HVAC Preventative Maintenance Agreement Bid
| Location: | Vermont |
|---|---|
| Posted: | Feb 18, 2026 |
| Due: | Mar 19, 2026 |
| Agency: | Town of Colchester |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
HVAC Preventative Maintenance Agreement Bid
|
| Category: | General |
| Status: | Open |
|
Attachment Preview
TOWN OF COLCHESTER
CONTRACT & BIDDING DOCUMENTS
HEATING, VENTILATING AND AIR CONDITIONING (HVAC)
PREVENTATIVE MAINTENANCE AGREEMENT
COLCHESTER TOWN BUILDINGS
(Town Office Library Meeting House Historical Society Bayside Activity Center Rescue
Technical Rescue Airport Park Maintenance Building Public Works Garage
Center Fire Station Clay Point Fire Station Malletts Bay Fire Station)
Prepared By:
Town of Colchester
Department of Public Works
781 Blakely Road
Colchester, VT 05446
Randy Alemy
Department of Public Works
February 2026
Colchester Town Buildings
HVAC Preventative Maintenance Agreement
TABLE OF CONTENTS
BID DOCUMENTS AND FORMS
Information for Bidders
Scope of Work
List of Equipment
Bid Form
Bid Schedule
Certification Regarding Debarment, Suspension and Other Responsibility Matters
AGREEMENT DOCUMENTS AND FORMS
Notice of Intent to Award
Agreement
W-9
Non-Employee Work Agreement
Liability Hold-Harmless Agreement
Certificate of Insurance
Notice to Proceed
STANDARD TERMS AND CONDITIONS
Colchester Town Buildings
HVAC Preventative Maintenance Agreement
BID DOCUMENTS AND FORMS
Colchester Town Buildings
HVAC Preventative Maintenance Agreement
INFORMATION FOR BIDDERS
PURPOSE: The Town of Colchester (herein called the “Owner”) seeks to establish a contract with a contractor
(herein called the “Contractor” or “Bidder”) for the Heating, Ventilating and Air Conditioning (HVAC) Preventative
Maintenance Services for twelve (12) Town Buildings (herein called “Services”). The Scope of Work includes
providing all labor, materials, tools, equipment, supplies and supervision necessary to complete the specified
HVAC preventative maintenance services as described in this contract for the twelve (12) Town buildings.
SCHEDULE OF WORK: The contract for the Services described within these Contract Documents will be for a
period of three years, with an annual adjustment in compensation to the contractor based on a percentage
provided by the Bidder in the Bid Schedule. The Contractor will commence the Services required by the Contract
Documents on the date of issuance of the Notice to Proceed. We anticipate services will begin on April 1, 2026.
PRE-BID WALK-THROUGH: Prospective BIDDERS and their agents will be permitted to make, at their
responsibility and expense, such investigations over the site(s) of the proposed work as they deem necessary.
They must satisfy themselves by personal examination of the locations of the proposed work, and by such other
means as they deem necessary, as to the actual conditions and requirements of the work. Inspection trips for
prospective BIDDERS must be scheduled with OWNER with a minimum 24 hours advance notice and be
conducted no later than Friday March 6, 2026.
TECHNICAL QUESTIONS: All questions by prospective Bidders as to the interpretations of the Contract &
Bidding Documents must be submitted in writing to Randy Alemy, Assistant Director, ralemy@colchestervt.gov
by end of day on Wednesday, March 11, 2026. All Bidders must notify Randy Alemy of their intent to bid so
they can be placed on a Bidders List to receive any issued addenda or other pertinent information. Please notify
the Town if email is not an acceptable method for receiving information and provide alternate means of contact.
BID SUBMITTAL: Bids for the HVAC Preventative Maintenance Services for the Town Buildings will be received
by the Town of Colchester Department of Public Works at 781 Blakely Road, Colchester, VT 05446 until 2:00
PM on Thursday, March 19, 2026, and then at said office publicly opened and read aloud.
Each Bid must be submitted in a sealed envelope, addressed to Randy Alemy at the Department of Public
Works, Town of Colchester, 781 Blakely Road, Colchester, VT 05446. Each sealed envelope containing a bid
must be plainly marked on the outside a Bid for HVAC Preventative Maintenance Services, and the envelope
should bear on the outside the name of the Bidder, and its address. If forwarding by mail, the sealed envelope
containing the bid must be enclosed in another envelope addressed to the Town of Colchester, Attn: Randy
Alemy, 781 Blakely Road, Colchester, VT 05446. The Town Office is open to the public from 8:00 AM until 4:30
PM, Monday through Friday. Contractors wanting to deliver their bid outside of that timeframe shall utilize the
drop box by the front entrance.
Contractor shall submit the following for the bid submission to be deemed complete:
Bid Form
Bid Schedule
Certification Regarding Debarment, Suspension and Other Responsibility Matters
Up to three (3) references from clients with preventative maintenance contract of similar scope of the
services being procured herein who have been under contract with the Bidder for a period of not less
than three (3) years.
All Bids must be made on the required bid documents and forms. All blank spaced for bid prices must be filled
Colchester Town Buildings
HVAC Preventative Maintenance Agreement
in, in ink or typewritten, and the Bid Form must be fully completed and executed when submitted. Only one
copy of the bid documents is required. Bidders shall remove and submit the bid documents separate from the
volume of contract documents. A conditional or qualified bid will not be accepted. All addenda issued shall
become part of the contract documents.
BID EVALUATION: Bid award will be made to the lowest responsive, responsible Bidder or otherwise guided
by the Owner’s procurement policies. All proposals will be judged by the Town of Colchester on the overall
value to the Town. Overall value considers cost, ability to perform the Services in a safe and timely manner,
and anticipated quality. All Contractors shall have adequate organization, facilities, equipment and personnel
to ensure prompt and efficient service to the Town. The responsiveness and responsibility of the low bidders
will be reviewed to inform the overall value.
To ensure the Owner is contracting and purchasing the best quality goods and services at the least possible
cost, the Owner may make any such investigations as it deems necessary to determine the responsibility of the
Bidder, and the Bidder shall furnish to the Owner all such information and data for this purpose and as the
Owner may request. The Owner reserves the right to reject any Bid if the Bidder fails to submit the requested
information and data, or if evidence reviewed by the Owner’s investigation of such Bidder fails to satisfy the
Owner that such Bidder is properly qualified to carry out the obligations of the Agreement to complete the
services contemplated therein.
In the event there is any discrepancy in the Bid Schedule between any price in words, figures, or the extended
totals, the price in words shall govern and the extended totals in each case shall be corrected accordingly.
GENERAL CONDITIONS RELATED TO BIDDING: The Owner may waive any informalities or minor defects
or reject any and all bids. A Bidder may withdraw any proposal submitted prior to the hour set for the closing of
the Bids provided the request is signed in a manner identical with the proposal being withdrawn. Any Bid
received after the time and date specified, shall not be considered. No Bidder may withdraw a Bid within 30
days after the actual date of the opening thereof. Should there be reasons why the contract cannot be awarded
within the specified period; the time may be extended by mutual agreement between the Owner and the Bidder.
The Owner reserves the right to reject any “materially unbalanced bid”. A “materially unbalanced bid” is a Bid
that contains lump sum or unit prices that do not reflect reasonable labor, equipment, and material costs plus
a reasonable proportionate share of overhead and other indirect costs and anticipated profit, and the Town
determines that the Bid may not result in the lowest ultimate cost to the Town.
Prospective bidders and their agents will be permitted to make, at their own responsibility and expense, such
investigations over the site(s) of the proposed services as they deem necessary. They must satisfy themselves
by personal examination of the locations of the proposed services, and by such other means as they deem
necessary, as to the actual conditions and requirements of the services. Prices bid shall include every; and all
costs for the completion of the services as indicated in the Specifications and the attached Scope of Work.
Bidders must satisfy themselves of the accuracy of the estimated quantities in the Bid Schedule by examination
of the site(s). At the time of the opening of Bids, each Bidder will be presumed to have inspected the site(s) and
to have read and to be thoroughly familiar with the Contract Documents (including all Addenda). After Bids
have been submitted, the Bidder shall not assert that there was a misunderstanding concerning the quantities
of services or of the nature of the services to be done. The failure or omission of any Bidder to do any of the
foregoing shall, in no way, relieve any Bidder from any obligation with respect to their Bid.
Bidders shall have a minimum of 7 years’ experience in the commercial HVAC and mechanical
installation and maintenance industry. Bidders shall possess all state required licenses. Personnel
Colchester Town Buildings
HVAC Preventative Maintenance Agreement
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