On-Call Cooling Equipment Maintenance and Repairs

The City of New Haven Board of Education (NHBOE) is seeking formal bids from qualified and licensed HVAC contractors to provide on-call repair services for chilled water and air-cooled HVAC equipment located throughout the New Haven Public Schools district.

The selected contractor shall furnish all labor, materials, tools, equipment, supervision, and qualified technicians necessary to diagnose, repair, maintain, and restore to proper operation all chilled water and air-cooled systems and associated components in accordance with manufacturer specifications, industry standards, and all applicable codes.

The intent of this contract is to establish a reliable on-call service provider capable of responding promptly, performing high-quality repairs, and maintaining accurate billing and documentation while ensuring cost-effective service delivery.

This contract shall be on an as-needed, on-call basis as directed by the Facilities Department.

Project Details

• Reference ID: 2026-ITB-335
• Department: NHPS-Facilities
• Department Head: Michael Carter (Acting Chief Operating Officer)

Important Dates

• Questions Due: 2026-04-29T21:00:00.000Z

Addenda

• Addendum #1 (released 2026-04-21T13:40:18.276Z) —

   Legacy & Post Life Expectancy HVAC Equipment Experience :

  Vendor shall demonstrate experience servicing legacy HVAC cooling equipment and systems operating beyond their expected service life, including chillers, air-cooled equipment, pumps, and associated components. Vendor must be capable of sourcing obsolete, discontinued, or hard-to-find parts necessary to maintain system operation.

  Vendor experience must be at a comparable scale to the District’s portfolio, including multi-building or campus environments with similar complexity and operational demands.

  Requirements:

  • The vendor must be able to provide at least two (2) references for similar work involving legacy or post life expectancy HVAC equipment at a comparable scale.
  • Demonstrate the ability to source obsolete or discontinued components.
  • Provide timely diagnostics and clearly communicate equipment condition, parts availability, and repair options.

  Expectations:

  • Make reasonable efforts to procure required components within a practical timeframe.
  • Propose viable repair alternatives or interim solutions where parts are unavailable.
  • Clearly document and justify any recommendation for full equipment replacement.

Evaluation Criteria

• Scope of Services —

  The Contractor shall provide on-call repair services for, including but not limited to:

   

  • Water-cooled chillers
  • Air-cooled chillers
  • Chilled water air handling units (roof-mounted and mechanical room installations)
  • Chilled water pumps
  • Cooling towers
  • Condensers, compressors, heat exchangers, motors, drives, valves, strainers, and related piping components
  • Associated electrical and mechanical components
  • Control components related to chilled water and air-cooled systems

   

  Services shall include troubleshooting, repair, overhaul, component replacement, startup, shutdown, and operational testing.

  Services may be required during normal hours, after hours, weekends, or emergencies.

  Work shall be performed district-wide in accordance with the list of locations attached.

• Auto section —
  1. Salary rates and the classification of employees shall be as specified in the Solicitation Documents.
  2. The rate of pay set forth in the Solicitation Documents is the minimum that shall be paid during the life of the Contract. Bidders must inform themselves about local labor conditions (e.g. the length of work day and the work week, overtime compensation, health and welfare contributions, labor supply and prospective changes and adjustments of rates).

  Wages. Salary rates and the classification of employees shall be as specified in the Solicitation Documents and Contract Documents. The rates of pay set forth in the Solicitation Documents are the minimum that shall be paid during the life of the Contract. Bidders must inform themselves about local labor conditions (e.g. the length of workday and the work week, overtime compensation, health and welfare contributions, labor supply and prospective changes and adjustments of rates).

  Livable Wage Rates for FY 25/26

  • $21.38 with employee benefits
  • $22.38 without employee benefits

  Livable Wage Rates for FY 26/27 : effective 7-01-2026

  • $21.95 with employee benefits
  • $22.395without employee benefits
• General Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$1,000,000	Y	Y
  Combined Aggregate	$2,000,000	Y	Y
  Products/Completed Operations Aggregate	$2,000,000	Y	Y

• Preventative Maintenance —

  The Contractor shall provide scheduled preventative maintenance for cooling-related HVAC equipment throughout New Haven Public Schools facilities as directed by the Facilities Department. All preventative maintenance work must be discussed with and authorized by the Facilities Department before performing any work.

   

  Equipment covered may include, but is not limited to:

  • Air-cooled and water-cooled chillers
  • Cooling towers
  • Chilled water pumps
  • Air handling units and rooftop units used for cooling
  • Condensers, compressors, and related cooling components

   

  Preventative maintenance tasks shall include basic services such as:

  • Inspecting equipment for proper operation
  • Cleaning coils, strainers, and filters
  • Checking belts, motors, and fans
  • Checking refrigerant levels and pressures
  • Inspecting electrical connections and controls
  • Lubricating moving parts
  • Checking pumps and valves
  • Recording operating conditions and reporting deficiencies

   

  The Contractor shall document all preventative maintenance performed and provide service reports to the Facilities Department. All work shall be logged in the District CMMS system when required.

• General Liability with Abuse & Molestation —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$1,000,000	Y	Y
  Combined Aggregate	$2,000,000	Y	Y
  Products/Completed Operations Aggregate	$2,000,000	Y	Y
  Abuse & Molestation	$1,000,000	Y	Y

• Contractor Responsibilities —

  The Contractor shall:

  • Provide a minimum of 6–8 qualified technicians capable of performing the required services.
  • Furnish all labor, materials, tools, test equipment, safety equipment, and transportation required.
  • Provide hourly labor rates, material markups, and total billable hours in accordance with the bid pricing sheets.
  • Perform all work in accordance with manufacturer specifications for equipment including but not limited to:
    
    
  • Daikin
  • Trane
  • McQuay
  • Carrier
  • York
  • Perform safe shutdown, startup, and operational testing of all water-cooled & air-cooled chillers, chilled water air handling units, chilled water pumps, and towers district-wide.
  • Perform in-field repairs, including but not limited to:
    
    
  • Pump rebuilds and overhauls
  • Replacement of seals, O-rings, and gaskets
  • Bearing lubrication and greasing
  • Strainer cleaning
  • Belt replacement
  • Cooling tower fan inspection and repair
  • Electrical and mechanical component repair
  • Perform vibration checks, leak detection, and operational diagnostics when required.
  • Perform annual indoor air quality inspections in accordance with CT State requirements as directed by the Facilities Department, in accordance with the desired inspection schedule.
  • Coordinate work with Facilities staff when system shutdown is required.
  • Perform complete chiller teardown and rebuild when required, without subcontracting, except as allowed for proprietary work.
• Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Workers' Compensation	Statutory Limits
  EL EACH	$500,000	---	Y
  EL DISEASE	$500,000	---	Y
  EL POLICY	$500,000	---	Y

• Licensing and Qualifications —

  Eligible contractors must meet the following minimum requirements:

   

  a. Contractor must hold all required State of Connecticut licenses.

  b. All technicians performing work under this contract must hold a valid State of Connecticut S-2 HVAC license.

  c. Technicians must be factory trained or certified for major manufacturers including Daikin, Trane, McQuay, Carrier, and York.

  d. Contractor must demonstrate experience servicing HVAC systems in municipal, institutional, or educational facilities of similar size.

  e. Contractor must have a proven record of performing chilled water and cooling tower repairs.

  f. All electrical work must be performed by a licensed electrical journeyman or contractor.

  g. Contractor must maintain all insurance required by the bid specifications.

  h. Contractor shall provide proof of licensing and certifications upon request.

• Workmanship and Performance Expectations —

  The Contractor shall:

   

  • Provide workmanship meeting or exceeding industry standards.
  • Maintain detailed service logs for all work performed.
  • Provide written recommendations for repairs or upgrades needed to extend equipment life.
  • Perform efficiency testing and record operating data when requested.
  • Comply with all OSHA, State, and Local codes.
  • Provide prompt response to service calls as required by the Facilities Department.
  • Notify the Facilities Department of unsafe conditions immediately.
  • Clean all work areas upon completion of work.

  All work shall be completed in a professional, safe, and timely manner.

   

  All work will be subject to performance evaluation.

• Auto Liability (includes all owned, hired & non-owned autos) —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Combined Single Limit Each accident including endorsements	$1,000,000	Y	Y

• Pricing and Invoicing —

  The Contractor shall include in their bid submissions:

  All pricing must include:

  • Travel time
  • Fuel
  • Mobilization
  • Standard tools and equipment

  Price quotations must be generated for all repairs exceeding $1500

  Invoices must clearly identify location, equipment serviced, labor hours, materials used, work order number, and purchase order number.

  Please also refer to section "Unit Prices, Bid Quantities, Tax-Exempt Status"

• Materials —
  • All materials shall be new and of commercial quality.
  • No used or end-of-life equipment shall be installed.
  • No equipment shall be abandoned in place without written approval.
  • Vendor must leave sites in a safe condition
  • The vendor is responsible for the security of all tools, materials, and equipment at the work site.
  • All replacement parts shall be compatible with existing equipment.
• Work Order Requirements —

  New Haven Public Schools utilizes the Computerized Maintenance Management System (CMMS) to manage work orders.

   

  The contractor shall maintain all assigned work orders within the CMMS system.

  Vendor responsibilities include, but are not limited to:

  • Reviewing assigned work orders daily
  • Providing updates on work progress in the work order system
  • Uploading quotes, estimates, and proposals when requested
  • Providing anticipated timelines for completion
  • Entering notes describing work performed
  • Uploading supporting documentation and/or photos when required
  • Marking work orders as completed when work is finished
  • Communicating delays or issues through the system

   

  Any questions or issues regarding your access to the FMX system should be directed to the Executive Director of Facilities. Failure to maintain accurate work order records may affect the contract performance review.

• Excess/Umbrella Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	--$1,000,000	Y	Y
  Combined Aggregate	--$1,000,000	Y	Y

• Professional Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	--$1,000,000	--	--

• Pollution Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	--$1,000,000	Y	Y

• Cyber Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	-$1,000,000	Y	Y

• Medical Malpractice —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	$1,000,000	--	--

• Garage Keepers Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	-$100,000	--	--

• Drone Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	$1,000,000	Y	Y

• Cyber Liability/Data Compromise —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$5,000,000	Y	Y

• Technology Error & Omissions —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$5,000,000	Y	Y

• BUILDER’S RISK / INSTALLATION FLOATERS (when applicable) —

  When this contract or agreement includes the construction of and/or the addition to a permanent structure or building; including the installation of machinery and/or equipment, the following insurance coverage must be afforded:

   

  Coverage Form: Completed Value, All Risk in an amount equal to 100% of the value upon completion or value of equipment to be installed.

• SNOW PLOW/ CONTRACTOR'S LIABILITY —

  A form of general liability tailored for snow removal operations, covering third-party injuries or property damage due to plowing. Auto Liability does NOT automatically provide this coverage. If scope of services requires snow plowing this endorsement MUST be listed on the COI.

• Additional Information —

  If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract.  If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

  Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

• Notes —
  • Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.
  • If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be
    included.
  • City of New Haven is the Certificate holder and the additional insured.

  City of New Haven
  200 Orange Street Rm 301
  New Haven, CT 06510

Submission Requirements

• Required City Forms —

  The Disclosure and Certification form should be completed through DocuSign  prior to exercising the option to notarize online or take the documents to a notary public prior to uploading with your response

• Will you be using the On-line Notary feature or a Public Notary for the DisclosureForm (required) —

  The City needs you to get the Disclosure Form  notarized. We are offering you a convenient  way to do this online through Notary Online (https://notarylive.com) . However, you don't have to use this online service. If you do choose to use it, it will cost you $25 each time you use it for a notarization. You can explore other ways to get your document notarized if you prefer not to pay this fee, click "No". 

• Disclosure Form for Online Notary (required) —

   An online notarization option will be provided for you when responding.

  Important: If you don't have the document notarized, your response will be disqualified.

  In essence, you must legally verify your identity and the authenticity of your signature on the document. 

• DISCLOSURE & CERTIFICATION AFFIDAVIT (required) —
  1. Download the Disclosure & Certification document: This is a digital document that you'll need to fill out.
  2. Complete the document: Fill in all the required information on the document.
  3. Notarize the document: 
     
     • Take the completed document to a public notary: A notary public can notarize your signature in person.

  Important: If you don't have the document notarized, your response will be disqualified.

  In essence, you must legally verify your identity and the authenticity of your signature on the document. 

  .

• Current Workforce Certificate (required) —

  Please download the below documents, complete, and upload.

• The City of New Haven is accepting digital bid bonds via Surety 2000. For more information go to: https://surety2000.com/ Would you be submitting the Bid Bond via Surety 2000? (required) —

   

  Select "Yes" if you are submitting a Digital Bond

  Select "No" if you are submitting a Bid Bond utilizing City Bonding Document. 

  Note: Labor, Material and Performance Bond valued a 100% of the contract amount will be required of awarded vendor.

• Surety 2000 Bid Bond (required) —

  Please enter your Bid Bond information from Surety2000 below.

  Note: Labor, Material and Performance Bond valued a 100% of the contract amount will be required of awarded vendor.

• Bid Bond (required) —

  Please download the below documents, complete, and upload.  Vendor must use the bid form attached in the submittal section of this solicitation package, no other format accepted.

• Statement of Qualifications for City —

  Statement of Qualifications:

  Each solicitation response shall include a Statement of Qualifications in the format provided in this Solicitation upon stationary of the responding entity.

  All questions must be answered, and the data given must be clear and comprehensive.The respondent may submit any additional information he/she desires.

• Permanent Main Office Address (required)
• When Organized (required)
• Legal form of ownership. If a corporation, where incorporated. (required)
• How many years have you been engaged in services, under your present name? (required)
• Have you ever failed to complete any work awarded to you? If so, where and why? (required)
• Have you ever defaulted on a contract? If so, where, and why? (required)
• Describe any pending litigation or other factors, which could affect your organization ability to perform this agreement. (required)
• Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the City of New Haven. (required)
• Name, title, address, and telephone number of the individual to whom all inquiries about this Proposal should be addressed. (required)
• Upon the City of New Haven's request, the Business will be obligated to: (required) —
  • Complete a detailed financial statement, providing a thorough overview of its financial position.
  • Furnish any additional information deemed necessary by the City to evaluate its financial stability. This may include, but is not limited to, bank records, tax documentation, and credit references.
  • Sign a release if required, authorizing the City to independently verify the provided financial information from relevant third parties.

  This comprehensive financial review is a necessary step for the City of New Haven to ensure the respondent possesses the financial capacity to successfully undertake and complete the proposed project. Your affirmative response confirms your understanding and willingness to comply with these requirements if requested.

• Tax Identification number(s) (required)
• UEI Identification Number is required for all federally funded project. Respondent is required to have an active UEI number when submitting a response. (required) —

  Please enter your number here:

• By Providing the City with a UEI, please upload your current validation form (required) —

  Please upload active validation form from Sam.gov here:

• Entity confirms it has not been federally disbarred in past year. (required)
• Are you able to receive Credit Card Payments for your services rendered? (required)
• Attached in section 4 "City Requirements" of this solicitation are Policy Agreements for Ban the Box, Certificate of non-arrearage, Equal Opportunity Agreement and the Non-Collusion Affidavit your review.. (required) —

  By submitting a response to this solicitation, you acknowledge and accept the terms and condition of each individual policy.

• Is your company excluded from participating in programs from participation in programs administered by the state or federal agencies. (required) —

  Does your company, including all parent companies, subsidiaries, and other affiliated entities, is currently subject to any of the following:

  • Debarment: Being officially excluded from receiving federal contracts or subcontracts.
  • Suspension: Being temporarily prohibited from receiving federal contracts or subcontracts while an investigation or legal proceedings are pending.
  • Proposed for Debarment: Having received official notification of the intent to debar the company.
  • Otherwise Declared Ineligible: Being deemed ineligible for federal contracts or subcontracts through any other administrative or legal process.
• Please provide additional information (required)
• The City of New Haven has provided the complete contract details for your thorough examination. While the standard contract terms allow for minor modifications with the City's written approval, it is critical to understand that you will be strictly required to adhere to every term and condition as presented in the attached documents unless such minor changes are formally approved by the City of New Haven (required) —

  By submitting a response to this solicitation, you acknowledge and accept this requirement as a condition of award.

• S2 License State of CT (required) —

  Upload Document

• Enter Requesting Department Name. (required)
• Enter Project Manager's Name (required)
• Enter Munis Account Number for Ad (nnnnnnnn-nnnnn) (required)
• Funding
• How is this Procurement Funded (required)
• IF funding is City, then does local preference apply? (required)
• If funding is Federal, and project is construction related then federal wage rate required (required)
• If funding is State, and project is construction related; state wage required (required)
• If funding is a Grant and project is construction related (required)
• If project is ARPA and is construction related, wage rates applies as follows: (required)
• Please include the full name of the funding agency (not the program) (required) —

  For Example: "Homeland Security"

• Wages and Salaries (required) —

  Please select the applicable Wages and Salaries o
  
  Livable Wage Rates = when project is City, ARPA funded and under $150,000.00 or HUD funded and under $150,000.00
  
  State Wage Rates = when project is City, ARPA or Grant funded and over $150,000.00. By separate email request Purchasing to obtain state wage rates 
  
  Davis Bacon Federal Rates = when project is Federally funded and over $2,000.00. by separate email request Purchasing to obtain Federal wage rates
  
  N/A = when none of the above apply

• Project Setup —

  Note: Project requiring Bid Bond-when setting up project within project builder enter the Project ID by right clicking the Bid Bond question.

• Is this a "Small Contractor Development" solicitation? (required) —

  The City of New Haven has a set-aside program for Small Business located with New Haven County.  This is a program for any non federally funded construction or service related solicitation up to $150,000. SCD shall have first preference. To seek waiver contact Lil Snyder in SCD.

• If you answered "Yes" Are there SCD vendor available to perform statement of work. Check in Vendor section of OpenGov_"Vendor List" to determine. (required)
• Type of Solicitation (required)
• Initial Term (required)
• Renewal Option(s) (required) —

  Format: 2 one (1) year

• Bid Bonds required for your project? (required) —

  If your project is Construction and over $100,000, a bid bond is required. 

• Is "MBE/WBE Sub-Contractor Utilization" applicable for this solicitation? (required) —

  Does project specification define what a good faith effort is acceptable for this statement of work.

• MBE/WBE Utilization Goal (required) —

  applies to all city construction contracts that are over one hundred fifty thousand dollars ($150,000.00)

• Are there any License or Certification Requirement? (required) —

  This particular question is to be answered for the company (or their subcontractors) not their employees.

• License or Certification Type: (required) —

  Please enter the specific License or Certification required to be eligible to compete on this solicitation. For example, "CPA - Certified Public Accountant."

• Insurance Requirements —

  Instructions for Project Managers

  Based on the information you currently have, attempt to answer this question to the best of your capability. Ultimately, purchasing will review this carefully and edit and update as needed based on your solicitation requirements. 

  As a standard, all activities for Construction and Service require the following: 

  • General Liability
  • Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits
  • Auto Liability
  • Excess/Umbrella Liability

  Any Professional Services type project (usually Request for Proposals) will require the following: 

  • General Liability
  • Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits
  • Auto Liability
  • Excess/Umbrella Liability
  • Professional Liability

  For Commodity, General Liability is the minimum requirement. 

• Pricing (required)
• Award Method (required) —

  General definitions and parameters of each approach.

  • Award to the Winner: This is a traditional public procurement where the winning bid or proposal is selected based on the Lowest, Responsive and Responsible Bidder when using a Competitive Bid process; or the Highest Scored Proposal when using the Competitive Selection process.
  • Split Award: A “Split-Award” is designed to specify and distinguish separate Groups of awards based on separate specifications or Scopes of Work. A vendor can respond to any combination of the Groups provided they are responsive and responsible. Each Group is evaluated and awarded independently. Effectively, there could be a separate winner for each Group.