DPS CENTRAL OHIO HVAC MAINTENANCE AND REPAIR
| Location: | Ohio |
|---|---|
| Posted: | Jan 15, 2026 |
| Due: | Mar 6, 2026 |
| Agency: | State Government of Ohio |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | SRC0000034056 |
| Publication URL: | To access bid details, please log in. |
| Solicitation ID: | SRC0000034056 |
| Solicitation Name: | DPS CENTRAL OHIO HVAC MAINTENANCE AND REPAIR |
| Original Begin Date: | 1/15/2026 12:19:24 PM |
| Begin Date: | 1/15/2026 12:19:24 PM |
| End Date: | 3/6/2026 1:00:00 PM |
| Inquiry End Date: | 2/27/2026 8:00:00 AM |
| Commodity: | HVAC mechanical construction service |
| MBE Set Aside: | MBE Set Aside |
| Agency: |
DAS-Administrative Services
DPS-Dept of Public Safety |
| 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
SRC0000034056
|
|||||||||||||||||||
|
Solicitation Name
DPS CENTRAL OHIO HVAC MAINTENANCE AND REPAIR
|
RFx Type
Invitation To Bid (ITB)
|
||||||||||||||||||
|
Lot #
1
|
Solicitation Status
Open for Bidding
|
||||||||||||||||||
|
Round #
1
|
MBE Set Aside
|
||||||||||||||||||
|
Begin Date
1/15/2026 12:19:24 PM (ET)
|
Amendment?
|
||||||||||||||||||
|
End Date
3/6/2026 1:00:00 PM (ET)
|
Inquiry End Date
2/27/2026 8:00:00 AM
|
||||||||||||||||||
|
Summary
PURPOSE
Provide quality services for Heating, Ventilation, and Air Conditioning (HVAC) maintenance and support including installation of equipment, repair, and other support services to the Agency’s facilities. MANDATORY SITE VISIT
Mandatory site visits will be held on the date and time in the chart below to survey the facility and discuss the requirements of the solicitation. The site visit will commence promptly at the noted time, barring an unforeseen circumstance that results in a delay of the site visit. Attendance will be taken. The State will not be responsible to an Offeror for its failure to obtain information discussed during the site visit due to its arriving after the site visit has convened.
|
Predecessor Contract
OT902821 - HVAC MAINTENANCE AND REPAIR FOR COLUMBUS AREA FOR OHIO DEPARTMENT OF PUBLIC SAFETY FACILITIES Amendment #3
|
||||||||||||||||||
|
Process
OhioBuys TRAINNG MATERIALS
|
|||||||||||||||||||
|
Ship To
|
|||||||||||||||||||
1 Record(s)
|
Solicitation Documents
2 Record(s)
|
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: DPS CENTRAL OHIO HVAC MAINTENANCE AND REPAIR
CONTRACT No.: ITB033451
CONTRACT ID: CTR33451
EFFECTIVE DATES:4/1/2026 to 3/31/2029
SUPPLIER:UNDEFINED
The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.
SRC0000034056. 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 24-months unless the Contracting Agency determines that
additional renewal is necessary.
This Requirements Contract is available to Department of Public Safety, 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 OhioBuys 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 13
1. SPECIFICATIONS AND REQUIREMENTS
1.1. PURPOSE Provide quality services for Heating, Ventilation, and Air Conditioning (HVAC) maintenance
and support including installation of equipment, repair, and other support services to the Agency’s
facilities.
1.2. DEFINITIONS
1.2.1. Preventative Maintenance (PM) – expected, regularly performed and scheduled maintenance as
listed and described in the General Preventative Maintenance and Site-Specific Preventative
Maintenance Sections and Appendices.
1.2.2. Other Maintenance and Repair (OMR) – other, typically unscheduled, maintenance and repair for
unexpected breakdowns and repairs not listed in the Preventative Maintenance Sections and
Appendices.
1.2.3. Partial Service – this is to include all costs (labor and materials), unless otherwise specified, for
normally scheduled Preventative Maintenance. Other Maintenance and Repair will be invoiced at
the Other Maintenance and Repair labor and material plus cost rates.
1.2.4. Full Service – this is to include all costs (labor and materials), unless otherwise specified, for all
scheduled Preventative Maintenance and all Other Maintenance and Repair for components as
listed in the attached specification Appendices.
1.3. FACILITY LOCATIONS
1.3.1. Ohio Dept. of Public Safety (ODPS) Shipley Building: 1970 West Broad Street, Columbus, OH
43223.
1.3.2. Ohio Dept. of Public Safety (ODPS) Centre School, 1952 West Broad Street, Columbus, OH 43223
1.3.3. Ohio Dept. of Public Safety Alum Creek Facility (ODPS ACF), 1583 Alum Creek Drive, Columbus,
Ohio 43209
1.3.4. Ohio State Highway Patrol (OSHP) Training Academy, 740 East 17th Avenue, Columbus, OH
43211
1.3.5. Emergency Management Agency (EMA), 2855 West Dublin-Granville Road, Columbus, OH 43235
1.4. SCOPE OF WORK
1.4.1. To provide all labor, tools, equipment, incidentals and supervision required in the performance of
meeting the HVAC needs that may be required by the Agency. Specific duties and tasks will be
assigned to the Contractor on an on-going basis throughout the term of the contract as defined by
and communicated by the Agency Facility/Project Manager as listed in Section I.2.
1.4.2. Scope covers all moveable and non-moveable parts (i.e. compressors, motors, coils, piping, heat
exchangers, refrigerant leaks, refrigerant and disposal, control systems/subsystems, etc.) but does
not cover poor system design (i.e. relating to such oversights as not enough diffusers, ductwork or
unit sized improperly, site remolding of areas, etc.)
1.4.3. The Contractor must have sufficient personnel to field three teams simultaneously, two of which
may be assigned to similar tasks. The Contractor must not subcontract any of the services defined
in this bid without the written consent of the agency.
Page 2 of 13
1.4.4. The Contractor must provide the following services:
1.4.4.1. Preventative Maintenance
1.4.4.1.1. Project Management [on a task-by-task basis]
1.4.4.1.2. Site Survey [as required] includes evaluations
1.4.4.1.3. Scheduled Disconnect Services
1.4.4.1.4. Scheduled Software Migration, Configuration and Upgrades
1.4.4.1.5. Trouble shooting, fault assessment, replacement assessment; including control
systems.
1.4.4.1.6. Scheduled Repair – System, Component and Parts Replacement and Labor
1.4.4.1.7. Maintenance Scheduling
1.4.4.1.8. Maintenance Supplies
1.4.4.1.9. Testing and Inspection
1.4.4.1.10. Air Filter Service
1.4.4.1.11. Refrigerant Management Program
1.4.4.1.12. Scheduled Automatic Temperature Control Service
1.4.4.1.13. Indoor Air Quality Testing
1.4.4.1.14. Seasonal Startups
1.4.4.1.15. Warranty Repair Service and Maintenance
1.4.4.2. Other Repair and Maintenance
1.4.4.2.1. Unscheduled Disconnect Services
1.4.4.2.2. Relocation services
1.4.4.2.3. Installation Services
1.4.4.2.4. Unscheduled Software Migration, Configuration and Upgrades
1.4.4.2.5. Unscheduled Repair – System, Component and Parts Replacement and Labor
1.4.4.2.6. Emergency Service
1.4.4.2.7. Unscheduled Automatic Temperature Control Service
1.5. GENERAL REQUIREMENTS: These are service requirements that apply to all five (5) locations.
1.5.1. Equipment Obsolescence: The Agency wants the option of choosing repair or replacement of the
equipment shown in Appendices A, B, C, D and E. The decision to repair or replace an item will be
at the option of the Agency. If the decision is to replace an item which has deteriorated or become
inoperable, the Facility/Project Manager will authorize the Contractor to purchase replacement
equipment. Prior to purchasing any replacement equipment, the Contractor must submit
specification data for review and approval by the Agency. Some equipment replacements may be
under the authority of the Ohio facilities and Construction Commission (OFCC) pursuant to Ohio
Revised Code 153 and are subject to review.
1.5.2. Parts: All parts used must be Original Equipment Manufacturer (OEM) or equivalent per the
manufacturer and/or the manufacturer’s recommended alternative.
1.5.3. Travel: Travel to and from each facility is the Contractor’s responsibility. It is noted that all facilities
relating to this acquisition are located in the Columbus, Ohio metropolitan area. No mileage, trip or
other charges will be paid.
Page 3 of 13
1.5.4. Compliance to Recommended Industry Standards: The Contractor will provide all services, repair
parts, replacement parts, equipment and/or system recommendations with the focus of compliance
to recommended industry standards, and/or other governing standards, i.e. American Society of
Heating, Refrigeration, and Air-Conditioning Engineers (ASHRAE) Standards which dictate or make
recommendation pertinent to the HVAC industry; Environmental Protection Agency (EPA) for
proper certification; OSHA for Hazmat/Hazcom http://www.osha.gov/dsg/hazcom/index.html and
special work safety requirements; Department of Transportation (DOT)
http://fast.faa.gov/archive/v0109/realestate/space/docs/s-att-a.doc
for
refrigerants;
Americans with Disabilities Act (ADA) ADA Standards for Accessible Design for device placement,
etc.
1.6. Reporting:
1.6.1.1. Field Report: Following the completion of each inspection, the Contractor’s team must review
with the Agency Facility/Project Manager, or their designee, the details of the work just
completed and inform them of the condition of the systems, and any recommendations for
necessary repairs or improvements to the system. The Contractor’s team must provide a
written “field” report detailing this information prior to leaving the facility.
1.6.1.2. Formal Written Report: Within two weeks following an inspection, the Contractor must file a
formal written report with the Agency Facility/Project Manager, or their designee. Forms for
reporting the completion of PM must be acceptable to both parties
1.6.2. Uniforms: Contractor will provide company “identifier” items (badges, uniforms, shirts, etc.) for
personnel working at the facility at no additional cost.
1.6.3. Invoices: Invoices must be detailed to show a breakdown of labor hours and parts used with contract
number annotated on the invoice. Contractor must provide a copy of the itemized invoice from their
supplier of parts or equipment for documentation. Preventative maintenance must be invoiced by
occurrence and only when the preventive maintenance is performed.
1.6.4. Material Safety Data Sheets: The Contractor must provide a Material Safety Data Sheet (MSDS)
for any hazardous chemical that he brings onto the facility property for the performance of this
contract. The MSDS must verify the Contractor’s compliance with Occupational Safety & Health
Administration (OSHA)’s Hazard Communications 1910.1200. The MSDS must be given to the
facility contact person prior to use of the hazardous chemical on the facility property.
1.6.5. Background Checks: A complete and thorough background check, at the Agency’s expense, will
be performed on all people employed by the Contractor for this contract. An extensive investigation
will be conducted by the OSHP prior to assignment of Contractor staff to the contract locations.
1.6.6. Those Contractor employees or potential Contractor employees must have background check
completed and approved by the Agency prior to entry on site. Background checks will be performed
to determine if current or potential employees of the Contractor have any type of convictions in the
following areas: Any record of violence, domestic or otherwise; Drug-related convictions, and Theft.
1.7. Preventative Maintenance General Requirements: Preventative maintenance schedules will need to be
developed for each site, based on that site’s specific needs, with the site facility manager, or designee.
Typical activities include those PM activities recommended by the individual equipment manufacturer.
These activities are intended to extend equipment life and ensure proper operating conditions and
efficiency, including but not limited to:
1.7.1. Test and Inspect: Visually inspect and test equipment to determine its operating condition and
efficiency. Typical activities include:
Page 4 of 13
1.7.1.1. Testing for: excessive vibration, motor winding resistances, refrigerant charge, fan
Revolutions Per Minute (RPM), refrigerant oil (acid), water condition, flue gas analysis, safety
controls, combustion and draft, crankcase heaters, control system(s), air quality, etc.
1.7.1.2. Inspecting for: worn, failed or doubtful parts, mountings, drive couplings, oil level, rotation,
boot, flame composition and shape, pilot and igniter, steam, water, oil and/or refrigerant
leaks, etc.
1.7.2.
Warranty Repair Service and Maintenance: The offeror will be responsible for all warranty work
performed. The Agency will be responsible for identifying and providing current and future
equipment that is under warranty prior to warranty service. Warranties include all parts and
equipment manufacturers stated warranties and all warranties that the manufacturer provides
above parts and equipment manufacturers stated warranties.
1.7.3.
Cleaning: coil surfaces, fan impellers and blades, electrical contacts, burner orifices, passages
and nozzles, pilot and igniter, cooling tower baffles, basin, sump, and float; chiller, condenser,
and boiler tubes, etc.
1.7.4. Aligning: belt drives, drive couplings, air fins, etc.
1.7.5. Calibrating: safety controls, temperature and pressure controls, etc.
1.7.6. Tightening: electrical connections, mounting bolts, pipe clamps, refrigerant piping fittings,
damper sections, etc.
1.7.7.
Adjusting: belt tension, refrigerant charge, super heat, fan RPM, water chemical feed and feed
rate, burner fuel/air ratios, gas pressure, set point of controls and limits, compressor cylinder un-
loaders, damper close-off; sump floats, etc.
1.7.8. Lubricating: motors, fan and damper bearings, value stems, damper linkages, fan vane linkages,
etc.
1.7.9. Painting for corrosion control, as directed by scheduling system and on an as-needed basis.
1.7.10.
Components, Parts, and Supplies: The costs of components, parts, and supplies required to
keep the equipment operating properly and efficiently, as required for normal preventative
maintenance unless itemized per the partial / full-service requirements on Appendixes A through
E.
1.7.11. Seasonal Start-Up Costs: Seasonal start-up costs for equipment listed for each facility will be the
responsibility of the Contractor. The Contractor will also be responsible for all material, labor,
freight, and handling fees for any and all repairs to units at seasonal start-up time.
1.7.12.
Indoor Air Quality (IAQ): Testing four times per year at EMA and OSHP facilities. Testing two
times per year at Alum Creek Facility, Shipley Building, and Centre School. To check for Carbon
Dioxide (CO2) levels, temperature, humidity, small and large particles, radon, ozone, total volatile
organic compounds, mold, and pollen. Reports must include graphs, charts, dates, times and
locations of areas tested, and recommendations on problem resolution. An IAQ log must be
provided and maintained on-site by the Contractor.
Page 5 of 13
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
...and hydraulic river studies, shop drawing review, independent review of construction drawings... and ...
Mount Vernon city
Bid Due: 6/12/2026
...Contractors Place of Performance: Wright Patterson AFB , OH USA Description Please review ...
DEPT OF DEFENSE
Bid Due: 10/31/2026
* 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.