HVAC Filters and Preventive Maintenance Services

Coastal Carolina Community College is soliciting Invitation for Bids (IFB) number 90-202627-02 for campus-wide HVAC preventive maintenance and filter replacement services. The scope of work covers mechanical equipment including water-to-air and water-to-water heat pumps, hot water boilers, exhaust fans, and ventilators across multiple Jacksonville, North Carolina locations, including 444 Western Boulevard, 253 Western Boulevard, and 708 Bell Fork Road. The awarded vendor is responsible for providing parts coverage for all filters and air cooled condenser coil cleaning. Key deliverables include two annual seasonal start-up inspections following Trane's checklist standards, geothermal refrigeration system flushing with at least five gallons of water per unit, and filter changes performed six times per year during October, December, February, April, June, and August, with each completed by the 28th of the month. Bids are due by October 28, 2026, and must be submitted as sealed, mailed responses. Award decisions will be based on the most advantageous bid representing the best value, evaluating factors such as cost, completeness, and the vendor's responsibility and references. Vendors must provide an eVP number, certify compliance with North Carolina General Statutes regarding non-collusion and E-Verify, and register with the NC Secretary of State upon award. Contract administration requires the submission of a PM checklist with component analysis after each service call, and payments are contingent upon inspection and acceptance of services. The contract is valued between the Small Purchase threshold and 1,000,000 dollars, and all maintenance must adhere to manufacturer guidelines.