HVAC PM, EMERGENCY CALL-OUT & AFTER HOUR SERVICE

HVAC PREVENTIVE MAINTENANCE, EMERGENCY CALL-OUT & AFTER-HOURS SERVICE AGREEMENTGARY SANITARY DISTRICT (GSD)PURPOSE

The purpose of this Agreement is to establish a comprehensive Heating, Ventilation, and Air Conditioning (HVAC) Preventive Maintenance, Emergency Call-Out, and After-Hours Service Program for facilities owned and operated by Gary Sanitary District (GSD).

This agreement is intended to:

• Maintain reliable operation of HVAC systems.

• Reduce emergency equipment failures and downtime.

• Extend equipment service life.

• Improve indoor air quality and workplace conditions.

• Support critical treatment, process, and administrative operations.

• Provide emergency and after-hours HVAC support.

• Ensure consistent inspection, maintenance, and reporting practices.

• Maintain operational continuity throughout all GSD facilities.

Project Details

• Reference ID: 2026-RFQ-044
• Department: Engineering
• Department Head: Jabez Anderson (Engineering Manager)

Important Dates

• Questions Due: 2026-06-04T05:00:00.000Z
• Pre-Proposal Meeting: 2026-06-03T18:00:00.000Z — PRE-BID MEETING SUMMARY HVAC Preventive Maintenance, Emergency Call-Out & After-Hours Services Agreement Gary Sanitary District (GSD) Meeting Purpose The purpose of this pre-bid meeting is to provide prospective contractors with an overview of Gary Sanitary District's HVAC Preventive Maintenance, Emergency Call-Out, and After-Hours Service requirements. This meeting will allow contractors to gain a clear understanding of the facilities, equipment, service expectations, response requirements, reporting standards, and pricing proposal requirements prior to submitting a proposal. Discussion Topics Overview of Gary Sanitary District facilities and operations Review of HVAC equipment covered under the agreement Preventive Maintenance requirements and service frequency Emergency Call-Out expectations After-Hours, Weekend, and Holiday service requirements Contractor response time expectations Non-proprietary equipment and documentation requirements Reporting and communication requirements Safety, insurance, and contractor qualifications Review of pricing proposal form and unit pricing structure Questions and answers from prospective vendors ________________________________________________________________________________ Microsoft Teams meeting Join: https://teams.microsoft.com/meet/25910150924650?p=tc1BJBx4TmIUuuhLBo Meeting ID: 259 101 509 246 50 Passcode: aX6qC7ft

Evaluation Criteria

• The Scope of work shall include the following: —

  HVAC PREVENTIVE MAINTENANCE, EMERGENCY CALL-OUT & AFTER-HOURS SERVICE AGREEMENTGARY SANITARY DISTRICT (GSD)PURPOSE

  The purpose of this Agreement is to establish a comprehensive Heating, Ventilation, and Air Conditioning (HVAC) Preventive Maintenance, Emergency Call-Out, and After-Hours Service Program for facilities owned and operated by Gary Sanitary District (GSD).

  This agreement is intended to:

  • Maintain reliable operation of HVAC systems.

  • Reduce emergency equipment failures and downtime.

  • Extend equipment service life.

  • Improve indoor air quality and workplace conditions.

  • Support critical treatment, process, and administrative operations.

  • Provide emergency and after-hours HVAC support.

  • Ensure consistent inspection, maintenance, and reporting practices.

  • Maintain operational continuity throughout all GSD facilities.

  NON-PROPRIETARY REQUIREMENTS

  All equipment, controls, software, passwords, service records, programming, and maintenance documentation shall remain accessible to Gary Sanitary District.

  The Contractor shall:

  • Provide all service reports and maintenance documentation.
  • Provide equipment condition assessments.
  • Provide access to programming, controls, manuals, and startup documentation.
  • Utilize industry-standard equipment and maintenance practices.
  • Coordinate with GSD staff and other contractors as directed.

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  SCOPE OF PREVENTIVE MAINTENANCE SERVICES

  The Contractor shall perform scheduled inspections and maintenance on HVAC equipment including but not limited to:

  Cooling Equipment

  • Rooftop Units (RTUs)
  • Split Systems
  • Condensing Units
  • Mini-Split Systems
  • Air Conditioning Systems
  • Make-Up Air Units

  Services shall include:

  • Check refrigerant pressures and temperatures.
  • Inspect refrigerant lines and connections.
  • Inspect condenser and evaporator coils.
  • Clean condenser coils as needed.
  • Inspect electrical connections.
  • Inspect contactors, relays, and capacitors.
  • Verify compressor operation.
  • Verify condenser and evaporator fan operation.
  • Inspect drain pans and condensate systems.
  • Verify thermostat and control operation.

  Heating Equipment

  • Furnaces
  • Unit Heaters
  • Gas-Fired Heating Equipment
  • Electric Heating Equipment

  Services shall include:

  • Inspect burners and ignition systems.
  • Verify heating operation.
  • Test safety controls.
  • Inspect heat exchangers.
  • Verify gas pressure where applicable.
  • Inspect flue and combustion air systems.
  • Inspect electrical components and controls.

  Ventilation Equipment

  • Exhaust Fans
  • Supply Fans
  • Air Handlers
  • Ventilation Systems

  Services shall include:

  • Inspect motors and bearings.
  • Verify belt condition and tension.
  • Inspect pulleys and sheaves.
  • Verify airflow and operation.
  • Inspect electrical components.

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  MAINTENANCE FREQUENCY

  Contractor shall provide:

  • Quarterly HVAC Preventive Maintenance Inspections
  • Seasonal Start-Up Inspections
  • Seasonal Shutdown Inspections
  • Additional inspections as requested by GSD

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  EMERGENCY CALL-OUT SERVICES

  The Contractor shall provide emergency HVAC service twenty-four (24) hours per day, seven (7) days per week.

  Emergency services may include:

  • HVAC system failures.
  • Loss of cooling in critical facilities.
  • Loss of heating during winter operations.
  • Refrigeration system failures.
  • Control system failures.
  • Exhaust and ventilation failures.
  • Equipment lockouts and shutdowns.
  • Refrigerant leak investigations.
  • Electrical troubleshooting associated with HVAC equipment.

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  AFTER-HOURS SERVICE REQUIREMENTS

  Contractor shall provide:

  • Nights, weekends, and holiday service availability.
  • Emergency dispatch capability.
  • On-call technician support.
  • Remote troubleshooting support when possible.
  • Priority response for critical facilities.

  Critical facilities may include:

  • Dewatering Building
  • Headworks Facility
  • Blower Building
  • Administration Buildings
  • Lift Stations
  • Warehouse Facilities
  • Process Support Buildings

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  RESPONSE REQUIREMENTS

  Service Type	Required Response
  Phone Response	Within 1 Hour
  Emergency Dispatch	Within 2 Hours
  Critical Facility Response	Within 2-4 Hours
  After-Hours Service	24/7 Availability

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  REPORTING REQUIREMENTS

  Following each maintenance visit or emergency service call, Contractor shall provide:

  • Service Report
  • Equipment Condition Summary
  • Deficiency Report
  • Recommended Repairs
  • Photographs When Applicable
  • Emergency Findings Report
  • Equipment Inventory Updates

  Reports shall be submitted within forty-eight (48) hours of service completion.

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  SERVICE LOCATIONS

  Services may be required at:

  • Headworks Facility
  • Dewatering Building
  • Blower Building
  • Warehouse
  • Administration Buildings
  • Lift Stations
  • EB Stations
  • Additional GSD Facilities
• Minimum Technical Requirements —

  (provide detail here)

Submission Requirements

• I hereby certify that I have examined and carefully prepared this quote based on all of the above information and I am authorized to submit this quote and accept the terms and conditions of the Contract Agreement. (required)
• Contractor Compliance Requirements (required) —

  Please download the below documents, complete, and upload.

• Additional Information: —

  If applicable

• What is the project location and address? (required)
• Are Contractor Compliance Requirements needed? (required)
• Is the insurance section required? (required)