HVAC Maintenance, Repairs and Replacement Services

The Atlanta Independent School System (APS) Facilities and Operations Department is seeking qualified vendors to provide comprehensive HVAC Maintenance, Repairs, and Replacement Services through a competitive Request for Proposals (RFP) solicitation number 25-06026-P-AR. The contract will cover HVAC services for approximately 50 schools with facilities ranging from 31,000 to 485,000 square feet, encompassing routine repairs, preventive maintenance, emergency call services, and equipment replacement for various systems including chillers, boilers, heat exchangers, and cooling towers from manufacturers like Carrier, Trane, McQuay, and York. The initial contract term is one year with four optional one-year renewals, and vendors must demonstrate at least five years of commercial HVAC work experience. Proposals are due on October 06, 2025, at 11:00 a.m. ET, with a pre-proposal conference scheduled for September 12, 2025, at 2:00 P.M. ET at the VDT Facilities Service Center. The evaluation process will allocate 100 points, with 40 points for company qualifications and experience, 40 points for methodology and operations, and 20 points for pricing, requiring comprehensive documentation including organizational charts, state licenses, references, and employee specialties.

The solicitation includes provisions for local and disadvantaged business participation, with potential preference points for businesses registered in Clayton, Cobb, DeKalb, Fulton, and Gwinnett counties for at least 12 months. Vendors must comply with E-Verify requirements, provide background check consent, and submit various administrative forms including affidavits of compliance and reference checks. Compensation will be structured based on hourly labor rates, actual parts cost with a markup not exceeding 15%, and a fixed trip charge. While specific budget ranges are not explicitly stated, the comprehensive pricing sheet indicates detailed rate structures for various technical roles, including different classifications of technicians, helpers, laborers, and engineers, with rates for regular, overtime, weekend, and holiday hours. The contract emphasizes compliance with APS Design Guidelines and all applicable local, state, and federal regulations, with APS reserving the right to terminate the contract with 30 days' notice and the ability to renew at its sole discretion.