HVAC Maintenance Service Contract

The City of Novi, Michigan, is soliciting proposals for a comprehensive HVAC Maintenance and Professional Services Contract covering scheduled inspection, preventive maintenance, and service/repair work for multiple city-owned facilities. The contract requires a qualified Heating, Ventilating and Air Conditioning Contractor with at least five years of similar HVAC experience and proficiency with Johnson Controls Niagara Framework software. Covered facilities include the Civic Center, Police Department, DPW Facility, Indoor Gun Range, five fire stations, Villa Barr Art Park, Township Hall, and an optional Novi Ice Arena. Contractors must submit detailed pricing using the city-provided fee proposal form, with line items for preventive maintenance inspections, hourly repair rates, startup/shutdown services, and material markup. A mandatory pre-proposal meeting and voluntary walk-through is scheduled for Wednesday, October 29, 2025, at 10:00 A.M. at the Novi Civic Center, with questions due by November 6, 2025, at 12:00 P.M. Sealed proposals are due by 2:00 P.M. Eastern Time on Thursday, November 13, 2025. The City will evaluate proposals based on experience, qualifications, capacity, comparable work, references, methodology, and cost.

The contract requires contractors to be licensed with the State of Michigan as a Mechanical Contractor for Installation and unlimited Systems Repair, with specific licensing for Boiler Installation and Repairs. Contractors must maintain minimum insurance coverage, including $1,000,000 combined general liability and automobile liability, and Michigan statutory workers' compensation, with the City named as an additional insured. Service calls must be performed within two hours of notification, with 24-hour availability required seven days a week. No travel time, trip charges, or fuel surcharges are permitted, and work during regular business hours is defined as 8:00 A.M. to 5:00 P.M. Monday through Friday (with slight variations for DPS facilities). The contract period is one year, with two potential one-year renewal options at the same terms and conditions. While no specific budget range or award value is explicitly stated, the comprehensive nature of the contract covering multiple facilities suggests a significant annual investment. The City is tax-exempt, though sales tax on materials for installation projects must be included in the total price.