FY27 HVAC Preventative Maintenance and Repairs

The Ohio Department of Veteran Services is seeking bids for FY27 HVAC Preventative Maintenance and Repairs services at the Ohio Veterans Home Georgetown (OVH-G), located at 2003 Veterans Boulevard, Georgetown, Ohio 45121, in Butler County. This procurement requires the selected contractor to provide comprehensive preventive maintenance and repair services for an extensive HVAC system encompassing 92 fan coil units, 117 variable air volume boxes, 7 rooftop units, 2 boilers, 1 chiller, 20 exhaust fans, 2 ductless mini-split units, and numerous other heating and cooling components across the facility. The contractor must conduct an initial equipment assessment, develop and coordinate a preventive maintenance and repair program, and provide ongoing maintenance, repairs, and replacements as approved by the state, with all work performed by OEM-trained or properly certified personnel meeting or exceeding industry standards and compliance with ADA and OSHA requirements. Deliverables include an Accurate Covered Equipment and Condition List within 30 calendar days of contract inception and a Preventive Maintenance Manual within 60 calendar days, with compensation structured as itemized monthly preventive maintenance fees, hourly repair service rates, and hourly emergency service rates not to exceed pricing on the State of Ohio Statewide HVAC Contract MAC038 Index. A mandatory site visit is scheduled for March 17, 2026, at 10:00 AM at the facility's main entrance, with attendance required for bid responsiveness; failure to attend may result in disqualification. The bid due date is March 27, 2026, and the contract term runs from July 1, 2026, through June 30, 2027, with two optional one-year renewal extensions available by mutual agreement.

Bidding is restricted to suppliers currently listed on the State of Ohio Statewide HVAC Contract MAC038 Index, and the state will apply Veterans Friendly Business Enterprise (VBE) preference as required by Ohio Revised Code 9.318. Bidders must submit documentation of three prior similar projects completed within the previous five years, a completed Contractor/Subcontractor Affirmation and Disclosure Form certifying compliance with Executive Orders prohibiting offshore service performance and data location, and a Subcontractor Identification Form if applicable. The state will evaluate estimated annual costs using 100 hours of regular repair services and 25 hours of emergency services to calculate pricing projections, and bidders must also comply with all State of Ohio Standard Terms and Conditions, including maintaining commercial general liability insurance of at least $1,000,000 per occurrence, automobile liability of at least $1,000,000 per accident, and workers' compensation insurance of at least $1,000,000 per accident. All work must be performed at the facility location with all state data maintained within the United States, and contractors must be registered with the Ohio Secretary of State and comply with applicable federal, state, and local laws. No specific award value or budget range is disclosed in the procurement documents; compensation will be determined based on the submitted itemized rates and actual service hours utilized during the contract period. The state retains sole discretion to renew the contract under the same terms and conditions, with invoices due no later than 90 days after the contract ending date and payment due 30 days after receipt of proper invoices.