HVAC Preventative Maintenance

The Greater Dayton Regional Transit Authority (RTA) is soliciting bids for a comprehensive HVAC Preventative Maintenance contract (IFB 25-31) covering multiple facilities in Montgomery County, Ohio. The procurement seeks a contractor to provide full-scale maintenance and repair services for HVAC, mechanical, electrical, and pneumatic systems across RTA's main campus, transit centers, and substations. Contractor qualifications include a minimum of 10 years of experience in facility-related systems, requirement to use journeyman-level employees, and demonstrated ability to manage complex energy management and control systems. The contract offers two pricing models: a Guaranteed "Full Service" Preventive Maintenance Program and a Preventive Maintenance Service Program, which include all parts, labor, scheduled maintenance, repairs, service calls, and emergency responses for a fixed monthly fee. The solicitation was released on April 22, 2025, with a pre-bid conference scheduled for May 20, 2025, and bids are due on June 24, 2025, at 10:00 am Eastern time. The contract term is five (5) base years with three (3) optional renewal years, and the RTA will be simultaneously installing a comprehensive energy management system during the contract period.

The solicitation has a Disadvantaged Business Enterprise (DBE) participation requirement of 0%, indicating no specific set-aside requirements for minority or disadvantaged businesses. The contract is partially funded by the Federal Transit Administration (FTA) and the Ohio Department of Transportation (ODOT), which may impose additional compliance requirements. While no incumbent vendor is specifically mentioned, the contract includes detailed insurance requirements, including Workers' Compensation, Commercial General Liability, Commercial Auto Liability, and Excess/Umbrella Liability insurance. The RTA is tax-exempt and expects contractors to adhere to system-wide safety manuals, regulatory standards, and security measures, including mandatory identification badges for all employees working on RTA premises. Although specific budget ranges are not explicitly stated in the provided documents, the pricing sheet suggests flexibility for various labor classifications and potential cost adjustments across the eight contract periods. Contractors will be expected to work closely with RTA to manage and integrate various control systems across different facilities during the contract term.