RFQ.docx

Name or Title of the Service or Supply: FY26/27 HVAC Service for The Office of Coastal Management Ordering Division and address: Office of Coastal Management, Old Woman Creek National Estuarine Research Reserve; Old Woman Creek, 2514 Cleveland Road East, Huron, OH 44839

Specifications: The Ohio Department of Natural Resources Office of Coastal Management is looking to contract with HVAC suppliers for the period of July 1, 2025, through June 30, 202,7 for all preventative maintenance and repair services. This request for quotes will serve as the required secondary solicitation for DAS contract index MAC038. All terms of the DAS contract apply, including the 4-hour required response time in an emergency.

Bid Instructions:

1. The award will be made to the lowest responsive supplier. Suppliers must agree to service all facilities within that county to be awarded.

2. Prices submitted to DAS cannot be exceeded for this bid; however, prices can be lower than what was submitted to DAS.

3. Each instance of repair or preventative maintenance will be unique to the situation. In order to award, a scenario is given on the attached Excel spreadsheet so that pricing can be compared. Each supplier should upload one completed Excel spreadsheet with a tab to be bid.

4. The total price for the bid scenario should be put in the item grid for the corresponding county in the Ohio Buys sourcing event.

Service Location: Old Woman Creek NERR 2514 Cleveland Road East Huron, OH 44839

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

Site Visit & Point of Contact: Site visits to walk the facilities with a staff member are available by appointment M-F, 8:00am-3:30pm. To schedule an appointment, contact: Janet Hannaway, Office Manager, Janet.Hannaway@dnr.ohio.gov, please copy Isaac.Nothacker@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.

All technical questions related to this project must be submitted through the inquiry portal on the OhioBuys solicitation.

Bill to information:

Invoices Origin-DNR-N30 (A unique number will be provided with each invoice.)

All invoices must be submitted DIRECTLY to Financial Shared Services (FSS).

There are two options available to submit invoices to FSS: · EMAIL the invoice to: invoices@ohio.gov, please copy isaac.nothacker@dnr.ohio.gov

· MAIL the invoice to: Financial Shared Services, PO Box 182880, Columbus, Ohio 43218-2880 In order to process your invoice, please make sure all the required information listed below is on your invoice before submitting it to FSS or they will be returned for not being a proper invoice.

1. Must include the Purchase Order (PO) number assigned. You may shorten it to the last five digits.

2. Supplier full name as it appears on your PO.

3. The Ship to and/or service facility name and full address

4. Unique invoice number

5. Date of service or date work was completed.

6. Complete itemization of services performed, materials or goods supplied and/or labor furnished.

7. Line charge(s). If parts are included, please break out the line charges with product and charges separately.

8. No State of Ohio sales tax

9. Remit to address must match our records for payment

10. This PO is only valid for the goods and/or services received through June 30, 202.

11. Any goods/services received after June 30, 2025, will require a new PO.

All fields mentioned above are required to count as a correct invoice; failure to provide this information will result in a returned invoice and delayed payment.

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