300 SP Abe Martin HVAC Preventative MaintenanceBid Documents

The Indiana Department of Natural Resources (DNR) is seeking a preventative maintenance contract for HVAC systems at Brown County State Park and Abe Martin Lodge located in Nashville, Indiana. The procurement involves establishing a one-year contract for comprehensive HVAC equipment maintenance, requiring four pre-scheduled quarterly service visits during 2026. The contractor will be responsible for maintaining multiple HVAC systems including boilers, water heaters, condensing units, air handlers, chillers, temperature control systems, exhaust fans, through-the-wall air conditioners, and pool/spa equipment. Required deliverables include initial site inspections, development of maintenance protocols, comprehensive service documentation, and maintaining equipment according to manufacturer specifications and applicable codes. The solicitation requires contractors to provide unit pricing for quarterly services, with all quoted prices valid for thirty calendar days after the response due date. Responses are due by December 29, 2025, at 10:00 AM EDT, and can be submitted via email to NRRamsey@dnr.in.gov or mailed to the DNR Division of Purchasing.

The procurement includes specific set-aside requirements for disadvantaged enterprises, mandating 8% Minority Business Enterprise (MBE) participation, 11% Women Business Enterprise (WBE) participation, and 3% Indiana Veteran Owned Small Business Enterprise (IVOSB) participation. Bidders may also claim various Indiana procurement preferences, including the Indiana Business Preference, U.S. Manufactured Product Preference, and Small Business Preference. While no specific budget range is explicitly stated, the contract allows for emergency services to be billed separately at hourly rates to be specified by the bidder for both normal business hours and after-hours service. The contract term is initially set for one year, with potential for renewal, not to exceed four total years. Successful bidders must be registered with the State of Indiana and capable of providing comprehensive HVAC preventative maintenance services. The solicitation emphasizes that this contract is specifically for preventative maintenance and not for system repairs, requiring vendors to demonstrate significant technical capability and expertise in HVAC system maintenance.