General Information

Government Type

Municipality

Entity

Payson

Public Body

City Recorder's Office

Notice Information

Add Notice to Calendar

Notice Title

Request for Proposals - Design-Build Services for Air Handline Unit Replacement

Notice Type(s)

Notice

Event Start Date & Time

March 19, 2026 01:00 PM

Description/Agenda

Payson City Request for Proposals-Air handling unit REQUEST FOR PROPOSALS Design-Build Services for Air Handling Unit Replacement Payson City Issue Date: March 19, 2026 1. INVITATION TO PROPOSERS The Payson City ('Owner') is soliciting sealed proposals from qualified firms to provide professional engineering, design, equipment procurement, removal, installation, and related services to replace the existing air handling unit (AHU) serving the Payson City administration building, located at 439 West Utah avenue, Payson, Utah 84651. The selected firm will provide turnkey services including engineering evaluation, system design, permitting, construction, startup, commissioning, and warranty support. 2. PROJECT BACKGROUND The Payson City administration building is an older municipal facility purchased in 1979, previously used as a hospital. The existing air handling unit: - Is at or beyond its useful service life. - Experiences reliability and maintenance issues. - Is inefficient relative to current energy standards. - May not meet current ventilation codes or indoor air quality standards. The Owner seeks to replace the existing AHU with a modern, energy-efficient system designed to comply with all current codes and standards, while minimizing disruption to building operations. 3. PROJECT OBJECTIVES 1. Replace existing AHU with a high-efficiency system. 2. Ensure compliance with current mechanical, electrical, structural, and energy codes. 3. Improve indoor air quality and occupant comfort. 4. Minimize downtime and operational disruption. 5. Deliver a complete, commissioned, warrantied system. 6. Optimize lifecycle cost and energy efficiency. Payson City Request for Proposals-Air handling unit 4. SCOPE OF SERVICES The selected Design-Build Contractor shall provide all labor, materials, equipment, engineering, supervision, and related services necessary to complete the project, including but not limited to: 4.1 Engineering & Design - Field investigation and verification of existing conditions - Load calculations and system analysis - Structural evaluation (roof or mechanical room support) - Electrical capacity verification - Controls integration with existing Building Management System (BMS) - Energy efficiency analysis - Preparation of sealed construction documents by licensed professional engineer(s) - Permitting coordination 4.2 Equipment & Construction - Removal and proper disposal of existing AHU - Hazardous material coordination (if applicable) - Furnishing and installation of new AHU - Associated ductwork modifications - Electrical upgrades and connections - Controls integration and programming - Testing and balancing (TAB) - Start-up and commissioning - Temporary conditioning (if required) 4.3 Commissioning & Closeout - Functional performance testing - Owner training - As-built drawings (hardcopy and digital) - O&M manuals - Warranty documentation - Preventive maintenance recommendations 5. TECHNICAL REQUIREMENTS The new AHU shall, at minimum: - Meet or exceed current energy code requirements - Comply with applicable building, mechanical, electrical, and fire codes Payson City Request for Proposals-Air handling unit - Provide minimum ventilation per applicable standards (e.g., ASHRAE 62.1) - Include high-efficiency filtration (minimum MERV rating specified) - Include energy recovery (if feasible) - Integrate with existing BMS - Include variable frequency drives (VFDs) where applicable - Be designed for maintainability and service access Proposers may recommend alternative system configurations (e.g., modular units, packaged rooftop, custom AHU) provided they meet performance objectives. 6. PROJECT SCHEDULE The anticipated project timeline is: - RFP Issued: 03/19/2026 - Site Visit: At proposer's availability; please contact Steve Spencer for site visit (801)404-6473 - Questions Due: At proposer's convenience. Please contact Steve Spencer for any questions (801)404-6473 - Proposals Due: April 13, 2026. - Notice of Award: April 16, 2026. - Substantial Completion: 06/30/2026 or negotiated time. 7. PROPOSAL REQUIREMENTS Proposals shall include: 7.1 Firm Qualifications - Firm overview and history - Relevant experience with similar municipal or occupied facilities - At least three (3) comparable projects completed within the last five (5) years - References with contact information 7.2 Technical Approach - Assessment of existing conditions - Proposed system type and rationale - Energy efficiency strategy - Construction phasing plan - Risk mitigation strategy - Controls integration approach - Commissioning plan Payson City Request for Proposals-Air handling unit 7.3 Schedule - Detailed project schedule - Milestones - Long-lead item identification 7.6 Cost Proposal - Lump sum proposal - Detailed cost breakdown - Allowances - Unit prices (if requested) - Contingency assumptions 7.7 Warranty - Equipment warranty - Labor warranty (minimum 1 year; extended preferred) - Manufacturer information 8. EVALUATION CRITERIA Proposals will be evaluated using a Best Value selection process. The Owner reserves the right to interview shortlisted firms. Evaluation Category Weight Relevant Experience & Past Performance 30% Technical Approach & Design Quality 30% Schedule 10% Cost Proposal 30% Total 100% Evaluation Considerations Include: - Demonstrated experience in occupied municipal facilities - Understanding of older building constraints - Practical constructability - Cost realism (not necessarily lowest bid) - Warranty strength and manufacturer reputation The Owner may conduct interviews and request Best and Final Offers (BAFO). Payson City Request for Proposals-Air handling unit 9. GENERAL CONDITIONS - The City reserves the right to o Reject any or all proposals, o Make no award, o Require modifications to initial proposals o Negotiate o Make partial or multiple awards. - The City may waive informalities or irregularities. - The selected firm must provide required bonds and insurance. Bonds and insurance must be equivalent to bid proposed. - Compliance with prevailing wage requirements (if applicable). - All applicable federal, state, and local regulations apply. 9.1 Controls Software - Atkinson Controls, Sole source 10. QUESTIONS All questions must be submitted in writing or email to: Steve Spencer Facilities Director Steves@paysonutah.gov (801)404-6473 No verbal interpretations shall be binding. 11. SUBMISSION INSTRUCTIONS Proposals shall be submitted: - In sealed envelope labeled: 'RFP - Design-Build AHU Replacement - Administration building' - Delivered to: 439 West Utah avenue, Payson, Utah; or emailed to amalieo@paysonutah.gov - Due no later than: April 13, 2026 Late submissions will not be accepted.

Notice of Special Accommodations (ADA)

In accordance with the Americans with Disabilities Act, Payson City will make reasonable accommodations to participate in the meeting. Requests for assistance can be made by calling 465-5205 at least 48 hours in advance of the meeting to be attended.

Notice of Electronic or Telephone Participation

N/A

Meeting Information

Meeting Location

439 W Utah Ave
Payson, UT 84651
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Contact Name

Amalie Ottley

Contact Email

amalieo@paysonutah.gov

Notice Posting Details

Notice Posted On

March 19, 2026 12:48 PM

Notice Last Edited On

March 19, 2026 12:48 PM

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