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Basic Information

Reference Number

0000406588

Issuing Organization

Town of Berthoud

Owner Organization

Town of Berthoud

Solicitation Type

ITQ - Invitation to Quote (Formal)

Solicitation Number

10001

Title

Town of Berthoud/Recreation Center HVAC service contract- RFQ

Source ID

PU.AG.USA.1911.C2691201

Details

Location

United States, Colorado, Larimer County

Delivery Point

Town of Berthoud

Purchase Type

Term: 01/15/2026 12:00 AM MST - 12/31/2026 12:00 AM MST
Option: renew

Piggyback Contract

Description

1. Introduction
The Town of Berthoud (“Town”) is seeking written quotes from qualified HVAC service providers to deliver comprehensive preventative maintenance and on-call HVAC support for two Town facilities: Town Hall and the Berthoud Recreation Center at Waggener Farm Park. The selected contractor will provide year-round HVAC maintenance, seasonal start-ups, equipment inspections, and timely responses to HVAC failures.
Quotes must be received by email to the Operations Manager, Steve Hensley, at shensley@berthoud.org, by [12:00 pm, January 5, 2026].
2. Background
The Town of Berthoud is a municipality in Northern Colorado, with a growing community and multiple municipal facilities that require reliable HVAC performance. Town Hall and the Berthoud Recreation Center represent two of the Town’s highest-use public buildings. Ensuring consistent heating, cooling, ventilation, and equipment performance is crucial for maintaining public safety, efficient facility operations, and user comfort.
3. Scope of Services
The selected contractor will provide comprehensive preventative maintenance and on-call HVAC support for:
Facility Coverage

Town Hall – 807 Mountain Ave, Berthoud, CO 80513
Berthoud Recreation Center – 1000 Berthoud Pkwy, Berthoud, CO 80513

Preventative Maintenance Requirements
Winter PM

Mid-season inspection
Air filter replacement (indoor and outdoor)

Spring PM

Cooling cycle service and start-up
Air filter replacement (indoor and outdoor)
Service/test economizer and wash screens/filters
Drive belt replacement (all units and exhaust fans)
Condenser coil cleaning
Pool unit service and inspection (Recreation Center only)
VAV service and inspection
Exhaust fan service and inspection
Equipment lubrication

Summer PM

Mid-season inspection
Air filter replacement (indoor and outdoor)
Condenser coil cleaning

Fall PM

Heating cycle service and start-up
Air filter replacement (indoor and outdoor)
Service/test economizer and wash screens/filters
VAV service and inspection (including filter replacement)
Domestic water boiler inspection and service
Replacement of the limestone filter for two water heaters
Pump inspection and service
Equipment lubrication

Additional Required Services

VAV service and inspection (Recreation Center)
Service on all unit heaters
Winterizing of roof spigots
On-call maintenance for any unit failure
Annual belt replacement
Seasonal heating and cooling start-ups

4. Minimum Qualifications
Responding contractors must demonstrate:

Experience providing HVAC preventative maintenance services for commercial or municipal facilities
Capacity to provide timely on-call response for HVAC failures
Technicians certified to service commercial HVAC systems, VAVs, and specialized recreation-center equipment
Ability to complete seasonal PM schedules and provide documentation of work performed in electronic form.

5. Proposal Requirements
Quotes must include the following:
Company Information & Experience

Ability to complete seasonal PM schedules and provide documentation of work performed in electronic form.
List of technicians who would service the Town, with qualifications

Approach to Service Delivery

Availability for calls, after-hours procedures, and communication protocols
Statement on estimated response times for emergency and priority calls
Provide a well organized electronic report that covers inspections completed after each PM

Pricing Structure
Contractors must provide pricing for:

Town Hall Bi-Annual Maintenance (Spring and Fall)
Town Hall Annual Maintenance (Winter, Spring, Summer, Fall)
Recreation Center Bi-Annual Maintenance (Spring and Fall)
Recreation Center Annual Maintenance (Winter, Spring, Summer, Fall)

Additionally include:

Service call and repair rates (regular, overtime, holiday)
Hours of operation and after-hours rates
Trip charges

Emergency and priority response times

References

At least two clients (commercial or municipal) for which similar HVAC maintenance services are provided

Contract Terms
Pricing shall begin upon contract execution and remain in effect through [December 31,2026], unless otherwise negotiated following contract award. The contract is annual with an option to renew.
6. Evaluation Criteria
Quotes will be evaluated based on:

Experience with commercial/municipal HVAC maintenance
Ability to meet the Town’s preventative maintenance schedule
PM reporting; organization and readability
Response time and availability for emergency service
Pricing structure and clarity of fees
Qualifications and certifications of technicians
Understanding of Town facility needs

7. Submission Instructions
A mandatory walkthrough for both facilities will be held on [December 17, 2025] at [11:00am]:

The walkthrough will begin at:

Berthoud Recreation Center at Waggener Farm Park
1000 N Berthoud Parkway
Berthoud, Colorado 80513
The walkthrough will provide an opportunity to view the equipment and mechanical areas. Equipment lists are provided in Exhibit A and Exhibit B.
Quotes must be submitted electronically in PDF format to:
Steve Hensley, Operations Manager
Email: shensley@berthoud.org
All quotes must be received by [12:00 pm, January 5, 2026]. The Town is not responsible for delivery delays.
8. Questions
Questions regarding this RFQ should be submitted to:
Steve Hensley, Operations Manager
shensley@berthoud.org
Questions may be answered individually or through a written addendum.
9. General Conditions

The Town reserves the right to reject any or all quotes.
Vendors must attend the mandatory walkthrough to be considered
All submitted materials become the property of the Town and may be subject to public disclosure under CORA.

10. Equal Opportunity Statement
The Town of Berthoud does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability. For individuals with disabilities who require reasonable accommodations to participate in Town programs or activities, please contact Christian Samora at (970) 344-5800 in advance. ADA access is available at the main entrance of Town Hall and the Berthoud Recreation Center.
11. Contract Amendment Clause
Within thirty days of December 31st of each succeeding year of the contract, either party may request a meeting to review or amend the contract for the upcoming year. Pricing or contract modifications must be agreed to in writing and signed by both parties to become part of the contract.

Exhibit A – Equipment List

TagEquipment Description

EF-1GREENHECK/ G-123-V6-5-X

EF-2TWIN CITY/ FA-14FA2

EF-3TWIN CITY/ FA- 14FA2

CU-1MITSUBISHI/ PUY-A42NKA7

AC-1MISUBISHI/ PKA-A18HA7

AHU-1DAIKIN/ DPS012AHMG4FW-4

MAU-1GREENHECK/ DGX-P114-H22

NDHU-1INNOVENT/ NDHU-OU-30400-AC-IF-460

AHU-2DAIKIN/ DPSA035A4BSASA0B04450CGG5MEB0R

RF-1GREENHECK

TagEquipment Description

AHU-3DAIKIN/ DPS025AHMG4FV-4

AHU-4DAIKIN/ DPS020AHMG4FV-4

ERU-1GREENHECK/ RVE-40-36-30H-7 5D-1

CU-2MITSUBISHI/ PUY-A36NKA7

CU-3MITSUBISHI/ PUY-A18NKA7

EF-4GREENHECK/ 6-097-4-V6-1-19-X

WATER HEATER-1CONQUEST/ 60 L 130A-GCML

WATER HEATER-2CONQUEST/ 60 L 130A-GCML

EXSPANSION TANK-1ARMSTRONG/ AST-30

CIRC PUMP -1GRUNDFOS/ 96402739

TagEquipment Description

TF-1GREENHECK

TF-2GREENHECK

AC-2MITSUBISHI/ PKA-A36KA7

AC-3MITSUBISHI/ PKA-A18HA7

VAV's 1-7TRANE

Exhibit B- Equipment List

Number of UnitsEquipment Description

248FCEA04J2M5-0B0A0

248TCFM08J2M5-0B0A0

248FCFA05J2M5-0A0A0 with CRECOMZR077A00 economizers

148FCFA05J2M5-0B0A0

448FCFA06J2M5-0A0A0 with CRECOMZR077A00 economizers

348CFA06J2M5-0B0A0

Dates

Publication

12/09/2025 10:31 AM MST

Question Acceptance Deadline

12/29/2025 01:00 PM MST

Questions are submitted online

Yes

Closing Date

01/05/2026 12:00 PM MST

Onsite Visit

12/17/2025 11:00 AM MST

Contact Information

Steve Hensley

970-344-5407

shensley@berthoud.org

Buyer Preferences, Guidelines & Requirements

General Requirements

- Certification/Training

- Insurance Required

- License Required

Pre-Bidding Events

Event Type

Onsite Visit

Attendance

Mandatory

Event date

12/17/2025 11:00 AM MST

Location

Berthoud Recreation Center at Waggener Farm Park

Event Note

Berthoud Recreation Center at Waggener Farm Park
1000 N Berthoud Parkway
Berthoud, Colorado 80513
The walkthrough will provide an opportunity to view the equipment and mechanical areas. Equipment lists are provided in Exhibit A and Exhibit B.

See more

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

This for annual service and maintain for the Town of Berthoud at the Town Hall and Recreation Center facilities. Mandatory pre-bid meeting.