Project Information

Bid Title

REQUEST FOR PROPOSAL -RFP 26T-CD-205 CIHA SPENARD COMMERCIAL & OFFICE HVAC PREVENTATIVE MAINTENANCE & CALL-OUT SERVICES

Issuing Agency

Cook Inlet Housing Authority

Location

Alaska

Published Date

Apr 27, 2026

Closing Date

May 11, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

REQUEST FOR PROPOSAL -RFP 26T-CD-205 CIHA SPENARD COMMERCIAL & OFFICE HVAC PREVENTATIVE MAINTENANCE & CALL-OUT SERVICES April 27th, 2026

Cook Inlet Housing Authority (CIHA) will accept proposals from responsive and responsible individuals and Contractors to perform HVAC Maintenance & Call-Out Services.

Proposals must be submitted, clearly marked: “Attn: Procurement, RFP # 26T-CD-205, CIHA Spenard Commercial & Office HVAC Preventative Maintenance & Call-Out Services– Do Not Open”. CIHA will reject proposals received after the deadline. Faxed proposals will not be accepted.

Please click the link below to view the full details of the scope of work.

REQUEST FOR PROPOSAL (RFP)

RFP 26T-CD-205

ATTACHMENTS

Attachment A – Representations and Certifications of Bidders, form HUD-5369-A
Attachment B – Lobbying Certification and Disclosure
Attachment C - Sample Contract
Attachment D – Tribally Designated Wage
Attachment E – Proposal Price Form

SPECIFIED DATES

Bid Packet Available - April 27, 2026

Questions Due Date - May 4, 2026 2:00PM*

Proposal Due Date - May 11, 2026 2:00PM*

*All times stated in Alaska Standard Time

Attachment Preview

REQUEST FOR PROPOSAL

RFP 26T-CD-205

CIHA Spenard Commercial & Office HVAC Preventative

Maintenance & Call-out Services

April 2026

Prepared By:

Cook Inlet Housing Authority

Procurement Department

3510 Spenard Road

Anchorage, Alaska 99503

Terra Stowers, Procurement Specialist

Phone: (907) 793-3030

tstowers@cookinlethousing.org

1

Contents

SPECIFIED DATES ......................................................................................................................3

REQUEST FOR PROPOSAL .......................................................................................................4

PROPOSAL SUBMITTALS ...........................................................................................................4

QUESTIONS .................................................................................................................................4

PERIOD OF PERFORMANCE .....................................................................................................4

INTENT .........................................................................................................................................4

CONTRACT TERM .......................................................................................................................4

SCOPE OF SERVICES.................................................................................................................5

INVOICING.................................................................................................................................... 7

PREFERENCE STATEMENT .......................................................................................................7

WAGE DETERMINATION ............................................................................................................8

PREFERENCE FACTOR ..............................................................................................................8

INDEMNITY AND INSURANCE REQUIREMENTS ......................................................................8

GENERAL REQUIREMENTS .....................................................................................................11

RFP CONDITIONS AND PROVISIONS ......................................................................................11

PROPOSAL SUBMITTAL REQUIREMENTS..............................................................................12

EVALUATION PROCESS ...........................................................................................................12

PROTEST ...................................................................................................................................13

AWARD ....................................................................................................................................... 14

LIST OF ATTACHMENTS ..........................................................................................................14

2

SPECIFIED DATES

RFP # 26T-CD-205

Description

1. Bid Packet Available

2. Questions Due Date

3. Proposal Due Date

Date and Time

April 27, 2026

May 4, 2026, 2:00PM*

May 11, 2026 2:00PM*

Locations

CIHA Website

Email

Email/Mail/Hand

Delivery

*All times stated in Alaska Standard Time

3

REQUEST FOR PROPOSAL

RFP # 26T-CD-205

CIHA Spenard Commercial & Office HVAC Preventative Maintenance & Call-Out Services

Cook Inlet Housing Authority (CIHA) will accept proposals from responsive and responsible

individuals and Contractors to perform HVAC Maintenance.

PROPOSAL SUBMITTALS

Proposals must be submitted, clearly marked: “Attn: Procurement, RFP # 26T-CD-205, CIHA

Spenard Commercial & Office HVAC Preventative Maintenance & Call-Out Services– Do

Not Open”. CIHA will reject proposals received after the deadline. Faxed proposals will not be

accepted.

• Mailed and hand-delivered proposals: Proposals must be received on May 11, 2026,

2:00PM at CIHA, Attn: Procurement, 3510 Spenard Road, Anchorage, Alaska 99503, no

later than according to the time clock located at CIHA’s front desk.

• Emailed proposals: Proposals must be received no later than May 11, 2026, 2:00PM

according to the time and date received by CIHA’s email server. Emailed proposals may be

submitted to Procurement@cookinlethousing.org.

QUESTIONS

CIHA shall not be bound by any oral interpretation of this RFP. Questions are encouraged and

should be sent in writing to CIHA’s Procurement Manager via email. All questions must be

received at CIHA no later than May 4, 2026, 2:00PM. Written questions received by the deadline

will be answered by Addendum to all vendors.

Email: Procurement@cookinlethousing.org

No communication is to be directed to any other CIHA employees or CIHA representative.

Substantive issues will be answered in writing in the form of an Addendum to this RFP. If

determined necessary by CIHA, the proposal submittal due date may be extended and will be

stated as such in the Addendum form.

PERIOD OF PERFORMANCE

The period of performance shall begin upon the contract award and shall continue until completion

and acceptance of all tasks and deliverables as set forth in the Scope of Services.

INTENT

The intent of this RFP is to establish an indefinite quantity term services contract with a responsive

and responsible HVAC Maintenance Contractor to perform the services in the Scope of Work.

CIHA reserves the right to award one or more Contractors for this solicitation.

CONTRACT TERM

Award of a professional services contract for the specified work will include an initial three (3) year

term with an option to extend for two (2) additional one (1) year terms based on available funding,

satisfactory performance, agreed upon pricing and mutual consent. The yearly contract shall be

automatically renewed for one (1) year unless either party gives written notice of thirty (30) days

prior to the expiration thereof. The cost portion of your proposal submitted should include the

initial two (2) year term and the extension option years.

4

SCOPE OF SERVICES

Proposals should indicate the contractor’s ability to meet the following specifications.

• Frequency: All preventative maintenance items should be completed quarterly, unless

the contractor recommends a different schedule or unless otherwise identified in the

preventative maintenance scope below. Any recommended variations from the schedule

should be indicated in the proposal.

• Parts: Contractor should include parts needed for preventative maintenance in their

quote. A list of included parts should be furnished as part of the proposal.

• Records: Contractor to keep detailed records of all preventative maintenance and service

calls. Records should be made available to CIHA upon request. Records to be retained

for the duration of the contract.

• Additional services identified: Should any additional services be deemed necessary as

a result of preventative maintenance inspections or testing, contractor should escalate

those items to the Property Manager and provide a quote for the repairs/services for

approval prior to proceeding with the work.

PREVENTATIVE MAINTENANCE SCOPE (list of equipment to be found on page 4)

1. Predictive Maintenance Coverage

a. Electronic Combustion Analysis on units> 900kBtu

b. Annual Refrigeration Oil Testing/Analysis

c. Multi-groove drive assemblies tensioned to OEM Spec using precision tools

2. Roof Top Units

a. Inspection and Cleaning: Regular inspection and cleaning of condenser coils,

evaporator coils, and filters. Ensure that all components are free of debris and

function efficiently.

b. Lubrication: Lubricate all moving parts including fans, motors, and bearings to prevent

premature wear and tear.

c. Electrical System Check: Inspect wiring, connections, and control panels to ensure

proper operation and safety.

d. Refrigerant Level Check: Check and adjust refrigerant levels to ensure optimal

performance.

e. Test for leaks.

f. Replace filters quarterly.

g. Replace belts annually.

3. Boilers

a. Inspection: Regular inspection of heat exchangers, burners, and combustion

chambers.

b. Pressure and Temperature Check: Verify the pressure and temperature settings to

ensure they are within the recommended ranges.

5

Commodity Codes

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

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