HomeMy WebLinkAbout26 - Submissions - HVAC Maintenance (7)From:Sam Atkins
To:Bozeman Procurement
Cc:Jeff May
Subject:[EXTERNAL]Proposal for Preventative HVAC Services
Date:Thursday, February 5, 2026 12:34:52 PM
Attachments:Proposal for Preventative Maintenance, Independent HVAC.pdf
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Hello,
Please find attached our proposal for preventative maintenance of HVAC systems for the City
of Bozeman. We appreciate the opportunity to submit this proposal, and we welcome anyquestions or further conversation.
Best Regards,
Sam Atkins
--
Sam AtkinsMontana DirectorC: (406) 551-3517
Proposal for Preventative HVAC
Maintenance at City of Bozeman
Buildings
Submitted on February 5, 2026
Independent HVAC
(406) 206-0157
independenthvac.com
TABLE OF CONTENTS
Executive Summary 1
Related Experience. 2
Description of Proposed Solution. 3
1. Service Frequency & Schedule 3
2. Manufacturer Alignment & Quality Assurance 3
3. Documentation & Data Transmission 4
4. Staffing & Resource Allocation 4
5
5
Present and Projected Workloads.
Recent/Current Work for the City of
Bozeman. References (3 total).
Signed Nondiscrimination agreement
Price Form
5
8
9
Executive Summary
Independent HVAC is pleased to submit this proposal for comprehensive preventative
maintenance, troubleshooting, and on-call services for the City of Bozeman’s HVAC systems
from FY26–FY30. Founded in Bozeman in 1996, Independent Power Systems is a leader in
energy efficiency with a sterling reputation. Since the launch of our HVAC arm 4 years ago, we
have built specialized infrastructure to manage large municipal portfolios. With a staff of 55+
across Bozeman and Boulder, CO offices, we are a capable resource to maintain critical public
infrastructure.
Mission: Rigorous annual and semi-annual preventative maintenance for primary equipment at
designated City facilities, supplementing City Facilities staff.
Scope: Expertise with diverse equipment, including legacy and modern boilers, chillers, air
handlers, furnaces, heat pumps, exhaust ventilation, and ERVs. Our team, led by Jeff May (30
years of experience) and supported by a Master Plumber and Master Electrician, ensures
complex systems are inspected and tested per manufacturer guidelines.
Commitment: Full compliance with Montana state laws, Bozeman ordinances, and the payment
of Montana Prevailing Wage Rates (District 3). We adhere to the City’s Non-Discrimination and
Equal Pay policies. We guarantee merit-based, non-discriminatory treatment of all employees
and subcontractors, providing the City with transparent, detailed documentation.
Combining 30 years of local history with top technical certifications, Independent HVAC is ready
to ensure the comfort and safety of Bozeman’s municipal facilities for the next five years.
Firm Profile.
Best Regards,
Sam Atkins
Director, Montana
sam@independenthvac.com
(406) 551-3517
Independent HVAC
Office: 333 W Haggerty Ln #19
Bozeman, MT 59715
Warehouse: 2430 N 7th Ave #6
Bozeman, MT 59715
Independent HVAC | (406) 206-0157
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Related Experience.
Independent HVAC offers extensive experience in managing large-scale, multi-facility service
contracts that mirror the scope and complexity of the City of Bozeman’s requirements. Our firm
specializes in the maintenance of high-capacity municipal and commercial systems, led by a
technical team that has managed diverse equipment portfolios for over three decades.
Technical Leadership: Jeff May
Our service team is led by Jeff May, a veteran HVAC technician with 30 years of industry
experience. His background provides the City with a level of expertise that spans the entire
lifecycle of the equipment listed in the RFP:
Commercial Expertise: Jeff has managed maintenance for a broad array of equipment, including
high-efficiency boilers, furnaces, complex air handlers, and Rooftop Units (RTUs).
Specialized Systems: His experience includes the inspection, troubleshooting, and repair of
industrial refrigeration and energy recovery systems, ensuring he can provide the "qualified
technician" oversight required for the City's primary equipment.
Large-Scale Portfolios: Jeff has successfully overseen multi-state service contracts for large
corporate clients, including Walmart in the southeast region, as well as locally for Dairy Queen,
Dominos, and Subway, and Emergency communication towers while serving as the Operations
Director for Rocky Mountain Heating and Cooling. More recently, at Independent HVAC, he is
overseeing HVAC maintenance for Big Sky Vacation Rentals, with over a dozen properties
currently being serviced. This experience in high-stakes, multi-site maintenance ensures he is
adept at managing the logistics, communication, documentation, and rigorous scheduling
required for the City’s facilities.
Firm Qualifications and Similar Projects
Independent Power Systems has been a fixture in the Bozeman community since 1996,
providing local expertise in energy efficiency.
Municipal and Commercial Scope: Our staff brings a proven track record of new system
installation and preventative maintenance on primary equipment similar to the City's portfolio,
specifically the wide range from old boiler equipment to modern high-efficiency systems.
Integrated Support: With a Master Plumber and Master Electrician on staff, we have
successfully managed projects that require cross-trade coordination, such as the inspection and
testing of electrical control systems and fuel systems identified in the Scope of Services.
By leveraging Jeff May’s 30 years of experience with corporate and commercial clients,
Independent HVAC ensures that the City of Bozeman receives the highest level of technical
competence and reliable service.
Independent HVAC | (406) 206-0157
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Description of Proposed Solution.
Independent HVAC provides a comprehensive, proactive maintenance program specifically
tailored to the City of Bozeman’s diverse mechanical infrastructure. Our approach ensures
equipment remains efficient, safe, and compliant.
1. Service Kick Off and Walkthroughs
We propose a kick-off meeting with City Facilities staff to walkthrough and review all equipment,
including location, access/scheduling considerations, known issues, and priority on
maintenance schedule. At this time, the scope of work for each piece of equipment will be
determined in conjunction with City staff by reviewing manufacturer recommendations, site
conditions, and proposed maintenance checklists. Both parties will review SOPs for record
keeping, communication, and additional work orders as needed.
2. Service Frequency & Schedule
We implement a rigorous multi-phase service schedule to match the City's operational needs
and equipment types. Our approach is designed to supplement the filter changes and minor
lubrication performed by City staff.
Service Level Timing Primary Focus Areas
Annual
Comprehensive
Fall (Sept–Oct)
Spring
(April–May)
Check belts, filters, capacitors, fan motors,
refrigerant charge, coils, amp draws, voltages,
controls, gas pressures, contactors, capacitors,
compressors; clean drains and coils; lubricate
bearings, replace filters and component
replacement (coordinated with facilities staff).
Exact maintenance schedules to be specifically
tailored to each piece of equipment based on
manufacturer recommendations.
Quarterly Filters Every 3
months
Replacing filters, coordinate with semiannual
comprehensive. Coordinated with facilities staff.
On-Call Support 24/7/365 Emergency Response: Rapid troubleshooting
and repair work in excess of routine maintenance.
Independent HVAC | (406) 206-0157
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3. Example Maintenance Schedule
Unit: YORK XTI-084X102
Location: BPSC Floor Third>Mechanical Room M-301
O&M Reference Link
Independent HVAC | (406) 206-0157
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4. Manufacturer Alignment & Quality Assurance
Independent HVAC affirms that all preventative maintenance services will be performed strictly
in accordance with equipment manufacturer guidelines and schedules.
● Qualified Technicians: All work is executed by technicians trained on specific brands
within the City’s portfolio, using manufacturer-specific Standardized Protocols
checklists for all work.
● Testing Standards: Maintenance includes testing heating/cooling components,
electrical systems, controls, heat exchangers, and fuel systems using calibrated
diagnostic tools.
5. Documentation & Data Transmission
To ensure the City has a searchable, permanent record of all facility assets, we utilize Field
Service Management (FSM) software (ServiceTitan) for all maintenance records.
● Real-Time Transmission: Upon completion of any service visit, a digital maintenance
record is transmitted to the Facilities Assistant Superintendent via email.
● Searchable Data: Every report includes the system description, manufacturer,
model/serial number, and precise location (e.g., "Floor Third Mechanical Room M-301")
for seamless tracking.
● Detailed Content: Reports include actual measured data: volts/amps, refrigerant
pressures, combustion analysis results, and timestamped photos of serviced
components and any notes for future work.
6. Staffing & Resource Allocation
We have allocated a dedicated team to this contract to ensure continuity and familiarity with the
City's complex mechanical rooms.
● Contract Lead: Jeff May (30 years of experience) serves as the primary technical lead
for all commercial HVAC, boiler, and refrigeration oversight. Jeff May will perform the
majority of all work, any work performed by apprentice technicians will be directly
supervised by Mr. May.
● Support Staff: Our team includes an in-house Master Plumber, Vince Vacca (MT
License: PLU-PM-LIC-12136), and Master Electrician, Dustin Rothenberg (MT License:
ELE-EM-LIC-59749) to handle integrated fuel system and electrical control
troubleshooting without external delays. We have several apprentice technicians who
are on hand to support larger projects.
● Project Management: Our customer service manager, Jennifer Migl, will serve as your
primary contact for scheduling and billing.
Independent HVAC | (406) 206-0157
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Present and Projected Workloads.
Independent HVAC has a modest workload of residential HVAC service work, but no
outstanding service commitments. Partnering with the City of Bozeman is exactly the kind of
strategic partnership we hope to build, we appreciate the opportunity to be considered.
Recent/Current Work for the City of Bozeman.
Independent Power completed the Bozeman City Hall Solar PV Installation in September 2008,
and otherwise we have not completed any work with the City.
References (3 total).
Big Sky Vacation Rentals (888) 915-2787 Tanya Merryman
MC Homebuilders Inc. Bozeman, MT 406-539-6442 Macey Christadora
Bozeman Ice Cream LLC, 406-222-6628 Dave Amsk
Independent HVAC | (406) 206-0157
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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
Indpendent HVAC
Independent HVAC
Sam Atkins, Montana Director
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)
Independent HVAC
Feb 5, 2026
$165
$50
$330
25%
$12,540
$330
- 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:
$1,980
$330
$2,310
$1,980
- 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:
$4,950
$1,980
$330
$1,980
- 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_______________
$2,310
$1,650
$4,290
$4,126
Sam Atkins, Montana Director, Independent HVAC
Feb 4, 2026