HVAC Preventative Maintenance and Repair Services

The City of Ferndale, Michigan has issued a Request for Proposals (RFP 25-104) seeking a qualified contractor to provide comprehensive HVAC Preventative Maintenance and Repair Services for nine municipal facilities. The three-year contract, with an optional one-year renewal, covers locations including City Hall, Department of Public Works, two Fire Stations, Hilton Rd. Pump Station, Historical Museum, Police Station, The Dot Parking Structure, and Southwest Storage Yard. Required services encompass preventative maintenance, emergency repairs, seasonal inspections, equipment testing, and documentation, with work to be performed during regular business hours and 24/7 emergency response capabilities. Contractors must submit detailed pricing for maintenance at each facility, with service frequencies ranging from annual to quarterly, and provide hourly rates for repair services including regular, overtime, and holiday rates. The city will evaluate proposals based on compliance with RFP instructions, contractor experience, qualifications, capacity, service capability, references, and cost. The proposal is due on August 29, 2025, with a virtual pre-proposal meeting scheduled for August 11, 2025, and the contract anticipated to start on October 1, 2025.

Contractor qualifications include maintaining appropriate licenses, insurance, and a minimum of five years of HVAC maintenance experience. The markup on parts and materials is limited to 10% of the contractor's cost, and all work must comply with local, state, and federal regulations. No specific set-aside designations or restrictions for disadvantaged enterprises were mentioned in the documents. The mechanical inventory reveals a diverse range of HVAC equipment across facilities, with installation years spanning from 1952 to 2021 and manufacturers including Lochinvar, Carrier, Bell & Gossett, Rheem, Payne, Samsung, Daikin, McQuay, Greenheck, and Reznor. While a specific budget range was not explicitly stated, the comprehensive nature of the mechanical systems and the requirement for maintenance across nine facilities suggests a substantial contract value. The City reserves the right to add or remove facilities from the contract and expects the contractor to maintain the original design performance of all HVAC systems.