HVAC Preventative Maintenance

The Kansas Department of Administration, Office of Procurement and Contracts is seeking HVAC Preventative Maintenance services for Kansas Correctional Industries at two facilities: Hutchinson Correctional Facility and El Dorado Correctional Facility. The Invitation for Bid (IFB) covers semi-annual maintenance services to be performed twice yearly (Spring and Fall), with comprehensive requirements including equipment inspections, cleaning, filter changes, electrical connection checks, refrigerant level assessments, and detailed service reporting. Bidders may submit proposals for one or both locations, with the potential for a single or split vendor award. The contract period runs from the award date through July 31, 2030, with services to include standard maintenance and the ability to obtain separate quotes for additional repair work. The bid closing date is July 10, 2025, at 2:00 PM CST, with electronic submissions accepted at Procurement@ks.gov or hand-delivery to the Topeka, Kansas procurement office. Bidders must complete various required forms, including a signature sheet, immigration reform certification, sexual harassment acknowledgment, and tax clearance certificate.

The procurement appears to be open to all qualified vendors without specific set-aside designations for disadvantaged enterprises. The contract is structured as an indefinite quantity contract, meaning the exact volume of services is not guaranteed. Bidders will need to provide individual pricing for the Hutchinson and El Dorado Correctional Facilities, with the ability to bid on one or both locations. The existing infrastructure includes multiple HVAC units across various buildings, with equipment from manufacturers such as Sterling, Rheem, Trane, Greenheck, and Goodman. While specific budget ranges are not explicitly stated, the bid allows for semi-annual lump sum pricing for each facility. The state reserves the right to accept or reject any bid, emphasizing competition while maintaining procurement flexibility. Political subdivisions may potentially utilize this contract, and bidders must indicate acceptance of state terms and conditions, including potential payment via procurement card.