RFP HVAC Maintenance Contract.docx - Google Docs.pdf
PDF 132 KB Posted
- Attached to
- HVAC Maintenance Contract
- Solicitation number
- BPM058225
- Issued by
- Maryland
About this file
This is a Request for Proposal (RFP) issued by the Village of Friendship Heights, Maryland for HVAC maintenance services at the Friendship Heights Village Center located at 4433 South Park Avenue, Chevy Chase, Maryland. The contract encompasses preventive maintenance, emergency service, and minor repairs for 14 units of equipment, including one Carrier unit and air handler in the lobby, two Trane units and air handlers in the library, two Trane units and air handlers in the auditorium (floor and ceiling), and nine wall-mounted PTAC units. Services required include quarterly inspections with one annual extensive maintenance visit, 24-hour emergency service with a four-hour response time, preventive maintenance tasks, chemical cleaning of coils annually, belt replacement, air filter replacement on each visit, capacitor and contactor checks, drain line flushing, electrical inspections, circuit board inspections, and annual cleaning of PTAC units. The contract term is three years from September 2026 through September 2029, with quarterly billing paid in arrears. Site visits are required prior to proposal submission and should be coordinated with Julian Mansfield at jmansfield@friendshipheightsmd.gov. Proposals must be submitted electronically in PDF format to the same contact by the stated due date.
Contractors must demonstrate at least five years of relevant experience, provide references for comparable projects, maintain all required licenses and insurance, and certify Maryland business registration and good standing with the Maryland State Department of Assessments and Taxation. Proposal evaluation criteria include experience, completeness, schedule, references, overall value, and cost. The scope of work explicitly excludes equipment replacement, repair of non-maintainable components, refrigerant, structural elements, ductwork, piping, electrical wiring and disconnect switches, and damage from freezing weather, corrosion, electrolysis, or drain stoppage. Contractors are encouraged to propose alternative methods or approaches that achieve the project objectives and will be evaluated equally with the specified approach.
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Text version
REQUEST FOR PROPOSAL
HVAC Maintenance—Friendship Heights Village Center
Project: HVAC Maintenance Contract Owner: Village of Friendship Heights Location: 4433 South Park Avenue, Chevy Chase, Maryland 20815 Building: Friendship Heights Village Center Date: July 2026
1. INTRODUCTION
The Village of Friendship Heights (“Owner”) is soliciting proposals from qualified HVAC maintenance contractors to provide HVAC maintenance services at the Friendship Heights Village Center, located at 4433 South Park Avenue, Chevy Chase, Maryland. The term of the contract is a three-year period from September 2026–September 2029.
2. SCOPE OF WORK
Contractor to provide pricing for all services listed below for a three-year contract period.
Contract period to begin in September 2026. Billing to be payable in four quarterly installments, in arrears.
Contractor to provide a quarterly preventive maintenance program, emergency service, and minor repairs for the following equipment at the Friendship Heights Village Center, 4433 South Park Avenue, Chevy Chase, MD 20815:
● 1 Carrier Unit and Air Handler, Village Center lobby
● 1 Trane Unit and Air Handler, Village Center library
● 1 Trane Unit and Air Handler, Village Center auditorium (floor)
● 1 Trane Unit and Air Handler, Village Center auditorium (ceiling)
● 9 wall-mounted PTAC units
Services for the equipment listed above to include:
● Quarterly inspections with one annual extensive maintenance visit.
● A copy of a completed service report shall be provided to the owner’s representative upon completion of work.
● Provide 24-hour emergency service, with a four-hour response time.
● Test and inspect as required to ascertain the general condition of equipment.
● Perform preventive maintenance tasks intended to extend equipment life, ensure proper operation, and promote optimum energy efficiency.
Village of Friendship Heights: HVAC Maintenance Service Contract
Scope of work to include:
● Chemically clean evaporator and condenser coils once a year.
● Add pan tablets to each drain pan once a year.
● Replace belts once a year.
● Replace all air filters on each visit.
● Check capacitors and contactors.
● Check fan bearings and blades.
● Check actions and controls and set them for normal operation.
● Record amperages and voltages and all operating pressures and temperatures.
● Service the condensate pumps and flush drain lines where accessible annually.
● Electrical inspection to include: tighten electrical connections and check for wire discoloration.
● Inspect the unit circuit boards for functionality and discoloration.
● Remove and clean 9 PTAC units once a year.
● Assure that the equipment listed is working to its full potential.
● Make all necessary system adjustments.
● Provide an operational inspection report.
● Recommendations for the systems performance to be reviewed with the owner’s representative.
The following is not included:
Equipment replacement and/or repair or replacement of non-maintainable components of the system. This exclusion applies to such items as refrigerant, boiler shell and tubes, ductwork, piping, cabinets, drains, electrical wiring (other than between equipment and its starter), electrical disconnect switches, coils, surfaces exposed to air and water as part of its function, cabinets, refractory materials, piping or tubing, gas lines, domestic water lines, structural supports, and damage resulting from freezing weather, corrosion, electrolysis, and/or drain stoppage.
3. CONTRACTOR QUALIFICATIONS
Contractors shall demonstrate at least five years of relevant experience, provide references for comparable projects, and maintain all required licenses and insurance. Contractor must certify that it is registered to do business in Maryland and is in good standing with the Maryland State Department of Assessments and Taxation.
Village of Friendship Heights: HVAC Maintenance Service Contract
4. PROPOSAL REQUIREMENTS
Submit company information, detailed cost proposal, schedule, references, and evidence of insurance coverage.
The form of agreement for the contract shall follow the Contract for Services attached to this document.
5. EXCLUSIONS
The specifications contained in this RFP describe one approach to accomplishing the stated objectives. Proposers are encouraged to suggest alternative methods or approaches they believe would better achieve those objectives. Alternative approaches will be evaluated on equal footing with the specified approach, provided the proposer demonstrates how the alternative meets the project’s goals.
6. SITE VISIT
Contractors are required to visit the site prior to submitting proposals to fully understand existing conditions. Coordinate a site visit with Julian Mansfield atjmansfield@friendshipheightsmd.gov.
7. SUBMISSION REQUIREMENTS
Submit proposals electronically in PDF format to Julian Mansfield, jmansfield@friendshipheightsmd.gov, by the stateddue date. Contractors shall submit signed affidavits as required by the Maryland State Finance and Procurement Code.
8. SELECTION CRITERIA
Proposals will be evaluated based on experience, completeness, schedule, references, overall value, and cost.
Submitted By:
Signature:
Date:
Village of Friendship Heights: HVAC Maintenance Service Contract mailto:jmansfield@friendshipheightsmd.gov mailto:jmansfield@friendshipheightsmd.gov
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