Heating, Ventilation and Air Conditioning (HVAC) & Boiler Maintenance & Repair Services

Location:	Georgia
Posted:	Feb 24, 2025
Due:	Mar 27, 2025
Agency:	City of Warner Robins
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	P-4652 Addendum 1
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Bid Information

Type	RFP
Status	Issued
Number	P-4652 Addendum 1 (Heating, Ventilation and Air Conditioning (HVAC) & Boiler Maintenance & Repair Services)
Issue Date & Time	2/24/2025 02:00:03 PM (ET)
Close Date & Time	3/27/2025 02:00:00 PM (ET)
Question Cut Off Date	3/21/2025 02:00:00 PM (ET)
Notes	The City of Warner Robins (hereinafter "City") is requesting proposals from qualified professionals to furnish all labor, materials, tools, equipment and insurance needed to perform scheduled maintenance and “as needed” repairs of the heating, ventilation, and air conditioning and boiler systems for the City of Warner Robin’s Police Department buildings, as well as other city government buildings located within the geographic boundaries of the City to be placed on an annual contract. The City reserves the right to add or delete buildings and/or facilities at any time during the life of the contract or resulting extensions, with thirty (30) days’ written notice. Additions shall be added at a negotiated rate that has the mutual agreement of the City and the Contractor. It is the proposer’s responsibility to provide an appropriate level of on-site staffing as needed, provide appropriate tools and vehicles necessary to support all facilities HVAC and boiler systems maintenance functions during normal business hours of maintenance and for response after normal working business hours. All work beyond and in addition to the scope of services of the contract shall be considered billable hours and will require that an estimate for that proposed work to be provided to the City Department Representative for consideration and approval prior to commencing work. The proposer’s services are to be compliant with all Federal, State and local applicable regulatory requirements and ordinances as well as applicable State construction codes. In addition, all services must be in compliance with the International Mechanical Code. Proposer, and all of proposers’ sub-providers/contractors, at its and/or their sole expense, shall obtain and maintain during the term of this agreement all appropriate permits, certifications and licenses. Bids must include a copy of the contractor’s current state of Georgia Conditioned Air Contractor License Class II (non-restricted) license, boiler certification and current business license to be considered responsive. Contract awarded as a result of proposals submitted under this RFP shall extend from the date of award for a period of 24 full months. Contract is renewable, at the option of the City, and upon written agreement by the vendor. However, the total duration of this contract, including the exercise of any options, shall not exceed five (5) years (basic two (2) years and three (3) one (1) year options). Prices shall remain firm for the duration of the initial Contract period. Reasonable price changes based on market conditions and price/cost analysis may be made after the initial Contract period. The Contractor shall supply documentation satisfactory to the City of Warner Robins, such as: documented changes to Producers Price Indexes; Consumer Price Indexes; or a manufacturer’s published notification of price change(s). The City of Warner Robins will evaluate this information to determine if revising the pricing is considered fair and reasonable to the satisfaction of the City of Warner Robins. Requests for any such change must be received in writing by the City of Warner Robins Purchasing Department thirty (30) days prior to the expiration of the original contract term. The County may cancel the contract if the price increase request is not approved. All price reductions at the manufacturers’ or distributors’ level shall be reflected in a reduction of the contract price(s) to City of Warner Robins retroactive to the effective date of the price reduction(s). Proposers may only visit each location during the designated date and specified times provided. Proposers are required to sign in at each location on the sign in sheet provided. Each location will be available to visit from 9:00 A.M. to 11:00 A.M. (ET) on Monday, March 10 ^th , Wednesday March 12 ^th , and Friday March 14 ^th , 2025. *Any questions that come up during these site visits must be submitted in IonWave. The City representative attending these site visits cannot answer any questions. A mandatory pre-bid meeting will be held on Monday March 17, 2025, at 10:00 AM (ET) in the City of Warner Robins LEC building (100 Watson Blvd., Warner Robins, GA 31093). To remain eligible for bid award, at least one representative from the respective contractor must be in attendance promptly at the start of the meeting and remain present for the duration of the meeting. Contractors are encouraged to submit questions for clarification or additional information relating to RFP specifications. All questions must be submitted via IonWave by Friday, March 21, 2025, at 2:00 PM (ET). Corresponding answers will be posted publicly in IonWave. Each prospective bidder must upload and submit your proposals with all required documents through the City’s IonWave bidding system by the designated date and time of Thursday, March 27, 2025, at 2:00 P.M. (ET). Submission of a proposal shall constitute acknowledgement and acceptance of all terms, conditions, and addenda to this solicitation. The City of Warner Robins reserves the right to reject any and all proposals, to waive informalities and technicalities, and to accept or reject any item or combination of items. The bid, if awarded, will be awarded to the responsible bidder whose bid will be most advantageous to the City of Warner Robins, price, availability, value and other factors considered.