Hays USD 489 HVAC Pre-Planned and Preventative Maintenance Service RFP-2026-0001
Hays Unified School District 489School · Hays, KS- Due
- May 4, 2026
- Deadline passed
- Posted
- Apr 13, 2026
- Primary contact
- Rusty Lindsay
- (785) 623-2420
The 30-second brief
Hays Unified School District 489 (USD #489) is soliciting proposals from mechanical service firms for bi-annual comprehensive HVAC preventative maintenance across six school facilities and one administration center. The scope includes cleaning, inspections, two filter changes per year (filters provided by owner), and one belt change as needed. Covered equipment includes rooftop units (RTUs), dedicated outside air systems (DOAS), water-source heat pumps (WSHPs), variable-refrigerant flow (VRF) systems, unit ventilators (UVs), split-system furnaces, boilers, chillers, and cooling towers. Proposals must include fixed costs, standard and priority service rates, and replacement parts multipliers. A mandatory federal work authorization program (E-Verify) enrollment is required for the awarded firm. Proposals are due by May 4, 2026, at 11:00 a.m. via email to [email protected].
Firm description, Professional qualifications, Client references, Fee and compensation proposal, Signature of authorized individual
Screening committee review, Interview/Presentation performance, Scoring matrix
Hear what Hays Unified School District 489 plans next before it's posted.
Get alerts freeFree account · 30-second setup · No credit card
Summary
Hays Unified School District 489 (USD #489) is soliciting proposals from mechanical service firms for bi-annual comprehensive HVAC preventative maintenance across six school facilities and one administration center.
The scope includes cleaning, inspections, two filter changes per year (filters provided by owner), and one belt change as needed. Covered equipment includes rooftop units (RTUs), dedicated outside air systems (DOAS), water-source heat pumps (WSHPs), variable-refrigerant flow (VRF) systems, unit ventilators (UVs), split-system furnaces, boilers, chillers, and cooling towers. Proposals must include fixed costs, standard and priority service rates, and replacement parts multipliers. A mandatory federal work authorization program (E-Verify) enrollment is required for the awarded firm. Proposals are due by May 4, 2026, at 11:00 a.m. via email to [email protected].
EVALUATION CRITERIA
3- Screening committee review
- Interview/Presentation performance
- Scoring matrix
REQUIRED DELIVERABLES
5- Firm description
- Professional qualifications
- Client references
- Fee and compensation proposal
- Signature of authorized individual
REQUIRED ATTACHMENTS
5- Attachment #1 (Firm Info)
- Attachment #2 (References)
- Attachment #3 (Task List)
- Attachment #4 (Equipment List)
- Attachment #5 (Scoring Matrix)
- Submit to
- [email protected]
- Scope location
- Hays, KS
Questions about this RFP
How do I respond to this RFP from Hays Unified School District 489?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is May 4, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact Rusty Lindsay.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Hays Unified School District 489 in KS, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Rusty Lindsay at (785) 623-2420. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Firm description, Professional qualifications, Client references, Fee and compensation proposal, Signature of authorized individual. Proposals should clearly address how each deliverable will be met.
Show 4 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Screening committee review, Interview/Presentation performance, Scoring matrix" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Hays Unified School District 489?
All active and historical solicitations from Hays Unified School District 489 are tracked and searchable. As a school agency, Hays Unified School District 489 regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Attachment #1 (Firm Info), Attachment #2 (References), Attachment #3 (Task List), Attachment #4 (Equipment List), Attachment #5 (Scoring Matrix). Review the full document from Hays Unified School District 489 for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Hays, KS. Review the full solicitation for detailed scope requirements.