Open Bid HVAC System Maintenance and Inspection - Scope of Work 2026.docx

Name or Title of the Service or Supply: HVAC System Fall/Spring Preventative Maintenance and Weekly Walk Through Inspection Ordering Division and address: ODNR, Division of Wildlife, District Two Headquarters, 952 Lima Ave., Findlay OH 45840 Specifications Main Building

· Weekly Walk Through – Make a walk through inspection of the HVAC equipment once each week include checking the air handlers; boilers; system controller units; chiller; ice storage tank and associated pumps. Not all systems will need checked during the seasons when they are not in operation, or as weather conditions dictate.

Back Building:

· Weekly Walk Through – Make a walk through inspection of the HVAC equipment once each week include checking the natural gas heater and air conditioning unit. Each unit may not need checking during the season when it is not operating, or as weather conditions dictate.

Fall and Spring Preventative Maintenance

· Fall Maintenance will be performed between October 15 – November 15. Service to include checking electrical connections throughout the system and measuring motor voltages, ignition and burner assembly inspection, heat exchanger inspection, boiler and circulating pump inspection, and blower motor and fan operation. Motor belts will also be inspected and replaced as needed. Bearings, motors and other moving parts will be lubricated. Replace system filters as needed. Check bolts on motor bracket for tightness. Check Halo LED UV cleaning system in air handlers for proper operation. Prepare Trane chiller unit and ice tank for winter weather. Check 6 hot water heater units for proper operation. Back Building – inspect Trane XT 90 natural gas forced air heater for proper operation, tune up as needed; check filter and replace as needed; check motor voltages; ignition and burner assembly inspection; heat exchanger inspection; and blower motor and fan operation.

· Spring Maintenance will be performed during the month of April. Service to include checking electrical connections throughout the system and measuring motor voltages, ignition and burner assembly inspection, heat exchanger inspection, boiler and circulating pump inspection, and blower motor and fan operation. Motor belts will also be inspected and replaced as needed. Bearings, motors and other moving parts will be lubricated. Replace system filters as needed. Check bolts on motor bracket for tightness. Check Halo LED UV cleaning system in air handlers for proper operation. Check 6 hot water heater units for proper operation. Prepare Trane chiller unit and ice tank for summer weather. Check condensing unit coils for damage and debris; check cooling system wiring and sensors for proper operation and voltage; check coolant levels and recharge/refill as needed; check drain lines are operating properly, and check air filters and replace as needed. Prepare Weil-McLain Boilers for minimal use in summer months.

· Back Building – inspect Trane XT 90 natural gas forced air heater for proper operation, tune up as needed; check filter and replace as needed; check motor voltages; ignition and burner assembly inspection; heat exchanger inspection; and blower motor and fan operation. Check Trane air conditioning unit for refrigerant levels, clean coils and prepare for summer operation.

System Clarifications: The installed Customized Building HVAC Control System at the location is a web based supervisory controller system that utilizes proprietary software. This sole source proprietary software contains programming written specifically for this building HVAC system application which was installed by All Temp Refrigeration. Any further equipment or components added or replaced would need to be integrated into the existing program for proper coordination and operation of the HVAC systems for the building. These future modifications to the program would have to be made by All Temp Refrigeration.

System Repairs – This request does not include any repairs. If any repairs are found to be needed an estimate will be given before any repairs are made.

Billing – Invoices will be sent once per month.

Delivery ODNR, Division of Wildlife, District Two Headquarters, 952 Lima Ave., Findlay OH 45840 Contact: Scott Butterworth – Phone #: 419-429-8351 – E-mail: scott.butterworth@dnr.ohio.gov Service Dates:

Full Time Service, (1 Day per week): To be determined once vendor is selected.

· Holidays

· Services that land on a State Holiday, may need to be provided the next business day, as the office will be closed.

Evaluation. The contract will be awarded to the lowest responsive and responsible bidder as determined by the State.

Contract Award. The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.

Site Visit & Point of Contact A site visit is mandatory and will be held on July 9, 2025 beginning at 10 am. To schedule an appointment, contact: Scott Butterworth, 419.429.8351 or Scott.Butterworth@dnr.ohio.gov.

Once a contract is awarded, failure of the bidder to have requested a site visit to become familiar with the facility and requirements of the bid will be insufficient reason to support any request to be released from the contract.

The awarded supplier will be required to sign an Addendum to Bid Quote or Personal Services Agreement. Example attached.

All bidders must sign and attach the Standard Affirmation & Disclosure Form to their bid in Ohio Buys. This may be signed electronically through Adobe or through a wet signature. If this is not attached, the winning bidder will be asked to sign before a contract can be routed for review.

Bill to information:

All invoices must be submitted DIRECTLY to Ohio Shared Services (OSS) There are three options available to submit invoices to OSS:

EMAIL the invoice to: invoices@ohio.gov FAX the invoice to: (614) 485-1039 MAIL the invoice to: Ohio Shared Services, PO Box 182880, Columbus, Ohio 43218-2880 image1.png