Request for Proposal – Annual HVAC Programmed Maintenance and System Repairs

The City of Foster City is accepting proposals  to provide HVAC Programmed Maintenance and System Repairs for City of Foster City facilities as outlined and delineated on the attached Scope of Services. Proposals are due to City Hall, 610 Foster City Boulevard, Foster City, CA 94404, before 4:00 PM on Tuesday, September 17, 2024.

PROJECT REQUIREMENTS
The work includes furnishing all materials, labor, and equipment required to complete the work. Your proposal must include the required services detailed in the Scope of Work for each of the following facilities:
• City Hall (610 Foster City Boulevard)
• Council Chambers (620 Foster City Boulevard)
• Police Station (1030 East Hillsdale Boulevard)
• Library/Community Center (1000 E. Hillsdale Boulevard)
• Recreation Center/Senior Wing (650 Shell Boulevard)*
• The VIBE Teen Center (670 Shell Boulevard)
• Corporation Yard (100 Lincoln Centre Drive)
*The Recreation Center is anticipated to be under construction for the term of this agreement, so services and pricing provided for this facility will only be activated if the project schedule is significantly adjusted such that the building is open during the contract term.

ALL PROPOSERS MUST BE DELTA DIGITAL CONTROLS DISTRIBUTORS

CONTRACT
The initial contract period shall be from January 1, 2025, through December 31, 2027. The contract may be renewed in one-year (12 months) increments up to two (2) additional years, at the sole discretion of the City. The successful proposer will be required to enter into and abide by the terms of the attached Vendor
Agreement for Annual Heating, Ventilation, and Air Conditioning (HVAC) System Programmed Maintenance and System Repair, including its insurance requirements. Proposals must be prepared to include all contract requirements.

PROPOSALS
Each proposer must submit five (5) fully completed copies of the BID PROPOSAL FORM in a sealed envelope. Proposers may, at their option, include five (5) copies of up to one (1) additional page with supplemental information.
Proposals will be evaluated based on the Proposal Routine Maintenance Cost, Hourly Labor Rates for System Repair, and other information outlined in the Request for Proposal. The City will evaluate each of the proposers’ qualifications and references and may conduct interviews with the proposers to provide an opportunity for proposers to demonstrate their qualifications for the proposed services. Based on these processes, the City will select a contractor and negotiate a final fee for the services delineated in the Scope of Work. The contractor must be ready to execute the Agreement within ten (10) days of award.

REQUESTS FOR ADDITIONAL INFORMATION
The City reserves the right to seek clarification or additional information from any vendor throughout the solicitation process. The City may require a Vendor’s representative to answer questions during the evaluation process with regard to the Vendor’s proposal. Failure of a Vendor to demonstrate that the claims made in its proposal are accurate may be sufficient cause for deeming a proposal non-responsive.

OPTIONAL PRE-BID CONFERENCE MEETING
Proposers may request to schedule a walk-through of the City locations with Building Maintenance staff prior to submitting a proposal. Walk-throughs can be scheduled by contacting Lead Building Maintenance Worker JR Delfin at 650-787-8036 or gdelfin@fostercity.org or Buildings Administrative Assistant Jill Salvato at (650) 286-3554 or jsalvato@fostercity.org. Walk-throughs will be scheduled based upon the availability of Building Maintenance staff and must be requested at least one week in advance of the preferred walk-through date.

For questions regarding this RFP, please contact Lead Building Maintenance Worker JR Delfin at 650-787-8036 or gdelfin@fostercity.org or Buildings Administrative Assistant Jill Salvato at (650) 286-3554 or jsalvato@fostercity.org