Heating-Ventilation-Air Conditioning (HVAC) Maintenance and Repairs

COSUMNES COMMUNITY SERVICES DISTRICT
REQUEST FOR PROPOSALS (RFP)
FOR
Heating-Ventilation-Air Conditioning (HVAC)
Maintenance and Repairs
Bid #DA-27-003
Release Date: July 16, 2026
Proposal Deadline: August 6, 2026, at 12:00 PM
Proposals must be received via email at the email address below by deadline.
Nickolas Lazalier Email:
NicholasLazalier@CosumnesCSD.gov
Cosumnes Community Services District
8820 Elk Grove Blvd.
Elk Grove, CA 95624

Cosumnes Community Services District RFP
Heating-Ventilation-Air Conditioning (HVAC) Maintenance and Repairs
DA-27-003
SECTION 1 - PURPOSE
Cosumnes Community Services District ("District") is seeking bids from qualified contractors to
furnish all labor, materials, parts, equipment, and all work necessary and incidental to perform
preventative maintenance and year-long service/repairs of all heating-ventilating-air conditioning
(HVAC) equipment as outlined in the attached Exhibit "A" - Scope of Work - HVAC
Maintenance and Repairs, Exhibit "B" - Periodic Maintenance Service Schedule, and Exhibit
"C" - Facility HVAC Site List and Specifications Excel Spreadsheet. The District operates
approximately 143 different HVAC units that cool approximately 316,024 square feet of
conditioned space between 34 different facilities. All equipment and facilities are in the City of
Elk Grove, or the City of Galt, on or in District-owned properties, such as fire stations, recreation
centers, and other public facilities.
Contract Term
The District intends to enter a three (3) year agreement with the District's right to renew
agreement for two (2) additional one (1) year periods, upon mutually agreed terms and
conditions as provided in the contract.
SECTION 2 - DISTRICT PROFILE
The District is located in California's Central Valley in the southern portion of Sacramento
County, four miles south of the Sacramento City limits. The District is the largest community
services district in California, encompassing 157 square miles and serving an estimated
population of 210,000.
The District is a regional agency providing fire protection services to the cities of Elk Grove and
Galt, as well as unincorporated areas in southern Sacramento County. Additionally, the District
provides parks and recreation services exclusively to the Elk Grove community.
The District is dedicated to enhancing the quality of life of the residents, businesses, visitors,
and employees within the diverse community by protecting lives, property, and the environment
through superior fire suppression, emergency medical services, fire prevention, and special
operations response; and by providing parks and recreation services through well-maintained
parks and recreational opportunities for health, wellness, and social interactions.
SECTION 3 - LICENSURE REQUIREMENTS
Each Contractor must possess a current and valid Contractor's C20 license pursuant to the
Business and Professions Code. Contractors who are ineligible to perform work on a public
works project pursuant to Section 1777.1 or 1777.7 of the Labor Code are prohibited from
submitting a proposal on this project.
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Cosumnes Community Services District RFP
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DA-27-003
SECTION 7 - PROPOSAL SUBMISSION REQUIREMENTS
The following requirements are provided for standardizing the preparation and submission of
proposals. The intent is to assist respondents in the preparation of their submissions and to
assist the District by simplifying the review process, providing standards for comparison of
submissions.
* Complete and sign Exhibit "D" Contractor Questionnaire and References.
* Completed and sign Exhibit "E" Bid Form - HVAC Maintenance and Repairs
* Complete and sign Exhibit "F" Contractor Registration and Labor Compliance Form.
* Complete Exhibit "G" Pricing Form
* Sample checklist for regular maintenance (as requested in Exhibit "D")
* Sample Inspection Report (as requested in Exhibit "B")
SECTION 8 - PROPOSAL EVALUATION & SELECTION
Evaluation:
The Contract Award will be made to the Contractor who, in the best judgment of the District, will
perform the work consistent with the RFP and who demonstrates the competence level and
professional qualifications necessary to satisfactorily perform the required services.
Proposals will be evaluated on various criteria, including, but not limited to:
* Qualifications, Experience, and References
* Rates, Charges, Affordability, and Cost Control
* Quality and Responsiveness of the Proposal
Selection:
Following evaluation and selection, the selected Contractor(s) shall provide all required
documents necessary for contract execution, including, but not limited to:
* Completed IRS Form W-9
* Required insurance documentation
* Applicable licenses, certifications, and accreditations
SECTION 9 - GENERAL TERMS AND CONDITIONS
Collusion
By submitting a response to the RFP, each Contractor represents and warrants that its response
is genuine and not made in the interest of or on behalf of any person not named therein; that the
Contractor has not directly induced or solicited any other person to submit a sham response or
encouraged any other person to refrain from submitting a response; and that the Contractor has
not in any manner colluded to secure any improper advantage over any other person submitting
a response.
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Cosumnes Community Services District RFP
Heating-Ventilation-Air Conditioning (HVAC) Maintenance and Repairs
DA-27-003
Gratuities
No person will offer, give, or agree to give any District employee or its representatives any
gratuity, discount, or offer of employment in connection with the award of contract by the District.
No District employee or representative will solicit, demand, accept, or agree to accept from any
other person a gratuity, discount, or offer of employment in connection with a District contract.
Required Review and Waiver of Objections by Contractors
Contractors should carefully review this RFP and all attachments and submit comments,
questions, defects, objections, or any other matter requiring clarification or correction
(collectively called "comments") in writing to the District no later than the deadline established in
this RFP. This will allow issuance of any necessary amendments and help prevent the opening
of defective proposals upon which contract award could not be made.
Protests based on any alleged defect with the RFP will be considered waived and invalid unless
the Contractor brings the alleged defect to the attention of the District, in writing, by the deadline
as established in this RFP.
Nondiscrimination
No person will be excluded from participation in, be denied benefits of, be discriminated against
in the admission or access to, or be discriminated against in treatment or employment in the
District's contracted programs or activities on the grounds of disability, age, race, color, religion,
sex, national origin, or any other classification protected by federal or California State
Constitutional or statutory law; nor will they be excluded from participation in, be denied benefits
of, or be otherwise subjected to discrimination in the performance of contracts with the District
or in the employment practices of the District's contractors. Accordingly, all Contractors entering
into contracts with the District will, upon request, be required to show proof of such
nondiscrimination and to post in conspicuous places, available to all employees and applicants,
notices of nondiscrimination.
Proposal Preparation Costs
The District will not pay any costs associated with the preparation, submittal, or presentation of
any proposal made in response to this RFP.
Proposal Withdrawal
To withdraw a proposal, the Contractor must submit a written notice of intent to withdraw, signed
by an authorized representative, to the RFP Coordinator. After withdrawing a previously
submitted proposal, the Contractor may submit another proposal at any time up to the deadline
for submitting proposals.
Proposal Errors
Contractors are liable for all errors or omissions contained in their proposals. Contractors will
not be allowed to alter proposal documents after the deadline for submitting a proposal.
Incorrect Proposal Information
If the District determines that a Contractor has provided, for consideration in the evaluation
process or contract negotiations, incorrect information which the Contractor knew or should have
known was materially incorrect, that proposal will be determined non-responsive and will be
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Cosumnes Community Services District RFP
Heating-Ventilation-Air Conditioning (HVAC) Maintenance and Repairs
DA-27-003
rejected.
Assignment and Subcontracting
The Contractor may not subcontract, transfer, or assign any portion of the contract without prior,
written approval from the District. Each subcontractor must be approved in writing by the District.
The substitution of one subcontractor for another may be made only at the discretion of the
District and with prior, written approval from the District.
Notwithstanding the use of approved subcontractors, the Contractor, if awarded a contract under
this RFP, will be the prime contractor and will be responsible for all work performed and will be
responsible for all costs to subcontractors for services provided by the Contractor. The
Contractor is prohibited from performing any work associated with this RFP or using contractors
for any service associated with this RFP offshore (outside the United States).
Right to Refuse Personnel
The District reserves the right to refuse, at its sole discretion, any subcontractors or any
personnel provided by the Contractor or approved subcontractors. The District reserves the right
to interview and approve all Contractor staff members in District's sole discretion. Contractor's
staff may be subject to the District's background and drug testing processes at any time.
Proposal of Additional Services
If Contractor offers services in addition to those required by and described in this RFP, those
additional services may be added to the contract before contract signing at the sole discretion
of the District.
Licensure
Before a contract pursuant to this RFP is signed, the Contractor must hold all necessary
business and professional licenses. The District may require any or all Contractors to submit
evidence of proper licensure.
Conflict of Interest and Proposal Restrictions
By submitting a response to the RFP, the Contractor certifies that no amount will be paid directly
or indirectly to an employee or official of the District as wages, compensation, or gifts in exchange
for acting as an officer, agent, employee, subcontractor, or consultant of the Contractor in
connection with the procurement under this RFP.
Notwithstanding this restriction, nothing in this RFP will be construed to prohibit another
governmental entity from making a proposal, being considered for award, or being awarded a
contract under this RFP.
Any individual, company, or other entity involved in assisting the District in the development,
formulation, or drafting of this RFP or its scope of services will be considered to have been given
information that would afford an unfair advantage over other Contractors, and said individual,
company, or other entity may not submit a proposal in response to this RFP.
Contract Negotiations
After a review of the proposals the District intends to enter into contract negotiations with the
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Cosumnes Community Services District RFP
Heating-Ventilation-Air Conditioning (HVAC) Maintenance and Repairs
DA-27-003
selected Contractor(s). These negotiations could include all aspects of services and fees.
Execution of Contract
If the selected Contractor(s) does not execute a contract with the District within fifteen (10)
business days after notification of selection, the District may give notice to that Contractor of the
District's intent to select from the remaining Contractors or to call for new proposals, whichever
the District deems appropriate.
Right of Rejection
The District reserves the right, in its sole discretion, to reject any and all proposals or to cancel
this RFP in its entirety at any time.
Any proposal received which does not meet the requirements of this RFP may be considered to
be nonresponsive, and the proposal may be rejected. Contractors must comply with all of the
terms of this RFP and all applicable State laws and regulations. The District may reject any
proposal that does not comply with all of the terms, conditions, and performance requirements
of this RFP.
Contractors may not restrict the rights of the District or otherwise qualify their proposals. If a
Contractor does so, the District may determine the proposal to be a nonresponsive counteroffer,
and the proposal may be rejected.
The District reserves the right, in its sole discretion, to waive variances in technical proposals
provided such action is in the best interest of the District. Where the District waives minor
variances in proposals, such waiver does not modify the RFP requirements or excuse the
Contractor from full compliance with the RFP. Notwithstanding any minor variance, the District
may hold any Contractor to strict compliance with the RFP.
The District reserves the right, at its sole discretion, to request clarifications of proposals or to
conduct discussions for the purpose of clarification with any or all Contractors. The purpose of
any such discussions shall be to ensure full understanding of the proposal. Discussions shall
be limited to specific sections of the proposal identified by the District and, if held, shall be after
initial evaluation of Proposals is complete. If clarifications are made as a result of such
discussion, the Contractor shall submit such clarifications in writing to the District.
Disclosure of Proposal Contents
All proposals and other materials submitted in response to this RFP process become the
property of the District. Selection or rejection of a proposal does not affect this right. All proposal
information, including detailed price and cost information, will be held in confidence during the
evaluation process. Upon the completion of the evaluation of proposals, the proposals and
associated materials will be open for review by the public to the extent allowed by the California
Public Records Act (Government Code Sections 6250-6270 and 6275-6276.48). By submitting
a proposal, the Contractor acknowledges and accepts that the contents of the proposal and
associated documents will become open to public inspection.
Proprietary Information
The master copy of each proposal will be retained for official files and will become public record
after the award of a contract unless the proposal or specific parts of the proposal can be shown
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Heating-Ventilation-Air Conditioning (HVAC) Maintenance and Repairs
DA-27-003
to be exempt by law (Government Code 6276). Each Contractor may clearly label part of a
proposal as "CONFIDENTIAL" if the Contractor thereby agrees to indemnify and defend the
District for honoring such a designation. The failure to so label any information that is released
by the District will constitute a complete waiver of all claims for damages caused by any release
of the information.
Severability
If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the
validity of the remaining terms and provisions will not be affected and, the rights and obligations
of the District and Contractors will be construed and enforced as if the RFP did not contain the
particular provision held to be invalid.
District's Right to Employ Other Consultants
District reserves its right to employ other consultants, including but not limited to, engineers and
design professionals, in connection with this Project or other projects, or for District employees
to conduct any work in connection with this Project or other projects. This includes, without
limitation, work that is the same or substantially similar to the work set forth in this RFP.
Proposal Amendment
The District will not accept any amendments, revisions, or alterations to proposals after the
deadline for proposal submittal unless such is formally requested, in writing, by the District.
Climate Action Plan and Environmental Sustainability
The District's Climate Action Plan/Sustainability Action Plan is intended to increase the
environmental sustainability of the District in terms of Greenhouse Gas (GHG) emission
reductions as well as long-term operational efficiency, waste prevention, reduction in the
consumption of natural resources, and minimization or elimination of potential adverse effects to
the environment that could otherwise occur during District operations. Contractors are required
to engage in environmental sustainability practices when working on District Projects.
End of Section
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Cosumnes Community Services District RFP
Heating-Ventilation-Air Conditioning (HVAC) Maintenance and Repairs
DA-27-003
EXHIBIT A SCOPE OF WORK
HVAC MAINTENANCE AND REPAIRS
BACKGROUND
The District is seeking a well-qualified firm to provide a comprehensive heating-ventilation-air
conditioning (HVAC) maintenance and repair program for all District facilities (see Exhibit "C"
for list of facilities). The work will include the provision of a total maintenance and management
program, including, but not limited to, the inspection, periodic/preventative maintenance repairs
(see Exhibit "B"), service calls, and other tasks and services necessary to ensure safe, well-
maintained HVAC systems providing quality air for District employees and the public.
SCOPE OF WORK - STANDARDS AND SPECIFICATIONS
The Contractor shall retain professional personnel who have successfully and competently
provided HVAC maintenance and repair services for municipal facilities on projects of similar
scope and complexity. For this contract, routine preventative HVAC maintenance shall be
defined as scheduled routine inspection and proactive servicing of HVAC systems so as to
facilitate heating/cooling with minimal downtime. The routine maintenance and all repairs shall
be provided in accordance with the highest standards of the industry, skill, workmanship, meet
warranties, and conform to all applicable laws, codes, and regulations. The successful
Contractor's preventative maintenance and repairs shall, at a minimum, include, but not be
limited to, the specifications outlined herein.
SERVICES TO BE PROVIDED
It is the Contractor's responsibility to provide an appropriate level of on-site staffing as needed,
provide appropriate tools and vehicles necessary to support all building HVAC equipment during
normal business hours 8:00 AM - 5 PM, Monday through Friday (recognized holidays excepted)
and for response after normal working hours. Contractor's services are to be compliant with all
Federal, State, CARB, AQMD, OSHA, and all other applicable regulatory requirements.
HVAC MAINTENANCE STAFFING LEVELS
The Contractor shall provide a staffing level that will provide the desired level of customer
service, program support, HVAC maintenance and repair for all District buildings.
Service levels shall provide the ability to respond immediately to situations involving the health
and safety of employees and/or the public; and the comfort and operational capability of any
public meeting space. Routine repairs, service requests, or other non-urgent tasks shall be
completed by journey level staff within a timeframe agreed upon by both the contractor and a
District Representative.
BILLABLE WORK
All work beyond, and in addition to, the scope of the contract shall be considered billable hours
and will require approval from a District Representative before proceeding.
SECURITY BACKGROUND CHECK OF PERSONNEL
Contractor may be required to provide security checks for employees working in District facilities.
The Contractor will be responsible for the costs associated with this process. The District
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