This is a service / maintenance or supply contract in Colton, California. Contact the soliciting agency for additional information.

San Bernardino County, on behalf of Arrowhead Regional Medical Center (ARMC), is seeking proposals from interested and qualified proposers to provide routine maintenance and unexpected repairs to the heating, ventilation, air conditioning, and refrigeration (HVACR) systems. The number of awards will be determined by the quality of the proposals received. All questions relating to this RFP may only be submitted through the County Electronic Procurement Network (ePro). Deadline for Submission of Questions December 2, 2025 10:00 am PST Date for Tentative Contract Award February 2026 Contract Term Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be for a maximum of five (5) years beginning on the date an agreement is signed by the Board of Supervisors or its designee. A. BACKGROUND INFORMATION ARMC is a 456-bed, state-of-the-art, acute care facility, embracing advanced technology in all patient care and support areas. ARMC offers the latest in-patient care by providing a full range of inpatient and outpatient services, four off campus community health centers, behavioral health inpatient services and numerous specialty services. ARMC is fully accredited by the Centers for Medicare and Medicaid Services (CMS) and The Joint Commission. ARMC is also accredited as an American College of Surgeons Level I Trauma Center, with the second busiest emergency department in the State of California. ARMC provides emergency care for approximately 130,460 County residents, 113,769 admissions and approximately 254,000 outpatient visits annually. The Heating, Ventilation, Air Conditioning and Refrigeration (HVACR) systems are essential to the hospital's life support systems as they provide positive, neutral, and negative pressures to procedure areas, operating rooms and intensive care units. HVACR systems assist with infection control through required indoor air exchanges, ambient temperatures, and humidity levels required to maintain operation licenses. HVACR systems require strict scheduled maintenance by a licensed third-party contractor to ensure regulatory compliance standards are met. ARMC needs vigilant maintenance of its HVACR systems by a contractor that specializes in these systems. B. PROJECT DESCRIPTION 1. Project goal and objectives - Provide maintenance and unexpected repairs to ARMC HVACR systems. A copy of the ARMC HVACR equipment list can be found on Attachment L. 2. Deliverables/Requirements: a. Walk-in Coolers General Inspection Quarterly (except where service intervals are otherwise specified below): 1. Verify panels and guards are tight and secure 2 .Check door heaters 3. Clean coils 4. Inspect for refrigerant leaks via sight glass and document readings 5. Inspect for vibrations 6. Inspect fans for free rotation, cracks, and proper alignment 7. Verify proper operation of evaporator and condenser 8. Verify proper operation of fan motor(s) 9. Lubricate all moving parts 10. Check electrical connections for tightness and cleanliness 11. Check condensate piping for proper flow 12. Check defrost timer for proper function 13. Check door; seals, curtains, and closers, replace as needed 14. Report any issues that require attention 15. Clean indoor and outdoor coils (annually) b. Fan Coil Units Quarterly (except where service intervals are otherwise specified below): 1. Verify proper operation of motors 2. Inspect motor bearings and lubricate 3. Inspect pulley grooves and belts for alignment wear and tensions, replace as needed (minimum annually) 4. Inspect fan wheels for free rotation, cracks, and alignment 5. Check return air and outside air dampers and lubricate as needed (minimum annually) 6. Check coils annually and report condition 7. Check and flush (clean) condensate drain pans, report condition 8. Replace filters 9. Record Delta T c. CRAC Units Quarterly (except where service intervals are otherwise specified below) 1. Check oil condition 2. Check control set points 3. Check expansion valve 4. Check crankcase heaters 5. Check condensate drain pan and line 6. Check motor operation 7. Check drive condition 8. Check fan condition and proper rotation 9. Check for bearing play 10. Check for any cracks/defects 11. Visually check alignment 12. Check contactor and points 13. Check electrical connections, tighten as needed 14. Replace filters and belts (semi-annually) 15. Replace Humidifier canisters (semi-annually) 16. Lubricate as needed (annually) 17. Report any issues that require attention d. Chillers Annually 1. Punch tubes on all 4 chillers 2. Replace filters 3. Send oil sample for analysis 4. Leak check 5. Service chillers per manufacturer specifications e. Compressor/Motor Assembly Quarterly (except where service intervals are otherwise specified below) 1. Record voltages 2. Meg motors (annually) 3. Check operation of vane actuator 4. Visually inspect motor assembly f. Motor Starter Quarterly Inspection 1. Check contactors and clean arc shields 2. Check interlock linkage and lubricate 3. Check and tighten all electrical terminals 4. Check and verify operation of all timers 5. Check operation of overloads g. Compressor Oil System Quarterly Inspection 1. Change oil filter 2. Change oil (annually) 3. Check oil pump and motor operation 4. Meg oil pump motor (annually) 5. Check operation of oil heater and T-Stat 6. Change oil return filter h. Control Panel Quarterly 1. Run diagnostics control check 2. Check safety shutdown operation 3. Tighten all electrical connections 4. Check accuracy of all temperature sensors 5. Check and record all temperature and pressure readings i. Evaporator Quarterly 1. Check operation of flow switch 2. Check pressure gauges 3. Check condition of insulation j. Condenser Quarterly (except where service intervals are otherwise specified below) 1. Check flow switch operation 2. Remove condenser head and inspect tubes (annually) 3. Mechanically brush tubes clean 4. Check pressure gauges k. General Items Quarterly (except where service intervals are otherwise specified below) 1. Clean chiller and surrounding area 2. Remove old oil filters from job 3. Provide written report of all findings to Central Plant Supervisor 4. Provide SCAQMD compliant refrigeration audit (per Rule 1415) 5. Check for leaks 6. Conduct oil conditioning sample analysis from independent vendor 7. Check refrigerant leak device/sensor 3. The contractor shall coordinate with ARMC on the scheduling of the maintenance and inspections to occur on dates and times acceptable to ARMC. 4. After each inspection, contractor shall provide ARMC with a report of any irregularities or problems revealed during the inspection and any adjustments made by Contractor. 5. After each inspection, contractor shall provide ARMC with recommendations for any repairs or corrective actions that contractor believes is appropriate to maintain the efficient operation and useful life of the HVACR systems. All recommendations should include an estimate for the cost of such repairs or corrective actions. 6. Emergency/Unexpected Repairs A. Conduct unforeseen and emergency repairs of the HVACR system . B. Contractor must be available twenty-four (24) hours a day, seven (7) days a week to respond to emergencies and will respond within two (2) hours from the time contacted. C. Contractor must provide a written estimate for the cost of any recommended repair work. Said estimate shall be provided within 24 hours of discovering the need for repair or the County's request for an estimate, and include the cost for all labor (paid at required prevailing wage rates), equipment, parts, material, taxes, insurance and all costs required to perform the work. D. Hourly labor rates shall be billed in 0.25 hourly increments. E. Fully warrant the labor component of the services for a period of one (1) year from the date of completion of repair, unless another timeframe is agreed upon by the parties in writing. 7. The contractor shall ensure that all employees and approved subcontractors conducting the work utilize and wear all applicable protective safety equipment in accordance with CAL-OSHA requirements and federal and state laws. All such safety equipment shall be provided by contractor to its employees and subcontractors at no additional cost to the County. 8. The contractor shall ensure that all work is performed in accordance with the manufacturer's standards and specifications. To the extent that any services do not meet the expectations of ARMC, the contractor must re-perform the services at no additional cost to meet ARMC's satisfaction. 9. The contractor must replace and substitute any employee or subcontractor of the contractor that County prohibits from entering ARMC's premises to perform the services, and immediately remove any employee or subcontractor whose conduct or workmanship is unsatisfactory to County. 10. The contractor shall ensure that all of Contractor's employees and subcontractors performing work at ARMC maintain a neat and uniform appearance at all times. All contractor employees and subcontractors shall wear long pants (no shaggy cutoffs, etc.), safety shoes and a shirt with the company name and/or logo at all times. All work shall be performed in a professional and courteous manner using quality equipment and materials, all of which must be maintained and operated with the highest safety standards as well as complying with all OSHA and CalOSHA safety requirements. The contractor is responsible for initiating, maintaining and supervising safety precautions and programs in connection with the work hereunder. 11. With respect to any materials and parts used for the work, contractor shall: o Maintain a reasonable supply of parts and materials for applicable to the HVACR system equipment, which is in use by ARMC. o Maintain a reasonable supply system for acquisition of additional parts, which will provide all the necessary parts either immediately or with minimal delay. o Ensure that all parts and materials used in the performance of the services meet or exceed the manufacturer's original equipment specifications, and shall be whenever possible and practical to original manufactured equipment parts. o Warrant all parts and materials used in the services be free from defects for a period of one (1) year (or in accordance with manufacturer's warranty if longer), after completion of repairs(s). All replacement parts are to be new and of the same manufacturer as equipment being worked upon. 12. Cost of individual projects must be less than the amount specified in Public Contract Code Section 22032(a)(currently set at $75,000), absent a Board declared emergency and approval of ARMC. 13. Must be registered with California State Department of Industrial Relations at all times. 14. Comply with all other requirements under any Contract entered into with the County.