The Village of Oak Brook is soliciting proposals for HVAC Systems Maintenance & Repair Services. Introduction The Village of Oak Brook is soliciting proposals for HVAC Systems Maintenance & Repair Services. The intent of this request for proposals is to obtain the services of a qualified contractor, having experience in the preventive maintenance and repair of commercial and industrial HVAC, heating, and air conditioning systems. The contractor must be capable of providing the full spectrum of services consisting of maintenance, repair, and replacement of the heating, ventilating, air conditioning systems, subsystems, and components normally considered as part of an HVAC system and required for the proper functioning of that system according to standard industry practices and usage. Proposal Specifications There are two different types of services requested: 1) HVAC preventive maintenance, and 2) diagnostics and general repairs to restore operation of the systems in the event of failure. Compensation for diagnostics and general repairs to the systems will be on a time and material basis, with the scope of the work to be mutually agreed upon by the Village and the successful proposer. Prospective proposers will provide a proposal price for HVAC preventive maintenance and services on an annual basis for a five (5) year term contract (2024 - 2028). Maintenance shall generally be performed semi-annually for all equipment unless the manufacturers' recommendations dictate otherwise. An equipment and filter/belt list for all mechanical equipment is attached in Exhibit A. The Village does not warrant that the list is completely accurate and up to date. Proposers will have the opportunity to review the equipment listed at the Mandatory Pre-Proposal Meeting and Walk-Thru, February 28, 2024 at 9:00 a.m. It shall be the successful proposer's responsibility to update the equipment list as warranted and inspect each asset for each item listed on the inspection checklists. The proposal price shall include prices for all air filters, and belts, as recommended by the equipment manufacturer and other related parts, boiler chemicals, materials, and labor to perform the preventive maintenance services. The proposer must be capable of performing all aspects of maintenance and repairs on HVAC systems and all other equipment used for indoor climate control. The successful proposer shall furnish all labor, equipment, parts, and necessary materials to perform scheduled preventive maintenance and inspections. Preventative maintenance and inspection will be performed between the hours of 7:00 AM - 3:30 PM Monday through Friday. Upon invoicing, the successful proposer shall provide the Village with a PM checklist for each piece of equipment present indicating the location/make/model/serial number, as well as PM checkpoints for each item. The scope of equipment included in this request for proposals is included in Exhibit A. The listing in Exhibit A may not be entirely current and is not meant to be inclusive of all equipment covered under the contract, rather it should serve as an indication of the type and size of each system. HVAC Preventative Maintenance - The successful proposer will provide preventative maintenance services for all HVAC equipment covered under the contract in accordance with the manufacturer's recommendations. Exhibit A includes an equipment list of each asset type and location. The successful proposer shall perform all preventative maintenance and inspections for each of the pieces of equipment listed in Exhibit A for the duration of the contract. Generally, all filters, belts changes and preventative maintenance and inspections of all equipment shall be performed semi-annually (during spring and fall start up). In addition, all air conditioning coils shall be cleaned each year prior to the cooling season (after the cottonwoods seed). If an inspection or maintenance period is unknown for a piece of equipment, the successful proposer shall make a recommendation to the Village for a prescribed maintenance schedule prior to commencing work. All deficiencies discovered during the preventive maintenance procedures shall be brought to the attention of the Public Works Director or designee. The Village reserves the right to reject any or all proposals, waive or not to waive any irregularities therein, and to accept the proposal considered to be in the best interest of the Village.
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