HVAC Contractor for Maintenance and Repair at Various Locations

CAMBRIDGE HOUSING AUTHORITY

PURCHASING DEPARTMENT 

INVITATION TO BID

HVAC Contractor for Maintenance and Repair at Various Locations

The Cambridge Housing Authority (“CHA”), as Owner and Managing Agent for its affiliate properties, invites sealed bids from qualified contractors to provide HVAC maintenance and repair services at various locations in Cambridge, Massachusetts, in accordance with the Contract Documents.

The awarded contractor shall provide heating, ventilation, and air conditioning (HVAC) maintenance and repair services at CHA-owned and managed properties in Cambridge, Massachusetts, on an as-needed basis and as directed through individual work orders or other written authorization issued by an authorized CHA representative, in accordance with the Contract Documents. The work will include, but not be limited to, maintenance and replacement of parts and equipment related to HVAC and associated piping systems, tests and inspections required by agencies having jurisdiction over the Authority, and emergency maintenance and repair services. Contractors must have operated as a corporation or company for a minimum of five (5) years to be eligible for consideration.

Each General Bidder must be certified by the Massachusetts Division of Capital Asset Management and Maintenance (DCAMM) in the category of Heating, Ventilating, and Air Conditioning (HVAC), and must submit with its bid a current DCAMM Certificate of Eligibility.

The contract will be awarded as a three-year, as-needed draw-down contract. The total amount expended under the contract shall not exceed $775,000.00 during the contract term. Annual preventive maintenance expenditures shall not exceed $125,000.00.

Bid Forms and Contract Documents will be available through Procore (may be viewed electronically and hardcopy download) beginning Thursday, August 20, 2026, after 10:00 AM.

In the event there are any changes or clarifications, an addendum no less than 48 hours before bids are due will be provided to all parties listed on CHA’s list of plan holders for the project. It is the responsibility of each bidder to determine whether any addenda have been issued prior to submitting a bid.

THIS PROJECT IS BEING ELECTRONICALLY BID AND HARD COPY BIDS WILL NOT BE ACCEPTED BY THE AWARDING AUTHORITY.  Bids must be electronically submitted at  www.procore.com.  Additional instructions to complete the other bid forms are accessible on the Procore website and in the bid documents. If you need to contact the Cambridge Housing Authority on any other bidding issues, please contact 2026HVAC@cambridge-housing.org.

Questions from bidders must be submitted no later than Friday, August 28, 2026, at 1:00 PM. Questions received after the above deadlines may not be considered by the Awarding Authority. No interpretations of the meaning of the specifications, or other pre-bid documents shall be made to any bidder orally.  Every request for such interpretation must be in writing to: 2026HVAC@cambridge-housing.org.

All bids shall be submitted electronically online at www.procore.com and received no later than Thursday, September 3, 2026, by 1:00 PM. 

Every General Bid shall be accompanied by a Bid Deposit in the form of a certified check, bid bond, treasurer’s or cashier’s check issued by a responsible bank or trust company, in the amount of 5% of the bid amount and made payable to the Cambridge Housing Authority. The bid security shall secure the execution of the contract and the furnishing of a Payment Bond and Performance Bond in the amount of 100% of the contract value by the successful General Bidder, as specified in the Contract Documents. All General Bids are subject to the provisions of M.G.L. c. 149.

Bids shall be subject to M.G.L. c. 149, §§ 44A–44J, inclusive, and the Davis-Bacon Wage Determination Rates included in the Contract Documents. The wages paid to all employees performing work under this contract shall not be less than the applicable Davis-Bacon Wage Determination Rates contained in the Project Specifications.

The Cambridge Housing Authority reserves the right to reject any and all bids and to waive minor informalities when it is in the best interest of the Authority to do so. The contract shall be awarded to the responsive, responsible, and eligible bidder offering the lowest price in accordance with the Contract Documents. In the event of a tie, the tied bidders shall be invited to participate in a random drawing conducted by the Purchasing Department. The Authority reserves the right to reject all bids if fewer than three (3) bids are received.

Bid prices shall remain firm for thirty (30) days following the bid opening.

Any award is subject to the approval of the Cambridge Housing Authority’s Board of Commissioners and the availability of appropriated funds. The successful bidder shall furnish a Payment Bond and Performance Bond, each in the amount of 100% of the contract value, as specified in the Contract Documents.

Rock-Andral Ludger, Senior Purchasing Agent

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