RFQ_HVAC_Secondary_Solicitation - NE.docx

Needed Service or Supply: DNR Facilities HVAC Service Contract

Project Background: The Ohio Department of Natural Resources Divisions of Parks and Watercraft, Natural Areas and Preserves, Forestry and Oil and Gas are looking to contract with HVAC suppliers for the period of July 1, 2025 through June 30, 2027 for all preventative maintenance and repair services.

Bid Instructions:

1. Award will be made by Ohio county. Suppliers must agree to service all facilities within that county to be awarded. For Erie and Ottawa Counties with Island State Parks, preference will be given to a supplier that agrees to service all parks. If a supplier wishes to bid only on the mainland parks, they may be awarded if no supplier bids the entire county.

2. Suppliers may bid on and be awarded multiple counties. Please keep in mind that if awarded multiple counties, the supplier must be able to meet the demand of each facility in addition to normal customer load.

3. Each county will be awarded separately, therefore bids submitted do not need to be identical for each county bid.

4. 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. For each county to be bid, please fill out and attach the Excel spreadsheet. To bid multiple counties, fill out a new tab for each. The template has 5 tabs pre-made, but feel free to add additional tabs if needed. Each supplier should upload one completed Excel spreadsheet with a tab for each county.

5. Please see the attached document by Ohio county. Every County has a tab showing each facility with a list of the types of HVAC units present.

Locations: Please see the attached documents by Ohio county. Every County spreadsheet has a tab for each facility with a list of the types of HVAC units present.

Site Visit & Point of Contact: Prior to submitting a bid response, offerors are encouraged to visit the facilities to see the proposed locations.

PreBid Meeting: An optional pre-bid meeting will take place via Microsoft Teams on July 8th, 2025 at 11:00am-12:00pm. This is a chance to ask questions about the solicitation. All other inquiries will need to be submitted via the Inquiry tab within the solicitation.

Microsoft Teams Need help?

Join the meeting now Meeting ID: 219 862 088 368 4 Passcode: s9Th7tA6

Dial in by phone +1 614-721-2972,,96476568# United States, Columbus Find a local number Phone conference ID: 964 765 68# Join on a video conferencing device Tenant key: 682042763@t.plcm.vc Video ID: 111 397 274 8 More info For organizers: Meeting options | Reset dial-in PIN

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 County.

Bill to information: (FSS requirement) Origin-DNR-

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

-EMAIL the invoice to: invoices@ohio.gov -FAX the invoice to: 1-614-485-1039 -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 and Origin Number listed above

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 lines with product and charges separately.

8. No State of Ohio sales tax

9. Remit to address must match our records for payment Rev. 6/3/22 image1.png