RFP # 27-11, HVAC Maintenance and Repair - Annual Contract

Henry County, Georgia is requesting proposals for HVAC maintenance and repair services on a renewable annual contract under RFP #27-11, with proposals due September 16, 2026 at 3:00 p.m. local time. Small businesses, local vendors, veteran-owned businesses, disadvantaged business enterprises, and female-owned businesses are encouraged to participate; however, no mandatory set-aside or preference program is stated.

The scope includes semi-annual preventative maintenance inspections (spring for air conditioning, fall for heating), routine filter replacements, emergency 24/7 repair services, boiler maintenance with state inspection certification, and chiller maintenance across various county buildings. Services are delivered Monday through Friday from 8:00 a.m. to 4:30 p.m., excluding county holidays, with around-the-clock emergency response. The contractor must furnish all labor, materials, equipment, and services.

Required qualifications are a current Georgia Class II unrestricted HVAC license, at least five years of commercial and industrial HVAC experience, a primary office within 40 miles of Henry County, and a minimum of 10 EPA-certified technicians. Required insurance includes Workers' Compensation at Georgia statutory limits, Commercial General Liability with $1 million per-occurrence limits, Automobile Liability with $1 million combined single limits, and Professional Liability with $1 million limits. All prices are F.O.B. destination and must remain firm for the contract period.

The initial contract term is one year from the date of execution, with options for two additional one-year renewals. Contract renewal decisions must be made 60 days prior to expiration; price increases are accepted only 60 days before renewal and require Henry County Board of Commissioners approval. Evaluation criteria are 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 up to 15 additional points possible from oral presentations. Clarification requests are due September 2, 2026; addenda will be issued by September 9, 2026. Proposals must be submitted through the County's eProcurement Portal or delivered in person to the Purchasing Department at 140 Henry Parkway, McDonough, Georgia 30253. Proposals may not be withdrawn for 60 days after closing.