HVAC Controls On-Call Service and Repairs

The Town of Fairfield, Connecticut, through its Department of Public Works, is soliciting competitive bids for an on-call HVAC controls service and repair contract. The procurement seeks a single qualified contractor to provide comprehensive maintenance services for HVAC control systems across 17 municipal locations, including town halls, libraries, fire stations, and other facilities. The contract requires servicing equipment from manufacturers like Johnson Controls, Trane, York, and Mitsubishi, covering components such as roof-top units, circulating pumps, valves, electric motors, and control systems. Bidders must have a minimum of five years' experience in commercial HVAC controls, employ at least one full-time certified controls engineer, and maintain specific licensing credentials. The initial contract term is one year with four potential one-year renewal options, and the contractor must provide emergency breakdown service availability 24/7 with a one-hour response time. The bid due date is October 1, 2025, with pricing to include fixed costs for 12 months, labor rates, and crane hire, all inclusive of overhead and profit.

The solicitation does not explicitly mention set-aside designations or restrictions for disadvantaged enterprises. Contractors must submit comprehensive documentation, including an Exceptions Form, Subcontractor Form, References Form, and a Certificate of Liability Insurance with specific coverage requirements. The insurance must include Commercial General Liability ($1,000,000 per occurrence), Automobile Liability, Umbrella Liability, Workers Compensation, and additional coverages. While a specific budget range is not disclosed, the contract allows for annual cost adjustments based on the Connecticut Department of Labor's cost of living allowance (COLA) index. The Town reserves the right to reject any or all bids, award to multiple bidders, or adjust item quantities as deemed in the municipality's best interest. Pricing will involve itemized invoices and a percentage markup for materials, with the Town retaining the right to request material invoices and terminate the contract with two weeks' notice if performance is unsatisfactory.