Hill C. C. Small Purchase HVAC Repair & Maintenance (MDS)

The Illinois Department of Corrections is seeking a qualified vendor to provide HVAC maintenance and repair services for the Hill Correctional Center located in Galesburg, Illinois. This small purchase Request for Quote (RFQ) covers comprehensive annual inspections, maintenance, and repair of the facility's entire HVAC system, including distribution systems, chillers, air conditioning units, boilers, pumps, heat exchangers, fans, and control systems. The contract requires the selected vendor to be responsible for all labor, materials, tools, and equipment, with specific response time requirements of eight hours for routine repairs and two hours for emergency services. Bids are due by May 29, 2025, at 11:00 a.m., with vendors required to keep their proposals firm for 120 days. The contract will be awarded to the lowest responsive and responsible bidder, with prevailing wage requirements in effect. Vendors must provide comprehensive documentation and maintain detailed records of all work performed, and all personnel will be subject to background checks.

The procurement is designated as a small business set-aside, which means certain restrictions may apply to vendor eligibility. Vendors must provide general commercial liability insurance of $1,000,000 per occurrence and $2,000,000 aggregate, along with auto liability and worker's compensation insurance. The contract will have an initial term of one year, with the total maximum contract value to be determined prior to execution. Pricing will be located in the BidBuy Purchase Order, and vendors must comply with all state and federal regulations, including extensive certification requirements outlined in the Standard Illinois Certifications document. Special considerations include provisions for handling potential asbestos-containing materials and adherence to multiple compliance standards covering areas such as tax compliance, workplace standards, non-discrimination policies, and avoiding conflicts of interest. Failure to meet these comprehensive requirements could result in contract voiding, suspension, debarment, denial of payment, civil fines, or criminal penalties.