PCMC ON-CALL HVAC SYSTEM REPAIR AND MAINTENANCE SERVICES - RFP

PCMC is inviting proposals from qualified persons or firms (“Respondent”) to provide On-Call HVAC System Repair and Maintenance Services to PCMC on an as needed basis. Respondents may submit one or more services requested in the price list.

**PROJECT DESCRIPTION:** Provide all labor, materials, equipment, and supervision necessary to complete commercial HVAC system repair and parts services on an as-needed basis.

PCMC seeks to contract with a qualified vendor or vendors (“Respondent”) to provide professional on-call HVAC system repair and maintenance services for all PCMC properties. The City currently manages an inventory of 24 buildings across multiple municipal locations. The City currently handles standard preventative maintenance but requires professional contractors for specialized maintenance and complex repairs.

Generally, Respondent will be responsible for providing all labor, materials, equipment, and supervision necessary to complete commercial HVAC system repair and maintenance services on as-needed basis.

Labor

Respondent is responsible for ensuring only qualified technicians perform labor for services requested by PCMC. PCMC must receive a certified statement from the Respondent attesting to the qualifications of each technician prior to performing work on City facilities.

Respondent must provide 24/7/365 emergency response capability with guaranteed response times outlined below:

• Routine: Scheduled work within 5-7 business days of request.
• Emergency: Required for extreme discomfort concerns (extreme heat/cold) involving PCMC staff and/or public exposure. Same day/EOD response, within 2 hours of request.

Materials and Equipment

To maintain consistency, PCMC prefers OEM products to be used when applicable. Many existing HVAC systems share the same specifications, but each facility’s HVAC equipment may differ. Staff at each facility may request or require specific branded parts and should be consulted before ordering and replacing. Equivalent alternatives require explicit written PCMC approval.

Respondent will provide explicit material markup percentage on provided price list.

Warranty

Respondent must provide the following warranties:

• Minimum 90-day labor warranty.
• Minimum 12-month materials warranty.

Maintenance Log

Respondent must consistently keep a maintenance log showing work performed for the City. Log must be prepared by service personnel at time of service and be provided to the designated Project Manager after each visit. PCMC reserves the right to review and confirm completed services prior to acceptance.

City Codes

All work must meet and conform to below standards and codes:

• EPA 608
• HVAC Excellence
• ASHRAE, AHRI
• IMC, IRC, IECC
• NEC / NFPA 70
• OSHA
• M1 / M2
• R-410A / R-32

Note: The PC Library facility requires an LG factory technician possessing LG VRF system certification.

Submit proposals electronically via Utah Public Procurement Place (“U3P”). The proposals will be opened after the submission deadline. Proposals are limited to 10 pages. Proposals will remain valid for 90 days after submission.

**Required** documents: *Business Confidentiality Request Form*, copy of valid W-9, proof company is registered, or has applied for registration, to do business in Utah, and proof of insurance compliant with Exhibit “C”. LG VRF Certification is only required to qualify for PC Library work.

**Evaluation:** Experience and Qualifications (30 points); Equipment and Resources (30 points); Cost Proposal (20 points); References and Past Performance (20 points). The awards will go to all vendors in the competitive range based on score. Price may not be the sole deciding factor.

**Contract term:** Contracts will be for a period of three (3) years, with the option to renew for two (2) additional one-year periods. If awarded, Respondents must give a one-year price guarantee, after which increases in accordance with CPI will be considered if approved in writing by both parties.

**Site inspections:** Respondent is encouraged to schedule in person inspections at each site listed in Exhibit “A”. The facilities listed in Exhibit “A” must be viewed with City staff present.

All contracts with an aggregate cost over the term that exceeds **$100,000** require approval of the City Council.