RFP 2025-08 City Hall Replacement HVAC

Background
The City of Hinesville is a local municipality that provides various services including water/utilities, business licenses, community development programs, police services, fire services, and building inspection services.

The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit proposals for the replacement of three existing HVAC units at Hinesville City Hall. The goal is to ensure the HVAC system is fully compatible with the existing infrastructure and to provide ongoing maintenance support.

Work Details
The contractor will replace three Trane Package Units: two 50-Ton units (Model# TED600B4AC2B6EE5ABOD) and one 30-Ton unit (Model# TED360B4AC2B6EE5ABOD) with new Trane Package Units: two 50-Ton Model #TED600 and one 30-Ton Model #TED360.

The contractor will also provide a 5-year annual maintenance plan which includes:
1. Two routine inspections per year covering air filter replacements, belt condition checks, motor bearing greasing, electrical connection checks, unit operation checks, evaporator coil brushing, drain pan cleaning, and logging of readings.
2. Two major inspections per year covering all routine inspection tasks plus steam pressure washing of condenser and evaporator coils, refrigerant pressure checks, safety switch inspections, superheat and sub-cooling checks on compressors, and overall condition assessments of refrigerant circuits.

Additionally, the contractor must ensure proper installation procedures including disconnecting existing units safely, using cranes for removal and installation, securing units against high winds, restoring power for factory start-up verification, and proper disposal of old units.

Period of Performance
The contract work is expected to commence upon award in May 2025 and will include a maintenance period spanning five years following the installation.

Place of Performance
The work will be performed at Hinesville City Hall located at 115 East Martin Luther King Jr. BLVD., Hinesville GA 31313.