2026-020 - Mechanical HVAC Service & Preventative Maintenance for Roanoke County

The contract involves providing comprehensive mechanical HVAC maintenance, repair, and preventative services across various Roanoke County facilities, with an initial term from October 17, 2025, to October 16, 2026, and options for up to four additional yearly renewals. The work scope includes scheduled maintenance, emergency repairs, and supply of replacement parts, with all services performed in accordance with industry standards, manufacturer guidelines, and applicable Virginia laws and codes. The contract emphasizes qualified personnel with at least five years of experience, specialized training on major HVAC brands, and adherence to Virginia contractor licensing requirements, including a Class A license. Insurance, indemnity, and bonding are mandatory, with the County reserving the right to reject personnel or subcontractors not meeting standards. Delivery is FOB Destination, inside the specified County locations, with risk passing upon acceptance after inspection at the site. Bids are to be submitted via sealed packages clearly marked with the solicitation number, bidder’s name, and opening date, or electronically through the Virginia eVA system by October 3, 2025, at 2:00 PM. The procurement process prioritizes the lowest responsive and responsible bid, evaluated on price, bidder qualifications, past performance, and ability to deliver promptly. The contract incorporates numerous Virginia statutes and local policies, including nondiscrimination, ethics, and drug-free workplace clauses. Payment procedures require detailed invoicing with work order numbers, and the County’s designated Purchasing Division manages all contract administration and communication. Supporting documents include detailed specifications, insurance requirements, scope of work exhibits, and a bid form, which must be completed and submitted as part of the proposal package.