HVAC Contractor - 1863 Club (Saratoga)

The New York Racing Association, Inc. (NYRA) is soliciting bids from qualified union HVAC contractors to provide heating, ventilation, air conditioning, and refrigeration maintenance and repair services on a time-and-materials basis for the 1863 Club building at Saratoga Race Course, with proposals due September 25, 2026 at 2:00 p.m. EST. Contractors must be signatory to Local 773, a mandatory labor requirement that filters eligibility.

The scope encompasses preventive maintenance, troubleshooting, repairs, emergency response, and related HVAC/R support for existing mechanical and control systems, specifically Mitsubishi City Multi Variable Refrigerant Flow (VRF) systems, Mitsubishi PremiSys Dedicated Outdoor Air Systems (DOAS), CaptiveAire makeup air units, and associated controls. Preventive maintenance must occur at minimum once annually pre-season, with 24/7 emergency response capability required and on-site response within four hours of notification mandatory. Qualified technicians experienced with commercial HVAC systems are required.

The initial contract term is two years from execution, with NYRA holding sole discretion to renew for two additional one-year periods. Pricing shall be submitted on a time-and-materials basis with all pricing fixed for the initial term and optional renewal periods. New York State prevailing wage rates apply; bidders must submit payroll certification reports with invoices. The successful bidder must procure comprehensive insurance including commercial general liability ($2 million aggregate), automobile liability ($1 million), workers' compensation, umbrella liability ($5 million), cyber liability ($5 million), and crime coverage ($1 million), with NYRA designated as additional insured.

Minimum qualifications include five years of business operation and relevant experience, all necessary licenses and certifications, proof of insurance, and disclosure of any conflicts with NYRA Board and executive management. Evaluation weighs cost at 70 percent and vendor criteria at 30 percent. Questions are due September 11, 2026 at 5:00 p.m. EST; NYRA responds September 17 at 5:00 p.m. EST. Payment terms are 2% discount if paid within 10 days, otherwise net 30 days.