HVAC Preventative Maintenance MDOT Grand Region

The Michigan Department of Transportation (MDOT) Grand Region is requesting proposals for HVAC preventative maintenance services across specified equipment, with proposals due July 10, 2026 at 3:00 p.m. Eastern and questions due June 29, 2026. The mandatory requirement for a Michigan Mechanical Contractor License with classifications 1, 2, 5, and 7, plus a Boiler Installer License classification 1B held by key personnel, filters eligibility. Prevailing wage requirements apply to this contract under Michigan state law, with rates established for Kent County.

The scope covers scheduled maintenance and inspections for eleven pieces of HVAC equipment: one Lochinvar boiler, two QMark electric unit heaters, six Mitsubishi mini-split systems with corresponding condensing units, five rooftop units (Carrier and Trane), and two Greenheck exhaust fans. Maintenance frequencies range from annual (boilers, exhaust fans, unit heaters) to semi-annual (mini-split systems and rooftop units). Work must be performed Monday through Friday, 8:00 a.m. to 5:00 p.m. Eastern, with no overtime permitted. The contractor must submit work reports within 24 hours of service completion and maintain a kick-off meeting within ten calendar days of contract start.

The contract term is three years with two optional one-year renewal periods at the State's sole discretion, commencing July 24, 2026. Pricing must be firm for the entire contract length and submitted on the provided Schedule B template in modifiable format. No subcontractors are permitted. Required insurance includes commercial general liability at $2 million aggregate, automobile liability at $1 million per accident, workers' compensation, and employers liability at $500,000. Liquidated damages are $1,000 plus $100 per day for late or improper completion.

Proposals are evaluated on quality of the preventative maintenance checklist (20 points), key personnel qualifications (30 points), vendor experience (45 points), and completeness of required documents (5 points). Proposals scoring 80 or more technical points advance to pricing evaluation. Certified payroll must be submitted through MDOT's labor compliance program tracker. Payment is made via Electronic Funds Transfer within 45 days of invoice receipt. Active State Project Registration with the Michigan Department of Labor and Economic Opportunity is mandatory.