300 SP Shakamak State Park HVAC PM New Bid 2-YrBid Documents

The Indiana Department of Natural Resources is soliciting bids for a two-year HVAC Preventative Maintenance Services contract at Shakamak State Park in Jasonville, Hamilton County, Indiana. The contractor shall provide comprehensive heating, ventilating, air conditioning, and water treatment equipment preventative maintenance services exclusively—not system repairs—with four pre-scheduled quarterly visits annually conducted Monday through Friday between 8:00 a.m. and 5:00 p.m. local time. The scope encompasses approximately 80 HVAC units and related components distributed across multiple park facilities, including furnaces from Lennox, Goodman, Modine, Reznor, and Carrier; air conditioning units; water heaters from A.O. Smith and Lochinvar; and ancillary equipment such as exhaust fans and thermostatic mixing valves. Deliverables include an initial site inspection prior to service commencement, development of a detailed maintenance protocol in consultation with the property manager, legible work orders or service reports provided upon each visit's conclusion, and submission of copies within three business days when required. The contractor must furnish all necessary filters, materials, chemicals, refrigerants, and parts required for service at no additional cost. Responses must be submitted by Monday, May 18, 2026, at 10:00 a.m. EDT via email to Nicholas Ramsey at nrramsey@dnr.in.gov or fax to 317-972-3275; all questions must be submitted at least seven days prior to the response due date. All quoted prices must remain valid for thirty calendar days after the response due date and be inclusive of all applicable charges including labor, materials, tools, equipment, vehicles, and travel expenses.

The solicitation includes set-aside requirements for Minority Business Enterprise (8%), Women Business Enterprise (11%), and Indiana Veteran Owned Small Business Enterprise (3%) participation. Bidders must respond to purchasing preference questions regarding U.S. manufactured products, Indiana business status, small business classification, and recycled content products. The contract shall commence June 1, 2026, or upon execution by the State, and terminate May 31, 2028, or two years after the State's final signature, whichever is later, with an option for renewal by mutual consent not to exceed four years total. The contractor shall provide all necessary unemployment, workers' compensation, liability, and property/casualty insurance and must furnish a 90-day warranty or manufacturer's standard warranty, whichever is longer. No additional fees shall be charged for call-backs within ten days of a scheduled visit or for multiple visits resulting from contractor deficiencies, and failure to meet scheduled visits without prior approval will result in non-payment for that maintenance period. The solicitation does not disclose the incumbent contractor, budget range, or award value; pricing must be quoted on a per-service basis for each year with unit prices extended to show total contract value, and payment shall be made in arrears via electronic funds transfer in accordance with State fiscal policies.