HVAC System Maintenance Services at Various County Facilities

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 Page 2
GWINNETT COUNTY DEPARTMENT OF SUPPORT SERVICES
HVAC MAINTENANCE SERVICES
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 Page 3
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 Page 4
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 Page 5
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.

BL072-26 Page 6
10. Replace filters. (Note: Filters shall be extended service 40% pleating "Pre-Pleat 40" filters
or equivalent.)
11. Check flue pipe. Verify there is no blockage and no rusted connections.(Notify
Gwinnett County if any repairs are needed)
12. Turn exposed dampers to heating, if marked. No balancing.
13. Adjust pressure regulator if needed.
14. Check air circulation for each system.
15. Visually check ductwork for broken connections or faulty installation
(Notify Gwinnett County if any repairs are needed)
16. Remove dust, soot, rust, etc., from furnace blower.
17. Operate furnace through normal cycle, make any necessary adjustments to settings within
equipment, to allow for proper operation.
B. Heat Pump Applications:
1. Record Delta T across evaporator coil and note on paperwork for records.
2. 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. Lubricate all moving parts, bearings, etc.
5. Check for refrigerant leaks
6. Lubricate all moving parts, bearings, etc.
7. Replace belts and 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 settings.
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. Replace batteries in thermostats, but not less than once a year.
15. Record outdoor ambient temperature.
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 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.
21. Where applicable, Inspect and clean VFD's , including wiring terminals and cooling fans,
intake grille, etc.
22. Check reversing valve for proper operation
23. Check defrost board and components for proper operation.
24. Check operation of Electric Heat strips and Record amperage and supply temperature with
heat strips engaged.
25. Check Crankcase heater for proper operation.

BL072-26 Page 7
III. Boilers Annual PM
1. Tear down, inspect, re-assemble with proper gasket materials, and restart all boilers for
State Department of Labor inspections. (CONTRACTORS SHALL BE FAMILIAR WITH
STATE INSPECTIONS OF BOILERS).
2. Perform all work per manufacturer's recommendations.
IV. Circulation Pump PM (Hot Water during Heating PM, Chilled Water during Spring PM) Perform Visual
inspections on every PM.
1. Check operation of Pump.
2. Verify no excess vibration is present.
3. Verify no abnormal noise is present.
4. Check for proper shaft seal, wear on shaft.
5. Record voltage and amperage to all motors, Example: 3 phase motor. Contractor will document
Volts: L1 , L2 , L3 and Amps L1 , L2 , L3
6. Lubricate all necessary parts per manufacturer's recommendations.
7. Remove electrical cover and inspect wiring connectors for proper tightness
8. Verify no water leaks are present. Notify Gwinnett County representative if there are
any repairs necessary.
V. PAC Unit PM:
1. Check touch pad for any alarms present. Address or clear as needed.
2. Verify drain pan is clear and clean.
3. Change belts and set proper alignment (No less than twice per year)
4. Record voltage and amps for all motors
5. Check for refrigerant leaks. Replace up to five (5) pounds as part of the Preventative
Maintenance services.
6. Vacuum out entire unit but not limited to, and include evaporator coil, motor and blower
section, control panel section and compressor section.
7. Lubricate all moving parts where applicable
8. Where such systems are dual cooling capable, such as DX or Chilled Water, check system in
both sequences to assure all components such as compressors and chilled water valves
are operating properly. Force each system into DX operation to test all sources of cooling
and dehumidification. While DX units are operating, verify condenser fan is cycling
properly.
9. Visually check ductwork for broken connections or faulty insulation.
10. 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.)
11. Check pressure switches and cut-out settings for proper operation.
12. Check electrical lock-out circuits
13. Check all relays, contactor contacts, and wiring connections.
14. Check and calibrate thermostats, and/or sensors for proper calibration and operation.
15. Check and flush condensate drain. Add drain pan treatment. No drain pan tablets are to
be utilized as part of this contract.
16. If condensate pump is present, add bleach or proper chemical agent to pump to prevent
sludge or algae build up.
17. Visually check ductwork for broken connections or faulty insulation.
18. If applicable, replace batteries in thermostat.
19. Once PM is complete, verify with Gwinnett County Control Room representative that full
communication is restored prior to leaving facility

BL072-26 Page 8
VI. Exhaust Fan PM:
1. When applicable, Change belts and check for proper alignment. (No less than twice per
Year)
2. Record voltage and amps for all motors
3. Lubricate all moving parts where applicable
4. Check for excessive vibration and any broken components.
5. Verify Fan is secured properly to ductwork, curb or wall, which ever applies.
6. If controlled by thermostat, verify for proper calibration and operation.
7. If motorized louvers are included in sequence of operation, verify all are working properly.
8. Check all relays, contactors and electrical components for proper operation and secure
connections where needed.
9. All intake vents will be vacuumed and wiped down.
10. Cabinet, in-line and ceiling mounted fans: remove cover, clean inside fan, blades and
motor.
VII. Electric Unit Heater/ Wall Heater Annual PM:
1. Inspect Heater for proper operation
2. Exercise with thermostat to assure proper calibration
3. Remove cover, vacuum out heat and fan sections of unit
4. Record voltage and amperage of heater. Example: 3 phase motor. Contractor will document
Volts: L1 , L2 , L3 and Amps L1 , L2 , L3
5. Verify all wiring connections are good and no signs of overheated wiring.
VIII. Humidifier PM:
1. Check system for alarms
2. Clean reservoir tank and clear of all sediments
3. Verify all water connections are without leaks
4. Verify Steam piping to ductwork is in good condition and free of cracks or leaks
5. Verify humidity sensors are calibrated correctly
6. Check all wiring internally and externally for secure connections
7. Check motor starter where applicable
8. Record humidity settings and actual humidity in space on a checklist
9. When PM is complete, verify with Gwinnett County Control Room Representative that all
communication is present with no alarms prior to leaving facility.
IX. Dehumidifier PM:
1. Replace Filter
2. Clean drain line
3. Clean Coil
X. Variable Refrigerant Volume (VRV) Service Checker (For Daikin VRV system)
1. Run Daikin VRV Service Software
2. Collect Trending for at least one hour
3. Analyze the results to identify areas of concern
4. Provide detailed report to HVAC Supervisor

BL072-26 Page 9
XI. Liebert Split System PM:
Air Handler
1. Check System for alarms
2. When applicable, Change belts and check for proper alignment (No less than twice per Year)
3. Record voltage and amps for all motors
4. Lubricate all moving parts where applicable
5. Check for excessive vibration and any broken components.
6. Verify blower fan is operating without any vibration or excessive noise
7. Check all wiring internally and externally for secure connections
8. Check motor starter where applicable
9. Record humidity settings and actual humidity in space on a checklist. When PM is
complete, verify with Gwinnett County Control Room Representative that all
communication is present with no alarms prior to leaving facility.
10. Verify Electric Heat portion of system is working properly. Exercise all stages of heat
and verify all contactor and relays are working properly.
11. Verify all wiring connectors and plugs are secure and in proper working order
12. Infrared Humidifier:
a. Verify drain for humidifier reservoir is in good condition
b. Remove water from reservoir, remove pan from unit and clean thoroughly.
c. Only Clean with recommended agents for stainless steel.
d. Check all limit switches and safeties on reservoir
e. Change Infrared bulbs (Annually)
f. Inspect mounting blocks for bulbs
g. Inspect contactors for bulbs
h. Check water solenoid valve for proper operation.
i. Provide signal for humidifier to operate.
j. Verify reservoir fills properly and infrared bulbs Operate properly.
Condensing Unit
1. Clean outdoor Coil
2. Check all electrical components for proper operation
3. When applicable, Change belts and check for proper alignment (No less than twice per
Year)
4. Record voltage and amps for all motors
5. Lubricate all moving parts where applicable
6. Check for excessive vibration and any broken components.
7. Check all wiring internally and externally for secure connections
8. Check motor starter where applicable
9. If condenser has fan cycling capability, verify fan cycles properly.
XII. Coil Cleaning
All Coil Cleanings, both evaporator and condenser, will be cleaned during the Spring Season
PM. This is not the same month throughout, but usually occurs during March, April or May.
XIII. Special Filter Change and Disposal Requirements
The Police Training Facility Firing Range building has unique filter changing and disposal
requirements. Filters in AHU #5A, #5B and #7 contain lead dust and will require removal from
site by a qualified vendor and transportation to a proper disposal site. Successful Contractor
will provide, at time of bid submission, the name of the proposed vendor, description of the
proposed vendor's disposal procedures, and documentation showing that the proposed
vendor is certified for these practices.

BL072-26 Page 10
During the filter removal from the AHU process, at no time will a filter touch or drop particles
onto the mechanical room or any floor on the property. Proper containment and securing will
be performed to assure no lead deposits are found on site during or after replacement
procedures.
NOTE: Quarterly black light inspections are performed by on site staff to assure this process
is performed properly. If deposits are discovered, the contractor will be responsible for
refunding Gwinnett County for such specialized services that are performed by a Gwinnett
County vendor.
Once the contract is awarded, a copy of the manifest where the filters are scheduled to be
transported will be submitted to Gwinnett County for our records. At time of each change, a
copy of the vendors removal invoice will be provided with the PM documents. This process
will guarantee Gwinnett County that at no time any filters from our site will be found illegally
disposed of.