Diablo Water District - Conversion of HVAC Units to Heat Pumps Request for Proposals 2026
Diablo Water DistrictUtility District · Oakley, CA- Due
- Dec 11, 2026
- 26 days left
- Posted
- Nov 9, 2026
- Primary contact
- Dan Muelrath
- (925) 625-3798
The 30-second brief
Diablo Water District is requesting proposals from qualified contractors to upgrade the administrative office HVAC system to heat pumps at 87 Carol Lane, Oakley, CA 94561, aiming to achieve carbon neutrality and eliminate natural gas use. The scope includes removing old equipment, providing and installing 3-ton, 4-ton, 5-ton, and 6-ton Day & Night heat pumps with curb adaptors, one 2.5-ton heat pump, upgrading five current thermostat controllers, adding a controlled zone, and obtaining a building permit from the City of Oakley. Proposals are due by December 11, 2026, at 12 pm PST, submitted via email to [email protected]. A mandatory on-site meeting is scheduled for November 18, 2026, at 9 am PST at the project location, and clarification questions are due by December 3, 2026. Evaluation criteria include project experience with specialized agencies, project approach, cost-effectiveness, proposer qualifications, cost proposal, schedule, and reference checks.
Remove old equipment; Provide and install 3-ton, 4-ton, 5-ton, And 6-ton Day & Night heat pumps; Curb adaptor for 6-ton; Provide and install one 2.5-ton Day & Night heat pump; All other fixtures and appurtenances required for a successful transition to heat pumps from current units; Upgrade five current thermostat controllers; Add one more controlled zone and thermostat in building; Obtain building permit from City of Oakley.
Experience and demonstrated success on similar projects for small and specialized agencies, Approach to the project and demonstrated project understanding, Demonstrated ability to perform tasks efficiently and produce a cost-effective report, Qualifications of a Proposer and assigned individuals, A detailed and responsive cost proposal, Responsive schedule and completion date, Reference checks, Limited exceptions to the Agreement
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Summary
Diablo Water District is requesting proposals from qualified contractors to upgrade the administrative office HVAC system to heat pumps at 87 Carol Lane, Oakley, CA 94561, aiming to achieve carbon neutrality and eliminate natural gas use.
The scope includes removing old equipment, providing and installing 3-ton, 4-ton, 5-ton, and 6-ton Day & Night heat pumps with curb adaptors, one 2.5-ton heat pump, upgrading five current thermostat controllers, adding a controlled zone, and obtaining a building permit from the City of Oakley. Proposals are due by December 11, 2026, at 12 pm PST, submitted via email to [email protected]. A mandatory on-site meeting is scheduled for November 18, 2026, at 9 am PST at the project location, and clarification questions are due by December 3, 2026. Evaluation criteria include project experience with specialized agencies, project approach, cost-effectiveness, proposer qualifications, cost proposal, schedule, and reference checks.
EVALUATION CRITERIA
Experience and demonstrated success on similar projects for small and specialized agencies, Approach to the project and demonstrated project understanding, Demonstrated ability to perform tasks efficiently and produce a cost-effective report, Qualifications of a Proposer and assigned individuals, A detailed and responsive cost proposal, Responsive schedule and completion date, Reference checks, Limited exceptions to the Agreement
REQUIRED DELIVERABLES
8- Remove old equipment
- Provide and install 3-ton, 4-ton, 5-ton, And 6-ton Day & Night heat pumps
- Curb adaptor for 6-ton
- Provide and install one 2.5-ton Day & Night heat pump
- All other fixtures and appurtenances required for a successful transition to heat pumps from current units
- Upgrade five current thermostat controllers
- Add one more controlled zone and thermostat in building
- Obtain building permit from City of Oakley
REQUIRED ATTACHMENTS
District Services Agreement
- Submit to
- [email protected]
- Scope location
- Oakley, CA
Questions about this RFP
How do I respond to this RFP from Diablo Water District?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is December 11, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact Dan Muelrath.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Diablo Water District in CA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Dan Muelrath at (925) 625-3798. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Remove old equipment; Provide and install 3-ton, 4-ton, 5-ton, And 6-ton Day & Night heat pumps; Curb adaptor for 6-ton; Provide and install one 2.5-ton Day & Night heat pump; All other fixtures and appurtenances required for a successful transition to heat pumps from current units; Upgrade five cur. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Experience and demonstrated success on similar projects for small and specialized agencies, Approach to the project and demonstrated project understanding, Demonstrated ability to perform tasks effici..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Diablo Water District?
All active and historical solicitations from Diablo Water District are tracked and searchable. As a utility district agency, Diablo Water District regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
Is this solicitation still open for submissions?
Based on the posted deadline of December 11, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: District Services Agreement. Review the full document from Diablo Water District for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Oakley, CA. Review the full solicitation for detailed scope requirements.
