City of Norcross
Department of Public Works
REQUEST FOR PROPOSALS
HVAC PREVENTATIVE MAINTENANCE AND
SERVICE
RFP PW 25-07
City of Norcross
Public Works Department
REQUEST FOR PROPOSALS
HVAC PREVENTATIVE MAINTENANCE AND SERVICE
RFP PW 25-07
The City of Norcross is seeking requests for proposals from qualified contractors to furnish all
labor, materials, tools, equipment, and insurance needed to provide preventative maintenance,
repairs, and emergency services for HVAC systems in designated city-owned/operated facilities.
Services will align with industry standards and best practices and shall comply with all city
ordinances, applicable state codes, and the International Mechanical code. The initial contract
term is one year with renewal for up to 5 years.
INSTRUCTIONS:
The proposal package should be clearly marked “RFP PW 25-07 HVAC PREVENTATIVE
MAINTENANCE AND SERVICE” on its face and submitted by 11:00 a.m. on Friday, March
7, 2025, to the address below. Please submit two printed copies and one electronic copy (USB)
of your RFP package to:
City of Norcross Public Works Department
345 Lively Avenue
Norcross, GA 30071
Attn: Charlene Marsh, Procurement and Capital
Projects Manager
Both printed and electronic copies must contain the same information. Return address must be
clearly marked on the outside of the proposal packet.
There will be an optional, highly recommended, pre-proposal meeting on Thursday, February
20, 2025, at 10:00 a.m. at the Norcross City Hall, located at 65 Lawrenceville Street, Norcross
GA 30071.
Please submit questions/requests via e-mail only to procurement@norcrossga.net by 5:00 p.m.
on Friday, February 21, 2025. Questions and answers will be posted in an addendum on the
City Website.
No proposal will be received or accepted after the above specified date and time.
Submissions received after the designated date and time will be deemed invalid and
returned unopened to the firm.
No proposal may be withdrawn within thirty (30) days after the proposal deadline. Requests for
withdrawals must be submitted in writing. All proposals shall remain firm for 90 days after the
submission deadline.
RFP/RFQ CHECKLIST
The 10 Most Critical Things to Keep in Mind When Responding to an RFP/RFQ for the City of Norcross
1.
Read the entire document. Note critical items such as: mandatory
requirements; supplies/services required; submittal dates; number of copies
required for submittal; funding amount and source; contract requirements (i.e.,
contract performance security, insurance requirements, performance and/or
reporting requirements, etc.).
2.
Note the City of Norcross’ staff member’s name, address, phone numbers
and e-mail address. This is the only person you are allowed to communicate
with regarding the RFP/RFQ and is an excellent source of information for any
questions you may have.
3.
Attend the Pre-Proposal meeting if one is offered, these conferences provide
an opportunity to ask clarifying questions, obtain a better understanding of
the project, or to notify the City of any ambiguities, inconsistencies, or errors
in the RFP/RFQ.
4.
Take advantage of the “question and answer” period. Submit your
questions by the due date listed in the Schedule of Events and view the answers
given in the formal “addenda” issued for the RFP/RFQ. All addenda issued for
this RFP/RFQ will be posted on the City’s website and will include all
questions asked and answered concerning the RFP/RFQ.
5.
Follow the format required in the RFP/RFQ when preparing your
response. Provide point‐ by‐point responses to all sections in a clear and
concise manner.
6.
Provide complete answers/descriptions. Read and answer all questions and
requirements. Do not assume the City or Evaluation Committee will know
what your capabilities are or what items/services you can provide, even if you
have previously contracted with the City. Evaluations are based solely on the
information and materials provided in your response.
7.
Use the forms provided, i.e., reference form, cost proposal, certification forms, etc.
8.
Check the City website for RFP/RFQ addenda. Before submitting your
response, check the City website at https://www.norcrossga.net/bids.aspx to
see whether any addenda were issued for the RFP/RFQ.
9.
Review and read the RFP/RFQ document again to make sure that you have
addressed all requirements.
10.
Submit your response on time. Note all the dates and times listed and be sure
to submit all required items on time. Late and incomplete responses are never
accepted.
This checklist is provided for assistance only and should not be submitted with Company’s Response.
1. INTRODUCTION
The City of Norcross is seeking requests for proposals from qualified contractors to furnish
all labor, materials, tools, equipment, and insurance needed to provide preventative
maintenance, repairs, and emergency services for HVAC systems in designated city-
owned/operated facilities. Services will align with industry standards and best practices and
shall comply with all city ordinances, applicable state codes, and the International
Mechanical code. The initial contract term is one year with renewal for up to 5 years at the
City’s discretion. Services at facilities not included in this proposal (due to acquisition of new
facilities or equipment) may be negotiated and added to the contract as a Change Order.
2. SCOPE OF SERVICES
A. PREVENTATIVE MAINTENANCE
Outdoor Unit Inspection
Remove debris from around the unit to maximize airflow and efficiency
Inspect foundation, base pan, enclosure, and control box for stability,
debris, and corrosion.
Verify and lubricate condenser fan motors, check belt tension.
Inspect compressor, line sets, and measure voltage/current.
Inspect condenser coils; clean as required to maintain performance.
Check refrigerant levels, high/low pressures, and signs of leaks.
Test electrical components disconnect, wiring, contactors, and overload
protection.
Indoor unit inspection
Change all filters quarterly, clean reusable filters if applicable.
Inspect ductwork for leaks, condensate damage, and proper airflow.
Inspect burner assembly, heat exchanger, and clean components as
necessary.
Verify condensate drainage systems: clean lines, pumps, and treat algae
buildup.
Test flue systems, gas piping, and ignition systems for safety and
performance.
Inspect and lubricate blower assembly, adjust belts, pulleys, and
couplings.
Clean indoor cabinet enclosures and inspect for hazards.
Verify gas shut-off valves and ensure electrical components are
operational
Specialized services
Annual belt replacement and condenser coil cleaning (regardless of
condition).
Annual refrigerant acid test for predictive analysis.
Seasonal preparation: ensure systems are optimized for weather changes.
B. REPAIR SERVICES
Identify and quote repairs during maintenance visits.
Obtain written approval from Facilities Management before proceeding.
Provide 24/7 emergency repair services with a 2-hour response time.
Note: Repair services are excluded from the preventive maintenance pricing and will
be billed separately upon approval.
C. ADDITIONAL SERVICES
1. Inventory
Identify and label current units
2. Energy Efficiency
Conduct energy audits and recommend system improvements.
Track equipment performance trends to identify optimization
opportunities.
3. Advanced Diagnostics
Use tools like thermal imaging and vibration analysis for early issue
detection.
4. Compliance and Environmental Standards
Adhere to OSHA General Industry Regulations (29 CFR 1910) and
lockout/tagout procedures.
Properly handle and dispose of refrigerants in compliance with EPA
standards.
Maintain indoor air quality (IAQ) per ASHRAE guidelines, including UV
lights, HEPA filters, and humidifier testing.
5. Reporting
Provide detailed reports after each visit, documenting tasks performed,
equipment status, and recommendations for corrective actions.
Reports shall be submitted electronically or in writing as required.
D. LABOR AND FEES
1. Preventative Maintenance
a. Provide a lump sum bid for all scheduled services based on unit
pricing
2. Additional Labor Costs
a. Normal Hours: Monday through Friday, 7AM to 4 PM
b. After Hours/Holidays Billed at approved overtime rates
3. Parts and Materials
a. No more than a 5% markup; provide a detailed price list
This page summarizes the opportunity, including an overview and a preview of the attached documents.
