Request for Proposals for HVAC Maintenance and Repair Services

The City of Milwaukie, Oregon is requesting proposals for HVAC maintenance and repair services on an as-needed basis across five major city buildings, with proposals due September 17, 2026 at 2:00 p.m. PDT. The City intends to award up to two contracts for a duration of up to six years. The City encourages contractors to utilize minority-owned, women-owned, veteran-owned, and emerging small business enterprises for subcontracted services and materials, though this is not a set-aside or mandatory participation goal.

Services include preventive maintenance, corrective repairs, emergency response, equipment troubleshooting, and system commissioning at City Hall, Milwaukie Ledding Library, Public Works Administration Building, Public Works Operations Building, and Public Safety Building. Contractors must provide 24/7 dispatch service with non-emergency response acknowledgment within one hour and on-site arrival within 24 hours, and emergency response within four hours. Three violations of response-time requirements within a 12-month period may result in contract termination. All work must comply with applicable building codes, manufacturer recommendations, and industry standards.

Minimum requirements include legal registration in Oregon, five years of business operation, current Oregon Construction Contractors Board registration, and no violations of prevailing wage laws. Contractors must hold a $30,000 public works bond filed with the Oregon Construction Contractors Board. Work is subject to Oregon prevailing wage requirements under ORS 279C.800 to 279C.870. Contractors must provide pricing for regular work hours, after-hours and weekend rates, emergency callback charges, materials markup, equipment markup, and vehicle charges, with pricing firm for the initial two years of the contract. Contractors are responsible for permit applications for major component replacements exceeding $10,000.

Evaluation uses a 108-point scale: qualifications (30 points), references (30 points), pricing (30 points), and COBID certification status (18 points). Proposals will be evaluated by a panel of at least three city staff members, with top proposers potentially invited to interviews. The City reserves the right to reject any or all proposals, negotiate with individual proposers, or cancel the award at any time before contract execution. Proposals must be submitted electronically through Euna Procurement Bonfire.