Countywide Heating Ventilation and Air Conditioning and Mechanical Maintenance Services

Frederick County, Maryland is soliciting proposals under RFP 26-200 for comprehensive countywide heating, ventilation, air conditioning (HVAC), and mechanical maintenance services for County-owned facilities. The contract is designed to engage qualified contractors to provide all labor, materials, equipment, parts, permits, insurance, supervision, and transportation necessary to maintain, repair, and install HVAC and mechanical systems across multiple County agencies. Services are intended to cover a broad scope, including new installations, routine and preventive maintenance, minor repairs, inspections, and emergency or major maintenance for all HVAC components. The contract term is initially one year, starting approximately April 1, 2025, with up to four optional one-year renewals at the County’s discretion. The work is performed on a task order basis with delivery and performance at various County sites, with service continuity emphasized through designated contract coordinators and emergency backup contacts. Proposals must be submitted electronically via the OpenGov Procurement portal by January 13, 2026. The evaluation process will prioritize technical merit over price, with 30 points allocated to contractor qualifications, which include personnel résumés, licenses, and demonstrated experience with various HVAC brands, followed by warranty, work proposal, references, and licensing each weighted at 10 points. The County requires licensed Maryland HVAC journeymen, maintenance of detailed service logs subject to review, and strict adherence to manufacturer recommendations and applicable laws. Contractors must comply with security protocols such as personnel background checks, controlled worksite access, and behavior standards. The contract contains provisions for indemnification, termination notifications, and requires the contractor to be fully responsible for subcontractor performance. Payment is invoice-based, with invoices submitted in duplicate to a specified County address. All deliveries are FOB destination with acceptance contingent upon County inspection and written approval. Though pricing details are not provided in the documents, proposals must include labor rates and parts markup, and the County reserves the right to award contracts based on best value, allowing for flexible procurement and contingency response.