Project Information

Bid Title

RFP HVAC System Replacement

Issuing Agency

Quinault Indian Nation

Location

Washington

Published Date

May 27, 2026

Closing Date

Jun 18, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	RFP HVAC System Replacement
Category:	Tribal Employment Rights Ordinance (TERO)
Status:	Open

Description: Quinault Community Health (QCH) is seeking qualified contractors to submit a Request for Proposal (RFP) for the replacement and installation of a new HVAC system at our healthcare clinic located at 1020 Anderson Drive, Aberdeen, WA - Building 200. SEE RELATED DOCUMENT BELOW Publication Date/Time: 5/27/2026 12:00 AM Closing Date/Time: 6/18/2026 4:30 PM Contact Person: Respondents shall submit an electronic proposal that is limited to 10 pages. Responses must be received by June 18, 2026. Send your submittals to: Jim Scott Facilities Director Quinault Community Health jim.scott@quinaultwc.org. Related Documents: RFP QCH HVAC System Replacement Bldg

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Quinault Community Health

421 W. State Street Aberdeen, WA 98520 Tel: (564) 544-1950

Request for Proposal

# 2026-0001

HVAC System Replacement

May 27, 2026

Request for Proposals

Quinault Community Health (QCH) is seeking qualified contractors to submit a Request for Proposal

(RFP) for the replacement and installation of a new HVAC system at our healthcare clinic located at

1020 Anderson Drive, Aberdeen, WA - Building 200.

Introduction

The goal of this project is to design and implement a reliable, high-performance HVAC system that

ensures consistent indoor air quality, optimal temperature control, and long-term operational

dependability. The system must be energy-efficient and aligned with applicable sustainability

standards, while meeting or exceeding all local, state, federal, and tribal regulatory requirements.

Particular emphasis will be placed on supporting healthcare-specific needs, including infection

prevention and control, proper ventilation, and air filtration to promote a safe environment for

patients, staff, and visitors. Additionally, the system should enhance overall operational efficiency by

reducing maintenance demands, minimizing downtime, and supporting cost-effective facility

management over the lifecycle of the equipment.

Scope of Work

The selected contractor will be responsible for providing all labor, materials, equipment, and

supervision necessary to complete the HVAC project. Scope includes, but is not limited to:

• Assessment of existing HVAC system.

• Removal and proper disposal of existing equipment.

• Design and installation of new HVAC system including all associated components and

infrastructure required for a complete and fully functional system. This includes, but is not

limited to, curb adapters, roof curbs, structural supports, equipment mounts, ductwork

modifications or replacements, electrical connections, controls integration, thermostats, and

any required system accessories.

• Compliance with healthcare ventilation and infection control standards, including but not

limited to ASHRAE Standard 170 (Ventilation of Health Care Facilities), as well as all

applicable local, state, federal, and tribal regulations. The system design and installation

must support required air changes per hour (ACH), filtration standards, pressure

relationships, and other infection prevention and control measures appropriate for

healthcare environments.

• Ductwork evaluation, repair, or replacement as needed.

• Replacement of VAV boxes

RFP Quinault Community Health HVAC System – Building 200 May 2026

Page 1 of 4

Quinault Community Health

421 W. State Street Aberdeen, WA 98520 Tel: (564) 544-1950

• Integration with existing building systems, proper sealing and weatherproofing, and ensuring

all components are installed in accordance with manufacturer specifications and applicable

codes.

• Installation of low-voltage wiring

• Controls and thermostat installation.

• Central control system

• Testing, balancing, and commissioning of the system, including full system startup and

verification to ensure optimal performance and compliance with design specifications. This

shall include, at a minimum: preparation and submission of a comprehensive air balance

report; functional performance testing of all HVAC equipment and components; verification

and calibration of system controls, thermostats, and sequences of operation; and delivery of

complete final commissioning documentation. Documentation should confirm that all

systems are operating as intended, meet applicable codes and healthcare standards, and are

ready for occupancy and ongoing use.

• Staff training on system operation.

• Provision of warranty and maintenance recommendations.

• Contactor shall ensure full compliance with all applicable healthcare ventilation and

infection control standards, including ASHRAE Standard 170, and any additional

requirements specific to outpatient healthcare facilities.

A pre-bid site walk with Facilities Director is required to improve bid accuracy and reduce change

orders.

All work must be completed in a manner that minimizes disruption to clinic operations.

Cost Estimates

Proposals must include a detailed cost estimate, including:

• Labor costs

• Materials and equipment

• Permits and fees

• Project management costs

• Any additional or optional costs

• Clearly identified allowances or contingencies

Project Timeline

Contractors should demonstrate the ability to meet timelines while accommodating a healthcare

setting with active patient services.

• Estimated Project Start Date: July 24, 2026

• Estimated Project Completion Date: August 7, 2026

• Key Project Milestones, if any: None

Proposal Submittal

RFP Quinault Community Health HVAC System – Building 200 May 2026

Page 2 of 4

Quinault Community Health

421 W. State Street Aberdeen, WA 98520 Tel: (564) 544-1950

Firms are solely responsible for all costs incurred in the preparation and submittal of the RFP.

Submittal becomes the property of QCH and will not be returned. The proposal will be evaluated

based on the firm’s experience of the assigned project manager and team.

Respondents shall submit an electronic proposal that is limited to 10 pages. Responses must be

received by June 18, 2026.

Send your submittals to:

Jim Scott

Facilities Director

Quinault Community Health

jim.scott@quinaultwc.org.

Proposals shall demonstrate that the firm has the professional capability and availability to complete

all the tasks in a satisfactory manner. Contractor must be properly licensed and meet Washington

State Department of Labor & Industries requirements. Responses shall include:

1. The company’s legal name, address, telephone number and key contact email address;

2. The project manager assigned to this project and a brief description of their qualifications

and list of projects and date of completion for projects similar in scope and experience

working with tribes;

3. The proposed work plan and schedule for activities to be performed;

4. Bid proposal based on the proposed scope of work, work plan and schedule;

5. Equipment specifications including manufacturer, make, and model numbers;

6. Warranty details including parts and labor;

7. Necessary or planned subcontractors, if any;

8. The firm’s Billing contact name, email, and phone number. Also include the preferred

invoicing schedule and terms;

9. Proof of current license, bond and insurance, including general liability insurance, worker’s

compensation, professional liability insurance, if applicable. Include coverage limits and

certificates of insurance;

10. A minimum of three references that are knowledgeable regarding the firm’s performance on

projects. The references shall be for projects on which the Project Manager has performed.

Evaluation Criteria and the Selection Process

The basis of the award will be to the respondent receiving the most points based on the following

criteria:

• Completeness of the submittal (15 points)

• Quality of services (20 points)

• Cost / Price Proposal (20 points)

• Reputation and experience (15 points)

• Ability to meet all deadlines for delivery of the items (15 points)

RFP Quinault Community Health HVAC System – Building 200 May 2026

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Quinault Community Health

421 W. State Street Aberdeen, WA 98520 Tel: (564) 544-1950

• Understanding of healthcare facility requirements (15 points)

Total Possible Score: 100 Points

Proposals scoring below 70 points may be considered non-responsive and may not be eligible for

award.

Preference will be given to qualified Indian-owned firms per the QIN’s Indian Preference Policy.

Respondents must not have been suspended or debarred by the federal government.

The successful bidder will sign a Standard Independent Contractor Agreement with QCH.

The QCH reserves the right to accept or reject all or part of the proposal/bid, and to negotiate with the

respondents to ensure that the QCH receives appropriate deliverables within the required timeframe.

*** END ***

RFP Quinault Community Health HVAC System – Building 200 May 2026

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Commodity Codes

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

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