REQUEST FOR QUOTATION (RFQ) (2026)

REQUEST FOR QUOTATION (RFQ)

Medical Clinic HVAC System Replacement / Upgrade

Skokomish Wellness Center

1. REQUEST FOR QUOTATION

The Skokomish Wellness Center is requesting competitive quotations from qualified and

licensed HVAC contractors to provide HVAC assessment, design, replacement, installation,

testing, balancing, commissioning, and related services for the medical clinic.

The purpose of this project is to provide a safe, reliable, energy-efficient, and appropriately

controlled heating, ventilation, and air-conditioning system suitable for a functioning medical

clinic.

The selected contractor shall provide all labor, materials, equipment, permits, supervision,

transportation, disposal, testing, and other services necessary to complete the project.

2. PROJECT OBJECTIVE

The objective of this project is to:

 Replace or upgrade the existing HVAC system as necessary.

 Improve heating and cooling reliability.

 Improve indoor air quality and ventilation.

 Provide appropriate temperature and humidity control.

 Improve air circulation and comfort throughout the clinic.

 Address deficiencies in the existing HVAC system.

 Reduce unplanned maintenance and equipment failures.

 Improve energy efficiency where practical.

 Minimize disruption to patient care and clinic operations.

 Ensure the completed system complies with applicable codes, regulations, and medicalfacility requirements.

3. SCOPE OF WORK

The contractor shall inspect the existing HVAC system and provide a complete evaluation before

beginning work. The scope shall include, but not necessarily be limited to, the following:

A. Existing System Assessment

Contractor shall:

 Inspect existing HVAC equipment.

 Identify existing heating and cooling

equipment.





Inspect ductwork and distribution

systems.

Inspect thermostats and controls.

Evaluate ventilation and outside-air

 Determine whether existing

systems.

equipment can be reused.

 Identify deficiencies, damaged

 Provide recommendations for

components, or obsolete equipment.

replacement, repair, or upgrade.

 Evaluate electrical requirements.

 Evaluate condensate drainage.

 Identify any hazardous materials (if

 Evaluate filters and filtration systems.

applicable)

 Identify areas with inadequate

heating, cooling, or ventilation.

The contractor shall document existing conditions and identify any conditions that may affect

the project.



4. HVAC DESIGN AND SYSTEM REQUIREMENTS

The contractor shall provide an HVAC solution appropriate for a medical clinic environment.

The proposed system shall provide, as applicable:

 Adequate heating capacity.

 Accessible filters and service

 Adequate cooling capacity.

components.

 Appropriate outdoor-air ventilation.

 Appropriate condensate

 Proper air distribution.

management.

 Temperature control by appropriate

 Energy-efficient operation.

 Safe and reliable operation.

zones.

 Humidity control where required.

 Appropriate controls for occupied

 Appropriate filtration.

and unoccupied periods.

 Reliable thermostat and control

systems.

Contractor shall verify equipment sizing rather than simply replacing existing equipment with

equipment of the same size.

5. MEDICAL CLINIC CONSIDERATIONS

Because this is an operating medical clinic, the contractor shall evaluate HVAC requirements for

areas including, as applicable:

 Exam rooms

 Reception/front office

 Treatment rooms

 Staff work areas

 Procedure rooms

 Restrooms

 Laboratory areas

 Storage areas

 Medication areas

 Utility rooms

 Patient waiting areas

 Other specialty clinical spaces

The contractor shall identify any spaces requiring special ventilation, pressure relationships,

filtration, temperature, or humidity considerations.

Any proposed system shall be reviewed for compatibility with the clinic's patient-care

environment.

6. VENTILATION AND INDOOR AIR QUALITY

The contractor shall evaluate the existing ventilation system and provide recommendations to

improve indoor air quality.

Work may include:

 Outside-air intake evaluation.

 Ventilation balancing.

 Exhaust system evaluation.

 Identification of areas with

 Air exchange evaluation.

inadequate airflow.

 Ductwork inspection.

 Correction of significant airflow

 Filter replacement or upgrade.

deficiencies.

 Air filtration improvements.

Where applicable, the contractor shall design and install systems consistent with current

requirements for healthcare and outpatient medical facilities.

7. DUCTWORK

The contractor shall inspect existing ductwork and determine whether it is suitable for continued

use.

Work may include:

 Repairing damaged ductwork.

 Reconfiguring ductwork.

 Sealing duct joints.

 Cleaning ductwork where required.

 Replacing deteriorated duct sections.

 Replacing inadequate

registers/diffusers.

 Insulating ductwork where

 Balancing airflow.

necessary.

Any ductwork modifications shall be properly supported, sealed, insulated, and installed

according to applicable requirements.

8. HVAC CONTROLS

The proposed HVAC system shall include appropriate controls.

Contractor shall provide:

 Digital thermostats where

 Equipment monitoring.

 Alarm/fault indication where

appropriate.

 Zoned temperature control where

applicable.

 Clear labeling of controls and

appropriate.

 Programmable controls.

equipment.

 Accessible control settings.

If a building automation or centralized control system is proposed, the contractor shall describe

the system and provide all necessary software, hardware, programming, and training.

9. EQUIPMENT

Contractors shall provide equipment appropriate for the clinic and project requirements.

All proposed equipment shall be:

 New unless specifically approved

 Suitable for the intended application.

 Supported by manufacturer

otherwise.

warranty.

 Commercial grade.

 Properly sized.

 Installed according to manufacturer

 Energy efficient.

requirements.

Contractor shall provide manufacturer, model number, capacity, efficiency rating, and warranty

information for proposed equipment.

10. ELECTRICAL REQUIREMENTS

Contractor shall identify all electrical requirements associated with the HVAC installation.

Work shall include, as necessary:

 Electrical disconnects.

 Electrical connections.

 Wiring.

 Grounding equipment.

 Control wiring.

 Coordination with electrical

 Circuit requirements.

contractor if separate.

 Breakers.

Any electrical work shall be performed by appropriately licensed personnel and be code

compliant..

11. REMOVAL AND DISPOSAL

Contractor shall:

 Safely disconnect existing HVAC

 Dispose of equipment and materials

equipment.

in accordance with applicable

 Remove equipment identified for

requirements.

 Remove and dispose of any

replacement.

 Remove associated components as

hazardous materials if applicable

 Remove construction debris.

necessary.

 Properly recover refrigerant.

 Leave work areas clean and safe.

No existing equipment shall be removed until the replacement plan has been approved.

12. CLINIC OPERATIONS / PHASING

The Skokomish Wellness Center is an operating medical clinic.

Contractor shall coordinate all work with clinic administration to minimize disruption to patient

care.

The contractor shall provide a proposed work schedule identifying:

 Start date.

 Areas affected.

 Estimated completion date.

 Planned HVAC shutdowns.

 Work hours.

 Required utility interruptions.

Noise-producing activities.

 Required access restrictions.

 Dust-producing activities.

Contractor shall provide advance notice of any planned shutdown or interruption.

Work affecting patient-care areas shall be coordinated with the Wellness Center before

commencement.



13. INFECTION CONTROL / DUST CONTROL

Contractors shall maintain appropriate infection-control and dust-control practices while

working inside the medical clinic.

At a minimum, the contractor shall:

 Isolate work areas when necessary.

 Prevent debris from entering HVAC

 Prevent construction dust from

systems.

 Coordinate work with clinic staff.

entering patient-care areas.

 Maintain clean work areas.

 Follow any clinic-specific infection Protect patients, staff, and visitors.

control requirements.

Additional infection-control measures may be required depending on the location and nature of

the work.

14. PERMITS AND CODE COMPLIANCE

The contractor shall obtain all permits and inspections required for the project unless otherwise

specified by the Wellness Center.

All work shall comply with applicable:

 Federal requirements.

 Fire/life-safety requirements.

 State of Washington requirements.

 Energy codes.

 Local requirements.

 Applicable healthcare facilities.

 Building codes.

 Manufacturer installation

 Mechanical codes.

requirements.

 Electrical codes.

The contractor shall identify all required permits in the quotation.

15. TESTING, BALANCING AND COMMISSIONING

Upon completion, the contractor shall test and commission the HVAC system.

Testing shall include, as applicable:

 Temperature verification.

 Control operation.

 Supply-air measurements.

 Equipment operation.

 Return-air measurements.

 Refrigerant system testing.

 Outside-air measurements.

 Condensate drainage.

 Airflow measurements.

 Electrical operation.

 Ventilation verification.

 Filter installation.

 Thermostat operation.

 Safety controls.

The system shall be balanced to provide appropriate airflow throughout the facility.

Contractor shall provide a written testing and balancing report.

16. FINAL WALK-THROUGH

Prior to final acceptance, the contractor shall participate in a walk-through with Skokomish

Wellness Center representatives.

Contractor shall correct identified deficiencies before final acceptance.

The contractor shall provide:

 Equipment labeling.

 Recommended maintenance

schedule.

 Control labeling.

 Operating instructions.

 Testing and balancing

 Maintenance instructions.

documentation.

 Warranty documentation.

 As-built information.

 Equipment manuals.

 Final inspection documentation.

 Filter information.

17. STAFF TRAINING

Contractor shall provide basic operational training for designated Wellness Center staff.

Training shall include:

 T



Thermostat operation.

 Maintenance requirements.

 System controls.

 Emergency shutdown procedures.

 Basic troubleshooting.

 Contact information for

 Filter replacement.

warranty/service support.

18. WARRANTY

Contractor shall identify all applicable warranties.

Quotation shall include:

 Equipment warranty.

 Controls warranty.

 Parts warranty.

 Manufacturer warranty.

 Labor warranty.

 Contractor workmanship warranty.

 Compressor warranty, if applicable.

Contractor shall provide written warranty documentation upon project completion.

19. MAINTENANCE OPTION

The Wellness Center may request an optional preventative maintenance agreement.

Contractors are encouraged to provide a separate price for:

 Quarterly HVAC inspections.

 Coil cleaning.

 Semi-annual maintenance.

 Electrical inspection.

 Annual maintenance.

 Refrigerant inspection.

 Filter replacement.

 Condensate inspection.

Controls inspection.

 Airflow verification.

Maintenance pricing shall be listed separately from the project installation cost.



20. CONTRACTOR QUALIFICATIONS

Respondents shall demonstrate experience performing HVAC work in commercial, healthcare,

medical, or similarly occupied facilities.

Contractor shall provide:

 Company name.

 Years of HVAC experience.

 Business address.

 Experience with medical/healthcare

 Contact person.

facilities.

 Phone number.

 References for similar projects.

 Email address.

 Proof of insurance.

 Washington contractor license

 Applicable certifications.

information.

 Relevant HVAC licensing.



References

 Years in business.

The Wellness Center reserves the right to verify references and qualifications.

21. SITE VISIT

A mandatory or optional site visit may be scheduled before quotation submission.

During the site visit, contractors may inspect:

 Existing HVAC equipment.

 Roof/exterior equipment.

 Mechanical spaces.

 Access points.

 Ductwork.

 Patient-care areas.

 Electrical connections.

 Other conditions relevant to the

 Thermostats and controls.

project.

Contractors are responsible for becoming familiar with existing conditions before submitting a

quotation.

22. QUOTATION REQUIREMENTS

Contractors shall submit a detailed quotation that includes:

Base Bid

 Assessment/design

 Permits

 Equipment

 Testing

 Materials

 Balancing

 Labor

 Commissioning

 Installation

 Cleanup

 Removal

 Warranty

 Disposal

Separate Pricing

Provide separate pricing for:









Optional upgrades

Additional ventilation improvements

Filtration upgrades

Controls/building automation







Preventative maintenance

agreement proposal with costs

Additional recommended work

Alternate equipment options

23. REQUIRED EQUIPMENT INFORMATION

For each major piece of equipment, provide:

Item Contractor Response

Estimated Service Life

Manufacturer

Efficiency Rating

Model Number

Airflow/CFM

Equipment Type

Filtration

Heating Capacity

Electrical Requirements

Cooling Capacity

Warranty

24. PROJECT SCHEDULE

Contractor shall provide an anticipated schedule to include the following:.

Estimated Start Date: __________________________

Estimated Completion Date: _____________________

Estimated Number of Workdays: _________________

Lead Time for Equipment: ________________________

Expected Clinic Shutdowns: _______________________

25. PAYMENT

Payment terms shall be identified in the contractor's quotation.

The Wellness Center may establish payment milestones based upon:

 Contract execution.

 Equipment delivery.

 Substantial completion (based on percentage of completion approved by client).

 Testing and commissioning.

 Final acceptance.

Final payment may be withheld until required documentation, testing, corrections, and project

closeout requirements are completed.

26. EVALUATION CRITERIA

Quotations may be evaluated based on:

Evaluation Category

Weight

Cost

30%

Contractor Qualifications

15%

Medical/Healthcare Facility Experience 15%

Proposed HVAC Solution

15%

Project Schedule

10%

Warranty/Service Support

10%

References/Past Performance

5%

Total

100%

The lowest-priced quotation will not necessarily be selected.

The Skokomish Wellness Center reserves the right to select the contractor offering the best

overall value and solution for the project.

27. QUESTIONS

All questions regarding this RFQ shall be directed to:

Contact: Denese LaClair

Title: Health Director

Phone: 360-426-5755

Email: dlaclair@skokwellness.gov

28. QUOTATION SUBMISSION

Quotation Due Date: 9/14/26 by 5:00 p.m.

Submission Address/Email: dlaclair@skokwellness.gov

29. OWNER RIGHTS

The Skokomish Wellness Center reserves the right to:

 Reject any or all quotations.

 Request clarification or additional information.

 Negotiate with one or more respondents.

 Modify the scope of work.

 Cancel or postpone the RFQ.

 Award all or part of the work.

 Select the proposal determined to be in the best interest of the Skokomish Wellness

Center.

 Require additional documentation before contract award.

Submission of a quotation does not guarantee contract award.