HVAC Maintenance and Repair

Virginia Department of Juvenile Justice is requesting bids for HVAC preventative maintenance and emergency repair services at the Bon Air Complex and Virginia Public Safety Training Center (VPSTC) under IFB BPM093846, with sealed bids due October 26, 2026, at 2:00 PM through eVA. Two mandatory pre-bid conferences are scheduled for September 30, 2026, at Bon Air (9:00 AM) and October 5, 2026, at VPSTC (10:15 AM), with written questions due October 12, 2026, at 2:00 PM.

All contractor personnel must hold Virginia HVAC licenses at journeyman level or higher and be U.S. citizens. A Small Business Subcontracting Plan is mandatory for all bidders. Virginia's small-business goal is 42% of contract purchases, with preference for DSBSD-certified small, women-owned, and minority-owned enterprises; proposed small-business participation percentages become binding contract requirements.

The scope encompasses quarterly preventive maintenance inspections, coil cleaning, filter replacement, belt replacement, annual comprehensive inspections of central heating and cooling equipment and control systems, Electrical Bodine Ballast services, and 24/7 emergency repair capability. The contractor must respond to emergency calls with a competent mechanic on-site within four hours. Work during normal business hours (8 AM to 5 PM, Monday through Friday) is included in the contract price; overtime repairs are billed separately at overtime rates. The contractor must accept existing HVAC systems in their current condition and submit non-binding cost estimates and detailed time-and-material invoices within one week of each service call.

The contract runs November 19, 2026, through November 18, 2027, with four optional one-year renewal periods. Bidders may submit pricing using Time and Materials, All-Inclusive, or both methods. Required insurance includes Workers' Compensation (statutory), Employer's Liability of $100,000, Commercial General Liability of $1,000,000 per occurrence/$2,000,000 aggregate, and Automobile Liability of $1,000,000 combined single limit. Vendor transaction fees of 1% apply (capped at $500 for small businesses, $1,500 for others) for each purchase order. Evaluation will be on a grand total basis as the lowest responsive and responsible bidder.