HVAC Preventive Maintenance - Clarify day of pre-bid conference

Fletcher Technical Community College is soliciting bids for a comprehensive HVAC preventive maintenance and building automation services contract covering its campuses in Schriever, Thibodaux, and Houma, Louisiana. The Invitation to Bid (ITB) No. 40004-23059 requires a contractor to provide full maintenance and repair services for complex HVAC systems, including two Trane and two York chillers, eight Trane air handler units, 96 VAVs, numerous boilers, fan coil units, and VRF systems. Key requirements include quarterly preventive maintenance inspections, 24/7 emergency response within two hours, onsite technician support during normal business hours, and remote monitoring capabilities. A mandatory pre-bid conference is scheduled for January 8, 2026, at 9:00 a.m. Central Time, with bidder inquiries due by January 14, 2026, and bid opening on January 28, 2026. Contractors must be Louisiana licensed and meet stringent qualifications, including a minimum of 20 years in commercial HVAC services, proof of maintaining equipment from specific manufacturers, and 10 customer references.

The contract has specific organizational requirements, mandating that the contractor employ a minimum of five full-time technicians within 70 miles of the college and maintain an engineering department with at least two professional engineers and one certified energy manager. A performance bond equal to 50 percent of the total annual award price is required, and replacement parts will be provided at cost plus 15 percent overhead and 10 percent profit margin. The initial contract term is 36 months (March 2, 2026 through March 1, 2029), with options for two additional 12-month renewals, not to exceed 60 months total. While no specific set-aside designations are mentioned, the bid emphasizes technical competence and proven experience in HVAC maintenance. Major repairs exceeding four hours or requiring refrigeration circuit opening will need written approval from the college's Maintenance Supervisor. All bids will remain binding for 90 calendar days, with the award going to the lowest responsible and responsive bidder meeting all ITB requirements.