HVAC Maintenance and Repairs for Region 1

This Quick Quote (QQ-118121) solicitation, issued by the Virginia Department of Wildlife Resources, seeks a qualified HVAC contractor to provide comprehensive maintenance and repair services for the Region 1 office located in Charles City, Virginia. The scope of work includes quarterly preventative maintenance on four Carrier HVAC units and one mini-split system, encompassing filter changes, electrical connection inspections, safety interlock verification, coil cleaning, thermostat verification, computerized system diagnostics for Zonex zone-controlled systems, and repair recommendations. The contractor must possess experience with zone-controlled HVAC units and computerized interfaces, schedule all service visits in advance, and be capable of responding to maintenance requests as needed. Unsealed bids must be submitted electronically through the eVA procurement portal by May 8, 2026, at 4:30 PM, with a mandatory prebid conference scheduled for May 5, 2026, at 10:00 AM EST at the DWR Charles City Office. The contract term is one year from the date of award with four optional one-year renewal periods. Award will be made to the lowest responsive and responsible bidder based on price competitiveness and vendor qualifications. All bidders must be registered in eVA and comply with Virginia public procurement requirements, including anti-discrimination provisions, drug-free workplace standards, and immigration reform compliance for contracts exceeding $10,000.

The solicitation includes set-aside preferences for disadvantaged small business enterprises (DSBSD-certified micro businesses with bids up to $10,000 or small businesses with bids up to $100,000), provided such bids are deemed fair and reasonable by the procuring agency. The contractor must maintain workers' compensation insurance meeting statutory requirements, employer's liability coverage of $100,000, and commercial general liability insurance of $1,000,000 per occurrence with a $2,000,000 aggregate limit, naming the Commonwealth of Virginia as an additional insured. Vendor transaction fees of one percent (capped at $500 for DSBSD-certified small businesses or $1,500 for other vendors) will be assessed per purchase order issued through the eVA system. Invoices exceeding $5,000 will be paid within thirty days of service completion and valid invoice receipt, while smaller invoices may be processed via charge card. Price escalation is permitted only at contract renewal periods, based on the Consumer Price Index for services excluding energy services, with thirty days' advance notice required. Specific budget or award value thresholds are not explicitly stated in the solicitation documents.