biddoc.pdf

Town of Parker HVAC Preventive Maintenance &

Repair Services

Oct 1st 2026, 3:00PM MDT - Oct 22nd 2026, 3:00PM MDT

Table of Contents

Contents Page #

Project Details 3

1. Solicitation Overview 4

2. Bid Instructions 5

3. Contract Framework 6

4. Facilities and Equipment 7

4.1. Appendix A 7

5. Scope of Services & Other Requirements 8

6. Supplier Response Requirements 12

6.1. Response Files 13

7. Evaluation Process & Selection Criteria 14

7.1. Cover Sheet 15

8. Terms & Conditions 16

8.1. Sample Professional Services Agreement 16

Project Details

Project Town of Parker HVAC Preventive Maintenance & Repair Services

Ref. # 26-028

Type RFP

Description The Town of Parker, Colorado (Town) is soliciting proposals from qualified commercial HVAC contractors to provide scheduled preventive maintenance, seasonal inspections, testing, documentation, emergency response, and corrective repair services for heating, cooling, ventilation, chiller, and pool dehumidification equipment at Town facilities. The current inventory includes 46 assets: 40 rooftop units, four DX chillers, and two pool dehumidification units. The objective is to improve reliability, safety, energy performance, service continuity, and equipment life while minimizing disruption to Town operations.

Open Date Oct 1st 2026, 3:00PM MDT

Questions Due Date Oct 16th 2026, 10:00AM MDT

Close Date Oct 22nd 2026, 3:00PM MDT

Project Owner Charles Ellis

Events

Event Name Duration Description

Open Date Oct 1st 2026, 3:00PM MDT Posting date for the Opportunity

Questions Due Date Oct 16th 2026, 10:00AM MDT Deadline to submit Questions

Close Date Oct 22nd 2026, 3:00PM MDT Deadline for Submissions

1. Solicitation Overview

The Town of Parker, Colorado (Town) is soliciting proposals from qualified commercial HVAC contractors to provide scheduled preventive maintenance, seasonal inspections, testing, documentation, emergency response, and corrective repair services for heating, cooling, ventilation, chiller, and pool dehumidification equipment at Town facilities. The current inventory includes 46 assets: 40 rooftop units, four DX chillers, and two pool dehumidification units. The objective is to improve reliability, safety, energy performance, service continuity, and equipment life while minimizing disruption to Town operations.

2. Bid Instructions

SUBMISSION OF OFFERS: The Town of Parker will accept electronic bid proposals submitted through Town of Parker EUNA Procurement Portal (formerly Bonfire). A Submittal Log will be posted after the opening of responses and after the Town has had an opportunity to review and verify the submittals.

The original Offer must be received before the due date and time through an electronic package transmitted to Town of Parker EUNA Procurement Portal (formerly Bonfire).

The Consultant is responsible for ensuring its proposal is posted by the due date and time outlined in the solicitation document.

If the submittal arrives late, it will not be included.

TERM OF CONTRACT: An initial contract of three years is anticipated.

RESPONSE TO QUESTIONS: QUESTIONS REGARDING THIS SOLICITATION

MUST BE SUMBITTED ELECTRONICALLY VIA Town of Parker EUNA Procurement Portal (formerly Bonfire).

The consultant submitting the question(s) shall be responsible for ensuring that the question(s) is received by the date and time listed above in the schedule of activities for submitting the question(s). Questions are to be submitted one question per question field in the EUNA platform.

Any official interpretation of this Solicitation must be made by an agent of the Town’s Procurement Division who is authorized to act on behalf of the Town. The Town shall not be responsible for interpretations offered by employees of the Town who are not agents of the Town’s Procurement Division.

SOLICITATION DOCUMENTS: The Town of Parker officially distributes solicitation documents through Town of Parker EUNA Procurement Portal (formerly Bonfire).

Copies of solicitations obtained from any other source are not considered official copies. Only those Consultants who obtain solicitation documents from the EUNA Procurement platform will be in receipt of officially posted and relevant information regarding solicitations issued by the Town of Parker. The Town cannot be held responsible for incorrect information, nor can it attest to the accuracy of information found on websites other than the EUNA Procurement platform.

https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities

3. Contract Framework

3.1 Anticipated Agreement and Term

The selected contractor will be required to execute a written agreement acceptable to the Town. The anticipated initial term is three years. The Town may exercise renewal options in one-year increments, subject to satisfactory performance, available appropriations, mutual agreement, and the terms of the resulting agreement. No work may begin until the agreement is fully executed and the Town issues written authorization or a purchase order, as applicable.

3.2 Pricing and Changes

Pricing shall remain firm for the period stated in the proposal and resulting agreement.

Any requested adjustment for a renewal period must be submitted in writing with supporting documentation and is subject to Town approval. No surcharge, travel fee, fuel fee, environmental fee, disposal fee, refrigerant fee, or other cost will be paid unless specifically identified in the accepted pricing and authorized in writing.

3.3 Contractor Status and Compliance

The contractor will act as an independent contractor and shall provide all labor, supervision, tools, vehicles, equipment, access equipment, testing instruments, permits, licenses, safety controls, and incident reporting necessary to perform the work. The contractor shall comply with applicable federal, state, and local laws, codes, regulations, manufacturer requirements, and site rules.

3.4 Insurance Security and Background Requirements

Before commencing work, the selected contractor shall provide certificates of insurance and endorsements meeting the Town’s then-current requirements and comply with the indemnification provisions of the final agreement. Personnel assigned to secure or sensitive facilities may be subject to identification requirements, escorts, access controls, or background screening established by the Town.

4. Facilities and Equipment

The current inventory is summarized below and detailed in Appendix A. Quantities and service designations are provided for proposal development and shall be verified by the selected contractor during implementation. Town Hall and the Town Hall Addition are separate inventory groupings at the same physical campus. The Town may add, remove, or replace equipment through written amendment or authorized change.

Inventory

Grouping

Assets Cooling Service Heating Service

Fieldhouse 5 5 5

Mots Bldg A 5 5 5

Pace Center 7 7 7

Police

Department

7 7 0

Public Works 1 1 1

Recreation

Center

10 10 10

School House 3 3 3

Town Hall 4 4 2

Town Hall

Addition

4 4 4

Total 46 46 37

The inventory includes 40 rooftop units, 4 DX chillers, and 2 pool dehumidification units.

All 46 assets are marked for cooling-season service, and 37 assets are marked for heating-season service. Offerors shall clearly identify any equipment for which specialized manufacturer support, additional labor, or a different service approach is proposed.

4.1 Appendix A

Attachments (Documentation): HVAC_PM_Appendix_A.pdf

5. Scope of Services & Other Requirements

5.1 General Requirements

The contractor shall furnish all labor, supervision, tools, testing instruments, equipment, transportation, reports, and routine consumables necessary to perform scheduled and unscheduled HVAC service. Work shall be performed by qualified commercial HVAC technicians familiar with the makes, models, controls, refrigerants, and configurations in Appendix A.

Coordinate all visits with the Town’s designated representative and comply with site access, security, roof access, shutdown, noise, and restoration requirements.

Schedule work to minimize disruption to occupied facilities, public safety operations, recreation programming, cultural events, and other Town services.

Protect roofs, finishes, equipment, occupants, and Town property. Immediately report unsafe conditions, leaks, spills, damage, alarms, or equipment conditions that could impair operation.

Maintain clean work areas and legally manage refrigerants, oils, cleaning solutions, contaminated materials, and other service waste.

Do not disable, bypass, shut down, restart, or return equipment to service without required coordination and authorization.

Use calibrated instruments and follow manufacturer instructions and applicable codes. ANSI ASHRAE ACCA Standard 180 may be used as reference guidance where appropriate but is not incorporated as a mandatory contractual requirement.

5.2 Initial Verification and Baseline Record

Within 30 calendar days after notice to proceed, unless another timeframe is approved in writing, the contractor shall verify the inventory and submit a baseline electronic record for each asset. At minimum, the record shall include:

Facility, equipment identifier, exact location, access requirements, and applicable service season.

Equipment type, manufacturer, model, serial number, date or approximate age, capacity, voltage, phase, refrigerant type and charge when available, belts, and associated controls.

Apparent condition, active alarms, operational status, photographs, identified deficiencies, and recommended priority.

Corrections to Appendix A and any information that could not be verified.

5.3 Annual Schedule and Service Frequency

The contractor shall submit a coordinated annual schedule for all covered assets.

Cooling-season service is anticipated during March or April, and heating-season service is anticipated during September for the assets marked in Appendix A. The final schedule may be adjusted by the Town to reflect weather, facility operations, equipment replacement, and event calendars. The schedule shall identify the proposed date, equipment, estimated duration, staffing, access needs, expected shutdowns, and any work outside normal hours.

5.4 Cooling Season Preventive Maintenance

Perform the following tasks on each applicable asset, as dictated by equipment type, configuration, and manufacturer requirements:

Inspect and clean accessible evaporator and condenser coils on rooftop units using methods and cleaning agents compatible with the equipment, roof system, occupants, and surrounding materials. Protect drains and prevent chemical discharge or overspray.

Inspect condensate pans, traps, drains, pumps, and lines; clear obstructions, prime traps, and verify proper drainage without leaks or overflow.

Visually inspect for refrigerant leaks. Check refrigerant pressures, superheat, and subcooling when conditions permit and when readings are necessary to evaluate operation. Document refrigerant additions and leak findings.

Inspect disconnects, fuses, contactors, relays, wiring, and electrical components.

Tighten accessible connections in accordance with manufacturer requirements.

Measure and record voltage and amperage for applicable motors and compressors; compare readings with nameplate and expected operating conditions.

Inspect belts, blowers, sheaves, pulleys, bearings, motors, vibration, alignment, and tension. Lubricate motors and bearings only where required by the manufacturer.

Record return-air and supply-air temperatures and calculate temperature differential. When readings are abnormal, perform appropriate diagnostics and document findings.

Inspect economizers, outdoor-air dampers, actuators, valves, and linkages; verify proper operation and positioning.

Verify thermostat, sensor, alarm, safety, and BAS setpoint operation. Document any changes and obtain authorization before altering control sequences or occupied setpoints.

Secure all panels, remove service materials, confirm normal operation, and leave the unit in the proper operating mode.

5.5 Heating Season Preventive Maintenance

Perform the following tasks on every asset marked for heating service, as applicable to its heating source and configuration:

Inspect gas piping, fittings, valves, regulators, and accessible connections for leaks using appropriate instruments or approved leak-detection methods.

Measure and document inlet and manifold gas pressure when applicable.

Inspect and clean burners and pilot assemblies. Inspect ignition systems, flame sensors, thermocouples, combustion motors, venting, and related safeties.

Inspect heat exchangers for visible cracks, corrosion, separation, flame disturbance, or other indications of failure. Immediately report any condition that may present a carbon-monoxide or combustion-safety risk.

Perform combustion analysis and carbon-monoxide testing on applicable fuel-fired equipment and document oxygen, carbon dioxide, carbon monoxide, stack temperature, draft, combustion efficiency, and other available readings.

Inspect electrical wiring and connections; measure and record voltage and amperage for applicable motors.

Inspect blowers, belts, bearings, motors, pulleys, alignment, and tension.

Lubricate only where required by the manufacturer.

Verify thermostats, sensors, alarms, safeties, and BAS setpoints. Secure panels and confirm proper heating operation before leaving the site.

5.6 Chiller Hydronic and Pool Dehumidification Equipment

For DX chillers, pool dehumidification units, and associated hydronic components included in the inventory, perform the applicable seasonal tasks above plus equipment-specific maintenance recommended by the manufacturer. At minimum, the contractor shall:

Inspect compressors, refrigerant circuits, fans, coils, safeties, crankcase heaters, controls, alarms, and staged operation.

Inspect pumps, seals, couplings, strainers, expansion tanks, valves, actuators, flow devices, accessible piping, and insulation for leaks, corrosion, vibration, blockage, or abnormal operation.

Record applicable entering and leaving fluid or air temperatures, pressures, temperature differential, flow indication, refrigerant readings, electrical readings, and controller status.

Coordinate specialized inspection or manufacturer support when required and clearly identify work excluded from routine pricing.

5.7 Belts Lubricants and Routine Consumables

Offerors shall identify all belts, lubricants, cleaners, drain-treatment materials, gaskets, fuses, and other routine consumables included in the preventive-maintenance price.

Products shall meet or exceed manufacturer requirements and be compatible with the equipment. Reports shall document part numbers, sizes, quantities, and parts used.

Non-routine parts require Town authorization before installation unless immediate action is expressly authorized to protect life, safety, or property.

5.8 Refrigerant Management

The contractor shall comply with applicable refrigerant-management requirements and use appropriately certified technicians. Refrigerant shall not be added solely to restore operation without evaluating the cause of loss. The contractor shall document refrigerant type, quantity recovered or added, leak-detection findings, repair recommendations, cylinder tracking, and required records. Recovery, recycling, reclamation, and disposal shall be performed legally and safely.

5.9 Emergency and Corrective Repair Services

Provide 24-hour, seven-day-per-week emergency response, including after-hours, weekends, and holidays. The contractor shall state and honor a guaranteed response time, maintain qualified staffing and diagnostic resources, and prioritize critical public safety and occupied facilities.

Notify the Town promptly of any condition that prevents reliable operation, presents a safety risk, or requires an extended outage.

Provide a written estimate and obtain Town authorization before non-routine repairs, parts replacement, or work exceeding an approved limit, except when immediate action is expressly authorized to protect life, safety, or property.

Provide new, genuine, or manufacturer-approved parts unless an alternative is authorized. Identify expected lead times, warranties, and temporary measures when parts are delayed.

Return equipment to its proper operating state, remove temporary connections, confirm alarms and setpoints, and verify status with the Town before leaving.

5.10 Reporting and Asset History

Submit searchable digital reports to the Town’s designated representative within five business days after each scheduled visit and within one business day after an emergency call, unless otherwise approved. Reports shall be organized by facility and asset and include:

Date, arrival and departure times, technician, equipment identification, reason for service, and operating status when work concluded.

Completed checklist, work performed, consumables used, readings, setpoints, alarms, photographs, and applicable combustion and carbon-monoxide results.

Clear deficiency descriptions, severity or priority, immediate actions, recommended corrective work, parts required, estimated urgency, and follow-up responsibility.

Maintenance history sufficient to track recurring failures, trends, repair decisions, and continuity across the contract term.

Any finding that could impair safe operation or materially affect facility service shall be communicated immediately by telephone or another approved real-time method and shall not wait for the written report.

5.11 Quality Control and Callback Work

The contractor shall review service reports for completeness and technical accuracy before submission. Work that is incomplete, incorrectly performed, or results in a callback attributable to contractor workmanship shall be corrected promptly at no additional cost to the Town. The contractor shall identify its escalation process for unresolved or recurring issues.

5.12 Warranty

The contractor shall warrant parts and workmanship for the period stated in its proposal and the resulting agreement. Warranty service shall include diagnosis, labor, travel, removal, replacement, and reinstallation necessary to correct covered defects, unless an exclusion is expressly accepted by the Town. Manufacturer warranties shall be passed through to the Town and administered by the contractor.

6. Supplier Response Requirements

In this section, please provide your response including company information, responses to the Supplier Questions, and a completed Price Sheet.

Vendor Response Questions-These questions are required and are being separated for the response. Please provide the response in a separate file below.

Respond to each question in the order presented. Restate the question or clearly label each response by question number. Cross-references shall identify the exact proposal section and page. “See website” responses are not sufficient.

1. Describe comparable multisite commercial HVAC preventive maintenance and repair experience and provide three references, including facility types, number of locations, and contract duration.

2. Identify the technicians and service resources available to Parker, including licenses, refrigerant certifications, relevant training, and qualifications for the listed equipment.

3. Explain your timeline for verifying the 46-asset inventory, establishing baseline records, and submitting the annual cooling-season and heating-season service schedule.

4. Describe how you will coordinate planned work, access, roof activities, and necessary shutdowns at occupied and critical Town facilities.

5. Summarize your preventive-maintenance approach for rooftop and other HVAC units, including coils, condensate systems, mechanical and electrical components, refrigerant circuits, and controls.

6. Explain your heating-system safety inspections, combustion analysis, gas-leak checks, and carbon-monoxide testing.

7. Describe your qualifications and service approach for DX chillers, hydronic systems, and pool dehumidification equipment, including specialized manufacturer support.

8. State your guaranteed 24/7 emergency response time, how calls will be staffed, and how critical facilities will be prioritized.

9. Describe how you diagnose non-routine repairs, submit written estimates, obtain Town authorization, source parts, and limit equipment downtime.

10. Provide a sample completed preventive-maintenance, combustion-analysis, and emergency-service report; state the digital report turnaround time and identify any exceptions to the scope or contract requirements.

Pricing Schedules Offerors shall complete the attached HVAC Preventive Maintenance Price Sheet & Forms workbook, including all nine facility rows, labor rates, other charges, references, and assumptions or exclusions. Prices shall include all costs unless a separate line item is expressly provided in the workbook.

1. Scheduled Preventive Maintenance Provide cooling-season and heating-season prices and the annual total for each facility in the Scheduled Services tab. Include all equipment and specialized tasks applicable to each site.

2. Hourly Labor and Emergency Rates Complete regular-hours, after-hours, weekend, and holiday labor rates and any minimum or trip charge in the Labor & Charges tab.

3. Parts Consumables and Other Charges

Identify separately priced parts, consumables, refrigerant, subcontracted support, travel, disposal, and other fees in the Labor & Charges tab.

4. Renewal Pricing State the proposed method and maximum adjustment for each renewal year, including the index, reference period, documentation, or fixed percentage used. Any adjustment remains subject to Town approval and the resulting agreement.

6.1 Response Files

Attachments (Documentation):

Town_of_Parker_HVAC_Preventive_Maintenance_Price_Sheet__Forms.xlsx

6.1.1 RFP Response (information regarding the company) [Required] [PDF]

(Vendor file upload)

6.1.2 Supplier Questions Response [Required] [PDF]

(Vendor file upload)

6.1.3 HVAC PM Price Workbook (include company name in file name) [Required] [Excel]

(Vendor file upload)

7. Evaluation Process & Selection Criteria

GENERAL FORMAT: The Consultant shall submit a response electronically via the Town of Parker EUNA Procurement Portal.

INITIAL REVIEW OF RESPONSES BY PROCUREMENT: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive.

EVALUATION CRITERIA AND COMMITTEE REVIEW: A Town evaluation committee comprised of Town staff will evaluate and score each response based on established criteria. Consultants shall not contact members of the evaluation committee. Responses will be evaluated according to the Consultant’s ability to best satisfy the Town requirements. Consultant submissions are evaluated and scored on a weighted system to determine the best value as follows:

The evaluation committee will score Responses based on the following criteria listed in order of importance:

Criterion Points Evaluation Focus

Pricing 35 Completeness and reasonableness of scheduled-service pricing, emergency labor rates, consumables, parts pricing, renewal adjustments, and total evaluated cost.

Technical Approach and

Preventive Maintenance

Methodology

25 Seasonal maintenance methods, scheduling, equipment-specific capability, quality control, safety, and ability to minimize disruption.

Emergency Repair

Response Capability

15 Guaranteed response, 24/7 staffing, proximity, diagnostic resources, authorization process, and prioritization of critical facilities.

Qualifications Licensing and Experience

15 Comparable experience, assigned team, required licenses and certifications, multi-brand capability, safety program, and references.

Documentation and

Reporting

10 Report quality and timeliness, combustion documentation, deficiency prioritization, asset history, and record continuity.

INTERVIEWS: To be determined

NEGOTIATIONS: Upon completion of evaluation scoring, the Town reserves the right to enter into negotiations with one or more selected Consultants.

AWARD: The Town reserves the right to award a contract(s) and purchase order(s) to the Consultant that provides the best value in the performance of this service. The Town will make the final determination on the best value and award.

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7.1 Cover Sheet

The undersigned hereby affirms that (1) he/she is a duly authorized agent of the Consultant, (2) he/she has read all terms and conditions and technical specifications which were made available in conjunction with this solicitation and fully understands and accepts them unless specific variations have been expressly listed in his/her offer,

(3) that the offer is being submitted on behalf of the Consultant in accordance with any terms and conditions set forth in this document, and (4) that the Consultant will accept any awards made to it as a result of the offer submitted herein for a minimum of ninety calendar days following the date of submission.

7.1.1 Company Name - Legal Name [Required] [Text]

(Vendor text input)

7.1.2 Company Address - Full Address [Required] [Text]

(Vendor text input)

7.1.3 Authorized Representative's Name / Title / Email Address - (must be an Officer of the Company or Designated Signer) [Required] [Text]

(Vendor text input)

7.1.4 Contact Name-Project Manager / Title / Email Address [Required] [Text]

(Vendor text input)

8. Terms & Conditions

Sample Professional Services Agreement for Review for informational purposes only.

8.1 Sample Professional Services Agreement

Sample Professional Services Agreement for informational purposes only.

Attachments (Documentation): Professional_Services_Agreement- SAMPLE_9.27.24.pdf

8.1.1 Acknowledgement of Terms & Conditions in General [Required] [Single Choice]

(Yes) / (No)

8.1.2 Acknowledgement of Exhibit C - Insurance Requirements [Required] [Single Choice]

(Yes) / (No)