RFP On-Call HVAC Maintenance Services - Addendum 1
DATE:December 15, 2025
TO: All Prospective On-Call HVAC Maintenance Services Consultants
RE: RFP On-Call HVAC Maintenance Services
ADDENDUM NUMBER 1
The following shall be considered as incorporated into the Request for Proposal (RFP) for the above
referenced services. Portions of RFP not specifically mentioned in this Addendum remain in force.
REQUEST FOR PROPOSAL
Question 1:The RFP references on “on-call” contract, but the scope also lists specific buildings
and equipment and mentions maintenance, repairs, and replacements. Can you
please clarify if this is intended to be strictly time-and-material (T&M) on an as-
needed basis, or if it also includes scheduled maintenance and capital
repair/replacement work?
Answer 1: Maintenance work will be at T&M. Larger repairs and replacements will
require an estimate to be approved by City staff.
Question 2: Exhibit B asks for a Contract Sum rather than T&M labor rates. Can you please
clarify what the Contract Sun should include (estimated annual services, a not-to-
exceed amount, allowance for repairs, etc.)?
Answer 2: Work will be on a T&M as-needed basis, with a not-to-exceed amount of
$300,000 - $500,000.
Question 3: If pricing is expected to include maintenance, repairs, or replacements for specific
equipment and locations, a site walk and full equipment inventory would be needed
to develop accurate pricing. At this time, we do not see a job walk or pre-bid site
visit listed. Please let us know if one will be scheduled.
Answer 3: A job walk is not scheduled. Each set of tasks will either be T&M or an
estimate will be requested for the specific scope at the proposed labor rate.
Question 4: Is this intended to be a one-year contract, or a multi-year agreement?
Answer 4: Multi-year contract. Three (3) years with an option for two (2) one (1)-year
extensions.
Question 5:Is it acceptable to email a copy of the bid?
Answer 5: Yes, it is acceptable to email a copy of the bid and/or send in a hard copy via
mail or hand delivery.
Question 6: Page 5 of 11 uses the term, “Career Controls Encompass Systems Certified” is
used, but that is an old carrier training term that is no longer being used. There are
Gold and Silver Certifications for Carrier Expert Dealers. Please revise this
requirement to the Gold Certified instead of ES Certified.
RFP page 5 of 11 Currently Reads:
“Bidders shall have the following certifications:
ASHRAE Certified
NATE Certified
EPA Certified
Career Controls Encompass Systems Certified
Certified to repair Carrier, York, Tempmaster, Data Air and Trane
units”
RFP page 5 or 11 is Amended to Read:
“Bidders shall have the following certifications:
ASHRA Certified
NATE Certified
EPA Certified
Career Controls Encompass Systems and/or Gold Certified
Certified to repair Carrier, York, Tempmaster, Data Air and Trane
Units”
The Consultant is hereby notified; Addendum No. 1 must be acknowledged as stipulated under
the instructions to Bidders and submitted as part of the Bid. Failure to do so shall result in the
City designating said bid as "Non-Responsive."
APPROVED:
ALFRED BERUMEN
Fleet & Facilities Analyst
END OF ADDENDUM NUMBER 1