Evaporative Cooler Maintenance and Repair

The City of Phoenix Public Works Department is requesting electronic offers for evaporative cooler preventative maintenance and repair services under IFB-27-FMD-0415, with offers due October 15, 2026 at 11:00 a.m. The contract is subject to the Disadvantaged Business Enterprise–Neutral (DBE-N) program under 49 CFR Part 26, requiring contractors to submit an annual Small Business Participation Plan and maintain documented small business participation throughout the three-year term.

The scope encompasses full-service maintenance and repair for evaporative cooling systems, including spring startup service (January 1–March 1), mid-season maintenance (June 1–July 31), and fall shutdown service (November 1–December 31). The contractor must respond to service calls within defined timeframes: emergency response within two hours with an initial callback within one hour, same-day service within 24 hours, and regular service calls within 48 hours. Technicians must complete a standardized cooler checklist at each scheduled visit and submit it to the City within two business days. The contractor is responsible for all labor, materials, supplies, equipment, parts, supervision, transportation, and overhead; must use OEM or equivalent replacement parts; and must maintain one-year workmanship warranties on all parts and installations.

The contractor must maintain a minimum of six journeyman technicians, hold valid Arizona Registrar of Contractors licensing, and provide technician certifications from approved programs (ARI, ACCA, ASHRAE, CARE, HARDI, PHCC, ELA/HPC, or NATE). All technicians must have a minimum of five years' experience in evaporative cooler systems service and installation. Prices must be firm and fixed for the initial contract year; any subsequent price increases require 60 days' written notice and supporting documentation.

The contract term is three years commencing on or about January 18, 2027, with two optional one-year extensions exercisable at the City's sole discretion. A non-mandatory pre-offer conference and site visit are scheduled for October 2, 2026 at the Public Works Department facility (2631 S. 22nd Ave., Phoenix). Written inquiries are due October 7, 2026. The solicitation is available through the City's Procurement Portal; technical support is available at procurement-support@opengov.com.