Preventive Maintenance Agreement HVAC, Heating, Cooling, and Refrigeration Systems

Background
Bland County Public Schools (BCPS) is seeking qualified contractors to provide preventive maintenance services for HVAC and refrigeration systems across all division facilities. The goal of this contract is to ensure that all systems operate efficiently, safely, and in compliance with applicable regulations.

Work Details
The contractor shall provide comprehensive preventive maintenance services for all HVAC and refrigeration systems, including:

- Heating systems (boilers, furnaces)
- Air conditioning units (split systems, package units, RTUs)
- Air handling units
- Refrigeration units
- Walk-in coolers and freezers
- Ice machines
- Exhaust and ventilation systems.

Services include a minimum of 2–4 scheduled service visits annually, filter replacement, lubrication of moving components, inspection of belts, motors, bearings, refrigerant level checks and leak detection, electrical inspection and tightening connections, thermostat calibration, cleaning coils and condensers, drain line inspection and clearing, system performance testing, and written service reports after each visit. Additionally, the contractor must provide 24-hour emergency service availability with a specified response time (recommended: within 4–8 hours) for repair services billed at contracted rates.

Period of Performance
The initial term of the contract is one (1) year with the possibility of annual renewal for up to four (4) additional years contingent upon performance and funding.

Place of Performance
Services will be required at all BCPS facilities including Bland County High School, Bland County Elementary School, Division Office and support facilities.

Bidder Requirements
Bidders must include a company profile, proof of Virginia licensing, proof of insurance, experience with similar contracts, references (minimum of 3), a detailed service plan outlining emergency response time and pricing proposal. The contractor must also provide general liability insurance and workers’ compensation coverage.