The submission period ended on December 29, 2025.
Updated October 9, 2025: Added Appendix B – Equipment Inventory. See Additional Information below.
Updated November 25, 2025: Added THA Master Equipment List HVAC. See Additional Information below.
Updated December 15, 2025: The schedule for this RFP has been updated. See the revised dates below.
Notice of Award
RFP for HVAC
We are pleased to announce, that as a result of our evaluation for the proposals received for the HVAC RFP, THA will be awarding contracts to:
Holaday Parks
THA thanks you for your interest.
If you have any questions, please reach out to THA’s Contract and Procurement team at .
Introduction:
The Tacoma Housing Authority is seeking proposals for HVAC. This work will be for routine maintenance on a recurring basis. Contracts will be for an initial one-year term with optional renewals possible.
This work may be performed throughout our portfolio and may include prevailing wage requirements as required by Federal and State regulations.
**Should you submit an intake packet as your intent to submit you will be contacted to attend site visits to help you submit your final proposal.
Schedule:
| Date | Time | |
|---|---|---|
| RFP Release Date | 09/30/2025 | n/a |
| Intent to Submit Deadline, please submit: Intake Packet as your intent to submit. Site visits will be scheduled between 10/17 and 11/08 | 10/16/2025 | 3:00 pm |
| Request for Information Deadline | 11/08/2025 | 3:00 pm |
| RFP Submission Deadline | 12/29/2025 | 3:00 pm |
| THA evaluation period | 12/29/2025-01/08/2026 | n/a |
| Anticipated Notice of Award | 01/09/2026 | n/a |
| Anticipated Contract Start Date | 02/01/2026 | n/a |
| Anticipated Contract Length | 1-year initial contract | Optional renewal |
Scope of Work:
Please see below tasks that would be included as the scope of work. This work will be completed at all THA properties.
Preventative Maintenance
| Maintenance Requirement | 3 months | 6 months | 12 months | |
|---|---|---|---|---|
| 1 | Check with site manager for any known operating deficiencies. | x | ||
| 2 | Clean intake side of condenser coils, condenser fan, and intake screens. | x | ||
| 3 | Lubricate fan shaft and motor bearings. | x | ||
| 4 | Pressure wash condenser coils with clean solution. | x | ||
| 5 | Clean electrical wiring and connectors. Tighten loose connections. | x | ||
| 6 | Perform operational inspection unit. Verify proper operation in cooling mode, heat mode, and defrost cycle. | x | ||
| 7 | During operation of unit, check refrigerant pressure. Add refrigerant as required. | x | ||
| 8 | Check compressor oil level. Add oil as required. | x | ||
| 9 | Clean area 36” beyond perimeter of unit | x | ||
| 10 | Fill out maintenance checklist and report any deficiencies. |
Maintenance Checklist
Split System Outdoor Heat Pump/Condensing Unit Maintenance Checklist
| Maintenance Requirement | 3 months | 6 months | 12 months | |
|---|---|---|---|---|
| 1 | Check with Site Manager for any known operating deficiencies. | x | ||
| 2 | Clean intake side of condenser coils, condenser fan, and intake screens. | x | ||
| 3 | Lubricate fan shaft and motor bearings | x | ||
| 4 | Pressure wash condenser coils with clean solution. | x | ||
| 5 | Clean electrical wiring and connectors. Tighten loose connections. | x | ||
| 6 | Perform operational inspection unit. Verify proper operation in cooling mode, heat mode, and defrost cycle. | x | ||
| 7 | During operation of unit, check refrigerant pressure. Add refrigerant as required. | x | ||
| 8 | Check compressor oil level. Add oil as required. | x | ||
| 9 | Clean area 36” beyond perimeter of unit. | x | ||
| 10 | Fill out maintenance checklist and report any deficiencies. | x |
Split System Indoor Air Handling Unit Maintenance Checklist
| Maintenance Requirement | 3 months | 6 months | 12 months | |
|---|---|---|---|---|
| 1 | Check with Site Manager for any known operating deficiencies. | x | ||
| 2 | Perform operational inspection unit. Verify proper operation in cooling mode, heat mode, and defrost cycle. | x | ||
| 3 | Check refrigerant and condensate piping for leaks. | x | ||
| 4 | Remove access panel and vacuum inside of unit including coil. | x | ||
| 5 | Lubricate blower shaft and fan motor bearings. | x | ||
| 6 | Check belt for wear, tension, and alignment. Adjust belt as required. | x | ||
| 7 | Replace air filter. | x | ||
| 8 | Clean supply/return grille assembly (ceiling cassettes only). | x | ||
| 9 | Inspect gas fired heat exchanger section for proper operation (gas furnaces only) | x | ||
| 10 | Check combustion chamber for air or gas leaks (gas furnaces only). | x | ||
| 11 | Inspect and clean burner and ignition assembly (gas furnaces only). | x | ||
| 12 | Inspect gas piping system for leaks or damage (gas furnaces only). | x | ||
| 13 | Check condition of flue ducting (gas furnaces only). | x | ||
| 14 | Fill out maintenance checklist and report any deficiencies. | x |
Exhaust Fans/Make-Up Air Fans Maintenance Checklist
| Maintenance Requirement | 3 months | 6 months | 12 months | |
|---|---|---|---|---|
| 1 | Start and stop fan with local switch | x | ||
| 2 | Check motor and fan shaft bearings for noise, vibration, and overheating. Lubricate bearings. | x | ||
| 3 | Check belts for wear, tension, and alignment. Adjust belt as required. | x | ||
| 4 | Check blower exhaust or intake damper for proper operation. Lubricate as required. | x | ||
| 5 | Check electrical wiring and connections. Tighten loose connections. | x | ||
| 6 | Clean fan and fan housing. | x | ||
| 7 | Fill out maintenance checklist and report any deficiencies. | x |
Rooftop Packaged Units Maintenance Checklist
| Maintenance Requirement | 3 months | 6 months | 12 months | |
|---|---|---|---|---|
| 1 | Check with Site Manager for any known operating deficiencies. | x | ||
| 2 | Check tension, condition, and alignment of belts. Adjust as required. | x | ||
| 3 | Lubricate shaft and motor bearings. | x | ||
| 4 | Replace air filters. | x | ||
| 5 | Clean electrical wiring and connectors. Tighten loose connections. | x | ||
| 6 | Clean coils, evaporator drain pan, blowers, fans, motors, and drain piping as required. | x | ||
| 7 | Perform operational inspection unit. Verify proper operation in cooling mode, heat mode, and defrost cycle. | x | ||
| 8 | Check operation of auxiliary strip heat. | x | ||
| 9 | During operation of unit, check refrigerant pressure. Add refrigerant as required. | x | ||
| 10 | Check compressor oil level. Add oil as required. | x | ||
| 11 | Clean area around unit. | x | ||
| 12 | Fill out maintenance checklist and report any deficiencies. | x |
Packaged Through Wall Air Conditioning Units (PTAC) Maintenance Checklist
| Maintenance Requirement | 3 months | 6 months | 12 months | |
|---|---|---|---|---|
| 1 | Check with Site Manager for any known operating deficiencies. | x | ||
| 2 | Check tension, condition, and alignment of belts. Adjust as required. | x | ||
| 3 | Lubricate shaft and motor bearings | x | ||
| 4 | Replace air filters. | x | ||
| 5 | Clean electrical wiring and connectors. Tighten loose connections. | x | ||
| 6 | Clean coils, evaporator drain pan, blowers, fans, motors, and drain piping as required. | x | ||
| 7 | Perform operational inspection unit. Verify proper operation in cooling | x | ||
| 8 | Check operation of auxiliary strip heat. | x | ||
| 9 | During operation of unit, check refrigerant pressure. Add refrigerant as required. | x | ||
| 10 | Check compressor oil level. Add oil as required. | x | ||
| 11 | Clean interior supply and return grilles. | x | ||
| 12 | Check exterior louver for obstructions. Clean and remove debris as required. | x | ||
| 13 | Fill out maintenance checklist and report any deficiencies. | x |
Packaged Wall Mounted Heat Pump Maintenance Checklist
| Maintenance Requirement | 3 months | 6 months | 12 months | |
|---|---|---|---|---|
| 1 | Check with Site Manager for any known operating deficiencies. | x | ||
| 2 | Check tension, condition, and alignment of belts. Adjust as required. | x | ||
| 3 | Lubricate shaft and motor bearings | x | ||
| 4 | Replace air filters. | x | ||
| 5 | Clean electrical wiring and connectors. Tighten loose connections. | x | ||
| 6 | Clean coils, evaporator drain pan, blowers, fans, motors, and drain piping as required. | x | ||
| 7 | Perform operational inspection unit. Verify proper operation in cooling | x | ||
| 8 | Check operation of auxiliary strip heat. | x | ||
| 9 | During operation of unit, check refrigerant pressure. Add refrigerant as required. | x | ||
| 10 | Check compressor oil level. Add oil as required. | x | ||
| 11 | Clean interior supply and return grilles. | x | ||
| 12 | Check exterior louver for obstructions. Clean and remove debris as required. | x | ||
| 13 | Fill out maintenance checklist and report any deficiencies. | x |
Gas Fired Boilers Maintenance Checklist
| Maintenance Requirement | 3 months | 6 months | 12 months | |
|---|---|---|---|---|
| 1 | Check combustion chamber for air or gas leaks. | x | ||
| 2 | Inspect and clean burner and ignition assembly. | x | ||
| 3 | Inspect gas piping system for leaks or damage. | x | ||
| 4 | Check for proper operation response of burner to thermostat controls. | x | ||
| 5 | Check and lubricate burner and blower motors. | x | ||
| 6 | Check main flame failure protection. | x | ||
| 7 | Check electrical wiring to burner controls and blower. | x | ||
| 8 | Check operation and condition of pressure relief valve. | x | ||
| 9 | Check operation of boiler low water cut off devices. | x | ||
| 10 | Check hot water pressure gauges for proper operation. | x | ||
| 11 | Check condition of flue and intake ducting. | x | ||
| 12 | Check boiler operation through complete cycle, up to 30 minutes of run time. | x | ||
| 13 | Fill out maintenance checklist and report any deficiencies. | x |
Pumps Maintenance Checklist
| Maintenance Requirement | 3 months | 6 months | 12 months | |
|---|---|---|---|---|
| 1 | Check for proper pump operation. | x | ||
| 2 | Check for leaks at suction and discharge piping, seals, packing glands. | x | ||
| 3 | Check pump motor for excessive vibration, noise, and overheating. | x | ||
| 4 | Check operation of pressure controls. | x | ||
| 5 | Check alignment of pump motor. Adjust as required. | x | ||
| 6 | Lubricate pump and motor bearings. | x | ||
| 7 | Clean exterior of pump and motor | x | ||
| 8 | Fill out maintenance checklist and report any deficiencies. | x |
Electric Duct Coils Maintenance Checklist
| Maintenance Requirement | 3 months | 6 months | 12 months | |
|---|---|---|---|---|
| 1 | Check for proper coil operation. | x | ||
| 2 | Check inlet and outlet temperatures with unit in operation. | x | ||
| 3 | Inspect electrical wiring and connectors. Tighten loose connections. | x | ||
| 4 | Clean electric coil with vacuum. | x | ||
| 5 | Fill out maintenance checklist and report any deficiencies. | x |
Electric Unit Heaters Maintenance Checklist
| Maintenance Requirement | 3 months | 6 months | 12 months | |
|---|---|---|---|---|
| 1 | Check for proper coil and fan operation. | x | ||
| 2 | Check inlet and outlet temperatures with unit operation. | x | ||
| 3 | Inspect electrical wiring and connectors. Tighten loose connections. | x | ||
| 4 | Clean electric coil with vacuum. | x | ||
| 5 | Fill out maintenance checklist and report any deficiencies. | x |
Please provide the following costs:
- Preventative maintenance annual fee
- Standard repairs and services labor rates for (including non-prevailing wage and prevailing wage rates): Electrician, Heating Equipment Technician, Refrigeration & Air Conditioning Technician, Sheet Metal Worker
- Emergency repair and service labor rates
- Travel and fuel surcharges
- If applicable: Energy Assessment Engineer, Commissioning Agent, TABB Certified Air Balancer, Plumbing Service, HVAC Design/Build Engineering, Building Automation Technician
Proposal Requirements:
For the proposals to be considered responsive, vendors should submit the following with their bid packet:
- Cover Letter
- Company Profile and Qualifications
- Completed Contractor/Vendor Intake Form – Exhibit C
- OMWBE Certification if applicable
- MWBE Self Attestation if applicable
Evaluation Criteria:
| Complete Proposal Packet | 20 pts. |
| Cover letter | 10 pts. |
| Company Profile and Qualifications | 30 pts. |
| MWBE Certification if applicable OMWBE certified businesses, if not certified, a self-attestation form must be completed attached) | 10 pts. |
| Price List | 30 pts. |
Proprietary Proposal Material:
Any records or materials submitted to Tacoma Housing Authority become public records under Washington State law (see RCW Chapter 42.56, the Public Disclosure Act at https://apps.leg.wa.gov/rcw/default.aspx?cite=42.56.
Exhibits to RFP:
Contact Information:
If you have any questions or require additional information, please contact THA’s contracting team at .
All proposals should be submitted to contracts@tacomahousing,org. In the event that electronic submission isn’t possible, THA will accept proposals directly at our Administration Building:
902 S L St. Tacoma, WA 98405.
All submissions must be received prior to the due date and time.
Notice of award will be sent to all applicants and posted on our website under the RFP name.
Additional Information
About Tacoma Housing Authority
Established in 1940, Tacoma Housing Authority provides high-quality, stable, and sustainable housing and supportive services to people in need, in ways that help our clients prosper and help our communities develop equitably. THA develops and manages real estate, provides rental housing, and partners with thousands of private landlords to help families pay the rent in the private rental market. In addition, THA delivers supportive services to help families succeed as tenants, parents, students, wage earners, and builders of assets who can live without assistance. THA seeks to do its work in ways that help our community be an “attractive place to live, work, attend school, shop and play,” and that help Tacoma be “safe, vibrant, prosperous, attractive and just.”