HVAC Maintenance and Repairs

The City of Schenectady, located in Schenectady County, New York, is soliciting competitive offers for HVAC Maintenance and Repairs across 17 municipal facilities, including fire stations, City Hall, municipal buildings, and pump stations. The Request for Competitive Offers (RCO) seeks qualified contractors to provide comprehensive heating, ventilation, and air conditioning equipment maintenance and repair services, with specific requirements for routine inspections and responsive repair capabilities. Contractors must demonstrate at least five years of experience in HVAC maintenance, possess required state and county licenses, and maintain a minimum of three service personnel familiar with HVAC equipment. The contract term is three years with potential for two additional one-year renewals, and bidders will be evaluated using a "best value" methodology scoring across multiple criteria: cost (40 points), local economic impact (20 points), ability to meet timeframes (10 points), experience and references (10 points), product quality and availability (10 points), reputation and reviews (5 points), and MWBE participation (5 points). The bid is scheduled to be received by the City Clerk on July 9, 2025, with a public bid opening at 11:00 A.M. Eastern Daylight Saving Time.

The procurement strongly encourages participation from Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), and Service-Disabled Veteran Owned Businesses (SDVOBs), with specific MWBE participation goals of 23% total (11.5% minorities and 11.5% women) for public works and consulting contracts. The City of Schenectady has established detailed administrative regulations requiring contractors to submit MWBE Utilization Plans, workforce staffing plans, and monthly reporting on subcontractor payments and workforce demographics. Contractors must demonstrate good faith efforts to meet these goals, with potential consequences for non-compliance including contract default, payment withholding, and disqualification from future bidding. Additional compliance requirements include certifications related to labor law standards, non-segregated facilities, sexual harassment prevention, and restrictions on conducting business with entities in Russia or Iran. While specific contract value is not explicitly stated, the procurement documents indicate that contracts valued at $2,000 or more will be subject to monthly installment payments, potentially with a 5-10% retention pending satisfactory performance. The city will evaluate bids holistically, considering not just price but also the contractor's ability to provide comprehensive, high-quality HVAC maintenance and repair services across multiple municipal facilities.