300 SP Spring Mill HVAC Preventative MaintenanceBid Documents

The Indiana Department of Natural Resources is soliciting bids for preventative maintenance services on HVAC equipment at Spring Mill State Park in Lagrange County through RFQ #0030087470. The scope of work encompasses monthly on-site inspections, quarterly operational data collection and analysis, and seasonal spring and fall maintenance services for all HVAC and plumbing equipment, including Daikin VRV systems, AAON condensing units, air handling units, boilers, water heaters, and associated mechanical room equipment. Successful bidders must employ certified technicians for both AAON and Daikin equipment service and must obtain access to AAON service tools and Daikin Service Checker Software by the contract start date of June 1, 2026. Pricing must be submitted on a per-service basis with unit prices, quarterly billing amounts, and total costs clearly identified, and all quoted prices must remain valid for thirty calendar days following the response due date. The contract term is two years with an optional two-year extension for a potential four-year service period, commencing June 1, 2026, or from the date of the State's last signature, whichever is later. Bids must be submitted 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 317-972-4275, and all questions must be submitted no less than seven days before the bidding deadline.

The State of Indiana has established diversity goals of 8% for Minority Business Enterprise (MBE) participation, 11% for Women Business Enterprise (WBE) participation, and 3% for Indiana Veteran-Owned Small Business Enterprise (IVOSB) participation; contractors meeting these goals must submit completed commitment forms with signed letters from certified subcontractors. This procurement is not restricted to specific entity types, though contractors are not required to be registered with the Procurement Division to respond but must complete registration within five days of award notification or the award will be canceled. Bidders must comply with standard State of Indiana terms and conditions including nondiscrimination requirements, drug-free workplace standards, ethics obligations, employment eligibility verification, and intellectual property defense requirements. The bid package includes a contract template for review purposes and references the public works construction contract (FA 25-80) for projects under $150,000, which governs insurance requirements including commercial general liability of at least $500,000 per person and $2,000,000 per occurrence. No specific budget range or award value has been disclosed in the solicitation documents; pricing will be evaluated based on the submitted per-service cost quotations and the contractor's qualifications and experience with the required HVAC equipment systems.