District Wide Evening Preventative HVAC Maintenance Service

2026-11-03

DeKalb County School District ( hereinafter , “ DCSD ”) is requesting qualified vendors to submit proposals to provide District Wide Evening Preventative HVAC Maintenance Services . SCOPE OF WORK A . Purpose / Project Overview DeKalb County School District ( DCSD ) seeks qualified contractors to provide preventive maintenance Evening Services , after school hours ( afternoons , evening , weekends and holidays ) for all DCSD District Wide Evening Preventative HVAC Maintenance Services to improve reliability , indoor air quality , and energy efficiency while minimizing instructional disruption . Services shall be performed after school hours and coordinated with site leadership and DCSD Facilities Management . Primary Objectives : Improve uptime , reduce emergency work orders , extend asset life , comply with manufacturer / OEM and industry standards ( ASHRAE / SMACNA ), and support DCSD strategic goals ( Organizational Excellence ). Awarded Offeror shall provide services in accordance with the specifications , requirements , and terms and conditions stated herein . Services shall include all equipment , labor , materials , tools , specialized equipment , supplies , trained personnel , insurance , travel and per diem , direct and indirect administrative costs , overhead , any other charges , and all things and services necessary to provide a complete turn - key solution based on the information contained in this RFP for District Wide Evening Preventative HVAC Maintenance Services in accordance with the requirements of this RFP . DCSD reserves the right to add or remove DCSD facilities ( schools , centers , and portable classrooms ) as needed . DCSD reserves the right to make multiple awards and will be responsible for administration of this contract . B . Project Scope of Work Contractor shall provide labor , supervision , tools , lifts / equipment , materials / consumables ( unless otherwise specified ), equipment assessment , recommended schedules , other documentation , and coordination to perform Preventative Maintenance ( PM ) on DCSD HVAC assets , including but not limited to : • Rooftop units ( RTUs ), air handling units ( AHUs ), unit ventilators , heat pumps , split systems , DX systems , VRF / mini - split systems , fan coil units ( FCUs ), exhaust / return fans , ERVs / DOAS units , VAV / VVT boxes , economizers , hydronic pumps , boilers / chillers ( where included ), Packaged Terminal Air Conditioners ( PTAC ) units and associated controls and safeties . Work includes : • Scheduling PM tasks by frequency ( monthly / quarterly / biannual / annual ). • Seasonal changeover / start - up and shutdown procedures ( where applicable ). • Belt service , cleaning , lubrication , electrical and controls inspection , condensate management , coil maintenance , airflow verification , refrigerant circuit checks , damper / economizer operation , and documentation . • Deficiency detection & reporting with prioritized corrective recommendations and parts lists . • Limited minor corrective actions found during PM ( tightening , adjustments , minor fasteners / sealants ) within the task order authorization threshold . • Data entry and close - out in Incident IQ ( iiQ ) with photos , checklists , and labor hours . Staffing , Scheduling & Site Protocols • Core Window ( Evening ): Weekdays 4 : 00 PM – 11 : 00 PM ; Weekend window available by task order ( e . g ., Saturday 8 : 00 AM – 6 : 00 PM ). Specific hours may vary by school activities ; coordinate with Facility Manager ( FM ) and site admin . • Check - In / Out : Sign in with site designee ; wear visible ID / badge ; maintain visitor / vendor log as required . • Access & Keys : Coordinate access needs ( roof hatches , mechanical rooms ); secure areas upon completion . • Noise & Cleanliness : Manage noise , contain dust / debris ; protect finishes ; leave areas clean ; safely stage and remove waste . • Coordination : All PM visits scheduled in advance with the assigned FM Manager and recorded in Incident IQ . Provide 72hour notice for lifts , water isolation , electrical shutdowns , or chemical coil cleaning . Preventive Maintenance Tasks & Frequencies Perform OEMaligned PM tasks ; propose a frequency plan by asset class . At minimum : Monthly ( where applicable ) • Visual inspection : units , panels , guards , gasketing , vibration . • Condensate systems : Inspect / clear pans and drains ; treat as needed ; verify no standing water . • Controls / BAS : Verify occupied / unoccupied schedules , setpoints , alarms ( log variances ). • Electrical : Check for hot spots ( visual ), loose lugs , discoloration . • Fans / Belts : Inspect condition / tension ; adjust as needed . Quarterly • Clean return / exhaust grilles and accessible coils ( light cleaning ); full coil cleaning as specified below . • Lubricate bearings / shafts where required . • Verify economizer / damper operation and linkages . • Check thermostats / sensors calibration and placement . • Inspect refrigerant lines for rubs / chafing ; check insulation integrity . • Verify airflow ( spot readings ) and note anomalies . Biannual ( Cooling / Heating Season Startups ) • Coil Maintenance : Clean evaporator and condenser coils ( foam / rinse per OEM ), straighten fins as required ; collect / rinse water per environmental best practices and SDS . • Belts & Sheaves : Replace belts as needed ; align sheaves ; document size / part #. • Electrical : Open panel inspection ; torque check on connections ; check contactors , capacitors , relays ; clean panels . • Refrigerant : Check operating pressures / temps , superheat / subcool ( as appropriate ), sight glasses , oil levels ; do not vent ; recover / charge per EPA . • Drainage : Hydroflush and treat condensate lines ; verify traps and slopes . • Safeties : Test high / low pressure switches , freeze stats , float switches , smoke relays ( as applicable ). • Hydronic ( if in scope ): Verify pump operation , strainers , expansion tanks , PRVs , glycol concentration ( if present ), relief valves . • VRF / Minisplit : Clean indoor / outdoor coils / filters ; verify drain ; check communications ; run test . • VAV / Boxes : Inspect actuators / controls , clean filters ( if equipped ), verify airflow and temperature response . • Documentation : Upload checklists , photos ( before / after ), readings .

Georgia

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