RFP#335-27-YE PREVENTATIVE MAINTENANCE FOR CITY-WIDE HVAC SERVICES

The City of Portsmouth is soliciting sealed proposals for solicitation 335-27-YE to obtain a licensed and qualified firm for city-wide preventive maintenance of HVAC systems across various municipal facilities, including administrative offices, public safety buildings, courts, libraries, and recreation centers. The contract consists of an initial two-year term with three optional one-year renewals. The scope of work is strictly limited to preventive maintenance, such as general operating inspections, filter replacements, and the maintenance of chillers, boilers, and RTUs; it specifically excludes corrective repairs, emergency responses, and major component replacements. Within 60 days of execution, the contractor must provide a verified electronic equipment inventory, and an annual maintenance schedule must be submitted within 15 days of the contract start. Qualified offerors must hold a Virginia contractor license with an HVAC specialty classification and possess at least five years of comparable commercial or governmental experience. Technicians must be EPA Section 608 certified. Proposals are evaluated based on technical approach (30%), experience and qualifications (30%), organizational capability (15%), cost (15%), and M/WBE participation (10%). The City will select three or more qualified offerors for interviews before awarding the contract to the best overall proposal. Submissions must be made electronically via eVA by October 20, 2026. The contract is governed by the laws of the Commonwealth of Virginia and the City of Portsmouth Procurement Ordinance, with liquidated damages set at 500 dollars per calendar day for delays beyond the agreed-upon completion date.