Annual Chiller Preventative Maintenance

Eastern Kentucky University is seeking a qualified contractor to provide comprehensive annual preventative maintenance for all campus chillers, cooling towers, and roof‑top units. The work includes twice‑yearly service (spring start‑up and fall shut‑down), cleaning, oil sampling (except scroll chillers), inspection of electrical and mechanical components, documentation with before‑and‑after photos, and readiness for winterization. Pricing is submitted as a lump‑sum annual fee broken down per unit, with additional hourly rates for normal, overtime, Saturday, and Sunday/holiday labor. The contract starts with a one‑year term and may be renewed annually for up to five additional years. • Perform preventive maintenance on each listed chiller, cooling tower, and RTU twice per year, including coil cleaning, oil analysis, and system checks. • Provide detailed documentation (photos, logs, oil‑sample reports) and submit invoices within one month of service completion. • Submit a unit‑based pricing spreadsheet (annual fee per unit) that aggregates to a single lump‑sum annual contract amount, plus hourly labor rates for after‑hours support. • Must meet EKU insurance requirements (minimum $1 M each for Workers’ Comp, General Liability, Excess Liability, and Business Auto) and acknowledge all safety and procedural handbooks. • Mandatory pre‑bid meeting on April 16 2026 at EKU Gentry Building #87; questions due by April 21 2026; bid deadline May 7 2026.