2-27-01-31 HVAC Maintenance and Repair Services Amendment One.pdf

NOTICE OF

REQUEST FOR PROPOSAL Cartwright School

District#83 5220 W. Indian School Rd

Phoenix, AZ 85031 623-691-3921

PROJECT: Cartwright School District 27-01-31 HVAC Maintenance and Repair Services

CARTWRIGHT

SCHOOL

DISTRICT #83

AMENDMENT NO. ONE (1) Amendment

Issue Date: September 1, 2026

The District has received the following questions:

1. Will the District identify specific schools/sites or unit groups available for partial award?

The District will not be awarding based on school site, but will consider partial offers from vendors based on the Scope of Work for award.

2. How will units be distributed among multiple awarded contractors?

Services will be distributed amongst awarded contractors at the District’s discretion and needs. No volume is implied or guaranteed.

3. Is the $1,987-unit count the current exact inventory or an estimate?

The 1,987 units is the exact number of units according to our last inventory performed in FY26.

4. Will the District provide a complete equipment inventory including model, tonnage, location and unit type?

If awarded, the District will provide a full equipment inventory to the vendor post-award.

5. How many of the 1,987 units are rooftop/package, heat pump, mini-split, etc.?

The District has:

Mini-Split: 45 units Package Heat Pump: 1,824 Split System: 118 Water Cooled Chiller: 1 Air Cooled Chiller: 2

6. Are repairs billed separately from preventive maintenance?

Yes, a work order should be submitted for deficiency and/or recommendation for repair/replacement.

7. What repair dollar threshold requires prior District approval?

All repairs require District approval prior to execution. No work is to be performed without a valid, current purchase order issued to the vendor.

8. Are emergency/after-hours repairs required 24/7?

No, the District does not require emergency/after-hours repair 24/7.

REQUEST FOR PROPOSAL

Cartwright School

District#83 5220 W. Indian School Rd

Phoenix, AZ 85031 623-691-3921

PROJECT: Cartwright School District 27-01-31 HVAC Maintenance and Repair Services

CARTWRIGHT

SCHOOL

DISTRICT #83

9. What response time does the District consider "prompt" for emergency HVAC failures?

Response time for prompt emergency HVAC failures is 24-48 hours.

10. Is chiller/cooling tower maintenance included in the same pricing form, or separately priced?

Please include chiller/cooling tower maintenance on the same price form, but feel free to distinguish between the two types of maintenance if desired.

11. How is the repair allowance intended to be used?

Awarded vendors will present quotes for repair.

12. What work-order software/system will contractors be required to use?

The District utilizes FMX as the work-order system.

13. Please provide the total tonnage, system type (air-cooled or water-cooled), and other relevant information about the Chiller system.

Frank Borman Unit Tonnage-50 Air Cooled unit

The model number CGAFC50EAEA1000DE0H00N00 decodes to a Trane 50-Ton Cold Generator (CGAF series) Air-Cooled Hermetic Scroll Liquid Chiller. It is a commercial-grade outdoor unit typically utilized for chilled water or process cooling applications.

Desert Sands Unit Tonnage-50 Air Cooled Unit

The model number CGAFC50EAEA1000DE0H00N00 decodes to a Trane 50-Ton Cold Generator (CGAF series) Air-Cooled Hermetic Scroll Liquid Chiller. It is a commercial-grade outdoor unit typically utilized for chilled water or process cooling applications.

Atkinson Unit Tonnage-65 Water Cooled unit

The Baltimore Aircoil Company (BAC) FXV-0809A-12D-K is a high-efficiency Closed Circuit Cooling Tower. It features a single air inlet configuration designed for combined crossflow, axial fan, and induced draft operations

14. The RFP requirements states that partial offers will be considered and that an "All or Nothing" offer will be deemed non-responsive. However, the Cost Form requests a single annual price for the "Preventive Maintenance Program (All Units)." In the event the District awards an offer only a portion of the 1,987 HVAC units, please clarify how the preventive maintenance contract price will be calculate. Should proposals provide a per-unit price or another pricing methodology in addition to the annual "All Units" price shown on the Cost Form? Is there specific guidance on what partial proposal shall be? (eg. must at least provide maintenance program for 50 units.)

5220 W. Indian School Rd

Phoenix, AZ 85031 623-691-3921

Offerors are more than welcome to attach additional pricing clarification to include a per-unit price if the offeror feels it is necessary. Pricing criteria (35 points) will be calculated utilizing a formula across all offers for the annual cost proposed. Partial offers will be considered and evaluated utilizing the evaluation criteria listed in the RFP. It is anticipated that a contract under this RFP will be awarded to multiple offerors to meet the needs of the District, however, as stated in the RFP, the District shall not be bound to purchase a minimum quantity during the contract period.

15. Do you have a complete equipment list with model numbers?

If awarded, the District will provide a full equipment inventory to the vendor post-award.

16. Do you have the models of the chillers/cooling tower?

Yes, please see question 13 above.

17. What is the largest tonnage A/C system?

The largest tonnage A/C system is 15 tons.

18. What is the highest building in stories?

The highest building is two stories.

19. Is a lift required to reach any of the equipment at any of the sites?

Yes, a lift is required to reach equipment at our sites.

20. Do you have a site list?

Yes, a site list for District-wide properties can be provided upon award.

21. Preventive Maintenance vs. Corrective Repair The preventive maintenance scope includes several tasks that state components are to be repaired or replaced. Please clarify whether corrective repairs and component replacement identified during preventive maintenance are expected to be included in the base preventive maintenance price or quoted separately for District approval.

The District asks that these are provided as separate quotes for District approval.

22. Panels, Gaskets, and Rusted Components The scope states, “Replace panels, gaskets, and other components that are damaged or severely rusted.” Are the labor and materials associated with these replacements required to be included in the base preventive maintenance price, or should these items be identified during inspection and quoted separately?

The District asks that these are provided as separate work orders/quotes for District approval.

23. Electrical Disconnect Replacement The scope requires the contractor to inspect the electrical disconnect for proper function and replace as necessary. Is replacement of an electrical disconnect, including labor and materials, 5220 W. Indian School Rd

Phoenix, AZ 85031 623-691-3921 included in the preventive maintenance contract price, or would replacement be considered separately billable corrective work?

24. Electrical Components and Wiring The scope states, “Repair or replace damaged or overheated components and wiring.” Please clarify whether repairs and replacement of electrical components and wiring are included in the base preventive maintenance price or are to be quoted separately after identification during inspection.

25. Ductwork Repairs

The scope requires the contractor to inspect airflow systems/ductwork, check for leaks, and repair as needed. Please clarify whether duct repairs are expected to be included in the preventive maintenance price or treated as additional corrective work requiring separate authorization and pricing.

26. Materials and Consumables Included in PM The RFP states that the contractor is to provide labor and materials to perform preventive maintenance but specifically notes that filter changes are not included. Please identify which routine materials and consumables are expected to be included in the base preventive maintenance price. For example, are belts, gaskets, oil, lubricants, oil samples, cleaning materials, and similar consumables included?

27. Definition of “Repair as Needed” / “Replace as Necessary” Where the preventive maintenance specifications use language such as “repair as needed” or “replace as necessary,” is the District’s intent that the contractor perform the repair/replacement at no additional charge as part of the PM agreement, or identify and document the deficiency and provide the District with a separate repair proposal?

28. Limits on Included Repair Materials If any repair labor or materials are expected to be included in the preventive maintenance price, please define the limits of that coverage, including any dollar threshold, material-cost limitation, labor-hour limitation, or component exclusions.

29. Manufacturer-Recommended Maintenance The RFP states that preventive maintenance shall reflect manufacturer specifications for each model. If manufacturer-recommended maintenance requires replacement of consumable components or materials beyond the listed inspection tasks, are those materials expected to be included in the base contract price?

No, these are not expected to be included in the base contract price.

REQUEST FOR PROPOSAL Cartwright School

District#83 5220 W. Indian School Rd

Phoenix, AZ 85031 623-691-3921

PROJECT: Cartwright School District 27-01-31 HVAC Maintenance and Repair Services

CARTWRIGHT

SCHOOL

DISTRICT #83

30. Equipment Size and Capacity Please provide the tonnage/capacity distribution of the HVAC equipment covered under this solicitation. Specifically, approximately how many units are 5 tons or less, 6–10 tons, and greater than 10 tons?

90% of the units are 5 tons or less, 5% of the units are 6-10, and 5% are greater than 10 tons.

31. Larger Equipment / Specialty Systems Please identify larger or specialty HVAC systems serving gymnasiums, cafeterias, multipurpose rooms, auditoriums, or other large spaces, including equipment type, approximate capacity, and quantity.

The Steve Gallardo Event Center has a water-cooled unit at 65 tons.

32. Chillers and Cooling Towers The scope identifies three chillers/cooling towers in addition to approximately 1,987 HVAC units.

Please provide equipment schedules, manufacturer/model information, capacity, and the required preventive maintenance scope and frequency for the chillers and cooling towers.

Please see question 13 above.

33. Chiller/Cooling Tower Water Treatment Please clarify whether water treatment services for the chiller and cooling tower systems are required to be included in the base contract price. If so, please define the required scope, including chemical treatment, testing, monitoring, treatment frequency, reporting, and responsibility for providing treatment chemicals and related materials.

This is not required to be included in the base contract price.

34. Coil Cleaning Requirements Please clarify the required level and frequency of condenser and evaporator coil cleaning. Is routine rinsing/light cleaning expected during each applicable PM, with more extensive chemical or deep coil cleaning handled separately, or is all required coil cleaning to be included in the base price?

The District requests quarterly rinsing and light cleaning.

35. Pricing for Contract Years 2–5 Please clarify the pricing structure for contract years 2 through 5. May bidders submit separate pricing or escalation for each individual year, or is pricing required to remain unchanged throughout years 2–5?

Offerors may submit a separate pricing or escalation for each individual year for evaluation.

Submitted by: ____________________________________________ Date: September 1, 2026 Jazmin Shiner, Assistant Director of Purchasing