IFB 276003 HVAC NWOB final.pdf

PLCB HVAC IFB - #276003 PAGE 1

PENNSYLVANIA LIQUOR CONTROL BOARD

INVITATION FOR BID 276003

NWOB - HEATING, VENTILATION AND AIR CONDITIONING

PREVENTATIVE MAINTENANCE AND CORRECTIVE SERVICE

OVERVIEW

The Pennsylvania Liquor Control Board (PLCB) is seeking a Contractor to provide all labor, material, supervision, tools, and equipment necessary to perform unit inspections and preventative maintenance, including filter service and corrective service when requested by the PLCB, on the heating and cooling equipment (HVAC) located in the Northwest Office Building, 910 Capital Street, Harrisburg, PA 17124-0001.

ISSUING OFFICE

This Invitation for Bid (IFB) is issued by the PLCB, Purchasing and Contract Administration Division, Northwest Office Building - Room 212, 910 Capital Street, Harrisburg, PA 17124-0001.

Susan Downes is the Issuing Officer and the sole point of contact at the PLCB for this IFB.

Email: sdownes@pa.gov

PLCB CONTRACTING OFFICER

The PLCB Contracting Officer is the PLCB official authorized to enter and administer contracts and make written determinations with respect to contracts. The PLCB Contracting Officer is Tammy Wenrich, Procurement Specialist 4, Purchasing and Contract Administration, Northwest Office Building – Room 212, 910 Capital Street, Harrisburg, PA 17124-0001.

PLCB CONTACT PERSON

The PLCB Contact Person, defined as the PLCB employee charged with the day-to-day supervision of the performance of the services at NWOB and who interacts with the Contractor, is Troy Leese, Facility Operations Manager 2, Northwest Office Building - Room 6, 910 Capital Street, Harrisburg, PA 17124-0001.

CONTRACTOR CONTACT PERSON

The Contractor shall provide the PLCB with a single point of contact for all Contract related questions or problems. Immediately upon notification of award, the Contractor shall provide the PLCB with the name, address, email address, and telephone number of this individual.

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CONTRACTOR QUALIFICATIONS

Contractor must submit the following:

A. Prior Experience. Contractor must provide a sample of previous work experience for both the business as a whole and the technician(s) assigned to this IFB. For previous work experience, Contractor must provide the name, address, and telephone for both the business/agency and the individual project contact.

B. Personnel/Certification. Contractor must include the number of technicians providing services under this IFB, their primary work locations, and their HVAC certifications with the bid.

FAILURE TO SUBMIT THE REQUESTED INFORMATION ABOVE WILL RESULT IN BID

REJECTION.

SUPPLIER REGISTRATION

The PLCB uses the online self-service Oracle Supplier Portal (the “Portal”) to facilitate its business needs with contracted suppliers. Bidders are required to register in the Portal as a "NonMerchandise" supplier of goods and services. During the registration process, every bidder must complete a questionnaire to verify their supplier type (Merchandise or Non-Merchandise).

Every bidder must enter the details of the "PLCB Purchasing team contact person". This information can be found in the "Issuing Office" section on Page 1 of this IFB.

Registration must be completed before a bid can be submitted. Information on how to register and related training can be found by clicking the link below. (Please Note: A PLCB Supplier number will NOT be immediately generated upon submission of registration. The request will be processed within 3-5 business days from date received. It is recommended that bidders allow sufficient time to register before the bid deadline).

https://www.pa.gov/agencies/lcb/supplier-vendors/goods-and-services-suppliers.html

Upon contract award, the Contractor will use the Portal to manage and update account information, upload and view invoices, view and acknowledge POs and related documents, view payment information, and track payment status.

It is the Contractor's responsibility to ensure that the supplier information contained in the Portal is accurate and complete. Failure to update the Portal of any changes to supplier information may result in delayed payments.

QUESTIONS

Questions regarding this IFB must be submitted via email only, with the subject line entitled “IFB #276003 Questions” to the Issuing Officer, Susan Downes, at sdownes@pa.gov no later than 10/30/2026 at 02:00PM ET. Bidders shall not contact the Issuing Officer by any other means. All questions received will be answered, in writing, and such responses shall be posted to the Department of General Services (“DGS”) website at www.emarketplace.state.pa.us as an addendum to the IFB by 02:00 PM ET on 11/05/2026.

All questions and official responses are an addendum to, and part of, this IFB. The PLCB is not bound by any verbal information, nor is the PLCB bound by any written information

PLCB HVAC IFB - #276003 PAGE 3

not part of the IFB or formally issued as an addendum by the Issuing Office. Questions submitted to the IFB are not considered to be, nor are they treated as, a protest to the specifications or of the solicitation.

CONTENT OF AND ADDENDA TO THE IFB

If the Issuing Office deems it necessary to revise any part of this IFB before the bid response date, the Issuing Office will post an addendum to the DGS website at www.emarketplace.state.pa.us as well as posting within the Portal.

It is the bidder’s responsibility to periodically check each system for any new information or addenda to the IFB. When an addendum is posted to the Portal, bidders who have already submitted a bid will receive a system-generated email notification alerting them to the change. The bidder must log into the Portal to review and acknowledge the addendum to have their bid considered. Failure to review and acknowledge the addendum will be considered a non-responsive bid and result in the bid rejection.

THE CONTENT OF THIS SPECIFICATION DOCUMENT, ITS ATTACHMENTS AND ADDENDA

SUPERSEDES ANY LANGUAGE IN THE PORTAL SHOULD THERE BE A CONFLICT. For example, if this specification contains requirements regarding bid validity or delivery date, then no language in the Portal (or bidder entry into the Portal, if solicited via an entry field) will change those requirements.

RESPONSE DATA

Bidders must submit their bids through the Portal. See the Supplier Registration paragraph above for further information on the submission process.

NOTE TO AVOID DISQUALIFICATION:

• ATTACHMENT #1 - BID FORM BOP-1206 must be signed in ink by an official legally authorized to bind the Contractor to its provisions. Failure to sign the Bid Form BOP1206 in accordance with these signatory requirements shall disqualify the bid.

• All applicable bid documents must be timely uploaded through the Portal. See “Required Documents” below to avoid rejection of the bid.

• For this IFB, the bid must remain valid for at least 60 days. The contents of the Contractor’s bid will be incorporated into the contract. See Supplier Registration section above for more information on accessing the Portal and registering as a Supplier.

To be considered, submit the bid through the Portal on or before 12:00 PM ET on 11/19/2026.

ALL BIDS MUST BE SUBMITTED THROUGH THE PORTAL. BIDS SUBMITTED BY EMAIL

OR HARD COPY WILL BE REJECTED AND WILL NOT BE CONSIDERED.

REQUIRED DOCUMENTS:

The following documents must be included with the bid. Failure to include these required documents will be considered a non-responsive bid and result in bid rejection.

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1. Company Overview Referenced on Page 1

2. Prior Experience Referenced on Page 2

3. Personnel/Certification Referenced on Page 2

4. ATTACHMENT #1 – Bid Form BOP-1206 Referenced on Page 3

5. Insurance Certificate Referenced on Page 4

6. ATTACHMENT #2 - Workers Protection CertificationBOP-2201 Referenced on Page 4

7. ATTACHMENT #4 CUSTOMER REFERENCES Referenced on Page 6

8. ATTACHMENT #5 Proof of Site Visit Form Referenced on Page 7

METHOD OF AWARD

This will be a single award contract to the lowest responsive and responsible bidder, whose bid will be determined by the Total Cost for all requirements and criteria set forth in this IFB.

INSURANCE

The Contractor shall maintain the following insurance coverage during the term of the contract:

a. Workers Compensation Insurance sufficient to cover all the Contractor’s employees working to fulfill this contract in accordance with the Worker’s Compensation Act of 1915 and any supplements or amendments thereof.

b. Comprehensive General Liability Insurance and Property Damage Insurance. The limits of such insurance shall be not less than $1,000,000.00 for injury to or death of one person in a single occurrence and $3,000,000.00 for injury to or death of more than one person in a single occurrence and $500,000.00 for a single occurrence of property damage.

Documented evidence, such as a Certificate of Insurance or other proof acceptable to the PLCB that insurance will be extended to the Contractor, must accompany the bid. Such policies shall name the PLCB as an additional insured on certificates when issued and contain a provision that coverage afforded under the policies will not be canceled or changed until at least

(30) days prior written notice has been given to the PLCB.

FAILURE TO SUBMIT THE REQUESTED INSURANCE INFORMATION ABOVE WILL

RESULT IN BID REJECTION.

WORKER PROTECTION AND INVESTMENT EXECUTIVE ORDER

This procurement is subject to Executive Order 2021-06 Worker Protection and Investment.

Bidders must complete ATTACHMENT #2 - BOP-2201 Worker Protection and Investment.

FAILURE TO SUBMIT THIS FORM WILL RESULT IN BID REJECTION.

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RUSSIA BELARUS CERTIFICATION

This procurement is subject to the Restrictions for Associations with Russan and Belarus Act 57 of 2023 (Act 57), which prohibits the Commonwealth and its agencies from contracting with, awarding grants to, or extending tax credits for any individual or business linked to the governments of Russia or Belarus, according to criteria established by the U.S. Treasury’s Office of Foreign Assets Control. Act 57 requires agencies to verify that bidders are not on the Treasury published list of disqualified entities. The PLCB will certify the Bidder’s compliance with Act 57 and complete a “Russia/Belarus Certification” form BOP-2401.

BID TABULATION RESULTS

Results of this bid will be posted within 48 hours of bid opening to the DGS website at http://www.emarketplace.state.pa.us/. Bid results do not confer any contractual rights until a formal written contract has been executed by all necessary PLCB and Commonwealth officials and a Notice to Proceed (NTP) letter has been issued. Any additional information will require a Right to Know request found at http://www.openrecords.pa.gov/RTKL/CitizensGuide.cfm.

REJECTION OF INVITATION FOR BID/CANCELLATION OF SOLICITATION

The PLCB reserves the unqualified right to reject any and/or all bids received for this IFB, to waive technical defects or any informality in bids, and to accept or reject any part of any bid or to cancel this IFB, if, in its sole judgment, it is in the best interest of the Commonwealth.

TERMS AND CONDITIONS

The IFB’s Contract is governed by the PLCB’s Standard Contract Terms and Conditions for NonMerchandise Purchase Orders (Form 54-FA-2.1). ATTACHMENT #3 - Form 54-FA-2.1 and incorporated by reference.

TERM OF CONTRACT

The contract term is ONE (1) year from the Effective Date 01/01/2027. The PLCB reserves the right to renew this Contract for FOUR (4) additional ONE (1) year options.

PRIME CONTRACTOR RESPONSIBILITY AND SUBCONTRACTING

The selected Contractor is responsible for all services offered in this IFB. Further, the selected Contractor is the PLCB’s sole point of contact regarding contractual matters.

Any use of subcontractors by the Contractor must be identified in the bid. During the project period, use of any subcontractors not previously identified in the bid, must be approved in writing by the PLCB prior to any work being done.

The Contractor is responsible for all services offered in its bid whether or not it produces them.

The Contractor is the sole point of contact regarding contractual matters.

INCURRING COST

The PLCB is not liable for any cost incurred by anyone prior to issuance of a Notice to Proceed letter. The PLCB will pay the contractor only for services rendered at the rates stated in the contract.

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INVOICING

If assistance is needed to create and submit an invoice through the Portal, please review the course on how suppliers enter an invoice in the Portal and/or quick reference guide located on the PLCB’s website at the following link:

https://www.pa.gov/agencies/lcb/supplier-vendors/goods-and-services-suppliers

PAYMENT INQUIRES/QUESTIONS

Any questions or inquiries concerning payment of invoices shall be emailed to Comptroller Operations at: RA-PLCBExceptionProcess@pa.gov.

SCHEDULING OF WORK

Work scheduled must be coordinated with and approved by the PLCB Contact Person in advance.

All work to be performed during normal business hours of 7:30 AM to 4:00 PM ET.

LOCAL CONDITIONS COVERING WORK

The Contractor shall cooperate with the PLCB Contact Person and/or his designated representative(s) when scheduling work to minimize interference with normal business operations.

Storing of supplies or any equipment on PLCB premises is not permitted. The Contractor shall immediately repair any and all damage it may cause to the building or property to the full satisfaction of the PLCB Contact Person.

SAFETY PRECAUTIONS

The Contractor shall exercise all possible precautions in the selection and use of materials and equipment in order not to adversely affect human health, the building, or the property contained within. Where necessary, the Contractor shall post warning signs calling attention to the presence of an unsafe condition(s) within the work area.

CUSTOMER REFERENCES

Bidders must complete and submit ATTACHMENT #4 CUSTOMER REFERENCES with their bid to provide a minimum of three references for which they have performed similar service within the last two years. References should include customer name, address and telephone number. The PLCB reserves the right to contact any or all references listed by the Bidder.

PERFORMANCE BOND

For each year of the contract, the Contractor shall be required to submit a Performance Bond, or other performance guarantee acceptable to the PLCB, in the amount of ten thousand dollars ($10,000.00). Documented evidence that surety can be furnished must accompany the bid.

MANDATORY SITE VISIT

Prior to submitting a bid, all Bidders must visit each mandated site listed below to completely familiarize themselves with the geographic requirements of this IFB. The incumbent Contractor https://www.pa.gov/agencies/lcb/supplier-vendors/goods-and-services-suppliers https://www.pa.gov/agencies/lcb/supplier-vendors/goods-and-services-suppliers https://www.pa.gov/agencies/lcb/supplier-vendors/goods-and-services-suppliers

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shall be exempt from the mandatory site visit requirement. Site visit will be Tuesday 10/27/2026 at 1pm.

MANDATORY SITE VISIT LOCATION

NORTHWEST OFFICE BUILDING, 910 CAPITAL ST, HARRISBURG, PA 17120

PROOF OF SITE VISIT FORM

Each contractor performing a mandatory site visit must submit the required ATTACHMENT #5 Proof of Site Visit Form. The Form must be signed by the Contractor and the PLCB official verifying the visit. A completed and signed Form is required for each mandatory site visit location.

FAILURE TO RETURN THE SIGNED FORM FOR EACH LOCATION LISTED ABOVE WILL

DISQUAILIFY THE BID.

MANDATORY KICK-OFF MEETING

Awarded Contractor is required to attend a mandatory kick-off meeting at their own expense.

The kick-off meeting will be scheduled after the contract effective date at the PLCB, Northwest Office Building, 910 Capital Street, Harrisburg, PA 17124. The awarded Contractor shall provide the PLCB Issuing Officer a list of personnel who will attend the kick-off meeting within five calendar days after receipt of the contract Notice to Proceed letter. The incumbent Contractor shall be exempt from this mandatory kick-off meeting.

IFB 276003 - SPECIFICATIONS

NWOB - HEATING, VENTILATION AND AIR CONDITIONING

PREVENTATIVE MAINTENANCE AND CORRECTIVE SERVICE

STATEMENT OF WORK

SERVICE REQUIRED

Provide all labor, required materials, supervision, tools, and equipment necessary to perform regularly scheduled inspections, preventative maintenance (PM), and corrective service, listed on Attachment #6 - Preventive Task List when requested by the PLCB to keep the HVAC system and equipment listed on Attachment #7 – Equipment List operating safely and efficiently. The Contractor is also responsible for the provision and disposal of refrigerant and oil(s) as well as any other hazardous materials. All service is to be scheduled in advance. All work shall be performed in accordance with the National Electrical Code using UL approved materials.

The Contractor will be required to be onsite and perform all tasks associated with starting chillers and associated equipment for cooling season in May and again in October to turn off chillers and associated equipment for heating season.

a. Preventative Maintenance – The care and service required to maintain equipment in satisfactory operating condition by providing for systematic inspection, detection and correction of incipient failures either before they occur or before they develop into major defects. Preventative maintenance parts include, but are not limited to, air handler filters, belts, refrigerant, oil and grease.

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b. Corrective Service – A task performed to identify, isolate and rectify a fault so that the failed equipment, machine, or system can be restored to an operational condition within the limits established for in-service operations. Corrective Service parts include any parts not listed as Preventative Maintenance parts and requires the Contractor to submit an estimate to PLCB for approval prior to commencement of work and/or replacement of parts.

INSPECTION

An initial inspection/servicing shall be scheduled within thirty (30) days after notification of award of the contract. Additional inspections/servicing shall be scheduled monthly following the initial inspection. All inspections are to be scheduled in advance.

PARTS AND MATERIALS

All parts and materials installed by the Contractor shall be new and warranted for a period of not less than three (3) months, or for the full extent of the manufacturer’s warranty, whichever is longer. Any parts and materials, which become faulty during the warranty period shall be the responsibility of the Contractor and shall be replaced at no cost to the PLCB. The PLCB requires the Contractor to submit an estimate for PLCB approval prior to commencement of any corrective service.

CORRECTIVE SERVICE CALLS

The Contractor shall respond to corrective service calls during normal PLCB operational hours by being on-site to assess and diagnose within two (2) hours of request for service. Corrective service calls outside of normal PLCB operational hours shall be responded to by being on-site to assess and diagnose within four (4) hours of request for service.

INSPECTION/TESTING

All work and material shall be subject to the inspection of an authorized PLCB representative. If the work proves unsatisfactory, all costs for correcting the problem shall be at the expense of the Contractor and must be rectified immediately.

RECORDS REQUIRED

A Service Report must be prepared and forwarded to the PLCB Contact Person following each service and inspection. The report must list the date(s) service was provided; name of service technician(s); make, model, and serial number of equipment serviced; description of work performed, including probable cause of problem; and a list of all parts provided/installed and their warranty periods.

ADD/DELETE EQUIPMENT

PLCB reserves the right to add and/or delete equipment from Attachment #7 Equipment List during the term of this Contract.

REFRIGERANT MANAGEMENT

Refrigerant used in all units must be recovered and/or recycled for reuse. The Contractor shall work to minimize the loss of R123 into the atmosphere. Reclaimed refrigerant must meet ARI700 standards before use. Before recycling refrigerant, the Contractor shall perform a chemical analysis of the refrigerant as appropriate.

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The Contractor shall not open the unit(s) to atmosphere for service work until the refrigerant charge is fully removed/recovered.

a. Environmental Protection Agency (EPA) certified refrigerant recovery and recycled equipment must be used to ensure environmentally safe refrigerant handling.

b. Technician Certification: Service Engineers/Technicians must have EPA certification for refrigerant handling.

c. Hazardous Material Handling: Contractor must properly handle and dispose of used compressor oil which has been exposed to refrigerant in compliance with local, state and federal regulations.

d. Refrigerant Usage, Record Keeping and Reporting:

Contractor Shall:

1. Provide the PLCB Contact Person with detailed information regarding refrigerant usage each time refrigerant is added.

2. Provide continual tracking of annual refrigerant usage in a report format to the

PLCB Contract Person for EPA requirements.

e. EPA Refrigerant Leak Compliance Plan: Upon discovery of refrigerant leak, the Contractor shall work with the PLCB Contract Person to develop a repair, conversion of, or replacement plan in compliance with the 1992 Clean Air Act.

PLCB EMERGENCY CONTACTS

Contact information for PLCB Personnel to use in the event of an emergency will be provided to the selected contractor.