2026.08.31 Questions and Responses - RFP #VH-07312026 HVAC PM and Repairs.pdf
PDF 158 KB Posted
- Solicitation number
- RFP-125576
- Issued by
- Richmond City, Roanoke City, Virginia
About this file
This is a Questions and Responses document for RFP #VH-07312026 issued by Virginia Housing for comprehensive Heating, Ventilation, and Air Conditioning (HVAC) preventative maintenance and repair services. The solicitation encompasses three locations: Virginia Housing headquarters (HQ) with 201 VAV boxes (122 of which are fan boxes), Virginia Housing Center (VHC) with 60 VAV boxes, and a new parking garage with 2 ductless split systems, 1 Bard unit, and 6 exhaust fans. The contractor must provide on-call emergency services with additional support personnel available when primary on-call staff cannot address issues independently. Preventative maintenance work shall be performed on a firm fixed-price basis, with additional repair work outside the scope handled on either a time and material or fixed-price basis as mutually agreed. The contractor must provide all materials including belts, bag filters, UV light bulbs, and non-contaminated HEPA filter changes, with on-site disposal permitted. Overtime and weekend work is required for specific tasks including bag filter replacement, coil cleaning, and cooling tower maintenance, particularly for HQ AHU1 long shutdowns scheduled during after-hours. VAV maintenance occurs on a constant basis through controls monitoring with filter changes twice annually.
Pricing must be separated by location (HQ, VHC, and parking deck), with the SWVHC rates reserved only as emergency backup if the primary vendor cannot respond. The contract allows material markups at rates specified by the offeror in Attachment A, with invoices showing material prices prior to markup application. The contract price shall remain the same unless the contractor requests an annual cost-of-living increase not to exceed 3 percent or renegotiates at contract renewal. Offeror proposals are valid for 90 days from submission. Product literature and technical specifications are not required for this solicitation. Boiler preventative maintenance kits will be the contractor's responsibility, with parts covered for 5 years and labor warranty required by January 19, 2027. The contractor must coordinate shutdown maintenance with conference room usage schedules at VHC and establish quoting expectations with Virginia Housing for work performed outside planned preventative maintenance services.
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Other files
| File | Type | Posted |
|---|---|---|
| VH08032026 RFP HVAC Preventative Maintenance Final.pdf | ||
| 2026.08.04_ADDENDUM 001 Site Visit.pdf |
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Text version
August 31, 2026
RE: Q&A – RFP #VH-07312026 HVAC Preventative Maintenance and Repairs
1. III. Specifications: Items A.1.b-c-d, Pages 2-3: Please clarify whether the personnel identified in Sections III.A.1.b and III.A.1.c are required to be available at all times to perform the after-hours services described in Section III.A.1.d, or whether other qualified personnel may provide these services.
Response: The Offeror shall ensure in the event the on-call personnel are unable to address an issue on his or her own, additional support shall be available to assist.
2. Reference IV.F on page 6 of 65:
a. Please confirm if any changing of any HEPA filtration is included in the scope of work.
Note: OSHA regulations require special handling and disposal of HEPA filters, and this would need to be accommodated if included in the scope regardless of who provides the materials.
Response: Changing of non-contaminated HEPA filter not required.
b. Please confirm if the selected contractor can dispose of filters on-site or if they will need to be removed by contractor.
Response: Filters can be disposed of on-site.
3. ATTACHMENT A – PRICING, Page 38: Full labor required to perform preventative maintenance:
a. Should pricing be provided inclusive of maintenance services at all three (3) locations or should pricing be broken out per location?
b. Please clarify whether Virginia Housing requires maintenance pricing to be submitted for service performed at both standard rate/cost and overtime rates?
Response: Offeror must separate pricing for HQ, VHC and the parking deck. The rates listed for Southwest Virginia Housing Center (SWVHC) are only for an emergency backup if the primary vendor cannot respond.
4. MANDATORY SOLICITATION CONTRACT PROVISIONS: Item 6 – Unilateral Renewal of Contract by Virginia Housing, Page 50: Can you please clarify which is applicable, whether “The Contractor shall [maintain the same prices for such additional term as in the current term] or [not increase the prices for such additional term more than 3%.]”
Response: The contract price shall remain the same unless the contractor requests a cost-of-living increase annually to 3% or renegotiate at the time of renewal.
5. MANDATORY SOLICITATION CONTRACT PROVISIONS: Item 7 – Bid Acceptance Period, Page 51: States “Any bid in response to this solicitation shall be valid for (9 0 ) days.”
Can you please clarify how many days this solicitation shall be valid for?
Response: Offeror proposal shall be valid for 90 days.
6. MANDATORY SOLICITATION CONTRACT PROVISIONS: Item 19 – Product Information, Page 52: No specific products are being proposed under this solicitation; therefore, detailed product literature, catalog cuts, and technical specifications are not available for submission.
Please clarify what information, if any, is required to satisfy this requirement.
Response: This information is not needed for this solicitation. Information Only needed for repair work for equipment.
7. MANDATORY SOLICITATION CONTRACT PROVISIONS: Item 26 – Work Estimates for Time and Material Contracts, Page 53:
a. States “Under this time and material contract, the Contractor shall furnish Virginia Housing with a non-binding written estimate of the total costs to complete the work required.”
I. Is the expectation that the proposed planned maintenance be formed on a Time and Material basis or would this be performed as a firm fixed price?
Response: Preventative maintenance work shall be firm fixed pricing.
II. For quoted work that occurs outside of the planned services will there be a provision or threshold for performing work, (repairs, replacement projects, etc.), under a firm fixed price arrangement or would all work be expected to be executed and billed on a time and material basis?
Response: Repairs outside of scope of RFP shall be T&M or fixed price. Offeror shall work with VA Housing to establish the quoting expectations.
b. States “Material costs shall be billed at the Contractor’s actual invoice costs…”; this contradicts the pricing table outlined in ATTACHMENT A, Page 38 which states “Provide a replacement parts markup percentage to be charged to Virginia Housing”.
Can you please clarify whether material markup is permitted under this agreement.
Response: Mark-ups are permitted. Offerors shall indicate their desired mark-up rate via Attachment A #5. Invoices shall show material price prior to markup.
8. Will you please provide the equipment information requested below:
a. HQ – Accurate count of VAV Boxes
b. VHC – Accurate count of VAV Boxes
c. Parking Garage: Accurate count and sizes:
I. Ductless Split Systems II. Bard Units
III. Exhaust Fans
Response: HQ- 201 total boxes, 122 of which are fan boxes VHC- 60 boxes New parking garage (possible to change till commissioned) -2 Ductless Split Systems -1 Bard Unit
- 6 Exhaust Fans
9. What Is the full cost of the current and past PM agreement?
Response: Thank you for your question. At this stage of the solicitation, Virginia Housing is not providing the full cost of current or past PM agreements. If you would like access to that information, you may submit a FOIA request, and our Legal team will process it accordingly.
10. Will all the belts be provided for PM?
Response: Offeror shall provide all belts.
11. Will preventative maintenance kits be provided for the boilers?
Response: - Contractor shall provide labor warranty for boilers by 01/19/2027. The parts are covered for 5 yrs.
- Boilers will have yearly preventative maintenance for 2026 under the current PM contract before new preventative maintenance solicited contract takes effect.
12. Will the Hepa filter and UV light bulb be provided for PM?
Response: Hepa filter provided by Virginia Housing. The bulb shall be provided by contractor if needed.
13. Which tasks and equipment need to be serviced on OT / weekends?
Response: - See tasking schedule
- Any long shutdown of HQ AHU1 will need to be after hrs. Example bag filters, coil cleaning, cooling tower cleanings.
14. Do the vav's only need to be maintained on the weekends in the months of Sept, March?
Response: VAV’s are maintained on a constant basis via controls monitoring issues are addressed as needed, filter changes they are twice a year.
15. Is there any OT/ weekend PM work required for the VHC Cox rd. Location?
Response: No scheduled OT in PM taskings, Shutdown maintenance coordinated with Conference room usage schedule.
16. Will bag filters be provided, and will OT/ weekend work be required for the month of August?
Response: Yes, bag filters are provided, per tasking/ PM schedule, OT needed for bag filters/ ahu1 coil cleaning.
17. Page 34 - VHC additional equipment inventory for RFP #VA08032026.
1 - 50 gal electric water heater(480v), 1- expansion tank, 1- domestic booster pump
| August 31, 2026 |
| RE: Q&A – RFP #VH-07312026 HVAC Preventative Maintenance and Repairs |
| 2. Reference IV.F on page 6 of 65: |
| 3. ATTACHMENT A – PRICING, Page 38: Full labor required to perform preventative maintenance: |
| 4. MANDATORY SOLICITATION CONTRACT PROVISIONS: Item 6 – Unilateral Renewal of |
| 5. MANDATORY SOLICITATION CONTRACT PROVISIONS: Item 7 – Bid Acceptance |
| 6. MANDATORY SOLICITATION CONTRACT PROVISIONS: Item 19 – Product Information, |
| 7. MANDATORY SOLICITATION CONTRACT PROVISIONS: Item 26 – Work Estimates for |
| 8. Will you please provide the equipment information requested below: |
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