Maintenance Services for HVAC Systems

Request for Proposal
#27-1 MAINTENANCE SERVICES FOR HVAC CONTROL
SYSTEMS AND HVAC PREVENTIVE MAINTENANCE AND
REPAIR
Board of Education
South Colonie Central School District
102 Loralee Drive,
Albany NY 12205
Phone: (518) 869-3576
SUBMISSIONS DUE BY: 06/24/26 at 10:00AM
CONTROL SYSTEMS AND HVAC AND PREVENTIVE MAINTENANCE
WILL BE AWARDED SEPERATLY
TIMELINE:
RELEASE OF PROPOSAL: 06/01/2026
NON-MANDATORY PRE-BID MEETING 06/10/2026
SUBMISSION DUE DATE: 06/24/2026
ATTACHMENTS: (Complete attachments where applicable and
returned with proposal)
A) Proposers Cover Sheet
B) Proposal/Pricing Sheet (1)
C) Proposal/Pricing Sheet (2)
D) Insurance requirements
E) Non-Collusion Certification
F) C of C Iran Divestment Act 2012
G) References
H) Equipment List
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In accordance with the provisions of Section 103 of the General Municipal Law,
an advertisement has been published in the local newspaper.
SECTION I - GENERAL INFORMATION/CONDITIONS
Summary Statement:
South Colonie Central School District, "District" is submitting a Request for
Proposal (RFP) for Maintenance Services for HVAC Building Automation and
Control Systems and HVAC Preventative Maintenance and Repair. It is the intent
of these emergency and routine services to assure that all HVAC equipment is
operational within industry and manufacturer's tolerances. The proposal shall
include preventive maintenance and repair services for three years with an option
for additional years four and five. The District reserves the right to award these to
a single contractor for both Controls and Mechanical or to separate contractors
based on the best interest of the District. All work shall be quality work performed
according to the standards of the industry, in the best practices of the trade, and to
the complete satisfaction of the District.
Before submitting a bid, each bidder shall, at bidder's own expense, make such
surveys and investigations, as bidder may seem necessary to determine a bid price
for performance of the work within the terms of this Request for Proposal. No pleas
of ignorance by the bidder of conditions that may hereafter exist as a result of failure
or omission on the part of the bidder to make prudent examinations and
investigations will be accepted as a basis for varying the requirements of the
Contract or the compensation to the Contractor.
The District reserves the right to make any repairs to HVAC systems utilizing the
District's labor and equipment resources when necessary.
General Information:
South Colonie Central School District operates one high school, two middle schools and
five elementary school.
SECTION II - GENERAL REQUIREMENTS
Instructions to Proposer:
The contract will be awarded in accordance with the Sealed Bid procurement method.
The submission of a proposal will indicate that the proposer (1) has read the
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instructions, (2) will abide by the terms and conditions governing this Request for
Proposal, and (3) understands the requirements for delivery of the services specified.
General Instructions:
Contractor must submit all required forms with their Proposal. A completed bid packet
must be submitted. Each proposal is considered a binding contract. Proposers cannot
change prices after they have been awarded a contract. When a contract is awarded,
the successful proposer must provide all of the services.
Non-Mandatory Pre-Bid Meeting & Site Visit:
Has been scheduled for Wednesday June 10, 2026 10AM at Veeder Elementary School
25 Veeder Drive Albany, NY 12205. The purpose of this meeting is to discuss the
requirements and objectives of this RFP.
Questions:
Contractors are responsible for reading carefully and understanding fully the terms and
conditions of this RFP. If a site visit to any of the areas referenced in this RFP, is
required by the contractor then it is their responsibility to visit. Request for clarification
or additional information must be made to the proper contact below.
Email questions to dearawayr@scolonie.org in the subject line "MAINTENANCE
SERVICES FOR HVAC CONTROL SYSTEMS AND HVAC PREVENTIVE
MAINTENANCE AND REPAIR". All questions must be received by 06/17/2026 by
4:00PM to Ray Dearaway to dearawayr@scolonie.org. All questions will be
responded to by 06/18/2026 by 4:00PM.
SECTION III - TERMS AND CONDITIONS
1. The issuance of this RFP request constitutes only an invitation to submit a response to
the District.
2. No officer of the school district or member of the Board of Education shall have interest in
this bid.
3. This Proposal request does not commit the District either to award a contract or to
pay any costs incurred in the preparation of a submission. Proposers shall bear
all costs associated with submission preparation, submission and attendance at
presentation interviews, or any other activity associated with this proposal request
or otherwise.
4. All proposals and accompanying documentation become the property of the
South Colonie Central School District. The District shall not divulge any
information presented to anyone outside the District, unless required by law,
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without the written approval of the individual or firm. The District reserves the
right to use the information and any ideas presented in any submission in
response to this RFP request, whether or not the submission is accepted.
Submitted proposals may be reviewed and evaluated by any person or outside
consultant retained by the District, other than one associated with a competing
applicant, as designated by the District. If a proposer believes that any
information in its proposal constitutes a trade secret and wishes such information
not be disclosed if requested by a member of the public pursuant to the State
Freedom of Information Law, Article 6 of the Public Officers Law, the proposer
shall submit with its proposal a letter specifically identifying the page number, line
or other appropriate designation, that information which it deems to constitute a
trade secret and explain in detail why such information is a trade secret. Failure
by a proposer to submit such a letter with its proposal identifying trade secrets
shall constitute a waiver by the applicant of any rights it may have under Section
89 (Subdivision 5) of the Public Officers Law relating to protection of trade
secrets.
5. If applicable it is incumbent upon the contractor(s) to pay the prevailing rate of
wages as established by the NYS Department of Labor.
6. Prevailing Wage Rate as part of the requirements of Article 9 (sections 230-239)
of the NYS Labor Law, requires Public Work Contractors and Subcontractors to
pay laborers, workers or mechanics employed in the performance of a Public
Works contract not less than the prevailing rate of wages and to provide
supplements (fringe benefits) in accordance with prevailing practices in the
locality where the work is performed. Any Federal or State determination of a
violation of any Public Works law or regulation, or Labor Law, or any OSHA
violation deemed "seniors or willful" may be grounds for a determination of
vendor non-responsibly and rejection of proposal.
7. If applicable the Contractor must provide a copy of payroll records, when
requested, showing prevailing wages paid to each employee for any School
District project.
8. The District neither makes nor assumes any contractual obligation by issuing this
RFP request, receiving and evaluating responses, or making preliminary
proposer selections. Providing a response as provided herein shall neither
obligate nor entitle a proposer to enter into a contract with the District.
9. The District reserves the right to determine in its sole and absolute discretion
whether any aspect of the proposer's submission satisfactorily meets the criteria
established in this RFP request, the right to seek clarification from any Proposer(s),
and the right to cancel and/or amend, in part or entirely, the RFP request, at any
time prior to a written contract.
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10. It is understood that any submission received and evaluated by the South Colonie
Central School District will be used as the basis for the cost and terms of a contract
between the District and the particular proposer. In submitting a response, it is
understood by the proposer that the District reserves the right to accept any
submission, to reject any and/or all submissions and to waive any irregularities or
informalities that the District deems is in its best interest.
11. The District is not obligated to respond to any submission nor is it legally bound in
any manner whatsoever by the submission of a response.
12. Each response shall be reviewed for completeness and for the technical and
administrative requirements of the RFP request. The District has the option of
requesting the proposer to submit missing information or provide clarification of
those issues deemed incomplete, or disqualifying the proposal. A proposal may
be disqualified for lack of response to such a request.
13. RFP's submitted to the District must be valid for a period of at least 120 days from
the deadline for receipt of proposal responses as defined in the time frame section
of this document.
14. The selected proposer's bid will become part of any resulting legal contract, should
contracts be awarded. The term of the resultant contract shall commence upon
award and shall remain in effect until completion, inspection, and final acceptance
of specified project(s) unless terminated, cancelled, or extended as otherwise
provided herein.
15. The District may, from time to time, inform other local governmental entities and
school districts that they may acquire items or services listed in this Request for
Proposal. Such acquisition(s) shall be at the prices stated herein, and shall be
subject to proposal's acceptance. Other local government entities or school
districts purchase orders shall be submitted directly to the vendor within the
specified contract period referencing the District's contract. South Colonie Central
School District will not be liable or responsible for any obligations, including, but
not limited to, payment, and for any item ordered by an entity or school other than
the South Colonie Central School District.
16. When specifications are revised, the South Colonie Central School District will
issue an addendum addressing the nature of the change. Proposers must sign
and include it in the returned bid package.
17. It is a requirement that proposers indicate specifically in the response any sub-
contract, alliance, partner, franchise, or other "non-employee" relationship with any
resource(s) they will utilize if they are chosen as the selected proposal. Note: The
District reserves the right to approve and designate sub-contractors to be used in
any of the services being proposed.
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18. South Colonie Central School District reserves the right to introduce additional
factors not contained in this RFP request in order to obtain the most suitable
solution. After submitting a proposal, each respondent must be prepared to have
the operational aspects of their proposal reviewed in detail by District
representatives.
19. Proposals shall be opened publicly at the District's Central Office location, or other
duly designated location, on the "received by" date and time indicated on the cover
page. The name of each proposer shall be read publicly and recorded. Unless
disclosure of final proposals pricing would constitute an impairment of negotiations,
the proposed proposal, cost, or sum of each proposer will be read publicly as well.
The content of proposals shall not be subject to public inspection until after contract
award. Subsequent to contract award, proposals may be reviewed unless they, in
total or in part, contain information which is exempt from disclosure pursuant to the
Freedom of Information Law (e.g. a trade secret).
20. At any time prior to the specified proposal due time and date, a proposer (or
designated representative) may withdraw their proposal.
21. The District reserves the right to award contracts for individual projects or for any
combination of projects deemed to be most advantageous to the District.
Notwithstanding any other provision of the RFP, the District expressly reserves the
right to:
Waive any immaterial defect or informality; or
Reject any or all proposals, or portions thereof; or
Reissue a request for proposal.
22. The District Board of Education reserves the right to award a contract in the best
interest of the District. The Board of Education's decision will be final.
Proposers Default - Failure of the Proposer to comply with any of these
provisions may be considered reason for rejection of the Proposal.
SECTION IV - INFORMATION TO BIDDERS
1. General Scope: for Maintenance Services for HVAC Building Automation and
Control Systems and HVAC Preventative Maintenance and Repair.
2. Proposal Evaluation: Proposals will be evaluated using the following factors.
* Cost of Proposal-(40%)-Cost while not the sole basis it will be highly
considered.
* Qualifications-(40%)-The qualifications (including education, training,
licenses, experience, and past performance) of the Proposer and its
agents, employees, and sub-service providers. The District may consider
Proposer's timely and accurate performance on contracts of a similar
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nature.
* References-(20%)-Local references will be highly regarded.
3. Contract Term: The contract shall be for one (3) year. Upon mutual agreement
with the contractor, the district shall have the option to extend the contract for an
additional two (2) year periods. The district may cancel without penalty upon 60
days written notice to contractor.
4. Proposal Notification: Successful proposers(s) will be notified via emails
and/or purchase orders after the Board of Education approval of the Proposal.
5. Invoicing: An itemized invoice should be prepared for each individual service
and submitted directly to the South Colonie Central School District 102 Loralee
Drive, Albany NY 12205.
6. Payment Term: Net thirty (30) days from receipt of the invoice.
SECTION V - GENERAL CONDITIONS
1. All proposals received after the time stated in the Notice to Proposers may not be
considered and will be returned to the Proposer. The proposer assumes the risk
of any delay in the mail or in the handling of the mail by employees of the school
district. Whether sent by mail or by means of personal delivery, the proposer
assume responsibility for having his proposal deposited on time at the place
specified.
2. Sales to school districts are not affected by any fair trade agreements. (General
Business Law, Ch. 39, Sec. 369-a, Sub. 3, L. 1941
3. No charge will be allowed for federal, state, or municipal sales and excise taxes
since the school district is exempt from such taxes. The price proposal shall be net
and shall not include the amount of any such tax. Exemption certificates, if
required, will be furnished on forms provided by the proposer.
4. Under penalty of perjury the proposer certifies that:
(a) The proposal has arrived at the proposers independently and has been
submitted without collusion with any other vendor of materials, supplies, or
equipment of the type described in the request for proposals, and
(b) The contents of the proposal have not been communicated by the proposer,
nor, to its best knowledge and belief, by any other employees or agents, to any
person not an employee or agent of the proposer or its surety on any bond
furnished herewith prior to the official opening of the proposal.
5. No interpretation of the meaning of the specifications or other contract document
will be made to any proposer orally.
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SECTION VI - BID FORMAT AND INSTRUCTIONS
POINT OF CONTACT
The sole point of contact at the District for purposes of this RFP prior to the
award of a contract is the Deputy Purchasing Agent. All contact relative to this
RFP should be made in writing and directed to:
Ray Dearaway, Deputy Purchasing Agent
South Colonie Central School
District
102 Loralee Drive
Albany, NY 12205
SECTION VII - SPECIFICATIONS
Service is required throughout the entire campus, and includes but is not limited to the
following buildings /systems:
* Colonie Central High School 1 Raider Blvd Albany, NY 12205
* Lisha Kill Middle School 68 Waterman Ave. Albany NY 12205
* Sand Creek Middle School 329 Sand Creek Rd Albany NY 12205
* Forest Park Elementary 100 Forest Drive Albany NY 12205
* Roessleville Elementary 100 California Ave. Albany NY 12205
* Saddlewood Elementary 100 Loralee Dr. Albany NY 12205
* Shaker Road Elementary 512 Shaker Road Albany NY 12205
* Veeder Elementary 25 Veeder Drive Albany NY 12205
* Bus Garage 2 Winston Place Albany NY 12205 (Will be time and material
only)
* CTE Building A 1015 Watervliet Shaker Rd Albany NY 12205 (Will be time and
material only)
MAINTENANCE SERVICE FOR HVAC INSTRUMENTATION AND CONTROLS
All Integrated Facility Management System bidders are required to
provide a yearly Preventative and Corrective Maintenance Service
Agreement for the Johnson Controls, Inc. Metasys MSEA Direct
Digital Control (DDC) System.
The proposal shall include preventive maintenance and repair
services for three years with an option for additional years four and
five. The successful bidder shall provide preventive maintenance
labor for a minimum of one day per week. The bid shall also include
one additional day of labor per week plus materials for the first six
months of the contract to perform maintenance and repair of BAS
components throughout the District.
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This maintenance agreement includes annual inspections of all end
devices that are part of the DDC system (i.e. dampers, damper
actuators, valves, valve actuator starters, Variable Speed Drives,
etc.). Inspection and replacement labor of all controllers, sensors,
and interface devices (Relays, Transducers, pneumatic devices,
etc.) are included. Cost of all replacement parts will be billed at the
proposed rate as noted in the COST PROPOSAL FORM. The
service agreement shall include a full service, labor only, 24 hour a
day, 7 days a week, 365 days a year emergency response. We
request that a service technician spend 8 man-hours per week on
site completing PM's, inspections, troubleshooting the various field
devices and servicing the software/server system components. The
scheduled work hours will be 8 AM to 4:30 PM for all visits. All
applicable software upgrades issued by Johnson Controls, Inc.
shall be implemented in a timely manner during the period of the
maintenance contract. This contract also includes inspection and
calibration of all pneumatic controls. Include all hourly rates for DDC
technicians, fitters, etc. that may be utilized on the COST
PROPOSAL FORM.
1. The service provider shall have, under their direct employment,
personnel that are factory trained and certified to perform work on
the Johnson Controls Metasys MSEA system. These employees
shall have at a minimum five (5) years' experience servicing the
Johnson Controls Metasys Facility Management System. All labor
where applicable shall be paid in accordance with NYS Department
of Labor Prevailing Wage Rates for Saratoga County.
2. The service provider shall maintain a service organization consisting
of at least four (4) competent, factory-trained servicemen, who are
able to demonstrate a working knowledge of the existing campus-
wide facility Management System; and shall have an office within
100 miles of the project site.
3. The service provider shall use only parts and supplies as
manufactured and installed by the original FMS manufacturer.
Substitution equipment by any manufacturer other than that of the
original FMS manufacturer may not be installed without prior approval
from a representative of the District. All tools and test equipment
necessary for the proper execution of this contract will be provided by
the Contractor and available to the service technician during the work
of this contract.
4. Standardization. In the interest of standardization, the Contractor
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whenever required to replace defective components as part of this
agreement, shall replace with components of a manufacturer that will
interface with the existing system exactly and/or shall increase the
capacity or functionality of the existing component/s.
When it is mutually beneficial to The District and the Contractor, the
Contractor may elect to replace complete instruments, network
components, or devices with like units satisfactory to The District.
The Contractor shall provide a reasonable supply of emergency parts
to minimize downtime. Emergency parts shall be stocked in a place
to be provided by The District. Parts must be factory new and
compatible.
5. Reporting Requirements
The Contractor shall maintain records and submit quarterly a
complete written report of all emergency callback, replacement, and
repair work performed. This report shall indicate the date work was
performed, man-hours expended, and materials used. Contractor
shall submit to The District, MSDS sheets for solvents, paints, and
lubricates or other products containing chemicals or toxins that may
be used by the Contractor for the implementation of this contract.
If requested, the Contractor shall submit a quarterly analysis report
for energy conservation and cost savings recommendations. This
report shall be the result of system information and data analysis,
trending and profiling. The report shall also indicate system functions
that are currently overlooked or used less than recommended to
achieve greater operational efficiencies.
B. GENERAL SERVICE REQUIREMENTS and SERVICE LOCATIONS
The handling of service calls is of utmost importance. The
District shall be provided with the Service Provider's service phone
number. This single phone number shall be consistent 24 hours
each day, 7 days a week. Separate after hours phone numbers will
NOT be acceptable. All after hour calls shall be recorded and made
available for further review by the Service Provider.
1. Emergency Response Service -Repair services will be provided by
the Service Provider to repair all facility equipment components. The
Service Provider will replace or repair all failed or defective parts. On-
site repair service for covered equipment will be extended beyond the
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