Professional HVAC Preventive Maintenance and Repair Services

City of
Tega Cay, South Carolina
www.tegacaysc.org
7725 Tega Cay Drive Phone: 803.548.3512
Tega Cay, SC 29708 Fax: 803.548.1400
BID OVERVIEW
DATE: July 15, 2026
DESCRIPTION OF WORK: Professional HVAC Preventive Maintenance and Repair Services
ISSUING AGENCY: City of Tega Cay
7725 Tega Cay Dr.
Tega Cay, SC 29708
LOCATION OF SERVICE: Glennon Center, Restaurant Facility, Pro Shop
15077, 15083, 15089 Molokai Drive
Tega Cay, SC 29708
CONTACT PERSON: Tim Gillette, Operations Director
803-548-3512
tgillette@tegacaysc.gov
The City of Tega Cay reserves the right without prejudice to reject, in whole or in part, any and
all proposals received, to waive all technicalities, or to negotiate any term(s) or provision(s) of
such proposals. Such rejection, waiver, or negotiation shall be accomplished in any manner
necessary to serve the best interest of the City. It also reserves the right to be the sole judge of
the suitability of any and all proposals for use by the City.
The City of Tega Cay reserves the right to reject or otherwise disregard, in whole or in part, any
ambiguous proposals or proposals which are uncertain as to terms, delivery, quantity of
compliance with specifications.
BID PURPOSE AND DESCRIPTION
The City of Tega Cay is soliciting proposals from qualified HVAC contractors to provide
comprehensive preventive maintenance, inspection, repair, and emergency HVAC services for
the Glennon Center and Restaurant Facility located at 15077, 15083, 15089 Molokai Drive, Tega
Cay, South Carolina. All responses to this request must be received no later than 2:00 PM EST,
August 5, 2026. Qualifications received after this date and time shall be returned unopened.
SCOPE OF SERVICES
The successful proposer shall furnish all labor, supervision, equipment, tools, transportation,
materials, and incidentals necessary to perform complete HVAC preventive maintenance and
repair services.

City of
Tega Cay, South Carolina
www.tegacaysc.org
7725 Tega Cay Drive Phone: 803.548.3512
Tega Cay, SC 29708 Fax: 803.548.1400
Services shall include, but not be limited to:
1. Preventive Maintenance
a. Perform scheduled maintenance on all HVAC equipment in accordance with:
* Manufacturer recommendations
* Industry best practices
* ASHRAE standards
* Applicable EPA regulations
b. Preventive maintenance shall include:
* One (1) comprehensive annual inspection
* Three (3) quarterly operating inspections
* Seasonal startup and shutdown inspections where applicable
* Performance testing
* Operational adjustments
* Cleaning and servicing
c. Preventive Maintenance Requirements:
Air Handling Equipment
* Replace filters up to four (4) times annually
* Inspect fan assemblies
* Lubricate bearings and motors
* Inspect and adjust belts
* Replace worn belts as necessary
* Inspect shafts and bearings
* Clean drain pans
* Inspect condensate drains
* Verify airflow
* Inspect dampers
* Verify proper economizer operation
Cooling Equipment
* Check refrigerant levels
* Check refrigerant pressures
* Leak inspection
* Inspect expansion valves
* Inspect compressors
* Inspect condenser fans
* Inspect evaporator coils
* Chemically clean condenser coils annually (minimum)
* Verify operating temperatures

City of
Tega Cay, South Carolina
www.tegacaysc.org
7725 Tega Cay Drive Phone: 803.548.3512
Tega Cay, SC 29708 Fax: 803.548.1400
* Verify compressor sequencing
Heating Equipment (Where applicable)
* Inspect burners
* Inspect ignition systems
* Verify flame safety controls
* Inspect heat exchangers
* Inspect gas valves
* Test safety devices
* Verify heating sequence
Electrical Components
* Tighten electrical connections
* Inspect contactors
* Inspect relays
* Inspect capacitors
* Test controls
* Verify operating voltages
* Inspect disconnects
* Inspect fuses
* Inspect motors
Controls
* Verify thermostat calibration
* Test operating sequences
* Verify control setpoints
* Inspect sensors
* Test safety shutdowns
General Equipment Inspection
* Inspect equipment condition
* Verify vibration levels
* Inspect mounting hardware
* Inspect insulation and duct work
* Identify developing maintenance concerns
* Recommend repairs
2. Refrigerant Management
Contractor shall comply with all EPA refrigerant regulations and maintain records
including:
* Refrigerant additions
* Refrigerant recovery
* Leak repairs

City of
Tega Cay, South Carolina
www.tegacaysc.org
7725 Tega Cay Drive Phone: 803.548.3512
Tega Cay, SC 29708 Fax: 803.548.1400
* EPA-required documentation
3. Equipment Inventory
The contractor shall maintain all HVAC equipment located at the Glennon Center and
Restaurant Facility, including but not limited to:
* Air-cooled chiller
* Air handling units
* Package rooftop units
* Split-system air conditioning units
* Heat pump systems
* Indoor air handlers
* Outdoor condensing units
A detailed equipment inventory, including manufacturer, model numbers, and
serial numbers, will be included as Appendix A of this RFP.
4. Repair Services
The contractor shall provide repair services on an as-needed basis. Repair proposals shall
include:
* Description of problem
* Recommended repair
* Labor estimate
* Material estimate
* Estimated completion time
* Equipment downtime
5. Emergency Service
Contractor shall provide:
* 24-hour emergency response
* 365 days per year
* Response within four (4) hours for emergency service calls
* Priority response for City facilities
6. Reporting Requirements
Following each preventive maintenance visit, contractor shall provide a written report
including:
* Equipment serviced
* Maintenance completed
* Deficiencies identified
* Recommended repairs
* Refrigerant usage
* Filter changes
* Belt replacements

City of
Tega Cay, South Carolina
www.tegacaysc.org
7725 Tega Cay Drive Phone: 803.548.3512
Tega Cay, SC 29708 Fax: 803.548.1400
* Operational readings
* Photos when appropriate
An annual summary report shall also be provided identifying:
* Equipment condition
* Recommended capital replacements
* Energy efficiency opportunities
* Major repair history
* Estimated remaining useful life of equipment
PROPOSAL SUBMISSION SPECIFICATIONS AND REQUIREMENTS
1. Proposals should be as thorough and detailed as possible so that the City may properly
evaluate your capabilities to provide the required goods/services. Offerors are required to
submit the following items as a complete Proposal:
a. The return of the addenda, if any, signed and filled out as required.
b. Copies of current licenses.
c. Insurance: The successful Offeror must provide a statement indicating that they are
able to procure and maintain, without interruption and on an occurrence basis, public
liability insurance in the amount of $1,000,000.-(one million dollars) to cover
property damages and/or accidents and personal injuries that may be sustained by any
patron or guest of the Pools. The insurance coverage shall name the City, its elected
officials, office, agents and employees as additional insured and shall be primary as to
any overlapping coverage carried by the City.
2. Ownership of all data, materials and documentation originated and prepared for the City
pursuant to the request for bid shall belong exclusively to the City and be subject to public
inspection in accordance with the South Carolina Freedom of Information Act. Trade secrets
or proprietary information submitted by an Offeror shall not be subject to public disclosure
under the South Carolina Freedom of Information Act; however, the Offeror must invoke the
protections of Section 2.2-4342 F of the Code of South Carolina, in writing, either before or
at the time the data is submitted. The written notice must specifically identify the data or
material to be protected and state the reasons why protection is necessary. The proprietary or
trade secret material submitted must be identified by some distinct method such as
highlighting or underlining and must indicate only the specific words, figures, or paragraphs
that constitute trade secret or proprietary information. The classification of an entire
proposal document, line-item prices and/or total proposal prices as proprietary or trade
secrets is not acceptable and will result in rejection and return of the proposal.
3. Proposals shall include annual fixed priced for all scheduled maintenance. Additional
pricing to also include regular hours, overtime and any special rates for evening, weekends or
holiday work.

City of
Tega Cay, South Carolina
www.tegacaysc.org
7725 Tega Cay Drive Phone: 803.548.3512
Tega Cay, SC 29708 Fax: 803.548.1400
4. Proposals should identify, after-hours procedures, emergency contact numbers, average
response time, number of local service technicians.
5. All proposals must include three (3) letters of reference from commercial entities where the
contractor has performed similar services.
Offerors must submit two (2) copies of the bid. Bids shall be sealed and labeled Professional
HVAC Preventive Maintenance and Repair Services. Bids can be mailed, or hand delivered to
the City of Tega Cay (7725 Tega Cay Dr.). All bids must be received by no later than 2:00 PM
EST, August 5, 2026.
All questions pertaining to this request for bid must be submitted in writing by emailing
tgillette@tegacaysc.gov no later than 5:00 PM (EST) on August 1, 2026. Only written questions
will be considered formal.
EVALUATION CRITERIA AND SELECTION PROCEDURE
The City shall have sole discretion in evaluating qualifications. The City reserves the right
to select the qualifications that it may determine to be in the best interest of the City. The
City also reserves the right to reject any and all qualifications, including that of the selected
firm if satisfactory contract negotiations cannot be concluded.
**The City of Tega Cay pays SC Sales Taxes in the amount of 7%. However, the City is exempt
from Federal Excise Taxes and will issue exemption certificates, if requested. INCLUDE ALL
APPLICABLE TAXES IN YOUR LUMP-SUM PROPOSAL COSTS.
GENERAL TERMS AND CONDITIONS
1. RECEIPT AND OPENING OF SEALED BID:
a. Sealed proposals will be received and opened as specified in this request for bid
document.
b. The City will consider as non-responsive any proposal not prepared and submitted in
accordance with the provisions hereof and may waive any informality or reject any
and all proposals. Any proposal may be withdrawn prior to the above scheduled time
for the opening of proposals or authorized postponement thereof. Any proposal
received after the time and date specified shall not be considered.
2. PREPARATION OF BID:
a. All proposals will be evaluated in accordance with the responsiveness to same
determined in accordance to the instructions and criteria in this document. Any
proposal not providing sufficient information and documentation to comply with the
request for bid requirements will be considered non-responsive and removed from
further consideration.

City of
Tega Cay, South Carolina
www.tegacaysc.org
7725 Tega Cay Drive Phone: 803.548.3512
Tega Cay, SC 29708 Fax: 803.548.1400
b. A bid shall be made in the official name of the firm or individual under which
business is conducted (showing the official business address) and must be signed in
ink by a person duly authorized to legally bind the person, partnership, company, or
corporation submitting the proposal.
c. All information shall be typewritten.
d. Two (2) copies submitted in a sealed envelope. The submitted responder is required
to have printed on the envelope or wrapping containing their proposal: responder
business name and address and the proposal title. If forwarded by mail, the sealed
envelope containing the proposal must be enclosed in the outer envelope. The City
shall not be responsible for unidentified proposals.
e. Responders mailing their proposal must allow a sufficient mail delivery period to
insure timely receipt of their proposal. The City is not responsible for proposals
delayed by mail and/or delivery services of any nature. It is the responder's sole
responsibility to ensure that all documents are received by person (or office) at the
time indicated in the proposal document. No facsimile or email submissions will be
accepted.
f. Responders must clearly mark as "Confidential" each part of their offer which they
consider proprietary information that could be exempt from disclosure under Section
30- 4-40, Code of Laws of South Carolina, 1976 as amended (Freedom of
Information Act). If any part is designated as "confidential", there must be attached to
that part an explanation of how this information fits within one or more categories
listed in Section 30-4-40. The City reserves the right to determine whether this
information should be exempt from disclosure and no legal action may be brought
against the City or his agents for its determination in this regard.
g. Each responder shall acknowledge receipt of all addenda by its submission of a
proposal. It shall be each responder's responsibility to assure that all addenda have
been received. Addenda, if any, will be posted on the RFP/Bid page of the City's
website. No claim for failure to receive addenda will be considered.
3. RESPONDER QUALIFICATIONS:
To be acceptable to the City, responders must be skilled and/or licensed, if applicable, in the
class of work on which they respond, and no proposal will be considered from any responder
who is unable to show that he has actually performed considerable work of similar character
to that on which he is responding.
4. EXECUTION OF CONTRACT:
The responder to whom an award is made shall deliver to the City a Certificate of Insurance,
listing the City of Tega Cay as additional insured, prior to execution of the contract.
5. TERM OF CONTRACT AND CONTRACT DOCUMENTS:
a. The contract documents that will form the contract shall include:
i. The Complete Request for Proposals
ii. All Addenda

City of
Tega Cay, South Carolina
www.tegacaysc.org
7725 Tega Cay Drive Phone: 803.548.3512
Tega Cay, SC 29708 Fax: 803.548.1400
iii. The Successful Responder's Submitted Proposal Document
iv. Notice of Award (Verbal or Written)
v. Executed Contract
vi. Insurance Certification
b. Proposals submitted must be in a form suitable for incorporation, verbatim, into the
contract.
c. No written contract may be assigned, sublet, or transferred without the written
consent of the City Manager.
6. INSURANCE:
The successful responder shall procure, maintain, and provide proof of, insurance coverage
for injuries to persons and/or property damage as may arise from or in conjunction with, the
work performed on behalf of the City by the responder, their agents, representatives,
employees or subcontractors. Proof of coverage as contained herein shall be submitted
within ten (10) days after the City has provided a verbal notice of award and such coverage
shall be maintained by the Responder for the duration of the contract period.
a. Worker's Compensation - Limits as required by the Workers' Compensation Act of
SC, Employers Liability, $1,000,000.
b. General Liability insurance in the amount of $1,000,000.00.
c. Punitive damage coverage for liability insurance.
d. Professional liability insurance in the amount of $1,000,000.00.
e. Coverage Provisions
i. All deductibles or self-insured retention shall appear on the certificate.
ii. City of Tega Cay shall be listed as additional insured. This provision does not
apply to Professional Liability or Workers' Compensation/Employers'
Liability.
iii. The responder's insurance shall be primary over any applicable insurance or
self-insurance maintained by the City.
iv. Shall provide thirty (30) days written notice to the City before any
cancellation, suspension, or void of coverage in whole or part, where such
provision is reasonable.
v. All coverage for subcontractors of the responder shall be subject to all of the
requirements stated herein.
vi. All deductibles or self-insured retention shall appear on the certificate and
shall be subject to approval by the City. At the option of the City, either the
insurer shall reduce or eliminate the deductible or self-insured retention; or the
responder shall be required to procure a bond guaranteeing payment of losses
and related claims expense.
vii. Failure to comply with any reporting provisions of the policy shall not affect
coverage provided the City, its officers/officials, agents, employees and
volunteers.

City of
Tega Cay, South Carolina
www.tegacaysc.org
7725 Tega Cay Drive Phone: 803.548.3512
Tega Cay, SC 29708 Fax: 803.548.1400
viii. The insurer shall agree to waive all rights of subrogation against the City, its'
officers/officials, agents, employees or volunteers for any act, omission, or
condition of premises which the parties may be held liable by reason of
negligence.
ix. The responder shall furnish the City certificates of insurance including
endorsements affecting coverage. The certificates are to be signed by a person
authorized by the insurance company to bind coverage on its' behalf, if
executed by a broker, notarized copy of authorization to bind, or certified
coverage must be attached.
7. RIGHT TO INCREASE OR DECREASE THE AMOUNT OF WORK:
The City reserves the right to increase or decrease the amount of work under the Contract at
the unit prices quoted in the proposal received from the successful responder (if applicable).
8. LAW AND REGULATIONS:
The responder's attention is directed to the fact that all applicable Federal, State and Local
laws, statutes, ordinances, and the rules and regulations of all authorities having jurisdiction
over the project shall apply to the contract and the project throughout, and they will be
deemed to be included in the contract the same as though herein written out in full.
9. 9) METHOD OF AWARD:
a. Contracts will be awarded to the responder whose proposal appears to serve the best
interest of the City. The successful responder will be determined as prescribed herein
this document.
b. The City reserves the right to accept or reject, in whole, in part, together or
separately, any and all responses as appears in its sole judgment to be in the best
interests of the City, or to waive any and all technicalities and informalities in
determining the action of each proposal.
10. OBLIGATION OF RESPONDER:
At the time of the opening of proposals, each responder will be presumed to have inspected
the site, if applicable, and to have read and to be thoroughly familiar with the Documents
(including all addenda). The failure or omission of any responder to examine any form,
instruction or document shall in no way relieve any responder from any obligation in respect
to this request for bid.
VENDOR AGREEMENTS
1. STATEMENT OF RIGHTS:
The City reserves the right to obtain clarification or additional information necessary to
properly evaluate a proposal. Vendors may be asked to give a verbal presentation of their
proposal after submission. Failure of vendor to respond to a request for additional
information or clarification could result in rejection of that vendor's proposal. The City
reserves the right to accept or reject any and all proposals, in whole or in part, separately or
together, with or without cause; to waive technicalities in submissions, to secure a project

City of
Tega Cay, South Carolina
www.tegacaysc.org
7725 Tega Cay Drive Phone: 803.548.3512
Tega Cay, SC 29708 Fax: 803.548.1400
that is deemed to be in the best interest of the City. The City also reserves the right to make
purchases outside of the awarded contracts where it is deemed in the best interest of the City.
2. GENERAL TERMS:
Each responder by submitting a response to the City as a result of this RFP, agrees to and
acknowledges its acceptance of and agreement with the procedures outlined below and the
terms, conditions and requirements of the applicable the City RFP document. Agreement is
evident by the submission of a response to the City. If a vendor cannot agree to these terms,
or violates these procedures, the response will be judged non-responsive and not considered.
If the procedures are violated during the evaluation process or prior to the issuance of a
contract by the City, the offer of the firm in question will be void and the City will procure
the goods/services in question from other eligible vendors.
3. SPECIFIC TERMS:
a. Any deviation from specifications in the proposal solicitation must be clearly pointed
out; otherwise, it will be considered that the items offered are in strict compliance
with these specifications, and the successful responder will be held responsible,
therefore. Unless otherwise stated, it is understood and agreed that any item offered
or shipped on this proposal shall be new and suitable for storage or shipment, and that
prices include standard commercial packaging and handling.
b. Any attempt by a vendor to influence the opinion of the City staff, or City Council, by
discussion, promotion, advertising or any procedure to promote their offer, will
constitute grounds to judge such an offer non-responsive. All offers presented to the
City will be evaluated based on the current City Code and the offer as presented to the
City on the date/time specified in the given solicitation.
c. The City reserves the right to make periodic inspections of the manner and means the
service is performed or the goods are supplied.
d. All vendors are informed that the City Manager may exercise the City's option to
extend the contract and/or purchase order under the provisions of City Code should
such extension be mutually agreeable between the City and the selected vendor.
e. The Responder agrees to secure at Responder's own expense all personnel necessary
to carry out Responder's obligations under this Proposal. Such personnel shall not be
deemed to be employees of the City nor shall they or any of them have or is deemed
to have any direct contractual relationship with the City. The City shall not be
responsible for withholding taxes with respect to the Responder's compensation
hereunder. Responder shall not hold himself out as an employee of the City and shall
have no power or authority to bind or obligate the City in any manner, except City
shall make payment to Responder for services as herein provided. Responder shall
obtain and maintain all licenses and permits required by law for performance of this
contract by him. The Responder shall have no claim against the City hereunder or
otherwise for vacation pay, sick leave, retirement benefits, social security, worker's
compensation, health or disability benefits, unemployment insurance benefits, or