Heating, Ventilation and Air Conditioning (HVAC

The City of Warner Robins (hereinafter “City”) is requesting proposals from qualified professionals to furnish all labor, materials, tools, equipment and insurance needed to perform scheduled maintenance and “as needed” repairs and/or replacements of the heating, ventilation, and air conditioning for the City of Warner Robin’s Recreation Department facilities located within the geographic boundaries of the City. See attachment # 6 8 Request for Proposal (RFP) R-4663 HVAC Maintenance & Repair Services for the specific specifications and requirements. The City is requesting proposers to provide their recommendations for scheduled preventative maintenance at each facility listed. Proposals should outline a detailed plan for regularly scheduled maintenance tasks at each of the listed building or facilities. The Cities primary goal is to avoid breakdowns by performing maintenance tasks before problems arise.  The City reserves the right to add or delete buildings and/or facilities at any time during the life of the contract or resulting extensions, with thirty (30) days’ written notice. Additions shall be added at a negotiated rate that has the mutual agreement of the City and the Contractor. It is the proposer’s responsibility to provide an appropriate level of on-site staffing as needed, provide appropriate tools and vehicles necessary to support all facilities HVAC maintenance functions during normal business hours and for response after normal working business hours.   The proposer’s services are to be compliant with all Federal, State and local applicable regulatory requirements and ordinances as well as applicable State construction codes. In addition, all services must be in compliance with the International Mechanical Code. Proposer, and all of proposers’ sub-providers/contractors, at its and/or their sole expense, shall obtain and maintain during the term of this agreement all appropriate permits, certifications and licenses. Bids must include a copy of the contractor’s current state of Georgia Conditioned Air Contractor License Class II (non-restricted) and current business license to be considered responsive.  
Contract awarded as a result of proposals submitted under this RFP shall extend from the date of award for a period of 12 full months. Contract is renewable, at the option of the City, and upon written agreement by the vendor.  However, the total duration of this contract, including the exercise of any options, shall not exceed five (5) years (basic one (1) year and four (4) one (1) year options).   Prices shall remain firm for the duration of the initial Contract period. Reasonable price changes based on market conditions and price/cost analysis may be made after the initial Contract period. The Contractor shall supply documentation satisfactory to the City of Warner Robins, such as: documented changes to Producers Price Indexes; Consumer Price Indexes; or a manufacturer’s published notification of price change(s).  
The City of Warner Robins will evaluate this information to determine if revising the pricing is considered fair and reasonable to the satisfaction of the City of Warner Robins. Requests for any such change must be received in writing by the City of Warner Robins Purchasing Department thirty (30) days prior to the expiration of the original contract term. The County may cancel the contract if the price increase request is not approved.   All price reductions at the manufacturers’ or distributors’ level shall be reflected in a reduction of the contract price(s) to City of Warner Robins retroactive to the effective date of the price reduction(s).  
Site visits are required to be considered a responsive bidder. Proposers must visit and sign in at each of the specific locations during the designated date and specified times provided in attachment #6 8 Request for Proposal (RFP) R-4663 HVAC Maintenance & Repair Services, Section III. Specifications A. Facility Site Visit Schedule.  
*Any questions that come up during these site visits must be submitted in IonWave. The City representative attending these site visits cannot answer any questions.  
A mandatory pre-bid meeting will be held on Monday March 10, 2025, at 10:00 AM (ET) in the Conference Room of North Houston Sports Complex (900 N. Houston Road, Warner Robins, GA 31093). To remain eligible for bid award, at least one representative from the respective contractor must be in attendance promptly at the start of the meeting and remain present for the duration of the meeting.
 
Contractors are encouraged to submit questions for clarification or additional information relating to RFP specifications. All questions must be submitted via IonWave by Tuesday, March 11, 2025, at 2:00 PM (ET). Corresponding answers will be posted publicly in IonWave.
  Each prospective bidder must upload and submit your proposals with all required documents through the City’s IonWave bidding system by the designated date and time of Friday, March 14, 2025, at 2:00 P.M. (ET).  
Submission of a proposal shall constitute acknowledgement and acceptance of all terms, conditions, and addenda to this solicitation.   The City of Warner Robins reserves the right to reject any and all proposals, to waive informalities and technicalities, and to accept or reject any item or combination of items. The bid, if awarded, will be awarded to the responsible bidder whose bid will be most advantageous to the City of Warner Robins, price, availability, value and other factors considered.