(RFP) 27-11, HVAC Maintenance and Repair - Annual Contract

Henry County, Georgia is requesting proposals for HVAC maintenance and repair services on an annual contract basis, with proposals due September 16, 2026 at 3:00 p.m. via the County's eProcurement Portal. A local-vendor privilege applies whereby local vendors within five percent of the lowest out-of-county bid may match that bid, though this does not apply to contracts exceeding $100,000.

The scope covers preventative maintenance and emergency repair services for approximately 100 HVAC units across multiple County facilities including the Courthouse, Judicial Center, Probate Court, Juvenile Public Defender office, and DOT/Stormwater facility. Services include semi-annual maintenance inspections (Spring for air conditioning, Fall for heating), routine filter changes, 24/7/365 emergency repair availability, boiler maintenance with State of Georgia inspection certification, and chiller maintenance. Pricing is F.O.B. destination and must remain firm for the contract period; requests for increases are strongly discouraged and only permissible in writing 60 days prior to renewal dates, subject to Board of Commissioners approval.

Contractors must hold a State of Georgia Class II (unrestricted) HVAC license, demonstrate a minimum of five years of commercial and industrial experience, maintain a primary office within 40 miles of Henry County, and provide a minimum of 10 EPA-certified technicians. Required insurance includes Workers Compensation (Georgia statutory limits), Commercial General Liability ($1,000,000 per occurrence), Automobile Liability ($1,000,000 combined single limit), and Professional Liability ($1,000,000).

The initial contract term is one year from execution with renewal options for two additional one-year periods, with renewal decisions made 60 days prior to expiration. Award is based on evaluation criteria: qualifications and relevant experience (35 points), experience and availability of key staff (25 points), methodology and technical approach (35 points), and cost proposal (5 points), with potential for up to 15 additional points if an oral presentation is requested. Questions are due September 2, 2026, with the first addendum posting by September 9, 2026. Small, local, veteran-owned, disadvantaged business enterprise, and female-owned businesses are encouraged to participate.