RFP 26-033 On Call Mechanical and HVAC Repair Services Q and A Addendum 1

Location:	Arkansas
Posted:	Jul 6, 2026
Due:	Jul 24, 2026
Agency:	Arkansas Tech University
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Publication URL:	To access bid details, please log in.

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Arkansas Tech University

Procurement Services

514 West M Street

Russellville, AR 72801

479-968-0269

Request for Proposal RFP 26-033

On Call Mechanical and HVAC Repair Services

Due: July 24, 2026 10 AM

Anticipated Procurement Timetable (Meeting and Award Dates are Tentative)

RFP Issued: June 26, 2026

Questions deadline: July 3, 2026 4 p.m. Email questions to jwarren2@atu.edu.

Answers posted to website: July 6, 2026 4 p.m.

Opening of Proposals: July 24, 2026 10 a.m.

Selection Committee meeting: Week of July 27, 2026

Awardee(s) Selection: Week of August 3, 2026

Awardee(s) Notification Week of August 3, 2026

Arkansas Legislative Review of Contract: August or September 2026

Contract Effective Date: September 1 or October 1, 2026

Issuing Officer

Jennifer Warren

Arkansas Tech University

Phone: 479-968-0269

Email: jwarren2@atu.edu

purchasing@atu.edu

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Scope

Specifications are intended to establish a minimum desired quality or performance level

that will provide the best product available at the best price. It is not the intention of the

University to write “closed specs”. Due to State of Arkansas construction project bidding

requirements, the award of a turn key mechanical and HVAC repair on call contract does

not guarantee the award of HVAC or mechanical construction projects or large-scale

repair and replacements requiring competitive bids. Nor does award of contract

guarantee a spend amount per year with awardee.

Arkansas Tech University seeks qualified HVAC and mechanical contractors to provide

on-call heating, ventilation, and air conditioning (HVAC) and mechanical maintenance

and repair services on the Russellville Campus.

Work includes, but is not limited to:

• Troubleshooting and repair of HVAC systems (split systems, RTUs, chillers,

boilers, air handlers)

• Replacement/repair of HVAC components:

o Compressors

o Motors

o Fans

o Coils

o Thermostats and controls

• Refrigerant leak detection and repair (must comply with EPA requirements)

• Preventative maintenance services

• Filter replacement

• Belt replacement and inspection

• Calibration of HVAC control systems

• Emergency HVAC repairs

• Building climate control diagnostics

• Testing and balancing (optional service)

• Hydronic system repair (if applicable)

Contractor Responsibilities:

• Provide all tools, equipment, materials, refrigerants, and parts

• Provide licensed HVAC and mechanical technicians

• Comply with OSHA, EPA, and Arkansas regulations

• Meet all applicable HVAC codes

• Coordinate with campus personnel as needed

• The contractor will begin regular maintenance work in no longer than 4 working

days.

• The contractor will begin emergency repair work in no more than 4 hours.

• The contractor will provide all necessary Arkansas One Call’s.

• The contractor will follow all OSHA or Arkansas Department of Labor regulations.

• The contractor will provide current licensure for all employees working at

Arkansas Tech.

• The contractor will provide all necessary equipment, machines, or tools to make

repairs.

• Any regular maintenance work involving an Arkansas One Call will be extended

to a four-day beginning timeline.

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Exclusions (unless otherwise authorized)

• Major capital replacement projects

• Full-scale renovations or new construction

• Specialized services requiring separate licensing beyond contractor qualifications

All work preformed must meet or exceed local, state, or national mechanical codes.

Proposal

Responses to this request are rated by points. The responses must include the

following information for evaluation:

1) (35 pts) Experience and qualifications

2) (30 pts) References

3) (35 pts) Cost

Responses are evaluated and scored by a committee with cost being 35% of the

total score weight.

Any confidential, proprietary, copyrighted or financial material submitted by

respondents must be marked as such and submitted under separate cover. All

submittals by proposers will be available for review to the extent permissible,

pursuant to the Arkansas Freedom of Information Act. A.C.A. section 25-19-105-

et seq.

Background

Arkansas Tech University is a public, comprehensive, regional University that was

established by Act 100 of the 37th Arkansas General Assembly in 1909. ATU

offers credentials and degrees at the technical certification, associate,

baccalaureate, graduate and doctoral levels. The University operates campuses in

Russellville and Ozark as well as Arkansas Tech Career Center (ATCC).

ATU was ranked No. 1 in Arkansas on CollegeNET’s Social Mobility Index nine of

the past ten years. The annual rating is an indicator of a university’s success in

providing graduates with a pathway to an enhanced economic standing.

Arkansas Tech is recognized as a statewide leader in STEM education. Students

explore intersecting career paths made possible by more than 100-degree

options for undergraduate students and more than 25 paths of graduate study.

Anticipated Procurement Timetable (Meeting and Award Dates are Tentative)

RFP Issued: June 26, 2026

Questions deadline: July 3, 2026 4 p.m. Email questions to jwarren2@atu.edu.

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Answers posted to website: July 6, 2026 4 p.m.

Opening of Proposals: July 24, 2026 10 a.m.

Selection Committee meeting: Week of July 27, 2026

Awardee(s) Selection: Week of August 3, 2026

Awardee(s) Notification Week of August 3, 2026

Arkansas Legislative Review of Contract: August or September 2026

Contract Effective Date: September 1 or October 1, 2026

Award:

The University reserves the right to negotiate with the contractor selected for best

and final offer. We anticipate this being a multi-award which will result in more

than one vendor being awarded.

Award will be made in the best interest of the University; however, the University

reserves the right to not award any contract pursuant to this request for

quotation. Cost will 35% of the weight in the deciding factor.

Proposals that are substantially incomplete or lack key information will be rejected.

The initial term of this contract is anticipated to be for a period of one (1)

year with the option to renew on an annual basis 3 more times for a total of

4 years. If the University requires additional services after that time, the contract

may be extended for up to as long a time as necessary to complete the

additional services. However, in no case will the term of the contract exceed

seven (7) years. The University reserves the right to cancel this contract at any

time upon written notice given thirty (30) days in advance. If during the

performance of the contract, the contractor violates any local, state or federal

law, the University reserves the right to cancel this contract immediately. The

University will give written documentation to the contractor as to the reason for

cancellation. Authorized services performed for the University will be paid for

through the cancellation date with the exception of illegal acts.

Award will result in a Technical and General Services contract between ATU and

awardee. This contact will require Arkansas Legislative Committee review and

approval prior to effective date. Sample is attached.

Any questions pertaining to this RFP are to be directed to Jennifer Warren,

Director of Procurement, jwarren2@atu.edu 479-968-0269.

Arkansas Tech University’s Standard Terms & Conditions may be found at

www.atu.edu/purchasing

Additional terms and conditions of this RFP may be found in Attachment A

below. Read and sign this document.

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This RFP may be utilized for cooperative purchasing in accordance with Arkansas

Code §19-11-249.

Evaluation:

The following is a high-level overview of the overall selection process.

• Procurement Services will review each Proposal Packet to verify Proposal

Submission Requirements have been met. Proposal Packets that do not

meet Proposal Submission Requirements will be rejected and will not be

evaluated.

• An Evaluation Committee (hereinafter referred to as “Evaluators”) will

evaluate and score qualifying proposals. Evaluation will be based upon

Vendor’s response to the Information for Evaluation section included in

the Proposal Packet.

• Evaluators will individually review and evaluate proposals and complete an

Individual Score Worksheet for each proposal. Individual scoring for each

Evaluation Criteria will be based on the following Scoring Description.

• After initial individual evaluations are complete, Evaluators will meet to

discuss their individual ratings. At this consensus meeting, each Evaluator

will be afforded an opportunity to discuss his or her rating for each

evaluation criteria.

• After Evaluators have had an opportunity to discuss their individual scores

with the committee, the individual Evaluators will be given the opportunity

to change their initial individual scores if they feel that is appropriate.

• The final individual scores of the Evaluators will be recorded on the

Consensus Score Sheet and averaged to determine the group or

consensus score for each proposal.

Submittals:

Send: One sealed original hard copy. See checklist page 7.

Send proposal to:

ATU Procurement Services

RFP 26-033

Arkansas Tech University

514 West M Street

Russellville, AR 72801

The following three (3) forms will be required prior to award of contract. You

may find these forms on our website at www.atu.edu/purchasing .

1. Disclosure Required by Executive Order 98-04: As required by the State of

Arkansas, the successful contractor must complete this form prior to award.

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

RFP 26-033 On Call Mechanical and HVAC Repair Services Q and A Addendum 1

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See also