HVAC Filters and Preventive Maintenance Services

The State of North Carolina, via Coastal Carolina Community College, is issuing an Invitation for Bids (IFB) to obtain a vendor for campus‑wide HVAC preventive maintenance and filter replacement services. The contract will cover routine maintenance of mechanical equipment—including water‑to‑air heat pumps, water‑to‑water heat pumps, hot‑water boilers, exhaust fans, and ventilators—and will require six filter changes per year plus parts coverage for air‑cooled condenser coil cleaning. The initial contract term is three years with optional one‑year extensions (up to two). A mandatory pre‑bid site visit is scheduled, and all questions must be submitted in writing by the specified date. Bids are to be submitted sealed by the bid opening deadline, after which the lowest responsive and compliant offer will be awarded. • Scope: Preventive maintenance, filter changes (6×/yr), coil cleaning, parts coverage. • Equipment covered: heat pumps, boilers, fans, ventilators across the entire campus. • Contract length: 3‑year base term, with up to two 1‑year renewal options. • Mandatory site visit: 20 Oct 2026 (must attend to be considered responsive). • Submission deadline: 28 Oct 2026, 2:00 PM EST (sealed mail). • Evaluation: Lowest responsive price meeting specifications; required financial, experience, and reference documentation. • Mandatory vendor qualifications: NC‑registered vendor in good standing, E‑Verify compliance, financial certification, and insurance.