300 SP Harmonie Preventative Maintenance HVACBid Documents

The Indiana Department of Natural Resources is issuing Request for Quotation (RFQ) #0030087485 for preventative maintenance services on heating, ventilation, air conditioning, and water treatment equipment at Harmonie State Park in Porter County. This solicitation seeks bids for pre-scheduled spring and fall preventative maintenance services, consisting of two service visits per year. Bidders must submit detailed responses by May 25, 2026, at 10:00 AM Eastern Daylight Time via email to Jen Reeves at JReeves@dnr.in.gov or by fax to 317-972-3275, with all questions required to be submitted no later than seven days before the bidding deadline. The contract term is two years commencing June 1, 2026, or from the date of the last state signature (whichever is later), with an option for an additional two-year extension, not to exceed four years total. All scheduled service visits must occur Monday through Friday between 8:00 AM and 5:00 PM local time, with maintenance schedules submitted at least seven days prior to the first visit. Pricing must be submitted on a per-service basis and include all applicable charges, fees, overhead, labor, materials, travel expenses, equipment, tools, and vehicles; quoted prices are firm and valid for 30 calendar days after the response due date. Prospective bidders are encouraged to conduct site visits to inspect equipment and evaluate maintenance requirements prior to submitting bids. All service documentation and invoices must be provided within designated timeframes, with payment made in arrears following completion of inspections, and a 90-day or manufacturer's standard warranty (whichever is longer) applies to all parts and maintenance work.

The State of Indiana offers various purchasing preferences for this procurement, including U.S. manufactured products, Indiana business preference, and small business preference designations. Minority and Women's Business Enterprises (MWBE) are encouraged to participate, with contract goals of 8% minority business participation and 11% women business participation; bidders claiming any preference must complete the Claiming Purchasing Preferences form and the Indiana Economic Impact form. All bidders must complete the online Bidder Registration process at https://www.in.gov/idoa/2464.htm prior to contract award and must submit required certifications including non-collusion certification, drug-free workplace certification, and employment eligibility verification. Contractors must secure commercial general liability insurance with minimum limits of $500,000 per person and $2,000,000 per occurrence, as well as workers' compensation coverage meeting statutory requirements. No specific incumbent vendor or budget range is identified in the available solicitation documents; however, compensation is structured as a firm bid amount based on the per-service pricing submitted for the two annual maintenance visits, with payment to be made via electronic funds transfer thirty-five days in arrears. Bids are not eligible for electronic submission through the Supplier Portal and must be submitted as completed physical bid packages via email or facsimile.