HVAC Preventative Maintenance

The City of Gallup, New Mexico is seeking a qualified contractor to provide comprehensive HVAC preventative maintenance services for approximately 80 municipal facilities through Invitation to Bid #2025-ITB-013. The procurement is an indefinite quantity contract covering detailed maintenance, inspection, and potential repair services for HVAC systems across various city properties including City Hall, Cultural Center, libraries, fire stations, utilities building, police/court facilities, fitness centers, theaters, and community centers. Mandatory bidder qualifications include five years of HVAC experience, an MM-3 or MM98 license, and an EPA Universal License. Bidders must provide hourly rates for regular and overtime work, with HVAC parts and equipment to be billed at no more than 8% over contractor cost. The bid was released on November 1, 2024, with responses due by November 21, 2024, at 2:00 pm, and the contract will automatically renew for three additional one-year periods unless terminated. Contractors will be responsible for quarterly preventative maintenance, seasonal start-up and shut-down services, equipment testing, boiler inspections, and providing detailed inspection checklists after each service.

The solicitation does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises. The contract allows for flexible facility management, with the City reserving the right to add or delete facilities during the contract period, with changes authorized only by the Facilities Manager. The initial contract term spans from 2024 to 2025, with potential continuation on a month-to-month basis through mutual written consent. While specific total contract value is not disclosed, the comprehensive nature of the maintenance program covering 80 facilities suggests a potentially significant municipal investment. The contract is contingent on sufficient municipal funding, with the City retaining the right to terminate the agreement if appropriate appropriations are not made. Pricing will be subject to City approval and outlined in the General Conditions, with the expectation that the selected contractor will provide systematic HVAC inspections and maintenance across a diverse range of municipal buildings and infrastructure.