RFB No. 07-13-2026 EC HVAC Maintenance and Repairs

Request for Proposals Commercial HVAC Maintenance Service & Repairs Term Contract
Edgefield County, South Carolina
RFP No. 07-13-2026
Proposal Notice
The County of Edgefield is soliciting proposals for HVAC Maintenance and Repairs for a term contract of
one year with the option to renew. This proposal is asking for qualified contractors to submit proposals
for performing scheduled quarterly maintenance and inspections as well as any repair work needed on
the County owned heating, ventilation, and air conditioning systems.
Contractors must be able to make non-scheduled repairs on a timely basis, within one business day. All
repairs will be quoted before work is done, including hourly rates. Proposers are required to attend a pre-
proposal meeting to inspect all building and HVAC systems included in RFP prior to submitting proposal.
Pre-Bid meeting will be held on Wednesday July 29th, at 10:00 AM. Parties should meet in front of the
Edgefield County Courthouse located at 129 Courthouse Square, Edgefield, SC 29824.
Subject to the conditions and provisions set forth in the attached, sealed proposal packages must be
clearly labeled with Proposal Number and received no later than 10:15 AM on Thursday, August 13,
2026, at the Edgefield County Administration Building, 124 Courthouse Square, Edgefield, SC
29824.
Neither late, faxed, nor emailed proposals will be accepted.
The commodities and/or services must be furnished as described and specified in the proposal package.
Edgefield County reserves the right to reject any or all proposals.
Envelopes should be conspicuously marked in the lower left-hand corner:
RFB No. 07-13-2026
EC HVAC Maintenance and Repairs
Contact Person:
Joe Simpson, Edgefield County
Maintenance
Jsimpson@edgefieldcounty.sc.gov
803-384-0851

Please fill out and return with your Proposal Package
RFP No. 07-13-2026
Request for Proposal Form
Edgefield County
124 Courthouse Square
Edgefield, SC 29824
DATE:
PROPOSING ORGANIZATION:
The above submits herewith our Proposal in response to proposal request number shown above and in
compliance with the description and/or specifications within and attached hereto for:
HVAC MAINTENANCE AND REPAIRS
SIGNATURE OF PROPOSER'S REPRESENTATIVE:
NAME:
(Please Print)
PHONE: TITLE:
FAX: EMAIL:
ANNUAL MAINTENANCE & INSPECTION FEE:
HOURLY JOURNYMAN RATE:
HOURLY HELPER RATE:
MINIMUM SERVICE CALL RATE:
Please attach References Sheet and any additional information or details needed to clarify your
proposal.

General Instructions for Proposer's
1.1 Proposal Opening and Award
The proposal will not be awarded at the time of the proposal opening. The proposals will be
reviewed by the County Administrator, maintenance staff and County Council. Award will be
made at the earliest possible date by approval of the Edgefield County Council. No proposals
may be withdrawn for a period of thirty (30) days after the proposal opening date.
1.2 Taxes
The County pays applicable South Carolina State Sales Taxes. All applicable taxes should be
shown as separate line items on the proposal form.
1.3 Guarantee with Proposal and Warranties
Proposer shall provide information on their product and service warranties.
1.4 Use of Brand Names
Specifications contained herein, in some cases, may refer to brand names. Brand names and
numbers are used ONLY to set forth and convey to prospective Proposers the general style, type,
character, and quality of equipment desired. If the article proposal has a trade or brand name,
show name in the proposal.
1.5 Specification Deviations by the Proposer
Any deviation from this specification MUST be noted in detail and submitted in writing with this
proposal. Completed specifications should be attached for any substitution offered, or when
amplifications are desirable or necessary. The absence of the specification deviation statement
and accompanying specifications will hold the Proposer strictly accountable to the specifications
as written herein. Failure to submit this document of specification deviation, if applicable, shall be
grounds for rejection of the item(s) when offered for delivery. If specifications or descriptive
papers are submitted with proposals, the proposer's name should be clearly shown on each
document.
1.6 Specification Changes after Proposal Award
Any changes in specifications after the contract has been awarded, must be with written consent
of the Purchasing Agent, otherwise, the responsibility, costs and expense for such changes shall
be solely with the vendor.
1.7 Specification Changes, Additions, and Deletions
All changes in specifications by the County shall be in writing and furnished to ALL Proposers.
1.8 Proposal Changes
Proposals, amendments thereto or withdrawal requests received by the county after the time
advertised for proposal opening, will be void regardless of when they were mailed.
1.9 Location of Project: (See next page)

Name Address
Administration Office 124 Courthouse Sq
Agricultural Building 304 Gray St
Building and Planning Office 210 Penn St
County Council Building 225 Jeter St
Courthouse 129 Courthouse Sq
Department of Social Services 120 WA Reel Dr
Emergency Medical Services 35 Star Rd
Health Department 21 Star Rd
Kneece Building 206 Penn St
Law Enforcement Center 264 Star Rd
Library 105 Courthouse Sq
Recreation Department 200 Railroad St
Scout Hut 312 Penn St
Solicitor's Office 127 Courthouse Sq
Sweetwater Community Center 296 Sweetwater Rd
Voters Registration Office 215 Jeter St

1.10 Information
Any questions or inquiries concerning this proposal must be emailed to the attention of:
Joe Simpson, Edgefield County Maintenance
Jsimpson@edgefieldcounty.sc.gov
803-384-0851
1.11 Other Charges
Proposal prices shall include as separate line items all freight (transportation) and preparation
charges, applicable taxes and any other applicable charges fully prepaid to the point of delivery
so that the proposal price is the total price to be paid for the item(s).
1.12 Inspection and Acceptance of Work
Notification to Edgefield County maintenance is required prior to and completion of work.
Inspection and acceptance shall be conducted by the person named below:
Joe Simpson, Edgefield County Maintenance
1.13 Pay Schedule
Payment for the project shall be at completion. Any change to this payment procedure must be
addressed in the proposal submittal. In most cases Edgefield County will issue payment checks
within 21 days of receiving an acceptable invoice for completed, satisfactory work.
1.14 The County of Edgefield reserves the right to reject any or all proposals in whole or in part.
1.15 Licenses
Proposer is required to be licensed by the State of South Carolina for the trade in which they are
engaging.
1.16 Permits
Successful proposer is required to obtain all necessary federal, state and local permits for this
project.
1.17 Insurance
The amount and types of insurance required should commensurate with the hazards and
magnitude of the undertaking, but in no event of lesser amount nor more restrictive than the limits
of liability and schedule of hazards below described. Without limiting its liability under the contract
agreement, the contractor shall procure and maintain, at its expense during the life of this
contract, insurance of the types in the minimum amounts stated below:
SCHEDULE LIMIT
WORKERS COMPENSATION Statutory
COMMERCIAL GENERAL LIABILITY $1,000,000 per occurrence/
$2,000,000 aggregate
PROFESSIONAL LIABILITY $1,000,000/$2,000,000
(per occurrence)
AUTOMOBILE LIABILITY
All Owned, Non-Owned, and Hired $1,000,000 Combined Single Limit
1.18 Applicable Building Codes
All work performed shall comply with the current building codes mandated by the State of South
Carolina and Edgefield County.
1.19 Final Clean Up

Successful proposer shall clean site of all waste including, but not limited to, parts, screws or
nuts, and other debris.
1.20 Time of Completion
A work schedule will be agreed on at the time of awarding of contract.
1.21 Termination of Contract
Edgefield County reserves the right to terminate this contract for nonconformance with the
contract terms.
Special Instructions to Proposer
2.0 Provide listing of agencies and clients with contact information for which the proposer has or has
had a contract for similar services at any time during the last five (5) years.
2.1 To set up site visits or questions regarding structures and/or units please contact Joe Simpson
at Jsimpson@edgefieldcounty.sc.gov or 803-384-0851.
Scope of Work
Furnish labor, filters, and cleaning materials for quarterly preventive maintenance service to
include the following:
Change of Air Filters
Checking of Equipment Lubricants
Checking of Equipment Belts and Pulleys
Checking of Gas Burners, Heat Exchangers and Pressure
Checking of Flue Piping
Checking and Cleaning of Condensate Drain Piping, Pans, Pumps and Float Switches
Checking and Cleaning of Condenser Coils
Checking and Cleaning of Evaporator Coils
Checking Operation of Thermostats
Checking of Refrigerant Levels and Pressures
Timely Non-Scheduled Repairs as needed should be responded to within one business day
(repairs will be quoted before work is done including hourly rates)
Provide County with Service Record for all Quarterly Maintenance and Repairs
Term of Contract
The term of the contract will be for one (1) year period. The County may extend the contract for 2
additional years if it appears to be in the best interest of the County.