HVAC Maintenance and Repair Services

Cartwright School District No. 83 in Arizona (Maricopa County and Phoenix City jurisdictions) has issued a Request for Proposal for HVAC Maintenance and Repair Services to provide preventative maintenance and repair support for 1,987 HVAC units and 3 chillers/cooling towers across all school sites and district facilities. The scope of work includes two annual preventative maintenance treatments consisting of cooling system and heating system inspections timed with seasonal changes, along with comprehensive maintenance tasks such as debris removal, component inspection and replacement, refrigerant system checks, coil cleaning, and condensate pan maintenance. Vendors must submit detailed cost proposals delineating hourly labor rates (regular, after-hours/weekend, and emergency), material costs with discount percentages, transportation costs, and total contract pricing for Year One and subsequent years. Qualified vendors must maintain comprehensive general liability insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate, obtain fingerprint clearance cards, comply with E-Verify requirements, and provide three client references. The deadline for submission of questions is May 21, 2026, with proposals due June 1, 2026, at 10:30 AM via electronic submission through the Bonfire portal, and an anticipated award date of June 25, 2026. Evaluation criteria include pricing/value (35 points), scope of work and technical approach (30 points), communication and responsiveness (25 points), compliance and safety practices (25 points), qualifications and experience (20 points), and overall evaluation (15 points), totaling 150 possible points. The contract term is one year with the option to renew for four additional one-year periods, contingent on meeting all conditions and funding availability, with an effective date of July 1, 2026.

The RFP does not specify set-aside designations or restrictions limiting responses to particular enterprise classifications or disadvantaged business categories. No incumbent vendors or current contractors are identified in the solicitation materials. The District does not guarantee a minimum purchase volume, and no contract exists until purchase orders are issued annually, meaning vendors will work on a task order basis. Multiple awards to different vendors are possible if necessary to meet District needs. No specific budget range or award value is listed in the solicitation; pricing will be determined through the competitive evaluation process based on vendor proposals and the District's cost analysis. The District reserves the right to cancel or terminate the contract for convenience and anticipates sufficient funding availability for the contract period.