HVAC MAINTENANCE BID 2026.pdf

PDF 1 MB Posted Nov 7, 2025

Attached to: HVAC Maintenance
Solicitation number: PE-77891-NONST-2026-000000075
Issued by: Columbia County, Georgia

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Written by GovTribe AI · Nov 10, 2025

Colquitt County HVAC Maintenance Bid Summary

This is an Invitation to Bid issued by Colquitt County Board of Commissioners in Moultrie, Georgia for HVAC maintenance services across all county buildings. The county is soliciting sealed bids for comprehensive HVAC equipment servicing and maintenance, with services required at 22 county locations including the 911 center, courthouse, jail/justice center, prison, EMS building, health department, library, and various administrative facilities. The scope includes four air filter changes and four preventive maintenance services annually at 18 locations, twelve filter changes and four PM services annually at four higher-use facilities (EMS, Jail/Justice Center, 911, and Prison), after-hours service with maximum two-hour response time, equipment testing and inspection, and preventive maintenance activities such as cleaning, alignment, calibration, tightening, adjustment, and lubrication. The HVAC equipment list encompasses over 200 individual units including package units, split systems, chillers, air handlers, wall packs, VRF systems, mini-split ductless units, and boilers across all sites. Sealed bids must be received by Monday, December 8, 2025, at 10:10 a.m., with bids to be publicly opened and read aloud. The contract will begin July 1, 2026, and end June 30, 2027, with automatic annual renewal for a minimum of five years unless either party provides 90 days' written notice of cancellation.

Prices shall be submitted per site only, with total contract price determined by sites and applications as designated by Colquitt County Board of Commissioners. All non-contract repairs must be quoted and approved by the Maintenance Superintendent prior to work authorization. Bidders must provide itemized cost documentation, including rates for mileage, after-hours service calls, parts, labor charges, and other applicable fees. All filters, belts, and supplies required for preventive maintenance and filter changes must be supplied by the contractor at no additional cost to the county. Bidders must provide an "on-call" phone number and maintain year-round after-hours service availability. Mandatory requirements include a site visit, current workers' compensation insurance, E-Verify participation, valid licensure and insurance, background check clearance, and minimum five years of HVAC experience. The bidder's office must be located within a 60-mile radius of Colquitt County. Contract terms and conditions will be negotiated upon selection of the winning bidder and are subject to review by Colquitt County's legal department. Questions should be directed to Lena Mercer, County Purchasing Agent at 229-616-7087, or Mac Lawson, Maintenance Superintendent at 229-616-7469.

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District 4 Commissioner

PAUL NAGY

District 5 Commissioner

COLQUITT COUNTY BOARD OF COMMISSIONERS

DENVER F. BRASWELL

CHRIS HUNNICUTT

District 2 Commissioner

MARC DEMOTT

District 3 Commissioner

MIKE BOYD

CHARLES H. CANNON, IV

County Administrator 229-616-7404

MELISSA E. LAWSON

County Clerk 229-616-7409

LESTER CASTELLOW

County Attorney Post Office Box 190

Moultrie, Georgia 31776-0190 229-985-1213

Lena Mercer Purchasing Agent

Chairman

BARBARA JELKS

District 1 Commissioner

JOHNNY HARDIN

District 6 Commissioner

101 East Central Avenue

Post Office Box 517 Moultrie, Georgia 31776-0517

Phone 229-616-7400 Facsimile 229-616-7018 www.colquittcountyga.gov

November 7, 2025

INVITATION TO BID

RE: HVAC Maintenance

COLQUITT COUNTY is accepting sealed bids for HVAC Maintenance for

County Buildings.

The bid packet is available on Colquitt County’s web site. Please visit www.colquittcountyga.gov/departments/purchasing and refer to the Bid and RFP List to download this packet.

Sealed bids will be accepted in the office of the County Purchasing Department, located in the Colquitt County Court House Annex, 101 East Central Avenue, Suite

206, Moultrie, Georgia 31768, (P. O. Box 517, Moultrie, Georgia 31776-0517) until

Monday, December 8, 2025, at 10:10 a.m. at which time they will be publicly opened and read aloud. Bids must be in a sealed envelope plainly marked in the lower left-hand corner “Sealed Bid HVAC Maintenance.” It is the bidder’s responsibility to have all bids turned in by the called time. No bids will be accepted after the called time. No bids may be withdrawn for a period of thirty (30) days after the called time. The Board of

Commissioners reserves the right to accept or reject any or all bids and to waive any and all formalities.

Any and all questions are to be directed to:

Lena Mercer, County Purchasing Agent, 229-616-7087, lena.mercer@colquittcountyga.gov Mac Lawson, Maintenance Superintendent, 229-616-7469, mac.lawson@colquittcountyga.gov

Thank you for your interest in bidding.

Sincerely, Colquitt County Facilities Maintenance HVAC Maintenance

The Colquitt County Facilities Maintenance is requesting bids to service and maintain all HVAC equipment in all County buildings to meet specifications listed below:

1. Four (4) air filter changes and (4) Preventive Maintenance services will be performed per year at the locations listed:

EMA, AG BUILDING, AUCTION BARNS, ANNEX, BB TEAM BUILDING, CHAMBER OF COMMERCE, COURTHOUSE, DET OFFICE, DFCS, GREEN OAKS, HEALTH DEPARTMENT, LANDFILL, LIBRARY, MAINTENANCE OFFICE, MUSEUM, 911 RADIO TOWER, ROAD & BRIDGE, VEHICLE MAINTENANCE SHOP. All filters, belts, and supplies for PM and Filter change will be supplied by contractor

2. Twelve (12) air filter changes and (4) PM Services per year will be performed at the EMS, JAIL/JUSTICE CENTER, 911, and the PRISON, all filters, belts, and supplies for PM and Filter change will be supplied by contractor

3. Provide after-hour service with maximum 2-hour response time

4. CONTRACTOR WILL PROVIDE THE FOLLOWING PROFESSIONAL MAINTENANCE SERVICES FOR THE BUILDING

ENVIRONMENTAL MECHANICAL SYSTEM(S) COMPRISED OF THE EQUIPMENT LISTED BELOW

5. TEST AND INSPECT: Job labor, travel labor and travel and living expenses required to visually INSPECT and TEST equipment to determine its operating condition and efficiency. Typical activities include: ‑TESTING for excessive vibration; refrigerant charge; fan RPM; refrigerant oil (acid); water condition; flue gas analysis; safety controls;

combustion and draft; crankcase heaters; control system(s), etc. ‑INSPECTING for worn, failed or doubtful parts;

mountings; drive couplings; oil level; rotation; soot; flame composition and shape; pilot and igniter; steam, water, oil and/or refrigerant leaks, etc.

6. PREVENTIVE MAINTENANCE SERVICE DESCRIPTION: Job labor, travel labor and travel and living expenses required to clean, align, calibrate, tighten, adjust, and lubricate equipment. These activities are intended to extend equipment life and assure proper operating condition and efficiency. Typical activities include: Annual coil cleaning; fan impellers and blades; electrical contacts; burner orifices; passages and nozzles; pilot and igniter; cooling tower baffles, basin sump, and float; chiller, condenser, and boiler tubes, etc. ALIGNING belt drives; drive couplings; air fins, etc. CALIBRATING safety controls; temperature and pressure controls, etc. TIGHTENING electrical connections; mounting bolts; pipe clamps; refrigerant piping fittings; damper sections, etc. ADJUSTING belt tension; refrigerant charge; super heat; fan RPM; water chemical feed and feed rate; burner fuel/air ratios; gas pressure; set point of controls and limits;

compressor cylinder unloaders; damper close‑off; sump floats, etc. LUBRICATING motors; fan and damper bearings;

valve stems; damper linkages; fan vane linkages, etc.

Proposal Guidelines:

1. All non-contract repairs must be quoted and emailed to Maintenance Superintendent for approval

2. If the organization submitting a Quote must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the quote. Additionally, all costs included in quote must be all inclusive to include any outsourced or contracted work. Any quotes which call for outsourcing or contracting work must include a name and description of the organizations being contracted

3. All costs must be itemized to include an explanation of all fees

4. Provide document stating all rates applicable to non-contract items to include: Mileage, after-hour service call, parts, labor charge, and any other applicable charges

5. Provide “on call” phone number to Maintenance Superintendent

6. After hours service provided year round

7. 2-hour maximum response time at any time during or after hours

8. Office within a 60-mile radius of Colquitt County

9. Contract shall begin on July 1, 2026, and end on June 30, 2027, and auto renew every year for a minimum of five years unless either party provides a written notice of cancellation 90 days prior of renewal

10. Contract terms and conditions will be negotiated upon selection of the winning bidder. All contractual terms and conditions will be subject to review by Colquitt County legal department and will include scope, budget, schedule, and other necessary items pertaining to the project

11. Prices submitted shall be per site only, and total contract price shall be determined by sites and applications as determined by the CCBOC

Project Purpose and Description:

The project scope is to maintain and service all HVAC related components for Colquitt County. Listed below you will find sites with equipment listing. It shall be the responsibility of bidder to provide ALL equipment, chemicals, or any other items mentioned within this bid.

Site name and location:

1. 911-160 Veterans Parkway, N.E. Moultrie, Ga 31788

2. Radio Tower-160 Veterans Parkway, N.E. Moultrie, Ga 31788

3. Ag Building-350 Veterans Parkway, N, Suite 1 Moultrie, Ga 31788

4. BB Team Building-346 Veterans Parkway, Moultrie, Ga. 31768

5. Auction Barns-350 Veterans Parkway, N, Building 2 Moultrie, Ga 31788

6. Annex-101 East Central Ave. Moultrie, Ga 31768

7. Chamber of Commerce-116 1st Ave., S.E. Moultrie, Ga 31768

8. Courthouse-9 South Main Street Moultrie, Ga 31768

9. DET office-1816 Shade Murphy Rd. Moultrie, Ga 31768

10. DFCS-449 North Main Street Moultrie, Ga 31768

11. EMA-160 Veterans Parkway, N.E. Moultrie, Ga 31788

12. EMS Building-314 Veterans Parkway North, Moultrie, Ga. 31768

13. Health Department-214 West Central Ave. Moultrie, Ga 31768

14. Jail-200 Veterans Parkway, N.E. Moultrie, Ga 31788

15. Justice Center-200 Veterans Parkway, N.E. Moultrie, Ga 31788

16. Landfill-1816 Shade Murphy Rd. Moultrie, Ga 31768

17. Library-204 Fifth Street, S.E. Moultrie, Ga 31768

18. Maintenance office-2020 County Farm Rd. Moultrie, Ga. 31768

19. Museum-500 Fourth Ave., S.E. Moultrie, Ga 31768

20. Prison-200 South Vandenberg Drive Moultrie, Ga 31788

21. Road & Bridge-209 Destiny Drive Moultrie, Ga. 31768

22. Vehicle Maintenance Shop-2020 County Farm Rd. Moultrie, Ga. 31768

Summary:

1. Maintain all HVAC related equipment

2. Perform monthly and annual pm service as stated in this bid

3. Report any equipment repairs needed to Maintenance Superintendent and provide formal quote via email

4. Provide any recommendations for equipment replacement with a detailed response and urgency

5. End of calendar year assessment of all equipment to determine replacement

Requirements:

Mandatory site visit

Workers comp

E-verify

Licensed and insured

Background check

Minimum five years of experience

Thank you for your Bid!

911/EMA

Package Units

1 Air Cooled Package Unit Lennox KHA060S4BN2Y Outside Ground 5614B06905 5 Ton

Compressor 1 5 Ton Supply Fan 1 1.5 HP

Condenser Fan 1 0.33 HP Condenser Fan 2 0.33 HP

Heat 1 2 Air Cooled Package Unit Lennox KHA060S4BN2Y Outside Ground

5614C10473 5 Ton Compressor 1 5 Ton Supply Fan 1 1.5 HP

Condenser Fan 1 0.33 HP Condenser Fan 2 0.33 HP

Heat 1

Split Systems 1 Air Cooled Condensing Unit Goodman/Amana GSZ140361KB Outside Ground

1511149563 3 Ton Compressor 1 3 Ton

Condenser Fan 1 0.25 Hp

2 Air Cooled Condensing Unit Other 4HP13L60P-7A Outside Ground 1914c36657 5 Ton

Compressor 1 5 Ton Condenser Fan 1 0.25 Hp

3 Air Cooled Condensing Unit Payne PH14NB018-A Outside Ground 0417X88621 1.5 Ton

Compressor 1 3 Ton Condenser Fan 1 0.2 Hp

4 Air Cooled Condensing Unit Payne PH14NB036-A Outside Ground 1417X74176 3 Ton

Compressor 1 3 Ton

Colquitt County HVAC Equipment List

Condenser Fan 1 0.2 Hp

AHU

1 Split System Air Handler Goodman/Amana ARUF37C1411A Above Ceiling

1605048734 1200 CFM

Supply Fan 1 0.33 Hp

Heat 1

2 Split System Air Handler Other BCS3M60C00NAIP-1 Above Ceiling

6014C51640 2000 CFM

Supply Fan 1 0.33 Hp Heat 1

3 Split System Air Handler Carrier FB4CNP018 Above Ceiling

4116A69140 600 CFM

Supply Fan 1 0.33 Hp Heat 1

4 Split System Air Handler Goodman/Amana FB4CNP036 Above Ceiling

3817A68244 600 CFM

Supply Fan 1 0.33 Hp Heat 1

Mini-Split 1 Ductless Condensing Unit Dalkin/McQuay Illegible Outside Ground

2 Ton 2 Ductless Condensing Unit Dalkin/McQuay RX30NMVJU Outside Ground

G001377 2.5 Ton 1 Ductless Air Handler Dalkin/McQuay FTXS24DVSU Wall Mounted

E004411 800 CFM

2 Ductless Air Handler Dalkin/McQuay FTX30NVJU Wall Mounted

E002448 1000 CFM

AG/Auction Barn

1 Air Cooled Package Unit Trane 0ABD10BF3 Outside Ground

0A277887-1-1 9 Ton Compressor 1 9 Ton Supply Fan 1 3 HP

Condenser Fan 1 1 HP

Wall Packs 1 Wall Pack Unit/Ventilator Other V460B00B1FDS-NB Wall Mounted

JZ100467373301R 5 Ton Compressor 1 5 Ton Supply Fan 1 0.33 Hp

Condenser Fan 1 0.25 Hp Heat 1

2 Wall Pack Unit/Ventilator Other V460B00B1FDS-NB Wall Mounted JZ100467375301R 5 Ton

Compressor 1 5 Ton Supply Fan 1 0.33 Hp

Condenser Fan 1 0.25 Hp Heat 1

3 Wall Pack Unit/Ventilator Other V460B00B1FDS-NB Wall Mounted JZ100467372301R 5 Ton

Compressor 1 5 Ton Supply Fan 1 0.33 Hp

Condenser Fan 1 0.25 Hp Heat 1

4 Wall Pack Unit/Ventilator Other V460B00B1FDS-NB Wall Mounted JZ100467374601R 5 Ton

Compressor 1 5 Ton Supply Fan 1 0.33 Hp

Condenser Fan 1 0.25 Hp Heat 1

Split Systems 1 Air Cooled Condensing Unit Other 4SHP13LC160T-1 Outside Ground

1614C10470 5 Ton Compressor 1 5 Ton

Condenser Fan 1 0.17 Hp

2 Air Cooled Condensing Unit Other 4SHP13LC160T-1 Outside Ground 1614A10678 5 Ton

Compressor 1 5 Ton Condenser Fan 1 0.17 Hp

3 Air Cooled Condensing Unit Other TPA090S4SN1Y Outside Ground 5613E05083 7.5 Ton

Compressor 1 7.5 Ton Condenser Fan 1 0.33 Hp Condenser Fan 2 0.33 Hp

4 Air Cooled Condensing Unit Other 4SHP13LC160T-1 Outside Ground 1614C10473 5 Ton

Compressor 1 5 Ton Condenser Fan 1 0.17 Hp

5 Air Cooled Condensing Unit Trane 4TWA30360A3000BA Outside Ground 10214NF52F 5 Ton

Compressor 1 5 Ton Condenser Fan 1 0.17 Hp

6 Air Cooled Condensing Unit Trane 4TWA30360A3000BA Outside Ground 10214M7B2F 5 Ton

Compressor 1 5 Ton Condenser Fan 1 0.17 Hp

7 Air Cooled Condensing Unit Carrier 25HBC336A500 Outside Ground 2510E24312 3

1 Split Sys Air Handler Unit Other TAA120S4D-1Y Mech Room

5614C07761 4000 CFM

Supply Fan 1 2 Hp Supply Fan 2 2 Hp

Heat 1

2 Split Sys Air Handler Unit Other TAA120S4D-1Y Mech Room

5613105293 3000 CFM

Supply Fan 1 2 Hp Supply Fan 2 2 Hp

Heat 1

3 Split Sys Air Handler Unit Other ACBX32LM-160-230-6 Mech Room

1614C08539 2000 CFM

Supply Fan 1 2 Hp Supply Fan 2 2 Hp

Heat 1

4 Split Sys Air Handler Unit Other TWE120E300AA Mech Room

10055XJRBD 4000 CFM

Supply Fan 1 2 Hp Supply Fan 2 2 Hp

Heat 1

5 Split Sys Air Handler Unit Other FB4CNF036 Mech Room

2810A71851 1200 CFM

Supply Fan 1 0.33 Hp

AG/BB Team Building

Wall Packs 2 Wall Pack Unit/Ventilator Other V460B00B1FDS-NB Wall Mounted

JZ100467373301R 5 Ton Compressor 1 5 Ton Supply Fan 1 0.33 Hp

Condenser Fan 1 0.25 Hp Heat 1

Annex

Chillers 1 Air Handling Unit Carrier 39THTQAA-6-BDJ-AB Mech Room

3601F09910 20000 CFM

AHU Supply 1 5 Hp AHU Supply 2 5 Hp

Heat 1

2 Air Handling Unit Carrier 39TWH-BEN-AB Mech Room

3701F11414 20000 CFM

AHU Supply 1 5 Hp AHU Supply 2 5 Hp AHU Supply 3 5 hp

Heat 1

3 Air Handling Unit Carrier 39THTQAA-U-AB Mech Room

3701F11410 18000 CFM

AHU Supply 1 5 Hp AHU Supply 2 5 Hp

Heat 1

4 Air Handling Unit Carrier 39LA08AA-AF-BKN-A9 Mech Room

3401F07317 6000 CFM

AHU Supply 1 3 Hp Heat 1 5 Hp

1 Air Cooled Chiller York YLAA00805E46XCASD Outside Ground

2AYM014685 90

Compressor 1 15 Ton Compressor 2 15 Ton Compressor 3 15 Ton Compressor 4 15 Ton Compressor 5 15 Ton Compressor 6 15 Ton

Condenser Fan 1 2 Hp Condenser Fan 2 2 Hp Condenser Fan 3 2 Hp Condenser Fan 4 2 Hp

Chilled Water Pump 1 5 Hp

2 Air Cooled Chiller York YLAA00805E46XCASD Outside Ground 11531D426959260 90

Compressor 1 15 Ton Compressor 2 15 Ton Compressor 3 15 Ton Compressor 4 15 Ton Compressor 5 15 Ton Compressor 6 15 Ton

Condenser Fan 1 2 Hp Condenser Fan 2 2 Hp Condenser Fan 3 2 Hp Condenser Fan 4 2 Hp

Chilled Water Pump 1 5 Hp

Air Side Systems 50 Each VAV Units Flush w/ Ceiling (50 Each) 400 CFM

Mini Split Ductless Condensing Unit 1 Daikin/McQuay RX24NMVJU Outside Ground 2 Ton

Ductless Air Handler 1 Daikin/McQuay FTX24NMVJU Wall Mounted

G004497 800 CFM

Chamber of Comm

Package Units

1 Air Cooled Package Unit Lennox ZHA060S4BN1Y Rooftop 5614D02879 5 Ton

Compressor 5 Ton Supply Fan 0.5 Hp

Condenser Fan 0.25 Hp Heat

2 Air Cooled Package Unit Lennox ZHA060S4BN1Y Rooftop 5613G06674 3 Ton

Compressor 3 Ton Supply Fan 0.33 Hp

Condenser Fan 0.25 Hp Heat

Courthouse

Split Systems 1 Air Cooled Condensing Unit JCI/York J10PCC00A2ALD2A Outside Ground

N2364081 10 Ton Compressor 1 5 Ton Compressor 2 5 Ton

Condenser Fan 1 0.33 Hp Condenser Fan 2 0.33 Hp

2 Air Cooled Condensing Unit Other 4AC13L18P-5A Outside Ground 1912C02370 1.50 Ton

Compressor 1 1.5 Ton Condenser Fan 1 0.25 Hp

1 Split System Air Handler Jci/York J10NCC00C6AAA2A Above Ceiling

N1N2352756 4000 CFM

Supply Fan 1 2 Hp Heat 1

2 Split System Air Handler Other BCS3M18C00NA1P Above Ceiling

6013A45572 600 CFM

Supply Fan 1 0.25 Hp

Mini Split 1 Ductless Condensing Unit Daikin/McQuay RX18NMVJU Rooftop

G006618 1.50 Ton

Ductless Air Handler Daikin/McQuay FTX18NMVJU Wall Mounted

G005532 600 CFM

VRF CU

1 VRF Condensing Unit Daikin/McQuay RZQ36PVJU9 Rooftop

E001785 3 Ton Compressor 1 3 Ton

Condenser Fan 1 0.25 Hp Condenser Fan 2 0.25 Hp

2 VRF Condensing Unit Daikin/McQuay RZQ36PVJU9 Rooftop E001819 3 Ton