On-Call HVAC Installation and Maintenance

The City of Santa Fe, through its Central Purchasing Division in Santa Fe County, New Mexico, is soliciting competitive sealed bids for On-Call HVAC Installation and Maintenance services via an Invitation to Bid (ITB) with multiple award designations. This procurement seeks comprehensive HVAC installation, maintenance, repair, and troubleshooting services for the Paseo Real Wastewater Reclamation Facility and remote sites, encompassing preventive maintenance, emergency repairs, new equipment installation, diagnostic services, and related construction services including site work, utility work, equipment replacement, and building restoration. Bidders must be licensed contractors holding valid Construction Industries Division licenses and must demonstrate 24-hour emergency response capability and labor availability. Contractors are required to submit hourly labor rates for three personnel levels (Superintendent, Journeyman/Experienced Worker, and Laborer) with separate rates for regular and overtime hours on projects under and over $60,000, with pricing excluding gross receipts and local option taxes. All materials must be new and meet current Energy Star standards with no contractor markups permitted on materials purchased through existing Statewide Price Agreements. The initial contract term ranges from one to ten years with renewal options available by mutual agreement not to exceed ten years total. Sealed bids must be submitted electronically through the OpenGov Procurement Portal by June 2, 2026, at 2:00 p.m., with a virtual pre-bid conference and virtual bid opening to be conducted prior to award, and the project manager Paul 'Fred' Heerbrandt (pfheerbrandt@santafenm.gov) is available for inquiries.

The City reserves the right to award to the lowest responsive and responsible bidder or to make multiple awards based on geographic service areas, historical usage, and responsiveness considerations. State-level resident preferences of 8 percent for resident contractors and 10 percent for resident veteran contractors (limited to those with less than $6 million in prior-year gross revenue) may apply if no federal funds are used in the procurement. Contractors must maintain comprehensive insurance coverage including workers' compensation and comply with the New Mexico Public Works Minimum Wage Act for projects exceeding $60,000, with performance and labor/material payment bonds at 100 percent of task order value required for projects exceeding $25,000. The previous single-vendor arrangement with McDowell for HVAC services resulted in capacity constraints during simultaneous system failures, prompting the City to pursue multiple awards to ensure adequate capacity and rapid response capabilities for critical system failures at the 16-building facility. All contractors must comply with OSHA requirements, City of Santa Fe Stormwater Best Management Practices, and manufacturer specifications. While specific budget values are not provided in the solicitation materials, the multiple award structure and the critical nature of wastewater facility operations suggest significant ongoing service requirements across multiple vendor relationships.