Sign up to receive a text message or email when new bids are added!
Bid Title: RFP to Provide Preventative Maintenance and Inspection Services HVAC Equipment
Category: Request for Proposals
Status: Open
Bid Recipient: Ben Northup



The contractor is to provide a complete program of preventive and predictive maintenance service to maintain the equipment in good working order and perform the service tasks, at the minimum, in accordance with the guidelines specified herein.

The planned service program shall be designed to meet or exceed all manufacturers' requirements to properly maintain and service said equipment. All work is to be performed during regular business hours unless otherwise specified in the supplemental service section. Normal business hours are defined as Monday through Friday 7:30 am through 3:30 pm excluding state and national holidays.

The planned service maintenance program shall consist of a specified number of operating inspections, plus annual off-line preventive maintenance tasking designed to prepare the equipment for the next operating season.

The contractor will provide a written report of all findings, log data, an annual summary of equipment condition including lifecycle expectations, corrective actions, and recommendations following each visit.

Planned Maintenance Work and Service to be performed:

  • Inspect and/or replace filters to be supplied by the township
  • Measure and verify refrigerant charge.
  • Perform visual inspection for refrigerant leaks.
  • Measure and verify volts/amps of motor(s) and compressor(s).
  • Oil and grease motor(s) and fan bearing(s), where applicable.
  • Check belts for proper condition, tension and alignment, where applicable.
  • Check and adjust motor/fan sheave and fan bearing alignment, as required.
  • Check motor/fan bearing supports and hold-downs bolts, where applicable.
  • Inspect starter and contact surfaces.
  • Check and tighten all electrical connections.
  • Check all electrical and safety controls for proper operation.
  • Inspect and clean condensate drain(s)-pan(s) and pumps(s), where applicable.
  • Check Fan(s)-blower(s) for dirt accumulation /damage. Clean as needed.
  • Check Fan(s)-blower(s) alignment, balance and security to shaft.
  • Inspect outdoor/indoor coils for damage and dirt build up. Clean as needed.
  • Inspect manual outside damper and/or economizer for proper operation and for dirt accumulation, where applicable. Clean and adjust as needed.
  • Perform inspection of heat exchanger and flue.
  • Check pilot assembly and clean, where applicable.
  • Perform inspection of burner assembly and clean, where applicable.
  • Check ignition system and safety controls for proper operation.
  • Check combustion fan, where applicable.
  • Perform inspection of humidifier, where applicable.
  • Check and verify correct operation of all temperature controls/thermostats.
  • Check cabinetry/hardware and structural integrity of unit.
  • Complete all required paper documentation and report findings to customer contact.


Along with the planned maintenance work and service, the contractor will provide supplemental coverage as described below on all equipment.

The proposal is to set forth following hourly rates, including truck charges and any fuel surcharges, for any work outside the planned service program:

  • Hourly rate during normal business hours
  • Hourly rate after normal business hours to include weekends
  • Hourly rates for all holiday services

If additional services are required which are not specified as part of the contract to be awarded by the township, the contractor must agree to make recommendations, detailing the task required, pricing, and turn-around time. Upon Beavercreek Township approval, this work is to be performed in a timely manner during normal business hours unless specified.


The contractor will provide Beavercreek Township with 24-hour emergency service and response. In its proposal, the contractor is to include the maximum response time for all emergency service calls and an average response time. The contractor is to also provide a list of after-hours contacts.


As part of the Planned Maintenance Work and Service proposal, all basic maintenance materials, including refrigeration oil, degreasers, lubricants, coiling cleaning solvents, and basic maintenance materials shall be included in the total of the proposed bid and not listed as an additional or "add-on" expense.

Beavercreek Township will provide filters as needed.

Publication Date/Time:
6/24/2020 12:00 AM
Closing Date/Time:
7/30/2020 11:59 PM
Contact Person:
Any questions regarding this request for proposal should be submitted, in writing, to:

Ben Northup
Shop Forman
Beavercreek Township
1981 Dayton-Xenia Road
Beavercreek, Ohio 45434.
(937) 429-3672

Download Available:
Business Hours:
Mon-Fri: 7:30AM-3:30PM
Special Requirements:

The contractor is to include at least 5 commercial customers as references as part of its proposals.

Related Documents:

Return To Main Bid Postings Page