Trial Court - Region 3 - Chiller PM Service Contract

The Massachusetts Trial Court, Facilities Management & Capital Planning is requesting proposals for a three-year preventive maintenance and repair service agreement for chillers and associated HVAC equipment serving ten Region 3 court facilities across Essex and Middlesex Counties, with proposals due September 24, 2026 at 2:00 p.m. Eastern Time via COMMBUYS.

The scope covers chillers (Multistack, YORK, Trane, and Carrier models), cooling towers, chilled-water pumps, condenser-water pumps, water separators, and related HVAC components at facilities in Lawrence, Haverhill, Lowell, Newburyport, Salem, Peabody, and Lynn. Appendix A identifies fifty items across the seven locations. The agreement includes a three-year base term commencing October 1, 2026 through September 30, 2029, with two optional one-year renewal periods at the Trial Court's sole discretion.

Bidders must submit detailed pricing on a General Bid Form and Supplemental Bid Form A, identifying annual preventive maintenance prices per facility and labor rates for four classifications: HVAC Technician/Mechanic, Chiller Technician, Controls Technician, and Apprentice/Helper, plus markups for parts, materials, subcontracted work, and equipment rentals. All preventive maintenance prices are firm for the applicable contract period; repair services, labor rates, and markups constitute maximum charges. A bid deposit equal to five percent of the total bid amount is required. The successful contractor must furnish a Performance Bond and Labor and Materials Payment Bond each equal to one hundred percent of the contract sum, with costs included in the proposed price.

Prevailing wage rates for Essex and Middlesex Counties apply under Massachusetts Department of Labor Standards Schedule 26-27D, effective September 14, 2026. Contractors must maintain weekly certified payroll records and Statements of Compliance for three years. All work shall be performed by qualified HVAC technicians during regular service hours of 6:00 a.m. to 2:00 p.m., coordinated with court operations. A pre-bid site tour is available for prospective bidders. Bidders must submit a Prime Contractor Update Statement and Certificate of Eligibility. The Commonwealth of Massachusetts Standard Contract Form (Appendix O) and Massachusetts Terms and Conditions (Appendix T) govern the agreement.