2027 HVAC Maintenance Contract

The Dutchess County Water and Wastewater Authority is requesting sealed bids for annual HVAC maintenance and service at five facilities throughout Dutchess County, with bids due August 11, 2026 at 1:00 p.m., and mandatory site visits required at two locations on July 24. Vendors not attending the Shore Haven and Chelsea Cove site visits will be rejected from bidding.

The scope covers preventative maintenance at the Central Dutchess Water Treatment Facility, Chelsea Cove Wastewater Treatment Facility, Hyde Park Water Treatment Facility, Administrative Offices, and Shore Haven Water Treatment Facility. Services include four scheduled inspections annually (minor in January and July; major in April and October) encompassing filter replacement, capacitor and condenser inspection, bearing lubrication, electrical connection tightening, thermostat calibration, coil cleaning, heat exchanger inspection, compressor testing, and system performance observation. The contractor must submit pricing as a cost per site visit for each of the five locations and separate hourly rates for additional and emergency services.

All work is subject to New York State prevailing wage requirements (Prevailing Rate Case Number 2026018857, valid through June 30, 2027). Contractors and subcontractors must obtain a New York State Department of Labor Contractor Registration Certificate prior to bidding, with a $200 non-refundable registration fee valid for two years. Certified payroll submissions are required electronically to the New York State Department of Labor within 30 days of work completion and to the Authority's accounting department. All replacement parts must be new and of the same quality and brand as the original equipment; substitutions require prior Authority authorization. The contractor bears responsibility for correcting any incomplete or deficient work at no additional cost to the Authority. Work is limited to 8:00 a.m. to 4:00 p.m., Monday through Friday, unless otherwise approved.

The contract period runs January 1 through December 31, 2027. The Authority will award the contract within 60 days of bid receipt. Proof of insurance including workers' compensation at statutory levels, comprehensive general liability of $1 million per occurrence/$2 million aggregate, auto liability of $1 million combined single limit, and excess umbrella coverage of $3 million must be submitted within 15 days of award, naming the Authority as an additional insured. Submit all questions in writing to Carol Falcone at cfalcone@dutchessny.gov.