DYS Facilities HVAC Systems MRO - FY26 SRC0000030862.pdf

Ohio Department of Youth Services

Request for Quote (RFQ)

DYS Facilities HVAC Systems MRO - FY26: SRC0000030862

Purpose: This solicitation is intended to award a purchase order to a supplier on contract MAC038 HVAC Maintenance and Repair to provide Preventative / other Maintenance and Repair to the HVAC System by a certified/licensed technician to cover The Ohio

Department of Youth Services (DYS) Juvenile Correctional Facilities and our Training Academy.

The awarded purchase order will cover services from 7/1/2025 through 6/30/2026.

RFQ Schedule:

• RFQ Issued: 5/12/2025

• Inquiry Periods Begins: 5/12/2025

• Site Visits: Not mandatory, no later than 5/23/2025

• Inquiry Period Ends: 5/26/2025

• Quotes Due: 5/28/2025 12:00PM

Site Locations:

• Indian River Juvenile Correctional Facility (IRJCF):

o 2775 Indian River Road SW

Massillon, Ohio 44646

• DYS Training Academy o 11781 SR 762 P.O. Box 240

Orient, Ohio 43146

This solicitation will be separated into 2 lots. Each individual facility will have their own lot.

Suppliers must provide a response to each lot they are looking to service.

• LOT 1 - Indian River Juvenile Correctional Facility (IRJCF):

• LOT 2 - DYS Training Academy (TA)

Site Visits:

Suppliers are not required to attend a site visit to be considered for contract award. If the supplier prefers to visit the site prior to submitting a quote, please submit an inquiry from the

RFQ.

DYS Facilities HVAC Systems MRO - FY26: SRC0000030862

General Information:

Services will be coordinated with facility’s’ Maintenance Superintendent and will take place during normal working hours Monday - Friday between 8:00 am – 4:00 pm (EST).

CHJCF will provide a facility escort to accompany the supplier during each visit.

ODYS requires certified/licensed technicians to perform the following services.

Preventative Maintenance:

Services shall include routine inspection maintenance and repair of, but not limited to:

• HVAC components: filters, coils, belts, motors, etc.

• Boiler system components: burners, heat exchangers, piping, and valves

• Boiler system water treatment and testing for: pH, Alkalinity and TDS.

• Refrigerant levels and potential leaks

• Thermostat and control system.

• Cleaning evaporator and condenser coils

• Cleaning and replacement of air filters.

• Lubrication of motors, bearings and other parts.

• System performance testing of airflow, temperature and humidity levels

• Ductwork and ventilation inspections.

Seasonal Maintenance:

These may include scheduled service calls for seasonal preparation of the cooling or heating systems.

Other Maintenance and Repair (OMR):

Other, typically unscheduled, maintenance and repair for unexpected breakdowns and repairs not listed as Preventative Maintenance. Examples may include:

• Correcting HVAC System Malfunctions

• Refrigerant Leak Repair

• HVAC system electrical component repairs: capacitors, relays, wiring.

• Replacement of existing equipment or components which cannot be repaired or is no longer economical to repair. This includes but is not limited to these various HVAC systems and their components: Furnaces, heat pumps, duct work, refrigeration/ freezer units, heating units, hermetic compressors, humidifiers, exhaust fans, air compressors, and other similar systems.

Inquiries:

Prospective offerors may make inquiries or seek clarifications regarding this RFQ any time during the inquiry period. To make an inquiry, prospective offerors must use the Inquiry tab on the solicitation in OhioBuys to submit all inquiries or seek clarification.

Prospective offerors submitting inquiries will receive an immediate acknowledgement by e-mail that their inquiry has been received. The prospective offeror who submitted the inquiry will not receive an e-mail response to the question but will need to view the response on the OhioBuys website where it will be posted for viewing by all prospective offerors.

Attachments to an inquiry are not visible to ODYS, so please include all questions in the inquiry description field.

ODYS will try to respond to all properly posed inquiries within 48 hours, excluding weekends and state holidays. Prospective offerors who attempt to seek information or clarifications verbally will be directed to submit an inquiry from the RFQ in Ohio Buys.

Cost Proposal:

Suppliers must complete the item grid for each lot in OhioBuys and provide a response to each item. Each system / service will be evaluated based off hourly rates.

• HVAC Technician

• Boiler/ Chiller Technician

• HVAC Electrician

• Trip Charge.

• Quotes must be valid for a minimum of sixty (60) days.

Time of Performance:

• The initial awarded contract is estimated to become effective on July1st, 2025, and remain effective through June 30, 2026, or until terminated as provided in the contract.

Evaluation / Award:

• Bids will be evaluated, and the contract will be awarded to the lowest responsive and responsible bidder as determined by the agency. If applicable Not-to-exceed pricing should be considered for each contract already established by DAS contract MAC038.

STANDARD TERMS AND CONDITIONS:

By participating in this RFQ, the contractor explicitly agrees to all terms and conditions established in the Department of Administrative Services (DAS) Contract. This solicitation is to establish a Service agreement under those terms. To View the state contract established with your company navigate to:

https://ohiobuys.ohio.gov/page.aspx/en/ctr/contract_browse_public

In the Keywords box search MAC038. Click on the contract link associated with your company. There you will find the contract available for you to download.

Contracts that Fall under MAC038:

RSI027206, RSI027205, RSI027204, RSI027203, RSI027202, RSI027200, RSI027199,

RSI027198, RSI027197, RSI027196, RSI027195, RSI027194, RSI027191, RSI027190,

RSI027188, RSI027187, RSI027186, RSI027185, RSI027184, RSC015556,

RSC015554, RSC015553, RSC015546

https://ohiobuys.ohio.gov/page.aspx/en/ctr/contract_browse_public