HVAC Maintenance

Colquitt County is soliciting sealed bids for comprehensive HVAC maintenance services across 22 county buildings, including critical infrastructure such as the 911 center, courthouse, jail/justice center, prison, EMS building, health department, and library. The procurement requires maintenance of over 200 HVAC units, including package units, split systems, chillers, air handlers, wall packs, VRF systems, mini-split ductless units, and boilers. Service requirements include four annual air filter changes and four preventive maintenance services for 18 locations, with twelve filter changes and four PM services for high-use facilities like EMS, Jail/Justice Center, 911, and Prison. Bidders must provide after-hours service with a maximum two-hour response time, conduct equipment testing and inspection, and perform comprehensive preventive maintenance activities. The sealed bid submission deadline is December 8, 2025, at 10:10 a.m., with bids to be publicly opened and read aloud. The initial contract term will run from July 1, 2026, to June 30, 2027, with potential automatic annual renewal for a minimum of five years, contingent upon 90 days' written notice of cancellation by either party.

Bidder qualifications include mandatory requirements such as conducting a site visit, maintaining current workers' compensation insurance, participating in E-Verify, possessing valid licensure and insurance, clearing background checks, and demonstrating a minimum of five years of HVAC experience. The bidder's office must be located within a 60-mile radius of Colquitt County. Contractors are required to provide itemized cost documentation, including rates for mileage, after-hours service calls, parts, labor charges, and other applicable fees, with all filters, belts, and supplies for preventive maintenance to be supplied at no additional cost. While specific budget ranges are not explicitly stated, the contract will be structured with prices submitted per site, with the total contract price determined by sites and applications designated by the Colquitt County Board of Commissioners. All non-contract repairs must be pre-approved by the Maintenance Superintendent, and the contractor must maintain a year-round, after-hours service availability with a dedicated "on-call" phone number. The final contract terms will be negotiated upon selection of the winning bidder and are subject to review by the county's legal department.