1372246-event.pdf

11 March 2026

HVAC Services Southeast Iowa Region HVAC Services Southeast Iowa Region

11 March 2026

Open 3/11/2026 8:00 AM CDT Type RFB - Request for Bids Close 4/10/2026 2:00 PM CDT Number 005-RFB-2525-2026 Currency US Dollar

Sealed Until 4/10/2026 2:00 PM CDT

Payment Terms 0% 0, Net 60

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Contacts Michael Bradbury michael.bradbury@iowa.gov

Phone +1 515-823-9327

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Commodity Codes Commodity Code Description

91036 Heating, Air Conditioning, and Ventilation Maintenance, Repair and Installation Services

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Contract Term The term of the contract will begin 04/01/2026 and end on 03/31/2026

The Contract may be renewed by mutual agreement of both parties for up to five (5) years.

Background Information This RFB is designed to provide Bidders with the information necessary for the preparation of competitive Bids.

The RFB process is for the Lead Agency’s and Participating Agencies’ benefit and is intended to provide the Lead Agency with competitive information to assist in the selection process. It is not intended to be comprehensive. Each Bidder is responsible for determining all factors necessary for submission of a comprehensive Bid.

The State of Iowa is seeking qualified vendors to provide heating, ventilation, and air conditioning (HVAC) services to all State Agencies. The purpose of this solicitation is to establish a Master Agreement for HVAC services that can be utilized by all State Agencies specifically in the Southeast region of Iowa.

The parties understand and agree that for any portion of the goods or services constituting a “public improvement” as defined in Iowa Code section 26.2, the Purchasing Entity may only engage Contractor under this Contract for purchases at or below the competitive bid threshold established in Iowa Code section 26.3. All purchases under this Contract related to a “public improvement” must comply with Iowa Code chapters 26 and 573, as applicable. Any project exceeding this threshold, including all new system installations or full replacements, must be awarded through a separate competitive selection process.

All design work will be performed by the Owner or a third party, as the State does not permit a design-build approach.

Questions and Requests for Clarification Bidders are invited to submit written questions and requests for clarifications regarding the RFB. The questions and requests for clarifications must be received by the Issuing Officer by date Monday, March 31st, 2026 time 2:00 pm (CT). Oral questions will not be permitted. If the questions and requests for clarifications pertain to a specific section of the RFB, the page and section number(s) must be referenced. Written responses to questions and requests for clarifications will be issued in the form of an addendum and sent to Bidders who received RFBs.

Bid Closing Date Bids must be received no later than 2:00pm (CT), Friday, April 10th, 2026. Late bids will not be considered.

Bids shall be submitted on IMPACS Electronic Procurement System.

SPECIFICATIONS

All items listed in this Section are Bid Specifications. A successful Bidder must be able to satisfy all these specifications to be deemed a Responsible Bidder.

Preventative maintenance of HVAC Systems A scheduled, proactive program of inspection, cleaning, and servicing designed to ensure peak efficiency, prevent unexpected breakdowns, and extend equipment lifespan.

Repair and replacement of HVAC equipment and components

• Repair: Fixing broken components or addressing specific, isolated malfunctions to restore the system to working condition.

• Replacement: Installation of new HVAC unit or components of equal capacity, size, and efficiency rating to the unit or component being replaced.

Description

Response Times

• Non-Emergency response time 24 hours.

• Emergency response time 4 hours.

o Emergency defined as safety hazards, extreme temperatures, property risk, critical infrastructure.

Emergency Response Labor All emergency response labor performed outside of standard operational hours (Monday–Friday, 7:00 AM – 5:00 PM) must be explicitly initiated or pre-authorized by the Agency. Unauthorized emergency work conducted outside these hours may not be eligible for the emergency response labor rate.

Materials Material mark-up - Original, paid invoices or receipts that substantiate any material mark up applied to the project must be submitted with the invoice package.

Background Checks and Site Security

• Background Check - For security purposes, some Agencies may be required to conduct criminal history and/or other background investigation(s) of responding field technician(s). This may require the following information in advance of being admitted at the facility: name, date of birth, social security number, driver’s license number, location and description of work to be performed.

• In high-security areas, materials may be inspected and cataloged upon entry and exit; additionally, staff may be required to store personal belongings in a secure location while working on-site.

Reimbursable Travel The State has established rules for limitations on reimbursement expenses. Please reference Department of Administrative Services - State Accounting Enterprise Procedure 210-245 (https://das.iowa.gov/state-employees/state-accounting/travel-relocation/210-travel) for limits on travel expenses.

All required documentation back-up must be submitted for reimbursable travel expenses with the invoice package.

Required to View Event

Prerequisites Required to Enter Bid

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1. Bidder shall read and make certifications of the their Bid.

2. Bidder shall read and authorize to release information for their Bid.

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Buyer Attachments

1. 005-RFB-2525-2026 - HVAC Services - Southeast Iowa - Final.pdf

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Questions Required Questions

Group 1: Form of Bid

Instructions: Bidder shall read and answer the following questions. If you have exceptions to the Terms and Conditions, submit an question(s) in the Question and Answer Section with your exception(s).

1.1 Enter the Bidder's contact name, telephone number, email address, and shipping address for questions regarding this solicitation.

1.2 Enter the number of years the Bidder has been in business in the text box.

1.3 Bidder shall read, fill-out and upload the Terminations, Litigation and Debarment document.

1.4 Is the Bidder requesting confidential treatment of specific information?

1.5 A Bidder requesting confidential treatment of specific information shall fully complete the form attached. In the Items Section, mark each good or service upon which the Bidder believes confidential information appears.

1.6 The State of Iowa requires shipping to be FOB Destination, Freight Prepaid. Does the Bidder agree to the terms?

1.7 Bidder understands that this solicitation may be awarded to more than one bidder.

1.8 Bidder is qualified and certified to perform all preventative maintenance tasks, repairs, and part replacements. Bidder to list all qualifications and certifications below:

Group 2: Terms and Conditions

Instructions: Bidder shall read and answer the following questions. If you have exceptions to the Terms and Conditions, submit an question(s) in the Question and Answer Section with your exception(s).

2.1 Bidder shall read the RFB Definitions and enter a response.

2.2 Bidder shall read the Administrative Terms and enter a response.

2.3 Bidder shall read the Contract Terms & Conditions and enter a response.

2.4 Bidder shall read the Specification Terms and enter a response.

2.5 Bidder shall read the Terms and Conditions for GOODS and enter a response.

2.6 Bidder shall read the Terms and Conditions for SERVICES and enter a response.

2.7 Bidder shall read the Federal Terms and Conditions and enter a response.

2.8 Bidder shall read the Insurance Requirements and enter a response.

2.9

Certain work locations may require criminal history and/or other background investigation(s).

The Bidder hereby explicitly authorizes when needed the Agency to conduct criminal history and/or other background investigation(s) of the Bidder, its officers, directors, shareholders, or partners and managerial and supervisory personnel retained by the Bidder for the performance of the resulting Contract. Bidder shall enter a response.

2.10 Public Entities (Political Subdivisions) - The resulting Contract will be made available to Political Entities, i.e. cities, counties, and schools. Bidder shall enter a response.

2.11 Nonprofit Entities - The resulting Contract will be made available to nonprofit entities that qualify under I.R.S. § 501 (c) provisions. Bidder shall enter a response.

2.12 Quarterly Sales Report - The Bidder shall provide a detailed quarterly report in Microsoft Excel on ALL sales made under the resulting Contract via e-mail to the Iowa Department of Administrative Services. Bidder shall enter a response.

2.13 Administrative Fee - In addition to the approved discounts or prices specified in the solicitation herein, the Bidder shall pay to the Agency a 1.00% Administrative Fee on all sales made against the resulting Contract. The fee shall be paid quarterly to the Iowa Department of Administrative Services. Bidder shall enter a response.

Group 3: Payment Terms

Instructions: Bidder shall read and answer the following questions. If you have exceptions to the Terms and Conditions, submit an question(s) in the Question and Answer Section with your exception(s).

3.1 Payment Terms - Per Iowa Code § 8A.514 the State of Iowa is allowed sixty (60) days to pay an invoice submitted by a Bidder. Does the Bidder agree to the terms?

3.2 Terms of Pcard Acceptance - The State of Iowa prefers to pay Bidders using its Purchasing Card Program (Pcard) whenever possible. Bidders accepting Pcard payments shall comply with the Terms of Pcard Acceptance.

3.3 Overtime - Work performed outside normal working hours (Monday–Friday, 7:00 a.m. to 5:00 p.m.)

requires prior approval from the State Agency.

3.4 Material mark-up - Original, paid invoices or receipts that substantiate any material mark‑up applied to the project must be submitted with the invoice package.

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3.5

Reimbursable Expenses - The State has established rules for limitations on reimbursement expenses. Please reference Department of Administrative Services - State Accounting Enterprise Procedure 210-245 (https://das.iowa.gov/state-employees/state-accounting/travel-relocation/210-travel) for limits on travel expenses. Bidder shall enter a response.

Group 4: Performance Bonds

Instructions: Bidder shall read and answer the following questions. If you have exceptions to the Terms and Conditions, submit an question(s) in the Question and Answer Section with your exception(s).

4.1 When a quoted price equals or exceeds twenty-five thousand dollars, be accompanied by a bond, with surety, and conditioned for the faithful performance of the contract and for the fulfillment of other requirements as provided by law.

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Product Line Items Product Line Items

1. Bid Specifications. Bidder must satisfy all the specifications to be deemed a Responsible Bidder # Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Delivery

P1 Percentage Discount off MSRP 1 P1 - Percent

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Service Line Items Service Line Items

1. Bid Specifications. Bidder must satisfy all the specifications to be deemed a Responsible Bidder # Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Service Delivery

S1 Standard Labor Rate 1 HR - Hour

Standard Labor Rate: Monday-Friday, 7:00am-5:00pm.

S2 Emergency Labor Rate 1 HR - Hour

Emergency hours fall outside of regular business hours. Agency must pre-authorize any emergency labor hours.

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