REQUEST FOR PROPOSAL -RFP 26T-CD-205 CIHA SPENARD COMMERCIAL & OFFICE HVAC PREVENTATIVE MAINTENANCE & CALL-OUT SERVICES

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 Date and Time Locations
1. Bid Packet Available April 27, 2026 CIHA Website
2. Questions Due Date May 4, 2026, 2:00PM* Email
3. Proposal Due Date May 11, 2026 2:00PM* 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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c. Water Quality Testing: Test the water quality regularly to prevent scaling and
corrosion within the boiler.
d. Combustion Analysis: Conduct a thorough combustion analysis to ensure efficient
fuel usage and safe operation.
e. Test for excessive vibration; refrigerant charge; fan RPM; refrigerant oil (acid); water
condition; flue gas analysis; safety controls; combustion and draft; crankcase heaters;
control system(s), etc.
f. Verify oil levels.
4. Pumps
a. Inspection and Cleaning: Regular inspection and cleaning of pump housing,
impellers, and strainers.
b. Lubrication: Lubricate all moving parts including bearings and seals to prevent friction
and wear.
c. Amp Draw Testing: Test the voltages to ensure the pump is operating within its
designated parameters.
d. Alignment Check: Ensure that pump alignment is correct to prevent mechanical
breakdowns.
e. Test for leaks.
5. Water Heaters
a. Inspection and Cleaning: Regular inspection and cleaning of the tank, anode rod, and
heating elements.
b. Temperature and Pressure Check: Verify settings to ensure they are within safe and
efficient ranges.
c. Flushing: Flush the tank periodically to remove sediment buildup and maintain
efficiency.
d. Valve Testing: Check the function of pressure relief valves and thermostats to ensure
proper operation.
e. Test for leaks.
6. DDC Control System
a. 3510 Spenard Road DDC control system: Conduct software update annually.
SERVICE CALL-OUTS
Please speak to your capacity to provide the following related to service call-outs:
* Dedicated primary and secondary technicians.
* Provide detailed accounting of work performed after each call out, including photo
documentation.
* Indicate a response receipt of call-out.
* Provide your preferred phone number for call-out services.
* Provide rates for regular work hours, after hours, weekend hours, and holiday hours.
Indicate the schedule for each of the above.
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* Service call-outs not to exceed $2000 per instance without prior approval.
INVOICING
Invoices are to include the contract control number, date(s), and a list of exact services performed,
within thirty (30) days from the end of the monthly billing period.
Invoices shall be sent to CIHA Accounts Payable Department by one of the following methods: 1)
email to cihaap@cookinlethousing.org or 2) mail to Cook Inlet Housing Authority, Attn: Accounts
Payable, 3510 Spenard Road, Anchorage, Alaska 99503.
PREFERENCE STATEMENT
The work to be performed under this contract is subject to Section 7(b) of the Indian Self-
Determination and Education Assistance Act (25 U.S.C. 450e(b)). In accordance with 25 U.S.C.
450e(b) and 24 CFR 1000.52, CIHA requires that to the greatest extent feasible; (i) preferences
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and opportunities for training and employment shall be given to American Indians/Alaska Natives
(AIAN); and (ii) preferences in the award of contracts and subcontracts shall be given to AIAN
owned economic enterprises.
The Contractor shall include this Indian Preference Statement, in its entirety, in every subcontract
in connection with the awarded contract, and shall, at the direction of CIHA, take appropriate
action pursuant to the subcontract upon a finding by the recipient or HUD that the subcontractor
has violated 25 U.S.C. 450e(b).5307.
Preference will be given to AIAN, Small-, Minority- and Women-owned businesses. AIAN, Small-
Minority- and Women-owned businesses are encouraged to submit proposals.
WAGE DETERMINATION
The wage rates paid to your employees, and used to prepare your bid, must be based on
CIHA Tribally Designated Wage rate (TDW) included with this Contract (Attachment D). Submittal
of certified payroll reports will not be required for this Contract; however, payrolls records should
be maintained for three (3) years and are subject to prevailing wage compliance review by CIHA.
The TDW must be posted at all times at the site of the work, in a prominent and accessible
location, where it can easily be seen by all workers. Wage rates are subjected to change; awarded
Contractor will accept updated wage rates when they become available.
PREFERENCE FACTOR
AIAN, Small-, Minority- and Women-owned preference in contracting is applicable to this Request
for Proposal (RFP) and any contractor/firm/vendor stating a preference must submit a signed
HUD 5369-A Certification Form (Attachment A) with their submitted bid to qualify for a preference;
ownership must be a minimum of fifty-one percent (51%) and be active in the day- to-day control
and operation of the business. CIHA shall reserve fifteen percent (15%) of the total of available
rating points for qualified AIAN-owned organizations or economic enterprises and ten percent
(10%) for Small-, Minority- and Women-owned businesses.
The prospective Contractor must provide, to the greatest extent feasible, preference in
employment and training opportunities created as a result of a contract awarded as a result of the
RFP.
INDEMNITY AND INSURANCE REQUIREMENTS
Indemnification
A. To the fullest extent permitted by law, Contractor shall release, defend, indemnify and hold
CIHA, its subsidiaries, directors, officers, agents, officials, employees and consultants
(collectively, "Indemnified Parties") harmless from and against all claims or loss, including
without limitation any and all demands, suits, expenses, damages, fines, charges, liens,
actions or liability of any nature, kind or character whatsoever, and including without
limitation, claims or loss resulting from injury, death, economic loss, violation of statutes,
ordinances, constitutions or other laws, rules or regulations, contractual claims, attorneys'
fees, costs or expenses or any other kind of loss (collectively, "claims or loss"), related to,
resulting from or arising directly or indirectly out of the activities of Contractor, the
performance, failure of performance or breach of any term of this Contract by Contractor,
or by any person or entity employed by Contractor in the performance of this Contract,
regardless of whether such claim or loss is caused in part by Indemnified Parties.
B. Contractor's responsibility for defense and indemnification extends to and includes any
claim or loss alleging acts or omissions by Indemnified Parties that are said to have
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contributed to the claim or loss. However, Contractor shall not be required to indemnify
an Indemnified Party for any claim or loss that results from the sole negligence or willful
misconduct of the Indemnified Party.
C. In any and all claims against the Indemnified Parties by any employee of Contractor,
anyone directly employed by Contractor or anyone for whose acts the Contractor may be
liable, the indemnification obligation shall not be limited in any way by any limitation on
the amount or type of damages, compensation or benefits payable by or for Contractor
under workers' compensation acts, disability benefit acts or other employee benefit acts.
D. Contractor agrees that as part of any subcontract, its subcontractor shall provide
assurance of defense and indemnity in CIHA's favor that are identical in scope as those
assumed by Contractor under the terms of this Contract.
E. The requirement of any insurance required of Contractor under this Contract shall not limit
Contractor's indemnification responsibilities under this section in any way.
Insurance
A. Without limiting the Contractor's indemnification responsibilities, it is agreed that
Contractor shall purchase, at its own expense, and maintain in force at all times during the
performance of services under this agreement the following policies of insurance. Such
policies shall be primary to any policies held by CIHA.
B. Where specific limits are shown, it is understood that they shall be the minimum acceptable
limits. If the Contractor's policy contains higher limits, CIHA shall be entitled to coverage to
the extent of such higher limits. Certificates of Insurance must be furnished to the Manager
of Procurement prior to fully executing the Contract, and as a condition of payment,
Contractor shall purchase and maintain insurance that will protect it from the claims arising
out of its operations under the Contract, whether the operations are by Contractor, or any
of its consultants or subcontractors or anyone directly or indirectly employed by any of
them, or by anyone for whose acts any of them may be liable. This includes Worker's
Compensation Insurance, Employer's Liability Insurance, Comprehensive General
Liability Insurance and Automobile Liability Insurance.
C. Contractor's insurance shall name CIHA as additional insured, except for Worker's
Compensation. All insurance policies shall comply with and be issued by insurers licensed
to transact the business of insurance under Alaska Statutes Title 21.
D. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material
breach of this Contract and shall be grounds for termination of the Contractor's services.
All insurance companies obligated under the following described policies must have a best
rating of "A - VII" or better as identified in the A.M. Best Insurance Rating Guide, most
recent edition.
Minimum Limits of Liability
Contractor shall maintain with a company satisfactory to CIHA at least the limits of liability set
forth below. The requirements of this section shall not limit Contractor's indemnification
responsibilities as provided in the Contract.
A. Worker's Compensation and Employers' Liability: The Contractor shall provide and
maintain, for all employees engaged in work under this Contract, coverage as required by
AS 23.30.045; and, where applicable, any other statutory obligations including but not
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limited to Federal U.S.L. & H. and Jones Act requirements. This policy must waive
subrogation against CIHA.
1. Worker's Compensation - Statutory limits
2. Employer's Liability - $1,000,000 Each Accident, $1,000,000 Disease - Each
Employee; $1,000,000 Disease - Policy Limits
B. Commercial General Liability Insurance: Covering all business premises used by and
operations conducted by the Contractor in the performance of services under this Contract
with minimum coverage limits of $1,000,000 combined single limit per occurrence. This
policy must waive subrogation against CIHA.
1. $1,000,000 Each Occurrence
2. $2,000,000 General Aggregate
3. $2,000,000 Products/Completed Operations Aggregate
4. $1,000,000 Personal and Advertising Injury
5. $50,000 Fire Damage Legal Liability (any one fire)
6. $5,000 Medical Expense (any one person)
C. Commercial Automobile Liability Insurance: Covering all vehicles, owned, hired or non-
owned, used by the Contractor in the performance of services under this Contract with
minimum coverage limits of $1,000,000 combined single limit of bodily and property
damage. This policy must waive subrogation against CIHA.
Cancellation, Renewal and Modification
Contractor shall maintain in effect all insurance coverages required under the Contract at
Contractor's sole expense and with insurance companies acceptable to CIHA. All policies shall
contain a provision that coverage will not be modified, cancelled or not renewed until at least thirty
(30) days prior written notice has been given to CIHA. Certificates of Insurance showing required
coverage to be in force pursuant to this Section shall be filed with CIHA prior to commencement
of the Work. In the event Contractor fails to obtain or maintain insurance coverage required under
the Contract, CIHA may purchase such coverage as desired for CIHA's benefit and charge the
expense to Contractor or terminate the Contract for default.
Continuation of Coverage
If any of the required liability insurance is on a claims made basis, "tail" coverage will be required
at the completion of this contract for twelve (12) months, or the maximum time period reasonably
available in the marketplace. Contractor shall furnish certification of "tail" coverage as described
or continuous "claims made" liability coverage for twelve (12) months following Contract
completion. Continuous "claims made" coverage will be acceptable in lieu of "tail" coverage
provided its retroactive date is on or before the effective date of this Contract. If continuous
"claims made" coverage is used, Contractor shall be required to keep the coverage in effect for
not less than twelve (12) months from the end of the Contract. This will be a condition of the final
acceptance of work or services.
Certificates of Insurance
Certificates of insurance and copies of all insurance policies and endorsements if requested by
CIHA required by this Section 10 shall be delivered to the Procurement Manager prior to
commencement of the Work, or as soon thereafter, as is practicable. Renewable certificates shall
be delivered to the Procurement Manager no later than thirty (30) days subsequent to the
certificate's expiration date. No contract will be signed until the certificate of insurance has been
received and approved by the Procurement Manager.
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