HVAC System Maintenance Services at Various County Facilities

Location:	Georgia
Posted:	Apr 17, 2026
Due:	Apr 24, 2026
Agency:	Gwinnett County
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	BL072-26 INV
Publication URL:	To access bid details, please log in.

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April 1, 2026

INVITATION TO BID

BL072-26

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified contractors for HVAC

System Maintenance Services at Various County Facilities on a one-year contract for the Department of Support Services.

Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the BL# and

Company Name. Bids will be received until 2:50 P.M. local time on April 17, 2026, at the Gwinnett County Financial

Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any bid received after this date

and time will not be accepted. Bids will be publicly opened and read at 3:00 P.M. The bid opening will be virtual ONLY. To

access the bid opening virtually, visit the following Webex virtual meeting link

(https://gwinnettgov.webex.com/gwinnettgov/j.php?MTID=m944ecefd3444d42d125788db71d7c31a), or dial 408-418-

9388, and enter Conference ID 23486494337## . Apparent bid results will be available the following business day on our

website www.GwinnettCounty.com.

A pre-bid conference is scheduled for 10:00A.M. on April 8, 2026 at the Gwinnett County Purchasing Division, 75 Langley

Drive – Second Floor, Lawrenceville, Georgia 30046 inside the Dogwood Conference Room. Questions regarding bids

should be directed to Alexis Mckennery, CPPB Purchasing Manager at Alexis.Mckennery@GwinnettCounty.com, no later

than 3:00 p.m. April 9, 2026. Bids are legal and binding upon the bidder when submitted.

Successful contractor will be required to meet insurance requirements. The Insurance Company should be authorized to

do business in Georgia by the Georgia Insurance Department, and must have an A.M. Best rating of A-7 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities.

Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or

activity of Gwinnett County Government should be directed to ADA Director, Gwinnett County Justice and Administration

Center, 770-822-8165.

The written bid documents supersede any verbal or written prior communications between the parties.

Award will be made to the contractor submitting the lowest responsive and responsible bid. Gwinnett County reserves the

right to reject any or all bids to waive technicalities and to make an award deemed in its best interest. Bids may be split or

awarded in entirety. Gwinnett County reserves the option to negotiate terms, conditions and pricing with the lowest

responsive, responsible bidder(s) at its discretion.

Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies submitting

a bid will be notified via email.

We look forward to your bid and appreciate your interest in Gwinnett County.

Alexis Mckennery, CPPB

Purchasing Manager

The following pages should be returned in duplicate as your bid: Bid Schedule, Pages 36-53

References, Page 54

Ethics Affidavit, Page 59

E-Verify, Page 60

Subcontractors List, Page 61

BL072-26

GWINNETT COUNTY DEPARTMENT OF SUPPORT SERVICES

HVAC MAINTENANCE SERVICES

Page 2

The Gwinnett County Board of Commissioners is soliciting competitive pricing for HVAC System

Maintenance Services for various County facilities. The services will include two different work elements:

1) an Annual Program of Preventive Maintenance to be performed with a set monthly fee schedule and 2)

Service Call Repairs to be performed on a Time and Material Basis. The two sets of services are described

in Section I - Scope of Services outlined below. The facilities included are listed in Section II - Service

Locations. This contract may be awarded by section or to the overall low responsive and responsible

contractor.

No organization, firms, or individuals seeking award of a contract under this solicitation may initiate or

continue any verbal or written communications regarding the solicitation with any County officer, elected

official, employee, or other County representative without permission of the Purchasing Associate named

on the solicitation, between the date of the issuance of the solicitation and the date of final contract award

by the Board of Commissioners. Violations will be reviewed by the Purchasing Director. If determined that

such communication has compromised the competitive process, the offer submitted by the organization,

firm, or individual may be disqualified from consideration for award.

The County has compiled an Equipment Inventory List for the facilities currently covered under this contract

in order. This document will assist the bidder in preparation of the bid. Due to the size of this document,

interested parties are to submit a request for the Equipment Inventory List by email. Requests are to be

sent to Alexis.Mckennery@GwinnettCounty.com . Failure to obtain this document does not alleviate the

bidder from the responsibility of performing all of the services set forth in this solicitation at the prices

stated on the Bid Schedule.

The services provided under this contract will commence on July 1, 2026 or upon Board of Commissioners

approval and will be for 365 days with pricing to remain firm for the duration of the initial term.

Section I - Scope of Services

Annual Program of Preventive Maintenance

The Gwinnett County Department of Support Services has designated a list of facilities for which it requires

a set schedule of preventive maintenance tasks. The services covered under this section are described

under sub-sections I.A - I.B Most facilities will require quarterly maintenance, although some locations will

only require monthly, semi-annual services, and some equipment items only annual. The frequency of

service for each facility is specified herein, along with the actual month that the work must be performed.

The selected Contractor will be responsible for all listed work items and their associated costs. Included in

these costs are administration, supervision and overhead; travel; equipment and tools necessary to perform

the services, including hand tools, wet dry vacuums, torches if applicable, drills, ladders, vacuum pumps,

sludge sucker kit usage, nitrogen, drain line cleaning agents or tools such as CO2, test instruments,

lifts to access equipment; personnel time; and consumable materials such as filters, belts, lubricants,

refrigerant, duct tape, foil tape, etc.

If during the preventative/scheduled maintenance services, the Contractor determines the need for repair

or replacement of parts, the scope of which extends beyond the assigned preventive/scheduled

maintenance tasks, the Contractor shall promptly notify the County, while on site, and shall proceed with

the repair and/or replacement of the parts per the County’s direction. It is in the County’s best interest to

authorize these repairs quickly to minimize unscheduled service calls. These repairs and replacements

shall be performed under the Time and Materials element of the agreement and Service Call Charges will

not be allowed for such repairs.

Any damage to a facility as a result of the Contractor or their work will be the responsibility of the Contractor

to repair as required and supervised by the County at the Contractor’s expense.

BL072-26

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Any damage as part of a preventive maintenance task to insulation on ductwork or piping, including both

internal or external on ductwork, and including any metal type covering and banding, must be repaired at no

additional cost to the County. All repairs must be performed to match existing application prior to damage.

NOTE: As part of its services, the selected Contractor shall be responsible for confirming and updating the

equipment list for each facility. The format for this list will be Microsoft Excel. An equipment list is included

in this bid document. The County Representative shall review and approve the format prior to the Contractor

preparing the updated list. The Contractor shall provide the equipment list to the County Representative as

soon as practicable but no later than four (4) months after the start of the contract, and immediately

following any equipment change. This is non-negotiable. The list shall include for all major equipment, the

make, model, and serial number and shall indicate the quantity and sizes of all belts and filters. The

Contractor shall maintain this master list of equipment for the duration of the contract. When the County or

the Contractor replaces a piece of equipment, the Contractor shall update the list to reflect the new

equipment. The contractor shall provide an updated list at the time of each equipment change and a

minimum of once annually if no changes. Gwinnett County will provide an update to the contractor if

equipment upgrades or changes outside this agreement occur. All preventive maintenance checklists

should contain model and serial number for verification for each visit.

In addition, no later than six (6) months after the start of this contract, the Contractor shall provide to

Gwinnett County the following information. This shall be added to the equipment inventory lists provided.

1. Manufacturer date of each piece of equipment

2. Replacement cost of each unit and/or system. Example: Split system

replacement will include AHU/Furnace, coil, and outdoor unit. Cost shall include

equipment and labor.

Preventive Maintenance

The Preventive Maintenance checks listed are a minimum of tasks that Gwinnett County demands to be

performed. However, it is the responsibility of the awarded contractor to review the manufacturers

preventive maintenance procedures and provide these back to Gwinnett County. If there are additional tasks

recommended, Gwinnett will update these procedures. This will assure all types of equipment in our Fleet

are maintained as recommended to prolong the life of each unit.

BL072-26

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I. Air Conditioning Preventive Maintenance Program (Quarterly PM shall occur a minimum of three times in

a calendar year)

All items listed below in the PM shall be included and recorded on the PM Checklist.

At a minimum, the Air Conditioning Preventive Maintenance Program (per system) shall include the

following tasks:

A. Standard DX , Heat Pump or Split Systems

1. Record Delta T across evaporator coil and note on paperwork for records. Clean evaporator if it is

less than (18) degrees.

2. Refrigerant pressures, Superheat and Subcooling should be recorded if system is not operating

properly to 18 degrees Delta T or better. Replace up to five (5) pounds of refrigerant as part of basic

preventive maintenance services.

3. Record voltage and amperage to all motors, compressors, etc. Example: 3 phase motor, Contractor

will document Volts: L1 , L2 , L3 and Amps L1 , L2 , L3

4. Check for refrigerant leaks

5. Lubricate all moving parts, bearings, etc.

6. Replace belts and adjust tension. Replace as needed but no less than twice per year on all equipment.

7. Replace filters. (Note: Filters shall be extended service 40% pleated “Pre-Pleat 40” filters. Any

proposed equivalent products must be approved by Gwinnett County personnel prior to use.)

8. Clean Condenser and evaporator coils as needed, but not less than once a year.

9. Check pressure switch and cut-out settings.

10. Check electrical lock-out circuits.

11. Check Contactor contacts

12. Check all wiring connections. Check and adjust thermostats for proper calibration and operation. On

Annual PM, contractor will be responsible for notifying County representative and calibrating all

space sensors for Building Automation applications.

13. Replace batteries in thermostats, but not less than once a year.

14. Record outdoor ambient temperature.

15. Check and flush condensate drain. Add drain pan treatment at least but not limited to twice per year.

No drain pan tablets are to be utilized as part of this contract. NOTE: Clogged drain lines or stopped

up drain pans will be the sole responsibility of the contractor, and not be applicable for a billable call

following the initial PM as part of this contract.

16. Visually check ductwork for broken connections or faulty insulation. (Notify Gwinnett County if any

repairs are needed)

17. Remove dust, soot, rust, etc. from blower

18. Operate air conditioning system through normal cycle, make any necessary adjustments. (Notify

Gwinnett County representative if necessary to make remote commands)

19. Inspect and service exhaust fans (both ceiling and roof mounted. (Change belts no less than twice

per year.)

20. Clean return and exhaust intake vents as often as needed to assure proper airflow For each system

and exhaust fan. Where applicable, Inspect and clean VFD’s , including wiring terminals and cooling

Fans, intake grille, etc.

B. Chilled Water or Water Source Heat Pump Systems

1. Record Delta T across evaporator coil and note on paperwork for records. Clean evaporator if it is

less than (18) degrees

2. Super heat and Sub cooling should be recorded if system is not operating at 18 degree Delta T or

better.

3. Replace up to five (5) pounds of refrigerant as part of the basic preventive maintenance service.

BL072-26

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4. Record voltage and amperage to all motors, compressors, etc. Example: 3 phase motor. Contractor

will document Volts: L1 , L2 , L3 and Amps L1 , L2 , L3 Where applicable,

inspect and clean VFD’s, including wiring terminals and cooling Fans

5. Lubricate all moving parts, bearings, etc.

6. Check for refrigerant leaks

7. Replace all belts, adjust tension. Replace as needed, but no less than twice per year on all equipment.

8. Replace filters. (Note: Filters shall be extended service 40% pleated “Pre-Pleat 40” filters. Any

proposed equivalent products must be approved by Gwinnett County personnel prior to use.)

9. Clean Condenser and evaporator coils as needed, but not less than once a year.

10. Check pressure switch and cut out circuits

11. Check electrical lock-out circuits

12. Check contactor contacts and wiring connections

13. Check all wiring connections. On Annual PM, contractor will be responsible for notifying County

representative and calibrating all space sensors for Building Automation applications.

14. Record outdoor temperature

15. Check and flush condensate drain. No drain pan tablets are to be utilized as part of this contract. NOTE:

Clogged drain lines or stopped up drain pans will be the sole responsibility of the contractor, and not

be applicable for a billable call following the initial PM as part of this contract.

16. Visually check ductwork for broken connections or faulty insulation. (Notify Gwinnett County if any

repairs are needed)

17. Remove dust, soot, rust, etc. from blower

18. Operate system through cycle, make any necessary adjustments. (Notify Gwinnett County

representative if necessary to make remote commands)

19. Inspect, clean and grease all pumps Annually (If applicable)

20. Inspect and service exhaust fans, change belts no less than twice per year. (both ceiling and roof

mounted)

21. Clean return and exhaust intake vents as often as necessary to assure proper airflow for each system

and exhaust fan.

22. Inspect and service compressors. Service screw compressors Annually (or as needed)

23. Inspect and service air cooled chillers Annually (If applicable)

24. Clean chiller coils (Annually, but not limited to)

25. Inspect and service Cooling Tower Quarterly (If applicable) Clean as necessary to ensure

adequate performance, but a minimum of once per year. Follow manufacturer’s recommendations

for acceptable chemicals and cleaning practices.

26. Inspect circulation pumps. Refer to Circulation Pump PM in this document.

II. Heating Preventive Maintenance Program (Quarterly PM shall occur a minimum of once

per calendar year)

A. Gas Heat Applications: At a minimum, the Furnace Preventive Maintenance Program shall include the

following tasks but not be limited to:

1. Check and adjust thermostat.

2. Check and adjust all safety controls.

3. Clean burners and heat exchanger as needed.

4. Clean and adjust pilot assembly.

5. Check and adjust burner for efficiency.

6. Check for gas leaks in furnace.

7. Using a Carbon Monoxide Detector, check CO readings in space and supply ductwork.

Record readings in PPM on checklist. Where multiple units serve a common area, separate

readings must be documented per system. Contractor must supply manufacturer, model no.

and last calibrated date of Carbon Monoxide Detector, on Checklist.

8. Lubricate all moving parts.

9. Change belt and adjust tension.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

HVAC System Maintenance Services at Various County Facilities

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See also