RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services

DeKalb County School District (DCSD) is issuing Request for Proposal 26-727 for District Wide Evening Preventative HVAC Maintenance Services to serve approximately 138 schools and centers across the district. The procurement seeks qualified contractors to provide comprehensive preventive maintenance on heating, ventilation, and air conditioning systems, including rooftop units, air handling units, unit ventilators, heat pumps, split systems, boilers, chillers, and associated controls. Services must be performed during evening hours (weekdays 4:00 PM to 11:00 PM and weekends as needed by task order) to minimize disruption to instructional activities. Deliverables include labor, materials, tools, equipment, and supplies for monthly visual inspections and condensate system checks, quarterly coil cleaning and bearing lubrication, biannual seasonal startups with coil maintenance and refrigerant checks, and annual comprehensive performance verification. Preventative maintenance work will be issued via work orders on a quarterly frequency basis, with site-based assignments covering entire schools. Qualified contractors must be Georgia-licensed mechanical contractors with EPA 608 certification, minimum five years of verifiable K-12 or commercial HVAC preventive maintenance experience, trained technicians on represented original equipment manufacturers, and a Certificate of Existence from the State of Georgia. Proposals will be evaluated on firm overview (20 points), scope of services and methodology (35 points), relevant experience and expertise (20 points), professional references (10 points), and cost proposal (15 points). The deadline for written questions is March 20, 2026, with responses posted by March 27, 2026; proposals must be submitted electronically through the district's portal by 2:00 PM EST on April 14, 2026, with a virtual public opening at 3:00 PM the same day. The initial contract duration is one year from final execution, with up to four optional one-year extension periods subject to DCSD Board of Education approval and fiscal year funding availability, with services expected to commence in June 2026.

The RFP does not identify any set-aside designations or restrictions limiting responses to specific types of organizations or disadvantaged enterprises; however, all contractor personnel requiring access to school premises must undergo criminal background checks at the contractor's expense ($45 per individual). The district maintains current separate filter supply and HVAC repair contracts, with contractors responsible for noting filter conditions during preventative maintenance visits while the district retains procurement responsibility for filters and corrective repairs exceeding minor adjustments. DCSD will not provide HVAC asset inventories, site maps, or mechanical layouts upfront; instead, DCSD Staff will confer directly with contractors to coordinate equipment inventory and location details, with staff available as the primary point of contact for evening scheduling coordination. The RFP specifies that pricing shall be submitted on a cost proposal form detailing hourly rates for supervisors, technicians, and helpers for evening, holiday/weekend, and emergency services, along with percentage markups (not to exceed 15 percent) for equipment rental and materials, with all costs being all-inclusive and no add-on charges permitted. DCSD intends to award multiple contracts to qualified contractors with awardees assigned to specific geographic areas, though the exact number of awards and contract value are not specified in the available documentation. Contract pricing must remain firm for the entire contract term, with only one price change allowable during any 12-month period at renewal or extension anniversaries subject to written DCSD approval. Award is contingent upon DeKalb County Board of Education approval and availability of funding.