HVAC and Mechanical Systems Maintenance

The City of Cheyenne, Wyoming, located in Natrona County, is soliciting bids for a comprehensive HVAC and Mechanical Systems Maintenance contract (Bid Number S-24-25) covering 20 municipal facilities. The five-year contract, spanning July 2025 to June 2030, requires a contractor to provide full-service maintenance for HVAC systems, including quarterly inspections, preventative maintenance, emergency services, repairs, and parts replacement across various city-owned properties such as the Municipal Building, Civic Center, Public Safety Center, and multiple fire stations. Specific deliverables include comprehensive system monitoring, equipment maintenance for chillers, boilers, air handlers, pumps, and control systems, with detailed service schedules. The contract also encompasses a significant server upgrade project for Johnson Controls systems at the Public Safety Center and Aquatic Center, involving hardware and software modernization to enhance IT security and user interface functionality. A mandatory pre-bid meeting was held on May 19, 2025, at 9:00 AM, with electronic bid proposals due by June 2, 2025, at 2:00 PM. Bidders must possess state and local HVAC and electrical licenses, EPA refrigerant certification, and demonstrate the capability to provide 24/7 emergency service.

The procurement allows for potential Wyoming state labor and material preferences, with bidders required to submit a 5% bid guarantee, non-collusion affidavit, and list of subcontractors. The City reserves the right to reject any or all bids and will evaluate proposals based on qualifications, pricing, and compliance with bid requirements, with potential contract adjustments up to 20% of the original price. While no specific set-aside designations for disadvantaged enterprises were explicitly mentioned, the bid documents indicate an open competitive process. The existing infrastructure involves Johnson Controls server systems that require upgrading, with the new contractor expected to maintain and integrate with current network engines and user interface systems. Though a precise budget range was not specified, the contract structure suggests an annual maintenance pricing model across multiple facilities, with potential for significant investment in both routine maintenance and technology upgrades. The City has included provisions for a potential two-year contract extension beyond the initial three-year term, providing flexibility for ongoing service needs.