Project Information

Bid Title

RFP for HVAC Maintenance Services (RFP-25-014)

Issuing Agency

Orange County Water District

Location

California

Published Date

Mar 19, 2026

Closing Date

Apr 15, 2026

Government Level

State & Local

Status

Closed

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

RFP for HVAC Maintenance Services (RFP-25-014)

The Orange County Water District (“OCWD” or District) is seeking proposals from qualified and experienced firms to provide expertise and experience in HVAC Mechanical Preventative Maintenance and Repairs Services at the main OCWD campus. OCWD intends to evaluate the proposals received and enter into a Three-Year General Services Agreement (“Agreement”) with the qualified firm. The work is expected to commence on July 1, 2026. This Agreement will be for a minimum term of three (3) years with an option to extend for two additional one-year periods.

RFP Documents:

• RFP for HVAC Maintenance Services (RFP-25-014) – Posted 3/19/2026

Solicitation Schedule:

RFP Issued	Thursday, March 19, 2026
Pre-Proposal Meeting (mandatory)	Thursday, April 2, 2026 at 10:00AM PT
Questions Due Date	Wednesday, April 8, 2026 at 10:00AM PT
Proposals Due	Wednesday, April 15, 2026 at 10:00AM PT
Agreement Award Date	May 2026

For questions, please contact at procurement@ocwd.com .

Attachment Preview

ORANGE COUNTY WATER DISTRICT

REQUEST FOR PROPOSALS

RFP-25-014

FOR

HVAC MAINTENANCE SERVICES

ISSUED: Thursday, March 19, 2026

PROPOSALS DUE:

Wednesday, April 15, 2026 at 10:00AM PT

Section

TABLE OF CONTENTS

Page

1. INTRODUCTION _____________________________________________________________________ 1

2. SOLICITATION SCHEDULE _________________________________________________________ 1

2.1. MANDATORY PRE-PROPOSAL MEETING ________________________________________ 2

2.2. QUESTIONS CONCERNING REQUEST FOR PROPOSALS ________________________ 2

2.3. DEADLINE FOR PROPOSALS ____________________________________________________ 2

2.4. PRE-SUBMITTAL ACTIVITIES_____________________________________________________ 3

3. PROJECT BACKGROUND AND DESCRIPTION ______________________________________ 3

4. SCOPE OF SERVICES_______________________________________________________________ 3

4.1. General Description of Services __________________________________________________ 3

4.2. Preventative Maintenance Program _______________________________________________ 4

4.3. HVAC Air Filter Replacement Service _____________________________________________ 5

4.4. Service Procedures and Site Requirements ______________________________________ 5

4.5. Service Locations ________________________________________________________________ 6

5. GENERAL INFORMATION ___________________________________________________________ 7

5.1. MINIMUM QUALIFICATIONS ______________________________________________________ 8

5.2. CONTRACTOR SAFETY __________________________________________________________ 8

5.3. PREVAILING WAGE ______________________________________________________________ 8

5.4. DIR CONTRACTOR REGISTRATION ______________________________________________ 9

6. ELEMENTS OF PROPOSAL _________________________________________________________ 9

6.1 Title Page ________________________________________________________________________ 10

6.2 Cover Letter _____________________________________________________________________ 10

6.3 Table of Contents________________________________________________________________ 10

6.4 Contractor License and DIR Contractor Registration, Prevailing Wage Laws

Compliance _____________________________________________________________________________ 10

6.5 Experience and record of past performance. ____________________________________ 10

6.6 Pricing, Labor Rates, and Material Markup_______________________________________ 11

6.7 Other Information________________________________________________________________ 12

6.7.1 Contractor Safety Program ____________________________________________________ 12

6.7.2 Safety Manual _________________________________________________________________ 12

6.7.3 Quality Control Plan ___________________________________________________________ 12

6.8 OCWD Standard Agreement _____________________________________________________ 12

6.9 Statement of Insurance Compliance _____________________________________________ 12

TOC - ii

Section

TABLE OF CONTENTS

Page

6.10 Billing and Invoicing Requirements______________________________________________ 13

6.11 Conflict of Interest _______________________________________________________________ 13

6.12 Equal Employment Opportunity And Affirmative Action Requirements __________ 13

7. PROPOSAL SUBMISSION REQUIREMENTS________________________________________ 14

7.1. Proposal Format _________________________________________________________________ 14

7.2. Proposal Preparation Costs _____________________________________________________ 14

8. SELECTION PROCESS _____________________________________________________________ 14

9. SPECIAL CONDITIONS _____________________________________________________________ 15

9.1. RESERVATIONS _________________________________________________________________ 15

9.2. PUBLIC RECORDS ______________________________________________________________ 15

9.3. RIGHT TO CANCEL ______________________________________________________________ 15

9.4. ADDITIONAL INFORMATION_____________________________________________________ 15

9.5. PUBLIC INFORMATION __________________________________________________________ 15

List of Exhibits:

Exhibit A: Performance Standards for HVAC Services

Exhibit A-1: OCWD Equipment and Filter list by location

Exhibit A-2: OCWD Laboratory Area 125 - Specialized Air Filter Requirements

Exhibit A-3: Price Sheet

Exhibit B: Sample Work Summary Report

Exhibit C: Contractor Safety

Exhibit C-1: Contractor Environmental Health & Safety Handbook

Exhibit C-2: Contractor Safety Program

Exhibit D: Services Agreement

Exhibit E: Evaluation Criteria

List of Attachments:

Attachment No.1: RFP Submittal Checklist

TOC - iii

OCWD RFP-25-014 - HVAC MAINTENANCE SERVICES

The Orange County Water District (“OCWD” or District) is seeking proposals from

qualified and experienced firms to provide expertise and experience in HVAC Mechanical

Preventative Maintenance and Repairs Services at the main OCWD campus. OCWD

intends to evaluate the proposals received and enter into a Three-Year General Services

Agreement (“Agreement”) with the qualified firm. The work is expected to commence on

July 1, 2026. This Agreement will be for a minimum term of three (3) years with an option

to extend for two additional one-years. The Agreement will be monitored closely for

acceptable services rendered throughout the Agreement term. OCWD will have the option

to terminate the contract in whole or in part during the Agreement term, for any reason or

no reason, without penalty, upon notice. The proposer will not be entitled to lost profits

or any other compensation not earned prior to the time of termination.

This Request for Proposal (“RFP”) describes the required scope of services, the

information that must be included in the proposal, and the proposal selection process.

Proposers are encouraged to carefully review this RFP in its entirety prior to submitting

their proposals. Failure to submit information in accordance with these requirements and

procedures may be cause for disqualification.

1. INTRODUCTION

The OCWD is an internationally recognized leader in the water industry that was formed

in 1933 by the California State Legislature which entrusted OCWD to guard and protect

the region’s groundwater basin and limited water supply. OCWD’s mission is to provide

a reliable supply of high-quality water that is sourced in an environmentally responsible

manner to the more than 2.5 million residents and businesses within the 270 square mile

service area of Orange County, California that OCWD serves. OCWD manages three of

Southern California’s greatest water supplies, this includes protecting rights to the Santa

Ana River, managing and replenishing the Orange County Groundwater Basin, and

operating and maintaining the Groundwater Replenishment System (GWRS), the world’s

largest advanced water purification system for potable water reuse. More information

regarding the OCWD can be found at www.ocwd.com.

2. SOLICITATION SCHEDULE

The solicitation schedule is summarized in the table below. OCWD reserves the right to

modify the schedule below at its discretion. Proper notification changes will be made to

interested proposers.

RFP Issued

Pre-Proposal Meeting (mandatory)

Questions Due Date

Proposals Due

Agreement Award Date:

Thursday, March 19, 2026

Thursday, April 2, 2026 at 10:00AM PT

Wednesday, April 8, 2026 at 10:00AM PT

Wednesday, April 15, 2026 at 10:00AM PT

May 2026

Orange County Water District

HVAC MAINTENANCE SERVICES

RFP-25-014

Thursday, March 19, 2026

Page 1 of 15

OCWD RFP-25-014 - HVAC MAINTENANCE SERVICES

2.1. MANDATORY PRE-PROPOSAL MEETING

The mandatory pre-proposal meeting will be held at the OCWD Headquarters at 18700

Ward Street, Fountain Valley, CA 90712 on Thursday, April 2, 2026 at 10:00AM PT.

Firms interested in submitting proposals are required to attend the pre-proposal meeting.

Meeting participants will be required to sign in. A copy of the sign-in sheet will be posted

on the OCWD website at, https://www.ocwd.com/working-with-us/rfp-contracts/, after the

pre-proposal meeting. Proposals will not be accepted from firms that do not attend the

mandatory pre-proposal meeting.

2.2. QUESTIONS CONCERNING REQUEST FOR PROPOSALS

All questions regarding the RFP must be submitted in writing before the deadline due

date of Wednesday, April 8, 2026 at 10:00AM PT. All questions must be titled

“Question – RFP-25-014 HVAC Maintenance Services”. Responses to questions

received from prospective proposers will be formally documented in a Question and

Answer (Q&A) table that will be posted on the OCWD website:

https://www.ocwd.com/working-with-us/rfp-contracts/. The Q&A table will be updated

regularly as questions are received from prospective proposers. Questions received

after the questions due date will not be considered.

Attention: Bobby Velasco, Warehouse Supervisor/ Senior Buyer

Email: procurement@ocwd.com

2.3. DEADLINE FOR PROPOSALS

Three (3) hard copies and one (1) electronic flash drive copy of the proposal must be

received in a sealed envelope by OCWD no later than Wednesday, April 15, 2026 at

10:00AM PT or such later time that OCWD may announce by an addendum at any time

prior to the proposal deadline. The envelope shall be plainly marked on the exterior

“Proposal for RFP-25-014 HVAC MAINTENANCE SERVICES” and with the name,

company name, and address of the proposer.

Proposals must be mailed or delivered in person or via courier services at the District

office listed below. To deliver submittal packages in person or via courier, please notify

the guard at the main gate for proposal drop off. Sealed envelopes will be timestamped

upon receipt at the receptionist desk.

Orange County Water District

Administration Office Building

Attention: Bobby Velasco, Warehouse Supervisor/ Senior Buyer

Address: 18700 Ward Street

Fountain Valley, CA 92708

It is the Proposer’s responsibility to ensure that proposals are received prior to the

submittal deadline. Proposal packages should also include all signed Acknowledgment

Orange County Water District

HVAC MAINTENANCE SERVICES

RFP-25-014

Thursday, March 19, 2026

Page 2 of 15

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.