HVAC Maintenance Services

Request for Proposals
For
HVAC Maintenance Services for
the City of Owasso
July, 2026
Submission Deadline: 3:00 p.m. July 31st

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TABLE OF CONTENTS
SECTION TITLE
1 Request for Proposal......................................................................................
2 Scope of Maintenance Services...................................................................
3 Instructions to Proposers...............................................................................
4 Submission Guidelines.......................................................................................
5 City Facilities Condition Assessment Report..........................................
6 HVAC Equipment & Air Filter Inventory................................................
Appendix "A" Performance Specifications...............................................................
Appendix "B" Exhibits "A" - "D" Forms....................................................................

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SECTION 1 - REQUEST FOR PROPOSAL (RFP)
The City of Owasso (City) is requesting proposals from experienced and qualified
vendors (Contractor) to provide maintenance services for HVAC equipment located
throughout twenty-three (23) city facilities:
Animal Control 500 S. Main St.
City Building 315 S. Cedar St.
Refuse Operations Building 452 S. Main St.
City Hall 200 S. Main St.
Community Center 301 S. Cedar St.
Fire Station 1 8901 N. Garnett Rd.
Fire Station 2 201 S. Cedar St.
Fire Station 3 9901 N. 145th E. Ave.
Fire Station 4 11933 E. 116 St. N.
Bailey Golf Clubhouse 10105 Larkin Bailey Blvd.
Baily Golf Maintenance 10320 E. 86 St. N.
Owasso Museum 26 S. Main St.
Parks Department Bldg. (Old) 9990 N. 145 E. Ave.
Public Works Department Bldg. (Old) 301 W. 2nd Ave.
Old Central 109 N. Birch St.
Police Headquarters 111 N. Main St.
Police Shooting Range 700 S. Main St.
Wastewater Treatment Plant 600 S. Main St.
Parks Department Bldg. (New) 10320 E 116 St. N.
Public Works Administration (New) 10102 E. 116 St. N.
Public Works Field Operations (New) 11305 N. 97 E. Ave., Bldg. B
Fleet & Facilities Maintenance (New) 11305 N. 97 E. Ave., Bldg. A
Radio Tower 9540 N. 121st E. Ave.
Proposals can be completed in ink and delivered to City of Owasso, 11305 N 97 E. Ave.,
Bldg. A, Owasso, Oklahoma 74055 (marked on the outside of the envelope "City of Owasso
HVAC Maintenance Services RFP"), or sent electronically to Jennifer Morgans at
jmorgans@cityofowasso.com. The proposals should be delivered no later than 3:00 p.m.
on July 31, 2026.
Any exceptions to the requirements of this RFP must be included in the contractor's
proposal. Such exceptions must be clearly identified as "Exceptions and/or Deviations"
and listed on, or attached to, the bid submittal form.
All questions about the scope of services or requests to arrange site visit(s) shall be submitted
in writing to Michael Butcher, City of Owasso Facilities Maintenance Supervisor at
mbutcher@cityofowasso.com.

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SECTION 2 - SCOPE OF MAINTENANCE SERVICES
The work shall include all parts, labor and material to perform mechanical systems
inspection/preventative maintenance to be completed two (2) times a year (Fall &
Spring). The 'Fall-season' service shall be completed during the months of September
and/or October, and the 'Spring-season' service shall be completed during the months
of April and/or May. Failure to complete awarded maintenance within the specified
timeframe may result in the Contractor being ineligible for future opportunities.
All equipment shall be maintained with the highest standards of quality and
performance by qualified licensed technicians and in accordance with the detailed
specifications found in the Performance Specifications (Appendix "A") included in this
RFP.
The Contractor shall coordinate and schedule all service work with Facilities
Maintenance staff at least 48-hours in advance to ensure that an authorized escort is
available for work coordination, verification and inspection. Unscheduled activities
related to the scope of this agreement are prohibited and may result in the technician
being denied access to the property or payment delayed for unauthorized work.
The Contractor shall ensure that technicians complete the city-provided service log at
completion of each service call. An example of the 'Service Log' is included in Appendix
"B", as Exhibit "A". The log will be made available to the technician at the time of each
scheduled service appointment. The Contractor's technician will be expected to
complete the 'Service Log' at the conclusion of each service call.
If repairs are required or recommended, Contractor shall furnish written estimates prior
to additional work being performed.
For each piece of equipment serviced, the Contractor will submit a detailed service report
(format by contractor) outlining all inspection and maintenance tasks completed, as well
as any recommendations to keep the equipment in good condition. The service reports
shall be submitted along with itemized invoices by the last day of each month for that
month's work in order to receive payment following the second City Council meeting of
the next month.
SECTION 3 - INSTRUCTIONS TO PROPOSERS
3.1 Proposer's Declaration: In making its proposal, the Contractor confirms that it has
carefully examined the RFP Documents, equipment to be serviced, and work locations
prior to submitting a Proposal.
3.2 Proposals Binding: Proposals will be valid for 90-days following date of submission, and
proposed pricing for preventative maintenance will remain fixed through term of service
referenced in this RFP.
3.3 Right to Reject or Award: The City reserves the right to reject any and all proposals
submitted, make modifications, and waive any informalities or irregularities in proposals as
deemed appropriate.
3.4 Sales & Use Taxes: The City is exempt from Oklahoma State Sales and Use Taxes on
materials and equipment to be incorporated in the performance of this work.

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3.5 Proposal Qualifications: No work will be awarded to any Contractor deemed to have
an unsatisfactory performance record or experience, licensing, or lacking necessary
capital, organization, and equipment to conduct the services requested. Contractor shall
submit with its proposal evidence of relevant experience and show that it is prepared to
satisfactorily complete the work.
Proposals must include/confirm:
* An overview of the company including name, address, and telephone numbers;
identify any parent corporation or subsidiaries
* Description of the number of years in business, number of employees, services
provided, and typical cliental
* Name, title, address, phone, email address of the primary contact person(s)
responsible to coordinate the services
* Minimum of three (3) references whom received similar preventative services;
including names, addresses and contact information
* Submission of completed 'Proposal Form' included in Appendix B of this RFP, as
Exhibit "B"
* All pertinent licensing required by the City of Owasso and State of Oklahoma
* A current Certificate of Insurance detailing the company's coverage including the
required minimum coverages below:
General Liability, other than automobile:
Personal Injury, each person $ 100,000.00
Personal Injury, each accident $1,000,000.00
Property Damage, each person $ 100,000.00
Property Damage, each occurrence $ 100,000.00
Automobiles and Trucks; Owned, Hired and Non-owned:
Personal Injury, each person $ 100,000.00
Personal Injury, each accident $1,000,000.00
Property Damage, each accident $ 100,000.00
3.6 Insurance: The Contractor will be required to carry such compensation and general
liability insurance as may be required under the laws of the State of Oklahoma. The
Contractor (and any subcontractors) shall carry and keep in force during this contract,
policies of general liability insurance in the minimum amounts set forth above, and
workmen's compensation and employer's liability insurance in the amounts required by
law. The Contractor shall also furnish a Protective Policy in the same amounts with the City
of Owasso as the named insured, issued by the same insurance company as the issuer of
Contractor's Liability Coverage.
The policy shall provide a clause stating that it cannot be canceled by the insurer without
the insurer first giving the City ten (10) day written notice of cancellation. The Contractor
shall furnish the City an original and duplicate certificate of insurance prior to
commencement of work.

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3.7 Term of Service: The anticipated start date for the requested service period is
September 1, 2026 and ends on June 30, 2027 (referred to as FY27).
Contractors awarded bids for FY27, that are in good standing, shall be given the option of
servicing the same buildings during the FY28, FY29 and FY30 periods at the FY27 bid price
should the City elect to extend contract maintenance. In the event of continuation, eligible
contractors will be contacted by the City prior to July 1st, each year to determine interest.
Perpetuation is only optional for Contractor's that demonstrate superior performance and
will require a new agreement for the applicable maintenance period.
3.8 Basis of Award: Each project location included in this solicitation will be evaluated and
awarded separately based on the lowest responsive and responsible quote received for that
specific location. While the intent is to award each location independently, it is possible that
a single contractor may be awarded multiple project locations if they are determined to be
the lowest qualified bidder for more than one site.
3.9 Cancellation: The City reserves the right to cancel any portion of the maintenance in
the event of the sale, closure or destruction of any of the facilities referenced in this RFP, or
for repeated non-compliance with the requirements set forth in this RFP.
3.10 Payment: Upon completion of each seasonal maintenance service, the Contractor
will submit an itemized billing statement and detailed service report (referred to collectively
as 'payment application'), that specifically identifies the facilities and equipment where
maintenance were performed and associated cost. Payment applications must be
submitted by the last day of each month for that month's work in order to receive payment
following the second City Council meeting of the following month. Invoices submitted
without a service report may result in delay of payment.
SECTION 4 - SUBMISSION GUIDELINES
Submittals shall include the completed 'Proposal Form' furnished in Appendix B of this RFP,
as Exhibit "B". Failure to do so could result in disqualification of the Proposal.
The submission of the "Proposal Form" will constitute an incontrovertible representation by
the Proposer that he/she has complied with every requirement and the RFP Documents are
sufficient in scope and detail to indicate and convey understanding of all terms and
conditions for performance of the work. No conditional proposals are to be accepted.
Bids submitted for equipment at Fire Station 4, Police Headquarters, and Public Works
Administration (New) shall include the cost for both HVAC components and boiler system
maintenance. Contractors that do not possess required licensing for the installation, service
and repair of boiler systems may sub-contract the boiler maintenance. All subcontractors
must be identified in the bid submittal along with verification of licensing credentials and
insurance coverage as required in Sections 3.5 and 3.6.

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SECTION 5 - CITY FACILITIES CONDITION ASSESSMENT REPORT (CF-CAR)
The Contractor shall assist with updating the City Facilities Condition Assessment Report (CF-
CAR), which includes the current operational health, efficiency, and remaining useful life of
heating, ventilation, and air conditioning equipment throughout each city facility, along with
other critical building infrastructure.
Contractor's role will be to confirm/record requested information gathered during HVAC
maintenance activities using worksheets furnished by the city. An example of the CF-CAR
worksheet is located in Appendix "B", referenced as Exhibit "C". Contractor(s) awarded
maintenance service work will be issued printable worksheets for each applicable building
prior to the term of service start date. These worksheets are intended to be utilized by the
service technician for data collection in the field. The information can later be transferred to
an approved electronic format and transmitted to Facilities Maintenance staff as part of the
payment application (which also includes itemized invoice(s) and service report(s))
associated with each bi-annual service.
Completion of the CF-CAR worksheets does not constitute a full HVAC Assessment Report.
Data reporting by the Contractor consists only of the following:
* Verify asset identification (description, make, model, and serial number)
* Confirm year of manufacture, estimate of unit's remaining useful life (RUL) compared
to service life benchmarks
* Rate general condition of the equipment based on City's ordinal rating scale
(replacement needed, poor, good, excellent)
* Estimate/provide current year's turnkey replacement cost; equipment and labor
Failure to transmit completed CF-CAR Worksheets as part of the payment application may
result in delay of payment.
SECTION 6 - HVAC EQUIPMENT AND AIR FILTER INVENTORY
An inventory of all HVAC equipment (by building) and complete listing of all air filters
(by type/size) included in this maintenance program are detailed in Appendix "B" as
Exhibit "D".
Contractor is responsible for furnishing the required air filters.

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APPENDIX "A"
PERFORMANCE SPECIFICATIONS

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GENERAL REQUIREMENTS
PROVISIONS
The Contractor shall:
* Provide all labor, supervision, tools, testing instruments, cleaning materials, and minor
consumables necessary to complete the requested maintenance services
* Provide trained, qualified and licensed HVAC and boiler technicians
* Follow manufacturer recommendations and industry standards
* Coordinate scheduling with Facilities Maintenance staff prior to arrival
* Protect surrounding finishes, furniture, and equipment during maintenance
* Inspect all equipment thoroughly and document all findings
* Record all operational readings and findings for each system serviced
* Report any equipment operating outside manufacturer tolerances
* Replace all filters included within the agreement
* Dispose of used filters and debris offsite
* Verify all panels, doors, and access covers are reinstalled/secured upon completion
* Ensure all equipment is returned to proper operating condition upon completion
* Provide a detailed service report for every asset inspected
SAFETY & LOCKOUT
Technician shall:
* Follow all OSHA and applicable safety standards
* Utilize proper lockout/tagout procedures
* Follow manufacturer startup and shutdown procedures
* Ensure all gas-fired appliances are tested for safe operation before leaving site
* Notify Facilities Maintenance staff immediately of unsafe conditions
DOCUMENTATION & REPORTING REQUIREMENTS
A detailed service report shall be provided following completion of maintenance.
Service reports shall include:
* Facility name
* Equipment ID
* Equipment location
* Manufacturer
* Model number
* Serial number
* Equipment condition
* Operational status
* Deficiencies identified
* Repairs recommended
* Photos of failed or damaged components
* Verification of completed maintenance items
* Technician name and service date

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Ceiling Hanging Heaters & Infrared Tube Heaters - Specs
Electric and Gas Fired - Bay/Shop Applications
The purpose of this maintenance is to ensure all ceiling-mounted unit heaters, suspended
heaters, and infrared tube heaters used in shop, maintenance, bay, and warehouse-style
facilities operate safely, efficiently, and reliably. Program is intended to reduce emergency
failures, improve heating performance, identify developing issues before equipment failure
occurs, maintain safe operation of fuel-burning appliances, and ensure facilities remain
operational during winter weather.
Maintenance shall include inspection, cleaning, testing, adjustment, and verification of
burners, heating elements, gas train components, venting systems, electrical systems, fans,
controls, safeties, and thermostat operation to ensure equipment is functioning as
designed and prepared for seasonal heating demand.
Contractor shall provide complete preventive maintenance, inspection, testing, cleaning,
adjustment, and operational verification of all:
* Covered Equipment Types
* Gas-fired ceiling-mounted unit heaters
* Electric ceiling-mounted unit heaters
* Suspended shop heaters
* Infrared tube heaters
* Radiant gas tube heating systems
GAS-FIRED CEILING HANGING HEATERS
VISUAL EQUIPMENT INSPECTION
Technician shall inspect overall heater condition and verify:
* Heater cabinet condition
* Mounting hardware integrity
* Hanging supports
* Vibration isolators (if applicable)
* Signs of rust or corrosion
* Water intrusion
* Loose panels or hardware
* Physical damage
* Inspect surrounding area for combustible storage concerns
BURNER ASSEMBLY INSPECTION & CLEANING
Technician shall:
* Inspect burner assembly condition
* Clean burners as necessary
* Remove dirt, soot, debris, or buildup
* Verify burner ports are unobstructed