HVAC Maintenance – Fiscal Year 2027

PURPOSE

NAICA is seeking proposals from qualified subcontractors to provide HVAC Maintenance for NAICA office facilities at varies location (see table A). This document is a Request for Proposal (hereafter ‘RFP’) for the services described below and does not obligate NAICA to accept responses from eligible subcontractors. The RFP establishes minimum requirements a bidder must meet, in order to be eligible for consideration as well as information to be included in the subcontractor’s bid response.

Subcontractor is required to submit separate proposals for each available site listed in table (A). Carefully examine the specifications, conditions and limitations. The selection of the successful subcontractor will be made based on NAICA’s evaluation and determination of the relative ability of each bidder to deliver quality services in a cost-effective manner.

The following specific criteria will be evaluated and must be addressed in the proposal:

1. Company History and Organization
2. Management Approach
3. HVAC Maintenance Procedure
4. Cost Proposal and Invoicing
5. References

NAICA is not obligated to accept the lowest bid and reserves the right to reject any and all bids or amend the scope of the project. All bidders must be duly licensed or otherwise have the ability to perform work in accordance with all governing local authorities and to the satisfaction of those authorities.

CONFLICTS OF INTEREST

Subcontractor(s) must divulge any known potential conflicts of interest to include all known relations or associations by anyone employed or having an interest in the contracted company submitting any bid as follows:

• Relations/Associations to any NAICA Board member.
• Relations/Associations to any Senior or Executive employee of NAICA.
• Relations/Associations to Directors employed by NAICA.
• Vested personal or financial interest in NAICA or to any company organization that does business with NAICA and which may be construed as a conflict of interest.

INSURANCE

The successful Bidder(s) shall carry and maintain, with respect to any work or service to be performed at NAICA Locations, insurance written by a responsible insurance company, to provide for the following:

• Workers’ Compensation as required by applicable statute and Employer’s Liability Insurance.
• Commercial General Liability Insurance.
• Excess-umbrella Insurance, including terrorism coverage.
• Include a sample Certificate of Insurance including limits with the response. All policies and certificates shall provide for thirty (30) days notification to NAICA in the event of cancellation, reduction in limits or changes in coverage.

CONTRACT TERM

Contract terms shall be for a 1-year period unless terminated by either party with thirty (30) days written notice. Commencing July 1, 2026, to June 30, 2027.

SCOPE OF SERVICES

This project encompasses different locations operated by NAICA. The HVAC Maintenance schedule is the same for each location, however, each location has different HVAC details. A description of NAICA locations and HVAC details is outlined in table (A).

The selected subcontractor will come out on a quarterly basis to inspect belts, heat exchanger, hot water pumps, operation of injection, and operations of all equipment.

The selected subcontractor shall lubricate cooling tower bearings, all fans and motors bearings and moving parts, and clean/replace filters as needed on a quarterly basis. The selected subcontractor shall provide filters.

The selected subcontractor shall conduct inspections and testing on HVAC system(s) twice a year during Fall and Spring seasons. During the inspection, the selected subcontractor shall clean all HVAC units.

The selected subcontractor will come to the site when needed to identify any issues and repair in a timely manner between their hours of operations.

The selected subcontractor will maintain a maintenance log for each visit and send NAICA the report of the HVAC system(s).

INSTRUCTIONS TO BIDDERS

The bidder is to address the following subjects in their response, as well as, submit a separate bid for each location listed in Table A.

1. Company History and Organization
   Provide a brief company history, mission statement and organizational summary. Explain ownership (private or public) and include brief biographical information regarding the personnel who would be directly responsible for the management and local supervision of this project.
2. Management Approach
   Describe in detail how your company will be organized to manage this project. Indicate by position or title the person who will have the overall responsibility for the account. Indicate the support staff available to this project manager by function.
3. Maintenance Procedure
   Describe procedures in place for HVAC maintenance to meet quarterly maintenance needs.
4. Cost Proposal and Invoicing
   Propose invoicing frequency and procedures and applicable discounts. All invoices will clearly identify applicable job site coding in order to associate subcontractor’s actual costs with NAICA’s job locations or job codes. Include pricing for overall HVAC services with a combined monthly/annual subtotal and payment terms. In cost proposal, please provide a breakdown of everything included in the HVAC maintenance and a sperate cost of anything additional.

AREA OF REQUIREMENTS

PASSPort and PIP registration
• The bidder is to provide proof of registration in PASSPort and the Payee Information Portal (PIP) VIA attachment directly from PASSPort and PIP containing the following information:

• Passport vendor status
• Vendor name
• Filing Date
• Business address
• EIN
• DUNS number
• FMS Vendor Code
• Existing address and contract assignments – PIP

This document is a Request for Proposal (RFP) for the services described and does not obligate NAICA to accept responses from eligible subcontractors. This RFP establishes minimum requirements a potential bidder must meet, in order to be eligible for consideration as well as information to be included in the subcontractor’s bid response.

 

Table (A)

Thank you,

NAICA Vendor Committee
NAICARFP@naicany.org