HVAC Preventive Maintenance - DMA

The Louisiana Department of Military Affairs is seeking a comprehensive HVAC Preventive Maintenance contract for an initial one-year period beginning July 1, 2025, with potential renewals for two additional 12-month periods. The solicitation (Bid Number 3000024890) covers preventive maintenance services for 188 HVAC system components across multiple facilities, including split systems, package units, rooftop units, and refrigeration units located in various sites such as training centers, administrative buildings, dormitories, and support infrastructure. Required services include monthly preventive maintenance interventions with quarterly activities involving extensive cleaning, calibration, alignment, tightening, adjusting, lubricating, and component replacement. The contractor must provide a 2-hour response time with 24-hour service availability and furnish all necessary personnel, test equipment, parts, refrigerant, air filters, and supplies to ensure optimal equipment performance. Bids must be submitted electronically through the LaGov vendor portal by June 24, 2025, at 10:00 AM CST, with the contract to be awarded on an all-or-none basis to the lowest responsive and responsible bidder.

The solicitation does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. Contractors must be registered in the LaGov system and provide a W-9 form if newly registered. Insurance requirements are substantial, including $1,000,000 Workers Compensation liability, $1,000,000 per occurrence Commercial General Liability (with $2,000,000 aggregate), and $1,000,000 combined single limit Automobile Liability. While specific budget ranges are not directly stated, the comprehensive nature of the maintenance contract covering multiple sites suggests a significant contract value. The procurement includes multiple funding sources with varying cost-sharing percentages across different sites, indicating a complex financial structure. Payment will be processed electronically, with the LaCarte procurement card used for purchases under $5,000 and Electronic Funds Transfer (EFT) for other payments. The total contract time is not to exceed 36 months, providing potential long-term stability for the selected contractor.