Csfm buildings HVAC quarterly PM service

The South Carolina Department of Agriculture is seeking a qualified contractor to provide comprehensive HVAC preventative maintenance and repair services for eight facilities at the Columbia State Farmers Market campus through Invitation for Bid (IFB) 5400028632. The solicitation requires quarterly preventative maintenance services at 90-day intervals, annual deep cleaning of coils, filter replacements, and emergency repair capabilities across multiple buildings including the Consumer Protection Division Laboratory, Metrology Laboratory, Administrative Office, and others. Contractors must demonstrate specialized experience servicing chilled water systems, mini-split systems, boilers, air handlers, air filtration systems, hot water tanks, and large split systems with heat pump technology. The procurement mandates a 12-hour emergency response time (2-hour response for the 24/7 Phillips Market Center), with contractors responsible for providing all labor, materials, tools, and consumables. Key procurement dates include a mandatory pre-bid conference and site visit on September 5, 2025, at 1:00 PM, a September 9, 2025, deadline for questions, and bid submissions due October 17, 2025, at 2:00 PM, with award anticipated on October 27, 2025. The contract term is one year with four potential one-year renewals, creating a maximum five-year contract period beginning November 3, 2025.

Contractors must possess a state vendor number and maintain comprehensive insurance, including $1,000,000 general liability coverage and workers' compensation insurance. South Carolina provides resident contractor preferences for businesses maintaining an in-state office and employing at least 50 percent South Carolina residents in contract performance. The solicitation allows for pricing submitted as monthly rates for quarterly preventative maintenance, with total five-year contract pricing calculated across eight separate line items representing each facility location. Contractors must maintain current Trane computer system software licenses and comply with EPA refrigerant recordkeeping requirements. While no specific set-aside designations for disadvantaged enterprises are explicitly mentioned, the state's procurement guidelines suggest potential considerations for local and small businesses. The procurement does not indicate an existing incumbent vendor, and contractors will be evaluated and awarded based on being the lowest responsible and responsive bidder. Although a precise budget range is not specified, the comprehensive multi-facility HVAC maintenance scope suggests a substantial contract value potentially ranging between $100,000 and $500,000 over the five-year period.