RFP No. 500640-FY25-30 HVAC Mechanical Services for the Town of Leesburg Utilities Department

Background
The Town of Leesburg, located 35 miles west of Washington, D.C., is the largest town in population in Virginia, with an estimated population of 54,215. The Town provides various services including police, public works, utility services, and parks and recreation.

The Department of Utilities is responsible for delivering quality water and sanitary sewer services while balancing social, environmental, and economic factors. This RFP seeks proposals from qualified firms to provide on-call preventative maintenance and emergency HVAC mechanical services for the Town's Utilities Department.

Work Details
The Contractor will provide all expertise, labor, equipment, and resources necessary to complete HVAC mechanical services on a time and materials basis. Services include:
1. Preventative Maintenance:
- Annual, semi-annual, and quarterly inspections of commercial HVAC equipment.
- Cleaning, lubrication, adjustments, calibration, replacement of minor parts (filters, belts, etc.), and identification of needed repairs.
- Maintenance records detailing service and preventative maintenance must be kept.
- Reports must be submitted after inspections and services.

2. On-Call Repair Services:
- Furnishing supervision, labor, tools, materials for HVAC repair and replacement as needed.
- Costs for equipment parts will be reimbursed at cost without markup.

3. Equipment Replacement Services:
- Replacement of defective equipment with new equipment on a furnish and install basis as authorized by the Town.

4. Coordination of Work:
- All work must be planned with the Assistant Plant Maintenance Manager at least five business days prior to starting.

Period of Performance
The contract term shall commence on a mutually agreed date and continue for one year with the option to renew for four additional one-year terms.

Place of Performance
Most services will be performed within the Town of Leesburg’s Utilities Department.