HVAC Time and Materials

The Cobb County School District (CCSD) is soliciting proposals for a Time and Materials HVAC Services contract through RFP P26039, seeking qualified vendors to provide heating, ventilation, and air conditioning services at various district locations across its 112 schools and administrative facilities. The procurement is designed to establish an as-needed contract with potential multiple vendor awards, with individual projects to be issued through purchase orders. Vendors must provide comprehensive HVAC maintenance and repair services covering extensive equipment types including boilers, cooling towers, air handling units, mini-split systems, heat exchangers, and numerous other HVAC components. Qualified vendors must possess a minimum of ten years of HVAC business experience, hold an unrestricted Georgia HVAC Class II license, maintain a local office within 100 miles of CCSD's central office, and have EPA Section 608 certification. Key procurement dates include a mandatory pre-proposal meeting on December 2, 2025, vendor questions due by December 9, 2025, proposal responses posted by December 15, 2025, and final proposal submissions due on December 18, 2025 at 2:00 PM ET through the CCSD Euna Procurement Portal.

The solicitation does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Vendors must submit comprehensive documentation including a completed AIA A305 Contractors Qualification Statement, a Disqualification Affidavit, Construction Pre-Qualification Reference Form, and compliance with Georgia's Security and Immigration Compliance Act. Insurance requirements are substantial, including $1 million in commercial general liability, $1 million in commercial auto liability, $2 million in umbrella coverage, and statutory workers' compensation. The contract anticipates annual expenditures of approximately $800,000, with individual project awards potentially requiring a $10,000 bid bond and performance/payment bonds equal to 100% of project costs for projects exceeding $50,000. Vendors must provide hourly labor rates inclusive of all associated costs, materials pricing structured as a percentage markup, and guarantee all repair and maintenance work for five years from the final walk-through date. Work must commence within ten business days of job approval, or within one business day for emergency service requests.