Project Information

Bid Title

HVAC Preventative Maintenance Contract

Issuing Agency

City of St. Joseph

Location

Michigan

Published Date

May 12, 2026

Closing Date

May 19, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

title	closing date	status	files	view
HVAC Preventative Maintenance Contract	05/19/2026 - 3:30pm	Open - accepting bids and proposals	HVAC Preventative Maintenance Contract Exhibit 1	View Details

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Request For

Proposal

3 year HVAC/Mechanical

Maintenance Service

Agreement

City of St. Joseph, Department of Public Works

1160 Broad Street St. Joseph, MI 49085

I. Purpose

This Request for Proposal (“RFP”) is to provide interested area contractors with sufficient

information to submit proposals for consideration by the City of St. Joseph (“City”) in

connection with its needs for a 3 year HVAC/Mechanical Service Agreement.

Favorable pricing will be one element of the selection process, but the experience of the

firm, qualifications, experience and ability of assigned staff, completeness of the level of

service proposed and timeliness of service proposed by the Bidder will be significant

factors in award of this contract. Final decision on selection of the Bidder for this project

will be determined by the City Commission. The City reserves the right to reject any

proposals or parts of proposals. The City also reserves the right to waive any irregularities,

inconsistencies, or take whatever action is appropriate as determined by the City to be in

the best interest of the City.

A complete Request for Proposal may be viewed or downloaded at www.sjcity.com, or

mailed by contacting the City Clerk.

REQUEST FOR PROPOSAL: 3 year HVAC/Mechanical Service Agreement

CLOSING DATE AND TIME: 3:00 pm, May 19th 2026

Page 2

II. Scope of Work & Bid Specifications:

1. This proposed agreement will provide a comprehensive Mechanical and

HVAC maintenance and repair program for a wide variety of City owned facilities.

See attached exhibit 1, pages 1-6. This agreement shall include but not be limited to

the inspection, preventive maintenance, repair, programing, and other tasks and

services necessary to ensure the safe, well maintained, and energy efficient

operation of the City’s HVAC, boilers, circulating pumps, and water heating and

storage systems.

2. The proposed agreement will be for three (3) years and be in effect from July

1, 2026 through June 30, 2029. The proposal should include yearly price increases,

if any, over the duration of the agreement. The proposal should include hourly rates

for service work performed as needed when such work falls outside the scope of the

general agreement. These hourly rates should be broken down as follows: regularly

scheduled workdays during a normal work week, and work hours during a normal

work week outside of regular workdays including after-hours, holidays, and

weekends.

3. Contractor will provide required service on all defined units two (2) times

per calendar year, once in the April/early May time frame for cooling season startup

and once in the October/early November time frame for heating startup. All

systems at the Ice Arena must be serviced and in operational condition before

November 1. Due to the fluctuation of the cottonwood season, the contractor will

need to return; at no additional charge to the City, after cooling startup to clean

condensing coils in whatever manner it takes to do a thorough job. In addition,

Contractor shall respond to service calls as needed within four (4) hours during the

week and eight (8) hours on weekends and holidays.

4. The Contractor shall retain licensed, professional personnel who have

successfully and competently provided private, City and/or Government facility

HVAC and mechanical maintenance and repair services or projects of similar scope

and complexity. It shall be the Contractor’s responsibility to develop and implement

a routine maintenance program to effectively maintain, to the satisfaction of the

City, all aspects of HVAC and mechanical systems in the identified City facilities.

Page 3

5. For the purpose of this agreement, routine preventive maintenance shall be

defined as scheduled routine inspection and proactive servicing of all HVAC and

mechanical systems with minimal downtime. The routine maintenance and all

repairs shall be in accordance with the highest standards of the industry, skill,

workmanship, applicable trade practices, meet warranties and conform to all

applicable laws, codes and regulations. It is the responsibility of the Contractor to

maintain the units at their highest efficiency.

6. This agreement will include all labor and consumables needed to implement

the maintenance program. Consumables shall be generally defined as lubricants,

allowance for refrigerants, belts, filters, thermocouples, electrodes, and chemicals

used for cleaning equipment. In addition to the required filter changes at the two

scheduled visits, the Contractor will provide and install filters of appropriate size

and number halfway between both scheduled visits.

7. Contractor shall provide oversite and submit documentation that shows all

identified City facilities are receiving required service. Depending on the season,

this documentation should include some form of checklist or report, either online or

printed, that includes but is not limited to the following:

• Check that all electrical connections are secure, tighten if needed

• Check input voltages to the unit

• Check all current draws

• Inspect heat exchangers and perform a combustion analysis

• Check operation of ignition system

• Check and clean flame sensor

• Remove and clean burners

• Check and adjust fan switches

• Clean and adjust pilots

• Check gas lines and regulators located after shutoff for leaks and proper

operation

• Ensure combustion air and exhaust openings are unobstructed

• Inspect flue pipes, clean if needed

• Open and clean fire side surfaces on boilers

• Clean steam traps if applicable

• Inspect all gaskets

• Flush boiler with water to remove scale and sediment

• Inspect and clean boiler feed water supply

• Clean boiler burner and burner pilot

• Check boiler pilot electrode and adjust

Page 4

• Clean air dampers and adjust

• Clean motor starter contacts and check operation

• Perform all boiler flame safeguards and safety trip checks

• Check all fan, shaft, pulley and bearing set screws. Tighten as needed

• Change all belts annually

• Change all filters bi-annually.

• Lubricate as required; all fans, blowers, bearings, shafts, motor bearings,

moving parts, condensers and draft inducers

• Check all high limits and safety controls

• Check manifold gas pressure and set to factory specs.

• Check operation of compressor and crank case heaters

• Check the refrigerant charge and superheat

• Check all fluid and lubricant levels

• Check and clean condenser and evaporator coils. This should be done as

soon after Cottonwood season as possible

• Clean condensate drains, traps and pans

• Check for any boiler leaks

• Re-secure all access panels

• Perform one annual flush procedure for 6 Navien condensing water

heaters.

8. Contractor shall investigate noises, lubricate and adjust all ventilation fans

per manufacturer’s specifications. Any belts needed for rooftop ventilators will be

changed annually.

9. Contractor shall keep the City informed of any issues with its systems. This

information should include any recommendations, opinions or best industry

practices as to the expected serviceability or longevity of any given piece of existing

equipment. Recommendations should include enough information so that an

informed decision can be made for budget planning purposes.

10. Prior to any repair or replacement outside the scope of the agreement, the

Contractor will troubleshoot and diagnose the system’s problems. Contractor will

then prepare an itemized equipment/parts list that are recommended for the repair

or replacement. The City will not incur any extra charge for this diagnostic service.

The City may, at its discretion and per its purchasing policies, either give approval to

the Contractor to proceed or solicit competing bids for the recommended work.

Page 5

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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