

The County of San Mateo, Department of Public Works (Department) is inviting Contractors to submit a proposal for On-Call Heating, Ventilation and Air Conditioning (HVAC) Testing, Adjusting and Balancing "as needed" services. The solicitation describes the scope of services, evaluation process, and minimum information that must be included in the qualification package. The Contractor will be required to concisely state its qualifications for participating in a constructive and effective partnership. Proposals shall be submitted electronically via OpenGov.

The primary aim of this contract is to optimize the performance of the HVAC control systems that regulate heating, cooling, and ventilation, ensuring that the systems work efficiently and reliably to maintain a comfortable and safe environment for staff and the community.

The Department intends to bring under contract one (1) contractor for an aggregate fiscal obligation not to exceed $150,000 for the term of the agreement. Separate Task Orders will be issued, as warranted, throughout the term of the Agreement.

Background

The Department plans, designs, constructs, operates, manages and maintains all County-owned facilities to ensure they are safe and accessible to residents and clients of County agencies, the general public, and County employees. The Department has a budget of approximately $200 million and is staffed with over 300 employees in five divisions: Administrative Services, two Airports (San Carlos and Half Moon Bay), Engineering and Resource Protection, Facilities Services, and Road Services, supporting the 46 special districts governed by the Board of Supervisors and administered by the Department of Public Works.

Project Details

• Reference ID: 2026-RFP - Informal-00378
• Department: Public Works - Capital Projects
• Department Head: Ann M. Stillman (Director)

Evaluation Criteria

• Firm and Team Qualifications (50 pts)
• Price (50 pts)

Submission Requirements

• Minimum Qualifications
• Has Proposer has been providing similar services for a minimum of four (4) years within the last seven (7) years? (required)
• Only contractors with an active C-20 License with TAB certification is qualified for this solicitation. (required) —

  Contractor confirms they have an active C-20 license and TAB certification.

• Please confirm your firm is registered with System for Award Management (SAM) (required)
• What is the registered Business Name and Unique Entity ID (UEI) No.? (required) —

  Unique Entity ID (UEI) numbers can be found on sam.gov

• Technical Proposal
• Introduction and Executive Summary (required) —

  Submit a letter of introduction and executive summary of the proposal.  The letter must contain:

  • Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.
  • Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

  Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

• Statement of Minimum Qualifications (required) —

  Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

  Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

• Performance Measures (required) —

  Describe a plan for achieving performance measures 

• Firm and Team Qualifications (required) —

  Attach information regarding background and qualifications, including the following:

  • A brief description of the firm.
  • Reporting structure
  • Project manager responsible for contract

  Provide a brief description of the experience and qualifications of the project team members.

  Written assurance that the key individuals listed and identified will be performing the work and will not be substituted or reassigned without the County’s prior approval

• References (required) —

  Provide TBD references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

• Fee Proposal (required) —

  The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals detailed in Required Documents.

  The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

• Agreement term (years) (required) —

  Update below if needed.

• Is there an extension to this agreement? (required) —

  Is there an extension to this agreement?

• Extension (required) —

  Modify the extension information below, if needed

• Will there be a Pre-Proposal Meeting and/or a Site Visit? (required)
• Include the information that will be covered in the site visit. (required)
• Require vendors to provide References? (required)
• References (required) —

  How many references are required by the vendor? (Number)

• Use Electronic Line Item Pricing? (required)
• Allow vendors to submit Confidential Information? (required) —

  In rare circumstances where there is an expectation that proposers will need to submit trade secrets or other confidential information in order to respond to an RFP. 

• Sample Agreement (required)