HomeMy WebLinkAbout26 - Submissions - HVAC Maintenance (4)From:Rance Krech
To:Bozeman Procurement
Cc:Max Ziegler
Subject:[EXTERNAL]City of Bozeman HVAC Preventative Maintenance RFP - Central Plumbing Heating and ExcavationResponse
Date:Wednesday, February 4, 2026 1:58:55 PM
Attachments:image001.pngCity of Bozeman RFP PMA Proposal 2026-2 (V1.1) Central Plumbing Heating and Excavation.pdf
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To whom it may concern,
Please see our attached proposal response for the City of Bozeman HVAC Preventative
Maintenance RFP. I did notice a couple last minute discrepancies regarding Fire House
#2, which I notated in the response. If I am mistaken, please let me know and I will
correct.
Thank you for the opportunity and please confirm receipt due to file size.
Rance
Rance Krech
Maintenance Division Manager
387 Floss Flats Road
Belgrade, MT 59714
Phone: 406.388.1000
Direct: 406.548.2056
Email: Rance.Krech@centralph.comwww.centralph.com
Customer
City of Bozeman
Preventative Maintenance Agreement Proposal
2/5/2026 202501 2
Executive Summary
Central Plumbing, Heating & Excavation (CPHE) proposes a comprehensive Mechanical System
Preventative Maintenance Agreement designed to increase the reliability, e*iciency, and lifespan of
the City of Bozeman’s mechanical infrastructure across multiple municipal facilities. The
agreement outlines a structured maintenance program featuring biannual inspections, proactive
service planning, and priority support to ensure facilities remain operational, safe, and
energy-e*icient.
The proposed agreement includes two major inspections per year—a spring/cooling startup and a
fall/heating startup—conducted for applicable equipment at each location. These inspections
encompass full system evaluations, safety checks, and operational testing. CPHE uses a digital
maintenance management system for scheduling, tracking, and documenting work, enabling
consistent performance monitoring, warranty tracking and early identification of issues.
Scope highlights include:
• Full mechanical system inspections and testing
• Cooling, heating, airside, and refrigerant system evaluations
• Annual supply/drive V-belt replacement
• Detailed electronic service reports following each visit
The agreement covers a wide range of City facilities—including recreation centers, public safety
buildings, city hall, libraries, fire stations, parking structures, community buildings, and operational
shops—each with detailed equipment inventories listed in Appendix A. Equipment includes AHUs,
chillers, boilers, VRF systems, furnaces, unit heaters, condensers, ERVs, and more. Annual pricing
is clearly outlined per facility and totals $55,785 per year.
Appendix B defines CPHE’s extensive technical tasking for all equipment types, including:
• Electrical, control, and safety system inspection
• Comprehensive cooling/heating operational testing
• Refrigerant diagnostics (pressures, superheat/subcooling)
• Burner, heat exchanger, and combustion evaluations
• Hydronic system and condensate management
• Documentation of all readings, issues, and repair priorities
*CPHE’s procedures align with manufacturer-recommended maintenance standards
2/5/2026 202501 3
Similar Projects/Experience + References
Project Name: General Services – Central Plumbing & Heating
Owner: State of Montana, Montana State University, University Facilities Management
Contact: Loras O’Toole – 406-994-7092 loras@montana.edu
Industry: Education
Status: Ongoing
Contract Amount: $49,999.00 x 4 (2024 – 2025 4 Agreements $1999,996.00 )
Scope: CPHE enters into Standard Form Agreements with the University Facilities Management to
perform Plumbing, piping, sheet-metal, and excavation as requested by Owner.
Project Name: Benefis Health Systems Great Falls MT
Owner: Benefis Health Systems
Contact: Tom Cinko – 406-455-5127 tomcinko@benefis.org
Industry: Healthcare
Status: Ongoing
Contract Amount: Varies year over year from $50,000 to $150,000
Scope: Central works extensively with Benefis Health Facilities Management supporting their
equipment and facility maintenance. The agreement is informal and can include plumbing and
HVAC. As this is a medical facility prompt response and rapid resolutions are often called for. The
relationship with Benefis Health Systems has been ongoing for a number of years as Central has an
intimate knowledge of the facility. Should a task require more work than a basic repair our
estimating team is called in to provide a detailed analysis and quote to complete the task.
Project Name: Great Falls Clinic
Owner: Great Falls Clinic Hospital
Contact: Kari Smith – 406-216-8000 kari.smith@gfclinic.com
Industry: Healthcare
Status: Ongoing
Contract Amount: Variable
Scope: Central performs ongoing plumbing and HVAC facility maintenance and repairs for the
Great Falls Clinic Hospital on an informal as needed basis. The relationship with the Clinic is
founded in our health care facility experience gained through the general construction of the
Additions and Renovations completed for the clinic.
City of Bozeman Projects
Bozeman Public Safety Center – HVAC System Install – 2020
Bozeman Fire Station #2 – HVAC System Install – 2023
2/5/2026 202501 4
Present and Projected Workload
Due to continued customer demand and portfolio growth, CPHE is actively expanding its service
capabilities to ensure consistent, high-quality support across all accounts. Current workload is
managed through a dedicated team assigned daily to both preventive maintenance and demand
(on-call) service, allowing for e*icient response times and focused execution of contractual
maintenance obligations.
As demand continues to increase, CPHE has structured its operations to scale e*ectively. The
projects team provides ongoing supplemental support to the maintenance group as needed,
ensuring all maintenance customers remain well serviced during peak periods, seasonal
transitions, or when additional technical resources are required.
This integrated approach allows CPHE to balance present workload demands while proactively
preparing for projected growth, maintaining service reliability, responsiveness, and accountability
across all customer facilities.
2/5/2026 202501 5
Proposed Solution
System Inspections:
The agreement includes two inspections per year: one major spring inspection for spring/cooling
startup, one major fall/heating start for heating startup (for applicable equipment).
Test and Inspect:
CPHE will handle all labor required to thoroughly inspect and identify any parts that are
worn, malfunctioning, or questionable. The technicians will perform hands-on evaluations
such as checking refrigerant levels, inspecting for leaks and oil issues, assessing flue gases,
examining flame quality, measuring motor amperage, and reviewing electrical contacts.
Preventive Maintenance:
CPHE uses a digital maintenance management system to e*iciently plan, schedule, and
track service activities for your facility. This system helps technicians keep mechanical
equipment running at optimal performance. By combining regular inspections with
preventive maintenance, CPHE can often identify trends and anticipate repairs before they
become expensive or disruptive. CPHE performs and documents per manufacturer
recommended maintenance tasks (see Appendix B).
Supply/Drive V Fan Belt Replacement:
Annual replacement of belts and associated labor are covered. CPHE will monitor belt
condition and recommend changes as necessary.
Emergency Service Labor:
Emergency service calls are available 24/7, every day of the year. These calls are billable under the
agreement, with your authorization.
Replacement Parts and Repair Labor:
CPHE can replace any parts or components that are worn, questionable, or have failed, using
current or equivalent parts. Repair and replacement labor, as well as any requested materials, are
billable with your approval.
Service Reports:
After each scheduled maintenance or service call, CPHE will provide a detailed electronic report to
confirm that all assigned service tasks have been completed.
Preferential Service and Contract Rates:
Customers covered by this contract receive priority service over non-agreement clients. Work
outside the contract scope will be billed at specified contract rates, which may be adjusted
annually.
2/5/2026 202501 6
Service Report Example
*Maintenance reports will include tasks per piece of equipment with the associated
reading or status.
2/5/2026 202501 7
Appendix A – Site & Equipment Lists
Beall Recreation Center
415 N Bozeman Ave.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
FUR-1 Furnace Spring/Fall Trane TVHMD120ACV5VBA 143003LNJ7G
Price: $325.00/yr
Bozeman Public Safety Center
901 N. Rouse Ave.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
AHU-1 AHU
Spring/Fall
York
GVC2L2B7HA2A60CD234FF2DBG4H5
G0 N2F1054162
AHU-2 AHU Spring/Fall York XTI-084X102 ABJM XT0064
AHU-3 AHU Spring/Fall York XTI-090X108 ABJM XT0065
CHLR-1
Chiller - Air-
cooled
Spring/Fall
Daikin AGZ140EDSEMNN0A STNU210900045
FC-
1/CU-1 CRAC Unit
Spring/Fall
STULZ SCS-036-SAA 10321302
FC-
2/CU-2 CRAC Unit
Spring/Fall
STULZ SCS-036-SAA 10321301
FC-
3/CU-3 CRAC Unit
Spring/Fall
STULZ SCS-036-SAA 10321303
FC-
4/CU-4 CRAC Unit
Spring/Fall
STULZ SCS-036-SAA 10321304
FC-
5/CU-5 CRAC Unit
Spring/Fall
STULZ SCS-096-SAA 10321306
FC-
6/CU-6 CRAC Unit
Spring/Fall
STULZ SCS-036-SAA 10321305
FC-
7/CU-7 CRAC Unit
Spring/Fall
STULZ SCS-096-SAA
BLR-1
Boiler - Gas
Fired
Spring/Fall
LOCHINVAR FBD3001
BLR-2
Boiler - Gas
Fired
Spring/Fall
LOCHINVAR FBD3001
BLR-3
Boiler - Gas
Fired
Spring/Fall
LOCHINVAR FBD3001
UH-1
Unit Heater -
Hydronic
Fall ZEHNDER
RITTLING RH-86
UH-2
Unit Heater -
Hydronic
Fall ZEHNDER
RITTLING RH-47
IRUH-1
Unit Heater -
Infared
Fall ROBERTS
GORDON CTH2V-60
IRUH-2
Unit Heater -
Infared
Fall ROBERTS
GORDON CTH2V-60
2/5/2026 202501 8
IRUH-3
Unit Heater -
Infared
Fall ROBERTS
GORDON CTH2V-60
IRUH-4
Unit Heater -
Infared
Fall ROBERTS
GORDON CTH2V-60
IRUH-5
Unit Heater -
Infared
Fall ROBERTS
GORDON CTH2V-60
IRUH-6
Unit Heater -
Infared
Fall ROBERTS
GORDON CTH2V-60
IRUH-7
Unit Heater -
Infared
Fall ROBERTS
GORDON CTH2V-60
IRUH-8
Unit Heater -
Infared
Fall ROBERTS
GORDON CTH2V-60
UH-3
Unit Heater -
Gas Fired
Fall
Reznor
Price: $15,500.00/yr
City Hall
901 N. Rouse Ave.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
AHU-1 AHU Spring/Fall Trane RAVA-4006-RD J81B-14943
AHU-2 AHU Spring/Fall York D3NP024N03606 N0B9601228
CND-1
Condenser -
Air Cooled
Spring/Fall Witt-
Scottsboro FSS202AVE E0854425730180
BLR-1
Boiler - Gas
Fired
Spring/Fall Lockinvar
Knight KBN500 E07H10031164
BLR-2
Boiler - Gas
Fired
Spring/Fall Lockinvar
Knight KBN500 J07H10047666
Price:$4,000.00/yr
Fire House #2
______________
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
DRY-1 Dry Cooler Spring/Fall Guntner GFW 090.2D03/6SA-E255U/14P.M 10000/12389 / 000010
BLR-1 Boiler
Spring/Fall Electro
Industries EB-NB-260-480 35032
BLR-2 Boiler Spring/Fall Lochinvar FTX850N 2242 131315487
VRFC-1
VRF -
Condenser
Spring/Fall
Daikin RWEQ120TATJA 1200357
VRFC-2
VRF -
Condenser
Spring/Fall
Daikin RWEQ120TATJA 1200374
Price: $3,100/yr
2/5/2026 202501 9
Fire Station #2
575 W. Kagy Blvd.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
DOAS-1 DOAS Spring/Fall Oxygen8 C40IN-BP
HPWH-1
Water
Heater -
Heat Pump
Spring/Fall
Lochinvar WHP125 NHP232030
Price: $1,400.00/yr
Fire Station #2 - Old
410 S. 19th Ave.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
CND-1
Condensing
Unit - Air
Cooled
Spring/Fall
Trane 2TTR1030A1000AA
CND-2
Condensing
Unit - Air
Cooled
Spring/Fall
Trane 2TTR1030A1000AA
AHU-1 AHU Spring/Fall Trane TDD080C936F2
AHU-2 AHU Spring/Fall Trane TDD080C936F0
UH-1
Unit Heater
- Gas Fired
Fall Unknown
UH-2
Unit Heater
- Gas Fired
Fall Unknown
Price: $1,550.00/yr
Fire Station #3
1705 Vaquero Pkwy.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
HP-1 Heat Pump Spring/Fall McQuay W.FCW.1.036
HP-2 Heat Pump Spring/Fall McQuay W.FCW.1.036
HP-3 Heat Pump Spring/Fall McQuay W.FCW.1.036
HP-4 Heat Pump Spring/Fall McQuay W.FCW.1.036
HP-5 Heat Pump Spring/Fall McQuay W.FCW.1.036 AUBU084901827
Price: $2,500.00
2/5/2026 202501 10
Bozeman Public Library
626 E. Main St.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
AHU-1 AHU
Spring/Fall Racan
Carrier A4D-138/133-DI 701707-001-J034
AHU-2 AHU
Spring/Fall Racan
Carrier A2D-138/148-DI 701707-002-J032
CHLR-1
Chiller - Air
Cooled
Spring/Fall Dunham
Bush ACDSC-100-6PO 2A62000078
BLR-1 Boiler Spring/Fall Lochinvar Knight XL
BLR-2 Boiler Spring/Fall Lochinvar Knight XL
BLR-3 Boiler Spring/Fall Lochinvar Knight XL
Price: $8,000.00/yr
Bridger Parking Garage
26 E. Mendenhall St.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
AHU-1 AHU Spring/Fall York D3NP024N03606B N0H8167281
Price: $410.00/yr
StiG Professional Building
20 E. Olive Ste.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
AHU-1 AHU Spring/Fall Trane RAUJC25FB03000000000 C16G04793
AHU-2 AHU Spring/Fall York DJ210C00L2CAA2 NOD5891374
Condensing
Unit - Air
Cooled
Spring/Fall
Daikin RKS36LVJU E009981
Condensing
Unit - Air
Cooled
Spring/Fall
Daikin RKS36LVJU E009973
BLR-1
Boiler - Gas
Fired
Spring/Fall Weil-
Mclain 588
BLR-2
Boiler - Gas
Fired
Spring/Fall Weil-
Mclain 588
Price: $4,600.00/yr
2/5/2026 202501 11
Bozeman Senior Center
807 N. Tracy Ave.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
AHU-1 AHU Spring/Fall Trane MCCA010GAP K97E61142
AHU-2 AHU Spring/Fall Trane MCCA010GAP0ABB K97E61181
AHU-3 AHU Spring/Fall Trane TUE120A960L3 3501NWH1G
AHU-4 AHU
Spring/Fall First
Company 36CHX4-C
AHU-5 AHU Spring/Fall Trane LPCAA06A1A0LAN000 T99M66201M
CND-1
Condensing
Unit - Air
Cooled
Spring/Fall Rudd 13ATA60C01115 W271522988
CND-2
Condensing
Unit - Air
Cooled
Spring/Fall Trane TTA090D300AA 12212PH6YA
CND-3
Condensing
Unit - Air
Cooled
Spring/Fall Lennox HS26-036-24 5001F46494
CND-4
Condensing
Unit - Air
Cooled
Spring/Fall Trane TTA120C300GC 8344574AD
CND-5
Condensing
Unit - Air
Cooled
Spring/Fall Lennox 2SCU13LCJ60T-3 161SE23812
CND-6
Condensing
Unit - Air
Cooled
Spring/Fall York HYDB036S06A WKNM068880
BLR-1
Boiler - Gas
Fired
Spring/Fall
Viessmann CI-2 D15H00277396
BLR-2
Boiler - Gas
Fired
Spring/Fall
Lochinvar PBN0502 D15H00277396
FUR-1 Furnace Spring/Fall Lennox G23Q2/3-75-1 5893J-62584
FUR-2 Furnace Spring/Fall Lennox G23Q3-50-1 5893H52157
Price: $6,000.00/yr
2/5/2026 202501 12
Shops Complex
814 N. Bozeman Ave.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
UH-1
Unit Heater
- Gas Fired
Fall Unknown
UH-2
Unit Heater
- Gas Fired
Fall Unknown
FUR-1 Furnace Spring/Fall Lennox G61MPV-60C-111-12 5911D21642
FUR-2 Furnace Spring/Fall Lennox ML193UH090XP48C 5912B21446
CND-4
Condensing
Unit - Air
Cooled
Spring/Fall
Unknown Unknown
UH-1
Unit Heater
- Gas Fired
Fall Unknown
UH-2
Unit Heater
- Gas Fired
Fall Unknown
UH-3
Unit Heater
- Gas Fired
Fall Unknown
UH-4
Unit Heater
- Gas Fired
Fall Unknown
UH-5
Unit Heater
- Gas Fired
Fall Unknown
UH-1
Unit Heater
- Gas Fired
Fall Unknown
UH-2
Unit Heater
- Gas Fired
Fall Unknown
UH-3
Unit Heater
- Gas Fired
Fall Unknown
UH-4
Unit Heater
- Gas Fired
Fall Unknown
UH-5
Unit Heater
- Gas Fired
Fall Unknown
CND-1
Condensing
Unit - Air
Cooled
Spring/Fall
Lennox HS29-018-1P
CND-2
Condensing
Unit - Air
Cooled
Spring/Fall
Lennox 12ACDN042-230-17
CND-3
Condensing
Unit - Air
Cooled
Spring/Fall
Lennox HS29-036-1P
FUR-3 Furnace Spring/Fall Lennox EL195DF090P60C-01
FUR-4 Furnace Spring/Fall Lennox EL195DF110P60C-01
FUR-5 Furnace Spring/Fall Lennox EL195DF110P60C-01
Price: $2,100.00/yr
2/5/2026 202501 13
Story Mansion
26 E. Mendenhall St.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
BLR-1
Boiler - Gas
Fired
Spring/Fall Lochinvar
Knight WBN210 B09H10098336
BLR-2
Boiler - Gas
Fired
Spring/Fall Lochinvar
Knight WBN210 B09H10098335
Price: $1,250.00/yr
Story Mill Community Center
600 Bridger Dr.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
CND-1 Spring/Fall CaptiveAire A3-D.750-G18-MPU
CND-2 Spring/Fall CaptiveAire A3-D.750-G18-MPU
CND-3 Spring/Fall CaptiveAire A3-D.750-G18-MPU
ERV-1
Energy
Recovery
Ventilator
Spring/Fall
Alders H1100A-Fi-EC-N H1100A-Fi-EC-N-N230220006
BLR-1
Boiler - Gas
Fired
Spring/Fall Lochinvar
Knight KBN211 K10H10156405
Price: $2,200.00/yr
2/5/2026 202501 14
Vehicle Maintenance Facility
1812 N. Rouse Ave.
Tag Equipment Frequency
(Spring/Fall)
MFG Model Number Serial Number
BLR-1
Boiler - Gas
Fired
Spring/Fall
Lochinvar Knight XL MTMTB27196
BLR-2
Boiler -
Waste Oil
Spring/Fall Alternate
Heating MTB27196
FUR-1 Furnace Spring/Fall York YP9C100C16MP12CA
FUR-2 Furnace Spring/Fall York YP9C100C20MP12CA
UH-4
Unit Heater-
Gas Fired
Fall Unknown
UH-5
Unit Heater-
Gas Fired
Fall Unknown
UH-6
Unit Heater-
Gas Fired
Fall Unknown
UH-7
Unit Heater-
Gas Fired
Fall Unknown
CND-1
Air
Conditioning
Unit-1
Spring/Fall
York YZH04811CA W1C0629468
CND-2
Air
Conditioning
Unit-2
Spring/Fall
York YZH03611CA W1D0778988
Price: $2,850.00/yr
2/5/2026 202501 15
Appendix B – Tasking
Air Handling Unit (tasking will vary
depending on configuration)
SPRING PM
1. Safety & Initial Checks
• Lock out/tag out as required
• Inspect unit panels, doors, and
gasketing
• Verify gas valve is closed (if heating
not required)
• Check combustion compartment for
debris (no operation yet)
2. Electrical System
• Inspect disconnect, fuses, and
breakers
• Tighten line and control voltage
connections
• Inspect contactors and relays for
wear
• Measure and record:
o Line voltage (all phases)
o Compressor and fan motor
amp draw
• Inspect VFD operation (if equipped)
• Verify crankcase heater operation
(compressors)
3. Controls & Safeties (Cooling)
• Verify unit enable and BAS
communication
• Check:
o Freezestat operation
o Low ambient / low pressure
safeties
• Confirm cooling staging or
modulation
4. Cooling System
• Inspect evaporator coil for dirt,
corrosion, or fin damage
• Clean evaporator coil and straighten
fins as needed
• Inspect TXV/EXV bulb placement and
insulation
• Inspect refrigerant piping for oil
residue or rubbing
• Inspect condensate system and clean
as needed
• Measure and record:
o Suction/liquid pressures
o Superheat/subcooling
• Verify compressor staging, unloaders,
or digital modulation
• Inspect condenser section (packaged
units/split systems):
o Clean condenser coil
o Inspect fan motors and blades
5. Supply & Return Fan Assembly
• Inspect blower wheel for dirt buildup
• Clean blower wheel if needed
• Inspect belts (change annually),
sheaves, and alignment
• Check motor bearings and lubrication
points
• Verify fan rotation and airflow
direction
• Measure and record:
o Fan amp draw
o Supply static pressure
6. Airside & Economizer
• Inspect OA, RA, and relief dampers
• Test economizer changeover
• Inspect intake screens and wash as
needed
7. Filtration
• Inspect filters
• Record filter pressure drop (if
equipped)
8. Operational Testing (Cooling)
• Start and run unit in full cooling mode
• Verify:
o Proper temperature drop
across coil
o Stable suction pressure
o No abnormal noise or
vibration
• Confirm unit cycles and stages
correctly
2/5/2026 202501 16
9. Documentation
• Record all readings
• Note deficiencies and safety
concerns
• Assign repair priority
• Communicate findings clearly to
customer
FALL PM
1. Safety & Initial Checks
• Lock out/tag out electrical and gas
• Inspect heat compartment and flue
• Verify combustion air openings are
clear
• Inspect unit panels, doors, and
gasketing
2. Electrical System
• Inspect disconnect, fuses, and
breakers
• Tighten line and control voltage
connections
• Inspect ignition control, relays, and
safeties
• Measure and record:
o Line voltage
o Supply fan motor amp draw
• Inspect VFD operation (if equipped)
3. Controls & Safeties (Heating)
• Test and verify:
o High-limit switches
o Flame rollout switches
o Gas pressure switches
o Freezestat (if active during
heat)
• Verify heating staging or modulation
logic
• Confirm BAS commands and safeties
• Check temperature sensor accuracy
4. Gas Heat Section
• Inspect burners for rust, debris, or
misalignment
• Clean burners and crossover ports
• Inspect heat exchanger
(visual/mirror/camera)
• Inspect ignition system:
o Hot surface igniter or spark
electrode condition
• Inspect flame sensor and clean if
required
• Measure and record:
o Inlet gas pressure
o Manifold gas pressure
• Observe flame quality and ignition
sequence
• Inspect venting and flue for corrosion
or blockage
5. Supply & Return Fan Assembly
• Inspect blower wheel and housing
• Check belts and alignment
• Inspect motor bearings and mounts
• Verify vibration isolators and
hardware
6. Airside & Economizer
• Verify economizer properly locks out
during heating
• Check OA damper minimum position
for heating
• Inspect damper seals and actuators
• Confirm relief operation (if applicable)
7. Filtration
• Inspect filters
• Verify filter fit and sealing
• Record di*erential pressure (if
available)
8. Operational Testing (Heating)
• Start unit and run through full heat
cycle
• Verify:
o Proper ignition and flame
signal
o Temperature rise within
nameplate range
o Stable operation with no short
cycling
• Confirm safeties trip and reset
properly
• Listen for abnormal noise or vibration
9. Documentation
• Record all readings
• Note deficiencies and safety
concerns
• Assign repair priority
• Communicate findings clearly to
customer
2/5/2026 202501 17
GAS-FIRED BOILER
FALL PM
1. Safety & General Inspection
• Inspect boiler room ventilation and
combustion air provisions
• Verify condition of venting and flue
connections
• Inspect boiler casing, access panels,
and insulation
2. Electrical System
• Inspect electrical disconnects and
control panels
• Check line voltage
• Inspect control wiring and
terminations
• Verify proper operation of boiler
controls and sequences
• Confirm communication with building
automation system (if applicable)
3. Safety Devices & Safeguards
• Test and verify operation of required
safety devices, including:
o High-limit controls
o Low-water cuto*(s)
o Gas pressure safety switches
o Manual reset limits
• Confirm proper shutdown and reset
functionality
4. Gas Train Inspection
• Inspect gas piping and components
for visible leaks or damage
• Verify proper operation of gas shuto*
valves and regulators
• Measure and verify gas pressures per
manufacturer specifications
• Inspect drip legs and sediment traps
5. Burner & Combustion System
• Inspect and clean burner assembly as
required
• Inspect ignition components and
flame detection system
• Verify proper ignition sequence and
stable flame
• Perform combustion analysis and
adjust if necessary to meet
manufacturer and code requirements
6. Heat Exchanger
• Inspect heat exchanger surfaces for
signs of fouling, corrosion, or damage
• Clean accessible surfaces as
required
• Inspect refractory and internal
insulation where applicable
7. Condensate System (If Applicable)
• Inspect and clean condensate trap
• Inspect condensate drain piping and
neutralization system
• Inspect venting materials for
corrosion or deterioration
8. Operational Testing
• Start boiler and observe complete
firing cycle
• Verify proper staging or modulation
• Confirm stable operation under load
• Verify lead/lag operation for multi-
boiler systems
9. Documentation
• Record all readings
• Note deficiencies and safety
concerns
• Assign repair priority
• Communicate findings clearly to
customer
SPRING PM
1. General Condition Inspection
• Inspect boiler and surrounding area
for signs of wear or leakage
• Inspect venting and combustion
components
• Confirm boiler room cleanliness and
clearance compliance
2. Electrical & Controls
• Inspect control panels and wiring for
heat or moisture damage
• Review fault history and alarm logs (if
available)
• Verify control settings for o*-season
operation
3. Burner & Combustion Components
• Inspect burner, ignition, and flame
detection components
2/5/2026 202501 18
• Clean sensors and ignition
components as needed
• Inspect gas valves and regulators for
wear
4. Heat Exchanger & Internal
Components
• Inspect heat exchanger for signs of
fouling or corrosion
• Clean accessible areas as needed
prior to idle period
• Verify system pressure stability
5. Hydronic System
• Inspect expansion tank and system
pressure
• Inspect relief valve for leakage
• Inspect circulating pumps and
isolation valves
• Verify glycol concentration where
applicable
6. Condensate System (If Applicable)
• Inspect and clean condensate trap
• Inspect condensate drain piping and
neutralization system
• Inspect venting materials for
corrosion or deterioration
7. Standby Readiness
• Verify boiler shutdown and lockout
settings as required
• Confirm safeties remain active per
code requirements
• Prepare system for next heating
season startup
8. Documentation
• Record all readings
• Note deficiencies and safety
concerns
• Assign repair priority
• Communicate findings clearly to
customer
ELECTRIC BOILER
FALL PM
1. Safety & Pre-Startup
• Lock out/tag out electrical supply
• Verify proper labeling of disconnects
• Inspect boiler room clearances and
access
• Verify adequate ventilation for heat
dissipation
• Inspect cabinet, panels, and
gasketing
2. Electrical System
• Inspect main disconnect, breakers,
and fuses
• Tighten line and control voltage
terminations
• Inspect contactors, relays, and SCRs
(if equipped)
• Inspect control boards and wiring for
heat damage
• Measure and record:
o Line voltage (all phases)
o Phase balance
• Verify grounding and bonding
• Inspect internal heaters and bus bars
for discoloration or corrosion
3. Controls & Safeties
• Test and verify operation of:
o High-limit temperature
controls
o Low-water cuto*(s)
o Pressure relief valve (visual
inspection)
o Flow switch / proof of flow
• Verify manual reset safeties function
correctly
• Verify temperature sensor accuracy
4. Heating Elements
• Inspect heating elements for scale
buildup or corrosion
• Check element terminals for
overheating or loose connections
• Measure resistance (ohms) per
element and compare to
manufacturer specs
• Verify staging or modulation logic
• Confirm proper contactor or SCR
operation
5. Hydronic System
• Inspect system pressure and
expansion tank
• Verify relief valve rating and condition
• Inspect circulator pumps:
o Rotation
2/5/2026 202501 19
o Bearing noise
• Inspect strainers and air separators
• Verify makeup water and fill valve
operation
• Inspect insulation on piping and
boiler vessel
6. Water Quality & Freeze Protection
• Verify water treatment program in
place
• Inspect for signs of scaling or
corrosion
• Verify glycol concentration (if
applicable)
• Confirm freeze protection logic and
sensors
7. Operational Testing
• Start boiler and observe full heating
sequence
• Verify:
o Proper staging or modulation
o Stable supply and return
temperatures
o Temperature rise within design
limits
• Confirm safeties trip and reset
properly
• Verify lead/lag operation (if multiple
boilers)
8. Documentation
• Record all readings
• Note deficiencies and safety
concerns
• Assign repair priority
• Communicate findings clearly to
customer
SPRING PM
1. Safety & Shutdown
• Lock out/tag out electrical supply as
required
• Verify boiler is disabled or in standby
mode
2. Electrical System
• Inspect electrical compartments for
heat or moisture damage
• Check contactors and relays for
pitting or wear
• Review alarm and fault history
• Verify heaters and control power
required for standby remain active
• Inspect panel cooling and ventilation
openings
3. Heating Elements
• Inspect heating elements for
discoloration or scaling
• Verify element terminals remain tight
• Recheck resistance readings if
concerns noted
• Identify elements showing early signs
of failure
4. Hydronic System
• Inspect boiler vessel and piping for
leaks
• Check system pressure stability
• Inspect expansion tank condition
• Verify circulator pumps operate
smoothly
• Inspect isolation valves and unions
5. Controls & Standby Readiness
• Confirm safeties remain powered per
code
• Verify lead/lag rotation is set correctly
for next season
• Test freeze protection logic (if
enabled)
6. Boiler Room & Physical Condition
• Clean boiler cabinet and surrounding
area
• Inspect for corrosion or condensation
• Verify clearance and housekeeping
compliance
7. Documentation
• Record all readings
• Note deficiencies and safety
concerns
• Assign repair priority
• Communicate findings clearly to
customer
2/5/2026 202501 20
AIR-COOLED CHILLER
SPRING PM
1. Safety & Pre-Startup
• Lock out/tag out as required
• Inspect unit exterior, panels, and
fasteners
• Verify clearances around condenser
section
• Inspect roof curbs or mounting rails (if
rooftop)
• Confirm no debris, nesting, or
obstructions in condenser section
2. Electrical System
• Inspect disconnects, breakers, and
fuses
• Tighten line and control voltage
terminations
• Inspect contactors, relays, and
terminal blocks
• Measure and record:
o Line voltage (all phases)
• Inspect grounding and bonding
• Inspect VFD operation (if equipped)
3. Controls & Safeties
• Verify chiller enable/disable (local or
BAS)
• Check and verify operation of:
o High and low refrigerant
pressure safeties
o Freeze protection
o Flow switch / proof of flow
o Oil pressure safeties (if
applicable)
• Verify sensor accuracy:
o Leaving chilled water
o Entering chilled water
o Ambient temperature
• Confirm staging or modulation logic
• Review alarm history
4. Condenser Section (Air-Side)
• Inspect condenser coils for dirt,
debris, or fin damage
• Clean condenser coils thoroughly
• Straighten bent fins as required
• Inspect condenser fan motors and
blades
• Verify fan rotation and staging
• Check fan motor amp draw
• Inspect fan guards and mounts
5. Refrigerant Circuit
• Inspect refrigerant piping for oil
residue or rubbing
• Inspect service valves and caps
• Measure and record:
o Suction/liquid pressures
o Superheat/subcooling
• Verify refrigerant charge appears
within design
• Inspect sight glass (if equipped)
6. Compressors
• Inspect compressor mounting and
isolation
• Measure and record compressor amp
draw
• Verify crankcase heater operation
(prior to startup)
• Check oil level and condition (if
applicable)
• Verify unloading or modulation
operation
• Listen for abnormal noise or vibration
7. Evaporator & Hydronic System
• Inspect evaporator barrel or plates for
leaks
• Verify chilled water flow and pressure
• Inspect:
o Flow switch
o Temperature sensors
o Insulation condition
• Measure and record:
o Entering and leaving water
temperatures
o Delta-T across evaporator
• Inspect strainers and recommend
cleaning if loaded
8. Operational Testing
• Start chiller and observe full startup
sequence
• Verify:
o Proper compressor staging
o Stable suction/discharge
pressures
2/5/2026 202501 21
o Leaving water temperature
control
• Confirm safeties function correctly
9. Documentation
• Record all readings
• Note deficiencies and safety
concerns
• Assign repair priority
• Communicate findings clearly to
customer
FALL PM
1. Safety & Shutdown
• Lock out/tag out as required
• Verify chiller is disabled or scheduled
o*
• Inspect panels and seals
2. Electrical System
• Inspect electrical compartments for
moisture or corrosion
• Check control wiring and
terminations
• Review fault and alarm history
• Verify heaters and control power
required for standby remain active
3. Refrigerant Circuit
• Inspect refrigerant piping and joints
• Check oil level and condition (if
applicable)
• Inspect compressor heaters for
proper operation
• Verify no refrigerant leaks are present
• Inspect service valve caps and seals
4. Condenser Section
• Inspect condenser coils for damage
or corrosion
• Inspect fan motors, blades, and
mounts
• Verify fan guards are secure
5. Hydronic System
• Inspect evaporator for leaks
• Inspect insulation and heat tracing
• Verify flow switches remain
functional
6. Controls & Standby Configuration
• Verify winterization or low-ambient
settings
• Lock out cooling call if seasonally
required
• Verify safeties remain powered per
manufacturer/code
7. Physical Condition & Structure
• Inspect unit frame for corrosion
• Check mounting hardware
• Inspect vibration isolators
• Verify roof penetration and flashing (if
applicable)
8. Documentation
• Record all readings
• Note deficiencies and safety
concerns
• Assign repair priority
• Communicate findings clearly to
customer
GAS-FIRED UNIT HEATER
FALL PM
1. Safety & Pre-Startup
• Lock out/tag out electrical and gas as
required
• Verify gas shuto* valve accessibility
and labeling
• Inspect heater mounting, hangers,
and seismic restraints
• Verify clearances to combustibles
• Inspect cabinet, access panels, and
gasketing
• Confirm area around heater is clear of
stored materials
2. Electrical System
• Inspect disconnect, breaker, or fused
switch
• Tighten line and control voltage
connections
• Inspect contactors, relays, and
terminal blocks
• Verify proper grounding
• Inspect fan motor condition and
mounts
3. Controls & Safeties
• Test and verify operation of:
o High-limit switch
o Flame rollout switch(es)
2/5/2026 202501 22
o Pressure switch (if induced
draft)
o Door interlock switch
• Verify thermostat operation and
location
• Confirm proper call-for-heat
sequence
• Verify unit shuts down and requires
manual reset where applicable
4. Gas Train
• Inspect gas piping and unions for
visible leaks or damage
• Inspect manual shuto* valve
operation
• Inspect gas valve and regulator
• Inspect drip leg/sediment trap
5. Burner & Combustion
• Inspect burners for rust, debris, or
misalignment, clean as needed
• Inspect ignition system:
o Hot surface igniter or spark
electrode condition
• Inspect and clean flame sensor
• Observe flame characteristics for
proper color and stability
6. Heat Exchanger
• Inspect heat exchanger
(visual/mirror/camera as applicable)
• Check for cracks, corrosion, or hot
spots
• Inspect vestibule panel and seals
• Verify no signs of flue gas leakage
7. Venting System
• Inspect vent connector and
termination
• Verify vent slope and support
• Inspect for corrosion, blockage, or
disconnection
• Verify draft inducer operation (if
equipped)
• Confirm proper draft during operation
8. Fan & Air Delivery
• Inspect fan wheel for dirt or
imbalance, clean as needed
• Check motor bearings and lubrication
points
• Confirm air is not short-circuiting at
discharge
9. Operational Testing
• Start unit and observe full heating
cycle
• Confirm unit responds correctly to
thermostat
• Listen for abnormal noise or vibration
10. Documentation
• Record all readings
• Note deficiencies and safety
concerns
• Assign repair priority
• Communicate findings clearly to
customer
VRF CONDENSER
SPRING PM
1. Safety & Pre-Startup
• Lock out/tag out electrical supply
• Verify clearances around outdoor unit
• Inspect unit mounting, rails, or pads
• Inspect cabinet panels, fasteners,
and gasketing
• Verify no debris, nesting, or
obstructions in coil section
2. Electrical System
• Inspect disconnect, fuses, and
breakers
• Tighten line and control voltage
connections
• Inspect terminal boards and
communication wiring
• Measure and record:
o Line voltage and phase
balance
o Control voltage
• Verify grounding and bonding
• Inspect inverter boards and cooling
fans
• Check crankcase heater operation
(prior to startup)
3. Controls & Communication
• Confirm communication with indoor
units and branch controllers
• Check error history and fault codes
2/5/2026 202501 23
• Verify outdoor ambient, discharge,
and pressure sensor readings
4. Condenser Coil & Fans
• Inspect condenser coil for dirt,
debris, or fin damage clean as
needed
• Inspect fan motors and blades
• Verify fan staging, speed
modulation, and rotation
• Check fan motor amp draw
5. Refrigerant Circuit
• Inspect refrigerant piping for oil
residue or physical damage
• Inspect insulation condition on
suction lines
• Verify service valves are fully open
and capped
• Check electronic expansion valves
(EXVs) operation via diagnostics
• Verify refrigerant pressures and
temperatures through controller data
6. Compressors
• Verify inverter compressor operation
• Monitor:
o Current draw
o Discharge temperature
o Operating frequency (Hz)
• Listen for abnormal noise or vibration
• Inspect isolation mounts
7. Operational Testing (Cooling)
• Run system in cooling mode
• Verify:
o Stable suction/discharge
values
o No fault or warning codes
• Confirm capacity ramps up/down
smoothly
8. Documentation
• Record all readings
• Note deficiencies and safety
concerns
• Assign repair priority
• Communicate findings clearly to
customer
FALL PM
1. Safety & General Inspection
• Verify outdoor unit clearances remain
adequate for snow and ice
• Inspect cabinet, panels, and
gasketing
• Verify unit elevation above
grade/snow line
• Inspect defrost drainage paths
2. Electrical System
• Inspect disconnects and terminations
• Confirm crankcase heaters are
energized
• Verify control power remains active
for standby
3. Controls & Sensors
• Verify outdoor ambient and coil
temperature sensor accuracy
• Check defrost logic settings
• Review fault history since cooling
season
4. Refrigerant Circuit
• Inspect refrigerant piping for oil
residue or physical damage
• Inspect insulation condition on
suction lines
• Verify service valves are fully open
and capped
• Check electronic expansion valves
(EXVs) operation via diagnostics
• Verify refrigerant pressures and
temperatures through controller data
5. Condenser Coil, Fans & Defrost
• Inspect condenser coil for dirt, debris,
or fin damage clean as needed
• Inspect fan motors and blades
• Verify fan staging, speed modulation,
and rotation
• Check fan motor amp draw
6. Operational Testing (Heating)
• Run system in heating mode
• Verify:
o Proper capacity modulation
o Smooth defrost transitions
o Stable discharge
temperatures
• Confirm no nuisance lockouts
2/5/2026 202501 24
7. Documentation
• Record all readings
• Note deficiencies and safety
concerns
• Assign repair priority
• Communicate findings clearly to
customer
HEAT PUMP
SPRING PM
1. Safety & Pre-Startup
• Lock out/tag out electrical supply as
required
• Inspect unit cabinet, access panels,
and gasketing
• Verify unit mounting and vibration
isolation
• Confirm service clearances and
access
2. Electrical System
• Inspect disconnect, breakers, and
fuses
• Tighten line and control voltage
terminations
• Inspect contactors, relays, and
control boards
• Measure and record:
o Line voltage and phase
balance
o Compressor and fan motor
amp draw
• Verify grounding and bonding
• Inspect crankcase heater operation (if
equipped)
3. Controls & Safeties
• Verify unit enable from thermostat
• Test and verify operation of:
o High and low refrigerant
pressure safeties
o Water flow switch / proof of
flow
o Freezestat (if equipped)
o Condensate overflow switch
• Verify sensor accuracy:
o Supply air temperature
o Entering and leaving water
temperatures
• Confirm staging or modulation logic
4. Airside Components
• Inspect blower wheel for dirt buildup
or imbalance, clean as needed
• Inspect fan motor and mounts
• Check belts and sheaves (if belt-
driven)
• Verify fan rotation and airflow
5. Filtration
• Inspect filters
6. Refrigeration Circuit
• Inspect refrigerant piping for oil
residue or physical damage
• Inspect insulation condition on
suction lines
• Verify service valves are fully open
and capped
• Check electronic expansion valves
(EXVs) operation via diagnostics
• Verify refrigerant pressures and
temperatures through controller data
7. Condensate System
• Inspect and clean condensate trap
• Inspect condensate drain piping and
neutralization system
• Inspect venting materials for
corrosion or deterioration
8. Operational Testing (Cooling)
• Start unit in cooling mode
• Verify:
o Proper temperature drop
across coil
o Stable refrigerant pressures
o Correct water temperature
change
• Confirm unit cycles and stages
properly
9. Documentation
• Record all readings
• Note deficiencies and safety
concerns
• Assign repair priority
• Communicate findings clearly to
customer
2/5/2026 202501 25
FALL PM
1. Safety & Pre-Startup
• Lock out/tag out as required
• Inspect unit cabinet and insulation
• Verify freeze protection measures are
in place
2. Electrical System
• Inspect disconnects and terminations
• Verify compressor and control
heaters remain energized
• Measure and record:
o Line voltage
o Heater and motor amp draw
3. Controls & Safeties
• Verify heating enable and control
logic
• Test:
o Low water temperature
protection
o Freeze protection safeties
o Water flow switch
• Verify reversing valve operation
• Confirm sensor accuracy
4. Airside Components
• Inspect blower wheel and housing
• Verify airflow meets heating
requirements
• Inspect belts, bearings, and mounts
• Verify discharge air temperature rise
5. Refrigerant Circuit
• Inspect refrigerant piping for oil
residue or physical damage
• Inspect insulation condition on
suction lines
• Verify service valves are fully open
and capped
• Check electronic expansion valves
(EXVs) operation via diagnostics
• Verify refrigerant pressures and
temperatures through controller data
6. Auxiliary Heat (If Equipped)
• Inspect electric heat elements
• Verify staging and safeties
• Measure heater amp draw
• Confirm lockout logic operates
properly
7. Operational Testing (Heating)
• Run unit through full heating cycle
• Verify:
o Stable operation
o Proper temperature rise
o Smooth reversing valve
operation
• Confirm unit shuts down on satisfied
call
8. Documentation
• Record all readings
• Note deficiencies and safety
concerns
• Assign repair priority
• Communicate findings clearly to
customer
2/5/2026 202501 26
Definitions and Clarifications:
• Inspections and/or maintenance for refrigeration, cooling, heating & ventilation systems
other than listed are excluded under this scope; can be handled on a time & material basis
(with your approval).
• Air filter media and service change labor other than listed is excluded under this contract
scope; additional materials and additional service labor be handled on a time & material
basis (with your approval).
• Supply/drive V belts and service change labor other than listed is excluded under this
contract scope; additional materials and service labor can be handled on a time & material
basis (with your approval).
• Air-cooled condenser coil cleaning/washing other than listed is excluded under this
contract scope; additional cleaning can be handled on a time & material basis (with your
approval).
• Chiller eddy current (NDT) analysis and test results are excluded under this contract scope;
NDT can be handled on a time & material basis (with your approval).
• Any refrigerant required is excluded under this contract scope; refrigerant added to your
system(s) if needed will be billed on a time & materials basis (with your approval).
• Refrigerated air-cooled/condenser coil cleaning/brushing other that listed is excluded under
this contract scope; services can be handled on a time & material basis (with your
approval).
• Refrigerated evaporator coil cleaning/vacuuming other that listed is excluded under this
contract scope; services can be handled on a time & material basis (with your approval).
• Service labor for emergency/trouble calls is excluded under this contract scope; service is
available per 24/7 on a time & material basis (with your approval).
• Service labor for any repairs and/or replacement of parts/components or systems is
excluded under this contract scope; service is available on a time & material basis (with
your approval) – written repair quotes/estimates shall be provided for signature.
• Replacement parts/components and/or systems are excluded under this contract scope;
parts/components and/or systems are available for replacement (with your approval) –
written quotes/estimates shall be provided for signature.
• Any and all plumbing, electrical and lighting services NOT listed are excluded under this
contract scope; services could be handled/added within CPHE service contract, with your
request.
• Any and all elevator service, fire alarm systems and related fire life safety services NOT
listed are excluded under this contract scope.
• Any and all trouble-shooting time; including design/build and/or design assist engineering
labor NOT listed is excluded under this contract scope; services are available on a time &
material basis (with your approval). Identified mechanical issues will be brought to your
attention and a “plan of action” will be presented to address the performance related
problem.
2/5/2026 202501 27
Terms and Conditions
CPHE anticipates utilizing terms and conditions presented in this RFP
Page 1 of 12
REQUEST FOR PROPOSALS (RFP)
HVAC PREVENTATIVE MAINTENANCE
CITY OF BOZEMAN FACILITIES
CITY OF BOZEMAN
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771-1230
JANUARY 2026
NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to provide
preventative maintenance services for Heating, Ventilation, and Air Conditioning systems at City
of Bozeman facilities.
Copies of the Request for Proposals are available on the City’s website.
All proposals must be provided as a single, searchable PDF document file and be submitted
digitally as an email attachment to the RFP Recipient email address below. Respondents are
advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be
allowed per response. The subject line of the transmittal email shall clearly identify the RFP title,
company name and due date/time. File sizes greater than 25MB in size may be uploaded to
bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the
respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is
separately notified via email of same, prior to the given deadline.
Deliver RFPs via email to the City Clerk by Thursday, February 5, 2026 at 2:00PM MDT. It is the
sole responsibility of the proposing party to ensure that proposals are received prior to the closing
time as late submittals will not be accepted and will be returned unopened.
The email address for submission is: procurement@bozeman.net
NON-DISCRIMINATION AND EQUAL PAY
The City of Bozeman is an Equal Opportunity Employer.
Discrimination in the performance of any agreement awarded under this RFP on the basis of race,
color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual
orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring
and treatment of the awarded entity’s employees and to all subcontracts.
As such, each entity submitting under this notice shall include a provision wherein the submitting
entity, or entities, affirms in writing 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 which also recognizes the eventual contract will
contain a provision prohibiting discrimination as described above and that this prohibition on
discrimination shall apply to the hiring and treatment of the submitting entity’s employees and
to all subcontracts.
In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under
this RFP and any subcontractors must abide by the Equal Pay Act of 1963 and Section 39-3-104,
MCA (the Montana Equal Pay Act), and affirm it will abide by the above and that it has visited the
State of Montana Equal Pay for Equal Work “best practices” website, or equivalent “best
practices publication and has read the material.
Any administrative questions regarding proposal procedures should be directed to: Mike Maas,
City Clerk (406) 582-2321, procurement@bozeman.net.
Questions relating to the RFP should be directed to: Max Ziegler, Facilities Assistant
Superintendent, (406) 582-2439, wziegler@bozeman.net
DATED at Bozeman, Montana, this Saturday, January 10, 2026 .
Mike Maas
City Clerk
City of Bozeman
For publication on:
Saturday, January 10, 2026
Saturday, January 24, 2026
I. INTRODUCTION
The City of Bozeman (Owner), is seeking proposals from firms to undertake preventative
maintenance services for Heating, Ventilation and Air Conditioning systems at City of Bozeman
facilities.
The Owner intends to enter into a contract with the selected firm that will include scheduled
inspection and preventative maintenance of HVAC equipment, troubleshooting and repair, and
on call maintenance services. Systems to be serviced include boilers, furnaces, air handlers, heat
pumps, chillers, exhaust ventilation and energy recovery ventilators. This service agreement will
be supplemental to routine work conducted by City of Bozeman Facilities staff, such as regular
filter replacements and lubrication of circulating pumps.
This RFP shall not commit the Owner to enter into an agreement, to pay any expenses incurred
in preparation of any response to this request, or to procure or contract for any supplies, goods
or services. The Owner reserves the right to accept or reject all responses received as a result of
this RFP if it is in the Owner’s best interest to do so.
This procurement is governed by the laws of the State of Montana and venue for all legal
proceedings shall be in the 18th Judicial District Court, Gallatin County. By offering to perform
services under this RFP, all Submitters agree to be bound by the laws of the State of Montana
and of the Owner, including, but not limited to, applicable wage rates, payments, gross receipts
taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc.
II. PROJECT BACKGROUND AND DESCRIPTION
The City of Bozeman Facilities Department manages a large portfolio of municipal buildings,
including administrative offices, public libraries and event spaces, workshops, and emergency
response facilities. The buildings included in the Facilities portfolio have a wide variety of HVAC
systems, including boilers, heat pumps, chillers, air handlers, furnaces and exhaust ventilation.
The ages of equipment to be serviced range from the 1960’s up to modern equipment installed
within the last five years. A full list of equipment included in the contract is attached as
Appendix B.
Facilities Department staff regularly perform routine operations and maintenance work,
including inspections, filter changes, and lubrication of circulation pump equipment. The Scope
of Services for this RFP is intended to supplement work conducted by Facilities staff by
performing comprehensive annual and semi-annual preventative maintenance services of
primary equipment. Examples of preventative maintenance work to be performed by the
Contractor include: inspection and testing of heating and cooling components, electrical
systems, controls, heat exchangers and fuel systems. Contractor shall use qualified technicians
to perform preventative maintenance services in accordance to equipment manufacturers
guidelines.
III. SCOPE OF SERVICES
This contract will include preventative maintenance services for all HVAC equipment at the
following locations:
• Alfred Stiff Professional Building – 20 E. Olive St.
• Bozeman City Hall – 121 N. Rouse Ave
• Bozeman Public Safety Center – 901 N. Rouse Ave
• Bozeman Public Library – 626 E. Main St.
• Bozeman Senior Center – 807 N. Tracy Ave.
• Bozeman Fire Station 2 – 575 W. Kagy Blvd.
• Bozeman Fire Station 2 (Old) – 410 S. 19th Ave.
• Bridger Parking Garage – 26 E Mendenhall St.
• Story Mansion – 811 S. Willson Ave.
• Story Mill Community Center – 600 Brindger Canyon Dr.
• Beall Recreation Center – 415 N. Bozeman Ave.
• Shops Complex – 814 N. Bozeman Ave.
• Vehicle Maintenance Facility – 1812 N. Rouse Ave.
Please see Appendix B for a full list of HVAC equipment for each location.
The scope of this contract is to provide regular preventative services for each piece of
equipment listed in accordance with the equipment manufacturer’s schedules and procedures.
City of Bozeman Faciilities staff will self-perform regular filter replacements, as well as
preventative maintenance to distribution equipment such as circulation pumps and VAV units.
Site visits may be scheduled by request. If you would like to request a site visit, contact Max
Ziegler at wziegler@bozeman.net.
IV. PROPOSAL REQUIREMENTS
Firms interested in providing the services described above are requested to submit the following
information. Responses to each item should appear in the same order as in this RFP and should
identifythe item to which the responses applies.
a) Executive Summary
Provide a one (1) page executive summary of your firm’s proposal.
b) Firm Profile
Provide an overview of your company and its capacities and qualifications, including key
employees, staffing levels, resources and equipment.
c) Related Experience with Similar Projects
Detail your experience in performing service contracts of similar scope and scale to the
Scope of Work in this Request for Proposals.
d) Description of Proposed Solution
Describe your proposed approach to providing comprehensive preventative
maintenance for the equipment listed in this Request for Proposals. Include schedules
and frequencies of services, components to be inspected and serviced, and staffing
allocated to maintenance services.
Provide a sample of documentation your firm will use to record and transmit
maintenance records and data to the Owner.
e) Present and Projected Workloads
Provide metrics of your current and projected workloads, and available capacity to on
the scope of work for this proposal.
f) Recent and Current Work for the City of Bozeman
Detail any current or previously performed work for the City of Bozeman.
g) References
Provide three (3) professional references from current or prior clients.
h) Price Proposal
Submit a completed and signed Price Proposal Form (Appendix C). Pricing shall be
inclusive of labor and materials for routine preventative maintenance work. Pricing for
repair work in excess of routine maintenance items shall be based on provided hourly
service rates and markups.
i) Affirmation of Nondiscrimination (see Appendix A)
Non-completion of the Affirmation of Nondiscrimination is cause for disqualification of
firms.
V. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS
EVENT DATE/TIME
Publication dates of RFP Saturday, January 10, 2026
Saturday, January 24, 2026
Deadline for receipt of proposals Thursday, February 5, 2026
Evaluation of proposals Friday, February 20, 2026
Interviews (if necessary) and Selection of
consultants
TBD
With the exception of the advertising dates and advertised due date, the City reserves the right
to modify the above timeline.
Deliver RFPs via email to the City Clerk (procurement@bozeman.net) by Thursday, February 5,
2026 at 2:00PM MDT. It is the sole responsibility of the proposing party to ensure that
proposals are received prior to the closing time as late submittals will not be accepted and will
be returned unopened. All proposals must be provided as a single, searchable PDF document
file and be submitted digitally as an email attachment to the RFP Recipient email address
agenda@bozeman.net. Respondents are advised that Recipient’s email attachment size limit is
25MB and that only one PDF file will be allowed per response. The subject line of the
transmittal email shall clearly identify the RFP title, company name and due date/time. File
sizes greater than 25MB in size may be uploaded to bzncloud.bozeman.net upon special
arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the
file upload is completed, and that the Recipient is separately notified via email of same, prior to
the given deadline.
VI. AMENDMENTS TO SOLICITATION
Any interpretation or correction of this request will be published on the City’s webpage. The
deadline for questions related to this document is 12:00PM MDT on Wednesday, January 28,
2026.
VII. CONTACT INFORMATION
Any administrative questions regarding proposal procedures should be directed to: Mike Maas,
City Clerk, (406) 582-2321, procurement@bozeman.net
Questions relating to scope of services should be directed to: Max Ziegler, Facilities Assistant
Superintendent, (406) 582-2439, wziegler@bozeman.net.
VIII. SELECTION PROCEDURE
A review committee will evaluate all responses to the RFP that meet the submittal requirements
and deadline. Submittals that do not meet the requirement or deadline will not be considered.
The review committee will rank the proposals and may arrange interviews with the finalist(s) prior
to selection. Selection may be made directly based on the written RFP submission.
If interviews occur, the selection of finalists to be interviewed will be made by a selection
committee representing the City of Bozeman. The selection of interview candidates will be based
on an evaluation of the written responses to the RFPs.
All submitted proposals must be complete and contain the information required as stated in the
"Request for Proposals.”
IX. SELECTION CRITERIA
Proposals will be evaluated based on the following criteria:
• [5 points] Executive Summary
• [20 points] Qualifications of the Firm for Scope of Services
• [30 points] Price Proposal
• [30 points] Proposed Solution
• [10 points] Present and Projected Workloads
• [5 points] Related Experience with Similar Projects
X. FORM OF AGREEMENT
The Contractor will be required to enter into a contract with the City in substantially the same
form as the professional services agreement attached as Attachment B.
XI. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER
All proposals submitted in response to this RFP become the property of the City and public
records and, as such, may be subject to public review.
A SUBMISSION IN RESPONSE TO THIS REQUEST FOR QUALIFICATIONS CONFERS NO RIGHTS
UPON ANY RESPONDENTS AND SHALL NOT OBLIGATE THE CITY IN ANY MANNER
WHATSOEVER. THE CITY RESERVES THE RIGHT TO MAKE NO AWARD AND TO SOLICIT
ADDITIONAL REQUEST FOR QUALIFICATIONS AT A LATER DATE.
A. This RFP may be canceled or any or all responses may be rejected in whole or in part, as
specified herein, when it is in the best interests of the City. If the City cancels or revises
this RFP, all Respondents who submitted will be notified using email.
B. The City reserves the right to accept or reject any and all proposals; to add or delete
items and/or quantities; to amend the RFP; to waive any minor irregularities,
informalities, or failure to conform to the RFP; to extend the deadline for submitting
proposals; to postpone award for up to 60 days; to award one or more contracts, by
item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards
or phases are determined by the City to be in the public interest.
C. The City of Bozeman reserves the right to reject the proposal of any person/firm who
previously failed to perform properly to the satisfaction of the City of Bozeman, or
complete on time agreements of similar nature, or to reject the proposal of any
person/firm who is not in a position to perform such an agreement satisfactorily as
determined by the City of Bozeman.
D. The City of Bozeman reserves the right to determine the best qualified Contractor and
negotiate a final scope of service and cost, negotiate a contract with another Contractor
if an agreement cannot be reached with the first selected Contractor, or reject all
proposals.
E. The professional services contract between the City of Bozeman and the successful
Contractor will incorporate the Contractor's scope of service and work schedule as part
of the agreement (see Appendix B for form of professional services agreement. The
professional services agreement presented to the Contractor may differ from this form
as appropriate for the scope of services).
F. This RFP does not commit the City to award a contract. The City assumes no liability or
responsibility for costs incurred by firms in responding to this request for proposals or
request for interviews, additional data, or other information with respect to the
selection process, prior to the issuance of an agreement, contract or purchase order.
The Contractor, by submitting a response to this RFP, waives all right to protest or
seek any legal remedies whatsoever regarding any aspect of this RFP.
G. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not
limited to: selection procedures, submittal date, and submittal requirements. If the City
cancels or revises this RFP, all Contractors who submitted proposals will be notified
using email.
H. Projects under any contract are subject to the availability of funds.
XII. NONDISCRIMINATION AND EQUAL PAY POLICY
The City of Bozeman requires each entity submitting under this notice shall affirm, on a
separate form provided, that 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,
sexual preference, gender identity, or disability in fulfillment of a contract entered into for the
services identified herein and that this prohibition on discrimination shall apply to the hiring
and treatment of the submitting entity’s employees and to all subcontracts it enters into in
the fulfillment of the services identified herein. Failure to comply with this requirement shall
be cause for the submittal to be deemed nonresponsive.
The City also requires each entity submitting under this notice shall affirm 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.
XIII. MISCELLANEOUS
A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or
agent of the City shall affect or modify any term of this solicitation. Oral communications
or any written/email communication between any person and City officer, employee or
agent shall not be considered binding.
B. No Partnership/Business Organization. Nothing in this solicitation or in any subsequent
agreement, or any other contract entered into as a result of this solicitation, shall
constitute, create, give rise to or otherwise be recognized as a partnership or formal
business organization of any kind between or among the respondent and the City.
C. Employment Restriction and Indemnity. No person who is an owner, officer,
employee, contractor, or consultant of a respondent shall be an officer or employee of
the City. No rights of the City’s retirement or personnel rules accrue to a respondent,
its officers, employees, contractors, or consultants. Respondents shall have the
responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s
compensation and occupational disease compensation, insurance, unemployment
compensation other benefits and taxes and premiums appurtenant thereto concerning
its officers, employees, contractors, and consultants. Each Respondent shall save and
hold the City harmless with respect to any and all claims for payment, compensation,
salary, wages, bonuses, retirement, withholdings, worker’s compensation and
occupational disease compensation, insurance, unemployment compensation other
benefits and taxes and premiums in any way related to each respondent’s officers,
employees, contractors and consultants.
D. Accessibility. Upon reasonable notice, the City will provide assistance for those persons
with sensory impairments. For further information please contact the ADA Coordinator
Mike Gray at 406-582-3232 or the City’s TTY line at 406-582-2301.
E. Procurement. When discrepancies occur between words and figures in this solicitation,
the words shall govern. No responsibility shall attach to a City employee for the
premature opening of an RFP not properly addressed and identified in accordance with
these documents.
F. Governing Law. This solicitation and any disputes arising hereunder or under any future
agreement shall be governed and construed and enforced in accordance with the laws
of the State of Montana, without reference to principles of choice or conflicts of laws.
XIV. ATTACHMENTS
The following exhibits are incorporated in this RFP:
Appendix A: Non-Discrimination Affirmation
Appendix B: Scope of Services
Appendix C: Price Proposal Form
Appendix D: Form of Professional Services Agreement
Appendix E: Montana Prevailing Wage Rates - Construction
END OF RFP
Attachment A
NONDISCRIMINATION AND EQUAL PAY AFFIRMATION
____________________________________(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, ____________________________________(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.
______________________________________
Name and title of person authorized to sign on behalf of submitter
HVAC Preventative Maintenance RFP – City of Bozeman Facilities 2026
Price Proposal Form
Company Name:_____________________________
Date:________________________________________
General Service Rates:
Service Technician Rate per Hour:_____________
Laborer Rate per Hour:_______________________
Emergency Call Out Rate per Hour:____________
Materials Markup Rate %:_____________________
Annual Service Cost per Building:
Beall Recreation Center
415 N. Bozeman Ave.
Equipment:
- Furnace (1)
Price Proposal:___________________
Bozeman Public Safety Center
901 N. Rouse Ave.
Equipment:
- Air Handling Units (3)
- Air Conditioners (9)
- Boilers (3)
- Heaters (23)
Price Proposal:__________________
City Hall
901 N. Rouse Ave.
Equipment:
- Air Handling Units (2)
- Air Conditioners (1)
- Boilers (2)
- Heaters (1)
Price Proposal:__________________
Fire Station #2
575 W. Kagy Blvd.
Equipment:
- Heat Pumps (3)
- Air Conditioners (1)
- Boilers (2)
- Energy Recovery Ventilators (1)
Price Proposal:__________________
Fire Station #2 - Old
410 S. 19th Ave.
Equipment:
- Heaters (4)
- Air Conditioners (2)
Price Proposal:__________________
Fire Station #3
1705 Vaquero Pkwy.
Equipment:
- Boilers (1)
Price Proposal:__________________
Bozeman Public Library
626 E. Main St.
Equipment:
- Air Handling Units (2)
- Air Conditioners (1)
- Boilers (3)
Price Proposal:__________________
Bridger Parking Garage
26 E. Mendenhall St.
Equipment:
- Air Handling Units (1)
Price Proposal:__________________
Stiff Professional Building
20 E. Olive St.
Equipment:
- Air Handling Units (2)
- Air Conditioners (2)
- Boilers (2)
Price Proposal:__________________
Bozeman Senior Center
807 N. Tracy Ave.
Equipment:
- Air Handling Units (5)
- Air Conditioners (6)
- Boilers (2)
- Heaters (2)
Price Proposal:__________________
Shops Complex
814 N. Bozeman Ave.
Equipment:
- Air Conditioners (4)
- Heaters (17)
Price Proposal:__________________
Story Mansion
811 S. Willson Ave.
Equipment:
- Boilers (2)
- Heaters (10)
- Energy Recovery Ventilators (1)
Price Proposal:__________________
Story Mill Community Center
600 Bridger Drive
Equipment:
- Air Conditioners (3)
- Boilers (1)
- Energy Recovery Ventilators (1)
Price Proposal:__________________
Vehicle Maintenance Facility
1812 N. Rouse Ave.
Equipment:
- Air Conditioners (2)
- Boilers (2)
- Heaters (5)
Price Proposal:__________________
Signature_____________________________________________________ Date_______________