IFB 26032AD Heating, Ventilation and Air Conditioning (HVAC) Preventative Maintenance and Repair Ser

C I T Y O F D A Y T O N, O H I O
AD # 3/19 & 3/24
INVITATION FOR BID
IFB No. 26032AD
Purchasing Division
Room 514, CITY HALL
101 W. Third St.
DAYTON, OHIO 45402
HEATING, VENTILATION AND AIR CONDITIONING (HVAC) PREVENTATIVE
MAINTENANCE AND REPAIR SERVICES Part I of II
For Further Information Contact: Date March 19, 2026
Austin Dickison
Room 514, CITY HALL Nicole Fox
101 W. Third St. Purchasing Agent
Dayton OH 45402
Phone No. 937-333-4035
ELECTRONIC PDF BIDS MUST BE RECEIVED IN THE DIVISION OF PROCUREMENT EMAIL TO bids@daytonohio.gov
NO LATER THAN: 11:00 A.M. local (Dayton OH) time on April 14, 2026
User Agency: Various
Your bid is requested for the following:
To establish a firm Price Agreement for Heating, Ventilation and Air Conditioning (HVAC) Preventative Maintenance and Repair Services with
pricing to remain firm for the period May 1,2026 through April 30, 2027 with a possible option to renew, at the City of Dayton's discretion, firm
pricing for three (3) additional 12-month periods from May 1, 2027 through April 30, 2030.
A copy of this bid may be found on the City's Website at: http://www.daytonohio.gov/bids.aspx
All Vendors must submit a current copy of their W-9 with the Bid. If you have not registered with the City of Dayton, please complete and
submit your complete Vendor Application form. Forms must be on file with the City of Dayton before any Purchase Order or contract can be
awarded with your company.
Questions: Please submit any and all questions in writing to Austin Dickison at Austin.Dickison@daytonohio.gov no later than 11:00 AM on
April 2, 2026. Answers will be posted by end of business on April 7, 2026.
Forms can be found on the City of Dayton's website at: http://www.daytonohio.gov/781/Doing-Business-With-the-City-of -Dayton
Submit one (1) signed original PDF of bid to bids@daytonohio.gov with IFB number in "Subject" line. All supplemental documentation
shall be included with the original.
BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.
LEGIBLE INFORMATION MUST BE GIVEN IN THE SPACES PROVIDED.
A copy of the Bid Tabulation may be obtained by contacting the Procurement office and will be available online once the award has been
made.
All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of interest shall be applicable to this
I.F.B.
Bids are to include all shipping costs to the point of delivery as indicated above.
The City of Dayton is exempt from payment of federal excise taxes and state retail sales taxes (Ohio Vendor's License No. 57-15847).
Multi-year orders are valid only if funds are available in succeeding years.
State Manufacturer and Model No. of items you are bidding and send DESCRIPTIVE LITERATURE on same with your bid. Any brand names
on our bid form are to establish quality levels and do not indicate preference.
The City of Dayton reserves the right to reject any or all bids, to waive any irregularities in a bid, or to accept the bid or bids which in the
judgment of proper officials, is to the best interest of the City.
The City of Dayton reserves the right to accept a part or parts of a bid unless otherwise restricted in the bid. If you are not in a position to
quote, advise to this effect so we may keep your name on our active bid list. We are not permitted to accept telephone bids or Fax bids.
BIDDER'S PLEASE NOTE: Your signed equal opportunity "Affirmative Action Assurance" form (available at Human Relations Council, 371 W.
Second St., Suite 100, Dayton, Ohio 45402--Phone No. 937-333-1403) must be on file with the City of Dayton before an order or contract can
be issued. Please complete and return promptly to the Human Relations Council.
BID TO THE CITY OF DAYTON, OHIO
DIVISION OF PROCUREMENT

E-MAIL TO: bids@daytonohio.gov
Date: ___________ I.F.B. No. 26032AD
Note: FOB Destination; all prices bid to the City shall include all fees of transportation including
inside delivery.
Heating, Ventilation, and Air Conditioning (HVAC) Preventative Maintenance and Repair Services Part I of II
Bidders are required to bid all items of this bid to be awarded. If you cannot bid all items you will be considered
non-responsive.
Both portions of the Heating, Ventilation, and Air Conditioning (HVAC) Preventative Maintenance and Repair Services bid must be
completed electronically. Send one original pdf signed bid and one excel spreadsheet electronic via e-mail to:
bids@daytonohio.gov
Please fill in Grey Shaded Areas Electronically using Part II. Part II shall be submitted in EXCEL.
Price to remain firm for the period May 1, 2026 through April 30, 2027.
Option to renew any resulting price agreement at the same rates, terms, and conditions for additional 12-month period (from
May 1, 2027 through April 30, 2028) at the City's sole discretion?
Yes [ ] No [ ] If appropriate, state maximum percent of increase (based on pricing as of first year of bid) to retain this option is
_________%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed justification
of the requested increase
Option to renew any resulting price agreement at the same rates, terms, and conditions for additional 12-month period (from
May 1, 2028 through April 30, 2029) at the City's sole discretion?
Yes [ ] No [ ] If appropriate, state maximum percent of increase (based on pricing as of first year of bid) to retain this option is
_________%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed justification
of the requested increase
Option to renew any resulting price agreement at the same rates, terms, and conditions for additional 12-month period (from
May 1, 2029 through April 30, 2030) at the City's sole discretion?
Yes [ ] No [ ] If appropriate, state maximum percent of increase (based on pricing as of first year of bid) to retain this option is
_________%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed justification
of the requested increase
Yes [ ] No [ ] If appropriate, are you a part of a Cooperative Pricing Agreement? Please elaborate in Part II of II.
Bidder shall provide all product Summary and Specifications related to product(s) and Manufacturer's Warranty with your company's
bid response.
BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.
"I certify the bidding entity complies with City of Dayton Ordinance #30829-09 and the City's Revised Code of General Ordinances
Section 35.70 through 35.74 regarding Living Wages." [ ] YES [ ] NO
All delivery costs are included in this quotation Bidding Company____________________________________
regardless of F.O.B. designation.
Address : ___________________________________________
Cash Discount Allowed:______% 10th Proximo.
Leave blank if your terms are Net 30 Days. ___________________________________________________
City State Zip Code
Delivery will be made within ________ calendar
days after receipt of order. ___________________________________________________
Email address to send Purchase Order to:
Prices quoted will remain firm for acceptance with-
in 90 calendar days after bid opening unless other- By:_________________________________________________
wise stated. (Please Print or Type) Name and Title
Signature: ___________________________________________
Phone No.__________________/FED. ID#_________________
BID TO THE CITY OF DAYTON, OHIO
DIVISION OF PROCUREMENT
E-MAIL TO: bids@daytonohio.gov
Date: ___________ I.F.B. No. 26032AD

Note: FOB Destination; all prices bid to the City shall include all fees of transportation including
inside delivery.
DESCRIPTION
BID DOCUMENT
All bids shall be submitted as a PDF via electronic submission to bids@daytonohio.gov. The City's email size can
only accept 20meg limit for incoming e-mail message sizes (20meg includes e-mail itself and any attachments total).
Should the bid document be larger than this size your company will have to submit bid in several email documents.
Should the bid be submitted in multiple parts please designated in the "Subject", your bid response as multiple "Parts",
i.e. IFB No. 26032AD Part 1, IFB No. 26032AD Part 2, etc.
BID OPENING
Topic: CITY OF DAYTON BID OPENING - IFB 26032AD - Heating, Ventilation and Air Conditioning (HVAC)
Preventative Maintenance and Repair Services
Time: April 14, 2026 11:00 AM Eastern Time (US and Canada)
Join Zoom Meeting
Invite Link: https://us04web.zoom.us/j/72247711466?pwd=QaW6nfGhiJpTfgLacIcXrfVsl3Fgbx.1
Meeting ID: 722 4771 1466
Passcode: 2bfh0e
City of Dayton

HEATING, VENTILATION AND AIR CONDITIONING (HVAC) PREVENTATIVE MAINTENANCE AND
REPAIR SERVICES
(Per Specifications Attached)
The City understands that every bidder receiving this bid package may not be able to bid on every section or even every item within a section.
We ask that you bid on the items which you have available to you. The bid will be awarded to multiple bidders based on best pricing for
materials, meeting specifications.
Bidders shall respond to all information requests of this specification in the spaces provided. Failure to do so may be grounds for rejection
of bid. Bidders shall complete the City's bid form as none other will be accepted; "See attached" to be designated only for additional
pricing or information that is not listed in bid below.
If the successful bidder(s) chooses to work other than "regular hours" without City approval, these hours will be paid at the regular rate.
WORK HOURS: If the bidder chooses to work other than "regular hours" without City approval, these hours will be paid at the regular rate.
Standard work hours - Please define: ______________________________________
Non-Standard work hours - Please define: __________________________________
Week-end work hours - Please define: __________________________________
Holidays (as designated by Bidder) - Please define: __________________________
(Bidder to provide annual Holiday list with bid response)
EMERGENCY SERVICES - available for 24x7x365 service YES [ ] NO [ ]
If yes, please provide a list of two (2) corporate officers or senior management
personnel for contact purposes for 24 hour 365 day per year emergency contact.
Contact Name: __________________________________________________
Title: ______________________________
Telephone Number: __________________ Fax Number: _______________
Email Address: ___________________________________________________
Contact Name: __________________________________________________
Title: ______________________________
Telephone Number: __________________ Fax Number: _______________
Email Address: ___________________________________________________
RESPONSE TIME
* Contractor and/or a technician from bidder's company will respond back to City requestor's telephone calls within _______ hour(s),
(minimum not to exceed 2 hours).
* On-site response time for all requested service shall be within _______hours after contractor receives service request from the
City, (Minimum not to exceed 8 hours).
* On-site response time for all EMERGENCY requests shall be within _______ hours after contractor receives a service request
from the City, (minimum not to exceed 2 hours).
CITY OF DAYTON
HEATING, VENTILATION AND AIR CONDITIONING (HVAC)
PREVENTATIVE MAINTENANCE AND REPAIR SERVICES
IFB NO. 26032AD

March 2026
Name of Bidding Company:
REFERENCES FOR BIDDING COMPANY
List company names, addresses, and telephone numbers for at least three (3) references presently or previously served by your
Company for IFB No. 26032AD. Do not use the City of Dayton as a reference.
Company Name:
Address:
Contact Person:
Telephone Number: Fax Number:
Email Address:
Company Name:
Address:
Contact Person:
Telephone Number: Fax Number:
Email Address:
Company Name:
Address:
Contact Person:
Telephone Number: Fax Number:
Email Address:
CITY OF DAYTON
HEATING, VENTILATION AND AIR CONDITIONING (HVAC)
PREVENTATIVE MAINTENANCE AND REPAIR SERVICES
IFB NO. 26032AD

March 2026
Name of Bidding Company:
KEY PERSONNEL
Bidder shall provide background, experience and brief resumes and/or qualifications of personnel who will be primarily involved in servicing
the City's HVAC equipment. Include any certifications earned, special training taken, and memberships in professional groups.
Contact Name:
Title:
Years of Service:
Certifications:
Email Address:
Contact Name:
Title:
Years of Service:
Certifications:
Email Address:
Contact Name:
Title:
Years of Service:
Certifications:
Email Address:
CITY OF DAYTON
HEATING, VENTILATION AND AIR CONDITIONING (HVAC)
PREVENTATIVE MAINTENANCE AND REPAIR SERVICES
IFB NO. 26032AD
March 2026

Name of Bidding Company:
SUBCONTRACTORS
Bidders shall not subcontract work on any City equipment and/or facilities without prior notification and consent by the requesting City
department/division. This prior approval is required for each job proposed to be subcontracted.
If applicable, provide a listing of potential subcontractors and services, that bidder may subcontract with, under any resulting agreement.
Potential Bidder Subcontractors Potential services to be subcontracted (e.g. coil cleaning, air filter
changes, etc.)
___________________________________________ _________________________________
Sub Contractors Name Services
___________________________________________ _________________________________
Location: Address/City Services
___________________________________________ ______________________________________
Sub Contractors Name Services
___________________________________________ _________________________________
Location: Address/City Services
___________________________________________ ______________________________________
Sub Contractors Name Services
___________________________________________ _________________________________
Location: Address/City Services
CITY OF DAYTON
HEATING, VENTILATION AND AIR CONDITIONING (HVAC)
PREVENTATIVE MAINTENANCE AND REPAIR SERVICES
IFB NO. 26032AD
March 2026
Name of Bidding Company:

QUALIFICATIONS: LICENSE/CERTIFICATIONS
Bidders must have the capability and capacity in all respects to fully satisfy any resulting contractual requirements. Indicate the length of time
you have been in business providing this type of service and/or product: _______Years, _______Months.
Successful bidder(s) must be licensed and bonded and, if applicable, be certified by the Environmental Protection Agency (EPA) as having a
universal certification for ChloroFluoroCarbon (CFC) Freon Recovery, contractors performing CFC., recovery, recycling and recharging shall
maintain an EPA required manifest of CFC usage at City facilities. A copy of this manifest will be provided to the City of Dayton within 10
days of request from Purchasing Agent, departments and/or divisions.
Bidders license and certifications: (if not applicable, note N/A, do not leave blank).
* CFC Certification Number _____________________________________________________________
(Required for bidding all units with CFC's)
* City of Dayton Heating Contractor License Number*_________________________________________
(Required of all bidders: * Copy of license to be submitted with bid.)
* State of Ohio Boiler Contractor Certification of Registration: __________________________________
* State of Ohio Certification for HVAC (optional) ____________________________________________
* State of Ohio Certification for Hydronics (optional) _________________________________________
All Certifications and licenses shall remain current and in effect through the entire term of any price agreement established based on
this IFB.
CITY OF DAYTON
HEATING, VENTILATION AND AIR CONDITIONING (HVAC)
PREVENTATIVE MAINTENANCE AND REPAIR SERVICES
SPECIFICATIONS AND REQUIREMENTS
IFB NO. 26032AD
March 2026
The City of Dayton OH (City) is seeking to establish price agreement(s) with qualified, responsive, and cost effective Heating,
Ventilation and Air Conditioning (HVAC) service providers to maintain and repair a wide variety of HVAC equipment and systems
throughout the City. Bidder's services shall provide routine maintenance, repair and emergency services on a continuous 24
hour, 7 day a week basis as needed for all buildings and structures under the control of the City of Dayton OH.

Exceptions: Exceptions, variances or deviations to any Specification shall be listed on a separate sheet and must be submitted
with your company's bid. Any deviation from this request shall be clearly stated in your response to this IFB detailed explanations
of reason shall be provided.
Provide a detailed description of any exceptions taken to the requirements of this IFB. Exceptions shall be referenced to the
applicable section/sub-section numbers. Any other departures from the City's IFB are to be identified and failure to do so shall
make the bid non-responsive.
This bid is designated as optional use for all City agencies; as a result using agencies are not required to utilize this bid to
procure the items listed herein. If an agency determines that purchasing of the listed items(s) is not in their best interest, such
may be purchased elsewhere. All qualified bidders will be considered for award, based on a multiple award concept, however it
will be solely at the discretion of the City's using agencies to place orders with any one or all bidders which have submitted a bid.
GENERAL
These specifications are to provide facilities owned and/or operations by the City with preventative and emergency maintenance
and repairs on existing HVAC systems on an as needed basis. This price agreement may be utilized for any/all City
Departments.
All necessary permits and licenses required to complete the jobs are the responsibility of the Bidder.
Should the City request price quote(s) for specific services, all costs or fees, including but not limited to, environmental disposal
fees, pick-up or transportation fees, fuel surcharges, equipment use, etc., shall be included in quote.
In the event that a HVAC component(s) cannot be repaired within a reasonable cost as agreed upon by the City, formal
specifications may be prepared and the normal procedures for public bidding may be used. Prevailing wages shall be in
accordance with the State of Ohio Prevailing Wage Threshold Levels.
Bidder and any/all sub-contractor shall adhere to, at all times, the Occupational Safety & Health Standards established by the
Occupational Safety & Health Administration (OSHA).
The successful bidder(s) and his workers are cautioned to use extreme care to protect all property from damage during the
course of this work and shall protect all adjacent areas and structures such as fences, posts, sidewalks, buildings, vegetation,
etc. Any damage, including damage to finished surfaces, resulting from the performance of any resulting agreement shall be
repaired to the City's satisfaction at the Contractors cost.
INVOICES FOR SERVICES PERFORMED
Invoices shall be submitted, to the appropriate City department/division in a timely manner, not to exceed 30 days, after
completion of service. All initial invoices submitted for payment shall include, but are not limited to the following:
* Total number of hours worked (labor)
* Location of unit: Building name, (e.g. City Hall, Safety Bldg., etc.), address, floor, department and location in
department (e.g. unit located in closet, next to room 123)
* Type of Unit, manufacturer name and serial number of unit serviced
* Warranty Card, if applicable
* Detailed itemized cost of billing for services performed (materials, parts, supplies and related items).
* Copies of supplier invoices for materials, parts, consumables, and equipment replaced or replenished.
* Air Filter sizes
Additional copies of invoices and all supporting documentation shall be provided upon request.
SERVICE HOURS
Regular Service hours shall be performed between 6:00 A.M. and 6:00 P.M. Monday through Friday, excluding holidays.
Overtime rate shall not exceed 1 12 times the regular hourly rate. Any overtime work shall be pre-approved by appropriate
department/division. Work hours for City departments/divisions may vary and will be determined by the City location(s) being
serviced.
PREVENTATIVE MAINTENANCE
Bidders shall perform preventive maintenance on a wide variety of HVAC operational and critical equipment and components.
Intervals of service shall be determined by the requesting City department/division.
Preventative Maintenance shall include a written diagnosis listing the major areas of investigation to be followed in diagnosing
all types of problems with air conditioning systems and heat pump equipment. Bidder shall maintain and provide an itemized
checklist of all equipment maintained, services performed, parts replaced, unit location, manufacturer, model, serial number,
and any findings. This information shall be attached to remittances/invoices for services provided.

The City reserves the right to request a price quote for services prior to the start of work. Should a price quote be requested,
successful bidder shall present price quote for approval and acceptance by the City's designated representative. No
additional costs or fees, including but not limited to, fuel surcharges, freight & handling, travel, etc., shall be assessed or billed
to the City by the successful bidder.
All preventive maintenance work is to be performed during City's 'regular service hours, Monday through Friday, between the
hours of 6:00 A.M. and 6:00 P.M. unless otherwise scheduled. Successful bidder(s) shall provide a minimum of twenty-four
(24) hour prior notification of any scheduled preventive maintenance service, to the requesting City department/division
location.
Preventative maintenance shall encompass, but is not limited to the following:
* Provide filter changes for all air handlers (For all filter changes, vendor shall note on bill/invoice, location of
unit serviced, type, manufacturer and size of filter. Also, any and all air filter frames supplied or constructed
by the successful bidder(s) for use in City equipment under any resulting agreement(s), shall become the
property of the City of Dayton. Any frames supplied or constructed for City units, shall be designed and
constructed to accommodate standard size filters).
* Provide unit heater filters in fall.
* Provide convection unit filters twice a year prior to heating/cooling season.
* Check belts, pulleys and bearings.
* Replace cracked/worn belts.
* Check motor amps and volts.
* Lube motor and fan bearings. Check operation and control.
* Lubricate hot water, chilled water, cooling tower, and domestic water circulating pumps per manufacturer's
specs.
* Clean the outside of all equipment.
* Check/clean burners and gas pilot.
* Inspect heat exchanger.
* Inspect safeties and controls. Calibrate any controls.
* Clean condensate drain and provide anti-bacterial tablets for pans.
* Clean all condenser coils and evaporator coils.
* Check any economizer operation.
* Check refrigeration cycles at condenser.
* Provide refrigerant if needed and supply leak report.
* Check drive couplers for tightness and wear.
* Complete seasonal changeovers.
* Provide any necessary fluids, chemicals, etc., needed during inspection.
Replacement of any consumable items required for preventative maintenance noted above, e.g. belts, hoses, lubricants, and
any necessary fluids shall not be billed in excess of the cost(s) stated in bid pricing above.
REPAIRS
If at any time during preventative maintenance or other services, a bidder(s) discovers/observes a unit in need of repair, the
bidder(s) shall notify the requesting City department or division within 24 hours of detection.
* Nature of the repair,
* Unit location and information
* If proposing repairs, bidder(s) must supply an estimate of total cost of the repair (material, labor and equipment).
All cost associated with repairs shall be included with the quote(s) for no additional costs shall be paid by the City if not
stated in quote(s). Costs shall not include charges for vendor tools or equipment usage.
Successful bidder(s) shall receive prior approval by the appropriate City department/division before performing repairs.
AIR FILTER REPLACEMENT/CHANGES
The City is seeking separate pricing for various City divisions/departments for air filter replacement/changes (only), for various
HVAC units with air filtration systems. Intervals of service shall be determined by the requesting City department/division.
Air filter replacement/changes successful bidder(s) shall submit to the City on all invoices/remittances, the location of unit
serviced, type, manufacturer and size of filter. Also, any and all air filter frames supplied or constructed by the bidder(s) for use in