BL072-26 HVAC System Maintenance Services at Various County Facilities

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids for HVAC System Maintenance Services at various county facilities through procurement BL072-26, a one-year contract administered by the Department of Support Services. The scope encompasses preventive maintenance and repair services across 67 county facilities including libraries, police precincts, fire stations, administrative buildings, correctional facilities, and specialized locations such as the Medical Examiner's Office. Deliverables include quarterly, semi-annual, and annual preventive maintenance tasks consisting of system inspections, belt replacements, coil cleaning, filter changes, refrigerant management (up to 5 pounds per system per maintenance occurrence), and exhaust fan servicing for over 2,000 individual HVAC units spanning multiple manufacturers and vintages from 1985 to 2025. Repair services are provided on a time-and-material basis with tiered markups not exceeding 25 percent for items under $500, 20 percent for items $501-$2,000, and 15 percent for items exceeding $2,000, plus hourly labor rates for technicians, helpers, and mechanics. Required qualifications include carrying comprehensive insurance coverage with General Liability of $2,000,000 aggregate, Commercial Auto Liability of $1,000,000, Workers' Compensation at statutory limits, and Umbrella/Excess Liability coverage from carriers rated A-7 or higher by A.M. Best. A pre-bid conference is scheduled for April 8, 2026, at 10:00 AM at the Gwinnett County Purchasing Division in Lawrenceville, with sealed bids due by 2:50 PM on April 24, 2026 (extended from April 20, 2026 via Addendum #2), followed by virtual bid opening at 3:00 PM. The contract commences July 1, 2026, or upon Board of Commissioners approval for an initial 365-day term with firm pricing throughout the contract period.

No specific set-asides for disadvantaged enterprises or minority-owned businesses are identified in the solicitation documents; however, firms currently on the Gwinnett County ineligible source list, including those debarred or suspended from doing business with the county, are prohibited from submitting bids. The incumbent contractor under the current contract BL067-21 is United Maintenance, though the county reserves the right to award to the overall low responsive and responsible bidder without dividing the contract among multiple contractors. The selected contractor must interact with existing Building Automation Systems including Trane Tracer SC, Alerton, and Siemens infrastructure at various facilities, though the contractor is not responsible for software or system infrastructure management. Additionally, the contractor must accommodate specialized maintenance requirements such as servicing approximately 30 battery-operated thermostats annually and managing gas unit heaters at the Police Fleet Maintenance location positioned 15 feet above ground level within service bays. No specific contract award value or budget range is disclosed in the procurement documents; compensation is structured through monthly fixed fees for the preventive maintenance program itemized by facility and service type, combined with time-and-material charges for repairs and service calls.