STATEWIDE HVAC MAINTENANCE AND REPAIR
| Location: | Ohio |
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| Posted: | Feb 10, 2026 |
| Due: | Mar 4, 2026 |
| Agency: | State Government of Ohio |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | SRC0000036726 |
| Publication URL: | To access bid details, please log in. |
| Solicitation ID: | SRC0000036726 |
| Solicitation Name: | STATEWIDE HVAC MAINTENANCE AND REPAIR |
| Original Begin Date: | 2/10/2026 7:58:07 AM |
| Begin Date: | 2/10/2026 7:58:07 AM |
| End Date: | 3/4/2026 1:00:00 PM |
| Inquiry End Date: | 2/25/2026 8:00:00 AM |
| Commodity: | Heating and cooling and air conditioning HVAC construction and maintenance services |
| MBE Set Aside: | MBE Set Aside |
| Agency: |
DAS-Administrative Services
OHIO |
| Solicitation Status: | Open for Bidding |
| Solicitation Type: | Invitation To Bid (ITB) |
Solicitation General Information
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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
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Solicitation ID
SRC0000036726
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Solicitation Name
STATEWIDE HVAC MAINTENANCE AND REPAIR
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RFx Type
Invitation To Bid (ITB)
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Lot #
1
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Solicitation Status
Open for Bidding
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Round #
1
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MBE Set Aside
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Begin Date
2/10/2026 7:58:07 AM (ET)
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Amendment?
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End Date
3/4/2026 1:00:00 PM (ET)
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Inquiry End Date
2/25/2026 8:00:00 AM
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Summary
SUPPLEMENTAL BID : Any award made as a result of this bid will become a part of Index No. MAC038 effective upon award. Those suppliers already awarded a contract through a previous solicitation do not need to submit a bid.
A solicitation conference will be held on 02/18/26 via virtual meeting to discuss the requirements of the solicitation. The virtual meeting may be accessed via this
LINK
. The conference will commence promptly at 10:00 am, bearing an unforeseen circumstance that results in a delay of the conference. Attendance will be taken. The state will not be responsible to a supplier for their failure to obtain information discussed during the solicitation conference due to their failure to attend and/or arriving after the conference has convened.
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Predecessor Contract
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Process
OhioBuys TRAINNG MATERIALS
OhioBuys training materials can be located at this site
Training
/02_OB+training" href="https://procure.ohio.gov/bidders-and-suppliers/resources/Bidder+and+Supplier+Training/02_OB+training" rel="noopener noreferrer" tabindex="-1" target="_blank" title="https://procure.ohio.gov/bidders-and-suppliers/resources/bidder+and+supplier+training/02_ob+training">https://procure.ohio.gov/bidders-and-suppliers/resources/Bidder+and+Supplier+Training/02_OB+training
To participate or submit an inquiry for this RFx, you need to be registered in the OhioBuys Supplier Portal. Suppliers are not required at this time to be registered in OAKS. If you have a need to seek technical support, clearly specify you need access to an active Ohio Buys solicitation.
Technical Support 1-877-644-6771
If there is a need for technical support during your proposal submission in the last 48 hours prior to the submissions, contact 614-466-5090. This number is for OhioBuys solicitation technical questions only; there will not be any questions answered regarding the solicitation.
Note: Chrome is the preferred browser for OhioBuys. Only have a single window open that is logged into OhioBuys, having multiple windows opened to a single user can create an error. |
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Ship To
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1 Record(s)
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Solicitation Documents
1 Record(s)
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Attachment Preview
STATE OF OHIO
DEPARTMENT OF ADMINISTRATIVE SERVICES
GENERAL SERVICES DIVISION
OFFICE OF PROCUREMENT SERVICES
4200 SURFACE ROAD, COLUMBUS, OH 43228-1395
MANDATORY USE CONTRACT FOR: STATEWIDE HVAC MAINTENANCE AND REPAIR
CONTRACT No.: RSI036066
CONTRACT ID: CTR036066
EFFECTIVE DATES: UNDEFINED to 06/30/2029
SUPPLIER: UNDEFINED
The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.
SRC0000036726. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have
been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the
items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and
Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any
attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.
This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the
expiration date, the Contract is renewed, terminated, or cancelled in accordance with the Contract Terms and
Conditions.
CONTRACT RENEWAL This Contract may be renewed after the ending date of the Contract solely at the discretion
of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between
the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time
of all mutual renewals may not exceed 48 months unless the Contracting Agency determines that additional
renewal is necessary.
This Requirements Contract is available to all state agencies, state institutions of higher education and political
subdivisions properly registered as members of the Cooperative Purchasing Program of the Department of
Administration Services, as applicable.
Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as
determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume
of supplies and/or services as advertised in the Invitation to Bid.
This Requirements Contract and any Amendments thereto are available from the Ohio|Buys public portal at the
following address:
https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage
Signed: _____________________________________________________________________
Kathleen C. Madden, Director
Date
Page 1 of 9
1.1 CLASSIFICATION
1.1.1 Position Descriptions
1.1.1.1
HVAC Technician: Installs, repairs, and maintains a variety of equipment including
refrigeration, air conditioning, electric motors, heating units, heat pumps, hermetic
compressors, commercial furnaces, boilers, burners, intake and exhaust fans,
economizers, humidifiers, capacity controls, semi-hermetic compressors, split systems,
flame safeguard controls, air compressors, air driers, and packaged units.
1.1.1.2
Boiler/Chiller Technician: Diagnoses, troubleshoots, repairs, replaces, and installs all
associated components for boilers and chillers. Performs plumbing and gas piping
associated with boilers and repair leaks.
1.1.1.3 Plumbers, Pipefitters, and Steamfitters: Assemble, install, alter, and repair HVAC related
pipelines or pipe systems that carry water, steam, air, or other liquids or gases.
1.1.1.4 Electrician: Install, maintain, and repair HVAC related electrical wiring, equipment, and
fixtures. Ensure that the work is in accordance with relevant codes.
1.1.1.5
Building Automation Technician: Integrate, optimize, and expand heating, ventilating, and
air-conditioning (HVAC) controls. Provide consultation to control specialists, technicians,
and management; troubleshoot and solve system problems; and work on complex
building automation systems to control and maximize facility resources.
1.1.2
1.1.3
1.1.4
License and Certifications: Contractor(s) and Subcontractor(s) must have all applicable licenses and
certifications required to perform requested work. Contractor(s) and Subcontractor(s) may be
required to document such licenses and certifications at the request of an agency.
The Contractor(s) must furnish staff capable of fulfilling all listed position descriptions as well their
own support staff, materials, tools, equipment, and other supplies necessary for the satisfactory
performance of the work. The Contractor(s) must be responsible for and assume all office and
business expenses that are incurred because of the performance of this contract unless stated
otherwise.
The Contractor may use approved subcontractors to fulfill any labor rate categories if the Contractor
does not have the ability to fulfill those categories themselves.
1.2 GENERAL REQUIREMENTS
1.2.1 Requirements
1.2.1.1
The Contractor(s) or its Subcontractors at any tier must not perform any professional
design services as defined in ORC 153.65. Work utilizing this contract will be subject to
review of the Requisite Procurement Programs per ORC 125.035.
1.2.1.2
The Contractor(s) must follow all applicable Federal, State and Local Safety Programs,
Codes, Laws, Rules and Regulations. All work must be performed in compliance with the
Occupational Safety and Health Act and any revisions thereto. Any Citations issued by
OSHA must be the responsibility of the Contractor.
1.2.1.3 The Contractor(s) must adhere to individualized facility safety, security and check in
requirements as identified by designated facility point of contact.
1.2.1.4
The Contractor(s) personnel must wear uniforms identifying themselves and the company
represented. All work will be performed in a professional, workman like manner adhering
to facility rules and respecting facility occupants.
1.2.1.5
The Contractor(s) is responsible for any act or neglect of their employees when performing
work under this contract. The supplier’s employees must 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.
Page 2 of 9
1.2.1.6
A minimum of a one-year workmanship warranty will be required with all projects. All new
component installations require a manufacture warranty that clearly displays the scope,
including coverage and exclusions, transferability terms, effective date, expiration, and
contact information.
1.2.1.7
The State of Ohio reserves the right to place any specialized services out for bid without
affecting the terms and conditions of this contract if the awarded supplier is not able to
provide certified staff for the specialized services.
1.2.1.8
Some facilities may require a Contractor’s onsite personnel to successfully complete a
background check prior to performing work. Background checks will be administered by
the requesting agency and may be at the expense of the agency.
1.3 PREVENTATIVE MAINTENANCE
1.3.1
Maintenance of HVAC systems, furnaces, heat pumps, duct work, refrigeration and freezer units, ice
makers, ducting, chillers, boilers, air conditioning, electric motors, heating units, hermetic
compressors, commercial furnaces, burners, intake and exhaust fans, economizers, humidifiers,
capacity controls, semi-hermetic compressors, split systems, flame safeguard controls, air
compressors, air driers, packaged units, and other similar systems.
1.3.2
Preventive maintenance (PM): maintenance that is proactively performed on an asset with the goal
of lessening the likelihood of failure, reducing unexpected downtime, and prolonging its useful life. In
practice, this means regularly checking equipment for small problems and fixing them before failure
can occur. Preventive maintenance activities may consist of inspections, calibrations, lubrications,
adjustments, cleaning, or part replacements. As preventive maintenance activities are performed,
workers also document an asset’s condition so they know when future maintenance may be needed.
1.3.3
Preventative maintenance service agreements will be a large portion of this contract, in which
requesters will contact Contractors to perform regular service and maintenance of the existing
building equipment. Service agreements will be created using the, not to exceed contract pricing,
terms, and conditions, and cannot exceed the period of the contract. Service Agreements will include
the scope of the agreement, including coverage and exclusions, transferability terms, effective
expiration date, and contact information.
1.3.4
All preventive maintenance tasks must be based on a program using each building’s run time and on
the equipment maintenance recommendations. All preventative maintenance should include parts,
labor, and materials. Preventive maintenance calls must include checking the performance of all
components and testing, adjusting, calibrating, and cleaning of all system components. Other
preventative services may include but are not limited to; preventative maintenance, project
management [on a task-by-task basis], site survey [as required] includes evaluations, scheduled
disconnect services, scheduled software migration, configuration and upgrades, trouble shooting,
fault assessment, replacement assessment [including control systems], scheduled Repair – system,
component and parts replacement, labor, maintenance scheduling, maintenance supplies, testing
and inspections, air filter service, refrigerant management program, scheduled automatic
temperature control service, indoor air quality testing, seasonal startups, and warranty repair service
and maintenance.
1.3.5
Upon acceptance of the quote based on the not to exceed contract labor rates on and a receipt of a
purchase order, the Contractor must commence preventative maintenance services in accordance
with the specifications of the accepted preventative maintenance agreement. Preventative
maintenance services must 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 all manufacturer recommendations and industry-
standard HVAC best practices.
1.4 OTHER MAINTENANCE AND REPAIR
1.4.1 Other Maintenance and Repair (OMR): Other, typically unscheduled, maintenance and repair for
unexpected breakdowns and repairs not listed as Preventative Maintenance.
1.4.2
Part replacements that are considered to be outside of normal system use are not considered regular
PM and the additional services markup and labor rate can be applied. Examples include the shaft on
the air handler, non-moving parts such as a pillow-block, and filter bank, where a bearing would be
included. Other excluded items are: foundations, structural supports, domestic water lines, drains,
Page 3 of 9
1.4.3
plumbing, oil lines, main gas lines, oil storage tanks, boiler shell and tubes, unit cabinets, boiler trim
and refractory material, cooling tower structures, unscheduled disconnect services, relocation
services, installation services, unscheduled software migration, configuration and upgrades,
unscheduled repair – system, component and parts replacement and labor, emergency service, and
unscheduled automatic temperature control service.
Replacement of existing equipment which cannot be repaired or is no longer economical to repair.
Such as HVAC systems, furnaces, heat pumps, duct work, refrigeration and freezer units, ice makers,
ducting, air conditioning, electric motors, heating units, hermetic compressors, commercial furnaces,
burners, intake and exhaust fans, economizers, humidifiers, capacity controls, semi-hermetic
compressors, split systems, flame safeguard controls, air compressors, air driers, packaged units,
and other similar systems.
1.5 TIME AND MATERIALS
1.5.1 Labor Rates: Submission of three (3) versions of the listed positions descriptions. The labor rates
listed on the contract are not to be exceeded.
1.5.2 Regular Services Hours Rate: rate for hours between Monday – Friday, hours as identified in the
Site-Specific Specifications.
1.5.3 Non-Regular Services Hours Rate: rate for non-Normal Business Hours, including State holidays.
1.5.4 Emergency Service Hours Rate: rate for emergency calls in which an immediate response is required.
1.5.5
Travel: A trip charge is allowable for any work performed 50 miles outside of the company’s office
that takes less than four hours to complete. Suppliers may not charge multiple mobilization/service
call fees for a single repair event.
1.5.6
Materials: All materials and supplies must be appropriate for the intended use. The contractor must
utilize all replacement materials and supplies from the Original Equipment Manufacturer (OEM)
components, whenever possible. All materials and supplies must be installed according to the
manufacturer’s specifications and industry-recognized practices. The use of reconditioned or used
materials and supplies must not be permitted under any circumstances unless OEM components are
no longer available.
1.5.7
The State acknowledges that Contractors utilize various materials and supplies that may vary
between suppliers and manufacturers depending on the individual repair needs for each project.
Therefore, all materials and supplies that the supplier provides must be considered on contract. The
requester will pay the awarded supplier the actual cost for all materials and supplies utilized in the
performance of the project, plus the specified markup. Markups must not exceed 30% over the
Contractor’s invoice cost. For all materials and supplies, the Contractors must include the
Contractor’s original invoice for the materials and supplies purchased.
1.5.8
Prevailing Wage: Work performed under this contract may be subject to the requirements of Ohio
Revised Code Sections 4115.03 to 4115.16, Prevailing Wage. The prevailing wage scale is published
by the Ohio Department of Commerce, Division of Labor and Worker Safety, Wage and Hour Bureau.
Upon receipt of a request to quote from a facility, the Contract must determine along with the facility
if the project is subject to Prevailing Wage. The participating state agencies will serve as prevailing
wage coordinator(s) and will be responsible for proper application of labor rates as required by the
Ohio Department of Commerce. The responsibilities of the Prevailing Wage Coordinator include but
are not limited to; setting up and maintaining payroll reports, monitoring when payments of wages
are made, receiving the Contractor’s complete payroll records of each employee, establish
procedures to monitor compliance, notify Contractor of any adjustment to the prevailing wage scales
and report delinquencies on the part of the Contractor.
1.6 EMERGENCY RESPONSE
Contractors may be required to perform emergency services outside of normal business hours when requested
by agencies. The Contractor will respond to all requests for emergency service in four (4) hours or less.
Response continuity is for seven (7) days a week; twenty-four (24) hours a day; three hundred sixty-five (365)
days per year. A twenty-four (24) hour emergency answering service for dispatching is required. In the event
Page 4 of 9
the Contractor cannot respond; they must provide an approved sub-contractor that can provide the required
services within the above timeframe.
1.7 CONTRACT REPORTING
The Contractor(s) will be required to maintain a detailed file of all maintenance work performed for the life of
the contract at each facility. A copy should be supplied to the custodian of each building immediately upon
completion, for their records. Following the completion of each service or repair event or inspection, the
Contractor(s) must review with the building custodian the details of the work completed and the condition of
the system, plus any recommendations for necessary repairs or improvements to the system. The
Contractor(s) must have the ability to produce reports quickly for agencies and the State. All reports must be
available for the life of the Contract plus an additional 12 months. Types of reports include but are not limited
to spend reports, diversion reports, invoice detail reports, Contract pricing reports and service audit reports.
The State requires these reports to be on-line and self-service.
1.8 SUBCONTRACTING
1.8.1
The State recognizes that it may be necessary for the Contractor to use a subcontractor to perform
a portion of the work under the Contract. In those circumstances, the Contractor must submit a list
identifying the Contractor’s subcontractors. The Contractor may not enter into subcontracts related
to the Contract after award without written approval from the State. If any change occurs during the
term of the Contract, that requires a change to identified subcontractors, the Contractor must amend
its list of subcontractors and request written approval from the State. The State reserves the right to
reject any subcontractor submitted by the Contractor. Charges for subcontracted services may be
invoiced to the agency at cost plus the materials markup percentage.
1.8.2
All subcontracts will be at the sole expense of the Contractor and the Contractor will be solely
responsible for payment of its subcontractors. The Contractor assumes responsibility for all sub-
contracting and third-party manufacturer work performed or product delivered under the Contract. In
addition, all subcontractors agree to be bound by all the Terms and Conditions and specifications of
the Contract. The Contractor will be the sole point of contact regarding all contractual matters.
1.9 INVOICING
1.9.1
1.9.2
Invoices must be detailed to show a breakdown of labor hours and parts used with contract number
annotated on the invoice. Contractor(s) must provide a copy of the itemized invoice from their supplier
of parts or equipment for documentation.
In addition to the Standard Contract Terms and Conditions and Supplemental Contract Terms and
Conditions, Work tickets, detailing description and the quantity of work must accompany all invoices.
The Agency may withhold payment, on account of subsequently discovered evidence and/or
defective work not remedied.
Page 5 of 9
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