HVAC Maintenance Services

The City of Seattle, Department of Finance and Administrative Services, is soliciting bids for HVAC maintenance services covering preventive maintenance, testing, inspection, and minor repairs to existing systems across City facilities under ITB, with sealed bids due September 2, 2026 at 10:00 a.m. New installations, system upgrades, duct cleaning, and work classified as Public Works are excluded from scope. The City anticipates awarding a pool of multiple contracts with one-year initial terms plus six one-year renewal options at the City's discretion.

Bidders must hold Washington State licensed contractor status and demonstrate a minimum of two years of continuous HVAC maintenance experience as their primary business service. Vendors must identify manufacturer authorization status for a comprehensive list of specified HVAC manufacturers, provide labor rates (apprentice and journey-level technicians at straight time, after-hours, and emergency rates), and disclose percentage markups for parts and services. All work is subject to prevailing wage requirements under RCW 39.12 and potentially federal Davis-Bacon Act wages if federal funding applies. Ninety-day minimum warranty coverage on materials and workmanship is required. An order desk must be available 7:00 a.m. to 5:00 p.m. on business days, with emergency service response within thirty minutes and qualified technician arrival within two hours.

This ITB replaces three expiring contracts: Contract #3760 with McKinstry Co LLC, Contract #3822 with Hermanson Company LLP, and Contract #3823 with Key Mechanical Co of WA. Annual usage for the existing contract pool over the past five years ranged from $1.7 million (2021) to $3.28 million (2024). A non-mandatory pre-bid conference is scheduled for August 7, 2026 at 11:00 a.m. via Microsoft Teams. Questions are due August 26, 2026 at 5:00 p.m. Invoicing is net 30 days unless maintenance subscriptions are paid annually on a prorated basis. Vendors must obtain a Seattle Business License before contract execution. The City does not guarantee contract utilization and reserves the right to make multiple awards, partial awards, or use supplemental contracts.