On-Call Cooling Equipment Maintenance and Repairs

The City of New Haven Board of Education is procuring on-call cooling equipment maintenance and repair services for chilled water and air-cooled HVAC systems throughout the New Haven Public Schools district, which encompasses 47 facilities across multiple locations. The selected contractor must be a qualified and licensed HVAC contractor capable of providing comprehensive repair, maintenance, troubleshooting, overhaul, component replacement, startup, shutdown, and operational testing services for equipment including water-cooled chillers, air-cooled chillers, chilled water air handling units, cooling towers, compressors, heat exchangers, and related piping and electrical components. Required qualifications include State of Connecticut HVAC licensure, valid S-2 HVAC licenses for all technicians, and factory training or certification from major manufacturers including Daikin, Trane, McQuay, Carrier, and York. The contractor must furnish all labor, materials, tools, test equipment, safety equipment, and transportation, with services to include both emergency repairs and scheduled preventative maintenance on approximately 60 units (15 water-cooled chillers, 10 air-cooled chillers, 10 cooling towers, 25 AHU/RTU units, and 30 IAQ inspections). The contractor must maintain a minimum of 6-8 qualified technicians and demonstrate the capability to respond promptly while maintaining accurate billing, documentation, and cost-effective service delivery in accordance with manufacturer specifications, industry standards, and all applicable codes. The question and clarification deadline is April 29, 2026 at 5:00 p.m., with sealed bids due electronically through the City's eProcurement Portal on May 6, 2026 at 3:00 p.m., and award anticipated within 120 days of solicitation opening. Pricing shall be submitted on the City's calculation sheet based on hourly labor rates for standard technicians, S-2 licensed technicians, licensed electricians, and apprentices/helpers, with parts and materials subject to a maximum 10 percent markup and price quotations required for repairs exceeding $1,500.

This procurement includes a minority and women-owned business (MBE) participation requirement of 25 percent, and the MBE Utilization Form must be completed and submitted with the bid or the response will be deemed non-responsive. The City of New Haven Commission on Equal Opportunities administers mandatory fees and pre-award conference requirements; successful bidders must pay EEOC fees within seven business days of the scheduled meeting (fee structure ranges from $100 for contracts valued $1–$10,000 to $4,000 for contracts exceeding $10,000,000), and all contractors and subcontractors must attend a mandatory pre-award conference before contract award. If the contract total exceeds $25,000 annually, the City of New Haven Living Wage Ordinance applies, requiring payment of no less than $21.38 per hour with benefits or $22.38 without benefits (FY 2025–2026 rates), with certified payroll reporting requirements. General liability insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 combined aggregate, workers' compensation at statutory limits, auto liability with $1,000,000 combined single limit, and excess/umbrella liability of $1,000,000 per occurrence and aggregate are required, with the City of New Haven named as an additional insured with waiver of subrogation on all policies except workers' compensation. The contract is structured on an as-needed, on-call basis with no specified contract value or contract term duration listed; however, the solicitation indicates "NO VALUE" for the contract term, suggesting pricing will be based on actual labor and materials expended for repairs and preventative maintenance services as directed by the Facilities Department, with invoicing processed through the City's e-invoice system with payment issued on Fridays.