RFP HVAC Preventative Maintenance, Repair and Emergency Services

The Housing Authority of Kansas City, Missouri is requesting proposals for comprehensive HVAC asset management, preventive maintenance, repair, emergency response, and replacement services across approximately 1,750 residential, multifamily, high-rise, and commercial units, with proposals due November 20, 2026 at 3:00 p.m. Pacific Time and a pre-bid meeting on November 5, 2026 via Microsoft Teams.

Section 3 Program requirements apply to HUD-funded assignments, with benchmarks mandating 25 percent Section 3 worker labor hours and 5 percent targeted Section 3 worker labor hours; contractors must submit a Section 3 Action Plan and Compliance Agreement. All technicians must hold EPA 608 Universal Certification and OSHA 10 Certification with minimum three years of field experience. Supervisors require OSHA 30 Certification and five years of supervisory experience.

Services include preventive maintenance on split systems, heat pumps, furnaces, rooftop units, boilers, chillers, and cooling towers; diagnostic and repair services; 24-hour emergency response with priority-based timeframes (one hour for Priority 1, four hours for Priority 2, and 48 hours for Priority 3); capital repairs and equipment replacement; and building automation systems maintenance. Pricing shall be submitted as annual lump sum amounts for preventive maintenance by equipment type and hourly labor rates for apprentice, journeyman, senior, and controls technicians during standard, after-hours, weekend, and holiday periods, with material markups capped at designated percentages and no markup permitted for rental equipment.

The contract term is two years with three optional one-year renewal periods, for a potential maximum of five years, with performance beginning January 1, 2027. HAKC reserves the right to make single or multiple awards and establish a qualified contractor pool for indefinite delivery indefinite quantity services. Insurance requirements include three million dollars general liability per occurrence, five hundred thousand dollars auto liability, and five hundred thousand dollars workers compensation. Davis-Bacon and McNamara-O'Hara Service Contract Act requirements potentially apply to individual task orders. The inquiry deadline is November 9, 2026, and contract awards are anticipated in December 2026.