Project Description: To provide monthly preventative maintenance for one year, 12-months. The vendor is to provide all tools, labor, materials, supplies, etc. to properly test the chill water air conditioning system and cooling towers at Kauai Community College according to the Required Preventive Maintenance Checklist (see Attachment C). A monthly log of all tasks performed and any discrepancies found shall be emailed to Tami Langohr at langohr@hawaii.edu within 5 business days of testing and a hard copy provided at the chiller plant building.

To provide an annual preventative maintenance according to the Required Preventative Maintenance Checklist (see Attachment C) within seventy-five (75) calendar days from the start date of service and provide all tools, labor, materials, supplies, etc. to properly complete the annual preventative maintenance to the (a) chillers and (b) cooling towers at Kauai Community College. A log of all tasks performed and any discrepancies found shall be emailed to Tami Langohr at langohr@hawaii.edu within 5 business days of testing and a hard copy provided at the chiller plant building.

Special Instructions
1. Adherence to University of Hawaii\'s Special Conditions (Attachment A).

2. All bids are subject to University of Hawaii Terms and Conditions (see Attachment B).

3. Contractor\'s license per Chapter 444, HRS (C-52 Ventilating and Air Conditioning Contractor, with a minimum of 5 years of experience working with chillers, VFD, controls, and pumps).

4. Awardee is required to adhere to a one-hour response time window for trouble calls and requests.

5. Any job site evaluation shall be by appointment only and completed by 12 pm on October 1, 2025. Please schedule your visitation by emailing Tami Langohr at langohr@hawaii.edu by 12 pm on September 29, 2025. Confirmation will be provided no later than 4 pm on September 29, 2025.

6. Any questions may be emailed to Tami Langohr at langohr@hawaii.edu no later than 4:30 pm on October 2, 2025. A response will be provided no later than 4:30 pm on October 3, 2025.

7. All quotations shall be valid for 90 days from the closing date of this request for quote.

8. The exact start date to be coordinated with the Kauai CC Facility Manager and/or Vice Chancellor for Administrative Services after issuance of the purchase order.

9. Only aggregated bids shall be accepted. The University reserves the right in determining the responsiveness of offers to the technical specification provided and the quality of workmanship provided.

10. Should the bidder require any of the following, their bid may be disqualified: (A) Taking exception to any of the specifications, terms or conditions contained in the RFQ;
(B) Placing conditions on the furnishing of the items offered;
(C) Inclusion of a quotation or order form containing additional specifications, terms and conditions;
(D) Referencing external documents containing additional specifications, terms and conditions;
(E) The University reserves the rights on any possible exemption to be based on technical merits of pre-existing conditions.

11. Bids shall be all-inclusive; including the cost of but not limited to, the cost of materials, supplies, equipment, labor, removal and disposal of old items, insurance, mobilization, freight, warranty, administrative overhead, rental costs, fees, and all applicable taxes and surcharges.

12. Bidder shall thoroughly review the Required Preventative Maintenance Checklist before submitting a bid. (See Attachment C). Contractor shall be fully aware of and understand the scope of work prior to the submission of a bid as to the existing conditions and limitations under which the work is to be performed.

13. Award is subject to funding availability.

14. Upon notification of award, vendor must return signed award along with Wage Certification to acknowledge compliance with the requirements of Section 103-55, HRS, and Certificate of Insurance as required under the attached Special Conditions (see Section 4 of Attachment A).

15. As stated under section 103D-310(c), Hawaii Revised Statutes, all offerors, upon award of contract, must ensure compliance with all laws governing entities doing business in the State of Hawaii. Offeror will be expected to provide their “Certification of Vendor Compliance” identifying their current status as “COMPLIANT” on Hawaii Compliance Express: http://vendors.ehawaii.gov/hce once contract is awarded.