RFP 26-033 On Call Mechanical and HVAC Repair Services Q and A Addendum 1 Addendum 1

Arkansas Tech University
Procurement Services
514 West M Street
Russellville, AR 72801
479-968-0269
Request for Proposal RFP 26-033
On Call Mechanical and HVAC Repair Services
Due: July 24, 2026 10 AM
Anticipated Procurement Timetable (Meeting and Award Dates are Tentative)
RFP Issued: June 26, 2026
Questions deadline: July 3, 2026 4 p.m. Email questions to jwarren2@atu.edu.
Answers posted to website: July 6, 2026 4 p.m.
Opening of Proposals: July 24, 2026 10 a.m.
Selection Committee meeting: Week of July 27, 2026
Awardee(s) Selection: Week of August 3, 2026
Awardee(s) Notification Week of August 3, 2026
Arkansas Legislative Review of Contract: August or September 2026
Contract Effective Date: September 1 or October 1, 2026
Issuing Officer
Jennifer Warren
Arkansas Tech University
Phone: 479-968-0269
Email: jwarren2@atu.edu
purchasing@atu.edu
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Scope
Specifications are intended to establish a minimum desired quality or performance level
that will provide the best product available at the best price. It is not the intention of the
University to write "closed specs". Due to State of Arkansas construction project bidding
requirements, the award of a turn key mechanical and HVAC repair on call contract does
not guarantee the award of HVAC or mechanical construction projects or large-scale
repair and replacements requiring competitive bids. Nor does award of contract
guarantee a spend amount per year with awardee.
Arkansas Tech University seeks qualified HVAC and mechanical contractors to provide
on-call heating, ventilation, and air conditioning (HVAC) and mechanical maintenance
and repair services on the Russellville Campus.
Work includes, but is not limited to:
* Troubleshooting and repair of HVAC systems (split systems, RTUs, chillers,
boilers, air handlers)
* Replacement/repair of HVAC components:
o Compressors
o Motors
o Fans
o Coils
o Thermostats and controls
* Refrigerant leak detection and repair (must comply with EPA requirements)
* Preventative maintenance services
* Filter replacement
* Belt replacement and inspection
* Calibration of HVAC control systems
* Emergency HVAC repairs
* Building climate control diagnostics
* Testing and balancing (optional service)
* Hydronic system repair (if applicable)
Contractor Responsibilities:
* Provide all tools, equipment, materials, refrigerants, and parts
* Provide licensed HVAC and mechanical technicians
* Comply with OSHA, EPA, and Arkansas regulations
* Meet all applicable HVAC codes
* Coordinate with campus personnel as needed
* The contractor will begin regular maintenance work in no longer than 4 working
days.
* The contractor will begin emergency repair work in no more than 4 hours.
* The contractor will provide all necessary Arkansas One Call's.
* The contractor will follow all OSHA or Arkansas Department of Labor regulations.
* The contractor will provide current licensure for all employees working at
Arkansas Tech.
* The contractor will provide all necessary equipment, machines, or tools to make
repairs.
* Any regular maintenance work involving an Arkansas One Call will be extended
to a four-day beginning timeline.
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Exclusions (unless otherwise authorized)
* Major capital replacement projects
* Full-scale renovations or new construction
* Specialized services requiring separate licensing beyond contractor qualifications
All work preformed must meet or exceed local, state, or national mechanical codes.
Proposal
Responses to this request are rated by points. The responses must include the
following information for evaluation:
1) (35 pts) Experience and qualifications
2) (30 pts) References
3) (35 pts) Cost
Responses are evaluated and scored by a committee with cost being 35% of the
total score weight.
Any confidential, proprietary, copyrighted or financial material submitted by
respondents must be marked as such and submitted under separate cover. All
submittals by proposers will be available for review to the extent permissible,
pursuant to the Arkansas Freedom of Information Act. A.C.A. section 25-19-105-
et seq.
Background
Arkansas Tech University is a public, comprehensive, regional University that was
established by Act 100 of the 37th Arkansas General Assembly in 1909. ATU
offers credentials and degrees at the technical certification, associate,
baccalaureate, graduate and doctoral levels. The University operates campuses in
Russellville and Ozark as well as Arkansas Tech Career Center (ATCC).
ATU was ranked No. 1 in Arkansas on CollegeNET's Social Mobility Index nine of
the past ten years. The annual rating is an indicator of a university's success in
providing graduates with a pathway to an enhanced economic standing.
Arkansas Tech is recognized as a statewide leader in STEM education. Students
explore intersecting career paths made possible by more than 100-degree
options for undergraduate students and more than 25 paths of graduate study.
Anticipated Procurement Timetable (Meeting and Award Dates are Tentative)
RFP Issued: June 26, 2026
Questions deadline: July 3, 2026 4 p.m. Email questions to jwarren2@atu.edu.
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Answers posted to website: July 6, 2026 4 p.m.
Opening of Proposals: July 24, 2026 10 a.m.
Selection Committee meeting: Week of July 27, 2026
Awardee(s) Selection: Week of August 3, 2026
Awardee(s) Notification Week of August 3, 2026
Arkansas Legislative Review of Contract: August or September 2026
Contract Effective Date: September 1 or October 1, 2026
Award:
The University reserves the right to negotiate with the contractor selected for best
and final offer. We anticipate this being a multi-award which will result in more
than one vendor being awarded.
Award will be made in the best interest of the University; however, the University
reserves the right to not award any contract pursuant to this request for
quotation. Cost will 35% of the weight in the deciding factor.
Proposals that are substantially incomplete or lack key information will be rejected.
The initial term of this contract is anticipated to be for a period of one (1)
year with the option to renew on an annual basis 3 more times for a total of
4 years. If the University requires additional services after that time, the contract
may be extended for up to as long a time as necessary to complete the
additional services. However, in no case will the term of the contract exceed
seven (7) years. The University reserves the right to cancel this contract at any
time upon written notice given thirty (30) days in advance. If during the
performance of the contract, the contractor violates any local, state or federal
law, the University reserves the right to cancel this contract immediately. The
University will give written documentation to the contractor as to the reason for
cancellation. Authorized services performed for the University will be paid for
through the cancellation date with the exception of illegal acts.
Award will result in a Technical and General Services contract between ATU and
awardee. This contact will require Arkansas Legislative Committee review and
approval prior to effective date. Sample is attached.
Any questions pertaining to this RFP are to be directed to Jennifer Warren,
Director of Procurement, jwarren2@atu.edu 479-968-0269.
Arkansas Tech University's Standard Terms & Conditions may be found at
www.atu.edu/purchasing
Additional terms and conditions of this RFP may be found in Attachment A
below. Read and sign this document.
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This RFP may be utilized for cooperative purchasing in accordance with Arkansas
Code 19-11-249.
Evaluation:
The following is a high-level overview of the overall selection process.
* Procurement Services will review each Proposal Packet to verify Proposal
Submission Requirements have been met. Proposal Packets that do not
meet Proposal Submission Requirements will be rejected and will not be
evaluated.
* An Evaluation Committee (hereinafter referred to as "Evaluators") will
evaluate and score qualifying proposals. Evaluation will be based upon
Vendor's response to the Information for Evaluation section included in
the Proposal Packet.
* Evaluators will individually review and evaluate proposals and complete an
Individual Score Worksheet for each proposal. Individual scoring for each
Evaluation Criteria will be based on the following Scoring Description.
* After initial individual evaluations are complete, Evaluators will meet to
discuss their individual ratings. At this consensus meeting, each Evaluator
will be afforded an opportunity to discuss his or her rating for each
evaluation criteria.
* After Evaluators have had an opportunity to discuss their individual scores
with the committee, the individual Evaluators will be given the opportunity
to change their initial individual scores if they feel that is appropriate.
* The final individual scores of the Evaluators will be recorded on the
Consensus Score Sheet and averaged to determine the group or
consensus score for each proposal.
Submittals:
One sealed original hard copy. See checklist page 7.
Send:
Send proposal to:
ATU Procurement Services
RFP 26-033
Arkansas Tech University
514 West M Street
Russellville, AR 72801
The following three (3) forms will be required prior to award of contract. You
may find these forms on our website at www.atu.edu/purchasing .
1. Disclosure Required by Executive Order 98-04: As required by the State of
Arkansas, the successful contractor must complete this form prior to award.
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"The failure of any person or entity to disclose as required under any term of
Executive Order 98-04, or the violation of any rule, regulation or policy
promulgated by the Department of Finance & Administration pursuant to this
Order, shall be considered a material breach of the terms of the contract, lease,
purchase agreement or grant and shall subject the party failing to disclose or
in violation to all legal remedies available to the Agency under the provisions
of existing law."
2. Equal Employment Opportunity Policy Required by Act 2157 of 2005: As
required by the State of Arkansas, the successful contractor must complete this form
prior to award.
3. Combined Illegal Immigrant and Boycott Form
Cost Proposal
This form to be completed, signed, and submitted with RFP response by response due
date and time.
Type of Work Year One
Rate per
hour
Journeyman HVAC Technician/Mechanic $
Apprentice HVAC Technician/Mechanic $
Helper $
After hours-outside the hours of M-F 7 a.m. to 5 p.m. $
Emergency Service (if different than after hours) $
Diagnostic/Service Call Fee $
Trip Charge (per request) $
Preventative Maintenance (optional) $
Filter Replacement (optional) $
Life Equipment (if used) $
Daily Lift $
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Weekly lift $
Escalation Percentages-Indicate percentage of increase in hourly pricing $
per year.
Year 2
Year 3
%
Year 4
%
Material cost markup-expressed as a percentage over cost. Not to e x c e e d %
5%.
Name:
Title:
Email Address:
Telephone Number:
Signature:
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Experience and Qualifications-
May attach additional pages to describe experience and
qualifications
Arkansas HVAC License Number
EPA certification (Y/N)
Years of commercial HVAC experience
Experience with institutional/campus systems
Ability to service chillers/boilers? (Y/N)
Local office within 50 miles? (Y/N)
Required Documents Checklist-Complete this checklist to ensure
that you have included the correct documents in your response.
Completed and signed Cost Proposal.
Completed Experience and Qualifications section.
Completed References section.
Signed page Attachment A. See page 12.
Copy of all licensure claimed in Experience and Qualification
Section.
Seal all required documentation and sealed cost proposal in one
envelope and submit to ATU Procurement Services RFP 26-033
514 West M St. Russellville, AR 72801 by due date and time
listed on page 1.
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References
References: Provide Three Trade References
Reference 1
Name;
Telephone Number:
Email Address:
Company has been a client for how many years?
Reference 2
Name;
Telephone Number:
Email Address:
Company has been a client for how many years?
Reference 3
Name;
Telephone Number:
Email Address:
Company has been a client for how many years?
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Attachment A
Additionally, any resultant contract/agreement will include the following:
1. Nothing in this Agreement shall be deemed to waive the sovereign immunity
of the State of Arkansas, Arkansas Tech University, the Arkansas Tech
University Board of Trustees, or Arkansas Tech University administrators,
officers, faculty, staff, employees or agents.
2. This Agreement shall be governed by the laws of the State of Arkansas. The
exclusive jurisdiction for any dispute by Company regarding this agreement
shall, pursuant to A.C.A. 19-10-204, shall be the Arkansas State Claims
Commission.
3. Company agrees that it is solely responsible for complying with all laws as
well as obtaining all required permission, licenses, or other authority for all
items, services, goods, products, or activities that it performs or provides.
Violation by Company or its employees of local, state or federal law during
the performance of the contract shall permit the University to cancel this
contract immediately with no penalty. Further, Company states that it is in
compliance with all applicable laws and further, that it has or will obtain all
required and necessary rights, licenses, titles, and permits necessary for all
items, services, goods, products, or activities to be performed or provided.
Company further agrees to fully indemnify and hold harmless Arkansas Tech
University from any and all copyright, copyright infringement, license,
royalties, title or other claims that arise or are made as a result of Company's
service, goods, product, or activity on the campus of, or provided to, Arkansas
Tech University.
4. Company agrees that it will be solely responsible for any harm, damage or
injury that it, its product, its equipment, its goods, its service, or its
employees, agents or guests cause or permit to occur to any person or their
real or personal property as the result of Company's actions or failure to act.
Company further agrees to fully indemnify and hold harmless Arkansas Tech
University from any and all losses, damages, or expenses, including
reasonable attorney's fees, arising out of or resulting from claims or actions
for bodily injury, death, sickness, property damage, financial loss, or other
injury or damage caused by Company's product, goods, service or otherwise,
as well as all claims alleging any negligent act or omission of Company, its
employees, subcontractors, or agents.
5. The parties shall comply with all federal, state and local laws as required in
connection with the performance of their obligations under this Agreement,
including but not limited to, Executive Order 11246, as amended, Section 503
of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veteran's
Readjustment Act of 1974, as amended. The parties hereby incorporate the
requirements of 41 C.F.R. 60-1.4(a) (7), 60-250.5 and 60-741.5, if applicable.
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