Project Information

Bid Title

HVAC Preventative Maintenance Agreement Bid

Issuing Agency

Town of Colchester

Location

Vermont

Published Date

Feb 18, 2026

Closing Date

Mar 19, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	HVAC Preventative Maintenance Agreement Bid
Category:	General
Status:	Open

Description: The Town of Colchester is requesting proposals for a HVAC Preventative Maintenance Agreement for twelve (12) Colchester Town Buildings. The scope of work includes providing all labor, materials, tools, equipment, supplies and supervision necessary to complete the specified HVAC preventative maintenance services as described in the contract for the twelve (12) Town buildings. The agreement will be for a period of three (3) years, with an annual adjustment in compensation to the contractor based on a percentage provided by the bidder in the Bid Schedule. All questions by prospective bidders as to the interpretations of the Contract & Bidding Documents must be submitted in writing to Randy Alemy, Assistant Director, For security reasons, you must enable JavaScript to view this E-mail address., by end of day on Wednesday, March 11, 2026. Bids will be received by the Town of Colchester, at the Colchester Town Office Building at 781 Blakely Road, Colchester, Vermont until Thursday, March 19, 2026 at 2:00 PM, and then at said office publicly opened and read aloud. Bidders shall have a minimum of 7 years’ experience in the commercial HVAC and mechanical installation and maintenance industry. Bidders shall possess all state required licenses. Personnel assigned to perform maintenance at the Town of Colchester must be journeyman level with a minimum of 5 years of experience working on similar systems. Bidders should submit the Bid Form, Bid Schedule, Certification Regarding Debarment, Suspension and other Responsibility Matter, and three (3) references from clients with preventative maintenance contracts of similar scope for the bid submission to be deemed complete. For Full Bid & Contract Documents please click: https://colchestervt.gov/DocumentCenter/View/11888/Town-Buildings-HVAC-Contract-and-Bidding-Docs-2026 Publication Date/Time: 2/18/2026 12:00 PM Closing Date/Time: 3/19/2026 2:00 PM Related Documents: Town Buildings HVAC Contract and Bidding Docs 2026

Attachment Preview

TOWN OF COLCHESTER

CONTRACT & BIDDING DOCUMENTS

HEATING, VENTILATING AND AIR CONDITIONING (HVAC)

PREVENTATIVE MAINTENANCE AGREEMENT

COLCHESTER TOWN BUILDINGS

(Town Office  Library  Meeting House  Historical Society  Bayside Activity Center  Rescue 

Technical Rescue  Airport Park Maintenance Building  Public Works Garage 

Center Fire Station  Clay Point Fire Station  Malletts Bay Fire Station)

Prepared By:

Town of Colchester

Department of Public Works

781 Blakely Road

Colchester, VT 05446

Randy Alemy

Department of Public Works

February 2026

Colchester Town Buildings

HVAC Preventative Maintenance Agreement

TABLE OF CONTENTS

BID DOCUMENTS AND FORMS

Information for Bidders

Scope of Work

List of Equipment

Bid Form

Bid Schedule

Certification Regarding Debarment, Suspension and Other Responsibility Matters

AGREEMENT DOCUMENTS AND FORMS

Notice of Intent to Award

Agreement

W-9

Non-Employee Work Agreement

Liability Hold-Harmless Agreement

Certificate of Insurance

Notice to Proceed

STANDARD TERMS AND CONDITIONS

Colchester Town Buildings

HVAC Preventative Maintenance Agreement

BID DOCUMENTS AND FORMS

Colchester Town Buildings

HVAC Preventative Maintenance Agreement

INFORMATION FOR BIDDERS

PURPOSE: The Town of Colchester (herein called the “Owner”) seeks to establish a contract with a contractor

(herein called the “Contractor” or “Bidder”) for the Heating, Ventilating and Air Conditioning (HVAC) Preventative

Maintenance Services for twelve (12) Town Buildings (herein called “Services”). The Scope of Work includes

providing all labor, materials, tools, equipment, supplies and supervision necessary to complete the specified

HVAC preventative maintenance services as described in this contract for the twelve (12) Town buildings.

SCHEDULE OF WORK: The contract for the Services described within these Contract Documents will be for a

period of three years, with an annual adjustment in compensation to the contractor based on a percentage

provided by the Bidder in the Bid Schedule. The Contractor will commence the Services required by the Contract

Documents on the date of issuance of the Notice to Proceed. We anticipate services will begin on April 1, 2026.

PRE-BID WALK-THROUGH: Prospective BIDDERS and their agents will be permitted to make, at their

responsibility and expense, such investigations over the site(s) of the proposed work as they deem necessary.

They must satisfy themselves by personal examination of the locations of the proposed work, and by such other

means as they deem necessary, as to the actual conditions and requirements of the work. Inspection trips for

prospective BIDDERS must be scheduled with OWNER with a minimum 24 hours advance notice and be

conducted no later than Friday March 6, 2026.

TECHNICAL QUESTIONS: All questions by prospective Bidders as to the interpretations of the Contract &

Bidding Documents must be submitted in writing to Randy Alemy, Assistant Director, ralemy@colchestervt.gov

by end of day on Wednesday, March 11, 2026. All Bidders must notify Randy Alemy of their intent to bid so

they can be placed on a Bidders List to receive any issued addenda or other pertinent information. Please notify

the Town if email is not an acceptable method for receiving information and provide alternate means of contact.

BID SUBMITTAL: Bids for the HVAC Preventative Maintenance Services for the Town Buildings will be received

by the Town of Colchester Department of Public Works at 781 Blakely Road, Colchester, VT 05446 until 2:00

PM on Thursday, March 19, 2026, and then at said office publicly opened and read aloud.

Each Bid must be submitted in a sealed envelope, addressed to Randy Alemy at the Department of Public

Works, Town of Colchester, 781 Blakely Road, Colchester, VT 05446. Each sealed envelope containing a bid

must be plainly marked on the outside a Bid for HVAC Preventative Maintenance Services, and the envelope

should bear on the outside the name of the Bidder, and its address. If forwarding by mail, the sealed envelope

containing the bid must be enclosed in another envelope addressed to the Town of Colchester, Attn: Randy

Alemy, 781 Blakely Road, Colchester, VT 05446. The Town Office is open to the public from 8:00 AM until 4:30

PM, Monday through Friday. Contractors wanting to deliver their bid outside of that timeframe shall utilize the

drop box by the front entrance.

Contractor shall submit the following for the bid submission to be deemed complete:

 Bid Form

 Bid Schedule

 Certification Regarding Debarment, Suspension and Other Responsibility Matters

 Up to three (3) references from clients with preventative maintenance contract of similar scope of the

services being procured herein who have been under contract with the Bidder for a period of not less

than three (3) years.

All Bids must be made on the required bid documents and forms. All blank spaced for bid prices must be filled

Colchester Town Buildings

HVAC Preventative Maintenance Agreement

in, in ink or typewritten, and the Bid Form must be fully completed and executed when submitted. Only one

copy of the bid documents is required. Bidders shall remove and submit the bid documents separate from the

volume of contract documents. A conditional or qualified bid will not be accepted. All addenda issued shall

become part of the contract documents.

BID EVALUATION: Bid award will be made to the lowest responsive, responsible Bidder or otherwise guided

by the Owner’s procurement policies. All proposals will be judged by the Town of Colchester on the overall

value to the Town. Overall value considers cost, ability to perform the Services in a safe and timely manner,

and anticipated quality. All Contractors shall have adequate organization, facilities, equipment and personnel

to ensure prompt and efficient service to the Town. The responsiveness and responsibility of the low bidders

will be reviewed to inform the overall value.

To ensure the Owner is contracting and purchasing the best quality goods and services at the least possible

cost, the Owner may make any such investigations as it deems necessary to determine the responsibility of the

Bidder, and the Bidder shall furnish to the Owner all such information and data for this purpose and as the

Owner may request. The Owner reserves the right to reject any Bid if the Bidder fails to submit the requested

information and data, or if evidence reviewed by the Owner’s investigation of such Bidder fails to satisfy the

Owner that such Bidder is properly qualified to carry out the obligations of the Agreement to complete the

services contemplated therein.

In the event there is any discrepancy in the Bid Schedule between any price in words, figures, or the extended

totals, the price in words shall govern and the extended totals in each case shall be corrected accordingly.

GENERAL CONDITIONS RELATED TO BIDDING: The Owner may waive any informalities or minor defects

or reject any and all bids. A Bidder may withdraw any proposal submitted prior to the hour set for the closing of

the Bids provided the request is signed in a manner identical with the proposal being withdrawn. Any Bid

received after the time and date specified, shall not be considered. No Bidder may withdraw a Bid within 30

days after the actual date of the opening thereof. Should there be reasons why the contract cannot be awarded

within the specified period; the time may be extended by mutual agreement between the Owner and the Bidder.

The Owner reserves the right to reject any “materially unbalanced bid”. A “materially unbalanced bid” is a Bid

that contains lump sum or unit prices that do not reflect reasonable labor, equipment, and material costs plus

a reasonable proportionate share of overhead and other indirect costs and anticipated profit, and the Town

determines that the Bid may not result in the lowest ultimate cost to the Town.

Prospective bidders and their agents will be permitted to make, at their own responsibility and expense, such

investigations over the site(s) of the proposed services as they deem necessary. They must satisfy themselves

by personal examination of the locations of the proposed services, and by such other means as they deem

necessary, as to the actual conditions and requirements of the services. Prices bid shall include every; and all

costs for the completion of the services as indicated in the Specifications and the attached Scope of Work.

Bidders must satisfy themselves of the accuracy of the estimated quantities in the Bid Schedule by examination

of the site(s). At the time of the opening of Bids, each Bidder will be presumed to have inspected the site(s) and

to have read and to be thoroughly familiar with the Contract Documents (including all Addenda). After Bids

have been submitted, the Bidder shall not assert that there was a misunderstanding concerning the quantities

of services or of the nature of the services to be done. The failure or omission of any Bidder to do any of the

foregoing shall, in no way, relieve any Bidder from any obligation with respect to their Bid.

Bidders shall have a minimum of 7 years’ experience in the commercial HVAC and mechanical

installation and maintenance industry. Bidders shall possess all state required licenses. Personnel

Colchester Town Buildings

HVAC Preventative Maintenance Agreement

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors
• NAICS 811219Other Electronic and Precision Equipment Repair and Maintenance

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