REQUEST FOR PROPOSAL -RFP 26T-CD-205 CIHA SPENARD COMMERCIAL & OFFICE HVAC PREVENTATIVE MAINTENANCE & CALL-OUT SERVICES
| Location: | Alaska |
|---|---|
| Posted: | Apr 27, 2026 |
| Due: | May 11, 2026 |
| Agency: | Cook Inlet Housing Authority |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
REQUEST FOR PROPOSAL -RFP 26T-CD-205 CIHA SPENARD COMMERCIAL & OFFICE HVAC PREVENTATIVE MAINTENANCE & CALL-OUT SERVICES
April 27th, 2026
Cook Inlet Housing Authority (CIHA) will accept proposals from responsive and responsible individuals and Contractors to perform HVAC Maintenance & Call-Out Services.
Proposals must be submitted, clearly marked: “Attn: Procurement, RFP # 26T-CD-205, CIHA Spenard Commercial & Office HVAC Preventative Maintenance & Call-Out Services– Do Not Open”. CIHA will reject proposals received after the deadline. Faxed proposals will not be accepted.
Please click the link below to view the full details of the scope of work.
REQUEST FOR PROPOSAL (RFP)
ATTACHMENTS
Attachment A – Representations and Certifications of Bidders, form HUD-5369-A
Attachment B – Lobbying Certification and Disclosure
Attachment C - Sample Contract
Attachment D – Tribally Designated Wage
Attachment E – Proposal Price Form
SPECIFIED DATES
Bid Packet Available - April 27, 2026
Questions Due Date - May 4, 2026 2:00PM*
Proposal Due Date - May 11, 2026 2:00PM*
*All times stated in Alaska Standard Time
Attachment Preview
REQUEST FOR PROPOSAL
RFP 26T-CD-205
CIHA Spenard Commercial & Office HVAC Preventative
Maintenance & Call-out Services
April 2026
Prepared By:
Cook Inlet Housing Authority
Procurement Department
3510 Spenard Road
Anchorage, Alaska 99503
Terra Stowers, Procurement Specialist
Phone: (907) 793-3030
tstowers@cookinlethousing.org
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Contents
SPECIFIED DATES ......................................................................................................................3
REQUEST FOR PROPOSAL .......................................................................................................4
PROPOSAL SUBMITTALS ...........................................................................................................4
QUESTIONS .................................................................................................................................4
PERIOD OF PERFORMANCE .....................................................................................................4
INTENT .........................................................................................................................................4
CONTRACT TERM .......................................................................................................................4
SCOPE OF SERVICES.................................................................................................................5
INVOICING.................................................................................................................................... 7
PREFERENCE STATEMENT .......................................................................................................7
WAGE DETERMINATION ............................................................................................................8
PREFERENCE FACTOR ..............................................................................................................8
INDEMNITY AND INSURANCE REQUIREMENTS ......................................................................8
GENERAL REQUIREMENTS .....................................................................................................11
RFP CONDITIONS AND PROVISIONS ......................................................................................11
PROPOSAL SUBMITTAL REQUIREMENTS..............................................................................12
EVALUATION PROCESS ...........................................................................................................12
PROTEST ...................................................................................................................................13
AWARD ....................................................................................................................................... 14
LIST OF ATTACHMENTS ..........................................................................................................14
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SPECIFIED DATES
RFP # 26T-CD-205
Description
1. Bid Packet Available
2. Questions Due Date
3. Proposal Due Date
Date and Time
April 27, 2026
May 4, 2026, 2:00PM*
May 11, 2026 2:00PM*
Locations
CIHA Website
Email
Email/Mail/Hand
Delivery
*All times stated in Alaska Standard Time
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REQUEST FOR PROPOSAL
RFP # 26T-CD-205
CIHA Spenard Commercial & Office HVAC Preventative Maintenance & Call-Out Services
Cook Inlet Housing Authority (CIHA) will accept proposals from responsive and responsible
individuals and Contractors to perform HVAC Maintenance.
PROPOSAL SUBMITTALS
Proposals must be submitted, clearly marked: “Attn: Procurement, RFP # 26T-CD-205, CIHA
Spenard Commercial & Office HVAC Preventative Maintenance & Call-Out Services– Do
Not Open”. CIHA will reject proposals received after the deadline. Faxed proposals will not be
accepted.
• Mailed and hand-delivered proposals: Proposals must be received on May 11, 2026,
2:00PM at CIHA, Attn: Procurement, 3510 Spenard Road, Anchorage, Alaska 99503, no
later than according to the time clock located at CIHA’s front desk.
• Emailed proposals: Proposals must be received no later than May 11, 2026, 2:00PM
according to the time and date received by CIHA’s email server. Emailed proposals may be
submitted to Procurement@cookinlethousing.org.
QUESTIONS
CIHA shall not be bound by any oral interpretation of this RFP. Questions are encouraged and
should be sent in writing to CIHA’s Procurement Manager via email. All questions must be
received at CIHA no later than May 4, 2026, 2:00PM. Written questions received by the deadline
will be answered by Addendum to all vendors.
Email: Procurement@cookinlethousing.org
No communication is to be directed to any other CIHA employees or CIHA representative.
Substantive issues will be answered in writing in the form of an Addendum to this RFP. If
determined necessary by CIHA, the proposal submittal due date may be extended and will be
stated as such in the Addendum form.
PERIOD OF PERFORMANCE
The period of performance shall begin upon the contract award and shall continue until completion
and acceptance of all tasks and deliverables as set forth in the Scope of Services.
INTENT
The intent of this RFP is to establish an indefinite quantity term services contract with a responsive
and responsible HVAC Maintenance Contractor to perform the services in the Scope of Work.
CIHA reserves the right to award one or more Contractors for this solicitation.
CONTRACT TERM
Award of a professional services contract for the specified work will include an initial three (3) year
term with an option to extend for two (2) additional one (1) year terms based on available funding,
satisfactory performance, agreed upon pricing and mutual consent. The yearly contract shall be
automatically renewed for one (1) year unless either party gives written notice of thirty (30) days
prior to the expiration thereof. The cost portion of your proposal submitted should include the
initial two (2) year term and the extension option years.
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SCOPE OF SERVICES
Proposals should indicate the contractor’s ability to meet the following specifications.
• Frequency: All preventative maintenance items should be completed quarterly, unless
the contractor recommends a different schedule or unless otherwise identified in the
preventative maintenance scope below. Any recommended variations from the schedule
should be indicated in the proposal.
• Parts: Contractor should include parts needed for preventative maintenance in their
quote. A list of included parts should be furnished as part of the proposal.
• Records: Contractor to keep detailed records of all preventative maintenance and service
calls. Records should be made available to CIHA upon request. Records to be retained
for the duration of the contract.
• Additional services identified: Should any additional services be deemed necessary as
a result of preventative maintenance inspections or testing, contractor should escalate
those items to the Property Manager and provide a quote for the repairs/services for
approval prior to proceeding with the work.
PREVENTATIVE MAINTENANCE SCOPE (list of equipment to be found on page 4)
1. Predictive Maintenance Coverage
a. Electronic Combustion Analysis on units> 900kBtu
b. Annual Refrigeration Oil Testing/Analysis
c. Multi-groove drive assemblies tensioned to OEM Spec using precision tools
2. Roof Top Units
a. Inspection and Cleaning: Regular inspection and cleaning of condenser coils,
evaporator coils, and filters. Ensure that all components are free of debris and
function efficiently.
b. Lubrication: Lubricate all moving parts including fans, motors, and bearings to prevent
premature wear and tear.
c. Electrical System Check: Inspect wiring, connections, and control panels to ensure
proper operation and safety.
d. Refrigerant Level Check: Check and adjust refrigerant levels to ensure optimal
performance.
e. Test for leaks.
f. Replace filters quarterly.
g. Replace belts annually.
3. Boilers
a. Inspection: Regular inspection of heat exchangers, burners, and combustion
chambers.
b. Pressure and Temperature Check: Verify the pressure and temperature settings to
ensure they are within the recommended ranges.
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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