RFB No. 27-0003 HVAC Preventive Maintenance & Repair Services

Columbus Consolidated Government's Finance Department Purchasing Division is requesting bids for HVAC preventive maintenance and repair services at eight municipal facilities in Columbus, Georgia under RFB 27-0003, with bids due August 19, 2026 at 2:30 PM Eastern. Award will be based on best value considering responsiveness, responsibility, and local business preferences per City ordinances. A non-mandatory site visit is scheduled for July 30, 2026 at 10:00 AM at Columbus City Hall.

The scope covers comprehensive maintenance and repair services for chillers (centrifugal and helical rotary types) and cooling towers at the Civic Center, County Jail, Government Center, Public Safety Building, Citizen Service Center, Columbus Convention and Trade Center, Sheriff's Office, and City Hall. Required services include visual and annual internal inspections, 24-hour emergency call service 365 days per year, cooling tower cleaning, eddy current testing, infrared scanning, and vibration analysis. Bidders must submit separate pricing forms for chillers and cooling towers, including line items for eddy current testing, annual maintenance inspections, optional in-depth analysis, optional compressor cleaning, optional parts replacement, service calls, travel time, and parts at cost plus markup. A 12-month warranty on materials and workmanship and written commitment to provide 24-hour emergency service are mandatory.

The initial contract term is three years with options to renew for two additional twelve-month periods, contingent upon mutual agreement, funding appropriation, and City Council approval. Fixed pricing applies to the initial three-year term; renewal-period escalation requests are capped at 5 percent maximum and require documented justification and departmental approval. Performance and payment bonds equal to 100 percent of contract value are required if the contract exceeds $50,000.

Mandatory bid requirements include E-Verify affidavit compliance per Georgia O.C.G.A. 13-10-91, a notarized conflict of interest affidavit, communication confirmation form, and federal compliance acknowledgment. Bidders must provide insurance coverage including workers' compensation, general liability ($1 million), contractual liability, automobile liability, errors and omissions, and umbrella coverage, with Columbus Consolidated Government named as additional insured. The City reserves the right to add or delete service locations and request price quotes for added locations. Virtual bid opening occurs at 3:00 PM on August 19, 2026 via DemandStar.