HVAC Maintenance and Repair Services

Cartwright School District #83 is requesting proposals for HVAC maintenance and repair services across all school and District facilities, with proposals due September 8, 2026 at 10:00 a.m. via the Bonfire portal. Questions are due August 27, 2026 at 2:00 p.m.

The scope covers preventative maintenance and repair for approximately 1,987 HVAC units (1,824 package heat pump units, 118 split system units, and 45 mini-split units) and three chiller/cooling tower systems (two 50-ton air-cooled units and one 65-ton water-cooled unit) at all District sites in Maricopa County and Phoenix. Preventative maintenance includes two annual treatments—cooling system and heating system inspections aligned with seasonal changes, plus quarterly rinsing and light coil cleaning. Corrective repairs, component replacements, refrigerant system evaluation, specialized materials, water treatment services for chillers, and manufacturer-recommended consumables are quoted separately by work order for District approval prior to execution. Emergency repairs require a 24–48 hour response time; 24/7 emergency services are not required. No work may be performed without a valid purchase order. All work must be documented in the District's work order management system.

Successful offerors must carry comprehensive general liability insurance of at least $1,000,000 per occurrence and $2,000,000 aggregate, obtain fingerprint clearance cards, comply with E-Verify employment eligibility verification, and meet all federal, state, and local safety protocols for school campus work.

The contract term is one year from award with options to renew for up to four additional one-year periods contingent on funding availability and satisfactory performance. Pricing must be firm for the contract term, delineated by hourly rates, material costs, transportation costs, and recommended repair allowance with inclusions and exclusions. Prices are FOB Destination, pre-pay and add, and must exclude sales tax. The District will evaluate documented price-increase requests prior to contract renewal and may accept or reject them at its discretion. No minimum purchase volume is guaranteed. The District reserves the right to make multiple awards and will not base awards on price alone.

Evaluation criteria (150 total points): Pricing/Value (35 points), Scope of Work & Technical Approach (30 points), Communication & Responsiveness (25 points), Compliance & Safety Practices (25 points), Qualifications & Experience (20 points), and Overall Evaluation (15 points). Partial proposals are permitted and encouraged; "all or nothing" proposals are prohibited. Offerors may submit annual pricing for all 1,987 units or per-unit pricing with separate or escalation rates for contract years two through five. The Governing Board is anticipated to approve awards on October 14, 2026, with award notification on October 15, 2026. Amendment One was issued September 1, 2026 addressing 35 clarifying questions on equipment specifications, service requirements, and contract terms.