Municipal facility HVAC maintenance

The Town of Waterford, located in New London County, Connecticut, is seeking proposals for a comprehensive HVAC maintenance contract (RFP #24-026) covering seven municipal facilities, including Town Hall, Community Center, Library, Police Station, Public Safety Building, Youth & Family Services, and the Municipal Complex. The procurement specifically excludes Board of Education, Fire Stations, and Water Utility Commission facilities. Contractors must provide preventative maintenance, seasonal start-up and shut-down services, equipment inspections, filter replacements, coil cleaning, and emergency repair services for all HVAC systems and components. Prospective vendors must demonstrate the capability to respond to emergency calls within 24 hours and provide comprehensive maintenance documentation. The contract will run from July 1, 2025, through June 30, 2027, with proposals due electronically through the town's e-Procurement Portal by April 24, 2025, at 11:00 am. Evaluation criteria will likely include technical capability, response time, maintenance approach, and overall qualifications, with the town reserving the right to award to the most qualified bidder that best serves its interests.

The RFP does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. Insurance requirements are stringent, mandating minimum coverage limits for general liability, auto liability, umbrella liability, professional errors and omissions, and workers' compensation, with the Town of Waterford to be named as an additional insured. While no incumbent vendor is mentioned, the town will utilize an existing inventory of HVAC equipment primarily consisting of Mitsubishi PLFY and PMFY series units across various municipal buildings. The detailed equipment list in Attachment A provides model numbers and serial numbers for approximately 50-60 HVAC units, suggesting a complex maintenance requirement. Though specific budget ranges are not disclosed, the comprehensive nature of the contract and the extensive equipment inventory indicate a potentially significant contract value. The town will not reimburse additional fees such as fuel surcharges, transportation fees, or mileage, which contractors must factor into their proposals.