HVAC Filters and Preventive Maintenance Services

Coastal Carolina Community College is requesting bids on HVAC preventive maintenance services and filter replacement across three campus locations under IFB 90-202627-02, with sealed bids due October 28, 2026 at 2:00 PM EST and a mandatory pre-bid site visit on October 20, 2026 at 9:00 AM EST at the Institutional Support Services Building.

The scope covers preventive maintenance for water-to-air heat pumps, water-to-water heat pumps, hot water boilers, exhaust fans, and ventilators at the main campus (444 Western Boulevard), Culinary Location (253 Western Boulevard), and Basic Law Enforcement Training facility (708 Bell Fork Road, Jacksonville). Services include six annual filter change visits (October through August, due by the 28th of each month), two major seasonal start-up inspections with condensate trap cleaning and system flushing, drain and strainer cleaning during holiday and spring breaks, and operational and efficiency testing. The awardee must assume responsibility for all filter storage outside mechanical rooms and provide parts coverage for air-cooled condenser coil cleaning and all filters. Equipment is sourced from multiple manufacturers including Trane, Goodman, Armstrong, and Climate Master. Vendor must be North Carolina registered and in good standing with a valid eVP number and registration with the NC Secretary of State prior to award. Three customer references demonstrating similar service experience and a Certification of Financial Condition are required. No subcontracting is permitted without prior written consent.

The contract term is three years from final execution, with the State holding options to renew for up to two additional one-year terms. The awardee must commence work within thirty business days of the effective date. Pricing is submitted separately for monthly, yearly, and each contract year. The State reserves the right to award to a single vendor, make separate awards for line items, or cancel the IFB entirely. Campus maintenance will handle most equipment repairs; additional repairs are negotiated separately. Written questions are due October 21, 2026 at 4:00 PM EST, with State responses by October 22 at 4:00 PM EST.