HVAC Preventative Maintenance Service Contract Tender Questionnaire.docx

This is a Technical Tender Questionnaire for an HVAC Preventative Maintenance Service Contract at the US Embassy Kuala Lumpur. The questionnaire serves as an evaluation tool to assess offeror qualifications and capabilities across twelve key areas. Offerors must demonstrate a minimum of five years of HVAC system maintenance experience with three comparable references, or provide detailed information on key personnel qualifications, current clients, and prior work with the US Embassy if under five years. The questionnaire requires confirmation of factory-authorized service provider status for major equipment manufacturers including Trane, Carrier, Calmac, and Baltimore, as well as documented experience with ice tanks and glycol chillers. Offerors must provide organizational charts, personnel qualifications, certifications, and training records for all maintenance staff.

The questionnaire further requires offerors to detail their inventory and supply of expendable parts including fan belts, seals, gaskets, O-rings, and anti-clog tablets (with the US Embassy providing all primary and secondary filters). Offerors must submit a comprehensive preventative maintenance program specifying monthly, quarterly, semi-annual, and annual tasks for each piece of equipment. Additional evaluation criteria include evidence of site familiarization visits, health and safety policies, emergency response procedures and typical response times, warranty terms, energy efficiency optimization strategies, and client communication approaches. All responses must be signed and submitted with company stamps and supporting attachments.