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HomeMy WebLinkAbout26 - Submissions - HVAC Maintenance (2)From:Michael Freitas To:Bozeman Procurement Cc:Matt Schmidt; Daren Nelson Subject:[EXTERNAL]Bozeman HVAC Preventative Maintenance RFP Long Building Technologies Due 2/5/2026 2pm. Date:Monday, February 2, 2026 9:40:32 AM Attachments:image001.pngimage003.pngimage005.pngimage007.pngimage009.pngimage011.pngimage013.pngBozeman HVAC RFP.pdf CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Hello, Attached is our response to the HVAC Preventative Maintenance RFP. Michael Freitas​​​​ Account Executive Mobile: 406-465-7078 | Dispatch: (406) 797‑7082 Email: mfreitas@long.com | www.LONG.com Executive Summary Long Building Technologies is pleased to submit this proposal in response to the City’s Request for Proposals for annual and semi-annual HVAC preventive maintenance and equipment inspections. We understand the importance of maintaining safe, reliable, and energy-efficient facilities, and we are committed to delivering the high-quality service and technical expertise needed to support the City’s HVAC infrastructure. Our team recognizes that City maintenance staff will continue performing routine inspections and handle HVAC filter changes. Our role will be to complement those efforts by providing comprehensive, specialized preventive maintenance and detailed inspections designed to improve system performance, reduce downtime, and extend equipment life. Our proposed service approach includes: • Annual and semi-annual preventive maintenance performed by certified HVAC technicians with extensive commercial experience. • Detailed inspections of all mechanical, electrical, refrigerant, and basic control system components to ensure proper operation and early detection of potential issues. • Diagnostic and functional testing aimed at optimizing efficiency and identifying conditions that could result in system failures. • Clear, thorough reporting documented findings, recommendations for corrective actions. • Ongoing communication and coordination with City maintenance staff to ensure seamless scheduling, transparency, and alignment with operational needs. Long brings a proven history of dependable service, strong safety practices, and proactive maintenance programs. Our team is committed to partnering with the City to maintain consistent indoor comfort, protect capital investments, and support long-term HVAC planning. We appreciate the opportunity to submit this proposal and look forward to the possibility of working with the City to deliver reliable, cost-effective HVAC maintenance services. Firm Profile Long Building Technologies is a full-service HVAC contractor specializing in preventive maintenance, equipment inspections, and mechanical system support/replacement for municipal, commercial, and institutional clients. With a strong focus on safety, reliability, and quality workmanship, our company has built a reputation for delivering timely, professional HVAC services designed to extend equipment life, improve energy efficiency, and minimize unplanned downtime. Company Capabilities Our core capabilities include: • Comprehensive annual and semi-annual and quarterly HVAC preventive maintenance • Detailed mechanical, electrical, and refrigerant system inspections • Troubleshooting, diagnostics, and performance evaluation • Repair and replacement recommendations with cost-effective options • Support for packaged units, split systems, RTUs, boilers, chillers, pumps, VAVs. • Coordination with facility teams to ensure smooth scheduling and communication These capabilities allow us to effectively support the City’s HVAC maintenance strategy while integrating seamlessly with the daily work performed by City staff. Key Employees Our team is led by experienced HVAC professionals who bring strong technical knowledge and a commitment to customer service. Key personnel include: • Michael Freitas Account Executive– Serves as the main point of contact for facility manager’s, working with techs to build accurate maintenance plans and proposals. • Brian Roque Supervisor Technician – Responsible for supervising maintenance activities, conducting high-level inspections, and ensuring adherence to industry standards. • Matt Schmidt Service Coordinator – Manages scheduling, dispatching, as well as communication with City staff. Staffing Levels We maintain an experienced, well-balanced workforce to support ongoing and emergency HVAC needs: • Number of licensed HVAC technicians: [8] • Number of apprentices/assistants: [2] • On-call/after-hours support: Available 24/7 • Office/support staff: [4] This staffing structure ensures sufficient capacity to complete scheduled maintenance while remaining responsive to unexpected equipment issues. Resources and Equipment To support reliable service delivery, we maintain: • Fully equipped service vehicles with diagnostic tools, gauges, and testing equipment • Refrigerant recovery units, leak detectors, combustion analyzers, airflow meters, and electrical testing instruments • Access to manufacturer-specific service software and technical documentation • Inventory of commonly used parts, belts, and consumables • Partnerships with regional suppliers as well as our own Long Building Equipment division and our www.longpartspros.com website for expedited parts sourcing Our equipment and resources enable us to execute maintenance efficiently, produce accurate inspection results, and maintain consistent service quality. Related Experience with Similar Projects Long has extensive experience delivering annual and semi-annual HVAC preventive maintenance and inspection services, our portfolio includes multi-site agreements, scheduled PMs, detailed equipment condition assessments, and proactive recommendations that reduce downtime and extend asset life. We routinely coordinate with in-house maintenance teams—similar to the City’s ensuring seamless scheduling, transparent reporting, and clear lines of responsibility. Long has several clients with multiple locations. Proposed Solution We will provide a reliable, comprehensive preventive maintenance and inspection program tailored to the City’s HVAC portfolio, delivering annual and semi-annual service that enhances equipment performance, reduces downtime, and extends asset life. Our certified technicians will perform all required inspections, diagnostics, and functional testing on the equipment listed in the RFP, while coordinating closely with City maintenance staff who will continue handling routine checks and filter changes. Each service visit will include any identified deficiencies, and recommended corrective actions to support informed decision-making and long-term capital planning. Through proactive scheduling, consistent communication, and industry-standard maintenance practices, our team will ensure the City’s HVAC systems operate safely, efficiently. Present and Projected Workload Long maintains a balanced and scalable workflow that ensures we have the capacity to fully support the City’s HVAC preventive maintenance program without compromising service quality or response times. Our current workload consists primarily of scheduled preventive maintenance contracts for commercial and institutional clients, along with routine service calls and seasonal HVAC demands. Because our maintenance programs are planned well in advance and evenly distributed throughout the year, we are able to allocate dedicated technicians and resources specifically for the City’s facilities. Looking ahead, our projected workload remains stable, with no anticipated staffing shortages or major project commitments that would limit our availability. We actively monitor technician utilization and maintain additional workforce capacity to accommodate new contracts, emergency service requests, and seasonal peaks. With a combination of experienced technicians, flexible scheduling capabilities, and available resources, we are fully prepared to integrate the City’s portfolio into our service operations and provide reliable, uninterrupted support throughout the contract term. Current Workload Metrics • Total Technicians: 8 • Total Monthly Available Labor Hours: o 8 techs ≈ 1,385 hours/month • Hours Allocated to Existing PM Contracts: ~1100–1,200 hours • Average Monthly Service/Repair Calls: 100-130 • Emergency Response Coverage: Minimum of 2 techs available daily for priority calls; 24/7 on-call rotation Projected Workload Capacity • Expandable PM Capacity: o Overtime + flex scheduling offers an additional 15–20% capacity (≈200–275 hours/month) • Seasonal Surge Capacity: Ability to increase workload by 25–30% during peak cooling/heating seasons • Planned Staffing Adjustments: o Ability to onboard 1–2 additional technicians as contract volume increase. o Cross-trained technicians allow flexible coverage across sites and equipment types Recent Work with City of Bozeman Long has a long-standing and dependable presence supporting municipal and public safety facilities throughout the region. In addition to HVAC services, Long provides integrated building solutions including building automation and controls (BAS), fire monitoring systems, security systems, and access control, combining all these divisions we have worked on the following projects for the city. City Public Safety Building (2022–Present) Long has been actively supporting the City’s Public Safety Building since 2022 and continues to perform work at this facility today. This continuous engagement demonstrates Long’s ability to support a mission-critical facility. Bozeman Fire Station #2 (2023) In 2023, Long completed work at Bozeman Fire Station #2. Our team worked closely with the General Contractor to ensure reliable operation of essential building systems that support firefighter readiness and equipment protection. References Reference #1: Lennox National Accounts- (approximately 150 sites throughout the state) Contact: [Taheisha Lugo], Branch Operations Manager Phone: [786-676-9652] Email: [Teheisha.Lugo@Lennox.com] Work Performed: Since 2021 Long has provided ongoing support for multiply sites. Services include HVAC system (quarterly, semiannually, and annual) maintenance, service calls for no heating/cooling and equipment replacement including large roof mounted hvac systems. Reference #2: Blue Cross Blue Shield of Montana Contact: [Alex Ramirez], Facilities Representative Phone: [406-465-2579] Email: [Alexander ramirez@bcbs.com] Work Performed: Long has provided a full service hvac plan to include (quarterly, semiannually, and annual) maintenance, service calls for no heating/cooling and equipment replacement. Reference #3: Project Management Contact: [Lonnie Kamna], Property Manager Phone: [406-457-5542] Email: [lonnie@pmihelena.com] Work Performed: Long has worked with Project Management to complete hvac calls for service and equipment replacement for multiple clients at multiple locations. HVAC Preventative Maintenance RFP – City of Bozeman Facilities 2026 Price Proposal Form Company Name: Long Building Technologies Date: 01/28/2026 General Service Rates: $135.00 Service Technician Rate per Hour: $135.00 Laborer Rate per Hour: $135.00 Emergency Call Out Rate per Hour: $202.50 after hours. Materials Markup Rate %:40% Annual Service Cost per Building: Beall Recreation Center 415 N. Bozeman Ave. Equipment: - Furnace (1) Price Proposal: $270.00 Bozeman Public Safety Center 901 N. Rouse Ave. Equipment: - Air Handling Units (3) - Air Conditioners (9) - Boilers (3) - Heaters (23) Price Proposal: $4320.00 City Hall 901 N. Rouse Ave. Equipment: - Air Handling Units (2) - Air Conditioners (1) - Boilers (2) - Heaters (1) Price Proposal: $1215.00 Fire Station #2 575 W. Kagy Blvd. Equipment: - Heat Pumps (3) - Air Conditioners (1) - Boilers (2) - Energy Recovery Ventilators (1) Price Proposal: $742.50 Fire Station #2 - Old 410 S. 19th Ave. Equipment: - Heaters (4) - Air Conditioners (2) Price Proposal: $405.00 Fire Station #3 1705 Vaquero Pkwy. Equipment: - Boilers (1) Price Proposal: $337.50 Bozeman Public Library 626 E. Main St. Equipment: - Air Handling Units (2) - Air Conditioners (1) - Boilers (3) Price Proposal: $607.50 Bridger Parking Garage 26 E. Mendenhall St. Equipment: - Air Handling Units (1) Price Proposal: $270.00 Stiff Professional Building 20 E. Olive St. Equipment: - Air Handling Units (2) - Air Conditioners (2) - Boilers (2) Price Proposal: $742.50 Bozeman Senior Center 807 N. Tracy Ave. Equipment: - Air Handling Units (5) - Air Conditioners (6) - Boilers (2) - Heaters (2) Price Proposal: $1350.00 Shops Complex 814 N. Bozeman Ave. Equipment: - Air Conditioners (4) - Heaters (17) Price Proposal: $810.00 Story Mansion 811 S. Willson Ave. Equipment: - Boilers (2) - Heaters (10) - Energy Recovery Ventilators (1) Price Proposal: $675.00 Story Mill Community Center 600 Bridger Drive Equipment: - Air Conditioners (3) - Boilers (1) - Energy Recovery Ventilators (1) Price Proposal: $472.50 Vehicle Maintenance Facility 1812 N. Rouse Ave. Equipment: - Air Conditioners (2) - Boilers (2) - Heaters (5) Price Proposal: $675.00 Total of all sites: $12,892.00 Signature: Michael Freitas Michael Freitas Account Executive HVAC Mechanical Services Date 2/2/2026 Attachment A NONDISCRIMINATION AND EQUAL PAY AFFIRMATION Long Building Technologies_(name of entity submitting) hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and acknowledges and understands the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all subcontracts. In addition, Long Building Technologies__(name of entity submitting) hereby affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. Michael Freitas Account Executive_ Name and title of person authorized to sign on behalf of submitter.