# REQUEST FOR QUOTATION (RFQ) (2026)

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URL: https://www.frixlaw.com/law-library/documents/tribal%3Askokomish%3Abbe0a878fd2ecff1

## Record

- **Collection:** Tribal code
- **Document type:** Tribal code

## Text

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.

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Source: Frix Law Library, https://www.frixlaw.com/law-library/documents/tribal%3Askokomish%3Abbe0a878fd2ecff1. Public record. Not legal advice.