IFB J27219 Hoapili Hale Air Conditioning and Ventilation Systems

The Hawaii Judiciary, Second Circuit is requesting bids on complete maintenance, inspections, and diagnostics for air conditioning and ventilation systems at Hoapili Hale (2145 Main Street, Wailuku, Maui) under IFB J27219, with bids due October 21, 2026 at 12:00 PM Hawaii Standard Time. Bidders must hold a State of Hawaii certification to perform air conditioning maintenance, an active General Excise Tax license, and a valid C-52 Contractor License, and must demonstrate minimum five years' consecutive experience in helical and scroll chiller maintenance.

The scope encompasses routine and preventive maintenance of two operational helical liquid chillers, one air-cooled scroll chiller (currently inoperable), two cooling towers, air handling units, pumps, ventilating exhaust fans, valves, and related mechanical equipment across a five-story facility and roof areas. The equipment list specifies approximately 200+ individual units requiring monthly, quarterly, semi-annual, and annual maintenance intervals. Services include emergency response within one to two hours, diagnostic troubleshooting, chemical water treatment of cooling towers and condenser/chilled water systems, and provision of all labor, materials, parts, and refrigerants. Bidders must submit lump-sum pricing broken down by maintenance frequency, separate pricing for the inoperable chiller upon restoration, and authorized extra-work pricing including hourly labor rates for technicians and apprentices (regular and overtime), diagnostic calls, refrigerant purchases, and equipment rental markups.

The contract runs January 1, 2027 through December 31, 2027, with three optional one-year renewal extensions subject to fund availability. Bidders must employ at least four full-time HVAC maintenance personnel: two journeymen refrigeration/air conditioning mechanics (each with five years' experience) and two additional refrigeration mechanics (three years' experience minimum). All mechanics must hold universal refrigeration certification and self-contained breathing apparatus training. Required insurance includes $1,000,000 general liability, $1,000,000 automobile, workers' compensation, and $1,000,000 professional liability. A mandatory 0.75% transaction fee (not to exceed $5,000 for the contract term) applies to awarded amounts through the Hawaii Electronic Procurement System. A pre-bid meeting was held September 4, 2026. Liquidated damages of $250 per calendar day apply for failure to meet performance requirements. Bidders must certify compliance with Hawaii's Code of Ethics and discrimination and harassment-free workplace standards and submit the Hawaii Bidder Offeror Preference Certification Form (JUD081).