RFP 26_727 Q_A District Wide Evening Preven.pdf

Q & A Response

The purpose of this document is to provide answers to vendor questions.

Please see Questions and Answers included herein.

Solicitation Number: RFP 26-727

Solicitation Title:

District Wide Evening Preventative HVAC

Maintenance Services

Requesting Department: Operation/Facilities Date: January 21, 2026

Buyer: Angela Arlene-Myrick RFP Initially Posted to Internet: March 5, 2026

Email Address:

solicitationquestions@dekalbschoolsga.org Telephone: 678-676-1554

RESPONSES MUST BE RECEIVED IN THE PURCHASING DEPARTMENT:

DEADLINE TIME - Before 12:00 PM, Friday, March 20, 2026

VIRTUAL PUBLIC BID OPENING - At 11:00 AM, Tuesday, March 17, 2026

RESPONSES TO BE OPENED: Beginning 3:00 PM EST, Thursday, April 2, 2026 Via Microsoft Teams

DeKalb County School District Purchasing Department

1701 Mountain Industrial Boulevard Stone Mountain, GA 30083

# Questions

Referenced

RFP

Section Answers

1.

Please clarify whether DCSD will provide standardized preventative maintenance task checklists by equipment type (e.g., RTU, split system, heat pump, AHU, VAV, fan coil) that define the specific maintenance activities expected during each PM visit.

DCSD will provide a standardized preventative maintenance task checklist.

2.

Will DCSD provide an HVAC asset inventory including equipment type, quantity, and location so vendors can accurately estimate preventative maintenance workload?

Asset lists will not be provided, DCSD Staff will confer with contractors.

RFP

Section Answers

The RFP indicates the contractor shall furnish routine PM consumables including filters unless otherwise specified. If I'm not mistaken, DCSD currently has a district filter supply The RFP indicates the contractor shall furnish routine PM consumables including filters unless otherwise specified.

If I'm not mistaken, DCSD currently has a district filter supply contract. Please clarify whether filter procurement and replacement are expected to be performed by the PM contractor or supplied through the existing filter contract.

There is a current contract in place that covers filters however condition of the filter should be noted.

When deficiencies or corrective repairs are identified during preventative maintenance visits that exceed minor adjustments, will those repairs be issued under this PM contract or procured through existing HVAC repair contracts currently in place with

DCSD?

Procured through existing HVAC repair contracts currently in place with DCSD.

Since the RFP indicates that DCSD reserves the right to make multiple awards, please clarify the methodology DCSD intends to use to distribute PM work orders among awarded vendors (e.g., geographic zones, assigned schools, rotation, or workload balancing).

Awardees awarded will be assigned an area.

Please clarify how HVAC assets that are not safely accessible for preventative maintenance (e.g., units located above hard ceilings without service clearance, equipment requiring lifts or special access, or areas where safe access cannot be achieved) will be addressed and whether those assets will be excluded from PM completion metrics until access can be provided.

If a need arises for specialty equipment consult with DCSD Staff.

If scheduled preventative maintenance cannot be completed due to site access limitations, building scheduling conflicts, or safety considerations, will those instances be excluded from the 95% on-time completion metric?

If a site cannot be accessed, please consult with the DCSD Staff.

RFP

Section Answers

Please clarify that preventative maintenance inspections are intended to identify observable deficiencies at the time of service and that contractors will not be held responsible for latent equipment failures that were not reasonably detectable during routine preventative maintenance.

Will be handled on a case-by-case basis.

Would it be possible to obtain site maps or documentation showing the locations of HVAC units and equipment across district facilities? Having this information will help us develop a more accurate maintenance plan and scheduling approach. If maps are not available, any available asset lists, mechanical layouts, or facility drawings would also be helpful. DCSD Staff will provide direction.

What is the expected annual maintenance frequency per unit type (e.g. monthly, quarterly, annually)? Quarterly

Will preventative maintenance be pre-scheduled by the district, or will contractors be expected to perform services on an as needed/work order basis? PM’s will be issued by DCSD Staff.

Will contractors receive site-based assignments (e.g. entire school at a time)? Yes

How many contractors does the district anticipate awarding under this RFP? There isn’t a set number.

How will scheduling be coordinated with school administration for evening access, and who will be the primary point of contact at each site?

DCSD Staff will be accessible in the evenings in case of questions or concerns.

If price is comparable, what determines which vendor receives the majority of work?

There will be no determination, awardees will be assigned an area/areas.

Page 29 - under "Table of Contents for submissions" there is an item for "GA Secretary of State (upload required)" please clarify if this form is provided in the RFP or additional details for this item.

This document is issued by the State of Georgia.

It’s the Certificate of Existence.