HVAC Preventive Maintenance and Filters

Coastal Carolina Community College is requesting sealed bids on HVAC preventive maintenance services and filter replacement across its three-location campus under IFB #90-202627-02, with bids due October 28, 2026 at 2:00 PM and a mandatory pre-bid site visit on October 20, 2026 at 9:00 AM. Attendance and sign-in at the site visit are required; non-attendance renders bids non-responsive.

The scope covers water-to-air heat pumps, water-to-water heat pumps, hot water boilers, exhaust fans, and ventilators at the main campus (444 Western Boulevard), Culinary Location (253 Western Boulevard), and Basic Law Enforcement Training facility (708 Bell Fork Road, Jacksonville, North Carolina). The vendor must perform filter replacement six times annually (October, December, February, April, June, and August) by the 28th of each month, plus two mandatory major seasonal start-up inspections in December and April that include condensate trap cleaning, system priming, geothermal refrigeration system flushing, operational and efficiency testing, and drain and strainer flushing and cleaning. The vendor is responsible for all parts coverage including air cooled condenser coil cleaning and filters; the college's maintenance department performs most repairs.

The contract term is three years from the effective date with two optional one-year renewal terms at the State's discretion upon 60 days' written notice. The vendor must begin work within 30 business days of contract execution. Pricing must be submitted on a monthly and yearly basis for each contract year with total contract cost specified in Attachment A; pricing excludes pending tariffs but may include a separate, negotiated temporary tariff surcharge as a percentage. Award goes to the responsive bid offering the lowest price meeting specifications.

Vendors must demonstrate financial stability, provide at least three customer references from similar-sized public or private sector clients, be registered with the North Carolina Secretary of State, maintain eVP compliance, and comply with E-Verify requirements for employees. Personnel may be required to undergo background checks at the vendor's expense. No subcontracting is permitted without prior written State consent. Written questions are due October 21, 2026 at 4:00 PM, with responses by October 22 at 4:00 PM.