HVAC_Preventive_Maitenance_Checklist_Sample.pdf

This is an HVAC Repair and Preventative Maintenance Services sample checklist prepared by the City of Lake City, Florida for use in executing the comprehensive HVAC maintenance contract. The checklist provides a standardized template for documenting quarterly preventative maintenance services across multiple municipal facilities, including City Hall, the Airport, Customer Service/Growth Management Building, Darby Pavilion, IT Building, Teen Town, Public Works, the Wastewater Treatment Plant, Water Treatment Plant, and multiple fire stations. The checklist format requires technicians to document specific maintenance activities for compressors, condensers, evaporators, blower motors, heating strips, heat pumps, exhaust fans, and associated electrical and refrigerant components. The document includes fields for recording technician information, equipment model and serial numbers, voltage and amperage readings, air temperatures, filter replacements, and completed maintenance tasks. The sealed bid submission deadline is April 16, 2025, at 2:00 pm through the City's OpenGov Procurement Portal, with bid opening scheduled for 2:15 pm. The contract term is one year with potential renewal options for three additional one-year periods.

Bidders must submit pricing for quarterly maintenance services, regular and overtime labor hours, and a markup percentage for parts and materials. The City of Lake City offers a local vendor preference policy providing a 5% preference for bids from Columbia County, Florida residents or businesses with their principal place of business within the county. All questions must be submitted in writing through the e-Procurement portal by April 2, 2025, at 4:00 pm. Bidders must provide references, complete a vendor questionnaire, and submit certifications including a drug-free workplace certificate and non-collusion affidavit. Bids cannot be withdrawn for 90 days following the bid opening, and the City reserves the right to reject any or all bids. Protesters must file written notice within 72 hours of the notice of intended award, with the City Manager providing a decision within five working days.