East Flat Rock HVAC Preventative Maintenance

The North Carolina Department of Public Safety, on behalf of the North Carolina National Guard, is issuing an Invitation for Bid (IFB 19-IFB-2109155687-HDE) for HVAC preventative maintenance services at the East Flat Rock Readiness Center located at 2025 Spartanburg Highway, East Flat Rock, NC 28726. The procurement seeks a qualified vendor to provide scheduled preventive maintenance for HVAC systems through four quarterly inspections (Winter, Spring, Summer, and Fall) designed to ensure optimal performance and extend equipment life. The scope of work encompasses maintenance of three condenser/chillers, two boilers, two package units, three mini splits, thirty-eight VAV boxes, and four exhaust fans. Vendors must submit sealed bids through the Ariba Sourcing Tool with pricing for quarterly and annual preventative maintenance services, separate hourly rates for non-emergency repairs during business hours, emergency services outside business hours, refrigerant charges, and a parts cost discount percentage. Required submissions include completed pricing forms, HUB supplemental vendor information, worker location statements, financial condition certification, and lobbying activity certifications, along with proof of registration with the North Carolina Secretary of State. A mandatory site visit is scheduled for April 16, 2026, at 10:00 AM, with bids due April 27, 2026, at 2:00 PM ET. The contract term is one year with options for two additional one-year renewal terms at the State's discretion, contingent on written notice sixty days before the end of each term. Evaluation criteria include completeness, content, cost, and vendor responsibility, with awards made to the lowest responsive bid meeting specifications.

No specific set-aside designations or restrictions limiting the types of organizations that can respond have been identified in the solicitation documents. The procurement does reference HUB supplemental vendor information requirements, suggesting consideration of Historically Underutilized Business (HUB) participation, though this does not appear to be a mandatory set-aside. No incumbent vendor or current contractor information is provided in the available documentation. The State reserves the right to award to a single vendor or make separate awards to multiple vendors based on the evaluation criteria, though no specific funding source or budget range is identified in the solicitation materials. The solicitation does not indicate any existing infrastructure or technology requirements for integration with vendor-provided services.