Heating, Ventilation and Air Conditioning (HVAC) Maintenance Services

The City of Seattle Department of Finance and Administrative Services is soliciting bids for Heating, Ventilation and Air Conditioning (HVAC) Maintenance Services under ITB CTY-3760, with sealed bids due September 2, 2026 at 10:00 a.m. The City intends to award a pool of multiple contracts to replace three expiring agreements held by McKinstry Co LLC (Contract #3760), Hermanson Company LLP (Contract #3822), and Key Mechanical Co of WA (Contract #3823); the resulting contracts will be available to all City departments.

The scope is limited to ordinary maintenance and repair of existing HVAC systems using original equipment manufacturer specifications, including preventive maintenance, testing, inspection, and minor repairs. New system installations, overhauls, and upgrades extending beyond ordinary maintenance are excluded and cannot be classified as Public Works. Vendors must hold valid Washington State HVAC licensing and demonstrate a minimum of two years of continuous HVAC maintenance experience. Emergency service response is required within thirty minutes for acknowledgment and two hours for on-site arrival. Prevailing wage requirements apply per RCW 39.12 and RCW 49.28; vendors must comply with Seattle Business License requirements, background check policies, and paid sick time ordinances.

Historical annual usage of the three-contract pool ranges from $1,706,434.01 in 2021 to $3,278,213.96 in 2024, with 2025 usage at $3,273,313.64. The resulting contract term is one year with six one-year extension options at the City's discretion. The City does not guarantee minimum order quantities or contract utilization. Vendors must submit hourly labor rates for apprentice and journey-level technicians across straight time, after-hours, and emergency periods, plus percentage markups for parts and materials. Vendor must establish an order desk available 7:00 a.m. to 5:00 p.m. on business days and provide manufacturer authorization letters for each brand listed in the bid form. A ninety-day trial period applies to awarded contracts; failure to perform may result in immediate cancellation and award to the next lowest bidder. Commercial General Liability insurance with minimum $1,000,000 each occurrence and $2,000,000 general aggregate is required. Questions are due August 26, 2026 at 5:00 p.m. A non-mandatory pre-bid conference is scheduled for August 7, 2026 at 11:00 a.m. via Microsoft Teams.