ITB #25-14 HVAC Maintenance Services for County Facilities

Butts County, Georgia's Purchasing Department issued Invitation to Bid #25-14 for HVAC maintenance and repair services on a renewable annual contract basis for county facilities. The solicitation seeks proposals from qualified licensed vendors to provide preventative maintenance services and repairs for heating and cooling systems and related vent fans across 22 county locations encompassing 96 HVAC assets. Key deliverables include quarterly preventative maintenance visits structured as a unit price per location, filter changes and filter provision, and an estimated annual amount for repair services based on professional judgment and equipment age and condition. Required qualifications include licensure and demonstrated expertise in HVAC maintenance and repair. The pricing structure emphasizes unit pricing for quarterly preventative maintenance with flexibility for bidders to add additional sheets for annual totals reflecting varying quantities by location. The county prefers to award to a single vendor but retains discretion to award to multiple companies. Proposals must be submitted to the Butts County Purchasing Department, 625 West 3rd Street, Suite 4, Jackson, Georgia 30233 by 2:00 PM local time on July 24, 2025, with late bids not considered; site visits to assess equipment are permitted without removing covers or accessing roofs without county supervision.

The solicitation documents do not identify set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor information. The HVAC Asset List reveals that county facilities maintain over 270 individual HVAC units, air handlers, heat units, and humidifiers distributed across municipal buildings including the Welcome Center, Public Safety Annex, Superior Court Annex, Health Department, Public Library, Recreation Department, Jail Complex, multiple Fire Stations, Public Works, Animal Control, DEFACS, Senior Center, Administration Building, Southern Crescent College, and Public Defender offices. Equipment inventory ranges from legacy systems installed in the 1990s to recent acquisitions from 2023 and 2024, with manufacturers including Daikin, Trane, Allied/Lennox, Ameristar, Bard, Carrier, Goodman, Rheem, and Nordyne. The county's intent is to shift from reactive to proactive maintenance, with the county covering major repairs and parts while the contractor provides preventative maintenance services. Bond documents are required only after contract award. No specific budget range or award value was disclosed in the available solicitation materials, though the contract's annual renewal structure and scope across 22 locations suggests a substantial procurement.