Fitness Center HVAC Improvement Services

Bid/RFP Status: 
Open - accepting bids and proposals
Bid/RFP Due Date: 
Monday, November 24, 2025 - 3:00pm
Bid/RFP Reference Number: 
RFP 2026-1
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REQUEST FOR PROPOSALS (RFP)

RFP 2026-1

Fitness Center HVAC Improvement Services

 

Released: November 1, 2025

   Proposal Due: Before November 24, 2025, at 3:00 p.m. (CT) Submit Proposal to:

City of Gatesville Attn: Holly Owens

City Secretary

803 E Main Street

Gatesville, TX 76528

SECTION 1- NOTICE OF REQUEST FOR PROPOSALS

A. Introduction

The City of Gatesville, Texas ("City") hereby issues this Request for Proposals ("RFP"). The City is seeking Proposals from firms interested and qualified to provide HVAC Improvement Services at 203 N 34th St. (Fitness Center) The City intends to enter into a Service Agreement (also referred to herein as "Contract" or "Agreement") for these services.

 B. General Information

  1. The objective is to identify and award a contract to the Proposer whose proposal is determined by the City to be the most advantageous ("Best Value") to the City.
  2. A copy of this RFP can be obtained upon request from the City Secretary at City Hall. The RFP and any subsequent addenda can also be downloaded from the City of Gatesville's website at https://www.gatesvilletx.com/ by selecting the link(s) under the subheading Government and “Bids and RFPs”.

C.  Term

The term of the Agreement will be for 90 days after signed by the City Manager or designee and issuance of a Notice to Proceed.

D.  Schedule 

  1. The following is the schedule of important dates:

Request for Proposal Release Date                                                                                11/01/2025

Deadline for Requests for Clarification (Questions)                                                    11/17/2025 at 10:00 a.m. (CT)

Responses to Requests for Clarification                                                                       11/18/2025

Proposals Due Deadline                                                                                                   11/24/2025 at 3:00 p.m. (CT)

Projected Date of Award of Contract                                                                             12/09/2025 after 5:30 p.m. (CT)

Anticipated Notice to Proceed (NTP)                                                                            12/12/2025

      2. The City reserves the right to change the schedule of dates above as deemed necessary.

E.  Contact Information

Name: Seth Philips

Phone: 254-865-4012

SECTION 2 - INSTRUCTIONS TO PROPOSERS

A.  Proposal Procedures

  1. All Proposals must be complete, accurate and in the City-approved format specified herein. Proposer must use the attached Proposal Pricing Form, Attachment B, in submitting a Proposal. Proposers must furnish pricing for all items shown on the Proposal Invitation.
  2. Unauthorized modifications of specifications, forms or terms may render the Proposal invalid.
  3. The Proposer shall submit three (3) copies of the completed Proposal Pricing Form (Attachment B) and any other required documentation or information identified in this RFP, addressed to:
  4.  The Proposal must be submitted in a sealed envelope bearing the title "SEALED PROPOSAL - RFP 2026-1 FITNESS CENTER HVAC IMPROVEMENT SERVICES" along with Proposer's name, address and contact information.
  5. Proposers shall comply with any additional detailed instructions regarding submission of proposals found in this RFP.
  6. The deadline for submission of Proposals is November 24, 2025, before 3:00 p.m. (CT).
  7. Proposals must be received, before the date and time specified in this RFP. Without exception, Proposals received on or after this deadline will be deemed late, non­ responsive and will not be considered.
  8. The City requires that all Proposals must be submitted and remain sealed, secret, and unopened until the DUE DATE AND TIME specified in this RFP. Therefore, Proposals submitted directly to the City by facsimile or e-mail will be considered non-responsive and eliminated from  consideration.
  9. Sealed Proposals may be submitted in person, by U.S. Mail, Special Delivery, or courier service.
  10. Proposals should not include taxes as the City is tax exempt. The City's Tax Exemption Certificate will be provided upon request.
  11. Should there be any shipping involved in this Proposal, shipping shall be FOB Destination and included in the pricing unless specifically listed as a Proposal item.
  12.  Any time stated in this RFP is referring to local time, which is Central Time, and any number of days shall be construed as calendar days.
  13. The City reserves the right to reject any or all Proposals, to waive any non-material irregularities or informalities in any RFP, and to accept or reject any item or combination of items.
  14. All costs incurred by the Proposer in responding to the RFP shall be borne by the Proposer.

B.  Proposer's Minimum Requirements

  1. The Proposer must have operated continuously for a minimum of five years as an established firm in providing the same or similar services as outlined in this RFP. Proposer must submit documentation with its proposal demonstrating the required experience as outlined above.
  2. The Proposer must not have any outstanding lawsuits nor has the Proposer been involved in any lawsuits during the last five years that may materially affect its ability to provide the services described herein. In addition, the Proposer must not be currently involved in litigation with the City nor has the Proposer been involved in litigation with the City during the last five years. Provide information on all lawsuits filed within the last five years in which you have been named as a party, including the date(s), style of the lawsuit (names of plaintiff and defendants), the court and case/cause number, the claims if any made against you, and the outcome/resolution.
  3. The Proposer must not have any outstanding regulatory issues nor has the Proposer had any regulatory issues during the last five years that may materially affect its ability to provide the services described herein. Provide information on any issues raised by any regulatory agency during the last five years, Including the agency, the issue, the date(s), and the resolution.
  4. Proposer must provide copies of any required licenses and certifications to illustrate how personnel assigned to this project would be properly licensed, certified, and adequately trained to perform the required services.
  5. Proposer must provide three (3) verifiable references for current or former customers for which the same or similar services were provided within the last 5 years. Proposer must provide for each reference the organization's name, address, a contact name, title, phone number and email address. Proposer must also provide the effective dates and a description of the services provided. Information from references will be considered in the determination of the extent to which the Proposer is able to provide the services described herein as well as the level of satisfactory customer service exhibited by the Proposer.

C.  Request for Clarification

  1. Any Proposer requiring further clarification of the RFP process and procedures should submit Request for Clarifications in writing in the form of questions and or inquiries to the Deputy City Manager, Mike Halsema the before 12:00 p.m. noon (CT) on November 17, 2025. The Proposer should request confirmation via email that the request for clarification(s) was received or follow up with a phone call, if necessary, to confirm receipt.
  2. Proposers' request for clarifications (questions & inquiries) and the City's response(s) can be found on the City's website in the form of an addenda on the specified date.
  3. All other City employees do not have the authority to respond for the City regarding this RFP. Any attempt by a Proposer, the Proposer's officers, employees, or agents to lobby or influence a vote or recommendation related to the Proposer's Proposal submitted in response to this RFP, directly or indirectly, through any contact with City Council members or other City officials between the date this RFP is released to the public and the date a contract is awarded by the City may result in rejection of the Proposer's Proposal at the discretion of the City Manager or designee.

D.  Site Visit Job Walk

A Site Visit may scheduled with Seth Phillips by calling 254-865-4012 during the RFP period.

Although a Site Visit Job Walk is not mandatory, all interested proposers are encouraged to attend and acquaint themselves with the general and specific conditions under which they will be required to perform the work which may affect the cost of the services.

SECTION 3 - CONDITIONS GOVERNING PROCUREMENT

A.  Procedural and Content Questions

  1. During review of this RFP and preparation of the Proposal, certain errors, omissions or ambiguities may be discovered. If so, or if there are doubts or concerns about the meaning of any part of this RFP, questions should be submitted to the Deputy City Manger as described in this RFP.
  2. An addendum will be issued if necessary to address the questions  and  answers  along  with  any changes to the documents as a result of these requests for clarifications. The addenda will be posted on the City’s webpage in the same area as the RFP.  Proposers must acknowledge receipt of all Addenda.

B.  Basis for Proposal

  1. Proposers should carefully examine the entire RFP, any addenda thereto and any related materials and dates referenced in the RFP. Proposers shall become fully aware of the specifications and requirements.
  2. In the event of discrepancy, immediately notify the City. Failure to notify the City  and give written notice of discrepancies shall constitute acceptance by the successful Proposer of existing conditions.
  3. All Proposers are responsible for the cost to produce their Proposal. Proposers are also responsible for their Proposal's content, timeliness of submission and withdrawal.
  4. Only the information contained in this RFP, questions and answers with regard to inquiries requesting clarification or additional information, addenda hereto and information supplied by the City in writing through the Deputy City Manager should be used in the preparation of the Proposal.

C.  Exceptions to RFP Specifications

  1. Although the specifications in the following sections represent the City's anticipated needs, there may be instances in which it is in the City's best interest to permit exceptions to specifications and evaluate alternatives.
  2. When allowed exceptions, conditions or qualifications to the provisions of the City's specifications must be clearly identified as such, together with reasons for taking exception and submitted as a request for clarification during the Proposal process. If the Proposer does not make clear an exception is being taken, the City will assume the Proposer is, in its Proposal, responding to and will meet the specifications and requirements of this RFP.

D.  Service Agreement

The successful Proposer will be required to sign an agreement substantially similar to the SERVICE AGREEMENT attached hereto. Certain terms and conditions which may be modified by the City to conform prior to final execution of the Contract.

E.  Terms and Conditions

With its Proposal, the Proposer is committing to the terms and conditions as outlined in the SERVICE AGREEMENT. Any concerns over the terms and conditions must be resolved during the initial stage of the procurement process through the request for clarification and answer process.

F.  Form 1295 "Certificate of Interested Parties"

(Only submit if chosen to be recommended for award)

Upon notification Proposer has been selected to be recommended to Council for award, Proposer must comply with Government Code Section 2252.908 and submit Form 1295 "Certificate of Interested Parties." Form 1295 requires disclosure of "interested parties" with respect to entities that enter into contracts with cities. An interested party is:

  1. a person who has a controlling interest in a business entity with whom a governmental entity or state agency contracts; or
  2. an intermediary.

The 1295 form must be electronically filed with the Texas Ethics Commission at https://www.ethics.state.tx.us/filinginfo/1295/ then printed, signed, notarized and filed with the City. The completed form must be submitted to the City before the contract is presented to City Council for award.

G.  Use of Subcontractors

Contractor may use subcontractors for the services specified. When using subcontractors, however, the Contractor must obtain prior written approval from the City unless such subcontractors were named and included at the time of Proposal. In using subcontractors, the Contractor shall be responsible for all their acts and omissions to the same extent as if the subcontractor and its employees were employees of the Contractor. All requirements, including certifications, licensing, and the necessity of providing a COI (Certificate of Insurance) in advance to the City, are applicable to all subcontractors and their employees to the same extent as the Contractor and its employees.

H. Insurance Requirements

     a. Contractor's Liability Insurance

         i. Contractor must not commence work under this agreement until all insurance required herein has been obtained and approved by the City's Risk Manager or designee. Contractor must not allow any subcontractor to commence work until all                      similar insurance required of the subcontractor has been so obtained.

        ii.  Contractor must furnish the City Manager or designee one (1) copy of Certificates of Insurance with applicable policy endorsements showing the following minimum coverage by an insurance company(s) acceptable to the Risk Manager or                         designee. The City must be listed as an additional insured for the General Liability and Auto Liability policies, and a waiver of subrogation is required on all applicable policies. Endorsements must be provided with the Certificate of Insurance.               The project name and / or number must be listed in Description Box of the Certificate of Insurance.

TYPE OF INSURANCE                                                                                                                                                                                                                   MINIMUM INSURANCE COVERAGE

30-day advance written notice of cancellation, non-renewal, material change or termination

required on all certificates and policies.

Bodily Injury and Property Damage

Per occurrence - aggregate

Commercial General Liability including:

  1. Commercial Broad Form
  2. Premises - Operations
  3. Products/ Completed Operations
  4. Contractual Liability
  5. Independent Contractors
  6. Personal Injury- Advertising Injury

$1,000,000 Per Occurrence

$2,000,000 Aggregate

AUTO LIABILITY (including) Owned

Hired and Non-Owned

Rented/Leased

$1,000,000 Combined Single Limit

WORKERS' COMPENSATION

Statutory and complies with Part II

(All States Endorsement if Company is not

of this Exhibit.

domiciled in Texas)

 

Employer's Liability

$5oo,ooo / $5oo,ooo / $5oo,ooo

 

 

       iii.  In the event of accidents of any kind related to this project, Contractor must furnish the City with copies of all reports of such accidents within 10 days of the accident.

     b.  Additional Requirements

        i.  Applicable for paid employees, Contractor must obtain workers' compensation coverage through a licensed insurance company. The coverage must be  written on a policy and endorsements approved by the Texas Department of Insurance. The                workers' compensation coverage provided must be in statutory amounts according to the Texas Department of Insurance, Division  of Workers' Compensation. An  All States Endorsement shall be required  if  Contractor  is  not  domiciled  in  the                State  of Texas.

       ii.  Contractor shall obtain and maintain in full force and effect for the duration of this Contract or purchase order, and any extension hereof, at Contractor's sole expense, insurance coverage written on an occurrence basis by companies authorized                and admitted to do business in the State of Texas and with an A.M. Best's rating of no less than A- VII.

      iii.  Contractor agrees that with respect to the above required insurance, all insurance policies are to contain or be endorsed to contain the following required provisions:

  1. List the City and its officers, officials, employees, and volunteers, as additional insureds by endorsement with regard to operations, completed operations and activities of or on behalf of the named insured performed under contract or purchase order with the City, with the exception of the workers' compensation policy.
  2. Provide for an endorsement that the "other insurance" clause shall not apply to the City of Gatesville where the City is an additional insured shown on the policy;
  3. Workers' compensation and employers' liability policies will provide a waiver of subrogation in favor of the City; and
  4. Provide 30 calendar days advance written notice directly to City of any cancellation, non-renewal, material change or termination in coverage and not less than ten calendar days advance written notice for nonpayment of premium.

     iv.  Within five calendar days of a cancellation, non-renewal, material change or termination of coverage, Contractor shall provide a replacement Certificate of Insurance and applicable endorsements to City. City shall have the option to suspend                        Contractor's performance should there be a lapse in coverage at any time during this contract or purchase order. Failure to provide and to maintain the required insurance shall constitute a material breach of this contract or purchase order.

      v.  In addition to any other remedies  the  City may have upon Contractor's  failure to provide and maintain any insurance or policy endorsements to the extent and within the time herein required, the City shall have the right to order Contractor to stop             work hereunder, and/or withhold any payment(s) which become due to Contractor hereunder until Contractor demonstrates compliance with the requirements hereof.

     vi.  Nothing herein contained shall be construed as limiting in any way the extent to which Contractor may be held responsible for payments of damages to persons or property resulting from Contractor's performance of the work under this contract               or purchase order.

    vii.  It is agreed that Contractor's insurance shall be deemed primary and non­ contributory with respect to any insurance or self-insurance carried by the City of Gatesville for liability arising out of operations under this contract or purchase order.

   viii.  It is agreed that Contractor's insurance shall be deemed primary and non­ contributory with respect to any insurance or self-insurance carried by the City of Gatesville for liability arising out of operations under this contract or purchase order.

SECTION 4 - SCOPE OF WORK

A.  General Requirements

The City of Gatesville is seeking a qualified HVAC contractor to facilitate the replacement and or upgrade of the existing HVAC systems at the Fitness Center 203  N. 34th St., Gatesville TX.  

B.  Scope of Services

The scope of services in this section describes the required services to be provided by the Contractor during the term of the Contract. The Contractor shall supply all labor, materials, tools, and equipment to perform the services required under the contract which includes but is not limited to the following:

  1. Acquisition and installation of listed units at the following locations:

Weight room/ Racquetball/ Cardio area/ Offices and bathrooms

● Replace 20 ton gas package unit

● Replace 7.5 ton gas package unit

● Replace 3 ton gas package unit

Note: The existing system requires modifications to return ductwork, RFP must include proposed modifications and costs.

Indoor pool AC/ Dehumidification

● Install 2-7.5 ton gas package units

● remove existing ductwork

● new custom ductwork, individual returns installed for both

● install 2-120 PPD dehumidifiers above storage area

● new ductwork for dehumidifiers

● 2 dehumidifier thermostats

● install 2 wall mounted exhaust fans with timers

       2. Contractor shall be responsible for providing windstorm inspection and certification on all elements of roof work as applicable.

SECTION 5 - PROPOSAL EVALUATION AND SELECTION PROCESS

A. Overview of Proposal Evaluation/Selection Process

  1. City staff will evaluate the merit of all proposals received to determine if each proposer submitted a completed proposal package and if the proposal met the minimum requirements outlined in Section 2.B. From those that met the minimum requirements, City staff will recommend to the City Council that award be made to the Proposer whose Proposal offers the best value for the City based on the following criteria and weighted averages:
    • Cost - 40% wt . avg.
    • Related Experience, Qualifications, and Work History (including references) - 30% wt. avg.
    • Schedule to complete the work- 30% wt. avg.
  2. Discussions may be conducted with responsible Proposers qualified to be selected for award for the purpose of clarification to assure full understanding of and responsiveness to the solicitation requirements. In discussions, there shall not be disclosure of any information derived from proposals submitted by competing Proposers. Should the City require clarification from the Proposer, the City shall contact the individual named as the organization's contact person in the firms Proposal.
  3. Evaluation of the proposal is the first step in a series of evaluation steps that will be conducted by the Committee. The City may elect to conduct post-submission reference checks, Proposer interviews or best and final offers with any Proposers that are not eliminated based on their proposal.
  4. Until award of the Contract and or purchase order is issued, the City reserves the right to reject any or all Proposals, to waive any technicalities or irregularities, to re­ advertise for new Proposals or to proceed in any manner as may be considered in the best interest of the City.

ATTACHMENT B: PROPOSAL PRICING FORM 

CITY OF GATESVILLE, TEXAS

  1. Please refer to "Section 2 - Instructions to Proposers," and the Terms & Conditions in the sample agreement before completing your Proposal.
  2. In submitting this Proposal, vendor agrees to all terms & conditions and certifies that:
    • Proposer is current with all taxes due, and company is in good standing with all required governmental agencies.
    • Proposer has incorporated in proposal any RFP changes issued through Addenda.
  3. Attached copies of:
    • All required licenses and certifications
    • References: must include the company or organization's name, contact person, phone numbers and email addresses.
  4. Please list your Best Price for the following line items:

item

I

Description

UOM

Line Total

1

Lump

Labor                                                                                     Sum

2

Parts, Materials and Equipment (including refrigerant)       Lump

Sum

 

Grand Total

 

 COMPANY:

 

PERSON AUTHORIZED TO SIGN (Print):

 

ADDRESS:

CITY/ STATE/ZIP:

PHONE: FAX:

EMAIL:

DATE:

SIGNATURE:

TITLE:

THE CITY RESERVES THE RIGHT TO REJECT OR CANCEL ANY OR ALL PROPOSALS, TO WAIVE ANY TECHNICALITIES OR IRREGULARITIES IN THE PROPOSALS RECEIVED, TO CANCEL OR POSTPONE THIS PROJECT UNTIL A LATER DATE OR TO PROCEED IN  ANY  MANNER  AS MAY BE CONSIDERED IN THE BEST INTEREST OF THE CITY.

Supporting Documents

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