7-2026-09 ITB On-Call Service and Repairs - HVAC Controls.pdf

2026-09 On-Call Service and Repairs – HVAC Controls

TOWN OF FAIRFIELD

INVITATION TO BID

The Town of Fairfield (Town) on behalf of its Department of Public Works (DPW) is seeking competitive bids from qualified Contractors to perform on-call HVAC controls service, maintenance and repairs for the Town facilities referenced in this bid solicitation and as detailed in the scope of work.

It is the Town’s intent to award this solicitation to a single Contractor.

I. ON-CALL SERVICE AND REPAIRS

SCOPE OF WORK

The awarded Contractor shall perform repair services upon request and supply new parts and equipment for replacement by Owner, for OEM HVAC control systems located at Town building facilities. Services shall be provided by the Contractor for all HVAC equipment and controls, including related devices as per the specification. All repair and/or replacement parts required to maintain the system in its original operating condition shall be of the same quality to existing.

Prior to performing the work, the awarded Contractor must submit all cost proposals in writing for approval by the Building Maintenance Manager.

1. Cost proposals shall contain the minimum number of hours to perform the work, labor rate, including crane hire, and itemized part numbers and descriptions.

2. The Contractor shall furnish all labor, parts, materials, tools, test equipment and related items/services to perform the work, and must provide service personnel certified to repair and/or replace equipment per OEM manufacturer as listed, but not limited to, below. Authorized certification for all personnel must be provided upon request.

MANUFACTURERS:

(a) Johnson Controls

(b) Tridium (Honeywell)

(c) Alerton

(d) Schneider Electric

(e) Trane.

(f) York.

(g) Mitsubishi

(h) Daikin

(i) Fujitsu

(j) Power Flame

(k) Lochinar

(l) Bolimo

(m) Bell and Gossett

(n) HB Smith

(o) LG

(p) Liebert

(q) Navien

(r) Viessmann

EQUIPMENT / PARTS:

(a) Packaged roof-top units.

(b) Circulating pumps.

(c) Valves (regulating, hand, float).

(d) Electric motors and starters.

(e) Coils (heating, cooling).

(f) Variable Frequency Drives

(g) Air handling units.

(h) Variable Air Volume (VAV) Systems

(i) Lighting

(j) Mini split AC units

(k) Chillers.

(l) Garage Fans (exhaust, supply).

(m) Condensing Boilers

(n) Gas and oil Burners

3. All parts, components and related devices for mechanical systems that are worn or not in proper operational condition shall be repaired and/or replaced with new parts, components and devices.

4. When equipment or parts are to be replaced in their entirety and a contemporary design for said equipment is available, and is functionally equivalent and compatible, the equipment and/or parts of the newer design shall be used as the replacement.

5. All miscellaneous parts, components and related items necessary to perform the work, such as, but not limited to, gaskets, filters, belts, valve packing, lubricants, tools, paints, refrigerants, test instruments, meters, etc., shall be supplied by the Contractor and included in the costs.

6. When a supervisor is required to perform any service or repair, the Town Building Manager should be notified.

EXCLUSIONS

The following items are excluded from the Contractors responsibilities for all facility locations; unless authorized by the Building Maintenance Manager.

1. Upgrades and modifications to enhance performance beyond current equipment specifications or design capacity.

2. Removal of asbestos or hazardous materials necessary to perform repair and/or replacement work on equipment.

3. Alterations, renovation or construction work to premises and buildings where equipment is located.

4. Electrical and plumbing services not directly associated with facility equipment to be repaired or replaced.

EMERGENCY SERVICE

Emergency breakdown service must be provided by the Contractor 24 hours/365 days per year, including a full-time service department located within one (1) hour travel time of the Town of Fairfield. Provide minimum one (1) hour call-out response.

QUALIFICATIONS

The Contractor shall demonstrate a minimum five (5) years’ experience in the commercial HVAC controls and repair service industry, employ at least one (1) full-time certified controls engineer trained in programming and commissioning Johnson Controls Facility Explorer Certified, CCT software certification.

CERTIFICATION

Work is to be performed under the supervision of a properly licensed Contractor for such work. The awarded contractor must be certified in Johnson Controls Facility Explorer Certified, CCT.

a. Lead HVAC Contractor: License requirement: Depending on work to be performed, can hold one or a combination of any of the following licenses: S-1; S-3, S-7, D-1.

Duties: Performs inspections of Heating and Air Conditioning Controls Systems; writes reports and recommends service.

May repair, replace, maintain, or alter systems to ensure proper working conditions. Solar work is excluded.

b. HVAC Journeyperson: License requirement: Depending on work to be performed, can hold one or a combination of any of the following licenses: S-2, S-4, S-8, D-2.

Duties: Performs inspections of Heating and Air Conditioning Controls Systems; writes reports and recommends service.

May repair, replace, maintain, or alter systems to ensure proper working condition. Works in the employ of the Lead HVAC Controls Contractor. Solar Work is excluded.

State of Connecticut Heating, Piping and Cooling License Types and Scope of Work can be found in CT Department of Consumer Protection https://portal.ct.gov/DCP/Occupational-and-Professional-Division/Occupational--Profess/Heating-Piping-and-Cooling- License-Types-and-Scope-of-Work

OSHA COMPLIANCE

The Contractor must fully comply with all relevant OSHA requirements and regulations, see Terms and Conditions.

INVOICING / COSTS

1. Costs submitted on all equipment, parts, components, devices and related items must remain fixed and held firm for no less than a 12-month term, including crane hire and labor rates for business hours and after-hours services.

2. The invoice must include an itemization of all items, date of service, location, supplies, repairs, labor furnished, including unit list pricing, and net pricing, as identified in the bid award. The total amount due shall be clear and apparent on the invoice for proper payment.

3. The Contractor shall submit a sample quote/invoice to demonstrate how billing shall be received by Town.

4. Invoices will not be paid by the Town without prior written approval by the Building Maintenance Manager.

5. Replaced equipment and/or supplied parts and components must be of new and current manufacture, unless agreed upon previously in writing by Owner.

6. Payment for travel time to and from the jobsite is strictly the Contractor’s responsibility.

7. All labor rates shall include overhead and profit; any submittals that do not include overhead and profit in the base hourly rate will not be accepted.

8. Contractors must include with their bid a percentage mark-up for materials. Any materials furnished by the Contractor’s supplier also will be subject to the percentage markup bid; the Town reserves the right to request copies of invoices for materials furnished from the Contractor’s supplier.

9. All labor rates shall include overhead and profit; any submittals that do not include overhead and profit in the base hourly rate will not be accepted.

10. Compliance (i.e., valid licenses, certification, permits, OSHA) of personnel and workshop facility as required by federal, state and local law.

SUBCONTRACTORS

1. Services that are to be provided shall be performed by qualified and trained service personnel that are directly employed by the Contractor.

2. Subcontracting will not be permitted without the prior knowledge and written approval of the Town.

3. Approved subcontractors must provide details regarding company contracts, personnel references and proof of all applicable licensing/certification requirements.

4. The Contractor assumes full responsibility of the Contract, including labor, equipment and parts warranties.

TIME FRAME

The Contractor will be required to place a reasonable schedule on written estimates to complete repairs. In the event that the schedule will be exceeded based upon parts availability or circumstances beyond the Contractor’s control, it is the Contractor’s responsibility to inform the relevant Town department of the delay.

In the event that there are delays in making repairs because more lucrative work is received, the Town reserves the right to have the repairs made by another contractor and assess the original contractor the difference in cost incurred by utilizing another contractor.

SITE CONDITIONS

All work must be performed in a safe manner. The Contractor shall, at their expense, immediately correct any dangerous condition(s) caused by or as a result of the Contractor’s work.

Any damage to existing structures, systems, equipment and/or site caused by the Contractor’s employees, shall be repaired or replaced to its original condition at no additional cost to the Town.

If the shutdown of any services is required, the Contractor must contact the Building Maintenance Manager prior to the shutdown. The Contractor shall keep the site cleaned and swept on a daily basis, or more often if required to keep the premises clean and safe.

The Contractor must remove all rubbish, materials, and debris from the work site on a daily basis.

TOWN LOCATIONS

1. Fairfield Independence Hall, 725 Old Post Road

2. Fairfield Town Hall, 611 Old Post Road

3. Fairfield Public Library, 1080 Old Post Road

4. Fairfield Woods Public Library, 1147 Fairfield Woods Road

5. Senior Center, 100 Mona Terrace

TOWN LOCATIONS (continued)

6. Fairfield Police Department, 100 Reef Road

7. Fairfield Fire Station #1, 140 Reef Road

8. Fairfield Fire Station #2, 600 Jennings Road

9. Fairfield Fire Station #3, 400 Jackman Avenue

10. Fairfield Fire Station #4, 69 Main Street

11. Fairfield Fire Station #5, 3965 Congress Street

12. Fairfield Fire Training Center, 205 One Rod Highway

13. Smith Richardson Club House, 2425 Morehouse Highway

14. Smith Richardson Maintenance Building, 385 Hoydens Lane

15. Fairfield Animal Control, 211 One Road Highway

16. Fairfield Town Garage, 335 Veres Street

17. Transfer Station, One Rod Highway

TERM / RENEWAL OF CONTRACT

The Town of Fairfield intends to award an initial one (1) year contract with (4) one-year optional renewal terms.

On (60) days advance written notice, the Town may renew the 2025 contract per the same terms and conditions, including a mutually agreed upon optional cost of living allowance (COLA) adjustment reflecting the CT DOL market: http://www1.ctdol.state.ct.us/lmi/cpi.asp

Each contract extension may be offered at the sole discretion of the Town of Fairfield.

In the event that the Contractor does not perform the work in accordance with the specifications and/or scope of services, the Town reserves the right to terminate the contract with two (2) weeks’ written notice.