Sealed bids for HVAC maintenance services due April 28, 2026.

NOTICE INVITING SEALED BIDS
FOR THE HVAC MAINTENANCE AND REPAIR SERVICES
IN THE CITY OF SIMI VALLEY
SPECIFICATION NO.: SV 25-39
The City of Simi Valley is accepting sealed bids in the City Clerk’s office, 2929 Tapo Canyon Road, Simi Valley, California 93063, until 3:00 p.m. on:
APRIL 28, 2026
at which time they will be publicly opened. Bids will not be accepted after that time.
An optional pre-bid meeting will be held at City Hall, 2929 Tapo Canyon Road, on April 8, 2026, at 10:00 a.m. Questions and/or concerns will be addressed at this meeting. Interested parties should RSVP to Theresa Estrada at testrada@simivalley.org.
All bids must be sealed and submitted to the following:
City Clerk
City of Simi Valley
2929 Tapo Canyon Road
Simi Valley, CA 93063
Please mark the outside of the envelope (and express shipment envelope, if applicable):
HVAC MAINTENANCE AND REPAIR SERVICES,
SPECIFICATION NO. SV 25-39
APRIL 28, 2026
3:00 P.M.
All contacts should be through John Willoughby, Deputy Public Works Director at
(805) 583-6405 or JWilloughby@simivalley.org regarding any bidding questions before or after the Notice to Proceed has been issued to the successful bidder.
As described in the Bidding Documents, the bids are for maintenance services, HVAC Maintenance and Repair Services (Service), which include, but are not limited to, preventive maintenance and repair services for air conditioners, heating units, evaporative coolers, roof exhaust fans, heat pumps, air handlers, and building automation systems in the various City buildings (list provided as Appendix B), including the Police facility. This is a three (3) year contract, with option to extend for two (2) additional one (1) year terms.
GENERAL REQUIREMENTS:
1. Contractor shall have, at the time of bid submittal, a valid State of California C-20 Contractor’s License, and maintain throughout the term of the contract.
2. Contractor shall provide all tools and equipment, labor, parts and materials necessary to provide proper service. Preventive maintenance services shall be on a bimonthly basis during February, April, June, August, October, and December of each year included in the contract term, for all locations listed on page 19, with the exception of Sanitation, which shall be maintained monthly, and Mt. McCoy/Stow stations, which shall be maintained quarterly. These costs shall be included SECTION A: Preventive Maintenance of HVAC Systems in the unit price bid schedule
3. The bid shall also include an hourly rate for additional services, which shall require authorization by the Maintenance Superintendent. The City/District shall not be subject to mileage or emergency fees. Prices for material and parts shall not be in excess of the amounts offered to other government agencies for the same items. Public Works Maintenance staff shall be notified in writing, 48-hours prior to the initiation of preventive maintenance service; Police Department staff shall be notified when servicing the Police building. Sanitation staff shall be notified when servicing the Sanitation building. City facilities and Police Department building are accessible for servicing Monday through Friday, 8:00 a.m. to 5:00 p.m., Sanitation/District facilities Monday through Thursday, 7:00 a.m. to 4:30 p.m. and Friday, 7:00 a.m. to 3:30 p.m. These costs shall be included on SECTION B: REPAIR OF HVAC SYSTEMS in the unit price bid schedule.
4. In the event any unit requires repair between preventive maintenance servicing, if deemed necessary by the City/District, the Contractor shall investigate the nature of the malfunction and correct it within 24 hours of notification by City/District. The Contractor shall be capable of providing emergency repair service to the City/District on a 24-hour, seven days per week basis and shall provide the City/District with a phone number and contact name(s) for this purpose. All work shall be performed by no less than a journeyman-level technician.
5. Failure to meet specified response times addressed above in Item 4 and maintenance schedules addressed on the following page in Item 8 may result in liquidated damages in the amount of $1,000 per calendar day.
6. As part of the preventive maintenance service, the Contractor shall provide a checklist of the maintenance work performed, in a written format approved by the City/District. Contractor shall also report on the condition and service requirements of each unit, in a written format approved by the City/District. Sanitation equipment and routine maintenance shall be reported to Sanitation staff. Police Department equipment and routine maintenance shall be reported to Police Department Maintenance Staff, all other equipment and maintenance reported to Public Works Maintenance staff.
7. The locations and types of equipment to be maintained under the terms and conditions of this specification are listed on Appendix B. The City/District reserves the right to remove or add equipment and/or locations to this list as required due to budgetary constraints or other factors; price adjustment for additions and deletions must be mutually agreed upon by City/District and Contractor.
8. Preventive maintenance service shall be completed on a bimonthly basis for all locations, with the exception of Sanitation, which shall be completed monthly, and Mt. McCoy/Stow locations which should be completed quarterly. Maintenance shall be performed within the first week of the scheduled service month. Service components include, but are not limited to:
a. Lubricate all motors and bearings (where applicable).
b. Filters to be MERV 13. Furnish and replace disposable filters; clean washable filters on a quarterly basis, monthly for Sanitation; clean duct smoke detectors once per year.
c. Clean condenser coils on all units. Check and clean all ceiling cassettes and wall packs, coils, and filters of Variable Refrigerant Flow (VRF) system. Check condensate pumps monthly and clean as needed.
d. Check and record all operating amps, pressures and temperatures (correct as needed).
e. Tighten all electrical connections, motor shaft screws, pulley set screws, housing screws and/or replace as needed and inspect contactor points.
f. Verify operation of all safety controls (heating coils).
g. Clean all units thoroughly inside and out to assist in keeping equipment components functioning properly.
h. Inspect fireboxes for cracks and clean burners, and replace burner plugs, thermocouples, and pilot assemblies where applicable and necessary on approval.
i. Check and calibrate thermostats, dampers and related devices.
j. Clean all evaporator pans, coils, and flush drain lines as needed.
k. Check "V" belts for signs of abnormal wear and cracking correct issue and replace belts as needed, at no additional charge. Sanitation: check belts monthly. Replace all belts and check alignment annually in February, at no additional charge.
l. Replace refrigerant and compressor oil as required, at no additional charge.
m. Clean, inspect, and check for proper operation of all roof flues.
n. Assure no debris is left on the roof.
o. Check all condensate drain lines to ensure good water flow to outside; clear as necessary.
p. Perform annual Screening Analysis on Police Department’s Boiler, as per VCAPCD rule 74.15.1.
q. Furnish water treatment services to the closed water-heating loop at the Cultural Arts Center, Police Department, and Senior Center. Additional maintenance listed below shall be completed for the City Hall Computer Room unit on a bi-monthly basis:
• Clean and inspect humidifier.
r. Provide Building Automation System maintenance.
• To be serviced quarterly (One Annual and Three Operational inspections)
• Must be currently Automated Logic WebCTRL certified with minimum 3 years commercial experience.
• Software updates
• Offsite support
• Database Backup/Disaster Recovery
• System Analysis/Review
• Operator Coaching
9. It is agreed and understood that all materials required to perform maintenance services as outlined on pages 4 through 7, shall be supplied at no additional charge (i.e., belts, pads, oils, grease, Freon, filters, burner plugs, thermocouples, pilot assemblies, water line filters and miscellaneous nuts, bolts and welds, etc.). Furthermore, full compensation for such work and features shall be considered as included in the contract unit prices per Section A: Preventive Maintenance of HVAC Systems on the unit price bid schedule and no additional compensation will be allowed therefor.
10. All repair invoices shall be itemized and shall include the applicable hourly labor rate, the number of labor hours required to complete the repair, and the cost of each individual part
The quantities indicated are estimated quantities only and do not guarantee a specific amount of work.
The Project term of this contract will be for three (3) years when the City issues the Notice to Proceed, with an option to extend two (2) additional one (1) year terms, upon mutual written consent by the City Council and Contractor.
Copies of these plans and specifications may be obtained by prospective bidders from the Public Works Director or downloaded from the City’s “Bids & Proposals” website at www.simivalley.org/BidsAndProposals. The Bid shall be submitted and the work shall be performed by a State of California Class C-20 licensed contractor in strict conformance with Specification No. SV 25-39, and now on file in the City's Department of Public Works and the Office of the City Clerk.
Work on the maintenance Project must be performed in strict conformity with Specification No. SV 25-39 as adopted by the City’s City Manager on March 28, 2026, which is filed with the City’s Public Works Department. Copies of these plans and specifications may be obtained by prospective bidders from the City Engineer for a non refundable fee of $30, plus $10.00 mailing fee, if mailed.
The terms and conditions for bidding on the Project are described in the attached Bidding Instructions.
This maintenance Project requires payment of State prevailing rates of wages for Ventura County. The contractor must post copies of the prevailing schedule at each job site. Copies of these rates of wages are available from the State of California Department of Industrial Relations Prevailing Wage Unit, Telephone No. (415) 703-4774. The website for this agency is currently located at www.dir.ca.gov.
Note that the Project is subject to compliance monitoring and enforcement by the California Department of Industrial Relations. Pursuant to California law, the City must find bids failing to comply with all applicable Labor Code requirements including, without limitation, Labor Code §§ 1725.5 and 1771.4, to be nonresponsive.
[IF APPLICABLE: The contractor to whom the contract is awarded must assist in locating, qualifying, hiring and increasing the skills of minority group employees and applicants for employment, as set forth in Executive Order 11246 and 11375.]
DATED this 31st day of March, 2026.
CITY OF SIMI VALLEY, CALIFORNIA
Lucy Blanco, CMC, City Clerk
Legal Ad No. 8240 Acct. No 305002
To be published in the Ventura County Star, April 5, 2026
Ad#12225033