Scope of Work HVAC PM - Work in Progress.docx

OHIO DEPARTMENT OF VETERANS SERVICES

REQUEST FOR PROPOSAL (RFP)

Executive Summary The Ohio Department of Veterans Services (ODVS)/Ohio Veterans Home (OVH) – Sandusky is seeking bids for Preventative Maintenance Monthly, Preventative Maintenance and Repairs, and Other Maintenance and Repair for our HVAC and Refrigeration systems at 3416 Columbus Avenue, Sandusky, OH 44870.

Only accepting bids from suppliers on index number MAC038.

Mandatory Site Visit A mandatory site visit will be held. Suppliers attending the mandatory site visit are required to sign in and attendance will be taken. The site visit will commence promptly on the date and time listed below, barring any unforeseen circumstances that result in a delay of the site visit. The State will not be responsible to a Supplier for their failure to obtain information discussed during the site visit due to their arriving after the site visit has convened. Failure to attend the site visit will render that Supplier’s proposal non-responsive and ineligible for award.

June 26, 2025 Will begin promptly at 1:00 pm

Sandusky, OH 44870 Secrest Main Entrance (Strub Road)

State of Ohio Terms and Conditions Terms and Conditions can be located on the Documents tab in this solicitation.

Purpose Objective To perform Preventative Maintenance Monthly, Preventative Maintenance and Repairs, and Other Maintenance and Repair for our HVAC and Refrigeration systems.

Scope of Work (SOW) ODVS/OVHS is Requesting a Quote (RFQ) for Heating, Ventilation and Air Conditioning (HVAC) and Refrigeration preventive maintenance and repair. The Contractor shall provide inspections, testing, cleaning and preventive maintenance of the HVAC and refrigeration system components as listed herein per MAC038.

Also included in this Solicitation Other Maintenance and Repair services for unscheduled, maintenance and repair for unexpected breakdowns and repairs not listed as Preventative Maintenance per MAC038.

The awarded Solicitation shall be valid for a period of a one (1) year with the option to extend the service for additional one (1) year.

Preventative Maintenance and Other Maintenance and Repair expectations and General Requirements as listed in the contracts shown below MAC038 effective 07/01/2025.

ODVS/OVH General Requirements All work must comply with any ADA and OSHA Standards and all federal, state, and local regulations.

1. Contractor shall at all times in the performance of this work exercise due care and caution for the safety and welfare of the workmen employed on the job, the ODVS/OVH employees, residents and property.

2. The Contractor shall be responsible to repair any and all damages, caused by contractor negligence, to the ODVS/OVH property and grounds at the contractor’s expense.

3. All work shall be performed by qualified personnel. Qualifications shall be presented upon request.

4. All Contractor scheduled services must be done at times approved by the appropriate ODVS site representative. All service activities should be performed during mutually agreed upon hours unless the particular service request requires otherwise.

5. The Contractor and its personnel shall follow all ODVS/OVH security check-in procedures upon arrival and while at the facility.

6. The Contractor must sign-in and out of ODVS/OVH and pick up an ODVS/OVH Contractor badge when performing services at OVH. Failure to sign in and/or out may be grounds for termination and/or deemed as not providing services.

7. Permits and licenses of any nature, necessary for any and all work, shall be secured and paid for by the Contractor.

8. All Contractor provided services must be performed by Original Equipment Manufacturer (OEM) trained or properly certified personnel, where applicable.

9. The Contractor shall be responsible for removal of all debris from the worksite and cleaning work areas. The Contractor shall keep the premises free of any debris resulting from their work as work progresses. The Contractor shall remove such debris and materials from property.

10. Contractor shall furnish all necessary equipment and crews for the completion of the work outlined in the SOW.

11. Contractor shall provide forty-eight (48) hour notice of intended dates and times of service before scheduled service. Services shall be performed Monday through Friday (excluding State of Ohio Holidays) between the hours of 8:00am and 5:00pm unless a different time and/or date is approved by ODVS/OVH Site Representative(s) in advance.

12. Rescheduling Services – if for any reason, service is not completed at the mutually agreed upon time, the contractor will reschedule the scheduled service in coordination with ODVS/OVH staff.

13. Contractor supplier invoices for billable parts and materials must be submitted with ODVS/OVH-S’s invoice for payment. Costs for all parts and materials shall not be in excess of market prices. Contractor shall retain market price information, (e.g., quotes), for future inspection.

Additional Terms and Conditions for Contracts

1. Criminal Convictions. Employees of Contractor or subcontractor(s) with criminal convictions, as identified in Ohio Revised Code (ORC) section 109.572 (A) (2) (a) and Ohio Administrative Code (OAC) rule 3701-13-05 (A) (1), or any other criminal conviction; which in the opinion of ODVS may endanger staff and/or visitors, shall not be permitted to perform work at ODVS under any agreement resulting from this solicitation and responses thereto, unless specifically approved, in advance, by ODVS.

2. Failure to disclose a criminal conviction as identified above shall be grounds for non-award and/or immediate cancellation of the contract.

3. Drug Free Workplace – Contractor will make a good faith effort to ensure that all of the Contractor’s agents’ employees, representative, and sub-contractors while working on State property, will not have or been under the influence of marijuana, medical marijuana, illegal drugs, or alcohol or abuse prescription drugs in any way.

To ensure a safe, productive, and drug-free work environment, all Contractors are subject to random drug testing at any time during their engagement with the Department. Drug tests will be conducted in a manner consistent with applicable laws and regulations.

A random selection process will be used to identify contractors for testing. Selected contracts will be notified and required to submit to a drug test within a specified time frame. The test will be conducted by a certified laboratory chosen by the Department, and contractors will be required to provide a sample under supervision. Contractors will be notified of the results within a reasonable time frame.

All cost associated with random drug testing shall be the responsibility of the Department.

All drug testing results and related information will be treated as confidential and will only be disclosed to individuals with a legitimate need to know.

Bid Submission Contractors shall submit all bids in OhioBuys.

Bid Awarding Process The intent is to award this solicitation to the lowest and responsive bidder.

Invoicing Invoice shall be detailed to show a breakdown of labor hours, hourly rate and material used and associated cost for material with the Purchase Order and notated on the invoice. Invoices must be considered a proper invoice under ORC 125.01.

Proper invoice can be emailed to invoices@dvs.ohio.gov .