Project Information

Bid Title

2026 HVAC Preventative Maintenance and Unit Priced Services

Issuing Agency

City of Sedro Woolley

Location

Washington

Published Date

Jan 22, 2026

Closing Date

Feb 5, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

2026 HVAC Preventative Maintenance and Unit Priced Services
Invitation for Bid
Bid Proposal Form
HVAC Unit List
Statement of Bidders Qualifications
Certification of Compliance with Wage Payment Statutes
Sample Public Works Agreement
Bids Close:  February 5, 2026 at 2:00PM

Attachment Preview

INVITATION FOR BID

2026 HVAC Preventative Maintenance and Unit Priced Services

The City of Sedro-Woolley is soliciting bids under the city’s Small Works Roster utilizing MRSC Rosters

for preventative maintenance service on certain city owned HVAC systems, and for unit priced emergency

and non-emergency as-needed services for a 12-month period beginning on March 1, 2026.

Instructions to Bidders: The work consists of Schedules 1 and 2 as described below.

Schedule 1: Annual Preventative Maintenance. Proposals shall provide Annual Preventative

Maintenance at the following locations:

1. Sedro-Woolley Municipal Building, 325 Metcalf Street

2. Hammer Heritage Square, 640 Metcalf Street

3. Sedro-Woolley Community Center, 703 Pacific Street

4. Sedro-Woolley Senior Center, 715 Pacific Street

5. Bingham Park Caretaker, 340 Bingham Park Loop

6. Police Evidence Garage, 300 Metcalf Street

7. Fire Station No. 2, 1218 Township Street

8. Riverfront Park Caretaker, 1001 River Road

9. Wastewater Treatment Plant, 401 Alexander Street

10. Public Works Operations Facility, 501 Alexander Street

Schedule 1 Preventative Maintenance shall consist (at a minimum) of the following:

• Check Thermostat operation

• Tighten all electrical connections

• Inspect all contactor and relays

• Inspect all wiring

• Inspect all pilot lights and igniters, burners

• Inspect flue pipe, diverter and flue connections

• Inspect indoor and outdoor coils and clean if necessary

• Check rain guards

• Check compressor

• Check refrigerant systems for leaks and operation

• Check insulation and clamps

• Check and adjust burners

• Check and adjust dampers

• Lubricate all moving parts

• Inspect air filters and clean or replace

• Inspect and adjust all temperature and safety controls

• Inspect and adjust all valves

• Inspect oil in compressors and add if necessary

• Check evaporative condensers and clean as needed

• Check and adjust condensate pumps and drains as necessary

• Inspect and clean condensate drain pan and install condensate treatment tablets

• Clean condensate p-trap

• Clean blower compartments

• Inspect and adjust all belts and replace as needed

• Provide itemized checklist documentation of Preventative Maintenance activities per location.

The Lump Sum bid item(s) per location for annual preventive maintenance will include all necessary

labor, tools, equipment, mobilization/demobilization, licenses, incidental materials including fluids, belts,

filters, and mark-up on materials per the Preventative Maintenance list to test and diagnose the specified

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HVAC equipment, including but not limited to air flow analysis, water flow, delta T, humidity, Freon and

electronic conditions.

The annual preventative maintenance service shall be scheduled with the Public Works Operations

Supervisor at a time mutually agreed by both parties. During the annual preventive maintenance,

Contractor will troubleshoot and/or diagnose HVAC/Mechanical problems and recommend emergency or

routine repair programs as required. Preventive maintenance shall include detailed maintenance reports

for each system. Actual repairs will be performed under the Schedule 2 On-Call (As-Needed) HVAC

Services portion of the agreement.

Schedule 2: On-Call (As-Needed) HVAC Services. The Unit Priced (As-needed) Services bid item will

provide qualified manpower and equipment on an hourly basis to perform routine HVAC/Mechanical

repairs or replacements and emergency repair or replacement.

For emergency as-needed requests, Contractor will respond to City calls within 1 hour 8:00 a.m. - 4:30

p.m., Monday thru Friday, and within two hours 4:30 p.m. - 8:00 a.m. Monday thru Friday and weekends

and holidays after receipt of request. Response is defined as having adequate resources necessary to

perform the work on site within the time stated.

The contractor will assist City personnel in location of necessary repair parts. City personnel will procure

parts as necessary or may designate that the contractor supply parts. Contractor will assist City personnel

in making repairs to eliminate or reduce downtime of vital HVAC/Mechanical systems at various City

facilities.

All bidders must be qualified to perform service on HVAC and Mechanical systems, including incidental

electrical work, and must have demonstrated a past history of responsiveness, technical expertise, and

professionalism. City owned systems include split, package, boiler and chiller systems. A detailed list of

the HVAC Equipment per location can be found on the city’s website at https://www.sedro-

woolley.gov/resources/doing_business_with_the_city/index.php under Bids and Awards, 2026 HVAC

Preventative Maintenance and Unit Priced Services, HVAC UNIT LIST.

Materials: For materials used during the course of schedule 2 work, the city shall be billed for the actual

cost of all materials, equipment, and supplies purchased for the work, including applicable sales tax,

freight, and delivery charges. A markup of 15% shall be added to the total material cost to cover the

Contractor’s overhead (RCW 39.04.235).

Materials provided for individual projects will be per the current edition of the International Building Code

and/or National Electrical Code. Work will be performed per the current edition of the International

Building Code, National Electrical Code and City standards.

See the sample Public Works Agreement for this invitation on the city’s website at: https://www.sedro-

woolley.gov/resources/doing_business_with_the_city/index.php under Bids and Awards, 2026 HVAC

Preventative Maintenance and Unit Priced Services for insurance, bonding, prevailing wage provisions

and other provisions applicable to this contract.

State prevailing wage rates per Washington State Department of Labor and Industries are required. For

current rates in Skagit County use the following link: https://secure.lni.wa.gov/wagelookup/rates/journey-

level-rates and use the bid close date as the effective date.

RCW 39.04.350 establishes bidder responsibility criteria. Before the City accepts a contractor’s bid, the

contractor must:

• Be a registered contractor at time of bid submittal (RCW 18.27.020)

• Have a current state Unified Business Identifier (UBI) number

• Have industrial insurance coverage as verified by WA Labor and Industries (RCW Title 51)

• Have an Employment Security Department number (RCW Title 50)

• Have a state Excise Tax Registration number (RCW Title 82)

• Have never been disqualified from bidding under RCW 39.06.010 or 39.12.065(3)

• If bidding on a public works project subject to the apprenticeship utilization requirements in RCW

39.04.320, must not have been found out of compliance by the WA State apprenticeship and

training council under chapter RCW 49.04 for the one-year period immediately preceding the date

of the bid solicitation.

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• Bidders must have received training on the requirements related to public works and prevailing

wage under RCW chapters 39.04.350 and 39.12.

• Bidders within the three-year period immediately preceding the date of the bid solicitation, may

not have been determined by a final and binding citation and notice of assessment issued by the

WA Labor and Industries or through a civil judgement entered by a court as defined in RCW

49.48.082, any provision of 49.46, 49.48, or 49.52 RCW.

Bidders shall register or maintain registration on MRSC Rosters at http://www.mrscrosters.org prior to

bid solicitation. Bidders not on the roster prior to solicitation will be considered non-responsive.

Successful bidders must have or shall obtain a Sedro-Woolley business license at

https://dor.wa.gov/manage-business/city-endorsements/sedro-woolley prior to any payment and be

current with all applicable licenses, taxes, and fees owed to the City of Sedro-Woolley.

Interested contractors are to submit and have completed training prior to bid opening:

• Bid Proposal Form utilizing the form provided.

• A Statement of Bidder’s Qualifications including references utilizing the form provided.

• Certification of Compliance with Wage Payment Statutes utilizing the form provided.

• Current Rate Sheet including labor and equipment rates – may provide on company letterhead.

• Must have received training related to the public works and prevailing wage requirements or be

exempt as verified by WA Labor and Industries (RCW 39.04.350(1)(f)).

Proposals are due by 2 pm on Thursday, February 5, 2026. A formal bid opening will not be held.

Proposals may be submitted in person, by U.S. Mail, or email to: City of Sedro-Woolley, Public Works

Department, 325 Metcalf Street, Sedro-Woolley, WA 98284, (360) 855-0771, email jrosario@sedro-

woolley.gov Results of the bid will be posted on the city website after award.

Basis for selection will consist of comparison of proposals for the combination of Schedule 1 and 2

Preventative Maintenance, and Schedule 2 On-Call (As-Needed) HVAC Services based on a sample

repair trip using quoted man-hour, equipment rates and mobilization/demobilization costs, plus a review

of qualifications and references, and capacity to respond within the time frame stated. Based on

responses received, a minimum of two contractors may be selected. Contracts will be awarded to

selected contractors. It is anticipated that the lowest responsible bidder will be utilized for work under this

contract, but should the primary contractor be unavailable, the work will be offered to the next contract

holder according to the ranking of bids received.

The City of Sedro-Woolley reserves the right, without any liability on our part, to accept a proposal of the

bidder submitting the lowest responsible bid, to reject any or all bids, revise or cancel the work to be

performed, or do the work otherwise, if the best interest of the City is served thereby.

EEO Statement: The City of Sedro-Woolley complies with applicable state and federal laws and does not

discriminate on the basis of race, color, national origin, age, disability, creed, gender, gender expression

or identity, sexual orientation, marital status, religion, honorably discharged veteran or military status, or

the use of a trained guide dog or service animal by a person with a disability.

Americans with Disabilities Act (ADA): The City of Sedro-Woolley in accordance with Section 504 of the

Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to

nondiscrimination on the basis of disability, in all of its programs and activities. This material can be

made available in an alternate format by emailing Serena Mynatt, ADA@Sedro-Woolley.gov .

Title VI: The City of Sedro-Woolley, in accordance with the provisions of Title VI of the Civil Rights Act of

1964 (78 Stat. 252, 42 U.S.C 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will

affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged

business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation

and will not be discriminated against on the grounds of race, color, or national origin in consideration for

an award.

For technical questions relating to this Invitation for Bid or to schedule a site visit please contact Nathan

Salseina, Public Works Maintenance & Operations Division Manager at 360-856-5167 or by email at

nsalseina@sedro-woolley.gov between the hours of 7:00 am and 3:30 pm.

ADVERTISED: January 22, 2026 - Online at City of Sedro-Woolley Website at http://www.ci.sedro-

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woolley.wa.us/resources/bids_and_awards/index.php

INVITATION TO BID E-MAILED: January 22, 2026 - MRSC Roster: Small Works; Project Type:

Facilities; Category: HVAC; Sub-Category: General

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Commodity Codes

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

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