FY27 IVHC - Commercial Refrigeration and Cooling Equipment Maintenance Services

The State of Illinois Department of Veterans Affairs at the Illinois Veterans Home Chicago is soliciting bids for commercial refrigeration and cooling equipment maintenance services with a proposal due date of July 6, 2026. The initial contract term is 36 months with a maximum total term not to exceed ten years including renewals and extensions.

The scope covers quarterly inspections and preventative maintenance on four walk-in coolers, one walk-in freezer, eight double refrigerators, eighteen ice machines, and two water fountain coolers at the facility located at 4250 North Oak Park Avenue in Chicago. Services include cleaning evaporator and condenser coils, checking system components, changing domestic water filters quarterly, detecting and repairing refrigeration leaks, and programming refrigeration controllers. The vendor must provide a backup diesel-powered freezer truck (approximately 1,000 cubic feet capacity) within twelve hours if the facility's walk-in freezer fails and cannot be repaired before temperature rises above 20 degrees Fahrenheit. The vendor must be available 24 hours per day, seven days per week, respond to service requests within two hours, and perform routine maintenance during normal business hours (Monday through Friday, 7:00 a.m. to 5:00 p.m.). All replacement parts must be new manufacturer-supplied or manufacturer-approved parts.

The vendor must hold an EPA Universal CFC license. Subcontracting is prohibited without prior written approval. No prevailing wage requirements apply to this service category.

The contract pricing is estimated in the associated BidBuy Purchase Order with the total maximum amount to be entered by the State prior to execution. The vendor must maintain general commercial liability insurance of $1,000,000 per occurrence with $2,000,000 annual aggregate and auto liability coverage of $1,000,000 per occurrence. Vendors must comply with all 33 certification requirements in the Standard Illinois Certifications document, including financial integrity, criminal history restrictions, employment practices, environmental compliance, procurement ethics, workplace safety, and accessibility standards, with recertification required by January 1 of each subsequent fiscal year for contracts exceeding one year. Vendors must also comply with the State of Illinois Standard Terms and Conditions, including the $15 minority contractor initiative fee for contracts exceeding $1,000 and a twelve-month warranty on all supplies and services.