HVAC Preventative Maintenance/Services

2026
REQUEST FOR PROPOSALS FOR
HVAC PREVENTATIVE MAINTENANCE/SERVICES
RFP #2026-01
The City of Grain Valley will accept sealed proposals from qualified contractors interested in providing
the following:
Four (4) Signed Copies
MUST BE RECEIVED BY:
3:00 P.M. APRIL 28, 2026
Please mark your submittal "Sealed Proposal -2026 HVAC Preventative
Maintenance/Services" and send it to:
City of Grain Valley
Attention: Mike Russell, Building Official
711 Main St.
Grain Valley, Missouri 64029
816-847-6226
The City reserves the right to reject any and all proposals, to waive technical defects, and to select
the proposal(s) deemed most advantageous to the City.
The undersigned certifies that he/she has the authority to bind this company in an agreement to
supply the service or commodity in accordance with all terms and conditions specified herein. Please
type or print the information below.
Respondent is REQUIRED to complete, sign and return this form with their submittal.
Company Name Authorized Person (Print)
Address Signature
City/State/Zip Title
Telephone # Fax # Date Tax ID #
E-mail Entity Type

Cover Title-Signature Page
Table of Contents
PART I
General Information
Description of the Project
PART II
Agreement
PART III
Scope of Services
PART IV
Submission of Proposals
PART V
Evaluation Process and Selection Criteria
PART VI
Exhibit "A" Non-Collusion Certification
General Conditions
Forms 1-3

CITY OF GRAIN VALLEY REQUEST FOR PROPOSAL 2026-01
PROJECT
The City of Grain Valley ("City") is hereby accepting Requests for Proposals (RFP) from
qualified, licensed contractors who specialize in heating and cooling services, to furnish all
professional services, equipment, labor and materials necessary to provide preventative
maintenance services and some or all repairs for all city buildings.
This RFP will require two (2) proposals: 1) a lump sum proposal for preventative maintenance
services and 2) a proposal for time and material for repairs/services performed outside of a
preventative maintenance agreement.
The initial term of a contract awarded as a result of this RFP shall be for a period of one year,
with an intended contract from May 29, 2026.
The City may, at its sole discretion, renew the contract for two additional one-year periods upon
written notice to the contractor, with any renewal beginning upon the anniversary date of the
contract. Exercise of the renewal option shall be made, if at all by The City not less than thirty (30)
days prior to the end of the Contract term. The renewal period will be under the same terms and
conditions as the original contract.
The pricing for the first contracted year (12 months) shall remain as bid for the entire year. Any
price increases for subsequent years must be submitted to the City Building Official no later than
ninety (90) days prior to a change.
If, at any time, the City determines it is in its best interest to discontinue use of these services the
City reserves the right to cancel the contract to be awarded by giving thirty (30) days advance
written notice.

PART I
GENERAL INFORMATION
The City of Grain Valley, located in eastern Jackson County, Missouri, is a growing
community of approximately 16,000 residents. The City is a municipality operating under a
4th class form of government with six Aldermen elected at-large and Mayor. The City
Administrator, appointed by the Board of Aldermen, is the chief executive responsible for the
administration of the various departments, the enforcement of all local ordinances, and the
implementation of policies adopted by the Board of Aldermen.
The City employs approximately 62 full-time employees, 30 part-time employees, and 12
seasonal employees. Employees are paid on a bi-weekly basis. Full-time employees are
eligible for various benefit programs, including health, dental, vision, and life insurance.
Within the City organization, there is one (1) collective bargaining unit: Fraternal Order of
Police West Central Missouri Regional Lodge #50 (Police Officers & Sergeants). The City is
a member of Midwest Public Risk (MPR), which provides liability insurance and risk
management services. MPR also administers the City's workers compensation program.
The current Employee Handbook was updated in March 2024.
The City has five (5) departments: Administration, Community Development, Finance, Parks
& Recreation and Police.

To be provided in event of awarded contract, prior to execution of contract:
The following documents are not required to be included in the contractor's proposal. However,
the contractor must be able to provide the following prior to execution of a contract.
a. Current Business License. A copy of the current business license will be required and
will serve as documentation that the business has been in operation a minimum of two (2)
years.
b. Professional Liability Insurance. The contractor to whom the contract is awarded shall
provide the City with documentation for the following: General Professional Liability
Insurance Certificate with the following minimum limits: $1,000,000 each
incident/occurrence; auto insurance $500,000 combined single limit per accident for bodily
injury or property damage.
c. Workers Compensation Insurance. The safety of the successful bidder's employees or
representatives and others in or around the area of service or maintenance is the
responsibility of the successful bidder. Proof of worker's compensation insurance will be
required.
d. Completed W-9 or 1099 Tax Form. Completed forms will be required.
Listed below are estimated dates and times of actions related to the RFP.
Date Event
February 16,2026 Issue RFP
April 14, 2026 Facilities walkthrough 1pm
April 28, 2026 Proposals due on or before 3:00 P.M.
April 30, 2026 Review of RFPs
May 25, 2026 Board of Aldermen approval
May 29, 2026 Contract
Questions regarding this Request for Proposal should be directed via email to:
Mike Russell
Building Official
mrussell@cityofgrainvalley.org
Submissions must be turned in to Mike Russell at mrussell@cityofgrainvalley.org by April 28,
2026 at 3 PM. Late submissions will not be accepted.

PART II
AGREEMENT
After the Board of Aldermen's approval, the successful contractor will be required to sign a
contract with the City of Grain Valley that will incorporate this RFP and the final negotiated
response proposal.

PART III
SCOPE OF SERVICES
CONTRACTOR TO:
1. Provide uniformed personnel to perform preventive maintenance tasks
2. Provide all supplies and equipment necessary to perform tasks listed below
3. Track and report all duties performed to the Building Official
4. Submit copies of maintenance tasking records when invoicing the city.
5. Repair any damage to facilities incurred during the performance of prescribed
preventive maintenance and/or optional repair services
6. Removal and disposal of any and all waste resulting from such maintenance
and/or optional repair services
7. Maintain the work area in a professional manner
8. Notify the City Building Official of any irregularities found.
Contractor shall schedule all preventive maintenance tasks with a minimum of 48-hour notice
with the City's Building Official.
Working Hours: All preventive maintenance work shall occur between 8:00
A.M. and 3:30 P.M. unless expressly authorized in writing by the City.
Tax Exempt: This is a Tax Exempt Project
Spring Inspection Program
The following services will be performed once, during seasonal start-up of the
equipment:
Replace filters within the first two weeks of March Check evaporator coil.
Check/clean drain pan.
Check fan and motor bearings. Lubricate as required. Check belt condition
and tension. Replace as needed. Check drives and pulleys for tightness.
Check system for oil and refrigerant leaks by visual inspection. Check oil
supply and refrigerant charge.
Check operation of refrigeration controls.
Check general condition and operation of compressor(s). Check oil pump
operation and oil level.
Check discharge and suction pressures. Make pump down capacity check.
Check operation of damper motors and controls.

Check operation of expansion valves. Check and calibrate thermostat
operation.
Check operation of starters and controls. Check wiring for loose connections.
Adjust and tighten linkages on all dampers.
Check operation and settings of unloaders. Check amperage and voltage of
compressors.
Review maintenance procedures with the Building Official and make
recommendations for additional service or repairs, if required.
Mid-Summer Inspection Program
The following services will be provided mid-way through the cooling season:
Replace filters within first two weeks of June Check evaporator coil condition.
Check and clean drain pan as required.
Verify drain piping is free of debris and drains properly. Check and clean
condenser coils as required.
Check belt condition and tension. Replace as needed. Check fan and motor
bearings. Lubricate as required. Check general operation of unit and
controls.
Check refrigerant charge.
Check for vibration and noise.
Check oil pressure and oil level if applicable. Check temperature drop across coil.
Review maintenance procedures with the Building Official and make
recommendations for additional service or repairs, if required.
Fall Inspection Program
The following services will be performed during or shortly after seasonal start-up of
the equipment:
Replace filters within first two weeks of September Check fan motor bearings.
Lubricate as required. Check belt condition and tension. Replace as needed.
Check drives and pulleys for tightness.
Check operation of damper motors and controls. Check and tighten linkages
as required.
Check burner condition.
Check heat exchanger condition. Check gas pressure.
Check flame signal.
Check fan and limit operation. Check stack and flue condition.
Check and tighten all electrical connections. Check operation of vent motors.
Review maintenance procedures with the Building Official and make
recommendations for additional service or repairs, if required. Check boiler.
Replace boiler anodes.

Mid-Winter Inspection Program
The following services will be performed midway through the heating season:
Replace filters within first two weeks of December Check fan and motor
bearings. Lubricate as required. Check belt condition and tension. Replace
as needed. Check fan and limit operation.
Check burner condition.
Check heat exchanger condition. Check operation of vent motors. Check
flame signal. Adjust if required.
Check general operation of heating system.
Review maintenance procedures with the Building Official and make
recommendations for additional service or repairs, if required.
LIST OF COVERED EQUIPMENT:
City Hall HVAC System
EXTERIOR UNITS
UNIT MODEL # SERIAL # LOCATION
TRANE Tta180B300DA Z065SA2AH NORTH EAST
SIDE OF
BUILDING
AMERICAN TTA090A300FA 5213R16AD NORTH EAST
STANDARD SIDE OF
BUILDING
TRANE TTA18043DAB01AE0+ 21471940TA NORTH EAST
SIDE OF
BUILDING
TRANE TTA120A300DA R493K0HAH NORTH EAST
SIDE OF
BUILDING

INTERIOR UNITS
UNIT MODEL # SERIAL # LOCATION
AMERICAN TWE180B300CA Z064PMS6H COMM SIDE OF
STANDARD BASEMENT
AMERICAN TWE090A300CA R293L3X5H COMM SIDE OF
STANDARD BASEMENT
AMERICAN TWE090A300CA R293LK25H POLICE SIDE
STANDARD BASEMENT
AMERICAN TWE18043BAA04A0+ 21502471WA POLICE SIDE
STANDARD BASEMENT
TRANE GMNDO25AEF10000 CO1B72145 CH MECH DUCT
ROOM HEATER
TRANE GMNDO12AEF10000 CO1B72140 CH MECH DUCT
ROOM HEATER
TRANE GMNDO25AEF1000 CO1B72146 POLICE MECH DUCT
ROOM HEATER
TRANE GMNDO12AEF1000 CO1B72144 POLICE MECH DUCT
ROOM HEATER
Public Works HVAC System
EXTERIOR UNITS
UNIT MODEL # SERIAL # LOCATION
HEIL N2A342GKA100 E070220365
INTERIOR UNITS
UNIT MODEL # SERIAL # LOCATION
RUDD EBD2X42JA2 X064252362
BARD 217D04190753102 PUBLIC PUMP HOUSE
WORKS IN BACK LOT
BARD 150A04107995101 PUMP TYER RD.
STATION
LENOX LF24-175A-5 5165A01729 FLEET SHOP SUSPENDED
FROM
CEILING
LENOX LF24-145A-5 5611J02231 PUBLIC SUSPENDED
WORKS SHOP FROM
CEILING
LENOX LF24-145A-5 5611G09428 PUBLIC SUSPENDED
WORKS SHOP FROM
CEILING