240-26 HVAC maintenance, repair and replacement services

The Ohio Department of Transportation (ODOT) is soliciting bids for comprehensive HVAC maintenance, repair, and replacement services across all twelve ODOT districts and the Central Office through Invitation to Bid (ITB) 240-26. The procurement seeks vendors to provide on-demand and emergency repair services, replacement equipment purchases and installations, and preventive maintenance agreements for heating, ventilating, and air conditioning (HVAC) systems and associated components. Mandatory vendor qualifications include a minimum of five years of comparable HVAC service experience, three professional references, public liability insurance with $300,000 per person and $1,000,000 per occurrence limits, and a valid Ohio HVAC license. Bidders must submit electronic proposals through the OhioBuys system by November 25, 2025, with labor rates quoted for multiple classifications including Journeyman Mechanic, Apprentice Mechanic, and Building Automation Technician at standard, emergency, and preventive maintenance rates. Standard service responses must occur within four hours during normal business hours, while emergency services require two-hour response times available 24/7/365, with site visits schedulable through District Facilities Program Administrators.

The contract will be awarded to multiple vendors based on geographical service capabilities, with no specific set-aside designations for disadvantaged enterprises mentioned. The contract term spans January 1, 2026, through December 31, 2027, with an optional one-year renewal potentially extending to December 31, 2028. Vendors must quote materials and supplies at actual cost with a markup not exceeding 15% and comply with prevailing wage requirements for projects above biennial thresholds. While no specific total contract value is provided, the pricing template suggests that bid evaluation will calculate total price using 80% labor rate items and 20% mobilization/service call fees. Vendors must provide detailed documentation including state license numbers, contact information for staff servicing each district, professional references, and a comprehensive equipment inventory. All work must adhere to OSHA standards, include comprehensive reporting, and carry a one-year warranty on workmanship and materials.