Project Information

Bid Title

Maintenance Services for HVAC Systems

Issuing Agency

South Colonie Central School District

Location

New York

Published Date

May 29, 2026

Closing Date

Jun 24, 2026

Government Level

State & Local

Status

Closed

Original Source

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Project Description

Maintenance Services for HVAC Systems

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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:

NON-MANDATORY PRE-BID MEETING

SUBMISSION DUE DATE:

06/01/2026

06/10/2026

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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Commodity Codes

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

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