HVAC Maintenance, Repair, and Replacement Services

The Town of Florence is seeking to establish up to three on-call contracts for comprehensive HVAC repair and replacement services across its municipal facilities, including administrative offices, public safety buildings, and community spaces. The solicitation, numbered 26-074 and posted on June 25, 2026, with a submission deadline of July 23, 2026, targets qualified contractors to deliver timely, code-compliant, and cost-effective services on an as-needed basis, ensuring uninterrupted operations and extended system life. The scope includes emergency 24/7/365 response, troubleshooting, repairs, replacements, and installations of heating, ventilation, and air conditioning systems, along with piping and related components. Contractors must provide detailed service reports, written recommendations for energy efficiency, startup documentation, and proper disposal of refrigerants and hazardous materials in full compliance with federal, state, and local environmental and safety regulations. All work must utilize new, manufacturer-approved or equivalent parts, and any design drawings requiring professional engineering seals must be secured by the contractor. Preventative maintenance is explicitly excluded from the scope. The contract will have an initial two-year term, with potential for up to three additional one-year extensions or month-to-month renewals based on performance, pricing, and continued need. Award will be made to the most advantageous proposers based on a weighted evaluation of response time and service capacity (30%), understanding of the scope of work (25%), qualifications and experience (25%), and cost proposal (20%), with pass/fail gates for responsiveness and debarment status. Proposals must be submitted electronically via OpenGov by the deadline, in PDF format, and signed by an authorized representative, accompanied by a cover letter, company profile, service approach, at least three public sector references, and proof of licenses and insurance. Contractors must maintain a current IRS W-9 on file, comply with Arizona’s E-Verify and immigration laws, adhere to OSHA standards including lockout/tagout and refrigerant handling, and carry primary, non-contributory insurance from A.M. Best A- or better-rated carriers. All records must be retained for five years post-completion and are subject to audit. Invoicing must be submitted via email to Accounts Payable with purchase order numbers and separate tax line items, and payment is net thirty days from receipt. The Town reserves the right to inspect work and facilities, test materials, and adjust evaluations, while ensuring all services are performed within the United States and in conformance