HVAC Preventative Maintenance

The Kansas Department of Administration's Office of Procurement and Contracts is seeking a contractor to provide comprehensive HVAC preventative maintenance services for the Larned State Correctional Facility. The procurement involves quarterly, semiannual, and annual inspections and maintenance of multiple HVAC systems, including 5 Superior Boilers, 2 RayPak Hot Water Heaters, 2 Marley Cooling Towers, 2 Trane Liquid Chillers, 2 Carrier Air-Cooled Chillers, and 6 walk-in cooler/freezer units. Key contractor qualifications include 10 years of HVAC maintenance experience, maintaining a field office within a reasonable distance, providing 4-hour emergency response time, and employing qualified technicians capable of working in a secure correctional facility. The primary technician must reside within 2 hours of the facility. A mandatory pre-bid conference was held on December 10, 2024, with the proposal submission deadline set for December 19, 2024, at 2:00 PM CST. The contract period will run from the date of award through December 31, 2029, with ongoing water treatment services requiring monthly site visits.

The procurement allows for political subdivisions such as cities, counties, and school districts to utilize the resulting contract. Bidders may qualify for preferences under the state's Bidder Preference Program or Disabled Veteran Owned Business program by submitting required documentation, including a current Tax Clearance Certificate, Immigration Reform and Control form, Sexual Harassment form, and Boycott of Israel form. Interested vendors must request an invitation to bid at least 24 hours before the deadline if not already invited. The state will provide filters and glycol, which should not be included in bid pricing. Pricing must be detailed, including regular hourly rates, emergency after-hours rates, weekend and holiday rates, and a percentage discount off list price for parts. A one-time equipment cost for water treatment chemical feed must be included. While the exact budget is not specified, the comprehensive nature of the contract suggests a significant multi-year investment in facility maintenance. The state reserves the right to use procurement cards (P-Cards) for payment, and additional work outside contract terms will be quoted on a case-by-case basis.