D2HVAC28SB Preventative maintenance for R-22 Rooftop System and Fuel Oil Furnace

Maryland Department of Transportation State Highway Administration (MDOT SHA) District 2 Office is soliciting bids under IFB D2HVAC28SB for one-year preventative maintenance and repair of a rooftop R-22 system and fuel oil furnace with hydronic and air heating in Chestertown, Kent County, with questions due November 18, 2026 and bids due November 19, 2026 at 12:00 p.m. local time via eMMA. This is a small business reserve procurement limited to vendors certified by the Governor's Office of Small, Minority & Women Business Affairs (GOSBA), with zero percent MBE, DBE, and VSBE subcontracting goals.

The contract covers the front building on the parcel at the District 2 Office, 615 Morgnec Road, and excludes the back building with the maintenance yard. Required work includes quarterly preventative maintenance in January and July, seasonal maintenance with quarterly PM in April and October, additional coil cleanings May through September, non-emergency call-in repairs, and 24/7 emergency response. The IFB states that services may extend to other facilities as needed. Subcontracting is prohibited, and the State bars inexperienced or residential technicians from servicing this legacy commercial system.

Minimum qualifications include an HVACR Master Unrestricted Contractor's license; at least two employees holding current HVACR Master or Maryland Journeyman licenses with EPA Section 608 certification; AHRI/UL certified recovery equipment; five years of commercial HVAC experience; 24-hour emergency availability; and in-house capability for rooftop systems up to 75 tons, chillers, and boilers. Bidders must submit three commercial references with work performed within the preceding 24 months. Insurance requires $1 million commercial general liability and $1 million workers' compensation coverage, with the State named as additional insured.

The award is fixed-price through competitive sealed bidding to the lowest responsive and responsible bidder, and bonding is not required. The price form requires hourly rates by apprentice, journeyman, and master level for emergency call-ins (20 hours) and non-emergency call-ins (40 hours), plus a unit price for 30 pounds of R-22 with no minimum quantity. Materials markup is capped at $0.10 per dollar of actual cost, which bidders must build into labor pricing. No travel time, mileage, or fuel surcharges are permitted, and only price-form line items may appear on invoices. Payment follows completed work and a commercial invoice, with no down payment. Default terms are Net 15 by check for small businesses, with free ACH available. Invoices under $5,000 may be paid by credit card if the contractor charges no card fees. The term is one calendar year, and the State may extend it by change order if work remains incomplete.

No pre-bid conference or scheduled site visit is required, though bidders are encouraged to inspect equipment before bidding. The public bid opening occurs November 19, 2026 at 12:00 p.m. via Microsoft Teams. Attachments include the Reference Check form (Attachment L), the price form, and maintenance checklists for the oil transfer pump, VAV box with hot water heat, and cast iron boiler.