RFP for Building Controls

Request for Proposals (RFP) for
Building Controls
RFP release date: May 19, 2026
Submission due date: June 8, 2026
Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006
P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246
www.washingtoncountymn.gov
Washington County is an equal opportunity organization and employer

Table of Contents
1. Introduction ...................................................................................................................................................... 3
1.1. Background Information .......................................................................................................................... 3
1.2. Schedule ................................................................................................................................................... 3
1.3. County Authorized Representative .......................................................................................................... 3
2. Scope of Services ............................................................................................................................................... 4
2.1. Locations................................................................................................................................................... 4
2.2. Mandatory Services .................................................................................................................................. 5
2.3. Deliverables .............................................................................................................................................. 5
2.4. Other Requirements ................................................................................................................................. 6
2.5. Optional Services ...................................................................................................................................... 6
3. Proposal Content............................................................................................................................................... 6
3.1. Cover Letter .............................................................................................................................................. 6
3.2. Qualifications and Experience .................................................................................................................. 6
3.3. Artificial Intelligence ................................................................................................................................. 7
3.4. Conflict of Interest .................................................................................................................................... 7
3.5. Appendix A - County's Standard Terms and Conditions .......................................................................... 7
3.6. Appendix B - Technology Security, Risk & Compliance Questionnaire ................................................... 7
3.7. Appendix C - Vendor/Contractor Information Technology Usage Agreement ...................................... 7
3.8. Appendix D - References......................................................................................................................... 7
3.9. Appendix E - Fee Schedule ....................................................................................................................... 7
4. Proposal Submittal ............................................................................................................................................ 8
5. Proposal Evaluation and Selection .................................................................................................................... 8
5.1. Evaluation Committee .............................................................................................................................. 8
5.2. Evaluation Criteria .................................................................................................................................... 8
5.3. Final Selection........................................................................................................................................... 9
5.4. Conditions of this RFP ............................................................................................................................... 9
6. Proposal Questions ........................................................................................................................................... 9
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1. Introduction
The purpose of this Request for Proposals (RFP) is for Washington County to secure services for program and
maintenance of building control systems throughout the County. The County is seeking a five-year contract.
These services will go through the RFP solicitation process every five (5) years at minimum and the total
contract amount will not exceed $175,000.
1.1. Background Information
Washington County, Minnesota is the fifth most populous county in Minnesota with a diverse population,
including longtime residents, young professionals and families, and new immigrant communities. Over the
last 20 years, Washington County has experienced rapid growth from a rural, farming community to an
expanding urban area.
The County was established in 1849 and has the powers, duties, and privileges granted counties by state
law, codified in Minn. Stat. 373. The County serves an area of 423 square miles, with an estimated
population of 262,748. The County's fiscal year begins on January 1 and ends on December 31. The County is
governed by a five-member County Board of Commissioners representing separate districts. In addition, the
Offices of County Attorney and Sheriff are elected on a countywide basis.
The County offers a full range of services including property tax administration, law enforcement and
corrections, public works, parks, solid waste management, library, community health, county extension,
human resources, courts, and general administration. The County employs approximately 1,400 employees.
Building Services is a division of the Public Works Department and manages seventeen buildings throughout
the county, as well as performing project work focusing on new buildings and renovation of existing
buildings.
1.2. Schedule
Washington County anticipates the following schedule:
Schedule Due Date
RFP Release Date 5/19/26
Questions Due 5/25/26
Addendum Release Date 5/28/26
Proposals Due 6/8/26
Notification of Award 6/10/26
Commencement Date 6/15/26
Completion Date 6/15/32
1.3. County Authorized Representative
The County Authorized Representative for this RFP is:
Christina Mastro
christina.mastro@washingtoncountymn.gov
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2. Scope of Services
The successful Contractor will have the ability to perform the functions below. Washington County
anticipates that Contractors will not have the capabilities to program all systems. Contractors may submit a
proposal for one or more of the systems itemized. Washington County may award multiple contracts as a
result of this process. Contractors are also encouraged to highlight any services for which they possess
particularly notable qualifications.
2.1. Locations
Buildings covered include, but are not limited to:
Building Automation System
Government Center Niagara/Honeywell and Allerton
14949 62nd St. N.
Stillwater, MN 55082
Law Enforcement Center Niagara/Honeywell/Distech and Allerton
15015 62nd St. N.
Stillwater, MN 55082
Washington County Courthouse Niagara/Honeywell and Allerton
14949 62nd St. N.
Stillwater, MN 55082
Cottage Grove Service Center Niagara
13000 Ravine Parkway
Cottage Grove, MN 55016
Forest Lake Service Center/Headwaters Library Niagara/Honeywell
19955 Forest Road North
Forest Lake, MN 55025
Public Works North Shop Niagara/Honeywell
11660 Myeron Road
Stillwater, MN 55082
Forest Lake Transit Center Niagara/Honeywell
19987 Fitzgerald Trail N.,
Forest Lake, MN 55025
R.H. Stafford Library ALC and Allerton
8595 Central Park Pl
Woodbury, MN 55128
Oakdale Library
1010 Heron Ave North Niagara/Honeywell
Oakdale, MN 55128
Central Service and License Center
1261 Woodlane Drive Niagara/Honeywell
Woodbury, MN 55125
Wildwood Library
763 Stillwater Rd. Niagara/Honeywell
Mahtomedi, MN 55115
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Park Grove Library Niagara/Honeywell
7900 Hemingway Ave South
Cottage Grove, MN 55016
South Environmental Center
4039 Cottage Grove Drive Niagara/Honeywell
Woodbury, MN 55129
Newport Transit Station
250 Red Rock Crossing Niagara/Honeywell
Newport, MN 55055
North Environmental Center
6065 Headwaters Parkway. Niagara/Honeywell
Forest Lake, MN 55025
Public Works South Shop Niagara/Honeywell
4037 Cottage Grove Drive
Woodbury, MN 55129
Emergency Housing Building Schneider Electric
15055 60th St N
Stillwater MN 55082
Over the course of this contract, buildings may be added or removed and building automation systems may
be replaced.
2.2. Mandatory Services
The successful Contractor will have the ability to perform all the functions meet all services under
requirements and deliverables for any building automation systems they support. It is understood that a
single vendor may not support all automation systems. For this reason it is anticipated that more than one
vendor will be placed under contract.
2.3. Deliverables
Contractor will provide resources, labor, equipment and expertise necessary to perform on call and
preventative maintenance to the County's Integrated Building Control Systems on an as needed basis as
directed by Building Services, including but not limited to:
* Regularly backing up the systems, including after any change as well as on a bi-annually basis. At a
minimum, the previous three iterations of the system must be retained.
* Review and identify solutions for alarm conditions.
* Review system data for unreliable sensors and data that is not within statistical control.
* Review and identify solutions for settings, alerts and alarms that are overridden.
* Review and identify solutions for issues identified by Washington County.
* Respond to emergencies as called by Washington County Building Services Staff within 12 hours
24x7x365.
* Contractor shall be able to source OEM parts for the systems that they support within five business
days.
* Technicians will be required to be on site when requested by Washington County Building Services
staff.
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2.4. Other Requirements
Washington County has implemented four building control vendors: Niagara, Allerton, ALC and Distech.
Proposals should describe the Contractors' capability to meet the deliverables on one or more of these
systems.
* Indicate how many certified technicians are employed by the Contractor for each building
control systems.
* Building Control Technicians should be able to:
Troubleshoot and repair field devices including, but not limited to, actuators, valves,
o
dampers and safety controls
Troubleshoot networks associated with building automation, including BACnet and
o
LonWorks networks
Obtain, install and configure OEM equipment when replacement is needed such as
o
BCMs, JACEs and Spyders.
Technicians need to be certified for the systems they support. As part of your response,
o
attach a technician roster indicating certifications and years of experience.
* Indicate in your response if its possible to assign technicians to the account and if this is
standard practice for your firm.
2.5. Optional Services
Contractors shall clearly indicate if they provide these services and highlight any particularly notable
qualifications or experience with these services.
* Consultant Services
* Training Services
* Automatic Temperature Control (ATC) inspection and calibration
Contractor may propose other services that they provide for which Washington County may take an
interest.
If fees for optional services vary from the hourly technician rate proposed, those fees can be negotiated at
the time of request and need not be included in the proposal.
3. Proposal Content
The following will be considered minimum contents of the proposal and must be submitted:
3.1. Cover Letter
Introduce the Contractor submitting the proposal and state the Contractor's understanding of the services.
Include name, address, telephone number, and email address of the contact person(s), as well as the names
of any others participating in the proposal.
3.2. Qualifications and Experience
Provide demonstrated qualifications and experience that proves the ability to perform the services and
meet the requirements of this RFP. Include the experience, certification and training of individual
technicians that are likely to be assigned to the account. Also include information regarding training
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programs that ensure that technicians remain up to date within the field. Describe your emergency
response process.
3.3. Artificial Intelligence
Describe how your organization incorporates artificial intelligence (AI) or machine learning into the
proposed solution and/or service delivery pursuant to the County's Artificial Intelligence Policy 3007
available at https://www.washingtoncountymn.gov/bids. Include a description of specific use cases,
functionality, and the role AI plays in supporting outcomes. Additionally, describe your approach to AI
governance, including data sources, privacy and security protections, bias mitigation, transparency, and any
human oversight involved.
3.4. Conflict of Interest
The Contractor must identify any potential conflict of interest it may have with the County or any other
party or entity that may be affected by the terms of this RFP and responsive
proposals. The Contractor agrees that, should any conflict or potential conflict of interest become known, it
will immediately notify the County of the conflict or potential conflict, and will advise the County whether it
will or will not resign from the other engagement or representation. Unless waived by the County, a conflict
or potential conflict may, in the County's discretion, require withdrawal or rejection of the Contractor's
proposal.
3.5. Appendix A - County's Standard Terms and Conditions
Submit a signed Appendix A as the Contractor to whom the contract is awarded shall be required to comply
with the terms and conditions contained therein. Washington County reserves the right to reject any
proposal that does not include a signed Appendix A.
3.6. Appendix B - Technology Security, Risk & Compliance Questionnaire
Submit a completed Appendix B, which shall be incorporated into the contract, and with which the awarded
Contractor must comply.
3.7. Appendix C - Vendor/Contractor Information Technology Usage Agreement
Submit a completed Appendix C, which shall be incorporated into the contract, and with which the awarded
Contractor must comply.
3.8. Appendix D - References
Submit a completed Appendix D, which includes three references for organizations currently utilizing your
services that are similar in size and with similar needs as Washington County. Include agency name, contact
name, email address, phone number, and a brief description of the services you provide. Provide a
description of a past project you have done for this client if you have provided services beyond
maintenance.
3.9. Appendix E - Fee Schedule
Provide all costs associated with the proposed contract for services in a complete and understandable form.
Fees shall be for mandatory services only, fees for optional services shall be negotiated at the time of
request. Washington County expects that the fees proposed will remain in effect for the entire five year
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term of the contract. Contractors may choose to propose an escalating fee schedule over five years to
account for increases in cost over the term. Cost will be evaluated over the entire term of the contract.
4. Proposal Submittal
All proposals, once submitted, become the property of the County. They will not be returned to the
Contractor. Submission of a proposal indicates acceptance by the Contractor of the conditions contained in
this RFP unless clearly and specifically noted in the proposal submitted and confirmed in the contract
between the County and the selected Contractor.
* Proposals will be limited to no more than five (5) pages in length, excluding a cover sheet, a cover
letter, table of contents, and appendices. The font shall be no smaller than 11-point.
* Proposal must be combined as one document, except for the separate fee schedule to ensure fees
can be evaluated independently from technical and qualification components.
All proposals must include Proposal Content set forth in Section 3 and be sent electronically to the County
Authorized Representative.
Contractors must submit to the e-mail address above with a subject line clearly marked as Building Controls,
no later than June 8, 2026, 4:00pm CST. Late submittals will not be considered.
5. Proposal Evaluation and Selection
The County will evaluate the information the Contractor provides in response to this RFP.
* Step one will consist of a review to determine which proposals comply with all mandatory
submission requirements. Non-compliant proposals will, subject to the express and implied rights of
the County, be disqualified and not evaluated further.
* Step two will consist of scoring each compliant response based on the evaluation criteria below.
5.1. Evaluation Committee
The evaluation committee consists of representatives of Washington County.
5.2. Evaluation Criteria
The criteria and assigned weight on which proposals will be evaluated are:
Evaluation Criteria Points
Signed Appendix A Yes/no
Which Building Automation Vendors are Supported n/a
Expressed understanding of the services and requirements of 30
this RFP
Qualifications and Experience: 30
* Qualifications and experience of the firm
* Qualifications and experience of technicians employed
* Quality of training provided to technicians
Cost 20
References 20
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* References should include customers similar to
Washington County in scope and function. e.g.
Government entities, universities, school districts
Total 100
5.3. Final Selection
The Contractor with the highest evaluated score will be selected. It is anticipated but not guaranteed that
the selection of a Contractor will be completed by June 10, 2026. Following notification of the selected
Contractor, it is expected a contract will be executed between both parties by June 15, 2026.
5.4. Conditions of this RFP
* This RFP process does not obligate the County to award a contract or complete the services.
* The County reserves the right to waive any minor irregularities.
* The County reserves the right to reject any or all proposals.
* The County reserves the right to request additional information or clarifications from Contractors.
* The County reserves the right to interview any, all, or none of the Contractors.
* The County reserves the right to enter into a contract with more than one Contractor.
* If the RFP process concludes by withdrawal, cancellation or rejection of all proposals, the County
reserves the right to issue another RFP for this service.
* The County shall not be liable for any expenses incurred by the Contractor including but not limited
to expenses associated with the preparation and submission of the proposal.
* Proposals submitted become a matter of public record. All data collected, created, received,
maintained, or disseminated for any purposes by the activities of the Contractor because of this RFP
is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as
amended, the Minnesota Rules implementing such Act now in force or as adopted, as well as
Federal Regulations on data privacy.
6. Proposal Questions
To notify the County of any inconsistency or ambiguity in this RFP and for all questions pertaining to this RFP,
all questions and notifications must be sent via e-mail by May 25, 2026 at 4:00pm CST to the County
Authorized Representative.
Only written questions and notifications will receive responses. Washington County reserves the right to
disregard questions received after May 25, 2026 at 4:00pm CST. An addendum will be issued through the
same communication medium as this RFP was originally distributed no later than May 28, 2026.
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Appendix A - County's Standard Terms and Conditions
A contract will be prepared by Washington County upon selection of a firm. The following provisions must be
included in any contract and are non-negotiable.
I. Cost And Payment
The Contractor will provide to the County clear documentation of work completed, dates of work, and
location of work. Contractor invoice(s) will reflect charges in accordance with the Cost Proposal
provided. Contractor invoice(s) will be paid within 30 days of receipt of the invoices providing proper
documentation is presented. Payments made under this Contract shall be in the form of Automated
Clearing House (ACH), check, or Virtual Credit Card (VCC). The County may withhold payment for failure
to provide service to comply with any of the provisions of this agreement; no interest penalty shall
accrue against the County.
Charges such as, but not limited to, mileage reimbursement, fuel, trip or parking charges, consumable
incidental materials, etc. shall be included in the Contractor's overhead and included on the Cost
Proposal provided. These charges will not be reimbursed if labeled as "miscellaneous charges."
II. Nondiscrimination
The Contractor agrees to comply with the nondiscrimination provision set forth in Minnesota Statute
181.59 and not discriminate on the basis of race, creed, color, or national origin. The Contractor's failure
to comply with this requirement may result in cancellation or termination of the Contract, and all money
due or to become due under the Contract may be forfeited for a second or any subsequent violation of
the terms or conditions of this Contract.
III. Compliance with Law
The Contractor shall comply with all applicable Federal law, State statutes, Federal and State
regulations, and local ordinances now in effect or adopted during the performance of the services
herein until completion of said services. Failure to meet the requirements of the above shall be a
substantial breach of the Contract and will be cause for cancellation of this Contract.
IV. Possession of Firearms on County Premises
Unless specifically required by the terms of this Contract or the person it is subject to an exception
provided by 18 USC 926B or 926C (LEOSA) no provider of services pursuant to this Contract or
subcontractors shall carry or possess a firearm on County premises or while acting on behalf of
Washington County pursuant to the terms of this Contract. Violation of this provision is grounds for
immediate suspension or termination of this Contract.
V. Subcontracting and Assignment
The Contractor shall not enter into any subcontract for performance of any services contemplated under
this Contract; nor novate or assign any interest in the Contract, without the prior written approval of the
County. Any assignment or novation may be made subject to such conditions and provisions as the
County may impose. If the Contractor subcontracts the obligations under this Contract, the Contractor
shall be responsible for the performance of all obligations by the subcontractors.
VI. Subcontractor Prompt Payment
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