Town of Estes Park 2027 HVAC Preventive Maintenance and Service RFP
Town of Estes ParkCity · Estes Park, CO- Due
- Sep 24, 2026
- Deadline passed
- Posted
- Sep 1, 2026
- Contract term
- 1 year
- Primary contact
- Robert Schumaker
- (970) 577-3576
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THE 30-SECOND BRIEF
The Town of Estes Park is soliciting proposals for professional HVAC preventive maintenance and service across 19 town facilities for the 2027 calendar year. The scope of work includes mobilization of equipment, obtaining permits, performance and labor/materials bonding, and providing both scheduled maintenance and emergency/after-hours service calls. Contractors must provide a lump sum cost proposal for defined services and hourly rates for repairs. A mandatory in-person pre-bid conference will be held at Estes Park Town Hall on September 8, 2026, at 11:00 AM MT. Proposals are due by September 24, 2026, and must be submitted via the Rocky Mountain E-Purchasing System (BidNet) or via email to the Facilities Manager. The resulting contract will include an initial one-year term with four additional one-year renewal options.
Lump sum cost proposal, Hourly rates for emergency calls, Certificate of insurance, Performance bond, Labor and material payment bond, Proof of business license
Ability/capacity/skill, promptness of performance, reputation/experience/efficiency, quality of past performance, financial resources, quality of supplies
SUMMARY
The Town of Estes Park is soliciting proposals for professional HVAC preventive maintenance and service across 19 town facilities for the 2027 calendar year.
The scope of work includes mobilization of equipment, obtaining permits, performance and labor/materials bonding, and providing both scheduled maintenance and emergency/after-hours service calls. Contractors must provide a lump sum cost proposal for defined services and hourly rates for repairs. A mandatory in-person pre-bid conference will be held at Estes Park Town Hall on September 8, 2026, at 11:00 AM MT. Proposals are due by September 24, 2026, and must be submitted via the Rocky Mountain E-Purchasing System (BidNet) or via email to the Facilities Manager. The resulting contract will include an initial one-year term with four additional one-year renewal options.
EVALUATION CRITERIA
6- Ability/capacity/skill
- Promptness of performance
- Reputation/experience/efficiency
- Quality of past performance
- Financial resources
- Quality of supplies
REQUIRED DELIVERABLES
6- Lump sum cost proposal
- Hourly rates for emergency calls
- Certificate of insurance
- Performance bond
- Labor and material payment bond
- Proof of business license
REQUIRED ATTACHMENTS
4- Bid Bond Form
- Bidder Qualifications and Data Form
- Subcontractors and Related Data Form
- Bid Proposal Form
REQUIRED STAFFING
Superintendent, licensed professionals
- Submit to
- Rocky Mountain E-Purchasing System (BidNet) or email to [email protected]
- Duration
- 60 months
- Scope location
- Estes Park, CO
Questions about this RFP
How do I respond to this RFP from Town of Estes Park?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 24, 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: Rocky Mountain E-Purchasing System (BidNet) or email to [email protected]. For questions, contact Robert Schumaker.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Town of Estes Park in CO, 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 Robert Schumaker at (970) 577-3576. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Superintendent, licensed professionals. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Lump sum cost proposal, Hourly rates for emergency calls, Certificate of insurance, Performance bond, Labor and material payment bond, Proof of business license. Proposals should clearly address how each deliverable will be met.
Can I search RFPs like this in ChatGPT or Claude?
Yes. Civic IQ has an MCP server that connects ChatGPT, Claude and other AI assistants to live Civic IQ data: open RFPs, pre-RFP signals from public meetings, awarded contracts and agency decision-makers across 100,000+ US public agencies. Add https://beta.mcp.civiciq.com/mcp as a connector (in ChatGPT under Settings > Apps & Connectors, in Claude under Settings > Connectors) and sign in with a free Civic IQ account at civiciq.com/mcp.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Ability/capacity/skill, promptness of performance, reputation/experience/efficiency, quality of past performance, financial resources, quality of supplies" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Town of Estes Park?
All active and historical solicitations from Town of Estes Park are tracked and searchable. As a city agency, Town of Estes Park regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
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: Bid Bond Form, Bidder Qualifications and Data Form, Subcontractors and Related Data Form, Bid Proposal Form. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from Town of Estes Park for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Estes Park, CO. Review the full solicitation for detailed scope requirements.