240-26 HVAC MAINTENANCE, REPAIR AND REPLACEMENT SERVICES
| Location: | Ohio |
|---|---|
| Posted: | Oct 28, 2025 |
| Due: | Nov 25, 2025 |
| Agency: | State Government of Ohio |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | SRC0000034875 |
| Publication URL: | To access bid details, please log in. |
| Solicitation ID: | SRC0000034875 |
| Solicitation Name: | 240-26 HVAC MAINTENANCE, REPAIR AND REPLACEMENT SERVICES |
| Original Begin Date: | 10/28/2025 9:16:18 AM |
| Begin Date: | 10/28/2025 9:16:18 AM |
| End Date: | 11/25/2025 1:00:00 PM |
| Inquiry End Date: | 11/20/2025 1:00:00 PM |
| Commodity: | Heating and cooling and air conditioning HVAC construction and maintenance services |
| MBE Set Aside: | MBE Set Aside |
| Agency: |
DOT010000 - ODOT-District 1
DOT020000 - ODOT-District 2 DOT030000 - ODOT-District 3 DOT040000 - ODOT-District 4 DOT050000 - ODOT-District 5 DOT060000 - ODOT-District 6 DOT070000 - ODOT-District 7 DOT080000 - ODOT-District 8 DOT090000 - ODOT-District 9 DOT100000 - ODOT-District 10 DOT110000 - ODOT-District 11 DOT120000 - ODOT-District 12 DOT190000 - Facilities & Equipment Mgmt DOT-Dept of Transportation |
| Solicitation Status: | Open for Bidding |
| Solicitation Type: | Invitation To Bid (ITB) |
Solicitation General Information
|
In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response
|
|||
|
Solicitation ID
SRC0000034875
|
|||
|
Solicitation Name
240-26 HVAC MAINTENANCE, REPAIR AND REPLACEMENT SERVICES
|
RFx Type
Invitation To Bid (ITB)
|
||
|
Lot #
1
|
Solicitation Status
Open for Bidding
|
||
|
Round #
1
|
MBE Set Aside
|
||
|
Begin Date
10/28/2025 9:16:18 AM (ET)
|
Amendment?
|
||
|
End Date
11/25/2025 1:00:00 PM (ET)
|
Inquiry End Date
11/20/2025 1:00:00 PM
|
||
|
Summary
The purpose of this invitation is to establish contract pricing for mechanical on demand and emergency repair services, replacement equipment purchase and installation and requested preventive maintenance agreements for heating, ventilating and air conditioning (HVAC) equipment and associated components at various ODOT locations in all twelve (12) ODOT Districts and Central Office in accordance with these specifications and ODOT’s standard terms and conditions contained herein with vendors within a reasonable geographical region of the District requesting service. |
Predecessor Contract
|
||
|
Process
OhioBuys training materials can be located at this site: https://procure.ohio.gov/bidders-and-suppliers/resources/Bidder+and+Supplier+Training/02_OB+training |
|||
|
Ship To
|
|||
1 Record(s)
|
13 Record(s)
|
Solicitation Documents
2 Record(s)
|
Attachment Preview
ITB 240 HVAC MAINTENANCE, REPAIR AND REPLACEMENT SERVICES
REQUIREMENTS/SPECIFICATIONS
Section 1:
Intent
The purpose of this invitation is to establish contract pricing for mechanical on demand and emergency
repair services, replacement equipment purchase and installation and requested preventive maintenance
agreements for heating, ventilating and air conditioning (HVAC) equipment and associated components
at various ODOT locations in all twelve (12) ODOT Districts and Central Office in accordance with these
specifications and ODOT’s standard terms and conditions contained herein with vendors within a
reasonable geographical region of the District requesting service.
Section 2:
Contract Duration
The effective duration of this agreement shall be from January 1, 2026, through December 31, 2027,
with one (1) optional one (1) year renewal that could extend the end date to no later than December 31,
2028.
Section 3:
Multiple Award
ODOT will accept all responsive and responsible bids submitted on or before the specified bid opening
date and make an award to all responsive and responsible bidders pursuant to O.R.C. 5513.02. Vendors
should only bid on Districts within their geographical region where they can provide service in accordance
with Section 8: Labor of these specifications.
Award of this contract does not guarantee any of the following:
1. All sites will need contracted services
2. The exact scope of contracted services for all sites
3. That any work will be contracted at any site
4. A bidder will receive any work pursuant to this contract
Vendors are advised that ODOT is now conducting contracts through the Ohio Buys system. Prospective
bidders are required to complete the necessary steps in Ohio Buys before they will be permitted to bid on
this invitation. Vendors can find additional information on Ohio Buys at the link below:
OhioBuys Overview | State of Ohio Procurement
Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline date &
time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to submit Bid
Responses or unsolicited Proposal amendments after the deadline.
Vendors must allow adequate time for uploading a Bid Response prior to the due date and time. ODOT
recommends that vendors submit Bid Responses as early as possible. If a second round is issued for any
reason, vendors must resubmit their bid if they had already submitted in a previous round, as the
previously submitted Bid Responses do NOT carry over to the new round.
The Signature process takes place after the award now. The email will come from
documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission. The
subject line will be the bid # Signature Request, (example: 240-26 Signature Request).
No contract can be issued to your company until we receive your signature to complete the process. And
you must have an OAKS Payor ID before a contract can be issued. To obtain that, you will need to go into
https://ohiopays.ohio.gov.
Rev. 05/27/2025
1
Section 4: Mandatory Vendor Requirements
It is a requirement of the contract that the vendor and its employees must have performed services
comparable to those required by this contract, provide proof of current liability insurance coverage, and
provide a copy of their State of Ohio issued license(s) in order to be considered a responsive and
responsible bidder.
4.1: References
Each bidder must have a minimum of five (5) years’ experience in performing the services required by this
contract. Therefore, each bidder shall provide with their bid submission, the name, email address,
organization, address and telephone number of at least three (3) references with whom they have
provided like services to in the last five (5) years.
It is a requirement of the contract that the vendor and its employees must have performed services
comparable to those required by this contract in order to be considered a responsive and responsible
bidder.
4.2: Public Liability Insurance
Each bidder shall furnish with their bid submission, proof that they carry public liability insurance with
limits of not less than three hundred thousand ($300,000) dollars for any one person and one million
($1,000,000) dollars for any one occurrence.
All insurance policies required under this section shall include an endorsement requiring the insurance
company to give thirty (30) days prior written notice to ODOT before any change of cancellation becomes
effective. All insurance policies shall be through insurance companies licensed to conduct business in the
State.
4.3: Licensing Requirement
All responding vendors shall indicate the license number and provide a copy of their State of Ohio issued
license(s) with the bid documents.
Section 5:
Site Conditions
Submission of this bid shall indicate that the vendor is familiar with existing conditions and equipment at
ODOT facilities. If you need to familiarize your company with current site conditions and equipment
covered by this invitation, contact the appropriate District Facilities Program Administrator or their
designated representative, between the hours of 7:00 AM and 4:00 PM Monday thru Friday, excluding
State holidays to schedule a site visit.
District Address
1
1885 N. McCullough St.
Lima, OH 45801
2
317 E. Poe Rd. Bowling
Green, OH 43402
3
906 Clark Ave. Ashland, OH
44805
4
2088 S. Arlington Rd. Akron,
OH 44805
5 9600 Jacksontown Rd.
Jacksontown, OH 43030
Rev. 05/27/2025
Contact
Tony Lotz
Greg
Strausbaugh
Dick Feldkamp
Nathan Crozier
Hank Pillsbury
Email
tony.lotz@dot.ohio.gov
gregory.strausbaugh@dot.ohio.gov
richard.feldkamp@dot.ohio.gov
nathan.crozier@dot.ohio.gov
robert.pillsbury@dot.ohio.gov
Telephone
419-999-6791
419-373-4310
419-207-7122
330-786-2238
740-323-5150
2
6
400 E. William St. Delaware,
OH 43015
Mark Nichols
mark.nichols@dot.ohio.gov
7 1001 St. Mary's Ave. Sidney, Ryan Orseno ryan.orseno@dot.ohio.gov
OH 45365
505 S. SR 741, Lebanon, OH Bob
8 45036
Montgomery bob.montgomery@dot.ohio.gov
9
650 Eastern Ave. Chillicothe,
OH 45601
Ed Cox
edward.cox@dot.ohio.gov
10
338 Muskingum Dr.
Marietta, OH 45750
Tim Marty
timothy.marty@dot.ohio.gov
11
2201 Reiser Ave. SE New
Philadelphia, OH 44663
Shannon
Blocker
shannon.blocker@dot.ohio.gov
12
5500 Transportation Blvd.
Garfield Heights, OH 44125
Tom Vanek
thomas.vanek@dot.ohio.gov
CO
1980 W. Broad
OH 43223
St. Columbus,
Charlie Stewart
charles.stewart@dot.ohio.gov
740-833-8232
937-497-6730
513-933-6539
740-774-8917
740-568-3924
330-308-3910
216-584-2040
614-387-3093
Section 6:
General Requirements
• Proper HVAC system operation is essential to a core function of ODOT; therefore, downtime must be
kept to a minimum. See Section 8: Labor, 8.1.1.1 and 8.1.2.1 for normal and emergency response
times.
• The awarded vendor(s) will be required to maintain a file of all maintenance work performed for the
life of the contract. The owners are to have a copy of the work performed immediately upon
completion, for their records. The description of the work performed, or items checked, shall have
enough detail to meet compliance requirements and allow the owner to maintain an accurate record
of maintenance.
• The contractor shall be responsible for any act or neglect of their employees when performing work
under this contract. The contractor’s employees shall observe the rules and regulations of the facility
when engaged in work under this contract on the facility’s premises and those adjacent private or public
properties.
• The vendor shall bring all tools, chemicals, and materials, etc., with them to each service call and take
all items with them when finished. No on-site storage shall be provided by ODOT.
• All work shall be performed so as to not interfere with building operation or if such interference is kept
to a minimum. The vendor shall leave all areas neat and clean when finished.
• The contracted services provided must be performed in a workmanlike manner by properly trained
personnel and shall conform to the highest professional standards.
• All vendors must have enough properly trained employees on active payroll and an adequate number
of supervisory personnel to guarantee satisfactory performance of this contract. All work must be
performed by trained and competent personnel qualified to perform the services provided herein. These
personnel must be under the guidance of a supervisor that is a direct employee of the Vendor. The
vendor shall be regularly engaged in the business of providing the services described herein.
• Upon completion of services, the contractor’s team shall leave the systems in satisfactory operation; if
not in operation, the team shall contact the appropriate District Facilities Program Administrator or their
designated representative and state why the system is inoperative, and what must be done to put into
satisfactory operation.
• It shall be understood that, from time to time, sites may be opened or closed during the life of the
contract. Any potential changes in service locations and revised pricing, where applicable, shall be
mutually agreed upon by the District Facilities Program Administrator or their designated
Rev. 05/27/2025
3
representative, the awarded vendor and the Department and shall be included in or removed from the
contract.
• Communication must be maintained between all parties in a continual, prompt, and respectful manner
during the entirety of the effective duration of the resulting contract.
• Removal and proper disposal of all material, including, but not limited to, oil, fluids, and any solids, shall
be the responsibility of the vendor and must be done in compliance with all State laws and regulations.
When necessary, the vendor will be required to provide a manifest to show oils and fluids were disposed
of in accordance with State requirements.
• The contractor shall guarantee its workmanship and materials for a period of one (1) year from the date
of acceptance by the facility and shall promptly remedy, at the contractor’s expense, all defects due
thereto which become evident during the guarantee period and pay all expenses for any damages to
other systems or structures resulting from the work the awarded contractor performed.
• In accordance with OSHA 29 CFR 1910.1200 Hazard Communication Standard a chemical inventory
listing all products used, manufacturers name, and copies of Material Safety Data Sheets/Safety Data
Sheets (MSDS/SDS) used in performing work outlined in these specifications shall be maintained by the
vendor and available when work is being performed. In case of an emergency both the inventory and
MSDS/SDS must be readily accessible. All chemical product containers must be properly labeled.
• The Vendor shall always provide and utilize Personal Protective Equipment (PPE) for their employees as
appropriate. PPE includes but is not limited to substantial footwear, eye and face protection, hearing
protection, and gloves.
• All vendor personnel working in or around buildings designated for service under this contract are
required to wear distinctive clothing/uniforms. Employees of the vendor shall wear at least one
clothing item with the vendor’s name and/or other identifying wording to provide their identification
to anyone entering facilities or properties where they are providing services pursuant to these
specifications.
• The awarded vendor(s) shall remove all rubbish, replaced materials, supplies and packaging materials
regularly and at the completion of their work to ensure neat and tidy housekeeping conditions.
Section 7:
Scope of Service
7.1: On Demand and Emergency Service and Repairs
Vendors shall perform service, maintenance, repair and emergency repair based on the bid labor rates for
the systems covered by this contract at the requested site(s) when contacted by the District Facilities
Program Administrator or their designated representative.
7.2: Additional Quoted Services
7.2.1: Preventive Maintenance Agreements
Due to the wide variety of equipment types, manufacturers and individual site utilization at ODOT
facilities, it is highly prohibitive to establish a comprehensive list each of the preventive maintenance
activities involved with individual equipment for multiple, seasonal preventive maintenance visits.
Therefore, upon request from the District Facilities Program Administrator or their designated
representative, the awarded vendor(s) shall perform a site survey of equipment at the requested site(s) and
create a customized preventive maintenance agreement proposal for each site requested. Agreements shall
be customizable when determining the following:
• Equipment or system to be serviced
• Frequency of service (by each piece of equipment or system and site)
• Scope of service (by each piece of equipment or system)
Rev. 05/27/2025
4
Upon acceptance of the proposal based on the preventive maintenance rates bid and receipt of a
purchase order, the awarded vendor shall commence preventive maintenance visits in accordance with
the specifications of the accepted preventive maintenance agreement.
7.2.1.1: Preventive Maintenance Service Minimum Requirements
Preventive Maintenance calls shall include, but are not limited to, checking and adjusting if necessary, the
performance of all components and testing, adjusting, calibrating, lubricating and cleaning of included
system components in accordance with any and all manufacturer recommendations and generally
accepted HVAC service best practices.
7.2.2: Air Filter Service
When requested, the vendor shall provide air filter replacement services for all units which include labor,
frames and replacement filter media and other materials necessary for this service. Frame filters shall be of
the replaceable type constructed of a permanent filter frame made of rigid materials. The filter shall
consist of separate frame and filter media to allow a variety of options in types of filter media if necessary.
The frames shall be sized to fit the units to prevent blow-by in the system. Filter media shall be standard
polyester fiber and shall be bonded together preventing fiber shedding and blow through for maximum
efficiency. It shall be available in either dry or tackified type and shall have an average A.F.I. rating of not
less than 81% efficiency. It shall be of the fire retardant type of at least a class 2 rating. For systems which
have washable or reusable filters, those filters shall be effectively cleaned and sprayed with a tack material
in accordance with the manufacturers’ recommendations.
7.2.3: Replacement Equipment Projects
If the District Facilities Program Administrator or their designated representative determines that
replacement equipment is to be purchased and installed, the awarded vendor(s) shall perform a site visit
within five (5) working days (excluding state observed holidays) or at a mutually agreeable time beyond
the five (5) working days requirement, after being contacted by the District Facilities Program
Administrator or their designated representative at the project site to discuss and define the scope of
work for the requested project
7.3: Presentation of Additional Quoted Service Plan and Cost
The awarded vendor shall present a written project plan within five (5) business days from date of site
visit. A template of how the costs should be detailed is included in the excel pricing spreadsheet. The
plan shall include the items listed below:
• Estimated material list
• Estimated project cost
• Project schedule as required by ODOT including:
o Estimated start date upon acceptance and delivery of purchase order
o Estimated length of time to complete project
o Project milestones (when appropriate)
• Site preparation details
• Site cleanup and waste disposal measures
• Detailed proposed labor breakdown showing number and classification of employees and number of
hours proposed
• Construction drawings and specifications when required by the appropriate District Facilities
Department and/or if required for permits by the authority having jurisdiction
• Required building permits and associated fees
Rev. 05/27/2025
5
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
Daily notification on new contract opportunities
With GovernmentContracts, you can:
- Find more opportunities and win more business
- Receive daily alerts for all new bid opportunities
- Get contract opportunities matched to your business
See also
...Local Higher Education Mansfield - Ovalwood Chiller & Cooling Tower Replacement A/E $1,699,000 ...
Ohio Facility Construction Commission
Bid Due: 6/09/2026
...Solicitation ID: SRC0000039591 Solicitation Name: Server Room Cooling Project - vented airflow... can ...
State Government of Ohio
Bid Due: 6/09/2026
...demolition and replacement of the failing cooling infrastructure. The contractor will install three ...
DEPT OF DEFENSE
Bid Due: 6/17/2026
...Date: 6/10/2026 12:00:00 AM Commodity: Heating and cooling and air conditioning HVAC installation...
State Government of Ohio
Bid Due: 6/12/2026
* Disclaimer: Information regarding bids, requests for proposals (RFPs), or requests for qualifications (RFQs) is provided on this website only for convenience and does not constitute official public notice. Persons wishing to respond to or inquire about bids, RFPs, or RFQs should contact the appropriate government department.